MINUTES OF THE MEETING OF THE MAYOR
AND CITY COUNCIL OF THE CITY OF EAST MOLINE,
COUNTY OF ROCK ISLAND, STATE OF ILLINOIS
AUGUST 18, 2008 AT 6:30P.M.
PLEDGEMayor Thodos led the City Council and all those present in the Pledge of Allegiance to the Flag 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. ADDITIONS/CORRECTIONS TO AGENDA City Attorney Phares, requested to add a Resolution authorizing execution of an agreement for Professional Services with McClure Engineering Associates Inc., with regards to cost estimates for storm related Capital Improvement Projects at the request of the Director of Engineering. City Administrator, Rich Keehner requested that Personnel Matters be added to the Executive Closed Session Agenda for discussion. CITY CLERKS REPORT City Clerk Holmes reported that the next City Council and Committee of the Whole meetings will be held on Tuesday, September 2, 2008 due to the Labor Day Holiday.
City Clerk Arletta D. Holmesread the Consent Agenda that included the following:a) Approval of the City Council Minutes of August 4, 2008 b) Approval of the Committee-of-the-Whole Minutes of August 4, 2008 c) Approval of Salaries in the amount of $366,371.56 d) Approval of Bills in the amount of $262,906.59 A motion was made by Alderman Moreno, seconded b y Alderman Westbrook, to approve the Consent Agenda as presented. Upon roll call, the following voted in favor: Bustos, Kelley, Cervantes, Westbrook Heiland, Puentes, and Moreno. Motion carried. REPORT BY THE MAYOR Mayor Thodos reported that this Wednesday at 6:00p.m. at the UAW Hall on 19th Street there will be representatives from FEMA to address any concerns or questions from residents who were affected by the flood. In the event that Aldermen have any constituents who require additional information from FEMA, (1st Ward and the 7th Ward were the ones affected), FEMA will be here to answer any questions and hopefully provide assistance. Tuesday, August 19, 2008 Mayor Thodos will be attending a meeting with other Mayor's in the Quad Cities. Staffers from the Washington D.C. office of our United States Senators and Representatives will be in the area, mainly to discuss the Rock Island Arsenal. As you know the Arsenal is the number one employer in the Quad Cities. They are coming here to take a first-hand look at the operations at the Arsenal. Hopefully they will be able to bring back information to their Washington D.C. Office and when it comes time for the budget committee, and any of the other committees that meet, they will have first-hand knowledge of the Arsenal's operations. The City will again be bringing back a tradition that has been in a different location for several years. The United Township High School (UTHS) Home Coming Parade will be once again in Downtown East Moline. We used to have great participation Downtown; having it in the Business District as opposed to a Residential area. Hopefully we will have a larger audience on the parade route. The Boosters Club will be meeting and Alderman Heiland, will be there to represent the City of East Moline in my absence. It appears that the Home Coming Parade will be September 26, 2008 at 2:00p.m. The starting route is uncertain at this time, but tomorrow evening the City should know all of the particulars. The 25th Annual Labor Day Parade will be held on Labor Day. Traditionally the City of East Moline has some sort of represtation in the parade. Alderman Cervantes and Alderman Puentes volunteered to take care of that. Mayor Thodos will make sure that the City has a position in the parade, and Finance Director, Jim Hughes has purchased bubble gum for the parade. CITY ATTORNEY City Attorney Phares presented the following Resolutions RESOLUTION 08-73: A Resolution of the City of East Moline, Illinois, (1) Establishing the date, time and place of a public hearing on the adoption of ordinances approving amendments to the Redevelopment Project and Plans for and adding parcels of property to the North Hill Redevelopment Project Area within the City, (2) Providing for the giving of Public Notice of such Hearing, and (3) Convening and providing for the giving of Notice of a Meeting of a Joint Review Board to make a recommendation to the City concerning such Proposed Plan Amendments and Expanded Area; and concerning Related Matters. Finance Director, Jim Hughes gave the background information on Resolution 08-73. The Public Hearing is scheduled for October 6, 2008, and will be held in the City of East Moline, City Hall Council Chambers. There will be a Joint Review Board meeting on September 16, 2008 at 10:00a.m. A motion was made by Alderman Heiland, seconded by Alderman Cervantes, to approve Resolution 08-73 as presented. Upon roll call the following voted in favor: Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried. RESOLUTION 08-74: A Resolution of the City Council of the City of East Moline, Illinois, authorizing execution of an Intergovernmental Agreement with School Districts declaring a surplus each year to equal a frozen base of $2,700,000 (Fair Market Value) or $900,000 (Equalized Assessed Value) A motion was made by Alderman Puentes, seconded by Alderman Heiland, to approve Resolution 08-74 as presented. Upon roll call the following voted in favor: Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried. RESOLUTION 08-75: A Resolution of the City Council of the City of East Moline, Illinois, accepting the bid and authorizing execution of an agreement with Titan Machinery for the purchase of a new Backhoe/Loader in the amount of $66,759.00 Alderman Moreno asks if there a trade-in with this purchase. Director of Maintenance Services, Mr. Willemarck stated they are trading in a 1992 John Deere Backhoe/Loader. A motion was made by Alderman Heiland, seconded by Alderman Moreno, to approve Resolution 08-75 as