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HomeMy WebLinkAbout09-11-07 Clerical Committee Meeting Minutes CLERICAL COMMITTEE MEETING Tuesday, September 11, 2007 – 6:30 p.m. th Historic Depot, 50 North 4 Avenue, Canton, IL Those in attendance of committee members. Aldermen Kevin Meade, David Nidiffer, Larry Sarff. Absent – Craig West. Other Aldermen in attendance – Eric Schenck, Jason Strandberg, Sonya Lewis. Absent- Alderman Joe Berardi. Others attending: Mayor Rodney W. Heinze, City Clerk Nancy Whites, City Treasurer Kathy Luker, City Attorney Chrissie Peterson, Police Chief Jeffrey Fritz, Fire Chief Bonnie Cremer, Public Works Director Clif O’Brien, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollittt, Street & Garbage Supt. George Spahn, SRPED Mark Rothert, Video Services Joe Ginger. Also in the audience was Julie Dawson, from Teska Associates Inc was Todd Vanadelak & Mike Hoffman, Diana Carruthers, Ashley Curley, from Fulton County Health Department Rex Still, Charlie Wright, Dennis Crawford, Kevin Williams, Kim Neuburg News Media of Daily Ledger John Froehling, Journal Star Jenny Freeman, WBYS Mark Bixler. FINANCE Alderman Kevin Meade, Chairman Bills. Motion and second by Aldermen Sarff/Nidiffer, to send all bills to council for consideration. The motion carried by voice vote, and was unanimous. Treasurer’s Report. City Treasurer Kathy Luker presented her report and the revenues about the expenditures. Tax money has been received that is why all negatives are gone, except Health Care. Kathy also said the log claims slowed down significantly, and hope by the end of October will end. Motion and second by Aldermen Nidiffer/Sarff, to send onto council. The motion carried by voice vote, and was unanimous. Budget Report. City Treasurer Kathy Luker reported that these dollar amounts are the property taxes levied for year 2006 and received by the City in fiscal year 2007-2008. Of the $1,1411,528.79 levied for the City of Canton, we have received $644,527.86 of those monies as of 8/31/07. Of the $28,285.56 levied for Canton Increment 4A TIF, we have received $7,629.52 of those monies as of 8/31/07. This represents 27% of the total 1 amount levied. Of the $28,243.78 levied for Canton Increment IH, we have received $8,308.88 of those monies as of 8/31/07. This represents 29.4% of the total amount levied. This recap is to give the City Council and Department Heads an idea of the amount the City of Canton receives in property taxes for municipality expenses, and exactly which accounts receive public funds. Comparison to 2005 received fiscal year 2006-2007 (Decrease)/Increase from 2005 to 2006 Tax years City of Canton $1,491,421.60 -$79,892.81 -5,356% Budget Officer Levies Canton Increment 4A $ 27,511.62 $ 773.94 2.813% Levied by the County Canton Increment IH $ 24,931.06 $ 3,312.72 13.287% Levied by the County Motion and second by Aldermen Sarff/Nidiffer, to send onto council. The motion carried by voice vote, and was unanimous. Repair of Engine II.Motion and second by Aldermen Sarff/Nidiffer, to refer to council the approval of four (4) cylinders of the 1994 Smeal ladder truck repaired by Global Fire Equipment in the amount of $5,000. Discussion. Fire Chief Bonnie Cremer mentioned that the Canton Fire Department’s aerial devices are tested annually by the American Test Center. When the test on Engine II was completed this year, the 1994 Smeal with a 55-foot ladder, had some items in need of repair. We have checked with the city mechanic and found some of the repairs are major enough to refer the work to Global Fire Equipment. The rod-end seals on the elevation cylinders and the extension cylinders are seeping hydraulic fluid. Global Fire Equipment was contacted and advised us that a worse case scenario would be that all four cylinders would need to be completely rebuilt at a cost of up to $5,000. However, they could not tell the complete extent of the repairs needed until they were able to disassemble the cylinders. To cut repair labor costs and to minimize the time this apparatus would be out of service, it is recommended that all four (4) cylinders be repaired at the same time. The motion carried by voice vote, and was unanimous. Proposed Contract with Central Illinois Energy.Motion and second by Aldermen Sarff/Nidiffer, enter into contract with Central Illinois Energy for Canton Fire Department to respond to Fire, Hazmat and Technical Rescue Incidents within the CIE facility, and refer to council. Discussion. Fire Chief Bonnie Cremer mentioned that City Attorney Chrissie Peterson drafted an agreement between the City of Canton and Central Illinois Energy facility. The motion carried by voice vote, and was unanimous. 