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HomeMy WebLinkAbout05-14-2013 Clerical Committee Minutes CITY OF CANTON CLERICAL COMMITTEE Tuesday May 14, 2013 6:30 p.m. Donald E. Edwards Way 50 North 4t" Avenue Canton IL 61520 Aldermen in attendance: Dave Pickel, Justin Nelson, Gerald Ellis, John Lovell, Jeremy Pasley late attendance: Alderman Jim Nelson arrive at 7:38pm Aldermen absent, Craig West Staff in attendance: City Treasurer Kathy Luker, Mayor Jeffrey Fritz, City Clerk Diana Pavley, Comptroller Caty Campbell, Fire Chief Keith Frank, Police Chief Dan Taylor, Public Works Director Bill Terry, City Engineer Keith Plavec, Executive Director Spoon River Partnership Missy Towery, Community Service Director Jason Strandberg Joe Ginger Video Services. In the audience: Brenda Dilts, Amy Emken, Ron Weber, Dana Smith, Brad Richards, Greg Lingenfelter, Dustin Pollitt, Lee Puleo News Media- Daily Ledger FINANCE ALDERMAN JUSTIN NELSON, CHAIRMAN BILlS City Treasurer Kathy Luker explained the invoice history report that was included in the packet to those that may be new to the Council. The following are a few highlights from the report: The garbage depreciation fund reflects of every $9.00 collected for the monthly garbage fees- $1.00 goes to the garbage depreciation account which is saved to use for two new garbage trucks. The health insurance for BCBS is not reflected in this month's report due to an early payment of April's payment paid in March. The previous company credit cards were issued by Wells Fargo Business Direct. The new credit cards are now issued by Bank of Montreal. An annual rebate program is offered by Bank of Montreal. Motion and second were made by Aldermen Justin Nelson/Pasley to send to Council with no recommendation. TREASURER'S REPORT The statements of cash flows for April 2013 are displayed in the monthly treasurer's report. The beginning balance, cash outflows and ending balances for all of the accounts are reflected in the report. The investment accounts (General fund, the water sewer fund investment funds and the bond funds, surplus funds) Also displayed in the report are: • The depreciation accounts (lake and garbage depreciation accountsJ • The tax receipts recap reflects no change since November 2012 • The recap of the year's expenses and ending balances. • The TIF 1 expenses and recap for the 12 months. • The budget comparison report for 2012/2013 revenue fund is over 100y for the year. The general fund is over budget by 115.2% the police is 103.6% the fire 102.4% street 99.6~, garbage 66.8% and bldq grounds 118.1% • Water sewer fund revenue and expenses. A loss for the general fund for FY 13 in the amount of $212,962.00 and a gain of $605,032.00. • Grant receipts recap reflects no activity since November 2012. • The DECA revolving loan recap reflects $16,816.73.00 balance. • The outstanding loans. The unrestricted cash reserves for the general fund for this year is 1.36 million (un-audited) BUDGET ORDINANCE The budget ordinance must be amended next week due to some missing items. This was found today by Treasurer Kathy Luker when she was working at inputting the information into the spring brook software. Kathy further explained that she was using the budget ordinance that was filed by the County. Three line items were missing from that budget ordinance. The three items missing are • Item under the fire pension fund in the amount of $700,000.00. The budget ordinance will be amended. • Item under the police pension fund in the amount of $600,000.00. • The TIF 2 at 1.1 million A total amount of 2.4 million will be amended in the budget next Tuesday. (A request to waive the second reading of the ordinance will be made next Tuesday.) Attorney Bruce Beal explained that he will make sure the request to waive the second reading of the ordinance can be made. Motion and second were made by Aldermen Justin Nelson to send to Council with no recommendation. CROSSING CENTER SHOPPING CENTER TIF REQUEST/KROGER AND CVS PHARMACY Evan Oliff addressed the committee regarding the TIF incentive plan for the Canton Crossing Shopping Center. The proposed plan would include improvements in the fa~ade of the building and the parking lot and the roof structure. The current building would be remodeled from the 1970 shopping center to a modern shopping center. Evan met with the owner of the shopping center today and is currently working with a national tenant creating a collaborative effort with the improvements to Kroger/CVS and leasing the old Heilig Meyer center. This would revitalize the east end of Canton. Alderman Pasley stated that he originally wanting to see a commitment from CVS and Kroger. Pasley wanted to know if Evan usually sees businesses making improvements to the inside of the building once the improvements are made on the outside of the building. Evan stated that he has email correspondence stating that they will pursue the renovation of the inside of the store if the improvements are made on the outside. Alderman Justin Nelson