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HomeMy WebLinkAbout06-12-2012 Clerical Committee Meeting Minutes CLERICAL COMMITTEE Tuesday June 12, 2012 6:30 p.m. Donald E. Edwards Way 50 North 4th Avenue Canton IL 61520 Aldermen in attendance: Eric Schenck, Dave Pickel, Jim Hartford, Jeff Fritz, Gerald Ellis, Craig West, Jeremy Pasley Aldermen absent: Alderman Nelson Staff in attendance: Mayor Kevin Meade, City Attorney Chrissie Peterson, City Administrator Jim Snider, City Clerk Diana Pavley, Treasurer Nicole Marter, Police Chief Dan Taylor, Assistant Fire Chief Tom Shubert, Public Works Director Bill Terry, Joe Ginger Video Services. In the audience: News Media- John Froehling from Daily Ledger. Finance Alderman Craig West, Chairman BILLS City administrator Jim Snider explained that half of the payment to the Spoon River Partnership was made in the amount of $45,000.00 from the general fund, the other half will come from the real estate tax received from the downtown TIF. The rural development loan payment in the amount of $20,000.00 was also reported. An approved purchase of the 2012 Dodge Charger in the amount of $20,297.00 was reflected on this month's report. The garage roof repairs in the amount of $14,102.00 was previously approved but is also reflected on this month's report. Motion and second were made by Aldermen West/Pickel to send to Council for consideration. The motion carried. TREASURER'S REPORT City Treasurer reported that the available cash at the end of May was 3.2 million dollars. The schedule of investments at the end of May was 4.8 million. The general fund had a gain in the amount of $55,326.00. The Water and Sewer fund had a gain in the amount of $242,943.00. Fund 19 was created to separate the non federal asset forfeiture from fund 7 as being federal asset forfeiture fund. Motion and second were made by Aldermen West/Pasley to send to Council for consideration. The motion carried by voice vote and was unanimous. MILEAGE REIMBURSEMENT LANGUAGE CHANGE In effort to clear up any confusion to the mileage reimbursement section in the purchasing policy, Treasurer Nicole Marter would like to make the following changes: Travel Expenses Reimbursable travel expenses include only those expenses incurred while traveling on official City business. Expenses will be reimbursed per the guidelines located at U.S. General Services Administration (www.gsa.gov) unless otherwise stated. Milea~e Prior to traveling, employees need to receive approval from their Department Head. If the Department Head can make a City vehicle available, then the Department should do so. Employees utilizing personal vehicles shall carry their own insurance with business use protection. The employee's personal vehicle insurance coverage is considered primary. Google maps will be used to determine mileage among all points of travel. All vicinity mileage must be justified with an explanation on the Expense Report form. Employees are still expected to record beginning and ending odometer readings for exact mileage in the event of a traffic detour. Mileage reimbursement will be refunded at the current rate dictated by the IRS. Unallowable Miles Unallowable miles cannot be included in an employee's request for mileage reimbursement. This includes non-chargeable commuting miles between home and the employee's regular work site. Mileage between the last destination of the day and home cannot be included for reimbursement unless there is remaining mileage after the regular commuting miles have been deducted. Employees who include unallowable miles in their request for mileage reimbursement will be subject to disciplinary action. Mileage will not be reimbursed for requests of 5 miles or less for any segment of a trip. Management Review/Approval Approval of a mileage reimbursement request is required fram an employee's Department Head (first-line approver), City Administrator, City Treasurer and City Comptroller. Not having an adequate review process prior to submitting for payment increases the risk fihat the taxpayer dollars are not being used efficiently or prudently. The employee needs to submit the mileage reimbursement request on the Expense Reimbursement form. The Expense Report form is reviewed by the Department Head and approved with an original signature. The Department Head needs to fill out a Purchase Order form and attach it to the Expense Report form and submit to the City Treasurer. The City Treasurer will review the Purchase Order and Expense Report form to assure original signatures and verify mileage accuracy via Google Maps. Once approved, the City Treasurer will sign off and submit to the City Administrator. 