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HomeMy WebLinkAbout08-09-2005 Clerical CommitteeCLERICAL COMMITTEE August 9, 2005 @ 6:30 p.m. Historic Depot 50 N. 4t" Avenue rmen in attendance: Kevin Meade, Craig West, Larry Sazff, Les Carl. .r Aldermen in attendance: Jim Hartford, Joe Berazdi, Rick Reed. Absent -Eric 3 in attendance: Mayor Rodney Heinze, City Clerk Nancy Whites, City Treasurer Luker, City Attorney Jim Elson, Public Works Director Clif O'Brien, Police Chief i Edwards, Fire Chief John Stanko, Wastewater Supt Joe Carruthers, Water Supt Pollitt, Zoning Officer Clazk Wilson, Street Supt. George Spann, System ;Hance Supt. Bill Terry, Video Services Joe Ginger. Others in audience Daily r John Froehling, WBYS Darrel Walsh, Journal Staz Brenda Bowen, Sheila Sisk, ;y Gary Barnhart, attorney for Petersen Companies LLC, and azound 20 owners in the area of 806 North Main. Legal & Ordinance Alderman Kevin Meade, Chairman Re-zoning of 806 North Main Street. Gary Barnhart attorney for Petersen Companies LLC. Gary explained that the Dairy Queen that is planned for this site wants to be a good neighbor. The building will face North Main. The lighting will be low level, low density. Don't know the hours yet for the business. The delivery of goods should be able to unload on the property, and they will not be blocking the street. Would suggest to council to establish signs for property requesting changes. This way the people would know when a property in their neighborhood is being considered for a change. Sheila Sisk thanked the radio, and newspaper for the publicity as she received many calls. She mentioned that Alderman West works for Petersen Companies LLC and this makes him in a different position. Alderman West said he has leazned that his position as Alderman and working for Petersen Companies LLC is a conflict of interest. A power point presentation was made by one of the residents of how the area is over grown with trees and will cause run off if they are cut down. No study has been done of the azea as she checked with IDOT Hydraulic Test. Alderman Berazdi mentioned that they don't have to have a study done on the proposed business as it is not allowing ingress existing onto North Main. The resident continued -property values will increase, desirability will increase, traffic will increase, safety hazard, don't add to existing problems. Sheila. Sisk mentioned that there aze other places to go. Please lets keep the area residential. We are not against Dairy Queen, just the re-zoning. Gary Baznhazt passed around the tax bill of the former owner of the property as Elmer Hossler. The cutting of trees, our plan is to leave as many as we can. Will hire a local contractor. Don't tie Sirloin Stockade to our tail as they are not our problem. If you Clerical Committee meeting August 9, 2005 believe we aze lying to you then vote us down. There aze plenty of places to put the Dairy Queen, but location, location does count. And we don't want to be at odds with the neighborhood. Residents comments - we have not talked about the children, we need businesses who pay good wage, people throw contents of food in our yazds and the containers, the traffic will be a lot more than now. Alderman Reed asked the police chief if foot traffic will increase with school starting up soon. Police Chief Don Edwazds said that cross walk signals can be installed by IDOT, and he does anticipate more foot traffic. Alderman Meade said no vote would be taken tonight, this is being put off until next week for the residents. Spending authority for Department Heads and Mayor. Aldermen Meade mentioned that now the spending authority is $500 to $1,000. The increase is for $1,500 to $2,500. Alderman Berazdi said he sees no reason to increase the spending authority. The department heads were asked what hinders them? Police Chief mentioned when buying traffic tickets and when the amount is over $1,000. When have to bring to Finance Committee for approval it hinders the process by 2 weeks. Fire Chief John Stanko mentioned purchasing of turn out coats as they run $800 to $900. We budget over $1 million but only have spending ability of $500. Motion and second by Aldermen Sazff/Cazl, to allow spending authority be changed to $1,000 to $1,500 and ordinance be drafted to allow the change. Voice vote, motion carried unanimously. Vandewalle & Associates agreement. Alderman Meade said that Vandewalle & Associates have been here twice and it would be a travesty not employing them. The IIEPA and the USEPA aze comfortable with them. Motion and second by Aldermen Meade/Sazff, to refer back to council for approval. Discussion. Alderman Berazdi, what do you base it on hiring them, as $90,00 was taking from the general fund. Who directed them to get posters made? Joe said he wants to see a contract in Illinois not Wisconsin. Why do we need them on boazd if have Bell, Boyd & Lloyd? Don't see any advantage. We need to have City Attorney Jim Elson to draft a contract with Vandewalle & Associates. Alderman Sazff not opposed to them, but we do need a contract for more accountability and stressed he was concerned about out of state contract. We need to find out from Bell, Boyd & Lloyd when they would need Vandewalle & Associates. Alderman Berardi mentioned they have an open end contract, and he wants Alderman Cazl and City Treasurer Kathy Luker to review this contract. 