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MINUTES OF THE MEETING OF THE
MAYOR AND THE COMMITTEE-OF-THE-WHOLE
OF THE CITY OF EAST MOLINE, ILLINOIS

ON 06/02/2003

ROLL CALL

Mayor Pro-Tem, Crotis Teague 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, Luis Moreno, Carol Doose, Rick Meredith, Gary Kelley and Crotis Teague. Absent: Mayor Moreno. 7:10p.m.

Automatic Fire Mutual Aid (Chief DeFrance)

The City of East Moline Fire Department has met with the Silvis fire Department to discuss an "Automatic Mutual Aid Agreement" designed to provide a Ladder Company response structure with high occupancy and limited egress. The subject Ladder Company has previously been available under the standing "Mutual Aid Agreement".

The "Automatic Aid Agreement" simply designates that a Ladder Company from Silvis will respond automatically to the structures listed in the attachment agreement. This agreement will provide for a quicker response of the Ladder Company in the event of a fire in the listed structure.

In consideration of the automatic aid provided by Silvis Fire Department the East Moline Fire Department will automatically respond one (1) engine company to all general fire calls at the River Bend Development Facility at 1300 19th Street. This addresses a concern Silvis has about their response route being blocked by a train. Recommendation: Approve the "Automatic Mutual Aid Agreement". Budget Impact: None

A motion was made by Alderman Meredith, seconded by Alderman Doose, to concur with the recommendation as presented. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Teague, Heiland, Puentes and Moreno. Motion carried.

Fire Cracker Run Request (Steve Verdick)

The 21st Annual Fire Cracker Run is scheduled to be held on July 4, 2003. The Race Committee is requesting that the following streets be closed beginning July 3rd, 15th Avenue from 7th Street to 12th Street, starting at 4:00p.m. continuing until July 4th at 10:00a.m. (See Attached Letter). Recommendation: Approve the request. Budget Impact: None

A motion was made by Alderman Moreno, seconded by Alderman Kelley, to approve the request as presented. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Teague, Heiland, Puentes and Moreno. Motion carried.

IMRF Over Funding Election (Jim Hughes)

The City of East Moline is over funded approximately $2,800,000. The City needs to adopt a resolution directing IMRF to amortize this over funding over 10- years; or keep our rate as low as possible and use the over funding to pay current IMRF expenses. When the over funding is depleted then our IMRF rate could increase by 12% to 15%. Refer to the May 12, 2003 report that was written concerning the increasing rates for IMRF. That report explains in detail the various details of this election. Recommendation: Use the 10-year amortization method, increasing our IMRF rate immediately but hopefully at a much smaller rate. Budget Impact: Substantial. This directly effects our tax levy, immediately using the 10-year amortization, or in 2 to 3 years, substantially.

A motion was made by Alderman Meredith, seconded by Alderman Doose, to concur with the recommendation as presented. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Teague, Heiland, Puentes and Moreno. Motion carried.

Job Title Change (Steve Verdick)

A request is being made to change the job title of Economic Development Manager to Assistant City Administrator, along with occasional minor changes in job duties. The major job responsibilities of Economic Development would remain unchanged, as shown in the attached job description. The change has been reviewed and is being recommended by the Personal Committee. Mr. Keehner has a Masters Degree in Public Administration from Northern Illinois University and feels he can increase his contributions to the City by being exposes to other City Projects. The change allows the City to have a "go to person" when the City Administrator is unavailable.

The change allows for training and experience to prepare for the future retirement of the City Administrator, allows for growth and promotion from within current City Personnel. If promotion of this nature took place the City Administrator would be familiar with Economic Development projects and related issues. The job title of Civil Engineer was previously changed to Assistant Director of Engineering Services.

Other Illinois Quad City Municipalities presently have modified titles and job responsibilities including Moline and Rock Island.

Recommendation: Approve changing the title of Economic Development Manager to Assistant City Administrator with minor changes to the job description and Section 2-19-8 of the City Code.

Budget Impact: This change would not result in any increased costs. A salary increase is not being requested. Mr. Verdick reminded the Aldermen that any changes would need City Council approval. After much discussion, comments and questions.

A motion was made by Alderman Kelley, seconded by Alderman Meredith, to concur the recommendation and direct the City Attorney to draft the appropriate documents. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Teague and Moreno. Against: Heiland and Puentes. Motion carried. 5-2

Street Capital Improvement Funding (Steve Verdick)

A Pavement Management Report was completed in 2002. The report summarized the condition of streets to use as a tool in the decision making process for future street, alley, and parking lot improvements. Based on a 40-year replacement period it was determined that an annual budget of about $2.4 million to $7.7 million dollars would be needed, however we only have about $227,000 per year in current Motor Fuel Tax Revenue (MFT).

City Staff has developed a list of new revenue options that would result in about $1.1 million dollars providing a total of about $1,350,000 per year for street improvements. Brief summaries of the new revenue options are attached. Also attached is a 10-year budget and preliminary list of projects that could be done with the new revenue.

Recommendation: The City Council needs to determine if some or all of the new revenue options should be implemented. City Staff will present further information on each option. Budget Impact: New revenues of up to an estimated $1.1 million dollars would be available for street improvements.

Jim Hughes Finance Director gave an overview of the level of funding needed for the projects. After much discussion, comments and questions.

A motion was made by Alderman Kelley, seconded by Alderman Doose, to table this issue and bring it back to the Committee-of -the Whole at the June 16th meeting. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Teague, Heiland, Puentes and Moreno. Motion carried.

ADJOURNMENT
A motion was made by Alderman Kelley, seconded by Alderman Doose, to adjourn the meeting. Upon roll call the following voted in favor: Doose, Meredith, Kelley, Teague, Heiland, Puentes, and Moreno. Motion carried. 8:15p.m.

Minutes taken and submitted by,
_______________________________

Arletta D. Holmes, City Clerk

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