City of Moline Committee of the Whole met Sept. 24.
Here is the minutes provided by the committee:
PRESENT: Mayor Stephanie Acri (Chair)
Alderman Scott Williams (Ward 1)
Alderman David Parker, Jr. (Ward 2)
Alderman Mike Wendt (Ward 3)
Alderman Richard “Dick” Potter (Ward 4)
Alderman Sam Moyer (Ward 5)
Alderman Kevin Schoonmaker (Ward 6)
Alderman Mike Waldron (Ward 7)
Alderman Sonia Berg (Alderman At-Large)
STAFF: J.D. Schulte, Public Works Director and Interim City Administrator
Janine Hollembaek Parr, City Clerk
Alison Fleming, Human Resources Manager
Lori Wilson, Parks Recreation Director
Don Goff, Information Technology Manager
Bryon Lear, Library Director
Darren Gault, Chief of Police
Jeff Snyder, Fire Chief
Scott Hinton, City Engineer
Randi Haley, Interim Finance Director
Rodd Schick, Municipal Services General Manager
Dave Mallum, Fleet Manager
Chris Mathias, Property Management Coordinator
Sarah Mark, Fleet and Facilities Coordinator
Tony Loete, Utilities General Manager
Geoff Manis, Moline Centre Main Street Program Manager
K.J. Whitley, Community Development Program Manager
OTHERS: Derke Price, Ancel Glink
Matt Pappas, Pappas O’Connor
Mark Peterson, GovHR
Robert Burke, Renew Moline
Dennis Pauley, Former Rock Island Mayor
Lisa Kotter, Former Moline City Administrator
Sarah Hayden, Dispatch
Members of the Media
Mayor Acri called the meeting to order at 6:00 p.m. in Council Chambers.
Oath of Office
Oath of Office for appointment of Carol Barnes as Finance Director, effective September 23, 2019.
Downtown Building Inventory & Web Mapping Application. Jeff Anderson, City Planner, Todd Green, GIS Administrator, Alexandra Elias, Renew Moline President & CEO, and Robert Burke, Renew Moline Intern, were part of a City-Renew Moline collaboration to create a comprehensive database of land use in a portion of Moline Centre. The summer 2019 canvas yielded data related to occupancy, vacancy and land use type. Burke stated that this information is useful for all kinds of downtown development initiatives. Green demonstrated the Inventory Viewer tool. Future directions were discussed, including semi-annual updates to ensure relevance, and confidentiality and ownership by the City. Staff will email Council a link to the tool.
Questions on the Agenda
There were no questions on the Agenda.
1. 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. Rodd Schick, Municipal Services General Manager, explained that 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. Three proposals were received. 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. A motion was made by Alderman Berg to approve. Seconded by Alderman Parker. Motion passed unanimously.
2. A Resolution authorizing approval of a proposal from Paragon Commercial Interiors Inc. for Replacement Flooring for the amount $57,703.21. Rodd Schick, Municipal Services General Manager, indicated that 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. Staff indicated that $114,000 was budgeted exclusively for flooring, and that four proposals were received. Paragon Commercial Interiors Inc. submitted the most responsive and responsible proposal in the amount of $57,703.21 for all four buildings. A motion was made by Alderman Wendt to approve. Seconded by Alderman Parker. Motion passed unanimously.
3. 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+). Rodd Schick, Municipal Services General Manager, stated that the 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. In order for the application to be operational for the 2019/2020 snow removal season, this item will also appear on the City Council Agenda on September 24, 2019, under “Items Not on Consent.” Todd Green, GIS Administrator, demonstrated the mapping system. A motion was made by Alderman Wendt to approve. Seconded by Alderman Berg. Motion passed unanimously.
4. 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. Scott Hinton, City Engineer, shared that 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. A motion was made by Alderman Waldron to approve. Seconded by Alderman Potter. Motion passed unanimously.
5. A Resolution authorizing approval of a request for four street lights on 18th Street C between 18th Avenue and 20th Avenue. Scott Hinton, City Engineer, explained that 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’. A motion was made by Alderman Berg to approve. Seconded by Alderman Waldron. Staff indicated that the request came from a resident. Motion passed unanimously.
6. An Ordinance approving 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. Derke Price, Corporate Counsel, indicated that as part of the Lease Agreement for the proposed Captain’s Table restaurant to be constructed at 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. 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 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. Dave Mallum, Fleet Manager, and Derke Price, Corporate Counsel, explained that 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 serve as Crime Stoppers Coordinator (“New CS Vehicle”), and the City is willing to accept the donation. The City shall assign title of the vehicle, currently being used by the Crime Stoppers Coordinator, back to Crime Stoppers, so that it may be traded toward 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. Similarly, 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 the vehicle and assign the title to Crime Stoppers for the purpose of trading toward the purchase price of a replacement vehicle. This item will also appear on the City Council Agenda on September 24, 2019, under “Items Not on Consent”, so that it may be declared surplus and traded. Sexton Ford has been holding a new vehicle and the trade unit is needed to complete the sale. A motion was made by Alderman Berg to approve. Seconded by Alderman Schoonmaker. Motion passed unanimously.
