City of Moline Committee of the Whole met May 5.
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)
Alderman Sam Moyer (Ward 5)
Alderman Kevin Schoonmaker (Ward 6) ~Electronically
Alderman Mike Waldron (Ward 7)
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
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
K.J. Whitley, Community Development Program Manager ~Electronically
Chris Mathias, Property Management Coordinator ~Electronically
Tony Loete, Utilities General Manager ~Electronically
Keith Verbeke, Finance Manager ~Electronically
Sarah Mark, Interim Fleet Manager ~Electronically
OTHERS: Derke Price, Ancel Glink
Margaret Kostopulos, Ancel Glink
Lewis Greenbaum, Katten Muchin Rosenman, LLP
Anthony Miceli, Robert W. Baird & Co
Mayor Acri called the meeting to order at 6:00 p.m. in Council Chambers.
Remote Attendance
Alderman Moyer, seconded by Alderman Williams, moved to approve the remote electronic attendance of Aldermen Parker, Wendt and Schoonmaker. Motion passed unanimously.
Roll Call
Roll call was taken with Mayor Acri, Aldermen Williams, Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg present. Absent: None.
Questions on the Agenda
Mayor Acri stated that a COVID-19 Budget Impact Informational will be routinely providing at this and future meetings.
Proclamations
Request by Tony Loete, Utilities General Manager, to proclaim May 3-9, 2020, Drinking Water Week.
Request by Rodd Schick, Interim Public Works Director, to proclaim May 17-23, 2020, National Public Works Week.
\Mayor Acri adjourned the Committee-of-the-Whole meeting and called the Council meeting to order at 6:05 p.m.
At 6:14 p.m. Mayor Acri recessed the Council meeting, calling the Committee-of-the-Whole meeting back to order.
Agenda Items
1. A Resolution amending practices and procedures for service fees for utility services established by Resolution No. 1037-2020. Derke Price, Corporation Counsel, stated that on March 24, 2020, the City approved Resolution No. 1037-2020 to establish certain practices and procedures for the City of Moline during the COVID-19 state of emergency. Said practices and procedures were implemented in response to the Illinois Governor’s issuance of a March 9, 2020, disaster proclamation declaring a state of emergency due to the COVID-19 virus. Concerning utility services, Resolution No. 1037-2020 provides that late fees for such services (water, sewer, garbage and stormwater) will not be imposed, and the City will not execute shut-offs or disconnection of services for non-payment of invoices that are either due during the state of emergency period or issued during the state of emergency period. The City is considering amending the prior Resolution concerning these practices and procedures to reinstate the possibility of shut-offs in the absence of a payment plan agreement (which could be set at a nominal level). The requirement of a payment plan to avoid a shut-off would provide for continued revenue to the City during this period of budget impacts, while allowing residents continued service without shut-off or disconnection due to a failure to make full payment. A monthly minimum payment of $25 is suggested for Council’s review and consideration. A motion was made by Alderman Moyer to approve. Seconded by Alderman Waldron. There was discussion. Mayor Acri asked that an additional step be put in place before a shut-off notice is issued. Interim City Administrator J.D. Schulte indicated concern for maintaining the City’s level of customer service because under the limitations of the software, disconnection notices are either sent to all customers or to no customers. He stated that disconnection should be reviewed on a case-by-case basis. Corporation Counsel Derke Price stated that some time for customer response is built into the current process. Mayor asked that the process be clearly documented so that necessary changes may be made moving forward. Price and Schulte will work on this, and it will be included in the next agenda. Alderman Potter stated that the goal is compliance and/or dialogue with the customer. Motion passed unanimously.
2. A Resolution authorizing the Moline Police Department, on behalf of the City of Moline, to apply to the U.S. Department of Justice for a Coronavirus Emergency Supplemental Funding Program Grant in the amount of $48,027; and authorizing City staff to do any and all things necessary to apply for and implement said grant funding for COVID-19 response and recovery. Darren Gault, Chief of Police, explained that as a current recipient of the Edward Byrne Memorial Justice Assistance Grant (JAG), the City of Moline Police Department is eligible for the Coronavirus Emergency Supplemental Funding (CESF) Program Grant to support COVID-19 response and recovery. City staff seeks to submit the grant application in an effort to lessen budgetary concerns related to COVID-19. Of the funds allocated for the FY2020 CESF program, the City’s allocation is $48,027. These funds will be utilized to support response and recovery efforts related to use of personal protective equipment for law enforcement and individuals transported by officers, overtime occurrences as a result of COVID-19, the purchase of the Salamander program to manage resources, the expansion of records management system (RMS) as a resident reporting tool, and supplies and equipment for disinfecting and sanitizing squad cars and areas throughout the Police Department. A motion was made by Alderman Schoonmaker to approve. Seconded by Alderman Potter. Chief Gault stated that the deadline for application is May 29, 2020, therefore this item is also appearing on the Council Agenda this evening. Motion passed unanimously.
