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HomeMy WebLinkAbout05-08-2012 Clerical Minutes CLERICAL COMMITTEE Tuesday May 8 2012 6:30 p.m. Donald E. Edwards Way 50 North 4th Avenue Canton IL 61520 Aldermen in attendance: Eric Schenck, Dave Pickel, Justin Nelson, Jim Hartford, Jeff Fritz, Gerald Ellis, Craig West, Jeremy Pasley, Aldermen absent: Staff in attendance: Mayor Kevin Meade, City Attorney Chrissie Peterson, City Administrator Jim Snider, Comptroller Caty Campbell, Treasurer Nicole Marter, Police Chief Dan Taylor, Fire Chief Keith Frank, Interim Public Works Director Bill Terry, Joe Ginger Video Services. In the audience: Rick Semonis from SBSI Semonis News Media- John Froehling from Daily Ledger. Finance Alderman Craig West, Chairman BILLS City Administrator Jim Snider explained some charges from this month's bill list. Below are some areas highlighted from the report. • Heart Technology- Phone in the elevator of City Hall. • Purchase of mowers for street/lake department. • New roof for the public works garage. • Excavator at Canton Lake boat dock. Motion and second were made by Aldermen West/Pickel to send to council for consideration. The motion carried. TREASURER'S REPORT City Treasurer Nicole Marter reported the available cash at the end of April at 3.3 million dollars. The total investments were 4.9 million dollars. The general fund at the end of April was at a$310,700.00 loss with a YTD loss in the amount of $260.676.00. The water and sewer fund reflects a gain in the amount of $189,793.00 with a 1.5 million dollar YTD gain. Motion and second were made by Aldermen West/Pickel to send to Council for consideration. The motion carried by voice vote and was unanimous. PURCHASE OF TWO NEW POLICE VEHICLES Chief Dan Taylor explained: In accordance with your Police Department's Five Year Fleet Plan Chief Taylor is requesting to replace two marked police vehicles. Your department has historically relied on the Ford Crown Victoria Police Interceptor Package over the past several years. Ford has ceased making the Crown Victoria as of 2011 and has introduced the Ford Taurus Interceptor Police Package with a V-6 Engine with a mileage rating of 18 mpg city and 26 mpg highway. This vehicle also comes in all whee) drive. The production on the 2013 Ford Taurus is 14 to 16 weeks out. Dodge has also come out with modifications to the 2012 Dodge Charger Pursuit which is also a V-6 Engine with a mileage rating of 18 mpg city and 27 mpg highway. Due to the fact that we do not have any experience with either of these vehicles, it is Chief Taylor's recommendation that we purchase one of each and over this next fiscal year we should have a better understanding of which vehicle best suits our needs as far as functionality, comfort, and durability in the future. We would be moving one of our current frontline squads to replace the SRO/DARE vehicle which is a 2005 Crown Victoria with 95,000 miles and trading it for the purchase of the Dodge Charger Pursuit which is in stock. We would also trade a 2009 Crown Victoria with 88,000 miles for the Ford Taurus Interceptor. Art Hossler Auto Plaza is able to obtain the 2012 Dodge Charger Pursuit for $300 over the State Bid Price from Thomas Dodge. I am requesting to purchase one 2012 Dodge Charger Pursuit from Art Hossler Auto Plaza for the quoted price of $22,402 minus $2,000 for the trade for a price out the door with title and license fees of $20,297. Chief Taylor also request to purchase one 2013 Ford Taurus Interceptor from Landmark Ford for the State Bid quoted price of $24,877 minus $3,600 for the trade for a price out the door with title and license fees of $21,277. Total cost of both vehicles would be $5,026 under what was budgeted. Motion and second were made by Aldermen West/Pickel to send the request to Council for consideration. The motion carried by voice vote and was unanimous. MFT SIDEWALK FUNDS Mayor Meade explained that the annual amount set aside for the sidewalk improvement is $5000.00 per year. Last year the City spent closer to $15,000.00 which was taken from surplus funds. The City pays '/2 the cost for the sidewalk and the homeowner obtains a bid for the other hal£ This has been a popular program for many years. Mayor Meade asked if the committee would like to start with $5,000.00 for the sidewalk funds this year or consider a different amount. City Administrator Jim Snider explained that the City budgeted $14,500.00 for the fund. The City currently has $22,000.00 left in surplus funds at this date. Alderman Nelson suggested approving more to the fund for sidewalk repairs. Alderman Schenck would like to see a larger stretch of sidewalks improved rather than improving sidewalks in a large variety of areas. Motion and second were made by Aldermen West/Pickel to approve the program The motion carried by voice vote and was unanimous. ANNUAL