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     MINUTES OF THE MEETING OF THE MAYOR 

AND THE COMMITTEE-OF-THE-WHOLE 

OF THE CITY OF EAST MOLINE, ILLINOIS 

APRIL 21, 2008

 

ROLL CALL

 

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: 20p.m. 

  

ADDITIONS/CORRECTIONS TO AGENDA

 

 None 

 

 MORTON DRIVE INSPECTION  (Mr. Kammler)    

Due to the aggressive volume of capital improvement planning, design, bidding and construction that is scheduled, the Engineering Department will regularly require assistance in performing adequate construction inspection and testing for the various construction projects throughout the City.  A complete schedule of work and timeline for design/bidding/construction was distributed to Council at the April 7, 2008 Committee of the Whole meeting.  By utilizing a consultant for the Morton Drive project, it allows our staff Senior Construction Engineer one an extra month of assisting in the design and bid-document preparation for two to three Motor Fuel Tax (MFT) projects prior to field inspections for the remainder of the year, and two the ability to directly oversee a greater multitude of projects.  With this in mind, Engineering Staff obtained a time & materials contract proposal from McClure Engineering Associates, Inc. East Moline, Illinois, to perform construction observation and testing services for the Morton Drive project and other various projects as required during peak construction periods. 

 

RECOMMENDATION:   

Retain McClure Engineering Associates, Inc. East Moline, Illinois, to conduct construction inspection and testing services for the Morton Drive project and various other construction projects as directed by engineering staff. 

 

BUDGET IMPACT:   

$90,791.50 (estimated) to be expended from the water & sewer capital improvement bonds. 

 

Discussion: 

Mr. Kammler explained the proposal is for full time inspection on Morton Drive, as required, and also six (6) weeks of part-time on Morton Drive. 

 

Mr. Kammler stated that he and Mr. McDaniel will directly oversee the Morton Drive Project.   Beyond that project staff has many others, and noted that   

Mr. Mayhew has excellent field experience and will be working in the field.  

Mr. Kammler stated that he had distributed the Construction Timeline Report at the last City Council meeting (April 7, 2008).  The orange bars on the report represent a large portion of construction in the City.  That includes two (2) underground projects involving water mains, sewer and storm water projects. 

 

Alderman Heiland asked Mr. Kammler to explained to the public why  

Mc Clure Engineering is always selected for various projects by the City of East Moline.  Mr. Kammler stated that the State of Illinois has professional standards. What that means in the State of Illinois, is that are selected professional consultants are related based on their quantifications.     

 

Alderman Puentes stated that he had spoken with Mr. Mike Kramer of Mc Clure Engineering, and he explained the importance of having inspections especially while construction is proceeding and making sure that everything is done accurately and professionally. 

 

Mayor Thodos commented that this does make sense. Alderman Westbrook asked why all of the projects were not presented to the City Council at the same time instead of being staggered.  Mr. Kammler noted that staff had not received all of the information needed in order to make a recommendation. 

 

A motion was made by Alderman Puentes, seconded by Alderman Moreno, to concur with the recommendation as presented and direct City Attorney to prepare the appropriate document and forward to the City Council for their consideration.  Upon roll call the following voted in favor:  Westbrook, Heiland, Puentes, Moreno, Bustos, Kelley, and Cervantes.  Motion carried.  

 

PAVEMENT CONDITION STUDY UPDATE  (Mr. Krammler) 

In order to make objective recommendations to the City Council regarding yearly street capital improvements, the Engineering Department would like to compile a comprehensive update on the City’s 2002 Pavement Management Study.  The new study would include specific pavement condition ratings of streets throughout the City. While the Engineering Department has the ability to perform this work in-house, it does not have staff availability, given the aggressive volume of capital improvement planning, design, bidding and construction that is scheduled.  (A complete schedule of work and design/bidding/construction was distributed to Council at the April 7, 2008 Committee of the Whole meeting).   

  

The Engineering Staff has obtained a contract proposal from Shive Hattery Moline, Illinois, to perform the Pavement Management Report update services. The consultant’s services will include new condition ratings of streets throughout the city, incorporation of streets, both new and improved since 2002, a color-coded map based on pavement conditions, and direct linkage of all of this information to our GIS system.  Staff believes this information and particularly the mapping will provide an excellent tool for both planning and public informational purposes. 

