HomeMy WebLinkAbout11-08-2005 Clerical Committee. + f
CLERICAL COMMITTEE MEETING
NOVEMBER 8'$, 2005 @ 6:30 P.M.
historic Depot 50 North 4th Avenue
Idermen in attendance: Les Cazl, Kevin Meade, Craig West, Larry Sazff. Other
dermen in attendance: Jim Hartford, Joe Berazdi, Rick Reed, Eric Schenck.
there 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, Wastewater Treatment
lant Supt. Joe Cazruthers, Water Treatment Plant Supt Greg Pollitt, Zoning Official
lark Wilson, Street Supt. George Spahn, System Maintenance Bill Terry, Joe Ginger
ideo Service. Others in audience Daily Ledger John Froehling, Tony from WBYS,
ournal Star Brenda Bowen, Mr. & Mrs. Greg Hartsock, Dave Bruketta & 2
e resentatives from AZ, Assistant Fire Chief Dan Oaks, Firefi hter Chazles Devlin.
Legal & Ordinance Committee
Alderman Kevin Meade, Chairman
Undated International Code Series. The current International Codes are over five
yeazs old. The codes are updated through supplements every eighteen (18) months, and a
complete new code is published every three yeazs.. It is the joint recommendation of the
Building Official and Fire Chief that the 2003 International Code series be adopted as the
official city code effective January 1, 2006. John further recommends that the 2004
Supplement also be adopted as well. Cost of each complete set of code books is
$426.00. One set would be for the City Clerk's office, and second set for the Zoning
Administrator, and the third set for the Fire Department.
Motion and second by Aldermen Sazff/Meade, to purchase 2 complete set of 2003
International Code Series for the Zoning Administrator, and Fire Department; and the
adoption of the 2004 Supplement, and refer to council for their consideration.
Discussion. Alderman Sazff asked City Clerk Nancy Whites how often the codes in her
office aze used? Nancy responded by saying hazdly at all.. The motion carried by voice
vote.
Open Burnln$ Ordinance. Fire Chief John Stanko commented that he has become
aware of Illinois Environmental Protection Agency administrative rules that govern open
burning throughout the State of Illinois. After reviewing these rules, it appears that our
city ordinance on open burning is in conflict with the administrative rules. Our current
ordinance allows for the burning of landscape waste on Monday, Wednesday, Friday and
Saturday between the hours of 9:00 a.m. and sunset. There aze some other restrictions in
place as well concerning the burning of landscape waste. The administrative rules
prohibits open burning of landscape waste in municipalities that have a population in
excess of 2,500 according to the latest federal census. John gave out a copy of the
Illinois Environmental Protection Agency administrative rules pertinent to open burning
for the council to review.
Clerical Committee November 8, 2005
Alderman Carl ask John if the city would be under these administrative rules? John said
that it is he understanding we would be. Alderman Cazl ask if the city would be allowed
to burn at the old city dump? John said that we would not be able too. Mayor Heinze
asked about Recreational burning. John said that would be allowed.
Motion and second by Aldermen Sazff/West to take this under advisement. The motion
carried by voice vote.
Update on Allesed Junk Yard. City Attorney Jim Elson referred to his memo about
the various matters he is working on. The alleged salvage yard at old West Locust Street
was before the court again on Friday, November 4. The owner stated that he is obtaining
a building to house all of the inoperable vehicles which he alleges he is to repair. The
court observed that it will need to be an awfully lazge building and ordered him to have
vehicles removed by the next court date for city matters, December 2.
On the hearings coming up, one was a suit by a former city worker. The judge gave a
favorable ruling for the City.
The case of the City of Canton v. Maurice Thompson for demolition of a residential
structure at 352 West Spruce Street, we have substituted the new owner, Raymond E.
McClaskey, as defendant. He has failed to file an answer or other appeazance in the
allotted time, and our motion for default judgment is to be heard on November 15.
Liftins Parkins Restrictions on Avenue B from West Locust to West Chestnut.
Alderman Meade mentioned that the business of Prairie Schooner has asked for the City
to lift those restrictions. Alderman Meade stated that when the business moved into
this area there was concern about pazking as a house was across the street. Now the
house is no longer there. Motion and second by Aldermen CazUWest, to recommend to
the city attorney to draft an ordinance amending the previous ordinance and refer to
council for their consideration. The motion carried by voice vote.
Alderman Schenck ask if the City was getting regular reports from Bell, Boyd & Lloyd of
what they have done, what have they accomplished, what do they see needs to be done?
