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     MINUTES OF THE MEETING OF THE MAYOR 

AND THE COMMITTEE-OF-THE-WHOLE 

OF THE CITY OF EAST MOLINE, ILLINOIS 

JUNE 16, 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.   8:15p.m. 

  

ADDITIONS/CORRECTIONS TO AGENDA

 

 None 

 

 POPPY SALES (Mr. Keehner)    

Robert Hester and Roy Fonseca of the Veteran’s of Foreign Wars, Post 2056 have asked the City for permission to sell poppies at 9th Street and 15th Avenue on August 1st and 2nd, 2008.  They have asked if the City would provide barricades at this location for the two day sale. 

 

RECOMMENDATION:   

Allow the Veteran’s of Foreign Wars to sell poppies on August 1st and 2nd, 2008. 

 

BUDGET IMPACT:    

No expense or cost to the City. 

 

A motion was made by Alderman Heiland, seconded by Alderman Westbrook, to concur with staff’s recommendation 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:   Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno.  Motion carried.   

 

METER BIDS (Mr. Willemarck) 

Staff received competitive bids for a new automated Meter Reading System to replace up to 7,000 water meters for water line two (2) inch in size and lower.  This bid is for materials only.  Installation of the system is an additional cost. 

 

7,000 bare meters and 7,000 transmitters 

          Sensus   $1,391,573   Badger   $948,081   AMCO   $910,426 

            Alternated Bid 

            Badger    $899,602 

 

RECOMMENDATION:         

Accept the alternate bid for Badger in the amount of $899,602.  Request bids to install the meters.    

 

BUDGET IMPACT:      

$899,602 from Water and Sewer Capital Improvement fund. 

 

Discussion was held on the cost of installation of the meters, and all aspects of the project.  It was the consensuses that more information was need before accepting the bids.  

 

A motion was made by Alderman Heiland, seconded by Alderman Westbrook, to table this item to the next Committee-of-the-Whole meeting (July 7, 2008).  Upon roll call the following voted in favor:   Bustos, Kelley, Cervantes, Westbrook, Heiland, and Moreno.  Upon roll call the following voted to oppose:  Puentes.  Motion carried.  6-1 

 

 QUARTER DOCKS BREAKWATER (Mr. Kammler) 

Regular flooding each year has caused damage to the docks serving the Quarter and Welcome Center.  Damage is not generally caused by the current but rather by floating debris which impacts and lodges on the dock structure, causing damage to the support poles as well as the docks themselves.  When the docks are damaged, or when they are out of the water to prevent damage, the Channel Cat Water Taxi cannot utilize the East Moline Welcome Center on its route, nor can recreational boaters utilize the docks in a safe manner.  The Engineering Department has investigated the feasibility of constructing a “floating breakwater” which would serve to protect the docks from floating debris.   Staff has obtained a contract proposal from McClure Engineering to design plans, specifications and bid documents for this structure.  

 

RECOMMENDATION:   

Option 1:   Approve McClure Engineering design contract and authorize bid letting 

                  for a floating breakwater to protect the docks (recommended), or 

Option 2:  Remove the docks from the river and no longer provide this amenity 

 

 

 

BUDGET IMPACT: 

Design Engineering:                   $5,000 +/- (T&M contract) 

Construction Engineering:          $0  (In-House) 

Construction of Breakwater:      $25,000 -$30,000 +/- (estimated) 

 

Funding for the engineering and construction cost of the breakwater would be from The Quarter TIF. 

 

A lengthy discussion was held regarding all aspects of the project. Mr. Hughes explained how funds can come from a negative TIF. 

 

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

 

2008 STREET PRESERVATION & RESURFACING PROGRAM   

(Mr. Kammler) 

Staff has prepared recommendations for the 2008 city-wide Street & alley preservation and resurfacing program.  A variety of factors were reviewed in determining the recommended streets for this year’s program including but not limited to cost-benefit ratio, traffic volume and severity of deterioration.  A variety of preservation, patching and resurfacing techniques will be utilized, including heat scarification (hot in-place asphalt recycling).  A bid letting date has not been set, but is anticipated for late June or early July.  The work is anticipated to take place in July-September of 2008. 

 

In order to utilize Motor Fuel Tax (MFT) funds for an eligible project, the City Council must formally appropriate MFT funds by means of a Resolution.  A Resolution which appropriates $300,000 of MFT funds for the 2008 Street Resurfacing Program, which was previously discussed with Council as part of the 2008 Capital Improvement Program (CIP). 

 

RECOMMENDATION:         

Approve the recommended program plan, cost estimate, and the Resolution appropriating MFT funds.  Pending Committee-of-the-Whole (COW) approval, the three (3) construction contracts will be brought to council for final approval after bid letting is conducted. 

 

BUDGET IMPACT: 

$300,000 expenditure from MFT funds. 

 

A motion was made by Alderman Puentes, seconded by Alderman Moreno, to concur with staff’s recommendation, 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:   Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno.  Motion carried. 

 

NEW POLICE HIRE (Captain DeVrieze)   

Officer Brad Longlett has submitted a letter of resignation.  This has created a vacancy in the Police Department.  Officer Longlett’s last day of work will be June 28, 2008 but he will remain on the payroll until July 5, 2008. 

 

RECOMMENDATION: 

To hire the next candidate from the current eligibility list approved by the Fire and Police Commission with a starting date of August 1, 2008. 

 

BUDGET IMPACT:    

The salary for this replacement officer is already in the approved budget for this fiscal year.  Some saving will be realized with one month gap between the officers employment. 

 

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

 

 

ADJOURMENT: 

A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to adjourn the Committee-of-the-Whole meeting.  Upon roll call the following voted in favor:  Moreno, Bustos, Kelley, Cervantes, Westbrook, Heiland, and Puentes. Motion carried.  8:50p.m. 

 

 

 

 

 

 Minutes taken and submitted by, 

 

_________________________________ 

Arletta D. Holmes, City Clerk

 

 

 

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