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City Council Minutes 5/05/2008
AGENDA
CITY OF SALEM
REGULAR CITY COUNCIL MEETING
MAY 5, 2008
6:00 P.M.
I.      Call to Order
II.     Prayer and Pledge of Allegiance
III.    Approval of Minutes, April 21, 2008
IV.     Presentation of Petitions/Public Comments
V.      Mayor’s Report and Presentations
1.      Selection of Mayor Pro-tem
2.      Presentation of Official Oath and Official Commission to Re-appointed Board and Commission Members
VI.     City Council Action
1.      Progress Report From STS on Salem West Road project
2.      Request for Use of Bryan Park Stage and Pavilion by B & J House-meeting Church on June 7th or June 28th
3.      Request for Use of Tully Park for Relay For Life Poker Run
4.      Roof Repair – Library Building at 217 West Main
5.      Electrical Wiring Adjustments on Plugs for Downtown Flower Boxes
6.      OSLAD Grant Application and Contract with SCRIP&DC for Grant Writing Service
7.      Ordinance Authorizing Execution of Revised Addendum with Illinois Public Energy Agency & Proliance Energy, LLC
8.      Consultant Services Contract with Counsilman-Hunsaker for Swimming Pool Project
9.      Resolution Authorizing Intervention with State Board of Review Regarding World Color Press Property Tax Adjustment
10.     Change in Real Estate Agreement with G. J. Grewe Development Company
VII.    City Manager Report
VIII.   City Attorney Report
IX.     City Council Report
X.      Adjournment

Thomas F. Christie,
City Manager
_______________________________________________________________________________________________________

MINUTES
CITY OF SALEM
REGULAR CITY COUNCIL MEETING
MAY 5, 2008

I.      Call To Order
The Salem City Council met in regular session on May 5, 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
City Attorney Michael R. Jones  
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 members of the public.
Absent:  DOEM Director Terry Mulvany
Finance Director Marilyn Shook


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 –April 21, 2008
Minutes of Regular City Council Meeting of April 21, 2008 were presented for review.   Motion to approve the minutes of April 21, 2008 as presented and waive the reading was made by Councilman Black, seconded by Councilman Blank.   Roll call vote.  AYES:  Councilmen Carr, Hotze, Blank, and Black.   NAYS: None.  Motion declared carried


IV.     Presentation of Petitions/Public Comments
David Dial, Courtyard Coffee Shop, 107 East Main, addressed Council asking Council to move forward on the Sweney Corner project.  He stated that he has just recently placed a doorway opening to Sweney Park to make it more accessible for his customers and would like to see the City move forward with the Sweney Corner project.  

Mayor Ferguson reported that Steve Smith has expressed appreciation to Council for their support of the “We Support our Troops” signs and for the care packages that are sent to the troops.  


XI.     Mayor’s Report and Presentations
1.      Selection of Mayor Pro-tem
Mayor Ferguson recommended that Councilman Tom Carr be appointed to fill the position of Mayor Pro-Tem for another term ending April 30, 2009.  Motion was made by Councilman Black, seconded by Councilman Blank to approve the appointment of Councilman Tom Carr as Mayor Pro-Tem.  Roll call vote.  AYES:  Councilmen Hotze, Blank, and Black.  NAYS:  None.  Abstain:  Councilman Carr.  Motion declared carried.  

2.      Presentation of Official Oath and Official Commission to Re-appointed Board and Commission Members
Mayor Ferguson administered the Oath of Office and presented the Official Commission to Joe Black to the Airport Authority; Mike Malan to the Police Commission; Sam Lay to the Zoning board of Appeals; and Steve Huddelstun to the Tourism Board.  


XII.    City Council Action
1.      Progress Report From STS on Salem West Subdivision Road project
Mike Quandt, Associate Engineer, representing STS, explained that the design work for the roadway extending to Mitchell Street is on schedule and explained the engineering contract modification for this project:
  ·     IDOT District 8 has requested soil borings and a report at each of the four new mast arm foundations along with a structural analysis for the foundations for a cost estimated at $11,300.  
·       Engineering design and construction engineering for sanitary sewer and water for the majority of the property to be served by the new Mitchell Street project.  Also provide land surveying services for the anticipated two easements of land required for the sanitary sewer.  Engineering design/construction fee estimated at $36,400 and land surveying services estimated at $2,100.   
·      Work to be done on time and material basis, Not-to-Exceed Fee of $49,800.Quandt estimated the total time for this work to be five to six months; indicating that the IEPA sanitary sewer and water permits may take up to 90 days for approval after submission and allowing for time for the purchase of the utility easements.   
Following discussion, Motion was made by Councilman Black, seconded by Councilman Blank to authorize the City Manager to enter into the engineering contract modification for the Mitchell Street project with STS for an additional cost not-to-exceed $49,800 for work described above.   Roll call vote.  AYES:  Councilmen Blank, Black, and Carr.  NAYS:  None.  Abstain:  Councilman Hotze.  Motion declared carried.  


