City of East Moline Mayor Reggie Freeman | City of East Moline
City of East Moline Mayor Reggie Freeman | City of East Moline
City of East Moline Committee of the Whole met Aug. 5.
Here are the minutes provided by the committee:
ROLL CALL
Mayor Freeman called the meeting to order and directed the Acting City Clerk Kathryn Motzer to call the roll. The following Alderpersons were present: Olivia Dorothy, Nancy Mulcahey, Adam Guthrie, Rhea Oakes, Lynn Segura, and Jose Rico. Absent: Jeffrey Deppe. 7:08 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None
Water Master Plan and Hydraulic Modeling Presentation (Brianna Huber, Water Treatment Plant Director)
Strand to present overall high-level findings of water master plan and hydraulic modeling. Mike Forsland from Strand & Associates provided a 30-minute Power Point Presentation. Mayor Freeman, with this type of project what type of funding is available?
Mike Forsland stated they usually see low interest loans through the International Professional Engineers Agreement (IPEA). Grants on the water side generally not available.
Alderperson Dorothy with the decline in the John Deere manufacturing how this will impact future trends?
Mayor Freeman, would you still do the forecast for high usage compared to lowering on today’s economy? Would you want to keep it above or in the same line? Instead of reducing the total usage?
Mike Forsland stated that is a great point. The best you can do is with the information you have today. You could look at the information every five years and you could do what if scenarios. I am not going to change any recommendations.
Brianna Huber stated that an average day demand is an average day. A peak demand sometimes in the summer comes from a water main break, wells out of service pulling from the city, or a large fire. Brianna Huber went on about the lead service line replacement and Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS). Hopefully, everyone has been on the website and read the lead service line replacement. We expect the cost for the lead service line replacement to cost $19.2 million dollars over a 10-year period. With 49% of the cost should be forgivable. The City does not know how they will be funding the remainder. PFOS treatment some of the money will be received from the lawsuit.
RECOMMENDATION/REQUESTED ACTION: For informational purposes only at this time.
Intergovernmental Agreement with East Moline Public Library (Mark Rothert, City Administrator)
The City of East Moline (City) has provided services for the East Moline Public Library (EMPL) for at least the past several decades. Over the years, the type and amount of services provided has gradually expanded. Although there has not been a formal intergovernmental agreement between the City and the EMPL defining the relationship between the two entities, the two have had a positive working relationship.
During recent discussions with the EMPL Director, the topic of funding to the Library from the City (e.g. Personal Property Replacement Tax) and shared services related to financial management and human resources was reviewed. It has become apparent that a formal intergovernmental agreement should be developed and approved by the EMPL and the City which specifically spells out the funding and various services that the City performs for the Library. City and Library staff therefore worked together in developing the attached intergovernmental agreement (IGA) that is being presented to the City Council for consideration. The EMPL approved the proposed IGA, substantially in the form presented, on July 22, 2024.
Key elements of the IGA include:
• Outlining the fiscal services that are provided to the EMPL by the City, as well as, the appointment of the City to act as the Library’s “fiscal agent.”
• Current human resources related services that are provided to the EMPL.
• Provision of services provided to the City by the EMPL such as library cards for all employees, regardless of residency, and free meeting space;
• The annual amount paid by the EMPL to the City for services.
• The annual amount paid by the City to EMPL for Personal Property Replacement Taxes which equals 7.4% of PPRT Revenues Received from the State.
• The annual amount paid by the City to EMPL to support the EMPL’s new library renovation, which equals $25,000 per year until 2031.
The proposed term of the agreement is for 5 years. The agreement, however, may be terminated at any time by formal action by the Library Board or the City Council.
As this agreement formally spells out the services and responsibilities between the Library and the City, staff recommends approval.
A motion was made by Alderperson Segura, seconded by Alderperson Guthrie to concur with the recommendation as presented. Upon roll call the following voted in favor Rico, Dorothy, Mulcahey, Guthrie, Oakes, and Segura. Motion carried.
