01-174 Resolution No. 01-174
RESOLUTION
AUTHORIZING EXECUTION OF A LEASE AGREEMENT WITH
WOODSTOCK HARLEY-DAVIDSON FOR THREE POLICE MOTORCYCLES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, be and is hereby
authorized and directed to execute a Lease Agreement on behalf of
the City of Elgin with Woodstock Harley-Davidson for the lease of
three police motorcycles, a copy of which is attached hereto and
made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: June 27, 2001
Adopted: June 27, 2001
Omnibus Vote: Yeas : 7 Nays : 0
Recorded:
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
LEASE AGREEMENT ,p
This Agreement is made and entered into this day of
Z3 u t€ , 2001, by and between WOODSTOCK HARLEY-DAVIDSON,
an Illinois corporation (hereinafter "Lessor" ) and the CITY OF
ELGIN, ILLINOIS, a municipal corporation (hereinafter
"Lessee" ) .
WHEREAS, Lessor desires to lease certain vehicles to Lessee
and Lessee desires to lease from Lessor certain vehicles .
NOW, THEREFORE, in consideration of the mutual promises and
covenants contained herein, the sufficiency of which is
mutually acknowledged, the parties hereto hereby agree as
follows :
1 . EQUIPMENT AND USE :
Lessee shall lease from Lessor the following described
vehicles (hereinafter referred to as "Vehicles" ) .
QUANTITY 3
YEAR 2001
MODEL Harley Davidson Model FLHPI Police Motorcycles
VIN 1HD1FHW181Y652996
1HD1FHW141Y652610
1HD1FHW1X1Y651848
EQUIPMENT
Lessee shall use Vehicles for municipal purposes only.
Lessee shall at all times use and operate Vehicles in
full compliance with all laws, ordinances, insurance
regulations and manufacturer ' s guidelines . Lessee shall
maintain Vehicles and keep Vehicles in good repair and
order. Lessee shall have Vehicles serviced in strict
compliance with all manufacturing guidelines including,
but not limited to, maintaining proper oil and fluid
levels, undertaking proper oil changes and having the
Vehicle services at all recommended mileage intervals .
Lessee shall not permit Vehicles to be used as follows :
A. To be operated by an unlicensed driver.
B. Use or allow Vehicles to be used illegally or
contrary to the provisions of any applicable
insurance policy.
C. Use or allow Vehicles to be used improperly, for
hire, or as a public conveyance .
D. Use the Vehicles to pull any trailers .
E. Expose Vehicles to any act which could result in a
seizure, confiscation, forfeiture, or other
involuntary transfer, regardless of whether the
Vehicle was the subject of formal judicial or
administrative proceedings .
F. No Vehicle shall be removed from the State of
Illinois for more than 30 days without the prior
written consent of Lessor.
2 . TERM OF LEASE :
This lease shall commence on the S da of SU kI E ,
2001, and terminate on the 8 day of 3-6 E , 2002 .
3 . CONSIDERATION:
Lessee shall pay rental payments of $ oOO CO by the first
day of each month that this lease is in effect, totalling
an amount equal to $300 per year.
4 . MAINTENANCE, REPAIR, AND MODIFICATIONS :
Lessee shall not modify, paint , or in any manner change
or alter Vehicles without first obtaining Lessor ' s prior
written consent . Should Vehicles be modified, altered,
damaged, or changed in any manner, absent normal wear and
tear, Lessor reserves the right to repair or return the
Vehicles back to its original condition and Lessee shall
be liable for all costs and expenses on the same . Lessor
consents to the addition of police decals and the
equipment typically used on police vehicles, (i . e .
emergency strobe lights and siren) to Vehicles .
Lessee acknowledges that it has received a copy of the
Vehicles ' manufacturer ' s guidelines for maintenance and
care of the same . A copy of said manufacturer' s
guidelines are incorporated into this lease in their
entirety and are made a part hereof as Group Exhibit "A" .
