Loading...
HomeMy WebLinkAbout11-13-07 Clerical Committee Meeting Minutes CLERICAL COMMITTEE MEETING Tuesday, November 13, 2007-6:30 p.m. th Historic Depot 50 North 4 Avenue, Canton Illinois Mayor Heinze called the meeting to order at 6:30 p.m. Aldermen present: Eric Schenck, Joe Berardi, Larry Sarff, Craig West, Jason Strandberg, Sonya Lewis. Absent- Kevin Meade, David Nidiffer. Others Present- Mayor Rodney W. Heinze, Deputy City Clerk Diana Tucker, City Attorney Chrissie Peterson, Police Chief Jeff Fritz Fire Chief Bonnie Cremer, Wastewater Treatement Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, Street Supt. George Spahn, System Maint Supt. Bill Terry, Mark Rothert, Keith Plavec, Video Services by Joe Ginger. Audience- WBYS Mark Bixler, Canton Daily Ledger John Froehling, Human Society Stacey Mayall, Attorney Nancy Schell, Dick Van Rossem, Marlin Libers, Dennis Crawford, Holthaus Construction Rep Nick Orwig. COMMUNITY & INDUSRIAL DEVELOPMENT Alderman David Nidiffer, Chairman Crawford Development Agreement Dennis Crawford opened the floor to any questions about the agreement. Attorney Chrissie Peterson explained items in the agreement to the council. The development agreement calls out for the city to repair any sidewalks that might be necessary along Elm Street and First Avenue. It calls for the city to purchase and install one street light along the same nature and character that surround Jones Park. In return the city will sell the property for $100.00 to Dennis Crawford. He will construct a building approx $250,000.00 which would result in an assessed value of around $83,000.00. This would result in a tax increment of $6900.00, an approx 20 years remains on the TIF. The development agreement gives Dennis Crawford 24 months to complete the construction. 1 Chrissie Peterson explained that this parcel is one block outside of our enterprise zone. He will not be eligible for the incentives that typically come with an enterprise zone. In return for this, Dennis Crawford has asked for a rebate of 20% of the tax increment. This would be approximately $1380.00, assuming 20 years left on the TIF would result in approx. $27600.00. If the parcel was 1 block east, and in the enterprise zone, Dennis would receive up to 6.2% sales tax exemption on his building materials. This could have resulted in a sales tax exemption of approx $15000.00. ( For comparison purposes) The city will end up receiving $6900.00 for 20 years would be $138,000.00 deducting $27600.00 would total $111,000.00. Chrissie clarified that this parcel is in the TIF district, but not in the enterprise zone district. Alderman Joe Berardi asked who the architect is? Have the plans been approved? Dennis Crawford explained that Keith has been working closely with the plans. Keith explained that at this time no building permit is issued. Alderman Joe Berardi expressed concern that we should have the plans approved by an architect prior to signing an agreement. Alderman Larry Sarff asked Dennis Crawford when he can have final plans for review. Dennis Crawford stated that the only item he is needing is the building plan that can help with foundation boards. All of the other mechanicals were submitted and approved. Alderman Sarff asked Dennis Crawford to get a copy of the plans to take to the Clerk’s office for distribution to each alderman. This will be reviewed for consideration for next Tuesdays Council Meeting. Discussion was made on the architect of buildings and the possibility of having the council adopt a policy. Mark Rothert explained that the council could provide some technical assistance to any developer or business owner that would want to enhance an area. Alderman Berardi mentioned that when the city adopted the planning and development it is specific how the downtown façade – or the front of the buildings would be developed. Alderman Berardi explained that we paid Vandewalle to do this, so we should go back and review it. IMPLEMENTATION PLAN FOR GOLF VIEW VILLAS PUD COUNTRY CLUB 2 Alderman Jason Strandberg stated that he received the water and sewer plans that Clif put together. He distributed this to the alderman for review. Keith opened the floor for any questions. Alderman Berardi asked for two options to check. One was the special district to pay a share of this. He asked what they came up with? Keith explained that he is not certain—he would have to defer this to the City Attorney to say can we do a special assessment? City Attorney Chrissie Peterson stated we can do a special service area or a special assessment area. She explained there is not much difference between the two except how the money is collected. Alderman Berardi stated he believes there is a $500.00 assessment per lot. Keith stated that this number was divided by the 35 lots not the 24 lots, so the number was actually lower than it should have been. Alderman Berardi asked if the city put the water and sewer in what the cost would be. Keith indicated that option #2 would be the cheapest. This would have the city doing everything by their