HomeMy WebLinkAbout09-11-2012 Clerical Meeting Minutes CITY OF CANTON
CLERICAL COMMITTEE
Tuesday September 11, 2012 6:30 p.m.
Donald E. Edwards Way
50 North 4th Avenue Canton IL 61520
Aldermen in attendance: Dave Pickel, Justin Nelson, Jim Hartford, Jeff Fritz, Gerald Ellis, Craig
West, Jeremy Pasley
Aldermen absent: Alderman Eric Schenck
Staff in attendance: Mayor Kevin Meade, City Clerk Diana Pavley, City Attorney Chrissie
Peterson, City Administrator 1im Snider, Comptroller Caty Campbell, Treasurer Nicole Marter, ,
Fire Chief Keith Frank, Public Works Director Bill Terry
Joe Ginger Video Services.
In the audience:
News Media- John Froehling from Daily Ledger.
Finance
Alderman Craig West, Chairman
BILLS
The following bills were discussed:
A payment to Chuck Kinsel for three demolition properties was reflected on this month's bills
list. The City budgeted $30,000.00 this year and $17,000.00 was spent YTD.
This month's bill list reflects payment to John Newburn and Lincoln Office for the remodeling of
the director's room in City Hall. The table and chairs for the director's room will be delivered
the beginning of October. The bond fee is paying 1/3 of the total for some of the furniture.
A payment to Prairie International for a new dump truck in the amount of $114,000.00 was
reflected on this month's bill list.
Motion and second were made by Aldermen West/Pickel to send to Council for consideration.
The motion carried by voice vote and was unanimous.
TREASURER'S REPORT
The general fund at the end of August reflects a balance of 2.7 million dollars. The schedule of
investments was 4.5 million dollars. The general fund had a month end loss of $75,231.00 with
a YTD loss of $34,258.00. The Water and Sewer fund had a gain in the amount of $309,114.00
with a YTD gain of $601,956.00.
Motion and second were made by Aldermen West/Fritz to send to Council for consideration.
The motion carried by voice vote and was unanimous.
HABITAT FOR HUMANITY HOUSE PERMIT FEE
City Administrator Jim Snider explained that historically the City has waived the building permit
process. The water and sewer connections are already in place for the property. The permit
fee of $357.00 is requested to be waived.
The following information was distributed for review:
On behalf of Habitat for Humanity of Fulton County (HFHFC), I request a waiver of the building
permit (for foundation only) fee of $357 for the property located at 422 French Court. In the
past it has been customary to waive such fees since HFHFC is a not for profit organization
dedicated to building decent, affordable homes in partnership with low income families
Motion and second were made by Aldermen West/ Pickel to send the request to waive the fee
to Council for consideration.
The motion carried by voice vote and was unanimous.
WTP FILTER CHANGE ORDER
The change order (#2) is in the amount of $67,000.00 and witl be paid from the bond funds.
Motion and second were made by Aldermen West/Fritz to send to Council for consideration.
The motion carried by voice vote and was unanimous.
1EFF COZADD FROM WIRC TO REPORT ON DCEO-CDAP HOUSING GRANT
WIRC recently concluded a housing grant that was running for the last two years. The City received
$286,020.00 from DCEO out of Springfield. The program allowed WIRC to rehab 6 properties locally.
The work concentrated on electrical, plumbing, roofing and energy efFiciency needs. The program
ran smoothly and the projects were finished the end of July. An additional program allowed WIRC
to rehab 12 homes. The City received $452,751.00 for the homes.
RFP RESPONSES ON ENTERPRISE RESOURCE PLANNING SOFTWARE
Comptrolter Caty Campbell explained that the initial outlay for the software would be
$200,718.00 with a maintenance fee of $5,700.00 for the first year and $40,000.00 annually to
keep it up to date.
The new software would make for more accountability. The City has large numbers they are
trying to track that woutd make the City more accountable to the citizens. The City is looking at
improving the utility billing procedures and policies. The software would help with this process.
The City currently has 1800 rental accounts that could be put back in the landlords. Putting the
accounts in the landlord's names would help make the landlords more aware of the usage at
the properties. The new software would allow for online access. This would allow payments to
be made online and view usage. The software would also help with initiating monthly billing.
The new software would also provide a huge technological advancement for the City,
Alderman Pasley explained that he thinks the City should be cautious in moving forward with
the software purchase. The computer conversion would take several months and it would be
a nightmare for everyone involved. The City has reached out to Galesburg and Pekin- who
both use the software (Springbrook)
Alderman Pasley would like to see a business case for the software before preceding that would
include a cost analysis.
