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HomeMy WebLinkAbout03-14-1995 Clerical Clerical Committee City Council Chambers March 14, 1995 6:30 P.M. Members Present: Larry Sarff, Jerry Bohler, Kevin Meade, Bob Molleck Others Present: Don Edwards, Jim Elson, Clif O'Brien, Mike Elam, Ray McKinney, Gary Orwig, Jim May, George Spahn, Bob DeRenzy, Kayma Duncan, Don Hopper, John Froehling, Harlan Banister, Finance Committee Larry Sarff, Chairman The first item was the purchase of purchase orders. Kayma Duncan stated she had obtained two quotes for 5,000 purchase orders. The quotes were: Canton Printing - $480.00; and Crawford Printing - $389.80. A motion was made by Bob Molleck and seconded by Jerry Bohler recommending approval of the low quote. Voice vote. Motion carried. The maintenance agreement for the blueprint machine was next. Mayor Edwards stated that it appears the cost is $450.00. Discussion followed. A motion was made by Kevin Meade and seconded by Bob Molleck to approve the expenditure. Voice vote. Motion carried. Mike Elam addressed the Committee concerning a repair of a car frame. He stated that the frame of a 1993 Ford had to be repaired by Orwig's at a cost of $680.00. Discussion followed. A motion was made by Jerry Bohler and seconded by Kevin Meade to add the bill to the list of bills for approval. Voice vote. Motion carried. Bills were discussed next. Larry Sarff stated that a bill from Advanced Electric for the water plant in the amount of $5,398.63 is for the sludge project. Larry asked about the bill for Mike Conklin for February. Jim Elson stated that the check should be made out to the Mike Conklin Estate. Bob DeRenzy stated that the bill for St. Francis is for training on the defibulator and will be reimbursed. Clif O'Brien stated that under System Maintenance, the bill for Illinois Meter is for the Chestnut Street watermain break, the bill for Coleman's is for repairs to the black truck, and there will be a bill for two aquastops. He stated he will inform the Mechanical Committee concerning the aquastops. A motion was made by Kevin Meade and seconded by Jerry Bohler to refer the bills to the City Council. Voice vote. Motion carried. Harlan Banister brought up the optical copier. He stated that the police department is in need of getting some of their records on file due to inadequate storage space. Mike Elam stated that he wants to talk to the 911 committee. It may be that the fire and police departments may be able to use their record system and may only need a scanner. He stated he will know more after talking with them. No action was taken by the Committee at this time. 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 request from Gary Orwig to have four operators attend a class at Southern Illinois University on May 8th through 12th. The cost is $225.00 per person and the registration needs to be submitted in the near future. The cost of the motel (2 rooms) and the meals for the employees he would like to put on the city's credit card. He anticipated the cost to be $350.00 for meals and motel. They would use a city car to go to Edwardsville. The registration would come from this years' budget and the other expenses would come from the 1995/96 budget. Discussion. A motion was made by Larry Sarff and seconded by Jerry Bohler recommending approval of the expenditures. Voice vote. Motion carried. Clif O'Brien addressed the Committee with a request to have Bill Terry appointed as the assistant in the System Maintenance Department in May 1995. He stated that this position has been vacant for over a year following the resignation of Kent Beckner. He stated it is in the budget. A motion was made by Larry Sarff recommending the appointment of Bill Terry May 1, 1995 as the System Maintenance Assistant. Seconded by Jerry Bohler. Voice vote. Motion carried. Mayor Edwards addressed the Committee concerning Channel 3. He stated that he has asked Joe Ginger and John Malone to attend the meeting. He stated that Mike Conklin was paid $200 per month for his expertise and the use of some of his equipment. Since the passing of Mike, the family has expressed an interest in selling the equipment to help defray the burial expenses. Mayor Edwards stated he would like to see if an arrangement could be worked out between the two persons to continue with the programing on the channel. Joe Ginger stated that the work is interesting and has been working with Mike since January 1st. John Malone stated that he had worked with Mike in the mid 80's and would like to learn the set up. He stated he is not familiar with the set up at this point. Joe Ginger and John Malone agreed to meet together to discuss the matter, look at the equipment, and possibly work out an arrangement. No action was necessary at this time by the Committee. 2 As an informational item, Bob Molleck stated that the Committee will meet concerning the negotiations with the public works union on Tuesday, March 21, 1995 at 5:00 p.m. in the city building. No further business was discussed and the Negotiations, Grievance and Personnel Committee was adjourned. Community and Industrial Development Committee Kevin Meade, Chairman Kayma Duncan addressed the Committee concerning the loan payments for LaRoma. She stated that partial payment has been received with a balance of approximately $3,600.00 still due. This includes the December federal payment of approximately $2,100.00 and the monthly revolving loan payments of approximately $1,500.00. She stated that statements are sent monthly on the current an past due amounts to LaRoma. The Committee instructed her to contact Lee Puleo to request a time table to bring these accounts up to date. No further action was taken by the Committee. A rehab loan update was provided by Kayma Duncan. She stated that the loan payments from Todd and Suzanne Putman are two months' delinquent. These payments are $100 per month and contact has been attempted. She was instructed to send a