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HomeMy WebLinkAbout11-12-08 Clerical Committee Meeting Minutes The Canton City Council Clerical Committee was held on November 12, 2008 in th Council Chambers at the Historic Depot, 50 North 4 Avenue, Canton, Illinois. Aldermen present – Eric Schenck, Joe Berardi, Larry Sarff, Craig West, David Nidiffer, Pamela Ihnes, Jason Strandberg, Sonya Lewis. Absent - Larry Sarff and Craig West. Those in attendance – Mayor Kevin R. Meade, City Clerk Nancy Whites, City Treasurer Julie Smick, City Attorney Chrissie Peterson, Police Chief W. Dan Taylor, Fire Chief Bonnie Cremer, Public Works Director Cliff O’Brien, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, Street Supt. George Spahn, and Video Services by Joe Ginger. In the audience – News Media of John Froehling Daily Ledger, WBYS Radio Randy Weaver, Attorney John McCarthy, SRPED Mark Rothert, Jodie Lewis candidate for City Treasurer, Jackie Caulkins from the Daily Ledger. FINANCE CHAIRMAN – ALDERMAN JASON STRANDBERG Bills. Alderman Nidiffer made the motion to send the bills to Council. Was duly seconded by Alderman Ihnes. Discussion. Alderman Berardi wanted to know who does building inspections for the city? Public Works Director Cliff O’Brien said that Keith Plavec, and Tony Fahrenbruch. Alderman Berardi asked if Tony has liability insurance? City Attorney Chrissie Peterson said we could draft independent contractor agreement. Alderman Berardi said, absolutely not! He needs to produce certificate of insurance as an independent contractor. City Attorney Chrissie Peterson said we could add this to the Mechanical agenda. The motion was by unanimous voice vote. Treasurer’s Report. Alderman Nidiffer made the motion to send the Treasurer’s Report to the Council meeting. Was duly seconded by Alderman Ihnes. Discussion. Alderman Berardi ask from City Treasurer Julie Smick for total expenditures for Vandewalle & Associates, Bell Boyd & Lloyd, EOI. And how are we going to pay the $800,000 next year? City Treasurer Julie Smick said this should be dealt with before too long. A certain amount should be retained when you generate funds, to pay back the general fund. The motion was by unanimous voice vote. Alderman Nidiffer made the motion refer to council. The motion was by unanimous voice vote. IMLRMA (Illinois Municipal League Risk Management Association) Insurance Payment. Alderman Strandberg received the information that the cost for the next year is st $453,045.00. 1. If paid by the 21 of this month will save $8,800.00 discount. 2. th December 12 of this year the full amount is due. 3. Or, we can have installment payments. City Treasurer Julie Smick said the funds set aside is $280,000.00. I have said you need three months set aside. You can pull from the Reserve Fund, which has $1.6 million. Alderman Schenck said the prudent question, is it in the Budget? Put on council agenda for next week. Alderman Nidiffer made the motion staff come back with recommendations, and refer to council. Was duly seconded by Alderman Ihnes. The motion was by unanimous voice vote. The Finance Committee adjourned at 8:14 p.m. LEGAL & ORDINANCE CHAIRMAN – ALDERMAN DAVID NIDIFFER Discussion of Class B Liquor License – percentage of food sales and hours. City Attorney Chrissie Peterson mentioned that a Supper Club license has to sell 60% food and 40% alcohol. Peoria has 75% food and 25% alcohol. Should not be selling alcohol as long as a bar. Catering license might be the best fit for Kemper’s Catering. The state have acceptance to hotels selling liquor. Mayor Meade said there are limits on Class A Tavern license and package stores. We have the fewest categories in the different types of licenses. Alderman Nidiffer said to see what other communities are doing. Pursue with the information at next council meeting. The Legal & Ordinance Committee adjourned at 8:25 p.m. COMMUNITY & INDUSTRIAL DEVELOPMENT CHAIRMAN – ALDERMAN PAMELA IHNES. Update from SRPED Executive Director Mark Rothert. Mark mentioned that the State of Illinois Preservation Committee came to Canton to look at several of the downtown buildings for a possible CDAP grant. The business owners appreciated the visit. Attended Main Streetscape conference in Macomb today and will again tomorrow. Several weeks back attended the 336 Coalition committee, and there is a lot of support. Mark said he needed direction on creating a new TIF in the downtown. A new TIF district will be a tool for the City to use for any future development along IL Route 9 and N. Main Street. As development continues to be a key issue for the community, the City can use a TIF along North Main Street and West Locust as a development tool to make projects more financially feasible, thus providing a more inviting development environment. The