Rock Island Today

City of East Moline Committee of the Whole met July 5.

Here is the minutes provided by the Committee:

Roll Call

Mayor Freeman called the meeting to order and directed City Clerk Arletta D. Holmes to call the roll. The following Aldermen were present: Alissa Sallows, Gary Almblade, Nancy Mulcahey, Ed DeJaynes, Gary Miller, Robert Cheffer, Jose Roberto Rico, and Mayor Freeman. 7:00p.m.

Additions/Corrections To Agenda None

Discussion On Social Hosting Ordinance (Mr. Girdler, City Administrator)

Please fine attached an Ordinance that the City of Delevan used for social hosting (control of underage alcohol and drug use). Please review the attached and we can discuss further at the Committee of the Whole meeting on Monday.

Mr. Girdler stated that from a past meeting there was a presentation regarding Social Hosting, and his intension tonight is to get a consensus from the Council, if they would like to move forward with this item to the full Council for consideration.

Financial:

This is a budgeted item.

Departments:

This item is not the CIP

Recommendation:

Move to the next City Council meeting.

Discussion:

After much discussion, comments and questions, regarding the attached ordinance from the City of Delavan, and various other aspects of this issue;.

A motion was made by Alderman Cheffer, seconded by Alderman Almblade, to concur with the recommendation to move this item to the next City Council meeting. Upon roll call the following voted in favor: DeJaynes, Miller, Cheffer, Sallows, Almblade, and Mulcahey. Abstain: Rico. Motion carried.

2017 MFT Maintenance Program – Plans, Specs, Bidding (Mr. Kammler, Director of Engineering)

In accordance with the FY2017 Capital Improvement Plan, plans and specifications have been prepared for the use of Motor Fuel Tax funds as follows: Scarification & Sealcoat: Various Streets (see attached map)

Hot-Mix Asphalt Overlay: Forest Road (7th St- Oaklawn Ave), 18th Street (18th – 21st Ave) Concrete Patching: 2nd Street (15th -17th Ave), 3rd Street (15th – 17th Ave), 5th Street (15th -18th Ave).

The 2017 CIP has $405,000 budgeted for MFT street maintenance plus a $25,000 contingency. A map of the recommended improvement areas is attached for review and reference. Complete plans, specifications and bidding documents are available for review and comment at the East Moline Engineering & Maintenance Facility. Bid letting will be scheduled after Committee-of-theWhole approval, and a complete tabulation of bids and formal recommendation for award of contract (pending reasonable bid prices) will be forthcoming to the City Council at a meeting subsequent to the bid lettings.

Financial:

This is a budgeted item Line Item# 950-4300-452.0 Title: MFT Construction Amount Budgeted: $430,000 Actual Cost: T.B.A.

Funding Source: Motor Fuel Tax Funds This is a CIP Item CIP Project Number: 13-07, 17-03

Recommendation:

Approve the 2017 Motor Fuel Tax Maintenance Projects to bid letting. Pending COW approval, bid lettings will be conducted, bid results compiled and coordinated with IDOT, and construction contracts brought to Council for consideration of award.

Additional Comments: We are combining sealcoat, hot-mix-asphalt, and PCC patching together for one resolution.

A motion was made by Alderman Mulcahey, seconded by Alderman Almblade, to concur with recommendation as presented. Instruct the City Attorney to prepare the appropriate document, and forward to the Council for consideration. Upon roll call the following voted in favor: DeJaynes, Miller, Cheffer, Rico, Sallows, Almblade, and Mulcahey. Motion carried.

Construction Staking Contract – Various Improvements (Mr. Kammler, Director of Engineering)

The following projects require consultant assistance for construction survey staking and layout:

11th & 12th Street (20th Ave – 21st Ave) 27th Avenue Ct. (7th St – N. End) 9th Street Reconstruction (15th Av – 17th Ave)

Shive-Hattery Engineering performed the design for the construction plans on these projects and is therefore the most cost-effective firm to perform construction staking services required for construction of the proposed improvements. The Engineering Department has obtained a professional services contract proposal fromShive-Hattery to assist the city with this work. The proposal shows a detailed scope of services and is attached for review and consideration. As with the design engineering previously performed, utility CIP funds were programmed to pay for the work required on 11th Street, 12th Street, and 27th Ave. Ct, and Non-Home Rule funds for the work required on 9th Street.

