City of East Moline Mayor and the Committee-Of-The-Whole met Sept. 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 7:07 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
AUDITING SERVICES – FY 2020-2024 (Ms. Whiting – Finance Director)
A RFP was issued in July for Professional Auditing Services for the City as our contract with our current auditors expired. The City received 7 responses from the RFP, and after staff review, we recommend the approval of Lauterbach & Amen, LLP for our auditing services.
All proposals were evaluated based on expertise, qualifications of the audit team, audit fee and references. Lauterbach & Amen, LLP was not the lowest price, but after review of references and experience, we felt this firm would best meet the needs of the City.
FINANCIAL:
This is a budgeted item.
Line Item# 020-4100-300.2 Title: Professional Services Amount Budgeted: Will be budgeted in 2021 Departments: Audit This is not a CIP
RECOMMENDATION:
EideBailly $337,000
Lauterbach & Amen, LLP $299,800
Staff recommends approval of Lauterbach and Amen, LLP as our auditors for FY2020-2024.
A motion was made by Alderman Almblade, seconded by Alderman Toppert to concur with the recommendation as presented. Upon roll call the following voted in favor: Mulcahey, O’Brien, Kotoku, Tapia, Rico, Toppert and Almblade. Motion carried.
14th Avenue Improvements – REBUILD IL Fund (Mr. Kammler, Director of Engineering)
As part of the FY2020 ClP funds were budgeted to address the significant deterioration of 14th Avenue (17th St - 19th St). The city retained J&M Civil Design to perform the survey, drafting and design of construction plans and specs for the project.
Improvements include complete reconstruction of the roadway, repairs and replacement of storm drainage infrastructure, sidewalk and pedestrian ramp reconstruction for ADA compliance, and related work. The original plans and specifications were discussed and approved at April 20, 2020 COW, but bidding was put on-hold due to concerns of revenue shortfall.
East Moline is now receiving "REBUILD Illinois" funds from the State in the amount of $1,403,885.64 (six disbursements of $233,980.94). As this money is from general obligation bond proceeds, it has specific requirements for project eligibility: (1) A project must be "bondable" as defined by the State - see attached letter, (2) REBUILD grant funding must be associated with an eligible project within one year of receipt, and (3) All grant funds must be expended by July 1, 2025. These funds are not eligible for general maintenance (GM) projects such as patching, non-structural resurfacing, sealcoat, etc. Eligible projects must have plans and specifications prepared according to State construction standards, and must be reviewed and approved by IDOT.
As the 14th Avenue project already has plans & specifications ready for local bidding, staff is recommending the 14th Avenue project be "upgraded" to make it eligible for REBUILD funding. This requires modifications to the design, plans and specs, and submittals through IDOT. Staff have obtained a proposal from J&M for the additional engineering work required (attached).
FINANCIAL:
This is budgeted item.
Line Item# See below Title: NHR Sales Tax, Landfill Host Fees
Amount Budgeted: $345,000 (FY 2020) Actual Cost: $16,000 (+ $20,600 already paid) Funding Sources: 021-4300-452.0 Non-Home Rule Sales Tax 022-4200-743.0 Landfill Host Fees Departments: Engineering This is a CIP
RECOMMENDATION:
Approve J&M Civil Design Contract Amendment No. 1 for additional professional services as proposed.
Additional Comments:
Original project cost was estimated at $350,000
Upgraded project cost is estimated at $475,000 (use REBUILD funds, concrete pavement, extend limits
around radius returns, full-length new sidewalks & ADA ramps)
A motion was made by Alderman Almblade, seconded by Alderman Toppert to concur with the recommendation as presented. Upon roll call the following voted in favor: Mulcahey, O’Brien, Kotoku, Tapia, Rico, Toppert and Almblade. Motion carried.
