City of Moline Committee of the Whole met August 14.
City of Moline Committee of the Whole met Aug. 14.
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 Richard “Dick” Potter (Ward 4)
Alderman Lori Turner (Ward 5)
Alderman Kevin Schoonmaker (Ward 6)
Alderman Mike Waldron (Ward 7)
ABSENT: Aldermen Mike Wendt (Ward 3)and Sonia Berg (Alderman At-Large)
STAFF: Doug Maxeiner, City Administrator
Maureen Riggs, City Attorney
Janine Hollembaek Parr, 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
Rodd Schick, Municipal Services General Manager
Tony Loete, Utilities General Manager
Dave Gass, Moline Police
Todd Green, IT GIS
OTHERS: Ron Miller, Resident
Brandon Myers, Rehrig Pacific
Former Moline Mayor Stan Leach
Kirk Whalen, HOA Properties, LLC
Katherine Bauer, WQAD
Mayor Acri called the meeting to order at 6:04 p.m. in Council Chambers.
Questions on the Agenda
Item #8 on the COW Agenda was pulled by staff. Item #20 on the Council Agenda: CB 4041-2018 – Domus Development Agreement Amendment, consideration requested.
John Hitchcock, Chief of Police acknowledged the recent passing of retired Moline Police Chief Steve Etheridge and Mayor Acri led a Moment of Silence in his honor.
1. A Resolution authorizing the Utilities General Manager to approve of the Final Change Order for the North Slope Wastewater Plant Improvements Project, resulting in a deduction in the amount of $26,400.00. Tony Loete, Utilities General Manager, explained that the final change for the North Slope Improvements Project reduces the contract by the amount of unused crack injection allowance. Staff found that the work involving leak sealing in the basement of structure seventy can be self-performed. This change decreases the current contract amount with Williams Brothers of $37,258,755.62 to $37,232,355.62. A motion was made by Alderman Waldron to approve. Seconded by Alderman Schoonmaker. 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 (FY19) 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, stated 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. A motion was made by Alderman Schoonmaker to approve. Seconded by Alderman Waldron. Motion passed unanimously.
3. A Resolution authorizing the purchase of 15,800 recycling carts from Rehrig Pacific for the amount of $772,620. Municipal Services General Manager Rodd Schick indicated that financing has been secured through the Closed Loop Fund, LP for the purchase of 15,800 recycling carts. Request for Proposals (RFP) to Provide Automated Residential Single-Stream Recycling Carts were received until 10:00 a.m., July 25, 2018. Proposals and sample carts were evaluated. Rehrig Pacific submitted the lowest priced proposal and their cart passed all in- house testing. References were checked and all came back positive. The carts are 95-gallon capacity and will include Radio-Frequency Identification (RFID) chips. The price includes assembly, distribution, and GPS database for the City’s records. A motion was made by Alderman Potter to approve. Seconded by Alderman Waldron. Motion passed unanimously.
4. A Resolution authorizing the approval of revisions to the City of Moline’s Americans with Disabilities Act Transition Plan (ADA). Scott Hinton, City Engineer, shared that the Americans with Disabilities Act (ADA) was enacted by Congress in 1990 and, among other things, requires that local governments provide persons with disabilities equal opportunities to participate and benefit from programs, services, and activities sponsored by the local governmental entity. The entity must also evaluate their operations to determine if they are compliant with the requirements in the ADA and take appropriate measures to address non-compliant items. The Moline City Council passed an ADA Transition Plan in March of 2014 outlining how the City of Moline will work to meet the ADA requirements in our transportation network, and establish procedures for receiving notification of non- compliant items. This Plan states that the City of Moline will follow Illinois Department of Transportation (IDOT) standards and guidelines for meeting ADA compliance, however it has since been determined that the IDOT standards are more restrictive than the Illinois Accessibility Code, which governs ADA in Illinois. The proposed revisions to the ADA Transition Plan replace the IDOT standards with those from the Illinois Accessibility Code. A motion was made by Alderman Waldron to approve. Seconded by Alderman Turner. Motion passed unanimously.
