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HomeMy WebLinkAbout02-21-2012 Council Meeting Minutes A regular meeting of the Canton City Council was held on February 21, 2012 (6:30PM) in the Council Chambers, The Donald E. Edwards Way-50 North 4th Avenue, Canton, Illinois 61520. ALDERMEN IN ATTENDANCE: Alderman Eric Schenck (arrive at 6:35pm) Jeremy Pasley, Jeff Fritz, Jim Hartford, Gerald Ellis, Justin Nelson, Dave Pickel ALDERMEN ABSENT: Craig West STAFF IN ATTENDANCE: City Attorney Chrissie Peterson, City Administrator Jim Snider, City Clerk Diana Pavley, Mayor Kevin Meade, City Treasurer Nicole Marter, Police Chief Dan Taylor, Fire Chief Keith Frank, Interim Public Works Director Bill Terry MEDIA IN ATTENDANCE: Daily Ledger- John Froehling Video Services by Joe Ginger OTHERS IN THE AUDIENCE: Phil Fleming, Brenda Dilts, Eric Parsano, John McCarthy, Greg Arnett, Brenda and Alan Dilts, Lee Puleo, Greg White PLEDGE OF ALLEGIANCE OPENED THE MEETING FOLLOWED BY THE INVOCATION GIVEN BY PASTOR GREG WHITE ASSEMBLY OF GOD CHURCH ROLL CALL Yes No Absent Alderman Schenck X Alderman Pasley x Alderman Fritz x Alderman West X Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x PUBLIC PARTICIPATION Brenda Dilts-CACEI The following information was provided by Brenda Dilts: My name is Brenda Dilts, member of Canton Area Citizens for Environmental Issues, Canton Lake and its Watershed. For the past 4 plus years the members have worked to preserve and protect the area's environment, Canton Lake and Copperas Creek watershed which feed and recharges Canton Lake. In 2008 several area residents filed for an administration review hearing with the Illinois Department of Natural Resources concerning the granting of a strip mine permit to Capital Resources Development Company within this vital watershed. Since the late 1930's and into the mid 1970's Canton City government has seen the necessity of protecting the watershed and the area around Canton Lake. This protecting attention is still justified. Tuesday, February 7, at 9:OOam in Springfield Offices of IDNR the first of the final hearing conferences were held. Hearing Officer Jack L Price presided as two attorneys for the mining group and three attorneys for the IDNR presented their reasons for denying our request for the administrative review hearing. CACEI attorney Wentworth presented the concerns and facts CACEI had for the request for the administrative review. Hearing Officer Price made the decision that many of the concerns that CACEI had for the administrative review had merit and should move forward to a final hearing. At the close of the session, Hearing Officer Price said he would take the concerns under advisement and would contact the attorneys within two weeks and the attorneys would have a week to reply to his writings, then a final pre-conference date would be held where the final hearing date would be set. As many of you may have noted, Canton Lake is very low at this time due to the summer drought and lack of winter precipitation. A scenic drive at the Lake from the water treatment plant to the new boat dock, it is eye opener as to how low the lake is at this time. Each day millions of gallons of water are being pumped to serve the consumers of Canton Water. With the strip mines latest plan to divert water from West Branch Copperas Creek and tributaries and groundwater to Middle Branch Copperas Creek, Canton Lake will not have an adequate supply of water coming into Canton Lake. Canton Lake is the water resource for approximately 54% of the county's population when one considers the communities purchasing water from the city. The watershed also is the source of water for private wells to the many of the rural homes within the area of the two townships of Canton and Orion and community of Brereton. 2 CACEI has been consistent in working to preserve and protect the Canton Lake. It has taken the past 4 years to bring awareness to the community the jeopardy the lake would be in if this strip mine is placed in this location. It has been a learning experience as we poured over research, articles by experts, professional and even state and federal government concerning water, watersheds and drinkable water supply standards. The expense for the hydro geologist, legal work and research has been enormous. However, the people in the area cared and supported us. We are grateful for the support we have received from the local and county community, businesses and government officials. We look forward to the continued support as we move forward at Springfield in the next few months. Brenda Dilts CONSENT AGENDA Minutes of Council meeting held February 7, 2012 Minutes of Clerical Committee meeting held February 14, 2012 Motion and second were made by Aldermen Ellis/Fritz to accept the minutes, bills and treasurer's report as presented and place them on record. The motion carried by voice vote and was unanimous. COMMITTEE REPORTS: Finance- Alderman Craig West, Chairman SPENDING AUTHORITY/PURCHASING POLICY City Treasurer Nicole Marter provided the following information to the council regarding the spending authority and purchasing policy. The purpose of this document is to provide a purchasing policy and procedure as guidance for the City of Canton's operating departments in procuring goods and services. This policy is intended for use by City personnel as a general reference and will be revised for departmental distribution as policies and procedures require revisions or clarification. The policies and procedures set forth in the manual are meant to serve as guidelines and will not be applicable to every purchasing situation that may arise. When purchases that are not covered by this manual are necessary, they should be made in accordance with the objectives outlined below. 