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HomeMy WebLinkAbout11-2-2011 Mechanical Committee Meeting RECESSED COUNCIL MEETING FROM TUESDAY, NOVEMBER 15 2011 Tuesday, November 22, 2011 6:30pm Donald E. Edwards Way Historic Depot 50 N. 4th Avenue Canton II 61520 Aldermen in attendance: Aldermen Schenck, West, Nelson, Eilis, Pickel, Hartford, Pasley, Fritz Aldermen Absent: Staff in attendance: Mayor Kevin Meade, City Clerk Diana Tucker, City Attorney Chrissie Peterson , City Administrator Jim Snider, Comptroller Caty Campbell, Treasurer Nicole Marter, Fire Chief Keith Frank, Police Chief Dan Taylor, Interim Public Works Director Bill Terry, City Engineer Keith Plavec Others in attendance: Marty Brown, Ron Wroblewski, George Hall, Rick Roberts (Leander Construction) John Schulz (Leander Construction), Jim Snyder (Ice, Miller), Nick Williamson Media in attendance: The Daily Ledger John Froehling Video Services by: 1oe Ginger Mayor Meade called the meeting to order at 6:30 p.m. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x AN ORDINANCE TO APPROVE THE FIRST AMENDMENT TO THE REDEVELOPMENT PLAN AND PROJECTS FOR THE CANTON INTERNATIONAL HARVESTER SITE PROJECT AREA TAX INCREMENT FINANCING DISTRICT. #2052 Motion and second were made by Aldermen Schenck/West to approve the ordinance and place it on record. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x REVIEW OF NOTIFICATION OF SALE OF THE CERTIFICATES City Administrator Jim Snider explained that Moody's came back with a rating on the city debt and a report is available for inspection. An offer will be made to underwriting on Monday, November 28, 2011 and if accepted by the City it will be settled by the City on December 1, 2011. The City will be speaking to the local banks and they will be giving an opportunity to purchase the bonds first. CONSIDERATION OF AN ORDINANCE TO RETAIN A FINANCIAL ADVISOR Jim Snyder from Ice Miller LLP addressed the committee regarding the debt certificates and the financial advisor. Snyder explained that the financial advisor would help market the bonds. Austin Meade Financial is a company that Snyder has worked with for over twenty year. A resume was distributed for review and a background check was conducted regarding Austin Meade Financial LTD. The reference and background check came back with positive comments. Alderman Pasley explained that he has concerns regarding a scandal that Austin Meade Financial was involved with in Chicago and no information on the company is available with the search of a website. Mayor Meade explained that this item was held over a week to provide the opportunity to investigate and do background checks. The City found that the investigation has been completed. Alderman Pasley asked if the City followed up with the Chicago school district that made the claims. Mayor Meade explained that the City did not contact the school district, however the city of Chicago's chief financial officer provided positive comments on the company. Alderman Pasley asked why our TIF consultant could not handle this without obtaining a financial advisor. Mayor Meade explained that this provides another set of eyes to ensure the quality of services required. Jim Snyder A( Ice, Miller LLP) further explained that the firm is registered financial advisor which ensures the quality of services provided. AN ORDINANE APPROVING AND AUTHORIZING THE EXECUTION OF A REDEVELOPMENT AGREEMENT BY AND BETWEEN THE CITY OF CANTON AND DAVIS SAND AND GRAVEL INC. # 2053 Motion and second were made by Aldermen Ellis/Nelson to waive the second reading requirement. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x Motion and second were made by Aldermen Hartford/Ellis to approve the ordinance and place it on record. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Neison x Alderman fllis x Alderman Pickel x Alderman Hartford x AN ORDINANCE APPROVING AND AUTHORIZING THE EXECCUTION OF A REDEVELOPMENT AGREEMENT BY AND BETWEEN THE CITY OF CANTON AND KATHLEEN A MCGUIRE (DBA THE COUNTRY KENNELSI # 2054 Motion and second were made by Aldermen Ellis/Nelson to waive the second reading requirements. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x Motion and second were made by Aldermen Ellis/Pickel to approve the ordinance and place it on record. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x AN ORDINANCE APPROVING AND AUTHORIZING THE EXECUTION OF A REDEVELOPMENT AGREEMENT BY AND BETWEEN THE CITY OF CANTON AND BYRON TINDAII (DBA BT INTERIORS) #2055 Motion and second were made by Aldermen Nelson/Pickel to waive the second reading of the ordinance and pass on the first reading. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x Motion and second were made by Aldermen West/Nelson to waive the second reading of the ordinance and pass on the first reading. