City of Moline Committee of the Whole met August 22.
Here is the minutes provided by the Committee:
Present: Mayor Stephanie Acri (Chair)
Alderman Quentin Rodriguez (Ward 1)
Alderman David Parker, Jr. (Ward 2)
Alderman Mike Wendt (Ward 3)
Alderman Richard “Dick” Potter (Ward 4)
Alderman Lori Turner (Ward 5)
Alderman Kevin Schoonmaker (Ward 6)
Alderman Mike Waldron (Ward 7)
Alderman Sonia Berg (Alderman At-Large)
Absent: None.
Staff: Doug Maxeiner, City Administrator
Maureen Riggs, City Attorney
Amy Saunders, Deputy City Clerk
Ray Forsythe, Planning & Development Director
Alison Fleming, Human Resources Manager
Lori Wilson, Parks Recreation Director
Don Goff, Network/Database Administrator
Bryon Lear, Library Director
John Hitchcock, Interim Chief of Police
Jeff Snyder, Interim Fire Chief
Scott Hinton, City Engineer
Kathy Carr, Finance Director
Jeff Anderson, City Planner
J.D. Schulte, Public Works Director
Rodd Schick, Municipal Services General Manager
Dave Mallum, Fleet Manager
Tony Loete, Utilities General Manager
Shawn Christ, Land Development Manager
Others: Beth Miller, Retail Strategies
Derek Cassels, Retail Strategies
Clark Miljush, Potential Liquor License Applicant
Ron Miller, Resident
Frank Sykes, Resident
Gerold Shelton, The Dispatch
Mayor Acri called the meeting to order at 6:30 p.m. in Council Chambers.
Presentation:
Retail Strategies Update (Beth Miller, Retail Strategies; Derek Cassels, Retail Strategies; Ray Forsythe, Planning & Development Director)
Proclamation:
A Mayoral Proclamation Affirming the City of Moline as a Community Supporting Human Rights and Equality, Inclusion, Respect and Safety for All Persons
Questions on the Agenda:
Mayor Acri removed Item #7 from the Agenda.
Alderman Wendt made a motion to have a special Council meeting on September 5, 2017, at 5:30 p.m., to discuss the informational item on tonight’s Agenda concerning the 2018 Capital Improvement Program. Seconded by Alderman Parker. Motion carried with Alderman Turner voting nay. As a result, the 2018 Capital Improvement Program informational item was removed from the Agenda.
Agenda Items:
1. A Resolution authorizing the Mayor and City Clerk to execute a Contract with Bi State Masonry Inc., for City Hall window replacement and masonry restoration, in the amount of $609,276.00. Rodd Schick, Municipal Services General Manager, shared that bids were opened and publicly read on August 15, 2017, for City Hall window replacement and masonry restoration:
Bid Amount:
$609,276.00 Bi State Masonry Inc.
$641,000.00 The Wilson Group Inc.
Bi State Masonry Inc., submitted the lowest responsible and responsive bid. The proposed improvement includes the replacement of exterior doors and windows, installation of insulated roll-down shades, masonry cleaning, and tuckpointing. The installation of insulated shades was not specified in the line item of the budgeted building improvement project, but energy efficiencies will be gained with the installation of insulated shades. This item also appeared on the City Council Agenda on August 22, 2017, under “Items Not on Consent.” A motion was made by Alderman Parker to approve. Seconded by Alderman Berg. Motion passed unanimously.
2. A Resolution authorizing the Mayor and City Clerk to execute an application for funding under the Rock Island County Waste Management Agency (RICWMA) for the Solid Waste Assistance Grant (SWAG) Program (FY18) in the amount of $32,612 and authorizing staff to do all things necessary to complete and submit said application. Rodd Schick, Municipal Services General Manager, indicated that the Rock Island County Waste Management Agency awards grants to participating agencies based on their population. The grants are to help with waste reduction and to facilitate and promote recycling. The City will use said funds for Keep Moline Beautiful activities, The Great American Cleanup, neighborhood cleanups, Earth Week activities, and to administer the City-wide recycling program. The agency awards the grant using a formula of $0.75 per resident; Moline’s maximum grant eligibility is calculated on a population of 43,483 for a maximum grant of $32,612.25. This item also appeared on the City Council Agenda on August 22, 2017, under “Items Not on Consent.” A motion was made by Alderman Waldron to approve. Seconded by Alderman Schoonmaker. Motion passed unanimously.
