HomeMy WebLinkAbout05-13-2003 ClericalMINUTES
CLERICAL COMMITTEE
City Council Chambers @ Historic Depot
May 13th, 2003 - 6:30 p.m.
Members Present: Aldermen Les Carl, Mary Fillingham, Craig West, Larry Sarff.
Other Aldermen Present: Hartford, Molleck, Harn, Reed.
Others Present: Mayor Jerry Bohler, City Clerk Nancy Whites, City Treasurer Patty
Beaird Franzoni, City Attorney Ron Weber, Fire Chief John Stanko, Police Chief Don
Edwards, Wastewater Supt. Joe Carruthers, Water Plant Supt. Greg Pollitt, Zoning
Officer Clark Wilson. Video Services Joe Ginger. News Media - Daily Ledger -John
Froehling. Others in the audience- Brandon Sarff, City Police Officer Rick Nichols,
Fireman Jay Smith, and two unidentified gentlemen.
Finance Committee
Jim Hartford, Chairman
Bills. Motion and second by Aldermen Molleck/West, all bills properly approved be
referred to council for payment, and the additional bills of...Fire -Sunset Print $181.90,
Power Net Global $8.32, Water Dept -Quill $241.37, Wastewater - SBC Ameritech
$27.81, $27.22, $27.18. Voice vote, motion carried unanimously.
Treasurer's Report. City Treasurer Patty Beaird Franzoni mentioned that the City was
very fortunate to have a Maintenance income, as that helped out the City's short comings.
The total for the General Fund is $588,033. With 11 months into the budgets the General
Fund is at 98.4% of spending. Alderman Carl asked for the Financial Report to be given
to them on the Friday before the meeting to review.
Fiscal Year 2003 - 2004 Budget. Mayor Bohler mentioned to the Aldermen, the
Budgets that you have before you are pretty close to a balance budget. The City will
have a $25,000 deficient if passed as is. The City's new fire truck will renew its contract
from 4 years to 7 years. The City Building at 2 North Main, the payments will be
extended to 5 years. Also all departments will have to do their own cleaning of their
various work space. The police department will lay off 3. The fire department is to
allow instead of overtime, to use comp time for one year. They will not be able to use
comp time that causes overtime in the department until finances improve.
Alderman Molleck said he was not in favor of lay offs in the Police Department, and was
concerned about safety for the community, and what this will do to the department!
Police Chief Don Edwards mentioned that they don't have the luxury of refinancing
anything. One patrolman position is not filled and that will be one of the cuts. The other
cuts will be two patrolman, and one telecommunicator. The School Resource Officer is
still needed at the school and I feel this position is very valuable. The grant funding
expires in August 2003. The school paid 66% and the City 34%. The school is not sure
they can offer at the 66% again. Discussed using the same secretary for Fire Chief and
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Clif O'Brien. The School Crossing Guards positions will be cut. Don said bringing
manpower on the street from 3 to 2 is ridiculous.
Mayor Bohler said maybe we can keep these employees until November. Will be asking
to pass the Telecommunication Tax which the City will not receive any funds until March
of 2004. Will be asking the voters in November for '/2 % sales tax. If defeated, we can
expect official lay-offs.
Alderman Sarff ask what will the '/2 % raise? Mayor Bohler said between $600,000 and
$800,000.
Motion and second by Aldermen Sarff/West, the Budgets be sent on to City Council
meeting next week for their consideration. Voice vote, motion carried unanimously.
HCH 3 year renewal for Administrative Services. City Attorney, Ron Weber
mentioned about the contract...the agreement shall have a initial three year term
extending from May 1, 2003 to April 30, 2006, and is automatically renewed thereafter
for additional one-year terms unless terminated by either party as provided herein. This
Agreement may be terminated without cause at any time by Contract Administrator if
Employer fails to properly fund the Plan, or by either party upon material breach by the
other of the terms contained herein. In addition, this Agreement may be terminated at
any time by either party hereto by giving one hundred twenty days (120) of written notice
to the other party
Ron said his concern was going into a 3 year contract. Ron would like to do further study
and talk with the Health Insurance officials again.
Mayor Bohler said the City might consider seeking bids before the 3 year contract would
be up.
Motion and second by Aldermen Sarff/Fillingham, to send the Administrative Services to
the City Council for their consideration. Voice vote, motion carried unanimously.
