HomeMy WebLinkAbout02-09-2010 Clerical Commitee MinutesCLERICAL COMMITTEE
Tuesday Feb 9, 2010 - 6:30 p.m.
Historic Depot, 50 North 4'h Avenue, Canton, Illinois
Aldermen in attendance: Rick Reed, Eric Schenck, Jorge Rivero, Gerald Ellis, Jim Hartford,
Dave Pickel. Absent: Alderman Larry Sarff and Alderman Craig West.
Others in attendance: Mayor Kevin Meade, City Administrator Jim Snider, Deputy City Clerk
Diana Tucker, City Treasurer Aaron Anderson, Police Chief Dan Taylor, Fire Chief Bonnie
Cremer, Public Works Director Clif O'Brien, WWTP Supervisor Joe Carruthers
SRPED Mark Rothert, Joe Ginger Video Services. In the audience was Daily Ledger John
Froehling, Pro's Consulting Damon Cobb
Community & Industrial Development
Alderman Jorge Rivero, Chairman
PRO'S CONSULTING UPDATE
Damon Cobb with Pro's Consulting gave an update on the golf course feasibility
student for the City of Canton.
Overview-distribution of summary report prepared by Pros Consulting will be on
file with the minutes.
The City of Canton contracted with Pros
evaluation of the local municipal golf tours
feasibility study to guide the City in their
the fate of the course.
Consulting to conduct a comprehensive
e market and develop an outcome based
decision that will ultimately determine
Key factors and findings:
The golf course industry experienced a dramatic boom in course development during
the 1990's and early year 2000's. This drastic increase in supply produced a common
economic reaction- oversupply not matched by demand results in the dilution of the
products; this ultimately constricts revenue generation as drastic discounting
practices typically ensue. As discounting occurs, a "trickle down" effect places
additional pressure on volume based course- as prices fall, participants can now play
a higher classification of course as dictated by price point differentiation. Volume
based courses- courses that generally compete on price point- see fewer transactions
as the mid-level and premium-level courses become more affordable. This economic
trickle down can result in lower course profit margins and in many cases,
elimination of courses and their capacities all together.
The Canton Golf Course, once a jewel of the community, has been shuttered due to a
change in ownership and poor performance. The biggest challenge facing the course
is the ability to re-capture the traditional market while supplementing with new
market share, all while operating in the most efficient manner possible.
It is PROS opinion that the necessary market capture required for sustainable
operations is not feasible.
Alderman Eric Schenck stated that his overall conclusion is that the course is not
feasible.
Further discussion was made by Mayor Meade and Alderman Rick Reed. Mayor
Meade stated that he spoke with both Peterson and Barnhart and some preliminary
discussion with the park district. Mayor Meade stated that it would not be a
feasible option for the city to own the golf course. Mayor Meade stated that the best
option is to keep the course in private hands.
UPDATE FROM MARK ROTHERT SRPED EXECUTIVE DIRECTOR.
Mark Rothert reported:
Downtown/Former IH Site:
• Cook Canton-the first 30 hires for Cook Canton are in Bloomington, IN for training. Spoon
River College and Career Link have suspended the intake of names for test screening until
they can get through the back log of over 600 names they already have wait-listed. This
should happen over the next several months and we will keep everyone updated on the
website and via email alerts.
• Downtown forums update from 2/9/10 morning meeting; next one scheduled for 2/25/10.
• Talking and working with downtown business owners in preparation for spring construction
season and facade improvements.
TOURISM UPDATE
Canton Main Street
• Attended Main Street Coffee at Crawford's.
• Attended regular Main Street Board meeting and updated Board members on Christmas
Walk and plans for 2010.
Website Re-Design
• City Council approved $2,000 upgrade of website.
• Scheduled phone conference with Mike Chaloupka, Sales Manager for GovOffice.com to
answer questions about how best to take advantage of options available in upgrade
package.
• Scheduled interviews with end users at the Canton Fire Department, Canton Police
Department and City Hall.
• Conducted interviews with contributors to obtain feedback on problems or concerns
about the use of the GovOffice.com product.
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• Scheduled phone conference with Tanya McKim, support staff and trainer for
GovOffice,com to schedule training and address issues raised in interviews
with stakeholders/end users.
