Loading...
HomeMy WebLinkAbout07-26-2011 Mechanical Committee Meeting MECHANICAL COMMITTEE OF CANTON CITY COUNCIL Tuesday, July 26, 2011 Donald E. Edwards Way Historic Depot 50 N. 4th Avenue Canton I161520 Aldermen in attendance: Aldermen Schenck, Fritz, West, Nelson, Ellis, Pickel, Hartford, Pasley Aldermen Absent: Staff in attendance: Mayor Kevin Meade, City Administrator Jim Snider, City Treasurer Aaron Anderson, City Clerk Diana Tucker, City Attorney Chrissie Peterson, Police Chief Dan Taylor, Fire Chief Keith Frank, SRPED Mark Rothert Others in attendance: Dan Oaks, Jay Smith, Scott Stockman, Phil Fleming Media in attendance: John Froehling from the Daily Ledger, Teri Bibo from The Peoria Journal Star Video Services by: Joe Ginger Mayor Meade called the meeting to order at 6:30 p.m. Public Safety & Traffic Alderman Jim Hartford, Chairman POLICE REPORT Chief Taylor reported: Officer Williamson graduated from the police institute earlier this month and will be working with the department at the beginning of September. Chief Taylor spoke with the Wesley Church Women's group. Chief Taylor went to Springfield Missouri for the state review board meeting where he serves as an alternate for the board. The board is for the mid- state organized crime information center. The organization is for nine states in the Midwest that does intelligence sharing. Canton has been a part of this organization for the last fifteen years. Chief Taylor was in Washington DC for the BeSTOW symposium. The trip and all costs incurred were covered by the federal government. FIRE REPORT Chief Frank presented the monthly fire report. Chief Frank reported that Tom Shubert will be in charge during Chief Frank's absence next week. ORDINANCE CREATING ADDRESS NUMBERS ON HOMES/BUILDINGS Attorney Peterson stated that a few situations have occurred that have caused the fire department and the police department to struggle in finding some homes due to the missing house numbers. Attorney Peterson further explained the need to make sure that all homes/buildings have numbers to properly identify the proper address displayed. All vacant lots will also be required to display the numeric address on the curb or a sign. The size of the numbers displayed on all homes/buildings and lots would need to be three inches or larger. Attorney Peterson stated that residents will be notified in their water bills to remind citizens about the requirements and they be allowed time to put the numbers on the homes/buildings and lots before action is taken. The same fine would apply for violation that applies to all other building codes. Motion and second were made by Aldermen Hartford/Ellis to send to Council for consideration the ordinance with the amendment to allow both numeric and written house numbers on all homes, buildings and lots. The ordinance would also indicate that a fine would be imposed for violation of the ordinance. The motion carried. POSTAGE MACHINE PURCHASE City Clerk Diana Tucker explained that she received three quotes from Pitney Bowes for a postage machine to use in the Clerk's office. The recommendation was to lease the model DM400 Automatic Mailing System. The lease includes full maintenance, professional installation and training, and purchase Power. The retail price is $297.00 per month, however Pitney Bowes was able to offer a discounted government price in the amount of $114.00 per month. The City could select three different terms ranging from 39 months, 51 months of 63 months at the same price. Diana further explained that the largest volume of mail would be with accounts payable. The City currently sends out a large volume of mail monthly by mailing out checks due to various vendors. Alderman Ellis asked if the water department has a postage machine and if the City could use the same machine in water department. Diana will gather additional information on the type of machine used in the water department and bring additional information back next week. POLICE SERGEANT PROMOTION Chief Taylor would like to ask for approval to allow the police commission to make a Sergeant's promotion at their next meeting scheduled for August 11, 2011. The promotion is being requested due to Sergeant Mill's letter of resignation effective August 28, 2011. Motion and second were made by Aldermen Hartford/Ellis to send to Council for consideration. The motion carried. The Public Safety & Traffic Committee adjourned at 6:45p.m. Streets & Garbage Alderman Justin Nelson, Chairman DOWNTOWN TRAFFIC PATTERN City Administrator Jim Snider explained that the downtown traffic pattern has been discussed for several months. The strategic planning meeting had conversation about the downtown traffic pattern and suggestions have been brought forward and meetings were held with the downtown business owners. City Engineer Keith Plavec distributed a map and explained the sections that would be designated as one-way traffic and the sections that would be designated as two-way traffic. Discussion took place regarding parking in the downtown area. A section of parking will be designated to allow angle parking, while other sections will have parallel parking. Motion and second were made by Aldermen Hartford/Nelson to send to Council for consideration. The motion carried. INDUSTRIAL PARK- PARKING ISSUES Alderman Nelson explained that previous discussion took place regarding trailers that were parking along