HomeMy WebLinkAbout11-09-2010 Clerical Committee MeetingTHE CITY OF CANTON
CLERICAL COMMITTEE
Tuesday November 9th, 2010- 6:30 p.m.
Donald E. Edwards Way, 50 North 4th Avenue Canton IL
(Historic Depot)
Aldermen in attendance -Rick Reed, Eric Schenck, Craig West, Jorge Rivero, Jerry Ellis,
Jim Hartford, Dave Pickel. Larry Sarff
Aldermen absent: None
Staff in attendance: Police Chief Dan Taylor, City Attorney Chrissie Peterson, Mayor
Kevin Meade, City Administrator Jim Snider, City Clerk Diana Tucker, ESDA Director Phil
Fleming, SRPED Mark Rothert.
Others in attendance: Heather Moore with ALDI Inc. Carol Davis, Jeff Fritz, Mark
Noffert with A.J.Gallagher
Media in attendance- Daily Ledger John Froehling,
Video Services Joe Ginger.
Public Participation
Heather Moore- Vice President-ALDI Store Liauor license
Heather explained that she is working with Mark Rothert in economic development and
has an interest in obtaining a liquor license to sell alcohol at the Aldi's store in Canton.
Currently the City only allows 3 Class E (package store) license. Heather would like the
City to allow more than just the three licenses for the City.
Leonard Barnard- Saoon River Partnership memo
Leonard explained that he is working with the partnership for growth in the community.
The board feels it would be in the best interest of the City to reassess the number of
liquor license allowed in the City. Leonard would like to have the Council consider
having more than 3 licenses in the City.
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Finance Committee
Alderman Eric Schenck, Chairman
Bills
City Administrator Jim Snider explained the amount on page 1 of the bill list for Heart
Technologies is for the new phone system. The phone system is now in proper working
order.
The amount listed to Illinois Cycle & Fitness is for the new bicycle patrol.
Motion and second were made by Aldermen Sarff/Picket to send the bills to Council for
consideration.
The motion carried by voice vote, and was unanimous.
Treasurer's Report
City Treasurer Aaron Anderson reported:
Total available cash is $2,754,000.00. The total investments are 10.3 million. 6.5 million
in CD's came due in October from the water and sewer fund. The CD's were liquidated,
and are currently being held as available cash for large projects coming due at the
beginning of the year. Next month's report will reflect any changes in the funds.
During the month of October the City did not receive any property tax payment- which
is pretty normal. The month of November and December may have some property taxes
trickling in from back taxes, interest and mobile home taxes.
IH TIF has a balance of $275.98. 1.1 MILLION in grant funds were received this week-
next month will reflect this change.
The budget page--- Since the City did not receive any property tax funds during the
month of October it created a hit in the general fund with a loss of $64,000.00 for the
month. Total revenue for the month was $454,000.00. Total expenses for the month
were $518,000.00. The YTD general fund has a surplus in the amount of $383,000.00
Water and Sewer
Surplus of $315,000.00 and a YTD total of $907,000.00 operating amount.
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Motion and second were made by Aldermen Sarff/Picket to send the Treasurer's report
to Council for consideration.
A report on the IH TIF expenditures was distributed by City Administrator Jim Snider.
Included in the report is a schedule to reflect expenditures for the rest of this calendar
year and the next calendar year. Projected revenues are also reflected in the report.
The motion carried by voice vote, and was unanimous.
MICA Proposal
Mark Noffert discussed the proposal with the committee regarding MICA. MICA is a
comprehensive program similar to what the City currently has. MICA began in 1984 and
currently has approximately 24 members. MICA is a fixed fee, and historically has been
very good at returning funds to members. The program is for Property, Liability and
Workers Compensation plan. Claims are handled by Gallagher and Bassett out of
Peoria. Special events, underground storage tanks are not covered. The premium
terms and conditions are expected to be back in approximately 10 days. Historically the
premiums will be less than what was previously paid by the City. Rebates can also be a
plan to save the City money. Three communities came into the program in the last few
years. Jim Snider encouraged everyone to contact the communities and ask their
opinion about the plan.
Alderman Sarff asked how the City would get coverage for those items not covered by
MICA --- such as the special events. Mark explained that if the City would contact MICA
and a policy could be arranged to cover specific events. Having an event- especially
with liquor involved could potentially raise the amount of the claims paid in the event of
an accident. MICA will separate items not covered from the original policy to keep the
cost of the claims down.
MICA has a low pool of participating communities. MICA prefers to keep the numbers
low, and have communities that are actively involved in reducing risks.
THE IML renewal should be coming in within the next 10 days. Jim Snider will compare
the two prices, and come back with a proposal for the first meeting in December. Jim
feels very confident with MICA and believes it could provide a large amount of cost
savings to the City. The quote from MICA will be from January 2011-April 2012.
