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Home My WebLink About01-11-2011 Clerical MinutesTHE CITY OF CANTON CLERICAL COMMITTEE Tuesday January 11, 2011- 6:30 p.m. Donald E. Edwards Way, 50 North 4th Avenue Canton IL (Historic Depot) Aldermen in attendance -Rick Reed, Eric Schenck, Larry Sarff, Jorge Rivero, Jerry Ellis, Jim Hartford, Dave Pickel. Aldermen absent: Aldermen Craig West Staff in attendance: Police Chief Dan Taylor, Mayor Kevin Meade, City Clerk Diana Tucker, City Administrator Jim Snider, ESDA Director Phil Fleming, Interim Fire Chief Ernie Russell, Public Works Director Clif O'Brien Others in attendance: Jay Smith Media in attendance- Daily Ledger John Froehling, Video Services Joe Ginger. Finance Committee Alderman Eric Schenck, Chairman Bills Administrator Jim Snider explained a bill to Heart Technology is a follow up bill for the new phone system for hardware needed. Page 4 Global Emergency Products is for the repair of engine # 1 for the fire department in the amount of $4,027.82 Motion and second were made by Alderman Sarff/Pickel to send the bills to Council for consideration. The motion carried by voice vote, and was unanimous. 1 Treasurer's Report Treasurer Aaron Anderson reported that the month of December total cash is $2,380,000.00. A couple of things impacted this number. The first item is fund 8 and 14 has large outlays for MICA in the amount of $164,529.00 that will carry us until May of 2012. This amount to MICA reduced the balance. The general fund has a negative balance due to a bond payment for the 2005 water and sewer bond. This will be paid back later this month. Schedule of investments on page 2 has 9.5 million in investments across all funds. Special Revenue Fund Recap. IHTIF fund reflects DCEO funds transferred into the account. The account currently has a balance of over $563,000.00. The Budget Comparison reflects a loss in the general fund due to payroll and holiday and overtime pay. $84,451.00 loss occurred for the month. YTD a surplus remains in the amount of $135,617.00 Water and sewer---- The bond payment did impact the water and sewer fund for the month. The expenditures for the month were $550,000.00- which shows 19.7% of the budget used. Motion and second were made by Alderman Sarff/Rivero to send the Treasurer's report to Council for consideration. The motion carried by voice vote, and was unanimous. Budget Update Administrator Jim Snider reported: "As I reported to you a few weeks ago, I am currently waiting on the 2009-2010 audit to be completed. Aaron Phillips of Phillips, Salmi and Associates has been working with the City Treasurer to complete the audit. Our auditors should have a draft copy of the audit available to us within two weeks. Work on the 2011-2012 budget has begun. The department heads will be submitting a draft budget by the end of January and we are formulating a list of capital items for the proposed strategic planning meeting on February 5th. An agenda for the strategic planning meeting to you on February 1St 2 City Treasurer Aaron Anderson has reported the current General Fund balance is showing a surplus of $540,000. As you will remember, we eliminated 90% of the proposed capital from the 2010-2011 budget. Since our visibility with future state revenues have stabilized and the fact that our sales tax revenues have held up during the last several months, I believe it may be appropriate to consider addressing a few of our capital needs. Notwithstanding, there still are a few economic uncertainties we will possibly face over the next few months: collective bargaining wage increases, possible reduced revenue from the State, a risk of a double-dip reason that will result in reduced sales tax revenue and an expected double-digit increase in health care cost effective June 1St Fortunately, we have been able to mitigate some of our expenses this past year by saving $70,000 by joining MICA to provide our liability and workman's comp insurance and entering into a new contract with Integrys for our electricity cost which is saving us over $162,000 this year than originally budgeted. Outlined below are a few of the items I believe we can address during the remainder of the fiscal year: • $130,000 -Wheel Loader for the Street Department • $ 22,400 -One patrol vehicle for the Police Department • $ 7,000 -Carpeting main level of Police Department • $ 75,000 -Renovation of 2"d Floor of City Hall/Water Billing Department • $102,000 -Dump truck for Street Department I will prepare a more detailed report on these capital items for our strategic planning meeting. Outlined below is our schedule for our upcoming budget process:" January 28th - Department Heads provide CA draft Expense Budget & Capital Request February 5th - Strategic Planning Session February 25th - Draft Budget Delivered for Council Review March 1st - Budget Work Session: Reviewing Revenue Projections in all Funds and Expenses in the General Fund 3 March 1St" - Budget Work Session: Reviewing Remaining Expense Items April 5t" - First Reading of Proposed Budget April 19t" - Public Hearing and Final Reading of Proposed Budget The Finance committee adjourned at 6:45 p.m. Legal & Ordinance Alderman Dave Pickel, Chairman Canton Harvest Inn Redevelopment Aereement Mayor Meade explained that the redevelopment agreement for the Canton Harvest Inn would occur in the new TIF district. If this would not go through it would revert back to the current TIF district and the required paperwork changes would take place. $250,000.00 in TIF incentives for various projects remain. Discussion took place from Alderman Schenck regarding some concerns in the downtown area with the streetscape and why the City would not consider making improvements and the coordination of the improvements in the development agreement. The Legal & Ordinance Committee adjourned at 6:50 p.m. 4 Community & Industrial Development Alderman Jorge Rivero, Chairman Teska Streetscape Presentation This item was carried over until next week's meeting. Mark Rothert will give an update at next week's Council meeting during new business. Alderman Schenck discussed the one way traffic around the square. City Administrator Jim Snider stated that more discussion will take place at the strategic meeting regarding the downtown improvements and the traffic flow. Further discussion took place regarding overhead electrical and waterlines and items at Jones Park. Mayor Meade reported that the City closed on the old Feasters lot so this is now property of the City and will be incorporated into the Streetscape project. The Community & Industrial Development Committee adjourned at 6:55 p.m. NEGOTIATIONS, GRIEVANCE & PERSONNEL Alderman Larry Sarff, Chairman No items for discussion. The Negotiations, Grievance and Personnel Committee adjourned at 6:58 p.m. Adjournment Motion and second was made by Aldermen Sarff/Schenck to adjourn to executive session for the purpose of police, fire, public works negotiations, personnel and pending litigation and security procedures/emergency operations plan. ~eeor,~g Secr~tary, -T Diana Tucker, City Clerk 5