Moline City Council met April 7.
Here is the agenda provided by the council:
Call to Order
Pledge of Allegiance Invocation – Alderman Wendt
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 March 24, 2020, appointments made during Committee-of-the-Whole on April 7, 2020, and the February financial report.
Resolutions
1. Council Bill/Resolution 1041-2020
A Resolution authorizing certain minutes and portions of minutes of Executive Sessions of the City Council to be maintained as confidential until further reviewed by the City Council; and authorizing the remainder of said Executive Session minutes referenced herein to be made available for public inspection.
Explanation: The City Council of the City of Moline is required by statute to periodically meet to review the minutes of all closed sessions (Executive Sessions) to determine the appropriateness of retaining said minutes as confidential or conversely disseminating said minutes to the public. Such a meeting took place on March 10, 2020. The City Council has found that certain minutes of the Executive Sessions for past meetings should be released with the exception of those requiring continued confidential treatment.
Fiscal Impact: N/A
Public Notice/Recording: N/A
2. Council Bill/Resolution 1042-2020
A Resolution authorizing the ceding of 2020 Home Rule Volume Cap.
Explanation: Under Section 146 of the Internal Revenue Code of 1986, the City is allocated an annual per capita amount for private activity bond use, which in 2020 totals $4,399,710. The Illinois Private Activity Bond Allocation Act provides that a home rule unit of government may transfer its allocation to any other home rule unit of government, the State of Illinois or any agency of the State, or any non-home rule unit of government. The City Council has adopted a Volume Cap Policy regarding the use, transfer, or reservation of the City’s volume cap allocation. The policy, along with the history of Moline’s allocations, is included in the attachment.
Private Activity Bonds (PABs) are tax exempt bonds issued on behalf of certain businesses engaged in manufacture or production of tangible personal property. A wide variety of businesses can qualify under the guidelines to finance the acquisition of fixed assets such as land, buildings, or equipment. They may also be used for renovation and new construction, as well as construction or renovation of residential units that meet income guidelines. Because the bonds are exempt from federal income tax, they typically command competitive interest rates and may be combined with other tax credit programs to stimulate projects.
The Quad Cities Regional Economic Development Authority (QCREDA) is the only agency to request the City’s 2020 Volume Cap and has a mutually beneficial relationship with the City, Rock Island County, and other regional development authorities to best utilize this resource for the benefit of the region. If the City does not obligate this allocation by May 1, 2020, it is automatically turned over to the State of Illinois for reallocation to other entities statewide. Additional documentation attached.
Fiscal Impact: Potential Increase in Property Values
Public Notice/Recording: Finance Department to file with Governor’s Office
3. Council Bill/Resolution 1043-2020
A Resolution authorizing the Mayor and City Clerk to execute and attest to a contract with Centennial Contractors of the Quad Cities Inc. for Project #1340, 2020 Asphalt Resurfacing, in the amount of $1,084,018.25.
Explanation: Bids were opened and publicly read on March 3, 2020, for Project #1340, with the following results:
$1,084,018.25 Centennial Contractors of the Quad Cities, Inc.
$1,166,157.90 Walter D. Laud, Inc.
$1,243,406.00 Brandt Construction Co.
$1,455,636.40 Valley Construction Company
$1,629,018.20 McCarthy Improvement Company
Centennial Contractors of the Quad Cities Inc. submitted the lowest and the most responsible and responsive bid. Project #1340 includes the milling and resurfacing of 15th Street from 16th to 19th Avenues, 12th Avenue from 7th to 12th Streets, and 3rd Street from 5th to 16th Avenues. Additional documentation attached.
Fiscal Impact:
Public Notice/Recording: N/A
4. Council Bill/Resolution 1044-2020
A Resolution authorizing the Mayor and City Clerk to accept two Deeds of Dedication for Street Right-of- Way and three Permanent Utility and Drainage Easements to allow construction to proceed on the 15th Avenue portion of Project #1333, 2020 Trenchless Water Main Project.
