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HomeMy WebLinkAbout04-10-1990 Clerical Clerical Committee City Council Chambers April 10, 1990 6:30 P.M. Members Present: Larry Sarff, Linda Zilly, Vic Kovachevich Others Present: Don Edwards, Jim Malmgren, Cliff Sagaser, Bob Molleck, Bob DeRenzy, Cliff O~Brien, Gary Orwig, Jim Boyd, Will Taggart, Harry Steck, Ray McKinney, Chris Spears, Jim May, Kevin Meade, Chuck Chapman, Ross Gardiner, Gladys Young, Don Hopper Finance Committee Vic Kovachevich, Chairman The first item was the upcoming budget hearing. Chris Spears stated that the hearing is scheduled for April 21st at 8:00 a.m. Chris stated that if any of the aldermen were not able to attend the meeting he would be glad to discuss the budgets with them at another time. A flatbed trailer was addressed by Gary Orwig. IIe stated that this could be made from the trailer acquired from NAIER in Galesburg. The cost to convert the trailer is approximately $1100 plus the cost of the wood for the rails. It was stated that the city needed to check with NAIER to determine if the city can cut the box and motor off the trailer. Discussion. A motion was made by Larry Sarff and seconded by Linda Zilly recommending approval of the conversion with the receipt of approval of idAIER. Voice vote. Motion carried. Gary Orwig addressed the Committee concerning a motor at the sewer plant. Gary stated that the motor was to be sent back but it has been determined that the present motor is not working properly and will need to be replaced. The cost is $620.00. A motion was made by Larry Sarff and seconded by Linda Zilly recommending approval of the expenditure for the motor. Voice vote. Motion carried. The Committee discussed the replacement of the pump for well number two. Mayor Edwards stated that a meeting had been held with all parties and it had been determined that the city and Wehling would split the cost 50/50. The anticipated cost was $15,000 for well number two and $6300 for well number one. Upon presentation of the matter to the ti~~ehling board, they submitted a counterproposal of $9,500. This would leave the city paying approximately $11,000. Discussion. Mayor Edwards asked the Committee to consider a 50/50 split on the vandalism damage to the windshield and headlights of the machinery belonging to ~dehling. 1 Mayor Edwards stated that this is the second time damage has been done to the equipment. A motion was made by Linda Zilly recommending to agree with the $9,500 from Wehling and $11,000 from the city with instructions to file an insurance claim. Seconded by Larry Sarff. Voice vote. Alotion carried. Cliff Sagaser presented a pay estimate for Hillyer Excavating. He informed the Committee that this was the final for Project !~ for the installation of the odophos equipment and is in the amount of $11,073.12. A motion was made by Linda Zilly and seconded by Larry Sarff recommending approval of the final pay estimate for Hillyer in the amount of $11,073.12. Voice vote. Motion carried. The audit was next. Chris Spears stated that Pat Wright had written a memo requesting the extension of the contract with Hocker and Hocker for the city audit for an additional two years. Jim Malmgren stated that he has not reviewed the contract, but it is a professional service and eventhough it is wise to received bids, it is an exclusion to the bidding procedures. Discussion. A motion was made by Larry Sarff and seconded by Linda Zilly recommending that after the contract is reviewed to determine if it can be extended, and if it is renewable, renew the contract for an additional two years with Hocker and Hocker for the city audit. Voice vote. Motion carried. The health insurance was discussed next. The Committee had received a memo from Pat Wright concerning the increase for the reinsurance premium, the balance of the insurance funds, and a recommendation for the increase of employee insurance premiums. Pat had recommended an increase of $15.00 for single coverage premiums and $30.00 for dependent coverage premiums with an increase of the reinsurance premium to $32,500. Discussion. A motion was made by Larry Sarff and seconded by Linda Zilly recommending the institution of option ~2 as outlined in Pat j+Tright's memo of October 10, 1990 and the increase in the reinsurance premium of $32,500. Voice vote. Motion carried. Jim Boyd addressed the Committee concerning going out for bids to remove five trees. The trees are located at: 1285 North Main Street (this is causing a continuous sewer problem); 218 PTorth 5th Avenue (2 trees); 746 East Locust Street; and North 8th Avenue between Chestnut and Elm Streets. A motion was made by Larry Sarff and seconded by Linda Zilly recommending the trees be put our for. bids with bids to be received April 24th. Voice vote. A4otion carried. The city auction was next on the agenda. Cliff Sagaser informed the Committee that $406.50 was taken in during the auction. He also informed the Committee that the auctioneers, McMillian and Wife, had volunteered their time for the city auction. Pdo action was necessary on this item. 2 The sidewalk estimate for the replacement of the walk in front of the video store on East Elm was next. Cliff stated that his estimate fora contractor to do the work is $2,113.00. G~ith the city removing the concrete for the contractor, he informed the Committee that approximately $500.00 could be deducted from that