The Rock Island City Council met in reconvened session at 8:00 a.m. on Saturday, March 5 in the Personnel Conference Room of Rock Island City Hall. Present were Mayor Mark W. Schwiebert, presiding, and Aldermen Terry M. A. Brooks I, David A. Conroy, John E. Bauersfeld, Jr., Daniel Rockwell, Evelyn "Evie" R. White, and Charles "Chuck" Austin. Staff present included City Manager John C. Phillips, Personnel Director/Assistant to the City Manager John Thorson, Finance Director Bill Scott, Finance Administrative Secretary Niki Fallon and Accountant Tim Banks. Other staff entered the meeting for their departmental budget discussion.
Finance Director Bill Scott reviewed the follow-up information requested at the Budget Session of February 26. He noted that the information included the Chart of Accounts according to fund, department and cost centers. The packet also included information regarding to the Leave time Liability for the anticipated number of retirees and information about the severance policies as well as severance detail in the proposed budget. Mr. Scott discussed the cash forecast and called attention to the chart incorporating the tax rate with sales tax receipts. He noted that the chart compared the tax rate to sales tax dollars, and Council asked if it could be done using actual dollars. A second chart will be done and distributed to Council with that information. He noted that the revised property tax ordinance is included, and is also on the Agenda for Monday, March 7 Council meeting. He indicated that the Centennial Bridge Budget will be addressed by Public Works Director Bob Hawes as part of the Public Works Budget, and the Traffic Flow on Second Avenue in the District has been referred to traffic engineering for further study.
Park and Recreation Department Director Bill Nelson entered the meeting at this time, along with Pete Nyman, Vice President of the Board. Mr. Nelson noted that the increase in the budget was generally due to increase in minimum wages, along with the health insurance and the general economy. He stated that they dropped a full-time equivalent of one person, and are doing some reorganization in the offices with the retirement of Rose Seroka and Bob Towler. He stated that they are going to hire an Administrative Assistant and an Assistant Director.
Mr. Nelson then showed two videos that will be used for marketing purposes regarding new programs and sport programs in recreation areas. He stated that they are doing tutoring at Audubon School after school as part of the School Back Program. He noted that Whitewater Junction will have a corporate picnic area added this year, and discussed the use of the golf courses. He stated that they anticipate an increase of about 5% in green fees at the golf courses.
Mr. Nelson also discussed the E-Park program, which will have Internet registration beginning this fall. Alderman White expressed concern about the lack of parks in Southwest Rock Island with the new construction going in. He referred to the survey done with Bi-State and some of the results from that survey. Council asked to see a copy of the survey or a copy of the results of it. Mr. Nelson stated that the survey revealed that the number one request was for walking trails and bike trails, the number two request was for neighborhood parks and number three was for nature trails. Council suggested scheduling a Study Session to discuss the survey.
Mr. Nelson stated that they are looking for a positive impact on the golf courses once the Casino is relocated. He stated that they are providing vouchers for golf now and will continue to do this, in addition to more marketing. At this time, Mr. Nelson introduced his Board Members present – Ann Austin, Pete Nyman, along with staff members Cindy Dassow, Tom Haegert and Dick Ewald.
Public Works Director Bob Hawes, along with staff members, Tim Ridder, Michelle Martin, Dale Howard, Robin Jones, Bill Woeckener and Jim Johnson entered the meeting at this time. Mr. Hawes distributed a brief outline of the Public Works budget. He discussed the information on the handout, stating that there is not change in the number of employees. He indicated that the half-time Laboratory Technician position has been upgraded to a full-time position due to the additional workload created by the increased environmental regulations.
Mr. Hawes pointed out the program changes, which include re-starting the in-house pavement-patching program, expansion of the micro-surfacing program, additional bags to be purchased for the 2005 free leaf collection program, and an increase in the budget for tree removal/trimming contracts.
Some of the major issues discussed included the implementation of the new refuse collection system, with the truck bids to be opened in April of 2005. He noted that the bids would have two specifications, A for four trucks for the City of Rock Island only, and B for nine trucks to include those for Moline. He stated that they would pay the amount in the specs for the nine trucks, with any difference to be paid after Moline decides whether or not they want to participate. Other projects to be addressed include the continuation of the Combined Sewer Long Term Control Plan, with a final report coming to Council in July, and completion of the traffic signal light conversion project.. Mr. Hawes also discussed the storm water management master planning, with a recommendation to hire a consultant for the Sand Creek area, a review of the water rates and development of a distribution system rehabilitation plan which will be due in July of 2005. He noted that acquisition of the Rock Island Arsenal Water System is still out there and is not included in this budget.
