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Home My WebLink About12-11-07 Clerical Committee Meeting Minutes CLERICAL COMMITTEE MEETING Tuesday, December 11, 2007 – 6:30 p.m. th Historic Depot, 50 North 4 Avenue, Canton, Il Committee members present: Aldermen Larry Sarff, David Nidiffer, Craig West, Kevin Meade. Other Aldermen Present: Eric Schenc, Joe Berardi, Jason Strandberg, Sonya Lewis. Others in attendance: Mayor Rodney W. Heinz, City Clerk Nancy Whites, City Treasurer Kathy Luker, City Attorney Chrissie Peterson, Public Works Director Cliff O’Brien, Police Chief Jeffrey Fritz, Fire Chief Bonnie Cremer, Wastewater Treatment Supt. Joe Caruthers, Water Treatment Plant Supt. Greg Pollitt, System Maintenance Bill Terry, Maurer Stutz Inc. Keith Plavec, Video Service by Joe Ginger. In the audience was news media John Froehling from Daily Ledger, Brenda Rothert from Journal Star. Finance Alderman Kevin Meade, Chairman JIM HOCKER, CPA SPEAKING ON CITY AUDIT 2006-2007 FISCAL YEAR. ? Jim Hocker offered the following: The Management Letter, the City has made numerous improvements in financial accounting and reporting matters in the previous two fiscal years. The City resolved and or corrected eight internal control deficiencies and/or other matters in this period. These resolved deficiencies included: bank account reconciliation performed on a timely basis, original source documents adequately controlled and maintained, transactions of all funds recorded in the accounting system on a timely basis, preparation and maintenance of a daily cash receipts register, detailed classification of miscellaneous revenues, resolution of pension fund investment act violations, reconciliation of miscellaneous revenues, resolution of pension fund investment act violations, reconciliation’s of payroll registers to the general ledger, and preparation on a schedule of federal expenditures. Page 1 of 10 CLERICAL COMMITTEE MEETING December 11, 2007 – 6:30 p.m. ? The Resolution of the above matters demonstrate the commitment of City personnel to adequate controls and accurate financial reporting and is commendable. ? Comments were made by some of the Aldermen on the Annual Financial Report. ? Jim Hocker mentioned the $26,430,000 City of Canton, General Obligation Bonds (Alternate Revenue Source), Series 2005 to finance a project of the City. The arbitrage rebate requirements an issuer to pay the amount earned in excess of the Bond yield to the United States Treasury within 60 days of the fifth bond year or the date the Bonds are paid in full. The fifth anniversary of the issuance is October 20, 2010 ? MOTION and second by Aldermen Sarff/Nidiffer, to have the City Treasurer Kathy Luker to check with Chapman and Cutler LLP for a proposal to assist the City when they have to make the arbitrage payment. The motion carried by voice vote, and was unanimous. ? QUESTION: Alderman Berardi ask about centralized purchasing? ? ANSWER: Jim Hocker said he has put that in the Management Letter a few times over the years. It would be a significant change, and you would be adding an employee. This would be tracking of the inventory which would be more operational than management. ? Jim Hocker thanked Pat Wright who helps them on the Fire and Police Pensions, Greg Pollitt who sat down with the auditors and explained the Bond Issue for the water department, City Clerk Nancy Whites for Page 2 of 10 CLERICAL COMMITTEE MEETING December 11, 2007 – 6:30 p.m. her continued support for our office, Deputy Clerk Diana Tucker for bugging her with payroll information that she was good enough to help us, City Treasurer Kathy Luker as she is the one we Audit and she is good. The last five people I mentioned I want to thank for their patiences, and willingness to help us. We were brutal to Kathy Luker. She is very informative right down to detail, she is not afraid to challenge us. Her position is demanding, and detailed. All are good people. Jim also thanked the mayor and council members for their diligent in getting some of the deficiencies taken care of. ? MOTION: by Aldermen Nidiffer/Sarff, refer Audit to Council. The motion carried by voice vote, and was unanimous. ? The Annual Financial Report, The Management Letter and the Selected Financial Information were presented to each council member. BILLS. ? MOTION and second by Aldermen Sarff/West, all bills properly approved be paid. Discussion. Public Works Director Clif O’Brien gave a report on the salt the City has. He said he is committed from Central Management for 500 ton. Ordered 400 ton the first day had freezing rain. Burnt up 300 ton, and had 100 ton mixture from last year. We can use also salt and buckshot cinders, with calcium chloride. Bad thing is we have $7,500 in over time. The motion carried by voice vote and was unanimous. TREASURER’S REPORT: City Treasurer, Kathy Luker explained her report. Page 3 of 10 CLERICAL COMMITTEE MEETING December 11, 2007 – 6:30 p.m. ? In the 7 months spending at 58%. Revenues are over expenditures by $153,354.65. Negative in Health Care Fund due to lag