HomeMy WebLinkAbout09-27-2005 Mechanical CommitteeMECHANICAL COMMITTEE
September 27, 2005 @ 6:30 p.m.
Historic Depot 50 North 4~h Avenue
present on the committee. Jim Hartford, Joe Berardi, Rick Reed, Eric
Aldermen Present: Les Carl. Absent: Larry Sazff, Craig West, & Kevin
thers Present: Mayor Rodney W. Heinze, City Clerk Nancy Whites, City Treasurer
athy Luker, City Attorney Jim Elson, Police Chief Donald Edwards, Fire Chief John
:anko, Public Works Director Cliff O'Brien, Water Supt. Greg Pollitt, Street Supt.
eorge Spahn, System Maintenance Supt. Bill Terry, Zoning Officer Clazk Wilson,
ideo Services by Joe Ginger. In the audience: Mayor Doug Schmidt of Cuba, Daily
;,dger John Froehling, Journal Star Brenda Bowen.
Public Safety & Traffic
Alderman Eric Schenck, Chairman
Police Report. Police Chief Donald Edwazds presented the activity report for August.
He offered to answer any questions. Alderman Berazdi was concerned about stress days,
disability, minimum shift, and over time. Don said all of those stated aze a concern for
the department.
Fire Report. Fire Chief John Stanko highlighted his report thanking the council for
allowing him to attend Fire Rescue International, which is the annual conference
sponsored by the International Association of Fire Chiefs. The conference was held in
Denver Colorado August 11-14~'.
John also expressed his thanks for the help provided to the Grove family in a time of need
for their son Jeremy Grove who suffered burns from the Hickgas propane facility in
North Pekin, Illinois. Also thanked the citizens of this community and how much the fire
department personnel appreciate all of what was done.
Alderman Reed asked for John to give a report on the firemen who went to Louisiana.
Fire Chief John Stanko mentioned they have been back since last week and it was Mark
Gilstrap and Lance Lusk who went. Alderman Reed thanked them for going.
Technical Rescue Trailer Purchase. Motion and second by Aldermen
Schenck/Haztford, recommend by committee to allow the purchase of one trailer for the
fire department from Unique Farm Store in Abingdon, Illinois at a cost of $7,115.00, with
funding coming from Technical Rescue Fund, and refer to council for their consideration.
Voice vote, motion carried unanimously.
The Public Safety & Traffic Committee adjourned at 6:50 p.m.
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Streets & Garbage
Alderman Jim Hartford, Chairman
Stop Sign at West Chestnut Street and Avenue F. Police Chief Donald Edwards
gave a report that he was asked to look at this intersection regarding the need for signage.
This is a four-way intersection and both roadways have an unrestricted passage through
the intersection. West Chestnut Street and Avenue F. north of West Chestnut aze two-
lane paved roadways. Avenue F. south of West Chestnut is gravel and about 15' wide.
This azea is residential, however the City Street Department is located a half a block
away with a number of vehicles entering and leaving during the day. Don said he would
recommend stop signs be placed on both directions of Avenue F. and leaving West
Chestnut as a through street. There have been no accidents in this area during the past
three yeazs.
Motion and second by Aldermen Hartford/Schenck, recommend to the city council to
have an ordinance drafted placing stop signs at both directions on Avenue F. Voice vote,
motion carried unanimously.
The Streets & Gazbage Committee adjourned at 6:52 p.m.
Lake, Buildings & Grounds
Alderman Rick Reed, Chairman
Heating & Cooling Study for City Hall & Police Station building. Alderman Reed
felt the study was a waste of time and funds. We need to wait until the former city
building is sold. Public Works Director Clif O'Brien was asked to give his opinion on
what was needed as to proposals or bids? Clif said proposals would be cheaper and you
don't have to accept if you don't like any of them. You can advertise in the paper that
you will be accepted proposals. Before Clif said the plan was to put in three small units
to handle the Clerk, Treasurer and Mayor's offices. Money got tight so the project was
not done. Alderman Reed wanted to know the anticipated cost for the heating/cooling
system? Clif said azound $25,000 to $30,000. This would take about 45 days to
complete from the time you advertise to awarding the work to be done. Motion and
second by Aldermen Hartford/Reed, the committee refer to council the heating/cooling of
city hall and police station, to have proposals ready to awazd within 45 days and funds
from the selling of the former city building be used to finance. Voice vote, motion
carried unanimously.
The Lake, Buildings and Grounds committee adjourned at 7:05 p.m.
Public Works, Water & Sewer
Alderman Joe Berardi, Chairman
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Fuel Bids. Motion and second by Aldermen Hartford/Reed, to authorize the City
Clerk to open the bids. Voice vote, motion carried unanimously.