All repairs, modifications and/or alterations of Vehicles
shall be undertaken by Lessor unless otherwise agreed in
writing by Lessor.
-2-
5 . EXCESS MILEAGE CHARGE :
Lessor and Lessee acknowledge that there shall be no
mileage restrictions with regards to the use of Vehicles
during the lease period.
6 . VEHICLE INSURANCE :
Lessee shall maintain insurance for public liability and
property damage through Lessee ' s self-insurance which
shall be applicable to Vehicles during Lessee ' s
possession of Vehicles .
7 . RISK OF LOSS :
Lessee shall have the risk of loss of Vehicles once
Lessee has taken possession of Vehicles .
8 . FINES, LIENS, AND ENCUMBRANCES :
Lessee agrees to keep Vehicles free from all fines,
liens, and encumbrances . If Lessee does not promptly pay
any fine and/or remove any liens or encumbrances, Lessor
may do so and declare this lease void while seeking all
other damages as set forth under the terms of this
agreement . Lessee shall reimburse Lessor any and all
amounts incurred by Lessor in paying such fines, liens,
and encumbrances, specifically excluding any and all
attorney' s fees incurred therein.
9 . EARLY TERMINATION:
Lessee may terminate this lease at any time if Lessee
notifies Lessor at least fifteen (15) days in advance .
So long as Lessee is not in default under the terms of
this agreement, there shall be no penalty or early
termination fee .
10 . PROHIBITION OF TRANSFER OF LESSEE ' S INTEREST:
Lessee shall not sublease, rent, assign, grant a security
interest in, or otherwise transfer Lessee ' s interest
under this lease in any way that affects Lessee ' s
possession or use of the Vehicles or equipment or any
other right in the Vehicles . Lessee shall not attempt to
transfer any other right or interest under this lease or
in the Vehicles . Lessor, upon request, may give prior
written consent to allow any such transfer.
11 . SEVERABILITY:
Should any part or portion of this agreement be
determined to be void or otherwise unenforceable for any
-3-
reason, that portion shall be stricken and the remainder
of this agreement shall survive in full force and effect .
12 . GOVERNING LAW:
This agreement shall be subject to and governed by the
laws of the State of Illinois . Venue for the resolution
of any disputes or the enforcement of any rights arising
out of or in connection with this agreement shall be in
the Circuit Court of Kane County, Illinois .
13 . NO OPTION:
This is a lease agreement to lease the Vehicles and this
is not a purchase agreement .
14 . RETURN OF VEHICLES :
Lessee shall return the Vehicles at the lease end to the
Lessor at the address of the Lessor and Vehicles shall be
in good operating condition. Lessee shall allow Lessor
to inspect Vehicles at any reasonable time and place . If
Lessor asks to inspect Vehicles, Lessee shall tell the
Lessor the location of the Vehicles .
The undersigned acknowledge that they have read this
lease and agree to all of its terms and conditions .
Furthermore, by signing this lease agreement the party
signing on behalf of Lessee represents and warrants to
Lessor that they have the authority to sign this lease
and bind the Lessee to all of the terms and conditions of
this lease .
LESSOR L . E
CitC4 14^-t
0 471
LEASE.WHD/RAGREE
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, f SAFE OPERATING MAINTENANCE BREAK-IN MAINTENANCE Z
Good maintenance means a safe machine. A careful deck NOTE 0
of certain equipment must be made after periods of storage The performance of new motorcycle initial service is
and frequently between the regular service intervals to
p required to keep your new motorcycle warranty in force and Q
^'L determine if additional maintenance is necessary.
