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City of East Moline Committee of the Whole

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City of East Moline Committee of the Whole City of East Moline Committee of the Whole City Council Chambers 915 16th Avenue East Moline, IL 61244 nd DATE: Monday, July 2 , 2012 TIME: “Immediately Following the Regular Council Meeting” 1 Permission to Bid Utility Truck Lambrecht 2 Revised Purchase Policy O’Donnell 3 Increase in Compensation for City Clerk Cheffer 4 Land Use and Market Analysis Study Kammler CITY OF EAST MOLINE nd COMMITTEE OF THE WHOLE MEETING OF U JJuly 2 , 2012 AGENDA ITEM 1 DESCRIPTION: Permission to Bid Utility Truck DISCUSSED BY: Dave Lambrecht, Director of Maintenance Services BACKGROUND and DISCUSSION: The Maintenance Services Drainage Departments 2001 F450 Super Duty dump truck with 92,275 miles on the vehicle needs replaced. The truck has surpassed its useful life and by replacing the truck would project a savings to the department’s budget I am asking permission to seek bids for a new 2013 4X4 Utility truck with a plow. Projected cost for the truck $43,000.00 The truck was budgeted for in the FYE 2012-2013 budget RECOMMENDATION: It is my recommendation to ask the council for permission to seek bids for the new truck, and bring the actual cost of the new truck back to council for consideration as it was a budgeted item. BUDGET IMPACT: $43,000.00 from Drainage Departmental Projects ACTION REQUIRED: [ X ] PASS ON TO FULL COUNCIL FOR CONSIDERATION [ X ] REQUEST CITY ATTORNEY TO DRAFT A RESOLUTION OR ORDINANCE MOTION BY SECONDED BY TO CITY COUNCIL VOTES ED HELEN GARY JEFF DAVE ROBERT GARY MAYOR VOTES DEJAYNES HEILAND ALMBLADE STULIR KELLEY CHEFFER WESTBROOK THODOS YES NO SENT ABSTAIN CITY OF EAST MOLINE nd COMMITTEE OF THE WHOLE MEETING OF U J July 2 , 2012 AGENDA ITEM 2 DESCRIPTION: Revised Purchase Policy DISCUSSED BY: Cole O’Donnell, City Administrator BACKGROUND and DISCUSSION: The purchase policy contains a section on disposal of surplus property. Currently, any surplus property must be presented to the council and a resolution passed declaring the property as excess. The policy also limits how the property can be disposed of and does not take into account multiple sale methods that can maximize return on the sale. The proposed revision allows property with estimated value under $1,000 to be disposed of without prior submission to the Council. A full listing of all disposed property will be presented to the council on a monthly basis. Property with a value greater than $1,000 will still be presented to the Council for declaration as surplus. Methods of disposal have also been expanded to allow staff to select a method that maximizes potential return. In some instances items do not have enough value to justify sealed bids or an auction. Advertisements in trade magazines, online auction sites, and sale for scrap provide options that suit the item best based on condition and estimated value. RECOMMENDATION: Concur with proposed changes and direct the City Attorney to draft the appropriate resolution for adoption. BUDGET IMPACT: With modified disposal methods it is hoped that surplus property will be sold at greater prices. ACTION REQUIRED: [ X ] PASS ON TO FULL COUNCIL FOR CONSIDERATION [ X ] REQUEST CITY ATTORNEY TO DRAFT A RESOLUTION OR ORDINANCE MOTION BY SECONDED BY TO CITY COUNCIL VOTES ED HELEN GARY JEFF DAVE ROBERT GARY MAYOR VOTES DEJAYNES HEILAND ALMBLADE STULIR KELLEY CHEFFER WESTBROOK THODOS YES NO SENT ABSTAIN EXISTING: Any city equipment or other property, other than real property, or any abandoned property in the custody of the city that is no longer useful to the city, may be declared surplus property after the passage of a resolution by the City Council and later disposed of at a public auction or by sealed bids. Any public auction, or sealed bid must first be preceded by at least one (1) advertisement in a major newspaper of general circulation in the City of East Moline not less than four (4) days, nor more than twenty (20) days prior to such sale. PROPOSED: A. Declaration of Surplus Property Any city equipment or other property, other than real property, or any abandoned property in the custody of the city that is no longer useful to the city, may be declared surplus property in the following manners: 1. Property with an estimated value of One Thousand Dollars ($1,000) or less may be submitted to the City Administrator and Finance Director for Declaration of Surplus Property. Said Declaration must be approved by both the City Administrator and Finance Director prior to disposal of the property. All property declared surplus in this manner shall be recorded and submitted to the City Council for review on a monthly basis. Review shall include description of property, estimated value, disposal method, and actual amount, if any, received for the property. 