City of Byron Administrative Committee met Feb. 1.
Here are the minutes provided by the committee:
Alderman Hanlin called the meeting to order at 5:15 pm.
Alderman Nehring motioned to allow Alderman Hanlin to attend the meeting by phone due to illness. Motion seconded by Alderman Isaacs. Motion passed by unanimous consent.
1. ROLL CALL –
MEMBERS PRESENT: Alderman Christy Hanlin (by phone), Alderman Todd Isaacs, Alderman Jessica Nehring
MEMBERS ABSENT: None
OTHERS PRESENT: Clerk Caryn Huber, Attorney Aaron Szeto, Administrator Brian Brooks, Mayor John Rickard
2. APPROVAL OF AGENDA – FEBRUARY 1, 2023 – Alderman Hanlin asked to add two items to the agenda: Exploring 610 (#10) and Murals (#11). Alderman Nehring motioned to approve, as amended, the February 1, 2023, Administrative Committee meeting agenda. Motion seconded by Alderman Isaacs. Roll call vote: Isaacs, AYE; Nehring, AYE; Hanlin, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.
3. PUBLIC COMMENT – None
4. APPROVAL OF MINUTES – JANUARY 4, 2023 – Alderman Isaacs motioned to approve, as presented, the January 4, 2023, Administrative Committee meeting minutes. Motion seconded by Alderman Hanlin. Roll call vote: Nehring, AYE; Hanlin, AYE; Isaacs, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.
5. FRONTIER CONSTRUCTION AND UTILITY USE AGREEMENT AND PERMIT – Administrator Brooks stated that Director Hewitt has been in touch with Frontier regarding city-wide installation of fiber optic. They have applied for permits and will have a $250,000 bond. It was questioned whether we should have a franchise agreement with them. Administrator Brooks requested a standard agreement from Frontier, but instead received a permitting agreement. He will clarify with Frontier. We are not able to collect a franchise fee from Frontier since we already collect a telecommunications tax through them. Alderman Isaacs asked if we can verify the telecommunications tax amount, and questioned the amount of aggregate insurance they are carrying. Attorney Szeto replied that with the additional umbrella, the amount of insurance is sufficient.
6. COMCAST CABLE FRANCHISE – Attorney Szeto has reviewed the Comcast Cable Franchise Agreement and has several items he would suggest amending, which he has provided to City Administrator Brooks. He would like to reduce the term of the contract from 10 years to 5 years. He would also like to remove the public hearing requirement in the event the Cable Act would allow the City to increase the franchise fee higher than 5%. In addition, he added the statement that the Franchise Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one agreement. City Administrator Brooks forwarded the requested changes to Comcast this afternoon.
7. BYRON FIREFIGHTER’S ASSOCIATION STREET CLOSING REQUEST – The Byron Firefighter’s Association submitted a request for street closings from Thursday, May 25, through Sunday, May 28, in order to hold their annual carnival. They are requesting closing portions of Second St. and Washington St. The closings will still allow access to the Fire Department garages, the Police Department garage, and the County Market loading dock. Along with the request, the Association submitted signatures from neighbors in the immediate area indicating they are aware of the request. Discussion continued about the need to stay within the requested closure area. Administrator Brooks suggested they speak with County Market about re-routing trucks for access to the loading docks. Alderman Isaacs motioned to recommend council approval of the request from the Byron Firefighter’s Association as presented. Motion seconded by Alderman Nehring. Roll call vote: Hanlin, AYE; Isaacs, AYE; Nehring, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.
8. RESOLUTION IN SUPPORT OF OGLE COUNTY ECONOMIC DEVELOPMENT CORPORATION – The Mayor stated his is the second attempt to form a regional economic development corporation. The organization would be a clearinghouse of information for the county for businesses interested in locating here. Every community is a member, but not all communities are participating. The communities that are participating will also have a seat of the Board of Directors. To fund the organization, they are asking that communities pledge 10% of their ARPA funds to provide seed money (total $250,000) to hire staff, secure office space, etc. Some funds would also come from private entities, such as utility companies. Of the $498,900 ARPA funds that Byron has received, we have committed $265,000 towards the purchase of generators. The balance has not been obligated. The organization will be adopting by-laws and will apply for 501(c)(3) status. The first half of funds would be contributed in 2023, and the second half in 2024. Alderman Isaacs motioned to recommend council approval of the Resolution in Support of the Ogle County Economic Development Corporation, committing 10% of ARPA funds to the organization over the next two years. Motion seconded by Alderman Nehring. Roll call vote: Isaacs, AYE; Nehring, AYE; Hanlin, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.
9. CITY ORGANIZATIONAL STRUCTURE/CHART – Administrator Brooks included the organizational chart in Dropbox for informational purposes. He outlined the structure per our ordinances, as well as the current structure operating at this time. He plans to share with employees as a way to show where they fit in the organization, who they report to, etc. He hopes this will make employees feel like an integral part of the larger organization. Alderman Isaacs asked about the position of ESDA coordinator. The position operates as its own department. Administrator Brooks asked the committee to review and contact him if they have questions or suggested changes.
10. EXPLORING 610 – Clerk Huber and the clerks in Stillman Valley and Davis Junction organized the Exploring 610 event last year. The event coincided with Community Garage Sale Days that were set for June 9, 10 and 11. Byron had 10-12 businesses that participated. The other communities had about the same. Stillman Valley and Davis Junction are interested in coordinating the event with Byron again this year. There was no objection from the committee.
11. MURALS - Clerk Huber discussed the success of our first mural which was completed last summer. If we are interested in having a second mural, we should begin the process of speaking to artists, discussing design and firming up a location. Four locations are being considered – the side of the Frontier Building (Walnut St.), the side of Uptown Lanes (Union St.), the side of the quanset hut in back of the China King Restaurant (Union St.), and the front of Byron City Hall. The project was paid for out of TIF funds, but we also received a total of $5700 in sponsorships last year. We are hoping that the success of the first mural, and the permanent signage acknowledging the sponsors, will encourage other businesses to contribute. She asked if any of the Aldermen would like to serve on the committee. Alderman Nehring, who volunteered on the committee last year, is interested in serving again. The Administrative Committee would like to pursue the mural project this summer. Discussions will continue.
Administrator Brooks asked if the committee would like to consider adjusting the start time of their committee meeting since the Community Services Committee is scheduled at the same time.
12. ADJOURN – Alderman Nehring motioned to adjourn the Administrative Committee meeting. Seconded by Alderman Isaacs. Roll call vote: Nehring, AYE; Hanlin, AYE; Isaacs, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.
Alderman Hanlin adjourned the meeting at 6:02pm.
https://www.cityofbyron.com/sites/default/files/fileattachments/administrative_committee/meeting/4097/02-01-23_admin_comm_minutes-approved.pdf
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