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HomeMy WebLinkAbout02-13-2001 Clericalerr' MINUTES CLERICAL COMMITTEE City Council Chambers @ Historic Depot February 13, 2001 - 6:30 p.m. Members Present: Dave Nidiffer, Kevin Meade, Robert Molleck, Larry Sarff .Others Present: Mayor Donald Edwards, Jim Elson, Jo Anne Shores, Jim May, Jim Hartford, Steve White, Chief Elam, Chief Stanko, Jim Snider, Gary Orwig, Clif O'Brien, Linda Caudle, Clark Wilson, George Spahn, John Froehling Finance Committee Larry Sarff, Chairman A Motion was made by Alderman Meade, seconded by Alderman Nidiffer to open bids for the demolition of a portion of the Randolph Building. Voice vote, motion carried. Bids were opened and read aloud as follows: N.E. Finch, $59,000; River City Construction $81,647. A Motion was made by Alderman Molleck, seconded by Alderman Nidiffer to send the bids to staff for review. Voice vote, motion carried. It was noted that the appraisal on the lot was $15,000. Rick Simonez was ill and unable to attend the meeting. Jim Snider said that Rick prepared a written report and suggested that the city go out for bids for health insurance with a suggested bid opening of March 6`h at 9:00 a.m. Rick has a time frame for meetings with personnel and staff. A Motion was made by Alderman Molleck, seconded by Alderman Meade to allow Mr. Simonez to advertise for bids for the city's health insurance and conduct a bid opening March 6, 2001 at 9:00 a.m. Voice vote, motion carried. Bills were reviewed. Alderman Sarff added under the Street Department, a bill for $10,500 for the annual grader lease payment. Motion was made by Alderman Molleck, seconded by Alderman Meade to send the bills, with addition, to council for action. Voice vote, motion carried. Gary Orwig distributed a memo regarding expenditures the wastewater plant incurred. The expenditures were allowed by Mayor Edwards and Jim Snider prior to this committee meeting. They are as follows: transmission repairs for the 1992 GMC pick up at a cost of $1271.65; replacement of the water pump for the digester at a cost of $604.74 to be paid from the operating budget; and the repair of the flow meters and scale by Gasvoda and Associates for $866.82. This is informational only and all are included in the bills that are being sent to council. A Motion was made by Alderman Nidiffer, seconded by Alderman Meade to authorize payment of the $18,000 Inmon lawsuit bill - $5,000 to be paid as the City's deductible 1 and the remainder to be paid by the City's insurance carrier. Voice vote, motion carried. Attorney Elson commented that the lawsuit is going well at this time. A Motion was made by Alderman Nidiffer, seconded by Alderman Molleck to allow Steve White to purchase a backup chemical pump for the water plant from Sidener for $645.23 plus shipping. Under discussion, this was the lowest of 3 quotes received. Voice vote, motion carried. The City Clerk has requested a new computer that will handle the IMRF monthly report. Her computer is not compatible. Jim Snider researched her needs and presented a quote from Gateway for $991 plus shipping. This will be compatible with the Clerk's needs. A Motion was made by Alderman Meade, seconded by Alderman Nidiffer to approve this expenditure. Voice vote, motion carried. Chief Stanko discussed the move of ESDA to the O'Brien Public Safety Building when the Police Department completes their move. A communication tower will be needed for ESDA. $8,000 has been budgeted for a new tower. However, Chief Stanko found a 140' tower, newly painted, for $2500 and it could be installed in-house. A Motion was made by Alderman Molleck, seconded by Alderman Meade to allow this purchase. Voice vote, motion carried. Jim Snider reported that Clif O'Brien sent in the paper work for the FEMA storm reimbursement which is being offered to cover a 48 hour period during the storm. Expenses were calculated for December 18~' and 19~`. Canton should be eligible for $7,902.38 in reimbursement funds. This is an informational item. Chief Elam requested permission to eliminate the maintenance contract from Supreme Radio on their mobile radios and keep the contract on the base station and continue to purchase "bench hours" at a lower hourly rate. This would save over $800 a year. Motion by Alderman Molleck, seconded by Alderman Meade to approve this request. Voice vote, motion carried. Chief Elam reported that K-9 Officer Eveland is selling his home to Officer Freehill and the sales agreement excluded the privacy fence and kennel that housed Roko. Officer Freehill would like to purchase the privacy fence from the City and be allowed 12 months to totally reimburse the K9 account for the cost of this fence. Anew fence will be required at the new home of Officer Eveland. Attorney Elson stated that this would be legally proper. A Motion was made by Alderman Meade, seconded by Alderman Nidiffer to sell the fence, build a new one for Roko, and allow Mr. Freehill 12 months to reimburse the K9 account for the fence. Voice vote, motion carried. Chief Elam requested permission to attend the Police Expo in August conducted by the Illinois Police Chiefl s Association. He would like to take three staff members. Total estimated cost would not exceed $1200. A Motion was made by Alderman Meade, seconded by Alderman Nidiffer to approve this request. Voice vote, motion carried. 