Explanation: This resolution will allow the City to accept deeds of dedication for street right-of-way and permanent utility and drainage easements necessary to allow construction to proceed on the 15th Avenue portion of Project #1333, 2020 Trenchless Water Main Project. The following documents have been executed by their property owners: two deeds of dedication for street right-of-way by Larry D. Pluimer and Asha E. Rehnberg, 143 15th Avenue, Moline, and Linda L. Miller, 146 15th Avenue, Moline; and three permanent utility and drainage easements by Larry D. Pluimer and Asha E. Rehnberg, 143 15th Avenue, Moline, Linda L. Miller, 146 15th Avenue, Moline, and Lawrence M. Duncheon, 1528 1st Street. Additional documentation attached.
Fiscal Impact: Rock Island County Recording Costs
Public Notice/Recording: Engineering Division will record
Omnibus Vote
Non - Consent Agenda
Resolutions
5. Council Bill/Resolution 1035-2020
A Resolution authorizing the Mayor and City Clerk to execute and attest to a contract with Davenport Electric Contract Company for Project #1339, Video Detection Systems Installation, in the amount of $51,749.49.
Explanation: Bids were opened and publicly read on March 3, 2020, for Project #1339, with the following results:
$51,749.49 Davenport Electric Contract Company
$68,602.83 Tri-City Electric Company of Iowa
$94,660.30 Engle Electric Co.
Davenport Electric Contract Company submitted the lowest and the most responsible and responsive bid. Project #1339 includes installation of previously purchased video detection systems at the following City intersections: 19th Avenue and 1st Street A; 19th Avenue and 7th Street; 19th Avenue and 12th Street; 12th Avenue and 41st Street; 12th Avenue and 48th Street; 12th Avenue and 53rd Street. Other work shall include furnishing and installation of PVC conduit and electric cable, installation only of provided signage, and furnishing and installation of signal heads and pedestrian signal heads. The sole source procurement for traffic signal equipment upgrade in the amount of $112,832.00 was previously approved by the Interim City Administrator and discussed as an informational item at the Committee-of-the-Whole meeting on February 4, 2020. Pavement striping will take place as part of this project and will be installed as part of the annual pavement striping program. Additional documentation attached.
Fiscal Impact: $230,000.00 is budgeted in account #510-9965-438.04-25, Utility Funded Projects, Contractual Repairs, as follows:
| $112,832.00 | signal equipment purchase |
| $ 51,749.49 | this contract with Davenport Electric to install the signal equipment |
| $ 30,462.00 | pavement striping installation, to take place under MFT 20-00000-00-GM |
6. Council Bill/Resolution 1045-2020
A Resolution approving benefits granted by the City of Moline to City of Moline Emergency Responders in lieu of the Families First Coronavirus Response Act.
Explanation: In response to the COVID-19 pandemic, the President signed into law the Families First Coronavirus Response Act (“FFCRA”) on March 18, 2020. Among its provisions, the FFCRA includes the following two rules: 1) granting up to two weeks of emergency paid sick leave to all employees for COVID-19 related reasons; and 2) granting an additional 12 weeks of FMLA leave to care for a child who is at home because the child’s school or daycare is unavailable due to COVID-19. The FFCRA also gave employers of health care workers and employers of “Emergency Responders” the power to except those workers from one or both of those rules. The City employs Emergency Responders. The Department of Labor has issued guidance that the definition of Emergency Responders includes police (excluding crossing guards), fire and public works employees, and the personnel who support the police, fire and public works operations. City staff has analyzed the personnel requirements of police, fire and public works and determined that each of these departments is running quite
lean. Therefore, staff recommends excepting Moline’s Emergency Responders from that rule. Regarding the two weeks of emergency paid sick leave, there are six qualifying reasons for its use:
1. The employee is subject to a Federal, State, or local quarantine or isolation order related to COVID-19.
2. The employee has been advised by a health care provider to self-quarantine due to concerns related to COVID-19.
3. The employee is experiencing symptoms of COVID-19 and seeking a medical diagnosis.
4. The employee is caring for an individual who is subject to paragraphs (1) or (2).
5. The employee is caring for a son or daughter of such employee if the school or place of care of the son or daughter has been closed, or the childcare provider of such son or daughter is unavailable, due to COVID- 19 precautions.
