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HomeMy WebLinkAbout02-28-2012 Mechanical Committee minutes MECHANICAL COMMITTEE OF CANTON CITY COUNCIL Tuesday, February 28, 2012 6:30pm Donald E. Edwards Way Historic Depot 50 N. 4t" Avenue Canton I161520 Aldermen in attendance: West, Ellis, Pickel, Hartford, Fritz, Pasley, Nelson Aldermen Absent: Aldermen Schenck Staff in attendance: Mayor Kevin Meade, City Clerk Diana Pavley, City Attorney Chrissie Peterson, City Administrator Jim Snider, Treasurer Nicole Marter, Fire Chief Keith Frank, Police Chief Dan Taylor, City Engineer Keith Plavec Others in attendance: Jacqueline and Donna Walton, Glen Bitner (Vice President Youth Acres Association), John Greene (President Youth Acres Association), Scott Stockham (Jammin for Jude) 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. PUBLIC SAFETY & TRAFFIC ALDERMAN JIM HARTFORD, CHAIRMAN POLICE REPORT Chief's Comments: • Eddie Eagle Gun Safety Program • Search Warrant on Dean Court (Meth Lab) • Search Warrant on 15L (Cannabis) • IACP Leading By Legacy Program • Staff & Command FIRE REPORT Fire Chief Keith Frank distributed the monthly Fire Report. FY 2013 BUDGET UPDATE City Administrator Jim Snider discussed the FY2013 General Fund Revenue & Expenditure Budget. A budget workshop will take place next Tuesday at 5:30pm to discuss ways to balance the general fund budget. The Water & Sewer, TIF, etc will be presented on Tuesday, March 13 and reviewed in detail on Tuesday, March 20. The final proposed budgets will be presented for Council review in April. The following areas are all items to be discussed: Sales Tax (Our local share of sales tax receipts is forecasted to be $2,600,000. The state distributes 1% of the basic 6.25% sales tax for retail sales and general merchandise and 100% of the collections from the 1% state rate for sales of qualifying food, drugs and medical appliances to the respective municipalities. Additional the city receives an additional in sales tax. This sales tax was instituted by referendum in 2003 to provide for property tax relief. This amount is 5.2% lower than budgeted in FY12. The city took a very conservative approach to forecasting sales tax revenue two years ago due to the economy. Fortunately, the local economy has stabilized and our retail sales have held their own. Sales tax revenue grew over 8% from FY11 to FY12, so we placed a higher forecast for FY12. Although 5.2% lower than forecast, sales tax revenue has been trending higher over the last few months. Nonetheless a conservative approach is still being followed by forecasting a modest increase of 2% for retail sales for FY13 versus FY12 projected total. Locai retail sales tax revenue represents a third of the general fund revenue. Replacement Tax: The local share of the corporate personal property replacement tax is projected at $208,000 (The replacement taxes are revenues collected by the state of Illinois and paid to local governments to replace money that was lost by local governments when their power to impose personal property taxes on corporate, partnership, trusts and S corporations pay a 1.5% tax on income. 48% of the state receipts are distributed to downstate counties, while Cook County receives 52% of all funds received. This revenue stream is trending 16.8% less than forecast. The national and state recession impacted this fund for the year. The national economy is showing signs of improving. However the City is only forecasting a 1% increase for FY13. One area of concern with this revenue stream is the State of Illinois skimming 1% of our revenue from this fund. We all should be concerned that they will now find the path to tapping into our revenue less difficult going forward. Use Tax: We are projecting to receive $207,400 in Local Use Tax. (The use tax is a tax imposed on the privilege of using in Illinois, any item of tangible personal property that is purchased anywhere at retail.) The forecasted amount is the same as last year. Income Tax: State Income Tax is projected at $1,200,000 (The local share of the State Income Tax is paid on a per capita basis. Municipalities and counties receive 1/12 (8.3%) of the net tax receipts collected by the State up to the old income tax rate of 3%. Municipalities do not receive any of the remaining 2% income tax increase just passed by the State effective January 1, 2011) A forecasted amount of a 3.0 % decrease is in this revenue stream for FY13 at $1, 250,000. Utility Tax: By local ordinances, we receive a 5% utility tax on electric and natural gas usage in the City. The utility companies asses the tax and we receive the revenue from them. Jim Snider indicated that he is especially noting this fund to you this year due to the Cook Medical Polymer Facility coming on line later this summer. We understand that this facility will be a very high user of electricity (Just to bring the plan on line Cook will be using $100,000 in electricity per month.) This usage will increase our utility tax revenue by at least $5000 per month. Jim Snider is forecasting a$40,000 increase in revenue for this fund reflecting the partial year operation of the new Cook facility. FY12 is trending a surplus of $177,594. This is due to several factors. A few capita) items are yet to be purchased, the warm winter has minimized the overtime costs and the cost for a public works director has not been spent. Jim Snider explained that he would expect FY12 to end up close to balanced. FY13 the requested expenditures by the respective departments came in under budgeted revenue by $29,494 on