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HomeMy WebLinkAbout06-11-1991 Clerical Clerical Committee City Council Chambers June 11, 1991 6:30 P.M. Members Present: Kevin Meade, Larry Sarff, Jerry Bohler, Bob Molleck Others Present: Don Edwards, Jim Malmgren, Mike Elam, Bob DeRenzy, Clif O'Brien, Gary Orwig, Harry Steck, Will Taggart, Ray McKinney, Dave Barnett, Ross Gardiner, Gladys Young, Don Hopper, Tracie Skaggs Finance Committee Larry Sarff, Chairman The first item was the opening of the tree bids. The secretary opened the bids. The results are contained on the attached bid sheet. The bids were reviewed by Clif O'Brien. A motion was made by Jerry Bohler and seconded by Bob Molleck to recormiend the City Council accept the low bid from Bull's Tree Service. Voice vote. Motion carried. The opening of the sidewalk bids for the uptown was next. Mayor Edwards stated that a petition from some of the merchants has been received. They are not in favor of the planters but would like to have the trees set in the sidewalk. Mayor Edwards stated that one owner, the Kerasotas Theatre, does not want their sidewalk replaced. The presently have a decorative walk in front of their business. The secretary was instructed to opened the bids. The results are contained on the attached bid sheet. A motion was made by Jerry Bohler and seconded by Kevin Meade to refer the bids to the Buildings and Grounds Committee for review and to have Bob Anderson review the bids. Voice vote. Motion carried. The next item was the review of the bids for the roof repairs. The bids were opened at the last City Council meeting. A motion was made by Kevin Meade and seconded by Jerry Bohler to refer the bids to staff with a recommendation to be brought to the next City OOuncil meeting. Voice vote. Motion carried. The bids received at the last City Council meeting for the purchase of the lot at 1160 South Avenue 8 were reviewed next. One bid was received. A motion was made by Bob Molleck and seconded by Jerry Bohler recommending acceptance of the bid from Wayne Crumley in the amount of $500.00. Voice vote. Motion carried. 1 The next item was addressed by Clif O'Brien. He informed the Committee that several trucks in the Street Department fleet have sane major problems. The following is a synopsis of the problems: Truck 62 - (ex-county truck) caught on fire, worth approximately $2,000 fixed or not; Truck 63 - blown engine, will cost approximately $4,900 to fix right or $1,000 to replace rod; Truck 64 - has a broken axle and rear end is out again, put $2200 rear end in truck last month, will cost $800 to fix rear end; Truck 63 - (ex-county truck) burns about a gallon of oil each day; Truck 66 - one of the best trucks but has to be "babied", needed to spread sand; Truck 67 - uses a gallon of oil per day if loaded, none of the employees want to drive this truck. Clif stated that he feels the city needs to look at leasing trucks, which was discussed at the budget session. He stated he has a quote fran Foley-Gill for $4,136 per month for 60 months. These trucks would have a 60 month, 100,000 mile warranty. Clif stated he used this as a basis for information for the budget session. He stated that the city can receive approximately $70-75,000 fran motor fuel tax each year for equipment rental. This can be done for trucks, plows, sweeper, etc. Clif recommended that the city lease six trucks, the green truck at the sewer plant be sold and place Truck 67 at the sewer plant. Discussion followed on the amount of money spent on the present fleet. At this time, a motion was made by Kevin Meade and seconded by Bob Molleck recormmending that $1,000 be spent on truck 63 for repairs. Voice vote. Motion carried. A motion was made by Bob Molleck and seconded by Kevin Meade recommending that Clif get with the City Attorney and advertise for bids for leasing six trucks for the Street Department. Discussion. Bob amended his motion to include both four and six trucks. Kevin agreed. Voice vote. Motion carried. Mike Elam addressed the Committee with a request to inquire at the local dealers on the purchase of a used truck for the dog catcher/code enforcement officer. Mike stated that he would like to see the purchase of an small truck and there was $5,000 in the budget for this puchase. The present truck is a 1977 GMC, purchased in 1987 and has 155,000 miles. He stated that this vehicle is not marked. He would like to have a new truck and put stickers on the truck so that it would be more noticable. Discussion followed concerning the possibility of advertising for a new truck. A motion was made by Jerry Bohler and seconded by Kevin Meade recommending the purchase of a new trucks be put out for bid with an option included for used trucks. Voice vote. Motion carried. Tracie Skaggs addressed the Committee with a request to purchase a Xerox copier for blueprints. She stated that the one being used by the city belongs to Fulton County. The cost of the new unit is $4,875 with a service agreement of $350 per year. She explained the advantages of this machine over a regular blueprint machine. She informed the Committee that the water department is willing to pay half of the cost. Discussion followed. A motion was made by Kevin Meade and seconded by Bob Molleck recommending to the City 2 Council the approval of the purchase with the cost to split between the departments. Voice vote. Motion carried. Gary Orwig informed the Committee of an emergency purchase. He informed the Committee that an eight inch valve for the supernate return line has been installed. He stated that this valve