forum held on October 22, 2009 was to discuss the creation of a new tax increment finance district in Canton. A next step that would be helpful to me as well as the consultants who made proposals is to determine if the city is still interested to pursue the creation of a new TIF district. The consultants are willing to teach me and someone else on staff about TIF districts and you would not have to farm it out. Alderman Schenck said we had talked about outsourcing, the representative that attending the meeting. I don’t know where that is at right now. I like the Locust Street area and making two TIF’s. Not sold on residential TIF’s and we need to look at our Comprehensive Plan with any developer. Alderman Ihnes said the city could be in legal violation since former treasurer Kathy Luker left as we have not filed the Tax Increment. City Treasurer Julie Smick said she did not have a clue how to do the TIF report. Alderman Nidiffer the whole process best I’ve seen, there is a lot of information, and I applaud you for this. Alderman Nidiffer made the motion to have this on the agenda next week. Was duly seconded by Alderman Strandberg. The motion was by unanimous voice vote. Mark Rothert brought up that one piece of the downtown streetscape plan that th was not included was the Elm Street Corridor leading to the IH site and to 5 th Avenue Street corridor leading to the IH site and to 5 Avenue. In talking with Teska and Associates, Inc. about future planning opportunities in Canton, we discussed having the firm submit a proposal to provide design services for streetscape enhancements to the Elm Street Corridor. They again would work with the SRPED. City of Canton (City) and any designated steering committee to create a document that would be a guide for streetscape revitalization along this area. The Elm Street Corridor Enhancement Plan would be a continuation of the streetscape concepts expressed in the Downtown Streetscape Plan such that it functions and appears as a welcoming corridor into downtown from the east. As well, the Corridor should provide a unified connection between the Downtown and International Harvester Site. Funding for the Elm Street Corridor streetscape plan can be paid out of grant funds that the SRPED has for local assistance planning. The Teska and Associates, Inc. proposal is for $9,500.00. While grant funds secured by the SRPED will be used for any planning, City Council input and support is requested before moving forward. Alderman Strandberg made the motion to refer to council. Was duly seconded by Alderman Nidiffer. The motion was by unanimous voice vote. Ledger Website advertising. Jackie Caulkins from the Daily Ledger mentioned that the next scheduled change will take place on November 25, 2008. This is a move to enhance the site by making it less busy and easier to read. The change will also help make the edition show up higher on the major search engines such as Yahoo & Google. This redesign will not have as many ads per page. The ads will be more prominent and should be noticed even more. This move is also an attempt to get all of the GateHouse Media, online editions across the country on the same format. This change is what has brought us here. We have asked all of our existing advertisers, which includes the City of Canton, where they would like to transition ads on the new design at least through the end of March 2009, when the existing contract is up. We would like also to discuss the renewal of the contract for 12 additional months but this does not have to be finalized until early to mid March of 2009. The City of Canton is one of the original advertisers and has had a presence since we started placing ads online. Presently you have what is called a splash page which the ad links to. You could change this and link directly to the City’s site if you choose. Also with the redesign you will get an internet yellow page featured listing that can be linked to your website. You also could list emails of any City Officials you choose. You also get a google map which shows the location of city offices. By placing your ad on the Ledgers online edition, because of the huge number of page views you will create traffic to the city’s website with a link. Mayor Meade mentioned the City now pays $105.00 each month for the website. The cost will go to $153.50. Alderman Berardi commented about the Partnerships website. The city pays ½ of the $900.00 for this site. I think we are duplicating our efforts here. Would like for Mark Rothert to give power point presentation of the Chamber’s site so we can see the unique characteristic. Alderman Schenck said to go for a broader way of advertising not just Daily Ledger, but comparison to Journal Star and comparison with Prairie State Outdoors websites. If going to advertise