2 Laverdiere Construction on Kilroy Sewershed $49,235.19 for Pay #3 & final payment. Motion and second by Aldermen Sarff/Nidiffer, to allow payment #3 and final payment from Laverdiere Construction, Inc. for work completed through April 27, 2007 for Kilroy Sewershed in the amount of thththth $49,235.19 for 6 Avenue to 7, and 10 Avenue to 11 Avenue, and refer to council. The motion carried by voice vote, and was unanimous. th Payment No. 1 from R.R. Cullinan & Son for 15 Avenue. Motion and second by Aldermen Sarff/Nidiffer, to allow payment #1 from R.A. Cullinan th & Son for 15 Avenue, and paid from MFT funds in the amount of $239,938.50, an refer to council. The motion carried by voice vote, and was unanimous. Leander Construction for Kilroy Pumping Station in the amount of $59,036.54 for payment #13. Motion and second by Aldermen Sarff/Nidiffer, to allow payment #13 from Leander Construction, Inc. for Kilroy Pumping Station in the amount of $59,036.54 and refer to council. Discussion. Keith Plavec mentioned, still holding 2.5% for completion of work and felt was enough to cover, and felt comfortable with that amount. This payment #13 will be paid from Bonding funds. The motion carried by voice vote, and was unanimous. EOI funding. City Attorney Chrissie Peterson mentioned this is an overview of all the expenditures that have been reimbursed by the City of Canton’s USEPA Assessment grant since March of 2004. As of last month, the $300,000 grant has been depleted. EOI services have generally been broken into three types of work: (1) assessment activities specific to the IH site, (2) assessment activities related to other parcels in Canton, and (3) general project management assistance activities related to the overall redevelopment of the IH site. Of these three services, future activities which relate to the assessment and remedial action planning should now be paid for by International Truck and Engine Corporation. This includes the development of all assessment, work plan, and remedial action planning documents, as well as the physical field work that might be necessary to complete those documents. The City should not have to pay for these services. Conversely, field activities and documents associated with other sites in Canton, such as the Petersen Health Care project, will need to be paid for by the City presumably out of the general fund and as a TIF reimbursable 3 expense. Likewise, other general project management activities performed by EOI related to overall site development, which would always be as directed by the City, would need to be paid for out of the general fund, as a TIF-eligible expense. EOI is requesting $20,000 a year to be paid that is not covered by IH agreement. Chrissie said she would be comfortable asking them to lower to $10,000, and even $5,000 for the work needed for the GEO site. Motion and second by Aldermen Sarff/Nidiffer, to refer to council. The motion carried by voice vote, and was unanimous. Bids for 16’ Henderson Markie Design Dump Body.Motion and second by Aldermen Nidiffer/Sarff, to open the bids. The motion carried by voice vote, and was unanimous. Bidders are: Auto Truck Group from Bensenville, Il in the amount of $17,782.00; Koenig Body and Equipment Inc. from Peoria, Il in the amount of $17,139.00. Motion and second by Aldermen Sarff/Nidiffer, to refer to staff and, bring back recommendation to council. The motion carried by voice vote, and was unanimous. Request to bid for fire department parking lot improvements. Fire Chief Bonnie Cremer mentioned that the back entrance to the fire department parking lot improvements is 10 inch concrete reinforcement, and Motion 65 square yards. The city crews would remove the old concrete. and second by Aldermen Sarff/Nidiffer, to allow go out for bids. The motion carried by voice vote, and was unanimous. Radical Collector Well. Keith Plavec mentioned that Layne Reynolds came together with a meeting last week to discuss options. Will bring this to Alderman Strandberg’s committee. Have to ask ourselves, where do we want to cut off? Do we want one group doing everything? I feel the best is one contractor. Need direction, e-mail me, or call me. Alderman Meade said they are the only company in the U.S. Hotel/Motel Tax to provide local match in Illinois River Road Byway organization. Mark Rothert, Economic Development Director mentioned, The Illinois River Road National Scenic Byway follows routes along both sides of the picturesque Illinois River, connecting communities from Ottawa to Havana. Our Byway puts our region on the map. This means our Byway 4 appears in publications, materials and websites