allows for the supernate to return to the digesters. The cost of the valve was $575.40. A motion was made by Kevin Meade and seconded by Jerry Bohler to approve the purchase. Voice vote. Motion carried. Mayor Edwards addressed the Committee concerning a bill received from Buescher Frankenberg Associates. This is for engineering work for the Walmart project. He stated that the bill was for $27,631.15 which included $289.86 in service charges. Mayor Edwards stated that the city needs an agreement between the city and Frankenberg. Along the same lines, there is an area approximately 15' wide and 6-700' long which needs to be dedicated to the State of Illinois from Walmart for right of way. Tracie Skaggs stated that the city has to obtain this parcel for the state. She stated that there are forms which the state has for dedicating the property and serves as a warranty deed for the property. On the Heartland property acquisition, Jim Malmgren stated that the 0.13 acres has been approved through a revised deed and they have asked the city to obtain a partial release from a Boston firm. Mayor Edwards stated that on the Walmart project, there will be a 10" water line which would run under the detention basin, under the parking lot and to the two buildings. According to Bob Anderson's memo, the city needs to request a permit to operate the line and Bob is suggesting that a meter be put on the 8" line so that leaks may be detected. Ray McKinney stated that cost for the meter could be $8-10,000. Bob has suggested that an agreement between the City and Walmart be done so that Walmart would be responsible for the maintenance and repairs of the lines at their expense. Mayor Edwards stated that Buckeye Street is the access for Walmart to the loading docks. He stated that IDOT has to approve the specifications but he would like to see the bids out as soon as possible. Mayor Edwards also suggested the city step up the advertising for an engineer. No action was taken by the Committee on any of the above items. The possibility of developing a residential sidewalk program using motor fuel tax funds was discussed next. Mayor Edwards stated he would like to see a fund of $10,000 be established with the homeowners using matching funds for materials and providing their labor for replacement of some of the sidewalks. He stated this would be on a first come, first serve basis. Discussion followed. The Committee also discussed the possibility of placing a biking/walking path on the east side of North 4th Avenue five to six feet wide. No action was taken on the two items at this time. 3 Ray McKinney addressed the Committee with a request to replace a computer terminal in the water department. He stated that to repair the terminal wold cost $250 and the replacement is $349. This terminal is slowing starting to malfunction, similar to the one replaced in the engineering department. A motion was made by Kevin Meade and seconded by Bob Molleck to approve the purchase of a new computer terminal for the water department. Voice vote. Motion carried. Gary Orwig requested approval of two bills for pump repairs. He stated that the pumps at Kilroy lift station had been underwater due to a power failure and had to be dried out and have seals replaced. The costs were: Melton Electric - $447.04; Westinghouse - $1,927.50; and Advanced Electric - $465.00. Gary stated that these bills may be reimbursed by the insurance due to the fact that it was lightening that caused the problem. A motion was made by Bob Molleck and seconded by Jerry Bohler recommending approval of the bills and they be submitted to the insurance company. Voice vote. Motion carried. Bills were next. Larry Sarff questioned the NAIER bill and Will stated that it must be a typographical error and would check into it. The Committee was informed that the bills for Community Development had not been submitted due to that fact that the secretary had been on bereavement leave. The bills will be available at the City Council meeting. A motion was made by Kevin Meade and seconded by Jerry Bohler recommending to the City Council the approval of the bills as presented. Voice vote. Motion carried. Mayor Edwards addressed the Committee concerning the purchase of bunting for the 4th of July. He stated that Midwest Advertising representatives talked with him concerning the purchase of eight buntings for the gazebo, and one each for city hall and the museum. He stated the bunting is red, white and blue, approximately six feet long and three feet wide at the widest point (the picture was a half circle). The cost is $30 each. He recommended the purchase of ten buntings. A motion was made by Jerry Bohler and seconded by Kevin Meade recommending approval of the purchase. Voice vote. Motion carried. As information, Mayor Edwards stated that Maurie Jenkins has volunteered to paint the gazebo free of charge, with the city purchasing the paint. Will Taggart thanked Chuck Dailey for the use of a concrete screen and Super-X for the use of a 12' step ladder. Mayor Edwards stated that the gazebo is taking shape. No further business was discussed and the Finance Committee was adjourned. 