Dupage Policy Journal

City of Elmhurst Finance Council Affairs & Administrative Services Committee met July 22

Here are the minutes provided by the committee:

1. Call to Order

Chair Talluto called the meeting to order at 7:02 p.m.

2. Roll Call 

Committee Members Present: Talluto, Jensen, Nudera, Irby

Committee Members Absent:

Other Elected Officials Present: Curran

City Staff and Others Present: Coyle, Bruns, Kravets

3. Public Comment – None.

4. Receipt of Written Communication – None.

5. Business Before the Committee

A. Minutes of the June 24, 2024, meeting of the Finance, Council Affairs & Administrative Services Committee

A motion to approve the minutes of the June 24, 2024, FCA&AS Committee meeting was made by Alderman Jensen and seconded by Alderman Nudera. A voice vote was taken, and the minutes were approved unanimously.

B. Report – Food & Beverage Tax Requirements

Director Coyle provided background information on the current process for collection of the City’s 1% Food and Beverage (F&B) Tax, and two proposed modifications of the municipal code. The first will require owners and operators of retailers to register with the Finance Department to ensure they are aware of the F&B Tax collection requirement and procedures, and to provide accurate contact information. The second change adds a requirement to provide a copy of their Illinois Retailers’ Occupational Tax Return, Form ST-1, when submitting their F&B collection form for the same period. This will allow the Finance Department to verify the reasonableness of the F&B Tax reported and ensure businesses are following State filing requirements. A motion to approve the report was made by Alderman Jensen and seconded by Alderman Nudera. Roll Call vote: 4 ayes, 0 nays. Motion duly carried.

C. Report – Rates for Use of City-Owned EV Charging Stations

Director Kravets presented a recommendation to implement a fee structure for the use of Electric Vehicle (EV) charging stations located in the City’s parking garages. An analysis of fees assessed by neighboring communities of similar size was used to benchmark the proposed fee structure. Staff recommended implementing a fee of $1.32 per hour to be administered through the ChargePoint platform. The fee would allow the City to recover the power cost and maintenance fees of the EV charging stations. The Committee fully supported a fee to recover costs incurred by the City but requested additional information on the use of the stations for further evaluation, with the goal to determine the appropriate fee structure and whether to apply fees by the minute or by the hour. Topic tabled to a future meeting with additional data to be presented.

D. Report – Tyler SAAS

Director Kravets presented a recommendation to migrate the City’s Enterprise Resource Management (ERP) software to a Software as a Service (SaaS) model through Tyler Technologies (the ERP provider) hosted by Amazon Web Services (AWS). Staff believes this will provide a more strategic platform on which to operate and will enhance the implementation of software updates and resolution of supports cases. At the time the City began implementation of the ERP, Tyler’s SaaS offering was not at the level of service needed for the City, as well as being cost prohibitive. Tyler has since addressed these concerns. In anticipation of the migration, the 2024 budget included this switch.

The Committee asked staff about the impact of this change on the City’s cybersecurity and whether the agreement with Tyler provides any additional cybersecurity insurance above and beyond the City’s own. Director Kravets explained that Tyler, as a larger organization, has considerably more resources and is better able to defend against any cyber threats. Staff will evaluate the agreement along with legal representation to make certain that adequate insurance and indemnification is outlined in the contractual agreement. A motion to approve the report was made by Alderman Jensen and seconded by Alderman Nudera. Roll Call vote: 4 ayes, 0 nays. Motion duly carried.

6. Other Business

The Committee discussed the water rate timeline for 2024, noting an evaluation of a tiered system will likely take place in August.   The Committee also discussed several open referrals.  Chair Talluto shared with staff feedback she has received regarding the Tyler EnerGov platform recently launched by City.   The committee confirmed a quorum for the August 12, 2024 meeting.

7. Adjournment

A motion to adjourn was made by Alderman Nudera and seconded by Alderman Irby.  Motion carried by unanimous voice vote.

The meeting was adjourned at 8:11 p.m.

https://go.boarddocs.com/il/coe/Board.nsf/Public