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HomeMy WebLinkAbout09-22-09Mechanical CommitteeA regular meeting of the Canton City Council Mechanical Committee was held on September 22, 2009 in Council Chambers located at 50 North 4t" Avenue, Canton, Illinois. Mayor Kevin R. Meade called the meeting to order at 6: 40 p.m. Aldermen in attendance -Rick Reed, Eric Schenck, Craig West, Gerald Ellis, Jim Hartford. Absent -Aldermen Larry Sarff, Jorge Rivero. (Alderman Jason Strandberg left the meeting room when the committee meeting began.) Also attending -Mayor Kevin R. Meade, City Clerk Nancy Whites, City Treasurer Aaron Anderson, City Attorney Chrissie Peterson, Police Chief W. Dan Taylor, Assistant Chief Tom Shubert came for Fire Chief Bonnie Cremer who was absent, Public Works Director Clif O'Brien, Maurer Stutz Inc. representative Keith Plavec (City Engineer and Zoning Officer), Wastewater Treatment Plant Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, City Administrator Jim Snider, Video Services by Joe Ginger. In the audience -News Media -John Froehling from Daily Ledger, Stacey Creasy from The Democrat, Mark Bixler from WBYS radio; DCEO Sr. Manager Tony Rolando. Public Safety & Traffic. Council Action Police Resort. Police Chief W. Dan Taylor highlighted his report with the following - Nuisance abatements are up in numbers, and 32 out of 44 are in compliance. K-9 Update is in the 4t" week of training, and the City's dog Jack is the better dog down there. Had a couple of narcotic arrest that was being worked on for couple months of investigation. There were three people selling and they came from Peoria and two others were selling in the Lake area. 1 Had several residential burglaries, and proud of all three shifts as they adjusted their shift to voluntarily helping on the investigation that led to three arrest. Police Wives' Range Day was held, and has never been tried before and we have guns in our homes and thought would be good for safety reasons. Fire Report. Fire Chief Bonnie Cremer was absent and Assistant Fire Chief Tom Shubert attended the meeting and highlighted Bonnie's report with the following - During the month of August one vehicle fire was reported. The vehicle, located at 1306 East Ash Street, had been extinguished prior to fire personnel's arrival. Fire personnel were unable to determine the cause of the fire. The estimated loss was set at $3,000.00. There were 14 simultaneous alarms during the month of August. As you recall, NFPA 1710 requires that we arrive at the scene of an emergency alarm within five (5) minutes of being dispatched 90% of the time. Of the 117 responses requiring compliance, we were in compliance on 87 or 74.4% of the alarms. 44 (27.3%) of the alarms did not require compliance. We have received delivery of the 5-inch supply hose. This is completing a three year process of converting from 4-inch supply line to the larger 5-inch line. The fl- inch line was put into service in 1997 and had a ten year life expectancy. The Chamber of Commerce had WMBD Television taking photos of the services offered in the Canton Community. The television crew were photographing August 7th on the approach of the Canton Fire Department. Fire Trucks, ambulance and police cars were in the advertising film along with the public service workers associated with the different services. The U.S. Cellular, cell phones two year contract was completed. The phones were exchanged for new ones and contact information was transferred to the new phones. I attended the Fire and Rescue International which was held in Dallas, Texas. The annual conference consists of educational seminars, keynote speakers and an exhibit of fire and emergency medical equipment. Perhaps the biggest, most 2 noteworthy event to take place at the Fire and Rescue International Convention was the swearing in of Chief Kelvin Cochran as the new U.S. Fire Administrator by Department of Homeland Security Secretary Janet Napolitano. The business fire inspections records files are filled beyond capacity and need to be sorted. We contacted Wanda Schmidgall from the Illinois State Archive and she is going to assist us with properly disposing of the older government records. Global repaired the electrical system of Engine 1. The unit was at the Global shop in Washington August 7tH and they had to disconnect half of the open door alarm system to keep the vehicle in service. On the 12tH Global came to the Fire Station and worked on the electrical system and made repairs. Tower 1's vehicle exhaust system was placed back in service. The unit was replaced with parts purchased through Air Cleaning Specialist. I attended the 336 Peoria to Macomb Highway public hearing which was held August 12 at Ingersoll Middle School. Fire training at Macomb training facility was August 17tH, 18tH and 19tH Arbitration decision came back from the arbitrator. A meeting was held August 18tH to work out some wording issues on a couple segments of the contract. Fulton County Health Department started hosting weekly telephone conference sessions on the H1N1 Flu. The sessions started on Monday, August 21St and are held weekly at 11:00 a.m. I am attending as many of the meetings as I can. The impact the H1N1 can possibly make on the work force is a definite concern when it comes to providing