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HomeMy WebLinkAbout07-13-2010 Clerical Committee minutesCLERICAL COMMITTEE Tuesday, July 13, 2010- 6:30 p.m. Donald E. Edwards Way, 50 North 4te Avenue Canton IL (Historic Depot) Aldermen in attendance -Rick Reed, Eric Schenck, Craig West, Larry Sarff, Jorge Rivero, Jerry Ellis, Jim Hartford, Dave Pickel. Staff in attendance: Public Works Director Clif O' Brien, Police Chief Dan Taylor, City Attorney Chrissie Peterson, Mayor Kevin Meade, City Administrator Jim Snider, City Clerk Diana Tucker, ESDA Director Phil Fleming, City Engineer Keith Plavec. SRPED Mark Rothert. Others in attendance: Jeff Standard, Russell and Betty Manock, Pete Franciskovich, John Green, Susan Scott, Shirley Parker, Ron Diltz, Dan Oaks, Jay Smith, Tony Plumer, Jay Smith, Charles Devlin, Scott Roos, Mark Hanlin, Grove, and other citizens of Canton Illinois. Media in attendance- Daily Ledger John Froehling, Kevin Sampier Peoria Journal Star, Video Services Joe Ginger. Finance Committee Alderman Eric Schenck, Chairman Bills City Administrator Jim Snider made the following comments on this month's bills. The item listed as Morrow brothers is for the purchase of the squad car and will be in service shortly. This amount of $19,345.00 The item listed under WWTP on page 16 for $22,500.00 is the cost for the permit to the Illinois EPA. It's a significant fee that is mandated. We received no moneys from the state to offset the cost. Motion and second was made by Alderman Sarff/ Pickel to send the bills to Council for consideration. The motion carried by voice vote, and was unanimous. Treasurer's Report The City Treasurer was not present at the meeting, so this will be discussed at next week's Council meeting. 1 Resolution for Maintenance of Streets and Hi hways by Municipality under the Illinois Highway Code- BLR 14230 City Engineer Keith Plavec reported: This is for the 2010 MFT program. This is the standard sheet to appropriate the sum of $350,000.00. Keith further discussed the MFT projects and the non MFT projects. Motion and second was made by Alderman Schenck/Sarff to send the Resolution to Council for consideration. The motion passed by voice vote and was unanimous Municipal Estimate of Maintenance Costs -BLR 14231 Keith Plavec stated the total estimated maintenance cost is $322,131.00 and the total estimated engineering cost is $17,047.00 for a total estimated maintenance cost of $339,178.00 Motion and second was made by Alderman Schenck/Sarff to send to Council for consideration. The motion passed by voice vote and was unanimous Maintenance Engineering to be performed by a Consulting Engineer Keith explained these are categorized by the type of work. Total fee is $17,047.00 Motion and second was made by Alderman Schenck/Pickel to send to Council for consideration. The motion passed by voice vote and was unanimous Dive Team Equipment City Administrator Jim Snider explained some of the history in this equipment. To review the process that has brought us to this point -the thought process administratively was to find a good home for the dive team equipment since the expense to keep up the equipment and training cost was eliminated from the FY 2010-2011 Budget. Attorney Peterson has sent out a letter to 24 agencies to which we were providing dive team related mutual aid, advising them that we would no longer be able to provide this service due to budgetary restraints. The logical next step seemed to be selling or to donate the equipment to the Copperas Creek Fire District. (This is the agency that the City's dive team previously trained with). Public Safety Director Mike Elam 2 sent them a letter on May 14 and has yet to receive an official response. Unofficially, Mike has heard that they are not interested in the equipment. In discussing the matter further with Mike, the thought was to advertise the equipment in the Ledger (as I reported to you last Tuesday by email) to see if there was any interest in the area to purchase the related items and to provide a report to the Finance Committee meeting on July 13' The actual advertisement was inadvertently sent out before final review. However, as I indicated to you by email on June 29, the idea was to solicit general interest for the equipment in the area and to advise you of that response. Mike had an additional suggestion that I think is a good idea. That idea is to solicit volunteers to take on the responsibility of administering the dive team operations similar to when our firefighters first started the operations several years ago. However, we may have some liability issues, should we take this course of action. It has come to my attention that a few maintenance items related to the dive team equipment were inadvertently left in the final budget document. The approximate amount looks to be $2000. I will provide an exact amount to you Tuesday evening. City Administrator Jim Snider responded to media coverage: Further discussion as created in the following memo: I have outlined below a response to the items contended by some of firefighters in the media over the last few days: • Tom Schubert and Jay Smith both said that that all training was eliminated from the FY 2010-2011. That simply is a not true. Training/Travel was reduced from $17,770 (FY2009-2010) to $7,000. Chief Cremer originally proposed $14,814 for FY 2010- 2011. As a comparison, The City of Kewanee's Training/Travel budget for FY2005-2006 was $3,150. The training budget was lowered because I believe the most of the department training can be conducted in house and during regular shift hours - similar to what occurs in the City of Kewanee. Mayor Meade, Mike Elam nor I have denied a training request from the Department. Neither was there a request from retired Chief Cremer that was denied. Tom Schubert indicated that the last time the Department did their quarterly "live fire" training was nearly a year ago -last August in Macomb. A good question is - If their contending that all training is out of FY2010-2011 budget, why wasn't "live fire" training performed the remainder of the FY2009-2010 Budget Year ending in May, 2010? Furthermore, Mike Elam provided me copies of two separate memos (attached) he sent to Tom Schubert requesting a report on the training for the department and a follow up memo for the same in July. Assistant Chief Shubert has provided me the attached memo acknowledging that on June 22, 2010, a representative from the State Fire Marshal's office inspected our 3 training records and found that everything looks good other than a few minor suggestions. We have not received a copy of the audit from the state but it is forthcoming. • The reference to the City not allowing overtime for training is not accurate in that there is $100,000 in the budget for overtime. • I have covered the issue regarding the dive team equipment in my memo from last Friday. If Jay Smith and Jim Campbell seem surprised that the funding for the dive team was eliminated from the FY2010-2011 budget -that is surprising to me. The funding for the dive team was discussed at least two times in open session. Chief Cremer was involved in those discussions and it is a fair assumption the members of the dive team were fully aware of the elimination of the training and equipment maintenance in the FY 2010-2011 budget. Since the expense related items for the dive team was eliminated from the FY2010- 2011 budget, it would be administrative responsibility of the city attorney to inform those who we have mutual aid responsibilities of this fact. It is further my responsibility, as city administrator, to have Mike Elam send the letter to the Copperas Creek Fire District "CCFD" soliciting their interest in the equipment. (This part of the story has been not been told. Our dive team has trained regularly with the CCFD. The CCFD is a "volunteer fire district ". The most logical solution here is to have our dive team return to a volunteer status (as originally was when started years ago) or merge with the CCFD. It is disappointing and very telling to me why the CCFD has not responded to our letter.) • The issue with the advertisement was explained in my memo from last week. As I communicated four days before the advertisement was in the Ledger, the idea for the advertisement was to solicit general interest in the equipment in the area and to bring a report to the Council tonight at the Clerical Committee Meeting so that official direction could be given regarding the status of our dive team equipment. The only issue we had with the advertisement is that the final review of the actual advertisement had not yet been approved by Mike Elam before staff sent it out to the Ledger. The advertisement was to solicit the general interest in the area for the equipment. It is clear in my communication with you that the specific disposition of the dive team equipment is under the direction of the City Council. I look forward to answering in questions have on this matter. Alderman Hartford expressed concerns about eliminating the equipment, and feels the City should not sell the equipment. City Administrator Jim Snider explained that he takes direction of the Council, and was gathering facts to present to Council during further discussion of the equipment. Alderman Hartford discussed the certification of the employees and we need to keep these individuals and save the equipment. 4 Alderman Sarff explained that it was clear that budget review indicated that the funds were not set aside for the dive team. Alderman Sarff further explained that if you don't want to increase taxes, you have to make cuts--- which are unfortunate, but it's an overtime issue that the Council decided they would not spend the money. The decision was made this year about no dive team for the year, and he does not feel anyone did anything wrong in doing research. Alderman Schenck stated that he feels having 8 people on the dive team is "over kill". He would like to ask at what point in time is the equipment not needed, and everyone should have been notified on May 1 that we would no longer have a dive team. Alderman Schenck stated that a time will come when public services will have to be cut, and it would be Council decision at that time. Alderman Schenck stated that if we do not have trained divers and the equipment, then we can't operate a dive team. Alderman Schenck further stated that it is clear that the City is not going to provide additional training, and decisions need to be made about the future of the service. Alderman Hartford stated that we can have answers to the questions, by simply asking the fire department staff and dive team members. Alderman Schenck stated that we need to have a plan in place for the future of the team and the equipment. If funding is not available, a review of the equipment needs to take place and determine what will happen to the equipment. Alderman Reed