City Council Meeting Minutes

City of Fulton
Regular Council Meeting Minutes
March 7, 2016

Mayor Russell called the meeting to order at 5:30 PM and directed the city clerk to call the roll. On roll call Ald. Barbara Mask, Gene Field, Dan Nederhoff, Margaret Crosthwaite, Sue VanKampen, Wes Letcher, Mike VanZuiden and Howard VanZuiden answered, “present.” Also in attendance were Ed Cannon (City Administrator), Bill Shirk (City Attorney), Regina Lehman (Tourism & Community Services Director), Dan Clark (Public Works Director), James Rhoades (Chief of Police) and Clink Kettler (Zoning Officer).

The pledge of allegiance was recited. Pastor Kevin Verhoeven gave the invocation.

During the communication from visitors Mayor Russell confirmed everyone present was here regarding matters on the agenda. Beth Payne and Brian Hollenback were present from the Rock Island Economic Growth Corporation. Dale Green, Matt Huizenga, Ben Topham and Jerry Lewis were present regarding the Employee Health Insurance contributions. Julia Lehman was present with her mom Regina, Director of Tourism. Chuck Dykstra was present to discuss old business on the Drives building.

First, Mayor Russell asked if there were any questions regarding the items on the consent agenda. Items for consideration are the February 16, 2016 Regular City Council Meeting Minutes and February 22, 2016 Continuation Meeting Minutes. With no questions or concerns Ald. M. VanZuiden motioned, seconded by Ald. Letcher to approve the items on the consent agenda. Roll call vote (8 yes).

Second, Beth Payne and Brian Hollenback were present to answer any questions about the homes purchased for rehabilitation. Brian discussed the homebuyer assistant program and how there is no income restriction. He also talked about the National Housing Trust Fund; it has become available since the 2008 recession. In order to qualify must be non-profit. Mayor Russell thanked Brian for all of the information.

Third, looking to reclassify the Heritage Residential Subdivision lots, former Pleasure Park. The lots are currently classified as “surplus” but looking to reclassify as “non-surplus” so the city can seek bids and work with a realtor. Ald. M. VanZuiden asked what the lots were currently appraised at, Admin. Cannon was unsure of the exact amounts. Administrator Cannon has talked to a couple that expressed interest in one of the lots but was not willing to pay 80% of the appraised value. With no further questions or concerns Ald. Letcher motioned, seconded by Ald. Crosthwaite to reclassify the lots as “non-surplus.” Roll call vote (8 yes).

Fourth, James Trimble has offered to sell 3.64 acres to the City of Fulton for $75,000. Ald. Mask stated Mr. Trimble presented the idea to her and explained he had no need to sell the property and wanted more at a previous time. He also made it clear he would only sell it to the city and not a developer. Many acknowledged that the city does not need to purchase any more property but instead sell some of the current property owned. There was no further discussion on the property.

Fifth, up for approval is the Employee Health Insurance Contributions. The change at stake is changing from a 0% for self/50% for family contribution to a 10% for self/25% for family contribution by the employees for health care. Regina Lehman asked for employee education to let them know what is going on and why the changes are needed. She felt a good way to inform the employees are to have a committee for compensation and benefits. Ald. M. VanZuiden expressed the intention was to let the employees know but there is a time crunch and they were not able to do things as planned. With further discussion needed on the topic Ald. M. VanZuiden motioned, seconded by Ald. Crosthwaite to push back the approval of Employee Health Insurance Contributions.

Old Business:
Ald. Mask explained they would like the cities help in getting the roof replaced on the old Drives building. They were able to get one estimate at the amount of $90,000 and waiting on two more estimates. Ald. Nederhoff does not think the city should put money in the old building he would rather see taxpayer’s money go to fix roads. Ald. VanZuiden asked who is going to be the developer, maybe the Historical Society. It was decided the Drives Building committee needed to have a deadline for the project. At the next meeting there will be a vote to fund raise and set a deadline in order to move forward.

Mayor’s Report
Mayor Russell included his written report.

Administrator’s Report:
The Amman’s are still working with the city to construct the storm drain; they are waiting on approval by the city engineer. Ed has received four responses to update the accounting software. Ed stated he would be bringing staff recommendation to the City Council on the March 21st meeting.