3 1. Purchasing services, commodities, materials, and equipment of sufficient quality at the most economical price available and which best meet the needs of the City; 2. Purchasing in an open, forthright, and ethical manner; 3. Purchasing in a manner which will comply with all local, state, and federal laws; and 4. Purchasing in a timely manner so that services, commodities, materials, and equipment are available when needed. Purchasing Function and Responsibilities: Sections 8-9-1 and 8-9-2 of the Illinois Municipal Code (65 ILCS 5/8-9-1) establish the dollar value for requiring sealed bids for public works contracts and municipal supplies. The City Council may by a 2/3 majority vote waive bids and negotiate purchases. The City currently utilizes the State threshold for sealed bids. Effective August 5, 2005, Public Act 94-0435 increased the municipal bid threshold from $10,000 to $20,000. The following amounts shall be the maximum amounts of city funds which may be expended on unbud e~ ted items by the listed officials on official business for the city without prior council approval: Mayor $3,000.00 Department Heads $2,000.00 The following amounts shall be the maximum amounts of city funds which may be expended on unbud~eted items by the listed officials on official business for the city on an emergency situation withaut prior council approval: Mayor 10 000.00 Department Heads 5 000.00 City Ordinance 1986 Article 1-16-3 of the Canton City Code states as follows: "Powers and Duties: The City Administrator shall be responsib/e to Mayor for proper administration of all affairs of the city. In discharging this responsibility the City Administrator shall, as directed by the mayor: (A) Supervise and coordinate the administrative function of all departments, offices and agencies of the city... (F) Coordinate activities between the departments to ensure efficient utilization of resources and maximize interdependent coordination. (MJ Oversee the operations of the City Administration department providing assistance when needed. 4 Additional changes were made under the trave/ policy regarding meal reimbursement and travel expenses. All travel expenses will be reimbursed based upon the current IRS rates. Discussion took place regarding the policy. Aldermen Pasley indicated that he does not feel the new policy is a good idea because the emergency purchase provision is too broad to justify a large increase in the spending limits. Alderman Pasley further explained that it is the council's responsibility to help eliminate excessive spending. Motion and second were made by Aldermen Hartford/Ellis to approve the spending authority and purchasing policy. Alderman Schenck asked if emergency purchases would be reported back to the council. The City Administrator will report back to the council on emergency purchases. The policy will be revised to clearly state that emergency purchases on unbudgeted items would be reported back to the council. City Treasurer Nicole Marter explained the necessity to raise the spending limits to help in situations where emergencies arise and certain repairs are needed before the next council meeting would be scheduled. Emergency situations are clearly defined in the policy. Amended motion and second were made by Aldermen Schenck/ Ellis to add language in the policy to state that emergency purchases would require notification of council within 24 hours by electronic mail. The motion carried by voice vote and was unanimous. Roll Call on original motion ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x The motion carried 5 PURCHASE OF 10 SCBA AIR BOTTLES Chief Frank explained that the request is to purchase 10 SCBA air bottles at a price of $6400.00. Motion and second were made by Aldermen Hartford/Pickel to approve the purchase of the 10 SCBA air bottles. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West X Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x The motion carried. ELECTRIC SUPPLY QUOTES- INTEGRYS ENERGY City Administrator Jim Snider explained that the City has the opportunity to lock in a lower rate for the next years from Integrys Energy that will save an additional $21,536.00 Motion and second were made by Aldermen Ellis/Nelson to approve the contract with Integrys. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x The motion carried. 6 ANIMAL CONTROL AGREEMENT City Administrator Jim Snider recommended an adjusted for $3,000.00 for in-kind services and a credit of the pound fee. The recommended amount to submit to the county is $23,523.32 effective November 1, 2011 for a one year period. Motion and second were made by Aldermen Ellis/Hartford to approve the animal control agreement. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x The motion carried. PURCHASE OF BALISTIC VESTS- POLICE DEPARTMENT According to the National Institute for Justice, ballistic vests should be replaced every five (5) years. This year there are four (4) officers due for vest replacement. These vests are a budgeted item that will be covered partly under our bullet proof vest grant which is a reimbursement grant. (50% through the Department of Justice and 50% through Police Department line item 470). Therefore, I am requesting to purchase four (4) Paca Blue Steel Level IIA vests from the Ray 0'Herron Company. The Ray 0'Herron Company has quoted a price of $725.00 per vest. The cost breakdown for the Paca Blue Steel Level IIA vests is as follows: Paca Blue Steel Level IIA vest - 4@$725.00 each $2900.00 Less Grant Funding ($1450.00) Total Cost to Department $1450.00 7 Chief Taylor respectfully request authorization to purchase four (4) Paca Blue Steel Level IIA vests from the Ray 0'Herron Company 3549 N. Vermilion Danville, Illinois. The total cost to the Department is $1450.00. However, the city would need to pay the full amount ($2900.00) up front and then submit for reimbursement from the Department of Justice. Motion and second were made by Aldermen Fritz/Hartford to approve the purchase of the ballistic vests. ROLL CALL Yes No Absent Alderman Schenck x Alderman Pasley x Alderman Fritz x Alderman West x Alderman Nelson x Alderman Ellis x Alderman Pickel x Alderman Hartford x The motion carried. Legal & Ordinance- Alderman Jeff Fritz, Chairman SPECIAL EVENT PERMIT/APPLICATION Attorney Peterson explained that some changes took place after last week's committee meeting regarding the fees for the special events. No fees will be charged for 2012, however the police, fire and public works department will begin tracking their time and services associated with the events. Any event that would close a road in the city would require council permission. Since anyone requesting a road closure for an event would be asked to come to the committee meeting and to the council meeting, the notice provision was eliminated from the original draft. The city is still waiting to hear back from the city insurance company regarding purchasing special event policies for groups that can't obtain insurance on their own. The lyons club wants to bring a mobile van to Jones Park for free hearing screenings. Electricity would be required, but a determination would need to be made if this would 8 be considered using city services or if a certificate of insurance would be required. Alderman Hartford suggested having a waiver for small events such as the event planned by the Lyon's Club. Alderman Fritz asked if a form would be developed to track fees and be consistent. Attorney Peterson will research and bring further information back. RECAPTURE AGREEMENT Attorney Peterson explained that the Versace entered into a recapture agreement with the City for 17 East Side Square. The City was approached by Daryl and Patty Rose about assuming the remaining balance and liability without the Versace's paying due to the sale of the building. The balance is $17,000.00. Motion and second were made by Aldermen Fritz/Pickel to approve the recapture agreement. The motion carried by voice vote and was unanimous. Community & Industrial Development- Alderman Jeremy Pasley , Chairman OUR TOWN GRANT Mark Rothert explained the application for the "Our Town Grant" is Due March 1, 2012. The City applied for the grant last year to do a mural project, however Mark would like to apply for the grant again by asking for less money than last year. The City asked for $100,000.00 last year, but this year the City would ask for $50,000.00 for the mural program. The grant would require a 100% match, which would come from the TIF funds. Motion and second were made by Aldermen Hartford/Pickel to approve the Our Town Grant with a matching 50,000.00 from the TIF funds. The motion carried by voice vote and was unanimous. 9 Negotiations, Grievance & Personnel- Alderman Dave Pickel, Chairman Nothing for Council Action COMMUNICATIONS FROM MAYOR: GREENWOOD CEMETERY SIGNS John Favorita visited with the Mayor and indicated that the cemetery will be installing new signs at the cemetery. The signs will be installed at the entrance with the basic rules of the cemetery displayed on the signs. CIVIC CENTER Mayor Meade explained that the civic center idea for the downtown area is in the beginning phases of discussion/development. The City would like to combine a center with the college that could accommodate various events, possibly a theater and a gymnasium. The Mayor will create a committee to further discuss the idea. People are encouraged to contact the Mayor's office if they are interested in being on the committee. OLD BUSINESS NEW BUSINESS AN ORDINANCE GRANTING A HOME OCCUPATION PERMIT TO ERIC L PARSANO AT 65 ~ NORTH SYCAMORE TERRACE, CANTON ILLINOIS (15T READING) Alderman Jim Hartford explained that the planning and zoning board turned down the request for the home occupation permit for Eric Parsano. Attorney Peterson explained that a negative vote does not kill the ordinance at that level, the corporate authorities must have a favorable majority vote to pass at the Council level. The reason for the negative recommendation was the covenant in the area and the closeness to the high school. Alderman Pasley explained that the City did not receive any objections from 10 anyone in the neighborhood and the City needs to be careful about issuing a permit to one individual and then denying the same request to another individual. Attorney John McCarthy explained that guns or ammunition would not be stored at the house. The items would be ordered strictly though a catalog. Attorney McCarthy further explained that nobody came to the hearing to oppose the business. AN ORDINANCE AMENDING TITLE 6(POLICE REGULATIONS) OF THE CANTON MUNICIPAL CODE TO ADD CHAPTER 22 (BANNING SYNTHETIC ALTERNATIVE DRUGS IN THE CITY OF CANTON, COUNTY OF FULTON, STATE OF ILLINOIS (15T READING) ADJOURNMENT Motion and second were made by Aldermen Hartford/Pickel to adjourn the meeting with no need for executive session. Diana Pavley, City Cler Kevin Meade, Mayor 11