to ensure proper emissions system operation. V
Routinely perform the following checks:
After a new motorcycle has been ridden its first 1000 miles CC
1. Tires for correct pressure, abrasions or cuts. the motorcycle should be taken to the dealer from whom it CO
;, 2. Belt and primary chain for proper tension. was purchased for initial service operations with which the
dealer is familiar. If it is impossible r :�g 3. Brakes, steering and throttle for responsiveness. p Bible to take the motorcycle to J
'.' 4. Brake fluid level and condition. Hydraulic lines and fit a dealer at the mileage intervals recommended, the owner Q •
tings for leaks. Brake pads and discs for wear. should at least give the following outlined attention, or
arrange to have it given, and take the motorcycle to the Z
5. Cables for fraying or crimping and free operation. dealer for more complete servicing as soon as it is Q
6. Engine oil, primary chaincase and transmission fluid convenient. W
levels. We recommend the following maintenance procedures be V
7 Wheel spoke tightness, if applicable. performed by your Harley-Davidson dealer. Z
8. Headlamp, taillamp, brake lamp and directional lamp
operation.
AWARNING Z
AWARNING Stop the engine and support the motorcycle securely MI
Be sure to follow all of the listed service and mainte- before performing any service procedure. Service Z
Hance recommendations, since they can affect the safe should be performed using proper tools in an ade-
operation of the motorcycle. Neglect can adversely quately lighted and ventilated work area. Inadequate <
affect motorcycle operation and handling, which could safety precautions could result in death or serious C
result in death or serious injury. injury. C
i 51 f'
_? 3. Inspect air cleaner filter element and service as re-
WARNING quired.
When supporting motorcycle, do not place supports 4. Check/adjust primary chain. See Dealer.
under the rear brake pedal. Damage to,the brake sys- 5. Check clutch adjustment. See Dealer.
tern can occur, which could result in death or serious
injury. 6. Inspect brake pad linings and discs for wear.
7. Check master cylinder reservoir fluid levels and condi-
WARNING tion. See Dealer.
Be sure to follow all of the listed service and mainte- 8 Inspect oil lines and brake system for leaks.
nance recommendations, since they can affect the safe
operation of the motorcycle. Neglect can adversely CAUTION
affect motorcycle operation and handling, which could
result in death or serious injury. DO NOT lubricate the enrichener cable on C.V. carbure-
tors.The cable must have sticking resistance to work
properly.
CHECK AT FIRST 1000 MILES
9. Lubricate the following: front brake hand lever, throttle
control cables,clutch control cable and hand lever* and
NOTE jiffy stand.
The following is an overview. For a complete listing, see the 10. Check operation of throttle and enrichener controls on
1000 mile checklist(coupon)at the rear of this manual. carbureted models.
11. Check engine idle speed adjustment.
1. Change engine oil and replace engine oil filter.
12. Check battery condition and clean connections.
2. Change primary chaincase lubricant and clean mag-
netic drain plug. See Dealer. 13. Check operation of all electrical equipment and switches.
* If applicable
52
t.4
t4titi 14. Check tightness of all critical fasteners: hand controls, 20. Inspect fuel valve (on carbureted models), lines and
brake system, axle nuts, front fork components, riser fittings for leaks.
and handle bar fasteners. 21. Check front fork bearing adjustment. See Dealer.
°°r` 15. Inspect spark plugs.
22. Check and adjust air suspension system.
. r 16. Check tire pressure and inspect tread.
23. Lubricate hinges, latches-fuel door*, saddlebags.
�?'? 17. Lube the foot shift/brake lever bearings*.
n
18. Check/adjust rear drive belt. 24. Road test.
t „ 19. Change transmission lubricant and clean magnetic
,. '; drain plug.