3. A Resolution authorizing the Mayor and City Clerk to execute and attest to a Sixth Amendment to Site License Agreement between the City of Moline (“City”) and New Cingular Wireless PCS, LLC (“New Cingular”) to allow New Cingular to install updated communications equipment to the space it leases on the City’s water tower located at 1531 17th Avenue, Moline. Chris Mathias, Property Management Coordinator, indicated that the City currently leases a portion of the space on its water tower located at 1531 17th Avenue to New Cingular. New Cingular wishes to enter into a sixth amendment to the agreement to allow for the installation of updated communications equipment. Under the amendment, the license fees will increase by $300 per month for a $3,600 annual increase. The City will receive a net annual revenue increase of $2,520 to the Water Fund; third-party consultant Thinc Management will receive the remaining $1,080 (30%) based upon an original agreement. The new equipment will provide enhanced cell phone service to Moline residents. A motion was made by Alderman Moyer to approve. Seconded by Alderman Potter. Motion passed unanimously.
4. A Resolution authorizing the Mayor and City Clerk to execute and attest to a Master Services Agreement with Paymentus Corporation. Keith Verbeke, Revenue Manager, shared that the Finance Department solicited quotes from two preferred vendors to eliminate credit card processing fees, add an IVR (Interactive Voice Response) payment system, and provide a real-time, integrated platform with Central Square software. The two quotes received were reviewed by the Finance Department, and Paymentus Corporation was selected as the vendor submitting the most responsive and responsible proposal. A comparison of the quotes was provided. A motion was made by Alderman Moyer to approve. Seconded by Alderman Schoonmaker. There was discussion. Motion passed unanimously.
5. A Resolution authorizing City staff to complete the remainder of Phase I of Project #1331 and a limited scope of Phase II, 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 $125,000; and authorizing City staff to proceed with a limited Phase II of Project #1331. K.J. Whitley, Community Development Program Manager; Jeff Anderson, City Planner, stated that 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. The contractor has acknowledged its availability and has requested to move forward with Project #1331. A motion was made by Alderman Moyer to approve. Seconded by Alderman Potter. Motion passed unanimously.
6. A Resolution authorizing the Mayor and City Clerk to adopt the updated City of Moline Community Development Block Grant Policies and Procedures Manual with a temporary amendment to include “Appendix J COVID-19 Pandemic – Governor’s Order 2020-07.” K.J. Whitley, Community Development Program Manager, indicated that on April 29, 2020, the Citizens Advisory Council on Urban Policy approved a temporary amendment to the City of Moline Community Development Block Grant Policies and Procedures Manual to include “Appendix J COVID-19 Pandemic – Governor’s Order 2020-07.” This temporary addition is in response to the Illinois Governor’s Executive Order and the U.S. Department of Housing and Urban Development Memorandum. The memorandum transmits the “CARES Act Flexibilities for CDBG Funds Used to Support Coronavirus Response Guide.” The Guide describes the immediate availability of a five-day public comment period for amendments and new plan submissions, and uncaps the percentage of CDBG funding for public services to prevent, prepare for, and respond to coronavirus, as well as other flexibilities. This broad applicability provides grantees with flexibility to help address the challenges facing the nation, and this addition is 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. A motion was made by Alderman Potter to approve. Seconded by Alderman Williams. Motion passed unanimously.
Other. Corporation Counsel Derke Price stated that by law, the City is required to maintain current candidate lists for both Police and Fire. Therefore, staff will be moving forward with candidate testing. This is purely housekeeping, and staff is cognizant of Council’s directed hiring freeze.