the side of the road at the industrial park and tickets issued for parking violations. The issue pertains to the trailers parked on the side of the road at the industrial park. City Engineer Keith Plavec explained that he contacted Joe Davis about putting in a couple of lots for truck parking at the industrial park. Joe Davis explained that he was contacted about a business opportunity to put in the lots, however he did not hear back and the issue was dropped. Alderman Nelson stated that previous discussion took place about the City putting in a lot and creating a fee structure. Alderman Schenck said that it is an idea that should not be discarded. The need exists to have a place for parking that would be more attractive than having trucks parking on streets. Keith discussed looking at the eligible costs for the TIF regarding the parking lot. Keith will bring additional information back for further discussion. ADDITIONAL FUNDS FOR SIDEWALK PROGRAM An application for sidewalk funds was received from a property owner at 335 West Spruce to place a sidewalk on both sides of his property. The total cost would be $2265.00. The fund currently only has $460.00. The balance remaining would be $1805.00 needed to cover the expenses. The applicant said he would be willing to do half of the work this year and have the remainder of the work done next year if they City would not allow for the additional funding to complete the project this year. City Administrator Jim Snider explained that the City is trying to approach the requests as they come forward beyond what was originally budgeted. Keith Plavec explained that the requests have slowed down and currently the City only has one additional request pending. The Council would need to decide how they are going to proceed with the sidewalk fund. A determination would need to be made if they City is going to allow for the current request plus the pending application and close the program, or if the Council is going to consider each request as they are made. Motion and second were made by Aldermen Nelson/Hartford to add $3500.00 to the request for the property at 335 West Spruce plus the pending application. The motion carried. JAMMIN FOR JUDE The Jammin for Jude event is currently schedule for August 27, 2011. Scott Stockman addressed the committee regarding the event. All proceeds go back to St. Jude. The request is to close Elm and East Side Square down to Official Time Out on Elm and White Court to Chestnut Street. Scott explained that he visited with business owners on the square and he did not receive any complaints from business owners. The only concern brought forward was to have port-a-potties available so business owners would not be having people coming in just to use their restrooms. Twenty-Two area bands will be here to entertain during the event. The events will be held at Official Time Out and Jones Park. The music type will vary from Christian to blues, country and Jazz music. Children's activities will be held that will include face-painting and other fun events. Scott explained that he is expecting a very large crowd with the possibility of over 1000 people attending. The event flyers have been distributed to surround communities and donations have been received from as far away as Miami Florida. Mark Rothert explained that the Hotel/Motel tax funds can be used to promote tourism, so this event would qualify to have some funding from the Hotel/Motel tax. The port-a-potties funding could come from the Hotel/Motel tax fund. Alderman Nelson suggested closing the Chestnut Street extension to allow additional room for the event. Motion and second were made by Aldermen Nelson/Ellis to accept the request for the street closure and send to Council for approval. The motion carried. Aldermen Ellis asked Scott Stockman to come to the Council meeting next week with the cost for rental of port-a-potties to be used during the event. The City would consider using funds from the Hotel/Motel tax fund to cover the cost of the port-a-potties. The Streets & Garbage Committee adjourned at 7:15p.m. Lake, Buildings & Grounds Alderman Eric Schenck, Chairman IDNR BAAD GRANT Alderman Schenck explained that previously Alderman Reed went through a process for the rehabilitation of the boat ramp on the south end of Canton Lake. Maurer and Stutz developed a plan and a cost estimate of approximately $73,300.00 to rehabilitate the lake. The information was submitted to IDNR. Alderman Schenck would like to request to resubmit the grant in the same amount that was submitted last year and to ask Attorney Peterson to draft a resolution to authorize the Mayor to sign the grant proposal. Keith Plavec suggesting increasing the proposal from last year by a 5.0% increase. Keith will also bring information forward regarding the cost for adding a restroom to the section of the lake discussed. Motion and second were made by Aldermen Schenck/Hartford to send to Council for consideration. The motion carried. CONCESSION STAND & BATHHOUSE UPDATE Alderman Schenck reported that previously up to $1500.00 was authorized to make improvements to the concession stand at Canton Lake. Keith Plavec gave an update on the repairs to the concession stand. A steel roof cost would be $780.00 in material costs. A better quote was received for a steel door for the cost of $900.00. These two costs would raise the amount from $1500.00 up to $1730.00 