HomeMy WebLinkAbout06-12-07 Clerical Committee Meeting Minutes
CLERICAL COMMITTEE
MINUTES
Tuesday, June 12. 2007 – 6:30 p.m.
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Historic Depot 50 North 4 Avenue
Finance
Alderman Les Carl
Mayor Henize called the meeting to order at 6:30 p.m.
Aldermen in attendance – Eric Schenck, Larry Sarff, Craig West, Les Carl,
Jason Strandberg, Sonya Lewis. Absent – Aldermen Joe Berardi, Kevin
Meade.
Others in attendance: Mayor Rodney Heinze, City Clerk Nancy Whites,
City Treasurer Kathy Luker, City Attorney Chrissie Peterson, Public Works
Director Clif O’Brien, Police Chief Jeff Fritz, Fire Chief John Stanko,
Wastewater Supt. Joe Carruthers, Water Supt. Greg Pollitt, System
Maintenance Supt. Bill Terry, Maurer Stutz engineering Keith Plavec,
SRPED Mark Rothert, Joe Ginger Video Services. In the audience from the
Journal Star Jenny Freeman, Daily Ledger John Froehling, Democrat Wendy
Martin, Fireman Jim Campbell and wife Michelle, Dave Whelan,
O’Berlander owner and salesman Kim Shandley.
Bills. Motion
and second by Aldermen West/Sarff, all bills as presented
refer to council for consideration. The motion carried by voice vote, and
was unanimous.
Treasurer’s Report.
City Treasurer Kathy Luker commented that the
revenues were less than expenditures by $51,994.18. In the General Fund,
the expenditures for the budget shows it a little bit differently. The Police
budget is a minus of $29,000 as that amount will be used out of the
depreciation account against expenses under the Police Department budget.
And the same for Street, Garbage and Building & Grounds.
The revenue minus expenditures for the budget items, that was what was
approved with a negative $230,476.00, and without contingency the amount
was a negative $155,675.00.
Under the Health Care fund we are still negative as we are still paying
claims. These are from prior year before we changed from self funding to
fully funded insurance. Some other funds show negative and that is because
we do not have our tax monies this year.
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Clerical Committee 6-12-07
The Bond Account has a balance as of May 31, 2007 $25,885,459.45.
4A Enterprise Park Balance is $109,667.72. IH Balance is $72.05. Last
month paid a bill from Bell Boyd & Lloyd of $8,959.35, and those monies
had to be transferred from the General fund in order to pay out of the TIF
Account.
Motion
and second by Aldermen Sarff/Strandberg, refer to council for
consideration. The motion carried by voice vote, and was unanimous.
Budget Report.
City Treasurer Kathy Luker reported the tax bills will not
be received by the citizens until July or August. Because of the shortage of
funds, this is partly why our expenditures are more than revenues during the
month of May.
Alderman Carl ask Kathy if she sees a problem without receiving the tax
payments? Kathy answered, what will happen is the General Fund Prime
Account has reserves of $1,734,483.75. She said she will have to transfer
those funds to make payments until she receives tax funds.
Motion
and second by Aldermen West/Sarff, send to council for
consideration. The motion carried by voice vote, and was unanimous.
Outdoor Warning Sirens Replacement.
Fire Chief John Stanko gave an
overview. The Fire Department received the grant from the Department of
Commerce and Economic Development in the amount of $50,000.00. At
that time my suggestions was and committee concurred was to receive the
best deal on replacing some of the warning sirens. Whelan was the best deal
as it met all of our specifications. Brought the price to council for a total
quote of $54,134.00. At the Council meeting this was referred back to this
Clerical Committee meeting for further discussion. The concern was we
should seek quotes from other places. John said he received an e-mail quote
from a company in North Little Rock Arkansas, which was also quoting a
Whelan Siren. Many e-mails and conversations back and forth he is a
Whelan Dealer and strictly in business to sell sirens. They offer no service
and no maintenance. When I called back to question for installation not in
the proposal, he proposed using a sub contractor in Jacksonville which he
quoted was qualified factory trained installer. So I asked him to give a quote
on installation, which he did and it added additional $5,500 to his bid. I also
ask about shipping prices, and he would not confirm a set price due to fuel
and gas prices.
