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HomeMy WebLinkAbout02-14-2006 Clerical CommitteeCLERICAL COMMITTEE MEETING 50 North 4t" Avenue, City of Canton Tuesday, February 14, 2006 - 6:30 p.m. ldermen in attendance: Les Carl, Kevin Meade, Craig West, Larry Sarff. they Aldermen in attendance: Jim Hartford, Joe Berardi, Rick Reed, Eric Schenck. Absent: None. thers in attendance: Mayor Rodney W. Heinze, City Clerk Nancy Whites, City reasurer Kathy Luker, City Attorney Jim Elson, Economic Development Director Mark othert, Police Chief Donald Edwards, Fire Chief John Stanko, Maurer Stutz Inc. Keith lavec, Public Works Director Clif O'Brien, Wastewater Treatment Plant Supt. Joe arruthers, Water Treatment Plant Supt. Greg Pollitt, Street Supt. George Spahn, Zoning fficial Clark Wilson, Joe Ginger Video Services. From the Daily Ledger John roehling, Journal Star Brenda Bowen. Also in the audience was Gary Baker, Kevin tephenson, Craig Zilly, Finance Alderman Les Carl, Chairman Bills. Alderman Berardi questioned the cost to heat the Depot as the amount was $1,392.63. Alderman Berardi stated that we need to have a new place to meet. Motion and second by Aldermen Sarff/Meade, the bills be sent to the council meeting of February 21, 2006 for consideration. The motion carried by voice vote, and was unanimous. Treasurer's Report. City Treasurer Kathy Luker said the first page of her report the Fund Reserve shows were at 90% for the year. There is one item that was transferred from the IEPA over to this fund of $425,000 because partially of the real estate taxes. Expenses shows 76% over all. The $425,000 paid for the IEHA fund is in that number and calculates into that number. Water & Sewer Bond transfer, that number is not in the budget itself, but it has expenses of $886,164.00. The second page of the report, the Health Care Fund is in the black, which is very good. It is a little misleading because of the fact the Health Care Fund has been funded $390,000 from the Working Cash Fund. The IH fund is getting low, and we have an expense of some $5,000 on the bills tonight. Alderman Schenck asked what funding comes into the TIF accounts? Kathy Luker said we normally get Utility Taxes and property taxes. On the exact amounts, she does not know. Alderman Carl reported that the City has too much funds in the TIF account at the present time. If the City does not earmark those funds to be used, the funds will have to be paid back to the taxing bodies. Alderman Sarff suggested that the Public Works Department might have some ideas for the funds use. Motion and second by Aldermen Sarff/Meade, to refer the Treasurer's Report on to council for their consideration. The motion carried by voice vote, and was unanimous. Clerical Committee meeting 2-14-06 Canton Part District Request for Hotel/Motel Taz funds. Gary Baker the Director spoke about the Triathlon that the park district sponsors. Last year had 4500 participants, and would like to do more professional brochures. He is requesting the use of Motel/Hotel funds for the printing of the brochures at a cost of $2,000. Alderman Berardi ask what they use the funds they charge the participants? Gary said it is used for trophys, CUDA parents, and a computer. Alderman Sarff referred the question to the City Attorney Jim Elson if this is allowable. Jim Elson said he would review the issue before making an opinion. Motion and second by Aldermen Sarff/Meade, if permissible to allow the $2,000 from the HoteUMotel Funds for the printing of brochures for the Canton Park District Triathlon. The motion carried by voice vote, and was unanimous. Canton Wastewater Treatment Sludge Bids. Keith Plavec of Maurer Stutz Inc. presented the results from opening of the bids. Four bidders were received. They are...Enviromark from Davenport IA, $244,890.00; DRT Biosolids from Blomen, WI, $1,252,500.00; C. Grantham Co from Caseyville, Il $647,000.00; Merrell Brothers from Kokomo, IN $859,505.00. Each bidder had turned in bid security. Keith gave back ground information as the bids were let last year and were extremely high, so this is a re- bid of the project. The engineer's estimate is $676,650.00. Keith would like to go ahead to work with the low bidder on getting the insurance that is needed. Alderman Schenck ask if any had bid before? Keith said that Merrell Brothers had, and the low bidder Enviromark had but was late and the bid was not considered. Alderman Berardi said he had concerns of the low bid and only 10% of bid insurance. Keith said he called references, people said he was good, did a good job, always on time, would hire again. Keith said they need to get the digester cleaned by April 15. Public Works Director Clif O'Brien said we need to use caution on where the ending product goes. Motion and second by Aldermen SarfflWest, to approve the low bid from Enviromark, and refer to council for their consideration. Discussion. Mayor Heinze suggested a credit check. The motion carried by voice vote, and was unanimous. Ash Street Engineering Agreement. Keith Plavec of Maurer Stutz Inc. said they have discussed the project with Alderman Hartford, the Chair of the Streets & Garbage Committee and received his approval for the project. There are five forms that need approval for this