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HomeMy WebLinkAbout05-19-2015 Council Meeting Minutes City of Canton Council Meeting The Donald Edwards Way (Historic Depot) Canton 11 61520 05-19-2015 6:30pm A regular meeting of the Canton City Council was held on May 19, 2015 (6:30pm) in the Council Chambers, The Donald E. Edwards Way-50 North 4th Avenue, Canton, Illinois 61520. STAFF IN ATTENDANCE Mayor Jeffrey Fritz, Treasurer Kathy Luker, City Clerk Diana Pavley-Rock, Fire Chief Tom Shubert, City Administrator Jason Strandberg, WTP Superintendent Greg Pollitt, City Engineer Keith Plavec, SRPED Director Missy Towery MEDIA IN ATTENDANCE: Daily Ledger, Fulton Democrat VIDEO SERVICES BY JOE GINGER PLEDGE OF ALLEGIANCE OPENED THE MEETING INVOCATION- Pastor Nina Nestlerode- First Christian Church PUBLIC PARTICIPATION- ROLL CALL Yes No Absent Aide rwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X ADDITIONS OR CORRECTIONS TO THE AGENDA Alderman Mayhew asked that the agenda item under old Business regarding the garbage hauling permit be moved to his committee. CONSENT AGENDA APPROVAL OF THE COUNCIL MEETING MINUTES HELD MAY 5 2015 1ST MEETING AND 2ND MEETING TREASURER'S REPORT Treasurer Luker reported that as of April 30, 2015 the unrestricted cash in the general fund is in the amount of$298,745.65. This is the amount of the cash reserves for the general fund. The bond account balance is $342,821.42. The general fund YTD loss was in the amount of $78,474.00. The water and sewer fund ended up with a YTD loss in the amount of$956,871.00. BILL LIST The total amount of this month's bill list is $1,409,437.28. Several large items were included in this month's bill list. A payment in the amount of $40,000.00 to the Spoon River Partnership will be paid as soon as the City receives money from the tax levy. Two large payments are due June 15, 2015 to MICA. The work comp payment is in the amount of $221,935.00 and the liability payment is also in the amount of$221,935.00. Some interest payments on bonds were also included on the bill list. The Spoon River Partnership 4th quarter TIF payment in the amount of$10,000.00 is included. Three MidAmerica National Bank interest only payments are reflected in the bill list. POLICE REPORT FIRE REPORT Motion and second were made by Aldermen Jim Nelson/Putrich to approve the consent agenda and place the information on file. ROLL CALL Yes No Absent Aiderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. FINANCE ALDERMAN JIM NELSON REVIEW OF REVENUES AND EXPENDITURES Jim Nelson said it was a great job at the end of the year; however it is still very important for everyone to continue to be as prudent as possible on all expenditures. If we can hold off a month on buying something non essential that would be very helpful. It's very important to stay on top of all financing. Springfield currently has four house bills (677,695,696,699) that is in the second reading of the house that would freeze all tax levies. If this would happen it would be devastating. The only way you would then be able to raise taxes would be by referendum. The City will continue to monitor the actions in Springfield. DISCUSS, CONSIDER AND VOTE ON REQUEST TO REJECT BIDS RECEIVED AND RE-BID PROPOSALS FOR COLLECTION SERVICES. Since the City did not receive any responses from any local vendors, it is the recommendation to reject the bids and re-bid with additional information. Motion and second were made by Aldermen Jim Nelson/West to reject bids and rebid with more detail ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. A RESOLUTION APPROVING AN AGREEMENT WITH SPOON RIVER PARTNERSHIP FOR ECONOMIC DEVELOPMENT. Motion and second were made by Aldermen Jim Nelson/Putrich to approve the agreement as presented in the packet. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. LEGAL AND ORDINANCE ALDERMAN CRAIG WEST DISCUSS CONSIDER AND VOTE ON AN ORDINANCE TO RE-ZONE PROPERTY LOCATED AT 572 SOUTH 6TH AVENUE FROM R-3 TO B-2 (1ST READING) Motion and second were made by Aldermen Justin Nelson/Putrich to suspend the rules for the second reading. