The URL can be used to link to this page

Home My WebLink About12-17-02 Canton City Council259 A regular meeting of the Canton City Council was held December 17, 2002 in the council chambers at the Historic Depot, 50 North 4th Avenue, Canton, Illinois. PLEDGE OF ALLEGIANCE OPENED THE MEETING FOLLOWED BY THE INVOCATION GIVEN BY NANCY WHITES, CITY CLERK. Mayor Bohler asked for roll call at 6:30 p.m. Present - Aldermen Jim Hartford, Larry Sarff, Craig West, Les Carl, Kevin Meade, Jo Anne Shores, & Mary Fillingham. Absent - Alderman Bob Molleck. MINUTES OF DECEMBER 3, 2002 MEETING. Motion and second by Aldermen Hartford/Shores, the minutes of December 3, 2002 be accepted and placed on file. Voice vote, motion carried unanimously. BILLS FOR NOVEMBER. Motion and second by Aldermen Hartford/Sarff, all bills properly approved be paid. Roll call. AYES -Aldermen Fillingham, Shores, Meade, Carl, West, Sarff, Hartford. NAYS -None. 7 AYES, 0 NAYS, 1 ABSENT. Motion carried. COMMITTEE REPORTS: Finance. Council Action Motion and second by Aldermen Hartford/Sarff, to accept the low quote of Hanson Industrial Inc. in the amount of $2,700 for a power sprayer for the Wastewater Treatment Plant. Roll call. AYES -Aldermen Hartford, Sarff, West, Carl, Meade, Shores, Fillingham. NAYS -None. 7 AYES, 0 NAYS, 1 ABSENT. Motion carried. Motion and second by Aldermen Hartford/West, to allow American Test Center to perform the annual testing of the aerial and ground ladders for the Fire Department at a ~""' cost of $1,630.00. Roll call. AYES -Aldermen Fillingham, Shores, Meade, Carl, West, Sarff, Hartford. NAYS -None. 7 AYES, 0 NAYS, 1 ABSENT. Motion carried. Motion and second by Aldermen Hartford/Fillingham, to hire Gerald L. Butts, CPUC of Cleaveland Insurance Group as a consultant for Workman's Comp of $5,000. Roll call. AYES -Aldermen Hartford, Sarff, West, Carl, Meade, Shores, Fillingham. NAYS - None. 7 AYES, 0 NAYS, I ABSENT. Motion carried. Statement from Patty Beaird Franzoni City Treasurer. Patty stated that she is making a new approach to getting things done. She said she worked with Locis in July of this year. She stated that she needs help to make the books balance and Jim Hocker of Hocker/Fitzgerrald CPA's did that. Patty then read her prepared statement. It is as follows in its entirety. This statement is in response to the Hocker/Fitzgarrald audit remarks presented by Jim Hocker at the December 3 Council meeting. 2 ~ O Page 2 City Cotm.cil meeting 12-17-02 anyone to cover the city's fmances should I become sick. I have yet to take a vacation in the 18 months I have been with the city. But at this point, I don't know how I could even schedule one and feel good about it. I need an assistant as the other departments in the city have to ensure the efficiency and to guarantee the security of the City of Canton's finances. The duties of this assistant would be data entry of all accounts payable (to lighten some of the load on the new deputy clerk) and accounts receivable. Accounts payable has an average of $300,000.00 per month and spreads over 1000 vendors. Accounts receivable brings in well over $11 million annually, going through just my office. I would also like my assistant to help me reconcile bank statements and then to the general ledger. This is a very time consuming procedure covering 30 statements and multiple and independent funds that also intertwine amongst themselves. These duties are the ones I find myself constantly working in until 8:00, 9:00 and 10:00 o'clock at night and sometimes even later, depending what time of the month it is. I could definitely use another pair of eyes and hands to help work out the entries and adjustments, to make the General Ledger equal the bank accounts. I have worked countless hours at these tasks. My assistant would have a general overview of my duties so if an emergency or illness kept me out of the office it could at least function at half speed. I also would like to employ a professional accounting consultant on an as needed basis. I need professional assistance available for times just as this when I spend all my time trying to reconcile the general account, which consists of 3 bank accounts and 14 funds. Jim Hocker has an assistant who has vast knowledge and experience in governmental accounting. She knows how the city's books operate and the software accounting program the city uses. She has been a very valuable resource to me and I am sure she will continue to be. During the 24 years that the previous city treasurer served, the fmances of the city have grown complex. She was able to stay on top of these changes because they gradually increased and she had the initiative to learn. In later years, she had a budget advisor and other administrative staff to assist her. I have been elected to be your city treasurer, and I will continue to give more that 100%. But I need at least one part-time assistant and an accounting consultant that is proficient in governmental accounting and expertise in our software program. I do not see this office functioning properly for anyone without it. This ends City Treasurer Patty Beaird Franzoni statement. Alderman Jim Hartford asked for comments from the council members. Alderman Sarff asked Patty, have you been in contact with Hocker's firm, and do you know the amount they would be asking? No! Patty