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HomeMy WebLinkAbout07-10-07 Clerical Committee Meeting Minutes CLERICAL COMMITTEE MEETING JULY 10, 2007 – 6:30 P.M. TH HISTORIC DEPOT, 50 NORTH 4 AVENUE Finance Alderman Sarff, Interim Chairman Bills. Motion and second by Aldermen West/Strandberg, to approve the bills and send to council for consideration. The motion carried by voice vote, and was unanimous. Treasurer’s Report. Kathy Luker, City Treasurer/Budget Director mentioned that the revenue over expense by $62,062.67. Property taxes Motion have not been received at this time. and second by Aldermen West/Strandberg, to forward the Treasurer’s Report to council. The motion carried by voice vote, and was unanimous. Budget Report. Recap of Fund 10-HCH Self-Funded Claims with beginning balance from 4/30/07 -$43,886.21. May 2007 Lag Claims -$58,056.47. May 2007 Reinsurance total received $19,970.35. Budget 2007-2008 Expense/Revenue -$250,000.00 June 2007 Lag Claims -$74,591.58 with Unexpended Budget -$117, 351.95. Expense Revenue $100,000 – June 2007 Reinsurance total $15,340.10 – Unexpended Budget $64,689.55. Total cash in Bank-HCH -$141,223.81. Kathy Luker said she has requested 6 months more in getting all bills paid with HCH. Kathy requested a Budget transfer from Health Account-Premiums-Self Insured to Water Administration Interest Expense of 2005 Alternate Bond in the amount of $610,000 due to a missed interest payment being budgeted for 2007-2008. Motion and second by Aldermen West/Strandberg, send the Budget on to council with approval of Budget Transfer. The motion carried by voice vote, and was unanimous. Greenwood Cemetery 2007-2008 Proposed Budget Approval. Motion and second by Aldermen Strandberg/West, send to council for consideration. Discussion. City Attorney Chrissie Peterson mentioned that lot sales are down due to more people being cremated. Mayor Heinze mentioned that he 1 Clerical Committee 7-10-07 meets with the secretary every other week. You can’t imagine the dedication. The motion carried by voice vote, and was unanimous. Lender Construction for Payment #12 of Kilroy Pumping Station in the amount of $61,117.94. Motion and second by Aldermen West/Strandberg, to approve payment #12 and send to council for consideration. Discussion. Keith Plavec mentioned what has to be completed is remaining fencing, final testing, training, and other improvements. Have two very important things to mention. 1. Retainage City is holding $77,306.44. 2. The completion date is July 13, 2007. Keith feels they will not have training done by then. Will work with Joe Carruthers, Clif O’Brien and Chrissie Peterson. Will bring back with update at next council meeting. The motion carried by voice vote, and was unanimous. Layne Christensen Company Phase III Ranney Collector Well Study for payment of $59,640.00. Motion and second by Aldermen West/Strandberg, to approve payment of $59,640.00 and send to council for consideration. Discussion. Keith Plavec mentioned this is the Banner Test Drilling project for Phase III. This is a partial payment of $59,640 and they still have to complete their report and their data. They anticipate they will be under the amount they have requested of $79,000 to $80,000 range and the numbers they felt look positive. There is a little concern, the Illinois River depth was higher than what they anticipated for the clay layer. The river bottom is just barely below the clay layer. Will be using 80% of water from the Illinois River, and will be filtered. They want to make sure the city doesn’t put something in a month later, were not getting what we hope to get out of it. End of the month hope to have completed. Should be able to come back next month with a report on how everything looks, and will go from there. Alderman Sarff ask, if we go openly with this type of Well and filtration system, how deep are those wells? Keith answered, when they were working they hit shale at about 62 feet, so they are going to try and go down to that level. This will be 13 feet diameter Well and down 62 feet. It’s going to be above the flood plain. Will have laterals that will extend out 54 directions and water will come in through screens into this Well. About 62 feet what we’ve seen with the test wells. The motion carried by voice vote, and was unanimous. 