City of Moline Committee of the Whole met February 6.
Here is the minutes provided by the Committee:
Present: Mayor Stephanie Acri (Chair)
Alderman David Parker, Jr. (Ward 2)
Alderman Mike Wendt (Ward 3)
Alderman Richard “Dick” Potter (Ward 4)
Alderman Lori Turner (Ward 5)
Alderman Mike Waldron (Ward 7)
Alderman Sonia Berg (Alderman At-Large)
Absent: Alderman Quentin Rodriguez (Ward 1)
Alderman Kevin Schoonmaker (Ward 6)
Staff: Doug Maxeiner, City Administrator
Amy Keys, Deputy City Attorney
Amy Saunders, Deputy City Clerk
Ray Forsythe, Planning & Development Director
Alison Fleming, Human Resources Manager
Lori Wilson, Parks Recreation Director
Don Goff, Information Technology Manager
Bryon Lear, Library Director
John Hitchcock, Chief of Police
Jeff Snyder, Fire Chief
Scott Hinton, City Engineer
Kathy Carr, Finance Director
Jeff Anderson, City Planner
J.D. Schulte, Public Works Director
Tony Loete, Utilities General Manager
Shawn Christ, Land Development Manager
Annaka Whiting, Housing Grant Compliance Analyst
Dave Mallum, Fleet Manager
Sarah Mark, Administrative Assistant-Fleet
Leah Miller, Human Resources Specialist
Others: Lindsey Hanna, Express Employment Professionals
Shea Ricketts, Express Employment Professionals
Gerold Shelton, The Dispatch
Mayor Acri called the meeting to order at 6:00 p.m. in Council Chambers.
Presentation:
Council Goal Update - Residential Development. Ray Forsythe, Planning & Development Director, gave an update concerning residential developments including Hawk Hollow, Trapkus Townhomes, 5 & 15 Apartments, Overlook Village, Garfield School and eight new single family homes. He also gave an update concerning water main extensions including the Indian Bluff Road extension, an extension to the former Oak Glen Home facility, and an Intergovernmental Agreement with Rock Island County. Finally, he discussed the Oak Glen water tank opportunity, future development of farmland, and Comprehensive Plan implementation in the Airport South District.
Questions on the Agenda:
There were no questions.
Agenda Items:
1. A Special Ordinance authorizing the Mayor and City Clerk to execute an Intergovernmental Agreement for the City to lease real property from the Sheriff of Rock Island County and from the County of Rock Island and take ownership of the elevated water storage tank and ground storage tank located on the Oak Glen real property. Amy Keys, Deputy City Attorney, shared that the County operated a nursing home known as Oak Glen within its jurisdiction and, as part of that operation, an elevated water tank and ground storage tank were located on the Oak Glen real property. The County no longer operates a nursing home on the Oak Glen real property and does not utilize the water tanks on the property. The City’s water utility has become more efficient and has excess water to store. Additionally, the City owns real estate in proximity to these water tanks, and use of these water tanks will assist in the development of that real estate. Pursuant to this Agreement, the City would take ownership of the water tanks and would lease the real property from the Sheriff and County where these water tanks are located. The lease would be for a term of ninety-nine (99) years. As consideration for the lease, the City would provide utilities (electricity, water, and sewer) to a restroom facility located on a portion of the Oak Glen real property that is not being leased to the City. Further consideration would be payment to the Sheriff of fifty percent (50%) of any profit received by the City from the lease of air space above or on the top surface of the water tanks, if any.
A motion was made by Alderman Parker to approve. Seconded by Alderman Waldron.
Alderman Wendt made an amendment to strike any language that the City cannot object to development on County-owned property or any property adjacent to this leased space. Seconded by Alderman Berg. Motion carried on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Turner, Waldron and Berg; nays: none.
Alderman Wendt made an amendment to have a construction easement sufficient enough to build a new tank in this area. Seconded by Alderman Parker. Motion carried on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Turner, Waldron and Berg; nays: none.
