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HomeMy WebLinkAbout02-14-1995 Clerical`1d Clerical Committee City Council Chambers February 14, 1995 6:30 P.M. Members Present: Larry Sarff, Jerry Bohler, Kevin Meade Others Present: Jim Elson, Clif O'Brien, Mike Elam, Chet Phillips, Ray McKinney, Gary Orwig, Jim May, Bob DeRenzy, Kayma Duncan, Don Hopper, John Froehling, Harlan Banister, Finance Committee Larry Sarff, Chairman The first item was the purchase of a copy machine. Harlan Bannister stated that the low bid was for a xerox copy machine in the amount of $7,555.00. Kayma Duncan stated that the Community Development office had been contacted by a firm in Springfield who had expressed interest in bidding on a new copy machine. Harlan Bannister stated that the city does not have to go out for bids for a copy machine and three bids were obtained. He stated that the present machine is seven years old. A motion was made by Jerry Bohler and seconded by Kevin Meade recommending approval of the expenditure. Voice vote. Motion carried. The telephone system was next. Mr. Larry LaCroix of AT&T addressed the Committee concerning a system for all the city buildings with the exception of the public safety building, which had been developed for the city. He provided a brief overview of the system and explained how the system would work for the various departments. The total cost is $28,495 with the city's discounts. The financing costs would be $626.70 per month for 60 months. Harlan Bannister stated that the city is presently paying approximately $300 per month for the phone system. Discussion followed concerning including the system maintenance, maintenance shed and the public safety building in the system. It was noted that the stated price for the system is good until February 28th. The Committee decided to discuss it further at the Mechanical Committee meeting. Bills were discussed next. Claudon, Lloyd, Barnhart & added to the list. It was were not added to the list. seconded by Jerry Bohler to Voice vote. Motion carried. Larry Beal in noted A mo refer Sarff stated that a bill from the amount of $17.50 should be that the ,Lake Development bills lion was made by Kevin Meade and the bills to the City Council. 1 '~r-' ~' Harlan Bannister informed the Committee that there are change orders for the sewer plant project. He stated that the truck that was approved has a standard transmission and they would like to change it to an automatic transmission. The cost of the change order would be $7,000.00. Clif O'Brien stated that for $500 more the city could get a 100,000 mile, no time, extended warranty on the Allison-Fiat transmission. Harlan stated that the chart recorders for the plant should be changed to a computer recorder. The difference in the cost is $4,108.00. This will protect the information obtained from the recorder and place the information on disk rather than storing volumes of paper. A motion was made by Kevin Meade and seconded by Jerry Bohler recommending approval of the change orders. Voice vote. Motion carried. Harlan Banister informed the Committee that CMT recommended that the city bore the hole through the digester to the manhole themselves. GM Mechanical has quoted a price of $8,000 for the parts and labor to do this work. A motion was made by Jerry Bohler and seconded by Kevin Meade recommending approval of the expenditure. Voice vote. Motion carried. No further business was discussed and the Finance Committee was adjourned. Negotiations, Grievance and Personnel Committee Bob Molleck, Chairman The first item of discussion was a recommendation from the insurance committee. Clark Wilson, chairman, addressed the committee with a request to approval an expenditure for a hearing test for a city employee. Clark stated that this test was given for diagnostic purposes for a medical condition. The cost is approximately $300.00. The insurance committee recommended approval of the expenditure. A motion was made by Kevin Meade and seconded by Jerry Bohler recommending approval. Voice vote. Motion carried. Clark Wilson stated that the insurance committee has reviewed the plan with Ron Jones, made recommendations and the changes are being printed. He stated that the new booklet will be presented to the Committee for review. At this time a presentation from Combined Insurance was next. A brief overview of the policy was presented to the Committee. A request was made to allow representatives of the company either meet with the various departments to explain the accident indemnity benefit policy or to have the city purchase the policies for city employees. The cost is $1.97 per week or $50.00 each six months. Discussion followed. A motion was made by Kevin Meade and seconded by Jerry Bohler to have the representatives work out a presentation 2 schedule with the department heads to explain the policy with those employees purchasing the policy to pay the company direct. Voice vote. Motion carried. No further business was discussed and the Negotiations, Grievance and Personnel Committee was adjourned. Community and Industrial Development Committee Kevin Meade, Chairman The first item on the agenda was the bids for the sale of three city owned lots. A motion was made by Larry Sarff and seconded by Jerry Bohler to open the bids. Voice vote. Motion carried. Three bids were received. They were: Bidder Amount Lot Address Leon Cluts $501.00 5th & Chestnut ~ Betty Grove ~ 00 $ 818 Anderson Donald Lawson $500.00 486 West Locust A motion was made by Larry Sarff and seconded by Jerry Bohler to send the bids to staff for review. Voice vote. Motion carried. The next item was the possibility of placing banners in the downtown area. Kayma