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     MINUTES OF THE MEETING OF THE MAYOR

AND THE COMMITTEE-OF-THE-WHOLE

OF THE CITY OF EAST MOLINE, ILLINOIS

JULY 21, 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.  7:31p.m.

 

ADDITIONS/CORRECTIONS TO AGENDA

 Alderman Kelley requested that item number 8 Noise Concerns be removed from tonight's agenda.

  

 ADOPT NORTH HILL FEASIBILITY RESOLUTION (Mr. Hughes)   

It is in the best interest of the City to expand the North Hill Tax Increment Finance District (TIF).  Staff is anticipating the expansion of the TIF by including all of Butterworth Park, Soule Bowl, Archer Drive, 23rd Avenue (from Archer Drive to 19th Street) and 18th Street (from 18th Avenue to 23rd Avenue).  On April 7, 2008 the City Council approved hiring Ehler's and Associates to complete a TIF Expansion study.  This study has now been completed.  The lands to be included in the expanded TIF and the proposed expenditures have been approved by Ehler's and Associates as TIF eligible.  The City Council now needs to adopt a feasibility resolution.  This will be the first step by the City Council in expansion of this TIF.  The City has the support of the affected school districts.

 

RECOMMENDATION:       

It is staff's recommendation to direct City Attorney Bill Phares and Paul Marengo to draft a Feasibility Resolution for the expansion of the North Hill TIF.  It is important to have the City's bond counsel review the resolutions and ordinances in the event the City issue additional bonds to be paid from the North Hill TIF.

 

BUDGET IMPACT:   

There is no impact on General Fund or Water and Sewer revenues.  Costs for the expansion of the North Hill TIF would be paid from the North Hill TIF Fund.

 

City Attorney Phares explained the Feasibility Resolution, stating that the area must meet the requirement of the statue and is feasible for theexpansion of the TIF area.  There are certain statutory requirements and it is the consultants' responsibility to examine the area to determine if the area meets those requirements. The consultant also prepares the feasibility study in that process.  Finance Director Jim Hughes explained that Mr. Paul Marengo is the City's Bond Council.  Between Mr. Marengo and City Attorney Phares, staff will draft the resolution.  If the City wants to do any borrowing or bonding, the City always will make sure it has Mr. Paul Marengo's approval of the resolution. It can not slow down any bonding that the City may want to do in the future.

 

A motion was made by Alderman Kelley, seconded by Alderman Moreno, to direct the City Attorney to draft a Feasibility Resolution authorizing the City to move ahead with the expansion of the North Hill TIF and forward to the City Council for their consideration.  Upon roll call the following voted in favor:   Puentes, Moreno, Bustos, Kelley, Cervantes, and Heiland.  The following voted to oppose:  Westbrook.  Motion carried.  6-1.   

  

INCREASED WATER ALLOWANCE FOR SOCCER CLUB (Mr. Keehner)

Several years ago when the East Moline Silvis Soccer Club installed irrigation on five of the fields in Northeast Park.  The City Council approved a water allowance of 500,000 gallons per field.  The Finance Department calculated usage each month and deducted the usage from the allowance.  Once the allowance was used the Soccer Club would receive a bill for the additional water.  The Soccer Club has a twofold request, one being to increase the annual allowance from 500,000 gallons per field to 650,000 gallons per field annually; and secondly, to forgive the water bill owing from the 2007 season in the amount of $1,167.51.  The Soccer Club exceeded this allowance only a couple of times and paid the City what was owed.  As a part of the original agreement the City agreed to fertilize the soccer fields at Northeast Park.  There has not been enough money in the Park Budget to do this and the Soccer Club has taken on this additional expense.

 

RECOMMENDATION: Increase the water allowance per field from 500,000 gallons to 650,000 gallons per field and to forgive the balance owing of $1,167.51 for the 2007 soccer season.