Alderman Pasley expressed concerns about bringing the payroll in-house and asked if the City
has employees on staff with the experience to do payroll in-house.
Alderman Fritz expressed concerns about having the funds to pay for the software and
explained that the City is beginning to use TIF funds like the City has been using Hotel/Motel tax
funds.......... The City is dipping into these funds for everything they can. TIF funds should be
used to attract new development. This is a large concern that Alderman Fritz wanted to
express.
Comptroller Caty Campbell explained that the City is not currently using the TIF funds, and
would not necessarily have to use the TIF funds as a funding source for the software.
The following memo was distributed for review by Comptroller Caty Campbell.
RFP Process +
Last month, the Council approved sending out a Request for Proposal for Enterprise Resource Planning
(ERPJ software. Nickie and 1 had initially contact the following companies during the research process:
Springbrook, Tyler Technologies, AccuFund, Sage, and Blackbaud. Sage and Blackbaud were
automatically ruled out because the utility billing is done through a third party. We were looking for a
software product that is all-inclusive so we would not be dealing with different companies and the
software components would be truly integrated.
After ruling out those companies, our RFP was sent on August 7, 2012 to Springbrook, Tyler
Technologies, and AccuFund. Responses were received on September 4, 2012 from Springbrook and Tyler
Technologies. AccuFund did not respond.
RFP Resu/ts
In reviewing the responses to the RFP, Springbrook came back with a higher technical specification score
and a lower overall cost. A summary of the information is presented below.
* Initial investment can be financed with either company over 3-5 years.
Springbrook will waive a majority of the first year's maintenance costs.
RFP Recommendation
Our recommendation would be to pursue negotiations with Sprinqbrook Software to purchase software
for the City of Canton. This recommendation is based on the following:
1. Springbrook had a hiqher technical score. In the RFP documents, each company was asked to note for
each requirement whether their product fully met the requirement, it was available in a future release, it
is available as a modification or a custom build, or if the option is not available. As you can see from the
scores, the two products are very similar. However, Springbrook scored 47 points higher. The largest
difference was in the payroll/personnel section of the RFP. For example, Springbrook can handle an
automated retro-pay. Tyler Technologies noted this would be available in a future release. However, for
the City's purposes, this would be a huge benefit since we have three union contracts for our employees.
Springbrook also allows for new benefit rates to be entered and become effective at a specific future
date. This feature is not available with Tyler. The other differences are mainly features Springbrook has
built in to reduce the risk of human error.
2. Two close neighbors utilize the Springbrook software system. Nickie and 1 visited with the finance
departments of both Pekin and Galesburg. We found these meetings to be very helpful in that we could
see how both of these cities utilize the software but also found some very helpful people to learn from
and bounce ideas off of. Tyler Technologies also has customers in lllinois; however, these cities are much
further away.
3. You can see from the above table that included in the implementation process with Springbrook is a
business process study. This would include a senior Springbrook consultant coming on-site to understand
and evaluate our processes, the forms we use, our reporting requirements and our security requirements.
We would then receive a written report detaiting how our organization reports and utilizes information.
This may include recommendations on how to improve process flow. Our implementation plan is built
upon this study. This is a huge benefit to City in that we can have an implementation program that is
truly tailored to meet our needs and we can hopefully glean some insight from our consultant on how to
improve our business practices.
4. The City can justify the annual maintenance cost. With Springbrook, the annual cost would be
approximately $40,000. However, with the implementation of this software, we would no longer need to
utilize ADP. We would also no longer need to pay the annual LOCIS maintenance. Furthermore, we would
have a grant management module in which we could track our own grants and may no longer need the
services of WIRC. The amounts that we paid these vendors in fiscal year 2012 is shown below:
1 have been in contact with Steve Kline, our TIF administrator, about the possibility of allocating a portion
of the purchase price and annual maintenance to the TIF districts. It seemed reasonable to him to
allocate 25% of these costs since approximately 25% of your finance department's time is devoted to TIF
record keeping. The remainder of the costs would be divided between the general fund and the water
and sewer fund.
