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City Council Minutes 08/18/2008
AGENDA
CITY OF SALEM
REGULAR CITY COUNCIL MEETING
AUGUST 18, 2008
6:00 P.M.
I.      Call to Order
II.     Prayer and Pledge of Allegiance
III.    Approval of Minutes,  August 4, 2008
IV.     Presentation of Petitions/Public Comments
V.      Mayor’s Report and Presentation
VI.     City Council Action
1.      Sweney Corner Committee/Contingency & Revocation of Temporary Use
2.      Proposed Agreement Between Sweney Corner Committee/City of Salem and Adjacent Property Owners of Sweney Corner
3.      Second Reading – Ordinance Amending Chapter 23 -  Rate Structure for Zoning Fees
4.      Ordinance Authorizing Mayor to Execute Promissory Note & Security Agreement with Bank of America for Loan of $175,000 for One Year @ 3.25% - Library Renovation Project
5.      Authorization to Renew Loan at Marion County Savings Bank for $150,000 for One Year @ 3.875% for Purchase of DuBois Property
6.      Bid Award – 2008 MFT Street Maintenance Materials
7.      Recommendation For Surveillance Cameras in Parks
8.      First Reading – Ordinance - Utility Service Fees
9.      Resolution – Request to IDOT – Street Closures for Parade Route
10.     Bills Payable

VII.    City Manager Report
VIII.   City Attorney Report
IX.     City Council Report
Executive Session - None
X.      Adjournment
              Thomas F. Christie  jm
Thomas F. Christie,
City Manager
________________________________________________________________________________________________________
MINUTES
CITY OF SALEM
REGULAR CITY COUNCIL MEETING
AUGUST 18, 2008
6:00 P.M.
I.      Call To Order
The Salem City Council met in regular session on August 18, 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 Joe Hotze
Councilman Harold Blank
Mayor Leonard E. Ferguson
Absent upon roll call:  Councilman David Black   Arrived at 7:30 p.m.
Others Present:
City Manager Thomas F. Christie
City Clerk Jane Marshall
City Attorney Michael R. Jones  
Finance Director Marilyn Shook
Assistant City Manager Bev West
Recreation Director Sherry Daniels
Public Works Director John Pruden  
Chief of Police Ronald Campo
Economic Development Director Tracey McDaneld
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

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 – August 4, 2008    
Minutes of Regular City Council Meeting of August 4, 2008 were presented for review.   Motion was made by Councilman Carr, seconded by Councilman Hotze to approve the minutes of the Regular Council Meeting of August 4, 2008 and waive the reading; with the exception of under “Mayor’s Report & Presentation” Resolution Supporting the City of Chicago’s Bid for the 2016 Olympics.   NAYS:  Councilman Blank.  Roll call vote.  AYES:  Councilmen Carr, Hotze, and Blank.  NAYS: None.  Absent:  Councilman Black.  Motion declared carried.
 
IV.     Presentation of Petitions/Public Comments
City Manager Christie read a request received from Steve W. Quinn, dated August 13, 2008 addressed to Mayor Ferguson – “I am writing to request permission to erect a ground level monument in the park, southeast of the hospital, in memory of Earl “Pelin” Crane.  Pelin was my grandfather and worked for many years as park superintendent and city pool superintendent in the 1940’s, 50’s and 60’s.  He was responsible for the planting of many of the trees in the Park including the ones across the road and south of the hospital”.  Christie indicated that this should be no problem so long as it is low enough so that the mowers can get over them; however there is a question of ownership of this property, since some of the park area has been deeded to the Salem Township Hospital.  That should be checked out.  Motion was made by Councilman Blank, seconded by Councilman Carr to approve the request of Steve Quinn to place a memorial marker on City property in Bryan Memorial Park in honor of Earl “Pelin Crane.  Roll call vote.  AYES:  Councilmen Carr, Hotze, and Blank.  NAYS:  None.  Motion declared carried.  


