City of Moline Committee of the Whole met Nov. 10.
Here is the minutes provided by the committee:
PRESENT: Mayor Stephanie Acri (Chair)
Alderman Scott Williams (Ward 1)
Alderman David Parker, Jr. (Ward 2) ~electronically
Alderman Mike Wendt (Ward 3) ~electronically
Alderman Richard “Dick” Potter (Ward 4)
Alderman Sam Moyer (Ward 5)
Alderman Kevin Schoonmaker (Ward 6) ~electronically
Alderman Mike Waldron (Ward 7)
Alderman Sonia Berg (Alderman At-Large)
ABSENT: None.
STAFF: Marty Vanags, Interim City Administrator
Janine Hollembaek Parr, City Clerk
J.D. Schulte, Public Works Director
Alison Fleming, Human Resources Manager ~electronically
Eric Griffith, Parks Recreation Director ~electronically
David Rowatt, Information Technology Manager
Bryon Lear, Library Director ~electronically
Darren Gault, Chief of Police ~electronically
Nick Wade, Police Sergeant
Jeff Snyder, Fire Chief
Carol Barnes, Finance Director
Chris Mathias, Property Management Coordinator
K.J. Whitley, Community Development Program Manager
Sarah Mark, Interim Fleet and Facilities Manager ~electronically
Tony Loete, Utilities General Manager ~electronically
Joe Kuhlenbeck, Building Official ~electronically
Holly Jackson, Building Division Administrative Assistant
Laura Klauer, Civil Engineer
Matt Moore, Design Engineer
Erin Bruner, Engineering Technician
Chad Collins, Engineering Technician
Brett Marshang, Engineering Technician
Rick Berry, Engineering Technician
Joe Puck, Engineering Technician
Darrel Preston, Construction Manager ~electronically
OTHERS: Derke Price, Ancel Glink
Mark Peterson and Katy Rush, GovHR
Mayor Acri called the meeting to order at 6:00 p.m. in Council Chambers.
Approval of Remote Electronic Attendance
Alderman Moyer, seconded by Alderman Waldron, moved to approve the remote electronic attendance of Aldermen Parker, Wendt and Schoonmaker. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Questions on the Agenda
There were no questions on the Agenda
Agenda Items
1. Other. Mayor Acri stated that a recent article in the Dispatch/Quad City Times newspapers indicated that the City of Moline is without a health inspector and inspections are piling up. Mayor Acri indicated her belief that this was misreported and J.D. Schulte, Public Works Director, verified that there is not a backlog of inspections and essential duties of the Environmental Health Specialist are temporarily being performed by the County. Mayor Acri stated that the public should be assured that Moline’s restaurants are safe and encouraged members of the community to reach out with questions. She explained that employees were notified last spring that they may be subject to a lay-off, and it is her feeling that this caused them unnecessary stress. Alderman Parker, seconded by Alderman Schoonmaker, moved to restrict lay-off notices, whether formal or informal, to the Council floor. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
2. An Ordinance amending Chapter 35, “ZONING AND LAND DEVELOPMENT,” of the Moline Code of Ordinances, Table 35-3401.1, “PERMITTED LAND USES,” by removing “Storage, Personal” as a permitted use in the “B-4” (Highway/Intensive Business) District. Chris Mathias, Property Management Coordinator, explained that as a result of vacant retail spaces transitioning to storage use, Council directed the collaboration of City staff and the Moline Plan Commission in developing an amendment to the Moline Code of Ordinances (“Code”) to better regulate personal storage facilities/uses. Staff recommended that a six-month moratorium on new personal storage uses be enacted to allow time for research. At the July 22, 2020, Plan Commission Meeting, staff presented a recommendation to remove personal storage as a permitted use from the B-4 district, only allowing it in the I-1 and I-2 Districts. The B-4 district is primarily located along John Deere Road, with a major cluster near SouthPark Mall. Long-term vacancies in the area raises concern. Consensus of the Plan Commission was to move the recommendation forward for Council consideration. Staff recommends approval of an amendment to Table 35-3401.1 of Chapter 35 of the Moline Code of Ordinances, to change the “Personal Storage” land use to a prohibited land use in the “B-4” (Highway Intensive Business District). Alderman Potter, seconded by Alderman Moyer, moved to approve. There was discussion. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
