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HomeMy WebLinkAbout03-24-09 Mechanical Committee Meeting MinutesThe City of Canton Mechanical Committee was held on March 24, 2009 in Council Chambers, at the Historic Depot, 50 North 4t" Avenue, Canton, Illinois. Mayor Kevin R. Meade called the meeting to order at 6:30 p.m. Aldermen in attendance -Eric Schenck, Joe Berardi, Craig West, Jerry Ellis, Pamela Ihnes. Absent -Aldermen Larry Sarff, Jason Strandberg, and Sonya Lewis. Others in attendance -Mayor Kevin R. Meade, City Clerk Nancy Whites, City Treasurer Aaron Anderson, City Attorney Chrissie Peterson, Police Chief Dan Taylor, Fire Chief Bonnie Cremer, Public Works Director Cliff O'Brien, City Engineer Keith Plavec from Maurer & Stutz, Inc., Wastewater Treatment Plant Supt. Joe Carruthers, 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, and Wendy Martin from The Democrat newspaper, Brad Smith and family, Billy Jump, Jeffrey Fritz, Police Officer Gerald Foreman, Lee Puelo came in at 7:05 p.m.. Public Safety & Traffic Alderman Joe Berardi, chairman Police Report. We're into the 6 weeks of the citizens Police Academy. I have applied for a vehicle grant through stimulus money. This is with the federal government and the city's share would be 25% for the vehicle. Also have applied for Illinois Department Transportation grant for the fiscal year 09/10. The grant is in the $20,000 range. The Detective Division did a good case investigation of stolen property which was over $3,400 in electronics from Wal Mart. Fire Report. Fire Chief Bonnie Cremer gave a highlight of her report as follows - 1 During the month of February, fire personnel responded to one structure fire. The fire, located at 636 North 6t" Avenue caused an estimated $21,000 in damage. Fire personnel found heavy smoke coming from the attic area of the structure. The fire was found to be caused by materials being placed too close to the chimney pipe. Fire alarms increased by 24.0% while EMS alarms decreased by 20.3% compared to our responses in February 2008. This resulted in an overall decrease of 13.3% for responses compared to last year. I attended a three hour Assistance to Fire Grant Workshop Program for 2009 in Pekin. The Workshop is designed to assist fire departments in the grant writing process and covered the three grants offered by FEMA. I attended the Mutual Aid Box Alarm System, MABAS, Annual Command Conference in Peoria, February 23, 24 & 25t". The conference always has excellent speakers and information about current events within the fire service and MABAS. I attended a workshop on radio narrow banding. This is a federally mandated, non funded change in radios. Everyone is required to switch to radios that are narrow banded. One of the big problems with the change is that several older radios are not able to make the change; therefore new radios would have to be purchased. The other problem will be coordinating the change to narrow banding area wide. On March 31 have a meeting with MABAS chief to work on getting coordinated which involves everyone. This will have to be coordinated throughout the city as well. The annual cross-training with Illinois Department of Corrections at Illinois River Correctional Center was completed February 13. This allows our personnel to be familiar with the layout of the facility, location of hydrants and security within the Center. Fire Chief Bonnie Cremer said they assisted the Havana Fire Department and when coming back to town they blew a tire on the fire truck. She would like to switch purchasing tires for the fire departments trucks for this fiscal year. Rental Housing Inspection Program. z City Attorney Chrissie Peterson commented that she has received ideas from other communities and the City of Canton may not need to inspect as much as they do. Could be a valuable public service to renters, and would like for the aldermen to send Chrissie e-mails of where the council wants to go on that. The Public Safety & Traffic Committee adjourned at 7:01 p.m. Streets & Garbage Alderman Craig West, chairman FY 10 Street Program of MFT and other Capital Projects. Keith Plavec the city's engineer stated this document is for consideration only and we have recommended which streets to consider for 2009 MFT. You will see an addition to this document from the previous in the form of an alley that was requested to be added for consideration by Alderman Ihnes. As updated the transportation items selected for the American Recovery and Reinvestment Act of 2009 (ARRA) have been submitted to IDOT for review. As discussed in the past, we would like to point out that with the improvement recommended for 2009 MFT and he ARRA