The Rock Island City Council met for Study Session at 5:00 p.m. on Monday, May 12, 2003, at the Quad City Botanical Center. Present were Mayor Mark W. Schwiebert, presiding, and Aldermen Terry M. A. Brooks I, David R. Conroy, John E. Bauersfeld, Jr., Daniel Rockwell, Evelyn "Evie" R. White, Ann L. Keefe and Frank J. Forlini, Jr. Staff present included City Manager John C. Phillips, Public Works Director Bob Hawes, Chief of Police Terry Dove, Fire Chief Al Sinksen and Assistant/Fire Chief Appointee Jerry Shirk, along with other Department Managers. Also present were Moline Mayor Stan Leach, Moline City Administrator Dale Iman, Moline City Council members – Aldermen Arcillia Dominguez, Pat O’Brien, J. Scott Raes, Dick Potter, Bill Adams, Michael Crotty, Dorothy Armstrong, Donald Welvaert - and Vice President of Maximus Ken Murray.
City Manager John C. Phillips presented the introduction to the topic on the combining of services in the two communities. He discussed some instances when the two cities have cooperated in the past, and also noted the deficit budgets both cities had to address for the current year.
Moline City Administrator Dale Iman stated that both cities looked at ways to balance their budgets, and they will need to continue to do this. He stated that they are looking at opportunities, and that is why a consultant has been hired with the expertise to review city services and find what areas could be combined and to what level. He stated that a Request for Quotations was put out in December, and eleven were received. Of these, three were determined to be finalists for interviews, and Maximus, Inc. of Virginia was hired after being approved by both City Councils.
Mr. Phillips then spoke about past sharing of services, noting the Unified Zoning Ordinance, the Subdivision Ordinance, Code Hearing Officer, Gang Task Force, Mutual Aid, Joint Training, and the long-line painting contract.
Rock Island Public Works Director Bob Hawes, along with Moline Public Works Director Mike Waldron spoke of a Pilot Program they have planned for this summer. Mr. Hawes noted that Rock Island has a Slurry Seal truck and Moline does not have one. Moline has a better method of doing asphalt patching. They plan to use these trades on 15th Avenue in front of Stevens Park in Moline as a test, where Rock Island will slurry seal that part of the avenue for Moline.
Mr. Waldron also noted that they did tours of each other’s facilities, and he noticed that Rock Island has a fleet maintenance area/body shop, which Moline does not have. Since that time, he has involved Rock Island in bids for vehicle repair, and Rock Island has been low bidder on three of the five bids. He noted that the Moline mechanics are very pleased with the work done in Rock Island.
Jerry Page, Moline Fire Chief, along with Rock Island Fire Chief Appointee Jerry Shirk, spoke about some of the shared services and training that can be done as well as some of the combined training that is already being done. They discussed the combined Specialty Rescue training with Rock Island, Moline and East Moline. Mr. Shirk noted that the Hazardous Materials Training was a volunteer training. He noted that thirty-five people have already received the training, and A. D. Huesing donated a truck that is being painted and equipped for use by this team.
Mr. Iman stated that combining services is not a merger, and each city will maintain their own identities. He stated that it is not a consolidation effort, and not a reduction of services. He stated that they will not reduce services and will avoid lay-offs. He noted that, if any reduction of staff occurs, it would be done through attrition. At this time, he introduced Ken Murray of Maximus, who is the Project Manager.
Mr. Murray spoke to the group about Maximus. He stated that they would be looking at ways to provide the same level of services at a reduced cost. He indicated that they would need to balance expectations with a balance of capability. He noted other personnel from Maximus who will be working with the two cities on this project. He also indicated that there would need to be a meeting about half way through the process, and again when the project is completed. He noted that they would be working with employees as well as with customers, using data collected by both cities in various surveys that have already been completed. They will do a data collection and analysis and make recommendations.
Council members from both cities asked questions of Mr. Murray. He responded to the questions, stating that the detailed plan is part of Phase II, and not part of this initial Phase. Mr. Murray stated that the process is important.
Rock Island Mayor Schwiebert and Moline Mayor Leach spoke to the group, indicating that it was important for everyone to keep an open mind during this process. They indicated that the purpose of this project is to provide a better product for the citizens at a lower cost - cooperation can mean doing things better for both communities.
A motion made by Alderman Conroy and seconded by Alderman Bauersfeld to adjourn the meeting CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
The meeting was adjourned at 6:35 p.m.
____________________________
Jeanne F. Paggen, City Clerk
The Rock Island City Council met in regular session at 6:45 p.m. on Monday, May 12, 2003, in the Council Chambers of Rock Island City Hall. Present were Mayor Mark W. Schwiebert, presiding, and Aldermen Terry M. A. Brooks I, David R. Conroy, John E. Bauersfeld, Jr., Daniel Rockwell, Evelyn "Evie" R. White, Ann L. Keefe and Frank J. Forlini, Jr.
