City of East Moline Committee of the Whole Met June 7.
Here is the minutes provided by the committee:
ROLL CALL
Mayor Freeman called the meeting to order and directed City Clerk Wanda Roberts to call the roll. The following Aldermen were present: Larry Toppert, Gary Almblade, Jayne O’Brien, Rhea Oakes, Maria Tapia and Jose Rico. Absent: Nancy Mulcahey 7:01 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
QUAD CITIES CHAMBER SERVICE AGREEMENT (Doug Maxeiner – City Administrator)
In 2018, the City of East Moline entered into a three-year services agreement with Quad Cities First which was the economic development arm of the Quad Cities Chamber. QC First was structured with a separate 17-member board consisting of private and public entities contributing to business attraction and retention efforts East Moline had a seat on the Board. The agreement specified the services to be offered and standardized membership dues on a per capita basis with the cities of Davenport, Bettendorf, Moline, Rock Island and East Moline participating along with the Rock Island and Scott Counties. This agreement expires at the end of June 2021.
During the COVID-19 downturn, the Chamber restructured and incorporated the economic development arm under the main chamber board to be able to adapt more quickly to local and regional economic realities including shifting more resources to helping small businesses survive. The economic development services provided, mainly attraction and retention in addition to small business assistance, remain intact and East Moline staff has worked closely with the Chamber on several efforts.
A proposed four-year renewal agreement is attached reflecting the organizational change and showing a per capita charge of $1.40 in the first year with a 2% escalation factor for the remaining years. Julie Forsythe, Senior Vice President, Business and Economic Growth, and Paul Rumler, President and CEO, of the Quad Cities Chamber will be providing a brief presentation on the effort of the last three years along with the Chamber's direction moving forward.
FINANCIAL:
This is a budgeted item.
Line Item# 001-4101-640.0 Title: Dues and Subscriptions
Amount Budgeted: $25,000.00
Actual Cost: TBD
Funding Sources: General Fund
Paul Rumler, President and CEO, and Julie Forsythe, Senior Vice President, of Business and Economic Growth, provided a presentation. In the 15 minutes presentation Ms. Forsy informed City Council Members that the City of East Moline is vying to attract a large company that would bring 10,000 jobs to a 2,000 acre site in East Moline. East Moline is one of four possible Illinois sites submitted to the site selector, and the Quad Cities Chamber of Commerce hopes a decision will be made by summer.
Staff recommends approval of the service agreement with the Quad Cities Chamber.
A motion was made by Alderman O’Brien, seconded by Alderman Toppert to concur with the recommendation as presented. Upon roll call the following voted in favor: O’Brien, Oakes, Tapia, Rico, Toppert and Almblade. Motion carried.
REQUEST TO JOIN ILWARN (Brianna Huber, Interim Director of Water Filtration) The Illinois Water and Wastewater Agencies Response Network (ILWARN) is a network of water and wastewater utilities throughout IL voluntarily agreeing to provide mutual aid to other water and wastewater utilities in the event of a disaster. Nearly every state in the country has a WARN system in place. ILWARN membership is free to water and wastewater utilities. ILWARN's mechanisms already in place, including the mutual aid agreement, specialized resources, a comprehensive network of contacts, quick and direct access to assets, and well established relationships with State and Federal emergency management agencies provide faster response times in an emergency and ILWARN is able to fill needs before the arrival of other government aid systems. While the water filtration plant has been active locally with emergency management over the past few years, and is well-connected with local, state and federal Emergency Management Agencies, we are always looking to improve our emergency management practices and tools. Joining ILWARN will provide us an additional layer of emergency preparedness and response capabilities, specifically the ability to locate and use equipment and staff that may be critical to ensuring safe, clean water is restored and/or continually provided during an emergency situation.
FINANCIAL:
This is not a budgeted item.
Actual Cost: 0
Departments: Water Treatment Plant
This is not a CIP.
RECOMMENDATION:
Staff recommends that the City of East Moline join ILWARN.
A motion was made by Alderman Almblade, seconded by Alderman O’Brien to concur with the recommendation as presented. Upon roll call the following voted in favor: O’Brien, Oakes, Tapia, Rico, Toppert and Almblade. Motion carried.
REQUEST TO JOIN IPWMAN (Brianna Huber, Interim Director of Water Filtration)
The Illinois Public Works Mutual Aid Network (IPWMAN) was founded in 2009 with the vision of being the all-hazards(natural and man-made), all-disciplines approach to sharing resources between various public works entities in IL and currently has over 330 member agencies. Public Works personnel are considered first responders in the event of an emergency as established by HSPD-8 in the federal directives following 9/11. However, public works manpower is limited and mutual aid is often needed to appropriately respond in emergency situations. IPWMAN's mechanisms already in place including the mutual aid agreement specialized resources, a comprehensive network of contacts, well-established relationships with State and Federal emergency management agencies, quick and direct access to assets and ability to provide the first 5 days of support at no cost provide faster response times in an emergency. While the water filtration plant has been active locally with emergency management over the past few years, and is well connected with local, state and federal Emergency Management Agencies, we are always looking to improve our emergency management practices and tools. Joining IPWMAN will provide us an additional layer of emergency preparedness and response capabilities, both within the water and wastewater utilities and the rest of our public works departments, specifically the ability to locate and use equipment and personnel that may be critical to ensuring prompt and adequate response in an emergency. I have attached the IPWMAN Mutual Aid Agreement for your review.