Summary
We have discussed the City's need for a new software product for several years now. In summary, the
new software is essential for these reasons:
~ Transparency and accountability - Within the lasr five years, the City has spent approximately $31
million on improvements. This includes large upgrades to the water and wastewater treatment plants, as
well as improvements to the downtown area. We also manage a$6 million utility company for 6000
customers. We have a TIF district that is set to bring in $600,000 in tax increment to the City. With the
new software and better reporting capabilities, we would be better able to plan for these upgrades,
make the most efficient use of the bond dollars we are using to finance the water and sewer upgrades,
and track every penny of TIF funds that are spent. We can then make this information more readily
available to the citizens of Canton.
~ Improve utility billing policies and procedures - We have recently heard several complaints regarding
the current utility billing policies and procedures. While we are working on writing the policy document, a
new software product would allow us to most effectively and efficiently implement the procedures to
uphold those policies. This could include converting the 1800 rental utility accounts back to the landlord
so the landlord knows about the property's water regular usage and can more quickly become aware of
any large increases. This includes online access to account management so you can make payments with
a bank account or a credit card online. This would allow our elderly citizens receiving assistance with
their finances from their children to be able to more easily facilitate bill payment. This would also enable
our customers to view their usage. This would make monthly billing an option so our citizens could better
budget for their water usage. The City, as a result, may realize a higher collection rate.
~ Technological advancement - With the cloud based software that Springbrook is offering; we can allow
the Alderman access to see, in real-time, the available cash balance in any fund or what invoices have
been paid. This will also allow for us to much more quickly and accurately comply with the state
requirements that keep coming. Nickie and 1 are working with Dana Smith from the Chamber on a
Finance Department webpage. We will then be able to upload monthly reports onto the website that are
easy for our citizens to read and understand.
0 Efficiency to work smarter - Either software product would be a major improvement from our current
software as far as usability. Both would have features built in to minimize the risk of human error. This
would give Nickie and 1, as well as the other users, the ability to focus on bigger projects and not spend
so much time on the day-to-day tasks that are so cumbersome with LOCIS.
In closing, Nickie and 1 recommend purchasing the Springbrook Software. At this point, we are asking
for your approval to pursue negotiations with Springbrook to do so. We would be happy to answer
any questions you may have about the process, the costs or the benefits of a new software product
to be utilized by the City of Canton.
Motion and second were made by Aldermen West/Pickel to continue negotiations with Springbrook
and have a business case prepared.
The motion carried by voice vote and was unanimous.
FIRE TRUCK PURCHASE
Chief Frank explained that he would like to purchase a used fire truck from the proceeds
brought in from engine 2 and squad 1. The total amount from the sale of the two vehicles was
$82,000.00 The City received a 10% down payment from the Oakland Community Fire District
on engine two. Oakland is ready to take possession of engine two, once the City receives a
replacement. Chief Frank would like to have approval to purchase the used fire truck (pumper
to replace engine 2) up to $60.000.00.
Motion and second were made by Aldermen West/Fritz to send to Council approval for up to
$62,000.00 for the purchase of a fire truck.
The motion carried by voice vote and was unanimous.
WTP REPAIRS
Keith Plavec explained that currently if the water plant were to lose power the two valves
would shut. The pump station that is off site is pumping water up to the closed valve which is
not good for the pump station. Under the current setup the operator has to go out to the
generator and physically make the switch. Permission is being requested to have the valves set
so if the power goes out, the valves turn off in an open position and the water can still go in.
Two valves will have this capability. The quote from Tobin for the valve work and other repairs
was not to exceed $4,900.00.
legal & Ordinance
Alderman Jeff Fritz, Chairman
UPDATE ON VIDEO GAMING
The following information was distributed for review:
On July 13, 2009, Governor Quinn signed the Video Gaming Act (230 ILCS 40) making
licensed video gaming terminals legal in Illinois. The Act allows for licensed video game
terminals to be placed in certain liquor establishments, truck stops, and fraternal/veterans
clubs throughout the State. The Illinois Gaming Board has the responsibiliry of
implementing and regulating video gaming in Illinois.
Q What is a video gaming terminal?
A A video gaming terminal is any electronic game machine that, upon insertion of cash,
is available to play or simulate the play of a video game, such as video poker, line up,
and blackjack, using a video display and microprocessors in which the player may
receive free games or credits that can be redeemed for cash. The video gaming
terminal does not include a terminal that directly dispenses coins, cash, or tokens or is
for amusement purposes only.
Q Who regulates the machines and operators of the machines?
