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HomeMy WebLinkAbout10-13-2009 Clerical CommitteeA regular meeting of the Canton City Council Clerical Committee was held on October 13, 2009 in Council Chambers located at 50 North 4t" Avenue, Canton, Illinois. Mayor Kevin R. Meade called the meeting to order at 6:30 p.m. Aldermen in attendance -Rick Reed, Eric Schenck, Craig West, Larry Sarff, Jorge Rivero, Gerald Ellis, Jim Hartford. Absent -Alderman Jason Strandberg who resigned September 22, 2009. Also in attendance -Mayor Kevin R. Meade, City Clerk Nancy Whites, City Treasurer Aaron Anderson, City Attorney Chrissie Peterson, Police Chief W. Dan Taylor, Fire Chief Bonnie Cremer, Public Works Director Clif O'Brien, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, City Administrator Jim Snider, System Maintenance Supt. Bill Terry, Street Supt. George Spahn, and John Lund who is videotaping the meeting for Joe Ginger. In the audience was news media of WBYS Radio Mark Bixler, Daily Ledger John Froehling; SRPED Executive Director Mark Rothert, ESDSA Director Phil Fleming, and fire fighter Mark Hanlin. Finance Committee. Council Action Bills. Alderman SarFF made the motion all bills presented be forward on to council for approval, and was seconded by Alderman Rivero. Discussion. City Administrator Jim Snider noted that on page 5 of the bill list please note a payment to ID network in the amount of $3,195.00. This payment was incorrectly coded to 1- 51-443: Police Department Operation Budget. It is to be paid out of the gaming fund proceeds. The motion was by unanimous voice vote. Treasurer's Report. City Treasurer Aaron Anderson highlighted his report with the following - General Fund - Revenue Y-T-D $2,647,071.00 with Expenditures Y-T-D- $2,461,927.00 with Revenue Expenditures $185,143. Last month we were down in surplus and the reason was a problem of receiving Income Tax from the state. And I finally did receive some funds. The real estate tax money was received of a 1 payment in the amount of $343,000.00. Expecting % million by year's end. I placed the balance of the IH fund back into the General Fund. Alderman Sarff made the motion to refer the Treasurer's Report to council, and was duly seconded by Alderman Schenck. The motion was by unanimous voice vote. Purchase of two in car video recorders. Police Chief W. Dan Taylor commented that at the beginning of the year, the police department budgeted $4,025 for an in car video recording system for a squad car. After the budget was approved, I applied for an equipment grant through the Illinois Criminal Justice Information Authority for two in car video systems. I received notice that we have been awarded the grant. The grant covers 75% of the cost of two in car video recorders and is for the amount of $6,038.00. The City would then be responsible for 25% or $2,012.00. We would be getting two in car video recorders valued at $8,050.00 for $2,012.00 by utilizing this grant opportunity. Again, $4,025.00 was budgeted and we would only be using $2,012.00 of the budgeted amount. Dan is asking to purchase two DVM500 Digital in Car Video Recorders from Digital-Ally Inc., for the price of $8,050.00. Alderman Sarff made the motion to forward the request on to council for their approval, and was duly seconded by Alderman Rivero. The motion was by unanimous voice vote. Purchase of one small pick-up-truck with new utility/service box. Wastewater Treatment Plant Supt. Joe Carruthers requested to purchase of (1) used small pick-up truck, and (1) new utility/service box. Currently the 10 person staff at the plant utilizes two % ton four-wheel drive trucks for all of our needs and operations. By purchasing a small truck, I believe we could save significant maintenance wear on both of the % ton vehicles that are used daily for road travel. In addition, and of importance, is that the staff would not need to continue rearranging their daily work assignments, while waiting for a truck to become available. The new small truck would be used mostly for daily and nightly out rounds. (Ethanol plant, prison, all stations, sample collection, etc.) In addition to the truck, I would like to equip our oldest % ton pick-up with a service box from Koenig of Peoria. This truck would then be tooled for the servicing and repairing of lift stations and both plants. z Appropriated is $15,000 in the Wastewater Plants 2008-2009 budget for a vehicle. My proposal if you agree is to buy a good used small truck locally, and with the remaining budgeted funds left, purchase the utility box. Alderman Ellis asked Joe if he had checked the state bidding. Joe said he had not, but would. Alderman Schenck made the motion to forward the request on to council for Joe Carruthers to bring prices for a new and used small truck, and was duly seconded by Alderman Sarff. The motion was by unanimous voice vote. Three roofs WWTP bids to be opened. Alderman Sarff made the motion to have the City Clerk open the bids, and was duly seconded by Alderman Schenck. The motion was by unanimous voice vote. City