CITY OF OLNEY
CITY COUNCIL MEETING
MARCH 23, 2009


AGENDA #1 “CALL TO ORDER” The March 23, 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 Tom Fehrenbacher presiding.

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

AGENDA #3 “ROLL CALL” The following Council members were present: Brad Brown, Pete Weber, Bill Weems and Tom Fehrenbacher. Bob Ferguson was absent. 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 “APPROVE MINUTES OF COUNCIL MEETING ON MARCH 9, 2009” Councilman Brown moved to approve the minutes of the March 9, 2009 Council meeting, seconded by Councilman Weems. Councilmen Brown, Weber, Weems and Mayor Fehrenbacher voted yes. There were no opposing votes. The motion carried.

AGENDA #5 “PRESENTATION OF ORDINANCES, RESOLUTIONS, ETC.”

5-A “Request: Class S Liquor License” Don Abel requested a 2-day Class S liquor license for Gracies at 200 W. Main on March 27 and March 28, 2009. Someone has reserved Raydell’s for a party and Dr. Abel is concerned the adjoining room, which is Gracies, may need to be used.

Councilman Weems moved to approve a Class S liquor license for Gracies for March 27 and March 28, 2009, seconded by Councilman Brown. Councilmen Weber, Weems, Mayor Fehrenbacher and Councilman Brown voted yes. There were no opposing votes. The motion carried.

5-B “Discussion: Angel of Hope Children’s Memorial Garden” Cheryl Ginder addressed the Council concerning the Angel of Hope Children’s Memorial Garden. This project began in July 2007. Mrs. Ginder indicated several locations have been considered, but the proposed location is Musgrove Park near the playground. Mrs. Ginder presented proposed designs, and questioned what the City is willing to do concerning water, electricity and liability insurance.

Councilman Brown suggested that the City Manager get input from the public and make a recommendation to the Council. The Council agreed with this suggestion.

5-C “Resolution: Emergency Preparedness Week” Mr. Bukas received a request from the Richland County Emergency Management Agency to pass a resolution to declare the week of April 5 through April 12, 2009 as Emergency Preparedness Week. Activities are being planned for that week.

Councilman Weems moved to approve Resolution 2009-R-12, seconded by Councilman
Weber. Councilman Weems, Mayor Fehrenbacher, Councilmen Brown and Weber voted yes. There were no opposing votes. The motion carried.

5-D “Discussion: Purchase of Backhoe” Mr. Yockey presented information concerning the yearly number of hours each backhoe has been used for the last six years. Mr. Yockey also found several comparisons for used backhoes. The average price was $69,105. Mr. Yockey explained to the Council the price of the used backhoe being considered for purchase was lower than average with more options.

The cost of repairs on the 1999 Case was approximately $3,400.

If the Council is interested in purchasing a used backhoe, Mr. Yockey suggested purchasing the 2008 Case which was being used during the time the 1999 was being repaired.

Mayor Fehrenbacher asked the City Manager if another backhoe is needed. Mr. Bukas did not believe another backhoe is needed at this time since the 1999 has been repaired, but he believes the 1998 will need to be replaced in the future.

Councilman Weems moved to not purchase a backhoe at this time, seconded by Councilman Weber. Mayor Fehrenbacher, Councilmen Brown, Weber and Weems voted yes. There were no opposing votes. The motion carried.

Mr. Bukas reported that the Friends of Downtown thanked the City for the snow removal operations.

5-E “Resolution: Local Agency Resolution of Intent” As a result of the refunding of the $1,000,000 general obligation bonds, the Illinois Department of Transportation conducted an audit of the MFT fund. They requested a resolution authorizing the financing and appropriating $535,000 from the City’s MFT allotment that will be used to pay the principal and interest of the promissory note.

Councilman Weber moved to approve Resolution 2009-R-13, seconded by Councilman Brown. Councilmen Brown, Weber, Weems and Mayor Fehrenbacher voted yes. There were no opposing votes. The motion carried.

5-F “Discussion: Declare Surplus Property-Police Trailer” In 2004 the Police Department won a 2004 Wells Cargo utility trailer. The trailer was going to be used to store bicycle helmets, but it has never been utilized. The trailer is 14' long, 6' wide and 7' high. The Police Department has no use for the trailer, nor a vehicle to tow the trailer. None of the other city departments have a use for the trailer. Mr. Bukas requested that the trailer be sold through GovDeals.com or Ibid.com.

Councilman Weems moved to sell the trailer as requested, seconded by Councilman Brown. Councilmen Weber, Weems, Mayor Fehrenbacher and Councilman Brown voted yes. There were no opposing votes. The motion carried. Ordinance 2009-10 will be prepared.

5-G “Discussion: Painting of Oil Derrick” Mike Mitchell and Larry Taylor have met with the Desk and Derrick Club concerning the painting of the oil derrick. The oil derrick is located on OCC property, but is owned by the City. Last year the City went out for bids to paint the structure, but all bids were rejected. Mr. Bukas asked for permission to solicit painting proposals. They will be asked to detail the procedures and materials they will use to complete the project. The Council can then make a decision based on the proposals submitted.

The Desk and Derrick Club has received approximately $4,000 in pledges. They do not want to proceed any further with this project until they know the cost.

Councilman Weems moved to allow the staff to proceed to solicit proposals to paint the oil derrick, seconded by Councilman Weber. Councilman Weems, Mayor Fehrenbacher, Councilmen Brown and Weber voted yes. There were no opposing votes. The motion carried.

5-H “Discussion: Purchase of Computer Server” The City Hall computer server is in need of replacement. Taking into consideration the labor required for installation, equipment and software, the estimated cost is $8,000. This purchase was originally being proposed for the 2009/2010 budget, but Mr. Bukas suggested making the purchase now since there is a surplus in the current year’s budget and next year’s budget is looking tight.

