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HomeMy WebLinkAbout12-12-06 Clerical Committee Minutes CLERICAL COMMITTEE Tuesday December 12, 2006 – 6:30 P.M. th Historic Depot 50 North 4 Avenue, Canton, IL Committee members in attendance: Alderman Joe Berardi, Jim Hartford, Craig West, Larry Sarff, Kevin Meade, Les Carl, Sonya Lewis. Absent was Alderman Schenck. The Aldermen underline, are chairman of the four committee’s. Others in attendance: Mayor Rodney W. Heinze, City Clerk Nancy Whites, City Treasurer/Budget Adm. Kathy Luker, City Attorney Chrissie Peterson, Police Chief Jeff Fritz, Fire Chief John Stanko, Public Works Director Clif O’Brien, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, System Maintenance Supt. Bill Terry, Clark Wilson Zoning Officer, SRPED President Mark Rothert, Video Services by Joe Ginger. In the audience was John Froehling - Daily Ledger reporter, and Tye Reed. Finance Alderman Les Carl, Chairman Bills. Alderman Carl ask City Clerk Nancy Whites to explain the new format that was presented for the consideration of paying bills. Nancy reported that the first page outlines the department, warrant list, auto debits, manual checks and grand totals. Then another page list each of the bills for the auto debits and manual checks. Then each department of Garbage, Street, Police, Fire, Building & Grounds, System Maintenance, Water, Sewer bills for the month of November are listed. The Warrant List for bill paying is a lot clearing for you to know what is being requested to be paid. You will receive only one listing of a revised bill list from now on. Alderman Carl said they would be excellent. Motion and second by Aldermen West/Meade, to refer to council for consideration. The motion carried by voice vote, and was unanimous. Treasurer’s Report. City Treasurer/Budget Adm. Kathy Luker mentioned th that the city is in it’s 7 month of the amended budget. Total of that amended budget is $6,667,387.00. The Contingency Fund is back to zero balance. The Health Care Fund is a negative $110,850.93. Received some reinsurance funds to bring that figure somewhat lower. Have contacted Dan 1 Clerical Committee 12-12-06 Oaks chairman of the Insurance Committee to discuss, and also contacted Rick Semonis. The TIF IH account, when low in funds I write the check from the TIF account, and then a check from the General Fund to reimburse. This is a recommendation from the city’s auditors and it allows for better tracking. st December 1 was the first payment for the bonds, and the second payment will be due December 1, 2007. Motion and second by Aldermen Sarff/Meade, to refer to council for consideration. The motion carried by voice vote, and was unanimous. Budget Report. City Treasurer Kathy Luker commented that the November, 2006 Budget Report reflects the 11/07/06 City Council passage of the Amended Budget Ordinance. Please note the Year-To-Date Revenues are higher than Year-to-Date Expenditures by $401,006.00 in the General Fund. The Fund Revenues for the General Fund is 67.8%, up 9.5% over the YTD average due to Property Tax Collections at approximately 100% collected through November 2006. The Fund Expenditures for General Fund is at 60.0% which is 1.7% over the YTD average of 58.3%. The Water & Sewer, and Water Plant expense percentage to date is 48.32% (without bond expenses). The Water & Sewer and Waste Water expense percentage to date is 46.79% (without bond expenses). The Water & Sewer Total percentage without bond expenses Year-To-Date is 51.7%. Motion and second by Aldermen Sarff/Meade, refer to council for consideration. The motion carried by voice vote, and was unanimous. KeySecure and Software Purchase Request.Motion and second by Aldermen Meade/West, to allow the purchase of five (5) KeySecure boxes and related software from the Knox Company at a total cost of $2,943.00, refer to council for consideration. Discussion. Fire Chief John Stanko remarked that the boxes are mounted inside the fire apparatus and require a code to be entered on a touch pad in order to access the Knox Box Key. As an added measure of security, each fire fighter would have their own access code, and