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HomeMy WebLinkAbout06-01-2010 CouncilA regular meeting of the Canton City Council meeting was held on June 1, 2010 in Council Chambers at The Donald E. Edwards Way-50 North 4th Avenue, Canton, Illinois. PLEDGE OF ALLEGIANCE OPENED THE MEETING, FOLLOWED BY THE INVOCATION GIVEN BY CITY ADMINISTRATOR JIM SNIDER. Mayor Kevin Meade asked for roll call at 6:30 p.m. Present -Aldermen Larry Sarff, Rick Reed, Eric Schenck, Jim Hartford, Dave Pickel, Gerald Ellis. Absent -Alderman Craig West, Alderman Jorge Rivero OATH OF CITY CLERK: Mayor Kevin Meade gave the oath of office to incoming City Clerk Diana Tucker. MINUTES OF MAY 18, 2010 COUNCIL MEETING. Motion and second was made by Aldermen Sarff/Reed that the minutes of May 18, 2010 be accepted and placed on file. The motion carried by voice vote, and was unanimous. MINUTES OF MAY 25, 2010 MECHANICAL COMMITTEE. Motion and second was made by Aldermen Sarff/Reed that the minutes of May 25th, 2010 be accepted and placed on file. The motion carried by voice vote and was unanimous. COMMITTEE REPORTS: PUBLIC SAFETY & TRAFFIC- ALDERMAN JIM HARTFORD, CHAIRMAN None 1 STREETS AND GARBAGE- ALDERMAN CRAIG WEST- CHAIRMAN PARKING FULTON SQUARE/LEWIS PHARMACY City Engineer Keith Plavec explained the proposed development with Lewis Pharmacy would allow an entrance on Main Street, which would result in two parking spaces being lost. Motion and second was made by Alderman Sarff/Reed to allow the proposal. Roll Call: Ayes: Alderman Ellis, Pickel, Hartford, Schenck, Reed, Sarff. Nays: None Absent: Alderman Rivero, West The motion carried. GOOD WILL BUILDING City Engineer Keith Plavec explained the proposal involves moving the transformer- which would result in two parking spaces being lost. The proposal also includes moving the drop off point from the East side of the building to the West side of the building -which would result in one additional parking space being lost. Motion and second was made by Alderman Sarff/Reed to allow the proposal. Roll Call: Ayes: Alderman Sarff, Reed, Schenck, Hartford, Pickel, Ellis Nays: None Absent: Alderman Rivero, Alderman West DOWNTOWN TRAFFIC PATTERN City Engineer Keith Plavec explained the proposal involves aone-way street in the downtown area. Keith contacted IDOT and was informed that the plans for a two way intersection at the corner of Taco Bell and the future Harvest Inn would not interfere with their intersection design. Keith will remain in contact with IDOT- and no action is required at this time. 2 LAKES, BUILDINGS & GROUNDS- Alderman Rick Reed, Chairman AUDITBIDS City Administrator Jim Snider explained that a draft RFP for auditing services was distributed for review. Hocker and Fitzgerald will no longer provide auditing services for the City. Jim further explained that he would like to have apre-proposal meeting on June 24, 2010 with prospective clients, and bring back information for sealed bids on July 7th, 2010. Jim recommended that the City advertise locally, with the Illinois Municipal League, and contact cities within the region to see who they use, and send the RFP directly to those auditing firms. Motion and second was made by Alderman Reed/Hartford to send the proposal out for bids. The motion carried by voice vote and was unanimous. COMPTROLLER JOB DESCRIPTION City Administrator Jim Snider reported that the City wants to begin advertisement to hire a comptroller. A job description was distributed for review. Attached is a copy of the proposed job description. Comptroller City of Canton, Fulton County, lllinois Date: May, 2010 Reports to: City Administrator FLSA: Exempt Position Description PURPOSE OF THE POSITION: Under the general direction of the City AdministratorlBudget Ollicer. Oversees accounting functions associated with city departments, programs and budgets. Assists City Clerk anal City 'Treasurer with. the collection of all revenues and disbursement of all payments. ~n ~r~~o ~..,~,,,.;,,~ ., „+:,,,. „~~t,a . ~ ao,.,,,~.,..o„~~ „~~t,v ,.;~~, ESSENTIAL DUTIES OF POSITION The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be assigned. • Serves as chief accounting officer for the City. • Establishes accounting systems to provide maximum control over all city financial transactions. 