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HomeMy WebLinkAbout08-07-2012 Council Minutes A regular meeting of the Canton City Council was held on August 7, 2012 at 6:30 pm in the Council Chambers, The Donald E. Edwards Way-50 North 4th Avenue, Canton, Illinois 61520. Aldermen in attendance: Jeff Fritz, Craig West, Gerald Ellis, Jim Hartford, Justin Nelson, Jeremy Pasley, Dave Pickel, Eric Schenck Aldermen absent: Staff in attendance: City Treasurer Nicole Marter, City Attorney Chrissie Peterson, Mayor Kevin Meade, City Administrator Jim Snider, City Clerk Diana Pavley, Comptroller Caty Campbell, Police Chief Dan Taylor, Assistant Fire Chief Tom Shubert, City Engineer Keith Plavec Media in attendance: Daily Ledger- John Froehling, Fulton Democrat-Stacey Creasey Video Services by Joe Ginger Others in the audience: Jean-Marie Kauth, George Hall, Lance Lusk, Lee Puleo, Phil Fleming, PLEDGE OF ALLEGIANCE OPENED THE MEETING FOLLOWED BY THE INVOCATION GIVEN BY CITY ADMINISTRATOR JIM SNIDER ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. PUBLIC PARTICIPATION DEBRA DOOLEY- CONCERN WITH NEIGHBOR'S YARD Debra Dooley is representing the neighborhood at North 14th for Christina Harris. Debra thanked the City for helping with the cleanup of the property. Concern was expressed regarding allowing Christina Harris to move back into the property and the delinquent water bill. JEAN-MARIE KAUTH- MOSQUITO SPRAYING Jean-Marie discussed the hazards of mosquito spraying. Jean-Marie's daughter died from what is believed to be from the chemicals used during mosquito spraying. There is a misconception that if a pesticide is registered with the EPA, it is EPA approved. However, pesticides are not approved by the EPA; they are registered, and registration does not necessarily mean that a pesticide is safe. On the contrary, the EPA cautions that pesticides by their nature are inherently toxic and can severely affect children's health. Further discussion took place regarding the hazards of mosquito spraying. ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. CONSENT AGENDA Minutes of Council meetin~ held Julv 17, 2012 Minutes of Mechanical Committee meetin~ held lulv 24. 2012 Motion and second was made by Aldermen Hartford/Pickel to accept the minutes as presented and be placed on file. The motion carried by voice vote and was unanimous. COMMITTEE REPORTS: PUBLIC SAFETY & TRAFFIC - ALDERMAN JIM HARTFORD, CHAIRMAN FIRE DEPARTMENT DEFIBRILLATOR The current defibrillators in the department are 10 years old. The new unit wiil be interchangeable with the ambulance. The total cost is $2780.75 for the defibrillator. Motion and second were made by Aldermen Hartford/Fritz to approve the purchase of the defibri~lator. ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. CAMINO REAL CLA55 B LIQUOR LICENSE REQUEST An application was received from Camino Real for a class B liquor license for Camino Real located at the corner of Chestnut and Main Street. The liquor commission recommended sending the request to council for approval Motion and second were made by Aldermen West/Ellis to approve the class B liquor license for Camino Real. The motion carried by voice vote and was unanimous. STREETS AND GARBAGE- ALDERMAN JUSTIN NELSON, CHAIRMAN WHITE OAKS ROAD CLOSURE REQUEST White Oaks will be sponsoring an event for the Canton Booster Club on August 17, 2012. The time of the event will be from S:OOpm to 11:OOpm and will include a road closure on White Court from Elm to Pine. The event will extend into the parking lot of White Oaks. Live music will be outside. A certificate of insurance will be submitted naming the City as additional insured. Motion and second were made by Aldermen Nelson/West to approve the special event request. The motion carried by voice vote and was unanimous. CANTON FRIENDSHIP FESTIVAL PARADE An application was submitted for road closure for the Canton Friendship Festival parade. The parade will be held on September 15, 2012 at 10:OOam. The route will be the same as in the past. A certificate of insurance will be submitted naming the City as additional insured. This will be presented as a resolution. CANTON HIGH SCHOOL HOMECOMING PARADE- FRIDAY SEPTEMBER 28 2012 This will be presented as a resolution below. CLOSURE OF ALLEY BETWEEN EAST SIDE SQUARE AND 1ST AVENUE FOR PEDESTRIAN