V.      Mayor’s Report and Presentations
1.      John Stanford came before Council asking for clarification on the proposed loan to SBIC to purchase Stanford Products property in the Industrial Park.  City Manager Christie read from the 8/4/08 minutes regarding this loan – “Motion was made by Councilman Black, seconded by Councilman Blank to approve the loan request contingent upon WBC providing signed contracts with their vendors.”  And Christie explained why this was being done.  Mr. Stanford expressed concern that SBIC members were not required to sign a personal guarantee on this loan; indicating that when he came to the City for a low interest CDAP loan for Bettendorf Stanford, he was required to sign a personal guarantee.  Mr. Stanford explained that this is why he has not requested any of the funds that were approved pending his personal guarantee. – He doesn’t think he should be required to sign a personal guarantee. Mr. Stanford asked Council to take a look at this procedure.  *Councilman Carr requested the addition of the following:  Mr. Stanford was advised that the reason he was requested to provide a personal guarantee was because in his request, equipment was being used for collateral instead of real property.”
2.      Mayor Ferguson reported that the State Treasurer Alexi Giannoulias’ office will be holding a free Workshop “Opportunity Knocks” to raise awareness of low-interest loan programs for Illinois residents, businesses and organizations. Explaining how to use the linked deposit programs to stimulate job growth and retention, community development and qualify of life initiatives. Local government leaders, business owners and non-profit organizers are encouraged to attend.  Friday, August 229 a.m. to 3 p.m. at Rend Lake Resort.  
3.      Mayor Ferguson also reported that the Southern Illinois Mayor’s Association (SIMA) will be meeting on Wednesday, August 20 at 6:00 p.m. in Mt. Vernon – Topic: Local Economic Development Trends.  
4.      Mayor Ferguson requested that the City Council consider organizing fund raisers to help raise funds for the proposed new swimming pool because funds from the 1/2 % sales tax will not be enough to build the new pool with the amenities that are wanted.  


VI.     City Council Action
1.      Sweney Corner Committee/Contingency & Revocation of Temporary Use
City Manager Christie indicated the Sweney Corner Committee is requesting a financial “contingency” in the amount of 20% or $5.000 to be used only if the costs exceed the estimated costs.  Also, the Committee is requesting that the temporary use granted to Mr. Dial for the Corner be revoked and that everything on the Corner be removed during construction period of the area.   Councilman Carr commented that he has no problem with the contingency, however he does not think it is necessary to rescind the temporary use of the Sweney Corner.  After discussion, motion was made by Councilman Hotze, seconded by Councilman Blank to rescind temporary use of Sweney Corner by the Courtyard Coffee House.  Roll call vote.  AYES:  Councilmen Blank, Carr, and Hotze.    NAYS:  None.  Absent:  Councilman Black.    Motion Declared Carried.  

Motion was made by Councilman Hotze, seconded by Councilman Carr to approve the request of the Sweney Corner Committee for a 20% contingency of $5,000 should the Sweney Corner project costs exceed the estimate.  Roll call vote.  AYES:  Councilmen Carr, Hotze, and Blank.  NAYS:  None.  Absent:  Councilman Black.  Motion declared carried.     


2.      Proposed Agreement Between Sweney Corner Committee/City of Salem and Adjacent Property Owners of Sweney Corner
City Manager Christie presented a draft agreement for Council consideration that would be signed by the adjacent property owners (Courtyard Coffee House and Kane Insurance Agency); Jeannell Charman, Chairman Sweney Corner Committee; and the City.  The agreement would allow the Sweney Corner Committee and the City of Salem to have control over the design, development, and implementation of all aspects of the Sweney Corner, including approval or denial of proposed uses.  Council reviewed the proposed agreement expressing concern about the apparent authority this agreement would be granting the Sweney Corner Committee, indicating the City organized the Committee for the purpose of designing, developing, and executing a plan for beautification of the Corner in an advisory role only.  Committee Chairman Charman explained the purpose of the draft agreement was to have an agreement with the adjacent property owners to preserve the integrity of the design of the park.  Charlie Kane/Kane Insurance Agency commented that he thought the park was there to beautify the City and he expressed concern about a commercial business that would be allowed to use the park and make a mess and creating clean-up problems.  Ms. Charman reported that Modern Woodmen has donated a bench and trees for the Park and hopes others will make donations also.  After discussion, the City Attorney was asked to revise the Agreement for next Meeting.   


