HomeMy WebLinkAbout05-25-2010 Mechanical minutesMECHANICAL COMMITTEE
OF CANTON CITY COUNCIL
Tuesday, May 25t", 2010
The Donald E Edwards Way
Historic Depot 50 N. 4t" Avenue Canton IL
Those in attendance: Aldermen Gerald Ellis, Jorge Rivero, Dave Pickel, Jim
Hartford, Rick Reed, Larry Sarff, Craig West and Eric Schenck. Others in
attendance: Mayor Kevin Meade, Deputy City Clerk Diana Tucker, City
Treasurer Aaron Anderson, City Attorney Chrissie Peterson, City Administrator Jim
Snider, Deputy Police Chief Rick Nichols, Public Safety Director Mike Elam, ESDA
Director Phil Fleming, City Engineer Keith Plavec, Joe Ginger Video Service. In
the audience from the Daily Ledger John Froehling, and Fulton County
Democrat Stacey Creasy also present: Firefighter Dan Oaks.
Mayor Meade called the meeting to order at 6:30 p.m.
Public Safety & Traffic
Alderman Jim Hartford, Chairman
Police Report
Deputy Chief Rick Nichols Reported:
Criminal Arrests:
Your police department arrested 85 persons for violations other than routine traffic
arrests.
The following is a three-year comparison of criminal arrests:
2010 - 85
2009 - 53
2008 - 56
The Rotary Club sponsors an awards banquet each year. The following awards are
presented to various employees each year. This year's awards are as follows:
Josh Wages -Policeman of the Year
Jenise Jones - Telecommunicator of the Year
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Jack Popaenhagar -Auxiliary Officer of the Year
Jolena Trone -Chief's Award
Special training reported:
Kelly Watson /Jana Eveland -Attended 2010 National Academy of Emergency Dispatch
'Navigator'
Tobacco Compliance Check
The Police department performs a tobacco check by having minors attempt to
purchase tobacco in various stores. This year's tobacco check is the first time throughout
the history of the program that resulted in no violations. This check is performed three
times per year, and is covered under a state grant.
Street Light update
Deputy Chief Rick Nichols reported that the third shift employees are gathering
information regarding street lights that are out, and reporting that information directly to
Ameren.
K-9 Unit/School Searches
Rick Nichols reported that the police department currently visits the schools several times
during the year, and requires a considerable amount of planning and organizing with
other agencies. The police department would be available at anytime for spot checks
upon request, but a full search takes planning and organizing.
Animal Control
Alderman Reed requested a comparison on calls made by Drake Wilson as the animal
control officer. The comparison should be with the number of calls made from current to
the previous year.
Fire Report
Public Safety Director Mike Elam met with the command staff and said he has good
cooperation with the entire department.
The Public Safety 8~ Traffic Committee adjourned 6:40 p.m.
Streets & Garbage
Alderman Craig West, Chairman
Parking Fulton Sauare/Lewis Pharmacy
City Engineer, Keith Plavec distributed the Lewis pharmacy and the Goodwill drawing for
review. The Cook group is requesting an entrance from the parking lot onto Main Street.
Creating this entrance would result in two parking spaces being eliminated on the street,
but formal parking spaces would be in the lot totaling approximately 36 spaces. One
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handicap space would remain on the street, and an additional handicap space would
be provided in the parking lot.
Motion and second was made by Alderman Ellis/Hartford to send the request for an
entrance from the parking lot onto Main Street for Lewis Pharmacy to Council.
The motion carried by voice vote and was unanimous.
Downtown Traffic Patterns
City Engineer Keith Plavec distributed information showing Chestnut Street being opened
back up on the square, and a proposed one-way street in the downtown area. The
state is currently improving Locust Street and is starting their actual design. The State
plans to have this out for bid in January. The state will need to know the plans in the
downtown area intersection so plans can begin. Keith further explained that if the city
decides to have a one way traffic pattern, but would decide to change this in the future,
traffic lights previously removed would become the responsibility of the city to replace at
a cost of 100%. At this point IDOT would place this in their plans and would cover this at
100%
The advantage of a one way traffic pattern in the downtown area would be to reduce
congestion, and improve parking and traffic flow. The one-way traffic pattern would
create an outside lane to exit the downtown area, and the inside lane would allow
traffic to move freely around the square.
The plans for the downtown pattern are being discussed with the Cook Group- and they
are in favor of the plans. The Mayor discussed an arch way entrance to the downtown
area with the Cook Group. This entrance would create a favorable entrance for people
entering our downtown area.