• Assisted in two training sessions conducted via teleconference by Tanya
McKim at the SRC Tech Center. The training was attended by members of
the Canton Fire Department, the Canton Police Department, City of Canton
staff, Chamber of Commerce and the Spoon River Partnership for Economic
Development staff.
• Scheduled initial conference with GovOffice.com web designer Janelle Gulka,
to discuss concepts and priorities for upgraded site.
• Reviewed and selected potential photos for use in the new design and e-
mailed the material to Janelle Gulka at GovOffice.com
• Developed and distributed news release seeking contributions from the
community for use on the website.
WMBD Marketing Campaign
• Met with Dave Scott and Bret Johnson of WMBD/Channel 31 regarding
second phase of "We do that Here!" campaign.
• Scheduled second phase to begin in March 2010.
• Discussed new concept for 30-minute infomercial included in package,
moving away from footage already shot to new production. Cost estimated at
$5000 to shoot and edit additional footage.
Business Attraction and Support:
The SRPED is working with the following business development opportunities. Please call me if
you would like to talk privately about any of these:
• Working with three (3) small business owners regarding financing with low interest loans to
start their businesses in the downtown and in other commercial areas of the community.
• Worked with a national retailer presently located in Canton who would like to expand.
Grant Work:
• Helped WIRC with application and surveying for the CDAP Housing Grant.
• Worked on coordinating with the County on the ITEP local match with various government
bodies.
• Performed grant administration and reporting for DCEO, USDA, and Hotel/Motel tax grants.
• Applied for Community Foundation of Central Illinois grant.
Other:
• Researched industrial park TIF expiration options; a memo was sent to city staff.
• Working with Regional Office of Education to provide a program that would reduce the cost
($50) to take the GED test. This would help to remove another barrier for our local
workforce to obtain employment, especially at Cook Canton where the minimum educational
requirement is a high school diploma or GED. Census figures show that nearly 28% of
adults over 25 in our community do not have a high school diploma or equivalency.
• Researched options to designate Fulton County as a "Recovery Zone." In short, each county
in the country was allocated a bonding cap amount through the Stimulus Act. Fulton
County's is around $1.2 million for the Recovery Zone Economic Development Bonds and
$1.8 million for the Recovery Zone Facilities Bonds. These new bonding tools offer lower-
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cost financing options for both local government entities (like the City of Canton)
undertaking infrastructure projects and private businesses looking to expand. In order to start
taking advantage of these tools the County has to first designate itself as a recovery zone.
SRPED Board meeting on February 4, 2010
HOTEL/MOTEL TAX EXPENDITURES UPDATE
Breakdown summary was distributed in packets. Mark Rothert reported that we
are currently under budget by $18,000.00. An additional $10,000.00 will be
expended with the marketing campaign.
QUARTERLY BILLING INVOICES
Mark Rothert stated that the invoice is just a "normal' bill being submitted for
payment.
The Community & Industrial Development committee adjourned at 7:40 p.m.
Finance
Alderman Eric Schenck, Chairman
BILLS
City Administrator Jim Snider discussed the item listed on page 22 of the bill list- S-F Analytical
Lab with the description "Acute Toxicity". WWTP supervisor Joe Carruthers explained this is a
test that occurs 3 times over a 5 year period. This test is a mandated EPA requirement 18, 12 and
9 months prior to the permit expiration. A survival rate of the test is performed with minnows
and then sent to the USEPA during the permit re-application process.
Motion and second was made by Aldermen Rivero/Pickel to send the bills to council for
consideration. The motion carried by voice vote, and was unanimous.
TREASURERS REPORT.
City Treasurer Aaron Anderson reported:
So far during FY10, the General Fund loss is ($343,796). I believe you are all aware by now of
the situation with the State and our General Fund revenue sources. I think it is important to
reiterate that delinquent payments from the State are not, by any means, money the City will
never receive. The situation does, however, put a strain on cash flows as the City still has monthly
obligations whether State taxes are received or not. Luckily, the City has approximately $2.1
million in reserves that can be used until we receive the monies owed to us by the State. Because
of this, even though FY10 has been somewhat of a tough year, the City is still in excellent
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financial condition compared to other communities in the area. Nonetheless, because of the
problems we are facing due to the State fiscal crisis, it appears that our General Fund revenue
projections will fall short by approximately $200,000 this year.