Economic Development Director Mark Rothert said he has been in contact with them and
does see their bills. Mayor Heinze also said he gets the bills and shazes them with Mark.
Mayor Heinze said he has some problem deciphering them Aad we should have some
level of trust here. Alderman Meade is the contact person with them Mazk Rothert
mentioned. Alderman Sazff wants a summary of what they had done or, what they aze
going to do. Alderman Meade wants this item on his agenda every month.
The Legal & Ordinance Committee adjourned at .6:47 p.m.
Finance Committee
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CLERICAL COMMITTEE MEETING
NOVEMBER 8~, 2005 @ 6:30 P.M.
historic Depot SO North 4~h Avenue
ldermen in attendance: Les Carl, Kevin Meade, Craig West, Larry SaziJ: Other
dermen in attendance: Jim Hartford, Joe Berardi, Rick Reed, Eric Schenck.
there in attendance: Mayor Rodney W. Heinze, City Clerk Nancy Whites, City
reasurer Kathy Luker, City Attorney Jim Elson, Economic Development Director Mazk
othert, Police Chief Donald Edwazds, Fire Chief John Stanko, Wastewater Treatment
lant Supt. Joe Carruthers, Water Treatment Plant Supt Greg Pollitt, Zoning Official
lark Wilson, Street Supt. George Spahn, System Maintenance Bill Terry, Joe Ginger
ideo Service. Others in audience Daily Ledger John Froehling, Tony from WBYS,
ournal Staz Brenda Bowen, Mr. & Mrs. Greg Hartsock, Dave Bruketta & 2
e resentatives from AZ, Assistant Fire Chief Dan Oaks, Firefi hter Charles Devlin.
Legal & Ordinance Committee
Alderman Kevin Meade, Chairman
Updated International Code Series. The current International Codes aze over five
years old. The codes are updated through supplements every eighteen (18) months, and a
complete new code is published every three years. It is the joint recommendation of the
Building Official and Fire Chief that the 2003 International Code series be adopted as the
official city code effective January 1, 2006. John further recommends that the 2004
Supplement also be adopted as well. Cost of each complete set of code books is
$426.00. One set would be for the City Clerk's office, and second set for the Zoning
Administrator, and the third set for the Fire Department.
Motion and second by Aldermen Sazff/Meade, to purchase 2 complete set of 2003
International Code Series for the Zoning Administrator, and Fire Department; and the
adoption of the 2004 Supplement, and refer to council for their consideration.
Discussion. Alderman Sazff asked City Clerk Nancy Whites how often the codes in her
office aze used? Nancy responded by saying hazdly at all. The motion carried by voice
vote.
Open Burnine Ordinance. Fire Chief John Stanko commented that he has become
awaze of Illinois Environmental Protection Agency administrative rules that govern open
burning throughout the State of Illinois. After reviewing these rules, it appears that our
city ordinance on open burning is in conflict with the administrative rules. Our current
ordinance allows for the burning of landscape waste on Monday, Wednesday, Friday and
Saturday between the hours of 9:00 a.m. and sunset. There aze some other restrictions in
place as well concerning the burning of landscape waste. The administrative rules
prohibits open burning of landscape waste in municipalities that have a population in
excess of 2,500 according to the latest federal census. John gave out a copy of the
Illinois Environmental Protection Agency administrative rules pertinent to open burning
for the council to review.
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Clerical Committee November 8, 2005
Alderman Les Carl, Chairman
Bills. Motion and second by Aldermen SaziT/Meade, to refer the bills to council for
their consideration. Discussion. Alderman Berardi wanted to know who was
overseeing the bills of Bell, Boyd & Lloyd? Mayor Heinze mentioned that Mark Rothert
looks over their bills. Alderman Berazdi questioned the bill from Brooks Techology, and
working out of a home front instead of store front. Alderman Berardi feels there should
be a review committee as two attorneys from the same office billing the City at the same
time. Alderman Berardi felt we should be doing something about the recommendation
made by the city auditors as they are critical. Alderman Sazff mentioned that part of the
problem is we don't have enough people at the city building to do this central purchasing.
As far as a home front v. store front, we have zoning laws for this. Mayor Heinze
mentioned that he had bought 2 computers from Brooks Tech for his office and the labor
and cost was bid at $30.00 hour. Feel I have the obligation to get the best value. The
motion carried by voice vote.
