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HomeMy WebLinkAbout01-08-08 Clerical Committee Meeting MinutesCLERICAL COMMITTEE Tuesday, January 08, 2008 - 6:30 p.m. Historic Depot, 50 North 4th Avenue, Canton IL ALDERMEN IN ATTENDANCE: Eric Schenck, Joe Berardi, Larry Sarff, Craig West, David Nidiffer, Kevin Meade, Sonya Lewis. Absent: Jason Strandberg. Others in attendance: Mayor Rodney W. Heinze, City Clerk Nancy Whites, City Treasurer Kathy Luker, City Attorney Chrissie Peterson, Police Chief Jeffery Fritz, Fire Chief Bonnie Cremer, Public Works Director Cliff O'Brien, Waste Water Treatment Supt. Joe Carruthers, Water Treatment Plant Supt. Greg Pollitt, Keith Plavec of Maurer-Stutz Inc., Street Supt. George Spahn, Video Services by Joe Ginger. In the audience was news media of John Froehling from the Daily Ledger, Mark Bixler from WBYS, and an unknown gentleman that probably was with a news media, and SRPED Mark Rothert, Kevin Williams. Finance Alderman Kevin Meade, Chairman Bills. MOTION: by Aldermen Sarff/Nidiffer, to approve bills that were presented and refer to council. The motion carried by voice vote, and was unanimous. Treasurer's Report. City Treasurer Kathy Luker reported that we are 8 months into the fiscal year and revenues are more than expenditures. We are at 67.0% of the budgets for the general fund. Kathy said the City is doing great with Health Alliance, there has been more in premiums than in claims. Mayor Heinze ask when the cut off date would be with HCH? City Treasurer Kathy Luker said the cut off for claims from HCH was the end of December. Alderman Schenck said he had mentioned last month about investing more of the Bonding funds in local banks. He wants the Finance Chairman Kevin Meade, City Attorney Chrissie Peterson and Kathy Luker to review putting Page 1 of 13 CLERICAL COMMITTEE January 8, 2008 - 6:30 p.m. more of the Bonding funds into local banks. Kathy said she has been talking with Alderman Kevin Meade and had suggested putting some of the Bonding funds into smaller banks in Fulton County, such as St. David and Fairview. Alderman Kevin Meade said this is a good idea and they have discussed this. MOTION: by Aldermen Sarff/West, to accept the Treasurer' Report and refer to council. The motion carried by voice vote, and was unanimous. Budget Report. City Treasurer Kathy Luker commented that the Year-to-Date revenues are higher than Year-to-Date expenditures by $187,982.82 in the General Fund. The General Fund revenues are 68.3%, up 1.3% over the YTD average for 8 months of 67.0%. The General Fund expenditures are 63.5%, down 3.5% below the YTD average for 8 months of 67.0%. MOTION: by Aldermen West/Sarff, to approve the Budget report and refer to council. The motion carried by voice vote, and was unanimous. Annual Ladder Testing. Fire Chief Bonnie Cremer said they are required to annually have our ground and aerial ladders tested. American Test Center performs these ladder tests in January or February each year. The testing will cost $1,455, and this is $500 Aerial Apparatus and thirteen ground ladders at $35.00 each. And is a budget expense. MOTION by Aldermen West/Nidiffer, to approve the Annual Ladder Testing and refer to council. The motion carried by voice vote, and was unanimous. Greenwood Cemetery 3rd Payment for Fiscal Year 2007/2008 of $10,000. Page 2 of 13 CLERICAL COMMITTEE January 8, 2008 MOTION: by Aldermen Sarff/Nidiffer, to authorize payment number three to the Greenwood Cemetery for the fiscal year 2007-2008 of $10,000 with a total amount to be paid to Greenwood Cemetery for the fiscal year of $60,000. DISCUSSION: Alderman Schenck asked if we could sell the cemetery? Mayor Heinze said they are very difficult to sell. The motion carried by voice vote, and was unanimous. Chapman & Cutler Letter re~ardin~ Arbitrage Rebate Calculation. City Treasurer Kathy Luker mentioned that there is a 6-page engagement letter from Chapman & Cutler regarding calculating our Arbitrage Rebate for the year's 10/05-11/07 at an initial cost of $4,500 and subsequent years (2008, 2009, 2010) of $2,500.00. Any rebate monies are due 60 days past 5 years after the bond was established. That would be 10/20/2010. Therefore, if we accept this contract and follow it through its entirety, we will pay a total of $12,000 for this service. Either the City or Chapman and Cutler LLP can terminate the agreement at any time. MOTION: by Aldermen Sarff/West, to approve the agreement and refer to council. Discussion. Keith Plavec mentioned that they encourage you to make as much money, even if they do fine you, because they won't charge you as much in fines. City Attorney Chrissie Peterson said you won't get anything different or better than this, everyone uses this company. The motion carried by voice vote, and was unanimous. 