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HomeMy WebLinkAbout10-12-2010 Clerical Committee Meeting MinutesTHE CITY OF CANTON CLERICAL COMMITTEE Tuesday October 12t", 2010- 6:30 p.m. Donald E. Edwards Way, 50 North 4t" Avenue Canton IL (Historic Depot) Aldermen in attendance -Rick Reed, Eric Schenck, Craig West, Jorge Rivero, Jerry Ellis, Jim Hartford, Dave Pickel. Aldermen absent: Aldermen Larry Sarff Staff in attendance: Police Chief Dan Taylor, City Attorney Chrissie Peterson, Mayor Kevin Meade, City Clerk Diana Tucker, ESDA Director Phil Fleming, Interim Fire Chief Tom Shubert, City Engineer Keith Plavec. SRPED Mark Rothert. Others in attendance: Dan Oaks, Randy Oaks Media in attendance- Daily Ledger John Froehling, Video Services Joe Finance Committee Alderman Eric Schenck, Chairman Bills Motion and second was made by Alderman Rivero/Pickel to send the bills to Council for consideration. The motion carried by voice vote, and was unanimous. Treasurer's Resort City Treasurer Aaron Anderson reported: Total available cash is $2,852,000.00 and combined investments total 10.3 million. A large expense was made to Otto Baum out of the TIF fund for the 3rd Avenue extension. Part of the expense is reimbursable from various grants. A loan was made from the general fund to cover the shortfall, but will be paid back once the grant funds are received. The budget comparison shows that revenue exceeded expenditures in the 1 amount of $237,437.00, with a surplus in the general fund in the amount of $447,305.00. The departments are doing a good job of keeping within their operating budgets. The water and sewer fund revenues have exceeded the expenditures by approximately $193,000.00 and we have a year to date surplus in the amount of $591,739.00. The City received approximately $79,000.00 in facade grant funds for the month. Discussion took place regarding grant reimbursement. Keith Plavec will do research on the reimbursements and will report back to the committee. Motion and second was made by Alderman Pickel/Rivero to send the Treasurer's report to Council for consideration. The motion carried by voice vote, and was unanimous. R.A. Cullinan Invoice for Banner Dyke Road $4,892.22 Pavement Preperation Keith Plavec reported that the invoice was submitted from R.A. Cullinan. The payment of $4,892.22 will finish the contract and the work at the site. This would be paid from the water and sewer bond funds. Motion and second was made by Alderman Schenck/Rivero to send the request to Council for consideration. The motion passed by voice vote and was unanimous Purchase of Ballistic Vests Chief Dan Taylor reported: According to the national institute for justice, ballistic vests should be replaced every five years. This is a budgeted item- with an estimated cost of $3,625.00. Grant funding in the amount of $1812.50 leaves a total cost to the department in the amount of $1812.50. The full amount of $3,625.00 would need to be paid, and then the City would be reimbursed by the grant for $1812.50. Motion and second was made by Alderman Pickel/Rivero to send to Council for consideration. The motion passed by voice vote and was unanimous The Finance committee adjourned at 6:45 p.m. 2 Legal & Ordinance Alderman Dave Pickel, Chairman Resolution for Christmas Parade- November 27th, 2010 A state route will be closed for the parade, so it is a requirement to send a resolution to IDOT for approval. Motion and second was made by Alderman Rlvero/Schenck to send to Council for consideration. The motion passed by voice vote and was unanimous. Discuss, Consider and Vote on Floodplain Ordinance Attorney Peterson reported that FEMA produced new maps that will become effective February 2011, and the ordinance must be adopted to reflect new changes. The last change was in 1983. This should not raise home owner's insurance rates. ESDA Director Phil Fleming spoke in favor of the floodplain ordinance. Updating the floodplain ordinance is a positive action for the City to take. Maps were sent electronically for review, and the City is required to pass the ordinance before the effective date of the maps. Maps can be viewed by contacting Phil Fleming- ESDA Director. Phil will bring back website information next week. Motion and second was made by Alderman Schenck/Rivero to send to Council for consideration. The motion passed by voice vote and was unanimous. 