Minutes of the Meeting of the Mayor
and the Committee-of-the-Whole
of the City of East Moline, Illinois
December 4, 2006
Mayor Thodos called the meeting to order and directed Deputy City Clerk Richard Van Raes to call the roll. The following Aldermen were present: Luis Puentes, Luis Moreno, Carol Doose, Rick Meredith, Gary Kelley and Gary Westbrook. Absent: Alderman Helen Heiland (Illness). 8:33 p.m.
Additions/Connections to Agenda
Finance Director, James Hughes, requested that a third item, the designation of the CHASE BANK as a city depository, be added to the agenda.
New City Software (Hughes)
Over the last 1½ years the Finance Department has been reviewing new software. After much deliberation we have decided that the best software for the future accounting needs of the City will be Civic Software. The basic price of the software is $146,000. This does include Human Resources. Civic System has also agreed that if the company is sold the City will receive free software or free training for a ten-year period.
The Civic Systems people held a meeting in the City Annex Conference Room on Monday December 4th, from 3:00 PM to 4:30 PM for a brief demonstration of this software.
In January staff will be coming back with the office equipment portion and the document imaging software. We need to establish that Civic Systems Software will be the foundation and then we can look at other aspects of our system. It is estimated by the time we have the entire accounting and document imaging system on line the total cost will be $225,000 +-.
Purchase the Civic System Software for $146,000.
A discussion was held on the features of the software and the background of CIVIC SYSTEMS. Mr. Alex Gibson explains the software package. Alderman Meredith asks about the compatibility of the new system. Discussion on maintenance of hardware and software: Additional lengthy discussion. Discussion on Training for operation of software, license of software, and various features of the software. Alderman Moreno questions the cost of the (software) system being taken from the water and sewer bond issue.
A motion was made by Alderman Puentes, seconded by Alderman Westbrook, to table this item in order to find an alternate revenue source and return this item to the Committee- of- the- Whole. Upon roll call vote the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley and Westbrook. Motion Carried.
Water Video (Drake)
Chip Drake, Water Filtration Director, presented an informational video from the American Water Works Association titled "Only Tap Water Delivers."
The video was presented for information only, no action was taken.
Add J.P. Morgan Chase as authorized depository for the City of East Moline, Illinois (Hughes)
James Hughes, Finance Director, gave the background on "J.P. Morgan Chase."
A motion was made by Alderman Meredith, seconded by Alderman Moreno, to direct the City Attorney to draft an ordinance, which would add J.P. Morgan Chase as an authorized depository for the City of East Moline, Illinois. Upon roll call the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley and Westbrook. Motion Carried.
A motion was made by Alderman Kelley, seconded by Alderman Westbrook, to adjourn the Committee of the Whole meeting. Upon roll call the following voted in favor: Puentes, Moreno, Doose, Meredith, Kelley and Westbrook. Motion carried. 9:10 PM
Minutes taken and submitted by,
Richard Van Raes, Deputy City Clerk
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