Loading...
HomeMy WebLinkAbout08-14-07 Clerical Committee Meeting Minutes CLERICAL COMMITTEE MEETING Tuesday, August 14, 2007 – 6:30 p.m. th Historic Depot 50 North 4 Avenue Finance Alderman Kevin Meade, Chairman Mayor Heinze called the meeting to order at 6:30 p.m. Oath of Office was given to David Nidiffer who was appointed as Alderman to replace Les Carl who recently passed away. Aldermen present: Eric Schenck, Joe Berardi, Larry Sarff, Craig West, David Nidiffer, Kevin Meade, Jason Strandberg, Sonya Lewis. Absent – None. Others present – Mayor Rodney W. Heinze, City Clerk Nancy Whites, City Treasurer Kathy Luker, City Attorney Chrissie Peterson, Police Chief Jeff Fritz, Fire Chief Bonnie Cremer, Public Works Director Clif O’Brien, Wastewater Treatment representative Randy Weaver, Water Treatment Supt. Greg Pollitt, Street Supt. George Spahn, SRPED Mark Rothert, Animal Control Officer Dustin Pollitt, Video Services by Joe Ginger. Audience – News Media of Daily Ledger John Froehling, Journal Star Jenny Freeman, WBYS Mark Bixler; Rex Still from the Fulton County Health Department, Dennis Debourbon, Dave Pickel, Julie Dawson, Beth & Bill Landry, Rosie Wells, Jeremy Grove, Phil Pemble, Kacy Conley, Pete Livers, Tye Reed, and two unidentified people. Bills.Motion and second by Aldermen Sarff/West, the bills be referred to council. The motion carried by voice vote, and was unanimous. Treasurer’s Report. City Treasurer Kathy Luker commented that we are in the third month of the Budget and at 25%. The revenue is above the expenditures. The negative amounts are because we do not have the property tax monies. They are starting to come in this month. Motion and second by Aldermen West/Sarff, to refer the report to council. The motion carried by voice vote, and was unanimous. Budget Report. City Treasurer Kathy Luker mentioned that in the previous fiscal year (2006-2007) we received $83,130.32 in property tax monies in May 2006, $300,585.93 in June 2006, and $31,038.67 in July 2006, totaling 1 $414,754.72, which will be delayed in fiscal $2007-2008 due to property tax bills not being sent out until possibly July or August 2007 per Victoria Harper, Fulton County Treasurer. Fund Revenue Difference is -0.2% which is very small considering not receiving our money. Department Heads have Motion done a good job holding down spending. and second by Aldermen Sarff/West, to refer the report to council. The motion carried by voice vote, and was unanimous. Personal Protective Equipment. Fire Chief Bonnie Cremer reported that one fire fighter is in need of new personal protective equipment. The equipment includes one (1) coat and one pair (1) trousers. Global/MES has provided a quote of $1,768.10 for the personal protective equipment. This would be the same brand and material as is currently in use by our department. Motion and second by Aldermen West/Sarff, refer to council. The motion carried by voice vote, and was unanimous. Computer Upgrade. Police Chief Jeffrey Fritz is requesting to upgrade the computers in the police department. With the recent upgrade of our video security system, so that it could interface with the State’s Attorney’s Office and Court System, our computers need to be upgraded so that they are capable of recording digital video and audio. Also, all of the present computers are incapable of running the Law Enforcement Agency Data System (LEADS) 2000 program, which is the current software being used by the State of Illinois. In addition, the current computers cannot interface with our Livescan System, which is used in our arrest booking process and is connected to the State of Illinois Bureau of Identification. To accommodate all of the above systems would require the computers to have a higher speed processor, increased memory, video card, and a DVD/CD burner. When initially researching this project in the Fall of 2006, the estimated cost of replacing twelve (12) computers was $2,417 each for a total of $29,000. In discussion with former Alderman Carl and Chairman of the Finance Committee, he related that due to the total cost of the project that it should be open for bidding. However, in further conversation, he did state that the bidding process could be waived if there was a current State Purchase Agreement for the items. Hewlett Packard (HP) is a provided under the State Purchase Agreement. Hewlett Packard was contacted and requested to provide a quote