Alderman Wendt made an amendment to add option language that says that in the event that the City decides to exercise an option to purchase said land that the parties would get an appraisal for similarly situated vacant land. Seconded by Alderman Parker. Motion carried on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Turner, Waldron and Berg; nays: none.
Alderman Parker made an amendment to add right of first refusal language for the property surrounding the water tower property. Seconded by Alderman Wendt. Motion carried on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Turner, Waldron and Berg; nays: none.
The original motion with four amendments carried on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Turner, Waldron and Berg; nays: none.
Alderman Berg directed staff to bring the Agreement back to the Council within 90 days.
2. An Ordinance amending the Zoning & Land Development Ordinance of the City of Moline, Illinois, by enacting thereto an amendment of the Zoning Map, incorporated thereto as Section 35-3103. (Shawn Larson, 1300 block of 6th Avenue, south side) Shawn Christ, Land Development Manager, explained that the developer, Shawn Larson, is requesting preliminary and final plan approval for his Preliminary and Final Planned Unit Development and rezoning from B-2 (Central Business District) to B-2 Planned Unit Development with a Special Use Permit that allows for a town house development (Central Business District Planned Unit Development). The Plan Commission has conditionally approved a special use permit subject to approval of the PUD by City Council. The development will consist of 22 townhomes. Staff recommends approval of the Preliminary and Final PUD and rezoning from B-2 to B-2 PUD with the following conditions:
1. The developer to coordinate with the Engineering Division to reconstruct the 6th Avenue streetscape in accordance with Moline’s Downtown Streetscape Master Plan, subject to any applicable local or state specifications. This includes new concrete sidewalks with decorative banding, planters, street trees, decorative lighting, and, if necessary, dedication of right-of-way.
2. Any adjoining side street sidewalks in poor condition or misalignment to be replaced.
3. Any adjoining street trees in poor health near 13th Street or 14th Street should be replaced, and one additional large deciduous tree planted in the 14th Street boulevard near the building’s southeast corner. Shrubs and perennials should be added along the east and west building walls.
4. To allow for flexibility in and/or for the elimination of the conditions listed above by the City upon technical review of the site by all involved, including utility providers.
A motion was made by Alderman Turner to approve. Seconded by Alderman Wendt.
Alderman Wendt made an amendment to add language that the trees remain alive, healthy and perpetual. Seconded by Alderman Parker. Motion carried on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Turner, Waldron and Berg; nays: none.
Alderman Wendt made an amendment that the property meet the level of B-1 streetscaping in the master plan. Seconded by Alderman Parker. Motion carried on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Turner, Waldron and Berg; nays: none.
Alderman Wendt made an amendment to have the ability for the rental units to be converted and sold separately. Seconded by Alderman Parker. Motion carried on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Turner, Waldron and Berg; nays: none.
The original motion with three amendments passed unanimously.
3. A Resolution authorizing the Mayor and City Clerk to execute a Subordination Agreement for a Mortgage held against 1600-1604-1606-1608 5th Avenue, Moline, through the Façade Program; and authorizing City staff to do any and all things necessary to fulfill the terms of the Mortgage held against 1600-1604-1606-1608 5th Avenue, Moline. Annaka Whiting, Housing Grant Compliance Analyst, indicated that the City currently has a recorded Mortgage against said property for a façade grant that was given to Thom Van Pham and Hue Hoa T. Pham. Through the Façade Program, the loan is forgivable after five years with the condition that the property stay maintained until 2019, when the loan is expected to be forgiven. Staff is comfortable with subordinating given the fact that the City will remain in second position, while taking into consideration that there is still sufficient equity in the building in the event the loan defaults prior to 2019. Approval of this item would authorize execution of the Subordination Agreement for 1600-1604-1606-1608 5th Avenue and allow staff to do any and all things necessary to fulfill the terms of the period of the Mortgage. A motion was made by Alderman Parker to approve. Seconded by Alderman Berg. Motion passed unanimously.
