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HomeMy WebLinkAbout05-08-07 Clerical Committee Meeting Minutes CLERICAL COMMITTEE th Tuesday, May 8, 2007-6;30 p.m. th Historic Depot 50 North 4 Avenue, Canton, IL Aldermen in attendance: Eric Schenck, Larry Sarff, Craig West, Les Carl, Kevin Meade, Jason Strandberg, Sonya Lewis. Absent: Joe Berardi. Others in attendance: Mayor Rodney W. Heinze, City Clerk Nancy Whites, City Treasurer Kathy Luker, Interim City Attorney John McCarthy, Police Chief Jeff Fritz, Fire Chief John Stanko, Public Works Director Clif O’Brien, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, Zoning Officer Clark Wilson, Maurer Stutz Inc. rep. Keith Plavec, Street Supt. George Spahn, System Maintenance Supt. Bill Terry, SRPED Mark Rothert, Joe Ginger Video Services. Audience: Journal Star Jenny Freeman, Daily Ledger John Froehling, Dennis Crawford, Cindy Lock, and several citizens who live on Lawrence Drive, Ma Gra Bl, Linden, and Gary Snook. Finance Alderman Les Carl, Chairman Bills. Motion and second by Aldermen Sarff/West, refer all bills to council for approval. The motion carried by voice vote, and was unanimous. Treasurer’s Report. City Treasurer Kathy Luker mentioned the 2006 – 2007 Fiscal year just ended with revenue expenditures of $423,244.58. Alderman Sarff ask if any reinsurance has come in? Kathy answered not Motion much. and second by Aldermen Sarff/West, refer the Treasurer’s Report to council for consideration. The motion carried by voice vote, and was unanimous. Budget Report Motion and second by Alderman Sarff/West, to refer the Budget Report to council for consideration. Discussion. Kathy Luker said her pie chart shows the year to date expenditures of the General Fund for 2006-2007. Kathy Luker thanked the department heads, mayor and all employees for their help, and for your excellent job. The motion carried by voice vote, and was unanimous. Greenwood Cemetery Bill.Motion and second by Aldermen Sarff/Strandberg, to allow the first payment to Greenwood Cemetery for the fiscal year 2007-2008 of $25,000.00, refer to council for consideration. 1 Discussion. City Treasurer Kathy Luker said she will pay them for the whole year $60,000. Should be receiving first payment of property taxes in June. The motion carried by voice vote, and was unanimous. Outdoor Warning Siren replacement through Grant Funds & Purchase. Fire Chief John Stanko reported on May 2, 2007 they received formal notification of a grant awarded in the amount of $50,000 for the replacement of two (2) of their outdoor warning sirens. This grant was provided by the Illinois Department of Commerce an Economic Opportunity and was received with assistance of Representative Mike Smith. We will be receiving an initial disbursement of $12,500 with the remainder being disbursed upon the obligation of the city to purchase. We currently have a total of six (6) outdoor warning sirens. Four (4) of those are mechanical, rotating sirens that were purchased and installed in 1976 after the tornado struck Canton in July of 1975. Omni-directional electronic siren was installed by the old water tower to replace a mechanical siren that had failed. It was manufactured by Whelen and is activated by a radio signal rather than by telephone line. It has proven to be a reliable siren with minimal repairs required. Earlier this year, all of our mechanical sirens were converted to the same wireless operation in order to reduce the monthly recurring charges for the telephone lines used to operate the warning sirens. The last siren is a very old torpedo siren located at the water plant. It, too, has been converted to wireless operation. When the sirens were converted to wireless operation, a siren at Spoon River College was also converted to receive our radio signal to activate their siren whenever th our sirens are sounded. The grant would replace the outdoor sirens at 14 and Chestnut as well as 965 West Locust Street. These two sirens have been the most problematic for the past several years. There is currently only one manufacturer that can meet our siren specifications and be activated by our existing encoding equipment, which is the Whelen model 2910 siren. These sirens are completely electronic with no moving parts, are modular in nature and are powered by batteries so that they will operate even when there is no electric power. Should one speaker or amplifier fail, the remainder of the siren will operate. Each module has one driver which slides out in the event servicing is needed. A solar charging option is available which could eliminate the need for an electric service, if desired. It has a sound output of 129b. The Whelen siren is also approved by the Department of Homeland Security. Our current sirens rotate and sound through single horn. If any component fails, such as the blower or chopper, the siren does not work. In addition, those sirens require 2 220 