City of Byron Administrative Committee met Sept. 2.
Here is the minutes provided by the committee:
MEMBERS PRESENT: Chairman Alderman Christy Hanlin, Alderman Todd Isaacs, Alderman Dan Reilly, Alderman Jessica Nehring
MEMBERS ABSENT: None
OTHERS PRESENT: Mayor John Rickard, Clerk Caryn Huber, Pam Kultgen Alderman Hanlin called the meeting to order at 5:35 pm.
1. PUBLIC COMMENT – None
2. APPROVAL OF MINUTES – AUGUST 5, 2020 - Alderman Nehring motioned to approve, as presented, the August 5, 2020, Administrative Committee meeting minutes. Seconded by Alderman Hanlin. Motion passed.
3. BYRON BANK WIRE TRANSFER AGREEMENT-MELISSA BAXTER – Clerk Huber reported that Byron Bank has requested an increase in the amount of money Melissa Baxter is able to wire transfer (from $100,000 to $150,000). The request was made in reference to a bond payment to Heartland Bank in May. The authorization also lists Todd Murray. After discussion, Alderman Hanlin motioned to recommend to council to increase the wire transfer limit for Melissa Baxter and Todd Murray from $100,000 to $150,000. Motion seconded by Alderman Isaacs. Motion passed.
4. ENTRE PHONE SYSTEM QUOTE – Clerk Huber reported that the current telephone system at city hall is well over 10 years old. During the stay at home order, staff did not have the capability to transfer calls to their cell phones, or be alerted to calls via computer. The Entre quote for $17,580 replaces the current system. It is possible, for an expenditure such as this, we may be reimbursed out of the CURE program. The CURE program allocates state funds to municipalities for expenditures related to COVID-19 that are not covered in the budget. Byron’s allocation is just over $154,000. Alderman Isaacs asked if we received another quote for comparison, but Mayor Rickard said there aren’t many companies that install these systems. Alderman Hanlin asked if we could find out ahead of time if items would be covered. Clerk Huber said she would try to get an idea from DCEO, but Alderman Reilly added that from his experience, a definitive answer would be difficult. Alderman Isaacs said that if the system was not reimbursed, we could cover it with funds from the existing budget. Alderman Nehring motioned to recommend to council that the Entre proposal be approved for the new city hall phone system for $17,580. Seconded by Alderman Isaacs. Motion passed.
5. CURE ORDINANCE – Clerk Huber reported that one of the items that needs to be completed in order to begin applying for reimbursements, is Ordinance 2020-03, pertaining to the Cure Program. This document indicates that we agree to the terms of the program, and allows us to apply for reimbursements. We need to make the expenditures before we are reimbursed. We are communicating with other communities and Blackhawk Hills as we move forward and find out what will be covered through the program. Besides the PPE items and other expenses already spent on COVID-19 related items, other examples of items we are looking at include technology upgrades to allow more efficient working from home, web cams for the computers that do not have cameras, televisions for council chambers for outside presenters, additional tables for council chambers, cameras for well sites, city hall and the public works building, permitting software, an electronic sign, and touchless bathroom fixtures. Alderman Isaacs suggested a possible loan from the bank in the event the items are not reimbursed. Alderman Hanlin motioned to recommend to council the approval of Ordinance 2020-03 in order to begin applying for funds. Seconded by Alderman Nehring. Motion passed.
6. NICOR REIMBURSEMENT THERMS – Mayor Rickard reported that Nicor allows the city the use of 13,000 free therms. Last year, we used 11,000 therms. Nicor pays us the difference, which was $6,900 last year. If we had paid for them, we would need to also pay taxes and delivery charges and would end up paying more for actual therms used. Alderman Hanlin motioned to not make any changes to our Nicor agreement. Alderman Reilly seconded. Motion passed.
7. FIRST MIDSTATE UNDERWRITER ENGAGEMENT LETTER – We received communication from First Midstate, our underwriter for the last general obligation bond. If we would like to bond again, we need to start the process soon, and this letter allows the process to begin. Clerk Huber said that the signing of the letter does not obligate us to bond, and added that the bond underwriter does not have to be First Midstate if anyone has others to consider. Alderman Isaacs reminded the committee that the last time we bonded, we bonded for two years and we split the funds received between two years. These funds are typically used for road projects. Alderman Isaacs motioned to recommend to council that we sign the engagement letter. Seconded by Alderman Hanlin. Motion passed.
8. WATER TOWER ANTENNA FOR SCHOOL BUSES – The committee discussed a monthly charge for the company that supplies radios to the school transportation department. Alderman Reilly suggested $300/mo., and Alderman Isaacs suggested the funds be put in the water and sewer account. Alderman Reilly motioned to charge Freeport Communications $300/month for use of the water tower to place antennas for communication with school buses. Alderman Isaacs seconded. Mayor Rickard asked about the length of the contract, and the committee agreed on 12 months. Motion passed.
9. REVISIONS TO PERSONNEL POLICY – Mayor Rickard reported that there is now only one point on the Police contract left to negotiate. Once that is complete, other changes in the Personnel Policy can be discussed.
10. HIGHWAY AND DOWNTOWN FAÇADE DESIGN STANDARDS – Nothing new.
11. ADJOURN – Meeting was adjourned by Alderman Hanlin at 6:12 p.m.
https://www.cityofbyron.com/vertical/sites/%7B67304C08-5FC3-4329-8F07-4786D33EE040%7D/uploads/9-2-20_Admin_Comm_Minutes-Approved.pdf
Alerts Sign-up