CITY OF OLNEY
CITY COUNCIL MEETING
OCTOBER 12, 2009


AGENDA #1 “CALL TO ORDER” The October 12, 2009 meeting of the Olney City Council was called to order at 7:30 p.m. in the Council Chambers of the Olney City Hall located at 300 S. Whittle Avenue, Olney, Illinois, with Mayor Mark Lambird presiding.

AGENDA #2 “PLEDGE OF ALLEGIANCE TO THE FLAG-PRAYER” Council members and visitors joined in the pledge of allegiance to the flag. Brett Best led the group in a prayer.

AGENDA #3 “ROLL CALL” The following Council members were present: Gary Foster, Brad Brown, Pete Weber, Bob Ferguson and Mark Lambird. Also present were City Manager Randy Bukas, City Attorney Larry Taylor, City Treasurer Brad Yockey, City Engineer Roger Charleston and City Clerk Belinda Henton.

AGENDA #4 “PRESENTATION OF CONSENT AGENDA”
4-A Approve Minutes of Council Meeting on September 28, 2009 4-B Approve and Authorize Payment of Accounts Payable October 13, 2009-Pooled Cash $226,373.43 and Water Deposit Refunds $1,576.99
4-C Request: Raffle License Application - Alan Heindselman Family Benefit
4-D Resolution: SWAN Certificate of Local Approval

AGENDA #5 “REMOVAL OF ITEMS FROM CONSENT AGENDA” The City Manager requested that 4-D Resolution: SWAN Certificate of Local Approval be entirely removed from the agenda at this time.

AGENDA #6 “CONSIDERATION OF CONSENT AGENDA” Councilman Brown moved to approve the consent agenda, seconded by Councilman Ferguson. A unanimous voice vote was received.

AGENDA #7 “CONSIDERATION OF ITEMS REMOVED FROM CONSENT AGENDA” No consideration was given to the item removed from the consent agenda.

AGENDA #8 “STAFF REPORTS”

8-A1 “City Manager - Status Report” Mr. Bukas reported that income surveys are still being received. Greater Wabash Regional Planning Commission is in the process of counting the surveys. He expects a report from them in the near future.

The income tax receipts for August were recently received. They were $16,700 less than last year, a 21% decrease. The City has experienced eight months in a row where the income tax has been lower than the same time last year. The last three months have been down by 20%.

The Musgrove Park ball diamond has been completed. Brick dust will be ordered and installed. All work on the old pool house has been completed except the gutters. They will be installed in the near future. The band shell roof has been completed. Hunley Drive is approximately 40% completed.

8-A2 “City Manager - Scheduling of Fishing Tournaments” The Illinois Department of Natural Resources recently conducted its annual fish survey. Mr. Bukas met with Fish Biologist Mike Hooe, and Mr. Hooe indicated the bass population at East Fork Lake is stressed.

Next fall the City plans to close the boat ramps for improvements around Labor Day which will cut back on the number of fishing tournaments. Currently, fishing tournaments are limited to 40 boats per day. In an effort to relieve the fishing pressure on the lake, consideration has been given to further limiting the number of boats per day and the number of tournaments any one club can have on the lake during the year.

A meeting has been arranged with IDNR, East Fork Bassmasters and Mr. Bukas tomorrow. He will report back to the Council after this meeting.

Mr. Bukas has given consideration to sponsoring a big fishing tournament in conjunction with Miller Lite with professional fishermen which would be televised around Labor Day next year.

8-B1 “City Engineer - Storm Water Plan” City Engineer Charleston reported he is progressing on the storm water plan and will have a final report ready at the next meeting. The field work has been completed and now he is doing in-house computer modeling.

AGENDA #9 “OLD BUSINESS”

9-A “Discussion: Firing Range Building Budget” Al Zellmer addressed the Council concerning improvements to the firing range building. The Council was provided with a summary of expenses and items requested to finish the improvements. The original budget approved by the Council for this project was $2,800.

Mr. Zellmer reported the interior has been completed, but there are a few things left to complete the project. In the original budget nothing was allowed for exterior doors which cost $900 and the club upgraded the 60 amp electricity service.

Mike Mitchell came up with the original budget to bring the building up to standard, but Mr. Yockey could not locate this estimate.