7he City Administrator will review the Purchase Order and Expense Repart form to assure original signatures. Once approved, the City Administrator will submit to the City Comptroller for payment processing. The City Comptroller will provide final review for completeness, supporting documentatian, expenses in accordance with policy, and proper levels of appravals prior to payment. Motion and second were made by Aldermen West/Fritz to send to Council for consideration. The motion carried by voice vote and was unanimous. TIMBUK TECH AGREEMENT Treasurer Nicole Marter explained that she has been reviewing the costs for our IT services that we have through TimbukTech and comparing that with the agreement we have with TimbukTech. Right now we are paying $1,633.50 a month for services, which is only calculating 32 computers and 47 emails. We actually have 44 computers that TimbukTech provides service and backup for. If they were to charge us for the additional machines, which they have the right to do; this would increase our monthly costs to $1,993.50. The particular service we get only provides 5.5 hours free for IT support above and beyond our monthly cost, and any hour above that is charged at $80 per hour. Since January, we are averaging $1,572.04 in IT support charges that are incurred after the 5.5 hours free. TimbukTech has an all-inclusive plan ITSS Complete that is $2,160 a month with a 1 year agreement. This covers all additional IT support including after hours, emergencies, backups of all machines and servers, and unlimited phone/onsite/remote support. It also brings down the cost of the email addresses we pay for. It would be an average monthly savings of $976. It is the recommendation of the treasurer that the City agrees to a 1 year agreement with the ITSS Complete plan. Motion and second were made by Aldermen West/Fritz to send to Council for consideration. The motion carried by voice vote and was unanimous. FIRE TRAINING FACILITY A brief history of the fire training facility was distributed for review. Previous Interim Fire Chief Ernie Russell budgeted $24,800.00 for the facility. Various sketches were included for review. the request is to purchase storage containers at Jim Hawk Trailers in Peoria (2 twenty foot trailers and two forty foot containers) to make the facility. The container cost is $12,900.00. An agreement was worked out with the army reserve to pick up the containers and allow them to use it. Motion and second were made by Aldermen West/Pickel to send to Council for consideration. The motion carried by voice vote and was unanimous. Finance committee adjourned at 6:40pm Legal & Ordinance Alderman Jeff Fritz, Chairman DISCUSS. CONSIDER AND VOTE ON REVISED AGREEMENT WITH FULTON COUNTY FOR OPERATION OF THE ANIMAL SHELTER Attorney Peterson suggests having the following agreement in place for a two year period. Alderman Fritz suggests changing the language in appendix A regarding repairs to the leasehold improvements. Attorney Peterson suggested changing the language to "any existing leasehold improvements. An additional paragraph would be added to state that any additional or new construction would have to be agreed upon first. INTERGOVERNMENTAL AGREEMENT This Agreement is entered into by and between the County of Fulton, a unit of local government (hereinafter called "COUNTY") and the City of Canton, a municipal corporation (hereinafter called "CITY") pursuant to the authority of the Intergovernmental Cooperation Act cited as 5 Illinois Compiled Statutes 220/1 et.seq. The parties agree to the following: 1. That the CITY AND COUNTY previously closed their own individual animal shelters and are currently using the animal shelter provided and owned by the Fulton County Humane society. 2. That the COUNTY has a lease with the Fulton County Humane Society to operate the animal shelter at no cost to the Fulton County Humane Society. 3. That the CITY will be allowed to deposit animals at the COUNTY animal shelter that have been picked up by the CITY animal control officer. 4. That the CITY AND COUNTY shall each be separately responsible for the wages and expenses of their animal control employees. 5. That the CITY AND COUNTY agrees to share certain costs of the animal control facility as well as certain revenues. These costs and revenues are attached and made a part of this Agreement as Appendix A. The COUNTY shall provide the CITY on or before February 15t of each year a detailed list of expenditures and revenues from the animal control facility as well as the calculation of the percentage of animals deposited in the animal control facility by the CITY for the previous twelve month period beginning December 15t through November 30th. The CITY shall pay that percentage of the shared costs and shall receive that percentage of the shared revenues. It is anticipated that the costs shall exceed the revenues each year therefore the revenues will be deducted from the costs and the CITY shall pay its share of the difference based upon the animal percentage to the COUNTY within sixty (60) days after receiving a statement from the COUNTY for the same. 6. The parties agree that should any costs or revenues that are not listed on Appendix A occur, both the CITY AND COUNTY will meet and discuss whether or not said costs and/or revenues should be part of the shared costs or shared revenues in the future. 