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City Council Minutes 04/06/2009
AGENDA
CITY OF SALEM
REGULAR CITY COUNCIL MEETING
MONDAY, APRIL 6, 2009
6:00 P.M.
I.      Call to Order
II.     Prayer and Pledge of Allegiance
III.    Approval of Minutes – March 16, 2009
IV.     Presentation of Petitions and Public Comments
V.      Mayor’s Report and Presentations
VI.     City Council Action
1.      Resolution in Support of Restoring Reduced Community College Appropriations
2.      Request for use of Bryan Park Saturday, September 19, 2009, for Chamber of Commerce Annual Apple Fest
3.      Recommendation for Appointment of  Recreation Board Member- Alan Montgomery
4.      CDAP Loan – Denny’s
5.      Bid Award – Accounting Services  Auditing  Services
6.      Bid Award – Gravel and Sand
7.      Bid Award – Chemicals
8.      Ordinance – Final Reading – Amending Chapter 12 to add New 15-Minute Parking Space at 315 W. McMackin Street
9.      Discussion – Health Insurance Provided for Elected Officials
10.     Discussion – Procedure for Purchase of City Vehicles and Equipment Through State Bid Process
After Reports:
11.     Executive Session –
·       5 ILCS 120/2( c )(2) Salary Schedules For One or More Classes of Employees
·       5 ILCS 120/2 ( c )(6) Sale of Property
12.     Approval of Closed Session Minutes – March 16, 2009

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
APRIL 6, 2009
6:00 P.M.

I.      Call To Order
The Salem City Council met in regular session on Monday, April 6, 2009, 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
Absent:  Others Present:
City Manager Thomas F. Christie
City Attorney Michael R. Jones  
City Clerk Jane Marshall
Finance Director Marilyn Shook
Public Works Director John Pruden  
Chief of Police Ronald Campo
Assistant to City Manager Bev West
Economic Development Director Tracey McDaneld
Code Enforcement Officer Brad Crow
Recreation Director Sherry Daniels
Library Director Kim Keller
Media: Salem Times Commoner, WJBD Radio, Centralia Sentential,
Several members of the public
Absent:  
DOEM Director Terry Mulvany


II.     Prayer and Pledge of Allegiance
Opening prayer led by Councilman Carr, followed by the Pledge of Allegiance to the Flag.  


III.    Approval of Minutes – MARCH 16, 2009  
Minutes of Regular City Council Meeting of March 16, 2009 were presented for review.  Councilman Black moved and Councilman Carr seconded the motion to approve the minutes of Regular Council Meeting of March 16, 2009 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 and Public Comments
1.  Request from Bryan-Bennett Library Board
Jane Gaston, representing the Bryan Bennett Library Board, addressed Council and presented a summary of the number of persons have benefited from the use of the library building during the past year for various programs and meetings.  

She commented that there is a need for more parking and also for installation of a gate between the actual library area and the Community Room area so that Library personnel could leave and the persons using the Community Room could lock up when they are finished.  

Ms. Gaston proposed that since the previous Library Board purchased the old building on West Main Street, that the Library would relinquish that building to the City along with the $30,000 insurance monies from water damage, in exchange for the City to forgive the loan to the Library Board.  She indicated that then the City would have control of the building on West Main Street and the Library Board would be able to move forward with the parking lot maintenance and gate enclosure in the building.  

Ms. Gaston also asked if the City could add the parking lot asphalt to their street maintenance bids in order to get a better price and the Library Board would pay the City for this additional amount.  

City Manager Christie restated the request – they are asking the city to forgive $110,000 loan in exchange for the City to take the old library building on West Main Street.  

Mayor Ferguson advised that no action can be taken tonight on this issue because it was not on the Agenda.   This will be discussed in Closed Session.

2.      Master Gardeners/Jackie Davis Regarding Community Garden
Jackie Davis, 4924 US Highway 50, Salem, a Master Gardener, addressed Council requesting use of the vacant lot located on Elm Street that was donated to the City across from the new Library for a Community Garden area.   She presented her proposal that included installation of raised garden beds for individuals to plant and care for.  She also indicated that there are some trees on the lot that would need to be removed and asked if the City could provide water for this area.  

City Manager Christie commented, in fairness to the Library Board, it had been discussed at the time the City accepted this lot that the Library Board may want to use it for additional parking.  The Library Board should convey their wishes to the Council before a decision is considered for a community garden.  


V.      Mayor’s Report and Presentations
Farmers Market - Councilman Black commented that it has come to his attention that the Illinois Department of Agriculture supports Farmers Markets and he would like to see the City Council apply for the grants that are available for Farmers Markets.   


