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HomeMy WebLinkAbout10-12-1993 Clerical Clerical Committee City Council Charmers October 12, 1993 6:30 P.M. Marbers Present: Larry Sarff, Bob Molleck, Others Present: Don Edwards, Jim Elson, James Elson, Clif O'Brien, George Spahn, Ray McKinney, Gary Orwig, Mike Elam, Bob DeRenzy, Will Taggart, Dick Coay, Jim May, Chet Phillips, Ross Gardiner, Don Hopper Finance Committee Larry Sarff, Chairman The first item was presented by Clif O'Brien. He stated he had received two quotes for 300 tons of salt for next year. He stated the salt would not be picked up until after January 1st since it will be paid from next years' MFT funds. The quotes were as follows: Morton Salt - $28.00/ton, and Cargill Salt - $30.50/ton. Clif recommended the low quote. A motion was made by Bob Molleck and seconded by Larry Sarff to accept the low quote from Morton Salt. Voice vote. Motion carried. The utility TIF funds were next. Mayor Edwards stated this item is not ready for discussion but the council needs to make some decision on spending the TIF funds. He stated that the lift station and the street in the industrial park will be two things considered. No action was taken at this time by the Committee. The hepatitis B shots for the street department personnel was discussed next. Clif stated that some of the street department personnel have asked about the shots. It was noted that the shots are approximately $100 each and the shots for the street department were not previously approved. A motion was made by Larry Sarff and seconded by Bob Molleck to provide the street department personnel with hepatitis B shots. Voice vote. Motion carried. Janitorial bids were next on the agenda. Clif O'Brien stated that it has been awhile since these were put out for bids and he requested permission to advertise for bids. The consensus of the committee was to put the service out for bids. The bids for the 50' tele-squirt were next. The secretary was instructed to open the bids. The results of the bid opening are contained on the tab sheet, attached. The Committee referred the review of the bids to the fire chief with a recommendation to be presented at the next City Council meeting. 1 A report from the Bob Anderson concerning the 4th Avenue sewer was next on the agenda. Mayor Edwards stated that he realized the aldermen had not had time to review the report and asked Ciif O'Brien to make some comments. Clif stated that there are three options in the report and presented the Committee with his feelings on the three options. He stated they should read the report carefully and commended Bob on his thoroughness. No action was taken by the Committee on this matter at this time but will be discussed further at a later date. Ray McKinney addressed the Committee with a request to go out for quotes for a vertical drive unit for the clarifier. He stated that he had looked into the cost last year and found that the unit is approximately $7,600 with an estimated installation cost of $4,000. Ray stated he thought the installation could be done in house with the exception of the electrical. He requested permission to get updated quotes. A motion was made by Bob Molleck and seconded by Larry Sarff approved the request. Voice vote. Motion carried. Gary Orwig addressed the Committee concerning the purchase of a tractor for the sewer plant. He stated that the cost is $14,595.72 and $18,000 was budgeted for the purchase. At the present time, the sewer department is renting a tractor from Martin Equipment at a cost of $200 per month. Discussion followed. A motion was made by Bob Molleck and seconded by Larry Sarff recommending the city continue to rent the tractor instead of purchasing one at this time. Voice vote. Motion carried. Gary informed the Committee that he had a pump repaired with the Mayor's permission at Foremost for a total cost of $807.19. A motion was made by Larry Sarff and seconded by Bob Molleck to approve the expenditure. Voice vote. Motion carried. Bills were next on the agenda. A motion was made by Bob Molleck and seconded by Larry Sarff recommending to the City Council the approval of the bills. Voice vote. Motion carried. Mayor Edwards informed the Committee he had received a memo from Bob Anderson concerning the roof repairs on the David W. O'Brien Public Safety Building. Bob presented the option of bidding now, trying to get the repairs done before winter, bidding now with the repairs to be in the spring, or, wait until spring to obtain bids. The consensus of the Committee was to wait until spring to advertise for bids for the roof repairs. No further business was discussed and the Finance Committee was adjourned. Negotiations, Grievance and Personnel CarRnittee Bob Molleck, Chairman 2 ~, ', The next item of discussion was a request from Ray McKinney to provide his four part time persons with a raise. He stated that the last raises were a couple of years ago. it was noted that there are four part time persons in the water department, two in the police department, one in street department and one in the maintenance department. Discussion followed on the length of time these persons had been with the city and the number of hours worked. A motion was made by Larry Sarff that the part time personnel, who have been employed with the city for over one year, receive a 25 cent raise. Seconded by Bob Molleck. Voice vote. Motion carried. The Committee discussed a request from Larry Hoerman to have the city pay for his wife's insurance premiums was next. He stated in a letter that he would provide the city with a retirement date if the city were to pay for his dependent insurance premiums. His wife is 5 1/2 years younger than he. Discussion followed. A motion was made by Bob Molleck and seconded by Larry Sarff to refer the matter to the City Council for consideration. Voice vote. Motion carried. Along those lines, Mayor Edwards suggested that the personnel policy be reviewed and changes in the insurance be incorporated. Larry Sarff suggested that the changes in the law concerning leaves also be incorporated. Mayor Edwards suggested Larry Sarff and Bob Molleck review the policy for changes. At this time Mayor Edwards stated that in light of the recent resignation of Chris Spears, he would like the Committee to consider the hiring of a financial advisor. In the interim period, Mayor Edwards suggested that Kayma Duncan be given the responsibility