City of East Moline Committee of the Whole met Sept. 6.
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 Alderpersons were present: Gary Almblade, Nancy Mulcahey, Jayne O’Brien, Rhea Oakes, Maria Tapia and Jose Rico. Absent: Kenneth Porter. 7:15 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
PRESENTATION ON MOTOR POOL FUND (Ms. Whiting, Financial Director)
Last Fall City Council approved an agreement with Hutchison Engineering for professional services related to the development of a fleet and asset management program for the City to assist in our goals to establish long term financial stability and sustainability. Various departments met with JD Schulte to clean up, verify, and establish accurate information on our current fleet to begin the analysis for the program.
The initial findings and analysis are ready to present to Council. This is an overview of our aging fleet, discussion on policy setting, and recommendations for moving forward with the program.
Mr. JD Schulte, Hutchison Engineering presented a 20-minute presentation regarding the fleet and asset management program.
REQUEST TO APPROVE PROFESSIONAL SERVICES WITH 120 WATER (Ms. Huber, Water Plant Director)
Federal and state legislation have mandated that all drinking water utilities complete a service line inventory, identifying the materials of all service lines in their service area. This inventory must be completed by April 2024. The City does not have the staff to complete this project internally, but in preparation set aside funds for this project. Estimates were sought for professional services to use machine learning and predictive analytics to effectively identify service line materials and guide service line identification where materials are in question. 120 Water provided the lowest price with the greatest flexibility and benefit to the City. We anticipate being able to complete the service line material inventory within 12-15 months with the assistance of 120 Water's services.
FINANCIAL:
This is a budgeted item.
Line Item# 200-4023-24-300.2 Title: Professional Services
RECOMMENDATION:
Staff recommends moving forward with 120 Water for professional services to complete a City service line material inventory.
A motion was made by Alderperson Mulcahey, seconded by Alderperson Rico to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Almblade, Mulcahey and O’Brien. Motion carried.
REQUEST TO APPROVE T-MOBILE LEASE ADDENDUM WIMAN PARK TOWER (Ms. Huber, Water Plant Director)
T-Mobile is requesting to add three fixtures to our water tower at 4501 6th Street. Construction drawings have been reviewed and approved. A structural analysis was completed and the addition of these three fixtures falls within our structural load requirements. Per the Site Lease Agreement between the City of East Moline and IPCS Wireless/T-Mobile, the addition of fixtures requires an Amendment to the Site Lease Agreement and additional rent per fixture, in this case a total rent increase of $300.00 per month. Staff recommends approval of Amendment to Site Lease Agreement as attached.
FINANCIAL:
This is not a CIP.
RECOMMENDATION:
Approval of Amendment to Site Lease Agreement as attached.
A motion was made by Alderperson Oakes, seconded by Alderperson Almblade to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Almblade, Mulcahey and O’Brien. Motion carried.
HEALTH CARE PLANNING COMMITTEE RECOMMENDATION ON VISION INSURANCE (Mr. Maxeiner, City Administrator)
See attached Agenda Supplement
FINANCIAL:
This is not a budgeted item.
This is not a CIP.
RECOMMENDATION:
Staff recommends approval of the Health Care Planning Committee recommendation to implement an employer sponsored vision insurance for active employees that are participating in the City's medical insurance plan with the employer paying 80% of the premium (82% of those employees covered by the Fraternal Order of Police Agreement).
A motion was made by Alderperson Rico, seconded by Alderperson Tapia to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Almblade, Mulcahey and O’Brien. Motion carried.
ENGINEERING DESIGN SERVICES – RAVINES D & G (Mr. Kammler, Engineering Director)
The city's Ravine Sewer Access-Way project has previously been presented and discussed. 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 boundary survey work and preliminary design for the access-ways was completed in all of the subject ravines throughout the city under previous contract. Subsequently, East Moline had retained IMEG in 2019 to facilitate final design, construction plans, and the necessary easement acquisition for the first two phases of this project: Phase 1 - Ravines C&F, Phase 2 - Ravines D&G. Design and Land Acquisition was completed by IMEG for Phase 1, which is under construction this year. The final engineering and land ac. for Phase 2 under the IMEG contract has not proceeding per schedule and was suspended.
A proposal for the Phase 2 (Ravine D&G) final design services has been obtained from Klingner Engineering and is attached for review and consideration. Details of the scope of work to be performed includes final plan, profile, and cross-section design, construction plan preparation, projects specifications, and survey exhibit preparation for 25 easements along these two ravines. For final design to be competed and construction to occur, the city must have rights to the necessary property. Land acquisition services for the necessary easements will be managed under separate contract.
FINANCIAL:
This is a budgeted item.
Line Item# 250-4036-29-300.2 Title: Sewer CIP – Professional Services Amount Budgeted: $247,000.00
Actual Cost: $96,500.00 (Land Ac T.B.D.)
Funding Sources: Sewer Capital Improvement Funds
Departments: Engineering
This is a CIP.
RECOMMENDATION:
Approve consultant contract for professional services as proposed.
ADDITIONAL COMMENTS:
This contract does not include land acquisition expenses which is to be performed under separate contract.
A motion was made by Alderperson Almblade, seconded by Alderperson Mulcahey to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Almblade, Mulcahey and O’Brien. Motion carried.
SEWER EASEMENT ACQUISITION SERVICES – RAVINES D & G (Mr. Kammler, Engineering Director)
The city's Ravine Sewer Access-Way project has previously been presented and discussed. 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 boundary survey work and preliminary design for the access-ways was completed in all of the subject ravines throughout the city under previous contract. Subsequently, East Moline had retained IMEG in 2019 to facilitate final design, construction plans, and the necessary easement acquisition for the first two phases of this project: Phase 1 - Ravines C&F, Phase 2 - Ravines D&G. Design and Land Acquisition was completed by IMEG for Phase 1, which is under construction this year. The final engineering and land ac. for Phase 2 under the IMEG contract has not proceeding per schedule and was suspended.
A proposal for the Phase 2 (Ravine D&G) land acquisition services has been obtained from Kaskaskia Engineering Group and is attached for review and consideration. Details of the scope of work to be performed includes outreach to impacted residents, property appraisal, easement negotiations, and legal document preparation for 25 easements along these two ravines. For final design to be competed and construction to occur, the city must have rights to the necessary property. As such, land acquisition services are anticipated to start immediately upon approval by council.
FINANCIAL:
This is a budgeted item.
Line Item# 250-4036-29-300.2 Title: Sewer CIP – Professional Services
Amount Budgeted: $247,000.00
Actual Cost: $80,000.00 (Land Cost T.B.D.)
Funding Sources: Sewer Capital Improvements Funds
Departments: Engineering
This is a CIP.
RECOMMENDATION:
Approve consultant contract for professional services as proposed.
ADDITIONAL COMMENTS:
This contract does not include:
(1) The cost of the actual easements to be paid to property owners which will be determined during negotiations, and
(2) Easement Plat preparation (to be performed under separate contract - Klingner)
A motion was made by Alderperson Almblade, seconded by Alderperson O’Brien to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Almblade, Mulcahey and O’Brien. Motion carried.
ADJOURMENT:
A motion was made by Alderperson Almblade, seconded by Alderperson Oakes to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Oakes, Tapia, Rico, Almblade, Mulcahey and O’Brien. Motion carried. 8:00 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_09062022-826
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