Rock Island Today

City of East Moline Committee of the Whole met July 21.

Here are the minutes provided by the committee:

ROLL CALL

Mayor Reggie Freeman called the meeting to order and directed City Clerk Wanda Roberts-Bontz to call the roll. The following Alderpersons were present: Olivia Dorothy, Jeff Deppe, Larry Jones, Rhea Oakes, Lynn Segura, and Jose Rico. Absent: Adam Guthrie. 6:50 p.m.

ADDITIONS/CORRECTIONS TO AGENDA

None

Professional Services Agreement with IMEG to Undertake a Site Readiness Study for the I80/88 Commercial Corridor (Mark Rothert, City Administrator)

Following the City’s issuance of a Request for Qualifications (RFQ) on June 6, 2025, for engineering services related to the DCEO Site Readiness Grant Project at the I-80/I-88 Interchange site, staff have completed the review and evaluation of all submitted qualifications packages.

The City received two submissions from qualified engineering firms. After a thorough review process, which included evaluation in accordance with the City’s Qualification-Based Selection (QBS) policy and criteria such as technical approach, relevant experience, team qualifications, and local knowledge, staff have identified IMEG as the most qualified firm to perform the requested services.

The IMEG team demonstrated a strong understanding of the project’s scope, including wetland delineation, environmental assessments, floodplain modeling, land use planning, and regulatory coordination. Their experience with similar planning projects—combined with their regional presence and capacity to meet the project timeline—make them an ideal partner for this critical initiative.

Staff is in the process of finalizing a detailed scope of work and fee schedule with IMEG. The work will address environmental, regulatory, and infrastructure-related barriers to development and will align with DCEO grant requirements. The scope generally includes the following tasks:

1. Wetland Assessment and Delineation

• Conduct fieldwork and desktop analysis to identify wetlands using the USACE 1987 Wetland Delineation Manual and Midwest Regional Supplement.

• Prepare and submit a formal Wetland Delineation Report to the U.S. Army Corps of Engineers (USACE).

• Coordinate jurisdictional determinations and site visits with appropriate agencies.

2. Phase I Environmental Site Assessment (ESA)

• Perform ESA in accordance with ASTM E1527-21 standards.

• Conduct records review, site reconnaissance, interviews, and evaluate vapor encroachment risks.

• Identify Recognized Environmental Conditions (RECs) that may impact future development.

3. Conceptual Land Use Planning

• Evaluate development suitability using updated environmental and site data.

• Create two conceptual land use alternatives: one focused on industrial development, and one incorporating environmental mitigation/recreational elements.

4. Floodplain Study and Modeling

• Analyze site floodplain conditions using FEMA data and hydraulic modeling.

• Develop existing condition models and assess proposed land use scenarios for compliance with "zero-rise" flood elevation standards.

5. Floodplain Management Strategy

• Identify permissible development areas and regulatory constraints.

• Prepare a summary report including mitigation alternatives, cost estimates, and recommendations for floodplain management.

6. Regulatory Coordination and Submittals

• Facilitate communication with regulatory agencies including USACE, IDNR (via EcoCAT), and SHPO.

• Prepare documentation required for environmental and historic review and permitting.

7. Project Management and Meetings

• Participate in bi-weekly virtual check-ins, in-person meetings as needed, and regulatory coordination meetings.

• Provide regular progress updates and documentation.

8. Optional Add-On Recommendations (Non-Binding)

• Include cost estimates for potential follow-up services (e.g., Conditional Letter of Map Revision - CLOMR) outside of the core scope.

A Professional Services Agreement (PSA) with IMEG will not exceed $160,000 and is funded through the $128,000 grant we received from DCEO and $32,000 in local match.

Staff therefore recommend that the City Council authorize the Mayor or City Administrator to execute a PSA with IMEG, in an amount not to exceed $160,000, contingent on legal review and finalization of terms. This will allow the City to maintain the project schedule and meet grant compliance requirements in a timely manner.