said he likes the idea of using the TIF funds to improve the east end of Canton. Funds would be transferred from TIF 1 to TIF 2 for the project. Once the project is approved (closing on May 29, 2013) Kroger would petition for funds for 2014; however the funds could not be spent until 2016. Evan explained that he would like to be done with the center by Thanksgiving. Alderman Lovell asked if Kroger did not renew their lease who becomes responsible. Evan stated that this would fall on his shoulders, however he feels confident with Kroger's staying in Canton. Historically once the development is completed on the buildings, reports indicate that the sales will drastically improve. Motion and second were made by Aldermen Justin Nelson to send to Council with no recommendation PURCHASE OF NEW POLICE VEHICLE To: Mayot Fritz and City Council From: Chief Dan Taylor ` Date: May 09, 2013 Subject: Purchase of New Police Vehicles In accordance with your Police Department's Fleet Plan I am requesting to replace two marked police vehicles. These new marked police vehicles will take the place of a 2010 Ford Crown Victoria with approximately 73,000 miles and a 2008 Ford Crown Victoria with approximately 90,000 miles. I am requesting to purchase 2 new 2013 Dodge Police Package Chargers. Arrangements have been made to purchase the two vehicles locally through Hossler Auto Plaza who has matched the state bid price offered by Thomas Dodge. The breakdown is as follows: Velucle 1- I am requesting to purchase a 2013 Dodge Police Package Charger at a cost of $22,552.00, which includes title and registration fees. Hossler Auto Plaza will give a trade-in value of $4000.00 for the 2008 Ford Crown V~ctoria giving us a final cost of $18,552.00. There is also an anticipated $600.00 fee for adding the black and white paint theme we currently use. The amount budgeted for the purchase of a new vehicle is $22,500.00. This new vehicle will come in $3348.00 uttder budget. Vehicle 2- I am requesting to purchase a 2013 Dodge Police Package Charger at a cost of $22,552.00, which includes title and registration fees. Hossler Auto Plaza will give a trade-in value of $6000.00 for the 2010 Ford Crown Vicwria giving us a final cost of $16,552.00. There is also an anticipated $600.00 fee for adding the black and white paint theme we currently use. T'he amount budgeted for the purchase of a new vehicle is $22,500.00. This new vehicle will come in $5348.00 under budget. I respectfully request authorization to purchase these two vehicles from Hossler Auto Plaza for a total cost with title, registration, and trade in of $36,304.00. Combined, th?s is $8696.00 under the budgeted amount of $45,000. These patrol vehicles are both budgeted expenses in category 503 of the police department budget Motion was made by Aldermen Justin Nelson to send to Council with no recommendation. HIRING OF T1N0 POLICE OFFICERS Chief Taylor reported: Officer lan McDowell resigned on 021713 to take a position at the Peoria Police Department and Officer Tony LaHood resigned on 041713 to take a position at the E. Peoria Police Department. Attached are their resignation letters. Officer McDowell advised me that he was leaving as his new wife worked as a teacher in Morton and he was looking to work for a bigger police department that paid more money. Officer LaHood advised me that he was leaving as he is from the E. Peoria area and it was closer to home and that within four years he would be making $70,000 as a patrol officer. Your Police Department is currently budgeted for 24 officers and I am requesting Council approval to ask the Canton Fire and Police Commission to hire two Police Officer at this time as the final testing (polygraph, psychological, medical, and background testing) is expected to take 4 or 5 weeks and the next Police Academy is scheduled for July 8th. I would also encourage the city council to consider establishing some type of reimbursement contract for any new police officers that are hired. I have several draft copies from other agencies but I would suggest our legal department come up with something that would work for us. Alderman lovell asked if the 24 positions include the chief and deputy chief. If the public safety director is hired, and the Chief and deputy Chief goes back into the ranks are two officers still needed. Mayor Fritz stated that the department will stitl have an assistant chief, so it would leave one opening. Alderman Pasley stated that he would like to wait to see what happens with the public safety director position. Motion was made by Aldermen Justin Nelson to send to Council with no recommendation. SOUTH SIDE SEWAGE PUMPING STATION- ENGINE GENERATOR IMPROVEMENTS CHANGE ORDER NO 1 City Engineer Keith Plavec reported that this request would only impact the actual contract time and not a dollar amount. The substantial completion date would be July 26, 2013 and the fina) payment would be August 9, 2013. Motion was made by Aldermen Justin Nelson to send to Council with no recommendation. CITY