3 Randy/Billy Oaks, White Oaks-Off Premises Sign at 46 White Court Randy Oaks stated that he is asking for a variance to allow advertising for different individuals using their signs. Attorney Peterson stated that off premises signs must be approved by Council. Previous minutes does not reflect approval of an off premise sign. Discussion took place regarding creating a new ordinance to regulate the signs and the messages displayed. Motion and second was made by Alderman Pickel/Rlvero to send to Council for consideration. The motion passed by voice vote and was unanimous. 49 South Main Keith Plavec reported the inspector and Chief Shubert went through the building and the inspector is preparing a report. The drawing was approved. The next step will be to contact Mr. Puleo and complete the permit. Contract for Professional and Technical Services with WIRC Kevin Wiehert reported that the grant is to implement asingle-family owner occupied housing rehabilitation program under the general direction of the DCEO and CDAP. Approximately forty six applications were received on the original process- which is a time consuming process. Four of the twelve homes were assessed and half of the money needs to be spent by April 2011. The new grant received a few months ago is a community development and assistance program. The next step with the CDAP program is to send a letter to everyone in the target area, and hold a public meeting. Seven Homes will be done under this program, and will run until June 2012. The maximum amount of compensation and reimbursement to be paid shall not exceed $40,000.00. Motion and second was made by Aldermen Rivero/Schenck to send to Council for consideration. The motion carried by voice vote and was unanimous. 4 Discussion regarding multi-family & single family dwellings on main floor (1St floor) and basement levels of businesses in Central Business District (B-3) Attorney Peterson stated that currently most of the downtown area is zoned B-3. Under the special use permit in the B-3 zoning there is a statement that allows single family residential utilization by the owner. The 2"d floor of the business building-- an emergency egress must conform to current code. Due to recent discussion about apartments in the downtown a question came up asking if the Council intended to exclude all other apartments in the downtown area. Attorney Peterson reviewed the ordinance passed in 2006. The ordinance states the owner of a two story business can reside on the 2"d floor thereof. The ordinance does not mention non-owner utilization, or using the 15t floor for an apartment. Clarification needs to be made to the code. The Council will need to decide if they want to address the issue of only allowing use of the 2"d floor of the business building by the owner, or encourage some of the apartments that are already in existence. Alderman Schenck stated he would like to see a policy implemented to have condo development in the 2"d floor of the buildings. The City needs to think about incentive programs to encourage the development and deal with parking issues. Keith Plavec stated the understanding is to have the 1St floor of the building for a business, and the 2"d floor for condo's/apartments, but this needs to be clarified in an ordinance due to the fact that it is very vague. It needs to be made clear what the intent was of the multi-family dwelling and the single family dwelling. Attorney Peterson will draft an ordinance and bring it back for review next week. Stop Sign at 4tn and Maple Chief Taylor looked at the area and recommends a stop sign on 4cn Avenue for north and south bound traffic. Once Maple Street is complete, they will look at the traffic patterns for additional signs. This will be brought to Council for the first reading of an ordinance next week. Leaf Program Mayor Meade asked residence not to put leaves in the road until the leaf program begins. The City dump can be used to take yard waste for disposal. 5 The Legal & Ordinance Committee adjourned at 7:30 p.m. Community & Industrial Development Alderman Jorge Rivero, Chairman Update Mark Rothert. Mark Rothert reported: ECONOMIC DEVELOPMENT UPDATE Downtown/Former IH Site: • Scrapbook Dreams, Dave Lewis Studio and Fuller's Jewelry have started their facade work. • Main Street meeting on 9/23 to discuss downtown issues. • Canton Main Street will be making a trip to Pontiac, IL on 10-21-10 to do a community site visit to learn best practices. • Working on a survey to gauge interest for facade program on Elm Street that the city might consider for next year's budget. • Work on creating new TIF district; attending Public Hearing on TIF districts Special Events/Tourism: • Please see attached