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HomeMy WebLinkAbout09-18-2018 Council Meeting Minutes City of Canton Council Meeting The Donald Edwards Way (Historic Depot) Canton II 61520 September 18, 2018 6:30pm A regular meeting of the Canton City Council was held on October 2, 2018 (6:30pm) in the Council Chambers,The Donald E. Edwards Way-50 North 4th Avenue, Canton, Illinois 61520. STAFF IN ATTENDANCE Mayor Kent McDowell, Assistant to the City Clerk Shannon Williamson, Treasurer Crystal Wilkinson, Public Safety Director Richard Fairburn, System Maintenance Superintendent Dash Wilson, Street Superintendent Ron Robinson MEDIA IN ATTENDANCE: Daily Ledger, Fulton Democrat VIDEO SERVICES BY JOE GINGER PLEDGE OF ALLEGIANCE OPENED THE MEETING INVOCATION Pastor Travis Williams from the Temple Baptist Church PUBLIC PARTICIPATION—Kevin/Jenny Baker Jenny explained to the Council that they are having problems with some property issues and has been working with the City staff. The home is located at 505 French Court and they purchased the home in August 2011. The front of the house is located near the bike trail and the back of the house is near Big Creek. The house is on the corner of French Court and Olive Street. A portion of Olive Street is no longer being used. The Baker's get to their home off of Olive Street where they white rocked an entrance. Jenny explained that she didn't know that this was actually Olive Street and the neighbor needs to have access to it. The neighbor would be able to use an ally to get to his home. The neighbor doesn't want anyone to park in the driveway that was made with the white rock. Jenny further explained that Attorney Lane gave orders to Enforcement Office Drake Wilson that she would have to remove the entrance. Jenny said she wants the Council and the City to work at coming up with a solution to their problem. Mayor Kent McDowell said that it appears that Olive Street ends at French Court. Everything else is grass from that point to Big Creek. The prior owners always mowed it and took care of it. When the Baker's bought the house they placed white rock on the grassy area and took care of it. In reality Olive Street doesn't end at French Court- it actually continues on. Attorney Lane explained that the basis of his decision was the fact that it is a public right of way so nothing could be stored on it. Attorney Lane said that he would like to get some aerial views and work with Engineer Plavec and try to come up with a solution. ROLL CALL Yes No Absent Alderman Quinn X Mayhew Alderwoman X Lingenfelter Alderman Putrich X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Nelson X Alderman Ryan X Mayhew The motion carried. ADDITIONS OR CORRECTIONS TO THE AGENDA CONSENT AGENDA APPROVAL OF THE COUNCIL MEETING MINUTES HELD AUGUST 21, 2018 BILL LIST AUGUST DISBURSEMENT REPORT TREASURER'S REPORT GREENWOOD CEMETERY REPORT FIRE REPORT POLICE REPORT Motion and second were made by Aldermen Nelson/Hale to approve the consent agenda. ROLL CALL Yes No Absent Alderman Quinn X Mayhew Alderwoman X Lingenfelter Alderman Putrich X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Nelson X Alderman Ryan X Mayhew The motion carried. COMMITTEE REPORTS: FINANCE ALDERMAN RYAN MAYHEW, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON THE PURCHASE OF A NEW DODGE DURANGO FOR THE POLICE DEPARTMENT IN THE AMOUNT OF$26,000.00 The new Dodge Durango is a budgeted expense that will replace one of the older explorers in the department. Motion and second were made by Aldermen Ryan Mayhew/Nelson to approve the expenditure for the new police vehicle. ROLL CALL Yes No Absent Alderman Quinn X Mayhew Alderwoman X Lingenfelter Alderman Putrich X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Nelson X Alderman Ryan X Mayhew The motion carried. DISCUSS, CONSIDER AND VOTE ON THE PURCHASE OF A 2019 FORD F350 FOR THE SYSTEM MAINTENANCE DEPARTENT IN THE AMOUNT OF$33,009.00 Alderman Mayhew explained that$30,000.00 would come out of line item #300-75-58100 as a budgeted item. The remaining$3,009.00 would come from #300-75-5610. Superintendent Dash Wilson contacted local dealers for bids, but they were unable to match the bid already received. The 2019 Ford F350 will replace a 1998 F350. The plow is included and will be on the truck once received. Motion and second were made by Aldermen Ryan Mayhew/Putrich to approve the expenditure for the new