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HomeMy WebLinkAbout6-13-06 Clerical Committee Meeting Minutes CLERICAL COMMITTEE Tuesday June 13, 2006 – 6:30 p.m. th 50 North 4 Avenue – City of Canton Aldermen in attendance: Jim Hartford, Craig West, Larry Sarff, Kevin Meade, Les Carl, Eric Schenck. Aldermen Absent: Joe Berardi, Rick Reed. Others present: Mayor Rodney W. Heinze, City Clerk Nancy Whites, City Treasurer Kathy Luker, City Attorney Chrissie Peterson, Public Works Director Cliff O’Brien, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, Interim Police Chief Bill Doster, Acting Fire Chief Jim Campbell, Zoning Officer Clark Wilson, Street Supt. George Spahn, Maurer Stutz Inc. representatives Keith Plavec, Larry Hughes, Steve Aarohood, SRPED Director Mark Rothert, Video Services by Joe Ginger. Those in the audience were Fulton County Highway Engineer Bill Kuhn, Kevin McGuire Extension Office, Kevin Williams owner of Hoke Ridge Estates, and John Froehling Daily Ledger. Mayor Heinze called the meeting to order at 6:35 p.m. Finance Alderman Les Carl, Chairman Bills. Motion and second by Aldermen Meade/Sarff, the bills be referred to council for their consideration. Voice vote, motion carried unanimously. Treasurer’s Report. City Treasurer Kathy Luker said she changed the report slightly. The first page is the General Fund and the second page is the Water/Sewer funds. TIF Accounts IH Balance $12,631.32. 4A Enterprise Motion Park Balance $170,177.87. and second by Aldermen Sarff/Meade, the Treasurer’s Report be referred to council for their approval. Voice vote, motion carried unanimously. Budget Report. City Treasurer Kathy Luker explained the Canton City Building Loan origination date was 7/23/03, for a 5 year loan at 3.4200%. In the 2006-2007 Budgeted amount for this is $25,000 for the year. The additional principal payment of $39,090.72 ($59,679.72+$4,411.00 - $25,000.00) would either be budgeted to the Contingency Fund or increased when an amended budget is prepared. Also, due to the nature of a Budget 1 Ordinance, it can be transferred from another line item such as the HHS Loan, if a portion of the HHS Loan monies is not used. 2 North Main Street Building Payoff 7/1/06 (26 Payments early) Principal $59,679.72 Interest (3.42%) $ 169,80 Estimated Net payoff (okay National Bank 6/12/06 $59,849.52 2 North Main Street Payments as Scheduled 7/1/06-8/1/08 Principal $59,679.72 Interest (3.42%) $ 2,147.61 Estimated Net payoff $61,827.33 Estimated savings to City for early payoff $ 1,977.81 Estimated Interest earned (4.5%) during 7/1/06-8/1/08 on $ 185.42 Estimated savings to City for early payoff $ 2,163.23 Payoff would be made through the General Fund. Motion and second by Aldermen Sarff/West, to approve of paying off the City Building early, using DCCA funds, and refer to Council for their consideration. Voice vote, motion carried unanimously. Greenway Trails. Fulton County Highway Engineer Bill Kuhn gave an update on the Greenway Trails Plan. A year and a half ago applied for a Illinois Department of Natural Resources grant for $20,000 to do a Greenway Trails Plan for the Fulton County Area. While we were doing that grant, IDOT came out with a grant program for the Illinois Enhancement Program. Which we applied for. Kevin McGuire, Keith Plavec, Gary Baker, and Bill Kuhn spearheaded putting that grant together. Heard recently that State Rep. Mike Smith was able to help get us $481,000 of matching funds where $150,000 of local money will be matched to that. Will be able to build approximately$600,000 worth of trails for our $100,000 investment. Plan to work with IDOT to figure out what part of the project should be built first. There is a priority on receiving the funds, and we will be in contact 2 with IDOT and work that out. We want to thank the council members for having the vision and your support. The two maps I handed out are preliminary ideas. The red line comes up to Bryant, heads North to tie into Route 336 by the existing college road, which is gravel and not in good condition. Would like for us to pursue having that become the state route. And then start county highway 6 where the current SR100 leaves, then that little curve, go through SR100 to skyrocket junction, up around the Ethanol Plant, up county highway 6 to Bradley Corners, take th it up 20 Avenue around the lake, and tie it somewhere in that area. I’m hoping you will include this in your evaluation of your proposed Comprehensive Plan. The second map is to look at as an opportunity to expand the Greenway Trails Project. If we would utilize the Lakeland Park and Big Creek Park, and the Greenway Trails Plan with the Enhancement Program, and expend it similar, but taking advantage of these road ways, we could have a really nice Greenway Trails loop that compliments our transportation loops and really makes Canton a beautiful place. Bill Kuhn said he would be happy to work with the City on this. Will listen to your ideas and encourage you to make suggestions. Bill Kuhn reported that the grant application we received of the $481,000 will be going to the Canton Park District. I would ask you to consider some of the funding for that match. The City of Canton, the Canton Park District, and Fulton County Board all agreed to contribute $150,000. And Canton Township agreed to submit $5,000. This was agreed upon if