project. The City will receive federal funding and also MFT funding on the project. The Preliminary Engineering Services Agreement is for the preparation of a project development report and environmental documents for all five (5) phases of the project. The estimated cost to complete this work is $30,000. The second form, Preliminary/Construction Services Agreement, is for necessary topographic survey; preparation of plans, special provisions and estimates; and construction inspection for Phase 1 of the project. Estimated costs for performing the proposed work can be broken into two categories: 2 Clerical Committee meeting 2-14-06 Topographic Survey as necessary and preparation of plans, special provisions and estimates for Phase 1 - $40,000. Construction Guidance for Phase 1 - $40,000. The third form, Resolution for Improvement by Municipality Under the Illinois Highway Code, is stating that the City will be completing a project development report and environmental documents for all five phases of the project. This form is also appropriating $30,000 to be spent from Motor Fuel Tax Funds for this project. The fourth form, Resolution for Improvement by Municipality Under the Illinois Highway Code, is stating that the City will be improving Phase 1 of the Ash Street Improvements. This form is also appropriating $305,000 to be spent from Motor Fuel Tax funds on this project. The fifth form, Request for Expenditure/Authorization of Motor Fuel Tax Funds, is authorizing the City to spend money ($30,000) from their MFT account for the preparation of the Project Development Report and Environmental Documents for all five phases. The sixth form, Request for Expenditure/Authorization of Motor Fuel Tax Funds, is authorizing the City to spend money $305,000 from their MFT account for construction ($225,000); topographic survey as necessary; preparation of plans, special provisions and estimates ($40,000); and construction inspection ($40,000) for Phase 1. Keith Plavec was asked about the railroad. He commented that with the railroad crossing at 5~' Avenue it becomes an issue with lining it up and how we were going to correct. We removed it from 5'h Avenue to 15~' Avenue. Keith mentioned that he and Clif O'Brien had met with IDOT earlier on, and we ask them if they were updating sidewalks along the line from 5~' Avenue to 15~' Avenue? We told them it is part of the Greenway Trails program the City has already committed $150,000 to. This section from Main Street all the way out to 20~' Avenue actually includes sidewalk replacement, or in the case from 16~' Avenue to 20`x' Avenue, there is no sidewalk right now. What IDOT has said, if that money does not come through, then the City is obligated to replace those sidewalks. Keith further added that if the City, Park District and County is not granted their enhancement grant program, they we need to come back to you and say, "do we want to do the Greenway & Trails, or do we want to fix sidewalks along that section." Alderman Schenck ask, do we have any updates about the railroad as to what their plans are? Keith Plavec said what we are proposing, your typical maintenance program is modified sand seal, we do not want to invest in a lot of improvements to the area. Would like to see the railroad abandon so we can make the necessary improvements. 3 Clerical Committee meeting 2-14-06 Alderman Schenck ask, do we have any long range plans for the railroad? Keith Plavec answered that a letter was sent from the former mayor's office to the railroad company if they planned on abandon the railroad. The railroad company sent a letter to the County Board and said they are working on abandoning. Alderman Meade said this is the problem with the railroad not this body. It is not an easy process getting the state to release their property. Motion by Aldermen Sarff/West, forward to council for their consideration. The motion carried by voice vote, and was unanimous. Resolution for Expenditure of MFT funds for Ash Street Improvements. Keith Plavec said what you are doing is stating the City will spend this much money out of their MFT account. The first resolution is saying you will spend $30,000 out of MFT. The second resolution is saying the City will spend $305,000. You'll include $225,000 which is the portion of the MFT funds for construction. So you'll be spending for this project $225,000 of MFT and $80,000 for fees of time and material by Maurer Stutz Inc. The engineering design and construction gives you $305,000. Another $225,000 is coming from Federal Aid Urban (FAU). Keith said the percentage his firm will receive of their charges for a fee is 8.84%. Alderman Sarff ask about Ash Street to Avenue B, he would like for it to be in this years MFT maintenance project. Public Works Director Clif O'Brien said it was. Motion and second by Aldermen Meade/Sarff, to forward the two resolutions on to council for their consideration. The motion carried by voice vote, and was unanimous. Keith Plavec brought up the last two documents that he is requesting expenditure of $30,000 and $225,000. Motion and second by Aldermen Sarff/Meade, to forward the 2 documents on to council for their consideration. The motion carried by voice vote, and was unammous. Replacement Personal Protective