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City Council Minutes 07/06/2009
AGENDA
CITY OF SALEM
REGULAR CITY COUNCIL MEETING
JULY 6, 2009
 6:00 P.M.

I.      Call to Order
II.     Prayer and Pledge of Allegiance
III.    Approval of Minutes,  June 15, 2009
IV.     Presentation of Petitions/Public Comments
V.      Mayor’s Report and Presentation
1.      Recommendation for Tourism Board – Sandie Phillips
VI.     City Council Action
1.      Second Reading - Ordinance Amending Chapter 20 Regarding Unauthorized Use of Water and Gas Utilities
2.      Bid Award – 2009 MFT Street Maintenance Materials – Oil & Chip
3.      Bid Award – Family Aquatic Center  and Financial Actions
4.      Bid Award Mitchell Street Extension
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
 JULY 6, 2009
6:00 P.M.

I.      Call To Order
The Salem City Council met in regular session on Monday, July 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 Kip Meador
Councilman Steve Huddlestun
Councilman David Black   
Mayor Leonard E. Ferguson

Others Present:
City Manager Thomas F. Christie
City Attorney Michael R. Jones  
City Clerk Jane Marshall
Public Works Director John Pruden  
Economic Development Director Tracey McDaneld
Chief of Police Ron Campo
Code Enforcement Officer Brad Crow
Recreation Director Sherry Daniels
Assistant to the City Manager Bev West
Library Director Kim Keller
Media: Salem Times Commoner, WJBD Radio, Centralia Sentential  
Several members of the public.   
Absent:
 DOEM Director Terry Mulvany
Finance Director Marilyn Shook


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 – JUNE 15, 2009
Minutes of Regular City Council Meeting of June 15, 2009 were presented for review.  Councilman Carr moved and Councilman Black seconded the motion to approve the minutes of Regular Council Meeting of June 15, 2009 as written and waive the reading.  Roll call vote.  AYES:  Councilmen Carr, Meador, Huddleston, and Black.   NAYS: None.  Motion declared carried.


IV.     Presentation of Petitions and Public Comments
None

V.      Mayor’s Report and Presentations
·       Mayor Ferguson commended Chief Campo and the Police Department along with all who assisted with the funeral of Corporal Casey Hills who died in Iraq on June 24th.  He also commended Public Works Director John Pruden and his Department for helping with the flags and all their cooperation.  
·       Mayor Ferguson noted a letter was received from Jim and Lisa Baity commending Officer Phillips for his help with the Relay for Life event and all the City officials and employees that were involved in helping with the preparations for Corporal Hills funeral.   Commenting he is proud of Salem.  
·       Recommendation for Tourism Board – Sandie Phillips
Councilman Black moved, and Councilman Carr seconded the motion to approve the appointment of Sandie Phillips to the Tourism Board for a term ending April 30, 2012.  Roll call vote:  AYES:  Councilmen Meador, Huddlestun, Black and Carr.  NAYS:  none.   Motion declared carried.  


VI.     City Council Action
1.      Ordinance 2009-08 –  Second Reading - Ordinance Amending Chapter 20 Regarding Unauthorized Use of Water and Gas Utilities
Councilman Black moved, and Councilman Huddlestun seconded the motion to approve Ordinance 2009-08, an ordinance amending Chapter 20 regarding unauthorized use of water and gas utilities, including increase in the offence penalty.  
Roll call vote:  AYES:  Councilmen Huddlestun, Black, Carr, and Meador.  NAYS:
Motion declared carried.  


2.      Bid Award – 2009 MFT Street Maintenance Materials – Oil & Chip
Bids were solicited with an opening date of  June 23 for 2009 MFT street maintenance materials.  One bid was received for bituminous materials (Seal Coat) RS-2 in the amount of $2.2685 per gallon from Marathon Petroleum, LLC; and two bids for seal coat aggregate, CM-16 (pea gravel) with the low bid from Quad-County Ready Mix Corp in the amount of $10.75 per ton.  Public Works Director Pruden recommended acceptance of the low bids.  
Councilman Black moved, and Councilman Carr seconded the motion to accept the low bids for 2009 MFT Street Maintenance Materials from Marathon Petroleum in the amount of $2.2685 per gallon for Seal Coat RS-2; and Quad County Ready Mix Corp in the amount of $10.75 per ton for Pea Gravel.  Roll call vote:  AYES:  Councilmen Black, Carr, Meador, and Huddlestun.   NAYS: none.  Motion declared carried.  


