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HomeMy WebLinkAbout12-13-2005 Clerical CommitteeCLERICAL COMMITTEE MINUTES December 13, 2005 @ 6:30 p.m. Historic Depot, 50 North 4th Avenue Mayor Heinze called the meeting to order at 6:30 p.m. and introduced the Aldermen who chair the committee's. ommittee Chairman in attendance Les Cazl, Kevin Meade, Craig West, Larry Sarff. they Aldermen 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 Mazk othert, Police Chief Donald Edwards, Fire Chief John Stanko, Public Works Director lif O'Brien, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg ollitt, Street Supt. George Spahn, System Maintenance Supt. Bill Terry, Zoning Officer lark Wilson, Video Services of Joe Ginger. In the audience -Daily Ledger John roehling, Journal Star Brenda Bowen, Sam Morelli, former city treasurer Pat Wright, ttorne at-law Mike Evans. Finance Alderman Les Carl, Chairman Bills. Motion and second by Aldermen Sazff/West, to approve of the bills as presented, and refer to council for their consideration. Discussion. Alderman Berardi questioned a bill under the General Fund from Camille's in the amount of $44.50. Mayor Heinze said he bought a plaque for Gordon/Bonnie Glass who aze leaving the community. Alderman Berazdi then complained as this council voted down giving a plaque to a business in this community that has been here for 60 yeazs for fixing up their building. But we can give one to the Glasses who have been here some 6 to 8 yeazs. Alderman Sarff stated that the mayor has a miscellaneous fund that he can use for incidentals. The motion carried by voice vote, and was unanimous. Treasurer's Report. City Treasurer Kathy Luker mentioned that the City is 7 months into the year and has received 73% of the fund revenue. The Health Caze Fund has a deficit of $27,390. We did have a $90,000 deficit but the 10% paid by the City, Park District and Librazy employees totaled $60,000, and was applied to that Health Care Fund deficit. Kathy mentioned that the amount it cost the city for the monthly premiums for single family is $360.00, and family is $860.00. Motion and second by Aldermen Sazff/West to refer the Treasurer's Report to council for their consideration. The motion carried by voice vote, and was unanimous. Jetter Repair. Motion and second by Aldermen West/Sazff, to repair the 1978 sewer jet machine that is used for sewer maintenance at a total cost of $5,500 from Manufacturing Services Corp, and send to council for their consideration. Discussion. Alderman Cazl ask Clif how this fits in the Budget? Clif said he had allowed for hose repairs. The motion carried by voice vote, and was unanimous. Clerical Committee 12-13-OS Street Department Personnel. Public Works Director Clif O'Brien handed out a memo explaining the request. It is as follows...Danny Phillips retired in June 2005 from the City of Canton Street Department. At budget time it was decided to not fill this labor/truck driver position for the first 6 months of the budget year. That time has lapsed and we are asking the Personnel Committee for permission to post this position for the 10 day period as required by the Union. Clif said he will be conducting the interview process along with two other Department Heads. And his recommendation will be forward to Mayor Heinze. Motion and second by Aldermen West/Sazff, to allow to move forward on the position, and refer to council for their consideration. The motion carried by voice vote, and was unanimous. GM Mechanical Materials Pay. Memo from Clif O'Brien reads....GM Mechanical will begin installing the new HVAC units for the City of Canton on Monday, December 13, 2005. Clif is recommending approval from the Council for a payment of $110,000 to GM Mechanical for the cost of materials presently on the job site. A Performance Bond in the amount of $145,000 accompanied the bid. A portion of the bid will be retained for 90 days after completion. Motion and second by Aldermen West/Sarff, to allow the payment of $110,000 to GM Mechanical for cost of materials from the General Fund and to be reimbursed by the Wells Fargo lease, and send to council for their consideration. Discussion. Clif said he feels the bill will be less. The motion carried by voice vote, and was unanimous. Avenue C Design/Construction Grant. Economic Development Director Mark Rothert mentioned that from the staff meeting he had ask Maurer Stutz Inc. Keith Plavec to update the cost for this project. Alderman Berazdi ask how much this would cost? Mazk did not have an exact figure but felt would be less than $1,000. Mayor