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HomeMy WebLinkAbout07-10-2012 Clerical Committee Minutes CITY OF CANTON CLERICAL COMMITTEE Tuesday July 10, 2012 6:30 p.m. Donald E. Edwards Way 50 North 4th Avenue Canton IL 61520 Aldermen in attendance: Eric Schenck, Dave Pickel, Justin Nelson, Jim Hartford, leff Fritz, Gerald Ellis, Craig West Aldermen absent: Alderman Pasley Staff in attendance: Mayor Kevin Meade, City Clerk Diana Pavley, City Attorney Chrissie Peterson, City Administrator Jim Snider, Comptroller Caty Campbell, Treasurer Nicole Marter, Police Chief Dan Taylor, Fire Chief Keith Frank, Joe Ginger Video Services. In the audience: Patty Hoffman (Back to School Bash) several residents from 5 Sisters Trailer Park News Media- John Froehling from Daily Ledger. Finance Alderman Craig West, Chairman BILLS City Administrator Jim Snider reported on three non-reoccurring payments. The first disbursement to the Spoon River Partnership was made in the amount of $10,962.56. A payment was made to the State of Illinois for the MFT project on route 78. A payment to A-Z Construction was made in the amount of $10,835.00. Motion and second were made by Aldermen West/Pickel to send to Council for consideration. The motion carried. TREASURER'S REPORT The available cash at the end of June was 3.5 million dollars. The total investments were at 4.7 million dollars. The budget comparison report shows the general fund had a$2,283.00 gain at the end of June with a$57,609.00 YTD gain. The W/S had a loss of $297,396.00 at the end of June with a$54,442.00 YTD loss. The City used bond funds in the amount of $100,000.00 and the state is around $300.000.00 behind. The bond money will be added to the treasurer's report and will be reflected on next month's report. The City had $10,000.00 for the man-hold raising which is not a normal expense; however it was budgeted and paid. Motion and second were made by Aldermen West/Fritz to send to Council for consideration. The motion carried by voice vote and was unanimous. WELLS FARGO INTERNET ACH Treasurer Nicole Marter explained: As you are aware, I have been working with Caty to improve the efficiency of the Treasurer's office/Financial Department. Part of that process has been working with technology to automate deposits and payments where possible. I have exhausted all avenues on vendors pulling payments from the City on an automated basis. I have talked with Wells Fargo about Online Bill Pay options. Because we are on CEO/Treasury Management with Wells Fargo, the typical bill pay option is not available because our accounts do not belong to individuals but to the City with multiple signatures required. This is a safety measure to protect the City's funds. What Wells Fargo does have is Internet ACH. Essentially it works the same as someone's personal account online bill pay. There is financial review of an entity prior to granting approval to have Internet ACH, and training is provided by Wells Fargo once the application is ready to run. There is a one-time setup fee of $10.00 to implement Internet ACH. The fees associated with Internet ACH are as follows: Price Volume Charges Monthly Base Fee $20.00 1 $20.00 **Batch Release 2.50 4 10.00 **Two Day Item 0.20 50 10.00 Replacement of DDA (0.20) 50 (10.00) Checks Net Monthly Activity $30.00 Charges **These fees are based on assumed activity, which can be less or more depending on the activity. Current Process Per Unit 50 Checks/Ve ndors Postage $0.45 $22.50 Envelopes 0.07 3.50 Checks 0.10 5.00 Bank Processing 0.20 10.00 Total Monthly Costs $41.00 Alderman Nelson asked if further research could be made on fees that could be waived from other banks. This will be brought back at the next committee for further information. ACCOUNTING SOFTWARE The City is currently looking at a new accounting software to make the processes more efficient. The cost for the software will be approximately six figures. This would be in place for next year's budget cycle. POLICE DEPARTMENT REQUEST FOR HIRING ADDITIONAL OFFICER A retirement letter was submitted from Officer pon Taylor. Don will be retiring from the City on August 18, 2012 . Don took overthe Dare program and did an outstandingjob with the program. Authorization is also being requested to replace the position of Don Taylor from the currently eligibility list with the Police and Fire Commission. Motion and second were made by Aldermen West/Fritz to send to