City of East Moline Mayor Reggie Freeman | City of East Moline
City of East Moline Mayor Reggie Freeman | City of East Moline
City of East Moline Committee of the Whole met April 7.
Here are the minutes provided by the committee:
ROLL CALL
Mayor Pro Tem Lynn Segura 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, Rhea Oakes, Lynn Segura, and Jose Rico. Absent: Nancy Mulcahey and Adam Guthrie. 7:25 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None
WTP Roof Replacement Award to Sterling Commercial Roofing (Brianna Huber, Director of Water Filtration)
Due to the age and condition of the WTP and intake pump house roofs, their replacement was included in the 2025 CIP. Shive-Hattery was contracted to develop bid specs, provide construction administration and observation for this project. The engineers probable cost to construct for this project was $1,014,300, and this is what was budgeted.
Bids were received for both a 60 MIL roof with a 20 year warranty, and a 90 MIL roof with a 30 year warranty. Sterling Commercial Roofing was the lowest bidder at $585,300 for the 60 MIL roof or $635,250 for the 90 MIL roof. The difference between the 60 MIL and 90 MIL roofs is $49,950. While we intend to build a new WTP in 15-20 years, should that be delayed at all, having the 90 MIL, 30 year roof will buy some addition construction time. After removing the engineering cost of $56,200 from the budgeted $1,014,300, the 90 MIL roof is still $322,850 less than what was budgeted for.
Staff recommends moving forward with the 90 MIL, 30 year warranty roof with Sterling Commercial Roofing.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 200-020-52774.30 | Replace Roof over Main Plant | WTP | $1,014,300.00 | $1,011,370.00 | $635,250.00 |
| TOTALS | $1,014,300.00 | $1,011,370.00 | $635,250.00 | ||
RECOMMENDATION/REQUESTED ACTION
A motion was made by Alderperson Oakes, seconded by Alderperson Deppe to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
CMT to provide construction administration and oversight of basins 1 and 2 rehab (Brianna Huber, Director of Water Filtration)
In 2024 we fully rehabbed sedimentation basins 3 and 4. During this project, we had a few instances where (solvable) mistakes were made, and encountered a few situations where there was question of why a piece of equipment no longer worked, who's responsibility it was to repair/replace, etc. USG was very responsive and reasonable from a customer service perspective, and together we worked through it and came to fair resolutions. However, we believe it is in the best interest of the city moving forward with the basins 1 and 2 rehab to hire a third party engineering firm to administer and oversee the rehab project. This will provide a second layer of opinion, inspection and accountability regarding proper cleaning and coating application, as well as proper protection of mechanical equipment within the basin while the project is being completed. Should any issues arise, the third party engineer will provide an opinion, which will assist city staff in determining how to respond and proceed.
East Moline has a well-established and positive working history with CMT Consulting Engineers, who is also familiar with our basin rehab project. For this reason a proposal was sought from CMT for construction observation services for the basins 1 and 2 rehab project. The contract is NTE $16,600.
While this contract itself was not originally budgeted for in this project, the basin rehab project was budgeted for in the CIP (200-25-001 and 200-25-002) and this project will fit within the budgeted amount.
Staff recommends moving forward with CMT for construction observation on this project.
FINANCIAL IMPACT:
If this is a CIP Project, identify project number: 200-25-001, 20-25-002
RECOMMENDATION/REQUESTED ACTION:
A motion was made by Alderperson Oakes, seconded by Alderperson Dorothy to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
Westrum Leak Detection for Water Loss (Brianna Huber, Director of Water Filtration) It is estimated that in the United States, 6 billion gallons of treated drinking water are lost daily due to leaks in aging infrastructure. This may include both city-owned piping, tanks and facilities, as well as customer-owned service lines and plumbing fixtures. The WTP does it's best to estimate annual water loss based on a number of factors including annual production, annual billed usage, water main breaks, hydrant flushing, etc. Historically, we believe we lost on average 12-20% of finished water annually, this is considered normal for older systems. Recent years seem to indicate an annual water loss closer to 30%, which is abnormal. Newer advances and technologies make it possible to identify leaks and potentially reduce losses to less than 10%.
