City of East Moline Committee of the Whole met Oct. 2.
Here are the minutes provided by the committee:
ROLL CALL
Mayor Freeman called the meeting to order and directed the City Clerk Wanda Roberts-Bontz to call the roll. The following Alderpersons were present: Olivia Dorothy, Jeffrey Deppe, Nancy Mulcahey, Adam Guthrie, Rhea Oakes, Lynn Segura and Jose Rico. 6:51 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
PROFESSIONAL SERVICES FOR PFAS STUDY (Brianna Huber, Director – Water Filtration)
Back in April of 2021 I provided the City Council with a presentation about PFAS (see attached). Since then, Maximum Contaminant Levels (MCLs) have been proposed by the USEPA for a few of the PFAS and the MCLs, which are expected to be finalized by the end of the year. In addition, the IL EPA has issued a health advisory for a few PFAS, which is set below the USEPA's proposed MCLs. IL EPA has the right to establish its own MCLs, which may be even lower than the USEPA's standards. Further, as technology for the detection and treatment of PFAS improves in coming years, we anticipate MCLs may be lowered.
East Moline has been conducting quarterly monitoring of PFAS since April 2022 and we are seeing values both below and above the USEPA's proposed MCLs. Our neighboring utilities are experiencing the same results. With that in mind, we would like to partner with the cities of Rock Island and Moline to participate in a multi-phase PFAS study to ensure risk communication and outreach across cities are consistent; better understand what our treatment options are; determine which would be most effective for our utility; and identify associated expenses and funding opportunities. A proposal was sought from CDM Smith due to well-established working relationships with all three cities. The overall study would have several phases, beginning with the attached phase I planning study. Future phases include bench scale testing of PFAS treatment technologies, and development of conceptual design of recommended treatment technology and cost estimate.
Our goal in pursuing this is to be ahead of the game, or at least at the front of the game, when it is time to implement treatment and go after funding. We believe being prepared will give us a better shot at securing funding for treatment implementation. We may be able to recover some of the costs associated with PFAS via settlement, but it is highly unlikely that any settlement would cover all of our expenses. Alternatively, we can pursue State Revolving Funds if needed.
Please note, this line item is already over budget due to paying for unfunded mandates for lead, and booster pump engineering which is paid for out of ARPA funding. End of year total expenses are still projected to be under budget.
FINANCIAL:
This is not a budgeted item.
Line Item# 200-4020-24-300.2
Title: Professional Services
Line-item budgeted amount $18,000.00
Line-item YTD expenditures ($19,239.50)
Available funds 0
Amount requested $19,800.00
Available funds after request ($39,039.50)
Funding Sources:
Departments: Water Filtration Plant
This is not a CIP.
RECOMMENDATION:
Staff recommends approval to move forward with Phase 1 of a multi-phase PFAS study, in collaboration with the cities of Rock Island and Moline.
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: Mulcahey, Guthrie, Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
VEHICLE REPLACEMENTS PRE-ORDER FOR FY 2024 (Jeff Ramsey – Chief of Police Department)
Two new police squad cars will be budgeted for the FY 2024 budget. With the current climate we are in reference shortened order time periods, limited amount of orders being allowed, and longer waiting periods for police squad cars to be built, we need to start planning for the purchase of squad cars far in advance. The pricing for 2024 squad cars through the Ford Motor Company has not been released yet and it is anticipated it will be released sometime this fall for a very short period for new orders to be made.
EMPD seeks authority from the City Council to be able to secure orders for two new squad cars through a dealership ahead of time so we do not lose out on the ability to order the new police squad cars for 2024. We will still get quotes from 2-3 dealerships during this process that I will bring back to council for review along with who we went with in making the orders.
The last purchase price for a 2023 Ford Police Interceptor Utility was approximately $39,000 with additional cost of upfitting being approximately $12,500 along with graphics at $550 and title/plates costing $160 (total $52,210). It is anticipated the cost will increase for the 2024 models. An estimated cost for a new squad car including upfitting/graphics/title/plates, also taking into account expected inflation would be estimated at the high end being $60,000 per squad for a total estimated cost of $120,000 for the 2024 budget.
FINANCIAL:
This is a budgeted item.
Line Item# 150-4000-28-743.0
Title: Motor Pool-Capital Purchase Line-item budgeted amount: TBD in the FY2024 Budget
Line-item YTD expenditures: TBD in the FY2024 Budget
Available funds: TBD in the FY2024 Budget
Amount requested $120,000.00
Available funds after request: TBD in the FY2024 Budget
Funding Sources: Motor Pool-Capital Purchase
Departments: Police Department
This is not a CIP.
RECOMMENDATION:
Authorize staff to pursue the ordering and purchases of two 2024 Police Interceptor Utility vehicles including upfitting and other listed costs, which shall be budgeted for and paid from the FY2024 budget.
Alderperson Mulcahey asked about Asset Pool Management, and on how the Police vehicles impact within the plan.
