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HomeMy WebLinkAbout11-10-2009 Clerical CommitteeA regular meeting of the Canton City Council Clerical Committee was held on November 10tH, 2009 in the Council Chambers located at 50 North 4th Avenue, Canton, Illinois. Mayor Kevin R. Meade called the meeting to order at 6:35 p.m. Aldermen in attendance -Rick Reed, Eric Schenck, Craig West, Larry Sarff, Jorge Rivero, Gerald Ellis, Jim Hartford. Absent -Alderman Jason Strandberg who resigned September 22, 2009. Also in attendance -Mayor Kevin R. Meade, Deputy City Clerk Diana Tucker, City Treasurer Aaron Anderson, City Attorney Chrissie Peterson, Police Chief W. Dan Taylor, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, City Administrator Jim Snider, video service provided by Joe Ginger. In the audience was news media of Canton Daily Ledger John Froehling; SRPED Executive Director Mark Rothert, and Attorney Jon Faletto. FINANCE COMMITTEE Mayor Kevin Meade excused himself from the remainder of the meeting at 6:40 p.m. Council Action Bills Alderman Sarff made the motion that all bills presented be forward on to Council for approval, and was duly seconded by Alderman Rivero. Discussion: Jim Snider stated that the Verizon bills had the incorrect amount listed. The Verizon bill originally was listed as $402.31 and should be $202.89. The second Verizon bill for $392.59 should be changed to $196.36. The motion was by unanimous voice vote. Treasurer's Report. City Treasurer Aaron Anderson highlighted his report with the following - as of October 315Y the city has a surplus in the general fund in the amount of $231,285.00. We are currently 7.0% lower in the general fund revenue than we were this time last year. The two largest revenue sources as of last year were sales tax and income tax from the state. Sales tax is down approximately 8.0% from last year, and income tax is approximately down 18.0% from last year. However the state had payments in arrears on income taxes so hopefully these will continue to get up to date. The City did not receive any property tax funds in October. Aaron anticipates the City will get another payment between November and December. We should receive approximately 1 % million dollars. 1 General fund reserve money is considerably higher than last month, due to the fact that the IH sinking fund CD matured in October and was reinvested. This was put back into the general fund reserve monies. The total cash and investments are still strong at 3.4 million dollars. The 2005 bond CD's were reinvested. Approximately 3.1 million dollars was invested with MidAmerica National Bank, the other 3 million was split between the Bank of Farmington, Ipava State Bank and Cefcu. The TIF fund -one expense was paid to Ice Miller in the amount of $15,000.00 for a debt certificate cost, and to Ameren CIPS in the amount of $18,901.00 to deliver utilities to the IH site. The additional expenses were outlined in the report, and broken down to reflect what will be reimbursed from IDOT and CDAP grants. Alderman Sarff made the motion to refer the Treasurer's Report to council, and was duly seconded by Alderman Jorge. The motion was by unanimous voice vote. IML Risk Manaeement Bill. In the past this bill was split between two payments, however Jim Snider recommends to pay this bill in full this year with one payment. Jim explained this bill is the annual payment for general liability, worker's compensation, property and auto coverage. The Municipal League offers a discount of 2.0% if the bill is paid with one payment. Jim stated we have sufficient reserve in the general fund. Paying this with one payment will require an amendment to the budget. We originally budgeted only %: of the payment. This full payment will be due by November 20th, 2009. Alderman Sarff made the motion to forward the request on to council for their approval and full payment of the IML Risk Management 2010 contribution and renewal in the amount of $421,026.21. It was duly seconded by Alderman Rivero. The motion was by unanimous voice vote. Cook Canton Inc. Unsuitable Soil Reimbursement Reauest. Attorney Chrissie Peterson stated that this item is not yet ready. When this request for payment is received, it will be sent for review. Alderman Eric Schenck recommended this will be sent to the Public Works committee during the next Mechanical Committee Meeting. Third Avenue- Main Work Bid Award. City Administrator Jim Snider said this will be deferred, as we are waiting on DCEO approval. Jim Snider recommended this be placed on the next council agenda with no recommendation. 