CITY OF CANTON

CLERICAL COMMITTEE Tuesday May 14, 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, Jeremy Pasley Late attendance: Alderman Jim Nelson arrive at 7:38pm Aldermen absent, Craig West Staff in attendance: City Treasurer Kathy Luker, Mayor Jeffrey Fritz, City Clerk Diana Pavley, Comptroller Caty Campbell, Fire Chief Keith Frank, Police Chief Dan Taylor, 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: Brenda Dilts, Amy Emken, Ron Weber, Dana Smith, Brad Richards, Greg Lingenfelter, Dustin Pollitt, Lee Puleo News Media- Daily Ledger

FINANCE ALDERMAN JUSTIN NELSON, CHAIRMAN

BILLS City Treasurer Kathy Luker explained the invoice history report that was included in the packet to those that may be new to the Council. The following are a few highlights from the report: The garbage depreciation fund reflects of every $9.00 collected for the monthly garbage fees- $1.00 goes to the garbage depreciation account which is saved to use for two new garbage trucks. The health insurance for BCBS is not reflected in this month’s report due to an early payment of April’s payment paid in March. The previous company credit cards were issued by Wells Fargo Business Direct. The new credit cards are now issued by Bank of Montreal. An annual rebate program is offered by Bank of Montreal. Motion and second were made by Aldermen Justin Nelson/Pasley to send to Council with no recommendation. TREASURER’S REPORT The statements of cash flows for April 2013 are displayed in the monthly treasurer’s report. The beginning balance, cash outflows and ending balances for all of the accounts are reflected in the report. The investment accounts (General fund, the water sewer fund investment funds and the bond funds, surplus funds) Also displayed in the report are:

The depreciation accounts (lake and garbage depreciation accounts)

The tax receipts recap reflects no change since November 2012

The recap of the year’s expenses and ending balances.

The TIF 1 expenses and recap for the 12 months.

The budget comparison report for 2012/2013 revenue fund is over 100% for the year. The

general fund is over budget by 115.2% the police is 103.6% the fire 102.4% street 99.6%,

garbage 66.8% and bldg grounds 118.1%

Water sewer fund revenue and expenses. A loss for the general fund for FY 13 in the amount of

$212,962.00 and a gain of $605,032.00.

Grant receipts recap reflects no activity since November 2012.

The DECA revolving loan recap reflects $16,816.73.00 balance.

The outstanding loans.

The unrestricted cash reserves for the general fund for this year is 1.36 million (un-audited)

BUDGET ORDINANCE

The budget ordinance must be amended next week due to some missing items. This was found today by Treasurer Kathy Luker when she was working at inputting the information into the spring brook software. Kathy further explained that she was using the budget ordinance that was filed by the County. Three line items were missing from that budget ordinance. The three items missing are

Item under the fire pension fund in the amount of $700,000.00. The budget ordinance will be

amended.

Item under the police pension fund in the amount of $600,000.00.

The TIF 2 at 1.1 million

A total amount of 2.4 million will be amended in the budget next Tuesday. (A request to waive

the second reading of the ordinance will be made next Tuesday.) Attorney Bruce Beal explained

that he will make sure the request to waive the second reading of the ordinance can be made. Motion and second were made by Aldermen Justin Nelson to send to Council with no recommendation. CROSSING CENTER SHOPPING CENTER TIF REQUEST/KROGER AND CVS PHARMACY Evan Oliff addressed the committee regarding the TIF incentive plan for the Canton Crossing Shopping Center. The proposed plan would include improvements in the façade of the building and the parking lot and the roof structure. The current building would be remodeled from the 1970 shopping center to a modern shopping center. Evan met with the owner of the shopping center today and is currently working with a national tenant creating a collaborative effort with the improvements to Kroger/CVS and leasing the old Heilig Meyer center. This would revitalize the east end of Canton.

