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HomeMy WebLinkAbout08-12-08 Clerical Committee Meeting Minutes The Canton City Council Clerical Committee was held on August 12, 2008 in th Council Chambers at the Historic Depot, 50 North 4 Avenue, Canton, Illinois. Mayor Kevin R. Meade called the meeting to order at 6:30 p.m. Aldermen Present –Joe Berardi, Larry Sarff, David Nidiffer, Pam Ihnes, Jason Strandberg, Sonya Lewis. Absent – Aldermen Eric Schenck, Craig West. Mayor Kevin R. Meade, City Clerk Nancy Whites, Interim City Treasurer Julie Smick, City Attorney Chrissie Peterson, Police Chief W. D. Taylor, Acting Fire Chief Dan Oaks, Public Works Director Clif O’Brien, City Engineer/Zoning Officer Keith Plavec, Water Treatment Supt. Greg Pollitt, Video Services by Joe Ginger. In the audience – Executive Director SRPED, Mark Rothert, Rachel Rose, Dave & Jayne Cope, Robin Tonken, Jim Hartford, Fire fighter Scott Roos, News media of John Froehling from Daily Ledger, Mark Bixler from WBYS. FINANCE – ALDERMAN JASON STRANDBERG, CHAIRMAN BILLS. Alderman Berardi said he wanted an audit on the city’s credit cards. Alderman Sarff said you need to get quotes from a CPA. Julie said that the firm of Hocker & Fitzarrald, CPA’s are limited on what they can do. Having any issues, bottom line I audited the books some years ago and only found one issue of wrong use. That was taken care of and was not intent to steal. Alderman Sarff said most places provide transportation and don’t provide mileage. Alderman Sarff made the motion to go out for quotes. Was duly seconded by Alderman Nidiffer. The motion carried by voice vote, and was unanimous. Alderman Sarff made the motion to refer the bills to council for consideration. Was duly seconded by Alderman Ihnes. The motion carried by voice vote, and was unanimous. TREASURER’S REPORT. Interim City Treasurer Julie Smick said the job entails more than I can do. I bank the deposits and keep the books in order. Appreciate Nancy Whites doing things for me and also Carol Kohler. The spending of the department heads are running well. They are having a good job of keeping spending under control. I have given you the report from June and July. Alderman Sarff made the motion to refer to council. Was duly seconded by Alderman Nidiffer. The motion carried by voice vote, and was unanimous. FINANCIAL OFFICER. Mayor Meade said he had talked about advertising for the position. Kathy Luker did a lot more than being the treasurer and budget officer on the day to day needs. Looking at reducing the role to part-time position. Want to have a finance person handling health insurance and budgets. We need to go out and fill this position. Alderman Strandberg said Human Resource an financial officer is the same and could be hand to hand. Mayor Meade said he wants to make this permanent financial position full-time. Alderman Sarff said the mayor will propose a job description. We discussed about Kathy when she was in that position. Still maintain we don’t have that many people. The department heads are managers and so is this council. We need coordinator to carry out clerical policy’s we set. We’re talking about two separate jobs. Now changes completely. No time for human resource, as the day today questions are that of clerical function. Alderman Strandberg asked, what else are we doing here. When Kathy was the Budget Officer she made $25,000. I don’t want a $70,000 job here. Interim City Treasurer Julie Smick said the State Statute says the treasurer’s position, signs checks and makes report to the mayor. We need someone who has a pretty good background in finance. Need someone to fill out workman comp claims. Alderman Berardi said and we need professional people to do it. Need someone running the show when the mayor is not here. Person you appoint may not be here when your term is up, mayor. Need to coordinate. Alderman Strandberg stated, someone to run the show? Alderman Berardi, said yes! Alderman Strandberg said he does not want anyone to be a boss. Interim City Treasurer Julie Smick mentioned that the experience needed would be someone auditing municipal governments. You normally get administrators who don’t have the knowledge or desire. If you make the position of City Treasurer part-time you won’t get the job done. Mayor Kevin Meade said he would like to see drawing a draft of the job description, as there is nothing more important than our finances. The time is getting closer to working