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. Motion and second were made by Aldermen Justin Nelson/Ellis to approve the ordinance and place it on file. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. A RESOLUTION APPROVING A PERMISSION AND HOLD HARMLESS AGREEMENT FOR USE OF CITY OF CANTON PROPERTY WITH CGI REAL ESTATE HOLDINGS. The proposed agreement (between CGI Real Estate Holdings LLC and the City of Canton) would grant permission by the City to use City property,(Centennial Memorial Marker- historical stone marker) that is currently located in the Greenwood Cemetery. The agreement would allow the relocation of the memorial marker from greenwood Cemetery to the southern lawn of Fulton Square that is owned by CGI. The memorial would be displayed as a historical marker to allow tourists and historians an opportunity to study and view the memorial marker. Canton Main Street will pay for the relocation of the memorial monument from Greenwood Cemetery to Fulton Square. The City will pay for the foundation and the cement cap for the memorial monument when it is located at Fulton Square. Motion and second were made by Aldermen West/Ellis to approve the resolution and place it on record. ROLL CALL Yes No Absent Alderwoman Hale x Alderman Lovell x Alderman Ellis x Alderman Justin x Nelson Alderman Mayhew x Alderman Jim Nelson x Alderman Putrich x Alderman West x The motion carried. COMMUNITY AND INDUSTRIAL DEVELOPMENT ALDERMAN TAD PUTRICH A SPECIAL EVENT/ROAD CLOSURE REQUEST BY BILLY'S TAP LOCATED AT 172 EAST ELM STREET CANTON ILLINOIS FOR THE PURPOSE OF THE RED DOG FUNDRAISER. A special event request was submitted by Billy's Tap for the annual Red Dog fundraiser to be held on July 10, 2015 from noon to 10:30pm. The road closure will include 2nd Avenue from Billy's down to Pine. A certificate of liability insurance was submitted. Motion and second were made by Aldermen Putrich/Hale to approve the special event. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson Abstain Alderman Putrich X Alderman West X The motion carried. A SPECIAL EVENT/ROAD CLOSURE REQUEST LOCATED AT JONES PARK/CEFCU LOT FOR THE PURPOSE OF GRAND ILLINOIS TRAILS AND PARKS BIKE TOUR TO BE HELD ON JUNE 16-17 2015. A special event request was submitted by Canton Main Street for the Grand Illinois Trails and Parks Bike Tour to be held on June 16-17, 2015. The road closure will include part of the CEFCU lot for the placement of approximately 20 bicycle racks. The event will bring 200 bicyclist to town. Motion and second were made by Aldermen Putrich/Ellis to approve the request pending receipt of insurance. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JUSTIN NELSON, CHAIRMAN PUBLIC SAFETY&TRAFFIC ALDERWOMAN ANGELA HALE, CHAIRMAN STREETS AND GARBAGE ALDERMAN RYAN MAYHEW, CHAIRMAN DISCUSS, CONSIDER AND VOTE ON AN ORDINANCE AMENDING TITLE 3 (BUSINESS REGULATIONS) CHAPTER 14 (GARBAGE HAULERS) OF THE CITY OF CANTON MUNICIPAL CODE (1ST READING) DISCUSS, CONSIDER AND VOTE ON CANTON DOWNTOWN STREETSCAPE BID RESULTS This project was started in 2008 as an ITEP grant application to complete street lighting, tree removal and replacement, landscaping and ADA ramps along Main Street from Locust Street to the north side of Pine Street, Elm Street from Main Street to the west side of First Avenue and East side Square from Chestnut Street to Elm Street. The City was awarded a $455,250.00 grant with $417,250.00 going towards construction and $38,000.00 going towards construction engineering. The City was responsible for 100% of planning engineering design and bid document preparation. The City is responsible for matching 20% of construction costs and any costs above and beyond the construction grant amount. The City is also responsible for the balance of the construction engineering ($47,500.00 fee with the City responsible for $9,500.00) Teska Associates were retained as the prime consultant for the streetscape project. Due to additional work being required by IDOT and cost estimates being higher