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City Council Minutes 4/07/2008
AGENDA
CITY OF SALEM
REGULAR CITY COUNCIL MEETING
April 7, 2008
6:00 P.M.

I.      Call to Order
II.     Prayer and Pledge of Allegiance
III.    Approval of Minutes – March 17, 2008
IV.     Presentation of Petitions/Public Comments
V.      Mayor’s Report and Presentations
1.      Proclamation –Proclaiming April as Child Abuse Awareness & Prevention Month and Sexual Assault Awareness Month
2.      Proclamation – Relay For Life
3.      Proclamation – Kaskaskia College Month
              
City Council Action
4.      Request to Work at Nature Trail
5.      Ordinance – Amending Chapter 3 of City Code – Alcoholic Liquor
Extending Closing Hours to 2:00 A.M. for Liquor Establishments
6.      Request From Salem Township Hospital for Deed to Property
7.      Bid Award – Renovations for New Bryan-Bennett Library
8.      2007 MFT Municipal Maintenance Expenditure Statement
9.      Proposal for 2008 Quarterly & Annual Groundwater Compliance Reporting

VI.     City Manager Report
VII.    City Attorney Report
VIII.   City Council Report
IX.     Executive Session – Collective Bargaining & Review Closed Session Minutes - Period Ending March 17, 2008
7.      Approval of Closed Session Minutes of March 17, 2008
8.      Resolution for Release or Retention of Closed Session Minutes

X.      Adjournment

Thomas F. Christie,
City Manager
_____________________________________________________________________
                                                                    
MINUTES
CITY OF SALEM
REGULAR CITY COUNCIL MEETING
MONDAY, APRIL 7, 2008
6:00 P.M.

I.      Call To Order
The Salem City Council met in regular session on April 7, 2008, at the hour of 6:00 p.m. in the Council Chambers of Salem City Hall.  The meeting was called to order by Mayor Leonard E. Ferguson.    
Council Members present upon roll call:
Councilman Tom Carr
Councilman Harold Blank
Councilman Joe Hotze
Councilman David Black   
      Mayor Leonard E. Ferguson
Others Present:
City Manager Thomas F. Christie
City Clerk Jane Marshall
Finance Director Marilyn Shook
Public Works Director John Pruden  
Chief of Police Ronald Campo
Assistant City Manager Bev West
Economic Development Director Tracey McDaneld
Recreation Director Sherry Daniels
Code Enforcement Officer Brad Crow
Library Director Kim Keller
Media: Salem Times Commoner, WJBD Radio, Centralia Sentential
along with Library Board Members, Swimming Pool Committee Members, and members of the public.
Absent:  DOEM Director Terry Mulvany
City Attorney Michael R. Jones  

II.     Prayer and Pledge of Allegiance
        Opening prayer was led by Councilman Carr, followed by Pledge of Allegiance to the Flag.  
  
III.    Approval of Minutes – March 17, 2008
Minutes of Regular City Council Meeting of March 17, 2008 were presented for review.    Motion was made by Councilman Black, seconded by Councilman Carr to approve the minutes as presented and waive the reading.  Roll call vote.  AYES:  Councilmen Hotze, Blank, Black, and Carr.  NAYS:  None.  Motion declared carried.  

IV.     Presentation of Petitions and Public Comments
Swimming Pool Committee Recommendation
Mayor Ferguson called upon Brian Hood to discuss the Swimming Pool.  Mr. Hood reported that the Swimming Pool Committee has met on several occasions and their recommendation is that Council move forward with the pool project as quickly as possible and move into the design and the bidding phase with the concept that was originally presented with all the amenities that were presented in the original design.  He also recommended that it be designed as one complete unit so that it will all go together and then the different amenities can be separated during the bid process.  In that way, depending upon the bids and additional funding, the amenities can be applied on a pick and choose basis, at minimum we would be able to complete the outdoor part with all, or some of the amenities.  With grants and other funding, we may be able to do all of it.  He further recommended that Fred Walker be hired to apply for any grants that may be available.  