3.      Family Aquatic Center  Bid Award and Financial Actions
City Manager Christie reported the City solicited bids for the construction of a new outside pool and the demolition of the current out-dated pool with 10 alternates.   After reviewing the bids, with input from the consultant and Director Daniels, and after considering the financial implications, the City Manager recommends the following:
·       Acceptance of the low base bid of $2,966,000 from Holland Construction for the outside pool
·       Include the following five alternates from Holland Construction
1.      Tot Pool                        $123,700
2.      Aqua 150 Play Structure $158,000
3.      Lilly Pad Walk          $110,300
4.      Concrete Pavement                          00
5.      Standing Metal Roof             $  27,000
·       Total bid award to Holland Construction Services $3,385,000
·       Authorize the City Manager to seek proposals for financial services for a bond or debt certificate in the amount of $3,100,000, including $100,000 contingency
·       Authorize a loan from the Gas Fund for $400,000 to be used during construction, to be repaid upon receipt of OSLAD funding.
Mayor Ferguson commented, as we consider financing this project and when we put in the alternate items, we are raising our debt limit each year and we are not providing for the therapy pool which probably made this pool possible, but the recommended items make this is a nice pool and the therapy pool is not possible in the times of the economy – we will have to make some arrangements in the future for how we are going to do that.    

Scott Hester with Counsilman-Hunsaker was present to answer questions.  Mr. Hester advised that the plumbing will be installed and plugged so that additional features can be added in the future.  

Following discussion, Councilman Carr moved, and Councilman Black seconded the motion to approve the low base-bid with five alternates - Tot Pool, Aqua 150 Play Structure, Lilly Pad Walk , Concrete Pavement, and Standing Metal Roof as listed above, for a total amount of $3,385,000 from Holland Construction Services for construction of the new pool and demolition of the current old pool.  Roll call vote:  AYES:  Councilmen Black, Carr, Meador, and Huddlestun.  NAYS: None.  Motion declared carried.   

Financial Actions:  
Councilman Black moved, and Councilman Huddlestun seconded the motion to authorize the City Manager to seek proposals for financial services for a bond or debt certificate in the amount of $3,100,000, including $100,000 for possible contingency. Roll call vote:  AYES:  Councilmen Carr, Meador, Huddlestun, and Black.   NAYS:  None.  Motion declared carried.  

Authorize a loan from the Gas Fund
Councilman Black moved and Councilman Huddlestun seconded the motion to authorize a loan from the gas fund in the amount of $400,000 to be used during construction and to be repaid upon receipt of the OSLAD funding.   Roll call vote.  AYES:  Councilmen Meador, Huddlestun, Black, and Carr.  NAYS:  None.  Motion declared carried.  


4.      Bid Award Mitchell Street Extension
City Manager Christie advised that this bid award was held over upon direction of Council until first meeting in July in order to determine if there would be any monies available to the City from the State through the Capital Plan; at this point there is no new news on the Capital Plan and is being held up due to the lack of a budget.  He further commented, the only bid received was from Guinzy Construction in the amount of $2,246,094.53 for the Mitchell Street Extension.  Additionally the Council is requested to consider authorizing an additional expenditure of $200,000, in the form of a change order, to complete a small section of the proposed roadway that was not included in the original bid so that the entire street will look the same with improved street and gutter.    Following discussion, Councilman Black moved, and Councilman Carr seconded the motion to approve the low bid, the only bid, to Guinzy Construction for a total amount of $2,446,094.53, which includes $200,000 for the completion of a small section of roadway not included in original bid, to be in the form of a change order.   Roll call vote:  AYES:  Councilmen Huddlestun, Black, Carr and Meador.  NAYS:  None.  Motion declared carried.  


VII.    City Manager Report
City Manager Christie echoed comments regarding Chief Campo, Public Works Director Pruden, and their staff  - he is very prod of the way they stepped up and helped with procession and funeral for Corporal Casey Hills.  


VIII.   City Attorney Report
No report.


IX.     City Council Report
Councilman Carr
Commented about Item 3 of the June 15th minutes that stated “Mayor Ferguson requested this be put on next agenda for approval to delegate the city manager and his department heads authority to approve use of city ball fields, and band stage in city parks.”  This issue was discussed and it was concluded that the Recreation Director could make the decisions regarding use of the City ball fields and the band stage unless the request was out of the ordinary, then it would be brought to Council for approval.  Mayor Ferguson suggested that he and Council be notified of use of the ball fields and band stage just for their information.  

Councilman Meador
Commented we can be very proud of the citizens of Salem

Councilman Huddlestun
·       Added to what has already been stated regarding Casey Hills procession and funeral
·       Commented he had a visit from friends from northern California who have been RV’ing across the country and they commented about how well the city and the homes were maintained.  

Councilman Black
·       indicated he was out of town during the ceremony for Casey Hills, however everything he has heard was positive.  
·       Councilman Black Suggested that a certificate of appreciation be put together to be presented to Kathy Kinney in honor of Roger Kinney, who served as city manager for Salem for ---- years.


Others:  Chief Campo reported that a thank you letter has been sent to the gentleman who provided the flags that were placed along the streets during the funeral for Casey Hills.

Mayor Ferguson recognized the Salem American Legion Post and Gretchen Caveletto for the respect that was shown for Casey Hills.   


X.      Adjournment
There being no further business for discussion, at 6:55p.m.,  Councilman Black moved, and Councilman Huddlestun seconded the motion to  Adjourn.  Roll call vote:  AYES:  Councilmen Carr, Meador, Huddlestun, and Black.  NAYS:  none.  Motion declared carried.  


Jane Marshall, CMC
City Clerk

Approved by City Council as written on July 20, 2009.
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