Loading...
HomeMy WebLinkAbout02032020 City Council Packet extAdministration 55 West Tompkins Street Galesburg, IL 61401 CITY OF GALESBURG Illinois, USA February 3 City Council Agenda __________________________________________________________________________________________________________________________________________________________________________________________________________________________ Page 1 of 2 City Council Meeting Agenda City of Galesburg, Illinois City Council Chambers February 3, 2020 5:30 p.m. Roll Call Pledge of Allegiance Invocation Approve Minutes from January 21, 2020 Consent Agenda #2020-03 20-4006 Approve Updated zoning map 20-4007 Approve 2020 materials testing 20-4008 Approve Lease agreement with Sun Mountain Motor Sports, Inc. for four Finn Cycles to be used at Bunker Links Golf Course 20-4009 Approve Amending the DCEO HELP grant agreement 20-4010 Approve Amending the technical services agreement with WIRC 20-4011 Approve Flood Insurance Policy changes and renewal 20-4012 Approve Property tax assessment freeze for historic structures 20-5001 Receive Transit audit report 20-8002 Bills and Advance Checks Approval and warrants drawn in payment of same Passage of Ordinances and Resolutions 20-1000 Special Ordinance Benches on public right of way (Final Reading) 20-1001 Ordinance Designating two-hour parking spaces in Parking Lot A (Final Reading) 20-1002 Special Ordinance Granting Galesburg Public Library eminent domain authority (First Reading) 20-2003 Resolution Supplemental MFT resolution for N. Seminary Street reconstruction project 20-2004 Resolution Transfer of TIF Funds Bids, Petitions and Communications 20-3002 Bid Portable toilet rental agreement __________________________________________________________________________________________________________________________________________________________________________________________________________________________ Page 2 of 2 20-3003 Bid Personal protective equipment for the Fire Department 20-3004 Bid Bids for phase IV lead service line replacements Public Comment City Manager’s Report A. Yard Waste – Monthly pick-up during December, January, and February Miscellaneous Business (Agreements, Approvals, Etc.) 20-4013 Approve Contract for installation and maintenance of benches on public property 20-4014 Approve Maintenance agreement with Central Square Technologies, Inc. 20-4015 Approve Contract with Edgewater Resources for a feasibility study on the expansion of Lake Storey 20-4016 Approve Contract with Klingner & Associates for architectural & engineering work for patio renovations at Bunks Links Golf Course 20-4017 Approve Change order for 120 E. Main Street Town Business 20-9002 Bills Closing Comments Adjournment Vision Statement “The City of Galesburg will be a dynamic community featuring a full range of public amenities to serve a diverse citizenry. The City Council will play a pro-active role in providing leadership to its citizens, neighborhoods, and other public bodies and enact policies which ensure the existence of a broad based economy.” CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TT Page 1 of 5 CITY COUNCIL MEETING City Manager’s Report February 3, 2020 CONSENT AGENDA #2020-03 Item 20-4006 Updated Zoning Map At the first of each year, the City is required by State law to update the zoning map. All changes approved by the City Council during 2019 have been incorporated into the attached zoning map. Item 20-4007 Materials Testing for 2020 Staff recommends approval of Whitney and Associates, Inc., Bruner Cooper & Zuck Inc., and Geotechnics for consultant engineering services for material testing for asphalt and concrete for calendar year 2020. Since the cost of all firms is approximately the same factoring in location, it is recommended to award this work to all firms and use whichever firm is available to perform the testing on the various projects when needed, and the lowest cost firm available will be used. Item 20-4008 Lease with Sun Mountain Motor Sports, Inc. Staff recommends approval of a three-year lease agreement with Sun Mountain Motor Sports, Inc. for four Finn Cycles to be utilized at Bunker Links Golf Course. The Finn Cycles are single rider motorized bikes that replaces a golf cart. The initial cost to utilize the Finn Cyles is $2,680. The cost for a golfer to rent the cycle will be $21/18 holes or $13/9 holes, with the City receiving $10 or $6, respectively. Item 20-4009 Amending the DCEO HELP Grant Agreement Staff recommends approval of a grant agreement modification for the State of Illinois Department of Commerce and Economic Opportunity Help Eliminate Lead Program Grant. The City Council approved the DCEO HELP Grant on March 26, 2018 and a previous grant modification on May 7, 2018. The original award and the previous grant modification brought the grant agreement to $693,806. This modification will add $506,194 in additional Community Development Block Grant funds for both administration ($73,550) and lead hazard reduction ($432,644). The added funds will ensure funding for lead reduction for the original goal of 21 houses and enable a larger test sampling for the University of Illinois at Chicago. Fifteen (15) homes have been completed to date. Item 20-4010 Amending the Technical Services Agreement with WIRC Staff recommends approval of amending the technical services agreement with Western Illinois Regional Council (WIRC) for administering the Department of Commerce and Economic Opportunity (DCEO) Help Eliminate Lead Program (HELP) Grant. The original administrative funds were $71,400, which increased to $85,756 with the first modification by DCEO. The most recent modification brings the total administrative funds to $159,306. CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TT Page 2 of 5 Item 20-4011 Flood Insurance Policy Staff recommends City Council authorize renewal of the existing flood insurance policies with Selective Insurance Company, covering property in the Mississippi River flood plain at Oquawka, Illinois. Item 20-4012 Property Tax Assessment Freeze for Historic Structures Staff recommends City Council approve continuing to participate in the Tax Assessment Freeze Program for Historic Structures. This program freezes the assessed valuation of an owner occupied historic residence when substantial rehabilitation is performed. The assessed valuation is frozen for a period of eight years at the level when the rehabilitation was begun. The valuation is then brought back to market level over a period of four years. Item 20-5001 Transit Audit Report The Annual Transit Audit Report is provided to be received and placed on file with the City Clerk’s Office. Item 20-8002 Bills Bills and Advanced Checks are submitted for approval; please direct questions to Gloria Osborn, Director of Finance and Information Systems. ORDINANCES AND RESOLUTIONS Item 20-1000 Benches on Public Right of Way (Final Reading) Staff recommends approval of a special ordinance allowing the installation and maintenance of public benches on the public right of way (ROW). A separate agreement to provide these services will be provided for approval at the February 3, 2020 City Council meeting. This ordinance provides the general framework for authorizing benches to be placed on the public ROW with a permit and the agreement will provide specifics as to the company being allowed to place the benches, fees charged, and other terms. The ordinance will continue on in the future and will not need to be reapproved each time that the agreement is revised or renewed. Item 19-1001 Designating Two-Hour Parking Spaces in Parking Lot A (Final Reading) Staff recommends approval of an ordinance designating seven (7) existing parking spaces in City Parking Lot A as two-hour time limit parking. Currently, there are 18 two-hour parking limit spaces on the southeast side of the lot that were implemented in 2009 to help alleviate a similar issue of low turnover in parking spaces in the lot. City staff performed a recent parking survey of the lot and determined that the east half of the lot has few available spots throughout the day while the west portion of the lot typically has available parking. The additional two-hour time limit spaces will be installed in the eastern half of the lot, which will still leave sufficient longer term parking spaces in the west side of the lot. Item 19-1002 Granting Galesburg Public Library Eminent Domain Authority (First Reading) Staff recommends approval of an ordinance granting Galesburg Public Library Board of Trustees authority to use eminent domain to acquire property for the construction of a new public library. State law provides that the Galesburg Public Library Board of Trustees may not utilize eminent domain to acquire real property unless the City Council grants them such authority. This ordinance grants the Library Board authority to use eminent domain to acquire the following properties: 211 CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TT Page 3 of 5 West Simmons Street, 74 South West Street, 212 West Main Street, 234 West Main Street, 284 West Main Street, 292 West Main Street. The Library Board will continue to negotiate the acquisition of these properties from their respective owners, but has requested that the City Council approve the ordinance in the event that such negotiations are unsuccessful. Item 19-2003 Supplement MFT for N. Seminary Street Reconstruction Staff recommends approval of a Supplemental Motor Fuel Tax (MFT) Resolution for the North Seminary Street reconstruction project, which will cover the additional $7,262.08 in local share for the overall cost of the project. On April 20, 2015 the City Council approved an MFT resolution in the amount of $270,000 for the project. Following the opening of the bids that were higher than estimated for the project, a supplemental MFT resolution in the amount of $49,580.40 was approved by City Council at the August 3, 2015 meeting. This brought the total Motor Fuel Tax dollars obligated to the project to $319,580.40. Construction on the project was completed and IDOT recently approved the final construction cost for the project in the amount of $1,634,212.39. The City’s share of the final cost is $326,842.48 or 20 percent of the overall cost. This supplemental MFT resolution will cover the additional $7,262.08 in local share for the overall cost of the project. Item 19-2004 Transfer of TIF Funds Staff recommends approval of a resolution authorizing the transfer of funds from the Tax Increment Financing (TIF) District II fund to the TIF IV fund for additional costs for repairing the building located at 120 East Main Street. The property is located inside the TIF IV area, but there are not sufficient funds for the work in the TIF IV fund. Therefore, it is proposed to transfer funds from an adjacent TIF II in the full amount of $191,847.00 needed for the change order. BIDS, PETITIONS AND COMMUNICATIONS Item 19-3002 Portable Toilet Rental Agreement Staff recommends approval of the bid from Webber Rental & Supply to provide portable restrooms for a period of five years. The City annually requires the use of portable toilets for various functions and at various locations. Two vendors responded to this request, with Webber Rental & Supply, the current provider, submitting the low and best bid to provide this service. Item 19-3003 Personal Protective Equipment for the Fire Department Staff recommends approval of the bid from MES in the amount of $127,340 for the purchase of personal protective equipment for the Galesburg Fire Department. The Galesburg Fire Department was awarded an Assistance to Firefighters Grant from the U.S. Department of Homeland Security. for the purchase of Self Contained Breathing Apparatus (SCBA’S), spare cylinders, and face pieces. MES is the authorized reseller for the region of Scott Air packs and the only respondent to the bid request. The awarded grant will cover ninety percent of this purchase. The Fire Department has sufficient funds budgeted to cover the remaining ten percent. Item 19-3004 Bids for Phase IV Lead Service Line Replacements Staff recommends approval of a bid in the amount of $1,820,800 from J.C. Dillon Inc. for Phase IV of replacement of lead water service lines financed through a forgivable loan from the Illinois Environmental Protection Agency (IEPA) Public Water Supply Loan Program. The IEPA will forgive 100 percent of the loan amount. There will not be any payment of principal or interest CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TT Page 4 of 5 required by the City for this loan. The scope of this fourth phase of the project is to replace 500 lead water service lines. After Phase IV is completed, the City will have replaced over 2,000 lead water service lines, leaving approximately 1,000 active lead water service lines remaining in the City. The City received two bids for the project, J.C. Dillon Inc., and Walker Excavating Company, Inc. J.C. Dillon Inc. was the low bid on the project, averaging $3,641.60 per service line, which is 6.2% higher than the phase III bid, which averaged $3,427.50 per service line. CITY MANAGER’S REPORT A. Yard Waste – monthly pick-up during December, January, and February MISCELLANEOUS BUSINESS (Agreements, Approvals, Etc.) Item 20-4013 Contract for Benches on Public Property Staff recommends approval of a contract with Mr. Richard Jeffrey Kohl for installing and maintaining public benches on the public right-of way (R.O.W.). The current agreement with Mr. Kohl expired January 2, 2020. It is proposed to enter into a new 10 year agreement with Mr. Kohl to provide the same services as in the previous agreement. Mr. Kohl will pay the City $36 per year for each permitted bench location with a 3 percent escalator each year of the agreement. All installation and maintenance of the benches is done by Mr. Kohl. The City is only providing the right and privilege for the bus benches to be installed and maintained on