COMMITTEE OF THE WHOLE MEETING

Lincoln City Hall, Council Chambers 700 Broadway Street ILincoln, Illinois

Tuesday, April 23, 2019

The Committee of the Whole Meeting of the City Councilof Lincoln was called to order by Mayor Seth Goodman at 8:15 p.m., with proper notice given. City Clerk Peggy Bateman took roll.

Present:

Alderman Steve Parrott Alderman Tracy Welch Alderman Ron Fleshman Alderwoman Michelle Bauer Alderman Ron Keller Alderman Jeff Hoinacki Alderman Dayne Dalpoas

Staff Present:

City Administrator Elizabeth Kavelman City Clerk Peggy Bateman

City Attorney John Hoblit Treasurer Chuck Conzo Fire Chief Mark Miller Police Chief PaulAdams

Building and Safety Officer Wes Woodhall Streets Superintendent Walt Landers Veolia Water,Greg Pyles

Absent:

Alderwoman Heidi Browne

Presiding:

Mayor Seth Goodman

Public Comment:

There being no public participation, Mayor Seth Goodman moved to agenda items.

Lincoln Area Music Society to place a banner in lot at the corner of Pekin and Kickapoo Streets:

Alderwoman Bauer opened the conversation saying his should be approved by the Logan County Tourism Bureau prior to approving as a council, as they are under a lease agreement at the site. Alderman Welch said tourism and the city have a current agreement for the welcome garden. Mayor Goodman called on members of the board who were present to weigh in. The event is June 6. The banner promotes the music in the park throughout the summer.The item would be placed on the agenda contingent upon the approval of the tourism board.

Review of the 5th Street Road Project:

City Administrator Elizabeth Kave/man weighed in on the current movement and development on the project. She said two of the property owners have had some activity, one was a title change, one was a plat. She said she knows he the aldermen have been trying, but they are not getting a response. She said if anyone had any suggestions-to let her know. Alderman Welch asked about outstanding parcels at this point. There are 11 outstanding parcels, two are close to coming to fruition. Alderman Keller wanted to know if it was 11 landowners or parcels. It is 11 landowners.

Announcements:

Mayor Goodman asked if anyone had any announcements.