7. CITY AND COUNTY agrees that this Agreement has an effective date of 2012. CITY AND COUNTY agree that this Agreement shall be in force for a period of years and shall be automatically renewed for a one year term thereafter unless either party, in writing, notifies the other party that it wishes to terminate this Agreement. Said notice of termination must be given at least ninety (90) days prior to the expiration of this Agreement. All notices should be mailed to: If to COUNTY: County of Fulton Administrator's Office P.O. Box 226 Lewistown, IL 61542 If to CITY: City of Canton Administrator's Office 2 N. Main Street Canton, IL 61520 8. Insurance. The COUNTY as part of the day to day operating costs and as Lessee of the animal shelter shall carry insurance on a"comprehensive replacement costs form" with a face amount equal to 100% of the replacement value of the leased premises with a standard co-insurance endorsement of not less than 90%, and a deductible of no more than $25,000.00 against loss or damage resulting from fire and other insurable casualties issued by insurance company or recognized risk pool reasonably satisfactory to the CITY. The property insurance shall: a) Cover and insure all buildings and improvements in the animal shelter; b) Name as insured's or additional insured's the CITY OF CANTON; and c) Not be able to be cancelled or materially changed unless the CITY has given written notice of such cancellation at least 15 days in advance. The COUNTY shall deliver a certificate of insurance to the CITY that evidences the existence of the insurance required hereunder. The COUNTY reserves the right to self-insure or provide coverage under a so called blanket policy, and in that event any loss incurred, which is not otherwise covered, shall be a direct obligation of the COUNTY. It will read: Each party will maintain general liability insurance to cover that parties' employees and/or members of the public while those employees and/or members of the public are on the premises of the animal shelter. Employees of the CITY AND COUNTY shall be covered by their respective employer under their respective workers' compensation insurance policy. 9. That both CITY AND COUNTY have had approval from its respective elected bodies to execute this Agreement. IN WITNESS whereof the parties have executed this Agreement as of the day of , 2012. ATTEST: ATTEST: City Clerk County Clerk CITY OF CANTON COUNTY OF FULTON By: By: Mayor Chairman of the Fulton County Board Appendix A Animal control facilitv shared costs: Property and Liability insurance Kennel assistant's salary, FICA, IMRF, Workers' Comp. and overtime Administrator (veterinarian) Office supplies Utilities including electric, water, gas, garbage, telephone, internet (not currently available) Maintain, repair & replace the interior of the building, including the HVAC system and any leasehold improvements constructed by the COUNTY. Animal loss claims Medications Animal disposal Feed supplies Mowing Snow removal Driveway & parking lot maintenance, but not capital expenses Revenues to be shared: Dog pick up and pound fees Motion and second were made by Aldermen Fritz/Pickel to send to council for consideration with the recommended changes. The motion carried by voice vote and was unanimous. SPECIAL EVENT PERMIT- OPEN AIR MARKET The event- sponsored by Canton Main Street is scheduled for July 14, 2012 at Jones Park Setup time is scheduled to start at 7:OOam and tear down is at 3:30pm. A certificate of insurance was submitted. A request for a road closure was submitted for East Chestnut Street between Main and East Side Square from 10:OOam-11:30am for the open air market and Kid's Fest. Motion and second were made by Aldermen West/Pickel to send to council for consideration. The motion carried by voice vote and was unanimous. REQUEST FOR RIGHT OF WAY CLOSURE FOR BILLY'S TAP RED DOG EVENT This event is scheduled for Friday, July 13, 2012 from 4:OOpm-10:30-pm. The setup time is set for 1:OOpm and will tear down at 10:30pm. The request includes closure of 2"d Avenue next to Billy's Tap. Motion and second were made by Aldermen Fritz/Pasley to send