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HomeMy WebLinkAbout12-13-2011 Clerical Committee Meeting Minutes CLERICAL COMMITTEE Tuesday December 13, 2011- 6:30 p.m. Donald E. Edwards Way 50 North 4th Avenue Canton IL 61520 Aldermen in attendance: Eric Schenck, Jeremy Pasley, Jeff Fritz, Craig West, Justin Nelson, Gerald Ellis, Dave Pickel, Jim Hartford Aldermen absent: Staff in attendance: City Clerk Diana Tucker, City Attorney Chrissie Peterson, City Administrator Jim Snider, Mayor Kevin Meade, Comptroller Caty Campbell, Treasurer Nickie Marter, Police Chief Dan Taylor, Fire Chief Keith Frank, Joe Ginger Video Services. SRPED Mark Rothert In the audience: Phil Fleming News Media- John Froehling from Daily Ledger. Finance Alderman Craig West, Chairman BILLS Discussion: Page 21 of the bill list reflects an invoice to Hlnshaw and Culbertson for an arbitration hearing with Navistar. Motion and second were made by Aldermen West/Pickel to send to Council for consideration. The motion carried by voice vote and was unanimous. TREASURER'S REPORT The total available cash at the end of November was 1.5 million dollars. The total investments for all funds total 6.3 million dollars. The general fund revenue reflected on the budget comparison report was $546,683.00 which resulted in a loss of the general fund in the amount of $48,341.00. The city paid for salt for the upcoming winter season which contributed to a large portion of the loss. The water and sewer fund had a gain in the amount of $229,000.00 for the month of November. Motion and second were made by Aldermen West/Fritz to send to Council for consideration. The motion carried by voice vote and was unanimous. PURCHASE OF NEW DETECTIVE VEHICLE Chief Taylor reported: In keeping up to date with your Police Department's 5-Year Fleet Plan I am requesting to replace the current detective vehicle with approximately 90,000 miles. This vehicle currently needs four new tires and has experienced approximately $500 in different small repair costs over the past year. This vehicle was purchased in 2003 with a life expectancy of 8 years. It is very important that your detectives drive mechanically sound cars not only for their safety but also due to the many out of town investigations, court, evidence trips to the Morton Crime Lab, obtaining search warrants, etc. The city council ear marked $18,000 out of this year's police budget for the replacement of this vehicle. This is the final administrative vehicle in the fleet and it should be 5 or 6 years before another administrative vehicle will need to be purchased. The state bid for $21,500 with Green Chevrolet out of Jacksonville and they will give us $3,100 as a trade in for the detective vehicle Total cost =$18400. In checking locally, Art Hossler Auto Plaza advised that they would match the state bid at $18,400. In checking with Davis Ford they can offer a comparable vehicle for $18,376. The list price of the vehicle is $24,100.00. Davis Ford is offering $4000 for the trade and $2000 in rebates for the final price of $18,376 which includes title and registration transfer. I respectfully request authorization to purchase a vehicle for a total cost with title, registration, and trade in of $18,376 of this amount $18,000 will be coming from the budgeted police department capital line item and $376.00 coming from the Vehicle Fund. Motion and second were made by Aldermen West/Pickel to send to Council for consideration. The motion carried by voice vote and was unanimous. MIDAMERICA NATIONAL BANK REMOTE DEPOSIT Comptroller Caty Campbel) reported: After getting acquainted with the Desktop Deposit at Wells Fargo that Aaron Anderson had implemented, I have decided that it would be beneficial to also obtain the Remote Deposit at MidAmerica National Bank. This will eliminate the wait on deposits until I make the bank run, because I can make them from my desk as soon as I receive the money. This means we are going to start earning interest immediately as well as making funds available earlier. I rarely make cash deposits to MANB, so this essentially eliminates any wait time on deposits. Purchase price for a Panini (MY.VX50.1.SF) scanner $995.00 One-time installation and licensing fee $50.00. Monthly service charge if scanner is purchased $50.00. Monthly service charge if scanner is rented $80.00 May be a small fee for each check scanned.* I recommend that we purchase the scanner. The rental price will pay for the scanner in less than 3 years, so it is better to just invest in the scanner. I am trying to determine if the scanner we already have will be able to be used for the deposit, because that would save us from purchasing a new scanner. I am working with Leigh at MANB to determine software compatibility. We would be charged .05 cents per check. I mentioned that we are not paying a per check fee with Wells Fargo, so Leigh is going to check to see if we have a waiver to eliminate that charge all together. Fees will be paid out of the administration department's professional services. Alderman Nelson suggested checking with other banks to see what they would charge. Alderman Fritz asked how often deposits are made at MidAmerica National Bank. Caty Campbell explained that deposits are made once per week. Alderman Fritz asked if the expenses would be cost effective and further questioned if the service would be worth the costs associated with the system. Alderman Nelson explained that some of the fees would be offset with other fees assessed. Alderman Nelson further explained that the desktop system also provides additional security for the city in their banking transactions. Mayor Meade explained that the city continues to look at ways to modernize the city processes and further information will come forward regarding the use of technology for improvements in operations. Motion and second were made by Aldermen West/Pickel to send to Council for consideration. The motion carried by voice vote and was unanimous. 