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MINUTES OF THE MEETING OF THE MAYOR
AND CITY COUNCIL OF THE CITY OF EAST MOLINE,
COUNTY OF ROCK ISLAND, STATE OF ILLINOIS
MARCH 17, 2008 AT 6:30P.M.
PLEDGEMayor Pro-Tem Helen Heiland led the City Council and all those present in the Pledge of Allegiance to the Flag followed by a moment of silence for former Alderman Crotis Teague who recently passed away.
ROLL CALL Mayor Pro-Tem Heiland 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, Roseann Cervantes, and Gary Westbrook. Absent: Mayor Thodos. Mayor Pro-Tem Heiland informed the City Council that Mayor Thodos is on vacation with his family.
ADDITIONS/CORRECTIONS TO AGENDA City Administrator, Rich Keehner requested that item A under Executive Closed Session (Pending Litigation) be removed from tonight's agenda.
CITY CLERKS REPORT City Clerk Holmes informed the City Council that on page one (1) of the regular City Council minutes a moment of silence should have been given for Tom Lambrick instead of Joe Lambercht, also Resolution 08-18 should be compromise instead of comprise. These corrections have already been made to the minutes.
City Clerk Holmes read the Consent Agenda that included the following:a) Approval of the City Council Minutes of March 17, 2008
b) Approval of the Committee-of-the-Whole Minutes of March 17, 2008
c) Approval of Salaries in the amount of $337,978.60
d) Approval of Bills in the amount of $293,071.76
A motion was made by Alderman Moreno, seconded by Alderman Westbrook, to approve the Consent Agenda as presented. Upon roll call, the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried.
REPORT BY THE MAYOR Jaycee's Presentation Mayor Pro-Tem Heiland introduced Tony Trulson of the East Moline/Silvis Jaycee's. Mr. Trulson addressed the City Council giving a brief overview of the Jaycee's organization and its purpose, noting that his organization is designed to teach leadership skills as well as business training to its membership. Mr. Trulson would like to meet with the City of East Moline and the City of Silvis City Council possibly by the end of April or the beginning of May, to discuss projects and goals. Mr. Trulson informed the City Council that they are currently working on a "trivia night' which will be held at 6:00p.m. on May 17, 2008, at Our Lady of Guadalupe. The proceeds will be used to send kids to Camp New Hope, which is a summer camp for children with disabilities. Mr. Trulson thanked the Mayor Pro-Tem and the City Council for the opportunity to address them. Alderman Moreno stated that he is willing to talk with the Jaycee's also Alderman Bustos stated once a date has been established contact our City Clerk who would forward the information to the Council. Mayor Pro-Tem Heiland read a letter from Mayor Don Walvert of the City of Moline, thanking the City of East Moline for the assistance provided to them during the flash flooding of the Rock River on March 6, 2008. Mayor Pro-Tem Heiland deferred the floor to Fire Chief Rob DeFrance. Chief DeFrance informed the City Council that he has received a retirement letter from Steve Carlson effective March 30, 2008. Mr. Carlson has recently accepted a position as Deputy Director for the Rock Island County Emergency Services Disaster Agency (ESDA), although we are sorry to see Steve leave, we look forward to working with him in his new position. A retirement party will be held March 27, 2008, at Morton Fire Station from noon to 1:30p.m.
CITY ATTORNEY City Attorney Phares presented the following Resolutions:
RESOLUTION 08-16: A Resolution of the City Council of the City of East Moline, Illinois, approving Long Range Capital Improvements in the amount of $250,000.00 for the East Moline Park Board. A motion was made by Alderman Moreno, seconded by Alderman Westbrook, to adopt Resolution 08-16 as presented. Discussion: City Administrator, Rick Keehner stated that after several discussions with City staff that if the $250,000, were to be approved this evening, might jeopardize a grant that has been awarded to the Police Department. Funding of the Fire Truck, the Parks, the second Fire Truck and the emergency radio funding only: three of these items would only leave about $50,000 of matching funds for the grant for the emergency radios. Police Chief, Victor Moreno stated back in the fall, the department applied for a PSIC grant initially we requested $5 Million dollars. The City did get $1 million dollars, but the City of Moline is the parent agency of the grant with that $1 million we have been trying to put together a proposal to actually resubmitting an application because of the portable radios for about $1.2 Million dollars. That would only be Fire and Police radios for the City. There is a 20% match; the City would need to match our portion of that grant.However, once the City commits to accepting the grant for the radios, at that time the City would also do improvements to the Dispatch Center radio equipment for compatibility purposes. Currently that would not be covered by the grant. Chief Moreno stated