Bidders aze: Riverland FS. Inc from Knoxville, Illinois. Gas $2.483 and tank wagon
$.105. Diesel $2.645 and tank wagon $ .169. Alderman Berazdi asked if the city
could have adjustments in the price. Public Works Director Clif O'Brien said he could
negotiate with them. Alderman Hartford ask for an opinion from City Attorney Jim
Elson. Jim said the City can reject the bids or send to staff for review, and they make the
necessary recommendations to council. Motion and second by Aldermen HartfordfReed
to refer to staff with recommendations at the next council meeting. Voice vote, motion
carried unanimously.
Renewal of Service Agreements. Motion and second by Aldermen Schenck/Hartford,
to allow the renewal of Utility Service Agreements in the Water Department on the meter
reading system softwaze (Connect), and meter reading hazdwaze (Mini Mobile), for a
total cost of $3,300, and refer to council for their consideration. Discussion. Alderman
Berardi asked how long this system has been in use? Water Plant Supt Greg Pollitt
answered, about 7 years and is working really well. We have sent it in a few times to be
cleaned. Alderman Reed asked how many times can the agreements be renewed? Greg
mentioned 8 times. Voice vote, motion carried unanimously.
Manor Doug Schmidt of Cuba concerning water. Mayor Schmidt mentioned to the
committee that he wants the City to reconsider the water rate charge to the city of Cuba.
Your asking the City of Cuba to finance your water system. We have no vote, we
complained about the water meter at the college not working, this was not fixed for
months. This raises question in my mind how long aze you going to be a provider for
Cuba, as we have done our own water study. We aze waiting on finances to go further.
When we entered into your agreements you sold us your excess water, now you aze
coaxed out. Another issue I want to bring up is lack of communication. When you run
the pumps you could let us know, a simple phone call is all we need.
Alderman Berardi asked for Mayor Doug Schmidt to send his request in writing to Mayor
Heinze. Mayor Heinze said he would invite Doug to a meeting in his office to discuss
this further.
Replacement of Lake air compressors. Supt. Water Plant Greg Pollitt gave a report.
The west lake air compressor has failed and would need major repairs. The cost of these
repairs would be approximately $7100.00 but after further contact with the manufacturer
our model is not in production and parts are no longer available. The second air
compressor that needs replaced is even older and parts are not available. In the long run
that worked out best for us because after checking into new ones they have went down in
price. I have received quotations on four (4) different models that will work for our
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application and requirements for pressure and volume. I am recommending the purchase
of two (2) new compressors. Busch model MM 1104 AP oil-less rotary claw compressor
from Combined Fluid Products Co. at a cost of $4420.00 bringing the total request to
$8840.00. This equipment has a three (3) year warranty with an option to extend.
Motion and second by Aldermen Hartford/Reed, to approve of the purchase of two (2)
new compressors Busch Model MM 1104 AP oil-less rotary claw compressor from
Combined Fluid Products Co. at a cost of $8840.00, and refer to council for their
consideration. Discussion. Alderman Berardi ask for Greg Pollitt to give a report on
how this was received. Greg said that 4 quotes were received and this was the best price
for the models that fit our needs. Voice vote, motion carried unanimously.
Quotes receive for new copy machine for city hall. Mayor Heinze gave out hand outs
of the quotes received. They were:
New Canon
60 Month lease
7500 copies per month free
(or 90,00 copies per year)
Xeroz
$233.35 per month chg
$0.00
All supplies included
Total monthly cost for new machine
50 ppm
First copy out 3.8 sec.
Purchase Price:
$8,500.00
$0.00 * paper & staples not included
233.55
38 ppm
First copy out 4.5 sec.
Purchase Price:
$8,500.00
Mayor Heinze said he checked the references on both Canon and Xerox. Canon will
give financing and the service agreement is figured in the price of the machine. The
current Xerox machine service agreement runs out end of this month.
Motion and second by Aldermen Berardi/Reed, to send the request to council for their
consideration. Voice vote, motion carried unanimously. Discussion was held then by
Alderman Carl. He wanted to know if the machine was to be purchased outright or
leased? Mayor Henize will find out the information that is needed by the council
meeting on October 4~'.
Websit enhancement proposal. Economic Development Director Mark Rothert
explained in a memo that Canton's existing website (www.cantonillinois.org) is
outdated and poorly managed. Information can only be changed by going through
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Infobahm Outfitters, the internet hosting company out of Macomb, who chazges an
hourly rate to update information. Infobahn Outfitters is currently paid $239.40 a yeaz
for hosting services and an additional $45/hour when information is sent to them and
updated. While cheaper in price, the current service and manageability aze not ideal.