projects, the City is still behind by approximately $555,000 to be caught up with where we should be with the transportation plan developed and implemented in 2005. This document has been referenced for five fiscal years and needs to be updated to reevaluate the condition of the City's roadways and create a new prioritization. Alderman Schenck made the motion to authorize Maurer Stutz Inc. to work with Public Works Director Cliff O'Brien to process updating a Capital Program to take us in to 2012. Was duly seconded by Alderman Berardi. The motion was by unanimous voice vote. Alderman Schenck made the motion to approve the 2009 Maintenance Program and take off the alley Alderman Ihnes recommended. This is not the best use of MFT Funds and we might be able to do that alley by other means. Was duly seconded by Alderman Berardi. Discussion. Alderman Ihnes mentioned that the alley is on Avenue D to the dead end of the street and was mistreated couple years ago. The motion was by unanimous voice vote. 3 Alderman Schenck said it would be helpful to have a Capital Budget for street improvements, alleys, sidewalks, cemetery road and new street that are not part of maintenance program. This may come up later for using general fund for Capital Program. Liquor License for Country Club. City Attorney Chrissie Peterson commented that the Country Club is not a private club classification. Reviewed other communities who came up with some language. Alderman Schenck made the motion to forward on to council by ordinance and having first reading. Was duly seconded by Alderman Berardi. The motion was by unanimous voice vote. Billy Jump asking for Taxi Parkin. Billy Jump said he wanted to make a taxi stand. Will employ 6 to 10 people that are reputable. Hope to be able to open in 10 days and the name of the cab company is Little Giant Taxi Service. Alderman Berardi suggested that Keith Plavec to do a drawing of the actual area. Alderman Berardi made the motion to have first reading of the ordinance designating a taxi stand at the April 8t" council meeting. Was duly seconded by Alderman Schenck. The motion was by unanimous voice vote. Transportation committee representative County Committee. Mayor Kevin R. Meade suggested the Aldermen give him names if anyone wants to be on this committee. The Streets & Garbage Committee adjourned at 7:20 p.m. Lake, Building & Grounds Alderman Sonya Lewis, chairman Alderman Berardi ask for Brad Smith to speak about his residence that he rents, and to speak about retaliation and be brief. Brad Smith commented that it's a fire hazard, violations were found. Alderman Berardi ask Mr. Smith what are you asking us to do? Brad Smith said take action that can be applicable to let landlords know you won't put up with this. 4 City Attorney Chrissie Peterson said she is waiting for council to tell her what they want to do, and Brad Smith is waiting for you to tell him. Alderman Berardi said Dustin Pollitt can go into their home an inspect the property and report back to City Council. Canton Lake Master Plan & Staff making su~~estions. Alderman Schenck made the following Options to Rachel Rose Canton Lake Master Plan. They are as follows - Campground Office: Recommendation - Option A (Modified). Instead of a building with full-time attendant, install aself-pay station for issuing daily camping permits and/or boat permits. System could be low tech (e.g. enveloped & secure drop box) or high tech (e.g.ATM-like) system. Information (maps, boating regulations, etc) would be at the station. Season long permits would still be available from City Building or campground host. Eventually, a "ranger station" could be developed at the beach area. This location could serve multiple purposes of issuing permits, renting boats, self service ice/bait/pop machines, first aid, etc). RV Campsites: Recommendation - Option A (Modified). Add 10-20 additional RV sites as part of multi-phase project to update the entire campground. Campground should offer different camping options: full service with sewer, water and 50 amp electricity; limited service with electricity and/or water, and primitive (tent or small trailer) with no service. Construct and updated shower house with additional outdoor toilets and water supplies to facilitate primitive sites. Use engineering firm with experience in recreational developments to design campground. Canton Beach - Recommendation-Option B (modified). Install boat dock for campground with slips for campers who wish to keep boats while camping. Use "hitching posts" and/or reservation/fee system for pontoon boats at the beach. Construct "ranger station" and public restroom/concession stand at beach. Expand parking for these facilities. Include boat rental and other services. 