5. A Resolution authorizing the IT Manager to purchase a Trimble R8s GPS system from Precision Midwest. Don Goff, IT Manager, explained the proposed replacement of a survey-grade GPS system, used by Engineering and Utilities staff for asset management and construction planning. The Trimble R6 unit to be replaced was purchased in 2013 and has outlived its usefulness in Engineering. The R8s is much faster and more accurate. Water has expressed interest in getting the maximum life out of the older unit, so rather than trade in the old unit for $2,500, Water opted to purchase it to use for lighter usage GPS activities where the R6 is sufficient. Trimble is the preferred brand due to its integration with City software systems,, its proven reference network, and demonstrated reliability. Precision Midwest is the sole authorized Trimble Reseller of Trimble branded survey products in Illinois & Iowa and is therefore the sole source vendor for this purchase, quoted at $23,019.25. Engineering budgeted $20,000 to upgrade their plotter this year, but was able to have that plotter refurbished late last year and determined there is a greater need for this GPS unit. This would be paid from the $20,000 budgeted for said plotter, $2,500 from Water for the trade-in value, and $519.25 from IT reserves. A motion was made by Alderman Waldron to approve. Seconded by Alderman Parker. Motion passed unanimously.
6. Renewal of Agreement with RK Dixon for Managed Print Services. IT Manager Don Goff stated that staff wishes to continue the Managed Print Agreement with RK Dixon for cost savings. The proposed agreement with RK Dixon would be for five more years, would continue to combine service and consumables for most copiers and network printers into one contract, and would continue to provide the following benefits:
Save the City a projected $1000 - $1,300 per month on print-related costs;
Provide one point of contact for all copier/printer service and replacement when necessary;
Eliminate IT staff time spent fixing more complex printer issues and researching best-fit replacement devices;
Provide a replacement plan that standardizes devices, reduces capital expenses, and ensures device efficiency;
Provide centralized billing for purchasing control and accurate IT charge-backs;
Provide one source of toner at an economy of scale with proactive ordering and eliminate time spent by each department shopping for best deals on consumables.
A motion was made by Alderman Waldron to approve. Seconded by Alderman Turner. Alderman Rodriguez inquired why a request for proposals was not made. It was explained that by extending this contract and switching over to a lease for the copiers the City would otherwise have to purchase, the City would be in the best position to bid this out in five years when no single provider would have an advantage due to the type of copier the City would own. This would be the best way to compare proposals. Motion passed with Alderman Rodriguez voting nay.
7. A Resolution authorizing the Mayor and City Clerk to execute an Acknowledgment and Consent to the Collateral Assignment of TIF Property Tax Rebate Payments of Development Agreement for Illinois Domus, LLC’s Sixth Avenue Townhomes Project. Maureen Riggs, City Attorney, indicated that the City of Moline approved a Development Agreement with Illinois Domus, LLC (Developer) to facilitate the redevelopment of property located at 1300 6th Avenue, 1308 6th Avenue, 1312 6th Avenue, 1318 6th Avenue, and 1326 6th Avenue, Moline, Illinois, through Special Ordinance No. 4025-2018, granting TIF assistance to the Developer. Developer’s lender, Northwest Bank & Trust Company, has agreed to make a loan to Developer for the development and construction of the Project. As further security for the loan to Developer, Developer seeks to assign all payment rights from the Development Agreement to the Bank until such time as all obligations of Developer to the Bank with respect to the loan have been satisfied, and the Bank and Developer are requesting that the City consent to such assignment. A motion was made by Alderman Waldron to approve. Seconded by Alderman Potter. Motion passed with Alderman Schoonmaker abstaining due to a business conflict.
8. A Resolution authorizing the Mayor and City Clerk to execute three surrounding property owners consent forms granting the City’s consent for a Class A Restaurant liquor license to be issued for 1534 River Drive, Moline. This item was pulled from the Agenda as the prospective licensee/applicant was able to obtain a majority of consents prior.