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Home My WebLink About10-28-08 Mechanical Committee Meeting Minutes The Canton City Council Mechnical Committee was held on October 28, 2008 in th Council Chambers at the Historic Depot, 50 North 4 Avenue, Canton, Illinois. Those in attendance – Aldermen Joe Berardi, Larry Sarff, Craig West, , Jason Strandberg, Sonya Lewis. Absent – Aldermen Eric Schenck, David Nidiffer, and Pamela Ihnes Others in attendance – Mayor Kevin R. Meade, City Clerk Nancy Whites, Deputy City Clerk Diana Tucker, City Treasurer Julie Smick, City Attorney Chrissie Peterson, Police Chief W. Dan Taylor, Acting Fire Chief Richard Grove for Fire Chief Bonnie Cremer, Public Works Director Cliff O’Brien, City Engineer Keith Plavec, Water Treatment Plant Supt. Greg Pollitt, Video Services by Joe Ginger. In the audience – News media of John Froehling from the Daily Ledger, Mark Bixler from WBYS Radio, Wendy Martin from The Democrat newspaper. In the audience – Brenda Rothert writer for Peoria Journal Star. Public Safety & Traffic Alderman Joe Berardi Police Report. Police Chief W. Dan Taylor commented about his report. The department will be starting its yearly compliance checks as the result of a $2,500.00 grant from the Illinois Liquor Control Commission. The Department will be conducting at least three compliance checks over the next year. Officer Freehill and K9 Halo conducted a track for the Farmington Police Department which resulted in the arrest of an intoxicated motorist who fled from a vehicle. The Department issued 24 citations for nuisance abatement. 19 of these nuisances were corrected. Fire Report. Assistant Chief Richard Grove mentioned he would answer any questions if council has any. 1 Hazardous Material Level A Suits. Alderman Berardi made the motion to replace two Level A Suits at $687.00 each, plus $50.00 shipping, for a total of $1,424.00, and refer to council. Was duly seconded by Alderman Lewis. The motion was by unanimous voice vote. rd Request for Stop Sign at 3 & Howard Street. Police Chief W. Dan Taylor said research was done to see if this intersection ever had a stop sign and could not find one at that location. Had two traffic accidents at that intersection and one just recently. Alderman Berardi made the motion to allow for an ordinance to be drafted for this intersection, and refer to council. Was duly seconded by Alderman West. The motion carried by voice vote, and was unanimous. Bids for one new or used mid size passenger car/ Bids for one new or used full size extended cap Pick Up Truck. Alderman Berardi made the motion to open the bids. Was duly seconded by Alderman Lewis. The motion was by unanimous voice vote. Davis Buick Pontiac GMC *1 used full size extended cab pick up 2006 GM Sierra $18,000.00 *1 used mid size car 2005 Malibu Sedan $13,500, less trade $2,500, for a total $11,000 Art Hossler Auto Plaza of Canton *New 2008 ½ ton 2-wheel drive Silverado for $22,295.00 *New Chevy Impala 2008 at $18,595.00 with trade-in 1999 Ford Taurus for $2,000 with total at $16,595.00 Alderman Berardi said he does not want a 2 wheel drive vehicle. Alderman West made the motion the bids be referred to staff and then report to council. Was duly seconded by Alderman Lewis. The motion was by unanimous voice vote. The Public Safety & Traffic Committee adjourned at 7:02 p.m. 2 Streets & Garbage Alderman Craig West Re-zoning certain property on 825 Grant Place (Plat). Attorney John McCarthy representing E & M Real Estate stated that lot 5 in Carl Subdivision is located at 825 Grant Place. The owner is E&M Real Estate Holdings and their requesting approval of the Plant of G & M Subdivision. Which is actually the re-subdivision of lot 5 in Carl Subdivision and they want to divide in 2 lots, and being lot 1 & 2. Alderman West made the motion to send the Plat to council. Was duly seconded by Alderman Lewis. The motion was by unanimous voice vote. Alderman Berardi said he wants to have Cliff O’Brien talk about the Leaf Program. Public Works Director Cliff O’Brien said starting on Monday November 3, 2008. If your garbage pick-up day is: Monday - November 3-7 Tuesday - November 10-14 Wednesday - November 17-21 Thursday - November 24-28 Friday - December 1-5 The Streets & Garbage Committee adjourned at 6:43p.m. Lake, Buildings & Grounds Alderman Sonya Lewis Lake/Marinich Property. Alderman Schenck had given in the packets a report. It is as follows. The Marinich farm on the north end of Canton Lake was offered at public auction th this week but did not sell. The Riley property (east of 11 Avenue) is being offered at public auction on November 10. Both of these properties pose access concerns/opportunities for city property at Canton Lake. 3 The Marinich Farm - This property includes a 26’ wide strip of land extending to Canton Lake. Owners of this strip of land would have legal access to the lake and perhaps be exempt from lake rules imposed on other users. Also, about 4-5 acres of cropland owned by the city is presently not accessible without crossing the Marinich property. City owned property on the north shore of Canton Lake could be subdivided and leased. This lakefront property is accessible via another strip of land owned by the city that extends to Lake Road. However, due to steep topography, providing access to individual lakeshore lots on city property would be very expensive. Recommendations: 1. City should negotiate purchase of 26’ wide strip extending from Canton Lake to Lake Road from Marinich family or future owners of this property. 