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HomeMy WebLinkAbout06-14-2005 Clerical CommitteeCLERICAL CO1VIMITTEE JUNE 14, 2005@ 6:30 P.M. HISTORIC DEPOT 50 N. 4~ Mayor Heinze introduced each of the Aldermen who aze the chairman of the committees. Committee members .present: Aldermen Les Cazl, Kevin Meade, Larry Sarff, Craig West. Other Aldermen..present: Jim Hartford, Joe Berazdi, Rick Reed, Eric Schenck. Others present: Mayor Rodney W. Heinze, City Clerk Nancy .Whites, City Treasurer Kathleen A. Luker, Police Chief Donald Edwards, Fire ,Chief John Stanko, Wastewater Supt. Joe Carruthers, Water Supt. Greg Pollitt, :Public Works Director Cliff O'Brien, Street Supt. George Spahn, Zoning Officer Clark Wilson,. Video Services Joe Ginger. Others attending: Chairman of City Insurance Committee Dan Oaks, Dennis Crawford, Craig Zilly, Dennis Bourbon, news media of Daily Ledger John Froehling, Journal Star Brenda Bowen, and one unidentified. lady. Finance Alderman Les Carl, Chairman Bills. Motion and second by Aldermen West/Sazff, that all bills properly presented be paid, and referred to City Council for their consideration. Discussion. Alderman Berardi asked some questions about the cell phones of the .City. .The former Economic Development Director David Byerly's cell phone bill was $300 this month as compared to two months ago when it was $125.00. City Treasurer found out David was in Washington D.C. until May 20th for .the City. Alderman Schenck .felt the., department heads need their cell phones and there aze millions of plans out there.. Voice vote, emotion carried unanimously. Treasurer's Report. City Treasurer Kathy Luker reported that. for May the total General Fund is $843,915.00. Budgets aze not done yet and no report could be .made. Available cash was $291,154. Motion and second by Aldermen WestlSazfli to send the Treasurer's Report to council for ,their .consideration.. Voice vote, motion carried unanimously. Licht Bar Purchase. John Stanko Fire Chief stated that he would need the warning light baz for the pick up truck when delivery is made. ,The truck will be used to pull the hazardous materials and technical rescue trailers. The lowest and best price was from Midwest System. Truck Equipment, who is state bid vendor, at a cost of $1,649 plus approximately $30 shipping charges. Motion and second by Aldermen Sazff/Meade, to allow the purchase of a Star Model 2620 light bar. from Midwest System Truck Equipment at a cost of $1,649 plus shipping, and referred to City Council for .their consideration. Voice vote, motion. carried unanimously. Clerical Committee meeting June 14, 2005 Conference Training Request. John Stanko, Fire Chief wants to attend the International Association of Fire Chiefs annual training conference that will be held August 1 T-23 in Denver, Colorado. A major focus of the training will be fire fighter health and safety. Some of the available classes include: Safety Culture for a New Millennium, National Fire Fighter Near-Miss Reporting System, Best Practices -for Vehicle and Scene Safety; and Cancer on the Fire Line, just to name a few. Opportunities to receive this type of training aze not readily available in our area. In the past, I have been able to attend this conference along with one Assistant Fire Chief. However, I have not been able to attend since 2001 due to budget constraints. This year, attendance for this conference has -been included in the proposed budget. Approximate costs for the conference are as follows: Transportation $700, Registration $790, Lodging $665, Meals $240, for a total of $2,395. This reflects a $200 discount for registration submitted prior to July 1, 2005. Motion and second by Aldermen CarUWest, to approve one person to attend Fire Rescue International, and referred to City Council for their consideration. Discussion. Alderman Berardi asked if there was a need for two people to attend? Fire Chief John Stanko answered, the assistant chiefs someday he hopes one will take his place as Chief. This is to teach them so they will be ready, when he retires. Alderman Carl mentioned that training is important but he thought one would be sufficient. Alderman Sazff said he supports sending one person. Voice vote, motion carried unanimously. Vehicle Replacement. Police Chief Don Edwards reported that on May 26~', one of the administrative cars was damaged in a trafFic accident. The vehicle was legally parked and was struck in the left reaz. The insurance adjusters have determined the damage is too extensive to repair considering the age and mileage of the vehicle and will be forthcoming with a settlement offer. This vehicle, a 1999 Ford Taurus had approximately 