City of East Moline Committee of the Whole met Feb. 7.
Here are the minutes provided by the committee:
ROLL CALL
Mayor Freeman called the meeting to order and directed City Clerk Wanda Roberts-Bontz 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. 6:44 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
FABRICATION OF DIVING BLOCKS (Mr. Mike Firth, Pool Director) The new starting blocks for the pool arrived at the end of October and were determined to be 8.5 inches shorter than necessary for standard competition height. We have worked to figure out if it would be possible to create an 8.5 in cement pedestal to anchor the blocks into if that would be a cheaper option than sending them back. After multiple companies coming in and talking with the manufacturers, we have determined that the best route is to send them back and have them fabricate a new base arm for the blocks. This will allow the blocks to be installed correctly per the manufacturer. The quoted price to have the new base arm fabricated for all six starting blocks is$12,783.60.
FINANCIAL:
This is a budgeted item.
Line Item#: 540-4403-743.0
Title: Capital Purchase
Amount Budgeted: $10,000.00
Actual Cost: $12,783.60
Under/(Over): ($2,783.60)
Funding Sources: Pool Reserves (Currently $143,000.00)
This is not a CIP.
A motion was made by Alderman Almblade, seconded by Alderman Tapia to concur with the recommendation as presented. Upon roll call the following voted in favor: Almblade, Mulcahey, O’Brien, Oakes, Tapia, Rico and Toppert. Motion carried.
REPLACEMENT FIREFIGHTER (Chief Robert DeFrance, Fire Chief) I recently met with a firefighter who is expected to retire due to long term complications from COVID. His anticipated retirement date is May 5, 2022. This will result in a 5th vacancy at the fire department reducing our suppression staffing level to twenty-nine (29) instead of the normally authorized thirty-four (34) personnel. As part of the budget reduction plan for the current fiscal year the fire department is to temporarily operate with a reduced staff of thirty-two (32) personnel instead of the City code prescribed staffing level of thirty-six (36) personnel.
In order to maintain the current reduced staffing level a replacement firefighter needs to be hired.
The base annual salary of the retiring member is $ 85,348.00.
The base entry annual salary of a replacement firefighter will be $ 51,654.00.
The annual salary differential saved will be approximately $ 33,694.00.
We have a position reserved in the Spring Fire Academy that begins February 28, 2022.
FINANCIAL:
This is a budgeted item.
Title: Salaries
Amount Budgeted: $85,348.00 1 - Year
Actual Cost: $51,654.00 1 - Year
Under/(Over): $33,694.00 1 - Year
This is not a CIP.
RECOMMENDATION:
Direct the East Moline Fire & Police Commission to select and hire a suitable candidate for the fire department from the firefighter eligibility list.
ADDITIONAL COMMENTS:
If this item should pass the C.O.W on February 7, 2022, staff would request permission to proceed and present follow-up resolution at the full City Council Meeting on February 21, 2022.
A motion was made by Alderman Oakes, seconded by Alderman O’Brien to concur with the recommendation as presented. Upon roll call the following voted in favor: Almblade, Mulcahey, O’Brien, Oakes, Tapia, Rico and Toppert. Motion carried.
COUNCIL CHAMBER A/V UPDATE – VIRTUAL MEETINGS (Mr. Kammler, Engineering Director / Ms. Annaka Whiting, Finance Director) The 2020 Council Chambers improvement plan originally included significant upgrades to the audio and visual components of the room, however the project was scaled back due to financial concerns with the onset of COVID-19. As we enter the second year of this pandemic, there is an obvious need for the city to have a robust, dependable platform that can adequately accommodate virtual meetings for the City Council, Plan Commission, Zoning Board, Park Board, etc. The current configuration upon which we've limped along often fails to provide adequate audio and/or video necessary for attendees to see & hear sufficiently. This directly impacts the ability of the city to conduct business in a virtual meeting setting.
With (1) virtual meeting attendance having become routine, and (2) COVID relief funds (ARPA) having been provided to assist local government with needs such as this, staff have met with local A/V specialists to determine a cost-effective solution for virtual meeting capability in Council Chambers. Two bids were obtained (see attached) for the A/V upgrades recommended which include echo cancellation to eliminate feedback from microphones, an auto-rotating ceiling mounted camera for video-conferencing, a touch-pad control panel with remote, and associated hardware. The low bid was Tri-City Electric at $13,805.26. No upgrades to the wireless microphones, amplifier, computer and wall monitors are included.
FINANCIAL:
This is not budgeted item.
Line Item#: 001- Title: Professional Services
Amount Budgeted: 0
Actual Cost: $13,805.26
Under/(Over): ($13,805.26)
Funding Sources: ARPA
Recommendation:
Staff recommends awarding Tri-City Electric the work to provide the audio and visual upgrades to Council Chambers and forward the recommendation to City Council for approval.
Additional Comments:
Reference Audio-Visual's quote was $14,493.15.
Tri-City Electric (Audio/Visual Division) quote was $13,805.26.
Both proposals are attached for review and consideration.
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: Almblade, Mulcahey, O’Brien, Oakes, Tapia, Rico and Toppert. Motion carried.