the City R.O.W. and does not perform any work on the benches. There are currently 61 benches located around the City and this agreement limits the number of benches to a maximum of 61 benches. Item 20-4014 Maintenance Agreement with Central Square Technologies, Inc. Staff recommends approval of the annual maintenance agreement for Central Square Technologies, Inc. for the continued support of the Records Management System utilized by the Galesburg Police Department in the amount of $60,141.87. The agreement ensures that the RMS and CAD products perform properly. The system functionality includes allowing the officer to see the status of all calls, the status of other officers, complete a police report in the field, and make inquiries to obtain details of previous police report. Item 20-4015 Contract with Edgewater Resources Staff recommends approval of contract with Edgewater Resources to complete a feasibility study of expending Lake Storey. This study will produce a summary analysis of physical feasibility, preliminary cost estimates and recommendations for future analysis and engineering studies; summary analysis of real estate market conditions and trends and proposed development density characteristics; recommended concept master plan; preliminary financial feasibility assessment and a recommended implementation strategy, which will include potential partnership strategies to implement the project. The cost of the study is $50,000 plus expenses, which are estimated at $2,500. This project is included in the capital improvement plan and money has been budgeted from the Economic Development fund to pay for this study. Item 20-4016 Contract for Patio Renovations at Bunker Links Golf Course Staff recommends approval of a contract with Klingner & Associates for architectural and engineering to work renovate the patio at the Bunker Links Golf Course. The existing patio is not being used because of its condition. Renovating the patio to make it usable would add seating and open the opportunity to host larger golf outings, as the current seating only accommodates CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TT Page 5 of 5 approximately 50 people. The proposal by Klingner is for a total of $11,000. This project will be paid for out of the Parks and Recreation portion of Capital Utility Tax. Item 20-4017 Change Order for 120 E. Main Street Staff recommends approval of a change order in the amount of $191,847.00 from Hein Construction for repair of 120 E. Main Street. The east wall of 120 East Main Street is in an unsafe condition. The City’s Park Plaza area is located directly adjacent to this unstable wall. The City Council accepted the donation at their June 17, 2019 meeting with the intention of repairing the east wall of the building and the roof and then selling the building. A bid was approved by the City Council with Hein Construction in the amount of $361,749.40 for the repair of the wall and roof joists as needed. After construction was started on this project, additional repairs were found to be needed in the amount of $158,736. In addition, due to the cold winter temperatures it is necessary to heat the exterior of the building for bays 1-3 in order to cure the masonry for an estimated additional cost of $33,111.00. Total cost of the change is $191,847.00. By completing this work on the building in February through April, the contractor for Park Plaza will be able to complete the work in the Plaza by the end of May or first of June. Once the repair work has been completed on the building, the roofing contractor will replace the roof of the building. The change order will be paid from the TIF IV Fund, after sufficient funds are transferred from the TIF II Fund. TOWN BUSINESS Item 20-9002 Town Bills Respectfully submitted, Todd Thompson City Manager Galesburg City Council Regular Meeting City Council Chambers 55 West Tompkins Street, Galesburg, Illinois January 21, 2020 5:30 p.m. Called to order by Mayor John Pritchard at 5:30 p.m. Roll Call #1:Present:Mayor John Pritchard,Council Members Bradley Hix,Wayne Dennis, Lindsay Hillery,Corine Andersen,Peter Schwartzman,and Larry Cox,7.Absent:Council Member Wayne Allen,1.Also present were City Manager Todd Thompson,City Clerk Kelli Bennewitz and City Attorney Brad Nolden. Mayor Pritchard declared a quorum present. The Pledge of Allegiance was recited. Semenya McCord gave the invocation. Council Member Dennis moved,seconded by Council Member Schwartzman,to approve the minutes of the City Council meeting from January 6, 2020. Roll Call #2: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, and Cox, 6. Nays:None Absent:Council Member Allen, 1. Chairman declared motion carried. Mayor Pritchard presented the resolution adopting the 10 Shared Principles to the Council and public and read aloud each one.Both Chief Idle and Brittany Grimes,NAACP,thanked the Council for moving forward with the resolution and are looking forward to making great strides in this fundamental vision together with the community. 20-2000 Council Member Hix moved,seconded by Council Member Cox,to approve Resolution 20-01 adopting the 10 Shared Principles of the Illinois Association of Chiefs of Police and the National Association for the Advancement of Colored People. Roll Call #3: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, and Cox, 6. Nays:None Absent:Council Member Allen, 1. Chairman declared motion carried. CONSENT AGENDA #2020-02 All matters listed under the Consent Agenda are considered routine by the City Council and will be enacted by one motion.     January 21, 2020 Page 1 of 5      20-2001 Approve Resolution 20-02 authorizing the submission of a grant application to the Illinois Department of Transportation to purchase two fixed route buses.This capital grant is 100 percent federally funded. 20-2002 Approve Resolution 20-03 in support of the Illinois Housing Development Authority’s Single Family Rehabilitation Grant Program. 20-8001 Approve bills in the amount of $1,298,342.33 and advance checks in the amount of $1,214,541.10. Council Member Dennis moved,seconded by Council Member Cox,to approve Consent Agenda 2020-02. Roll Call #4: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, and Cox, 6. Nays:None Absent:Council Member Allen, 1. Chairman declared motion carried by omnibus vote. PASSAGE OF ORDINANCES AND RESOLUTIONS 20-1000 Special Ordinance on first reading allowing the installation and maintenance of public benches on the public right of way with a permit.Currently there are 61 benches located around the City. 20-1001 Ordinance on first reading amending Traffic Appendix YY of Chapter 77 of the Galesburg Municipal Code to designate seven existing parking spaces in Parking Lot A as two-hour time limit parking. BIDS, PETITIONS AND COMMUNICATIONS PUBLIC COMMENT Dr.Pete Plescia addressed the Council regarding a proposed 7 cent fee on paper and plastic bags throughout the City.He stated that this would decrease the use of single-use plastic bags, which are harmful to the environment,and possibly support environmental sustainability in our community with the money collected.He would propose that the money be used toward local forest preserves,educate customers about recycling and waste reduction plans,or could be used towards non-profits in the City. CITY MANAGER’S REPORT     January 21, 2020 Page 2 of 5      A.Traffic Advisory Report for January 2020 received. B.February yard waste pickup will be collected the week of February 3-7,2020.Weekly yard waste collection will resume on Monday, March 2, 2020. C.City Manager Thompson commended Chief Idle and the Council on approving the resolution for the 10 shared principles.He assured everyone that he and the Police Department do not just consider the approval ceremonial and will be working towards those principles and goals as outlined. D.The City Manager also invited members of the public to apply for the lead hazard grant and encouraged individuals to visit the City’s website for more information. Council Member Schwartzman inquired about a planning session.City Manager Thompson stated that it is likely that one will be scheduled for late spring. Council Member Schwartzman also asked about an update on providing rural transportation. Public Works Director Wayne Carl stated that they are looking into an option for Knoxville and are continuing to strategize and work with the County Board chair and the Mass Transit District. MISCELLANEOUS BUSINESS (Agreements, Approvals, Etc.) 20-4004 Council Member Schwartzman moved,seconded by Council Member Hillery,to approve the annual renewal from Cloudbakers,a sole source provider,in the amount of $33,264 for the City’s Google Apps. Roll Call #5: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, and Cox, 6. Nays:None Absent:Council Member Allen, 1. Chairman declared motion carried. 20-4005 Council Member Dennis moved,seconded by Council Member Hillery,to approve the initial steps toward demolition of structures at the following addresses: 1.85 Lake Street (detached garage) 2.110 Locust Street (residence & detached garage) 3.530 Clark Street (residence) 4.369 Harding Street (residence & detached garage) 5.1154 Emery Street (residence) 6.1172 Emery Street (residence) 7.730 N Cedar Street (residence & detached garage) Roll Call #6: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, and Cox, 6. Nays:None     January 21, 2020 Page 3 of 5      Absent:Council Member Allen, 1. Chairman declared motion carried. Council Member Cox moved,seconded by Council Member Dennis,that the City Council sit as the Town Board. The motion carried by voice vote. TOWN BUSINESS 20-9001 Trustee Andersen moved,seconded by Trustee Hillery,to approve Town bills and warrants be drawn in payment of same. Fund Title Amount Town Fund $8,070.74 General Assistance Fund $6,940.96 IMRF Fund $1,839.19 Social Security/Medicare Fund $2,346.97 Liability Fund Audit Fund Total $19,197.86 Roll Call #7: Ayes:Trustees Hix, Dennis, Hillery, Andersen, Schwartzman, and Cox, 6. Nays:None Absent:Trustee Allen, 1. Chairman declared motion carried. Trustee Cox moved,seconded by Trustee Dennis,to resume sitting as the City Council.The motion carried by voice vote. CLOSING COMMENTS Council Member Schwartzman thanked Chief Idle and members of the NAACP who were in attendance tonight.He added that he commends them for being proactive and offered his help if needed. Council Member Hillery also stated that she was happy to see the police and NAACP resolution passed and offered to be involved. Council Member Hix thanked the committee who organized the Martin Luther King Jr. community breakfast and complemented Pam Davis on her motivational speech. Mayor Pritchard also thanked Chief Idle and Brittany Grimes for their work on the resolution adopted tonight.He also thanked the organizers of the MLK breakfast as well as the Life Impact Legacy celebration for Martin Luther King Jr., hosted by the Knox County YMCA.     January 21, 2020 Page 4 of 5      Council Member Cox moved,seconded by Council Member Dennis,to adjourn into Executive Session a 6:04 p.m.for the purpose of discussing personnel and approval of the minutes from the December 16, 2019, executive session meeting (5 ILCS 120/2 (c) (1) and (21). Roll Call #8: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, and Cox, 6. Nays:None Absent:Council Member Allen, 1. Chairman declared motion carried. During the Executive Session, Council Member Schwartzman left the meeting at 6:18 p.m. During the Executive Session,Council Member Cox moved,seconded by Council Member Andersen, to adjourn the Executive Session at 6:26 p.m. Roll Call #9: Ayes:Council Members Hix, Dennis, Hillery, Andersen, and Cox, 5. Nays:None Absent:Council Members Schwarzman and Allen, 2. Chairman declared motion carried. There being no further business,Council Member Dennis moved,seconded by Council Member Cox, to adjourn the regular meeting at 6:26 p.m. Roll Call #10: Ayes:Council Members Hix, Dennis, Hillery, Andersen, and Cox, 5. Nays:None Absent:Council Members Schwartzman and Allen, 2. Chairman declared motion carried. ​ John Pritchard, Mayor ​ Kelli R. Bennewitz, City Clerk     January 21, 2020 Page 5 of 5      ____________________________________________________________________________ Prepared by: SG Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Approve updated zoning map. SUMMARY RECOMMENDATION: The City Manager and Director of Planning & Public Works recommend the City Council approve the updated zoning map. BACKGROUND: At the first of each year the City is required by State law to update the zoning map. All of the changes approved by the City Council during 2019 have been made to the zoning map. A copy of the revised map is attached for your approval. Approved changes made during the 2019 calendar year (January 1, 2019 thru December 31, 2019) are as follows: Zoning amendments: •99-13-331-025 & 99-13-331-015, north of Dave’s Autobody, Council approved 1/24/19 to amend the zoning from Single Family (R-1A) to General Business (B2). •99-11-154-032, 627 N Seminary St, Council approved 6/17/19 to amend the zoning from Institutional (I) to Neighborhood Business (B1). •99-10-428-006, 555 N Kellogg St, Council approved 9/16/19 to amend the zoning from Institutional (I) to Neighborhood Business (B1). •99-15-277-027, 340 S Kellogg St, Council approved 11/4/19 to amend the zoning from Institutional (I) to Light Industrial (M1). Subdivisions: •Minor Plat of Murray Subdivision, located at 1845 S Seminary St, it was a 2-lot subdivision. Council approved 1/07/2019. •Final Plat of the Sandburg Mall Subdivision No 8, located at the former Sandburg Mall. It was a 5-lot subdivision. Council approved 5/6/19. •Minor Plat of North Prairie Subdivision No 2, located at the north west corner of N Prairie St and E Ferris St. It was a 2-lot subdivision. Council approved 11/4/19. BUDGET IMPACT: There is no anticipated budget impact. SUPPORTING DOCUMENTS: 1. Updated Zoning Map 20-4006 