City of Moline Committee-of-the-Whole Met Dec. 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) ~electronically
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
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
K.J. Whitley, Community Development Program Manager ~electronically
OTHERS: Derke Price, Ancel Glink
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, Potter, Schoonmaker and Berg. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
Mayor’s Board Appointments
Mayor’s appointment of Zach Campbell and Cal Lee to the Plan Commission for a 6-year term, expiring June 30, 2026. Alderman Waldron moved to approve the appointment of Zach Campbell. Seconded by Alderman Moyer. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none. Alderman Waldron moved to approve the appointment of Cal Lee. Seconded by Alderman Moyer. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
Presentation
Update on I-74 Bridge Project. George Ryan, Wood PLC, provided a brief update, including current and future partnerships. Moline’s total obligation for let projects is currently $3,478,216.41. Next steps were reviewed.
Questions on the Agenda
There were no questions on the Agenda.
Agenda Items
1. An Ordinance amending Chapter 20, “MOTOR VEHICLES AND TRAFFIC,” of the Moline Code of Ordinances, Appendix 10 thereof, “PARKING PROHIBITED AT ANY TIME,” by including Fourteenth Street, on the east side from 30 feet north of Twentieth Avenue; and Fourteenth Street, on the east side from 30 feet south of Twentieth Avenue. Joe Kuhlenbeck, Building Official, explained that the Traffic Engineering Committee received a request from an area resident for safety improvements at the intersection of 14th Street and 20th Avenue. The resident stated that it is difficult to see cross traffic (14th Avenue drivers) when driving east and west on 20th Avenue. Staff reviewed the intersection and found that vehicles were parking all the way up to the intersection, and that the parked vehicles impede the line of sight of 20th Avenue drivers. Overgrown trees also partially blocked the stop signs. Staff recommends approval of this Amendment. Alderman Waldron moved to approve. Seconded by Alderman Moyer. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
2. A Resolution authorizing approval of a request for a street light at the intersection of 48th Avenue and 34th Street. Joe Kuhlenbeck, Building Official, indicated that staff received a request to install a street light at the intersection of 48th Avenue and 34th Street due to safety concerns after dark. Existing street lights are located approximately 525 feet apart on the south side of 38th Avenue; however, the closest light at this location is approximately 165 feet from the intersection and does not adequately illuminate the intersection. The City’s Street Light Policy states that street lights shall be placed “not more than 460 feet apart and no closer than 230 feet... and generally, ... shall be placed at each intersection.” Based on the Policy’s language, and because the intersection is not adequately illuminated, staff recommends installation of a light on the existing MidAmerican Energy Company pole, located at the northwest corner of the intersection. Alderman Waldron moved to approve. Seconded by Alderman Moyer. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
3. A Resolution setting the annual meetings schedule for 2021; and authorizing City staff to do all things necessary to notify the media of the 2021 annual meetings schedule. Janine Hollembaek Parr, City Clerk, requested Council approval of the proposed schedule. Alderman Waldron moved to approve. Seconded by Alderman Moyer. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
4. A Resolution authorizing the Mayor and City Clerk to amend the current agreement with Illinois Municipal Retirement Fund (IMRF) to require employees hired on or after January 1, 2020 to contribute to a Retirement Health Savings Plan beginning in January 2021. Alison Fleming, Human Resources Manager, shared that staff seeks Council approval to execute changes required for employees hired on or after January 1, 2020, to contribute to a Retirement Health Savings Plan beginning in January 2021. This action requires Council approval per Chapter 24 of the Moline Code of Ordinances. The City previously adopted resolutions to allow contributions to health insurance premiums and medical and dependent care flexible spending accounts (Internal Revenue Code Section 125 Plan) to be included as IMRF earnings. Alderman Waldron moved to approve. Seconded by Alderman Williams. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
