The East Moline Committee of the Whole met Monday, June 20.
The East Moline Committee of the Whole meets immediately after the regular city council meetings on the first and third Monday of each month.
Here are the meeting minutes as provided by the East Moline Committee of the Whole:
MINUTES OF THE MEETING OF THE MAYOR AND THE COMMITTEE-OF-THE-WHOLE OF THE CITY OF EAST MOLINE, ILLINOIS
MONDAY, JUNE 20, 2016
ROLL 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, Gary Almblade, Ed DeJaynes, Humberto Aguilar, Robert Cheffer, Gary Westbrook, and Mayor John Thodos. Absent: Nancy Mulcahey 6:51p.m.
ADDITIONS/CORRECTIONS TO AGENDA None
2016 SEWER LINING PROGRAM (Mr. Kammler, Director of Engineering Services) Per the 2016 CIP, the East Moline Engineering Department has prepared recommendations for a cured-in-place-pipe (CIPP) sewer lining program for this year. Based on the CIP budget of $252,000 of sewer capital improvement funds, approximately 8,840 LF (1.7 Miles) of sewers are proposed to be lined. Sewer lining recommendations are based upon the 2012 – 2013 citywide inspection and assessment along with updated recommendations from maintenance services staff. Last year (2015) this regional program including Coal Valley, Silvis, Carbon Cliff and Cambridge combined quantities, and a 3-year contract was bid to provide reduced price of construction due to economy of scale. The 3-year contract was awarded to the low bidder, Hoerr Construction (Peoria, IL.) August 17, 2015 via Resolution 15-54. East Moline’s sewer lining price is $21.83/L.F. For comparison, the City of Moline’s pricing this year from a pubic bid letting is $25/LF this year. Pending approval of the City Council, work quantities and mapping will be provided to the contractor along with notice to proceed on this year’s component. As with all unit-price construction contracts, the final amount paid will vary slightly from the budget figure as final cost is dependent upon field measurements and actual work performed during construction.
FINANCIAL: This is a budgeted item Line Item# 270-4547-259.1 Title: Sewer Collection Improvements Amount Budgeted: $252,000 Actual Cost: $252,000 plus/minus (Unit Pricing)
Funding Sources: Sewer CIP Funds Departments: Engineering CIP Project Number: ENGR- 1310
RECOMMENDATION: Approve 2016 Sewer Lining Program work in the amount of $252,000 to be performed by Hoerr Construction Inc. (Peoria, IL) in accordance with the terms of the existing 3-year contract previously awarded on August 17, 2015 by Resolution 15-54.
A motion was made by Alderman Heiland, seconded by Alderman Westbrook, to concur with staff’s recommendation, to approve the 2016 Sewer Lining Program work in the amount of $252,000, and instruct the City Attorney to prepare the appropriate document, and forward to City Council for consideration. Upon roll call the following voted in favor: DeJaynes, Aguilar, Cheffer, Westbrook, Heiland, and Almblade. Motion carried.
CITY HALL/ ANNEX CUSTODIAN- (Chief Reynolds, EMPD) City Hall and the Annex have not had a full time custodian since December 2010. The last custodian took a voluntary lay off in January 2011 until she resigned in May 2012. This position was never filled and has been left out of the budget. An employee from Maintenance Services has been assigned when possible to do basic custodian assignments such as sweep and mop floors, empty garbage cans, and clean bathrooms. These periodic visits have left both buildings with less than cleanliness appearance. Attempts to bring in outside vendors to clean have been met with resistance from AFSCME. Negotiations between the city and AFSCME to hire a part time temporary custodian employee have been ongoing. AFSCME agrees that the buildings need to be cleaned and while it would like the city to hire a full time custodian it does not oppose the hiring of a part time temporary employee. A part time temporary employee hired for 8 hours a week (Custodian pay grade 3 plus Social Security and Medicare) would allow both buildings to be cleaned, snow removed from the sidewalks and the grass mowed. We could use salary saved from not having a city administrator for 5 1?2 months for this year. This position would be subject to budget approval each year. In future years, the police department is willing to pay for 1/2 and finance would pay for 1/2 of the costs.
FINANCIAL: This is not a budgeted item. Line Item#: 001-4110-110.1 Title: Salaries – Building and Grounds Actual Cost: $0.00 Actual Cost: $5,690.00 Under/ (Over): ($5,690.00) Funding Source: Exempt Salaries Savings
RECOMMENDATION: Hire a part time temporary custodian for City Hall and the Annex.
A lengthy discussion was held regarding the various concerns that were expressed by the Council. Regarding the temporary hires pay grade, is the scheduled 8 hours per week enough time to clean both buildings, a written side letter agreement between the City and AFSCME regarding this issue? After much discussion, questions, and comments
A motion was made by Alderman Cheffer, seconded by Alderman Almblade, to concur with staff recommendation, subject to an agreement with AFSCME regarding past practice or precedent setting (side letter). Instruct the City Attorney to prepare the appropriate document, and forward to City Council for consideration. Upon roll call the following voted in favor: Aguilar, Cheffer, Westbrook, Heiland, and Almblade. Oppose: DeJaynes. Motion carried 5-1.
