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HomeMy WebLinkAbout06-11-2013 Clerical Committee Agenda CLERICAL COMMITTEE Tuesday June 11, 2013 6:30 p.m. Donald E. Edwards Way 50 North 4t" Avenue Canton IL 61520 Aldermen in attendance: Dave Pickel, Justin Nelson, Jim Nelson, Gerald Ellis, John Lovell, leremy Pasley, Tad Putrich, 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: Chad Mayall News Media- Daily Ledger AMENDED AGENDA Mayor Fritz requested to amend the agenda and move the executive session to the beginning of the meeting. Motion and second were made by Alderman West/Putrich to amend the agenda by moving the executive session to the beginning of the meeting. The motion carried by voice vote and was unanimous. Motion and second were made by Alderman Justin Nelson/Pasley to go into executive session for the purpose of employment ILCSS 120/2 ( C) (1) and pending legal matters ILCSS 120/2 ( C) (4). The motion carried by voice vote and was unanimous. ROLL CALL: Alderman Pasley, Lovell, Ellis, Justin Nelson, Pickel, Putrich, West THE CITY OF CANTON CLERICAL COMMITTEE MEETING RECONVENED AT 7:42PM FINANCE ALDERMAN JUSTIN NELSON, CHAIRMAN BILLS LIST MAY CHECKS Comptroller Caty Campbell explained that the first list in the packet are the checks that have already been paid. The Mayor would like to go back to submitting the bills to Council prior to being paid. Previously the bills were paid and then a list was provided showing what checks were already paid. An ordinance was passed in 2011 that changed the bill paying process allowing the bills to be paid and then presented to the Council. Mayor Fritz explained that submitting the bills prior to payment to the Council creates transparency. Alderman Justin Nelson would like to keep the process the way that it was so bills do not become delinquent. Caty Campbell explained that she has tried to get as many of the bills as possible setup on auto payment (these are monthly recurring bills). The current ordinance states that the City Administrator is authorized to approve the early payment of the bills. The ordinance will be amended to make the appropriate changes. This will be sent back to the next legal and ordinance committee for review. TREASURER'S REPORT The total comingled cash balance reflected on this month's treasurer's report is $159,988.37. The total available cash is $1.5 million. The restricted portion of this cash is $921,000.00. The unrestricted cash balance is $580,000.00. The budget comparison report shows that the income for the month of May was approximately 5.6%. The average should be 8.3% which would be 1/12 of the budget. The amount of $41,023.00 not reflected for garbage service fees would cause the percentage to go up to 6.13%. The loss would be $214,970.00. The City has not received any property tax income for the month of May. The bills were sent out in June and will not be due until July 1, 2013. The DECA revolving loan balances and due dates are reflected on the last page. The revenues are down for the month of May mainly because of the property tax and the road and bridge tax. Motion and second were made by Aldermen Justin Nelson/Pasley to send to Council for consideration. The motion carried by voice vote and was unanimous. STRUCTURAL DEMOLITION & ASBE5T05 REMOVAL 42 WEST CHESTNUT STREET APPLICATION FOR PAYMENT NO 1 FINAL FROM RIVER CITY DEMOLITION IN THE AMOUNT OF $45.750.00 The application for payment from River City Demolition is for Ashwood's Pool Hall located at 42 West Chestnut Street. The project is complete and certified payroll was reviewed. Lien waivers have been submitted and information was submitted to the TIF administrator Steve Kline to be paid from TIF 1. Motion and second were made by Aldermen Justin Nelson/West to send to Council for approval. The motion carried by voice vote and was unanimous. PURCHASE OF LIME FEEDER PUMP FOR WTP IN THE AMOUNT OF 514.210.10 The lime slaker at the WTP was installed in 2009. Some issues have taken place with the pump. The request is to purchase the new assembly and have the existing one as a backup. Two quotes have been received from Armature Motor & Pump Company from East Peoria and Foremost from Peoria. The difference in the two quotes were $134.00. The recommendation from the WTP Superintendent was to select Armature Motor & Pump Company in the amount of $14,210.10. Motion and second were made by Aldermen lustin Nelson/Putrich to send to Council the recommendation to purchase the lime feeder pump from Armature Motor & Pump Company in the amount of $14,210.10. The motion carried by voice vote and was unanimous. REQUEST TO OBTAIN A LASER LEVEL FOR DITCH WORK Bill Terry has been researching the cost of a laser level for ditch work that would help with the drainage issues. The City has currently experienced problems with water standing along some streets due to the recent heavy rainfall. The City has been working to resolve the issue