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HomeMy WebLinkAbout08-14-2001 Clerical~II~+' `` MINUTES CLERICAL COMMITTEE City Council Chambers @ Historic Depot August 14 2001 - 6:30 p.m. Members Present: Jim Hartford, Larry Sarff, Mary Fillingham, Lary ~(.~~f~--. Others Present: Mayor Jerry Bohler, Robert Molleck, David Nidiffer, Kevin Meade, Attorney Ron Weber, Budget Director Dave White, Chief Stanko, Chief Elam, Joe Carruthers, Clif O'Brien, Steve White, Patti Beaird Franzoni, Linda Caudle, Pam Smith, George Spahn, Joe Ginger, Harlan Banister, John Froehling, Ton Lee 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. Chief Stanko requested permission to replace the current box ambulance in the fire department's fleet. Replacement of this vehicle was budgeted and has not been replaced, as a suitable used vehicle has not become available until now. He asked permission to submit a sealed proposal for the used vehicle from the Fulton County Emergency Medical Association of Canton. He provided a copy of his sealed bid proposal to the aldermen along with a price comparison. He feels this used vehicle can be obtained for much less than he had anticipated in the budget. A Motion was made by Alderman 5arff, seconded by Alderman West to approve Chief Stanko's bid proposal and allow him to present it to the Fulton County Emergency Medical Association. Voice vote, motion carried. Steve White presented a written proposal from Crawford, Murphy & Tilly, Inc. regarding revisions to the sludge holding tank drawings, which were constructed in 1995 at the water plant. The drawings have been requested by the Illinois Environmental Protection Agency as part of their annual inspection. Based on the revisions required, CMT estimates their bill not to exceed $1360 for these required revisions. A Motion was made by Alderman Sarff, seconded by Alderman West to allow CMT to complete these required revisions at a cost not to exceed $1360. Voice vote, motion carried. Pam Smith presented a report from the Ad Hoc Committee for the new phone system for City HalUPolice Department. Her report included the committee's recommendation to contract with CT Innovations from Bloomington for the required work that needs to be completed. Pam stated that the committee interviewed seven companies and made their recommendation based on quality, service and the best price. She further stated that CT Innovations provided a very firm proposal. Mike Kreft, representative of CT Innovations explained that his company will provide a turnkey approach with installation and plans for the cabling for voice and data, data infrastructure, Internet access, new phone system and they will move the current computers and set them up in the new location. Their work includes the needs of city hall and the specialized 1 needs of the police department, making certain that the police department's system will interface will all of their requirements. The current server at City Hall will be utilized with this proposal. Total cost is $49,677.71. Mr. Kreft assured the committee that he will bend over backwards to make certain all of the City's needs are properly addressed. Harlan Banister, member of the Ad Hoc Committee also informed the committee that all interested companies were given the opportunity to present a proposal and that there is some urgency to get started on this project so it can be completed by October l~`. A Motion was made by Alderman Sarff, seconded by Alderman West to recommend to council the approval of the proposal from CT Innovations for the estimated cost of $49,677.71 and to begin as soon as possible. Roll call vote as follows: Ayes -Aldermen Hartford, Sarff, West, Fillingham, Molleck, Nidiffer, Meade. Nays -none. Absent -Alderman Shores. Motion unanimous. Due to problems Department Heads are having with their cell phones, Pam Smith researched the current plan. Pam addressed the committee regarding the results of her research and presented two proposals, one from US Cellular and one from Verizon. The City does not have a current contract with Verizon, however it is still receiving their services. The current cell phones have been checked and are not working. According to Chief Elam this presents a serious problem for public safety when his phone does not work. Pam feels that with Verizon's proposal the City would be going over the amount of minutes offered each month, costing the city additional money. US Cellular is offering a 10 hour battery which is more suitable to the City's needs and they offer free upgrades. A Motion was made by Alderman Sarff, seconded by Alderman West to enter into a contract with US Cellular for cell phones to replace the current phones and accept their proposed calling plan for $665 per month immediately due to the safety concerns of the police department. Roll call vote was as follows: Ayes -Aldermen Hartford, Sarff, West, Fillingham, Molleck, Nidiffer, Meade. Nays -none. Absent -Alderman Shores. Motion carried. A Motion was made by Alderman Sarff, seconded by Alderman West to approve the renewal of the annual subscription for the "American Heat" video training series for the fire department at a cost of $936. Voice vote, motion carried. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve $1,287 for a two week training class for Assistant Chief Bonnie Cremer September 10-14 and 24-28 at Northwestern University. Under discussion, Chief Stanko added that the City will be reimbursed the $850 tuition cost by a scholarship awarded to Cremer, after completion of the course. Voice vote, motion carried. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve the annual NAIER Membership fee in the amount of $575. Voice vote, motion carried. At the request of the committee, Clif O'Brien gave a report on the cost of outside electrical outlets for the historic depot for Scenic Drive vendors. The cost would be $3700 fora 200-amp box on the south side of the depot above the gas meter with several 30 amp and 100 amp breakers. This is similar to the set up for Farmington's Scenic Drive vendors. It will be locked from the inside of the depot and also allows for future expansion. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to approve $3700 fora 200-amp box for outside electricity at the Historic Depot to help benefit the Scenic Drive vendors. Under 2 `~/ `'~'~ discussion it was noted that for each vendor registered with the Scenic Drive the City receives $3.00. Voice vote, motion carried. A Motion was made by Alderman Sarff, seconded by Alderman West to allow Clif O'Brien to purchase a new gas monitor for $1,060 which is required for compliance with the confined spaces safety requirements. Under discussion, Clif noted that the cost of a new meter to replace his 7 year old meter is $40 less than upgrading the current one. Voice vote, motion carried. Maurer Stutz, Inc., re-bid the water treatment plant sludge removal for the City of Canton MSI Project #234-01061. There was only one bidder. In a letter, Colin Edwards stated that he reviewed the bid and recommends awarding the bid to Merrell Brothers, Inc. of Kokomo, IN at a price of $44,880. He also recommends this request be approved as soon as possible so the process may begin. A Motion was made by Alderman Sarff, seconded by Alderman Fillingham to award the Water Treatment Plant Sludge Removal Bid to Merrell Brothers, Inc of Kokomo, IN at a cost of $44,880 and begin the process immediately. Roll Call as follows: Ayes - Aldermen Hartford, Sarff, West, Fillingham, Molleck, Nidiffer, Meade. Nays -none. Absent - Alderman Shores. Motion carried. Budget Administrator, Dave White presented a written financial report and advised the committee that he will be presenting this each month. He welcomed comments from the committee members. The report includes a budget comparison to show what has been budgeted and what has been spent along with percentages. (report is attached to original committee minutes) No other business was discussed and the committee adjourned. Legal & Ordinance Committee Mary Fillingham, Chairman Attorney Weber commented on the insurance claim listed on the agenda. Barbara Armstrong asked to address the committee but failed to attend the meeting. She claims she drove over a drain cover at l~` and Ash and broke the cross member that supports the motor to her vehicle. Selective Insurance reviewed her claim and said that it is highly unlikely that this could cause the damage claimed therefore denying the claim. Committee required no action. Alderman Molleck asked Chief Elam to take a look at the intersection of 16'" and Myrtle and give a recommendation as to whether a stop sign should be removed. No other business was discussed and the committee adjourned. Community & Industrial Development Committee Craig West, Chairman Alderman West gave a brief report on the activities of the Community Development Office. Linda Caudle provided information from the Central Illinois River Tourism Enhancement Task Force, of which she is a member. The task force has outlined a tourism corridor through this area and has selected the theme, "Discover Illinois River Valley". She stated that tourism is a good tool to stabilize businesses already in place. The task force is producing a slide presentation to educate the communities in this comdor. She will keep the committee updated on future activities. 