commented that during the original budget review it was stated that it would be reviewed at a later date. What we have in place (cut from this year's budget) is what was voted upon, and it would be reviewed at a later date. City Administrator Jim Snider stated that by taking the funding out of the budget is severing the dive team. Jay Smith stated that once you become certified in diving you are certified for life. You are not required for recertification. Jay Smith reported that the team needs to dive frequently to stay skilled, but they are not required for recertification. Jay Smith stated that the members are all volunteers to the team. These 8 people are able to continue to perform the duties without additional training, and the only cost is the time for the response. If there is additional cost to maintain the equipment, that would need to be discussed and determined if it would continue for operational purposes of the dive team. City Admin Jim Snider reported that a report was created to outline the cost of the dive team. The overtime issue has created a great alarm to the City Administrator and he stated it is his duties to look at ways at reducing overtime, and give the information to the Council for their recommendations. City Attorney Chrissie Peterson stated that many fire departments do not operate with a dive team. Sixteen hours of scuba training per year was the requirements presented in a report to Mike Elam. Attorney Chrissie Peterson further explained the liability issues that are created for the City. Alderman Sarff explained that during budget discussions the dive team expenses were cut, as it was considered an "extra". Once the employees "volunteer" for the team, they become eligible for overtime during training. 5 Public comment: John Green stated that he was previously part of a dive team, now you have a professional group of people that is trained. If you eliminate the team, you also eliminate the skill set. Alderman Schenck said that if we have a policy that states training is essential, then he agrees with Alderman Sarff that it should be cut. Motion and second was made by Alderman Schecnk/Sarff that if the standard operating procedure states that annual training is required for the dive team, that the dive team be eliminated and equipment sold. The motion carried by voice vote and was unanimous Non Home Rule Sales Tax Report City Administrator Jim Snider reported the following information: The following report on the possible implementation of non-home rule sales tax is per Alderman Schenk's request. The Illinois State Statute Act 91-649 and Public Act 92-739 permits non-home rule municipalities with referendum approval to impose a local option sales tax at a rate of/4 percent or''/2 percent. All revenue collected from this tax must be used for public infrastructure or property tax relief purposes. Implementation of the tax may have starting dates of January 1 or July 1. The City of Canton sales tax rate is currently 7.25%. The base sales tax rate is 1%. There is an additional '/z% non-home rule sales tax passed by referendum in 2003 for tax payer relief (the City's corporate tax was eliminated from the tax levy at that time). There is also Yz% sales tax passed by Fulton County in 2003, as well. The way that these rates are assessed is outlined below. As a comparison, sales tax rates for area communities are as follows: Peoria - 8.25% East Peo. - 8% Pekin - 8% Kewanee - 6.75% Galesburg - 7.5% Macomb - 7.25% Our'/:% non-home rule sales tax is averaging $590,587 over the last year. If an additional 1/:% non-home rule sales tax would be approved by referendum, we could anticipate another $600,000 per year and we would be able to issue a 20 year bond in the 8 million dollar range to support a significant road project for the City. Alderman Schenck stated that to change the sales tax, it must be approved by a voter referendum. The deadline is August 16`~ for this November's election. Alderman Schenck stated that it's been a bigger stretch each year to keep on the maintenance of the streets. If we don't address this 6 issue through a sales tax, dedicated to capital work, the City will continue to see a harder time to stay on top of maintaining the streets. Alderman Reed stated he agrees with Alderman Schenck and feels this is a fair increase for the citizens of Canton, and he supports the raise. Alderman Sarff stated it is a good way to raise money, but in several years down the road there is no guarantee that this money would be used for the roads. Alderman Schenck asked what amount of increase would be needed '/4 or'/z percent increase. Sarff stated that we should ask for what is needed, and not any less. Alderman Hartford stated that this needs to go to the tax payers to make the final decision. Further discussion took place about having the money designated for street related repairs. Jim Snider stated that statute states "infrastructure". Alderman Sarff asked if future councils could come back and have the use changed. Jim Snider stated that the tax may be repealed at anytime as state in item # 9 below. City Attorney stated you could repeal and then repass. Motion and second was made by Alderman Schenck/Sarff for sales tax referendum for purpose of infrastructure. City Attorney will do further research and bring back for further discussion. The motion carried by voice vote and was unanimous. Below is information distributed during the meeting regarding the non-home rule sales tax. 1. How much money will the Non-Home Rule sales tax produce for our municipality? A. For those municipalities that add a local sales tax of/4 of 1%, the range of revenue produced will be between 10% and 25% of current municipal sales tax receipts. For those municipalities that add a local sales tax at''/2 of 1%, the range of revenue produced will be between 20% and 50% of the current municipal sales tax receipts. 