vehicle. ROLL CALL Yes No Absent Alderman Quinn X Mayhew Alderwoman X Lingenfelter Alderman Putrich X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Nelson X Alderman Ryan X Mayhew The motion carried. DISCUSS, CONSIDER AND VOTE ON THE PURCHASE OF A 2019 FORD F350 FOR THE STREET DEPARTMENT IN THE AMOUNT OF$33,009.00 Money was previously budgeted for a dump truck, but superintendent Ron Robinson thought the funds would be better utilized by the purchase of the 2019 Ford F350. The 2019 Ford will replace a 1997 Chevrolet with over 180,000 miles. Motion and second were made by Aldermen Ryan Mayhew/Putrich to accept the bid for the 2019 Ford F350 for the street department. ROLL CALL Yes No Absent Alderman Quinn X Mayhew Alderwoman X Lingenfelter Alderman Putrich X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Nelson X Alderman Ryan X Mayhew The motion carried. DISCUSS, CONSIDER AND VOTE ON REPAIRS TO PUMP#3 AT THE RADIAL COLLECTOR WELL SITE The bid was included in the council packet. The cost of the pump is $36,000.00 for the repairs. This cost is in addition to the $25,000.00 that covered the cost to pull and inspect the pump. An additional pump is experiencing some problems, so a quote has been requested for the additional pump while the company was on site. The expense will come out of#300-76-5820 Motion and second were made by Aldermen Ryan Mayhew/Nelson to approve the expense in the amount of$36,000.00. ROLL CALL Yes No Absent Alderman Quinn X Mayhew Alderwoman X Lingenfelter Alderman Putrich X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Nelson X Alderman Ryan X Mayhew The motion carried. LEGAL AND ORDINANCE ALDERMAN CRAIG WEST, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON A RESOLUTION FOR A TEMPORARY CLOSURE OF A STATE MAINTAINED ROADWAY FOR A PUBLIC EVENT TO BE HELD SEPTEMBER 28, 2018(CHS HOMECOMING PARADE) #5164 The route for the parade is the same route that it's been in the past years. The road closure is included in the resolution. Motion and second were made by Aldermen Lovell/Hale to approve the resolution and place it on file. ROLL CALL Yes No Absent Alderman Quinn X Mayhew Alderwoman X Lingenfelter Alderman Putrich X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Nelson X Alderman Ryan X Mayhew The motion carried. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JUSTIN NELSON, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON THE HIRING (REPLACEMENT) OF A DISPATCHER IF THE NEED SHOULD ARISE The secretary in the police department (Barb Bryant) recently retired. Barb managed the FOIA for the police department and the citations for the department. The City wanted to find a way to better get information out to the public. Media meetings are held daily in the department. The new job description includes the duties of communicating information to the public. One dispatcher has shown an interest in this position. If this person takes the job they will move from dispatch and there will be an immediate need to fill the dispatch position. Motion and second were made by Aldermen Nelson/Quin Mayhew to allow the hiring of a new dispatcher should the need arise. ROLL CALL Yes No Absent Alderman Quinn X Mayhew Alderwoman X Lingenfelter Alderman Putrich X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Nelson X Alderman Ryan X Mayhew The motion carried. COMMUNITY AND INDUSTRIAL DEVELOPMENT ALDERMAN JOHN LOVELL, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON A SPECIAL EVENT REQUEST FOR THE ANNUAL YMCA TURKEY TROT TO BE HELD THANKSGIVING DAY A request was submitted by the YMCA for the annual Turkey Trot to be held Thanksgiving Day. The event will include a road closure as displayed on the map submitted with their request. Motion and second were made by Aldermen Lovell/Nelson to approve the event. ROLL CALL Yes No Absent Alderman Quinn X Mayhew Alderwoman X Lingenfelter Alderman Putrich X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Nelson X Alderman Ryan X Mayhew The motion carried. DISCUSS, CONSIDER AND VOTE ON A SPECIAL EVENT REQUEST SUBMITTED BY THE CANTON MAIN STREET FOR A ROAD CLOSURE AND PARKING LOT CLOSURE FOR THE ANNUAL MUNCHKIN MASQUERADE TO BE HELD OCTOBER 26, 2018 A request was submitted by the Canton Main Street for the Annual Munchkin Masquerade to be held October 26, 2018. The roads around the square and possibly the CEFCU parking lot would be closed for the event. Motion and second were