that he had spoken with Jim Hughes, Director of Finance, noting that when the financial potion of what funds were available, $400,000 was allowed for the Police Radio Project. If the City does replace all of radios, includingtheMaintenance Services Department because that was not part of the grant, that this is in the area of Public Safety. As the City resubmits the application for approval, commitment will be required within the next month. That will require a funding match. Fire Chief, Rob DeFrance stated that all radios are required to have P25 Federal Standard Compliance federal operations to ensure inoperability. The City needs to replace the radios very soon. The Fire Department is beginning to see problems in regards to repairs and replacement parts for the radios. They are no longer being manufactured and are extremely expensive. The City really does not have a choice. Alderman Moreno stated all the Park Board is asking for is $250,000; The City Council's job is to find another way. Alderman Bustos stated it seems to me that the Council keeps getting this piece-meal. It comes down to the vote and all of a sudden there is another issue that comes up. Maybe this is our budget time, but what is the 5 year and 10 year plan and how does the City pay for these things and not pitting one department against the other. Alderman Kelley stated that frequently when we get to the Committee of the Whole documentation there is a recommendation from staff, so what is the recommendation tonight? Chief Moreno stated when the current radio grant ran out, the grant opportunity came. These are things you cannot predict; within a couple of months staff will have a much better picture of the cost. Alderman Kelley asked that possibly we should table this for Six (6) weeks until we get some more information. Alderman Moreno asks that second Fire Truck be delayed for another year because the current truck is still in working order. Alderman Cervantes agrees with Alderman Moreno and feels we have delayed the Park Board by promising and promising. "We put the carrot out there and pull it back in". I am sure there are going to be emergencies and we need good equipment for the Police and Fire, but we also need to look at the Parks. Tabling it again is not going to solve the problem. We should vote on the Parks tonight. Alderman Puentes stated that the Council needs to make a decision. The reason we are getting a Fire Truck is that we are without a reserve Truck. The City has to barrow a Fire Truck, if available, from The Rock Island Arsenal, or The City of Rock Island. Alderman Bustos stated since the City cannot Bond until December of 2008 she would like to recommend tabling, and let the administration come back in with a plan. Alderman Moreno stated that purchasing the second Fire Truck was to keep on the replacement cycle it was not an emergency. Alderman Cervantes noted that tabling the issue is not the answer. Alderman Westbrook stated that his problem is not having heard any new information. This information is not new over the last two weeks. Timing is everything and it seems like it is working tonight. Upon roll call the following voted in favor: Cervantes, Westbrook, and Moreno. The following voted against: Kelley, Heiland, Puentes, and Bustos. Motion defeated. 3-4
Alderman Moreno leaves meeting at 6:58p.m. A motion was made by Alderman Kelley, seconded by Alderman Puentes, to table this issue for six (6) weeks. Upon roll call the following voted in favor: Kelley, Heiland, and Puentes. The following voted against: Cervantes, Westbrook, and Bustos. Motion fails. 3-3. Additional discussion: Alderman Bustos asks why it takes an additional six (6) weeks. Chief Moreno explained that 2 weeks would not be enough time to get a response from the grant application. Park Board member Windy Hilton-Morrow addressed the City Council she stated that when they walked in the Council Chambers tonight, the Park Board thought they had the vote. She stated that they had been here before and I am not sure; Ms. Hilton-Morrow thinks it is very unfortunate, Ms. Hilton-Morrow feels that the City creates competition among the various departments (Parks, Police, and Fire and ect.) and it's not fair. Mr. Keehner stated when staff went through the analysis during the last Council session, it was apparent that the numbers did not add up to $1,250,000. Staff talked about the Fire Truck, Parks, the second Fire Truck and Emergency Radios. The numbers did not add up. When staff left that meeting there was probably $50,000 left over from the $1,250.000, which is not enough to meet the Emergency Radio grant matching dollars. A motion was made by Alderman Bustos, seconded by Alderman Cervantes, that the City Administrator writes a proposal to identify a funding source for the $250,000 for the Parks Department. The City Council can vote on this in two (2) weeks at the April 7, 2008 meeting. Upon roll call the following voted in favor: Cervantes, Westbrook, Puentes, and Bustos. The following voted against: Kelley, and Heiland. Motion carries. 4-2.
