CITY OF ROCK ISLAND

The Rock Island City Council met in Study Session at 5:00 p.m. in the Personnel Conference Room of Rock Island City Hall. Present were Mayor Mark W. Schwiebert, presiding, and Aldermen Terry M.A. Brooks I., David Conroy, Dennis E. Pauley, Margie Mejia-Caraballo and Charles O. Austin III. Also present were City Manager John Phillips, Martin Luther King Center Director Jerry Jones, Finance Auditor/Special Projects Manager Tim Banks, Fiscal Technician Kim Reda, Information Technology Services Director Claire Gordon and Information Technology Services Assistant Director Tim Bain. Alderman Stephen L. Tollenaer and Alderwoman Joy Murphy were absent.

MISCELLANEOUS

City Manager John Phillips distributed additional information regarding the Special Use Permit Public Hearing for this evening’s Agenda. Also, there was a cover memo distributed for the Rental Rehab Grant project status that was not included in the Memo Packet.

DEMONSTRATION ON e-ROCK

City Manager John Phillips inquired upon Martin Luther King Center Director Jerry Jones to give an explanation of the new e-Rock system.

Mr. Jones stated that a demonstration will be given on some of the capabilities of the new e-ROCK system that allows citizens to pay their bills on-line. Mr. Jones offered that GEMS was selected for the City’s Software vendor, which is currently contracted with the City. Mr. Jones offered that GEMS was chosen because of their experience, and they had the best value of a software upgrade for all of the City’s needs. Mr. Jones commented that the City is currently in the implementation mode with the software; and the goal with the implementation is to identify and improve processes.

Mr. Jones explained information flows to the Council. Mr. Jones then explained the project phases to Council, which started in this month of April, and will end in March of 2009. From this month of April until August 2009, the City will be implementing the GEMS financial portion of the software. Mr. Jones noted that from September to March, 2009, the City will be implementing the Human Resources Management System as well as the North Star portion. Mr. Jones stated that Fiscal Technician Kim Reda would demonstrate to Council how to pay utility bills on-line.

Ms. Reda commented that currently, the link is not available for the website; the system should be available to residents for on-line bill paying by May. Ms. Reda then began the demonstration. Ms. Reda offered that getting signed up for the service is very easy. The individual will need to be logged on to the City’s website at www.rigov.org, have their utility bill, account number and meter number to create the on-line account. Ms. Reda stated that the next step is to sign up to access the account. The information needs to be filled in exactly as it appears on the bill. Ms. Reda indicated that once the information is filled in and submitted, an e-mail will be immediately sent to the account, which will include the password.

Ms. Reda demonstrated to Council how to make a payment. It was noted that payments may be made only by credit card (Visa or MasterCard). Ms. Reda showed that when paying a bill, the customer needs to select “credit card” as the payment method, which will redirect the customer to a secured third party site for payment completion. Once the customer completes the credit card information for payment, it is submitted and verified. The customer will then receive a reference number, and the payment will be immediately posted to that individuals account.

Ms. Reda offered that there are many other options available in e-Rock. The options include; a display of a customer’s billing history, meter reading history, usage history, service information and balance history. It was noted that water and sewer rate information will also be available as well as a direct payment option.

Ms. Reda commented that this system will aid the Customer Services Representatives in answering customer’s questions. Ms. Reda concluded that the City is in the process of trying to make sure that if a customer has multiple accounts with the City, that there would be only one customer number designated to those accounts.

LAPTOP COMPUTER REPORT

City Manager Phillips stated that the survey for laptops was completed last fall, and the information was compiled for Council to review. Mr. Phillips commented that more and more communities are moving towards transmitting information electronically. It was noted that the Agenda is available on the internet on Friday afternoons.

Mr. Phillips explained that the City is planning to set up a system that will enable Council to have access to the Memo Packet and confidential items. Mr. Phillips inquired upon Information Technology Services Assistant Director Tim Bain to explain how that information would be accessed.

Mr. Bain stated that there were several approaches that could have been taken. However, the City would focus on the e-mail system.