USE Two different options were previously presented for the alley. The first option was to consider curbing along the entire area to the north side of the alley. The second option was to consider curbed areas on both ends of East Side Square and 15Y Avenue. The recommendation by the committee was to have Keith Plavec look at a 3~d option. The third option would be to have light packs installed on the building. The total cost for one light pole and the two light packs is $8000.00. Keith explained that by taking their cost and breaking it down for the two lights the cost would be $3,000.00-$3,500.00 range. In summary: The low bid for option one was Lavadiere Construction with a bid of $13,947.00. The low bid for option two was Professional Contracting with a bid amount of $7,300.00. Bids for the bituminous work will be due this Monday, and presented to committee next Tuesday. The total for option 2(including the light packs) would be $17,000.00 for the alley improvements. Option 1(The lights, curbing, blacktop) was approximately $26,700.00 This does not include the signage, however a group is working on the signage after the parking lots in the downtown area is established. Keith Plavec explained that the main reason that the options are being considered is to see if the alley should be made for pedestrians to use to get the downtown area rather than for vehicles to drive on. If it is determined that the alley should be used for pedestrian use, the council would need to determine if they want to invest money into the alley to make it safer for pedestrian use. Alderman Schenck explained that improvements are being made to the parking area behind the Palm Cafe. Improving the alley is just part of the overall improvements to help encourage people to come to the downtown area. Motion and second were made by Aldermen Nelson/Pasley to make the alley pedestrian use and move forward with the lighting in the alley way. ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. PARKING REQUEST ON NORTH 9T" AVENUE The request by a homeowner is to have two handicapped parking spaces in the 400 block of North 9th street. The request was made to offer parking for the owner of the property along with his son. The owner has a full driveway that would accommodate four vehicles. The owner explained to Chief Frank that he did not want to use his driveway because of the pea gravel in the driveway. An alley to the west of the house was researched, however it was found to be a utility easement and not an alley. Chief Taylor recommends not setting a precedence of giving personal parking spaces on city streets to homeowners. No action was taken. LAKE, BUILDINGS & GROUNDS - ALDERMAN ERIC SCHENCK, CHAIRMAN No items for council action. PUBLIC WORKS, WATER & SEWER - ALDERMAN C,ERALD ELLIS, CHAIRMAN REQUEST FOR PROPOSAL OF ENTERPRISE RESOURCE PLANNING SOFTWARE The RFP for the enterprise resource planning software will be sent out on August 8, 2012. The results would be discussed at the September 11, 2012 finance meeting. The request would be to award the contract by October 2012 to allow enough time for the conversion process which could take 4-5 months. Comptroller Caty Campbell explained that the goal is to be using the software by May 1, 2013. The financing would be spread over a five year period with a cost that would be approximately $150,000.00. Alderman Pasley asked if anyone has come to the City to review the current process and see how cumbersome the process may be. Caty Campbell explained that she has visited the City of Galesburg and the City of Pekin, however she has not had someone come to our city to review our procedures. Cost savings would come by discontinuing the use of the current ADP software. This savings would be approximately $25,000.00 per year. Decreasing bank fees for water bill processing ranges from $6,000.00-$10,000.00 per year. The current accounting software (LOCIS) is approximately $6,000.00 per year. Grant management would be done in house so the WIRC fees would be eliminated. Motion and second were made by Aldermen Ellis/Nelson to allow bids for the enterprise resource planning software proposal. The motion carried by voice vote and was unanimous. STU HARRISON WATER AND SEWER UTILITY BILL Discussion took place last week regarding a large water bill for Stu Harrison on a rental