our community, we are to get the biggest bang for our buck if what we are trying to do. We need something with a hook to it. Alderman Schenck wants to invite the Partnership for outreach of looking at this to see how we advertise, and help us have good ideas of a package of things. Alderman Nidiffer made the motion to have this topic to be brought back to the next Community & Industrial Committee for December with more information. Was duly seconded by Alderman Strandberg. The motion was by unanimous voice vote. Development Agreement with White Oak Tap Inc. The Development Agreement is for 48 White Court and in the process of constructing on said real estate a new tavern. The real estate lies within the boundaries of the downtown Tax Increment Finance district of the City. The City shall commit the municipal funds necessary to perform its obligations under this Agreement and to construct any and all improvements it has agreed to make. These funds may be obtained by the issuance of municipal bonds or by other means; The City shall perform the following tasks: 1. Cause to be funded and performed, the repair and/or construction of sidewalks immediately adjacent to the project area along Pine Street and White Court; and 2.Cause to be funded and performed, the installation of at least one (1) street lamp, in like character to those that surround Jones Park. 3.The City acknowledges that the Developer now holds a Class A tavern liquor license issued by the City for the Developer’s current location. The City agrees that the Developer’s new tavern, which is adjacent to the Developer’s current location, will be covered by the same Class A tavern liquor license; and Representations and Warranties by the Developer. 1. The Developer has full authority to execute and perform this Agreement. 2.The Developer shall cause to be funded, developed and constructed a new tavern with a fair market value of Two Hundred Thousand Dollars($200,000.00) with an estimated assessed value of Sixty-Six Thousand Six Hundred Sixty-seven Dollars ($66,667.00); 3.The Developer shall ensure that the Property will be assessed for real estate taxes; 4.The Developer shall, subject to unavoidable delays including extreme weather, promptly commence and diligently pursue and complete the Project, including the Minimum Project Improvements, within twelve (12) months from the effective date of this Agreement; and 5.The Developer shall construct the Project, including the Minimum Project Improvements, in compliance with all codes and applicable rules and laws in force and effect within the City of Canton and State of Illinois. Documents to be Delivered by the Developer upon execution of this Agreement, the Developer shall deliver to the City each of the following: 1. A copy of the Developer’s Articles of Incorporation, the resolutions adopted by the Developer to the extent required by law, authorizing and approving the execution and performance of this Agreement, certified by an officer of the Developer. Alderman Berardi felt that since the city give incentives to Crawfords, White Oak Tap Inc. should have the same incentives. Attorney John McCarthy mentioned he wrote both contracts and they are very much identical. Alderman Schenck wants to follow the streetscape plan when building sidewalks. Mark Rothert said the crossing calls for a cave crossing and you have to have the money before you start construction. City Attorney Chrissie Peterson mentioned that the change of a more decorative sidewalk, I would find hard to believe the owner would object. Cliff O’Brien mentioned that the new lamps now around the square, we rent them at $19.00 a piece. If you bid this out will cost around $10,000 to $15,000 and better do within the next 30 days or sooner. Mayor Meade said this is not setting precedence as we don’t do this for everyone. Alderman Nidiffer made the motion to allow for bids to be advertised and refer to council. Was duly seconded by Alderman Strandberg. The motion was by unanimous voice vote. The Community & Industrial Development committee adjourned at 7:38 p.m. NEGOTIATIONS, GRIEVANCE & PERSONNEL – ALDERMAN LARRY SARFF Resolution – Proposed changes to Personnel Policy. Mayor Meade said to hold over to the December meeting. Alderman Nidiffer made the motion to refer the resolution for proposed changes to the Personnel Policy to the Negotiations, Grievance & Personnel Committee for the December meeting. Was duly seconded by Alderman Ihnes. The motion was by unanimous voice vote. Discussion – Finance/Budget Director. Mayor Meade presented the following description of the position. Under the general direction of the Mayor, aides in the preparation of the annual budget, budget administration; conducts research studies and evaluations; aides the Mayor in coordination and supervision