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MINUTES OF THE MEETING OF THE MAYOR AND THE
COMMITTEE OF THE WHOLE
OF THE CITY OF EAST MOLINE, ILLINOIS
May 21st, 2007
ROLL CALLMayor Thodos called the meeting to order and directed Deputy City Clerk Richard Van Raes to call the roll. The following Aldermen were present: Helen Heiland, Luis Puentes, Cheri Bustos, Rick Meredith, Roseann Cervantes, Gary Westbrook and Mayor Thodos. Absent: Luis Moreno. 7:20 p.m. ADDITIONS/CORRECTIONS TO AGENDA The following items were added to the Committee of the Whole agenda due to specific time constraints: Item #8: Hire of Police Officer -- Chief Moreno. Item #9: Hire Website Development Intern -- Rich Keehner.
2007 STREET RESURFACING PROGRAM (Tim Kammler)
BACKGROUND AND DISCUSSION:A presentation of the 2007 Street/Alley Surfacing Program was made to Council on May 21st, 2007, at 5:30 p.m. This item is to formally accept the recommendations made in the presentation and direct the Engineering Department to proceed with the 2007 Street Surfacing Program design, bidding and construction as recommended. Resolutions appropriating the Motor Fuel Tax funds required for construction will follow in subsequent Committee of the Whole meetings, as will recommendations on approving construction contracts after bid lettings. RECOMMENDATION: Direct the Engineering Department to proceed with the 2007 Street/Alley Surfacing program design, bidding and construction as recommended. BUDGET IMPACT: None at this time. Future resolutions and contracts will come forward to the City Council for approval prior to actual expenditures. A motion was made by Alderman Heiland, seconded by Alderman Westbrook, to concur with the recommendation. Mayor Thodos and Alderman Heiland comment on the program. Upon roll call the following voted in favor: Puentes, Bustos, Meredith, Cervantes, Westbrook and Heiland. Motion carried. LOW- TO MODERATE- INCOME SURVEY CONTRACT (Tim Kammler) BACKGROUND AND DISCUSSION: In preparation for submittal of a Community Development Assistance Program (CDAP) grant application to pursue funding for an extension of City water and sewer to the Babcock-Meersman area, a low- to moderate-income (L.M.I.) survey must be performed and submitted with the grant application. The purpose of this survey is to determine how many of the households in the project area are at, or below, a certain income threshold, which then qualifies the project for CDAP funding. The Bi-State regional commission hires summer interns specifically for this task, who would go door-to-door in performing the survey. It is anticipated that the survey would be performed between July 1, and August 30, 2007 and incorporate approximately 240 homes. The agreement is attached to the agenda for reference, as is a map of the project area. RECOMMENDATION: Approve the Bi-State agreement to perform the L.M.I. survey. BUDGET IMPACT: $2,389 to be paid out of the $7 Million Water & Sewer Capital Improvement Bond. Tim Kammler, Director of Engineering, comments on the benefits of performing the survey. Alderman Westbrook comments on the modified "threshold" for low- to moderate-income. He also comments on public health issues in that neighborhood. A motion was made by Alderman Puentes, seconded by Alderman Westbrook to concur with the recommendation. Upon roll call the following voted in favor: Puentes, Bustos, Meredith, Cervantes, Westbrook and Heiland. Motion carried. BABCOCK TOPOGRAPHY SURVEY (Tim Kammler) BACKGROUND AND DISCUSSION: In order to submit a competitive Community Development Assistance Program (CDAP) grand application for funds to assist in the construction cost of extending water and sewer to the Babcock-Meersman area, construction plans are required to be complete and ready for bid-letting. Grant applications for the 2008 season are due in February 2008. In preparation for this submittal, the Engineering Department has obtained a proposal from McClure Engineering to perform the survey and design on this project, which is attached for reference along with a map of the proposed survey area. It is the intention of the Engineering Department to perform the design, construction plans and bidding document preparation in-house, for savings of $74,000. The field surveying would still have to be performed by McClure as the City of East Moline Engineering Department does not have this capability. It is only the survey-related items of the McClure proposal what are being recommended for council authorization. Preliminary estimates performed by the engineering Department in 2006 indicate an approximate cost of construction of $500,000 for water extension work and $1,600,000 for sewer extension work. Refined cost estimates will be performed during plan preparation along with value engineering to attempt some cost saving measures in the design. RECOMMENDATION: Approve items one (1) and three (3) of the McClure Engineering Associates, Inc., proposal to perform surveying services at the Babcock-Meersman area. BUDGET IMPACT: $28,000 to be paid out of the $7 Million Water and Sewer Improvement Bond A motion was made by Alderman Heiland, seconded by Alderman Westbrook, to approve items one (1) and three (3) of the McClure Engineering Associates proposal for topographical survey of the Babcock area and forward to the City Council for the appropriate approval. Alderman Bustos asks about bids from other engineering companies. Mayor Thodos comments that "engineering" is a professional