City of Moline Committee of the Whole met May 22.
Here is the agenda provided by the Committee:
Proclamations
A Proclamation from Project NOW to declare May 2018, as “Community Action Month.”
A Proclamation from Moms Demand Action to declare June 1, 2018, as “National Gun Violence Awareness Day.
Presentation
Class & Comp Study (Alison Fleming, Human Resources Manager, and Joellen Earl, GovHR USA)
Questions on the Agenda
Agenda Items
1. Employee Classification & Compensation Study (Alison Fleming, Human Resources Manager)
2. Lauterbach & Amen Report on Police/Fire Pension Funds (Kathy Carr, Finance Director)
3. CIPRA Disbursement to Civic Center Authority (Kathy Carr, Finance Director)
4. Rascal’s Application for Video Gaming License (Stephanie Acri, Mayor)
5. Wells Fargo Donation Agreement: 436-438 48th Street (K.J. Whitley, Community Development Program Manager)
6. Delay of Sidewalk Installation at 3810 29th Street. (Shawn Christ, Land Development Manager)
7. William Brothers Construction Change Order (J.D. Schulte, Director of Public Works, and Tony Loete, Utilities General Manager)
8. Strand Associates Inc. Final Payment (J.D. Schulte, Director of Public Works, and Tony Loete, Utilities General Manager)
9. Langman Construction Change Order (Scott Hinton, City Engineer)
10. RICHD Agreement for Summer Food Program (Scott Hinton, City Engineer)
11. Valley Construction Contract (Scott Hinton, City Engineer)
12. Seized/Forfeited Vehicle: 2004 Chevrolet Tahoe (John Hitchcock, Chief of Police)
13. Axon Agreement for In-car and Body-worn Cameras (John Hitchcock, Chief of Police)
14. Other
Public Comment
Members of the Public are permitted to speak after coming to the podium and stating their names.
Explanation
1. A resolution accepting the “Employee Classification and Compensation Study” prepared for the City of Moline by GovHR USA, LLC (GovHR) dated May 2018. (Alison Fleming, Human Resources Manager)
Explanation: The City of Moline contracted with GovHR to conduct a pay and classification study for the various positions within City employment. The City Council has reviewed the findings of the plan and recommends acceptance of same. Additional documentation attached.
Staff Recommendation: Approval
Fiscal Impact: $6,609 Implementation Est. 2018
Public Notice/Recording: N/A
Goals Impacted: Financially Strong City
2. A Resolution accepting the actuarial valuation reports submitted by Lauterbach & Amen for the contribution year ending December 31, 2017 for the City of Moline Police and Firefighters’ Pension Funds. (Kathy Carr, Finance Director)
Explanation: The sworn Police and Fire personnel of the City of Moline are covered by defined-benefit and single-employer pension plans. The purpose of the annual actuarial valuation reports is to provide the annual recommended amounts for the City’s employer contributions. Todd Schroeder, an actuary with Lauterbach & Amen, will present the reports and answer questions. Additional documentation attached.
Staff Recommendation: Approval
Fiscal Impact: Increases the funding levels by $352,192 for Police Pension and $307,195 for Firefighters’ Pension.
Public Notice/Recording: Finance Staff will file with Illinois Department of Insurance Public Pension Division.
Goals Impacted: Financially Strong City
3. A Resolution approving a request from the Civic Center Authority for payment of capital improvements in the amount of $1,302,091 from the Capital Improvement Project Reserve Account (CIPRA) as established per the Intergovernmental Agreement between the Civic Center Authority and the City of Moline. (Kathy Carr, Finance Director)
Explanation: A 3% amusement tax was implemented by the City of Moline in April 1994 per a civic center intergovernmental agreement. The funds are earmarked for future capital improvements and equipment replacement for the TaxSlayer Center. The TaxSlayer Center is requesting $1,302,091 to make necessary upgrades and changes to the outdoor building signage, basketball backstops/backboards, network and wireless system, and a new cooling tower & condenser piping for the HVAC chiller system. Additional documentation attached.
