Rock Island Today

City of East Moline Committee of the Whole met June 2.

Here are the minutes provided by the committee:

ROLL CALL

Mayor Reggie Freeman called the meeting to order and directed City Clerk Wanda Roberts-Bontz to call the roll. The following Alderpersons were present: Olivia Dorothy, Jeff Deppe, Larry Jones, Adam Guthrie, Rhea Oakes, Lynn Segura, and Jose Rico. 7:23 p.m.

ADDITIONS/CORRECTIONS TO AGENDA

None

Authorizing Debt to be incurred via State Public Loan Fund for Lead Service Line Replacement (Brianna Huber, Water Treatment Director)

As indicated in our Lead Service Line Replacement (LSLR) Program, the City is in pursuit of Illinois EPA’s State Revolving Funds (SRF) issued from the State Public Loan Program. The total estimated expense to replace all lead service lines in East Moline is $22,932,000. Our project plan has been approved, and we have submitted a Funding Nomination Form for both Phase I and Phase II of the LSLR Program, accounting for $10,000,000 of the total $22,932,000.

We are awaiting final scoring and determination if we will be funded the $10,000,000 in state fiscal year 2026 (Jul 1-Jun 30). We anticipate being funded, but if we are not, we will continue applying annually until we are funded to complete the LSLR Program. Initial indications from ILEPA are that Phase II ($5 million) will be funded with $2 million in loan forgiveness. Phase 1 ($5 million) was not selected for loan forgiveness but can still be funded through the SRF. The portion of the any phase that is not forgiven will be repaid through utility rates over the next 40 years. Interest rates on LSLR loans are at 0.00%.

The next step in this process is to submit a full loan application to the IEPA, which includes an ordinance authorizing the issuance of debt and indicating the source of debt repayment. This ordinance is attached for your review.

Staff is seeking approval of the ordinance to promptly move forward with the loan processing with IEPA. If approved through the Committee of the Whole, a waiver of the 2nd reading is also requested at the June 16, 2025 council meeting to expedite the application process. Because the City will be borrowing funds, there is a need to post notice in the newspaper and have a 30-day wait period for public feedback.

FINANCIAL IMPACT:

*The City was advised this year that it should apply for its entire need for Lead Service Line Replacement through the SRF program. That is why the borrowed amount ($22,932,000.00) is larger than FY2025 budgeted revenues and expenditures. Depending on project timing, Phase I may not get completed this year and will roll to next year. So actual expenses may be less than budgeted.

If this is a CIP Project, identify project number TBD.

RECOMMENDATION/REQUESTED ACTION: APPROVAL

A motion was made by Alderperson Guthrie, seconded by Alderperson Dorothy, to waive reading and to concur with the recommendation as presented. Upon the roll call, the following voted in favor: Segura, Rico, Dorothy, Deppe, Jones, Guthrie, and Oakes. Motion carried.

Modification Request to Contract with QC Towing Inc. (Jeff Ramsey, Police Chief)

In January of this year Quad City Towing Inc. was acquired and purchased by Aaron Tennant who also owns Cantrell's Towing and Fred's Towing. Since taking over Quad City Towing, there have been discussions with the new ownership where they are requesting an amendment to the current contract we have with Quad City Towing Inc.

The ownership advised the current towing and storage rates are too low and they are taking a loss that is not sustainable. Our current contract term is from August 21st, 2023 - August 31st, 2026, with an option to extend it for an additional year. There is also language in the contract stating the contract can be modified or changed with approval of the city council. A cancellation clause also exists where either party can cancel the contract with 30 days of written notice.

Attached is the proposed rate changes by Quad City Towing Inc. along with our current contract. At the request of the new ownership of Quad City Towing Inc. this is being brought to the Committee of the Whole for discussion and consideration on the proposed modification request.

RECOMMENDATION/REQUESTED ACTION:

A motion was made by Alderperson Segura, seconded by Alderperson Guthrie, to concur with the recommendation as presented. Upon the roll call, the following voted in favor: Segura, Rico, Dorothy, Deppe, Jones, Guthrie, and Oakes. Motion carried.

IDOT Highway Maintenance Agreement Renewal (Tim Kammler, Director of Engineering)

The Illinois Department of Transportation (IDOT) and the City of East Moline have had a long-standing agreement under which the city takes care of minor maintenance of a few of the State of Illinois-owned roadways through town in exchange for IDOT's payment to the city for these services. This maintenance includes pot-hole filling, crack filling, snow plowing, and the like.