own crews or by hiring a local contractor. Alderman Berardi asked if we are going to do this, are we going to offer this for everyone. Alderman Sarff indicated that we would have to operate on a case by case basis. Alderman Sarff explained that he feels option #2 would be the best. He also explained the possibility of the road becoming three lanes some point in the future. He feels this should be taken into consideration in making the decision on these properties. Alderman Jason Strandberg explained the importance of bringing water and sewer into the city for development purposes. Alderman Eric Schenck explained that basically there are two different ways to get the water and sewer completed and how this should be paid for. 1— The city do this in-house, or 2 have the work hired out. He stated that we would use funds budgeted for housing development, or do we do the special assessment. Alderman Schenk stated that the issue of the roads also brought up an issue of a sidewalk and a bike trail. Alderman Schenck asked if we should place sidewalks and bike trails as part of the plan development agreement. Keith Plavec expressed his concern of placing sidewalks in at this time. These may not be in the correct places. 3 Keith Plavec explained the options Option #1 The City would only do the water. The Country Club would bid for the sewer. Option #2 Everything would be completed by the city. The city would buy all of the materials, labor costs., On the sewer side a contractor to would indicate if we get an excavator for so many days here is how much it will cost. Keith explained the main items to look at is option 1 and option 2. Keith explained that on the water side the time frame would be 2 weeks, while on the sewer side the time frame would be 4 weeks. Keith feels that within 1 ½ months this should be complete. Mayor Rod Heinze asked what the dollar amount would be to hire a private contractor to do these services compared to the city doing the work for $13900.00. Alderman Joe Berardi answered with the amount of $57,000.00. Mayor Heinze asked how the city can complete this for 1/3 the amount of what a contractor would charge. Keith Plavec explained that the numbers from the city is based on what a larger contractor would do the work for. You would also be saving sales tax dollars that the city pays for material vs. the contactor doing through the country club. Mayor Heinze explained that we should keep in mind that we would be competing with private enterprise by doing the work—especially for a large project. Alderman Craig West recommended this item be brought to council next week. SRPED UPDATE FROM MARK ROTHERT ECONOMIC DIRECTOR Hotel/Motel Tax Requests to the City to cover 50% of the website maintenance fee of $900 for Avenet Web Solutions. 4 Downtown Revitalization th The Illinois Main Street Conference is Nov 14 & 15. There is an awards ceremony on Thursday night where we will learn of our acceptance into the Main Street Program. We will have over a year to accomplish a set of criteria to become a “Designated Main Street Community.” Mark requested that the Illinois Preservation Agency send some architects to Canton top provide technical advise to Fire Department staff and the owner’s insurance company representatives with regard to a preservation perspective on saving the Feaster’s building. They were here on Friday 11/9/07. th On Tuesday November 6, a group of downtown merchants met to discuss their issues with the downtown, growth and development, city concerns and other strategies to pursue to enhance the downtown. This group will meet thrd again and is open to all downtown merchants on Nov 20 on the 3 floor of the Opera House professional building, starting at 5:30pm.. The focus will be on bringing more business to the downtown area. Mark asked for a quote to create streetscape plan from Hoerr Nursery in preparation for IDOT’S transportation enhancement grant process. Mark will also look for other landscape architecture firms in the area to get more quotes. He will keep the council updated. Marketing Sign banner program., Mark is trying to revive the banner program again, the ones you see with the “City Living among Nature’s Beauty” logo on utility poles. We will not be using the same company however. Mark is working with Ameren to secure the rights again to put the banners on the poles and working to find a reputable banner producer. Once those two tasks are done Mark will utilize a list of retailers who indicated they would like to be on future banners that we put up. Mark’s goal is to fill every usable utility pole in the downtown with banners. Creating a new Community Profile Mag/Brocure like the ones created in 2001. This magazine/brochure will highlight Canton’s key attributes and be distributed throughout town, and through Illinois Tourism Bureau who will put them in rest stops all over Illinois. 