MINUTES OF THE MEETING OF THE MAYOR AND THE COMMITTEE-OF-THE-WHOLE OF THE CITY OF EAST MOLINE, ILLINOIS TUESDAY, FEBRUARY 21, 2017 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: Gary Almblade, Nancy Mulcahey, Ed DeJaynes, Humberto Aguilar, Gary Westbrook, and Mayor John Thodos. Absent: Helen Heiland, and Robert Cheffer 7:11 p.m. ADDITIONS/CORRECTIONS TO AGENDA None LED LIGHT RETROFIT CITY HALL & ANNEX BUILDINGS (Mr. Lambrecht, Maintenance Services Director) Tri City Electric and Van Meter have proposed to upgrade the lights at City Hall, Central Fire Department and Annex Buildings. The project will be paid for from the energy savings by using LED lighting and the Mid American Energy rebate. The city will make monthly payments of $474.23 to Van Meter for 60 months then the savings will be put back into the budget. The LED lights have a 5 year warranty on materials and labor, but are rated 15+/- years. Contract price is $42,209.00 less rebate $13,755.00 for total of $28,454.00. Attached is the contract from Van meter for your review and a graph of electric savings for the months of January 2016 and 2017 for the Engineering and maintenance Building. This is not a budgeted item Amount Budgeted: $28,454.00 Funding Sources: Mid-American Rebate, Monthly Savings Is to give contract to Tri City Electric and Van Meter the project and cost of $28,454.00 or a monthly cost of $474.23 for 60 months. A motion was made by Alderman Westbrook, seconded by Alderman Almblade, to concur with staff s recommendation to contract with Tri City Electric and Van Meter to upgrade the lighting systems, in the amount of $28,454.00 or a monthly cost of $474.23 for 60 months. Instruct the City Attorney to prepare the appropriate document and forward to Council for consideration. Upon roll call the following voted in favor: DeJaynes, Aguilar, Westbrook, Almblade, and Mulcahey. Motion carried.
VEHICLE REPLACEMENT WATER FILTRATION PLANT (Mr. Drake, Director of WWWTP Facilities) 2003 Malibu has reached the of its useful life and is in need of replacement. Public notice was published in the paper and bid specifications were sent to ten different dealers in the local area for a replacement vehicle. This vehicle is used for collecting and transporting water samples, transporting parts and materials. It is being replaced with a small/mid-sized SUV that will be more useful and conducive to this type of use. Bids received are as follows: Vehicle Trade Total Price Courtesy Ford Edge $27,964.00 $1,100.00 $26,864.00 Mills Chevrolet-Equinox $28,162.00 $1,000.00 $27,162.00 Mills Chevrolet- Traverse $25,970.00 $1,000.00 $24,970.00 Green Chevrolet-Equinox $26,952.00 $1,750.00 $25,202.00 Reynolds Ford- Edge $27,155.29 $1,500.00 $25,655.28 Key Auto Mall- Unresponsive Bid Lowest responsible bid is from Mills Chevrolet for the Traverse at $24,970.00 This is a budgeted item Line Item#: 011-2262.08 Title: Water Plant Departmental Projects Amount Budgeted: $30,000.00 Actual Cost $24,970.00 Under/ (over): $5,030.00 Funding Sources: Department: Water Plant Departmental Projects Water Plant This is a CIP - CIP Project Number WTRT 17-06 I would recommend purchasing the Chevrolet Traverse from Mills Chevrolet at the total price of $24,970.00, which includes trade. After much discussion, comments, and questions, regarding various aspects of this item; A motion was made by Alderman Mulcahey, seconded by Alderman Aguilar, to purchase the Equinox from Green Chevrolet, in the amount of $25,202.00., and instruct the City Attorney to prepare the appropriate document and forward to City Council for consideration. Upon roll call the following voted in favor: Mulcahey, Aguilar, and Almblade. Oppose: DeJaynes, and Westbrook. Motion carried 3-2.