2 Clerical Committee 7-10-07 Automatic External Defibrillator Purchase for fire department in the amount of $2,930.45. Fire Chief John Stanko commented that last year, we replaced one of our two primary automatic external defibrillators (AED), with plans to replace the second unit during this fiscal year. The current AED is over ten years old and will no longer be supported by the manufacturer in a few months. Medtronic, who supplies our AEDs’, has provided a quote of $3,430.45 to purchase a new Life Pak 1000, which is the same unit purchased last year. They will allow a $500 trade-in for our old Life Pak 300, resultingin a final price of $2,930.45. In addition, if we purchase now, we can take advantage of a current promotion that will provide a credit toward future purchases of $750.00 once we have purchased the new AED and sent the trade-in back. This credit would be good toward the purchase of electrodes, cables, and other supplies. Motion and second by Aldermen West/Strandberg, to approve one (1) Life Pak 1000 automatic external defibrillator from Medtronic at a total cost of $2,930.45, and refer to council for consideration. The motion carried by voice vote, and was unanimous. Energy Resource Center. City Treasurer Kathy Luker mentioned that Alderman Carl had been working with Mark Pruitt from Energy Resource Center. Peoples Energy Services was told by the City of Canton the fixed price on purchase of Statewide electricity for list price in the amount of $0.57843 kwh. Alderman Berardi wanted to know if the City can get out of the contract at anytime? Alderman Sarff ask for Chrissie to explain. City Attorney Chrissie Peterson mentioned that she was on maternity leave at that time. Alderman Berardi ask if this locks in kilowatt hours? City Treasurer Kathy Luker answered it did. Alderman Berardi wanted to know if this is the delivered price also? City Treasurer Kathy Luker said this was the same report that was presented at the beginning. Mayor Heinze said prices are not guaranteed. This was just for information purposes. The Finance Committee adjourned at 7:53 p.m. Legal & Ordinance Alderman Craig West, Chairman 3 Clerical Committee 7-10-07 Ray Rumler/Jeff Williamson property. James Elson Jr. the attorney for Jim & Michelle Campbell spoke on how to resolve the city’s lien. (At the council meeting held on June 19, 2007 a motion and second was made to approve Jim & Michelle Campbell to pay ½ of the $7,814.86 lien the city has on the property and forgive $414.00 water and sewer bill. This motion was amended to add on 90 days for a development agreement. The amendment of adding the 90 days was voted on and passed. The original motion of paying ½ of lien and forgiving $414 water and sewer bill was never voted on with the amendment being added. The motion sent to this meeting was accepting the offer for $1,000 on the city’s lien.) Jim mentioned that Ray Rumler has agreed to sign off for the Campbell’s so they can receive a clear title, as long as Jeff Williamson does not come back on him. Want to work out with the City of releasing the lien to my client of $1,000 and forgive water and sewer bill of $414.00. There is not a chance of selling to third party. Alderman Sarff ask if the Campbell’s have an exclusive agreement? Jim Elson said, no! Alderman Sarff said he had someone call him offering $2,000 for the property. What’s fair to the community? City Attorney Chrissie Peterson mentioned this is a council decision of forgiving the lien and of how much. And it is who ever comes first with a title. Alderman Meade suggested release with a clear title for lesser amount owned. Alderman Sarff said he still sticks with his original motion. Mayor Heinze mentioned that $3,500 is a deal breaker for us. Alderman Sarff said not for tax payers dollars! Mayor Heinze said, the Campbell’s are good class of people, and I would take my chance with them. Alderman Strandberg thought we should have a development agreement. City Attorney Chrissie Peterson remarked the City can force foreclosure on the lien, but the taxes have to be dealt with. Alderman Meade said that a development agreement is the best to protect the City, and we should take the best proposal. They are asking that the City conceptionally agree with them. Alderman Sarff stated, what if Jeff Williamson is the first one in to take you up on that offer to release the lien? 4 Clerical Committee 7-10-07 City Attorney Chrissie Peterson said, he would have to pay the back taxes. Alderman Meade stated again that all that is really needed – does the city conceptionally agree to move forward. Motion and second by Aldermen Sarff/West, to recommend to council forgive $414 of a water & sewer bill, and release of City’s lien in the amount of $3,500. The motion carried by 2 AYES, 1 NAY. (Alderman Strandberg voted nay.) Human Resource Position. Mayor Heinze mentioned that he is still working on the final stage. Will be in conversation with Alderman Larry Sarff the Personnel