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Clerical Committee 6-12-07
Made contact with David Whelan who is the regional manager for Whelan
and he is here this evening if you have any questions.
The long and short of it is the guy in Jacksonville was a former employee of
Whelan Dealer in Jacksonville. David Whelan told John he was not factory
trained and not factory authorized.
Ask the same company about Ragan Communications quote which included
the first two years of labor in his proposal, which the standard Whelan
warranty does not cover, only covers parts.
My opinion, given the sub contractor is not authorized I have serious
concerns come 6 month to a year he would be out of business.
Received a call from American Signal, their proposal was electronic siren on
the directional. It is less expensive then Whelan proposed by several
thousand dollars. However, digesting that proposal it is not as loud, only
rated 4800 feet. Ragan siren is rated 6,000 feet. American warranty is not
as good, only 2 years on parts. No labor, then it expires at end of 2 years.
Only labor included is their shop in Milwaukee Wisconsin. It also did not
include in their proposal which was part of our requirement for the electric
services.
We ought to endeavor to improve the level of protection to the community.
John Stanko said he still stands by his original proposal. We know
Whelan’s history.
Motion
and second by Aldermen Sarff/Strandberg, to send the
recommendation for Ragan Communications proposal in the amount of
$54,134.000 and refer to council. Discussion. Alderman Carl told John
Stanko he gave an excellent presentation. Alderman Schenck stated he was
very pleased about getting the $50,000 grant to buy top quality equipment.
Eric told John he did a commendable job. The motion carried by voice vote,
and was unanimous.
Leander Construction Pay Estimate #11 for Kilroy Pumping Station at
$53,436.65.
Maurer Stutz Inc. representative Keith Plavec mentioned this is
for the Wastewater Collection System Improvements for Kilroy Pumping
Motion
Station. and second by Aldermen Sarff/Strandberg, the approval of
Pay Estimate #11 for Kilroy Pumping Station of $53,436.65 and refer to
council for consideration. Discussion. Keith Plavec reported that $100,000
is left for site work, and we’re still holding $74,089.00 for retainage. Will
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Clerical Committee 6-12-07
continue to hold 5% until completion which should be in July. The motion
carried by voice vote, and was unanimous.
Illinois Municipal League Risk Management Association annual
payment amount of $195,288.36 for ½ payment on Liability Insurance.
Motion
and second by Aldermen Sarff/West, to approve 2007 Annual
Contribution for ½ payment that is due on June 15,2007 in the amount of
$195,288.36, and refer to council for consideration. City Treasurer Kathy
Luker mentioned this includes 2% interest of $7,658.37 that was added on
October 13, 2006 when the first payment was due. The motion carried by
voice vote, and was unanimous.
Layne Christensen Company for Phase 1 & 2 of the Ranney Collector
Well Study for invoice total of $45,222.00.Motion
and second by
Aldermen Sarff/West, to approve payment of $45,222.00 to Layne
Christensen Company for Phase 1 and Phase 11 of the Ranney Collector
Well Study, an refer to council for consideration. Discussion. Keith Plavec,
today the committee that everything looks positive. He is recommending
payment. The motion carried by voice vote, and was unanimous.
Hotel/Motel Funds for Administration.
Alderman Carl said this would
be discussed later in a different committee.
Jetter Truck.
Public Works Director Clif O’Brien mentioned that him and
a few of other city employees went to check out the State Purchasing
Program. We looked at all the options. Would take 6 to 8 months for
delivery. They will take our mechanic an train him for a week. Probably
would receive the truck in January of next year. Our recommendation is the
State Purchasing Program at the cost of $277,986.00. Alderman Sarff asked
how long is the quote for? Clif O’Brien said not to wait on buying the
truck. Alderman Carl thought maybe checking out leasing or borrowing the
funds. Alderman Carl suggested City Treasurer Kathy Luker to check out
the best method of paying for the truck.