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Q:;
by
* If applicable
53
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LUBRICATION SUMMARY
P P
✓ 1 5 1 r 1
1 5
Service Operation r r ▪ 0 o Service Operation r 0 0 o
d
O ° o d 0 0 o
e e
_
1. Steering head bearings J J 6. Primary chaincase lubricant V V V
2. Throttle grip sleeve,throttle control cables, 7. Jiffy stand J V V
and front brake hand lever J V V 8. Clutch control cable(and hand lever,if needed) V V V
3. Rear brake pedal bushing at grease fitting J J J 9. Foot shifter lever bushing at grease fitting* V V V
4. Transmission lubricant J J J 10.Oil filter V V V
5. Engine oil J V d J 11.Hinges,latches-fuel door(not shown) V V V
2 *FXDP Only
1 _ \ 4 5
/ �3 \ / ffin r(-0 ,- hi
0 011
V
° . : 1
p0037aox 9 8 7 6
Figure 25. Lubrication Points
54
REGULAR SERVICE INTERVALS
CAUTION
Regular lubrication and maintenance will Fielp keep your The regular maintenance intervals given in this manual
new Harley-Davidson operating at peak performance. Your are only intended as guidelines. If the motorcycle is
Harley-Davidson dealer knows how to service your motor- operated under adverse conditions (such as severe
cycle using factory approved methods and equipment cold, extreme heat, very dusty environment, bad roads,
assuring you of thorough and competent workmanship. through standing water,etc.),the maintenance intervals
should be shortened to ensure the safe operation of the
NOTE motorcycle. Neglect can adversely affect motorcycle
operation and handling, which could result in death or
Regular maintenance interval operations are required to serious injury.
keep your new motorcycle warranty in force. The use of
other than Harley-Davidson approved parts and service pro-
cedures may void the warranty. Any alterations to the
emission system components, such as the carburetor and
exhaust system, may be in violation of Federal and State
laws.
1
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4
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REGULAR MAINTENANCE INTERVALS .
�� P 1 1 1 1 2 2 2 2 3 3 3 3 4 4 4 4 5
ODOMETER READING ,,
1 2 5 7 0 2 5 7 0 2 5 7 0 2 5 7 0 2 5 7 0
e 0 5 0 5 0 5 0 5 0 5 0 5 0 5 0 5 0 5 0 5 0
SERVICE OPERATIONS r 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
(see chart code below) 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
d mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi
e
Change engine oil and oil filter** I R I R' I R I R I R I R I ' R I R I R I R I R
T
Inspect air cleaner and service as required I I I 1 I I I I I I I I I I I 1 I 1 1 1 l
Check and adjust rear belt I I - I - I - I I I I I I I I I I I I I I • I I I I
Change primary chaincase lubricant, clean magnetic RX RX RX RX RX RX RX RX RX RX RX
drain plug and check/adjust primary chain
Check clutch adjustment I I I I I I I I I ' I I
Change transmission lubricant and clean magnetic drain R I R I R I R I R I R I R I R I R I R I R )
plug
Check brake fluid reservoir levels and condition** I I ! ' I I I 1 1 I I • 1 1
Check brake pad linings and discs for wear 1 I I I I 1 I I I I I I I I I I I I I I
Inspect oil lines and brake system for leaks I I I I I I I I I I I I I I I I I I I I I
Lube the brake lever bearings L L L L L L L L L L L
Lube front brake hand lever, throttle control cables, L L L L L L L L L L L
clutch control cable,clutch hand lever,and jiffy stand
Inspect fuel valve',lines and fittings for leaks I I ' I • I I 1 I I I I I I I I I I I I I I
Clean fuel tank filter screen' X X
Check engine idle speed adjustment I I I 1 I I i I I ' I I
Check, adjust operation of throttle and enrichener' I I I I I I I I I I I I I I I I I I I III
controls
Check battery condition and clean connections IIIIIIIIIIIIIIIIIIIII
-
Fuel filter(sequential port fuel injected models only) R
Change spark plugs l I R I R I R I R I R
Check operation of all electrical equipment and switches I I I I I I I 1 I I I I I I I I I I I ^ I 1
*
56
r,.
1
•
P 1 1 1 1 2 2 2 2 3 3 3 3 4 4 4 4 5
1 2 5 7 0 2 5 7 0 2 5 7 0 2 5 7 0 2 5 7 0
ODOMETER READING e 0 5 0 5 0 5 0 5 0 5 0 5 0 5 0 5 0 5 0 5 0
SERVICE OPERATIONS 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1
(see chart code below) i 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
• e
mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi mi j.