5. A Resolution authorizing the Mayor and City Clerk to amend the current agreement with International City Management Association Retirement Corporation (ICMA-RC) to include changes to retiree health insurance benefits implemented for non-union, FOP, IAFF, and UAW employees hired on or after January 1, 2020. Alison Fleming, Human Resources Manager, stated that staff seeks Council approval to amend the ICMA-RC Retirement Health Savings Plans to allow staff to execute changes to retiree health insurance benefits implemented for non-union, FOP, IAFF, and UAW employees hired on or after January 1, 2020. For said employees, the City will not pay any portion of the health insurance premiums of the City of Moline’s group health insurance program for retired employees under the age of eligibility for Medicare. In lieu of paying a portion of the health insurance premiums, the City will contribute each year on the first full pay period beginning on or after January 1 to a Retiree Health Savings account on behalf of non-probationary employees. The City’s contribution amount is established by employee group. Said employees will contribute $10.00 per pay period to their Retiree Health Savings account through a payroll deduction. Additionally, the City is required to designate how forfeited funds under the plans are distributed. Funds are forfeited when a plan participant dies with no surviving spouse or eligible dependents. The City may choose to have the forfeited funds remain in the trust to be reallocated as outlined in one of the following options: 1) among all plan participants with a balance as Direct Employer Contributions for the next and succeeding contribution cycle(s); 2) on an equal dollar basis among all plan participants with a balance; or 3) among all plan participants based upon participant account balances. Alderman Moyer moved to approve staff’s recommendation of Option 2. Seconded by Alderman Waldron. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
6. A Resolution authorizing the Human Resources Manager to execute and attest to a policy with UnitedHealthcare-BP to provide reinsurance coverage for medical and prescription drug benefit claims for a one-year period commencing on January 1, 2021. Alison Fleming, Human Resources Manager, explained that staff seeks Council approval to accept a one-year renewal provided by UHC-BP with an overall increase of 8.3% to premiums and 15% experience refund available. The renewal increase provided by UHC-BPis reasonable and below what the City’s Health Benefits Consultant has seen in the reinsurance market when comparing contract terms currently in place (advanced funding, experience refund, etc.). The stop loss market has hardened and average renewal increases seen by the Health Benefits Consultant have been between 20-40% due to increased incidences in $1,000,000+ claims, high cost specialty pharmacy products, potential long-term COVID-19 impact and lower interest rates. The renewal provided by UHC-BP is well below the 20-40% increases. In addition, if another vender were used, there would be a $5.00 per member per month stop loss carve- out administrative fee charged by UMR to use an outside stop loss carrier. This is not applicable if the renewal with UHC-BP is accepted. The estimated annual cost of this carve out fee would be $23,280. Alderman Waldron moved to approve. Seconded by Alderman Moyer. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
7. A Resolution authorizing the Mayor and City Clerk to execute and attest to a Law Enforcement Services Agreement between the City of Moline and Universal Protection Services, LLC d/b/a Allied Universal Security Services, setting for the terms for assignment of uniformed police officers to the SouthPark Mall complex for the period January 1, 2021 through December 31, 2022. Darren Gault, Chief of Police, stated that in recognition of the success of this program, the City and SouthPark Mall representatives have annually proposed an agreement for its continued funding. In part, the agreement provides the total hours that a police officer will be present in the mall, and Universal Protection Service LLC, d/b/a Allied Universal Security Services reimbursement of $127,000 to the City. Staffing will be accomplished by allocating hours and days off among three officers assigned to the program. Alderman Waldron moved to approve. Seconded by Alderman Williams. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
8. An Ordinance levying and assessing taxes for the City of Moline, Illinois, for the tax levy year 2020, collectible in the year 2021, and enacting an ordinance relating to the same subject matter. Carol Barnes, Finance Director, shared that the City of Moline annually levies a tax on all real property within the City. It is collectible the following year and utilized as a revenue source for the Budget. The recommended 2020 Tax Levy is $15,803,922, $100,000 less than the previous year. No public hearing is required as the levy is less than 105% of the previous year. Alderman Wendt moved to approve. Seconded by Alderman Schoonmaker. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Moyer, Schoonmaker, Berg, Williams and Parker; nays: Aldermen Potter and Waldron.