claims under HCH. ? Water/Sewer 2005 Alternate Bond $ Current Balance $25,675,102.04. TIF Accounts RECAP IH Balance $8,926.63. ? MOTION : by Aldermen Sarff/Nidiffer, send the Treasurer’s Report to council. The motion carried by voice vote, and was unanimous. BUDGET REPORT. ? City Treasurer Kathy Luker mentioned that the General Fund Revenue is at 60% of its Budget. Kathy also showed the General Fund Revenue Breakdown. ? MOTION: by Aldermen Sarff/West, refer to council. The motion carried by voice vote, and was unanimous. GREG FOOSE-PARKING LOT FIRE DEPARTMENT PAYMENT OF $36,213.28. ? MOTION: by Aldermen Sarff/Nidiffer, to approve the amount of $36,213.28 for the parking lot that has been completed per the request of the City of Canton at the Fire Department to Greg Foose Construction, and refer to council. The motion carried by voice vote, and was unanimous. TH U.S. GEOLOGICAL SURVEY FOR SEWER FLOW DATA AT 11 AND MYRTLE STREET IN THE AMOUNT OF $10,100. ? MOTION: by Aldermen West/Sarff, to approve the Joint Funding Agreements for the period December 1, 2007 through September 30, th 2008, for the U.S. Geological Survey to collect sewer flow data at 11 Avenue and East Myrtle Street using pressure transducers; and an acoustic velocity meter; to collect rainfall data; and provide a sampler integrated with the flow Page 4 of 10 CLERICAL COMMITTEE MEETING December 11, 2007 – 6:30 p.m. data to allow storm sample collection; in the amount of $10,100; and refer to council. ? Discussion . Keith Plavec from Maurer Stutz Inc. engineering firm said the company wants the City to start the contract on their fiscal year. The contract is up for renewal and we need to continue with this contract. The motion carried by voice vote, and was unanimous. HOERR CONSTRUCTION TELEVISING & CLEANING KILROY SEWERSHED COMBINED SEWER PROJECT FOR $8,445.21. ? MOTION: by Aldermen Sarff/Nidiffer, to approve the pay estimate #1 from Hoerr Construction Inc. for the Televising & Cleaning of City of Canton Sewershed Combined Sewers project in the amount of $8,445.21. ? Discussion. Keith Plavec of Maurer Stutz Inc. reported that Hoerr Construction has done about 4100 feet, the weather has set them back; and refer to council. The motion carried by voice vote, and was unanimous. THTH RESOLUTION FOR ASH STREET FROM 5 AVENUE TO 15 TH AVENUE AND ON 11 AVENUE FROM EAST ASH STREET TO EAST CHESTNUT STREET IN THE AMOUNT OF $37,945.15. ? MOTION: by Aldermen Sarff/West, to approve Resolution for Phase 1 on Ash Street in the amount of $37,945.15; and refer to council. The motion carried by voice vote, and was unanimous. PRELIMINARY ENGINEERING BY MUNICIPALITY UNDER ILLINOIS HIGHWAY CODE FOR MFT SERVICES. ? MOTION: , by Aldermen Sarff/Nidifferto approve Phase IV and V of thth Ash Street from 15 Avenue to 20 Avenue in the amount of $7,000 th topographic survey from 20 Avenue on Ash Street and to identify utilities and if we need to require right-of-ways; and refer to council. Page 5 of 10 CLERICAL COMMITTEE MEETING December 11, 2007 – 6:30 p.m . The motion carried by voice vote, and was unanimous. REQUEST FOR EXPENDITURE/AUTHORIZATION OF MFT. ? MOTION: and second by Aldermen Sarff/West, to approve the Request for Expenditure Authorization in the amount o $7,000; and refer to council. The motion carried by voice vote, and was unanimous. The Finance Committee meeting adjourned at 7:35 p.m. Legal & Ordinance Alderman Craig West, Chairman Nothing listed on the agenda and discussion was not held. Community & Industrial Development Alderman David Nidiffer, Chairman UPDATE FROM SRPED MARK ROTHERT, ECONOMIC DEVELOPMENT DIRECTOR. ? Downtown Ritalization ? Illinois Main St. At the Illinois Main Street Conference (Nov 14 & 15) Canton was recognized as an Associate Community. We have over a year to accomplish a set of criteria to become a “Designated Main Street Community.” ? Mark said that Chamber of Commerce Director Missy Towery, former Alderman Jim Hartford, and Mayor Rodney W. Heinze attended the meeting with Mark. There are 10 criteria and will be using help from organizations, merchants in the downtown, and volunteers ? Canton Main Street – Our Canton Main Street organization continues to meet to discuss downtown issues. The Canton Main Page 6 of 10 CLERICAL COMMITTEE MEETNG December 11, 2007 – 6:30 p.m. Street organization also collaborated to plan the successful Christmas th Walk that occurred on Thursday, December 6. ? ? Mark added – Preserve the cultural and history, and to create a place downtown for events. ? Downtown merchants want General Enforcement of Skateboarding. ? They only have one handicap parking in some areas. ? Want more cooperation working with the City when comes to building. ? Feasters –SRPED and City Staff met representatives from Feasters to discuss their future plans. It looks as if they intend to demolish their building within the next three weeks once they decide on a demolish contractor. We also discussed the issue of rebuilding their restaurant in downtown, which they were open to. ? Tonight Fire Chief Bonnie Cremer added – Press