Keith would be discussing plans with IDOT and would like to discuss more at next week's
meeting.
Parkins Fulton Square- Goodwill
City Engineer, Keith Plavec explained that what is requested is to move the drop off door
from the east side of the building to the west side of the building, and move the
transformer off of the sidewalk into the parking area. Moving the transformer to the
parking area would result in a loss of two parking spaces. Moving the drop off door to
the west side of the building would result in one additional parking space loss.
Keith Plavec further explained that currently the old Feaster's lot is being reviewed for
additional parking spaces. This lot could provide between 10-14 additional parking
spaces.
Motion and second was made by Alderman Hartford/Ellis to send the request to move
the drop off door from the east side of the building to the west side of the building and
move the transformer to the parking area.
The motion carried by voice vote and was unanimous.
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Handicap Parking
Alderman Hartford received a phone call from Love Inc. located at 35 Y2 South Main.
An employee has difficulty parking and would like to have a handicap parking space
on the East Side of South Main. Alderman Hartford asked Rick Nichols to research the
possibility of adding a handicap parking space and bring the information to council.
The Streets 8~ Garbage Committee adjourned at 7:03 p.m.
Lake, Buildings & Grounds
Alderman Rick Reed, Chairman
Audit/Bids
City Administrator Jim Snider explained that Hocker and Fitzgerald will no longer be able
to conduct our annual audit due to staffing issues. Jim Snider would like to prepare an
RFP and bring to Council next week for review. The contract would be for a three year
term. The City will advertise- and reach out to some firms used by other municipalities for
annual auditing.
Motion and second was made by Alderman Ellis/West to prepare an RFP for our annual
auditing service and bring back to Council for review.
The motion carried by voice vote and was unanimous.
Comptroller Position Description
City Administrator Jim Snider reported that a job description was distributed for the Clerk,
Treasurer and for the new position of Comptroller. These descriptions will give a good
overview, and allow the public to understand how these positions operate. Jim Snider
reported that the Comptroller position will provide the city accounting supervision. This
position will be the chief accounting employee. The last audit stated that one of the
material weaknesses was the lack of redundancy and cross training.
Jim Snider explained the duties of the Clerk as follow:
CITY CLERK
The following duties for city clerk are required by the Illinois Municipal Code (65 ILCS
5/3.1-35-90) and the Canton Municipal Code (Title 1, Chapter 9). As these duties are
prescribed by state statute, they cannot be altered by the local municipal code.
1. The clerk is to keep the corporate seal. (3.1-30-90a; 1-9-4)
2. The clerk attends all meetings of the corporate authorities, keeps minutes and serves
notices of meetings. (3.1-30-90a; 1-9-3)
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3. The clerk delivers papers at the adjournment of each council meeting (i.e. the
clerk makes the minutes available to the council for approval and within 7 days of
approval, makes the minutes available for public inspection) . (3.1-35-90a) (1-9-7)
4. The clerk shall prepare official papers (i.e. licenses, permits, etc.). (Section 1-9-8
and 1-9-26 and 3.1-30-90b)
The following duties for city clerk are required by the Canton Municipal Code (Title 1,
Chapter 9) and supported by the Illinois Municipal Code Section that allows the
municipal clerk to have "other duties prescribed by the corporate authorities" (65
ILCS 5/3.1-35-90(b)). Therefore, these duties can be altered and additional duties
can be imposed in their place or in addition to the items listed below.
5. The clerk records ordinances. (1-9-5)
6. The clerk publishes ordinances. (1-9-6) (This would include fhe book and online
format).
7. The clerk prepares official papers (i.e. licenses, permits, etc.). (1-9-8)
8. The clerk serves as the local election official. (1-9-10, 1-9-1 1)
9. The clerk has general supervision over all city personnel who receive, collect and
disburse revenues and who collect revenues. (1-9-12) (This provision would become
null and void upon appointment of a comptroller)
10. The clerk makes an annual expense estimate for the annual appropriation
ordinances-(null and void now that the City has transitioned to a budget format). (1-
9-13)
11. The clerk keeps a record of any city bonds (public official/insurance bonds, etc.).
(1-9-14)
12. The clerk keeps a record of all city revenue, and of each fund, and credits with
all receipts and charges with all warrants. (1-9-15)
13. The clerk makes a monthly report to council on the condition of each fund. (1-9-
17)
14. The clerk revises and audits all accounts/claims approved by the council. (1-9-18)
15. The clerk keeps a list of all warrants drawn upon the city treasurer. (1-9-20)
16. The clerk keeps a record of city elections and appointments. (1-9-21)
17. The clerk shall perform other duties as imposed by ordinance or resolution of the
council. (1-9-23)
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18. The clerk keeps an account of all fees collected and pays over to the city
treasurer at least weekly. (1-9-25).
