City of Moline Committee of the Whole met Sept. 1.
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; joined the meeting at 6:04 p.m.
Alderman Sonia Berg (Alderman At-Large) -electronically
ABSENT: Alderman Mike Waldron (Ward 7)
STAFF: Marty Vanags, Interim City Administrator
Janine Hollembaek Parr, City Clerk
J.D. Schulte, Public Works Director
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
Chris Mathias, Property Management Coordinator
Rodd Schick, Municipal Services General Manager
OTHERS: Derke Price, Ancel Glink
Kim and Kevin Blais, Residents
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, Schoonmaker and Berg. Motion passed on roll call with the following vote: ayes: Aldermen Williams, Parker, Wendt, Potter, Moyer and Berg; nays: none.
Questions on the Agenda
There were no questions on the agenda.
Agenda Items
1. Strong Communities Program Grant, Round 1. K.J. Whitley, Community Development Program Manager, indicated that staff is seeking Council approval to apply for the Strong Communities Program (SCP) Round 1 Grant opportunity. Three Rounds are anticipated. The SCP provides grant funds to municipalities, counties, and land banks to address affordable housing needs and community revitalization efforts. Whitley explained that the City is in the midst of a land bank study, expected to be complete by year-end, to determine feasibility in Moline and Rock Island County. SCP will return vacant residential properties to productive and taxable use through rehabilitation and provide funds for demolition in cases where properties are beyond repair and negatively impacting neighboring residences. The purpose of the Program is to use funding from the Build Illinois Bond Fund to make grants to municipalities, counties, and land banks to assist with their costs incurred for the acquisition, maintenance, rehabilitation and demolition of abandoned residential property in the jurisdiction. The grant application deadline is September 28, 2020, and staff plans to request $250,000, the maximum funding allowable. Alderman Potter, seconded by Alderman Williams, moved to approve. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker and Williams; abstention: Alderman Berg as a member of the Illinois Housing Development Authority (IDHA) Board; nays: none.
2. Enterprise Zone Expansion. Chris Mathias, Property Management Coordinator, stated that staff seeks approval to concur with the Quad City Enterprise Zone Management Board’s recommendation to expand the Quad City Enterprise Zone. The Cities of Moline, East Moline and Silvis, the Village of Milan, and the County of Rock Island, adopted resolutions to enter into an Intergovernmental Agreement (IGA) to commence on January 1, 2019, for the purpose of establishing an Enterprise Zone. These Local Governments have requested adding territory to the Enterprise Zone, and the amended territory would include two new projects from 3M in unincorporated Rock Island County and Vibrant Credit Union, located at the former Sam’s Club building in Moline. The 3M expansion would be 87.84 acres, or 0.137 square miles, and the Vibrant Credit Union expansion would be 14.8 acres of parcels and 0.37 acres of roadway connectors, for a total of.024 square miles. This would increase the total Enterprise Zone area from 13.286 square miles to 13.447 square miles. A motion was made by Alderman Moyer to approve. Seconded by Alderman Potter. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Berg and Williams; nays: none.
3. Enterprise Zone Intergovernmental Agreement. Chris Mathias, Property Management Coordinator, indicated that staff seeks approval to amend the current Intergovernmental Agreement (IGA) to add territory to the Enterprise Zone to include the expansions at 3M in Rock Island County and the new Vibrant headquarters to be located at the former Sam’s Club in Moline. A motion was made by Alderman Moyer to approve. Seconded by Alderman Potter. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Berg and Williams; nays: none.
4. Library Roof Replacement. Rodd Schick, Municipal Services General Manager, stated that the Library’s existing roof has exceeded its warranty and useful life expectancy, the roof has failed and caused multiple interior flooding events due to rainfall. Temporary repairs have been made and sandbags have been distributed to keep the rubber membrane from coming off the building during high winds. The project was put out for public bid with a closing date of July 21, 2020. Six (6) bids were received:
1. Tiles in Style, LLC = $1,620,722.78
2. RA Oldean = $775,792.00
3. Economy Roofing = $727,570.00
4. T & K Roofing = $681,676.00
5. Sterling Commercial Roofing = $664,000.00
6. Jim Giese Roofing = $633,400.00
Jim Giese submitted the lowest responsive and responsible bid. Staff is seeking approval of a contract with Jim Giese Commercial Roofing Inc. for the Moline Public Library Roof Replacement for the amount of $633,400. Alderman Potter, seconded by Alderman Moyer, moved to approve. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Berg and Williams; nays: none.