VI.     City Council Action
1.      Resolution in Support of Restoring Reduced Community College Appropriations
Resolution 2009-05
A Resolution in Support of Restoring Reduced Community College Appropriations was presented and read in part by City Clerk Marshall.  A copy of the Resolution is to be for to Travis Henson at Kaskaskia Community College.  
Councilman Black moved and Councilman Blank seconded the motion to approve Resolution 2009-05, A Resolution in Support of Restoring Reduced Community College Appropriations.  Roll call vote.  AYES:  Councilmen Blank, Black, Carr, and Hotze.  NAYS:  None.  Motion declared carried.  

2.      Request for use of Bryan Park Saturday, September 19, 2009 for Chamber of Commerce Annual Apple Fest
A request was received from the Greater Salem Chamber of Commerce for use of Bryan Memorial Park on Saturday, September 19, 2009 for the Chamber’s fifth annual Apple Festival, including craft fair, flea market, musical entertainment, children’s games, apple butter making and food concessions.  Councilman Black moved and Councilman Blank seconded the motion to approve the request from the Greater Salem Chamber of Commerce for use of Bryan Memorial Park for their annual Apple Fest in September.   
Roll call vote.  AYES:  Councilmen Black, Carr, Hotze, and Blank.  NAYS:  None.  Motion declared carried.  

3.      Recommendation for Appointment of  Recreation Board Member- Alan Montgomery
Mayor Ferguson supported the recommendation of Recreation Director Daniels to appoint Alan Montgomery for a full term, beginning May 1, 2009 and ending April 30, 2014, to the Recreation Board to fill a vacancy to left from Melanie Johnson who did not seek reappointment.  Councilman Black moved and Councilman Blank seconded the motion to approve the appointment of Alan Montgomery for a full term to the Recreation Board.  Roll call vote.  AYES:  Councilmen Carr, Hotze, Blank and Black.  NAYS:  None.  Motion declared carried.  

4.      CDAP Loan – Denny’s
Hal Harrison was present.  City Manager Christie reported the owners of Denny’s Restaurant are requesting Council consideration of a CDAP Loan in the amount of $60,000.00 (terms of loan 3% interest for 5 years) for an interior renovation estimated at a total cost of $260,000.00.   He further reported the owners will invest $50,000 and obtain a conventional loan for the balance.  The renovation will enable the addition of 4 new jobs.  The City’s Loan Committee is recommending approval.  Economic Development Director requested the contingencies of the agreement be included in the motion.  Councilman Blank moved and Councilman Black seconded the motion to approve the CDAP/RF loan request to Denny’s Restaurant & Legend’s Lounge, 1812 West Main for interior and façade renovations at existing location, in the amount of $60,000.00 – 3% interest for 5 years; with the following contingencies:
·       Completed retention forms on creating 4 fte – of which 51% of those employees must meet the low-to-moderate income requirements
·       Formal release of funds by the Department of Commerce and Economic Opportunity (DCEO)
·       Securing a second position on furniture, fixtures and equipment (behind traditional lending institution)
·       Securing a personal guarantee from owners of Denny’s (behind traditional lending institution)
·       Review of new lease agreement (must be a ten year lease) between hotel and restaurant
Roll call vote.  AYES:  Councilmen Hotze, Blank, Black, and Carr.  NAYS:  None.  Motion declared carried.  

5.      Bid Award – Auditing Services
City Manager Christie reported that Request for Proposals for Auditing Services was published in local paper as well as sent to regional and local accounting firms certified for municipal audits.  City Manager Christie and Finance Director Shook recommended accepting the only one proposal received from Glass and Shuffet, LTD for three years.  Councilman Black moved and Councilman Blank seconded the motion to accept the only proposal received for Auditing Services for three years; 2009 at $22,800; 2010 at $23.890; and 2011 at $25,035, in addition to an hourly rate for special work and extra copies, etc.  Roll call vote.  AYES:  Councilmen Blank, Black, Carr, and Hotze.  NAYS:  None.  Motion declared carried.  
6.      Bid Award – Gravel and Sand
City Manager Christie reported advertisement for bids was published for gravel and sand necessary for Public Works and two vendors replied.  Christie concurred with Director Pruden’s recommendation to accept the low bid from Quad County Ready Mix at $12.80 per ton for CA-6 Rock; and to accept the low bid from Diss Trucking for fill sand at $7.95 per ton.  Councilman Black moved and Councilman Carr seconded the motion to accept the low bid from Quad County Ready Mix for CA-6 Rock at $12.80 per ton; and to accept the low bid from Diss Trucking for fill sand at $7.95 per ton.  Roll call vote.  AYES:  Councilmen Black, Carr, Hotze, and Blank.  NAYS:  None.  Motion declared carried.  