99,000 miles on it. Don said he has spoken to the'adjusters and anticipates a settlement in the area of about $3,500. Don is requesting to replace the above vehicle with a used vehicle from a local dealer. The type of vehicle he has in mind would be one suitable for undercover work that is only a couple years old, mechanically sound and with low mileage. Don had anticipated to replace this particulaz vehicle sometime this year and budgeted $13,000. With this amount plus the settlement amount, I believe we could get a good vehicle locally. Motion -and second by Aldermen West/Sazff, to have Police Chief Donald Edwards bring price of a used vehicle to replace the one damage in a wreck to the council meeting, and referred to"City Council for their consideration. Discussion. Alderman Schenck asked Don if he would be in touch with all of the car dealers in town? Don said he would be doing his best to cover between 3 to 4 dealers. -Don mentioned the car is used by the Task Force Officer. Voice vote, motion carried unanimously. V 2 Clerical Committee meeting June 14, 2005 Conference Trainine Request. John Stanko, Fire Chief wants to attend the International Association of Fire Chiefs annual training conference that will be held August 11-23 in Denver, Colorado. A major focus of the training will be fire fighter health and safety. Some of the available classes include: Safety Culture for a New Millennium, National Fire Fighter Near-Miss Reporting System, Best Practices for Vehicle and Scene Safety; and Cancer on the Fire Line, just to name a few. Opportunities to receive this type of training aze not readily available in our area. In the past, I have been able to attend this conference along with one Assistant Fire Chief. However, I have not been able to attend since 2001 due to budget constraints. This year, attendance for this conference has been included in the proposed budget. Approximate costs for the conference are as follows: Transportation $700, Registration $790, Lodging $665, Meals $240, for a total of $2,395. This reflects a $200 discount for registration submitted prior to July 1, 2005. Motion and second by Aldermen CazUWest, to approve one person to attend Fire Rescue International, and referred to City Council for their consideration Discussion. Alderman Berazdi asked if there was a need for two people to attend? Fire Chief John Stanko answered, the assistant chiefs someday he hopes one will take his place as Chief. This is to teach theta so they will be ready when he retires. Alderman Carl mentioned that training is important but he thought one would be sufficient. Alderman Sazff said he supports sending one person. Voice vote, motion carried unanimously.. . Vehicle Ret~lacement. Police Chief Don Edwards reported that on May 26`x', one of the administrative cazs was damaged in a traffic accident. The vehicle was legally pazked and was struck in the left reaz. The insurance adjusters have determined the damage is too extensive to repair considering the age and mileage of the vehicle and will be forthcoming with a settlement offer. This vehicle, a 1999 Ford Taurus had approximately 99,000 miles on it. Don said he has spoken to the adjusters and anticipates a settlement in the azea of about $3,500. Don is requesting to replace the above vehicle with a used vehicle from a local dealer. The type of vehicle he has in mind would be one suitable for undercover work that is only a couple years old, mechanically sound and with low mileage. Don had anticipated to replace this particulaz vehicle sometime this yeaz and budgeted $13,000. With this amount plus the settlement amount, I believe we could get a good vehicle locally. ' Motion and second by Aldermen West/Sarff, to have Police Chief Donald Edwards bring price of a used vehicle to replace the one damage in a wreck to the council meeting, and referred to City Council for their consideration. Discussion. Alderman Schenck asked Don if he would be in touch with all of the caz dealers in town? Don said he would be doing his best to cover between 3 to 4 dealers. Don mentioned the car is used by the Task Force Officer. Voice vote, motion carried unanimously. 