HomeMy WebLinkAbout04-13-2010 Clerical Commitee MinutesCLERICAL COMMITTEE
Tuesday, April 13, 2010 - 6:30 p.m.
Historic Depot, 50 North 4`h Avenue
Aldermen in attendance -Rick Reed, Eric Schenck, Craig West, Larry Sarff, Jorge Rivero, Jerry
Ellis, Jim Hartford, Dave Pickel, Fire Chief Bonnie Cremer, WTP Superintendent Greg Pollitt,
Public Works Director Clif O' Brien, City Attorney Chrissie Peterson, Mayor Kevin Meade, City
Administrator Jim Snider, ESDA Director Phil Fleming, Assistant Police Chief Rick Nichols,
City Engineer Keith Plavec, Daily Ledger John Froehling, Video Services Joe Ginger.
Finance Committee
Alderman Eric Schenck, Chairman
Bills.
Discussion: City Administrator Jim Snider stated that the item listed on the bill list for Hocker
and Fitzgerald for audit services in the amount of $30,950.00 is approximately $6,000.00 over the
normal amount. The reason this is higher is due to the extra expenses that occurred during this
past year in working with our City Treasurer.
Motion and second was made by Aldermen Sarff/Pickel to send the bills to Council for
consideration. The motion carried by voice vote, and was unanimous.
Treasurer's Report.
City Treasurer Aaron Anderson was absent during the meeting. Alderman Eric Schenck stated
that the city is currently at a YTD deficit of $271,763.00. The available cash balance is
approximately 2.4 million dollars.
Motion and second was made by Alderman Sarff/Rivero to send the treasurer's report to Council
for consideration.
The motion passed by voice vote and was unanimous.
Spoon River Partnership Quarterly Billing
Mark Rothert recommended paying the quarterly billing invoice in the amount of $13,750.00
during this fiscal year.
Motion and second was made by Alderman Sarff/Pickel to send to Council the invoice in the
amount of $13,750.00 for consideration.
The motion passed by voice vote and was unanimous.
FY-2010-2011 Budget Review
Alderman Eric Schenck stated that previously the city had prepared a budget with a deficit of
$336,122.00. A memo dated 04-13-2010 was sent out for review that included additional items
for savings and an additional item to add to the budget. Below is a breakdown of the additional
items
Deputy Clerk 10 month vacancy Salary $29,337.00
Deputy Clerk 10 month vacancy health $12,925.00
Fire Chief 6 month vacancy salary $34,814.00
Fire Chief 6 month vacancy health $6,831.00
Fire Chief 12 month vacancy salary $69,628.00
Fire Chief 12 month vacancy health $13,662.00
Fire fighter 6 month vacancy salary $27,885.00
Fire fighter 6 month vacancy health $6,831.00
Comptroller salary increase to $55,000 $5700.00
Reduced modifications to fire apparatus $32,900.00
Modifications to fire apparatus postponed $53,790.00
Do not purchase fire apparatus $98,790.00
Do not purchase patrol vehicle $22,400.00
Do not purchase 2 patrol vehicles $44,800.00
Merge ESDA with county $22,534.00
1 % salary for non-union police, pw $27,500.00
2% salary for union police, pw $55,000.00
No bike trail grant from GF $25,000.00
Mayor Meade stated that with the retirement of Nancy Whites he is looking at restructuring the
offices. During the restructure process he would be looking at having a Clerk, Treasurer and
Comptroller. The position of the Deputy-Clerk would be eliminated. The three existing people
would have the duties divided appropriately, and provide backup.
Mayor Meade stated that leaving the fire chief position vacant would be a savings and could
consider a public safety director for six months.
The savings for providing the vacancies would be $112,923.00.
Mayor Meade reported that currently Rick Semonis is in the process of negotiating health
insurance rates. The proposal from BCBS was received, and indicated a 21% increase for the
2010-2011 year. Rick is hopeful that he will be able to negotiate a lower rate, but further
information is not yet available. Mayor Meade is also reviewing the possibility of having the
elected officials (City Clerk and City Treasurer) paying 3% of their healthcare costs. Currently
these two positions do not pay anything for healthcare. Chrissie Peterson indicated that legally the
city could require the Clerk and Treasurer to pay 3% of their salary.
Alderman Eric Schenck stated that after the proposed budget adjustments, the budget deficit
would be changed from -$336,122.00 to -$278,199.00. Alderman Schenck would like to have
amendment adjustments presented-with various options- during next week's council meeting.
These amendments would be voted upon to try to reach a balanced budget.
Discussion took place to address each item presented. Alderman Sarff expressed the concern
with the economy and the state budget, and supports most of the items presented for budget cuts.
Alderman Jim Hartford expressed his concerns about not purchasing the fire apparatus and his
disagreement about merging with the county for ESDA.
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Assistant Police Chief Rick Nichols explained that a fleet plan was originally started by Chief
Elam. Discussion took place regarding the mileage and condition on police vehicles, and the
importance of having reliable vehicles to respond to emergencies. Currently the police
department has three vehicles with over 74,000 miles- one of those vehicles has 103,000 miles.
Rick Nichols would like to see the vehicle with 103,000 immediately replaced, and in 6 months
revisit the second vehicle to see if it needs replaced.
Alderman Rivero questioned the comptroller position listed at $55,000.00. Alderman Rivero
asked how we can consider cutting vehicles in the police department, cutting the fire chief
position, and eliminating the deputy clerk's position but hire a comptroller at $55,000.00.