Mr. Zellmer went on to explain both exterior doors were rotted out and needed to be replaced. He was aware there was a $2,800 budget and was keeping track of expenses, but he was incapacitated for a period of time and the volunteers continued working on the building. He did not get the invoices during this time.

So far $2,814.43 has been spent on the building and there are two invoices totaling $2,037.05 unpaid. A total of $3,421.00 is being requested for further improvements.
Mayor Lambird questioned the need for air conditioning. Mr. Zellmer explained the building has no windows and will be used throughout the year. Mayor Lambird questioned the need for a porch. Mr. Zellmer explained currently there is no over hang which has caused the doors to rot.

Councilman Ferguson clarified this project has gone from $2,800 to $8,272.48. Mr. Zellmer answered yes.

Councilman Brown suggested having the City Manager look at the building and further funding requests and figure out the best way to move forward.

Councilman Ferguson asked how many people will be using this facility. Mr. Zellmer indicated the Olney Police Department, White Squirrel Saddle Club, 4-H and the Sheriff’s Posse.

Mr. Yockey commented $2,800 was budgeted for 2008/2009, but $1,400 has been spent during the 2009/2010 budget year, and there are currently $2,037.05 unpaid invoices. He questioned what should be done with the unpaid bills.

It was Councilman Foster’s opinion that the City will have to come up with money to pay these expenses, but he did not see how this project could move further until next budget year.

Councilman Ferguson asked Mr. Zellmer how accurate the estimates were for the extra improves being requested. Mr. Zellmer stated they were accurate.

Mr. Bukas remarked authorization is needed to pay the $2,037.05 of unpaid bills and then the Council can consider the additional improvements in the next budget year.

Councilman Ferguson moved to approve the payment of the unpaid bills for the firing range building, seconded by Councilman Foster.

Mr. Zellmer explained the bathroom needs to be completed because there is a turkey shoot at the firing range on November 8. Air conditioning is not needed now, but parts of the building are rusting and needs painted.

Councilmen Weber, Ferguson, Mayor Lambird, Councilmen Foster and Brown voted yes. There were no opposing votes. The motion carried.

9-B “Resolution: East Industrial Park Funding” On October 15, City staff and Greater Wabash will be attending a meeting with EDA to discuss the possibility of not locating a water tower in the East Industrial Park, but the construction of a high pressure water line. The Council was asked to pass a resolution of support to show EDA that the City of Olney is serious about developing the East Industrial Park.

The Council was provided with two cost estimates. The estimate for $3,241,341 includes connecting the new 12" water line to the Orchard Heights Subdivision, but the cost estimate of $3,118,056 does not include that connection. Greater Wabash is not sure that EDA will allow for the connection in Orchard Heights. Mr. Bukas explained the connections in Orchard Heights will also allow for the extension of water service to the school bus garage and SKS.

Charleston Engineering prepared the plans for the high pressure water line. Councilman Brown asked if there will be any pressure difference in Northside Subdivision by installing a high pressure water line from the water tower in the northeast portion of town. Mr. Charleston answered no, because the flow into the tower can be regulated and there is plenty of capacity. There should be no negative effect on anyone.

Councilman Weber moved to approve Resolution 2009-R-66, seconded by Councilman Ferguson. Councilman Ferguson, Mayor Lambird, Councilmen Foster, Brown and Weber voted yes. There were no opposing votes. The motion carried.

9-C “Resolution: Award Contract to Air Diffusion Systems” The Council was provided with a proposal submitted by John Hinde of Air Diffusion Systems to supply and supervise the installation of an aeration system in East Fork Lake in the area around the water intake. Public Works Director Frank Bradley explained the main purpose of the system is to oxidize dissolved manganese, iron and hydrogen sulfide gas in the lower levels of the water column. When the system is in place, water can be taken from the lower levels of the lake, below the level where algae affects the taste and order of the water.

Mr. Bradley has contacted other water treatment professionals with this type of system, and they have seen no problems with algae blooms and fish kills. Mr. Bradley explained algae growth cannot be predicted, but has to be treated when brought into the system. Chemical use will be greatly decreased when water is taken from the lower level and water quality will be more predictable. Mr. Bradley was hopeful to eliminate the use of powdered activated carbon. With the use of less chemicals, Mr. Bradley predicts a $28,000 chemical savings.