Mr. Hawes discussed implantation of a grant program for private property rain gardens to begin in April or May. The Sunset Marina Entrance Modifications presentation will be brought to Council March 21 with a report from the Corps of Engineers. He discussed the completion of the Centennial Bridge Transfer to the States of Illinois and Iowa, noting that his should be completed in July. He stated that there would be an amended agreement with a drop-dead date. Alderman Bauersfeld suggested that staff look at making improvements to First Avenue from 20th Street to the Bridge, stating that it is very rough. Alderman Bauersfeld asked staff to find out the cost of grinding First Avenue.
Mr. Hawes reviewed a list of intergovernmental projects – the refuse study, body shop work, asphalt injection machine, sign making machine which belongs to Moline but can be used by a Rock Island employee, micro surfaced streets in Moline and may do some streets in East Moline, sharing of equipment, and other exchanges.
City Clerk Jean Paggen reviewed the budget for this division. She noted that the increase in Personnel is due to severance costs to be paid upon her resignation January 31 of 2006, and the Supplies Line Item is down due to being able to order supplies from Midwest Office Supply. Council discussed the replacement process for the City Clerk, and determined that the process needs to begin in August. Personnel Director John Thorson noted that it will take about six weeks for the application process and testing to be completed, and Council suggested that some of them be involved in the interview process. Alderman Conroy asked the City Clerk for a list of things she does currently for the City. They also asked for a comparison of duties done by other City Clerks, and Mr. Phillips noted that this has already been done. He indicated that there is a lot of variation in the duties among the different cities. Council suggested an increase in the budget for the City Clerk to cover the cost of the addition of the new person prior to January 31 for training. The City Clerk noted that the part-time clerical assistant position could be eliminated during that period of time.
FIRE DEPARTMENT
Fire Chief Jerry Shirk presented the budget for the Fire Department. He noted that the budget is increased by 20% overall, and added that the cost per capita is $150.00. Chief Shirk stated that the bid for the new fire truck will be going out, and no ladders will be on this truck. Council asked why there would be no ladders, and Chief Shirk responded that they are not needed all the time. He stated that trucks without ladders are cheaper, and all fire trucks respond to a structure fire so ladders are still available when needed.
Chief Shirk discussed the replacement of the radios and the roof problems at the Southwest Fire Station/Library building. He noted that they are going to try to coordinate their annual inspections with the Inspection Division rental inspections so the residents will not be inconvenienced twice for inspections.
He discussed the training opportunities, including the Training Tower on Arsenal Island which they can take advantage of along with the other cities in the area. He discussed the increases in Health Care Costs and discussed the possibility of obtaining a contract with the Blackhawk Fire Protection District. He stated that he has already talked to the Milan Trustees about this. He noted that the current contract with Trinity would be up in December. Council asked for more information regarding the cost to Milan, and also the names of the Milan Trustees.
PERSONNEL
Personnel Director/Assistant to the City Manager John Thorson, and Risk Manager Troy Larson presented the budget for the Personnel Department. Mr. Thorson reviewed the Health Care Cots, and noted that there are some larger claims that will be reviewed at Executive Session in the near future. Mr. Larson noted that two are Workers Compensation claims, one of which is an amputee and the other is multiple surgeries. He stated that there are also some liability claims to be discussed at a closed session.
Mr. Thorson reviewed the goals and objectives of the department, and identified some He noted that arbitration has been scheduled for June 20 with FOP and Police Command Association and the negotiations with the IAFF and the UAW unions will begin this summer. He indicated that they are working on a new safety program for the employees and are working to maintain and improve the working relationships between management, employee bargaining units and non-affiliated employees.
GENERAL ADMINISTRATION/COUNCIL
City Manager John C. Phillips noted that there were no major changes in the budget for General Administration and Council. Council discussed the cost of Goal Setting, and noted that Mr. Sumek charged more last year than the amount that was in the budget. Following discussion, consensus was to increase the cost of Goal Setting and adjust the budget accordingly.
GENERAL DISCUSSION
It was noted that the Public Hearing for the budget is scheduled for March 14, with the ordinance to be presented for adoption on March 21. Alderman White stated that she will not be present at that meeting, and Mr. Phillips stated that he would be absent also. Mr. Scott noted that the ordinance could be placed on the Agenda for March 28.
Alderman Conroy asked about the trees that were trimmed in Southwest Rock Island – Highland Springs area. He stated that residents there are now complaining about the noise from the highway that had been buffered by the trees. Mr. Hawes stated that it would cost about $10,000 to plant the trees there, and following discussion, Council asked that the budget reflect this added cost. Mayor Schwiebert asked why these trees were cut down in the first place. Alderman Austin suggested looking at an increase in fees for the King Center and Parks Department.
RECESS
Following discussion, a motion made by Alderman Brooks and seconded by Alderman Rockwell to recess to Monday, March 7 at 5:00 p.m. CARRIED on a Voice vote.
The meeting was recessed at 12:00 p.m.
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Jeanne F. Paggen, City Clerk