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

OF THE CITY OF EAST MOLlNE ILLINOIS
AUGUST 1, 2005
    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, and Gary Westbrook.   6:50 p.m.  

ADDITIONS/CORRECTIONS/ADJUSTMENTS TO THE AGENDA Finance Director Jim Hughes requested that Item Number 7 be moved to the First Item position due to the number of people involved.  

STOP LOSS INSURANCE COVERAGE  (Jim Hughes)

With a new Mayor in office and a new member and members of the City Council who may not have had this discussion, City Staff thought it would be appropriate to discuss this topic again.  The City is self insured for all of our insurance needs from health insurance to workers compensation and public liability.  In our health insurance fund we have stop loss coverage to protect the City from large health insurance claims.  On workmen's compensation and public liability side we do not have this type of protection.  We have investigated complete insurance coverage and found that we can have complete coverage, which is only one option, through the Illinois Municipal League for a premium between $430,974 and $666,351 depending on our claims.  With our good history of claims this seems to be excessive.  We have contacted Trissel Graham and Toole for a policy we can pick and choose deductibles and coverage (Attached is a summary of their proposed coverage).  The fee would be $151,619 annually.  The deductible is substantial.  For Public Liability the deductible is $250,000; Workers Compensation - $400,000, and $500,000 for Police and Fire; and auto liability the deductible is $250,000.  These are very large deductibles, but also the premium is only $151,619 additional compared to almost $500,000 or more.  In recent years the City would have received little or no benefit from having the additional insurance, but at least we knew, the citizens of East Moline were covered for catastrophic claim.  It would cost the City residents approximately 6 cents to provide this coverage.  On a $100,000 home that is a yearly cost of $18.60.   On another insurance aspect, I am greatly concerned that we have issued over $4,000,000 of bonds for the new garage and we do not have fire insurance on the new building.  I have requested Mr. Trissel to bring a quote for fire insurance on Monday.  When we used revenue bonds on the water and sewer plants we were required to carry full coverage on the property.  Because we issued General Obligation Bonds on the garage we do not have this requirement.   

Recommendation:  At a minimum we need to purchase fire insurance on the new City Garage.  At this time with the Judgment Funding Bond this would be a sizeable property tax increase.  Maybe this should be addressed in two (2) years when the Judgment Funding Bond is paid in full.  But remember we would be exposing the citizens to a catastrophic loss for two (2) additional years.   

Budget Impact:  I have no quote on fire insurance for the garage.  The stop-loss coverage is an additional $151,619.  This is not in the budget and would have to be levied.   Jim Hughes gave an overview of the proposal and introduced Mr. Trissel who gave the detailed explanation of the background and details of the proposal.  Discussion of coverage and cost.   A motion was made by Alderman Puentes, seconded by Alderman Moreno, to direct the Mayor to form a committee to investigate the merits of liability insurance.  The committee would consist of two (2) Aldermen and two (2) Staff members.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Doose, Meredith, Kelley, and Westbrook.  Motion carried.   Finance Director Jim Hughes requested permission to proceed with obtaining an estimate for insurance for the City Maintenance building.   A motion was made by Alderman Meredith, seconded by Alderman Kelley, to direct staff to discuss price of fire insurance and return the report to City Council.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Doose, Meredith, Kelley, and Westbrook.  Motion carried.

 

THIRD SHIFT SEWER PLANT POSITION  (Rich Keehner)

Ken Schultz has requested to be placed upon the July 18th Committee of the Whole agenda to address the City Council concerning possible safety issues relating to the one-man shrift operation at the Sewer Plant.  Subsequently, this item was discussed during the Committee-of-the-Whole, however it was decided by the City Council to table and send this item back to the Committee-of-the-Whole stage for further discussion.  

Recommendation: 
It is the recommendation of staff not to hire a replacement for the eliminated third shift position.  The eliminated third shift position, as a result of a retirement, is a vital part of the projected savings for this fiscal year.  These vital savings were discussed during budget development and adoption proceedings.  City Staff has had several meetings with union representatives discussing other options concerning this matter and would be happy to further discuss other available options with them.
  