on budgets for next year. Would like to see this position, as Budget Director and free up Supt of Water Treatment Plant from the daily task at the Water Department downstairs of city hall. Would like to be able to look for someone now. We would have to give the full-time position a very generous severance package. Alderman Nidiffer said, could we ask to gather a job description and suggested salary range beginning next Tuesdays Council meeting, and then send to the following committee meeting. My concern is needing a financial person. Mayor Meade said were looking for someone for a brief time too, for a stop gap. Alderman Strandberg said, I’m all for it, fill the need. Mayor Meade said would be part-time position. We have a vacant Budget Director. Interim City Treasurer Julie Smick said she wants the council to find someone to take this job, I’m willing to step down. STATE BID FOR 2 NEW GARBAGE TRUCKS. Public Works Director Clif O’Brien said he would ask for the bids and review them, take them to the city attorney for her review, and would bring them to the next Finance Committee to have the bids opened then. REQUEST FOR TWO FIRE TRUCKS. Was not needed to be on the agenda. ARSON INVESTIGATOR TRAINING. Fire Chief Bonnie Cremer remarked that Fire Investigator Mark Hanlin is scheduled to attend the Police Training Institute Investigation class at Kankakee. This five week training is an intensive class involving the different disciplines of the fire investigation. Investigator Hanlin has completed the prerequisites of Fire/Arson Modules 1 and 2. Cost breakdown for this 200 hour class: Tuition $1,940 Estimated Housing Cost $2,500 Estimated Meal Expense $1,000 Estimated Total $5,440 Alderman Sarff made the motion to refer to council. Was duly seconded by Alderman Nidiffer. The motion carried by voice vote, and was unanimous. STARK EXCAVATING PAYMENT. Mayor Kevin Meade said this was approved under his communication last week, but was not on the agenda for approval. This will make it official. Alderman Nidiffer made the motion to pay Stark Excavation for the East Ash Street sidewalk, curb work in the amount of $67,456.49, and refer to council. Was duly seconded by Alderman Sarff. The motion carried by voice vote, and was unanimous. GREENWOOD CEMETERY PAYMENT. Alderman Sarff made the motion to make the annual payment of $40,000 to the Greenwood Cemetery Board of Directors. Was duly seconded by Alderman Nidiffer. Discussion. Mayor Meade said this is above and beyond the taxes the cemetery receives. The motion carried by voice vote, and was unanimous. PLANNING & ZONING REQUEST FOR FUNDS TO PURCHASE EDUCATIONAL MATERIAL. Jim Hartford, chairman of the Planning & Zoning Commission is requesting with the addition of new commission members, and existing members needing a refresher of their roles and responsibilities, the Planning & Zoning Commission is requesting that the goal to become effective commissioners and decision makers when deliberating on the planning and zoning needs of our community. The total cost is $1,272.65, and using APA member discount. Introduction to the Planning Commission $375.00 Planning Ethics for Planning Commissioners $ 85.00 Dealing with an angry Public $ 85.00 Updating the Zoning Ordinance $ 85.00 rd Small Town Planning Handbook, 3 ed. $ 57.95 Job of the Planning Commissioner $ 31.95 Planning Commissioners Guide for Reasoning $ 26.95 Smart Growth Codes $105.00 Chairman of Planning & Zoning Commission Jim Hartford mentioned that on the Monday nights when a meeting is being held they will have the class to review the tapes. Alderman Strandberg mentioned that he sits on the committee and it is hard to grasp the information and getting a hold of things. Have had a hard time getting a quorum. Alderman Nidiffer mentioned that this is a great idea. Alderman Sarff ask Jim Hartford if he had talked with other entities who have used this information? Jim answered he had not! Alderman Sarff made the motion to refer to council for consideration. Was duly seconded by Alderman Nidiffer. Discussion. Alderman Nidiffer ask if funding would come from the General Fund? Interim City Treasurer Julie Smick said you’re not paying the full salary budgeted for Zoning Officer, so you could use those funds. The motion carried by voice vote, and was unanimous. RD MSI ENGINEERING AGREEMENT FOR 3 AVENUE DESIGN. Keith Plavec mentioned this is the design project. If we do this much on the project for third avenue, and