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HomeMy WebLinkAbout10-09-07 Clerical Committee Meeting Minutes CLERICAL COMMITTEE th Tuesday October 9, 2007 – 6:30 pm. th Historic Depot, 50 North 4 Avenue, Canton, Il Aldermen in attendance: Eric Schenck, Joe Berardi, Larry Sarff, Craig West, David Nidiffer, Kevin Meade, Jason Strandberg, Sonya Lewis. Absent – None. Others in attendance – Mayor Rodney W. Heinze, City Clerk Nancy Whites, City Treasurer Kathy Luker, City Attorney Chrissie Peterson, Police Chief Jeffrey Fritz, Fire Chief Bonnie Cremer, Wastewater Treatment Plant Supt. Joe Carruthers, Water Treatment Plant Supt. Greg Pollitt, Street Supt George Spahn, System Maintenance Supt. Bill Terry, Video Services by Joe Ginger. In the audience was SRPED Mark Rothert, 3 from the Fulton County Humane Society, News Media of John Froehling - Daily Ledger, Brenda Rothert – Journal Star. Finance Chairman, Alderman Kevin Meade Bills.Motion and second by Aldermen West/Sarff forward to council meeting. The motion carried by voice vote, and was unanimous. Treasurer’s Report. City Treasurer Kathy Luker mentioned that the city is 5 month into the Fiscal year with 41% spending Y-T-D average. Revenue Y-T-D $3,258,592.10 and Expenditures Y-T-D $2,943,291.41. A portion of property taxes have been received, and was a large sum. Kathy did say that the Parlin-Ingersoll Library and the Canton Park District will have to pay their portion on the lag claims with HCH and the negative balance in the Health Insurance account. Motion and second by Aldermen Sarff/West, forward the Treasurer’s Report on to council. The motion carried by voice vote, and was unanimous. Budget Report. City Treasurer Kathy Luker mentioned that a pie chart was made available to show the actual Budget amount for the Fiscal Year. The total of General Fund Revenue is 46.4% and the General Fund Expenditures is 40.6%, which is below the average, and a very good indicator. Motion and second by Aldermen Sarff/Nidiffer, to forward on to council. The motion carried by voice vote, and was unanimous. 1 Grants Department heads/last year to present. Police, Fire and Public Works had turned in their list of Grants received in the last year. Police Chief Jeffrey Fritz went over his at the meeting. The other reports had been turned in earlier. This was just for discussion purpose only, Alderman Meade stated. Discussion of Depreciation Accounts. City Treasurer Kathy Luker requested approval to add to the current Depreciation Accounts and/or open New Accounts for the General Fund and Water/Sewer Fund. The amounts she requested are approximately $250,000/yr total for the general fund and $150,000/yr total for the Water/Sewer Fund to be prorated to the current month. She said she would not know the exact dollar amounts until the Department Heads submit their proposals for approval. (Depreciation accounts are capital improvements, repairs and/or replacements of equipment or other tangible property. Needed in memo form from the Department Heads would be improvements or equipment requested, dollar amounts needed each year, and time period for completion of the project.) Motion and second by Aldermen Sarff/West, to approve adding to the General Fund and Water/Sewer Fund Depreciation Account of $250,000/yr total for the general fund, and $150,000/yr total for the Water/Sewer Fund. The motion carried by voice vote, and was unanimous. Greenwood Cemetery Payment.Motion and second by Aldermen Sarff/Nidiffer, to approve the second payment to Greenwood Cemetery for the fiscal year 2007-2008 of $25,000, and recommended by City Treasurer Kathy Luker. Discussion. Mayor Heinze said they are a commendable board, they are doing a great job without much funding. The motion carried by voice vote, and was unanimous. Vandewalle Work Order #3. City Attorney Chrissie Peterson commented that this is Work Order Number 0003. Vandewalle & Associates agrees to continue to provide Services as outlined in the Agreement. Services in this Work Order shall commence from September 21, 2007, and be in effect through September 20, 2008; hereby amending the Agreement end date to the same. All work will be completed on a time and materials basis to be billed as outlined in the Agreement. Article II.B of the Agreement is hereby amended to “The Administrative liaison between Vandewalle & Associates and the Client will be Chrissie Peterson, City Attorney.” 2 Article II.C of the Agreement is hereby amended to “Client agrees that Rodney Heinze, Mayor, and Kevin Meade, Finance Chairman, are approved to authorize Additional Services via a Work Order, which shall require the approval and signature of both individuals, prior to commencement of services.” Except to the extent modified herein, all terms and conditions of the original Agreement shall continue in full force and effect. All work will be completed on a time and materials basis, to be billed with complete itemization, to a maximum of $5,000 monthly (or $60,000 annually should a contract extension be approved). Should Vandewalle & Associates secure grant funding for Client, services pursuant to such grant shall be permissible additional expenses. Vandewalle & Associates shall send Client an invoice for Professional Fees and Reimbursable Expenses at the end of the month. Alderman Berardi said that all billing should come before council for approval. City Attorney Chrissie Peterson said we could put in the contract “no double billing.” Alderman Schenck said we can control the services of when we need them. Going back to IH site and having a marketing plan, and finding someone who can market the site. And Vandewalle & Associates be involved strategic and a time line for marketing. Alderman Schenck mentioned a marketing plan, for not so much a blueprint, but personal interest on the site, and the plan reaches out to potential developers. Motion and second by Aldermen Sarff/Meade, forward on to council as amended. The motion carried by voice vote, and was unanimous. The Finance Committee adjourned at 7:26 p.m. Legal & Ordinance Chairman, Alderman Craig West Ordinance Amending Dogs/Cats/Rabbits. Alderman West mentioned that three members of the Fulton County Humane Society were present at the meeting. Staci Mayall commended the council members for taking on such a controversial issue. She wanted to have enforcement, and to be consistent. She stated, what is excessive and who is going to make that call. There is not any mention of foster care, and that should be included. Alderman Meade commented this is a step in the right direction to address nuisances. Alderman Schenck felt that multi licensing has some good features to it, and there have been made some good revisions to the vicious dog ordinance. 3 Motion and second by Aldermen Nidiffer/Meade, forward ordinance having to do with licensing stipulation to council. City Attorney Chrissie Peterson suggested sending to Public Works committee in two weeks. The motion carried by voice vote, and was unanimous. Resolution Pre-Annexation agreement for Howard & Alice McAdams. Motion and second by Aldermen Meade/Nidiffer, to forward the resolution to next council meeting. Discussion. Alderman West mentioned the area is in the Westgate Subdivision. The motion carried by voice vote, and was unanimous. The Legal & Ordinance Committee adjourned at 7:53 p.m. Community & Industrial Development Chairman, Alderman David Nidiffer SRPED Mark Rothert Report. Mark Rothert gave the following report. Former IH Site IH Site Development Update IH Site Marketing Oct 16-17 will attend Brownfields Association BigDeal in Chicago Oct 25-26 ICSC Deal Making in Chicago, Mark will attend & talk to Real Estate Developers. Vandewalle & Associates were scheduled but was not able to come, and rescheduling has not taken place yet. Marketing WMBD Hometown Salutes Oct 10 in Jones Park with broadcasting live newscasts at 5 p.m. to 6:00 p.m. Canton Area businesses have bought ads/Canton commercial will also be running. Business Development, Attraction and Support Discussions with several business chains about relocation to Canton, Mark said this is real exciting for the TIF District. Will schedule meeting with several local entrepreneurs & an existing business about expansion. Scheduling site selection visit with national retailer. Scheduling site selection visit with Peoria area developer Illinois Main Street Update, won’t no until November 4 Industrial Development Industrial Park Improvement plan, working on timeframe, will work with property owner to discuss signage for the area State Capital Budget Il Routes 336 & 24, Mark said state senate passed the states capital budget for 336, but not 336 from Peoria to Macomb. Route 24 will be done in 3 sections. Grant Work Planning Grants through DECO have been submitted Rural Community Development Initiative Grant through Rural Development was submitted, local match through Department of Agricultural. HUD: Brownfield Economic Development Initiative/Section 108 Loan – this is for IH for water/sewer for a roadway. AT&T Competive Grant Program: integrate wireless technology into education delivery. Mark said this would be a great fit for Spoon River College and for the City to be able to have wireless internet. Human Resource/Other position. Alderman Nidiffer mentioned that discussion has been held for the position not to be full time. Each of us received a letter from Deputy Clerk Diana Tucker who is applying for this position. We have discussed adding her position with the city. Alderman Nidiffer ask the other Aldermen what are their thoughts? Alderman Berardi thought there should be a job description. Alderman Nidiffer said we need a “go to one person.” Alderman Sarff said we need to start the job description as we lack continuity. We don’t have a lot of turn over. The City Treasurer, City Attorney does certain things that come up, and is not part of their functions. We need a plan orientation for explanation of benefits, contracts, health insurance, disability insurance, workman’s comp, vacation, time off, IMRF pension/police/fire pensions, voluntary deductions, tax forms, sexual harassment contracts, providing ID, drug/alcohol testing, family/medical leave act, enrollment of new employees, deferred comps, voluntary additions to IMRF. The position should be part-time or combination with staff of other things they have to do. Should discuss job description at next meeting and other duties. Alderman Berardi said combining with Diana Tucker’s position is a good way to start. 5 Alderman Strandberg mentioned if Diana or not, I want to see the position combining with her position is not conflicting. Let’s start talking if will be a full-time job. Alderman Nidiffer said for the Aldermen to put your ideas together and he will bring back to his committee next month. Community & Industrial Development committee adjourned at 8:14 p.m. Negotiations, Grievance & Personnel Chairman, Alderman Larry Sarff Nothing was listed on the agenda and discussion was not held. Alderman Sarff announced there will be an executive session at 6:00 p.m. in Bruce Beal’s office at 121 West Elm Street for the purpose of Negotiations with Public Works Contract. The Clerical Committee adjourned at 8:15 p.m. Recording Secretary, Nancy Whites, City Clerk 6