Mayor Schwiebert called the meeting to Order and led in the Pledge of Allegiance to the Flag of the United States of America. Alderman Bauersfeld gave the Invocation. A motion made by Alderman Forlini and seconded by Alderman White to approve the Minutes of the meeting of May 5, 2003, as printed CARRIED on a Voice vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
Agenda Item #6
Public Works Director Bob Hawes presented the Mayor and City Council with the 2003 Project of the Year award from the Illinois Chapter of the National Public Works Association for the Wastewater Treatment Facility. Mr. Hawes and Dale Howard, Utility Superintendent, reviewed the application and discussed the facility.
Agenda Item #7
Mayor Schwiebert read a proclamation declaring the week of May 18 through 24 as “National Public Works Week” and presented the framed document to Public Works Director Bob Hawes.
Agenda Item #8
Mayor Schwiebert called attention to a proclamation declaring the week of May 11 through 17 as National Homes for the Aging Week.
Agenda Item #9
Mayor Schwiebert called attention to a proclamation declaring the week of May 18 through 24 as National Association of Insurance Women Week.
Agenda Item #10
SAVE A
LIFE WEEK/MAY 18 THROUGH 24
Mayor Schwiebert called attention to a proclamation declaring the week of May 18 through 24 as Save A Life Week.
CLAIMS
Agenda Item #11a
CITY
ATTORNEY/LEGAL SERVICES
The City Clerk read a statement from the City Attorney in the amount of $6,258.53 for legal services during the month of April.
Agenda Item #11b
HUFF AND
HUFF/EXCESS FLOW BASINS
The City Clerk read a report from the Public Works Department recommending payment to Huff and Huff in the amount of $2,828.76 for services performed in relation to the Franciscan and Saukie Excess Flow Basins.
Agenda Item #11c
SHIVE-HATTERY/THIRD
AVENUE RECONSTRUCTION/REHABILITATION PROJECT
The City Clerk read a report from the Public Works Department recommending payment to Shive-Hattery in the amount of $8,020.06 for services in relation to the Third Avenue Reconstruction/
Rehabilitation Project.
Agenda Item #11d
CENTENNIAL
CONTRACTORS/2003 UTILITY PATCHING PROGRAM
The City Clerk read a report from the Public Works Department recommending payment to Centennial Contractors in the amount of $46,050.00 for the 2003 Utility Patching Program.
Agenda Item #11e
McCLURE
ENGINEERING/ARMORY ROOF REPAIR PROJECT
The City Clerk read a report from the Public Works Department recommending payment to McClure Engineering in the amount of $5,311.20 for services in relation to the Rock Island Armory Roof Repair Project.
Alderman Bauersfeld asked about the roof project at the Armory. Public Works Director Bob Hawes responded that the payment was for the engineering to determine whether or not the roof work could be continued. He stated that the company that started the project will be asked to complete the work, and if they don’t, the city will pursue the bonding company.
Alderman Bauersfeld also made reference to the Third Avenue reconstruction, stating that Fifth and Fourth Avenue are looking better, and noted that there are some manhole covers on Third Avenue that seem to be lower and may need to be raised. Mr. Hawes stated that he would look into this.
Following discussion, a motion made by Alderman Forlini and seconded by Alderman Conroy to accept the reports and authorize payments as recommended CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
Agenda Item #12
MAY 2
THROUGH 8
The City Clerk read the claims for the week of May 2 through 8 in the amount of $761,893.13. A motion made by Alderman Conroy and seconded by Alderman White to allow the claims CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
BIDS/PURCHASES
Agenda Item #13
HEWLETT-PACKARD/E-MAIL
SERVER
The City Clerk read a report from the Information Technology Services Department regarding a state contract purchase of an e-mail server, recommending the purchase from Hewlett-Packard Corporation in the amount of $7,399.00. Alderman Forlini asked why this purchase was needed, and Claire Dubuisson, Information Technology Services Director, responded that this is a replacement server. Following discussion, a motion made by Alderman White and seconded by Alderman Rockwell to authorize the purchase and payment as recommended CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White and Keefe. NAYS: None. ABSTAIN: Alderman Forlini.
