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City Council Minutes 10/06/2008
CITY OF SALEM
REGULAR CITY COUNCIL MEETING AGENDA
MONDAY, OCTOBER 6, 2008
 6:00 P.M.

I.      Call to Order
II.     Prayer and Pledge of Allegiance
III.    Approval of Minutes, September 15,  and September 29, 2008
IV.     Presentation of Petitions/Public Comments
1.      Report from Department of Emergency Management Regarding Grant
V.      Mayor’s Report and Presentations        
VI.     City Council Action:
1.      Presentation of Annual Audit Report FYE08 – Glass & Shuffett, Inc.
2.      Consideration of Recommendation from Sweney Corner Committee
3.      Bid Award – PVC Gas Line Replacement Materials
4.      Bid Award – Administrative vehicle for Police Department
5.      TIF #3 Grant to Kane Insurance Agency for Building Renovation
6.      Second Reading – Ordinance Amending Chapter 23 – Zoning Code – Boundary Survey
7.      First Reading – Ordinance Amending Chapter 10 – Increase in Residential Garbage Pickup Fee.
8.      Ordinance Authorizing Execution of the Second Amendment to IPEA Sales Contract With The Illinois Public Energy
9.      Resolution – Recognition of Salem Citizen Corps
10.     Consideration of Additional Compensation for Finance Director
11.     Consideration of Repair to Right-of-Way Entrance at Henderson Trucking
After Reports:
12.     Executive Session – Acquisition of Property
13.     Approval of Closed Session Minutes September 15 and 29, 2008

VII.    City Manager Report
VIII.   City Attorney Report
IX.     City Council Reports
X.      Adjournment


Thomas F. Christie
City Manager
________________________________________________________________________________________________
MINUTES
CITY OF SALEM
REGULAR CITY COUNCIL MEETING
OCTOBER 6, 2008
6:00 P.M.

I.      Call To Order
The Salem City Council met in regular session on October 6, 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
Councilman David Black   
Mayor Leonard E. Ferguson
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
Public Works Director John Pruden  
Chief of Police Ronald Campo
Economic Development Director Tracey McDaneld
Code Enforcement Officer Brad Crow
Recreation Director Sherry Daniels
Library Director Kim Keller, arrived at 7:30 p.m.
DOEM Director Terry Mulvany
Media: Salem Times Commoner, WJBD Radio, Centralia Sentential,
along with Jeannell Charman, Bob Erxleben, Marvin Owens, Fred Becker, and members of the public.

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 – SEPTEMBER 15, and SPECIAL MEETING OF September 29, 2008     
Minutes of Regular City Council Meeting of September 15, 2008 were presented for review.   Motion to approve the minutes of the Regular Council Meeting of September 15, 2008 as written 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.

Motion was made by Councilman Carr, seconded by Councilman Black to approve the minutes of Special Meeting of September 29, 2008 as written and waive the reading.  Roll call vote.  AYES:  Councilmen Hotze, Blank, Black, and Carr.  NAYS:  None.  Motion declared carried.  


IV.     Presentation of Petitions/Public Comments
1.      Report from Department of Emergency Management Regarding Grant
Department of Emergency Management Director Terry Mulvany reported that a grant has been received from the Illinois Emergency Services Management Assn. from the State Homeland Security Grant Program in the amount of $14,965.30 to purchase Outdoor Early Warning Equipment, including an outdoor siren system, 32 channel Scan Radio System and 77” Diag. Touch-Sens White Board with sound.   He further reported that the Salem Fire Protection District has given permission for installation of the siren system on their property one block south of Main and Broadway.   He introduced his assistant, Marvin Owens and their grant administrator, Ron Hayes.  Mr. Hayes explained the range coverage area for the siren.   


V.      Mayor’s Report and Presentations
Mayor Ferguson presented a letter from Steve Smith regarding sending care packages for Christmas to our troops at war in Iraq and Afghanistan.  In his letter he mentioned we recently said goodbye to 54 more brave Army soldiers who will be gone for most of 2008 and the next year.  Mr. Smith requested financial assistance.   Motion was made by Councilman Black, seconded by Councilman Carr to approve the donation of $1,000.00 to Steve Smith to help with the expenses of preparing and sending care packages to our troops in Iraq and Afghanistan.  Roll call vote.  AYES:  Councilmen Blank, Black, Carr, and Hotze.  NAYS:  None.  Motion declared carried.  


VI.     City Council Action:
1.      Presentation of Annual Audit Report FYE08 – Glass & Shuffett, Inc.
Representative from Glass and Shuffett, LTD, Certified Public Accountants, Fred Becker, reviewed the Audit of the City of Salem’s Annual Financial Report for the Year Ended April 30, 2008 indicating that the Audit went very well and the City is good financially.   


