Rockford Sun

City of Rockford Finance & Personnel Committee met Dec. 13.

Here are the minutes provided by the committee:

I. CALL TO ORDER

Attendee Name	Organization	Title	Status	Arrived
Kevin Frost	City of Rockford	Alderman	Present
Franklin C. Beach	City of Rockford	Alderman	Present
Jonathan Logemann	City of Rockford	Alderman	Present
Chad Tuneberg	City of Rockford	Alderman	Present
Janessa Wilkins	City of Rockford	Alderman	Absent

Other Attendees:

Mayor McNamara

Council members: T. Durkee, G. Torina, A. Prunty, K. Hoffman, B. Rose, T. Quinonez, G. Meeks, L. McNeely, M. Bonne

Staff: T. Cagnoni, C. Hagerty, K. Saunders, Police Chief C. Redd, Fire Chief M. Pankow, N. Meyer, S. Hunter, A. Parham, T. Hughes, A. Wilkerson, J. Rott, M. Leatherby, K. Mattson, T. Hinkens, J. Cacciapaglia, M. Johnson

Interested Parties and Media

Invocation

The Invocation was led by Chaplain Dave Zarembski.

Pledge of Allegiance

Public Speakers

1. Rev. Earl Dotson, Sr. shared his personal feelings about the importance of bringing manufacturing businesses back to this community and the effects of racism on the community.

2. John Tac Brantley recited scripture and spoke about the effects of racism in the community.

3. John Lawrence spoke about annual program funding and the need to fund programs that work.

4. Kenneth Dickens recited scripture and spoke about setting up a meeting with Mayor McNamara.

II. INFORMATION ONLY

A. Emergency Demolition 1800 Broadway. On November 1, 2021 the building was inspected, and the front section was considered structurally unsafe. The front exterior brick wall became dangerous and could not support the upcoming weather season without collapsing, so it was necessary to remove it to minimize threats to public safety. Northern Illinois Service demolished the front portion of the building. Community Development Block Grant (CDBG) funded the demolition in the amount of $40,600.75.

RESULT: DISCUSSED

B. Contract Extension: Tire Collection and Recycling Service with Green Road Tire Recycling, of Rockford, Illinois in the amount of $50,000 (per unit basis) annually. This extension is through December 31, 2022 based on the vendor's excellent performance and responsiveness during 2021. The funding source is Community Development Operating Budget.

Ald. McNeely questioned the location of the tire collection service. Mr. Leatherby stated that the collection site is at the Household Hazardous Waste site on Kishwaukee.

RESULT: DISCUSSED

C. Change Order: Rockford Police Department Outdoor Training Facility to N TRAK Group, of Loves Park, Illinois.

Original amount: $ 139,456.65

Previous change order: $ 1,000.00

Current change order: $ 98,750.00

Total Amended amount: $ 239,206.65

At the onset of construction it was determined that the site’s underlying soils would not support the construction of the access drive, parking area, and range with only 10” of CA6 base stone. After performing soil testing, it was the recommendation of a geotechnical consultant to undercut an additional 6” and place a soil stabilizing fabric and additional stone to insure a stabilized base for the site. In addition, with the added grading, field tiles that crossed the site from the adjacent property needed to be replaced in order for the site to drain properly post construction. The funding source is Police Department Operating Budget.

Ald. McNeely questioned the change order. Mr. Mattson responded that during the construction we had received a considerable amount of rain and that affected the soil condition. Ald. McNeely asked if this was a regular occurrence with other projects. Mr. Mattson responded that it depended on the soil type and existing conditions. Director Saunders stated that the outdoor training facility was located in a flood plain and was not noticed due to the dry conditions.

RESULT: DISCUSSED

D. Change Order: West State Street Phase II Demo Package L to N-TRAK Group, of Loves Park, Illinois.

Original amount: $109,210.00

Change order amount: $ 49,286.00

Total Amended amount: $158,496.00

1820 West State Street: 1820 West State Street was acquired after the contract was bid on May 20, 2021. This was the last property needed for construction of the West State Street Phase II improvements and the asbestos removal and demolition of the structure at this address were added to this contract. The cost for this work is $15,972.98.