our showing that work will be done, we could get rd our extension deadline by the IEPA. The city-borne costs as of today – 3 Avenue rd from Elm Street to 400feet south: total $275,200.00. Other option – 3 Avenue extension from Elm Street 400 feet, south to 575 feet south: total $3,100.00. Using grant funding from USEPA. Timetable Keith Plavec has for the project to get started – Finance Committee – Present MSI Engineering Contract - 8/12/08 Council meeting – Approval of MSI Engineering Contract – 8/19/08 Engineer Design – Start 8/20/08 Finish 9/05/08 Advertise for bids – Start 9/08/08 Finish 9/08/08 Bids due – 9/19/08 Public Works Co meeting – bid results 9/23/08 Council meeting approval of bids – 10/07/08 Notice of Award – 10/08/08 Notice to proceed – 10/14/08 Construction – 159 days start 10/14/08 - Finish 5/22/08 Removal of existing concrete & crush for reuse on site - 9 days – Start 10/14/08 - Finish 10/24/08 Aggregate Base Coarse Placement - 15 days – Start 10-27-08 - Finish 11/14/08 Combination Concrete Curb & Gutter – 7 days - Start 10/30/08 – Finish 11/7/08 Concrete Sidewalk – 15 days – 11/10/08 – Finish 11/28/08 Paving – 5 days – Start 5/18/09 – Finish 5/22/09 Keith Plavec remarked with Maurer Stutz Inc. doing engineering $25,000 for time and material, roadway design, assist in bids, and construction as well. Alderman Strandberg asked what could be done quickly? Keith answered, to remove the existing concrete. Alderman Sarff mentioned that from now to May cost $58,000. Committed to $300,000.00, and getting to use $220,000 grant funds that are due in March 09 to use or lose them. In my opinion were spending up front $58,000 to get $200,000 grant funds and have committed ourselves to almost $400,000.00. City Attorney Chrissie Peterson said, in the eyes of EPA the engineering barrier is big. Alderman Sarff made the motion to refer proposal to council for consideration. Was duly seconded by Alderman Nidiffer. Discussion. Mayor Meade ask if this would be in the area of parcel one? Keith answered, would be in parcel one and two of the IH site. The motion carried by voice vote, and was unanimous. APPROVAL OF SAMPLING BY PDC FOR WORK AT IH SITE. Keith Plavec said he needs approval to be obtained for sampling work at IH Site and send those samples to go to PDC Laboratories to be analyze. This is on Maple rd Street and 3 Avenue. Also will be the use of USEPA grant dollars. Alderman Berardi asked, why is IH not paying for this work? Keith Plavec answered, I no they have in the past. We are taking these samples of discharge into our sanitary sewer, to convey the material to prove it is there problem. The cost from PDC Laboratories of Peoria for the analysis in the amount of $3,133.00. Alderman Nidiffer made the motion to refer to council for their consideration. The motion carried by voice vote, and was unanimous. APPROVAL OF CONTRACT WITH HOERR CONSTRUCTION FOR TELEVISING & CLEANING AT IH SITE. Keith Plavec said Hoerr Construction can justify material off the site of USEPA grant funds for parcel 2 and parcel 3 at the IH site. Alderman Sarff made the motion to refer to council for consideration. Was duly seconded by Alderman Ihnes. The motion carried by voice vote, and was unanimous. JOINT FUNDING AGREEMENT PAYMENT OF $15,500. th Keith Plavec said this is for 11 Avenue and E. Myrtle Street of US Geological shared the cost of monitoring all that site. Keith recommended continuing to do this for our long term control plan. Alderman Sarff made the motion to refer council for consideration. Was duly seconded by Alderman Nidiffer. The motion carried by voice vote, and was unanimous. The Finance Committee adjourned at 9:25 p.m. LEGAL & ORDINANCE – ALDERMAN DAVID NIDIFFER, CHAIRMAN Alderman Nidiffer mentioned that the City’s ordinances are on line. Thanked Carol Kohler, Nancy Whites, Chrissie Peterson for working to make this happen. The internet access is www.cantonillinois.org. The City Attorney is working with the water department to collect outstanding delinquent water bills. This is being done at small claims court. The former Drow Hardware Building, the owner Rick Lillie, his payment of $10,000 was received on time. RACHEL ROSE ASSISTANTSHIP OF MASTER PLAN AT LAKE CANTON. Rachel gave a recap when she was here two weeks ago. She was given the last Master Plan that was done in 1997. Items are missing, pages are photocopies, some are blurring and you can’t read them, no outline. I focused on the ground, and