A.E.H. Pay request #1 for Main & Elm Street Construction. Motion and second by
Aldermen West/Fillingham, to refer to City Council for their consideration. Voice vote,
motion carried unanimously.
John Deere Tractor Repair -Wastewater Treatment Plant. Motion and second by
Aldermen Filllingham/West, to repair the D-Range tractor in the amount of $4,418.99
from Steven's Implement, and referred to City Council for approval. Voice vote, motion
carried unanimously.
The Finance Committee adjourned at 7:18 p.m.
Legal & Ordinance Committee
Mary Fillingham, Chairman
Ordinance Telecommunication Tax. Mayor Bohler said the ordinance will be on the
next City Council agenda, this is for your review. Alderman Carl asked if those taxing
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bodies he had mentioned before would be exempt? Mayor Bohler said if the ordinance is
passed, we can come back with another ordinance to make those exemptions.
Alderman Sarff said the telephone company would not police it, the City would have to.
Mayor Bohler said the ordinance as presented is 5%, but can be lowered. The mayor said
he did not want any voting tonight, and told the aldermen he did not want to burden the
tax payers anymore with increases on their property tax.
Alderman Fillingham, said she still stands behind this and she does not want to see lay-
off's either.
Liquor Ordinance. City Attorney Ron Weber talked about the City's present licenses,
we are the only town with a Supper Club License. Our concern is to have a restaurant
license you have to be a restaurant. We have a limit on Taverns but not Supper Club's.
The restaurant owner has to have 60% in food sales, not alcohol.
Alderman Carl said the liquor licenses had not been raised since 1979. And Les further
stated that he and Alderman Fillingham are reviewing these license as well as all licenses
of the City and will be making a recommendation next month.
John Stanko Fire Chief, said he had suggested that the Liquor License held by
establishments would have to comply with fire code, and should have to comply before
getting their license.
Motion and second by Aldermen Sarff/Carl, to refer to next committee meeting. Voice
vote, motion carried unanimously.
"No Parking" North 2°d Avenue and East Spruce Street. Tabled to next committee
meeting.
"No Parking" East Side of 10`" Block of North lltb Avenue. Police Chief Don
Edwards mentioned, rather than to create another ordinance on parking, the police
department will do heavier patrol during the lunch time period when the traffic is the
heaviest. And to take another look at in a couple of months.
Motion and second by Aldermen Sarff/Carl, to leave the area as is. Voice vote, motion
carried unanimously.
"No Parking" Banyon Drive. Police Chief Don Edwards reported this is near the
intersection of North Main Street. When a car is parked along the curb, the usable width
is reduced to approximately 20 feet. City ordinance 9-5-1 (G) prohibits the parking of a
vehicle at any place where it would reduce the usable width of the roadway to less than
18 feet.
Police Chief Don Edwards recommends that the parking be prohibited on the south side
of Banyon Drive from Main Street to the beginning of the cul-de-sac at the east end of
the street.
Motion and second by Aldermen Sarff/West, to agree to an ordinance and referred to
City Council. Voice vote, motion carried unanimously.
Resolution -Appointed Personnel Salaries. The resolution will be discussed in
executive session.
Contract for sale and lease back portion of City Garage West Locust Street. City
Attorney Ron Weber explained about this unique situation with the old site CIPS coal
carbonization and gas production facility, next to Big Creek Park. What has happened as
environmental issues have come about, this is now a site with hydro carbons and CIPS
feels the need to clean it up. The proposal is, we would enter into a contract to sell them
the property, which is slightly under '/2 acre. We would sell to them at no cost, because
the requirement is they are going to commit to a clean up program there. The result of
that clean up program would be to remove some of the contaminants and then they would
encapsulate by putting a `blacktop' over the area, then they would build a couple of
facilities for Clif O'Brien that he's requested, and lease back to the City at no cost.
They have to lease back as part of their EPA program because of certain requirements, as
that `blacktop' cannot be penetrated. The lease would be for a long time period and we
would be responsible for the property but nothing else.
Motion and second by Aldermen Sarff/Carl, to enter into the agreement with Ameren
Cips for the clean up of the site and sent to City Council for approval. Voice vote,
motion carried unanimously.
Highway Authority Agreement for Largent's Service. City Attorney Ron Weber
stated, the City would have to grant certain easements and notifying the property owner,
and to inform construction workers of the potential contamination. This agreement is in
essence a deed restriction on the public right-of--way. The City of Canton exercises sole
control over the use of groundwater beneath the designated area and that the City will
prohibit the use of said groundwater enforcing the right-of--way as an engineered barrier
above it.
