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HomeMy WebLinkAbout11-12-2013 Clerical Committee Meeting Minutes CLERICAL COMMITTEE Tuesday November 12, 2013 6:30 p.m. Donald E. Edwards Way 50 North 4t" Avenue Canton IL 61520 Aldermen in attendance: Craig West, Tad Putrich, Dave Pickel, Justin Nelson, Gerald Ellis, John Lovell, leremy Pasley Staff in attendance: City Treasurer Kathy Luker, City Clerk Diana Pavley-Rock, Attorney Nancy Rabel, Mayor Jeffrey Fritz, Police Chief Kent McDowell, Fire Chief Tom Shubert, City Engineer Keith Plavec, Community Service Director Jason Strandberg, Spoon River Partnership Missy Towery, Comptroller Caty Campbell, WTP Superintendent Greg Pollitt, Joe Ginger Video Services. News Media- Daily Ledger FINANCE ALDERMAN JUSTIN NELSON, CHAIRMAN BILL LIST This month's bill list is approximately 2.2 million dollars. Two million dollars is for the water/sewer bond project payments. TREASURER'S REPORT The Treasurer's report for the month of October reflects the total co-mingled cash in the general fund at $187,576.04. There are a few accounts that are negative within the co-mingled funds. The general fund is negative due to the City having three payrolls during the month of October. The AFSCME retro pay for settling the union contract was also issued during the month of October. The firefighter's holiday pay was issued during the month of October. The City also paid back the Library for the IMRF funds during October... thus causing these funds to be negative. • The total overall investments are 7.5 million dollars. • The budget comparison report reflects the City is over the 50% mark after six months for the revenues and expenses. This is due to payouts, pensions, overtime, holiday pay and back-pay. The YTD figure is negative$49,564.00 for the six months. • The Water/Sewer fund is at 47.3% YTD. The meter department is currently over budget due to the recent purchase of ineters. • The special revenue fund shows the balance of some of the bonding expenses that took place during the month of October. The City has not received the Illinois Jobs now funds yet, but they should be received in November. • The TIF 1 and TIF 2 fund reflects the expenses approved. • There were no property taxes paid during the month of October. � The DECA loan reflects A-Z delinquent Motion and second were made by Aldermen Justin Nelson/West to send the bill list and treasurer's report to Council for consideration. The motion carried by voice vote and was unanimous. FIRE DEPARTMENT CAPITAL IMPROVEMENT. REPAIR OR REPLACEMENT FUND Treasurer Luker explained that an email was sent on April 29, 2011. At that time the depreciation accounts were closed and moved to investment accounts for the general fund. The only one that did not receive the capitalization purchase was the fire department. At that time the balance was approximately$220,000.00. The request is to take this from the general fund reserves and place this money into the fire department capital improvement, repair or replacement fund. This will be used for a capital asset purchase in the future. Motion and second were made by Aldermen Justin Nelson/Putrich to send to Council for consideration. The motion carried by voice vote and was unanimous. BROKER/ENERGY PURCHASE OF GAS AND ELECTRICITY FOR THE CITY OF CANTON-BROKER Comptroller Caty Campbell explained that this project is from the municipal aggregation. Four companies responded and were interested in working with the City. The following companies and representatives addressed the committee: George Hall- Dacott Energy Services LTD George explained that he has been an agent for Dacott Energy Services since 2009 and is involved in commercial and industrial accounts. The information about the company was distributed for review. George gave a brief overview of some of the services offered by the company along with his qualifications. George encouraged anyone to contact him directly with any questions. Mark Hoover-Consumer Energy Solutions Mark was not able to attend the meeting; however he did forward some information to the City for review. Jerod McMorris-Good Energy Jerod distributed information from Good Energy for review and gave a brief explanation on the company. Jerod explained that his office is located in Peoria and would encourage anyone to contact him with questions. Mark Pruitt-ICCAN Mark distributed information for review and gave a brief explanation on the company. Motion and second were made by Aldermen Justin Nelson/Putrich to send to Council for consideration. The motion carried by voice vote and was unanimous. WTP