2.City should negotiate purchase of additional strip of land running east and west at the south end of Marinich property to provide easier, and cheaper, physical access to city owned lakefront and cropland. 3.City should consider developing road and boat ramp to Canton Lake from Lake Road as a means to increase the value of both city owned lakefront leases and Marinich property. City Attorney Chrissie Peterson said, it appears all the bids were rejected at the auction, so we can pursue some of the recommendations that Alderman Schenck has given us and come up with some others. Alderman Strandberg ask for the city attorney to give update on that strip of land. City Attorney Chrissie Peterson said, it is that strip of land, but there is no reason to doubt the information attorney Toohill provided us. The fact is a 26’ foot strip was initially vacated, or left out of a deed, I don’t know! We’re not able to reconstruct how it happened. Before you can address this particular problem, we have to get a handle on what property we own at the lake. It’s difficult to address this sort of piece meal and attorney Toohil had indicated that there is another parcel not far from this, that has the exact same situation that has occurred. So, before we can discuss our legal options for acquiring these properties, if it cannot be something negotiated at arm length, we need to know how much property we may have and need to deal with if it’s more than 26 feet. If this particular family does not want to negotiate with the city on price, then the 4 city may be forced to use some of those legal means we have at our disposal to acquire property when it’s in the public interest. We need to not be selective. Alderman Berardi said to make an effort to pursue annexation of that property and any other ground next to it. City Attorney Chrissie Peterson said, do we need to say Imminent Domain? Yes, Alderman Berardi said! Chrissie Peterson stated the lake is not in the city’s corporate limits. Alderman Sarff asked City Attorney Chrissie Peterson what steps would you recommend that’s legal, to determine other properties similar to this? Chrissie Peterson answered, sort of, Keith Plavec has been working on some ideas of what’s out there. I can get the plat, the pin numbers and land records. And then I can figure it out. But it would take 2 months and nothing else would be done. It’s a time consuming process to figure out all the property the city owns. We are going to try to negotiate with this family (Marinich) and before we proceed with imminent domain. We can’t just take a one 26’ foot strip for the argument as for the protection of the whole water supply. You’re going to have to approach anybody else who has gotten it to, and it would be the exact argument. Alderman Sarff asked Keith Plavec if someone on his staff could take that project and at what cost? Keith said we would be finding a cheaper method, which was Charles McCarthy. But there company is no longer in existence. Charles was approached and I asked him, what if I just hired you, I don’t care about your insurance, I just want to get out and investigate this at all the areas, and he was not interested at all. I have talked with Jim Elson and we are trying to proceed the cheapest way, and getting something done that we can rely on. We do have people on staff that can do it. I talked with Mr. McCarthy, I said, what do you think?! He answered, a couple of months and have fun! Jim Elson has said, there are 6 plats there. Chuck McCarthy says there is only one. I showed him, Bob Anderson’s files that I had found a map, which is a sketched outline. It show’s in the 70’s this outline. And in the 70’s the city felt they owned all the property around the lake. I can work up a consensus of cost, but I think you’re not going to like it. I’m trying to find alternative method that is cheaper to the city. The only other option is a Title Search. 