City of East Moline Committee of the Whole met July 17.
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. 7:05p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None
METER READING SOFTWARE AND EQUIPMENT UPGRADE (Ms. Petersen, Finance Director)
The City’s current water meter reading software is no longer supported by the software company, Badger Meter. If something were to go wrong with the software, we would not have a fix for it resulting in delayed meter readings and monthly utility billing. Badger Meter has given a quote for replacement software and equipment upgrade. The new meter reading software will be compatible with our current billing software. The quote includes 2 days of on-site training on the new software and equipment. The quote is for mobile readings as we currently have however, there is an option to upgrade to cellular endpoints in the future. With cellular endpoints, we would be able to pull meter readings hourly rather than monthly.
FINANCIAL:
This is a budgeted item Line Item# 011-4100-743.0 Title: Capital Purchase Amount Budgeted: $21,651 Actual Cost: $21,651 Under/Over: $0
Funding Sources: Departmental Projects – Water Billing Office Departments: Departmental Projects
This is a CIP CIP Project Number: ADMN – 17-01
RECOMMENDATION:
Approve purchase of meter reading software and equipment upgrade.
A motion was made by Alderman Mulcahey, seconded by Alderman Cheffer, to concur with the recommendation to approve the purchase of the meter reading software and equipment upgrade. Instruct the City Attorney to prepare the appropriate document, and forward to City Council for consideration.
DISCUSSION:
Alderman Miller- asked dose that $21,651.00 include the options for the upgrades and endpoints? Ms. Petersen stated that the $21,651 does not include the cost of the endpoints, but everything is there to upgrade if the city wants to, this is her understanding.
Alderman Almblade - asked Ms. Petersen how long has the city been using the current system. Ms. Petersen said since 2008, and it’s not -supporting and we have been having problems with the actual equipment reading meters. Alderman Almblade so regarding the upgrades this is the only company that is comparable with the equipment that we have? Ms. Petersen said yes.
Alderman Sallows – asked Ms. Petersen how old is the billing software? Ms. Petersen said we purchased it in 2008, but we have annual maintenance done on that software. The meter reading software is separate from the billing software. Ms. Petersen noted that we are fine on the billing software.
Mayor Freeman – basically without going to the actual amount, would it be sufficiently more if we went with a different software company? Ms. Petersen said yes.
Alderman Almblade- commented that he thinks a lot of customers would enter their own meter reading. There are a lot of apps, and home monitoring systems. Is there a possibility of anything like this for the home owner? Ms. Petersen said yes there is, however they will only see it on the once a month reading, because we do not have the cellular endpoints. Ms. Petersen will get cost estimates for those who may be interested.
Upon roll call the following voted in favor: Rico, Sallows, Almblade, Mulcahey, DeJaynes, Miller, and Cheffer. Motion carried.
PARK SHELTER RE-ROOF (Mr. Lambrecht)
The Maintenance Services Department received 3 quotes to re-roof 5 shelters and 1 concession stand at Jacobs Park. The roofs need replacement before further damage to the structures. The project will be funded from park board capital improvement fund. The bids as follows:
Harold’s Roofing (East Moline) $15,192.00 Crew Roofing (Colona) $17,400.00 Advanced (East Moline) $20,138.00
FINANCIAL:
This is not a budgeted item
Title: Park Capital Improvement Actual Cost: $15,192.00
Funding Source: Park Capital Improvement This is not a CIP Project
RECOMMENDATION:
To award the contract to Harold’s Roofing for $15,192.00 and pay for it from Park Capital Improvement.
A motion was made by Alderman Mulcahey, seconded by Alderman DeJaynes, to concur with the recommendation to award the contract to Harold’s Roofing in the amount of $15,192.00 from Park Capital Improvement
DISCUSSION:
Alderman Almblade – due to the high winds out there, would they be using the 20-year shingles? Mr. Lambrecht replied yes.
Alderman Miller – asked if we are going back with the same architectural style. Mr. Lambrecht stated that it would be the same as the other concessions and shelters.
Upon roll call the following voted in favor: Rico, Sallows, Almblade, Mulcahey, DeJaynes, Miller, and Cheffer. Motion carried.
SCHIFF HARDIN ENGAGEMENT LETTER FOR EMG TIF (Mr. Girdler, City Administrator)
Please find attached an engagement letter from Paul Marengo of Schiff Hardin for the establishment of the EMG (East Moline Glass) Redevelopment Project Area (a.k.a. EMG TIF).
The fee estimate is $15,000 to $20,000 plus approximately $200.00 for out of -pocket expenses. Please review the letter and let me know if you have any questions.
Thank you, Darin
FINANCIAL:
This is not a budgeted item
Actual Cost: Not to exceed $20,200.00 Funding Sources: TIF reimbursable expense.
This is not a CIP Project
RECOMMENDATION:
Recommend approval of engagement letter.
A motion was made by Alderman Cheffer, seconded by Alderman DeJaynes, to concur with the recommendation for approval of the engagement letter.
DISCUSSION:
Alderman DeJaynes – they are moving right along, one of the buildings is already down. Mayor Freeman stated that Mr. Anderson is a man of his word.
Alderman Mulcahey – when will the TIF Feasibility be done? Mr. Girdler replied it will be completed within the next 4 months. Alderman Mulcahey said then we must do a development agreement. Mr. Girdler said they are working on the development agreement now, as a pre- agreement to the TIF study. The city will have no liability until the TIF study is approved. Alderman Mulcahey asked Mr. Girdler what is the Schiff Hardin letter for? Mr. Girdler stated that the Schiff Hardin letter is the Attorneys fees for the re-development agreement, and whatever review they need to do, if the TIF study is approved, and the TIF starts making re-imbursement.
Alderman Miller – asked is this a not to exceed the $20,000 as he does not know what the history of this Company, do they exceed? Ms. Petersen replied no he is very good.
Upon roll call the following voted in favor: Rico, Sallows, Almblade, Mulcahey, DeJaynes, Miller, and Cheffer. Motion carried.
ADJOURMENT
A motion was made by Alderman DeJaynes, seconded by Alderman Miller, to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Rico, Sallows, Almblade, Mulcahey, DeJaynes, Miller, and Cheffer. Motion carried. 7:20 p.m.
http://il-eastmoline.civicplus.com/AgendaCenter/ViewFile/Minutes/_07172017-415
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