did a survey of the sedimentation. My plan is recreation and what affects to the lake. Many areas of that lake area have never been presented to be used before. Rachel said she feels ownership and initially wants council to adopt a plan. Your chosen options are ATV track, and the boat dock. The money that can be generated from these and how it fits in the main mission, should be considered. Alderman Nidiffer thanked Rachel for all her work she has done and her tenacity. And now she has put it back on us. Alderman Strandberg said he wants to keep her working on these issues and wants to start on the Boat Dock area. Alderman Sarff ask about the cost for Rachel. Alderman Lewis said for the semester $3,500 at 20 hours a week. Grant funding is available. Alderman Strandberg made the motion to allow Rachel Rose to continue working on the master plan for Lake Canton. Was duly seconded by Alderman Nidiffer. Discussion. Mark Rothert said there are some grant funds that would be from the Department of Commerce & Opportunity to help the master plan. The motion carried by voice vote, and was unanimous. SPECIAL USE PERMIT OF R-2 ZONING OF WILLIAM WHITEMAN ON EAST LINN STREET. Alderman Nidiffer said he has talked with Mr. Whiteman and trying to find a compromise of the possibility of keeping in existence the zoning of R-2. With a Special Use Permit they cannot keep the U-Haul business at that site. Keeping with that theme talked to some of the Aldermen and would council consider to allow U-Haul business and amend the zoning ordinances? Alderman Sarff said already expressed my feeling at the council meeting. Alderman Nidffer then asked each committee member their feelings on the issue. Alderman Pam Ihnes said she was not involved as her husband was the attorney for the opposing side. Alderman Jason Strandberg – yes. Alderman Larry Sarff – not. Alderman Nidiffer made the motion to send to council for discussion. Was duly seconded by Alderman Strandberg. Motion and second withdrawn. Alderman Nidiffer ask the city attorney what would make this move along? Alderman Berardi said let them make the proposal. Alderman Nidiffer said we are amending the ordinances. City Attorney Chrissie Peterson said you have 4 types of zoning you are referring to. Alderman Sarff wanted to know where the impact would be? City Attorney Chrissie Peterson said she could make it very specific in R-2 zoning. EXECUTIVE SESSION MINUTES. Alderman Nidiffer mentioned that the City Attorney Chrissie Peterson, City Clerk Nancy Whites, and myself have started the process of reviewing those minutes. Will give a week’s notice when those minutes are available for the Aldermen to review if they so choose. This is a slow process. RESOLUTION FOR WATER BY PRE-ANNEXATION AGREEMENT BETWEEN THE CITY OF CANTON AND MATT/SHERRI RADER. City Attorney Chrissie Peterson mentioned this property is also in Westgate Subdivision. Alderman Strandberg made the motion to refer the resolution to next council meeting for approval. Was duly seconded by Alderman Ihnes. The motion carried by voice vote, and was unanimous. REQUEST FOR CITY ATTORNEY COMMUNICATION. City Attorney Chrissie Peterson said this concerns having to provide email information, which refers from April until today from Vandewalle & Associates. The emails that are requested are those from prior mayor and now present mayor, prior Police Chief, myself, and Mark Rothert. I would have to stand at the copy machine for a week. Alderman Sarff said, are you the only one who can copy them? Chrissie Peterson said she can’t say which ones and no one has access to her emails but her. Alderman Sarff said how do you propose to answer the question? Chrissie Peterson said there are some from mayor and me I have to consider for disclosure. Require the patients of Alderman Berardi request for this information. Alderman Nidiffer said I don’t know how to provide her with this request. Alderman Berardi said he did, she does not have a choice. This is not the first time I have ask. I have a letter from the former mayor Heinze not to give me information from the city. The EPA says I have a right to have all the things I requested, and I want the information to help on the EPA, and what I have requested by FOIA. What I have asked for is simple information. What has Vandewalle & Associates done? I want to know what the former mayor said to them. The attorney general office agrees with me. You can’t deny me this. Mayor Kevin R. Meade said that