presented. Upon roll call the following voted in favor: Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried. RESOLUTION 08-76: A Resolution of the City Council of the City of East Moline, Illinois, authorizing execution of an agreement for Professional Services with McClure Engineering Associates, Inc., to provide cost estimates for storm related Capital Improvement Projects City Attorney Phares: This item is the item requested to be added to the agenda with respect to an agreement with McClure Engineering Associates Inc., for the Cost Estimate for Storm Related Capital Improvement Projects. City Attorney Phares apologized for the lateness of the resolution; however it was an emergency request by the Director of Engineering. Attorney Phares asked that Mr. Kammler outline the process that led to this Resolution. Mr. Kammler, Director of Engineering gave the background information on Resolution 08-76: The City of East Moline is eligible for Federal Emergency Management Agency (FEMA) Public Assistance to repair property and or infrastructure damaged during the June 12, 2008 storm eventthrough this program, FEMA will pays 75% of the cost to repair public property and or infrastructure. The remaining 25% must be paid by the City. A list of damaged sites has been compiled by Engineering Department. Many of the sites had prior erosion that was worsened by the heavy rainfall. Based onstaff's meetings with FEMA officials, many of these sites will likely be eligible for repairs funded by FEMA although the final determination will be made by a FEMA field representative. The City needs to take in the process to get funding for the repairs desired is to formulate "projects" and compile a detail cost estimate on the appropriate FEMA worksheet for each "project" ( a "project" may includes one or more damage sites) The total project cost cannot exceed $60,900. Engineering and Maintenance Services Departments have compiled a list of almost 70 sites that may be eligible for FEMA assistance. Each site will require a cost estimate with detailed information of what needsto be repaired. Staff has approached McClure Engineering and requested a proposal for these services. According to FEMA, these fees are eligible for 75% reimbursement as an Administrative Direct Cost to the individual projects. The City would again be responsible for 25% of the cost for this work. Mayor Thodos stated that earlier today he attended a meeting with Rock Island County and several other Mayors who were affected by our latest natural disaster, which was windstorm damage. The fact is that it did not receive a Presidential Disaster Declaration even though there may have a large dollar amount in terms of clean-up. Moline, Rock Island, Andalusia all have a large amount of cost associated with cleaning up after the wind storm. They are not currently in a position, as we are, in recouping some of the cost involved with that occurrence. This is a situation that other communities are trying to resolve. The City of East Moline is already there. Staff does have some additional work in order to be able to document the dollars that were spent during clean-up after the flood. This is a very good proposal, but time is of the essence to get this proposal filed due to FEMA's time constraints. Alderman Westbrook asked whether or not that comes in the form of a reimbursement or advance payment. Mr. Kammler stated if a project is $60,900 or less, then FEMA can send the City a check prior to starting the construction. The check can be written based on cost estimates and approval of the project before construction. A motion was made by Alderman Bustos, seconded by Alderman Moreno, to approve Resolution 08-76 as presented. Upon roll call the following voted in favor: Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried. COMMITTEE OF THE WHOLE (Alderman Heiland) Alderman Heiland reported there are no items for discussion. All other items have been covered under the Consent Agenda, by Ordinance or Resolution. Alderman Heiland asked Alderman Bustos if there was any information regarding the proposed East Moline Survey. Alderman Bustos stated that she and Mr. Keehner have been working on this and more information is forth coming. 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: Mr. Willemarck, Director of Maintenance Services – Reported to the City Council that the Maintenance Services staff has been picking up storm damage debris since July 21, 2008, and has collected debris throughout the City. Now staff is starting the process again. Mr. Willemarck estimates this will continue for another two weeks. He explained that it takes six (6) or seven (7) employees each day to collect debris. Tree branches, limbs and wood have been mulched. Mr. Drake, Water &Wastewater Treatment Facilities- The City has been seeking a low interest loan from the State of Illinois Public Water Supply Program, (State Revolving Fund, (SRF) for improvements to the public water system. To comply with the State Loan Program guidelines a Preliminary Environmental Impacts Determined (PEID) has been completed. In order to proceed forward with the loan process, a Public Hearing is required to presents the findings of the PEID. A Public Hearing will be held on September 2, 2008 in the City of East Moline, City Council Chambers at 6:00p.m. in which these findings will be presented. The appropriated notices will be published giving the public advance notice on the hearings. Alderman Moreno asked if this grant is for water and sewer funding, Mr. Drake states that water and sewer are two separate funding programs. This funding grant only applies to the water program. Mr. Kammler, Director of Engineering- Mr. Kammler reported to the City Council regarding the various construction projects that are currently in progress. The pavement