IDOT is requesting another 10-year renewal of this intergovernmental agreement for highway maintenance; a draft of this agreement is attached for review and consideration. The specific maintenance responsibilities are outlined on page 9 of 14. The only streets remaining in this agreement are 16th Avenue and 17th Avenue, which constitute IL Route 92. Formerly, Kennedy Drive, Archer Drive, and 30th Avenue were also included. Streets that are not part of this agreement include Avenue of the Cities, IL Route 5, and IL 84.

The IDOT reimbursement proposed in the IGA is based upon a formula developed by the State and includes annual adjustment for inflation and construction costs. The FY '26 total would be $34,542.79 and adjustment would take place each year. The total reimbursement proposed by IDOT for the 10-year term of the IGA is $414,558.98.

RECOMMENDATION/REQUESTED ACTION: Approve IDOT Hwy Maintenance Agreement

Mayor Freeman stated in the next two years, 16th and 17th Avenue Route 92 will be redone by the State of Illinois.

A motion was made by Alderperson Oakes, seconded by Alderperson Dorothy, to concur with the recommendation as presented. Upon the roll call, the following voted in favor: Segura, Rico, Dorothy, Deppe, Jones, Guthrie, and Oakes. Motion carried.

Dedication of Kinsley Court over to the City (Tim Kammler, Director of Engineering)

The Quarter 1 Homeowners Association has submitted a request for the city to consider accepting ownership of Kinsley Court as a city street. Kinsley Court, the short cul-de- sac in The Quarter Subdivision No. 1, is currently a Planned Unit Development (PUD) with a private drive, as platted and approved by the East Moline Plan Commission and City Council in September 2021.

At the time Brad Bagby's development for this initial phase of duplexes was designed, it was determined there was insufficient space for a standard 50' city right-of-way to be platted, while still permitting sufficient space for the proposed duplex floor plan. The flexibility of Planned Unit Development (PUD) zoning for the roadway design elements made the property attractive for the developer, allowing a more customized subdivision design and some compromises from the city's normal subdivision design standards. This included a narrow 40' right-of-way, (std. is 50') and the omission of sidewalks as there was no space in which to build them. Ultimately, the flexibility of design and construction for a subdivision under the Planned Unit Development (PUD) zoning led to a very successful development and three additional phases of construction.

The homes are all sold and occupied in The Quarter Subdivision Phase 1, and the property owners (and Homeowners Association) are now looking ahead to the long-term maintenance and snow removal for Kinsley Court. Hence the request for the city to assume ownership of the street moving forward. It should be noted that every homeowner on Kinsley Court purchased their house with the street being clearly platted as a private drive.

To assist in review and consideration, a Location Map of The Quarter Subdivision developments and surrounding zoning is attached, along with a more detailed aerial exhibit of the subject area. Also attached for reference are the Planned Unit Development (PUD) Plan for Quarter No. 1 (private drive), and the Planned Unit Development (PUD) Plan for Quarter No. 4 (public city street).

As a point of information, the water and sewer mains for Quarter No. 1 are already city- owned utilities; this is reflective of the originally approved subdivision platting documents.

Staff will provide some additional overview and exhibits presenting the matter at COW.

FINANCIAL IMPACT:

RECOMMENDATION/REQUESTED ACTION: Staff Recommendation: Council’s prerogative.

A motion was made by Alderperson Guthrie, seconded by Alderperson Segura, to concur with the recommendation as presented. Upon the roll call, the following voted in favor: Segura, Rico, Dorothy, Deppe, Jones, Guthrie, and Oakes. Motion carried.

Mr. Rothert informed the Committee of the Whole that the water filtration plant, water plant, and storm water drainage fund, all have projects that are coming, due to the needing some capital to start undertaking this project. We did not have the ability to bring something to you tonight but because we are still researching rates. Moving forward to going through a local bank to start those projects, but I will be forwarding to you this week, with a memo to describe that, and ideally bring it to you at the next council meeting. Requesting authority to enter into a line of credit with the bank to start those projects all state funded through the rates that we worked on at the end of the year and planned the capital improvement plan.

ADJOURMENT:

A motion was made by Alderperson Oakes, seconded by Alderperson Guthrie to adjourn the Committee-of-the-Whole meeting. A voice vote was taken. Motion carried. 7:51 p.m.

https://www.eastmoline.com/AgendaCenter/ViewFile/Agenda/_06162025-1119