stated. Alderman Sarff wanted to know if the firm could give a number of hours per cost. Patty answered, $40.00 per hour! Jim Hocker told me that everything could be reconciled by the end of the year. I plan I having everything balance by the end of the year. Mayor Bohler mentioned that Aldermen Carl and Hartford visited with Patty within the last week to try and fmd a way of less cost to the tax payesr on what it would take to reconcile the books. The City does not have an open check book, and they were never able to come to any conclusions. Mayor Bohler mentioned that it is very important to reconcile the accounts. Some say we had assistance in the past of a budget officer but this administration turn their heads to this need. This is not true, the Journal Star reported it wrong. Dave White was the only one. Page 3 City CoLU~.cil meeting 12-17-02 Alderman West ask Patty if she would have everything reconciled by 1st of year? Patty said yes, and will be spending a lot of hours doing so. Alderman Meade said since we are not meeting anymore, we could authorize 10 to 20 hours of professional help to get caught up by end of this year, and pay $800. Then we could deal with Patty's other suggestion after the first of the year. Motion and second by Alderman Meade, Patty be allowed to hire HockerlFitzgarrold firm, and not to exceed 20 hours from now to end of year to assist in reconciliation of accounts. City Attorney Ron Weber explained this one issue is not on the agenda, which would be a violation of the open meetings act. His office already has a continuous contract with the city. Alderman Meade withdrew his motion. Alderman Carl wanted to know if this could wait for approval until after the first of the year. Mayor Bohler said he could poll the council for their decision by phone. Alderman Hartford asked if the firm would be available between now and the first of the year. City Attorney said he has some doubts that Jim Hocker would have the time. Alderman Shores asked Patty, if you get caught up, what happens six months down the road? Are you going to grasp this so you can do this on your own?! Patty said, yes! I think I can do it! Legal & Ordinance. Council Action None. Community & Industrial Development. Council Action None. Negotiations, Grievance & Personnel. Council Action None. Public Safety & Traffic. Council Action None. Streets & Garbage. Council Action None. Lake, Buildings & Grounds. Council Action 261 ~r 262 Page 4 City Colmcil meeting; 12-17-02 COMMUNICATIONS FROM MAYOR BOHLER. Wished everyone a Merry Christmas and a Happy New Year! This is the last meeting of the year and the next one is January 7'" 2003. Mayor Bohler welcomed the new business in town of C.J. Flowers & More at 5 East Ash Street. Mayor Bohler congratulated the 7`" grade Basketball Girls Team on winning their tournament. Mayor Bohler also congratulated the St" grade on their victory. OLD BUSINESS: ORDINANCE -ABATING ALL OF THE BOND LEVY FOR THE 2002-2003 FISCAL YEAR ($1,500,000 PRINCIPAL AMOUNT ALTERNATE REVENUE BONDS SERIES 2002). Second reading, read by title. Motion and second by Aldermen Hartford/Carl, the ordinance be placed on its passage. Roll call. AYES - Aldermen Fillingham, Shores, Meade, Carl, West, Sarff, Hartford. NAYS -None. 7 AYES, 0 NAYS, 1 ABSENT. Motion carried. Ordinance being #1741. ORDINANCE -AMENDING ORDINANCE NUMBER 959 ENTITLED, "AN ORDINANCE INITIATING AND COOPERATIVELY DESIGNATING AN ENTERPRISE ZONE." Second reading, read by title. Motion and second by Aldermen Sarff/West, the ordinance be placed on its passage. Roll call. AYES - Aldermen Hartford, Sarff, West, Carl, Meade, Shores, Fillingham. NAYS -None. 7 AYES, 0 NAYS, 1 ABSENT. Motion carried. Ordinance being #1742. ORDINANCE -ESTABLISHING THE POSITION OF PUBLIC WORKS DIRECTOR FOR THE CITY OF CANTON, ILLINOIS. Second reading, read by title. Motion and second by Aldermen CarUFillingham, the ordinance be placed on its passage. Roll call. AYES -Aldermen Fillingham, Shores, Meade, Carl, West, Sarff, Hartford. 7 AYES, 0 NAYS, 1 ABSENT. Motion carried. Ordinance being #1743. ORDINANCE -AMENDING AND RESTATING TITLE 6, CHAPTER 1, SECTION 1 OF THE CANTON MUNICIPAL CODE ALLOWING THE POLICE DEPARTMENT 4 POLICE LIEUTENANTS. Second reading, read by title. Motion and second by Aldermen West/Hartford, the ordinance be placed on its passage as amended. Discussion. Alderman Meade asked if the ordinance has an oversight or meant to be that way, there is no language for `council approval.' Ron said it is just an oversight. Roll call. AYES -Aldermen Hartford, Sarff, West, Carl, Meade, Shores, Fillingham. 7 AYES, 0 NAYS, 1 ABSENT. Motion carried. Ordinance being #1744. ORDINANCE - ESTABLISHING THE POSITION OF SYSTEM MAINTENANCE SUPERINTENDENT FOR THE CITY OF CANTON, ILLINOIS. Second reading, read by title. Motion and second by Aldermen Hartford/Fillingham, the ordinance be placed on its passage. Roll call. AYES - Aldermen Fillingham, Shores, Meade, Carl, West, Sarff, Hartford. 7 AYES, 0 NAYS, 1 ABSENT. Motion carried. Ordinance being #1745. NEW BUSINESS: 263 Page 5 City Cotmcil meeting 12-17-02 ADJOURNMENT: Motion and second by Aldermen Hartford/West, to adjourn. Voice vote, motion carried. The regular scheduled council meeting adjourned at 7:07 p.m. ,,// ~ . L'~ ~, Nancy T es, City C er _._~_ APPROVED: ~ Je M. Bohler, Mayor