Mayor Meade explained this is a good place to look at cost savings.
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Review/Recommendation of the 2010 Tax Lew Ordinance
City Administrator Jim Snider distributed the following report and discussed the
following:
The Truth in Taxation Act provides that not less than 20 days before any taxing body
makes its levy it must determine how many dollars in aggregate property tax extensions
will be necessary. If the amount determined is more than 105% of the previous years
extensions plus any amount abated by corporate authorities prior to the extension, an
additional notice published in the newspaper and a public hearing are required before
the levy can be adopted.
Outlined below is the recommended levy for 2010. The overall increase is in line with
the projected 2.5% increase in the City's EAV for 2010. In other words, although the
levy will increase by 2.5%, the increase will be offset by the projected increase in the
City's EAV. So a property owner would pay the same levy to the City if said property is
assessed at the same level in 2010 as it was in 2009. I have provided comments on each
of the levy amounts listed below.
We will not have a Truth in Taxation Public Hearing and notice published unless we
make additional changes. Outlined below you can see the proposed tax rate
computation for 2010 on an assessed valuation of 112,215,332.
TAX Proposed 2009 Lv. Ext. Max. Rate 2009 Rate
Corporate -0- -0- .25 -0-
IMRF $ 305,000 $ 375,024 none .3342
Fire Protection $ 150,000 $ 150,032 .150 .1337
Fire Pension $ 460,664 $ 460,756 none .4106
Police Protection $ 72,000 $ 72,042 .075 .0642
Police Pension $ 306,430 $ 306,460 none .2731
Cemetery $ 26,000 $ 26,034 .025 .0232
Audit $ 27,000 $ 50,048 none .0446
Liability Insurance $ 190,905 $ 50,048 none .0446
Civil Def. ESDA$ 4,000 $ 3,92 8 .05 .0035
Social Security $ 215,000 $ 215,005 none .1916
Unemployment Ins. $ -0- -0- none -0-
Workers Comp. $ 230,000 $ 230,041 none .2050
Total:
$1,986,999 $1,939,418
1.7283
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Summary of chanties:
Corporate: No levy for the past few years. The levy for Corporate is the primary
source of property tax for many cities across Illinois.
IMRF: Reduction of $74,024 due to phase-in rate of 10.68% effective in 2010
versus the actuarially annual required contribution rate of 13.31% previously
announced by IMRF.
As we discussed last year, to ease the impact of the over 8 billion dollar
investment loss in IMRF over the last few years, IMRF has offered an optional
phase-in rate of 10.68 beginning in 2010. The lower rate is facilitated by IMRF
modifying two actuarial techniques:
• Changing the amortization period for over and under funding to 30
year rolling for taxing bodies;
• Widening the 15% corridor to 20% which allows a greater amount of
investment losses to be carried forward in the five year smoothing
period.
These changes will allow the market to "catch up" to the rebound in regular
stock market returns.
Fire Protection: No increase on levy.
Fire Pension: No increase on levy.
Police Protection: No increase on levy.
Police Pension: No increase on levy.
Cemetery: No increase on levy.
Audit: Decrease on levy to $27,000. $50,000 was levied last year to pay for the
expense of two audit years paid in 2009.
liability Insurance: Increase on levy to $190,905 to reflect the actual amount
paid for liability insurance by the city.
Civil Defense ESDA: No increase of levy.
Social Security: No increase of levy.
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Unemployment Insurance: No levy for 2009. Has been levied in preceding
years.
Workers Compensation Insurance: No increase of levy.
Levy amounts vs. extension amounts may vary when actual extension is
computed by the County.
Finally, our schedule to deal with our tax levy will be as follows:
Tuesday, November 9, 2010 - Committee review and recommendation to the
full
Council for action on the dollar amounts of the
2010 Tax Levy Ordinance.
Tuesday, November 16, 2010 - First Reading of Tax Levy Ordinance at Council
Meeting.
Tuesday, December 7, 2010 - Second and Final Reading of Tax Levy Ordinance
Wednesday, December 10, 2010 - City Clerk files certified copy of Tax Levy
Ordinance with Fulton County Clerk.
Please advise if you have any questions. I look forward in discussing these items with
you in committee.
Motion and second were made by Aldermen Schenck/Sarff to draft an ordinance
reflecting proposed amounts- which include a reduction in IMRF, Audit and an increase
in liability insurance.
The Motion carried by voice vote and was unanimous.
PARC Grant Proposal
Alderman Reed explained he would like a resolution of authorization, and a 10% MATCH
for the $600,000.00 grant. This grant is for improvements to the south/north boat ramp.