Succession Planning in Departments (Mark Rothert, City Administrator)
One of the City Council’s major goals is to create a staffing plan that addresses succession planning. Succession planning ensures that essential services of the City continue without interruption, even when key employees leave or retire. It minimizes the risk of operational disruptions and maintains public trust in city government functions. Long-serving employees possess valuable institutional knowledge that can be lost if not adequately transferred. Succession planning helps in capturing and passing on this knowledge to newer employees, ensuring that expertise and experience are retained within the organization. Proactively identifying and developing future leaders within the organization also prepares them to step into critical roles as they become available. This process also fosters a culture of continuous learning and professional development, enhancing employee morale and engagement.
However to date, succession planning in the City of East Moline has not been a focus of the organization. Many department directors are left without an assistant director to fill in should a retirement or vacancy occur. An analysis was therefore conducted of all departments to determine which director positions had gaps in succession or were at a critical risk if retirement or turnover occurred.
Additionally, various directors at different times have indicated a need for more assistance with their administrative workload. Based on such feedback, an analysis was also done to determine who had adequate help through executive or administrative assistants. The following is a summary of succession gaps and the level of administrative assistance departments have:
Department Succession Status Admin or Exec Assistance
Police Police Captain Employed Dedicated full time exec assistant Fire
Fire Battalion Chiefs (3) Employed Dedicated full time exec assistant
Maintenance Services Assistant Director Employed .5 FTE admin assistant shared w/ Eng
Engineering No Assistant Director .5 FTE admin assistant shared w/ Maint Svcs
Water Filtration Plant No Assistant Director .5 FTE admin assistant w/ WWTP Wastewater
Treatment Plant No Assistant Director .5 FTE admin assistant w/ WTP
Finance No Assistant Director No dedicated FTE exec or admin assistant
Human Resources No Assistant Director Shared exec assistant (1.5 FTE) at Annex
Community Development No Assistant Director Shared exec assistant (1.5 FTE) at Annex
City Administration No Assistant Administrator Shared exec assistant (1.5 FTE) at Annex
Staff is therefore recommending to fill succession gaps and administrative needs in the following ways, this fiscal year and starting in Fiscal Year 2025:
DEPARTMENT POSITION ACTION
DEPARTMENT POSITION ACTION
| Engineering | Assistant Director | Create New Position in FY25 Budget. |
| Wastewater Treatment Plant | Assistant Director | Create New Position in FY24 Budget. |
| Water Treatment Plant | Assistant Director | .5 FTE position for Lab upgraded to 1 FTE Assistant Director in FY24. |
| Human Resources | Assistant Director | Reclassify Management Analyst to Assistant HR Director in FY24. |
| Finance | Assistant Director | Upon successful reclassification by IL Labor Relations Board, reclassify Payroll/Benefits Coordinator to Assistant Finance Director. |
| Community Development | Assistant Director | Add Assistant Director title & duties to Health Inspector; position currently at .80 FTE goes full time in FY24. |
| Engineering | Administrative Assistant | Create New Position in FY25 Budget. |
| Wastewater Treatment Plant | Administrative Assistant | Position already budgeted for but split with Water Treatment Plant. Will continue to budget for position but is not shares. |
| Water Treatment Plant | Administrative Assistant | Create New Position in FY25 Budget. |
| Community Development | Health Inspector (.5 FTE) | Leave unfilled (FY24) and eliminate (FY25) to create savings. |
Forthcoming are several documents to help further discussion at the meeting. They include the following:
1. An organizational chart showing how the positions above are placed in the organization. Each department effectively shows a director and his/her support through an assistant director and an administrative assistant.
2. A spreadsheet outlining the actions above, associated costs, and sources of funding. Costs for new and upgraded positions are shown to be adequately funded through various sources of the city which share in the total cost burden. These funds include: the General Fund, Sewer Utility Fund, Water Utility Fund, TIF Fund, BDD Fund and Hotel/Motel Tax Funds.
3. Job descriptions for each new position.
As this hiring strategy addresses the City’s succession planning gaps and helps aid in operational effectiveness, staff recommends approval.
The City's Personnel Commission recently voted to approve this staffing recommendation to the Committee of the Whole for further consideration.
FINANCIAL IMPACT
See forthcoming Sources and Uses Worksheet for Cost Estimates
RECOMMENDATION/REQUESTED ACTION: Approval
Alderperson Oakes stated that people only being reclassified? Then will you be coming back to hire new?