3.      Ordinance 2008-22 - Second Reading – Ordinance Amending Chapter 23 -  Rate Structure- Zoning Fees
City Manager Christie recommended approval of a new rate structure for Special Uses, Variances and Zoning Amendments.  Basically, the new fee for all three will be $100.00 which is below the City’s actual average cost.  Motion was made by Councilman Hotze, seconded by Councilman Carr to approve Ordinance 2008-22, an ordinance amending Chapter 23, increasing rate structure for zoning fees.  Roll call vote.  AYES:  Councilmen Hotze, Blank, and Carr.  NAYS:  None.  Absent:  Councilman  Black.  Motion declared carried.  


4.      Ordinance 2008-23 - Ordinance Authorizing Mayor to Execute Promissory Note & Security Agreement with Bank of America for Loan of $175,000 for One Year @ 3.25% - Library Renovation Project
City Manager Christie indicated that this loan will be repaid by the Library Board and will be secured by the Library’s CD’s.  Motion was made by Councilman Carr, seconded by Councilman Blank to approve Ordinance 2008-23, an ordinance authorizing the Mayor to execute the promissory note and security agreement with Bank of America for the loan in the amount of $175,000 for one year at 3.25% for the Bryan Bennett Library renovation project.  Roll call vote.  AYES:  Councilmen Blank, Carr, and Hotze.  NAYS: None.  Absent:  Councilman Black.  Motion declared carried.   


5.      Authorization to Renew Loan at Marion County Savings Bank for $150,000 for One Year @ 3.875% for Purchase of DuBois Property
City Manager Christie indicated that it has been the practice each year  to renew the loan for the former DuBois property, known now as the Salem West Subdivision.  He indicated that thus far, the City has paid only the annual interest and the renewal interest rate is 3.875%.   Councilman Hotze expressed concern about renewing this loan and suggested that the City pay it off.  Finance Director Shook indicated that the City could pay off the loan from the TIF funds.  Motion was made by Councilman Carr, seconded by Councilman Blank to authorize renewal of the $150,000 loan with Marion County Savings Bank for the purchase of DuBois property.  Roll call vote.  AYES:  none.  NAYS:  Councilmen Carr, Blank, and Mayor Ferguson.  Abstain:  Councilman Hotze.  Absent:  Councilman Black.  Motion failed.  

Motion was made by Councilman Carr, seconded by Councilman Blank to pay off the $150,000 loan from Marion County Savings Bank for purchase of the former DuBois property.    Roll call vote.  AYES:  Councilmen Blank, Carr, and Mayor Ferguson.  NAYS:  None.  Abstain:  Councilman Hotze.  Absent:  Councilman Black.  Motion declared carried.  


6.      Bid Award – 2008 MFT Street Maintenance Materials – Bituminous Patch Mix
Bids were received on 8/5 for 2008 Street Maintenance Materials with the low bid from General Contractors, Centralia at a cost of $53.15 per ton for a total cost of $21,260.00.  the bids have been reviewed by Public Works Director Pruden and the City Consulting Engineer Jim Calhoon and they recommend approval.   Motion was made by Councilman Blank, seconded by Councilman Carr to approve the low bid of General Contractors in the amount of $21,260.00 for 2008 MFT Street Maintenance Materials.  Roll call vote.  AYES:  Councilmen Carr, Hotze, and Blank.  NAYS:  None.  Absent:  Councilman Black.  Motion declared carried.  


7.      Recommendation For Surveillance Cameras in Parks
Public Works Director Pruden reported that he has checked on the costs to install cameras and for hard-wiring and looked at the maintenance.  He has also looked at security lights with motion censers that are vandal proof.  He recommended motion lights be installed at the shelters and cameras at the bathrooms and the skate park.  He estimated that five cameras would cost around $20,000.  Chief Campo indicated that he is not sure that there is that much of a problem in the park and suggested the use of wireless game cameras to be put up if we have a problem.  He did not recommend the use of cameras at the skate park; indicating that for a minor cost we could probably use the cameras from the High School at the skate park.  He indicated that the shelters and bathrooms are a separate issue and small cameras could be installed there.  City Manager Christie suggested that Chief Campo and Director Pruden continue to research this issue.  He suggested motion lights may be what are needed at the shelters and the cameras need to be looked at some more.


