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HomeMy WebLinkAbout05/13/2014 Clerical Meeting Minutes CITY OF CANTON CLERICAL COMMITTEE Tuesday May 13, 2014 6:30 p.m. Donald E. Edwards Way 50 North 4th Avenue Canton IL 61520 Aldermen in attendance: Dave Pickel, Justin Nelson, Gerald Ellis, John Lovell, Jeremy Pasley, Craig West Aldermen absent Jim Nelson Staff in attendance: City Treasurer Kathy Luker, Mayor Jeffrey Fritz, Deputy City Clerk DeAnna Williams, Comptroller Caty Campbell, Fire Chief Tom Shubert, Police Chief Kent McDowell, WTP Superintendent Greg Pollitt, City Engineer Keith Plavec, Executive Director Spoon River Partnership Missy Towery, Community Service Director Jason Strandberg Video Services: 1oe Ginger In the audience: Jack Walker, Ted Strode, Richard Hamilton, Kevin Meade, Randy Stevens (IMRF Rep), Crystal Wilkinson, Harold Walker,Jeanette and Andy Ewing News Media- Daily Ledger FINANCE ALDERMAN JUSTIN NELSON, CHAIRMAN BILLS Treasurer Kathy Luker explained that this month's bill reflects a payment to the Parlin Ingersoll Library in the amount of$22,370.33 for the ERI payment of the IMRF loan. Motion and second were made by Aldermen Justin Nelson/Tad Putrich to send to Council for approval. The motion carried by voice vote and was unanimous. TREASURER'S REPORT Page one of the Treasurer's report reflects a balance for the unrestricted cash. The portion for the general fund is in the amount of$727,860.17. Page two on the schedule of investments reflects the TIF I account —the Capital Improvement Account. This has a current balance of 1.2 million dollars. Page three of the budget report (at the fiscal year end) the general fund revenues were down for the month of April. It should be at an average of 8.3%, but it was actually at 5.5%. One reason was because we did not have the payout for the replacement tax in the month of April. Overall the revenues for 12 months is at 96.4% which is a decrease of 3.6%. The general government expense is at 104.3% due to payouts at the beginning of the year, the engineering cost for the year, legal cost for the year, and some transfers made for to the cemetery for the year. The only other one that is over 100%for the year is the police expense which is at 101.6% due to payouts, pensions and overtime YTD. Treasurer Kathy Luker said that considering everything that has happened this past year these are all really very good numbers, but the revenues are still below the expenses for the year. The water and sewer revenues are down at 94.6% which is 5.4% below the 100% projected for the year. Expenses were also down at 92.8%. Overall there was a gain of$135,409.00 for the water and sewer account. Page four reflects the information for the taxes collected and the tax levy. Page five provides a recap of TIF I and TIF II. The TIF I reflects an amount due to the general fund in the amount of$285,083.98. TIF II reflects an amount due in the amount of$295,000.00 and $455,000.00 due to the general fund. Page six recaps the entire years worth of costs and expenses on the bond accounts. Page seven reflects the DECA fund with one DECA loan behind. The checking balance is $33,986.22. Alderman lustin Nelson asked if the Treasurer would highlight the TIF fund balances moving forward so everyone will be keeping a close eye on the TIF balances. Motion and second were made by Aldermen Justin Nelson/Tad Putrich to send to Council under the consent agenda for approval. The motion carried by voice vote and was unanimous. IMRF COMPLIANCE REVIEW Randy Stevens (IMRF representative) was at the meeting to report on a IMRF compliance review that took place on April 21, 2014 . Randy explained that he did not find any errors as a result of the audit. City Clerk Diana Pavley-Rock is the authorized agent with the City of Canton reporting monthly wages to IMRF. Diana has done a great job in the reporting procedures as reflected in the current audit. The audit is performed to protect the integrity of the pension system and to protect those employees that participate. IMRF is the second largest pension system in the state of Illinois. Illinois Municipal Retirement Fund is 97% funded. The employees that participate in IMRF will have a secure retirement plan and will not see some of the issues that are developing with some of the other pension systems. Randy further explained that he sent out information to the elected officials to complete. This information asks if their office meets the hourly standard for participation in IMRF. DISCUSS CONSIDER AND VOTE ON A RESOLUTION FOR A TAX ANTICIPATION LOAN WITH IPAVA STATE BANK Comptroller Caty Campbell explained that the tax bills have not been sent out yet. The City is looking at a possibility of not receiving the funds until the end of July. One of the largest bills will be due to MICA (insurance) in the amount of $457,000.00 and is due June 15, 2014. This creates a timing issue especially with the late revenue from the tax bills. Ipava State bank is willing to do a loan (lowest rate) to the City in the amount of 2.0%. If the City financed the payment