Motion
and second by Aldermen Sarff/West, direct city treasurer to work
with staff for best proposal on financing. The motion carried by voice vote,
and was unanimous.
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Clerical Committee 6-12-07
Preliminary/Construction Engineering Service Agreement for Ash
Street for Phase 2 in the amount of $19,000. Motion
and second by
Aldermen Sarff/West, to refer the request to council for consideration.
Discussion. Maurer Stutz Inc. representative Keith Plavec mentioned this is
Phase 11 Ash Street Improvements (North Main to east of Third Avenue) for
Construction Phase Services for MFT work. The motion carried by voice
vote, and was unanimous.
Construction Engineering Resolution for Ash Street Phase 11 in the
amount of $19,000. Motion
and second by Aldermen Sarff/West, to refer
the request to council for consideration. Discussion. Maurer Stutz Inc.
representative Keith Plavec mentioned this resolution approved of IDOT
taken the funds out of the city’s account of $19,000.00 for MFT Funds. The
motion carried by voice vote, and was unanimous.
Improvement Resolution for Ash Street Phase 11 in the amount of
$235,000. Motion
and second by Aldermen Sarff/West, to refer the request
to council for consideration. Discussion. Maurer Stutz Inc. representative
Keith Plavec mentioned this is for construction on Ash Street. The motion
carried by voice vote, and was unanimous.
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Preliminary/Construction Engineering Services Agreement for 15
Avenue in the amount of $30,000. Motion
and second by Aldermen
Sarff/West, to refer the request to council for consideration. The motion
carried by voice vote, and was unanimous.
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Construction Engineering Resolution for 15 Avenue - $30,000.
Motion
and second by Aldermen Sarff/West, to refer the request to council
for consideration. The motion carried by voice vote, and was unanimous.
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Improvement Resolution for 15 Avenue - $240,000.Motion
and
second by Aldermen Sarff/West, to refer the request to council for
consideration. The motion carried by voice vote, and was unanimous.
Proposed new phone system for Police Department.
Police Chief Jeff
Fritz mentioned that Mayor Heinze had approached him about a new phone
system for city hall administration, police department and water department
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Clerical Committee 6-12-07
that could save the city some money. Jeff invited Dave Oberlander who is
the owner of VOICE Spring phone services out of Peoria. Kim Shadley
salesperson presented that they offer two parts through Voice Spring which
is Voice Internet Service. The second offer is a Voice Phone System. We
had installed an Evolution phone system which is an IP system at the
Chamber of Commerce, with voice phone service. Mayor Heinze contacted
our office of his interest. We can save city hall administration, police
department and water department $423.00 per phone. Our goal was this
would help pay for a new phone system. Will replace additional phone
service you currently have now with 29 phone numbers and 20 VoIP
connections totaling $950.00. You will keep your current 6 fax lines at
$25.00 per connection totaling $200.00 which will continue to appear on
your current AT&T bill. With this option you will save $423.00 per month
and $5,076.00 annually. This quote is contingent on you installing a PRI
interface to your current phone system. Proposed Labor – Labor Hours 4
at $100 Per Connection. Total of $400.00. Proposed Materials NRC Total
Access 904 quantity 1 at $750.00. Proposed Services VoIP MRC Digital
Delivery VoIP Lines quantity 20, Price unit $30.00, total of $600.00. T-1
MRC 1.54 Mbps Dedicated to Voice Connections. Quantity 1 Price Unit
$350.00, for a grand total of $950.00. will be voice internet. We do not
offer to residential just businesses. This offer excludes the 911 equipment.
To replace the phone system the cost is $22,232.90 which includes
installation, training and can reduce that amount by $4,000 if we deemed the
wiring you have now in place could support our system. This has not been
determined yet.
Lease pricing $582.36 per month. Your current phone system is under
Telrod Avanti. For our system to work, you don’t have to replace your
phone system that’s on it. But you have to upgrade it to a certain card that
has to interface with our phone lines at a cost of $3,700.00. No longer are
they a dealer and they cannot give parts. Your paying more as they’re our of
state in Chesterfield Missouri. Mayor Heinze mentioned our internet goes
down occasionally, what happens with your system when internet goes
down? Kim answered, we have reroute calls to what particular number’s we
have programmed to do so. We no when it’s down, you don’t have to call
us. One lead number you need to keep in each department, then your lead
number would always be working. Our lines would roll over to cell phones.
