City of Moline Committee of the Whole met Nov. 17.
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) ~electronically
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 ~electronically
David Rowatt, Information Technology Manager ~electronically
Bryon Lear, Library Director ~electronically
Darren Gault, Chief of Police ~electronically
Jeff Snyder, Fire Chief
Carol Barnes, Finance Director
Chris Mathias, Property Management Coordinator ~electronically
Eli Phipps, Police Officer
Briana Rumple, Police Officer
Brian Johnson, Police Captain
Sarah Mark, Interim Fleet & Facilities Manager ~electronically
Joe Kuhlenbeck, Building Official ~electronically
Sarah Klauer, Civil Engineer ~electronically
Darrel Preston, Construction Manager
Joe Puck, Engineering Technician
Rick Berry, Engineering Technician
Chad Collins, Engineering Technician
K.J. Whitley, Community Development Program Manager
OTHERS: Derke Price, Ancel Glink
Michael Crotty, Plan Commissioner
Police family and friends
Mayor Acri called the meeting to order at 6:00 p.m. in Council Chambers.
Approval of Remote Electronic Attendance
Alderman Moyer, seconded by Alderman Waldron, 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 Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
Presentation
Mayor’s recognition of Mike Crotty and Dennis Kelly for their service on the Plan Commission. Oath of Office
Oath of office for probationary appointment as police officers to Matthew “Eli” Phipps and Briana R. Rumple effective November 16, 2020
Proclamation
A request by Women Impacting Public Policy and the Small Business Saturday Coalition to proclaim November 28, 2020, as “Small Business Saturday.” Geoff Manis, Moline Centre Main Street Manager, addressed the Council and encouraged the community to “shop small” and patronize local businesses. He thanked the Council for their support of Moline businesses.
Questions on the Agenda
Items 2 and 3 have been pulled from the Committee-of-the-Whole Agenda.
Agenda Items
1. Center for Youth and Family Solutions Agreement Amendment. Darren Gault, Chief of Police, explained the Center for Youth and Family Services has requested to increase the minimum liability coverage limits previously established in the Collaboration Agreement from $200,000 to $1 million, at no cost to the City. Chief Gault explained that the program has been very successful, with more than 300 referrals since it’s inception in August. A motion was made by Alderman Moyer to approve. Seconded by Alderman Williams. Council applauded the work of the Moline Police in this partnership. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
2. Police Officer Reimbursement Agreement ~ This item was pulled by staff.
3. Fire Officer Reimbursement Agreement ~ This item was pulled by staff.
4. Hutchison Engineering Agreement. Joe Kuhlenbeck, Building Official, indicated that staff seeks approval of a Preliminary Engineering Services Agreement for Motor Fuel Tax Funds with Hutchison Engineering Inc. for an amount not to exceed $512,314.50. The City has secured two federal grants for bike path construction. The first grant is TAP (Transportation Alternatives Program) funding for construction of a path along the Mississippi River from 17th Street to 23rd Street. The second grant is ITEP (Illinois Transportation Enhancement Program) funding for construction of a path along 19th Street from the Mississippi River to Avenue of the Cities. The Engineering Division would like to enter into a design services contract with Hutchison Engineering Inc. for Phase I and Phase II engineering for both of these federal projects. The designs will take place simultaneously; however, both projects must remain separate contracts for construction, per Illinois Department of Transportation (IDOT) regulations. A motion was made by Alderman Waldron to approve. Seconded by Alderman Potter. There was discussion. Staff stated that the Plan done by Sam Schwartz will be utilized and that the Huthchison Agreement would engineer bike path options on 19th Street, as well as down 23rd Street to connect with the bike path along the river. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
5. Liability Insurance Renewal. Alison Fleming, Human Resources Manager, stated that staff seeks approval of an agreement with USI Insurance for brokerage services for liability, property, workers’ compensation and cyber insurance for a period of one year commencing on December 1, 2020, and authorizing the Human Resources Manager to execute any and all documents in order to bind and accept coverage with Insurance Program Managers Group (“IPMG”) for liability, property, workers’ compensation insurance and Tokio Marine HCC for cyber insurance for a period of one year commencing on December 1, 2020. Derke Price, Corporation Counsel, explained that due to the December 1, 2020, renewal date, staff seeks approval of the renewal now with recognition that it would be bound and ratified next week. There was discussion. A motion was made by Alderman Waldron to approve. Seconded by Alderman Potter. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
6. Occupational Health Renewal. Alison Fleming, Human Resources Manager, shared that staff seeks approval of an agreement with Genesis Occupational Health for occupational health services for a three-year period commencing on December 1, 2020 through November 30, 2023. Derke Price, Corporation Counsel, explained that due to the December 1, 2020, renewal date, staff seeks approval of the renewal now with recognition that it would be bound and ratified next week. There was discussion. A motion was made by Alderman Waldron to approve. Seconded by Alderman Potter. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
7. Amending Chapter 24 of the Moline Code of Ordinances – layoffs. Derke Price, Corporation Counsel, explained that this amendment is in response to Council’s prior direction that lay-offs be centralized and that the decision making process be express and explicit, requiring authorization from the Council floor. As a prerequisite to any such layoffs, the City Council must confirm the need to layoff due to changes in duties or lack of work or funds and must confirm the number of employees to be laid off. Corporation Counsel recommends approval. A motion was made by Alderman Waldron to approve. Seconded by Alderman Parker. There was discussion. Price indicated that this is not binding to City Boards, rather it would require adoption of a Board policy. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
8. Other. Derke Price, Corporation Counsel, explained that staffing is not at a suffient level to respond to a need for snow removal, and it has been determined that a back-up plan is needed. Staff recommends that the Council authorize the Mayor to sign a contract to be ratified on December 1, 2020. A motion was made by Alderman Parker to approve. Seconded by Alderman Moyer. There was discussion. The contract would have a provision that would have Miller Trucking employees running both City equipment and their own equipment. Crews would be trained on City equipment. If more is needed, Miller has its own equipment to provide. The contract provides for a 12-hour notice where possible. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
Mayor Acri called a five-minute recess at 6:56 p.m.
