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HomeMy WebLinkAbout08-04-2015 Council Meeting Minutes City of Canton Council Meeting The Donald Edwards Way (Historic Depot) Canton 11 61520 08-04-2015 6:30pm A regular meeting of the Canton City Council was held on August 4, 2015 (6:30pm) in the Council Chambers, The Donald E. Edwards Way-50 North 4th Avenue, Canton, Illinois 61520. STAFF IN ATTENDANCE Mayor Jeffrey Fritz, Attorney Nancy Rabel, City Clerk Diana Pavley-Rock, Treasurer Crystal Wilkinson, Police Chief Rick Nichols, Public Works Director Bill Terry, City Engineer Keith Plavec, City Administrator Jason Strandberg, Deputy City Clerk DeAnna Williams, Lu Ann Armstrong(Clifton Larson Allen) MEDIA IN ATTENDANCE: Daily Ledger, Fulton Democrat VIDEO SERVICES BY JOE GINGER PLEDGE OF ALLEGIANCE OPENED THE MEETING INVOCATION-Alderman Gerald Ellis PUBLIC PARTICIPATION- ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X ADDITIONS OR CORRECTIONS TO THE AGENDA Alderman Jim Nelson asked that item #4 under the Finance Committee be pulled from the agenda. Alderman Craig West asked for a correction on item #3 under the Community and Industrial Development Committee. The correct date should be September 19, 2015. CONSENT AGENDA APPROVAL OF THE COUNCIL MEETING MINUTES HELD JULY 21 2015 TREASURER'S REPORT Lou Ann Armstrong (Clifton and Larson) explained that the May's Treasurers Report was sent out last Friday and today the June's Treasurers Report was sent out. Page 1 of the June's Treasurer's Report reflects an unrestricted cash balance in the amount of $646,000.00. The Water and Sewer fund reflects a balance of$207,226.90. The loan at Ipava State Bank has a loan in the amount of $470,000.00. The City has repaid $200,000.00 and $275,000.00 is the principal remaining balance The June's Treasurer's report does reflect July's tax receipts. The City has received 59% of the tax revenue. The Tif 1 fund received 43%of the revenue and TIF 2 has received 56.36%. Alderman Jim Nelson said we will see a more transparent and easier to read financial papers moving forward. The new reporting method will let the Council know exactly what funds are in various accounts much easier. When the City looks at the budget and the levy process this fall the City will make sure they look at the calendar year from January-December. This will allow the City to levy for the proper amount needed next year. Alderman Justin Nelson asked if the revolving loan is up to date. Lou Ann explained that A-Z is making payments, but they are still behind. Alderman Gerald Ellis explained that 3 out of the 4 people on the loan are making payments. The one that is not making payments causes the loan to be delinquent. WWTP MISCELLANEOUS IMPROVEMENTS APPLICATION FOR PAYMENT NO. 10 FROM LEANDER CONSTRUCTION IN THE AMOUNT OF $22.910.78 MOTION and second were made by Aldermen Jim Nelson/Putrich to approve the consent agenda and place the information on file. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. FINANCE ALDERMAN JIM NELSON REVIEW OF REVENUES AND EXPENDITURES Alderman Jim Nelson said that he met with Dan Bender (Clifton Larsen) for over two hours this past week discussing the finances. Jim said that Clifton Larsen has found a couple of items that will help the general funds balance. Alderman Jim Nelson said that he thinks the City will be very pleased with the results of having Clifton Larson acting as the City Comptroller. APPROVAL OF NEW FUNDS AS CREATED BY THE FINANCE DEPARTMENT FOR A DEMOLITION FUND (051)AND A SIDEWALK REPAIR FUND (052) MOTION and second were made by Aldermen Jim Nelson/Justin Nelson to approve the demolition fund (051) and the sidewalk repair fund (052) Alderman Justin Nelson explained that the State has recently put a hold on the distribution of the video gaming funds to municipalities until the State approves a budget. City Administrator Jason Strandberg explained that the City does not have any major projects coming out of the fund in the near future. Lou Ann explained that the City split the current receipts 75% (sidewalk)-25% (demolition). The prior minutes reviewed were silent regarding the existing money in that fund. The City may want to discuss how that should be handled. The City can discuss the existing balance at the next Council meeting. Mayor Fritz said that the May 5, 2015 minutes reflects that the money was to be split 2/3 (sidewalk) and 1/3(demolition) between the two. This was not stated to be 75% and 25% between the two during that meeting. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. RECOMMENDATION TO CREATE BANK ACCOUNTS FOR ALL DEDICATED FUND ACCOUNTS. Dan Bender (Clifton Larson) previously said this would clarify the funds rather than pooling them. Dan also talked with other municipalities and found this was common practice. Alderman Jim Nelson said the dedicated funds are those that the City levies for....... such as work comp, unemployment insurance, social security and IMRF and other retirement funds MOTION and second were made by Aldermen Jim Nelson/Justin Nelson to approve the creating of the bank accounts. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. DISCUSS, CONSIDER AND VOTE ON POLICY TO PROHIBIT MEMORIALIZATION MARKERS AT GREENWOOD CEMETERY AND CONSIDER FEE AMOUNT FOR DEEDS This item was removed with the approval of the consent agenda. LEGAL AND ORDINANCE ALDERMAN CRAIG WEST DISCUSS THE CODE REQUIREMENTS FOR NOT ALLOWING METAL SIDING ON BUILDINGS OUTSIDE OF THE DOWNTOWN. Attorney Rabel explained that Alderman Justin Nelson requested that this item be put on the agenda. The Business that Alderman Nelson currently works for has a petition pending before the Planning and Zoning Board regarding setback requirements. This question came up if the business would need a variance based on the metal buildings that were anticipated on being put up. City Administrator Jason Strandberg explained that the City has talked for a couple of years about some of the codes being too restrictive. Prior discussion took place regarding the City code that said no metal buildings throughout the City. The City brought this back and thought it was too restrictive. The intention was probably to prohibit Morton buildings in the downtown area, or to make sure that IH didn't become a warehouse district. The City changed it so anyone outside of the downtown area would have to go to the planning and zoning commission. Alderman Jim Nelson said the City did change this a year ago and he has not heard anything......... so it must be working. Alderman Justin Nelson said he discussed putting a perimeter around the downtown area. Currently it is a 30 day process to get a variance completed. This timeframe is not always acceptable to people when they have builders ready to go. Alderman Justin Nelson further explained that metal buildings have become very common. The City has several metal buildings in town. The City has some behind the fire department and most of the maintenance buildings are metal. Alderman Justin Nelson further stated that if the City is going to be business friendly, we need to figure out how to streamline things. Alderman Putrich recommended addressing this issue with our Planning and Zoning Director John Kunksi before any changes are made. Attorney Rabel suggested having this go to the next Planning and Zoning meeting and have them make a recommendation that could come back to Council. COMMUNITY AND INDUSTRIAL DEVELOPMENT ALDERMAN TAD PUTRICH UPDATE FROM SPOON RIVER PARNERSHIP ECONOMIC DEVELOPMENT DIRECTOR MISSY TOWERY The report was placed in the packet and is filed with the City Clerk's office. A SPECIAL EVENT REQUEST FOR THE 2ND ANNUAL NATHAN WATSON MEMORIAL TO BE HELD AT MOORE'S PUB SEPTEMBER 12, 2015 FROM 11.00AM TO 8.00PM MOTION and second were made by Aldermen Putrich/Mayhew to approve the special event request pending receipt of the certificate of insurance naming the City of Canton as additional insured. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. A SPECIAL EVENT REQUEST FOR THE CANTON FRIENDSHIP FESTIVAL PARADE TO BE HELD ON SEPTEMBER 20, 2015 The road closure form will be submitted. The certificate of insurance is on file. MOTION and second were made by Aldermen West/Justin Nelson to approve the special event request. Discussion: Alderman West explained that if the road work (water main repair) is still being performed during the parade an alternate route will be used. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JUSTIN NELSON, CHAIRMAN A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF CANTON AND THE POLICE BENEVOLENT AND PROTECTIVE ASSOCATION AND AUTHORIZING AND DIRECTING THE MAYOR AND THE CITY CLERK TO EXECUTE SAID AGREEMENT ON BEHALF OF THE CITY OF CANTON. This item will be discussed first in executive session. A RESOLUTION APPROVING A RETIREMENT AGREEMENT FOR STREET SUPERINTENDENT DANNY DARE. This item will be discussed first in executive session. DISCUSS. CONSIDER AND VOTE ON DEPUTY CLERK/ADMINISTRATIVE ASSISTANT TO THE CITY ATTORNEY POSITION. This item will be discussed first in executive session. PUBLIC SAFETY&TRAFFIC ALDERWOMAN ANGELA HALE, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON NO PARKING ALONG A SECTION OF WALNUT STREET Several complaints have been made about this section of Walnut Street. When people leave the Canton Family Restaurant on South 5th Avenue and turn onto Walnut Street there is not adequate room if people park on this section of Walnut Street. There is a stop sign in this area, so you already are not to park within so many feet of the stop sign. This will be put on the next agenda for further discussion STREETS AND GARBAGE ALDERMAN RYAN MAYHEW, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON INSTALLATION OF ADA CROSSINGS AT RAILROAD TRACKS ON SOUTH MAIN STREET The cost for the installation of the ADA crossing of railroad tracks on South Main Street is in the amount of$12,364.83. This is not a budgeted item. City Engineer Keith Plavec explained that this crossing has been an issue for a long time. Keith said he contacted Keokuk Junction Railroad to do something about this crossing. He also contacted the Interstate Commerce Commission about doing something. Keith explained that now they are under a mandate to get something done. Keith said that during prior conversations he explained that the City was doing work on sidewalks along Main Street and it would be nice to work in an ADA ramp. At that time they wanted to know if the City would be willing to invest a bigger portion of the crossing. Keith told them at the time that the City would not invest in it since it was their responsibility. Keith received a revised cost estimate which is only with the ADA sidewalks. The cost estimate of$12,364.83 includes the materials, labor and the equipment to install. The City has invested a lot of money in doing ADA ramps and getting sidewalks from Locust Street all the way to the downtown area. This area is the one gap where people have to go out into the roadway. Keith further explained that it would be better to have people in a safer spot. The original proposal was to use the gaming fund that went into the sidewalk fund for this project. The City will need to determine if they want to do this project while work is being performed on the crossing. Alderman Mayhew explained that the City currently has $8,448.41 in the sidewalk fund. if the City wanted to do this project additional funds would need to be removed from the gaming funds to the sidewalk fund. The work on the railroad should begin this month. Attorney Rabel explained that she looked at the minutes from May 2015 that addressed how the funds from the video gaming fund should be split between the sidewalk fund and the demolition fund. The current balance in the video gaming fund is $51,411.48 as of June 2015 and was to be split between the sidewalk fund and the demolition fund. Attorney Rabel further explained that the video gaming fund would basically just receive the money and then those funds would be disbursed to the sidewalk and the demolition fund.......... basically acting as a "funnel" City Engineer Keith Plavec said he looked at the cost and the labor. If we did this work later, the City would have to pay for the flaggers---- which would now be there while the other work is being performed to the crossing. MOTION and second were made by Aldermen Mayew/Justin Nelson to approve the bid for the ADA crossing from the 052 account. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. LAKE, BUILDINGS& GROUNDS ALDERMAN JOHN LOVELL, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON RENTING EQUIPMENT FOR CONCRETE REMOVAL AND RETAINING JOE DAVIS TO HAUL CONCRETE FROM THE SITE. City Engineer Keith Plavec explained that the request is to approve up to $50,000.00 for the renting of the equipment for concrete removal and retaining Joe Davis to haul concrete from the site (approximately six acres)this would be paid from the TIF 1 bond funds. The City would like to have this work done prior to the anticipated development. MOTION and second were made by Aldermen Lovell/Ellis to approve renting the equipment for the concrete removal and retaining Joe Davis to haul the concrete from the site for up to $50,000.00 from the TIF 1 bond funds. Alderman Jim Nelson asked that Keith Plavec make sure that the hauling does not exceed the limit where bids would be required. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich ABSTAIN Alderman West X The motion carried. PUBLIC WORKS, WATER&SEWER ALDERMAN GERALD ELLIS, CHAIRMAN REQUEST TO PURCHASE A DITCH BUCKET IN THE AMOUNT OF $1,226.25 FROM THE VIDEO GAMING FUND. MOTION and second were made by Aldermen Ellis/West to approve this project from the sidewalk fund (052) ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putnch X Alderman West X The motion carried. MONTHLY WATER BILL Alderman Ellis explained that he has received phone calls regarding the bond item listed on the new water bills. Some people are wondering why one house is paying more for the bond than other people. Attorney Rabel explained that she spoke to Superintendent Greg Pollitt regarding the new bills. Some people are at the tail end of their two month billing cycle, and some people are now switched over to the monthly billing cycle. The people that have switched over already to the monthly billing has items previously reflected individually (three items) on the bill combined into one line item on the bill that is the "bond". Water Superintendent Greg Pollitt will come to the next Council meeting to explain the change. COMMUNICATIONS FROM MAYOR JEFFREY FRITZ OLD BUSINESS NEW BUSINESS Deputy City Clerk DeAnna Williams was in the audience and asked the Mayor if she could address the Council with some concerns Mayor Fritz said that we did not have anything listed on the agenda under old or new business and a request was not submitted for public participation; however he said he would invite her to the executive session meeting to address the members with her issue. ADJOURNMENT Motion and second were made by Aldermen Justin Nelson/West to adjourn into executive session for: Personnel and Negotiations 51LCS 12012 (C) 1 51LCS 12012 (C)2 ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. The Mayor said he would anticipate action coming out of executive session. Diana Pavley-Rock, City Clerk Jeffrey A. Fritz, Mayor City of Canton Reconvened Council Meeting The Donald Edwards Way (Historic Depot) Canton 11 61520 08-04-2015 Motion and second were made by Alderman Hale/Justin Nelson to return to open session. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JUSTIN NELSON, CHAIRMAN A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF CANTON AND THE POLICE BENEVOLENT AND PROTECTIVE ASSOCATION AND AUTHORIZING AND DIRECTING THE MAYOR AND THE CITY CLERK TO EXECUTE SAID AGREEMENT ON BEHALF OF THE CITY OF CANTON. This contract would be for the time period of May 2014-April 2017 MOTION and second were made by Aldermen Ellis/Jim Nelson to approve the resolution. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion failed. A RESOLUTION APPROVING A RETIREMENT AGREEMENT FOR STREET SUPERINTENDENT DANNY DARE. MOTION and second were made by Aldermen West/Ellis to approve the resolution and place it on file. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putnch X Alderman West X The motion carried. DISCUSS. CONSIDER AND VOTE ON DEPUTY CLERK/ADMINISTRATIVE ASSISTANT TO THE CITY ATTORNEY POSITION. MOTION and second were made by Aldermen Jim Nelson/Lovell to approve the Deputy City Clerk/Administrative Assistant to the City Attorney position at 20 hours per week at $12.79 per hour. Discussion: Alderman Putrich said he wanted to make it clear that we don't have the money for this so he will be a no vote. ROLL CALL Yes No Absent E woman Hale X man Lovell x an Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. ADJOURNMENT Motion and second were made by Aldermen Ellis/Justin Nelson to adjourn. The motion carried by voice vote and was unanimous. City Clerk Diana Pavley-Rock Mayor Jeffrey A. Fritz