Tourism Report from Dana Smith. • Meeting with Ald. Schenck about Tourism 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: • Working local entrepreneur on starting a new downtown business • Gathering information for possible retail expansions (3) • The SRPED approved a low interest loan last month for a downtown business participating in the downtown facade program • Worked on available properties for lease. Grant Work: • Performed grant administration and reporting for DCEO, USDA, and Hotel/Motel tax grants. Other: • The SRPED board met on October 7, 2010 • Attended the International Economic Development Council annual conference in Columbus, OH on September 27-28. • Attended Ice Cream Social for Cook Murals 6 • Worked on Recovery Zone research in preparation for City to issue Recovery Zone Economic Development Bonds later this year. • Attended Chamber Board meeting to give presentation on TIF districts • Enterprise Zone Expansion for Hitchcock approved MARKETING UPDATE General Marketing • Met with George Larson, University of Illinois Extension, Mark Rothert and Emily Schoenfelder to update Larson on Canton. • Met with Mark Rothert, Missy Towery, Emily Schoenfelder ,Julie Morales, WEEK; Chris Dierker, WEEK; and Dan Traffas of Chart Publishing to discuss a business-to-business magazine product, The Marketeer. • Attended the annual conference of the Central Illinois Public Relations Association in Peoria on September 22. Canton Main Street • Coordinated joint meeting of Promotions and Organization Committees to set goals for the coming year, and develop new strategies for bringing customers to downtown Canton, including passing out "Goodie Bags" filled with coupons, and First Fridays Downtown. • Attended Canton Main Street Coffee at Crawford's. • Met with downtown business owners to determine their participation in First Fridays Downtown and developed marketing materials, news releases and advertising in local media. • Delegated design of "Goodie Bag" labels to Cathy Hauk of Scrapbook Dreams. • Designed and printed coupons for participating downtown business owners participating in the "Goodie Bag" promotion. • Coordinated completion of 50 "Goodie Bags" for distribution during Scenic Drive. • Attended Canton Main Street Board meeting on Thursday, September 23. • Developed materials for Main Street's participation in the Big Read during the week of October 25-29. WMBD Marketing Campaign • Signed off on final revisions to the script of the 30-minute infomercial. • Escorted David Tomlianovich from WMBD during the Friendship Festival parade and around downtown to obtain final footage. • Spent 10.5 hours at WMBD in Peoria assisting with the final editing of the commercial. • Selected September 30 date for the award celebration/premiere party of the 30- minute infomercial, and coordinated the event, which was attended by approximately 65 individuals. 7 Scenic Drive • Spoke with the Canton Police Department regarding security in Jones Park and made the decision not to hire Elam Private Detective this year. • Have secured 13 vendors for the 2010 drive, an increase of six over last year. • Designed and oversaw placement of signage for the Drive, directing visitors to the downtown area. • Placed advertising in local media to promote the Canton Site. Website • Met with Carol Kohler and Diana Tucker from the City of Canton to determine their needs for the website. • Reviewed uncompleted portions of site and prioritized their development. • Began process of developing a 12-month marketing plan to develop the website into a tool to attract visitor Trac Equipment-TIF Request No action at this time- a request was submitted to allow additional time to gather information for discussion at a later date. Hotel/Motel Tax Request $1400 ad in PACVB Annual Publication The publication is distributed to various locations. A draft was included for review. The publications created are a good way for Canton to highlight events. Motion and second was made by Aldermen Pickel/Schenck to send to Council for consideration. The motion carried by voice vote and was unanimous. The Community & Industrial Development Committee adjourned at 7:40 p.m. NEGOTIATIONS, GRIEVANCE & PERSONNEL Alderman Larry Sarff, Chairman No items for discussion. The Negotiations, Grievance and Personnel Committee adjourned at 7:40 p.m. 8 Adjournment Motion and second was made by Aldermen Schenck/Pickel to adjourn to executive session for the purpose of police, public works negotiations, personnel and pending litigation. Tana Tucker, City Clerk 9