for new computers and monitors. In summary, the quote for a new computer was $1,899.00 per system with and additional amount of 2 $215.00 for monitors. The monitors quoted were flat screen monitors. We currently have four (4) flat panel monitors that would not need to be replaced. Jeff said he is requesting to purchase twelve (12) computers and eight (8) monitors through the State Purchase Agreement at a cost of $24,508.00. Hewlett Packard does not charge shipping charges to state and municipal governments, therefore, the total cost for the upgrade would be $24,508.00. This is budgeted expense in the Police Department Depreciation Account. Motion and second by Aldermen West/Nidiffer, refer to council. The motion carried by voice vote, and was unanimous. Repairs to the City Hall Elevator. Public Works Director Cliff O’Brien mentioned that a proposal was received from Thyssenkrupp Elevator and a second opinion was from Otis Elevator, as the elevator failed the pressure test in July and has been down every since. The valve needed is absolete, so both companies are researching an alternative repair route. Clif O’Brien the Public Works Director said the price came in the first time at $54,164.00. Otis Elevator was to get back with me and has not. Clif said Motion he feels the new value will be $7,750.00. and second by Aldermen Nidiffer/West, refer to council without recommendation. The motion carried by voice vote, and was unanimous. WTP Sludge Removal Bid Results. Water Treatment Supt. Greg Pollitt read from the bid and was the only bid received, and from Merrel Brothers Inc. the bid is for 4 years and, it has been a good program with this Motion company. and second by Aldermen Sarff/Nidiffer, to accept the bid from Merrel Brothers Inc. for the removal of sludge at the Water Treatment Plant, at $99.40 ton, an through the year of 2010. The motion carried by voice vote, and was unanimous. Revolving Loan for David and Terry Pickel of 447 East Birch Street . The Revolving Loan principal amount of $12,00.00 for Katy & Tory’s Place. With interest at the rate of 5% per annum on the unpaid principal balance from October 1, 2007, until paid in full. Borrower will pay this loan in sixty (60) equal payments of two hundred, twenty-seven dollars and eighty-three cents ($227.83) each payment, subject to the amortization schedule. Maturity date of the loan is September 1, 2012. City Attorney Chrissie Peterson mentioned the Revolving Loan Committee voted unanimously. The Pickel’s want to add outdoor seating. 3 Alderman Sarff asked if there was collateral? Chrissie answered, no, the last one had a personal guarantee. Motion and second by Aldermen West/Nidiffer, refer to council. The motion carried by voice vote, and was unanimous. Legal & Ordinance Alderman Craig West, Chairman Changing Ordinance for # of Dogs in household. Lloyd R Henderson sent a letter to the City requesting a change in Ordinance #1485 dated 10-17- person 95, as the word allows each person living in a house to have 4 dogs household each. The wording needs to be changed to suggested by Lloyd Henderson. Alderman Strandberg said he met with Lloyd Henderson and he showed me the kennel. Could not see much as the kennel was draped with tarp. But it was small for 6 to 7 dogs. Jason thought the ordinance should be looked at. Alderman Sarff said he agreed, and this is the only property we have a problem of to many animals. Motion and second by Aldermen Meade/Sarff, to have city attorney draft amendment to the ordinance for # of animals per household and add into the ordinance of personal trainer. Discussion. Mayor Heinze ask, how do you determine a trainer? The motion carried by voice vote, and was unanimous. Health Benefit Agreement. City Attorney Chrissie Peterson mentioned that this agreement is the City of Canton’s health benefit plan by among the City of Canton, and Illinois Municipal corporation, 2 N. Main Street, and the Parlin Ingersoll Library, and Illinois Municipal Library. The Intergovernmental Cooperation Act provides that any power, privileges or authority exercised or which may be exercised and enjoyed jointly with any other unit of local governmental pursuant to agreement. The local auditors have recommended we enter into agreement with the Library and also the Park District as both are covered by our health insurance plan. Motion and second by Aldermen Sarff/Meade, refer to council for consideration. The