HomeMy WebLinkAbout10-10-06 Clerical Committee Meeting Minutes
CLERICAL COMMITTEE MEETING
Tuesday, October 10, 2006 – 6:30 p.m.
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Historic Depot, 50 North 4 Avenue, Canton, IL
Larry Sarff, Kevin Meade, Les Carl, Eric Schenck, Rick Reed. (Those
names underlined are the committee members.)
Those in attendance: Aldermen Joe Berardi, Jim Hartford, Craig West,
Others in attendance: Mayor Rodney Heinze, City Clerk Nancy Whites,
City Treasurer Kathy Luker, City Attorney Chrissie Peterson, Public Works
Director Clif O’Brien, Police Chief Jeffrey Fritz, Fire Chief John Stanko,
Wastewater Treatment Plant Supt. Joe Carruthers, Water Treatment Plant
Supt. Greg Pollitt, Zoning Officer Clark Wilson, Maurer Stutz Inc. Keith
Plavec, Street Supt. George Spahn, SRPED Mark Rothert, Joe Ginger Video
Service. In the audience, from Daily Ledger John Froehling, WBYS Mark
Bixler, Journal Star Andrea Frampton, George Hall, and unidentified
gentleman and daughter.
Finance
Alderman Les Carl, Chairman
Bills. Motion
and second by West/Sarff, to send the bills to council for
their consideration. Discussion. City Attorney Chrissie Peterson will ask
Vandewalle & Associates to add the date on their individual bills, as
Alderman Berardi pointed out that some of the bills were lacking dates.
Voice vote, motion carried unanimously.
Treasurer’s Report.
City Treasurer Kathy Luker’s report for September
2006 shows $189,608.00 in revenues over expenditures on the General fund
for the year.
The Health Card Fund is still showing a negative balance. There are four
new depreciation accounts approved in September which were opened at
Ipava State Bank, the Canton Branch, as they were the highest interest rate
quoted from the local financial institutions.
On page 2 of the Treasurer’s report, it shows that the IH TIF account balance
was so low that two bills were paid out of the General Fund. (A portion of
Vandewalle’s bill and the Bell, Boyd & Lloyd bill.)
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Also the 2005 Alternate Bond Monies Investments recap will now be shown
monthly on the Treasurer’s report. Aldermen Carl asked if the interest rates
could be shown on the report. City Treasure Kathy Luker said yes.
Motion
and second by Aldermen West/Sarff, to forward the Treasurer’s
report to the council meeting. Voice vote, motion carried unanimously.
Budget Report.
City Treasurer & Budget Officer Kathy Luker included a
recap of original an amended budget ordinance, amended certified estimate
revenue by source, and one page of possible expenses when calculating the
general fund and water & sewer contingency amounts.
Kathy noted that in the General Fund amendments of $93,868 were made to
improve the budget. Water & Sewer amendments of $34,986 were made to
that fund. The overall decrease in the budget is $58,882 with a zero
contingency fund on both budgets. Discussion was given about various
amounts for the contingency funds.
Motion
and second by Aldermen West/Meade, to approve of 2% of the
General Fund expenses to be allocated to contingency expense for that fund.
Discussion. Alderman Carl thought Kathy’s suggestion of 1% was too low
and suggested 2%. Voice vote, motion carried unanimously.
Alderman Berardi wanted to hold up on designating the amount of
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contingency until information is received on the cost for 11 and Myrtle
project, which is now $198,000.00. Public Works Director Clif O’Brien was
asked how long that would be and he said about 60 days. Keith Plavec from
Maurer Stutz Inc. was asked to speak. Keith said he checked with the
bonding company as to what could be spent on this project, or if anything
could. The $198,000 can be used under the Bonding Fund and so can
televising and cleaning.
Motion
and second by Aldermen Meade/Sarff, to approve 4% of the Water
& Sewer Fund expenses to be allocated to contingency expense for that
fund, and refer to council for consideration. Voice vote, motion carried
unanimously.
TIF funds for Enterprise clean-up.
Alderman Carl mentioned that Ray
Jackson has reclaimed the property of Don Inmon on West Locust Street at
the Enterprise Industrial Park with estimated clean up cost of $86,000.
