Rock Island City Council Study Sessions met January 22.
Here is the minutes provided by the Council:
Present: Mayor Mike Thoms, Alderman Ivory D. Clark, Alderman Virgil J. Mayberry, Alderman James Spurgetis, Alderman Stephen L. Tollenaer, and Alderman Dave Geenen
Alderman Dylan Parker arrived at 5:32 p.m. and Alderman Joshua Schipp arrived at 5:40 p.m.
Absent: None
Staff: City Manager Randy Tweet, City Attorney Dave Morrison, City Clerk Judith Gilbert, and other City staff
City Manager: Proposed Minority Participation Ordinance
City Manager Randy Tweet presented the proposed Minority Contractor Ordinance. He explained that work on the ordinance began under former City Manager Thomas Thomas. Mr. Tweet would like Council's input on how to move forward with the ordinance. Currently, there is no requirement to use minority subcontractors or contractors. He is proposing a more stringent ordinance with the development of a list of minority contractors similar to what Peoria has done. This list would be published and given to contractors bidding on projects. Mr. Tweet explained that currently there is no list in the Quad Cities for minority contractors or subcontractors on projects. There are no specific numbers or goals to be attained. Using minority subcontractors would be encouraged.
Alderman Mayberry asked if Davenport had a list or anyone else in the Quad Cities. Mr. Tweet said there is no total list of everyone because different contractors work on either side of the river. Alderman Geenen said the state DBE office has a list for the state. Mr. Tweet has seen the list and said there are not many businesses on the list. Alderman Geenen wanted to know where the accountability is in the City's proposed ordinance with just "good faith effort." He was also concerned about the lack of funding and training programs for qualified businesses. Mr. Tweet responded that this is just the first step, to develop a list, and share the list with contractors. The City will encourage contractors to use businesses from the list.
Alderman Geenen would like to add a reporting mechanism into the ordinance so the community could be informed about the contracts that are awarded, eligibility, etc. Alderman Mayberry asked about the difference between minority and DBE. Alderman Geenen replied he is referring to M/WBE or minority and women business enterprises.
Mr. Tweet said the City has never had such an ordinance before. Alderman Geenen discussed the pre-apprentice highway construction program for minorities, women, and low-income people through Black Hawk College which is a state funded program (one of ten). Council further discussed the program.
Alderman Parker said Berlinda Tyler-Jamison and other representatives from the Rock Island County NAACP were present. The NAACP's Minority Hiring Task Force prepared an overview and a response to the City's proposed ordinance. Ms. Tyler-Jamison distributed the response to Council. Ms. Tyler-Jamison provided some background and history regarding the ordinance. She said while the effort by the City is appreciated, it is insufficient and doesn't include most of their recommendations. She reviewed the shortfalls with the proposed ordinance. Ms. Tyler-Jamison requested that the City delay any action on the proposed ordinance until their recommendations are included. The task force is also requesting that a disparity study be conducted to assess the level of minority participation in the workforce. Alderman Geenen stated the City of Davenport did a disparity study in 2008 and cost the city $50,000 over a ten-year period. There is the question of where the funding would come from to pay for the disparity study.
Mr. Tweet stated he took percentages out of the proposed ordinance upon the advice of the City Attorney. Mr. Tweet said Peoria had percentages and they were never met. His proposal is to pass the ordinance, then do the disparity study, and then revise the ordinance with target numbers. Alderman Geenen recommended the City go through St. Ambrose University for the study. Discussion continued regarding a disparity study. Mr. Tweet said he is meeting with Augustana College this week about the work they do for municipalities. Several aldermen agreed that a disparity study should be done first and then revise the ordinance.
City Manager: Residency Requirements
City Manager Randy Tweet distributed the current residency requirements. He said there have been issues in the past where the City lost employees because of the City's residency requirements. Mr. Tweet wanted to know if Council wanted to include Iowa or go beyond a ten mile radius. The issue is subject to negotiations with the unions, but the requirements also cover the non-affiliated employees. Aldermen Mayberry and Tollenaer want the radius decreased; they said Rock Island residency should be required for employment. Rock Island County requires that employees reside in Rock Island County after six months. Alderman Spurgetis wants time to review the residency requirements.
Mr. Tweet explained sometimes there needs to be exceptions; for example, if the employee's spouse is required to live in Iowa. Mr. Tweet will bring examples of exceptions to Council. Employees hired before 1991 were grandfathered in prior to the residency requirements. Mr. Tweet said there are still a lot of employees who were hired before 1991 and who have no residency requirements. Mayor Thoms said staff should live in Rock Island, but you also need to hire qualified people. Alderman Parker is not opposed to opening up the radius. Mr. Tweet said there are negotiations coming up. Alderman Schipp said an incentive should be offered to live in Rock Island. If Council wants to make any changes, they should contact Mr. Tweet.
Community And Economic Development: Citizens' Participation Plan (HUD - CDBG)
Community and Economic Development Director Chandler Poole told Council they are updating the Citizen Participation Plan (CPP). Alderman Geenen asked if the City currently has one; Budget and Grant Manager Colleen Small-Vollman replied yes. Mr. Poole said it is required to be updated every five years for CDBG funds.