2 Alderman Sarff made the motion to place the Third Avenue Main work bid award on the council agenda with no opinion at this time, and was duly seconded by Alderman Rivero. The motion was by unanimous voice vote. WTP- Proposed Lime Slaker and Accelerator Bid Award. Greg Pollitt stated that the apparent low bidder of inter plant maintenance could not meet the bonding requirements. The deadline was growing closer where they need to move on to the next apparent low bidder. Jim Snider stated that the City would be seeking reimbursement for the expenses involved in changing the bidder in the amount of $8,554.09. Alderman Sarff made the motion to accept the bid from Leander Construction as the new low bidder in the amount of $674,000.00, and was duly seconded by Alderman Rivero. The motion was by unanimous voice vote. Chance Order- 61 East Side of Sauare. City Administrator Jim Snider indicated that the City is not ready to take action on this. Alderman Schenck recommended this be referred to the next Mechanical Committee meeting. 2009 Tax Lew Review. Alderman Eric Schenck explained that the annual tax levy is performed by the municipal government pertaining to property taxes. City Administrator Jim Snider further explained that this is the regular time of the year when finances and levy's are reviewed. The Illinois State Statute requires that not less than 20 days before any taxing body makes its levy they must determine how many dollars in aggregate property tax extensions will be necessary. If it is more than 105% from the previous year, we are required to publish a notice in the paper, and announce a public hearing before the tax levy is approved. The public hearing must be held between 7-14 days after the notice is published in the newspaper. Distributed during the meeting is a report that outlines the proposed tax rate computation for 2009 on an assessed valuation of $113,401,024. The proposed levy is $1,939,094. The 2008 levy extension was in the amount of $1,510,275. The substantial changes would be IMRF, due to increases passed down from the state and the city's contribution level. This will result in an increase levy of $155,318.00. The second increase is the Fire Pension. The increase will result in the amount of $84,679.00. The Police Pension will increase $102,390.00 which is also a mandated contribution increase for the Canton Police Pension Fund. The other areas are in line with the annual increase. Jim contacted the Fulton County Assessor's office to determine what the annual growth would be. These contribution levels are 3 adjusted by that percentage. The police protection, fire protection, cemetery, liability insurance, civil defense, social security, unemployment insurance and workers compensation insurance are all in line with the regular inflation index on the levy. Due to the situation with the audit that was not levied last year, Jim increased this $50,000.00 to cover expense for that audit. Jim anticipates both payments be made in the calendar year. The primary reason for this 28% increase in the City's tax levy is the cost to fund our Fire, Police and Illinois Municipal Retirement Fund pensions. The returns on investments in these respective funds have been severely impacted by the drop in the stock market over the past two years. We are required to fund these benefits. This increase comes under financial responsibility that elected officials have to identify as presented by staff. Unfortunately there is no funding for this, it's just something that has to be passed on. For these pension levy increases, the proposed 2009 tax levy would be 4.5% under the 5.0% threshold of requiring a truth in taxation hearing. The schedule for the tax levy will be as follows: Tuesday, November 10, 2009-Committee review and recommendation to the full Council for action on the dollar amounts of the tax levy. Tuesday, November 17, 2009-Council action on the proposed dollar amounts of the 2009 tax levy. First Reading of the Tax Levy Ordinance. Friday, November 20, 2009- Public notice in the Canton Daily ledger fora 28% proposed tax increase for the City of Canton. Tuesday, December 1, 2009- Public Hearing on proposed tax increase at 6:OOpm Tuesday, December 1, 2009- Final reading of the Tax Levy Ordinance at 7:OOpm- Council Meeting. Wednesday, December 2, 2009- City Clerk files certified copy of Tax Levy Ordinance with Fulton County Clerk. Alderman Sarff made the motion to send the 2009 Tax Levy request to council for approval as drafted, and was duly seconded by Alderman Rivero. The motion was by unanimous voice vote. 2009/2010 Budeet Amendment Jim Snider stated that he is working with the City Treasurer to identify the budget and make adjustments as found necessary. 