Treasurer's Report. Alderman Berardi ask City Treasurer Kathy Luker if her report
given out tonight compazes in any way to her statement that was made a couple weeks
ago about not being responsible for the content of the Treasurer's Yearly Report from
2004-2005. Kathy mentioned that the 2004-2005 Treasurer's Report was to be done by
the former city treasurer and has to be published in the paper by law. Kathy had reported
that she would be putting in the paper the former treasurer's report and she would not be
responsible for the content. Her report given tonight Kathy said, is my monthly report.
Alderman Carl mentioned that the Health Care Fund has a deficit of $208,455.
Alderman Berazdi mentioned about the auditor recommending the City hire a Budget
Director. Anytime we have a question we don't have anywhere to go. Alderman Sazff
said the city has taken care of some of the recommendations, such as we changed the way
water bills were paid. That was a recommendation by the auditors. Motion and second
by Aldermen West/Sazff, to refer the treasurer's report to council. The motion carried by
voice vote.
Loan Rates Refinancing City Buildine 2 North Main. Motion and second by
Aldermen Sazff/West, to refinance the city building of 2 North Main from Wells Fargo
Bank on a preferable rate based on quotes of 10 year payment plan on an annual basis,
with payments of $2,382.37. Discussion. Alderman Cazl mentioned we're refinancing
the first mortgage and the interest rate if 5%. We receive .10 % discount going on an
annual basis. Alderman Schenck asked, what would be wrong going for a lower rate of a
5 year refinancing and refinancing in 5 years. Alderman Cazl said because of running the
risk of the interest rates increasing. The motion carried by voice vote.
HHS Update. Mayor Heinze mentioned this is an update on a million dollar loan.
Congressman Lane Evans office is trying to help us in forgiven of the loan and his office
has helped in lowering the interest rate from 7% to 1% The timing is not good and I will
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Clerical Committee November 8, 2005
address this again in a couple months. Some $300,000 is still owed on the loan.
Alderman Berazdi ask if the city gets an annual audit on the TIF area? City Treasurer
Kathy Luker commented it is part of the city audit.
Receipt of $425.000 Stipulated grant funds IEPA. Alderman Carl made the
following recommendation to pay from these funds...the November 4~' 2004 bill for IH
tear down that came from Chapman & Cutler in the amount of $5,500, $400,000 be paid
on the Mid America Bank loan, and the remaining $19,500 be placed in the General Fund
to reimburse the City for the trailer removal at the IFi site.
Motion and second by Aldermen Sazff/West, to approve the recommendation and refer to
council for their consideration. Discussion. Economic Development Director Mazk
Rothert said this is for the removal of asbestos and advised the council to investigate the
splitting of funds to various azeas before doing this. Alderman Carl told Mark it is not for
the asbestos removal, it is for the demolition of the buildings. Zoning Officer Clark
Wilson said it was for the asbestos removal. Asbestos removal was part of the entire $1.2
million. Clark said he highly recommends we make sure somebody contacts IEPA so
they know what we aze doing. This took a lot of agony to get. Alderman Carl thought
the bill from Chapman & Cutler for $5,500 was part of that? Clark was asked to check
on that.
Clark Wilson mentioned that the termination of the stipulated grant came about because
of Canton. Before, it was a revolving loan fund, and nobody was taking the opportunity
to use it. The funding originally came from the Environmental Protection Agency. And
he said he highly recommends we spend it on asbestos and demolition removal. Clark
said at this very moment the City is applying for another grant of $150,000 plus $600,000
on removal. Alderman Carl said if the motion can take an amendment, if this cannot be
done, then to allow all funds be applied to Mid America National Bank on the loan.
Motion and Second agreed. City Treasurer Kathy Luker was asked by Alderman Berazdi
to check on the Tif District having to have a special separate audit. Mayor Heinze said he
would be checking also.
Motion and second by Alderman Sazff/Meade, to add the bill from Chapman & Cutler to
the bill list for next week's council meeting. Discussion. Alderman Carl asked if this
should be paid from the TIF funds? Was decided it should be. The motion carried by
voice vote.
Sale of former City Building 210 East Chestnut Street. Economic Development
Director reported that a meeting was held with City Attorney and Mark. Some civil
action has to take place before the building can be put up for auction. We have to have
an M&I Appraisal to determine the best value. We have an appraisal, just don't know if
has a M& I approval. The city attorney will be drafting a resolution to authorize the
auction of the building. Alderman Carl ask Mazk if the bidders could be notified as a
courtesy what is taking place. Mark said he would notify them.
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Clerical Committee November 8, 2005
AZ Presentation. Dan Walter Vice President Risk Management. Dan said they aze a
new company and they work with Self Funded Health Insurance Programs as we do edit
self funded claims. We do medical claims (doctor), and procedural claims (hospital).
