MINUTES OF THE MEETING OF THE
MAYOR AND THE COMMITTEE-OF-THE-WHOLE
OF THE CITY OF EAST MOLlNE ILLINOIS
JULY 6, 2004
Mayor Moreno called the meeting to order and directed Dept. 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.
DRAINAGE ENGINEERING – LAUPER
There has been several flooding problems resulting from heavy rainfall in the area of 14th Avenue & 17th Street. McClure Engineering has proposed an agreement to perform capacity analysis of the drainage system and downstream culverts and develop recommendations for reducing the flooding within 30 days.
RECOMMENDATION: Approve the agreement with McClure Engineering.
BUDGET IMPACT: A cost not to exceed $5,000, to be paid from the Drainage Fund , Professional Services line item.
Discussion was held regarding paying someone to investigate this problem and then not having the funds to repair. Mr. Verdick informed the Committee that without knowing how much the repairs are going to cost its hard to fund the repairs.
Discussion was also held on why the project could not be studied in house with the engineering department. Mr. Lauper informed the committee that his department was very busy and that the software and equipment needed for this type of testing would have to be purchased.
Discussion was held regarding other areas in the City that have drainage issues and when those areas would be addressed and would consulting fees need to be paid for each study.
After much discussion a motion was made by Alderman Kelley, seconded by Alderman Teague to approve entering into an agreement with McClure Engineering for a cost not to exceed $5,000. Upon voice vote all those in attendance voted in favor. Motion carried.
NO PARKING CHANGE – ALD. HEILAND
Alderman Heiland informed the Committee about the need to change the parking signs between 16th Avenue and 17th Avenue on 5th Street. The signs were changed from two-hour time limit to no parking and a new ordinance was written.
The resident that requested the change has contacted Ald. Heiland and wants the signs changed from no parking on the West side to no parking on the East side. Then allow parking on the West side. This would require changing the ordinance and making a new one.
Alderman Heiland informed the Council that all of the other streets in that area have no parking on the West side.
RECOMMENDATION: Change the signs
BUDGET IMPACT: Cost to change the signs from one side of the street to the other and the cost to write a new ordinance
A motion was made by Alderman Heiland, seconded by Alderman Moreno, to direct the City Attorney to draft a new ordinance changing the no parking on 5th Street from 16th Avenue to 17th Avenue from the East Side of the street to the West Side of the street. Upon voice vote 6 of the 7 in attendance vote in favor – 1 opposed. Motion carried 6 - 1
WATER BILLING FEE – ALD. MORENO
The water billing fee of $9.44 has been charged for over 25 years. Originally it was charged on four bills for an annual billing fee of $37.76. Now it is charged six times for an annual billing fee of $56.64. To maintain the same billing fee per residence, should it be $6.30 per bill, for an annual billing fee of $37.80?
BUDGET IMPACT: By reducing the billing fee $3.14 would reduce total water and sewer revenues by $116,808.
A motion was made by Alderman Moreno, seconded by Alderman Meredith, to direct the City Attorney to draft an Ordinance changing the billing fee to $6.30 per bill. Upon voice vote all those in attendance voted in favor. Motion carried.
EMIP MARKETING AGREEMENT – KEEHNER
A Listing Agreement between the City of East Moline and Mel Foster Company recently expired. As a result, Mel Foster Company would like to renew this Listing Agreement for the exclusive right to sell public surplus real estate located in the East Moline Industrial Park (EMIP). This agreement would extend from July 25, 2004 through July 25, 2005.
RECOMMENDATION: City staff recommends approval of this Listing Agreement.
BUDGET IMPACT: No budget impact unless public surplus real estate is sold. Budget impact resulting from brokerage commission would be offset by funds received from the sale of the public real estate.
Discussion was held and a motion was made by Alderman Moreno, seconded by Alderman Meredith to approve entering into an agreement with Mel Foster for listing various lots in the East Moline Industrial Park with an expiration date of July 2005. Upon voice vote all those in attendance voted in favor.