City services. Cylinder replacement for Self Contained Breathine Apparatus. Fire Chief Bonnie Cremer mentioned that the cylinders for the Fire Department air packs have to be replaced every fifteen years. Three of the cylinders have met this threshold and need to be replaced this fiscal year. The bottles cost $660.00 each, for a total of $1,980.00. Alderman West made the motion to forward the request to council, and was duly seconded by Alderman Reed. The motion was by unanimous voice vote. 3 Repairs to the Fire Safe House. Fire Chief Bonnie Cremer memo mentioned that the Fire Safe House was built and donated to the City in 1995 and is in need of some repairs. Water has damaged the carpeted decks and the roof needs to be replaced. A bid of $3,341.27 to repair the damage thereby extending the life of this fire prevention asset has been attained from SVC Builders, l_LC. City Administrator Jim Snider mentioned this does not have a budget line. When we get into strategic planning next year for the budget we can talk about it then. And the item is not a safety related issue. Senate Bill 1891 FOIA and Open Meetines Act Chanees. City Attorney Chrissie Peterson mentioned that on August 17, 2009, Governor Quinn signed Senate Bill 189 that is a complete rewrite of the Freedom of Information and Open Meetings Act. The key components of the new bill are as follows: ^ Establishes a presumption of transparency - creates a presumption that all records are public and confirms if a public body asserts an exemption from disclosure, it has the burden of proving that the record is exempt by clear and convincing evidence. ^ Shortens the time for public bodies to respond -shortens the initial time to respond to a FOIA request from 7 to 5 business days and the time allowed in an extension from 7 to 5 business days. ^ Authorizes enforcement by a public access counselor -codifies the public access counselor within the AG's office. Provides the public access counselor with the authority to review and determine whether documents should have been disclosed under FOIA or whether a public body violated the OMA. The public access counselor will have subpoena power, may issue advisory opinions to guide public bodies, may issue binding opinions to resolve disputes, and may sue to enforce the binding opinions. ^ Narrows and clarifies the personal privacy exemption -significantly limits and defines the personal privacy exemption by eliminating "per se" privacy exemptions, creating a clear, narrow category of "private information" that is exempt from disclosure, such as social security numbers, and creating a clear definition of "unwanted invasion of personal privacy." ^ Requires heightened scrutiny when public bodies seek to use the privacy or preliminary draft exemptions - whenever a public body intends to deny 4 access to a record by asserting the personal privacy exemption or the preliminary draft exemption, the public body must notify the public access counselor who can review the assertion of the exemption and deem if it is proper. ^ Limits copying charges -provides the first 50 pages for black and white, letter or legal sized copies are free and caps the charge for the remaining black and white, letter/legal sized pages at 15 cents per page. For copies in color or in a size other than letter of legal, the bill provides that the public body may not charge more than its actual cost for reproducing the records. ^ Ensures significant consequences for failing to respond to FOIA requests - by failing to respond to a FOIA request, a public body waives the ability to later assert that the request is unduly burdensome or to charge for copying. ^ Establishes stiff civil penalties for FOIA violations -allows courts to impose civil penalties between $2,500 and $5,000 against public bodies that willfully and intentionally fail to comply with the law or otherwise actin bad faith. The current law contains no penalties for failing to comply with FOIA. ^ Requires that courts award attorneys fees to FOIA requesters who prevail in litigation - requires a court to award attorneys' fees to requesters who are forced to file lawsuits to obtain access to public records. The current law permits, but does not require, courts to award attorney's fees. ^ Requires public bodies to produce records in electronic format -requires that if a requester asks for a document that is maintained in an electronic format, the public body "shall furnish it in the electronic format specified by the requester, if feasible." ^ Requires designation and training of employees and officers -each public body must make a list of employees or officers who will handle FOIA requests. The list must be submitted to the public access counselor. By July 1, 2010, the designated employees and officers must complete a training class (most likely an electronic or on-line class) and have additional training annually. Each newly designated employee or officer must receive training within 30 days after designation. TIMEFRAME: The changes to the Act go into effect 1/1/10. 