Alderman Pasley stated that he originally wanting to see a commitment from CVS and Kroger. Pasley wanted to know if Evan usually sees businesses making improvements to the inside of the building once the improvements are made on the outside of the building. Evan stated that he has email correspondence stating that they will pursue the renovation of the inside of the store if the improvements are made on the outside. Alderman Justin Nelson said he likes the idea of using the TIF funds to improve the east end of Canton. Funds would be transferred from TIF 1 to TIF 2 for the project. Once the project is approved (closing on May 29, 2013) Kroger would petition for funds for 2014; however the funds could not be spent until 2016. Evan explained that he would like to be done with the center by Thanksgiving. Alderman Lovell asked if Kroger did not renew their lease who becomes responsible. Evan stated that this would fall on his shoulders, however he feels confident with Kroger’s staying in Canton. Historically once the development is completed on the buildings, reports indicate that the sales will drastically improve. Motion and second were made by Aldermen Justin Nelson to send to Council with no recommendation PURCHASE OF NEW POLICE VEHICLE

Motion was made by Aldermen Justin Nelson to send to Council with no recommendation. HIRING OF TWO POLICE OFFICERS

Chief Taylor reported:

Officer Ian McDowell resigned on 021713 to take a position at the Peoria Police Department

and Officer Tony LaHood resigned on 041713 to take a position at the E. Peoria Police

Department. Attached are their resignation letters. Officer McDowell advised me that he was

leaving as his new wife worked as a teacher in Morton and he was looking to work for a bigger

police department that paid more money. Officer LaHood advised me that he was leaving as

he is from the E. Peoria area and it was closer to home and that within four years he would be

making $70,000 as a patrol officer.

Your Police Department is currently budgeted for 24 officers and I am requesting Council

approval to ask the Canton Fire and Police Commission to hire two Police Officer at this time as

the final testing (polygraph, psychological, medical, and background testing) is expected to

take 4 or 5 weeks and the next Police Academy is scheduled for July 8th. I would also

encourage the city council to consider establishing some type of reimbursement contract for

any new police officers that are hired. I have several draft copies from other agencies but I

would suggest our legal department come up with something that would work for us.

Alderman lovell asked if the 24 positions include the chief and deputy chief. If the public safety

director is hired, and the Chief and deputy Chief goes back into the ranks are two officers still

needed. Mayor Fritz stated that the department will still have an assistant chief, so it would

leave one opening. Alderman Pasley stated that he would like to wait to see what happens

with the public safety director position. Motion was made by Aldermen Justin Nelson to send to Council with no recommendation. SOUTH SIDE SEWAGE PUMPING STATION- ENGINE GENERATOR IMPROVEMENTS CHANGE ORDER NO 1 City Engineer Keith Plavec reported that this request would only impact the actual contract time and not a dollar amount. The substantial completion date would be July 26, 2013 and the final payment would be August 9, 2013.

Motion was made by Aldermen Justin Nelson to send to Council with no recommendation. CITY OF CANTON GASB 45 ACTURIAL VALUATION Comptroller Caty Campbell explained that every three years the City is required to have a GASB 45 valuation completed. The report was completed and is available for review. Motion was made by Aldermen Nelson to send to Council with no recommendation. APPROVAL OF ANNUAL HUMANE SOCIETY PAYMENT IN THE AMOUNT OF $23,838.89

BILLING FOR: Billing for Fulton County Humane Society

As Per Agreement between Fulton County and the

City of Canton

TOTAL: Payment $23,838.89

Please make check payable to: Fulton County

Mailing Address: Fulton County Clerk

Attention: James I. Nelson

P. O. Box 226

Lewistown, IL 61542-0226

Animal Control Facility Shared Costs: Fiscal Year December 1, 2011 thru November 30, 2012 Part 1 figures are based on the percentage of animals brought in by the City of Canton. The percentage of animals is: 55% for Fulton County and 45% for the City of Canton. 45% are what these figures are based on for payment from the City of Canton. PART 1 Expenses Total FY 11-12 Cost: 45% 1) Property Insurance: 917.00$ 412.65$ 2) General Liability: 1,455.00$ 654.75$ 3) Kennel Assistant's Salary: 17,524.90$ 7,886.20$ (There are 3 Kennel Assistant's)

3a) FICA: 1,086.55$ 488.94$ 3b) IMRF: -$ -$ 3c) Medicare: 254.10$ 114.34$ 3d) Worker's Compensation: 54.92$ 24.71$

3e) Overtime: -$ -$ 4) Administrator : 3,000.00$ 1,350.00$ (Veterinarian-Doc Hahn) 5) Office Supplies: 2,881.06$ 1,296.47$ 6) Utilities 12,086.84$ 5,439.07$

