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HomeMy WebLinkAbout08-13-2013 Clerical Committee Meeting Minutes CLERICAL COMMITTEE Tuesday August 13, 2013 6:30 p.m. Donald E. Edwards Way 50 North 4th Avenue Canton IL 61520 Aldermen in attendance: Dave Pickel, Justin Nelson, Gerald Ellis, John Lovell, leremy Pasley, Tad Putrich, Craig West Staff in attendance: City Treasurer Kathy Luker, Attorney Nancy Rabel, Mayor Jeffrey Fritz, Police Chief Kent McDowell, Fire Chief Tom Shubert, City Engineer Keith Plavec, Community Service Director Jason Strandberg, Spoon River Partnership Missy Towery Joe Ginger Video Services. In the audience: Scott Williams, Rick Jockisch, Chasity Hoffman News Media- Daily Ledger FINANCE ALDERMAN JUSTIN NELSON, CHAIRMAN BILL LIST City Treasurer Kathy Luker explained that page six of the bill list reflects several items for Spoon River Partnership. The items are for: • The second payment of the four quarterly payments for hotel/motel tax. • The quarterly billing invoice • An amount for the TIF related expenses A large bill for principal and interest for the IEPA loan (that is paid twice per year) is reflected on page six of the bill list. Page eight of the bill list reflects a payment to the IEPA for the annual permit fee in the amount of $22,500.00. The storm water permit is for $500.00. TREASURER'S REPORT Page one of the treasurer's report reflects the cash inflow and outflow for all City accounts. The comingled cash fund is $691,165.32 which is due to the property tax money received during the month of July. The tota) available cash is $2,658,312.70. Page two reflects the schedule of investments for TIF 1, water sewer, water sewer bond funds and the lake depreciation account. Some of the interest rates reflected are low, but the City has since re- invested some money into higher interest rates. The budget comparison report is listed on page three. The report reflects 25% of the budget (three months into the fiscal year) the money received during this time is $2,374,451.00. This amount is a little over budget at 29.8%. This is due to property taxes being received during July along with the income tax received in July. The expense for general government is 9.5% -showing slightly above the average of 8.3%. The YTD average is 36.4% which is over the 25% that it should be. This is due to some payouts and other expenses in previous months. The police and fire is slightly over budget due to the fact that pension money was received in the property taxes. Street is low at 19.9%. Garbage is slightly over 25% coming in at 27.2%. Building and Grounds is 27.5%. The water and sewer income is down for the first three months of the year. It should be at 25% but it is at 16.6% for the year. The expense for water and sewer is also under the 25% at 18.4%. The property tax recap reflects money received during the month of June and July (governmental funds) the City received over 50% so far this year. The TIF 1 fund the City has received 50.06% of the money so far this year. The TIF 2 fund the City has received 48.27% to date. The recap of the special revenues (TIF 1 and TIF 2) lists the expenses and the money that has come in from the property taxes. The TIF 1 balance is $603,129.70. The TIF 2 balance is $55,894.47. The recap for special revenue for bond money received back in 2005 reflects a balance in the checking account $765,877.68. The expenses for last month were for the WWTP and the WTP improvements. The revolving loan fund recap reflects a checking account balance of $20,638.36. Everyone is currently paid up to date expect one borrower that is one month behind. Motion and second were made by Aldermen Justin Nelson/Putrich to send to Council for consideration. The motion carried by voice vote and was unanimous. CANTON LAKE PLAYGROUND Keith Plavec explained that previously a couple of different options were presented regarding the playground equipment. One of the options would cost approximately $17,000.00. The other option was between $13,000.00-$14,000.00. For a cost of $1,500.00 the company would send a person down to help the City crew install the equipment. The Council previously decided not to go forward with this offer. Keith asked if the committee would like to continue moving forward with the project if the cost could be kept under a certain dollar amount. Alderman Justin Nelson suggested keeping the cost for playground equipment under $10,000.00 so money could be spent on a shoreline improvement at the lake. Alderman Ellis explained that he would like to see the City move forward with this project and get the playground installed. Alderman Putrich recommended having the company send their people to help with the installation (at the cost of $1500.00) to be sure the equipment is installed properly. Alderman Lovell said that some of the equipment below $10,000.00 was made from wood. Previously the committee