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HomeMy WebLinkAbout03-14-2000 Clerical MINUTES CLERICAL COMMITTEE City Council Chambers March 14, 2000 - 6:30 p.m. Members Present: Dave Nidiffer, Larry Sarff, Bob Molleck, Kevin Meade. Others Present: Mayor Edwards, James Elson, Jim Hartford, Jim May, Jo Anne Shores, Clif O'Brien, Steve White, Gary Orwig, Chief Elam, Chief Stanko, Jim Snider, Linda Caudle, George Spahn, Clark Wilson, John Froehling, Matthew Leaf, Colin Edwards, Lt. Don Edwards, Rand Zimmerman, Dan Kiesewetter. Finance Committee Larry Sarff, Chairman Bills were discussed. Motion was made by Alderman Molleck, seconded by Alderman Nidiffer to send the bills to council for action. Voice vote, motion carried. Dan Kiesewetter, Representative for the City's Selective Insurance Carrier, presented a written annual overview of the City's Insurance and a summary of the premiums and claims. He thanked the City for the spirit of cooperation between the two agencies. Colin Edwards, P.E. with Maurer, Stutz, Inc. gave a report on the City's loan planning efforts on the water meter upgrade, the standpipe rehabilitation and the potable water transmission main. He asked if the City planned to do the water meter upgrade this Summer as the plans would need to be submitted. The estimated cost would be $750,000. Mr. Edwards stated that with loan funding the project must be bid and that Mauer, Stutz would do the bid documents under their retainer. Jim Snider recommended that the meter project be delayed until next year. Motion was made by Alderman Meade, seconded by Alderman Nidiffer to allow Mauer, Stutz to prepare the bid documents when the City is ready to do the water meter project. Voice vote, motion carried. Colin Edwards also informed the committee that all of the pre application forms for the projects, including Crawford, Murphy and Tilly's filter upgrade will be ready this week. Jim Snider reported that Crawford, Murphy, Tilly Engineers (CMT), sent a letter stating that there would be additional charges since the City will be going outside for the work on the filter rehabilitation project. The engineering cost will increase from $28,000 to $34,000 and there will be a charge of $7,500 for bid phase engineering and a $20,000 cost for the construction phase engineering. Staff feels this expense is extreme but feels we can not stop in the middle of this project as CMT has already been paid $22,000. Motion by Alderman Meade, seconded by Alderman Molleck to approve the proposal received from Crawford, Murphy and Tilly on the Filter Rehabilitation Project. Voice vote, motion carried. 1 ~-` Motion was made by Alderman Nidiffer, seconded by Alderman Meade to allow Chief Stanko to repair and recalibrate the 4 gas detector at the fire department at an estimated cost of $920. Under discussion Chief Stanko reported that the sensors in the meter require periodic replacement due to the expiration of their useful life and accuracy and all four sensors have expired. Voice vote, motion carried. Chief Stanko reported that in 1999, there were 84 occasions when the fire department was called out for 2 medical emergencies at the same time with only one automatic external defibrillator. Timber Hollis has a used one that they will sell for $3,000, which is identical to the one in place at the Canton Fire Department. Alderman Nidiffer stated that the cost would be worth it if it saved just one life and felt that it was needed. Motion was made by Alderman Nidiffer, seconded by Alderman Meade to purchase the used automatic external defibrillator from the Timber Hollis Fire Department at a cost of $3,000, (a capital expense). Voice vote, motion carried. Motion was made by Alderman Meade, seconded by Alderman Nidiffer to approve purchasing back up belts for the press at the waste water treatment plant at a cost of $3,190, plus tax and shipping, from Ashbrook Company. Under discussion, Gary Orwig stated that this is in the budget. Voice vote, motion carried. Gary Orwig requested permission to take the pump from the south lift station to Foremost for an estimate of repairs. Motion was made by Alderman Molleck, seconded by Alderman Nidiffer to approve this request. Voice vote, motion carried. Gary Orwig reported that the clarifier repairs will cost $6986, which is more than he originally thought but it is still less than a new one. It should be back on line Thursday. Motion was made by Alderman Meade, seconded by Alderman Nidiffer to approve the clarifier repairs. Voice vote, motion carried. Motion was made by Alderman Molleck, seconded by