City of Chillicothe Finance Committee met Feb. 1.
Here are the minutes provided by the committee:
The finance committee met on February 1, 2023, at 4:30 p.m., in the council chambers at City Hall. Present: Chairman Vanbruwaene, Alderperson Sharp, Alderperson Braun, Alderperson Connor, Mayor Hughes, Office Manager Passage
Chairman Vanbruwaene called the meeting to order 4:30 p.m.
PUBLIC COMMENT
Janet Sharp, 1516 Benedict addressed the committee. She spoke on the GFL Garbage issue asking Can the city leave the Garbage the way it is currently, what will happen should the city take over the billing of garbage, such as; do citizens have to take the service, can water be shut off if the bill is not paid. She also asked if the elected officials have talked to citizens in their wards. She voiced her concern regarding the potential increase work load and the cost for a new employee and the on-going complaints.
Chairman Vanbruwaene responded that the city has the options of doing nothing, all residential property would be required to take the service. He stated that he has talked to several citizens and has also talked with different municipalities regarding this issue.
PURPOSE
GFL Environment - Garbage - Chairman Vanbruwaene stated the next step in the process is to give GFL a request for a proposal. He presented three requests for proposals for the committee to consider. Proposal 1 - asks for a proposal for cost for the city to bill with no extra services
Proposal 2 - asks for a proposal for cost for the city to bill and add every other week curbside recycling as every resident in the contract.
Proposal 3 - asks for a proposal for GFL to do billing. He explained that with this proposal the City would be required to pass an ordinance that would require all residential property to take garbage service. The city would also be responsible should a resident not pay the garbage bill. They would have to enforce the ordinance which could be an ordinance violation, a fine or any other means that the city puts in place.
A discussion was held regarding the potential cost the city would incur with the city taking over the billing of garbage. A discussion was held regarding the issue the city would have if there was no garbage service. Chairman Vanbruwaene stated that the next step is to obtain the proposals and then review the costs associated with each proposal. The consensus of the committee was to send the request for three proposals to GFL to obtain the cost from them for each proposal.
Budget 23-24 - Office Manager Passage advised the committee that budgets were due February 7, 2023. She stated that the following are a few items that will increase the budget for fiscal year 23-24
Vactor Truck $ 74,369.00
Truitt Improvement $217,352.00
Purchase of Backhoe $ 98,000.00
Skidstear $ 70,250.00
Mower $ 12,107.00
Bike Path $167,812.00
PUATTS Cloverdale $100,000.00
Well Santa Fe $283,119.00
Well Old Santa Fe $ 16,267.00
Chestnut Well $ 18,666.00
RBI (Rebuild Illinois) - Funds - Office Manager Passage explained that the City has received $401,816.28 in MFT Rebuild Illinois Funding. These funds can only be used on approved MFT projects. The City has committed $325,000.00 of the funds for the Sycamore Street Improvement. That will leave $76,816.28 uncommitted. She explained that the Truitt Road Improvement would qualify for the use of RBI funds. Should the city consider using the remaining RBI funds for the Truitt project it would leave $140,535.72 to be funded by other city resources such as General Fund. It would require the City Engineer to prepare a resolution committing the RBI funding to the Truitt Project. A discussion ensued. The consensus of the Committee was to see approval at the council meeting on Feb. 13 for the engineer to prepare the resolution.
ACH/Cash Management Agreements - Better Banks - Office Manager Passage explained that the city uses Better Banks as one of our financial institutions. They have switched how they are handling the on- line banking therefore; needing new agreements. These would go to the city council for approval. The consensus of the committee was to bring the agreements to council for approval at the February 13 council meeting.
Funding Agreement - IDOT Road Improvement - Office Manager Passage stated that at the last council meeting the city council agreed to proceed with the full depth patching of the Section of Road on Truitt in conjunction with the IDOT route 29 improvement. IDOT is now asking that the council approve an agreement funding method payment resolution. This agreement commits the city to the project along with agreeing to pay 80% of the cost at the time of the award of the contract and the remainder of the cost at completion of the project. The consensus of the committee was to present the resolution for approval at the February 13 council meeting
New Phones - City Hall & Police - Office Manager Passage advised the committee that the city has an agreement for the phone service with Voice Spring and the agreement will be expiring. She explained that she obtained a proposal to upgrade the phones and have service for three years. We will not own the phones. She advised 13 Broad Band bought out Voice Spring. The monthly cost is as follows:
New Old
City Hall $189.32 $196.61
Police $198.80 $206.61
Chairman Vanbruwaene recommended looking into headsets for the phone. After discussion, the consensus of the committee was to present the proposal from Voice Spring for a 36-month contract with an upgrade to the phones to the council on February 13 for approval.
Internet - City Hall - Office Manager Passage advised the committee that our contract with media com will expire at the end of February. Media com sent a proposal to renew for three years with an increased cost of $20.00 a month. We currently pay $194.95 for internet which includes 5 static IP addresses and $39.95 for phone line for fax machine. She has obtained a proposal from 13 Broadband and the cost would be $124.98 for internet and 5 static IP addresses and $29.99 for fax line, $154.97.
She advised it will take 60 days to implement the internet should the committee decided to move forward. The consensus of the committee was to bring to council on February 13, the proposal from 13 Broadband for internet for city hall.
New Business - Alderperson Braun asked about the tonnage fee that Galena Road & Gravel pays along with the issue of sand on the sidewalks along Fourth Street. Office Manager Passage explained that the tonnage fee is an agreement that was reached and placed in the annexation agreement between the City and Galena Road & Gravel. The tonnage fee is approximately $11,000 annual and is placed in the Road & Bridge. Office Manager Passage stated regarding the sand on the sidewalk he would need to talk with Superintendent Sutherland and the Public Works Committee.
OLD BUSINESS
Property 817 Sixth - nothing
Water Rate Analysis
Update - City Hall Renovation Project
SUMMARY
Council Agenda Items
- Engineer to prepare resolution committing RBI Funds
Approve ACH & Cash Management Agreements with Better Banks
Approve Funding Agreement with IDOT - Truitt Road Improvement
Approve City Hall and Police Station agreement 13 Broadband/Voice Spring
Approve Internet agreement 13 Broadband
Chair Person Action -
There being no further business the meeting adjourned at 5:40 p.m.
https://cms9files.revize.com/chillicothe/02.01.23%20finance.pdf
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