Mayor Ferguson indicated we want to do the therapy and outdoor pool at the same time.  He indicated we knew that enough money could not be raised from the ½% sales tax increase commenting there will be community fund raisers and applications for grants to help with the funding.  

City Manager Christie discussed the OSLAD Grant and recommended that Council pursue an engineering contract with Councilman-Hunsaker

Motion was made by Councilman Black, seconded by councilman Blank to authorize the city manager to negotiate an engineering service contract with Councilman-Hunsaker for all consulting work, design work, bid specifications and bidding process, and construction engineering services for project.  Roll call vote.  AYES:  Councilmen Blank, Black, Carr, Hotze.  NAYS:  None.  Motion declared carried.

Request for Funding for “Support our Troops” signage from Steve Smith.  
Mayor Ferguson distributed copies of a letter from Steve Smith requesting assistance on funding for “Support Our Troops” signs as well as funds to send care packages to the troops.  Mr. Smith advised that he has replaced the canvas banners with six aluminum signs mounted on angle iron frames, which will endure the weather, at a discounted cost of $1,100 and he will be sending letters to local businesses asking for help with the cost of the signs and to replenish his funds for care packages that are sent to our military troops after they deploy.  Mayor asked City Council to make some kind of contribution to help with this project.  Motion was made by Councilman Black, seconded by Councilman Carr to approve $1,000 for signage project and care packages for our troops.  Roll call vote.  AYES:  Councilmen Black, Carr, Hotze, Black.  NAYS:  None.  Motion declared carried.  

Keep Salem Beautiful and Daffy-Dill Garden Club Great American Cleanup Challenge – Cleanup US Rt 50 at I-57
Mayor Ferguson reported that Saturday, April 5th, around 20 people met at I-57 interchange represented by the Keep Salem Beautiful, the Daffy-Dill Garden Club, Master Gardeners and  City of Salem to clean up debris along RT 50 and the interchange area working 2-2 ½ hours.  On behalf of the City Council, he expressed appreciation to all who were involved in this project.  

Mayor Ferguson also commended the Kiwanis for the work they did in Bryan Park, West Boone Street and Mills Cart road on last Saturday, we had people working in different areas of the community.  He also commended City Clerk Jane Marshall for overseeing a lot of this work and here involvement with Keep Salem Beautiful and the Daffy-Dill Garden Club.  


Hands of Grace
Mayor Ferguson reported there is an organization “Hands of Grace” that is in the process of helping people around their homes with repairs or yard-work.  A representative from this organization will be speaking at the Salem Area Foundation Meeting to be held at Sharon’s Café at noon on Thursday to explain their program.  He encouraged anyone who may need help or knows someone to contact this organization.   

V.      Mayor’s Report and Presentations
1.      Proclamation –Proclaiming April as Child Abuse Awareness & Prevention Month and Sexual Assault Awareness Month
Mayor Ferguson called upon Councilman Tom Carr to read a Proclamation Proclaiming April as Child Abuse Awareness & Prevention Month and Sexual Assault Awareness Month in Salem.  Cindy Addison and Pam Bird were present.  Following the reading, Pam Bird, representing S.A.F.E. explained the programs S.A.F.E. is involved with and invited everyone to attend their “Take Back the Night” event in recognition of Sexual Assault and Child Abuse Awareness Month to be held on April 25th at the Bond County Court House in Greenville.

2.      Proclamation – Relay For Life
Mayor Ferguson called upon Councilman Black to read a Proclamation Proclaiming the week of June 23 through June 28, 2008 as “Relay for Life Week”.  Members of the Daisy Troop 851 attended the meeting to present Mayor Ferguson and others with a purple ribbon in support of “Relay For Life”.  Following reading of the proclamation, Representative from the American Cancer Society, Russ Williams presented three honors to the Salem Relay for Life organizers; Heart of Relay in Mission Delivery award, the Nationwide Top 10 Per Capita Award for Marion County, and the Purple Star Achievement Award.  Those members present were Beverly Bloom, Sheila Strong, Marjorie Randolph, Adrienne Ray, Rita Black, Co-Chair Kristen Finney, and Co-Chair Missy Garrett.  