marking project is well underway. Staff will continue to coordinate with FEMA and the Corp of Engineers. Staff is still estimating and getting federal approval providing for repairs around the City on the City's entire public infrastructure. The Corp of Engineer's will be closely working with our Maintenance Services Department. Mr. Kammler commended Senior Engineer, Don Mayhew, who coordinated this year's Extreme Clean-up. The event was very successful. Mr. Mayhew and Mr. Willemarck did a remarkable job. Mayor Thodos- Commented that one of Alderman Puentes constituents, Ms. Karen Madison, had her ravine cleaned-up. She is very excited and she has informed Mayor Thodos that she would be attending a City Council meeting to comment regarding her ravine. Alderman Puentes- atMs. Madison's request, Alderman Puentes walked the ravine. The ravine looks immaculate for a ravine. There is still some brush down there but overall it looks really good for a ravine. Ms. Madison did mention that the ravine west of Park View Nursing Home had some tires down there, which Alderman Puentes removed. Mr. Keehner, City Administrator – reported to the City Council that the City belongs to the Municipality Code and Enforcement System. Recently he received a status report from Denise Bulat, Executive Director of Bi-State Regional Commission on how successfully the MUNICES Court is working. From January 1, 2008 through June 30, 2008 the court has handled the following number of cases - City of Rock Island – 1,042, City of Moline – 157, and the City of East Moline – 297. In addition he reported that he, along with the Director of Engineering, Tim Kammler, and Police Captain Bill DeVrieze, attended an Executive Briefing for Quad City Incident Management, which reviews roadways to reduce traffic congestion, due to incidents or events and to reduce the traffic congestion through intervention response or communication to residents throughout the Quad Cities. Fire Chief DeFrance- reported to the City Council that on Wednesday of last week he was in Michigan for a chassie construction and audit. He reviewed plans and went through the specifications for the new Fire Engine. Mr. Hughes, Director of Finance- reported to the City Council that the new W-9 forms have been completed by all City vendors as required by the Internal Revenue Service (IRS). Starting in 2011, withholding of 3% will be going to the IRS (backed-up withholding.) Alderman Moreno- states his classes will be starting this fall and he will be arriving at the City Council meeting at around 6:45p.m. Alderman Moreno states that this weekend there will be a Soccer Tournment at Northeast Park. He asked about the signs that were to be posted in various areas giving directions to Northeast Park. Mayor Thodos stated that between Mr. Van Raes and Mr. Banaszek there were discussions regarding design changes from the original concept. Grant money is available; the City Council will review bids then return this item to the City Council for final action. Mr. Banaszek stated that Main Street would be having a meeting tomorrow night and that item is on the agenda for discussion. FIVE-MINUTE CITIZEN PARTICIPATION Mayor Thodos gave East Moline residents in the audience the opportunity to address the City Council. Mr. Joe Nissen distributed reports to the City Council regarding the Special Service Area (SSA). "After Four Years of the SSA What Have We Accomplished", he expressed his concern over the SSA and gave the City Council an over view of the problems and the lack of support the SSA receives. Mr. Nissen stated that Mr. Banaszek has worked very hard trying to solve these issues. A copy of this report is on file in the City Clerk's office. Mr. Banaszek stated that he operates on the principle of working through the system. He believes Maintenance Services would be more involved in assisting them with the downtown area if they had summer help. Mr. Banaszek stated that we must have patience. Drucilla Johnson 1351 Morton Drive, East Moline, IL. – Stated that at the previous City Council meeting there was a problem with a property on Morton Drive. The grass was overgrown, tree branches, and limbs do to the storm. Ms. Johnson thanked the Maintenance Services Department and the City for taking care of this issue. Mayor Thodos announced that there will be an Executive Closed Session to discuss Status of Union Negotiations Fire, and Personal Matters. RECESS SESSION: A motion was made by Alderman Moreno, seconded by Alderman Westbrook, to recess the City Council meeting and go into the Committee-of-the-Whole. Upon roll call the following voted in favor: Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried. 7:30p.m. Mayor calls for a break RECONVENE SESSION: A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to reconvene the City Council meeting. Upon roll call the following voted in favor: Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried. 8:50p.m. CLOSED SESSION: A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to proceed to Executive Closed Session to discuss the following: Status of Union Negotiations Fire, and Personnel Matters. Upon roll call the following voted in favor: Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried. 9:09p.m. REOPEN SESSION: A motion was made by Alderman Westbrook, seconded by Alderman Puentes, for the City Council to return to open session. Upon roll call the following voted in favor: Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried. 9:09p.m. Mayor Thodos reported that no action was taken in Executive Closed Session. 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: Bustos, Kelley, Cervantes, Westbrook, Heiland, Puentes, and Moreno. Motion carried. 9:10p.m.
Minutes taken and submitted by,
Arletta D. Holmes, City Clerk
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