HomeMy WebLinkAbout01-11-05 Clerical Committee Meeting Minutes
C L E R I C A L C O M M I T T E E
January 11, 2005 @ 6:30 p.m.
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Historic Depot 50 N. 4 Avenue
Members Present:
Aldermen Jim Hartford, Craig West, Larry Sarff. Alderman absent
Mary Fillingham.
Other Aldermen attending
: Elny Harn, Les Carl, Rick Reed. Bob Molleck is out of
state.
Others Present:
Mayor Jerry M. Bohler, City Clerk Nancy Whites, City Treasurer Patty
Beaird Franzoni, City Attorney Ron Weber, Public Works Director Cliff O’Brien, Supt.
Wastewater Treatment Plant Joe Carruthers, Supt. Water Treatment Plant Greg Pollitt,
Fire Chief John Stanko, Police Chief Donald Edwards, Zoning Officer Clark Wilson,
Economic Advisor David Byerly, Maurer Stutz Inc. Keith Plavec, Supt. Street George
Spahn, Supt. System Maintenance Bill Terry. Also attending-news media of John
Froehling from Daily Ledger, Brenda Bowen from Journal Star, Joe Ginger’s Video
Service, Rod Heinze candidate for mayor, Harry Steck candidate Alderman Ward 2,
Kevin Morgan candidate Alderman Ward 3, Eric Schenck Alderman Ward 4, Deputy
Clerk Barbara Bryant, & Greg Strode from Wells Fargo Bank.
Finance Committee
Alderman Jim Hartford, Chairman
Motion
and second by Aldermen Hartford/West add to the agenda an Ordinance for
Revenue Bond Source and a Garage Door replacement for the Fire Department. Voice
vote, motion carried unanimously.
Bills.Motion
and second by Aldermen West/Sarff, all bills be approved and referred
to Council for their consideration. Discussion. City Treasurer Patty Beaird Franzoni
mentioned that part of the bill from Hocker & Fitzjarrald in the amount of $22,160 is
Water & Sewer $6,800, General fund $13,260, $1,400 Tax Increment, Brownfield
$1,600. Voice vote, motion carried unanimously.
Treasurer’s Report.
City Treasurer Patty Beaird Franzoni stated the total General
Fund is $1,120,349. The Building & Grounds budget has used 82% of their budget due
to heating problems at City Hall.
2004 Assistance to Fire Fighters Grant Requests.
Fire Chief John Stanko gave an
overview of what he is requesting. One of the projects under the 2004 Assistance to Fire
Fighters Grant is the replacement of six(6) sets of personal protective equipment (PPE).
This would include six (6) coats and six (6) trousers with Globe PPE. The price quote of
$10,131.90. Grant funds will provide $6,480 toward the purchase. The city share would
be $3,651.90. Requesting bids be waived.
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Clerical Committee meeting 1-11-05
Grant also provides for the purchase of seven (7) sets of boots. Cost is $235 per paid for
a total of $1,645. Grant funds would pay 90% ($1,480.50) with the city share being 10%
($164.50).
Grant also provides for the purchase of eight (8) portable radios from Radio Express at a
cost of $562 each for a total of $4,496. Grant funds will cover 90% ($6,069.60) of the
cost. The city share would be 10% ($674.40). John wants to purchase four (4) portable
radios under the 2004 grant at a total cost of $2,248. And authorization to purchase eight
(8) portable radios under Amendment #1 of the 2003 grant at a cost of $4,496.00, and all
from Radio Express. To also purchase under Amendment #1 of the 2003 Assistance to
Fire Fighters Grant provides the replacement of six (6) mobile radios. Best quote was
from Radio Express for a total cost of $3,555.00. Grant funds would cover 90% ($3,200)
of the cost. The city share would be 10% ($355).
Motion
and second by Aldermen Sarff/West, to waive bidding for the purchase of
Personal Protective Equipment, Replacement Boots, Portable Radio Purchase, and refer
to Council for their consideration. Voice vote, motion carried unanimously.
Motion
and second by Aldermen Sarff/West, to recommend the expenditure to purchase
Personal Protective Equipment, Replacement Boots, Portable Radio Purchase, and refer
to Council for their consideration. Voice vote, motion carried unanimously.
Motion
and second by Aldermen Sarff/West, to allow the authorization to transfer $1,232
from line 443 to line 504 of the budget and that the city treasurer be directed to make the
appropriate changes to the budget. Voice vote, motion carried unanimously.