HIGH-SERVICE PUMP NO. 1 MOTOR & CONTROL REPLACEMENT PROJECT ORDERED EQUIPMENT BID RESULTS The large pump motor failed at the WTP and must be replaced. The electrical engineer has looked at the motor and the work is progressing. Some of the electrical components have been purchased. The amount of the electrical components total $11,900.00. This has been ordered to allow for delivery time. There are four bidders for the project that will be due November 18, 2013. The request is to approve the $11,900.00 expense to Schneider Electric for the parts and send to Council for approval. The request also includes sending the bids to Council without recommendation. Motion and second were made by Alderman Justin Nelson /West to send to Council for consideration the $11,900.00 for Schneider Electric for the parts. The motion carried by voice vote and was unanimous. Motion and second were made by Aldermen Justin Nelson/West to send the bid results to Council without recommendation. The motion carried by voice vote and was unanimous. APPLICATION FOR PAYMENT NO. 3 AND FINAL FROM ROY KEITH ELECTRIC FOR THE SOUTH SIDE SEWAGE PUMPING STATION ENGINE GENERATOR IMPROVEMENTS IN THE AMOUNT OF 6 940.75. This would be a bond related expense. Motion and second were made by Aldermen Justin Nelson/Putrich to approve the application for payment no. 3 and final from Roy Keith Electric for South Side Sewage Pumping Station engine generator improvements in the amount of$6,940.75. The motion carried by voice vote and was unanimous. INVOICE FROM OBERLANDER ELECTRIC FOR THE WTP- COLLECTOR WELL TELEMETRY STANDBY GENERATOR AT BANNER TWP IN THE AMOUNT OF $13.230.00. This is a bond related project. This puts backup power at this location. , Motion and second were made by Aldermen lustin Nelson/West to send to Council the approval of invoice from Oberlander Electric for WTP Collector Well Telemetry standby generator at Banner twp in the amount of$13,230.00 The motion carried by voice vote and was unanimous INVOICE 1342802 FROM UCM FOR THE 2013 MFT PROJECT IN THE AMOUNT OF 519.340.24 Motion and second were made by Aldermen Justin Nelson/Putrich to send to Council for approval the invoice 1342802 from UCM for the 2013 MFT project in the amount of$19,340.24. The motion carried by voice vote and was unanimous. INVOICE FROM HOLTHAUS COMPANIES FOR WTP SLOPE ROOF REPAIRS PROJECT IN THE AMOUNT OF $15.360.00 This is the replacement of the roof on the original building. The work is complete and is a bond related expense. Motion and second were made by Aldermen Justin Nelson/West to send to Council for approval of the invoice from Holthaus Companies for the WTP slope roof repairs project in the amount of$15,360.00. The motion carried by voice vote and was unanimous. INVOICE FROM HOLTHAUS COMPANIES FOR WTP SHINGLE ROOF REPAIRS PROJECT IN THE AMOUNT OF $25,413.72. This is a project on the eastside of the building that removed and replaced the shingles on the roof. This would be a bond related expense. Motion and second were made by Aldermen Justin Nelson/Putrich to approve the invoice from Holthaus Companies for WTP shingle roof repairs project in the amount of$25,413.72 The motion carried by voice vote and was unanimous. IDOT REQUEST FOR EXPENDITURE FOR 2013 MFT An increase would take place in the amount of$60,000.00. Motion and second were made by Aldermen Justin Nelson/Putrich to approve the IDOT request for expenditure for 2013 MFT and send to Council for consideration. The motion carried by voice vote and was unanimous. IDOT RESOLUTION FOR 2013 MFT Motion and second were made by Aldermen Justin Nelson/Putrich to send to Council for consideration. The motion carried by voice vote and was unanimous. DISCUSS. CONSIDER AND VOTE ON THE PURCHASE AND INSTALLATION OF THE UPGRADED TURBIDIMETER SYSTEM FOR THE WATER TREATMENT PLANT. Greg Pollitt explained that a quote was submitted for the replacement of this equipment. This equipment was mandated by the EPA in the late 90's. The equipment needs to be replaced and would be a bond related expense. Motion and second were made by Aldermen Justin Nelson/West to approve the purchase of the equipment for a price of$19,532.06 and send to Council for consideration. The motion carried by voice vote and was unanimous. The finance committee adjourned at 7:59pm. LEGAL&ORDINANCE ALDERMAN CRAIG WEST, CHA/RMAN MOVING THE WATER MAIN ON NORTH MAIN STREET FOR THE SEDGWICK BUILDING The water main is on Cypress Street and the project originally started when the golf course developed the lots along Cypress Street. The City put in the water main along