MINUTES OF THE MEETING OF THE MAYOR AND THE COMMITTEE-OF-THE-WHOLE
OF THE CITY OF EAST MOLlNE ILLINOIS
AUGUST 15, 2005ROLL CALL Mayor Thodos 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 Gary Westbrook. 7:30p.m.
COMPREHENSIVE SYSTEM STUDIES (Mr. Drake)A Comprehensive Study is being requested to identify improvements required to maintain our current utility systems, meet current and upcoming State and Federal and State Regulations, and to identify areas for improvement to meet future growth needs, with financing options. Request for Qualifications were requested from seven (7) Engineering Firms, the list has been narrowed to two (2) Firms.
Recommendation: Direct Staff to negotiate a cost for engineering services to complete utility Comprehensive Studies, with actual cost and contract returning to the Council for approval.
Budget Impact: At this time none there are funds allocated in the Capital Improvement Plan to complete a Comprehensive Study for each utility. A motion was made by Alderman Meredith, seconded by Alderman Puentes, to concur with staff recommendation as presented. Upon roll call the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley, Westbrook, and Heiland. Motion carried.
KNIGHTS OF COLUMBUS REQUEST FOR ROAD BLOCK (Mr. Keehner)The Knights of Columbus requested permission to conduct a roadblock at 9th Street and 15th Avenue in East Moline on September 16th & 17th, 2005. The purpose of the roadblock is to solicit donations for the 35th Annual Tootsie Roll Drive to benefit the Mentally Handicapped.
Recommendation: To approve the request.
Budget Impact: No expense to the City. A motion was made by Alderman Heiland, seconded by Alderman Kelley, to concur with the recommendation as presented. Upon roll call the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley, Westbrook, and Heiland. Motion carried.
AUBURN MEADOWS SUBDIVISION (Mr. Keehner) At the request of a local Developer, City Staff would like to engage the assistance of Ehlers and Associated to prepare feasibility study on the designation of an area as a redevelopment project area and concerning related matters as part of the development of the Auburn Meadows Subdivision project as a possible TIF. The Auburn Meadows Subdivision project is a 20 acre site located west of 11th Street south of 48th Avenue and north of 50th Avenue, that expects to include single-family dwellings, duplexes, triplexes, quadplexes, and sixplexes, along with one or more large multi-family complexes. Attached is the final plat of the Auburn Meadows Subdivision. This acreage is very difficult to develop due to abandon mine shafts. It not for this TIF being created this project would not go forward. This is a private development City funds are not involved to provide infrastructure. This project does not include a commercial element. The Developer has agreed to compensate the City for TIF consultant fees regarding TIF creation for this site; as long as, if the site qualifies to be a TIF the City creates the TIF. However, if the site qualifies as a TIF and the City does not create the TIF then the City compensates the TIF consultant with no reimbursement from the Developer. The Developer has agreed to place funds necessary to pay the TIF consultant in escrow in a local banking institution.
Recommendation: Approve the request based upon the stipulation the Developer and City agree upon a local banking institution and the Developer shows satisfactory evidence to the City Attorney and Assistant City Administrator that $25,000 has been deposited into an escrow account which is to be used to reimburse the City as TIF consultant fees as invoiced and received by the City. Additionally, request the City Attorney to draft a Resolution providing for a feasibility study on the designation of an area as a redevelopment project area and concerning related matters.
Budget Impact: None. Developer reimburses City through established escrow account. Mr. Keehner introduced Mr. Pete Harkness, who is the Project Developer. Mr. Harkness gave the City Council background information on the use of the proposed site. A lengthy discussion was held. A motion was made by Alderman Meredith, seconded by Alderman Heiland, to concur with staff recommendation, and direct the City Attorney, and the Assistant City Administrator to draft the agreement regarding the feasibility of the TIF Project, and to have escrow $25,000 to be deposited into an escrow account and pass on to City Council for final approval. Upon roll call the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley, and Heiland. Passed: Westbrook. Motion carried.
THIRD SHIFT SEWER PLANT POSITION (Mr. Keehner) Kenneth Schultz requested to be placed upon the July 18th Committee-of-the-Whole (COW), Agenda to address the City Council concerning possible safety issues relating to the one-man shift operation at the Sewer Plant. Subsequently, this item was discussed during the C.O.W. on August 1, 2005. It was decided, at that time by the City Council to table and send item back to the C.O.W. for further discussion on August 15, 2005. City Staff and Union Representatives have met on several occasions and developed a list of possible options to remedy the situation.
Recommendation: City Staff continues to pursue a viable option to remedy this situation, however 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 the 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. Keehner informed the City Council of the options that have been discussed by Staff and the Union; the following is a list of the nine viable options that have been discussed;
· Eliminate third shift.
· Start one person later on 2nd shift, and one person earlier on 1st shift.
· Deny vacation schedule one person per week (See Memo).
· Work 10-12 hour shifts, possible over-time (this would close the gap on 3rd shift).
· Bring Scott back from the Maintenance to the Sewer Plant.
· Union informs the City Council that progress is being made and we will continue to discuss the issues. · Hire a Landscaping Service to maintain the 15-20 acres that are maintained by the Plant employees (Mowing, and Snow Removable).
· Open job up for bidding internally.
· Shifting personnel around.
Mr. Kenneth Schultz, representing AFSCME addressed the City Council at the Mayor's request, regarding the re perspective on these options. Mr. Shultz notes these are safety and integrity issues and referred to the handed he had provided the City Council with. The Union wants to make sure that,
1. The Sewer Plant is running right
2. We don't want to cut back and all of a sudden things aren't working properly, no one wants to see that. Mr. Piatt believes that the plant integrity is not in jeopardy, and moving to get certain items that we don't have addressed right now. Alderman Westbrook asked if the Union and Staff close on any of the 9 options. Mr. Keehner indicated that they are on items # 2& 4 and they are not opposed to continued discussions. Chris Larrison suggested that the Aldermen show up for the discussion between Staff and the Union so they can be better informed. Mayor Thodos directed the Assistant City Administrator to send a memo to the Alderman, and the first 2 Aldermen to respond will participate in the meetings.
After a lengthy discussion a motion was made by Alderman Puentes, seconded by Alderman Meredith, to direct staff to work within the constrains of these nine (9) viable options, and report back to the City Council in two (2) weeks with recommendations. Upon roll call the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley, and Westbrook. Motion carried.
ADJOURNMENT A motion was made by Alderman Moreno, seconded by Alderman Kelley, to adjourn the meeting. Upon roll call the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley, Westbrook, and Heiland. Motion carried. 8:20p.m.
Minutes taken and submitted by,
Arletta D. Holmes, City Clerk
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