City of East Moline Mayor and the Committee of the Whole met jan. 21.
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: Larry Toppert, Gary Almblade, Nancy Mulcahey, Jayne O’Brien, Frederic Kotoku, Maria Tapia and Jose Rico. 6:49 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
PROPERTY ACQUISITION RAVINGE SEWER EASEMENTS (Mr. Kammler, Director of Engineering)
East Moline has miles of sanitary sewers located in ravines and rough wooded areas which do not permit ease of access for inspection and maintenance. In many areas, the city lacks easements for these utilities and their access. The need for proper easements for these utilities and their access has been discussed at City Council meetings on a number of occasions since January 2016 when McClure Engineering was retained to facilitate and manage this city-wide, multi-year survey, design, and construction project. At this point, all boundary survey work and preliminary design for access-ways has been completed throughout the city, and the project is proceeding through the first phase of land acquisition, final plans, and construction.
The easements for Ravine "C" have been drafted, negotiated, and signed by the respective property owners. These documents are now pending the City Council's final approval to purchase. An exhibit showing the location of this ravine and the subject properties is attached, as is a cost summary with the property addresses and owners from whom the easements are to be acquired.
FINANCIAL:
This is a budgeted item.
Line Item# 270-4547-452.0 Title: Sewer Capital Improvements
Amount Budgeted: $150,000.00
Actual Cost: $20,583.00 (this purchase) Under/(Over): $129,417.00 (FY 2020 L.A. budget)
Funding Sources: Sewer Funds Departments: Engineering This is a CIP
RECOMMENDATION:
Approve purchase of easements as recommended.
A motion was made by Alderman Rico, seconded by Alderman Tapia, to concur with the recommendation as presented. Upon roll call the following voted in favor: Toppert, Almblade, Mulcahey, O’Brien, Frederic, Tapia and Rico. Motion carried.
PROFESSIONAL SERVICES AGREEMENT - 14TH AVENUE IMPROVEMENTS – SURVEY AND DESIGN (Mr. Kammler, Director of Engineering)
14th Avenue (17th St - 19th St) is in poor condition and the street surface has been deteriorating for some time. This roadway was identified some time ago as a collector street in need of repair and has been part of the city's 5-Year Capital Improvement Program. As such, funds were budgeted in FY2020 to address the deficiencies of this roadway and adjoining sidewalks. Improvements are to include replacement of the existing concrete curb and gutter, new asphalt pavement, repairs and replacement to portions of storm drainage infrastructure, sidewalk reconstruction for ADA compliance, and related work. To assist with the survey, design, and construction plan preparation services for this project, a contract proposal was obtained from J+M Civil Design. This proposal is attached for review and consideration along with an exhibit showing the project location. Once complete, the construction plans, bid documents, and letting schedule will be presented for review and approval.
FINANCIAL:
This is a budgeted item.
Line Item#: See Below Title: NHR Sales Tax, Landfill Host Fees
Amount Budgeted: $345,000.00 Actual Cost: $20,600.00 Under/(Over):
Funding Sources: 021-4300-452.00 Non-Home Rules Sales Tax 022-4200-743.0 Landfill Host Fees
Departments: Engineering This is a CIP
RECOMMENDATION:
Approve consultant contract for professional services as proposed.
A motion was made by Alderman Tapia, seconded by Alderman Rico, to concur with the recommendation as presented. Upon roll call the following voted in favor: Toppert, Almblade, Mulcahey, O’Brien, Frederic, Tapia and Rico. Motion carried.
PROFESSIONAL SERVICES AGREEMENT EASEMENT ACQUISITION FOR GRAND IL TRAIL (Mr. Kammler, Director of Engineering)
Th e Grand Illinois Trail Bicycle Path project has been underway for more than a decade. The Cities of East Moline, Silvis and Carbon Cliff have been awarded multiple Federal grants for design and construction of this trail which is currently estimated to cost $6.2M. East Moline's component of the trail is currently estimated at $2.9M. While IL Transportation Enhancement Program (ITEP) funds are covering 80% of the design and construction cost, land acquisition costs must be covered by each community. In East Moline, there are nine (9) properties along the proposed alignment which require temporary construction easements. To perform the land acquisition in accordance with requirements associated with Federal Aid funding, staff has obtained a proposal from IMEG Inc. for the professional services required. A copy of this proposal is attached for review and consideration, as are two exhibits showing the trail alignment through East Moline and showing its start-to-finish route.
FINANCIAL:
This is a budgeted item.