OF CANTON GASB 45 ACTURIAL VALUATION Comptroller Caty Campbell explained that every three years the City is required to have a GASB 45 valuation completed. The report was completed and is available for review. Motion was made by Aldermen Nelson to send to Council with no recommendation. APPROVAL OF ANNUAL HUMANE SOCIETY PAYMENT IN THE AMOUNT OF S23 838 89 BILLING FOR: Billing for Fulton County Humane Society As Per Agreement between Fulton County and the City of Canton TOTAL: Payment $23,838.89 Please make check payable to: Fulton County Mailing Address: Fulton County Clerk Attention: James I. Nelson P. O. Box 226 Lewistown, IL 61542-0226 Animal Control Facility Shared Costs: Fiscal Year December 1, 2011 thru November 30, 2012 Part 1 figures are based on the percentage of animals brought in by the City of Canton. The percentage of animals is: 55% for Fulton County and 45% for the City of Canton. 45% are what these figures are based on for payment from the City of Canton. PART 1 Expenses Total FY 11-12 Cost: 45~ 1) Property Insurance: 917.00$ 412.65$ 2) General Liability: 1,455.00$ 654.75$ 3) Kennel Assistant's Salary: 17,524.90$ 7,886.20$ (There are 3 Kennel Assistant's) 3a) FICA: 1,086.55$ 488.94$ 3b) IMRF: 3c) Medicare: 254.10$ 114.34$ 3d~ worker's Compensation: 54.92$ 24.71$ 3e) Overtime: 4) Administrator : 3,000.00$ 1,350.00$ (Veterinarian-Doc Hahn) 5) Office Supplies: 2,881.06$ 1,296.47$ 6) Utilities 12,086.84$ 5,439.07$ ~electric, water, gas, garbage, phone) 7) Building Repair & Maint. 340.43$ 153.19$ 8) Animal Loss Claims: 9) Medications: 4,850.11$ 2,182.54$ 10) Animal Disposal: 1,610.09$ 724.54$ 11) Feed Supplies: 4,717.36$ 2,122.81$ 12) Mowing: 2,197.07$ 988.68$ 13) Snow Removal: 14) Driveway & Parking Lot Maint.: TOTALS: 52,975.43$ 23,838.89$ Part 2 Revenues to be Shared: 1) Dog pick up and pound 5,615.00$ 2,526.75$ fees Total: 2,526.75$ Motion was made by Aldermen Justin Nelson to send to Council with no recommendation and be paid from the police department budget 439. LEGAL & ORDINANCE ALDERMAN CRAIG WEST, CHAIRMAN (AbsentJ Alderman lustin Nelson (Acting ChairJ SPECIAL EVENT/PERMIT REQUEST FOR RIGHT OF WAY CLOSURE-OPEN AIR MARKET/KIDS FEST A request was submitted for the open air markets and kids fest to be held in Jones Park on June 8, July 13 and August 10, 2013 from 9:OOam-3:OOpm. The request includes use of the CEFCU lot and E Chestnut from Main to ESS, plus incoming land of Chestnut from First Avenue. The kids Fest will be held on Saturday, July 13, 2013 from 10:30-1:OOpm. Use of the CEFCU lot is being requested and Chestnut Street from Main to ESS also incoming lane of Chestnut from first Avenue. The certificate of insurance was submitted and is on file. Motion was made by Aldermen Justin Nelson to send to Council with no recommendation. SPECIAL EVENT PERMIT/REQUEST FOR RIGHT OF WAY CLOSURE FOR MIGHTY PITS AWARENESS A request was submitted for the second annual pit-bull awareness walk to be held on June 15,2013 from 10:OOam -4:OOpm. The request for road closure is for the Canton Square, South Main Street and All the way down to East Hickory (White Oaks) The certificate of insurance has not yet been submitted. Motion was made by Aldermen Justin Nelson to send to Council with no recommendation pending receipt of the certificate of insurance. GABBY DAYS 2013 Public Works Director reported June 22, 23 2013 will be set for Gabby Days. Items remaining after the gabby days will be picked up June 24-28. The following items may not be set out for gabby days. • Tires • Paint • Appliances • Computers • Electronics Motion was made by Aldermen Justin Nelson to send to Council with no recommendation. REQUEST FOR EXTENDED OURS FOR OUTDOOR LIVE MUSIC BY LIQUOR LICENSE HOLDER lack's A request was made from Jack's to extend the outside live music/events from 11:OOam 10:OOpm to 11:OOam to 12:00 midnight. Chief Taylor stated that typically the events held at the local taverns has caused some issues in the past. Alderman Ellis asked if this would need to go before the liquor commission. Bruce Beal stated that this would be an ordinance that if passed would be approved by the Council. The noise ordinance would also need to be reviewed if this would be passed. Bruce Beal stated that he would look into both of the ordinances and report back by next Tuesday. Motion was made by Aldermen Justin Nelson to send to Council with no recommendation. DISCUSS. CONSIDER AND VOTE ON AN ORDIANNCE AMENDING SECTION 8-4-8 ICASTING ASHES IN STREET) OF THE CANTON MUNICIPAL CODE Mayor Fritz explained that the ordinance is being amended to include yard waste. AN ORDINANCE AMENDING SECTION 5-4-8 (CASTING ASHES IN STREET) OF THE CANTON MUNICIPAL CODE WHEREAS, Section 8-4-8 (Casting Ashes in the Street) currently states, "No person shall throw, place or leave, or cause or permit to be thrown, placed, or left, any ashes, dirt, filth or rubbish in or upon any street avenue, alley or sidewalk of the city, in front of or adjoining any premises or buildings owned, occupied or controlled