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HomeMy WebLinkAbout04-14-09 Clerical Committee Meeting Minutes (2)The City of Canton Clerical Committee was held on April 14, 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, Larry Sarff, Jerry Ellis, Pamela Ihnes, Jason Strandberg. Absent -Alderman Sonya Lewis. Others in attendance -Mayor Kevin R. Meade, City Clerk Nancy Whites, City Treasurer Aaron Anderson, City Attorney Chrissie Peterson, City Engineer Keith Plavec from Maurer Stutz, Inc. ,Public Works Director Clif O'Brien, Police Chief Dan Taylor, Fire Chief Bonnie Cremer, Water Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, System Maintenance Supt. Bill Terry, Street Supt. George Spahn, and Video Services by Joe Ginger. In the audience -Chamber of Commerce members of Missy Towery the Director, Dana Smith the office manager, Dennis Crawford, Kevin Stephenson board members, and Mark Rothert Executive Director SRPED; Phil Fleming, Jim Hartford newly elected alderman for Ward one, Cliff Sagaser, and News Media of John Froheling from the Daily Ledger, Kevin Sampler from the Journal Star, and Mark Bixler from WBYS Radio. Legal & Ordinance. Council Action Ordinance - Amending Chaper 8 (Intoxicating Liquors) to create Golf Course License. Alderman Sarff asked City Attorney Chrissie Peterson to go over the reason why the ordinance is on the agenda. Chrissie Peterson mentioned that this is not a profit for them to have a Class B liquor license. Since the ownership is imminent, and the category did not fit the Class B license. If clarified, this would limit 9 hole golf course. I have looked at other communities. Alderman Sarff made the motion to refer the ordinance to the council meeting of April 21, 2009. Was duly seconded by Alderman Strandberg. The motion was by unanimous voice vote. John & Carol Fidler water Pre-annexation of 1219 East Walnut for discussion. Keith Plavec mentioned that the area does not have water service, there is only a sanitary sewer on the South side that currently exist. Keith agree to determine the number of homes between 11t" Avenue and 17t" Avenue on Walnut, and bring back a cost estimate to install a water main between these two streets and service connection for the Fidlers to hook on. Also to see if the residents would annex into the City. The Legal & Ordinance Committee adjourned at 6:47 p.m. Community & Industrial Development. Council Action WIRC Grant Administration Development Contract $500.00. Mark Rothert mentioned that the compensation and reimbursement to be paid shall not exceed $5,000 for the term of the grant agreement between DCEO and the Grantee. The Grant contract period: 01/01/09 through 12/31/11; to be billed in four installments by the WIRC upon execution of this contract. A $5,000 contact amount 4/billings= $1,250 each billing. From which the $5,000 will come from the CDAP Grant. Alderman Sarff made the motion to forward the request on to council. Was duly seconded by Alderman Strandberg. The motion was by unanimous voice vote. Hotel/Motel Tax Requests (Multi-Request Package.). Mark Rothert mentioned that the request is for use of hotel/motel funds shown through a 3 year budget. The request is only for the City's 2009-2010 fiscal year but is shown in a 3-year budget to see how funds in the Hotel/Motel tax account may be spent down over time. In summary these requests support several special events, athletic events, organizations that promote tourism, marketing the community, and for hiring administrative support to focus on marketing and tourism strategies. The SRPED will maintain and administer these funds with strict oversight and accountability. The SRPED will track all expenditures, log receipts and report back with a summary of each event or project. The current Hotel/Motel tax fund has approximately $100,000 with an annual revenue rate of $35,000 to $40,000 year. Also Mark asked for apart-time person to bring focus to the area of tourism and marketing related activities. And to have another person who can devote more time to this function. The Tourism & Marketing Assistant would maintain the www.cantonillinois.or~ website with up-to-date content related to tourism and special events and a design that is appealing and undertake marketing projects more visibility for the Canton area. Become the Canton liaison to the Illinois River Road National Scenic Byway organization for information, materials, and Canton based projects related to the byway; and other duties as assigned related to tourism promotion. The funding source will be the City of Canton's Hotel/Motel tax fund anywhere from $7,500 to $20,000 depending on the level of interest and support by the City Council. The Tourism & Marketing Coordinator would be housed in the SRPED offices at 45 East Side Square in the Opera House Professional Building as an employee of the SRPED. Alderman Sarff asked if part-time, and if yearly or seasonal? Mark Rothert answered the position would be year around and part-time. Alderman Sarff asked, for the marketing campaign, what are we going to get? Mark said would be types of things to reach large audiences like TV commercials, ads in the Journal Star. Alderman Sarff said he would not have a problem with a separate person that's not already working there, and the position would be part-time. Mark said he would be able to track the hours worked of the person working now part-time. Alderman Berardi said Alderman Sarff is right we don't want to create another position. Come back with a broad concise marketing program that takes us through the summer. And use all the funding within reason. Alderman Sarff said he wants a student as he wants new people with fresh ideas. Alderman Sarff made the motion to forward on to