than what were originally planned, cuts were made to the project to find a project that would be affordable to the City of Canton. The current project still has the same project limits with the exception of including the entire intersection of Pine Street and First Avenue. The project is solely a street lighting project with all new lights proposed as LED and existing lights along Chestnut Street and East Side Square converted to LED. The Illinois Department of Transportation is responsible for bidding this project as ITEP funds were involved. We were notified by MOT on April 27, 2015 that the April 24, 2015 bid letting has three bidders for the Canton Streetscape project. The bidders and results were: * Oberlander $655,803.00 * Bodine Electric $743,701.00 * Laser Electric $775,312.00 The amount programmed for this project was $621,500.00. The lowest responsible bidder was $34,303.00 over the programmed amount. We were allowed to request only two bid items from IDOT. We requested the bid price for baskets as this item was determined after the project was out for bid to be eliminated. This item is also 100% City responsibility as it is seen as a non-participating constructing item. The bid price for this item was $20,164.80. The City is also 100% responsible for the banner arms and flag holders. IDOT would not share this bid information so we are not sure what these items cost but could be added at a later date since the City will be paying the entire cost anyway. Based on the current low bid of$655,803.00 the City would need to finance $238,553.00 of the construction cost. If you eliminate the baskets the City would be responsible for$218,388.20 of the construction. If you add in the $9,500.00 balance for construction engineering, this would mean the City would need to invest$277,888.00 towards the $703,303.00 project cost. The City has several options: * Reject bids and notify IDOT that it no longer wants to pursue this project and release ITEP grant funds. * Reject bids and rebid with the hope that bids come in lower * Reject bids and modify the scope. Consider eliminating street lighting along Elm Street between the East Side Square and First Avenue. This would eliminate 6 lights and would maybe save $35,000.00 on the construction cost. * Award the project as is and remove the hanging baskets from the contract. Alderman Jim Nelson explained that the TIF 1 will receive $939,258.92 in tax money this year. It is important to keep in mind that the City will have a $522,919.00 debt certificate payment. We will have reimbursements to developers in the amount of$244,918.00. We have staff salaries and health insurance in the amount of$112,161.00. All of the expenditures total $944,998.00. Before anything else is done in the TIF 1 fund it will already be a deficit in the amount of $5700.00. We don't have any new TIF money coming into TIF 1 for a long time. Alderman Justin Nelson asked when the City would start seeing any revenue on 61 East Side Square. Alderman Jim Nelson explained that it will not be until next year. It will then only be $15,000.00-$20,000.00. This item will be tabled for two weeks. DISCUSS, CONSIDER AND VOTE ON CANTON DOWNTOWN STREETSCAPE IDOT LOCAL AGENCY AGREEMENT FOR FEDERAL PARTICIPATION Alderman Mayhew explained that due to the financial condition of the City he would not be in favor of this agreement. Alderman Jim Nelson asked for additional information pertaining to the tank project. Alderman Jim Nelson discussed these various items to see what dollar amount the City would be spending in upcoming projects before a final determination was made on the streetscape. Mayor Fritz recommended reviewing additional information and having more discussion at the next Council meeting. LAKE, BUILDINGS &GROUNDS ALDERMAN JOHN LOVELL, CHAIRMAN PUBLIC WORKS, WATER&SEWER ALDERMAN GERALD ELLIS, CHAIRMAN CANTON LAKE DAM SPILLWAY REPAIRS BID RESULTS The City of Canton worked with Fulton County ESDA to obtain funding for structural damage to the Canton Lake Dam spillway and repair of the basin due to flooding