City of Moline City Council met Oct. 8.
Here is the agenda provided by the council:
Call to Order
Pledge of Allegiance
Invocation – Alderman Berg
Roll Call
Consent Agenda
All items under the consent agenda will be enacted by one motion. There will be no separate discussions of these items unless a Council Member so requests, in which case, the item will be moved from the Consent Agenda and considered as the first item after the Omnibus Vote.
Approval of Minutes & Appointments Made
Committee-of-the-Whole and Council meeting minutes of September 24, 2019.
Second Reading Ordinances
1. Council Bill/Special Ordinance 4016-2019
A Special Ordinance approving the appointment of Carol Barnes as Finance Director for the City of Moline, effective September 23, 2019; and authorizing that an exemption to the residency requirements of Section 24-2203 of the Moline Code of Ordinances be granted to Carol Barnes upon her acceptance of the position of Finance Director for the City of Moline at a negotiated salary per the City Council’s directive to the City Administrator.
Explanation: The City has conducted a search for a Finance Director and wishes to offer the position to Carol Barnes (“Barnes”) based upon the City Administrator’s recommendation of Barnes as the highest ranked candidate for the position. Barnes lives in the Quad Cities but not within the corporate limits of the City of Moline. Section 24-2203, “Residency,” of the Moline Code of Ordinances requires department directors to reside within the corporate limits of the City or to relocate to Moline within a specified period of time. For specific personal reasons, as well as a broader consideration of the general market and current economy, Barnes does not consider it feasible to relocate within the time specified by Section 24-2203 and is therefore willing to negotiate a reduction in salary in exchange for an exemption from the relocation requirement. This exemption shall continue as long as Barnes remains at her current residence during her employment as the City’s Finance Director; however, if Barnes chooses to relocate during her employment as the City’s Finance Director, her relocation shall be within the corporate limits of the City pursuant to Section 24-2203. The City Council finds that the specific relative merit of the candidates available at this time for the position of Finance Director as ranked and presented by the City Administrator, the long-term plans for staffing as set forth by the City Administrator, and the circumstances for this particular candidate, combined with the negotiated reduction in salary, make this particular hiring uniquely worthy of consideration for an exemption to the residency requirements of Section 24-2203. The City Council also finds that the facts of this specific situation are so unique so as not to be precedential for the hiring of any other position, now or in the future, that is subject to the residency requirements of Section 24-2203.
Fiscal Impact: The Finance Director position is a budgeted position.
Public Notice/Recording: N/A
Resolutions
2. Council Bill/Resolution 1127-2019
A Resolution authorizing approval of a proposal from River City Rods & Fabrication for railing replacement at Moline City Hall for the amount of $29,139.
Explanation: The existing railing in front of City Hall has become rusted, causing it to pull apart from some of the bases where it is attached to the ramp, and it has been scheduled for replacement in the 2019 Facilities Management budget. City staff published a Request for Proposals (RFP) to have the existing railing removed and replaced and to repair the areas of concrete that are beginning to fail. River City Rods & Fabrication submitted the most responsive and responsible proposal in the amount of $29,139. All work will take place over the weekend to avoid interruption to the general public who may need to utilize the ramp during business hours. Additional documentation attached.
Fiscal Impact: $29,139 project cost; $37,305 is budgeted in Account #447-0851-439.08-05, Building Improvements.
Public Notice/Recording: N/A
3. Council Bill/Resolution 1128-2019
A Resolution authorizing approval of a proposal from Paragon Commercial Interiors Inc. for Replacement Flooring for the amount $57,703.21.
Explanation: City staff has identified and assigned lifecycles to components of buildings that are covered under the Facilities Management division according to their age, condition, and anticipated useful life. Portions of existing carpeting and tile have been scheduled for replacement in the 2019 budget for four City buildings. City staff published a Request for Proposals (RFP) to have the existing material removed, replaced, and properly disposed of. Paragon Commercial Interiors Inc. submitted the most responsive and responsible proposal in the amount of $57,703.21 for all four buildings. Additional documentation attached.
