City of East Moline Committee of the Whole Met June 21.
Here are 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, Nancy Mulcahey, Jayne O’Brien, Rhea Oakes, Maria Tapia and Jose Rico. 7:22 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
APPLICATION FOR HONORARY STREET NAME - L.E. WOODWORTH (Doug Maxeiner – City Administrator)
In 2015, the City Council approved an Honorary Street Naming Policy (attached} to honor those that have made important contributions, provided exceptional service, or made significant sacrifices for the city, county, state or country. Application letters are submitted to the City Administrator's Office who refers it to the Citizen Advisory Committee (CAC). The CAC in turn reviews the request, measures it against the criteria established, and forwards a recommendation to the City Council who has the final say on the honorary street name approval.
Currently, the CAC does not have enough active members to have a quorum. Consequently, I am forwarding the application directly to the City Council for consideration. The application is requesting the recognition of Louis E. Woodworth's financial contributions of nearly $1.5million to the East Moline Public Library building project. The application letter is attached.
From staffs' perspective, the application meets the criteria established for the Honorary Street Naming Policy.
FINANCIAL:
This is not a budgeted item.
RECOMMENDATION:
Staff recommends consideration of the application.
Former Mayor Bill Ward addressed to the City Council regarding renaming Streets in honor of L.E. Woodworth.
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: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
USE OF CDBG FUNDS FOR DEMOLITION OF DILAPIDATED PRIVATE PROPERTY (Doug Maxeiner – City Administrator)
At the March 1, 2021Committee of the Whole, staff requested authority to utilize CDBG funds on hand to demolish 1603 2nd Street which had been rendered uninhabitable due to a fire in December of 2021. An engineering evaluation determined that restoration of the existing shell is not feasible since the structural joists and timbers were affected. Staff recommended removal of the hazard and eyesore. The City Council tabled the item until an inventory and condition survey of privately owned properties in eligible Census tracts could be completed and brought back.
Attached, please find an inventory of the most severe problem properties that are privately owned within the low to moderate income census tracts (maps attached). As expected, 1603 2nd Street ranks at the top of the list of the most critical properties to address. The demolition is expected to cost in the $15,000 to $25,000 range. The City currently has approximately $260,000 in CDBG Funds available.
I have also attached Director Whiting's proposal for the use of CDBG funds moving forward. In this plan, approximately $75,000 is allocated for demolition, $25,000 for utility assistance, $60,000 for demolitions and improvements in the Mitchell Mobile Home Park, $50,000 for sidewalk replacement, and $50,000 for furnace replacement.
FINANCIAL:
This is not a budgeted item.
Funding Sources: CDBG Funds
RECOMMENDATION:
Staff strongly recommends authorizing staff to proceed with: 1) demolition of 1603 2nd Street for an estimated cost of $15,000 to $25,000; and, 2) implementation of the CDBG fund spending plan prepared by Director Whiting.
Motion Died for Lack of a First or Second Motion.
2021 PCC PATCHING CONTRACT (Mr. Kammler, Director Engineering) In accordance with the FY2021 Budget and Capital Improvement Plan, staff have prepared plans for a limited PCC Pavement Patching Program this year. Due to shortage of funds, concrete street patching is being constrained to mainline arterial and collector streets. Most of the proposed patching is on Morton Drive (13th St. to IL Route 5) which continues repairs to areas that were eliminated from 2019, 2020 programs for fiscal constraint. A couple minor patches on 7th Street are also included. Funds budgeted for this program total $195,000, however staff is recommending reserving a portion of these funds for hot-mix asphalt resurfacing in two areas. A map of the roadway segments recommended for patching is attached for review and reference; the map also shows the streets proposed for HMA resurfacing which will be discussed at a meeting in the near future.
Construction prices have increased substantially this year; as such staff negotiated an offer to extend last year's PCC Patching unit prices with the 2020 contractor (Walter D. Laud, Inc.). Illinois statute (65 ILCS 5/8-9-1) provides that a municipality may award a public improvement project without bid letting by approval of two-thirds of the alderman holding office.
FINANCIAL:
This is a budgeted item.
Line Item # 021-4300-452.0 Title: NHR - Construction
Amount Budgeted: $195,000.00
Actual Cost: $115,000.00 Est.
Under/(Over): $80,000.00 under
Funding Sources: Non-Home-Rule Sales Tax
Departments: Engineering
This is a CIP.
RECOMMENDATION:
Approve contract extension with Walter D. Laud, Inc. for PCC Patching using 2020 unit prices. Requires a super 2/3rds majority vote from the City Council.
A motion was made by Alderman Almblade, seconded by Alderman Rico to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
TRACTOR/MOWER REPLACEMENT (Todd Stickler/Doug Maxeiner) The current tractor/mower utilized by Maintenance Services for right-of-way and city property maintenance has been experiencing more frequent downtime due to breakage and required repairs. The unit and mower deck are both 14 years old and nearing the end of useful life. Due to budget constraints, staff have attempted to keep this operational for a few years to delay replacement. It appears the decreasing reliability of the equipment is now affecting the ability to effectively address ROW and city property mowing.