with MICA it would be at a rate of 5.0%. The interest cost would be $6,500.00 with Ipava State bank as a line of credit for a six month loan up to $650,000.00. Motion and second were made by Aldermen Justin Nelson/Craig West to send to Council. The motion carried by voice vote and was unanimous. QUICK ELECTRICAL CONTRACTORS INC. INVOICE #3109 IN THE AMOUNT OF $26,800.00 FOR WWTP SLUDGE PUMP BUILDING ELECTRICAL IMPROVEMENTS. City Engineer Keith Plavec explained that this is a bond related project at the WWTP. Motion and second were made by Aldermen Justin Nelson/Tad Putrich to send to Council for approval. The motion carried by voice vote and was unanimous. DIXON ENGINEERING AGREEMENT FOR PREPERATION OF BID DOCUMENTS ON SMALL ELEVATED TANK REPAIRS. Dixon Engineering is a firm that specializes in water tank repairs and inspections. The City has used Dixon previously. The small tower is in need of repairs and is eligible for the bond funds which are taken from the TIF funds. An agreement to prepare the bid documents was distributed for review. This improvement was discussed previously at the strategic planning session. It is the recommendation of Keith Plavec to retain Dixon Engineering for the tank repairs. It would be paid for out of the bonding portion of the TIF eligible funds. Motion and second were made by Aldermen Justin Nelson/Craig West to send to Council. The motion carried by voice vote and was unanimous. DISCUSSION OF WATER AND SEWER RATES Two work sessions have taken place regarding the water and sewer rates. Last week discussion took place regarding the past rate increases. The operation and maintenance cost has increased, but the City has not raised the 0/M on the water for 14 years. The City has not raised the 0/M on the sewer for 10 years. The City is looking at increases for operation and maintenance. Treasurer Kathy Luker, Comptroller Caty Campbell, WWTP Superintendent Joe Carruthers, WTP Superintendent Greg Pollitt, and City Engineer Keith Plavec have worked together with the Mayor and Community Service Director Jason Strandberg on various options. The following options were presented. 1. The do nothing option- If you do nothing and continue to have projects that need to be repaired or completed the City will continue to fall behind with upcoming expenditures. 2. Flat fee increases for both water and sewer. The flat fee would be $6.00 per month for water and $6.00 per month for sewer and a .10 cent per 100 cubic feet increase on both water and sewer. With the number of customers it's projected that it would bring in $820,000.00 in revenue for just the flat fee increases. The cubic feet increase would generate another $146,000.00 in revenue. The two combined would be approximately $966,000.00 increased revenue. This proposal would also include annual increases based on the usage. The .10 cent per 100 cubic feet on water and a .10 cent per 100 cubic feet increase on sewer would take place each year. The average household increase would amount to$1.30 increase per month. 3. Staging the flat fee from $3.50 for both the water and the sewer flat fee up to$6.00. The .10 cent would be for both the initial and the re-curring. Alderman Putrich explained that option two would basically help get the City back to the point where we should have been within the last 14 years. The third option would phase in the revenue over a few years rather than the immediate revenue source coming from the increase immediately. Comptroller Caty Campbell explained that it is important to have a guaranteed source of revenue rather than relying completely on usage. Alderman Putrich said the longer the City waits the more we get behind. Motion and second were made by Aldermen Tad Putrich/Justin Nelson to send option three to Council. The motion carried by voice vote and was unanimous. LEGAL&ORDINANCE ALDERMAN CRAIG WEST, CHAIRMAN DISCUSS CONSIDER AND VOTE ON AN AMENDMENT TO THE ORDINANCE TO ALLOW CHICKENS WITHIN THE CITY LIMITS Attorney Rabel explained that one section of the code allows chickens within 150 feet of another residence, while another section of the code prohibits farm animals. This should be corrected to be consistent and agreed upon in the zoning regulations. Alderman Pickel suggested cleaning up the current code and allowing chickens if they are more than 150 feet from another residence. Motion and second were made by Aldermen Jeremy Pasley/Tad Putrich to allow chickens within the City limits 150 feet from the coup to another property line and fix the current code. The motion carried by voice vote and was unanimous. DISCUSS CONSIDER AND VOTE ON NO PARKING IN THE 400 BLOCK OF WEST CHESTNUT STREET Chief McDowell explained that he measured the roadway and the street meets the measurement requirements. Since the roadway meets the measurement requirements he would not recommend no parking in the 400 block of West Chestnut Street. AN ORDINANCE AMENDING TITLE 7 (HEALTH & SANITATION) CHAPTER 1 (NUISANCES) SECTION 3 (CONTROLLED SUBSTANCES) Attorney Rabel explained that this amends the penalty section of the code. Motion