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HomeMy WebLinkAbout03-08-05 Clerical Committee Meeting Minutes CLERICAL COMMITTEE MEETING March 8, 2005 @ 6:30 p.m. th Historic Depot, 50 North 4 Avenue Aldermen present: Jim Hartford, Mary Fillingham, Craig West, Larry Sarff. Other Aldermen present: Bob Molleck,Elny Harn, Rick Reed. Alderman Les Carl did not attend the committee meeting. Others present: Mayor Jerry M. Bohler, City Clerk Nancy Whites, City Attorney Ron Weber, Police Chief Donald Edwards, Fire Chief John Stanko, Public Works Director Cliff O’Brien, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, Street Department Supt. George Spahn, Economic Development Director David Byerly, Maurer Stutz Inc. Keith Plavec, Zoning Officer Clark Wilson, Joe Ginger Video Service, Daily Ledger representative John Froehling, WBYS representative Erin Stremmel, Journal Star rep. Brenda Bowen. In the audience were Colin Edwards, attorney Mike Evans, and candidates for elective office Ed Huggins, Rod Heinze, Kathleen Luker, Harry Steck, Edward Ketcham. Mayor Bohler thanked Alderman Sarff serving as Chairman of the Council meeting, due to the absence of the mayor, and for doing such a nice job. Finance Committee Alderman Jim Hartford, Chairman Mayor Bohler introduced the Aldermen as the chairman of each of the committees. Bills. Motion and second by Aldermen West/Fillingham, all bills properly presented be paid, and referred to council for their consideration. Voice vote, motion carried unanimously. Treasurer’s Report. Patty Beaird Franzoni was ill. Purchaser Orders Canton Printing.Motion and second by Aldermen Sarff/Fillingham, to approve of the purchase of 5,000 purchase orders from Canton Printing in the amount of $407.25, and referred to council for their consideration. Voice vote, motion carried unanimously. Discussion of Il. Route 78 sidewalk. Keith Plavec mentioned that the City of Canton had sent a letter to IDOT about the additional cost for easements. IDOT sent an answer to the City’s letter and said they did not want to hold up the bids. Keith Plavec mentioned that if the bids come in higher, the city can choose what they want to participate in. Keith also mentioned that we need to watch the MFT account for the next 2 years, we don’t want to get that account too low. IDOT needs a letter by March 15, 2005 where the City will pay 50% and the State 50% of the replacement cost. Alderman Sarff asked about the cost? Keith gave an update that the city had approved $141,500 on 1 Clerical Committee meeting 3-08-05 September 7, 2004, IDOT has asked the city to participate in the additional cost of $10,800. Keith said the state’s bid letting will be held on January 7, 2006. Alderman Sarff said the council knew the cost and committed the city to participate. Motion and second by Aldermen Sarff/Fillingham, the city to send a letter to IDOT of the City’s participation in the sidewalk program. Discussion. Alderman Sarff asked Keith Plavec if the city could mention in the letter that if the city does not wish to participate in certain sections, we can? Voice vote, motion carried unanimously. Water Plant Purchase Chlorine Analyzer. Motion and second by Aldermen Sarff/West, to approve of the purchase of CL-17 Chlorine Analyer from HACH Chemical in the amount of $2,615.55, and referred to council for their consideration. Voice vote, motion carried unanimously. Printer for Billing Office. Motion and second by Aldermen West/Fillingham, to approve the purchase of a Hp laser jet 8150-N Printer from LOCIS in the amount of $2,400.00, and referred to council for their consideration. Discussion. Greg Pollitt said they use the printer for bills, and reports. Voice vote, motion carried unanimously. NFPA Code Subscription Renewal. Motion and second by Aldermen Sarff/West, to approve of the NFPA Subscription renewal for 3 years in the amount of $1,620.00, and referred to council for their consideration. Voice vote, motion carried unanimously. Water & Sewer Project financing. Motion and second by Aldermen Hartford/West, to approve of an ordinance being drafted for the intent of the City to seek out bonds of $36 million for the Water & Sewer Project. Discussion. Keith Plavec mentioned that Mid States Inc the leading agent for the bond process said it will take 2 to 3 months to get this done. Keith said the rate increase must be approved before the