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HomeMy WebLinkAbout04-09-2002 ClericalCLERICAL COMMITTEE MINUTES CLERICAL COMMITTEE City Council Chambers @ Historic Depot April 9, 2002 - 6:30 p.m. Page 1 of 3 Members Present: Larry Sarff, Mary Fillingham, and Craig West, ethers Present: Mayor Jerry Bohler, Jo Ann Shores, Kevin Meade, Les Carl, Bob Molleck, Attorney fohn Froehling, Budget Administrator Dave White, Chief Stanko, Chief Elam, Gary Orwig, Steve iNhite, Clif O'Brien, George Spahn, Linda Caudle, Jim Davis, Dan Oaks, Joe Ginger, John Prior to the regulaz Clerical Committee Meeting, Pam Miner of the Western Illinois Regional Council conducted a public hearing at 6:15 p.m. for the purpose of closing out the CDAP grant in the amount of $375,000 for the water projects. Ms. Miner asked for comments. A Motion was made by Alderman Sazff, seconded by Alderman Molleck to approve the close out of the CDAP Grant for the water projects. Voice vote, motion unanimous. The public hearing adjourned at 6:20 p.m. Finance Committee Jim Hartford, Chairman The Committee Meetings were opened and introduced by Mayor Bohler. In the absence of Chairman Hartford, Alderman Sarff presided. Bills were discussed. A Motion was made by Alderman West, seconded by Alderman Fillingham to send the bills to council for approval. Voice vote, motion unanimous. Budget Administrator Dave White presented the proposed budget for fiscal yeaz 2003 according to the format for small municipalities. Dave discussed the manor in which the budget was prepazed with the Department Heads. He said that they worked to make the budget as realistic as possible. He reviewed the proposed budgets for the General Fund and detailed the Water and Sewer Budget with the committee and answered questions. He noted that the $759,000 deficit exists because the City chose to pay for many of the improvements that were done recently. Alderman Molleck stated that he liked the new presentation of the budget. The proposed budget will be sent to Council in May for approval. No janitorial bids were brought to council chambers for the opening. Any bids that were received by the clerk will remain in the safe and opened at the next City Council Meeting. No late bids will be accepted. Steve White proposed an increase of two to five dollars on boat stickers. Alderman Sarff felt that the increase was not enough to cover costs. A Motion was made by Alderman West, seconded by Alderman Fillingham to send the proposed increases to council for action. Voice vote, motion unanimous. Steve White proposed adjustments to the camp ground policy regarding the collection of fees as follows: 1) Rates would remain the same; 2) Persons who pay for a week would be chazged for 6 days; 3) Persons who pay for a month would be chazged for 25 days; 4) Persons who pay for the 6 file://C:\My Documents\Clerical Committee April.htm 4/10/02 CLERICAL COMMITTEE Page 2 of 3 month season would receive 30 days free. These advantages aze similar to the policy that was changed several yeazs ago. A Motion was made by Alderman West, seconded by Alderman Fillingham to approve the proposed recommendation for changes to the campground pricing policy. Voice vote. Ayes: Aldermen West and Fillingham. Nays: Alderman Sarff. Motion carried. A Motion was made by Alderman West, seconded by Alderman Fillingham to allow Chief Stanko to spend $100 to place a nationwide advertisement with Fireteck for the sale of the fire department's used apparatus. Under discussion Chief Stanko said that if Fireteck is able to sell it they receive a 10% commission. Voice vote, motion unanimous. Steve White presented three pay requests for water projects: Pay request #6 to Leander Construction for $25,828.20; Badger Meter Pay request #6 for $10,451.52; and Pay request #5 to Laverdiere Construction for $82,840.00. These pay requests have been reviewed and approved by the engineers on the project. A Motion was made by Alderman West, seconded by Alderman Fillingham to send these pay requests to council for approval contingent upon the City's receipt of EPA funds. Voice vote, motion unanimous. A Motion was made by Alderman Fillingham, seconded by Alderman West to approve the repair of the polymer unit at the Wastewater Treatment Plant in the amount of $2560 by US Filter. Voice vote, motion unanimous. A Motion was made by Alderman West, seconded by Alderman Fillingham to approve