Fiscal Impact: $57,703.21 ($114,465.00 budgeted in Account #447-0851-439.08-05, Building Improvements)
Public Notice/Recording: N/A
4. Council Bill/Resolution 1129-2019
A Resolution authorizing the Mayor and City Clerk to execute and attest to a Proposal for Automated Vehicle Location (AVL) Mapping System from 3SGPLUS, LLC (3SG+).
Explanation: The City’s Fleet Division has been installing Network Fleet Automated Vehicle Location (AVL) in leaf collection and snow plowing equipment over the last year. Approximately one-third of this equipment has been outfitted with these GPS systems. The Fleet Division has the hardware to complete the installation in the remainder of the equipment. City staff issued a Request for Proposals on September 8, 2018, for services to provide an AVL Mapping Application System to produce a live, web map that would provide real-time status information of the City’s leaf collection, snow plowing, and sanitation operations to the public; as well as an operations dashboard for City staff to view metrics and further detail. 3SGPLUS, LLC (3SG+) submitted the most responsive and responsible proposal of $30,500 for set-up/configuration and first year maintenance. Second year maintenance is $7,200, and third year maintenance is $7,500.
Fiscal Impact:
Municipal Services Division received $12,500 from RICWMA in December of 2018 and will receive an additional $12,500 in December of 2019 for maintenance/management costs associated with hosting the drop-off recycling center. An additional $5,500 is available in Street and Sanitation undedicated p- card rebates.
Public Notice/Recording: N/A
5. Council Bill/Resolution 1130-2019
A Resolution authorizing approval of Change Order #1 with Walter D. Laud for Project #1309, 34th Avenue Reconstruction, 34th Avenue Place to 50th Street, in the amount of $37,630.68.
Explanation: In order to make final payment to the contractor and close out the contract for the above-referenced project, a change order is needed in the amount of $37,630.68. This change order reflects actual quantities constructed and increases the original contract value of $864,660.50 by 4.4% to $902,291.18. Additional documentation attached.
Public Notice/Recording: N/A
6. Council Bill/Resolution 1131-2019
A Resolution authorizing approval of a request for four street lights on 18th Street C between 18th Avenue and 20th Avenue.
Explanation: City staff received a request to install four street lights along 18th Street C between 18th Avenue and 20th Avenue. The Street Light Policy states that street lights shall be placed at intervals not less than 230’ and not more than 460’. MidAmerican Energy proposes to install street lights on existing poles spaced at approximate intervals of 230’. Additional documentation attached.
Fiscal Impact: The annual cost of a street light is approximately $90. $375,000 is budgeted in Account #010-0843-435.04-16, Traffic Signal Maintenance, Utility Service for street lights.
Public Notice/Recording: N/A
7. Council Bill/Resolution 1132-2019
A Resolution authorizing the Mayor and City Clerk to execute and attest to an Agreement to Donate a Vehicle to the City of Moline with Crime Stoppers of the Quad Cities Inc.; and declaring the City-owned 2005 Ford F150 Pickup, VIN# 1FTRF14W65NB53650, as surplus property and disposing of it in accordance with said Agreement.
Explanation: Crime Stoppers is a private not for profit, 501(c)(3) organization with the mission to improve the quality of life in the City of Moline through efforts to reduce crime in Moline and the Quad Cities as a whole. Crime Stoppers desires to use its resources to donate a new Ford F-150 vehicle to the City of Moline for use by the sworn officer assigned to be Crime Stoppers coordinator (“New CS Vehicle”), and the City is willing to accept the donation. The City shall assign title to the current vehicle used by the Crime Stoppers coordinator back to Crime Stoppers for purposes of trading the current vehicle in for credit against the purchase price of the New CS Vehicle to be donated. The City agrees to add the New CS Vehicle to its roster of vehicles for which it has liability insurance. Crime Stoppers agrees to comply with all applicable law concerning the titling, purchasing, and donation of the New CS Vehicle. When the New CS Vehicle reaches the end of its useful life, and on the condition that Crime Stoppers is again willing to provide the City of Moline with a new vehicle for use by the Crime Stoppers coordinator, the City will surplus this New CS Vehicle and assign the title to Crime Stoppers for purposes of trading it in for credit against the purchase price of its replacement vehicle. In order to finalize the purchase, a trade-in is required to complete the transaction.
