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Home My WebLink About08-18-2020 Council Meeting Minutes City of Canton Council Meeting 2 North Main Street Canton IL 61520 ZOOM Video conferencing August 18, 2020 Webinar ID 859-2547-4374 6:30PM A regular meeting of the Council meeting was held on August 18, 2020 (6:30pm) via zoom webinar. The webinar ID 859-2547-4374 STAFF IN ATTENDANCE Mayor Kent McDowell, Attorney Chris Jump, City Clerk Diana Pavley Rock, Treasurer Crystal Wilkinson, Utility DirectorJoe Carruthers,Street Superintendent Ron Robinson, Beka Schulz-CLA„ City Engineer Keith Plavec, System Maintenance Director Dash Wilson MEDIA IN ATTENDANCE: WBYS Radio, Fulton Democrat VIDEO SERVICES BY ZOOM PLEDGE OF ALLEGIANCE OPENED THE MEETING INVOCATION— Mayor Kent McDowell PUBLIC PARTICIPATION ROLL CALL Yes No Absent Alderman Justin X Nelson Alderwoman X Lingenfelter Alderman Fritz X Alderwoman Hale X Alderman West JOINED LATE Alderman Lovell X Alderman Quin X Mayhew Alderwoman X Chamberlin ADDITIONS OR CORRECTIONS TO THE AGENDA Alderwoman Lingenfelter asked to table her item under the Public Works, Water and Sewer committee agenda. Treasurer Wilkinson asked to remove the disbursement report under the Finance Committee Agenda. CONSENT AGENDA APPROVAL OF THE COUNCIL MEETING MINUTES HELD AUGUST 4, 2020, POLICE REPORT FIRE REPORT PUBLIC WORKS REPORT Motion and second were made by Aldermen Nelson/Lovell to approve the consent agenda and to place it on file as presented. ROLL CALL Yes No Absent Alderman Justin X Nelson Alderwoman X Lingenfelter Alderman Fritz X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Quin X Mayhew Alderwoman X Chamberlin The motion carried. COMMITTEE REPORTS: FINANCE ALDERWOMAN ANDRA CHAMBERLIN, CHAIRMAN BILL LIST Motion and second were made by Alderwoman Chamberlin/Mayhew to approve the bill list. ROLL CALL Yes No Absent Alderman Justin X Nelson Alderwoman X Lingenfelter Alderman Fritz X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Quin X Mayhew Alderwoman X Chamberlin The motion carried. DISCUSS, CONSIDER AND VOTE ON THE PURCHASE OF THE LASERFISCHE FORMS MODULE AND PUBLIC PORTAL/SERVER UPGRADE TO BE REIMBURSED FROM THE LOCAL CURE FUND City Clerk Diana Pavley Rock explained that she distributed information on the request to everyone. This included the quote from Tim Buk Tech for the server and the quote from Laserfische for the form's module and the public portal. Diana further explained that these modules will not only enhance the technology being used to improve efficiency's but it would also enable the City to continue to offer some of the essential services to the citizens of Canton during the COVID-19 pandemic. Employees need to be able to access certain records while they work remotely and the public portal would allow those employees forced to work remotely to gain access to important documents that would be needed to complete various tasks for the citizens of Canton during the COVID 19 pandemic. This public portal would also allow citizens within Canton to be able to access documents on their computer- which is essential during the closure of City Hall and the COVID 19 pandemic for transparency as well as access to needed information. Diana further explained that she learned about the importance of technology while working remotely during the pandemic. The City must have a way to continue to operate and be able to issue various permits, license and receive payments when the face to face method is not available or is not safe to do as the City tries to reduce the spread of COVID 19. The forms module that would be added on to the existing Laserfische program would allow the citizens to be able to submit applications for various permits and license renewals all electronically. The various department would then receive notification that an application was submitted and be able to review, accept, sign and after being approved would be automatically stored in the existing laserfische program for record retention purpose as well as for the