The system cost is $56,975 plus $2,500 for electrical work. The system will cost approximately $16,000 per year to run. The system will pay for itself in three years.

Councilman Ferguson moved to approve the purchase of the air diffusion system and waive the bidding procedures, seconded by Councilman Brown. Mayor Lambird, Councilmen Foster, Brown, Weber and Ferguson voted yes. There were no opposing votes. The motion carried. Resolution 2009-R-67 will be prepared.

AGENDA #10 “NEW BUSINESS”

10-A “Resolution: Denial of Rezoning 112 S. Mill from R-3 to C-2” The Council was provided with minutes from the Plan Commission meeting and a letter from the chairperson of the Plan Commission outlining their discussion concerning the request to rezone 112 S. Mill from R-3 to C-2. The Plan Commission recently considered the rezoning of 112 S. Mill and heard from Kevin Poland and representatives from property owners in the neighborhood. Objections were heard related to traffic and congestion. The Plan Commission voted unanimously to recommend denial of the rezoning request. The Council was provided with a resolution reflecting their recommendation.

Councilman Foster moved to approve Resolution 2009-R-68, seconded by Councilman Brown. Councilmen Foster, Brown, Weber, Ferguson and Mayor Lambird voted yes. There were no opposing votes. The motion carried.

10-B “Resolution: Final Plat Miller Subdivision” The Council was provided with a proposed resolution approving the final plat for Miller Subdivision along with a copy of the proposed plat. Miller Subdivision consists of three lots totaling 17.79 acres. Lot 1 fronts Van Street, Lot 2 fronts Main Street and Lot 3 is 16.67 acres and located in the flood plain which will be very difficult to develop. A 25' right of way has been dedicated on the west side of the subdivision for the extension of Van Street. An east/west utility easement at Cherry Street has been provided.

Mr. Taylor reported that during discussions with the Doll’s, the City requested that the subdivision be annexed. Mike and Garai Doll were willing to annex. Mr. Taylor has prepared an annexation petition that will be signed in the near future. Annexation is expected at the next meeting.

Councilman Brown moved to approve Resolution 2009-R-69, seconded by Councilman Ferguson. Councilmen Brown, Weber, Ferguson, Mayor Lambird and Councilman Foster voted yes. There were no opposing votes. The motion carried.

10-C “Ordinance: Rezoning 214 S. Van from R-1 to R-2” The Council was provided with a finding of fact letter from the Plan Commission and a proposed ordinance to rezone Lot 1 in Miller Subdivision from R-1 to R-2. Shawn and Nicole Sanders wish to place a manufactured home and manufactured homes are not allowed in R-1 areas.

Councilman Brown moved to pass Ordinance 2009-20, seconded by Councilman Foster. Councilmen Weber, Ferguson, Mayor Lambird, Councilmen Foster and Brown voted yes. There were no opposing votes. The motion carried.

10-D “Ordinance: Special Use Permit for Manufactured Home” The Plan Commission unanimously recommended approval of the Special Use Permit for the placement of a manufactured home at 214 S. Van. It is now appropriately zoned for a manufactured home.

Councilman Brown moved to pass Ordinance 2009-21, seconded by Councilman Weber.
Councilman Ferguson, Mayor Lambird, Councilmen Foster, Brown and Weber voted yes. There were no opposing votes. The motion carried.

10-E “Resolution: Award Bid for Water Plant Clarifier” Bids were opened last week for sealing and painting of the Water Plant clarifier. Two bids were received. The low bid was from Hanfland Painting Contractors, LLC in the amount of $40,740.00, and $55,000, which included engineering, was budgeted for this project. Mr. Charleston commented that Hanfland Painting Contractors has worked for the City before, and they are one of the best painting contractors in the area.

Councilman Foster moved to approve Resolution 2009-R-70, seconded by Councilman Ferguson. Mayor Lambird, Councilmen Foster, Brown, Weber and Ferguson voted yes. There were no opposing votes. The motion carried.

10-F “Discussion: Musgrove Park Landscaping” Councilman Brown asked that this matter be postponed until another meeting.

AGENDA #11 “PUBLIC COMMENTS/PRESENTATIONS” Russell Hammond thanked Councilman Ferguson and everyone that volunteered to help sand bag during the last rain.

