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HomeMy WebLinkAbout02-13-07 Clerical Committee Meeting Minutes CLERCIAL COMMITTEE MEETING Tuesday February 13, 2007 – 6:30 p.m. th Historic Depot 50 N. 4 Avenue, Canton, IL Aldermen in attendance: Joe Berardi, Jim Hartford, Craig West, Larry Sarff, Kevin Meade, Les Carl, Eric Schenck. Absent: Sonya Lewis. Others in attendance: Mayor Rodney W. Heinze, City Clerk Nancy Whites, City Treasurer Kathy Luker, City Attorney Chrissie Peterson, Police Chief Jeffrey Fritz, Fire Chief John Stanko, Public Works Director Clif O’Brien, Water Treatment Supt. Greg Pollitt, Zoning Officer Clark Wilson, Video Services Joe Ginger. In the audience: SRPED Mark Rothert, Daily Ledger rep. John Froehling, Mark Bixler from WBYS, Tye Reed, and candidate for Ward One Alderman Jason Strandberg. FINANCE Alderman Les Carl, Chairman Alderman Carl stated to Clif O’Brien and George Spahn for the great job in cleaning the city streets from the snow storm. Bills. Motion and second by Aldermen West/Sarff, refer to Council for consideration. The motion carried by voice vote and was unanimous. Treasurer’s Report. Total funds in the General account is $4,975,930 and at 74.6% of the Budget. City Treasurer Kathy Luker mentioned that under the ESDA Fund, there is a deficit of $5,741.35. Kathy will transfer into #01 Administrative Fund and it will not be $20,000, as the figure used before will be higher. Alderman Carl ask Kathy if she is planning to zero out the negative amount in the Health Care Fund? Kathy stated that she probably would not being doing that. Motion and second by Aldermen Sarff/West, to send the Treasurer’s Report to council for consideration. The motion carried by voice vote, and was unanimous. Budget Report. City Treasurer Kathy Luker reported the Year-To-date Revenues are higher than Year-To-Date Expenditures by $391,110.00 in the General Fund. The General Fund Revenues are 82.6%, up 7.6% above the YTD average. 1 The General Fund Expenditures (without contingency) are 76.1%, up 1.1% above the YTD average. The Water & Sewer Total percentage without Bond Expenses and Contingency Year-To-Date are 64.2%, down 10.8% below the YTD Motion average. and second by Aldermen Sarff/West, refer to council for consideration. The motion carried by voice vote, and was unanimous. Document Imaging. Deputy Clerk Diana Tucker presented the information for the committee meeting. She reported that document imaging is the process of converting paper documents, microfilm, michrofiche and aperture cards into electronic image files. Once scanned or imported, documents are processed and indexed using one to many parameters and stored in an electronic archive. Images stored in the knowledge base can be retrieved, viewed and printed at the ease of your fingertips. Benefits at a glance: Faster retrieval of records More precise retrieval of records Disaster recovery capability Space savings Enhanced productivity of records management Time saving-no longer typing index cards-hours searching through minutes, resolutions, and ordinances. Protection at a glance: Keeps everyday files, images & important documents from getting lost, damaged, stolen or compromised. Safeguards files by restricting access to only named individuals. Established backup procedures to assure cities that in the event of an emergency, disaster or expected network failure, records can be retrieved. Benefits of multi-license City Attorney can access information by typing a “key word” and retrieve information at the ease of her computer in seconds. 2 Zoning department has full retrieval capabilities. Mayor’s office has full retrieval capabilities. Police Department has capabilities of using the program for document imaging and enhancing their procedures, with restricted access from other users. Water department has capabilities of using the program for document imaging and enhancing their procedures-with restricted access from other users. LaserFiche Document Imaging System – from Missouri Databases Cost Annual Su LaserFiche Team Group Server License $2,250.00 $ 450.00 (MSDE Supplied) User Licenses (2) LaserFiche Full Users @ $550.00 each $1,100.00 $ 220.00 Plug-Ins (2) LF Snapshot @ $100.00 per full User $ 200.00 $ 40.00 This will allow for each full version station to directly print Windows Generated documents into a LaserFiche folder. Total cost for LF Team, Snapshot, Annual Support $4,260.00 Software Training: LaserFiche ScanConnect $ 169.00 Fujitsu 5120C Duplex Document Feed Scanner $ 985.00 Total Estimated Cost LF Team $6,664.00 LaserFiche Retrieval Users each $ 20.00 $ 44.00 Payment Information 3 A 20% payment required at receipt of PO, 50% payment required at end of installation and the remaining 30% payment required at end of thirty 30 days. Questys - from California Scanner $ 900.00 Software $4,199.00 Implementation Services $ 900.00 Maintenance Support $ 839.80 Shipping & Traveling Expenses $6,938.80 Deputy Clerk Diana Tucker said she is recommending LaserFiche for 2 users in the amount of $6,664.00. Motion and second by Aldermen Meade/Sarff, to accept LaserFiche Document Imaging for 2 users in the amount of $6,664.00 and refer to council for consideration. The motion carried by voice vote, and was unanimous. TIF IH Loan Sinking Fund. Alderman Carl mentioned that the Auditors have suggested in their management letter to start putting aside some funds of paying more on the loan from Mid America Bank. Alderman Carl suggested the amount of $200,000. This is so we can take advantage of the higher interest rate for investments. Motion and second by Sarff/Meade, to refer to council. The motion carried by voice vote, and was unanimous. Cost of feasibility study from Maurer Stutz Inc. Postpone because of Maurer Stutz Inc. Keith Plavec could not make the meeting due to the snow storm. Insurance Committee recommendation. City Treasurer Kathy Luker commented that the recommendation of the City Auditor’s valuation of post employment benefits needed to be prepared for a GASB 43 & GASB 45 requirement. Three quotes were obtained and details were given to all Insurance Committee Members. After much discussion, they accepted F. Ray Martin as the actuary to send onto council for consideration. 4 Kathy Luker then requested Council to accept F. Ray Martin of MarAcon, LLC as the Actuary who prepares the GASB 45 Health Care Actuarial Study at a projected cost of $2,500 to $3,000. Motion and second by Aldermen Sarff/West, to refer to council. Discussion. City Treasurer Kathy Luker said this has been a criticism of the city’s Auditor. The motion carried by voice vote, and was unanimous. Monitoring Well. Public Works Director Clif O’Brien said some years ago they were going to go underneath the Illinois River to retrieve the ground water by doing some test borings that would cost around $50,000. This was to be with the Historical Society and the Illinois Department of Natural Resources around the Lock & Dam. Clif suggested to do a Collector Well, by doing borings on the city’s property, where we have to know how many gallons of water there is, and, to do a phase test to gather information. Before the third test you have to have enough data collected and they won’t consider if does not show potential of water. Clif said the third slot could be at Illinois river intake down at the Lock Dam. Motion and second by Aldermen Meade/Sarff, to refer to council. The motion carried by voice vote, motion carried. Rate Reduction for water bills. Alderman Carl said we need to eliminate the $10,000,000 on the bonding as this was to be used to build a water tower and water line in the west end of Canton. Alderman Sarff explained that we have put off for decades of making these improvements, and it won’t get any cheaper. City Treasurer Kathy Luker said the amount is $9.5 million and this would be premature to reduce the rate. Alderman Berardi called for “Point of order.” Then he said, David Petiours told him the rate has to stay the same. Alderman Berardi mentioned that we don’t now what the other water towers will cost us. Keith Plavec of Maurer & Stutz Inc. is asking to wait until 2008. Motion and second by Aldermen Carl/Sarff, to hold off on making decision on the $9.5 million bond issue until 2008. The motion carried by voice vote, and was unanimous. Resolution and Plaque for Wrestling Team. Alderman Carl mentioned the team has 18/0 season and should be recognized with a resolution and plaque. Mayor Heinze said someone was to give my office the information, but has not done so at this time. It was agreeable to honor them and Alderman Berardi will order the plaque. 5 Replacement of Hydrulic Pump. Fire Chief John Stanko reported that the current gasoline hydraulic pump is nearly twenty (20) years old. It is very heavy, requires two fire fighters to carry, and is problematic. This pump is used when our rescue tools are needed and the distance from the engine is greater than 100’. In addition, it has a working pressure of 7200 PSI while our new hydraulic tools require a working pressure of 10,000 PSI. As a result, the hydraulic rescue tools are underpowered and do not perform as designed when using the gasoline hydraulic pump. I would like to replace the old gasoline powered hydraulic pump with a modern gasoline hydraulic pump designed to provide the needed 10,000 PSI working pressure. The replacement pump is quite compact and can easily be carried by one fire fighter in one hand. Cost of the pump, fittings and hoses is $4,364.00. We currently have $493.00 in the rescue fund, which I would recommend putting toward this purchase. This would leave a balance from city funds of $3,871.00. Motion and second by Aldermen Sarff/West, to purchase a replacement gasoline powered hydraulic pump from Global/MES at a total cost of $4,364.00 with $493 of the cost being paid from the Fire Rescue Fund, and refer to council for consideration. The motion carried by voice vote, and was unanimous. Leander Construction, Inc. for payment #7 Kilroy Sewage Pumping Station in the amount of $351,398.70. Motion and second by Aldermen