28th AVENUE IMPROVEMENTS – REBUILD DESIGN CONTRACT (Mr. Kammler, Director of Engineering)
East Moline is now receiving "REBUILD Illinois" funds from the State in the amount of $1,403,885.64. As this money is from general obligation bond proceeds, it has specific requirements for eligibility: (1) A project must be "bondable" as defined by the State- see attached letter, (2) REBUILD grant funding must be associated with an eligible project within one year of receipt, and (3) All grant funds must be expended by July 1, 2025. These funds are not eligible for general maintenance (GM) projects such as patching, non-structural resurfacing, sealcoat, etc. Eligible projects must have plans and specifications prepared according to State construction standards, and must be reviewed and approved by IDOT.
28th Avenue (7th St- 9-1/2 St) is in poor condition, and the pavement and subgrade have 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. Street reconstruction was tentatively programmed for FY2022 to address the deficiencies of the roadway and install new sidewalks. Two blocks of water main under the road is also in poor condition and warrants replacement as well. An exhibit showing the project location is attached, as is a detailed cost estimate of the improvements proposed. The project cost is estimated at $860,000 REBUILD Funds and $128,000 Water Funds, totaling $988,000 staff recommends utilizing REBUILD funds for this project and initiating the process for IDOT approval of an engineering services contract. All eligible street and sidewalk work would be paid with REBUILD funds; water main and water service pipe replacement would be funded with local water funds. A contract proposal was obtained from Hutchison Engineering (Moline) to perform the survey, design, and submittals required. This proposal is attached for review and consideration. IDOT must perform review and approval of the contract prior to start of work. The contract approval process is often lengthy, which merits getting the process underway to ensure the city meets REBUILD funding schedule. It is anticipated that survey and design would take place in FY2021, and construction in FY2022.
FINANCIAL:
This is not a budgeted item.
Title: REBUILD Illinois funds Amount Budgeted: $0 Actual Cost: $90,000.00 (Professional Services Funding Sources: REBUILD Illinois funds Department: Engineering
This is a CIP.
RECOMMENDATION:
Approve consultant contract for professional services as proposed.
A motion was made by Alderman Almblade, seconded by Alderman Toppert to concur with the recommendation as presented. Upon roll call the following voted in favor: Mulcahey, O’Brien, Kotoku, Tapia, Rico, Toppert and Almblade. Motion carried.
THE QUARTER REDEVELOPMENT AGREEMENT W/B.M. BAGBY, INC.
(Mr. Maxeiner, City Administrator) See attached Agenda Supplement
FINANCIAL:
This is not a budgeted item. Amount Budgeted: $0 other)
This not a CIP.
Actual Cost: $400,000.00 Funding Sources: REDEEM, EDC, Utility (or RECOMMENDATION:
Staff recommends approval of the funding and development plan concept authorizing staff to finalize the development agreement for consideration by the City Council.
A motion was made by Alderman Almblade, seconded by Alderman Kotoku to concur with the recommendation as presented. Upon roll call the following voted in favor: Mulcahey, O’Brien, Kotoku, Tapia, Rico, Toppert and Almblade. Motion carried.
AGREEMENTS WITH REPUBLIC SERVICES FOR REFUSE/RECYCLING, LANDFILL HOST, AND SEWER CONSTRUCTION REIMBURSEMENT (Mr. Maxeiner, City Administrator)
See attached Agenda Supplement
FINANCIAL:
This is not a budgeted item.
Amount Budgeted: $0 Actual Cost: $1,250,000.00 Funding Sources: Reimbursement from Republic.
This is not a CIP.
RECOMMENDATION:
Staff recommends discussing the agreements to determine the proper strategy moving forward.
A motion was made by Alderman Almblade, seconded by Alderman Kotoku to concur with the recommendation as presented. Upon roll call the following voted in favor: Mulcahey, O’Brien, Kotoku, Tapia, Rico and Almblade. Abstain: Toppert Motion carried. 6 in favor and 1 abstained.
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: Mulcahey, O’Brien, Kotoku, Tapia, Rico, Toppert and Almblade. Motion carried. 8:03 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_09212020-668
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