Marina Report:
Dan Clark included his written report.

Friends of the Windmill:
Lisa Sikkema included the committees written report.

Martin House Museum Report:
The financial report for the Martin House was included.

Ald. Letcher motioned, seconded by Ald. VanKampen to enter closed session to discuss collective bargaining, setting the price for municipally owned property and personnel. Roll call vote (8 yes). The Council entered closed session at 6:49 PM.

Ald. Mask motioned, seconded by Ald. Letcher to exit closed session. Roll call vote (8 yes). The Council exited closed session at 7:49 PM.

Administrator Cannon asked for the Councils opinion on the updated Capital Improvements Budget. Under the Economic Development section the funding source should be listed as water/sewer bond. Under the Marina sections it was confirmed there is still $73,000 in reserves.

With no further business, Ald. Mask motioned, seconded by Ald. VanKampen to adjourn. With voice agreement the meeting adjourned at 8:28 PM.

CITY OF FULTON
REGULAR COUNCIL MEETING
March 7, 2016
5:30 PM

1. Call to order

2. Roll call

3. Pledge of allegiance

4. Communication from visitors

5. Consent Agenda (All items in the consent agenda will be enacted by a single motion and roll call vote. Any item may be removed upon request by the Mayor or any Alderman and considered individually after all other items of business on the consent agenda).

A. Approval of February 16, 2016 Regular City Council Meeting Minutes and February 22, 2016 Continuation Meeting Minutes (pages 1-4)

Action: Motion to approve Consent Agenda

6. Rule on Items Removed from Consent Agenda

7 Items for Consideration:

A. Single Family Purchase Rehabilitation Program (page 5)

Summary: Rock Island Economic Growth will have a ribbon cutting and open house on March 13th for the four homes purchased and rehabilitated using the $250,000 Attorney General National Home Foreclosure Settlement grant.

B. Heritage Residential Subdivision Reclassification

Summary: Discussion on reclassifying the two remaining residential lots to allow the city to allow the city to seek bids for their sale. The lots are currently classified “surplus” which limits the purchase price to not less than 80% of the appraised value. In 2011 the city converted the northern ballfield at Pleasure Park to create 5 single family residential lots and invested $114,876.00 in public infrastructure. To date three lots have sold for a total of $93,200.00.

Action: Motion to reclassify lots “non-surplus”

C. Offer to sell land to the City (page 6)

Summary: Mr. James Trimble has offered to sell 3.64 acres to the City of Fulton for $75,000. The property borders Heritage Canyon to the north and the Andresen Nature Center to the west.

Action: Discussion
D. Employee Health Insurance contributions

Summary: Recommendation to change employee and family health insurance cost sharing to 10% for employees and 25% for families. Last year the Council implemented a 0%/50% policy; however the FOP contract reduced contributions to 10%/25% (25% phased in over three years: year 1, 15%; year 2, 20%; year 3, 25%). Changing to a 10%/25% contribution plan aligns all employees with the FOP and is in line with the regional average.

Action: Approve new cost sharing policy

8. Old Business

A. Drives Building

Action: Discussion

9. Reports

Mayor (pages 7-9)
Administrator (page 10)
Aldermen Reports
Marina Committee (page 11)
Friends of the Windmill (page 12)
Martin House Museum (page 13)

10: Budget Workshop

11. Executive Session to discuss collective bargaining, setting the price for municipally owned property, and personnel

12. Return to Open Session

13. Adjourn

City of Fulton
Continuation of February 16, 2016 Regular Council Meeting
February 22,2016

Mayor Russell called the meeting back to order at 5:30 PM and directed the city clerk to call the roll. On roll call Ald. Barbara Mask, Gene Field, Dan Nederhoff, Margaret Crosthwaite, Sue VanKampen, Wes Letcher, Mike VanZuiden and Howard VanZuiden answered, “present.” Also in attendance were Ed Cannon (City Administrator), Bill Shirk (City Attorney), Regina Lehman (Tourism & Community Services Director), Dan Clark (Public Works Director), James Rhoades (Chief of Police) and Clink Kettler (Zoning Officer).

The pledge of allegiance was recited.