9. An Ordinance levying a Special AD VALOREM TAX within the City of Moline, Illinois, Special Service Area #5, of the City of Moline, Illinois. Carol Barnes, Finance Director, requested Council approval to levy a Special AD VALOREM TAX for the Special Service Area #5, for the tax levy year 2020, collectible in the year 2021. On November 15, 2005, the City Council adopted Ordinance No. 4068-2005, establishing a Special Service Area #5. As provided by the Special Service Area Act, the services are to be provided through a levy of an annual property tax. During 2020, Rock Island County obtained new software for the extension of property taxes with a different calculation methology. This departure from prior practice, resulted in an unintended increase in the tax bill and a windfall to the TIF District. For this year’s levy, the City needs to compensate for the unintended consequences of this change. For the tax levy year 2020, the amount requested in the SSA #5 levy ordinance totals $7,750, but will generate $132,475 through the TIF. The City will then transfer $132,475 from the TIF into SSA #5 to fulfill their 2021 budget request. No public hearing is required as the levy is less than 105% of the previous year. This ordinance must be filed with the County Clerk by the last Tuesday in December 2020. Alderman Parker moved to approve. Seconded by Alderman Berg. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
10. An Ordinance levying a Special AD VALOREM TAX within the City of Moline, Illinois, Special Service Area #6, of the City of Moline, Illinois. Staff seeks Council approval to levy a Special AD VALOREM TAX for the Special Service Area #6, for the tax levy year 2020, collectible in the year 2021. On July 15, 2008, the City Council adopted Ordinance No. 4034-2008 establishing Special Service Area #6. As provided by the Special Service Area Act, the services are to be provided through a levy of an annual property tax. During 2020, Rock Island County obtained new software for the extension of property taxes with a different calculation methology. This departure from prior practice, resulted in an unintended increase in the tax bill and a windfall to the TIF District. For this year’s levy, the City needs to compensate for the unintended consequences of this change. For the tax levy year 2020, the amount requested in the SSA #6 levy ordinance totals $92,500, but will generate $269,255 through the TIF. The City will then transfer $269,255 from the TIF into SSA #6 to fulfill their 2021 budget request. No public hearing is required as the levy is less than 105% of the previous year. This ordinance must be filed with the County Clerk by the last Tuesday in December 2020. Alderman Parker moved to approve. Seconded by Alderman Wendt. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
11. A Resolution authorizing the Mayor and City Clerk to execute and attest to a Professional Services Agreement with HR Green, Inc. for Water System Risk and Resilience Assessment and Emergency Response Plant Professional Engineering Service Agreement for the amount of $24,755. Staff seeks Council approval to enter into an agreement with HR Green, Inc. for Water System Risk and Resilience Assessment and Emergency Response Plant Professional Engineering Service Agreement for the amount of $24,755. US EPA requires all water systems serving communities with a population over 3,300 to assess risk and resilience and create emergency response plans. Due dates for these tasks are June 30, 2021 and December 31, 2021, respectively. Alderman Waldron moved to approve. Seconded by Alderman Wendt. There was discussion. Staff has investigated collaboration with neighboring communities; however, the need for confidentiality and unique nature of systems deemed it unworthy of pursuit. Generally, municipalities engage a third party firm for this type of project. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
12. A Resolution authorizing the Mayor and City Clerk to execute and attest to an Independent Contractors Agreement with River Cities Engineering for South Slope Controls Improvements for the amount of $160,760. Staff seeks approval from City Council to enter into an agreement with River Cities Engineering for South Slope Controls Improvements for the amount of $160,760. South Slope WastewaterTreatment Plant currently utilizes six Allen Bradley SLC 5/05 PLC’s (programmable logic controllers) to control the various treatment operations within the facility. These PLC’s utilize RSVIEW32 software to monitor and control the operation of level sensors, pumping status, chemical concentrations and many other parameters. The RSVIEW software is an HMI (human machine interface) that links the data being monitored and controlled back to the plant operator via a desktop computer, which utilizes a Windows XP