2.      Consideration of Recommendation from Sweney Corner Committee
City Manager Christie reported that Mr. Kane was ok with the agreement; however Mr. Dial made requests that the Sweney Corner Committee feels are unreasonable and recommends that the City proceed without an agreement.   Jeannell Charmin indicated that Mr. Dial wants things that are not in our budget and recommend that Council go with original design that did not include the walkway to Mr. Dial’s doorway.  Motion was made by Councilman Black, seconded by Councilman Blank to move forward with the original design for Sweney Corner without an agreement with the adjoining property owners.  Councilman Carr commented that the door is an access to Sweney Corner.  Mayor Ferguson asked if there would still be an option to put the concrete walk to the doorway of the Coffee House at a later time and Ms. Charman indicated that “Yes, we will work with him.”   Roll call vote:  AYES:  Councilmen Black, Hotze, and Blank.  NAYS:  Councilman Carr.   Motion declared carried.  


3.      Bid Award – PVC Gas Line Replacement Materials
Bids were solicited for materials for the PVC gas line replacement project.  Bob Erxleben, the City’s gas consultant, reviewed the bids and recommends that the City accept the low bid from Utility Sales and Service in the amount of $9,801.00 for pipe and fittings for the 2008 PVC Gas Line Replacement project.  Motion was made by Councilman Black, seconded by Councilman Carr to accept the low bid from Utility Sales and Service for supplies for PVC gas line replacement.  Roll call vote:  AYES:  Councilmen Carr, Hotze, Blank, and Black.  NAYS:  None.  Motion declared carried.  


4.      Bid Award – Administrative Vehicle for Police Department
City Manager Christie reported that the City budgeted for the acquisition of a late model vehicle for Police Administration.  Bids were solicited and received from three vendors.  It is the recommendation of Chief of Police Campo to accept the bid from Ford Square, Mt. Vernon for a 2007 Ford Edge for a bid price of $18,178.00.  Motion was made by Councilman Blank, seconded by Councilman Black to approve the purchase of a 2007 Ford Edge from Ford Square, for a price of $18,178.00.  Roll call vote.  AYES:  Councilmen Hotze, Blank, and Black.  NAYS:  Councilman Carr.   Motion declared carried.  


5.      TIF #3 Grant to Kane Insurance Agency for Building Renovation
City Manager Christie reported that Mr. Kane has applied for a TIF Grant for repairs to the outside, north wall and window replacement of the Kane Insurance building located at 110 South Broadway.  Economic Development Director McDaneld indicated the reason for the repair is due to the removal of the Sweney building and the design has been coordinated with the Sweney Corner Committee, she recommends approval of the TIF Grant request of $14,046.36.    Motion was made by Councilman Black, seconded by Councilman Carr to approve the TIF #3 Grant request in the amount of $14,046.36 to Kane Insurance Agency for repairs and window replacement to north wall of their building.   Roll call vote.  AYES:  Councilmen Blank, Black, Carr, and Hotze.  NAYS:  None.  Motion declared carried.  


6.      Ordinance 2008-27 - Second Reading – Ordinance Amending Chapter 23 – Zoning Code – Boundary Survey
An ordinance amending Chapter 23 of the City Code regarding Zoning Code and Boundary Survey was presented for second reading.  City Manager Christie explained that a second section (b) has been added which states “reasonable evidence (i.e. property pins, survey markers) of where property lines are located provided by the owner(s) of record” this language was placed in there so that property owners would have another option other than a boundary survey to prove the location of their lot line for variances.  Councilman Black commented that this was not what he had asked for – he asked that the requirement for a survey be nullified if there are no walls on the structure, in this case they are talking about a roof projecting out.  He commented that he had requested that the ordinance amendment be worded in a manner that would not require a survey be done on a roof only or any structure that did not have walls.   He commented; do not use a roof for a trigger for a survey, suggesting that if a person just wanted to put a roof on a porch, it is unreasonable to request a survey.   Councilman Black indicated he has no problem with this amendment, but he suggested that an ordinance be brought back that does not require a survey just to put a roof on a porch or structure.   City Manager Christie indicated that a survey is required only when a request for a variance in the setback is requested.   
Motion was made by Councilman Carr, seconded by Councilman Black to approve Ordinance 2008-27, an ordinance amending Chapter 23 of the City Code regarding Zoning Code and Boundary Survey.  Roll call vote.  AYES:  Councilmen Black, Carr, Hotze, and Blank.  NAYS: None.  Motion declared carried.  


7.      First Reading – Ordinance Amending Chapter 10 – Increase in Residential Garbage Pickup Fee.
An ordinance amending Chapter 10 of the City Code to increase the residential garbage pickup fee by $2.00 was presented for first reading.  City Manager Christie recommended approval due to the impending closure of the City’s landfill and the expected subsequent increases in collection and closure costs.  This being first reading – no action taken.
8.      Ordinance 2008-28– Authorizing Execution of the Second Amendment to IPEA Sales Contract With The Illinois Public Energy
City Manager Christie reported this ordinance will amend the existing contract with the Illinois Public Energy relative to the expected “Pre-Pay” discount on future natural gas supply.  The amendment extends to the original time period to March 31, 2010 to achieve Pre-Pay due to current unfavorable market conditions.  He recommended approval.  Motion was made by Councilman Black, seconded by Councilman Carr to approve Ordinance 2008-28, an Ordinance Authorizing Execution of the Second Amendment to IPEA Sales Contract with the Illinois Public Energy.  Roll call vote.  AYES:  Councilmen Carr, Hotze, Blank, and Black.  NAYS:  None.  Motion declared carried.  