5 City Attorney Chrissie Peterson mentioned, the property is going to take a lot of research. But, according to the Marinich, that is not the case. There is a strip there. Alderman Sarff suggested doing just that, and advertise and receive proposals. Alderman Berardi made the motion to have Maurer Stutz Inc. to receive quotes. Was duly seconded by Alderman West. Discussion. City Attorney Chrissie Peterson mentioned that once we have a better idea of what the city owns, I can come back with better suggestions, and with concrete advice on how to move forward. The motion was by unanimous voice vote. The Lake, Buildings & Grounds Committee adjourned at 7:15 p.m. Public Works, Water & Sewer Alderman Eric Schenck AMEREN CIPS Agreement/Radical Collector Well-Banner Dike Road. Alderman Berardi made the motion to sign a system Extension Guarantee Agreement for $21,779.00 and refer to council. Was duly seconded by Alderman Lewis. Discussion. Keith Plavec of Maurer Stutz inc. said this is a three year agreement and is Bonding dollars. The motion was by unanimous voice vote. Leander Construction for Payment #2 for the Secondary Clarifier of #1, for $5,628.15 for the Wastewater Treatment Plant. Alderman Berardi made the motion to refer to council. Was duly seconded by Alderman Lewis. Discussion. Keith Plavec mentioned this is Bonding dollars. The motion was by unanimous voice vote. Leander Construction for Payment #9 for Water Treatment Plant Finished Water Storage for $308,885.40. Alderman Lewis made the motion refer to council. Was duly seconded by Alderman Berardi. Discussion. Keith Plavec mentioned this is Bonding dollars. The motion was by unanimous voice vote. Reynolds, Inc. for Payment #4 Raw Water Transmission Main for $845,201.86. 6 Alderman Lewis made the motion, refer to council. Was duly seconded by Alderman Berardi. Keith Plavec mentioned the ending date is the end of this year, and are Bonding dollars. The motion was by unanimous voice vote. Leander Construction Change Order WTP for the Finished Water Storage Facility (Clearwell). Keith Plavec mentioned that this is a change order, and not a change order. There was some bad soil. The company is requesting some time extension from November 10 to November 20, 2008. They have worked hard through this project to get it done. The Clearwell will be done on time but something else has to be done first. Alderman West made the motion refer to council. Was duly seconded by Alderman Berardi. The motion was by unanimous voice vote. Bids – City Treasurer Julie Smick for purchasing of CD’s. Alderman West made the motion to authorize the bids to be open. Was duly seconded by Alderman Berardi. The motion was by unanimous voice vote. City Treasurer Julie Smick opened the bids and they are as follows: Bank of Farmington CD amount $1,000,000 $1,042,047.18 Dollar Yield at maturity based on 4.14 APR 4.120 APY CEFCU CD amount $250,000 $ 8,375.93 Dollar Yield at maturity based on 3.30 APR 3.50 APY $500,000 $ 16,751.86 Dollar Yield at maturity based on 3.30 APR 3.50 APY $750,000 $ 25,127.80 Dollar Yield at maturity based on 3.30 APR 3.50 APY $1,000,000 $ 33,503.73 Dollar Yield at maturity based on 3.30 APR 3.50 APY Ipava State Bank CD amount $250,000 $ 258,826.56 Dollar Yield at maturity based on 3.50 APR 3.531 APY $500,00 $ 517,653.13 Dollar Yield at maturity based on 3.50 APR 3.531 APY $750.00 $ 776,479.69 Dollar Yield at maturity based on 3.50 APR 3.531 APY $1,000,000 $1,035,306.25 Dollar Yield at maturity based on 3.50 APR 3.531 APY MidAmerica National Bank CD amount $250,000 $ 256,300.00 Dollar Yield at maturity based on 2.50 APR 2.52 APY $500,00 $ 512,600.00 Dollar Yield at maturity based on 2.50 APR 2.52 APY 7 $750,000 $ 768,900.00 Dollar Yield at maturity based on 2.50 APR 2.52 APY $1,000,000 $1,025,200.00 Dollar Yield at maturity based on 2.50 APR 2.52 APY The National Bank CD amount $1,000,000 $ 35,306.24 Dollar Yield at maturity based on 3.50 APR 3.531 APY Wells Fargo CD amount $250,000 $ 6,871.65 Dollar Yield at maturity based on 2.71 APR 2.75 APY $500,000 $ 13,743.30 Dollar Yield at maturity based on 2.71 APR 2.75 APY $750,000 $ 20,614.96 Dollar Yield at maturity based on 2.71 APR 2.75 APY $1,000.000 $ 27,486.61 Dollar Yield at maturity based on 2.71 APR 2.75 APY City Treasure Julie Smick commented that will need 7 million that we have in money markets. We are well off investing the 6 million and she read Keith Plavec progress report for using the Bonding funds for the water project. She said she will be meeting with Alderman Strandberg on Thursday this week to review the bids. And on Friday this week she will call the institution, unless you have objections. Alderman Strandberg said he wanted input from the Aldermen. Alderman Berardi mentioned to ask each of them making the bid, if they would take more than one million. Mayor Meade said there are two decisions here, 1. Upper limits and, 2. Who has the highest rate. Alderman Berardi suggested $2 million at the banking institution you choose. Alderman Berardi made the motion to have City Treasurer Julie Smick to meet with Finance Chairman Alderman Strandberg, an select between the first 1, 2, 3 & 4 bids and offer them 2 million. Was duly seconded by Alderman West. Discussion. City Attorney Julie Smick said that when she invest, the names will not by on the documents. City Attorney Chrissie Peterson suggested using title’s instead of names. The motion was by unanimous voice vote. Ordinance – Elected Officials Salaries. Alderman Sarff asked what the percentage were given. Mayor Meade reported for mayor 2% a year increase, for clerk 6% the first year, 3% the next three years, and Aldermen would remind the same. Treasurer’s position would be reduced to part-time at a salary of $18,000. 