council for consideration, and was duly seconded by Alderman Strandberg. The motion was by unanimous voice vote. Economic Development Services Agreement with SRPED. Mark Rothert presented a resolution approving an Economic Development Services Agreement between the Spoon River Partnership for Economic Development and the City of Canton. The dollar amount Mark said is $5,000 more than last year, and the total is $90,000. Alderman Schenck said he had know problem supporting this. Alderman Ellis made the motion to forward the resolution on to council, and was duly seconded by Alderman Strandberg. The motion was by unanimous voice vote. Economic Development Update. Mark Rothert said he was talking with a local business. The mayor has received a letter from IDOT's Secretary of a grant process being awarded in the near future of $1.2 million. When applied for it was with 80/20 match. The City's portion would be the 20%. Bid documents are being sought for the Cook project at the IH site. Community & Industrial Development Committee adjourned at 7:20 p.m. Negotiations, Grievance & Personnel. Council Action None. Negotiations, Grievance & Personnel committee adjourned at 7:21 p.m. Finance. Council Action Bills. Alderman Sarff made the motion to send the bills to council for payment, and was duly seconded by Alderman Ihnes. Discussion. Alderman Berardi said he found a $2,800 invoice that was dated October 10, 2003 with a couple of follow-ups on the invoice in 2004. Alderman Berardi then said the invoice was a credit. He offered to send a copy to City Attorney Chrissie Peterson. The motion was by unanimous voice vote. Treasurer's Report. City Treasurer Aaron Anderson reported that the surplus is $421,167. Aaron mentioned that the department heads are doing a pretty good job across the board keeping the spending down. Mayor Kevin R. Meade stated that the city has had a surplus of revenues for the last four years. Alderman Ihnes made the motion to forward on to council and was duly seconded by Alderman Sarff. The motion was by unanimous voice vote. Treasurer reporting on refinancing TIF with 3 local banks. City Treasurer Aaron Anderson reported that he and Mark Rothert the Executive Director of SRPED talked with Thomas Jacobs & Company who are monitoring the TIF areas and they thought the right way to go would be with TIF Revenue Bonds. This will not count against the revenue in the TIF. The City would have to pledge full faith and credit. They also suggested going out and getting a bond rating. Alderman Schenck said those bond funds could settle up the bond debt. Alderman Strandberg recommended to talk about this further in the next fiscal year that begins in May of 2009. Mark Rothert mentioned that the TIF Administrator wanted to know the capacity to borrow? Alderman Standberg said to discuss in more detail at the Finance meeting in May. Alderman Schenck asked for a TIF Budget again. Long-Term Control Plan WWTP Flow Metering Equipment Installation of Bid results. Keith Plavec from Maurer Stutz Inc. said the bid came in at $219,900.00 from Leander Construction, with Gasvoda behind Leander Construction. This will be a Water & Sewer Bond expense. Keith recommended the approval of the bid. Alderman Sarff made the motion to forward on to council, and was duly seconded by Alderman Ellis. The motion was by unanimous voice vote. White Court & Pine Street Sidewalk Improvements bid results. Alderman Ellis made the motion to forward the bid results from Kemper Construction in the amount of $12,300.66 to council, and was duly seconded by Alderman Ihnes. The motion was by unanimous voice vote. ADJOURN Being no further business the Clerical Committee adjourned at 8:12 p.m. ORDINANCE -ANNUAL BUDGET -DISCUSSION. The Council members met beginning 8:22 p.m. to make necessary cuts to the Annual Budget. Those in attendance -Aldermen Eric Schenck, Joe Berardi, Larry Sarff, Craig West, Jerry Ellis, Pamela Ihnes, Jason Strandberg. Mayor Kevin R. Meade, City Clerk Nancy Whites, City Treasurer Aaron Anderson, City Attorney Chrissie Peterson, Keith Plavec of Maurer Stutz Inc., Public Works Director Cliff O'Brien, Police Chief Dan Taylor, Fire Chief Bonnie Cremer, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, System Maintenance Supt. Bill Terry, Street Supt. George Spahn, Video Services by Joe Ginger. Mayor Kevin R. Meade made the statement that the big area of our budget is health insurance and our current carrier has a raise of 24%. Bids will be opened on April 20tH Want to have second reading of the ordinance on April 21, and then recess the meeting to have further discussion of the Budget for the beginning of the meeting of the Mechanical Committee meeting April 28t" and pass the Ordinance for the Annual Budget. Each page of the Annual Budget was gone through and a number of cuts were made. They are as follows: • Promotion within • No new hirees • 3% raise for deputy clerk • New truck to used truck • Lowering the cost of gasoline • Rotary memberships of only $100 • Contractual Services • Office supplies • Cost of living to 3% • 4 draw filing cabinet • $200 Wellness Account • 3 Lake Patrol employees Some of the Budget request in different departments were moved to other accounts. Mayor Kevin R. Meade asked if council wants a City Administrator position? Alderman Strandberg said you will have enough votes to get it done. Alderman Strandberg also commented to change the line item in the Budget requesting a Business Manager to City Administrator. Mayor Kevin R. Meade said he would give a copy of the job description for the position to the aldermen at the council meeting next week. The Ordinance for discussion of the Annual Budget adjourned at 10:55 p.m. Recording Secretary, Nancy Whites, City Clerk