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     MINUTES OF THE MEETING OF THE MAYOR

AND THE COMMITTEE-OF-THE-WHOLE

OF THE CITY OF EAST MOLINE, ILLINOIS

OCTOBER 6, 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, and Mayor Thodos.  Absent:  Gary Westbrook.   

7:36 p.m.

 

ADDITIONS/CORRECTIONS TO AGENDA

None

 

 FIREWORKS AGREEMENT (Mr. Lambrecht)

NOSTALGIA PYROTECHNICS, INC. was the lowest bidder for the 2008 Fireworks Event held for this 4th of July (2008).  NOSTALGIA has proposed to state the same size event for 2009 for the same price as the 2008 fireworks (10,000).  Because of the higher fuel cost and the expected 20% increase in fireworks cost, prices for 2009 are expected to be 20% higher for the same size event.  Accepting this proposal before January 1, 2009 will guarantee the same price for the same size fireworks event.

 

RECOMMENDATION:     

Option 1:  Approve the proposal of NOSTALGIA PYROTECHNICS, INC. to confirm the 2008     

                 Cost and size for the 2009 Fireworks Event; or

 

Option 2:  Request competitive bids for this event.

 

BUDGET IMPACT:           

Estimated $10,000 if current proposal is accepted.  Cost could vary, if competitive bids are requested.

 

A motion was made by Alderman Kelley, seconded by Alderman Moreno, to concur with staff recommendation to have Nostalgia Pyrotechnics, Inc., provide an exhibition of Fireworks on the evening of July 3,2009. 

 

Discussion was held regarding the City requesting bids.  It was stated that John Deere has donated $10,000 to the City for the cost of the fireworks display.  The Fireworks Committee recommended that the City of East Moline accept Nostalgia Pyrotechnics, Inc., proposal.  Mr. Barry Van Blaricom of Nostalgia Pyrotechnics, Inc. was in attendance.  He gave a brief history of the company. Mr. Van Blaricom addressed concerns and answer questions.

  

Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Bustos, Kelley, and Cervantes.  Motion carried.

 

VOLUNTARY CURBSIDE RECYCLING (Mr. Lambrecht)

As of October 1, 2008, there are 525 residents that have sent back the Voluntary Recycling Survey stating they were interested in the program.   Midland Davis Company of Moline has quoted a price of:

 

400 to 600 collections at $3.80 per month/resident

601 to 800 collections at $3.65 per month/resident

801 collections and more at $3.45 per month/resident

 

Residents or City to buy recycling container

48 gallon = $45.00

64 gallon = $51.10

96 gallon = $58.45

 

This is $0.15 less, per collection, than what was listed on the survey because of the deleted Administration fee.  This fee can be reinstated if the Council feels it is needed.

 

Rock Island residents pay $2.81 per month. They have 2,000 people registered.  The City of Rock Island paid for the recycling containers and gave them to the residents.  As listed above, East Moline residents will pay $3.80 per month for 525 stops.  Container costs are $45.00 for a 48 gallon, $51.10 for a 64 gallon and $58.45 for a 96 gallon.

 

RECOMMENDATION:

Discussion on accepting the cost quoted by Midland Davis.  Also discussion on the possibility of East Moline paying for the containers.  At an average cost of $51.10/container X 525 residents = $26,824.  If the City pays for the container, more people may register.

 

BUDGET IMPACT:

The program is self funding except for a small amount of administration duties regarding placing the monthly fee on the water & sewer bill.

 

Dave Lambrecht, Assistant Director of Maintenance Services, informed the City Council that the City was contacted by Eagle Enterprises Recycling expressing interest in the proposed Voluntary Curbside Recycling Program.  Eagle Enterprise is offering the City a 5 year contract at $3.95 per month with a minimum of 500 participants.  Eagle will recycle paper, plastic, metal and glass and pay for and furnish the recycling containers to the residents at no cost.  Assuming an average cost of $51.10 per container divided over 5 years equals $0.85 per month.     

 

Marty Davis of Midland Davis addressed the City Council stating that he was told the City did not want a long term contract.  He also stated that Eagle's price was not cheaper.  Theirs is $3.95 per month over a 5 year period and our contract is for 2 years at $3.80 per month.

 

Mayor Thodos asked if Eagles had given an explanation why they waited so long before making an offer to the City.  After a lengthy discussion was held on all aspects of the issue,    

 

A motion was made by Alderman Heiland, seconded by Alderman Puentes, to table this item until the next Committee-of-the-Whole meeting (October 20, 2008).  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Bustos, Kelley, and Cervantes.  Motion carried.

