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HomeMy WebLinkAbout08-13-1991 Clerical Clerical Committee City Council Chambers August 13, 1991 6:30 P.M. Members Present: Kevin Meade, Larry Sarff, Bob Molleck Others Present: Don Edwards, Jim Malmgren, Mike Elam, Bob DeRenzy, Clif O'Brien, Gary Orwig, Harry Steck, Will Taggart, Ray McKinney, Dave Barnett, Jim May, Ross Gardiner, Don Hopper Finance Committee Larry Sarff, Chairman The first item was a request from Clif O'Brien to have the brakes on the Hough Loader replaced. He stated that the cost will be $1500-$2000. Discussion followed concerning the amount of money spent on the loader and the approximate worth of the piece of equipment. A motion was made by Bob Molleck and seconded by Kevin Meade recommending approval of the expenditure. Voice vote. Motion carried. Gary Orwig addressed the Committee with a request to purchase an impeller for the sewer plant. He stated that this additional impeller will be adequate to operate our plant. He informed the Committee that CM1' has indicated they feel this will be the last major expense before closing out the grant. The cost of the impeller is $947.00. A motion was made by Bob Molleck and seconded by Kevin Meade recom~r~ending approval of the $947.00 expenditure for an impeller for the sewer plant. Voice vote. Motion carried. Gary Orwig requested permission to purchase a mechanical seal for the tertiary pump. The cost is $322.00. A motion was made by Kevin Meade and seconded by Bob Molleck recommending approval of the purchase. Voice vote. Motion carried. The LEADS setup was addressed next. Mike Elam stated that Peoria is in the process of changing their system. This change would allow Canton to place information on the system. Mike stated that the change for Canton could be as much as $2500. He has found out that Canton will still have the same capabilities after Peoria's change as they do now. Mike stated that he has decided to keep Canton's system status quo and to re-evaluate the situation for the next budget session. No Committee action was necessary on this matter. Mike Elam addressed the Committee concerning a squad car. He stated that in April 1991 the squad car was involved in an accident. It was discovered that the engine was damage in the accident and another engine was obtained for the replacement. Since the replacement of the engine by the insurance company, it has been discovered that the engine is not functioning correctly. This engine has been checked over by several mechanics including a CAA specialist. The C~VI specialist has suggested that the city go back to the original type engine. The cost to repair the present motor will be $1200. The majority of the work wilt be done by the city mechanic. Mike noted that it has also been discovered that this 1989 vehicle was not equipped with a police package transmission. He stated that the county has replaced several transmission in their 1989 vehicles. Discussion followed. Mike informed the Committee he did not know for sure if the insurance company would be participating in these repairs. A motion was made by Bob Molleck recarmending the expenditure be allowed and to investigate the participation by the insurance company, and to pursue the fact that this vehicle was not equipped with a total police package by notifying the state. Voice vote. Motion carried. The vet bill on the agenda was withdrawn at this time by Mike Elam. Ray McKinney requested permission to replace a gate valve with a 6" butterfly valve at the water plant. The cost is $950.00. A motion was made by Kevin Meade and seconded by Bob Molleck to recommend approval of the request. Voice vote. Motion carried. Ray McKinney informed the Committee that according to the Drinking Water Act, the city will, by 1992, be required to have a continuous chlorine analyzer at the water plant. In checking prices, Ray found that Wallace and Tiernan quoted a price of $6,000, while Hock quoted a price of $2,200 for the chlorine analyzer. Ray stated that the analyzer from Hock is EPA approved and is presently being used by Macomb. Ray stated that this would be paid from the depreciation fund. A motion was made by Kevin Meade and seconded by Bob Molleck recommending to the City Council the approval of the purchase of a chlorine analyzer from the depreciation fund in the amount of $2200 from Hock. Voice vote. Motion carried. The sidewalk program was discussed next. Mayor Edwards stated that in order to use Motor Fuel Tax funds for the sidewalk program, the city would either have to do the work in house with a 50/50 split on the materials, or put the sidewalks out for bids with the city paying 1/2 of the entire cost of the replacement of the walks. He stated that this is to ensure that the work will get done. Mayor Edwards suggest the latter option with the property owners placing their portion in escrow before the work is done. Discussion. Kevin suggested that the walks be put out in packages to allow for more than one contractor to receive the bid. A motion was made by 2 Kevin Meade and seconded by Bob Molleck to place the sidewalks out for bid in increments to allow for more than one contractor. Voice vote. Motion carried. Bills were next. It was noted that the bill from Mutual Electric should be listed under the gazebo, not buildings and grounds. Mike Elam requested the addition of the registration amount of $125.50 for a training seminar for Randy Burnham. A motion was made by Bob Molleck and seconded by Kevin Meade recommending approval of the bills with the addition of the registration for Randy Burnham as presented. Voice vote. Motion carried. Ray McKinney addressed the Committee with a request to purchase 18 feet of stainless steel pipe and fittings for the water plant. He stated that this is for the chlorine feeding at the plant. The cost is $611.66. A motion was made by Bob Molleck and seconded by Kevin Meade recommending approval of the purchase. Voice vote. Motion carried. No further business was discussed and the Finance Committee was adjourned. Negotiations, Grievance and Personnel Committee Bob Molleck, Chairman The first item was addressed by Dan Oaks. He presented copies of a proposed drug and alcohol testing policy for the fire department. He stated that the executive board of the union has approved the policy and would like to have the city review for further discussion. Dan stated that this is the same as the federal government policy. Discussion followed. This item was tabled for further review and consideration at the next meeting. Chris Spears addressed the Committee concerning employee evaluation. He stated that he has revised Dave Leezer's evaluation form for resubmittal and/or consideration. Larry Sarff stated that evaluations need to be done every year and should not be used only for criticism but also for praise. Mayor Edwards stated that the previous forms used were abandoned due to employee problems. The written statements by the boss eliminates the rating system of the evaluation. Bob Molleck stated that this type of evaluation also provides an outline of the