7.      Bid Award – Chemicals
City Manager Christie reported that advertisement for bids was published for chemicals for use at the water treatment plant and he concurred with Director Pruden’s recommendation to approve the low bids to Univar USA for Alum Sulfate Liquid at $461.68 per ton; Univar USA for Soda Ash at $11.50 for 50# bag; and Brenntag Mid-South for chlorine at $429.00 per ton.  Councilman Black moved and Councilman Blank seconded the motion to approve the low bids to Univar USA for Alum Sulfate Liquid at $461.68 per ton; Univar USA for Soda Ash at $11.50 for 50# bag; and Brenntag Mid-South for chlorine at $429.00 per ton.  Roll call vote.  AYES:  Councilmen Carr, Hotze, Blank and Black.  NAYS:  None.  Motion declared carried.  

8.      Ordinance 2009-03 – Final Reading – Amending Chapter 12 to add New 15-Minute Parking Space at 315 W. McMackin Street
An ordinance was presented to formalize Council’s approval of establishing a 15 minute parking space at 315 W. McMackin Street.  Councilman Black moved and Councilman Carr seconded the motion to approve Ordinance 2009-03, an ordinance amending Chapter 12 to add new 15-minute parking space at 315 W. McMackin Street.  Roll call vote.  AYES:  Councilmen Hotze, Blank, Black and Carr.  NAYS:  None.  Motion declared carried.  

9.      Discussion – Health Insurance Provided for Elected Officials
City Manager Christie advised that this agenda item has been requested by Councilman Hotze.  Councilman Hotze asked the Council to consider changing the policy for the City providing health insurance benefits to the City Council before the new Council takes office- to save the City money.  He suggested that the present Council would be grandfathered in to remain on the insurance coverage.  Following discussion, Councilman Hotze made the motion that the City will not provide health insurance benefits to new Council, (effective May 1, 2009) but the present Council would be grandfathered in.  Motion died for lack of a second.   

10.     Discussion – Procedure for Purchase of City Vehicles and Equipment Through State Bid Process
City Manager Christie advised that agenda item was requested by Councilman Carr.   In discussing how to reduce costs, Councilman Carr suggested vehicles should be purchased from the State – idea is to go for state bid first, then if local dealer can match the bid the City would accept the local bid.  Discussion continued regarding the definition of “locally”.  No action was taken.    

After Reports:
11.     Executive Session –
·       5 ILCS 120/2( c )(2) Salary Schedules For One or More Classes of Employees
·       5 ILCS 120/2 ( c )(6) Sale of Property

12.     Approval of Closed Session Minutes – March 16, 2009


VII.    City Manager Report
City Manager Christie thanked the Library Board for use of the library facilities for the Candidates Forum that was held on March 31st.   He also complimented the Library Director for the frequent “Story Hours” held at the library.  


VIII.   City Attorney Report - None
IX.     City Council Report
Councilman Carr, Black, and Blank – No Report

Councilman Hotze commented regarding following issues:
·       The issue has not been addressed with Farmers Market and vendors setting up in the City limits to sell home-grown and home made products.   
·       Street maintenance bids  

Others – Public Works Director Pruden reported that Thursday will be the last week for the spring leaf vacuum program.  

Finance Director Shook reported that the Budget Workshop will be at 5:00 p.m. on April 13th and the preliminary budget will be ready this week.


After Reports:
11- Executive Session –
·       5 ILCS 120/2( c )(2) Salary Schedules For One or More Classes of Employees
·       5 ILCS 120/2 ( c )(6) Sale of Property

At 7:30 p.m., Councilman Black moved and Councilman Blank seconded the motion to enter into Closed Session to discuss salary schedules for one or more classes of employees and the sale of property.  Roll call vote.  AYES:  Councilmen Black, Carr, Hotze, and Blank.  NAYS:  None.  Motion declared carried.  


Return to Open Session

12-     Approval of Closed Session Minutes – March 16, 2009
Upon returning to Open Session at 9:03 p.m., Councilman Black moved to approve the minutes of the Closed Session minutes of March 16, 2009; motion was seconded by Councilman Blank.   Roll call vote.  AYES:  Councilmen Carr, Hotze, Blank and Black.  
NAYS:  None.  Motion declared carried.  


X.      Adjournment
There being no further business for discussion at 9:04 p.m. Councilman Black moved and Councilman Blank seconded the motion to adjourn.  Roll call vote.  AYES:  Councilmen Hotze, Blank, Black and Carr.  NAYS:  None.  Motion declared carried.



Jane Marshall, CMC
City Clerk

Approved as written by City Council on April 20, 2009