HomeMy WebLinkAbout09-08-09 Clerical CommitteeThe Canton City Council Clerical Committee was held on September 8, 2009 in
Council Chambers located at 50 North 4th Avenue, Canton, Illinois.
Mayor Kevin R. Meade called for roll call at 6:30 p.m.
Aldermen present -Rick Reed, Eric Schenck, Craig West, Larry Sarff, Jorge Rivero,
Gerald Ellis, Jim Hartford, Jason Strandberg. Absent -None.
Others attending -Mayor Kevin R. Meade, City Clerk Nancy Whites, City Treasurer
Aaron Anderson, City Attorney Chrissie Peterson, Police Chief W. Dan Taylor, Fire
Chief Bonnie Cremer, Keith Plavec (Maurer Stutz Inc. engineer and zoning officer
for the city), Public Works Director Cliff O'Brien, City Administrator Jim Snider,
Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt,
Video Services by Joe Ginger.
In the audience news media of John Froehling from Daily ledger, Mark Bixler from
WBYS, Stacey Creasy from The Democrat, Kevin Sampler from Journal Star; Kevin
Wheeling from WIRC, ESDA Director Phil Fleming, DCEO Sr. Account Manager
Tony Rolando, SRPED Executive Director Mark Rothert, Rick Eddy of Spoon River
College, one other unidentified person.
Bills.
Alderman Schenck made the motion that all bills be forward to the council
meeting, and was duly seconded by Alderman Strandberg. The motion was by
unanimous voice vote.
Treasurer's Report.
City Treasurer mentioned every dept has stayed within their budgets. Under the
General Fund Reserves Monies, all of those figures have not changed from last
month as I received the bank statements today. Next week will have new
balances and also for the money market fund under Water Sewer Bond money.
Our available cash is actually higher than last month, and the reason - I started to
do in the general fund is to pay all Water & Sewer and the Lake Development
expenses and then I will reimburse the general fund at the end of the month. I
started doing that twice a month just to make sure we have enough Ilquid funds.
Under the TIF Account Recap the IH fund is much stronger due to the Debt
Certificates. I added a section on how the excess money was invested. I
consulted with City Administrator Jim Snider on this and we wanted to keep most
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of those funds liquid as most of those funds will be spent down with all the
projects we have going on.
We paid off the loan with Mid-America National Bank of $805,000 from Debt
Certificates. We saved $8,000 in interest when we paid for that loan.
For the General Fund the balance is $3,639.
We haven't received any Income Tax payments from the State of Illinois for quite
some time and the sales tax is down 6%.
Alderman Schenck said we had talked about revisiting our budget later on. Since
we have negative balances we need to amend our budgets and make adjustments
by having a meeting.
Alderman Schenck made the motion to forward the report to council for approval,
and was duly seconded by Alderman Strandberg. The motion was by unanimous
voice vote.
Finance.
Council Action
Tlf Projects & Financine.
City Administrator Jim Snider mentioned that he had handed out a new re-cap of
the Debt Certificates. Jim said he followed up with the one item to clarify the
Debt Certificates which are short term and the maturity date is December 1,
2011. They are collectable on our side only. Flexibility was factored in to the
instrument for the City to roll in the debt to a long term bond. This is when we
are ready to do so, and were eligible to do that after June of next year. The
General Fund was reimbursed $1.2 million from the Debt Certificates. The IH
sinking fund is a General Fund account and when this CD next month matures at
Ipava State Bank that designation will go away and will become the General Fund
account as it has been all along.
Alderman Schenck thanked Jim Snider for this information as we need to move
forward. With this outline, will have opportunity to have funding for decisions of
how that money will be spent. The 7 million dollar we have, we will have to make
a decision of how to spend and the next increment money as well, and what
significant projects will be needed on the TIF.
Alderman Strandberg said he appreciates the time City Treasurer Aaron
Anderson, City Administrator Jim Snider and Alderman Eric Schenck chairman of
the Finance Committee as this makes more sense to me.
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Economic Develoament.
Alderman Schenck said there is nothing to discuss on this issue.
Purchase of dump truck by Street Department.
Public Works Director Cliff O'Brien asked permission to begin the process of
purchasing a new dump truck. The funding has been set aside for such a purchase
out of the Street Department depreciation account and this truck would replace a
1991 dump truck with a broken rear axle. The budget for the Street Department
reflects $85,000 for the purchase of a new dump truck this fiscal year. They will
seek out bids from the State Central Management Services.
