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MINUTES OF THE MEETING OF THE MAYOR

AND THE COMMITTEE-OF-THE-WHOLE

OF THE CITY OF EAST MOLINE, ILLINOIS

DECEMBER 18, 2006

 

ROLL CALL

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).

7:46 p.m.

 

ADDITIONS/CORRECTIONS TO AGENDA

(Item #2 (pump repairs) was considered at the regular City Council meeting.)

 

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 3:00pm to 4:30pm for 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 that, by the time we have the entire accounting system and document imaging system on line, the total cost will be $225,000+.

 

Jim Hughes, Finance Director, presented the agreement for the lease/purchase of the software from Civic Systems and discussed financing options.

 

Alderman Meredith asked about the involvement of the I.T. department.  Hughes indicated that I.T. would attend the next meeting on the software.  Mayor Thodos commented on the proposal.  A lengthy discussion was held on various aspects of the hardware/server and the software; along with additional discussion on the price of the software and how the system would operate.

 

Alderman Meredith asked about the license for the software in regard to the various departments.

 

A motion was made by Alderman Puentes, seconded by Alderman Westbrook, to authorize the Finance Director to purchase the software from replacement tax, if possible.  If there are not sufficient funds from replacement tax, Hughes will return the issue to City Council.  Water and Sewer funds are not to be used for this purchase.  Upon roll call vote, the following voted in favor:  Moreno, Doose, Meredith, Kelley, Westbrook and Puentes.  Motion carried.

 

ADJOURNMENT

A motion was made by Alderman Kelley, seconded by Alderman Puentes, to adjourn the Committee-Of-The-Whole meeting.  Upon roll call, the following voted in favor: Moreno, Doose, Meredith, Kelley, Westbrook and Puentes.  Motion carried.  8:01 p.m.

 (Mayor calls for a short break.)

 

Minutes taken and submitted by,

 _______________________________________

Richard Van Raes, Deputy City Clerk

 

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