QC DOWNS MARKETING AGREEMENT – KEEHNER
To further the mission of creating, retaining and expanding economic development within the City of East Moline City staff is requesting the City Council to consider approving a Marketing Agreement between Quad City Downs, Inc. and the City of East Moline. This Agreement would allow City Staff the opportunity to add the agreed upon vacant land area adjacent to the Q.C. Downs site to its list of available property to be developed upon. This Agreement allows City Staff additional opportunity to present available vacant land to prospects seeking to develop within the City of East Moline. Please review the attached Marketing Agreement.
RECOMMENDATION: Direct City Attorney to draft a Resolution supporting this Marketing Agreement.
BUDGET IMPACT: None
Discussion was held regarding this agreement. Alderman Teague express a desire to see marketing done with the City on properties owned by the City.
A motion was made by Alderman Meredith, seconded by Alderman Puentes, to direct the City Attorney to draft a Resolution entering into a Marketing Agreement with the QC Downs. Upon voice vote all those in attendance voted in favor. Motion Carried,
H.R. AGREEMENT CHANGE - VERDICK
Currently the City received HR services through Oceans of Opportunity. They provide a person to work 24 hours per week for a fee of $46,800 per year and provide back up support if needed. The owner is moving to Arizona and has offered to continue the same services, however I do not think this would be in the best interest for the City.
Terri VanDyke has worked in East Moline since November 2002 and has proven she is capable of the work. Mr. Verdick proposed hiring Terri directly as a part time employee working 24 hours per week (the same hours she currently has) and be paid at a grade 9 on the Exempt-Supervisory Salary Scale, earning $23,999 annually. This would result in a savings of $22,801, which would be reduced a little bit due to taxes. The savings could then be used towards hiring an IT person, which will be discussed later.
RECOMMENDATION: Approve the request to end the consulting agreement with Oceans of Opportunities effective September 5, 2004, and hire a part-time H.R. Coordinator to work 24 hours per week.
BUDGET IMPACT: This will result in a savings of about $20,000 per year.
Several topics of discussion were held regarding this position including, certificates held for HR services, education, hours worked, selecting another outside HR service, opening the position up for applications.
After much discussion a motion was made by Alderman Doose, seconded by Alderman Kelley, to concur with the request and create a part time HR position within the City for 24 hours per week at a starting salary of $23,999. Upon roll call the following voted in favor: Doose, Kelley and Teague. Opposed: Heiland, Puentes, Moreno and Meredith. Motion fails 3 – 4.
I.T. STAFFING CHANGE – VERDICK
We have never hadan Information Technologist asan employee. We have always tried to have the work done by consultants. We now think that there is a valid need to have someone available 40 hours a week to provide assistance with the computer-related duties (non-programming).
Mr. Hughes reported that we currently have had an IT person working for us at $18.00 per hour. Several accomplishments have been made since this person has started working on our system.
Mr. Hughes presented two employment options:
1) Hiring an IT employee at a beginning salary of $45,502.
a. Advantages: 40 hours per week, salary cost would be lower
b. Dis-Advantages: eligible for full time benefits, go to the employee committee
2) Hire an IT as an independent contractor:
a. Advantages: no health insurance, no continued employment
b. Dis-Advantages: higher hourly salary to make up for no benefits.
RECOMMENDATION: Approve the request to hire a full-time Information Technologist.
BUDGET IMPACT: Exempt pay grade 14, with a starting salary of $45,502 per year. The salary to be funded from several departments during the remaining 9 months this fiscal year, with the entire budget thereafter to be paid from the Finance Dept. budgets. ($15, 000 this year could result from the savings realized by ending the HR agreement and hiring a part-time HR employee).
Discussion was held regarding several areas of this position.
After lengthy discussion a motion was made by Alderman Puentes, seconded by Alderman Heiland to table this item until the next COW meeting. Upon roll call the following voted in favor: Heiland, Puentes, Moreno, Doose, Meredith, Kelley and Teague. Motion Carried.
A motion was made by Alderman Puentes, seconded by Alderman Meredith, to adjourn the meeting. Upon roll call the following voted in favor: Heiland, Puentes, Moreno, Doose, Meredith, Kelley and Teague. Meeting adjourned at 8:42 pm
Kathryn VenHuizen, Dept. City Clerk
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