MINUTES OF THE MEETING OF THE MAYOR
AND THE COMMITTEE-OF-THE-WHOLE
OF THE CITY OF EAST MOLINE, ILLINOIS
AUGUST 18, 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, Luis Moreno, Cheri Bustos, David Kelley, Roseann Cervantes, Gary Westbrook, and Mayor Thodos. 7:40p.m.
ADDITIONS/CORRECTIONS TO AGENDA
MUNICES AMENDMENT (Chief Moreno /City Attorney Phares)
In December 2007 the city council passed an Administrative Hearing Officer program for ordinance violations. In order to streamline the process, and expedite for those parties wishing to plead guilty without appearing before the Hearing Officer, the attached amendment to the ordinance is being proposed.
To approve the amended ordinance.
There should be increase in revenue as full payments made without an appearance will retained by the city.
Alderman Bustos asked if someone pleads guilty does the City have some other course of action that can be taken other than just being fined because she feels there should be another step in the process.
City Attorney Phares stated that the City has the choice of either going to the Circuit Court for an ordinance violation or through the MUNICIES program. The MUNICIES program is primarily designed for minor ordinance violations of offenses which are simply resolved through the payment of a fine. If there is an ongoing ordinance violation that continues such as zoning violations or where there is a health hazard, that case would not be taken to MUNICIES Court because MUNICIES Court has no authority to direct the termination of the violation. Therefore MUNICIES is usually for those very simple straight forward offenses where the City gets a $100.00 fine and the City is satisfied and that really is the aim of the MUNICIES Court.
A motion was made by Alderman Westbrook, seconded by Alderman Cervantes, to concur with the recommendation as presented 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 DRAINAGE IMPROVEMENT PROGRAM (Mr. Kammler)
In accordance with the 2008 Capital Improvement Plan Construction Plans, Specifications and Contract Documents have been prepared by the Engineering Department for two street-related drainage improvement projects: (1) Re-grading the street and adding proper storm sewer inlets and piping near 2614 -1st Street, and (2) Upgrading storm inlets and adding a new outlet pipe near 603 - 39th Avenue. Complete plans, specifications and bidding documents are available for review and comment at the East Moline Engineering & Maintenance Facility.
While construction will undoubtedly result in inconvenience for neighboring residents, the street is to remain open to local traffic throughout construction.
A bid letting is scheduled for Tuesday, August 26, 2008 at 10:00 a.m. A complete tabulation of bids and formal recommendation from the Director of Engineering (pending reasonable bid prices) will be forthcoming to the City Council prior to the September 2, 2008 Council Meeting. Construction of the proposed improvements would be performed in September/October of this year.
Approve Plans, Specifications and Construction Contract Documents and recommend the project be awarded to the lowest responsible bidder, subject to (1) the results of the August 26, 2008 Bid Letting and (2) the final recommendation of the Director of Engineering.
The 2008 CIP budgeted $75,000 to be expended out Non-Home Rule Sales Tax funds and $50,000 out of Drainage Capital Improvement funds. The final Engineering estimate for the work proposed is $106,000
A motion was made by Alderman Puentes, seconded by Alderman Westbrook, to concur with the recommendation and direct the City Attorney to draft the appropriate document and forward to City Council for their consideration.
Upon roll call the following voted in favor: Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried.
ENGINEERING CONTRACT (SUGAR CREEK PUMP STATION GENERATOR) (Mr. Kammler)
The Sugar Creek Pumping Station is utilized to pump storm water runoff from Sugar Creek over the Mississippi River levee when the Mississippi River is flooding and the Sugar Creek gate well is closed. There is currently no backup power for this critical flood protection facility. After the storm events of July 21, 2008, this facility was without power for more than 24 hours. Both Maintenance Services and Engineering Departments have previously recommended a back-up generator for this facility. The Maintenance Services Department budgeted funds in this year's budget for engineering and preliminary electrical construction work for a generator at the pump station. The Engineering Department has obtained a proposal from KJWW Engineering (Rock Island) to provide design, bidding and construction phase services for the necessary wiring, panel modifications, equipment, and generator. This proposal is attached for reference.
Additionally, due to substandard back-up power at the East Moline Public Works Building, a quote was also obtained from KJWW to perform a study and recommendation of generator options for this facility. This supplemental fee does not include design or bidding services, which would be recommended at a later date pending the results of the study.
Award contract for Sugar Creek Pump Station Generator to KJWW Engineering in the amount of $11,500.00. Approve supplemental fee for study of Public Works Facility back-up power in the amount of $1,500.00.
$13,000 to be expended from Maintenance Services Budget.
A motion was made by Alderman Westbrook, seconded by Alderman Puentes, 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.
METER BIDS (Mr. Willemarck, Tabled from 8/4/08)
The City received competitive bids for a new automated Meter Reading System to replace up to 7,000 water meters 2-inch in size and lower. This bid is for materials only. Instillation of the system is an additional cost.
7,000 bare meters and 7,000 transmitters
Accept the alternate bid for Badger for $899,602
$899,602 from Water &Sewer Capital Improvement Fund
A motion was made by Alderman Kelley, seconded by Alderman Cervantes, to accept the alternate bid from Badger in the amount of $899.602, and have Professional Meters to complete 100% of the installation of the meters in the amount of $540,238.00.
Alderman Puentes stated that the City Council should vote on these two items separately. Alderman Moreno stated he understands the request, but feels financially it would be more beneficial for the City if these items were voted on together. Alderman Heiland concurs with Alderman Puentes that these items are voted on separately.