(electric, water, gas, garbage, phone)

7) Building Repair & Maint. 340.43$ 153.19$ 8) Animal Loss Claims: -$ -$ 9) Medications: 4,850.11$ 2,182.54$ 10) Animal Disposal: 1,610.09$ 724.54$ 11) Feed Supplies: 4,717.36$ 2,122.81$ 12) Mowing: 2,197.07$ 988.68$ 13) Snow Removal: -$ -$ 14) Driveway & Parking Lot

Maint.: -$ -$

TOTALS: 52,975.43$ 23,838.89$ Part 2 Revenues to be Shared: 1) Dog pick up and pound

fees 5,615.00$ 2,526.75$

Total: 2,526.75$

Motion was made by Aldermen Justin Nelson to send to Council with no recommendation and be paid from the police department budget 439.

LEGAL & ORDINANCE

ALDERMAN CRAIG WEST, CHAIRMAN (Absent) Alderman Justin Nelson (Acting Chair)

SPECIAL EVENT/PERMIT REQUEST FOR RIGHT OF WAY CLOSURE-OPEN AIR MARKET/KIDS FEST

A request was submitted for the open air markets and kids fest to be held in Jones Park on

June 8, July 13 and August 10, 2013 from 9:00am-3:00pm. The request includes use of the

CEFCU lot and E Chestnut from Main to ESS, plus incoming land of Chestnut from First Avenue.

The kids Fest will be held on Saturday, July 13, 2013 from 10:30-1:00pm. Use of the CEFCU lot

is being requested and Chestnut Street from Main to ESS also incoming lane of Chestnut from

first Avenue. The certificate of insurance was submitted and is on file.

Motion was made by Aldermen Justin Nelson to send to Council with no recommendation.

SPECIAL EVENT PERMIT/REQUEST FOR RIGHT OF WAY CLOSURE FOR MIGHTY PITS AWARENESS A request was submitted for the second annual pit-bull awareness walk to be held on June 15,2013 from 10:00am -4:00pm. The request for road closure is for the Canton Square, South Main Street and All the way down to East Hickory (White Oaks) The certificate of insurance has not yet been submitted. Motion was made by Aldermen Justin Nelson to send to Council with no recommendation pending receipt of the certificate of insurance. GABBY DAYS 2013 Public Works Director reported June 22, 23 2013 will be set for Gabby Days. Items remaining after the gabby days will be picked up June 24-28. The following items may not be set out for gabby days.

Tires

Paint

Appliances

Computers

Electronics

Motion was made by Aldermen Justin Nelson to send to Council with no recommendation. REQUEST FOR EXTENDED OURS FOR OUTDOOR LIVE MUSIC BY LIQUOR LICENSE HOLDER (Jack’s) A request was made from Jack’s to extend the outside live music/events from 11:00am 10:00pm to 11:00am to 12:00 midnight. Chief Taylor stated that typically the events held at the local taverns has caused some issues in the past. Alderman Ellis asked if this would need to go before the liquor commission. Bruce Beal stated that this would be an ordinance that if passed would be approved by the Council. The noise ordinance would also need to be reviewed if this would be passed. Bruce Beal stated that he would look into both of the ordinances and report back by next Tuesday. Motion was made by Aldermen Justin Nelson to send to Council with no recommendation.

DISCUSS, CONSIDER AND VOTE ON AN ORDIANNCE AMENDING SECTION 8-4-8 )CASTING ASHES IN STREET) OF THE CANTON MUNICIPAL CODE Mayor Fritz explained that the ordinance is being amended to include yard waste.

AN ORDINANCE AMENDING SECTION 8-4-8 (CASTING ASHES IN STREET) OF

THE CANTON MUNICIPAL CODE

WHEREAS, Section 8-4-8 (Casting Ashes in the Street) currently states, “No person

shall throw, place or leave, or cause or permit to be thrown, placed, or left, any ashes, dirt, filth

or rubbish in or upon any street avenue, alley or sidewalk of the city, in front of or adjoining any

premises or buildings owned, occupied or controlled by him, under a penalty of not less than

twenty five dollars ($25.00) nor more than one hundred dollars ($100.00) for each offense, and a

further penalty of five dollars ($5.00) for each additional day that such person shall permit such

