City of Moline Committee of the Whole met Oct. 6.
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)
ABSENT: None.
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
David Rowatt, Information Technology Manager
Bryon Lear, Library Director - electronically
Darren Gault, Chief of Police
Jeff Snyder, Fire Chief
Carol Barnes, Finance Director - electronically
Chris Mathias, Property Management Coordinator - electronically
Sarah Mark, Interim Fleet Manager
OTHERS: Derke Price, Ancel Glink
Scott Mullen, TaxSlayer - 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 Schoonmaker and Wendt. Motion carried on roll call with the following vote: ayes: Aldermen Moyer, Waldron, Berg Williams, Parker, Wendt and Potter; nays: none. Alderman Schoonmaker joined the meeting after this vote.
Presentation
TaxSlayer Center Update. Scott Mullen, TaxSlayer Executive Director, provided details of renovations taking place at the TaxSlayer Center including: automatic flush valve retrofits in the restrooms; ultra-violet light sterilization and filtration of escalator handrails and elevators; arena Wi-Fi; mobile/contactless concession ordering; renovation of the conference room and suites; ice rink chiller replacement; LED lobby video wall display, walk-through metal detectors; star/backstage dressing room and game room renovations. Mullen explained that many employees have been laid off as a result of the COVID-19 pandemic. The hockey league will not play this season.
Questions on the Agenda
There were no questions on the agenda.
Agenda Items
1. A Resolution declaring fifteen (15) City-owned vehicles as surplus property. Sarah Mark, Interim Fleet Manager, explained that staff seeks to declare the 14 fleet vehicles and one old salt spreader as surplus. Proposed surplus-declared vehicles include: 2010Ford Fusion, VIN# 3FADP0L36AR141147; 2008 Dodge Caravan, VIN# 1D8HN44H28B171054; 2010 Dodge Journey, VIN# 3D4PH9FV7AT239700; 2006 Ford Taurus FFV, VIN# 1FAFP53286A237912; 2007 Ford Ranger 2WD, VIN# 1FTYR14U27PA10252; 2008 Ford Crown VIC, VIN# 2FAHP71V38X179669; 1999 Ford Ranger, VIN# 1FTYR14V2XPA96493; 2007ChevroletImpala, VIN# 2G1WT58K579397735; 2010FordFusion, VIN# 3FADP0L38AR141148; 2008 Ford Crown VIC, VIN# 2FAHP71V38X125935; 2010 Ford Fusion, VIN# 3FADP0L30AR314810; 2010 Ford Fusion, VIN# 3FADP0L3XAR314815; 2004 Ford F-150, VIN# 2FTRF17W64CA63432; 2008 Dodge Caravan, VIN# 1D4HN11H58B168038; and 1997 Monroe 8PV3250H/AUGER, Serial #97-11- 8622. Additionally, staff proposed to reutilize 13 Police Interceptor vehicles, scheduled for 2021 surplus declaration, and extend their useful lives in different capacities to stabilize the Vehicle Replacement Fund balance over the next 5 years. Mark explained that this will in no way increase the size of the fleet, rather it will be a one-to-one reduction, reutilizing the Interceptors in a less intense non-police application. Alderman Berg, seconded by Alderman Waldron, moved to approve. Motion carried on roll call with the following vote: ayes: Aldermen Moyer, Schoonmaker, Waldron, Berg, Williams, Parker, Wendt and Potter; nays: none.