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by MB Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER FEBRUARY 3, 2020 AGENDA ITEM: Consultant Engineering Services for material testing for Asphalt and Concrete for Calendar Year 2020. SUMMARY RECOMMENDATION: Approval of Whitney and Associates, Inc., Bruner Cooper & Zuck Inc. and Geotechnics for Construction Materials Testing Program for 2020. BACKGROUND: Materials testing and inspection of concrete plants and asphalt plants are a required aspect of the inspection of public works projects. While City forces do some of the testing, the City does not have the required testing equipment or training to perform the tasks listed below. The exact amount of work that will be completed by consultants depends on the actual progress of contractors and the scope of the work being done. The consultants’ proposals are in unit costs to allow a means for comparison on the most frequently required tests. Quotes this year were received from Geotechnics, Bruner Cooper & Zuck and Whitney and Associates. All quotes were very close in pricing with some service fees now lower than the 2019 construction season. In previous years, the testing companies have not always had personnel available when they are needed. Since the cost of all firms is approximately the same factoring in location, it is recommended to award this work to all firms and use whichever firm is available to perform the testing on the various projects when needed and the lowest cost firm available will be used. BUDGET IMPACT: The City Gas Tax 2020 budget includes funds up to $20,000.00 for this work (Fund 014-51000). SUPPORTING DOCUMENTS: Proposals from Whitney, Geotechnics and Bruner Cooper & Zuck CONSTRUCTION MATERIALS TESTING PRICES Equipment and Materials Unit Whitney Peoria Geotechnics Galesburg, BCZ Galesburg Asphalt Plant Inspection & Proportioning (1 or 2 times/year avg.) Day $464 N/A N/A Portland Cement Concrete Batch Plant Inspection & Proportioning (15 to 20 times/year avg.) Day $464 $245 $300 Unconfined compression tests of standard cylinders (125+ avg.) Each $12.10 $11.00 $12.00 Field Density Testing at the project site of in-situ soils structural fill and asphalt materials including processed reports of results. (5 - 10 times/yr. avg.) Half Day $200 $300 $300 Standard Proctor tests for soil (5-10 times/yr. avg.) Each $175 $158 $170 20-4007 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TOE Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Approval of Sun Mountain Motor Sports, Inc. lease for four Finn Cycles to be used at Bunker Links Golf Course. SUMMARY RECOMMENDATION: The City Manager, Superintendent of Parks and the Director of Parks & Recreation recommend that the City Council approve the three-year lease agreement with Sun Mountain Motor Sports, Inc. for four Finn Cycles. BACKGROUND: Bunker Links Golf Course is trying to attract more 18 to 45-year-old golfers. Staff believes leasing these Finn Cycles from Sun Mountain Motor Sports, Inc. is a low cost, high reward opportunity. These Finn Cycles are single rider motorized bikes that replaces a golf cart. We would be the only golf course outside of the Pekin Country Club to have these cycles within 100 miles or more. Based on the lease, any maintenance issue on the cycles will be dealt with by Sun Mountain. Sun Mountain will either mail the City a replacement part for the City staff to install or if staff cannot complete the work, Sun Mountain will send a technician to install the defective part. After three years, the City can own these four cycles or sign another three-year contract and get new cycles. The cost to rent a cycle will be $21/18 holes or $13/9 holes, with the City receiving $10 for the 18 holes rental and $6 for the 9 holes rental. Staff feel the uniqueness of the cycle will attract users. BUDGET IMPACT: The initial cost of getting four cycles will be $2,680. There are sufficient funds in the Bunker Links budget to cover this expense. SUPPORTING DOCUMENTS: 1.Sun Mountain Motor Sports, Inc. Lease Agreement 20-4008 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: JKG COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Approval of the Grant Agreement Modification with the State of Illinois Department of Commerce and Economic Opportunity Help Eliminate Lead Program Grant. SUMMARY RECOMMENDATION: The City Manager, Director of Planning and Public Works and Planning Manager recommend the approval of the Grant Agreement Modification with State of Illinois Department of Commerce and Economic Opportunity Help Eliminate Lead Program Grant. BACKGROUND: The County of Knox lead blood testing levels continue to be an area of strong concern. Out of 102 counties in Illinois, Knox is ranked as one of the top 25 counties at risk for lead poisoning. The City of Galesburg has also been classified as a high risk area based upon past high lead testing levels and a large percentage of pre-1978 housing units. This information is based upon the Illinois Department of Public Health Annual Surveillance Report. The City Council approved the DCEO HELP Grant on March 26, 2018 and a previous grant modification on May 7, 2018. The original award and the previous grant modification brought the grant agreement to $693,806. The State of Illinois Department of Commerce and Economic Opportunity (IL DCEO) has modified the grant award again by adding $506,194 in additional Community Development Block Grant funds for both administration ($73,550) and lead hazard reduction ($432,644). The added funds will ensure funding for lead reduction for the original goal of 21 houses and enable a larger test sampling for the University of Illinois at Chicago. Fifteen (15) homes have been completed to date. The City of Galesburg will serve as a test city for determining best practices in removing lead from low-income residences built before 1978. This study will be coordinated with University of Illinois at Chicago, Knox County Health Department and the City of Galesburg. BUDGET IMPACT: None SUPPORTING DOCUMENTS: 1.Grant Agreement Modification 20-4009 City of Galesburg Operating Under Council – Manager Government Since 1957 City Hall • 55 West Tompkins Street • Galesburg, IL 61401 •309/343-4181•www.ci.galesburg.il.us Krista Kolis Local Housing Advisor Office of Community Development Illinois Department of Commerce and Economic Opportunity 500 E. Monroe Springfield, IL 62701 December 11, 2019 Dear Mrs. Kolis, The City of Galesburg is requesting a grant modification to grant 16-246001 to add $ 506,194.00 to grant line items 14I, 14H and 14HI as follows: Cost Category Description Current Amount Revised Amount Revised Total Amount 14I Lead-Based Paint/Lead Hazard Test/Abatement $428,600.00 $432,644.00 $861,244.00 20 Planning $179,450.00 $ 179,450.00 14H Activity delivery $47,956.00 $34,612.00 $82,568.00 14HI Rehab: Administration $37,800.00 $38,938.00 $76,738.00 Total $693,806.00 $506,194.00 $ 1,200,000.00 This will modify the total grant budget from $693,806.00 to $1,200,000.00. These additional Community Development Block Grant (“CDBG”) Help Eliminate Lead Program (HELP) grant funds of $506,194.00 will be used to continue the remediation of lead Hazards in single-family, owner-occupied LMI homes in the Community. Additionally, a date modification is requested to extend the grant end date to 02-28-2022. Please let me know if you have any questions or require additional information. Sincerely, John Pritchard Mayor, City of Galesburg Illinois Department of Commerce and Economic Opportunity Community Development Block Grant (CDBG) Program REQUEST FOR MODIFICATION/WAIVER* Page 1 of 2 GRANTEE NAME: City of Galesburg DCEO GRANT#: 16-246001 (the “Agreement”) GRANT BEGIN DATE: 03-18-2018 GRANT END DATE: 2-28-2020 STEP 1 – A written justification for this modification/waiver must accompany this document. STEP 2 – Select the Purpose of the Modification/Waiver Requested: A. SCOPE OF WORK Please attach a revised scope of work with modifications noted. B. BUDGET On an additional sheet, please present the original budget as well as the revised budget, indicating the requested changes. C. DATE EXTENSION If you require additional time to complete the scope of work outlined in the Grant Agreement, indicate the date to which you wish to extend the Grant Agreement here: 2/28/2022. In addition, please check one of the two boxes below to indicate the type of payment provision applicable to your Grant Agreement: Variable/advance grant only. Grantee acknowledges that it has expended/legally obligated grant funds in performing the Scope of Work required by the Grant Agreement during the original grant term and that, if granted, the extension of time cannot exceed two (2) additional years. Please attach a signed legal obligation document if the extension exceeds the original two year period. Reimbursement grant - Obligation documents not required. D. OTHER Please check one of the boxes below and attach a separate page identifying the provision(s) that you wish to modify and a written explanation supporting the request for a change. Interest Retention: Payment Provision: Audit Waiver: Waiver of Interest-Bearing Account: Other: To be compliant with Illinois’ Comptroller Accounting Bulletin 161, the Grant Agreement shall be amended in accordance with the following. Notwithstanding any language in the existing Grant Agreement to the contrary, the following provisions shall be incorporated into the Grant Agreement: The Grant Agreement’s signature block shall be stricken in its entirety and replaced with the following language: Grantee’s execution of this Agreement shall serve as its certification under oath that Grantee has read, understands and agrees to all provisions of this Agreement and that the information contained in the Agreement is true and correct to the best of his/her knowledge, information and belief and that the Grantee shall be bound by the same. Grantee acknowledges that the individual executing this Agreement is authorized to act on the Grantee’s behalf. Grantee further acknowledges that the award of Grant Funds under this Agreement is conditioned upon the above certification. Submittal of Reports Submittal of all reports and documentation required under this Agreement should be submitted to the individual as directed by the Department. Grants in excess of $25,000 require, at a minimum, the filing of quarterly reports describing the progress of the program, project, or use and the expenditure of the grant funds related thereto. Records Retention This Agreement and all books, records and supporting documents related hereto shall be available for inspection and audit by the Department, the Office of Inspector General, the Auditor General of the State of Illinois, the Illinois Attorney General or any of their duly authorized representative(s), and the Grantee agrees to fully Illinois Department of Commerce and Economic Opportunity Community Development Block Grant (CDBG) Program REQUEST FOR MODIFICATION/WAIVER* Page 2 of 2 cooperate with any audit performed by the Auditor General or the Department. Grantee agrees to provide full access to all relevant materials and to provide copies of same upon request. Failure to maintain books, records and supporting documents required by this Agreement shall establish a presumption in favor of the Department for the recovery of any Grant Funds paid by the Department under this Agreement for which adequate books, records and supporting documentation are not available to support their purported disbursement or expenditure. If the Department approves this request as either a modification or waiver, the Grantee acknowledges and agrees to the following: 1. All terms and conditions of the Grant Agreement remain in full force and effect until all performance required by the terms of the agreement are completed. 2. If the period for performance has been extended, the close-out package/final financial status report must be submitted no later than 45 days following any extended performance date. 3. This request is limited to the provisions described herein and in no way impairs the Department’s ability to seek legal recourse against the Grantee for non-compliance with either the provisions stated herein or any other provisions of the Agreement. STEP 3 – Signature I hereby certify that the supporting documentation for the above modification or waiver request is on file in our office and that I have full signature authority to bind and sign on behalf of the grantee. X John Pritchard, Mayor Authorized Signature for Grantee Printed Name and Title Printed Name and Title of Signatory Designee* Date * If the Grantee has authorized and designated signature authority to another person, the signatory must print his/her name and title on the appropriate line. STEP 4 – Return this form, your justification letter and all supporting documentation to your assigned Grant Manager. DEPARTMENT ACTION: Approved as a Modification, subject to any conditions as imposed by the Department Approved as a Waiver, subject to any conditions as imposed by the Department Denied (see attached) Erin Guthrie, Director Date NOTE: Due to the Time Limit on Expenditure of Grant Funds imposed by the Grant Funds Recovery Act (30 ILCS 705/1 et seq.), the extended grant term granted herein shall be deemed to take effect on ________________ . Cc: _________________________ (Grant Manager); Accounting * Waivers will only be approved when the Department determines that it is in the best interest of the State of Illinois. Illinois Department of Commerce & Economic Opportunity DCEO Grant Program REQUEST FOR MODIFICATION/WAIVER* EXHIBIT A PROJECT DESCRIPTION Grant # 16-246001 Modification Date: December 2019 MODIFIED: PROJECT DESCRIPTION Grantee will receive an additional $506,194.00 in Community Development Block Grant (“CDBG”) Help Eliminate Lead Program (HELP) grant funds to continue remediation of lead Hazards in single-family, owner-occupied LMI homes in the Community Additionally, a