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HomeMy WebLinkAbout01-19-2021 Council meeting minutes City of Canton Council Meeting 2 North Main Street Canton IL 61520 ZOOM Video conferencing 01-19-2021 6:30pm A regular meeting of the Council meeting was held on January 19, 2021 (6:30pm) via zoom webinar. 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, Public Safety Director Richard Fairburn OTHERS IN ATTENDANCE: 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 Arrived Late Lingenfelter Alderman Fritz X Alderwoman Hale X Alderman West Arrived Late Alderman Lovell X Alderman Quin Arrived Late Mayhew Alderwoman X Chamberlin Alderman Mayhew, West and Lingenfelter joined late due to technical difficulties with zoom. ADDITIONS OR CORRECTIONS TO THE AGENDA CONSENT AGENDA APPROVAL OF THE COUNCIL MEETING MINUTES HELD JANUARY 5, 2021 AND THE CLERICAL COMMITTEE MEETING MINUTES HELD JANUARY 4, 2021 PUBLIC WORKS REPORT POLICE REPORT FIRE REPORT Motion and second were made by Aldermen Nelson/Hale to approve the consent agenda 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. COMMITTEE REPORTS: FINANCE ALDERWOMAN ANDRA CHAMBERLIN DISCUSS,CONSIDER AND VOTE ON A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF CANTON AND MID-CENTURY COMMUNICATION FOR PHONE SERVICES AND EQUIPMENT. RESOLUTION #5294 Attorney Jump worked with Mid-Century Communication on an updated service agreement. A bid packet was also distributed for review. The bid is for a total of $19,810.00 which is for the equipment purchase. The bid includes a month-to-month service package in the amount of $1978.66 per month. Originally a three- or five-year contract was being considered, but council previously asked for this to be reconsidered. Attorney Jump explained that he does not believe the City would be allowed to enter into this length of an agreement with the end of the Mayoral term approaching. Mid Century agreed to have an agreement go through the end of the fiscal year, but may be extended after the new budget is approved. Once a new Mayoral term is in place a longer-term contract could come into place. The City would not be able to enter into an agreement beyond April 30, 2021 at this point. The City will bring back another contract agreement at a future date that would extend beyond the April 30, 2021 date. The current proposed agreement would at least allow for the purchase of the equipment. Motion and second were made by Aldermen Nelson/Chamberlin 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. BILL LIST Motion and second were made by Alderman Nelson/Chamberlin 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. LEGAL AND ORDINANCE ALDERMAN CRAIG WEST, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON AN ORDINANCE DECLARNG SURPLUS REVENUE IN THE CANTON 1 DOWNTOWN ST" AVENUE TIF DISTRICT SPECIAL TAX ALLOCATION FUND AND AUTHORIZING PAYMENT OF THE SURPLUS REVENUE TO THE FULTON COUNTYTREASURER FOR DISTRIBUTION TO AFFECTED TAXING DISTRICTS ON A PRO RATA BASIS (1sT READING) The proposed ordinance is presented annually to the City for approval of the TIF district special tax allocation fund. This will be presented at the next meeting for the 2nd reading of the ordinance. DISCUSS, CONSIDER AND VOTE ON AN ORDINANCE DECLARING SURPLUS REVENUE IN THE CANTON 2 RT 9/CHESTNUT STREET TIF DISTRICT SPECIAL TAX ALLOCATION FUND AND AUTHORIZING PAYMENT OF THAT SURPLUS REVENUE TO THE FULTON COUNTY TREASURER FOR DISTRIBUTION TO AFFECTED TAXING DISTRICTS ON A PRO RATA BASIS (1ST READING) The proposed ordinance is presented annually to the City for approval of the TIF district special tax allocation fund. This will be presented at the next meeting for the 2nd reading of the ordinance. DISCUSS, CONSIDER AND VOTE ON APPROVING CLOSED MEETING MINUTES Attorney Jump explained that he reviewed the closed meeting minutes with the City Clerk. The City is required to review the closed meeting minutes every six months. After reviewing the minutes, it was the recommendation of Attorney Jump and the City Clerk to have the minutes remain exempt from disclosure. This item will be tabled to allow the council members to schedule a time to review the executive session minutes prior to approval at the next meeting. Motion and second were made by Aldermen West/Nelson to table this item until the next meeting. 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 WHETHER (1) THE NEED FOR CONFIDENTIALITY STILL EXISTS AS TO ALL OR PART OF THE CLOSED MINUTES OR (2)THAT THE CLOSED MEETING MINUTES OR PORTION THEREOF NO LONGER REQUIRE CONFIDENTIAL TREATMENT AND ARE AVAILABLE FOR PUBLIC INSPECTION Motion and second were made by Aldermen West/Mayhew to table this item until the next meeting. 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 APPROVING CHANGES TO THE ADA COORDINATOR AND THE ADA POLICIES AND/OR GRIEVANCE PROCEDURES FOR THE CITY OF CANTON- RESOLUTION #5295 The prior ADA coordinator was designated as the Public Works Director. The position of Public Works Director no longer exists. The City needs to be compliant with the ADA regulations and update the policy to reflect who the ADA coordinator for the City will be. Street Superintendent Ron Robinson has agreed to take on this position. The resolution will adopt the policy and allow the Clerk to modify the policy. Motion and second were made by Aldermen West/Nelson to change the ADA Coordinator to the street superintendent Ron Robinson and approve the resolution. 