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HomeMy WebLinkAbout03-25-2014 Mechanical Committee Meeting Minutes MECHANICAL COMMITTEE OF CANTON CITY COUNCIL Tuesday March 25, 2014 6:30 pm Donald E. Edwards Way Historic Depot 50 N. 4th Avenue Canton II 61520 Aldermen in attendance: Aldermen Tad Putrich, Jim Nelson, Dave Pickel, Gerald Ellis, John Lovell, Jeremy Pasley, Justin Nelson Aldermen absent: Alderman West Staff in attendance: Attorney Nancy Rabel, Mayor Jeffrey Fritz, City Clerk Diana Pavley-Rock, Treasurer Kathy Luker, Police Chief Kent McDowell, Fire Chief Tom Shubert, City Engineer Keith Plavec, Community Service Director Jason Strandberg, Comptroller Caty Campbell, Public Works Director Bill Terry Media in attendance: The Daily Ledger, Fulton Democrat Others in the audience: Eric Shangraw, Jay Smith, Keith Deppermann Video Services by: Joe Ginger PUBLIC SAFETY&TRAFFIC ALDERMAN JIM NELSON, CHA/RMAN POLICE REPORT A copy of the police report was distributed for review and is on file in the Clerk's office. Motion and second were made by Aldermen Jim Nelson/Lovell to send the police report to Council for consideration. The motion carried by voice vote and was unanimous FIRE REPORT A copy of the fire report was distributed for review and is on file in the Clerk's office. Motion and second were made by Aldermen Jim Nelson/Lovell to send the fire report to Council for consideration. The motion carried by voice vote and was unanimous. FIRE DEPARTMENT STAFFING Chief Shubert explained that the fire department currently has two firefighters that have been offered positions in other cities. They are currently in their last step of the hiring process so both of the firefighters could be leaving during the month of April. The request is to have approval for the police and fire commission to move forward and hire an officer from the current list. The department already has one position (inspector) that has not ever been filled. Another firefighter has expressed interest in retiring later this fall which would contribute to the need to hire an additional office now so that appropriate training can take place. Motion and second were made by Aldermen Jim Nelson/Lovell to send to Council for consideration the hiring of an additional firefighter contingent that one of the officers passes their last step of the testing for the department that they will be transferring to. The fire union recently took steps in the new contract that will require any employee that leaves during their probationary period to reimburse the City back for expenses incurred. The motion carried by voice vote and was unanimous. DISCUSSION OF CHANGING CITY MEETINGS FROM 4 PER MONTH TO 2 PER MONTH Alderman Jim Nelson suggested moving this item back to committee for further discussion. A sample agenda for a two meeting per month schedule will be prepared for review. DISCUSSION OF ORDINANCE ON ADMINISTRATION TICKETS Attorney Rabel explained that the City is looking at having the option of paying ticket violations in house within 15 days to prevent the need of going through the court system. The disorderly conduct, nuisance, barking dogs, tall weeds/grass are commonly used ordinances used in code enforcement that are being reviewed. Currently the City ordinances are taking a great amount of time in the court system. The administrative fees would be less if they would be paid at the City by eliminating the cost of court system. As an example: A $25.00 fine with the City would cost $119.00 if paid by going through the court system. If the ticket is not paid at the City within 15 days it would then be moved into the court system. Attorney Rabel explained that this is a big change and would recommend having some input. This item could go back to committee for further discussion so proper research, review and training could take place with the officers prior to the changes. This will be placed on the next legal and ordinance agenda for finalization. The Public Safety &Traffic Committee adjourned at 6:50pm STREETS& GARBAGE ALDERMAN DAVE PICKEL, CHA/RMAN SOLID WASTE DISPOSAL BIDS On February 21, 2014 the City received two bids for the solid waste disposal. The City currently takes the waste to Waste Management's facility in Macomb. The contract expired March 1, 2014, but Waste Management has extended the contract at$40.00 per ton during this period. A bid document was structured that looked at a 15 year period. It started with a base period of 5 years and then the City would have the option of taking another 5 years, and then another 5 year period. Two bids were received. The first bid was from Peoria Disposal Company. This company would take the disposal to the Indian Creek Landfill by Hopedale II (South of Tremont) The second bid was from Waste Management. This company would take the disposal to their enviro fill landfill by Macomb II. Hopedale is approximately 47.7 mile travel