Item for consideration is the budget workshop. Administrator Cannon provided a colored graph with the department/project descriptions up for consideration, he stated the budget was scheduled to be approved the next meeting on march 7, 2016 but going to delay and have another committee meeting before the approve. Items on the graph were colored according to importance/priority, items in green are covered by the budget, items in yellow are not covered by the budget (must make a decision which is the most important) and the item in red is not covered at all by the budget. Under RFCC website listed in yellow should be changed to green to be covered and recreational equipment changed to yellow because it is not considered top priority. Out of the three items in yellow “floor cut at well 3 to access booster pumps” is considered most important.

Ald. H. VanZuiden motioned, seconded by Ald. M. VanZuiden to resume executive session regarding collective bargaining. Roll call vote (8 yes). The council entered closed session at 6:39 PM.

Ald. Nederhoff motioned, seconded by Ald. Letcher to exit closed session. Roll call vote (8 yes). The council excited closed session at 7:02 PM.

With no further business, Ald. M. VanZuiden motioned, seconded by Ald. VanKampen to adjourn. With voice agreement the meeting was adjourned at 7:02 PM.

Minutes recorded by,

Lindsey Renkes
Fulton City Clerk

City of Fulton
Regular Council Meeting Minutes
February 16, 2016

Alderman Tem Mayor H. VanZuiden called the meeting to order at 5:30 PM announcing he would serve as Mayor Pro Tem and directed the city clerk to call the roll. On roll call Ald. Barbara Mask, Gene Field, Dan Nederhoff, Sue VanKampen, Mike VanZuiden and Wes Letcher answered “present.” Mayor Russell was absent and Ald. Margaret Crosthwaite and Lindsey Renkes (City Clerk) showed up late. Also in attendance were Ed Cannon (City Administrator), Bill Shirk (City Attorney), Regina Lehman (Tourism & Community Services Director), Dan Clark (Public Works Director), Jeremy Leitzen (Police Officer) and Amanda Fosdick (City Treasurer).

The pledge of allegiance was recited. Pastor Roy Ann Matthews gave the invocation.

Pro Tem Mayor VanZuiden asked if there were any visitors wishing to speak, there was no communication from any visitors.

First, Pro Temp Mayor VanZuiden asked if there were any questions regarding the items on the consent agenda; approve the meeting minutes from February 1, 2016, Treasurer’s Report, and Bill List. With no questions or concerns Ald. M. VanZuiden motioned, seconded by Ald. Letcher to approve the items on the consent agenda. Roll call vote (7 yes, 1 absent).

Second, item for consideration was oath of office for Wes Letcher. Ald. Letcher took the oath of office as third ward alderman.

Third, after the presentation on the Drives Building from last meeting Ald. Mask asked if there were any questions or concerns, with a request for the alderman to tour both the Martin House and Drives building. Ald. Mask stated they would like to get the reception hall up and running as soon as possible, in order to do so they need to replace the roof. She is asking for the help of the city to get the roof replaced. Ald. Crosthwaite asked, “How much the roof is going to cost?” Jeff DenBesten does not have an estimate for the building yet, he has spoke with a company that will take a look at it while in town looking at the current Drives building. Jeff did know there are multi year warranties (up to 25 years) on the roof replacement. Ald. Nederhoff stated he struggles with the idea of the renovation because he is here for the taxpayers; instead of the renovation we should be fixing city streets. Ald. M. VanZuiden wanted to remind everyone about the issue with the Martin House in 2002, he passed out information and requested Alderman to read the meeting minutes during that timeframe with a final statement of “this project has merit but do not like the funding.” Pro temp Mayor VanZuiden wants a list of money figures showing how much everything is going to cost for the renovation.

Fourth, discuss any alternative proposals for the development of the old JT Cullen site. Administrator Cannon says there are no other proposals and there is nothing to discuss.

Fifth, to approve the Purchase Agreement and Ordinance with Bear Capital, LLC. There was one comment made by City Attorney Shirk referencing section 16.9. This section states that the purchaser could sell the property to someone else for more than they paid. As long as it’s a fair price there should be no worries of the purchaser selling the property to anyone else. With no further questions or concerns Ald. VanKampen motioned, seconded by Ald. Mask to approve the Purchasing Agreement and Ordinance with Bear Capital, LLC. Roll call vote (7 yes).