2. Why is there such a wide variation in revenue from our current municipal sales tax? A. Food, drug and automobile sales are taxed at 1% in grocery stores and auto dealers located in your community. The non-home rule local option sales tax is not collected on sales of food or drugs (except food sold for immediate consumption as at a dine-in or carry-out restaurant). Some municipalities now receive over 50% of their currents sales tax from those food and drug sales. Others have no food and drug sales in their current receipts. Secondly, the statute allows a tax on automobiles, but in a very different way. 3. How are food, drugs and automobiles exempted? 7 A. The local option non-home rule sales tax authority is derived from four sections in the Illinois Municipal Code (65 ILCS 5). Sections 8-11-1.1, 8-11-1.3, 8-11-1.4, and8-11-1.5. Section 8-11-1.1 gives non-home rule municipalities the power, upon approval by referendum, to impose taxed in Sections 8-11-1.3, 8-11-1.4, and 8-11-1.5 and establishes procedures for calling the ballot qu4stion and sending tax ordinances to the Department of Revenue. Section 8-11-1.3 authorizes a'/4 or'/2 of 1% retailer's occupation tax and Section 8-11-1.4 authorizes a'/4 or %z of 1% service occupation tax. The tax must be imposed at the same rate on both goods sold by retailers (8-11-1.3) and parts sold by servicemen (8-11-1.4). Both Sections 8-11-1.3 and Section 8-11-1.4 exclude food and drugs and items titled or registered with the State of Illinois ftom the tax. Section 8-11-1.5 allows a'/4 or'/z of 1% use tax on the use of items titled or registered with the State by residents of the municipality imposing the tax. A person visiting your town and buying a car would pay no tax, but the citizens of your community would pay the extra'/4 or'/z of 1% on cars (or boats, motorcycles, airplanes, RVs, snowmobiles, etc.) whether they bought the car at the local dealership or at one thirty miles away. 4. When we impose the retailers and service occupations taxes, must we also impose the third use tax on automobiles? No, the use tax authorized by Section 8-11-1.5 is optional and, if imposed, must be collected by your municipality. The Illinois Department of Revenue will not collect this tax for you. 5. If we did impose the use of tax on auto sales, how would we begin to collect it? A. The Secretary of State keeps accurate records of all license plate changes as well as the issuance of new automobile titles. A municipal employee could check with State titling and registration agencies periodically to obtain a list of items that a municipality's residents have recently titled. The municipality would then mail a bill to the individual or business that made the purchase. 6. What are the required procedures to impose the Non-Home Rule Sales Tax? A. Four actions are required. 1. The corporate authorities of the municipality must pass an ordinance or resolution calling for the submission to the electors of the municipality the question of whether the municipality shall impose the taxes. 8 2. A majority of voters vote yes. 3. An ordinance or resolution imposing the'/4 or'/z of 1% retailer's occupation tax and the'/4 or '/z of 1 % service occupation tax must be passed following the successful referendum. 4. A certified copy of the ordinance or resolution imposing the retailer's occupation and service occupation taxes, together with a certification that the ordinance or resolution received referendum approval must be filed with the Illinois Department of Revenue. 7. When can a municipality begin imposing the local sales tax? A. The statutes contain two possible local sales tax implementation days: January 1 and July 1. After your municipality files a certified copy of the ordinance or resolution imposing the tax and a certification of referendum approval with the Deparhnent of Revenue, the Department will begin preparation to collect your new tax. Ordinances received prior to April 1 will begin to be collected on July and ordinances received prior to October will begin to be collected on January 1. 8. What can a municipality use this additional revenue for? A. This additional revenue may only be used for public infrastructure projects or for property tax relief. Public infrastructure is specifically defined as "municipal roads, streets, access roads, bridges, sidewalks, waste disposal systems, water and sewer line extensions, water distribution and purification facilities, storm water drainage and retention facilities and sewage treatment systems (65 ILCS 8-11-1.2). It is not required that this tax be tied to a specific public infrastructure project. Property tax relief is specifically defined as the action of a municipality to reduce the levy for real estate taxes or avoid an increase in the levy for real estate taxed that would otherwise have been required. 