Additional Underground Storage Tank Removal: At the beginning of this project, we anticipated two (2) underground storage tanks (UST’s) at 2504 West State Street and three (3) underground storage tanks at 21XX West State Street. Onsite the contractor located a total of eight (8) UST’s at 21XX West State Street. The cost for the five (5) additional UST removals is $33,313.02. The funding source is 75% IDOT and 25% Sales Tax.

RESULT: DISCUSSED

E. Change Order: Alpine Dam Concrete Related Maintenance Construction to Martin & Company, of Oregon, Illinois.

Original amount: $1,363,636.00

Change order amount: 49,563.07

Total Amended amount: $1,413,199.07

Additional work was needed due to unforeseen conditions encountered in the field during construction; Concrete Wall Footing Removal, Stilling Basin Work, Slab Joint Replacement, and Wall Joint Replacement. The funding source is Sales Tax.

RESULT: DISCUSSED

III. RESOLUTIONS

A. 2021-282-R - Committee recommends approval of the Award of Bid: Intersection Bike Detection Equipment to ITS PLUS, INC., of Plano, Texas in the amount of $211,565. The installation is planned for the spring/summer of 2022 and shall include seven intersections. The funding source is Sales Tax. This project was approved at City Council on December 6, 2021, there was an error in the amount listed on the agenda.

Ald. McNeely questioned the use of Sales Tax for the project. Director Saunders explained that in the CIP, sales tax has been identified as the funding source for bikeway projects.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS]Next: 12/20/2021 5:30 PM MOVER: Jonathan Logemann, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

B. 2021-283-R - Committee recommends approval of the Award of Bid: Bituminous Patching 2021 to Stenstrom Excavation, of Rockford, Illinois for an estimated annual value of $650,000 (based on unit pricing). The contract duration is through November 30, 2022 with three (3) possible one-year extension options. Annual price adjustments for CPI considered at contract renewal only. The funding source is Water Fund Operating Budget.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 12/20/2021 5:30 PM MOVER: Jonathan Logemann, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

C. 2021-284-R - Committee recommends approval of the Award of Bid: PCC Patching 2021 to TCI Concrete, of Rockford, Illinois for an estimated budget amount of $250,000 (based on unit pricing). The contract duration is through December 31, 2022 with three (3) possible one-year extension options. Annual price adjustment for CPI considered at contract renewal only. The funding source is Water Fund Operating Budget.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 12/20/2021 5:30 PM MOVER: Jonathan Logemann, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

D. 2021-285-R - Committee recommends approval of the Award of Non Competitive Contract: SE Rockford Superfund Site-Groundwater Monitoring to Nationwide Environmental Services, of Golden, Colorado in the amount of $234,480 (estimated annual budget amount $58,620). The contract duration is four (4) years. The funding source is Water Fund Operating Budget.

Ald. McNeely questioned the location of the Superfund Site. Ms. Rott responded the site was located between Harrison and Sandy Hollow Roads.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS]Next: 12/20/2021 5:30 PM MOVER: Jonathan Logemann, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

E. 2021-286-R - Committee recommends approval of the Award of Contract Extension: Rental of Traffic Control Devices to Trafic Services, Inc., of Bartlett, Illinois for an estimated annual value of $200,000 (based on unit pricing). The original contract duration was February 2021 through December 31, 2021 with four (4) possible one-year extension options. Approval is for the first one-year extension. The funding source is Various Departmental Operating Budgets.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 12/20/2021 5:30 PM MOVER: Jonathan Logemann, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

F. Award of Bid: Turf Slope Mowing and Restoration to JJ Paris, Inc., of Rockford, Illinois for an estimated annual value total of $152,400 as shown on the bid tabulation. The contract duration is through December 31, 2022 with four (4) possible one-year annual extension options. Annual price adjustments for CPI considered at contract renewal only. The funding source is Street Division Operating Budget.