A The Illinois Gaming Board has jurisdiction over and will supervise all gaming
operations under the Act. The City is not responsible for administering or enforcing
the provisions of the Act, but does maintain responsibiliry for responding to
complaints about amusement only devices that have legally paid out.
Q Where can the video gaming machines be located?
A There are only 4 types of establishments where video gaming machines are allowed:
1) A licensed establishment which means a licensed retail establishment where
alcohol liquor is served for consumption on the premises such as a bar or
restaurant;
2) A licensed fraternal establishment which means a qualified fraternal organization
that derives its charter from a national fraternal organization;
3) Licensed veterans establishment a qualified veterans organization that derives its
charter from a national veterans organization;
4) A licensed truck stop establishment which is a faciliry that is at least 3 acres with a
convenient store and a separate diesel island for fueling and parking commercial
motor vehicles.
Q What are the restrictions of the operation of these video gaming machines?
A The statute contains a number of
requirements, the most prominent being.•
1) location - video gaming terminals cannot be operated within 1000 feet of a horse
racing or river boat facility or within 100 feet of
a school or place of
worship;
2) number of
machines, there cannot be more than S machines on any premises;
3) location of machines, video gaming terminals must be located in an area that is
restricted to persons over 21 years of age, the entrance to the area must be within
the view of
at least one employee;
4) age restrictions, no licensee can allow anyone under 21 to use or play the
machine;
S) liquor license required, each premises must possess a valid liquor license;
6) hours of operation, establishments can operate video gaming terminals during the
hours that alcohol is offered
for consumption on the premises.
Q Can the City prohibit video gaming in our community?
A Yes. The City could pass an ordinance prohibiting video gaming within the corporate
limits or a petition containing not less than 25% of the legal voters could be filed with
the Clerk at least 90 days prior to the election and then this would be placed on the
ballot for a referendum. Currently, the City of Canton allows video gaming pursuant
to Section 3-3-14-1 of the City Code.
Q What about existing amusement games that are currently in operation?
A The new law makes it a felony to own, operate, or possess any device that, "Awards
credits and contains a circuit, meter, or switch capable of
removing and recording the
removal of credits when the award of credits is dependent upon chance. " A video
gaming terminal that is operated for amusement and that bears an amusement tcrx
sticker is not subject to the prohibition until the earlier of 1) the expiration of the tcrr
sticker or 2) the gaming boards establishment of a central communication system.
(The central communication system became functional as ofJuly 19, 2012.)
Q Is there a tax on these machines and will the City receive any revenue?
A A tax of 30% is imposed on the net income from each video gaming terminal. The
State collects the tax and ofthe tcrx collected, 1/6goes to the City.
According to a report titled, "The estimated revenues from a new video gaming tax in
Illinois " by the firm of Arduin, Laffer, and Moore Econometrics, the Illinois
Municipal League has said that a reasonable median projection for the net income
per machine is $45, 000 per year. Using this projected income, the total tax per
machine would be $13,500 per year, and the Cities share of that tcrx would be $2,250
per year. Therefore, if the Ciry of Canton had 8 establishments with 1 machine each,
the City would generate an estimated $18, 000 in tax revenue per year. The City may
use the proceeds of
this tax for any general corporate purposes authorized by the City.
Q Can the City impose its fee on the video gaming terminals?
A Yes. None Home Rule Municipalities like Canton may impose a fee of up to $25 per
terminal per year. Currently, Section 3-3-14-1-b of the Canton Municipal Code
requires an annual licensing fee of $S0. Therefore, I recommend the council amend
Section 3-3-14-1 to bring the code into compliance with the Video Gaming Act.
Q What are the penalties for violating the provisions of this Act?
A Depending on the violation, the penalties range from a petty offense with a fine not to
exceed $100 to a Class 4 felony. Also, for certain offenses, the establishment may lose
its licenses to operate video gaming terminals and sell alcohol.
Q When will we start seeing these machines in Canton?
A The Video Gaming Act went into effect on July 13, 2009, but under the statute, the
machines could not become operational until the Illinois Gaming Board established a
centralized communication system that connected the machines. The communication
system was in effect and finally deemed functional by the Illinois Gaming Board on
July 19, 2012. However, the establishments are still waiting on the installation of
certified payout devices, or for those that are installed, the ability to put them
"online At this point, the Illinois Gaming Board expects the system to go on line
soon but has not given an exact date.
Q Which establishments in Canton are likely to have these machines?