by him, under a penalty of not less than twenty five dollars ($25.00) nor more than one hundred dollars ($100.00) for each offense, and a further penalty of five dollars ($5.00) for each additional day that such person shall permit such ashes, dirt, filth or rubbish to remain, after notice to remove same from the superintendent of streets, or any policeman; except that cinders may be deposited upon the paved streets of the city, by and with the consent of the committee on streets and alleys and crossings, and under the supervision of the superintendent of streets. (Ord. 873, 2-17-1981); and WHEREAS, City staff has always interpreted this section to prohibit the throwing of yard waste into public right of way; and WHEREAS, City staff would like to insert the word yard waste to remove any confusion or misapplication of this Ordinance; and WHEREAS, the City Council has determined that it is necessary and in the best interest of the health and sanitation of the citizens of Canton, Illinois to clarify the intent of the ordinance by including the word "yard waste" as being prohibited to be thrown or to be left within public right of way. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CANTON, Fulton County, Illinois, as follows: 1. That the foregoing recitals of fact are found to be true. 2. That Section 8-4-8 (Casting Ashes in Street) of the Canton Municipal Code shall hereby be amended to read as follows: 8-4-8: CASTING ASHES IN STREET: No person shall throw, place or leave, or cause or permit to be thrown, placed, or left, any ashes, dirt, filth, rubbish or yard waste (including but not limited to grass clippings and leaves) upon any street, avenue, alley or sidewalk of the city, in front of or adjoining any premises or buildings owned, occupied or controlled by him, under a penalty of not less than twenty five dollars ($25.00) nor more than one hundred dollars ($100.00) for each offense, and a further penalty of five dollars ($5.00) for each additional day that such person shall permit such ashes, dirt, filth, rubbish and yard waste (including but not limited to grass clippings and leaves) to remain, after notice to remove same from the superintendent of streets, or any policeman or code enforcement officer; except that cinders may be deposited upon the paved streets of the city, by and with the consent of the committee on streets and alleys and crossings, and under the supervision of the superintendent of streets. Motion was made by Aldermen Nelson to send to Council with no recommendation. Alderman Nelson asked who would be held responsible-- the home owner or the person performing the services. Bruce Beal stated that he will review this for possible language changes. DISCU55, CONSIDER AND VOTE ON ACCEPTANCE OF CITY OF CANTON SAFETY MANUAL Chief Frank reported that an extensive review of the safety manual occurred over the last few months; however some changes are still needed. This will be placed on the next legal and ordinance committee for further discussion. PROPOSED FIRST AMENDMENT WITH THE TIF DISTRICT TO INCLUDE THE CANTON HARVESTER HOTEL This will be send to the Council with no recommendation. COMMUNITY & INDUSTRIAL DEVELOPMENT ALDERMAN , CHA/RMAN UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR . GENERAL ECONOMIC DEVELOPMENT POINTS RETAIL/COMMERCIAL/INDUSTRIAL DEVELOPMENT • Met with Mayor Fritz and TIF Administrator Steve Kline • Met with property owner about their potential TIF Application for Benefits and followed up with person's attorney ~ Contact with developer Evan Olif regarding Canton Crossing project • Worked with John Kunski to determine zoning on a property person is looking to purchase BUSINESS DEVEOPMENT, ATTRACTION AND SUPPORT • Conference call with National Retailer interested in possible space in Canton • Meeting with Greg Garrett of the Illinois Small Business Development Center to discuss two potential clients of his and how we may be able to assist those clients • Contacted landlords about possible office space for one of the above clients • Contact with two people interested in offering space for local business owner looking for warehouse space and followed up with said business owner • Met with local business owner regarding a letter of support for the Theater Project TOURISM REPORT Midwest Living Magazine will be here May 31-June 2, 2013 during the Art on Main festival. CANTON MAIN STREET • Submitted Illinois Main Street report • Prepared for and attended Canton Main Street Board Meeting • Prepared for and attended Economic Restructuring Committee Meeting • Sent out second round of CMS membership request OTHER • Participated in Local Job Fair • Presented at Spoon River College's Retirees Learning Academy • Attended Cruise-In committee meeting • Prepared for and attended Spoon River Partnership for Economic Development's Annual Luncheon • Met with newly elected Alderman Jim Nelson • Met with newly appointed Community Services Director Jason Strangberg The goal with the partnership has been sent to all of the