The estimated cost will be provided next Tuesday night. Drawings will be provided for
the campground area. Six cabins will be proposed around the beach area. The
estimated cost for the cabins will be included in the proposal.
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Alderman Reed welcomes any suggestions or comments. This grant application must be
post marked by November 29th, 2010 by S:OOpm to be considered for the grant.
Attorney Peterson stated this is a reimbursable grant, so funds are required upfront.
Motion and second were made by Aldermen Schenck/Rivero to direct the City Attorney
to draft a resolution and direct the City Engineer to prepare a summary of the three
proposals for Council to take action at the next Council meeting.
The motion carried by voice vote and was unanimous.
The Finance committee adjourned at 7:08 p.m.
Legal & Ordinance
Alderman Dave Pickel, Chairman
Update on former eolf course property
Attorney Peterson stated approximately 40 acres were sold to IPAVA state bank. This is
on the south side of the property. Around October 215Y, Max Kumer dropped off a
drawing to Maurer and Stutz. The drawing is an indication that he wants to purchase
the property. Last week the City was contacted by a business owner that he would like
to buy 5 acres of the property for his business. No zoning petitions have been filed.
Off Premise Sien
Attorney Peterson did research to see how other communities are monitoring the
electronic signs. Attorney Peterson suggested breaking up the ordinances into two
separate phases-One for bill boards and one for electronic message boards.
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49 South Main
City Administrator Jim Snider stated Maurer and Stutz are currently involved with the
permit process. Additional information will be provided at a later date.
Alarm Svstem review of Ordinance
Attorney Peterson stated the City has a license for alarm systems. The City would like to
make some simple clerical updates in the existing ordinances. The renewal fees have
not been previously tracked. Discussion needs to take place if renewal fees should be
assessed, and if false alarm fees should be assessed.
Collection Boxes
Alderman Ellis reported that he received some phone calls regarding green collection
boxes placed around the City for clothing and shoes. The question came up about
where these items went.
The name on the box is Second Chance Recycling-which is afor-profit company.
Currently none of the profit from the clothing/shoes is going to anyone within the City
of Canton. This company has not obtained a second hand dealer's license, and they
have now been informed that they need a license. Attorney Peterson stated this is not a
local church, Good Will, or Salvation Army drop off. The concern is that these boxes are
not related to any business in town.
liquor License Ordinances
Alderman Reed would like to see more discussion about the number of liquor license
allowed- and the ordinance reviewed by the committee. He requested that this item be
added to the Clerical Committee agenda under legal and ordinances next month.
(December 14tH)
The Legal & Ordinance Committee adjourned at 7:25 p.m.
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Community & Industrial Development
Alderman Jorge Rivero, Chairman
Update from Mark Rothert SRPED Executive Director
Mark distributed the following report and discussed the areas below:
DEVELOPMENT UPDATE
Downtown/Former IH Site:
• Scrapbook Dreams, Dave Lewis Studio and Fuller's Jewelry have started their facade
work.
• Main Street meeting on 10/29 to discuss downtown issues.
• Canton Main Street made a trip to Pontiac, IL on 10-21-10 to do a community site
visit to learn best practices, particularly their mural program.
• Gauging interest for facade program on Elm Street that the city might consider for
next year's budget.
• Received notification of $455,000 in Illinois Transportation Enhancement Program
funding for streetscaping in downtown Canton. This will require an
intergovernmental agreement to be approved later with IDOT.
Special Events/Tourism:
• Please see attached Tourism Report from Dana Smith.
• SRPED is interested in putting together a Tourism and Marketing Advisory
Committee, anyone of interest should contact Dana Smith at 309-647-2677.
Business Development, 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:
• Applying through USDA for Rural Business Enterprise Grant to obtain more funding
for low interest loans.
• McDonald's is undergoing its own facade renovation
• Rent-A-Center plaza area is also undergoing a facade renovation
• Planning an entrepreneur workshop with Spoon River College to occur early next
year
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• Working with various local entrepreneurs about starting businesses and expanding
Grant Work:
• Performed grant administration and reporting for DCEO, USDA, and Hotel/Motel tax
grants.
Other:
• The SRPED board met on November 4, 2010.
MARKETING UPDATE
General Marketing
• Secured location for display of All-America City quilt in February, 2011.
• Began process of getting quotes and securing advertising for "Goodie Bag"
distribution at the Turkey Tournament in November.
Canton Main Street
• Coordinated two joint meetings of Promotions and Organization Committees to
set develop plans for Munchkin Masquerade.
• Attended Canton Main Street Coffee at Crawford's.
• Developed news release for First Friday promotion, and placed advertising.
• Delegated design of "Goodie Bag" labels to Cathy Hauk of Scrapbook Dreams.
• Coordinated completion of 50 "Goodie Bags" for distribution during Scenic Drive.