City Manager Phillips indicated that the idea is that Council would access the Agenda and Memo Packet from each Council member’s own personal computer or laptop. The City would purchase laptops and keep them at City Hall. Mr. Phillips offered that the laptops would be set up for Study Session, and would be taken up to Council Chambers for the regular meeting.

Discussion followed regarding the issues of mobility, uses of the laptops and cost savings.

Alderman Austin stated that at $1,750.00 a user; he did not see what the value to the citizens would be. Alderman Austin commented that the City would be using a little less paper, but the overall cost is more than the cost of paper, production, time and gasoline used to deliver the packets on Friday.

Mr. Phillips stated that it is not very efficient to use people’s time, and pay them to duplicate paper and have it delivered when it is available on the website. Mr. Phillips commented that it would be Council’s decision on this matter.

Alderman Austin inquired for an estimate on cost savings. Mr. Phillips responded that a cost estimate could be provided regarding time and future printer purchase costs.

Alderman Brooks stated that over time, with the use of paper and time being spent to duplicate the documents, it would be a lot cheaper for the City to provide Council with laptops.

More discussion followed regarding the usage, life and cost of the laptops.

Mayor Schwiebert stated that possibly the discussion warrants obtaining further clarification on what refinements the Council wants. The Mayor offered that he would not use a laptop at Council meetings because he likes taking notes; he would still receive a paper copy. Mayor Schwiebert indicated that the City needs to do what is best for the Council members.

City Manager Phillips stated that more information would be gathered regarding cost savings and time, and staff would come back to Council with the information.

EXECUTIVE SESSION

A motion was made by Alderman Austin and seconded by Alderwoman Mejia-Caraballo to recess to Executive Session on matters of Property Acquisition. The motion carried on a roll call vote. Those voting Aye being, Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo and Alderman Austin; those voting No, none. The meeting was recessed at 5:59 p.m.

Mayor Schwiebert reconvened the regular meeting at 6:33 p.m.

MISCELLANEOUS

City Manager Phillips brought to the Council’s attention a handout that was distributed regarding two upcoming press conferences scheduled with the State of Illinois dignitaries. It was noted that the first press conference would be held on Wednesday, April 16, 2008 at 11:00 a.m. at Rock Island Township Hall. The second press conference would be held on Monday, April 21, 2008 at 10:00 a.m. at City Hall in Council Chambers. It was noted that there was a time discrepancy for the April 16, 2008 press conference. City Manager Phillips stated that he would check and confirm the correct time.

ADJOURNMENT

A motion made by Alderman Brooks and seconded by Alderman Austin to adjourn the meeting carried on a roll call vote. Those voting Aye being Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo and Alderman Austin; those voting No, none. The meeting was adjourned at 6:36 p. m.

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Aleisha L. Patchin, City Clerk

Rock Island City Council met in regular session at 6:45 p.m. in the Council Chambers of Rock Island City Hall. Present were Mayor Mark W. Schwiebert, presiding, and Aldermen Terry M.A. Brooks I, David Conroy, Dennis E. Pauley, Margie Mejia-Caraballo and Charles O. Austin III. City Manager John Phillips was also present. Alderman Stephen L. Tollenaer and Alderwoman Joy Murphy were absent.

Introductory Proceedings

Mayor Schwiebert called the meeting to order and lead in the Pledge of Allegiance to the Flag of the United States of America. Alderman Austin gave the Invocation.

Agenda Item #5

Minutes of the Meeting of April 7, 2008.

A motion was made by Alderman Austin and seconded by Alderwoman Mejia-Caraballo to approve the Minutes of the Meeting of April 7, 2008 as written. The motion carried by the following Aye and No vote; those voting Aye being Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo and Alderman Austin; those voting No, none.

Agenda Item #6

Proclamation declaring April 13 through April 19, 2008 as Contract Management Week.

Mayor Schwiebert made reference to the Proclamation declaring April 13 through April 19, 2008 as Contract Management Week.

Agenda Item #7

Proclamation declaring April 22, 2008 as Earth Charter Day.

Mayor Schwiebert read the Proclamation declaring April 22, 2008 as Earth Charter Day.

