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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
SEPTEMBER 2, 2008 AT 6:30P.M.
PLEDGEMayor Thodos led the City Council and all those present in the Pledge of Allegiance to the Flag
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, Cheri Bustos, Roseann Cervantes, Gary Westbrook, and Mayor Thodos. Absent: Luis Moreno, and David Kelley.
Mayor Thodos reported that Alderman Moreno is ill and will not be in attendance tonight, also Alderman Kelley is unable to attend due to an out of town work assignment.
ADDITIONS/CORRECTIONS TO AGENDA
City Attorney Phares reported that there (2) Resolutions that have been circulated among the members of the City Council. One resolution is for the execution of a negotiated contract with Langman Construction Company for the amount of $338,745. The second resolution is an alternate resolution for the same portion of 13th Street, but it is a repair of the Water Main and Street 13th Street between 18th Avenue and 20th Avenue. Mr. Phares requested to add these two (2) Resolutions to the agenda as an emergency resolution for consideration by the City Council in an alternate format, so that either one or the other or neither would be adopted by the City Council tonight.
Mayor Thodos stated for those of you who do not have a resolution in front of you, this is pertaining to work that was required on Friday. The water main on 13th Street in front of St. Mary's Church burst. It is a hundred year old water main. The damage needs to be repaired, and that is what these resolutions are pertaining to.
City Administrator, Rich Keehner requested that item number 11Closed Session (Personnel Matters) be removed from tonight's agenda.
CITY CLERKS REPORT
City Clerk Holmes reported that Election Packets will be available for pick-up on September 16, 2008 at 8:00a.m until 5:00p.m. in the City Clerk's Office. Offices up for election: Mayor, City Clerk, City Treasurer, Aldermen in Wards 1, 3, 5 and 7. The filing period is December 8th through December15th. The Primary Election will be held on February 24, 2009.
City Clerk Arletta D. Holmesread the Consent Agenda that included the following:a) Approval of the City Council Minutes of August 18, 2008
b) Approval of the Committee-of-the-Whole Minutes of August 18, 2008
c) Approval of Salaries in the amount of $347,948.13
d) Approval of Bills in the amount of $1,375,565.75
A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to approve the Consent Agenda as presented. Upon roll call, the following voted in favor: Cervantes, Westbrook Heiland, Puentes, and Bustos. Motion carried.
REPORT BY THE MAYOR
Mayor Thodos reported to the City Council that on September 10, 2008 Brigadier General McPhee, of First Army will arrive in the Quad Cities. General McPhee is one of Lt. General Miller's aids and part of the coordination of the eventual move of First Army from Atlanta, Georgia to the Rock Island Arsenal. Mayor Thodos and other Mayor's in the area have been invited to attend the meeting. They will try and help coordinate and answer any questions they may have. Mayor Thodos stated that he would be reporting to the City Council at a later date on that meeting.
Director of Finance, Jim Hughes and Fire Inspector, Captain Jay Mc Cowan gave the City Council a report regarding the Health Insurance Committee. This spring the City and the Union negotiated a new agreement with continuation of our Health Insurance Committee.
Captain Mc Cowan informed the City Council of the following highlights of the Insurance Committee:
· City of East Moline 2008 insurance cost are projected to be below 2007 cost.
· 2008 Industry cost are projected to increase 11% to 12% over 2007.
· Health Alliance's is projecting an increase of 10.8% over last year.
These low numbers compared to the national and Health Alliance numbers should help the City get better rates on our insurance. There is a sub-committee focusing on Wellness and Prevention. The goal is to increase the number of people utilizing their wellness benefits. The committee will look at the wellness dollar amount, procedures covered, smoking cessation programs, weight loss programs, and rewards.
The annual Fire Department physicals were opened up to all members of the insurance plan. Thirty-three non fire personnel participated. The physicals include blood test, and a sub maximal cardiac test (stress test) and a consultation with a doctor. This is not intended to be in place of seeing a personal physician. Everyone is strongly encouraged to see their personal physician. The committee is planning to offer this again next year.