IDENTITY THEFT PREVENTION PROGRAM Attorney Peterson explained that starting 2009 the utility company for the city had to institute identity theft prevention program that would cover the city's utility accounts because the City falls under the FACT ACT of 2003. Last year the city did not have any significant incidents. The following memo was distributed to explain the act. Staff training took place in Apri12012. The Fair and Accurate Credit Transactions Act of 2003 (FACT Act) required certain financial institutions and creditors with "covered accounts" to prepare, adopt, and implement an identity theft prevention program to identify, detect, respond to and mitigate patterns, practices or specific activities which could indicate identity theft. The City of Canton maintains utility accounts (water, sewer, garbage) that involve multiple payments or transactions and these accounts are "covered accounts" within the meaning of the FACT Act. In order to comply with the obligations of the FACT Act, the City of Canton approved an Identity Theft Prevention Program via Ordinance No. 1968 on April 7, 2009. Section 6-3 of the Program requires an annual report from the Program Administrator (City Attorney) on (1) the cost effectiveness of the policies and procedures in addressing the risk of identity theft in connection with the opening of new covered accounts and activity with respect to existing covered accounts; and (2) staff training updates; and (3) service provider arrangements; and (4) significant incidents involving identity theft and management's response; and (5) recommendations for a program update, if warranted. 1. Cost Effectiveness: The Program is cost effective. The water department experienced increased costs of approximately $35 per month for CINTAS (locked-box for document destruction) as a means to insure proper disposal of all paperwork that contains "identifying information." In 2009 the water department experienced a minimal increase in supplies for paper and copying supplies. However, in 2010, the system was modified to allow all necessary documents (i.e. leases and photo identification) to be scanned and retained electronically so paper and copying costs were reduced. Any minimal program costs are outweighed by the ability to better track customers who frequently move, leaving delinquent bills at one or more properties. When customers can better be tracked from one location to another it increases the water department's ability to recover those delinquent costs. Although not a direct goal of the Program, the ability to obtain more information from customers has allowed the water department to recover more revenue. 2. Staff Training: On April 23, 2012, Pam Smith, Cessely McGhee, Nelson Bugos and Mike Meade underwent training conducted by the City Attorney. The department staff has a very good understanding of the Program and uses it well. Caty Campbell and Nickie Marter also attended the training as they have become more involved with the utility billing. 3. Service Provider Arrangements: The City of Canton has a service provider agreement with MidAmerica Bank for processing fees as well as an agreement for electronic payments. Both documents contain specific language requiring MidAmerica to have their own policies and procedures to detect, prevent and mitigate identity theft. The City received a copy of MidAmerica's policy on April 27, 2009 and still maintains the policy on file. In 2011, City began participating in the Illinois E-Pay program through the State Treasurer's Office. E-Pay is a safe and secure electronic payment program that allows citizens to pay bills 24 hours a day, seven days a week via credit cards, bank cards and/or electronic checks over the counter, online or by phone. Security for E-Pay is provided via Secure Socket Layer (SSL) encryption and digital certificate technology. The State uses VeriSign as its SSL digital certificate provider, allowing users the strongest certificate services around. All sensitive information entered during the payment process, including credit card information, is encrypted while traveling through the Internet. 4. Significant Incidents/Response: In FY 2011-2012, no significant incidents were reported. 