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HomeMy WebLinkAbout10-08-2002 Clerical MINUTES CLERICAL COMMITTEE City Council Chambers @ Historic Depot October S, 2002 - 6:30 p.m. Present: Aldermen Jim Hartford, Larry Sarff, Craig West. Alderman Mary i was absent. Others Present: Mayor Jerry Bohler, Aldermen Bob Molleck, Les Carl, Kevin Meade. ~I City Attorney Ron Weber, Fire Chief John Stanko, Police Chief Don Edwards, Wastewater Supt Gary Orwig, Assistant Water Plant Greg Pollitt, Street Supt. Cli O'Brien, Zoning Officer Clark Wilson, City Clerk Nancy Whites, Video Services Joe Ginger, Linda Caudle. News Media -John Froehling, Seth Trepco. Phil Kool and 2 representatives of Illinois Municipal League Risk Management Insurance, Dan Kiesewetter. Finance Committee Jim Hartford, Chairman Bills. Motion and second by Aldermen West/Sarff, bills be referred to council for approval as presented. Voice vote, motion carried unanimously. Treasurer's Resort. City Treasurer Patty Beaird Franzoni gave each of the Aldermen a copy of her report. Patty mentioned that the City has spent 41.9% of its Budget. Motion and second by Aldermen Sarff/West, the Treasurer's Report be placed on file. Voice vote, motion carried unanimously. Insurance -Workman's Comp. Alderman Sarff had contacted several local and out of town companies for Workman's Comp. They were not interested or not able to make a quote. Alderman Sarff talked with an independent broker Phil Kool an told him to look at the whole package. Phil Kool gave the following presentation to the Committee. Phil mentioned that the Illinois Municipal League would be interested in the whole package, and is ready to make a proposal. Phil wanted then for Susan from IML to outline the city's program. Phil also said the city would have to provide a consultant agreement, and how the agency can help you in the transition, and to have an intergovernmental agreement. And the city will save easily $100,000. Mayor Bohler said this quote is for Workman's Comp only. The other agency's did not have this same opportunity. Alderman Hartford agreed with Mayor Bohler's statement. Phil Kool said there is no one who can do any better that what you have now. Alderman Meade wanted to know what can be done? Ron Weber City Attorney stated the he meant no disrepect to Phil as a consultant, but in his opinion if we're going to look at this we need to hire an Independent Consultant to tell us the differences between an insurance company and a pool risk. There are some differences and we need to be fully informed. ~/ Alderman Meade said we are insured through August 2003, do we have to live up to our contract? Alderman Sazff said you have some up front policy money you'd have to pay, which would be a pro rated amount. Mayor Bohler said if it's the city council or committee's decision to go out again for bids, and we allow this discussion to continue, and receive added information would it be fair to this committee to let everyone know? Alderman Sazff said you have akeady aired that out there. We're talking a savings of $100,000. Dan Kieswetter is the current insurance carrier for the City. Dan offered the following...There is no penalty for leaving the insurance cazrier you have now. Dan said our company is efficient, prompt and realiable. We have paid your claims for the last 5 years, taken and returned your calls without delay. We have the insurance companies highest rating A+ AA+. If you consider risk management, which is not what you have now, you are taking on all the risk yourself. The Illinois Municipal League is not rated by any financial institution. We have your insurance until August 3, 2002. But pooling insurance is not insurance. Dan made the following recommendation...lets get started with formal bidding, hire a professional consultant that is objective. I would like to update the city's assests to make sure you have adequate insurance coverage. Alderman Sazff agreed to not wait until August to go out for bids, we can get a list of consultants from the~Illinois Municipal League. Mayor Bohler said we have to be fair to everyone, if we find out this is the direction to go, than we will. Ameritech Contract. Motion and second by Aldermen Sarff/West, to accept BTC Communications for local and long distances calls; Ameritech for local calls and local line service, fora 3 year contract. Discussion. Alderman Hartford explained that BTC Communications did not offer a long term contract. Alderman Meade asked who is BTC and Power Net? Alderman Hartford mentioned they aze local company and aze next to Sanders Insurance on East Pine and aze connected nation wide. Voice vote, motion carried unanimously. Fleet Management Plan Replacement. Fire Chief John Stanko mentioned the current vehicle is a 1994 Ford Crown Victoria, in poor mechanical condition, with approximately 130,000 miles, and is using significant amounts of oil. The passenger caz is not the most effective vehicle for the service it provides. When the Fleet Management Plan was implemented, a crew cab, short bed pickup truck