Sister Catherine Linnenkamp and Lisa Bellomy stepped forward and accepted the Proclamation.

Sister Catherine Linnenkamp stated that she is a member of the Congregation of Humility of Mary located on West Central Park Avenue in Davenport, Iowa; and thanked the Mayor and City Council for the Proclamation.

Sister Catherine Linnenkamp commented that 2008 has been named United Nations Year of Planet Earth; and noted that this is a perfect time to emphasize the Earth’s Charter and its role in healing the planet.

Ms. Lisa Bellomy stated that she is the Communication Director for the Sisters of Humility. Ms. Bellomy offered that the Sisters are inviting all of the Cities’ Mayors and Council representatives to the Humility center on Earth Day. Ms. Bellamy stated that this event will bring all the cities together to unite with the idea of the community being sustainable. Ms. Bellamy also noted that a peace pole would be dedicated on that day; and a charter summit would take place in October at the River Center. Ms. Bellamy concluded that the Earth Charter event would be held on Tuesday, April 22^nd, 2008 at 10:30 a.m. at 820 West Central Park Avenue in Davenport, Iowa.

Agenda Item #8

Public Hearing on a request from Mindy Diaz for a Special Use Permit to operate a retail custom and fine jewelry store at 1815 24^th Street.

Mayor Schwiebert closed the regular meeting at 6:50 p.m. and opened a Public Hearing on a request from Mindy Diaz for a Special Use Permit to operate a retail custom and fine jewelry store at 1815 24^th Street.

Mayor Schwiebert swore in Mindy Diaz.

Ms. Diaz addressed the Council and stated that she has been a Jeweler and Artist for the past 28 years; and commented that she proposed to open her own jewelry store at the location of 1815 24^th Street subject to approval of the Special Use Permit and financing.

Mayor Schwiebert stated there are several guidelines customary with Special Use Permits regarding staff recommendations. Mayor Schwiebert indicated that Ms. Diaz would have one additional employee on the premises beyond the two that were specified.

Ms. Diaz stated that she was the full-time employee; and she would employ one or two individuals. Ms. Diaz also commented that she had checked with the insurance company; and the insurance company advised Ms. Diaz that due to the nature of her proposed business (jewelry), two people needed to be in the store at all times due to safety reasons. Ms. Diaz indicated that because of limited parking at the proposed business; she had also contacted Good Shepherd Presbyterian Church; and received preliminary approval from the church secretary for the use of two to three parking spaces in the church’s parking lot on a daily basis. Ms. Diaz noted that the church would be contacted tomorrow to confirm the use of the parking area.

Mayor Schwiebert read the stipulations that were recommended by staff for approval of the request, which include; that the business be limited to two employees; hours of operation be limited to 9:30 a.m. to 5:00 p.m., Monday through Friday and 10:00 a.m. to 2:00 p.m. on Saturdays; that the existing three to four parking area be maintained; that an attached 24 square foot lighted (2’ x 12’) sign be allowed on the west façade of the structure; and the property shall meet all applicable code requirements.

Mayor Schwiebert stated that the changes Ms. Diaz was requesting would be limited to three employees and two additional parking spaces. Mayor Schwiebert suggested that Ms. Diaz demonstrate that she would have the availability of that parking by possibly working out an agreement with the Church. Mayor Schwiebert also stated that Ms. Diaz inquired about having flexibility in regards to the size of the sign.

Ms. Diaz responded that she had not bought a sign pending approval of the Special Use Permit; and was requesting that the sign could be up to 24 square feet.

Mayor Schwiebert stated that the other issue concerned a next door neighbor requesting that Ms. Diaz be required to locate two panels of privacy fencing along the eastern edge of the parking area.

Ms. Diaz stated that she had a conversation with the neighbor and that issue did not enter into the conversation.

Alderman Austin inquired to Ms. Diaz regarding hours during the holiday season. Ms. Diaz requested that she be allowed to be opened from 9:30 a.m. to 6:00 p.m., Monday through Saturday.