3.      Proclamation – Kaskaskia College Month
Mayor Ferguson called upon City Clerk Marshall to read a Proclamation Proclaiming the month of April, 2008 as “Kaskaskia College Month” in honor of its accomplishments and services.  

VI.     City Council Action
1.      Request to Work at Nature Trail
Gene McArdle, representing the America in Bloom task force committee which includes representatives from Keep Salem Beautiful, Daffy-Dill Garden Club, city officials and interested citizens, reported that the committee has met on three occasions.  After discussing several volunteer services to the community projects, they have decided to focus on selected ecological improvements to the Salem Nature Trail; with approval from the City of Salem.  Mr. McArdle addressed three suggested actions the America in Bloom task force volunteers are willing to do and asked Council approval of those they consider worthy of pursuing.  Those actions were:
·       Eradication of invasive plants such as Japanese honeysuckle and multiflora rose by use of selective application of herbicides such as Round-up applied in a controlled process.   
·       Use saws to “girdle” unwanted saplings of “weedy trees” such as hackberry and honey locust and brush on herbicide that will eventually die to the root and be easily removed.    
·       Proscribed burning under controlled conditions done by qualified and trained persons.  Kent Boyles, Wildlife Biologist for the Illinois Dept of Natural Resources is certified to do controlled burns and is amenable to advise and assist in a controlled burn in portions of the Nature Trail in the fall of 2008.   
The use of herbicides being used close to our water source was discussed and Mr. McArdle concurred that it must be applied very carefully and some of the herbicides must be applied by a licensed person.   These herbicides, if applied correctly would not wash into the watershed.  Mayor Ferguson indicated that it is a benefit to the city to have the expertise of Kent Boyles on this project.  Mr. McArdle stated the help of the City with the manpower or the money would not be needed.  He indicated there people who want to help and hey will use those who are willing to give help.

City Manager Christie indicated the City is assuming the problem of the drainage and volunteers would take care of the requests as listed above.  

Motion was made by Councilman Black, seconded by Councilman Blank to approve the three requests made by the America in Bloom Task Force Committee for volunteer work on the Nature Trail.  Roll call vote.  AYES:  Councilmen Carr, Hotze, Blank, and Black. NAYS:  None.  Motion declared carried.  

2.      Ordinance – Amending Chapter 3, Sec. 3-6 of City Code – Alcoholic Liquor
Extending Closing Hours to 2:00 A.M. for Liquor Establishments
Mayor Ferguson began discussion by stating it was very clear at last meeting that there was a split decision on this subject and that the Mayor would be breaking the tie.  He explained that in 1992, 16 years ago the liquor establishments requested that they be open until 1:00 a.m.,  at that time the Chief of Police was to give a report in six month showing any problems that existed and no report was made because there were no additional problems.  He further indicated that since that time our local businesses have had to compete on an uneven basis; adding, we have a responsible group of license holders in this community and we do not have major problems.  Mayor Ferguson stated that he is going to support the request of extending the closing hours to 2:00 a.m. for liquor establishments.    

Phil Martin, Minister of First Christian Church addressed council in objection to granting the request for liquor establishments to remain open until 2:00 a.m., indicating that he believes this is a moral issue – that all decisions are made based upon what we believe is right and wrong.   

Wayne Stanford, local business man, expressed concern and objected to changing the closing time for liquor establishments to permit them to remain open until 2:00 a.m., expressing the safety and wellbeing of the people in this community will not be improved with extending the closing time another hour.

Following discussion, motion was made by Councilman Carr, seconded by Councilman Hotze to approve Ordinance 2008-09, an ordinance amending Chapter 3 of the City Code, extending the closing time to 2:00 a.m. on Friday and Saturday evenings.  Roll call vote.  AYES:  Councilmen Hotze, Carr, and Mayor Ferguson.   NAYS:  Councilmen Blank and Black.  Motion declared carried.  