Staff Recommendation: Approval
Fiscal Impact: Decrease of $1,302,091 to Capital Improvement Project Reserve Account
Public Notice/Recording: N/A
Goals Impacted: A Great Place to Live
4. A Resolution interpreting Council Bill/General Ordinance No. 3043-2017 to consider a State video gaming license application to be pending if an applicant obtained a registration number from the Illinois Gaming Board prior to adoption of the ordinance. (Stephanie Acri, Mayor)
Explanation: On November 7, 2017, the City’s Council Bill No. 3043-2017 was adopted to limit video gaming within the City. According to the Illinois Gaming Board’s list of pending applicants, a State video gaming license application was not pending for City liquor licensee Bailey & Son Inc. dba Rascals at that time. On February 9, 2018, a State video gaming license was issued to Rascals. City staff learned of this when checking the list of State licenses issued for Moline establishments. The Board has since confirmed to staff that Rascals’ application was submitted to the State on December 22, 2017.
On February 20, 2018, a letter was mailed to Ken Bailey of Rascals under the Mayor’s signature advising of the City’s ordinance restricting video gaming licensing and indicating that a local video gaming license would not be issued to Rascals. In response, Rascals claims that it first made application to the Illinois Gaming Board in 2012 and received a registration number from the Board, and the City should have therefore considered Rascal’s State application as pending at the time the ordinance was adopted even though no application documents were submitted to the State until December 22, 2017. The Mayor seeks Council direction as to whether the State application should be considered pending at the time the ordinance was adopted by virtue of the applicant having a registration number, which would allow a local video gaming license to issue.
Staff Recommendation: Mayor seeks City Council direction
Fiscal Impact: N/A
Public Notice/Recording: N/A
Goals Impacted: None Identified
5. A Resolution authorizing the Mayor and City Clerk to execute a Donation Agreement between Wells Fargo Bank, N.A. and the City of Moline for property at 436 – 438 48th Street, Moline; and authorizing the Mayor, City Clerk, and City staff to do any and all things necessary to accept said property pursuant to the Donation Agreement. (K.J. Whitley, Community Development Program Manager)
Explanation: Wells Fargo Bank, N.A. (“Wells Fargo”) acquired the property at 436 – 438 48th Street, Moline, Illinois (“Property”) through mortgage foreclosure and Wells Fargo contacted the City of Moline in February 2018 about donating the property to the City through Wells Fargo’s REO Donation program. Wells Fargo has also agreed to give the City $10,000, which can be used towards the demolition or rehabilitation of the Property. The City wishes to acquire the property and the $10,000. The City will them deed the property to the Moline Community Development Corporation (“CDC”) and donate the $10,000 funds to the CDC in order for the CDC to rehabilitate the property for resale. Additional documentation attached.
Staff Recommendation: Approval
Fiscal Impact: N/A
Public Notice/Recording: N/A
Goals Impacted: A Great Place to Live
6. A Special Ordinance granting a temporary modification to Section 28-3200(a) and Section 35-4218 of the Moline Code of Ordinances to delay the installation of sidewalks for the property located at 3810 29th Street. (Shawn Christ, Land Development Manager)
Explanation: John Zelnio has applied for permits to build an office building on a vacant property at 3810 29th Street. He has also applied for a temporary modification to delay installation of public sidewalk due to the tar & gravel street, lack of curbs & gutters, and lack of connectivity to distant sidewalks. In review of the application, staff found in 1988 the City Council granted a sidewalk variance to the QC Dental Lab at 3800 29th Street (CB # 87-261). Additionally, the nearest sidewalk is 800 feet away and there also appears to be a lack of dedicated right-of-way on adjoining property to accommodate future sidewalk connections on the east side of 29th Street, south of 38th Avenue. Additional documentation attached.