Mayor Schwiebert inquired as to whether there was anyone who wished to speak in favor of the Special Use Permit application. No one stepped forward.

Mayor Schwiebert then inquired if there was anyone who wished to speak in opposition to the Special Use Permit application. No one stepped forward.

With no other persons present to speak in favor of, or in opposition to the Special Use Permit application, Mayor Schwiebert closed the Public Hearing and reconvened the regular meeting at 7:03 p.m.

Alderman Conroy stated that he would support the Special Use Permit application but was concerned with the fencing issue. It was noted that the neighbor would be informed whether the fencing would or would not be included.

After discussion, it was moved by Alderman Austin, seconded by Alderman Pauley to approve the request for a Special Use Permit at 1815 24^th Street subject to the stipulations; that the business be limited to three employees; hours of operation be limited to 9:30 a.m. to 6:00 p.m., Monday through Saturday; that the existing three to four parking area be maintained, and an agreement be made with the church for the use of two parking spaces; that an attached lighted sign of no more than 24 square feet be allowed on the west façade of the structure; and the property shall meet all applicable code requirements, and refer to the City Attorney for an Ordinance. The motion carried by the following Aye and No vote; those voting Aye being Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo and Alderman Austin; those voting No, none.

Agenda Item #9

A Special Ordinance establishing a handicapped parking space at 620 32^nd Street.

It was moved by Alderman Austin, seconded by Alderwoman Mejia-Caraballo to consider, suspend the rules and pass the Ordinance establishing a handicapped parking space at 620 32^nd Street. The motion carried by the following Aye and No vote: those voting Aye being Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo, and Alderman Austin; those voting No, none.

Agenda Item #10

An Ordinance amending Chapter 9 of the Code of Ordinances regarding Neighborhood Vehicles.

Alderwoman Mejia-Caraballo moved and Alderman Conroy seconded to consider, suspend the rules and pass the Ordinance amending Chapter 9 of the Code of Ordinances regarding Neighborhood Vehicles.

Discussion followed with Mayor Schwiebert inquiring as to whether Rock Island was the first city in the Illinois Quad Cities to act on this Ordinance.

Public Works Director Bob Hawes stated that he thought the City was the first to act on this Ordinance.

Alderman Austin stated that he supported this Ordinance, but had several misgivings.

Mayor Schwiebert stated that what the Ordinance does for the benefit of the public is to allow Neighborhood Vehicles on the City streets that have posted speed limits of 35 miles per hour or less. Neighborhood Vehicles would not be allowed on streets with a speed limit of 35 miles per hour or higher. Mayor Schwiebert added that the objective of Neighborhood Vehicles is to allow people to use more energy efficient technology, which is a greener form of technology.

After discussion, the motion carried by the following Aye and No vote: those voting Aye being Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo and Alderman Austin; those voting No, none.

Agenda Item #11

CLAIMS

It was moved by Alderman Pauley, seconded by Alderman Conroy, to accept the following reports and authorize payment as recommended. The motion carried by the following Aye and No vote: those voting Aye being Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo and Alderman Austin; those voting No, none.

a. Report from the Personnel Department regarding payment in the amount of $994.69 to Kevin Walden for General Liability Claims.

b. Report from the Public Works Department regarding payment in the amount of $3,300.00 to Bob Westpfahl for the 2008 annual Land Set Aside. (117)

Agenda Item #12

Payroll for the weeks of March 24 through April 6 in the amount of $1,157,100.79.

It was moved by Alderman Conroy, seconded by Alderman Pauley to allow the payroll as recommended. The motion carried by the following Aye and No vote: those voting Aye being Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo and Alderman Austin; those voting No, none.

Agenda Item #13

Report from the Public Works Department regarding an Adopt-A-Highway agreement with Ellis Atwater to adopt 25^th Avenue between 5^th and 11^th Streets and 26^th Avenue between 7^th and 9^th Streets, and an Adopt-A-Highway agreement with Earth Keepers to adopt 24^th Street between 31^st and 40^th Avenues.