A As of August 27, 2012, the Illinois Gaming Board has approved Brew N Cue as a
licensed video gaming establishment. They may have up to S machines in their
facility.
The following establishments have applications pending with the Illinois Gaming
Board as of
August 27, 2012:
1) O~cial Time Out
2) Billy's Tap
3) Linn Lanes
4) .Iack's
S) White Oak Tap
6) Canton Elks Lodge #626
7) VFW Post 1984
Motion and second were made by Aldermen Fritz/Pasley to send the ordinance amendment to
Council for consideration.
The motion carried by voice vote and was unanimous.
CDAP FUNDS/OUTSTANDING LOANS
Attorney Peterson explained the following:
In the 1980's the City received funds from CDAP to issue loans for the repair and rehab of many
homes in Canton. On 1/21/83 the City loaned $11,630.00 to Doneta J. McCloskey for repairs to
the property at 143 E. Spruce. The rehab included insulation, replacement of some windows,
siding, adding gutters and downspouts, filling in an old well and other carpentry work.
The Mortgage was duly recorded in addition to a Promissory Note for the same amount. The
mortgage and note become due and payable "as of the time of conveyance or transfer of the
above described real property by any means whatsoever, including rental, operation of law, or
death."
Ms. McClaskey passed away on June 6, 1991. It is not clear why the loan was not paid at the
time of her death. Her son, Richard McCloskey lived with his mother prior to her death and
continued to live in the home until he recently passed away.
Starting in August of 1991, there were several discussions at the committee and council level
regarding this loan. On a couple of occasions, Richard McCloskey offered to pay 10% of the
loan, but later withdrew his offer after the home was appraised.
In January of 1992, two appraisals for the property were completed showing the home had a
market value $13,000 to $15,000. In 1992, Chris Spears, Community Development Director,
recommended the City accept 10% of the loan to release it, but the council rejected that proposal.
In 2005, a mortgage from Richard E. McCloskey to Danny L. and Richard F. McCloskey was
secured by the home at 143 E. Spruce. Attorney Jeff Neigel represented Richard E. McCloskey
and Neigel advised McCloskey that the mortgage was probably an unenforceable lien against the
home, since title still remained vested in Doneta McCloskey. Neigel also informed him that if
the mortgage was valid, it was secondary to the FHA and City loans.
From what I can reconstruct, the City made 53 rehab loans between 1980 and 1983. As of
today's date, the following 121oans are still outstanding:
Name Address Loan Date Amount of Loan
Blevins, Charles 837 E. Pine Street 4/6/1983 $ 8,222.96
Campbell, Clarence 883 E. Chestnut Street 4/5/1982 $ 1,290.25
Churchill, Wanda 33 N. 6th Avenue 4/6/1983 $ 2,494.50
Eldridge, Norman 644 S. 3rd Avenue 9/15/1982 $ 7,386.61
Fitch, Michael & Doreen 870 E. Walnut Street 12/28/1981 $ 5,890.75
Gosnell, Kathleen 706 E. Maple Street 6/9/1981 $ 5,200.00
McCloskey, Doneta 143 E. Spruce Street 1/21/1983 $ 11,600.00
Miller, Kenneth & Mary 736 E. Maple Street 8/21/1981 $ 8,707.00
Morgan, Deava 807 Anderson Place 12/4/1980 $ 9,330.00
Porter, William & 3/21/1983
Genevieva 560 S. First Street $ 4,000.00
Termin, Opal 417 E. Chestnut Street 7/3/1982 $ 16,768.00
Of the 41 loans that have been closed, I believe they were resolved as follows:
Chan ed to a Grant 1
Released (cannot determine reason) 1
Percenta e aid b su erior mort a e holder 10
Sold at Auction 2
Bankru tc (Cit received $0) 1
Paid in Full 26
Haley Timmons is the granddaughter of Doneta McCloskey and the daughter of Richard
McCloskey. She inquired about whether the City would release the rehab loan. I explained she
needed to present the request to the City Council.
Haley Timmons explained that she is aware her father and grandparents and uncle had
attempted to take care of this debt. Haley further explained that she had two articles from the
newspaper that addressed the property. There was not a will left by her father and Haley did
not discuss her father's finances with him.
Haley stated that she was approached by three firemen that informed her that the City was
going to foreclose on the home, sell the home or rent it. Haley hopes that the Council will look
at this like any other home that is not located near the fire department.
Attorney Peterson explained that nobody that works for the City had authorization to discuss
the property with her.