Fiscal Impact: N/A
Public Notice/Recording: N/A
Omnibus Vote
Non - Consent Agenda
Resolutions
8. Council Bill/Resolution 1133-2019
A Resolution authorizing the Mayor and City Clerk to execute an Intergovernmental Agreement between the Illinois Department of Healthcare and Family Services and the City of Moline to allow the City to be eligible for supplemental payments for covered ambulance services pursuant to the terms of the Intergovernmental Agreement; and authorizing all appropriate City of Moline officers and staff to do all things necessary to complete each of the City’s responsibilities pursuant to the Intergovernmental Agreement.
Explanation: The Illinois Department of Healthcare and Family Services (HFS) has submitted an application to the Centers for Medicare and Medicaid Services to change the methods and standards of payment to a “Participating Municipal Ambulance Provider” (Provider) for covered ambulance services as defined in the Intergovernmental Agreement (IGA). The City of Moline’s Fire Department is a Provider.
In anticipation of the application approval by the Centers for Medicare and Medicaid Services, HFS is requesting an agency cost report and an executed IGA from those Provider agencies wishing to participate in the program. The City received this information in late September, and submission of an initial cost report and an executed IGA was required by October 1, 2019, to be eligible for 2019 funding. The City therefore seeks to complete the initial cost report and execution of the IGA and submit them to HFS by its November 1, 2019 deadline to be eligible for 2020 funding.
In sum, HFS is proposing a payment method that will allow a Provider to receive supplemental payments above the fee schedule rates currently received if the cost to provide the covered ambulance services exceeds the current fee schedule. If the new funding method is approved, each Provider will be eligible to receive the difference between the actual costs for transport and the fee schedule. A Ground Emergency Medical Transport (GEMT) Reimbursement program will be adopted, and HFS and the City would evenly split the enhanced reimbursement revenue. As part of the program, the Fire Department will be required to submit a new cost report annually as directed by HFS. Additional documentation attached.
Fiscal Impact: To be determined; potential for enhanced revenue for providing City covered ambulance services is dependent upon HFS’s application approval by the Centers for Medicare and Medicaid Services.
Public Notice/Recording: N/A
9. Council Bill/Resolution 1134-2019
A Resolution setting the dates for the 2019-2020 deer bow season for the City of Moline pursuant to the requirements of Section 7-1109A(f) of the Moline Code of Ordinances.
Explanation: Section7-1109AoftheMolineCodeofOrdinancessetsforthregulationsforarcherydeerhunting within Moline’s corporate limits. Subsection (f) of Section 7-1109A provides that said hunting will only be allowed on those specific days designated as deer bow season by the Illinois Department of Natural Resources (“IDNR”) and the City. The City wishes to set dates for its 2019-2020 deer bow season to coincide with the dates set by IDNR, specifically, October 1, 2019 through January 19, 2020.
Fiscal impact: N/A
Public Notice/Recording: N/A
First Reading Ordinances
10. Council Bill/General Ordinance 3025-2019
An Ordinance proposing the approval of a Business District Plan for the proposed Marquis Harbor-West Business District and fixing a time and place for a Public Hearing date on the plan and designation of the Business District.
Explanation: AspartoftheLeaseAgreementfortheproposedCaptain’sTablerestauranttobeconstructedat Marquis Harbor, the City has agreed to establish a Business District pursuant to the Illinois Business District Development and Redevelopment Business District Law. As an initial step in this process, the City is obliged to adopt the Business District Plan, which describes the proposed Business District, the proposed development project objectives, project costs, and how the Business District will assist with certain eligible project costs. The ordinance will also set forth the time, place, and date of a public hearing related to the adoption of said Business District Plan. Additional documentation attached.
Fiscal Impact: Facilitate the payment of certain project costs
Public Notice/Recording: N/A
Miscellaneous Business (if necessary)
Public Comment
Members of the Public are permitted to speak after coming to the podium and stating their names.
Executive Session (if necessary)
http://www.moline.il.us/ArchiveCenter/ViewFile/Item/5855
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