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City Council Meeting

  MINUTES OF THE MEETING OF THE MAYOR AND THE

COMMITTEE-OF-THE-WHOLE

OF THE CITY OF EAST MOLINE, ILLINOIS

FEBRUARY 20, 2007  

ROLL CALL

Mayor Thodos called the meeting to order and directed Deputy City Clerk Richard Van Raes to call the roll.  The following Aldermen were present: Luis Puentes, Luis Moreno, Carol Doose, Rick Meredith, Gary Kelley, Gary Westbrook and Mayor Thodos. Absent: Helen Heiland. 7:01 p.m.  ADDITIONS/CORRECTIONS TO AGENDA Item Number 2, Silvis Intergovernmental Agreement, was removed from the agenda.

 POOL AGREEMENT (Rich Keehner)

BACKGROUND AND DISCUSSION:

The City received correspondence from United Township High School Superintendent, Dr. Morrow, requesting continuation of the current agreement between the City of East Moline and United Township High School for shared use of the East Moline Municipal Swimming Pool.  Rich Keehner, City Administrator, noted the following additional language that will be added to the agreement: "It is agreed that United Township High School District #30 and the City of East Moline will jointly share in operating expenses for the swimming pool.   The term of the agreement will be five (5) years, beginning May 1, 2007, and ending April 30, 2012.  Each party agrees to equally share the expenses as dictated in the annual budget.  Each party agrees that the yearly contribution shall not exceed four percent (4%) for each party over and above the previous year's expenses.  In the event of emergency expenditures over four percent (4%), the pool board must gain approval from both the school district and city prior to the expenditure of emergency funds."  Mayor Thodos asked Dr. Morrow to summarize the current agreement.  Dr. Morrow distributed to the City Council a "History of the City of East Moline and United Township High School yearly contributions to East Moline Municipal Swimming Pool."  Dr. Morrow explained the history and the current status of the Pool Agreement.  RECOMMENDATION: It is the recommendation of city staff to approve the request and to direct staff to draft a Resolution extending the current Operational Budget as submitted by the Pool Board and the Facilities Joint Use Agreement for a five (5) year period expiring April 30, 2012, with the additional language.  BUDGET IMPACT: Funding to be taken from Recreation and Culture line item.  A lengthy discussion was held on the relationship of the City to the Municipal Swimming Pool and United Township High School, the Pool Agreement, insurance and the East Moline Park Board.  There was additional discussion on pool usage and admissions.

Committee-Of-The-Whole/2-07 – Page Two

 A motion was made by Alderman Westbrook, seconded by Alderman Kelley, to concur with the request for a five (5) year agreement to end on April 30, 2012, with an annual cap of no more than four percent (4%) increase.  Upon roll call the following voted in favor: Kelley, Westbrook, Puentes, Moreno, Doose and Meredith.  Motion carried.  MOWER BIDS (Bruce Willemarck) BACKGROUND AND DISCUSSION: The Parks Department received competitive bids for three (3) new law mowers.  Bruce Willemarck, Maintenance Director, explained the details of the various mowers and details of the bid and where the mowers would be used.  RECOMMENDATION: Purchase two (2) John Deere X740 mowers from low bidder Holland & Sons of Geneseo for $13,567 and one (1) Kuboda F3680 mower from Anchor Lumber of Silvis for $13,350.  A discussion was held on the performance of various types of mowers.  BUDGET IMPACT: $26,917 for Park Budget line item: 1.6.01.0514.0000, Motor Pool Purchase.  A motion was made by Alderman Meredith, seconded by Alderman Kelley to concur with the request. Upon roll call the following voted in favor: Kelley, Westbrook, Puentes, Moreno, Doose and Meredith.  Motion carried.  REFUSE INFORMATION  (Bruce Willemarck) Bruce Willemarck, Maintenance Director, explained the information being sent to all East Moline water customers as well as being posted on the City's Web Site.  The information pertains to recycling, Holiday garbage collection schedule, yard waste registration, hazardous materials disposal, and "E-Waste".  This item was presented for information only.  No action was taken.  12th STREET – PAVING – CONSTRUCTION CONTRACT (Tim Kammler) BACKGROUND AND DISCUSSION: The 12th Street paving project consists of the extension of Deere Harvester Road (12th Street) from 13th Avenue to Beacon Harbor Parkway.  Construction will include approximately 800 L.F. of two (2) concrete drive lanes with integral curbs, and approximately 475 L.F. of four (4) concrete drive lanes with turf median and integral curbs.  New storm sewers will also be constructed along the roadway extension.  Completion of this street will impact both accessibility and development potential at the Quarter and the adjacent REDEEM property.  This project is being funded by Motor Fuel Tax (MFT) funds.  A $500,000 resolution was previously passed by City Council March 20, 2006, authorizing this amount of MFT funds for this project.  Committee-Of-The-Whole/2-07 – Page Three  Construction plans and bidding documents were prepared by McClure Engineering.  A bid letting was conducted on February 8, 2007, at 10:00 a.m. and Brandt Construction Company was the low bidder at $470,776.75.  Please refer to attachments: (1)   a letter or recommendation from McClure Engineering Associates, Inc., dated February 9, 2007, (2)   a bid tabulation, and (3) a sketch of the proposed project area.  RECOMMENDATION: Award the 12th Street paving construction contract to Brandt Construction Company and direct staff to prepare the necessary documentation for Motor Fuel Tax (MFT) funding of the project.  BUDGET IMPACT: Construction contract amount is $470,776.75, which will be paid with MFT funds.  A motion was made by Alderman Moreno, seconded by Alderman Kelley, to accept the low bid of $470,776.75 to be paid from Motor Fuel Tax funds, and award the contract to BRANDT CONSTRUCTION.  Upon roll call the following voted in favor:  Kelley, Westbrook, Puentes Moreno, Doose and Meredith.  Motion carried.  12th STREET – SUPPLEMENTAL RESOLUTION (MFT) – (Tim Kammler) BACKGROUND AND DISCUSSION: A Supplemental Resolution is required in order to pay for construction-phase engineering fees out of Motor Fuel Tax (MFT) funds.  A summary of the anticipated MFT fund expenditures for this project is detailed below:         

