City of Moline Committee of the Whole met May 19.
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) ~Electronically
ABSENT: None.
STAFF: J.D. Schulte, Interim City Administrator
Janine Hollembaek Parr, City Clerk
Rodd Schick, Interim Public Works Director ~Electronically
Alison Fleming, Human Resources Manager ~Electronically
Eric Griffith, Parks Recreation Director ~Electronically
Don Goff, Information Technology Manager
Bryon Lear, Library Director ~Electronically
Darren Gault, Chief of Police
Jeff Snyder, Fire Chief
Carol Barnes, Finance Director ~Electronically
Jeff Anderson, City Planner ~Electronically
Amy Saunders, Legal Assistant ~Electronically
Brad Hauman, Neighborhood Improvement Officer
K.J. Whitley, Community Development Program Manager ~Electronically
OTHERS: Derke Price, Corporation Counsel – Ancel Glink
Jonathon Fox, Corporation Counsel – Califf & Harper, P.C.
Marty Vanags, GovTemps
Mayor Acri called the meeting to order at 6:01 p.m. in Council Chambers.
Remote Electronic Attendance
Alderman Moyer, seconded by Alderman Williams, moved to approve the remote electronic attendance of Aldermen Parker, Wendt, Potter, Schoonmaker, Waldron and Berg. Motion passed unanimously.
Mayor’s Board Appointments
Mayor’s reappointment of Jeff Nelson to the Board of Fire & Police Commissioners for a full 3-year term to expire May 31, 2023. Alderman Schoonmaker, seconded by Alderman Parker, moved to approve the appointment. Motion passed unanimously.
Questions on the Agenda
There were no questions on the agenda.
Informational
Introduction of Martin Vanags as Interim City Administrator. Mayor Stephanie Acri stated that, in partnership with GovTemps, Marty Vanags will join the City on May 27, 2020, as Interim City Administrator. Vanags addressed the Council, expressing that he is truly excited to be part of the Moline team. His goal is to serve the City Council well, but more importantly, he intends to serve the community of Moline and its residents in a way that makes them feel safe, comfortable and happy. Vanags is eager to engage with staff.
2312 5th Avenue Update. Jonathon Fox, Corporation Counsel, explained that the vacant property at 2312 5th Avenue is owned by Vansh, LLC. Discussions with the property manager and attorney have not resolved issues with the deteriorating property. Fox recommended that a request for proposal (RFP) be published for assignment of the City’s lien rights for the vacant property, explaining that those rights can be foreclosed, but not the subject property itself. Advantages of this strategy were reviewed:
Quickly gather information regarding interest in the subject property
Allow for experienced property owners and developers to take title to subject property, which could lead to revitalization of building and entire block
Minimize expenses
City retains authority and a financial interest in potential settlement
City retains reverter interest in subject property in case of default
An estimated timeline was presented:
• Post/publish RFP – May 27, 2020
• Submission deadline for RFP responses – June 17, 2020, at 2:00 p.m.
• Open sealed RFP responses – June 17, 2020, at 2:00 p.m.
• Bring proposed RFP response(s) to Council for Review/Approval – June 23, 2020
• Meet with firm or individual to sign Agreement for Assignment of Lien Rights by July 3, 2020
• Bring Agreement for Assignment of Lien Rights back to Council for approval by July 14, 2020 (Council approval deadline is 90 days from RFP - September 27, 2020)
• Award RFP to firm or individual via letter by July 24, 2020
• Firm or individual to initiate foreclosure action within 30 days of award of RFP
• Firm or individual to complete foreclosure action and obtain deed to subject property by March 1, 2021 (subject to court’s full reopening and possible abbreviated or shortened redemption period due to subject abandoned building)
• Pull permits for all work to be completed within 60 days from acquiring ownership
• Complete all work within time period indicated in the Proposal Specifications
Fox stated that the timeline is subject to some variables, but is realistic. There was discussion. Alderman Potter indicated that it is not Council’s preference that the building be demolished and surface parking developed at that site. Fox stated that the RFP does not limit the outcome, i.e. demolition, however the City would be able to choose the preferred bid. Alderman Wendt expressed support for the recommendation, but concern that a 20-day window for RFP submission may require adjustment. Fox indicated that this period could be extended, and corresponding extensions would flow throughout the timeline. Alderman Wendt moved to approve the plan as presented with the caveat that Interim City Administrator Marty Vanags and Economic Development Consultant Sally Heffernan be consulted and leaned upon concerning adjustments to the RFP timeline. Seconded by Alderman Moyer. Motion passed unanimously.
