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HomeMy WebLinkAbout07-09-2013 Clerical Committee Meeting Minutes CLERICAL COMMITTEE Tuesday July 9, 2013 6:30 p.m. Donald E. Edwards Way 50 North 4th Avenue Canton IL 61520 Aldermen in attendance: Dave Pickel, Justin Nelson, Jim Nelson, Gerald Ellis, John Lovell, Jeremy Pasley, Tad Putrich, Craig West Staff in attendance: City Treasurer Kathy Luker, Attorney Curtis Lane, Mayor Jeffrey Fritz, Comptroller Caty Campbell, Public Safety Director Jim Kuchenbecker, Public Works Director Bill Terry, City Engineer Keith Plavec, Executive Director Spoon River Partnership Missy Towery, Community Service Director Jason Strandberg Joe Ginger Video Services. In the audience: George Hall, Chuck Kinsel, Amy-Jack's, Representatives from Integrys, Bill Kuhn, Members from the Canton Motorcycle Club News Media- Daily Ledger FINANCE ALDERMAN JUSTIN NELSON, CHAIRMAN BILLS LIST Treasurer Kathy Luker explained that the bills being presented are for the first set of bills being paid in the month of July. The cover page shows the grand total of bills to be paid in the amount of $161,607.35. Page one reflects a bill to River City Demolition for the house at 231 North 5th at a cost of $8,990.00. TREASURER'S REPORT The combined cash balance during the month of June was $322.555.09. The total available cash was $1,708.607.94. Page two reflects the investments at $4,392,270.72. Page three is the budget comparison report. The City received property tax payment for June in the amount of $192,141.00 for the general fund. The expenses for the month were higher than usual because the health insurance was paid twice to bring it current. Page four reflects one payment for the property taxes in the amount of $399,698.91. Page 5 is a recap of TIF 1 and TIF 2. TIF 1 has a considerable amount of activity. Page 6 is a recap of the special funds including bond accounts. The water and wastewater plant improvements are reflected. The DECA revolving fund has a balance of $19,221.68. Motion and second were made by Aldermen Justin Nelson/West to send to Council for consideration. The motion carried by voice vote and was unanimous. DISCUSS AMENDED ORDINANCE FOR BILL PAYING PROCEDURES Mayor Fritz explained that the current ordinance has the City Administrator approving the bills so this will need to be amended. The City Treasurer is now acting as the budget officer so an ordinance will need to be made to reflect this change. Comptroller Caty Campbell said that some vendors will work with the City and not assess a late fee if bills are only paid once per month, however some vendors will charge a late fee if a payment is not received prior to their cutoff date. Alderman Ellis asked if the City Comptroller could approve bills for payment so late payments are not assessed. Mayor Fritz suggested having the Public Safety Director and the Community Service Director overseeing the payment for the separate departments. Comptroller Caty Campbell agreed that it would be a good idea to have the two directors approve the expenditures as part of the internal controls. The purchasing policy will be changed to reflect the changes. Motion and second were made by Aldermen Justin Nelson/West to amend the ordinance and have the two directors approving the budgeted bills to be paid in a timely fashion. The motion carried by voice vote and was unanimous. TOWER ONE REPAIRS Jim Kuchenbecker reported that the tower in out of service and the City is waiting on parts. Once the repair is completed- it has to be inspected before it is placed into service. CANTON WATER TREATMENT PLANT EXHAUST FAN REPLACEMENT Two different models were considered for the exhaust fan replacement at the water treatment plant. The recommendation is to approve the Spoon River Mechanical bid of $10,930.00 to remove the current system and replace it with the exhaust fan from the bond fund. Motion and second were made by Aldermen Justin Nelson/West to approve the bid from Spoon River Mechanical in the amount of $10,930.00. The motion carried by voice vote and was unanimous. PUBLIC WORKS STAFFING REQUEST The public work department is currently under staffed. The City has lost three employees during the last year at the WWTP. The garbage/street department is also running short staffed. Public Works Director Bill Terry explained that he has concerns about getting the departments staffed and trained before winter comes. The City will need to have employees training on street routes and plowing. The recommendation is to allow Bill to hire three employees in the public works department. These positions have been budgeted. The positions will be posted and advertised. Motion and second were made by Aldermen West/Pasley to post for three new hire positions for public works. The motion carried by voice vote and was unanimous. LEGAL & ORDINANCE ALDERMAN CRA16 WEST, CHAIRMAN BACK TO SCHOOL BASH SPECIAL EVENT AND ROAD CLOSURE REQUEST The Covenant Church along with seven other churches has put sponsored the back to school bash for the past two years. The event this year will be held on July 28, 2013 from 3:00-S:OOpm at Jones Park. Motion was made by Alderman West/ Pasley to send to Council for consideration. The motion carried by voice vote and was unanimous. ST. MARY'S CHURCH ANNUAL FESTIVAL TO BE HELD 08-17-2013 REQUEST FOR A CLASS A LIQUOR LICENSE FROM CANTON SOUTHERN BAR & GRILL LOCATED