2.      Request for Use of Bryan Park Stage and Pavilion by B & J House-
Meeting Church on June 7th or June 28th
Joan Shehorn, representing the B & J House-Meetings Church, was present to explain their schedule and answer questions.   Motion was made by Councilman Carr, seconded by Councilman Black to approve the request made by Candace Marlow, Pastor of B & J House-Meetings Church for use of the stage and pavilion #2 in Bryan Park on June 28, 2008 for a picnic and worship service beginning at 2:00 p.m. and to waive the fee.    Roll call vote.  AYES:  Councilmen Black, Carr, Hotze, and Blank.  NAYS:  None.  Motion declared carried.  


3.      Request for Use of Tully Park for Relay For Life Poker Run
Kevin Cripps, president of the Marion County Sheriff’s Office F.O.P. Lodge #227 appeared before the Council request permission for use of Tully Park on May 17, 2008 for a meeting and ending place for a non-alcoholic poker run to benefit their Relay for Life Team as well as the Sheriff’s Office FOP Lodge #227 fund to for needed equipment for officers and for their “adopt families for Christmas” program.  Mr. Cripps advised that he will take care of the clean-up.  Following discussion, motion was made by Councilman Black, seconded by Councilman Blank to approve the request for use of Tully Park on May 17th by the Sheriff’s Office FOP Lodge #227 for a poker run from 11:00 a.m. to 7:00 p.m. and to waive the fee.  Roll call vote.  AYES:  Councilmen Carr, Hotze, Blank, and Black.  NAYS:  None.  Motion declared carried.  


4.      Roof Repair – Library Building at 217 West Main
City Manager Christie recalled that the City received an insurance payment for roof repair on the current Library building and at that time hired Irwin’s Roofing to do temporary repairs with possibility of permanent repair later.  He reported the roofing company has submitted a proposal to repair the entire roof with warranty at a cost of $13,500.   He recommended that the Council delay action on this item until after bids are received on June 2 for sale of the building.  Motion was made by Councilman Carr, seconded by Councilman Black to table discussion on this item.  Roll call vote.  AYES:  Councilmen Hotze, Blank, Black, and Carr.  NAYS:  None.  Motion declared carried.  


5.      Electrical Wiring Adjustments on Plugs for Downtown Flower Boxes
City Manager Christie reported that proposals were requested and received for electrical wiring adjustments for the downtown planter boxes.  The low bid for this project was from Prucell Electric for a cost of $3,010 labor and materials for 13 planter boxes.  Following discussion, motion was made by Councilman Hotze to approve acceptance of the lower of the two bids received for (Purcell Electric of $3,010) labor and materials to adjust the electrical wiring at the 13 downtown planter boxes as proposed.  (There was discussion regarding taking money from TIF); motion was seconded by Councilman Blank.  Roll call vote.  AYES:  Councilmen Blank, Black, Carr, and Hotze.  NAYS:  None.  Motion declared carried.   


6.      OSLAD Grant Application and Contract with SCRIP&DC for Grant Writing Service
City Manager Christie explained that part of the construction costs of the proposed new swimming pool was to avail the City to apply for funding through the State through a process called the OSLAD Grant.   He indicated Council discussed acquiring the services of SCRIP&DC for the grant writing application process and the contract from Fred Walker is being presented for Council approval.  City Manager Christie commented that timing is an issue to get the grant application filed.  

This item was postponed until Item 8 was discussed.    

Following discussion regarding swimming pool project, Council returned to this item and motion was made by Councilman Black, seconded by Councilman Blank to authorize the City Manager to execute the agreement with South Central Illinois Regional Planning & Development Commission for Grant Writing Services – OSLAD/LWCF Application to development and outdoor swimming pool complex for a fee of $1,500.00.  Roll call vote.  AYES:  Councilmen Blank, Black, Carr, and Hotze.   NAYS:  None.  Motion declared carried.  


7.      Ordinance Authorizing Execution of Revised Addendum with Illinois Public Energy Agency & Proliance Energy, LLC
        Motion was made by Councilman Black, seconded by Councilman Carr to approve Ordinance 2008-12, an ordinance authorizing execution of Revised Addendum with Illinois Public Energy Agency & Proliance Energy, LLC.   Roll call vote.  AYES:  Councilmen Hotze, Blank, Black, and Carr.  NAYS:  None.  Motion declared carried.  