RECOMMENDATION/REQUESTED ACTION: Approval

A motion was made by Alderperson Rico, seconded by Alderperson Deppe, to concur with the recommendation as presented. Upon the roll call, the following voted in favor: Deppe, Jones, Oakes, Segura, Rico, and Dorothy. Motion carried.

Amending the East Moline Municipal Code to Establish a Design Review Committee (Mark Rothert, City Administrator)

This memo serves to outline the proposed ordinance for the creation of a Design Review Board (Board) for the City of East Moline, which is designed to promote high-quality architectural and urban design in our community. The Board will be responsible for reviewing the design of certain development projects,

renovations, and applications for the City’s Business Improvement Grant (BIG) Program, among other responsibilities.

The City Council has recognized the importance of ensuring that the architectural design and aesthetic character of East Moline’s built environment align with the City’s long-term vision. In light of this, the staff is recommending the creation of a Design Review Board, which will be charged with the responsibility of evaluating projects to ensure they meet the City’s design guidelines and overall planning objectives.

Additionally, the Board will play a key role in reviewing grant proposals under the Business Improvement Grant (BIG) Program, which supports the revitalization and improvement of businesses in key areas of East Moline. The Board’s expertise will ensure that the projects funded through this program meet the necessary design and aesthetic standards, contributing to the City’s growth and revitalization. The proposed structure of the Design Review Board is as such:

1. Creation of the Board: The Board will consist of five (5) members appointed by the Mayor and confirmed by the City Council. Members will be selected based on their expertise in architecture, urban design, planning, landscape architecture, or other related fields. City staff, including the city administrator, community development director, chief building official, or director of engineering, may serve on the Board as one of the appointees. The mayor shall serve as an ex- officio member.

2. Membership Terms and Leadership: Each member will serve a two-year term. The Board will elect a Chairperson and Vice Chairperson from among its members to oversee meetings and guide discussions.

3. Responsibilities of the Design Review Board:

• Review and provide recommendations on design proposals for new construction, major renovations, and alterations, ensuring alignment with the City’s aesthetic values and design guidelines.

• Review and approve grant applications under the BIG Program, ensuring that proposed projects meet the City’s design and revitalization goals.

• Provide written recommendations to the City Council or Community Development Department regarding project designs and grant funding eligibility.

• Evaluate the impact of proposed projects on the community’s character, heritage, and urban planning objectives.

4. Review Process for Projects and BIG Applications: The Board will evaluate all projects based on compatibility with surrounding development, architectural quality, preservation of historical resources, and environmental sustainability. The Board will also ensure that all BIG-funded projects align with the City’s design guidelines and community enhancement goals.

5. Advisory Role: The Design Review Board will serve an advisory role, making recommendations to the City Council or Community Development Department, which will have the final decision- making authority.

Timeline:

• Initial Implementation: Once approved by the City Council, the Design Review Board will begin operations immediately. Staff will be tasked with preparing the necessary materials, including guidelines for design review, to ensure the Board’s work can begin without delay.

• Ongoing Review: The Design Review Board will meet regularly to review projects and grant applications, with all decisions made in public meetings, ensuring transparency and community involvement.

The creation of the Design Review Board is a significant step in enhancing the built environment of East Moline. By ensuring that development projects and grant proposals meet high standards of design, the City will foster a visually appealing and sustainable urban landscape. Staff recommend approval of the ordinance to establish the Design Review Board.

A motion was made by Alderperson Rico, seconded by Alderperson Segura, to concur with the recommendation as presented. Upon the roll call, the following voted in favor: Deppe, Jones, Oakes, Segura, Rico, and Dorothy. Motion carried.

Lexipol Agreement (Rob DeFrance, Fire Department Chief)

Lexipol is a comprehensive policy management and training solution designed specifically for public safety agencies, such as fire departments, law enforcement, and emergency medical services. It provides a centralized platform where agencies can manage their policies, procedures, and training materials to ensure they meet legal, safety, and operational standards.

