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MINUTES OF THE MEETING OF THE MAYOR
AND THE COMMITTEE-OF-THE-WHOLE
OF THE CITY OF EAST MOLlNE ILLINOIS
MAY 16, 2005 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 Moreno, Carol Doose, Rick Meredith, Gary Kelley, and Gary Westbrook. Absent: Alderman Puentes. 7:40 pm
BMX SPEEDWAY SPECIAL SERVICE REQUEST (Chief DeFrance)The East Moline Fire Department has received a request from Mr. Paul DePauw to provide EMS service to upcoming BMX races at the East Moline BMX Speedway. I have quoted Mr. DePauw the rate of $75.00 per hour to cover the cost of personnel on overtime for his event. The total charge would be $3,187.50. Mr. DePauw has advised the Chief that this charge is not feasible and is requesting the City sponsor this event and waive the charge. The City has waived the charge in the past under the direction of the Mayor. The total number of hours for the event is 42.5. To cover this event we would need to provide two (2) personnel resulting in 85 staff hours. If Comp-time were paidfor all hours it would create 127.5 hours of comp-time liability. We have offered to use on-duty personnel to cover this event, but it is my understanding this event must have dedicated EMS personnel who would not be available to response to other emergencies in the City during the event.
Recommendation: This is a service above and beyond the current tasking of the Fire Department. While the Fire Department does support all East Moline activities as much as possible with on-duty personnel, the decision to incur additional expense for certain special events and possibly not for others should remain with the Council.
Budget Impact: This is an unbudgeted item and the proposed fee of $75.00 per hour would cover the City's expenses. If we paid the personnel comp-time instead of overtime the cost would be reduced staffing when these personnel utilized the comp-time. We would also experience some overtime due to comp-time and future comp-time overage payouts. The dollar amount is not determined. After a lengthy discussion was held a motion was made by Alderman Doose, seconded by Alderman Meredith, to concur with the request as presented. Upon roll all the following voted in favor; Doose, Meredith, and Kelley, Opposed: Alderman Westbrook. Pass: Alderman Heiland. Abstain: Alderman Moreno. Motion carried. 3-1
REAL ESTATE LEASE/SALE AGREEMENT (Steve Verdick) This Agreement is between the City of East Moline, and Jeffrey Guthrie of Midwest Graphics Management (MGM), Inc. The agreement provides for MGM to lease the building while making substantial improvements to develop an International Market and Cultural Center, as was described in his proposal to the City in February.
Recommendation: Approve the Agreement to Lease and Sale the property to MGM, Inc. and instruct the City Attorney to prepare an Ordinance.
Budget Impact: No immediate revenue from the sale or lease, however there will be both new property tax and sales tax created when the project is completed. It is also expected to bring more shoppers to the downtown area of East Moline. Steve Verdick, City Administrator, gave an overview of the Request for Proposal (RFP) process that started last February. He restated the Councils instruction to work with Mr. Guthrie on his proposal. City Attorney Phares explained the provisions of the lease agreement. Environmental conditions were discussed also the procedures for the land sale. Attorney Phares continues to explain the purpose of the presentation of the agreement tonight is simply to hold discussions in anticipation in the event the Committee-of-the-Whole wishes to approve the concept of the agreement, then it will have to go through the statutory procedure of advertising for the lease or sale of the property. It must be an open process and it is up to the City Council to determine what is in the best interest of the City, and to accept or reject any or all proposals. Tonight is for discussion only. Mayor Thodos explained that this presentation starts the process, and allows Mr. Guthrie to go forward with financing, while the City fulfills it's legal responsibilities of adverting the property for sale or lease, but the issue will return to the City Council. Mr. Guthrie addressed the City Council and presented his plan for the renovation of the former City Garage. A lengthy discussion was held. A motion was made by Alderman Moreno, seconded by Alderman Meredith, to proceed with the process, and to bring this item back to the City Council. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Westbrook, and Moreno. Passed: Alderman Heiland. Motion carried.
CHURCHES UNITED SHELTER (Rich Keehner) Churches United is seeking support to establish a shelter that will accommodate 20-25 women with or without children who are homeless or victims of violence. At this time, there is no action necessary regarding this project this discussion is simply to keep the City Council informed (Review Attachment).
Recommendation: None – No action necessary.
Budget Impact: None Kitt Miller representing Churches United was in attendance and was given the opportunity to address the City Council. Ms. Miller gave background information on the importance of a shelter being located on the Illinois side of the river, also discussed the importance of their project and answered question. A motion was made by Alderman Moreno, seconded by Alderman Kelley, in support of establishing a Women's Shelter in the City of East Moline. Upon voice vote all those in attendance voted in favor. Motion carried.
CLEANING & INSPECTION OF THE RAW WATER INTAKE PIPE (Mr. Drake) Every two years the raw water intake into the Mississippi River is cleaned and inspected. This is done as preventive maintenance to insure debris, zebra mussels, or silt does not restrict the flow through the intake, and to identify and weakness in the pipe or voids under the pipe. Quotes for this work was solicited from diving companies for this work. Two responded, the quoted are as follows:
Lindahl Marine Contractors, Inc. Romeoville, IL $16,300.00
Pro-Drive Inc. Peoria, IL $5,996.20
Liquid Engineers Billings MT No Bid
Companies were required to provide proof of insurance, references and were informed that they must comply with prevailing wages and applicable safety requirements.
