City of Rockford Finance & Personnel Committee met Oct. 10.
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 | Absent | |
| Chad Tuneberg | City of Rockford | Alderman | Present | |
| Aprel Prunty | City of Rockford | Alderman | Present |
Other Attendees:
Mayor McNamara
Council members: T. Durkee, G. Torina, J. Wilkins, B. Rose, I. Barrios, G. Meeks, J. Bailey, M. Bonne Staff: T. Cagnoni, C. Hagerty, K. Saunders, K. Franzen, Deputy Chief R. Reffett, Fire Chief M. Pankow, N. Meyer, J. Klemm, A. Parham, T. Hughes, A. Wilkinson, J. Rott, R. Wilhemi, M. Johnson
II. INFORMATION ONLY
A. Change Order: 15th Avenue Improvements to Northern Illinois Service Company, of Rockford, Illinois.
Original amount: $3,959,554.59
Change order: $ 395,090.39
Total amount: $4,354,644.98
While excavating and installing new water main, it was discovered that there were varying depths and conditions of concrete base under the roadway surface. After discussions and careful considerations to remaining useful life, traffic volume and weight of traffic that travels 15th Avenue, it was determined that replacing the concrete base in-kind would prolong the life of the roadway over the newly installed water main. The funding source is 1% Infrastructure Sales Tax (32%), Water Replacement Improvement Account (WRIA) (60%), and Four Rivers Sanitation Authority (FRSA) (8%).
RESULT: DISCUSSED
III. COMMITTEE REPORTS
A. 2023-237-CR - Vouchers in the amount of $11,400,338.77.
Generated 10/31/2023 3:07 PM
Committee Meeting Tuesday, October 10, 2023 5:30 PM
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
B. 2023-238-CR - Illinois Mutual Aid Box Alarm System (MABAS) Agreement. The purpose of the Illinois MABAS agreement is to update the current agreement to provide and receive predetermined resources to and from other jurisdictions. The Legal Director shall prepare the appropriate ordinance.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
C. 2023-239-CR - Ordinance authorizing the City of Rockford to utilize funds from the Public Water Supply Loan Program at the Illinois Environmental Protection Agency (IEPA) and Application of Loan for Future Phases. The Legal Director shall prepare the appropriate ordinance.
Ald. Prunty requested more information. Ms. Rott explained that this is a requirement of the loan application to continue to receive funding from the IEPA. In the past it has been 100% forgivable; there will be one year that will not be 100% forgivable.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
IV. RESOLUTIONS
A. 2023-213-R - Award of Bid: Demolition Group 25 Package to N-TRAK Group, of Loves Park, Illinois in the amount of $60,119.80. The funding source is Community Development Block Grant (CDBG) funds.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Franklin C. Beach, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
B. 2023-214-R - Award of Bid: Demolition Group 26 Package to Northern Illinois Service, of Rockford, Illinois in the amount of $72,665.00. The funding source is Community Development Block Grant (CDBG) funds.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
C. 2023-215-R - Award of RFP: Rental Registration Services to OpportunitySpace, Inc., d.b.a Tolemi in the amount of $30,000.00 annually. The contract duration is one-year (1) with four (4) possible one-year extension options. Annual price adjustments for CPI considered at contract renewal only. The funding source is Construction Services Operating Budget.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
D. 2023-232-R - Award of Contract: Intersection Surveillance Cameras, 5G Technological Infrastructure, Mounting Components/Materials, and Installation to Montel Technologies, of Loves Park, Illinois in the amount of $66,204.00. The funding source is fiscal year 2018 Project Safe Neighborhoods (PSN) Department of Justice Grant.
RESULT: LAID OVER Next: 10/23/2023 5:30 PM
E. 2023-216-R - Award of Non-Competitive Contract: Vehicle Repair Aerial Ladder to MacQueen Emergency Equipment Group, of Aurora, Illinois in the amount of $99,278.00. The funding source is Fire Department Operating Budget.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
F. 2023-217-R - Award of RFP: Financial Advisory Services to Speer Financial, Inc., of Chicago, Illinois in the amount of $5,000 plus 0.25% of gross production for issues between $1 million and $5 million and 0.1% for issues over $5 million, capped at $30,000 per transaction. The contract duration is one (1) year, with four (4) annual extensions. The funding source is Bond Sale Proceeds.