5 National Brownfield Association Big Deal Conference and the Intl Council of Shopping Center Deal Making conf in Chicago. Both were productive in generating leads for Brownfield developers for the IH site and retailers possibly wanting to expand to Canton. Mark continues to follow up with the leads. Business Development, Attraction and Support Mark discussed and distributed a list of businesses looking to expand into Canton. Each is outlined to highlight the individual needs. Mark is currently pursuing each possibility. Industrial Development The Banner Mining Project by Capital Resources Development and Greg Arnett of Canton has been getting some press lately. The mining project there would create 30-40 jobs at approx $45,000.00/year. This may be an issue that the City Council would want to weigh in on considering the economic and job impact it could have on our local economy here in Canton. Capital Resources Development still has to go through various permitting processes with the Army Corp of Engineers and ILEPA. Public input is always valuable to the processes. Industrial Park Improvement Plan Update—gives a basic update of where we are. Enterprise Drive Extension to the end of lot 23w and lot 18 bids will go out in April 2008 for this project. Grading/Earthwork of lots 6,7,13 & 14 Lots 13 & 14 current land owners adjacent to lots are possibly interest in buying. If bought by interested parties topographical survey/grading will not be needed. If lots are not purchased, surveying/earthwork will be scheduled. Lots 6 & 7 – Lots are relatively flat behind a large row of trees blocking the view from Enterprise Drive. Action will be taken to remove trees. Topographical surveying will take place if needed, then earthwork to level the property. New Entry Sign 6 Currently scheduling a meeting of all property owners in the Industrial Park to advise on sign design. Once a design is chosen we will ask for quotes from area sign makers and choose the appropriate bidder. Marketing will be conducted as the improvements to lots 6 & 7 are underway and new signage is implemented. Fire Hydrants are completed Three fire hydrants were installed in October. High speed internet is completed. AT&T has implemented the necessary infrastructure to offer high speed DSL to properties at the Enterprise Industrial Park. Possible Future Improvements include a lift station generator and extension of enterprise drive to connect to County Highway 22. Keith Plavec explained to the council that he would like to have the council input into the projects prior to the work being started. Alderman Larry Sarff asked if the extension would be paid by motor fuel tax? Keith explained that there are different options to look at. Keith asked if this would be deferred to a street committee. Alderman Larry Sarff indicated that as ideas are brought up these should be sent to the committee for discussion. LEGAL AND ORDINANCE Alderman Craig West, Chairman Ordinance for Dogs, Cats and Rabbits Stacey Mayall from the Humane Society explained that she visited with Dr. Hahn. Stacey explained that when the veterinarians read the ordinance there was not anything that came up as what they would consider a “ red flag”. There chief concern would be more in monitoring and putting the good faith of the residence to go to the city building to obtain the multiple pet license. Another concern that Dr. Hahn had is rabbits. Currently the shelter is not equipped for rabbits. If Officer Pollitt would impound rabbits we would need to decide where the rabbits would go. 7 Stacey mentioned that they are happy to see the detail on nuisance, however this is still at the discretionary of the animal control officer when he investigates the complaints. A concern that the human society has is in regards to foster care of pets. When you limit the number of animals individuals that provide temporary foster care to pets could be affected. These people may have 4 dogs for just two weeks. Stacey asked if the city would expect the foster care individuals to have a multiple pet license, or would we allow foster care people to be exempt along with the people that professional dog train. Stacey asked where the funds collected from the fees be assigned—which account? Would these go to the general fund? Stacey indicated that the public may want to know where the fees are going. Stacey complimented the work the council has done to revise this ordinance. Mayor Heinze asked if the county can not take rabbits, where do they go? Stacey indicated that there was a case where rabbits were brought to them. They outsourced the rabbits to a business that wanted them. Dr. Hahn wanted to remind everyone that this is a cat and dog facility. Stacey indicated that it is not the duty of the human society to make the decisions on what should or should not be in the ordinance, they will only provide recommendations. Alderman Strandberg indicated that this ordinance is strengthening our nuisances. He indicated that this is the key—not limiting the number of pets. Alderman Strandberg questioned if the council should be doing both--- strengthening the nuisance and limiting the number of pets. He questioned if this is possibly overkill. Mayor Heinze asked if the