5 Kilroy Farm- Recommendation-Option C (Modified). Open up the Kilroy Farm to seasonal uses including mushroom hunting in spring, walking/biking in summer and bow hunting in fall. Administer bow hunting program by requiring permits for deer stands (similar to boat permits). Alderman Schenck made the motion to accept the modifications made to Rachel Rose Canton Lake Master Plan. Was duly seconded by Alderman Berardi. Discussion. Alderman Schenck said that Rachel Rose had asked everyone to make comments. The motion was by unanimous voice vote. Camping Fees for Nonresidents. Water Treatment Supt. Greg Pollitt commented that the fees at the present time are $8.00, $9.00, and $10.00. Alderman Schenck made the motion to increase the rates to $15.00, $17.00 and $20.00, and for the city attorney to draft the ordinance increasing those rates. Was duly seconded by Alderman West. Discussion. Alderman Berardi was concerned of what is anon-resident. The aldermen are to a-mail City Attorney Chrissie Peterson with their suggestions. The motion was by unanimous voice vote. Lake Improvements Old Boat Dock. Alderman Schenck stated we need closure on this issue. I have suggested to Keith Plavec that he develop a third option that takes the basics of his option 2 plan, reduces the boat ramp from a double to a single, includes a smaller version of the picnic pavilion and has a shoreline protection component (using existing concrete the extent possible as rip rap) with a shoreline path and 4:1 side slopes that can be mowed. Also in this option will be $3,500 for an interpretive sign with a map of the lake. I would like to see us consider budgeting lake funds for the parking, boat ramp and shoreline protection (basic FY 10 project) and seek additional grants/donations for the fishing deck, picnic pavilion, restrooms, and signage. Alderman Schenck made the motion to approve of Option 3 as a long term plan for total dollars of $104,268. Was duly seconded by Alderman West. Discussion. 6 Alderman Berardi said this Option 3 only allows parking of 5 cars, and this does not make any sense. Alderman Schenck said, you're not listening to my motion. We're just adopting the plan. Alderman Ihnes asked Alderman Berardi if there was any Options you like better! Alderman Berardi said he likes Option 1 and wants the chairman to make the Option choice. (This would be Alderman Sonya Lewis.) The motion was by voice vote and one nay was heard by Alderman Berardi. The Lake, Buildings & Grounds Committee adjourned at 8:01 p.m. Public Works, Water & Sewer Alderman Eric Schenck, chairman Radial Collector Well for Pay Application of No. 4. Alderman Schenck made the motion to forward to the council meeting the payment from Reynolds, Inc. for the Radial Collector Well for Pay Application of No. 4 in the amount of $121,770.00 and paid from the Bonding Account. Was duly seconded by Alderman West. The motion was by unanimous voice vote. WWTP Secondary Clarifier Application No. 6. Alderman Schenck made the motion to forward on to the council meeting WWTP Secondary Clarifier from Leander Construction Inc. in the amount of $12,870.00 and paid from the Bonding Account. Was duly seconded by Alderman West. The motion was by unanimous voice vote. IH Site Project with Iron Hustler Excavating Inc. with Invoice #5576 for $77,575.13. Alderman Schenck made the motion forward on to council of invoice #5576 for the IH Site Project with Iron Hustle Excavating Inc. Was duly seconded by Alderman West. The motion was by unanimous voice vote. (In the Public Works and Streets Reports for March 24, 2009 Keith Plavec gave the following information on the IH Site Project. It is as follows -this invoice is for removing concrete on the east side of the site. The amount for the concrete removal for this area is $59,166.35. The invoice is also for crushing approximately 3,347.05 tons of concrete to make CA-6 material at a cost of $5.50 per ton for a total cost of $18,408.78. The City will have paid $186,162.84 for concrete removal and $37,973.38 (6,904 tons) for crushing concrete. A total of $224,136.22. Contractor has crushed approximately 10,000 tons of concrete to date. Contractor is currently finishing up concrete removal along Maple Street and then will solely focus on crushing the concrete. IDOT has been contacted to take additional samples to verify material requirements.) Water & Sewer Bond Fund Project with Update & FY 10 Budget Overview. Keith Plavec from Maurer Stutz Inc. mentioned that the contractor has been removing the internal components of the clarifier and has found that the floor has been cracked and heaved. We are currently