ashes, dirt, filth or rubbish to remain, after notice to remove same from the superintendent of

streets, or any policeman; except that cinders may be deposited upon the paved streets of the

city, by and with the consent of the committee on streets and alleys and crossings, and under the

supervision of the superintendent of streets. (Ord. 873, 2-17-1981); and

WHEREAS, City staff has always interpreted this section to prohibit the throwing of yard

waste into public right of way; and

WHEREAS, City staff would like to insert the word yard waste to remove any confusion

or misapplication of this Ordinance; and

WHEREAS, the City Council has determined that it is necessary and in the best interest

of the health and sanitation of the citizens of Canton, Illinois to clarify the intent of the ordinance

by including the word “yard waste” as being prohibited to be thrown or to be left within public

right of way.

NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE

CITY OF CANTON, Fulton County, Illinois, as follows:

1. That the foregoing recitals of fact are found to be true.

2. That Section 8-4-8 (Casting Ashes in Street) of the Canton Municipal Code

shall hereby be amended to read as follows:

8-4-8: CASTING ASHES IN STREET:

No person shall throw, place or leave, or cause or permit to be thrown, placed,

or left, any ashes, dirt, filth, rubbish or yard waste (including but not limited to

grass clippings and leaves) upon any street, avenue, alley or sidewalk of the

city, in front of or adjoining any premises or buildings owned, occupied or

controlled by him, under a penalty of not less than twenty five dollars ($25.00)

nor more than one hundred dollars ($100.00) for each offense, and a further

penalty of five dollars ($5.00) for each additional day that such person shall

permit such ashes, dirt, filth, rubbish and yard waste (including but not limited

to grass clippings and leaves) to remain, after notice to remove same from the

superintendent of streets, or any policeman or code enforcement officer; except

that cinders may be deposited upon the paved streets of the city, by and with

the consent of the committee on streets and alleys and crossings, and under the

supervision of the superintendent of streets.

Motion was made by Aldermen Nelson to send to Council with no recommendation. Alderman Nelson asked who would be held responsible-- the home owner or the person performing the services. Bruce Beal stated that he will review this for possible language changes. DISCUSS, CONSIDER AND VOTE ON ACCEPTANCE OF CITY OF CANTON SAFETY MANUAL Chief Frank reported that an extensive review of the safety manual occurred over the last few months; however some changes are still needed. This will be placed on the next legal and ordinance committee for further discussion. PROPOSED FIRST AMENDMENT WITH THE TIF DISTRICT TO INCLUDE THE CANTON HARVESTER HOTEL This will be send to the Council with no recommendation.

COMMUNITY & INDUSTRIAL DEVELOPMENT ALDERMAN , CHAIRMAN

UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR . GENERAL ECONOMIC DEVELOPMENT POINTS

RETAIL/COMMERCIAL/INDUSTRIAL DEVELOPMENT

● Met with Mayor Fritz and TIF Administrator Steve Kline

● Met with property owner about their potential TIF Application for Benefits and

followed up with

person’s attorney

● Contact with developer Evan Olif regarding Canton Crossing project

● Worked with John Kunski to determine zoning on a property person is looking to

purchase

BUSINESS DEVEOPMENT, ATTRACTION AND SUPPORT

● Conference call with National Retailer interested in possible space in Canton

● Meeting with Greg Garrett of the Illinois Small Business Development Center to

discuss two

potential clients of his and how we may be able to assist those clients

● Contacted landlords about possible office space for one of the above clients

● Contact with two people interested in offering space for local business owner

looking for

warehouse space and followed up with said business owner

● Met with local business owner regarding a letter of support for the Theater Project

TOURISM REPORT

Midwest Living Magazine will be here May 31-June 2, 2013 during the Art on Main festival.

CANTON MAIN STREET

● Submitted Illinois Main Street report

● Prepared for and attended Canton Main Street Board Meeting

● Prepared for and attended Economic Restructuring Committee Meeting

● Sent out second round of CMS membership request

OTHER

● Participated in Local Job Fair

● Presented at Spoon River College’s Retirees Learning Academy

● Attended Cruise-In committee meeting

● Prepared for and attended Spoon River Partnership for Economic Development’s Annual

Luncheon

● Met with newly elected Alderman Jim Nelson

● Met with newly appointed Community Services Director Jason Strangberg

The goal with the partnership has been sent to all of the aldermen.