Due to the East Moline Fire Department’s limited daytime staffing, including the absence of a dedicated full-time Training Officer and Fire Inspector, the department faces significant challenges in: 1. Developing and maintaining up-to-date, legally compliant policies.

2. Delivering and tracking ongoing training for personnel.

3. Ensuring consistency in operations and risk management.

Approving the use of Lexipol for the East Moline Fire Department is a forward-thinking decision that prioritizes firefighter safety, legal compliance, operational efficiency, and transparency. By implementing a trusted system with legally sound policies and comprehensive training tools, the city will not only protect its personnel but also reduce liability risks, improve emergency response times, and maintain a high standard of public safety. It’s an investment in both the short-term functionality and long- term success of the fire department, ultimately benefiting both the city and its residents.

Benefits of This Support Structure

1. Reduces administrative burden on the chief and line officers, allowing them to focus on operations and emergency response.

2. Ensures policy consistency and legal defensibility.

3. Provides reliable training support, closing gaps caused by the lack of a full-time training officer while fully integrating with our current training programs and software.

4. Improves inspection readiness and documentation, even without a full-time fire inspector.

Lexipol’s presence in over 8,000 agencies underscores its reputation and relevance in public safety. That includes countless fire departments facing challenges similar to East Moline’s—particularly around staffing and compliance. We have fully reviewed Lexipol as it is being used by the Rock Island Fire Department and the Moline Fire Department.

This is a budgeted item of $ 27,888 which includes a significant one-time implementation cost of $17,612 that can be spread over two years with a two-year agreement.

RECOMMENDATION/REQUESTED ACTION: Pass a resolution authorizing the Fire Chief to execute the Master Service Agreement with Lexipol for a one-year service term of September 1, 2025- August 31, 2026. The Fire Chief will report back to the City Council at the end of the term to discuss the merits of continuing this service.

A motion was made by Alderperson Rico, seconded by Alderperson Oakes, to concur with the recommendation as presented. Upon the roll call, the following voted in favor: Deppe, Jones, Oakes, Segura, Rico, and Dorothy. Motion carried.

Jacob’s Park Sports Complex – SE Parking Lot Resurfacing (Tim Kammler, Director of Engineering)

In 2024 Senator Mike Halpin awarded the city a $71,300 DCEO grant to assist with the cost to resurface the Southeast Parking Lot at Jacob's Sports Park. This parking lot serves softball and baseball diamonds on the east side of the park and does not currently provide any hard surface parking for visitors or for those that require ADA accessible parking. The proposed resurfacing project will provide approximately 182 hard surface parking stalls, including five (5) ADA stalls and full ADA accessible route to the ball diamonds.

Staff have designed the parking lot, drafted specifications, and compiled bid documents for this project in-house; construction inspection will be staffed in-house as well. A copy of the plan sheet and geometric layout are attached for reference; the complete bidding documents are available for review at the East Moline Engineering & Maintenance Building. Staff are hopeful that the work can be completed this fall; the current grant deadline is June 30, 2026.

Funding for the project was appropriated last year by Resolution 24-42; this item was not specifically detailed into the 2025 budget, however both the grant funding and local Hotel-Motel Tax reserves that were appropriated in FY'24 are available.

Staff are seeking COW approval to solicit bids for this project.

Pending COW approval, the bid letting will be formally advertised and conducted. After receiving bids, staff will provide complete bid tabulation and recommendation for award of contract to the City Council, pending reasonable bid prices.

If this is a CIP Project, identify project number: DCEO Grant + Local Funds

RECOMMENDATION/REQUESTED ACTION: Approve

A motion was made by Alderperson Rico, seconded by Alderperson Oakes, to concur with the recommendation as presented. Upon the roll call, the following voted in favor: Deppe, Jones, Oakes, Segura, Rico, and Dorothy. 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. 7:08 p.m.

https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_07212025-1115