release today went out on the fire, and it was intentional set. ? City Parking Lot/Main & Locust – I am working with JC Penney’s corporate office to release the City’s parking lot located at Main and Locust from the development agreement that was originally made at the time the Fulton Square Development was developed. JC Penney’s required this lot to use as excess parking, but in reality, no one parks at this lot and walks to JC Penney’s. Once this location is free to develop, I would advise the City to publicize to the public a request for proposals to develop this lot. (This is a Secondary Agreement the city entered into with JC Penney.) ? Alderman Meade mentioned that three people have expressed interest in the lot. ? Grant -The SRPED was informed this week that we will receive a $50,000 local planning assistance grant from the Department of Commerce and Economic Opportunity. This grant will help to pay for the streetscape/facade plan, retail compatibility analysis, and help the City on its Canton Lake Master Plan. Page 7 of 10 CLERICAL COMMITTEE MEETING December 11, 2007 – 6:30 p.m. ? Alderman Schenck stated – he commends the Partnership getting this grant and knew it took very long to receive the information. ? Alderman Schenck ask Mark, looking at JC Penney’s development, it does not have a lot of pizza! Maybe they would improve the JC Penney site. ? Mark Rothert reported JC Penney’s will not fund the money to remodel the front and neither will the owner. ? Alderman Schenck thought we need to be persistent and explore the possibility. ? Business Development, Attraction and Support: ? Local Business – still working with a Peoria area real estate broker to find 1.5 acres for an expansion of this business to put them in more competition with their competitor(s). Mark said this a Peoria based National Chain. ? New Business – Met with this national retail company’s site selection th representative on November 20 for a possible retail store here in Canton. ? New Business - Continually working with staff at the Illinois Correctional Industries at our Prison to draft a proposal that could potentially create jobs at our industrial park. ? Development Company – Met with a commercial development firm th our of Peoria on November 20 to look at the IH site and discuss the interest they may have in the developing the property. ? Mark was asked if he had any follow up plans or conferences, or any ideas and strategy to keep the best leads? ? Mark answered, emails and calls. The Community & Industrial Development Committee adjourned at 7:57 p.m. Page 8 of 10 CLERICAL COMMITTEE MEETING December 11, 2007 – 6;30 p.m. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman HUMAN RESOURCE/OTHERS. ? DISCUSSION: ? Alderman Sarff said he has looked at job descriptions and duties. Will open up to the floor for comments. ? Mayor Heinze asked if the committee is agreeable that we need a Human Resource position? ? Alderman Sarff said, he has struggled with combining with another job or making it part-time. ? Alderman Schenck said he talked to several people about the position. The job requires a lot of setting up and would be a part-time position. Could share with the Canton Park District and Fulton County Board. ? Mayor Heinze said you could have as ½ time and something else! ? Alderman Nidiffer said he had some problems, not quite full-time. Like to consolidate with a position already established. ? Alderman Berardi, we have come full circle for city administrator. Take some work out of City Treasurer’s hand, and the City Attorney, which she is doing more of than legal work. Money saved having city administrator doing human resource and directing downtown comprehensive plan. ? Mayor Heinze, we appreciate Kathy Luker and Chrissie Peterson. If you feel we need a city administrator and this position being the human resource person, I’m ready to combine the two. ? Alderman Schenck, the city administrator position would attract professional person who would solve problems. And may in the end be part-time, and we would be further ahead. ? Alderman Sarff, propose-every one, and come back next meeting with duties if choose to go with city administrator and be ready to go. Page 9 of 10 CLERICAL COMMITTEE MEETING December 11, 2007 – 6:30 p.m. ? Alderman Nidffer commented that he was having trouble with the job description of Human Resource using for City Administrator! ? Alderman Sarff said we don’t know if the position would be 40 hour week job! ? Alderman Berardi said he did not want to pay more to staff right now. EXECUTIVE SESSION – NEGOTIATIONS, GRIEVANCE & PERSONNEL COMMITTEE, TO DISCUSS – NEGOTIATIONS WITH PUBLIC WORKS, GRIEVANCE AND PERSONNEL. Motion and second by Aldermen Sarff/West, to go into executive session to discuss grievance and personnel. The motion carried by voice vote, and was unanimous. The Clerical Committee adjourned at 8:45 p.m. to go into executive session. The executive session for discussion of a grievance and personnel adjourned at 10.03 p.m. Recording Secretary, Nancy Whites, City Clerk Page 10 of 10