Mark Rothert stated that the goal is reclassification.
Alderperson Oakes asked do they have to do continuing education or get a certificate to do that job?
Mark Rothert stated that would be the expectation. There is training in all departments essentially. They would get certification in whatever department they are in.
Alderperson Oakes asked before they get the job or while they have the job?
Mark Rothert stated that when we hire someone in and they do not have the qualifications we give them time to get that certification.
Mayor Freeman stated that is in some but not all positions. There will be no new personnel added. People will not be replaced when they go to other positions.
Alderperson Dorothy stated that Community Development Office is a new office needing to bring in more people. Alderperson Dorothy spoke with Tim Kammler regarding Flood Plan Management Certification.
Alderperson Mulcahey stated that the Administrative Assistant Management Analyst being moved into Assistant Director of Human Resources, has administrative duties as well as Economic Development duties. The job description for Assistant Director of Human Resources has a lot of work involved. What will happen to all of the other duties of Administrative Assistant/Management Analyst? Do not want Assistant Director to continue to do Administrative Assistant/Management Analyst work along with new responsibilities.
Mark Rothert stated that the Economic Development items will be split between myself, Tim Kammler, Mayor, partners at Main Street, and partners at Redeem. There will be tweaking of job duties that need to be done. The job duties are in draft form so they can be fine-tuned and amended them.
Alderperson Mulcahey stated that the Assistant Community Development Director is job responsibilities are primarily related to health and little focus on “Community Development” activities. If Tim Wymes were to move on that person does not have any of the skills sets Tim Wymes has. That person should be prepared to take over Tim Wymes’ job.
Mark Rothert stated that I hope Tim Wymes does not leave for a long time. What about if something happens tomorrow? Need someone to step in that is a leader. A staff person to go to making decisions. We need this in each of the departments as well. Learn on the job. Mr. Rothert does not expect everyone to be an expert in what Tim Wymes knows. There is a lot of learning with these assistant roles.
Alderperson Mulcahey is comfortable with Water Filtration Plant, Wastewater Treatment Plant, Engineer Department recommendations, and moving around administrative assistants in Maintenance Services. Alderperson Mulcahey stated she does not want to bring this item to Council as it is and make revisions on the floor. Alderperson Mulcahey stated that she is not clear how the Assistant Director of Human Resources, who is currently the Administrative Assistant, can handle all these existing duties plus all the Human Resources duties.
Mark Rothert stated that they can bring it back to the next Committee of the Whole.
Alderperson Mulcahey stated that she is speaking for herself and indicated her preference is not to have something not completely in order go to City Council. Alderperson Mulcahey would prefer to have everything in order before we take it to the City Council Meeting.
Alderperson Oakes stated that she agrees with Alderperson Mulcahey with regards to how they are now sharing. Alderperson Oakes is not convinced that everyone here needs an Assistant. You do not need a title to do your job. Come to us, say we are doing the job. Just to give them a title because they are nice people and because they have been here. Alderperson Oakes feels they need to follow through with the certificates and education. We can hire someone to be an Assistant if anything happens to anybody they cannot just walk into the job.
Mark Rothert stated that everyone started somewhere.
Alderperson Oakes what would the incentive to get a certificate and education. Not get the job then get the education.
Alderperson Mulcahey stated that one thing that needs to be a part of all of this is the training budget. Is it by the Department? She asked the City Administrator to really take a look at that. Maybe beef it up a little. Something to think about for the 2025 budget.
Mark Rothert stated that has been recognized as an issue with everyone to beef up for next year.
Alderperson Dorothy stated that they would like to know if there are any other staffing needs within each of those other departments.
A motion was made by Alderperson Mulcahey, seconded by Alderperson Segura to move forward with the Engineering, Wastewater Treatment Plant, Water Treatment Plant and Maintenance Services with the recommendations as presented; and to bring back to the next Committee of the Whole for further discussion the job descriptions for Human Resources, Finance, and Community Development. Upon roll call the following voted in favor Rico, Dorothy, Mulcahey, Guthrie, Oakes, and Segura. Motion carried.