Staff Recommendation: Approval
Fiscal Impact: N/A
Public Notice/Recording: N/A
Goals Impacted: A Great Place to Live
7. A Resolution authorizing the Utilities General Manager to approve Change Order #9 with Williams Brothers Construction Inc., for the North Slope Wastewater Plant Improvements Project, resulting in a deduction in the amount of -$740,525.68. (J.D. Schulte, Director of Public Works and Tony Loete, Utilities General Manager)
Explanation: Change Order #9 is a reconciliation change allowing final payment upon project completion. This change order consists of 33 individual changes to the North Slope Wastewater Plant Improvements Project and includes miscellaneous additions, deletions, schedule adjustments, and allowance closeouts. Said change order reflects adjustments to meet field conditions encountered during construction or enhancements to the efficiency, functionality or longevity of the completed project, summarized in the attached documentation. Change Order #9 reduces the current contract amount from $37,999,281.30 to $37,258,755.62
Staff Recommendation: Approval
Fiscal Impact: Funds are budgeted in account #320-1838-433.08-06.
Total Beginning Project Contingency $3,039,960.00
Change Order #1 $156,665.00
Change Order #2 $279,352.00
Change Order #3 $234,850.00
Change Order #4 $27,506.00
Change Order #5 $132,569.00
Change Order #6 $120,615.00
Change Order #7 -$28,471.77
Change Order #8 -$5,803.93
Change Order #9 -$740,525,.23
Total Change Orders to Date $176,755.62
IEPA Project Contingency Only $1,112,460.00
Total Change Orders to Date $176,755.62
IEPA Project Contingency Only $1,112,460.00
Total Change Orders to Date $176,755.62
Current IEPA Contingency Balance $935,704.38
Public Notice/Recording: N/A
Goals Impacted: Upgrade City Infrastructure & Facilities
8. A Resolution authorizing the Utilities General Manager to discuss terms and agree to final payment for engineering related services for the North Slope Wastewater Plant Improvements Project with Strand Associates Inc., not to exceed $294,000. (J.D. Schulte, Director of Public Works and Tony Loete, Utilities General Manager)
Explanation: In January of 2018, the Director of Public Works notified Council that engineering services with Strand Associates Inc. would be continuing for the final stages of the project and final engineering costs would be brought for approval when substantial completion was reached. The substantial completion date has now been agreed to as April 30, 2018. In order to close out the project, completion will be June 30, 2018, and staff is requesting authorization to discuss terms and agree to final payment for engineering services not to exceed $294,000. Final invoicing and documentation will be brought to Council upon completion.
Staff Recommendation: Approval
Fiscal Impact: $200,000 budgeted in account #320-1838-433.03-22 and remainder available in WPC Reserves.
Public Notice/Recording: N/A
Goals Impacted: Upgrade City Infrastructure & Facilities
9. A Resolution authorizing approval of Change Order #1 with Langman Construction Company for Project #1284, 32nd Street Reconstruction, 15th – 18th Avenues, in the amount of $20,497.70. (Scott Hinton, City Engineer)
Explanation: In order to pay the contractor for additional work that is not included in the contract, a change order is needed in the amount of $20,497.70. This change order reflects differing conditions encountered in the field than were included in the contract documents, resulting in additional costs that the contractor could not have anticipated. The contractor encountered unsuitable soils that required removal from the site, and found a storm sewer deeper and at a different location than indicated on the plans. This resulted in a greater scope of work than anticipated. Additional documentation attached.
Staff Recommendation: Approval.
Fiscal Impact: Funds are budgeted or available as detailed below:
ORIGINAL CHANGE CONTRACT
ACCOUNT BUDGETED CONTRACT ORDERS TOTAL
Utility Tax 330,000.00 274,375.50 274,375.50
Water 180,000.00 171,239.00 171,239.00
WPC 35,000.00 9,400.00 9,400.00
Storm 5,000.00 76,325.00 20,794.70 97,119.70
$630,000.00 $531,339.50 $20,794.70 $552,134.20
Public Notice/Recording: N/A
Goals Impacted: Strong Local Economy and Upgrade City Infrastructure & Facilities
10. A Resolution authorizing the Mayor to enter into an Agreement with the Rock Island County Health Department for Summer Food Program inspections. (Scott Hinton, City Engineer)
Explanation: The Rock Island County Health Department (RICHD) has responsibility to provide food service inspections for summer food programs within Rock Island County. The RICHD proposes to delegate the inspections to the City of Moline since the City of Moline has a licensed Environmental Health Practitioner on staff, and provides this service at all food establishments in Moline. The RICHD will reimburse the City of Moline at the same rate the RICHD received from the Illinois Department of Public Health. Additional documentation attached.