Meade/Sarff, to approve payment #7, to Leander Construction, Inc. in the amount of $351,398.70, and refer to council for consideration. The motion carried by voice vote, and was unanimous. Water Bill Processing update. Water Treatment Supt. Greg Pollitt reported that the water bill processing agreement with Mid America National Bank has expired. We have met with the bank officials and they have presented us with a new agreement. At this time we are contacting the other financial institutions in town to receive quotes on providing this service. We are going to seek quotes on providing us with the Automated Clearing House (ACH) service. With this service we will be able to offer direct debit payments on water bills to our customers. Greg said that Ipava State Bank will send a quote this Friday and he also was contacted by Wells Fargo Bank. Greg said he hopes to have the quotes by next Tuesday’s Council meeting. 6 Sludge Tank Cleaning. Water Treatment Supt. Greg Pollitt, reported that with recent changes in operations and the way lime sludge is handled, we are in need to have the sludge de-watering tank cleaned out at the water plant. Since the tank is so full it causes a situation that sludge and laundry water can back up into the plant. A proposal was received from Merrell Brothers to clean the tank for $2,850.00. There will be no additional charges for mobilization or demobilization because they will do the work when they are here cleaning out the sludge beds. Motion and second by Aldermen Sarff/West, to accept Sludge Tank Cleaning from Merrell Brothers for $2,850.00, and refer to council for consideration. The motion carried by voice vote, and was unanimous. Flow Meters. Water Treatment Plant Supt. Greg Pollitt reported that two flow meters at the water plant have not been in operation for some time now. With the plant improvements moving forward we have put off replacing these meters. With the new contact time (CT) regulation now in effect the EPA is looking at plant operations closer. They meet the new Virus removal limits we must have operating meters in place very soon. Quotes have been asked for. Motion second by Aldermen Sarff/Meade, to purchase two (2) flow meters from GE Hanam Meters, in the amount of $9,250.00, and refer to council for consideration. The motion carried by voice vote, and was unanimous. A-Z Risk Management Loan. Alderman Carl reported the city’s Insurance Committee recommended restructer the loan for the next 5 years at 5% in the amount of $56,000. Originally the loan was for $60,000 and the company is in arrears. City Treasurer Kathy Luker commented they are behind around $9,000. The company guarantee is a personal guarantee. Mayor Heinze commented that the company plans on being current in April Motion of this year. and second by Aldermen Sarff/West, refer to council with no recommendation. The motion carried by voice vote, and was unanimous. The Finance Committee adjourned at 7:52 p.m. LEGAL & ORDINANCE Alderman Craig West, Chairman Carbon Monoxide Detector Act. City Attorney Chrissie Peterson commented that the Carbon Monoxide Detector has to be within 15 feet of 7 sleeping room. Chrissie recommend the city adopt the language listed in the State Statue and to draft an ordinance. The motion carried by voice vote, and was unanimous. Electronic Attendance at meetings per Open Meetings Act. City st Attorney Chrissie Peterson mentioned that the law was amended January 1, 2007 that permission has to be in writing to the City Clerk. Alderman Sarff Motion said we have an Ordinance on the books. and second by Aldermen Meade/Carl, for city attorney to follow through with amendments to the ordinance. The motion carried by voice vote, and was unanimous. Revisions to the Skateboarding Ordinance. City Attorney Chrissie Peterson suggested making amendments to our current skate boarding ordinance as Judge Davis finds the current ordinance conflicting in some sections of the ordinance having to do with the word “skates.” Motion and second by Aldermen Sarff/Meade, refer to council the amendment to the current ordinance. The motion carried by voice vote, and was unanimous. Annexation of Contigous Property. Alderman Carl wants the city to be more pro-active on the pre-annexations the city has granted over several years as the county is receiving the benefits. Alderman Sarff said he did not disagree, but what happens to “Josie B” bar? Alderman Carl said if the city makes them come into the city we can’t put them out of business. Alderman Berardi felt the one Class A Tavern license that is available should be a Class B Supper Club license as it is in a residential area (Tripp’s on West Locust). City Attorney Chrissie Peterson mentioned the license is issued to the person not the entity. Motion and second by Aldermen Carl/Sarff, to take each Pre-annexations case by case. The motion carried by voice vote, and was unanimous. Discussion of Liquor Ordinance. Alderman West ask Mayor Heinze to set up another meeting with the liquor license holders before finalizing the