HomeMy WebLinkAbout12-11-2001 Clerical
MINUTES
CLERICAL COMMITTEE
City Council Chambers @ Historic Depot
December 11, 2001 - 6:30 p.m.
Members Present: Jim Hartford, Larry Sarff, Mary Fillingham, and Craig West
Others Present: Mayor Jerry Bohler, Jo Anne Shores, Attorney Ron Weber, Chief Stanko, Dan
Oaks, Chief Elam, Gary Orwig, Steve White, Clif O'Brien, Dave White, George Spahn, Linda
Caudle, Pam Smith, Joe Ginger, John Froehling
Finance Committee
Jim Hartford, Chairman
Bills were discussed. A Motion was made by Alderman Sarff, seconded by Alderman
Fillingham to send the bills to council for action. Voice vote, motion carried.
Due to the approaching retirement of firefighter Burnham, a new firefighter will be appointed.
Complete personal protective equipment for the new firefighter will be necessary. Cost of the
equipment is $2,622. A Motion was made by Alderman West, seconded by Alderman Sarff to
send the request to council for approval. Voice vote, motion carried.
A Motion was made by Alderman Sarff, seconded by Alderman West to open bids for the fire
department's 1985 FordlHorton Ambulance. Voice vote, motion carried. One bid was received
from Harold Wise, The Wise Diver, 14831 N. Gardenland Drive, Chillicothe, in the amount of
$1500 in equipment, services or training for the Canton Fire Department's Dive Team. This
would be in exchange for the vehicle. A Motion was made by Alderman Sarff, seconded by
Alderman West to send the bid to staff and bring a recommendation to the next council meeting.
Voice vote, motion carried.
Budget Administrator Dave White discussed the advantages to the City of refinancing bonds
now while the interest rates are low. Refinancing the 1995 bond could save the City $70,000 to
$80,000. Dave outlined the basic steps to begin the refinancing process. The City would first
need to select an underwriter to assist with this. Council would need to approve the hiring of an
underwriter for this purpose and an Ordinance must be drafted by the City Attorney to put the
refinancing in place. A Motion was made by Alderman Sarff, seconded by Alderman
Fillingham to recommend to council that the process for refinancing the 1995 bond begin as soon
as possible and to follow the course of action outlined by Dave White in his Memo. Voice vote,
motion carried.
A Motion was made by Alderman Sarff, seconded by Alderman West to open bids for the
purchase of a loader as advertised. Voice vote, motion carried. Four bids were received, and
read as follows: McCann Industries, $44,872 with trade; Martin Equipment, Goodfield,
$34,954 with trade; German-Bliss Equipment of Princeville, $35,546 with trade; and Kevin
Williams $23,743 with trade. A Motion was made by Alderman Sarff, seconded by Alderman
West to send the bids to staff for a recommendation at the next council meeting. Voice vote,
motion carried.
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Motion was made by Alderman Sarff, seconded by Alderman West to open the fuel bids as
advertised. Voice vote, motion carried. Two bids were received. Riverland FS: Gas Price A
$.82/gallon, Price B add $.04/gallon; Diesel Price A $.87/gallon, Price B add $.04/gallon. Quick
Oil Co.: Gas Price A $.7739/gallon, Price B add $.OS/gallon; Diesel Price A $.8301/gallon,
Price B add $.OS/gallon. A Motion was made by Alderman Sarff, seconded by Alderman
Fillingham to send the bids to staff for a recommendation to council. Voice vote, motion carried.
Gary Orwig informed the committee that Mauer Stutz, Inc. has requested authorization from the
Council to advertise the Phase 1B Storm Building Improvements Project for bid as approved
previously by committee. A Motion was made by Alderman Sarff, seconded by Alderman
West to recommend to council that Mauer Stutz, Inc. be authorized to advertise for bids for
Phase 1B Storm Building Improvements for the Wastewater Department. Voice vote, motion
carried.
Steve White brought forward three pay requests from Mauer Stutz, Inc. for the EPA loan projects
as follows: Pay requests #3 & #4 from Thomas Industrial Coatings in the amount of
$115,655.80 for the potable water standpipe rehabilitation; Pay request #2 from Laverdiere
Construction, Inc. in the amount of $434,204.55 for transmission main installation; and, Pay
request #2 from Badger Meter in the amount of $100,109.98 for the meter replacement project.
A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to send the
aforementioned pay requests to council for payment. Voice vote, motion carried.