Councilman Weber requested if a computer upgrade is going to be done, to look at connecting all department computers to City Hall for administrative purposes.

Councilman Weems moved to approve the purchase of the computer server for City Hall and have the City Manager research the feasibility of networking all city computers, seconded by Councilman Weber. Mayor Fehrenbacher, Councilmen Brown, Weber and Weems voted yes. There were no opposing votes. The motion carried. Resolution 2009-R-14 will be prepared.

5-I “Discussion: Fire Department Equipment Fund” Mr. Bukas explained in the 2008/2009 Fire Department budget, $50,000 was set aside for equipment replacement. Mr. Bukas asked the Council if they wanted to transfer the $50,000 into restricted funds. Mr. Yockey commented that the restricted fund already has $8,100 which was left over from the purchase of the tanker.

Councilman Weems moved to transfer $50,000 into a restricted fund for the purchase of replacement equipment for the Fire Department in the future, seconded by Councilman Weber. Councilmen Brown, Weber, Weems and Mayor Fehrenbacher voted yes. There were no opposing votes. The motion carried. Resolution 2009-R-15 will be prepared.

5-J “Discussion: Girl Scout House” Mr. Bukas reported three proposals have been received to clean up 402 W. Elm. The lowest proposal was from Wade Wilson in the amount of $2,500. Mr. Bukas suggested trying to sell the Girl Scout House as surplus property and have the successful bidder take down the house for the materials. If this does not work, the City will tear the house down. The house is not worth the amount of repairs needed. The neighbors have been complaining about the animals that are living under the house.

Mayor Fehrenbacher suggested advertising the sale of surplus property in a quick manner to get it completed, otherwise it should be torn down as soon as possible.

Councilman Weems moved to declare the Girl Scout House as surplus property to be sold by bid, seconded by Councilman Weber. Councilmen Weber, Weems, Mayor Fehrenbacher and Councilman Brown voted yes. There were no opposing votes. The motion carried. Ordinance 2009-11 will be prepared.

5-K “Request: Raffle License Application” City Clerk Henton received a raffle license application from the Olney Elks Lodge.

Councilman Brown moved to approve the raffle license application, seconded by Councilman Weems. Councilman Weems, Mayor Fehrenbacher, Councilmen Brown and Weber voted yes. There were no opposing votes. The motion carried.

AGENDA #6 “APPROVE AND AUTHORIZE PAYMENT OF ACCOUNTS PAYABLE MARCH 24, 2009” Councilman Weems moved to approve and authorize payment of accounts payable for March 24, 2009 for Pooled Cash $51,753.87 seconded by Councilman Weber. Mayor Fehrenbacher, Councilmen Brown, Weber and Weems voted yes. There were no opposing votes. The motion carried.

AGENDA #7 “EXECUTIVE SESSION: COLLECTIVE NEGOTIATING MATTERS, PENDING LITIGATION AND ACQUISITION OF REAL PROPERTY” Councilman Weems moved to adjourn to executive session to discuss collective negotiating maters, pending litigation and acquisition of real property, seconded by Councilman Weber. Mayor Fehrenbacher, Councilmen Brown, Weber and Weems voted yes. There were no opposing votes. The motion carried.

Councilmen Brown, Weber, Weems, Mayor Fehrenbacher, City Manager Bukas, City Attorney Taylor and City Clerk Henton left the Council Chambers at 8:18 p.m. and returned into open session at 9:35 p.m.

AGENDA #8 “POSSIBLE ACTION ON ITEMS DISCUSSED DURING EXECUTIVE SESSION” Mayor Fehrenbacher announced no action was taken as a result of the executive session.

AGENDA #9 “REPORT: ELECTED AND APPOINTED OFFICIALS” Councilman Brown reported that the Olney Little League has contacted him concerning the installation of their new scoreboard. They have volunteers that are willing to help with the project so the scoreboard can be installed by the beginning of the season.

Since the rainy season is near, Councilman Weber asked if the storm sewers and ditches are clean and ready to handle the water.

Councilman Weber also asked if any word has been received about the mitigation plan. Mr. Taylor reported it was going to be submitted to a committee for consideration, but he has not heard if that committee has met.

In the past, the Illinois Department of Natural Resources was contacted concerning funding. Councilman Weber asked if they have been approached again since stimulus money is now available. Mr. Taylor reported that a couple of weeks ago DNR met with several staff members. Mr. Charleston showed them around and they took pictures. They are looking for projects, but they have no money.

Mr. Bukas talked to Mr. Charleston today about the water retention area near the East Richland Middle School. He will bring the plans in tomorrow for review.

Mayor Fehrenbacher has been contacted by a property owner that is interested in selling the City the property at 604 Wayne Street. This property adjoins 1229 S. Oak which the City recently purchased. Mayor Fehrenbacher asked that Mr. Taylor contact the owner to negotiate a sale.

AGENDA #10 “CITY MANAGER” Mr. Bukas reviewed his status report with the Council. The income tax receipts for February were down. The March MFT receipts were up, but the 2008-2009 receipts are under budget. The December sales tax was down $3,217.78 compared to last year, but because of the recession a larger decrease was expected. The telecommunications tax is the second highest collection. This is the second month in a row for a large increase. Mr. Bukas has no explanation why this tax is so high.

The Council was provided with proposed budgets. The Council was requested to direct any questions or comments to Mr. Yockey or Mr. Bukas.

AGENDA #11 “ADJOURN” Councilman Weber moved to adjourn, seconded by Councilman Weems. Councilmen Brown, Weber, Weems and Mayor Fehrenbacher voted yes. There were no opposing votes. The motion carried.

The meeting of the City Council adjourned at 9:45 p.m.



Belinda C. Henton
City Clerk