the south side of the lots from 4th Avenue to Main Street. The part that was purchased by Ralph Sedgwick has a water main that runs across the middle of it. Ralph said the building as proposed would sit on top of the water main. The owner would have to pay the cost to relocate the water main. The request is that the City would consider relocating the water main at their cost to help with the project. Public Works Director Bill Terry called to get unit prices. To use City crew to relocate the water main would cost $2,500.00 in materials. If a fire hydrant would be needed that would raise the material cost to$4,500.00. The work would not begin until a final plan is presented from Ralph Sedgwick. If the City does not have to move it, the City would not move it. A new EPA permit would need to be issued. (There would not be a permit feej Alderman Putrich explained that this will be a very nice addition to Canton and will help generate revenue so the City should help assist in the owners efforts. Motion and second were made by Aldermen West/Justin Nelson to send to Council for consideration in helping with the expenses of moving the water main. The motion carried by voice vote and was unanimous. PRE-ANNEXATION AGREEMENT WITH BRYON TINDALL- 540 WEST HICKORY Motion and second were made by Atdermen West/Putrich to send to Council for consideration. The motion carried by voice vote and was unanimous. LEE MILLER'S CONCERN WITH CITY BLOCKAGE OF ALLEY BETWEEN EAST PINE AND EAST WALNUT FROM 8T"AVENUE TO 11T"AVENUE. Lee Miller is a resident at 906 East Pine. Lee explained to the committee that he is opposed to the blocking of the alley from 8th Avenue to 11t"Avenue. Lee explained that he feels the safety of the residents in the area would be compromised if the alley was blocked by not allowing emergency vehicles to use the alley. Since the barricade went up people are now using his driveway as a turning point which he does not like. He would like to have the barricade removed. The safety of this area will be evaluated and will be brought back to the next Streets and Garbage committee meeting for further discussion. Public Safety Director Bill Terry and Zoning Director John Kunski will work together in evaluating the safety of this area. Motion and second were made by Aldermen West /lustin Nelson to send to the next Streets and Garbage committee meeting for further discussion. The motion carried by voice vote and was unanimous. REVIEW AND DISCUSS CHANGES TO THE CITY OF CANTON MEETING SCHEDULE. Alderman Jim Nelson explained that he wanted to begin discussion on looking at changing the business of the City of Canton to two meetings instead of four meetings per month. The City spends a lot of time discussing items that could potentially be taken care of at the first meeting. Alderman Jim Nelson said he would like to look at this change at the beginning of the next fiscal year. The proposal that Jim is making would have just the Council meetings twice per month. Attorney Rabel said she would be happy to do research with other communities to see how they schedule their meetings. Attorney Rabel will bring back additional information for further discussion. DISCUSS. CONSIDER AND VOTE ON ANNEXATION OF FRESH FIRE CHURCH City Engineer Keith Plavec and Community Services Director Jason Strandberg requested some additional time to do some research on the annexation of Fresh Fire Church. This will be sent to the next legal and ordinance committee agenda. DISCUSS. CONSIDER AND VOTE ON AN ORDINANCE ESTABLISHING PENALTIES FOR CODE VIOLATIONS THAT ARE NOT SPECIFIED ELSEWHERE The main discussion of this item is to be able to enforce some of the ordinances by having penalties established for various code violations that are not specified elsewhere. Motion and second were made by Aldermen West/Putrich to send to Council for consideration. The motion carried by voice vote and was unanimous. DISCUSS, CONSIDER AND VOTE ON AN ORDINANCE AUTHORIZING THE LEASE OF MUNICIPALLY OWNED REAL PROPERTY. This was a dispute between two landowners. One of the land owners amended the lease and is having a conflict with another land owner. The new ordinance was created to help resolve the dispute between the two lease holders. Motion and second were made by Aldermen West/Putrich to send to Council for consideration. The motion carried by voice vote and was unanimous. DISCUSS. CONSIDER AND VOTE ON AN AMENDMENT TO ORDINANCE#3021 (AN ORDINANCE AMENDING CHAPTER 16 (CITY ADMINISTRATOR) OR TITLE 1 (ADMINISTRATIONI OF THE CANTON MUNICIPAL CODE. City Clerk Diana Pavley explained that this