we would get a $2 million dollar grant. We only received about $500,000 grant. Would hope the city would consider $30,000 a year for 5 years and incorporate in your MFT funding without affecting your road work programs drastically. State Representative Mike Smith worked very hard on receiving this grant. Bill said he would encourage your input on how that trail is built and where it is built. There are lots of issues still to talk about. Alderman Carl mentioned to Bill that it sounds like you don’t want the funding until next year? Bill said the council chose to pass a resolution allocating $150,000 and the funding source was MFT. Rather then use all 3 your funding at once, use a prudent approach and what ever your priorities are we can implement it to this plan. Public Works Director Cliff O’Brien said we are using FAU funds for East Ash Street. When we met last year we endorsed to use some of the MFT funds in the next 5 years. If Greenway Trails did not come about then will do sidewalks on East Ash Street. We are committed to East Ash Street. Alderman Schenck asked, on the $481,000, how do you decide where the funding goes? Bill said, the money is on the table, we have to come up with the match. And we have to make sure the $481,000 spent is eligible for funding of that program. Bill said, there was a decision that he had made, and he will take the heat for it alone, where he made the decision going with the state route 78 project and putting in the tunnel under route 78. As that project would give us the best chance of getting something. It was a very competitive application process. It was best for the community to go that direction. IDOT will review that and decide the most important part of that project. I’m th interpreting it will be the project from Lakeland Park to 4 Avenue. The Canton Country Club has agreed to donate land to make that feasible. Mayor Heinze stated that anything that Bill Kuhn is doing around Canton. He always gets ahold of us to see how it fits of what we are doing. County Board Chairman Sandy Monari has agreed to let Bill help us with some of our projects. Appreciate that very much. Replacement Saw Purchase. Motion and second by Aldermen Sarff/West, to approve purchasing a Cutter’s Edge 14” rotary saw from Municipal Emergency Services in the amount of $1,980.00 for the fire department, and referred to council for their consideration. Discussion. Acting Chief Jim Campbell commented that the old saw will be traded in. Voice vote, motion carried unanimously. Health Care 2005-2006 deficit. City Treasurer Kathy Luker mentioned that we had a deficit balance of $77,035.44 less $13,675.30 in reinsurance refunds equaling $63,360.14 loss in the Health Care Fund at the end of the fiscal year 4/30/06. 4 As we had discussed before, it will be fairly divided between the active entities. The City of Canton is 88%, Park District 7%, and the Library 5% of the fund. Therefore, the following is due by the entities 6/30/06. City of Canton $55,756.92 Canton Park District $ 4,435.21 Parlin-Ingersoll Library $ 3,168.01 This will bring the 2005-2006 to a break-even balance in the health care fund. Motion and second by Aldermen Sarff/West, to allow the transfer of funds, and refer to council for their consideration. Voice vote, motion carried unanimously. Kilroy Lift Station Bid Award. Keith Plavec of Maurer Stutz Inc. informed the committee of Bids that were received on June 7, 2006, at 10:00 a.m. at City Hall in Canton. Three bids were received, all of which were properly accompanied by the required 10% Bid Bond. All bidders also acknowledged receipt of Addendum A. Bidders are: Leander Construction Inc. $1,569.000.00 ($1,569,002.19 corrected); Laverdiere Construction Inc. $1,876,777.60; Wm Aupperle & Sons Inc. $1,915,214.00. Keith mentioned the Engineer’s Estimate was $1,641,284.60. Keith also asked if the contractor could go for his insurance, the hiring of sub contractors, and Motion bonding ahead of time? and second by Aldermen Meade/West, to send the lowest and best bid of Leander Construction Inc. to the council meeting for their consideration. Voice vote, motion carried unanimously. Not listed on the agenda is the following two items. Public Works Director Cliff O’ Brien reported that he would be bringing up next week is the purchase of 4 loader tires for a total of $4,000 from state Motion bid. and second by Aldermen Sarff/Meade, to allow the purchase, and send to council for their consideration. Voice vote, motion carried unanimously. th Kevin Williams owner of Hoke Ridge Estates located at 435 North 16 Avenue is planning an expansion of his assisted living facility of adding on 25 additional rooms. The facility will be increased by 14,000 square feet at 5 a cost of $1.3 million dollars. His reasoning for coming to the committee is the 30 inch storm sewer and sanitary sewer is in the way of the planned construction and will have to be moved. This will cost him $36,000 more which takes money away from the project itself. If you can’t help me with this, I’m not abandoning my planned project, I’ll just have to bear the cost. Several of the expenses he said he would have to pay for himself. The total estimated cost of the storm sewer is $53,101.00 and the sanitary sewer is $25,139.00. Alderman Schenck asked if there were any easements he would have to obtain? Kevin Williams said