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HomeMy WebLinkAbout01-08-2002 Clerical MINUTES CLERICAL COMMITTEE City Council Chambers @ Historic Depot January 8. 2002 - 6:30 p.m. Members Present: Jim Hartford, Larry Sarff, Mary Fillingham, and Craig West Others Present: Mayor Jerry Bohler, Jo Anne Shores, Kevin Meade, Attorney Ron Weber, Chief Stanko, Chief Elam, Gary Orwig, Steve White, Clif O'Brien, Dave White, George Spahn, Linda Caudle, Pam Smith, Joe Gin er, John Froehlin Finance Committee Jim Hartford, Chairman The Committee Meetings were opened and introduced by Mayor Bohler. Bills were discussed. Chairman Hartford asked that two bills, which arrived late, be added to the list of bills. They include a bill from SRA Alarms for the video system in the new city building for $6,114.89 and a bill from City Attorney Ron Weber in the amount of $5,526.45 for legal services. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to send the bills with the two additions to council for action. Voice vote, motion carried. Budget Administrator Dave White presented a written financial report showing the City is at 70% of its budget after 8 months into the fiscal year. He offered to answer any questions regarding his report. Attorney Weber informed the committee of the status on Rolland Pettit's request for payment of a new door and repairs as discussed in a previous committee meeting. Mr. Pettit has gone through his insurance to receive reimbursement for the door and other repairs. The attorney confirmed with the insurance company that the bill has been paid to Mr. Pettit with only the $250 deductible remaining. The attorney will contact Mr. Pettit to see what his request is of the City. Chief Stanko requested authorization for the final training needed for investigator Jay Smith to allow him peace officer status. Smith was approved for this training, which was scheduled for January. However, the class was cancelled and rescheduled for February, March and April in Tinley Park, Illinois. Costs will be shared with an investigator from the East Peoria Fire Department. Total cost to the department is $3,192 from the operating budget. Chief Stanko requested permission to purchase two weapons at a cost of $1.432, which would complete their weapons standardization. Alderman Sarff suggested the weapons be purchased from 2 per cent money. Mayor Bohler also suggested not placing a time limit of 5 years for the arson investigator to serve in this capacity. After the City makes the investment in training, the employee should serve in that capacity while employed by the City. Alderman Sarff asked Attorney Weber to check this. A Motion was made by Alderman Sarff, seconded by Alderman Hartford to approve the training request in the amount of $3,192 for investigator Smith and table the weapons purchase until Chief Stanko investigates the use of 2 per cent money for this purpose. Voice vote, motion carried. Steve White presented two pay requests recommended by Maurer Stutz, Inc. and one pay request recommended by Crawford Murphy and Tilly Engineers regarding current projects relating to the Water Treatment Plant. A Motion was made by Alderman Sarff, seconded by Alderman West to send the following pay requests to council for approval: Badger Meter, $64,483.13; Laverdiere Construction, Inc. Payment No. 3 in the amount of $637,284.53; and Leander Construction $43,310.70. Voice vote, motion carried. Budget Administrator White presented a list of items needed before the new city building is occupied. Those items include carpet on 2"d floor, supplies for locker rooms, ceramic, carpet for conference room, window coverings, signage, fence/wall, and asphalt of the alley in the spring. The total amount of these items is $28,300. Administrator White added that city employees including 14 police officers have spent volunteer hours this past Sunday painting the interior of the new city building. Mayor Bohler praised Clif O'Brien's crew and the police officers for the work that has been done at the city building. The Mayor added that quotes were received on all items and the lowest quotes were from local vendors. A Motion was made by Alderman 5arff, seconded by Alderman Fillingham to approve the purchase of the needed items as outlined by Dave White in a memorandum dated 1/8/02. Under discussion Alderman Meade questioned the legality of not going out for bids on items exceeding $5,000. White said these items were grouped together to present one total this evening. However none of the items, except the asphalt would exceed the $5,000. Clif added that the asphalt would be properly bid in the spring along with the MFT work. Regarding the other items listed, the materials will be purchased from one vendor and the labor done by another vendor. Each item was a separate quote. In some instances the city will provide the labor. These are all separate quotes and none exceed the $5,000. White said that by doing this ourselves we are saving money. A voice vote was called on the motion and the motion carried unanimously. No other business was discussed and the committee adjourned. Legal & Ordinance Committee Mary Fillingham, Chairman No business was discussed and the committee adjourned. Community & Industrial Development Committee Craig West, Chairman Chairman West gave an update of the Canton Community Revitalization Committee of which he is a member. After interviewing and checking references on four professional search groups, the CCRC entered into a contract with Management Resource Group, Ltd., (MRG). The committee met with MRG December 21~ to begin the process of formulating the job profile for an economic development director. MRG has already begun the search for candidates to be considered for the Economic Development Director.. Linda Caudle updated the committee on this year's 50/50 residential sidewalk replacement program. $5,000 was allocated from Motor Fuel Tax Funds. $3,324.50 was used of that amount for the fifty percent share of replacing 5 residential sidewalks. Linda explained how the program worked. There are names on the list for next year. A Motion was made by Alderman Sarff, 2 seconded by Alderman Hartford to delegate $5,000 from next year's MFT funds to the sidewalk replacement program in order that this program may continue. Voice vote, motion carried. Zoning Officer Clark Wilson presented a written update on the IH Site Redevelopment Project. Mike Crifford has secured the US Geological Survey to do Geoprobe testing at the site and will be sinking additional monitoring wells. This work will be done at no expense to the City. Stavros Emmanouil of the USEPA has informed Clark that he and his contractor will be at the site to take samples for the next phase of the removal in March. Attorney Weber discussed the one bid that was received on the vacant Randolph lot. The $12,000 bid and proposal is below the appraised value. Todd Fletcher's proposal included a 90 by 40 foot building to house two and possibly three businesses. He would move his insurance office to the location and at least one business would be retail. Todd addressed the committee stating that the reason for his low bid was the expected work needed to be done to remove some of the foundation left on the lot and to do compaction of the soil. He also intends to put brick on the sides of the building facing Elm Street and First Avenue. Alderman Hartford said he believes something needs to be done with the vacant lot and is all for allowing someone to build on it. Alderman Sarff said it would enhance the value of the property surrounding the area and he would be inclined to accept the offer. Mayor Bohler said he was happy to see this lot developed. It is the first step to show that the City is willing to work with people. A Motion was made by Alderman Sarff, seconded by Alderman Hartford to recommend to council the acceptance of Todd Fletcher's Bid and his proposal for the Randolph lot. Voice vote, motion carried. No further business was discussed and the committee adjourned. Negotiations, Grievance & Personnel Committee Larry Sarff, Chairman Chairman Sarff notified the press that there will be an executive session immediately following next Tuesday's Council meeting for the purpose of opening negotiations with the fire department union. A Motion was made by Alderman Hartford, seconded by Alderman West to enter into executive session for the purpose of personnel to discuss a grievance. Roll call: Ayes -Aldermen Hartford, Sarff, West, Meade Shores, and Fillingham. Nays -none. Motion unanimous The committee reconvened in open session for the purpose of adjournment and added that there will be an executive session next Tuesday for the purpose of continuing the discussion of the grievance. This session will be held following the 1 ~` executive session. Motion made by Alderman Hartford, seconded by Alderman West to adjourn. Motion carried. Recorded by Linda Caudle 3