5. Crossing Guard Hiring. Darren Gault, Chief of Police, explained that the Police Department requests that Council grant an exception to the hiring freeze and authorize the Human Resources Department to move forward with the advertisement and hiring of four crossing guards and a deeper pool of alternate crossing guards to serve as substitutes. The City of Moline maintains 20 crossing guards and one supervisor to post cross walks throughout the city near elementary and middle school locations. Pursuant to Resolution 1221-2010, the city agreed not to decrease the number of crossing guards to schools between 2010 and 2022. Currently, there are three alternate crossing guards who serve as substitutes when a permanent guard needs a day off. One alternate is only available in the fall semester. Alternates only receive pay when a permanent guard is off and doesn’t receive pay, resulting in a budget neutral situation. A motion was made by Alderman Williams to approve. Seconded by Alderman Moyer. There was discussion. Human Resources Manager Alison Fleming confirmed that crossing guards are paid $20/day when they work, and there is a potential risk of unemployment cost to the City. Chief Gault explained that pedestrian traffic volume is significantly lower because of hybrid learning implemented by schools during the pandemic. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Berg and Williams; nays: none.
6. Pedestrian Crossing Ordinance. Marty Vanags, Interim City Administrator, indicated that the City previously designated a crosswalk and installed a Pedestrian Crossing Signal midblock on Sixteenth Street between Twenty-fifth and Twenty-sixth Avenues for the benefit of pedestrians walking to Garfield Elementary School. Garfield Elementary School is now closed and converted to another use, and the City desires to remove and repurpose the pedestrian crossing signal equipment. This ordinance amendment will remove Midblock on Sixteenth Street between Twenty-fifth and Twenty-sixth Avenues as a designated crosswalk and enable the City to remove the signal. Vanags stated that the estimated cost of removal is $3,000. Staff recommends removal of the signal head and postponing removal of the mast and base until next year. Alderman Parker, seconded by Alderman Moyer, moved to approve. There was discussion. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Berg and Williams; nays: none.
7. Other. By way of update, Derke Price, Corporation Counsel, explained that, per Council’s direction, staff has identified properties for annexation to City water, and letters are being mailed out to those property owners.
Informational
Generator Repair Update. Marty Vanags, Interim City Administrator, provided an update on the repair/replacement of the emergency generator that supports Central Station. This generator powers the entire building during an emergency power outage. At the August 18, 2020 meeting, Council authorized staff to spend up to $100,000 to replace the generator. Fortunately, it was determined that the generator is in good condition with the exception of a fuel line and pump in need of repair. A portable emergency generator will be immediately rented and installed, at an approximate cost of $14,100, to ensure power back up to the building while the main generator fuel line and pump is being repaired. The repair cost is approximately $15,000, to be paid from Facilities (“mechanical”) which has more than ample funds, and should be completed within a four- month time frame.
Mowing/Storm Debris/Leaf Vacuum Program. Marty Vanags, Interim City Administrator, shared that storm debris cleanup on the main routes to and around schools was completed a week ago. Staff then began a sweep of the City from the west to the east. Operating hours of the dump site is a limiting factor, and Raney’s required that limbs be cut to 7-foot lengths to be accepted for disposal. As of today, storm debris will instead be hauled to the nearest park and placed in the parking lots. This will enable more efficient cleanup of residential properties. The cleanup in the parks will take longer, but that work can be managed over a longer period of time without significant impact to the community. To reduce remaining cleanup time from 6 to 4 weeks, Vanags recommends overtime, with crews working 10-hour days Monday through Friday, 6 hours on Saturdays and maintaining this schedule for 3 to 4 weeks. The estimated overtime cost would be about $12,000/week. The debris will be dealt with over the colder months between leaf pick up and snow events. Neighboring cities of Rock Island and Bettendorf have been operating with similar overtime schedules. Council directed staff to provide public notice tomorrow that storm debris for pick up must be at the curb immediately. This will be communicated by press release and social media posts. There was discussion. Mayor Acri clarified that overtime was not restricted by Council, but that staff was asked to communicate the need for overtime to Council. Rodd Schick, Municipal Service General Manager, indicated that overtime was discontinued after the first week of clean-up; 20 staff are available on a daily basis for clean-up. Council authorized staff to do whatever is necessary to expedite storm clean-up. Staff will provide an update on September 15, 2020. Recreation, Utilities and Engineering staff have stepped up to assist with mowing. This has been more manageable due to drought conditions. A private company under contract for mowing nuisance properties will be engaged if additional assistance is needed. The leaf vacuuming program was not cut from the amended (COVID-19) budget. Staff will develop and present a plan to Council within the next couple of weeks.