Alderman Nidiffer to approve the concept of Chief Elam's written fleet plan. Voice vote, motion carried. Chief Elam requested permission to purchase a new JVC Camcorder for $500 from Stereo Village with the monies coming from the Gaming Account. The two older model camcorders will be used as trade in. Motion was made by Alderman Meade, seconded by Alderman Nidiffer to approve this expenditure from the Gaming Account. Voice vote, motion carried. Chief Elam reported that he received a letter from the Illinois Criminal Justice Information Authority stating that the police department's radio grant was approved in the Local Law Enforcement Block Grants Program. Canton will receive $15,754 to be matched by $1,575 in local funds. Funds will be used to replace older radios in the squad cars and to purchase a repeater system to improve radio transmissions from portable radios to other patrol cars. Motion was made by Alderman Nidiffer, seconded by Alderman Meade to approve the City's matching funds of $1,575 to come from the Drug Forfeiture Account. Voice vote, motion carried. 2 Alderman Hartford researched the city's phone bills and sent them to Quest Communications to see if they could save the city money. He also had the company's references checked. The company's preliminary results showed substantial savings. Quest Communications would do a complete audit at no charge and without obligation. Mayor Edwards stated that this has been done at least three times since 1996. Motion was made by Alderman Nidiffer, seconded by Alderman Meade to have Jim Snider contact Ameritech, McCloud and Quest Communications to submit plans on long distance service and report back to committee when the plans have been submitted. Voice vote, motion carried. Harlan Banister gave an update on the plans for the city's new police and city hall building. He reported that the planning team recently visited a facility in Kiwani and made a video of the building. They obtained many ideas that the team would like to incorporate. The next step will be a meeting with Phillips and Associates to assist with the planning design. No committee action was required Item #14 on the agenda was moved to the Legal and Ordinance Committee as item #4. Jim Snider discussed a letter from Ron Jones of Mutual Medical Insurance. According to the correspondence, Graham Hospital is offering the City's health care plan at the same 18% discount that the hospital offers to the State of Illinois. Current discount for the City is 12%. Jim Snider will advise Ron Jones to prepare a new agreement with the City and Graham Hospital and advise him of the effective date. The committee will take appropriate action upon receiving the new agreement. Steve White requested permission to purchase a chlorine leak detector for the water plant from Wallace & Tiernan at a cost of $1865 plus shipping. This is a budgeted item and would come out of Capital. Motion was made by Alderman Molleck, seconded by Alderman Nidiffer to approve purchasing a chlorine leak detector for the water plant at a cost of $1865 plus shipping. Voice vote, motion carried. Jim Snider reported on a water bill adjustment that is above the $250.00 adjustment cap. A pipe broke at 236 North 14a' resulting in a consumer bill of $1,055. The normal adjustment on sewer usage would amount to $384.68. Motion was made by Alderman Meade, seconded by Alderman Nidiffer to approve an adjustment of $384.68 on the water bill for 236 North 14~`. Voice vote, motion carried. Alderman Sarff informed the committee that he had called the water department over the weekend and was left on hold and could not get their voice mail. He also remained on the system and could not get a voice mail for the Mayor's office or Linda's office. The water department does not have a voice mail, however when the extensions for the other offices are dialed, their voice mail should be activated. Alderman Sarff asked Jim Snider to check with the phone company on this. problem. Mayor Edwards asked Clark Wilson to give brief reports on the Capital Building, Industrial Park, Churchill Building and the Randolph Building. 