2022 PAVEMENT MARKING PROGRAM (Mr. Tim Kammler, Engineering Director)
In order to maintain safe traffic movement on City streets, pavement markings must be refreshed on a regular basis. It is desirable for the pavement marking program refresh markings on major streets and intersections on a two-year rotation; some areas need to be refreshed more often. East Moline’s pavement marking program has been a routine and necessary project for many years. Design and inspection is performed by staff. A map of the roadways programmed for markings in 2022 is attached.
The City of Moline conducted a public bid letting for their city-wide pavement marking program January 25 with the low bidder being Ostrom, Inc. (Rock Island, IL); a copy of this bid tabulation is attached. Ostrom is willing to accommodate East Moline's pavement marking program at the same unit pricing as bid for the City of Moline. As bid prices are unlikely to go down as the year progresses, staff recommends East Moline take advantage of this opportunity as we often have in years past. 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 council members holding office. Standard bonds and insurance would be required.
Based upon staff's estimated quantities at Moline's unit pricing, our cost is currently estimated under $50k, however final cost will be dependent upon field-measured quantities. A not-to-exceed cap using our budget number is recommended.
FINANCIAL:
This is a budgeted item.
Line Item#: 021-4300-312.3 Title: Street Marking
Amount Budgeted: $55,000.00
Actual Cost: N.T.E. $55,000.00
Funding Sources: Non-Home Rule Sales Tax
Departments: Engineering
This is a CIP.
RECOMMENDATION:
Award unit-price contract to Ostrom, Inc. at the pricing bid to the City of Moline January 25, 2022 not-to exceed $55,000.00.
ADDITIONAL COMMENTS:
Should the Committee-of-the-Whole elect to proceed with a standard bid letting, staff will proceed accordingly and bring results back to Council for consideration.
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: Almblade, Mulcahey, O’Brien, Oakes, Tapia, Rico and Toppert. Motion carried.
RAVINES C & F SEWER ACCESS – PLANS, SPECS, BIDDING (Mr. Tim Kammler, Engineering Director)
At the direction of the City Council, final plans and specs have been prepared by the city's consultant (IMEG, Inc.) for bidding and construction of the first phase (Ravines C & F) of this multi-year project. Easement acquisition was completed for these ravines in 2021.
Proposed construction generally consists of clearing, grading, rock base preparation, tied-concrete block installation, and slope erosion control. The permeable pavement design will provide a stable platform for truck access, while also permitting vegetative growth through the block matting; this will lessen the visual impact to adjoining property owners. Exhibits showing the locations and typical section of the proposed access construction is attached. Complete plans, specifications and bidding documents are available for review at the East Moline Engineering & Maintenance Building. A tentative bid letting date has been scheduled for February 15, 2022. Pending COW approval, the bid letting will proceed and staff will provide a bid tabulation and recommendation for award of contract to the City Council, pending reasonable bid prices. A consultant proposal for construction staking and inspection will also be provided for review and consideration at this time.
FINANCIAL:
This is a budgeted item.
Line Item#: 270-4547-452.0
Title: Sewer Capital Improvements
Amount Budgeted: $2,185,000.00
Actual Cost: N.T.E. $55,000.00
Funding Sources: None-Home Rule Sales Tax
Departments: Engineering
This is a CIP.
Recommendation:
Approve Phase 1 Ravine Access Plans & Specs for bid letting.
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: Almblade, Mulcahey, O’Brien, Oakes, Tapia, Rico and Toppert. Motion carried.
UPDATE TO CITY CODE (CHAPTER 2 OF ARTICLE 7 – HEALTH AND SANITATION) (Mr. Doug Maxeiner, City Administrator) Attached for the consideration of the City Council is a comprehensive update of Chapter 2 (Food Service Sanitation) of Article 7 (Health and Sanitation) of the Municipal Code recommended by the City's Health Inspector. The Health Inspector enforces the State of Illinois Department of Public Health regulations which were updated to the 2017 FDA Food Code. This ordinance will update the definitions, references and requirements to the 2017 Code.
The review simplifies a couple of minor fee categories but leaves the basic fee structure intact.
FINANCIAL:
This is not a budgeted item.
Actual Cost: N/A
Departments: Inspections
RECOMMENDATION:
Staff recommends approval of the ordinance updating Article 7, Chapter 2 (Food Service Sanitation) as presented.
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: Almblade, Mulcahey, O’Brien, Oakes, Tapia, Rico and Toppert. Motion carried.
GEARBOX & MOTOR UNIT FOR BELT DRIVE (Mr. Parker Prochaska, Director of Wastewater Treatment)
Our Gearbox & Motor Units for our Belt Drives has worn away and needs to be replaced. we need these Gearbox & Motor Units to operate our Belt Drives in order to press out our sludge. The Company that originally installed this unit in 1998, was bought out by Charter Machine Company and their quote is $11,233.00 for replacement parts. We have reached out to other possible suppliers and they stated that they would also be getting their parts from Charter Machine Company.
FINANCIAL:
This is not a budgeted item.
Line Item#: 250-4549-430.0
Title: Equipment Repairs Amount Budgeted: $11,233.00
This is not a CIP.
A motion was made by Alderman Rico, seconded by Alderman O’Brien to concur with the recommendation as presented. Upon roll call the following voted in favor: Almblade, Mulcahey, O’Brien, Oakes, Tapia, Rico and Toppert. 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: Toppert, Almblade, Mulcahey, O’Brien, Oakes, Tapia and Rico. Motion carried. 7:17 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_02072022-765
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