volt 3-phase electricity to operate, so a power failure renders them useless. As you know, during a storm, a power failure is not uncommon. Fire Chief John Stanko recommended the Chestnut Street siren be moved to the city’s Well site. The other siren could be used for parts or another community would take off our hands. There will be nothing on the ground Motion anymore. and second by Aldermen Sarff/Strandberg to waive the bidding requirement, and to receive pricing for back up on solar and the charges for electricity. Discussion. Fire Chief said he would bring the prices to the council meeting next week. The motion carried by voice vote, and was unanimous. Leander Construction for payment #10 of Kilroy Pumping Station in the amount of $99,082.33. Motion and second by Aldermen West/Sarff, to refer to council for payment. The motion carried by voice vote, and was unanimous. Laverdiere Construction for payment #2 for Kilroy Shed in the amount of $105,451.16. Motion and second by Aldermen Sarff/West, refer to council for payment. Discussion. Maurer Stutz Inc. Keith Plavec said the contractor has been good to work with, and recommends payment. The motion carried by voice vote, and was unanimous. Phase III Aquifer Testing of the Layne Christensen Company Contract for the amount of $78,000; and a power point presentation by Layne Christensen Company in regards to Phase III. Keith Plavec introduced Gregory B. Slone, GPG with Reynolds, Inc. from Orleans, IN and Christopher G. Peschang with Layne-Western; Aurora, IL. to see if the City should consider a raw water supply. Greg said they work for the Reynolds Company out of Indiana and he is a geologist by trade and Layne Christensen is the largest company in the world. Greg then talked about what this company is offering for Phase III. On Phase 1 everything was favorable to go on. Phase II – Installation of 3 exploratory borings (4 originally proposed). Determined not as a water frontage and dropped the th 4 boring. Collect sediment samples for grain size analysis. Conduct interval testing at each boring. Analysis of water quality at each location. Drilling and interval testing was done to see if favorable and to see how much water. Phase III – observation Well Drilling and Aquifer Testing. Recommendations – Drill 5 additional observation wells near TH-2. Install test production well. Conduct 48 hour constant rate pumping test. Goals upon completion of Phase 3. Evaluate hydraulic properties of aquifer from 3 geologist standpoint. Project collector well yield under various recharge conditions. (What river stage is.) Develop conceptual design and cost estimate. Total price estimated between $78,000 and $85,000 based upon depth and other things. Keith Plavec mentioned the amount of water needed is 5 million a day and 34 hundred a minute. Alderman Sarff wanted to know who else draws from the aquifer? Greg Sloan mentioned the Village of Banner. Keith Plavec said he could not see the Village of Banner being affected. Greg mentioned that the aquifer should be considered before the Illinois river. Alderman Sarff ask about the impact due to the mining that will take place? Keith Plavec said they would check on this. Motion and second by Aldermen Sarff/West, to allow Phase 3 in the amount of $78,000 to $85,000, refer to council for consideration. Discussion. Alderman Sarff ask, if we use the Well now, and later need to go to river for water source, is that possible.? Keith said that it could be valued off, and bore out, and a screen put in. Keith Plavec said the river site would be used only if need later on. Gregory mentioned those screens you clean them every 10 years. The motion carried by voice vote, and was unanimous. Hotel/Motel request from the Chamber of Commerce and Spoon River Drive. Cindy Lock and Dennis Crawford chair the Events for the Chamber of Commerce Board. Cindy mentioned the total budget for proposed program or event is $15,500 of the Hotel/Motel Funds. For the use of those funds they will be used for the following…A International Harvester Antique Tractor Show $6,500. Summer Music in Jones Park $3,000, (June 23, August 3, August 13.). Regional advertising - Canton Daily Ledger, Fulton Democrat, WBYS and Billboard advertising. Will use Billboard advertising in Mapleton coming towards Canton listing all events during the summer months for $6,000. The billboards are Vinyl. Alderman Carl ask if there would be receive any income? Cindy said not from the billboards, from the music we could. The vendor side, the Tractor Program fee is $50.00 if Chamber member, and if not $200.00. Alderman Schenck said this is a very good idea to come to our community before and now returning. Mayor Heinze commented that the funding from WBYS of $2,000 seems high, and Alderman Berardi is an employee of WBYS. Mayor Heinze said he would vote this down. Cindy Lock commented that Alderman Berardi is not an employee of WBYS, she said she ask about that. Alderman Carl said he thought it was high for one event. Alderman Lewis ask for Cindy to check out the affiliate in Macomb. 