Looking at the General Fund revenue and expenditures for the month of January, you can see that
the City lost $76,000 last month. However, this loss can be attributed entirely to the purchase of a
new dump truck in the Street Department. This was a budgeted expense and was paid for out of
the Street Depreciation account. You can see under available cash that the Street Depreciation
account is much lower than in previous months due to this expense. The total cost of this truck
was $97,000. Therefore, without this expense, the City would've been in the black by
approximately $20,000 in January.
During the month of January, it was decided by Council that the City would change IMLRMA
coverage to the min/max plan. Due to this change, the City received a refund from the IMLRMA
for the total savings of this change ($70,000). These monies were deposited back into the
Liability Insurance and Workmen's Compensation funds. These fund balances continue to be
negative. However, as I've mentioned previously, I do not expect any further activity in these
funds until after our 2010 tax levy is received.
Under the TIF account recap for the month, you can see that we have spent down a great portion
of our 2009 Debt Certificate proceeds and are now down to a balance of $1.3 million. However, it
should be noted that these funds were used to front costs that are reimbursable through the
various grants we have received relating to the IH site. We have started to see IDOT grant
receipts and will soon be reimbursing the TIF IH accounts for some of these expenditures. Also,
the Bank of Farmington CD will be maturing in February and will be liquidated to accommodate
future cash needs at the IH site.
Under TIF-IH expenditures, please note the payment to Ameren CIPS Energy Delivery for utility
hookup at the Drow Lot. Also, the $34,971 payment to the Cook Group, Inc. relates to the
unsuitable soils reimbursement approved by Council.
Motion and second was made by Aldermen Pickel/Rivero to send the report to council for their
consideration. The motion carried by voice vote, and was unanimous.
BIDS FOR SLUDGE REMOVAL AND DISPOSAL PROJECT
Clif O'Brien stated this is currently being studied, and will be brought back at a later date as an
agenda item.
LASERFICHE MAINTENANCE AND SUPPORT RENEWAL AGREEMENT
Deputy City Clerk Diana Tucker reported that the current maintenance and support agreement
will expire April 2010. EDCO Group provides the service for the software. The amount of the
renewal is $783.00 fora 12 month contract.
Motion and second by Aldermen Rivero/Picket to send to council for their consideration.
The motion carried by voice vote, and was unanimous.
CHANGE ORDER FROM REYNOLDS INC. PROPOSED RADIAL COLLECTOR
WELL FOR CONTRACT PRICE AND CONTRACT TIME.
Clif O'Brien reported that the change order is for a heater on the south wall. The contract time
would be extended until May 2010.
Motion and second was made by Alderman Picket/Rivero, to forward to council for
consideration. The motion carried by voice vote, and was unanimous.
CHANGE ORDER PROPOSAL 61 EAST SIDE SQUARE
Clif O'Brien stated this is for a weather seal to place on the wall of the building. The amount of
the change order is from Leander Construction in the amount of $2,310.00.
Motion and second was made by Alderman Rivero/Picket to forward to council for consideration.
The motion carried by voice vote, and was unanimous.
The Finance Committee adjourned at 7:50 p.m.
Legal & Ordinance
Alderman Dave Picket, Chairman
None
Legal & Ordinance Committee adjourned at 7:50 p.m.
Negotiations, Grievance & Personnel
Alderman Larry Sarff, Chairman
RICK SEMONIS PROPOSAL -HEALTH INSURANCE REVIEW
City Administrator Jim Snider reported that Rick Semonis submitted a proposal to negotiate our
group healthcare bids. Once we receive our proposal from BCBS Rick Semonis would be able to
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provide the RFP information if needed. The cost from Rick Semonis is $1,750.00. City
Administrator Jim Snider recommended this be sent to council for approval.
Motion and second was made by Alderman Schenck/Rivero to send to council for consideration.
The motion carried by voice vote and was unanimous.
The Negotiations, Grievance & Personnel Committee adjourned at 7:55 p.m.
No executive ses ~ .was necessary.
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Rec ding Sec tary, ;.
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Diana Tucker -Deputy City Clerk