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HomeMy WebLinkAbout09-25-07 Mechanical Committee Meeting Minutes MECHANICAL COMMITTEE MEETING Tuesday, September 25, 2007 th Historic Depot, 50 N. 4 Avenue 6:30 p.m. Those in Attendance: Mayor Rod Heinze, Attorney Chrissie Peterson, Treasurer Kathy Luker, Aldermen Schenck, Strandberg, Meade, Lewis, Berardi, (Adlermen Nidiffer, West, and Sarff arrived at 6:45 p.m.), Police Chief Fritz, Fire Chief Cremer, Joe Carruthers, Greg Pollitt, Clif O’Brien, George Spahn, Keith Plavec, Mark Rothert, Carol Kohler, Ashley Harper, News Media: Mark Bixler, Jenny Freeman, John Froehling, Denise Bankes, Joe Ginger Public Safety & Traffic Alderman Eric Schenck, Chairman Police Report: Chief Fritz presented points of interest in his police report. He noted 2 major narcotics arrests in the last month as well as multiple vehicle burglary arrests. Under Public Relations, he reported the police department is using a new electronic reporting system which is funded by IDOT. This is the start of all reports being done thth electronically. An after-hours school program for at-risk children in 5 – 8 grades at Ingersoll Middle School is being developed. Alderman Schenck noted that Alderman Strandberg rode with a police officer during one evening shift. Alderman Lewis questioned where a report of trees vandalized on the square appeared in the report. Alderman Berardi asked for explanation of the fuel pump readings for police vehicles. Alderman Meade asked if overtime hours are getting high, and if it warrants the hiring of another officer. Chief Fritz answered that the hours are no more than last year, that they are due to officers on vacation and on light duty, and that some hours are being paid out of grants. He can do more research on the aspect of hiring – we may have fewer officers call in sick due to being overworked. Fire Report: Chief Cremer presented points of interest in her fire report. On August 17, there was a gas tanker collision on Route 116 to which the Haz Mat team responded. Keith Deppermann was hired as a probational fire fighter. Chief Cremer met with Mike Smith of Central Illinois Energy about the water agreement with the City. She also met with Adam Groves, an archivist for the Illinois Fire Services Institute Library to document the deaths of Volunteer Firefighter Sylvester Boyd (1902) and Firefighter Howard Strube (1997). She noted the department’s participation in the St. Jude Run again this year, as well as the hiring of two Paid-On-Call firefighters. The department has received a total of $29,801.32 in income generated from various grants and sources since the beginning of the year. To this, Alderman Schenck expressed his appreciation for the efforts put forth in developing this report and pursuing grants. New Police Vehicle/Light Bar Chief Fritz requested to replace a 1996 Jeep Cherokee, which is over 10 years old with over 85,000 miles on it. He would like to purchase a 2007 Ford Crown Victoria Police Interceptor Package from Landmark Ford in Springfield as it is not possible to purchase through a local dealer. The price for the vehicle is $20,324.00 and is a budgeted item. The light bar cost is $1,485.00. The budgeted amount for the purchase is $18,082.00; however the Water Department has expressed interest in using the Jeep for a utility vehicle and has offered to pay $2,320.00 for the vehicle, thereby saving the City money for the vehicle the Water Department had Motion seconded budgeted for. A was made by Alderman Schenck by Alderman Strandberg to recommend the purchase of the Crown Victoria and LED light bar. Alderman Berardi asked if there was a problem with the old light bar. Chief Fritz answered that the police department has upgraded to LED and that the bar could be Voice Vote -Three Ayes, recolored for use on the Jeep as a Water Department vehicle. One No (Alderman Berardi) Motion carried. Animal Tags Chief Fritz discussed how separate dog tags and cat tags are currently sold by Nancy Whites and also the veterinarians in town, and the system is somewhat confusing. He proposed changing to one tag, thereby saving the City money. Alderman Schenck said this seemed to be a reasonable request and saw no need for Council action. Public Safety and Traffic adjourned at 6:55 p.m. Streets & Garbage Alderman Jason Strandberg, Chairman Ashley Harper of Billy’s Tap Ashley Harper spoke to present two pieces of information for the Council in reference to her parking/sidewalk/outdoor seating request at Billy’s Tap. First, she wanted the Council to know that she maintains another parking lot west of Basement Dewatering, and secondly, the area to be developed is not only for smokers but also for people to enjoy the outdoors and to enable Billy’s Tap to compete with other establishments with outdoor areas. Keith Plavec, City Engineer, expressed concern with parking and backing out of spaces. He said if the Council approves the concept, he recommends that there not be any parking there for the sake of safety, due to sidewalks/power pole/ planters. Ashley stated that she did not have a problem with losing these parking spaces. Attorney Peterson asked that the minutes state that Ashley polled all of the neighboring businesses for approval and gave them the opportunity to object. Ashley stated she had done this, and no objectors were present tonight at the meeting. Motion seconded A was made by Alderman Schenck by Alderman Strandberg to send Voice vote, All Ayes, Motion carried. this issue to Council without recommendation. Stop Signs on Van Buren Chief Fritz explained that due to the paving of the alley behind Courtyard