A water loss audit is warranted. To perform an accurate water loss audit, we need to improve and implement several measurement techniques, one of which is to perform a leak detection survey. A leak detection survey is a systematic inspection of the water distribution system using various tools and technologies to identify and locate leaks. Once these leaks are identified and located, the city can begin fixing these leaks and reducing the amount of finished water that is lost.
Considering our recently increased apparent water loss, leak detection and water loss prevention/remediation was added to our annual CIP budget during our water master planning process, with $25,875 budgeted for 2025.
WTP and distribution staff meet with and sought proposals from several providers of leak detection services, including acoustic listening and satellite imaging methods. We believe it is in our best interest to first pursue the traditional acoustic listening method of leak detection services. Based on our findings, it may be advantageous to also pursue satellite imaging or other methods in the future.
Westrum Leak Detection returned the most comprehensive survey, covering 100% of our metallic pipes, for the lowest price. Staff recommends moving forward with Westrum Leak Detection for our initial leak detection survey.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 200-023-52430.02 | Leak Detection/Water Loss Control | WTP/Water Distribution | $25,875.00 | $25,875.00 | $16,000.00 |
| TOTALS | $25,875.00 | $25,875.00 | $16.000.00 | ||
RECOMMENDATION/REQUESTED ACTION:
A motion was made by Alderperson Dorothy, seconded by Alderperson Oakes to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
Addition to No Parking Places Ordinance 9-3-1 (Jeff Ramsey, Chief of Police)
There have been issues with semi-trucks parking or standing on the curve in the 5000 block of Morton Drive near the intersection with Illinois Route 5. This has caused some visual issues for motorist in the area and has been identified as a potential safety issue. The solution staff has come up with is to make a no parking area on the north and south sides of Morton Drive for a distance of 800 feet west of the intersection of Illinois Route 5. There is no need for parking in this area and this will eliminate the safety concern. (attached is map of area along with the 9-3-1 ordinance with the draft language addition highlighted)
RECOMMENDATION/REQUESTED ACTION: Approve aforementioned addition to No Parking Places Ordinance 9-3-1.
A motion was made by Alderperson Oakes, seconded by Alderperson Rico to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
Illinois DNR Bicycle Path Grant FY2025 (Tim Kammler, Director of Engineering)
The Illinois Department of Natural Resources has released a Notice of Funding Opportunity for the FY2025 Bicycle Path Grant Program. While not a perfect fit, the city's $30M Greater Downtown Streetscaping Project incorporates separated multi-use trails along 12th Avenue and into The Bend.
The USDOT RAISE Grant awarded to East Moline covers 80% ($24M) of the project cost. 20% of the project cost ~$6M must be funded with non-Federal money. Staff continue to pursue non-Federal funding sources that might work to supplement the city's local funding toward the 20% match.
In 2024, East Moline applied for and was awarded $200,000 (max. amount) for the multi-use path being constructed this Spring as part of The Bend Streetscaping. The FY2025 IDNR Bicycle Path Program is again a potential source of supplemental funding for the city's proposed trail along 12th Avenue. As such, staff have engaged Bi-State Regional Commission to assist East Moline with a grant application that could provide as much as $200,000 toward the 12th Avenue component of the Greater Downtown Revitalization Project.
The city will not incur any expense for this application, and no additional funds (beyond the local match already pledged) will be obligated.
RECOMMENDATION/REQUESTED ACTION: Approve submittal for FY’25 IDNR Bicycle Trail Grant.