I propose the following changes to the Canton Municipal Code to better reflect the
current and future duties of the City Clerk:
Eliminate #q &# 10. These two duties will becon7e null and void upar7 appointment of
a comptroller.
Eliminate =#~-1-, # 12,# 13,and # 14 above .These responsibilities actually fall under the
Illinois Municipal Code for the City Treasurer.
Add -The monitoring and process of payroll information including payroll checks,
time sheets, absences, vacation, personal and sick time accrual. This would be a
primary responsibility of the City Clerk.
Add -Process purchase orders and invoices; verify purchase orders with invoices;
research invoice discrepancies; process and distribute payments as requested. This
would be a primary responsibility of the City Clerk-once the comptroller is hired and
becomes familiar with the system, these duties will shift to the comptroller- and
become the primary duty of the comptroller.
Add -Serve as initial liaison with employee benefit program.
Add -Serve as initial liaison with city's wellness program.
Add -Serve on city's health insurance committee.
Add -Provide back-up to City Treasurer's statutory responsibilities.
Serve as designated FOIA officer for the City.
Serve as IMRF authorized agent
Motion and second was made by Aldermen Hartford/West to send the
recommendations for the Clerk position to Council.
The motion carried by voice vote and was unanimous.
City Administrator Jim Snider explained that the City Treasurer's position is described
by the Illinois State Statute. The City is not allow to put additional duties on the
Treasurer's position. Warrants are considered "bills" and the Treasurer can become
responsible to submit the bill list monthly to the Council.
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The following was distributed on the Treasurer's position:
CITY TREASURER
The following duties for city treasurer are required by the Illinois Municipal Code (65 ILCS
5/3.1-35-40 thru 65 ILCS 5/3.1-35-85) and the Canton Municipal Code (Title 1, Chapter 11).
As these duties are prescribed by state statute, they cannot be altered by the local
municipal code.
1. The treasurer shall receive all money belonging to the city (3.1-35-40a; 1-1 1-2); shall
keep a separate account for each fund (3.1-35-40b; 1-11-2); shall give receipts and file
copies of receipts with clerks and shall pay the money specified in the warrant to the
person designated by the warrant (3.1-35-40c; 1-1 1-2) .
2. The treasurer shall give a monthly report with all money received and expended, with
all warrants (bill list) redeemed and paid by the treasurer, treasurer shall keep a register
of all warrants (3.1-35-45 and 60; 1-11-3 and 1-11-10).3. The treasurer should deposit
money and must comply with the requirements of the Public Funds Investment Act (3.1-
35-55; 1-11-6) .
4. The treasurer shall prepare an annual report (5/3.1-35-65; 1-1 1-11).
5. The treasurer shall file a copy of the taxes collected with the county (3.1-35-65).
6. The treasurer shall collect all special assessments (3.1-35-85; 1-1 1-4) .
One item in the statutory responsibility that needs clarification is the reference number 2
above - "The treasurer shall give a monthly report...with all warrants redeemed and paid
by the treasurer..." The "warrants" are better defined as the bills. This report is now
prepared by the Clerk's office. I recommend this report be prepared by the treasurer,
per this statutory reference.
Additionally, from a technical point of view, the "warrants redeemed" could also
include the weekly payroll since it is a payment like the rest of the bills. I recommend the
city treasurer be trained to back-up the city clerk in the payroll process.
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COMPTROLLER
City Administrator Jim Snider explained that the comptroller will be the chief accounting
officer for the city. This person will establish an accounting system for the city and
provide maximum control over all of the city functions.
The following was discussed and reviewed:
PURPOSE OF THE POSITION
Under the general direction of the City Administrator. Oversees all of the financial
accounting of the various departments of the city.
ESSENTIAL DUTIES OF POSITION
The following duties are normal for this position. These are not fo be construed as
exclusive or all inclusive. Other d uties maybe assigned.
• Serves as chief accounting officer for the City.
• Establishes accounting systems to provide maximum control over all city financial
transactions.
• Supervises the preparation of monthly budget and financial reports to inform the
City Administration and Council of financial conditions of the various
departments.
• Oversees the balancing and reconciliations of all City accounts as prepared by
the City Treasurer.
• Primary function of managing the accounts payable system. Reviews
disbursements by the City Clerk and City Treasurer to assure correct coding for all
bills.