9. Can a municipality repeal this tax? A. Yes. This tax may be repealed at any time by approval of the corporate authorities. The tax may only cease being collected on July 1 or January 1. Municipalities must file with DOR prior to April 1 in order to cease collection on July 1, or must file with DOR prior to October 1 to cease collection on January 1. City Hall Phone System City Administrator Jim Snider reported that water leaked into the south wall and damaged the phone system at the City building. The phone system was evaluated by CT-Innovations, and the insurance company has been to the City. The current provider has provided quotes, but concerns are that we need to have a company closer to the City when problems arise. Determination will need to be made about the replacement and cost of the telephone system. Jim stated he will provide some additional information next week. 9 RFP Audit Services Audit RFP Re ort: Jul 13, 2010 Base Audit Police Pen. Fire Pension TIF Com .R t Grnwd Cem Sikich LLP $ 23,500 $ 3,000 $ 3,000 $ 1,500 $ 500 $ 1,500 Springfield, IL $ 23,975 $ 3,050 $ 3,050 $ 1,525 $ 510 $ 1,525 $ 24,450 $ 3,100 $ 3,100 $ 1,550 $ 520 $ 1,550 Phillip, Salmi & Assoc. $ 16,000 $ 1,800 $ 1,800 $ 1,800 $ 500 Included Washington, IL $ 17,300 $ 1,900 $ 1,900 $ 1,900 $ 600 " $ 18,800 $ 2,000 $ 2,000 $ 2,000 $ 700 " Clifton Gunderson $ 27,000 $ 5,000 $ 5,000 $ 2,000 $ 5,000 Peoria, IL $ 27,500 $ 5,100 $ 5,100 $ 2,100 $ 5,100 $ 28,000 $ 5,200 $ 5,200 $ 2,200 $ 5,200 Ginoli & Assoc. $ 22,500 $ 750 $ 750 $ 1,000 $ 750 Peoria, IL $ 23,200 $ 750 $ 750 $ 1,050 $ 750 $ 23,900 $ 750 $ 750 $ 1,100 $ 750 City Administrator Jim Snider reported the following: A copy was sent to the finance committee chairman, and recommendations will be brought forward next week. COMPTROLLER City Administrator Jim Snider gave a brief update on the hiring of the comptroller. Hard copies of the application were given to the Personnel Committee Chair and this will be discussed further next week at the Council Meeting. 10 The Finance committee adjourned at 8:30 p.m. Legal & Ordinance Alderman Dave Pickel, Chairman Discussion of Youth Acres Lease Alderman Schenck reviewed the lease agreement with Youth Acres and had some concerns about the provisions. (copy distributed from Eric) Problems with Lease • Covers land not used by Youth Acre • Special provision dealing with 9 lakeshore lot leases and Del bar subdivision. The City leased land to Youth Acres then Youth Acres- subleases the land. • The lease states clearly that Youth acres is to use the land for youth and not for any other uses-excludes general public. Looking at Youth Acres website, Schenck stated that other activities are currently taking place, and not compatible with the lease. • The lease is written in the 20 year renewal language, and not sure what the value of this provision would be. • The lease requires youth acres to pay all taxes • Provision that youth acres organization should get written permission from the City for improvements to buildings etc. Schecnk would like to see other language in place for the improvements. • Lease amount is for $, but would be helpful to have annual report on activities and number of people utilizing the property. Alderman Hartford stated that the City does appointment one of the Aldermen to give a report, and stated Youth Acres Organization has done well for over 70 years, and it's wrong for Eric to come down so hard and bring this up at committee. "Things have worked well in the past-why change it" Alderman Pickel states that Alderman Schenck has some good ideas, and is helping Youth Acres better use the facility and funds. Public comment: "The reason it's so good, is because it's not opened to the public. It's been good for 70 years; we've worked hard as volunteers to make money. They forgot to get a permit, but they are moving forward to continue to improve the area. Many businesses support Youth Acres. If there is one kid at the area---- Youth Acres will be there to help that child." 11 Alderman Reed agreed with the public comment and has been outstanding for over 70 years, and the lease should not be changed. Youth Acres has been singled out, and is not right. This issue needs to be dropped, but it's the decision of the Council. Alderman Schenck stated the issue is not with Youth Acres, but it's with the lease. Public comment Alderman Schenck has discriminated against Youth Acres from the beginning. He was told thru the "grape vine" that Schenck wants to develop the land for something else, and he would have to put up a fight to get the land." Alderman Schenck stated that he supports the organization, but see's a poorly written lease that does not support what Youth Acres wants to do. He is trying to create a lease for what Youth Acres needs to meet their expectations. Many problems lie in the language of the lease that needs to be changed. Pete Franciskovich stated Alderman Schenck is not looking at all of the leases, but rather just this single lease. Pete further explained that by controlling access, they can better monitor and keep record of any damages. If the gate is opened they will not be able to monitor the damages. Pete stated that Eric Schenck needs to develop a better working condition with the Youth Acres Organization. Alderman Schenck stated that it will be required to review the other leases at the lake. Other problems do exist with other leases. Pete Franciskovich stated that it would be helpful to have copies of documentation that Alderman Schenck has regarding the lease. Alderman Ellis stated that Youth Acres is in the County and would need a permit from the