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HomeMy WebLinkAbout06-12-2001 Cleircal MINUTES CLERICAL COMMITTEE City Council Chambers @ Historic Depot June 12, 2001 - 6:30 p.m. Members Present: Jim Hartford, Larry Sarff, Craig West, Mary Fillingham Others Present: Mayor Jerry Bohler, Attorney Ron Weber, Bob Molleck, Steve White, Chief Stanko, Chief Elam, Joe Carruthers for G. Orwig, Clif O'Brien, Linda Caudle, Clark Wilson, George Svahn, John Froehling, Pam Smith, .Joe Gin er Finance Committee Jim Hartford, Chairman Bills were reviewed and discussed. Motion was made by Alderman Sarff, seconded by Alderman Fillingham to send the bills to council for action. Voice vote, motion carried. Colin Edwards, engineer with Mauer Stutz, gave a written update on project costs to date for the standpipe construction, water transmission main and water meter procurement. In October '99, recoating of the standpipe was added which increased the cost by $10,500. Additional time and work was required on these projects by the engineers. Mr. Edwards asked if the council would consider an increase in engineering fees for Mauer Stutz. Mayor Bohler asked that this item be held over he and Clif O'Brien meet with Mr. Edwards to go over the itemized charges in the change order. Clif reported that the work on the Industrial Park road has been delayed because soft spots have been discovered that will need a lot of additional costs before the overlay is done. Clif suggested the work on the soft spots be done in-house at an approximate cost of $10,000 and then have United Paving complete their contract for the overlay at the cost of $75,000. Once the road is brought up to standards the City will be able to use MFT funds for upkeep. Jim Davis will send a letter requesting this road be added to the FAU Projects in the future. A Motion was made by Alderman Sarff, seconded by Alderman West to repair the soft spots on the Industrial Park Road in house before United Pavers do the overlay. Voice vote, motion carried. Colin Edwards told the committee that the Depot parking lot has a low spot that is holding water. This was included for repair in a change order but was not done by United Pavers as requested. Colin suggested holding 10% of the payment until the low spot is completed properly. He said United Pavers need to communicate to the City regarding this matter. A Motion was made by Alderman Sarff, seconded by Alderman West to hold 10% of the payment on the Depot parking lot until it the work is satisfactory and to have the city send a letter to United Pavers regarding this situation. Voice vote, motion carried. Clif discussed the FY-03 LAPP program. Myrtle from 11~' to 15a` is a priority. Clif included a list of several streets that he suggested be done with FAU funds next year. $335,545 is expected from federal funds next year with the city's share at $155,189.55. The City will use Motor Fuel Tax (MFT) funds to pay for their share of the work. Clif referred to maps distributed at the last meeting with zones targeted for street repairs with MFT funds. He asked the committee to decide which streets should be done this year. He also suggested using $5,000 of the $200,000 in MFT funds for the City's 50/50 residential sidewalk replacement program which Linda oversees each year. Last year $10,000 was allocated but only $7,000 was spent because residents could not find contractors to do the work. Last year 24 residents were on the list, this year only 11 are on the list. After discussing the streets in need of repair, a Motion was made by Alderman Sarff, seconded by Alderman Fillingham to use MFT funds for the repair of the 100 year parking lot and the Avenue A parking lot, south zone #1, Johnson Court, Aspen Street, 1~` Avenue from Pine to Oak and Quality Hi113A, 3B, 3C, 4 & 5, and to set aside $5,000 for the residential sidewalk replacement program. Voice vote, motion carried. Clif reviewed the fuel bids opened at the last council meeting. He recommended accepting the low bid from Riverland FS for June, July and August in the amount of $1.24/gal -gas and $1.21 silo/gal -diesel. Alderman Sarff pointed out that even though the City does not like to go out of town to do business, accepting the low bid will represent approximately a $5500 savings in one year. A Motion was made by Alderman Sarff, seconded by Alderman West to accept the low fuel bid from Riverland FS for the months of June, July and August. Voice vote, motion carried. Clark Wilson reported that the demolition costs of Dahm Hall are $56,875, which was less than estimated. Mayor Bohler added that there is enough in the TIF fund to cover this expense as well as the expense of razing part of the Randolph Building. Attorney Ron Weber said he will pursue all avenues to collect this money from the owners or corporation and that a lien will be filed on the property. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to send the bill to council for approval. Voice vote, motion carried. A Motion was made by Alderman Fillingham, seconded by Alderman Sarff to send the bill from Randolph and Associates for the Randolph Building, to council for payment in the amount of $1893.50. (Original bill of $2753.50 minus the $860, which was already paid) Voice vote, motion carried. A Motion was made by Alderman Sarff, seconded by Alderman West to approve the request of Chief Elam to purchase a police evidence training software system and compatible computer for $6,849 plus shipping, using drug forfeiture money. Voice vote, motion carried. Clif reported receiving complaints of low water pressure at Park Plaza. He suggests having Mauer Stutz do an engineering study and survey at a cost of $740. Phase II for the prints and EPA permits would be $5,255. A Motion was made by Alderman Sarff, seconded by Alderman West to accept the proposal from Mauer and Stutz for Phase I of the Park Plaza water main loop project. Voice vote, motion carried. Dan Kiesewetter, City's insurance representative, distributed an informational packet and gave a summary of the city's premiums and an overview of the City's present coverage. No action was required by the committee. 