NW Illinois News

City of East Dubuque City Council met March 4.

Here are the minutes provided by the council:

1. 24-0301 Call to Order – Mayor Digman

Start Time: 6:00 p.m.

Alderperson Belken, Alderperson Burgmeier, Alderperson Degenhardt, Alderperson Fluhr, Alderperson Meier, Alderperson Robey, Mayor Digman and Attorney Hess

2. 24-0302 Staff Reports

a. City Manager Report

193 Sinsinawa Garage – the building has lost some more bricks. Having to wait for Nicor Gas to move the meter before can take down the garage. They sent someone to take a look and took it very seriously. Will move the meter to the back of the pump house and if this would need heat until then will need to use electric heaters. Jill Pepin and I will be meeting with USDA next week to discuss potential funding. We have received two bids already and are looking forward to receiving a third. Will take a look at them and then move forward.

In the packet were the proposed committees. The mayor will formalize them and make appointments. Any necessary Code changes will be considered as we go forward. Want one person from each Ward on the committee so you will have two committees.

Had a meeting last week on Oxford Street to make final adjustments. This is a project that must go forward as soon as we are able to. Jill Pepin is here to talk about that later.

Have had several parties express interest in the duplex. No offers as of yet.

Our new neighbors Exit Realty had a grand opening last week that I was a part of.

Include the graphs as soon as they are available. We are really higher than we have really been in a long time in the Enterprise fund. We are getting to a level that we are able to maintain.

b. Mayor Report

The list of committees that are in the packet. Notice there was not a budget committee and the reason for that is we want everyone to be hands on with the budget. So, when we have those meetings, we will be in touch with everyone to let them know. Want to have everyone involved instead of just one person from each ward.

c. Alderperson Report

i. Belken

People complaining about Mark Quade property, The Arena and Coliseum. People are coming out of there and throwing cigarette butts all over the place.

ii. Burgmeier

iii. Degenhardt

Heard the deal in the flats fell through.

Attorney Hess – Yes, that is correct and have that down in her report.

The person that was going to purchase called him to let us know that people are still stealing stuff from down there. Will notify the Chief of Police and let them handle it. Will also notify the Hinkle Estate Attorney on what is going on.

iv. Fluhr

v. Meier

vi. Robey

Have had complaints about the trash that is blowing around. Also asked when there is a water main break is there any way to give more than a 10-minute notice to close. It all depends on the severity of the break, as in how much water is coming out of the pipe. When we shut off service overnight how does that affect our Fire Protection in that area? They get notified and then know to bring a tanker or have enough hose to go from a hydrant that is not shut off. They carry around 3,000 ft. of hose between the three rigs.

d. City Attorney, Susan Hess

i. Henkel Estate Properties

As said to Alderperson Degenhardt the sale did fall through. Now that we have an estate, we at least have a contact person and can work with them. Hopeful that they will be sold and that we will be able to recoup our lien on the property. From her understanding there have been interested parties, but no offers have been made.

e. Police Chief, Luke Kovacic

f. Public Works Director, Mark Fluhr

g. Fire Chief, Joe Heim

i. Report on Fire Apparatus

The 1996 that was going to be sold will be kept so that the 1980 that developed a fuel injection leak that will cost about $4,000 to fix and truck is only worth $3,000. Will sell that as is and working with Tony VanOstrand to find a spot for the 1996 when the new one comes in. Just wanted to let everyone know that they changed course with what vehicle being sold.

3. 24-0303 Speakers from the Floor

4. 24-0304 Consent Agenda (City Council Minutes 02/19/24 & 02/26/24, Public Safety Report(s), Warrants, Zoning Minutes 02/19/24 and Correspondence)

Motion by Alderperson Burgmeier to Approve Consent Agenda (City Council 02/19/24 & 02/26/24, Public Safety Report(s), Warrants, Zoning Minutes 02/19/24 and Correspondence) second by Alderperson Belken ROLL CALL: Ayes – Alderperson Belken, Alderperson Burgmeier, Alderperson Degenhardt, Alderperson Fluhr, Alderperson Meier and Alderperson Robey Motion carried

NEW BUSINESS:

5. 24-0305 Discussion and Possible Action to Approve Fiscal Year 2023 Audit Report, Findings Conditions, and Management’s Discussion and Analysis Report and Authorize Signatures on Behalf of the City to Sign Letter of Confirmation to the Findings of Fiscal Year 2023 Audit in the City of East Dubuque, Jo Daviess County, Illinois / Mayor Digman, City Manager Seitz, Don Morrow

Where engaged to do the audit for Fiscal Year 2023. Pointed out the deficiencies in the internal control that they thought to be material weakness.