 

RECOMMENDATION: 

Retain Shive-Hattery Moline, Illinois, to prepare a comprehensive update to the East Moline Pavement Management report. 

 

BUDGET IMPACT:      

$48,500 to be expended out of the Street Assessment / Public Benefit Fund. 

 

Discussion: 

Mr. Kammler asked, and answered, three (3) major questions, and concerns being:   

1).  Why can’t staff do the work in-house?         

Mr. Kammler noted with all of the Capital Improvement Projects in progress, staff is not available to do the work due to the volume of work.   

 

2).  Since AMENT completed initially study why is staff asking to retain  

      Shive-Hattery? 

The team of individuals who did most of the work at AMENT are now at Shive-Hattery or employed elsewhere.  Mr. Kammler acknowledged Ms.Tami Wilcox from Shive-Hattery who is currently doing a similar study for the City of Hampton. 

 

3).      Why now does the City need this study and why is it urgent? 

The City has no objective tools for planning a residential street repair      programs.   It is appropriate for engineering staff to look at the City as a whole Engineering staff is already concerned as it looks at the 2008’s Project Schedule.  Engineering staff needs some objective tools for the City’s overlay program. 

 

 Additional discussion was held regarding the Comprehensive Report done in 2002. The Director of Finance explained the funding source and how the Public Benefit Funds are used.  These funds are very restrictive and must be used for the public benefit.   Property tax is used as a funding source for the Public Benefit fund.  City Attorney Phares explained in more detail the procedures and requirements as it relates the Public Benefit Fund. 

 

A motion was made by Alderman Puentes, Seconded by Alderman Heiland, 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:  Heiland, Puentes, Moreno, Bustos, Kelley, and Cervantes.  The following voted to oppose:  Westbrook.  Motion carried.  6-1. 

 

DEDICATION OF RIGHT-OF-WAY – CURRY PROPERTY (Mr. Kammler /City Attorney Phares) 

The City, through its Director of Engineering, has requested Ken Curry Properties, a partnership, to dedicate  a portion of Lot 79 in the East Moline Industrial Park 2nd Addition to the City, in order to “square up” City Right-of-Way at the intersection of 37th Street and 4th Avenue B.   With this dedication, the City would acknowledge responsibility for future maintenance of the subject Right of Way.   

 

Keith Curry, an authorized partner, has agreed to execute and deliver to the City, the requested Deed of Dedication. 

 

RECOMMENDATION:  Accept Deed of Dedication of attached properties 

 

A motion was made by Alderman Westbrook, seconded by Alderman Cervantes. To concur with the recommendation and by acceptance of the Deed of Dedication the City of East Moline, Illinois, assumes all responsibilities for improvement, repairs, maintenance, and upkeep of the Public roadway to be constructed within the Right-of-Way.  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:  Westbrook, Heiland, Puentes, Moreno, Bustos, Kelley, and Cervantes.  Motion carried. 

 

FIREWORK BIDS  (Mr. Willemarck) 

Staff received competitive bids from two companies to provide $10,000 worth of fireworks display at the Quarter on Thursday July 3, 2008.   The companies are 

Nostalgia Pyrotechnics and J & M Display.  After comparing the two bids, staff believes Nostalgia Pyrotechnics provides the largest quantity of fireworks. 

 

RECOMMENDATION: 

Enter into a one year contract with Nostalgia Pyrotechnics. 

 

BUDGET IMPACT:      

$10,054 for which Deere Harvester Credit Union donates $10,000. 

    

DISCUSSION: 

Mr. Willemarck informed the City Council that in years past, MetroLink has provided the City with transportation from John Deere Harvester’s parking lot to the Fireworks site.  MetroLink has informed the City they can no longer provide transportation services for the Fireworks Display, because they are publicly funded and cannot provide charter services. 

 

Mayor Thodos informed the City Council that John Deere Harvester’s parking lot may not be available at this time because they may be working during the Holiday weekend.  Mr. Willemarck will check on alternate locations for parking. 

 

A motion was made by Alderman Moreno, seconded by Alderman Heiland, 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:  Westbrook, Heiland, Puentes, Moreno, Bustos, Kelley, and Cervantes.  Motion carried. 

 

 

ADJOURMENT: 

A motion was made

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