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 DISCUSS, CONSIDER AND VOTE ON A LEASE AGREEMENT BETWEEN THE CITY OF CANTON AND BILLY'S TAP AND AN ADDITIONAL BEER GARDEN WITH A FENCE AROUND THE PROPERTY Attorney Jump explained that he has been speaking to the owner of Billy's Tap. A couple of years ago they vacated the alley and extended their business into the back. They currently have a temporary fence up. The owner would like to make this a permanent fence. This area is technically City owned property. They previously made an agreement with the City on their current outdoor beergarden area. There is a water main directly underthe existing beergarden, so they would need to remove the area (and they would be responsible for the cost to do so) in the event repairs would need to be made to this water main. Attorney Jump said he is needing approval from the Council if it is the desire to allow for the use of this area. If the fence is extended, it gets very close to the roadway. The owner does understand that if any damage should occur to the fencing from a City snowplow that the owner of Billy's would be responsible for the cost. Attorney Jump said he would need to look to see if a lease is the best way to accomplish this request or some other means. Alderwoman Lingenfelter asked if this item should go through the planning and zoning meeting. Engineer Keith Plavec explained that the City has allowed use of City property for two other businesses in town. Dave Pickel had a dumpster that was found to be on the City right of way. He received permission for the dumpster location. The other business is Blooming Crazy on Main Street. The owner wanted to have outdoor seating. They came to the City to seek permission for temporary seating on City property. Attorney Jump said that this is a different circumstance because of the water main and the concern about a City snowplow potentially causing damage to the fencing. A formal agreement would need to clearly identify the general specifics and responsibility level. Alderman Nelson said he does not have any issues as long as the City can meet all of the requirements needed to satisfy any water main issues and any damage that may be caused from snow removal. The City would also want to be sure access is not blocked off from Ameren. Alderman Mayhew said he could continue to work with the owner at Billy's to see where the fence would be located. Attorney Jump said he could proceed with an agreement with Billy's and bring it back to council for further consideration. DISCUSS, CONSIDER AND VOTE N A SPECIAL EVENT AND ROAD CLOSURE FOR THE RED DOG RUN SK FOR CF TO BE HELD ON APRIL 24, 2021 Information was distributed for review of the special event and road closure forthe Red Dog Run. A certificate of insurance was also provided. Motion and second were made by Aldermen Nelson/Hale to approve the special event and road closure for the Red Dog run 5K for CF to be held on April 24, 2021. 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. PUBLIC WORKS, WATER& SEWER ALDERWOMAN ANGELA LINGENFELTER, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON A RESOLUTION APPROVING A STANDARD SHORT FORM PROPOSAL AND AGREEMENT FOR PROFESSIONAL SERVICES FOR THE CITY OF CANTON LEAD SERVICE REPLACEMENTS (ENGINEERING PLANNING AND DESIGN SERVICES) RESOLUTION #5296 The proposed agreement is fora state revolving fund loan in the amount of$48,000.00 to replace lead service lines. The City submitted this design and construction grant dollars under the EPA loan paperwork. The City is hopefully that all of this will be debt forgiven. Motion and second were made by Aldermen Nelson/Fritz 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 A RESOLUTION APPROVING A STANDARD SHORT FORM PROPOSAL AND AGREEMENT FOR PROFESSIONAL SERVICES FOR THE CITY OF CANTON LEAD SERVICE REPLACEMENT(ENGINEERING CONSTRUCTION PHASE SERVICES) RESOLUTION #5297 The proposed agreement is through a state revolving loan fund in the amount of$121,000.00 for the lead service replacement's engineering phase. Work will not move forward until the EPA notifies the City that the loan is approved and is debt forgiven. The estimate is high, but if the City crew is able to help, some of the cost could decrease. Motion and second were made by Alderwoman Lingenfelter/Mayhew to approve the resolution approving a standard short form proposal and agreement for professional services for the City of Canton lead service replacement. 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 PUBLIC SAFETY AND TRAFFIC ALDERWOMAN ANGELA HALE, CHAIRMAN STREETS AND GARBAGE ALDERMAN JEFF FRITZ, CHAIRMAN LAKE, BUILDINGS AND GROUNDS ALDERMAN QUIN MAYHEW, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON APPROXIMATE AREA FOR ANNEXATION SURVEY OF CANTON LAKE BY RON CLONINGER Engineer Keith Plavec shared a drawing of the proposed annexation area. Engineer Plavec is seeking approval of the boundaries being presented for the annexation survey. Meetings have been held with the public safety director and the street superintendent to discuss the services that would be provided after an annexation. Police and fire services along with snow removal and garbage pickup would be required for the lots in the designated area. The proposed cost for the annexation survey is $8,000.00. Engineer Plavec said he thinks Ron Cloninger is the best person for this project. Motion and second were made by Aldermen Mayhew/Nelson to allow Ron Cloninger to survey the approximate area as outlined in the map for the survey. 