The original budgeted salary was $45,000.00, but would like to increase the salary to $55,000.00.
Mayor Kevin Meade stated that the current budget lists four people- Clerk, Treasurer, Deputy
Clerk, and Comptroller. With the new proposal of the Deputy Clerk being eliminated- this would
reduce the number of employees to three. The comptroller position would be required to have an
MBA or CPA.
Mayor Kevin Meade stated that the Deputy Clerk's position would become vacant by two
options:
The Deputy Clerk takes the Clerks' position- or the Deputy Clerk's position is eliminated.
Additional conversation took place regarding the salary for the comptroller. Alderman Schenck
stated that we have a City Administrator with the advanced level of education, and views the
position of the comptroller as an entry level position working closely with the City Administrator-
who has the advanced level of education.
Alderman Schenck further explained that with the level of education with the City Administrator,
and the education of the treasurer, we do not need a person with an MBA to fill the position. "We
need a bookkeeper" stated Schenck. Alderman Schenck stated he is not willing to support a
$55,000.00/year salary, but would consider $45,000.00.
Alderman Schenck stressed that he feels we have educated people on staff, and does not feel we
need to bring in an additional person with an MBA. The three people- with a combined salary of
over $160,000.00 could come up with a solution to fixing financial weakness.
The ESDA position was further discussed and the opinion was split.
The Fire Apparatus appeared to have more Aldermen in favor of not making the purchase.
The police vehicle purchase appeared to have more in support of purchasing vehicles.
Non-Union employee salary increases appeared to have more not in favor of a 2% increase, while
the majority appeared to be in favor of a 1% increase.
The Bike Trail appeared to have the majority in favor of eliminating/postponing the bike trail
grant funding.
Mayor Kevin Meade stated that Clif O'Brien would discuss the recycling program in two weeks
at the next Mechanical committee meeting.
The Finance committee adjourned at 8:35 p.m.
Legal & Ordinance
Alderman Dave Pickel, Chairman
Roofing License Ordinance.
City Attorney Chrissie Peterson stated that this is an informational item to address some of the
roofing requirements. The roofing requirements are listed on the City's website or available at
Maurer and Stutz, and from the City offices. An application is required, a $10.00 fee and State
roofing license- effective January 1, 2010.
Resolution for Home Imarovement grant.
City Attorney Chrissie Peterson stated that a resolution for WIRC will be administered by the
City for the home improvement grant in the amount of $501,000.00. Mark Rothert will be
meeting tomorrow to discuss details on the grant. Target areas, amounts per home, eligible
items, and competitive application processes will all be discussed.
Motion and second by Alderman Schenck/Sarff to forward to Council for consideration. The
motion carried by voice vote and was unanimous.
The Legal & Ordinance Committee adjourned at 6:40 p.m.
Community & Industrial Development
Alderman Jorge Rivero, Chairman
Update Mark Rothert.
Downtown/Former IH Site:
• Lee Rose, Orendorff Emporium, Legacy Bookstore, and Spoon River Optical are about ready
to start facade projects. I have been coordinating with the WIRC on other facade grant related
projects.
• SRPED facade grant of $40,000 provided to the City for assistance on facade of 61 East Side
Square.
• Canton named a Finalist for the All-America City awards based on several downtown
redevelopment projects including the facade rehabilitation program and the Rebuilding
Downtown project.
• Cook Medical started operations this month at the new facility.
• Participated in conference call regarding other development blocks of former IH Site
• Co-sponsored Historic Preservation Conference at SRC on 3/12/10
Special Events/Tourism:
• New website design is up and running.
• Met to discuss better integration of Byway and Canton tourism efforts
Business Attraction and Support:
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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 on marketing materials to attend the BIO International convention on May 3-6
• Working with multiple small business owners regarding financing with low interest loans for
startup.
Grant Work:
• Performed grant administration and reporting for DCEO, USDA, and Hotel/Motel tax grants.
Other:
• SRPED Annual Luncheon: On Thursday, May 6, 2010, the SRPED will be hosting its annual
luncheon with guest speaker Colleen Callahan, who serves as the United States Department
of Agriculture's Illinois State Director. Director Callahan will speak about rural and
agricultural development. The event is at Kemper Banquet Hall from 11:30am - 1:00 pm
• Attended International Economic Development Council "Strategic Planning" training in
Springfield, MO
The Community & Industrial Development Committee adjourned at 6:50 p.m.
NEGOTIATIONS, GRIEVANCE & PERSONNEL
Alderman Larry Sarff, Chairman
1. Retirement AEreement with Bonnie Cremer
The retirement agreement for Bonnie Cremer will be discussed in executive session, and then will
be brought back to open session for discussion.
The Negotiations, Grievance & Personnel Committee adjourned at 6:51 p.m.
Motion and second by Alderman Schenck/Sarff, to adjourn into executive session to discuss
personnel and police and public works contracts.
The Negotiations, Grievance & Personnel committee returned to open session at 8:35p.m.
Motion and second was made by Alderman Sarff/Schenck to send the retirement agreement for
Bonnie Cremer to Council for consideration. The motion was carried by voice vote and was
unanimous.
The Negotiations, Grievance & Personnel Committee adjourned at 8:40 p.m.
Record' g reta ,
Tana Tucker, Deputy Clerk
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