Rock Island Today

City of Moline Committee of the Whole met April 11.

Here is the minutes as provided by the committee:

Presentation

Financial Presentation. Kathy Carr, Finance Director, gave a financial presentation. Her presentation

included information concerning the 2016 Library Operating Fund, 2016 Park Operating Fund, 2017 General

Fund budgeted transfers, 2016 General Fund, City reserve policy and practice, current reserves, recommended

reserve calculation, 2015 transfer to the Capital Improvement Fund (CIF), CIF reserves, and future action plans.

Questions on the Agenda

There were no questions.

Agenda Items

1. A Resolution accepting the actuarial valuation reports submitted by Lauterbach & Amen for the

contribution year ending December 31, 2016, for the City of Moline Police and Firefighters’

Pension Funds. Kathy Carr, Finance Director, explained that the sworn Police and Fire personnel of

the City of Moline are covered by two pension plans that are defined-benefit, single-employer pension

plans. The purpose of the annual actuarial valuation reports is to provide the annual recommended

amounts for the City’s employer contributions. Todd Schroeder, an actuary with Lauterbach & Amen,

presented the reports and answered questions. A motion was made by Alderman Parker to approve.

Seconded by Alderman Schoonmaker. Motion passed unanimously.

2. A Special Ordinance granting a variance to Chapter 34, “WATER AND SEWERS,” of the Moline

Code of Ordinances, Section 34-3300, to permit Don and Rebecca Ziegler to replace a private

septic tank in lieu of extending the public sanitary sewer main. Tony Loete, Utilities General

Manager, stated that Don and Rebecca Ziegler own the property located at 934 41st Street, which is

situated in the corporate limits of the City. This property is currently served by a septic tank. Rock

Island County Health Department has determined that the septic tank is failing. Because of the

property’s proximity to an existing publicly owned sewer main, City Ordinance does not permit

replacement of the septic tank; however, a conventional gravity sewer is not possible at this location

either. Instead, connection to Moline’s public sewer would require a grinder pump and bored piping

installation through a neighboring property. Moline and Rock Island County Health Department have

worked together in the past to minimize the use of septic tanks in favor of connection to publicly owned

treatment systems for environmental and health reasons. The Ziegler’s are seeking a variance from

Section 34-3300 which requires connection. Staff contacted Gary Newkirk, owner of the neighboring

property located at 4100 8th Avenue. Mr. Newkirk is in agreement to grant the easement for 934 41st

Street at no cost to him. Survey costs to draft and record an easement are estimated at $1000 payable by

the Ziegler’s. Alderman Zelnio made a motion to grant the septic system variance. Seconded by

Alderman Wendt. Motion to grant the septic system variance failed on the following roll call: ayes:

Aldermen Wendt and Zelnio; nays: Aldermen Rodriguez, Parker, Turner, Schoonmaker, Waldron and

Acri.

3. A Resolution authorizing the Mayor and City Clerk to execute an agreement with GovHR USA,

LLC (“GovHR”) for a comprehensive classification and compensation study in the amount of

$53,000.00. Alison Fleming, Human Resources Manager, indicated that an effective classification and

compensation program is one that is reviewed and updated systematically allowing an employer to

define what the organization wants to accomplish in its compensation policies and programs. A

classification and compensation study allows an employer to compare its practices to those of other

similarly situated employers. This periodic comparison is necessary for an employer to remain

competitive in the job market by continuing to attract and retain qualified employees and controlling

labor costs. It is also needed to ensure classification and compensation practices remain in compliance

with the various federal and state laws. Requests for proposals were solicited and eight responses were

received. The City’s Classification and Compensation Study Committee, comprised of the City’s Human

Resources Manager, Human Resources Specialist, City Attorney, Planning and Development Director

and Alderman Schoonmaker, reviewed the proposals and believes GovHR was the provider whose

proposal was the most advantageous to the City and in the City’s best interest. A motion was made by

Alderman Parker to approve. Seconded by Alderman Zelnio. Motion passed unanimously.