County. He stated Youth Acres apologized publicly and would recommend letting the lease remain as it is. This should never be brought up again. Alderman Reed agrees, and said perhaps it could be revisited when the lease is up, and give copies of the lease findings to the Youth Acres Organization. Reed stated this needs to be dropped. Alderman Pickel stated he agrees this should be dropped until the lease expires. Alderman Sarff stated the proper time to address will be at renewal. Alderman Sarff stated that other lake leases have been discussed. City Attorney Peterson stated that the lease technically never expires. It's not unusual for the City to have perpetual leases, which could be for funding reasons and financing. The official minutes does not reflect what the Council was trying to accomplish back in 1998. Alderman Schenck would like to see a motion made to have Youth Acres meet with the City Attorney regarding the language in the lease. 12 Motion and second was made by Alderman Schenck/Sarff to direct the City attorney to open dialog with Youth Acres in discussing the lease. Motion carried by voice vote and was unanimous. Ordinance Repealine and Replacine Ch. 14 (Smokinl?) City Attorney Chrissie Peterson reported that an ordinance was developed for Council review. Motion and second was made by Alderman Schecnk/Sarff to send to Council for consideration. The motion passed by voice vote and was unanimous Humane Society Aereements City Attorney Chrissie Peterson stated that discussion took place the last few weeks. Leff Standard met with the committee and would like to ask 1im Snider and Mr. Hays to review the costs and fees. The recommendations would be reviewed by John Clark and City Attorney Chrissie Peterson. Motion and second was made by Alderman PickeUSarff to send to Council for consideration. The motion passed by voice vote and was unanimous Chanl?e to Liquor Code City Attorney Chrissie Peterson stated that currently fees can be paid quarterly, and creates a burdensome task for tracking and monitoring quarterly payment. Liquor license should be paid annually. The change would become effective April 30, 2011. Motion and second was made by Alderman Sarff/Schenck to send to Council for consideration. The motion passed by voice vote and was unanimous OMA/Public's Rieht to Speak Attorney Chrissie Peterson reported: 13 House Bi115483 amended the Open Meetings Act to specifically give the public a right to speak at council meetings. The language of the act was amended to include that any person "shall be permitted an opportunity to address public officials under the rules established and recorded by the public body." On May 28, 2010, the bill passed both the House and the Senate and has been pending signature by the Governor since that time. All indications have been that the Governor intends to sign this bill. In preparation for this change that would give a person an opportunity to address the public at a council meeting, I have been reviewing the City's current policy and have proposed some revisions. Attached please find the Approved Guidelines for Public Participation at Canton City Council Meetings. Mayor Heinze instituted these rules on March 20, 2006, although it does not appear that it was specifically adopted by the council as a whole. Also attached is Proposed Guidelines for Public Participation at Canton City Council Meetings.. The requirements are largely the same except that a written request will have to be submitted to the City Clerk. This will serve a dual purpose in that it will provide some indication of what the speaker wants to address the council about, as well as allow speakers to be placed on the agenda in the order that the forms are received. You will note that many communities limit the time that a speaker has to three minutes. You will also note that some communities only allow public participation at council meetings, but some do allow public participation at their study sessions/committee meetings. This is obviously up to the council to determine which direction is best. Attorney Chrissie Peterson stated she would need direction on the amount of time for public speaking and if it would be allowed at both committee and council meetings. A time stamp could be used to allow public comments in the order they were received. Alderman Sarff stated that 5 minutes is appropriate and the rules should be for all City meetings (Council and committee meetings.) Motion and second was made by Alderman Sarff/Schenck to send to Council for consideration. The motion passed by voice vote and was unanimous Manor Meade reported: He received a building Permit application from Habitat for Humanity to waive the building permit fee at 330 West Locust Street. This will be discussed at next week's Council meeting. Discussion needs to take place regarding the revolving loan for Fuller Jewelry. This will be further discussed at next week's Council meeting. The Legal & Ordinance Committee adjourned at 9:15 p.m. Community & Industrial Development Alderman Jorge Rivero, Chairman Update Mark Rothert. 