to council for consideration. The motion carried by voice vote and was unanimous. REQUEST FOR RIGHT OF WAY CLOSURE-BILLY'S TAP JFL & CANTON FOOTBALL The event is scheduled for Friday, July 27, 2012 from 4:OOpm-10:30pm. The setup will begin at 12:OOpm and tear down at 10:30pm. The request includes closure of 2"d Avenue next to Billy's Tap. Motion and second were made by Aldermen Fritz/West to send to council for consideration. The motion carried by voice vote and was unanimous. A RESOLUTION ASCERTAINING THE PREVAILING RATE OF WAGES Attorney Peterson explained that each June the City is required to ascertain the prevailing wages. A bill was passed this last spring that will change the notification required by the City. The new law requires the City to refer them to the department of labor website and make sure they are aware that changes are possible. Motion and second were made by Aldermen Fritz/West to send to council for consideration. The motion carried by voice vote and was unanimous. ELIMINATION OF PARKING SPACE- PAIGE EDWARDS Paige Edwards is interested in purchasing a building on White Court. Paige would like to block a parking space at the former Phillips Architect building. This request will need to be further examined before a final decision is made. A more formal process for an easement may need to be made at a later date, but the recommendation by Attorney Peterson was to move forward with the concept of the elimination of the parking space that is being requested. Motion and second were made by Aldermen Fritz/West to accept the conceptual plan. The motion carried by voice vote and was unanimous. DISCUSS. CONSIDER AND VOTE ON AN INTERGOVERNMENTAL AGREEMENT WITH THE COUNTY AND SHERIFF REGARDING PATROL OF CANTON LAKE The agreement clearly defines who patrols the Canton Lake area. The agreement was reviewed by John Clark's office and Sheriff Standard. This agreement will not change where 911 will direct calls for police assistance or fire protection services. Motion and second were made by Aldermen Fritz/Pasley to send to council for consideration. The motion carried by voice vote and was unanimous. DISCUSS. CONSIDER AND VOTE ON UTILITIES EXTENSION AGREEMENT WITH CRAIG HOLTHAUS The utilities would need to be extended to the site for the duplexes being constructed on the land north of Herbst Landing creating the need for a utility extension agreement. The agreement outlines how this would be financed. A legal description and a map are still needed for further review. Other items to note: The roadway involved will be considered a private drive and will be constructed in accordance with the fire code that would accommodate emergency vehicles. The City has no responsibility for snow removal, maintenance of the drive and will not provide curb side garbage service. It will be the owner's responsibility to contract with a private company for curb side garbage service. They would be eligible to participate in the recycling with Eagle Recycling. Motion and second were made by Aldermen Fritz/West to send to council pending the map and legal description.. The motion carried by voice vote and was unanimous. DISCUSS. CONSIDER AND VOTE ON REDEVELOPMENT AGREEMENT WITH IPAVA STATE BANK Enclosed in tonight's committee packet is a draft TIF Re-Development Agreement with the Ipava State Bank (ISB). As you know, ISB purchased and redeveloped the building owned by Bridgeway at 123 East Pine Street. The TIF assistance they are requesting from the City is as follows: • Twenty-five percent (25%) of the incremental increases in real estate taxes derived from the Developer's Project (not to exceed $150,000, which is the total estimated eligible project costsJ at 123 East Pine Street and improvements made at the existing facility at 74 East Pine Street. ISB's 25% share of the projected increment is estimated to be $47,552. (Please note the calcularions on page 11 of the agreement and the attached gross real estate tax increment projecrion spreadsheet and the RETI reimbursement rate projection spreadsheetJ • Reimburse ISB for the costs of the new sidewalk at 123 East Pine Street -$5300. • Replace a portion (102.5 feet) of the sidewalk around the corner of the existing bank facility at 74 East Pine. • ISB agrees to maintain a minimum of 8 full-time or full-time equivalent jobs at these facilities. • The agreement is not transferable. Motion and second were made by Aldermen Fritz/Pickel to send to council for consideration. The motion carried by voice vote and was unanimous. CLOSURE OF ALLEY BETWEEN EAST SIDE SQUARE AND 1ST AVENUE FOR PEDESTRIAN USE The request is to make a gate similar to the gate at 65 East Side Square that would restrict vehicle use and make it strictly for pedestrian