Sixth, Ed Cannon and Dan Clark came up with a mitigation plan to follow if the City of Fulton were to ever suffer from a natural disaster. With this mitigation plan in effect it qualifies the town for funding from the Federal Emergency Management Agency (FEMA). With no further questions or concerns Ald. Mask motioned, seconded by Ald. Letcher to approve Resolution 261 Adopting the Mitigation Plan. Roll call vote (7 yes).

Seventh, Public Works Director Clark received two quotes to fix the bar screen at the water treatment plant. Based on the two quotes Clark would recommend to go with the quote for $15,000, it really needs to be fixed and would fix the problem the city workers are currently doing. Ald. Field asked who would be adjusting the bar screen in the future, Clark clarified no city worker with touch the new screen once set up and running. With no further questions or concerns Ald. Mask motioned, seconded by Ald. M. VanZuiden to approve using Fund 55 reserves to repair the bar screen at the Waste Water Treatment Plant. Roll call vote (7 yes).

Eighth, to approve the City Auditor Engagement with WIPFLi. WIPFLi served as Fulton’s Independent auditor for the year ending April 30, 2015. The fee for this service is $16,800 which is a $300 increase over last year. At this point in time the city does not want to change auditors. With no further questions or concerns Ald. Letcher motioned, seconded by Ald. Nederhoff to approve to Engage WIPFLi as Fulton’s auditor for 2016.

Old Business:
Pro Tem Mayor VanZuiden asked if there was any old business to discuss, there were no comments or concerns.

Administrator’s Report:
Administrator Cannon included his written report.

Public Works Director Report:
Director Clark included his written report.

Police Chief Report:
Chief Rhoades included his written report.

Tourism/RFCC Director:
Director Lehman included her written report. Regina pointed out a graph in her report that compares Fulton/Whiteside County to other counties in our area.

Ald. Mask motioned, seconded by Ald. M. VanZuiden to enter closed session regarding collective bargaining and employment of city employees. Roll call vote (7 yes). The council entered closed session at 6:40 PM.

Ald. M. VanZuiden motioned, seconded by Ald. Nederhoff to exit closed session. Roll call vote (7 yes). The council exited closed session at 7:22 PM.

With no further business, Ald. Letcher motioned to continue the meeting on February 22, 2016 at 5:30 PM.

Minutes recorded by,

Lindsey Renkes
Fulton City Clerk

CITY OF FULTON
CONTINUATION OF FEBRUARY 16, 2016 REGULAR COUNCIL MEETING
February 22, 2016
5:30 PM

1. Call Council back to order

2. Roll call

3. Pledge of Allegiance

4. Items for Consideration

A. Budget Workshop

5. Motion to Resume Executive Session

6. Return to Open Session

7. Adjourn

CITY OF FULTON
REGULAR COUNCIL MEETING
February 16, 2016
5:30 PM

1. Call to order

2. Roll call

3. Pledge of allegiance

4. Communication from visitors

5. Consent Agenda: All items in the consent agenda will be enacted by a single motion and roll call vote. Any item may be removed upon request by the Mayor or any Alderman and considered individually after all other items of business on the consent agenda.

A. January 18, 2016 Regular City Council Meeting Minutes (pages 1-3)

B. Treasurer’s Report (pages 4-12)

C. Bill List (located at the back of packet)

Action: Approve Consent Agenda

6. Rule on Items Removed from Consent Agenda

7 Items for Consideration:

A. Oath of Office for Wes Letcher

B. Drives Building Update (pages 13-14)

Summary: Question and answer period for the Drives Exploratory Committee

Action: Discussion only

C. Alternative Proposal Openings for Development of old JT Cullen Site

Summary: To comply with the TIF Act, Fulton published a notice requesting alternative proposals for the purchase and development of the old JT Cullen site.

Action: Open and Read Proposals

D. Purchase Agreement with Bear Capital, LLC (pages 15-28)

Summary: Allows Bear Capital, LLC to secure the land commonly known as the old JT Cullen site in order to submit a final application to the Illinois Housing Development Authority to develop a 40-unit Section 42 Tax Credit housing development. Terms include $10,000 in earnest allowing Bear to secure the property until September 15, 2016 to complete a feasibility study on the proposed development, with the option of three 30 day extensions, each with an additional $5,000 in earnest money. Upon closing Bear Capital will purchase the property for $175,000 less earnest money.

