MINUTES OF THE MEETING OF THE MAYOR
AND THE COMMITTEE-OF-THE-WHOLE
OF THE CITY OF EAST MOLINE, ILLINOIS
APRIL 7, 2008
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, Luis Moreno, Cheri Bustos, David Kelley, Roseann Cervantes, Gary Westbrook, and Mayor Thodos. 7: 25p.m.
ADDITIONS/CORRECTIONS TO AGENDA
Mayor Thodos requested that Brian Stewart from the East Moline Speedway be placed on the Agenda to update the City Council on their events.
SPECIAL EVENTS REQUEST (Alderman Bustos/Rob Edwards)
Rob Edwards, owner of the Racer’s Edge at 936 15th Avenue, East Moline, has proposed a series of outdoor weekend concerts to be held on grounds immediately east of the Racer’s Edge. The site involves both a City owned parking lot and a private parking lot. Mr. Edwards is seeking permission to use the City parking lot, not City Right-Of-Way. Mr. Edwards will present the details of his proposal.
RECOMMENDATION: City Council decision
BUDGET IMPACT: None
Mr., Rob Edwards and Mr. Mike Fisher are requesting that the City will approve their request. Mr. Fisher stated that the weekend events would bring people back to the downtown area. They plan to have these events every Friday and Saturday from 8:00p.m through 11:45p.m. Mr. Fisher explained all the details of their proposal.
The Council expressed their concerns regarding noise from the music, having this event every weekend for a three to four month period, fairness to other downtown businesses. There was additional discussion with regards to security, clean-up, Hold Harmless agreements and Insurance. It was suggested that the Council approve there request with a re-view to take place on June 16, 2008 (2nd meeting in June). Mayor Thodos informed Mr., Edwards that a Special Events form needs to be completed.
A motion was made by Alderman Westbrook, seconded by Alderman Moreno, approve the request and re-visit the request the 2nd meeting in June (6-16-08) direct the City Attorney to prepare the appropriate document and forward to the City Council for their consideration. Upon roll call the following voted in favor; Cervantes, Westbrook, Heiland, Puentes, Moreno, Bustos, and Kelley. Motion carried.
EAST MOLINE SPEEDWAY UPDATE (Mr. Brain Stewart)
Brian Stewart, Race Commissioner County Fair Association addressed the City Council. Mr. Stewart stated that the Fair Grounds will hold twenty-nine (29) events this year and provided the City Council with a schedule of events. Mr. Stewart stated that the Fair Board was unaware of the ordinance or special events form.
Alderman Kelley stated that he receives a lot of complaints about what is going on at the Fair Grounds. Alderman Kelley informed him of the survey that was taken and discussed at the last City Council meeting. Some people were very supportive and other were strongly opposed. Alderman Kelley asked if City Attorney review the Ordinance.
City Attorney Phares stated that the ordinance apply to all special events in the City. The main thing is the City would like to coordinate and communicate with your organization. Attorney Phares stated that it would be a good idea not only to get the forms and start circulating the forms, but to set up a meeting with City staff the Police Chief, or his representative, the City Administrator, and the various Department Heads that would be engaged in regulating, supervising, and participating in your programs for the year.
Attorney Phares noted that before the City Department Heads and Aldermen start getting phone calls it is a good idea to sit down with everyone and let the City know what is going to happen, what you are planning. and let use help you, but we need to begin that communication with all the parties at the table.
Mr. Stewart stated that he has no problem with that and they are willing to start the process.
Mayor Thodos informed Mr. Stewart that he needs to complete the Special Events Form and he can get the form from the City Clerk’s Office.
NO ACTION REQUIRED – Discussion Only
CROTIS TEAGUE MEMORIAL DRIVE (AldermanWestbrook)
In order to honor the memory of the late Crotis Teague, former 7th Ward Alderman and Mayor Pro-Tem, it is proposed to give an honorary designation to 13th Street as “CROTIS TEAGUE MEMORIAL DRIVE”. This would not rename 13th Street, but would be honorary and similar to the designation of 19th Street as Martin Luther King Drive. Addresses and 911 responses will not be affected.
Recognize Crotis Teague’s contribution to the City of East Moline by designating 13th Street from 19th Street to 13th Avenues as “Crotis Teague Memorial Drive”.