RESOLUTION 08-17: A Resolution of the City Council of the City of East Moline, Illinois, for the General Assembly to be fiscally responsible in making benefit improvements; and adopt reforms that protect Police and Fire Pension Funds. Finance Director Jim Hughes gave the background information on Resolution 08-17. A motion was made by Alderman Westbrook, seconded by Alderman Cervantes, to adopt Resolution 08-17 as presented. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
RESOLUTION 08-18: A Resolution of the City Council of the City of East Moline, Illinois, approving a proposed compromise with Francisco Troche for liens filed by the City against the property located at 1344 18th Street, East Moline, Illinois. A motion was made by Alderman Westbrook seconded by Alderman Cervantes, to adopt Resolution 08-18 as presented. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
RESOLUTION 08-19: A Resolution of the City Council of the City of East Moline, Illinois, accepting the bid of and authorizing execution of an agreement with Walter D. Laud, Inc., to construct a new Fire Station Drive in the amount of $15,689.00. A motion was made by Alderman Westbrook, seconded by Alderman Cervantes, to adopt Resolution 08-19 as presented. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
RESOLUTION 08-20: A Resolution of the City Council of the City of East Moline, Illinois, authorizing execution of a Licensing Agreement with KVF-Quad Corporation for a 9 foot x 9 foot area located at the southeast corner of 13th Street and 8th Avenue. Alderman Cervantes stated that she had spoken to Mr. Crotty and at that time he expressed to her that he would not be entering into a licensing agreement with the City at this time. A motion was made by Alderman Cervantes, seconded by Alderman Westbrook, to table Resolution 08-20 until additional infor mation is available. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
COMMITTEE OF THE WHOLE (Alderman Moreno) Alderman Puentes has no items for discussion. All items have been covered under the Consent Agenda, by Ordinance or Resolution.
CITY STAFF COMMUNICATION: Each City Staff member present was given the opportunity to inform the City Council and those present of events in their departments:
Jim Hughes, Director of Finance – Reported to the City Council, that the training schedule for the new software was moved up. Last week staff went to training for Payroll and General Ledger putting staff three to four weeks ahead of schedule. Staff has completed the first payroll using the new software, and staff has started the implementation of the General Ledger.
Bruce Willemarck, Director of Maintenance Services – reported to the City Council that about every ten (10) years or so, staff goes reviews how the City has grown and the number of garbage stops and "pick-ups". Sometimes what happens is that certain areas have more growth than others, so garbage stops have increased substantially. The Maintenance Department will be changing some residential stops for yard waste. This will be accomplished by doing half the City on Wednesday and the other half on Thursday informational flyers will be sent to residents explaining the change.
Leath "Chip" Drake, Director of Water & Wastewater Facilities – reported to the City Council that last Wednesday night staff had a problem with a broken sludge line. Staff was able to treat the water and the line was repaired. It was fully operational by that evening.
Rick McDaniel, Assistant Director of Engineering – reported to the City Council the various projects going on in the City. Staff is continually updating our GIS System. Mr. Miller continues to coordinates City infrastructure and GIS information also continue putting on floods information. Staff is coordinating with the Illinois Department of Transportation (IDOT) on past and present Motor Fuel Tax (MFT) projects. Staff is working on the following projects: Street programs, Fire Driveway project, and Morton Drive. Plans were completed on Friday, March 14, 2008, advertisement for bids were published in the newspaper on Saturday, March 15, 2008. Bid opening is scheduled for April 2, 2008 bids will be reviewed by Engineering. Staff will come back to the City Council with a recommendation on April 7, 2008. For our 2008 Capital Improvement Plan staff is proceeding with its 8th Street program. Survey is completed staff are now transitioning from our conceptual phase to our design element. The project should be completed within the next few months. Staff will keep the City Council informed on the progress in the weeks to come.
Rich Keehner, City Administrator- reminded the City Council that the tentative budget is on display for public inspection and there will be several changes in the budget. Mr. Keehner has received several e-mails requesting making some adjustments. We do need to establish a hearing for the Tentative Budget for April 7, 2008 at 6:15p.m. On April 21, 2008 the budget will be adopted and on May 1, 2008 the budget will be implemented.
FIVE-MINUTE CITIZEN PARTICIPATION Mayor Pro-Tem Heiland gave East Moline residents in the audience the opportunity to address the City Council. None
Mayor Pro-Tem Heiland announced that we will be having an executive closed session to discuss the following: Fire Labor Negotiations.
RECESS SESSION: A motion was made by Alderman Puentes, seconded by Alderman Westbrook, to recess the City Council meeting and proceed to the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried. 7:29p.m.
Mayor Pro-Tem Heiland calls for break
RECONVENED SESSION: A motion was made by Alderman Westbrook, seconded by Alderman Cervantes, to reconvene the City Council meeting. Upon roll call the following voted in favor: Bustos, Kelley, Cervantes, Westbrook, Heiland, and Puentes. Motion carried. 8:17p.m.
CLOSED SESSION: A motion was made by Alderman Westbrook, seconded by Alderman Cervantes, to go into Executive Closed Session to discuss the following: Fire Negotiations. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried. 8:18p.m.
REOPEN SESSION: A motion was made by Alderman Westbrook, seconded by Alderman Cervantes to return to open session. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried. 8:50p.m.
ADJOURNMENT: A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to adjourn the City Council meeting. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried. 8:50 p.m.
Minutes taken and submitted by,
Arletta D. Holmes, City Clerk
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