4. A Resolution authorizing the purchase of one 2018 Ford F750 Cab and Chassis in the amount of $67,580.84. Dave Mallum, Fleet Manager, stated that funds are budgeted to replace a dump truck for use in the Water Division. Specifications were developed, a Request for Proposal (RFP) was published, and two responses were opened on January 24, 2018. Reynolds Motor Company submitted the lowest priced proposal in the amount of $67,580.84 that met all of the City’s requirements outlined in the RFP. Staff is requesting approval to purchase the cab and chassis from Reynolds Motor Company and to dispose of the current equipment by the method that is most advantageous to the City. A motion was made by Alderman Turner to approve. Seconded by Alderman Berg. Motion passed unanimously.
5. A Resolution authorizing the purchase of a 2018 John Deere 444KXT Loader in the amount of up to $145,000. Dave Mallum, Fleet Manager, explained that funds are budgeted for the purchase of a John Deere 444KXT loader for use by the Streets Division to replace the current 1997 John Deere loader. Fleet staff requested a quote from John Deere using their government discount program. The local John Deere dealer, Martin Equipment, submitted a quote in the amount of $145,000 that includes a trade allowance in the amount of $15,000 for the 1997 John Deere loader for a total of $130,000. The dealer has agreed to allow the City to reserve the right to sell the 1997 John Deere loader by other methods to try to obtain a higher price. Therefore, staff is also seeking to dispose of the current equipment by the method that is most advantageous to the City. If sold for a higher price and not traded-in, the amount paid to dealer would be $145,000. However, the City would retain the proceeds from the sale of the current equipment. A motion was made by Alderman Potter to approve. Seconded by Alderman Wendt. Motion passed unanimously.
6. A Resolution authorizing the Mayor and City Clerk to execute a Rental Service Agreement with Phelps the Uniform Specialists Inc., for uniform and floor mat rental services. Dave Mallum, Fleet Manager, and Sarah Mark, Administrative Assistant-Fleet, indicated that the current contract providing uniform and floor mat leasing and laundering services has reached the end of its three-year commitment. Staff has determined the garments and services required for the City’s current operational needs, including consolidation of all City facilities to one contract for floor mats, and published a Request for Proposal for such uniform and floor mat services. Phelps the Uniform Specialists Inc., submitted the lowest price proposal meeting all the requirements. A motion was made by Alderman Wendt to approve. Seconded by Alderman Berg. Motion passed unanimously.
7. A Resolution authorizing the Mayor and City Clerk to execute a Contract with Walter D. Laud Inc., for Project #1293, 2018 Pavement Patching Program. Scott Hinton, City Engineer, shared that bids were opened and publicly read on January 23, 2018, for Project #1293, with the following results:
$1,296,898.75 Walter D. Laud
$1,345,812.50 Centennial Contractors
$1,475,750.00 Treiber Construction
Walter D. Laud Inc., submitted the lowest responsible and responsive bid. A motion was made by Alderman Waldron to approve. Seconded by Alderman Berg. Motion passed unanimously.
8. A Resolution authorizing the Mayor and City Clerk to execute a Contract with Precision Pavement Markings Inc., for Project #1289, 2018 Pavement Marking Program. Scott Hinton, City Engineer, explained that bids were opened and publicly read on January 23, 2018, for Project #1289, with the following results:
$129,780.00 Precision Pavement Markings
$138,541.25 Peterson Parking Lot Striping
Precision Pavement Markings Inc., submitted the lowest responsible and responsive bid. A motion was made by Alderman Parker to approve. Seconded by Alderman Turner. Motion passed unanimously.
