City of Byron Administrative Committee met April 5.
Here are the minutes provided by the committee:
Alderman Hanlin called the meeting to order at 5:16 pm.
1. ROLL CALL –
MEMBERS PRESENT: Alderman Christy Hanlin, Alderman Ron Boyer, Alderman Todd Isaacs, Alderman Jessica Nehring
MEMBERS ABSENT: None
OTHERS PRESENT: Clerk Caryn Huber, Attorney Aaron Szeto, Administrator Brian Brooks, Jackie Holder
Because Jackie Holder is in attendance, Alderman Hanlin asked to move item #8 to item #5
2. APPROVAL OF AGENDA – APRIL 5, 2023 –Alderman Isaacs motioned to approve, as amended, the April 5, 2023, Administrative Committee meeting agenda. Motion seconded by Alderman Nehring. Roll call vote: Boyer, AYE; Isaacs, AYE; Nehring, AYE; Hanlin, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
3. PUBLIC COMMENT – None
4. APPROVAL OF MINUTES – MARCH 1, 2023 – Alderman Isaacs motioned to approve, as presented, the March 1, 2023, Administrative Committee meeting minutes. Motion seconded by Alderman Hanlin. Roll call vote: Isaacs, AYE; Nehring, AYE; Hanlin, AYE; Boyer, ABS. Motion passed: AYE, 3; NAY, 0; ABS, 1.
(#8) TIF APPLICATION – RERUNS FAÇADE IMPROVEMENT – Administrator Brooks stated that Ms. Holder had previously applied for a $30,000 TIF grant for façade improvements in 2019, however, the overall cost was too high to move forward and the project was cancelled. The current estimate is $39,100, and she is asking for $29,100 (75% of the total cost). Alderman Isaacs asked if she has a second bid, however, Ms. Holder has not been able to get any other contractors to bid the project. The previous bid included taking the front façade off and repairing the roof. The current improvements are not as extensive. The brick above the windows will be replaced and painted. A new cap will be installed above the front wall which will prevent water from leaking down the front of the building. Alderman Hanlin asked if the committee should consider a one-time payment, or payments spread out over several years. Administrator Brooks stated that he understood that the payments were to be spread out last time because Ms. Holder’s payments to the contractor would be over time. This project would require one payment to the contractor. Administrator Brooks said there are sufficient funds to cover this payment as well as others. Alderman Isaacs added that we sometimes require an agreement for the payment to be refunded if the building is sold within a year. The re-payment drops to 50% during the second year. Alderman Hanlin motioned to recommend council approval of a $29,100 TIF Grant to Jackie Holder for façade improvements to Reruns, subject to a redevelopment agreement. Motion seconded by Alderman Boyer. Roll call vote: Nehring, AYE; Hanlin, AYE; Boyer, AYE; Isaacs, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0. Administrator Brooks will be in touch with Ms. Holder regarding the agreement prior to City Council approval.
5. BUDGET ADJUSTMENTS ORDINANCE – Administrator Brooks stated that this ordinance adjusts the 2022-2023 budget and may need to be updated prior to the next meeting. Alderman Isaacs motioned to recommend council approval of the Budget Adjustment Ordinance, subject to any additional changes needed prior to next meeting. Motion seconded by Alderman Nehring. Roll call vote: Hanlin, AYE; Boyer, AYE; Isaacs, AYE; Nehring, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
6. 2023-2024 BUDGET ORDINANCE – Administrator Brooks stated that the public hearing notice has been published in the Tempo and the Ogle County Life and the budget has been available for public viewing for the last two weeks. He said that the budget has not changed much since discussing it at the last council meeting. Adjustments were made to the streets budget based on a high slurry seal bid recently received. The streets budget includes 1% sales tax balance, the TARP grant and half of the bond funds. Administrator Brooks also projected street funds out several years. The projections include a $500,000 down payment for the public works building. Alderman Isaacs discussed personnel. A 4% pay increase was budgeted for all staff. The budget includes hiring an extra police officer, a public works employee and a clerical employee. The hiring of a police officer will depend on FOP negotiations. Administrator Brooks encouraged Aldermen to contact him with any questions regarding the budget. Alderman Isaacs motioned to recommend council approval of the 2023-2024 Budget Ordinance, subject to adjustments needed prior to next meeting. Motion seconded by Alderman Boyer. Roll call vote: Boyer, AYE; Isaacs, AYE; Nehring, AYE; Hanlin, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