American Disabilities Act (ADA) Designated Parking on Residential Streets. Derke Price, Corporate Counsel, explained that a large number of requests have been granted as part of an existing program that was about accessibility for the disabled resident. Over the years, there have been a number of complications as state regulations obligated the City to add expensive infrastructure for full ADA accessibility. Legal staff then made the decision to halt the program, though it remains within the Ordinance. Staff proposes that the Ordinance be amended to fit the City’s formal practice. Price proposed continuing the program, with requests going through the Traffic Committee, and input from the Police, Fire and Legal Departments. The Traffic Committee’s decision will be final unless appealed. By Ordinance, the Traffic Committee resolves routine matters; however, Price recommends removing the word “routine” from the Ordinance, and clarifying the jurisdiction of the Traffic Committee more precisely. Matters requiring official policy decisions by Council, will be presented as a Traffic Committee recommendation. The list of ADA parking designations will be removed from the Ordinance, as those are fluid and change. A burden will be placed on the applicant to renew each year; however, a reminder will be sent to the resident prior to removal of signs. Price indicated that he has put forward the suggested revisions to the Ordinance and will bring back an Amendment for Council consideration. On residential streets, only signs will be provided by the City; any other improvements will be the responsibility of the resident. There are grants available to help defray those costs. Alderman Potter clarified that Police and Fire representatives are already on the Traffic Committee and another layer is not being added to the decision-making process. Alderman Parker indicated that the parking designation is not assigned to a person, but is recognition of the need within that neighborhood.
Sanitary Sewer Extension to 1534 36th Avenue. Tony Loete, Utilities General Manager, stated that five properties on 36th Avenue would be served by the extension: 1526, 1530, 1534, 1538, 1542; at an estimated cost, based on front footage, of $23,274, $17,325, $17,325, $17,325 and $33,763 respectively. It is staff’s recommendation that the extension be paid with Water Pollution Control (WPC) funds, and then recaptured from the property owners who will be given the option to pay monthly over nine years. Staff seeks Council direction to construct the extension and connect said properties to the City system, and enforce the current Code to incorporate properties within 300 feet. Derke Price, Corporate Counsel, explained that state law requires that when a private septic system fails within the county, the property owner must connect to the public sewer. Section 34-3300 of the City Code states, “It shall be the duty of the owner, occupant, party, or parties; who are in possession of any house, building, or structure of any other character required to have sanitary facilities which is located on property, any point of which is within three hundred (300) feet of an existing publicly owned sewer main or other collection system, and who have the right to extend public sewer mains on private sewer laterals from said property to said existing publicly owned sewer main or other collection system either by way of street, alley, public way, public easement, or private easement; to cause the house, building, or structure of any other character required to have sanitary facilities to be connected with said sewer main or other collection system within three (3) years from the date that the main or other collection system became or becomes available to said property. The Committee-of-the-Whole may grant variances to this section when topography will not allow the property to be served by employment of customary engineering methods and when the property may be served by a septic tank system or other approved method of disposing of sanitary waste. For purposes of this section, “customary engineering methods” shall not include installation of a public pump station to serve only one single- family residence, but may include installation of a public pump station for serving more than one single-family residence or any multi- family residence. The director of public works may grant extensions of time not to exceed one additional period of six (6) years to owners, occupants, or parties who, at the time a sewer main or other collection system became available, had a properly functioning septic tank system or other approved method of disposing of sanitary waste; provided, however, no person receiving such an extension may replace or significantly repair such system, but must cause the connection to be made in lieu thereof. Properties served with properly functioning private septic tank system or other approved method of disposing of sanitary waste at the time of enactment hereof shall be required to connect to the public connection system in accordance with the time frames provided for herein as measured by date of availability or date of enactment, whichever is later.” Alderman Berg, seconded by Alderman Waldron, moved to amend the Ordinance to allow property owners, within 300 feet of City sewer, to wait until the system fails before requiring that they connect to City services. There was discussion. Alderman Potter expressed support for the proposed payment plan and for enforcement of the Ordinance, stating that nine years is ample time for property owners to plan for the cost to connect. Alderman Wendt moved to amend and reduce the required time to connect to 2 years. The motion was not considered for lack of second. Price explained that the City has built the capacity and property owners need to get off of septic and onto sanitary. That is the right thing to do when living together in an urban setting. Current customers are carrying those who should be connected or connecting in the future. There was discussion that when sanitary sewer is repaired/replaced in an existing neighborhood, or extended to a new development, there is no cost to the property owner. Corporate Counsel Derke Price proposed that the ordinance be enforced, but that an appeal process be built in whereby a waiver may be granted in order to address particular facts of which the City is not aware. The original motion failed with Alderman Waldron voting aye. Mayor Acri stated that we are back to enforcing the Ordinance, and suggested that the property owner might request a financing partnership with the City. There was support for this. Alderman Wendt asked to see financing options, possibly similar to that of the Façade Program. Alderman Parker suggested including an easement in the agreement with these property owners.
Out of City Utility Customers and Annexation. Chris Mathias, Property Management Coordinator, indicated that there are 59 utility users located outside of the City limits. Of those, 28 are already contiguous, 19 more could be annexed after these annexations, with four rounds of annexations in total. The remaining 12 are not contiguous and still would not be contiguous after other annexations. Revenue gains and losses were discussed. Additionally, police protection, staff time and political costs were considered. The presentation also addressed unincorporated enclaves. Price explained that if the enclave owners are forced to annex, then the City must provide the services. Staff was directed to follow the code and invest more time in calculating the cost of annexing enclaves.
There was no public comment.
The meeting adjourned at 7:36 p.m.