HomeMy WebLinkAbout05-14-2002 Clerical
MINUTES
CLERICAL COMMITTEE
City Council Chambers @ Historic Depot
May 14, 2002 - 6:30 p.m.
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Members Present: Larry Sazff, Mary Fillingham, Jim Hartford, and Craig West,
Others Present: Mayor Jerry Bohler, Kevin Meade, Les Cazl, Bob Molleck, Attorney
Ron Weber, Budget Administrator Dave White, Chief Stanko, Chief Elam, Gary Orwig,
Steve White, Clazk Wilson, George Spahn, Linda Caudle, Pam Smith, Joe Ginger, John
Froehling, Tony Lee
Finance Committee
Jim Hartford, Chairman
The Committee Meetings were opened and introduced by Mayor Bohler. April bills were
discussed. A Motion was made by Alderman Sarff, seconded by Alderman
FiWngham to send the bills to council for approval Voice vote, motion unanimous.
Budget Administrator Dave White presented the monthly budget report, which shows the
fiscal year end balances. The general fund shows a deficit of $861,628 partially due to
the renovations to the new City Hall Building. Revenues were less for the fiscal year
than anticipated. All departments did come in under budget. Dave cautioned the
aldermen to be mindful of the city's financial situation. Under his report he added that
the power torque converter is down on the street sweeper and the cost to repair it will be
$3,100 for parts with labor done in-house. A Motion was made by Alderman
Fillingham, seconded by Alderman Sarff to send the $3,100 bill for the street
sweeper repairs to council for action. Voice vote, motion carved.
Dave reported that staff reviewed the two janitorial bids opened at the last council
meeting. Staff recommends accepting the low bid from Corporate Clean in the amount of
$2,700 a month. Their low bid included many items that were not included in the other
bid such as window cleaning. The monthly charge includes the cleaning of all city
facilities and it includes cleaning seven days a week. A Motion was made by Alderman
Saaff, seconded by Alderman Fillingham to send the recommendation to hire
Corporate Clean for $2700 a month for janitorial services for the City. Under
discussion Attorney Weber said that the company would be screened before the contract
is in place. Voice vote, motion carried.
Chief Stanko asked for approval to have the annual hydrant inspection and testing done
by Fire Protection Services at a cost of $5.00 per hydrant, which is the same fee as last
year. A quote received from another company was $3.00 higher per hydrant. A Motion
was made by Alderman Fillingham, seconded by Alderman West to authorize a
total expenditure of $3,100 to Fire Protection Services to do the annual hydrant
inspection and testing. Voice vote, motion carried.
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A Motion was made by Alderman Sarl~, seconded by Alderman West to send Pay
Estimate #6 from Laverdiere Construction, Inc. in the amount of $106,730.60 and
Pay Estimate #7 from Leander Construction in the amount of $21,907.80 to Council
for approval. Voice vote, motion carried.
A Motion was made by Alderman West, seconded by Alderman Sarff to recommend
to council the expenditure of $700 to update the police and fire commission's
regulations. Voice vote, motion carried.
Steve White informed the committee that the City Clerk opened the Chemical Bids
Monday for the Water Treatment Plant. Staff prepared a written report highlighting the
low bids and recommends the acceptance of these bids. Staff also recommends rejecting
the bids for chlorine and carbon dioxide and re-advertising for these two chemicals. The
bids did not meet the specifications stated in the advertisement for bids. A Motion was
made by Alderman Sarff, seconded by Alderman Fillingham to pass staff s
recommendation for the acceptance of the highlighted low chemical bids in the
written report and the rejection and re-bidding of the chlorine and carbon dioxide.
Voice vote, motion carried.
Dave White discussed the financing of the purchase of a new fire truck, which was
approved earlier by the Council. He contacted three local banks for quotes on financing
the total of $338,900 over afour-year period. The results are First Bank at 4.15%, Mid-
America National Bank 4.30% and Wells Fargo 4.59%. Dave recommended that the
committee authorize the preparation of a resolution to take to council approving the
financing arrangement through First Bank. The actual financing mechanism is a
Municipal Tax Free Lease Purchase Agreement with First Capital, the financing arm of
First Bank. A Motion was made by Alderman West, seconded by Alderman Sar11F to
authorize the City Attorney to prepare a resolution for the next council meeting in
accordance with Dave White's recommendation for the financing of the new fire
truck. Voice vote, motion carried. No other business was discussed and the committee
adjourned.