3. An Ordinance amending Chapter 35, “ZONING AND LAND DEVELOPMENT,” of the Moline Code of Ordinances, by amending Section 35-5209, concerning fences. Chris Mathias, Property Management Coordinator, stated that Chapter 35 of the Moline Code of Ordinances, concerning fences, has been amended per Council direction on October 27, 2020, to remove the exemption for utilities under Section 35-5209 and add a requirement that any utility chain link fence must be removed within the next 10 years to adhere to City Code, as well as an exemption for property owned by the City or School District. Alderman Berg moved to approve. Seconded by Alderman Moyer. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
4. A Resolution authorizing the Chief of Police, on behalf of the City of Moline, to execute the Multijurisdictional Law Enforcement Agreement between local law enforcement agencies. Darren Gault, Chief of Police, stated that per the agreement, the law enforcement agencies of the respective parties are mandated to carry out law enforcement duties and responsibilities within the geographical boundaries of the parties, and the jurisdiction and authority of each party is limited and such limitations are detrimental in combating crime within the geographical boundaries of the parties; and the parties recognize that criminal activity can more effectively be combated by the pooling of resources to provide a more efficient and effective means of law enforcement. The Multijurisdictional Law Enforcement Agreement was last signed in 2009 and is outdated. The goal is to update it every 5 years. Staff recommends approval of this agreement. Alderman Potter, seconded by Alderman Williams, moved to approve. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
5. Walter D. Laud Change Order – 19th Avenue. Joe Kuhlenbeck, Building Official, shared that staff seeks approval of Change Order #1 and final with Walter D. Laud Inc. for Project #1335, 19th Avenue Reconstruction, for the amount of $34,783.43. The layout of the storm pipe was changed, because it was discovered in the field that the planned configuration wouldn’t work due to the sanitary sewer being directly under the storm sewer. The pavement width was inconsistent throughout the project, so pavement on the south side was added to make it consistent throughout the project limits. Pavement marking removal was added, because the contractor for the road diet project didn’t have access to the limits of their project due to 19th Avenue reconstruction. A cracked basin that wasn’t intended to be replaced ended up needing to be replaced, and the removal and replacement of steps that tied into new sidewalk on the north side of 19th Avenue was necessary to make them ADA compliant. Alderman Waldron, seconded by Alderman Berg, moved to approve. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
6. Revising the Telework Policy. Marty Vanags, Interim City Administrator, explained that proposed amendments to the Telework Policy would change it from applying only to the COVID-19 state of emergency to an ongoing policy after the declared state of emergency has concluded. The amendments would allow eligible positions to telework in certain situations, but not as permanent work assignments, with the approval of the Department Director and Human Resources Manager. The amendments would first consider the business and operational needs of the City, while providing flexibility to employees and supervisors in accomplishing their assigned work. The amendment also expands the listing of positions that are suitable and eligible to telework, as well as better clarify the procedure for reimbursement for business-related expenses. To ensure employee safety and investigate reported accidents, the revised policy also includes a provision to allow representatives of the City to conduct remote inspections of workspaces, if necessary. Eligible employees would now be able to telework temporarily for circumstances including inclement weather, special projects or business travel. Other short-term arrangements may be made for employees with personal or family needs which prevent them from reporting to their usual work location. Staff recommends approval. Alderman Moyer, seconded by Alderman Wendt, moved to approve. There was discussion. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Work Session
Council Discussion and Direction regarding GovHR Efficiency Study Recommendations. Mayor Acri introduced Mark Peterson and Katy Rush, GovHR, who presented a summary of recommendations by function, including a timeline for implementation, for Council direction.
Building Division
Realign the Building Division to fall under the oversight umbrella of the Community Development Department. The building inspection and code enforcement functions of this division are more compatible and complementary of the typical Community Development functions, including planning, housing, neighborhood services, and economic development, than it is with the functions that are traditionally associated with Public Works.