15th Avenue Improvements and payment of retaina~e to R. A. Culinan. Page 3 of 13 MOTION: by Aldermen Sarff/West, to approve the retainage to R.A. Cullinan in the amount of $26,659.83 for 15th Avenue on Myrtle Street & Ash Street, and refer to council. DISCUSSION: Keith Plavec discussed that the 15th Avenue roadway improvement project was completed some time ago, but final paperwork had to be completed and approved by IDOT. This work and signoffs have been completed and the City is now authorized to pay the contractor R.A. Cullinan the retainage for the project in the amount of $26,659.83. The motion carried by voice vote, and was unanimous. Kilroy Lift Station Liquidated Damages and Final Completion. MOTION: by Aldermen Sarff/Nidiffer, to refer to council. DISCUSSION: Keith Plavec from Maurer-Stutz Inc. told the committee that the Kilroy Lift Station project has gone past the final completion date of July, 2007, and liquidated damages are now in effect. He said that this issue has been discussed in the past with the Council and wanted to provide an update. He said that the City has held a meeting with Leander Construction, the General Contractor, and discussed completing this project. Keith said that to date, the station is still experiencing some control problems. He reminded the committee that a subcontractor was retained by Leander Construction to complete the controls related items and has been an issue for some time. Keith said that the City has a meeting setup for next Monday with Leander to discuss finalizing the project. The motion carried by voice vote, and was unanimous. Kilroy Sewershed combined sewer televising/cleaning. MOTION: by Aldermen Sarff/West, refer to council. DISCUSSION: Keith Plavec discussed that Hoerr Construction is continuing to clean and televise combined sewer in the Kilroy Sewershed. He noted that Hoerr Construction is submitting their second invoice in the amount of $12,959.85. He said that the first invoice was for $8,445.21 and total work to date is $21,405.06 with an original contract price of $31,760.26. Keith noted that they are keeping a spreadsheet of the work that has been completed by Hoerr Construction and noted that several changes to the storm sewer map have been found. The motion carried by voice vote, and was unanimous. Page 4 of 13 CLERICAL COMMITTEE January 8, 2008 Canton WTP Clearwell Project: Keith handed out Invoice number 1 from Leander Construction. He noted that this item was not on the agenda and was for information only. He asked that the Council consider this request under the Mayor's Correspondence next week. The Finance Committee meeting adjourned at 7:25 p.m. Legal & Ordinance Alderman Craig West, Chairman Nothing listed on the agenda for action. Alderman West ask for the City Attorney to give a report from the City Day in Court. Chrissie Peterson said the city had received correspondence from the Attorney General's Office naming 5 allegations that were filed against the City. A letter was sent on December 7th and the tape of the meeting, the minutes and testimony. Have not heard from them since. Alderman Meade ask if the ash trays outside the building have been removed? City Attorney Chrissie Peterson said they have to be only 15 feet from the building and from any ventilation, and they have been removed. Alderman Berardi said we should consider an ordinance "allowing no smoking" on City property. Alderman West said will take a look at this and have on the agenda next Legal & Ordinance Committee meeting. The Finance Committee adjourned at 7:29 p.m. Community & Industrial Development Alderman David Nidiffer, Chairman Page 5 of 13 CLERICAL COMMITTEE January 8, 2008 Update SRPED from Mark Rothert, Economic Development