service and that the city uses several engineering firms. Upon roll call the following voted in favor of the motion: Puentes, Bustos, Meredith, Cervantes, Westbrook and Heiland. Motion carried. FIRST STREET WATER MAIN REPLACEMENT CONTRACT (Tim Kammler) BACKGROUND AND DISCUSSION: The City of East Moline has received a $100,000 grand from Representative Boland for the replacement of the water main under 1st Street between 16th Avenue and the "dead-end" of 1st Street south of Cattlemen's Meat Market. We are not yet in receipt of the grant funding, but in anticipation of this, the Engineering Department is recommending that design of the plans and bidding documents for this project be started now in an attempt to ensure the project is completed this calendar year. Additionally, we have waited in recommending a consultant to perform this work, as we were hopeful to have additional staff to assist in the plan preparation. As the staffing has not been possible to date, we are at this point, recommending the design work proceed utilizing a consultant. To this end, we have obtained a proposal from McClure Engineering to perform the survey and design work required for this project. The McClure proposal is attached for reference. The scope of survey and design includes the extension of the "dead-end" water main south along City right-of-way to tie into the existing water main at 1st Street A and 24th Avenue. FYI, the current preliminary cost estimate for the entire project is approximately $483,000. RECOMMENDATION: Approve the McClure Engineering Associates, Inc. proposal to perform surveying and design services for the 1st Street Water Main Replacement Project. BUDGET IMPACT: $39,600 to be paid out of the $7 Million Water and Sewer Improvement Bond. A discussion was held on the condition of the water main and water pressure. A motion was made by Alderman Westbrook, seconded by Alderman Heiland, to concur with the request. Upon roll call the following voted in favor: Puentes, Bustos, Meredith, Cervantes, Westbrook and Heiland. Motion carried. EVENT APPLICATION (Elliot Liebson) BACKGROUND AND DISCUSSION: At the August 21, 2006 Committee of the Whole meeting, Council discussed the costs, both financially and in manpower, of using city materials and/or staff for community special events. This issue was brought to department heads at the December staff meeting, along with copies of the East Moline, Moline, and Rock Island special event forms. In addition, Mr. Liebson solicited comments from staff regarding these forms. Mr. L:iebson also solicited comments from the Citizens Advisory Committee (CAC) regarding the same forms. The recommendations of the CAC take into account the comments of Staff. The revised application was submitted to Committee of the Whole at the March 19, 2007 meeting, at which City Administrator Keehner and Maintenance Services Director Willemarck requested changes to the application. Council approved the application with the requested changes. Mr. Liebson has since met with Attorney Phares and Regina Walters (who processes all special event applications in the Finance Department) and has made further significant changes; these required resubmission to the Committee of the Whole. RECOMMENDATIONS: Approve the revised event application form that incorporates the recommendations of all parties, as a resolution or ordinance. BUDGET IMPACT: No more that $27,000.00, which is the amount proposed to be set aside in General Revenue to cover the costs of waiving fees for event services. However, the actual expenditures will be less since the City is reducing the amount of services and/or staff time it is providing for free. City Attorney Phares explains the part of the application that addresses hours of operation for outside events where alcohol is served. He also commented on Ms. Walters technical changes. Alderman Puentes asks about the effect of the application on the budget. Mayor Thodos comments. A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to concur with staff's recommentation on the form. Upon roll call the following voted in favor: Puentes, Bustos, Meredith, Cervantes, Westbrook and Heiland. Motion carried.
JULY 4th FIREWORKS CELEBRATION (Bruce Willemarck)
BACKGROUND AND DISCUSSION:Four years ago the 4th of July Fireworks display was brought back to East Moline. The first year was at Soule Bowl and the last three (3) years have been at the Quarter. The Deere Harvester Credit Union has sponsored the event over the last four years by donating $10,000 per year. J & M Display, which has provided the Fireworks, has provided another four-year contract for review. The contract is for $10,000 worth of fire works each year, the same as the last four years. Deere Harvester Credit Union has committed to donate $10,000 for this year (2007). The Fireworks will be held on Tuesday, July 3, 2007, at the Quarter. RECOMMENDATION: Enter into a four year contract with J & M Display for $10,000 per year. BUDGET IMPACT: Cost of Fire, Police and Maintenance Services Support during the Fireworks display. A lengthy discussion was held on the cost of fireworks and the various aspects of fireworks contracts. A motion was made by Alderman Bustos, seconded by Alderman Meredith, to obtain a one-year contract with J & M Display, without commitment for additional years. Upon roll call the following voted in favor: Puentes, Bustos, Meredith, Cervantes and Westbrook.. Those voting against: Heiland. Motion carried.