made by Aldermen Lovell/Hale to approve the event and road closure. ROLL CALL Yes No Absent Alderman Quinn X Mayhew Alderwoman X Lingenfelter Alderman Putrich X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Nelson X Alderman Ryan X Mayhew The motion carried. DISCUSS, CONSIDER AND VOTE ON A SPECIAL EVENT REQUST FROM THE BISTRO 101 FOR THE ANNUAL FUNDRAISER TO BE HELD AT THE YWCA AT ON NOVEMBER 10, 2018 A request was submitted from the YWCA a special event request from Bistro 101 for their annual fundraiser. Motion and second were made by Aldermen Lovell/Hale to approve the special event. ROLL CALL Yes No Absent Alderman Quinn X Mayhew Alderwoman X Lingenfelter Alderman Putrich X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Nelson X Alderman Ryan X Mayhew The motion carried. PUBLIC WORKS, WATER AND SEWER ALDERWOMAN ANGIE LINGENFELTER, CHAIRMAN PUBLIC SAFETY AND TRAFFIC ALDERWOMAN ANGELA HALE STREETS AND GARBAGE ALDERMAN QUINN MAYHEW, CHAIRMAN LAKE, BUILDINGS AND GROUNDS ALDERMAN TAD PUTRICH, CHAIRMAN MAYOR COMMUNICATION Mayor McDowell explained that Bill McCamey's wife will be at next month's council meeting for a dedication of a Crime Lab at WIU. Max Latimer has a photo of the last train to pull out of the depot. The photo will be on display at the depot. OLD BUSINESS NEW BUSINESS ADJOURNMENT MOTION and second were made by Aldermen Nelson/Quin Mayhew to go into executive session for 5ILCS 120/2 Cl, C2, C5, C11 The motion carried by voice vote and was unanimous. There was no additional discussion after the executive session and the meeting adjourned. Diana Pavley-Rock, City Clerk Kent McDowell-Mayor 'EP A more human resource:' March 31, 2018 Bridge Letter Dear ADP Client: We have received your request for information regarding material changes in ADP's internal control environment for one or more of the reports outlined in the appendix on the next page. ADP uses Ernst & Young (E&Y) to provide independent Service Organization Control (SOC) reporting opinions for all of ADP's applicable products and services globally. These reports are issued under the ASAE 3402,CSAE 3416,ISAE 3402,and SSAE 18 standards based on expected local reporting standards. Also, effective 2017, ADP adopted the new SSAE 18 standard for all SOC reports issued globally. The appendix (attached below) references how frequently each report is produced, the most recent report coverage,the length of each report,and the expected date of issuance for the subsequent report. ADP recognizes the importance of maintaining an appropriate internal control environment and reporting on the effectiveness of,as well as material changes to,its internal controls.We are not aware of any material changes in our control environment from January 1, 2018 through March 31, 2018 that would adversely affect the Auditor's Opinion reached in the most recent issuance for any of the reports mentioned in the tables below. Material changes are those changes that would require disclosure to E&Y, as ADP's Global Service Auditor, in the process of their performance of the work required to produce these reports. You should also be aware that ADP,as a normal part of its operations,continually updates its services and technology. Also, the controls for all ADP product/service offerings were designed with certain responsibilities that may be required of the system users (See "Complementary User Entity Controls" in the SOC reports). ADP's controls must always be evaluated in conjunction with an assessment of the strength of the identified user control considerations documented within each individual report. Finally, in order to conclude upon the design and effectiveness of internal controls for any ADP product, you must request and read the current report for that product. This letter is not intended to be a substitute for the report,to provide you with a certification of ADP's internal controls, or to suggest to you that ADP has performed a separate evaluation of its internal controls for the purposes of producing this letter. 