talked about the importance of providing safe equipment. Wood equipment might not provide the safety discussed. Alderman West suggested spending up to $15,000.00 to ensure higher quality equipment that would be safe. Motion and second were made by Aldermen Justin Nelson/Putrich to allow up to $15,000.00 for the playground equipment. The motion carried by voice vote and was unanimous. APPLICATION FOR PAYMENT NO 2 FROM ROY KEITH ELECTRIC IN THE AMOUNT OF S3 659.40 FOR THE SOUTH SIDE SEWAGE PUMPING STATION- GENERATOR SET IMPROVEMENTS This project is 100% complete, but one final pay request and a punch list item still remains. Keith Plavec recommended paying the application request in the amount of $3659.40 from the bond funds. Motion and second were made by Aldermen Justin Nelson/West to approve the payment from Roy Keith Electric in the amount of $3659.40 from the bond funds. The motion carried by voice vote and was unanimous. CHANGE ORDER NUMBER 2 FOR THE SOUTH SIDE SEWAGE PUMPING STATION - GENERATOR SET IMPROVEMENTS The request for the change order is in the amount of $949.00. The original contract price was $119,836.00 so this will be increased to $120,784.00. Motion and second were made by Aldermen Justin Nelson/West to approve the change order in the amount of $949.00. The motion carried by voice vote and was unanimous. WATER PLANT COLLECTOR WELL TELEMETERY STANDBY GENERATOR AT BANNER TOWNSHIP- BID RESULTS The current battery backup system has lost power (sends information to the water plant) so a small generator is currently being considered. The low bidder was Overlander Electric with a bid of $13,230.00. The other bidders were: • Spoon River Mechanical • Roy Keith Electric • Leander Construction • Overlander Electric Motion and second were made by Aldermen Justin Nelson/West to accept the low bid from Overlander Electric in the amount of $13,230.00. The motion carried by voice vote and was unanimous. WWTP SLUDGE PUMP BUILDING ELECRICAL IMPROVEMENTS- BID RESULTS Four bidders submitted quotes for the WWTP sludge pump building electrical improvements. The bidders were: Quick Electric Overlander Electric Roy Keith Advanced Electric The low bid was from Quick Electric in the amount of $26,800.00. This would be a bond expense. Motion and second were made by Aldermen Justin Nelson/Putrich to award the project to Quick Electric in the amount of $26,800.00 from the bond funds. The motion carried by voice vote and was unanimous WWTP PRIMARY CLARIFIER VALVE ACUATOR IMPROVEMENTS -BID RESULTS Four bidders submitted quotes for the WWTP primary clarifier valve actuator improvements. The bidders were: Leander Construction Kemper Construction GA Rich Laverdiere Construction The low bid was from Leander construction for the amount of $112,999.00 from the bond funds. Motion and second were made by Aldermen Justin Nelson/Putrich to award the project to Leander Construction in the amount of $112,999.00 from the bond funds. The motion carried by voice vote and was unanimous MORTON BUILDING QUOTE FOR OVERHEAD DOOR OPENING AT WTP Keith Plavec explained that he worked with Superintendent Greg Pollitt regarding the overhead door opening at the WTP. It is the recommendation of Keith Plavec to use Morton Building for the project. Motion and second were made by Aldermen Justin Nelson/West to accept the bid from Morton Building for the overhead door in the amount of $10,813.00. The motion carried by voice vote and was unanimous. STREET LIGHT IN THE 700 BLOCK OF VANWINKLE Community Service Director Jason Strandberg explained that citizens on Van winkle have asked about getting another street light in this area. This will be placed on next week's council agenda with no recommendation. SPRINGBROOK SOFTWARE BILLING The utility billing for the City of Canton water bills will be changed due to the new software. The changes will become effective with the August bill. This bill will be due September 10, 2013. An example of the bill will be sent to all customers. A notice and sample of the bill will also be placed in the Daily Ledger. The account numbers will be changed under the new software. LEGAL & ORDINANCE ALDERMAN CRAIG WEST, CHA/RMAN FRESH FIRE CHURCH WATER BILL Community Service Director Jason Strandberg distributed a copy of a letter dated April 26, 2013 from Mayor Meade. Kevin Meade worked out an agreement with the Fresh Fire church to zero out their outstanding water bill as of May 1, 2013. The amount of the water bill was $10,963.55. The letter explains that by waiving the water bill, Fresh Fire Church would need to annex into the City. Jason further explained that the Fresh Fire Church does not own this property, but someone else actually owns it. This will need to go back to committee to further discuss the ownership of the property and the annexation. Jason further explained that he will contact the owner and discuss this with them and then bring further information back to the committee. Alderman Putrich expressed concerns about the previous administration making an agreement to waive over $10,000.00 without taking it to Council. RESIGNATION- HAROLD JUMP Mayor Fritz explained that Harold Jump submitted a letter of resignation from the police and fire commission. The resignation also included his appointment to the zoning board of appeals. Motion and second were made by Aldermen West/Pasley to accept the resignation. 