MINUTES OF THE MEETING OF THE
MAYOR AND THE COMMITTEE-OF-THE-WHOLE
OF THE CITY OF EAST MOLINE, ILLINOIS
MARCH 20, 2006
Mayor Thodos called the meeting to order and directed City Clerk Arletta D. Holmes, to call the roll. The following Aldermen were present: Helen Heiland, Luis Puentes, Carol Doose, Rick Meredith, Gary Kelley, and Gary Westbrook. Absent: Alderman Luis Moreno. 6:59p.m.
POTW - (Dean Piatt/ Andrew Marsh)
Mr. Piatt introduced Mr. Andrew Marsh, Project Manager with Howard R. Green Company. Mr. Marsh was hired in December of 2005 to inspect the Wastewater Treatment Plant, Collections Systems, and Lift Stations, and recommend improvements. The Wastewater Treatment Plant was built in 1955 and the last upgrades were completed in 1975. The sewage plant has outdated and corroded equipment, old ventilation systems, and lift stations. Improvements to the sewage plant are long past due.
Mr. Marsh gave an overview of what the City would need to accomplish in order to meet goals, identify improvement alternatives, and comply with Illinois EPA effluent requirements. He also noted what would be needed to move to a more automated system, new ventilation equipment in order to provide adequate air changes per hour and new conveyor and dumpster system. A bar screen that blocks debris from going into the sewage plant has been damaged from storms two weeks ago. The screen has a gaping hole in the middle and needs to be replaced.
In order for the plant to be upgraded to meet the entire requirement the estimated cost would be approximately $21 Million Dollars. Mr. Marsh noted that the City might be eligible for State and Federal Grants. His company has been very instrumental in helping municipalities receive grants. Mr. Marsh stated in a worst-case scenario the City would need to increase sewer rates of 24% each year over the next four years, and 3% the fifth year, if needed, to fund the purposed improvements if the City was unable to secure any grants.
Recommendations: Develop funding strategy by submitting SRF per-application due March 31, 2006 (if needed). Adopt updates to rate structure, proceed with Illinois EPA compliance plan and schedule, begin with the highest priority lift station improvements, and begin replacement of worst sections of the sanitary sewer. By November 2008 the Illinois EPA expectation is that we can significantly improve the Wastewater Treatment Plant to avoid a history of treatment violations.
Alderman Doose asked if the SFR application has been submitted since it's due at the end of the month. Response: Mr. Marsh stated that Mr. Lauper has signed the application and it has been mailed. Additional discussion on improvements, cost, population and personnel for the plant.
No action required informational only.
RACERS EDGE BLOCK PARTY – (Robert Edwards - Owner)
Robert Edwards of 1803 13th Avenue, East Moline is the owner of Racer's Edge, and Mike Fisher of 2414 11th Street, Silvis, addressed the City Council requesting permission to hold an out door fest during the 4th of July weekend with a live band performing. The Racer's Edge held this event last years and it was very successful.
A lengthy discussion was held regarding the existing noise ordinances. Item # 5 in this evenings Committee-of-the-Whole, Alderman Doose is requesting a review of the current noise ordinances and special events, asking that this item be tabled for two weeks.
A motion was made by Alderman Doose, seconded by Alderman Kelley, to table this item until the next Committee-of-the-Whole meeting to be held on April 3, 2006. Upon roll call the following voted in favor: Meredith, Kelley, Westbrook, Heiland, Puentes, and Doose. Motion carried.
ELLIS LANDFILL & EASEMENT AGREEMENT - (Attorney Phares)
The City of East Moline is under order from the Illinois Environmental Protection Agency (Illinois EPA), to establish seven (7) groundwater monitor wells on property south of the former East Moline Landfill, and on property owned by Wanda I. Ellis. The City is also under order from the Illinois EPA to install gravity fed leachate recovery system on the closed East Moline Landfill as part of the groundwater assessment plan. Both projects will necessitate the expenditure of substantial funds by the City. However, City Staff has negotiated two agreements, the first with Wanda Ellis, owner of the adjoining property and the second with the Upper Rock Island County Landfill, Inc. (Upper Rock), which operates the licensed landfill located to the east of the former City Landfill site.