RENAMING OF PARK (Bruce Willemarck)
BACKGROUND AND DISCUSSION:The Watertown Neighborhood Watch Group is requesting to change the name of the 8th Avenue Tot Lot to Watertown Memorial Park. The Park Board and Alderman Gary Westbrook support their request. RECOMMENDATION: Approve request. BUDGET IMPACT: None. A motion was made by Alderman Cervantes, seconded by Alderman Westbrook, to concur with the request to rename the 8th Avenue Tot Lot to "Watertown memorial Park". Alderman Puentes comments on the neighborhood. Upon roll call the following voted in favor: Puentes, Bustos, Meredith, Cervantes, Westbrook and Heiland. Motion carried.
HIRE NEW POLICE OFFICER (Victor Moreno)
BACKGROUND AND DISCUSSION:Officer Burton had been an officer with our department since January 5, 2007. On February 25, 2007, Officer Burton has resigned to take a job with the Scott County Sheriff's Department. This has created a vacancy in the Police Department. This replacement will give the Police Department 38 officers. RECOMMENDATION: To hire a replacement to fill the vacancy and start the officer effective June 22, 2007. The officer will attend the PTI class to begin June 24, 2007. BUDGET IMPACT: The salary and benefit cost for this officer is already budgeted for this fiscal year. A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to concur with the staff recommendation. Upon roll call the following voted in favor: Puentes, Bustos, Meredith, Cervantes, Westbrook and Heiland. Motion carried.
HIRE INTERN – WEBSITE DEVELOPMENT (Rich Keehner)
BACKGROUND AND DISCUSSION:The City of East Moline is committed to developing and providing a quality website to our community. Staff has been diligently working on the new website, however, much work is needed prior to launching the new site. The City has been contacted by a student attending Black Hawk College inquiring if an intern position is available this summer in our IT Department. As a requirement of graduation this student must complete a 150-hour internship. Staff requests approval to hire an intern at an hourly rate of pay equally $12.00 to work approximately 7.5 weeks at 20-25 hours per week to assist with our website development at a cost not to exceed $2,000. Staff requests approval to hire immediately and place this request on the June 4th, 2007, council agenda under the consent agenda for final approval. RECOMMENDATION: Approve request and direct city staff to proceed to hire an intern to assist with website development. BUDGET IMPACT: Not to exceed $2,000 … This amount can be taken from the IT Department's data processing line item. A lengthy discussion was held on the issue, which included: comments on the hiring process, qualifications of the current intern applicant, job posting, contacts with colleges, time frame for hiring, funding for the position, proposed wage, progress on the website development project. A motion was made by Alderman Puentes, seconded by Alderman Westbrook, to concur with the staff recommendation. Upon roll call the following voted in favor: Puentes and Westbrook. The following voted against: Bustos, Meredith, Cervantes and Heiland. Motion failed. Additional discussion: A motion was made by Alderman Bustos to post the job opening on the website for one week, with the City Administrator notifying current applicants. If there are no other applicants, the City Administrator will refer back to the original candidate. If there are multiple applicants, the Information Technology Manager and the City Administrator will evaluate the applicants and refer recommendations to the City Council. Additional discussion. Alderman Bustos voices concerns that the position was not adequately publicized. Alderman Heiland asks about equal employment rules. Mayor Thodos restates Alderman Bustos' motion. Alderman Heiland seconds the motion. Upon roll call vote the following voted in favor of the motion: Bustos, Meredith, Cervantes, Westbrook and Heiland. The following voted against the motion: Puentes. Motion carried. CITY COUNCIL – 4th OF JULY PARADE
BACKGROUND AND DISCUSSIONMayor Thodos asks for Aldermen to volunteer to organize the City Council's presence in the 4th of July Parade. Alderman Bustos and Alderman Cervantes, with the help of City Treasurer William Vyncke, will "Co-Chair" the organization of the City Council's participation in the parade. ADJOURNMENT A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to adjourn the Committee Of The Whole meeting. Upon voice vote the following voted in favor: Heiland, Puentes, Bustos, Meredith, Cervantes and Westbrook. Motion carried. 8:40 p.m. Minutes taken and submitted by, _______________________________________ Richard Van Raes, Deputy City Clerk
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