was the type of vehicle which would replace the current car when the time came. They have often borrowed a pickup truck from the street department to transport wet hose, transport lazge air cylinders and pull the Fire Safe House. The next fleet replacement is scheduled in 2007. The state bid for a 2003 '/4 ton pickup truck is from Green Chevrolet in Peoria. Total cost is $24,975.21, with trade-in allowance of $1,500 for the used car. Alderman Sarff stated, we can't afford the luxury, it won't hurt us to share. Mayor Bohler said sit down each year going over their budgets, this is not a wish list. The expense will not be a determent to the city. This is a good step for employees safety. Alderman Sarff said he never heard of a safety issue raised. Alderman Meade said he has no problem with the request. Alderman Molleck said he started the Fleet Management Plan back in 1980's, several years later it was stopped, took a long time to get back where 2 should be. Alderman Sazff said he supports the Fleet Management Plan,but there could be something down the road we may need, so I don't believe we need this. Motion and second by Alderman Hartford/West, to approve of the request and send to council for final approval. Discussion. Alderman West said he respects the opinions of everyone, and he will support this request. Voice vote, 1 nay Alderman Sazff, motion carried. Pay Request from Leander Construction Inc for #10 & 11. Motion and second by Aldermen West/Sarff, the approval of pay request #10 in the amount of $21,521.93; and pay request #11 in the amount of $9,549.19 from Leander Construction Inc. for Filter Rehabilitation Project. Discussion. Greg Pollitt project coming along well, be completed later this month. Voice vote, motion carried unanimously. The Clerical Committee adjourned at 7:37 p.m. Legal & Ordinance Committee Mary Fillingham, Chairman Ordinance Relating to Burning Regulations. Alderman West chaired the meeting in Mazy Fillingham's absence. Alderman West said he wanted to discuss this ordinance and offer the following to discuss...under Section 5-8-2 Burning of Yazd Clippings, I work with people who have health problems, and I can see what it does to people. Want days of burning cut down from 6 days to less. Don't feel we need a time limit, as long as the fire is attended to. Contacted other communities and none of them had time limits. Alderman Sazff for Section 5-8-3 Recreational Burning, said the days of burning could be changed to Thursday, Friday, Saturday and Sunday. Alderman Hartford felt that would be cutting down some on burning. John Stanko said he had no problems with the changes. John said he and Ron Weber have talked about the technical problems which need to be defined in Recreational Burning. They are bon fires, wiener roast, fire pits. Also when it mentions the Fire Chief, it should be added, or his designee. Alderman Meade mentioned that under 5-8-1 a., do we have a need to define what is to be burned? Ron Weber said he would look at the changes with Fire Chief John Stanko. Alderman Meade said he would like for the ordinance to have first reading next week at council, then make the recommended changes. Motion and second by Aldermen Sarff/Hartford, to send the ordinance to the next council meeting. Voice vote, motion cazried unanimously. Legal & Ordinance Committee adjourned at 7:47 p.m. Community & Industrial Development Committee Craig West, Chairman Update of Activities. Alderman West mentioned that the Fulton County Tourism Council did not meet this month. ~w~r` ~- lH Browns6cld Uadatc. Alderman West said there was no update this month. Clark Wilson mentioned that he and Mayor Bohler met with the Illinois EPA and the U.S. EPA ot~fcials today. The; Community & Industrial Development Committee adjourned at 7:48 p.m. Negotiations, Grievance & Personnel Committee Larry Surff, Chuirman Cmployee Safety Manual -Linda Caudle. Linda said Kiesewetter Insurance Agency and Selective Insurance who handles the city's Workman Comp claims encouraged the city to adopt a safety manual. This was more important after the Workman' Comp increased. The city's safety manual was developed through several manuals that was offered by Kiesewetter Insurance. Each department head has read this manual and no recommended changes were made, and neither did Kiesewetter Insurance Agency. One thing already done is the posting of exists in the buildings. Would like to see incentives in departments without workman's comp claim for a year. Alderman Hartford commented that this looks like a well done manual. Alderman Molleck said he agreed. Alderman Sarff ask for `Table of Contents,' and the manual to be made available to Bruce Beal for his review for the three bargaining contracts. The Negotiations, Grievance & Personnel Committee adjourned at 7:51 p.m. Motion and second by Aldermen Hartford/West to adjourn the committee meeting. Voice vote, motion carried unanimously. The meeting of the 4 committees adjourned at 7:51 p.m. Recording Secretary, L1-~ ~ -~Z.~,, ;. ~~ ~ ~~- Nancy Whites, City Clerk 4