of the department, including the West Walnut sewer project. He suggested that a bonus be provided and suggested that discussions be held with Kayma concerning this matter. Committee agreed. Mayor Edwards requested an executive session at the end of the regular meeting concerning personnel. Committee agreed. No further business was discussed and the Negotiations, Grievance and Personnel Committee was adjourned. Cormx~nity and Industrial Development Camnittee Kevin Meade, Chairman The first item of discussion was the Director's report. Chris Spears was not in attendance. Kayma Duncan stated that packet of information had been provided for the aldermen's review concerning a cafeteria plan to have insurance premiums deducted from the employees salaries prior to taxes. She stated that the employee would save money, the city will also save money and the service is free of charge. No action was anticipated at this meeting and will be discussed at the next regular meeting. No further business was discussed and the Community and Industrial Development Committee was adjourned. 3 Legal and Ordinance Committee Jerry Bohler, Chairman The first item was the discussion of the receipt of a check in the amount of $881.15 from CIC for the bankruptcy settlement. Discussion followed on whether the payment was for the water bills only or for all obligations owed to the city. A motion was made by Larry Sarff and seconded by Bob Molleck to accept the $818.15 payment on the outstanding water bills. Voice vote. Motion carried. The placement of a trailer in the alley adjacent to the Ledger was discussed next. Mayor Edwards stated that this was brought to his attention, he had offered to let the Ledger use space in the adjacent city parking lot, and had barricades placed around the trailer. Mike Elam stated that he feels that this is a public safety matter and is putting liability on the city if it is left in place. Mayor Edwards stated he would write a letter to the paper's owner concerning his matter. A problem with the Five Sisters Trailer Park was discussed next. Mr. Don Inmron, owner of the park, addressed the committee concerning problems with the water bills in that they are put in his name when the tenants are using the water. Ray McKinney stated that this is an ongoing problem. These trailers have skirtings on them and Mr. Inmon and his past manager had been asked to put doors on them so that the meter readers could get to the shut offs. This has not been done and Ray stated he does not want the city to be responsible for damages. At the present time, there are three active accounts and nine read-outs. Ray stated that the best solution is to have one meter and Mr. Inmon could then read the individual meters and bill the tenants. Ray stated he does have a two inch meter available. The amount of the bills are: $502.00 for the final bills, and $358 on the the three active accounts. Ray stated that the accounts are put in Mr. Inmon's name if the tenant does not pay the deposit or if any water is used without notification that someone has moved in. Mr. Inmon stated he has always cooperated 100p/o and always shut off the water when he has been told by the water department. He stated he has the meter readers as witnesses. Larry Sarff stated if the meters are removed, the tenants can not use the water. He suggested the meters be removed, and only put back in after the deposit is paid. Discussion followed on the turn over at the park and the problems with back bills. Larry Sarff recommended the three current bills be enforced under the existing ordinance. On the nine final accounts, if they can be recouped from the tenants, that should be attempted, take the meters out of the trailers and not install them until a deposit is paid. Seconded by Bob Molleck. Voice vote. Motion carried. The alarm fee ordinance was next on the agenda. Mike Elam stated that this is modeled after the ordinance developed by Galesburg. He suggested fee amounts for the various items contained in the ordinance. The committee agreed to have residential alarms pay a 4 ~rrr' o,~ $25.00 fee with no annual fee. A motion was made by Bob Molleck and seconded by Larry Sarff to refer the ordinance to the city attorney for review with first reading at the next city council meeting. Voice vote. Motion carried. The letter received from the attorney for Manufacturing Services was discussed next. The letter indicates that they have withdrawn their petition for a special use permit for their building located at 37 South 1st Avenue. Mayor Edwards stated that they have received a permit for electrical upgrading, they have done some painting and roof repairs, which are ail acceptable. Mayor Edwards stated he felt the letter needs a reply. James Elson indicated the zoning description of "retail" in conjunction with this business is shakey to him. Jim Elson stated that he can't say without knowing what their business is, but that is the function of the Planning and Zoning Commission. Discussion. The Committee suggested the Mayor send a letter to John Clark providing the city attorney's opinions in this matter. James Elson addressed the Committee concerning the CIC bankruptcy. He stated the city had received a notice of final decree with a hearing scheduled for October 15th. In talking with Greg Grimsley this hearing will discharge some of the debts and others will remain. James asked the Committee if they want Greg Grimsley to attend the hearing. The Committee decided that representation would be appropriate with the possibility of telling the court that CIC has not lived up to the agreements with the city. A motion was made by Bob Molleck and seconded by Larry Sarff to have Greg Grimsley attend the hearing. Voice vote. Motion carried. Jim Elson addressed the Committee concerning a petition for a special use permit for Dave Pickle for a photography studio. He stated that the state statutes provides that a non-comforming use, which this property is, does not require a special use permit. Jim suggested a resolution be presented to the next City Council meeting to allow for the issuance of an occupancy permit. Committee agreed. At this time a motion was made by Bob Molleck and seconded by Larry Sarff to convene in executive session for the purpose of personnel. The Committee reconvene in open session. No further business was discussed and the Legal and Ordinance Committee was adjourned. Kayma Duncan - Committee Secretary 5