council would consider putting the exception in the ordinance for foster care and bringing to council next week. Alderman Strandberg indicated that this new ordinance does a better job of spelling out the nuisance laws and giving better direction to the animal control officer. Alderman West recommended this be sent to council next week. 8 RESOLUTION AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE CITY OF CANTON AND CANTON PARK DISTRICT Chief Jeff Fritz explained that we had an agreement that was outdated from the mid 1980’s. The main idea was to update the agreement. This update to the agreement has been reviewed between Chief Jeff Fritz, Attorney Chrissie Peterson, the Park District, and the Park District’s attorney. Alderman Sarff questioned what it means in relations to moving traffic violations going from one park facility to another park facility when moving traffic violations in progress. Chief Fritz explained that this if an officer is in there normal course of duty from one park to another—they see someone speeding they would be able to stop and enforce that violation. Alderman Craig West recommended this be on the agenda for next weeks Council Meeting. RESOLUTION APPROVING A PRE-ANNEXATION AGREEMENT BETWEEN THE CITY OF CANTON AND ROLLIN RUMLER AND JUDY RENCH Discussion was made on the location of this property. This property has a water main present. UPDATE FROM CITY ATTORNEY Attorney Chrissie Peterson stated that she has a couple of announcements. Starting Friday a public comment period will be opened up on the draft interim measurers work plan for the N.W. and S.W. development blocks of the former IH sites. This is with the approval of the IEPA. They have recommended our remedial measurers to address some of the subsurface contamination and this will after the public comment period be to perform some of the remedial work. Chrissie explained that there is still some grant money available for some of the cleanup activities. Chrissie explained that the west central area is not included. This was drafted by the EOI and will be on file at the library and the City Clerk’s Office. The city is trying to get an electronic version of the document to post to the web site. The comments will be sent to the agency for review. 9 Chrissie also wanted to mention that recently AT&T and the rest of the video and cable industry has been de-regulated. Unlike utilities providers they are not being required to make the lines already in place available to new providers. This does not mean much to the city, other than we may have more companies that want to dig in our right of ways. th Chrissie was at the Illinois Municipal League Conference on October 18 and this was a hot topic. Chrissie has been working off of the draft ordinance from the municipal league in making some changes to it. We currently do not have an ordinance in place for placing structures in our right of way. Chrissie has sent a copy to Clif and Keith and asked for comments. FINANCE Alderman Kevin Meade, Chairman BILLS The $450.00 will be added for the web site positing for the city share. Larry Sarff referred the bills to council. TREASURER’S REPORT. The City treasurer is not present tonight so Alderman Larry Sarff referred to council next week. Budget Report. The City treasurer is not present tonight so Alderman Larry Sarff referred to council for next week. Bid Opening For Roof at System Maintenance Building Alderman Larry Sarff stated that due to the lack of aldermen present a vote can not take place to open the bid, however after discussion it was agreed that the bid be opened. One bid was received. Holthaus Construction bid $10,435.00. No bond was present. Questions were brought to the floor if the bond was required. Alderman Sarff recommended that the bid be sent to Clif and Keith for there review and be sent to council for recommendation at next weeks meeting. 10 Truck Purchase—Street Department; Alderman Larry Sarff stated that the budgeted item from the depreciation account street department requesting permission to get a state bid pickup truck to replace the 1991 Ford with 200,000 miles with transmission problems. Alderman Larry Sarff recommended this be sent to council next week. Telephone Service Chief Fritz explained that several months ago he was approached by a provider in reference to the telephone service, at that time the thought was changing to voice over internet. A proposal was made and accepted at committee, once they went back to the provider they were unable to provide the service at the quote they gave. Since then another company came to the city--- This is broadband direct. Chief Fritz explained that this rep is a broker – he can sell different services. He claims we do not need voice over internet, all we need is to change our service provider. We can use the same hardware and save money. Chief Fritz passed out a proposal from Broadband Direct. The comparison is one months bills from the police dept, water dept, and clerks office. With AT&T the monthly service was $1091.16. The service provider he suggested is Call One at $740.68. The rates are .01 cents per minute compared to .05 and .02 for AT&T. Annual savings would be $4205.00 just for the three departments. There would be a two year contract requirement. Chief Fritz explained that listed on the information are a few local businesses using this provider. Alderman Sarff asked Chief Fritz to check with the references for further information. Alderman Sarff recommended this be referred to council next week. Survey for IH Site Attorney Chrissie Peterson explained that one of the issues with the IH Site is resolving issues with the location of the sewer lines and connections. 