Budget Impact:  If hiring a new employee were decided by the City Council, this persons wages including benefits would further strain our funding resources.  If allowed to proceed as presently scheduled the budget impact would be within budgeted resources.   Mr. Kenneth Schultz, representing of AFSCME Local 1234, gave further information on the issue.  He explained employee safety and (Waste Water) Plant integrity.  Alderman Heiland expressed opposition to not hiring a replacement, citing employee safety.  Alderman Doose supported the hiring of the position.    Alderman Heiland made a motion, seconded by Alderman Doose, to not eliminate the 2nd position on the 3rd shift at the Wastewater Treatment Plant and to proceed with the hiring.  A detailed discussion was held with several safety suggestions put forth.  Mayor Thodos asked if funds were budgeted for the position.  Finance Director Hughes indicated that they were not.  Additional discussion.    Bruce Willemarck, Director of Maintenance, Reminded the committee that his Department, as well as the Police Department and Fire Department, are also operating with less employees.  Additional discussion on options and safety issues.   Mayor Thodos restated that there is a motion on the floor not to eliminate the position and to proceed with the hiring.  Additional discussion was held.  Upon roll call the following voted in favor:  Heiland, and Doose.  Opposed:  Puentes, Moreno, Meredith, Kelley, and Westbrook.  Motion fails.  2-5.   Alderman Moreno made a motion, seconded by Alderman Meredith, to direct staff to alter the third shift with an existing employee from the labor pool at the Wastewater Treatment Plant.  Additional discussion on the use of a temporary employee.  Additional discussion on Wastewater operations.  Alderman Moreno withdraws his motion, Alderman Meredith withdraws his second.   Alderman Moreno made a motion, seconded by Alderman Puentes, to direct staff to meet and return in two weeks to the Committee-of-the- Whole with recommendations on how they will fill the third shift at the Wastewater Plant.  Staff to include union representation.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Doose, Meredith, Kelley, and Westbrook.  Motion carried.  

QUAD CITY LABOR DAY ALLIANCE REQUEST  (Rich Keehner) Quad City Labor Day Parade Alliance requests permission to hold the 22nd Annual Labor Day Parade on Monday September 5, 2005 at 11:00a.m.  The official location of the line up of the parade will take place at John Deere Harvester Works parking lot.   

Recommendation:
    Approve the request.
  

Budget Impact: Possible donation of time from various City Departments to assist in clean up, and crowd control ect.   Alderman Kelley asked if all Departments are aware of requirements.  Staff responds in the affirmative.   Alderman Puentes, seconded by Alderman Moreno, made a motion to draft a Resolution or an Ordinance to allow the Quad City Labor Day Alliance to hold the 22nd Annual Labor Day Parade on Monday, September 5, 2005 on 15th Avenue.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Doose, Meredith, Kelley, and Westbrook.   Motion carried.  

HABITAT FOR HUMANITY  (Richard Van Raes) Richard Van Raes, City Planner, presented the background and an overview.  Habitat for Humanity is proposing to build a new home at 1321 12th Avenue.  In the past the City waived the building permit fees for projects that benefit low-income homeowners.  

Recommendation: 
Waive all permit fees (Building, Plumbing, Electrical, HVAC/Water/Sewer, connections, ect.) for this project.
  

Budget Impact:  Losses of approximately $1,200 in permit fees.  Long-term gain in utility usage and property taxes.   A motion was made by Alderman Kelley, seconded by Alderman Meredith to waive all permit fees for the construction of the Habitat for Humanity Home at 1321 12th Avenue.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Doose, Meredith, Kelley, and Westbrook.  Motion carried.  

Q. C. SAFE KIDS SHED  (Chief DeFrance) The East Moline Fire Department has participated in the Quad City Safe Kids, Car Seat Fit Program for several years.  We currently staff and operate a Car Seat Fit Testing Station on the 2nd Saturday of each month at the Avenue of the Cities Fire Station.   The Quad City Safe Kids currently rent a storage facility to store new car seats and supplies needed to conduct operations.  Mr. Greg Elden (East Moline Fire Fighter) has approached me about constructing a small storage shed at the Avenue of the Cities Fire Station for the purpose of the above-mentioned storage.  This would eliminate the monthly storage expenses and help further the services provided by Quad City Safe Kids.   Firefighters and representatives of Quad City Safe Kids will construct the shed.  All materials have been donated to the Quad City Safe Kids for this project.  Attached is a lease agreement, as drafted by the City Attorney.  This lease agreement addresses maintenance and indemnity issues related to this project.  The City will not seek rent or revenue from this project.  

Recommendation:  Approve the agreement to allow Quad City Safe Kids and the East Moline Firefighters to begin construction on this storage shed. 

Budget Impact:  None.
  A motion was made by Alderman Puentes, seconded by Alderman Kelley, to enter into the lease agreement and direct the City Attorney to draft a Resolution and forward to the City Council.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Doose, Meredith, Kelley, and Westbrook.  Motion carried.  

EAST MOLINE SOCCER CLUB EMS REQUEST  (Chief DeFrance) The East Moline Silvis Soccer Club (EMSSC) has filed a "Request for Special Services" form with the East Moline Fire Department.  EMSSC is requesting two (2) Emergency Medical Technicians stand-by during the Annual Soccer Tournament.  The total staff hours required to fulfill this request is 64.5.  This would create 96.75 hours of Comp Time liability.  

Recommendation: 
The Council has approved this service in the past based on the benefit to the community and the City.  
 