The next seven items are for Amendment # 1 to 2003 Assistance to Fire Fighters Grant
Request, and are: (8) Portable Radios $4,496, (6) Mobile Radios $3,555, (1) Hydraulic
Pump $5,330, (2) Breathing Apparatus $5,781, Fire Prevention Material $1,915, (1)
Code/Inspection Software $2,235, (2) Notebook Computers $1,098.
Motion
and second by Aldermen Sarff/West, all seven transfers be allowed, and referred
to Council for their consideration. Voice vote, motion carried unanimously.
Greenwood Cemetery – Insurance Payment.
Mayor Bohler stated that in the pass the
City has contacted the Greenwood Cemetery to reimburse the City for Health Insurance,
and machinery insurance. This has been the last four years and we have allowed them to
not pay again this year. Mayor Bohler felt the amount is around $5100.00.
Motion
and second by Aldermen Sarff/West, to recommend payment and to refer to
Council for their consideration when amount is confirmed. Voice vote, motion carried
unanimously.
Water & Sewer Rates.
Maurer Stutz Inc representative Keith Plavec gave the Council
members the following presentation.
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Wastewater Study Summary
Estimated Project Cost to Complete Recommended Improvements = $12.7 million.
Water Study Summary
Estimated Project Cost to Complete Recommended Water Supply and Treatment
Improvements = $16.6 million
Estimated Project Cost to Complete Recommended Water Supply, Treatment, Storage
and Distribution Improvements = $23.3 million
Existing Wastewater and Water Rates (per City Ordinance)
Wastewater
Flat Fee = $2.50 per month ($1.89 for O&M and $0.61 for debt service – Effective
January 1, 1998)
Volume Surcharge = $1.30 per 100cf ($1.162 for O&M and $0.138 for debt service –
Effective January l, 2000)
Effective May 1, 2005:
Flat Fee = $2.70 per month ($1.89 for O& M and $0.81 for debt service)
Volume Surcharge = $1.35 per 100cf ($1.212 for O& M and $0.138 for debt service)
Water
Flat Fee = $2.50 per month ( Instituted on May 3, 1995)
Volume Surcharge = $2.11 per 100cf ($1.60 for O&M and $0.51 for debt service –
Effective January 1, 2000)
Effective May 1, 2005:
Flat Fee = $2.70 per month
Volume Surcharge = City Ordinance says “To be determined prior to May 1, 2005.”
Proposed Wastewater and Water Rates
General
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Clerical Committee meeting 1-11-05
Three alternatives exist for increasing rates:
Alt. 1 – Increase only the Flat Fee
Alt. 2 – Increase only the Volume Surcharge
Alt. 3 – Increase both the Flat Fee and the Volume Surcharge
With wastewater rates, any of the three alternatives are viable.
With water rates, Alternatives 2 and 3 are more ideal because of water users in
surrounding communities. For example, if Alternative 1 (“flat fee” increase) were
selected, municipal water users would have a few dollar increase spread out over multiple
users. On the other hand, each water user in Canton would pay the entire flat fee.
Considering previous meetings with this Administration and Council, Alternative 3 was
selected. This scenario allows fixed income users to have relatively lower wastewater
and water rates increases as compared to other users.
Wastewater Rates
We were asked to evaluate Flat Fee increases of $1.00, $2.50, and $5.00. Based on data
presented to this Administration, a $1.00 flat fee increase was chosen.
The following is the proposed volume surcharge rate based on a flat fee increase of
$1.00:
Existing Volume Proposed Volume Amount of
Surcharge Surcharge Increase
Year (per l00cf) (per 100cf) (per 100 cf)____
2005 $1.30 $2.00 $0.70
2006 $2.44 $0.44
2007 $2.79 $0.35
2008 $3.05 $0.26
The following is an example of the $1.00 flat fee increase and the proposed volume
(NOTE: All bills are computed
surcharge previously mentioned on typical users.
bimonthly. Increases are shown on a monthly basis and are for discussion purposes.
The monthly increases are based on the current bi-monthly bill.)
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Proposed Sewer Bill
2005 2006 2007 2008
Sample Current Bi- Monthly Bi- Monthly Bi- Monthly Bi- Monthly
Water Bi- Monthly Increase Monthly Increase Monthly Increase Monthly Increase
Usage Monthly Bill Bill Bill Bill
(cf ) Bill
665 $13.65 $20.31 $3.33 $23.22 $ 4.78 $25.55 $ 5.95 $27.30 $ 6.83
1,800 $28.40 $43.02 $7.31 $50.91 $11.26 $57.22 $14.41 $61.96 $16.78
Water Rates for the $16.6 million improvements
We were asked to evaluate Flat Fee increases of $1.00, $2.50, and $5.00. Based on data
presented to this Administration, a $1.00 flat fee increase was chosen.