Motion and second by Aldermen CarUWest to enter into the agreement with Largent's
Service, and sent to City Council for their approval. Voice vote, motion carried
unanimously.
The Legal & Ordinance Committee adjourned at 7:48 p.m.
Community & Industrial Development Committee
Craig West, Chairman
Update of Activities. Alderman West mentioned the residential sidewalk program will
be starting again. Linda Caudle will be handling the program again this year.
A new business opened up on the East Side of the Square called, "Yesterday Once
More."
Central Illinois Energy will have applications available from Linda Caudle in the near
future.
June 6-7 is "Relay For Life" at Canton Memorial Stadium. This event is for the
American Cancer Society.
Bid Opening -Lot 6 Jones Addition. (City Parking Lot on S. lst Avenue) Motion
and second by Aldermen Fillingham/Carl, the City Clerk to open the bids. Voice vote,
motion carried unanimously.
One bid received from Gary & Heidi Leese of the Palm Cafe located at 101 East Elm
Street. The total bid was $1.00 for 4 parking spaces. Part of the bid says...access to the
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2nd and 3`a floor are critical to the success of this project. The extensive
remodeling...replacement windows, fire suppression system, elevator, grand entrance,
new businesses, HVAC and electrical.
Motion and second by Aldermen Sarff/Fillingham, to refer to staff for review and accept
the bid. Voice vote, motion carried unanimously.
The Community & Industrial Committee adjourned at 7:53 p.m.
Negotiations, Grievance & Personnel
Larry Sarff, Chairman
Temporary Firelighter Appointment. Fire Chief John Stanko reported that one of the
Firefighter's will be off on a non duty related illness. The firefighter will be off for an
extended period of time. John wants the Fire/Police Commission to appoint someone as
a specific exception because of the hiring freeze. And this would save us cost.
Motion and second by Aldermen CarUWest, to send this to City Council for approval.
Discussion. Mayor Bohler said this does not lift the hiring freeze, as it will remain.
Voice vote, motion carried unanimously.
EXECUTIVE SESSION -PURPOSE OF NEGOTIATIONS, GRIEVANCE &
PERSONNEL -APPOINTED EMPLOYEES SALARY. Motion and second by
Aldermen CarUWest, to go into executive session for the purpose of discussion for
Negotiations, Grievance & Personnel -Appointed Employees Salary. Roll call. AYES -
Aldermen Carl, Fillingham, West, &Sarff. NAYS -None. 4 AYES, 0 NAYS, 0
ABSENT. Motion carried.
The regular scheduled committee meeting went into executive session at 7:58 p.m.
The Negotiations, Grievance & Personnel Committee adjourned at 7:58 p.m.
The Clerical Committee reconvened into open session at 8:45 p.m.
Motion by Alderman Sarff, the resolution be referred to City Council accepting salary
increase of 3% with salary being $40,400 for Clark Wilson. A second was not given, so
City Attorney Ron Weber said you can take an opinion poll.
Alderman Sarff than ask the Aldermen if anyone was in favor of the additional 1.5%
raise? Alderman Molleck, Carl, Reed agree to the raise. Alderman Reed ask can he be
reviewed in 3 months based on performance? City Attorney recommended don't do that
as you set salaries for the year. Second by Alderman Carl. Alderman Sarff ask for roll
call. AYES -Aldermen Carl, Sarff. NAYS -Aldermen Fillingham, West. Mayor
Bohler voted nay. Motion defeated.
Motion and second by Aldermen CarUWest, to refer the resolution for salaries to the City
Council for consideration as is without the 1.5% increase. AYES -Aldermen Carl, West.
NAYS -Aldermen Fillingham, Sarff. Mayor Bohler voted aye. Motion carried.
The Clerical Committees adjourned at 8:57 p.m.
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Recording Secretary,
Nancy Whites, City Clerk
The Personnel Committee met on January 14th, 2003 at 7:10 p.m. after the regular
scheduled 4 committee meetings to discuss the revised Personnel Policy. This part of the
meeting was not televised.