2012-2013 BUDGET SCHEDULE City Administrator 1im Snider reported: Work on the 2012-2013 budget has begun. Each department is preparing their respective budget with the new templates I set up last year. I am working on a report that shows how our 2010-2011 budget is doing year-to-date. I wilf present that report at the January 10th Clerical Committee Meeting. I would like to schedule a strategic planning session with the council on Saturday, February 4tn so that we can prioritize the list of capital items for the budget. We would begin about 9:00 a.m. and conclude by 4:00 p.m. Please advise if this day works for you. Outlined below is a tentative schedule for our upcoming budget process: January 27, 2012 - Department Heads provide CA draft Expense Budget & Capital Requests February 4th - Strategic Planning Session February 29th - Draft Budget Delivered for Council Review March 6th - Budget Work Session: Reviewing Revenue Projections in all Funds and Expenses in the General Fund March 20th - Budget Work Session: Reviewing Remaining Expense Items April 3rd - First Reading of Proposed Budget April 17th - Public Hearing and Final Reading of Proposed Budget PURCHASE OF NEW DOORS FOR STREET DEPARTMENT City Administrator Jim Snider reported: The Street Department Garage is in need of 6 new doors, two on the front and 4 on the back. We have quotes from Wayne Dalton and Crawford & Brinkman on the six doors at $10,149 and $10,849 respectively, including installation. The Building and Grounds has $7,200 for the doors under Capital line item 1-55-504. I am seeking permission from Council to pursue the purchase of the doors from Wayne Dalton for $10,149. Motion and second were made by Aldermen West/Fritz to send to Council for consideration. The motion carried by voice vote and was unanimous. APPLE IPAD II PURCHASE City Administrator Jim Snider reported: Our Administration Capital Budget has a line item of $20,000 for computer hardware and software upgrades. I have received feedback from some on the council as to the value of going to an electronic agenda in order to save money over the long term. Many cities and other local governments across the country have recently made the same step with the advent of the Apple IPAD. The IPAD2 is an extremely user-friendly device that is quickly making the laptop computer a thing of the past. Cost efficiency, environmental friendliness and convenience are the three reasons why local governments are piloting the revolutionary product. After downloading an agenda, council members and staff will also be able to keep better track of notes through the iAnnotate software application. The program allows the user to make notes and comments on the agenda packet and to have a complete history of previous agendas. You can also bookmark agenda items, highlight, underline, write notes on the packet material, and perform other functions such as using the Internet, sending e-mail and accessing calendars. Outlined below is total cost for the City to purchase 16 IPAD2s for council and administrative staff. This amount will be offset by our annual copy machine cost to produce the council packet, budget and reporting documents to the Council in the amount of $3000, not to mention the man-hours involved in copying the packet. $10,681.40 - 16 IPAD2s, Belkin Case Folio Black, 2 year extended warranty $ 6,075.00 - Good Technology Enterprise Exchange (software that allows the IPAD2s to utilize Microsoft Outlook -$1075 per year for product support beginning year two) $16,756.40 - Total fixed investment cost $ 480.00 - Monthly connectivity charge with Verizon Wireless ($30/per mo. per IPAD2) We also have the option to reduce our investment costs by allowing users to purchase their own device from the City. City Administrator Jim Snider explained that some of the above costs could possibly be negotiated to reduce the costs. City Administrator Jim Snider will do further research and bring additional information back next month. The finance committee adjourned at 6:50 pm legal & Ordinance A/derman Jeff Fritz, Chairman ANIMAL CONTROL AGREEMENT Further discussion took place regarding the proposal from the county. The county is recommending a higher share for the city to pay toward the animal control shelter. Alderman Fritz disputed some of the charges that that county wants the city to share in the proposed agreement from the county. Alderman Fritz explained that the city already provides water to the shelter at a single rate and now the county wants the city to pay 44% on top of this rate. Charging the city 44% will be "double dipping". Motion and second were made by Aldermen Fritz/ to continue to pay $10,000.00 as in the agreement and not pay retroactively as the county suggested. Mayor Meade suggested having the County Administrator and the City Administrator meet to discuss the actual costs and bring forward an agreement. Alderman Nelson further suggested having a representative from the shelter join the meeting with the County Administrator and the City Administrator. The actual fair share will be determined before a final decision is made. City Attorney Peterson explained that a letter was drafted in March 2007 from Mayor Rod Heinze to Attorney John Clark. Chief Fritz reviewed the letter at that time and made a recommendation on the letter. The letter explained that the $10,000.00 was agreed upon for a 12 month period and that other charges would not be assessed to the City. The letter