David Jacquin, Union Representative of AFSMCE 1234 was given the opportunity to address the City Council and read the following statement into the minutes for the record:
A lot of discussion has occurred since the issue of remote read meters and installation was first brought up. Installation by City workers, private company or a combination of both. Mr. Jacquin states he has spoken at each Council meeting about City workers doing the installation and concerns of unfilled Maintenance Services positions that may limit our ability to do so. The issue of filing these positions, approved last April, seems well on its way to becoming reality. That being said over the last week he has spoken with several Aldermen, Mayor Thodos, Mr. Willemarck, and Mr. McCleary. While the opinions differed, the main concern seems to be the same. This meter change is a good decision and the installation needs to be done as quickly and efficient as possible.
At the previous City Council meeting I spoke of the Union workers changing hours of work to help facilitate the installation of these meters. The Water Distribution workers and Union are agreeable to the schedule change through the completion of this task. The question that needs to be asked is whether the employees can be put on this job and kept on it given the type of weather extremes over the last 10 months or so. If this pattern was to continue and these employees are needed elsewhere, the installation and consequently service to the residents will suffer.
You have heard my opinions as a Union representative, but the decision is not the Unions. We are able and we are willing. The decision is for the Council to make and needs to be made before the bids run out. The Union President, Chris Larrison, and I have had over the last week have been very positive. Focusing on better communication the Unions position is that resident service is the most important part of this issue. We are willing to do what the Council deems best for the residents.
After more discussion, Alderman Kelley made a motion to call for the vote it was seconded by Alderman Cervantes. Mayor Thodos restated the motion.
A motion was made by Alderman Kelley, seconded by Alderman Cervantes, to accept the alternate bid from Badger Meters Inc., in the amount of $899.602, and have Professional Meters to complete 100% of the installation of the meters in the amount of $540,238.00.
Upon roll call the following voted in favor: Kelley, Cervantes, and Moreno. The following voted to oppose: Bustos, Westbrook, Heiland, and Puentes. Motion fails. 3-4.
A motion was made by Alderman Puentes, seconded by Alderman Westbrook, to accept staff's recommendation to purchase the meters from Badger Meters Inc., in the amount of $899,695 conditioned upon the City Council making a decision on the installation. Upon roll call the following voted in favor: Bustos Westbrook, Heiland, Puentes, and Moreno. The following voted to oppose: Kelley, and Cervantes. Motion carried. 5-2
METER INSTALLATION (Mr. Willemarck, Tabled from 8/4/08)
Bid packets were sent out to 35 meter instillation companies. Only Professional Meters Inc from Morris Illinois submitted a proposal. The closest competitors are from Kentucky, Indiana and Wisconsin. The City requested three quotes to install Badger Meters with the Orion Automated Reading System. Instillation to be completed in 12 months after the first meter is installed
Professional Meters to complete 100 % of the instillation. $540,238
Professional Meters to administrate the instillation with 5 City workers $$632,995
Professional Meters to install 50% of the meters
City employees to install 50% of the meters. $543,059
Bruce Willemarck, Director of Maintenance Services, reports additional details on the bid process.
Accept the base bid from Professional Meters Inc., to install the Automated Meter Reading System for $540,238.
$540,238. from Water & Sewer Capital Improvement Funds.
A lengthy discussion was held on: water meters, water meter installation, number of employees required to install meters, overall budget impact, funding sources and warranties.
A motion was made by Alderman Bustos, to have Professional Meters to administrate installation with 5 City employees. Motion dies for lack of second.
A motion was made by Alderman Moreno, seconded by Alderman Cervantes, to accept the base bid from Professional Meters to complete 100% of the installation in the amount of $540,238. Upon roll call the following voted in favor: Bustos, Kelley, Cervantes, and Moreno. The following voted to oppose: Westbrook, and Puentes. The following voted to pass: Heiland. Motion carried.
Alderman Bustos explained why she changed her vote.
SALARIES FOR ELECTED OFFICIALS (Alderman Westbrook)
Recently the City has seen an increase in opening in key city staff positions resulting in the need to increase compensation in order to attract well-qualified applicants for these positions. The foundations for the increases were established through the use of comparables throughout the state which is an acceptable practice and an adequate means of justification. By ordinance, it is recommended the City Council review salaries of all elected officials every five years, commencing in 2005.
RECOMMENDATION: Award increases in the amount listed below with effective dates as listed:
OFFICE CURRENT PROPOSED
Mayor $17,000 $18,000
City Clerk $3,600 $7,200 - $8,000
Alderman $3,600 $4,800
Treasurer $3,000 $4,000
Increase #1, effective May 1, 2009 $9,700
Increase #2, effective May 1, 2011 $3,600
Total Cost $13,300
Alderman Moreno stated he did not feel the Aldermen needed an increase, but the Mayor and City Clerk are underpaid, and personally he would not want to see a pay increase for himself and fellow Aldermen.
Mayor Thodos stated that he did not need a pay increase. Additional comments were made regarding this item.
A motion was made by Alderman Heiland, seconded by Alderman Westbrook, to approve increasing the City Clerk's salary from $3,600 annually to $7,200 annually with the term commencement date of May 1, 2009. Upon roll call the following voted in favor; Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried.
A motion was made by Alderman Moreno, seconded by Alderman Cervantes, to approve a salary increase for the City Treasurer.
City Treasurer William Vyncke stated that he was satisfied with his current salary.
Alderman Moreno and Alderman Cervantes withdrew their motion.
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: Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried. 8:44p.m.
Minutes taken and submitted by,
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