Joy Stiglish from Vandewalle & Associates was here last week. And all aldermen had the opportunity to have a conversation. Mayor Meade ask Alderman Berardi, would you be available to give us all your emails you sent to the EPA? Alderman Sarff said we are the managing partners, how do we want to proceed? City Attorney Chrissie Peterson said she has priority on the case with city of Cuba, others will have to wait. Alderman Berardi said my neighborhood has had a number amount of CSO, and as the Public Works chairman I have a right to know under FOIA. As an alderman I should have the information. All I was asking for was to make a decision. I had to pay $20 to have a copy made for me of the types and video when I requested it from City Clerk Nancy Whites. City Attorney Chrissie Peterson said Mr. Joe Ginger is an independent contractor and he can charge you what he wants. Alderman Berardi said he offered how to get the report from Bell Boyd & Lloyd and you would not take me up on the offer. Mayor Kevin Meade said don’t disagree they owe us monthly reports and have to provide those reports so you would have more information. Alderman Sarff said don’t think we can offer having them come here every month. Alderman Nidiffer said to work with Alderman Berardi request, and indicate to us you won’t have those request we made ready for the agenda. Alderman Berardi said the former mayor changed the committee’s and I want copy of that letter. I ask the city attorney to write and ask for that letter. What I’m reading was that Rod Heinze wanted to construct committee to have control. Alderman Strandberg said I would do it myself to call. Alderman Berardi said he asked the city attorney to do that. City Attorney Chrissie Peterson said the bill was paid and don’t want to research back into the former mayor’s office. The city clerk might want to ask the judge for the letter. WESTGATE SUBDIVISION. City Attorney Chrissie Peterson said the area is just outside the city limits. The homeowners have city water and all residents are paying the in correct amounts of single water rates. She will send out public notice as of particular day to enter into pre-annexation agreements and pay the correct amount. Alderman Sarff suggested not having pre-annexation agreements as mentioned the city will pay 200%. Chrissie said the back end of their property borders airport property. Alderman Berardi said look at annexation of the properties. Chrissie Peterson said she would like to get the water rate issue handled first. Mayor Meade said the pre-annexation agreements enforces them to annex. This is more aggressive. Bring to next Legal & Ordinance Committee and have staff be available to answer questions. WHITE OAK EXPANSION USING TAX ABATEMENT. Alderman Berardi said that Randy Oaks has created jobs to qualify for the loan. I told him he should get same deal Dennis Crawford received from the City. Gets his sidewalk fix, as the city has set a presidence. Alderman Sarff said he needs to present a proposal from what he is requesting and same professional plan as presented by Dennis Crawford. Alderman Strandberg agreed. LEE PUELO – WALL ON SOUTH MAIN STREET USING TAX ABATEMENT. Alderman Berardi said the city paid for the wall to be painted on Locust and Main Street. Lee will be spending some $20,000 to $30,000. Would the city be willing to pay ½ of the cost? City Attorney Chrissie Peterson said the property abatement is not offered in a TIF district. Not logical option for TIF. Enterprise Zone, yes! The Legal & Ordinance Committee adjourned at 9:26 p.m. COMMUNITY & INDUSTRIAL DEVELOPMENT – ALDERMAN PAM IHNES, CHAIRMAN. LOT #13 FOR THE INDUSTRIAL PARK. City Attorney Chrissie Peterson said the mayor had a meeting with Tony today. Mayor Kevin R. Meade reported they discussed what is reasonable and will go on as planned with building a building. Can also look at abandoning Mercantile Court. Alderman Sarff made the motion to refer to council for a proposal to be drafted. Was duly seconded by Alderman Nidiffer. The motion carried by voice vote, and was unanimous. VANDEWALLE. Mayor Kevin R. Meade said he will make copies of their discussion and put in your mail boxes. Alderman Schenck had mentioned at last week’s meeting to have Vandewalle & Associates to have a more aggressive approach for selling of lots in the IH site, and have a proposal. Mayor Meade said this is to have a very aggressive redevelopment program. Alderman Berardi said one of the