CDBG COVID-19 Proposed Activities – Round 2, $478,057. K.J. Whitley, Community Development Program Manager, explained the proposed allocation of funds received:
Shelter - Emergency Rent & Utility Assistance Program: $200,000, 50 - 100 Individuals/ Families, LMC Short-term (up to 3 months) emergency subsistence payments to prevent homelessness
Discussion: Whitley explained that she has received 70 calls for rent and utility assistance in the past 3 1⁄2 weeks. She suggested that the City partner with the Salvation Army to administer an Emergency Rent & Utilities Assistance Program. Alderman Moyer, seconded by Alderman Berg, moved to approve a $200,000 allocation to a rent subsidy program. Alderman Parker indicated that Moline Housing Authority residents and those receiving Section 8 subsidy should be excluded from this program. Motion carried unanimously.
Food - Food Supplement Program: $15,000, 300 Individuals/Families/LMC
Food Vouchers for eligible low to moderate income individuals/families. A non-profit organization will assist clients in need of food by providing them a food voucher to a local grocery store.
Discussion: Whitley indicated that Moline Township may help distribute food vouchers. Alderman Schoonmaker asked that the $15,000 allocated to food vouchers be either filtered to the food pantries or through the school system for families already qualified for free and reduced lunch. Staff will look into this.
Technology Support - Broadband Education Equity Program: $100,000, 200 families/LMC Partnering with the Moline School District, Mediacom & Geneseo Cable to bring technology home. Broadband internet access within low-to-moderate income regions, providing students with technology tools necessary for e-learning and completion of school assignments at home.
Discussion: Mayor Acri suggested that funds allocated to the digital equity partnership with the School District be capped at $100,000. Whitley indicated that school-age children are provided devices, but many do not have Internet access at home. She recommended that $60,000 be allocated to Internet service fees for youth in the school district, $40,000 to devices for Head Start and Seniors and $24,000 to service fees for those two groups. Alderman Parker indicated that funding might be better applied to business assistance rather than (devices) Chromebooks, questioning if it was a sustainable model. Mayor Acri explained that digital equity is especially important because of the COVID-19 situation. Families need Internet access, not only for online learning, but also for online services. Alderman Wendt moved to amend the recommendation and allocate $90,000 to a digital equity program (covering devices and service fees), with the remaining $34,000 allocated to business retention. Seconded by Alderman Parker. There was discussion. Jeff Anderson, City Planner, stated that funding digital equity is a good idea. HUD will most likely require that fund distribution be broken down into three funded activities by age: seniors, youth (school age) and children (not yet in school). It is hoped that this could be done as an administrative amendment. Alderman Parker explained that Moline Housing Authority also has CARES Act funds, for which a use has not yet been identified, and suggested that those funds might subsidize Internet service fees for residents in need. Motion passed unanimously.
Business Retention - Small Business Loan Program: $100,000, 20 Business Loans Financial assistance for pre-existing COVID-19 businesses, $5,000, 1-year forgivable loan
Discussion: Mayor Acri asked that the funds not be forgivable, rather that they continue to recycle and flow through the system, specifically through the Revolving Loan Fund. Whitley stated that they are investigating various models and will look at the City’s COVID-19 loan program. Alderman Wendt suggested that if a portion of the loan amount is forgiven, that the business be required to remain in Moline for a longer period of time than one year, depending on what HUD deems acceptable. Alderman Schoonmaker suggested that whether or not the borrower had received funds prior should be included in the loan’s eligibility directives.
Education - $15,000, Moline/Community Area Benefit
COVID-19 Education Awareness Program (RICHD, CHC) - Awareness through education is a key element in flattening the curve. Many PSAs (Audio, Video and Paper), along with other social media has assisted Moline residents in understanding more about COVID-19
Discussion: Alderman Wendt made a motion to amend and instead allocate $9,000 for digital equity and $6,000 for the business loan program. Seconded by Alderman Moyer. Motion passed unanimously. Alderman Schoonmaker asked how Council might help staff roll the funds out quickly. Whitley explained the process and estimated that the funds might be ready for distribution by July 4, 2020.
Administration - $48,057
In-house services to administer the COVID-19 funds
U.S. Department of Justice Bulletproof Vest Program Grant. Darren Gault, Chief of Police, stated that this annual grant application has been submitted. State law requires that the law enforcement agency provide a bullet-proof vest for each law enforcement officer, with replacement when it expires. Matching funds have been budgeted for the purchase of 32 vests within a 2-year period.