operating system. The XP operating system is no longer supported by Microsoft and has created some vulnerabilities to the treatment plant and the Moline network. To update the desktop computer, the PLC’s will need to be updated to modern technology capable of running a modern software platform. These modern PLC’s have an estimated cost of $9,500 each. In addition, the new PLC’s will need to have modern programming coding, and this will need to be done manually at an estimated cost of $50,000. WPC utility currently owns Wonderware Software, a proprietary SCADA software that is used at North Slope WWTP. It is preferred that Wonderware be adopted given staff’s familiarity with this software. Additional Wonderware licenses and some electrical work will be required. Staff prepared a Request for Proposal (RFP) for this work, and the most responsible and responsive proposal was submitted by River Cities Engineering for the amount of $160,760. Alderman Waldron moved to approve. Seconded by Alderman Moyer. Loete explained that this project was included in the 2020 budget and that no bid was submitted by a Moline business. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
Informational
Update on Broadband Negotiations and Alternatives. Derke Price, Corporation Counsel, shared that in response to the COVID-19 Pandemic, the Mayor and City Council have undertaken several initiatives to bring digital equity and greater connectivity to residents throughout the City. These measures are in addition to CityCouncil’s ongoing effort to bring high speed broadband services to the community. For broadband services, there are several alternatives for Council to consider, and they require Council to examine and set priorities for the service. Previously, the Council identified policy choices, including service to the entire City and underground installation of broadband fiber (avoiding the use of additional secondary poles). To support these identified policy choices, Price recommended that Council update Chapter 6 of the Moline Code of Ordinances, concerning work in the right-of-way, and provide guidance with regard to identified alternative approaches: 1) allow the market to guide installation of broadband services; however not all Moline residents would be served, raising a digital equity concern; 2) the City Council would invite proposals that would be judged on specific criteria, including footprint to be served, timing and phasing of installation, installation methodology, nature and quality of the service, cost to residents, incentives needed; 3) the City would fund (issue revenue bonds) and construct a City-wide underground conduit network (in stages) and then license/rent space in the conduit to fiber broadband providers.Price’s recommendation is to update Chapter 6 and pursue the Request for Proposal (RFP) Process for Broadband services. Alderman Waldron, seconded by Alderman Williams, moved to approve the recommendation. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none.
CARES Relief for Moline Businesses. K.J. Whitley, Community Development Program Manager, indicated that the City has $110,000 in federal Community Development Block Grant (CDBG) funding provided under the CARES Act (Round 1) and requested Council consideration to offer forgivable loans to qualified Moline small businesses negatively impacted by COVID-19, in an effort to preserve/create jobs and stabilize the local economy.Applications would be made available on the City’s website, and accepted December 14, 2020 through January 4, 2021. Applications would be reviewed on a "first-in" basis by a selection committee with $5,000 loans awarded until funds are exhausted. Derke Price, Corporation Counsel, explained that Council previously approved the disbursement of zero interest loans; however, the burden of additional debt is great. Therefore, a forgiveable loan is recommended to position impacted businesses to restart. CARES funding requires that businesses existed in March 2020 and remain in operation for 6 months after award of the loan. There was discussion. Repaid funds may be repurposed by the City. Alderman Waldron, seconded by Alderman Williams, moved to convert the zero percent loans to forgivable loans for small businesses using CARE funding criteria. Seconded by Alderman Berg. Motion passed on roll call with the following vote: ayes: Aldermen Wendt, Potter, Moyer, Schoonmaker, Waldron, Berg, Williams and Parker; nays: none. A press release will be sent, and the loan information will be added to the FORWARD platform for access by Moline businesses.
Public Comment
There was no public comment.
View recorded meetings at http://www.moline.il.us/CivicMedia?CID=9
The meeting adjourned at 7:09 p.m.
https://www.moline.il.us/ArchiveCenter/ViewFile/Item/6730
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