Rock Island Today

City of Moline Committee of the Whole met March 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) ~ Electronically

Alderman Mike Wendt (Ward 3) ~ Electronically

Alderman Richard “Dick” Potter (Ward 4) ~ Electronically

Alderman Sam Moyer (Ward 5)

Alderman Kevin Schoonmaker (Ward 6) ~ Electronically

Alderman Mike Waldron (Ward 7) ~ Electronically

Alderman Sonia Berg (Alderman At-Large)

ABSENT: None.

STAFF: J.D. Schulte, Interim City Administrator

Janine Hollembaek Parr, City Clerk

Rodd Schick, Interim Public Works Director ~ Electronically

Don Goff, Information Technology Manager

Darren Gault, Chief of Police

Jeff Snyder, Fire Chief

Joe Kuhlenbeck, Building Official ~ Electronically

Carol Barnes, Finance Director ~ Electronically

Tony Loete, Utilities General Manager ~ Electronically

Chris Mathias, Property Management Coordinator ~ Electronically

OTHERS: Derke Price, Ancel Glink

Kenneth Brooks, Boys & Girls Club ~ Electronically

Dougal Nelson, Junior Achievement ~ Electronically

Mayor Acri called the meeting to order at 6:00 p.m. in Council Chambers.

Proclamations

A Proclamation from Junior Achievement of the Heartland to declare April 2, 2020, as “Junior Achievement Day”.

A Proclamation from Boys & Girls Clubs of the Mississippi Valley to declare March 30 – April 3, 2020, as “Boys & Girls Club Week”.

Questions on the Agenda

Alderman Moyer, seconded by Alderman Berg, made a motion to approve the remote electronic attendance of Aldermen Parker, Wendt, Potter, Schoonmaker and Waldron. Motion passed unanimously.

Alderman Parker asked that items 2 and 3, Council Bills 1035-2020 and 1036-2020, on the Council Agenda, be moved to the Non-Consent Agenda.

Mayor Acri indicated that two additional Informational items will be presented: 1) I-74 Bridge loan program, Corporation Counsel Derke Price; 2) COVID-19 impact on budgeted revenue, Finance Director Carol Barnes.

Interim City Administrator J.D. Schulte added a Continuity of Operations Plan Informational.

Agenda Items

1. 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 property located along 36th Avenue Court, pursuant to an application submitted by Haversian Canal Systems, LLP (ORA Orthopedics), 510 Valley View Drive, Moline. Chris Mathias, Property Management Coordinator, explained that Haversian Canal Systems, LLP (ORA Orthopedics), located at 510 Valley View Drive, Moline, is in initial discussions with the State of Illinois to determine the cost and feasibility to purchase and vacate 36th Avenue Court right-of-way, a frontage road that leads to a dead-end cul-de-sac. City standards at Sections 28-3200(a) and 35-4218 of the Code of Ordinances require sidewalk installation along right-of-way at the time of development or infill. Given this, ORA has applied to the City for a temporary modification to delay installation of public sidewalks along 36th Avenue Court. This right-of-way does not serve any properties other than ORA, and it has topographic constraints and limitations. ORA has requested that the City’s decision regarding installation of the sidewalks be delayed until discussions with the State of Illinois are concluded. There was discussion to instead grant a permanent waiver/payment in-lieu of construction option. Mathias explained that a more accurate estimate of the cost is $67,000 because a 5-ft. sidewalk is required. Instead of being required to install the sidewalk along the frontage road, ORA would be asked to contribute $35,696 to the sidewalk improvement fund. This $35,696 was the cost of the sidewalk installed along the ORA frontage off 7th Street in 2017. A motion was made by Alderman Wendt to approve the permanent variance/waiver in exchange for ORA’s contribution of $35,696 to the sidewalk fund. Seconded by Alderman Moyer. Motion passed unanimously.

2. 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. Property Management Coordinator Chris Mathias stated that 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. A motion was made by Alderman Berg to approve. Seconded by Alderman Moyer. Motion passed unanimously.

~ Kenneth Brooks, of Boys & Girls Club, addressed the Council.

