City of Moline Committee of the Whole met June 23.
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)
ABSENT: Alderman Sonia Berg (Alderman At-Large)
STAFF: Marty Vanags, Interim City Administrator
Janine Hollembaek Parr, City Clerk
J.D. Schulte, 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
Tony Loete, Utilities General Manager ~electronically
Chris Mathias, Property Management Coordinator
OTHERS: Derke Price, Ancel Glink
Michael Malatt, Baker Tilly Virchow Krause, LLP ~electronically
Holmes Murphy & Associates, LLC representatives ~electronically
Deddeh Sumo, Trinity College of Nursing and Health Sciences student
Mayor Acri called the meeting to order at 6:00 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 and Schoonmaker. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Williams and Parker; nays: none.
Questions on the Agenda
There were no questions on the Agenda.
Agenda Items
1. A Resolution accepting the Comprehensive Annual Financial Report prepared by Baker Tilly Virchow Krause, LLP for the Fiscal Year of January 1, 2019, through December 31, 2019, for all municipal funds. Carol Barnes, Finance Director, indicated that the Comprehensive Annual Financial Report for the City of Moline for the fiscal year ended December 31, 2019, is submitted for City Council acceptance. The primary objectives of a financial audit are: (1) to express an opinion on the fairness of the financial statements in conformity with generally accepted accounting principles; and (2) to determine whether the City has complied with applicable legal requirements in obtaining and expending public funds. The audit for fiscal year 2019 was performed in accordance with generally accepted auditing standards by the accounting firm of Baker Tilly Virchow Krause, LLP. These standards are required to obtain reasonable assurances that the general purpose financial statements are free from material misstatements. The opinion given in the Report on the Independent Auditors states that the general purpose financial statements present fairly, in all material respects, the financial position of the City of Moline on December 31, 2019, and the results of the City’s operations are in accordance with generally accepted accounting principles. The City of Moline has received the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers’ Association for 27 consecutive years and will be submitting the 2019 CAFR for award consideration. Copies of the CAFR will be made available to the public for reference at the Moline Library, Moline Finance Department and via the City’s website. No motion was made. The final Resolution and report will appear on the July 7, 2020 Council Agenda.
2. A Resolution authorizing the Mayor and City Clerk to execute and attest to an agreement with Holmes Murphy & Associates, LLC (“Holmes Murphy”) for health benefit consulting services for a period of three years commencing August 1, 2020. Alison Fleming, Human Resources Manager, explained that a request for proposals for health benefit consulting services was published, and Holmes Murphy & Associates, LLC (“Holmes Murphy”) provided the proposal that is most advantageous to the City and in the City’s best interest. The total budget for health benefit consulting services in the active and retiree health fund for 2020 is $36,800. The cost of services under the Holmes Murphy agreement is $30,000 for each year of the three-year agreement. This would result in a savings of $6,800 for the 2020 budgeted amount. Services provided include renewal strategy and services, compliance assistance, health plan data analysis, development of a long-term plan, analysis of retiree data and benefits, negotiation of plan administration fees with third-party administrators, and assistance with cost containment strategies. A motion was made by Alderman Parker to approve. Seconded by Alderman Moyer. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Williams and Parker; nays: none.
3. A Resolution authorizing the Mayor and City Clerk to execute and attest to a Land Lease Agreement between the City of Moline and GTP Acquisition Partners II, LLC for City-owned property located at 4213 16th Avenue, Moline. Chris Mathias, Property Management Coordinator, stated that the City of Moline has a site license agreement with GTP Acquisition Partners II, LLC to allow GTP’s cellular facilities on City-owned property located at 4213 16th Avenue. The site license agreement will expire on July 15, 2020. The parties wish to enter into a new land lease agreement to allow the cellular facilities to remain on the City-owned property for an additional 25 years (an initial 5-year term under the new agreement with automatic renewals of four 5-year renewal terms). The base rent for the first year is $30,000. For the full 25 years, the combined rents would total a projected $2,260,795, including a $45,000 signing bonus in 2020 and an annual base rent increase of 3.5%. The City would receive 100% of the $2,260,795 compared to $1,582,556 (70%) under the existing agreement, an increase of $657,157 over the 25-year period. Upon execution, this land lease agreement shall supersede the existing site license agreement. Should GTP opt not to extend, written notice must be provided to the City at least 60 days prior to the expiration of the initial term or a renewal term. A motion was made by Alderman Moyer to approve. Seconded by Alderman Wendt. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Williams and Parker; nays: none.
