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HomeMy WebLinkAbout04-08-2014 Clerical committee meeting minutes CLERICAL COMMITTEE MEETING CITY OF CANTON Tuesday April 8, 2014 6:30p.m. Donald E. Edwards Way 50 North 4th Avenue Canton IL 61520 Aldermen in attendance: Craig West, Tad Putrich, Dave Pickel, Justin Nelson, Jerry Ellis, John Lovell Aldermen Absent: Aldermen Jeremy Pasley, Jim Nelson Staff in attendance: City Treasurer Kathy Luker, City Clerk Diana Pavley-Rock, Attorney Nancy Rabel, Mayor leffrey Fritz, Police Chief Kent McDowell, Community Service Director Jason Strandberg, City Engineer Keith Plavec, Public Works Director Bill Terry, Comptroller Caty Campbell Joe Ginger Video Services. Others in the Audience: News Media- Daily Ledger FINANCE ALDERMAN JUSTIN NELSON, CHAIRMAN BILL LIST TREASURER'S REPORT The general fund balance is $622,228.58. Page two of the Treasurer's report does not reflect any investments with CD's in the general fund. The garbage depreciation fund reflects two new garbage trucks that should be arriving within the next few weeks. Page three of the Treasurer's report reflects the budget comparison report. The City now has 11 of the 12 months reflected in the report. For the 11 months the average should be 91.7%. The YTD income is 90.9% which is slightly under budget. The City is currently at 92.2% for the expenses YTD. This is .5% over budget YTD. The difference between the two reflects a loss of $55,806.00. The water and sewer account should be at 91.7%YTD. The income is at 84.7% (7.0% under YTD average) The expenses are at 88.2% (3.5% under the YTD average) This reflects a loss of $202,096.00. Page four reflects the property taxes (no changes reflected in this month's report.) Page five of the Treasurer's report reflects the TIF activity for TIF 1 and TIF II. Any payments from the TIF II fund will have to be paid for by the general fund due to no funds in the TIF II fund. Page six reflects the bond fund with a balance of $78,749.07 (this does not include the investment amount from the debt certificates) Page seven reflects the DECA revolving loan recap. The current checking account balance is $32,567.97. One out of the three businesses is two months behind on payments. Motion and second were made by Aldermen Justin Nelson/West to send the bill list and treasurer's report to the consent agenda for Council consideration. The motion carried by voice vote and was unanimous. DISCUSS CONSIDER AND VOTE ON AN INCREASE IN GARBAGE RATES Discussion took place regarding the existing solid waste program;the possibility of implementing a garbage tote system; and the need to raise garbage rates to be more in line with the actual cost of providing a solid waste program to Canton residents. The following were items of discussion: Garba�e Totes • Purchase of 5,000 totes with sizes of 35, 65 and 95 gallon being offered to residents • Purchase totes from Rehrig Pacific using bid results from City of Bloomington • Finance totes through Ipava State Bank at 2% interest rate or roughly$5,000 per month for approximately four and a half years • Propose a $30 fee for exchanging totes between sizes Sticker Pro�ram • Implement a sticker program that would require a sticker for any additional bags that cannot be placed in the new garbage totes. o Set sticker price for additional bags at $1.50/each • Implement a sticker program that would require a sticker for large/bulk items. o Items would include furniture, mattresses, etc. o Set sticker price for bulk items at $10/each. • Residents can purchase at City Hall or Hy-Vee. • Looking at payment methods that would include credit card • Provide each residential customer with 4 complimentary bag stickers and 1 complimentary bulk item sticker Residential Solid Waste Rates • Rate is currently$9 per month • Breakeven rate for FY 13/14 is $11.49 per month • Breakeven rate increases each fiscal year as internal operation and maintenance costs increase and landfill costs increase • Proposed Garbage Rates: o Beginning May 1, 2014-$13.00 per month o Beginning May 1, 2015 - $13.50 per month o Beginning May 1, 2016- $14.00 per month • Proposed Garbage Rates would include $1.00 per month to pay for the garbage totes, regardless of the size of tote chosen. Gabbv Davs� • Program would be discontinued • In its place,the City could provide roll-off dumpsters at the Street Department building, where one week a year, residents would be able to drop off large items or excess waste • Sticker program would also be utilized to provide residents another way to dispose of large items throughout the year Further discussion took place regarding the increase in the garbage rates. The increase for the first year was thought to be a good idea since rates have not increased for several years; however the increases for the future years should be placed on hold until further evaluation could take place closer to the date. Discussion took place regarding the possibility of giving residence a rebate if they already participate