Chief Ramsey stated that he does not know exactly.
Alderperson Mulcahey requested an update on the Asset Pool Management before the 2024 Budget.
Mayor Freeman stated he spoke with JD which will be requesting a meeting with Mark Rothert and Gregg Zientara, Interim Finance Director regarding the Asset Pool Management.
Chief Ramsey stated this is included in the 2024 Fiscal Year Budget.
A motion was made by Alderperson Guthrie, seconded by Alderperson Segura to concur with the recommendation as presented. Upon roll call the following voted in favor: Mulcahey, Guthrie, Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
EAST MOLINE LANDFILL – PIEZOMETER ABANDONMENT (Tim Kammler – Director of Engineering)
In accordance with the IEPA's Post-Closure Care requirements for the closed city landfill, maintenance and remedial work is required periodically for the city to remain in compliance. In a recent inspection, the IEPA noted some deficiencies that need to be corrected, namely:
(1) Old piezometer wells (p-wells) need to be plugged, capped, and abandoned. (2) Monitoring Well T-110 needs repairs to its protective cover.
Andrews Engineering has been handling East Moline's environmental engineering work at the old landfill; Andrews also services the adjoining Upper Rock Island County Landfill for Republic Services. As such, staff have obtained a professional services contract from Andrews to address the deficiencies noted; this proposal is attached for review and consideration, along with a map showing the proposed work areas.
As a point of information, Republic Services reimburses the City an annual amount not to exceed $65,000 for the leachate consulting, engineering and laboratory fees for the City Landfill, per our collection agreement.
FINANCIAL:
This is a budgeted item.
Line Item# 010-4340-24-300.2
Title: Landfill Host: Professional Services 010-4340-27-730.0
Title: Facility Improvement & Closure
Line-item budgeted amount: $52,500.00
Line-item YTD expenditures: ($17,692.00)
Available funds $34,538.00
Amount requested ($28,000.00)
Available funds after request $6,538.00
Funding Sources: Landfill Host Fees Republic Services Reimbursement (all costs up to $65,000)
Departments: Engineering
This is not a CIP.
RECOMMENDATION:
Staff recommends approval of the Andrews contract for East Moline Landfill post-closure care.
After much discussion this is checking water levels only. There is a new inspector that thought the holes could provide an area for contaminates to come in, but since they are not used for water monitoring right now they would like them filled in.
ADDITIONAL COMMENTS:
Per agreement, Republic Services will be reimbursing the city for all landfill-related professional services, groundwater testing, post-closure care, etc. up to $65,000.
A motion was made by Alderperson Dorothy, seconded by Alderperson Guthrie to concur with the recommendation as presented. Upon roll call the following voted in favor: Mulcahey, Guthrie, Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
4TH STREET A UTILITY & ROADWAY IMPROVEMENTS (Tim Kammler – Director of Engineering)
This water main replacement project is programmed in the city's 5-Year CIP and has been on public works' priority list for some time. A location map of the project area is attached for reference. Watermain breaks have continued to be a recurring problem in this area; a second map showing main breaks is also attached for reference.
To address these infrastructure deficiencies, funds for the survey and preliminary design for the reconstruction of the water distribution system in this area were programmed in the 2023 budget. Improvements are scheduled to include relocation and reconstruction of water mains and water service piping (from new main, all the way to home if lead found), installation of new fire hydrants, resurfacing of the streets in the project area, and related work.
Staff have obtained a professional services contract proposal from Shive-Hattery and would like to proceed with the survey & preliminary design yet this Fall; final design, construction plans and bid documents would be completed in early 2024. The completed project design with updated cost estimate will be brought to COW for presentation and consideration for bidding. The construction cost estimate for the project is approximately $890,000 and is to be included in the FY'24 budget.
Please note the FY'23 budget has funding to pay for about 1/2 the consultant cost which will cover the survey, topo drafting, prelim design. The FY'24 Budget will include funding for the remainder, which work will be completed and billed in FY'24.
FINANCIAL:
This is a budgeted item.
Line Item# 250-4023-24-300.2
Title: Water CIP – Professional Services Line-item budgeted amount: $40,000.00
Line-item YTD expenditures: $21,270.00
Available funds: $18,730.00
Amount requested: $39,000.00 (includes '23 and '24)
Available funds after request: $0 (remaining cost of $20,270.00 to be incurred FY'24) Funding Sources: Water Capital Improvement
Departments: Engineering
This is a CIP.
RECOMMENDATION:
Staff recommends approval of the Shive-Hatt contract for professional survey and design services for the 4th Street A Watermain Replacement Project.
A motion was made by Alderperson Mulcahey, seconded by Alderperson Deppe to concur with the recommendation as presented. Upon roll call the following voted in favor: Mulcahey, Guthrie, Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
ADJOURMENT:
A motion was made by Alderperson Mulcahey, seconded by Alderperson Segura to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Mulcahey, Guthrie, Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried. 7:10 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_10022023-960
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