use. The gate would need to allow a street sweeper or snow plow in for maintenance and snow removal. Keith Plavec will bring back additional proposals. DISCU55. CONSIDER AND VOTE ON ORDINANCE ELIMINATING THE TWO HOUR PARKING RESTRICTION ON CHESTNUT STREET BETWEEN 1ST AVENUE AND EAST SIDE SQUARE. Motion and second were made by Aldermen Fritz/West to send to council for consideration. The motion carried by voice vote and was unanimous. The legal and ordinance committee adjourned at 7:15pm Community & Industrial Development Alderman Jeremy Pasley, Chairman UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR • Worked with a business to update them on the status of their TIF application • Followed up with local business regarding potential retailers looking at their space • Attended and participated in Downtown Signage meeting • Connected property developer to TIF Administrator Steve Kline for questions • Continued work on Theater project ¦ Theater Group Meetings ¦ Briefly attended building inspection ¦ Attended meeting with Architect Bill Phillips BUSINESS DEVEOPMENT, ATTRACTION AND SUPPORT • Followed up with a commercial realtor whose client has real estate needs in this area. TOURISM REPORT • Please see the reverse for a report from Dana Smith. CANTON MAIN STREET • Scheduled board training through Illinois Main Street • First Open Air Market & Farmer's Market held Saturday, June gtn • Attended CMS Board Retreat that was conducted by 1im Murphy, CFC Properties and Talisha Coppock of Bloomington, Indiana's Main Street organization. OTHER • Spent a great amount of time in planning the 215t Canton Cruise-In (and Bike Show) & the 4tn Annual Antique Tractor Show & Pulls • Worked with Jim Murphy, CFC Properties, on a letter to the U.S. House of Representatives concerning the repeal of a medical device tax that was enacted General Marketing & Tourism • Created Pekin Daily Times summer events advertisement to feature events held in Canton in June through September to publish on May 26. • Created Peoria Journal Star for their Summer Adventure Guide, which published in May. • Attended final presentation of the Bradley University Senior Consultant team on customer service in Canton on May 1. • Executed joint SRPED/CACC Business After Hours on May 3, including developing a promotional piece to include the Partnership's overall accomplishments. • Met with Jason Beverlin, Chair of the Illinois River Road National Scenic Byway, and director of the Nature Conservancy's Emiquon Preserve on May 10 to discuss how Canton can become a significant destination on the Byway. • Coordinated photos of Canton Lake with Anaise Berry from the Illinois River Road National Scenic Byway. • Provided summer event information to Lelonie Luft with the Peoria Area CVB to be included in their monthly newsletter. • Uploaded information and photos on the IRRNSB kiosk to the website and Community Facebook page. Canton Main Street • Attended Organizational Committee meeting on Monday, May 7 at the Palm Cafe. • Coordinated Farmer's Market committee planning meetings on Monday, May 7. • Designed and produced Farmer's Market application, and developed revision from feedback at organizational meeting. • Attended Main Street Art Festival meeting on Tuesday, May 8, to plan for a June 2013 event. • Attended City Counci) meeting on May 8 and May 15 to gain approval for closing parking space for the Farmer's Markets scheduled from June 9 through September 29. • Developed revised agreement for Farmer's Market vendors, and mailed to prospective attendees. • Developed reminder card for Open Air Market vendors and mailed to OAM database. • Composed and mailed set-up instructions to Farmer's Market vendors and potential vendors. • Designed and ordered Farmer • Designed and placed advertising for Open Air Markets and Farmer's Market with the Pekin Daily Times, Fulton Democrat, and the Independent Shopper. • Uploaded information on the Open Air Market's and Farmer's Market onto the Canton website and the community Facebook page. Scenic Drive • Mailed out local and Association registration forms to 126 potential vendors. • Attended Scenic Drive Association Board meeting on May 16. • Contacted Wildlife Prairie Park to arrange for live animal programs for each Sunday of the Drive. The veteran's memorial dedication will take place this Saturday at 1:OOpm The Community and Industrial Development Committee adjourned at 7:20pm Negotiations, Grievance & Personnel Alderman Dave Pickel, Chairman ADJOURNMENT Motion and second were made by Aldermen West/Pasley to adjourn into executive session for the purpose of rs nnel, pending litigation, potential land sale and review of executive session m' utes at . Op ~ ~ Diana Pavley City Clerk