section of the code needs to be modified due to the language for the City Administrator. A new ordinance will be drafted to amend this section of the code. Motion and second were made by Aldermen West/Putrich to authorize the City Attorney to draft a new ordinance to amend this section of the code and to send to Council for consideration. The motion carried by voice vote and was unanimous. STINAUER 5T"AVENUE TIF PROPOSAL This is on the agenda to get the TIF proposal approved. There was previous discussion about the amount that would be allowed as "capped". Since there was nobody in the audience to speak on the subject the recommendation was to send the proposal to Council as presented. Alderman Jim Nelson recommended having the numbers in place on the TIF funds and the amount that was promised before additional amounts are approved. Attorney Rabel explained that there needs to be a policy put into place for the requests that are being submitted. Mayor Fritz suggested following up with our TIF administrator Steve Kline about developing a policy to work from. Motion and second were made by Aldermen West/Nelson to allow Alderman Putrich to be exempt from voting due to his property being located within the TIF district. The motion carried by voice vote and was unanimous. Motion and second were made by Aldermen West/Justin Nelson to send to Council as is for consideration. The motion carried by voice vote and was unanimous. DISCUSS. CONSIDER AND VOTE ON AN ORDINANCE DECLARING SURPLUS REVENUE IN THE CANTON 1/DOWNTOWN 5T" AVENUE TIF DISTRICT SPECIAL TAX ALLOCATION FUND AND AUTHORIZING PAYMENT OF THAT SURPLUS REVENUE TO THE FULTON COUNTY TREASURER FOR DISTRIBUTION TO THE AFFECTED TAXING DISTRICTS ON A PRO RATA BASIS FOR TAX YEAR 2012 PAYABLE 2013. Motion and second were made by Aldermen West/Pasley to excuse Alderman Putrich from voting due to his property located within the TIF district. The motion carried by voice vote and was unanimous. Motion and second were made by Aldermen West/Nelson to send to Council for consideration. The motion carried by voice vote and was unanimous. DISCU55. CONSIDER AND VOTE ON REQUEST TO CHANGE PUBLIC COMMENT RULES. Alderman Jim Nelson suggested changing the cutoff to Tuesday at 5:OOpm the day of the meeting. Visual aids would be allowed. Motion and second were made by Aldermen West/Nelson to send to Council for consideration. The motion carried by voice vote and was unanimous. DISCU55 CONSIDER AND VOTE ON A RESOLUTOIN APPROVING AND AUTHORIZING THE EXPENDITURE OF TIF FUNDS FOR JOB TRAINING THROUGH SPOON RIVER COLLEGE. Carol Davis explained that she is at the meeting representing both Spoon River College and the Spoon River Partnership for Economic Development regarding the expenditure of TIF funds for job training through the college. Carol provided the following data: In the last year 403 people were enrolled in the key training program. This program is offered at no cost by Spoon River College to participants. This training prepares them for the work keys examination. This represents 2,342.5 study hours put in by the participants during this timeframe. Of the 403 people enrolled in the class 63% took the examination. Of those that attempted the test 97% passed the exam. The four examinations that they take are: Reading for Information, Locating Information, Applied Math and Workplace Observation. These are the top four areas that employers want employees to show proficiency in. These tests provide the evidence base to show that they have the skills. The cost per test remains $25.00 per person. The individuals that are not hired at Cook will have evidence base for other jobs that they might want to try to get. Some of the individuals that have taken the exams have received jobs in other places. Although this is a TIF eligible workforce training program for TIF 1, they may still be hired by other employers. When other employers have job openings, the individuals that have taken the exams are notified of job openings at other businesses. Currently Cook's investment to date in Canton is 51.6 million dollars. They currently have 180 employees to date. 60 of these employees have been hired since last year. Cook has had a 112% growth with less than a 6% turnover rate. 125 of the 180 employees have Canton addresses. 