Line Item#: 021-4300-495.0 Title: NHR – Capital Outlay
Amount Budgeted: $68,000.00 Actual Cost: $51,105.00 Under/(Over): $16,895.00
Funding Sources: Non-Home Rules Sales Tax Departments: Engineering This is a CIP
RECOMMENDATION:
Approve IMEG professional services contract for Grand IL Trail land acquisition.
A motion was made by Alderman Rico, seconded by Alderman Almblade, to concur with the recommendation as presented. Upon roll call the following voted in favor: Toppert, Almblade, Mulcahey, O’Brien, Frederic, Tapia and Rico. Motion carried.
FIREFIGHTER REPLACEMENT (Chief DeFrance, Fire Chief EMFD)
The Fire Department is currently at full strength with 34 suppression personnel. One member will be separating (retiring) after a long-term illness on April 21, 2020. This will cause the department to fall below its contractual staffing level. The Spring session of the Fire Academy begins March 2, 2020.
By hiring the replacement entry level firefighter candidate in the last week of February and sending the candidate to the Fire Academy, we will be able to avoid significant overtime through the summer of 2020. We would also realize some saving in consolidated travel costs because the new candidate will attend with another member of the department who was not able to attend the Fall 2019 session.
FINANCIAL:
This is a budgeted item.
Line Item# Title: Salaries
Amount Budgeted: N/A Actual Cost: N/A Under/(Over): This is not a CIP
RECOMMENDATION:
Direct the East Moline Fire & Police Commission to hire the first qualified candidate from the Eligibility list that goes in effect by the first of February, 2020.
A motion was made by Alderman Toppert, seconded by Alderman O’Brien, to concur with the recommendation as presented. Upon roll call the following voted in favor: Toppert, Almblade, Mulcahey, O’Brien, Frederic, Tapia and Rico. Motion carried.
DEFIBRILLATOR REPLACEMENTS (Chief DeFrance, Fire Chief EMFD) The Fire Department currently operates with four(4) Srtyker(Physio Control) LifePack 12 units. These units have become obsolete and are no longer supported by the manufacturer.
The Fire Department has been aware of this pending need and has programed he replacement purchase in the CIP for several years.
Due to budget cuts the department has delayed the purchase from the CIP and has instead budgeted an alternative purchase strategy to pay for the needed replacements over a three-year term. The total of the equipment is $130,126.00 but could be financed over three (3) years at 3.9 %
The payment for the replacement of four (4) Lifepack 12 units with four (4) Lifepack 15 units at 3.9 % is $45,221.95 per year for three (3) year term.
Proposals received from Striker for the Lifepack 15 units and comparable proposal from Zoll Medical Corporation for similar equipment are attached,
FINANCIAL:
This is a budgeted item.
Line Item# Title: Salaries
Amount Budgeted: $45,221.00 1 of 3 annual payments Actual Cost: $45,221.00 year 1 of 3
Under/(Over):N/A Funding Sources: Departmental Projects – Fire This is a CIP
RECOMMENDATION:
Authorize the Fire Chief to enter into a contract with Stryker fto purchase of four (4) Lifepack 15 units per the terms of the attached proposal This will require three (3) annual payments of $45,221.25 for a total purchase price of$ 135,663.75 with interest. The existing Lifepack 12 models will be turned in for credit as shown detailed in the proposal.
A motion was made by Alderman Rico, seconded by Alderman Almblade, to concur with the recommendation as presented. Upon roll call the following voted in favor: Toppert, Almblade, Mulcahey, O’Brien, Frederic, Tapia and Rico. Motion carried.
PROFESSIONAL SERVICES AGREEMENT WITH RESOURCE X (CENTER FOR PRIORITY BASED BUDGETING) (Mr. Maxeiner, Administrator)
Staff is requesting authorization to enter into a service agreement with the ResourceX in the amount of $60,000 for software and staff support to implement Priority Based Budgeting in the City of East Moline. See attached background and justification documents.
FINANCIAL:
This is not a budgeted item. Funding Source: Departmental Projects This not is a CIP
RECOMMENDATION:
Staff recommends approval of a three-year service agreement with ResourceX in the amount of $60,000 for the first year and renewals of $20,000 annually thereafter to implement Priority Based Budgeting in East Moline.
A motion was made by Alderman Mulcahey, seconded by Alderman Frederic, to concur with the recommendation as presented. Upon roll call the following voted in favor: Toppert, Almblade, Mulcahey, O’Brien, Frederic, Tapia and Rico. Motion carried.
ADJOURMENT:
A motion was made by Alderman Almblade, seconded by Alderman Toppert, to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Toppert, Almblade, Mulcahey, O’Brien, Frederic, Tapia and Rico. Motion carried. 7:18 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_01212020-591
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