bond ordinance. Also, you will need to have a public hearing. The rates were written by Mid States Inc. to cover debt service of the $36 million dollar project. Three things we’re asking to do (1) Drafting an ordinance for intent to finance $36 million, (2) To hold a Public Hearing, (3) Drafting of a Bond Ordinance. City Attorney Ron Weber mentioned the rate structure is in place not General Obligation (GO) bonds of the City of Canton. This is from the revenue that will be produced from the rate increase. Voice vote, motion carried unanimously. Motion and second by Aldermen Hartford/West, to approve of an ordinance being drafted for Water/Wastewater Rate Increase, at the next council meeting. Voice vote, motion carried unanimously. Engineer’s Agreement Avenue C Sewer Problem (DCEO Grant). Keith Plavec said this area has been worked with for over 2 years with water problems. A planning grant was recently awarded of $20,000 from the Illinois Department of Commerce and 2 Clerical Committee meeting 3-08-05 Economic Opportunity. Maurer Stutz Inc firm will perform the engineering work for the City. When time comes for the design options the City can apply for other grants. Motion and second by Aldermen Fillingham/Sarff, to approve of the engineering work on Avenue C from Maurer Stutz Inc. and using $20,000 grant funds from DCEO. th Kilroy Lift Station Proposal. Keith Plavec mentioned the area is on 20 Avenue on the NE side. Maurer Stutz Inc is making a proposal to provide Professional Services consisting of engineering design and the preparation of Drawings and Specifications for the above project. The estimated total for Professional Services on this project is Motion $90,000. and second by Aldermen Sarff/Fillingham, to accept the proposal from Maurer Stutz Inc for the engineering design and the preparation of drawings and specifications for the Kilroy Lift Station in the amount of $90,000 not to exceed. Voice vote, motion carried unanimously. Raw Water Transmission Main from Il River to WTP Agreement. Keith Plavec said he has worked closely with Cliff O’Brien on this project. The estimated total for Motion Professional Services on this project is $345,000. and second by Aldermen West/Hartford, to accept the proposal from Maurer Stutz Inc. to provide Professional Services consisting of engineering design and the preparation of Drawings and Specifications for the above reference project, in the amount of $345,000 not to exceed. The Finance Committee adjourned at 6:54 p.m. Legal & Ordinance Committee Alderman Mary Fillingham, Chairman Building Site, & Operation Plans and Design Guidelines. City Attorney Ron Weber explained about this ordinance and the other ordinance of Planned Unit Developments. Both went to the Planning & Zoning Commission and created quite a bit of interest. Clark Wilson the zoning officer mentioned the ordinance requires that the initiation of all development activity (including building permits, zoning certificates, occupancy permits for a change of use of an existing lot or structure where there is contemplated a site plan revision, clear cutting, grading or filling) require the approval of Building, Site and Operational Plans by the City staff before the building, occupancy, and zoning permits can be issued. The following types of developments in the City of Canton shall be subject to the provisions of this Chapter: (A) Development of residential land uses consisting of three or more attached dwelling units per building, hereinafter defined as multi-family residences. (B) Development of all projects in which a principal use is a commercial, industrial, or institutional use. (C) Any new accessory use to one of the principal uses listed in subsections (A) or (B), including but not limited to signage, lighting, accessory buildings over 300 square feet in floor area, telecommunications facilities, and exterior building alterations. (D) Any addition to an existing use listed in 3 subsection (A) or (B) which existed as of that results in a total expansion of at least 25 percent in: (1) Building floor area, (2) Outdoor storage area, or (3) Parking lot area over the area. Motion and second by West/Hartford, to accept the draft ordinance, and referred to council for their consideration. Discussion. Alderman Hartford asked if the current Petersen construction would be affected? Clark said, yes it could, but they are