and second were made by Aldermen Craig West/Justin Nelson to send to Council. The motion carried by voice vote and was unanimous. AN ORDINANCE AMENDING TITLE 7 (HEALTH & SANITATION) CHAPTER 1 (NUISANCESI SECTION 4(DRUG PARAPHERNALIA CONTROL) Attorney Rabel explained that this amends the penalty section of the code. Motion and second were made by Aldermen Craig West/lustin Nelson to send to Council. The motion carried by voice vote and was unanimous. APPROVAL OF AN AGREEMENT BETWEEN THE CITY OF CANTON AND ESDA Chief McDowell explained that this agreement is a renewal for the City to use Chris Helle with the Fulton County ESDA. The new agreement is for a two year term instead of a one year term at the same rate. Motion and second were made by Aldermen Craig West/Putrich to send to Council. The motion carried by voice vote and was unanimous. APPROVAL OF AN AGREEMENT BETWEEN THE SPOON RIVER PARTNERSHIP FOR ECONOMIC DEVELOPMENT AND THE CITY OF CANTON Motion and second were made by Aldermen Craig West/Tad Putrich to send to Council. The motion carried by voice vote and was unanimous. APPROVAL OF AN AGREEMENT BETWEEN THE CITY OF CANTON AND THE CANTON SCHOOL DISTRICT FOR A SCHOOL LIASION OFFICER. Motion and second were made by Aldermen Craig West/Justin Nelson to send to Council. The motion carried by voice vote and was unanimous. APPROVAL OF A GARBAGE HAULER LICENSE FOR JOHN LEMON "LEMON-AIDE" Chief McDowell explained that the current ordinance does not allow the parking of garbage hauling in a residential area. Chief McDowell stated that Mr. Lemon provides valuable service to the citizens; however the City has received numerous complaints about where the vehicle is parked. Jason Strandberg explained there are some issues with the application. Alderman Putrich suggested sending this request back to committee to address some issues. Attorney Rabel further explained that the code enforcement officer said that the vehicle being parked in the City continually brings complaints. Additional complaints are made about garbage being stored directly on Mr. Lemon's property. GLOVER LAKE LOT LEASE Community Service Director Jason Strandberg explained that the Council is to approval any lake lot lease changes at Canton Lake. The property is located at 24724 East Lakeview Drive. A lease will be prepared to allow the changes. A posting will take place in the newspaper and a lease agreement will be brought back at a future Council meeting. DISCUSS AMENDMENT TO THE SMOKING ORDINANCE REGARDING E-CIGARETTES SMOKELESS TOBACCO AND THE AGE OF SALES Attorney Rabel explained that she would like to suggest a review and some changes in our current cigarette/tobacco ordinance. Our current ordinance states that the minimum age is 16 to purchase cigarettes; however the state age limit is 18 years of age. Our current ordinance does not address E-Cigarettes and smokeless tobacco sales or smoking E-cigarettes and smokeless tobacco in public places. Attorney Rabel further suggested amending the penalty section of the code so these would go through the settlement provisions. Attorney Rabel would like to increase the penalty to be more in line with the state penalties. The Council will need to decide if the e-cigarettes and smokeless tobacco would be prohibited in public. State law requires a person to be licensed before they can sell E-cigarettes or smokeless tobacco. Alderman Tad Putrich suggested changing our current ordinance age limit from 16 years of age to 18 years of age to purchase cigarette or tobacco. The City could continue to work on the remainder of the items as the FDA makes their final determination. Motion and second were made by Aldermen Craig West/Pasley to change the age limit from the age of 16 to the age of 18 and add E-cigarettes and smokeless tobacco for licensing . The penalty section will be amended to be between $100.00-$500.00. This will be send to Council for consideration. The motion carried by voice vote and was unanimous. DISCUSS AMENDMENT TO THE AGE FOR THE CURFEW ORDINANCE Officer Wages brought to Attorney Rabels attention that we have a one year gap in our curfew ordinance. The current curfew for 16 and 17 years of age is midnight on the weekends and 11:OOpm on the weekdays. The current curfew for 14 years and under is 11:OOpm on weekends and weekdays. The recommendation is to amend the ordinance so everyone under the age of 17 would have the same curfew. Motion and second were made by Aldermen Craig West/Tad Putrich to amend the ordinance so everyone under the age of 17 will have the same time restrictions which will be: Midnight on weekends and 11:OOpm on weekdays. This will be sent to Council for consideration. The motion carried by voice vote and was unanimous. COMMUNITY& INDUSTRIAL DEVELOPMENT ALDERMAN TAD PUTRICH, CHA/RMAN UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR Missy Towery explained that an invitation was distributed for the Canton Crossing Grand Re- Opening that will occur on Saturday, May 31, 2014 from 10:OOam-12:30pm. There will be inflatable's for the children and free food. This will also