Action: Approve agreement

E. Ordinance #1536 Approving a Purchase Agreement for the Sale of City Real Estate to Bear Capital, LLC (pages 29-31)

Summary: Authorizes Fulton to execute purchase agreement to sell former JT Cullen site to Bear Capital, LLC for the development of a 40-unit Section 42 family housing development.

Action: Approve ordinance

F. Resolution 261 Adopting the Whiteside Multi-Jurisdictional All Hazards Mitigation Plan (pages 32-33)

Summary: The plan identifies mitigation projects throughout Whiteside County and authorizes Federal Emergency Management Agency (FEMA) funding for mitigation projects.

Action: Approve resolution

G. Bar screen repair at Waste Water Treatment Plant (pages 34-42)

Summary: Fulton received two quotes from JWC Environmental to repair the bar screen at the WWTP. The first quote for $9,468.08 replaces bent and broken links and does not come with a warranty. The second quote for $15,000 replaces the chain and carries a 1-year warranty. Recommend using W/S Depreciation Fund reserves (Fund 55) for the repair.

Action: Approve using Fund 55 (W&S Depreciation) reserves for repair.

H. Agreement for Professional Services (pages 43-44)

Summary: Agreement with Community Funding & Planning Services to complete the Special Grant Conditions for the $406,000 Community Development Block Grant to line the sanitary sewers in Fulton’s Third Ward. Project fee for this service is $3,000 and will be paid out of the CDAP grant funds.

Action: Approve Agreement

I. City Auditor Engagement (pages 45-51)

Summary: WIPFLi has submitted a proposal to serve as Fulton’s independent auditor for the year ending April 30, 2015. Their fee is $16,800, which is a $300 increase over last year’s fee.

Action: Engage WIPFLi to serve as Fulton’s auditor for FY2016

8. Old Business

9. Reports

Administrator (page 52)
Public Works Director (pages 53-56)
Police Chief (pages 57-58)
Aldermen Reports
Tourism/RFCC Director (pages 59-65)

10. Executive Session to discuss collective bargaining

11. Return to Open Session

12. Adjourn

City of Fulton
Regular Council Meeting Minutes
February 1, 2016

Ald. H. VanZuiden called the meeting to order at 5:30 PM and directed the city clerk to call the roll. On roll call Ald. Barbara Mask, Gene Field, Dan Nederhoff, Margaret Crosthwaite, Sue VanKampen, Mike VanZuiden and Howard VanZuiden answered “present.” Also in attendance were Ed Cannon (City Administrator), Bill Shirk (City Attorney), Regina Lehman (Tourism & Community Services Director), Dan Clark (Public Works Director), James Rhoades (Chief of Police), and Clink Kettler (Zoning Officer).

The pledge of allegiance was recited. Pastor Kevin Verhoeven gave the invocation.

During the communication from visitors Ald. H. VanZuiden verified all present were here regarding matters on the agenda. Wes Letcher was present to accept the Third Ward Alderman Appointment. Julie Lonergan with Park Vista Senior Housing Management was present to discuss developing an assisted living facility in Fulton. Jeff DenBesten and Richard Farwell were present to help give an update from the Drives Exploratory Committee.

First, Ald. H. VanZuiden asked if there were any questions regarding the items on the consent agenda. Items included on the consent agenda; approve the meeting minutes from January 18, 2016 and appoint Wes Letcher as the new Third Ward Alderman. Ald. Mask asked to make one correction to the meeting minutes on page 2 paragraph 4 she asked how much it cost to improve 9th Street not 10th Ave. Public Works Director Clark estimated the cost for that improvement to be $40,000. With no further questions or concerns Ald. M. VanZuiden motioned, seconded by Ald. Mask to approve the items listed on the consent agenda. Roll call vote (7 yes).