3 err' ~' Clark reported that the new owner of the Capital Theater building began working on the building yesterday and is moving along according to his plans and is hoping to have the street opened on the square in a few days. He reported that there is a problem with mobile homes being stored in the Industrial Park. He addressed this problem several months ago and spoke with the owner of the property and told him this was not allowed. He has also been in communication with the owner's lawyer. A citation was written. The owner of the Churchill Building was delayed in his demolition plans due to the requirement of an asbestos and lead paint survey. He has contracted to have the asbestos removed and to have the building demolished as soon as possible. This is all being accomplished at the owner's expense. Clark reported that the owner of the Randolph building voluntarily contacted him about his plans to have his building taken down. He has a contractor coming into do part of the work and he plans to do some of it himself. Clark stated that the City is waiting on the report from the architect on his inspection of the building. Clark also said that he will be meeting with Starvros Emmanuel, of the Federal EPA, on Wednesday to discuss the International Harvester site and the EPA's plans. Jim Snider informed the committee that the budgets will be presented April 11~'. Having no other business to discuss, the Finance Committee adjourned. Negotiations, Grievance & Personnel Committee Kevin Meade, Chairman Alderman Meade informed the committee that the drug policy has come back from the fire department. He also said that the police contract negotiations have not yet started. 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 Motion was made by Alderman Meade, seconded by Alderman Molleck to hold over the 1'` item, (Ordinance replacing certain chapters of Section 5 relating to the Fire Department), until the neat Legal and Ordinance Committee Meeting. Voice vote, motion carried. 4 City Attorney Jim Elson spoke to the committee regazding the Sheldon Water Bill. Last ' August a letter was written from the City to the bank to try to settle this bill for $65.00. ' The bank did not agree to it at that time and did not pay the amount. The bank recently offered to settle for this amount, however the attorney requested that they now pay $200. This was acceptable by the bank. Motion was made by Alderman Sarfl', seconded by Alderman Molleck to accept this offer for the settlement of the Sheldon water bill. Voice vote, motion carried. Chief Stanko proposed to the committee, a Mutual Aid Agreement with the Timber Hollis Fire Protection District. This would be identical to the agreement the City has with Havana and with Farmington. Timber Hollis' Board of Trustees has approved entering into this agreement with Canton. Motion was made by Alderman Sarff, seconded by Alderman Meade to enter into a Mutual Aid Agreement with the Timber Hollis Fire Protection District. Voice vote, motion carried. Lt. Don Edwards of the Canton Police Department and member of the 911 Board gave a report to the committee. There will be a 911 Boazd meeting on Mazch 23`~ to develop a plan for the future. Lt. Edwazds stated that it is more than just finding a location, there aze many issues facing the board at this time, including personnel and a back up system if the Canton and Lewistown locations aze combined. The 911 Boazd intends to hire a consultant and will require more time to put a plan together. Alderman Sarff suggested that the City send a letter to the 911 Boazd stating that the Police Department will be moving to another location in the future and that the 911 equipment will need to be moved. Jim Snider said that another option would be to terminate the City's agreement with 911, but it is not a preferred option. Mayor Edwazds stated that written notification could not be given until papers aze signed by the City and Seller of the building. Attorney Elson told the committee that the changes he made in the purchase agreement for the building have been reviewed by the bank's attorney and they were in agreement to all changes. Attorney Elson has also reviewed all of the leases of the occupants in the building. The estimated date of closing is September 1, 2000. Mr. Elson advised that we approve the purchase contract, sign and return it for the seller's signature. Motion was made by Alderman Sarff, seconded by Alderman Molleck, authorizing Mayor Edwards to sign the purchase agreement for the downtown bank building. Roll call vote as follows: Ayes -Aldermen Molleck, Sarff, Nidiffer, Meade, May, Shores and Hartford. Motion unanimous. Motion was made by Alderman Nidiffer, seconded by Alderman Sartl' to send a letter to the 911 Board, after the purchase agreement is signed, to notify the Board that the Police Department will be moving in the future and that the 911 equipment will need to be moved. Voice vote, motion carried. No further business was discussed and the committee adjourned. Recorded by Linda Caudle 5