Those in attendance -Mayor Jerry Bohler, City Clerk Nancy Whites, City Treasurer
Patty Beaird Franzoni, City Attorney Ron Weber, Aldermen Jim Hartford, Larry Sarff,
Craig West, Les Carl, Jo Anne Shores, & Mary Fillingham. Department Heads of Public
Works Director Clif O'Brien, Water Superintendent Greg Pollitt, Wastewater
Superintendent Joe Carruthers, Police Chief Don Edwards, Fire Chief John Stanko,
Zoning Officer Clark Wilson, and also, Eleanor Scott candidate for Alderman in April
also attended.
Discussion of Personnel Policy.
Page 2 Division 2 Anniversary Date.
First paragraph reads: The date upon which an employee receives her/her permanent full
time appointment with the City.
Delete the work permanent.
Page 2 Immediate Family:
The sentence reads: Includes: brother, sister, parents, parent of spouse (including the
[preceding step-relatives and adopted parents), child, adopted child, stepchild, grandchild,
stepfather and stepmother, grandparents, grandparents of spouse, legal guardians.
Delete the words underlined and add in the words-spouse, brother in-law, and sister in-
law.
Supt. Greg Pollitt asked about %2 step-child. City Attorney Ron Weber stated, he has not
seen that language, will check with Bruce Beal the attorney for the City's contracts.
Page 2 Overtime:
Suggestions...department heads not listed under emergency personnel.
Delete -The words Zoning Officer. In the last sentence that reads...Public Works
Director, Economic Development Director, Superintendents, Assistant Superintendents
and Zoning Officers are not eligible for overtime.
Page 3 Part-time Employee:
Recommend -Council members thought there should be a salary range.
Page 3 Permanent Part Time Employee:
Delete the word Permanent.
City Attorney Ron Weber said he would review this.
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Page 3 Workweek.
Suggetions -Department heads left out. Referring to -This section is not applicable to
the Public Works Director, Economic Development Director, Superintendents, Asst.
Superintendents, and Zoning Officers.
Page 4 Overtime.
Suggestions. City Clerk Nancy Whites wants to have all the employees at city hall who
don't have anyone signing their overtime, for someone to do so.
Mayor Bohler said that Public Relations Linda Caudle is now receiving only Comp Time.
Alderman Fillingham suggested all employees having direct deposit. Mayor Bohler
stated he did not think you could force them to do it.
Page 4 Compensatory Time.
Police Chief Don Edwazds asked can we force Comp Time in lieu of pay? Alderman
Sarff say, he feels we have to give a choice. City Attorney will check on this.
Page 5 Vacation
Recommendation. Fire Chief John Stanko -this is less benefit than in the fire contract.
Delete -the year 2002 and make it 2003. Alderman Sazff felt we need to talk with Bruce
Beal about this.
Vacation days -Alderman Sazffwants to read same as Fire Contract, which is as follows:
1 year but les than 3 yeazs - 2 weeks
3 yeazs but less than 10 yeazs - 3 weeks
10 yeazs or over - 4 weeks
Delete 15 yeazs or more.
Page 6 Holidays.
Delete Em~lovee's Birthday
Page 7 Personal Days.
Being added to the Personnel Policy is...use them or lose them.
Fire Chief John Stanko said, the computation of how personal days aze earned is being
deleted from the former Personnel Policy.
Jahn Stanko further stated that under the fire contract reads...after 60 days of service
earns Personal Days.
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City Clerk Nancy Whites said, that those govern under the Personnel Policy do not have
to earn their Sick, or Personal Days.
Page 8 Accural of Sick Days.
Fire Chief John Stanko said the fire contract reads...may accrue up to a total of 90 days,
and payment for such not more than 60 days.
Page 8 Disability Leave.
Change the words Loss of Time Insurance Policy, and make it short term disability.
Page 8 Job Related Disability. Mentions City Clerk shall be responsible for causing
weekly written reports. This should be in compliance of the changes that have been
made.
Page 9 Military Leave and Re-employment Rights.
Ron Weber explained this is all covered by federal law, the City has to comply.
Add the words in the first sentence after the word Employees all applicable who are
inducted.
Page 9 Employee Insurance.
Delete the number 1.2% and change the number to 1 % for department heads that conform
to the resolution passed last year.
Page 10 Coverage.
Fire Chief John Stanko ask what is Exhibit A? Was told it is a summary.
This ends the meeting discussing the Personnel Policy which is now 8:00 p.m.
At the next Clerical Committee meeting on February 11`x', to start again with Division
12.
Recording Secretary,
Nancy Whites, City Clerk
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