Eauipment. Alderman Carl added to the agenda a request from the Fire Department. Fire Chief John Stanko said this would include one coat and one pair of pants for $1,690.70. Motion by Aldermen Sarff/West, forward the request to council for their consideration. The motion was by voice vote, and was unanimous. Technical Rescue Training. Alderman Carl added this to the agenda as a request from the Fire Department. Fire Chief John Stanko said in order to proceed with our grant- funded training our personnel must take the Vehicle Machinery Operations class. Over the course of the technical rescue training, our personnel will be receiving approximately $30,000 of training at no cost to the city. In addition, the overtime costs to replace personnel who are attending training are also reimbursed. The class is scheduled for March 13-17, 2006. There is a flat fee of $5,000 for the class. Canton has five personnel who are in need of the class. The training fee would be divided equally between all 4 Clerical Committee meeting 2-14-06 attending firefighters. Since the department is hosting, which considerably reduces overtime, John would like for the City of Canton to act as the "bank" for this class. City Treasurer Kathy Luker has agreed to handle the funds. John is requesting for five (5) personnel to attend a Vehicle Machinery Operations Class at an anticipated maximum total cost of $1,667, and for the City to handle all financial transactions related to this training class. Motion and second by Aldermen Sarff/West, to approve the proposal and forward on to council for their consideration. The motion carried by voice vote, and was unanimous. The Finance Committee adjourned at 7:27 p.m. Legal & Ordinance Alderman Kevin Meade, Chairman Special Use Zoning Change. Clark Wilson the zoning officer of the City mentioned that a family wants to move into an apartment above their business. They are in a B-3 zoning classification. This is a legal non-conforming use. They will have to go to Planning & Zoning with their request, then to council. City Attorney Jim Elson stated the Enabling Act allows on case by case and can be granted to individual alone. Motion and second by Aldermen Sarff/West, forward on to council for their consideration of the city attorney drafting an ordinance. The motion carried by voice vote, and was unanimous. Ordinance - Mazimum parking duration in a 100 foot segment. City Attorney Jim Elson stated this 15 minute parking by ordinance was for the former City Building at 210 E. Chestnut. David Bruketta who purchased the building is requesting this be changed. Motion and second by Aldermen Sarff/West, the city attorney to prepare an ordinance. The motion carried by voice vote, and was unanimous. Alderman Berardi mentioned that an elderly couple called him as they received this ticket on their door about a sign in their yard that had to be removed. And yet we cannot write tickets for months and months. Zoning Officer Clark Wilson said the paper that Alderman Berardi was holding up is not a ticket. We use this all the time for illegal signs in resident yards but it is not a ticket. Alderman Berardi went on about the West Locust area having more cars that sit without license plates and don't receive a ticket. Police Chief Donald Edwards commented that tickets have been written for that area and the matter is in the court system. City Attorney Jim Elson said the judge gave him a deadline on removing those vehicles. Zoning Officer Clark Wilson said he was allowed only two vehicles for repair, which the area is zoned I1, Light Industrial. If he has moved the cars out in the street that is another issue. He will appear in court in March. Alderman Berardi said all I am saying is they're in violation. The Adult Toy Store, we have not issued any tickets there either, Alderman Berardi stated. Police Chief Donald Edwards said the city does not have an 5 Clerical Committee meeting 2-14-06 ordinance that addresses it. City Attorney Jim Elson said there is not a product in that store that requires adult ID. We are dealing with soft core materials, not hard core material. Jim said they need a license for the selling of hard core and have to be within 500 feet of a church. Alderman Berardi said lets get this town cleaned up. Mayor Heinze said he gets calls every other day, what can we do about this, or that. What we have is a very minimal law here. If they are not breaking the law, we can't do anything The Legal & Ordinance Committee adjourned at 7:55 p.m. Community & Industrial Development Alderman Craig West, Chairman Update Activities. Alderman West stated that the CPR class coming up on April 17 from 5:00 p.m. to 7:00 p.m. in the Graham Hospital Conference Room at no cost. Contact Tammy Reed to register. Economic Development Director Mark Rothert mentioned that the Chamber of Commerce held their annual dinner last night at the Country Club. Gave out awards to Citizen of the Year -Gary Baker, Educator of the Year Scott & Tracy Snowman, and Businessman of the Year -Don Heller. Alderman Schenck wants a fact sheet saying this is where we are at IH site. Mark Rothert said he would put the material together for the council. Economic Development Director Mark Rothert said the city council contracted with