2 Clerical Committee meeting June 14, 2005 Greenways & Trails fundine. Alderman Cazl said we have three things to consider (1) do you really want the project? (2) how much azea do you want? (3) the funding. Alderman Cazl said the first issue is "do you want the project? Alderman Berazdi said he was not against it, he said he had some unanswered questions since the presentation by Bill Kuhn. What is the City's liability? Concerns aze women walking alone, spending a lot of dollazs before and the place grew up in weeds. Alderman Sarff said sounds like a worthwhile project. Alderman Berardi has good concerns, and security is always a problem where ever you are. Maintenance is a concern and where aze we going to get the funds. Alderman Reed wants to utilize this for the Canton Lake area where there is a nice scenic wallcway and already people have maintained it. We could put in some blacktop and chips and the cost would not be as near as much as this. Would really like to see this for that area. Alderman Cazl said lets talk about funding. Alderman Carl said he asked Cliff O'Brien to do some reseazch. Cliff said utilizing 1~ funds of $150,00 leaves you with $250,000 for yeazly maintenance. You aze committed to $152,500 for sidewalks on North Main by Big Creek Park area. We are also committed on E. Ash azound 16th Avenue to use FAU funds for curbing. Alderman Cazl mentioned that we could also use some funds from Hotel Motel Tax. Alderman Berardi said he has some concerns over high fuel cost and this could cause some problems for the City. Alderman Carl said he felt comfortable with the people heading this project. Alderman Sazff asked about how much is in the Hotel/Motel Tax? Alderman Cazl said we have $39,000 at this time. Alderman Schenck did not want to end up with a sidewalk on Ash Street and a trail also. Cliff O'Brien said we need to look at that when we use FAU money as they make you put in a sidewalk. We are asking them to not make us do that. This is being discussed on June 24th. Cliff said you could make a trail azound the lake azea. Alderman Sazff asked Cliff can you use MFT funds there? Cliff said you're right that's outside city limits. Alderman Sazff said he is not opposed to improvements at the lake, but we just put in a new road. This would be better in town. Alderman Cazl said we need to set perimeters of $150,000 and to choose to work with Bill Kuhn designating azeas we want to improve in town. Alderman Schneck said he thought the two issues are related. Alderman Cazl said we need to figure out what we want to spend first. Alderman Meade said there is a lot of economic benefits from this. Safety issues for the school is a real need. Alderman Meade said to conceptual pass on to council with the concept of the amount of $150,000 and to make a determination next week at the council meeting. Motion and second by Aldermen Meade/Sazff to approve of the concept of council spending up to $150,000 and details being worked out by next council meeting. Discussion. Alderman Berardi mentioned the safety factor at Eastview school. Would Clerical Committee meeting June 14, 2005 like to have some MFT to address this situation for the safety of the children is very important? Cliff O'Brien said a third lane as a turning lane would help, and should also look at Jr. High as well on their traffic problem. Cliff said three yeazs ago used FAU funds on Myrtle Street, hate to go back and ask for more funds. Alderman Schenck suggest going beyond setting an amount and look at alternative amount and a very low amount. Then we would have choices of amounts. Alderman Meade said we aze using a conceptual amount, which leaves open for changes. Voice vote, motion carried unanimously. Fuel Bids. Motion and second by Aldermen West/Sarff, for the City Clerk to open the bids. Voice vote, motion carried unanimously. Two bids were received, they were from JBcM from Fazmington -Gas A. $1,967, B. $.3451 cents; Diesel A. $2.141, B. $.376. Riverland F.S. from Knoxville -Gas A. $1.936, B. $.13 cents, Diesel A. $2.158, B. $.132. Motion and second by Aldermen Sazff/Meade, to send the bids to staff and then bring the recommendation to council for their approval. Voice vote, motion carried unanimously. Health Insurance Committee. Chairman of the Insurance Committee Dan Oaks gave the following recommendation...As you aze aware steps were taken last yeaz to reduce costs and better fund the Insurance Fund by both the employers and the Employees. Despite these efforts the fund ended the yeaz in the red. The amount of this deficit (after stop-loss refunds are received) is $273,047.47. At the request of City Treasurer Kathy Luker, the committee looked at the funding of this deficit. In past yeazs the City absorbed any deficit wholly. After discussion, the committee agreed with Kathy and is recommending that the council approve billing the Canton Park District and the Pazlin- Ingersoll Library for their appropriate portion of this deficit. The breakdown of the deficit is based on the number of participants per employer, which is as follows: City of Canton 128 88% Park District 10 7% Library 8 5% Based on the deficit amount of $273,047.47 we feel that the fair