in April of 2013. We were successful in obtaining FEMA grant funding through the Public Assistance Program. The City was found to have eligible construction and engineering costs of$340,420.53, with a maximum federal share being $255,315.40. The City is responsible for a 25% match on construction and engineering services or$85,105.13 if all$340,420.53 is spent. The project was placed out for bid in April 2015 with bids due back on May 13, 2015. The following companies submitted bids. * P.A. Atherton Construction (Spring Bay IL) $229,050.00 * Kemper Construction (Canton IL) $295,100.00 * Otto Baum Construction (Morton IL) $348,830.00 * Leander Construction (Canton IL) $399,900.00 Motion and second were made by Aldermen Ellis/Hale to award the project to P.A. Atherton Construction in the amount of$229,050.00. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. 150,000 ELEVATED TANK REPAIRS BID RESULTS The City has previously bid repainting the tower and completing the necessary repairs. Bids were too high both times and the Council requested that the bids be obtained to complete any necessary repairs until funding could be obtained to construct a new elevated water tower. The City received two bids on May 13, 2015. * Leander Construction-Canton IL $74,500.00 * George Young &Sons-Peoria IL $42,530.00 It was the recommendation to remove item NO 5 (Replace west interior roof hatch) This would reduce the contract price to $31,080.00 and award the project to George Young&Sons. Motion and second were made by Aldermen Ellis/Mayhew to award the project to George Young&Sons in the amount of$42,530.00 from TIF 1 bond funds. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich ABSTAIN Alderman West X The motion carried. WTP SLUDGE REMOVAL AND DISPOSAL BID RESULTS The City of Canton ended their four year water treatment lime sludge removal contract with Synagro in 2014. The City placed the project out for bid in April 2015 with bids due back on May 14, 2015. Multi-year contracts were again bid with the base bid as a 3 year contract, alternate 1 was a 4 year contract and alternate 2 was a 5 year contract. The following bids were received. * Synagro (Baltimore MD) Base $62.98 Alt 1 $64.24 Alt 2 65.53 * Merrell Brothers (Kokomo IN) Base $124.69 Alt 1 $122.19 Alt 2 122.19 Under the previous contact with Synagro the City was paying$59.50 per dry ton. Motion and second were made by Aldermen West/ Justin Nelson to award the project to Synagro with a four year contract ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. COMMUNICATIONS FROM MAYOR JEFFREY FRITZ JOINT PLANNING AND ZONING COMMISSION BOARD APPOINTMENT Mayor Fritz explained that the planning and zoning board is made up of 12 civilians and three aldermen. Mayor Fritz placed the names of Craig West and Gerald Ellis to the vacant aldermen positions and Dave Pickel to the vacant civilian position on the board for a five year term. Motion and second were made by Aldermen Justin Nelson/Putrich to accept the appointments. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. FIRE PENSION BOARD APPOINTMENTS Mayor Fritz placed the names of Jon Johnson and Chris Jump to the vacant positions on the fire pension board for a three year term. Motion and second were made by Aldermen West/Putrich to accept the appointments. ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. MIDTERM STATE OF CITY ADDRESS Mayor Fritz announced that this will be the 190th anniversary for the City of Canton. Mayor Fritz will be delivering a mid-term state of the City address next Tuesday May 26, at 2:OOpm at the Donaldson Center. The public is invited. OLD BUSINESS NEW BUSINESS ADJOURNMENT Motion and second were made by Aldermen Justin Nelson/Hale to adjourn into executive session for: Personnel 5 ILCS 120/2 (C) (1) Business 5 ILCS 120/2 (C) (5) ROLL CALL Yes No Absent Alderwoman Hale X Alderman Lovell X Alderman Ellis X Alderman Justin X Nelson Alderman Mayhew X Alderman Jim Nelson X Alderman Putrich X Alderman West X The motion carried. Diana Pavley-Rock, City Clerk Jeffrey A. Fritz, Mayor