West Central Reporter

City of Macomb Committee of the Whole met March 11.

Here are the minutes provided by the committee:

The Committee of the Whole, of the Macomb City Council, met in the City Council Chambers on Monday, March 11, 2024 at 5:15 p.m. located in City Hall at 232 East Jackson Street, Macomb, IL.

Mayor Pro-Tem Wynn called the meeting to order and roll call was taken, Deputy City Clerk Jennifer Cerven called the roll and the following were present: Aldermen Justin Schuch, John Vigezzi, Dave Dorsett, Don Wynn, and Dennis Moon. Mayor Inman and Alderman Byron Shabazz were absent.

Also, in attendance were, City Administrator Scott Coker, City Attorney Lisa Scalf, and Business Director Melissa Worley.

Public Comment: None

The first item on the agenda for discussion was on an ordinance Annexing Certain Territory located within Georgetown Subdivision in McDonough County, Illinois. This ordinance had first reading last Monday night.

Alderman Vigezzi asked for clarification about tax increase.

City Attorney Scalf explained they would go from, “out of city” rate, between 9% to 10%, to the” in-city” rate, of 11%, they would not double.

Alderman Dorsett asked for clarification regarding the debt service fee.

City Attorney Scalf stated currently all units in Georgetown are assessed $24.00 per house, a surcharge for being outside the city and receiving water. Once they come into the city, if approved by council, the surcharge would go away, the house would be assessed the water debt service fee. The water mains would be covered by the city.

There was no further discussion and Mayor Pro-Tem Wynn stated the item would be placed on the agenda for second reading and final action at next Monday night’s meeting.

The second item on the agenda for discussion was on an Ordinance Approving and Causing Publication of the Official Zoning Map of the City of Macomb. This ordinance had first reading last Monday night.

CA Coker stated this is published every year to show the boundaries of the zoning within the city. Alderman Moon asked if this included the proposed changes.

City Attorney Scalf stated the map will include anything that occurred in the last calendar year. Special Use permits get updated, but those do not get republished each time.

There was no further discussion and Mayor Pro-Tem Wynn stated the item would be placed on the agenda for second reading and final action at next Monday night’s meeting.

The third item on the agenda for discussion was on an Ordinance to Authorize Issuance of a Special Use Permit to allow Large Scale Solar Energy System in an AG-1 Agriculture Zoning District at Parcel Identification No. 17-000- 029-00, Macomb, McDonough County, Illinois. This ordinance had first reading last Monday night.

Mr. Ben Jacoby the Attorney for the project, and Engineer Mr. Sean Hickey for the project were present to speak on behalf of Kimley and Horn.

Mr. Jacoby stated this is was a 2-Megawatt Project Solar Energy Generating Facility, and would require less than 20 acers. The parcel is located at 1150th Road, and is set back 500ft from the road.

Mr. Jacoby stated benefits to the community would include; more tax money for schools, residents would be able to subscribe to help with credits towards their bill, helps create construction jobs in the community, and provide clean energy. He provided a copy of the proposed site plan.

Mr. Jacoby stated they have a contract with the Illinois Department of Agriculture, called an Agriculture Impact Mitigation Agreement, required by state statute, and must be completed to be approved for a project.

There was no further discussion and Mayor Pro-Tem Wynn stated the item would be placed on the agenda for second reading and final action and next Monday night’s meeting.

The fourth item on the agenda was on an ordinance to Create a Special Event Liquor License for the Macomb Arts Center Bingo Bash Event. This ordinance had first reading last Monday night.

There was no discussion and Mayor Pro-Tem Wynn stated it would be placed on the agenda for second reading and final action at next Monday night’s meeting.

The fifth item on the agenda was on an ordinance to Provide for Public Transportation in the City of Macomb, Illinois. This ordinance had first reading last Monday night.

City Attorney Scalf stated this was a requirement for Transit to obtain the 5311 Grant Funds.

There was no further discussion and Mayor Pro-Tem Wynn stated it would be placed on the agenda for second reading and final action at next Monday night’s meeting.

The Sixth item on the agenda for discussion was on an Updated Purchasing Policy for the City of Macomb. CA Coker presented a memo along with the policy to highlight the updated polices that were discussed and recommended onto council by the General Government Committee in February. The current purchasing policy for the City of Macomb was last updated in 2018. He explained there were major changes proposed, and several general provisions added, including, code of ethics, conflict of interest, and gratuities, a more fully detailed procedures for purchasing process, and detailed sales tax exemption for the city. CA Coker stated the length of the proposed policy was due to added exhibits that included; purchasing card limits, missing receipts form, and sole source justification.