 

HANDICAPPED PARKING FINES (Chief Moreno)

Currently the city ordinance is not reflective of the state statute fine for violating parking in a handicapped designated area.

 

RECOMMENDATION: 

Amend the ordinance to the following language so that we are in compliance with the state statute. 

 

Section 9-3-15:  Handicapped Parking:

It shall be unlawful to park any vehicle in a parking space specifically  reserved for u  se by the handicapped, and is so marked or posted, unless said vehicle bears State of Illinois license plates for the handicapped, a disabled veteran plate, or any other special handicapped plate issued by another state.  Any person convicted of a violation of this section shall be fined in an amount of Two Hundred Fifty Dollars ($250.00).  Any person charged with a violation of this section may pay the sum of Two Hundred Fifty Dollars ($250.00) to the city at the police station, whereupon the prosecution for the alleged offense shall not be pursued.

 

BUDGET IMPACT:

An increase in revenue due to the increase of fine amount.

 

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

 

PARKING VIOLATIONS FINE INCREASES (Chief Moreno)

The current parking fines in effect are $5.00 if paid in the first 24 hours and $10 if paid after that period fine is no longer a deterrent.  In order to be consistent with neighboring cities, the current ordinances regarding parking fines should be amended with language an increase.

 

RECOMMENDATION:      

Amended language as follows to increase the fines to $10 and $20.

 

9-10-5 PARKING VIOLATIONS

Any person accused of a violation of an ordinance prohibiting parking a vehicle in a designated area, or restricted area, or restricting the length of time a vehicle may be there parked, except for a handicapped parking violation, may settle and compromise the claim against him or her for such illegal parking by paying to the City, within seven (7) of the time the alleged offense was committed, the sum of ten dollars ($10.00), or after (7) days of the time the alleged offense was committed, the sum of twenty dollars ($20.00).

 

BUDGET IMPACT:           

Anticipated increase in revenue due to fine increase

 

Alderman Kelley gave a brief report on the parking situation at the Rock Island County Fairgrounds.  He thanked Police Chief Moreno and the Department especially in regards to parking control at the Fairgrounds.  Alderman Kelley states that in his opinion it has s been a dangerous situation at the Fairgrounds with cars parking along outside of the fence on the west side of the Rock Island County Fairgrounds.  Normally during the racing season they have good attendance.  What especially concerns Alderman Kelley are families with small children walking in the street that is before and after the races.  After the races everyone is in a hurry to get out of the races.  He asked Chief Moreno and the Department for some assistance this summer.  The Police Department has been very proactive in regulating the traffic.  If this resolution is part of the increase for fines than he is totally in support of this item.   

 

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

 

911 COMMUNICATIONS CENTRE (Chief Moreno)

The joint 911 Center with Moline needs replacement of equipment and console furniture. The current equipment and furniture are 10 years old.  It is time that we solicit bids for that purpose.  As we prepare for the purchase of these items it is requested that East Moline explore the possibility of deconsolidating from the Centre.  Over 10 years ago, when the Centre was formed it was suppose to eventually become a consolidated dispatch center for all Rock Island County public safety agencies. This has not happened.  The cities of East Moline and Moline have not benefited from the anticipated savings of that formation but rather have had to bear all the expenses.

 

RECOMMENDATION:      

It is recommend that staff be directed to go out for bids for the purchasing of equipment and furniture.  It is further recommend that we explore the option of leaving the Centre and having the dispatchers return to the East Moline Police Department by seeking bids that are in the form of both consolidated and deconsolidated with Centre.  When bids are received they will be brought back to COW for consideration.  

 

BUDGET IMPACT:           

None at this time.

 

City Attorney Phares asked Chief Moreno is your recommendation in two separate portions of the discussion or are you asking the City Council for one motion and one vote.  Chief Moreno states he is asking for one motion and one vote.   Mr. Phares asked if that would include the exploration of the option of leaving the Centre and having the dispatchers return to the East Moline Police Department.   Chief Moreno stated that he is requesting to bid the equipment in both forms of being consolidated, and he is not at this time asking for a vote for the deconsolidation of the Centre.

 

A lengthy discussion was held with regards to all aspects of the 911 Communication Centre.