• Yellowbook will be sending out new phonebooks this summer
• The Land of Lincoln CEO tradeshow is coming up on May 1, 4-6 p.m. at the American Legion
• Alderman Welch wanted to bring up the issue of the truck purchase again, he had spoken with Matt Xamis about the truck, he said it was not handled as the normal bid process had been handled. He said the confusion comes in because additional features were added after the bid was awarded. He wanted to send it back out to bid. Alderman Parrott wanted to see consistency across the board, he wanted to shop local as much as possible, he said from a policy perspective, they may need to look at the bid process. Landmark released their state contract price, and Xamis did not feel they received a fair opportunity, due to miscommunication. Mr. Walt Landers weighed in on the city's purchasing policy. Mr. Wright said the city might not want to be talking price, just to rebid it and see how it comes. Mr. Kevin Bateman said he took the brunt of this on Facebook, but said he has nothing to do with the fleet department at Landmark Ford. He said you either leave the Landmark out of it, or you go local. He said the bid came in via Veolia, not the City of Lincoln. Hewanted to explain, as there was confusion about state contracts and bids. He said Landmark is the lowest price truck in certain weight ranges in the State of Illinois. He said everyone will be competing down to get to the Landmark price. He said the state bid is usually the lowest bid. He said Landmark is going to be the low bidder. Alderman Welch said it is understood that Landmark has the state contract. He said he'd hope Mr. Bateman would abstainfrom the vote when he is on the council. Mr. Welch said people did not have the opportunity to bid the entire package. Alderman Parrott wanted Alderman Welch to explain what was added to the bid after . . . Landmark came in the lowest, and was awarded the bid, then the city went back to them and asked to add additional features . . .none of the items was included in the original request to all bidders. Mr. Welch reiterated that he did not want to throw anyone under the bus, he wanted to correct what had been done improperly and give vendors a shot. Mr. Landers said he could sit down with Mr. Pyles and conduct the process in that same manner that he conducts these RFP's in the past. Mr. Bateman said he would like the bids opened in the council chambers, and that they come in sealed envelopes, unless the council would reject the Landmark bid. He said for transparency purposes, the mayor should open the bids from his desk. He said it needed to be as transparent as possible. Mr. Landers said that is typically how it is done, a notice is put out, and then a notice is shared with local dealers, the specs, etc. and then they can bring in the bids in sealed envelopes. Mr. Landers continued. Attorney John Hoblit asked everyone to refresh his recollection, as there was previously a vote on this. He continued. Mr. Shawn Wright said Mr. Welch is somewhat right and that there was confusion and that the policy needed to be shared. Fire Chief Mark Miller weighed in on his experience with the City of Lincoln Fire Department. The purchasing policy of the city, is two percent within the lowest bid, is awarded. Alderman Parrott asked about the hand delivery of bids. He said he foresaw the potential for problems. Police Chief Paul Adams then shared his RFP experience, when searching for electricians, plumbers ... etc. He sent the RFP to people within 50 miles. The RFP was also shared on the city website. They did not go out for bid on landscaping, because the recent bid on that project came in lower than $20,000. Alderman Dalpoas talked about repealing the bid they had previously accepted. Alderwoman Bauer said those who voted, will not be in office when the next vote is taken. Mr. Hoblit said he would continue to look for an answer. Mr. Landers said he preferred to email the RFP, but he did hand deliver the documents as well. Mr. Welch wanted to see an item on the agenda to reject all bids for the vehicle that was previously approved. Alderman Parrott touched on the paver program, he said he thought they had to rescind the second, and then rescind the motion. Alderwoman Bauer clarified. Mr. Hoblit said they are looking for a repeal and then rescinding the bid process. The revocation of the award of the bid . . . Mr. Hoblit said he would look in to the issue more, and come next voting meeting, if new council member cannot vote, it may need to be added to a COW . . . he did not foresee there being a problem at this time. Mr. Welch said when this topic came up last week, he made a request that in anticipation, he asked that the order not be submitted for the vehicle,_ and it had not been ordered yet.
• Mayor Goodman wanted to appoint Sam Downs to the vacancy created by Alderman Fleshman.
• He then thanked the people who were leaving.
• The DEA drug takeback program will be at ALMH, from 10-2 p.m. at the police station. The prescriptions will be sent on to the DEA for safe disposal.
• Alderman Dalpoas said tonight would be his last night, he thanked everyone
• Alderman Welch thanked everyone for their service to the community, and for their commitment.
• Alderman Fleshman thanked the mayor for his appointment.
• Alderwoman Bauer said she would submit written comment, as it would be hard for her to get through her goodbyes and thank yous.
• Chief Miller thanked everyone too, saying it was his last council city meeting and this was the best job in the world.

Executive Session: Alderman Hoinacki made a motion to go into executive session under 2(c)2 Collective Bargaining. Seconded by Alderman Keller. Mr. Hoinacki said it would be short. The council recessed the City of the Whole (COW) meeting at 8:48 p.m. in order to enter into executive session. Mayor Goodman said there would be no further business to come before the council upon reconvening to the COW.

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Reconvening the Committee of the Whole:

The City Council of Lincoln reconvened the COW meeting following executive session at 9:27

p.m. City Clerk Bateman called roll.

Present:

Alderman Steve Parrott Alderman Tracy Welch Alderman Ron Fleshman Alderwoman Michelle Bauer Alderman Ron Keller Alderman Jeff Hoinacki Alderman Dayne Dalpoas

Absent:

Alderwoman Heidi Browne

Adjournment:

There being no further business to come before the council, Alderwoman Bauer motioned to adjourn, seconded by Alderman Dalpoas. City Clerk Bateman called roll.

Present:

Alderman Steve Parrott Alderman Tracy Welch Alderman Ron Fleshman Alderwoman Michelle Bauer Alderman Ron Keller Alderman Jeff Hoinacki Alderman Dayne Dalpoas

Absent:

Alderwoman Heidi Browne

Mayor Goodman adjourned the meeting at 9:28 p.m.

Respectfully Submitted By:

Alex Williams, Recording Secretary

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