Heinze said he than can approve up to $1,500. Alderman Berardi mentioned that this was done after the fact, as this was not brought before his committee for approval. Alderman Berardi mentioned we don't even know if we're doing the project. Alderman Meade said this does not need authority as the figures have just been updated. Keith Plavec from Maurer Stutz Inc. came in after the above discussion was held and give his report on the proposed project. Keith said that Susan Nash came here last week from WIRC to hold a public heazing. Keith said that the project cost was small enough that the design and construction portions were combined in to one Design/Construction grant. This type of grant allows the City to apply for up to $400,000. Keith said that he has heard rumblings that the upper limit may be reduced to $350,000, but to still apply as if up to $400,000 were available. The original amount being considered started was $25,000. DCEO ended up awazding the City a $20,000 planning grant and the City did not have to provide any leverage funds. Keith said that the estimated project cost that will be submitted to DCEO is $455,000. he said that the proposed project would consist of some sanitary sewer an installing a new storm sewer to remove several storm sewer inlets from the sanitary sewer. He said that four inlets at the intersection of Avenue C 2 Clerical Committee December 13, 2005 and Spruce Street. With the grant, it will pay for $341,250.00. What the City has to leverage is $113,750.00. That is 15% ofthe project. (Keith Plavec had talked with Susan Nash from WIRC on Wednesday and she said the City's portion will be 20%.) We're trying to get the most grant dollars for the city. The one thing you have going for you is low income housing of 85%. You have a high number in that azea, plus it is a public health and safety issue. The funds won't be awarded until July of next year, and funds won't be needed until then. The Bonding issue does allow funding. But you have to decide. Alderman Sazff ask Keith of what is the time line to make the decision? Keith answered that WIRC has to send the application to DCEO on January 10`", 2006. They want to see some kind of commitment tonight. What that commitment does, it shows you have ex amount of dollars to invest. Another option for funding is IEPA small interest loan you can apply for. Keith mentioned that the way the bonding is set up of what is listed is the only thing you can spend money for. So we put in a line item of sanitary sewer collection improvement. That is a wide open project, once you open the door, use caution. Alderman Berazdi ask about the Ethanol Plant having an affect on our sewer plant. Keith mentioned what it will do. The Ethanol Plant has discussed sending their RO reject water back to the city. Which would not have an affect on the Wastewater Treatment Plant for loading and capacity. But what it does is, we need to negotiate with them to make sure where aze they dischazging that into our system. We're concerned because that stream may not be capable of taking that load. Alderman Sazff said it appeazs we have a project of spending for the city of 15 %. Motion and second by Aldermen 5azff/Meade recommends, notify WIRC the City will participate in funding of that project, and send to council for their consideration. The motion cazried by voice vote, and was unanimous. West Maple Subdivision. Attorney Mike Evans was in the audience and he mentioned that what is needed is to hire TIF attorneys. Both Jack Teplitz an Douglas Griffin have a variety of ways to shield the city. Their job is to negotiate for you. Economic Development Director Mazk Rothert explained that Jack Teplize charges $200 per hour and Douglas Griffin, $150. Alderman Carl ask Mazk as the Economic Development Director if he was ready to make a recommendation? Mark said that what you have now is, investors who want to invest in your community. Not many communities have that luxury. Mark said he thinks the city should grab it and run with it. TIF's aze a risk, and sometimes you have to take that risk. Mazk said he would be in favor of it because you want growth and you want Canton to prosper. Alderman Meade said we are talking about a residential TIF. Can we send it out from committee to council? Jim Elson mentioned it is always dangerous to enter into anything that is not on the agenda ahead of time. You want to make a consideration that would be alright as it is a threshold question and it can be done. Alderman Berardi ask for biographies of the investors before the city agrees to any