4 Negotiations, Grievance and Personnel Committee Bob Molleck, Chairman The first item of discussion was the posting of the heavy equipment notice. Dave Barnett stated that this was bordering on negotiations and the Committee agreed to discuss the matter in executive session at the end of the regular meeting. No further business was discussed and the Negotiations, Grievance and Personnel Committee was adjourned. Commmunity and Industrial Development Committee Kevin Meade, Chairman The first item of discussion was the Director's report. Due to the absence of Chris Spears, no report was available. Mayor Edwards stated that the tax abatement for the enterprise zone should be discussed. Jim Malmgren stated that each taxing district has to pass a resolution for the abatement of property tax in the zone. He stated that the county and the city have passed resolutions for this purpose. The zone is included in TIF 4. Mayor Edwards stated that the developers have said that the city had promised tax abatement. Jim stated that tax increment is being received due to the establishment of the TIF. He stated that the city may want to reimburse the city's portion of the taxes but would not be responsible for the other taxing entities. He stated that a bill has been passed to give each land owner the ability to decide which program he prefers, but he has not seen the bill yet. No action was taken by the Committee on this item. No further business was discussed and the Community and Industrial Development Committee was adjourned. Legal and Ordinance Committee Jerry Bohler, Chairman The first item was the affirmative action plan. No further information was available and this item was tabled to the next meeting. The bed and breakfast ordinance was next. Jim stated that a draft of the bed and breakfast ordinance has been provided to the aldermen and some minor changes have been made since the distribution. He stated that a public hearing will be necessary on the ordinance. A motion was made by Larry Sarff and seconded by Bob Molleck to refer the ordinance to the City Council. Voice vote. Motion carried. 5 "rll The Banner lease was next. Jim stated that changes have been made to the ordinance. Larry Sarff stated that the property was left to the City to Canton to determine the best use for the citizens of Canton. At the present time it is in its natural state and the boat dock would have an environmental impact on the area. He stated that he feels that with the state's cutbacks, the funds could be used for more important things. Bob Molleck stated that he felt it was a good use of the property and would bring more people to Fulton County. Mayor Edwards stated that the funds being used for the boat dock are from the Marine Motor Fuel Tax and can not be used for any other entity. These funds have to be used for water related activities. He also stated that the property sets at the end of four miles of road. This will benefit the city as the use will increase and would prevent the closing of the road. Discussion continued. A motion was made by Bob Molleck to recommend the amended lease to the City Council. Seconded by Kevin Meade. Voice vote. Motion carried. The next item was a no parking ordinance at Avenue Band Pine Street. Jim stated there were no changes. A motion was made by Kevin Meade and seconded by Bob Molleck to refer the ordinance to the City Council for action. Voice vote. Motion carried. Bill Ludwig of TCI was present. Mayor Edwards stated that he has talked with Mr. Ludwig and informed the Committee that the city has received a check in the amount of $24,185 for six months of the cable franchise. The Committee members informed Mr. Ludwig of several questions asked concerning the cable tv. Mr. Ludwig was informed that some of the citizens voiced their concerns that a converter box would be needed for non-cable ready tvs since the movement of the channels to higher numbers. He stated that he is aware of the problem. Another problem has been the method of obtaining Ef~l00RE. Mr. Ludwig stated that the case against the cable company has been decided. At the time the citizens would be charged a nominal fee to keep the channel and if they did not want the channel they would contact the office and it would be removed. Since the court decision, the addition of the channel will have to be requested by the citizens and the cost would be considerably more than with the present system. When asked about an override system for emergency warning such as tornadoes, Mr. Ludwig stated that the cost would be $4-8,000. He stated that arrangements may be worked out if the company picks up the cost of the system, such as an extension of the franchise agreement. Mayor Edwards stated that ESDA does not have the money for the expense, and it would not reach every house since not all citizens have cable tv. Mayor Edwards stated that if Mr. Ludwig would call his office he would be glad to meet with him to discuss these items further. No action was taken by the Committee. 6 Clif O'Brien addressed the Committee concerning a proposed new maintenance agreement with the Illinois Department of Transportation. He stated that IDOT would like to add four areas to the city's maintenance agreement. Clif stated that the street department is presently taking care of three of these areas but would suggest that the area on North Main from Linden to Lakeland Park Drive be rejected. Fie informed the Committee that according to the letter sent with the proposed agreement indicates that the city may add all or part of the proposed streets to their agreement. Discussion followed. The matter will be brought before the City Council for further discussion. A motion was made by Larry Sarff and seconded by Kevin Meade to convene in executive session for the purpose of personnel. Voice vote. Motion carried. Executive sessions are on file for review. The Committee reconvened in open session. No further business was discussed and the Legal and Ordinance Committee was adjourned. Kayma Duncan - Committee Secretary 7