FINANCIAL:
This is a budgeted item.
Line Item # 200.4522.640.0 Title: Dues & Subscriptions
Amount Budgeted: 0
Actual Cost: $250.00
Under/(Over): $250.00
Departments: Water Treatment Plant
This is not a CIP.
RECOMMENDATION:
Staff recommends that the City of East Moline join IPWAN.
A motion was made by Alderman O’Brien, seconded by Alderman Almblade to concur with the recommendation as presented. Upon roll call the following voted in favor: O’Brien, Oakes, Tapia, Rico, Toppert and Almblade. Motion carried.
WTP SCADA UPDATES (Brianna Huber, Interim Director of Water Filtration) The radios used at the City's water facilities are obsolete. Parts and technical support for these radios are no longer provided. Radio upgrades are therefore necessary to ensure continued operation of our facilities as well as ensure the security of our facilities. This project was budgeted in Capital Purchases for 2021.
I have attached a copy of the quote for your review.
FINANCIAL:
This is not a budgeted item.
Line Item # 200.4522.743.0 Title: Capital Purchases
Amount Budgeted: $40,000.00
Actual Cost: $26,075.00
Under/(Over): $13,925.00
Departments: Water Treatment Plant
This is a CIP. CIP Project Number: 200-20-008
RECOMMENDATION:
Approval to move forward with project to upgrade radios.
A motion was made by Alderman Almblade, seconded by Alderman Oakes to concur with the recommendation as presented. Upon roll call the following voted in favor: O’Brien, Oakes, Tapia, Rico, Toppert and Almblade. Motion carried.
1ST ST, 2ND STREET CT. - PLANS, SPECIFICATIONS, BIDDING (Mr. Kammler - Engineering)
As previously discussed, replacement of the water main and roadway on 1st Street Ct / 2nd Street Ct has been one of staff’s priority projects - this project is noted as "A" on the attached location map. Shive-Hattery has completed final design and construction plans which are now ready for bidding.
To address the infrastructure deficiencies in the project area, the design for the reconstruction includes replacement of water mains, water services, reconstruction of the roadway with curb & gutter, storm drainage improvements, drive approaches (as required) and related work. Shive's final plans and specifications are available for examination at the Engineering & Maintenance Building or via the city's web site. A bid letting has been tentatively scheduled for June 15; pending COW approval, staff will proceed with the letting.
With the dramatic increase in construction costs this year, staff expects pricing to exceed the amount currently budgeted, but it is unknown to what degree. Bid results will be brought back to Council for final consideration for award of construction contract.
FINANCIAL:
This is not a budgeted item.
Line Item # 220-4546-452.0 Title: Water Capital Improvements
Amount Budgeted: $530,000.00
Actual Cost: TBD
Funding Sources: Water Capital Improvements
Departments: Engineering
This is a CIP.
RECOMMENDATION:
Approve plans, specifications, and bidding for proposed project.
A motion was made by Alderman Toppert, seconded by Alderman Almblade to concur with the recommendation as presented. Upon roll call the following voted in favor: O’Brien, Oakes, Tapia, Rico, Toppert and Almblade. Motion carried.
IDOT TRAFFIC SIGNAL IGA RENEWAL (Mr. Kammler - Engineering) For some time, the City of East Moline and the Illinois Department of Transportation have shared an intergovernmental agreement (IGA) regarding maintenance of traffic signals throughout the city. Many of the traffic signals in East Moline have shared ownership, as one jurisdiction's roadway intersects another jurisdiction. IDOT has requested the city execute an updated IGA which was formulated in partnership with the Illinois Municipal League. A copy of the IGA and summary table showing the % ownership of each of the signals around town are attached for reference.
Through the terms of this IGA, East Moline submits bills to IDOT for reimbursement of their share of operation and maintenance expenses for each signal. O&M costs include repairs, required upgrades of the signals, poles, controllers, loops, cameras, pavement markings at intersections, and related items. While an estimated compensation amount is shown in the IGA ($350,000), the city bills IDOT each year for their share of actual expenses incurred; so this total after 10 years may be more or less than the amount shown. IDOT has explained that the $350,000 figure is simply their "set-aside" funds for this purpose.
FINANCIAL:
Line Item # Various Title: Lights & Signals
Amount Budgeted: $57,000.00
Actual Cost: shared O & M expenses
Funding Sources: Lights & Signals
Departments: Engineering
RECOMMENDATION:
Approve Intergovernmental Agreement with IDOT for maintenance of Traffic Signals.
A motion was made by Alderman Almblade, seconded by Alderman Oakes to concur with the recommendation as presented. Upon roll call the following voted in favor: O’Brien, Oakes, Tapia, Rico, Toppert and Almblade. 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: O’Brien, Oakes, Tapia, Rico, Toppert and Almblade. Motion carried. 7:35 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_06072021-701
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