14 Mark Rothert reported the following: Downtown/Former IH Site: • Scrapbook Dreams, Innovations Design Studio, Legacy, Orendorff Emporium and Spoon River Optical have started facade renovation on their buildings. Dave Lewis Studio and Fuller's Jewelry are remaining projects. • Main Street meeting on 7/24 to discuss downtown issues (murals, traffic, facades, etc.) • Working on grant to get technical assistance planning funding through USDA • Arranged TIF meetings with city council members • Meeting with US EPA officials regarding potential cleanup funds for IH • Cook Open House on August 5, 2010 6-8pm Special Events/Tourism: • Third Open Air Market on July 10, 2010 (18 vendors) • Working with WMBD on 30 minute infomercial about Canton • Attended Illinois River Road National Scenic Byway Riverboat Cruise. Business Attraction and Support: The SRPED is working with the following business development opportunities. Please call me if you would like to talk privately about any of these: • Met with retail broker and property owners concerning retail expansion. • SRPED loaned low interest funds to Randy Klinedinst to pave his lot at Main and vine for new drive through coffee service. Working on a possible residential development Assisting Mike Hitchcock's attorney's with Enterprise Zone expansion Grant Work: Applied for USDA Rural Business Opportunity Grant Performed grant administration and reporting for DCEO, USDA, and Hotel/Motel tax grants. Other: Will be attending the Illinois Development Council conference this Thursday in Bloomington. TIF Presentation -Steve Kline of Jacobs and Associates Steve Kline with Jacobs and Associates gave the following update: We have two TIF districts in the City of Canton. Tonight the city will hear about a possible retail area on the south side of Canton. Our goal is to work with our taxing bodies and grow our communities. This presentation will be an overview of the project. 15 Steve Kline has reviewed the existing two TIF districts, and is currently closing the review of the projects, and will present a report of the two districts and will share with the Council and taxing bodies. Jacobs and Associates have provided previous consulting services for the City, and has a long history of working in Canton. Tax increment financing is going to play a significant role in the Cities plans to help the community grow. The Cook project is a great start to the growth of Canton. One goal is to see how the City can continue to expand on development within the City. Steve explained this begins with two things: The TIF district was established in 1987, and has some additional improvements to be made. Steve explained that creating a connecting TIF district could work together in creating a consolidated effort. Discussion took place regarding incorporating the route 9 area into a TIF district. During the review he is also looking at the East side of Canton Near K-Mart as an area to improve, and turning the old Heilig Meyers store into a useful retail business. All of the areas to be included in a TIF district must be within the city boundaries, or annexed into the City. Discussion took place regarding the Peabody area. The property is going to qualify to be within a TIF district. The City was approached about dividing the property into various phases. A proposal was made to handle the cost of sewer, water and streets, and Tax increment financing could reduce the cost to make the project feasible. Steve suggests that the City move forward and have the process completed by the end of November. The major milestone is to file an eligibility report by the middle of September and then notices would need to be filed for a public hearing. The public hearing would take place near the middle of November. The taxing districts would hold various meetings to discuss plans and amendments. Steve said they are providing a reduced fee for the services. The mailings would be consolidated to create costs savings. Steve stated they do not charge an hourly fee, and would welcome any questions or comments. Further discussion took place with Alderman Schenck regarding the items that would be TIF eligible. Steve indicated that all of the fees are TIF eligible. If the amendments were not completed and route 9 not established then the cost paid have to be paid back and paid from other funds. Alderman Schenck asked when the TIF boundaries would be defined. Steve indicated that the boundaries would be set and discussed in the next two few months. Public meeting will be held to further discuss the plans. 16 Mayor Kevin Meade stated that this is preliminary but the City will be looking for input, and see how we can look at various ways for the improvements. Alderman Schenck further discussed the phases and expressed concerns with getting a developer to share the expense in that part of the plan. Steve further discussed the importance of the housing market and the improvements in housing. A strong school district is also important. City Administrator Jim Snider indicated no action is required at this time, as this is simply an introduction to the plans, and further discussion will take place in upcoming meetings. Due to the timing aspect this will be placed on next week's agenda. Attached is the timeline distributed during the meeting by Steve Kline. 17 CITY OF CANT+~IMI TAJt INCREMENT FIIIIARIirINti t}ISTRICTS Admiire Ades - FY 2flQ1 & Bfein. ltd. and The Ewncrmis [3erekipment tiraupi, Lfid. 1761 Clean~+er Aueraue;. 81onm~ngran, IRinais AT1T1U31 Rep0TC5 and »,» ~ J RCS,»hl~ cwliri~ T[~ Plait Antc•tdrn:~~l Canton IH ---~-- TIF District .~».,., aid hl~~,rrlnu _.__ Or~:i rt ~~ J 1 udrni n istra:ia ~ ,~rvuwl R~N~rls ~ncl .._....._...