computer software would provide the day, date, time and person 2 Clerical Committee 12-12-06 who accessed any particular key. Cost of the five (5) KeySecure boxes, software and cable is $2,903 plus $40 shipping costs. They will be installed by the city mechanic. The motion carried by voice vote, and was unanimous. Increase Additional dollars to Ray Jackson for clean up of trailers in the Industrial Park. Motion and second by Aldermen Sarff/West, refer to council for consideration. Discussion. Alderman Carl said he estimated the additional cost would be $30,000 for clean up and wants to offer them this amount from the TIF Enterprise Park fund. Alderman Berardi asked city attorney Chrissie Peterson if we could still recoup funds from Inmon? Chrissie answered that when Inmon wanted out of his contract with Ray Jackson, and everything at that lot went to Ray Jackson. The motion carried by voice vote, and was unanimous. Pay Request for Leander Construction for the Kilroy Pump Station of $97,322.00. Motion and second by Aldermen Sarff/Meade, refer to council for consideration. Discussion. Public Works Director Clif O’Brien mentioned that they have installed a bar screen, the roof is on, and electric pumps are in place. The motion carried by voice vote, and was unanimous. Enterprise Park Additional Funding. Alderman Berardi mentioned that there has not been any recent information on the Maple Street Project area for a planned subdivision. Alderman Berardi stated that we should proceed to work on that area with Mike Evans as the City needs additional subdivisions. The Finance Committee adjourned at 7:15 p.m. Legal & Ordinance Alderman Craig West, Chairman Revised Liquor Ordinance. Alderman West mentioned that the ordinance has had first reading. City Attorney Chrissie Peterson said she should would give a draft of some of the suggestions for fire inspections, wine tasting, and retail package license. 3 Clerical Committee 12-12-06 Motion and second by Aldermen Meade/Sarff, the ordinance to be held over to the next Clerical Committee meeting. The motion carried by voice vote, and was unanimous. Alderman West ask City Clerk Nancy Whites the cost for the city’s ordinances to be available on the website? Nancy said she did not know for sure at this time. Alderman Sarff ask City Clerk Nancy Whites if you would give notice to city attorney Chrissie Peterson when the ordinances are being mailed, as the city lost a case due to not having the ordinance codified? Nancy said she would follow up on that request. The Legal & Ordinance Committee adjourned at 7:20 p.m. Community & Industrial Development Alderman Kevin Meade, Chairman Update from SRPED Mark Rothert. Mark said the Comprehensive Plan will be updated beginning tomorrow. There are seven (7) members on the committee and they are Steve Joachim, Kevin Stephenson, Carol Davis, Karen Maurer, Mark Rothert. Alderman Berardi said he did not see a cross section of people on the committee. Mark said the appointments are selected by the mayor, I’m just the messenger. Two (2) different companies have come into Canton to seek us out. Mark has been making an inventory of available property that would be available for potential business’s. The SRPED Board has been looking at strategic priorities. Looking at new market of tax credits for investment development. Still talking with Wal-Mart as to their future plans, this on going. Gateway Signs will be going up in January. The Community & Industrial Committee adjourned at 7:27 p.m. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman Nothing listed on the agenda and discussion was not held. 4 Clerical Committee 12-12-06 EXECUTIVE SESSION – LEGAL & ORDINANCE COMMITTEE TO DISCUSS PROBABLE OR IMMINENT LITIGATION. Motion and second by Aldermen Meade/Sarff, to go into executive session to discuss Probable/Imminent Litigation. Roll call. Aldermen West, Sarff, Meade, Carl. NAYS – None. 4 AYES, 0 NAYS, 0 ABSENT. Motion carried. The regular scheduled Clerical Committee convened at 7:27 p.m. to go into executive session. The Clerical Committee reconvened into open session at 9:13 p.m. to adjourn. Recording Secretary, Nancy Whites, City Clerk 5