TRUE VALUE GARDEN CENTER IMPROVEMENTS BY OTTO BAUM

City engineer Keith Plavec stated that the True Value Garden center plans for a garden center

with a concrete pad and a retaining wall with a fence is included in the plans. Three bids were

received. The bid was divided between the base bid and the alternate bid. Kemper was the low

$92,579.84 as the base. The low bid for the alternate bid was Otto Baum.

Kemper Construction felt that other options would be less expensive than the block option. After

review of the information received Keith stated that it would be in the best interest to use the

block wall option. The previous administration considered using TIF funds for the

improvements.

Motion was made by Aldermen Nelson to send to Council with no recommendation.

61 EAST SIDE SQUARE

Mayor Fritz explained that he will keep this on the agenda until resolved.

NEGOTIATIONS, GRIEVANCE & PERSONNEL ALDERMAN JEREMY PASLEY, CHAIRMAN

PUBLIC WORKS STAFFING REQUEST A request was presented to fill a vacancy in the garbage department. This position will be sent to the union. Jason Strandberg explained that the water department also has a vacancy and would like approval to fill the position along with some temporary help. Alderman Nelson explained that previous discussion has taken place about moving people from various departments. Bill Terry explained that he feels the other departments does not have any extra employees that could be moved. The garbage department position, part time position and the water department clerk are all budgeted items. Motion and second were made by Aldermen Pasley to send to council with no recommendation.

RESPONSIBILITIES OF DIRECTOR OF COMMUNITY SERVICE Mayor Fritz explained that his original plans are to structure the fire and police department by eliminating the Police Chief and Fire Chief and just having one public safety director over both departments. Mayor Fritz also explained that the Community Service Director, which is currently a temporary appointment of 90 days. Jason Strandberg is being appointed to the position during this time frame and it will be evaluated at the end of the 90 day period. Mayor Fritz defined the actual duties of the community services director. The qualifications for the City Administrator position—that of which the community services director will take over states that the person have a 4 year degree and course work in political science along with a master’s degree. Mayor Fritz explained that Jason Strandberg meets the requirements and has municipal experience by serving as an alderman previously for the City of Canton. Alderman Pickel asked if an ordinance is needed to create this position. Bruce Beal stated that as a temporary appointment you will not need an ordinance, but after the 90 days you will need an ordinance defining what the experience is.

Alderman Pasley stated that he has received positive feedback regarding the position/appointment of Jason Strandberg and the recent cleanup at the lake. Pasley stated that Mayor Fritz has the right to appoint the temporary positions and after the 90 days the Council can review the appointment. Motion was made by Alderman Pasley to send to Council for consideration.

APROVAL OF AGREEMENT WITH THE CITY OF CANTON AND MAURER AND STUTZ INC. FOR TEMPORARY CODE ENFORCEMENT/ANIMAL CONTROL Keith Plavec was approached by Chief Taylor regarding the animal control officer and the fact that the current animal control officer will be going on leave for 4-5 months. Chief Taylor asked if Maurer and Stutz would be interested in filling the position on an interim basis. Keith stated that the base pay $24.74 hourly rate. $4.74 is added as overhead for profit. Code Enforcement Officer Drake Wilson will leave on May 20, 2013 Bruce Beal asked what the PB/PA has to say about the agreement. Bruce advised that if you’re going to take the work of a bargaining unit position you should get the police union input before a permanent decision is made. Bruce Beal said that the interim could tag along with the current code enforcement officer for training purposes as long as the City has not hired her as an employee before further research is completed. Alderman Jim Nelson said she should have a complete background check and a complete physical. The liability of this position would remain with Maurer and Stutz as the contract holder. Motion was made by Aldermen Pasley to send to Council with no recommendation. Mayor Fritz reminded the newly elected positions that they are required to take the OMA training by the Illinois Attorney General’s office within 90 days of the appointment. The Illinois Municipal League will be holding a workshop for newly elected officials during the month of June. You can go directly to their website to get information on locations, times and registration. ADJOURNMENT Motion was made by Aldermen Pasley to adjourn into executive session for the purpose of personnel. (5ILCS 120/2 c1 employment.)

Roll call vote: Diana Pavley City Clerk