ease of searching and retrieving records. Citizens would also be allowed to make payments electronically since the City Hall is close and during the efforts put in place to reduce the spread of COVID 19. Diana further explained that these modules would not only be available in the City Clerk's office, but these would also be available for other departments as well. Diana said she discussed this with Carol Kohler in the Mayor's office, City Treasurer Crystal Wilkinson, Public Works Administrative Assistant Nancy Mackey, Water Billing Supervisor Beth Richardson and Utility Director Joe Carruthers and they all agreed that the proposed module/server would significantly provide some much needed technology to their departments especially with the COVID 19 pandemic and the closure of City Hall. Diana explained that she did send over a letter (case justifying the association with COVIDI9) along with the quote to DC EO to review which included a check-off of the allowability test. DC EO does not issue pre-approvals however; they did say that it would meet the allowability test and as long as we had a case to justify the association with COVID 19 that this would be an item that would be reimbursable under the Cure program. Diana said that she is seeking approval to move forward with purchasing the laserfische modules/server. Alderman Fritz thanked Diana for sending a letter to DCEO for pre-approval and asked if she received a response. Diana explained that DCEO said that they do not issue pre-approvals, however they did review the request and said that it did meet the allowability test (that was outlined in the letter submitted) This allowability test is what is used to determine if it's expenses that would be paid from the cure funds. Treasurer Wilkinson agreed that this was correct. Alderman Fritz said that he understands that a pre-approval was not given; but is comfortable since DCEO did review the request and said that it meets the allowability test required under the program for reimbursement. DCEO said the City just needs to be able to justify the association with the COVID 19 pandemic for reimbursement. The justification was provided in the documents submitted. Alderwoman Lingenfelter asked how the public would be made aware of the new system once it is up and going. City Clerk Diana Pavley Rock said that information would be placed on the City website as well as with the media. Diana said that both Chris Johnson from Tim Buk Tech and John Strickland from Laserfische are both on the zoom meeting tonight if anyone has any further questions from them. Motion and second were made by Alderwoman Chamberlin/Lovell to approve the purchase of the Laserfische forms module with the public portal and server upgrade that will be reimbursed from the local cure funds. ROLL CALL Yes No Absent Alderman Justin X Nelson Alderwoman X Lingenfelter Alderman Fritz X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Quin X Mayhew Alderwoman X Chamberlin The motion carried. DISCUSS, CONSIDER AND VOTE ON THE WESTERN ILLINOIS REGIONAL COUNCIL ANNUAL DUES IN THE AMOUNT OF $7,609.80 The amount of the dues did not increase from the amount last year. Alderman Nelson said the City pays the dues annually. The City has a representative that sits on the Western Illinois Regional Council. Alderman Nelson said they usually hold their meetings on times that he is not able to attend. The City participates as a member. The cost of the dues is based upon the population of the municipality. Motion and second were made by Alderwoman Chamberlin/Nelson to approve the Western Illinois Regional Council annual dues in the amount of$7,609.80 ROLL CALL Yes No Absent Alderman Justin X Nelson Alderwoman X Lingenfelter Alderman Fritz X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Quin X Mayhew Alderwoman X Chamberlin The motion carried. Alderman Craig West joined the zoom meeting at this time. LEGAL AND ORDINANCE ALDERMAN CRAIG WEST, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON A RESOLUTION OF SUPPORT FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT APPLICATION - RESOLUTION #5275 Motion and second were made by Aldermen West/Nelson to approve the resolution and place it on file. ROLL CALL Yes No Absent Alderman Justin X Nelson Alderwoman X Lingenfelter Alderman Fritz X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Quin X Mayhew Alderwoman X Chamberlin The motion carried. DISCUSS, CONSIDER AND VOTE ON AN AGREEMENT BETWEEN THE CITY OF CANTON AND WESTERN ILLINOIS REGIONAL COUNCIL TO PREPARE A PUBLIC FACILITIES CONSTRUCTION APPLICATION THROUGH THE COMMUNITY DEVELOPMENT BLOCK GRANT PUBLIC INFRASTRUCTURE PROGRAM IN THE AMOUNT OF $1,500.00 Motion and second were made by Aldermen West/Nelson to approve the agreement and place it on file. ROLL CALL Yes No Absent Alderman Justin X Nelson Alderwoman X Lingenfelter Alderman Fritz X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Quin X Mayhew Alderwoman X Chamberlin The motion carried. DISCUSS, CONSIDER AND VOTE ON A RESOLUTION APROVING A LETTER OF UNDERSTANDING OF SERVICES PERFORMED BY LAUTERBACH & AMEN, LLP FOR THE POLICE AND FIRE TAX LEVY ACTUARIAL VALUATION FOR FISCAL YEARS ENDING APRIL 30, 2020 THROUGH APRIL 30, 2022 RESOLUTION #5276 Motion and second were made by Aldermen West/Nelson to approve the resolution and to place it on file. ROLL CALL Yes No Absent Alderman Justin X Nelson Alderwoman X Lingenfelter Alderman Fritz X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Quin X Mayhew Alderwoman X Chamberlin The motion carried. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JUSTIN NELSON, CHAIRMAN COMMUNITY& INDUSTRIAL DEVELOPMENT ALDERMAN JOHN LOVELL, CHAIRMAN PUBLIC WORKS, WATER& SEWER ALDERWOMAN ANGELA LINGENFELTER, CHAIRMAN PUBLIC SAFETY AND TRAFFIC ALDERWOMAN ANGELA HALE, CHAIRMAN STREETS AND GARBAGE ALDERMAN JEFF FRITZ, CHAIRMAN LAKE, BUILDINGS AND GROUNDS ALDERMAN QUIN MAYHEW, CHAIRMAN MAYOR COMMUNICATION APPOINTMENT OF LANCE LUSK AS AN AUXILLIARY OFFICER FOR THE CANTON POLICE DEPARTMENT Mayor McDowell said that this is on a voluntary basis. Motion and second were made by Aldermen West/Nelson to approve the appointment of Lance Lusk as an auxiliary officer for the Canton Police Department. ROLL CALL Yes No Absent Alderman Justin X Nelson Alderwoman X Lingenfelter Alderman Fritz X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Quin X Mayhew Alderwoman X Chamberlin The motion carried. DISCUSS, CONSIDER AND VOTE ON DIRECTING THE COMMITTEE ON LAKE, BUILDINGS AND GROUNDS TO PROVIDE A RECOMMENDATION TO THE CITY COUNCIL REGARDING THE ANNEXATION OF CERTAIN LANDS ON AND/OR SURROUNDING CANTON LAKE Mayor McDowell explained that he is asking the council to move this item to the lakes, building and grounds committee to further discuss. Mayor McDowell said he would also like to bring an item on the next committee meeting for someone wanting to put in a boat dock at the lake. Alderman Mayhew said he would tentatively plan on holding the committee meeting on Tuesday, August 25, 2020 at S:OOpm UPDATE ON MISSING PERSON Mayor McDowell said that the City had a person missing on Sunday evening. The person was found today and has been taken to the hospital for observation. There was a lot of people from the community that volunteered to take part in the search today. Mayor McDowell thanked all of the agencies, employees and the community for their efforts. COVID 19 Mayor McDowell said there has been an increase in the area's covid-19 numbers. Graham Medical Group is now offering tests, so the more tests that are offered, the more cases are identified. Everyone is encouraged to stay safe, practice social distancing and to wear masks. OLD BUSINESS NEW BUSINESS ADJOURNMENT MOTION and second were made by Aldermen Nelson/Lingenfelter to adjourn without the need for executive session. ROLL CALL Yes No Absent Alderman Justin X Nelson Alderwoman X Lingenfelter Alderman Fritz X Alderwoman Hale X Alderman West X Alderman Lovell X Alderman Quin X Mayhew Alderwoman X Chamberlin The motion carried. Mayor Kent McDowell City Clerk Diana Pavley Rock