Financial:

This is a budgeted item. Line Item#: Multiple Title: Water CIP, Sewer CIP, None Home Rule Tax Amount Budgeted: $20,000 Actual Cost: $20,000 Actual Cost: $20,350.00 Under/Over $350.00 Funding Sources: Water & Sewer Funds Street Improvement Funds

Departments: Engineering – Water CIP. Sewer CIP, Non-Home Rule Tax This is a CIP CIP Project Numbers: 17-01,17-02, 17-04, 17-05

Recommendation:

Approve construction staking contract with Shive-Hattery.

A motion was made by Alderman Almblade, and seconded by Alderman Miller, to concur with the recommendation to approve the construction staking contract with Shive Hattery. Instruct the City Attorney to prepare the appropriate document and forward to Council for consideration. Upon roll call the following voted in favor: DeJaynes, Miller, Cheffer, Rico, Sallows, Almblade, and Mulcahey. Motion carried.

Construction Inspection & Testing Various Improvements

(Mr. Kammler, Director of Engineering) The following projects require consultant assistance for construction inspection & testing:

11th & 12th Street (20th Ave -21st Ave) Utility & Street Imp’s/ W&S/ $80,000 budgeted in 2017 CIP 27th Avenue Ct. (7th St- N End) Utility &Street Imp’s / W&S/ for consultant inspection of these. 8th & 9th Street Improvements (15th Ave-17th Ave) NHR/ construction projects

Scarification & Sealcoat Various Streets MFT/ $0 budgeted in 2017 CIP for Forest Road Resurfacing (7th St-Oaklawn Ave) / MFT/ construction inspection of these projects

18th Street Resurfacing (18th – 21st Ave/ MFT/ Engineering Dept. Inspection Staff PCC Patching 2nd St & 3rd St (15th -17th Ave) 5th St (15th-18th Ave) MFT/ remains on leave (started Aug 16),

The Engineering Department has obtained a professional services contract proposal from McClure Engineering Associates, Inc to assist the City with this work. This proposal assumes 1 to 2 full-time inspection staff 6/5 – 10/20 and part-time inspection for project close out 10/23 – 12/1. Payment for inspection of these projects will follow the funding source for construction, as indicated above.

Financial:

This is a budgeted item:

Line Item#: Multiple Title: Water CIP, Sewer CIP, NHR, MFT

Amount Budgeted: $80,000 Actual Cost: $145,600 (est), Under/Over: ($65,600) Over

Recommendation:

Approve construction inspection and testing services contract with McClure Engineering.

A lengthy discussion was held with regards to this project being over budgeted. The inspections and testing portion of this project, that would have been done in-house is not possible now. Additional discussion was held regarding contingencies funds that could be used for this project.

Mayor Freeman has recommended that the Council move this item forward to the next City Council meeting (June 19, 2017), at that time Ms. Petersen, will update the City Council on what’s available in the contingencies funds.

A motion was made by Alderman Almblade, seconded by Alderman Mulcahey, to concur with the Mayors recommendation as presented. Upon roll call the following voted in favor: Miller, Cheffer, Rico, Sallows, Almblade, and Mulcahey. Present: DeJaynes. Motion carried.

Adjournment

A motion was made by Alderman Mulcahey, seconded by Alderman DeJaynes, to adjourn the Committee-of-the-Whole meeting. Upon Vote: DeJaynes, Miller, Cheffer, Rico, Sallows, Almblade, and Mulcahey. Motion carried. 7:35p.m.

http://il-eastmoline.civicplus.com/AgendaCenter/ViewFile/Minutes/_06052017-406