The blocks at the bathhouse are in good condition, however deteriation is obvious in the roof. The electrical panel is missing a cover that would need to be put back on. A steel roof would be $1250.00. Approximately $1,480.00 would be required to make improvements to the bathhouse Motion and second were made by Aldermen Schenck/Hartford to approve an additional $1500.00 to bring the buildings up to public safety standards and to discourage vandalism. The motion carried. NORTH SHORE LOT LEASE UPDATE Alderman Schenck reported that a public meeting took place with lease holders at Canton Lake and consideration is in place for bids for surveys. A meeting took place last week with the township and the county engineer and commission to discuss the roadway. The approximate cost would be $100,000.00 to do the road repairs that are needed. A meeting will be scheduled with the county to discuss other issues, however a plat for this area is still top priority. A survey would be needed to determine and identify what people tease compared to what they think they lease, or to determine if they are encroaching on City property. Proposals can be received from surveyors to see what the cost would be. Motion and second were made by Aldermen Schenck/Hartford to ask Maurer and Stutz to draft information to bid out the survey work for the purpose of developing a plat of the eighteen areas at Canton Lake. The motion carried. Further discussion took place regarding the cost for each lot. The total cost could be approximately $13,000.00 for the survey. Alderman Schenck explained that the City has a few vacant lots that the City could recover some of the funds. Alderman Schenck suggested that Attorney Peterson ask lot lease holders to be considerate of the lot sizes (80 X 200 feet). Attorney Peterson will send a warning to the lease holders not to encroach upon City property. BOAT DOCK AND SHORLINE REGISTRY PROPOSAL Alderman Schenck explained that a variety of improvements have occurred at Canton Lake such as docks, boathouses etc. One of the ideas would be to perform a survey or registry of the boat docks that extend into the lake. The City does not want to have boat docks that are in poor condition that could be a public safety issue. A suggestion would be to proceed with a survey of what exists and a registry of the docks that would be deemed safe. Motion and second were made by Aldermen Schenck/Ellis to proceed with a survey of what is at the lake with the idea of registering the existing docks that are authorized and in safe condition. The motion carried. SIGNAGE FOR THE LAKE Alderman Schenck explained that previous ordinances have been implemented that deal with no trespassing, parking issues, and speed limits. Signs need to be put into place to enforce the ordinances. Alderman Schenck would like to authorize the Street Department to purchase the signs. The signs shall not to exceed $1000.00 Motion and second were made by Aldermen Schenck/Hartford to authorize the Street Department to purchase the signs not to exceed $1000.00 The motion carried. 61 EAST SIDE SQUARE UPDATE Mark Rothert reported the following: The following are activities that the SRPED has undertaken to market the property in the last month: • Discussions with three local businesses concerning relocation to the property. • Provided a site visit to one local business. • Research into retailers that would be suitable for the property and find Canton's area demographics attractive. • Compilation of Peoria area business list for a future mailing. Future Actions: • Email blasts to Canton Chamber of Commerce members to solicit local interest in the property. • Window dress the property to make it look more appealing. ~ Create and send a marketing mailer to Peoria area retailers and businesses about the p rope rty. • Set up meetings with interested parties/provide site visits. • Set the property listed through a hired realtor on the multiple listing service. Discussion Topics: • Additional improvements to the property (parking lot, alley, services to the building) • Sale Price • Private use vs. public use ( and debt certificate payback implications.) Further discussion took place regarding additional improvements to the property, the sale price and private use vs. public use. Alderman Schenck stated the first option is looking for a good buyer to occupy the property as- is. The second option is to lease the property or keep the property and use for public purpose. The idea of doing a commercial listing is a logical way to promote the property. Pricing and payback will be discussed in more detail during executive session. Alderman Schenck further explained that his first option would be to sell the property to a good buyer, but if a buyer is not interested other options need to be considered. Further discussion took place regarding the surfacing of the parking lot. Some items need to be reviewed prior to surfacing the lot. ILLINOIS RIVER BY-WAY Alderman Schenck explained that Canton is on the by-way and additional signage is being considered to promote the byway. Alderman Schenck discussed the importance of the byway and various programs that will help make Canton's tourism improved. One program to consider would be a geocaching program. A birding guide has been added to improve the by- way. These are both exciting items to share about a way to move to make Canton more tourism friendly. SWIMMING