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x Motion and second were made by Aldermen Hartford/Pickel to adjourn. The motion carried by voice vote and was unanimous. MECHANICAI COMMIITEE MEETING Tuesday, November 22, 2011 Donald E. Edwards Way Historic Depot 50 N. 4th Avenue Canton I161520 7:OOpm PUBLIC SAFETY & TRAFFIC ALDERMAN JIM HARTFORD, CHAIRMAN POLICE REPORT Chief Taylor explained that the department is in the sixth week for the North Western University School Staff and Command held at the Harvester Inn. Deputy Chief Rick Nichols was elected as the class president by the peers. Chief Taylor applied for a grant on behalf of project Be Stow and $1000.00 was received to start the program. Chief Taylor had Officer Wages demonstrate a new software update for the New World mobile computing for the police department. The police department has been behind the times for several years regarding report writing and mobile computing. The reports previously would have been hand written and manually filed and there was no data base to retrieve information. In 2003 the police department updated to the new world software. At that time the report writing software was simply a record keeping software and the City did not have the necessary software to have report writing capabilities. The system will save man power and provide for more efficient reporting. FIRE REPORT Chief Frank had no additional comments on the monthly fire report. BLOOM BOX LIQUOR LICENSE AMENDMENT Attorney Peterson explained that the Bloom Box owner contacted the City Clerk regarding a request to obtain a tasting license at her business. The owner currently holds a gift basket license that ailows the store to sell wine but she can't seil as a packaged store or hold tastings. A tasting license is only available to class C holders and specific requirements must be met. Jane Lewis from the Bloom Box explained that she currently holds at the state level the same license as the packaged stores. They would like to hold events for the downtown area but currently a special event costs $120.00. Jane explained that she would like to have the license that would allow tasting at the store for various events at a cost that is more reasonable that paying for each specific event. Attorney Peterson explained that currently nothing is in the city code to allow wine tastings for this type of license holder. Allowing tastings would require a change in the code and create a subclass to the license. If the Council agrees to create a new subclass it will then go to the liquor commission. Motion and second were made by Aldermen Hartford/ Ellis to draft an ordinance to review at the next legal and ordinance meeting Extending the period from two weeks to three weeks for the special event would accommodate the need to have the wine tasting for the Christmas walk. Attorney Peterson explained that the Council could grant a variance to allow the class F license to run for a period of three weeks. Amended Motion and second were made by Aldermen Ellis/Schenck to extend the event license three weeks. The motion carried by voice vote and was unanimous. ANIMAL CONTROL AGREEMENT WITH FULTON COUNTY City Administrator Jim Snider explained that the existing animal control agreement with Fulton County expires on November 1, 2011. The City currently pays the County $10,000.00 per year for the City share of the services. Fulton County has indicated that they are incurring a significant operating loss providing the services. The County indicated that the City's portion of total share expenditures is $27,701.33 (44%) Instead of making an annual contribution of $10.,000.00 the County is proposing that the City pay a proportional share (44%) of the operating loss that is incurred annually. After a proportional credit for certain in kind services the City provides, the City would have paid $23,680.97 for FY 2011. The County is proposing that the agreement be made retroactive to last November. Further discussion took place regarding the proposal and questions were raised why other communities in the county is not paying the county for the same services that the City of Canton is paying for. George Hall explained that the original agreement was signed in 2007 and the City of Canton agreed to enter into an agreement for services with the County. Alderman Fritz discussed concerns regarding the salary replacement listed in the Counties proposal. Fritz explained that the salary replacement should be subtracted out of the proposal figures. Alderman Nelson expressed further concerns about increasing the amount of money that the City of Canton is paying the County without other municipalities in the county paying for the services. Attorney