in the recycling program. The tote system would help keep garbage from being torn out of plastic bags and would improve the looks and appearance of the City. The tote system could also help reduce the number of workers compensation claims for the City. The claims often occurs out of injuries from the employees lifting heavy garbage cans. Alderman Justin Nelson said he would be in favor of the totes since the City has already paid money to have the tote system installed on the new garbage trucks. Motion and second were made by Aldermen Justin Nelson/West to purchase the totes and make it mandatory within the City limits for the solid waste program. The motion carried by voice vote and was unanimous. Alderman Putrich expressed some concerns regarding the increase in the rates. The decision on what the garbage rate should be depends greatly if the City would decide to implement the tote program. If the tote system was optional and the fee would be dependent on those participating in the tote system, Comptroller Caty Campbell explained that it would be very difficult to track those that participate and have different rates for those that participate compared to those that do not participate. Motion and second were made by Aldermen Justin Nelson/Putrich to accept the sticker fees of $1.50 and the bulk/large item rate fees at $10.00. The motion carried by voice vote and was unanimous. Motion and second were made by Alderman Justin Nelson/West to approve the $12.00 rate for the first year,then a $3.00 increase in two years. Discussion: Alderman Lovell said he would not agree with a rate increase that is so significant within a short amount of time. Raising the rates three dollars is necessary for the first year since it has been so long, but to have the increases every three years would not be very popular in the community. Alderman Ellis agrees that the first increase is necessary since rates have not increased since 2008. A .50 cent increase per year would be easier for people on fixed incomes to budget. Alderman Putrich again suggested to have smaller increases each year and have the citizens pay for their own totes directly from Wal-Mart to keep the rates lower. Alderman Pickel suggested doing the rate increase this year, but the City should hold off on future year's increases until it is determined if rate increases are needed for the future years. Aldermen Justin Nelson and Craig West withdrew their motion. Motion and second were made by Aldermen Putrich/West to amend the garbage rate to $12.00 for the first year with nothing else tied into it and send to Council for consideration. The motion carried by voice vote and was unanimous. APPLICATION FOR PAYMENT NO. 2 FOR WWTP STORM BAR SCREEN MODIFICATIONS FROM KEMPER CONSTRUCTION INC FOR$67.500.00 This will be a bond related project with 10.0% retainage being held. It is the recommendation to send the request to Council. Motion and second were made by Aldermen Justin Nelson/West to send to Council for consideration. (Consent agenda) The motion carried by voice vote and was unanimous. APPLICATION FOR PAYMENT NO. 3 FOR WWTP PRIMARY CLARIFIER FROM LEANDER CONSTRUCTION INC FOR 517.377.86 This request includes general conditions, repair allowance and valve replacement and will be paid from the bond funds. The 10% retainage will be held. Motion and second were made by Aldermen Justin Nelson/Putrich to send to Council for consideration. (consent agenda) The motion carried by voice vote and was unanimous. APPLICATION FOR PAYMENT NO. 3 FOR WWTP EAST PLANT PUMP IMPROVEMENTS FROM LEANDER CONSTRUCTION INC FOR 56.949.53 This project is for concrete work and demolitions at the east plant. The contract is for $155,900.00. The total amount completed and stored to date is $55,000.00. It was discovered today that ground water was coming in at the depth of the digging. Large rock is being considered for a solid base. A request will be brought forward for the additional rock. Motion and second were made by Aldermen Justin Nelson/West to send to Council for consideration. (consent agenda) The motion carried by voice vote and was unanimous. MSI ENGINEERING AGREEMENT Maurer and Stutz has an annual agreement with the City that will expire. The contract includes a 15% discount. The services provided by Maurer and Stutz is provided on an as needed basis. The rates have not changed in three years. Maurer and Stutz bills on an hourly basis. It is estimated that Maurer and Stutz provides 100 hours per month or 1200 hours per year. Mayor Fritz and Alderman West said that the City has always been very satisfied with the services that Keith Plavec and the staff at Maurer and Stutz provides to the City. There is always a very high level of professionalism displayed by everyone at Maurer and Stutz. 