Shift the oversight and reporting responsibility for the current Neighborhood Improvement Officer position to the Building Division.
Alderman Wendt, seconded by Alderman Waldron, moved to approve the recommendation to move the Building Division back to the Community and Economic Development Department, and make the Neighborhood Improvement Officer reportable to the Building Division. Alderman Potter moved to amend and leave the Neighborhood Improvement Officer within the Legal Division. Motion was not considered for lack of second. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Moyer, Schoonmaker, Waldron and Berg; nays: Alderman Potter.
Consider pursuing a collaborative/intergovernmental solution for providing the services of the Environmental Health Inspector position, which is currently vacant, to avoid the need to hire an additional full-time staff member.
There was discussion. Rush explained that environmental health inspection services might be regionalized, with the work being done in-house and creating a cost center by offering this service to neighboring communities. Alderman Waldron moved to fill the Environmental Health Inspector position. Seconded by Alderman Potter. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none. Marty Vanags, Interim City Administrator, will report back on the status of this position by January 6, 2020.
Consider the acquisition and deployment of a new electronic building permit system which would allow on- line submittals of plans and permit requests. Such a system would increase the productivity and responsiveness of all division staff members, and it would also enhance the convenience of division services to its many customers.
Alderman Wendt moved to approve the recommendation with the caveat that staff review the efficiency of current processes prior to implementation. Seconded by Alderman Moyer. There was discussion. Alderman Potter suggested that this be compatible and in pursuit of regional inspection services. Alderman Waldron indicated this might be added to the expanded levels in need of additional funding. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Recommendations for likely implementation beyond 2021
Pursue regional and intergovernmental opportunities for providing building division services during periods of high demand and where regional collaboration can benefit all participating entities via increased efficiency and improved service levels. Related to this recommendation is to lead an effort among neighboring communities to standardize various building and development regulations so as to foster more collaborative service initiatives and to benefit those businesses and individuals that perform construction and development work in all our communities.
Alderman Waldron moved to approve the recommendation. Seconded by Alderman Wendt. There was discussion. Rush will suggest possible funding resources. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Mayor Acri called a 5-minute recess at 7:16 p.m.
Engineering
Mayor Acri welcomed comments from staff during the discussion. Mark Peterson, GovHR, explained that the items included in the Summary rose to the level of a Council policy discussion. Engineering is a complex and complicated division with a lot of moving parts. Some recommended changes may take years to implement with slower transition needed.
Recommendations for implementation in 2021:
Fill the current City Engineer position, which is currently vacant, as the person in this position will assist the City Administrator in overseeing and orchestrating the implementation of the various recommendations contained in the report.
Internal and External posting of the Director of Engineering/City Engineer position was approved on October 27, 2020, with ratification of that action on this evening’s Council Agenda.
Consider shifting the duties and responsibilities of the existing Property Management Coordinator to some other position within either the Engineering, Community Development or Legal Department. For example, the duties of the Property Management Coordinator could possibly be absorbed by the Civil Engineer or the Construction Manager within the Engineering Division. Such a shift in responsibilities could result in either the redeployment or elimination of the Property Manager Coordinator position as it is currently structured.
Alderman Potter made a motion to assign the duties of the Property Management Coordinator to the Construction Manager. Seconded by Alderman Waldron. Marty Vanags, Interim City Administrator, stated that there is a plan for implementation, with property management duties assigned to various staff. Alderman Potter amended his motion to concur with the staff recommendation that the property management functions be divided amongst the engineering staff. Seconded by Alderman Waldron. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none. The amended motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Shift the oversight and reporting responsibility for the Land Development Manager position to the Community Development Department to ensure more frequent and effective interaction with staff in the Building, Planning and Economic Development divisions.
Alderman Wendt, seconded by Alderman Parker, moved to approve the recommendation. There was discussion. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Evaluate the Traffic cost center expenditure trends and identify why/what is creating expense pressure and consider adjusting budget to reflect the actual needs.