motion carried by voice vote, and was unanimous. Julie Dawson-concerning applying make-up permanently. Julie presented that she has worked at “The Look Studio” for 18 years. She wants to supplement her income by putting on permanent makeup. She uses one package that is enclosed for the needles and all the things needed to apply the makeup. Julie said she received her certification, and each customer has three consignment forms to be filled out before receiving the makeup. Julie 4 needs to have 500 square feet to be able to perform this process and she does not have that square footage the city’s ordinance calls for. She is asking the committee for a variance to waive the 500 feet requirement as she has 380 feet. Rex Still from the Fulton County Health Department mentioned that it should be 500 feet because of the needles and Hepatitis B and other health concerns. They are in the process of writing up guidelines that will come into affect beginning the first of the year that will be pretty stringent. You have to have adequate space for the equipment for disinfecting Rex Still said. Julie said she welcomes the Fulton County Health Department and the City to come and look at the area she will be working in before she opens up. Julie said she does have to have auto clove machine as her needles and equipment are packaged separately for each person. Alderman Strandberg wants the committee to look at the present ordinance, maybe it does need to be revisited. Alderman West ask Julie to talk to the establishment for more space. In the Limelight Salon, tattooing ordinance. Owner of The Limelight Salon is Beth Wells Landry. She is asking for the same request of not having 500 square feet for tattooing. She also was asking since the state of Illinois past a law that came into affect January 1, 2007 that a person 18 years of age could now have a tattoo with parental consent. Beth mentioned that care is given to each customer. All of her disposables are sealed in plastic. Her business disposes of every needle and tube. Alderman Meade said the ordinance was changed in 1988 to add the 500 square feet. Also feel need to revisit, I’m not inclined to change much of the ordinance. Alderman Strandberg said it is good to look at the ordinances as it was a long time ago. Alderman Sarff suggested City Attorney Chrissie Peterson check with other communities. Alderman West said he did not have a problem with lowering the age limit to 18. City Attorney Chrissie Peterson said she would hate to see the council waive the 500 square footage, she said, she does not mind having 30 day waiver for a portion of the ordinance of being 21 to 18. Motion and second by Aldermen Sarff/Nidiffer, to revisit the ordinance to have 30 day waiver for a portion of the ordinance having to do with being 21 an change to 18. Discussion. Alderman Sarff wants to have 500 feet for artist, and report back to Mechanical Committee. The motion carried by voice vote, and was unanimous. 5 861 E. Pine Street discussion. City Attorney Chrissie Peterson mentioned the city has sent the owner/occupants of 861 E. Pine Street a legal notice for them to bring their home/property up to code. The Health Department and Dustin Pollitt the health officer for the city have inspected and found the property to be in an extremely deteriorated state. The deadline has now passed for the property to be brought up to code. At this point, we may need to consider the Council authorizing a condemnation action since the owner/occupant (Jeff Williamson owns the property, but Mark Schneider just purchased the back taxes) hasn’t responded to our attempts to contact them. Dustin Pollitt passed around photos of the condition of the property. Williamson tends to rent this property out to “delinquents” who we see on a monthly basis in City Court. If the committee agrees that condemnation is appropriate, they can recommend to council that I be authorized to file the condemnation action. Chrissie said I believe that demolishing this property would be a substantial improvement to the neighborhood. There is already a lien on the property for $18,984.66 from the Illinois Department Public Aid. If the City files a lien for the cost of demolition we can foreclose the lien, but would still have to satisfy any superior liens before we could take title to the property. It is possible that they would release their lien for lesser amount, to at least