Alderman Carl recommended the City help with the clean-up cost by
donating $40,000.
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Motion
and second by Aldermen Sarff/Meade, to donate $40,000 from the
TIF Enterprise Fund to help with the expenses to remove the trailers from
the lot. Voice vote, motion carried unanimously.
336 Membership.
Alderman Carl reported that last year we allocated
$500.00. Alderman Carl said he was personally opposed but would offer
Motion
them some funds. and second by Aldermen Sarff/West, to grant the
336 Coalition $500.00. Discussion. Alderman Berardi said he would be
against until they quit using the funds for golf tournaments. Alderman
Sarff mentioned that a lot of support groups have to vest in the venture.
Voice vote, motion carried unanimously.
Payment #3 from Leander Construction for Kilroy Pumping Station.
Keith Plavec presented Application for Payment #3 from Leander
Construction Inc. for the City of Canton – Wastewater Collection System
Improvements – Kilroy Pumping Station. Keith said that Maurer-Stutz Inc.
has reviewed the application for payment and is recommending payment of
$247,956.75. Keith noted that Leander Construction requested that the
retainage be reduced from 25% to 10% for some of the larger stored items
(bar screen, pumps, and generator) and wanted to bring this to the
committee’s attention for final approval.
Alderman Carl referred this issue to Alderman Berardi because of his past
experience. Alderman Berardi said that the method used on this contract is
the same method of payment that has been used for the last 15 years. He
also said that other payment methods are being used today which include
paying a portion of the equipment up front (possibly 33%) and then making
following payments based on progress of manufacturing of the equipment.
It was noted that these are specialty items and are not pulled off of a shelf.
Motion
and second by Aldermen Sarff/West, that the Application for
Payment #3 be sent to council for consideration and Keith would provide
additional information prior to the Council meeting. Voice vote, motion
carried unanimously.
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Flow Monitoring at 11 & Myrtle Street.
Keith Plavec handed out a
packet of information received from the United States Geological Survey
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(USGS) for 11 & Myrtle Street. Keith explained that during a meeting
with Jim Kammueller and Lyle Ray with the Illinois Environmental
Protection Agency regional office out of Peoria, Jim told Keith, Clif O’Brien
and Joe Carruthers that the City of Rock Island is going through a similar
process with CSO’s and retained the services of USGS for flow monitoring
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and sampling. Keith said that he contacted USGS and met with them at the
site along with Joe Carruthers. USGS is presenting a proposal to monitor
dry weather flow, excess flow to the ditch, collect samples of the excess
flow, collect rain data and sent this information to the USGS website that the
City can have access to. He said the total cost for one year of service is
$34,000.
Alderman Berardi asked if anything was going to be done with the existing
wier in the overflow structure. Keith said no. Alderman Berardi asked if a
V-notch wier would be more accurate at obtaining flow data than the current
structure. Keith said yes, but that the USGS is proposing to collect flow data
using alternative methods. Alderman Berardi said that he saw on the
diagram in the packet that flow monitoring would be downstream of the
wier. It was discussed that funding for this work would not be able to come
from Bonding Funds in Keith’s and City Treasurer Kathy Luker’s opinion.
Motion
and second by Aldermen Sarff/Meade, refer to council for their
consideration. Voice vote, motion carried unanimously.
Bid opening results for Kilroy Sewershed: Sanitary Sewer Relocation.
Keith Plavec presented a bid tab showing the results of the Kilroy
Sewershed: Sanitary Sewer Relocation & Replacement Project. Keith said
that the apparent low bidder is Laverdiere Construction, Inc. out of
Macomb, Illinois with a bid of $198,000.00. Keith discussed that due to a
carport being in the path of construction, microtunnelling was considered as
an option. As an alternate deduct, open trenching was also considered.
Keith said that to meet budget costs, the alternate deduct is recommended.
This will require a carport to be removed and a quote was obtained from
Peoria Awning Co. for approximately $7,500. Keith said that Peoria
Awning Co, has a local installer that looked at the project and that if anyone
knows of other companies that are local and could do the work to let him
know. It was discussed that funding for this project could come from
Bonding Funds.