East Moline Main Street Presentation and Investment Request (Mark Rothert, City Administrator)
Before the Committee of the Whole will be a presentation by East Moline Main Street, which is seeking its first funding request to support ongoing efforts in revitalizing the downtown area. East Moline Main Street plays a crucial role in collaborating with downtown businesses and the City to create a more vibrant and welcoming environment. The organization also hosts numerous special events throughout the year, attracting thousands of visitors and significantly contributing to the community's vibrancy.
As downtown East Moline embarks on various redevelopment phases, East Moline Main Street can play a pivotal role to help the City in various ways that include:
• Providing Support to Businesses impacted by construction and acting as a go-between to manage disputes or concerns.
• Providing redevelopment services for the downtown and serving as a central point of coordination for downtown redevelopment information and activity;
• Providing implementation support for the City's programs that include the Business Improvement Grant Program, Downtown Review Committee, Revolving Loan Fund, Vacant Property Registration, or other local incentive programs through the Business Development Districts, Tax Increment Financing Districts, Enterprise Zone, River Edge Redevelopment Zone, or Special Service Area; and
• Creating more signature events for the downtown.
Recognizing the unique role of East Moline Main Street, the proposal before the City is to enter into a 1-year service agreement for a $40,000 investment. Patricia Hansen, President of East Moline Main Street, will provide an overview of the organization and its strategic vision for the future during the Committee of the Whole meeting. A formalized partnership between the City and East Moline Main Street will significantly contribute to downtown’s stability, development, and tourism, aligning with the City’s long-term goals of creating a thriving and sustainable sense of place.
Patricia Hansen, President of East Moline Main Street provided a 15-minute presentation of the organization and its strategic vision for the future.
Although this year's budget did not specifically allocate funds for this investment, the City can accommodate this request through a combination of Downtown Tax Increment Financing (TIF) and hotel/motel tax funds. The hotel/motel tax revenues, for example, have exceeded expectations by 14%, generating an additional $39,000 in available funds.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 060-4000-24-300.1 | Professional Services | Hotel/Motel Tax Fund | Excess Revenues | $39,000 | $26,420 |
| 042-4000-24-901.0 | Economic Development | TIF - Downtown | $13,580 | $13,580 | $13,580 |
| TOTALS |
A motion was made by Alderperson Rico, seconded by Alderperson Guthrie to concur with the recommendation as presented. Upon roll call the following voted in favor Rico, Dorothy, Mulcahey, Guthrie, Oakes, and Segura. Motion carried.
Amending the East Moline City Code Title 5 Chapter 1 – Fire Department (Rob DeFrance, Fire Department Chief)
Over the last several years East Moline Fire Department has experienced significant increase in call volume for lift assist services to residents, ambulance providers, assisted living, and long-term care facilities. The increased call volume adds to operating expenses of our fire engines, exposes personnel to injury, and the city to additional liability.
It has always been our mission to protect lives and property during emergencies. The Fire Department is proud to be helpful assistants to our residents in need of unique non-emergent situations. However, more residents are relying on the Fire Department for frequent or long-term non-emergency assistance instead of making more permanent assistance arrangements.
The City of East Moline Fire Department intends to implement a Lift Assist Fee to deter residents from an over reliance of our services for non-medical needs and for residents to utilize other agencies and/or services that are more appropriate. Title 5, Chapter 1, Fire Department of the East Moline City Code is needing amended as indicated on the attached (additions indicated by underline).
RECOMMENDATION/REQUESTED ACTION: Adopt ordinance to amend Title 5, Chapter 1 of the East Moline City Code to provide for a Life Assist fee.
A motion was made by Alderperson Oakes, seconded by Alderperson Mulcahey to concur with the recommendation as presented. Upon roll call the following voted in favor Rico, Dorothy, Mulcahey, Guthrie, Oakes, and Segura. Motion carried.
Amending Section 4-2-1, Housing Code, Adding the Vacant and Foreclosed Property Ordinance (Tim Wymes, Community Development Director)
Per the request of the City Council, staff has revised the recently discussed Vacant Building Ordinance proposal. The final document has been renamed the Vacant and Foreclosed Property Ordinance. This will require all vacant buildings, lots, parcels, land and foreclosed properties to register with the City of East Moline. The VFPO will allow staff to monitor and regulate the conditions of vacant properties.
