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  MINUTES OF THE MEETING OF THE MAYOR AND THE COMMITTEE-OF-THE-WHOLE

OF THE CITY OF EAST MOLlNE ILLINOIS
MARCH 21, 2005
    ROLL CALL Mayor Moreno called the meeting to order and directed Deputy City Clerk Kathryn VenHuizen, to call the roll.  The following Aldermen were present:  Helen Heiland, Luis Puentes, Luis Moreno, Carol Doose, Rick Meredith, Gary Kelley, and Crotis Teague.  6:45 pm  

Consultant Agreement – Keehner

At the request of a local Developer, City Staff would like to engage the assistance of Ehlers and Associates to prepare a Tax Increment Financing eligibility plan and a project redevelopment plan as part of the development of the Ashton Place subdivision.  Ashton Place, located adjacent to 19th Street and 23rd Avenue, will consist of 45–50 single-family residences.  This project contains components including, among others, the reconstruction of 23rd Avenue, up graded streetlights on 23rd Avenue and within the planned subdivision, sidewalks and ADA parking on the North side of 23rd Avenue near Soule Bowl. 

Recommendation:  Proceed with entering into an agreement with Ehlers and Associates to prepare a Tax Increment Financing eligibility plan and a project redevelopment plan.     

Budget Impact: The consultant has proposed a cost of $22,000 to prepare a Tax Increment Financing eligibility plan and a project redevelopment plan.  Total cost of this engagement is expected not to exceed $25,000.  It is anticipated the Developer for this cost will reimburse the City.    Discussion was held and a motion was made by Alderman Doose, seconded by Alderman Moreno, to concur with the request and direct the City Attorney to draft an agreement.  Upon voice vote all those in attendance voted in favor.  Motion Carried  

Annual Audit Contract – Hughes

The annual audit for the City has been completed by Carpentier, Mitchell Goddard for the last nine years.  We have now completed our third three-year contract.  The  Internal Audit Committee requested a contract proposal from Carpentier, Mitchell & Goddard.  Managing Partner Jim Taylor met with the Internal Audit Committee and presented a three-year contract proposal.  The base contract for the last three years 2002, 2003 and 2004 was $24,000, $24,800 and $25, 650 respectively.  During the last three years GASB #34 was implemented and that work was completed on an hourly basis.  This year the Internal Audit Committee requested a set fee.  The proposal for the annual audit and required GASB #34 work is as follows:                                                            
2005                            2006                            2007               Regular Audit Work             $26,200.                      $26,750.                      $27,400.            The GASB #34 including the new fraud standards will be still be at an hourly cost, with a minimum fee of $12,000 not to exceed $16,000 for the life of the contract.

Recommendation:  The annual increase in fees is 2.15%, 2.10% and 2.43% for the three years of the contract.  With the satisfaction and the reasonable fee increases it was a unanimous decision of the Internal Audit Committee to recommend to the Committee of the Whole to retain Carpentier, Mitchell and Goddard and to accept the three-year auditing proposal.  There is an "out" provision for either party with 90 days notice prior to the end of the City's fiscal year.

Budget Impact: Audit fees of $36,200 to $43,400 for the life of the contract.  This is paid for by tax levy.   Discussion was held and a motion was made by Alderman Moreno, seconded by Alderman Meredith, to concur with the request and direct the City Attorney to draft a resolution.   Upon voice vote all those in attendance voted in favor.  Motion carried.  

Bi-State Auction – Verdick

The Bi-State Regional Commission is having its 12th annual joint auction of surplus items on September 24, 2005.  We need to notify them by April 22nd if we want to participate.  The auction is held at the R.I. County Fairgrounds.  A copy of the letter is attached. 

Recommendation:      Participate in the auction and develop a list of surplus items to be sold.

Budget Impact:          Increased revenue, depending on the items sold.   A motion was made by Alderman Meredith, seconded by Alderman Moreno, to concur with the request to participate in the Bi-State Auction.  Upon voice vote all those in attendance voted in favor.  Motion carried.

