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HomeMy WebLinkAbout08-08-06 Clerical Committee meeting Minutes (2) CLERICAL MEETING Tuesday August 8, 2006, 6:30 p.m th Historic Depot 50 North 4 Avenue, Canton, Illinois Aldermen in attendance. Joe Berardi, Jim Hartford, Craig West Larry , Sarff, Kevin Meade, Les Carl, Rick Reed. Others in attendance. Mayor Rodney Heinze, City Clerk Nancy Whites, City Treasurer Kathy Luker, City Attorney Chrissie Peterson, Police Chief Jeff Fritz, Fire Chief John Stanko, Public Works Director Clif O’Brien, Wastewater Treatment Supt. Joe Carruthers, Street Supt. George Spahn, Zoning Officer Clark Wilson, Video Services by Joe Ginger. Those in audience were SRPED Mark Rothert, and news media of Linda Woods from the Daily Ledger, Andrea Frampton from the Journal Star, and Erin Stremmel from WBYS. Finance Alderman Les Carl, Chairman Bills.Motion and second by Aldermen Sarff/Meade, to approve bills as presented and referred to council with an added bill from Leander for Kilroy Lift Station on the Bond Issue in the amount of $10,906.65. Voice vote, motion carried unanimously. Treasurer’s Report. City Treasurer Kathy Luker mentioned that on her report the expenditures exceed the revenues for the month. The Health Care Fund is in the negative again. On the report for IH TIF Account, some property tax funds came in. Paid back the General Fund from having to pay some bills out of that fund the month before. Alderman Berardi ask the city attorney if the Enterprise Park were to be shut down by the City, where does the funds go? Chrissie Peterson said the funds would go back to the taxing bodies. Motion and second by Aldermen West/Sarff, the Treasurer’s Report be referred to council. Voice vote, motion carried unanimously. Budget Report. City Treasurer Kathy Luker said she will be explaining the July 2006 Police Department reports in detail with an overhead projector. Included in the Budget for the Police Department is Budget Comparison Analysis, Invoice History Report and General Ledger Year-to- Date Transaction Listing. Each department head receives these reports for 1 Clerical Committee August 8, 2006 Motion their particular department each month, if they so choose. and second by Aldermen Meade/West, to approve the Budget Report and refer to council. Voice vote, motion carried unanimously. Discuss Funding of $113,750 CDAP funds. Public Works Director Clif O’Brien mentioned that the city has to come up with $113,750.00 for the necessary work at Avenue C & Spruce. (Keith Plavec gave Nancy this information as her request.) In the fall of 2004, the City of Canton applied for a Department of Commerce and Economic Opportunity (DCEO) Community Development Assistance Program (CDAP) Planning Study Grant for $20,000. The Planning Study Grant Application was initiated due to sanitary sewer backups into several homes along Avenue C. The Project area consisted of the following streets: ? Olive Street from Johnson Court to Avenue C ? Avenue C from Olive Street to Spruce Street ? Spruce Street from Avenue C to Avenue B The purpose of the planning study was to identify reasons for sanitary sewer backups and determine recommendations for their elimination. The planning study was completed in 2005 with the recommendation of removing several of the sanitary sewer manholes, lining the sanitary sewer and the installation of a storm sewer to remove five storm water inlets from the sanitary sewer. The Preliminary Opinion of Probable Construction Cost for recommended improvements was $357,000. The Preliminary Opinion of Probable Project Cost was $445,000. In the fall of 2005, the City applied for a CDAP design/construction grant. As part of requirements of the CDAP grant, the City will be responsible for leveraging 25% of the total project cost. With an estimated total project cost of $445,000, the City’s share for the project is approximately $113,750. On December 6, 2005 the Canton City Council approved Resolution #3739 supporting a community development assistance program grant from the State of Illinois. As part of this resolution, the City will be required to leverage $113,750 for the grant submittal. 2 Clerical Committee August 8, 2006 Public Works Director Clif O’Brien mentioned that next year funding from MFT will be used from Spruce Street to Cass. Alderman Carl mentioned that when Budget talks began for next year this funding will be included. Wireless Outdoor Warning Siren Activation. Fire Chief John Stanko mentioned that the City of Canton has six (6) outdoor warning sirens that are used to alert residents in the event of a tornado or enemy attack. Since the installation of these sirens over thirty years ago, they have utilized dedicated telephone loops for activation and operation. Several years ago, one siren was replaced with an electronic siren that is activated through a wireless receiver. That allowed all sirens to be activated simultaneously by one person rather than needing two people at two separate locations to activate the sirens. We currently spend $334.38 per month for the telephone loops that operate our outdoor warning sirens. I would propose converting the remaining five mechanical sirens to total wireless activation by installing a receiver and antennae at each siren site. This would allow