development. Mike Evans said he will ask them. Clerical Committee meeting 12-13-OS They specifically do not want to be associated with any of their investment projects. They want a shield of liability. They already put three quarters of a million dollars on the table. They will offer their financial liabilities only. Keith Plavec from Maurer Stutz Inc. came in later and discussed in a memo of what the costs associated with utility and roadway upgrades to the proposed development would be. Keith talked about the enclosed updated water, sewer and roadway costs for the proposed West Maple Street Subdivision. The spreadsheet contains two cost estimates. The difference in cost estimates is the location of the proposed lift station. The highest cost estimate has the proposed lift station further to the east in a lower point. This would allow for the option of more connections in the future, with a slightly higher front end cost. All costs are estimates. Keith had listed on the spreadsheet with the lift station at low point near proposed subdivision with a total of Water Construction $42,390; Sewer Construction $272,550; and Roadway Construction $167,965. And combined construction cost of $482,905. The Lift Station at easternmost low point with a total of Water Construction $44,610; Sewer Construction $297,545; Roadway Construction $167,965, with combined construction cost of $510,120. Motion and second by Aldermen Meade/West, to approve the concept, and send to council for their consideration. The motion carried by voice vote, and was unanimous. Unauthorized visits to MSI. Alderman Berardi said this print out is a lot of misunderstanding. He wanted to know from Alderman Carl who requested this being on the agenda? Alderman Carl said he received the information from the mayor. Alderman Berardi wanted to know what the comment was by the mayor. Alderman Carl said he did not make a comment, he just walked away. Alderman Berardi wanted to know on what bases is this unauthorized. There are no resolutions and ordinances against this and even if there was, that will not stop me from meeting with Keith Plavec. Alderman Beradi continued on with the 27 visits and gave his explanation to each one of them. Alderman Berardi feels his endeavors are worthwhile investments for the City. Alderman Carl mentioned that the aldermen do not have credit cards, and we don't have the authority to spend money. Keith Plavec mentioned about the company's retainer when he was ask. The contract is for $3,000 a month upto $36,000 a year for time and material basis. The company gives the city a 15% discount. Alderman Schenck wanted to know beyond the retainer, what goes into specific projects? Keith answered, when there are scopes of work, we sit down and figure numbers of meetings, what is not into general engineering, the Maple Street road will be in the retainer. Alderman Schenck wanted to know if the City has been exceeding the $3,000 per month? Keith said its under $3,000. Alderman Sarff commented that it does not hurt to ask where the money goes. Each one of us needs to be aware of our spending. Mayor Heinze said that is also true with Mark Rothert of wanting his endeavors worthwhile. We have to trust one another to get the job done the best way we can. 4 Clerical Committee meeting 12-13-OS The Finance Committee adjourned at 8:05 p.m. Legal & Ordinance Alderman Kevin Meade, Chairman Ordinance Amending Provisions for Disposition of Abandoned & Wrecked Vehicles. Police Chief Donald Edwards mentioned the current ordinance allows for 30 days to remove an abandoned & wrecked vehicle. This period is a long time when you have to be into the court system. He wants this to be reduced to 10 days. Motion and second by Aldermen West/Sarff, to refer the ordinance to council for their consideration. The motion carried by voice vote, and was unanimous. Bell, Boyd & Lloyd Update. Economic Development Director Mark Rothert mentioned they have been meeting with IEPA. They have reaffirmed their intentions and support. Plans are meeting with IH in late January. Create Long Range Planning Committee/Consider Combining Streets & Garl~'ge Committee with Public Works, Water & Sewer. Mayor Heinze wants to create this committee as he feels the city and the engineer should be looking at long range. Alderman Sarff wanted to know under the committee structure for council, what would the Streets & Garbage, with Public Works, Water & Sewer committee fall under? Mayor Heinze thought under the Clerical Committee, but probably would stay under Mechanical. Alderman Carl wanted to