promoting these distinctive roads to visitors. Makes us eligible for grant programs to build infrastructure and promote tourism. The SRPED Board approved a recommendation that: The City Council approve the $7,200 hotel/Motel tax request and from these funds to the byway organization to show Canton/Fulton County’s interest and early support and that the SRPED and City would request that the Fulton County government also cost-share 50% of this expense as the county will also reap benefits from the Byway. Because the City of Canton would front the total initial cost, the County would make a contribution of $3,600 to the hotel/motel tax fund. This action item is contingent upon the County Board voting approving to participate in this cost sharing proposal. Motion and second by Aldermen Sarff/Nidiffer, send to council and have Fulton County approval. Discussion. City Treasurer Kathy Luker mentioned that if the county does give some funding, it has to go into the general fund. The motion carried by voice vote, and was unanimous. (Not on the agenda.) Clearwell rebid. Keith Plavec mentioned that the bidders were Laverdiere and Leander, the same as before. Leander Construction was the low bidder in the amount of $2,239,000. Both contractors submitted correctly this time. They were only $57,000 apart. Motion and second by Aldermen Nidiffer/Sarff, send to council with no recommendation. The motion carried by voice vote, and was unanimous. Legal & Ordinance Alderman Craig West, Chairman Human Resource/Other. Motion and second by Aldermen Nidiffer/Meade, refer the Human Resource/Other, and Zoning Officer job description to the Negotiations, Grievance & Personnel Committee Ordinance Amending Section 6-4-8 of C, D, & E for Dogs, Cats and Rabbits. Alderman Sarff wants the ordinance for baby rabbits a shorter time period to get rid of them by a month after born. Alderman Nidiffer suggested the ordinance have a section on nuisance not a fixed number of animals. This give the ordinance some teeth. Alderman Meade ask the city attorney, causing a nuisance, how enforcement is that? City Attorney Chrissie Peterson commented, would be up to police officers discrepancy. 5 Alderman Schenck said, still have a section on barking dogs. Creating another brighter line on this issue if have a problem, then bring control back. Alderman Strandberg felt the issue was not being addressed on nuisances. Do that, nuisance, and not limit number of animals. Motion by Aldermen Sarff/Meade, put limits on dogs, cats and rabbits at 4 per household, have to get rid of babies within 1 month of birth. Voice vote, motion carried. One nay heard by Alderman Strandberg, and 2 ayes. Rex Still Fulton County Health Department to discuss Tattoo Ordinance. Rex Still brought recommendation for consideration for Tattooing. The recommendations are as follows: Definitions Body piercing Tattoo Artist Communicable Disease Patron Bloodborne Pathogen Tattoo Establishment Mobile Tattoo Establishment Aseptic Technique Minor Owner of Operator Biohazard/Infectious Waste Application for License: Contents to include change of location as well as ownership. Requirement for Authorized Physicians Age Requirement-Change to 18 Health and Sanitary Requirements Recommended changes or addition (A) Change room in which tattooing is done to 100 square feet. The walls, floors and ceilings must be of impervious material, easily cleanable and durable. There must be a permanent door to complete the total enclosure of the room. No partial walls, ceilings or floor surface will be allowed. Add Lavatories with automatic faucets that are in compliance with the Illinois Plumbing Code must be provided in each tattoo room. 6 (B) All tables and other equipment shall be impervious, easily cleanable, durable, and maintained in good repair. Remove the option of painted surfaces. Tattoo artist shall wear disposable aprons, gloves and eye protection during the tattooing procedures and change after each patron. This would not change the need to wash hands before and after the process. (C) Use of single use disposable razors. Health Certificate Requirements Every owner, operator, or employee engaged in, assisting, in, or otherwise participating in tattoo services must obtain an annual health certificate as set forth below. The health certificate shall be issued by a legally licensed physician. Provide a minimum of 100 foot-candles of light in all areas of the tattooing room. Procedures for cleaning, sanitizing and sterilization all equipment and the facilities must be submitted at the time the application is submitted. All cleaners and sanitizers must have an EPA Registration Number. A Material Safety Data