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Clerical Committee 6-12-07
Alderman Sarff asked the mayor what prompted this? Mayor Heinze said
the Chamber of Commerce had this system and it looked good. Wasn’t
wanting to spend the time to be diligent on this. The hardware phone was
not what he was looking at originally. If we don’t want hardware, so then
we looked at the software.
Alderman Sarff asked how old is the phone system. City Clerk Nancy
Whites commented about 6 years.
Mayor Heinze said if we get to the point of wanting to buy the hardware it
would be worth it to us to buy a second CPU that had never been used and
have it sit right beside next to a computer for when the phone system fails.
Kim said the second quote is – Install and program the Evolution PBX
Telephone System. This quote includes the System with IP phones. In
addition, I have included dropping cables to accommodate the IP phones at
each station. If cable drops are not necessary it will reduce your amount by
$4,025. this quote will also reflect training on the new phones. Grand total
with Material and Installation equals $22,232.90. Lease option available for
$562.36 per month for 60 months. Labor at $2,187.50. Proposed Materials
cost $14,970.40. Proposed Services $5,075.00.
Kim mentioned the city’s current phone services is with CT Innovations and
they are no longer Telrod Avanti dealers. Parts needed for the phone system
would be used parts and come with only a 90-day warranty.
Police Chief Jeff Fritz worked out the following:
Current System Purchase New Lease New
System System
Proposed CostsProposed Costs Proposed Costs
Digital Interface - $3,709.00 Labor/Materials – $22,232.90 Lease Option – $33,741.60
Labor/Material - $1,150.00 60 Months @ $ 562.36
Proposed Savings Proposed Savings Proposed Savings
Services - $5,076.00 Services - $5,076.00 Services - $ 5,076.00
Proposed Benefits Proposed Benefits Proposed Benefits
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Clerical Committee 6-12-07
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1 Year Savings $ 217.00 4.3 Years $ .00 5th Years ($1,672.32)
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After lst year $5,076.00 After 4.3 years $5,076.00 6 Years ($3,285.60)
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7 Year $1,790.40
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After 7 Year $5,076.00
Kim also said that this plan is not for the 911 system.
Alderman Carl ask Police Chief Jeff Fritz what he recommended and he
answered, the voice internet service.
Alderman Sarff said since we are not having any problems with the current
system this would be the way to go. Money saved would be for the
upgrades in the future.
Motion
and second by Aldermen Sarff/Strandberg, refer to council for
consideration. The motion carried by voice vote, and was unanimous.
Legal & Ordinance
Alderman Craig West
Ray Rumler/Jeff Williamson property for discussion.
Jim and Michelle
Campbell are wanting to purchase the property located at 124, 128, 132,
South Avenue H and 810 West Pine. Jim said their lawyer has been in
touch with city attorney Chrissie Peterson about this property. The city had
demolished the structures on the property due to health concerns. There are
outstanding liens for demolition cost, and also $414.00 for water/sewer liens
on the property. Our attorney wants to negotiate a monetary amount for the
city portion of their lien. We are not looking to pay the entire amount of the
lien as it is $7,814.86. A great deal of tax liens on the property dating back
to 2001. Not sure about 2006 taxes. Don’t know if there are outstanding
Mobile Home taxes on the trailer that sat on the property. As far as the
monetary amount on the taxes, we are looking at double figures on those.
That is something will have to incur as well as legal fees. We’re trying to
keep the cost down so we can develop the property. We’re looking at
building a couple of duplexes with one stall garages.
Alderman Carl stated the property has been an eyesore for years, an we have
had complaints back several years. The property is still an eyesore with tall
grass and weeds. Anyway we can get rid of it, we need to do that.