Alderman Conroy moved and Alderman Austin seconded to approve the agreements as recommended, and authorize the City Manager to execute the contract documents. The motion carried by the following Aye and No vote: those voting Aye being Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo and Alderman Austin; those voting No, none.

Agenda Item #14

Report from the Finance Department regarding proposed changes to the City Utility Ordinances.

It was moved by Alderman Austin, seconded by Alderwoman Mejia-Caraballo to approve the changes to the Utility Ordinances as recommended, and refer to the City Attorney for an Ordinance. The motion carried by the following Aye and No vote: those voting Aye being Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo and Alderman Austin; those voting No, none.

Agenda Item #15

Report from the City Clerk regarding an activity permit application and Resolution for the Bi-State Motorcycle Awareness Ride to be held on Saturday, May 3, 2008.

Alderman Pauley moved and Alderman Austin seconded to approve the application as recommended and adopt the Resolution.

Discussion followed with Mayor Schwiebert inquiring upon Michael John, President of the Bi-State Motorcycle Awareness Council to step forward and explain what the parade entails.

Mr. John of 1005 11^th Street in Silvis, Illinois stated that the Bi-State Motorcycle Awareness Council is trying to promote a safer ride/parade. Mr. John commented that in the past, there had been issues regarding the safety of the parade; to combat that, the Bi-State Motorcycle Awareness Council has developed a pre-registration form for the parade, which has decreased the number of participants. Mr. John stated that last year, there were approximately 2,300 participants; this year there is approximately 400 participants in the parade. Mr. John offered that the pre-registration form will make the ride/parade safer by eliminating the participants that are not on the ride for the cause of Motorcycle Awareness.

Mr. John offered that the Bi-State Motorcycle Awareness Ride started 24 years ago to let the motoring public be aware that it is spring, and motorcycles are on the road again. Mr. John added that this is a grassroots program that has developed into a national campaign as May being Motorcycle Awareness Month. Mr. John indicated that his organization is non-profit; and they rely heavily on donations, which funds this annual event. Mr. John added that with the new pre-registration package, this will allow the organization to pay for Police security this year. Mr. John concluded that the Bi-State Motorcycle Awareness Ride will be held on Saturday, May 3, 2008

Agenda Item #16

Report from the City Clerk regarding a request from Keep Rock Island Beautiful for permission to hang a full-size banner for their 2008 Annual Downtown Cleanup.

It was moved by Alderwoman Mejia-Caraballo, seconded by Alderman Austin to approve the request as recommended, and authorize staff to hang and remove the banner. The motion carried by the following Aye and No vote: those voting Aye being Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo and Alderman Austin; those voting No, none.

Agenda Item #17

Items from the City Manager’s Memorandum Packet.

City Manager John Phillips noted to Council that the annual Volunteer Appreciation Dinner will be held on Monday, May 12, 2008 at the Quad City Botanical Center. City Manager Phillips added that there would not be a Council meeting on that evening.

City Manager Phillips brought to Council’s attention a letter from Alter Barge Line regarding proposed landscape enhancements along the bike path next to the Rock Island River Terminal. Mr. Phillips commented that the City received a donation of $20,000.00 from them; and the improvements would possibly begin sometime later this year.

Agenda Item #18

Other Business

Mr. Andy Boswell of 801 43^rd Street stepped forward and voiced concerns regarding limiting and/or eliminating leaf burning.

Mr. Timothy Dooling of 832 14 ½ Street stepped forward and voiced concerns and distributed photographs regarding civil and felony matters. In addition, Mr. Dooling voiced concerns regarding Police issues.

Agenda Item #19

Executive Session on Property Acquisition.

The Executive Session was held prior to the meeting.

Agenda Item #20

Recess

A motion was made by Alderwoman Mejia-Caraballo and seconded by Alderman Conroy to recess to Monday, April 21, 2008 at 5:00 p.m. The motion carried by the following Aye and No vote: those voting Aye being Alderman Brooks, Alderman Conroy, Alderman Pauley, Alderwoman Mejia-Caraballo and Alderman Austin; those voting No, none.

The meeting was recessed at 7:24 p.m.

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Aleisha L. Patchin, City Clerk