MINUTES OF THE MEETING OF THE
MAYOR AND THE COMMITTEE-OF-THE-WHOLE
OF THE CITY OF EAST MOLINE, ILLINOIS
Mayor Ward called the meeting to order and directed the City Clerk Bobbi-Sue Huntoon to call the roll. The following Alder People were present: Helen Heiland, John Thodos, Joe Moreno, Carol Doose, David Kelley, Gary Kelley and Crotis Teague. There were no Alder People absent.
OSLAD GRANT - WATER PLAYGROUND( WILLEMARCK)
The East Moline Park Board would like to apply for a $45,000 State of Illinois OSLAD Grant. This grant would provide complete funding to build the Water Playground at Empire Park. Current Funding for the Water Playground is 45,000 from a DCCA matching fund grant with $45,000 in matching money from Park funds. The OSLAD grant would be the matching funds for the DCCA Grant. By receiving this grant the City would retain their original $45,000 matching funds. City Council approval is needed to allow Bi-State to write and apply for the grant for the City of East Moline. A final decision is needed at the C.O.W. tonight due to the May 19th deadline to notify Bi-State. The East Moline Park Board recommended applying for the grant by a 5 to 2 vote. No budget impact.
A motion was made by Thodos, seconded by Doose to concur with the request for the OSLAD grant and request Bi-State submit the grant application before the May 19th deadline. This is a final decision, it will go to the City Council as a formality. Upon roll call the following Alder People voted in favor: Heiland, Thodos, Moreno, Doose, D. Kelley, G. Kelley and Teague. The motion carries. 7:25 p.m.
BMX PROPOSAL ( VERDICK/WILLEMARCK )
Several discussions and meetings have taken place between City staff and both adults and youth who participate in or support a BMX bicycle trail in East Moline. Optional sites for the location have been researched and information obtained from Peoria and Springfield concerning similar BMX facilities that they have.
Hillcrest Locals BMX Trail Proposal is a brief summary intended as an outline proposal for the Hillcrest Locals BMX Club to use city property for bicycle trails. More detailed terms will be included in a formal agreement. The trail location will be on City property south of the intersection of 19th Avenue and 5th Street. The Hillcrest Locals BMX Club will become a Not-For-Profit corporation and enter into a one-year trail agreement with the City of East Moline concerning the use of the property. The agreement will be modeled after the Springfield and Peoria agreement. The Club will acquire a one million dollar liability insurance policy which names the City as additional insured, and will also indemnity and hold harmless the City for various actions. The City will remove all of the trees and other items such as large rocks or cement that pose an increased chance of injury to riders. All large holes will also be filled in. The City may require changes to the existing trail layout to maintain a safe environment, Examples would include relocation or elimination of some of the dire mounds. The club will agree to perform all maintenance of the trail, as well as keeping the area free of litter and trash. Copies of maintenance inspection reports will be provided to the City by the Club on a weekly basis. The City will provide an are for limited vehicle parking between the entrance gate and the BMX trails. The Club agrees to not allow members to park vehicles on the street near the gate entrance. Signs will be posted concerning rules and hours of usage. There was discussion. June 5th at 6:15 the City Council will view the video tape prepared by Erin Rumley.
A motion was made by Moreno , seconded by Heiland to concur with the recommendation and direct the City Attorney and City staff to work on an agreement as outlined and as discussed, pass on to the full council for consideration. Upon roll call the following Alder People voted in favor: Heiland, Thodos, Moreno, Doose, D. Kelley, G. Kelley and Teague. The motion carries. 8:04 p.m.
POLICE CAPTAIN AND OFFICER REPLACEMENT ( SUTTON ) AGENDA ITEMS 3 & 9 COMBINED
With the retirement of Captain Laxton on July 14, 2000 a captain's position will be vacated. That position needs to be filled, That will create a chain reaction requiring a promotion for lieutenant and then sergeant. Two vacancies will be created in the police department with the retirements of Chief Sutton and Capt. Laxton in July. Those vacancies need to be filled with the hiring of two new officers
A motion was made by Thodos , seconded by Teague to Direct the Police and Fire Commission to hire two officers to fill the vacancies, promote candidates from each promotion list effective July 29, 2000. Pass on to the full council for consideration. Upon roll call the following Alder People voted in favor: Heiland, Thodos, Moreno, Doose, D. Kelley, G. Kelley and Teague. The motion carries. 8:05 p.m.
CIVIL ENGINEER REPLACEMENT ( LAUPER )
Don Mayhew informed Steve Verdick and Bill Lauper that he will be resigning as of May 29, 2000. He has accepted the position as Office Manager for an Engineering Firm opening a new office in Effingham, Illinois.
A motion was made by Thodos, seconded by Moreno to Approve advertising for a Civil Engineer to replace Don Mayhew. Start advertising immediately. Advertising will cost $1,000-$2,000 These funds will be taken from Engineering's line item for advertising. Pass on to the full council for consideration. Upon roll call the following Alder People voted in favor: Heiland, Thodos, Moreno, Doose, D. Kelley, G. Kelley and Teague. The motion carries. 8:08 p.m
ROAD BIDS ( LAUPER )
The City received bids for the Beacon Harbor Parkway project for construction of the Roadway from 7th Street and 12th Avenue to the Northwest corner of the Deere Harvester Works.
The low bid was from Langman Construction Co. for $1,150,319.88; which is below the Engineer's Estimate of $1,316,758.35. The City has an I.D.O.T. Economic Development Program Grant to cover 50% of the improvement cost for Construction and Engineering. The City has agreed to match the Grant Funds from the East Moline Revolving Loan Fund. Total funds for Engineering and construction are $1,283,000.
