NW Illinois News

City of Byron Administrative Committee met Aug. 21.

Here are the minutes provided by the committee:

Alderman Isaacs called the meeting to order at 5:16 pm.

1. ROLL CALL –

MEMBERS PRESENT: Alderman Todd Isaacs, Alderman Mittzi Fulrath, Alderman Ron Boyer

MEMBERS ABSENT: None

OTHERS PRESENT: Mayor John Rickard, Attorney Aaron Szeto, Clerk Caryn Huber, Administrator Brian Brooks, Police Chief Jeremy Boehle, Public Works Director Aaron Vincer

2. APPROVAL OF AGENDA – August 21, 2024 – Alderman Fulrath motioned to approve, as presented, the August 21, 2024, Administrative Committee meeting agenda. Motion seconded by Alderman Boyer. Roll call vote: Fulrath, AYE; Boyer, AYE; Isaacs, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.

3. PUBLIC COMMENT – None

4. APPROVAL OF MINUTES – June 26, 2024 – Special Meeting - Alderman Boyer motioned to approve, as presented, the June 26, 2024, Administrative Committee Special Meeting minutes. Motion seconded by Alderman Fulrath. Roll call vote: Boyer, AYE; Isaacs, AYE; Fulrath, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.

5. ORDINANCE ADOPTING 2021 SWIMMING POOL & SPA INTERNATIONAL CODE – Administrator Brooks stated that when we updated our building codes, we did not adopt the swimming pool and spa code. This ordinance adopts the International Swimming Pool and Spa code, 2021 edition. We have an ordinance that covers swimming pools and spas, and this will be in addition to what is already in our ordinances. Alderman Isaacs motioned to recommend council approval of the Ordinance Adopting the 2021 Swimming Pool and Spa International Code. Motion seconded by Alderman Fulrath. Roll call vote: Isaacs, AYE; Fulrath, AYE; Boyer, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.

6. 2023-2024 AUDIT – The 2023-2024 audit is in Dropbox. Lindsey Fish from Sikich will attend the next council meeting to review the audit with council and answer questions. We addressed several of the management concerns from last year, but they still cited the lack of segregation of duties in accounts payable and receivable. As they too acknowledge, this is difficult to do with the size of the City Hall staff.

7. A RESOLUTION DECLARING THE OFFICIAL INTENT TO REIMBURSE EXPENDITURES FOR THE CERTAIN CAPITAL EXPENDITURES OF THE CITY WITH THE ISSUANCE OF NOT TO EXCEED $2,800,000 GENERAL OBLIGATION BONDS (ALTERNATE REVENUE SOURCE), SERIES 2024, OF THE CITY OF BYRON, OGLE COUNTY, ILLINOIS – Administrator Brooks explained that this is a proactive resolution. It gives us the opportunity to spend money towards the Public Works Building and recapture it through the bonds. It puts us in good standing with the IRS when it comes to tracking the funds. According to bond council, if we want any opportunity to advance funds and get reimbursed from bond proceeds, this resolution is necessary. We will receive the bond funds in a lump sum and will place in a public fund, which gives us the opportunity to earn interest until funds are paid out. The funds will be carefully tracked. Bond payments will come from a different line item. A public hearing will be held on September 4 where we should get a better idea of current rates. Alderman Isaacs motioned to recommend council approval of the Resolution Declaring the Official Intent to Reimburse Expenditures. Motion seconded by Alderman Boyer. Roll call vote: Fulrath, AYE; Boyer, AYE; Isaacs, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.

8. SOLICITOR PERMITS – This subject came up at the last meeting. In the past, we had a city prosecutor that would handle ordinance violations in court (traffic, open alcohol, etc) by having a specific weekly or monthly call time. During Covid, that was eliminated, and cases have been handled by the State’s Attorney’s office. This process saves us money by not having to pay an attorney and we still receive a portion of any fines collected. Attorney Szeto stated that it is up to the city how they wish to handle these cases going forward. Administrative hearings, overseen by Attorney Russell Crull, have been put into place to handle property code violations, administrative tows, and vicious dog hearings. Mayor Rickard stated that Oregon and Mt. Morris have become stricter and have raised permit fees on their solicitor permits. He suggested we ask how they enforce solicitor violations. Administrator Brooks stated that we primarily get solicitor permits for solar companies. Solar funds that are currently available through the State of Illinois will run out soon. Discussion will continue regarding how we handle code violations.

9. 221 N. WALNUT ST. SIDEWALK REPLACEMENT TIF AGREEMENT – A meeting was held at the building with Aaron Vincer (Public Works Director), Casper Manheim (Building Inspector) and a structural engineer from Fehr Graham. After review, the building looks structurally sound, and the construction shouldn’t cause any damage to the foundation. There were, however, several things that should be done to ensure this. A revised engineer’s estimate incorporating those suggestions totals over $200,000, which includes the sidewalk work. The engineer believes that the ramp is pulling away from the building because of the ramp resting on dirt, not a foundation, which was not compacted correctly. It also appears that there was a coal shoot or cellar doorway that was not properly filled in. It was the engineer’s opinion that it was not a water leak that caused the ramp failure. The brick façade is resting on the ramp. Building the ramp in wood rather than concrete would save approximately $40,000. The sidewalk and street work is $82,000. A meeting has been scheduled with Mr. Miller next week. Once the project goes out for bid and costs are received, the city will need to decide how much they are willing to pay of his portion of the project with TIF funds. The committee reviewed the TIF fund accounts. Alderman Boyer asked if Cox’s Roost could be asked to finish the sidewalk in front of the building before winter (the curb is complete, but the sidewalk needs to be poured). He will also be putting up an ADA accessible ramp that needs to be taken into consideration before pouring the sidewalk.

10. CITY ADMINISTRATOR UPDATES – No report.

11. ADJOURN – Alderman Fulrath motioned to adjourn the Administrative Committee meeting. Seconded by Alderman Boyer. Roll call vote: Boyer, AYE; Isaacs, AYE; Fulrath, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.

Alderman Isaacs adjourned the meeting at 6:06 pm.

https://www.cityofbyron.com/media/3851