City of Moline Committee of the Whole met Sept. 15.
Here is the minutes provided by the committee:
PRESENT: Mayor Stephanie Acri (Chair)
Alderman Scott Williams (Ward 1)
Alderman David Parker, Jr. (Ward 2)
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) - electronically
ABSENT: None.
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
David Rowatt, Interim 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
Tara Osborne, Grant and Project Accountant
Joe Kuhlenbeck, Building Official
Laura Klauer, Civil Engineer - electronically
Darrel Preston, Construction Manager - electronically
Rodd Schick, Municipal Services General Manager
Tony Loete, Utilities General Manager
OTHERS: Derke Price, Ancel Glink
Mark Peterson and Katy Rush, GovHR - electronically
Mayor Acri called the meeting to order at 6:00 p.m. in Council Chambers.
Remote Electronic Attendance
Alderman Moyer, seconded by Alderman Waldron, moved to approve the remote electronic attendance of Aldermen Wendt, Schoonmaker and Berg. Motion carried on roll call with the following vote: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
Approval of Financial Committee Minutes
Alderman Parker, seconded by Alderman Moyer, moved to approve Financial Committee meeting minutes of September 4, 2020. Motion carried on roll call with the following vote: Mayor Acri, Aldermen Wendt, Potter, Moyer, Schoonmaker and Parker; nays: none.
Questions on the Agenda
There were no questions on the Agenda.
Informational
Council Goal #6 - Review & Evaluate Alternative Municipal Service Delivery Approaches. Derke Price, Corporation Counsel, provided an introduction and indicated the need to review some history. Price stated that Moline has been beset by inaccurate reporting by the QC Times/Dispatch newspaper, that has fanned rumors and impacted morale and productivity as well as created potential bargaining unit issues. Price stated that he wishes to set that historical record straight. Ancel Glink attorneys work with City staff to manage risk and defend worker’s compensation cases with incredible results. In speaking with the attorneys, Price learned that City staff relayed three things: 1) the belief that the City Council has had secret meetings, using the COVID-19 pandemic as an excuse, and discussed firing everyone; 2) that the GovHR team was interviewing employees to garner information needed for the transition and; 3) that the employees would not have jobs after the study was complete. The employees pointed to a particular newspaper article that had taken out of context comments made by City Council members. Price stated that this must end, because it is a disservice to every person here. Review of the delivery of municipal services, by a third party firm, has been discussed by the City Council since 2018, and can be found in the minutes. The Legal Department was reviewed first, in February 2018, when a request for proposals was initiated. The City Attorneys left employment prior to completion of the study. On June 29, 2019, Council reaffirmed its public commitment to review and evaluate alternative municipal service delivery approaches and investigate shared services with neighboring municipalities to reduce costs. In 2018 alone, no less than 10 votes were taken to publicly commit to that process. Council Goal #6 was further reaffirmed during budget sessions at the end of last year. GovHR is doing nothing more than what has already been planned for, and no one has ever been told that they will not have a job. Price stated that he hopes providing this history will put to rest the idea that the Council is out to cut employees.
Mark Peterson and Katy Rush, GovHR, provided an update on the ongoing study that includes four functional areas: Human Resources, Information Technology, Inspections and Engineering. GovHR embarked on this study with no preconceived outcomes. Peterson acknowledged that the team was given free rein to develop an objective process to improve efficiency in those functional meetings. Employees interviewed were cooperative, respectful, courteous and responsive. The team began the process with an understanding that in order to make recommendations for change and possible restructuring, an understanding of services provided, work flow, outcomes and expected outcomes was required. The team gained a pretty thorough understanding by meeting with each employee within those functional groups, spending at least 30 minutes with each and following up for more information. Each employee completed a survey to help the team understand the work done. Budgetary data performance metrics and job descriptions were studied, and benchmarks were established by looking at others in the industry. The team looked for better approaches to delivering services to improve efficiency and effectiveness and consulted with a number of subject-area experts to see what has worked in other communities. Now in the latter stages of the process, the results are being analyzed and fine-tuned. Rush explained that the team delved deep and took the time, that perhaps employees do not have, to really evaluate opportunities, to assess value in terms of operations and how services are provided to the community. This is difficult work. Policy decisions going forward can be difficult and sensitive. A second set of eyes is useful to evaluate and consider different and alternative ways for providing the service and giving employees the tools to provide them. It is possible that the study will provide affirmation that what is working should be maintained. The resulting report will provide data from which the City Council will have to make some deliberate considerations. It may choose not to take the recommendation. Implementation is part of this very important process. How sensitively that is addressed is part of each City Council position. A report in at least draft form is expected within 30 days.