biggest was marketing that site. Like to see what they actually would do and what they have done. Do they receive funds for receiving grants? Interim City Treasurer Julie Smick said they are paid for the grants related on the site for services provided. Mayor Meade said let’s get the paper work and piggy back off of last week’s discussion. Alderman Sarff said along with that proposal want to see the original agreement. The Community & Industrial Committee adjourned at 8:11 p.m. MCDONALDS PARKING REQUEST. Economic Director of SRPED Mark Rothert spoke about the request. Dave Cope is planning to re-engineer and rearrange his parking lot at the Canton McDonalds by adding a second drive through. This move will help to relieve traffic congestion that builds up on Sycamore during peak business hours. With city ordinances requiring a certain number of parking spaces for commercial buildings, Mr. Cope is looking to enter into a long term lease, or other agreement, with the City for a nominal fee ($1.00) a year for his use of the City’s parking spaces that are located along the north side of Sycamore, just north of the McDonalds location. Mr. Cope would like to use the space primarily for McDonalds employees (to free up on-site parking space) as well as for overflow customer parking. Mr. Cope will agree to provide some maintenance of the parking spaces such as snow removal and any trash/debris cleanup. Traffic congestion on Sycamore during McDonald’s peak business at times interrups traffic flow and is a potential traffic safety issue for northbound vehicles on Main Street turning onto Sycamore. A re-engineered parking lot at McDonalds with a second drive through lane will allow for a quicker processing of customers and a reduction in “back ups” on Sycamore. Dave said he want’s to control cars on Sycamore. Alderman Sarff asked how will they come in? My concern is safety for Sycamore. Dave answered, same as now, but the lanes will split up higher into the parking lot. Have talked with Hy-Vee about using the parking lanes at the outside of their parking lot. Alderman Lewis said she appreciated doing something. Alderman Berardi mentioned about the lease, being such a long time. We, the City have to maintain those parking spaces by Hy-Vee with black-top. Dave said he does not see that as a real issue, we will work with the City Keith Plavec said the ordinance requires they have off-street parking. The Hy-Vee employees park there now. Alderman Sarff said he does see how long the proposal is for? Dave said he does not want to come back every year. City Attorney Chrissie Peterson will work on a lease agreement for Dave and the City. Alderman Sarff made the motion to refer to council to enter into lease agreement and work with city staff. Was duly seconded by Alderman Strandberg. The motion carried by voice vote, and was unanimous. FINAL REPORT OF STREETSCAPE PLAN. Executive Director, SRPED Mark Rothert said this work was funded in part by a planning grant from the Illinois Department of Commerce and Economic Development and completed by Teska and Associates as a supplement to the City’s comprehensive Plan. This is the Final Draft of the Streetscape Plan, and I am asking for Council’s approval to place on file. Mark said this is a good plan. If they get a grant the city only has to pay 20% Alderman Strandberg made the motion to refer to council for consideration. Was duly seconded by Alderman Nidiffer. The motion carried by voice vote, and was unanimous. GOVERNOR’S HOMETOWN AWARD PROCESS. Mark Rothert said he has heard Canton has won something in three of the seven th awards, just don’t know what and won’t know until October 20. CREATION OF A NEW TIF DISTRICT (ROTHERT/PROPOSALS BY AREA FIRMS.) Executive Director of SRPED Mark Rothert said the mayor and I have been exploring the option of creating a new TIF district which can have significant impact in effectively addressing issues. By establishing a new TIF the City can include some of the industrial park properties that have not been developed, therefore allowing a TIF development incentives to still be available for possible industrial development for the future. Retail Store A wants to relocate to an older (1970’s era) building on Main Street. The building requires extensive rehabilitation and in order for Store A to sufficiently rehabilitate the building to a suitable condition they need the assistance of tax increment financing from the City to help make their project