an operating budget. In order to fund the entire capital request list, we would have a deficit budget of $354,016. This is a much better staring point in the budget process than we had two years at this time ($1,500,277 deficit) 1im Snider explained that the efforts the last two years to pass a budget we could live with while facing uncertain economic times has been successful. The Public Safety & Traffic Committee adjourned at 6:50p.m. STREETS & GARBAGE ALDERMAN JUSTIN NELSON, CHAIRMAN TRAFFIC ISSUES AT ANDERSON PLACE-DONNA WALTER Alderman Nelson explained that some traffic issues exist on Anderson place regarding speeding vehicle. Aldermen Nelson suggested talking to the schools regarding the cross walk in the middle of the street. Chief Taylor will continue to work with Donna Walter on resolving the issue Alderman Nelson reported that the Big Brothers and Big Sisters Bowling fundraiser will take place on March 10, 2012 at Linn Lanes. The Streets & Garbage Committee adjourned at 6:51p.m. LAKE, BUILDINGS & GROUNDS ALDERMAN ERIC SCHENCK, CHAIRMAN(AbsentJ Alderman Nelson (temporary ChairJ ROOFING BIDS FOR 520 W LOCUST AND VAN BUREN BUILDINGS We currently have two buildings that are in need of roof repairs. The first building is the former System Maintenance Building located off of Van Buren Court that is currently being used to store equipment. The second building is our mechanic's building located at 520 W. Locust Street. We contacted several roofing companies that are approved by the City of Canton as roofing contractors with unlimited licenses. Van Buren Court Holthaus Companies, Inc. - Canton, Il Bid = $37,865.00 Dean Construction - Canton, IL Bid = $13,902.00 We obtained two bids for the former maintenance building. Holthaus Companies is proposing to remove the existing roof over a portion of the building and replace with a Duro-Last Roofing System. Dean Construction is proposing to leave the existing roof in place and install a Conklin Roofing System which consists of 1-1/2" decking. The large difference in bids below is due to the fact that Holthaus Companies feels their product cannot be installed over the existing roof. Both companies provide a 15 year warranty on material and labor. It is my recommendation that the City retain Dean Construction to repair the roof. Motion and second by Nelson/Hartford to approve the bid from Dean Construction in the amount of $13,900.00 and send to Council for consideration paid from the surplus funds from last year. The motion carried by voice vote and was unanimous. 520 W. Locust Street Holthaus Companies, Inc. - Canton, IL Bid = $26,400.00 Dean Construction - Canton, IL Bid = $12,452.00 D&D Home Improvement - Canton, IL Bid = $9,160.00 We obtained three bids for repairing the west portion of the mechanic's building. Holthaus Companies is proposing to remove the existing roof, install OSB sheathing and install 40 year laminated asphalt shingles. They would provide a 40 year manufacturer's warranty with 25 years of 100% non-prorated labor, material and disposal reimbursement. Dean Construction is proposing to leave the existing roof in place and install a Conklin Roofing System which consists of 1-1/2" decking. They provide a 15 year warranty on material and labor. D&D Home Improvement is proposing to remove the existing roof, install OSB sheathing and install a 30 year laminated asphalt shingle. They would provide a 5 year warranty on labor. It is my recommendation that the City retain D&D Home Improvement to repair the roof. Motion and second were made by Aldermen Nelson/Ellis to approve the low bid to D& D Home Improvement in the amount of $9,160.00 and send to Council for consideration. The motion carried by voice vote and was unanimous. WAIVING BOAT FEES FOR YOUTH ACRES/OUTWARD INGERSOLL Youth Acres will be hosting Outward Ingersoll this year from May 15, 2012 through May 17, 2012. As part of this program, they are seeking permission to install a portable dock as they will be using 13 canoes. They are also requesting that the City waive the canoe fee ($10 per canoe _$130). Council approval would be needed to waive the fee. Youth Acres will provide a certificate of insurance to the city. Motion and second were made by Aldermen Nelson/Hartford to send to Council for consideration. The motion carried by voice vote and was unanimous. APPROVAL OF BUNGALOW CONSTRUCTION BY YOUTH ACRES John Green and Glen Bitner discussed the plans for building six bungalows at Youth Acres. The cabins would have six bunks per cabin. A citizen of the community donated funds to build the bungalows at Youth Acres. A fire pit would be in the middle of the six bungalows. A request was made for a building permit and to waive the fee for the permit. John Green said the organization is very excited about the opportunity to build the bungalows which would accommodate 36 people. The bungalows would later have electricity, but would not have water hookup. The cabins will be constructed by volunteers. The schools liability insurance will be provided when the students are at youth acres. A copy of the schools insurance will be submitted to the City. Youth Acres leases property from the City at Canton Lake. Recently, they received a commitment to fund 6 bungalows and approached the City for permission to build the bungalows. Under Section 8 of the lease, it states "Before we build anything on the lease premises, we must submit plans showing plumbing and sewage disposal, location on lot, etc. to the City and obtain written approval (usually a building permit) from the City. If we build