 

Yard Waste Collection – Willemarck

July 1990, the State of IL created another non-funded mandate that yard waste could not be landfilled.  Now, we must send separate trucks out, with additional works, to collect yard waste.             The current yard waste program is costly and time consuming.  Currently, each Wednesday from April through November, we send out three refuse vehicles to drive by each and every residence in the City.  The workers spend a lot of windshield time driving through the town looking for yard waste bags to collect.             The proposed yard waste collection would be done as a "subscription program".  Residents that want yard waste collected would subscribe to the program and register their address with the City each year.  Residents would register with the Maintenance Service Department by paying a fee of $10.  With the $10 the resident would get six free yard waste stickers Also proposed to raise the yard waste sticker fee from $1.25 per sticker to $1.50 per sticker. The yard waste subscription program would help by utilizing manpower and equipment more efficiently. 

Recommendation:  Raise yard waste sticker fee from $1.25 to $1.50 per sticker.  Implement a subscription program for yard waste collection.

Budget Impact:  Increased revenue of approximately $4,000 per year.   Discussion was held and a motion was made by Alderman Puentes, seconded by Alderman Kelley, to concur with the request and direct the City Attorney to prepare the appropriate documents.  Upon voice vote all those in attendance voted in favor.  Motion carried.  

Fire Fighter Physicals – Chief DeFrance

Of the approximately 100 annual firefighter line of duty deaths, close to 50 are due to sudden cardiac death.   Sudden cardiac death has killed 256 firefighters between 1996-2001. All firefighters should have annual physicals. The OSHA standards, as adopted by the Illinois Department of Labor, require the City (employer) ensure all firefighters are physically capable of performing duties, which may be assigned to them during emergencies.   The City must not permit firefighters with known heart disease, epilepsy, or emphysema to participate in such activities with out a physicians certificate stating the firefighter is fit to perform such activities as provided. One year ago, the Fire Department formed a committee and solicited proposals from Work Fitness Center, Illini and Trinity hospitals and North Greenville Fitness and Cardiac Rehabilitation Clinic.  The committee reviewed the proposals and unanimously agreed North Greenville Fitness provided a proposal that best matched our criteria and is the least expensive. North Greenville Fitness conducted the physicals last year and it is time to schedule for this year.

Recommendation:  Authorize the Fire Chief to enter into an agreement with North Greenville Fitness to provide physicals for up 35 personnel in April-May of 2005.  

Budget Impact:  Physicals for up to 35 personnel is approximately $ 12,600.00 to be paid from the current Fire Department budget.    Discussion was held and a motion was made by Alderman Puentes, seconded by Alderman Kelley, to concur with the request and direct the City Attorney to prepare the appropriate documents.  Upon voice vote all those in attendance voted in favor.  Motion carried.  

House Moving – VanRaes / Motzer

Mr. Thethel Locke of Colona, Illinois, is proposing to move a single story frame house FROM: 4200 33rd Street, Moline, TO: 1510 Morton Drive, East Moline.  (Mr. Locke's mother-in-law owns the property at 1510 Morton Drive)  The existing house at 1510 Morton Drive will be demolished.  Mr. Locke has provided the necessary specifications to the Inspections Department and has submitted a proposed route.  The City of Moline is currently reviewing the Moline portion of the route.

Recommendation:  Approve the proposed house moving project and direct Mr. Locke to file a letter of application with the City Clerk as per 4-8-1 of the City Code.

Budget Impact: Minimal.  No cost to the City; Police Department to be reimbursed; staff time.   Mr. Lauper did advise Mr. Locke to re-check the route and make sure there was plenty of room to get around the traffic signals.   Discussion was held regarding this move and a motion was made by Alderman Teague, seconded by Alderman Kelley for staff to continue working with the Locke's to finalize this project.  Upon voice vote all those in attendance voted in favor.  Motion carried.                

ADJOURNMENT A motion was made by Alderman Doose, seconded by Alderman Kelley, to adjourn the meeting.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Doose, Meredith, Kelley, and Teague.  Motion carried.  7:15 pm  

Minutes taken and submitted by,   

                                                                        
Kathryn VenHuizen, Deputy Clerk  

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