A motion was made by Alderperson Dorothy, seconded by Alderperson Rico to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
2025 Street Improvement Program (Tim Kammler, Director of Engineering)
In accordance with this year's Capital Improvement Plan, staff are preparing bid documents for a 2025 Street Resurfacing Program that includes Hot-Mix Asphalt Resurfacing and Sealcoat Surface Treatment (oil & chip). A map showing the locations of the recommended improvements are attached for review and consideration. As a point of information, the streets slated for sealcoat resurfacing are also currently sealcoat as they exist today. Funding has been budgeted for FY'25 in both Motor Fuel Tax (MFT) and Non-Home-Rule Sales Tax (NHR). The estimated costs along with fund sources are shown below:
MFT NHR TOTAL
Hot-Mix Asphalt $700,000 - $700,000
Sealcoat Treatment - $100,000 $100,000
------------
$800,000
Staff intend to break-out the proposed improvements into two (2) contracts for bidding purposes (1- MFT, 1-NHR) and are seeking COW approval to solicit bids. Pending COW approval, the MFT bid documents will be sent to IDOT for approval, and bid lettings will be scheduled and conducted.
Subsequent to the lettings, staff will provide bid tabulations and recommendations for consideration of award of contract to the City Council.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 100-000-52445.20 | MFT –Construction | Engineering | $700,000.00 | $700,000.00 | $700,000.00 |
| 025-000-52445.20 | MFT –Construction | Engineering | $575,000.00 | $575,000.00 | $100,000.00 |
| TOTALS | $1,275,000.00 | $1,275,000.00 | $800,000.00 | ||
A motion was made by Alderperson Rico, seconded by Alderperson Deppe to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
Blower #2 VFD Replacement (Brad Boulton, Assistant Director of Wastewater Treatment)
The Wastewater Treatment Plant has 3 centrifugal blowers that provide oxygen to our secondary treatment process. These blowers have variable frequency drives that control their speed allowing us to hold specific dissolved oxygen levels needed for treatment.
The VFD for one of our blowers has failed and needs to be replaced to restore redundancy with our equipment for our process. We received multiple quotes for the removal of the failed VFD and the installation of a new 200hp VFD and Illinois Electric was the lowest cost we received at $17,604.00.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 250-030-52543.00 | Equipment Repairs | Wastewater Treatment | $150,000.00 | $134,721.29 | $17,604.00 |
| TOTALS | $150,000.00 | $134,721.29 | $17,604.00 | ||
A motion was made by Alderperson Deppe, seconded by Alderperson Dorothy to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
InfraCal2 FOG/TOG Analyzer Purchase (Brad Boulton, Assistant Director of Wastewater Treatment)
The Wastewater Treatment Department has began to implement a FOG (Fats, Oils, Greases) program to comply with EPA pretreatment program updates. Currently we do not have the ability to analyze FOG results in house and send samples out to a lab for testing. While the cost for the testing does currently get passed along to our industrial users, the new expanded program will add an additional 200 establishments to our annual testing program.
Having the ability to run these analysis in house will provide a more cost friendly alternative for our food, beverage, and hospitality customers as well as cover some of the operating expenses for the new program requirements.
The attached quote from Spectro Scientific in the amount of $17,533.00 + shipping will give us the ability to provide EPA compliant testing in house as well as in the field. I have also included a few informative studies on how other municipalities have utilized this equipment as well as it's full functionality.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 250-030-52461.71 | Fats, Oils, Grease (FOG) Program | Wastewater Treatment | $20,000.00 | $20,000.00 | $17,533.00 |
| TOTALS | $20,000.00 | $20,000.00 | $17,533.00 | ||
A motion was made by Alderperson Deppe, seconded by Alderperson Dorothy to concur with the recommendation as presented. Upon roll call the following voted in favor: Oakes, Segura, Rico, Dorothy, and Deppe. Motion carried.
Alderperson Oakes stated that the 4th of July Fireworks will be at the Rock Island County Fair Grounds, invited the Council to help park cars.
ADJOURMENT:
A motion was made by Alderperson Oakes, seconded by Alderperson Dorothy to adjourn the Committee-of-the-Whole meeting. A voice vote was taken. Motion carried. 7:47 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_04072025-1089
Alerts Sign-up