MINUTES OF THE MEETING OF THE MAYOR
AND THE COMMITTEE-OF-THE-WHOLE
OF THE CITY OF EAST MOLINE, ILLINOIS
JULY 7, 2008
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, Cheri Bustos, David Kelley, Roseann Cervantes, and Mayor Thodos. Absent: Luis Moreno, and Gary Westbrook. 7:43p.m.
ADDITIONS/CORRECTIONS TO AGENDA
GREEN CHEVROLET SALES TAX REBATE (Mr. Hughes)
The City of East Moline is in support of having Green Chevrolet, Chrysler, and Green Chrysler expanding its new and used car facility at its present location within the City of East Moline. The City anticipates this expansion will increase employment opportunities and significantly increase sales tax and property revenue for the City while stimulating commercial growth within the City. To assist with this multi-million dollar expansion project the City is considering providing a sales tax rebate to Green Chevrolet.
The proposal consists of a five (5) year sales tax rebate agreement commencing on January 1, 2008 in an amount not to exceed $250,000. The sales tax amount paid by Green Chevrolet in calendar year 2006 is being used as a baseline for measurement. If the sales tax paid by Green Chevrolet in the calendar years 2008 through 2012 exceeds this baseline it would be rebated back to Green Chevrolet. If the sales tax amount paid does not exceed the baseline a rebate will not be paid.
RECOMMENDATION: It is in the best interest of the City to assist Green Chevrolet with their expansion project. It is the recommendation of city staff to approve the sales tax rebate proposal and to direct the City Attorney to draft the final documents.
BUDGET IMPACT: No expense or cost to the City. If the new and used vehicle sales increase as the representatives of Green Chevrolet anticipate, the increased sales tax to the City would become a great asset after the rebate is paid.
Ms. Jill Green, owner of Green Chevrolet stated that Ryan Construction told her that it was such a pleasure to work with the staff in the City of East Moline. They were so professional and cooperative that they truly enjoyed the whole project. One of the workers came from Chicago to work in the local office here and he stated this is the best City they have worked with.
Alderman Bustos complemented Ms. Green on the beautifully done renovation to Green's Chevrolet noting that it is one of the gateways into the City. Alderman Bustos asked if there were any newly created jobs. Ms. Green stated that fifteen (15) new positions were added.
A motion was made by Alderman Kelley, seconded by Alderman Heiland, to concur with staff recommendation to approve the sales tax rebate proposal not to exceed $250,000 over a five year period with revenues generated by their own sales tax above the base year of 2006. The motion also directs 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: Heiland, Puentes, Bustos, Kelley, and Cervantes. Motion carried.
GMAHA – CONTRACT FOR POLICE SERVICE (Chief Moreno)
In July 2005 the city entered into a three year agreement to with the Greater Metropolitan Area Housing Authority (GMAHA) to provide police services to their properties. GMAHA would provide the city with a salary reimbursement. The contract expires at the end of this month. The current amount of the reimbursement is approximately $42,000 per year. GMAHA wishes to continue the program and extend the contract. Due to budget issues, GMAHA will only be able to enter into a two year agreement and provide a salary reimbursement for $28,000. This program has been an enormous success. The GMAHA complex of Oak Grove Housing, prior to this program, was a high volume call for service location for the police department. As a result of this partnership the complex has greatly improved the quality of life for its residents.
The city enter into this agreement with GMAHA.
This fiscal year's budget was passed having the GMAHA salary reimbursement for $42,000. This will leave that revenue line item approximately $11,500 short. However, the resigning of Officer Longlett and salary savings for the period and the difference between his and a new officer salary will offset the difference.
A motion was made by Alderman Puentes and seconded by Alderman Cervantes, to concur with staff 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: Puentes, Bustos, Kelley, and Cervantes. Upon roll call Alderman Heiland passed. Motion carried.
WATER METER INSTALLATION (Mr. Willemarck)
Provided are budgetary cost from Professional Meters, Inc., to remove 7,000 water meters and replace them with new Automated Meter Reading devices.