Informational

First Responder Fee. Kathy Carr, Finance Director, presented information concerning the City’s first

responder fee. Ms. Carr shared that on February 10, 2015, Council gave direction for City staff to formulate

recommendations on certain EMS-related fees to offset the potential shortfall in ambulance revenues. On April

7, 2015, four new fees were presented at the Committee-of-the-Whole meeting, which included a first responder

fee, citizen assist fee, non-Moline resident ambulance fee, and a $20.00 flat fee for supplies. The first responder

fee was tabled by the Committee-of-the-Whole with direction to City staff to define an “at-fault accident” and

to formulate an appeal process. The first responder fee was brought back to the Committee-of-the-Whole on

April 21, 2015. City staff recommended “at-fault” be defined as “one where the driver is issued an at-fault

citation by the Moline Police Department” and “Non-Moline Residence” be defined by the address on the

driver’s license of the person issued the at-fault citation. City staff further recommended the establishment of a

formal appeal process. The Public Safety Director was designated to review and determine the appropriateness

of the first responder fee upon submission of an appeal. The first responder fee is a flat fee based on the

emergency vehicles that arrive to the scene of the accident.

City of Moline Outstanding Debt. Kathy Carr, Finance Director, presented information concerning the City’s

outstanding debt. This presentation included an overview of the City’s debt service as of December 31, 2016,

including: bonds (see attached handout), lines of credit, installment contracts, uncompensated leave, history of

leave payouts, and net pension obligations.

Committees, Boards, and Commissions Overview. Overviews were given concerning the following

Committees, Boards and Commissions:

1. Project Management Team - Ray Forsythe, Planning & Development Director;

2. Special Service Area #5 - Ray Forsythe, Planning & Development Director;

3. Special Service Area #6 - Ray Forsythe, Planning & Development Director;

4. Quad Cities First Board - Ray Forsythe, Planning & Development Director;

5. Renew Moline Board - Ray Forsythe, Planning & Development Director;

6. Joint Review Board - Annaka Whiting, Housing Grant Compliance Analyst;

7. Revolving Loan Fund Committee - Annaka Whiting, Housing Grant Compliance Analyst;

8. Moline Historic Preservation Committee - Jeff Anderson, City Planner;

9. Moline Centre Main Street Commission - Jeff Anderson, City Planner;

10. Moline Community Development Corporation - Jeff Anderson, City Planner;

11. CACUP - K.J. Whitley, Lead Program Manager;

12. Neighborhood Partnership Committee - K.J. Whitley, Lead Program Manager;

13. Plan Commission - Shawn Christ, Land Development Manager; and

14. Zoning Hearing Officer - Shawn Christ, Land Development Manager.

Bass Street Landing Fountain Replacement. J.D. Schulte, Public Works Director/Interim City

Administrator, presented information concerning the Bass Street Landing fountain replacement. He shared that

$45,000.00 has been earmarked by Special Service Area #5. Municipal Services indicated that some of the

work could be done in-house for around $7,500.00, which would bring the City’s portion of the obligation down

to approximately $32,500.00. This amount is not budgeted. Mr. Schulte recommended funding this amount

from the City’s contingency fund. Adam Holland, from Moline Centre Main Street, sent out some information

to the Council this afternoon, which included a conceptual drawing of the fountain. Mr. Holland represents

Special Service Area #5. Alderman Parker made a Motion to expend no more than $40,000.00 of City funds to

partner with Special Service Area #5 to replace the fountain at Bass Street Landing, with the City’s portion paid

from the contingency fund. Seconded by Alderman Schoonmaker. Alderman Wendt made a motion to amend

to give City staff direction to enter into an agreement with Special Service Area #5 to negotiate the best terms,

not to exceed $40,000.00 in City funds. Seconded by Alderman Rodriguez. The amended motion passed

unanimously. A vote on the amended item was then made which passed unanimously.

Public Comment

There was no public comment.

The meeting adjourned at 8:54 p.m.

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