Clerk reported one bid was received and the bidder is Holthaus Construction Services at 875 E. Linn Street, Canton, II in the amount of $26,850.00. Alderman Sarff made the motion send to staff for their review and report given at council meeting, and was duly seconded by Alderman Rivero. The motion was by unanimous voice vote. Purchasine Policy. City Administrator Jim Snider stated that the purpose of this document is to provide a purchasing policy and procedure as guidance for the City of Canton's operating departments in procuring goods and services. This policy is intended for use by City personnel as a general reference and will be revised for departmental distribution as policies and procedures require revisions or clarification. The City Council may by a 2/3 majority vote to waive bids and negotiate purchases. The City currently utilizes the State threshold for sealed bids. Effective August 5, 2005, Public Act 94-0435 increased the municipal bid threshold from $10,000 to $20,000. Procedure: The Mayor and each department head shall be responsible for purchasing items up to their respective limits while following these prescribed procedures for his/her department. All purchases must meet department requirements and are to be purchased at competitive prices. 3 It is the desire of the City to purchase from Canton vendors whenever possible. This can be accomplished by insuring that local vendors who have goods and services available which are needed by the City are included in the competitive shopping process which will precede most purchases. The City has a responsibility to its residents, however, to insure that the maximum value is obtained for each public dollar spent. The City Purchase Order Form must be completed and signed by the Department Head by entering the necessary data under the procedures established in this policy. City credit cards are issued to certain City employees to be used for official city business only. Each card has a limit ($500/$2500) which is paid in full by the City each month. Receipts for all charges must be submitted with a cover purchase order for said purchases upon receipt of the monthly statement before being submitted to the Deputy Clerk/Treasurer. Under no circumstances may City credit cards be used for personal purchases or cash advances. If it is determined that a card has been used inappropriately, the card will be immediately cancelled and full reimbursement for those charges will be made to the City. If a card is lost or stolen, the City Administrator should be notified immediately so that the card can be cancelled. All bills submitted to the Deputy Clerk/Treasurer for payment by each department must be accompanied by a completed purchase order. Each Department Head shall submit bills on a weekly basis each Friday by noon to the Deputy Clerk/Treasurer. Once the Deputy Clerk/Treasurer reviews said purchase order for accuracy, it is submitted to the City Administrator for review and signature. No bill is to be added to the bill list for Council approval unless said purchase order is completed and signed by all parties. Generally, bills are paid once each month after approval from council. In some instances, the deadlines for payment do not coincide with the date of the council meeting where bills are approved. In any instance where early approval of bills can avoid penalties/late fees/finance charges or where discounts can be obtained 4 for early payment, the City Administrator is authorized to approve the early payment of said bills. Jim also mentioned of needing a good travel policy and will bring one later on. Alderman Sarff said this is a good place to start and we can add to it. If anyone has something to suggest you can contact Jim Snider. Alderman Sarff made the motion the Purchasing Policy to be forward on to council for their approval, and was duly seconded by Alderman Rivero. The motion was by unanimous voice vote. Police/Fire Commission Trainine Conference. City Administrator Jim Snider said this is a request for Chief Taylor and Commissioner Jump to attend the fall training seminar of the Illinois Fire & Police Commissioners Association. Registration fees are $740.00, Hotel $250.00, Meals $100.00, for a total of $1,090.00. Jim said this is a budgeted item. Alderman Sarff made the motion to forward the request on to the council meeting, and was duly seconded by Alderman Rivero. The motion was by unanimous voice vote. Site Utility Work -Cook Medical Project. Keith Plavec from Maurer Stutz Inc. spoke about the development agreement between the City and Cook Group states that the City will be responsible to pay for installing utilities to the project site. The City will be taking care of water and storm sewer under future roadway contracts on the proposed 3~d Avenue. Sanitary sewer already existed along Elm Street and no additional work was required. The electric along Elm Street is all overhead in the area of this project. The Cook Group decided that they would rather have underground electric versus aerial electric. Cook Group coordinated