Quote with 7,000 new meters and 7,000 new transmitters $564,575
Quote with 5,550 new meters and 1,450 new transmitters $540,238
Background: The bid to purchase the water meters, which was presented last City Council meeting, is:
Badger 899,602 (alternate bid)
With this quote of instillation as a reference,
1. Request competitive bids to install an Automated Meter Reading System.
2. Accept Badger meter alternate bid of $899,602
Maximum total cost: Installation $ 540,238
Meters $ 899,602
After a lengthy discussion was held regarding various aspects of the project.
A motion was made by Alderman Heiland, seconded by Alderman Bustos, to direct the Director of Maintenance Services to request bids to install an Automated Meter Reading System. The installation should be complete within twelve (12) months. The Director of Maintenance Services is to report back to the Committee-of-the-Whole on August 4, 2008. Upon roll call the following voted in favor: Heiland, Puentes, Bustos, Kelley, and Cervantes. Motion carried.
VOLUNTARY CURBSIDE RECYCLING (Mr. Willemarck)
Midland Davis Company has submitted cost estimates for a voluntary curbside recycling program in East Moline. Collection would be every two weeks and materials collected would be paper, metal and plastics (no glass). The City's Finance Office would be responsible for the invoicing and collecting of fees from the resident which would go on the monthly Water/Sewer bills.
400 to 600 homes $3.80/month
601 to 800 $3.65/month
801 and over $3.50/month
In addition a City of East Moline administrative fee of $0.15/month per participating resident will be added.
Prices are firm for 2 years. Prices are based on current diesel fuel price of $4.80 per gallon. Prices could adjust in two years as related to fuel costs at that time. Cost of recycling containers delivered to residence:
48-gallon $45.00 (one or two resident)
64-gallon $51.10 (three to four residents)
96-gallon $58.45 (five or more residents)
There would be an eight (8) week lead time for delivery of containers.
RECOMMENDATION: Accept Midland Davis proposal to start a voluntary curbside recycling program.
BUDGET IMPACT: Resident fees would fund the program.
Mr. Willemarck noted that the City must have a minimum of 400 residents sign up for the program at a monthly cost of $3.80. All residents mustpurchase a recycling container at a cost of $45.00, $51.10, or $58.45 depending on the sizeof the container (48gal, 64gal, and 96gal.) respectively. The residents will have Bi-Weekly pickup. Surveys should be sent to the residents to see who would be interested in participating in the program. If 400 residents respond in the affirmative, then the City of East Moline will have sufficient numbers to have a viable volunteer program. Informational letters will be sent to residents regarding the program and its benefits.
A motion was made by Alderman Heiland, seconded by Alderman Cervantes, to direct the Director of Maintenance Services to send a survey to residents requesting their interest in participating in a volunteer recycling program, survey return date is no later than September 15, 2008. Upon roll call the following voted in favor: Heiland, Puentes, Bustos, Kelley, and Cervantes. Motion carried.
2008 PAVEMENT MARKING PROGRAM (Mr. Kammler)
Refreshing street pavement markings is required on a regular basis to maintain safe traffic movement on City streets. The Engineering Department has compiled a recommended program and cost estimate and has prepared bidding documents for the work proposed. It is the intention of the Engineering Department to have this program on an annual basis so that major streets have markings re-painted on a two or three year rotation. A bid letting has been scheduled for 10:00 a.m. July 15, 2008.
Approve the recommended program plan and cost estimate. Pending a reasonable bid, a construction contract will be brought to council for final approval after the bid letting is conducted.
$48,000 estimated at Source: Street Maintenance Funds
A motion was made by Alderman Heiland, seconded by Alderman Puentes, to concur with staff's 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: Heiland, Puentes, Bustos, Kelley, and Cervantes. Motion carried.
A motion was made by Alderman Puentes, seconded by Alderman Cervantes, to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Moreno, Heiland, Puentes, Bustos, Kelley, and Cervantes. Motion carried. 8:44p.m.
Minutes taken and submitted by,
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