ANNOUNCEMENTS/AWARDS/PRESENTATIONS/RECOGNITIONS

• Swearing-in of Police Officer April Williamson
• Retirement Award – Auxiliary Captain Vern Smith

AUDIENCE COMMENTS
STANDING COMMITTEES
    FINANCE & PERSONNEL – NEWMAN, CHAIRMAN
     PUBLIC SAFETY – DINGLEDINE, CHAIRMAN
    PUBLIC SERVICES – GEE, CHAIRMAN

CITY ATTORNEY – KENNETH L. BLACK / DAVID BROWN

• Resolution - Participation in State of Illinois Federal Surplus Property Program
• Resolution - Declaring Ford Crown Victoria Squad Car as “Surplus Property”
• Resolution - IDOT Enhancement Grant Program
• Resolution - Accepting Flood Easement
• Ordinance - Adopting Budget for FY08-09 and approving certain amendments to FY07-08 Budget
• Ordinance - Authorizing sale of one 2001 Crown Victoria Squad car declared as “surplus property”
• Ordinance - Authorizing Intergovernmental Agreement with Washington Volunteer Fire Department and Rescue Squad, Inc. for fire protection and ambulance and emergency medical services
• Ordinance - Authorizing Intergovernmental Agreement establishing compensation for services provided by the Washington Volunteer Fire Department and Rescue Squad
• Ordinance - Authorizing Intergovernmental Agreement for Ambulance and Fire Suppression Services with the Washington Fire Department, Inc., Northern Tazewell Fire Protection District and Northern Tazewell Fire and Rescue Squad
• Ordinance - Establishing Compensation for Elected Officials
• Ordinance - Increasing Hotel/Motel Tax
• Ordinance - Amending Compensatory Time Personnel Policy

MAYOR – GARY W. MANIER

• Acceptance of Resignation of Ward IV Alderman Amanda Shipp

CITY ADMINISTRATOR - ROBERT MORRIS

• Approval of FY08-09 Pay Plan
• Purchase Authorization – Public Services Vehicle

STAFF REPORTS

• Design Engineering Services – WTP #1 Reaction Basin
• Bid Awards – 2008 Street Maintenance Program

ALDERMEN’S COMMENTS

EXECUTIVE SESSION – for the purpose of discussing the purchase or lease of real property for the use of the public body per 5ILCS 120/2(c)(5) of the Illinois Open Meetings Act and for the purpose of deliberations concerning the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body, per 5 ILCS 120/2(c)(1)

ADJOURNMENT

BACKGROUND INFORMATION

From:  Kenneth B. Newman, City Engineer
Subject:  Bid Awards – 2008 Street Maintenance Program
Date:  April 17, 2008

An amount of $490,000 has been budgeted in the MFT Fund for the 2008 street maintenance program to complete spray patch, seal coat and mill and overlay work. On March 3, 2008, the City Council approved the scope of this year’s maintenance program and the appropriation of $480,000 of MFT funds for the program. Plans and bid documents were subsequently prepared to complete the maintenance work under three separate project contracts. The plans and bid documents were submitted for IDOT approval and the projects were advertised for bids.

On Thursday, April 17, 2006, bids for each of the three projects were opened and publicly read. The City received two proposals for the spray patch work and only one proposal for the seal coat project and the mill and overlay project. Attached are bid tabs on which the bid proposals for each project have been summarized.

Bids for both the spray patch work and the mill and overlay work were less than estimates. However, the bid for the seal coat work was $15,662.90 over estimate. As can be seen, the unit price for the bituminous seal coat material is about 20% above last year’s cost and the seal coat aggregate is about 21% greater than last year’s cost. With the sum total of the three proposals being $442,405.60 we will still be able to complete all of the proposed maintenance work well within budget.

Based upon the above, it is recommended that the City Council award the bid for the spray patch work to Midwest Asphalt Repair, Inc. for an amount of $64,700.00 and the bids for the seal coat and mill and overlay projects to R.A Cullinan, Inc. for the respective amounts of $177,762.90 and $199,942.70. In addition, I request that the Council direct the Mayor and City Clerk to execute the contract documents for the three projects and request the Illinois Department of Transportation, Bureau of Local Roads and Streets to concur in the bid awards.

This matter has been placed on the agenda for the City Council meeting of Monday, April 21, 2008, for review and consideration.

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From:  Bob Morris
Subject:  Fire and Ambulance Services Contracts
Date:  April 17, 2008

Ordinances authorizing the execution of agreements for services with the Washington Volunteer Fire Department and the Northern Tazewell Fire and Rescue Squad for the period commending May 1, 2008 and ending on April 30, 2009 will be presented for second reading and final action at the April 21, 2008 City Council meeting. The language of each of the agreements is largely unchanged from prior years. Compensation amounts have been adjusted consistent with the city’s proposed FY08-09 budget as previously discussed.

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From:  Bob Morris
Subject:  Motel Tax
Date:  April 18, 2008

An ordinance increasing the city’s Motel Tax from 5% to 6% will be presented at the April 21st meeting for first reading. If there is support for the passage of the tax increase, we need Council direction regarding an effective date. More specifically, do we want to link the imposition of the tax increase to 1) the subsequent approval of an agreement with the Peoria Area Convention and Visitor’s Bureau regarding the use and distribution of the monies and/or 2) the passage of a similar increase by Morton and/or E. Peoria? This latter item is essential to maintaining a "level playing field" among competing hotels in neighboring towns.

Needless to say, the draft ordinance can be amended as the City Council sees fit prior to adoption.

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From:  Bob Morris
Subject:  Purchase Authorization Public Services Dept. Vehicle
Date:  April 18, 2008

You will recall that funds have been budgeted ($20,000) for the purchase of a vehicle for use by the Public Services Manager. Staff considered several vehicles, but determined that a late model, four wheel drive SUV best meets our needs. While the vehicle would be principally driven by B. Bimrose, it would also be available for use by the Police Department during snow emergencies. We have located a 2008 model Chevy Trailblazer available from Uftring Chevrolet of Washington. The purchase price is $19,987.

While it is difficult to compare pricing for used vehicles given differences in options, condition, mileage, etc., an internet search has found generally comparable vehicles priced for $20,000 and up. The Uftring vehicle carries a bumper to bumper warranty through 9/15/2010 up to 36,000 miles and a power train warranty through 9/15/2012 up to 100,000 miles.

Staff seeks authorization to purchase the vehicle at the specified price.

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From:  Chief of Police James W. Kuchenbecker
Date:  April 10th, 2008
Re:  RESOLUTION – Participation in State of Illinois Federal Surplus Property Program

Please find the attached resolution for your review, consideration and approval. The approval of this resolution will enroll the City of Washington in a program to obtain State and Federal surplus property from the Central Management Services Department in Springfield, Illinois. Oftentimes the items that the State and Federal Government provide are brand new / overstock items. This surplus property can be utilized municipalities throughout the State. Involvement in this program can save our taxpayers thousands of dollars.

Accordingly, I recommend that the City of Washington, Illinois adopt this resolution.

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