Budget Impact:  This request does add to our departmental comp time liability total and may create limited overtime.   Discussion on Illini Hospital.  Alderman Westbrook notes for the record, the need to establish standards for this type of request.    A motion was made by Alderman Heiland, seconded by Alderman Kelley, to concur with the recommendation to provide the requested services.  Upon roll call the following voted in favor:  Heiland, Puentes, Doose, Meredith, Kelley.  Opposed:  Westbrook.  Abstained:  Moreno.  Motion carried.  

JUDGMENT FUNDING BONDS  (Jim Hughes) Judgment Funding Bonds are used to pay workmen's compensation claim and other liability claims.  These bonds are paid by an additional levy in the Insurance and Tort Judgment Fund.  I have attached supplementary information for this discussion.  

Recommendation:  Issue the Judgment Funding Bonds with a two (2) year payback.  

Budget Impact:  By using Judgment Funding Bonds to pay the three (3) workmen's compensation claims this will help insure that the Insurance Reserve Fund will have cash balance sufficient to sustain us in this fund.    Mr. Hughes advises the committee on proposed interest rates and current fund balance.  Discussion was held.   A motion was made by Alderman Meredith, seconded by Alderman Kelley, to direct the City Attorney and the Finance Director to contact Paul Marengo of Schiff Hardin to prepare the necessary documents and draft an Ordinance to issue approximately $250,000 of Judgment Funding Bonds.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Doose, Meredith, Kelley, and Westbrook.  Motion carried.  

IGA WITH IDOT FOR MAINTENANCE OF STATE HIGHWAYS  (Bill Lauper) This agreement for reimbursement of the City of East Moline for Maintenance of some State Highways in East Moline.  The State will pay $34,406.98 for the first year (July 1, 2005 through June 30, 2006) As compensation for satisfactory maintenance and operation of the Streets in accordance with the terms of this agreement.  The scope of services/responsibilities is as stated in the agreement including, but not limited to, all routine surface and pothole repairs, temporary full-depth patches, expansion bump removal on bituminous surfaces, crack and joint sealing, cleaning and litter pickup, snow and ice control and all other routine operational services  (Agreement attached). 
 Recommendation:  Approve agreement with Illinois Department of Transportation.  

Budget Impact:  Small increase in reimbursement from State.   A motion was made by Alderman Moreno, seconded by Alderman Kelley, to enter into the agreement with the Illinois Department of Transportation for the Maintenance of State Highways.  Upon roll call the following voted in favor:  Heiland, Puentes, Moreno, Doose, Meredith, Kelley, and Westbrook.  Motion carried.  

LANDFILL FUNDS  (Mayor Thodos) Mayor Thodos opens discussion on the subject of Landfill "Fees".  This item was tabled from the July 5, 2005 Committee-of-the-Whole meeting.  Mayor Thodos reported that he attended a Park Board meeting.  If there are no objections, discussion will proceed. Rich Keehner Assistant City Administrator, referenced several items of communication distributed to City Council members.  Mr. Keehner summarized discussions from July 1, 2005 Committee-of-the-Whole meeting and subsequent events.   Alderman Moreno states the current status of the funds.  Part of the funds will be used to pay for work (park improvements) that is already in progress and the reminder of the funds will remain in the General Fund until April 30, 2006.   Alderman Moreno made a motion, seconded by Alderman Kelley, to transfer $61,688.60 to the Park Capitol Improvement Fund to cover the cost of current projects, and the remainder of the funds to remain in the Recreation and Culture part of the General Fund.  Discussion.   Alderman Heiland asked about availability of other funds as related to the 9th Street Commons fund.  Mr. Willemarck commented on funding of projects.  Alderman Meredith comments on concept of Park District.  Alderman Moreno comments.    Mayor Thodos notes that at the Park Board meeting he was asked to find comprises.  The Mayor also comments on seasonal employees.  He notes that the AFSCME Contract restricts the conditions and number of seasonal employees.  The Mayor notes that the "Compromise" is still "Status Quo" so the compromise is not a compromise.   Alderman Moreno notes that this was the recommendation of Mr. Hughes, and Mr. Keehner.  Additions discussion on projects and possible Grants, Park Districts, and Union Contracts.  The Mayor restates the motion.  Additional discussion.  The Mayor states he will continue to put forth cost saving ideas.  The Mayor called for a roll call vote.  Upon roll call the following voted in favor:  Puentes, Moreno, Doose, Meredith, Kelley, and Westbrook.  Opposed:  Heiland.  Motion carried.  6-1.  

ADJOURNMENT A motion was made by Alderman Kelley, seconded by Alderman Meredith, to adjourn the meeting.  Upon roll call the following voted in favor: Heiland, Puentes, Moreno, Doose, Meredith, Kelley and Westbrook.   Motion carried.  8:30p.m.      

Minutes taken and submitted by,   
                                                                       
Richard Van Raes, Deputy City Clerk  

 

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