date modification is requested to extend the grant end date to 02-28-2022. GRANTEE NAME: City of Galesburg GRANT#: 16-246001 (the “Agreement”) Requested/Revised Budget: Cost Category Description Current Amount Revised Amount Revised Total Amount 14I Lead-Based Paint/Lead Hazard Test/Abatement $428,600.00 $432,644.00 $861,244.00 20 Planning $179,450.00 $ 179,450.00 14H Activity delivery $47,956.00 $34,612.00 $82,568.00 14HI Rehab: Administration $37,800.00 $38,938.00 $76,738.00 Total $693,806.00 $506,194.00 $ 1,200,000.00 Illinois Department of Commerce & Economic Opportunity DCEO Grant Program REQUEST FOR MODIFICATION/WAIVER* EXHIBIT A PROJECT DESCRIPTION ORIGINAL PROJECT DESCRIPTION: Grantee will receive an additional $500,000.00 in Community Development Block Grant (“CDBG”) Help Eliminate Lead Program (HELP) grant funds to remediate lead Hazards in 21 single-family, owner-occupied LMI homes in the Community The Grantee and the University of Illinois, Chicago will develop a comprehensive study which will be used to determine the most effective method of preventing and reducing elevated blood lead levels in at-risk Galesburg children. This study will focus on the comparative benefits of lead-based paint hazard remediation and lead service line replacement. The proposed study’s outcome will be used to develop current and long-term policies and priorities to address funding decisions. The results of the study will be used to develop a replicable, sustainable and transferable national model for programs with similar missions. PROJECT ACTIVITIES (BY BUDGET/COST CATEGORY) Cost Category Activity CDBG Leverage Other Total 14I Lead-Based Paint/Lead Hazard Test/Abatement $428,600.00 $428,600.00 20 Planning $179,450.00 $179,450.00 14H Activity Delivery $47,956.00 $47,956.00 14HI Rehab: Administration $37,800.00 $37,800.00 TOTALS: $693,806.00 $693,806.00 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: JKG Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Approval of a modified technical services agreement with Western Illinois Regional Council (WIRC) for the Department of Commerce and Economic Opportunity (DCEO) Help Eliminate Lead Program (HELP) Pilot Grant modification. SUMMARY RECOMMENDATION: The City Manager, Director of Planning and Public Works and Planning Manager recommend approval of this agreement with WIRC increasing the administrative funds from $71,400 to $159,306. BACKGROUND: The City Council approved the DCEO HELP Grant on March 26, 2018 and a previous grant modification on May 7, 2018. The State of Illinois Department of Commerce and Economic Opportunity (IL DCEO) modified the grant award effective December 31, 2019 by adding $506,194 in additional Community Development Block Grant funds. The added funds will ensure funding for lead reduction for the original goal of 21 houses and enable a larger test sampling for the University of Illinois at Chicago. Fifteen (15) homes have been completed to date. The series of modifications has also increased the administrative funds from $71,400 in the original grant to $85,756 with the first modification, and the recent modification brought the total administrative funds to $159,306. Western Illinois Regional Council (WIRC) administers this grant for the City through various activities including application review, house lead assessment, contract process, contractor oversight, and invoice preparation. They are also responsible for maintaining all paperwork in the event of a DCEO audit. The grant modification includes an increase in administrative funds for service delivery and inspection. Funds payable to WIRC are allocated in and expended out of the awarded grant funds. BUDGET IMPACT: None SUPPORTING DOCUMENTS: 1. Modified agreement with WIRC 20-4010 1 CONTRACT FOR PROFESSIONAL AND TECHNICAL SERVICES PART I AGREEMENT THIS AGREEMENT, entered into this 3rd day of March, 2018, and updated this 3rd day of February 2020 by and between the City of Galesburg, Knox County, State of Illinois, (hereinafter called the grantee), and the Western Illinois Regional Council – Community Action Agency, (hereinafter called the Program Administrator) a non-profit 501c3 organization (hereinafter referred to as WIRC-CAA): WITNESSETH THAT: WHEREAS, the grantee desires to implement a lead hazard remediation owner-occupied program and related activities under the general direction of the Illinois Department of Commerce and Economic Opportunity (DCEO) Community Development Block Grant (CDBG); and WHEREAS, the grantee desires to engage the WIRC-CAA to render certain services in connection with the program's administration and implementation, NOW, THEREFORE BE IT AGREED, by and between the grantee and WIRC-CAA as follows: 1. Scope of Services. The WIRC-CAA shall perform various services and tasks as might be required to assist the grantee in implementing its program responsibilities. All tasks performed by WIRC-CAA shall be in accordance with the rules and regulations as established by DCEO. Professional and technical services to be provided to the grantee shall include the following: a. Completion of all necessary environmental review requirements as required by the State of Illinois including compliance with federal and state regulations concerning historic preservation and floodplains. b. Preparation and maintenance of a financial management system including establishing a bookkeeping system, maintaining accurate and complete records of all transactions and issuing periodic financial reports to the grantee. c. All phases of program administration necessary to ensure expedient and efficient implementation of the Community Development Block Grant Program, including but not limited to the following: 1) establish and maintain program files; ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: JAL Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM:Authorizing the City Manager to renew the existing flood insurance policies with Selective Insurance Company, covering property in the Mississippi River flood plain at Oquawka, Illinois. SUMMARY RECOMMENDATION: The Administrative Services Director and the Public Works Director recommend the City Council authorize renewal of the existing insurance policies for a one-year period through March 6, 2021 and one policy through April 13, 2021. BACKGROUND: The City of Galesburg purchases insurance coverage for loss or damage due to flooding at the City’s water wells and buildings located in the flood plain of the Mississippi river. Each separate structure is covered by a separate policy. Renewing these six policies will protect the City in the event of a catastrophic flood on the Mississippi River. Coverage values were reviewed last month, and it is recommended that changes in coverage and an increase in the deductible of each policy from $5,000 to $10,000 be made. Based on the renewal premiums and alternate quotes received these proposed changes will increase the annual combined premiums by approximately $12,743, from $21,510 to $34,254 for the annual period. BUDGET IMPACT: The previously approved FY20 Budget included $23,115 for the flood policy premiums. The increase of $12,743 will be covered by underbudgeted areas in the Water Div FY2020 budget. SUPPORTING DOCUMENTS: 1. Chart showing current coverage, deductibles & premiums and the proposed changes. 20-4011 descrip2019 coverage2019 premium2020 coverage2020 renewal premproposed 2020 coverageest prem $5000 Dedest prem $10000 Dedest prem $25000 Dedpremium savings $10k Ded (over $5k increased exposure $10k Dedpremium savings $25k Dedincreased exposure $25k DedWell #1$85,800 $1,455$85,800 $1,513$200,000$3,289$2,936$2,293$353 $5,000$996 $20,000Well #2$85,800 $1,455$85,800 $1,513$200,000$3,289$2,936$2,293$353 $5,000$996 $20,000Well #4*$86,700 $1,685 $86,700 $1,752$400,000$8,253$7,302$5,571$952 $5,000$2,682 $20,000control bldg$341,000 $10,024$341,000 $12,429$500,000$19,610$17,282$13,051$2,328 $5,000$6,559 $20,000Ranney bldg$430,000 $2,478$430,000 $2,549$400,000$2,455$2,210$1,719$245 $5,000$736 $20,000generator bldg$500,000 $1,703$500,000 $1,754$500,000$1,754$1,588$1,258$166 $5,000$496 $20,000$1,529,300 $18,800 $1,529,300 $21,510$2,200,000$38,650$34,254$26,185$4,397 $30,000$12,465 $120,000$23115 budgetedover budget:$17,140$12,743$4,675Changes in coverage or deductible must be requested through the broker; there is a 30 day wait period for increased coverage amounts*Well #4 policy renews in April, so they could not provide the 2020 renewal or alternate deductibles for 2020; numbers are my estimate based on predicted increase over 2019. COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Property Tax Assessment Freeze Program for Historic Residences. SUMMARY RECOMMENDATION: The City Manager and Director of Planning and Public Works recommend the City Council remain in the program. It could help to rehabilitate additional deteriorating historic residences. BACKGROUND: The Illinois State Statutes provide for a Property Tax Assessment Freeze Program. This program freezes the assessed valuation of an owner-occupied historic residence when substantial rehabilitation is performed. The assessed valuation is frozen for a period of eight years at the level when the rehabilitation was begun. The valuation is then brought back to market level over a period of four years. The Statute does allow for taxing bodies to opt out of the program within the first 30 days of each calendar year. This is being presented to the City Council for their consideration. The City has remained in this program since 1989 and, during that time, one property has used the program in 1999. The City Assessor’s office indicated the State has not notified them of any property owners who utilized this program during 2019. BUDGET IMPACT: It is anticipated that only one or two residences would be involved. No impact upon the budget is expected if the City remains in the program. SUPPORTING DOCUMENTS: 1. Handout explaining the Property Tax Assessment Freeze Program for Historic Residences 20-4012 Property Tax Assessment Freeze What is it? Benefits Provisions How to apply Important points The Property Tax Assessment Freeze Program freezes the assessed value of a historic, owner-occupied, principal residence for eight years when the owner undertakes a substantial, approved rehabilitation. The assessed value is brought back to market level over a period of four years. The Program, administered by the Illinois State Historic Preservation Office (IL SHPO), is free to Illinois homeowners. The Program benefits both the owner-occupant and the community by: u encouraging the preservation of historic buildings through promotion, recognition, designation, and reuse; u increasing the value of the rehabilitated property; u returning underutilized structures to the tax rolls; u revitalizing and stabilizing neighborhoods and often increasing the amount of available housing within a community; and u sustainably reusing the built environment. To qualify for the Program, a property must: u be a certified historic structure, either by listing on the National Register of Historic Places individually or in a district, or by local landmark designation in a community with an approved historic-preservation ordinance; u be a single-family, owner-occupied, principal residence; or a condominium building; or a cooperative building; or a residential building with up to six units as long as the building owner resides in a unit; u undergo a rehabilitation whose budget exceeds 25% of the proper ty’s assessor’s fair market value within a 24-month period; and u undergo a rehabilitation that meets the Secretary of the Interior’s “Standards for Rehabilitation.” Step 1: Determine if you qualify u Contact the IL SHPO or your local landmark commission to ask if your proper ty qualifies as a certified historic structure. u Determine the assessor’s fair market value (or fair cash value) of your property by contacting your assessor or referring to your current proper ty-tax bill. u Decide whether the work (interior and exterior) will cost more than 25% of the assessor’s fair market value. u Contact the IL SHPO to discuss whether your work (interior and exterior) can meet the “Standards.” Step 2: Get your planned work approved u Consult IL SHPO’s website for a more thorough explanation of the program, its application and instructions. u Prior to construction, if possible, fill out and mail in Parts 1 and 2 of the application with the rehabilitation plans and pre-construction photographs. u The IL SHPO will determine if the interior and exterior work complies with the “Standards.” The IL SHPO’s review may differ from that of your local commission. Once your Part 2 is approved by the IL SHPO, proceed with the rehabilitation. Step 3: Get your finished work approved u When the project is finished, fill out and submit the Part 3 with photographs showing the completed work, a spreadsheet of expenses, and copies of receipts. u If the IL SHPO determines the project meets all the requirements, it will mail you and the assessor a Certificate of Rehabilitation. It is strongly recommended that you contact the IL SHPO early in the design process and submit Parts 1 and 2 prior to beginning any work. u If the scope of work changes during construction, consult the IL SHPO to ensure the work continues to meet the “Standards.” u Applications must be submitted within two years of a project’s completion. u Any work done to the property during the freeze period must meet the “Standards.” Contact the IL SHPO for their approval prior to commencing. u If the proper ty is sold within the twelve-year freeze period or if its use changes from that of a single-family, owner-occupied, principal residence, the freeze will be cancelled for the remainder of the freeze period. u An owner may receive approval on Parts 1 and 2 and complete the rehabilitation, then sell the proper ty to a new owner-occupant who signs and submits the Part 3 and takes the freeze. u Condominiums and