3 \rr' Linda reported that she, Paul Vonderhaar of the Chamber and Chief Elam have been working to bring a traveling museum of motor vehicle History to Canton on Monday, October 8~'. There will be approximately 200 classic cars, street rods, motorcycles and military vehicles making a morning breakfast stop in Canton. Linda asked for permission to use the Historic Depot as a welcome center and an area to display these vehicles for public viewing. A sponsor will be providing a continental breakfast for the drivers between 9:00 and 10:30 a.m. Chief Elam assisted with the routing of the vehicles through the community. Linda will update the committee with more details next month. A Motion was made by Alderman Sarff, seconded by Alderman Hartford to allow the use of the Historic Depot for the Motorioway tour October 8~`. Voice vote, motion carried. Charles Fuller, representing The Creekwood Company Developers from Washington, IL, addressed the committee regarding property he purchased from Nature Conservancy's Auction. He has proposed 27 residential lots from .42 to .83 acres each on property outside the City limits north of Ingersoll Manor on Route 78. He is interested in acquiring City water and sewer. Clif O'Brien said there would have to be an engineering study to find out if this would be feasible. He added that Mr. Fuller would actually be requesting water from Norris. Mayor Bohler said he felt it would be the developer's responsibility to have an engineer study this request. Steve White said that Noms is constructing their own sewer system that should be completed in another year. Alderman Sarff said he would feel more confident if the City paid to have the survey done. Mr. Fuller also discussed property on Old West Vine located 'h mile past Westview School. He is proposing 16 lots from 1.25 to 1.78 acres each with city water and septic tanks. Clif said that an engineer would need to investigate this to see if there would be enough water there and to see if the City actually owns the 4 inch line that was put in place for the Westview Subdivision. Alderman Meade stated that if the City pays for the engineer's fees, the developer should reimburse the City if the project continues. A Motion was made by Alderman Sarff, seconded by Alderman Hartford to allow Clif O'Brien to obtain a quote from Mauer/Stutz for engineering costs to look into these two projects. Voice vote, motion carried. Alderman West asked for comments regarding increasing the speed limit on 4~' Avenue past the ball diamonds. Alderman Molleck said its actually a residential street and people walk along the street and felt it would be a safety issue if the speed limit was increased. Alderman Meade felt that the limit should not be increased. No action was taken by the committee. Alderman Meade asked Linda to bring information to the next committee on a HoteUMotel Tax for tourism. No further business was discussed and the committee adjourned. Negotiations, Grievance & Personnel Committee Larry Sarff, Chairman Mayor Bohler asked that the first item be tabled until next month in order that more information be provided on the topic. Alderman Meade asked committee to consider city officials paying 1% of their salary into the insurance fund just as the department heads are now doing. A Motion was made by Alderman 4 'rN/ `'~" Hartford, seconded by Alderman West to have the City Attorney draft a resolution to have the elected officials contribute 1% of their salary to the insurance fund. Under discussion Mayor Bohler said that this would only affect one full time elected official and he said that elected officials do not receive all of the additional benefits that the department heads receive. He further stated that if this is done fairly the Park District and the Library should do the same. Mayor Bohler said he would not support this because it is not fair to all concerned and further stated that the salaries of elected officials can not be changed during their time in office. Alderman Meade feels that the Park District and Library would not be included because they are different entities. Alderman Molleck stated that he doesn't like this issue being brought up at this time and said he would not support it. Alderman Hartford withdrew his motion. Alderman West withdrew his second to the motion. Alderman Sarff entertained a Motion to allow the city attorney to draft a resolution regarding the 1% contribution by elected officials and present to the council. The motion died for lack of a second. As an informational item, Clif O'Brien told the committee that he will be advertising for fuel bids for September October and November fuel for the four city fuel tanks. The bids will be brought to the next Mechanical Meeting August 28~'. No other business was discussed and the committee adjourned. Recorded by Linda Caudle 5