8.      Consultation Services Contract with Counsilman-Hunsaker for Swimming Pool Project
City Manager Christie indicated that Council has asked him to contact Counsilman-Hunsaker to express Council’s intent of designing the entire pool concept with thought of bidding the entire amount.  To that end he contacted Mr. Scott Heater who has submitted for Council review a contract for consulting services to design, including the construction engineering; however that won’t take place unless the pool is actually built.  The cost for these services is $380,000 that will be expended in the next several months.  Also included were services for coordination with SCIRP&DC on the OSLAD Gant.   City Manager Christie explained if this project goes though the entire project, including the construction phase will cost around $425,000.00.  Mr. Hester was present.   Mayor Ferguson expressed concern that we only have one proposal.  Mr. Christie indicated these fees are not out of line because the engineering costs usually run within 10% of the project cost.  He could contact other consultants; however the problem is the OSLAD Grant application id due to be sent in within six weeks, and if we seek other consultants, we will not have time to submit the application, thus delaying the project further.  

City Manager Christie suggested we bid the top pool as separate items so that we would have the base outside pool bid and all the other elements as alternatives, so that Council would be free to accept whatever they wish.   

Mayor Ferguson stated we understood that we would not move ahead without the therapy pool being a part of the original pool because we knew in advance that if we built a pool without the therapy pool, the therapy pool would never be done and we would be thereby breaking our word to the citizens.  Christie indicated that the Council has never given their word that there would be a therapy pool.  Councilman Black agreed with the Mayor’s comments, stating that this was the understanding of the majority of the people that there would be a therapy pool.

Following lengthy discussion regarding the costs and financing of the pool project, Motion was made by Councilman Carr, seconded by Councilman Black to authorize the City Manager to execute the contract with Councilman-Hunsaker for consulting services for the entire pool project.  Following additional discussion, roll call vote was taken.  AYES:  Councilmen Carr, Hotze, Blank, and Black.  NAYS:  None.  Motion declared carried.  


9.      Resolution Authorizing Intervention with State Board of Review Regarding World Color Press Property Tax Adjustment
City Manager Christie reported that Quebecor has appealed the ruling of the local board of review that denied their request to lower the assessed value of the property and the Marion County Board of Review will aggressively defend their decision.  Each taxing entity may “intervene” in support of the County and this process requires a Resolution form the Council authorizing the intervention.  He recommended Council approval of the proposed Resolution.  
Motion was made by Councilman Black, seconded by Councilman Carr to approve Resolution 2008-08, a resolution authorizing intervention with State Board of Review regarding Quebecor property tax adjustment.   Roll call vote.  AYES:  Councilmen Black, Carr, Hotze, and Blank.  NAYS:  None.  Motion declared carried.  


10.     Change in Real Estate Agreement with G. J. Grewe Development Company
City Manager Christie reported that the developer found three relatively minor errors in the agreement already authorized by Council and recommended approval because they do not substantially affect the main agreement.  Motion was made by Councilman Carr, seconded by Councilman Black to approve the changes as requested by Mr. Grewe.  Roll call vote.  AYES:   Councilmen Carr, Blank, and Black.  NAYS:  None.  Abstain:  Councilman Hotze.  Motion declared carried.  


XIII.   City Manager Report
City Manager Christie reported that $10,000 was budgeted this year for Christmas Decorations and Banners.  He explained that Recreation Director Daniels was contacted by a company in Indiana that will put up Christmas lights with garland, take them down, and store them for $125 per pole – Approximately $6,250 per year.  He explained this would reduce the labor costs for the Public Works Department and the City could have different decorations each year.  Council agreed this sounds like a good program.  


XIV.    City Attorney Report - None

XV.     City Council Report
Councilman Carr – commented about the paint on the south wall of Sweney Corner that is coming off and asked if something could be done with it.
He also reported that he has attended another very interesting U of I Extension conference program regarding recycling of medications and paint that was.  He indicated he would like to see more programs for the citizens.   

Councilman Hotze reported while riding his bike through the park, he notices several areas in Bryan Park that are in need of attention.  

Councilman Blank – None.

Councilman Black reported that his neighbor had mentioned that the Salem Medical Clinic has removed the fence that was between his back yard and the clinic parking lot.  This has exposed the doctor’s trash dumpsters that over flow with a lot of examining gloves and materials.  He requested that the City contact the Doctors and ask them to please keep the dumpsters closed.  

Councilman Hotze asked about the street and sidewalk program.  Mayor Ferguson asked Public Works Director Pruden to prepare a report for next meeting.  
Mayor Ferguson indicated there is a need to readjust the fee schedule for park rentals.  City Manager Christie suggested there is no problem for City Council to waive the fees but whatever they do should be consistent.  Councilman Carr suggested they create a policy to waive fees for non-profit groups and churches.  


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



Jane Marshall, CMC
City Clerk

Approved as written by City Council on May 19, 2008.