distance. Macomb is approximately 41.2 mile travel distance. A bid tab was distributed for review. The City is currently paying $40.00 per ton at approximately 4300 tons per year. PDC offered for the first year a price of $30.00 per ton. Waste Management offered for the first year a price of$38.00 per ton. The prices would then escalate each year. By the 15th year the price is $49.91 with Peoria Disposal Company and $65.50 with Waste Management. A comparison was also taken into consideration with the travel costs included. The total estimated savings over the first 5 year period would be $167,000.00. Over the next 5 year period the savings would be $213,000.00. Over the last five year period the savings would be $342,000.00. Over the life of the contract the savings would be approximately$722,000.00. The Hopedale facility with Peoria Disposal Company is permitted for the type of waste that Canton delivers. The recommendation is to draft a 15 year contract with Peoria Disposal Company. If the City would decide to make some changes in the procedures for garbage pickup (privatizing)they would continue to offer the same tonnage prices in the contract. Motion and second were made by Aldermen Pickel/Ellis to send to Council for consideration the bid from Peoria Disposal Company. The motion carried by voice vote and was unanimous. SOLID WASTE DISPOSAL PROGRAM- GARBAGE TOTES AND RATES The City has been looking at the possibility of using a garbage tote system for garbage pickup. The garbage totes come in three difference sizes and offer a 10 year warranty. Many communities use the totes. The cost for the large tote is $55.00 each (assembled and delivered). The City could look at either charging the residence directly for the tote or including the cost in fees. The use of the totes by the garbage trucks help reduce workers compensation claims within the garbage department. The first question is : • Do you want totes: • Do you want the residents to pay for the totes up front • Do you want to have the residents billed at a per month cost as a reimbursement to the City for providing the totes. The small totes cause some problems by having the large items stuck inside the cans. These are discouraged by many other communities. Gabby Day costs the City approximately $12,000.00-$15,000 per year for the landfill and the fuel. Currently all residents pay for gabby days whether they use it or not. An option would be to move to a sticker (by purchase) program for the removal of large items. This would cause only those using the Gabby Days to pay for the services and prevent those that do not use the Gabby Day from paying for the services. Alderman Pickel explained that it is important that the garbage route become self sufficient. The Council must raise the rates. The last time rates increased was in 2007 and at that time the increase was only from $8.00 to $9.00. The garbage totes would make the community look better and would also cut back on back and knee injuries within the garbage department. Alderman Pickel suggested the City pay for the totes up front, and then be reimbursed in the bills. Alderman Pickel suggested getting rid of the gabby day program. The City could consider having a tag program that would allow citizens to get rid of large items for an additional cost. Alderman Jim Nelson said the City needs to look at increasing rates—which will not be popular; however he explained that the City must consider some changes. The Streets and Garbage Committee adjourned at 7:29pm. LAKE, BUILDINGS& GROUNDS ALDERMAN JOHN LOVELL, CHAIRMAN The Lake, Building & Grounds Committee adjourned at 7:29pm PUBLIC WORKS, WATER&SEWER ALDERMAN GERALD ELLIS, CHAIRMAN WATER. SEWER AND GARBAGE RATES The City is reviewing the rate structure for water, sewer and garbage. The next mechanical committee meeting could begin discussing the water and sewer rates after the garbage rates are determined. STORM BAR SCREEN IMPROVEMENTS Superintendent Joe Carruthers reported problems with the storm bar screen at the WWTP. The change order is to replace support beams at a cost of$22,565.00 from Kemper Construction. This is an item that needs to be taken care of immediately. Joe Carruthers is requesting approval to move forward at this point. The recommendation is to have the Mayor approve the project up to $10,000.00 to start the project as is currently allowed by ordinance. This will be placed under new business at the next Council agenda. The Public Works, Water& Sewer Committee adjourned at 7:54pm. ADJOURNMENT Motion and second were made by Aldermen Justin Nelson/Pickel to adjourn into executive session for the purpose of personnel and pending litigation. 51LCS 120/2 (C1) and (C11) No action will be taken after the executive session. The motion carried by voice vote and was unanimous. Roll Call: Alder le II, Ellis, Pickel, Jim Nelson,Jim Nelson, Putrich Diana Pav ey-Rock Q�l City Clerk