get his children some money, but I have only dealt with them on medical liens so cannot give you a firm opinion on how negotiable they might be. Rex Still from the Fulton County Health Department reported the north portion is non existence. Kitchen leaks, there is damaged to electrical, plumbing and the house is in poor condition and not suitable for repair. Alderman Schenck suggested having a program on these types of homes and the person doing this would be the Zoning officer. We need a program to eliminate recurring problems, and to keep us on tract. Motion and second by West/Meade, for the city attorney to file the necessary documents to seek demolition. The motion carried by voice vote, and was unanimous. Liquor Ordinance proposal for increase in number of Class A tavern license. Matt Pemble of Outskirts Bar and Grille Inc. is making the request. Matt said, you’ve lowered my property value, and if I meet all the requirements of the city and state, why is that fair? I am buying the building from Jim Keith on contract for deed, and have since 2004. Alderman 6 Schenck wanted to know who owned the building before Jim Keith? Matt said Scott Yerbic. Kacy Conley spoke that her and Jereme Grove are leasing the building from Matt Pemble and we need a Class A Tavern license to do that. Alderman Berardi said he wants to make clear that no license is available and if one becomes available we could offer to someone else. Phil Pemble commented that he has always been fair. We ask for a Class A th license in April and was denied. Today is August 14 I’m asking you to amend the ordinance, and there will be no trouble in the establishment, and grant us a Class A Tavern license. Alderman Sarff mentioned, why not have the license number unlimited. And what about the number 11 or 12. At one time had 14, not enough business in town to support. Nine is pretty solid. Alderman Berardi said we had talked about annexing Josie-B into the city. Could still happen. This needs more thought. Kacy Conley said this building can be used for benefits, it supports the community. You need to limit how many are issued, as opposed to how many there are. th Motion and second by Aldermen West/Sarff, send on to council for the 10 Class A Liquor License become available. Discussion. Alderman Sarff said he will be voting against at the council meeting, and it should be 8 voting on this issue not 4. The motion carried by voice vote, and was unanimous. James Wheeler property at West Locust Street. City Attorney Chrissie Peterson mentioned that since 2005 the city has been battling in court with series of ordinance violation. Stalled few times because of his bankruptcy. He has slipped back into his old ways, and is operating a salvage operation without a license from the State of Illinois. Motion and second by Aldermen Meade/Sarff, to allow city attorney Chrissie Peterson to file injunction of James Wheeler running a salvage business. The motion carried by voice vote, and was unanimous. Unpaid Water bills, small claim cases. Water Treatment Supt. Greg Pollitt said they were using a collection company on the old debt. City Attorney Chrissie Peterson said she filed small claim Act as a waiver. Greg said we are testing the water by trying this process. There are 13 accounts not paid totaling $15,000. Motion and second by Aldermen Sarff/Meade, city attorney be allowed to file the small claim cases, and refer to council. The motion carried by voice vote, and was unanimous. 7 Ameren Water purchase agreement. Public Works Director mentioned that this is their power plant and part of the 16 inch main is Central Energy that they put in. Alderman Berardi said he did care if they hook on. I’m not happy with them, they won’t let anyone hunt or fish on their property. They will be using 4,000 gallon of water a day, Cliff remarked. Mayor Heinze said he values the employees and likes Ameren being out there. Motion and second by Aldermen Sarff/Nidiffer, for City Attorney Chrissie Peterson to draft an agreement with Ameren and City charging double rates. The motion carried by voice vote, and was unanimous. Community & Industrial Development Alderman David Nidiffer, Chairman Update SRPED Mark Rother. Mark gave the following report- Former IH Site: Tank pulled from right-of-way at IH Site. thth Meeting September 4 or 6 amongst ITE and Canton PMT to discuss Development Block work scopes. Business Attraction and