aldermen. TRUE VALUE GARDEN CENTER IMPROVEMENTS BY OTTO BAUM City engineer Keith Plavec stated that the True Value Garden center plans for a garden center with a concrete pad and a retaining wall with a fence is included in the plans. Three bids were received. The bid was divided between the base bid and the alternate bid. Kemper was the low $92,579.84 as the base. The low bid for the alternate bid was Otto Baum. Kemper Construction felt that other options would be less expensive than the block option. After review of the information received Keith stated that it would be in the best interest to use the block wall option. The previous administration considered using TIF funds for the improvements. Motion was made by Aldermen Nelson to send to Council with no recommendation. 61 EAST SIDE SQUARE Mayor Fritz explained that he will keep this on the agenda until resolved. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JEREMY PASLEY, CHAIRMAN PUBLIC WORKS STAFFING REQUEST A request was presented to fill a vacancy in the garbage department. This position will be sent to the union. lason Strandberg explained that the water department also has a vacancy and would like approval to fill the position along with some temporary help. Alderman Nelson explained that previous discussion has taken place about moving people from various departments. Bill Terry explained that he feels the other departments does not have any extra employees that could be moved. The garbage department position, part time position and the water department clerk are all budgeted items. Motion and second were made by Aldermen Pasley to send to council with no recommendation. RESPONSIBILITIES OF DIRECTOR OF COMMUNITY SERVICE Mayor Fritz explained that his original plans are to structure the fire and police department by eliminating the Police Chief and Fire Chief and just having one public safety director over both departments. Mayor Fritz also explained that the Community Service Director, which is currently a temporary appointment of 90 days. Jason Strandberg is being appointed to the position during this time frame and it will be evaluated at the end of the 90 day period. Mayor Fritz defined the actual duties of the community services director. The qualifications for the City Administrator position-that of which the community services director will take over states that the person have a 4 year degree and course work in political science along with a master's degree. Mayor Fritz explained that Jason Strandberg meets the requirements and has municipal experience by serving as an alderman previously for the City of Canton. Alderman Pickel asked if an ordinance is needed to create this position. Bruce Beal stated that as a temporary appointment you will not need an ordinance, but after the 90 days you will need an ordinance defining what the experience is. Alderman Pasley stated that he has received positive feedback regarding the position/appointment of Jason Strandberg and the recent cleanup at the lake. Pasley stated that Mayor Fritz has the right to appoint the temporary positions and after the 90 days the Council can review the appointment. Motion was made by Alderman Pasley to send to Council for consideration. APROVAL OF AGREEMENT WITH THE CITY OF CANTON AND MAURER AND STUTZ INC. FOR TEMPORARY CODE ENFORCEMENT/ANIMAL CONTROL Keith Plavec was approached by Chief Taylor regarding the animal control officer and the fact that the current animal control officer will be going on leave for 4-5 months. Chief Taylor asked if Maurer and Stutz would be interested in filling the position on an interim basis. Keith stated that the base pay $24.74 hourly rate. $4.74 is added as overhead for profit. Code Enforcement Officer Drake Wilson will leave on May 20~ 2013 Bruce Beal asked what the PB/PA has to say about the agreement. Bruce advised that if you're going to take the work of a bargaining unit position you should get the police union input before a permanent decision is made. Bruce Beal said that the interim could tag along with the current code enforcement officer for training purposes as long as the City has not hired her as an employee before further research is completed. Alderman Jim Nelson said she should have a complete background check and a complete physical. The liability of this position would remain with Maurer and Stutz as the contract holder. Motion was made by Aldermen Pasley to send to Council with no recommendation. Mayor Fritz reminded the newly elected positions that they are required to take the OMA training by the Illinois Attorney General's office within 90 days of the appointment. The Illinois Municipal League will be holding a workshop for newly elected officials during the month of June. You can go directly to their website to get information on locations, times and registration. ADJOURNMENT Motion was made by Aldermen Pasley to adjourn into executive session for the purpose of personnel. (SILCS 120/2 c1 employment.) Roll call vote: ~ ~ t~ . . , Diana Pavley City Clerk