CA Coker stated currently there is a $5,000.00 limit for Department Heads and $10,000.00 for City Administrator. He stated most cities have a limit of $25,000.00 or more for this. He stated with either of those approval levels, the item needed to be in the budget.

Alderman Dorsett asked if we were proposing to change the amount of $10,000.00 to $25,000.00 for the Administrator.

CA Coker stated yes.

CA Coker stated the difference between P-Card purchased and Purchasing Approval; we do not purchase on a P Cards for normal purchases, anything over $25,000.00 is bid out and council approved. Small purchases are between $5,000.00 and $25,000.00, those purchases are not purchased through a P-Card. Anything under $5,000.00 the Department head can proceed without council approval.

There was no further discussion and Mayor Pro-Tem Wynn stated the item would be placed on the agenda for second reading and final action at next Monday night’s meeting.

The seventh item on the agenda for discussion was on Fiscal Year 24-25 Proposed Budget. Council was given budget binders for review.

CA Coker reviewed the highlights of the budget. He explained the cash summary was a list of all individual funds, the city’s main fund, General Corporate fund. Most all departments, except for our utility fund. He highlighted the totals for fiscal years’ 2021 through 2023. Those years had large amounts of Covid money flowing though from CARES or ARPA. Ending balance ‘2021’ $6.7, ‘2022’ $8.3, ‘2023’ $8.9 million. Expected revenue for fiscal year 2023-2024 has not been completed, as we are currently in that fiscal period. The expected ending balance for this fiscal year is $6.7 million. Projections for ending balance in ‘2025’ $5.2 million. He stated every year has shown a deficit spending, but we continue to be conservative in projecting revenues, and expenditures.

CA Coker reviewed the budget extensively for one hour, highlighting Infrastructure Sales Tax cash balance, two large projects; Johnson and Adams Streets, where that balance is being spent down, General Revenues, and dropped property taxes, now set directly where they are used.

Highlighting some line-item expenditures;

Animal Control ($75,000.00), Computer Support and Maintenance ($100,000.00) for 911 Center dispatch software ($41,000.00) for 911 Center dispatch server, MAEDCO Payments (87,500.00), Capital Improvements: City Hall generator ($45,000.00), City Hall Security Updates ($20,000.00), New Welcome to Macomb Signage ($40,000.00), City Hall Landscaping ($30,000.00), City Attorney office for new carpet ($5,000.00), Spring Lake Utilities and Maintenance ($3,000.00), replace new light poles ($4,500.00), Building/ Ground/ Fixed Equipment Maintenance ($15,000.00) new Community room chairs.

CA Coker then highlighted each city department’s individual proposed budget, some of the highlights were adding a new position of Grant Writer, at grade level 19, Professional Fees ($30,000.00) designated for Chandler Park Master Plan, Capital Equipment purchases, and Capital Improvement plans.

The Health Insurance Fund proposed year-end balance for ‘2025’ $2.2 million.

The Grant Fund total $29,049,755.00.

A budget binder is available for review in the City Clerk’s Office.

CA Coker reviewed Staff Positions on Page 92, highlighting changes to some department’s titles and or salaries, as they continue to work on the Compensation Survey. He has chosen 13 non-union positions that were the farthest out from the recommended amounts.

He proposes the following: City Marketing & Downtown Development Specialist move to a grade 18 position, Business Office will change to, Finance & Human Resources Office, with new title changes. Deputy City Clerk Position move one grade, to Grade 15, Building Inspector move to Grade 18, Rental Inspector move to Grade 16, Community Development Secretary, title change to Administrative Assistant, and to Grade 14, Transit Assistant Director move to Grade 19, Go West Supervisor, and Demand Response Ops Supervisor move to Grade 17, Fire Chief to Grade 33, Fire Station Secretary, title change to Administrative Assistant, Police Chief to Grade 35, Community Service Officer Vigezzi title change, to Social Services Coordinator and move to Grade 19, Secretary Records Clerk, title change to Administration Assistant, Public Works Director move Grade 37, Public Works Secretary, title change to Administrative Assistant, and move Grade 14.

CA Coker reviewed the Salary Matrix for FY2024- 2025 on Page 95. He stated the 3.5% Cola raise with our Union Contracts are in the budget, across the board for all city employees. The grade level on the salary matrix has been extended to Grade 37 due to the grade change for the Public Works Director.

There being no further business to come before Council, Alderman Vigezzi moved, seconded by Alderman Dorsett to adjourn the meeting, all Aldermen voting “Aye” by voice vote and no “Nay” votes, Mayor Inman declared the motion carried and they adjourned the meeting at 6:50 p.m.

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