 

A motion was made by Alderman Heiland, seconded by Alderman Moreno, to concur with the recommendation as presented.  Upon roll call the following voted in favor:  Heiland, Puentes, and Moreno.  The following voted to oppose:  Bustos, and Kelley.  The following voted to Pass:  Cervantes.  Motion carried.  3-2

 

BABCOCK SEWER FUNDING (Mr. Kammler)

The Governor has announced that the City of East Moline has been awarded a Community Development Assistance Program (CDAP) grant in the amount of $350,000 to assist in the installation of sanitary sewer to a portion of the Babcock-Meersman subdivisions.  This was discussed during City Council meetings earlier this year.  Sanitary sewer service is has been needed in this area for some time and will truly provide a long-term benefit to the residents in the project area.  The next step in this project is for the City to determine the amount of cost required for residents to obtain sewer service, as well as the amount of participation by the City in this expense.

 

After these costs are determined/proposed, the level of support by the residents needs to be solidified.  To substantiate this, staff is recommending a letter be sent to residents explaining the project and explaining the estimated cost to the residents.  The letter also requests they submit a form indicating their support, or lack thereof, for the proposed project.  A draft of this letter is attached for review and comment. 

 

RECOMMENDATION:      

Council discussion to determine the cost to residents and City participation.  Initial recommendation from Engineering Department is shown in the draft letter to residents, which assumes a City participation level of $1,000 per resident, regardless of income level.

 

BUDGET IMPACT:           

Dependent upon Council consensus on level of City participation.

 

Mayor Thodos stated that he had an opportunity to speak with Alderman Westbrook earlier and he is in full support of this.  The City Council, three years ago,   did commit to a proposal which at the time engineering Sewer was going to be, at the most, was $10,000, and Water at least $5,000.  Since Mr. Kammler has taken a second look at the project.  Those numbers are far less than what the original estimates were.  The CDAP grant only applies to the sewer.  The City does have an EPA grant.

 

Mr. Kammler explained that the drafted letter would be sent out to all residents that would including the cost, and payment option plans that are available. Also obtain information as to how many residents are interested in hooking up to the city's sewer system. Additional discussion was held recommendations were discuss having a public hearing or press release assuring all residents would be informed.

 

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

 

BABCOCK SEWER – COUNTY HIGHWAY PERMIT (Mr. Kammler)

In order to install a portion of the proposed Babcock Pressure Sewer along 40th Street, which is a Rock Island County Highway, a County Highway permit is required.  The County Engineer has already seen and accepted the proposed construction plans and now requires a City Council resolution for permitting "City" work on the "County" Highway.

 

RECOMMENDATION:      

Request City attorney and Director of Engineering prepare a Resolution for City Council approval for County Highway permit for the proposed Babcock Sewer Project.

 

BUDGET IMPACT:           

None.

 

A motion was made by Alderman Moreno, seconded by Alderman Puentes to concur with staff recommendation to direct the City Attorney and Director of Engineering to prepare the appropriate document and forward to the City Council for their approval.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Bustos, Kelley, and Cervantes.  Motion carried.

 

2009 CAPITAL IMPROVEMENT PLAN (Mr. Kammler)

A proposed Capital Improvement Plan for 2009 will be presented by the Director of Engineering.  Among other projects, the presentation will include proposed scope of work and cost estimates for three significant street/utility projects:    3rd Avenue (19th St. – 25th St.), several streets in the Hillcrest School Area (including 5th Street from 19th Ave – 22nd Ave), and 23rd Avenue (Archer Dr. – 19th St.)

 

RECOMMENDATION:      

Approve 2009 CIP subject to available funds.

 

BUDGET IMPACT:           

Per Capital Improvement Plan.

 

Mr. Albert Dussliere addressed the City Council, and read the following statement into the record:

 

Honorable Mayor Thodos, members of the City Council, City Staff, Ladies and Gentlemen.  Thank you for allowing us this time in your meeting to address our concerns.

 

Before we get into that I want to mention how happy we are to have read in the paper recently of some of the things that are happening in our city.  I refer to the update on the former Case site, the status of the proposed meat processing plant, the possible expansion of the TIF District to assist United Township High School improvements at Soule Bowl, beautification and new businesses in the downtown area, renovations of the Strand Theatre and the Oak Glen Nursing Home on Kennedy Drive.  I believe it is necessary and a benefit for all to have periodic reports of what we are doing.

 

Congratulation are also in order to this Administration and Council for the long overdue effort of improving and replacing old and deteriorating water mains.  This is a project which has been overlooked for too many years.  It is my understanding that the funds for these improvements are coming from the increased water and sewer rates we now enjoy.  This is what this money was intended for.  I further understand that the priority for these projects is based somewhat on the problems we have experienced with water main breaks.  The worse problems go to the top of the list.  Morton Drive, 8th Street and a great number of alleys, including one in our neighborhood required action and you took it.  