evaluating alternatives for fixing the floor and a change order will be presented to Council as soon as the solution has been determined. Mayor Kevin R. Meade mentioned that the bond counsel is very good about informing us. Alderman Berardi said we borrowed $36 million and put the charge on our water rates. Why are they not cheaper rates as we are using only $25 million? Mayor Kevin R. Meade said we are working with Bond Counsel to see if can be done. Keith Plavec said the City has projects that will take us to $26 % million. Water Treatment Plant FY 10 Budget Overview. Water Treatment Plant Supt. Greg Pollitt gave an overview of his budget. Greg said he believes the Depreciation Account should be called Capital Outlay. I will end the year in the black and plan to earmark some of this into the new fiscal year. I'm asking for an assistant. Alderman Berardi told Greg Politt that you are not going to carry over funds from last year's budget. Wastewater Treatment Plant FY 10 Budget Overview. Supt. Joe Carruthers said he has an increase in his total budget of 5.2% from last year. Also I'm asking for an assistant. TIF Refinancing Options & Recommendations. Alderman Schenck mentioned that he did some calculations of TIF refinancing options. A $2.5 million 15 year loan @ 6% interest would require an annual payment of $253,000. This is in the ballpark of what I would hope we could do s with a local bank and is well within our means based upon the projected TIF revenue. Obviously, if we stretch the terms out, reduce the interest rate, or have a final balloon payment we could push towards a $3 million loan amount. We should sit down with the local banks and look at real numbers so we can make a refinancing decision before the end of this fiscal year. This would resolve the issue of how we are going to pay back the $800,000 loan obligation that comes due in December. Also, once we know what TIF amount we have to work with, we can make budget decisions on how it will be used, paying back the General Fund, IH/redevelopment, Streetscape, or carrying over a balance for next fiscal year. Our most recent budget report shows that we have "borrowed" $563,000 from the General Fund for TIF expenses and Keith Plavec is estimating that we will need $313,000 next fiscal year for the IH site/Cook project. We also will need at least $25,000 to start on the White Court Streetscape/sidewalk. That means almost $1 million of the $2.5 million is probably already committed. Alderman Schenck made the motion to have the City Treasurer explore options of refinancing TIF with three local banks and bring a report to council meeting of April 8t". Was duly seconded by Alderman Berardi. Discussion. Alderman Schenck mentioned this is so we don't continue to borrow from the General Fund. Alderman Berardi wants to see Budget Director John Favorita involved as we can't keep piling on to the City Treasurer. Alderman Schenck said he agreed. The motion was by unanimous voice vote. White Court & Pine Streetscape Plan Update. Keith Plavec said this hand out of options and cost estimates are for you to look over and review. We have bid opening on this project scheduled for April 14tH Now is the time to think about the "bump outs." Alderman Schenck said he wants to keep moving on this and wants to select Option 5. Alderman Berardi mentioned of having a rough time on this street (Pine & White Court) where White Oaks is. He'd rather have an Option for the square. 9 Alderman IHnes said the grant is in the future for the square, and we have to approach this for sidewalks. We have to make a decision on sidewalks and what it will look like. Alderman Ellis made the motion to approve Option 5 and in agreement to sidewalks and no "bump outs." Was duly seconded by Alderman West. The motion was by unanimous voice vote. Former Feaster Site Update. City Attorney Chrissie Peterson said she, Keith Plavec and Alderman West met with Tom Herbst who owns the former Feaster site. We told him the city's patience is running thin on the appearance of the empty lot. He assured us he would keep up the appearance of the lot. We told him the city would be interested in purchasing the lot. The building has to be made structurally sound and paint the outside wall. We asked the Odd Fellows representative Ron Weber what they think the city's part would be legally and financially. The Public Works, Water & Sewer Committee adjourned at 9:42 p.m. EXECUTIVE SESSION - TO DISCUSS -PENDING LITIGATION; PERSONNEL; AND, FIRE NEGOTIATIONS. Mayor Kevin R. Meade said there would be no need for the executive session. The Mechanical Committee adjourned the meeting at 9:42 p.m. Recording Secretary, Nancy Whites, City Clerk Zo