City Attorney Phares presented the following Ordinances and Resolutions:
ORDINANCE 08-07: An Ordinance am ending Section 1-5-12, Entitled "Salaries" of the Mayor, City Clerk, Treasurer, and Alderman", of Chapter 5, Entitled "City Council", of Titled 1, Entitled "Administrative", of the City of East Moline, Illinois
A motion was made by Alderman Westbrook, seconded by Alderman Bustos, to waive the reading of Ordinance 08-07. Upon roll call the following voted in favor: Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to adopt Ordinance 08-07 as presented. Upon roll call the following voted in favor: Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
ORDINANCE 08-08: An Ordinance amending Section 1-4-5, Entitled, "Judiciary/Administrative Adjudication of violations of the City Ordinance", Entitled, "General Penalty", of Title 1, Entitled "Administrative" of the City Code of the City of East Moline of 1974. As Amended
A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to waive the reading of Ordinance 08-08. Upon roll call the following voted in favor: Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to adopt Ordinance 08-08 as presented. Upon roll call the following voted in favor: Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
RESOLUTION 08-77: A Resolution of the City Council of the City of East Moline, Illinois, accepting the bid of and authorizing execution of an agreement with KJWW Engineering Consultants in the amount of $11,500.00 for Engineering Services related to the Sugar Creek Pump Station Generator, and approving a supplemental fee for an Engineering Study of public works facility back-up power in the amount of $1,500.00
A motion was made by Alderman Puentes, seconded by Alderman Westbrook, to approve Resolution 08-77 as presented. Upon roll call the following voted in favor: Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
RESOLUTION 08-78: A Resolution of the City Council of the City of East Moline, Illinois, authorizing the acceptance of the alternate bid of Badger Meters, Inc., for the purchase of a New Automated Meter Reading System
A motion was made by Alderman Heiland, seconded by Alderman Cervantes, to approve Resolution 08-78 as presented. Upon roll call the following voted in favor: Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
RESOLUTION 08-79: A Resolution of the City Council of the City of East Moline, Illinois, accepting the bid of and authorizing execution of an agreement with Professional Meters, Inc., for the installation of the Automated Meter Reading System in the amount $540,238.00
A motion was made by Alderman Heiland, seconded by Alderman Cervantes, to approve Resolution 08-79 as presented. Upon roll call the following voted in favor: Cervantes, Heiland, and Bustos. The following voted to oppose: Westbrook, and Puentes. Motion carried. 3-2.
RESOLUTION 08-80: A Resolution of the City Council of the City of East Moline, Illinois, approving the Plans, Specifications, and Contract Documents for two street related drainage improvement projects, and accepting the bid and authorizing execution of an agreement with Miller Trucking & Excavating in the amount of $101,621.00
A motion was made by Alderman Puentes, seconded by Alderman Bustos, to approve Resolution 08-80 as presented. Upon roll call the following voted in favor: Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
City Attorney Phares stated the next two (2) Resolutions were added this evening and were drafted as we worked through the day.
Option 1: This is the Resolution of the City Council approving the execution of a negotiated contract with Langman Construction Company, in the amount of $338,745.00 to replace the Water Main and the existing 13th Street Pavement between 18th Avenue and 20th Avenue. This Resolution again is as option and would stand as is.
Option 2: Was prepared about 4:00p.m. this afternoon as the result of a telephone call from the Director of Engineering, Tim Kammler, he did not have an opportunity to review the Resolution until this evening and consequently we have some amendments to that Resolution. The contract is to be negotiated with Brandt Construction, not Langman, and the contract is for Hot Asphalt Overlay instead of PCC Pavement Patching and would be in conjunction with the prior Resolution 08-70, instead of Resolution 08-69, an again is not to repair the Water Main, but strictly for the Hot Mix Asphalt Overlay.
City Attorney Phares asked Mr. Kammler to explain the problem for the City Council so that they can consider these Resolutions.
Mr. Kammler stated that there is a water main break north of the entrance of North Hill on 13th Street. It looks like an asphalt street, but underneath the center portion is brick and sand. When the water main broke it buckled about 250 feet of the hill. It looked like an earthquake hit. The street and water main will need to be replaced.
City Administrator, Rich Keehner directed staff to look at a couple of different options. First was to patch the street which would be the standard technique for a water main break, because of the grade of the road, Mr. Keehner requested that staff also get a quote with the possibability of replacing the street and water main. Staff estimates the cost to be approximately $50,000. Replacement would consist of taking out the old brick and sand and all of the unsuitable base material replacing that with compacted rock, backfill, and putting four inches of new asphalt
back on top.
Currently there is no two-way street access down the hill due to lane closure of 12th and 13th Streets. With substantial repairs needed on 13th Street, 12th Street is a critical back-up access route that requires repair as soon as possible.
Staff recommendation is to approve the execution of a negotiated agreement with Brandt Construction Company to repair a portion of the existing 13th Street Pavement between 18th and 20th Avenue due to damaged caused by a water main break on August 27, 2008.
City Attorney Phares noted that the State Statute requires that these projects be competitively bid going through the normal advertising process that is followed on every major Public Works Project. There is an expectation under the statue, one of which is for an emergency Public Works Project that expectation than requires the vote of two thirds (2/3) of the Aldermen than holding office, so that would require the vote of all five (5) Aldermen present tonight. If one (1) Alderman votes against the adoption of a resolution up for consideration that resolution would be defeated.
Mayor Thodos commented on the aging infrastructure and other project areas that will eventually need repairs. He feels at this point it is not possible to completely repair 13th Street between 18th and 20th Avenues because of the $338,745 cost. To patch a smaller section would only cost about $50,000.
Additional discussion was held among the Aldermen regarding all aspects of the two options available for their consideration.
RESOLUTION 08-81: (This Resolution is option number 2.) A Resolution of the City Council of the City of East Moline, Illinois, approving the execution of a negotiated agreement with Brandt Construction Company, to repair a portion of the existing 13th Street Pavement between 18th Avenue and 20th Avenue, East Moline, Illinois, due to damage caused by a Water Main break on August 27, 2008
A motion was made by Alderman Bustos, seconded by Alderman Heiland, to approve Resolution 08-81 as presented. Upon roll call the following voted in favor: Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried.