 

BUDGET IMPACT:The cost of the additional water allowance would be approximately $1,900; the elimination of the $1,167.51water bill would be a budget impact of $3,067.51.  In order to determine the true budget impact, this needs to be offset by the cost of fertilization of the fields that the City agreed to in the earlier agreement but has been done by the Soccer Club.

 

Mr.  Jon Mc Millen, of the East Moline/Silvis Soccer Club addressed the City Council.  He stated that the Soccer Club spends $9,000 yearly on themaintenance of the five soccer fields.  The Soccer Club is doing this for their own benefit as well as the City's.  They are now requesting an increase in the water allowance.

 

Alderman Bustos asks about the spending of the $9,000 and are there fun- raisers for Soccer Club expenses. 

 

Mr.  McMillen stated the $9,000 was spent on general maintenance of all five soccer fields which includes:  fertilization of the fields, pest control, weed control, and mowing.   The funds come from the Clubs operating budget, and money is generated by the players' membership fees.  Maintenance is becoming a bigger part of the Club's budget.   Mr. Mc Millen noted that everything that the Club has to spend on water and maintenance takes away from our scholarship program.  The Club provides services to underprivileged teens, and sponsor tournaments.  The Club had to increase fees by $5.00.  There have been no fee increases in four years.  The Soccer Club is trying to keep membership fees affordable.

 

Alderman Westbrook stated his concern is not so much the increase in the amount of water that they get at Northeast Park, but reimbursing the Club for something they agreed to do. 

 

Alderman Moreno stated the Club did the maintenance on the soccer fields; also other organizations have used the soccer fields at no cost to them.

 

Alderman Heiland suggested that the current contract be amended to reflect the issues that have been presented.

 

Mayor Thodos asked City Attorney Phares for his legal perspective on this issue.  City Attorney Phares states that he believes what they are requesting is an addendum to the agreement which would increase the allowance, which would be a simple one page addendum and subject to final approval by the City Council.

 

A motion was made by Alderman Moreno, seconded by Alderman Heiland, to concur with staff's recommendation and direct the City Attorney to draft a resolution adding an addendum to the 1992 contract agreement between the City of East Moline, and the East Moline/Silvis Soccer Club addressing issues that were presented, subject to final approval by the City Council.  Upon roll call the following voted in favor:  Puentes, Bustos, Kelley, Cervantes, and Heiland.  The following opposed:  Westbrook.  The following passed:  Moreno.  Motion carried.  6-1.

 

HABITAT FOR HUMANITY (Mr. VanRaes)

Habitat for Humanity Quad Cities is proposing to build a new home at 1447- 18th Street. In the past, the City Council has waived the building permit fees for projects that benefit low income homeowners.  The project is scheduled to begin in July, 2008.  The project is sponsored by the Alcoa Foundation.  The new residence will be the home of Cathy Jones and her three children.

 

RECOMMENDATION:   

Waive all permit fees (Building, Plumbing, Electrical, HVAC, Water/Sewer Connections, etc.)  for this project.

 

BUDGET IMPACT:

Loss of approximately $1,200 in permit fees.  Long term gain in usage as property tax.

         

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

 

2008 SEWER SLIP LINING PROGRAM (Mr. Kammler)

As presented in the 2008 Capital Improvement Plan (CIP), the East Moline Engineering Department has coordinated with the cities of Rock Island, Moline and Coal Valley to prepare construction and bidding documents for a combined regional 2008 sewer slip lining program.  The combining of quantities by all of these municipalities offers a reduced price on construction due to economy of scale.

A bid letting is scheduled at the Rock Island Public Works facility on July 22nd, 2008.  Pending favorable bid results, each municipality will then contract separately with the low overall bidder for the slip lining in their respective cities.  The contract documents for the East Moline component will be brought to Council for approval subsequent to the bid letting.