2. An Ordinance amending Chapter 8 “BUILDINGS AND OTHER CONSTRUCTION AND BUILDING SERVICES,” Section 8-2101 “Amendments to the Building Code,” paragraphs “w,” and “x;” and Chapter 25, “PLANNING AND DEVELOPMENT,” Section 25-4112. Derke Price, Corporation Council, explained that staff seeks approval of an Ordinance amending the Code of Ordinances to implement the recommendation of the Historic Preservation Commission (HPC) giving the HPC an opportunity to review the proposed demolition of structures that are 50 years old or older (in addition to the process that is codified presently for designated Landmarks or structures within a historic district). Price explained details of the amendments. Alderman Berg, seconded by Alderman Potter, moved to approve. Alderman Parker made a motion to amend and add a 6-month sunset. During that time period, the HPC would come up with a list of Moline’s 50 most significantly historic properties to be reviewed, all others would not go through this process. Seconded by Alderman Williams. There was discussion. Motion carried on roll call with the following vote: ayes: Aldermen Schoonmaker, Waldron, Berg, Williams, Parker and Wendt; nays: Aldermen Moyer and Potter. The amended motion passed on roll call with the following vote: ayes: Aldermen Moyer, Schoonmaker, Waldron, Berg, Williams, Parker and Wendt; nays: Alderman Potter.
3. A Resolution approving Budgeting/Accounting Policies & Procedures. Carol Barnes, Finance Director, explained that staff seeks approval to adopt Budgeting/Accounting Policies & Procedures, as presented. Barnes noted that in eliminating the Contra Account, a contingency account would be added for all operating and enterprise funds and budgeting a reduction for half of the increase (3-year average). Additionally, a vested benefits account number has been added for budgeting a 5-year average of vested vacation and sick leave payouts as occurred over that operating/enterprise fund. Lastly, a section was added for Police & Fire Pension funds at a level in accordance with the state statute. Alderman Potter, seconded by Alderman Moyer, moved to approve. Alderman Wendt thanked staff for working through these changes. Motion carried on roll call with the following vote: ayes: Aldermen Moyer, Schoonmaker, Waldron, Berg, Williams, Parker, Wendt and Potter; nays: none.
4. Other - Procurement. Derke Price, Corporation Counsel, explained that staff is working on a new purchasing policy to be brought forward for Council’s approval. At present, there have been issues with Invitations for Bid and Requests for Proposal, specifically in the contract language, resulting in less than satisfactory results. Until a purchasing policy is adopted, such documents will receive initial review by Corporation Counsel, and this approach will be included in the new Purchasing Policy. Price requested Council’s approval of a renegotiated proposal approach, specifically for the Police mobile office and for leaf collection. Staff will provide an update next week. Alderman Parker, seconded by Alderman Berg, moved to approve. Alderman Wendt made a motion to amend and include that until a purchasing policy has been adopted, invitations, proposals and contracts will be routed for initial review by Corporation Counsel. Seconded by Alderman Parker. Motion carried on roll call with the following vote: ayes: Aldermen Moyer, Schoonmaker, Waldron, Berg, Williams, Parker, Wendt and Potter; nays: none. The amended motion passed on roll call with the following vote: ayes: Alderman Moyer, Schoonmaker, Waldron, Berg, Williams, Parker, Wendt and Potter; nays: none.
5. Other – Captain’s Table Restaurant. Derke Price, Corporation Counsel, explained that the restaurant is open and operating successfully; however, there exists an open issue in the contract. At its origination, staff had assured that interest earned by the City on the insurance proceeds, approximately $20,000, would be applied to any cost, over $2,000,000, for which the Captain’s Table might otherwise be responsible. There was no reference to this in the lease agreement; however prior Counsel, Maureen Riggs, has indicated that this is her recollection as well. Price indicated that the promise made by staff was within their ordinance authority at the time, and he recommends that Council recognize that and approve the $20,000 credit to the Captain’s Table. Alderman Parker made a motion to approve. Seconded by Alderman Moyer. There was discussion. Motion carried on roll call with the following vote: ayes: Aldermen Moyer, Schoonmaker, Waldron, Berg, Williams, Parker, Wendt and Potter; nays: none.
6. Other – Crime Free Housing Program and expansion to single-family rental housing. Corporation Counsel Derke Price explained that the timeline for Crime Free Housing renewals was initially based on application date; however, in order to align with the City’s current process for license and registration renewals, that will be adjusted. 2021 renewal notices will be sent in March, and will renew annually in January moving forward. This will allow landlords to complete training during 2021, when various small group training sessions will be offered in compliance with COVID-19 guidelines. The program will be expanded to include single- family rental housing in 2022.