There was discussion. Carol Barnes, Finance Director, indicated that expenditures are within budget this year; however, staff should investigate the reason for overages. Alderman Waldron moved to approve the recommendation and direct staff to investigate this budget line item. Seconded by Alderman Moyer. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Recommendations for likely implementation beyond 2021:
Transition the basic service model for Engineering services from the current traditional approach of providing design, project management, and inspection services for capital projects to a more discipline-based or project- based model which relies primarily on third party service providers to perform most of those functions. This change would involve the gradual elimination of several Engineering Division employees, including Design Engineers, Inspectors, Construction Managers, etc. However, the City will need to retain some of the existing Engineering staff to manage and oversee contract services as well as to address some more minor / routine engineering activities.
There was discussion. Alderman Wendt, seconded by Alderman Moyer, moved to direct staff to provide, by the November 17, 2020 meeting, a white paper/report explaining the current Engineering model and alternatives/recommendations for moving design work one year ahead. Supplementing with outsourced design was discussed, as well as earlier adoption of the Capital Improvement Plan.
Improve and enhance the application of new technologies for engineering services, including an effort to expand the use of GIS applications and technology.
Alderman Berg moved to approve the recommendation and included the purchase of laptops for field staff. Seconded by Alderman Wendt. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Human Resources
Consolidate all City-wide payroll functions within the Finance Department, thereby creating a more streamlined and efficient process and reducing some of the workload on the HR staff.
There was discussion. No motion was made. Staff will return with a recommendation for this position.
More fully utilize the employee services provided by the City’s workers’ compensation and liability insurer, IPMG, to substantially reduce the workload of the Risk Management Specialist allowing that position to be refocused or redeployed elsewhere in the organization. Note that not all of the current duties of the Risk Management Specialist will be eliminated by relying more heavily on IPMG. Specifically, this position will continue to coordinate with legal staff on disputed workers’ compensation cases. Therefore, it might be appropriate to shift this position to the Legal Department to provide the legal staff with a variety of support and assistance, including workers’ compensation coordination.
Alderman Wendt, seconded by Alderman Parker, moved to approve. There was discussion. Alderman Wendt, seconded by Alderman Parker, moved to direct staff to return on November 17, 2020, with an explanation of how this transition could be implemented. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker and Berg; nays: Alderman Waldron.
Consider the creation of an Administrative Services Director position to oversee the three major administrative internal service functions of Finance, Human Resources, and Information Technology. Such a move would likely increase the accountability of all three functions and would alleviate some of the time required of the City Administrator to provide day to day oversight of these activities. As an alternative to creating a separate Administrative Services Director position, the Finance Director could be designated to serve in this role, while maintaining oversight responsibility over the Finance Department, with the added duties of overseeing both the Information Technology and Human Resources Divisions. In this latter option, it would likely be advantageous to provide some additional managerial support for the Finance Director.
There was discussion, including span of control and enhanced accountability. Vanags indicated that the Finance Director position might be changed to Director of Finance and Administrative Services. Alderman Berg moved to approve the recommendation. Seconded by Alderman Moyer. Motion failed with the following vote: ayes: none; nays: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg. Staff will include a recommendation for HR and IT oversight in the November 17, 2020 budget discussion.
Recommendations for implementation beyond 2021
Pursue participation in a health/dental insurance cooperative, such as the IPBC, to take advantage of likely cost benefits as well as the employee services that are typically provided by public insurance pools. This initiative would likely allow the City to shift many of the responsibilities of the current Benefits Coordinator position to the insurance provider thus allowing for the redeployment of this position for other activities elsewhere within the organization.
Alderman Waldron, seconded by Alderman Berg, moved to approve. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Information Technology
Recommendations for implementation in 2021:
Eliminate the IT Manager position and reinvest a portion of the resulting annual budgetary savings in the following recommended initiatives.
David Rowatt has been promoted to IT Manager.
Undertake a comprehensive network/system security review using a third-party company with expertise in municipal network security and protection protocols.