5. Recommendations for Program Updates: The City's utility billing software should be upgraded. Previously, staff recommended a method that would allow accounts to be established and signed for electronically, but this is not supported by the current Locis system. In addition, the City is working with the State Comptroller's Office to enroll in the Local Government Debt Recovery Program, which would allow for unpaid utility bills to be deducted off any state income tax returns owed to the account holder. The current Locis system does not support this direct transfer of data and a separate database will have to be established in order to enroll. An upgraded billing system would allow for accounts to be established electronically and for the transfer of infortnation directly to the State Comptroller's Office. The elimination of duplicate, paper copies helps lower the risk that any confidential identifying information could be wrongfully obtained. BLUE CROSS BLUE SHIELD HEALTH INSURANCE RENEWAL The City's insurance consultant (Rick Semonis) explained the proposed renewal from Blue Cross Blue Shield and Health Alliance. The dental plan from Health Alliance is a self funded plan. The proposal was for a.10 cent increase in the administrative cost. The total cost for the administration of the dental plan is $162.00 per year. The City's group health care insurance proposal from BCBS was negotiated by Rick Semonis to an increase of 4.03% for the plan year. The renewal rates will be effective from 6-1-2012 until 5-31-2013. Motion and second were made by Aldermen West/Pickel to send the renewal to council for consideration. The motion carried by voice vote and was unanimous. Legal & Ordinance Alderman Jeff Fritz, Chairman DISCUSS. CONSIDER VOTE ON AMENDMENTS TO THE FARMERS MARKET ORDINANCE Dana Smith from the Spoon River Partnership for economic development explained that Main Street and Spoon River College has been working on developing a farmers market to be held in Jones Park on June 9, 2012. The request is to have Canton Main Street listed in the ordinance and make some minor changes in the current ordinance regarding rates to be charged. Updates to the ordinance will also reflect rules regarding items cooked in homes- such as jams/jellies need to be certified. Motion and second were made by Aldermen Fritz/ West to amend the farmers market ordinance as presented The motion carried by voice vote and was unanimous. SPECIAL EVENT PARKING LOT CLOSURE REOUEST- FARMERS MARKET Motion and second were made by Aldermen Fritz/Pasley to approve the special event parking lot closure request for the farmers market. Further discussion took place regarding closing the entire CEFCU lot for the Farmers market and sending to Council for consideration. The motion carried by voice vote and was unanimous. AGREEMENT RE 249 W OAK- DEMOLITION AGREEMENT Attorney Peterson explained that the planning and zoning director John Knuski has condemned a house at 249 West Oak, Canton. In speaking with the owners of the property they recognize that the property needs to be removed, but unfortunately they are not in a financial position to take the remove the house. John Knuski suggested that the City would go thru the process of demolition- and normally the City would place a lien on the property. The owner in the case would agree to make monthly payments to the City. The homeowners would like to stretch the loan out over four years making the payment around $150.00 per month. Attorney Peterson recommends accepting the payment plans. A lien would be placed on the property if the agreement would be defaulted upon or enforce the agreement separately. If the agreement could not be enforced, a lien would be placed on the property. Motion and second were made by Aldermen Fritz/West to accept the agreement with the amendment of $150.00 per month. The motion carried by voice vote and was unanimous. Further discussion took place regarding placing a lien immediately on the property. ANNUAL LIQUOR LICENSE RENEWAL APPLICATION/PROCESS Mayor Meade explained that this item will be held over until next month. LAKELAND PLACE DUPLEX CONDO DEVELOPMENT Craig Holthaus explained that the area being considered for the Lakeland Place Duplex Condo development is the 3.5 acres south of the old Golf Course Clubhouse. The condos would be an attractive group with matching colors consisting of 12 separate units within 6 duplexes. A private drive with snow removal would be available for the condos. Lawn care and garbage pickup would be provided by the association. Each unit would be 2-3 bedrooms with two car garage. The target market would be primarily for the retired but would be opened to anyone interested. The target price is approximately $165,000.00 per unit. The total property value would be 2 million. Craig would like to ask the City to bring the water across Main Street and the sewer across Lakeland Drive. Craig further explained that he has visited with City Engineer Keith Plavec, however he is still in the preliminary stages of the plan and a price estimate has not been received at this time. City Administrator Jim Snider explained that water and sewer fund. The city does not budget for economic development in the water and sewer fund and the area is not in a TIF district that would pay for this type of request. The City could help the developer by extending the water and sewer lines at an estimated cost of $40,000.00. As the lots are sold and pertnits are obtained the incremental portion of the