3. A Resolution authorizing the Mayor and City Clerk to execute and attest to an Agreement for Professional Services with Crawford, Murphy and Tilly Inc. for professional engineering services required to study biosolids dewatering practices and equipment for the North Slope Waste Water Treatment Plant in an amount not to exceed $49,995. Tony Loete, Utilities General Manager, indicated that the Water Pollution Control (WPC) Division’s long-term infrastructure funding plan includes rehabilitation/replacement of dewatering equipment at both treatment plants. The existing two Andritz belt filter presses at the North Slope Waste Water Treatment Plant are 25 years old and are in need of rehabilitation/replacement due to age-related wear on the equipment. Because of the unique character of the solids at the plant and the work flow presently practiced to manage dewatering and disposal, it is appropriate to consider alternatives to rehabilitation of the 25- year-old equipment. City staff received qualifications and proposals from five engineering firms with significant experience and expertise in conducting this type of analysis. Crawford, Murphy and Tilly Inc. was selected as the most qualified and equipped to complete this work. The result of this analysis will provide the WPC Division with recommendations to form decisions related to equipment and disposal as well as savings in the areas of energy and manpower. A motion was made by Alderman Waldron to approve. Seconded by Alderman Moyer. Alderman Waldron clarified that this project will take about 3 months and will have to be done sooner or later. Alderman Parker moved to table for three months, so that the City might have a better grasp of the impact of the COVID-19 sheltering order and mandated business closings. Seconded by Alderman Berg. Motion carried on roll call with the following vote: ayes: Aldermen Parker, Wendt, Schoonmaker, Berg and Williams; nays: Aldermen Potter, Moyer and Waldron.

4. A Resolution authorizing the ceding of 2020 Home Rule Volume Cap. Carol Barnes, Finance Director, shared that 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, was provided. 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. A motion was made by Alderman Berg to approve. Seconded by Alderman Williams. Motion passed unanimously.

5. 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. Joe Kuhlenbeck, Building Official, explained that 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. A motion was made by Alderman Berg to approve. Seconded by Alderman Parker. There was discussion. Motion passed unanimously.

6. A Resolution rescinding the Intergovernmental Agreement entered into between the Department of Healthcare and Family Services and the City of Moline pursuant to Council Bill/Resolution No. 1133-2019; and authorizing the Mayor and City Clerk to execute a revised 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. Jeff Snyder, Fire Chief, stated that 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 were completed on October 8, 2019. The City received a new IGA in March to replace and rescind the previous IGA signed in 2019 with a deadline of March 30, 2020, in order to be eligible for funding. The IGA has been revised because changes have been made between the State of Illinois and the Center for Medicaid Services to review a new State Plan Amendment that will accompany the IGA. The City therefore seeks to complete execution of the revised IGA for submission of the documents to HFS by its March 30, 2020, 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. To allow City staff time to complete submission of an initial cost report and an executed IGA to HFS by the above-referenced March 30, 2020, deadline, this item will also appear on the City Council Agenda on March 24, 2020, under “Items Not on Consent.” A motion was made by Alderman Berg to approve. Seconded by Alderman Moyer. Motion passed unanimously.

Informationals

QComm 911 Consolidated Dispatch Center Update. Referencing a memo provided to Council, Corporation Counsel Derke Price explained that the City Council has expressed frustration with the current arrangement with QCOMM. Accordingly, staff has looked at the possibility of terminating the relationship and switching to a different public safety answering point for dispatch services (“PSAP”). Because any switch in PSAPs would require a substantial investment out of the general fund for new equipment and personnel; because ETSB tax revenues are committed through January 2024; and because the revised cost-sharing formulas and other developments at QCOMM are reducing costs and improving service for Moline, staff does not recommend pursuing any change at this time. A deep analysis of legal options was presented in the memo. Moline could not withdraw until the end of 2020 (provided Moline gives notice by October 1). Price explained that, practically and pragmatically, there are no viable options to move or save money. When the loan was taken to purchase equipment, everyone’s share, that goes into funding the QCOMM revenue stream, was committed to the payout of the loan, which will be repaid by ETSB from 911 tax dollars from the four Members of QCOMM with the final payment being made in January 2024. If the City were to leave QCOMM, they would be leaving behind committed tax dollars. Price stated that there have been revisions to how it is funded and costs apportioned, so there is some savings. Price noted the possibility of bringing in customers which will further defray cost. A staff change presents the possibility of the Rock Island Arsenal joining QCOMM and thus an opportunity to adjust the bylaws. Price suggested beginning with additional cost apportionment. Alderman Parker noted inequitable voting. Fire Chief Jeff Snyder explained that the four city administrators comprise the board, each having a vote. Chief Gault explained that a grant award of approximately $300,000 could be used to pay ETSB earlier.