Evironmental Operations Inc. to work through the analytical data we had considering the property Mark Peterson wants to build their assisted living on. We need from the State of Illinois a letter stating there is no more remediation on the property. Peterson wants a letter stating they approve the site for building on and they give a clean bill of health. The State of Illinois came back wanting to get some more environmental data and analysis. So the State is requesting some more drilling of monetary wells at the site. The IEPA has been a great partner with the City of Canton, and is willing to volunteer and come down and drill some of those wells for us. And pay for the analytical analysis on their dime. They will come to the City at the end of this month to do the work. The site will also need 2 monetary wells installed. It will be up to us to install them and the cost will be about $5,000. Council has budgeted $30,000 for this project. Funding for New Economic Development Organization. Mark Rothert highlighted his hand out with funding suggestions that he gave to the council members. Mark said he got feed back from the Aldermen and was asked to consider where the money would come from and not just the General Fund. Mark said this is his second memo, and tonight he is recommending roughly $70,000 be allocated to this Economic Development 6 Clerical Committee meeting 2-14-06 Organization, and coming from the General Fund; and $15,000 from the Hotel/Motel Funds, and to ask the administering of all HoteUMotel Tax funds, and up to $15,000 in- kind services the city can provide. That is a total of $100,000. Alderman Carl ask Mark to talk about accountability! Mark said how is this organization going to be accountable to the City Council? For instance that can be achieved by having regular reporting by the four (4) Board Members at the City Council meetings. As well the Executive Director of this organization coming regularly to our council meetings for updates. We can do one on one. Alderman Schenck passed out some additional information and mentioned to Mark that his report is getting better every time on this subject. The material he said he handed out he went around and looked at other communities of those who have some Economic work. And how we can diversify our funding sources for Economic Development opportunity's and starting out with a comparison with the other communities. He visited with Macomb, Jacksonville, Mattoon and Galesburg. Each community pays from $30,000 to $75,000 and their budgets vary from $260,000 to $650,000. They have anywhere from 3 to 4 staff members. The City of Macomb supports not only by funds the Chamber of Commerce activities and other things. These communities support Economic Development. Alderman Schenck feels the diversified funding will bring strength to Canton. We need something that would be a partnership agreement that spells out various relationships and commitments of various activities. Alderman Berardi commented that he feels the SRP could set their own agenda. And the Comprehensive Plan should be in that committee. Alderman Berardi wants to know where that lap top computer is (former Mayor Bohler) and the equipment that was in the Economic Development office before we approve anything. I want an explanation. Mark Rothert said when he arrived here all that was in the office was a desk and two chairs and a lap top computer with a monitor. The desk came from the former Mayor Bohler's office. Alderman Berardi said we paid $3,200 for a lap top computer. Mayor Heinze said the desk that was in the former Economic Development Director's room went to the Fire Department. Alderman Sarff said the computer would be 5 years old, regardless of where it is, its still 5 years old. Alderman Meade said he liked what Mark Rothert brought up tonight it makes sense. And with Alderman Schenck presentation he agreed with some things that he mentioned is good and once we get this off the ground it can be looked at. Motion and second by Aldermen Meade/Carl, send to council (the docket of Mark Rothert's dated February 14, 2006) for funding. The motion carried by voice vote, and was unanimous. The Community & Industrial Development Committee adjourned at 8:30 p.m. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman 7 Clerical Committee meeting 2-14-06 Suaalement Agreement (2) Firemen Contract. Alderman Sarff said this would be held over to the next committee meeting. Motion and second by Aldermen West/Carl to go into executive session for the purpose of discussing Pre-Easement Agreement, Threatened, Pending Litigation, Contract Negotiations, Grievance, Personnel, Discussion of Future City Attorney. Roll call. AYES -Aldermen Sarff, West, Carl, Meade. NAYS -None. 4 AYES, 0 NAYS 0 ABSENT. Motion carried. The Negotiations, Grievance & Personnel Committee adjourned at 8:31 p.m. The regular scheduled Clerical Committee adjourned at 8:31 p.m. EXECUTIVE SESSION -NEGOTIATIONS, GRIEVANCE, & PERSONNEL COMMITTEE -PRE-EASEMENT AGREEMENTS; THREATENED, PENDING LITIGATION; CONTRACT NEGOTIATIONS; GRIEVANCE; PERSONNEL; DISCUSSION OF FUTURE CITY ATTORNEY. The Executive session minutes are on file in the office of the City Clerk for review. Recording Secretary, `~~ ~~ ~~~ Nancy Whites, City Clerk