division would be: City of Canton $240,281.78 Pazk District $ 19,113.32 Library $ 13,652.27 This is the end of Dan Oaks report. Motion and second by Aldermen Sazff/Meade, the Insurance Committee's recommendation be sent on to council for their consideration. Discussion. Alderman Berardi asked why do we have a deficit? City Treasurer said because of the amount of 4 Clerical Committee meeting June 17, 2005 claims. And HCH has suggested an increase in the family premium should be $850 to $1074 to offset the increased cost and we have not done that. Alderman Carl mentioned that him and Alderman Hartford attended the Insurance Committee meetings for one yeaz. Alderman Carl thanked Dan Oaks and the committee for doing their best in assisting the City in handling the raising cost of health insurance. Voice vote, motion carried unanimously. Selline of Former City Building 210 E. Chestnut Street. Alderman Cazl said a buyer was interested at an Executive Session on February 15, 2005. The Economic Development Advisor David Byerly was to work with the potential buyer. David did not meet with him so the buyer withdrew his bid. Alderman Schenck said this issue makes me sad as this building was a gift to the community from the Pazlin family. Alderman Schenck would like for the new Economic Development person to bring the building back into the community as an asset. Alderman Sarff agreed with Alderman Schenck that the building is the City's heritage, but the city does not have the funding to bring it back. Alderman Cazl wants to see another appraisal done and get in touch with realtors. Alderman Berardi wants Alderman Schenck heading up improvements on the building. Alderman Schenck said he does not believe he has the time and energy turning this building azound. Alderman Sazff said why not a city museum, and have it for a referendum to the voters. Alderman Schenck said if interest of council and the mayor he would look at the building for what it's use could be. Alderman Carl wants to give Alderman Schenck two months to work on the building's needs. The Finance Committee adjourned at 7:42 p.m. Community & Industrial Development Committee Alderman Craig West, Chairman Activity Report. Greenways & Trails will have a meeting at the Donaldson center on June 15 at 6:30 p.m. There will be a city wide consignment auction sponsored by the Westside Association and held at First Christian Church 215 West Elm. This will be held on June 25. Mid America National Bank will hold a cook out on June 17 to support the Fireworks fund. June 18 Habitat for Humanity will have an open house at 70 E. Beech from 10:00 a.m. until 2:00 p.m. On the same day a dedication will take place from 1:30 unti13:00 p.m. 5 Clerical Committee meeting June 14, 2005 Friday June 17 the Chamber of Commerce will have aCruise-In on the square from 5:00 p.m. until 10:00 p.m. This is a two day event. On Saturday June 18 cars will be moved to the Festival Grounds for viewing from 1:00 p.m. until 3:00 p.m. Ad Hoc Review Committee. Mayor Heinze mentioned that this is a potential list of members for the CADA committee. The list of what can be done to help the CADA committee is listed asfollows - CANTON ECONOMIC DEVELOPMENT AD HOC REVIEW COMMITTEE Task: • Overall review of Canton ED history • What were the original objectives • What worked well • What didn't work welUwhat are the opportunities • Investigate other models • Consider possible funding sources • Consider possibility of broadening the geographic reach & impact/cost to County • Consider what the optimum reporting entity would be (inclusive of doing away with the current model and creation of a new reporting entity) • Office location • Review additional opportunities • Recommend how to best go about hiring a long term ED • Fashion a recommended structure, funding, and reporting strategy going forward to present to the City Council, the Canton Area Development Corporation (CADC), the Revitalization Committee, and Chamber boards by October 1. Potential candidates/members New interim ED Director Rod Ahitow Kathy Luker John Clark Kevin Meade Guy Coleman Chad Murphy Dave Cope Curt Oldfield Lowell "Bud" Grieves Kevin Stephenson Steve Joachim Jeffrey Strode Bill Lietze Chuck Taylor Cindy Locke Robin Tonkin Mike Walters 6 Clerical Committee meeting June 14, 2005 These candidates would be invited to an initial meeting to determine their own ability (eg,-time, vacations, work issues, etc.) and willingness to serve on this committee. The new internim ED Director and another on the committee would serve as co-chairs of the group. It would be left to the committee to determine the scope of their efforts and the final form of