Work Session
Presentation and Review of the Proposed 2021 Budget. Marty Vanags, Interim City Administrator, and Carol Barnes, Finance Director, provided a review of the Proposed 2021 Budget for Council modification and approval. Staff has developed an implementation plan for each GovHR recommendation that was approved by Council. The 2021 property tax levy has been established at $15,803,922, a reduction of approximately $100,000 over that of last year. It has been clarified that a levy rate of $2.01313 is projected, not established as stated in the presentation (attached).
Library
Barnes explained that the Library Board is not requesting additional funding for 2021. Three re-hires are planned and would take place in January, with two additional hires in late summer, assuming revenues are on track. A $425,000 ongoing General Fund contribution would be required annually to maintain these levels. There was discussion that the rehires should be immediate. Alderman Wendt moved to direct staff to return to Council with a five-year budget for each Parks and Library by February, 2021. Seconded by Alderman Parker. There was discussion. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: Alderman Potter. Alderman Parker requested that the Library Marketing Director position be filled and Alderman Wendt echoed the importance of filling this position.
Parks
Barnes explained that the Park Board wishes to fill three positions; two additional groundskeepers and a crew leader, in April, which would require an additional $300,000 from General Fund Reserves. Alderman Potter moved to approve the modification to the proposed budget. Seconded by Alderman Waldron. There was discussion. Alderman Wendt moved to table the motion until February to allow Council time to review the five-year budget that staff has been directed to provide to Council. Seconded by Alderman Parker. Motion to table carried on roll call with the following vote; ayes: Aldermen Parker, Wendt, Moyer, Schoonmaker and Berg; nays: Aldermen Potter, Waldron and Williams.
Alderman Wendt, seconded by Alderman Parker, moved to direct the Park Board to provide a proposal for use of TIF 2 and TIF 6 funds for capital improvements at Stephens Park. There was discussion. Alderman Wendt indicated that ample funds are available in the TIFs for this project. Motion carried on roll call with the following vote; ayes: Aldermen Parker, Wendt, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: Alderman Potter.
Alderman Wendt moved to fund the completion of the Butterworth Dog Park Master Plan from TIF #3, with additional projects to be determined, and includes $35,419 in 2021 and an advance out of General Fund reserves for the additional $41,581 to be paid back over the life of the TIF. Seconded by Alderman Waldron. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nay: none.
Alderman Moyer, seconded by Alderman Berg, moved to reconsider the failed motion of November 10, 2020: “Alderman Wendt, seconded by Alderman Waldron, moved to direct staff to apply the remainder of the property tax levy, $1,078,042, directly to Parks rather than flowing through the General Fund. There was discussion. Derke Price, Corporation Counsel, advised against this change of procedure, explaining that a direct levy to Parks would be irrevocable. Motion failed with the following vote: ayes: Aldermen Wendt, Potter and Waldron; nays: Aldermen Williams, Parker, Moyer, Schoonmaker and Berg.” Seconded by Alderman Berg. There was discussion. Motion carried on roll call with the following vote; ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron and Berg; nays: Aldermen Parker and Williams. Price stated that upon approval, said allocation would levy directly to Parks, rather than to the General Fund. Alderman Wendt clarified that the levy that was passed at the last meeting does not affect the amount of the levy, only the method of allocation. Discussion had. Motion on the table for reconsideration: Alderman Wendt, seconded by Alderman Waldron, moved to direct staff to apply the remainder of the property tax levy, $1,078,042, directly to Parks rather than flowing through the General Fund. Motion carried on roll call with the following vote; ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none. Price indicated that part of the Truth and Taxation Act requires that the Council formally establish an estimate of the levy for next year. Alderman Wendt moved to formally establish an estimated 2021 levy of $15,803,922. Seconded by Alderman Berg. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Moyer, Schoonmaker and Berg; nays: Aldermen Potter, Waldron and Williams.