Sheet must be on file for each chemical in the facility. Restroom facilities separate from other operations must be provided. All biohazard/infectious waste must be collected by a licensed biohazard/infectious waste hauler. All wall, floors, ceilings, counter tops, cabinets or cupboards must be of white or light in color. All plumbing must be preformed by a licensed plumber and in accordance with the Illinois Plumbing Code. 7 All electrical installations must be installed by a professional electrician and in accordance with the Electrical Code. Sterilization equipment meeting the following criteria must be provided. Every owner, operator, or employee engaged in, assisting in or otherwise participating in tattoo services shall have a minimum of 2 hours of bloodborne pathogen training approved by an adverse incident from requiring a thorough explanation of the incident shall be provided and approved by _______________,and shall be completed at the report of any incident. The incident report shall include ____,and be provided within 48 hours of the reported incident. Procedures for the cleaning and sanitizing of the facility must be submitted at the time the application is submitted. General Requirements The tattoo establishment owner must provide proof of insurance. A consent form explaining the bloodborne pathogen concerns must be given to each patron for reading and signing each time prior to a tattooing procedure being performed. A tattoo procedure can not be performed on any patron that is not of sound mind, sound body, or under the influence of alcohol or drugs. No video taping of any of the tattooing procedures can take place. Procedures for preparing to perform a tattoo including the equipment preparation and the body site preparation must be submitted to ____ for review at the time of the application is submitted. Proving each patron with aftercare instructions. Animals are prohibited. Equipment maintenance records must be available for review. 8 The inspection process can be conducted at anytime and there shall be no interference in the inspection process. All patrons with any skin or blood infection, hepatitis, HIV or other like communicable disease may not be tattooed. Can the penalty be a petty offense, and the fine increased, or a misdemeanor to include a jail sentence if necessary? End of recommendations to ordinance. Rex said the application proceeds needs to be revised, and should have a variance process to be added. Also an appeal process should be added, with a fee for the registration of the tattoo artist. Need to add a section on the application for falsification of information. A tattoo artist may only perform a tattooing procedure at the licensed tattoo establishment that is the sponsor of the tattoo artist. All tattoo artist training records must be kept on file in the tattoo establishment. Alderman Nidiffer ask where they could get the training? Rex answered through the State of Illinois under the OSHA program. Rex Still said he hoped the city would change the ordinance and increasing the fees to make beneficial Mayor Heinze ask Rex if Permanent Make-Up is in the same category? Rex answered, can not make a sound judgment. Needles don’t go as deep, fades easier, and representatives have to make determination of health and safety issues. Alderman Sarff asked the city attorney, if the city has an ordinance, and the county has an ordinance, and there is a state law, whose is enforceable? Chrissie answered, the State of Illinois. The city can make their ordinance where it does not constrict with the State of Illinois law, or county. Chrissie said she has discussed entering into a governmental agreement. Julie Dawson spoke and said, how can I be denied? Down the street they can do it, and they are not abiding by the ordinance. I have to have the license to be able to buy their insurance. It’s a very expensive procedure. 9 Chrissie Peterson said, we need to address the tattoo license that has been issued. City Clerk Nancy Whites was ask to comment. Nancy said she abides by the ordinance as they are written. Motion and second by Aldermen Meade/Nidiffer, to recommend the ordinance be amended to-100 feet of square footage, an age 18 can have tattoo. Discussion. Rex Still commented that if the county board passes an ordinance for tattooing, body Make-Up will be included. The motion carried by voice vote, and was unanimous. Smoking Ordinance. Mayor Heinze mentioned under Illinois law someone under 18 can smoke but can’t buy cigarette’s. Would like for council to pass an ordinance if can’t buy, can’t smoke cigarette. Recommend be on the agenda for next months Legal & Ordinance Committee. City