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HomeMy WebLinkAbout07-10-2001 Clerical MINUTES CLERICAL COMMITTEE City Council Chambers @ Historic Depot July 10 2001 - 6:30 p.m. Members Present: Jim Hartford, Larry Sarff, Mary Fillingham Others Present: Mayor Jerry Bohler, Attorney Ron Weber, Chief Stanko, Chief Elam, Gary Orwig, Clif O'Brien, Gregg Pollitt, Dave White, Patti Franzoni, Linda Caudle, Pam Smith, Georse Snahn. Joe Ginger, Harlan Banister, John Froehlin 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. Gary Orwig informed the committee he was presenting a bill from Gasvoda and Associates Inc in the amount of $1053.76 for work performed in May at two lift stations and on chart recorders. He pointed out that this was above the $500 purchase order limit. This was for information only, and appears on the list of bills to be approved by council. Chief Stanko reported that council had approved early registration for him and Assistant Chief Oaks at the International Association of Fire Chiefi s Conference August 24-27~'. He is now requesting approval of lodging and meal expenses in the amount of $1,342.95 for this conference. This is a budgeted expense, category 430 of the operating budget. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve this request. Voice vote, motion carried. Chief Elam requested permission to pay $820 in registration fees for the Illinois Association of Chiefs of Police Conference August 20 - 23, 2001. This registration is for 3 staff members and the chief. Council earlier approved the expenses for lodging, meals and parking. The expo is free but there is a registration for the conference, which covers training and a few meals. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve this expenditure. Voice vote, motion carved. Chief Stanko presented a proposal to hire Fire Protection Services of Peoria to inspect, flush and flow test all hydrants at a cost of $2,910 for 582 hydrants. Previously fire department personnel have tried to inspect and flush them every two years. The process took 45 days and did not include the flow test. Chief Stanko also suggested requesting the inmates to paint and color code the hydrants. Budget Administrator Dave White is researching funding options if this proposal is approved. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve Chief Stanko's proposal. Under discussion Mayor Bohler said he felt the City should try this for one year and if it works out, consider budgeting it yearly. Dave White commented 1 that this would work within the parameters of the current budget. Voice vote, motion carried to approve the proposal. Linda Caudle reported that Western Illinois Regional Council had sent a notice that the City's annual membership fee was due. For the 1~ time since 1994 the dues have been increased to forty cents per capita, which would be $6,115.20 according to the 2000 census. Last year the City's membership was $4,872.70. Linda stated that WIRC has been successful in writing all of the city's grants and they have a good relationship with DCCA. Since grants are very competitive it is good to have grant applications written and handled by an organization that specializes in grant writing. She suggests that the City renews its membership for another year. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve the expenditure of $6,115.20 for membership in the Western Illinois Regional Council. Voice vote, motion carried. Chief Elam publicly thanked citizen Bill Luker for matching the grant for a bulletproof vest for the new police officer. With Mr. Luker's donation and the grant the new vest is paid. Chief Elam advised the committee that his department has received the two 2001 Crown Victoria marked police units and we received an additional $925 savings on each unit. He is now arranging for the transfer of equipment and the reassignment of the replaced vehicles to the water and sewer departments. No other business was discussed and the committee adjourned. Legal & Ordinance Committee Mary Fillingham, Chairman Mayor Bohler asked attorney Ron Weber to address the appointment of Mauer/5tutz Engineers. Mr. Anderson has been the city engineer however, he sold his business to Mauer/Stutz Engineers. He suggests the retainer be increased from $24,000 to $36,000. He said in the past the $24,000 was depleted after only six months. This retainer actually creates a pool of funds and allows the city to be billed at 85% of the company's normal work fees. They will verify monthly how much of the funds have been used for services. Attorney Weber also said that the City needs to review the ordinances regarding responsibilities of the city engineer since we will be going from retaining an individual to retaining a company. The ordinances have not been reviewed since 1991. A Motion was made by Alderman Sarff, seconded by Alderman Hartford to have the attorney draft a resolution for the appointment of Mauer/Stutz Engineers for the next council meeting. Voice vote, motion carved. A Motion was made by Alderman Hartford, seconded by Alderman Sarff to hold over until the next clerical meeting the discussion of the payment