Mayor Bohler asked the committee to authorize up to $20,000 from the Budget allocated for the
Economic Development Director to be used to hire a consultant to head up the search for a
qualified professional for this position. The director will not be hired until April so the total
amount budgeted for this position for this year would not be used. The Revitalization Committee
has discussed this and met with many consultants and feels that this is the best route to take for
the hiring of a professional economic development director. Alderman Sarff voiced concerns
about the City paying the total amount for the consultant and felt that the Canton Area
Development Corporation should invest some monies that they have collected since this is a joint
effort. Mayor Bohler and Dave White, both members of the revitalization committee discussed
why a consultant is needed and explained that no one on the committee or the council has the
expertise and experience required to conduct a thorough search for the right candidate. A
Motion was made by Alderman Hartford, seconded by Alderman West to allow up to $20,000
for hiring a consultant and miscellaneous expenses incurred in the search for an Economic
Development Director, with 20 percent of that amount coming from the Canton Area
Development Corporation. Under discussion Mayor Bohler said he will bring this before the
next meeting of the Revitalization Committee. Voice vote, motion carried.
Dave White presented a memo regarding internal control improvements for the collection of
water bill payments. In the auditor's Financial Report, several areas were noted that needed
improvement. When the water department moves to the new building, people who wish to pay
in person will do so at Hy_Vee. That will correct a portion of the concern. The next step is to
deal with the drop box and payments mailed in to the city. Mid America Bank was selected as
they can deal locally with the payments without sending payments out of town. Payments would
be sent to a post office box or left in a drop box, collected and deposited by bank officials. The
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bank fee would be from $300 to $400 per month. However, by re-establishing the bank account
in order for it to earn more interest, the monthly fee would be offset. The city may be ahead on
earnings. The water department will still handle problem situations personally at the office. A
Motion was made by Alderman Sarff, seconded by Alderman West to send this plan to council
for consideration. Under discussion, Dave added that by implementing this procedure we will
have corrected the original concern identified by the auditor. Voice vote, motion carried.
Steve White reported that both sludge beds have been cleaned and one million two hundred
eighty thousands gallons were removed.
Chief Stanko requested permission for two personnel to attend the Fire Department Instructors
Conference April 8-13, 2002 in Indianapolis, Indiana. If the registration is turned in prior to
January 2, 2002 there is a savings of $200. Total. cost reflecting this savings is $1576. A
Motion was made by Alderman West, seconded by Alderman Fillingham to send this training
request to council for approval. Voice vote, motion carried.
No other business was discussed and the committee adjourned.
Legal & Ordinance Committee
Mary Fillingham, Chairman
Chairman Fillingham reported that she has reviewed the minutes from the council executive
sessions for the past 6 months and recommends the release of all executive session minutes in
that time frame with the exception of the minutes from November 6, 2001. A Motion was made
by Alderman Hartford, seconded by Alderman Sarff to have the city attorney bring a resolution
to council for the release of these minutes. Voice vote, motion carried.
Chief Elam asked to add a request to the agenda that he received from auctioneer Donald Wolf.
Mr. Wolf will have an auction Saturday. The location is in an area marked no parking on both
sides of the street. He is asking for parking allowed from 8:00 a.m. to 1:00 p.m. this Saturday on
the South Side of the street between Avenue B and Main Street. Chief Elam and Chief Stanko
have no problems with this. A Motion was made by Alderman Sarff, seconded by Alderman
Hartford to grant this request. Voice vote, motion carried.
No other business was discussed and the committee adjourned.
Community & Industrial Development Committee
Craig West, Chairman
Chairman West reported that Linda Caudle is working with two prospective businesses
interesting in locating in Canton. Demographic information and loan information has been
supplied. He also reminded persons that there will be an informational meeting tomorrow night
at 6:00 p.m. at the Grand Room regarding the proposed 40 million dollar Ethanol Plant.
Due to illness Clark Wilson's IH Brownsfield update was presented by Chairran West.
According to the report the week of November 26~' the IEPA had a crew and a geo-probe at the
site making borings. Samples will be sent to labs to be analyzed and results provided to our
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environmental consultants. This was done by the agencies at no cost to the City or to our current
grants. A site map was also provided.
No further business was discussed and the committee adjourned.
Negotiations, Grievance & Personnel Committee
Larry Sarff, Chairman
Chair Sarff had no items to be discussed on the agenda, however he asked that City Attorney
Ron Weber get together with Jay Smith, president of the fire department union to set up a
meeting after the 1 ~` of the year and report back with a date and time. They want to meet
regarding the wellness program and drug and alcohol policy.
No other business was discussed and the committee adjourned.
Recorded by Linda Candle
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