Brian O’Neill asked Mr. Charleston if the surveying which is being done for the storm water plan is just being done in the Boone Street area or as far as Main Street and Mill Street. Mr. Charleston replied the emphasis at this time is in the Boone Street area only.

John Rohr thanked Councilman Ferguson for helping with the sand bagging efforts. He also thanked Frank Bradley and Jay Scott for organizing the sand, bags and trucks. He questioned the storage of the bags. Mayor Lambird commented the City is looking for help to get the bags moved out.

Ritz Zeisset stated the neighbors would rather leave the bags in place. She has been told there is a plastic that can be put over the bags to preserve them. Mayor Lambird further explained the City is looking into what to do with the bags, but they will probably need to be moved before they deteriorate.

Mrs. Zeisset stated if the bags are going to be removed then someone is going to have to come back when they need help again because they cannot do this again. Mayor Lambird explained that is why a storm water plan is being made by the City Engineer.

AGENDA #12 “REPORT FROM THE MAYOR”

12-A “US 50 Coalition Meeting” Mayor Lambird reported the US 50 Coalition recently met with IDOT to discuss the start of the Phase I environmental study. The state capital plan set aside $5,000,000 for the environmental study. It was decided to start the environmental study at Lawrenceville and proceed west to two miles west of Olney. This section of the study is anticipated to cost $2,000,000 to $3,000,000. A decision on where the rest of the money is spent will be made after the first section is completed. Mayor Lambird was hopeful Phase I will begin next spring.

12-B “Appointments to Various Boards and Commissions” Mayor Lambird recommended the appointment of Chris Hursta to the Board of Fire and Police Commissioners to replace Ed Barger who is resigning because he is taking a new job out of town. Chris Hursta is a retired Olney police officer.

Councilman Foster moved to appoint Chris Hursta to the Board of Fire and Police Commissioners, seconded by Councilman Brown. Councilmen Foster, Brown, Ferguson and Mayor Lambird voted yes. Councilman Weber abstained. There were no opposing votes. The motion carried.

AGENDA #13 “REPORTS FROM CITY COUNCIL MEMBERS” Councilman Ferguson offered a suggestion on how to encourage people to buy locally. The Olney Chamber of Commerce sells SOS bucks, but there is no incentive to buy them because they are dollar for dollar. Councilman Ferguson suggested the City offer SOS bucks at a 10% discount. There would be some issues to work out such as a limit on the amount one group could buy, the period of time they would be offered and whether they should only be honored in the City of Olney. He felt this would benefit the retailers and help stimulate the economy.

Councilman Brown has been informed that the members of the Board of Fire and Police Commissioners are interested in being trained. He suggested they should be trained at soon as possible. Mr. Bukas has contact information for training and will look into training possibilities.

Councilman Foster received a complaint about a pothole on N. Holly north of Hall Street. City Clerk Henton was informed this pothole was outside city limits. Mr. Taylor indicated there was a jurisdictional transfer, and the City is responsible for maintaining 100 feet north of the intersection. The location of the pothole will be investigated.

AGENDA #14 “CLOSED SESSION: ACQUISITION OF REAL PROPERTY” Councilman Brown moved to adjourn to executive session for the purpose of discussing the acquisition of real property, seconded by Councilman Weber. A unanimous voice vote was received.

Councilmen Foster, Brown, Weber, Ferguson, Mayor Lambird, City Manager Bukas, City Attorney Taylor and City Clerk Henton left the Council Chambers at 8:35 p.m.

AGENDA #15 “RECONVENE OPEN SESSION” Upon the return of those who were in executive session to the Council Chambers, Councilman Brown moved to enter back into open session, seconded by Councilman Weber. A unanimous voice vote was received. Open session resumed at 9:46 p.m.

AGENDA #16 “ACTION ON CLOSED SESSION” No action was taken as a result of the executive session.

AGENDA #17 “ADJOURN” Councilman Foster moved to adjourn, seconded by Councilman Weber. Councilman Ferguson, Mayor Lambird, Councilmen Foster, Brown and Weber voted yes. There were no opposing votes. The motion carried.

The meeting of the City Council adjourned at 9:47 p.m.


Belinda C. Henton
City Clerk