Additional COVID-19 CDBG CARES Act Funding ($268,780). K.J. Whitley, Community Development Program Manager, stated that notification of the allocation was received this afternoon. Whitley explained that in 2019, the City received more than $1.5 million from the U.S. Department of Housing and Urban Development (HUD); almost $800,000 of this is deemed COVID-19, and the remainder is the annual allocation.
Tara Osborne, Grant and Project Accountant, explained that a previous downward trend has shifted with the annual allocation increasing approximately $100,000 annually over the last few years. Osborne stated that the timeliness of how allocated funds were spent has contributed to this increased funding. Some of the programs being considered for the most recent allocation include a disadvantaged business forgivable loan program and resident shelter, food and transportation assistance. Staff will develop a plan for use of these funds and return for Council’s direction in late October or early November. Whitley provided an update on the Digital Equity Program, sharing that IT has purchased 58 computers with software, and Project NOW has and will be scheduling broadband installation at participating homes. Whitley explained that those that received money from the state for rental assistance cannot receive City funding for the same use. Alderman Berg will assist in obtaining names and addresses of residents receiving IDHA assistance in order to avoid funding duplication.
Accounting and Budgeting Principals and Policies Update. Carol Barnes, Finance Director, provided additional information as requested by the financial committee:
A fund balance policy is being finalized and will be brought for Council review on October 6, 2020.
o After review of Information Technology 5-year cash flow, staff determined that a minimum fund balance of $150,000 in reserves would be adequate to support fluctuating capital expenditures. This will be included in the fund balance policy being finalized. Alderman Parker, seconded by Alderman Potter, moved to approve the recommendation for minimum fund balance of $150,000 in IT reserves for the 2021 Budget. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
o In regard to Retiree Health Fund reserves, staff recommends maintaining a minimum of 25% with net available cash reserves to total net Other Post-Employment Benefits (OPEB) liability and progress annually to fully funding the Liability. Alderman Wendt made a motion to maintain a minimum of 25% plus the percentage increase in OPEB liability from the previous year. Seconded by Alderman Parker. There was discussion. This language will also be incorporated into the fund balance policy. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
Pertaining to vested vacation and payout, staff was asked to consider tracking the actual rate earned. Alison Fleming, Human Resources Manager is reviewing to see if this is possible and staff will provide an answer at the October 6, 2020 meeting.
With the exception of $500,000 for flood insurance, there are no restrictions on WPC reserve funds. Net unrestricted reserves = $14 million. Tony Loete, Utilities General Manager, will be presenting projects planned for the next 5 years that include improvements to bio-solids dewatering equipment, decreasing phosphorous discharge limits and facility improvements at South Slope.
WPC reserves can be used for stormwater projects, because there are unrestricted reserves available. Potential projects will be presented to Council over the next two months.
Three ordinance amendments will be brought for Council’s consideration on September 22, 2020: 1) revising the Home Rule Tax allocation to reduce to CIP and debt service transfers; 2) revise hotel/motel tax use to reflect recent legislation and case law; 3) revising the stormwater utility ordinance. There was discussion.
Administrator’s Update. Marty Vanags, Interim City Administrator, indicated that staff is still working on the dark signal policy. Council should have received the overtime report. J.D. Schulte, Public Works Director, stated that great progress has been made in storm debris pickup, and the City is on track to complete the first pass by the end of next week. Mayor Acri expressed thanks to Public Works staff. Last Friday, the City received Illinois Emergency Aid Network assistance, including 2 loaders and 9 trucks (IDOT), working on heavy concentrations in the Homewood neighborhood. To help them navigate the City, they were paired with City staff. A grinder will be utilized to help clear debris piled in the parks. This will happen after the community is cleaned up. Rodd Schick, Municipal Services Manager, stated that debris will be coarsely ground and a contractor/vendor will haul those chips to the Pekin area. Staff will provide cost data to Council. Schick explained that chips cannot be used in playgrounds because that material must be certified to have met standards; however, it might be used in some landscaping. Street staff was applauded for the wonderful work being done. Staff will develop a plan to include offering ground wood chips to the community. Information falsely reported by the media will be corrected.
Identification of Fourth Quarter Work Session Topics. Janine Hollembaek Parr, City Clerk, requested Council direction on fourth quarter work session topics.