Dark Traffic Signals Policy. Marty Vanags, Interim City Administrator, has asked Public Works to provide a written policy and that is forthcoming. The City maintains 107 traffic signals, 44 of those are controlled by the Illinois Department of Transportation (IDOT) and so they reimbursed the City for that cost. Of those signals, 11 are controlled crosswalks, and only two have battery backup. Those are IDOT signals. The policy moving forward could change, and Council directed that staff investigate the cost of battery back-up. Vanags will present a recommendation at the next meeting on September 15, 2020.
Stormwater Utility Update. Marty Vanags, Interim City Administrator, referenced a memorandum describing the City’s Stormwater Utility program, which includes a permitting review and information about how the system is managed. Private facilities were identified and are to be inspected on a rotating five-year basis. A GIS map was provided, showing the many public and private locations that the City manages and maintains. There is 119 miles of stormwater mains in the City. GIS staff will create separate maps for private and public facilities, and those will be broken into quadrants for easier viewing. Vanags stated that two challenges exist: 1) under the COVID-19 budget, the Environmental Manager position remains vacant. Utilities Manager Tony Loete is currently performing this function; 2) the Stormwater Fund is showing a very low fund balance, and that will have to be addressed if infrastructure is to be maintained. Alderman Wendt had submitted questions prior to the meeting, and staff will answer those and share with the entire Council. With the input of the City Council in review of the Capital Improvement Plan this month, staff will return with firm recommendations as part of the 2021 budget.
Bikeways Plan Update. At the last City Council meeting, staff was asked to determine how long it would take, what steps would be involved, and what resources would be needed to implement the Bikeways System as contained within the Moline Bikeways Plan. In response to this question, the City’s Complete Streets Committee has determined that implementing the Moline Bikeways System would be best accomplished by including Bikeways System development as part of the overall Complete Streets project. Jeff Anderson, City Planner, has provided a Project Action Report, included in this agenda packet, outlining details of that initiative. As a subset of the Complete Streets Policy, initial implementation of the Bikeways System would include recommendations pertaining to classification of Bikeways segments in terms of segment design type, e.g., striped bike lane within the roadway, or a side path separated from the roadway. Ultimately, the policy report would recommend and lead to language for amendments to the City’s Comprehensive Plan and Zoning and Land Development Code to guide system development through Bikeways segment classification and bikeways facility design standards for each facility classification type. Staff estimates that the policy report could be developed in-house but would take a considerable amount of time due to higher priority projects and daily agendas. Using an outside consultant and initial estimate to complete a study would be $40,000 to $60,000 to draft a Policy Report. It is possible this could be grant funded, and staff believes this would be a good project to consider funding through IDOT’s State Planning and Research grant program. The Complete Streets Committee, which is ad-hoc, has initiated a review of streets and considered “road diets”. Vanags proposed the establishment of a formal planning, or “mobility”, committee to look at opportunities to best prioritize and most cost-effectively execute road maintenance work. That type of committee could manage limited scope initiatives like “Complete Streets Policy” development, but would reach further to develop a long term mobility strategy:
how people are transported throughout the City whether on streets, bikeways, sidewalks, hiking paths, etc. Strategies might include autonomous, alternative and micro transportation, tied to the Capital Improvement Plan with oversight to that process and implementation. The committee or working group would include staff, Council members, and community stakeholders. Vanags recommended assembling the working group right away and perhaps engage in the study after the first of the year. There was discussion. The inclusion of traffic calming and the prioritization of missing link sidewalks was suggested.