aware of it. David Byerly said they have added into their construction many of the checks and balances. Which Clark said gives Petersen a comfort zone, which is a positive thing. Voice vote, motion carried unanimously. Planned Unit Developments. Clark Wilson said this PUD draft ordinance works hand and hand with the Building, Site, and Operation Plans and Design Guidelines. Any piece of land over an acre can be considered for PUD. This is a very good tool for Motion development. and second by Aldermen Sarff/Hartford, to send this on to council for their consideration. Voice vote, motion carried unanimously. The Legal & Ordinance Committee adjourned at 7:01 p.m. Community & Industrial Development Committee Alderman Craig West, Chairman Update of Activities. None to report. Residential Development presentation. David Byerly mentioned that the Revitalization Committee has a short list of goals to foster residential development. Dave then asked for Mike Evans a lawyer in the law firm of Froehling, Weber & Evans to present a proposed development. Mike presented an outline of West Maple Subdivision proposal of a preliminary concept. It is a group of investors from Chicago area to built development in a “Conservation Subdivision”, which means that a significant portion of the property is set aside as undivided and permanently protected open space, with houses clustered on the remainder of the land. Similar to golf course communities, the conservation subdivision features meadows, community gardens, wetlands, lakes and walking trails in lieu of golf greens. In this development, each homeowner would own an undivided share, and have access to, more that 35 acres of woods, walking trails, lakes and wetlands. Mike said they will build some 200 to 250 homes and they want to know if the city is willing to work with them, and if they have interest in this kind of development? The city’s investment would be utilities to the site. David Byerly said that other communities extend their artery system to each building site. David said he needed from the city the following: (1) The property has to be annexed, with legal assistance from the city. (2) The approval of the concept of “Conservation” style of development. (3) The approval of the general concept of extending infrastructure improvements. These three request will come to the council in a development agreement. Clerical Committee meeting 3-08-05 4 Alderman Sarff asked, what type of businesses? Mike said, coffee shops. This type of environment is to get people out to walk. Gordon Glass President–Elect of Graham Hospital said he is very excited about this development as it looks favorable for higher scale of housing to the community. Mayor Bohler said the city has wanted to annex this land into the city for a long time. Mayor Bohler thanked Mike for bringing this to the city as this is a great opportunity for Canton. Motion and second by Aldermen Hartford/Fillingham, approval to have the land annexed into the city, with legal assistance. Discussion. Alderman Sarff asked if the city would have a say into who the legal assistance is from? Dave said council would be given that responsibility. Voice vote, motion carried unanimously. Motion and second by Aldermen West/Fillingham, to approve of the concept of Conservation style development. Voice vote, motion carried unanimously. Motion and second by Aldermen Hartford/Sarff, to approve the concept of extending infrastructure improvements. Voice vote, motion carried unanimously. The Community & Industrial Development Committee adjourned at 7:30 p.m. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman Nothing listed on the agenda and comments were not made. EXECUTIVE SESSION – TO DISCUSS NEGOTIATIONS OF FIRE CONTRACT, GRIEVANCES, & PERSONNEL. Motion and second by Aldermen West/Hartford, to go into Executive Session to discuss fire contract, grievances, & personnel. Roll call. AYES – Aldermen Sarff, Fillingham, Molleck, Harn, Hartford, Reed, West. NAYS – None. 7 AYES, 0 NAYS, 1 ABSENT. Motion carried. The Clerical committee adjourned for executive session at 7:31 p.m. The executive session minutes are on file in the office of the City Clerk for review. Motion and second by Aldermen West/Hartford, to adjourn the Clerical Committee meeting. Voice vote, motion carried unanimously. The meeting adjourned at 9:15 p.m. Recording Secretary, Nancy Whites 5