2 Clerical Committee meeting August 9, 2005 Alderman Cazl said the funding would have to come from TIF funds, and we would have to have a contract where spending comes from. The city has borrowed from TIF funds to pay attorneys, and then paid back from the general fund. City Attorney Jim Elson explained that Vandewalle & Associates contract expired April 2, 2005. The city was requested to adopt the old contract, and I would never allow you to use the Wisconsin law. Two reasons I would not. 1.) Open end service. 2.) Wisconsin law. Mayor Heinze said he had talked with Joy Stieglish of Vandewalle & Associates to continue on, assuming there was not much they were involved with. City Attorney Jim Elson said he has the same concerns as Alderman Berardi about entering into agreement in Wisconsin. Alderman Berazdi said he is not against Vandewalle & Associates. Motion by Aldermen Meade/Sazff to amend the first motion and second, the agreement be presented for Council's approval from Vandewalle & Associates. Discussion. Alderman Reed said he wanted to see the 6 invoices listed on the bills from Vandewalle & Associates. Voice vote, motion carried unanimously. Hospital zone speed limit. Alderman Cazl mentioned that he has talked with the hospital personnel and they aze for the reduction to 25 miles azound the hospital area. Motion and second by Aldermen CazUWest, to lower speed limit to 25 miles an hour azound hospital area. Discussion. Police Chief Don Edwards mentioned that the State Statute provides speed limit of 30 miles in the city but can be lowered by ordinance. And this has been done before the chief said. Police Chief Don Edwards suggested for the committee to consider, Walnut Street on west side, begin at doctors pazking lot to Avenue B and up to Martin Avenue; like wise Maple Street from back corner out building on the West end up to Avenue B. From Intersection of Walnut Street/Martin Avenue, going South right up to alley on Fulton Place. Motion and second agreed to amendment recommended by Police Chief Don Edwazds, and have city attorney draft an ordinance making the change. Discussion. Alderman Reed suggested the speed limit be 20 miles versus 25 miles. Voice vote, motion carried unanimously. The Legal & Ordinance Committee adjourned at 8:07 p.m. Community & Industrial Development Alderman Craig West, Chairman Update Activities. A Golf Outing to be held on August 20~', at Wee Ma Tuk for a benefit of St Jude, sponsored by the Canton Firefighters. Spoon River Festival with Chris Cross is scheduled for August 13 at Ingersoll Manor. Tickets available at Mid America National Bank. 3 Clerical Committee meeting August 9, 2005 Town Meetine -Wallace Park Donaldson Community Center -August 22, 2005 (a, 6:30 p.m. Mayor Heinze said this is an informal meeting. Bring your own questions. West Central Illinois Expo -Cooper Johnson. Cooper mentioned this is the West Central Illinois Deer and Outdoor Expo. This will be the second year for this annual event at the Fulton County Fair Grounds in Lewistown. We have vendors, gun dealers and Brown's Zoo. The funding request is for advertising for posters, flyers, entry forms, show books, raffle tickets, magazine, newspaper, radio, and television ads. Requesting the use of HoteUMotel Funds as this is for tourism. The event will be held on September 10`~ and 11`", from 9:00 a.m. to 7:00 p.m. Mayor Heinze asked if this event could be in Canton in the future? Cooper Johnson said he would take under advisement. Alderman Sarff asked about when all debits have been paid, and a profit made, would you pay back the loan to the City of Canton? Cooper Johnson said that could be of value. Alderman Sarff asked how much money spent last year on advertising? Cooper Johnson said $3200. We direct the visitors to Canton hotels and eating establishments, and no alcohol is served on the fair grounds. Alderman Carl wanted to no if it's legal to distribute the funds? City Attorney Jim Elson said he would have to review the issue. TIF funds/Bell, Boyd & Lloyd attorney payment/fee recovery. Alderman Berardi said this was discussed in Legal & Ordinance committee under Vandewalle & Associates Agreement. Explanation of funds spent on posters for IH. Alderman Berardi said this was discussed in Legal & Ordinance committee under Vandewalle & Associates Agreement. The Community & Industrial Development committee adjourned at 8:20 p.m. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman Nothing on agenda. Mayor Heinze mentioned that the lake is down 3 feet, and we are not considering this an emergency but conserve water now. The Negotiations, Grievance & Personnel committee adjourned at 8:21 p.m. Finance Alderman Les Carl, Chairman 4 Clerical Committee meeting August 9, 2005 Bills. Alderman Carl said the 6 bills from Vandewalle & Associates to be excluded for payment. Alderman Sazff asked if the bills have support documents? City Treasurer Kathy Luker mentioned the bills do not say what they aze for, and they are for the prior month. Alderman Carl ask the mayor if he authorized the bills? Mayor Heinze said Joy Stieglish calls Clazk Wilson and keeps him up to speed of what they aze doing. I told her to continue. I did not envision this is what we would get in bills. Clark Wilson remazked that they were called in Vandewalle & Associates, and they helped Mr. Petersen who was trying to get the environmental report back on 2°d Avenue so he could start building. The USEPA and ILEPA evaluate all the bills and everything that the money is used for. Clazk said he was not knowledgeable about the bills previously paid out of the General Fund of some $90,000.00. The last administration gave all the bills from Vandewalle & Associates for Maurer Stutz Inc to cordinate. Alderman Sazff ask Clark if he looked at the bills could he tell if the work was done? Clark answered, in my opinion and experience Vandewalle 8c Associates don't do any work unless directed to and the bills should be paid. They aze still working on simulated grants and through the ILEPA, and doing asbestos work also. Alderman Cazl thought that Clark Wilson and Kathy Luker should work together on the bills of Vandewalle & Associates and have a review report by Council meeting next week. Motion and second by Aldermen West/Carl, that Clark Wilson and Kathy Luker review the bills of Vandewalle & Associates then send to council for their consideration. Discussion. Alderman Berazdi asked who would have approve the work? Alderman Meade mentioned they probably were finishing work up. Vandewalle & Associates have had nothing but the best intentions for Canton. Without them the buildings would still be there. City Attorney Jim Elson mentioned he does not know what the law is in Wisconsin on the implied contract from them. Voice vote, motion carried unanimously. Treasurer's Report. City Treasurer Kathy Luker mentioned that she was working with the city's auditor to save some money for the City on reconciliation of December 04 to April OS accounts and did not get her report done. Committee members allowed her to give the report next week and thanked her for saving the city some funds. Radio/Pa~er Grant. Fire Chief John Stanko mentioned that recently they were awazded a small communications grant from the Fulton County Emergency Telephone Systems Board. The grant provides for the purchase of a mobile radio for the hazardous materials trailer and two pagers to replace older pagers still in use by department members. Costs aze CM 300 Mobile Radio $455.00, Minitor V Pages (2 @ $389.00 each) $778.00, for a total of $1,233.00. The grant covers 100% of the cost for the radio and 95% of the costs for the two pagers. We would pay approximately $17.00 for each pager for a total of $34.00 as well as be responsible for shipping costs, which aze estimated at $12 to $15.00. Motion and second by Aldermen Sarff/West, to allow the use of grant 5 Clerical Committee meeting August 9, 2005 funds to purchase 2 pagers and 1 mobile radio for $1,233.00 from Radio Express, and refer to council for their consideration. Voice vote, motion carried unanimously. Report on Old City Hall. Motion and second by Aldermen Sazff/West, to carry over to next Finance Meeting. Discussion. Alderman Carl said the need is to move on this, hate to put over until another month. Motion and second withdrawn. Alderman Cazl said this will be discussed in executive session. Eastview traffic study. Alderman Hartford said he will be meeting with the school board next Monday for funding, along with Cliff O'Brien. Committee delayed action. Water/Sewer Fund payback of healthcare deficit 2004-2005. Kathy Luker city treasurer mentioned last yeaz's Health Care deficit of the city's portion was $24,000 and the rest was the Pazlin Ingersoll Library and Canton Pazk Districts portions. Kathy said she did transfer the funds as directed by council and by the Ordinance from the Working Cash Fund to the General Fund to cover the deficit that we were behind last year. The monies were paid, and paid out of the General Fund. Kathy Luker mentioned that Alderman Cazl has a good idea and she thinks so also. When Kathy pays the bills for the month looking at last months bill, the city's portion of Health Caze is $85,363.00. Of that amount the Water/Sewer funds pays back their portion of $19,706.00. Their portion of the bill is 22.8 %. Alderman Cazl is suggesting that the Water/Sewer fund pay back to the General Fund 22.8% of $240,000 that was discovered last year, and that amount would be $54,720.00. Alderman Cazl said he can't take the credit for the suggestion as Public Works Director Cliff O'Brien suggested it. Motion and second by Aldermen Sazff/Meade, that the Water/Sewer funds pay back to the General Fund $54,720.00 for the Health Caze Fund deficit. Discussion. Alderman Sazff asked City Treasurer Kathy Luker, aze those bills directly related to Water & Sewer employees? Kathy Luker answered, no! This is based solely on premiums. Voice vote, motion carried unanimously. Review of funds that were improperly used to pay Vandewalle & Associates. Alderman Berazdi asked, what are we going to do about the bills paid out of the General Fund? Are we going to get reimbursed out of TIF Funds? Alderman Carl mentioned that the TIF Funds will not be reimbursing the General Fund. Alderman Meade mentioned until we get an accurate accounting of where the money has been spent, we can't do anything. City Treasurer Kathy Luker reported that all of last fiscal yeaz 2004 and 2005, and for the entire year, they were paid out of the general fund. Kathy said she feels this was a mistake as the bill should be paid from IIEPA and the USEPA, and paid back to the general fund. Kathy further added she does not want to switch money around until she feels this is accurate. 