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 PROPOSAL FOR INSTALLATION OF NEW 150 HP VFD FOR HIGH SERVICE PUMP AT WTP FROM QUICK ELECTRICAL CONTRACTORS. INC It was the recommendation to approve the quote from Quick Electric. The total cost would be $14,105.00 and would be paid from the bond funds. Motion and second were made by Aldermen Justin Nelson/West to send to Council for consideration. (Consent agenda) The motion carried by voice vote and was unanimous. The finance committee adjourned at 8:OOpm. LEGAL& ORDINANCE ALDERMAN CRAIG WEST, CHA/RMAN AMENDMENT TO ORDINANCE REGARDING ADMINISTRATIVE TICKETS Attorney Rabel explained that the fines and ordinance violations could be paid in house with the proposed amendment to the ordinance regarding administrative tickets. The City keeps the entire amount of the money and eliminates the need to go into the court system. If not paid within the time frame specified it would then be sent to the court system. The fees proposed would include the total settlement amount. Currently a fine for$25.00 would cost $119.00 if it goes into the court system. The proposed settlement amount would be lower if paid at the City. This system would eliminate the need to have staff present at the courthouse and eliminate the overtime costs. Motion and second were made by Aldermen West/Justin Nelson to send to Council for consideration. The motion carried by voice vote and was unanimous DISCUSS. CONSIDER AND VOTE ON AN INTERGOVERNMENTAL AGREEMENT WITH THE COUNTY AND PARK DISTRICT REGARDING PATROLLING THE CANTON LAKE. Attorney Rabel explained that there are two agreements—one agreement is with the County and the other agreement is with the park district. 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 DISCUSS. CONSIDER AND VOTE ON AN AMENDMENT TO THE ORDINANCE TO ALLOW CHICKENS WITHIN THE CITY LIMITS A resident contacted Alderman Pickel with a request to allow chickens within the City limits. The resident submitted a very detailed list of requirements that would need to be met in order to allow chickens within the City limits. Concern was expressed regarding the problems that chickens within the City limits would create. One of the problems would be an increase in animals that would be attracted to the smell of the chickens. The current ordinance allows chickens within the City limits if there is more than 150 feet from any other residence. It was requested to have Kevin Wright come to the Council meeting next week to further explain his interest in allowing chickens within the City. DISCUSS. CONSIDER AND VOTE ON NO PARKING IN THE 400 BLOCK OF WEST CHESTNUT STREET This was previously discussed as the no parking in the 300-400 block of West Chestnut. There is currently no parking on the north side of the 500 block of West Chestnut. Bill Terry visited with the resident and he is more concerned about the 300 block of West Chestnut Street. Chief McDowell suggested no parking on the north side in the 300 block of West Chestnut. There are some multi family homes in the 300 block of West Chestnut. Having no parking on one side of the street might improve the distance for cars to move freely down the street. Currently when cars are parked on both sides of the street the road becomes very narrow which makes it difficult to get down the road. Chief McDowell will conduct a survey to see if the north side or the south side of the street has more parking in this area. Chief McDowell will talk to some residence in this area and will bring back additional information at the next committee meeting. The legal and Ordinance committee adjourned at 8:29pm . COMMUNITY& INDUSTRIAL DEVELOPMENT ALDERMAN TAD PUTRICH, CHAIRMAN UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR GENERAL ECONOMIC DEVELOPMENT POINTS RETAIL/COMMERCIAL/INDUSTRIAL DEVELOPMENT • Attended a breakfast meeting with Ron Walker, who is the newly hired Commercial Property Manager for CFC Properties, to discuss their available properties and to talk about Canton in general. Also in attendance were Jim Murphy (CFC Properties), Carol Davis (SRPED Board President), Jason Strandberg and Susan Miller. • Met with Greg Russell and Kevin Largent of Dynegy to discuss possible development on their land. They want to get more involved in the community. Also in attendance for this meeting were Rick Klinedinst(Recruitment of Business Committee Chair) and Tad Putrich (Recruitment of Business Committee Member) • Provided letters of support requesting that IDOT include US Route 24 expansion and Illinois 336 to be present in their Transportation Investment Generating Economic Recovery (TIGER) application. Conversations with Fulton County Engineer, Nicole Grube and Shannon Duncan of Western Illinois Regional Council to discuss TIGER grant information and possible assistance. Met with the Transportation Committee chair to discuss options. • Met with a new business looking for a different property location with large truck access. • Sent Kendra McGuire of Nelson Engineering information on TIGER grant deadlines to share with her client in case they wanted to be included for the County Highway 6 project. • Set up meeting with Macomb representatives to come to Canton to continue our conversation about reciprocal