Staff Recommendation: Approval.
Fiscal Impact: Estimated $750.00 in Revenues.
Public Notice/Recording: N/A
Goals Impacted: Strong Local Economy
11. A Resolution authorizing the Mayor and City Clerk to execute a Contract with
Valley Construction Company for Project #1286, 17th Avenue Reconstruction, 10th – 11th Street, for the amount of $543,831.43. (Scott Hinton, City Engineer)
Explanation: Bids were opened and publicly read on May 15, 2018 for Project #1286 with the following results:
$543,831.43 Valley Construction Company
$567,803.00 Langman Construction Co.
$588,421.00 Miller Trucking & Excavating
$600,693.15 Brandt Construction
$645,162.55 McCarthy Improvement Company
$681,434.94 Fischer Excavating
$769,963.40 Needham Construction
Valley Construction Company submitted the lowest responsible and responsive bid. Additional documentation attached.
Staff Recommendation: Approval
Fiscal Impact: Funds are budgeted as detailed below:
ACCOUNT BUDGETED AS-BID
Utility Tax 235,000.00 246,716.30 510-9965-438.08-10
Water 105,000.00 114,422.13 310-1716-434.08-45
WPC 170,000.00 123,008.00 320-1840-433.08-30
Storm 15,000.00 59,685.00 330-1971-433.08-35
$525,000.00 $543,831.43
Public Notice/Recording: N/A
Goals Impacted: Upgrade City Infrastructure & Facilities
12. A Resolution declaring the following Article 36 seized and forfeited vehicle as surplus property: 2004 Chevrolet Tahoe, VIN# 1GNEK13Z24R309333. (John Hitchcock, Chief of Police) Explanation: Illinois State statute provides that law enforcement agencies may seize vehicles used during the attempt or commission of specific crimes and subsequently initiate forfeiture proceedings on those vehicles. The above vehicle has been forfeited to the police department, and City staff is requesting that it be declared as surplus property and disposed of by the Chief of Police through the legal disposal process that is most advantageous to the City, whether sealed bid, auction, negotiation, or otherwise.
Staff Recommendation: Approval
Fiscal Impact: Proceeds after costs are for use by the seizing law enforcement agency
Public Notice/Recording: N/A
Goals Impacted: None Identified
13. A Resolution authorizing the Chief of Police to accept and execute an Axon Enterprise Inc. Quote and Master Services and Purchasing Agreement setting forth the cost and terms for the purchase, delivery, use and support of the Axon in-car and body worn camera system for the police department for a five-year period from date of execution. (John Hitchcock, Chief of Police)
Explanation: The police department researched in-car and body worn camera systems for over one year and developed specific criteria for the selection of a vendor and equipment, including compatibility, integration with the current computer aided dispatching system, I.T. support, cloud based video storage, and seamless integration with the State’s Attorney’s Office for sharing and viewing videos. The Axon Enterprise Inc. system conformed to all criteria. Staff recommends the purchase of the Axon system under Cooperative Purchasing Agreement #151089 on file with the National Intergovernmental Purchasing Alliance. Funding for this program will be from police asset forfeiture funds, supplemented by future police department budget allocations. The total cost of the five-year contract will be $700,514.38. After reimbursement of the $86,500.00 grant through the Illinois Law Enforcement Training and Standards Board (ILETSB), the actual expense to the City for the multi-year contract will be $614,014.38. Incremental billings will be as follows: in 2018, the total amount billed will be $157,121.42. Less reimbursement of $86,500.00 through the ILETSB grant, the actual cost will be $70,621.42. In 2019, 2020, 2021 and 2022, the amount billed each year will be $135,848.24. Included in the contract are discounts and free products and services valued at $205,189.02.
Staff Recommendation: Approval
Fiscal Impact: $614,014.38
Public Notice/Recording: N/A
Goals Impacted: None Identified
http://www.moline.il.us/ArchiveCenter/ViewFile/Item/4787
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