explained that the City would pay $2500.00 and then make the payments of $2500.00 every three months after. There was no indication that either party wanted to go back and recalculate any costs. A copy of this letter was provided to George Hall and it would be further discussed with his board. City Administrator Jim Snider will bring further information back at next week's meeting. ONE WAY ALLEY The police department has been working with a group of college students on a community outreach project. The program researches a number of intersections in town to find solutions to make the intersections safer. The program is called "Operation Clear View". Lieutenant Brad Richards has worked with the group and recommends the alley be posted one way between Locust and Liberty Street. Chief Taylor recommends approving a one way from Liberty Place to Locust Street for south bound traffic only. Motion and second were made by Aldermen West/Pickel to direct Attorney Peterson to prepare an ordinance for review at next week's council meeting. The motion carried by voice vote and was unanimous. VINE AND AVENUE F-UPDATE RE: SPEEDING AUTOS Chief Fritz explained that a speed trailer is in place on Vine and Avenue F and the following information is being reported. Chief Taylor reported that 2351 traveled this area during the speed study. 404 vehicles were between 36 and 40 miles per hour. The average speed was 30 miles per hour. 41 vehicles were between 41-45 miles per hour. 14 vehicles were over 45 miles per hour. The posted speed limit for this area is 30 miles per hour. The speed study does indicate that the average speed was 30 miles per hour. Enforcement continues in the area and several citations have been issued. PUBLIC PARTICIPATION AT COUNCIL MEETINGS Chief Fritz explained that he received a few inquiries about the way public participation is currently set up. The agenda is made available on Fridays for the meeting to take place on the following Tuesday. If the council has an ordinance that is presented as the first reading and council votes to suspend the rules of that ordinance the public does not have the opportunity to participate under public participation. The current public participation rules states that anyone wanting to address the council must notify the City Clerk and be placed on the agenda before Friday at 12:00 noon. Alderman Fritz explained that if the second reading of the ordinance is suspended and the council votes on the ordinance it eliminates the right for someone to participate and address the council. Attorney Peterson will meet with City Clerk Diana Tucker to bring back suggestions. INSPECTION PROGRAM AT THE FIRE DEPARTMENT Chief Frank explained that the Canton Fire Department has resumed annual inspections of businesses. The fire department performs the inspections for the safety of the customers, the citizens and the employees. The inspections help the fire department become more familiar with the layout of various businesses which would be beneficial to the businesses if the department is called to their area for a fire. The first inspections were conducted at the city property and some deficiencies were found. These deficiencies will be brought forward for review and corrections. The legal and ordinance committee adjourned at 7:30pm Community & Industrial Development A/derman Jeremy Pasley, Chairman UPDATE FROM MARK ROTHERT SRPED EXECUTIVE DIRECTOR Mark Rothert reported: • MAIN STREET o Christmas Walk was a huge success. Thank you to City of Canton for assisting. • RETAII/COMMERCIAL/INDUSTRIAL DEVELOPMENT o I am working with Davis Sand and Gravel, Country Kennels, and BT Interiors to submit the proper paperwork for TIF reimbursement. o There were two public meetings held in regards to the North Canton Mine that were heavily attended by groups for and against the mine. The IEPA sponsored the hearings and is the remaining agency to grant permits for the mine. o I have been contacted by developers and brokers outside of Canton for expansion of a large retailer. Currently they are in preliminary stages of scouting for sites. o I have heard that several financial institutions will be expanding within the next year with renovation and newly expanded facilities. o Sent email to several retailers and restaurants about possible expansions to Canton. • CHANNEL 22 COMMMERCIALS 0 42 commercials are complete. They run on Thursdays and weekends. • TOURISM REPORT: o Please see the reverse for a report from Dana Smith. • OTHER: o SRC received word that its $4 million in state capital funds was released, drastically pushing forward the multi-use center project. The SRC board will meet Jan. 4 to discuss this issue. o Nearly $17.5 million in construction will be taking place at the Ameren Duck Creek power plant. Related to that the City of Canton, as the Enterprise Zone Administrator, recently signed off on state sales tax exemption certificates for the projects happening at the plant. The Community & Industria) Development Committee adjourned at 7:36 p.m. Negotiations, Grievance & Personnel Alderman Dave Pickel, Chairman Mayor Meade suggested a change in the meeting schedule for the end of December. The regularly scheduled council meeting will take place at 6:30 on December 20, 2011. The mechanical committee meeting originally scheduled for December 27, 2011 will follow the council meeting next week. The City will not hold a meeting on December 27, 2011. The Clerical Committee adjourned at 7:55pm ADJOURNMENT Motion and second were made by Aldermen Pickel/Pasley to adjourn the clerical committee meeting and go into executive session for the purpose of personnel and potential land sale. e o n ar ' by voice vote d'was unanimous. Dia uc r City Clerk