4. A Resolution amending the 2016 Rock Island County Multi-Jurisdictional Local Hazard Mitigation Plan by adding and incorporating therein eleven new hazard mitigation projects. Jeff Anderson, City Planner, shared that the City of Moline approved and adopted the Rock Island County Multi-Jurisdictional Local Hazard Mitigation Plan in 2016 pursuant to Resolution 1144-2016. The City, with assistance from Rock Island County and the Bi-State Regional Commission, periodically gathers information, prepares and updates the Rock Island County Multi-Jurisdictional Local Hazard Mitigation Plan. In addition to providing an inventory and assessment of local hazard conditions, potential hazard occurrences, and hazard mitigation strategies, the Plan assists with obtaining federal hazard and disaster-related funds by listing hazard mitigation projects that may be the subject of future funding requests within the Plan. A motion was made by Alderman Waldron to approve. Seconded by Alderman Potter. Anderson explained that the projects were chosen upon review and identification by staff and elected officials. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Williams and Parker; nays: none.
5. A Resolution authorizing the Mayor and City Clerk to execute and attest to a proposal with MidAmerican Energy Company (MidAmerican) for installation of electric service to the Oak Glen Water Tank site in the amount of $27,852.26. Tony Loete, Utilities General Manager, indicated that the City acquired water tanks from Rock Island County in May 2018 for future use with the City’s public water system. In 2019, the City was awarded an Illinois Department of Economic Opportunity Grant in the amount of $60,000.00 for use in rehabilitation efforts related to the Oak Glen Water Tanks. The City requested an extension for the use of these funds due to task interference and COVID-19 challenges. The City has been given an extension to June 30, 2021, to use the grant funds. Previous electric service to the site is obsolete and could not be re-used. City staff has therefore been communicating with MidAmerican to arrange for installation of new electric service. Through these discussions, MidAmerican has identified additional customers that will benefit from this new facility, and MidAmerican has lowered its original price proposal to the City. Costs related to electric supply are grant reimbursable expenses. This agreement includes installation of conductors and transformers needed to power pumping facilities and other appurtenances at the site. Staff expects to contract separately for the installation of required conduits. A motion was made by Alderman Waldron to approve. Seconded by Alderman Wendt. It was noted that the original proposal was approximately $73,000. The primary reason for the reduced cost is identification of a shorter route with a greater number of customers to be served. Loete confirmed that City- supplied maintenance items remain the same and are reimbursable by the grant. If a meter is installed, there will be a fee and the meter will be pulled after refurbishment efforts are complete. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Williams and Parker; nays: none.
6. Other. Derke Price, Corporation Counsel, explained that during the recent sale of The Mills at Riverbend Commons, 2900 River Drive, an encroachment was discovered. The Plan Commission had granted a special use permit for a group living facility and parking lot to be built there, and that parking lot is encroaching on the water main. To avoid economic waste, the owner has agreed to pay $10,000 for an encroachment license allowing the City to make any necessary repairs to the main, with repair of the concrete by the owner. At the end of the asphalt’s useful life, the City will design as initially intended.
7. Other. Derke Price, Corporation Counsel, shared that on Friday, June 26, 2020, the state will enter Phase 4 of Governor Pritzker’s 5-phase Restore Illinois Plan. This will allow bars and restaurants to serve patrons inside establishments at limited capacity. Counsel recommends allowing approved outdoor dining to continue and, at renewal, licensees will be charged 40% of the licensing cost with no charge for Option 1 Outdoor Use. Mayor Acri suggested that the same discounts be applied for new liquor licenses issued within the next year. 2020 outdoor dining will continue until the first forecast of a 2-inch snowfall. Additional direction will be provided in the spring. Parklets may be added downtown. Mayor Acri will renew the executive order to extend outdoor dining. Staff will work on marketing outdoor dining.
8. Other. Marty Vanags, Interim City Administrator, reported that The Department of Housing and Urban Development has approved Substantial Amendment 2 to the City’s 2019 Annual Action Plan, which added CDBG CARES Act funding and activities. The City will be working with the School District on digital equity projects.
9. Other. Chief Gault requested Council guidance on discretionary overtime. As part of COVID-19 pandemic budget cuts, staff was directed to limit overtime. In preparation for upcoming 4th of July celebrations, Chief Gault is requesting Council approval to add 2 officers on each July 3 and July 4, at an approximate cost of $1,200. With the cancellation of public fireworks displays, resident use of personal fireworks has increased and has begun earlier than usual. Gault reported that there were 47 fireworks complaints last weekend, compared with 2 at that same time last year. Shift commanders will ticket at their discretion. Council is in support of the overtime request.