173 of the 180 employees are Fulton County residents. Spoon River College does not receive a profit from the program; however they are making economic development by offering it. Carol explained that many people want to get to work; however they do not have the money for the training that is needed. Motion and second were made by Aldermen West/lustin Nelson to have Alderman Putrich exempt from voting due to his property located within the TIF district. The motion carried by voice vote and was unanimous. Motion and second were made by Aldermen West/Pasley to send to Council for consideration for the cost of the testing for 22 applicants per month for one year- not to exceed $6,500.00. The motion carried by voice vote and was unanimous. DISCUSS, CONSIDER AND VOTE ON A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF CANTON AND TRUE VAWE. A final contract will be prepared next week. A certificate of insurance is still pending receipt. It was determined last week that the City would pay the taxes for the True Value Garden Center Lot. Alderman Jim Nelson explained that since this is in a TIF district the City will be receiving any increase in value back. Motion and second were made by Aldermen Justin Nelson/West to send the agreement (with the $10.00 per year lease and the City paying the taxes)to Council for consideration. The motion carried by voice vote and was unanimous. DISCUSS. CONSIDER AND VOTE ON AN ORDINANCE APPROVING AND AUTHORIZING THE EXECUTION OF A REDEVELOPMENT AGREEMENT BY AND BETWEEN THE CITY OF CANTON AND FULLER'S JEWELRY INC. Motion and second were made by Aldermen West/Justin Nelson to excuse Alderman Putrich from voting due to his property being inside the TIF district. The motion carried by voice vote and was unanimous. Motion and second were made by Aldermen West/Justin Nelson to send the ordinance to Council for consideration. The motion carried by voice vote and was unanimous. DISCU55. CONSIDER AND VOTE ON THE JOHNSON LAKE LOT LEASE ACQUISITION. Community Service Director Jason Strandberg explained that four years ago a gentleman that leased lot 8 at the North Shore Addition (24481 East North Shore Drive) passed away. The trailer has been sitting on the lot abandoned. The lease has not been paid for several years. Attorney Bruce Beal has been working on the legal aspect of the lease. The lease will be back in the City's name by next week. The neighbor (Sam Smith) has been taking care of the property for the past four years. Sam Smith said that if he could get the lease, he would get rid of the trailer. According to state statute when the City wants to lease out the property they must post it in the newspaper no less than 15 days and no more than 30 days that the City intends to lease the property. City Engineer Keith Plavec explained that this subdivision is currently being platted. Keith further explained that conversation has taken place about getting this area sub-divided and then possibly looking at selling these lots to try to get out of this area. We would keep the property along the lake to control people from building up against the lake. Once the properties were sold, the proceeds could be placed into an escrow account so they could maintain the private roadway. Keith asked if the City wants to enter into a long-term lease that could hamper the City in the future. Keith asked if the City could sell this to him instead of worrying about a lease in the future. Currently there are 16 leases in this sub-division which all originated as 99 year leases. Keith Plavec said that currently when people come in they have a hard time getting loans because they don't own the property. The trailer on this lot is a perfect example---- this is probably all they could get a loan for. The lease for Sam Smith would be concurrent with his current lease if approved. Motion and second were made by Aldermen West/Justin Nelson to begin the process of posting in the paper. The motion carried by voice vote and was unanimous. HOME ON WEST LOCUST DAMAGED FROM A FIRE Justin Nelson asked what is taking place with the house behind the Cattle Drive Meat Market on East Locust that burned in a fire several months ago. Attorney Rabel will bring back additional information at the next committee meeting. Attorney Rabel has been communicating with their attorney. They are in the process of transferring ownership and some issues came up that slowed down the process. UPDATE ON PROPERTY ON 14T"AVENUE (HARRIS PROPERTY) Attorney Rabel explained that she has a list of violations on the property. A court date is currently scheduled during the month of December. Attorney Rabel will proceed with a demolition if needed after the court date. The legal and ordinance committee adjourned at 9:02pm. COMMUNITY& INDUSTRIAL DEVELOPMENT ALDERMAN TAD PUTRICH, CHAIRMAN UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR GENERAL ECONOMIC DEVELOPMENT