Support: City of Canton Revolving Loan Committee approved the request of David Pickel for $12,000 for his business expansion. IH Site Marketing V&A PPT-Brownfield redevelopment Advisory Committee Oct 16-17 Brownfield’s Association BidDeal Oct 25-26 ICSC Deal Making Industrial Development: Industrial Park Improvement plan awaiting council member recommendations. Tourism: Illinois River Road National Scenic Byway Media Blitz – late August. Website updates (Visitor Section) Movies spotlighting key community attributes. Comprehensive Planning: Here is a general schedule for the next few weeks: 8 Thursday 8/30: Submit Growth Management Plan (Phase 4) draft document to you for review and distributing to City Council. Tue 9/11: Public Open House @ Historic Depot (5:00 p.m.) Tue 9/11: City Council Community and Industrial Committee meeting @ Historic Train Depot (6:30 p.m.). After the open house and council meeting in September, we will gather all feedback from the public and City Council to further refine the Growth Management Plan and then piece together the final Comprehensive Plan document (Phase 5). Once a draft of the final Comprehensive Plan document is drafted, a Public Hearing and City Council meetings are slated as part of the presentation and approval process for October/November. The project is anticipated to be completed by December. Grant Work: Illinois Main Street Application needs a resolution of support from SRPED Board. Planning Grants through DCEP. Rural Community Development Initiative Grant through Rural Development. Organizational: Deputy Director position filled. This position has been filled and will name the person at later date. Conferences and Training: Midwest CDI Conference-Moline, Il August 13 through 17. End of report. Following was comments Mark made at the meeting. Mark reported at the meeting that Vandewalle & Associates power point presentation by Brownfield Development Advisory Committee will be rescheduled. The Brownfield’s Association BigDeal, Mark plans on attending to highlight the community and the people. 9 Under Tourism, the Illinois River Road National Scenic Byway Media Blitz, Mark said the city has great distinction. Eunice Berry will come next Tuesday to explain what is going on. Grant work, Illinois Main Street Application needs a resolution of support from SRPED Board, and will be added to the agenda next Tuesday, Mark said. Property at First Avenue and East Elm. Alderman Strandberg said Dennis Crawford received the bid months ago to purchase the property. He is to have a development agreement for use of the property. He has not met the time frame but is mostly done. Dennis already owns the back ½ of the property and he bid on the remaining 2/3rds. My question is do we put the property out for bid again? Or, do we want to give deadline, or extension? Alderman Nidiffer said he would be willing to talk with Dennis Crawford, Mark Rothert the SRPED said he talked with Dennis in the last few days, Motion and he is in line. and second by Aldermen Meade/Sarff, refer to council. The motion carried by voice vote, and was unanimous. Improvement & Funding for Enterprise Industrial Park. Fire Chief Bonnie Cremer mentioned that the first hydrant would be a priority to place in the entrance. If the hydrant is in front of a building, its impossible to get the trucks in to fight the fire especially if cars are parked there. She is asking for three fire hydrants. Alderman Schenck said he has problem advertising the area in magazines and journals. Mark Rothert said he will do locally. Mark said Bill Kemper would like to see road improvements. Lee Puelo mentioned the road is crumbling. We need curbs for the snow to be plowed. Also signs should be placed on both sides of the road for ½ mile before get to the area for the Motion semis. and second by Aldermen Meade/Sarff, for the marketing to be done in-house instead of trade journal. Alderman Sarff mentioned that we have out there junk cars, and semis. We need code enforcement officer to clean up this mess. The motion carried by voice vote, and was unanimous. Briefing of Spoon River Blues Festival. Dennis Debourbon reported the income was $22,226.25, Advertising $3,484.95, Beverage cost $2,165.40, Entertainment $9,858.55, Operations $8,035.00. INCOME $22,226.25. EXPENSES $23,543.90. NET LOSS $1,317.65. Dennis stated they 10 changed the date by one week due to the Fulton County Fair. The