8.      First Reading – Ordinance - Utility Service Fees
City Manager Christie recommended increasing the utility service fees to offset the actual costs of service, the recommended an increase in the fees structure that covers deposits, taps and permits.  He provided a report comparing Salem’s fees with Centralia and Mt.Vernon.  Motion was made by Councilman Blank, seconded by Councilman Carr to authorize the City Attorney to prepare the final ordinance increasing the utility service fees.  Roll call vote.  AYES:  Councilmen Carr, Hotze, and Blank.  NAYS:  None.  Absent:  Councilman Black.  Motion declared carried.   


9.      Resolution – Request to IDOT – Street Closures for Parade Route
Motion was made by Councilman Carr, seconded by Councilman Hotze to approve Resolution 2008-14, a resolution to IDOT requesting street closures for the Little Egypt Festival and Parade on October 4, 2008.  Roll call vote.  AYES:  Councilmen Hotze, Blank, and Carr.  NAYS:  none.  Absent:  Councilman Black.  Motion declared carried.  


10.     Bills Payable
Bills payable for period ending August 18, 2008 for a total amount of $643,187.53, including bills payable to Joe Hotze Ford in the amount of $474.20 were presented for review.   Motion was made by Councilman Hotze, seconded by Councilman Blank to approve bills payable as presented in the amount of $643,187.53, less bill payable to Joe Hotze Ford in the amount of $474.20.   Roll call vote.  AYES:  Councilmen Blank, Carr, and Hotze.  NAYS:  None.  Absent:  Councilman Black.  Motion declared carried.  

Motion was made by Councilman Carr, seconded by Councilman Blank to approve bills payable to Joe Hotze Ford in the amount of $474.20.  Roll call vote.  AYES:  Councilmen Carr, Blank, and Mayor Ferguson.  NAYS:  None.  Abstain:  Councilman Hotze.  Absent:  Councilman Black.  Motion declared carried.  


VII.    City Manager Report
City Manager Christie Reported:
1.      Reminded Council of the TIF #1 Sunset Meeting on Tuesday, August 19 at 11:00 a.m. at the Economic Development Office.   Mike Weber attorney with PGAV will be present to explain the TIF closure process.   
2.      First Bank building at 205 W. Main Street has been advertised for sale for a list price of $399,000.  He asked if Council had any interest in pursuing this building.  


VIII.   City Attorney Report – none.


IX.     City Council Report
Councilman Carr
·       Production at Salem Community Theatre  August 8, 9, 15 & 16 – “Dearly Departed”
·       Grand opening of  Bryan-Bennett Library at new location on Sunday August 16th
·       Thanks to Keep Salem Beautiful for providing cigarette ash receptacles by the Theatre

Arrival of Councilman Black – 7:30 p.m.


Councilman Hotze
·       Pleased that Council agreed to pay off the loan for purchase of former DuBois property and suggested consideration be given to paying of Library loan
·       Asked Public Works Director Pruden to consider rotor-milling Airport Road from Boone to Mills Cart Road and South Hotze Road to Quad County Ready Mix.  
·       Commented regarding First Bank Building, 205 West Main Street, suggesting the City should consider pursuing it.    

Councilman Blank
·       Commented about the golf tournament held at the Salem Country Club, hosted by Joe Hotze Ford that brought many, many players to Salem
·       Commented that the planter boxes downtown are more beautiful everyday.  

Councilman Black
·       Commended the Library personnel and board for the great job they did in the renovation and moving process of  relocating the library to 315 S. Maple Street.  

Other
Library Director Kim Keller reported that over 200 persons attended the Open-House on Sunday and over 300 persons came to the library today.  


Executive Session – None

X.      Adjournment
There being no further business for discussion at 7:41 p.m.  Motion was made by Councilman Black, Seconded by Councilman Carr to adjourn.  Roll call vote.  AYES:  Councilmen Carr, Hotze, Blank, and Black.   NAYS:  None.  Motion Declared Carried.  



Jane Marshall, CMC
City Clerk

Minutes approved as amended by City Council on September 2, 2008.  
* Addition under Mayor’s Report regarding John Stanford’s concerns – Add *Councilman Carr requested the addition of the following:  Mr. Stanford was advised that the reason he was requested to provide a personal guarantee was because in his request, equipment was being used for collateral instead of real property.”