Design Engineering

$15,950.00

Construction Cost

(estimated)   $470,776.75

Construction Engineering

(estimated)   $49,000.00

Construction Contingency

(estimated)   $14,273.25

TOTAL:

(estimated)   $550,000.00

 City Council previously passed a resolution appropriating $500,000.00 of MFT funds for the 12th Street Paving project on March 20, 2006.  This resolution would supplement the previously approved amount.  RECOMMENDATION: Approve the Supplemental Resolution appropriating an additional $50,000 of MFT funds for the 12th Street Paving project.  BUDGET IMPACT:   Estimated at $50,000.00 (MFT funds).  A motion was made by Alderman Moreno, seconded by Alderman Kelley, to approve the request and forward the resolution to the City Council for approval. Upon roll call the following voted in favor:  Kelley, Westbrook, Puentes, Moreno, Doose, and Meredith.  Motion carried.  Committee-Of-The-Whole/2-07 – Page four   12th STREET – ENGINEERING CONTRACT (Tim Kammler) BACKGROUND AND DISCUSSION: McClure Engineering has performed the design and bidding phases of the 12th Street paving project under a prior engineering contract agreement.  This contract is to perform construction- phase engineering services for this project, which include construction layout and staking, construction inspection, and construction administration.  The contract is time and material based and the fees are to be paid with Motor Fund Tax (MFT) funds.  The contract and letter of proposal are attached for review.  Subsequent to Council approval, the engineering contract will be submitted to Illinois Department of Transportation (IDOT) for review and acceptance as well.  RECOMMENDATION: Approve the construction –phase engineering contract with McClure Engineering.  BUDGET IMPACT: The contract is time and material based with an estimated fee of $49,000.00 (MFT Funds).  A motion was made by Alderman Meredith, seconded by Alderman Kelley, to approve the construction-phase engineering contract with McClure Engineering.  Mayor Thodos notes that MFT funds are state allotments from fuel sales – the funds come from the state for specific uses. Upon roll call the following voted in favor: Kelley, Westbrook, Puentes, Moreno, Doose, and Meredith.  Motion carried.  CODE UPDATES AND FEE CHANGES (Butch Motzer) BACKGROUND AND DISCUSSION The City of East Moline just completed an ISO inspection.  There are some items in the ordinances that need to be updated.  After reviewing the plumbing and mechanical permit fees, it has been recommended by Staff to implement the rate changes for the plumbing and mechanical codes.  RECOMMENDATION To approve the necessary changes in the City Ordinances to approve a fee rate increase.  BUDGET IMPACT: An increase to the General Fund.  After a discussion on the ISO inspection, a motion was made by Alderman Moreno, seconded by Alderman Westbrook, to concur with the recommendation and forward the request to the City Council. Upon roll call the following voted in favor: Kelley, Westbrook, Puentes, Moreno, Doose, and Meredith.  Motion carried.    Committee-Of-The-Whole/2-07 – Page five  ADJOURNMENT A motion was made by Alderman Kelley, seconded by Alderman Westbrook, to adjourn the Committee-Of-The-Whole meeting. Upon roll call the following voted in favor: Kelley, Westbrook, Puentes, Moreno, Doose, and Meredith.  Motion carried.  7:43 p.m.   (Mayor calls for a short break.)  Minutes taken and submitted by,  _______________________________________ Richard Van Raes, Deputy City Clerk

 

 

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