certified letter to the Putman's concerning the past due payments. The CDAP application for ADA compliance was next. Kayma Duncan stated that she and Linda Caudle had met with Cathy McCormick of Western Illinois Regional Council concerning an application to DCCA for compliance funds. She stated that these grants are geared to city halls and courthouses. WIRC charges $150.00 to prepare the application. Larry Sarff asked if the application could be done in house. Kayma stated that she feels she and Linda Caudle can complete the application. Kayma stated that changes can be made to the City Hall and the Public Safety Building to ensure "reasonable compliance" to the ADA regulations. The Public Safety Building would need designated and posted parking spaces, access to the building, minor changes to the restroom off the foyer, lower drinking fountain and access to the training room. This would enable services from the fire and police departments to be brought to the handicapped person. For the city building, Kayma stated she and Linda had found that all three floors do not have to adapted. If the lower level was equipped with a "lift" to provide access, remodeling of the restroom and telephone system, city services could be brought to the person from the upper floors. The monitoring system for the Council meetings could be extended to the lower level or, upon request, the meetings could be relocated, as has been done in the past. Discussion followed on meeting with the ad-hoc committee concerning the proposed changes and the cost estimate. Kayma stated that George Spahn has done some measuring of the lower level, she and Linda could contact Lifts of Illinois concerning the 3 possibility of installing the lift, and get cost estimates for the improvements. The Committee instructed the Community Development Department to proceed with the cost estimates to be discussed at the next meeting. The Committee suggested a meeting with the ad-hoc committee to obtain their input for the application as well. Along the lines of ADA, Kayma Duncan stated that DCCA had been contacted concerning the use of grant funds for the upgrading of the handicap ramps along the state highway. The ADA compliance grant funds can be used for street ramps to municipal buildings but not along the state highway. It is basically using state money as leveraging funds for state money. At this time Clif O'Brien stated that he has found that according to IDOT, the city can not do the demolition and put the concrete out for bids. If the project is put out for bids the same regulations apply as using motor fuel tax funds. The city can, however, do the entire project in house with city employees. Clif stated he did not feel that this would be a problem if the downtown sidewalk program contract was extended to the handicap ramps. A motion was made by Larry Sarff and seconded by Bob Molleck to proceed with the project in house. Voice vote. Motion carried. Kayma Duncan informed the Committee that she and Linda Caudle will be meeting with the Chamber's Economic Development Committee tomorrow morning to enlighten them on the types of materials and information available through the Community Development Department to further the working relationship between the city and the chamber. A sewer line for East Ash Street was next. Kayma Duncan stated that a person has expressed an interest in developing the lots along East Ash Street between the Renaissance Center and the new K-Mart. The sewer would be on 16th Avenue and would need to be installed approximately 600' along the property. This person wants to know if the city would run the sewer line to the lot for future commercial development. Mayor Edwards stated that the nursing center was required to run their own line. It was also noted that this is for business development in the area of ten jobs. Discussion followed. A motion was made by Larry Sarff and seconded by Jerry Bohler recommending the city not participate based on the information presented. Voice vote. Motion carried. Kayma Duncan informed the Committee that the depot plans are still underway and it is anticipated they will be submitted to IDOT sometime next month for review. Mayor Edwards informed the Committee that the ventless gas heaters have been removed. He stated that they will be replaced with electric heaters of some type. 4 Mayor Edwards stated that the Chamber has asked to coordinate their garage sale with the city's gabby days. Discussion followed on when to have the gabby days and the possibility of a city wide auction similar to what other communities have done in the past, such as Glasford. Kayma was instructed to check with the Chamber to see when they would like to schedule the yard sale event with the information being brought back to the Council. No further business was discussed and the Community and Industrial Development Committee was adjourned. Legal and Ordinance Committee Jerry Bohler, Chairman 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 animal ordinance was next. Jim Elson stated that a meeting has not taken place and asked that this item be tabled. 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. Mike Elam stated he and received a petition from Cathy Parkinson concerning the trucks parked at 4th Avenue and Hickory Street. This is leased property where trucks park and some refrigeration units are left running. Bob Molleck stated he is concerned with the safety issue of trucks parked on the street. Discussion followed on the complaints received from residents and the safety issue of the problems. A motion was made by Larry Sarff and seconded by Bob Molleck recommending the ordinance be sent to the City Council for consideration, and to place the petition on file. Voice vote. Motion carried. The parking ordinance for West Walnut Street was next. The Committee discussed the area and possible solutions such as designating no trucks/vans in the area of the ambulance entrance, and the problems with hospital personnel parking on West Walnut Street. A motion was made by Larry Sarff and seconded by Kevin Meade to hold the parking ordinance over to the next meeting to review further. Voice vote. Motion carried. Clif O'Brien addressed the Committee concerning the sweeping of the square. He stated that they will be starting at 4:30 a.m. to clean the square. He stated there is an ordinance which states that the citizens must be notified and an ordinance that states no parking is allowed on any city street from 2:00 a.m. to 6:00 a.m. No action was necessary on this matter. 