Ald. Tuneberg commented that the fees were very reasonable.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
G. 2023-218-R - Extension of the Garbage Collection Contract to Rock River Disposal, of Rockford, Illinois as amended. The initial contract term ended 12/31/2020, and the first available extension was executed in 2020 through 12/31/2023. One remaining extension is available for the term 1/1/2024. Staff recommends a five (5) year additional term (through 12/31/2028), with a possible additional five (5) year extension (through 12/31/2033). The funding source is Construction Services Operating Budget.
Ald. Beach recommended amending the second extension through 12/31/2028. Ald. Beach asked if the item could be laid over until the rate increase is known. Director Hagerty responded that staff would recommend as we have in the past, that the cost be passed along to the customers. It would be officially approved in the fee schedule. As listed in the memo, we are hoping to receive an $800,000 grant from The Recycling Partnership to offset the cost of recycling totes. We expect a decision on the grant award in the middle of October. The grant will offset the purchase price of the tote and will result in an increase of $0.75 per month per household or $9 on an annual basis. The contract will still be subject to annual increase provisions that exist under the existing contract; CPI with a minimum of 1.75% and a maximum of 4%. The five-year extension is a mutual extension, both parties must agree to move forward. Ald. Beach recommended coming back to council one-year prior to renewal of the five-year extension.
Motion by Ald. Beach and seconded by Ald. Tuneberg to amend the original motion to bring the contract before council one-year prior to the expiration date.
Ald. Durkee commented on the arm of the truck cracking the totes. Director Hagerty stated Rock River Disposal would be responsible for the totes under the contract.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Kevin Frost, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
H. 2023-219-R - Change Order: City Yards Leaking Underground Storage Tank Closure - Benzene Area to Fehr Graham Engineering & Environmental.
Original amount: $23,600.00
Change order: $14,768.00
Total amount: $38,368.00
Field investigation and sampling activities were completed in early July 2023 to attempt to define the lateral extent of soil and groundwater contamination. Ground water sample results determined that impacted groundwater remained and was yet to be defined to the north, south, and west of the release area as summarized in the attached Leaking UST Site Summary Report. Fehr Graham has provided the attached Supplemental Investigation proposal to conduct the required field investigation, sampling, and closure reporting in the amount of $14,768. The funding source is Public Works Building and Noncapital Improvement Fund.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Franklin C. Beach, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
I. 2023-220-R - Approval of the Application and Acceptance of the United States Environmental Protection Agency (USEPA) Brownfields Community-wide Assessment Grant in the amount of $500,000.00. The grant does not require a cost match and the grant term is from October 1, 2024 to September 30, 2028. The grant award will provide valuable funds that can be used for Phase I and II Environmental Site Assessments and environmental cleanup planning on eligible Brownfield sites in the City.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Franklin C. Beach, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
J. 2023-221-R - Approval of the Application and Acceptance of the Continuum of Care Rapid Rehousing Award for clients at the Family Peace Center from the Department of Housing and Urban Development (HUD) in the amount of $205,644.00. The grant does require a 25% cost match of $41,130. The matching funds are FPC in-kind and cash match. The grant term is from September 1, 2024 to August 31, 2025. Eligible clients receive housing and supportive services through a partnership with Family Peace Center. The grant allows domestic violence clients to alleviate housing cost burdens and prevent homelessness. This will be a partnership with 1 part-time staff located at the FPC.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
K. 2023-230-R - Approval of the Application and Acceptance of the Continuum of Care Coordinated Entry Award for clients at the Family Peace Center from the Department of Housing and Urban Development (HUD) in the amount of $56,655.00. The grant does require a 25% cost match of $11,331. The matching funds are FPC in-kind and cash match. The grant term is from September 1, 2024 to August 31, 2025. The grant provides funds for completing/running of Single Point of Entry (SPOE) for Family Peace Center (FPC) domestic violence clients only. This includes intake, assessment, maintaining by name list and referral to housing. This will be a partnership with 1 part-time staff located at the FPC.