their recommendation. One of the highest priorities of the new interim director would be to participate and organize this endeavor along with the committee's co-chair. This ends the recommendations ofthe Canton Economic Development. Mayor Heinze mentioned that one of the members suggested to improve this committee so this is what we are doing tonight. There wanting our input of who you want on the committee. Alderman Berazdi ask why Mark Johann is involved since he does not live in town? Alderman Sazff said corporate leaders work in the City, it's irregazdless of where they live. Mayor Heinze said Mazk decided this did not work before, so this is the list, come up with a plan and get input from the City Council. Alderman Meade this speaks highly of the CADC, this is a good thing, and it's great we have input in this. Alderman Meade thanked Mayor Heinze. Mayor Heinze said he is looking at other options that is presented here. The Committee will review the names. Spoon River Festival requesting use of HoteUMotel Funds for tourism. Craig Zilly, Dennis Crawford, & Dennis Bourbon came to the meeting to ask for funding of this project. Craig mentioned this is the second annual Spoon River Festival, to be held at the Ingersoll Manor Saturday August 13, 2005. The event begins at noon and concludes at approximately 8:00 p.m. Grammy Award Winning Artist Christopher Cross will start at 6:30 p.m. and ending at 8:00 p.m. Local and regional acts will appear beginning at noon and playing continuously during the day. An azea of the grounds will be dedicated to children's activities. Food and beverages will be available. Our purpose is to generate collateral business opportunities for azea restaurants, pubs and inns due to the "audience destination" nature of the event. The promoter of the Spoon River Festival, is a not for profit corporation dedicated to increasing tourism in the Canton azea, while supporting and promoting the fine arts. We were very pleased to provide funds annually to the Spoon River College Scholazship Foundation. Our 2004 7 Clerical Committee meeting June 14, 2005 contribution was $2,000. We were very excited to also support the CHS Band's recording trip to Nashville for an additional $1,000 from 2004 proceeds. Alderman West said that last the City gave them $3,500. Motion and second by Aldermen Sarff/Carl, recommend to council of giving $5,000 for ad project using Mote1/Hotel Funds. Discussion. Alderman Berardi ask them if they would consider giving the funds back as the city is show casing Canton? Craig Zilly said it was a good suggestion. Alderman Meade suggested making the donation of $15,000. Alderman Reed thought $5,000 was enough at this time, but next year the amount could be raised as it is being recommended this year. Voice vote, motion carried unanimously. The Community & Industrial Development Committee adjourned at 8:16 p.m. Negotiations, Grievance & Personnel Alderman Larry Sarff, Chairman Discussion was not held and nothing was listed on the agenda. The Negotiations, Grievance & Personnel Committee adjourned at 8:17 p.m. Legal & Ordinance Committee Alderman Kevin Meade, Chairman Alderman Meade relinquished his committee time to the Community and Industrial Development Committee as a presentation is to be made and the people are waiting in the audience. Policy Set for Meals. Mayor Heinze talked about his interoffice memo that was distributed on May 21, 2005. The following is the memo... We are all interested in giving value to the City. Two areas of value are: 1. Keeping spending under control 2. Giving our City a favorable and professional image Quite recently we discussed the purchasing of meals for city employees and other community leaders. When we buy a monthly meal for an employee that costs $10 (and most would not be that expensive) it is the equivalent of a pay benefit of $.06/hour. I am inclined to think we benefit from this as much as we do a thousand dollar a year pay raise. When we do things like this it adds to the reasons why this is a good place to work. 8 Clerical Committee meeting June 14, 2005 When we cannot afford a sandwich or a few pieces of pizza to a professional group of people who aze meeting for the benefit of assisting city officials we give the impression that we aze a little too thrifty and that the people in attendance do not have value. I am concerned that we are reaching over a dollars worth of goodwill to pick up a nickel's worth of saving. One of the things I want to talk with you about later is the use of a volunteer senior citizen coordinator. I would like to give this person an annual food budget of $5,000 to take seniors out to lunch and be an ambassador for