3. A Resolution authorizing the purchase of two (2) 2017 Ford F-350 CNG Bi-fuel Crew Cab 4x4 Pickup Trucks from Currie Motors for the total amount of $91,028.00. Dave Mallum, Fleet Manager, shared that Fleet Services is seeking approval for the purchase of two CNG fueled 2017 Ford F-350 4X4 Pickup Trucks. These units will be used to replace current equipment that is used to transport equipment in Parks Maintenance. A Request for Proposals was published to include local dealers in the procurement process. These units are available off the Suburban Purchasing Cooperative Contract #143 through Currie Motors in Frankfort, Illinois. The price is $45,514 per unit, for a total of $91,028.00. Said units will operate on CNG and be equipped with snow plows. Staff is also requesting that the current equipment be disposed of by the Fleet Manager through the legal disposal process that is most advantageous to the City, whether sealed bid, auction, negotiation, or otherwise. This item also appeared on the City Council Agenda on August 22, 2017, under “Items Not on Consent.” A motion was made by Alderman Parker to approve. Seconded by Alderman Turner. Motion passed unanimously.
4. A Resolution authorizing the purchase of four (4) 2017 Flex Fuel E85 Ford Taurus SE Sedans from Morrow Brothers Ford Inc., for the total amount of $81,716.00. Dave Mallum, Fleet Manager, indicated that Fleet Services has budgeted to replace three passenger sedans in 2017 and purchase a Chief’s vehicle for the Fire Department. A State Bid Joint Purchase Contract is available for these units. Morrow Brothers Ford Inc., in Greenfield, Illinois, currently holds said contract. A Request for Proposals was published and specifications sent to include local dealers in the procurement process. Morrow Brothers Ford Inc., was the respondent with the lowest proposal of $20,429.00 each, for a total of $81,716.00. These units will operate on clean burning E85 fuel. Staff is also requesting that the current sedans be disposed of by the Fleet Manager through the legal disposal process that is most advantageous to the City, whether sealed bid, auction, negotiation, or otherwise. A motion was made by Alderman Turner to approve. Seconded by Alderman Potter. Motion passed unanimously.
5. A Resolution authorizing the Mayor and City Clerk to execute an Intergovernmental Agreement with the Village of Coal Valley to provide water system operation and maintenance services. Tony Loete, Utilities General Manager, explained that the Village of Coal Valley has determined that it would be most economical and in the Village’s best interest to have the City of Moline provide certain municipal water services related to operation and maintenance of the Arrowhead Ranch water supply. These tasks include monthly routine and compliance sampling, analysis of routine monthly samples, including shipping of compliance samples as necessary, and Consumer Confidence Report (CCR) submittal. Said municipalities wish to participate in this Agreement to enhance the public health, safety and welfare, and to provide efficiencies to the parties and their residents. This item also appeared on the City Council Agenda on August 22, 2017, under “Items Not on Consent.” A motion was made by Alderman Wendt to approve. Seconded by Alderman Berg. Motion passed unanimously.
6. A Resolution accepting a request from Gorman & Company Inc., to serve as the Responsible Entity for the purpose of adopting an Environmental Assessment Determinations and Compliance Findings for the US Department of Housing and Urban Development performed by the Illinois Housing Authority on behalf of Gorman & Company Inc.; and adopting the Environmental Assessment Determinations and Compliance Findings for the US Department of Housing and Urban Development performed on behalf of Gorman & Company Inc.; and authorizing the Mayor to execute the Environmental Assessment Determinations and Compliance Findings for the US Department of Housing and Urban Development performed on behalf of Gorman & Company Inc., to satisfy its requirement from the US Department of Housing and Urban Development for Gorman & Company Inc., to receive funds from the US Department of Housing and Urban Development to redevelop the former Garfield Elementary School at 1518 25th Avenue, Moline, Illinois, and authorizing all appropriate City officers and staff to do all things necessary to complete the City’s responsibilities as the Responsible Entity to include making a Finding of No Significant Impact and submitting a Request for Release of Funds to the US Department of Housing and Urban Development on behalf of Gorman & Company Inc. Jeff Anderson, City Planner, indicated that in order to meet US. Department of Housing and Urban Development (HUD) requirements for funding as part of the Garfield School redevelopment project, the City of Moline has been asked to serve as the Responsible Entity for the purpose of adopting an Environmental Assessment and submitting a Request for Release of Funding to HUD. This will facilitate the release of project resources from HUD to be and allow Gorman & Company Inc., to close on the property and proceed with redevelopment activities. This item also appeared on the City Council Agenda on August 22, 2017, under “Items Not on Consent.” A motion was made by Alderman Potter to approve. Seconded by Alderman Parker. Motion carried with Alderman Schoonmaker abstaining for business reasons.