 

RECOMMENDATION:   Approve 2008 Sewer Slip Lining Program and cost

                                          Estimate

 

BUDGET IMPACT:    Budget an estimated $100,000, more or less, to be expended out of Sewer Capital Improvement funds. ($118,400 was budgeted in 2008 CIP)

           

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

 

DEMOLITION 1438 -15TH AVENUE (Mr. Keehner)

 The following bids were received for demolition of the house at 1438 15th Avenue– they are as follows:

 

Date & Time Received

Contractor

Bid Amount

 

July 11, 2008 9:41 AM

McDowell Excavating

12,000.00

July 14, 2008 at 9:44 AM

Olsen Concrete

7,250.00

 

 

RECOMMENDATION: 

It is recommended to accept the low bid of $7,250 from Olsen Concrete.

 

BUDGET IMPACT:

Approximately $7,500.00 out of the demolition fund. This includes the bid publication and administration fees.

 

City Attorney Phares states that Mr. Motzer has advised him that there is a private party waiting to purchase and renovate the home.  However that transaction has not been confirmed yet and it was thought best to proceed with the advertising and awarding of the contract, subject to final approval, in the event the third party fails to move forward on the purchase and renovate the building.  With that staff would ask that the City Council approve the acceptance of the bid from Olsen Concrete subject to final approval by the City Attorney and City Inspector Motzer.

 

A motion was made by Alderman Westbrook, seconded by Alderman Cervantes, to accept the low bid from Olsen Concrete in the amount of $7,250.00 funds will be taken from the Demolition fund in the amount of $7,500, which includes the bid, publication, and administration fees.  The awarding of the bid is subject to final approval by City Attorney Phares and City Inspector Motzer.  Upon roll call the following voted in favor:  Puentes, Moreno, Bustos, Kelley, Cervantes, Westbrook, and Heiland.  Motion carried.

 

GARFIELD PARK BID (Mr. Lambrecht)

The Park Board has approved the purchase of $35,000 of playground equipment for Garfield Park.  The bids for the equipment will be opened on July 30, 2008. 

 

RECOMMENDATION: 

Approve the purchase $35,000 worth of playground equipment for Garfield Park.  Allow the bid results to be presented to the full City Council on August 4, 2008 for final consideration

 

 

BUDGET IMPACT:   

Park funds             $20,611

Carver Grant              8,389

                             Donated proceeds        4,000

                             Moline Foundation               2,000

                                       Total                       $35,000

 

A motion was made by Alderman Moreno, seconded by Alderman Westbrook, to concur with staff recommendation as presented, and forward to the City Council for their consideration.  Upon roll call the following voted in favor:  Puentes, Moreno, Bustos, Kelley, Cervantes, Westbrook, and Heiland.  Motion carried.

 

Q.C. LABOR DAY PARADE REQUEST (Mr. Keehner)

The Quad City Labor Day Parade Alliance has requested permission from the City of East Moline to hold its 25th Annual Quad City Labor Day Parade on Monday,   September 1, 2008.  The staging location is John Deere Harvester parking lot 1100- 13th Avenue, East Moline.  The parade will begin at 11:00a.m.

 

RECOMMENDATION:       

Approve Request

 

BUDGET IMPACT:

Funds have been allocated in this year's budget.

 

A motion was made by Alderman Heiland, seconded by Alderman Westbrook, to concur with staff recommendation, to host the 25th Annual Quad City Labor Day Parade on Monday, September 1, 2008, 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, Moreno, Bustos, Kelley, Cervantes, Westbrook, and Heiland.  Motion carried.

 

NOISE CONCERNS (Alderman Kelley) THIS ITEM REMOVED FROM THE AGENDA BY REQUEST.

The City has received complaints concerning the level of noise generated during certain events at the Rock Island County Fairgrounds and Downtown Music Concerts.

 

 

ADJOURMENT:

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:   Puentes, Moreno, Bustos, Kelley, Cervantes, Westbrook, and Heiland.  Motion carried.  8:05p.m.

 

 

 Minutes taken and submitted by,

 

 

 

_________________________________

Arletta D. Holmes, City Clerk

 

 

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