COMMITTEE OF THE WHOLE (Alderman Puentes)
Alderman Puentes reported that he has one (1) item for discussion. All other items have been covered under the Consent Agenda, by Ordinance or Resolution.
Flood Assistance Report (Ald. Westbrook, Ald. Puentes, & Mr. Van Raes)
Alderman Westbrook commented on the flood of June 12th and 13th, 2008. He reported that 86 homes were in the "high impact" area these are properties where residents had to leave their homes or could not access their homes. High impact properties were determined by using the maps made by the City's GIS Department.
On June 30th at a Special City Council meeting it was decided that the City should use a portion of the City's Housing Fund to aid these residents. At that meeting it was the consensus of the City Council that assistance would be limited to: Furnaces, Water Heaters, and Electrical Panels with a cap of $2,200.00 per property. Alderman Westbrook asked City Planner Richard Van Raes to provide additional information.
Mr. Van Raes described the "High Impact" flood area and how the various properties were identified and how "Pre- applications" have been sent to property owners in the area. To date forty eight (48) pre applications have been returned. Some owners have more than one property.
All new furnaces, water heaters and electrical panels must be inspected and copies of receipts and invoices must be presented before reimbursements can be made. In addition, Finance Director, Jim Hughes will require a W-9 forms (Request for Taxpayer Identification Number and Certification) be filed with the Finance Department from each property owner.
A lengthy discussion was held on the amount of the reimbursement and procedures of administering the flood assistance. The discussion included: amount of reimbursement, renters as opposed to landlords, furnaces, or water heaters already replaced and what is required by the City's Finance Department.
A motion was made by Alderman Heiland, seconded by Alderman Puentes, to call for the question. Upon roll call the following voted in favor: Cervantes, Westbrook, and Puentes. The following voted to oppose: Heiland, and Bustos. Motion carried. 3-2.
A motion was made by Alderman Westbrook, seconded by Alderman Pentues, to approve the affected properties in the "High Impact" area to receive up to $2,200.00 after the replacement of the Electrical Panels, Furnaces, or Water heaters have been completed and inspected and after the required W-9 Forms have been filed with the Finance Department. Upon roll call the following voted in favor: Cervantes, Westbrook, and Puentes. The following voted to oppose: Heiland, and Bustos. Motion carried. 3-2.
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:
Chief Moreno, Police Department – Reported to the City Council that the department has received the Live Scan Electronic Finger Printing machine. The department is currently working out some of the interface issues. It is operational now. Alderman Moreno was unable to be here tonight and ask that I give this message to the Fire Department. Alderman Moreno wanted to thank the Fire Department for their support shown on Labor Day for the East Moline Soccer Club.
Mr. Kammler, Director of Engineering- Mr. Kammler reported to the City Council the status of the construction projects that are currently in progress. They are as follows:
The Pavement Marking Project is complete as of today. The PCC Patching Program will be starting this week. Morton Drive is close to completion. Our Seal Coating Program started as of today. Shive-Hattery has finished with the City's Pavement Condition Study field work and will be adding more Engineering staff this week. McClure Engineering has approximately 20% of the possible FEMA funding sites examined. Staff has certainly had a lot of problems with 13th Street and the Water Main break issues.
Mr. Keehner, City Administrator – at the last City Council meeting Mr. Keehner gave an update on the MUNICES Program. At that time he reported that there were 297 cases for the first quarter in the City of East Moline. Alderman Bustos asked that a break -down be given by Wards. Mr. Keehner reported that out of the 297 cases, 295 were police cases and two cases went to MUNCIES, one in Alderman Bustos' Ward (4th), and one in Alderman Westbrook's Ward (7th).
Alderman Westbrook invited all to the 4th Annual Music at Hereford Park on Saturday, September 13, 2008 from 1:00p.m. until 8:00p.m. There will be games for the kids and concessions will be available. Bands will begin at 2:00p.m. bring lawn chairs and blankets. All proceeds will go to benefit Hereford Park.
Alderman Puentes invited all to Viva Quad Cities on Friday, September 5th from 5:00p.m. until 11:00p.m. and Saturday, September 6th, from 3:00p.m. until 11:00p.m. There will be food and entertainment. Children's activities will consist of crafts and games. This event will be held at Bass Street Landing in Moline.
Alderman Puentes thanked Mr. Willemarck and his crew for helping the City Council out at the Labor Day Parade. Here he again Mr. Willemarck has always come through for the City Council. He provided a clean truck and driver for us. The bubble gum was a big hit.
FIVE-MINUTE CITIZEN PARTICIPATION
Mayor Thodos gave East Moline residents in the audience the opportunity to address the City Council.
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: Cervantes, Westbrook, Heiland, Puentes, and Bustos. Motion carried. 7:53p.m.
Minutes taken and submitted by,
Arletta D. Holmes, City Clerk
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