Alderman Sarff made the motion to forward the request on to council, and was
duly seconded by Alderman Rivero. Discussion. Alderman Sarff asked for Public
Works Director Cliff O'Brien to bring the information to the Streets & Garbage
Committee the next time they meet. The motion was by unanimous voice vote.
The Finance Committee adjourned at 7:25 p.m.
Legal & Ordinance.
Council Action
Discussion of issue w/BNSF railroad for cost of Maple. Street crossine & potential
vacation of Hickory Street at BNSF tracks.
City Attorney Chrissie Peterson reported that as part of our Cook Canton
development we need to rebuild 3~d Avenue and Maple Street and the new
rebuilding of Maple Street requires a new railroad crossing at 4th & Maple. We
discussed about not having any trains for at least a decade. BNSF has insisted
the city close one other crossing. And the Illinois Commerce Commission will
require us to go through the process. When we went to Springfield we obtained
an Interim Order from the Illinois Commerce Commission that will allow us to
rebuild the Maple Street and 4th Avenue crossing, but they are agreeing with BNSF
position that we will need to voluntary close one other crossing in town.
By the traffic count taken and council had agreed that is the one to close but we
can have the Illinois Commerce Commission come in and do it, and they would
have the burden of conducting a public hearing to all the people to adjust. Has
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been suggested by everyone, that the city voluntary agree to vacate the right-of-
way on the Hickory Street crossing. We would obtain ownership of the property,
but vacate just the right-of-way.
The cost is $72,000 for new signalizing. Keouk Junction is in negotiations with
BNSF for short term lease, and if that occurs, the city could be on the hook for all
those signal cost. What I would encourage council to do is vote to move forward
the vacation of the Hickory Street crossing.
Alderman Schenck said if we vacate one and close another we are responsible for
the cost of putting funds into the new one.
Chrissie Peterson said their argument is we have 9 crossings in a 3 mile stretch of
track through Canton. We argued roughly there is 9 crossing, and for safety
concerns they do want one crossing closed in return for opening one.
Alderman Strandberg said he is not willing to close one crossing but won't do
anything to stop this.
Mayor Kevin Meade said he has never seen a letter asking to close Hickory Street
crossing.
Alderman Schenck made the motion to have the city attorney draft an ordinance
to close Hickory Street crossing, and was duly seconded by Alderman Strandberg.
The motion was by unanimous voice vote.
Ordinance settine the date for the sale at public auction certain personal
propertv owned by the City of Canton and no loneer needed for city purposes.
Alderman Sarff made the motion the concept for the sale to come back next week
with a date, and was seconded by Alderman Rivero. The motion was by
unanimous voice vote.
Discussion of rebuildine downtown project, Write quote from Leander
Construction potential waiver of biddine process.
Alderman Schenck wanted to know the cost estimate and the school trades class
what is their agreement with the city and is the city the general contractor?
Normally the contractor would be the one doing the hiring of the workers.
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Tony Rolando DCEO Senior Account Manager answered that the students will
have a class room type of learning. Leander Construction wants to make sure the
workers are there to teach, and he has all union workers.
Alderman Strandberg said he had some calls from non-union workers saying this
can be done cheaper.
Tony Rolando said there is 8,000 square feet and honestly know one is being
cheated, Todd Leander did a lot of negotiating, and this is a great opportunity for
our area. We believe we got the best contractor in each division.
Alderman Ellis mentioned Leander Construction will be the general contractor
over the whole project. The students work will be 90% clean up, and physical
work, there will be little.
Mayor Kevin R. Meade stated the city has applied fora $50,000 sod grant. The
City will recover $300,000 at some point in time.
Keith Plavec city's zoning officer said he had talked with Greg Blum from the Cook
Group about the bid price. I have contacted several sub contractors.
Not factor in the total cost
1. $24,000 for fire code
2. Performance Bond
3. Permits
4. Sales Tax
5. Landscaping
6. Electrical - 3 phase or single phase - $5,000 for single and $13,000 for 3
phase
7. $20,000 for water sanitary sewer
8. Fire suppression estimate was $3.OO square foot
Completion date Todd Leander said is April 10, 2010.
Upstairs will be finished walls with electricity stub in, plumbing stub in.
Everything will be stubbed for availability of anything that will be on the second
floor.
Alderman Ellis mentioned that the longer they wait to start this won't be
completed by April date.
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The bid from Leander Construction is for the lump sum price of $650,000.00.