October 13: #2 Neighborhood Stabilization & Revitalization/Neighborhood Partnership Committee
November 17: #6 Review & Evaluate Alternative Municipal Service Delivery Approaches/GovHR Study Results
December 8. #4 Moline Business Park Development Plan/Project Colossus TIF Review
Agenda Items
1. Moline Community Development Art Installation Licensing Agreement. Derke Price, Corporation Counsel, stated that staff seeks approval from the City Council to approve a City Artwork Licensing Agreement with the Moline Community Economic Corporation through which the Moline Community Development Corporation will commission and pay, with grant funds, for artists to paint artwork on City-owned planters as part of the Floreciente Streetscape project. The Artwork Licensing Agreement will allow the Moline Community Development Corporation (CDC) to assist the Floreciente Neighborhood Association with conducting a neighborhood art installation project. The project involves neighborhood participants painting planters that were installed as part of the Floreciente Streetscape project. The planters are City property located within City Right-of-Way. The painting of the planters will be overseen by local artist, Sarah Robb, who will be under contract with the Moline CDC. The artwork project will be conducted as part of the Hispanic Heritage Month celebration. Alderman Moyer made a motion to approve. Seconded by Alderman Williams. Motion carried on roll call with the following vote: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
2. Police Officer Hiring. Darren Gault, Chief of Police, requested that Council grant an exception to the hiring freeze and authorize the Human Resources Department to move forward with the conditional offer of employment testing for two officers to be hired in November to fill already vacant positions and authorize the Chief of Police to request that the Board of Fire and Police Commissioners approve the hiring of an additional three officers in January and further authorize the Chief of Police to submit the new officers’ names to the police academy for November and January as applicable. Alderman Parker made a motion to approve. Seconded by Alderman Berg. Motion carried on roll call with the following vote: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
3. One-Way 32nd Avenue. Joe Kuhlenbeck, Building Official, explained that Hamilton School and the City have received complaints from nearby residents and parents concerning the traffic congestion around Hamilton School. In September 2019, a temporary solution to the traffic congestion was implemented by the Police Department and Engineering Division under Section 20-2208 of the Moline Code of Ordinances: “Temporary Regulation.” 32nd Avenue was converted to a westbound one-way from 4th to 7th Street during school hours. The temporary measure did not require a change in ordinance. Staff seeks approval from City Council to adopt the westbound one-way on 32nd Avenue from 4th to 7th Street during school hours. Alderman Parker made a motion to approve. Seconded by Alderman Moyer. There was discussion. Chief Gault explained that there were some complaints at the beginning of August, but no other complaints are known to have been received since that time. The first month of school is always the most difficult as new parents become accustomed to the flow of traffic. Once people became used to the new pattern, it has gone well. Motion carried on roll call with the following vote: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
4. 12th Avenue Loading Zones. Joe Kuhlenbeck, Building Official, shared that the City completed two road diets this construction season: 19th Avenue between Rock Island and 16th Street and 12th Avenue between 41st Street and East Moline. This road diet work included new pavement markings, taking the existing 4-lane road down to a 3-lane road with a dedicated bicycle lane in each direction. The 12th Avenue road diet location is adjacent to Wilson Middle School. After completion of the road diet, concerns were raised about the traffic congestion around the school during school drop-off and pick-up times. Historically, parents would line up on 12th Avenue eastbound in the right lane, waiting for their turn to pull into the school and drop their child off. A similar occurrence would take place in the afternoon, with parents waiting in the right lane of 12th Avenue to pick up their child. After completion of our road diet, we made 12th Avenue a 3-lane roadway, so stacking of cars in the eastbound right lane isn’t possible without blocking through traffic. The Complete Streets Committee met on August 7th to discuss this issue. The Committee recommends adjusting some of the pavement striping to accommodate a 7’ wide bicycle lane, which can be used as a loading/unloading zone for parents during school pick-up or drop-off times. This recommendation was discussed with Corporation Counsel to ensure no potential liability for signing a bicycle lane as a temporary loading zone during specific time periods. He advised that this is the case, as long as the route is properly signed, that no added liability exists. Staff seeks approval from City Council to adopt loading zones on 12th Avenue between 41st Street and 48th Street during school hours. Alderman Waldron made a motion to approve. Seconded by Alderman Moyer. There was discussion. Staff will strive for consistency with other schools. Motion carried on roll call with the following vote: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
Work Session