5 TRAINING: Training schedules have not yet been released by the Attorney General's office. On 9/18/09, I spoke with Delores Heren in the AG's office to confirm that the training schedules haven't yet been released. She advised that the AG's office hasn't "worked out the details yet." The City's name was added to a list of municipalities to contact when the schedule is released. The training must be completed within 6 months of the effective date of the act -July 1, 2010. In addition, I have contacted an attorney at Heyl Royster who previously did a complimentary seminar for our employees and local elected officials on a variety of municipal issues. Heyl Royster is interested in doing another seminar dedicated solely to the changes in the FOIA and OMA. Although this will not replace the mandatory AG training, it will certainly supplement everyone's understanding of the changes. We will keep everyone advised of the date when the seminar is scheduled. ACTION REQUESTED: 1. _Designation of employees or officers who will complete the annual Open Meeting Act training (when scheduled by the AG's officej. a. I recommend that on behalf of the City Council, the City Clerk, Deputy City Clerk and City Attorney complete the training. As to any committee or subcommittee of the City (i.e. Zoning Board of Appeals) I recommend that every recording secretary complete the training. 2. Designation of employees or officials who will be the City's FOIA "officer" and will complete the annual FOIA training (when scheduled by the AG's office). a. I recommend that the City Clerk, as official keeper of the records, be designated as the City's FOIA Officer. As the act allows designation of more than one official, I also suggest that one representative of the Police Department and one representative of the Fire Department be designated as their department's FOIA officer. 1 recommend that the City Clerk, Deputy City Clerk and City Attorney and designated FOIA officers for the Police and Fire Departments complete the training. 6 Alderman West made the motion to forward on to council the names of the City's FOID Officer, and was duly seconded by Alderman Reed. Discussion. Mayor Kevin R. Meade said for the other departments of Police & Fire to have their selection by next week, and was duly seconded by Alderman Reed. The motion was by unanimous voice vote. The Public Safety & Traffic Committee adjourned at 6:65 p.m. Streets & Garbage. Council Action Dump Truck Purchase. Public Works Director Cliff O'Brien stated that the bid price fora 2010 International Truck, model number 7400. The cab and chassis will be purchased from Prairie/Archway International trucks, where we have purchased three others in the past. It is a very basic truck that includes all warning lights, back-up alarms, a snow plow & spreader and will meet all of the City's needs. Koenig Equipment will provide the dump body work and we will license and title the truck-in-house. The total package price is $97,722.00. Our last truck purchase was in August of 2002 with a cost of $73,130.00. Alderman Hartford made the motion to forward on to council, and was duly seconded by Alderman Ellis. Discussion. City Administrator Jim Snider mentioned that the Depreciation Account will make up the difference of $8s,ooo.oo. The Streets & Garbage Committee adjourned at 6:58 p.m. lake, Buildings & Grounds. Council Action Roofine needs from Wastewater Treatment Plant. Wastewater Treatment Supt. Joe Carruthers is asking for the replacement of three small roofs on three separate buildings, at the Westside Wastewater facility. The three buildings in question all have flat roofs, and the maintenance over the life span of these buildings has been hot mopped tar and rock. They have again reached a condition of needing maintenance. Due to the unusual shapes and architecture of these old brick buildings (40's) I am proposing we consider a rubber seamless roofing system. This type of cover, best suits our replacement needs because of the building shapes. One building is actually round, with a large hole in the center. The seamless system comes with a 15 year complete coverage warranty, and a life expectancy of 40 years. I am suggesting we bid the projects and call out for a Duralast specs as has been done on other City buildings in the past. Joe wants to generate bids and advertise as soon as possible. The funding for this project will be bonding funds, as building improvements are an original line item appropriated for bonding funds. Alderman Hartford made the motion to forward the request on to council, and was duly seconded by Alderman Ellis. The motion was by unanimous voice vote. Old Boat Dock Ramp reconstruction. Alderman Reed had a memo for Canton Lake Revitalization and from that - Old Boat Dock Area 1. Resurface ramp* 2. Pavilion 3. Restrooms 4. Fishing pier 5. Parking 6. Mooring dock 7. Retaining wall 8. Electrical for pavilion (lights and plug ins), restrooms (lights) and fishing pier (pole/platform lights) Campground Area 1. Shower house/restrooms 2. Electrical service 3. Sites leveled 4. Add more sites 5. Septic system 6. Office area 8 7. Recreational/Camper Center 8. Playground equipment 9. Mooring docks/marina Old Beach Area 1. Rent/Tear down 2. Repair to rent 3. Usage? i.e. camp store, bait shop, groceries, licenses (boat and fishing), picnic area, paddle/fishing boat rental 4. Parking area? 5. Lake Manager/patrol? Denotes handicap accessible Other Improvements not listed 1. New signage at both entrances, "Welcome to Canton Lake." 2. New signage at both ramps, i.e. demographics of lake, fish sizes and limits, rules and regulations, and picture of lake. 3. Day fee usage box at both ramps. 