and come up with new ideas to prevent it from happening again. Rental vs. purchasing a laser level was evaluated to see which would be the most cost efficient. The cost to rent the equipment is $100.00 per day. The cost to purchase the equipment is $2,395.00 (double grade laser). The purchase would not be a budgeted expense. A single grade laser could be purchased for $1,895.00. This will be placed on next week's Council agenda for consideration. TRUE VALUE HARDWARE WALL REPAIR It has been brought to the attention of the City that the True Value Hardware Store has a beehive located on the outside of the building. The contractor said they were not going to do any work until the bees are gone. Some companies have tried in the past to get rid of the beehives. Keith spoke to an individual that is insured and licensed at removing the beehives. They would pull back some of the bricks to remove the bees and the beehive. It is estimated that 150,000 bees are present in this area. The cost for the removal would be $2,100.00. Keith Plavec will report back tomorrow with additional information. This will be on next week's Council agenda. LEGAL & ORDINANCE ALDERMAN CRAIG WEST, CHAIRMAN DISCUSS. CONSIDER AND VOTE ON AN ORDINANCE AMENDING SECTION 7-1-2 ( NOISE PROHIBITED? A copy of the amended ordinance was submitted for review. The ordinance will amend the times that entertainment can be outside. The current ordinance allows outside music until 10:OOpm, however the proposed changes would allow outside music until 12:00 on Saturday and Sunday. This was a request made by Jack's for outdoor music. The total distance (number of feet music could be heard) was also discussed. Alderman Pickel suggested that the feet requirements be changed to at least 500 feet where the music could be heard. Mayor Fritz said that the City was approached by just one business and he is not sure if there is enough of a need to make a change to the ordinance. A special use permit could be another option for Jack's. Chief Taylor said he thinks things are working now and would not recommend any changes. Motion was made by Alderman Pasley to change the outdoor music from 10:OOpm to midnight. The motion dies for the lack of a second. Additional discussion took place regarding the need to review both the noise ordinance and the liquor license ordinance. (Listed as the next agenda item) It was determined that additional research would need to be made before a decision could be made. Motion and second were made by Aldermen Justin Nelson/Putrich to bring back for further discussion. The motion carried by voice vote and was unanimous. DISCUSS. CONSIDER AND VOTE ON AN ORDINANCE AMENDING SECTION 3-8-4 (CLASSES OF LIQUOR LICENSE) This will be brought back for further discussion. DISCUSS. CONSIDER AND VOTE ON AN ORDINANCE AMENDING TITLE 6 SECTION 6-1-1 The amended ordinance would make changes to the current ordinance by changing the amount of lieutenants, sergeants and patrolmen. Motion was made by Aldermen West/Putrich to send to Council for review. The motion carried by voice vote and was unanimous. DISCUSS. CONSIDER AND VOTE ON AN ORDINANCE AMENDING TITLE 5 SECTION 5-1-1 The amended ordinance addresses the number of Assistant Chiefs (3), Lieutenants (3) and firefighters (10) to be allowed within the department. Motion was made by Aldermen West/Putrich to send to Council for consideration. The motion carried by voice vote and was unanimous. COMMUNITY & INDUSTRIAL DEVELOPMENT ALDERMAN TAD PUTRICH, CHAIRMAN UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR . GENERAL ECONOMIC DEVELOPMENT POINTS RETAIL/COMMERCIAL/INDUSTRIAL DEVELOPMENT • Sent out recruitment packets to four retailers that typically co-tenant and followed up with each of them. • Worked with developer Evan Oliff on the Canton Crossing project and also connected him to adjacent property owner at the request of Alderman Pickel. • Met with Cheryl Weldge of Ameren Services to discuss how we might better utilize their services. BUSINESS DEVEOPMENT, ATTRACTION AND SUPPORT • Theater Project work. • Conversation with local business person wanting to get the word out about small business space they have available. • Provided small business owner with business assistance materials. • Provided new property owner with information regarding TIF district boundaries and provided them with business assistance materials and resource phone numbers and e-mails. • Phone conversation with local business regarding their potential expansion plans. • Posted job opportunity for COOK Medical on cantonillinois.org website. TOURISM REPORT • See Dana Smith's attached report CANTON MAIN STREET • Continue to gather information on Wi-Fi project. • Prepared for and attended Canton Main Street meeting. • Followed up with Keith Plavec on his request to talk to downtown business owners about garbage collection and disposal. Asked the Design Committee chair to take the lead on this