City of East Moline Committee of the Whole met April 4.
Here are the minutes provided by the committee:
ROLL CALL
Mayor Pro-Tem Jayne O’Brien called the meeting to order and directed City Clerk Wanda Roberts Bontz to call the roll. The following Aldermen were present: Larry Toppert, Gary Almblade, Nancy Mulcahey, Jayne O’Brien, Rhea Oakes, Maria Tapia and Jose Rico. 6:51 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
POLICE OFFICER NEW HIRE (Chief Ramsey, EMPD)
The East Moline Police Department has two slots reserved for the Police Training Institute in Champaign, IL that begins May 9th, 2022. One of the slots is being filled with an officer replacement due to an officer resignation that took place and became effective on March 17th, 2022. I am requesting to fill the second slot with an addition of a new officer hire due to the following circumstances. We currently have one officer who has been out on injury for over one year that is still pending a decision by our insurance carrier on whether it is work related. This officer is applying for disability with an uncertainty of returning in the future. There is also a possibility of a retirement within a year. Academy slots are still hard to obtain and I feel we need to take advantage of these two that we have secured. As I have said before, it takes 7-8 months to train a new officer before they are on their own and count for manpower. We budgeted for 36 officers this fiscal year with the possibility of getting back to our past normal staffing of 37 officers after a mid-year review of the budget and revenues. We are currently at 35 officers (3 are new and in training) and depending on the above described situations, with this extra hire we would not exceed 37 officers.
The cost of the replacement officer to fill the spot that has been vacated due to a resignation is $38,075.59, which will be an overall cost savings of $19,468.84 due to the salary difference along with taking in account the approximate 3 months of pay this year to the officer who resigned. (This includes Medicare and Insurance Costs)
The cost of the new officer addition is also $38,075.59 which was not budgeted for this year. The actual overage for salaries related to this would be $18,606.75 for this budget year, or less depending on the possible situations described earlier. (This also includes Medicare and Insurance Costs). See the attached document with a breakdown of these savings/costs.
FINANCIAL:
This is not a budgeted item.
Line Item# 010-260-20-110.1
Title: Salaries – Police Protection Amount Budgeted: $0
Actual Cost: $38,075.59
Under/(Over): $18,606.75
Funding Sources: Salaries – Police Protection
Departments: Police Department
This is not a CIP.
RECOMMENDATION:
Approve the addition of one new police officer hire.
A motion was made by Alderman Oakes, seconded by Alderman Mulcahey to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
REPLACEMENT FIREFIGHTERS (Chief DeFrance, EMFD) A firefighter has submitted his retirement notice effective May 2, 2022. This will result in a fourth (4) vacancy at the fire department, reducing our suppression staffing level to thirty (30) instead of the authorized thirty-four (34) personnel.
Of the thirty (30) personnel assigned to suppression, two (2) additional personnel are not available. One is on extended off duty injury until mid August and the second member is deploying with the United States Army Reserve April 28, 2022 for eight (8) months or longer. We will then be operating with twenty eight (28) personnel instead of the authorized (34).
In order to maintain the current reduced staffing level, two (2) replacement firefighters are needed immediately. The Illinois Fire Service Institute has announced a second Spring Fire Academy that begins on May 9, 2022 through June 30, 2022. We have reserved two (2) seats in this academy.
Contractually, we agreed to replace the four (4) positions not filled due to negotiated budget reductions by hiring two (2) positions in the fall of 2022 and two (2) positions in the Spring of 2023. I have received a verbal notice that another member plans to retire this September, and a senior member will reach his maximum pension benefit in October and may also elect to retire. We are currently experiencing excessive overtime and must frequently force employees to work mandatory overtime. This situation will only worsen if we do not fill the vacancies. We also have two (2) seats reserved for the Fall 2022 Fire Academy, and it appears we may also need at least two (2) more seats in the Spring of 2023 Fire Academy. At this time I am requesting two (2) replacements for the May 9, 2022 Fire Academy.