Proposed 2020 Sidewalk Infill Locations. Rodd Schick, Interim Public Works Director, explained that this item was first presented to Council on February 25, 2020. As requested, staff is returning with additional information. Alderman Berg requested that project locations 3 and 10 be placed on hold during this COVID-19 emergency. Schick stated that locations 1, 2, 4, and 5 would be prioritized in the order stated. There was discussion that the project should be delayed because of COVID-19. Schick will return to Council in a month for further direction.

Road Diet Policy Update. Interim Public Works Director Rodd Schick shared that the committee is recommending initial locations for road diet implementation: 1) 52nd Ave. from 16th St. to 27th St.; 2) River Dr. from the Rock Island border to 12th St.; 3) 12th St. from 12th to 23rd Ave.; 4) 41st St. from 10th Ave. east to 12th Ave.; 5) Moline High School - 34th St. from Avenue of the Cities to 26th Ave., and 26th Ave. from 34th to 41st St. There was discussion. Mayor asked Council to allow a committee to be formally established that would include up to two aldermen along with engineering staff to develop these projects sharing common goals, such as Complete Streets and the Infrastructure priority goal. The consensus of Council is to move forward, and Mayor Acri will work with staff to develop a proposal for Council consideration. Alderman Potter expressed concern for the identified locations near the high school, and on 52nd Avenue, inquiring whether road diet policy and infrastructure improvements will be meshed. There was discussion.

1-74 Bridge Loan Program. Corporation Counsel Derke Price explained the application and loan process, stating that the 5-year loan is a maximum of $10,000 at 1% interest, and within the authority of the Revolving Loan Fund board of directors to grant. The applicant must prove hardship caused by the bridge construction project, but that criteria is much more relaxed than with a typical revolving loan. Corporation Counsel indicated that staff will report any denials to Council.

COVID-19 Impact on Budgeted Revenue. Finance Director Carol Barnes explained that the City is building a model with revenue estimates. There has been collaboration with surrounding municipalities. Barnes stated that if the stay-at-home mandate were to lift in two weeks, the City could ride the storm out. However, $1-1.5 million in revenue could be lost if it extends through April. We will not feel a real impact, $2.5 million loss, until about the end of June. The City will ramp up, however one third of our current operating funds, $9-10 million, could be lost if the mandate extends through August. Staff has begun halting all non-essential spending and will begin preparing an amended budget. The City will be receiving $500,000 in FEMA funding. Mayor Acri stated that we must look at all budgets that will be impacted by the COVID-19 emergency. Staff will provide an adjustment of budgeted revenue and expenditures at the next meeting. Barnes would need a full-time person, for the next two weeks, to assist with this project during the audit in order to accomplish this. Human Resources Manager Alison Fleming explained that non-essential/critical hires will be postponed. Council directed an automatic pause of all non-essential spending. It was suggested that available permanent staff be utilized in place of seasonal staff where possible. Per Mar staff contracted for parking enforcement should be suspended temporarily if the contract allows this. Corporation Counsel Derke Price and Barnes will review the contract.

Continuity of Operations Plan. Interim City Administrator J.D. Schulte referenced the draft policy and provided opportunity to address questions. Alderman Wendt suggested use of the word “essential” be reserved for those employees that are considered Essential and Non-essential as referenced by Governor Pritzker. Price explained that “Essential”, as used by the Governor, is a defined term, and we are not welding ourselves into a corner by using the word in a general discussion. We do not want to set false expectation, but at the same time we do want to take care of our workforce. Price suggested that the first sentence be removed from paragraph 4, and ratified at the next meeting on April 7th. There was discussion. Human Resources Manager Alison Fleming explained ways that the City is implementing social distancing and disinfecting facilities. Schulte requested that Council send questions and suggestions to Fleming and him. This document will present staff with the steps the City will take for the workforce in the case of an affected employee. Twelve mission critical units have been identified, and area counterparts have been communicating consistently. The library has been closed. Price explained that many municipal libraries are using this time to do things they have put off for years. It is up to the City to decide if the library staff is essential and could perhaps be used to prepare for the library’s reopening. There was discussion that library staff might serve our community in a different role at this time. Mayor expressed that she sees the staff as essential and wishes to draw on them to serve the community in the various ways needed. Parking tickets in the downtown area are not being issued.

Public Comment

Alderman Berg encouraged everyone to visit the City’s LiveStories COVID-19 page for great information and resources.

The meeting adjourned at 7:58 p.m.

https://www.moline.il.us/ArchiveCenter/ViewFile/Item/6214