Loading...
HomeMy WebLinkAbout10-13-1992 Clerical Clerical Committee City Council Chambers October 13, 1992 6:30 P.M. Members Present: Larry Sarff, Jerry Bohler, Bob Molleck, Others Present: Don Edwards, James Elson, Clif O'Brien, Gary Orwig, Ray McKinney, John Harmon, George Spahn, Jim May, Chris Spears, Harry Steck, Robert Fishburn, Ross Gardiner, Gladys Young, Don Hopper Finance Committee Larry Sarff, Chairman Cliff O'Brien addressed the Committee with the salt quotes for the 1993 road salt. Two quotes were received: Morton Salt of Peoria - $26.00 per ton; and, Cargill Salt of Pekin - $28.50 per ton. A motion was made by Bob Molleck and seconded by Jerry Bohler to accept the low bid from Morton Salt. Voice vote. Motion carried. The maintenance agreement for Illinois Blueprint for the xerox machine in the basement was next on the agenda. Mayor Edwards stated that the agreement is for $400.00. He stated that he had not received a recommendation from Tracie but would talk with her prior to the next city council meeting. A motion was made by Jerry Bohler and seconded by Bob Molleck recommending approval of the maintenance agreement with Illinois Blueprint. Voice vote. Motion carried. The steel main, which was on the agenda, was not discussed at this time. The tractor/mower bids for the water plant was discussed next. Ray McKinney stated that five bids had been received. He requested permission to purchase the 21 horsepower International Cub Cadet from Wright Equipment at a price of $5650.00. This was the low bid in the 21 horsepower category. Discussion followed. A motion was made by Bob Molleck and seconded by Jerry Bohler recommending approval of the purchase of the 21 horsepower tractor/mower from Wright Equipment. Voice vote. Motion carried. The proposal from Energy Services was next on the agenda. B.J. Farris addressed the Committee to answer questions and concerns about the analysis she would perform. She explained that she looks at the utility charges for the city to determine a past history. She reviews the different rate charges of the utility company to determine if the municipal rate is in fact the most advantageous for the city and make recommendations to the city to save them money. She stated that she has found overcharges and requested refunds from utilities. From a regulated utility, such as CIPS, there is no problem in obtaining the refund with compounded interest from the time of the overcharge. From an unregulated utility, such as Spoon River Coop, it is a bit tougher to receive the refund but it is much easier to negotiate a rate structure with the utility. Energy Services shares in the obtained refunds 50/50 with the city. Should the city decide to implement any of the suggestions made on the utility bills, the split on the savings is 40/60 with Energy Services receiving 40%. The savings is calculated, after the implementation of the recommendations, by using the usage and plugging it into the old rate. The difference between the new bill and what would have been charged using the old rate, is the savings. Discussion followed concerning the other municipalities Energy Services has worked with and the references Chris had checked with concerning the services. Jerry Bohlen stated he would like to have Chris check with other municipalities with a report to the next city council meeting. The balance of the Committee members agreed. The next item was a request from Gary Orwig to purchase parts for the repair of one of the clarifiers at the sewer plant. He stated the estimated cost is $10,000.00. Gary stated that two companies are coming to took at the clarifier and he will have more information by the next city council meeting. Discussion followed on the coming of weather and the length of time to repair the clarifier. A motion was made by Bob Molleck and seconded by Jerry Bohlen recommending approval of the expenditure due to its emergency nature and to waive the bidding requirements for the repairs. Voice vote. Motion carried. Gary Orwig requested permission to replace the recorder which records the final flow at the plant. The cost to repair the recorder if parts are found is $994.00. The cost of a new recorder is $1200. Gary requested permission to purchase a new recorder from Gasvoda. A motion was made by Jerry Bohlen and seconded by Bob Molleck recommending approval of the purchase of a new recorder not to exceed $1200. Voice vote. Motion carried. Gary informed the Committee that the motor at the Industrial Park lift station had to be replaced. The cost was $500 from Kewanee Electric for the new 20 horsepower motor. Gary requested approval of the purchase. A motion was made by Bob Molleck and seconded by Jerry Bohlen to approve the purchase of the motor from Kewanee Electric. Voice vote. Motion carried. Bills were next. One item was noted - the bill from Martin Equipment is a split bill for water and sewer for the lease of the excavator. Harry Steck questioned the purchase of 55 gallon drums of oil for the various departments. Clif O'Brien stated he would check on the purchase. A motion was made by Bob Molleck and seconded by Jerry Bohlen to send the bills to City Council as presented. Voice vote. Motion carried. No further business was discussed and the Finance Committee was adjourned. 