Alderman Potter stated that ongoing reparations for damage to the Riverfront are required to assure FEMA funding and should be considered by the Park Board. Alderman Wendt agreed, suggesting that TIF funds might be used for improvements, not maintenance, to the shoreline. Staff will share these recommendations with the Park Board for consideration as they develop a five-year Plan.
Personnel
Vanags stated that funds are budgeted in 2021 to fill vacant positions, with staggered hiring beginning in January. Council was asked to consider amending the 2020 budget to include the promotion of three staff to the positions of Fire Marshal, Fleet and Facilities Manager and Purchasing Coordinator. There was discussion. The recommendation was considered as three separate amendments:
Alderman Waldron, seconded by Alderman Williams, moved to amend the current budget to include the Fire Marshall promotion. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
Alderman Waldron, seconded by Alderman Parker, moved to amend the current budget to include the Fleet and Facilities Manager promotion. There was discussion. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
Alderman Waldron, seconded by Alderman Parker, moved to amend the current budget to include the promotion to a new Purchasing Coordinator position. There was discussion. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: Alderman Waldron.
Mayor Acri called a 7-minute recess at 8:07 p.m.
Mayor Acri stated that the presentation (attached) aligns with the 2021 Budget as proposed. She indicated that a motion to adopt the proposed Budget, with approved modifications (Park and Library), is needed this evening and asked Council to bring forth any edits or questions at this time.
Sarah Mark, Interim Fleet and Facilities Manager, explained that a park division vehicle must be replaced due to a blown engine, and a salt speader must be purchased. Therefore, these vehicles have been moved to the top of the replacement list, resulting in a decrease to the proposed fleet budget of approximately $20,000. Alderman Moyer, seconded by Alderman Waldron, moved to approve the amendment. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
Alderman Parker, seconded by Alderman Berg, moved to increase the budget allocation for red-water trenchless lining program from $410,000 to $750,000, taking the additional amount from Water Reserves. There was discussion. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
Alderman Wendt moved to allocate $4,900 from IT Reserves to support a fiber connection at the U-lot to allow video live-feed. Police Captain Brian Johnson explained that the goal is to expand from 11th Street to 19th Street. Seconded by Alderman Williams. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
Carol Barnes, Finance Director, indicated that the Finance Department is working to phase out credit card fees by year-end, and this change should be reflected in the 2021 Library budget. The amount currently allocated to this will be transferred to another line item.
Capital Improvement Plan
Vanags stated that the annual amount across Capital Improvement Funds is $13,023,560. A new program at $350,000 for City Parking lots and surface driveways has been added. Vanags provided a brief review of the proposed 2021 capital improvement program.
Barnes explained that Council had requested identification of how much of the remaining fund balance might be drawn down and used for various projects, while remaining in compliance with the City’s fund balance policy. Barnes stated that an additional $300,000 of home rule tax could be used for unidentified projects. Additionally, $100,000 in MFT funds could be added, as well as the second distribution of REBUILD Illinois funding would enable an additional $1.3 million to be added to the proposed CIP budget. Barnes indicated that a new $350,000 program for parking lot and surface road improvement has been added for Council consideration. Staff will create an improvement schedule similar to that for facilities.
Alderman Wendt indicated that one of Council’s goals is to get one year ahead in project engineering. Bandwidth limitations have been identified within the engineering department, and he proposed taking about $1 million from Reserves, within the next two months, to identify 2022 projects and put out a Request for Proposals/Qualifications to engineering firms, so that projects will be designed and ready to be moved forward next year. Alderman Wendt, seconded by Alderman Parker, moved to direct $1 million of funding allocated to outside engineering, for up to $15 million in capital improvement projects in order to get one year ahead. Discussion had. Alderman Wendt noted that REBUILD Illinois funds must be used for improvement, not engineering, so some shifting within the budget (i.e. utilities tax funded projects) may be necessary. Motion carried on roll call with the following vote; ayes: Aldermen Parker, Wendt, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: Alderman Potter.
Alderman Wendt moved to retain $335,000 in Reserves for investment as directed next year. Seconded by Alderman Moyer. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
Alderman Moyer moved to allocate $350,000 to a new parking lot and surface road improvement program per staff’s recommendation. Seconded by Alderman Potter. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
Alderman Wendt made a motion to remove the 19th Avenue capital improvement project ($325,000), so that matching funds might be obtained by 2023, with the caveat that the project be moved into 2022 if grant funding is not secured by that time. Seconded by Alderman Moyer. Staff is asked to bring forward an replacement for this project for the budget at the next meeting. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: none.
Alderman Schoonmaker, seconded by Alderman Wendt, moved to approve the 2021 Budget with approved modifications. Motion passed on roll call with the following vote: ayes: Aldermen Parker, Wendt, Moyer, Schoonmaker, Waldron, Berg and Williams; nays: Alderman Potter.
Public Comment
There was no public comment.
View recorded meetings at http://www.moline.il.us/CivicMedia?CID=9
The meeting adjourned at 8:59 p.m.
https://www.moline.il.us/ArchiveCenter/ViewFile/Item/6709
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