Informationals
CDBG COVID-19 Proposed Activities. K.J. Whitley, Community Development Program Manager, explained that the City was awarded $478,057 in the first round. Limited guidance for use of the funds has been given. Staff believes that it is reasonable to assume the same eligibilities during COVID-19 as in normal conditions. Staff recommends the following uses:
COVID‐19 Small Business Loan Program: Pre‐existing COVID‐19 businesses, $10,000, 1-year forgivable loan - $190,000, 19 Business Loans
COVID‐19 Emergency Rent & Utility Assistance Program: Short‐term subsistence payments (assistance no more than three months) emergency payments to prevent homelessness, $200,000, 50 ‐ 75 Individuals/Families
COVID‐19 Education Awareness (RICHD, CHC): Awareness through education is a key element in flattening the curve. Many PSAs (Audio, Video and Paper) along with social media to aid Moline residents’ understanding, $10,000
COVID‐19 Administration: In-house services to administer COVID‐19 funds, $78,057
Alderman Wendt inquired about the conditions for the $10,000 forgivable loan, stating that he would like to see some type of requirement that the business continue to operate in Moline. Staff will include this information when the item returns to Council. Moline Centre Main Street Manager Geoff Manis has participated in program discussions. Mayor Acri expressed concern for the amount of the loan and its forgivable nature, stating that she does not want to burn through funding too fast. She explained that the School District has provided Internet access/hot spots for some students in need, but do not have the funds to provide access for all. The Mayor suggested that the City partner with the District to support this endeavor. There was support of Council. She also suggested supporting low income families in our community, explaining that people in poverty have a greater likelihood of contracting COVID-19. Among the reasons for this is use of public transit to apply for services in-person. Providing internet would allow residents to stay home and apply electronically for services and assistance. Mayor Acri indicated that Project Now has received $300,000 for rent subsidies. Additionally, it is providing adolescent support for job training, internships and subsidized employment. Mayor Acri suggested that the CDBG COVID-19 funded loan program might be rolled out slowly as we strive to understand the breadth of similar and complimentary programming within the community. Staff will investigate and provide more information by the May 19 Council meeting. Alderman Potter suggested that the loans be parsed at amounts less than the full $10,000 for businesses that might not need this much assistance. Alderman Parker suggested that Class K liquor licensees be restricted from funding. There was continued discussion of supporting internet access to students. Mayor Acri indicated that it is reasonable to expect that this situation will be ongoing, so digital equity is important to establish. Until the grant funds are in hand, the district is limited and the City’s help now would enable immediate support. Alderman Parker inquired if some funds might be allocated to a food bank. Staff will confer with community partners, determine program eligibility of suggested activities and return with developed programs for Council’s consideration.
Sole-source Professional Services Agreement with Shive-Hattery Inc. for reroofing of the Moline Public Library. Sarah Mark, Interim Fleet Manager, shared the City’s plan to move forward with a sole-source professional services agreement with Shive-Hattery. Shive-Hattery would develop and design specifications for a new library roof, conduct the pre-bid meeting with interested bidders, review bids to ensure compliance, and perform inspections during and upon completion of the project. Staff expressed a high level of confidence in the firm’s designing and cost estimating expertise. Alderman Schoonmaker questioned why an engineering service is needed for guidance through this bidding process. There was discussion. Corporation Counsel Derke Price explained that developing and designing a commercial roofing system requires specific expertise, and Shive-Hattery has a good reputation and a good track record with the City. Mark and Library Director Bryon Lear will share information with the Library Grounds Board.
COVID-19 Update. J.D. Schulte, Interim City Administrator; Carol Barnes, Finance Director, provided a revenue update, attached, since the Council meeting last week. Keith Verbeke, Finance Manager, explained that the scenario presented assumes a 3-month closure with a very slow turn-around in the economy. A lag in tax revenue is projected, and the revised budget continues to project revenue shortfall of just over $10 million. There was discussion. Mayor Acri stated that Governor Pritzker has provided a phased reopening for the State of Illinois. This will be considered by the finance staff as projections continue to be adjusted. Alderman Potter indicated that one of the things that will become very important is our library and library services at reopening. Alderman Potter made a motion to direct staff to return $250,000 of the general fund reserves, recaptured at the end of 2019, to the library in preparation for its reopening. Seconded by Alderman Waldron. Motion failed with Alderman Waldron and Potter voting aye.
Barnes, referencing the expenditure summary, explained that staff has been developing summary spreadsheets that highlight large changes across all funds. These reflect the total reductions offset by the increase in expenditures by category to present an aggregate view of activity. Across all funds, expenditure reductions of $9.9 million have been made, with increases of just over $4 million. The net change in expenditures is approximately $5.8 million. Mayor Acri thanked Barnes for this usable format, and Council indicated that this is the level of discussion desired each week.
Public Comment
There was no public comment.
View recorded meetings at http://www.moline.il.us/CivicMedia?CID=9 The meeting adjourned at 7:35 p.m.
https://www.moline.il.us/ArchiveCenter/ViewFile/Item/6269
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