The following is the proposed volume surcharge rate based on a flat fee increase of
$1.00:
Existing Volume Proposed Volume Amount of
Surcharge Surcharge Increase
Year (per 100cf) (per 100cf) (per 100cf)
2005 $2.11 $3.11 $1.00
2006 $3.61 $0.50
2007 $3.98 $0.36
2008 $4.26 $0.28
The following is an example of the $1.00 flat fee increase and the proposed volume
(NOTE: All bills are computed bi-
Surcharge previously mentioned on typical users.
monthly. Increases are shown on a monthly basis and are for discussion purposes.
The monthly increases are based on the current bi-monthly bill.)
Proposed Water Bill
2005 2006 2007 2008
Sample Current Bi- Monthly Bi- Monthly Bi- Monthly Bi- Monthly
Water Bi- Monthly Increase Monthly Increase Monthly Increase Monthly Increase
Usage Monthly Bill Bill Bill Bill
(cf) Bill
665 $19.03 $27.67 $ 4.32 $31.02 $ 6.00 $33.44 $ 7.21 $35.30 $ 8.14
1,800 $42.98 $62.96 $ 9.99 $72.01 $14.52 $78.58 $17.80 $83.60 $20.31
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Clerical Committee meeting 1-11-05
Keith Plavec wants to have this on the next months Finance Committee meeting. Just
review this until then, if any questions or if you want to come in to review, just call my
office and set up a time to meet.
Keith mentioned that there are potential grants available, EPA loans at 2.4% and the
increase is to start March 1, 2005.
Keith also said the 23 million and the 16.6 million are for the Water Extension and Water
Tower, not only for future growth but water pressure.
Alderman Sarff said we need to move forward with our concerns. The time line is too
aggressive, we need to channel to the community, to organizations, service clubs, people
need to understand. The candidates need to be informed so the people can ask them,
where do you stand on this? This should be up to the future council to make a decision
on this.
Mayor Bohler said he disagreed pretty much with what Alderman Sarff said. We have
talked this thing to death. Most of the council members I’ve talked to have a positive
response. We’re here for Canton’s future. We have neglected our infrastructure.
Alderman Reed said the water increases he would like to see be on a monthly billing for
those on fixed income people. He would like to have their input.
Eric Schenck told the members of the committee that the City belongs to the Illinois
Rural Water Association. They will work with the City on how to proceed in this project.
They have staff that will work with Municipality’s.
Alderman Sarff asked Keith Plavec if they can offer assistance for loans.
Jeff Strode of Wells Fargo Bank said the bank is offering financing for the project.
Illinois Route 78 Sidewalk request of additional $10,800.
Keith Plavec mentioned the
City had approved $141,450 on September 7, 2004. Since then the temporary easements
are 36. The additional cost is $10,800 and these costs are only estimates, because if
someone has a fence, additional cost might be incurred. IDOT has sent a letter asking to
be signed if we will participate in the additional $10,800.
Motion
and second by Aldermen Sarff/West, council to participate if line item comes up
on project the city to be notified, and referred to Council for their consideration. Voice
vote, motion carried unanimously.
MFT Maintenance Program United Paving - retention of $61,562.27.
Keith Plavec
mentioned that of this $61,562.27 a total of $53,812.85 is from MFT funds, and
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Clerical Committee meeting 1-11-05
Motion
$7,749.42 is for the Lake Road. and second by Aldermen West/Sarff, to approve
of the retention funds be returned, and referred to Council for their consideration. Voice
vote, motion carried unanimously.
Ordinance – Abating all of the Bond Levy for the 2004–2005 Fiscal Year ($1,150,000
Principal Amount Alternate Revenue Bonds Series 2004).
City Attorney Ron Weber
mentioned this has to be done every year an generally done in December. The amount to
Motion
abate is $170,935.00. and second by Aldermen Sarff/West, to have an ordinance
presented, and referred to Council for their consideration. Voice vote, motion carried
unanimously.
Garage Door Replacement at Fire house.
Public Works Director Cliff O’Brien
mentioned that the door presently on the building is 25 years old, and is not holding up,
Motion
city crews are over there working on it. and second by Aldermen Sarff/West,
approval to purchase new door, referred to Council for their consideration. Voice vote,
motion carried unanimously.
The Finance Committee adjourned at 7:18 p.m.
Legal & Ordinance Committee
Alderman Mary Fillingham, Chairman
Council members telephone poll.