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 APPROVING A SERVICE AGREEMENT BETWEEN THE CITY OF CANTON AND RON CLONINGER FOR THE ANNEXATION SURVEY OF THE CANTON LAKE RESOLUTION #5298 The agreement is a standard contract for professional services. The plan is to begin within two weeks. Motion and second were made by Aldermen Mayhew/Nelson to approve the resolution for a service agreement between the City of Canton and Ron Cloninger for the annexation survey of the Canton Lake. 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 REPLACING THE BACKUP GENERATOR AT THE FIRE DEPARTMENT ORDINANCE#4210 Bids were received from Quick Electric and Altorfer. Public Safety Director Richard Fairburn said that repairs on the current generator at the fire department have been attempted in the past. The existing generator is much larger than what is actually needed. The smaller generator would also operate using natural gas, which would be better for emergency conditions. Quick Electric indicated that it could take approximately 4 months to get since this is not an item in stock. Attorney Jump said that a 2/3 vote would be required since a formal bidding process did not take place. Alderman Fritz said that proposal from Quick Electric's proposal indicates that for a seven -day period they would not provide a backup generator. The City did check with the TIF administrator Steve Kline about the possibility of using TIF funds for this purchase. The fire department does have some room in their budget for the purchase. The fire department also has a capital savings account that could be used for the purchase. Mayor McDowell asked about using some of the cannabis money. The city has approximately $46,000.00 available from the cannabis funds as of the end of December. Alderman Fritz said that he would prefer that the money does not come from TIF funds. Attorney Jump said he could prepare an ordinance and ask council to waive the first reading. The ordinance would show that it is clearly in the public interest that this is an emergency since it is dealing with a generator at the fire department and that the council agrees to waive the formal competitive bidding requirements. To pass the ordinance a 2/3 vote would be required. Motion and second were made by Aldermen Mayhew/West to waive the formal 2/3 competitive bidding requirement for purposes of purchasing the backup generator, installation and labor, not in excess of$25,000.00. 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. Motion and second were made by Aldermen Mayhew/Nelson to waive the first reading of the ordinance. 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. Motion and second were made by Aldermen Mayhew/West to approve the ordinance authorizing the replacement of the backup generator to be purchased from Quick Electric according to the proposal received. This purchase is found to be an emergency and in the best interest of the public. The 2/3 vote requirement for the formal bidding process be waived and have the funds come from the cannabis money. Attorney Jump said he is not comfortable using the cannabis money at this time because these funds have not yet been budgeted. Alderman Nelson said he would prefer to use the fire department savings. Comptroller Beka Schultz explained that if there is a 4-month period before this will be paid, it would not be paid until the new fiscal year. Alderman Fritz said he considers the TIF fund as more of a development tool that something to be used to replace a piece of equipment for the City. The TIF fund currently has $844,000.00. Alderwoman Lingenfelter said she would like to have the funds taken from the fire department savings. The bid price is$29,750.00, so this would leave approximately$50,000.00 in the savings account. Motion and second were made by Alderman Mayhew/Nelson to approve the ordinance to replace the backup generator at the fire department. This ordinance will provide that the council is approving the proposal provided by Quick Electric and that the Mayor will be authorized to sign all of the necessary documents for the purchase of labor and services. The City will waive the 2/3 competitive bidding requirements. The City finds that it is clearly in the publics interest to proceed on the emergency purchase for the fire department. The funds to pay for this will come from the fire department's capital improvement account. 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 COMMUNICATION Mayor McDowell said he just received some correspondence on a grant that has been awarded to the City for the water treatment plant. Additional information will be sent out regarding the grant. OLD BUSINESS Attorney Jump explained that a committee meeting will need to be set for the negotiations, grievance and personnel committee. Next Tuesday, Attorney Jump will be meeting with one of the unions to begin contract negotiations and a committee meeting will be necessary prior to meeting with the union The committee meeting will be held Monday, January 25, 2021 at 5:30pm. NEW BUSINESS ADJOURNMENT MOTION and second were made by Aldermen Nelson/Lingenfelter to adjourn without the need of 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. City Clerk Diana Pavley Rock Mayor Kent McDowell