Legal & Ordinance Committee
Mary Fillingham, Chairman
Alderman Fillingham addressed the committee regarding the proposed agreement
prepared by Attorney Jim Elson regarding the Drow Building and owner Rick Lillie. She
stated that she has done extensive research on Mr. Lillie's past performance with the
dealings he has had with the City and feels that he has followed through in the past
according to the council and committee minutes. She said she feels the agreement that
has been prepared by Mr. Elson and approved by Mr. Lillie is a good agreement and we
should accept it and mo~ce forward before the building deteriorates further and something
dangerous happens. This issue has been on the table long enough. She said that no one
else has come forward with any other offers. Mayor Bohler said that Mr. Elson was
preparing copies of the agreements for the council members and he will make sure that
all members receive a copy prior to the council meeting. Mayor Bohler said the
agreement has been changed to reflect a 7% interest instead of the original 5% and
repayments of $600 a month with a balloon payment at the end. Mayor Bohler
emphasized that this is the City's best chance to recapture 100% of our money. The only
other option would be for the City to beaz the cost of tearing down the building. He
added that this building needs to come down and we have already waited too long. The
roof is coming down after all of the rains we've had. This could be a dangerous situation.
Alderman Sazff said he would rather the City take on this project. Alderman Molleck
said the only complaints he received on the agreement was regazding the 5% interest and
now that it's at 7% it shouldn't be a problem. Mayor Bohler said that the agreement we
have now is the best protection the City has ever had on an agreement. Alderman
Hartford said that everyone has had an opportunity to bid on this and no one has come
forward with a plan. Alderman Meade said he would like something in the agreement in
order for the City to get back legal fees involved in the prepazation of the agreement.
Alderman West said he thinks we should agree to accept this contract at 7% interest.
A Motion was made by Alderman Hartford, seconded by Alderman West to send
the Drow Building Agreement to the nett Council meeting for action. Ayes:
Aldermen Hartford, Fillingham, and West. Nays: Alderman Sarff. Motion carried. No
other business was discussed and the committee adjourned.
Community & Industrial Development Committee
Craig West, Chairman
Alderman West informed the committee that Chief Stanko, Chief Elam, Alderman
Meade, Linda Caudle along with himself attended a 5-hour re-mapping session Apri129`h
facilitated by the Illinois Institute for Rural Affairs. He and Alderman Shores attended a
Fulton County Tourism Meeting. If anyone is interested in joining this group they may
contact Alderman West. Linda, Dave and Patty attended a DCCA financing workshop,
which the City hosted at the Depot last month. Linda attended the Western Illinois
Regional Council Board Meeting and said that the grant for the wastewater treatment
plant was submitted in April and the grant awazds will be announced in July. Aldermen
West also reminded everyone of the Open House of the new City Hall and Police Station
will be held May 30~' from 1:00 to 7:00 p.m It is open to the public and refreshments
will be served. He also reported that construction has begun on Todd Fletcher's new
building and Crawford's new building, both on East Elm Street.
Clazk Wilson provided his written monthly report on the activities at the IH Site. The
USEPA will be meeting with representatives of the responsible parties this coming
Thursday regazding additional removals at the site. Work has also begun at the former
Jack-Al Scrap Site. The USEPA will be at the site for approximately 5 weeks. No other
business was discussed and the committee adjourned.
Negotiations, Grievance & Personnel Committee
Larry Sarff, Chairman
' A Motion was made by Alderman Hartford, seconded by Alderman West to enter into
' executive session for the purpose of negotiations, grievance and personnel, specifically
for eazly retirement incentive. Roll call: Ayes -Aldermen Molleck, Sazff, West,
Hartford, Cazl, Meade, 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 Tuesday May 21~` following the council meeting
for the purpose of negotiations with the fire union. No business was discussed in open
session. Motion was made by Alderman Sarff, seconded by Alderman West to adjourn.
Voice vote, Motion carved.
Recorded by Linda Caudle