4 Motion and second by Aldermen Sarff/West, refer to council for consideration. The motion carried by voice vote, and was unanimous. The Finance Committee adjourned at 8:35p.m. Legal & Ordinance Alderman Craig West, Chairman Ordinance on Lawrence Drive. Alderman Sarff mentioned that the ordinance was written from the last meeting with the residents of Lawrence Drive to provide for two hour parking on the East side and West side of Lawrence Drive between Linden Street and Ma-Gra-Bl Street in the City of Canton, Illinois on Monday through Friday excluding holidays between the hours of 7:00 a.m. and 4:00 p.m. Some residents at the meeting tonight still wanted two hour parking, some wanted parking on one side only, one resident has 4 cars and needs to park on the street at all times. Police Chief Jeff Fritz said it is the hardest thing to enforce 2 hour parking, as you have to chalk the tire and come back every two hours. Jeff encouraged using permits and leave open for anyone to park on weekends. This is easy to enforce. Alderman Sarff suggested – using parking permits, and the parking would be limited to 3 permits for each household, and the hours would be 7:00 a.m. to 4:00 p.m. Monday through Friday, on Linden from Main to First Avenue, Lawrence to Winegar, Ma-Gra-Bl from Lawrence to N. Main Street, and on both sides of the streets. Motion and second by Aldermen Sarff/Carl, to have the city attorney draft another ordinance incorporating the permits, and the streets that are affected. The motion carried by voice vote, and was unanimous. Gary & Lynn Snook wanting to lease city property at the Canton Lake Area. Gary Snook said the area is on the old Beech Road Addition and he would like to lease this portion or allowing him who could park there. Alderman Strandberg mentioned that we have talked about enforcing the parking of vehicles on City property. Alderman Carl said we would have to go out for the bidding process to lease the land. Public Works Director Clif O’Brien mentioned that the City has not enforced the no parking. Motion and second by Aldermen Sarff/Strandberg, for the city staff to enact the no parking on city property at the lake area. The motion carried by voice vote, and was unanimous. 5 Official Time Out. Billy Jump explained of what he wants to be able to do with his business. He wants to put in an outdoor restaurant beer garden in the back of his business with an 8 foot fence by the back door. Seating capacity of 11 tables secured to the floor and wants to serve alcohol in this area. Umbrellas will be over each of the tables and to see if business’s will advertise on top of the umbrellas. There will be no bar area outside, and no beer coolers. Everything remains inside. Has 39 parking spaces in his lot, and the city will gain one spot. Alderman Carl commented to Billy, that it looks very attractive. Interim City Attorney John McCarthy remarked that Zoning Officer Clark Wilson had approached John about this and John wrote an opinion letter. This requires a change in the liquor ordinance under Class A Tavern which would allow on an off premises. In my opinion this is not allowed. John said council will have to amend the ordinance. Alderman Sarff said we could put in another sub class for the fee being $25 or $100.00 to have a different fee. The ordinance would be amending to allow beer garden café/sidewalk restaurant. Motion by Aldermen Sarff/Carl, to allow one day event for $10.00 and year around, to be paid along with liquor license for a fee of $100.00. Mayor Heinze was ask for a poll of each aldermen in attendance by Alderman Sarff. Polling of Aldermen: AYES - Lewis, Strandberg, Meade, Carl, Sarff, West, Schenck. NAYS – None. The motion carried by voice vote, and was unanimous. Renaming of Buildings. Fire Chief John Stanko reported that on March 2, 1993, the current central fire station building, which formerly housed both the fire and police departments, was named the O’Brien Public Safety Building. This was accomplished by adoption of Resolution #3157. Since that time the police department has moved to a new building that is shared with city hall. Since the naming of the building was to honor David W. O’Brien who was killed in the line of duty on August 3, 1924, it would seem appropriate to have a building where the police department is located named in his honor. A bronze plaque and stone, currently at the fire station, could be moved to a new site as well where it would be easily seen by citizens and visitors to the police department. We have discussed the possibility of moving the building designation to honor Office O’Brien with his surviving heirs, and have received their approval. If the building designated to honor Officer O’Brien is moved to the current police building, we