A motion was made by Moreno, seconded by Doose to Approve the contract with Langman Construction Company for construction of Beacon Harbor Parkway for $1,150,319.88. With $641,000 from Revolving Loan fund to be repaid with TIF increment and/ or new CDAP dollars. Start the process immediately. Request the City Attorney to draft a resolution formalizing details. Pass on to the full council for consideration. Upon roll call the following Alder People voted in favor: Heiland, Moreno, Doose, D. Kelley, G. Kelley and Teague. Voting no: Alderman Thodos. The motion carries 6/1. 8:12 p.m.
RECYCLING DROP-OFF REVIEW ( WILLEMARCK )
Currently Waste Management of Illinois-Southwest provides the two, 30 cubic yard, recycling containers located at Fire Station #3 at 42nd Avenue. One is for paper and one is for commingled materials (glass, metal and plastics). Each container is emptied twice per week (Monday and Friday). The recycling materials are disposed of at the Upper Rock Island County Land Fill. After disposal the landfill has the recycling materials trucked to a materials recovery facility in Waterloo, IA, City incurred costs for this service is $10,500 per year.
Over the last few months the paper-recycling container gets full before the scheduled collection time. Because the container is full, paper and cardboard is placed on the ground or steps to the container and blows into the park. In orser to alleviate this problem an additional Wednesday collection of the paper materials is needed. This would raise the cost of the recycling program an extra $50.00 per week.
According to records received from URICLF, from January 1, 1999 to December 31, 1999, the City's recycling center collected 484 tons of recycling materials. Some of the recycling materials received is from customers living outside East Moline and from businesses of which we do not collect refuse from. An estimate of landfill fees saved by having the recycling drop off program is $6,500 per year. Current cost with two collections per week, $10,500. Additional cost to add one more collection per week of paper, $2,600. Sub total of $13,100. Less landfill fees saved, -$6,500. Total annual cost to city, $6,600. There was discussion.
A motion was made by Heiland to approve the additional $2,600 per year in expenses. Budgeted under Garbage fund, line item 02.6.0261.000.19, $11,000 budgeted for FY 2000/2001, the motion died for lack of a support.
A motion was made by Moreno , seconded by Thodos to suspend recycling drop off center til Oct 1, 2000 effective after the June 5 meeting and have Staff, Bruce Willemark look into curbside recycling option. Pass on to the full council for consideration. Upon roll call the following Alder People voted in favor: Thodos, Moreno, Doose, D. Kelley, G. Kelley and Teague. Voting no, Alder Woman Heiland. The motion carries. 6/1. 8:30 p.m.
GOAL SETTING PROPOSAL ( VERDICK )
In the past the elected officials and city staff have periodically had a meeting to establish goals and action plans for the City. The last set of goals were adopted in 1997. We have usually asked for someone form Deere & Company to volunteer as a facilitator of the meetings. Several other communities, including Moline, Rock Island and Bettendorf, have used a professional consultant for their goal setting; and the elected officials and staff are very satisfied with this method. The City has received a proposal from Lyle Sumek to conduct a goal setting session.
A motion was made by D. Kelley, seconded by Thodos to direct the City Administrator to work with the Human resources Manager to see if there are other companies through the Illinois Municipal Leage. Bring back in 30 days.
Upon voice vote all present voted in favor. 8:32 p.m.
HOUSING GRANT ( DUFFY )
The program is designed to provide low-income persons with safe and decent housing. This is accomplished through dollars the program provides to make the necessary improvements to the homeowner's residence. This program is designed to address safety, as well as the homeowner's quality of life. It will further increase the value of the homeowner's residence. This program is designed for single family units only and does not include condominiums or manufactured homes. Individual home project costs do vary. This program would be administered through Bi-State. Application fee paid to Bi-State is $900.00 and would be paid by the City. Bi-State charges 15% administrative fees and IHDA charges $250.00 for the grant submittal. Applications are due to IHDA in mid October, The Bi-State staff anticipates beginning the application proce3ss in late September. Grant projects operate from March through March and they will receive funding notifications in January and February. Approximately $21,500 goes to into each home after administrative fees. Home inspections are provided through Bi-State, There are several ways to accomplish the selection of homes and they include lottery, newspaper ads, ranking (points for senior citizens, kids...). City can target areas or open it up to entire City. This program is called a "Deferred Forgiven Loan Program" and the loan is forgiven after a five or ten year term period provided the following does not occur. A default by the Borrower, beyond and applicable cure period, under the Recipient Agreement or under any other document evidencing or securing the loan;
or the sale, conveyance or transfer of ownership of the Property with in the Recapture Period, other than that which is approved by the recapture agreement holder (i.e., the city/village for which the home is located) in its sole discretion, shall be deemed to be a sale, conveyance or transfer.
A motion was made by Thodos, seconded by Teague concur with the request to focus on targeted areas and/or open program to entire City. $900 to Bi-State and $250 to IHDA totaling $1,150 to be paid from Planning Department, Professional Services line item. Pass on to the full council for consideration. Upon roll call the following Alder People voted in favor: Heiland, Thodos, Moreno, Doose, D. Kelley, G. Kelley and Teague. The motion carries. 8:35 p.m.
ADJOURNMENT 8:35 p.m.
A motion was mad by D. Kelley, seconded by G. Kelley to adjourn. Upon roll call the following Alder People voted in favor: Heiland, Thodos, Moreno, Doose, D. Kelley, G. Kelley and Teague. The motion carries.
Minutes taken and submitted by,
Bobbi Sue Huntoon, City Clerk
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