AT 725 LOCUST A liquor commission hearing was held today to discuss the request for the Class A liquor license for Canton Southern Bar and Grill located at 725 Locust. The City currently has one available class A liquor license. The available license was published in the Ledger along with the notice for the hearing. The only request for the available license was by Canton Southern Bar and Grill. The owner is Theodore Arndt. The owner would like to serve food - fried chicken as a speciality. The owner has experience in operating other restaurants. If approval is granted, the owner would like to improve the outside of the building and remove the second story of the existing beer garden. It was the recommendation of the liquor commission to send to Council for consideration. Motion was made by Aldermen Justin Nelson/Putrich to send to Council for review. The motion carried by voice vote and was unanimous. TIM-BUK TECH IT SERVICE Scott Brown- Owner of Tim Buk Tech addressed the committee regarding the IT Service agreement with the City of Canton. Currently the agreement with the City has some items not included in the agreement. The following items are currently not included: • The network infrastructure- • Wireless at the building, • Work on the IPAD's, • Any project work of 20 hours or more. The new agreement is all inclusive and takes care of the items previously not covered. The increased cost is $225.00 per month. The City could stay with the current contract and not agree to the new all inclusive agreement if so desired. By executing this contract the City would lock into a two year agreement. It was suggested to obtain a cost analysis and allow enough time to review the proposal. The existing terms of the contract will be in place while the cost analysis is being reviewed. 57 NORTH 4TH AVENUE--- REQUEST TO WAIVE CURRENT LIENS FOR PURCHASE OF PROPERTY Chuck Kinsel would like to purchase the property at 57 North 4th Avenue; however the current owner has liens from the City for mowing and water bills. The mowing lien is for the amount of $3200.00 and the water lien is approximately $1,000.00. Chuck would like to purchase the property for driveway and parking and he would like to have the liens waived. Motion and second were made by Aldermen West/Putrich to send to Council for consideration. The motion carried by voice vote and was unanimous. DISCUSS CONSIDER AND VOTE ON AN ORDINANCE AMENDING SECTION 7-1-2 (NOISE PROHIBITED) Discussion Took place regarding the language changes in the noise ordinance so it would be consistent with the liquor license ordinance. Motion and second were made by Aldermen lustin Nelson/Pasley to amend the ordinance to allowing outdoor entertainment to 11:OOpm Friday and Saturday nights and 10:OOpm Sunday- Thursday with the exception of the evenings preceding holidays with the exemption of outdoor school/park events. The motion carried by voice vote and was unanimous. DISCUSS CONSIDER AND VOTE ON AN ORDINANCE AMENDING SECTION 3-8-4 (CLASSES OF LIQUOR LICENSE) Motion and second were made by Aldermen Justin Nelson/Putrich to amend the ordinance to allowing outdoor entertainment to 11:OOpm Friday and Saturday nights and at 10:OOpm Sunday-Thursday with the exception of the evenings preceding holidays with the exemption of outdoor school/park events. The motion carried by voice vote and was unanimous. COMMUNITY & INDUSTRIAL DEVELOPMENT ALDERMAN TAD PUTRICH, CHA/RMAN UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR GENERAL ECONOMIC DEVELOPMENT POINTS RETAIL/COMMERCIAL/INDUSTRIAL DEVELOPMENT ~ Discussed retailers' responses with property owner as a follow up from recruitment packets that were distributed. • Began research on Data Centers • Shared information received regarding Sales Tax Exemption changes in the Enterprise Zone • Assisted a business with their questions in regard to the changes in Sales Tax Exemption • Provided property information and Economic Development marketing information to DCEO for a company looking to come to the region. BUSINESS DEVEOPMENT, ATTRACTION AND SUPPORT • Currently assisting with the Quarterly Planning Session • Met with local business that is looking to expand and plans to add jobs • Provided local service providers information to Enbridge who is working on the Flanagan South Pipeline Project. TOURISM REPORT • See Dana Smith's attached report CANTON MAIN STREET • Continue to work with Timbuk Tech to gather information on cost and implementation of Wi-Fi for Jones Park. • Developing color coded map of the downtown area with Economic Restructuring Committee that~ identifies Retail, Service, Empty, Professional, and Church spaces. OTHER • Preparing for Certification Test for the Midwest Community Development Institute • Wrap up of FY 13 Goals and my evaluation and have started process for FY 14 • Worked at the Canton Cruise-In and Tractor Show and Pull • Was out of the office June 6, 10, 19, 20, and 21st 61 EAST SIDE SQUARE The realtor agreement was extended. CANTON MOTORCYCLE CLUB AGREEMENT-DISCUSSION Jason Strandberg explained that he talked to one of the members from the club. The current agreement has a cost of $250.00 upfront plus % of the gate cost. Generally what they do during the events is give % of the gate cost to the City. They would like to request to have this language changed in the agreement. The agreement states that the motorcycle club is to