3.      Request From Salem Township Hospital for Deed to Property
City Manager Christie reported the Salem Township Hospital is in the process of expanding and to that end they are required to obtain funding from various sources.  He explained that the City of Salem owns the property on which the hospital sits and it is leased under a very long agreement.  To obtain funding, the lender is requiring that the Salem Hospital own the property rather than lease, the Salem Hospital Board has forwarded a letter requesting that the city deed the property to the hospital and they agreed to pay all costs at signing.  Concern was expressed that a regulatory problem may exist about the distance from the hospital to the proposed therapy pool and it was indicated that this would be addressed.  
Motion was made by Councilman Black, seconded by Councilman Blank to approve transfer of ownership of the property where the hospital sits (as covered in the lease agreement) to the Salem Township Hospital with consideration given to the utility easements to the city.   Roll call vote.   AYES:  Councilmen Blank, Black, Carr and Hotze.  NAYS:  None.  ** Abstain:  Councilman Carr.  Motion declared carried.  (Councilman Carr abstained due to conflict of interest, Mrs. Carr still works at Hospital).  

4.      Bid Award – Renovations for New Bryan-Bennett Library
City Manager Christie referred to letter from Kim Keller summarizing the fact that the City requested bids for renovation of the Central School Building for the new library location.  Three contractors submitted proposals with Shores Builders submitting the low bid in the amount of $136,337.00 which includes all three alternate bids.  He reported the Library Board is recommending that Council accept the low bid from Shores Builders in the amount of $136,337.00; also recommending that Council authorize Mr. Quandt to negotiate a contract change to include painting of the inside of the building; and further requested that a 10% contingency on the budget be approved.  Motion made by Councilman Hotze, seconded by Councilman Carr to approve the low bid in the amount of $136,337, including contingencies, for renovation of the Central School Building for the Library; authorize change order to include painting the inside of the building; and to authorize a 10% contingency fund.   Roll call vote.  AYES:  Councilmen Black, Carr, Hotze, and Blank.  NAYS:  None.  Motion declared carried.  

Ms. Gaston shared that the Library Board was very pleased with the bids coming in lower than expected; however they asked that it be pointed out that they are pretty much on target with expenditures already coming in to you, the $136,000 is just for renovation and they also have an additional cost of $55,000 for STS contract (which $25,000 is already paid).  There will still be internet, phone, circulation desk and window treatments that will have be done within the realms of before moving into the building.   She explained that with construction, engineering, painting, and including the cost of the building, the investment is $321,000.   She pointed out that they just wanted to let Council know that the project will not come in under $300,000.   It was discussed that Finance Director Shook and Library Director Keller would handle the bills payment procedure.

Discussion regarding the loan handled by South Central Regional Planning and Development concluded there are no problems with the way it is being handled.  

In reply to Ms. Gaston’s question regarding the sale of the current library building, Ms. McDaneld advised the building will be advertised in the Salem newspaper within the next couple weeks.  

Ms. Gaston invited everyone to join them at the Library April 14 thru 17 when the Library will be celebrating “National Library Week”.  She reported that a tour of the Central School will be conducted from 6:30 to 7:00 on Thursday, April 17.  

5.      2007 MFT Municipal Maintenance Expenditure Statement
A copy of the 2007 MFT Municipal Maintenance Expenditure Statement was presented to Council for approval.  Public Works Director Pruden explained this process allows us to complete the annual MFT audit and is for maintenance program.  Motion was made by Councilman Carr, seconded buy Councilman Black to approve the 2007 MFT Municipal Maintenance Expenditure Statement.  Roll call vote.  AYES:  Councilmen Carr, Hotze, Blank, and Black.  NAYS:  None.  Motion declared carried.  

6.      Proposal for 2008 Quarterly & Annual Groundwater Compliance Reporting
City Manager Christie explained this is a state requirement for monitoring and compliance reporting at the landfill.  Motion was made by Councilman Black, seconded by Councilman Blank to approve the 2008 Quarterly and Annual Groundwater Compliance Reporting contract with STS for monitoring and compliance reporting at the Salem Landfill.  Roll call vote.  AYES:  Councilmen Hotze, Blank, Black, and Carr.  NAYS:  None.  Motion declared carried.  