2 Negotiations, Grievance and Personnel Committee Bob Molleck, Chairman The first item was the drug testing. Bob Molleck informed the Committee that this is being reviewed. They are in the process of trying to locate another community who has a program in force. No action was necessary at this time. Mayor Edwards addressed the next item concerning the inspector for the East Chestnut Street project. He stated that Tracie Skaggs will be the resident engineer, which will save the city approximately $40,000. She will be performing the inspection duties as well but may need some assistance. He stated that Tracie will be getting some overtime during the project. Don stated that he had sent a letter to Tracie, Susan and Kayma on their assistance in getting the project moved along. He suggested that as the aldermen see Tracie, they give her a pat on the back for all her efforts. At this time Max Hutton addressed the Committee concerning a deferred comp plan for city employees. tt was noted that Aetna has had a plan in place through payroll deduction since 1981. He stated that with $500 or more in the plan, the individual has a choice of what the funds are invested in. The four choices are: stocks, bonds, money market fund or a combination fund. There is a once per year fee of $20.00 assessed each account. This plan saves the individual on taxes during the year and provides for income in the lower tax bracket years of retirement. The individual is able to withdraw funds under four scenarios: Death, termination of employment (this is a voluntary withdrawal), retirement, and in the case of catastrophe. Mr. Hutton stated there is a charge for a lump sum withdrawal if the individual is in the plan for less than ten years. He stated there are several employees enrolled in the plan and he is planning on being in Canton to talk to employees on October 26. He is normally scheduled to talk to potential enrollees in April and October of each year but is in Canton on a more frequent basis if need be. Discussion followed of the fact that there are several employees who were not aware of the availability of this service. The Committee suggested that Mr. Hutton work with Chris Spears and/or contact the various department heads to educate the employees of this program. Mr. Hutton stated he will contact the department heads to set up a meeting with their employees. The Committee decided that since this plan has been in existence since 1981, that an additional program is not necessary at this time. No further business was discussed and the Negotiations, Grievance and Personnel Committee was adjourned. Corm~unity and Industrial Development Committee Kevin Meade, Chairman The first item of discussion was the Director's report. Chris informed the Committee he did not have a report at this time. 3 A rehab loan request from Mel Harris was next. Chris stated that this is in the amount of $2500 with a $2700 match for the placement of signs at Western Auto and True Value. Discussion followed concerning the need for a sign variance for these signs. A motion was made by Bob Molleck and seconded by Larry Sarff to approve the application and the sign variance for the True Value and Western Auto signs. Voice vote. Motion carried. No further business was discussed and the Community and Industrial Development Committee was adjourned. Legal and Ordinance Carmittee Jerry Bohler, Chairman The first item was the affirmative action plan. James stated he, Bob and Chris have met and changes are being made for review. The matter was tabled at this time. The dedication of the water line at Old Beach subdivision was next. Mayor Edwards stated that an ordinance needs to be drawn for the acceptance of the dedication to the city. He stated there are still some questions on the payments for the water line which need to be looked into. A motion was made by Larry Sarff and seconded by Bob Molleck to have the city attorney draw an ordinance for the acceptance of the dedication of the Old Beach water line. Voice vote. Motion carried. The proposal from Gallatin National was discussed next. Doug Herman stated he, Bob Molleck, James Elson, Chris Spears and Gary Orwig met to review the situation. He stated that there are two agreements. One is for the construction of a leachate discharge spill containment pad at the west side wastewater plant. Bob Anderson had reviewed the agreement and had provided Mayor Edwards with a letter stating that he recommends the city enter into this agreement. Mr. Herman stated they would like to move on this agreement due to the upcoming winter weather. The second agreement is the treatment of leachate from the Gallatin National facility. This agreement has been revised. Mr. Herman provided copies of the agreement. Mayor Edwards stated that if the city enters into the first agreement and Gallatin National constructs the pad at their expense, it does not mean that the city is obligated to enter into the second agreement. A motion was made by Larry Sarff and seconded by Bob Molleck recommending the city council approve the construction agreement. Voice vote. Motion carried. At this time the tax levy and appropriation ordinance was next on the agenda. Mayor Edwards stated that Pat Wright would like to address the Committee on this matter. She stated that for 16 years she has been preparing the levy and the ordinance. She stated that due to the political decisions that have to be made, she feels that she should not be preparing these items. She stated that she will assist in the preparation but will not do them. She stated that the office of city treasurer should be compensated for the duties 4 provided. If the city is not going to compensate the office for the responsibility of these duties