figure. Discussion. Mayor Edwards stated that this is in a tax increment area and he recommended advertising for bids for the replacement of the walk. A motion was made by Linda Zilly and seconded by Larry Sarff to advertise for bids for the replacement of the walk with bids to be received at the P~1ay 8th meeting. Voice vote. ~'Iotion carried. Gary Orwig addressed the Committee concerning the replacement of a regulator board at the sewer plant. He stated that this board was examined by Crawford, Murphy & Tilly's electrical engineers and determined to cost $635.00 to repair. Gary requested permission to repair the board. A motion was made by Larry Sarff and seconded by Linda Zilly recommending approval of the $635.00 expenditure. Voice vote. Motion carried. Bills were next. Bob DeRenzy stated that the bill for the Fire Service Institute for $50.00 should be deleted from the list of bills. This has been paid. A motion was made by Linda Zilly and seconded by Larry Sarff recommending the bills be approved as presented with the removal of the Fire Service Institute bill. Voice vote. Motion carried. Ray McKinney informed the Committee that the chlorine dioxide has been on line approximately three weeks and it has been very impressive. He stated that the amount of chemicals used is down. T1o further business was discussed and the Finance Committee was adjourned. Negotiations, Grievance and Personnel Committee Larry Sarff, Chairman A request for the payment of unused vacation was first on the agenda. Mayor Edwards stated that he did not approve this request since this is the first request of this kind to come from an employee. Bob I~lolleck stated that Randy Zimmerman had not been able to use all of his vacation time and has requested "pay in lieu of" or "holdover" of the unused vacation time. Bob stated he had written a request to the Mayor to pay Randy for the unused vacation time. Bob stated that this is in accordance with the union contract if "mutually agreeable" to both parties. He stated that due to the use of the overtime and the deadlines for reports he felt this would be more beneficial to the city than holding the vacation over. Chris Spears stated that this is not the only employee who has had this problem. He is aware of one employee 3 covered by the personnel policy who has had the same problem. Discussion followed concerning the possibility of having other employees request the payment and the reasoning behind taking vacation time off. A motion was made by Vic Kovachevich and seconded by Linda Zilly recommending the request for payment in lieu of vacation be denied. Voice vote. Motion carried. Negotiations was next. Larry Sarff stated that the city has reached a tentative agreement with the police union and is continuing to meet with the fire and public works unions. No action was necessary by the Committee. Larry Sarff stated that there will be an executive session on negotiations and personnel at the end of the regular meeting. ATo further business was discussed and the Negotiations, Grievance and Personnel Committee was adjourned. Community and Industrial Development Committee Linda Zilly, Chairman The first item of discussion was the Director's Report. Chris Spears stated asked the Committees consideration in setting a goal concerning the unsafe and unsightly buildings, both residential and commercial. He stated that he has been contacted on two houses and the Chamber has voiced their concerns on the commercial buildings in the downtown area. Chris asked that a goal such as one each year be set. Discussion followed concerning the events which have taken place, the inavailability of funds for the expenses related to demolition costs, and the number of buildings, both residential and commercial, which have been demolition by the owners. No formal action was taken by the Committee on this matter. Linda Zilly informed the Committee that the members of the Ad Hoc Committee had met and toured the depot to discuss possible ideas for the railroad depot. Linda stated that the Ad Hoc Committee will be preparing plans for the renovation of the depot and will present those plans at a future meeting. No further business was discussed and the Community and Industrial Development Committee was adjourned. 4 Legal and Ordinance Committee Jerry Bohler, Chairman The lease for the motorcycle lease was first on the agenda. Marty Parod, representing the landowners, presented the Committee members with a list of items not agreed upon by the parties for the City to resolve. Mike Downard of the motorcycle club stated that he thought the parties had an agreement and now finds the landowners had more problems. He stated the club agreed to give up Wednesdays, limited the hours to 10:00 a.m. to 8:00 p.m, not to run on the front portion of the track, not to ride one week prior to scheduled events of which there are 12, and if the club is asked to leave the property before seven years is up, the club will take the building off the property. P~Zarty Parod stated that the issues were discussed but were not resolved. Noise, dust, etc. is still a problem. Larry Sarff stated that the area has grown and it may be that the area will grow to the limit that the area will not be tolerant of the activities. He stated that it is his opinion that the City can invoke a 12 month lease if they so choose. Mayor Edwards stated that the area has changed from 15-20 years ago. Linda Zilly stated