without approval, the City may remove what we build and charge us for the removal." Motion and second were made by Aldermen Nelson/Ellis to send to Council for consideration. The motion carried by voice vote and was unanimous. REPAIRS TO OLD BOAT RAMP Keith Plavec explained that the repairs to the old boat ramp were discussed at the strategic planning session. Keith would like to seek permission to obtain bids for the repairs to the boat ramp. The lake is currently low and this would be the ideal time to do work on the ramp. Motion and second were made by Aldermen Nelson/Hartford to send to Council for consideration from the lake development expense. The motion carried by voice vote and was unanimous. REPAIRS TO LAKESHORE DRIVE Keith Plavec would like to obtain bids to repair lakeshore drive. Motion and second were made by Aldermen Nelson/Hartford to send to Council for consideration. The motion carried by voice vote and was unanimous. The Lakes Building and Grounds Committee adjourn at 7:15pm PUBLIC WORKS, WATER & SEWER ALDERMAN GERALD ELLIS, CHA/RMAN JAMMIN 4 JUDE EVENT Scott Stockman explained that he is planning the Jammin 4 Jude event and is planning on upgrading the event this year. A request was submitted for permission to hold the second annual Jammin for Jude event on Saturday, August 25th, 2012. The event last year was in Jones Park. The event was able to collect $17,168.39 for the Saint Jude organization. This year the hope is to continue to collect for this wonderful charity. The event drew such participation last year that partial closing of the square was requested. The particular area that was closed last year was East Side Square from 15Y Ave to Elm Street and Elm Street from Main Street to 15t Ave. This provided ample area to conduct the event. This year the request is to to use the same area. Some of our new attractions will be a proposed 5k Run. Past runs have proven this to be a great chance for increased contributions for the Saint Jude organization therefore the organizers anticipate large participation. The group request permission to hold this event. Attorney Peterson further explained that the City is currently discussing a special use event. Once the City passes the special event permit, Jammin 4 Jude will be required to complete and submit the application to the City along with a certificate of insurance. Motion and second were made by Aldermen Ellis/Hartford to send to Council for consideration. The motion carried by voice vote and was unanimous. APPLICATION FOR PAYMENT NO 4 FROM LEANDER CONSTRUCTION INC FOR WATER MAIN CONNECTION FOR WELL PROJECT IN THE AMOUNT OF $6.325.66 Keith Plavec explained that this is the final request. The original contract price was $43,650.00 the final change order was $2665.91 some additions and subtractions was made to the job. The final contract price is $46,315.91. The final pay application is $6325.66 and will be paid from the bond funds. Motion and second were made by Aldermen Ellis/Nelson to approve the application for payment no 4 from Leander Construction in the amount of $6325.66 The motion carried by voice vote and was unanimous. APPLICATION FOR PAYMENT NO 6 FROM LEANDER CONSTRUCTION. INC FOR WWTP UV DISINFECTION PROJECT IN THE AMOUNT OF $65.100.19 Keith Plavec explained that on May 1 the City must begin disinfection at the WWTP. The equipment should be shipped on March 9, 2012 and the completion is set for April 1, 2012. This will be paid from the bond fund in the amount of $65,100.19 Due to Aldermen Ellis sustaining a quorum is not present for vote. This will be sent to council with no recommendation. IDOT RESURFACING ROUTE 78 Keith Plavec explained that the resurfacing project is from Locust Street to the South City limits of Canton. The project will consist of milling and overlay for the area designated. IDOT will also be looking at updating the traffic signal at Chestnut Street. Restriping and patchwork will also be performed. The project bidding would be on April 27, 2012, so the resolution would need to be approved prior to advertising for the work. The cities portion would be 10% of the traffic signal upgrades which is estimated at $6395.00. The agreement states that the Cities portion can't exceed 125% of the estimated construction and engineering costs. The maximum out of pocket that the City could see would be $7,992.50. 80% of the obligation would be due when the contract is awarded and then the 20% would be due when the project would be completed. The project could be paid out of the MFT fund, but the project is also in the TIF which makes another option available for funding. Keith Plavec is asking questions about who would be responsible for the sidewalks in this area. Further discussion took place about the amount of money that the City has spent on grinding bumps along the route and what IDOT is going to do about this problem. The documents from IDOT are standard documents for review and consideration. Motion and second were made by Aldermen Ellis/Hartford to prepare a resolution for IDOT. The motion carried by voice vote and was unanimous. Mayor Meade announced that hiring for the Canton Cook facility will increase substantially by the next few months. Cook plans to employee 50 additional people by the end of May The regular schedule Mechanical Committee adjourned at 7:40 pm. ADJOURNMENT Motion and second was made by Aldermen Hartford/Ellis to adjourn into executive session for the purp of discussing personnel and pending litigation. The ot o carried by voice vote and was unanimous. G~ Diana Pavley City Clerk