Motion
and second by Aldermen Sarff/Meade, to accept the proposal and
refer to council for their consideration. Voice vote, motion carried
unanimously.
Replacement of weapons.
Police Chief Jeffrey Fritz reported that officers
have been experiencing serious malfunction problems during firearms
training with our current handguns. These weapons, Sig Sauer P220 .45
calibers, were purchased with drug forfeiture money back in 1997. The
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malfunctions were most often attributed to weak magazine, trigger and
hammer retention springs, which are caused by age and wear.
Refurbishing the magazine springs would cost in excess of $900,000, not
including labor. To replace all the magazines would cost $2,800.00. This
does not address other issues such as the trigger and hammer springs.
SIGARMS, which is the manufacturer of the Sig Sauer P220, has presented
a proposal to replace all twenty-three of our current Sig Sauer P220’s with
twenty-six new Sig Sauer P220R’s at a cost of $5,247.00. This provides the
Department new weapons for every officer, along with three additional
weapons (for new officers and/or spares), in use would cost $107.69 per
officer. The cost difference for the new weapons is then $94.11 each. This
cost does not include shipping costs to return the twenty-three weapons
currently in use.
I feel this would be a good investment in that the current weapons are almost
ten (10) years old and in need of refurbishing. Secondly, the new weapons
are equipped with integral rails to which a flashlight could be attached. This
would not only be beneficial for our search warrant entry team officers, but
the other officers as well, for building searches, etc.
Presently, there is $19,264.35 in the Drug Forfeiture Fund. Therefore, I
respectfully request authorization to use $5,247.00, plus shipping costs, from
this fund for the purchase of these new weapons.
Motion
and second by Aldermen Meade/Sarff, to approve the purchase of
twenty-three Sig Sauer P220’s at a cost of $5,247.00, and refer to council for
their consideration. Voice vote, motion carried unanimously.
Replacement of new squad cars.
Police Chief Jeffery Fritz mentioned that
several years ago the police department developed a fleet plan that has been
re-evaluated and continued over the years. Since the year 2000, it has been
the practice of alternating the replacement of two marked police vehicles
every year. In continuing this practice, money was budgeted this fiscal year
for replacement of two marked police vehicles. Although, I understand the
City’s position, I feel that it is important to continue the purchase of vehicles
in accordance with past practice to be cost effective.
Therefore, I am requesting to replace two (2) marked police vehicles as
budgeted and respectfully asking the city Council to re-consider its position
regarding this purchase. The cars I am requesting to purchase are two (2)
2006 Dodge Charger Police Pursuit vehicles equipped with the base 3.5 liter
V6 engine.
When possible, I feel it is a good business practice to conduct business with
local merchants. Therefore, I obtained a quote from Art Hossler Auto Plaza
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in Canton for their cost on the purchase of the Dodge Charger Police Pursuit
vehicle. They have none in stock and would only be able to order the 2007
model at a cost of $22,475.00 per vehicle. In checking with various Dodge
dealerships, Thomas Dodge of Orland Park, Illinois has 2006 Dodge
Charger Police Pursuit vehicles in stock on the lot for immediate purchase at
a cost of $19,897.00 per vehicle. For two vehicles, the cost would be
$39,794.00 less trade-in. Of the marked squads I want to replace, one has
120,000 miles on it and the other 60,000. Thomas Dodge is offering trade-
in value of $1,500 for the car with 120,000 miles and an approximate trade-
in value of $7,700.00 for the car with 60,000 miles. The amount budgeted
for the purchase of two vehicles was $36,000, accounting for $6,000.00 in
trade-in value, for a total cost of $42,000.
I respectfully request authorization to purchase two (2) Dodge Charger
Police Pursuit vehicles from Thomas Dodge of Orland Park. The total
anticipated cost is approximately $5,400.00 under the budgeted amount.
City Treasurer Kathy Luker mentioned that she had met with Alderman
Schenck and Alderman Carl, and we made the decision to cut back one
vehicle from the budget.