cooperatives should contact the IL SHPO to discuss how the Program may work best for their buildings. IL SHPO—Tax Incentives Coordinator Illinois Department of Natural Resources 1 Natural Resources Way Springfield, Illinois 62702 (217) 524-0276 http://www2.illinois.gov/ihpa/Preserve/Pages/taxfreeze.aspx Questions? Produced by authority of the State of Illinois This file is available for download at http://www2.illinois.gov/ihpa/Preserve/Documents/summary-taxfreeze.pdf ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: BJ Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Revised Transit Audit Reports for the state fiscal year ended June 30, 2019. SUMMARY RECOMMENDATION: The City Manager and Director Planning and Public Works recommend that the audit be received by the City Council. BACKGROUND: Attached is a copy of the updated (1/21/2020) audit report for the City’s transit system (Galesburg Transit I Corporation and Galesburg HandiVan). This audit is required by the State and Federal governments as a result of the funding the City received from each. The audit covers the State’s 2018-19 fiscal year (7/1/18 through 6/30/19). It should be noted that the advance monthly subsidy payments provided to Galesburg Transit I Corporation exceeded the final amount owed to Galesburg Transit I Corporation by $120,950. Please be advised that Galesburg Transit I Corporation’s payment will be paid to the City within three months of Galesburg Transit I Corporation’s receipt of the state fiscal year audit documents, no later than May 3, 2020. Findings by the audit firm include improvement for additional segregation of duties on both Galesburg Transit I Corporation and City of Galesburg Finance Staff. The correction actions continue to be implemented but due to staffing levels it will most likely be an on-going audit issue. The categorical revisions are immaterial to the audit findings and advisories. The attached report takes precedence over initial audit report received January 6, 2020. BUDGET IMPACT: There is no budget impact. SUPPORTING DOCUMENTS: 1. Annual Financial Report for Transit Operations SFY 2019. 20-5001 Baker Tilly Virchow Krause, LLP trading as Baker Tilly is a member of the global network of Baker Tilly International Ltd., the members of which are separate and independent legal entities. © 2018 Baker Tilly Virchow Krause, LLP Page 1 REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS Independent Auditors’ Report To the City Council City of Galesburg, Illinois We have audited, in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the Section 5311 Annual Financial Report and Grant Reimbursement of the City of Galesburg, Illinois Nonmetro Area Transportation Operating and Administrative Assistance Grant Agreement, Contract #4975 and #4919 (the “Project”), as of and for the year ended June 30, 2019, and the related notes to the financial statements, and have issued our report thereon dated January 17, 2020. Internal Control Over Financial Reporting In planning and performing our audit of the financial statements, we considered the Project’s internal control over financial reporting (internal control) to determine the audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the Project’s internal control. Accordingly, we do not express an opinion on the effectiveness of the Project’s internal control. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control such that there is a reasonable possibility that a material misstatement of the entity’s financial statements will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies and therefore, material weaknesses or significant deficiencies may exist that were not identified. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. We did identify certain deficiencies in internal control, described in the accompanying schedule of findings and responses as items 2019-001 and 2019-002 that we consider to be significant deficiencies. To the City Council City of Galesburg Page 2 Compliance and Other Matters As part of obtaining reasonable assurance about whether the Project’s financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. The Project’s Response to Findings The Project’s responses to the findings identified in our audit are described in the accompanying schedules of findings and responses. The Project’s responses were not subjected to the auditing procedures applied in the audit of the financial statements and, accordingly, we express no opinion on them. Purpose of this Report The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the entity’s internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the entity’s internal control and compliance. Accordingly, this communication is not suitable for any other purpose. Oak Brook, Illinois January 17, 2020 CITY OF GALESBURG, ILLINOIS NONMETRO AREA TRANSPORTATION OPERATING AND AD MINISTRATIVE ASSISTANCE GRANT AGREEMENT, CONTRACT #4975 and #4919 SCHEDULE OF FINDINGS AND RESPONSES Year Ended June 30, 2019 Page 3 Finding No. 2019-001: Segregation of Duties –Galesburg Transit Significant Deficiency Criteria:Within smaller organizations such as Galesburg Transit, it is difficult to adequately divide the internal control responsibilities within Galesburg Transit’s staff. In an ideal situation, Galesburg Transit would segregate the duties of authorization, bookkeeping, and custody. Condition:Galesburg Transit does not have adequate segregation of duties in the area of journal entries. Cause:Galesburg operates its accounting department with essentially one individual. Cost limitations and personnel constraints limit additional employees necessary for proper segregation of duties. Effect:Inadequate segregation of duties can lead to misstatements of financial information. Project Response:Galesburg Transit utilizes several compensating controls, including periodic (quarterly) reviews of journal entries by the outsourced accountant, monthly review of payroll listings by management, and documentation of invoice review by management as well as requiring 2 signatures on all checks. These controls serve to mitigate exposure to risk. Galesburg Transit will continue to review the costs and benefits associated with increased monitoring controls since, due to the size of Galesburg Transit, ideal segregation may not be possible. CITY OF GALESBURG, ILLINOIS NONMETRO AREA TRANSPORTATION OPERATING AND AD MINISTRATIVE ASSISTANCE GRANT AGREEMENT, CONTRACT #4975 and #4919 SCHEDULE OF FINDINGS AND RESPONSES Year Ended June 30, 2019 Page 4 Finding No. 2019-002 Segregation of Duties –City of Galesburg Significant Deficiency Criteria:The City should maintain proper segregation of duties related to the initiation, execution, approval and recording of transactions. Condition:The employee who reviews all journal entries prepared by other employees also prepares journal entries that contain no documented review by someone other than her. Cause:The City has a relatively small staff in the Finance Department that results in difficulties properly segregating duties. Effect: The absence of these controls could result in errors to financial data or could allow the misappropriation of City assets to be concealed. Project Response:The Director of Finance will continue to review the monthly general ledger which encompasses the review of the journal entries made by the Senior Accountant. A Staff Accountant is also reviewing the revenue and expenditure accounts as an additional review of transactions. Finance staff reconciling cash accounts review any entries being made by the Senior Accountant during their bank reconciliation. Also, in the City’s fiscal year 2017, an electronic review documentation by the Senior Accountant and the Director of Finance and Information Systems was implemented for the bank reconciliations’ review process. Page 1 RECEIVABLE BALANCE JUNE 30, 2018 18,640$ PAYMENT MADE BY GALESBURG TRANSIT, INC. January 11, 2019 (18,640) PAYMENT MADE BY CITY TO GALESBURG TRANSIT, INC. July 2018 68,147$ August 2018 68,147 September 2018 68,147 October 2018 68,147 November 2018 68,147 December 2018 98,147 January 2019 98,890 February 2019 75,000 March 2019 75,000 April 2019 75,000 May 2019 75,000 June 2019 130,000 967,772 OPERATING LOSS OF GALESBURG TRANSIT, INC.(846,822) RECEIVABLE BALANCE JUNE 30, 2019 120,950$ CITY OF GALESBURG, ILLINOIS RECEIVABLE FROM GALESBURG TRANSIT, INC. June 30, 2019 Page 2 Admin Bus Quarter Income Expense Expense July 1, 2018 to September 30, 2018 12,573$ 29,741$ 214,334$ October 1, 2018 to December 31, 2018 21,252 27,144 191,716 January 1, 2019 to March 31,2019 13,093 24,628 187,151 April 1, 2019 to June 30, 2019 15,082 26,437 207,671 TOTAL REVENUE 62,000$ 107,950$ 800,872$ TOTAL EXPENSES 908,822$ NET LOSS FROM OPERATIONS (846,822)$ CITY OF GALESBURG, ILLINOIS OPERATING LOSS OF GALESBURG TRANSIT, INC. Year ended June 30, 2019 User: Printed:01/27/2020 - 12:00PM tmiller Transactions by Account Batch:00003.02.2020 Accounts Payable Account Number Vendor AmountDescription PO NoDate 001-0000-10407-00 CenturyLink 12/19 Service - Election 69.99 69.9912/31/2019 001-0000-10801-00 Advance Auto Parts Oil filters 25.12 25.1201/27/2020 001-0000-10802-00 Herr Petroleum Corp 5250 diesel #2, 2250 diesel #1 18,640.53 0000091583 18,640.5301/27/2020 001-0000-37900-00 CenturyLink 12/19 Service -6.36-6.3612/31/2019 $18,729.28Subtotal for Division: 0000 001-0110-54000-00 CenturyLink 12/19 Service 32.12 32.1212/31/2019 $32.12Subtotal for Division: 0110 001-0115-54000-00 CenturyLink 12/19 Service 31.81 31.8112/31/2019 001-0115-55800-00 Accela 2020 Springbrook Annual Maintenance 1,891.00 0000091588 1,891.0001/27/2020 001-0115-57000-00 Envision Insurance Group Bond renewal - KBennewitz 625.00 625.0001/27/2020 001-0115-61800-00 Office Specialists, Inc.Table 150.00 150.0001/27/2020 $2,697.81Subtotal for Division: 0115 001-0120-55800-00 Accela 2020 Springbrook Annual Maintenance 4,125.00 0000091588 4,125.0001/27/2020 001-0120-56506-00 Consociate-Dansig FSA Admin Fee 95.00 95.0001/27/2020 $4,220.00Subtotal for Division: 0120 001-0145-51000-00 Petentler Investigations Summons 50.50 50.5001/27/2020 001-0145-51010-00 Statham & Long, LLC 12/19 Adjudication 135.00 135.0012/31/2019 001-0145-51010-00 Law Offices of Miller, Hall & Triggs 11/19 Legal Fees 1,083.50 1,083.5012/31/2019 $1,269.00Subtotal for Division: 0145 001-0205-54000-00 CenturyLink 12/19 Service 63.81 63.8112/31/2019 001-0205-55800-00 Accela 2020 Springbrook Annual Maintenance 32,695.00 0000091588 32,695.0001/27/2020 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 1 20-8002 Account Number Vendor AmountDescription PO NoDate $32,758.81Subtotal for Division: 0205 001-0207-61700-00 SHI International Corporation WD Red Pro NAS Hard Drive WD121KFBX - 12TB 419.99 0000091512 419.9912/31/2019 001-0207-61700-00 SHI International Corporation Synology RackStation RS2818RP+ - NAS Server 2,599.99 0000091512 2,599.9912/31/2019 001-0207-61700-00 Office Specialists, Inc.3 computers 3,987.00 3,987.0012/31/2019 001-0207-61700-00 SHI International Corporation WD Red Pro NAS Hard Drive WD121KFBX - 12TB 1,259.97 0000091512 1,259.9712/31/2019 $8,266.95Subtotal for Division: 0207 001-0306-54000-00 CenturyLink 12/19 Service 31.79 31.7912/31/2019 001-0306-55800-00 Accela 2020 Springbrook Annual Maintenance 5,778.00 0000091588 5,778.0001/27/2020 001-0306-61000-00 Office Specialists, Inc.Desk and installation 685.00 685.0012/31/2019 $6,494.79Subtotal for Division: 0306 001-0410-54000-00 CenturyLink 12/19 Service 15.90 15.9012/31/2019 $15.90Subtotal for Division: 0410 001-0445-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 14.85 14.8512/31/2019 001-0445-54000-00 CenturyLink 12/19 Service 31.77 31.7712/31/2019 001-0445-55500-00 Midstate Manufacturing, Inc.Replaced valve for enerpac portapower 37.72 37.7212/31/2019 001-0445-55700-00 Bridgeway Training Services 12/19 Janitorial Services 299.52 299.5212/31/2019 001-0445-55800-00 Accela 2020 Springbrook Annual Maintenance 9,442.00 0000091588 9,442.0001/27/2020 001-0445-57500-00 Aramark Uniform Serv. Inc.01/20 Service 48.04 48.0401/27/2020 001-0445-57500-00 Aramark Uniform Serv. Inc.01/20 Service 52.64 52.6401/27/2020 001-0445-61000-00 Office Specialists, Inc.Ink 107.65 107.6501/27/2020 001-0445-62500-00 Advance Auto Parts Fuel filter, oil filter, air filter #601 54.04 54.0401/27/2020 001-0445-62500-00 Advance Auto Parts Oil filter #188 3.14 3.1401/16/2020 001-0445-62500-00 Advance Auto Parts Return brake rotors #601 -116.98-116.9801/27/2020 001-0445-62500-00 Advance Auto Parts Brake pads, brake rotors #601 401.62 401.6201/27/2020 001-0445-62500-00 Advance Auto Parts Oil filter #160 3.14 3.1401/17/2020 001-0445-62500-00 Advance Auto Parts Battery #151 433.10 433.1001/17/2020 001-0445-62500-00 Advance Auto Parts Core credit #151 -54.00-54.0001/17/2020 001-0445-62500-00 Napa Auto Parts Oil seal #601 54.19 54.1901/27/2020 001-0445-62500-00 Advance Auto Parts Oil seals #601 99.18 99.1801/27/2020 001-0445-62500-00 Advance Auto Parts Return fuel filter #601 -13.29-13.2901/27/2020 001-0445-63000-00 Advance Auto Parts Brake fluid 22.99 22.9901/27/2020 001-0445-63000-00 Airgas Mid America Inc Acetylene, oxygen, argon, carbon dioxide 39.49 39.4912/31/2019 001-0445-63000-00 Advance Auto Parts Thread sealant 7.81 7.8101/27/2020 001-0445-63000-00 Lawson Products, Inc.Misc supplies 413.38 413.3801/27/2020 001-0445-63000-00 Napa Auto Parts Water soluble paste flux 15.18 15.1801/27/2020 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 2 Account Number Vendor AmountDescription PO NoDate 001-0445-63000-00 Amos Blevins 3 keys 9.00 9.0001/27/2020 001-0445-66500-00 Advance Auto Parts Grease gun hose 10.11 10.1101/27/2020 $11,416.29Subtotal for Division: 0445 001-0450-51000-00 Julie Inc 2020 Annual Transmissions 1,862.64 1,862.6401/27/2020 001-0450-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 178.16 178.1612/31/2019 001-0450-54000-00 CenturyLink 12/19 Service 63.55 63.5512/31/2019 001-0450-55500-00 Midstate Manufacturing, Inc.Repair, reseal & test cylinder #113 76.17 76.1712/31/2019 001-0450-55500-00 Midstate Manufacturing, Inc.Tested and resealed cylinders #130 97.21 97.2112/31/2019 001-0450-55500-00 Midstate Manufacturing, Inc.Tested and resealed cylinders #114 188.39 188.3912/31/2019 001-0450-55500-00 Bridgestone Americas Tire Operation Ind serv flat repair #121 258.50 258.5012/31/2019 001-0450-55500-00 Glass Specialty Inc Install right side door #122 175.00 175.0001/27/2020 001-0450-61000-00 Office Specialists, Inc.Toner 241.60 241.6001/27/2020 001-0450-61000-00 Office Specialists, Inc.Pencil sharpener 22.72 22.7201/27/2020 001-0450-61000-00 Office Specialists, Inc.Eraser 7.42 7.4201/27/2020 001-0450-61000-00 Office Specialists, Inc.Pencil sharpener, 3 hole punch 44.59 44.5901/27/2020 001-0450-62500-00 Midstate Manufacturing, Inc.Coupling #113 180.38 180.3812/31/2019 001-0450-62500-00 Advance Auto Parts Sealed beam #124 29.96 29.9601/27/2020 001-0450-62500-00 Midstate Manufacturing, Inc.Hose #101 120.52 120.5212/31/2019 001-0450-62500-00 Midstate Manufacturing, Inc.Hose #123 126.01 126.0112/31/2019 001-0450-62500-00 Koenig Body & Equipment, Inc.Bearing #111 19.21 19.2101/27/2020 001-0450-62500-00 Midstate Manufacturing, Inc.Hose #111 106.50 106.5012/31/2019 001-0450-62500-00 MFC Coupler #124 108.88 108.8801/27/2020 001-0450-62500-00 Midstate Manufacturing, Inc.Hose #109 85.56 85.5612/31/2019 001-0450-62500-00 MFC Hose #122 33.73 33.7301/27/2020 001-0450-62500-00 Nichols Diesel Service, Inc.Air dryer #107 247.89 247.8901/27/2020 001-0450-62500-00 Advance Auto Parts Oil filter #142 44.09 44.0901/27/2020 001-0450-62500-00 Koenig Body & Equipment, Inc.Strobe light #114 161.94 161.9412/31/2019 001-0450-62500-00 Advance Auto Parts Brake fluid #113 22.99 22.9901/27/2020 001-0450-62500-00 Map Automotive of Peoria Radiator #141 165.47 165.4701/27/2020 001-0450-62500-00 Yemm Chevrolet, Inc-Geo Door handle #124 76.48 76.4801/27/2020 001-0450-62500-00 Advance Auto Parts Oil filter #111 6.43 6.4301/27/2020 001-0450-62500-00 Advance Auto Parts Oil filter #141 3.14 3.1401/27/2020 001-0450-62500-00 Advance Auto Parts Air line antifreeze #107 14.14 14.1401/27/2020 001-0450-62500-00 Yemm Chevrolet, Inc-Geo Block heater #124 40.50 40.5001/27/2020 001-0450-62500-00 Cozadd Diesel Service, Inc Airhose #108 10.38 10.3801/27/2020 001-0450-62500-00 Martin Equipment of Illinois, Inc.Headlamp #122 163.94 163.9401/27/2020 $4,984.09Subtotal for Division: 0450 001-0510-51000-00 Secretary of State, Jesse White Vehicle registration renewal 755.00 755.0001/27/2020 001-0510-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 4.95 4.9512/31/2019 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 3 Account Number Vendor AmountDescription PO NoDate 001-0510-54000-00 CenturyLink 12/19 Service 264.48 264.4812/31/2019 001-0510-55000-00 Motorola Solutions, Inc 01/20 Service 195.00 195.0001/27/2020 001-0510-55800-00 Accela 2020 Springbrook Annual Maintenance 1,891.00 0000091588 1,891.0001/27/2020 001-0510-61000-00 Office Specialists, Inc.Toner 124.35 124.3501/27/2020 001-0510-61000-00 Office Specialists, Inc.Markers, folders 34.58 34.5801/27/2020 001-0510-61000-00 Office Specialists, Inc.Eraser, toner, folders 179.84 179.8401/27/2020 001-0510-62500-00 Yemm Ford, Inc Lamp #22 15.33 15.3301/27/2020 001-0510-62500-00 Yemm Ford, Inc Lamp #24 15.33 15.3301/27/2020 001-0510-62500-00 Yemm Ford, Inc Lamp #26 15.33 15.3301/27/2020 001-0510-62500-00 Yemm Ford, Inc Converter #26 248.81 248.8101/27/2020 001-0510-67500-00 Artistic Engraving Gold name plates, gold police officer star 108.91 108.9112/31/2019 001-0510-67500-00 Ray O'Herron Co., Inc.Armorskin - Hootman 64.81 64.8101/27/2020 001-0510-67500-00 Ray O'Herron Co., Inc.Navy pants - Cromien 98.58 98.5801/27/2020 001-0510-67500-00 Ray O'Herron Co., Inc.Dlx trpcl shirts, velcro belt - Swanson 176.97 176.9701/27/2020 001-0510-67500-00 Ray O'Herron Co., Inc.Armor skin - Hootman 55.00 55.0001/27/2020 001-0510-67500-00 Ray O'Herron Co., Inc.Dlx trpcl shirt - Paulsgrove 69.99 69.9901/27/2020 001-0510-67500-00 Ray O'Herron Co., Inc.Vest - Carpenter 570.71 570.7101/27/2020 $4,888.97Subtotal for Division: 0510 001-0550-54000-00 CenturyLink 12/19 Service 770.01 770.0112/31/2019 001-0550-54500-00 Jessica McEwen Meals, fuel - Dispatcher Training - Rockford- JMcEwen 74.00 74.0001/27/2020 001-0550-54500-00 Amanda Buck Meals - Dispatcher training - Rockford - ABuck 64.00 64.0001/27/2020 001-0550-54500-00 Sara Helms Meals - Dispatcher training - Rockford - SHelms 64.00 64.0001/27/2020 001-0550-55800-00 CDW Computer Centers, Inc.MS Office Pro Plus 2019 1,355.52 1,355.5201/27/2020 001-0550-85500-00 Knox County Sheriff's Department 01/20 Share of Ambulance Service 674.82 674.8201/27/2020 $3,002.35Subtotal for Division: 0550 001-0605-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 153.41 153.4112/31/2019 001-0605-54000-00 CenturyLink 12/19 Service 211.38 211.3812/31/2019 001-0605-55500-00 Getz Fire Equipment Co., Inc.Hydro tests 567.40 567.4012/31/2019 001-0605-55500-00 Supreme Radio Communications, Inc.Program taskforce portables to #54 180.00 180.0012/31/2019 001-0605-55700-00 Four Seasons Pest Control 12/19 Service 15.00 15.0012/31/2019 001-0605-55700-00 Four Seasons Pest Control 12/19 Service 20.00 20.0012/31/2019 001-0605-55700-00 Four Seasons Pest Control 12/19 Service 15.00 15.0012/31/2019 001-0605-62500-00 Advance Auto Parts Fuel filter #55 71.22 71.2201/27/2020 001-0605-65000-00 Office Specialists, Inc.Towels, dishsoap 108.55 108.5501/27/2020 001-0605-65000-00 Office Specialists, Inc.Detergent 97.52 97.5201/27/2020 001-0605-65000-00 Office Specialists, Inc.Toilet tissue 41.56 41.5601/27/2020 001-0605-65500-00 Hastings Air-Energy Control, Inc Pressure sensor 54.78 54.7801/27/2020 001-0605-66000-00 Galesburg Electric, Inc.Bulbs, ballasts 99.44 99.4412/31/2019 001-0605-67500-00 Midwest Uniform Supply, Inc Polos - BStevenson 173.96 173.9612/31/2019 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 4 Account Number Vendor AmountDescription PO NoDate 001-0605-67500-00 Ray O'Herron Co., Inc.Navy cap - Lenz 59.24 59.2401/27/2020 001-0605-67500-00 Midwest Uniform Supply, Inc Rip stop EMS pants - JWebber 59.99 59.9901/27/2020 001-0605-67500-00 Ray O'Herron Co., Inc.HG collar brass - BStevenson 48.36 48.3601/27/2020 001-0605-68600-00 Office Specialists, Inc.Gloves 55.27 55.2701/27/2020 $2,032.08Subtotal for Division: 0605 001-0630-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 4.95 4.9512/31/2019 $4.95Subtotal for Division: 0630 $100,813.39Subtotal for Fund: 001 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - High performance patching mix 481.50 0000091605 481.5001/27/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - High performance patching mix 807.00 0000091605 807.0001/27/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2 CY PP2 254.00 254.0001/27/2020 011-0000-66000-00 Roanoke Concrete Products Co 2.5 ton white rock 279.85 279.8512/31/2019 011-0000-66000-00 Roanoke Concrete Products Co 97.53 ton CA6 1,874.53 1,874.5312/31/2019 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - High performance patching mix 490.50 0000091605 490.5001/27/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - High performance patching mix 468.00 0000091605 468.0001/27/2020 $4,655.38Subtotal for Division: 0000 $4,655.38Subtotal for Fund: 011 014-0000-51000-00 Hanson Professional Services, Inc Professional services to address a drainage issue at the East Ma 346.25 0000091517 346.2512/31/2019 014-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - CLSM 528.75 0000091610 528.7501/27/2020 014-0000-66000-00 SNI Solutions Geomelt products for the 2019-2020 winter season 7,796.10 0000091530 7,796.1001/27/2020 014-0000-66000-00 Roanoke Concrete Products Co 2 ton flowable 122.98 122.9812/31/2019 $8,794.08Subtotal for Division: 0000 $8,794.08Subtotal for Fund: 014 016-0000-22002-00 Illinois State Police Asset Seizure & Forfeiture Seizure Funds #19-18522 665.00 665.0001/27/2020 016-0000-54500-00 Illinois Tollway Tolls - Virginia DOT, Pennsylvania Turnpike 18.34 18.3412/31/2019 016-0000-69300-00 Animal Medical Center Heartguard, frontline - Cairo 277.56 277.5601/27/2020 $960.90Subtotal for Division: 0000 $960.90Subtotal for Fund: 016 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 5 Account Number Vendor AmountDescription PO NoDate 018-0000-62500-00 Midstate Manufacturing, Inc.Hose #112 158.29 158.2912/31/2019 $158.29Subtotal for Division: 0000 $158.29Subtotal for Fund: 018 019-1905-54000-00 CenturyLink 12/19 Service 31.77 31.7712/31/2019 019-1905-59528-00 Galesburg Community Foundation 11/19 2% Hotel/Motel Tax Pmts 22,536.70 22,536.7012/31/2019 019-1905-59528-00 Galesburg Community Foundation 03/19 Duplicate payment -14,868.42-14,868.4212/31/2019 019-1905-59537-00 Knox Civic Center Authority 03/19 Duplicate Payment -7,825.47-7,825.4712/31/2019 019-1905-59537-00 Knox Civic Center Authority 11/19 2% Hotel/Motel Tax Pmts 11,861.41 11,861.4112/31/2019 $11,735.99Subtotal for Division: 1905 019-1910-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 106.40 106.4012/31/2019 019-1910-54000-00 CenturyLink 12/19 Service 158.86 158.8612/31/2019 019-1910-55700-00 Mechanical, Inc Repair water leak on flange for hot water system 365.31 365.3112/31/2019 019-1910-55700-00 Mechanical, Inc Repair blower motor 567.50 567.5012/31/2019 019-1910-62500-00 Yemm Ford, Inc Speed sensor #450 31.80 31.8001/27/2020 $1,229.87Subtotal for Division: 1910 019-1911-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 282.08 282.0812/31/2019 019-1911-55700-00 Mechanical, Inc Repairs to server room AC 554.69 554.6912/31/2019 019-1911-55700-00 Kone, Inc 2020 Maintenance Agreement 2,143.92 2,143.9201/27/2020 019-1911-55700-00 Amos Blevins Install industrial lever lock 735.00 735.0012/31/2019 019-1911-57500-00 Aramark Uniform Serv. Inc.01/20 Service 15.00 15.0001/27/2020 019-1911-57500-00 Aramark Uniform Serv. Inc.01/20 Service 15.00 15.0001/27/2020 019-1911-66000-00 Galesburg Electric, Inc.Ballast, bulbs 63.56 63.5601/27/2020 019-1911-66000-00 Imaginethat Graphics GPD door plates 15.00 15.0001/27/2020 019-1911-66000-00 Imaginethat Graphics GPD door plates 45.00 45.0001/27/2020 $3,869.25Subtotal for Division: 1911 019-1915-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 252.39 252.3912/31/2019 019-1915-54000-00 CenturyLink 12/19 Service 31.77 31.7712/31/2019 019-1915-57500-00 Aramark Uniform Serv. Inc.01/20 Service 45.40 45.4001/27/2020 019-1915-57500-00 Aramark Uniform Serv. Inc.01/20 Service 45.40 45.4001/27/2020 019-1915-62500-00 Advance Auto Parts Hydraulic filter #515 28.17 28.1701/27/2020 019-1915-62500-00 MFC Hose #509 19.15 19.1501/27/2020 019-1915-62500-00 Nichols Diesel Service, Inc.Starter #506 368.59 368.5901/27/2020 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 6 Account Number Vendor AmountDescription PO NoDate 019-1915-62500-00 Elliott Equipment Co.Pressure switch #503 40.47 40.4701/27/2020 019-1915-62500-00 Brozene Hydraulic Service Lift frame #501 380.31 380.3101/27/2020 019-1915-62510-00 Herr Petroleum Corp Credit for 328.1 gal diesel #2, 36.5 gal diesel #1 -1,536.82 0000091579-1,536.8201/27/2020 019-1915-62510-00 Herr Petroleum Corp 328.10 gal deisel #2, 36.5 gal diesel #1 1,515.59 0000091579 1,515.5901/27/2020 $1,190.42Subtotal for Division: 1915 019-1920-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 42.06 42.0612/31/2019 019-1920-54000-00 CenturyLink 12/19 Service 55.11 55.1112/31/2019 019-1920-55500-00 Glasnovich Auto Body Body repair #551 1,869.04 1,869.0401/27/2020 019-1920-57500-00 Aramark Uniform Serv. Inc.01/20 Service 7.00 7.0001/27/2020 019-1920-57500-00 Aramark Uniform Serv. Inc.01/20 Service 7.00 7.0001/27/2020 019-1920-61000-00 Office Specialists, Inc.Calendar, binder, binder index 10.36 10.3601/27/2020 019-1920-66000-00 MTI Distributing, Inc 8-out board w/cable 526.39 526.3901/27/2020 019-1920-66500-00 Gold Medal - Central Illinois, LLC Hot dog machine 543.15 543.1501/27/2020 $3,060.11Subtotal for Division: 1920 019-1925-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 24.74 24.7412/31/2019 $24.74Subtotal for Division: 1925 019-1935-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 39.59 39.5912/31/2019 019-1935-54000-00 CenturyLink 12/19 Service 128.77 128.7712/31/2019 019-1935-55500-00 Johnson Controls Fire Protection LP Replaced part on dry sprinkler 912.00 912.0001/27/2020 019-1935-57500-00 Aramark Uniform Serv. Inc.01/20 Service 176.90 176.9001/27/2020 019-1935-66000-00 Galesburg Electric, Inc.LED panels, connectors 2,247.19 2,247.1901/27/2020 019-1935-66000-00 Galesburg Electric, Inc.Bulbs,utility knife 560.98 560.9801/27/2020 019-1935-66000-00 Galesburg Electric, Inc.Wire connectors 58.95 58.9501/27/2020 $4,124.38Subtotal for Division: 1935 019-1940-64125-00 Gold Medal - Central Illinois, LLC Misc concessions 216.78 216.7801/27/2020 019-1940-64125-00 Atlantic Coca-Cola Soda, powerade 120.92 120.9201/27/2020 $337.70Subtotal for Division: 1940 019-1945-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 183.10 183.1012/31/2019 $183.10Subtotal for Division: 1945 019-1950-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 12.37 12.3712/31/2019 $12.37Subtotal for Division: 1950 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 7 Account Number Vendor AmountDescription PO NoDate 019-1955-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 423.11 423.1112/31/2019 019-1955-54000-00 CenturyLink 12/19 Service 31.79 31.7912/31/2019 $454.90Subtotal for Division: 1955 019-1960-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 54.44 54.4412/31/2019 019-1960-54000-00 CenturyLink 12/19 Service 31.77 31.7712/31/2019 019-1960-55700-00 Dowers Roofing, Inc.Roof leak repairs - Hawthorne Gym 729.00 729.0012/31/2019 $815.21Subtotal for Division: 1960 019-1965-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 12.37 12.3712/31/2019 019-1965-54000-00 CenturyLink 12/19 Service 61.44 61.4412/31/2019 019-1965-57500-00 Aramark Uniform Serv. Inc.01/20 Service 29.98 29.9801/27/2020 