6. The employee is experiencing any other substantially similar condition specified by the Secretary of Health and Human Services in consultation with the Secretary of the Treasury and the Secretary of Labor.
Many public employers are excepting their Emergency Responders from this leave rule as well. Conversely, the City recognizes that the Emergency Responders may have need for such leave. After much discussion, staff recommended the City except its Emergency Responders from the Emergency Paid Sick Leave rule but instead grant back nearly identical benefits with a modification to qualification #5 that requires the leave to be intermittent and subject to being denied by the Chief of Police, the Fire Chief or the Director of Public Works if personnel demands of the City require the Emergency Responders to report to work. Staff moved forward with this action on March 31, 2020, before FFCRA became effective. This resolution ratifies and affirms that action.
Fiscal Impact: N/A
Public Notice/Recording: N/A
7. Council Bill/Resolution 1046-2020
A Resolution designating additional revolving loan funds for relief to Moline businesses impacted by the COVID-19 pandemic state of emergency.
Explanation: At the start of the fiscal year, there was approximately $273,000 in the Revolving Loan Fund. Of that, $100,000 was designated for loans to businesses demonstrating negative impacts from the I-74 Bridge Project. Subsequently, Council directed that $50,000 be used for loans to businesses adversely impacted by the COVID-19 pandemic. To date, the City has issued one loan in the I-74 Bridge Program for $10,000 and has one pending application for a $10,000 loan. The City has issued 10 loans of $5,000 each under the COVID-19 Program. This resolution would repurpose and dedicate the $80,000 remaining in the I-74 Bridge Program (this assumes the second application is approved), plus $20,000 of otherwise undesignated Revolving Loan Funds to a second round of loans to businesses that have been negatively impacted by the COVID-19 pandemic. This would still leave approximately $103,000 in the Revolving Loan Fund if, as anticipated, all $100,000 of this new COVID-19 (II) program is loaned to Moline businesses.
Fiscal Impact: $100,000 from the Revolving Loan Fund, Account #231-0000-101.10-00 and #231- 0000-151.10-00
Public Notice/Recording: N/A
8. Council Bill/Resolution 1047-2020
A Resolution establishing a City of Moline Continuity of Operations Plan for the COVID-19 pandemic state of emergency.
Explanation: On March 10, 2020, J.B. Pritzker, Governor of the State of Illinois, issued a disaster proclamation as a result of the spread of the COVID-19 virus. On March 12, 2020, the Governor issued an Executive Order encouraging social distancing to fight the spread of COVID-19. In furtherance of the goals of social distancing and protecting the employees of the City of Moline, the City of Moline desires to establish a Continuity of Operations Plan as a proactive plan for a City of Moline employee contracting COVID-19. Approval of this resolution will establish the attached Continuity of Operations Plan, and ratify and approve, nunc pro tunc, the prior implementation of the Continuity of Operations Plan by the Interim City Administrator. Additional documentation attached.
Fiscal Impact: N/A
Public Notice/Recording: N/A
9. Council Bill/Resolution 1048-2020
A Resolution authorizing the Mayor and City Clerk to adopt the updated City of Moline Community Development Block Grant Policies and Procedures Manual.