Jim Campbell said he is offering $1,000 on the city’s lien of $7,814.86. City
Attorney Chrissie Peterson gave the totals that created the city liens. They
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Clerical Committee 6-12-07
are $500.00 for fuel, $900.00 for rental of excavator, $3,639.80 for landfill
fees, $2,735.06 for 110 hours of labor. Chrissie said the city can decide how
much they want to release.
Chrissie Peterson said she distributed a memo to all council members on
March 19 about this.
Alderman Sarff said he was interested in participating but we don’t have a
plan or request in front of us.
Mayor Heinze remarked that Jim and Michelle Campbell will have $10,000
invested in all the liens and title problems.
Alderman Sarff mentioned he knows the property is an eyesore.
Motion
and second by Aldermen Sarff/Carl, we have a plan in hand with a
time frame when the plan would be completed, then our participation, we
would waive ½ lien of $7,814.86 and the whole amount of the water/sewer
bill of $414.00. Contingent on meeting the plan for completion. Discussion.
Alderman Carl ask what position is our mechanic’s lien? City Attorney
Chrissie Peterson mentioned she would have to check at the court house, but
I would assume that since the property taxes go back to 2006 they will super
cede our claim. The water/sewer line would be high priority, but some title
issues have to cost additional fees. This is a property owner I have seen
respectfully in city court. I believe it would behove us from a code
enforcement standpoint an not deal with this individual if we can avoid it.
Public Works Director Clif O’Brien said that normally he does not put labor
cost on, because the last one before this we took to court and did not collect
for our labor. Alderman Sarff said, then we don’t know the number of the
lien the city holds? City Attorney Chrissie Peterson commented the city is
not the number one lien holder. The motion carried by voice vote, and was
unanimous.
Resolution – Pre-Annexation Agreement for Gilbert & Roberta Stutes.
Motion
and second by Aldermen Sarff/Strandberg, send the Resolution to
council for consideration. Discussion. Alderman West mentioned that it is
located in Del Bar Addition on Barker Drive. Alderman West mentioned
they already have a water line. The motion carried by voice vote, and was
unanimous.
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Clerical Committee 6-12-07
Proposed Agenda Policy.
Mayor Heinze said to consider this an etiquette
agenda in order to eliminate confusion and promote efficient business, the
following guidelines for placing items on agendas are to be followed:
1. All items to be placed on Committee agendas must have approval of
that committee’s chairperson.
2. All items to be placed on Council agendas must have approval of the
Mayor unless the item is progressing from the prior week’s
Committee agenda.
3. All agenda items shall state the name of the person bringing the topic
to discussion, if other than the chairperson.
4. The Department Head relating to each agenda item should be
contacted prior to placing the topic on an agenda. This will often
improve communication, answer questions by discussing topics with
those who have knowledge, and avoid spending time on the council
floor discussing topics that could be solved or fully examined ahead
of time.
Alderman Jason Strandberg commented that he especially likes number 4.
Mayor Heinze mentioned the problems are, of coming in late and having to
add to the agenda. Absolute deadline would be 12:00 noon on Friday.
Alderman Carl said this should be a common courtesy to have done by then.
Alderman Sarff asked if a department head could put information on the
agenda as there would be times an Alderman may not be able to call. Mayor
Motion
said that is okay. and second by Aldermen Sarff/Carl, to adopt the
procedure and refer to council for consideration. The motion carried by
voice vote, and was unanimous.
Ordinance – City Administrator.
Alderman Sarff said there are some
duties that are done on a regular basis that need to be addressed.
Coordinating a human resource person, what we do now is piece meal. The
mayor is part time, but probably is full time and not compensated for. We
have a need for a position there, what ever you call it. Administrative
Assistant or management position that can pull some of those functions
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Clerical Committee 6-12-07
together. And to be a stand in for the mayor. To me this would be people
interested doing business with the city. Could be possible outside of the
community as a development sphere. Human Resource functions putting
that to gather and having a central place of where those things are. Want to
see ideas from department heads and all elected officials of what they
recommend.
Alderman West said he agreed with Alderman Sarff, we need a Human
Resource person.