Financial Statement Preparation including Disclosure

Employee Termination Agreement

Pay Rates

Bank Reconciliations

Financial Reporting

Disbursement Approval

Supporting Documentation for Disbursements

He went through the steps that needed to be done. There are things that did not go through the council to be approved. This needs to be done.

Who had multiple pay raises not approved by council. So, if the council did not approve it who did? They could not find approval. The City Manager at the time signed off on pay raises. The council will need to discuss what to do after these audit findings.

We are committed to placing in controls that handle these things and there are relatively simple controls that would have prevented these things from happening.

Reconciliations were not being done in a timely manner so that the council could get information when needed.

Making sure that there is supporting documentation for everything.

The most important thing is making sure going forward that we are taking care of these issues.

TIF money is supporting the general fund which is not allowed.

Knew it was going to be bad. This was to be expected. There have been a lot of good things going on in the last year. Have been working with trying to fix the deficit.

Want to thank Don for the work they have done with the audit.

Motion by Alderperson Degenhardt to Approve Fiscal Year 2023 Audit Report, Findings Conditions, and Management’s Discussion and Analysis Report and Authorize Signatures on Behalf of the City to Sign Letter of Confirmation to the Findings of Fiscal Year 2023 Audit second by Alderperson Meier ROLL CALL: Ayes – Alderperson Belken, Alderperson Burgmeier, Alderperson Degenhardt, Alderperson Fluhr, Alderperson Meier and Alderperson Robey Motion carried

6. 24-0306 Discussion and Possible Action to Approve Illinois Department of Labor Payment for Case Number 2023-PW-WA04-4059 Frentress Lake Water Tower for $1,545.04 in the City of East Dubuque, Jo Daviess County, Illinois / Mayor Digman, City Manager Seitz

Found out that prevailing wage was not followed so we then were fined.

Motion by Alderperson Belken to Approve Illinois Department of Labor Payment for Case Number 2023-PW-WA04-4059 Frentress Lake Water Tower for $1,545.04 second by Alderperson Degenhardt ROLL CALL: Ayes – Alderperson Belken, Alderperson Burgmeier, Alderperson Degenhardt, Alderperson Fluhr, Alderperson Meier and Alderperson Robey Motion carried

7. 24-0307 Discussion and Possible Action to Approve Resolution Authorizing Mayor Digman to Sign IEPA Water Pollution Control Loan Application Documents in the City of East Dubuque, Jo Daviess County, Illinois / Mayor Digman, City Manager Seitz

Motion by Alderperson Burgmeier to Approve Resolution Authorizing Mayor Digman to Sign IEPA Water Pollution Control Loan Application Documents second by Alderperson Fluhr ROLL CALL: Ayes – Alderperson Belken, Alderperson Burgmeier, Alderperson Degenhardt, Alderperson Fluhr, Alderperson Meier and Alderperson Robey Motion carried

8. 24-0308 Discussion and Possible Action to Approve CFPS, Inc. Facility Plan & Loan Application Contract in the City of East Dubuque, Jo Daviess County, Illinois / Mayor Digman, City Manager Seitz

Included Oxford Street, Indian Hills all phases and the lift stations. If we get funding on the July list, then will be able to go out to bid and then start work after that. This is to have their own loan numbers and when ready will be able to submit for funding.

Are there any lead lines on Oxford Street and would we be able to incorporate the lead line replacement with this? Yes, there are a couple and will seek to do that.

Motion by Alderperson Degenhardt to Approve CFPS, Inc. Facility Plan & Loan Application Contract second by Alderperson Fluhr ROLL CALL: Ayes – Alderperson Belken, Alderperson Burgmeier, Alderperson Degenhardt, Alderperson Fluhr, Alderperson Meier and Alderperson Robey Motion carried

9. 24-0309 Discussion and Possible Action to Approve CFPS, Inc. Loan Administration Contract in the City of East Dubuque, Jo Daviess County, Illinois / Mayor Digman, City Manager Seitz

This is the next step just past what was just approved. This would be the review of the payrolls to make sure everybody is in compliance, on-site interviews, paperwork and monthly reports. This shows EPA that we are ready and will then in turn give us a higher point.