festival can grow substantially next year. Alderman Berardi ask, who are the officers? Dennis said Craig Zilly, Dennis Crawford, and Sue Freiley. Alderman Berardi remarked that Craig and Dennis are President and Vice President of the Chamber of Commerce today. Who was the attorney? John McCarthy. You were hired at $5500 to manage the festival? Dennis said he was. Read in the paper – near record crowd! Dennis said the paper printed that, I did not report it. Alderman Strandberg said, do we base the Hotel/Motel Tax that we may lose money? The idea is to bring people in to our city. City Attorney Chrissie Peterson mentioned she was on maternity leave when the question came up about giving funds to the Blues Festival from Hotel/Motel Funds. Interim Attorney was John McCarthy, and Chrissie said she made the opinion and he told the committee that it was my opinion, and I stand by the decision. Alderman Schenck mentioned that trying to attract overnight stays is a tough sale. I agree with Alderman Strandberg, its not how many stay overnight, its wanting them to come back. I’m not ready to cast the Blues Festival as a failure. Alderman Meade said you have heard the report and that was the intent. This is the best accounting of the Hotel/Motel Tax funds ever received. Appreciate the report. Alderman West and Nidiffer concurred that it was a good report. Recent marketing updates to the website. Mark Rothert showed power point of the capabilities of the website and how it can be used for businesses. Alderman Nidiffer told Mark it was very impressive. DCEO Planning Grants Application. Mark Rothert SRPED director mentioned that DCEO has at its discretion “Local Assistance Planning Grants” available to nonprofits and local governments. The maximum allowable grant through this DCEO program is $50,000. Therefore, the local match, to be most competitive, should also be $50,000. To further a partnering relationship between the city and county, Mark said he wrote up the grant application as a collaboration between the City of Canton, Fulton County and the SRPED to match the grant. This planning grant application aims to build off of the City of Canton’s Comprehensive Plan efforts. 11 By splitting the local match, taxpayers of Canton and Fulton County receive a benefit when leveraging local funds with each other instead of the City of Fulton County applying separately for the grant and spending $50,000 outright alone. Alderman Schenck mentioned the downtown street escape plan fits very Motion well, and our Brownfield site is struggling getting business in there. and second by Aldermen Meade/Sarff, to grant the support, and refer to council. The motion carried by voice vote, and was unanimous. Funding Special Events Coordinator via Hotel/Motel Tax. Mark Rothert introduced the guidelines for such a position. 1. Generate a Comprehensive Vision for Event Development. 2. Assess Demographic needs, recommend potential programs. 3. Creation of New Events. 4. Venue Development. 5. Maximize event impact. 6. Logistic responsibilities. 7. Fiscal Impact. 8. Time Commitment. 9. Oversight. 10. Access to Hotel/Motel Tax Funds. Mark Rothert said he suggested that key person would be part time and paid $10,000 to $15,000 as a base salary from Hotel/Motel Tax funds. Alderman Schenck referred to how Maurer Stutz Inc. uses their own people for different type job functions to provide the services the city ask for. They put together a professional staff to provide the service. And I still feel the type of model is the chamber and the partnership It is important for the chamber to fill this position and carry out those projects by getting the necessary steps done. Alderman Nidiffer said it appeals to him, we are not Motion prepared to make a decision. and second by Aldermen Meade/Sarff, to send to council. The motion carried by voice vote, and was unanimous. The Community & Industrial Development committee adjourned at 10:08 p.m. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman 12 Alderman Sarff mentioned that due to the late hour the Negotiations, Grievance & Personnel committee will follow the council meeting on st August 21. Motion and second by Aldermen Sarff/Meade, to adjourn. The motion carried by voice vote, and was unanimous. The Clerical Committee adjourned at 10:09 p.m. Illinois Smoke Free. Zoning Officer. Human Resource/Other position. Recording Secretary, Nancy Whites, City Clerk 13