7. A Resolution authorizing the Mayor to execute a Contract for Professional Services with National Research Survey Inc., for citizen survey services in an amount not to exceed $16,740.00 to administer, analyze and report results from a customizable citizen survey. Mayor Acri removed this item from the Agenda.
8. A Resolution authorizing the Mayor to execute any necessary documents on behalf of the City of Moline with regard to its participation in the Census 2020 operations for the U.S. Census Bureau and authorizing all appropriate City officers and staff to do all things necessary to complete the City’s responsibilities with regard to the Census 2020 operations. Shawn Christ, Land Development Manager, shared that the U.S. Constitution mandates a count of every resident in the United States every 10 years. The data collected by the decennial census determine the number of seats each state is apportioned in the U.S. House of Representatives and is also used to distribute billions in federal funds to local communities. The City of Moline wishes to participate in the Local Update of Census Addresses for the Census 2020 operations. This item also appeared on the City Council Agenda on August 22, 2017, under “Items Not on Consent.” A motion was made by Alderman Parker to approve. Seconded by Alderman Wendt. Motion passed unanimously.
9. A Resolution authorizing the Mayor and City Clerk to approve a request for an additional street light on 34th Avenue Place, between 34th Avenue and 43rd Street. Scott Hinton, City Engineer, shared that Staff received a request for an additional street light on 34th Avenue Place, between 34th Avenue and 43rd Street. An investigation revealed that installing a light in said location is justified under the Residential Street Light Policy. A motion was made by Alderman Parker to approve. Seconded by Alderman Wendt. Motion passed unanimously.
10. A Resolution authorizing the Mayor and City Clerk to accept three (3) Right of Entries, more particularly described herein, to allow construction to proceed on Project #1257, 15th Street A Water Main Replacement. Scott Hinton, City Engineer, indicated that Right of Entries are necessary and have been executed by Jessica P. Lester, 3003 15th Street A; Geraldine P. Kron, 3412 15th Street A; and Matthew A. Puck, 3504 15th Street A; to allow construction to proceed on 15th Street A. A motion was made by Alderman Wendt to approve. Seconded by Alderman Schoonmaker. Motion passed unanimously.
11. A Resolution authorizing the Mayor and City Clerk to accept one (1) Permanent Utility and Drainage Easement, more particularly described herein, to allow construction to proceed on Project #1257, 15th St A Water Main Replacement Project. Scott Hinton, City Engineer, explained that a Permanent Utility and Drainage Easement is necessary and has been executed by Geraldine P. Kron, 3412 15th Street A, Parcel #07-7797, to allow construction to proceed on 15th Street A. A motion was made by Alderman Wendt to approve. Seconded by Alderman Parker. Motion passed unanimously.
12. A Resolution authorizing the Mayor and City Clerk to accept seven (7) Right of Entries, more particularly described herein, to allow construction to proceed on Project #1270, 2017 Alley Reconstruction. Scott Hinton, City Engineer, indicated that Right of Entries are necessary and have been executed by Rafael J. Vasquez and Maria A. Vasquez, 219 43rd Street; Stephen R. Scritchfield and Berta A. Scritchfield, 225 43rd Street; Jose T. Torres and Araceli S. Torres, 231 43rd Street; Camilo Torres and Cheryl L. Torres, 237 43rd Street; Ryan M. Keegan, 241 43rd Street; Juan Garcia, 243 43rd Street and 4227 4 th Avenue; to allow construction to proceed on Project #1270, 2017 Alley Reconstruction. A motion was made by Alderman Schoonmaker to approve. Seconded by Alderman Turner. Motion passed unanimously.