Attorney Chrissie Peterson said she would check with other communities and also the school officer. Motion and second by Aldermen Nidiffer/Meade, to have an ordinance to review at next months Legal & Ordinance Committee. COMMUNITY & INDUSTRIAL DEVELOPMENT Alderman Kevin Meade, Chairman SRPED Economic Development Briefing. Mark Rothert reported – Had a meeting between the city and ITE on September 4. Mark said it was a fruitful meeting. Vandewalle & Associates, attended a Brownfield Redevelopment Advisory Committee. Brief update on Wal-Mart – not a lot of movement and the Redevelopment is moving forward. Canton still number 1, but Wal-Mart is not building super stores. Illinois Main Street - Mark said several of the staff was very impressed with the downtown. Especially the Blessings Building. And they said the city’s water tower is a historical landmark. The Illinois River Road National Scenic Byway Media Blitz was held on th August 29. 10 Planning Grants through DCEP. Mark said he had hoped there would be a partnership with the county board and the City to participate, but the county board decided not to participate. Grant Work – Rural Community Development Initiative Grant through Rural Development. Mark said he needed direction. Motion and second by Aldermen Meade/Sarff, for the city to apply for a matching grant application of $37,000 for Rural community Development Initiative Grant through Rural Development. Discussion. Mark said he would alter the application and it will be ready to go. The motion and second was by voice vote, and was unanimous. Conferences and Training – Went to Midwest CDI Conference in Moline, Illinois on August 13 thru 17. Funding Special Events Coordinator via Hotel/Motel Tax. Mark Rothert mentioned talking with several Aldermen and talking with Alderman Nidiffer, he said was for it, but did not know how to fund it! Mark said the position would be part-time using Hotel/Motel Tax fund to pay the position This individual would create new events, and be paid a base salary of $10,000 to $15,000. Would be paid a percentage from the projects created. Housed in Mark’s office or Chamber office. Have to come before council for any funding. No benefits would be offered to the position Missy Towers the Chamber Director has a lot to do because of having an interim director for two years. Alderman Nidiffer said he could support this, and if we could find a real go getter, it would be wonderful. Alderman Sarff said he did not want a person on the city payroll or the Chamber of Commerce payroll. Should be a contract between them and the city and the city would have to pick up bonding. Have to make a commitment this year and next year. Alderman Meade agreed, and to ask ourselves, does it work, or, not work?! Motion and second by Aldermen Meade/Sarff, send to council for salary stipend of $1,000 a month from Hotel/Motel Tax funds. Discussion. City Treasurer Kathy Luker mentioned that she had talked with Alderman Meade, if the city pays this person we have to give this person a 1099 form, or who ever pays them has to. Aldermen Schenck said he liked this event, and I want the Chamber of Commerce to be successful. Continuing to setting up the city for funding, is 11 upsetting to me, we need to work through the Chamber and Partnership someway. It’s the same way Maurer Stutz Inc. works with the City. Alderman Strandberg said he does not disagree, but feel this is good for Hotel/Motel Tax funding, and is a good use of those funds. Alderman Sarff suggested job description needs to be structured to what we have thrown out in the discussion. Wish we could find another doing the same concept. Alderman Meade said we need a detail accounting of events and revenues/expenditures. Motion and second by Aldermen Meade/Nidiffer, to approve of the concept, and to implement a work plan for the next council meeting. The motion carried by voice vote, and was unanimous. Motion and second by Aldermen Sarff /Meade, to waive the building permit for Habit for Humanity. Discussion. Alderman Sarff mentioned the amount of building permit is $35.00 and council has done this before. The house is on West Spruce Street. The motion carried by voice vote, and was unanimous. Dennis Crawford (Lot). Dennis thanked the city for their patience. He is planning on a building with a steel frame and single story. This will be a show room only. There will be 9 feet of glass in the front, which will be on East Elm Street and First Avenue. The building will be stucco type of building, with metal only exposed on the East Side and joined by a fire door. Alderman Sarff ask about the time line for the development agreement? Dennis answered, he has