amendments to the Liquor ordinance. Committee agreed to the following amendments to the Liquor Ordinance… Beer Garden – *A band, can be outdoors until 10:00 p.m. *Beer Garden can be held outdoors until 12:00 p.m. *Extra penalty don’t do Bassett Training *Wine Tasting 8 *Comply with Fire Code Motion and second by Aldermen Meade/Sarff, to bring amendments to th March 13 meeting of Clerical Committee. The motion carried by voice vote, and was unanimous. Alderman West ask City Attorney Chrissie Peterson to give a report on the City Court Day. Chrissie mentioned that they had over 85 cases, with 2 bench trials, pursuing three cases and keeping an eye on some residential property. Alderman Berardi brought up about the new K-9 officer residing in Fairview and does not like having the K-9 dog being 15 miles away. Alderman Sarff stated that the donations to buy the new K-9 animal came from Canton residents. Police Chief Jeffrey Fritz mentioned that it was listed who wanted the position and 4 officers applied. Two of the officers live out of town. They had asked Chief Police Don Edwards before residents being out of town if this was okay, and was told would not be an issue. Alderman Sarff ask if we should stop the process? Several said they did not want the police car going out of town either. Mayor Heinze said you can’t scrape the whole program. City Attorney said you can’t stop the process of getting the K-9 dog as a contract has been made. Mayor Heinze said this will be under the mayor’s communication next week. The Legal & Ordinance Committee adjourned at 8:49 p.m. COMMUNITY & INDUSTRIAL DEVELOPMENT Alderman Kevin Meade, Chairman Residential TIF. Dr. Randy Klinedinst and a partner Darrell Buswell are planning on a proposed subdivision they want to develop along Lakeland Park and Westview School area with forty two (42) lots. Randy said it is prohibitive for them to develop the area by themselves. This has been in the planning stages some five years Randy commented. They need the City of Canton to allow them to have a residential TIF. Maurer & Stutz Inc. has drawn the proposed subdivision for them that would be done in stages. 9 It was said that Elmwood had created a residential TIF some years ago. One of the Elmwood Alderman had come to our meetings and explained to the council how that was accomplished. Motion and second by Aldermen Carl/Sarff, to have the City Attorney to seek answers for the area to become a residential TIF. The motion carried by voice vote, and was unanimous. Update SRPED Mark Rothert. Mark Rothert gave the following report. The Canton Park District Triathalon Classic wants to use $2,000 of the Hotel/Motel Tax. Mark said he will work with them and have this on the Clerical Committee for next month. A retired City of Canton fireman Tony Fahrenbruck is the president of Trek Equipment Company. He is interested in bringing a lawn mower business to the Industrial Park for Lot #7. Mark will bring more information to the Mechanical Committee this month. Alderman Meade ask City Attorney/Kathy Luker would it be legitimate to use TIF funds in marking this site? Both Chrissie and Kathy said they would investigate the question further, and give an answer as quickly as possible. Two different small business are wanting to locate in Canton. One of the owners is a former native of Canton. Mark is working with them on financing and finding property. Last month wrote an article for the Daily Ledger and the Democrat. Mark said he was a member of the Jones Park Committee. Our council policy workshop session on Tuesday, January 30, 2007 was a great opportunity to discuss many areas of economic development that individual members of the City Council found important to work on in the future. These included: Residential Development Organizing Special Event/Tourism Industrial Park Development Downtown Redevelopment Former IH site Redevelopment Fifty Avenue Development Lobbying for Transportation (Routes 336 & 24) 10 Grant Writing Housing Rehabilitation Marketing of Canton Mark ask each of the Aldermen to rank the top four areas of focus so that he knows where to concentrate the SRPED’s efforts and create action plans for the future. ITEP Grant. City Attorney Chrissie Peterson mentioned that some months ago in a meeting with Vandewalle & Associates they had suggested to the city there would be some ITEP Grants available. WIRC does some of the city’s grant writing and they were contacted about this grant also. Vandewalle & Associates gave the city a proposal and also WIRC. Alderman Meade thought the bill was paid for, and does not want to pay it again. Will be checked to see if the bill was paid. The Community & Industrial Development Committee adjourned at NEGOTIATIONS, GRIEVANCE & PERSONNEL Alderman Larry Sarff, Chairman Nothing listed and discussion was not held. Motion and second by Aldermen , to adjourn. The motion carried by voice vote, and was unanimous. The Negotiations, Grievance & Personnel Committee adjourned at 9:32 p.m. Recording Secretary, Nancy Whites, City Clerk 11