13. A Resolution authorizing the Mayor and City Clerk to execute seven (7) Temporary Construction Easements, more particularly described herein, to allow construction to proceed on Motor Fuel Tax Section 14-00256-00-RS, Resurfacing with Sidewalk Improvements. Scott Hinton, City Engineer, stated that Temporary Construction Easements are necessary and have been executed by Mary C. Nonnenmann, 4411- 4429 16th Street; Nonnenmann Family Trust, 4411-4429 16th Street; ESAN LLC, 4555 16th Street; Kelly J. Kane, 1103 35th Street; Debra J. Sebelien, 1222 37th Street Court; Knoll Crest Apartments, 1169 48 th Street; Donald E. Lind and Maria T. Lind, Aaron J. Stoneburner and Aimee L. Stoneburner, 3539 12th Avenue; to allow construction to proceed on Motor Fuel Tax Section 14-00256-00-RS, Resurfacing with Sidewalk Improvements. A motion was made by Alderman Parker to approve. Seconded by Alderman Wendt. Motion passed unanimously.
14. A Resolution authorizing the Mayor and City Clerk to execute three (3) Deeds of Dedication for Street Right-of-Way, more particularly described herein, to allow construction to proceed on Motor Fuel Tax Section 14-00256-00-RS, Resurfacing with Sidewalk Improvements. Scott Hinton, City Engineer, indicated that Deeds of Dedication for Street Right-of-Way are necessary and have been executed by Tasha R. Goble, 1221 37th Street Court; Debra J. Sebelien, 1222 37th Street Court; Ronald E. Mundt and Carolyn R. Mundt, 1144 39th Street; to allow construction to proceed on Motor Fuel Tax Section 14-00256- 00-RS, Resurfacing with Sidewalk Improvements. A motion was made by Alderman Parker to approve. Seconded by Alderman Wendt. Motion passed unanimously.
15. A Special Ordinance authorizing the Mayor and City Clerk to accept six (6) Quit Claim Deeds, more particularly described herein, to allow construction to proceed on Project #1270, 2017 Alley Reconstruction. Scott Hinton, City Engineer, explained that as part of Project #1270, the City needs to accept previously vacated property to proceed. Quit Claim Deeds are necessary and have been executed by Rafael J. Vasquez and Maria A. Vasquez, Lot 4 in Hunt’s 3rd Addition to Midway; Stephen R. Scritchfield and Berta A. Scritchfield, Lot 5 in Hunt’s 3rd Addition to Midway; Jose T. Torres and Araceli S. Torres, Lot 6 in Hunt’s 3rd Addition to Midway; Camilo Torres and Cheryl L. Torres, Lot 7 in Hunt’s 3rd Addition to Midway; Ryan M. Keegan, Lot 8 in Hunt’s 3rd Addition to Midway; Juan Garcia, Lots 9, 10 and 11 in Hunt’s 3rd Addition to Midway; to allow construction to proceed on Project #1270, 2017 Alley Reconstruction. A motion was made by Alderman Parker to approve. Seconded by Alderman Berg. Motion passed unanimously.
16. A Resolution authorizing the Mayor and City Clerk to execute a Memorandum of Understanding between the City of Moline, City of Rock Island, and County of Rock Island, setting forth the terms for submitting a joint application for funding available through the U. S. Department of Justice 2017 Byrne Justice Assistance Grant (JAG) Program. John Hitchcock, Interim Chief of Police, shared that Moline, Rock Island, and Rock Island County law enforcement agencies are eligible to submit a joint application for a total of $26,717.00 to be awarded through the J.A.G. program. The Allocations and Disparate Information listing published by the Department of Justice specifies the award level for Moline and Rock Island, with Rock Island County listed as a disparate jurisdiction entitled to request a share. The individual allocations will be $2,671.70 to Rock Island County, $12,924.90 to Rock Island, and $11,120.40 to Moline. Moline’s share will be utilized to purchase sight and light systems for the department’s patrol rifles. No matching funds are required under the grant. This item also appeared on the City Council Agenda on August 22, 2017, under “Items Not on Consent.” A motion was made by Alderman Parker to approve. Seconded by Alderman Berg. Motion passed unanimously.