3 • Create and provide periodic updates to an Accounting Policy for the City. • Supervises and assists in the preparation of monthly budget and financial reports to inform the City Administration and Council of financial conditions of the various departments. • Oversees and assists in the balancing and reconciliations ofall City accounts as prepared by the City Treasurer. • Primary function of performing ~wa+~ag+r~g-the accounts payable system. Reviews disbursements by the City Clerk and City Treasurer to assure correct coding for all bills. • Reviews schedule of debt retirement payments concerning General Obligation bond issues and special assessment projects and maintain related records prepared by the City Treasurer. • Monitor and process payroll information including payroll checks, time sheets, absences, vacation, personal days and sick day's accrual. • Coordinates and reconcile all insurance related correspondence with City's various insurance providers. • Coordinates the payroll function and all related employee benefit transactions performed by the City Clerk and City Treasurer. • Maintains files and reports on a regular bases TIF financial activity and related grant administration reports. • Assists the City Administrator in preparation of the annual budget, including revenue estimates, preparation of budget instructions, estimate forms and time schedules. • Perform other duties as assigned. MINIMUM TRAINING AND EXPERIENCE REQUIRED TO PERFORM ESSENTIAL FUNCTIONS Bachelor's Degree with major course work in accounting. Masters Degree and CPA preferred. Three years professional experience in governmental accounting, or five years of general accounting experience. Any equivalent combination of experience and training that provides the required knowledge, skill and abilities. MINIMUM ABILITIES REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Abilities • Working knowledge of computers and electronic data processing. • Working knowledge of modern office practices and procedures. • Working knowledge of governmental accounting principles and practices • Ability to perform arithmetic computations accurately and quickly. • Ability to communicate effectively verbally and in writing • Ability to establish successful working relationships • Ability to work under pressure and/or frequent interruptions. 4 Tools and Equipment Used • Personal Computer • Proficient in Microsoft Office • 10-key calculator • Phone • Copier ~ Fax machine Language Skills and Interpersonal Communication Requires effective communication skills and the ability to provide assistance to customers (external and internal). Requires the ability to write and speak effectively with fellow employees, City Council, and the general public; read in English, apply common sense understanding to work process, procedures, programs and services; and to provide and follow verbal and written instructions. Requires the ability to work as a member of a team in order to accomplish tasks; the ability to establish and maintain effective working relationships with other employees and the general public. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit (90%) and talk and hear. The employee is occasionally required to walk (5%), stand (5%), use hands to operate, handle, or feel objects, tools, or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Selection Guidelines Formal application, rating of education and experience, oral interview and reference check, job related tests may be required Must be able to pass the physical exam and drug screen, and be cleared through a back City Clerk Diana Tucker commented that she has a concern about having identical language in two job descriptions (Clerk and Comptroller) about specific duties and responsibilities. Diana further explained that she thinks it's important to clarify responsibility and accountability in duties being performed. Motion and second was made by Alderman Rick Reed/ Pickel to accept the comptroller job description as prepared and begin advertisement for the position. The motion carried by voice vote and was unanimous. YOUTH ACRES BUILDING PERMIT REPORT Alderman Eric Scheck explained that he understood a permit was issued after one of the committee meetings. A maintenance building was constructed in the Youth Acres area- and questions came up if a building permit was issued. Keith Plavec explained that a permit was issued for the building. Alderman Scheck asked who made the decision to issue the permit- since the ordinance for the city properly states the Lakes, Building and Grounds committee has jurisdiction over these issues. Alderman Reed reported that he had a meeting with John Green in which they discussed the permit at the Canton Lake. Alderman Reed was informed that due to the excitement in the construction of the building- they forgot about the building permit. Further discussion between Alderman Reed and John Green led to a permit being issued by the City. Alderman Reed stated that the building is up to code and sees no problems. Alderman Schenck explained that the minutes clearly stated that this building permit was to be brought to the committee and discussed- and he further has concerns about how the permit was actually addressed and the fact that the lease clearly states that any improvements made by the Youth Acres group should the lease ever be terminated by the City-the City would reimburse them for the value of the improvements. Motion and second was made by Alderman Schenck/Pickel to have Youth Acres waive the portion of the lease that holds the city responsible for the value