9. A Resolution authorizing the Mayor and City Clerk to execute a Local Agency Agreement for Federal Participation for Motor Fuel Tax Section No. 17-00268-00-RS, Milling and Resurfacing with ADA Ramp Improvements on 12th Avenue and 16th Street. Scott Hinton, City Engineer, shared that the City of Moline will receive Federal transportation funds through the Illinois Department of Transportation (IDOT) in an amount not to exceed $2,080,000 to resurface 12th Avenue from 34th Street to 41st Street and 16th Street from John Deere Road to 52nd Avenue. The Federal funds require a 20% local match of $520,000. Motor Fuel Tax (MFT) Funds were budgeted in the 2017 Capital Improvement Program for these locations, but the project was not constructed. These unspent MFT funds are available in 2018 to provide the local match.
Executing this Agreement provides acknowledgement to IDOT that the City has sufficient funds available to fund the local match, all participating construction costs above the maximum federal contribution, and all non-participating construction costs. A motion was made by Alderman Wendt to approve. Seconded by Alderman Potter. Motion passed unanimously.
10. A Resolution approving a Resolution for Improvement by Municipality Under the Illinois Highway Code for Motor Fuel Tax Section 17-00268-00-RS, Milling and Resurfacing with ADA Ramp Improvements on 12th Avenue and 16th Street. Scott Hinton, City Engineer, indicated that a Resolution for Improvement is necessary to use Motor Fuel Tax (MFT) funds to pay for the City’s 20% share of the resurfacing project. The maximum Federal participation is $2,080,000 with a corresponding $520,000 City share. A motion was made by Alderman Wendt to approve. Seconded by Alderman Parker. Motion passed unanimously.
11. A Resolution approving Change Order #1 with Miller Trucking and Excavating for Project #1257, 15th Street A Water Main Replacement. Scott Hinton, City Engineer, explained that in order to make final payment to the contractor and close out the project, a change order is needed in the amount of $7,454.77. The change order reflects the difference between bid quantities and quantities actually constructed and increases the original contract value of $455,169 by 1.6% to $462,623.77. A motion was made by Alderman Wendt to approve. Seconded by Alderman Berg. Motion passed unanimously.
12. A Resolution approving Change Order #2 with Miller Trucking and Excavating for Project #1211, 40th Street South of 32nd Avenue. Scott Hinton, City Engineer, provided a revised explanation of this agenda item, which is attached hereto, as the original explanation submitted to this agenda reflected how the item was originally bid out. The revision reflects the utility costs.
City Engineer Hinton stated that in order to make final payment to the contractor and close out the project, a change order is needed in the amount of $63,899.18. This change order reflects the difference between bid quantities and quantities actually constructed and includes costs to install an inlet and additional storm sewer to correct an existing drainage problem in 32nd Avenue at the intersection with 40th Street. In total, this change order increases the original contract value of $1,166,806.75 by 5.5% to $1,230,705.93.
This project was budgeted in 2016 to be funded from the anticipated FY2015 General Fund surplus that did not fully materialize. Only $495,000 of the anticipated $1,200,000 was transferred from the General Fund to the Capital Improvement Fund. The fiscal impact portion of the attached document allocates costs for water main, sanitary sewer, and storm sewer to the appropriate utility, which reduces the impact to the Capital Improvement Fund. A motion was made by Alderman Potter to approve. Seconded by Alderman Turner. Motion passed unanimously.
13. A Resolution authorizing the Mayor to grant an Anchor Easement to MidAmerican Energy Company at 1205 4th Avenue. Scott Hinton, City Engineer, indicated that MidAmerican Energy Company requests a permanent Anchor Easement to allow the relocation of a power pole guy wire from the sidewalk in the 12th Street right-of-way to a landscaped planting area on property owned by the City of Moline at 1205 4th Avenue (Multi-Modal Station). A motion was made by Alderman Potter to approve. Seconded by Alderman Turner. Alderman Wendt made an amendment to the language of the easement that the City have the right to have the guy wire moved and that it would be at the City’s expense. Seconded by Alderman Berg. The amendment failed on roll call with the following vote: ayes: Aldermen Parker, Wendt and Berg; nays: Aldermen Potter, Turner and Waldron and Mayor Acri. The original motion passed unanimously.