POINTS RETAIL/COMMERCIAL/INDUSTRIAL DEVELOPMENT • Attended and participated in Recruitment of Business committee meetings and provided feedback to chairperson. • Met with Greystone Realty out of Peoria who was in Canton looking for properties for one of their retail clients. I then met with a local business/property owner concerning Greystone's interest in their property. • Provided Greystone Realty the Canton Area Development Guide and other Canton property information as a follow up. • Attended and participated in Transportation Committee meeting. Produced Transportation Committee's Strategic plan document. Submitted Resolution to support construction improvements of Illinois U.S. Route 24 from Kingston Mines to Banner to SPRED Board of Directors. • Lunch meeting with Congresswoman Bustos that included: Mayor Jeff Fritz, Carol Davis and Susan Miller where we were able to discuss priorities for Canton and Fulton County. • Attended Keller-McIntyre meeting and then provided Canton tour to Tom Keller where I was able to share priorities. • Contact with available property owner concerning interest from a realty firm. Offered SRPED assistance and shared information that they could share with the firm. BUSINESS DEVELOPMENT, ATTRACTION AND SUPPORT • Provided advocacy to downtown business person and encouraged her to contact her aldermen. • Phone discussion with local business owner looking to move a business and what incentives may be available. • COOK Site Visit • Shared Medical Tax Device repeal information with e-mail list serves. • Continued contact with business on their expansion plans. OTHER • Participated in Canton Main Street Coffee • Presented at Fulton County Mayor's Meeting • Attended and participated in special organizational meeting for Canton Main Street • Lunch meeting with Mayor Fritz Alderman Putrich asked to have a letter of support sent to the congressman for the medical tax repeal from the City. Motion and second made by Aldermen Putrich/Justin Nelson to send to Council for consideration. The motion carried by voice vote and was unanimous. MISSION AND VALUES STATEMENT FOR THE CITY OF CANTON A committee has been working on the mission and values statement for the City of Canton. The mission statement is "We partner within our community to deliver essential services, inspire citizens, and strengthen our future." The values are: Community, Caring, Family, Service, Teamwork Motion and second were made by Aldermen Putrich/West to send to Council for consideration. The motion carried by voice vote and was unanimous. PARKING SITUATION ON WEST SIDE OF SOUTH AVENUE 100 FEET NORTH OF EAST HICKORY There have been some accidents on the street. Making this area no parking would make it consistent with the other areas. It is recommended by Chief McDowell to make this area no parking. Motion and second were made by Aldermen Putrich/Justin Nelson to send to Council for consideration. The motion carried by voice vote and was unanimous. ROUTE 24 RESOLUTION Mayor Fritz explained route 24 is a short term goal to coincide with the long term plan of 336 for road projects. The partnership has signed a resolution supporting route 24—the City is being asked to sign a resolution in support of route 24. Motion and second were made by Aldermen Putrich/Justin Nelson to send to Council for consideration. The motion carried by voice vote and was unanimous. The community and industrial committee adjourned at 9:10pm. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JEREMY PASLEY, CHAIRMAN COMMUNITY SERVICES DIRECTOR EMPLOYMENT AGREEMENT. Motion and second were made by Aldermen Pasley/Putrich to adjourn into executive session to discuss. (51LCS 120/2 (c ) (1) The motion carried by voice vote and was unanimous. The Negotiations, Grievance &Personnel committee reconvened at 9:35pm to discuss the Community Service Director Employment Agreement. Motion and second were made by Aldermen Pasley/Putrich to approve the Community Services Director Employment Agreement and send to Council for consideration. The motion carried by voice vote and was unanimous. EMPLOYEE APPRECIATION LUNCHEON Mayor Fritz announced that he will be sending invitations out in this week's payroll for an employee appreciation (uncheon on Friday, December 6, 2013 at Big Rack's Steakhouse. The aldermen, employees and retirees from this calendar year are invited. This luncheon is not paid by the City of Canton, but paid by Mayor Fritz. ADJOURNMENT Motion was made by Alderman Pasley/Justin Nelson to adjourn. Th ' a� 'ttee Meeting adjourned at 9:45pm. Diana Pavley-Rock �e � City Clerk