hear from Alderman Berardi. Alderman Berardi mentioned he was not 100% for it, but he stated the mayor said would be better fit. Alderman Meade said this is to lay over until next committee meeting of Legal & Ordinance. Ordinance for Number of Authorized Firefighters for the Fire Department. City Attorney Jim Elson mentioned that the words that amends this ordinance is "up to 10" firefighters and to be for 3 year period. As the grant is for three years. Alderman Meade said this ordinance will be presented at the next council meeting for second reading. Ordinance to increase the competitive bidding threshold from $10,000 to $20,000. City Attorney Jim Elson mentioned the ordinance existing on the books is backward from state law. We will have to conform to state law. Motion and second by Aldermen CarUWest, to send to council for their consideration. The motion carried by voice vote, and was unanimous. Clerical Committee meeting 12-13-OS Subclass A Temporary Supplement License concerning Outdoor Beer Garden License. Mayor Heinze said this was discussed at the Liquor Commission meeting. Police Chief Donald Edwards suggested some changes should be made. The one change is to having an outdoor beer garden on Saturday only. Mayor Heinze said he talked with most of the owners selling liquor. The commission will also be fine tuning some parts of the Liquor Ordinance. Consideration of changing Appropriation Ordinance to the Budget System. Mayor Heinze said this is another way and would be more modern. The former city treasurer Pat Wright brought this to his attention. Mayor Heinze said he called the Illinois Municipal League and under the Budget System you have to have the Budgets done by May 1. Pat Wright said she has been involved in the Illinois Treasurer's Association and if you want to make changes to the Appropriation Ordinance you have to do a Supplemental Ordinance. Under the Budget System the Mayor appoints a Budget Administrator. Alderman Carl ask if an elected official is named as Budget Administrator could they receive additional salary? Pat Wright said they could. Mayor Heinze read from the Budget System information. "The Budget Officer may hold another municipal office either elected or appointed. And may receive compensation for both offices." Alderman Sarff ask, if an elected official is appointed, this changes their income for the year, does that have to be set ahead of time? City Attorney Jim Elson said "no" this is applicable an elected official. This would be an additional appointee. Alderman Berardi ask, since the firm of Hocker/Fitzjerrald audit the city's books, could they be named the Budget Administrator? Alderman Sarff said this could be a conflict, as they serve as the auditors for the City. Motion and second by Alderman Sarff/West the ordinance to lay over until the next Finance Committee meeting. The Legal & Ordinance Committee adjourned at 7:10 p.m. Community & Industrial Development Alderman Craig West, Chairman Update of Activities. Alderman West told Alderman Berardi he applauded the work he had done. The Dairy Queen broke ground with a ribbon cutting this week. They will be building the new Dairy Queen on West Birch and North Main. The Walgreens new building is coming along on North Main Street between Ash and Spruce Street. 6 Clerical Committee 12-13-OS Mark Rothert mentioned on the development side, he has several developers looking at the N.E. side of IH and other parts of the 33 acres. A developer is requesting some 4,000 to 6,000 squaze feet for commercial development. Mark has met several times in the last 6 weeks with the Economic Development Transitional Committee. Mark also has met with a lot of the shareholders in this community. He has met with individual council members, members of Chamber of Commerce Boazd of Directors, Ambassador Club of the Chamber, Canton Resource Group and members of the CADC Board. He wanted to get their input on the Redevelopment Plan, of how to make it better. The Economic Development Transitional Committee gave some input and he wanted to shaze that information with these shareholders for feed back. Mark gave an update on the Ethanol Plant. He had talked with the general manager and the financing will be in place sometime later this month, or next month. Major construction will occur in the spring months. Methodist Hospital broke ground for a new facility on North Main Street. Mark Rothert gave an update about EOI. They have filed the necessary paper work with the State of Illinois EPA for the Petersen Company project on Second Avenue to receive a letter