411 Shawn Manderson Director-Global SOC Compliance Program&Integrated Audit Internal Audit Department Office Phone: (973) 974-7520 E-mail: Shawn.Manderson@ADP.com ADP and the ADP logo are registered trademarks of ADP. Copyright©2018 ADP.ALL RIGHTS RESERVED adp.com United States-SSAE 18 Report Length Report Frequency Most Recent Upcoming Report Coverage Report Expected Issuance Date (Last Day oil: AutoPay Payroll Services System 12 Months Semi-Annual October 1,2016- May 2018 (March and Sept) September 30,2017 Benefits Marketplace(formerly 12 Months Annual(Sept Only) October 1,2016- November 2018 Outsourced Benefits Administration September 30,2017 (OBA)Services System) Benefits Outsourcing(BOSS) Services 9 Months Annual(Sept Only) January 1,2017- November 2018 System September 30,2017 Carrier Enrollment Services(CES) 12 Months Semi-Annual October 1,2016- May 2018 System (March and Sept) September 30,2017 Enterprise 2000 Hosted Payroll 12 Months Semi-Annual October 1,2016- May 2018 Services System (March and Sept) September 30,2017 Health&Welfare Benefits 12 Months Semi-Annual October 1,2016- May 2018 Administration Services(HWSE) (March and Sept) September 30,2017 System Hosting Operations,Data Center 12 Months Semi-Annual October 1,2016- May 2018 Management&Network Management (March and Sept) September 30,2017 Services System HR and Benefits Solution Application 12 Months Semi-Annual October 1,2016- May 2018 Hosting and Benefits Administration (March and Sept) September 30,2017 Services System Major Account Services(MAS) 12 Months Semi-Annual October 1,2016- May 2018 Enterprise eTIME Services System (March and Sept) September 30,2017 (Hosted) Major Account Services(MAS) 12 Months Semi-Annual October 1,2016- May 2018 ezLaborManager Services System (March and Sept) September 30,2017 MasterTax Software Solution and 12 Months Annual(Sept Only) October 1,2017- November 2018 Application Hosting Services System September 30,2017 National Account Services(NAS) 12 Months Semi-Annual October 1,2016- May 2018 Enterprise eTIME Services System (March and Sept) September 30,2017 National Account Services(NAS) 9 Months Annual(Sept Only) January 1,2017- November 2018 TimeSaver on Demand Services September 30,2017 System National Account Services Managed 12 Months Semi-Annual October 1,2016- May 2018 Payroll Services(MPS)System (March and Sept) September 30,2017 Payroll Tax Services System 12 Months Semi-Annual October 1,2016- May 2018 (March and Sept) September 30,2017 ProBusiness Payroll Services System 12 Months Semi-Annual October 1,2016- May 2018 (March and Sept) September 30,2017 2 adp.com United States-SSAE 18 Report Leggth Report Frequency Most Recent Upcoming Report Coverage Report Expected Issuance Date (Last Day of): Retirement Services Nonqualified 9 Months Annual(Sept Only) January 1,2017- November 2018 Executive Deferred Compensation September 30,2017 Recordkeeping Services System Retirement Services Plan and 12 Months Annual(Dec Only) January 1,2017- February 2018 Participant Recordkeeping Operations December 31,2017 Services System RUN Powered by ADP 12 Months Annual(Sept Only) October 1,2016- November 2018 September 30,2017 Tax Credit Services U.S. Operations 6 Months Annual(Sept Only) April 1,2017- December 2018 System September 30,2017 TotalPay and PayCard Services System 12 Months Semi-Annual October 1,2016- May 2018 (March and Sept) September 30,2017 TotalPay Services System 12 Months Semi-Annual October 1,2016- May 2018 (March and Sept) September 30,2017 Vantage HCM Services System 12 Months Semi-Annual October 1,2016- May 2018 (March and Sept) September 30,2017 Wage Garnishment Processing Services 12 Months Semi-Annual October 1,2016- May 2018 and Garnishment Services System (March and Sept) September 30,2017 Wage Payments Services System 9 Months Annual(Sept Only) January 1,2017- December 2018 (formerly Print Services) September 30,2017 WinFlex Benefits Administration 12 Months Semi-Annual October 1,2016- May 2018 Services System (March and Sept) September 30,2017 US Workforce Now Services System 12 Months* Semi-Annual October 1,2016- May 2018 (March and Sept) September 30,2017 *=Denotes change in reporting coverage. Beginning in 2018, the ADP Global Enterprise Technology&Solutions (GETS), GlobalView Managed Services, GlobalView Payroll Services,ADP Streamline Payroll Managed Services,and the US Workforce Now Services System SOC-1 reports will be issued twice per year with each report covering 12 months; starting with April 1, 2017 to March 31, 2018 and then October 1, 2017 to September 30, 2018. 