Chairman, and we are making progress. We have never had a Human Resource person before and that is why we are not rushing. We are exploring many options. Was agreed to send to the Legal & Ordinance Committee next month. The Legal & Ordinance Committee adjourned at 7:13 p.m. Community & Industrial Development Alderman Jason Strandberg, Chairman Update SRPED Economic Development Director. Mark Rothert, Executive Director, SRPED gave his report that follows. DOWNTOWN/FORMER IH SITE: Project Management Team continues to work to get the first Development Block Scope of work prepared. Working on Illinois Main Street application due by September 4. Meetings continue to be held with a local developer interested in developing a piece of the former IH Site. Mark mentioned it is a area developer from Peoria. IH Site marketing: Part of the process to create a marketing strategy will be to define the overall vision of the site and use the collective resources we have with the SRPED and Vandewalle & associates to construct a plan with options and costs the City can pursue. A broad framework concerning the next steps in the marketing and development of the former IH Site is outlined in the attached memo. 5 Clerical Committee 7-10-07 BUSINESS ATTRACTION AND SUPPORT: Calls/emails made to the following retailers: Wal Mart/Save-A- Lot/Fed-Ex/Kinkos/Big Lots/CVS Pharmacy/GameStop/Target/Dollar General/Dollar Tree/Kroger. Currently facilitating expansion loan request to two existing local business owners. Attended City of Canton Revolving Loan Committee on June 26, 2007 to discuss recent loan application request. INDUSTRIAL DEVELOPMENT Industrial Park Improvement plan awaiting cost estimates from Maurer-Stutz Inc. The goal is to have these costs to the City Council by July 20, 2007 for the next mechanical committee. Currently assisting two development projects at the Industrial Park contingent upon infrastructure improvements at the site. Researched Keokuk Junction Railway/Ameren Issue before the Surface Transportation Board. Someone wants to lease the rail line, this th becomes issue with AmerenCiPS. Have to decide by December 6, 2007. COMPRENHENSIVE PLANNING: The next step is Phase 4 as outlined in the scope of services. Teska & Associates will draft recommendations to address future land use, community facilities and public infrastructure, housing, transportation, open space and environment, and economic development. These recommendations will be based on our work up to date (Phases 1 through 3) and additional research as needed. A formal presentation to the City Council will be scheduled at the end of Phase 4 for review and comment. Teska will also schedule a public open house to informally present the Phase 4 recommendations. The Comprehensive Plan document will them enter the final draft preparation phase (Phase 5) in late September/early October, taking us through the end of the year. GRANT WORK: The SRPED received a $99,000 grant from the USDA Rural Development Office for the creation of a revolving loan program. Applied for the IDOT Safe Routes to School Grant on June 29. 6 Clerical Committee 7-10-07 WEBSITE: Had a meeting to discuss the websit with Mitch Ogden. After talking with Mr. Ogden he felt the current set up (through GovOffice.com) was sufficient and he didn’t want to come in and redo the website all over again. We did discuss some improvements that could be made that include adding sections such as a: Visitor Section Dedicated page for the former International Harvester Site Canton History More pictures of Canton If you have comments or suggestions about the site, please forward to Mark Rothert. Currently the website costs $840/year to keep up and running. The SRPED however pays this amount out of the contribution that the City provides the SRPED and therefore no additional funds are used from the General Fund to pay for our website. Mayor Heinze mentioned that Fire Chief John Stanko has attended his last committee meeting and will be retiring on July 13, 2007. Will miss him and look forward to Bonnie Cremer coming in as the new chief. The Community & Industrial Development Committee adjourned at 8:00 p.m. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman Nothing was listed under this committee and discussion was not held. The regular scheduled Clerical Committee convened for executive session at 8:01 p.m. EXECUTIVE SESSION – NEGOTIATIONS, GRIEVANCE & PERSONNEL COMMITTEE TO DISCUSS – PERSONNEL/ PROBABLE LITIGATION. 7 Clerical Committee 7-10-07 The executive session for Personnel/Probable Litigation adjourned in open session at 8:54 p.m. Recording Secretary, Nancy Whites, City Clerk 8