Explanation: On October 23, 2019, the Citizens Advisory Council on Urban Policy (CACUP) approved key amendments as well as scrivener’s errors/updates to the current Community Development Block Grant Program Policies and Procedures Manual with a recommendation to City Council for approval. At its March 24, 2020, Committee-of- the-Whole meeting, the City Council approved environmental review updates to adhere to U.S. Department of Housing and Urban Development’s (HUD) mandatory electronic requirement; removal of CACUP meetings and public hearings from the Committee-of-the-Whole in City Hall; the addition of the new Emergency Rental & Utility Assistance Program, wherein an individual/household may receive assistance with a one-time rental assistance payment and/or a one-time utility assistance payment within a calendar year; and the addition of the new Down Payment/Closing Cost Assistance Program with modification to the down payment amount from $500 to $1,000, and additional language providing that funding is forgiven after 5 years and is prorated on a monthly basis.
Per City Council request, staff has provided Council with a comparison to a similar Down Payment/Closing Cost Assistance Program in Rock Island and has provided more information on means testing by area agencies. Staff has also restored the renewal of recaptures for the Community Housing Services (CHS), Critical Assistance Program (CAP), and Lead Hazard Control (LHC) Program and is returning with the requested alternative language and uses for recaptured funds. These amendments are necessary to continue to adhere to the established regulatory policies as outlined in Title 1 of the Housing and Community Development Act of 1974, as amended. Additional documentation attached.
Fiscal Impact: N/A
Public Notice/Recording: N/A
10. Council Bill/Resolution 1049-2020
A Resolution authorizing City staff to complete the remainder of Phase I of Project #1331, Floreciente Streetscape, 7th Street, West of 4th Avenue, by extending the previously approved contract prices from Phase I of said Project in an amount not to exceed $315,000; and authorizing City staff to proceed with Phase II of Project #1331.
Explanation: Approval of this resolution would extend contract bid prices from the previously bid Phase I to Phase II for Project #1331, Floreciente Streetscape, 7th Street, West of 4th Avenue (“Project #1331”). Project #1331 was bid with two phases anticipated. On September 10, 2019, City Council approved the contract for Phase I of Project #1331 via Resolution No. 1117-2019. Sufficient Community Development Block Grant (“CDBG”) funds are available and budgeted for Project #1331. Completing Phase II of Project #1331 at this time would be consistent with project details previously presented to Council.
Should the City Council be of the opinion that circumstances do not warrant moving forward with the Phase II work at this time, the following information may be useful in determining an appropriate path forward. The Streetscape funds are within the CDBG Consolidated Plan’s Neighborhood Infrastructure Program Project. This Neighborhood Infrastructure Program Project allows for activities such as streetscaping (hard and softscape), street improvement, storm drains, sidewalks, street signage and street lighting work. Moving funds from Project #1331 to one of these other infrastructure projects would require minimal effort. Moving funds to another project category would most likely require a “Substantial Amendment” to the Consolidated Plan which would involve a public participation and public hearing process as well as public comment periods by the City and HUD, review by CACUP, approval by City Council, and review and consent from HUD. This process typically takes approximately 90 days. Other project categories that could be considered for CDBG funding include Acquisition and Disposition of Real Property, Public Facilities and Improvements, Public Services (capped at 15% of total annual allocation), Housing, Economic Development, General Administration and Planning. Any new projects, whether requiring a Substantial Amendment or not, will also require the appropriate level of Environmental Review or Assessment prior to the obligation of funds for a project. It is also important to note that all CDBG funded activities must meet a CDBG national objective, such as low-to-moderate income benefit, and must have an associated matrix code as a HUD approved/CDBG eligible activity type. Staff will review this information with the City Council as part of this agenda item.
The contractor has acknowledged its availability and has requested to move forward with Project #1331. Additional documentation attached.
Fiscal Impact: $315,000 is budgeted in Account #230-0729-492.18-95, Neighborhood Infrastructure Projects (CDBG) for this project.
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. Comments may also be emailed to the City Clerk at jparr@moline.il.us prior to the meeting. Please type Public Comment in the Subject line.
Executive Session (if necessary)
http://www.moline.il.us/ArchiveCenter/ViewFile/Item/6196
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