Estates, it now appears to be an extension of Van Buren Court. Anticipating increased traffic when the assisted living center opens, Chief requested stop signs be erected on southbound Van Buren Court at Walnut Street and at the north end of the alley at Walnut Street. A Motion seconded was made by Alderman Schenck by Alderman Lewis to send the Voice vote, All Ayes, Motion carried. recommendation of two stops signs to Council. Parking on Fourth Avenue at Linden Alderman Sarff, in his recent riding with the police department, became concerned with parking on Fourth Avenue near the ball diamonds. Chief Fritz stated there is an ordinance already in place from 1995, and there are some signs in place now. Clif O’Brien will place more signs. Currently there is no parking on Linden from Birch to Linden. Streets & Garbage adjourned at 7:10 p.m. Lake, Buildings & Grounds Alderman Sonya Lewis, Chairman As there was no business for Committee, Lake, Buildings& Grounds adjourned at 7:10 p.m. Public Works Alderman Jason Strandberg, Chairman Water Treatment Plant Accelerator Treatment Unit Purchase Keith Plavec stated that the units were installed in 1939 and were upgraded in the 1950’s or 60’s. He proposed to install new units and build one new one. He also proposed to continue with the same company with the same equipment versus going out for bids with a new company. It would be beneficial for all the units to be the same; they are good units and the staff knows how to operate them. Alderman Berardi asked if it would be wise to get an idea of a budget price from a similar job so you know what to expect. Alderman Schenck asked if this equipment is upgraded stainless steel. Keith said it was. Alderman Berardi also suggested to keep in mind that you are asking people to come and bid with no chance of getting the job. Is it fair to ask them to bid? He also asked how much difference there was in the bids for components. Keith answered that the difference was about 11% but was only an estimate. Alderman Meade asked if there was any reason to not stay with what we have. Keith and Greg both Motion seconded stated there was not. A was made by Alderman Berardi by Alderman Voice Schenck to purchase the materials and prepare to bid construction and labor later. vote, All Ayes, Motion carried. David Daxenbichler Alderman Strandberg explained that David Daxenbichler has recently purchased the home at 2074 N. Main Street, which is the house just south of Methodist Medical Center in Canton. He currently has a well and has inquired about obtaining City water. Upon investigation, it has been discovered that this property is not shown to be a part of the city on zoning maps and there is no record of annexation into the city, yet Mr. Daxenbichler says he has been paying city taxes. It was determined that the property is a part of the city. A well is not allowed within city limits, so the property will have to get city water. The questions were a) who should pay for the extension? and b) how far should water main extensions be run? Some residents on nearby Marlee Drive grouped together to purchase water some years ago, while other Marlee residents did not. It will take 360 feet of main to get water to Daxenbichler and an additional 250 feet to pick up other houses on Marlee. Attorney Peterson added that the three additional properties would have to be annexed through the Planning and Zoning Committee. She asked if there would be problems with sewer services, but Clif O’Brien said there would not. She also pointed out that since there seems to be no record of annexation for this property (2074 N. Main) but there is record of an annexation for 2076 N. Main (which is Methodist’s property) perhaps there was a clerical error in the recording of the property, and that the numbers were transposed by mistake. Ordinances usually direct the City Clerk to record annexations. Alderman Berardi suggested that if we have the money, we should run the line all the way to Caseys. Clif O’Brien said we could clean up that side of Main and include everyone, and we would need to either make a loop or address the dead ends. Keith mentioned that he met with IDOT last week and 3000 feet of main is going to have to be relocated when their improvements begin on Route 78. Mayor Heinze asked if there was a sense of urgency to get water to Daxenbichler. Clif answered yes, and that if they run to only that property, it could be done in a week. To add the other three houses would make it 10 days. Treasurer Luker asked if bond money could be used for now for this. Attorney Peterson said she would have to look at the bond ordinance. Motion seconded A was made by Alderman Berardi by Alderman Lewis to recommend to Council to extend a line from Methodist to Marlee Drive, not to exceed $10,000. Voice vote, All Ayes, Motion carried. Zoning Officer Discussion continued on developing a job description for a zoning/planning officer. Alderman Berardi stated that things have changed over the years and that in new construction, there are 11 inspections. We need someone with expertise and experience, and we need to catch up to what other communities have. He feels zoning should be separate. He is concerned that we are creating too many new jobs and that personally, we need to downscale the $100,000 we give to Spoon River Partnership for Economic Development. Alderman Sarff stated that we are not creating a new position; we are replacing someone who retired. He feels it would be a stretch to fill a combination human resource/zoning officer. Alderman Schenck proposed that this “zoning” position be expanded to “planning and zoning”. This