We aze able to go through softwaze edit 100% of all your claims. We do edit your
claims and will go through a claims edit of who is illegible for the policy. We check on
the employer service to see if was paid correctly. Will do procedural edit, and also
eligibility edits, and pharmacy edits.
We feel we are the first company computer edit of both sides of the billing process. We
are talking about over chazges. We have the ability to go back 2 yeazs on claims and we
work with your 3`~ party administrator. The cost to the city is nothing as we work on a
contingency basis. The money goes directly to the city. We get paid after the city
receives their funds. We're looking at recovering up to 10%. We are asking the City to
enter into contract with us, which is a one year contract. Alderman Carl said he was told
eazlier the fee collected would be 20%, and you mentioned 30%. Dave Bruketta who
was in the audience agreed with Alderman Carl that it had been reduced down to 20%.
Alderman Sazff asked Dan to furnish references. Alderman Sazff also ask Dan where
they collect the funds from? Dan reported, hospitals, doctors and pharmacy. Alderman
Schenck ask if the employees would be responsible? Dan said, no! It is because the
hospital has been over charging. You will receive a monthly report of how much money
we find. Mayor Heinze ask if there is a statute of limitations? Dan said, no! We can go
back 2 years and we're looking at maybe 3 yeazs.
Motion and second by Aldermen Meade/Sazff, to refer the contract to the city attorney
for his review, and report to council. The motion carried by voice vote.
Replacement of Hydraulic Tools Purchase. Fire Chief John Stanko mentioned that
they have located a demonstrator set of hydraulic tools that are available for purchase.
The available tools aze Amkus Rescue Systems brand, which has been a major
manufacturer of hydraulic rescue tools for many years. The compliment of tools would be
well-suited to our needs and replace all of our outdated existing hydraulic tools. The
tools aze compatible with the electric hydraulic pump purchased eazlier this yeaz, which
was part of our planned upgrade. Total value of these tools if purchased new would be
$12,250.00. The total package has been offered to us for $5,206.25. If approved, John
would propose the financing of this purchase be done by several sources as follows:
City of Canton $2,500.00
Rescue Fund $1,202.44
Foreign Fire Ins Fund 1 503.81
TOTAL $5,206.25
Motion and second by Alderman Sazff/West, to allow the purchase and refer to council
for their approval. Discussion. Alderman West ask if they come with warranty? John
said he would check on that. Alderman Carl wanted to know if the present tools would
have any value, and John thought not. Alderman Reed wanted if possible to donate the
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Clerical Committee November 8, 2005
current tools to another department. Fire Chief John Stanko mentioned that was possible
and will look into doing that. The motion carried by voice vote.
Outside Payroll Service. City Treasurer Kathy Luker mentioned that always in the
past the city had inside payroll person of the deputy clerk to do the payroll. City Clerk
Nancy Whites is the payroll authority for the city. We have a dire need to go back to
outside source. Price quotes were received for outside payroll service to the City of
Canton as follows:
ADP -Automatic Data Processing, Inc, approximate fees $11,405.20.
Wells Fazgo Express Pay approximate fees $11,894.60.
Kathy said she has receive positive feed back on ADP from those using the service here
in town. They aze from Indiana and have been in business since 1948. Wells Fargo
Bank is from Minnesota. Wells Fazgo Bank has only restarted their payroll service one
and a half yeazs. This service would begin January 1, 2006. Kathy mentioned cost that
have incurred for this year with LOCIS is over $7,000. It was discussed of having bi-
weekly payroll would be cheaper as to weekly. Kathy is working to have direct deposit
for all payroll checks. Kathy is recommending ADP as they have years of experience,
and there is no contract we sign. Motion and second by Aldermen Meade/Sazff, to
authorize going to out side service for payroll from ADP and refer to council for their
consideration. The motion carried by voice vote.
Update Garbage Depreciation Account. City Treasurer Kathy Luker gave a recap of
Gazbage Collection Fees and Amount dues to Garbage Depreciation Account.
Kathy felt this was an oversight of the last treasurer. Kathy went to Public Works
Director Clif O'Brien to receive the information that was decided on by council in the
past. The information is that every dollar collected for gazbage fees was to be put in
Garbage Depreciation Account. Kathy received help from Greg Pollitt and Connie Glad
of the water department on the figures. City has been collecting fees since June 4, 2004,
and one dollar of every $8.00 is 121/2%. Kathy asked the auditors how to handle the back
payments, and they said to just use flat percentage of 12 %2% amount collected for
gazbage fees. In that gazbage account on May 17 the former treasurer had me write a
check to the depreciation account of $5,810.00. And I .think that was her impression of
$1.00 per person. I adjusted the amount and paid $67,039.54 and now the depreciation
account has $120,000 total.