8 Alderman Berardi thought the position of Treasurer should remind full-time, and Alderman Strandberg said he agreed. The position calls for competitive people. Were fortunate we had Kathy Luker and Julie Smick with their experience. Mayor Meade said the reason Julie Smick was hired before and we paid her $45,000 was the job was not being done in the first place. Your saying we should pay $50,000 to $60,000 regardless of who is elected. There is no step to take when elected. We can control an appointment. Alderman Berardi you can’t take $14,000 away from the position as you have no guarantee’s. We are doing hodgepodge decisions. Let’s keep the treasurer’s position as it is. Alderman Berardi made the motion the position of city treasurer be full-time and at the same salary as city clerk’s position, refer ordinance to council. Was duly seconded by Alderman Lewis. The motion was by unanimous voice vote. Ordinance – Establishing additional duties & compensation for Deputy Clerk. Alderman Sarff passed information on his company who belongs to a professional organization that due salary surveys. This is a form of duties at least of Human Resource and does not have position of deputy clerk. And there is nothing on municipality’s. Not a huge number reporting. Mainly industry types. Administrator, Benefits category the average for company with 101-500 and centrally located $35,462. Clerk, Personnel category the average company with 101-500 and centrally located $30,027. Administrator/Coordinator, Human Resources category, the average company with 101-500 and centrally located $41,427. Alderman Berardi said you are looking at a $8,000 raise. I have no problem with a increase as we are adding additional duties. There is no experience in what she is doing. Pick a different salary range. She has done a good job, an proving that I recommend $28,000 to $30,000, and the package is very attractive at that rate. Alderman Lewis said I appreciate Diana Tucker efforts, diligent. And setting personality’s aside I’m looking at $30,000.00. Deputy Clerk Diana Tucker spoke and commented that she felt a little insulted as she is coordinating the city library, greenwood cemetery, and all city employees. For five years I managed an insurance program before being employed by the 9 city. When we look at salaries, I’m working for the city employees, and including my duties as deputy clerk. I totally coordinate the Wellness Program, which is a Human Resource position. Look at the survey and you can see they are paid over $45,000 a year. I ask you to send the ordinance to council at $34,000.00. Alderman Berardi commented, the job as deputy clerk, were thinking about two different things. Mayor Meade said one of the duties or title is Deputy Clerk/Treasurer on the books. We need a motion to change the salary to $32,000 same as treasurer and city clerk. Alderman Lewis said she was sorry Diana felt assaulted. Alderman Berardi made the motion to give a salary of $29,500.00. Motion dies for lack of second. Alderman Strandberg said are we assigning the duties and Diana says she will not be doing them. Mayor Meade said the ordinance states council can assign duties Alderman West made the motion to give the salary of $32,000. Motion dies for lack of second. Alderman Berardi made the motion the salary be $30,000. Was duly seconded by Alderman Lewis, an refer the ordinance to council. The motion was by unanimous voice vote. Citizens’s commentes re:water rate petitions. Citizens were not present to make comments. EXECUTIVE SESSION – TO DISCUSS PERSONNEL; AND, PENDING LITIGATION. Alderman West made the motion to go into executive session to discuss Pending Litigation and to discuss hiring of legal counsel. Was duly seconded by Alderman Berardi. The motion was by unanimous voice vote. 10 The regular scheduled Clerical Committee convened into executive session at 8:43 p.m. ADJOURN The executive session convened into open session at 9:08 p.m. There being no other business the Clerical Committee meeting adjourned at 9:08 p.m. (No motion nor second was made to adjourn the meeting.) Recording Secretary, Nancy Whites, City Clerk 11