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 • Committee work for Data Center and site visit scheduled for August 27tn • Utilized Retail Lease Trac Database for Leads and produced 6 recruitment packets. Three were specific to 1611 East Chestnut, one was specific to CFC Properties in Fulton Square and the others were sent without specific property discussed. • Followed up with five of the companies from the July 18th recruitment packets. One called to say they have no market in Canton. One returned the e-mail to say they are interested, but need a franchisee. One only accepts hard copies and the other two did not agree to phone appointments. • Followed up with a property locator that had been in Canton last year looking at possible spaces for a shoe store. ~ Scheduled and met with Rick Regnier Fulton County Tax assessor re: 61 East Side Square. BUSINE55 DEVEOPMENT, ATTRACTION AND SUPPORT • Met with person who is interested in starting a resale shop. ~ Met with downtown property owner to discuss what spaces they still have open to rent and potential tenant ideas. Sent them real estate information from our local realtors on a downtown property they are potentially interested in. • Phone conversation with business owner looking to lease their current property wanting to know what role SRPED could play. TOURISM REPORT • See Dana Smith's attached report - Over the past year we have received 28 requests for information from the tourism website CANTON MAIN STREET • Board work - working on campaign to educate public on difference between each of our organizations. • Economic Restructuring Committee meeting - e-commerce and color coded map OTHER • SRPED Board prep, attendance and follow up. • SRPED Advisory Board prep, attendance and follow up. • Attended Midwest Community Development Institute August 5-8tn SPECIAL EVENT REQUEST- FRIENDSHIP FESTIVAL PARADE ROAD CLOSURE- SEPTEMBER 14 2013 The parade is schedule for September 14, 2013. The setup time is 6:OOam with a tear down time of 12:00 noon. The route and road closures will be the same as last year. A copy of the certificate of insurance was submitted with the request. Motion and second were made by Aldermen Putrich/Justin Nelson to send to Council for approval. The motion carried by voice vote and was unanimous. JACK'S REQUEST FOR A SPECIAL EVENT HELD AUGUST 16. 2013 WITH EXTENDED HOURS UNTIL MIDNIGHT The request from Jack's to extend the hours is to allow an outside band to perform until midnight. Alderman Putrich explained that the requests have become frequent. The intention is to allow bar owners to extend hours with permission for a special event or a fundraiser. Alderman Pasley said that he thinks it would be a good idea to send a letter to the bar owners to explain the process and procedures for requesting a special event. Alderman Pickel said his understanding of a special event and allowing changes in the times for outside entertainment is for fundraisers. It should not be for a business to extend the hours for outside entertainment just because the current ordinance does not allow for the hours for outside entertainment to be until midnight. The previous recommendation was to have the business owners apply for a special event license instead of changing the ordinance. Motion and second were made by Aldermen Putrich/Ellis to have the Mayor (liquor commissioner) approve the event, but send a letter to all bar/business owners explaining the process/procedures for a special event. The motion carried by voice vote and was unanimous JACK'S REQUEST FOR A SPECIAL EVENT HELD SEPTEMBER 13. 2013 WITH EXTENDED HOURS UNTIL MIDNIGHT Motion and second were made by Aldermen Putrich/ to send to Council with no recommendation. Discussion: Alderman Pasley said that he doesn't see a problem with bars wanting to have outside entertainment until midnight instead of 11:OOpm. This particular request does meet the time frame requirements. Alderman Pickel explained that he doesn't have a problem with it, but he would not want to see it become a regular time allowed for outside entertainment. Chief McDowell said citizens contact the police department regarding complaints with outside music. The call load within the police department goes up when outside entertainment is extended. Mayor Fritz said the City needs to define special events. Discussion took place regarding insurance coverage during special events. A certificate of insurance is required when a special event is held on a City parking lot or a City Street. The bar owners liquor liability insurance is what the bars have for any special event held on their own property. Mayor Fritz explained that some other communities require additional police coverage during special events. Motion and second were made by Alderman Putrich/West to send the request to Council for approval The motion carried by voice vote and was unanimous. WHITE OAKS SPECIAL EVENT REQUEST- CANTON BOOSTER CLUB- AUGUST 16. 