3 adp.com Canada-CSAE 3416 Report Length Report Frequency Most Recent Upcoming Report Coverage Retort Expected Coverage Date (Last Day of): ADP Canada AutoPay Payroll 12 Months Semi-Annual October 1,2016- May 2018 Services System (March and Sept) September 30, 2017 Canada Workforce Now Services 12 Months Annual(Sept Only) October 1,2016- December 2018 System September 30, 2017 PayTech Payroll Services System 12 Months Semi-Annual October 1,2016- May 2018 (March and Sept) September 30, 2017 International(LaTAM)-ISAE 3402 Report Length Report Freauencv Most Recent Upcoming Report Coverage Report Expected Coverage Date (Last Day of): ADP's Brazil Expert Services System 9 Months Annual(Sept Only) January 1,2017- November 2018 September 30,2017 ADP's Chile("Payroll SA") 8 Months Annual(Aug Only) January 1,2017— October 2018 Application Software Provider(ASP) August 31,2017 ADP's Chile("Payroll SA") 12 Months Annual(Dec Only) January 1,2017- February 2018 Application Software Provider(ASP) December 31,2017 ADP's Chile Outsourcing Services 12 Months Annual(Dec Only) January 1,2017- February 2018 December 31,2017 International(APAC)-ISAE 3402 Report Length Report Freauencv Most Recent Upcoming Report Coverage Report' Expected Coverage.Date (Last Day of): ADP's India Private Limited's Payroll 12 Months Annual(Dec Only) January 1,2017— May 2018 Outsourcing Services December 31,2017 International(APAC)-ASAE 3402 Report Length Report Freauencv Most Recent Upcoming Report Coverage Report Expected Coverage Date (Last Day of): ADP's Australia Payroll Managed 6 months Annual(June January 1,2017- September 2018 Services and Payroll Services System Only) June 30,2017 4 adp.com International(EMEA)-ISAE 3402 Report Length Report Frequency Most Recent Upcoming Report Coverage Report Expected Coverage Date (Last Day oft: ADP's International Services B.V. (ADP 12 Months* Semi-Annual October 1,2016- May 2018 Streamline)Payroll Managed Services (March and Sept) September 30,2017 System GlobalView Managed Services and 12 Months* Semi-Annual October 1,2016- May 2018 Comprehensive Outsourcing Services (March and Sept) September 30,2017 System GlobalView Processing Services System 12 Months* Semi-Annual October 1,2016- May 2018 (March and Sept) September 30,2017 ADP's Employer Services GmbH 11 Months Annual(Nov Only) January 1,2017- December 2018 Germany-AdvancedPay and SmartPay November 30,2017 Payroll Managed Services(MS)and Payroll Processing Services(PS)System ADP's Europe SAS and ADP's France 9 Months Annual(Sept Only) January 1,2017- December 2018 SAS Payroll Managed Services(MS) September 30,2017 Systems and Processing Services(PS) Systems ADP's Iberia, S.L. ("ADP ES Iberia") 9 Months Annual(Sept Only) January 1,2017- December 2018 ADP Partner,ADP SmartPay,and ADP September 30,2017 Portugal Payroll Managed Services and Payroll Processing Services Systems Multi-National Client(MNC)Enterprise 6 Months Annual(Sept Only) July 1,2017- November 2017 eTIME Services System December 31,2017 ADP's Netherlands Payroll Managed 9 Months Annual(Sept Only) January 1,2017- December 2018 Services and Payroll Processing Services September 30,2017 Systems ADP's Outsourcing Italia S.R.L Payroll 9 Months Annual(Sept Only) January 1,2017- December 2018 Managed Services and Payroll September 30,2017 Processing Services Systems(Sipert and OneService) System ADP's Outsourcing Italia S.R.L Payroll 9 Months Annual(Sept Only) January 1,2017- December 2018 Managed Services and Payroll September 30,2017 Processing Services Systems(Zadig and ZXP) ADP's Polska Sp.z.o.o.Payroll 9 Months Annual(Sept Only) January 1,2017- December 2018 Managed Services System September 30,2017 ADP's Suisse SA Payroll Managed and 9 Months Annual(Sept Only) January 1,2017- December 2018 Processing Services Systems September 30,2017 ADP's United Kingdom Payroll 9 Months Annual(Sept Only) January 1,2017- December 2018 Managed Services and Payroll September 30,2017 Processing Services Systems Information Technology Services 12 Months* Semi-Annual October 1,2016- May 2018 System provided by ADP Global (March and Sept) September 30,2017 Enterprise Technology&Solutions (GETS)(formerly the ADP International Production Center(IPC)) * =Denotes change in reporting coverage. Beginning in 2018, the ADP Global Enterprise Technology&Solutions (GETS), GlobalView Managed Services, Global View Payroll Services,ADP Streamline Payroll Managed Services, and the US Workforce Now Services System SOC-1 reports will be issued twice per year with each report covering 12 months; starting with April 1, 2017 to March 31, 2018 and then October 1, 2017 to September 30, 2018. 5 adp.com