REBUILD Illinois/Capital Improvement Plan. Marty Vanags, Interim City Administrator, indicated that staff is reviewing potential opportunities for capital improvements in the City, and these projects will be prioritized and included in the 2021 Capital Improvement Plan (CIP). The review process includes a review of the existing CIP to determine the level of completion and its current status, a survey and inventory of capital assets and an analysis of current and future revenue sources. The CIP will be presented during the September 15, 2020 Committee-of-the-Whole work session. Vanags stated that a good CIP requires Council’s input and reconciliation to Council goals. A five-year plan will also be developed and presented. There was discussion. Staff will identify any overbid 2020 capital improvement projects and suggest infrastructure projects with unused restricted funds that may be reallocated. Staff was asked to make the 5-year CIP available on the City website. Barnes was asked to resend the 3-year CIP analysis previously provided which illustrates overbid project impact projects on reserve funds.
Administrator’s Update. Marty Vanags, Interim City Administrator, explained that the Overtime Report emailed to Council provides a comparison since May of this year to that same period last year and will be continuously updated. Since August 26, 2020, park restrooms are reopened and will be cleaned and sanitized daily by Service Master Restoration. Restrooms will remain open through October, 2020 and portable toilets have been removed. Completed on June 8, 2020, the crack filling contract was budgeted at $100,000; however, the total actual expense was $81,382.92. A map showing crack seal locations will be emailed to Council. In regard to the Emerald Ash Borer tree removal program, the City’s Arborist reported that 42 ash trees have been removed so far (32 by City crews and 10 by private contractors) with 5 additional trees under contract to be removed soon. Eleven of the trees removed were in the Parks and the rest on the right-of-way. According to the Parks Department and their 2020 goal-setting document, there were over 500 Ash trees in the City’s Parks, so it will likely take years to remove them all. On August 21, 2020, the Moline Fire and Police Departments were dispatched to 7th Avenue and 19th Street for a rollover crash of a petroleum tanker that was carrying 7,600 gallons of diesel fuel leaking onto the roadway. Fire personnel identified the damaged area and installed wooden plugs to slow the leak. Simultaneous to this, workers from the bridge construction site immediately responded to the area with construction equipment hauling sand. They created a berm around the leaking fuel thereby protecting the storm sewer from fuel-infiltration. Employees from Public Works arrived to ensure that the water and sewer system were secure and proceeded to assist the Police Officers with traffic control device modifications to ensure safe traffic flow in the area. The Moline Fire Department personnel on-scene consisted of two Engine Companies, an Ambulance, an Incident Commander and the Training Officer for a total of ten personnel. Seven of the personnel on scene were trained at the Hazardous Materials Operations level (a 40-hour course) and three personnel were trained at the Hazardous Materials Technician level (an 8-hour course). Vanags acknowledged the excellent teamwork on Fire, Police and Public Works personnel. He also expressed appreciation for the assistance of Kraemer and Walsh Inc. and the State Police. The City is gathering data on the incident and will invoke an out-spill ordinance to enable reimbursement of clean-up expenses. There were no injuries nor damage to the roadway; no citations were issued.
Public Comment
Resident Kim Blais, 1830 26th Avenue, addressed the Council. Mrs. Blais stated that in 2010, she and her husband, Kevin, entered into an agreement with the City to connect to City sewer service with the understanding that the agreement could be renewed at the end of the 10-year term. Mr. and Mrs. Blais wish to renew the agreement in the hope that neighbors will connect to City services in the next few years, and thereby allow the Blais’ to recoup some of their $26,000 investment. Mayor Acri indicated that Derke Price, Corporation Counsel, will review the agreement and provide direction.
View recorded meetings at http://www.moline.il.us/CivicMedia?CID=9 The meeting adjourned at 7:16 p.m.
https://www.moline.il.us/ArchiveCenter/ViewFile/Item/6552
Alerts Sign-up