be the unveiling of the Snowman Studios mural for the building. This is an 80 foot mural. The families depicted on the mural are all local families and they will be invited to attend the event. GENERAL ECONOMIC DEVELOPMENT POINTS RETAIL/COMMERCIAL/INDUSTRIAL DEVELOPMENT Solicited two prospects as potential buyers on 61 East Side Square. Prepared for, attended and provided follow up work for Recruitment of Business Committee. Met with PEG Bandwith representatives to discuss their infrastructure in Canton. Discussed possible lunch and learn. Phone and e-mail conversations with Twin-Shores representative to discuss possible incentive packages and/or possible consulting services. Met with potential development prospect to discuss their project and facilitated the community connections they need to move forward. Phone calls and e-mails to inquire about the new Enterprise Zone Application. Attended Illinois Enterprise Zone Association Spring Conference May 8th and 9t". Submitted Governor Quin's proposed Highway Program information to the Transportation Committee of SRPED. BUSINESS DEVELOPMENT, ATTRACTION AND SUPPORT Met with 1611 East Chestnut property representative to make calls to potential retail prospects. Sent follow up information to the businesses we were unable to reach. Prepared and submitted retail recruitment packets to four potential retailers. Met with Mayor Fritz, Rick Klinedinst and Macomb representatives in Canton to discuss working together. Took them on a short tour of the downtown. Working with developer Evan Oliff on his Grand Opening and Mural reveal at Canton Crossing. Shared Sales Tax information with local business owner at his request after receiving information from City Treasurer. Prepared for a meeting with former Thai Restaurant owner, he did not show. I e-mailed him as a follow up and e-mail was no tonger valid. Site Visit to Giant Goose Ranch development. Provided Canton marketing materials and agreed to work on some follow up action from the visit. Shared retail contact information with CFC Properties Commercial Real Estate Manager. TOURISM REPORT See Dana Smith's attached report OTHER Presented at SRC Retirees Institute Meeting with Kathie Brown of U of I Extension and Christina Rogers of Itlinois Main Street to discuss Canton as a pilot project for a new curriculum U of I would like to introduce in their Urban and Regional Planning Department. Their goal is to work specifically with Main Street Communities. Prepared for and attended Canton Main Street Board meeting. Prepared for and ran the strategic planning session for SRPED Board of Directors. Attended Cruise-In and provided follow up action. General Marketing&Tourism • Midwest Living magazine has published a print article in their June issue, highlighting the restored downtown area, several local businesses, Emiquon Preserve, and encouraging readers to visit Canton. In addition, the magazine also posted three articles online by free-lance writer Heidi Lading, including reviews of the downtown, Bistro 101 and the Canton Harvester Inn. The magazine reaches over 850,000 subscribers, in addition to online viewers. Within five days of publication,three requests for information directly attributed to the article. • Articles on the Art on Main Fine Arts Festival and the Canton Farmer's Market appeared in the May issue of Illinois Country Living magazine, which reaches 3,500 subscribers. • Attended a meeting of the Peoria Area Convention &Visitors Bureau Tourism Committee on Monday, April 14 regarding National Tourism Week, May 5-11. • Worked with Kelvin Sampson at Dickson Mounds to design a web-based ad for the lllinois River Road National Scenic Byway website, featuring our largest tourism-based event, the Art on Main Fine Arts Festival. The ad is running on the IRRNSB website home page, as well as interior pages, and links to the Art on Main pages on the VisitCantonll.org website. • Toured the downtown area and participated in luncheon discussion on reciprocal support and sharing of information with representatives from Macomb, including their mayor, Chamber Director, and economic developer. Canton Main Street. • Participated in a conference call with Missy Towery; Kathie Brown University if Illinois Extension Service; and Christina Rogers, Illinois Main Street Director to develop plans for graduate students to conduct economic assessments of the Canton downtown area. The program is funded in part by a grant from Illinois Main Street, and will start at the end of May. • Continued to update Art on Main website, adding information, photos and sponsors to the pages on both Cantonlllinois.org and VisitCantonll.org. • Attended Art on Main committee meetings on April 15 and April 29. • Hosted organizational meeting for Farmers Market at the Historic Depot on Apri) 14 at 6:30 p.m. Well attended, and have four potential new vendors for the 2014 season. • Updated Farmer's Market database with new vendors. • Worked with Promotions Chair Carol Kohler to map out locations for semi permanent signage for Farmers Market and other Main Street events. Also