of the improvements if the lease is terminated Discussion: Chrissie Peterson stated that when they signed the original lease in 1942 they were an Illinois corporation. John Green with Youth Acres addressed the Council and stated that Youth Acres is a corporation listed with the State of Illinois. John further explained that he received a permit from the City, 6 but originally did not think to have a permit issued. He further explained that he did not see a lease agreement until approximately three weeks ago. Alderman Schenck explained that he does not have an issue with Youth Acres, but rather is more concerned with the way the City is handling the properties and public access at the lake. Alderman Schenck stated it is the responsibility of the City to be aware of the leases/permits and make sure these are being properly managed. Alderman Schenck further explained that without passing the new motion presented tonight, the city is potentially taking on a liability in the value of the property. City Attorney Chrissie Peterson explained that the city would be responsible for the cost of the improvements if the lease would be terminated. Alderman Scheck further explained that his specific motion is to have the City Attorney draft up a legal explanation that the building that was authorized under the permit be exempt from that particular provision. If the lease is ever terminated the City would not be forced to pay back improvements that was not approved before hand. Alderman Sarff agrees with Alderman Schenck and further stated that it would be in the best interest of the City of Canton to have an agreement that would outline if the lease would terminate that the City would not be responsible for the cost. Pete Franciscovich addressed the Council with concerns regarding the language in the lease. The lease should state that "you must seek permission from the city" but the lease does not require this. If this change is going to be made- it should be the same to everyone involved. Alderman Reed explained that Attorney Chrissie Peterson stated that the City has not required anyone to come to Council to get a building permit with the lease lots of Canton Lake in the minutes during the last 30 years. Alderman Reed stated that Youth Acres is in compliance, and does not see anything wrong- other than getting the building permit before he put the building up. Motion and second was made by Alderman Pickel/Sarff to excuse Alderman Hartford from voting- due to a conflict of interest. 7 The motion carried by voice vote and was unanimous. Motion and second was made by Alderman Schenck/Pickel to have Youth Acres waive the portion of the lease that holds the city responsible for the value of the improvements if the lease is terminated. Roll Call: Ayes: Alderman Pickel,Schenck, Sarff Nays: Alderman Ellis, Reed Absent: Alderman West, Alderman Rivero The motion carried. PUBLIC WORKS, WATER & SEWER- Alderman Gerald Ellis, Chairman Proposal Radial Collector Well Application for Payment # 17 from Reynolds in the amount of $121,862.11 City Engineer Keith Plavec explained that this is 96% complete and a start- up date for the pump station is tentatively set for June 22"d, 2010. Motion and second was made by Alderman Ellis/Hartford to approve the payment in the amount of $121,862.11 to Reynolds Inc. Roll Call Ayes: Alderman Sarff, Reed, Schenck, Hartford, Pickel, Ellis Nays: None Absent: Alderman West, Alderman Rivero The motion carried. Lime Slaker and Accelator Rehab Proiect Application for Payment # 5 from Leander Construction Inc. in the amount of $79,169.42 City Engineer Keith Plavec reported the project is at 59% complete and would be paid with Bond dollars. 8 Motion and second was made by Alderman Ellis/Pickel to approve the payment in the amount of $79,169.42 to Leander Construction for the Lime Slaker and Accelator Rehab project. Roll Call Ayes: Alderman Ellis, Pickel, Hartford, Schenck, Reed, Sarff Nays: None Absent: Alderman West, Rivero The motion carried. 61 East Side Side Square Application for Payment # 8 from Leander Construction Inc. in the amount of $134,419.00. City Engineer Keith Plavec explained that the project is at 91% complete, and would be paid from the TIF fund. Keith further explained that the issue with the subcontractor not being paid is now resolved. Keith will request a lien waiver to certify payment. Motion and second was made by Alderman Ellis/Hartford to approve the payment in the amount of $134,419.00 to Leander Construction for 61 East Side Square. Roll Call: Ayes: Alderman Sarff, Reed, Schenck, Hartford, Pickel, Ellis Nays: None Absent: Alderman West, Alderman Rivero The motion carried. Proposal for Professional Services for General Engineering 2010-2011 from Maurer and Stutz Inc. Motion and second was made by Alderman Sarff/Reed to approve the proposal for professional services for general engineering from Maurer and Stutz Inc. for 2010-2011. Roll Call 9 