Mayor Meade explained that the program is one that people would previously pay off, some
would pass away, or some would go bankrupt. Mayor Meade said that he believes that the City
talked about buying the property since it was near the fire department at one time. He felt
these negotiations fell through years ago, and he was not aware of any conversation recently.
The program (25-30 years ago) was setup without a payment program, and people would pay
off the loan whenever they could. The assumption was that when the owner would die it
would become part of the estate and be taken care of with the settlement of the estate.
Attorney Peterson further explained that:
The City paid for appraisals in 1992. The house is dilapidated and the property would be of
more value than the house. The original loan amount was $11,600.00
Alderman Pasley suggested releasing the lien with the clause that if the house was sold they
would pay the City back a percentage. Haley further explained that she is not ready to sell the
house at this point.
Attorney Peterson stated that the City could foreclose on the home, however no action would
be taken until the Council could make a decision.
Alderman Ellis stated that the grandmother died in 1991 and it was an oversight at that time.
He feels the City should release the lien as an oversight from 1991 and should not hold Haley
responsible at this point.
Motion and second were made by Aldermen Pasley/West to release the lien.
The motion carried by voice vote and was unanimous.
Alderman Nelson stated that by releasing the lien could set precedence for the other loans left
unpaid.
The title to date is still in the grandmother's name.
Community & Industrial Development
Alderman Jeremy Pasley, Chairman
UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR
GENERAL ECONOMIC DEVELOPMENT POINTS
RETAIL/COMMERCIAL/INDUSTRIAL DEVELOPMENT
o Appointment with person getting ready to open a bakery on South Main
o Continued work on the theater project
o Met with Janice Emmons of Fulton County Planning and Zoning to discuss GIS project as related
to Light Industrial development
BUSINESS DEVEOPMENT, ATTRACTION AND SUPPORT
o Met with the new owners ofthe Kroger/CVS building
o Conversation with business owner seeking new location in the downtown
o Met with USDA Representative to discuss current Rural Business Enterprise Grant application
o Prepared Request for Information and submitted to site selector whose client is looking for former
call centers
o Met with gentlemen interested in opening a used car lot
TOURISM REPORT
o Please see the reverse for a report from Dana Smith.
CANTON MAIN STREET
o Collaborated with Organization Chair and Committee Members on several upcoming CMS
functions
¦ Art on Main
¦ Volunteer Recognition Dinner
¦ Open Air Markets
¦ Canton's Got Talent
o Attended Coffee at Crawford's
o Worked at Open Air Market Pork Chop stand in August and September
o Updated CMS portion of cantonillinois.org
OTHER
o Participated in webinar Broadband Innovation Fund
o Prepared for and attended 336 Meeting
o Participated on Selection Committee who conducted interviews and then hired the Executive
Director for the
Chamber
o Assisted with both Ashland Place Groundbreaking, as well as, the Cook Polymer Technology
Ribbon Cutting
Ceremony
o Attended the Illinois Coalition for Transportation's regional transportation summit.
MILLING OF CITY PARKING LOTS/DUMPSTERS
Keith Plavec explained that milling of the two parking lots are complete. The City has been
working with business owners to get the dumpsters off of the parking lots. Several business
owners have changed to the roll off dumpsters. White Oaks decided to keep the dumpster on
their own property. Four options were presented for consideration. Keeping dumpsters off of
the parking lots will prevent the parking lots from receiving damage from having the trucks
come on the lots slamming the dumpsters back on the lots--- causing damage to the newly
milled lots.
Alderman Fritz explained that he has been wanting to initiate a rental housing program and this
subject fits right in line with the project.
Keith Plavec explained that he would like to have council support to have the business owners
keep the dumpsters off of the city parking lots.
Alderman Nelson and Alderman Hartford suggested having the dumpsters closed at all times
and be placed in the alley where there is no traffic flow.
Motion and second were made by Aldermen Pasley/Pickel to place the ordinance on next
week's Council meeting.
The motion carried by voice vote and was unanimous.
REQUEST FOR RIGHT OF WAY CLOSURE-YMCA TURKEY TROT 5K/1 MILE RUN- NOV 22
The YMCA will be offering a 5K/1Mile turkey trot on November 22, 2012. The City discussed
having someone at each intersection during the event. The City has received all required forms.