SQUAD CAR DISPOSAL (Chief Reynolds, EMPD) Squad # 508 and #518 were involved in a car crashes and were deemed totaled. We have used what parts from #518 that we can but are looking to dispose of this squad. #508 will be turned over to the insurance company that is covering the claim. Squad # 508 2014 Ford Interceptor VIN # 1FM5K8ARXEGA38504 Squad # 518 2014 Ford Interceptor VIN# 1FM5K8AR5EGA 38510 The police department will dispose of Squad #518 through one of the following methods: sealed bid, live auction, trade or sell for scrap. The proceeds will be deposited into the department projects line item. Authorize the disposal of these vehicles. A motion was made by Alderman Westbrook, seconded by Alderman DeJaynes, to concur with staff s recommendation and, instruct the City Attorney to prepare the appropriate document and forward to Council for consideration. Upon roll call the following voted in favor: DeJaynes, Aguilar, Westbrook, Almblade, and Mulcahey. Motion carried. MOBILE DATA TERMINALS PURCHASE (Chief Reynolds, EMPD) Each squad car is outfitted with a mobile data terminal. We have included the replacement of 3 of them in the Capital Improvement Plan (CIP) and also budgeted 3 for 2017. We are looking to replace (3) 2010 Panasonic Toughbooks that run on Windows XP with (3) Dell Latitude Rugged laptops and Rocket Box accessories. The cost of each computer and Rocket Box accessories is $4,003.73 for a total of $12,011.19. This is a budgeted item Line Item #: 007-4200-743.0 Title: Police Departmental Capital Purchase Amount Budgeted: $13,500 Actual Cost: $12,011.19 under/ (Over): $1,488.81 Funding Sources: Police Departmental Capital Purchase Departments: Police Department CIP Project Number: POLC-17-01 Purchase 3 Dell Latitude Rugged Mobile laptops and Rocket Box and accessories. A motion was made by Alderman DeJaynes, seconded by Alderman Mulcahey, to concur with staff s recommendation, and instruct the City Attorney to prepare the appropriate document, and
forward to City Council for consideration. Upon roll call the following voted in favor: DeJaynes, Aguilar, Westbrook, Almblade, and Mulcahey. Motion carried. SWIMMING POOL AGREEMENT (Mr. Girdler, City Administrator) This is the standard agreement between the City and United Township for the operation of the municipal swimming pool. The dates will be corrected on the final agreement. Recommend approval. A motion was made by Alderman Westbrook, seconded by Alderman Aguilar, to concur with the recommendation, and instruct the City Attorney to prepare the appropriate document and forward to City Council for consideration. Upon roll the following voted in favor: DeJaynes, Aguilar, Westbrook, Almblade, and Mulcahey. Motion carried. BURNING OF LEAVES (Mr. Girdler, City Administrator) The Citizen Advisory Committee asked that the Council discuss ending all leaf burning within the corporate limits. Current Language: 6-3-5: BURNING OF LEAVES OR REFUSE: It shall be lawful to burn dry leaves in the city of East Moline on Mondays, Wednesdays and between the hours of eight O clock AM through five o clock (5:00)PM. Burning of leaves shall not be conducted within twenty five feet (25 ) of any structure or other combustible material. A garden hose or a bucket of water shall be readily available for use at the burning site. Burning of leaves shall be constantly attended by a competent person until the fire is completely extinguished. (Ord. 91-30, 10-7-1991). No person shall kindle, maintain or cause to be kindled or maintained, any fire on city right of way, street, avenue, alley, drainage ditch, easement or park. (Ord. 05-32, 11-7-2005) The fire chief or his agent may prohibit burning of leaves when atmospheric conditions or local circumstances make such fires hazardous. Burning of rubbish or trash is strictly prohibited in the city of East Moline. Rubbish shall include paper products, garbage, or waste material from construction, demolition, or renovation of buildings. (Ord. 91-30, 10-7-1991) Any person, business or municipality may burn landscape waste, or conduct other open burning, only upon obtaining, after application, a permit, as required, from the Illinois environmental protection agency, and in accordance with the international fire code, 2000 edition, and upon issuance of a permit as required, by the appropriate city code enforcement
official. The lawful burning of leaves, in accordance with the provisions of this section, shall not be prohibited by this subsection. (Ord. 05-32, 11-7-2005). Permits are not required for small fires kindled in or upon the ground, or in a barbecue pit, exterior fire place or cook out device. (Ord. 91-30, 10-7-1991). It was also suggested that the City might conduct a survey of the residents. Discussion: Mayor Thodos gave background information regarding the history of leaf burning in the City of East Moline. After a lengthy discussion was held regarding various aspects of this issue. Comments, questions and remarks made by the public, Alderman and Mayor the following motion was made regarding leaf burning ban. A motion was made by Alderman Westbrook, seconded by Alderman Almblade, to direct the Mayor to put together an Ad Hoc Committee to discuss leaf burning and other options. Upon roll call the following voted in favor: DeJaynes, Aguilar, Westbrook, Almblade and Mulcahey. Motion carried. ADJOURMENT A motion was made by Alderman Westbrook, seconded by Alderman DeJaynes, to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: DeJaynes, Aguilar, Westbrook, Almblade, and Mulcahey. Motion carried. 7:45p.m. Minutes taken and submitted Arletta D. Holmes, City Clerk