Peterson does not believe the City would be required to pay above the 10,000.00 retroactively based upon the language in the contract. City Administrator Jim Snider proposed paying 10,000.00 as outlined in the agreement and then pay an additional amount at the end of the year as a loss to the County. Motion and second were made by Aldermen Schenck/Ellis to reject the proposal as it stands and consider a new term that would be reviewed at a later date. The motion carried by voice vote and was unanimous. George Hall explained that the numbers in the proposal will not change. Attorney Peterson asked if the City should be prepared to bring back other options such as contracting with the Human Society directly or continue to negotiate with the County. Alderman Hartford suggested having a new proposal to review. George Hall explained that the County is not going to continue to subsidize the Cities share of the animal control program. Jim Snider will continue discussion with the County. George Hall explained that he is disappointed with the City of Canton and the City does not recognize the services and does not want to pay for services already provided. The Public Safety & Traffic Committee adjourned at 7:44p.m. STREETS & GARBAGE ALDERMAN JUSTIN NELSON, CHAIRMAN HANDICAP PARKING ON SQUARE Alderman Nelson explained that he was approached by a business owner regarding handicap parking on the square. Keith Plavec explained that a handicap space is beside Scrapbook Dreams. The spaces in Canton are typically 11x5. The handicap space is to be used as they see fit. The individual will be contacted to further discuss the issue. The number of handicap spaces in the downtown also needs to be further addressed. SQUARE ISSUES- NE CORNER Keith Plavec discussed putting a curbed area into the roadway to shorten the distance to get across the street. This would be included in next year's streetscape project. IDOT STOP SIGN AVENUE A AND LOCUST Discussion took place regarding a stop sign with a solar panel that would cost approximately $800.00 on Avenue A and Locust. IDOT suggested purchasing the sign and they would then reimburse the City for the cost. The Streets & Garbage Committee adjourned at 9:00 p.m. LAKE, BUILDINGS & GROUNDS ALDERMAN ERIC SCHENCK, CHAIRMAN NORTHSHORE SUBDIVISION PLAT SURVEY Keith Plavec and Alderman Schenck met with Cloninger Land Surveying and discussed the need for a survey and create a plat at Northshore subdivision. A proposal was obtained for the survey work. The amount budgeted was $6500.00 for the project. The scope of services was included in the proposal. Motion and second were made by Aldermen Schenck/Hartford to submit to Council with recommendation to approve the contract. The motion carried by voice vote and was unanimous. 61 East Side SQAURE BUILDING TRADES CLASS Mark Rothert recommends setting up a working committee and doing a feasibility study for the incubator project and then come back to Council for a recommendation. Mark recommends taking a different marketing approach for local businesses or businesses outside the area. Further discussion took place regarding the use of the building and the need to see a plan for occupying the building. Alderman Ellis explained that the City should contact a realtor about placing the building on the market to get out from under the cost of the building. The City has already put a large amount of money into the building without any definite plans in place. It was discussed that putting additional money into the building would not be in the best interest of the City. Alderman Schenck stated that he is concerned about finding people that are interested in the property. A plan needs to exist how the property would be marketed. Schenck asked if the partnership would come forward with a proposal on how the building would be used. The City stated that the partnership needs to be proactive in finding a use of the building. Steve Kline further discussed some TIF options and proposed the idea of providing some seller financing. The City could rebate a portion of the building costs. Motion and second were made by Alderman Ellis/Nelson to list the property with a realtor. The motion carried by voice vote and was unanimous. AMEREN FRANCHISE AGREEMENT City Administrator Jim Snider explained that our 50- year old franchise agreement with Ameren to provide electric and natural gas services expired on October 3, 2011. A franchise is a privilege granted by a local governing body to a specific investor-owned utility (Ameren) that allows the utility to have facilities on public property. The franchise contract allows Ameren to operate exclusively within the City of Canton and outlines conditions of service, construction standards, and terms of compensation (a franchise fee) for the use of public right of way. On September 22, 2011, Ameren sent the City an offer outlining financial consideration for a new 20 year franchise agreement, Ameren has indicated the compensation going forward will be on a cash basis; therefore Ameren will no longer be offering free kilowatt hours, discounts of street lighting, free lights or free natural gas therms. The proposed gas agreement is based on a customer count of 5383 for a value of $32,700 per year. Our existing gas franchised agreement with Ameren provided 30,000 free therms per year, or an equivalent of $22,000. The City is not able to negotiate an increase in the compensation offer from Ameren. Outlined below is the new offer with the initial offer in brackets. This proposed electric franchise agreement is based on a customer county of 6505: $28,850 ($24,260)-1 year $51,850 ($42,260)-Year 2 $74,850 ($61,080)-Year 3 $97,900 Year 4 and all remaining years ($79,490- Year 4) ($97,900- Year 5 and all remaining years) The initial offer had a 20 year payout of $1,773,490. The new negotiated proposal has a 20 year payout of $1,819,850. This is an increase of $46,360 over the initial offer from Ameren and the $97,900 beginning in year four instead of year five. This revised offer is comparable to what Ameren is paying other cities our size. Motion and second were made by Aldermen Nelson/Ellis to send the request to Council for consideration. The motion carried by voice vote and was unanimous. 2011 TAX LEVY City Administrator Jim Snider recommended a 4.0% raise however the proposal is raising it to 4.99% added to the corporate tax rate. This would create a budget for doing street improvements in the community that the City currently does not have. $19,675.00 would be the dollar amount to levy. Motion and second were made by Aldermen Hartford/Schenck to send the request to Council for consideration. The motion carried by voice vote and was unanimous. JOINING PROPERTY OWNER AT WWTP Alderman Schenck explained that one of the joining property owners at the WWTP has contacted him about building a fence on the property boundary. The materials was purchased and wanted to know if the City would be interested in building the fence with the material that he already purchased. Attorney Peterson asked if the property is inside the City limits and what the cost of the fencing was. The public works department will provide a recommendation for next week's meeting. Keith stated a permit would be needed and an agreement would need to be made. PROPOSED MINE A Public Hearing wiil be held on December 6th at 5:00 pm and at 6:30 pm at the Donaldson Center. PROPOSED BOUNDARIES FOR NEW RT 9 CHESTNUT STREET TIF DISTICT Mayor Meade explained that this needs passed December 6, 2011. The joint review board would need to review the boundaries and make a determination if the boundaries would be reduced. The boundaries can't be enlarged but can be reduced. Discussion took place regarding the areas that would be annexed and the area that would be in the new TIF and the area in the existing TIF. The Council will need to analyze the map and make recommendations and vote on the final map. Steve Kline explained that one parcel on the North side of Chestnut Street will be removed that is Alderman Schenck's property. Anything proposed in the Route 9 TIF will be immediately amended out of the downtown TIF. The properties can only be in one TIF. The hotel will remain in the current TIF and be amended. Steve Kline explained that recommendations will need to be made and an ordinances for a first reading to establish a Route 9 TIF on Dec 6, 2011 with a second reading on December 20, 2011 Aldermen Schenck asked why the high school property is listed. Mayor Meade explained it gives another financing option to assist in funding. This gives the City additional flexibility if money is needed for a street or storm sewer on the school property TIF funds could be used for a funding option. One of the questions of the joint review board was the size and the scope of the TIF but it is up to Council discretion. Superintendent Roy Webb explained that the school district will be a wash but the other taxing bodies will not have a wash. Further discussion took place regarding areas that would be removed from the TIF inap. The recommendations would be taken back to the joint review board. The agreement would be approved on December 6, 2011 Motion and second were made by Aldermen Schenck/Hartford to approve the final map as just discussed. The motion carried by voice vote and was unanimous. Steve Kline will meet with Keith Plavec to make the final changes with the map and bring a final map back for review. Steve Kline further explained that if property was purchased by an