of the city departments; performs related work as required. Duties of the Position *Assist in preparation of the annual budget, including revenue estimates, preparation of budget instructions, estimate forms and time schedules. *Supervises and participated in budget preparation and administration throughout the year. *Performs research, advises and assist departments in improving departmental operations and procedures, and the installation of new programs, systems, procedures and methods of operation; directs systems studies including plans for the development and implementation of new computer systems. *Analyzes department budget requests and forecasts including benefit/cost analysis; makes funding recommendations. *Assist the Mayor in the administration and coordination of the city departments. *Explains complex financial information and computer systems to others including City Council and department managers. *Reviews various source documents for budgetary impact, reviews Purchase Orders to determine budget compliance and impact. *Prepares and submits reporting forms required by Federal and State agencies. *Expected to temporarily perform duties outside of normal classifications in the event of a declared emergency. In the event that an employee is excused from work other than being sick, they will be required to report to work in a state of declared emergency. Experience Required to Perform Essential Functions. Bachelor’s Degree with major course work in accounting, public, or business administration or related field and five years professional experience in governmental budgeting, accounting or researching activities. Any equivalent combination of experience and training that provides the required knowledge, skill and abilities. Abilities Required to Perform Essential Job Functions. Abilities Ability to speak clearly so others can understand your, ability to identify and understand the speech of another person, ability to listen to and understand information and ideas presented through spoken words and sentences. Job Knowledge Thorough knowledge of the principles of public administration and municipal finance with emphasis on budgeting; ability to gather pertinent data and arrive at sound budget management conclusions; ability to interrelate, interpret explain and report on complex financial and administrative data; ability to plan, organize, direct and assign staff; ability to successfully interrelate with personnel of other departments to solve problems; ability to show initiative and develop an innovative solution to complex problems; ability to establish and maintain effective working relationships with employees, governmental officials, and the general public, good physical conditions. Language Skills and Interpersonal Communication Requires effective communication skills and the ability to provide assistance to customers (external and internal). Requires the ability to write and speak effectively with fellow employees, City Council, and the general public; read in English, apply common sense understanding to work process, procedures, programs and services; and to provide and follow verbal and written instructions. Requires the ability to work as a member of a team in order to accomplish tasks; the ability to establish and maintain effective working relationships with other employees and the general public. Work Environment Ninety percent of work if preformed in a normal inside office environment with appropriate heating and cooling and is not subject to significant occupational or environmental hazards other than those normally associated with general public contacts, dust or odors. Travel in all types of weather extremes to attend training and/or organizes meetings, conferences, and workshops; must be mobile and able to visit complainants and businesses within the metro area. Mayor Meade commented the Treasurer reconciles all bank accounts. Mayor Meade said he wants to be able to make this search as soon as possible. Looking for Public Administrative background. Alderman Berardi said to send on to the council meeting next week. Alderman Nidiffer said he had some concerns and wants to have come back in two weeks to digest the position. Mayor Meade said we can bring to the next council meeting, and you can always postpone it. Alderman Nidiffer made the motion to place on council agenda for discussion or action. Was duly seconded by Alderman Ihnes. The motion was by unanimous voice vote. Mayor Meade said there would be no need for the executive session. EXECUTIVE SESSION – NEGOTIATIONS, GRIEVANCE & PERSONNEL TO DISCUSS – PERSONNEL; PENDING LITIGATION; & FIRE NEGOTIATIONS. ADJOURN There being no further business to conduct the Clerical Committee meeting adjourned at 8:43 p.m. Recording Secretary, Nancy Whites, City Clerk