evaluator not only the employee being evaluated. Jim Malmgren stated that some management personnel do not understanding the use of the evaluation forms, i.e., setting goals. Discussion followed on the use of the evaluations and the proper way to complete the evaluation without inflicting human 3 ''~r+;, subjectivity. It was noted that these evaluation forms are not perfect and some changes could be made to improve the forms. Mayor Edwards suggested that Bob Molleck and Dave Barnett have some experience in personnel and might want to sit down with the department heads to discuss the evaluations. A motion was made by Larry Sarff and seconded by Kevin Meade to use these forms until the forms are further revised. Discussion. Voice vote. Motion carried. Chris asked the Committee's feelings on an "employee of the month" program. It was noted that this was done in the public works departments for a short time and dropped. Bob Molleck stated that there is already a "policeman of the year" program in the police department. Discussion followed of the possibility of having the employees vote in the various departments for a quarterly or yearly award. No formal action was taken on the matter at this time. Will Taggart invited all those present to the fire department August 14th at 6:30 p.m. to work on the Friendship Festival parade float. No further business was discussed and the Negotiations, Grievance and Personnel Committee was adjourned. Comrunity and Industrial Development Committee Kevin Meade, Chairman The first item of discussion was the Director's report. Chris informed the Committee that on August 19th work will be starting on the depot by inmates. He stated that after the inspection of the depot, it was determined that it will not be ready for public view for the Spoon River Drive. In other matters, Chris informed the Committee that the Loan Committee, which met at 6:00 p.m. have recommended to the City Council the approval of two loans. One for Manufacturing Services for $2500 from the TIF funds to be used for outside building improvements, and a $7,000 loan for Coleman Pontiac for equipment purchase. The Coleman project is a $187,000 project with eight jobs being created over two years. A motion was made by Larry Sarff and seconded by Bob Molleck recommending to the City Council the approval of the two requests. Voice vote. Motion carried. Chris informed the Committee he will be in Charleston August 14th for a rural partners meeting. 4 As an informational item, Chris stated that the city has a 1983 rehabilitation loan on a property at 143 East Spruce in the amount of $11,600. The property owner has since passed away and the son is interested in purchasing the property. Fm1-IA has contacted the office concerning their first secured mortgage in the amount of $13,700. The property has been appraised at $15,000. Fmt-W has indicated they can not accept a compromised amount on their loan but would like the city to consider a lesser amount for release of their lien on the property. No formal request has been received. It was stated that this type of mortgage does not have periodic payments, but is due in full if the property owner dies, the property is transferred due to a sale of the property, or the property is used as a rental. Mayor Edwards stated that the city has found themselves in this same position on other mortgage loans. No formal action was necessary at this time. The railroad abandonment was next. Chris stated that he had been contacted by Barbara Bickel concerning the city's intention if the railroad is abandoned. Larry Sarff stated that he feels the city should initially oppose the abandonment but if it is abandoned, the city should possibly look at the use of the land. A lady in the audience stated that she would like to purchase the land. She sees not need for a biking/walking trail stating that the city can not afford it nor will be able to maintain it. She stated that she has been informed that if a person maintains the area, after 20 years and if not protested, the ownership goes to the adjacent property owner. It was further noted that the Park District is considering an additional walking/running trail. A gentlemen from Baxter Court stated that his biggest concerns are for litter, maintenance and safety. If the trail goes the entire length of the city, what about bicycles are the intersections. It was agreed by the members of audience that a trail from Birch north to Cypress would be acceptable. Mayor Edwards stated that the city should oppose the abandonment to try to help bring more industries to the area and the railroad itself is an industry. Discussion followed. A motion was made by Larry Sarff and seconded by Bob Molleck to recommend to the City Council the opposition of the abandonment of the railroad. Voice vote. Motion carried. No further business was discussed and the Community and Industrial Development Committee was adjourned. Legal and Ordinance Committee Jerry Bohler, Chairman In the absence of Alderman Bohler, Alderman Sarff presided over the meeting. The first item was the affirmative action plan. Jim Malmgren stated that no new revisions and/or additions are available at this time. The item was tabled at this time. 5 The review of the situation at Stonegate and Argonne was next on the agenda. Mayor Edwards stated that Reverend Wherland was not able to attend the meeting and asked that this item be tabled. Com~ni ttee agreed. Mayor Edwards informed the Committee that he had received an application for a liquor license for a catering service. He stated that he is presenting it to the Legal and Ordinance Committee for review before the Liquor Commission due to the fact that the present ordinance does not contain a provision for this type of license. Discussion followed on whether other towns have this type of license and how they are regulated. The Committee tabled this item for further review and discussion. Mayor Edwards informed the Committee that Will Taggart had asked him to have the Committee consider the wholesale purchase of coffee. When asked how the other departments handle it, Bob DeRenzy stated that each of the three shifts at the fire department purchase their own coffee. Mike Elam stated that each of the three shifts of the police department donate money which is used to purchase the coffee. Will stated that the police department has purchased wholesale coffee. Mike Elam and Bob Molleck stated that they have not been aware of this during their tenures as chief. Bob Molleck stated that with the city building being open only eight hours per day and the number of persons in the building for business meetings, he feels that the city should purchase the coffee. It was noted that the coffee has been purchased from petty cash for years and the cost is more than if purchased wholesale. A motion was made by Bob Molleck to continue with the city purchasing the coffee for the city building. Seconded by Kevin Meade. Voice vote. Motion carried. No further business was discussed and the Legal and Ordinance Committee was adjourned. Kayma Duncan - Committee Secretary 6