this work with AmerenClPS and paid for all of this work and seeks no reimbursement with the exception of a power pole that would have had to have been relocated anyway with the proposed 3~d Avenue roadway project. We contacted AmerenClPS and asked them to break out the relocation of the one power pole from the lump sum charge, to place everything 5 underground. AmerenClPS provided a price quote in the amount of $9,916.95 to do this work. As stately previously, the Cook Group has already paid for the relocation of this power pole and is seeking reimbursement. A new gas main will be required along 3rd Avenue south of Elm Street to serve not only the building currently being constructed but also a future building to the south if constructed. AmerenClPS had provided a proposal to Heinz Associates LLC who is Cook Groups mechanical engineer for the installation of a 4-inch gas main 580 feet south of Elm Street. The proposed cost is $13,005.52. We subsequently asked AmerenClPS to provide a price quote to install an additional 400 feet of 4-inch gas main so that the installation would not be required in the future for a building to the south. AmerenClPS has provided a price quote in the amount of $5,895.51 to do this work. In summary, the following utility costs need to be considered by the City Council: • Relocation of power pole south of Elm Street and west of 3rd Avenue - $9,916.95 (Paid to Cook Group) • Installation of 580 feet of 4-inch gas main - $13,005.52 (Paid to AmerenClPS) • Installation of 400 feet of 4-inch gas main -$5,895.51 (Paid to AmerenClPS) Total to AmerenClPS = $18,901.03 Keith said the funding will come from IH TIF. Alderman Sarff made the motion to allow reimbursement cost to Cook Group in the amount of $9,916.95, and refer to council for approval, was duly seconded by Alderman Rivero. The motion was by unanimous voice vote. Alderman Schenck made the motion to approve of payment of installing 580 feet of 4-inch gas main for $13,005.52; and also, installing 400 feet of 4-inch gas main for $5,895.51, and paid to AmerenClPS, and refer to council for their approval, was duly seconded by Alderman Sarff. The motion was by unanimous voice vote. Maurer Stutz Inc. gave a copy of all invoices for the month. Discussion was not held, nor were any questions asked. 6 Discussion held on Fire Apparatus Sales Agreement. (Not on the agenda.) Fire Apparatus Sales Agreement between the City of Canton and Reliance Hose Company NO. 1, a volunteer fire protection department, located at 333 West Main Street, Elizabethville, Pennsylvania under the terms and conditions set forth. The vehicle is a 1995 Freightliner for a total purchase price of $50,000.00. A ten percent (105) down payment of $5,000.00 will be paid to seller upon execution of this document. And the remaining balance of $45,000.00 will be paid upon delivery of the vehicle. Delivery of the vehicle, and Buyer shall take possession of same, at Seller's place of business on or before July 1, 2010. It is Seller's duty to ensure that the vehicle is delivered in substantially the same condition as when last inspected by the Buyer. Odometer in the vehicle now reads approximately 9500 miles and the best of Seller's knowledge it reflects the actual mileage of the vehicle described. Delivery is to be made in the same condition as when last inspected by the Buyer (September 9, 2009). City Administrator Jim Snider said the age of the truck makes this a good price. My concern it is three states away. Recommend if purchase pay out of the Depreciation Account. Alderman Schenck asked do we have the option of walking away from the deal if the apparatus is damaged. Bonnie answered yes! City Attorney Chrissie Peterson said after three days we have the apparatus, we have the right to return it without reason. Alderman Schenck said to add on the agenda next week's council meeting for discussion. City Attorney Chrissie Peterson remarked that a class will be held tomorrow from 9 -10 a.m. for updates on the new law for FOIA/OMA. The City and Heyl Royster law firm are hosting the event at the Depot, 50 North 4t" Avenue. The Finance Committee adjourned at 7:24 p.m. Legal & Ordinance Committee Council Action Economic Development Proeram Plan for Third Avenue extension bids. Bids were cancelled. The Legal & Ordinance Committee adjourned at 7:24 p.m. Community & Industrial Development Committee. Council Action Update from Mark Rothert SRPED Executive Director. Mark Rothert gave his Economic Development Briefing - Downtown/former IH Site: • Cook Canton announced a new open position for Manager of Human Resources. The job description and application instructions are found at www.cantonillinois.or~/cookcanton. • Downtown facade program -selected property owners are going out to obtain bids for their facade enhancements. • Met with historic architects to get three more facade drawings to help downtown business owners on their facade project. • Facilitated a brainstorming session with Canton Main Street members. • Worked on TIF projections with city staff and TIF Administrators. Special Events/Tourism: • Drove the Canton section of the Illinois River Road National Scenic Byway to check for Byway directional signs. Most directional signs are not up across the Byway and the organization is working with IDOT to get them up. Business Attraction and Support: • The SRPED is working with the following business development opportunities. Please call me if you would like to talk privately about any of these: • Met with a small start up firm out of Peoria dealing with agriculture and biometrics to measure the safety of food all the way through the food chain from the source to market. 