Illinois Liquor Control Commission Tobacco Enforcement Program Grant. Darren Gault, Chief of Police, stated that under-age tobacco use remains a significant problem. This annual grant allows the Police Department to check 48 tobacco retailers in the City and provide education packets for each. There is no matching fund requirement.
eCrash Option for Completing and Filing Crash Reports. Derke Price, Corporation Counsel, stated that as part of budget control efforts and Chief of Police Darren Gault’s review of core functions, the possibility of returning to an automated accident reporting system was investigated. Part of the LexisNexis company, eCrash enables the police officer to enter the crash information electronically through the eCrash software and then the report is downloaded to the State of Illinois. The drawback is that, because the information is downloaded through the eCrash software, LexisNexis is able to sell the reports to commercial subscribers. Moline was formerly an eCrash user but went back to paper report writing for crash reports after learning that eCrash charged Moline residents for downloading their own accident reports from the eCrash website. The use of paper reports involves the officer filling out a paper report and then another Moline employee entering the information from the paper report into the State’s database. With nearly 2,000 reports to be entered into the system, use of the eCrash system offers an opportunity for efficiency as manually entering the reports into the State database is no longer required. eCrash would also reduce the workload on the FOIA team as an estimated 80-90% of requests for crash reports are from commercial subsidiaries. Price noted that LexisNexis will not agree to limit the use of the reports by third party commercial subscribers (who, like LexisNexis, can now obtain the reports through FOIA for no charge). There was discussion. Gault explained that the software would streamline the reporting process and over time additional information, such as sites with multiple crashes, could be garnered. He indicated that this software is the current technology used by neighboring communities. The consensus of Council was to move forward as proposed.
Practices and Procedures for Utility Service Fees Update. Derke Price, Corporation Counsel, stated that Council had previously directed staff to develop options to remedy non-payment of utility bills by tenants. Price explained that under the current Ordinance, only property owners can sign utility payment agreements. He presented three options for amendment: 1) payment plan with the tenant; 2) payment plan with the tenant and notice to the property owner; 3) payment plan with the tenant with consent of the property owner. There was discussion. Consensus of the Council is to move forward with a middle-ground solution of offering a payment plan with notice to the owner.
Defense Community Infrastructure Program (DCIP) grant by the Department of Defense and REBUILD Illinois funding by Illinois Department of Transportation (IDOT). J.D. Schulte, Interim City Administrator, explained that the bridge deck on the City-owned portion of the 16th Street viaduct needs to be replaced. This is the bridge that connects 14th street to the Rock Island Arsenal. Preliminary cost estimation is approximately $6.7 million for engineering and construction for this project. City staff would like to pursue three funding sources: 1) Defense Capital Infrastructure Program (DCIP) funding for 50% ($3.35 million); 2) REBUILD ILLINOIS funding for 43% ($2.87 million, the maximum amount we will receive); 3) Motor Fuel Tax (MFT) or local funds for the remaining $484,000. Schulte presented details of each funding source/program. He explained that the DCIP is funding for a complete and usable transportation project that supports a military installation, is endorsed by the local installation commander, Colonel Marr, and is construction ready. There was discussion. Alderman Wendt indicated that the opportunity cost of using REBUILD ILLINOIS funds for this project may be too great. Alderman Wendt moved to amend and direct staff to work with the Arsenal to identify alternate sources to fund the 50% not covered by DCIP funds, outside of the City’s infrastructure budget. Seconded by Alderman Berg. Mayor Acri noted that the Rock Island Arsenal Development Group has reserves of $750,000 that are restricted to projects benefitting the Arsenal. There was discussion of the obligation to keep the bridge open. Motion passed unanimously.
COVID-19 Update. J.D. Schulte, Interim City Administrator, indicated that he and Human Resources Manager Alison Fleming will complete budget cut discussion with department directors next Tuesday. Carol Barnes, Finance Director, reviewed revised revenue projections based on information received over the past week. State Sales Tax and Home Rule Tax, each with a 3-month lag, came in higher than anticipated. Income and Replacement Tax revenue is down due to a 90-day filing extension given by the federal government, so it is expected that those will come back in line. The State anticipates that the Use Tax should remain level and strong. Motor Fuel Tax is up 24%, year-to-date. Video Gaming Tax revenue is up 32% for the year. Cannabis continues to come in a little under projected, but is still up for the year. Staff recommends holding tight with the revised budget. Utility Tax and Food/Beverage Tax are down, likely due to the stay-at-home order. The City billed virtually the same amount for usage; however, outstanding accounts receivable is lower than in 2019. That is likely because of the lack of payments and payment plans during the state of emergency. Barnes stated that the City budget is on course. There was discussion. Projected lost revenue remains at approximately $10 million. Barnes explained that about 38.4% of the year has passed, and when that number is multiplied by the COVID-19 revised budget, the City is at $16,685,000. Departments are truly spending the bare minimum thus the city is 2% to the good. Barnes stated that once she and the new Interim City Administrator have reviewed the revised budget, they may recommend adoption.
Public Comment
There was no public comment.
View recorded meetings at http://www.moline.il.us/CivicMedia?CID=9
The meeting adjourned at 8:16 p.m.
http://www.moline.il.us/ArchiveCenter/ViewFile/Item/6321
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