the purchase of two new backwash pumps for the filter building for Wastewater Treatment for a total of $4272 from ALL Co. Voice vote, motion unanimous. A Motion was made by Alderman Sarff, seconded by Alderman West to add to the agenda for discussion information regarding a first amendment to the City's group health benefit plan. Dan Oaks of the insurance committee talked about their recent meeting with HCH. The committee recommends that the City stay with current group for re-insurance. There aze some recommended changes that will appeaz in Resolution form at the next council meeting. A copy of the proposed changes was provided to the Finance Committee. No other business was discussed and the committee adjourned. Legal & Ordinance Committee Mary Fillingham, Chairman Dave White addressed the major changes in the Ordinance Revising Bidding Requirements. This Ordinance was held over from last month. No Additional changes have been made. The Ordinance now coincides with the Illinois State Statutes. It also includes 9 exceptions to the bidding requirements. A Motion was made by Alderman Sarff, seconded by Alderman West to send the Ordinance to council for consideration. Voice vote, motion unanimous. No other business was discussed and the Committee adjourned. Mayor Bohler informed the committee that he and Alderman Shores have had two meetings with the downtown merchants to receive input on the traffic flow for the downtown azea. At the last group meeting the merchants agreed upon a plan devised by Mauer Stutz Engineers in accordance with the merchants suggestions from the first meeting. A plan design was distributed, which shows two way traffic azound the squaze and the opening of the squaze in front of Seazs. Some changes in parking will be required. Jim Davis of Mauer Stutz Engineers was available to answer questions. The approximate cost would be $169;000 from Motor Fuel Tax funds. Clif O'Brien, Street file://C:\My Documents\Clerical Committee April.htm 4/10/02 CLERICAL COMMITTEE Page 3 of 3 Superintendent explained how some of the MFT Funds will be distributed this year. A Resolution approving the $169,000 in MFT funds for changes in the downtown traffic flow will be sent to the next Council meeting. Community & Industrial Development Committee Craig West, Chairman Chairman West, who is serving on the Fulton County Tourism Committee gave a brief report and distributed information from the tourism group. Linda Caudle provided a written report of her activities. She added that the Canton Heritage Committee will sponsor a free program this Sunday at 1:30 p.m. at the Historic Depot. It will feature a characterization of Mark Twain presented by road scholar and actor, Warren Brown. Its made possible by a grant from the Illinois Humanities Council and Edward Jones of Canton. She also said that the Historic Depot will host a free financing seminar for small communities put on by the Department of Commerce and Community Affairs on Apri124~'. The Spoon River College's Learning Technology Center is now open on the 3rd floor of the Opera House downtown. There was nothing new to report on the IH Brownsfield Site. Clif O'Brien addressed a request from Laverdiere Construction fora 42 day extension on the water project due to circumstances beyond their control. The City has requested that their complete crews remain on the job site until the project is completed. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve the change order from Laverdiere Construction, Inc to extend their contract by 42 days. Voice vote, motion unanimous. No further business was discussed and the committee adjourned. Negotiations, Grievance & Personnel Committee Larry Sarff, Chairman A Motion was made by Alderman West, seconded by Alderman Fillingham to enter into executive session for the purpose for negotiations on the fire union contract. Roll call: Ayes -Aldermen Molleck, Sarff, West, Shores, Carl, Meade, and Fillingham. Nays -none. Motion unanimous The committee reconvened in open session for the purpose of adjournment and added that there will be an executive session next Tuesday following the council meeting for the purpose of negotiations with the fire union at the David W. O'Brien Safety Building. Motion made by Alderman Sarff, seconded by Alderman West to adjourn. Motion carried. Recorded by Linda Caudle file://C:\My Documents\Clerical Committee April.htm 4/10/02