14. A Resolution authorizing the Mayor and City Clerk to execute a Contract with Walter D. Laud Inc., for Project #1280, 46th Street, North of Avenue of the Cities. Scott Hinton, City Engineer, shared that bids were opened and publicly read on January 30, 2018, for Project #1280, with the following results:
$1,084,595.36 Walter D. Laud Inc.
$1,126,411.05 Langman Construction Inc.
$1,166,820.95 Miller Trucking & Excavating
$1,244,365.95 McCarthy Improvement Co.
$1,326,769.75 Brandt Construction Co.
$1,397,309.50 Valley Construction Co.
$1,462,203.00 Needham Excavating
$1,532,149.97 Fischer Excavating Inc.
Walter D. Laud Inc., submitted the lowest responsible and responsive bid. A motion was made by Alderman Wendt to approve. Seconded by Alderman Potter. Alderman Waldron made an amendment that the $40,000 for 22nd Avenue be first in priority for funding available with other under bid CIP projects. Seconded by Alderman Berg. The amendment passed unanimously. The original motion with amendment passed unanimously. Alderman Berg directed staff to include the Committee on the answer to the question concerning extending this pricing to other projects in the City.
15. A Resolution authorizing the Mayor and City Clerk to execute a Contract with Quad City Fix It for Project #1288, 2018 Sidewalk Replacement Program. Scott Hinton, City Engineer, indicated that bids were opened and publicly read on January 30, 2018, for Project #1288, with the following results:
$197,340.00 Quad City Fix It.
$209,400.00 Centennial Contractors
$233,300.00 Emery Construction Group Inc.
$297,350.00 Walter D. Laud, Inc
Quad City Fix It submitted the lowest responsible and responsive bid. A motion was made by Alderman Turner to approve. Seconded by Alderman Potter. Motion passed unanimously.
16. A Resolution authorizing the Mayor and City Clerk to accept five (5) Permanent Utility and Drainage Easements, more particularly described herein, to allow construction to proceed on Project #1284, 32nd Street Reconstruction, 15th – 18th Avenues. Scott Hinton, City Engineer, explained that permanent Utility and Drainage Easements are necessary and have been executed by Tom Slead, 1601 and 1603 32nd Street; Jon M. Smith, 1601 and 1603 32nd Street; and Timothy A. Miller and Marguerite R. Miller, 1616 32nd Street, to allow construction to proceed on Project #1284, 32nd Street Reconstruction, 15th – 18th Avenues. 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 Express Services Inc., doing business as Express Employment Professionals, for temporary and seasonal staffing services beginning March 1, 2018, through February 29, 2020. Alison Fleming, Human Resources Manager, indicated that a request for proposals was published, and Express Services Inc., doing business as Express Employment Professionals, provided the proposal that was most advantageous to the City and in the City’s best interest. The agreed upon and mutually beneficial agreement fulfills temporary and seasonal staffing needs of City departments and also contains the insurance and liability coverage requested. The contract will be effective March 1, 2018, and run for two years with the option to renew thereafter. A motion was made by Alderman Waldron to approve. Seconded by Alderman Potter. Motion passed unanimously.