2 A Motion was made by Alderman Molleck, seconded by Alderman Nidiffer to have Attorney Elson prepare a resolution of intent to award bids in the water improvement project to the low bidders of Leander Construction, ($664,107) and Badger Meter ($384,000) by request of CMT and Mauer and Stutz Engineers. Voice vote, motion carried. Jim Snider informed the committee that the city needed to move forward with proposed projects in the 4a and in the 4b TIF Districts. He suggested the city advertise for bids to re-surface the road in the Industrial Park in the 4a District and to advertise for bids to re- surface the parking lot across from the Historic Depot in the 4b District. There is $91,000 available in the 4a T1F Fund and $47,500 available in the 4b T1F Fund. A Motion was made by Alderman Meade, seconded by Alderman Nidiffer to approve a bid letting for the two aforementioned projects in the 4a and 4b TIF Districts with a bid opening of March 13, 2001. Voice vote, motion carried. Having no other business to discuss, the Finance Committee adjourned. Negotiations, Grievance & Personnel Committee Kevin Meade, Chairman For informational purposes, Alderman Meade said that the city has received a letter from the Public Works Union to open negotiations on a new contract. There was no other business for discussion and the committee adjourned. Community & Industrial Development Committee Robert Molleck, Chairman No business was discussed and the committee adjourned. Legal & Ordinance Committee David Nidiffer, Chairman Larrilyn and Monti Hoops, Canton residents and business owners, addressed the committee regarding a plan to save the Drow Building, which is in the court system for condemnation proceedings. Hoops own and operate Fantastic Sams in the front part of the Drow Building. They asked for the City's position on related items and asked about the City's willingness to assist them with demolishing the back part of the building. Attorney Elson stated that there is a question of legal ownership and if there are liens on the property. He said there are several problems that need to be addressed. At this time the City is unable to move forward with TIF funded projects, such as demolition of buildings, because another entity is questioning the City's legal right to use TIF funds. z 'rrr/ Attorney Elson said he would be willing to work with Mr. Lillie's attorney and Hoop's attorney to see what could be accomplished. Alderman Sarff feels the City should not push for condemnation and allow the attorneys to work something out. Alderman Meade stated that the City doesn't want to tear down a building when a party is interested in rehabilitating it. It was also suggested that the $10,000 the Hoops are paying to Rick Lillie for the building, should be used by Mr. Lillie for the demolition of the back part of the building. Mayor Edwards said that Bob Beckner, owner of the connecting building on the north has expressed his concerns about the party wall. Clark Wilson stated that he is encouraging rehabilitation of the building. He also informed the committee that at the request of the Hoops, he and architect Bill Phillips inspected the Drow Building on January 5th, 2000. Bill Phillips stated that the back of the building is in terrible shape but feels that some of the building is salvageable. He did caution the Hoops about the costs involved in a project of this nature. He suggested that the Hoops submit a plan to the City regarding the wall and foundation construction. Larrilyn thanked the committee and said she would appreciate any input that Clark and Bill would have regarding this project. Chief Stanko requested approval for the Mayor and the City Clerk to execute a resolution approving the revised Spoon River Valley Fire Association Mutual Aid Agreement. City Attorney Elson has reviewed the agreement and has no problems with it. A Motion was made by Alderman Sarff, seconded by Alderman Molleck to approve Chief Stanko's request. Voice vote, motion carved. For information only, a copy of the proposed drug policy for the police department was distributed. This document echoes that of the fire department's policy. No action is required by the committee at this time. A Motion was made by Alderman Sarff, seconded by Alderman Molleck to have the City Attorney draft a resolution for the next council meeting to allow the winners in the 2001 primary election to keep their political signs posted between the primary election and the general election. Voice vote, motion carried. Attorney John McCarthy, representing Ed Clayton, manager of Sherwood Forest, addressed the committee asking for additional relief from a high water bill. A leaking stool was discovered in a vacant trailer, which had caused a significant increase in the normal water bill. The bill was $16,000. Jim Snider followed the proper procedures outlined by the City Council for the adjustment of water bills in situations such as this. He adjusted off the sewer charge in the amount of $5413.80 and offered to work out a payment plan without interest. Attorney McCarthy asked that the City also adjust off the $2500 for improvements. Alderman Sarff said he can't see how the City can make an exception in this case and go against standard procedure. A Motion was made by Alderman Sarff, seconded by Alderman Meade, to follow the standard procedure of adjustment and to allow up to six months for payment of the bill. Voice vote, motion carried. Retired fireman Rod Hamilton spoke before the meeting to Attorney Elson regarding his retirees' insurance. He is taking a job and understands that the policy states he must take the other company's insurance if it is the same as or better than his present insurance. 4 Elson said to get a copy of the other company's insurance plan to the City to compare with the City's carrier before making a decision. Attorney Elson reported on the Webb easement. She owns property where the new water line will be installed. The City needs her to sign an easement for this purpose. She in turn has property, which requires an easement from the City for access. She will allow the City an easement and in turn the City will allow her an easement. A Motion was made by Alderman Sarff, seconded by Alderman Molleck to allow the City Attorney to move forward with this agreement. Voice vote, motion carried. Alderman Meade asked the committee to consider sending a resolution to the council in support of the. State of Illinois providing security at rest stops. The Tomich family is bringing this to the attention of the State because of the death of their daughter at the Pontiac Rest Stop. The resolution will ask state officials to give this consideration. A Motion to bring a resolution to this affect before the council was made by Alderman Meade and seconded by Alderman Molleck. Voice vote, motion carried. No other business was discussed, and the committee adjourned Recorded by Linda Caudle