work financially. The owners of the building currently want to sell the building and other properties they own to consolidate their operations to another unrelated location. The selling of this property on Main Street, to Store A will get this property back on the tax roles as the current building/property owner is a not-for profit organization. The new TIF district running along West Locust/IL Route 9 will run up Avenue F. to the property located at the northwest corner of Vine Street and Lakeland Park Drive. This area has been seen as a possible key location for residential homes because of its proximity to Lakeland Park and Westview Elementary School. A new TIF district that includes this area would help pay for infrastructure costs associated with the development making the project more financially feasible. As TIF districts adjoin or become adjacent with each other, they can transfer funds between them. This is especially critical because the IH TIF continues to accumulate debt from the City’s General Fund for expenditures made to consultants for the IH Site. With a connection of the two existing TIF’s by the creation of a third, the increment that will be generating over the years can be used across all three TIF districts to pay for costs associated with redevelopment. The time frame to create a new TIF if roughly 6 months due to the appropriate parcel research, public notification, public hearing, and approval processes involved with creating a TIF district. Proposals have been requested from three reputable firms in central Illinois that have experience in developing and administering TIF districts. Jack B. Teplitz and Associates Miller, Hall and Triggs The Economic Development Group These firms were asked to submit a proposal to create a new TIF district in Canton and administer the City’s two TIF districts and the third if it is created. These firms were asked about “administration” because that function had largely been done by Kathy Luker in her role as budget officer. Now that her position is vacant there still exists a need to fulfill all TIF related reporting. A way to pay for the creation of the new TIF district is to use the existing funds in the Industrial Park TIF. The City through its General Fund will have to ‘front” the funds to pay for the creation of the new TIF. Once it is in existence, funds from the Industrial Park TIF would be transferred to the new TIF and reimbursed back to the City’s General Fund. Mark recommended that the Community & Industrial Development Committee; 1. Approve the concept of creating a new TIF district and send to the City Council for a full vote: 2.Ask all City Council members to review submitted proposals in the week th preceding the August 19 City Council meeting; and th 3.Select a firm for the creation of a new TIF district at the August 19 City Council meeting. reported the City of Canton is looking to review proposals for the creation of a new TIF district in Canton that, among other things, would take advantage of upcoming opportunities (residential and retail), help eliminate blight, and connect our two existing TIF districts; and for, Administration of our two existing TIF districts as well as the newly created third one. Council will review proposals and presentations at the Clerical Committee th meeting August 12. Mark Rothert mentioned that TIF #1 ends in 2010. There is now in the TIF account $139,000. Alderman Sarff mentioned this has to be a blighted area, not just blighted property. Mark said if it is blighted property allowed in a TIF area. Mark Rothert mentioned that the former city treasurer Kathy Luker worked on this when she was the treasurer. We need someone to make sure receiving all funds from the county. Alderman Berardi said personally I could take this and throw it in the garbage can for using TIF funds to improve this area. We have not used the funds from other TIF’s and you want to create another TIF for one person. Nothing to be generated for rehabilitation. What does the other taxing district say about this? Mark Rothert said he talked to others in the TIF District but Spoon River College. Mayor Kevin R. Meade said we are talking about the concept. Does the council want to pursue another TIF? Alderman Nidiffer said this is a lot to discuss here. Alderman Berardi said it raises some good questions. Alderman Sarff made the motion to refer to council for consideration. Was duly seconded by Alderman Nidiffer. Discussion. Alderman