The request for the road closure will be one mile around the YMCA. The 5K closure will be from
the Y up to 16th, down to Sycamore to 5th Avenue to Baxter Court and back up Ash Street to 7`n
Avenue to Locust and back to 11th and then to the YMCA. Further discussion took place about
having a volunteer from the organization at the intersections during the event.
Alderman Pasley asked to have confirmation on the road closure by next week.
Motion and second were made by Aldermen Pasley/Pickel to send to Council for approval
The motion carried by voice vote and was unanimous.
REQUEST FOR RIGHT OF WAY CLOSURE- FULTON COUNTY PINK INC 5K/10 K RUN- OCT 20
2012
Request was made for a road closure for the Fulton County Pink Inc 5K/10/K run on October 20,
2012. The list of streets used during the event was emailed for review. The event will start on
Pine Street on the North side of the new Graham Medical Building and will go to the west side
neighborhood to Avenue I and finishes on the opposite side of Graham Medical. A 10 K is being
added this year.
Motion and second were made by Aldermen Pasley/West to send to Council for Consideration
upon receipt of required insurance certificate.
The motion carried by voice vote and was unanimous
REPAIRS TO THE SOUTH WALL OF THE ODD FELLOWS BUILDING
Previous discussion took place regarding the repairs to the south wall of the Odd Fellows
Building. Keith Plavec will bring back quotes for the cost of the repairs after working with
Alderman Ellis on a bid packet.
Motion and second were made by Aldermen Fritz/Pasley to send to Council for consideration.
The motion carried by voice vote and was unanimous.
Negotiations, Grievance & Personnel
Alderman Dave Pickel, Chairman
SALARIES OF ELECTED OFFICIALS
The following salaries were suggested for the term beginning 2013 for Clerk, Treasurer,
Alderman and Mayor.
ALDERMAN
The current alderman salary is $3600.00 per year + 125.00 per year.
Motion and second were made by Alderman Pickel/Fritz to keep the salary for the aldermen at
$300.00 per month.
The motion carried by voice vote and was unanimous.
MAYOR
The current salary for the mayor is $21,000.00/year. The increase previously for the Mayor was
$500.00 per year. The insurance premium for the mayor will be 20% of the cost of the
premium-if the insurance is selected.
Motion and second were made by Aldermen West/Pickel to keep the Mayor's salary on the
same schedule as in the past which is increasing at $500.00 per year and paying the same
amount in insurance premiums as other non-union employees.
The motion carried by voice vote and was unanimous.
CITY CLERK
The current salary for the City Clerk is $35,199.29. Alderman Nelson suggested setting a base
salary and adding an increase for certification. City Clerk Diana Pavley explained that the
International Institute of Municipal Clerks Association offers a certification program. The
Certified Municipal Clerk is a 3 year program offered by the University of Illinois. A Master
Municipal Clerk is an additional 2-3 year program with the University of Illinois.
Alderman West suggested a 3.0% increase to the base wage + a$3,000.00 increase added to
the salary for each certification per year. The health care would be the same cost as other non-
union employees pay.
Motion and second were made by Aldermen West/Pickel to add a 3.0% increase to the base
wage + an increase of $3,000.00 per year for each certification. (CMC, and MMC). The
healthcare cost would be the same cost as other non-union employees.
The motion carried by voice vote and was unanimous.
TREASURER
Mayor Meade explained that a Clerk by law has a phrase included in the state statute that read
"other duties as assigned." Mayor Meade further explained that a treasurer has duties dictated
by the state statue and you can't add other duties. Mayor Meade explained that he feels the
treasurer position should become a part time position and then appoint someone to do the
essential duties.
Alderman Nelson explained that the city hired a comptroller a few years ago (which is an
appointed position and the city should leave one of the positions in the finance area in the
hands of the tax payers. Alderman Hartford agrees with Nelson and said we need a full time
treasurer that is elected by the citizens.
Alderman Nelson suggested lowering the salary down to $30.000.00 per year and then adding
additional compensation for certification.
Mayor Meade suggested if the council decides to keep the treasurer at a full time elected
position that the salary be the same as the clerk.
Motion and second were made by Alderman Pickel/Fritz to make the salary of the Treasurer be
the same as the Clerk with the same insurance premiums paid as other non-union employees
and the same certification incentive as set for the Clerk.
The motion carried by voice vote and was unanimous.
ADJOURNMENT
Motion and second were made by Aldermen Nelson/West to adjourn into executive session for
the purpose of personnel and negotiations.
Diana Pavley
City Clerk