2 ~Irr'' A Motion was made by Alderman Sarff, seconded by Alderman West to allow Steve White to renew the TP&W annual leases for the water and sewer lines at a cost of $430 for lease #180337 and $500 for lease #174934. Voice vote, motion carried. Steve added to the agenda an item regarding to the carbon feeder at the water plant. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve the purchase of replacement parts for the carbon feeder at a cost of $780.72 plus shipping. Voice vote, motion carved. A Motion was made by Alderman Sarff, seconded by Alderman West to hire Mauer Stutz to prepare bid documents at a cost of $6,000 and do a bid letting for the removal of the sludge in the front 2 beds at the water plant. Voice vote, motion carried. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve the printing, insertion and advertising of the Consumer Confidence Report as required by the EPA and the 1996 Safe Drinking Water Act, at a cost of $1040 at the Daily Ledger. Voice vote, motion carried. The Finance Committee adjourned. Negotiations, Grievance & Personnel Committee Larry Sarff, Chairman Max Hutton, insurance representative asked to address the committee to bring attention to a new special retirement plan available as deferred comp for city employees through ING Northern Annuity. Alderman Sarff said that since this is a mandatory employee participation plan, we should not consider it at this time. Max Hutton left informational packets with the committee. Mayor Bohler asked Dave White to introduce himself to the committee and explain his background in budgeting. Mayor Bohler informed the committee that it is his desire to appoint Dave White to fill the temporary position recently created for a budget director. He would be available at any time as needed and would maintain office hours in City Ha113 days per week and will attend committee and council meetings. A Motion was made by Alderman Hartford, seconded by Alderman Sarffto recommend to council the appointment of Dave White as part time budget director at a salary of $20,000 without any additional benefits. Under discussion Alderman Molleck said that he was very pleased with this appointment. Voice vote, motion carried. A Motion was made by Alderman Hartford, seconded by Alderman West to allow Chief Stanko to advertise the part time ESDA Coordinator position and accept applications. Voice vote, motion carried. Mayor Bohler asked Dave White to comment on his research regarding 11VIltF and the 5 plus 5 buy back. Dave said that the city needs to determine exactly who is eligible, possibly only 4 or 5 employees, and determine which, if any, are interested. He would then need to do additional research as to the cost to the City and or savings to the City. This will be looked at further once a determination is made as to those who maybe interested. No action is required at this time by the committee. 3 In answer to a question from Alderman Sarff, Mayor Bohler stated that the Public Works Union has not yet contacted the Mayor's office to set up the next negotiations meeting, No other business was discussed. The committee adjourned. Community & Industrial Development Committee Craig West, Chairman Chairman West gave an update on the Community Development Activities this past month, which included involvement with the newly established Emiquon Tourism Committee, Education to Careers Strategic Planning Session, the Heritage Committee and the status of the Central Illinois Ag Coalition's Ethanol Plant Project. Linda Caudle told the committee she would like to do more to market the local businesses and had developed a restaurant and dining guide for Canton. If the Chamber prints it they can only list chamber members. If the City produces it, all restaurants and shops can be listed which would present a better image of the community. Over half of the businesses she has listed are not members of the chamber. The brochures would be distributed along with Scenic Drive Information and would be placed in area motels, restaurants and at major events that draw people into the community. 300 brochures have been made on the copy machine to be distributed by the Park District for the sale of Nature Conservancy's property which will bring in several people the next three weekend. A Motion was made by Alderman Sarff, seconded by Alderman Hartford to have 5,000 brochures printed at Crawford Printing at a cost of $400. Voice vote, motion carried. Mayor Bohler congratulated Alderman West on his graduation from the Leadership Academy sponsored by Canton Community Resources and the Chamber. Having no other business the committee adjourned. Legal & Ordinance Committee Mary Fillingham, Chairman The committee discussed the handicap parking requests from the Nazarene Church and from the dentist office located in the opera house on the East Side of the downtown square. Chief Elam said that he and Clif looked at these areas and have no problems with the request. A Motion was made by Alderman Sarff, seconded by Alderman Hartford to have attorney Weber draft an ordinance allowing for handicap parking at these locations and bring to the next council meeting. Voice vote, motion carried. Aldermen West and Fillingham commented on the conference they attended for newly elected officials. They said it was very worthwhile, very informative and a good learning experience. No other business was discussed, and the committee adjourned Recorded by Linda Caudle 4