9.      Resolution 2008-15 – Recognition of Salem Citizen Corps
A resolution recognizing the Salem Citizen Corps was presented for approval.  Motion was made by Councilman Black, seconded by Councilman Blank to approve Resolution 2008-15, a resolution recognizing the Salem Citizen Corps.  Roll call vote.  AYES:  Councilmen Blank, Black, Carr, and Hotze.  NAYS:  None.  Motion declared carried.  

10.     Consideration of Additional Compensation for Finance Director
This item removed from the Agenda.  

11.     Consideration of Repair to Right-of-Way Entrance at Henderson Trucking
City Manager Christie recommended Council consider approval of a request authorizing the expenditure of around $2,500.00 in TIF monies to repair the heavily-traveled entrance to Henderson Trucking in the City’s Industrial Park.  Motion was made by Councilman Black, seconded by Councilman Carr to approve expenditure of between $2,300 and $2,500 for street repairs in front of Henderson Trucking in the Industrial Park.  Roll call vote.  AYES:  Councilmen Blank, Black, Carr, and Hotze.  NAYS:  None.  Motion declared carried.  

After Reports:
12.     Executive Session – Acquisition of Property

13.     Approval of Closed Session Minutes September 15 and 29, 2008
Minutes Not Available.


VII.    City Manager Report
City Manager Christie complimented Department of Emergency Management in seeking and acquiring a grant for early warning equipment to save the City money and also improve safety for our citizens.

Complimented Jill Combs and Bev West for their work with the Little Egypt Parade and Festival.  Mayor Ferguson recognized several other city employees who volunteer time for the Festival and Parade – Darrell Crippen, the Police Department and Public Works.
Councilman Black commented it was a wonderful day and he noticed how good the clean-up after the event was done.   

VIII.   City Attorney Report – None


IX.     City Council Reports
Councilman Carr commented he enjoyed driving the ez-go golf cart, donated by Little Egypt Golf Cars, during the Little Egypt Parade while Mayor Ferguson and Councilman Black handed out candy to the crowd.   

Councilman Carr also reported the Theatre finished with the “Carol Burnette” review.  

Councilman Hotze:
1.      Questioned the fees for raffles that are being charged to the American Legion on bingo nights.  

2.      Commented on the rotomilling of Illinois Street and Hotze Road South.
3.      Asked about the progress on Illinois Street.  City Manager Christie indicated approval was just received from IDOT.
4.      Asked which sidewalks that are scheduled for replacement.  City Manager indicated sidewalks will be done on North Walnut by the Little Tulsa and the Moose and some concrete work on Illinois Ave.   

Councilman Blank
1.      Call received from residents on South College regarding three horses in pen.  Code Enforcement Officer Crow indicated that he has given them until Wednesday or he will give them a ticket.

Councilman Black
1.      Commented about the fire hydrants being painted – color coded
2.      Saturday after parade, lady complained about yard sale signs being removed.  
Ordinance reads that yard sale signs cannot be put off premises.  He would like to bring this ordinance back for discussion.  City Manager agreed, we are causing people to break the law.  Councilman Black indicated that the ordinance should say that yard sales signs may be put out during the sale and must be removed at the end of the sale or they will get fined.  Mayor Ferguson commented that some signs are still out today, they should have the address on them.  

Mayor Ferguson asked about the progress on his request for directional signs.  City Manager Christie indicated he has written to one sign vendor and asked them about entrance signs along with directional signs and he has not received a reply.

Mayor asked Ms. West to pass the word on that it was an outstanding car show on Saturday.   Ms. West commented there are so many volunteers that should be recognized.

Chief of Police Campo announced that Trick-or-Treat night is scheduled for Friday, October 31st   in Salem and downtown.  

Councilman Carr asked if there will be a city wide clean up.  Mayor Ferguson also, interested in having one.   Councilman Black agreed, indicating that the modified clean-up was not effective to just have landfill open for residents to haul them selves because a lot of people do not have a way to get their trash out there.    

Executive Session – Acquisition of Property
Motion was made at 8:00 p.m. by Councilman Black, seconded by Councilman Blank to enter into Closed Session to discuss acquisition of property.  Roll call vote.  AYES:  Councilmen Hotze, Blank, Black, and Carr.  NAYS:  None.  Motion declared carried.  


X.      Adjournment
Upon returning to open session at 9:02 p.m. and there being no further business for discussion, 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

Approved as written by City Council on October 20, 2008.