019-1965-57500-00 Aramark Uniform Serv. Inc.01/20 Service 29.98 29.9801/27/2020 019-1965-62500-00 Midstate Manufacturing, Inc.Hose #581 54.74 54.7412/31/2019 $188.51Subtotal for Division: 1965 019-1970-52300-00 West Central FS, Inc Propane 335.00 335.0012/31/2019 019-1970-54000-00 CenturyLink 12/19 Service 63.55 63.5512/31/2019 $398.55Subtotal for Division: 1970 019-1975-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 9.90 9.9012/31/2019 019-1975-54000-00 CenturyLink 12/19 Service 45.13 45.1312/31/2019 019-1975-55500-00 Midstate Manufacturing, Inc.Piston seal #106 104.75 104.7512/31/2019 019-1975-62500-00 Advance Auto Parts Fuel filter #143 5.79 5.7901/27/2020 019-1975-62500-00 Advance Auto Parts Fuel filter #143 6.92 6.9201/27/2020 019-1975-62500-00 Napa Auto Parts Air filter #143 54.68 54.6801/27/2020 $227.17Subtotal for Division: 1975 $27,852.27Subtotal for Fund: 019 020-0000-55700-00 J.P. Benbow, Inc.Replace fan switch 277.93 277.9301/27/2020 $277.93Subtotal for Division: 0000 $277.93Subtotal for Fund: 020 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 8 Account Number Vendor AmountDescription PO NoDate 024-0000-52300-00 Ameren Illinois 12/19 Heat #3293493011 61.39 61.3912/31/2019 024-0000-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 22.27 22.2712/31/2019 024-0000-83100-00 Larson Family Real Estate, LLLP 07/19-09/19 Sales tax rebate 5,337.15 5,337.1512/31/2019 024-0000-88300-00 Breslin's Floor Covering, Inc 02/20 Parking Lot Lease 537.58 537.5801/27/2020 $5,958.39Subtotal for Division: 0000 $5,958.39Subtotal for Fund: 024 030-0000-20102-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 47.51 47.5112/31/2019 030-0000-20102-00 CenturyLink 12/19 Service 59.67 59.6712/31/2019 030-0000-20102-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 110.86 110.8612/31/2019 030-0000-20102-00 WMOI - FM Radio ads 600.00 600.0012/31/2019 030-0000-20102-00 CenturyLink 12/19 Service 115.60 115.6012/31/2019 $933.64Subtotal for Division: 0000 030-0320-55000-00 IPTA - IL. Public Transit Assoc.2020 Dues - BJollay 720.00 720.0001/27/2020 030-0320-65000-00 Office Specialists, Inc.Floor cleaner, kleenex 84.12 84.1201/27/2020 $804.12Subtotal for Division: 0320 030-0370-55000-00 IPTA - IL. Public Transit Assoc.2020 Dues - BJollay 180.00 180.0001/27/2020 030-0370-55000-00 IPTA - IL. Public Transit Assoc.2020 Dues - Bus Subsidy - KMcCluskie 180.00 180.0001/27/2020 030-0370-59410-00 Galesburg Transit 02/20 Transit Contract 90,000.00 90,000.0001/27/2020 $90,360.00Subtotal for Division: 0370 $92,097.76Subtotal for Fund: 030 049-0000-20102-00 Massie Massie & Associates, Inc Park Plaza & Parking Lot E Desgn/Construction Mgt Services (T&M) 415.00 0000090944 415.0001/27/2020 $415.00Subtotal for Division: 0000 $415.00Subtotal for Fund: 049 052-0000-55700-00 Collins & Hermann, Inc Fence installation along Rogers Park as per bid & specifications 21,750.00 0000091564 21,750.0001/27/2020 $21,750.00Subtotal for Division: 0000 $21,750.00Subtotal for Fund: 052 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 9 Account Number Vendor AmountDescription PO NoDate 057-0000-51000-00 US Sterling Capital Corp., Inc.First Natl Bank Paragould 240.66 240.6601/27/2020 $240.66Subtotal for Division: 0000 $240.66Subtotal for Fund: 057 059-0000-51000-00 Office Specialists, Inc.Furniture Remove/Replacement Services during carpet installation 585.00 0000091553 585.0001/27/2020 059-0000-51000-00 Office Specialists, Inc.Furniture Remove/Replacement Services during carpet installation 845.00 0000091553 845.0001/27/2020 059-0000-83100-00 BNSF Railway Company Grade crossing signal installation for S Academy and S Cedar cro 7,561.82 0000091507 7,561.8212/31/2019 059-0000-83100-00 BNSF Railway Company Grade crossing signal installation for S Academy and S Cedar cro 65.26 0000091507 65.2612/31/2019 059-0000-83100-00 BNSF Railway Company Grade crossing signal installation for S Academy and S Cedar cro 3,510.27 0000091507 3,510.2712/31/2019 059-0000-83100-00 BNSF Railway Company Grade crossing signal installation for S Academy and S Cedar cro 65.26 0000091507 65.2612/31/2019 $12,632.61Subtotal for Division: 0000 $12,632.61Subtotal for Fund: 059 061-0000-15501-00 Hutchison Engineering, Inc Inspection services for the rehabilitation of the Ranney Collect 2,370.00 0000091370 2,370.0012/31/2019 061-0000-20101-00 GPP HOLDINGS LLC Refund Check 102.50 102.5001/17/2020 061-0000-20101-00 LINDSEY HURLEY Refund Check 60.51 60.5101/22/2020 061-0000-20101-00 BLAINE VILLARREAL Refund Check 7.81 7.8101/22/2020 061-0000-20101-00 ROGER HAGERTY Refund Check 81.51 81.5101/22/2020 061-0000-20101-00 GLENDA OETH Refund Check 18.21 18.2101/17/2020 061-0000-20101-00 GRETCHEN BELLESS Refund Check 109.46 109.4601/17/2020 061-0000-20101-00 JAMES EDWARDS Refund Check 27.50 27.5001/17/2020 061-0000-20101-00 KEHOE PROPERTIES Refund Check 98.75 98.7501/17/2020 061-0000-20101-00 MAGGIE DECKER Refund Check 23.70 23.7001/17/2020 061-0000-20101-00 PAUL MANGIERI Refund Check 80.43 80.4301/24/2020 061-0000-20101-00 ANDREW PETERSON Refund Check 41.71 41.7101/24/2020 061-0000-20101-00 DOROTHEA ASBURY Refund Check 25.76 25.7601/24/2020 061-0000-20101-00 OLIVIA TURNER Refund Check 76.97 76.9701/24/2020 061-0000-20101-00 MORGAN CARLSON Refund Check 103.21 103.2101/17/2020 061-0000-20101-00 NANCY BRAMLETT Refund Check 27.50 27.5001/17/2020 061-0000-20101-00 SEMINARY & CHERRY HOLDINGS LLC Refund Check 85.35 85.3501/17/2020 061-0000-20101-00 SEMINARY STREET STATION Refund Check 14.23 14.2301/17/2020 061-0000-20101-00 BLAKE SELBY Refund Check 79.28 79.2801/17/2020 061-0000-20101-00 EDWARD D JONES & CO Refund Check 71.28 71.2801/17/2020 061-0000-20101-00 JOSEPH HATHAWAY JR Refund Check 104.85 104.8501/22/2020 061-0000-20101-00 TASHIA FARRIS Refund Check 75.53 75.5301/17/2020 061-0000-20101-00 THAD MOORE Refund Check 85.36 85.3601/17/2020 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 10 Account Number Vendor AmountDescription PO NoDate 061-0000-20101-00 DANIEL STOLLENWERK Refund Check 110.00 110.0001/17/2020 061-0000-20102-00 Farnsworth Group, Inc.Construction Engineering - Gravel Pack Well #5 172.00 0000091393 172.0001/27/2020 061-0000-51000-00 Julie Inc 2020 Annual Transmissions 1,862.64 1,862.6401/27/2020 061-0000-51000-00 PDC Laboratories, Inc.Water testing 38.00 38.0001/27/2020 061-0000-51000-00 PDC Laboratories, Inc.Water testing 42.00 42.0001/27/2020 061-0000-51000-00 PDC Laboratories, Inc.Water testing 98.00 98.0012/31/2019 061-0000-51000-00 US Sterling Capital Corp., Inc.First Nat'l Bank of Weatherford 240.66 240.6601/27/2020 061-0000-51500-00 Sebis Direct Inc 12/19 UB Printing Costs 841.75 841.7512/31/2019 061-0000-52300-00 Nicor Gas 12/19 Heat #20727010009 75.48 75.4812/31/2019 061-0000-52300-00 Nicor Gas 12/19 Heat #14511554116 1,624.71 1,624.7112/31/2019 061-0000-52500-00 Galesburg Sanitary Dist.10/19-12/19 Sewer User Fees 39.59 39.5912/31/2019 061-0000-54000-00 CenturyLink 12/19 Service 257.08 257.0812/31/2019 061-0000-55700-00 Mid-America Systems, Inc.Annual Hoist Inspection 1,586.00 1,586.0001/27/2020 061-0000-55800-00 Accela 2020 Springbrook Annual Maintenance 5,987.12 0000091588 5,987.1201/27/2020 061-0000-55800-00 Accela 2020 Springbrook CivicPay Online Maintenance 3,654.00 0000091588 3,654.0001/27/2020 061-0000-62510-00 Herr Petroleum Corp 189.7 diesel #2, 21 gal diesel #1 514.99 0000091581 514.9901/27/2020 061-0000-65000-00 Office Specialists, Inc.Liners 62.48 62.4801/27/2020 061-0000-65500-00 Petty Cash - Water Dept.Farm King - armor all 8.69 8.6912/31/2019 061-0000-66000-00 Core & Main Meter resetters 201.50 201.5001/27/2020 061-0000-66000-00 Gunther Construction Co., a div. of UCM, Inc 22.48 tons FA1 392.05 392.0512/31/2019 061-0000-66000-00 Petty Cash - Water Dept.Peoples - swivel 11.98 11.9812/31/2019 061-0000-66000-00 Petty Cash - Water Dept.Farm King - fittings 4.58 4.5812/31/2019 061-0000-66500-00 Petty Cash - Water Dept.Napa - screwdriver 8.49 8.4912/31/2019 061-0000-66500-00 Petty Cash - Water Dept.Galesburg Elec - screwdriver 4.88 4.8812/31/2019 061-0000-66500-00 Petty Cash - Water Dept.Lowes - box blades 5.98 5.9812/31/2019 061-0000-66700-00 Core & Main 2019 Meters & MXU's as per bid 1,764.00 0000091367 1,764.0001/27/2020 061-0000-66700-00 Core & Main 2019 Meters & MXU's as per bid 1,764.00 0000091367 1,764.0001/27/2020 061-0000-66700-00 Core & Main 2019 Meters & MXU's as per bid 1,296.00 0000091367 1,296.0001/27/2020 061-0000-66700-00 Core & Main 2019 Meters & MXU's as per bid 1,380.00 0000091367 1,380.0001/27/2020 061-0000-68000-00 Richard Fielder Reimburse for OT food during main break 42.69 42.6912/31/2019 061-0000-68000-00 Petty Cash - Water Dept.Circle K - ice 9.98 9.9801/27/2020 061-0000-68500-00 Brenntag Mid-South, Inc Drum Return -3,000.00 0000091591-3,000.0001/27/2020 061-0000-68500-00 Brenntag Mid-South, Inc 2020 Liquid Chlorine for Water Division as per bid. This is a b 3,711.00 0000091591 3,711.0001/27/2020 $28,583.73Subtotal for Division: 0000 $28,583.73Subtotal for Fund: 061 067-0000-51500-00 Sebis Direct Inc 12/19 UB Printing Costs 420.81 420.8112/31/2019 067-0000-55800-00 Accela 2020 Springbrook Annual Maintenance 2,948.88 0000091588 2,948.8801/27/2020 067-0000-59502-00 Waste Management, Inc.01/20 Refuse Removal Contract 165,992.03 165,992.0301/27/2020 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 11 Account Number Vendor AmountDescription PO NoDate $169,361.72Subtotal for Division: 0000 $169,361.72Subtotal for Fund: 067 078-0000-51000-00 OSF Occupational Medicine Pre employment exam 170.00 170.0012/31/2019 078-0000-51000-00 OSF Occupational Medicine Drug screening 85.00 85.0012/31/2019 078-0000-51000-00 OSF Occupational Medicine Drug screening 85.00 85.0012/31/2019 078-0000-51000-00 Resource Management Services, Inc 01/20-03/20 Consultation & Counseling Services 1,239.00 1,239.0001/27/2020 078-0000-51000-00 OSF Occupational Medicine Pre employment exam 125.00 125.0012/31/2019 078-0000-51000-00 In Touch Communications Services, LLC 2020 Annual Service Contract 500.00 500.0001/27/2020 078-0000-56535-00 NES Michigan, Inc.Work comp dos 7/3/19 #0999086MI171410 382.60 382.6012/31/2019 078-0000-56535-00 NES Michigan, Inc.Work comp dos 9/26/19 #0999086MI171411 252.96 252.9612/31/2019 078-0000-56597-00 AMP Electrical Services, Inc.Install surge protector and display boards 4,758.63 4,758.6312/31/2019 078-0000-56597-00 Fears Fence Company Replacement of decorative fencing at the dead end of Cherry St 3,486.84 0000091557 3,486.8401/27/2020 078-0000-56597-00 Traffic Control Corp., Inc.Materials for repairs - Accident - Monm Blvd/Academy/South 1,072.11 1,072.1101/27/2020 $12,157.14Subtotal for Division: 0000 $12,157.14Subtotal for Fund: 078 Report Total:$486,709.25$486,709.25 AP-Transactions by Account (01/27/2020 - 12:00 PM)Page 12 Date Check #Vendor Name Description Account #Amount 1/16/2020 0 Andrew Hale Officiated WIYBL - 8 games - 12/21/19 019-1940-51400 200.00 1/16/2020 92282 Knox County Recorders Office Recording Lis Pendens 772 Ella St 001-0160-51300 63.00 1/16/2020 92283 Oneida Network Services, Inc 01/20 Internet - Kerzi 001-0207-54000 49.95 1/17/2020 0 James Hartshorn Officiated Vball - 5 games - 1/15 019-1940-51400 100.00 1/17/2020 0 Mike Hines Officiated Vball - 5 games - 1/15 019-1940-51400 100.00 1/17/2020 0 Neopost USA Postage for machine 061-0000-10702 500.00 1/17/2020 0 Leah Glaser Officiated Vball - 3 games - 1/15 019-1940-51400 60.00 1/17/2020 20021 J W Summy Contracting Corp.Help rehab work for 1892 Grand Ave. DCEO2018-001 013-0000-83100 6,825.00 1/17/2020 0 Nikki McNamara Officiated Vball - 3 games - 1/15 019-1940-51400 60.00 1/17/2020 0 Linwood Cemetery Trust Eastern 40% of Cemetery/Scattering Sales for FY 19 089-0000-10190 13,343.00 1/17/2020 92284 Estate of Carol Hughs Reissue UB refund cks 92244 & 92077 to the Estate 061-0000-20101 39.25 1/17/2020 0 Michael McDorman Non Safety toe boots 001-0605-67500 99.36 1/23/2020 0 BlueCross BlueShield of Illinois 02/20 Health Insurance Premium 078-0000-20315 344,898.08 1/23/2020 92350 Ameren Illinois 12/19 Electricity #01147-55694 001-0450-52000 16,873.60 1/23/2020 92350 Ameren Illinois 12/19 Electricity #01147-55694 001-0605-52000 509.06 1/23/2020 92350 Ameren Illinois 12/19 Electricity #01147-55694 001-0630-52000 36.10 1/23/2020 92350 Ameren Illinois 12/19 Electricity #01147-55694 019-1915-52000 244.72 1/23/2020 92350 Ameren Illinois 12/19 Electricity #01147-55694 019-1935-52000 1,239.47 1/23/2020 92350 Ameren Illinois 12/19 Electricity #01147-55694 019-1945-52000 1,229.76 1/23/2020 92350 Ameren Illinois 12/19 Electricity #01147-55694 019-1965-52000 120.52 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 001-0445-52300 433.84 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 001-0450-52300 833.50 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 001-0510-52300 169.72 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 001-0605-52300 850.75 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 001-0630-52300 105.08 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 019-1910-52300 1,040.32 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 019-1915-52300 1,298.69 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 019-1935-52300 542.44 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 019-1945-52300 1,564.56 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 019-1950-52300 357.33 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 019-1955-52300 5,340.56 1/23/2020 92350 Ameren Illinois 12/19 Heat #01147-55694 019-1965-52300 422.67 1/24/2020 0 BlueCross BlueShield of Illinois 02/20 Vision Insurance Premiums 078-0000-20315 2,886.59 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0110-47500 80.70 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0115-47500 70.20 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0120-47500 60.47 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0145-47500 18.00 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0205-47500 180.00 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0207-47500 