his architect told him none were found. The Finance Committee adjourned at 7:19 p.m. Legal & Ordinance Alderman Craig West, Chairman Farmer’s Market Sponsored by Chamber of Commerce. City Attorney Chrissie Peterson commented that the Chamber of Commerce would like to sponsor a farmers market in and around Jones Park that will be open each st Saturday, beginning May lst and closing October 1 from 7:00 a.m. to 12:00 p.m. Currently, the city has one ordinance that relates to farmers markets. The one sentence mentions and reads… Sales of non-farm products The Chamber regardless of origin are prohibited at “farmers markets.” would like to request the council to amend the ordinance deleting this provision. It would then allow for the sale of jellies, pies, candles, craft items, etc. And the Chamber would like permission to use Jones Park for this event. To regulate the quality of the farmers market, vendors would sign a document agreeing to various regulations imposed by the Chamber, such as a limit on the size of the truck the vendor can sell from, amount of curb space, limits on the goods that can be sold, agreeing to obtain all necessary health department permits and agreeing to pay all required sales taxes to the state. In cooperation with the University of Illinois Extension Office, the Chamber is hiring a staff person to oversee the farmers market. In addition, the Chamber is proposing a “service fee” from any and all participants to help cover the costs. Kevin McGuire from the U of I Extension Office said the food must be Illinois produced. This could become the market in the park, the downtown Motion revitalization There will be music in the bandstand. and second by Aldermen Meade/Sarff, recommend to council without recommendation 6 from the Clerical Committee. Discussion. Alderman Schenck stated the Chamber is offering to promote the Farmers Market is a great one, also the Chamber can maintain the character of the downtown. When Alderman Schenck ask Kevin McGuire if grants are available, Kevin said yes, through the Department of Agriculture. Alderman Schenck encouraged businesses to become involve. Alderman Schenck wants to see the use of the city’s parking lot in the future planning for the downtown Voice vote, motion carried unanimously. City Attorney Report. Chrissie said she has been working with Kathy Luker the city treasurer on some litigation as three parcels of city owned property the city has been paying taxes on. Chrissie is working on getting those properties tax exempt. Have 9 cases of Workman’s Comp against the City as the insurance company is not helping with the claims. Working with Zoning Officer Clark Wilson and Animal Control Officer Dustin Pollitt on property that are eyesores, and getting them cleaned up. The former DAHM Hall/Hidden Treasurer’s building was demolished by the city in 2000 -2001. The owners were to turn the title of the property over to the city and said they had done so with the former city attorney Jim Elson before he left as city attorney. Chrissie said when she has the title then the property can be put up for sale. Dennis Crawford has purchased the former Nelson Building on East Elm. He plans on seeking bids to have the building demolished within 30 days. Property at Keeling Court looks like is heading for demolition. The owner thought the property had been sold for back taxes. She has signed papers to have the house demolished. There were 41 court cases with 5 individuals not attending. The judge has sent out bench warrants for those 5 people. The Legal & Ordinance Committee adjourned at 7:37 p.m. Community & Industrial Development 7 Alderman Kevin Meade, Chairman Update – Mark Rothert (SRPED). Mark mentioned that several firms have contacted him wanting to buy the old Wal-Mart Store when it becomes vacate. Several of the contractors noted that when they visited Canton thought our downtown was well used. The new Walgreens will be opening soon. On the development front, there will be a new committee of County Ad Hoc. The members will be looking into the Mining Project that is proposed. Mark Rothert and Mayor Rodney Heinze will be a member of this ad hoc committee. The Beautification in Jones Park and the planned Greenway Trails makes this community very attractive. The Grill & Chill Dairy Queen held a grand opening Paul’s Transmission held a grand opening of there new facility. McDonalds held a grand opening of the re-modeling of their present facility. Petersen Development is under way with the planned assisted living development with just a few minor amendments to the development agreement. Cruise-In this Friday night. The Market in the Park will be held June 24 with music at 6:30 p.m. and entertainment by “Low Profile”. The SRPED is working on internal market plans, strategic goals and projections Alderman Schenck would like to see people come and stay over night on Friday in Canton. Have a marketing campaign with the use of Hotel/Motel funds for advertising on bill boards, TV, and radio to bring increased benefits for all of us. 8 The Community & Industrial Development Committee adjourned at 7:45 p.m. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman The committee had no items to be discussed listed on the agenda. The Negotiations, Grievance & Personnel Committee adjourned at 7:46 p.m. Recording Secretary, Nancy Whites, City Clerk 9