Attached, please find a quote for a new tractor/mower deck from Prairie State Tractor. The Director of Maintenance Services would like to have a discussion on replacing this tractor/mower deck, the timing of such a purchase, and how to proceed.
FINANCIAL:
This is not a budgeted item.
Amount Budgeted: $0
Actual Cost: $133,905.80
Departments: Maintenance Services
RECOMMENDATION:
To discuss replacement and options moving forward.
Expedite purchase to be received by September 2021.
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: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
COLLECTION OF OUTSTANDING PARKING FINES, CORA ADMIN. FEES, AND NUISANCE VEHICLE ADMIN. FEES (Chief Ramsey, EMPD)
Currently we have no effective method in place to collect outstanding parking violation fines, CORA administrative fees, or nuisance vehicle administrative fees. Staff at the police department has looked into ways to effectively collect these fines and fees and in doing so came up with the recommendation to use the IDROP (Illinois Debt Recovery Offset Portal), also known as the LDRP (Local Debt Recovery Program) collection service that is currently used by our water department. To implement this system in the collection of fines and fees, current ordinances need to be amended. These ordinances involve section 9-10-5 Parking Violations under Chapter 10 Violation: Arrest, section 6-13-2 Public Nuisance and section 6-13-9 under the Chapter 13 Car Owner Responsibility Assignment (CORA) Ordinance, and 9-11-16 under Chapter 11 Nuisance Vehicles.
The parking violation fine has also been amended to a $25.00 fine with a $10.00 late fee in section 9-10-5 Parking Violations under Chapter 10 Violation: Arrest. See attached documents highlighting the recommended changes to these City Ordinances. I also attached information explaining the LDRP (Local Debt Recovery Program).
FINANCIAL:
This is not a budgeted item.
Actual Cost: $0
Departments: East Moline Police Department
This is not a CIP.
RECOMMENDATION:
To approve the amendments to the listed City Ordinances and approve the use of LDRP (Local Debt Recovery Program) for the outstanding collection of these fines and fees.
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: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
REQUEST TO MOVE FORWARD WITH CORROSION CONTROL STUDY (Brianna Huber, Interim Director of Water Filtration)
Per IEPA, an engineering evaluation for corrosion control is required at our WTP. Proposals were collected and evaluated for phase 1 (desktop) of this study and one firm, COM Smith, presented with the technical knowledge, experience and expertise to meet the IEPA's requirements necessary to move into phase 2 of the study. I have attached the proposal for your review. Staff recommends moving forward with COM Smith for phase 1 of the study.
FINANCIAL:
This is not a budgeted item.
Line Item # 200.4522.300.2
Title: Professional Services
Amount Budgeted: $0
Actual Cost: $19,800.00
Under/(Over): $19,800.00
Departments: Water Treatment Plant
RECOMMENDATION:
Staff recommends moving forward with CDM Smith for Phase 1 Corrosion Control Study.
A motion was made by Alderman Oakes, seconded by Alderman Almblade to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
New AC Unit for WTP Pumproom (Brianna Huber, Interim Director of Water Filtration)
The condenser coil on one of the pump room air conditioning units quit working during the fall of 2020. This AC unit is critical during summer months, as lack of proper temperature control could cause failure of pumps and/or the PLC. Staff obtained quotes to replace the condenser coil and to replace the entire unit. It is cheaper to replace the entire 7.5-ton unit than it is to replace the condenser coil.
I have attached a copy of the quotes for your review.
FINANCIAL:
This is not a budgeted item.
Line Item # 200.4522.731.0 Title: Facility Maintenance
Amount Budgeted: $0
Actual Cost: $6,382.00
Under/(Over): $6,382.00
Departments: Water Treatment Plant
RECOMMENDATION:
Approval to replace pumproom 7.5-ton AC unit.
A motion was made by Alderman Oakes, seconded by Alderman Tapia to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
REQUEST TO MOVE FORWARD WITH PEERLESS PUMP FOR PUMP 4 REPAIRS (Brianna Huber, Interim Director of Water Filtration)
Due to significantly decreased production and high potential for failure, HS pump #4 was pulled for rehab and repair. This project was budgeted in Capital Purchases for 2021. Peerless Pump has provided a quote for the repairs. Unfortunately, one of the pump bowls was significantly cracked, and it is not possible to purchase only an individual bowl, a full bowl assembly must be purchased, and this drove the rehab and repair price up. The quote is in the amount of $39,870, which is $9,870 over the planned budget. I have attached the quote for your review. Staff recommends moving forward with Peerless Pump to rehab and repair the pump.
FINANCIAL:
This is not a budgeted item.
Line Item # 200.4522.743.0 Title: Capital Purchases
Amount Budgeted: $30,000.00
Actual Cost: $39,870.00
Under/(Over): $9,870.00
Departments: Water Treatment Plant
This item is a CIP. CIP Project Number: 200-21-005
RECOMMENDATION:
Staff recommends moving forward with Peerless Pump to rehab and repair pump 4.
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: Oakes, Tapia, Rico, Toppert, Almblade, Mulcahey and O’Brien. Motion carried.
ADJOURMENT:
A motion was made by Alderman Almblade, seconded by Alderman O’Brien 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. 8:18 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_06212021-702
Alerts Sign-up