businesses and needs. • Followed up on leads for East Chestnut property • Conversations with Bill Hawes of Twin Shores to discuss their final market analysis of Canton. • Follow up e-mails with 9 retail recruitment packets that were sent out. Shared contact information with Ron Walker and agreed to meet with East Chestnut property owner to make follow up phone calls to retailers specific to that property. • Contact with person looking for a distributor of their product. They are moving their manufacturing side of the product to El Paso. They want to tap into the Central IL market. I contacted a local business about potentially being a distributor of this product and gave them all of the contact information. • Meeting at Canton Park District to discuss the Trail. BUSINESS DEVELOPMENT,ATTRACTION AND SUPPORT • Prepared for and attended Recruitment of Business Committee meeting. • Worked on data standards information for Site Selectors • Met with person wanting to open a restaurant • Giant Goose Ranch Development meeting and follow up • e-commerce meeting for potential e-commerce website for local businesses. • Met with person wanting information about Revolving Loan Fund options • Followed up with North Main Property owner to discuss any progress and to let him know there is someone interested in the property that I am meeting with on the 24ih of April. TOURISM REPORT • See Dana Smith's attached report—Midwest Living Magazine OTHER • Attended Illinois Main Street education sessions on the 2"a • Assisted CMS President to prep for the CMS Display table at Illinois Main Street Lobby Day. • Worked on CMS Partnership Updates General Marketing&Touriam • Completed photography for MidwestLivingmagazine, and forwarded images to Tara Okerstrom-Bauer. Also responded to two fact-checking requests from the magazine to verify information for the article, which will be out in early May. • Responded to a request from free-lance writer Davis Tompkins to provide information for an article in News & Views, a regional publication for Illinoisan aged 50+. The article will be designed to position Canton as a day trip or weekend getaway for people living in the PeoriaBloomington area. Escorted him on a tour of the downtown, provided access to photography and fact-checked the article for publication in their May issue. • Contacted Muriel Freeman at MidAmerica National Bank for update on Destination Canton's first bus tour proposal to bring at least 32 visitors to Canton, scheduled during the Art on Main Fine Arts Festival on June 7-8. There have been no sign-ups as yet, and additional bus companies may be sent the proposal. • Attended the monthly meeting of the Fulton County Economic Development and Tourism Committee on March 4, following the soft-launch of the Fulton County website. • Attended the bi-monthly meeting of the Illinois River Road National Scenic Byway Board on March 27, at Fondulac Bank in East Peoria. Canton Main Street. • Met with Kathie Brown to discuss opportunities for utilizing graduate students to help with economic assessments of the downtown area business makeup through a grant from Illinois Main Street, and passed the information on to Missy Towery. • Updated Art on Main website, adding information after the selection committee chose 24 artists to be invited to the second annual event. • Developed article and Art on Main and Farmer's Market for Spoon River Coop newsletter to be sent to over 3,000 subscribers. • Attended Art on Main committee meeting on March 18. • Developed news release for publication on Farmer's market in the Fulton Democrat farm tab in March. • Updated Farmer's Market database in preparation for spring organizational meeting, and mailed applications and invitations to producers who have set up at the Farmer's Market in previous years. • Scheduled, prepared the agenda and facilitated a second meeting on Farmer's Market with Jeff Bash, from Spoon River College, and Carol Kohler, Canton Main Street's Promotions Chair on March 24. • Assisted with the planning and execution of a Member's Reception at Bistro 101 on March 14 to welcome new members and thank renewing members, including mailing invitations, following up with phone calls, and preparing materials for the event. • Attended the Canton Main Street Board meeting on March 25, at the First Christian Church. Website • In March www.cantonillinois.or�had 25,237 page views, with 14,615 unique IP addresses. • In February, the www.visitcantonil.or� had 3.309 page views, with 1,837 unique IP addresses. 61 EAST SIDE SQUARE The Community and Industrial Committee adjourned at 8:30pm. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JEREMY PASLEY, CHA/RMAN The Negotiations, Grievance and Personnel Committee adjourned at 8:30pm. ADJOURNMENT Motion was made by Alderman Justin Nelson/West to adjourn into executive session for the purpose of employment matters. (51LCS 120/2 C(1) The motion ri d. � \ i a ey-Rock, City Clerk Roll call: Aldermen West, Putrich, Pickel, lustin Nelson, Elis, Lovell