2021 Capital Improvement Plan (CIP) – Council Goal #3 Repair or Replace a minimum of Six Miles of City Roadways Each Fiscal Year. J.D. Schulte, Director of Public Works, demonstrated the Onward Moline transparency tool that is accessible from the City’s website and explained that a completion status feature will be added for each project. Joe Kuhlenbeck, Building Official, reviewed the attached presentation. Anticipated revenues for projects was reviewed including allocations from Home Rule Sales Tax and Utility Tax of 60% and 80% respectively. Kuhlenbeck explained that the sidewalk program was tabled this year, so the program is backed up. The City pays for the sidewalks, but if homeowners agree to contribute 25% of the cost, they move up on the list. Staff was asked to look into using the City’s grinder to improve the safety of sidewalks where tree roots have grown into sidewalks. As discussed previously, REBUILD Illinois funds of $955,234 have been received this year, with an equal amount expected in 2021. Overall, street funding cuts in the amount of $1,146,857 are projected due to decreased Home Rule and Utility Tax, adopted and projected, revenues resulting from the COVID-19 pandemic. Kuhlenbeck explained criteria used for prioritizing projects to help guide Council’s recommendation. Details of the Engineering Priority Matrix were explained, with specific projects and their ratings presented. There are many infrastructure projects, and reserves may be spent down to a point at which Council is comfortable. Kuhlenbeck confirmed that unspent budgeted funds are included in year-end balances. One reason that the Motor Fuel Tax (MFT) fund is inflated is because funds were intended to be spent, but were not. Several projects are ready to begin, and the Engineering team has plenty of time to prepare 2021 projects. Asphalt Resurfacing and Alley Reconstruction locations have been identified. The Northeast quadrant/area of the City is the focus for asphalt resurfacing during the 2021 budget year. Kuhlenbeck indicated that 19th Avenue is a very high priority asphalt, grant-eligible project with an estimated cost of $3 million. Surface Transportation Program (STP) funding may be acquired through Bi-State Regional Authority. Kuhlenbeck stated that grant funding will be sought and in cases when funding is not obtained and the City Council directs for a project to proceed, the cost will be budgeted. Reconstruction of the retaining wall along Jane Addams School is an identified priority project. There was discussion that the land might be tapered to the point that a wall is not needed. Staff was asked to develop alternatives to the retaining wall and return with different scenarios, including cost. Recommended projects were outlined, as well as upcoming federally funded projects. There was discussion.
Tony Loete, Utilities General Manager, explained 2021 proposed water and sewer projects, specifically the elimination of red water, replacement of lead water services and focusing on areas with high infiltration and inflow that cause overflow conditions. The red water problem is down to 29 locations, with plans to continue with an investment of approximately $500,000 in trenchless projects. There is a concentration in the Homewood area, and this neighborhood will be addressed in 2021. The lead and copper rule is a federal drinking water standard that has received much attention over the past 5-7 years and the only drinking water regulation that has been moved forward by the U.S. Environmental Protection Agency (EPA). Regulations coming forward will require all communities with drinking water services to remove all lead water services. Loete stated that the responsible thing to do is to begin attacking these and devote $350,000 to replacement. As part of the City’s reactionary maintenance, approximately 60 have been removed annually. With the proposed funding allocation to this initiative, an additional 70-80 could be replaced annually. The new legislation would require removal of the entire service, and lead is found mainly on the City’s side. Illinois EPA low interest loans are available. Plans for complete reconstruction at 18th Street and Avenue of the Cities in 2021 were reviewed. Loete explained that while John Deere Road was being reconstructed, pipe casing was installed because sanitary sewer overflows are common in this area. Staff’s intent is to install a new sewer pipe within the existing encasement to create a second main under John Deere Road. The existing line could then be isolated and lined as there are some structural issues currently. Earlier this year, Council authorized staff to engage with an engineering partner to study the interceptor along River Drive, and sanitary sewer overflows continue. This project comes on the heels of the investment at the North Slope Facility. The study will determine how much water can be put through the sanitary siphon without causing further overflows. This area is just downstream from a major pumping station, so careful review of the study is needed and recommendations for site improvement are expected. Those results are expected within the month. Sanitary Sewer Lining and Manhole lining is planned. Areas that are slated to be overlaid or reconstructed will be targeted. There was discussion. Water and WPC reserves are included, and Loete does not recommend spending any Water funds on infrastructure. WPC reserves will be needed for design improvements. Kuhlenbeck explained that with Council’s direction, staff can have a list of projects ready within a week. There was discussion. Staff was asked to consider road diet implementation on 26th Avenue behind Moline High School. Staff was asked to include the advantages of each priority project to aid in Council’s decision-making.
Public Comment
View recorded meetings at http://www.moline.il.us/CivicMedia?CID=9 The meeting adjourned at 9:00 p.m.
https://www.moline.il.us/ArchiveCenter/ViewFile/Item/6572
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