17. A Resolution authorizing the Mayor and City Clerk to execute an agreement with UMR Inc. (UMR) to provide administrative services for medical and prescription drug benefit claims and administrative services for dental, vision and flexible benefit claims for a three-year period commencing on January 1, 2018. Alison Fleming, Human Resources Manager, shared that a request for proposals was published in 2016, and UMR provided the most advantageous proposal that complied with all of the City’s labor agreements. UMR will provide claims administrative services for the City’s medical and prescription drug benefits plans, as well as claims administrative services for dental, vision and flexible benefits plans. The contract provides for a 1.7% decrease in administrative costs in 2018, a 0% increase in 2019, and a 3% increase in 2020. A motion was made by Alderman Wendt to approve. Seconded by Alderman Turner. Motion carried with Alderman Waldron abstaining, because he has City insurance.
18. A Resolution authorizing the Mayor and City Clerk to execute two surrounding property owners consent forms granting the City’s consent for a Class AA Restaurant-Beer & Wine Only liquor license to be issued for 4530 River Drive, Moline. Maureen Riggs, City Attorney, indicated that Steve Sears and Clark Miljush wish to apply for a Class AA Restaurant-Beer & Wine Only liquor license for a business to be located at 4530 River Drive, Moline, the former Doug’s Heating & Air Conditioning location. Pursuant to Section 4-3202(a) of the Moline Code of Ordinances, no liquor license of any class, except a special event license, shall be issued unless consents from a majority of the surrounding property owners are obtained. This surrounding area includes property owners within a 150 foot radius from the center of the front of the premises, and, if the property abuts a residentially zoned parcel or parcels, the consent of the majority of the residential property owners within a 500 foot radius from the building for which the license is sought. The total number of surrounding properties is 34; the number of consents required is 18.
The City owns two surrounding properties as shown on the attached map; they are parcel number 08-2644-A, 4101-4801 River Drive/Ben Butterworth Parkway; and parcel number 08-1558-A, Ben Butterworth Parkway. Resident Frank Sykes and potential liquor license applicant, Clark Miljush, shared comments with the Committee-of-the-Whole.
A motion was made by Alderman Parker to approve the City consents. Seconded by Alderman Waldron. After further discussion, Alderman Wendt made a motion to table this item until Mr. Miljush has at least five (5) more approvals. Seconded by Alderman Berg. Alderman Wendt’s motion failed on roll call with the following vote: ayes: Aldermen Parker, Wendt and Berg; nays: Aldermen Rodriguez, Potter, Turner and Waldron. Alderman Schoonmaker abstained for business reasons. The original motion carried on roll call with the following vote: ayes: Aldermen Rodriguez, Parker, Turner and Waldron; nays: Aldermen Wendt, Potter and Berg. Alderman Schoonmaker abstained for business reasons.
19. A Special Ordinance authorizing the Mayor and City Clerk to execute an Agreement, between the City of Moline and Mario Estrada and Isaac Cerda DBA Café Ole, to sell food and beverages from a mobile food unit at the southeast parking lot of Stephens Park from August 15, 2017, through August 14, 2018, as weather permits, at the City’s sole discretion. Lori Wilson, Parks Recreation Director, stated that Mario Estrada and Isaac Cerda DBA Café Ole desire a Lease and Concession Agreement for the purpose of selling food and beverages from a mobile food unit at the southeast parking lot of Stephens Park. The Park and Recreation Board supports the Agreement and believes that this Agreement will enhance services for residents and visitors utilizing Stephens Park. A motion was made by Alderman Wendt to approve. Seconded by Alderman Berg. Motion carried with Aldermen Parker and Berg voting nay.
Informational:
2018 Capital Improvement Program (Scott Hinton, City Engineer) – This item was removed from the Agenda and rescheduled for a Special Council Meeting on September 5, 2017, at 5:30 p.m., per Committee-of-the-Whole action earlier in the meeting.
Public Comment:
There was no public comment.
The meeting adjourned at 7:43 p.m.
http://www.moline.il.us/ArchiveCenter/ViewFile/Item/4254
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