would like to designate the current fire station building 6 in honor of Fire Fighter Howard Strube Jr., who was killed in the line of duty on September 7, 1997. A memorial wall showing fire fighters killed in the line of duty is already present near the front entrance. We would suggest the name of “Howard E. Strube, Jr., Central Fire Station” as the official building designation. Both of these designations would need a resolution or ordinance for implementation of the requested changes. Alderman Sarff, suggested not only those fallen but those who have served and memorialize those who have served. Alderman Sarff recommend to John to come back with suggestion along those lines. Mayor Heinze remarked when you name the building after someone, you do memorialize. Motion and second by Aldermen Sarff/Carl, to send to council without recommendation. The motion carried by voice vote, and was unanimous. City Administrator. Alderman Sarff said we have talked sometime of a city administrator or some type of administrator assistant we had in the past to assist the mayor and other staff members, and help on personnel issues. Should consider someone in that role. We need certain strengths. The need is definitely there. Alderman Strandberg said, I don’t disagree with you, there may be a need for something for this. I maybe out of the loop, yesterday is the first time I seen the ordinance. Tonight we have a purpose ordinance for city administrator. I received the ordinance yesterday afternoon. I’m not entirely sure why we have this at this point. Alderman Strandberg ask Interim City Attorney John McCarthy if someone asked him to do this ordinance? John answered, Mark Rothert really put most of it together and ask me to put in ordinance form. Alderman Strandberg said, after reading the ordinance several times this ordinance is about as close as you can get to a city manager. That in itself I don’t know if the ordinance will be thrown in the garbage after this? That bothers me, because three weeks ago today we had that on the ballot and of course was voted down 64 to 35. Have talked to hundreds of people about a city manager. I believe they told me that for two reasons they did not want a city manager. 1. The cost. 2. Know nothing about it. I think the people have spoken. I am not against some professional management of some sort, but I don’t know how we can even consider this. I’m open to discuss something. Also, I don’t know where the ordinance came from. Alderman Carl also ask how it got on the agenda? Mayor Heinze said he put the city administrator on the agenda as a discussion issue. Mark Rothert said he wanted to clarify his role and he 7 doesn’t want it to appear he is pushing something. He heard it was on the agenda, and being around the profession before, I had access to a sample ordinance, and passed it on to Interim City Attorney. Mark said he was trying to be helpful, an nothing else. Alderman Meade said he thinks we are being a little premature on the ordinance. And agreed with Alderman Strandberg the wording in the ordinance needs to be altered. The mayor and I talked about, do we want to proceed with a city administrator? Then we need to talk about the role he/she would perform, and the duties, and have discussion of, is that what the council wants to do? Alderman Lewis said she echoes Alderman Strandberg sentiments to bring this ordinance on the heels of just voting down a city manager, what is this? Alderman Schenck said do we need a ordinance, is it even needed? Hope we don’t start all our positions on a city ballot. Mayor Heinze commented we are woefully lacking in a Human Resource department. We use the city attorney for most things, and Kathy Luker the city treasurer has to do the health insurance, and already has two positions. Mayor Heinze said he likes the term city administrator as it is kind of a catch all. Alderman Sarff ask each of the aldermen to do a little research, jot down your ideas, and will discuss for next months meeting. Community & Industrial Development Alderman Jason Strandberg, Chairman Update Mark Rothert. Individual wants to talk with Aldermen Meade & Strandberg about the Industrial Park for a project that the person wants to move forward on. Bill Kuhn is working on a development plan with Mark to use TIF planning for the Industrial Park. Meeting with someone tomorrow who is looking at the Industrial Park. Downtown, working to enhance, want to create a proposal draft Y5 project for wireless internet services. Looking at working with Brooks Tech. Went to a workshop last month on a Main Street project program application. Our goal is to get a Illinois Main Street Designation. There is great interest in preserving the downtown. The requirement is an Historic 8 Preservation Ordinance. You are committed by the municipality for funding of this Main Street designation for three year minimum required. This is a tiered approach. Were