Motion by Alderperson Degenhardt to Approve CFPS, Inc. Loan Administration Contract second by Alderperson Meier ROLL CALL: Ayes – Alderperson Belken, Alderperson Burgmeier, Alderperson Degenhardt, Alderperson Fluhr, Alderperson Meier and Alderperson Robey Motion carried

10. 24-0310 Discussion and Possible Action to Approve An Ordinance to Borrow Funds from the Water Pollution Control Loan Program for the Oxford Street Sewer Improvements Project in the City of East Dubuque, Jo Daviess County, Illinois / Mayor Digman, City Manager Seitz

This is just a discussion, no approval needed. There are funds available for this project. Enterprise fund pays back the loan.

Need to have a Public Hearing March 18th at 5:30 pm. To see if there are any comments on the project.

No action needed.

11. 24-0311 Discussion and Possible Action to Approve An Ordinance Providing for the Acceptance of the Resignation of Sue Luete as City Treasurer, Appoint the City Clerk as Acting City Treasurer, and to Secure a New City Treasurer in the City of East Dubuque, Jo Daviess County, Illinois / Mayor Digman, City Manager Seitz

City Manager Seitz wanted to thank Sue for her service here. He knows that the last couple of years around here have been difficult, and the challenges have been great. People have stepped up and work together to get the City through this the best that they could. Sue was one of those folks that stepped up and served her community. Asked everyone to give her a round of applause. Wish her well in the future. Will be looking at a position description coming out.

Alderperson Belken – This is the third one that has left in the last three years and only one left voluntarily. The other two were said to only have two choices.

City Manager said that it was not said by anybody.

Alderperson Belken – Sue was told on Friday when called to the office that she had two choices resign or termination. With a timeline of 9 am Monday of what she would do. Said it caught her by surprise. She came in here with no training, no job description, no one talked with her and asked how she was doing. Help she did get (CPAs did come in to help). Said do not tell them here you go it is all yours.

Alderperson Robey – When Sue was hired, she was thrown to the wolves. Will totally agree with that. Had a council on at that time to make sure the person in charge was doing their job. It was not just Sue to fend for herself but the rest of our staff to fend for themselves. Sue, I am sorry that you were put in a position that was not fair to you. We also had a council here that could have made sure things were done right.

Alderperson Degenhardt – Sue did go to Loras for help, but he did not. Things were a mess before she came here.

Motion by Alderperson Robey to Approve An Ordinance Providing for the Acceptance of the Resignation of Sue Luete as City Treasurer, Appoint the City Clerk as Acting City Treasurer, and to Secure a New City Treasurer second by Alderperson Fluhr ROLL CALL: Ayes – Alderperson Fluhr, Alderperson Meier, Alderperson Robey and Mayor Digman Motion carried Nays – Alderperson Belken, Alderperson Burgmeier and Alderperson Degenhardt

12. 24-0312 Executive Session: 5 ILCS 120/2(c)(1) Personnel Matters / Mayor Digman, Interim City Manager Seitz

Motion by Alderperson Degenhardt to Go into Executive Session second by Alderperson Burgmeier ROLL CALL: Ayes – Alderperson Belken, Alderperson Burgmeier, Alderperson Degenhardt, Alderperson Fluhr, Alderperson Meier and Alderperson Robey Motion carried

Motion by Alderperson Burgmeier to Leave Executive Session second by Alderperson Robey ROLL CALL: Ayes – Alderperson Belken, Alderperson Burgmeier, Alderperson Degenhardt, Alderperson Fluhr, Alderperson Meier and Alderperson Robey Motion carried

13. 24-0313 Discussion and Possible Action on Matters Discussed in Executive Session in the City of East Dubuque, Jo Daviess County, Illinois / Mayor Digman, Interim City Manager Seitz

No action needed.

14. 24-0314 Adjourn

End Time: 7:29 p.m.

Motion by Alderperson Degenhardt to Adjourn second by Alderperson Meier ROLL CALL: Ayes – Alderperson Belken, Alderperson Burgmeier, Alderperson Degenhardt, Alderperson Fluhr, Alderperson Meier and Alderperson Robey Motion carried

https://www.cityofeastdubuque.com/agenda/minutes/march-4-2024-minutes