5 ~rrr Mayor Edwards addressed the Committee with a request from Melgreen's fora sign variance. The new sign will be six feet by four feet high. This will be as wide as the present awning and four feet high. He stated he did not have the necessary variance square footage amount from Tracie Skaggs. A motion was made by Larry Sarff and seconded by Bob Molleck to obtain additional information from Tracie and send the matter to the City Council for approval. Voice vote. Motion carried. Mayor Edwards stated he also had a request from Stanley Glass for a sign variance at 155 North 11th. This would be a free standing sign constructed of two 4"x4" posts with two 10'x10' boards with the names of both businesses and spotlights. The sign will set back from the street to allow for sufficient unobstructed view. Discussion followed on the possibility of a non-conforming use at this location. No action was taken by the Committee at this time. Jack Ballard addressed the Committee concerning a sewer problem at 890 West Pine Street. He stated that in October 1994 he received a letter from the health department indicating that the his septic tank was improper. In November 1994 he received a second letter from the health department. He informed them that the city had appropriated funds to do a study of the sewer in this area. On January 26, 1995, Mr. Ballard received a criminal complaint issued by the health department for failure to dispose of sewage properly. He was informed by Janice Emons that since he was in the city limits and in a somewhat reasonable area of the sewer, the septic tank was illegal to operate according to the EPA., therefore he could not make repairs but would have to hook onto city sewer. March 1st he made an appearance in court and plead not guilty. He presently has a bench trial set for April 5th. Mr. Ballard is requesting the city run a sewer to his property so he can hook on as soon as possible. Harlan Banister stated that Bob Anderson did a study of the area for the placement of 600' of sewer and estimated the cost to be $17,000 if the roadway did not have to be disturbed and $28,000 if the sewer had to be placed in the roadway. Mr. Ballard stated that the sewer could service four residences, including his own. Discussion followed concerning the problem in the area. Jim Elson stated he will be at the health department for a meeting and would talk with the officials concerning this matter. Clif O'Brien stated there may be another option besides a gravity sewer. He stated a tank and pump could be installed at Mr. Ballard's residence and a two inch line installed to the existing sewer. He stated there are other options besides the new sewer. Mr. Ballard stated he would like as much assistance as possible since he has a bench trial coming up. The Committee asked Jim Elson to talk with the health department officials and look at the EPA requirements. No further action was taken at this time by the Committee. The mausoleum was next. information on this itei feelings concerning the research on the original was made by Larry Sarff this item be tabled to carried. Mayor Edwards stated there is no new n. He stated there is a lot of strong matter. Jim Elson has been doing some cemetery. Discussion followed. A motion and seconded by Kevin Meade recommending the next meeting. Voice vote. Motion 6 V' Mayor Edwards stated he has received some complaints concerning the house which was demolition in the 300 block of Est Locust. The basement is still open and debris on the lot. Mayor Edwards stated that there are some problems with the code book. He stated that the last update was in late 1993. Jerry Bohler stated that he thought this had been discussed and the code books would be updated more frequently. Jerry stated he would look into the matter. Mayor Edwards stated the next two items will be coming before the Liquor Commission but wanted the Committee to be aware of them. He has received an application fora beer garden permit for April 15th for an ABATE fund raiser. The Brew -n- Cue has applied and is requesting the blocking off and use of the city parking lot directly behind their establishment. The event is planned from 12:00 noon to 1:00 a.m. Discussion followed concerning the fact that under a beer garden permit the music and outside activities are shut down prior to 1:00 a.m. Bob Molleck stated that there has never been a beer garden permit in the downtown area before but the city should not deny it. Larry Sarff agreed. A motion was made by Kevin Meade and seconded by Bob Molleck to allow the beer garden permit for the ABATE fund raiser. Discussion. Voice vote. Motion carried. Mayor Edwards stated that a request from Jim Nelson of Nelson's Bar and Grill has been received as an extension of the present liquor license. Mr. Nelson is wanting to place an eight foot fence around the balance of his property to forma patio area in the rear of the present building. The area would only be accessible from the front of the building but would have a fire escape access for safety purposes. Discussion followed concerning access for police officers and whether this would fall under the definition of a beer garden. The Committee instructed the staff to work on the legalities of the request. No further action was taken at this time. No further business was discussed and the Committee was adjourned. Kayma Duncan - Committee Secretary 7