Under the Ellis agreement, Mrs. Ellis will agree to grant the City access and monitoring easement as required to comply with Illinois EPA directives and in return the City will agree to convey to Mrs. Ellis a 30 foot wide parcel which adjoins the City owned roadway and is located east of the Ellis parcel.
Under the Upper Rock Island County Landfill Agreement, the City will agree to sell to Upper Rock, two parcels which are comprised of the remainder portion of roadway, after the conveyance to Mrs. Ellis. In return for the conveyance of title to these two parcels:
1. Upper Rock will agree to maintain the roadway and easement area as long as its landfill is operational.
2. Upper Rock will remove and dispose of 250 cubic yards of sewage sludge inadvertently disposed of by the City, many years ago, within the roadway area east of the landfill, in compliance with Illinois EPA directives.
3. Upper Rock will install the gravity leachate system, as required of the City by the Illinois EPA by June 1, 2006, with the total services to be performed by the Upper Rock to have an estimated value of $49,987.50.
The end result of these two agreements, involving three parties, will be compliance by the City with the Illinois EPA directives at a minimal cost to the City, and compliance by Upper Rock Island County Landfill with Illinois EPA directives, while performing valuable services for the City. The thirty-foot parcel to be conveyed by the City to Mrs. Ellis has minimal value to the City, as it parallels the Ellis parcel and is on a higher level than the adjoining roadway.
RECOMMENDATION: Forward to the Agreement to City Council for consideration and request the City Attorney to draft the appropriate Resolution or Ordinance.
BUDGET IMPACT: $20,000 to $25,000 landfill host fees.
After much discussion a motion was made by Alderman Kelley, seconded by Alderman Westbrook, to concur with the recommendation as presented. Upon roll call the following voted in favor: Meredith, Kelley, Westbrook, Heiland, Puentes, and Doose. Motion carried.
FIRE DEPARTMENT PERSONNEL SHORTAGE - (Chief DeFrance)
As most are aware the Fire Department is seriously understaffed based on national standards. I mentioned at the budget meeting the need to bring the Fire Department back to its authorized strength and continue to plan for the future growth of the City. At this time I am requesting the Council move to bring the Fire Department back to the established staffing levels as detailed in the City Code by hiring one (1) additional firefighter for a total suppression force of 32 and a department total of 36 (35 sworn members).
RECOMMENDATION: Authorize the Fire & Police Commission to hire one firefighter to bring the actual staffing level of the Fire Department in line with the current City Code.
BUDGET IMPACT: The additional firefighter should cost no more than $34,000 (worst case) with benefits after subtracting the probable overtime savings.
Chief DeFrance did a power point presentation that demonstrated the importance of having a three (3)-man crew as opposed to a two (2)-man crew. Timing is of the up-most importance when responding to a fire; it takes a three-man crew 1 minute and 48 seconds, as opposed to a two-man crew response time of 2 minutes and 42 seconds.
A lengthy discussion was held on the importance of staffing as per the City Code, safety concerns, and possible funding sources for this position.
A motion was made by Alderman Puentes, seconded by Alderman Heiland, to concur with the recommendation as presented. Upon roll call the following voted in favor: Meredith, Kelley, Heiland, Puentes, and Doose. Opposed: Alderman Westbrook. Motion carried. 5-1.
NOISE CONTROL- (Alderman Doose)
Every year I receive calls on the noise from outside events. Going through the book I see we have very few ordinances regarding this.
RECOMMENDATION: Would like to form a committee to comprise of two (2) Aldermen, Attorney Phares, Chief Moreno, one (1) citizen, to review the noise ordinances.
After much discussion a motion was made by Alderman Doose, seconded by Alderman Kelley, to form an Ad Hoc Committee comprised of the Police Chief, City Attorney, 2 Aldermen and 1 resident to review the noise ordinances. Upon roll call the following voted in favor: Meredith, Kelley, Westbrook, Heiland, Puentes, and Doose. Motion carried.
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: Meredith, Kelley, Westbrook, Heiland, Puentes, and Doose. Motion carried. 8:58 p.m.
Minutes taken and submitted by:
Arletta D. Holmes, City Clerk
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