8 • National chain retailer looking to expand in Canton. • A local restaurant is looking to expand in IH TIF; worked with property owner and city staff on TIF projections. • Met with representatives of regional retailer looking to expand to Canton. Grant Work: • Worked with WIRC on Illinois Housing Development Authority grant application surveys for housing rehabilitation funds. • We did not receive IDOT Transportation Enhancement Stimulus Act grant funds. However the original round of funding has not been awarded and we are still eligible. • Reviewed FHWA TIGER discretionary grant for 336 Coalition for infrastructure on IL Rt. 336. The 336 Coalition requested $66 million to help move the project along. • Performed grant administration and reporting for DCEO, USDA, and Hotel/Motel tax grants. Other: • Made numerous business visits • SRPED Board meeting on October 4, 2009 • Drafted a memo concerning use of Industrial Park TIF funds to the City Administrator. • Presented at the Retirees Leading Academy. • Attended the International Economic Development Council. • Currently working on property inventory Mark Rothert mentioned that Shannon Duncan will be in town tomorrow for the facade grant. Hotel/Motel update was given to you for your information. The Canton Main Street had a brainstorming session and their main thing they would like to see done is the unsafe gravel pits where trees have been removed from sidewalks. Public Works Director Cliff O'Brien said they could put in concrete and still would be able to use electricity again in the area. 9 WIRC Contract - EDA Grant. Mark Rothert mentioned that no general fund money will be used. Alderman Sarff made the motion to approve of $25,000 agreement between WIRC and City of Canton, and was duly seconded by Alderman Schenck. The motion was by unanimous voice vote. WIRC Grant Administration Contract. Alderman Sarff made the motion to Grant, and was duly seconded by ~ recommend to council of a DCEO/CDAP derman Schenck. The motion was by unanimous voice vote. Whitney & Associates -Work Proposal for 61 East Side Square. Keith Plavec mentioned this is a Work Proposal and Schedule of Fees Construction Material, Testing Program for 61 East Side Square. This is for time and proposal testing of salt, rock and concrete and the City has to enter into the agreement, and you have to call them before they come. Alderman Sarff made the motion to forward on to council, and was duly seconded by Alderman Schenck. The motion was by unanimous voice vote. The Community & Industrial Development Committee adjourned at 7:40 p.m. Negotiations, Grievance & Personnel Committee. Deputy Clerk/Treasurer Position Description. City Administrator said he reviewed this with the staff and also with Diana Tucker. She serves in several capacities, and felt we need to define the scope of how her position is in detail with treasurer position. Also the priority of where accountability lays. We will have an ordinance on the council agenda next week to adopt the job description. Alderman Sarff said he approves of going to staff reviewing the job description and this can be updated then if we have to. Alderman Schenck made the motion to forward on to council, and was duly seconded by Alderman Rivero. Discussion. Jim said he has had reviews by others, and feel positive of what goals are and the paper work flowing responsibility. so City Attorney Chrissie Peterson stated since the position has to go to council for approval, so does the job description. The motion was by unanimous voice vote. The Negotiations, Grievance & Personnel Committee adjourned at 7:47 p.m. to go into executive session to discuss -Pending Litigation. Public Works Director Cliff O'Brien said that Street Department Supt. George Spahn is going to retire, and his last day is December 18, 2009. George started in the maintenance department 20 years ago. We have several ideas of what to do for filling of the position. Mayor Kevin R. Meade said we can't leave open at anytime at all. We need to fill the position by the time he leaves. Alderman Sarff said he has worked with George at IH and several other places. It has been a pleasure working with him. EXECUTIVE SESSION - TO DISCUSS -PENDING LITIGATION. The Executive Session for Pending Litigation adjourned in to open session at 8:50 p.m. ADJOURN Being no further business the Clerical Committee adjourned at 8:51 p.m. Recording Secretary, yl a nu~ ~:tuky Nancy Whites, City Clerk 11