11 One thing that has not been done is a topographic survey to address the difference in elevations. This is something that Keith will need to address engineering needs. Keith explained that we need to have the topographic survey to be able to give to developers interested in the site. Keith recommended that the topographic survey needs to be completed so the city can have a starting point to making everything else work. Keith stated that TIF funds should be available to finance the survey. Alderman Berardi expressed his concern with the lack of TIF funds. Further discussion was made and after review of the treasurers report, Chrissie stated that that balance in the TIF fund shows $3400.00. Keith explained that the length of time to complete the survey would be one week at the most. Keith explained that if this were to be done through the general engineering the cost would be higher, but a discount of 15% would be applied. Alderman Sarff agreed that this survey needs to be performed to create a starting point for developers. Alderman Sarff referred this to council next week. th Engineering Resolution for 15 Avenue-BLR 09111 Keith Plavec explained that Items 8-14 are basically the same items. He will explain briefly each. Each one is MFT dollars. 8 and 9 related to engineering. They originally submitted a proposal to do the design of the bidding for construction to close this job out. They are asking for $15,000.00 for construction observation services. This is for the Engineering Resolution th Request for Expenditure ( Engineering) for 15 Avenue –BLR 09150 Keith explained this is for the request for expenditure. This city is submitting to spend $15,000.00 of the MFT dollars on this project. The city is requesting from IDOT to spend the $15,000.00. th Improvement Resolution for 15 Avenue-BLR 09111 This is for $28,000.00 with R.A. Cullinan. This is an additional cost above the bid price. Keith explained that one more side walk was replaced that 12 originally intended, and on the east side of the road between the schools entrances—a side walk was not originally in this area. The contractor added a side walk between this area. Blacktop needed to be replaced and added during the curbing processes. The largest item of approx. $10,000.00 was related to a high pressure gas main. This main was only 12 inches deep. A concrete reinforcement was added to the top of this area. Further discussion was made on the exact location of this main and the concerns of the depth. Keith stated that people must be aware and informed about JULIE. th Request for Expenditure (Construction) for 15 Avenue _BLR 09150 Keith explained this is a request to IDOT to spend MFT funds. Preliminary/Const. Engineering Serv Agreement for Ash Street-Phase II and III BLR 0555121 th Keith explained this is to add phase II and III that consists of Main to 5 Avenue. This is an agreement between the City and Maurer and Stutz for design, bidding and construction for $40,000.00. Engineering Resolution for Ash Street Phase II and III –BLR 09111 Keith explained this is a resolution to spend the $40,000.00 Request for Expenditure (Engineering) for Ash Street-Phase II and III- BLR 091501 Keith explained this is request from IDOT to spend the $40,000.00 of MFT dollars. Keith wanted to add that they will be coming back soon to add phase 4 and ththth phase 5 which is from 15-20 and on 20 Avenue from Chestnut to Ash. Keith wants the preliminary engineering agreement to the city so we can start looking at utility and right of way on both of these streets. The city th currently does not own right of way on 20 Avenue. The property owners own the center of the road. Keith stated he wants to begin this now, so we can start planning for any future roadway improvements. The city needs to purchase this right of way. Further discussion was made regarding sidewalk replacement. 13 Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman Human Resource/Other Alderman Larry Sarff stated that due to the fact the two other alderman on the committee is not present, he is going to refer this to next months meeting. Alderman Eric Schenck asked if there was an update on the planning/zoning officer. Alderman Sarff stated we have several resumes and when Clif returns we will continue forward. Alderman Sarff made a motion to adjourn. The Clerical Committee adjourned at 8:35 pm Recording Secretary, Diana Tucker, Deputy Clerk 14