Sarff said he has a lot of questions yet. Alderman Strandberg asked, what is there to consider? Alderman Sarff answered I don’t see a lay out. Mayor Kevin R. Meade said, if council approves the concept, the next step is to bring in the consultants and hear their opinions if you want to explore. Alderman Strandberg asked, is there any need to send to council? Alderman Sarff answered, council can look at it further, then it can go to committee. Would be advantageous going to council next week. The motion carried by voice vote, and was unanimous. INDUCEMENT RESOLUTION FOR NEW DEVELOPMENT. Hopewell Land and Development Corporation (“Developer”) of Lacon, Illinois is pursuing a project at 500 North main Street (FCRC Building) and wants to move ahead with its plans to purchase the building and develop a retail-oriented national chain business. The Developer plans to make extensive renovations to the aging property but needs City assistance through tax increment financing to complete the Project and make financially feasible. The property is not in a TIF district at present and the Developer has inquired to see if a TIF district can be created to include their proposed project area. The developer wants to keep the “ball rolling” on the project and not lose time in the process it takes to create a TIF district and has asked for an Inducement Resolution to be passed by the City Council. An Inducement Resolution is a technical move which would allow expenditures by the Developer on the project to be reimbursed with TIF funds after the district is created for TIF-qualified expenses. The City would agree to do so through a Council approved Redevelopment Agreement with the Developer. The inducement resolution is non-binding on all parties but gives and “expression of the sense of the City” to support a new TIF district and to create a redevelopment agreement that allows for reimbursable expenses that the Developer incurs prior to the creation of the TIF. Mark Rothert mentioned that TIF districts are designed to be a rebate program. Mayor Kevin R. Meade said this is non-binding as of when the past expenses will be eligible to be paid. Alderman Strandberg made the motion to send to Community & Industrial Development committee meeting in September. Was duly seconded by Alderman Sarff. Discussion. Mark Rothert wants this resolution and the creation of a TIF district to travel together. Voice vote, motion carried unanimously. ECONOMIC DEVELOPMENT UPDATE. Mark Rothert mentioned that Peaboby Mine is selling a lot their land. In September going to Chicago for a meeting with MSD. Alderman Sarff asked about the corner at Chestnut & Main, where are we at? Mark Rothert said he has not had contact with Mr. Hurst. Keith Plavec said the city put up the temporary fence as we could not get a response from the owner. The Maid-Rite project, where is it? Mark Rothert answered, right on schedule with financing and building plans. Keith Plavec said the plans are at a architect firm. NEGOTIATIONS, GRIEVANCE & PERSONNEL – ALDERMAN LARRY SARFF, CHAIRMAN. JOB OPENINGS FOR THREE IN SYSTEM MAINTENANCE DEPARTMENT. Public Works Director Clif O’Brien mentioned the City lost an employee last year and will need 2 employees for the jetter truck. Will not have three new guys tomorrow. Has to be posted on the union board 10 days at a time and for 30 days. Will establish a interview team, which will be myself, Bill Terry, Joe Carruthers or Greg Pollitt. Will be in touch with Alderman Sarff. Will give recommendation to mayor and if he likes my selection okay, or can throw them out all together. Alderman Strandberg made the motion for Clif O’Brien to begin the process. Was duly seconded by Alderman Nidiffer. The motion carried by voice vote, and was unanimous. The Negotiations, Grievance & Personnel committee adjourned at 10:12 p.m. The Clerical Committee had a five minute recess before going into executive session. Alderman Sarff made the motion to go into executive session. Was duly seconded by Alderman Strandberg. The motion carried by voice vote, and was unanimous. The Clerical Committee adjourned into executive session at 10:26 p.m. EXECUTIVE SESSION – PERSONNEL; PENDING, THREATENED, POTENTIAL LITIGATION; AND, POSSIBLE COURT ACTION; SELECTION OF LEGAL COUNSEL. The executive session for Clerical Committee adjourned in to open session at 10:57 p.m. No motion nor second was made to adjourn the meeting. Recording Secretary, Nancy Whites, City Clerk