Lender Construction will furnish all required material, labor and equipment to
construct the new 61 East Side Square Building in Canton, Illinois. This proposal
is based upon the revised drawings dated August 5, 2009 as drawn by the Cook
Group. They have listed the specifically what is included in our scope of work for
review.
Leander Construction Inc. also offered Voluntary Alternates:
1. Alternate #1 -Eliminate exterior concrete between buildings and let
students install pavers outside our contract.
Total Deduct - $6,000.00
2. Alternate #2 -Eliminate the (2) ornamental gates and have the students
fabricate and install the gates outside our contract.
Total Deduct - $4,500.00
3. Alternate #3 -Provide and install wood furring, insulation, gypsum board
and taping of walls at second floor perimeter CMU walls.
Total Deduct - $16,600.00
4. Alternate #4 -Provide and install the complete mechanical systems on the
second floor as it is indicated by the contract drawings.
Total Deduct - $67,600.00
5. Alternate #5 -Provide and install the complete electrical systems on the
second floor as it is indicated by the contract drawings.
Total Deduct - $54,450.00
6. Alternate #6 -Eliminate 250 Gallon Grease Trap from Project.
Total Deduct - $5,000.00
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7. Alternate #7 -Cost Savings if a less expensive light fixture can be utilized in
lieu of the light fixture allowances that are stated on the construction
drawings.
Total Deduct First Floor - $3,000.00
Total Deduct Second Floor - $4,000.00
Alderman Schenck made the motion to forward on to the council meeting, and
was duly seconded by Alderman Strandberg. The motion was by unanimous voice
vote.
The Legal & Ordinance Committee adjourned at 8:10 p.m.
Community & Industrial Development.
Council Action
Update from SRPED Executive Director Mark Rothert.
Mark Rothert memo to the committee members -
Downtown/Former IH Site:
^ Canton Main Street met as a group to discuss current events such as the
Drow Hardware project, facade grants, Illinois Main Street Awards, Illinois
Main Street's move to DCEO.
^ Coordinating with architects and downtown building owners about the
downtown CDAP facade grant program. Property owners are not free to
accept bids to get started on their projects. A meeting was held on 9-3-09
to discuss the bidding process, grant administration and answer any
questions the applicants had.
^ Attended meeting with city staff regarding short term infrastructure needs
in IH TIF.
Business Attraction and Support:
^ The SPRED is working with the following business development
opportunities. Please call me if you would like to talk privately about any of
these:
^ National chain retailer looking to expand in Canton
^ A local restaurant is looking to expand in Canton
^ Sent regional DIY chain looking to expand potential site locations to which
they scouted recently. I am following up with this company with land
purchase costs.
^ Helping a young entrepreneur looking to purchase a business downtown.
^ "1 East Boutique," a women's apparel store, will be going into the south
half of the Randolph Building.
^ Following up on an industrial development lead interesting to expand in
Fulton County
^ Called agas/convenience store chain to gauge interest to locate in smaller
communities in Fulton County.
^ Received/reviewed loan application via SRPED loan committee for
Vermont, IL small business.
Grant Work:
^ IDOT Transportation Enhancement Stimulus Act grant funds, I am told, will
be announced in the next two weeks.
^ Working on FHWA TIGER discretionary grant for 336 Coalition for
infrastructure on IL Rt. 336.
^ Working with Spoon River Electric Cooperative on broadband stimulus
grant application.
Other:
^ Residential Development-Still working with Chicago developer looking for
suitable site for workforce and affordable housing to compliment the Cook
Canton facility.
^ Attended Chamber's TCB breakfast with Shawn Lawrence, Cook Canton's
new plant manager.
^ Attended Business After Hours for United Way.
^ Attended Rebuilding Together groundbreaking.
^ Made numerous business visits.
^ Met with high school teacher and student about a community cleanup
service project.
^ Attended the Fulton County Finance Committee for recommitment of
funding.
^ Performed grant administration and reporting for DCEO grants and USDA
grant.
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The following is from Dana Smith, Marketing & Tourism Assistant.
WMBD Marketing Campaign
^ Scheduled participants in WMBD/WEEK commercial for filming and
updated them on script and responsibilities.
^ Escorted WMBR film crew during two days of filming for commercial
footage.
^ Reviewed first cut of commercial and sought input from staff and Board
members for corrections or changes.
^ Coordinated development of final version of the commercial with WMBD
production staff and authorized the spots to begin airing on August 18,
2009.