Cost of signs
Mrs. Teague addressed the City Council thanking the Council, Police Department, and Fire Department. I knew he was well liked, but I did not know there were people that loved him. I am very honored and I am very proud of my husband and everything that he accomplished.
Alderman Heiland expressed her concern that other citizens will be making similar request.
A motion was made by Alderman Puentes, and seconded by Alderman Moreno, to concur with the recommendation to designate 13th Street from 19th Street to 13th Avenue as “Crotis Teague Memorial Drive” and direct the City Attorney to draft the appropriate document and forward to the City Council for their consideration. Upon roll call the following voted in favor: Cervantes, Westbrook, Puentes, Moreno, Bustos, and Kelley. The following voted to pass: Heiland. Motion carried.
PUBLIC INFORMATION SIGNS (Mr. Kammler)
In order to provide improved communication with the public as to where the additional revenue obtained from the increases to water and sewer rates are going, the Director of Engineering is recommending purchasing four Public Informational Signs. Two signs are recommended for the Morton Drive Project, two for the 8th Street Project. The intent of the signs is to inform the public that their money is at work repairing and replacing old infrastructure, exactly as promised by the City Council in 2007. Back Street Graphics, East Moline, will prepare the 4foot by 8foot signs at a cost of $147.06 each.
Authorize Director of Engineering to purchase the four public informational signs.
$588.24 to be expended from the Morton Drive Reconstruction Professional Services line item, under the water & sewer utility bonds.
Alderman Bustos commented on what a very good idea the signs are, it shows the citizens what projects are being funded with their tax dollars.
A motion was made by Alderman Westbrook, seconded by Alderman Cervantes, to concur with the recommendation as presented, and direct the City Attorney to prepare the appropriate document and forward to the City Council for their consideration. Upon roll call the following voted in favor: Cervantes, Westbrook, Heiland, Puentes, Moreno, Bustos, and Kelley. Motion carried.
MORTON DRIVE STAKING – CONSULTANT CONTRACT
The Morton Drive Reconstruction Project 19th Street to 27th Street will require construction staking and layout. The East Moline Engineering Department does not have this capability at this time. The work must be performed by a Consulting Engineering and Land Surveying Company. As such, a contract proposal was obtained from McClure Engineering Associates, Inc. East Moline, for the work required.
Approve the McClure Engineering time & materials contract with an estimated fee of $17,750.00 for construction staking for the Morton Drive Project.
Estimated at $17,750 to be expended from the Morton Drive Reconstruction Professional Services line item, under the water & sewer utility bonds.
A motion was made by Alderman Westbrook, seconded by Alderman Cervantes, to concur with the recommendation as presented and direct the City Attorney to prepare the appropriate document and forward to the City Council for their consideration. Upon roll call the following voted in favor: Cervantes, Westbrook, Heiland, Puentes, Moreno, Bustos, and Kelley. Motion carried.
ACCOUNTING POLICY HAND BOOK (Mr. Hughes)
With the advent of Statement on Auditing Standards No. 112, we have been advised by our CPA’s that the City must implement a written statement of accounting procedures that must be followed. Over the last six months this procedure handbook was written by Sonya Keller, in the finance office and has been reviewed and revised by the Internal Audit Committee. The Internal Audit Committee has formally approved the Accounting Procedures Handbook. The City Council now needs to approve these procedures by resolution.
Approve the Accounting Procedures Handbook as approved by the Internal Audit Committee.
There is no budget impact other than some labor to verify inventories and supplies to implement these procedures.
Finance Director, Jim Hughes commended Sonya Keller for a job well done.
Mr. Jim Taylor of Carpentier, Mitchell, Goddard & Company commended Ms. Keller and the Internal Audit Committee for a fine job on the Accounting Procedures Hand Book.
A motion was made by Alderman Kelley, seconded by Alderman Moreno, to concur with the recommendation as presented and direct the City Attorney to prepare the appropriate document implementing the Accounting Procedures Handbook and forward to the City Council for their consideration. Upon roll call the following voted in favor: Cervantes, Westbrook, Heiland, Puentes, Moreno, Bustos, and Kelley. Motion carried.
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