1im previously announced that a budget amendment would 4 be made during the time the tax levy was being reviewed. Most of the changes in the draft budget amendment will be clerical in nature. Jim indicated that this draft budget amendment is not ready to be presented. Jim would like to continue to work with the Treasurer within the next few weeks, and bring the budget back to the Finance Committee in December. Alderman Schenck indicated that this budget amendment would require a 2/3 majority to pass. Alderman Schenck stated that this is a good time for the Aldermen to review the information, and make suggestions. Alderman Eric Schenck indicated that no action is needed at this time, as this is only informational. Purchase of Two New Police Vehicles Chief Dan Taylor informed the committee that currently the police officers have a mobile data computer in the squad cars. These computers are utilized to run background checks, license checks and for car to car communication. These computers have aged over the last 5-6 years. This is costly in updating the equipment. Dan stated that he applied for some equipment grants, and just found out that out of 380 applications, 68 applications were selected to receive the grant funds. The City of Canton received a grant in the amount of $27,000.00 to upgrade the mobile data computers in the squad cars. The purchase of the two new police vehicles would take place with a marked vehicle and a detective vehicle. The marked vehicle would replace the 2002 Chevy Impala with approximately 104,000 miles. Dan is requesting to purchase a 2010 Ford Crown Victoria Police Interceptor Package at a cost of $21,737.00 which is a State Bid price and includes title and registration fees. Landmark Ford will give a trade in value of $900.00 for the 2002 Chevy Impala for a final cost of $20,837.00. The amount budgeted for the purchase of a new vehicle is $ 21, 500.00. The second vehicle will be a detective vehicle. Due to the nature of the vehicle it will not be discussed openly; however details are outlined for review council. The cost of the vehicle is $19,995.00 with plates and transfer fees. This vehicle would replace a 2001 Ford Taurus. The trade in allowance is $2,000.00, creating a net cost of $17,995.00. Dan would like to request to purchase a 2010 Ford Crown Victoria Police Interceptor package in the amount of $20,754.00 and the detective vehicle in the amount of $17,995.00 which would be from a local dealer_ Both items are budgeted expenses. Alderman Sarff asked what condition the 2002 Chevy Impala was in. Dan explained to Alderman Sarff that the condition of the 2002 Chevy Impala is in poor condition, and recently was towed. Alderman Rivero made the motion to allow for the purchase of the vehicle of the 2010 Crown Victoria off of the state contract in the amount of $20,837.00 and forward to Council for approval, and the second vehicle from a local dealer in the amount of $17,995.00, and was duly seconded by Alderman Sarff. The motion was by unanimous voice vote. 5 The Finance Committee adjourned at 7:15 p.m. legal & Ordinance Committee Council Action Surveys for the CDAP Housine Grant Attorney Chrissie Peterson indicated that this is just an informational item that Council approved WIRC submitting a housing grant application to DCEO. Random surveys were sent out in the mail, and they are approximately 150 short of what is needed. Chrissie urges those that did not complete the survey, to submit the completed survey. Surveys can be obtained in the Mayor's office or at the Parlin Ingersoll Library. The motion was by unanimous voice vote. Discussion and or authorization of leeal action to enforce or clarify the City's riehts per the settlement aereement with Navistar. Attorney Chrissie Peterson indicated no information is available at this time. Policy on Settine Asenda Items Alderman Eric Schenck stated that a previous resolution was distributed regarding establishing a policy for the setting of agenda items for the City of Canton. Alderman Schenck wanted to address the fact that many times items are brought up at Council level that were not able to be brought up previously on a standard committee. Alderman Schenck would like to see these as anew business item on the Council agenda that is not coming out of a committee with a recommendation for Council action. Once the item is on the Council agenda, it would then be up to the Council to decide if they wanted to take action at that time, or refer back to one of the committees. Attorney Peterson stated that the policy previously passed pertained to how to get items on the agenda. Placing the items under specific areas could be accomplished by directing the Clerk to do so. Alderman Schenck indicated that it is still preferred that items are sent to the appropriate committee for discussion, then sent to Council, however under special circumstances the item could be