Council the request to hire an additional officer. The motion carried by voice vote and was unanimous. POLICE DEPARTMENTTRAINING ROOM RENOVATION REPORT Keith has provided the following report and attachments in regard to our request for bids to renovate the Police Department Training Room/Director's Room. Summary of Bids (see attached for originals): Reduced Scope of Work: Mills Construction = $8,674.00 Jon Newburn Construction = $9,286.21 Full Scope of Work: Jon Newburn Construction = $18,774.68 Mills Construction = $18,889.00 The bids for the larger scope of work are very close and comparable to what Chief Taylor obtained in 2010 from another contractor who was also around $18,000. The City previously budgeted $25,000.00 and would like to be able to purchase furniture and equipment. Motion and second were made by Aldermen West/Pickel to allow the expenditure of the $25,000.00 The motion carried by voice vote and was unanimous. APPLICATION FOR PAYMENT NO 1 AND FINAL FROM OTTO BAUM FOR WWTP CHANNEL MODIFICATIONS PROJECT IN THE AMOUNT OF $4,000.00 This would be paid from the bond fund. Motion and second were made by Aldermen West/Fritz to send to council The motion carried by voice vote and was unanimous. APPLICATION FOR PAYMENT NO 1 FROM ALL SERVICES CONTRACTING FOR THE WTP FILTERS NO 1 AND 3 REHAB PROJECT IN THE AMOUNT OF $40,511.25 This would be paid from the bond fund Motion and second were made by Aldermen West/Pickel to send to council The motion carried by voice vote and was unanimous. Legal & Ordinance Alderman Jeff Fritz, Chairman BACK TO SCHOOL BASH- COVENANT COMMUNITY CHURCH Seven local churches in Canton will be holding the Back to School Bash. The event took place last year and was very successful. This year the East Side of the square and the North Side of the square will be closed for the event. Free food and other items including backpacks will be given away. A certificate of insurance was provided. The event will be held on August 3, 2012 from 5:00-7:OOpm Motion and second were made by Aldermen Fritz/Pickel to send to council for consideration. The motion carried by voice vote and was unanimous. OMA AND FOIA POSTING REQUIREMENTS Information is required to be posted on the website regarding FOIA. This information is now available on the City's website at cantonillinois.org 5 SISTERS TRAILER PARK Eleven families are currently living at the trailer park with limited income. More time (30 days) is currently being requested to allow people to find adequate living arrangements. Attorney Peterson stated that an ongoing issue is being addressed regarding the water bills at 205 North Avenue I(Previously called Five Sisters Trailer Park. When a water bill for a multi tenant facility becomes delinquent the City is required under the renters act issue appropriate notices. The City believes the water services were terminated. Another connection was placed and tapped into with a garden hose to provide water to the residents. Once the City became aware corrective action was taken. With no water, there is no sewer for the families. Other code situations also need to be addressed. The property owner was issued a two week notice to have the situation corrected. Attorney Peterson stated that "thousands" of dollars is currently owed to the City and a payment plan has not been requested to date. Mayor Meade explained that he understands the difficulty of finding another place to live and would agree with a 30 day time frame for the residents. Alderman Nelson explained that without sewer services a huge health issue exists and would like to see if port-a-potties could be installed. Alderman Fritz asked if hook-up could take place for the next 30 days to allow for the water and sewer services. Motion and second were made by Aldermen Fritz/West to allow a 30 day extension from the next Council meeting that would allow the residents to find new living arrangements. Amended Motion and second were made by Aldermen Fritz/West to allow for a 30 day extension including water and sewer services that would allow the residents to find new living arrangements. The motion carried by voice vote and was unanimous. ENTERPRISE DRIVE PARKING ORDINANCE At next week's council meeting the 2"d reading of the ordinance is scheduled for Enterprise Drive. The ordinance is amending the no parking restriction on Enterprise drive in the Industrial Park to allow a parking space adjacent to Lee Puleo's