VII.    City Manager Report
City Manager Christie echoed Mayor Ferguson’s comments on the Saturday cleanup event and complimented Ms. Marshall, also thanking her husband Raymond for his help in the cleanup and for helping collecting the 54 bags of trash that that were picked up along US Rt 50 at I-57.  He also thanked the Public Works Department for all their hard work during the rain and wind storms noting that Public Works Director Pruden along with his department worked extremely long hours.  

VIII.   City Attorney Report – None.

IX.     City Council Report
Councilman Carr reported:
·       He attended another Tele-Institute session by the University of Illinois Extension on March 27th  - “Myth of Free Money”, first part of program was presented by Fred Walker.  Items discussed were foundations and federal grants

Councilman Hotze reported:
·       Although he was unable to help he commented on how clean the area looks after the volunteers worked on US RT 50 last Saturday.
·       He asked if the fence could be taken down and the trees and brush cleaned out in the frontage of the Former DuBois property.  
·       Expressed concern about the flooding recently during the heavy rains on Bryan Lane , Airport Road, and other areas, and the culverts and bridges are not adequate for a 100 year flood and it needs to be addressed in some manner.   

Councilman Blank
None.

Councilman Black
·       Questioned about providing power to the two old street lights in Bryan Park to light them.

Other
·       Mayor Ferguson reported the City of Salem has been designated for the 18th year, a Tree City USA Community by the Arbor Day Foundation in honor of its commitment to community forestry.  
·       Mayor Ferguson asked Public Works Director Pruden when the street program would be ready to discuss.  City Manger Christie indicated he has asked Pruden to prioritize his list and it should be ready next week.  

Request for Street Closure, East Schwartz Street, May 17, 2008
Chief of Police reported he received a call from Marion County Fraternal Order of Police President, Kevin Cripps asking permission for closure of East Schwartz Street, between North Broadway and North Washington Streets between hours of 11:00 a.m. and 3:00 p.m.  on Saturday, May 17 for Relay for Life Poker Run.   Motion was made by Councilman Black, seconded by Councilman Hotze to approve closure of East Schwartz Street from North Broadway to North Washington Streets, from 11:00 a.m. to 3:00 p.m. on Saturday, May 17th for Relay for Life Poker Run.   Roll call vote.  AYES:  Councilmen Carr,  Hotze, Blank, and Black.  NAYS:  None.  Motion declared carried.  


X.      Executive Session – Collective Bargaining & Review Closed Session Minutes - Period Ending March 17, 2008
Motion was made at 7:46 p.m. by Councilman Black, seconded by Councilman Blank to enter into closed session for the purpose to discuss Collective Bargaining and to review Closed Session Minutes.  Roll call vote.  AYES:  Councilmen Hotze, Blank, Black, and Carr.  NAYS:  None.  Motion declared carried.  

7.      Approval of Closed Session Minutes of FEBRUARY 4, 2008
Upon returning to open session at 8:28 p.m., motion was made by Councilman Black, seconded by Councilman Blank to approve closed session minutes of February 4, 2008 as written.  Roll call vote.  AYES:  Councilmen Black, Carr, Hotze, and Blank.  NAYS:  None.  Motion declared carried.  


8.      Resolution-2008-05  for Release or Retention of Closed Session Minutes
Motion was made by Councilman Black, seconded by Councilman Blank to approve Resolution 2008-05, a resolution authorizing the release or retention of closed session minutes thru February 4, 2008.  Roll call vote.  AYES:  Councilmen Blank, Black, Carr, Hotze, and Mayor Ferguson.  NAYS:  None.  Motion declared carried.  


XI.     Adjournment
Motion was made at 8:30 p.m. by Councilman Blank, seconded by Councilman Black to Adjourn.  Roll call vote.  AYES:  Councilmen Carr, Hotze, Blank, and Black.  NAYS:  None.  Motion declared carried.  



Jane Marshall, CMC
City Clerk

Approved by City Council on April 21, 2008 with correction in Item 3.