Second, Julie Lonergan gave a presentation on the proposal to develop a 40-45 unit assisted living facility in Fulton. Julie is experienced when it comes to this type of facility, she owns one and operates a few other senior housing facilities. These facilities offer dining, healthcare, activities and much more. The next step in the process would be to get a contractor, address the city administration and get community input. Ald. H. VanZuiden asked, “What the time frame is on building this facility?” If everything goes as planned there should be a shovel in the ground this fall, taking 10-12 months to build the facility. Ald. Mask knows the city could use an assisted living facility in town and expressed the need for this type of facility in our community. Ald. M. VanZuiden asked, “When there would be town hall meetings?” It was expressed the meeting should happen in the spring long before putting a shovel in the ground.

Third, Ald. Mask, Ald. VanKampen, Richard Farwell and Jane Luker (not present due to back surgery) gave a presentation on the update from the Drives Exploratory Committee. It was expressed there are two different option to keep the building. The first option is the endowment fund at 707 10th Ave, the Martin House. Martin House would go to the Presbyterian Church so they can decide what they would like to do with it. The Martin House endowment is currently $300,000 and would look to raise the endowment to $500,000 over five years. The second option would be renovations and utilization of the building. Currently already have one grant in the amount of $100,000 and there are 13 more possible grants to apply for. Would also depend on private/local donations and rental income. This option was compared to the Eagle Point Renovation. With the development of the Drives building, it will be used as a museum, reception hall, small shops, snack bar and business rental. Richard Farwell feels the city should never sell the Drives building property. Mr. Farwell says, “The building is a benefit to the community, has a beautiful view and would make an ideal reception hall.” Jeff DenBesten explained the structure/shape of the building is sound. Jeff knows a majority of the windows in the building have been replaced, the roof has been redone, there are 5 separate heating/air systems and the asbestos is fine as long as it is not disrupted. Ald. Mask explained that the needs and expectation will change and the renovations will happen in phases, which will help get pledges. Ald. M. VanZuiden does not believe we should ask for any of the proceeds from the Martin House if the church would choose to sell the property.

Old Business:
The city received a grant from the Illinois Department of Commerce and Economic Opportunity in the amount of $406,575. This grant will be used to improve the sanitary sewers in the Third Ward. It was also brought to attention the current situation with the Ammon’s; they are needing to get an engineering drawing. An engineering drawing will cost the Ammon’s approximately $3,500. The city is not able to do anything further until the drawing has been completed.

Mayor’s Report:
Mayor Russell included his written report.

Administrator’s Report:
Administrator Cannon included his written report.

Ald. Mask motioned, seconded by Ald. Crosthwaite to enter closed session to discuss collective bargaining, setting the price for municipally owned property, and personnel. Roll call vote (8 yes). The Council entered closed session at 6:48 PM.

Ald. Letcher motioned, seconded by Ald. VanKampen to exit closed session. Roll call vote (8 yes). The Council exited closed session at 7:31 PM.

With no further business, Ald. M. VanZuiden motioned, seconded by Ald. VanKampen to adjourn. With voice agreement the meeting adjourned at 7:32 PM.

Minutes recorded by,

Lindsey Renkes
Fulton City Clerk

CITY OF FULTON
REGULAR COUNCIL MEETING
February 1, 2016
5:30 PM

1. Call to order

2. Roll call

3. Pledge of allegiance

4. Communication from visitors

5. Consent Agenda (All items in the consent agenda will be enacted by a single motion and roll call vote. Any item may be removed upon request by the Mayor or any Alderman and considered individually after all other items of business on the consent agenda).

A. Approval of January 18, 2016 Regular City Council Meeting Minutes (pages 1-3)

B. Third Ward Alderman Appointment

Summary: Mayor Russell recommends Wes Letcher to serve as Third Ward Alderman. Wes will serve until the next consolidated election in April 2017.

Action: Motion to approve Consent Agenda

6. Rule on Items Removed from Consent Agenda

7 Items for Consideration:

A. Assisted Living

Summary: Julie Lonergan with Park Vista Senior Housing Management will present a proposal to develop a 40-unit assisted living facility in Fulton.