CONTRACTS/AGREEMENTS
Agenda Item #14
UNITED
NATIONAL/CONSOLIDATED INSURANCE PROGRAM
The City Clerk read a report from the Personnel Department regarding bids for the Consolidated Insurance Program, recommending that the insurance renewal package from United National, Option V, in the amount of $348,701.00, be accepted. A motion made by Alderman Keefe and seconded by Alderman White to award the bid as recommended and authorize payment CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
Agenda Item #15
ALTERNATIVE
SERVICE CONCEPTS/
GENERAL
LIABILITY THIRD PARTY ADMINISTRATION
The City Clerk read a report from the Personnel Department regarding bids for the general liability third party administration services, recommending the bid of Alternative Service Concepts. Alderman White commended staff for their work on these insurance bids and the process they used. A motion made by Alderman Forlini and seconded by Alderman Conroy to award the bid as recommended CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
Agenda Item #16
GRANT/MARINA
ENTRANCE RELOCATION STUDY
The City Clerk read a report from the Public Works Department regarding a grant program called the Planning Assistance to States to be used for the Marina Entrance Relocation Study, recommending that Council authorize staff to proceed with a formal application for the grant based on the draft Scope of Work. Alderman Rockwell asked how often the dredging is done, and Public Works Director Bob Hawes responded that it should be done every three years. He added that it has not been done now for five years because the Federal Government has not been able to afford to do it. He stated that the City will do it this Fall, adding that there may be a problem getting boats out even this summer. A motion made by Alderman Bauersfeld and seconded by Alderman Conroy to authorize staff to proceed with the grant application as recommended CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
COMMUNITY/ECONOMIC
DEVELOPMENT
Agenda Item #17
1728 5
STREET/ROOF DEFERRED PAYMENT LOAN
The City Clerk read a report from the Community and Economic Development Department regarding a request for a commitment from City Council for a Roof Deferred Payment Loan at 1728 5th Street in the amount of $3,449.00. A motion made by Alderman White and seconded by Alderman Conroy to commit the $3,449.00 for the loan as recommended CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
Agenda Item #18
3624
BLACKHAWK ROAD/SIGN
The City Clerk read a report from the Community and Economic Development Department regarding a site plan review for a freestanding sign at 3624 Blackhawk Road. A motion made by Alderman Keefe and seconded by Alderman Rockwell to approve the site plan as recommended CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
TRAFFIC
ENGINEERING
Agenda Item #19
707 13
STREET/HANDICAPPED PARKING
The City Clerk read a report from the Traffic Engineering Committee regarding a request for a Handicapped Parking Space in front of 707 13th Street. A motion made by Alderman Bauersfeld and seconded by Alderman Conroy to approve one Handicapped Parking Space and refer to the City Attorney for an Ordinance CARRIED on a Voice vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
LICENSES/PERMITS
Agenda Item #20
Q C
CRITERIUM/RESOLUTION
The City Clerk read a report from the City Clerk regarding a Highway Resolution to close off First Avenue between 17th and 18th Street for the Quad Cities Criterium May 25 and 26. A motion made by Alderman Bauersfeld and seconded by Alderman White to adopt the Resolution CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
ITEMS
FROM THE CITY MANAGER’S MEMORANDUM
VACATION OF STREET/ALLEY
City Manager John Phillips referred to the information provided by the City Attorney John Konecky regarding the vacation of an alley or street. Alderman Keefe stated that she thought the information was very thorough and deep. City Attorney Konecky stated that if a public hearing needs to be held for an alley vacation, only the affected property owners would need to be notified. Alderman Keefe added that a street vacation would require the notification of the public since more than the adjacent property owners generally use a street.
Alan Carmen discussed the information regarding the potential changes to the one-way street system in Moline and the affect it would have on Rock Island. He stated that he and City Engineer Jim Johnson attended two meetings, and the proposal met with favorable reaction from the public. Mr. Carmen stated that they would need to identify how the changes would be made, discuss the engineering costs of the changes, and also discuss this with the neighborhood. He stated that any costs associated with the changes would need to be estimated. He stated that the Moline staff will be making more presentations to the Floriciente neighborhood, and then also will be talking to their consultant. He indicated that they plan to have a recommendation ready in about thirty or sixty days. He stated that they will need to coordinate these changes with Rock Island and staff will be meeting to discuss this.
Alderman Bauersfeld stated that this should be discussed with the City Council before any decisions are made. Alderman White discussed some medians she observed this weekend in another city, stating that the medians would make snow removal easier than the cutouts they have downtown now.
Mayor Schwiebert stated that the Council had just met earlier in the evening with the Moline City Council to discuss sharing of services, and this was another example of sharing between the two cities.
City Manager John Phillips referred to the information on the fiscal year 2003 King Center usage.
Public Works Department Director Bob Hawes discussed the proposed reorganization for Public Works. He noted that there will be reassignments and some of the offices would be moved to utilize space better. He indicated that the union contracts are written to include changes like this so this does not have to be negotiated.
OTHER
BUSINESS
There was no Other Business to discuss and nobody signed in to speak.
EXECUTIVE
SESSION
A motion made by Alderman Conroy and seconded by Alderman White to recess to Executive Session on Personnel and Property Acquisition CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
The meeting was recessed at 7:25 p.m.
RECESS
Mayor Schwiebert reconvened the regular meeting at 8:00 p.m. A motion made by Alderman Forlini and seconded by Alderman Keefe to recess to Monday, May 19, at 5:00 p.m. CARRIED on a Roll Call vote. AYES: Aldermen Brooks, Conroy, Bauersfeld, Rockwell, White, Keefe and Forlini. NAYS: None.
The meeting was recessed at 8:01 p.m.
____________________________
Jeanne F. Paggen, City Clerk