The Citizen Participation Plan (CPP) outlines the process that the City will follow when completing plans and reports that guide the City's CDBG Entitlement program. These plans and reports include The Assessment of Fair Housing (completed every five years), The Consolidated Plan (completed every five years), The Annual Action Plan (completed every year), and the Consolidated Annual Performance Evaluation Report (CAPER - what the money was spent on) (completed every year). The Citizen Participation Plan must be amended every five years prior to beginning the Assessment to Fair Housing and Five Year Consolidated Plan.
The requirements of the Citizen Participation Plan are as follows: The content of the CPP is established under the following Code of Federal Regulations: 24 CFR 91.105 - Citizen Participation Plan; Local Governments. "The jurisdiction (the City) is required to adopt a citizen participation plan that sets forth the jurisdiction's policies and procedures of citizen participation." Mr. Poole said it means how the City will get the word out and engage the public in how to spend the CDBG funds.
Mr. Poole reviewed the HUD required additions to the Citizen Participation process which include: 1) language must be added regarding how the City will address and complete the citizen participation process for the Assessment of Fair Housing (AFH) document; and 2) Entitlement communities (Rock Island) must include housing and housing need data that includes their entire Metropolitan Statistical Area (MSA). Rock Island is part of the MSA that includes Scott County in Iowa and Rock Island, Henry, and Mercer Counties in Illinois. Alderman Geenen asked if the City gets the MSA data from Bi-State. Ms. Small-Vollman responded the City gets its data from HUD. There is an intergovernmental agreement between Moline, Davenport, and Rock Island to hire a consultant every five years to complete these reports and the three communities share in the cost. Mr. Poole stated Rock Island has been an entitlement community since the 1970s; they receive approximately $900,000 annually from HUD.
Alderman Mayberry asked if the City has ever been in violation. Mr. Poole said they have spent the last two years spending the money wisely and according to the action plan. Mr. Poole said they want to expand the focus for use of the funds which is allowed. There is a timeliness test too; the City cannot hoard the funds, but must spend them in a timely manner. The City is audited every year and CAPER is audited every year. Alderman Geenen asked how much the City is paying for the study. Ms. Small-Vollman responded each community is contributing $11,700.
Alderman Mayberry said the money is supposed to be used in low-income and disadvantaged neighborhoods. Mr. Poole replied it is to be used in qualifying census tracts which are primarily in the northern and western areas of the city. The Old Mill Street project was a project that was in a qualifying census tract; CDBG funds were used to repair a road which resulted in a local company creating jobs. In response to a question from Alderman Spurgetis, Ms. Small-Vollman said there are only four census tracts in the city that do not qualify, but the City also assists qualified people in those tracts. The CDBG money goes throughout the city. Alderman Parker asked if Council can receive the reports; Ms. Small-Vollman said all of the reports are online on the City website. Mr. Tweet asked Ms. Small-Vollman to send him the link and he will send it out to Council.
Mr. Poole continued: 3) The City must provide for and encourage citizens to participate in the development of the plans and reports. The process must include the following groups: residents of predominantly low income neighborhoods, very low, low, and moderate income residents, minorities, non English-speaking residents (includes immigrants and refugees), persons with disabilities, residents of designated revitalization and or blighted areas, residents of areas where CDBG funds are proposed to be used, residents of public and housing developments, including resident advisory boards or councils and resident management corporations. To ensure that these populations are included in the citizen participation process, the City will hold public input meetings in the neighborhoods and areas within Rock Island where these residents are located. Mr. Poole explained that it means to get out into the neighborhoods and engage with the citizens about the CPP. There will be a couple of public sessions about how the City will spend the CDBG funds.
Mr. Poole reviewed the process of the adoption of the CPP. The draft CPP will be presented to the public and identified stakeholders on January 30, 2018. Public meetings will be held at the beginning of the thirty day review and comment period (January 31 starts the thirty day period). A public hearing will be held during the City Council meeting on March 12, 2018 where the CPP will be formally presented and written comments will be discussed. Comments can also be made at the public hearing. A final public hearing will be conducted during the City Council meeting on March 26, 2018 when the CPP will be adopted.
Alderman Geenen asked where the public meetings will be held. Ms. Small-Vollman replied she will be holding two public meetings; one at the Church of Peace (February 6) and another at Longfellow School (February 7). She explained the plan must be available for thirty days. Copies of the CPP are available at the Martin Luther King Center, the Library, City Hall, and on the website. Alderman Geenen said the City needs to get this news out there. Ms. Small-Vollman explained this is part of a broader process. They are going to be proposing a substantial amendment to their Consolidated Plan. The CPP must be in place first. After the Consolidated Plan is completed, they will go on to the Action Plan for 2018. Without the CPP in place, they cannot move forward on the other plans. The CPP spells out the rules for citizen participation for the other plans.
Alderman Parker said it is very cyclical; holding public meetings to figure out how to engage the citizens. Alderman Parker asked if there was money involved for marketing. Ms. Small- Vollman replied she budgets money if she feels it is needed. She already has a network of people to tap; and she works with the radio station and the newspaper. Everything is outlined in the CPP on making the connections. HUD lets the municipalities make their own rules for citizen engagement. Mayor Thoms said the City needs a good plan and a timely one so the City will receive their full entitlement of funds of $970,000. Ms. Small-Vollman said the CDBG funds are based on Congressional budgets.
The study session concluded at 6:23 p.m.
http://www.rigov.org/AgendaCenter/ViewFile/Minutes/_01222018-104
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