the City of Canton. This is an inexpensive payment to help forgotten seniors who have helped make Canton a great city. Another goal I would like to do is to take each city employee out to lunch once or twice a year, department heads might be a little more often. We might be surprised how this could end up saving us more than the cost of the lunch. With the above said, I would propose the following policy on goodwill. We are interested in giving value to our employees, citizens and business partners. It is permissible, as a goodwill gesture, for the City of Canton to purchase meals of nominal value for employees. Department heads, superintendents and full time elected officials are encouraged to be members of no more than one civic organization of which the city will pay for dues and meals with the approval of the mayor. The expense of these items will be entered as budget items. A department head, superintendent, and elected official is authorized to buy another person's lunch when they are meeting with that person regazding city business. The city will pay for lunches of civic leaders meeting with city official(s) with the mayor's approval. The mayor has the approval to buy meals for employees or others and himself when he is meeting with them for the general goodwill of the City. This ends the interoffice memo from Mayor Heinze. Mayor Heinze mentioned that Keith Plavec from Maurer Stutz Inc. paid for last months breakfast meeting with department heads, superintendents, elected officials. Alderman Berazdi asked, when did the City become a civil service provider? Looks like campaigning. Why would the City be buying food for other City employees? This is certainly not keeping spending under control. Alderman Berazdi said he did not want to restrict the mayor from doing this, the problem is the City is not in the food business. 9 Clerical Committee meeting June 14, 2005 Alderman Sazff said this is like a setting up of "Meals on Wheels" situation, and this is almost half of the budget for ESDA. He did not think the citizens want us to spend money this way. Alderman Meade mentioned that his employer has a comprehensive overall policy on spending. Alderman Sazff asked for Alderman Meade to bring a draft of that policy. Motion and second by Aldermen Sazff/Cazl, to discuss comprehensive plan at the next committee meeting. Voice vote, motion carried unanimously. Ordinance setting limit on department head spending. Mayor Heinze mentioned that the department heads have authority to spend $500 and the mayor can approve up to $1,000. This has become a handicapped to the department heads. Mayor Heinze suggested an increase of $1,500 for department heads, and mayor can approve up to $2,500. Alderman Sazff stated that the City Council still knows what is purchased by the bill list. Alderman Sazff said he sees no problem. City Clerk Nancy Whites asked for an ordinance to be drafted as no change has been made to the current ordinance for a number of yeazs. Motion and second by Aldermen Sazff/West, to instruct the city attorney to draft an ordinance to increase spending allotment by department heads and $ amount approval by mayor. Voice vote, motion carried unanimously. _Vacating the remainder of alley between Vine & Olive Street for Walgreens Development. Zoning Officer Clark Wilson mentioned that 2 houses are affected by this, but both will gain 2 feet more onto their property. The alley is part of the Walgreens parking lot. Motion and second by Aldermen Sazff/Cazl, to have an ordinance drafted to vacate the alley. Voice vote, motion carried unanimously. Citizens Committee formed for nuisance property. Alderman Meade wants to have a citizens committee formed on nuisance of property. Alderman Meade thought they could advise the City Council on any possible new laws. Alderman Sazff mentioned that we have trouble enforcing the laws we have now. Alderman Berazdi mentioned that he had already formed a committee on June 8. The members aze Matt Russell, Lane Hampton, Kevin Hampton, Sam Morelli, Steve Evans, and others. Alderman Berardi said this forming of a committee was mentioned before by me and nothing was done about it. Alderman Sazff said you should come to the committee with this before you do anything. Also Alderman Sazff asked Alderman Berazdi if he planned on having the meetings out of his house? Alderman Meade said he has a lazge interest in this, and wants to tap into that experience. He wants the committee to move the city forwazd on any solutions they might have. 10 Clerical Committee meeting June 14, 2005 The Legal & Ordinance Committee adjourned at 8:53 p.m. Recording Secretary, ~~ ~~~~~' Nancy Whi es, City Clerk 11