There was discussion. Alderman Wendt moved to direct staff to return with a plan, including what is currently being done and how outside services might be further utilized, including the associated cost. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Engage an external third-party to undertake a comprehensive review of the City’s current technology infrastructure and to create a five (5) year plan (“Technology Masterplan”) outlining priorities for new investment in technology improvements throughout the organization. The masterplan should take into account the myriad of data sources, data generating activities, data storage activities, software utilization, and the use of “apps” among employees in the City of Moline. The masterplan would advise the City on and how to integrate this data in ways that would give management useful tools for operating and implementing policy in the City of Moline.
There was discussion. Marty Vanags, Interim City Administrator, stated that staff will begin developing a Technology-Data Master Plan and will return to Council with more information in June 2021.
Utilize private third-party IT service providers to supplement, on an as-needed basis, the work of existing IT staff on technology projects requiring special expertise and experience.
Consider the creation of an Administrative Services Director position to oversee the three major administrative internal service functions of Finance, Human Resources, and Information Technology. Such a move would likely increase the accountability of all three functions and would alleviate some of the time required of the City Administrator to provide day to day oversight of these activities. As an alternative to creating a separate Administrative Services Director position, the Finance Director could be designated to serve in this role while maintaining oversight responsibility over the Finance Department with the added duties of overseeing both the Information Technology and Human Resources Divisions. In this latter option, it would likely be advantageous to provide some additional managerial support for the Finance Director.
Previously discussed. No motion made.
Recommendations for implementation beyond 2021:
GIS is a valuable asset to the City and would be further strengthened if regional coordination and a shared data model existed among the municipalities in the region. GovHR did speak with a GIS consortium in the Chicagoland area who is willing to facilitate future conversations among communities and share their data model which may promote regional cooperation.
Alderman Wendt, seconded by Alderman Waldron, moved to direct staff to begin working on implementation. GovHR has identified a resource to provide assistance at no charge. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Presentation and Review of Proposed 2021 Operating Budget. Marty Vanags, Interim City Administrator, and Carol Barnes, Finance Director, presented budget highlights and decision points (presentation attached).
In regard to the 2020 budget, Mayor Acri indicated that the revenue gap has been less than expected, and October revenues have come in strong. As a result, she recommended that $100,000 be allocated to Parks and $200,000 to the Library to facilitate their work as they move into 2021. Alderman Moyer, seconded by Alderman Berg, moved to approve the recommendation. There was discussion. Expanded Library hours and curbside service on weekends were encouraged. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Alderman Wendt, seconded by Alderman Waldron, moved to direct staff to apply the remainder of the property tax levy, $1,042,078, directly to Parks rather than flowing through the General Fund. There was discussion. Derke Price, Corporation Counsel, advised against this change of procedure, explaining that a direct levy to Parks would be irrevocable. Motion failed with the following vote: ayes: Aldermen Wendt, Potter and Waldron; nays: Aldermen Williams, Parker, Moyer, Schoonmaker and Berg.
Alderman Wendt made a motion to set the levy rate as recommended. Seconded by Alderman Parker. There was discussion. Alderman Potter, seconded by Alderman Waldron, moved to decrease the recommended levy by $100,000 to set the rate at the same level as in 2020. Motion failed on roll call with the following vote: ayes: Aldermen Williams, Potter and Waldron; nays: Aldermen Parker, Wendt, Moyer, Schoonmaker and Berg. Discussion had. The original motion carried with the following vote: ayes: Aldermen Williams, Parker, Wendt, Moyer, Schoonmaker and Berg; nays: Aldermen Potter and Waldron.
Alderman Wendt made a motion to accept the SSA 5 and SSA 6 levy as recommended. Seconded by Alderman Moyer. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Alderman Wendt, seconded by Alderman Parker, moved to direct staff to make Stephens Park improvements from TIF 2 and TIF 6 funds. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: none.
Public Comment
There was no public comment. View recorded meetings at http://www.moline.il.us/CivicMedia?CID=9 The meeting adjourned at 10:09 p.m.
https://www.moline.il.us/ArchiveCenter/ViewFile/Item/6689
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