person could also be a point person for implementing our new comprehensive plan. We should take out the aspect of doing inspections and outsource that to professionals. Alderman Sarff said if we outsource inspections, then this new position should keep track of inspections and also code enforcement. Alderman Berardi said he strongly feels this position should be under Public Works. Mayor Heinze reminded everyone that Clark (Wilson, past zoning officer) retired in June. Now it’s been four months and we have three proposals/ job descriptions. It’s time to make a decision. Alderman Meade said we have many needs and are trying to make one person fit. Alderman Lewis warned about packing too many responsibilities into one position. Alderman Berardi said it would be possible to take the $40,000 we pay Maurer & Stutz and create a zoning/ city engineer position. Alderman Sarff returned that for a professional engineer with benefits, you will be looking at $100,000. Alderman Schenck then asked if there was a consensus to call this position a planning and zoning officer. The aldermen then proceeded to evaluate the duties of each of the three submitted job descriptions in order to compile one accurate description of the position that is desired. . Alderman Berardi asked to add that the candidate live within the City limits of Canton, but Attorney Peterson said that this position needs to be consistent with what is in the Personnel Policy. Mayor Heinze warned about being too narrow on the requirements and “boxing yourself in.” Chief Cremer added that it is important for this person to have excellent communication skills. Mark Rothert mentioned that often, experience can be substituted for education. The salary range can be determined later. The new job description will be typed and presented into Council packets for next week. Motion seconded A was made by Alderman Lewis by Alderman Berardi to send the job Voice vote, All Ayes, Motion carried. description to Council. Special Events Coodinator Mark Rothert of SRPED presented for discussion a job description for a Special Events Coordinator modeled after positions in other communities. The funding source would be $1,000 per month from the City’s hotel/motel tax for a base salary of $12,000. This would be supplemented with a percentage of profits created by new events that this person would develop. This would not be a full-time position but rather one that is flexible throughout the year to accommodate seasonal weather. Alderman Nidiffer said he envisions someone with a breadth of experience who can feel equally comfortable coordinating a tractor show as he/she would jazz in the park. His concern is he’d like to see many small events rather than a few large ones. Alderman Berardi was concerned with creating another new position with taxpayers’ money. He stated that we provided the SRPED with $100,000 for 5 or 6 years and that money has been diverted to pay for a Deputy Director for the Chamber. We are already paying our fair share and he doesn’t want any more money to go to the Chamber. Mark Rothert pointed out that this money would come from hotel/motel tax money. He also wanted to clear up some points made by Alderman Berardi. The City has not provided the SRPED with $100,000 for 5-6 years. His partnership is not even two years old, and the amount is $85,000. Alderman Berardi said we are not getting our money’s worth from the Partnership. Alderman Schenck said he was tired of funding positions in other organizations. He would love to see a Special Events Coordinator but he keeps hoping to see the Chamber come to us with an 8 event package. Alderman Meade suggested calling it a Tourism Director and the position could focus on other events with everyone in town. This position has to have accountability with reports and results. It is a risk but it has more upside than downside. Attorney Peterson reminded that hotel/motel tax doesn’t cover all events in town like the high school chili supper as it doesn’t bring in outside convention dollars. Alderman Schenck thought the entrepreneurial spirit should come from the Chamber, not the City. Alderman Nidiffer asked if this position should be funded entirely by the Chamber. Alderman Strandberg summarized that most everyone liked the position but this may not be the way to do it. The issue was sent back to Public Works with no recommendation for action. Collector Well Discussion Keith Plavec spoke on the radial collector well project, which is a part of our water source at the Illinois River. Originally the Council was told that there was only one company in the United States (Layne-Western) that could do this work and we would get a quote from them. Now, Greg Sloan, formerly with Layne-Western, has partnered with Robinson Construction and has contacted Keith and some aldermen that his company can do the work and would like to participate in the bidding. Keith asked the Council for their direction on whether or not the project should be let out for bids. Alderman Strandberg recommended taking bids. Alderman Berardi said he was not crazy about having an upstart company do such an important project. The recommendation was to bid the project, knowing we can reject any bidder who is not responsive and responsible. Resolution – Water Purchase Agreement Between City of Canton and Ameren Energy Resources Generating Company It was recommended to put this item on the agenda for next week’s Council meeting. Alderman Sarff noted that there will be an Executive Session on October 9, 2007 at 6:00 for the purpose of Negotiations. Public Works adjourned at 9:25 p.m. Recording Secretary – Carol Kohler