Alderman Meade asked if the totals were lower than the state bid? Police
Chief Fritz said the cars are lower from Orland Dodge. Alderman Meade
said he would like to see what can be done locally. Alderman Carl said he
would vote for one car purchase at this time.
Motion
and second by Aldermen Sarff/West, to purchase one new vehicle,
and refer to council for consideration. Discussion. Alderman Sarff
suggested to the chief to have trade-in fees and what he can purchase locally
by the next council meeting. Voice vote, motion carried unanimously.
Ordinance for Working Cash Loan Repaid and Reissued. Motion
and
second by Aldermen Sarff/West, to send to council for first reading. Voice
vote, motion carried unanimously.
The Finance Committee adjourned at 7:45 p.m.
Legal & Ordinance
Alderman Craig West, Chairman
Agreement Radio Signal by SRC for outdoor warning siren. Motion
and second by Aldermen Sarff/Carl, to send the agreement to council for
first reading. Discussion. Fire Chief John Stanko commented that all the
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work and expense for this signalization will be at the college’s cost. Voice
vote, motion carried unanimously.
Gambling/Video Gaming Machines.
City Attorney Chrissie Peterson
remarked that the definition of “video gaming machine” is my “electronic
video game machine that, upon insertion of cash, is available to play or
simulate the play of a video game, including, but not limited to, video poker,
in line, and blackjack, utilizing a video display and microprocessors in
which the player may receive free games
or credits that can be redeemed for
The term does not include a machine that directly dispenses coins,
cash.
cash, or tokens or is for amusement purposes only.” If credits can be
accrued and redeemed for cash, this is in direct violation of the state statute.
Chrissie recommend amending the current ordinance by deleting the text “or
credits that can be redeemed for cash” so that we comply with 720 ILCS
5/28-1-(a)(1) (Gambling & Related Offenses). Chrissie commented that our
interim Police Chief Bill Doster had mentioned that the fine was too low.
Motion
and second by Aldermen Meade/Sarff, to refer to council for their
consideration. Voice vote, motion carried unanimously.
Smoke Detector Ordinance.
City Attorney Chrissie Peterson remarked
that the revised smoke detector ordinance brings our current ordinance into
compliance with state statute by mainly altering the definition of “smoke
detector” and clarifying responsibility for installation and maintenance of
“smoke detector” and clarifying responsibility for installation and
maintenance of smoke detectors by landlords/tenants. There were minor
technical changes, as well, such as the definition of dwelling unit and hotel.
Fire Chief John Stanko remarked that this amendment would then be in line
with the State Statute. Alderman Berardi asked if we can draft an ordinance
that the city would be allowed to inspect rental property? City Attorney
Chrissie Peterson said she could check on that. Zoning Officer Clark Wilson
stated that you would have to have a heavy handed document.
Motion
and second by Aldermen Sarff/Meade, to refer to council for their
consideration. Voice vote, motion carried unanimously.
Skateboarding.
City Attorney Chrissie Peterson stated that on September
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on skateboarding. Chrissie said she examined the ordinance and talked with
the city’s insurance company. She explained that using any street or alley -
not all alleys are true alleys, many have private right-of-way. City parking
lots, she does not recommend as the insurance carrier has a problem with it.
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Not all alleys/sidewalks are public. A man in the audience ask Chrissie if a
kid falls and breaks an arm on the city sidewalk, your saying the city is
liable? Chrissie said that is possible. Committee decided then to leave the
current ordinance as it stands.
Bid opening for DAHM Hall 102 East Elm Street. Motion
and second
by Aldermen Meade/Sarff, to open the bids. Voice vote, motion carried
unanimously.
Bid was received from Dennis Crawford 525 Rosewood Drive. The bid was
for property at 102 East Elm Street, and in the amount of $100.00. Dennis
stated in the bid that his intentions is to construct a showroom space that will
allow our business to expand and will enhance the appearance of this
property. No definite building plans or drawings are available at this time.
Depending on the business climate, our hope would be to have construction
completed in 2007.
Alderman Carl ask Chrissie if the property had an appraisal done? She said
that she did not have any paper work showing that being done.