Mayor Bohler said to direct the City Attorney to
draft an ordinance that would allow an Alderman who was ill, or on long vacation to vote
at the meeting. City Attorney Ron Weber mentioned this was vetoed by the governor and
it has to comply with the open meetings act, and has to be announced 48 hours in advance
of who will be attending by this hook up. This would be changing the rules of how
standard business is done. Mayor Bohler said we could have had a serious problem back
when the Ordinance for the Tax Levy came up and did not have a quorum until one
aldermen came in when ill to help out.
Motion
and second by Aldermen Hartford/West, to have City Attorney Ron Weber to
draft an ordinance, and referred to Council for their consideration. Discussion.
Alderman Sarff said he had some reservations about this, but agreed to send on to
council. Voice vote, motion carried unanimously.
Resolution – Support of Voyagers, Il Road (National Scenic By-Way).
City Attorney
Ron Weber said there are two basis ideas of support. Designate a route, and the benefit
would be the City of Canton would be on the map. Ron said the route looked at was
Route 24 & 9 at Banner into Canton, pass the Depot and downtown, to Canton Lake, and
return back to where began. Those having billboards in place now are not affected.
Motion
and second by Aldermen Hartford/West, City Attorney be instructed to draft an
ordinance, and referred to Council for their consideration. Discussion. Ron Weber
mentioned the ordinance has to be passed next Tuesday, and if anyone has any comments
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or questions to contact David Byerly and Ron Weber. Voice vote, motion carried
unanimously.
IH Cleanup & Improvements Expenditures.
Economic Advisor David Byerly said he
needed 4 separate things – 1. To bid removal of cresote blocks from IH site and paid
from EPA funds in place. 2. Issue bid removal trash and debris pile at IH, and not grant
funded. The TIF District has had a deposit of $45,000 and asking to use those funds. 3.
To go out for bids for the construction of a fence along Second Avenue at the IH site.
TIF funds to be received in the spring. 4. Planning expenditure for new TIF District.
(Master Plan) Now asking for approach to be started and would be about 30 to 40 blocks.
Cost $11,000 of TIF expense.
Alderman Carl ask Cliff O’Brien if there were any environmental issues in the first three
requests, and could they be done in house? Cliff said there were no environmental issues,
and we would not be able to do in a timely manner as a contractor could. Alderman Carl
ask David Byerly if there was a time issue, and David answered, no! David did add the
EPA does want the creosote blocks moved quickly. Alderman Carl asked if grant funds
could cover our cost? David Byerly said there is a process that the City can be
reimbursed, and you have to have separate time cards for those doing the work.
Motion
and second by Aldermen Hartford/West, to go out for bids. Discussion.
Alderman West asked what kind of fence would be used on Second Avenue? Cliff
O’Brien said a chain link, or a wood fence that would last 10 years, but won’t cost as
much. Probably use a chain link Cliff said.
Alderman Sarff asked about the semis parked on Second Avenue, and could they be
moved off of there? Cliff O’Brien said it is a city owned lot. Cliff O’Brien said if you
want them off of there, they will be. Several Aldermen voiced they agreed also. Voice
vote, motion carried unanimously.
The Legal & Ordinance Committee adjourned at 7:46 p.m.
Community & Industrial Development Committee
Alderman Craig West, Chairman
Update of Activities.
Alderman West asked David Byerly about the N.E. corner lot at
IH. David said before Christmas there was some drilling rigs doing some borings at that
corner and in the midsection of the same area We are still marketing the N.E. corner.
Alderman West asked about the Ethanol Plant, and Dave said they are laying sewer and
infrastructure.
Fulton County Greenways & Trails Program.
Keith Plavec of Maurer Stutz Inc. said
he has been working with Gary Baker of the Park District and Bill Kuhn of the Fulton
County Board. They are asking to prepare a grant application from Department of
Natural Resources and need letters of support. Keith said he has a letter the city can use.
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Clerical Committee meeting 1-11-05
Motion
and second by Aldermen Sarff/Hartford, mayor sign the letter of support. Voice
vote, motion carried unanimously.
The Community & Industrial Development Committee adjourned at 7:50 p.m.
Negotiations, Grievance & Personnel Committee
Alderman Larry Sarff, Chairman
There was nothing listed on the agenda, and no discussion was held.
EXECUTIVE SESSION – NEGOTIATIONS, GRIEVANCE & PERSONNEL –
DISCUSS PERSONNEL. Motion
and second by Aldermen Hartford/West, to go into
executive session to discuss Personnel. Roll call. AYES – Aldermen Sarff, Hartford,
West. Motion carried unanimously.
Mayor Bohler announced the Mayor, City Attorney, Council members, Department
Heads, and Barbara Bryant would be needed for the executive session.
The regular scheduled Clerical Committee adjourned at 7: 52 p.m.
Recording Secretary,
Nancy Whites, City Clerk
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