AT CANTON LAKE Do to the recent extreme temperatures several people have been reported swimming at the lake. Alderman Schenck asked Chief Taylor and Attorney Peterson to review the ordinance pertaining to swimming and bring it back for further discussion. This will be discussed further at the next Lakes, Buildings and Grounds Committee meeting. The Lake, Buildings & Grounds Committee adjourned at 7:50 pm Public Works, Water & Sewer Alderman Gerald Ellis, Chairman FINAL APPLICATION FOR PAYMENT FROM WALKER EXCAVATING FOR MANHOLE RAISING PROJECTS IN THE AMOUNT OF $38.429.11 Keith Plavec explained that this is the first and final pay request to raise manholes. The application was done as part of the long term control plan program. This would be paid from the bond funds. Motion and second were made by Aldermen Ellis/Schenck to send to Council for consideration. The motion carried. BID RESULTS FOR WATER MAIN CONNECTION FOR WELL Keith Plavec explained that the low bid for the water main connection project was from Leander for $43,650.00. The engineers estimate was between $35,000.00-$40,000.00. The project would be paid from the bond funds. Motion and second were made by Aldermen Ellis/Schenck to send to Council for consideration. The motion carried. BID RESULTS FOR WALNUT STREET SANITARY SEWER RELOCATION Keith Plavec explained that the low bid for the Walnut Street sanitary sewer relocation project was $55,997.00 from Lavadiere Construction. The engineers estimate was $60,000.00. The funding for this project would be paid from DCEO grant funds. Motion and second were made by Aldermen Ellis/Nelson to send to Council for consideration. The motion carried. BID RESULTS FOR WWTP UV DISINFECTION Keith Plavec explained that the low bid for the WWTP UV disinfection project was $1,549,000.00 from Leader Construction. The engineers estimate was $1,500,000.00. The project would be paid from the bond funds. The list of sub-contractors has been provided to the City. Keith Plavec further explained that scheduling will be especially important with this project and he will stress the importance of keeping with the schedule. Motion and second were made by Aldermen Ellis/Hartford to send to Council for consideration. The motion carried. IH SITE FENCE BIDS Keith Plavec explained that the low bid for the IH site fence project was $5,652.00 from Hohulin Fence Company. The project will be paid from the TIF funds. Motion and second were made by Aldermen Ellis/Nelson to send to Council for consideration. The motion carried. APPLICATION FOR PAYMENT FROM OTTO BAUM FOR CHESTNUT STREET EXTENSION IN THE AMOUNT OF Keith Plavec explained that the actual cost would be $47,658.60 and would be paid partly from the TIF funds. Motion and second were made by Aldermen Ellis/Hartford to send to Council for consideration. The motion carried. APPLICATION FOR PAYMENT FROM OTTO BAUM FOR 3RD AVENUE EXTENSION IN THE AMOUNT OF Keith Plavec explained that the application is for $263,231.82 which closes out the account. The paperwork will be finalized from the funding groups. Motion and second were made by Aldermen Ellis/Nelson to send to Council for consideration. The motion carried. 3RDAVENUE EXTENSION CHANGE ORDER FROM OTTO BAUM INC Keith Plavec explained that the change order is in the amount $324,051.42 to finish the project. Paperwork will be submitted to seek reimbursement. City Engineer Keith Plavec will provide a spreadsheet to better itemize the funding for the project. Motion and second were made by Aldermen Ellis/Hartford to send to Council for consideration. The motion carried. Alderman Schenck asked what our current balance is in the TIF funds. Aaron Anderson explained each month on the Treasurer's report transfers between the general fund and the TIF are listed. The funds used to construct the building at the old Drow lot are not TIF eligible. City Treasurer Aaron Anderson and Comptroller Caty Campbell are currently working at narrowing the liability to the general fund. EXCAVATOR RENTAL Keith Plavec explained that previous activity took place to remove the concrete which left a pile of dirt and concrete on the property. A quote of $4500.00/month from Kinsel Excavating was received to use their excavator. Gary Kinsel would bring the excavator to the site, but the City would be responsible for insurance and fuel. Keith is asking for Council approval to approve the rental of the excavator. A quote from Caterpillar was $5700.00 was received however it did not include delivery of taking the excavator back. Motion and second were made by Aldermen Ellis/Nelson to approve the rental of the excavator from Kinsel Excavating in the amount of $4500.00 and send to Council for consideration. The motion carried SANITARY SEWER EASEMENT AT IH SITE Attorney Peterson explained that an easement was reserved for the project of a sanitary sewer easement. The City is asking to release the easement and move the sanitary sewer 10 feet north. Grant funding is currently available for the project. Motion and second were made by Aldermen Ellis/Nelson to authorize attorney Peterson to talk to the Cook group about moving the easement 10 feet north. The motion carried. ADJOURNMENT Motion and second was made by Alderman Ellis/Hartford to adjourn to executive session for the purpose of personnel, pending litigation and land sale The motion carried. mittee adjourned at 8:30pm _ ~~a cker City Clerk