Loading...
HomeMy WebLinkAbout10-09-2001 Clerical MINUTES CLERICAL COMMITTEE City Council Chambers @ Historic Depot October 9, 2001 - 6:30 p.m. Members Present: Jim Hartford, Larry Sarff, Mary Fillingham, and Craig West Others Present: Mayor Jerry Bohler, Bob Molleck, Jo Anne Shores, Attorney Ron Weber, Robert Molleck, Chief Stanko, Chief Elam, Gary Orwig, Clif O'Brien, Steve White, Dave White, Clark Wilson, Pam Smith, Linda Caudle, Joe Ginger, Tony Plummer, Jim Davis, Jim Hocker, John Froehlin Finance Committee Jim Hartford, Chairman Bills were reviewed and discussed. Motion was made by Alderman Sarff, seconded by Alderman Fillingham to send the bills to council for action. Voice vote, motion carried. The budget report by Budget Administrator Dave White was distributed. He added that each department is close to where it should be to date. He also gave an overview of the general fund and capitol expenditures. The City will be spending a lot out of capital expenditures this year due to the renovation of the new building downtown. We will have a deficit budget at the end of the fiscal year because of the expense of this new building. Dave pointed out that the fire truck will be paid off near the end of this fiscal year as well as a street sweeper. Having those two items paid, will allow for the purchase and payment of a new fire truck without a financial strain for the City. The City still has the rural development loan fund of $500,000, which we are repaying. Currently the garbage department is spending more than it is taking in and this will need to be looked at carefully. He said he will come back to committee with some suggestions. Steve White presented a bill from Crawford, Murphy, Tilly, Inc. for $1249.28 for work done on an application for phase 2 of the clean lakes grant. This grant will be put on hold this year to allow time to take a closer look at an expansion of the project. Mayor Bohler has suggested organizing a lake committee to get a more realistic figure on cost of a comprehensive study. The information that CMT collected will be needed for the final study. Motion by Alderman Sarff, seconded by Alderman Fillingham to recommend this bill be paid in the amount of $1249.28. Voice vote, motion carved. Clif O'Brien updated the committee regarding IDOT's 4a' Avenue project. Construction should begin this spring. The City may want to consider entering into an agreement with the contractor awarded the project to re-do the bad curbs in that area. A cost estimate will be brought back to the committee for a decision at a later date. It will be less costly to have the contractor on the job do the work while he is here. Clif said the upgrade of the water lines is in place. The State has/ requested the water lines be inspected which the City will be able to do at a savings of 5 d ~ ~ The approximate cost to the City for the total project, excluding the curbs, will be approximately ~" ~ d oo The City is working closely with IDOT on ~ this project. Jim Hocker, city's accountant, addressed the committee. He said that the four main entities in Canton, which includes the City, are in stable financial standings, which speaks highly of this community. The auditor distributed a comprehensive written report and a summary of the audit for the past fiscal year. The major financial drag for the City is health care, facing a $371,000 deficit at the end of the past fiscal year. This should be the highest priority item of concern. Mr. Hocker also provided a letter of recommendations to the City and discussed these with the Mayor and City personnel. Alderman Sarff asked him to explain the suggestions regarding the water department. Hocker said there is a concern for the way the money is collected and posted in the water department and perhaps the City should consider adding a cashier or the funds could be collected by a bank or grocery store for a service fee. In closing Jim Hocker publicly thanked retiring treasurer Pat Wright for the excellent job she has done. Chief Stanko reported on the research done on replacing the 26-year-old fire apparatus. He would like to move to a rescue engine concept. He acknowledged the committee for the work they did on this project. Firefighter Tony Plummer was in the audience to answer any questions. Chief Stanko requested authorization to purchase a Pierce rescue engine through Northwest Municipal Alliances bid at a cost of $338,900, which would come out of the capitol budget. Pierce will customize to the City's specific needs. Chief Stanko would like to have the contract signed by November 1~` of this year. Budget Director Dave White recommends the City do a lease purchase agreement. If the council decides to accept the bid through Northwest Municipal Alliance, council must first waive the local bidding process. A Motion was made by Alderman Sarff, seconded by Alderman West to recommend to council that this lease purchase for a replacement fire apparatus as requested by Chief Stanko be approved and the local bidding process be waived. Under discussion Mayor Bohler thanked the committee and Dave for their work and said that Chief Stanko will continue to look for additional grants to assist in the purchase of the new fire apparatus. Voice vote, motion carried. A Motion was made by Alderman Sarff, seconded by Alderman West to recommend that council approve CMT's pay application for Leander Construction on the filter project in the amount of $22,403,70 to come out of the EPA revolving loan fund. Voice vote, motion carried. Clif O'Brien and Budget Director Dave White will review the three-year loader buy back item on the agenda. Chief Stanko requested the committee authorize $568 for training for the ESDA Coordinator for a seminar on bombs, bomb threats and booby traps. Alderman Sarff said that since the fire department has personnel already trained in these areas that this training was not a necessary expense. No motion was made. Jim Davis of Mauer Stutz presented a change in MFT plans for street locations and for the balance of the project. A couple of streets have been added and a couple of locations have been extended which changes the balance in accordance with the quantities used. These changes are reflected in the next two items on the agenda and will be handled at that time. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve the engineer's final pay estimate for MFT work for $269,983.34 LESS a five percent retainer as recommended. Voice vote, motion carried. 2 A Motion was made by Alderman Sarff, seconded by Alderman West to approve the authorization of MFT funds in the amount of $58,954.74 and approving the two change orders (item #10) for street locations and balance. Voice vote, motion carried. A Motion was made by Alderman Sarff, seconded by Alderman West to refer the quotes for the relocation of police and public works radio equipment to Alderman Molleck's committee. Voice vote, motion carried. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve the pay request for water meter procurement with Badger Meter in the amount of $215,814.72, holain~ 15% of that amount, or $32,372.21, as recommended by Mauer Stutz due to clarification that IEPA is seeking regarding shipping, making the amount to be paid at this time $183,442.51. Voice vote, motion carried. No other business was discussed and the committee adjourned. Legal & Ordinance Committee Mary Fillingham, Chairman Chief Stanko explained the resolution for implementation of emergency interim executive succession act. This is part of an emergency action plan as required by state statute specifically developed for a major emergency and relating to elected officials. This resolution will need to have an attachment of the specified designations. The committee asked that this resolution be held over for the next clerical committee meeting in November. Attorney Ron Weber discussed the hotel motel tax and noted that since the City is not home rule there are many restrictions for use of the tax. There is a need to evaluate what special projects can be funded by the hotel motel tax. The only time this money may be expended on personnel is if that person works full time in tourism. It can be used to promote events that bring in overnight visitors. Macomb uses part of the funds for their visitor's center and for their annual fire works. Attorney Weber asked that the committee review the research information provided to them by Linda Caudle. The City needs to spend some time making sure this could be used to the city's benefit instead of sending the money collected to another community. A Motion was made by Alderman Sarff, seconded by Alderman West that the attorney continue to look into this and it be placed on the Clerical Committee Meeting next month for further discussion. Voice vote, motion carried. A Motion was made by Alderman Sarff, seconded by Alderman Hartford to recommend to council the approval of the supplemental resolution for Motor Fuel Tax funds with the appropriate amounts to cover the previously approved changes. Voice vote, motion carried. There was no other business discussed under the Legal & Ordinance Committee and the committee adjourned. Community & Industrial Development Committee Craig West, Chairman "'~/ ''~ Alderman West reported that Linda Caudle will serve on the Board of the Western Illinois Regional Council as a representative of the City. Linda updated the committee regarding the Kemper Construction project approved by the council several months ago. Kemper Construction in the Industrial Pazk is moving forward with their expansion in the Industrial Pazk. They will be erecting three buildings instead of one lazge building which will cut the cost of the total project as presented eazlier. The number of jobs retained will remain the same and the number of new jobs will be slightly lower. They still exceed all of the basic requirements for their revolving loan from the City. They will not enter into their agreement to acquire lot #21 from the City. It will not be needed with the changes in plans. No action was required by committee. Mayor Bohler talked about the MotorIoway nationally famous tour that had a pit stop at the historic depot yesterday morning. He said we were fortunate to have this tour come through our community. We welcomed neazly 400 visitors to the depot and a total of 195 antique vehicles were displayed. He thanked all of those who helped make this event happen: Deb Johnson, Paul Vonderhaaz, Chamber Ambassadors, Phil Miller, Pam Smith, Linda Caudle, Lon Fillingham, Toe Ginger Video Service, Chief Elam, Canton police officers and auxiliary, State Police, Gary Leese, the Palm Cafe, the Band "Untitled", WBYS, Daily Ledger, and the breakfast sponsors - HyVee, Coleman Pontiac Buick GMC and APAC. Clazk Wilson said that at the request of Mayor Bohler he would be providing a monthly update to the committee on the IH Brownsfield site. He provided a written report to the committee and added that he and Clif will be working with the construction crews on the removal of the storage tanks at the site. The paper work has been completed for an additional $200,000 grant that may be used to continue clean up work at the site. Mayor Bohler congratulated Clark on the work he has done and noted that Canton was presented very well at the National Brownsfield Conference in Chicago September 23`~ through 26~'. Alderman West made a motion to add an item regarding Bed and Breakfast facilities to the agenda. Seconded by Alderman Sarff. Voice vote, motion carried. Attorney Weber said that the City has had an inquiry about a Bed and Breakfast and it is difficult to answer zoning questions as this type of facility does not fit into our current zoning plan. Mr. Weber said the City should look at preparing an amendment to the zoning ordinance that sets forth a category to specifically deal with a Bed and Breakfast, possibly as a special use permit. A Motion was made by Alderman Sarff, seconded by Alderman Hartford to have Attorney Ron Weber prepaze an amendment to the zoning ordinance regazding Bed and Breakfast facilities and bring it to the next council meeting. Voice vote, motion carried. No further business was discussed and the committee adjourned. Negotiations, Grievance & Personnel Committee Larry Sarff, Chairman There were no items for discussion for negotiations, grievance and personnel and the committee adjourned. Recorded by Linda Caudle 4