INTERGOVERNMENTAL PERSONNEL BENEFITS COOPERATIVE AGREEMENT (IPBC) (Ms. Petersen, Finance) At its June 8th meeting, the Health Insurance Committee voted to enter into the Intergovernmental Personnel Benefits Cooperative (IPBC) for health insurance coverage. The IPBC was established in 1979 and currently has 102 public sector entities. The purpose of the IPBC is to provide economies of scale and risk pooling to allow members more financial stability than being on their own in the insurance market. The City will retain control over its plan design under the IPBC. The City’s average renewal increase for the last 5 years has been 8.3% while IPBC member’s average renewal increase for the last 5 years has been 2.34%. Currently, the City is responsible for the first $100,000 of claims per covered individual before stop loss coverage begins. Under the IPBC the City would be responsible for the first $35,000 of claims per covered individual and then claims over $35,000 up to $125,000 are pooled together and shared among all IPBC members. Due to the larger member base, the City should see reductions in administrative and stop loss fees under the IPBC. The members of the IPBC also have the ability to participate in receiving dividends should the IPBC end the year with a surplus. The average dividend paid over the last 5 years is 8.9%. Attached is more information on the IPBC as well as the by-laws of the organization. Ms. Petersen stated that Mr. D ave Cook, Exceptive Director of IPBC, and Ms. Jessica Eden, Insurance Advisor for the Insurance Committee, is in attendance to answer any questions that the Council may have.
FINANCIAL: N/A
RECOMMENDATION: Approve the intergovernmental agreement with the IPBC.
Mr. Dave Cook addressed the City Council thanking the Mayor and Council for the opportunity to present tonight. Mr. Cook gave a brief history and overview of the IPBC Organization. After much discussion, comments, and various questions;
A motion was made by Alderman Almblade, seconded by Alderman Heiland, to concur with the recommendation to approve the intergovernmental agreement with the IPBC. Upon roll call the following voted in favor: DeJaynes, Aguilar, Cheffer, Westbrook, Heiland, and Almblade. Motion carried.
FIREFIGHTER REPLACEMENT (Chief DeFrance, Fire Chief) A Lieutenant will retire on July 7, 2016 creating a vacancy in the fire department. The department will need to hire an entry level firefighter from the existing list. The position is in the annual budget for the fire department.
• The base firefighter pay of the retiring Lieutenant is $70,164.
• The entry level pay for the replacement firefighter will be $45,309.
FINANCIAL: This is not a budgeted item.
Line Item: 5-4200.1101 Title: Salaries Amount Budgeted: $70,164.00 Retiring Firefighter in 2016 budget Actual Cost: $45,309 Entry Level Firefighter Under/Over: $24,855 Salary Differential -Savings Funding Sources: General Fund Departments: Fire
RECOMMENDATION: Direct the Fire and Police Commission to hire the next qualified candidate from the eligibility list.
A motion was made by Alderman Westbrook, seconded by Alderman DeJaynes, to concur with the recommendation as presented, and instruct the City Attorney to prepare the appropriate document and forward to City Council for consideration. Upon roll call the following voted in favor: DeJaynes, Aguilar, Cheffer, Westbrook, Heiland, and Almblade. Motion carried.
CONFIMATION OF THE EAST MOLINE PUBLIC LIBRARY’S STATUS UNDER THE CITY OF EAST MOLINE’S SELF INSURANCE FUND (Ms. Laura Long, Library Director) The East Moline Public Library is looking for a current confirmation of the Library’s status under the City’s self-insurance fund. In 2001, the Library received a letter from then City Administrator Steve Verdick, stating that the library was included under the fund for workman’s compensation, general liability, buildings, vehicles, and general office equipment (See attached document). We are asking that City Council confirm this status as of the present with official action.
FINANCIAL: N/A
RECOMMENDATION: The library is asking for City Council to confirm the Library’s status as insured under the City’s self-insurance fund through resolution.
Discussion: Alderman Almblade –asked what control does the City Council have over this especially the vehicles, they make their own polices, do they require insurance when they do drive? Ms. Long replied that the Library currently does not have any vehicles, nor does it plan to have any vehicle so it does not have any policies addressing that. Alderman Almblade asked Ms. Long what about travel, Ms. Long said that the library does not have any policies that address that, and if you travel for the library you use your own personal vehicle.
Mayor Thodos – stated that the Library Board is an Autonomous Board; they are a self governing Board, by law when they give us a levy, and the city has to basically levy what they say. Mayor Thodos noted that the Library Board decided to raise their levy considerably because of concern that the Governor would freeze property taxes, and book late fees is really the Library’s only sources of income.
Alderman Heiland – that letter from Steve Verdick, can it be updated by the Council? City Attorney Lee stated that after looking for this, they through it might be easier to put something in resolution form, so 20 yrs from now, we would not have to rehash the same issue again.
Mayor Thodos made additional comments regarding this issue.
Alderman Westbrook- stated that he has those same concerns as Alderman Almblade. The Library has the ability to levy, and also has the ability to get their own insurance. He cannot support issue.
Alderman DeJaynes –stated that he would like to table this issue.
A motion was made by Alderman DeJaynes, seconded by Alderman Almblade, to table these items for 30 days. Upon roll call the following voted in favor: DeJaynes, Aguilar, Cheffer, Westbrook, and Almblade. Oppose: Heiland. Motion carried 5-1.
ADJOURNMENT A motion was made by Alderman DeJaynes , seconded by Alderman Westbrook , to adjourn the C ommittee-of-the-Whole meeting. Upon roll call the foll owing voted in favor: DeJaynes, Aguilar, Cheffer, Westbrook, Heiland, and Almblade. Motion carried 7:39p.m.
Minutes taken and submitted
_________________________ Arletta D. Holmes, City Clerk
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