2013 Alderman Putrich explained that this is the same fundraiser that White Oaks held last year. This request was not submitted in a timely fashion. The Mayor can approve this request with the late submission as the liquor commissioner. A certificate of insurance was submitted. The request includes a road closure from White Oak to Elm Street. The setup is 1:OOpm with a tear down directly after the event closes. The request includes closing the public parking lot and the street. Motion and second were made by Aldermen Putrich/Pasley to allow the Mayor to approve the event as the liquor commissioner. The motion carried by voice vote and was unanimous. SPECIAL EVENT REQUEST FOR SPOON RIVER READ - CEMETERY WALK The Event will be held September 30, 2013 from 4:00-8:OOpm at Greenwood Cemetery. The name of the event is the Corner of Then and Now. It is estimated that 200 people will attend the event. A police officer/auxiliary officer is request to help with traffic. Motion and second were made by Aldermen Putrich/Justin Nelson to send the request to Council for approval. The motion carried by voice vote and was unanimous. REQUEST FOR A SECONDHAND DEALER LICENSE Richard Jockish is at the meeting tonight and is requesting a license to setup at the Farmer's market to sharpen knives and tools. Richard Jockish addressed the committee and explained that he works at various communities Farmers Market and fishing tournaments to sharpen knives. Richard said the City of Canton has a current ordinance regarding weapons. The sharpening service that he offers is for knives, scissors, tools, lawn equipment. Attorney Bruce Beal gave an opinion that this would not be violating any City ordinance since he would not be buying or selling anything. Alderman Ellis asked if he would need to contact the Spoon River Partnership if he wants to participate in the Farmer's Market. Alderman Justin Nelson said that Richard's request is to waive the ordinance and allow him to offer the services at the Farmer's Market. Richard explained that he offers these services in many of the surrounding communities Farmer's Market. Jason Strandberg said that if Richard needs to go thru the Partnership for the Farmer's Market the City could provide the contact information to him. Mayor Fritz explained that the City could issue him a permit and then he could take the permit to the Farmer's Market to see if they would allow him at the market. Alderman Pickel agrees that Richard Jockisch will need to contact the Main Street for a booth. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JEREMY PASLEY, CHAIRMAN HIRING OF A FIREFIGHTER Chief Shubert explained that this is a budgeted request. The vacancy for the firefighter was opened up when Tom Shubert was appointed. The request is to move forward with filling the vacancy. Motion and second were made by Aldermen Pasley/Justin Nelson to approve the hiring of a firefighter. The motion carried by voice vote and was unanimous. HIRING OF LEGAL/ADMINISTRATIVE SUPPORT STAFF Alderman Pasley explained that this position was previously budgeted and was filled during the last administration. The request is to allow this position with the new administration. Mayor Fritz explained that a part time position supported the City Attorney during the last administration. The original idea presented to the Council was to allow this support for the City Attorney and the City Clerk. The administrative assistant resigned when the last City Attorney resigned. Mayor Fritz said this is a part time position that would support the City Attorney and the City Clerk. Motion and second were made by Aldermen West/Pasley to advertise or post for this position. The motion carried by voice vote and was unanimous. ELECTRONIC COMMUNICATION COORDINATOR Chief McDowell explained that Erin Slack (dispatcher) was nominated as an electronic communication coordinator. Erin is currently working on a facebook page (which will be monitoredj that will notify the public on various events, ordinances etc. Erin is also rebuilding the police department's webpage. ADJOURNMENT The meeting adjourned into executive session for personnel and negotiations. 51LCS 120/2 (c ) (1,2) Motion and second were made by Aldermen Pasley/Nelson to adjourn into executive session. Roll Call: AI rm n West, P t ch, Pickel, Justin Nelson, Ellis, Lovell, Pasley ~.~.~j., - d P~ -Rock City Clerk