Action: Discussion only

B. Drives Building Update (pages 4-9)

Summary: Alderman Mask and Jane Luker will give an update from the Drives Exploratory Committee

Action: Discussion only

8. Old Business

A. Community Development Block Grant Award (pages 10-11)

Summary: Fulton received a $406,575 grant from the Illinois Department of Commerce and Economic Opportunity to line sanitary sewers in the Third Ward. The $781,595 sewer lining project was identified in the 2011 Capital Improvement Plan. Fulton will use $331,595 in matching funds from the 2012 Capital Infrastructure Bonds. Lining the sewers will extend the life of Fulton’s sewer infrastructure in the Third Ward and significantly reduce ground water infiltration.

9. Reports

Mayor (page 12)
Administrator (pages 13-23)
Aldermen Reports

9. Executive Session to discuss collective bargaining, setting the price for municipally owned property, and personnel

10. Return to Open Session

11. Adjourn

City of Fulton
Regular Council Meeting Minutes
January 18, 2016

Mayor Russell called the meeting to order at 5:30 PM and directed the city clerk to call the roll. On roll call Ald. Barbara Mask, Gene Field, Dan Nederhoff, Sue VanKampen and Howard VanZuiden answered, “present.” Ald. Margaret Crosthwaite and Mike Van Zuiden were absent. Also in attendance were Ed Cannon (City Administrator), Bill Shirk (City Attorney), Regina Lehman (Tourism & Community Services Director), Amanda Fosdick (City Treasurer), Dan Clark (Public Works Director), James Rhoades (Chief of Police) and Clink Kettler (Zoning Officer).

The pledge of allegiance was recited. Pastor Wayne gave the invocation.

During the communication from visitors, Randy Buikema was present to make sure roads will be closed during their run, “Freezin for a Reason!” It was noted they had 85 participants last year and hope for nicer weather to bring out more participants. Randy explained there will be three different groups traveling to Haiti within the next year. Also we had Denny Pape from Moring Disposal Midwest at the meeting to answer any questions about the agreement to be approved.

Mayor Russell asked if there were any questions or comments regarding the last regular City Council Minutes. With no further questions Ald. Mask motioned, seconded but Ald. VanKampen to approve the January 4, 2016 regular council meeting minutes. Roll call vote (5 yes, 2 absent) motion carried.

Next, the Council reviewed the Treasure’s Report. Ald. Mask asked why the city is paying for the Midwest Museum membership fee; Regina Lehman (Tourism & Community Services Director) is going to find out what the fee is for and why the city is paying it. With no further questions Ald. H. Van Zuiden motioned, seconded by Ald. Field to approve the January 2016 bill list. Roll call vote (5 yes, 2 absent).

Next, the Council reviewed the Treasure’s Report. Ald. Mask asked about the Tax Levy Revenue, Treasurer Amanda Fosdick pointed out that this amount is behind from one year ago. Ald. Nederhoff asked if the December loan payment from Fulton Lodging has been made to this date yet, it has not been but Treasurer Amanda Fosdick was going to check on it. With no further questions Ald. H. VanZuiden motioned, seconded by Ald. Nederhoff to the Treasure’s Report. Roll call vote (5 yes, 2 absent).

The first item on the agenda was City Clerk Oath of Office. Lindsey Renkes took the oath of office as City Clerk.

The second item on the agenda was the Freezin for a Reason street closure request. Randy Buikema was there on behalf of the local churches raising money for a mission trip to Haiti to answer any questions regarding the street closure and make sure the bike path is clear of ice/snow for the run. With no further discussion Ald. Field motioned, seconded by Ald. H. VanZuiden to approve the street closure request. Roll call vote (5 yes, 2 absent).

The third item on the agenda was the Moring Disposal and Curbside recycling Agreement. In order to understand the agreement Director Lehman clarified a resident is allowed to set out three bags of trash or three trash cans weighing 35 lbs. Any additional bag or can must have a sticker. The bulky waste pick up will be the first weekend in October; yard waste will remain the same. Ald. Mask appreciated the mass mail sent out to Fulton residents regarding the updates to service. Ald. Field asked about the percentage of people who put out four bags compared to one, Denny Pape with Moring Disposal did not have exact numbers but the goal is to encourage people to recycle more. With no further questions, Ald. H. VanZuiden motioned, seconded by Ald. Mask to approve the agreement between City of Fulton and Moring Disposal. Roll call vote (5 yes, 2 absent).