responsibility of water bills. Under discussion the aldermen said they wanted to wait until Steve White would be available for this discussion. Voice vote, motion carried. Chief Stanko discussed a written proposal presented to the committee regarding fire prevention permit fees. He said that with the adoption of the 2000 International Fire Prevention Code comes an increase in the number of permits that the department is required to issue. There are 46 categories of operational permits and 12 categories of construction permits, each having sub 2 categories. The issuance will require additional staff hours. The chief suggested in his proposal that there be a permit fee of $25.00 with a cap of $100. If a business or individual needed more than 4 permits, there would be no additional charge. This would keep the charges reasonable for everyone. He also suggested a waiver of the fees for other government entities. A Motion was made by Alderman Sarff, seconded by Alderman Hartford to bring an ordinance to council allowing fire prevention permit fees as structured by Chief Stanko in his proposal with a maximum charge of that equal to 4 permits, and include in the ordinance that other government entities would be exempt from the fees, but not the permit. Voice vote, motion carried. No further business was discussed and the committee adjourned. Community & Industrial Development Committee Craig West, Chairman Due to the illness of Chairman West, Alderman Hartford presided over the committee. Linda Caudle gave a review of the Community Development Block Crrant Loans made in 1981, 82 and 83. Letters were sent last week to those persons having outstanding loans. These total approximately $162,000. The letter was a reminder of each loan and the agreement that the recipients signed. All loans must be paid back, interest free, to the City at the time the home is sold or becomes rental property. This has resulted in the immediate payment of one of the loans in the amount of $2,000.00. Linda also reported that the new city shopping and dining guides are now available to businesses and organizations from her office. She will distribute them around the area and at special events. Having no other business the committee adjourned. Negotiations, Grievance & Personnel Committee Larry Sarff, Chairman Alderman Sarff talked about the Flex Plan administered by HCH and available to all city employees. He is concerned that the employees are not aware of the benefits of this option. The service fee is $5.00 per month, which is paid by the city. Money is set aside for medical expenses before taxes. According to Dave White this also benefits the City since because it reduces the IlVIRF contributions. Chief Elam suggested that this plan be explained at a union meeting. Alderman Sarff asked Treasurer Franzoni to contact the department heads and union presidents to set up group meetings with HCH representatives to explain the Flex Plan. As requested by Mayor Bohler, Attorney Ron Weber presented a written proposal for a Canton Economic Development Director and explained the collaboration with the Economic Resources Sub Committee of Canton Community Resources. It will take a substantial commitment from the City to secure a full time economic development director that has contacts in the business area through the State and the Midwest region as well as contacts within the state government including DCCA. Attorney Weber said that the recommendation from Mayor Bohler is that the city would hire an economic development director, appointed by the Mayor with the approval of the Council. The director would report to the Canton Economic Development Board but would be responsible to the Mayor and Council. The Economic Development Board would consist of 9 members, the Mayor, an alderman, appointed official, a business person selected by the Mayor and Council, an official of a local governmental unit and the final four would be elected by the ~I/ `'~ Canton Area Development Corporation. This group would administer funds contributed by the Canton Area Development Corporation and by the City. These funds would be used for expenses and promotional activities. A third organization is currently being formed: The Canton Area Development Corporation, which would operate as the fun-raising group and would consist of members of the business community. They would make appointments to the economic board and subcommittees of the board. Mayor Bohler asked Chief Elam if he would see that each alderman not present would have a copy of the proposal delivered to their residence. Alderman Sarf~ stated that this is a concept we should consider and take under advisement and be prepared to discuss it at the next council meeting. A Motion was made by Alderman Hartford, seconded by Alderman Fillingham to enter into executive session for the purpose of discussing negotiations for the Public Works contract. Roll Call Vote: Ayes -Aldermen Hartford, Fillingham, Sarff. Nays -none. Motion unanimous. The committees reconvened in open session for the purpose of adjournment. No other business was discussed, and the committee adjourned Recorded by Linda Caudle 4