The base annual salary of the retiring member is $85,348.00.
The base entry annual salary of a replacement firefighter will be$ 51,654.00.
FINANCIAL:
This is a budgeted item.
Line Item# Title: Salaries
Amount Budgeted: $85,348.00 1-Year
Actual Cost: $51,654.00 1-Year
Under/(Over): $33,694.00 1-Year
This is not a CIP.
RECOMMENDATION:
Direct the East Moline Fire & Police Commission to select and hire two (2) suitable candidates for the fire department from the firefighter eligibility list.
A motion was made by Alderman Oakes, seconded by Alderman Toppert to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
CONSTRUCTION ENGINEERING ASSISTANCE – CONTRACT 2 (Mr. Tim Kammler, Director of Engineering)
Staff have obtained a second professional services contract for construction inspection assistance on the various capital improvement projects that will be underway this summer. This proposal is from Hutchison Engineering and is a time & material services contract or an entry-level construction engineer who would work under the supervision of our construction manager. The estimated fee is based upon 12 weeks, full-time, and the total includes supplemental hours for overtime. Actual fees will be dependent upon the manpower needed. A copy of the standard form contract with generic scope of services and schedule of hourly rates is provided for review and consideration.
FINANCIAL:
This is a budgeted item.
Line Item# Various Title: See below
Amount Budgeted: $80,000.00
Actual Cost: $80,807.00 (est.)
Under/(Over): T.B.D.
Funding Sources: Water CIP, Sewer CIP, Non-Home Rule Sales Tax
Departments: Engineering
This is a CIP.
RECOMMENDATION:
Approve contract with Hutchison for construction engineering services.
A motion was made by Alderman Almblade, seconded by Alderman Oakes to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
CONSTRUCTION LAYOUT – KENNEDY DR. – 2ND ST CT – 34TH AV. (Mr. Tim Kammler, Director of Engineering)
Construction of the above-referenced project will require construction survey staking for line and grades of the proposed utility features, paving, walks, and other appurtenant items. Staff does not have the ability to perform the required surveying services; as such, a professional services proposal has been obtained from Shive-Hattery Engineering to assist the city with this work. A copy of the proposal including detailed scope of services is attached for review and consideration.
FINANCIAL:
This is a budgeted item.
Line Item# 220-4547-452.0
Title: Water Capital Improvements
Amount Budgeted: $10,000.00
Actual Cost: $6,800.00 (est.)
Funding Sources: Water CIP, Dept. Projects
This is a CIP.
RECOMMENDATION:
Approve contract with Shive-Hattery for construction layout services for the Kennedy Dr-2nd St Ct-34th Av. Utility & Roadway Improvements Project.
A motion was made by Alderman Almblade, seconded by Alderman Oakes to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
CONSTRUCTION LAYOUT – 24TH STREET/25TH STREET ALLEY UTILITIES (Mr. Tim Kammler, Director of Engineering)
Construction of the above-referenced project will require construction survey staking for line and grades of the proposed utility features, paving, walks, and other appurtenant items. Staff does not have the ability to perform the required surveying services; as such, a professional services proposal has been obtained from Shive-Hattery Engineering to assist the city with this work. A copy of the proposal including detailed scope of services is attached for review and consideration.
FINANCIAL:
This is a budgeted item.
Line Item# 270-4547-452.0
Title: Sewer Capital Improvements
Amount Budgeted: $10,000.00
Actual Cost: $6,800.00 (est.)
Funding Sources: Sewer CIP, Dept. Projects
This is a CIP.
RECOMMENDATION:
Approve contract with Shive-Hattery for construction layout services for the 24th Street/ 25th Street Alley Utility & Roadway Improvements Project.
A motion was made by Alderman Almblade, seconded by Alderman Toppert to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
ADJOURMENT:
A motion was made by Alderman Almblade, seconded by Alderman Oakes to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried. 7:15 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_04042022-786
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