The fourth item on the agenda was the ordinance to establish a Consent Agenda for the City Council. City administrator Cannon pointed out that any alderman can remove an item from the Consent Agenda to vote on it separately. With no further comments Ald. Nederhoff motioned, seconded by Ald. Mask to approve the ordinance. Roll call vote (5 yes, 2 absent).

The fifth item on the agenda was regarding the Motor Fuel Tax Resolution. Public works director Dan Clark went over the maintenance costs provided pointing out there should be extra rock salt and to improve another road or two. Ald. Mask asked how much it was to improve 10th Ave and how do we decide which roads need to be fixed next. Dan Clark estimated the cost was approximately $100,000, which was about one mile and there is project book that listed which roads are priority to be improved. With no further questions, Ald. H VanZuiden motioned, seconded by Ald. VanKampen to approve the Motor Fuel Tax Resolution. Roll call vote (5 yes, 2 absent).

The sixth item on the agenda was to discuss the Recommendation to change City Council meeting from twice a month to one a month. Ald. Mask suggested the idea in consideration of saving money and people’s time. Ald. Field said it is not going to work. City Attorney Shirk mentioned that any meeting can be cancelled with a three-day notice. In order to change the meetings there would have to be a change to the current ordinance. It was suggested the 1st Monday of the month would be for Committee’s and the 3rd Monday would be the City Council Meeting. The change would be comparable to a school board meeting, one night for approximately three to five hours.

Old Business:
Ald. VanKampen asked the Special Event Policy to be put back on the agenda for discussion.

Mayor’s Report:
Mayor Russell included his written report.

Administrator’s Report:
Administrator Cannon included his written report.

Police Chief’s Report:
Chief Rhoades included his written report.

RFCC/Tourism Director’s Report:
Director Lehman included her written report.

Public Works Director’s Report:
Director Clark expressed the need for dredging at the Marina in order for larger boats to exit the south end, currently there are $85,000 in reserves for the purpose of dredging. Also they would like to use reserves to do maintenance to the docks.

Zoning Officer Report:
Officer Kettler reported there is nothing new and currently at a stand still.

With no further business, Ald. H. VanZuiden motioned, seconded by Ald. Field to adjourn. With voice agreement the meeting was adjourned at 6:47 PM.

Minutes recorded by,

Lindsey Renkes
Fulton City Clerk

CITY OF FULTON
Regular City Council Meeting
January 18, 2016
5:30 PM

1. Call to order

2. Roll call

3. Pledge of allegiance

4. Communication from visitors

5. Approve December 7, 2015 Regular Council Meeting minutes (pages 1-3)

6. Approve Bill List (located at end of packet)

7. Approve Treasurer’s Report (pages 4-12)

8. Items for Consideration (New business)

A. City Clerk Oath of Office (page 13)

B. Freezin for a Reason street closure request (pages 14-16)

Summary: Local churches request street closures for a 5K race to raise funds for a mission trip to Haiti. The race is scheduled for 10:00 AM on Saturday, February 13th.

Action: Approve request

C. Moring Solid Waste Disposal and Curbside recycling Agreement (pages 17-30)

Summary: Garbage and recycling collection agreement between City of Fulton and Moring Disposal for a term beginning December 1, 2015 through November 30, 2020. Garbage service is for up to three, 35-pound cans or bags, and a $2.00 sticker fee for any additional bags or cans above the allotted amount. Stickers will be sold at Fulton City Hall, Fulton Shell station, and in Clinton at HyVee and the BP Gas station on 19th Ave.N.

Action: Approve agreement

D. Ordinance to Establish a Consent Agenda for the City Council (pages 31-32)

Summary: Consolidates routine matters under a single motion and vote by the City Council.

Action: Approve Ordinance

E. Motor Fuel Tax Resolution (pages 33-35)

Summary: Each year Fulton must pass a resolution approving MFT estimates for approved projects.

Action: Approve MFT Resolution

F. Recommendation to change City Council meetings from twice a month to once a month.

Summary: Proposal by Ald. Mask.

Action: Discussion only

9. Old Business

10. Reports

Mayor (pages 36-38)
Administrator (pages 39-42)
Police Chief (pages 43-45)
RFCC/Tourism Director (pages 46-53)
Aldermen

11. Adjourn