to have an architect look at the plans, and financing is approved. Alderman Strandberg commented, Crawford’s has a very good reputation and this will be a very nice corner appearance. Public Works Director Cliff O’Brien said the city had destroyed the sidewall, will use TIF funds and take care of that. Alderman Meade said it was well worth the wait. Motion and second by Aldermen Meade/Sarff, to send on to council. Discussion. Alderman Nidiffer, said this is very impressive. The motion carried by voice vote, and was unanimous. Heart of Illinois Homeless Continuum of Care. Alderman Nidiffer mentioned that Pamela Anderson sent a letter. It is as follows - the past two years the Heart of Illinois Homeless Continuum of Care has been collaboratively working on the HUD mandated 10 year plan to end chronic 12 homelessness. The Continuum has completed the 10 year plan to end chronic homelessness. The Continuum would appreciate an endorsement on the city’s letter head expressing the support. Alderman Nidiffer mentioned that Pamela Anderson is willing to visit the community to make a presentation. Motion and second by Aldermen Sarff/Meade, refer to council. The motion and second carried by voice vote, and was unanimous. Growth Management Component of Comprehensive Plan. Speaking at the committee meeting was Todd Vanadelak and Mike Hoffman from Teska Associates Inc. We had an open house earlier this evening to further refine the Growth Management Plan and then piece together the final Comprehensive Plan document for Phase 5. Once a draft of the final Comprehensive Plan is drafted, a Public Hearing and City Council meeting are slated as part of the presentation and approval process for October/November. The project is anticipated to be completed by December. Tonight will talk about Phase 4 on Future Land Use Plan – Business Districts Inc. Transportation recommended – 1. Support the 336. 2. Widening of Rt. 24. 3. New roads. The JC Penney building could be enhanced. The IH market approach should focus on the design not the approach. Alderman Sarff asked if anyone made comments at the Open House? Mike Hoffman said they just explained what was just presented. Alderman Schenck asked, how would you describe us in a business sense? Mike Hoffman said you have rich parks, school district. Your city is an unknown gem and with great resources. Mike and Todd was thanked for coming. Billy’s Tap. Ashley Harper of Billy’s Tap at 172 East Elm Street plans on making improvements to their business of sidewalks and outside seating area. Public Works Director Cliff O’Brien said he looked at what they want to do, and they have a pretty nice plan, they have what they can pick it up and move it. Ashley plans on bringing the sidewalk back and around the utility pole. Alderman Sarff said we are giving up public property with the parking. 13 Alderman Meade asked if that one parking spot is legal? Public Works Director Cliff O’Brien said were parking on the sidewalk now. Alderman Sarff said this is a dangerous precedent to tell you the truth. Mayor Heinze said he liked having the sidewalk back again. Alderman Standberg stated, look at the future, we may loose some property, could be a very nice improvement, the sidewalk. Alderman Schenck said he liked this, and Alderman Sarff raises some great issues. Look down the street and those people will do the sidewalk in a nice way. Keith Plavec of Maurer Stutz Inc. said keep in mind, parking areas getting busier and busier, and this is so close to the entrance. Losing two parking spots which may cause other problems of backing out. City Attorney said Ashley could come back in two weeks after Ashley has sent out letters for any objectors. Motion and second by Aldermen Nidiffer/Strandberg, for Ashley Harper to attend the Streets & Garbage Committee on September 25, 2007. The motion and second carried by voice vote, and was unanimous. NEGOTIATIONS, GRIEVANCE & PERSONNEL Alderman Larry Sarff, Chairman Nothing listed on the agenda and discussion was not held. EXECUTIVE SESSION – NEGOTIATIONS, GRIEVANCE & PERSONNEL COMMITTEE & FINANCE COMMITTEE TO DISCUSS - DETERMINATION OF SALE PRICE OF CITY OWNED LAND; GRIEVANCE; PERSONNEL; AND, PROBABLE, IMMINENT LITIGATION. Motion and second by Aldermen Nidiffer/Sarff, to go into executive session for discussion of Sale price of city owned land; Grievance; Personnel Issue; Probable, Imminent Litigation. The motion carried by voice vote, and was unanimous. The regular scheduled Clerical Committee convened for executive session at 9:55p.m. The Clerical Committee came out of executive session into open session at 10:25 p.m. Recording Secretary, 14 Nancy Whites, City Clerk 15