4. New ramp needs dredged at the end of the ramp. 5. Hire college and high school kids for summer jobs at Canton Lake, minimum of 5, to use for cleaning facilities, mowing, painting, weed control, etc. 6. Road improvement for Water Plant to Campground. 7. Road improvement Lakeview Drive. 8. Handicap fishing piers around lake - 2 (two) Canton Lake Picnic Shelter (Option 4) MSI Project #241-08001 Updated: 6/30/2009 1. Removal of Concrete 2. Concrete Pavement, 8" 3. Bituminous Pavement 4. Bituminous Prime Coat 5. Concrete Sidewalk, 4" 6. Miscellaneous Aggregate 7. Shoreline Protection Rip-Rap $647 $13,050 $13,500 $672 $1,350 $9,670 $4,720 9 8. Shoreline Aggregate Path $1,440 9. Earthwork for Picnic Shelter $2,000 10.Concrete Pad for Picnic Shelter $1,200 11.Picnic Shelter (12'x20') $10,000 12.Bathroom Facility (H.C. Assessable: Men & Women) $10,000 13.Fishing Dock $50,000 14.Water Tap & Service/Bathroom $1,500 Facility 15.Boat Ramp Gate $3,500 16.Signage $3,500 Estimated Construction Sub-Total = $127,339 10% Contingency = $ 12,734 Total Estimated Construction Cost = $140,073 Design Engineering (10%) _ $ 14,007 Construction Engineering (5%) _ $ 7,004 Total Estimated Project Cost = $154,080 Alderman Reed said we need to complete all new construction on the Old Boat Dock as it is falling apart. The Old Boat Dock is in a no wave area that is why the residents like it. Want to seek bids of the cost to build a new Boat Dock, and would like to find out also the cost for sidewalks and new restrooms with a handicapped ramp. Alderman Schenck said previously we had approved a plan. This is a fine plan and I accept this plan as money is available. Alderman Reed said he wants to do the things listed when money is available. Mayor K. Meade said he would like to see the campground area done first as that generates revenue for the City. Alderman West made the motion to accept the plan as presented, and was duly seconded by Alderman Hartford. The motion was by unanimous voice vote. Alderman Hartford made the motion the Old Boat Ramp reconstruction forward on to council, and was duly seconded by Alderman Ellis. The motion was by unanimous voice vote. Camperound Fees. Alderman Reed said he wanted to table this until February of next year. 10 Lake Update. City Attorney Chrissie Peterson mentioned that Attorney Rick Joseph and Paralegal Lynn Cox from Miller, Hall & Triggs have completed all of their record title searches and have copied all relevant documents with the execution of a few copies yet to be made pertaining to the Southwest Quarter of Section 19. They are now in the process of preparing a Title Record Search Report for each parcel. They have encountered very few surprises. The project should be completed within the next 30 days. Alderman Schenck said there are some issues of plats that were not properly recorded? City Attorney Chrissie Peterson said only one recorded. They are doing one step at a time. Chrissie said they are picking out what they feel confident about. The Lake, Buildings & Grounds Committee adjourned at 7:15 p.m. Public Works, Water & Sewer. Radial Collector Well Application for Payment No. 9, from Reynolds Inc. in the amount of 5417,303.29. Alderman Hartford made the motion to forward the request on to council, and was duly seconded by Alderman Reed. Discussion. Keith Plavec mentioned they are 30% complete and have finished the generator floor. Keith said he recommends payment. The motion was by unanimous voice vote. Lone Term Control Plan Wastewater Flow Meterine Equipment Installation Chanee Order No 1, from Leander Construction Inc. Alderman West made the motion to forward the request on to council, and was duly seconded by Alderman Hartford. Discussion. Keith Plavec said the original construction was in the amount of $220,000. The Change Order is in the amount of $4,414.85. The motion was by unanimous voice vote. Application for Payment No. 12, for Secondary Clarifier #1 Rehab - WWTP from Leander Construction Inc. in the amount of $30,657.00. Alderman Hartford made the motion to retain the 10% retainage and to pay the cost of $14,358.00 and forward the request on to council, and was duly seconded 11 by Alderman West. Discussion. Keith Plavec said the project is essentially complete except for the waiting for training. Joe Carruthers, Jim Snider, Ctiff O'Brien and myself had agreed to keep the 10% retainage and pay the amount of $14,358.00. The motion was by unanimous voice vote. The Public Works, Water & Sewer Committee adjourned at 7:22 p.m. Mayor Kevin R. Meade commented that he wanted to move the Executive Session that is listed on the Recessed Council meeting to the Mechanical Committee agenda instead. Alderman Hartford made the motion to go into executive session for the purpose of discussing Personnel, and was duly seconded by Alderman Reed. The motion was by unanimous voice vote. The regular scheduled Mechanical Committee adjourned at 7:22 p.m. for executive session. EXECUTIVE SESSION - TO DISCUSS PERSONNEL. ADJOURN The Executive Session adjourned into open session at 7:40 p.m. Having no other business to conduct the Mechanical Committee adjourned at 7:40 p.m. Recording Secretary, -~~~~,~/ Nancy Whites, City Clerk 12