6 Clerical Committee meeting August 9, 2005 Eznlanation of how city will pav Vandewalle & Associates. Alderman Berazdi mentioned that we have a short fall in our Budgets. Are we going to be proactive? Do we have a plan out there? We're looking at a large deficit. Alderman Meade ask, of this $1.2 million bond are they TIF Bonds? Kathy Luker said they are. Alderman Meade asked if they were backed up by GO? Again Kathy Luker answered yes. Alderman Meade asked, how does a GO Bond get issued without voter approval? Kathy Luker said she looked up the ordinance that approved the bonds and the number is #1802 and passed on June 15, 2004. The ordinance mentions that no separate tax will be used to pay for this. And it has to be paid by December 15, 2009. Alderman Meade then questioned the City Attorney Jim Elson for the answer. Jim Elson commented that he has leazned that a lot of things passed without voter approval and this is one of them. When published and if no one ask for back door referendum it just goes on. Alderman Meade mentioned we have to move these developments along. Mayor Heinze felt the proposed theater was going to pay those taxes. This is very critical this has to be aggressively mazketed. Alderman Cazl mentioned that we have a big job ahead of us. Alderman Sazff asked Kathy Luker, city treasurer, do we collect sepazate tax for workman's comp, or does it come out of the General Fund? Kathy said she was not certain. Budgets. Police Chief Donald Edwards went briefly through his budget, and said he had cut $17,500 from the original budget. Don said he has to purchase 12 new protective vest this yeaz, and he has applied for a grant from the Department of Justice in the amount of $4,200. Alderman Meade mentioned that $80,000 was spent in over time. Can this be reduced with another ofFicer? Police Chief Don Edwards mentioned that with days off for Personal, Vacation, Sick Days and working 24 hours a day seven days a week, there is bound to be over time and you will have this expense. Alderman Carl gave the following for consideration -capitol purchases this yeaz was $266,000. Of that the police department has spend all of theirs, the fire most of theirs and Building & Grounds has $64,645.00, Street $96,500 for a dump truck and pick up truck, Gazbage $8,500 for a total of $169,645.00 and recommend curtail those purchases from Street, Garbage & Building & Grounds. In manpower Nancy Mackey makes $19,050.00, Mike Mazinich makes $33,230.00 and taking 50% of their salary and paid from Water & Sewer fund and that would be a total of $59,423.00. A grand total then of satisfying the deficit budget is $229,068.00 Alderman Cazl mentioned that the Police Department found $17,500 and Fire Department found $29,000 to eliminate from the Budget. Mayor found $50,000 from Budget Administrator position. One employee recently retired will not be replaced in the street department. Cliff O'Brien mentioned that he would like to keep this in his budget as he will probably need the employee in the winter months. Cliff also wants to move the price of a pick up truck to System Maintenance. Alderman Cazl said this could put us close to eliminating the deficit if we do not replace the employee who retired in the street department. We aze looking at a huge deficit in the 7 Clerical Committee meeting August 9, 2005 Health Insurance, and we should be looking at lay offs of maybe in the police and fire departments. Alderman Carl ask the aldermen to think about this seriously as something will have to be done soon. Alderman Berardi wants Alderman Carl to come back with recommendations. Alderman Carl recommended calls be made to him with ideas during this next week. The Finance Committee adjourned at 9:32 p.m. EXECUTIVE SESSION -REAL ESTATE -DISCUSSING THE SALE OF OLD CITY HALL, 210 EAST CHESTNUT STREET. Motion and second by Aldermen Meade/West to go into executive session to discuss the sale of the former city building at 210 East Chestnut. Voice vote, motion carried unanimously. Alderman Carl mentioned that there would be no action taken in open session after the executive session. Alderman Carl ask to stay for the executive session was the Aldermen, Mayor, Clerk, City Attorney, Economic Development Director. The minutes of the executive session to discuss the sale of the former city building at 210 E. Chestnut Street are on file in the office of the city clerk. The executive session adjourned at 9:48 p.m. and the committee meeting adjourned thereafter. Recording Secretary, ~~~ ~~~:~ `3 ~~~ Nancy Whites, City Clerk 8