the elimination of the existing telephone loops. It would also relieve our dependency on the telephone company for proper siren operation. Ragan Communications is the authorized vendor for Whelen products. Our current encoder and electronic outdoor siren were manufactured by Whelen. In order to convert the mechanical sirens to wireless activation, receivers that will decode the Whelen signal must be installed. I have received a quote of $7,800 to convert all five mechanical outdoor warning sirens to wireless operation. The price would include the purchase of four (4) new receivers and relocating the one (1) existing receiver to the remote sites, installing weatherproof cabinets, antennas, programming, and connection. We would be required to install a single 110 volt receptacle in the weatherproof cabinet at each site, which could be done by city maintenance personnel. Since the telephone loops would then be disconnected, we would see a payback on the investment in just under two (2) years. After that time, we would realize the full $443 per month savings. 3 Clerical Committee August 8, 2006 I respectfully request authorization to convert five (5) outdoor warning sirens to wireless operation through Ragan Communications at a cost of $7,800 plus shipping costs. This is a budgeted expense in category 504 of the budget. The total anticipated cost is approximately $140 under the budgeted amount. Motion and second by Aldermen Sarff/Meade referred to council. Discussion. Fire Chief John Stanko said that parts are extremely hard to find. They have been fortuned to just have general maintenance. Voice vote, motion carried unanimously. Greenwood Cemetery questions to be answered. Alderman Carl said no action needed to be taken as most of the questions have been answered. Fire Station Renovation. Fire Chief John Stanko said for the past five years, the Foreign Fire Insurance Fund Board has been setting aside funds to complete a renovation of the kitchen and living areas of the fire station. Sufficient funds are now available for the renovation to be completed. At this time, the planned renovations that will be paid for by the Foreign Fire Insurance Fund Board will be over $26,000. However, there is some plumbing and electrical work that needs to be done during the course work from local contractors. The following are the lowest estimates that have been received: Plumbing $3,700 Electrical $2,400 TOTAL $6,100 A total of $6,500 was budgeted to complete the needed plumbing and electrical work in the area proposed to be renovated. Motion and second by Aldermen Sarff/Meade, the remodeling of the fire department be referred to the Building & Grounds Committee. Voice vote, motion carried unanimously. The Finance Committee adjourned at 7:07 p.m. 4 Clerical Committee August 8, 2006 Legal & Ordinance Alderman Craig West, Chairman Vacating of Ray Street. Alderman Carl had talked with Zoning Officer Clark Wilson and Clark had told him the street was already vacated. Ordinance – Right Turn Only sign on East Birch Street and North Main Street. Motion by Aldermen Sarff/Carl, removal from the agenda, and no action at this time. Voice vote, motion carried unanimously. thth Stop signs on East Ash and 15, and East Myrtle and 15.Motion and second by Aldermen Carl/Sarff, to have the City Attorney Chrissie Peterson th draft an ordinance for adding four-way stop signs at 15 and Myrtle, and a th three-way stop signs at East Ash and 15. Discussion. Alderman Hartford said IDOT has approved the need for stop signs at these intersections. Voice vote, motion carried unanimously. Alderman West asked for City Attorney Chrissie Peterson to give a report on Canton Court Day from last Friday. Chrissie reported that a total of 115 were scheduled for the court day. Seen fruits of labor from Dustin Pollitt the animal control officer. She remarked he is doing a great job as she has seen an increase in tickets. Inspected a property today with Zoning Officer Clark Wilson. Don Inmon from the Industrial Park will be in court next week. The Legal & Ordinance Committee adjourned at 7:11 p.m. Community & Industrial Development Alderman Kevin Meade, Chairman Public Hearing Mining of Coal. Motion and second by Aldermen Sarff/West, for the city attorney to write a letter requesting the Department 5 Clerical Committee August 8, 2006 of Natural Resources conduct a Public Hearing. Voice vote, motion carried unanimously. Executive Session – Imminent, Threatened Litigation. The executive session for Imminent, Threatened Litigation was conducted at 5:50 p.m. This was after the executive session for Police and Clerical contracts was adjourned. Mark Rothert was asked for an update on SRPED. Mark said he talked with a store representative for Wal-Mart. Their Board meeting was to meet yesterday. Our project never got to the agenda. September 18 is the next meeting, our project is still in the holding pattern. Alderman Berardi congratulated Mark on the breakdown of expenses for the Cruise–In. Mark mentioned that some things are going on for the IH Project. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman The agenda had nothing listed, and no discussion was held. The Negotiations, Grievance & Personnel Committee adjourned at 7:15 p.m. Recording Secretary, Nancy Whites, City Clerk 6