 

One of the water/sewer projects included in the CIP program presented earlier this evening includes a portion of 19th Avenue and 5th Street to 22nd Avenue.  The water main on 5th Street has been one of the problem areas for years and must be repaired.  We agree entirely with this project but believe empathetically that the project should be extended to include 19th Avenue from 5th to 4th Street A. and 20th Avenue to Kennedy Drive.  Look at the map we will circulate and it will show the extension we will prove it should be included.  The water and sewer mains in this area must be included because they are the same age and condition of the mains scheduled to be replaced.  Adding the area we have suggested would cost less now if accomplished along with the recommended project rather than waiting until this water main too becomes a problem.  It would not only be cost effective but it would also correct the negligence of many years of not replacing water and sewer mains and making the vital improvements to the street.

 

This area is one of the very earliest developments and included four of the oldest homes in East Moline dating back to the 1920's.  It is a compliment to the city in every way except the deplorable and unsafe condition of the streets.  The residents of more than 30 homes and two 8 apartment buildings use these streets as well as school busses, teachers, employees and parents who transport their children to and from Hillcrest School.  Even if there were no problems with water and sewer mains these streets must be improved, made safe and properly maintained.

 

The pictures we are circulating demonstrate the conditions of the streets much more emphatically than I could describe.  We invite each and every one of you to visit our forgotten part of town.  Walk our streets ask yourself if this is the condition you would want for your home and neighborhood.

 

We respectfully submit our proposal that it be included in the Capital Improvement Program being presented tonight.  Thank You.

 

Additional discussion was held regarding the Capital Improvement Plan (CIP).  Also how to secure additional funding sources that could enable the City to add additional projects to the plans.  Mr. Kammler explained the process regarding how projects are prioritized.      

 

A motion was made by Alderman Heiland, seconded by Alderman Moreno, to approve the 2009 Capital Improvement Program subject to available funds.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Bustos, Kelley, and Cervantes.  Motion carried.

 

A motion was made by Alderman Moreno, seconded by Alderman Puentes, to use the omnibus vote method for the following:  3rd Avenue Surveying Contract, Hillcrest School Area Surveying Contract, and 23rd Avenue Survey and Engineering Contract.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Bustos, Kelley, and Cervantes.  Motion carried.

 

3RD AVENUE – SURVEYING CONTRACT (Mr. Kammler)

3rd Avenue is in need of substantial improvements to both underground utilities and the street pavement between 19th Street and 25th Street.  Improvements will include water mains, sanitary sewers, storm sewers, street reconstruction, and related work.

 

In order to design and prepare construction plans for the proposed improvements, a topography survey is required.  A proposal has been obtained from McClure Engineering to perform the required survey work.  Surveying will take place this fall prior to snowfall so design can proceed over the winter months.

 

It is anticipated that all design and construction plan preparation will be performed in-house by Engineering Dept staff members.

 

RECOMMENDATION:      

Authorize contract with McClure Engineering for topography survey.

 

BUDGET IMPACT:           

Lump Sum contract with fee of $5,400.00 to be paid out of Water & Sewer Capital Improvement funds.

 

HILLCREST SCHOOL AREA – SURVEYING CONTRACT (Mr. Kammler)

The utilities and streets east of Hillcrest School are in need of substantial improvements.  Specific areas recommended as part of a 2009 project include 5th Street (19th-22nd Ave), 6th Street (21st-22nd Ave), 19th Avenue (5th St-18th Ave), 21st Avenue (5th-6th St), and 22nd Avenue (5th – 6th St).  Improvements will include replacement of water mains, upgrades to sanitary sewers, installation of storm sewers, street reconstruction, installation of concrete curbs, and related work.

 

In order to design and prepare construction plans for the proposed improvements, a topography survey is required.  A proposal has been obtained from Shive-Hattery to perform the required survey work.  Surveying will take place this fall prior to snowfall so design can proceed over the winter months.

It is anticipated that all design and construction plan preparation will be performed in-house by Engineering Dept staff members.

 

RECOMMENDATION:      

Authorize contract with Shive-Hattery for topography survey (Scope Items 1-4 in Shive Proposal).

 

BUDGET IMPACT:           

Lump Sum contract with fee of $9,800.00 to be paid out of Water & Sewer Capital Improvement funds.

 

 

 

23RD AVENUE – SURVEY AND ENGINEERING CONTRACT (Mr. Kammler)

23rd Avenue is in need of substantial improvements to both underground utilities and the street pavement between Archer Drive and 19th Street.  Improvements will likely include replacement of water mains, upgrades to sanitary sewers, installation of storm sewers, complete street reconstruction, and related work.

 

Due to workload of both ongoing and anticipated capital improvement engineering projects

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