Informational
Proposed Refunding of the City’s General Obligation Refunding Bonds, Series 2012F. Carol Barnes, Finance Director, explained that with interest rates being so low, the City has the opportunity to refinance its General Obligation Refunding Bonds, Series 2012F, for potential savings of upward of $150,000 over the life of the bonds. A true interest cost of 1.2% is assumed and is net of all issuance costs. The final term in 2024 will remain unchanged. The proposed savings would be divided between three funds and realized over four years, with approximately $92,000 going to the water fund, $17,000 to stormwater and $41,000 to the Capital Improvement Fund. There is currently approximately $2.3 million outstanding on this issue, and with the smaller size and shorter term, the City’s financial advisors are recommending a private placement with banking institutions, including local institutions. With private placement, issuance costs are reduced with a simpler process that includes a request for proposals with open and closing dates. The process typically takes 45-60 days with projected closing in early August. The consensus of Council is for staff to proceed with the proposed refinance.
Moline Police Update. Darren Gault, Chief of Police, stated that the police leadership team is on top of current trends facing the nation. The City is in the midst of the most educated, diverse, and progressive police workforce in its history. The current sworn staff is comprised of 15% minority representation, roughly the same as the community census. With recruitment a top priority, nearly one third of sworn staff has less than 5 years of service, and two new officers have Master’s degrees. New police officers are highly trained by state certified police academies in Illinois. Chief Gault provided curriculum and training requirement details. The Moline Police Department (MPD) is compliant with all statewide training mandates and is constantly seeking high level training opportunities that include crisis intervention, use of force, defensive tactics, de-escalation, officer wellness and leadership. The MPD has a robust use of force reporting system. In compliance with the Quad Cities Use of Force Continuum, Moline officers file a report when they encounter a situation involving an active resistor or aggressive assailant. In Moline, use of force occurs in less than 1⁄4 of 1% of police incidents. The entire department is equipped with body cameras. Chief Gault indicated that of vital importance to the improvement of police service is listening to various representatives of our community stakeholders, and he has been on a deep listening tour that will continue over the next weeks and months. On June 3, 2020, the Quad Cities Law Enforcement Chiefs and Sheriff partnered with the NAACP on a public statement and response to the tragic and irresponsible death of George Floyd in Minneapolis. Since that time, the MPD has continued to meet with the NAACP to listen, discuss and collaborate on policing in the community. Chief Gault has also met with grass roots groups: creators of “The Resolution”, a plan to end racial injustice; The Village of 1000 Elders; and the Executive Director of Churches United. Chief will also be meeting with Clock Inc., an organization that provides resources for LGBT individuals, and with members of Moline’s communities of color. While the flashpoint topic has been policing, the conversation has expanded to systemic racism in America. The police department in Moline, like many other communities across the country, are first responders for everything from a terrorist attack to a neighborhood dispute. Chief Gault shared that he is encouraged by many of the new conversations that he has participated in over the last several weeks. While it is a difficult time for law enforcement, Gault expressed appreciation of those, especially local groups, that recognize that law enforcement is not THE conversation, but A conversation among many. There is much work to be done on social equity from police to courts, housing to healthcare, education to jobs, youth to adult and public to private sectors. Strategies like early childhood education, functional family therapy and social community involvement are investments in time and create a safe community that benefits everyone. Gault asked that the successes of the Moline Police Department be celebrated, expressing his sadness that work by the Quad Cities law enforcement community has been diminished by the terrible actions of officers like those in Minneapolis. The MPD has great partnerships, relationships, conversations and programs. Moline officers are doing great things with big hearts and compassion for our community. Gault stated that professionalism, teamwork and integrity are core values instilled in the MPD, and become even more meaningful in navigating this challenging time. Moline police officers have embraced those values and display them daily in their service to this community. Mayor Acri acknowledged that Chief Gault is a leader in our community and thanked him for his work.
Derke Price, Corporation Counsel, explained that typically the Board of Fire & Police Commissioners have authority over hiring, firing and discipline. Moline’s home rule powers allow delegation of further authority to direct policy and procedures. Proactively, the Board, along with Chief of Police Darren Gault and Mayor Acri, would create a citizen committee to provide input on Moline policing to improve effectiveness and efficiency. Jurisdictional control would be built into the bylaws.
Public Comment
View recorded meetings at http://www.moline.il.us/CivicMedia?CID=9 The meeting adjourned at 7:18 p.m.
http://www.moline.il.us/ArchiveCenter/ViewFile/Item/6375
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