• Reviews schedule of debt retirement payments concerning General Obligation
bond issues and special assessment projects and maintain related records
prepared by the City Treasurer.
• Coordinates the payroll function and all related employee benefit transactions
performed by the City Clerk and City Treasurer.
• Maintains files and reports on a regular bases TIF financial activity and related
grant administration reports.
• Assists the City Administrator in preparation of the annual budget, including
revenue estimates, preparation of budget instructions, estimate forms and time
schedules.
MINIMUM TRAINING AND EXPERIENCE REQUIRED TO PERFORM ESSENTIAL FUNCTIONS
Bachelor's Degree with major course work in accounting. Masters Degree and CPA
preferred. Three years professional experience in governmental accounting, or five years of
general accounting experience. Any equivalent combination of experience and training
that provides the required knowledge, skill and abilities.
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MINIMUM ABILITIES REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Abilities
• Working knowledge of computers and electronic data processing.
• Working knowledge of modern office practices and procedures.
• Working knowledge of governmental accounting principles and practices
• Ability to perform arithmetic computations accurately and quickly.
• Ability to communicate effectively verbally and in writing
• Ability to establish successful working relationships
• Ability to work under pressure and/or frequent interruptions.
Tools and Equipment Used
• Personal Computer
• Proficient in Microsoft Office
• 10-key calculator
• Phone
• Copier
• Fax machine
Language Skills and Interpersonal Communication
Requires effective communication skills and the ability to provide assistance to
customers (external and internal). Requires the ability to write and speak effectively
with fellow employees, City Council, and the general public; read in English, apply
common sense understanding to work process, procedures, programs and services;
and to provide and follow verbal and written instructions. Requires the ability to
work as a member of a team in order to accomplish tasks; the ability to establish
and maintain effective working relationships with other employees and the general
public.
Physical Demands
The physical demands described here are representative of those that must be met
by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit
(90%) and talk and hear. The employee is occasionally required to walk (5%), stand
(5%), use hands to operate, handle, or feel objects, tools, or controls, and reach
with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision
abilities required by this job include close vision and ability to adjust focus.
Selection Guidelines
Formal application, rating of education and experience, oral interview and
reference check, job related tests may be required
Must be able to pass the physical exam and drug screen, and be cleared through
a background test.
Jim Snider further explained that the comptroller would be responsible to give more
detailed financial reports. Jim explains that "another set of eyes" is going to be
obtained by having a comptroller.
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Jim explained that the City has received some applications from individuals that
seem very qualified to step into this position.
In our last audit it was reported the lack of an accounting manual. Jim Snider
stated that the comptroller could be responsible to create this manual for the city.
Alderman Eric Schenck expressed concerns about the language in the job
description for the comptroller. Much of the language uses terms of supervise,
oversee, review, and manage. Eric would like to see language added to
demonstrated actual job performance that the comptroller will be responsible for,
rather than just supervising and overseeing various areas. Eric wants to know if the
job description means "do stuff-not look at"
Jim stated he would be happy to add the clarifications of the essential functions-
and doing specific jobs.
Motion and second was made by Aldermen Ellis/Hartford to make the changes
and clarifications in the job description and bring to Council for consideration.
The motion carried by voice vote and was unanimous.
Lake work-session
Alderman Rick Reed mentioned that a meeting will be held Wednesday, May 26t"
at 6:OOpm at the depot to discuss lake improvements.
The Lake, Buildings 8~ Grounds Committee adjourned at 7:50 pm
Public Works, Water & Sewer
Alderman Gerald Ellis, Chairman
• Humane Society Water Bill
This item will be brought back to the finance committee in two weeks.
• MFT Sidewalk Program
City Engineer, Keith Plavec explained the authorization of $5,000.00 for the
sidewalk program again this year. The program is 50/50- and is based on a first
come first serve basis. In the past years this came from the MFT accounts, but two
years ago it may have been from the general fund.
Alderman Eric Schenck expressed concerns about using the resources in the MFT
funds, and a way to maintain the funds in the MFT account.
Clif will prepare a report and bring back to the next finance committee for
review.
• 2010 MFT Roadway Update
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Keith Plavec discussed the projects listed under 2010 MFT maintenance program and
the estimated cost along with the suggested improvements.
Clif O'Brien stated that the worse streets are Lynn Street ,Avenue A, and Main Street.
Currently enough funds are budgeted for Lynn Street and Avenue A maintenance.
Clif will work with Keith to prepare a report and will bring it back to the next finance
meeting.