property. The recommendation from the committee was to drop the penalty and interest and give Mr. Harrison a suitable amount of time to make payments. (6 months) The total amount of the bill due is $3,475.00 with penalties of $90.78. The total amount excluding the penalties would be $3,384.26. Motion and second were made by Aldermen Ellis/ Pasley to waive the penalties and allow the owner of the property one year to pay the outstanding water bill in the amount of $3,384.26. The motion carried by voice vote and was unanimous. FIRE DEPARTMENT TRAINING FACILITY CONCRETE SLAB FINAL PAY REQUEST The final pay request is with SRV builders in the amount of $11,855.00 which will be paid for out of the fire department account. Motion and second were made by Aldermen Ellis/Nelson to approve the payment. ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. CANTON WATER TREATMENT PLANT FILTER 1 AND 3 REHABILITATION PAY REQUEST # 2 A pay request from All Service Contracting Corporation in the amount of $21,099.60 was received. The contractor has made good progress completing the change order items on filter 1 and is currently installing the new filter media. This will be paid from the bond fund Motion and second were made by Aldermen Ellis/West to approve the payment to All Service Contracting in the amount of $21,099. 60 ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Alderman Nelson X The Motion Carried. CANTON WASTEWATER TREATEMENT PLANT UV IMPROVEMENT FINAL PAY REQUEST The final invoice was received from Leander Construction in the amount of $88,338.63. The contractor has completed all punch list items. The original final completion date was May 1, 2012 and they reached final completion on July 18, 2012. It is not recommended that the City pursue liquidated damages for this time delay but wanted to make the City Council aware of the situation. The final lien waivers have not yet been received. Funding will not be released until the lien waivers are all received. Motion and second were made by Aldermen Ellis/Fritz to approve the payment in the amount of $88,338.63 out of the bond fund after all final lien waivers are received. ROLL CAL! Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. SANITARY SEWER MANHOLE REHABILITATION BIDS The budgeted amount was $20,000.00 in System Maintenance to line sanitary sewer manholes this fiscal year. Keith contacted the City of Macomb who is currently lining sewer manholes to see who they use and if they are satisfied with the work. The City of Macomb used two companies; Spectra Tech and Hoerr Construction- they have been happy with both companies. The City of Macomb's public works directed stated that Hoerr Construction does not like to do manhole rehabilitation but they did some for the City because they were already in town lining sewers. Bill Terry identified 12 manholes that he would like to complete this year. Keith contacted both contractors to discuss what could be completed. Spectra Tech gave a quote of $19,975.00 for 10 manholes. Hoerr Construction quoted $42,500.00. Keith Plavec suggested retaining Spectra Tech to do the 10 manholes and get into a system where the City is maintaining the system. Approval is being requested to retain Spectra Tech up to $20,000.00 for ten manholes this year. Motion and second were made by Aldermen Ellis/Hartford to allow up to $20,000.00 for Spectra Tech to complete the 10 manholes this year. ROLL CALL Ves No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. FIRST AVENUE AND CHESTNUT STREET PUBLIC PARKING LOT- TOP SEALER AND RESTRIPING BIDS Keith Plavec explained that discussion took place with the streetscape committee in trying to look at signage in the downtown to go with the future street lighting. Examination of the city parking lots has recently taken place. The First Avenue and Chestnut Street parking lot was identified to need a top sealer and restriping. Two companies were contacted (Quality Blacktop and Spoon River Blacktop) Bids were received from Quality Blacktop and Spoon River Blacktop with both companies located in Lewistown IL. Quality Blacktop's total bid was $10,295.00 for both parking lots as the low bidder. The bid from Spoon River Blacktop was $15,890.00. If approved- this would be paid from the TIF 1 account. Motion and second were made by Aldermen Ellis/Schenck to approve the low bid from Quality Blacktop in the amount of $10,295.00 for the First Avenue and Chestnut Street parking lots. ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. FIRST AVENUE AND CHESTNUT STREET PUBLIC PARKING LOT- CONCRETE CURB IMPROVEMENT BIDS This improvement goes along with the top seal coating and striping section. The concrete curb installation will provide a different look to symbolize that these are City Public Parking lots and will eventually be filled with mulch and landscaping. The main idea with this project is to help identify this parking lot as a city parking lot rather than a private parking lot. Bids were received from Professional Contracting Services Inc and Jon Newburn Construction. The recommendation is to award concrete curb improvements for these two parking lots to Jon Newburn Construction for the low bid at a price of $12,457.38. This would be funded by the TIF 1 account. Professional contracting also submitted a bid at a price of $13,485.23. City crews would still be responsible for bringing the topsoil, mulch and planting shrubs. Motion and second were made by Aldermen Schenck/Hartford to approve the low bid from Jon Newburn Construction in the amount of $12,457.38. ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. ASH STREET AND 20T" AVENUE RIGHT OF WAY ACQUISITION Keith Plavec explained that he would like to clean up the right of way along 20th Avenue. 2ptn Avenue is currently right of way by use. A section line currently runs down 20th Avenue. The new fitness center had a right of way that was obtained years ago. The homes on the west side are all subdivided. The farmers currently own to the section line from that point on. This is considered right of way by use. Different attorneys feel different ways- if they want to challenge it or not. Keith further explained the right of way would need to be obtained along Ash Street from 16th to 20th street. The hopes would be to purchase more to look at a trail or sidewalk out to 20th Street and to improve the radius to meet IDOT standards at both 16tn Avenue and 20th Avenue. The proposal is to pay for these items from the MFT funding instead of the general fund. Payment would be made for courthouse research, existing property fence, development of right of way plats and easement plats, appraisals, assist in negotiating payment with property owners and right of way acquisition. • Request for expenditure/authorization of Motor Fuel Tax Funds ($65,502.50) • Preliminary Engineering Services Agreement for Motor Fuel Tax Funds with Maurer- Stutz Inc (Estimated fee $21,232.50) • Resolution for Improvements by Municipality under the Illinois Highway Code (75,000 The next two items are the forms needed for the project. REQUEST FOR EXPENDITURE/AUTHORIZATION OF MOTOR FUEL TAX FUNDS ($65.502.50) Motion and second were made by Aldermen Nelson/Ellis to approve the request for expenditure/authorization of MFT funds in the amount of $65,502.50. ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. PRELIMINARY ENGINEERING SERVICES FOR MOTOR FUEL TAX FUNDS WITH MAURER AND STUTZ (ESTIMATED FEE $21.232.50) Motion and second were made by Aldermen Ellis/Nelson to approve the preliminary Engineering services for MFT funds with Maurer and Stutz. ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. COMMUNICATIONS FROM MAYOR KEVIN R. MEADE Attorney Peterson explained that on July 31, 2012 the public works department spent severai hours cleaning up the property at 306 and 316 North 14th Street (Harris property) On August 1, 2012 the City was able to obtain a temporary restraining order to keep everyone off of the property except code enforcement and public works employees. This went into effect on August 3, 2012 because in the courtroom Mrs. Harris indicated to the judge that she would be moving to Peoria within the next 48 hours. The restraining order will be effect until August 14, 2012 at 9:OOam. The City will then have the option of filing a preliminary injunction that would keep them off of the property for a longer amount of time. Chief Taylor reported that the Harris family was gone from the property by August 3, 2012. Due to the condition of the property the City is working with John Kunski to begin the demolition proceedings. The City was contacted by Wells Fargo today who is the foreclosing bank. Wells