Alderman Carl reported the Loan Committee had approved a revolving loan for AZ
Corporation of $60,000 at 5% interest. Those on the committee was representatives of
Wells Fazgo Bank, Mid America National Bank, Mayor Rodney Heinze, City Attorney
Jim Elson and Alderman Les Carl. Alderman Schenck ask what criteria of loan
requirements? Alderman Carl said jobs. A total of $68,000 is in the account now but
$8,000 has also been asked for. Motion and second by Aldermen Sazff/Meade, to accept
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Clerical Committee November 8, 2005
the recommendation bf the Loan Committee and refer to council for their consideration.
The motion carried by voice vote.
Finance Committee adjourned at 8:14 p.m.
Community & Industrial Development
Alderman Craig West, Chairman
Update Activities. Graham Hospital will have a open house for their remodeling of
their emergency azea from 2 to 4:00 p.m. for the public.
The Community & Industrial Development Committee adjourned at 8:16 p.m.
Negotiations, Grievance & Personnel
Alderman Larry Sarff, Chairman
Retirement Health Savings Plan. Assistant Fire Chief Dan Oaks presented this plan
that was discussed by the Fire Department Pension Boazd, and submitted by Larry
Moshier. The name of this retirement health plan is Retirement Health Savings (RHS).
Many public sector employees separate from service prior to eligibility for Medicaze.
Not all public sector employers provide full post-employment benefits. Even when
covered by Medicaze, some expenses aze not fully covered. As a result, many employees
plan on either deferring retirement, or a decreased standazd of living after retirement.
This is a program that allows employees to accumulate funds for post-
employment/retirement medical expenses: Health insurance and Out-of-pocket medical
expenses. Funds may be contributed on a pre-tax basis-both for income taxes and FICA
and employment taxes. Investment earnings aze tax-deferred. Distributions for covered
medical expenses aze tax-free for participants, spouses, and dependents. The first RHA
plan was established five yeazs ago today. Employee may select investment options.
Benefit Eli ig bility - May be age or event determined. "Event" may be date of retirement
benefit eligibility, or sepazation after a specified age has been reached, or other "events."
Benefits may be paid out to active employees that have reached age or service-based
eligibility.
Employer responsibilities include: 1) Administer plan via EZ Link. 2) Remit
contributions. 3) Provide enrollment, benefit eligibility and termination information. 4)
Perform tax duties associated with de minimis payments. Participant fees. Annual
account maintenance fee of $30.00 ($7.50 charged quarterly) plus: Asset-based fee of
.40% (Lowered to .30% if average 457/401 balance for the employer are greater than
$25,000). How to Proceed? Employer a) decides on coverage and features. b)
determines funding method(s). c) completes plan adoption agreement. d) amends
ICMA-RC administrative services agreement. e) adopts the VantageCaze RHS trust and
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Clerical Committee November 8, 2005
resolution. ICMA-RC will provide technical support in making decisions and
completing forms.
Dan said this is a healthy nest egg to help health insurance of the employee when they
retire. The cost aze borne by the participants. Alderman Sazff asked who is eligible?
Dan said any city employee in a pension plan is eligible. Alderman Sazff ask if this
presentation has been made to everyone or just the fire? Dan said Larry Mosier presented
it to the Fire Pension Boazd and Larry suggested I take it to the Insurance Committee.
Motion and second by Alderman Sazff/Meade, for council next week under Negotiations,
Grievance & Personnel for an executive session 1) Retirement Health Savings Plan; 2)
Outside Payroll Service. The motion carried by voice vote.
Mayor Heinze announced that City Hall will be closed on Friday November 11 to
observe Veterans Day.
Motion and second by Aldermen Meade/West, to go into executive session. Roll call.
AYES -Aldermen Cazl, Meade, West, Sarff. NAYS -None. 4 AYES, 0 NAYS, 0
ABSENT. Motion carried.
This portion of the open session of the Clerical Committee adjourned at 8:33 p.m.
The Executive Session for the Negotiations, Grievance & Personnel Committee to
discuss - Task Force Reassignment; Pending Criminal Investigation; Contract
Negotiations Regarding Fire Department; Legal Matters Considering Executive Session
Minutes, adjourned at 9:35 p.m.
Recording Secretary,
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Nancy Whites, City Clerk
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