There is no direct control over when city information gets to the website. Through layers
of processing, information may be outdated before it works its way through the
submission and posting process by Infobahn Outfitters.
Staff recommends purchasing the rights to use GovOffice technology to build and
manage ahigh-tech and interactive website in-house. Since www.cantonillinois.or~ also
serves as the websites for the Canton Chamber of Commerce and Canton Area
Development Corporation (CADC), they too would provide funding while maintaining a
responsibility to develop their own section of the www.cantonillinois.org website.
The GovOffice Content Management System empowers any level of government to
quickly create customized, professional and interactive Web sites at a fraction of the cost
of traditional Web site development. GovOffice lets the City choose the content and
interactive features it needs. For example, a city can:
Post meeting agendas and minutes instantly;
Publish city code or ordinances;
Reach out to citizens with an interactive feedback system;
Link to other sites of interest;
Detail important notices and information, including easy document download for forms
and reports:
Publish current news and events, including photos, maps, and audio/video:
Create sections for elected officials and depaztment heads, with biographies, photos,
contact information and unlimited content;
Post employment and volunteer opportunities;
Broadcast communications or newsletters to interested citizens;
Seazch by key word or issue; and
Promote tourism and economic development.
GovOffice has created an international customer service center to provide all start-up
training and ongoing customer support and service.
Pricing for the GovOffice WebCreator is based on the population of the municipality or
county, with special discounts for members of the International City/County Management
Association (ICMA) and participating State Municipal Leagues. The City of Canton is a
member of the Illinois Municipal League.
With the member discount, the major costs required for implementation from all
stakeholder organizations are:
$1800 one-time only license fee (includes initial online training with GovOffice
customer service center);
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$70 monthly for the Service Package fee (includes hosting, server maintenance,
customer support, and upgrades at no charge); and
$75 one-time only domain name (www.cantonillinois.org) re-direction fee which
will redirect to GovOffice's server.
Customizations to websites are at an additional costs.
Approximate Yearly costs:
FY2006:
Without customization:
$1,875 +
$ 490 (7 months @ $70)
TOTAL = $2,365
With customization:
$1,875 +
$ 490+
up to $1,500 (customization package)
TOTAL = $3,865
It would be recommended that some funding be appropriated to allow for changes or
customizations.
FY2007: $840 (12 months @ $70)
FY2008: $840 (12 months @ $70)
Funding Sources
The City of Canton through Hotel/Motel Tax Funds and/or General Funds will cost-share
this project.
The Chamber of Commerce has already made a commitment to help fund this project.
The Canton Area Development Corporation, at this point, has not committed any
funding.
Recommendation:
Direct staffto implement GovOffice technology to enhance Canton's website.
Staff s recommendation is to approve up to $2,000 for this project.
Motion and second by Aldermen Schenck/Hartford, to pay $2,000 for new website and
refer to council for their consideration. Discussion. Alderman Schenck felt this could be
a marketing tool of information for a community calendar of lodging, and attracting
people to our community. Alderman Schenck recommended that the CADC and
Economic Development Director Mark Rothert put a budget together of the HoteUMotel
funds to end the use as a petty cash fund.
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Mayor Heinze mentioned that Mark Rothert has a meeting set for our new Transition
Committee.
Alderman Berardi wants the Transition Committee to work with Alderman Carl as he is
chairman of the Finance Committee, and to come up with a budget.
Mayor Heinze stated that since this issue is not on the agenda this will have to be
discussed later on. Voice vote, motion carried unanimously.
Alderman Berardi mentioned that Mark Rothert went to Minnesota for the City of Canton
and paid the funds out of his own pocket. Alderman Berardi said he wanted this paid by
the city. Alderman Hartford said this is commendable of Mark to pay for this trip out of
his own pocket, he should be reimbursed.
Mayor Heinze wants this listed under his communication at next week's council meeting.
Alderman Berardi brought up the Ethanol Plant issue of their contract with the City of
Canton. Alderman Berardi mentioned that the building not being built cost the city
money. Alderman Berardi wants City Attorney Jim Elson to sit down with Mike Smith
of the Ethanol Plant to discuss the Ethanol Plant paying there fair share as others do, and
to give an update of their status.
Alderman Schenck mentioned that it is important to review the agreements. If we have
people dropping out it will affect our calculus of paying the bonds.
Alderman Reed mentioned that the mayor and Mark Rothert to discuss with Mike Smith
to find out exactly what is going on. Alderman Carl said he has always felt they should
pay their fair share. Alderman Hartford mentioned it is time to hear from them as we
need answers. Alderman Berardi wants the city attorney Jim Elson to attend the meeting
also.
The Public Works, Water & Sewer committee adjourned at 8:04 p.m.
Recording Secretary,
`~~~
Nancy Whites, City Clerk
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