^ Solicited feedback on commercial, which has been overwhelmingly positive.
The commercial will alternate between WMBD Channel 31 and FOX 43
through November 30.
Sidewalk Sales & Open Air Market
^ Designed and coordinated placement of print advertising for third Sidewalk
Sales & Open Air Market held on August 8.
^ Contacted 33 vendors to confirm their attendance at the event, and
prepared registration materials.
^ Coordinated event, beginning with setup at 7:00 a.m.
^ Polled vendors and business owners on results. Due to extreme heat, the
actual number of vendors participating was 23, with consumer attendance
reduced significantly in the last hour of the event.
^ Estimated attendance: 200+.
Illinois River Road National Scenic Byway
^ Received draft copy for Jones Park kiosk and reviewed with Mark Rothert.
^ Developed revised copy for submission and forwarded new draft to Anaise
Berry at IRRNSB.
SRPED Marketing Committee
^ Met with Mark Rothert, Missy Towery and Rick Klinedinst and presented
updates on marketing efforts.
^ Established standing marketing update meeting for the Tuesday prior to the
Spoon River Partnership board meeting.
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Spoon River Scenic Drive
^ Continued solicitation of vendors for the Canton Site.
^ Prepared and mailed reminder postcard to vendors who received
registration packets.
^ Currently, there are seven confirmed vendors for the Scenic Drive.
Hotel/Motel request.
Mark Rothert mentioned this was a request for use of hotel/motel tax funds to
support advertising of a music concert by Jennifer Window in Jones Park on
October 8, 2009. This event will be hosted by Spoon River College. SRC expects
an estimated attendance of 75-100 people to visit downtown and attend the
event. Their request is for $800 for advertising on the radio and in print media.
Their total budget is $2,879.00.
The SRPED board recommends approving funding of this event for the requested
amount as it is similar to the Chamber Music in the Park series and is an event
that will help to "promote tourism...within the municipality or otherwise attract
nonresident overnight visitors."
Rick Eddy mentioned that the time will be 5:30 p.m. and wrap up before 9:00 p.m.
Alderman Schenck mentioned of where the funds will be used for in advertising?
Rick said for the radio, Journal Star, entertainment sections of the Journal Star
and Jennifer will send pictures, and also the Cue Section and to run three weeks in
advance.
Alderman Rivero made the motion to forward the request on to council, and was
duly seconded by Alderman Strandberg. The motion was by unanimous voice
vote.
Not listed on the agenda.
Kevin Wheeling from WIRC talked about the city could enter into housing re-hab
and funding from CDAP Block Grant. This would consist of low income single
family. The families work on a point system. An area is targeted and with funding
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granted they can do 10 to 12 homes in the same area. A random survey has to be
done.
The second one is in Chicago lot less expensive to do. This can be done for
$100,000 for 10 to 11 homes. This is called IDA and the documentation has to be
sent in by January 2010. The capital gains and funds goes back to IDA, also have
to do a door to door survey. Also I'm working with the Fulton County Board.
Mayor Kevin R. Meade asked of who does this work? Kevin Wheeling mentioned
they have a staff of their own roofers, siding, plumbing and wiring. Also do lead
assessments and send to St. Louis. Check all windows and doors for lead if built
before 1978. We send a list to contractors of the work needing done. And they
contact the home owner.
Alderman Schenck mentioned this would be good to pursue as this is a wonderful
program for those folks.
Mayor Kevin R. Meade said he thinks this will be a great project.
Kevin Wheeling said he does not want to go for % grant if Fulton County goes for
2 year grant. We can submit for both and the Block Grant is due by October and
IDA is done by January.
Alderman Strandberg made the motion to forward on to council, and was duly
seconded by Alderman Rivero. The motion was by unanimous voice vote.
The Community & Industrial Development committee adjourned at 7:04 p.m.
Negotiations, Grievance & Personnel.
Council Action
None.
Alderman made the motion to go into executive session to discuss Personnel; Fire
Negotiations, and land Sale, and was duly seconded by Alderman. The motion
was by unanimous voice vote.
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The regular scheduled Clerical Committee convened at 8:10 p.m.
EXECUTIVE SESSION - TO DISCUSS PERSONNEL; FIRE NEGOTIATIONS; AND, LAND
SALE.
The regular Clerical Committee meeting reconvened in open session at 9:00 p.m.
ADJOURN
Being no further business the Clerical Committee adjourned.
Recording Secretary,
~~~~aa,
Nancy Whites, City Clerk
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