~Re r~leeting „„ ~ LEgislative Exte isio 7 Canton 4-A TIF District T[~ Plerr p.rnc•iclr-icrL CITY dF CANTGN TpKIN{REMEN7 Orgo'rg FINANQN6 DISTRICTS --- 1ldrninisera-io i ............... Proposed [3oundery Proposed Canton ! """ Rt 5 TIF olstrlKt ' PuUIIcIPr'vate Protects TIF Distrit•: ~rcxss ~Pru ~osacl 4~ u nclr rv Rroposed Gantan Duck Creek Publlc(Pr'vate Pro]ects TIF District TIF Uistric: 'raaess 18 PROPOSED TIMELINE 1 Tuesday, August 17, 2010 REGULAR COUNCIL MEETING: ORDINANCE to Establish Interested Parties Registry; City designates date and time for a Public Meeting. 2 Thursday, August 19, 2010 Publish Availability of Interested Parties Registry. 3 Friday, August 27, 2010 Mail Notice of Public Meeting to taxing districts, taxpayers residents of the proposed area and IPR registrants. 4 Tuesday, September 14, 2010 PUBLIC MEETING: 5:30 p.m. 5 Friday, September 17, 2010 File Eligibility/Qualification Report or TIF Plan with City. 6 Tuesday, September 28, 2010 SPECIAL COUNCIL MEETING: ORDINANCE to Set Date, Place and Time for a Public Hearing. 7 Thursday, September 30, 2010 Mail notices for Public Hearing and JRB Meeting (Certified to taxing districts) 8 Friday, October 08, 2010 Mail notices for Public Hearing (Certified to taxpayers; regular mail to residents, IPR registrants and residential addresses within 750 feet). 9 Tuesday, October 19, 2010 JOINT REVIEW BOARD MEETING: 4:00 p.m. 10 Tuesday, October 26, 2010 First Publication of Public Hearing Notice. 11 Tuesday, November 02, 2010 Second Publication of Public Hearing Notice. 12 Tuesday, November 16, 2010 PUBLIC HEARING: 5:30 p.m. 13 Tuesday, November 30, 2010 SPECIAL COUNCIL MEETING: FINAL ORDINANCES TO ESTABLISH THE TIF DISTRICT. PROPOSED 2010 TIMELINE -- CANTON TIF DISTRICTS NOTES: The Economic Development Group, Ltd. prepares and coordinates all notices and publications; moderates Public Meeting, moderates JRB meeting and moderates Public Hearing. Jacob & Klein, Ltd. provides all required Ordinances to the City. All proposed annexations must be completed by City on or before November 30, 2010. AMEND 4-A & IH; ESTABLISH RT.9 CORRIDOR & DUCK CREEK The Economic Development Group, Ltd. 7/12/2010 CITY OF CANTON TAX INCREMENT FINANCING DISTRICTS Proposed Activities Commencing with Fiscal Year 2011 Jacob 8~ Klein, Ltd. and The Economic Development Group, Ltd. 19 1701 Clearwater Avenue, Bloomington, Illinois I. CANTON IH TIF DISTRICT Annual Reports and Joint Review Board Meeting (FY09 and FY10) .................................................. $0.00 TIF Plan (Major) Amendment ............................................................................................................. $10,000.00 (Plus incidental/reimbursable costs. City will also incur separately the costs of engineering, mailing of notices, costs of annexations-if any) Bond Issue ......................................................................................................................................... <_ 1.0% of Bond Ongoing Annual Administration (re: 3 yrs FY11 thru FY13) ($10,5,00/yr.) ........................................ $10,000.00 (Plus annual CPI adjustment and incidental/reimbursable costs) II. CANTON 4-A TIF DISTRICT Annual Reports and Joint Review Board Meeting (FY09 and FY10) .................................................. $0.00 Legislative Extension .......................................................................................................................... $2,500.00 (Plus incidental/reimbursable costs) TIF Plan (Major) Amendment (if extended) ....................................................................................... $7,500.00 (Plus incidental/reimbursable costs. City will also incur separately the costs of engineering, mailing of notices, costs of annexations-if any) Ongoing Annual Administration (re: 3 yrs FY11 thru FY13) ($5,000/yr.) .......................................... $2,500.00 (Plus annual CPI adjustment and incidental/reimbursable costs) III. PROPOSED CANTON RT. 9 TIF DISTRICT Establish Canton Rt. 9 TIF District ...................................................................................................... $35,000.00 Plus incidental/reimbursable costs. City will also incur separately the costs of engineering, mailing of notices, costs of annexations-if any) Ongoing Annual Administration (re: 3-yrs FY11 thru FY13) ............................................................... $6,500/yr. (Plus annual CPI adjustment and incidental/reimbursable costs) IV. PROPOSED CANTON DUCK CREEK TIF DISTRICT Establish Canton Duck Creek TIF District ........................................................................................... $35,000.00 (Plus incidental/reimbursable costs such as costs of engineering, mailing of notices, costs of annexations, etc.) Developer may be a party to the Professional Services Agreement for purposes of paying fees and costs for establishing the Canton Duck Creek TIF District on behalf of the City of Canton. All such fees and costs shall be reimbursed from the first real estate tax increment generated by this TIF District.) Ongoing Annual Administration (re: 3-yrs FY11 thru FY13) ............................................................... $6,500.00 (Plus annual CPI adjustment and incidental/reimbursable costs The Community & Industrial Development Committee adjourned at 7:15 p.m. 20 NEGOTIATIONS, GRIEVANCE & PERSONNEL Alderman Larry Sarff, Chairman No items for discussion. The Negotiations, Grievance and Personnel Committee adjourned at 9:15 p.m. ecordin S' re ) ._ /fit-=1/ ' "a Tucker, City Clerk 21