Duncan stated that Kay Britt Kamlager, chairperson of the Chamber's Retail Trades Committee, has requested permission to place banners on the downtown light poles. The large poles will feature the chamber logo and commemorating the 170th birthday of Canton and the 70th year for the chamber. The decorative light poles will feature smaller banner commemorating area businesses and the length of time they have been in Canton. She has found a supplier for the banners and the brackets will be plastic coated to prevent scratching. There is no cost to the city. Discussion followed on the length of time the banners will be on the poles and the placement on the poles so not to interfere with the flags. A motion was made by Larry Sarff and seconded by Jerry Bohler recommending approval of the request. Voice vote. Motion carried. Kayma Duncan addressed the Committee concerning the loan payments for LaRoma. She stated that partial payment has been received with a balance of approximately $3,100.00, which includes the December federal payment of approximately $2,000.00. She stated that on the semi-annual report to the federal agency, LaRoma Pizza had been listed as delinquent. 3 The West Walnut sewer project was next. Kayma Duncan stated that two suppliers have not been paid which total approximately $25,000. there is approximately $32,000 left on the contract with Gary Yaste. The last pay estimate submitted by Mr. Yaste was in the amount of the balance of the contract with an additional $34,000 overrun. Jim Elson stated that he received a phone call from a third supplier who has not been paid in the amount of approximately $40,000. Jim stated that he suggests that he could explore the possibility of filing an "interpleader action" with the court. This provides the court with the knowledge of how much money is left on the contract, the amount of unpaid suppliers, and the court determines who gets paid what. A motion was made by Larry Sarff and seconded by Jerry Bohler to allow the attorney to proceed with this matter. Voice vote. Motion carried. The CDAP application for ADA compliance was next. Kayma Duncan stated that copies of correspondence from Western Illinois Regional Council, provided to the aldermen, provide an outline of the time frame for an application. She stated that several questions need to be answered, such as access to the city building, what changes can and are required to be made to make the city building, public safety building and comfort station comply with the ADA requirements. Discussion followed. The Committee instructed Kayma Duncan to contact Cathy McCormack at WIRC to determine the cost of the project and the amount of the city's participation in the project. No further business was discussed and the Community and Industrial Development Committee was adjourned. Legal and Ordinance Committee Jerry Bohler, Chairman The requirement of junk yards to have fences was next. Jim Elson stated that the question of the fence height is in question. The committee decided on the height of eight feet. A motion was made by Kevin Meade and seconded by Larry Sarff to establish a height of 8' for the fence and to send the ordinance to the City Council for consideration. Voice vote. Motion carried. The animal ordinance was next. Bart Brown addressed the Committee concerning a paragraph which is in the ordinance. Discussion followed. A motion was made by Larry Sarff and seconded by Kevin Meade to hold the ordinance over for further discussion. Voice vote. Motion carried. The truck parking ordinance was next. The Committee discussed the complaints received concerning trucks running for long periods of time in residential areas and the problems and complaints received concerning trucks parked on the street in residential areas. A 4 \n/1' member of the audience stated that her husband's truck is his livelihood and it has been vandalized when left in a lot. She stated it would be difficult to unload the truck when he came home. Parking it in front of their house cuts down on the possibility of vandalism. Discussion. A motion was made by Larry Sarff and seconded by Kevin Meade to hold this ordinance over to the next meeting to gather input from the citizens. Voice vote. Motion carried. The parking ordinance for West Walnut Street was next. Mike Elam stated that in looking at the area, he has recommended three stalls east and two stalls west of the ambulance entrance be designated as no parking zones. The Committee discussed the possibility of designating the balance of West Walnut as residential parking only, problems with hospital personnel parking on West Walnut Street, and the possibility of working with hospital management to try to eliminate the problems. A motion was made by Larry Sarff and seconded by Kevin Meade to hold the parking ordinance over to the next meeting. Voice vote. Motion carried. The water tap ordinance for West Maple Street was next. Insufficient information was available for this ordinance and a motion was made by Larry Sarff and seconded by Kevin Meade to hold the ordinance over to the next meeting. Voice vote. Motion carried. The mausoleum was next. Carroll Offord addressed the Committee concerning a letter sent to the city from Gene Taylor. The cemetery association is requesting either the repair of the roof of the mausoleum or to have the city take over the mausoleum and the bank funds associated with the mausoleum. Discussion followed. A motion was made by Larry Sarff and seconded by Kevin Meade recommending acceptance of the mausoleum and the funds associated with it. Voice vote. Motion carried. No further business was discussed and the Committee was adjourned. Kayma Duncan - Committee Secretary