7. PERU ST. ROW VACATION AND POSSIBLE SALE OF LAND TO HAIRY COW – Administrator Brooks presented the committee recommendations to Todd McLester from Hairy Cow Brewery. By purchasing just the ROW, Mr. McLester feels that little parking is gained, and he would like to purchase an additional acre of the park. The last appraisal on the entire parcel was $70,000, or roughly $30,000/acre. He would like some flexibility on time restraints. Alderman Hanlin expressed concern that if we sell an acre, an acre is left. She feels it would be difficult to sell just one acre for commercial or residential development. Attorney Szeto suggested that an entire acre might not be required if combined with the ROW. He added that commercial developments are usually interested in at least 1-1/2 acres. Alderman Boyer suggested we offer to sell him the entire park. He can put in the parking he needs and develop the rest in the future. In the past, the committee has been interested in specifying time frames on any development of the park, but, due to other projects, Mr. McLester does not feel he can commit to a short timeline. Administrator Brooks suggested the possibility of leasing the land to him with the understanding that any business that would build on the other side would share parking with Hairy Cow. Alderman Isaacs has reservations about the city building a parking lot for one business. Alderman Isaacs suggested that we base the number of parking spots on the actual capacity. Once that is determined, Engineer Stoll could draw up a parking lot based on that number of spots. This will give a clearer picture of how much of the park he will actually need to purchase for parking. Administrator Brooks will discuss this further with Mr. McLester.
8. TIF APPLICATION – RERUNS – See above
9. WIPFLI AUDIT ENGAGEMENT LETTER – Administrator Brooks stated that WIPFLI has sent us the audit engagement letter, and the price has increased from $15,000 to $20,000.
The reason for the increase in cost is due to increased staffing costs, time to implement new auditing standards, and a TIF audit that has not been charged for in the past. Between 2017 and 2022, the total increase was $2,000. He asked if we should get pricing from other firms. Attorney Szeto added that it is good practice to change auditors every three to four years. Administrator Brooks will contact several firms for pricing.
10. CHARGEPOINT MASTER SERVICES AND SUBSCRIPTION AGREEMENT– The two charging stations are not yet usable. ChargePoint is the company that has the software, collects the money, and transfers money to our savings account (less their 10%). We have already paid for a five-year cloud service and five year warranty. Administrator Brooks has reviewed the contract and does not see anything to question or change. The charging stations are not a revenue source but are a means to attract visitors to Byron. We need to determine what to charge. In the interest of time, discussion on this topic will continue at the city council meeting.
11. BYRON ROCKS 5K-10K UPDATED MAP – Administrator Brooks stated that the chamber had originally distributed the wrong map when asking for event approval. The updated map is in Dropbox. Alderman Boyer motioned to recommend council approval of the updated Byron Rocks 5K-10K Run on May 6. Motion seconded by Alderman Isaacs. Roll call vote: Isaacs, AYE; Nehring, AYE; Hanlin, AYE; Boyer, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
12. INTERGOVERNMENTAL AGREEMENT WITH PARK DISTRICT – The Park District is reviewing the document.
13. ORDINANCE TO CHANGE ADMINISTRATIVE COMMITTEE DATE – Attorney Szeto stated that this ordinance changes the regular administrative committee meeting date from the 1st Wednesday of the month to the 3rd meeting of the month. The ordinance states that the change will take place in April, but the timing may not work with having to give appropriate public notice. Attorney Szeto will remove the start date from the ordinance. In order to avoid having a long gap between meetings, Administrator Brooks suggested there may have to be a month with a meeting on both the 1st and 3rd Wednesday. Ten days notice is required to publish a public notice in the paper. Alderman Hanlin motioned to recommend council approval of the Ordinance to Change the Administrative Committee meeting date, subject to the removal of the start date. Motion seconded by Alderman Isaacs. Roll call vote: Nehring, AYE; Hanlin, AYE; Boyer, AYE; Isaacs, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
14. ADJOURN – Alderman Isaacs motioned to adjourn the Administrative Committee meeting. Seconded by Alderman Boyer. Roll call vote: Hanlin, AYE; Boyer, AYE; Isaacs, AYE; Nehring, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
Alderman Hanlin adjourned the meeting at 6:31pm.
https://www.cityofbyron.com/sites/default/files/fileattachments/administrative_committee/meeting/4110/04-05-23_admin_comm_minutes-approved.pdf
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