• Attended Canton Main Street Board meeting on Friday, October 29.
• Coordinated distribution of Canton Main Street "Pick Your Poe" Big Read
Materials with Emily Cleer.
• Conducted on-air interview to promote Munchkin Masquerade and First Fridays
Downtown on October 28.
• Completed preparation for Munchkin Masquerade and oversaw event.
• Was part of a site visit to Pontiac, IL, on October 21, to look at "best practices" of
an established Main Street community.
WMBD Marketing Campaign
• Coordinated final placement of nine 30-minute commercial on WMBD Channel
31 and FOX 43, airing over the first two weeks of October.
Scenic Drive
• 12 vendors set up the first weekend of the Drive, an increase of five over last
year.
• Networked with vendors on ways to attract new one to Canton.
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• Met with the Business & Community Development committee of the Canton
Area Chamber of Commerce to discuss ways that the CACC and Main Street can
assist with the expansion of the event
• 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.
• Passed out 50 Goodie Bags during the two weekends of the Drive.
Website
• Began work on developing the Tourism/Visitors section of the website, beginning
with Festivals & Events.
• Began updating Calendar of events with photos and more extensive
• Began process of developing a 12-month marketing plan to develop the website
into a tool to attract visitors and tourism.
Workforce Trainine Funds Request
Mark Rothert distributed the following report and discussed the items below:
BACKGROUND
Cook Medical is ready to re-start the testing process for employment at their new
facility. Eligibility to work at Cook Medical requires interested applicants to pass a set of
four ACT WorkKeys examinations. Cook has utilized Spoon River College and Careerl_ink
in the past to administer the testing process for prospective applicants through ACT
KeyTrain training and WorkKeys testing modules.
ACT charges a total of $25 per person to score a set of tests. Originally, a grant through
the Illinois Department of Commerce and Economic Opportunity paid for test scoring of
over 1,000 people who tested from 2009-2010. Those funds however ran out on June
30, 2010.
Since expiration of the DCEO grant, Cook has identified Spoon River College (SRC) and
ACT as partners to administer future training and testing processes for prospective job
applicants. SRC has the license for all ACT WorkKeys programs including KeyTrain,
WorkKeys testing, and Career Ready 101. SRC will enroll each person interested in
employment at Cook through these programs in order for them to receive a Career
Readiness Certificate and an opportunity to apply with Cook.
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However, with the DCEO grant depleted, a new source of funding is needed to help
offset the training/testing costs. Applicant fees for testing are not seen as an option to
Cook.
Proof of success from the ACT WorkKeys testing and training program is seen through
prior test passage rates that are above 95%. This high passage rate also adds value to
our workforce as other employers can also take advantage of this skilled and trained
workforce.
FINANCIAL IMPACT
$6,000 in IH TIF funds have been identified as a possible source of funding for several
reasons:
• Workforce training is an eligible TIF expense.
• Cook has made a large investment in the IH TIF increasing its equalized assessed
value substantially.
• Cook did not ask for any TIF incentives for their medical device manufacturing
facility.
Based on historical records of testing over the past year, SRC estimates that around 20
people per month will likely go through testing in the next year. At $25 per person, up
to $6,000 in IH TIF funds will be needed to cover ACT's test scoring costs. SRC does not
receive any of these test-scoring fees.
RECCOMENDATION
Approval
Motion and second were made by Aldermen Sarff/Picket to approve the request for the
workforce training funds in the amount of $6,000.00 from the IH TIF fund and send to
Council for Consideration.
Prospective applicants would contact Spoon River College at 647-6260 sign up for a
date, and come in for the exam. The application is then sent to Cook's Human Resource
department.
The motion carried by voice vote and was unanimous.
The Community & Industrial Development Committee adjourned at 7:40 p.m.
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NEGOTIATIONS, GRIEVANCE & PERSONNEL
Alderman Larry Sarff, Chairman
Pension Reforms
Mayor Meade reported:
The City received information from the Municipal league about legislation regarding
pension reforms. An amendment may be presented that would require municipalities
to fund police and fire pensions. If municipalities are not funding at a designated rate,
they would be able to take revenues from other sources within the City
IML has asked municipalities not to do this kind of activity. A resolution will be
presented next week for approval under new business.
Comptroller Position
Mayor Meade reported that the City is in the process of posting ads and re-advertising
for the position of a comptroller.
Interim Fire Chief
Interim Fire Chief will start next Monday. Public Safety Director will resign on
November 15, 2010.
The Negotiations, Grievance and Personnel Committee adjourned at 7:45p.m.
Adjournment
TO DISCUSS PUBLIC WORKS ,POLICE NEGOTIATIONS ,PERSONNEL AND PENDING
LITIGATION
Cit r
~~ ~~~~
Diana Tucker
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