that maybe a yearly lease should be instituted with a reassessment at the end of each year. Harry Steck stated he did not object to the five year lease since the city has the 12 month option to terminate. He stated that he felt the restrictions should be included in the lease. Kevin Meade stated that the five year lease is fair and the club has the right to renew. If there is further development, the city can invoke the 12 month notice. Discussion. A motion was made by Linda Zilly and seconded by Vic Kovachevich recommending the renewal of the five year lease with the time limits to be included. Voice vote. Motion carried. The proposed smoking ordinance was next on the agenda. AZayor Edwards stated that he had issued an executive order and asked that this item be tabled until after the state law goes into effect on July 1, 1990. Committee agreed. The next item of discussion was the affirmative action plan. Mayor Edwards stated no new information is available at this time. The Committee tabled the ordinance to the next meeting. Mayor Edwards stated that no additional information is available at this time for the bed and breakfast ordinance or the betterment commission review and asked that these items be tabled. Committee agreed. The Liquor Ordinance was next on the agenda. Gary Barnhart addressed the Committee concerning the changes to the ordinance. He presented a 15 page synopsis of the problems encountered in the new ordinance and gave a brief synopsis. Mayor Edwards stated that he had received letters from Chuck Chapman, Cliff Phillips 5 and Steve Fairbanks concerning the changes to the liquor ordinance. Gale DeRenzy addressed the Committee and asked for consideration of a 2:00 a.m. license from Thursday through Saturday. The basis is that the license is now 1:00 a.m. but the surrounding communities have a 2:00 a.m. license, therefore, the city is putting these people on the road. He stated that the hours on Sunday through t4lednesday would stay the same. Discussion. The ordinance was tabled to the next meeting for further discussion and review. The election procedure ordinance was next on the agenda. Mayor Edwards requested that Jim Malmgren put this ordinance in its final form for next City Council. Committee agreed. The next item was the water meter policy. Ray McKinney presented the procedure concerning the changing of the water meters. He explained the policy and procedure used for changing meters and changes made to the former policy. Discussion. A motion was made by Vic Kovachevich and seconded by Linda Zilly to accept the policy as outlined. Voice vote. Motion carried. A request from the Chamber of Commerce was next. Mayor Edwards stated that the Chamber is requesting the use of the Avenue A parking lot for a carnival from tray 22 through May 26, 1990. Discussion followed concerning the parking problems for employees who park in this lot daily, and the possibility of using the depot property, Jameson lot or other city owned lot. A motion was made by Linda Zilly and seconded by Vic Kovachevich approving the request to use the Avenue A parking lot for the Chamber sponsored carnival on May 22 through 26, 1990. Voice vote. ?Motion carried. Cliff addressed the Committee concerning the easement on church property at Avenue B and Elm Street. He stated that the church has applied for a building permit for an addition and a carport. He stated that the carport will be over the sewer lines now being used. If these lines have to be repaired, the carport would have to be tall enough to allow the backhoe to get under it. He stated that he would not issue the permit due to the easement without City Council approval. Discussion followed concerning the location of the easement, and the conditions of the easement. A motion was made by Linda Zilly and seconded by Vic Kovachevich recommending the building permit be granted with the stipulations outlined by the City Engineer. Voice vote. Motion carried. Cliff Sagaser addressed the Committee concerning the Edmar Drive sewer project. He stated that the EPA has issued the permit and he expects to receive it yet this week. He stated that the Department of Transportation has sent a resolution for the next City Council meeting. P1o action was necessary on this item. 6 Cliff Sagaser informed the Committee that a new zoning ordinance is now in place which was updated January 1, 1990 and requested its adoption. A motion was made by Vic Kovachevich and seconded by Linda Zilly instructing the City Attorney to draft an ordinance to accept the new zoning map. Voice vote. motion carried. Cliff Sagaser addressed the Committee with a request to go out for bids for the water plant electric service. He stated that this would be $80-100,000. He requested the bids to be received May 8th. A motion was made by Vic Kovachevich and seconded by Linda Zilly to receive bids for the electric service at the water plant on May 8th. Voice vote. Motion carried. LL The test well bids were next. Cliff stated that the bids were to be solicited again and asked if the bids were to be received at the May 22nd Mechanical Committee. A motion tras made by Linda Zilly and seconded by Vic Kovachevich to have the test well bids received May 22nd. Voice vote. Motion carried. No further business was discussed and the Legal and Ordinance Committee was adjourned. Executive session was held following the regular meeting. Kayma Duncan - Committee Secretary 7