stating "no further remediation." This letter means it is cleaz to build on this site. City Attorney Jim Elson mentioned that a 1 '/4 water line was found on the Dairy Queen site. It will be covered up by construction if we don't do something about it. There are no recorded easements on this. The situation should be remedied and now. There is a buffer area. Jim asked if the Petersen Company could grant the city an easement so we could put in the water line and maintenance of that line? Then Jim asked who should pay for this project, as he said he would render no opinion. Public Works Director Clif O'Brien mentioned that if Petersen Company gives the city an easement, we could get a local contractor to boor into the 4-inch line. This is not a high dollaz project, would be azound $1,500 to $2,000. Motion and second by Aldermen Sazff/Meade, to approve of asking Petersen Company for an easement and for Clif O'Brien to come back next week with cost for the new water line. The motion carried by voice vote, and was unanimous. Redevelopment Plan for Central Canton (TIF Poster Plan) - Joy Stie~litz. Economic Development Director Mark Rothert mentioned that last year Vandewalle & Associates was asked to give a Redevelopment Plan in greater detail then the TIF Redevelopment Plan did. The City Council has officially adopted this Plan. We have been working off of this document as a template to use in talking to various developers who might be interested in the site. This document gives direction to staff and how to work with developers who want to come to Canton. It gives the council a look into the 7 Clerical Committee 12-13-OS future. It can change, as it is a breathing living document. The Plan highlights a commercial district at the site with details. The development is all along 3rd Avenue and that street will be reopen. The 5th Avenue corridor they left for infill development, as there is a lot of open land there. And the property is not owned by the City. This Redevelopment Plan is a useful tool, and personally and professionally Mark said he supports it. Alderman Berardi said since we have an outdated Comprehensive Plan there is funding available through the local Planning Technical Assistance Act through the State of Illinois for help on updating or putting togather a Comprehensive Plan. And it further states, if you don't have a Comprehensive Plan your ability to get grants lessens. Alderman Berardi wanted to know if we have the cart before the horse? Mark Rothert commented that yes, you need a Comprehensive Plan. This Redevelopment Plan the work has already been done to create this Comprehensive Plan. And no we are not putting the cart before the horse. Mark said he hates to see all that money go to waste. Alderman Schenck wanted to know if issues have been addressed on architectural designs and colors? Zoning Official Clark Wilson said the City has adopted an ordinance that addresses those issues. City Attorney Jim Elson asked if you were to approve this plan, what binding affect does this have on us? Mark Rothert answered, this Plan is not set in stone. Joy Stieglitz of Vandewalle & Associates has told Mark not everything has been built to the Plan. Jim Elson said he noted that on West Chestnut Street the Plan shows abolishing into a pedestrian way. After all the funds we spent on remodeling the Library we don't want to lose our parking lot. Clark Wilson said this plan has changed 4 times already. It is not cast in granite. This is something to use. Alderman Hartford mentioned that a booklet will be available outlining everything and he approves of this Redevelopment Plan. Clark Wilson said it is very important to have a Resolution adopting this Plan to help the City to be able to be awarded grant funding. Motion and second by Aldermen Meade/Sarff, to send to council for their consideration. Discussion. Alderman Carl said he had talked with Joy Stieglitz today and she is making some changes to the Plan. Wouldn't it be better to wait for the final Plan before we adopt this? Mark Rothert said the changes will be in place even when you adopt the Plan. The motion carried by voice vote, and was unanimous. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman No items for discussion was listed on the agenda, and no discussion was held. EXECUTIVE SESSION -NEGOTIATIONS, GRIEVANCE & PERSONNEL COMMITTEE - PUBLIC WORKS UNION; AND FIRE DEPARTMENT 8 Clerical Committee meeting 12-13-OS NEGOTIATIONS. Alderman Sarff mentioned the Executive Session is postponed and will be rescheduled. Recording Secretary, Nancy Whites, City Clerk 9