Director. Following is the report that Mark Rothert gave. IH/Downtown Revitalization. JC Penney's will hold a real estate meeting on January 15th to discuss the termination of the Secondary Parking Agreement that they have with the City to release the lot so that the City can offer it for redevelopment. • DISCUSSION: Alderman Berardi stated that the City's lot at Locust and Main Street has a lot of significant value. And when the lot is sold the funds will not go into the General Fund of the City, but to be used by Economic Development for seed money. Also I want to see a "Welcome Center" built at that lot. • City Treasurer Kathy Luker said the Parking Lot is in the TIF District Account. • Alderman Schenck said we have to have a plan for what we want there, and we have to say, "this is what our vision is for this corner." Vandewalle & Associates, and Teska can go back and say they would like to see a general concept & architectural vision. • Alderman Meade said, we can say what the building looks like and where the dumpster will sit. • City Attorney Chrissie Peterson responded you can look at when you offer for sale of what the highest and best use of the property would be. • Mark Rothert asked if he should be in contact with Vandewalle & Associates about this? Alderman Meade answered, yes! You can mention it. Feasters - Demolition is tentatively scheduled for 1/17/08 at the site. • DISCUSSION: Mark said he had talked with Tom Herbst the owner of Feasters and he is interested in relocating. The question is where? Page 6 of 13 CLERICAL COMMITTEE January 8, 2008 • Alderman Sarff asked about the wall that will be remaining when the demolition takes place. And will that wall be able to stand as a retaining wall? • City Attorney Chrissie Peterson said that is the Odd Fellows Wall. • Keith Plavec from Maurer Stutz-Inc. said he would check on this and have an answer by next Tuesday's Council meeting. • Keith mentioned that Cafe Europe was sold to a company in Macomb. • Keith said that they may be doing the outsource work on Zoning for the City, and we need someone in the City when questions come up. • Alderman Nidiffer said for Keith to bring these questions and suggestions to the next meeting. Canton Main Street - Currently under exploration is the concept of building downtown buildings with a partnership between High School students, the City, organized labor, DCEO, the state's historic preservation agency, SRPED and Canton Main Street. It is a unique concept due to the need for "unfill" development and could serve as a model statewide for downtown redevelopment while serving educational purposes. IH Site -Brownfield Redevelopment Advisory Committee meeting to be held Thursday, January 10 to provide update of progress at the site. Discussion at the Council meeting on Tuesday will also go into the infrastructure needs to help development. Industrial Development Mark has a meeting set up with all of the business/land owners at the Industrial Park on Wednesday January 9th, to: • Inform them of the improvements we have previously discussed for the Industrial Park. • Let them know of opportunities for them if they wish to expand; and • Learn of any issues they may have concerning the Industrial Park. Page 7 of 13 CLERICAL COMMITTEE January 8, 2008 Comprehensive Planning Teska & Associates have submitted a review and recommendations to the City's Zoning Ordinance. Mark said this is also for consideration. Teska & Associates are wanting to do the following: ^ Update the Zoning Map. ^ Rezone properties in accordance with the adopted Future Land Use Plan. ^ Consider dividing the R-4 Zoning District into two separate zoning districts for multiple family dwellings of varying density. ^ Add planned unit development as a special use exception for the B-3 Zoning District for the Central Business District (CBD). ^ Update Chapter 20: Flood Hazard Areas to reflect best practices in storm water management. Other Suggestions The following suggestions are based more on general planning and zoning practice in Illinois rather than specific steps needed to update regulations based on the Comprehensive Plan. ^ Section 10-13-2 outlines general provisions of planned unit developments. ^ Section 10-4-2 outlines off-street parking requirements. ^ Section 10-14-3(N~ provides design detail for parking areas. ^ Section 10-15-24 outlines regulations for signs. ^ Section 10-17-1 defines the role and duties of the Zoning Administrator. ^ Section 10-17-6 outlines a Planning Commission with 15 members. Resolution Adopting the Comprehensive Plan. MOTION: by Aldermen Meade/Sarff, to send the resolution to the next council meeting. DISCUSSION: • Alderman Nidiffer said this plan is impressive. • Alderman West thought the pictures were very bleak. The motion carried by voice vote, and was unanimous. Page 8 of 13 CLERICAL COMMITTEE January 8, 2008 Infrastructure cost for IH Site. Keith Plavec of Maurer-Stutz Inc. gave the following information needed for "Big Racks" Development on the IH Site NE Corner estimated for site costs: ^ Water Service to NE Corner Development: o Estimated Construction Cost = $5,000 ^ Sewer Service to NE Corner Development: o Estimated Construction Cost = $5,000 ^ Sidewalk Removal & Replacement along Elm Street (south side) from 3rd Avenue to Railroad Tracks: o Estimated Construction Cost = $35,100 ^ Storm Water: o Option 1: Regional Storm Water Retention System ^ Estimated Construction Cost = $1,333,800 o Option 2: Storm Sewer Along Elm Street and 400 feet on 3rd Avenue to Serve North 14 Acres of Site: ^ Estimated Construction Cost = $195,000 Keith Plavec handed out a packet of information containing site costs, storm trap information and several drawings. Keith discussed that the sheet listing the site costs were in regards to the NE Corner development. Keith said that he only focused on water service, sewer service, sidewalk removal and replacement along Elm Street from 3rd Avenue to the railroad tracks and storm water retention. He commented that storm water retention is the larger cost and the one that needs the most attention and direction from the City. Keith explained that there are two options for storm water. The first is a regional storm water retention system that would be designed to bring a storm sewer down 3rd Avenue to collect storm water from the entire site and Page 9 of 13 CLERICAL COMMITTEE January 8, 2008 take it to a large detention basin before discharging to a storm sewer on Maple Street. He said that the detention basin could be located in the basements of buildings 100 and 101 and the StormTrap system could be used for this application. Keith said that the estimated construction cost for this option is $1,333,800. Keith said Option 2 only addressed immediate needs and would consist of constructing a storm sewer along Elm Street from 2nd Avenue to 3rd Avenue. He said that this storm sewer would be sized to transport the 7 acres that Kevin Williams is looking at and an additional 7 acres on the NW Corner of the property. He said that the estimated construction cost for this option is $195,000. Keith noted that with Option 2, the developers will be responsible for on-site detention and would simply discharge to the storm sewer on Elm Street. Keith was asked about a cost to Kevin Williams and he noted it could be $100,000. Alderman Berardi asked Keith if a lake or pond could be constructed and used on site for aesthetics and storm water retention. Keith said that he felt environmental conditions would not make a lake or pond feasible, but would check with other members of the IH design team. IH Site Redevelopment Advisory Committee and the Community & Industrial Development Committee to reconvene for a Joint meeting to be held January 10th, at 6:30 p.m. for the combined meeting. Alderman David Nidiffer mentioned that the Community & Industrial Development committee will not adjourn and instead will reconvene on Thursday January 10, 2007 at 6;30 p.m. at the Historic Depot, 50 North 4th Avenue, Canton, Illinois. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman Maurer-Stutz Inc. Planning & Zoning Agreement. Keith Plavec from Maurer-Stutz Inc. gave the following Proposal for Professional Services. ~ Maurer-Stutz Inc. is pleased to submit this proposal for performing Page 10 of 13 CLERICAL COMMITTEE January 8, 2008 Planning & Zoning services for the City of Canton, Illinois for the remainder of Fiscal Year 2008 (January 1, 2008 to Apri130, 2008). BASIC SERVICES Maurer-Stutz Inc. will provide the following Basic Services under the Contract: o Act as a liaison between property owners, contractors, developers and the City o Review building permit applications for conformance to the City Code. o Issue all zoning certificates and building permits. o Issue permits for temporary parking and use of trailers?? o Maintain permanent records/database of administration and enforcement and provide monthly updates to Public Works Department and County Assessor Office. o Coordinate with the Zoning Board of Appeals, Planning and Zoning Commission, Development Review Committee and City Clerk. o Attend Committee, Council, Zoning Board of Appeal, Planning and Zoning, and Development Review Committee Meetings as required or requested. o Conduct inspections of uses of land and structures in conjunction with Public Works Department and Building Inspector retained by the City. o Coordinate with Public Works Department, Code Enforcement Officer, Police Department, City Attorney and City Council, as necessary and applicable, for zoning complaints. o Compile and update City Ordinances pertaining to zoning and develop a system to enforce existing ordinances with the City Attorney. o Assist the City with upgrading their website to provide zoning information and related documents for downloading. o Update zoning map as necessary. o Attend regional zoning conferences/meetings. o Assist the City with Brownfield Site activities?? Page 11 of 13 CLERICAL COMMITTEE January 8, 2008 o Assist the City with Planning and Development of the two existing Tax Increment Finance (TIF) districts ?? o Assist the City with historic preservation activities ?? o Assist the City with the implementation of the new Comprehensive Plan ?? o Research aerial mapping and geographic information system (GIS) opportunities for the City ?? FEE: This proposal reflects a time and materials contract for items defined in the scope of Basic Services. Services for work ordered by the City under this contract will normally be involved monthly in accordance with Maurer-Stutz "Hourly Rate Schedule." A report summarizing the work billed for the previous invoicing period will be submitted with each invoice. A monthly fee for Planning and Zoning Services is estimated at $3,000. Final cumulative fee depends on the total amount of work requested, directed, and authorized by the City. • DISCUSSION: Keith discussed the proposal that he submitted for review. He commented that it is a draft and a working document to meet the City's needs. Keith went over some of the tasks and commented that the agreement is until April 30, 2008. He mentioned that he is estimating a monthly fee of $3,000 billed on a time and material basis. Keith said some of the immediate needs would be updating the City's website with zoning information. He noted that Marla Diden from his office completes a lot of this work that he then reviews to keep costs to a minimum, Keith commented that if Maurer-Stutz is retained by the City to complete this work, their company will refrain from completing subdivisions and site plans within the City. He said that the City is an important client to their company and does not want to create any conflicts with design and review of work. Page 12 of 13 CLERICAL COMMITTEE January 8, 2008 DISCUSSION: • Alderman Sarff said we should start budgeting for GIS. Phillips & Associates could be used for building inspections. • Alderman Sarff said he liked the aspects of short term contract. We have so many needs and there are so many facets to them. • Alderman Schneck suggested having a "quarterback" to be there when needed. • Alderman Berardi said it is something to consider having a "quarterback", and so did Alderman David Nidiffer, and Alderman Kevin Meade. MOTION: by Aldermen Meade/West, to send on to council. The motion carried by voice vote, and was unanimous. MOTION: by Aldermen Meade/West to go into executive session to discuss -Grievance, and Possible Litigation. Negotiations, Grievance & Personnel adjourned at 9:08 p.m. for the executive session. EXECUTIVE SESSION - NEGOTIATIONS, GRIEVANCE & PERSONNEL COMMITTEE TO DISCUSS - GRIEVANCE, AND POSSIBLE LITIGATION. The Clerical Committee meeting reconvened in open session at 9:47 p.m. and adjourned. Recording Secretary, Nancy Whites, City Clerk Page 13 of 13