18. A Special Ordinance authorizing the Mayor and City Clerk to execute a Lease Agreement with Grind and Dine, L.L.C., dba Java Lab Grind and Dine Cafe, permitting a portion of the Moline Public Library, at 3210 41st Street, to be utilized as a coffee shop. Bryon Lear, Library Director, explained that the City, by and through the Library Board of Directors, has previously entered into a lease agreement with the owners of Grind and Dine, L.L.C., dba Java Lab Grind and Dine Cafe permitting a portion of the library facility at 3210 41st Street to be utilized as a coffee shop. Both parties would like to modify certain terms and extend this lease for a three-year period. The rent collected will increase to $520.00 per month on March 1, 2018; $540.00 per month on March 1, 2019; and $560.00 per month on March 1, 2020. The Library Board has approved the terms of this lease. A motion was made by Alderman Turner to approve. Seconded by Alderman Berg. Alderman Parker made an amendment to do an RFP in October 2018 to review the lease going forward. Seconded by Alderman Berg. The Deputy City Attorney informed the Council that it was her opinion that the Council did not have authority to require the Library Board to issue an RFP. The amendment failed with Aldermen Parker, Wendt, Potter, Turner, Waldron and Berg voting nay. The original motion failed on roll call with the following vote: ayes: Aldermen Potter, Turner and Waldron; nays: Aldermen Parker, Wendt and Berg and Mayor Acri.
19. A Special Ordinance authorizing the Mayor and City Clerk to execute an Agreement with Action Valley Paintball, LLC, to lease a portion of Green Valley Park for the purpose of operating a paintball field that is open to the public. Lori Wilson, Parks Recreation Director, shared that Action Valley Paintball, LLC, desires to lease a portion of Green Valley Park for the purpose of operating a paintball field that is open to the public. The term of said Lease shall run from April 1, 2018, through March 31, 2020. The Park and Recreation Board supports the Agreement and believes that this Agreement will enhance services for residents and visitors as there are currently no similar services offered in the area. A motion was made by Alderman Turner to approve. Seconded by Alderman Waldron. Motion passed unanimously.
20. A Special Ordinance authorizing the Mayor and City Clerk to execute an Agreement with John Rogers DBA Roy’s All Fed Up to sell food and beverages from a mobile concession stand along a portion of Ben Butterworth Parkway. Lori Wilson, Parks Recreation Director, indicated that John Rogers DBA Roy’s All Fed Up desires a Lease and Concession Agreement for the purpose of selling food and beverages from a mobile concession stand along a portion of Ben Butterworth Parkway. The term of this Agreement shall commence on April 1, 2018, and shall continue through October 31, 2021, but may be extended to November 15, 2021, in the owner’s sole discretion. Vendor may only conduct its Operations annually from April 1 through October 31, but may be authorized by the Owner, in its sole discretion, to continue operations until November 15. The Park and Recreation Board supports the Agreement and believes that this Agreement will enhance services for residents and visitors utilizing the Parkway. John Rogers DBA Roy’s All Fed Up has been providing these services at this location on Ben Butterworth Parkway since 2008. A motion was made by Alderman Parker to approve. Seconded by Alderman Potter. Motion passed
Informational:
52nd Avenue Extension, 53rd– 60th Streets. This item is a follow up to an informational item presented at the Committee-of-the-Whole meeting on January 23, 2018. Scott Hinton, City Engineer, shared that he met with the church. The church is not interested in the asphalt milling road extension. It spent a large amount of money to improve 53rd Street, and it wants the same type of road on 52nd Avenue. The church offered to give the City some money to complete their portion of the road when the City completes its section using the asphalt millings. However, when the church builds its new worship center, it would want to install the concrete road at that time. The church’s cost today for a concrete road extension would be approximately $600,000; $450,000 for the concrete and $150,000 for the water main. A good portion of that cost is the three feet of rock that has to be laid underneath the road. It would cost the City approximately $680,000 to put in the City’s concrete portion today. The asphalt millings would cost approximately $325,000. City Engineer Hinton sought Council’s direction concerning this matter. Alderman Waldron directed staff to use the asphalt millings to improve the parking lots in that area. The Committee agreed that staff should use the asphalt millings wherever staff deems necessary, including the parking lots referenced by Alderman Waldron. The Committee is not interested in proceeding with the road extension at this time.
Public Comment:
There was no public comment. The meeting adjourned at 8:17 p.m.
http://www.moline.il.us/ArchiveCenter/ViewFile/Item/4571
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