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HomeMy WebLinkAbout10-13-2020 Clerical Committee Meeting Minutes CLERICAL COMMITTEE MEETING Tuesday October 13, 2020 5:30 p.m. City Hall 2 North Main Street, Canton IL 61520 Via Zoom Aldermen in attendance. Andra Chamberlin,John Lovell Craig West, Quin Mayhew mm Staff in attendance: Mayor Kent McDowell, City Clerk Diana Pavley Rock, Treasurer Crystal Wilkinson, City Engineer Keith Plavec, Comptroller Beka Schultz, City Attorney Chris Jump In the audience: News Media- FINANCE ALDERMAN ANDRA CHAMBERLIN, CHAIRMAN DISCUSS CONSIDER AND VOTE ON A RECOMMENDATION TO THE CITY COUNCIL RELATED TO THE ESTABLISHMENT OF COMPENSATION FOR ELECTED OFFICIALS Attorney Chris Jump explained that the Council will need to adopt an ordinance establishing the compensation for elected officials at least 180 days prior to the beginning of the next term. It was determined that the Mayor and Aldermen would not receive an increase during the next term. Alderwoman Andra Chamberlin said that she learned more about the duties of the City Clerk and has a better understanding that the City Clerk also performs the duties of Human Resource. Many municipalities have a separate department-and a separate salary-that handles the duties that Diana is performing for the City. Alderwoman Chamberlin asked City Clerk to explain some of the duties she performs in Human Resource. Diana explained that along with her Clerk duties she also handles all employee benefits, workers compensation, disability, FMLA, open enrollment, OSHA employee training, employee wellness program, and most recently the new FFCRA-COVID requirements to name just a few. The certification programs are very lengthy and all take several years to obtain. It was recommended to add an additional step in the Clerk salary ordinance for certification in human resource equal to the amount of the step for the CMC and MMC Certification. Further discussion took place regarding the year to year increases. It was determined that it would be best to simply use the cost of living index for the Clerk and Treasurer. Attorney Jump agreed that this would be a way to set the numbers without arbitrarily trying to determine what those number should be. Attorney Jump explained that he would suggest adding language in the ordinance that if the index was negative that the base salary would not drop below the current salary. Treasurer Wilkinson explained that the current salary ordinance for treasurer includes a step for a bachelor's degree in account and a master's degree in accounting. Other municipalities also utilize a certification step in their salary ordinance for the treasurer. The Treasurer's organization does offer a certification program- which also takes several years to obtain. The Illinois Government Finance Officer's Association has a tier 1 and a tier 2 certification program. These programs also take several years to obtain. Once you obtain the certification you are then required to continue education to keep the certification—which further promotes continued education to keep up with changing laws and regulations. Motion and second were made by Alderwoman Chamberlin/Lovell to recommend to Council that the Mayor and Aldermen salaries be kept the same over the next four years. The City Clerk and Treasurer will start with the base salary of$45,800.00 with an annual increase based upon the COLA index. Each step would have$3000.00 included for the Treasurer and the Clerk Amended Motion and second were made by Alderwoman Chamberlin/Lovell to include that the cola increase would remain equal to or more than the current salary so it doesn't decrease the starting amount. Alderwoman Chamberlin, Lovell,West voted Aye. Alderman Nelson was absent. There were not any Nay votes. The motion carried. DISCUSS CONSIDER AND "VOTE ON A FINANCIAL INSTITUTION AND ACCOUNT TYPE FOR CERTAIN FUNDS GENERATED BY THE SALES INCREASE Treasurer Wilkinson explained that previous discussion took place about keeping the money in a premier money market account at the Bank of Farmington since it has a better interest rate. Treasurer Wilkinson said she considered putting half of the funds into this account and then taking the other half to put into a CD with a higher interest rate. Comptroller Beka Schultz explained that the difference between the 24- month CD at Mid America and the money market at the Bank of Farmington is .007% so this is not that big of a difference to split it into two accounts. Beka further explained that she would be in favor of keeping the funds more liquid than locking it into a CD for 24 months. Motion and second were made by Alderman West/Chamberlin to authorize Treasurer Wilkinson to transfer funds to a money market account with the Bank of Farmington. Alderwoman Chamberlin, Lovell,West voted Aye. Alderman Nelson was absent. There were not any Nay votes. The motion carried. DISCUSS CONSIDER AND 'VOTE ON AUTHORIZING THE CITY OF CANTON FULTON COUNTY ILLINOIS TO BORROW FUNDS FROM THE PUBLIC WATER SUPPLY LOAN PROGRAM The prior ordinance #4197 was adopted authorizing the City of Canton borrow funds from the Public Water Supply Loan Program. The only changes that may be reflected in the final version is have the council recommend proceeding in authorizing the City to borrow funds from the public water supply loan program. A provision may be made about repealing the prior ordinance. Motion and second were made by Alderwoman Chamberlin to recommend to Council the ordinan.ce_a.uthorizing th.e_City of_Canton_to__borr_o_w_funds_fr_om_the_public_water_supply-loan- program. Alderwoman Chamberlin, Lovell,West voted Aye. Alderman Nelson was absent. There were not any Nay votes. The motion carried. LEGAL&ORDINANCE ALDERMAN CRAIG WEST, CHAIRMAN COMMUNITY& INDUSTRIAL DEVELOPMENT ALDERMAN JOHN LOVELL, CHAIRMAN NEGOTIATIONS,GRIEVANCE& PERSONNEL ALDERMAN JUSTIN NELSON, CHAIRMAN(ABSENT) ADJOURNMENT Motion and second were made by Aldermen Lovell/Chamberlin to adjourn. Alderwoman Chamberlin, Lovell,West voted Aye. Alderman Nelson was absent. There were not any Nay votes. The motion carried. Diana Pavley-Rock City Clerk