issue. • Prepared for Economic Restructuring committee meeting. oTxER • Phone conversation with Alderman Lovell regarding some ideas that came to mind after the Partnership's Annual Luncheon. • Attended the Chamber's TCB Breakfast with the elected officials • Attended Canton Cruise-In meeting. • Met with Community Services Director Strandberg to provide updates on two projects. • Worked on a wrap up of SPRED FY 13 Goals. General Marketing & Touriem • Engaged in final communications with freelance writer from Midwest Living magazine, prior to her visit to Canton, including arranging for an airboat ride at Emiquon Preserve, and a private tour of Dickson Mounds. • Presented a PowerPoint presentation on "Backyard Tourism" to approximately 45 attendees at the Retiree's Learning Institute on May 3 at the Spoon River College campus who signed up for the workshop. The presentation highlighted unusual, free and/or interesting activities and attractions that would be fun for visitors and residents alike. The workshop generated a great deal of discussion, suggestions, and ideas about tourism that proved very beneficial. • Packaged tourism materials for distribution on a familiarization tour bus sponsored by the Peoria Area Convention and Visitors Bureau. • Attended the Peoria Area Convention and Visitor's Annual meeting on Apri19 at the Gateway Building in Peoria. Prepared and manned a booth with displays highlighting Canton, and passed out a large number of flyers and booklets on Canton events, Canton dining, and Canton shopping. Canton Main Street. • Attended weekly Art on Main meetings in May to finalize promotion and preparations for the Art on Main Fine Arts Festival, including~ o Placing advertising in the Peoria ~7ournal Star, the Fulton and Mason Democrats, Canton DailyLedger, the Pekln Dally Times, the WeeklyPost, WBYS, and WCDD. o Creating and distributing news releases to area media. o Coordinating connections between writers and artists for feature stories in the Peoria Journal Starand the Fulton and Mason Democrats. o Updated both cantonillinois.org and visitcantonil.org throughout the month of May to promote the Art on Main Fine Arts Festival. o Appearing on the WMBD in the Morning show to promote the event. o Creating and producing directional signage for drawing visitors to the downtown and in and around the park. o Designing and printing official badges for artists, committee members, and volunteers. o Coordinating artists' arrival times and set-up needs with volunteers. o Helping to unload materials for early arriving artists. • Attended Coffee at Crawford's on May 14. • Attended Promotions Committee meeting on May 9 to discuss preparations of Open Air markets and Kid's Fest. Distributed flyers to 50 local businesses and locations. • Attended and produced Canton Main Street ~nancials for presentation at the CMS Board meeting on May 30. • Assisted with promotion of first Farmer's Market on June l, including~ o Placing advertising in the Fulton Democrat, Canton DailyLedger, Pekin Times and the Independent Shopper. o Distributing flyers to 501oca1 businesses and locations. o Scheduling radio sponsorship of the weather on WBYS and WCDD radio. o Coordinating purchase of Farmer's Market bags to sell in Jones Park on each Saturday of the Market through September. Website • In May, www.cantonillinois.or~ had 35,490 pages views, with 13,294 unique IP addresses. • In May, the www.visitcantonil.or~ had 3,230 page views, with 1,436 unique IP addresses. RED DOG FUNDRAISER EVENT TO BE HELD JULY 12, 2013 AT BILLY'S TAP A special event request was submitted from Billy's Tap for the Red Dog event to be held on July 12, 2013. The funds raised for this event will be sent to cystic fibrosis. A certificate of insurance will be submitted prior to the event. Motion was made by Aldermen West/Justin Nelson to send to Council for consideration. The motion carried by voice vote and was unanimous. DISCUSS, CONSIDER AND VOTE ON AN ORDIANNCE VACATING THE RIGHT OF WAY KNOWN AS MANUFACTURE'S CIRCLE AT THE INDUSTRIAL PARK. Keith Plavec suggested tabling this item until the next committee meeting. Motion was made by Aldermen Putrich/Pasley to table the item until the next meeting. The motion carried by voice vote and was unanimous. 61 EAST SIDE SQUARE Missy Towery reported that she spoke with a business owner today regarding an interest in 61 East Side Square. Missy will continue to follow up with the interested business and report back. Alderman Justin Nelson said a real estate agreement for 61 East Side Square expires the end of June. It was suggested that the agreement be extended for six months. Motion and second were made by Alderman lustin Nelson/Pasley to send to Council for consideration. The motion carried by voice vote and was unanimous. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JEREMV PASLEY, CHA/RMAN ADJOURNMENT The ee n djou ed at 8:45 pm. > g"` Diana Pavley City Clerk