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  MINUTES OF THE MEETING OF THE MAYOR AND THE

COMMITTEE OF THE WHOLE

OF THE CITY OF EAST MOLINE, ILLINOIS

APRIL 16th, 2007

 

 

ROLL CALL

Mayor Thodos called the meeting to order and directed Deputy City Clerk Richard Van Raes to call the roll.  The following Aldermen were present: Helen Heiland, Luis Puentes, Luis Moreno, Carol Doose, Rick Meredith, Gary Kelley, Gary Westbrook and Mayor Thodos. Absent: None.  7:22 p.m.   ADDITIONS/CORRECTIONS TO AGENDA

(Item Number One, TASKFORCE ON POVERTY, was removed from the agenda and considered at the regular City Council meeting.)

 

V & K EPA PRESENTATION SUMMARY (Chip Drake)

BACKGROUND AND DISCUSSION:

On March 14th, representatives from the City, Veenstra-Kimm, and McClure met with IEPA to discuss several items.  Primarily, the discussion was on the status of the Compliance agreement with IEPA and the status of the DRF loan application.   Alderwoman Doose had requested this and, with the end of her term at hand, will try to fulfill that request for her and the rest of the Council as well.  Chip Drake informed the Committee Of The Whole of meetings with the Illinois Environmental Protection Agency.   RECOMMENDATION:  Discussion Only   BUDGET IMPACT: None   This item was presented for information only.     QUAD CITY CHAMBER JULY 4TH PARADE REQUEST (Rich Keehner) BACKGROUND AND DISCUSSION: Request the City of East Moline to partner with the IL Quad City Chamber of Commerce to plan and manage the annual 4th of July parade in the City of East Moline.  The Illinois Quad City Chamber of commerce is very pleased that the City Council is supportive of the Chamber's involvement in this great 4th of July celebration and appreciate the involvement in helping make this parade a success.   Once again, the Chamber would like to partner with the City of East Moline and provide the resources to plan and manage this important Each Moline/Quad Cities tradition that brings over 10,000 spectators to the downtown East Moline business district.  The Chamber requests, once again, that the City of East Moline provide a contribution of $5,000 to the Chamber to assist in underwriting parade expenses.       Committee Of The Whole   4-16-07 – Page Two   RECOMMENDATION: Support the request and forward to the Council.   BUDGET IMPACT: $5,000 contribution, which has been budgeted.   A motion was made by Alderman Heiland, seconded by Alderman Kelley to concur with the request. Upon roll call the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley, Westbrook and Heiland.  Motion carried.   AMMENDMENT TO SNOW REMOVAL ORDINANCE (Victor Moreno) BACKGROUND AND DISCUSSION: The current ordinance does not give the city the authority to declare emergencies for which cars must be removed from snow routes or streets under exigent circumstances.  Furthermore, the ordinance does not give the police the authority to tow the vehicles for violation of "no parking" on snow routes.   RECOMMENDATION:  To amend the ordinance with the following language:   9-3-3: PARKING PROHIBITED DURING SNOW REMOVAL:   It shall be unlawful for any person to allow a vehicle to remain on any city street, avenue, alley, designated snow route or city parking lot within the city following a snowfall occurrence of two inches (2") or more until the snow has been plowed.  Each designated snow route will be plainly marked with snow route signs. (Ord. 03-07, 3-17-2003)   (A)  Whenever the City Administrator or Mayor perceives an emergency to exist in the city or in any section or sections thereof because of snow, freezing rain, sleet, ice, snowdrifts or other natural phenomena which create hazardous conditions or impede the free movement of fire, police, health, emergency or other vehicular traffic or otherwise endanger the safety and welfare of the public, the City Administrator or Mayor may declare an emergency to exist.  Notice of the existence of an emergency and the terms and termination thereof shall be given to the print, radio and television media, which shall be requested to cooperate with the city in the dissemination of such information to the public.  When given, such notice shall constitute due and proper notice of the emergency and the terms and conditions thereof.   (B)  Any agent or employee of the city designated to enforce the parking ordinances of the city is hereby authorized to cause any motor vehicle parked in violations of this section to be towed from any snow route.  In such a case the owner of the vehicle may be assessed the cost of towing and any storage charges in relation thereto.   BUDGET IMPACT: None   Alderman Moreno asks about appeals process.  A discussion was held addressing various parts of the snow removal ordinance.         Committee Of The Whole   4-16-07 – Page Three   A motion was made by Alderman Doose, seconded by Alderman Kelley to concur with the Police Chief's request and amend the ordinance with the proposed language, with the addition of allowing the Mayor, Police Chief or City Administrator to make exceptions. Upon roll call the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley, Westbrook and Heiland.  Motion carried.  

