MINUTES OF THE MEETING OF THE MAYOR AND THE
OF THE CITY OF EAST MOLINE, ILLINOIS
JULY 2, 2007
ROLL CALLMayor 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. 6:55p.m.
ADDITIONS/CORRECTIONS TO AGENDANone. HUD LOAN (Mr. Van Raes/Mr. Liebson) Dr. Jacinda Sanders D.C. operates her Chiropractor Clinics at 609 15th Avenue, East Moline and has requested an Economic Development / Housing Loan for repair to two commercial buildings at that location. The requested loan of $33,800 would replace the roofs on both buildings (609/ 611 15th Avenue and 613/615 15th Avenue). These buildings house three businesses, one church, and six apartments (on second floor). Replacing the roof on the two buildings would preserve the residences and businesses. Recommendation: Approve a housing /economic development loan of $33,800 at four percent (4%) for five (5) years to Dr. Sanders. The loan is specifically to be used to replace the two roofs on the commercial buildings at 609 through 615 15th Avenue. The loan will be contingent on Dr. Sanders leasing the apartments to low to moderate-income occupants during the term of the loan. Budget Impact: Interest income from the loan. (Principle and interest to be returned to the housing fund). Discussion was held with regard to the building being in compliance with City Code, and the difference between the Revolving Loan Program, and the HUD Housing Loan Program. Mr. Leibson explained the programs differences, and expressed the importance of having funds in the Revolving Loan Program. The City Council was informed that the building was in compliance with the City Code. A motion was made by Alderman Heiland, seconded by Alderman Westbrook, to concur with the recommendation as presented, and direct the City Attorney to draft the appropriate documents. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried. QUAD CITY LABOR DAY PARADE REQUEST (Mr. Keehner) The Quad City Labor Day Parade Alliance has requested permission to hold the 24th Annual Labor Day Parade in the City of East Moline, on Monday September 3, 2007 at 11:00a.m. Recommendation: Approve the request. Budget Impact: Funds have been allocated in this year's budget. A motion was made by Alderman Westbrook, seconded by Alderman Puentes to concur with the recommendation as presented. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried. WARD NEWSLETTER (Mr. Keehner) There is interest in providing ward specific information to the citizens of East Moline. This could be accomplished through formulating a newsletter and placing it within the same envelope as the bi-monthly water bill. The initial cost to establish the programming change is estimated to be approximately $800.00. Cost of the bi-monthly water billing will not increase unless the weight of the envelope increases to such an amount as to require additional postage. This can be avoided if the newsletter is not sent during certain time frames, which are needed to transmit the annual water quality report (April – May), leaf-burning information (July – August), holiday garbage schedule (February – March). Recommendation: Preference of the East Moline City Council. Budget Impact: $800.00 to be taken from water – wastewater postage line item. A lengthy discussion was held as to how often this newsletter would be sent, type of information included, cost effectiveness, and possibly a one-year trial period. A motion was made by Alderman Moreno, seconded by Alderman Bustos, to concur with the recommendation as presented. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried. SALE OF VEHICLE (Chief Moreno) The 1998 Expedition VIN#IFMPU18L2WLB03690 was seized on a drug case in 2004 and was subsequently awarded to the police department. The past two years the department has utilized the vehicle as a marked squad car and as a public relations tool. Chief Moreno is requesting to sell the vehicle at this time while it still has a good retail value. The Vehicle will be sold through E-Bay. Prior to the sale all equipment and markings will be removed. Recommendation: To allow the sale of the vehicle. Budget Impact: The proceeds will be deposited into the Drug Seizure account. Discussion was held regarding how effective the vehicle (Expedition) was as a public relations tool. Chief Moreno stated this vehicle was placed in several events in the area and received numerous positive comments. This vehicle was also placed in Law Enforcement show and Car show. It has been shown in Aurora, and the Illinois Police Memorial in Springfield. A motion was made by Alderman Moreno, seconded by Alderman Cervantes, to concur with the recommendation as presented. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried. ESDA SIREN MAINTENANCE AGREEMENT (Chief DeFrance) The City's outdoor warning sirens are now approximately seven (7) years old and have recently experienced mechanical / electrical problems requiring emergency repairs be made at a cost of $1,666.00. The recent problem with our sirens rended them unreliable during a dangerous storm. Chief DeFrance attached an Outdoor Warning Siren Maintenance Agreement for the Councils review. The annual maintenance agreement charge is $585.00 per unit ($2,925.00 for all 5 units). All batteries will be included in the agreement after the initial replacement. Since the City has not had an agreement in the past, an initial inspection would be required and is estimated to cost $1,320.00 plus any materials needed for repair. Additionally, batteries at four (4) of the sites should be replaced due to age and would cost $1,520.00. Recommendation: That the City Council authorizes the Fire Chief to execute the maintenance agreement effective August 1, 2007 through July 31, 2008. Budget Impact: The ESDA Fund has a budget of $4,300.00. The City has spent $1,666.00 in the recent emergency repair and has a balance of $2,634,00. The total cost of the recommended agreement, initial inspection and battery replacement is $5,765.00. In order to stay within the budget the City could split the billing to have a balance of $3,131.00 due in May of 2008. A motion was made by Alderman Heiland, seconded by Alderman Puentes, to concur with the recommendation as presented. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried. DOCK LIGHT REPLACEMENT (Mr. Willemarck) Currently there are eight (8) light fixtures bolted to the Public Boat Docks just north of the Visitor's Center at the Quarter. There was originally 15, but vandals have destroyed seven (7). To replace one light fixture would cost $750.00. Since it would cost a total of $5,250.00 to replace all seven (7) and there is a good chance these lights will be vandalized again. It is purposed to install two (2) "Street Light" type poles, each with a floodlight to shine down on the Boat Docks from on top of the levee. The lights mounted on the poles 25 feet high and will match the color and style type of streetlights already at the Quarter. This will make it more difficult to vandalize the lights. Recommendation: Hire Davenport Electric to install two (2) new Light Poles on the levee to shine on the Boat Docks for $5,550.00 plus up to 10% contingencies. (The Corp of Engineers has given their approval.) Budget Impact: Material cost of light fixtures: $1,260.00. Bids received to install: Tri-City Electric $5,460.00, Davenport Electric $4,290.00. (There is no Electrical Contractor in East Moline). Funds to come out of the Quarter TIF. Discussion was held regarding requirement as to how much light the City must provide in that area. Mr. Willemarck stated there is no requirement, but the proposed lights will provide ample lighting. What type of surveillance does the City have in place to deter vandals? Chief Moreno stated the area has cameras, which gives the date and time of the incident, but it is often difficult to identify the person in the picture. Will lights become an issue for Condo owners since they will be slightly different? Mr. Willemarck stated the lights would match the color and style of streetlights already at the Quarter. Mr. Hughes stated funding would come from the Quarter TIF, although it is in the negative. A motion was made by Alderman Moreno, seconded by Alderman Bustos, to concur with the recommendation as presented. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried. CONTRACT FOR STORM WATER FEE SERVICES (Attorney Phares) The City Attorney's office and the Director of Engineering Services have worked together to obtain information regarding the legality and process of instituting a storm water fee that would generate revenue for the City's use in meeting Environmental Protection Agency (EPA) storm water and erosion control compliance requirements. The City of Rock Island recently obtained an Appellate Court ruling, which confirmed Rock Island's authority to initiate the storm water fee in order to comply with EPA requirements. Even though Rock Island is a home rule community, various non home-rule communities throughout the State of Illinois have initiated the storm water fee through the assistance of AMEC Engineering. The City of Rock Island strongly recommends AMEC's professionalism and knowledge in the field of initiating the storm water fee. Mr. Kammler has coordinated obtaining a proposed Professional Services Agreement with AMEC. Total cost is $10,000 for the initial scope of services to initiate this project. The City has currently received the sum of $10,595.53 as an escrow release with respect to the ESI Convient Store on Kennedy Drive. That project was a partnership between the City and the private developer, in which the abandoned convenient store, contaminated with fuel oil, was demolished. A new store constructed, and the site was remediated. The funds were held for possible remediation cost, which are no longer required. It is recommended that these funds be used to pay for the AMEC contract, so that we can proceed with initiation of the storm water fee system, in order to address and correct severe storm water issues in the City. Recommendation: Approve the attached contract and forward to the City Council. Budget Impact: Funding available from Kennedy Drive Convenient Store project. A lengthy discussion was held. Alderman Kelley stated he dose not have any type of documentation regarding anything with a time line or what the EPA requirements are, therefore he is very reluctant to enter into any more discussion about water, because he does not know how much revenue that this proposed system is going to generate once it is in place. He will needs answers to questions regarding the EPA regulations, anticipated revenue impact before voting on this issue. Mr. Kammler stated that there are two issues on which this consultant will help the Council. The implementation of the Storm Water Ordinance related to rates and storm water utilities. After much discussion, it was suggested that the Council schedule a work-study session to further discuss this issue. A motion was made by Alderman Moreno, seconded by Alderman Westbrook, to table this item until further information is received and discussion can be held. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried. ADJOURNMENT A motion was made by Alderman Moreno, seconded by Alderman Westbrook, to adjourn the Committee-Of-The-Whole meeting. Upon roll call, the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried. 7:48 p.m. Minutes taken and submitted by, _______________________________________ Arletta D. Holmes, City Clerk
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