official the property would need to be amended or the person would have to be removed from the voting Adjustments will need to be constantly made. PUBUC WORKS, WATER & SEWER ALDERMAN GERALD ELUS, CHAIRMAN APPUCATION FOR PAYMENT NO 1 FROM OTTO BAUM COMPANY INC FOR 2011 MFT- SIDEWALK PROJECT IN THE AMOUNT OF $31,319.51 Motion and second were made by Aldermen Ellis/Nelson to send to Council for consideration. The motion carried IDOT RESOLUTION FOR 2011 MFT SIDEWALK PROJECT IN THE AMOUNT OF $4.000.00 Keith Plavec explained that the next two documents requests expenditures for the final pay requests. Motion and second were made by Aldermen Ellis/Hartford to direct the City Attorney to draw a contract The motion carried. IDOT REQUEST FOR EXPENDITURE/AUTHORIZATION OF MFT FUNDS FOR 2011 MFT SIDEWALK PROJECT Motion and second were made by Aldermen Ellis/Hartford to send to Council for consideration. The motion carried. APPLICATION FOR PAYMENT NO 1 FROM OTTO BAUM COMPANY INC FOR 61 EAST SIDE SQUARE PARKING LOT PROJECT IN THE AMUNT OF $71.683.38 Motion and second were made by Aldermen Ellis/Schenck to send to Council for consideration from the TIF funds. The motion carried. APPLICATION FOR PAYMENT NO 3 FROM LEANDER CONSTRUCTION IMNC FOR WWTP UV DISINFECTION PROJECT IN THE AMOUNT OF $90 417.60 Motion and second were made by Aldermen Ellis/Nelson to excuse Alderman Ellis from discussion. The motion carried Motion and second were made by Aldermen Nelson/Hartford to send to Council for consideration. The motion carried. APPLICIATION FOR PAYMENT NO 8 FROM LEANDER CONSTRUCTION INC FOR WWTP CHLORINATION SYSTEM IMPROVEMENTS IN THE AMOUNT OF $10,319.15 Motion and second were made by Aldermen Ellis/Nelson to send to council for consideration. The motion carried by voice vote. CHANGE ORDER NO 1 FROM LEANDER CONSTRUCTION INC FOR WWTP CHLORINATION SYSTEM IMPROVEMENTS IN THE AMOUNT OF $3.620.56 Motion and second were made by Aldermen Ellis/Nelson to send to council for consideration. The motion carried by voice vote. APPLICATION FOR PAYMENT NO 1 FROM LEANDER CONSTRUCTION INC FOR WTP RAW WATER CONNETION PROJECT IN THE AMOUNT OF $20,238.30 Keith Plavec explained that this would be paid from the bond funds. The project is 50% complete. Motion and second were made by Aldermen Ellis/Hartford to send to council for consideration. The motion carried by voice vote and was unanimous. REQUEST FROM LEANDER CONSTRUCTION (JOHN SCHULZI FOR USE OF CITY PROPERTY NEAR BANNER Motion and second were made by Aldermen Ellis/Pickel to excuse Alderman Ellis from discussion due to his involvement with the project. The motion carried by voice vote and was unanimous. John Schulz addressed the committee regarding the setup of trailers in the staging area of the property. Attorney Peterson sent a letter explaining that the trailers needed to be removed from the property. Permission is being sought to allow the trailers to stay on the property on Banner Dyke Road with a certificate of insurance provided to the City. Motion and second were made by Aldermen Nelson/Hartford to send to council The motion carried by voice vote and was unanimous. Alderman Schenck stated that the City has an area at the end of the Banner Dyke Road that the City put a well on the property. A public boat ramp is on the property along with the Copperas Creek lot which is a historic site. Some issues have been with this property for a while where four wheel drive vehicles leave the gravel area creating unsafe uses. Schecnk proposed that Leander leave the site better than the way it is now. The City is in need of a better fence that would provide a greater level of security for the property and a greater security for the lock and dam. Alderman Schenck asked what Leander's level of interest would be. Jeff Schulz stated that basically it is a gravel lot in decent shape, but they would need more specifics. The spot where the trailers are is in good shape. Alderman Scheck will work with Maurer and Stutz and the public works director to give more information on the proposal. Motion and second were made by Aldermen Schenck/Nelson to amend the motion to postpone final approval subject to review of proposal on how the site will be left upon completion during the construction period. Motion and second were made by Aldermen Schenck/Nelson to amend the motion to allow 90 days occupancy to use the property. Attorney Peterson stated that she was clear that until approved by council they would need to remove their equipment. This is the same property used during the construction of the collector well. Motion carried by voice vote and was unanimous. ADJOURNMENT Motion and second was made by Aldermen Hartford/Pickel to adjourn with no need for ec tiv session. ~ , ; `l.. ana Tucker City Clerk