Informational
August Financial Statements and Proposed 2020 Budget Amendments. Marty Vanags, Interim City Administrator, explained that actions taken earlier this year have resulted in avoidance of lay-off/furloughs, administration of services at an acceptable level without an increase of fees or taxes, and a balanced 2020 budget. Carol Barnes, Finance Director, stated that the City is in a much stronger financial position moving into 2021 as a result of actions taken in the past six months. Barnes reminded that the City followed initial revenue guidance and projections provided by IML and the State of Illinois, making budget adjustments as additional information was received. To date, total revenue is down $6.9 million, or about 6.3% overall; however, expenditure reductions have enabled the balanced budget. Barnes advised that some of these cuts are not sustainable and revenue loss is anticipated to carry over into 2021. There are 35 open positions that will accumulate to $3.6 million in savings moving into 2021. Some of these positions will be filled, and a staggered hiring approach is recommended. A summary of the proposed 2020 amended budget was presented. It was noted that CURES and REBUILD funds of just over $1 million have been included. Alderman Berg, seconded by Alderman Moyer, moved to adopt the amended budget as presented. Motion carried on roll call with the following vote: ayes: Aldermen Moyer, Schoonmaker, Waldron, Berg, Williams, Parker, Wendt and Potter; nays: none.
7. 2021 Budget Guidance. Marty Vanags, Interim City Administrator, requested 2021 budget guidance from Council, specifically in the areas of library, parks and fire/police pension funding. Library and Parks Directors are anticipating a $200,000 and $476,000 budget deficit respectively. Salaries cost for some open staff positions was not included. Staff suggested that Council might consider an annual subsidy from the City’s CIP for Parks improvement projects. Guidance for established Police and Fire pensions funding levels is needed. Staff suggests following the Statutory Recommendation of $9.3 million versus the Actuary Recommendation of $12 million. Downtown parking enforcement guidance was also requested. Barnes indicated that $13.2 million (114 days) is available in reserves, based on projected expenditures in the newly amended budget. Alderman Potter proposed supplementing Parks and Library with reserve funds. Barnes estimated 2021 budget expenditures to increase by approximately $2 million with the filling of open staff positions. Mayor Acri suggested that Council provide a minimum allocation to Parks and Library as guidance for those Boards. There was discussion. In regard to Pension funding, it was suggested that performance versus interest cost be analyzed to determine the potential savings of a higher contribution now. Alderman Moyer, seconded by Alderman Waldron, moved to guide the Park and Library boards in developing budgets that include the same level of funding, from the source of the levy, as last year (and may include additional requests for consideration should funds be available) and to budget a level of funding for Police and Fire Pensions somewhere between the statutory (lower) and actuary (higher) recommendations (with flexibility based on the levy). Motion carried on roll call with the following vote: ayes: Aldermen Moyer, Schoonmaker, Waldron, Berg, Parker, Wendt and Potter; nays: Alderman Williams.
Administrator’s Update. Marty Vanags, Interim City Administrator, recommended that Trick-or-Treating be allowable in Moline from 5:00 p.m. to 8:00 p.m. on October 31, 2020, and that the Illinois Department of Public Health guidance be followed. This will be communicated via news release, website and social media. Alderman Berg, seconded by Alderman Waldron, moved to approve. Motion carried on roll call with the following vote: ayes: Aldermen Moyer, Schoonmaker, Waldron, Berg, Parker, Wendt and Potter; nays: Alderman Williams. Eric Griffith, Parks Recreation Director, explained that the Park Board will hold a Halloween event for children at Stephens Park and will follow CDC guidance. There was discussion. Griffith will email the Parks CIP to the City Council.
Public Comment
View recorded meetings at http://www.moline.il.us/CivicMedia?CID=9 The meeting adjourned at 7:54 p.m.
http://www.moline.il.us/ArchiveCenter/ViewFile/Item/6606
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