obtain any permits from the county. Marshall Black represented the Canton Motorcycle Club. Marshall requested a change in the upfront cost to the City, and a change in paying taxes for the property. This is just a one-time event and the club is requesting a change in the language. Alderman Ellis suggested paying the $250.00 as a deposit and then deducting the gate charge from the deposit. There will not be any alcohol sold at the event. The County Special Use Event should be obtained in August. Motion and second were made by Aldermen Putrich/Justin Nelson to send to Council for consideration. The motion carried by voice vote. DISCUSS CONSIDER AND VOTE ON AN ORDINANCE VACATING THE RIGHT OF WAY KNOWN AS MANUFACTURES CIRCLE AT THE INDUSTRIAL PARK Keith Plavec explained that the roadway was not ever installed; however a water main was put in on lots 21 and 22 and a sanitary sewer line was put in to the end. A hydrant at the end is completely covered by material. The fire department is not able to access the hydrant. Discussion took place regarding relocating the hydrant to the front of the building. The City would disconnect the waterline and move the hydrant to the front of the building. The sanitary sewer would still remain in the easement. This will vacate the right of way, but it will keep the entire part of the right of way as an easement for utilities and access in the future. Motion and second were made by Aldermen Putrich/Pasley to send to Council for consideration. The motion carried by voice vote. ELECTRICAL AGGREGATION/INTEGRYS A representative from Integrys Energy Services was at the meeting to discuss some rate information with the committee. Integrys has been serving the City of Canton since 2007 and started working with the City at the end of 2011 on a municipal electrical aggregation program. The referendum was successful and the program started in the spring of 2012. The approximate combined savings to the residence has been $200,000.00 that elected to participate. There was a change regarding the transmission service. The transmission company changed their laws- which increased the rate, which then increased the municipal aggregation rate from 4.65 cents to 4.84 cents. When the program started last year the comparison between the City of Canton's rate and Ameren's default rate was approximately 30%. This gap has closed due to Ameren's utility rates going down. The proposal is an opportunity to lower the aggregation rates and to continue the success of the program. Currently the end date of the program is June 2014. The proposal is to change the end date to June 2015 and to (ower the rate down to 4.5 cents. A new opt out period would be offered and the continuation of the program would be offered at the new lower rate starting in September. Alderman Putrich stated that Alderman Jim Nelson (not present) wanted to suggest putting this out for bid. City Treasurer Kathy Luker explained that several years ago the City selected the State of Illinois-which was the lowest rate at that time; however she is not certain if anyone has checked to see what rates they would offer. DISCUSSION OF SPOON RIVER TRAIL Bill Kuhn distributed a map of the Spoon River Trail to the committee for review. Bill explained that in the mid-2000's an opportunity came up to do a green-way and trail plan for Fulton County. A grant in the amount of $20,000.00 was received from the Illinois Department of Natural Resources. The primary focus was on a trail from Wallace Park to Lakeland Park. This project is underway and should be built relatively soon. Some other trails in Liverpool, Lewistown, Astoria, Fairview were also looked at, but most of the trails being reviewed were those in Canton. There have also been recent opportunities to participate in the Rails to Trails Program. A railroad track that goes from Peoria to Farmington could potentially be a similar trail. Other trails including one from Yates City to St. David are also being reviewed. The two upcoming trails in Canton would be the trail from Wallace Park to Lakeland and the Spoon River Bike Trail. The Spoon River Trail starts at Maple Street and goes to Spoon River College. The trail would be 1.5 Miles in length that would be for walking and biking. Some issues include the City water main. A suggestion is to have a side path for riding a bicycle next to the road. This would be a solution not to have to deal with the waterline. Given the expense of the waterline this is a reasonable alternative. Mayor Fritz asked if this alternative would be as safe as deciding to go the other route and deal with the water main. The side paths are very common and bicyclists are very comfortable with them. The transportation from Canton to the College would be improved by the side path. The intent is to have parking along the trails. The Illinois Department of Transportation would provide an approval process. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JEREMY PASLEY, CHAIRMAN DISCUSS CONSIDER AND VOTE ON PUBLIC SAFETY DIRECTOR EMPLOYMENT AGREEMENT A copy of the agreement will be sent to everyone for review. A redline copy and a final copy will be sent for the review. A motion and second were made by Aldermen Pasley/Putrich to send to Council with no recommendation. The motion carried by voice vote and was unanimous. ADJOURNMENT Th ee n djo ned with no need for executive session. a P ey City Clerk