at the introductory level of basis. Next step is associate level where you work over 12 to 15 months to get actual designation. Requires building a external organization outside the city with its own executive director, and funded by community partnership type of thing. SRPED is a perfect match, Mark said. This is already created, just fill in the blanks. Applying for requires a resolution. The application is due th by September 4. Peoria business looking to locate in Canton. Will meet with them again. Had a meeting with Mike Hitchcock about his needs and concerns of the gross receipts tax that was presented by the governor. Wants to get that rail line activated again. Mark said it is his goal to send a letter to appropriate Transportation & Safety Board of our support of getting the rail line up an going again. Alderman Schenck suggested for the SRPED committee to meet with Keough Junction folks. Understand they are trying to lease Burlington Santa Fe Railways from Canton to Iowa. Was asked if could use the rail lines by the Depot and was told could store side cars on. Alderman Schenck told Mark you need to have dialog with them and the City Sample letter going out to Peoria Chamber of Commerce members to encourage expanding to the Canton area. Rick Berry is looking for tenants for the two buildings he recently purchased and Mark will use the website for potential tenants. Bill Kemper recently purchased the former Moose Lodge building on West Locust Street and will make into Banquet facility. Will attend International Retail Shoppes meeting. The Business Attraction committee met and are looking at the downtown on what the needs are. A meeting on May 22, at Wallace Park for 6:00 p.m. to discuss goals an objectives in connection with formation of a comprehensive plan. Teska & Associates representatives will answer questions. 9 Will be going over all the revision statement and the mayor will fill out the differences. The Illinois Enchancement Grant will need Vandewalle & Associates graphic design, with cost of $5,400 in conjunction with Maurer Stutz Inc. engineering. Alderman Sarff asked if there would be such a graphic design person in Canton? Mark said using Joy Stieglish is a comfort zone. Public Works Director Clif O’Brien mentioned that Gabby Days will be rd June 2 and 3. A press release will be made on what won’t be picked up from the Gabby Days event and they are tires, batteries, yard waste, paint, TV’s, refrigerators, microwaves and building materials. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman Resolution approving the Economic Development Services Agreement. SRPED Mark Rothert said the agreement outlines the payment structure for city treasurer Kathy Luker. Alderman Schenck mentioned he likes to move in the direction of supporting the economic development in a more project orient service type of agreement. This could be in the form of projects, programs, and the hourly rate of the programs, rather then in this lump sum payment. It tells us how much is spent and how it was spent. Does not necessarily change the total dollar amount, but does change the structure of how it works. Motion and second by Aldermen Sarff/West, the Resolution for Economic Development Services Agreement refer to council for consideration. The motion carried by voice vote, and was unanimous. EXECUTIVE SESSION - NEGOTIATIONS, GRIEVANCE & PERSONNEL COMMITTEE – PURPOSE: THREATENED, PENDING LITIGATION; NEGOTIATIONS PUBLIC WORKS CONTRACT. Motion and second by Aldermen Sarff/Meade, to go into executive session for Threatened, Pending Litigation; Negotiations for Public Works Contract. Roll call. AYES – Aldermen Carl, West, Strandberg, Sarff. NAYS – None. ABSENT – None. Motion carried. Alderman Sarff called for a five minute recess and invited Public Works Director Clif O’Brien, City Treasurer Kathy Luker, the Aldermen, Mayor, 10 City Clerk, Interim Attorney John McCarthy, and Bruce Beal negotiation attorney. The Clerical Committee convened for executive session at 9:19 p.m. The executive session for Threatened, Pending Litigation; and Negotiations for Public Works Contract reconvened in open session at 10.15 p.m. Negotiation Attorney Bruce Beal had left the meeting during the executive session. Zoning Officer Clark Wilson was in attendance at 10:15 p.m. RESOLUTION – APPROVING SETTLELMENT AGREEMENT BETWEEN THE CITY OF CANTON AN INTERNATIONAL TRUCK AND ENGINE CORPORATION AND AUTHORIZING AND DIRECTING THE MAYOR AND CITY CLERK OF THE CITY OF CANTON TO EXECUTE SAID SETTLEMENT AGREEMENT ON Motion BEHALF OF THE CITY OF CANTON. and second by Aldermen West/Sarff, the resolution be sent to the next council meeting. The motion carried by voice vote, and was unanimous. Motion Adjournment. and second by Aldermen West/Sarff, to adjourn. The motion carried by voice vote, and was unanimous. The Clerical Committee adjourned at 10:19 p.m. Recording Secretary, Nancy Whites 11