Recommendation: Accept the bid from Pro-Drive Inc. in the amount of $5,996.20.
Budget Impact: This is under the budgeted amount of $20,000 for this project and it also leaves some funds if repairs are required. A motion was made by Alderman Heiland, seconded by Alderman Kelley, to accept the low bid of $5,996.20 from Pro-Drive Inc. as recommended, and direct the City Attorney to prepare the appropriate documents. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Westbrook, Heiland, and Moreno. Motion carried.
MOWER BIDS (Leath Drake) We currently have a 355D John Deere Mower with a diesel engine. Over the pass couple years this mower has been out of service several times due to minor and some major problems. Because of the diesel engine all the parts are special order, creating longer down times when repairs are required. We had some major problems with this mower late last fall; with some creative repairs we were able to get operational. We need to replace it before major repairs are necessary. With that in mind, quotations for a new mower were requested from the following vendors:
Goodrich Equipment Geneseo, IL $3,999.00 With Trade-In
Anchor Lumber Silvis, IL $3,751.75 With Trade-In
River Valley Turf Davenport, IA $4,806.04 With Trade-In
Simplicity Lawn & Garden Geneseo, IL No Bid
Recommendation: Accept the bid from Anchor Lumber with the trade- in.
Budget Impact: $3,751.75 from Motor Pool Purchase - $10,000 is budgeted in Motor Pool Purchases; this is the only purchase scheduled for this budget year. A motion was made by Alderman Kelley, seconded by Alderman Meredith, to accept the low bid of $3,751.75 with trade-in from Anchor Lumber as recommended, and direct the City Attorney to prepare the appropriate documents. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Westbrook, Heiland, and Moreno. Motion carried.
CLOSING HOURS FOR CITY HALL/POLICE DEPARTMENT (Chief Moreno) Since the Police Department moved the dispatchers to the Centre in 1999 a police officer has been regularly assigned to the front desk for coverage during hours when no records clerk is on duty. This has taken a police officer off the street and has confined the officer to the police station to maintain this coverage. The staffing level of the police department has decreased and in order to continue providing quality services the police department is seeking better utilization of the current number of officers.
Recommendation: The City Hall building be closed from 10:00p.m. to 7:00a.m. seven nights a week.
Budget Impact: Initial investment of approximately $2,000 for building modifications. Chief Moreno gave a fifteen- minute power point presentation addressing preparation measures and the cost effectiveness of closing City Hall during the nighttime hours. A call box would be installed in the vestibule to allow persons to call the 911 Dispatch Centre in Moline to get help. An additional camera would be installed for security purposes. After a lengthy decision a motion was made by Alderman Moreno, seconded by Alderman Meredith, to close the Police Department City Hall from the hours of 10:00p.m. to 7:00a.m., and install a call box system at a cost not to exceed an approximate cost of $2,000. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Westbrook, Heiland, and Moreno. Motion carried.
HIRING OF POLICE OFFICER (Chief Moreno) Captain Robert Fuller retired from the Police Department on May 2, 2005. This has created a vacancy in the Police Department.
Recommendation: To hire a replacement to fill the vacancy and start the officer June 17, 2005. The replacement officer will be enrolled in a PTI class to begin June 20, 2005.
Budget Impact: A partial FYE 2006 salary of $28,747.00 plus insurance. A motion was made by Alderman Kelley, seconded by Alderman Meredith, to concur with the recommendation as presented. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Westbrook, Heiland, and Moreno. Motion carried.
HIRING OF POLICE OFFICER - GMHA REIMBURSEMENT (Chief Moreno) Office Charles Harris will be resigning in early June. This will create a vacancy in the Police Department. This resignation was anticipated and the vacancy was not to be filled due to FYE 2006 budget constraints. The Greater Metropolitan Housing Authority has approached the Police Department, and wishes to enter into an agreement with the City of East Moline to provide funding for a police officer. GMHA advises they can enter into a three-year agreement to provide salary reimbursement. The first and second year would be a full reimbursement for a 10-month FYE 2006/ 2007 salary. The third year would need to be negotiated.
Recommendation: To have the City Attorney draft an agreement between the City of East Moline, and Greater Metropolitan Housing Authority. Hire a police officer to fill the vacancy.
Budget Impact: None After a lengthy discussion, a motion was made by Alderman Meredith, seconded by Alderman Kelley, to concur with the recommendation as presented, and direct the City Attorney to prepare the appropriate documents. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Westbrook, Heiland, and Moreno. Motion carried.
JULY 4TH HOLD HARMLESS AGREEMENTS (Mr. Phares) The Fireworks Committee has requested the City of East Moline, to provide indemnification in conjunction with the 4th of July fireworks that are to take place in the Quarter at the riverfront on John Deere Works of Deere & Company, REDEEM, the Villas at Beacon Harbor, Island Corporation and the City of East Moline.
Recommendation: Approve the attached Hold Harmless Agreements and request the City Attorney to prepare a Resolution authorizing execution of the agreements.
Budget Impact: None. A motion was made by Alderman Heiland, seconded by Alderman Kelley, to concur with the recommendation as present, and direct the City Attorney to prepare the appropriate documents. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Westbrook, Heiland, and Moreno. Motion carried.
ADJOURNMENT A motion was made by Alderman Moreno, seconded by Alderman Kelley, to adjourn the meeting. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Westbrook, Heiland and Moreno. Motion carried. 8:40pm
Minutes taken and submitted by,
Arletta D. Holmes, City Clerk
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