that are not her duty, the these things should be done by the appropriate person. She stated that she would be willing to assist in the preparation but feels she should not be doing them. She has prepared them in the past, made recommendations to the council, and they have more or less gone along with her recommendations. Harry Steck stated that before the election, he feels that the duties should be designated in the code book as to who would be responsible for what duties. Mayor Edwards stated that Pat feels that others with less responsibility are being compensated very well. While her job is part time, it could be a full time position. He stated that Pat puts in more hours than a part time position. He considers her to be a financial advisor. He stated if the committee wants to look at redefining duties, they should look at the responsibility that goes with the job. Jim May stated that Pat should be making more money than she does now. Chris agreed that Pat puts in more hours than part time. He stated that she is underpaid for the duties and responsibilities of the office. Discussion followed. Pat stated that she does not have any set hours due to the fact that she does not serve the public such as a tax collector. She stated that she prepared the tax levy and appropriation ordinance the first year she was elected and every year since. Mayor Edwards stated he would bring an ordinance to the city council outlining the duties of the office for review and possible discussion of a change in salary. Harry Steck stated that the city clerk's duties should also be defined. It was noted that the code book provides for the city clerk to be under the direction of the city council. Larry Sarff stated that he would like to see included in the outline of duties for both positions "and all other duties designated by the city council". The committee agreed. A motion was made by Larry Sarff and seconded by Bob Molleck to have the ordinance brought to the city council for review. Pat stated that she will put the tax levy ordinance together this year with Chris' help and James' help if he wants to be involved. Voice vote. Motion carried. Pat informed the committee that she had received two checks from the state and the state is now caught up on the income tax payments. At this time Jim Hocker, the city auditor, addressed the committee concerning the past trends of the city's general fund. He provided a synopsis of the financial status. He provided the following recommendations/comments for consideration. 1. He was surprised that the tax anticipation warrants have not had to be issued sooner than now. 2. Suggested the water and sewer fund pay back some of the funds which were transferred from the general fund. 3. Suggested looking at proportioning some of the general fund salaries to other funds based on time worked for other departments. 4. Make the cemetery self supporting. 5. Increase the civil defense tax to make them self supporting. 6. Have the employees pay part of their health insurance costs. and 7. Raise taxes if necessary. The committee thanked Jim for his review and presentation of the city's accounts. No action was taken on this matter at this time. 5 ~Ilrr" At this time, John Harmon addressed the committee concerning the need for an ordinance regulating beer gardens. He stated that complaints had been received from residents concerning the noise. The complaints were tracked down to a beer garden party. The establishments are now operating under the tavern licenses but there is a need for changes and/or added regulations. He suggested that these be looked at during the winter so that the tavern owners are notified of the regulations before the summer season. Mayor Edwards stated that every benefit and/or fund raiser that is held outside these establishments are beneficial but time restraints on the bands could be implemented. John stated that there is nothing wrong with the beer gardens since the consumption of alcohol is basically on private property adjacent to the licensed establishments but the noise factor should be addressed. A motion was made by Larry Sarff to have James Elson work with the committee, the police department and business owners to come up with an ordinance to regulate beer gardens before next spring. Seconded by Bob Molleck. Voice vote. Motion carried. Mayor Edwards addressed a complaint concerning DeMott Towing. He stated that Harry Steck had turned in a complaint to Tracie concerning Mr. DefVbtt operating a business out of his home. He stated that Tracie had talked with Mr. DeNbtt and he is driving his pick up sized wrecker home. He does not store any of the towed cars at his home, he does have a cormiercially zoned area for the towed cars. Mayor Edwards stated that this type of activity is no different than others advertized in the local paper, one of which is the city's zoning office, who are advertising with their home addresses and phone numbers. Discussion followed. Mayor Edwards stated that if Mr. DeMott is to be served with a complaint, then the city must treat the others in the same manner. No action was taken on the matter. Mayor Edwards informed the Committee that the Canton Pride Committee will be working with a not-for-profit group for Santa Joe's workshop in the garage of Mr. & Mrs. Tracy to repair toys for children in need for Christmas. No action was necessary by the committee. No further business was discussed and the Legal and Ordinance Committee was adjourned. Kayma Duncan - Committee Secretary 6