Ayes: Alderman Ellis, Pickel, Hartford, Schenck, Reed, Sarff Nays: None Absent: Alderman West, Alderman Rivero The motion carried. COMMUNICATIONS FROM MAYOR KEVIN R. MEADE Mayor Meade announced a Canton related author will be having a book signing at the Parlin Ingersoll Library. The book signing will be at 3:00 p.m. on June 13, 2010. Mayor Meade congratulated the Police Department for the 100% compliance check for cigarette sales. Mayor Meade complimented the group working at Jones Park to beautify the downtown park. OLD BUSINESS: AN ORDINANCE GRANTING A SPECIAL USE PERMIT TO ALLOW MULTI-FAMILY DWELLING AT THE PROPERTY CURRENTLY ZONED B-2 LOCATED AT 125 NORTH 4TH AVENUE CANTON, ILLINOIS. (Second Reading) Motion and second was made by Alderman Sarff/Hartford to place the ordinance on it's passage. Discussion: Alderman Schenck asked if there is adequate parking that meets the requirements. Keith Plavec explained that he looked at the property and that this currently has 3 apartments and would need 5 parking spaces. This existing property meets requirements for adequate parking. Alderman Schenck explained the importance of paved/marked parking, and further discussion took place regarding the condition of parking areas and special use permit requirements to protect adjacent land owners. Attorney Chrissie Peterson explained that you can issue a special use permit with additions to achieve standards required. 10 Alderman Schenck wants the motion amended to reflect minimum standards. Motion and second was made by Alderman Schenck/Hartford to place the ordinance on it's passage with the amendment that the parking area be a minimum of white rock with the appropriate spaces based upon the occupancy. Roll Call Ayes: Alderman Sarff, Reed, Schenck, Hartford, Pickel, Ellis Nays: None Absent: Alderman West, Alderman Rivero The motion carried. Alderman Schenck expressed concerns about moving people into the property before the building was brought up to city code that would address public safety problems. Attorney Peterson stated that you can add language in the ordinance that would address the health, safety and welfare. Motion and second was made by Sarff/Hartford to amend the ordinance to require that the building be brought up to code before they are occupied. Roll Call Ayes: Alderman Ellis, Pickel, Hartford, Schenck, Reed, Sarff Nays: None Absent: Alderman West, Alderman Rivero The motion carried. AN ORDINANCE GRANTING A SPECIAL USE PERMIT TO ALLOW MULTI-FAMILY DWELLING AT THE PROPERTY CURRENTLY ZONED B-2 LOCATED AT 411 EAST CHESTNUT STREET, CANTON ILLINOIS. (Second Reading) Motion and second was made by Alderman Ellis/Pickel that the ordinance be placed upon it's passage and be brought up to code before they are occupied, and have minimum white rock parking area. 11 Roll Call Ayes: Alderman Sarff, Reed, Schenck, Hartford, Pickel, Ellis Nays: None Absent: Alderman West, Alderman Rivero The motion carried. NEW BUSINESS A RESOLUTION APPOINTING AN AUTHORIZED AGENT FOR THE ILLINOIS MUNICIPAL RETIREMENT FUND (IMRF) Resolution # 3924 Motion and second by Alderman Sarff/Reed to adopt the resolution. The motion carried by voice vote and was unanimous. A RESOLUTION APPROVING AN AGREEMENT FOR CITY-WIDE SUBSCRIPTION RESIDENTIAL RECYCLING WITH EAGLE ENTERPRISES RECYCLING, INC. AND DIRECTING THE MAYOR AND CITY CLERK TO EXECUTE AND DELIVER SAID AGREEMENT ON BEHALF OF THE CITY OF CANTON, ILLINOIS. Resolution # 3925 Motion and second was made by Alderman Hartford/Ellis to adopt the resolution. Discussion: Alderman Pickel asked about the possibility of having a rebate for people that signup for the recycling program. Mayor Meade will have to review this option. An informational meeting will be held on June 14th and June 21St at 7:00 p.m. at the Donaldson Center to sign people up and answer any questions regarding the recycling program. Roll Call Ayes: Alderman Ellis, Pickel, Hartford, Schenck, Reed, Sarff Nays: None Absent: Alderman West, Rivero The motion carried. 12 A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF CANTON AND MAURER AND STUTZ INC. FOR PROFESSIONAL ENGINEERING SERVICES. Resolution # 3926 Motion and second was made by Alderman Sarff/Reed to adopt the resolution. Roll Call: Ayes: Alderman Ellis, Pickel, Hartford, Schenck, Reed, Sarff Nays: None Absent: Alderman West, Alderman Rivero The motion carried. EXECUTIVE SESSION- TO DISCUSS POLICE AND PUBLIC WORKS NEGOTIATIONS AND PERSONNEL Motion and second was made by Alderman Sarff/Hartford to adjourn into executive session to discuss police and public works negotiations and personnel. The motion carried by voice vote and was unanimous. The regular scheduled council meeting reconvened into open session at 8:30 p.m. Adjournment. Motion and second was made by Aldermen Hartford/Reed to adjourn. Voice vote, motion carried unanimously. The meeting adjourned at 8:30 p.m. Diana Tucker, City Clerk APPROVED: 13 Kevin R. Meade, Mayor 14