worked with Carol and Snowman's Studio to review design of signage for the Farmers Market. • Prepared Canton Main Street minutes and financial reports for March. • Attended the Canton Main Street Board meeting on Tuesday, April 29 at First Christian Church at 5:30 p.m. • Traveled to Springfield, Illinois with Missy Towery to represent Canton Main Street at Main Street Day at the Capitol on Wednesday, April 2. Attended workshops and networked with or Main Street communities. • Continued to work with Canton Main Street President Cheryl Bielema and Organization Chair Amanda Atchley to follow-up with past CMS members who have not renewed their dues, including phone calls and a mailing. Website • Updated both websites, including adding 2014 events, Art on Main artist photos, and editing portions of the City side. • In April www.cantonillinois.or� had 24,880 pages views, with 14,921 unique IP addresses. • In April, the www.visitcantonil.or� had 3,617 page views, with 2,026 unique IP addresses. 61 EAST SIDE SQUARE Spoon River partnership Director Missy Towery explained that she has been talking to someone that is interested in 61 Eastside Square and will have further details next month. SPECIAL EVENT REQUEST FOR CANTON MAIN STREET FARMERS MARKET A special event request was submitted from the Canton Main Street for the Farmers Market to be held on Saturday's from June 7, 2014-September 27, 2014. The hours of the Farmer's market will be from 7:30am to 11:30am. The request includes closure of the north side of the CEFCU parking lot bordering Jones park. Motion and second were made by Aldermen Tad Putrich/Justin Nelson to send to Council. The motion carried by voice vote and was unanimous. SPECIAL EVENT REQUEST FOR BILLY'S TAP RED DOG EVENT A special event request was submitted from Billy's Tap for their annual Red Dog event to be held on July 11, 2014 from noon to 10:30pm. The request includes closure of 2"d Avenue. There will be an outside DJ. Motion and second were made by Aldermen Tad Putrich/Craig West to send to Council subject to proof of insurance. The motion carried by voice vote and was unanimous. RELOCATION OF IH WHISTLE FROM CITY HALLTO COOK MEDICAL Mayor Fritz said he was recently approached by several members of the community about relocating the IH whistle from City Hall to Cook Medical. Former Mayor Kevin Meade started the process of relocating the whistle during his administration and recently indicated that he would like to continue to help with the process of moving the whistle. Kevin Meade was at the meeting and further explained that Jack Walker and Ted Strode were also very active in the efforts of relocating the whistle. Bill Cook had a dream that the whistle would be moved back to the site and would be blown again. Kevin Meade explained that a legal agreement would need to be prepared indicating that the City still owns the whistle. A schedule would need to be determined on when the whistle would blow. A suggestion made was to blow the whistle daily at noon. Motion and second were made by Aldermen Tad Putrich/Jeremy Pasley to send to Council for the relocation of the IH whistle from City Hall to Cook Medical and to authorize the City Attorney to prepare an agreement for ownership of the whistle. The City will also make the appropriate repairs to the whistle prior to relocating it. The motion carried by voice vote and was unanimous. TIF FUNDING DISCUSSION Community Service Director Jason Strandberg wanted to remind everyone of the TIF funding process. Anytime someone comes to City Hall asking about funding from the TIF fund an application is provided to the interested party. The completed application is then sent to our TIF administrator (Steve Kline) for review. Steve then makes a determination if the person qualifies for TIF funding. Steve will prepare a TIF agreement that is presented to Counci) for consideration. Due to the lack of funds currently in the TIF account, Jason explained that he would like to have some direction from the Council. If the Council wants to "freeze" the TIF fund and slow down the application process the City needs to make sure proper processes are followed. The City currently pays Steve Kline as the TIF administrator. If the TIF funds are going to have a freeze placed on them, it would not make much since to pay him to review applications, and then have the Council deny every applicant due to lack of funding. Alderman lustin Nelson said that he would still like to see the applications and be able to make decisions as they are presented. Alderman Pickel agreed that he would also like to be able to see the applications. It was agreed that the City would continue to follow the same process. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JEREMY PASLEY, CHAIRMAN ADJOURNMENT Motion and second were made by Aldermen Justin Nelson/Tad Putrich to adjourn into executive session for the purpose of pending litigation and negotiations. 51LC5120/2 ( C)11 (C ) 6and (C )2 Roll call Alderman Pasley, Lovell,Justin Nelson, Ellis, West, Putrich, Pickel Diana Pavley-Rock City Clerk