City Administrator Jim Snider will bring information back to the next finance
committee regarding the sales tax increase
Proposed Radial Collector Well Application for Payment # 17 from Reynolds
City Engineer, Keith Plavec reported that the application is in the amount of
$121,862.1 1. This project will be 96% complete and will paid out of bond funds. The
remaining work is in the parking lot area and electrical work. The start date
anticipated is June 21-22nd. Inspections are scheduled for later in June.
Motion and second was made by Aldermen Ellis/Hartford to send pay application #
17 in the amount of $121,862.11 to Council for consideration.
The motion carried by voice vote and was unanimous.
Lime Slaker and Accelator Rehab Project Application for Payment # 5 from
Leander Construction Inc.
City Engineer Keith Plavec reported the project start- up date to be around June 2nd,
the week following the lime Slaker startup will take place. The pay request is
$79,169.42. The project is at 59% complete and would be paid from bond funds.
Motion and second was made by Aldermen Ellis/Reed to send the application # 4
from Leander Construction in the amount of $79,169.42 to Council for consideration.
The motion carried by voice vote and was unanimous.
61 East Side Square Application for Payment #8 from Leander Construction
Inc.
Keith Plavec reported that the pay application is in the amount of $134,419.00 and
makes the project 91% complete. Anyone interested in viewing the project can
arrange for an open house tour. The city will be able to advertise for potential buyers.
Keith Plavec explained that one of the suppliers of a subcontractor has notified
Maurer and Stutz and informed them that they have not been paid in full. The
subcontractor stated that if this is not worked out they would place a lien on the
property. Keith visited with Leander about the situation, and they are aware of the
issue. Keith further explained that currently there is a retainage in the amount of
$50,000.00 and would hold an additional amount. Keith stated that we must
continue to protect the City so liens are not placed in the property.
Motion and second was made by Aldermen Ellis/Reed for payment # 8 in the
amount of $134,419.00 to Leander construction, and follow up by Keith on the
payment not received be made and sent to Council for consideration.
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The motion carried by voice vote and was unanimous.
Proposal for Professional Services for General Engineering 2010/2011 from
Maurer and Stutz Inc.
City Engineer Keith Plavec explained that the agreement is in the amount of
$3,000.00 per month or $36,000.00 per year. The proposal is a time material contract
and offers a 15% discount for the City.
Motion and second was made by Aldermen Ellis/Hartford to send the proposal for
professional services for general engineering for 2010/201 1 from Maurer and Stutz to
the Council for consideration.
The motion carried by voice vote and was unanimous
Discussion of WWTP Property
City Engineer Keith Plavec explained that he distributed a memo to discuss the
potential of selling a portion of City owned property near the City of Canton West
Side Wastewater Treatment Plant. The property in question is located south and west
of the City's wastewater treatment facility's excess flow basin and is split by Big
Creek. Discussion took place regarding concerns with selling the property. Keith
stated that he does not recommend that the City consider selling any of the property
it owns near the wastewater treatment facility. The current facility is land locked and
they do not feel it would be in the City's best interest to reduce the land available for
potential future needs.
Alderman Schenck explained that the City needs to do a better job with placing
signs on our property to better define the boundary of the City property.
Reduced fees for City Treasurer's Water Bill
City Administrator Jim Snider explained that City Treasurer Aaron Anderson owns
property located at 534 East Chestnut in Canton. Aaron said he was working on the
property and accumulated a bill in the amount of $295.47, which includes $133.06 in
penalties and other charges. The water to this property was shut off due to the
outstanding balance. Jim allowed Aaron to make the payment for the principal
amount due to have the water turned back on, and have the Council make the
determination about the late fees and other penalties. WTP Greg Pollitt explained
that in this situation the owner would be responsible for all costs. Alderman West
asked if Aaron was receiving the bills. Aaron explained he did receive the bills, but
he was fixing up the property and the smaller bills like this he tried to stretch out as
much as he could to save on interest expense-and this just fell by the way side. It
was determined that Aaron would be responsible to pay the fees and penalties.
Mayor Meade reminded everyone of Nancy White's reception to be held Thursday,
May 27th from 4:00-6:00 p.m. at the depot.
Public Works, Water and Sewer Committee adjourned at 8:30 p.m
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Executive Session
To discuss police and public works negotiations and personnel
No items needed to be discussed in executive session. Alderman Larry Sarff stated that
executive session to discuss for negotiations will be held Thursday, May 27th at 6:00.
Being no further business the mechanical committee meeting adjourned.
ec -., `S cretary, ~`
~'~`~_~
Diana Tucker
Deputy City Clerk
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