Check air suspension-pressure,operation and leakage I I I I I I I - I I _
I I
Change front fork oil X X
Check steering head bearing swing-by A A A A A A
Lubricate steering head bearings L L L L L L L L L L i'
X t_
Disassemble,inspect and repack steering head bearings
Check tire pressure and inspect tread I I ' I I I I I _ I I I I I I I I I I I I I I I
Check stabilizer links and engine mounts 'X _ X X X X 1;
Inspect FLHP-I windshield bushings I I I I I
Check tightness of all critical fasteners: hand controls, r
brake system,axle nuts,front fork components, riser and T T T T T T t:
handle bar fasteners.
Lubricate hinges,latches-fuel door,saddlebags L L L L L L L L L L L l
o
Road test
' X X X X X X X X X X X X X X X X X X X X X lI
•Carbureted models only Chart Code: iF
•• Also perform prior to storage,or annually. I-Inspect,8 if necessary correct,clean or replace. T-Tighten to proper torque. i,.
A-Adjust. L-Lubricate with specified lubricant. a
R-Replace or change. X-Perform.
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City of Elgin Agenda Item No.
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April 2 , 2001 G
tom)
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TO: Mayor and Member of the City Council SAFE COMMUNITY
FROM: Joyce A. Parker, City Manager
SUBJECT: Lease of Police Motorcycles
PURPOSE
The purpose of this memorandum is to give the Mayor and members of
the City Council information to consider entering into a lease with
Woodstock Harley-Davidson for three police motorcycles .
BACKGROUND
Harley-Davidson Motorcycle Corporation has made available to their
dealerships a special program to allow police departments an
opportunity to lease Harley-Davidson police special motorcycles for
a lease price of $100 per unit per year. We were in touch with
several local dealerships, but only Woodstock Harley-Davidson.
expressed a willingness to participate in the program with us . We
have been informed that three police motorcycles will be available
for lease this spring.
The Police Department will be deploying these motorcycles for
traffic enforcement and special events, such as parades and the
parks patrol . The open communication with the citizens made
possible by these motorcycles is expected to result in good
interaction and promote a positive impression of the City. The
department will be responsible for the lights on the motorcycles
and Woodstock Harley-Davidson will install them at no cost . The
lights remain the property of the City and will be switched to
replacement motorcycles should the program continue . There is no
annual estimated maintenance cost due to the motorcycles being new
and under warranty. However, the City is responsible in the event
that there is any unanticipated repair costs due to negligent
operation.
This is a nation-wide program and Woodstock Harley-Davidson is
supplying motorcycles to a number of other Illinois cities . These
units retail in the $17, 000 range and they are only available at
this lease rate due to the special program offered through the
corporate offices of Harley-Davidson.
Police Motorcycles
April 2, 2001
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
FINANCIAL IMPACT
The $300 is currently available in the police budget under account
number 010-2308-731 . 92-85, Rental /Equipment . The light system will
be purchased by the City of Elgin and installed by Woodstock
Harley-Davidson at an approximate cost of $1, 800 for each
motorcycle, with ownership of the lights to be retained by the City
of Elgin. There are sufficient funds available in the Police
Department budget, account number 010-2304-731 . 92-48 .
LEGAL IMPACT
Y(/ The lease agreement has been prepared in cooperation with the City
legal staff . The lease period shall be for one year, commencing
upon the date of signing, at which time the motorcycles will be
returned to Harley-Davidson.
ALTERNATIVES
The City Council may choose not to enter into this lease and the
Police Department will not deploy these police motorcycles .
RECOMMENDATION
It is recommended that the City Manager be authorized to execute a
lease with Woodstock Harley-Davidson for three police motorcycles .
R ectfully submitted,
Joyce A. Parker
City Manager
r