RESULT: LAID OVER Next: 1/10/2022 5:30 PM

G. 2021-287-R - Committee recommends approval of the Award of Joint Purchasing Contract: City Hall Janitorial Services to Bridgeway, Inc., of Loves Park, Illinois in the amount of $118,730.64 for Year 1 (2022). Year 2 (2023) - $128,620.80, Year 3 (2024) - $138,511.68. The contract duration is date of award through 6/30/2022 with two (2) possible one-year extension options. The funding source is Property Fund Operating Budget.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 12/20/2021 5:30 PM MOVER: Jonathan Logemann, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

H. 2021-288-R - Committee recommends approval of the Award of Non Competitive Contract: Traffic Signal Equipment to Mobotrex Mobility & Traffic Experts, of Davenport, Iowa for an estimated annual value of $300,000. The contract duration is one (1) year. The funding source is Traffic Division Operating Budget.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 12/20/2021 5:30 PM MOVER: Jonathan Logemann, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

I. 2021-289-R - Committee recommends approval of the Award of Contract Extension: Street Sweeping Services to Elgin Sweeping Services, Inc., of Chicago, Illinois for a total estimated annual value of $571,552 based on unit pricing. The contract duration was Three (3) years with two (2) additional one year extensions. Approval is for the first one-year extension. The funding source is Street Division Operating Budget.

Ald. McNeely asked how often the streets were swept. Mr. Leatherby responded the arterial roads are swept three times a year and all residential neighborhood streets are swept twice a year and the downtown area is swept every other week during the spring, summer, and fall.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 12/20/2021 5:30 PM MOVER: Jonathan Logemann, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

J. 2021-290-R - Committee recommends approval of the Renewal of Contract: Medical Stop Loss 2022 to Nationwide Insurance for Contract amount/Rates: $25.47 per Employee per Month - Single Enrollment and $61.60 per Employee per Month - Family Enrollment. The total estimated annual premium is $721,860 based on current number of health insurance participants. The contract duration is one-year. The funding source is Health Insurance Fund.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 12/20/2021 5:30 PM MOVER: Jonathan Logemann, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

K. 2021-291-R - Committee recommends approval of the Renewal of Contract: Workers' Compensation Excess Coverage 2022 to Safety National Casualty Corporation, of St. Louis, Missouri for the Contract Amount/Rates: Premium is based on estimated annual payroll of $87,612,663 at $.2429 per $100 of payroll, for a total estimated annual premium of $212,811. The contract duration is annual renewal. The funding source is Workers' Compensation Fund.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 12/20/2021 5:30 PM MOVER: Franklin C. Beach, Alderman SECONDER: Jonathan Logemann, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

IV. COMMITTEE REPORTS

A. 2021-294-CR - Committee recommends approval of the vouchers in the amount of $10,057,770.96 as approved at the Finance and Personnel Committee meeting on December 6, 2021.

Ald. Tuneberg questioned the payment to a local law firm for the casino. Director Meyer responded that he anticipated more attorney bills once we are closer to the opening of the casino. There is an agreement in place to have the expenses reimbursed by the owners of the casino.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 12/20/2021 5:30 PM MOVER: Franklin C. Beach, Alderman SECONDER: Jonathan Logemann, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

B. Committee recommends approval of the Intergovernmental Agreement with Rockford Park District for a Collaborative Summer Youth Program. The Legal Director shall prepare the appropriate ordinance.

Ms. Cacciapaglia stated the Mayor's Office of Domestic and Community Violence Prevention is seeking City Council approval to enter into an Intergovernmental Agreement with Rockford Park District for a Collaborative Summer Youth Program. The City and Park District wish to coordinate a trauma mitigation initiative involving supervising students, ages 5-15 years, in summer day camp programming for 8 weeks at the sites, dates, and times agreed upon by the Park District and the City. The Park District and the City will collaborate to create a data driven, well-rounded, educational and recreational summer curriculum.

Ald. McNeely asked what the roll for the Park District would be. Ms. Cacciapaglia responded that the Park District would provide the staff to run and help register the kids. Ald. McNeely stressed the need for jobs for kids of age. Ald. Torina asked if the school district was invited to the conversations and was told yes. Ms. Cacciapaglia stated they had been having ongoing discussions since May, but they have not yet committed to the project. Ald. McNeely expressed her concern with the program and stated she would not be supporting this item. Ald. Frost reiterated that the budget for the intergovernmental agreement is $30,000, Ms. Cacciapaglia agreed.

RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 12/20/2021 5:30 PM MOVER: Jonathan Logemann, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Jonathan Logemann, Chad Tuneberg ABSENT: Janessa Wilkins

V. ADJOURNMENT

The meeting was closed at 6:32 PM

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