HEALTH INSURANCE COMMITTEE ATTORNERY SERVICES

(Jim Hughes) BACKGROUND AND DISCUSSION: The Employee-Management Health Insurance Committee has, on occasion, the need for legal advice for health-related issues.  The item that came up now is our new Third Party Administrator agreement with Health Alliance.  When the City signed the agreement with HCH several years ago, there was a clause that if the City should ever leave them, the City would pay them 10% of the run-out claims, not a fixed cost per claim.  Fortunately we had no large claims the first three months this year, so this was not a major issue.  It is staff opinion that we need a professional to review this agreement.  Staff has very little need for a health attorney, so the City would spend less than $5000 per year or possibly more when there are documents to review.  This cost would be paid from the Health Insurance Fund.  Under the current agreement the City pays 90% and the employee pays 10% of the cost for this service.  The Insurance Committee wanted to bring this to the City Council so they would not be accused of spending City money without authorization.   RECOMMENDATIONS: Retain a health insurance attorney with the advice and approval of City Attorney Phares.   BUDGET IMPACT: Unknown at this time, but will vary from year to year depending on the issues that arise.  Should not exceed an average cost of $5,000 annually.   Discussion:  Alderman Meredith asks about the status of the Health Insurance Committee.  A discussion was held on the role of the attorney.   A motion was made by Alderman Moreno, seconded by Alderman Meredith, to concur with the request to allocate up to $5,000 per year for legal review. Upon roll call the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley, Westbrook and Heiland.  Motion carried.   RESIDENCY REQUIREMENTS (Alderman Heiland)   BACKGROUND AND DISCUSSION: It is the intent of this East Moline Residency Policy to require the City Administrator, City Attorney, and all City Department Heads (Manager/Superintendent/Director/Works or any title implied as head of a department by City) employees, to live within the corporate boundaries of the City of East Moline, Illinois, to maintain employment with the City of East Moline.  The City of East Moline, Illinois, will be assured that said employees are knowledgeable about and attuned to the interests of the social, civic, political, educational, and commercial infrastructure existing therein.   Committee-Of-The-Whole   4-16-07 – Page Four   RECOMMENDATION: Adopt the following policy:   RESIDENCY POLICY/REQUIREMENTS:   ¨       This East Moline Residency Policy shall include the City Administrator, City Attorney and all City Department Head (Manager/Superintendent/Director or any title implied as head of a department by City) employees.  Current titles of East Moline Department Heads are defined as: City Administrator, City Attorney, Director of Finance, Chief of Police, Fire Chief, Wastewater Superintendent, Director of Maintenance Services, Director of Water Filtration, Director of Engineering, and Director of Economic Development.   ¨       The East Moline Residency Policy will include any future changes of wording or definitions or designations of the term "East Moline City Department Heads" for future references (ref. above paragraph).  Any future wording /restructuring/ changes/definition/designations to City Staff titles will comply with the East Moline Residency Policy.   ¨       Residency requirements are a continuing condition of employment with the City of East Moline, Illinois.  Failure to comply with same and failure to notify the Human Resources/Personnel office of a change in lawful residence (i.e. signed Date of Transfer) within ten (10) days after change in residency, shall and will be grounds for and shall constitute a mandatory discharge (termination of employment and policy contained within).   ¨       The current City Administrator, City Attorney, and all City Department Head (Manager/Superintendent/Director) employees will be "grandfathered" in with current lawful residence as place of permanent residence.   ¨       If a current "grandfathered" City Administrator, City Attorney, or City Department Head (Manager/Superintendent/Director) attain/purchase/rent as a new lawful residence, the new permanent lawful residence must be in the corporate boundaries of the City of East Moline to retain current employment.   ¨       If a current "grandfathered" City Administrator, City Attorney, or City Department Head (Manager/Superintendent/Director) attain/purchase a new lawful residence, and the new lawful residence is NOT in the corporate boundary of the City of East Moline, Illinois; their employment with the City of East Moline, Illinois, will be terminated effective immediately on the signed "Date of Transfer".   ¨       There will be no financial/healthcare severance package offered, or issued, to any City Administrator, City Attorney, and City Department Head (Manager/Superintendent/Director) employee, if said employee is terminated due to an intentional violation of this East Moline Residency Policy.  All benefits and employment will cease as of date of termination or signed "Date of Transfer", whichever comes first.     Committee-Of-The-Whole   4-16-07 – Page Five     ¨       All healthcare, salary, and other expenses incurred by the City of East Moline, Illinois, from the employee on the signed "Date of Transfer" of said employee and any date thereafter, if any, will be reimbursable in full (100%), immediately, to the City of East Moline, Illinois, by the City Administrator, City Attorney, and City Department Head (Manager/Superintendent/Director) employee upon their termination.   ¨       If there is a probationary employment period for a newly hired City Administrator, City Attorney, or City Department Head (Manager/Superintendent/Director) employee, lawful residence in the corporate boundaries of the City of East Moline will become effective "180" days after said probationary period ceases.   ¨       The East Moline Residency Policy will be subject to an annual audit/review, if not more, to verify compliance of said policy.  Any findings discovered that are non- compliant with the East Moline Residency Policy, will be reported to the City Council for Legislative Review immediately.   ¨       The East Moline Residency Policy does not pertain to any City Department Head that becomes a retired employee or is a current retiree.   A motion was made by Alderman Heiland, seconded by Alderman Meredith, to adopt the policy and direct the City Attorney to draft a Resolution for the City Council.   DISCUSSION:  A lengthy discussion was held on various aspects of the policy.  Discussion items included: "grandfathering", enforcement, benefits, City Council policy, effective date of policy and current employee residency statistics.   A motion was made by Alderman Heiland, seconded by Alderman Kelley to call for the question.  Upon roll call the following voted in favor: Doose, Meredith, Kelley, Westbrook and Heiland.  The following voted against: Puentes and Moreno.  Motion carried.   Mayor Thodos called for a vote on the original motion (to adopt the policy).  Upon roll call the following voted in favor: Meredith, Kelley, Westbrook and Heiland.  The following voted against the motion: Puentes, Moreno and Doose.  Motion carried.   ADJOURNMENT A motion was made by Alderman Kelley, seconded by Alderman Westbrook, to adjourn the Committee Of The Whole meeting. Upon roll call the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley, Westbrook and Heiland.  Motion carried.  8:20 p.m.   (Mayor Thodos calls for a short break.)     Minutes taken and submitted by,     _______________________________________ Richard Van Raes, Deputy City Clerk

 

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