Alderman Carl said before we hire somebody we need to come up with a job
description.
Alderman Strandberg said there is an absolute need for it. We need to look
at all our options. And a position that we already have in the city we could
put together.
Alderman Sarff said he agreed with Alderman Strandberg, it could be a fit
for somebody already on staff. Don’t believe full time job.
Mayor Heinze said we’re getting stuck by having to use Chrissie, Kathy for
unemployment, and Nancy and Diana to have to pull this together. And we
are extremely fortunate to have done well.
Alderman Sarff said come up with ideas and give to the mayor and he will
give back to the aldermen. Bring back to the personnel committee next
month.
Alderrman Sarff asked the question, did we not ask Alderman Berardi for
copies of his proposal for Lake Development, and were to receive them for
this week? Mayor Heinze said he did not believe it was for this week.
Alderman Carl said, then for next week, so we do not drag this out. Have
the mayor call him. Mayor Heinze said what would I say to him that has not
already been said? Alderman Strandberg said, ask him to have time to put
the proposal together.
Alderman Schenck said, “I think we got what he has got.” He had a
meeting and had lots of participation by recreational users of the lake. I
gave him some minutes of that meeting. But don’t think in the form of those
minutes was easy to share. I’m sure he has talked to a lot of people about
I’ll donate this, or donate that. But as far as something tangible, I don’t
think anything exist. Maybe, the ideas of donated goods and services are
really a good thing. It’s sort of like here’s a toilet, a 2x4 and carpet, go
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Clerical Committee 6-12-07
build a house. You have to have a plan for a house first then get the pieces.
That’s my opinion.
Community & Industrial Development
Alderman Jason Strandberg
Mitch Ogden Community Website Design.
Mitch came to the meeting
and reported he looked at the Canton site and said there are almost no
pictures. There is no follow up. Do you have a favorite color and a logo?
You can have a community calendar where someone in the community can
add to it. You need a forum for all kinds of uses as you have links to every
business in town, every church could be listed, and all would have links.
You could have city t-shirts, with different logos to help fund the website.
Have to have someone local to maintain it, or hire us. It is a great way for
the community to communicate.
SRPED Mark Rothert mentioned that he manages the site now and would
like to continue to do so.
Alderman Schenck said, the Partnership to come back with more detailed
proposal of things that might need to be done to our website so it is more
user friendly, and, to be able to advertise community events and tourism for
our area. And maybe we could use Motel/Motel Tax Funds.
Alderman Strandberg ask the city attorney if Hotel/Motel Funds could be
used? City Attorney Chrissie Peterson answered, it is not black and white
on what the use is. From what he has described, I’m not sure promotes
tourism. Would be very questionable.
Alderman Schenck said he goes to the web site place to see the places to go.
This is what I am talking about.
Alderman Strandberg asked if we have to have bids?
Mayor Heinz said, a high pro file person, that is the first thing they do is
look at your web site.
Mitch Ogden said to look at the web site of Freeport Maine, it is a wonderful
web site, their’s is a very good example. The e-mail address is
www.freeportUSA.com.
Motion and second by Alderman Sarff/Strandberg, instruct Mitch to make a
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written proposal and bring to July 10 Clerical Committee meeting, with
Mark Rothert to overlook the site. The motion carried by voice vote, and
was unanimous.
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Clerical Committee 6-12-07
Update SRPED Economic Development.
Mark Rothert gave his
Economic Development briefing.
Downtown/Former IH Site:
*Intent to apply for Illinois Main Street Program. It is a
comprehensive community revitalization program that promotes
historic preservation and economic development of the state’s
traditional business districts. Illinois Main Street provides training
and technical assistance to participating communities. The first step
in the process is to declare an intent to apply this month. The actual
application deadline to apply to the program is September 4, 2007.
Several things will be asked of the municipal government according to
the Illinois Main Street Program including:
1. A letter of commitment from the mayor of the applying
municipality
2. A resolution of support from the city council which includes these
elements:
a. Endorses commitment to a Main Street organization
b. Recognizes the benefits to local government
c. Commitment to fund a minimum 30-35% of the local Main
Street budget for a minimum of 3 years
d. Pledges municipal government cooperation and long-term
financial support for the Main Street effort beyond the initial
3 year pledge.