As part of the VFPO process, staff is researching companies that specialize in administering vacant property registration. Administering a VFPO registration requires data research, employee dedication, inspections, and other resources. At this time, staff would tentatively request council approval in moving forward with requesting the services of said company to administer the City of East Moline VFPO. Contracting the services will allow staff to focus on other regular duties while the said company focuses on the administration process of registration.
At this time, staff is requesting approval for the Vacant and Foreclosed Property Ordinance. Once the VFPO is approved, staff will bring back to City Council an agreement from said company to administer the program.
RECOMMENDATION/REQUESTED ACTION: Approve Vacant & Foreclosed Property Ordinance
A motion was made by Alderperson Oakes, seconded by Alderperson Mulcahey to concur with the recommendation as presented. Upon roll call the following voted in favor Rico, Dorothy, Mulcahey, Guthrie, Oakes, and Segura. Motion carried.
Easement Acquisition Services – Ravine “B” (Mark Rothert, City Administrator)
The city's Ravine Sewer Access-Way project has been an ongoing project for a number of years. East Moline has miles of sanitary sewers located in ravines and rough wooded areas which do not permit ease of access for inspection and maintenance. In many areas, the city lacks easements for these utilities and their access. The boundary survey work and preliminary design for the access-ways was completed in all of the subject ravines throughout the city under previous contract. Subsequently, East Moline has retained consultants to facilitate final design, construction plans, and the necessary easement acquisition in phases to meet the city's budget constraints. Four (4) ravine access-ways have been completed, and another will soon be under construction (Ravine A).
A proposal for easement acquisition services for Ravine "B" has been obtained from Kaskaskia Engineering Group and is attached for review and consideration. Details of the scope of work to be performed includes outreach to impacted residents, property appraisal, easement negotiations, and legal document preparation for 71 easements along this ravine. For final design to be completed and construction to occur, the city must have rights to the necessary property.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 250-4036-27-452.0 | Sewer CIP Prof. Services | Engineering | $522,000 | $522,000 | $142,000 |
| TOTALS |
A motion was made by Alderperson Segura, seconded by Alderperson Guthrie to concur with the recommendation as presented. Upon roll call the following voted in favor Rico, Dorothy, Mulcahey, Guthrie, Oakes, and Segura. Motion carried.
Engineering Design Services – Ravine B (Mark Rothert, City Administrator)
The city's Ravine Sewer Access-Way project has been an ongoing endeavor for a number of years. East Moline has miles of sanitary sewers located in ravines and rough wooded areas which do not permit ease of access for inspection and maintenance. In many areas, the city lacks easements for these utilities and
their access. The boundary survey work and preliminary design for the access-ways was completed in all of the subject ravines throughout the city under previous contract. Subsequently, East Moline has retained consultants to facilitate final design, construction plans, and the necessary easement acquisition in phases to meet the city's budget constraints. Four (4) ravine access-ways have been completed, and another will soon be under construction (Ravine A).
A proposal for engineering design services for the next phase of this project (Ravine "B") has been obtained from Klingner Engineering and is attached for review and consideration. Details of the scope of work to be performed include final plan, profile, and cross-section design, construction plan preparation, projects specifications, and Easement Plat preparation for 71 easements anticipated along this ravine. For construction to occur, the city must have rights to the necessary property. Land acquisition services for the necessary easements will be managed under a separate contract.
FINANCIAL IMPACT
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 250-4036-27-452.0 | Sewer CIP Prof. Services | Engineering | $522,000 | $380,000 | $228,000 |
| TOTAL |
A motion was made by Alderperson Segura, seconded by Alderperson Guthrie to concur with the recommendation as presented. Upon roll call the following voted in favor Rico, Dorothy, Mulcahey, Guthrie, Oakes, and Segura. Motion carried.
ADJOURMENT:
A motion was made by Alderperson Oakes, seconded by Alderperson Rico to adjourn the Committee-of-the-Whole meeting. A voice vote was taken. Motion carried. 8:45 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_08052024-1037
Alerts Sign-up