Motion
and second by Aldermen Sarff/Meade, to take under advisement,
and refer to staff. Discussion. Alderman Schenck said he felt we should
have an agreement of what they want to built and when they are going to
build! Voice vote, motion carried unanimously.
The Legal & Ordinance Committee adjourned at 8:37 p.m.
Community & Industrial Development
Alderman Kevin Meade, Chairman
Update from SRPED.
Mark Rothert gave his updates and they are:
a. Sent letter to Wal Mart for potential site to build super store. Will
continue to keep in touch by a phone call this week.
b. Kool-Aid will be shooting commercials in following week.
c. Gateway signs working on with a new type of holder to display
the signs of organizations, and will be made of granite.
Alderman Berardi ask Mark why this was not brought before
council, as that is what we are elected for? Mark ask why, as the
city is not paying for it and the signs are on private property?
Mark said he would bring pictures of the proposed granite holder.
Water Line Sprinkler System.
Alderman Meade commented that his
committee has been looking at ways to offer assistance from the City for the
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two businesses who want to renovate their upstairs portion of the business
for living quarters. The committee has been looking to come up with a
feasible alternative. (Using the basements of buildings.) Public Works
Director Clif O’Brien said they could do the following: (to do just the two
business) by coming from the Randolph Building (corner of Elm and
Eastside Square) to the Versace Building (former Knepp’s Building) at the
back of the building off of First Avenue and will cost $5,000.00. If the city
wants to serve the West side of the square, we can come in through the
basement of Café Europe and get all of those business’s, and if you come in
500 feet more will need a plumber. Fire Chief John Stanko said he has
concerns going through basements, and these business’s have to have a
sprinkler system, and his big concern is they could have a constructional
collapse.
Alderman Sarff suggested checking out other cities of how they have done
this type of scenario. And you have to remember we don’t have a
development plan.
Motion
and second by Aldermen West/Sarff, to approve the concept as this
sends a message to the businessman we’re sending a line to them.
Discussion. Alderman Sarff said we don’t have a plan and I will vote it
down. Alderman Carl said he thought it was premature at this time.
Alderman Schenck said he would hate to see us lose interest in people
wanting to build downtown.
Motion
and second by Aldermen Meade/West, to send the concept on to
council for consideration. Voice vote, motion carried. 1 nay heard by
Alderman Sarff.
Alderman Berardi mentioned that the former Police Chief Mike Elam had
made contact with him about Roko the Canine Drug Dog who is ill. He will
have to be put down if medical help is not provided. Alderman Berardi
called Billy Jump of Official Time Out and he called Beau and Ashley
Carruthers and they both donated $500.00 and Alderman Berardi donated
$500.00 along with Wayne Demott. Wayne came up with a Police Union
Canine Fund at the Ipava State Bank. The total from the bar owners
donation was $4,500.00. Alderman Schenck stated that he appreciated
Alderman Berardi going ahead with this fund raising.
The Community & Industrial Development Committee adjourned at 9:32
p.m.
Negotiations, Grievance & Personnel
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Alderman Larry Sarff, Chairman
Nothing listed on the agenda and discussion was not held.
EXECUTIVE SESSION – NEGOTIATIONS, GRIEVANCE &
PERSONNEL – TO DISCUSS PERSONNEL, LITIGATION AND
LAND USE. Motion
and second by Aldermen West/Carl, to go into
executive session to discuss Personnel, Litigation and Land Use. Roll call
Aldermen Joe Berardi, Jim Hartford, Craig West, Larry Sarff, Kevin Meade,
Les Carl, Eric Schenck, Rick Reed. NAYS – None. 8 AYES, 0 NAYS, 0
ABSENT. Motion carried.
The regular scheduled Clerical committee went into executive session at
9:33 p.m.
The minutes of the executive session are on file in the office of the City
Clerk for review.
The Negotiations, Grievance & Personnel Committee adjourned into open
session at 10:13 p.m.
Motion
and second by Aldermen Meade, Carl, to adjourn. Voice vote,
motion carried unanimously. The regular scheduled Clerical Committee
adjourned at 10:13 p.m.
Recording Secretary,
Nancy Whites, City Clerk
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