3. A copy of an existing local historic preservation ordinance. If no
such ordinance exists that a historic preservation ordinance is
required to receive acting Designation as an Illinois Main Street
Community.
Mark said he would request council direction on whether to go forward with
this application process given the municipal requirements of the program. A
decision to apply is needed sooner than later because the “intent to apply”
notification is due this month to the Lt. Governor’s Office who oversees the
Illinois Main Street Program. Mark mentioned that a requirement is a 501
C3 charitable organization and the Partnership has that distinction.
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Clerical Committee 6-12-07
Alderman Schenck mentioned the Main Street Program is a very good deal.
There is a lot of information on the web site. And this is recognition of the
community. A Historic Preservation Ordinance is already adopted by the
city.
Motion
by Aldermen West/Sarff, for Mark Rothert to send in the application
for Main Street Program. Discussion. Aldermen Schenck said this is a
very good deal. The motion carried by voice vote, and was unanimous.
Alderman Schenck asked about the Comprehensive Plan and Mark said he
did not have any answers on the Plan.
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Project Management Team working to get the first Development
Block Scope of work prepared.
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Alderman Meade and I met with a local developer interested in
developing a piece of the former IH Site.
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Alderman Schenck and I met with Bob Zook to discuss his property.
He is currently wading through the claims process with his insurance
company concerning the remaining building he owns at that location
that was damaged by the fire. We expressed our willingness to help in
any way we could. Mr. Zook was very appreciative.
Special Events/Tourism
:
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Spoon River Scenic Drive: It as agreed to by the Canton Area
Manager, Norma Wheeler, to allow the Chamber of Commerce to
become the Site Manager for Jones Park.
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Familiarization tour report – On May 18, six journalists and seven
local stakeholders (including representation from the Peoria Area
Convention & Visitors Bureau, the village of Liverpool, the city of
Lewistown, the village of Banner, the city of Havana, Fulton County
government and The Nature Conservancy) boarded the Havana
Chamber of Commerce’s Trolley for the first ever Canton Loop
“Fam” Tour. The participants visited and were met by site managers
at 10 of the 12 nature attractions on the Canton Loop. The tour went
off without a hitch. The evaluations that were received were very
positive. The only problem seemed to be that we didn’t spend enough
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Clerical Committee 6-12-07
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time at each site. For next time I am suggesting a two-day event that
starts on a Friday afternoon and visits 3-4 sites and continues Saturday
morning with 3-4 sites. This will increase the possibilities of getting
overnight stays as well.
Business Attraction and Support:
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I attended the International Council of Shopping Centers Convention
from June 20-23 to recruit business to Canton, more specifically to the
former IH site. I had the chance to meet with several developers who
work with retailers to build shopping centers. I brought home literally
over 100 contacts of developers and have begun a process to follow
up with these contacts.
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Currently in the process of working with two local restaurant owners
to either expand or relocate through the use of revolving loan funds.
Comprehensive Planning:
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Comprehensive Plan documents are now available on the website
www.cantonIllinois.org for the public to view and make comments.
Grant Work:
*Still looking into graphic design costs for IDOT Transportation
Enhancement Grant
* Requesting resolution of support for grant application for IDOT
Safe Routes to School Grant that will possibly help defray
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infrastructure costs on 15 Avenue, and provide for speed
enforcement methods such as a speed trailer and a student patrol
program.
Other:
*
Residential Development – I made contact with Bill Heaver’s
partner, Gary Green about their intentions for a subdivision in Canton.
They are still finishing up plans and will pursue this project very soon.
Antique Tractor Show for Hotel/Motel Tax Funds.