2. Property with an estimated value in excess of One Thousand Dollars ($1,000) must be submitted to the City Council for approval by resolution. Said Resolution must contain estimated value and proposed disposal method. B. Disposal of Surplus Property Any city equipment or other property, other than real property, or any abandoned property in the custody of the city declared as surplus may be disposed of by the following methods: 1. Sealed bids. At least one (1) advertisement in a major newspaper of general circulation in the City of East Moline must be placed not less than four (4) days, no more than twenty (20) days prior to date for receipt of the bids. The advertisement is to briefly describe the item(s), indicated where items can be viewed, and date, time, and place that bids are to be received. 2. Public auction. At least one (1) advertisement in a major newspaper of general circulation in the City of East Moline must be placed not less than four (4) days, no more than twenty (20) days prior to such sale. The advertisement is to briefly describe the item(s), indicated where items can be viewed, and date, time, and place of the auction. 3. Electronic auction. The item for disposal may be placed for sale on a reputable electronic auction site. Item description shall include all pertinent information necessary to insure an accurate description. A reserve of at least 80% of minimum value must be set for the item. 4. Advertisement. The item for disposal may be advertised for sale within a local newspaper with general distribution within the city and within appropriate governmental trade publications. The advertisement must contain a short description of the item, a price equal to minimum declared value, contact information, and right to refuse all offers. Duration of advertisement shall be no more than one week in any newspaper or no more than one edition of any publication. 5. Salvage. Any item that is considered damaged and unrepairable or has an estimated value of less than 10% of original value may be sold for salvage or scrap after obtaining 2 estimates for salvage or scrap value, when possible. 6. Discard. Any item that is considered damaged and unrepairable or has an estimated value of less than 10% of original value and having no salvage value may be discarded through refuse pick up or other means whereby the item is destroyed. CITY OF EAST MOLINE nd COMMITTEE OF THE WHOLE MEETING OF U J July 2 , 2012 AGENDA ITEM 3 DESCRIPTION: Increase in Compensation for City Clerk DISCUSSED BY: Alderman Robert Cheffer BACKGROUND and DISCUSSION: The City Clerk's position now pays $7,200.00 per year for a 40 hour work week. Last year East Moline had two secretaries that were "job sharing" working 20 hours each per week. Their salaries ranged from $29,800.00 to $34,545.00 per year. It seems fair to say the City Clerk's salary is low and a modest increase in pay is warranted. RECOMMENDATION: Ask the City Council to consider increasing the city Clerk's salary to $8,400.00 per year starting May 1st, 2013. BUDGET IMPACT: There will not be any impact on the budget until May 1st, 2013 since elected officials cannot receive pay increases during their term in office. Starting May 1st, 2013, the pay increase will be funded from the General Fund. ACTION REQUIRED: [ X ] PASS ON TO FULL COUNCIL FOR CONSIDERATION [ X ] REQUEST CITY ATTORNEY TO DRAFT A RESOLUTION OR ORDINANCE MOTION BY SECONDED BY TO CITY COUNCIL VOTES ED HELEN GARY JEFF DAVE ROBERT GARY MAYOR VOTES DEJAYNES HEILAND ALMBLADE STULIR KELLEY CHEFFER WESTBROOK THODOS YES NO SENT ABSTAIN CITY OF EAST MOLINE nd COMMITTEE OF THE WHOLE MEETING OF U J uly 2 , 2012 AGENDA ITEM 4 DESCRIPTION: Land-Use and Market Analysis Study DISCUSSED BY: Tim Kammler, Director of Engineering Services BACKGROUND and DISCUSSION: The City of East Moline received an EDA grant to help fund a Land-Use and Market Analysis study of the eastern portion of the city’s undeveloped land. The purpose of the study was to determine (1) what portions of vacant land may (or may not) be suitable for development, and (2) what specific types of development might be a good fit for these areas. Shive-Hattery was retained as our consultant for this project after a selection process. A summary of their work is attached for reference. Additionally, Shive-Hattery will be making a brief presentation of their findings at the COW meeting. RECOMMENDATION: Accept Shive-Hattery’s findings and studies to be used as a key economic development tool for future potential development along the I-5 / I-88 Corridor. BUDGET IMPACT: N/A ACTION REQUIRED: [ X ] PASS ON TO FULL COUNCIL FOR CONSIDERATION [ ] REQUEST CITY ATTORNEY TO DRAFT A RESOLUTION OR ORDINANCE MOTION BY SECONDED BY TO CITY COUNCIL VOTES ED HELEN GARY JEFF DAVE ROBERT GARY MAYOR VOTES DEJAYNES HEILAND ALMBLADE STULIR KELLEY CHEFFER WESTBROOK THODOS YES NO SENT ABSTAIN Interstates 80 & 88 Corridor Study for the City of East Moline Summary Report SUMMARY REPORT TABLE OF CONTENTS Scope of Services 1 Executive Summary 2 Maps and Photos 3 Tables 4 Recommendations for Development 5 Potential Industries and Retail Prospects 6 Project # 3113720 Scope of Services for Field Analysis Report The City was successful in securing an EDA grant to develop an overall conceptual development plan for the area.
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