business Discussion took place regarding the parking spaces. Alderman Ellis explained that he received phone calls from business owners at Enterprise Drive. Business owners at Enterprise drive does not feel it is fair to give parking to just owner, without providing the same parking arrangements to other owners. Lee Puleo addressed the committee regarding enforcing the ordinance at Enterprise Drive. Lee suggested that the City use rock to create additional parking spaces at the end of Enterprise Drive for vehicles to park. This area would be designated as an unloading area. It was the determination of the committee to move forward with the language in the current ordinance for the second reading next week. The legal and ordinance committee adjourned at 7:08pm. Community & Industrial Development A/derman Jeremy Pasley, Chairman (ABSENTJ Acting Chair, Alderman Pickel UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR RETAIL/COMMERCIAL/INDUSTRIAL DEVELOPMENT Attended appointment with property owners and Steve Kline regarding potential TIF benefits Conversation with a company about their continued interest in finding space in the area Provided statistical information to retail business looking to locate in Canton Communication with USDA representative about status of Rural Business Enterprise Grant and upcoming opportunities. Reviewed Retail Analysis Study completed by Teska Associates Communication with commercial developer about status of their project Continued work on Theater project BUSINESS DEVEOPMENT, ATTRACTION AND SUPPORT Phone appointment with a person interested in opening a business and looking for resources. Met with gentlemen interested in opening a restaurant Provided CoStar Realty with updated information on Industrial Park lots available TOURISM REPORT CANTON MAIN STREET Worked to organize volunteers for Kids Fest Provided requested information to Illinois Main Street OTHER Attended Quality of Labor Results meeting hosted by Ameren Services Worked on Hotel/Motel Request Updated information on the cantonillinois.org website Worked on Chamber duties Alderman Schenck discussed the need to develop the tourism website and when the tourism site could be completed. July 23, 2012 the KIOSK celebration will be taking place. General Marketing & Tourism • Provided a list of local area businesses to Katie MacKay, a Project Manager for the Illinois River Road National Scenic Byway, who was conducting a survey of attractions and authentic Byway businesses. • Was officially named to the Illinois River Road National Scenic Byway Board of Directors. • IRRNSB Kiosk was installed in Jones Park, and plans for a dedication ceremony on July 23 are underway. • Received a request from Lelonie Luft, Tourism Director for the Peoria Area Convention & Visitors Bureau, to schedule a site visit for PACVB staff and Board members. A tentative date of July 24 has been set, with a bus tour, shopping/exploring downtown and lunch at the Palm Cafe scheduled as part of the visit. A welcome packet, with give-aways, coupons, etc. will also be developed for the meeting. City and community leaders, as well as others from Main Street and the Chamber will be included in the lunch. Canton Main Street • Attended a portion of Main Street Art Festival meeting on Tuesday, June 12, to help plan for a June 2013 event. • Attended City Council meeting on lune 12 to gain approval for closing streets for the Kid's Fest and Open Air Market on July 14. • Designed and scheduled print advertising for first Open Air Market on June 9. 18 vendors set up in Jones Park for the first of four markets. • Ordered t-shirts and name tags for Farmer's Market staff and t-shirts for sale to vendors and to the public. • Distributed over 75 flyers throughout Fulton County to publicize the Open Air Markets and Farmer's Market, including some locations in Peoria County • Attended all four Farmer's Markets in June, from 6:30 a.m. to 11:00 a.m. Each market has been largely successful, with five to eight vendors selling local produce, fruit, honey, and other items. Vendors have reported good sale, and attendance has been steady for each. • Oversaw Promotions committee meeting on Tuesday, June 26 to finalize plans for Kid's Fest and the July 14 Open Air Market. • Produced and distributed news releases for Kid's Fest and Open Air Markets to local media. • Attended and facilitated Main Street Coffee at Crawford's on June 27. Scenic Drive • Sold and designed 14 ads for the Scenic Drive Guidebook, delivering electronic files, insertion orders and checks to Lisa Tunney. • Contacted Wildlife Prairie Park to arrange for live animal programs for each Sunday of the Drive. Website • Updated administrator information to include only Missy Towery and Dana Smith, and sent confirmation letter to GovOffice.com • Worked with City Clerk Diana Pavley to create and implement a separate page for the Canton City Clerk, including drop down menus that allow visitors to access and print forms for applications and permits, locate voting precincts and aldermen, and other services offered to residents. NEWBURN RE-DEVELOPMENT AGREEMENT PROPOSED 15T AMENDMENT Kim Newburn owns and operates the American Grille Restaurant on 5th Avenue. The development agreement with the City provided a 25% reimbursement of eligible costs (demolition and site work) The Newburns had several buildings demolished and constructed a new building to house the American Grill, Restaurant and office spaces. At that time the City was limited to 25% reimbursement of the eligible costs due to a restriction under TIF #1. That restriction was lifted last January 2012. A revised TIF projection for the American Grille was distributed..All of American Grille parcel numbers have now been combined into one. The assessed valuation per the parcel by parcel report from the county indicates the project is assessing for substantially more than was originally estimated. The proposal includes additional costs incurred for purchasing the old house, the demolition and the additional site preparation. The City increased the cap amount by these costs as well as on the projection, thereby making the cap $133,300 ( it was originally $80,000) By changing the developer share from 25% to 75% they should be paid off for the $133,000 in about 8 years. The City's share including the municipal sales tax is approximately $376,810. The Newburn's operation has been a success and represents the value and benefit of what TIF is all about- assisting a small business to grow, create new jobs and improve the real estate value of the area. The recommendation is to move forward with the amendment to allow her to recoup 75% of the new REI up to the eligible amount of $133,000. Motion and second were made by Aldermen Pickel/West to place the ordinance on next week's Council meeting. The motion carried by voice vote and was unanimous. ~ SPOON RIVER COLLEGE TRAIL The City has been working on a trail from Spoon River College to Maple Street. A$25,000.00 commitment was made by the City. In the process of designing the trail it was discovered that the need exists for replacement of a waterline. The estimated cost to replace a section of the waterline for the trail would be $155,.000.00. If the entire area was replaced the cost would be $500.000.00-$600.000.00. This water main is not on the high priority list to replace. The $25,000.00 contribution has not been made to the County because of this issue. The City has discussed this with the County. One alternative is to request a re-engineering of the trail possibly through the City's property at the Wastewater Treatment Plant. This would resolve the replacing of the water main. County Engineer Kuhn has indicated that he believes ITEP would not allow this re-engineering and their grants to construct would be in jeopardy if we will not move the water main as needed. GAS-LINE TESTING Alderman Nelson explained that he has been receiving letters regarding the testing of a gas line. Keith Plavec explained that they are being required by federal agencies to test a section of the gas line from 20th Avenue to 11th Avenue. The testing is in place to see if there are any leaks.. They do not want people near the gas line during the testing. An easement currently exists and if pools, sheds etc are in the area, they would have the right to have them moved. The letter stated that if the pools, sheds etc was within 100 feet of the line, the owners would have these items replaced. Keith Plavec will bring some additional information back on the information sent in this letter. The Community & Industrial Development Committee adjourned at 7:04 p.m. Negotiations, Grievance & Personnel Alderman Dave Pickel, Chairman ADJOURNMENT Motion and second were made by Aldermen Nelson/Pickel to adjourn into executive session for the purpose of discussing land sale Diana Pavley City Clerk