Alderman Schenck
mentioned everyone got a letter from the Chamber of Commerce of why
they were dropping out of sponsoring an Antique Tractor Show and
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Clerical Committee 6-12-07
returning the funding the City of Canton had granted for the event. The
Antique Tractor Show, is a great concept, it has appeal. The idea has a lot of
merit and we need to focus on making it a successful event in our
community. I hope were not done with the idea of getting a tractor show in
the community. The need is for a person in our community working on
special events and marketing the area. We outsource our engineering and
economic development, sort of out source. We need a helpful person in our
community for event planning and marketing our community. Everyone
turns to this person and ask, how are we doing? This is where we funnel
these issues. Talked to Craig Zilly about this as the Chamber of Commerce
is the right institution for it. Have to be serious about it. Is it the right
institution to do the task?
Alderman Strandberg said, I personally think the Chamber of Commerce is
able to do this. I was looking forward to it, it is good for the community.
The Chamber of Commerce feels because of the website, and the radio
show they were liable and slandered. For that reason they decided to back
out of this. And I agree with them. Whether it’s a good thing or not,
whether they should have! I don’t blame them personally. Are we going to
lose more events, as most of the people are volunteering to do this and don’t
feel it is worth their time because they don’t want to be slandered or liable. I
want to choose careful of how I put this, because not everyone is here
tonight. I think the Chamber of Commerce could pull this off, and maybe
we need another year to pull this off. We have a serious problem here, and it
goes beyond if the Chamber of Commerce can do this. Why would they
want to!?
Mayor Heinze mentioned that he attends most of the Chamber Commerce
Board meetings as ex-officio member. They are very extremely
responsible, and very well respected business people, and always follow
through on what they say. In this particular case there was some extenuating
circumstances and hate to say they weren’t doing what they said they would
do in this particular instance. I hold the Chamber Commerce and the Board
of Directors in high regard. If you would go to their meetings you would see
them taking responsibility.
Alderman Strandberg stated, regardless if the Chamber of Commerce should
had thick skin, or when the going get rough, that’s not my point. They
choose to back out for good or bad reasons. This will happen again. What
are we going to do about it?
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Clerical Committee 6-12-07
Alderman Carl said he thinks it is time we change the method of giving
grants to different projects that come before us. We are delegating
responsibility that we should not be doing.
Alderman Schenck said I’m all for council having a greater role on oversight
and demanding accountability on how funds are spent as it is our
responsibility. I don’t thing were going to get good use of our money by
reacting to a parade of ideas. Most of our money is contracting with
someone to perform certain task and functions for us, and gets events on the
calendar for people in our community. Take this Hotel/Motel Funds and
contract with an entity that has staff that is capable, responsible and
accountable for pulling off and organizing special events.
Alderman Sarff said he was impressed with the proposal brought before us
by Cindy Lock. I still feel it was a great proposal, I’m not ready to point
fingers at the Chamber of Commerce. It’s not there fault! Give them a
chance before bring somebody else in, it’s a great plan.
IH Discussion.
Alderman Schenck said we are getting some interest in the
site. I would like to see us consider to do more to create awareness where
we are with the IH site. Host something that I’ll call “Open House.” I
would invite developers, commercial real estate brokers from the local area
and Peoria area. Invite them to the Depot to give a briefing on the status of
IH site. Have Vandewalle & Associates, Bell Boyd & Lloyd help to convey
where we are with the site on remediation. Then take them to dinner at the
Palm Café. Get brief in terms of where we are on this. May want to
consider couple of organization that are in commercial real estate about
getting site listed.
Alderman Sarff, Alderman West, and Alderman Carl told Alderman
Schenck your idea is a good one.
Mark Rothert was asked to help in getting this done, and he said he would
do anything he can to get this out in the community, as this helps me in my
job.
Motion
and second by Aldermen Sarff/Carl, the Partnership to write up a
proposal, and to take in consideration the cost.
Negotiations, Grievance & Personnel
Alderman Larry Sarff
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Clerical Committee 6-12-07
Nothing was listed on the agenda, and discussion was not held.
Informational. Alderman Sarff reported that an Executive Session will be
held Monday at 6:00 p.m. in the Board Room for Public Works Contract
negotiations.
The Clerical committee adjourned at 9:00 p.m.
Recording Secretary,
Nancy Whites, City Clerk
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