Fargo explained that they would be examining the code violations. If the preliminary injunction is approved it would ideally be in effect until the demolition proceeding begins. MOSQUITO SPRAYING City Administrator Jim Snider explained the procedures the City has in place for mosquito spraying. The City of Canton uses a natural extract for spraying and has used this since 2003. The City works with the health department in coordinating the mosquito protection. The City does a good job of notifying the public when spraying will occur. The City has only sprayed once this year, and continues to monitor the traps with the health department for West Nile virus. The City has an employee who is certified with the EPA. PROCLAMATION- EMIQUON The public will be invited at 1:30 AT DIXON MOUNDS for Emiqon then again at the Emiquon Observation area at 3:30. Mayor Meade presented a proclamation for Emiquon during the Council meeting. JOE CARRUTHERS- APPOINTMENT Mayor Meade appointed Joe Carruthers as the WWTP Superintendent for the remainder of the year. Motion and second were made by Aldermen Ellis/Fritz to approve the appointment. The motion carried by voice vote and was unanimous. BRIGHT SPOT AWARD The August bright spot award goes to Lewis and Jennifer Cling at 657 East Elm Street, Canton II BACK TO SCHOOL BASH Mayor Meade explained that the Back to School Bash is one of the best events in the community with local churches giving away free food, free haircuts, and backpacks. Approximately 800 youth took advantage of the event. This is a great example of what the community does for each other. CONCERT IN THE PARK A concert in Jones Park will take place this Friday at 6:30. The concert will include a local Christian band as well as the Lewistown tube band. FARMERS MARKET The farmers market will be held this Saturday at Jones Park in Canton. ASHLAND PLACFE GROUND BREAKING Ashland Place ground breaking will be held on August 21, 2012 at 11:00 at Ashland Place (42 unit affordable housing unit) located behind Maurer and Stutz Inc. Canton Lake Canton lake is 80 inches down which is where it was when the city turned on the aquifur pumps on. Approximately 120 million gallons of water was taken from the aquifur. Mayor Meade explained that he would not be sure what would have happened to the Lake if this amount of water would have been taken directly from the lake instead of the aquifur. The water quality would definitely not be where it is currently. OLD BUSINESS AN ORDINANCE APPROVING AND AUTHORIZING THE EXECUTION OF THE FIRST AMENDMENT TO A TIF REDEVELOPMENT A6REEMENT BY AND BETWEEN THE CITY OF CANTON, FULTON COUNTY, ILLINOIS AND JOE M. AND KIMBERLY A NEWBURN # 2095 Motion and second were made by Aldermen Ellis/Hartford to approve the ordinance and place it on record. ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The Motion Carried. NEW BUSINESS: A RESOLUTION FOR TEMPORARY CLOSURE OF A STATE MAINTAINED ROADWAY FOR A PUBLIC EVENT-FRIENDSHIP FESTIVAL # 3995 Motion and second were made by Aldermen Nelson/Fritz to approve the ordinance and place it on record. The motion carried by voice vote and was unanimous. A RESOLUTION FOR TEMPORARY CLOSURE OF A STATE MAINTAINED ROADWAY FOR A PUBLIC EVENT- HOMECOMING PARADE # 3996 Motion and second were made by Aldermen Nelson/Hartford to approve the resolution and place it on record. The motion carried by voice vote and was unanimous. A RESOLUTION IN SUPPORT OF A NATIONAL SCENIC BYWAY AND DESIGNATION OF ILLINOIS COUNTRY NATURE TRAIL # 3997 Motion and second were made by Aldermen Schenck/Hartford to approve the resolution and place it on record. The motion carried by voice vote and was unanimous. A RESOLUTION FOR IMPROVEMENT BY MUNICIPALITY UNER THE ILLINOIS HIGHWAY CODE #3998 Motion and second were made by Aldermen Ellis/Nelson to approve the resolution and place it on record. The motion carried by voice vote and was unanimous. A RESOLUTION IN SUPPORT OF THE NATURE CONSERVANCY AND THE U.S. FISH AND WILDLIFE SERVICE #3999 Motion and second were made by Aldermen West/Hartford to approve the resolution and place it on record. The motion carried by voice vote and was unanimous. ADJOURNMENT Motion and second was made by Aldermen Nelson/Pickel to adjourn into executive session for the purpose personnel and negotiations. Ma Ke in R. M ~ ' Clerk Diana Pavley