Ald. Beach asked if one part-time person would take care of both part-time positions. Director Parham explained that this would help support other positions at the Family Peace Center.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS]Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
L. 2023-222-R - Approval of the Acceptance of the 2021 Byrne Justice Assistance Grant (JAG) award in the amount of $171,472.00. The grant does not require a cost match and the grant term is from October 1, 2020 to September 30, 2024. The grant award will provide funds for purchase of portable radio communication systems for use by the Police Department.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
M. 2023-223-R - Acceptance of the 2022 Byrne Justice Assistance Grant (JAG) award in the amount of $170,722.00. The grant does not require a cost match and the grant term is from October 1, 2021 to September 30, 2025. The grant award will provide funds for the purchase of portable radio communication system for use by the Police Department.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
N. 2023-224-R - Acceptance of Department of Commerce and Economic Opportunity (DCEO) Weatherization Grant Award in the amount of $960,312.00. This is supplemental funds for our current Weatherization grant. The grant term is from March 1, 2023 to February 28, 2025. The grant award will provide funds for approved clients' weatherization work order, clients' energy usage education, contractor(s), staff training, payroll, and administration.
Ald. Frost questioned the current total accumulation of weatherization. Director Parham stated with this particular program process as you do earn program support as you complete the elements of the work. Ald. Frost stated he is looking for the number of homes on an annual basis that are affected by this. Director Parham will provide the information requested.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
O. 2023-225-R - Approval of the Application and Acceptance of the Continuum of Care Coordinated Entry Award for the City of Rockford from the Department of Housing and Urban Development (HUD) in the amount of $124,005.00. The grant does require a 25% cost match of $24,801. The matching funds are coming from CSBG. The grant term is from September 1, 2024 to August 31, 2025. The grant provides funds for completing/running of Single Point of Entry (SPOE). This includes intake, assessment, maintaining a by name homeless list, and referral to housing.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Franklin C. Beach, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
P. 2023-226-R - Approval of the Application and Acceptance of the Continuum of Care Rapid Youth Rehousing Grant Award from the Department of Housing and Urban Development (HUD) in the amount of $95,989.00. The grant does require a 25% cost match in the amount of $23,997.25. The matching funds come from CSBG. The grant term is from November 1, 2023 to October 31, 2024. Eligible clients receive deposit and rental payment to their landlord. This allows clients to alleviate housing cost burdens and prevent homelessness.
Ald. Frost commented that this has been done recently in the past, and asked if this was a supplemental. Director Parham explained that HUD does not always use the same timeline's when the applications come out annually. We are requesting approval for the applications to submit these to HUD.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Franklin C. Beach, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
Q. 2023-227-R - Approval of the Application and Acceptance of Continuum of Care (COC) grant award for the Rosecrance 2003 program from the Department of Housing and Urban Development (HUD) in the amount of $145,219.00. The grant does require a 25% cost match in the amount of $36,304.75. The matching funds are sub-recipient in-kind and cash match. The grant term is from June 1, 2024 to May 31, 2025. Eligible clients receive housing and supportive services through a sub-recipient agreement with Rosecrance. This allows clients to alleviate housing cost burdens and prevent homelessness.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS]Next: 10/16/2023 5:30 PM
MOVER: Franklin C. Beach, Alderman SECONDER: Aprel Prunty, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
R. 2023-228-R - Approval of the Application and Acceptance of Continuum of Care (COC) Rosecrance Consolidated program from the Department of Housing and Urban Development (HUD) in the amount of $774,560.00. The grant does require a 25% cost match in the amount of $193,640.00. Matching funds are sub recipient in-kind and cash match. The grant term is from May 1, 2024 to April 30, 2025. Eligible clients receive housing and supportive services through a sub recipient agreement with Rosecrance. This allows clients to alleviate housing cost burdens and prevent homelessness.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Franklin C. Beach, Alderman SECONDER: Chad Tuneberg, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty BSENT: Jonathan Logemann |
S. 2023-229-R - Approval of the Application and Acceptance of Continuum of Care (COC) Planning Grant Award from the Department of Housing and Urban Development (HUD) in the amount of $140,000.00. The grant does require a 25% cost match of $35,000. Matching funds are coming from CSBG. The grant term is from December 1, 2024 to November 30, 2025. The grant will assist Continuum of Care (COC) with carrying out mandatory roles and responsibilities.
| RESULT: APPROVED BY COMMITTEE [UNANIMOUS] Next: 10/16/2023 5:30 PM
MOVER: Chad Tuneberg, Alderman SECONDER: Franklin C. Beach, Alderman AYES: Kevin Frost, Franklin C. Beach, Chad Tuneberg, Aprel Prunty ABSENT: Jonathan Logemann |
V. ADJOURNMENT
The meeting was closed at 7:08 PM
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