building permit (approximately $3300.00) would held with the economic development. Motion and second were made by Aldermen Fritz/Pickel to approve the plans for the Lakeland Place Duplex Condo Development. The motion carried by voice vote and was unanimous. RE-DEVELOPMENT AGREEMENT WITH B-DESIGN SALON. City Administrator Jim Snider explained that the owner has submitted a TIF application to the City for a$700.00 grant for architectural worked. Currently the city does not have a program that addresses these small types of projects. This item will be brought back next week for further discussion. THEATER PROJECT City Administrator Jim Snider explained that some additional inspections are needed for the theater project with an estimated cost of $6000.00-$10,000.00. Information will be sent via email and discussed in more detail at next week's meeting. PLANNING/VISIONING MEETING May 14, 2012 at 6:OOpm in the Graham Hospital Board Room the City will hold a special strategic planning meeting with the Chamber of Commerce visioning team. Community & Industrial Development Alderman Jeremy Pasley, Chairman UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR GENERAL ECONOMIC DEVELOPMENT POINTS THEATER PROJECT Our working group will have some follow up inspections of the property. We will continue to form our non-profit and continue our fundraising efforts. We met with the theater consultant the second week in April. We also met with Steve Kline to discuss TIF eligible expenses for the project. • RETAIL/COMMERCIAL/1NDUSTRIAL DEVELOPMENT I followed up on a lead with a business interested in a lot at the Industrial Park. Worked with businesses to update them on the status of their TIF applications. Collaborated with local attorney to provide business appropriate Sales Tax Exemption form. Met with local business about building purchase and their options for renovations. TOURISM REPORT: Please see the reverse for a report from Dana Smith. MA1N STREET: A lot of work has gone into a resurrection of Farmer's Market. President Heidi Wilner shared information received from the National Main Street Conference in Baltimore. The first Open Air Market will be June 9~'. OTHER: I have spent a great amount of time transitioning with Mark. Prepared for SRPED Business After Hours. Met with Congressman Bobby Schilling, Representative Mike Unes, Mayor Meade, City Administrator Jim Snider, and Leonard Barnard to discuss status or 336. General Marketing & Tourism Participated in a conference calls and follow up e-mail correspondence for the Illinois River Road national Scenic Byway with Anaise Berry and other Gateway and Portal community leaders to discuss the dedication of the IRRNSB kiosks. Designed, created and completed Weekend Getaway packages to respond to potential inquiries from advertising in community South Chicago publications. Arranged to meet Cara Blackwell to discuss providing the same packets to the hotel to distribute to guests. Met with Cindy Lock to discuss using different methods of using Facebook as a marketing tool to promote Canton, events and general tourism. Updated and designed advertising for the Canton Daily Ledger Summer Travel Guide. Canton Main Street Attended Organizational Committee meeting on Apri12 at Ari's. Coordinated three Farmer's Market committee planning meetings on Monday, April 9; Monday, April 16 and Monday, April 23. Coordinated with the Mayor's secretary and the City Attorney to review and update City ordinances regarding Famer's Markets. Created a Farmer's Market application using a logo designed by Loren Courtney and her art students at Spoon River College. Ordered t-shirts from Mel's Sporting Goods with the Farmer's Market logo for committee members to wears, as well as sell to growers. Planned agenda for public meeting for interested growers for the Farmer's market, held at the Historic Depot on Monday, Apri130. Attended Coffee at Crawford's on Tuesday, April 10. Attended two Promotion Committee meetings to continue planning Open Air Markets and Kid's Fest on Monday, Apri19, and Monday, April 23. Went on air as a guest on WBYS on Tuesday, April 24, to promote the public meeting for the Farmer's Market. Produced Canton Main Street financials and attended the Canton Main Street board meeting on Monday, Apri130. Scenic Drive Obtained 2012 registration forms from the Scenic Drive Association. Responded to e-mail from three potential vendors Website /Internet Worked with Tanya Kim from GovOffice.com to redesign the homepage on the website, and upload the Theater Presentation for public consumption. Continue to work on tourism website. ~ Negotiations, Grievance & Personnel Alderman Dave Pickel, Chairman ADJOURNMENT Motion and second were made by Aldermen West/Pasley to adjourn into executive session for thepurpose of personnel and negotiations ~ ~f z i~;, L. u~ Diana Pavley City Clerk