placed under new business on the Council agenda. Alderman Schenck made a motion to redraft the policy so it would clarify that agenda items not originally going through the committee agenda process can then appear as a new business item on the Council agenda, and was duly seconded by Alderman Rivero. The motion carried by unanimous voice vote. Fundine Commitment in Reeards to CDAP Brant 6 Attorney Chrissie Peterson stated that on December 2, 2008 the Council passed Resolution # 3876 which said you would be committed to local funds for the CDAP economic development grant. The grant was in the amount of $750,000.00. The person in Springfield in charge of this grant would prefer that another resolution be passed with a specific dollar amount. They are asking the resolution be passed commit to funding $2,129,547.00. This is not necessarily the amount that will come from the City because once the other grants are applied the amount will be significantly reduced. The approximate amount the city would pay is $320,256.00. Alderman Schenck asked if the new resolution would list the amount of the grants received, along with the amount the city will pay -then show the total committed funding amount. Chrissie Peterson will first check with CDAP, and if it is a problem to list this in the resolution she will provide a breakdown to the Council. Alderman Schenck made a motion to ask the City Attorney to draft a resolution in a format that will be approved by CDAP in the amount of $2,129,547.00, and was duly seconded by Alderman Rivero. The motion was by unanimous voice vote. The Legal & Ordinance Committee adjourned at 7:30 p.m. Community & Industrial Development Committee. Council Action Update from Mark Rothert SRPED Executive Director. • Downtown/Former IH Site-Cook Canton has nearly 600 applicants signed up for testing, with over 95% passage rate. • Downtown facade Program- Progressive building will be having the brick match the inside of the building. The other projects will begin in the spring. OTO looks great with the new paint. • Special Events/Tourism- Worked on the marketing campaign for the "We Do That Here" commercial and will be ending later this month. The response was very positive in the community and in the Peoria area. They will be looking at doing another four month long campaign starting in February with the same commercial. This will continue to be put in the Peoria area to try to attract more interest in the Canton area. • Canton Main Street wants to thank the City of Canton for helping in the Munchkin Masquerade event in October. This event was a large success with over 1000 people attending. • Business Attraction and Support: The SRPED met with the real estate broker from Peoria about land in Canton for possible retail expansion. They visited with a local entrepreneur who wants to create a training academy for plastering. SRPED worked on 7 a business development lead sent out by the State for an engineering and technical services firm seeking a 30K square foot building. They also worked on a lead with the County and Port District for a rail welding facility. Mark indicated that he had a conversation with FBO at Ingersoll Airport to discuss expansion needs. • Grant Work: Performed grant administration and reporting for DCEO, USDA, and Hotel/Motel tax grants. Hotel/Motel Tax Request (Mark Rothert) Mark Rothert stated that the Hotel/Motel Tax request is in the amount of $1900.00 for an ad to be placed in the Peoria Area Convention Visitors Guide for next year. A copy of the visitors guide was distributed for review. This is a good way for our community to get good exposure. Alderman Sarff made a motion to grant the request in the amount of $1,900.00 for an ad to be placed in the Peoria Area Convention Visitors Guide, and was duly seconded by Alderman Schenck. Discussion: Alderman Schenck indicated that the photos in the ad are small, and he would recommend placing photos that would be more attractive for visitors. The motion was by unanimous voice vote. The Community & Industrial Development Committee adjourned at 7:40 p.m. Negotiations, Grievance & Personnel Committee. None. The Negotiations, Grievance & Personnel Committee adjourned at 7:40 p.m. Alderman Eric Schenck made a motion to go into executive session to discuss Pending Litigation, and was duly seconded by Alderman Rivero. The motion was by unanimous voice vote. Alderman Sarff stated there was no need to discuss personnel for the executive session. EXECUTIVE SESSION - TO DISCUSS -PENDING LITIGATION. The Executive Session for Pending Litigation adjourned in to open session at 8:28 p.m. ADJOURN Being no further business the Clerical Committee adjourned at 8:28 p.m. 8 Recording Secretary, Diana Tucker, Deputy City Clerk