72.00 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0305-47500 35.18 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0306-47500 168.42 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0410-47500 185.25 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0445-47500 36.00 Advance Checks and ACH Payments as of 1/27/2020 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0450-47500 57.60 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0510-47500 385.20 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0550-47500 46.80 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 001-0605-47500 216.00 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 014-0000-47500 36.00 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 018-0000-47500 55.80 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 019-1905-47500 133.65 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 019-1920-47500 72.00 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 019-1965-47500 36.00 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 019-1975-47500 35.85 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 024-0000-47500 38.16 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 030-0320-47500 36.00 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 030-0370-47500 24.57 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 061-0000-47500 183.45 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 067-0000-47500 8.78 1/24/2020 0 Dearborn National Life Insurance Co.02/20 Life Insruance Premiums 078-0000-47500 21.12 1/24/2020 0 Farmers & Mechanics Bank 12/19 F&M Bank Trust Fees 019-1905-51000 4.64 1/24/2020 0 Farmers & Mechanics Bank 12/19 F&M Bank Trust Fees 057-0000-51000 33.44 1/24/2020 0 Farmers & Mechanics Bank 12/19 F&M Bank Trust Fees 058-0000-51000 20.89 1/24/2020 0 Farmers & Mechanics Bank 12/19 F&M Bank Trust Fees 061-0000-51000 113.04 1/24/2020 0 Neopost USA Postage for machine 061-0000-10702 500.00 Grand Total 405,402.13$ ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: WEC Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG JANUARY 21, 2020 AGENDA ITEM: Special Ordinance for Public Benches on the Public Right-of-Way (R.O.W). SUMMARY RECOMMENDATION: The City Manager and Director of Planning and Public Works recommend approval of a special ordinance allowing the installation and maintenance of public benches on the public right of way (ROW) BACKGROUND: Over the past thirty five years or more, the City has contracted to allow benches to be placed on the public ROW for the public’s use. A company has provided the benches and sold advertising space on the benches in order to pay for their upkeep and replacement as needed. The City has collected a license fee per bench over the last 30 years ranging from $5 per bench per year to the current $25 per bench per year. In the past, a special ordinance was approved which operated as the agreement as well. Legal counsel has recommended to separate the special ordinance from the agreement, so they are two separate items. This item is for the special ordinance which requires two readings by the Council. It is proposed to bring the agreement to the Council at the February 3, 2020 meeting when this ordinance will be on final reading. The special ordinance provides the general framework for authorizing benches to be placed on the public ROW with a permit and the agreement will provide specifics as to the company being allowed to place the benches, fees charged, and other terms. The ordinance will continue on in the future and will not need to be reapproved each time that the agreement is revised or renewed. The current agreement with Mr. Kohl to install and maintain bus stop benches on the City R.O.W. for public convenience expired January 2, 2020. It is proposed to enter into a new 10 year agreement with Mr. Kohl to provide the same services as in the previous agreement. Mr. Kohl will pay the City $36 per year for each permitted bench location with a 3 percent escalator each year of the agreement. This rate is approximately 12% of the revenue that is collected by Mr. Kohl in advertising each year. All installation and maintenance of the benches is done by Mr. Kohl. He also lines up all the advertising and gets the artwork done and installed on the benches. The City is only providing the right and privilege for the bus benches to be installed and maintained on the City R.O.W. and does not perform any work on the benches. There are currently 61 benches located around the City. BUDGET IMPACT: Estimated $2,196 annual revenue SUPPORTING DOCUMENTS: 1. Special Ordinance 20-1000 SPECIAL ORDINANCE AN ORDINANCE FOR THE AUTHORIZATION OF THE PLACING OF PUBLIC BENCHES UPON PUBLIC PROPERTY, FOR THEIR REGULATION, AND FOR REGULATION OF THE ADVERTISING PLACED UPON SUCH BENCHES. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS: SECTION ONE: For the convenience of the public, it shall hereafter be lawful for individuals or corporations to install and maintain benches located upon public property for the accommodation of passersby or persons awaiting transportation and to place advertising matter and signs upon said benches, subject to the following regulations, limitations and qualifications contained in the following sections of this ordinance. SECTION TWO: No such bench shall be installed or maintained without a permit obtained from the Director of Public Works. No permit to maintain or install any such bench within the business district of the City shall be granted. The business district of the City is hereby defined as follows: West Main Street between the Burlington Northern Santa Fe Railroad right-of-way and East Main Street Burlington Northern Santa Fe Railroad right-of-way; The Public Square; Ferris Street between Academy Street and Seminary Street; Simmons Street between Academy Street and Seminary Street; West Street and Cedar Street between Ferris Street and Simmons Street; Broad Street, Cherry Street, Prairie Street, Kellogg Street and Seminary Street between Ferris Street and Simmons Street; Seminary Street between Ferris Street and South Street; Chambers Street between Mulberry Street and a point of 276 feet north of the north line of Main Street. Provided, that the Director of Public Works may, with the approval of the City Council and the Mayor waive this provision and authorize the issuance of a permit to place a bench at any one or all of said intersections. The Director of Public Works shall be vested with the administration and enforcement of this Ordinance and with the authority to issue all permits hereunder, and he shall have power to make reasonable regulations for the carrying out of the provisions hereof. An applicant for a permit hereunder, shall submit his application to the Director of Public Works and such other information as the Director of Public Works may, in his discretion, require. One application may be made for one or more benches, and one permit may be issued for one or more benches, provided, however, that a separate fee shall be paid as hereafter stipulated for each bench. The public property on or by which such benches may be installed shall include public thoroughfares, streets and sidewalks. SECTION THREE: The application for a permit shall be denied or the permit shall be cancelled during the following circumstances: If the Director of Public Works finds before granting a permit that the maintenance of a bench at the proposed location would tend to obstruct passage along a public way or to create a hazard to a person traveling thereon or be of no significant utility to pedestrians, he shall deny the application. SECTION FOUR: In any case where an application is submitted, the Director of Public Works shall act upon the same within ten days after receipt of both application and fee and shall file his approval or disapproval of the same with the City Clerk. When the application is disapproved, or where any permit is rescinded, a brief statement of the reason for such action shall be filed by the Director of Public Works with the City Clerk. SECTION FIVE: If any phrase, sentence or portion of this Ordinance shall be declared invalid by a Court of competent jurisdiction, the remainder of the Ordinance shall nevertheless be enforced, as if the same has been passed without such invalid portion, and permits issued hereunder shall be deemed valid to the same extent that they would have been valid if this Ordinance had originally been passed without such invalid portion. SECTION SIX: All Ordinances which are inconsistent with the provisions of this Ordinance are hereby repealed or modified to the extent that they are inconsistent with the terms of this Ordinance. Approved this ______day of ____________________, 20__, by roll call vote as follows: Roll Call #: Ayes: ______________________________________________________________________________ Nays: ______________________________________________________________________________ Absent: _______________________________________________________________________ ______________________________________________________________________________ John Pritchard, Mayor ATTEST: Kelli R. Bennewitz, City Clerk ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: AJG Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER JANUARY 21, 2020 AGENDA ITEM: Ordinance to designate seven (7) existing parking spaces in City Parking Lot A as 2-hour time limit parking. SUMMARY RECOMMENDATION: The City Manager, Director of Planning and Public Works and City Engineer recommend approval of this Ordinance to designate seven (7) parking spaces on the east side of City Parking Lot A as 2-hour time limit parking. BACKGROUND: A request was brought to the Traffic Advisory Committee to address parking availability in City Parking Lot A. Local businesses in the area have indicated that parking availability in the lot is low during peak business hours. Currently, there are 18 two-hour parking limit spaces on the southeast side of the lot that were implemented in 2009 to help alleviate a similar issue of low turnover in parking spaces in the lot. City staff performed a recent parking survey of the lot and determined that the east half of the lot has few available spots throughout the day while the west portion of the lot typically has available parking. The committee discussed the issue and recommend that additional 2-hour time limit parking be implemented in the lot to increase short-term parking availability. It is recommended to install these spots on the eastern side of the lot as indicated in the attached exhibit. This area of the lot sees the greatest pressure for parking as indicated by the parking survey. People seeking to park for longer than 2-hours have available parking on the west side of the lot as well as in City Parking Lot B just to the northeast. It has been observed that both of these areas have sufficient parking availability. BUDGET IMPACT: Cost of signs and posts. SUPPORTING DOCUMENTS: 1. Ordinance 2. Location Map of 2-hour parking 20-1001 ORDINANCE NO. _________________ BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS, AS FOLLOWS: SECTION ONE: Appendix YY of Chapter 77 of the City of Galesburg Code of Ordinances shall be, and is hereby amended by adding the following language: Two hour parking limit in seven (7) spaces on the east side of Parking Lot A. SECTION TWO: All ordinances or parts of ordinances, in conflict with this ordinance are, to the extent of such conflict, hereby repealed. SECTION THREE: This ordinance shall be in full force and effect following its passage, approval and publication as required by law. Approved this ______day of ____________________, 2020, by roll call vote as follows: Roll Call #: Ayes: ______________________________________________________________________________ ______________________________________________________________________________ Nays: ______________________________________________________________________________ Absent: _______________________________________________________________________ ______________________________________________________________________________ ______________________________ John Pritchard, Mayor ATTEST: ______________________________ Kelli R. Bennewitz, City Clerk ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: BAN Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER FEBRUARY 3, 2020 AGENDA ITEM: An ordinance granting Galesburg Public Library Board of Trustees authority to use eminent domain to acquire property for the construction of a new public library. SUMMARY RECOMMENDATION: The City Manager recommends approval of the ordinance. BACKGROUND: The Galesburg Public Library Board of Trustees is proceeding with the process for the construction of a new public library. State law provides that the Galesburg Public Library Board of Trustees may not utilize eminent domain to acquire real property unless the City Council grants them such authority. This ordinance grants the Library Board authority to use eminent domain to acquire the following properties: •211 West Simmons St •74 South West St. •212 West Main St. •234 West Main St. •284 W. Main St. •292 West Main St. The Library Board will continue to negotiate the acquisition of these properties from their respective owners, but has requested that the City Council approve the Ordinance in the event that such negotiations are unsuccessful. BUDGET IMPACT: Galesburg Public Library has sufficient funds budgeted for the acquisition of this real property. SUPPORTING DOCUMENTS: 1. Ordinance 2. GIS Map Showing Parcels 20-1002 ORDINANCE NO. _________________ AN ORDINANCE GRANTING THE GALESBURG PUBLIC LIBRARY BOARD OF TRUSTEES AUTHORITY TO USE EMINENT DOMAIN TO ACQUIRE PROPERTY FOR THE CONSTRUCTION OF A NEW PUBLIC LIBRARY WHEREAS, the City of Galesburg, Illinois, is a home rule unit of government pursuant to Section 6, Article VII of the Constitution of the State of Illinois; and WHEREAS, Article VII, Section 6(a) of the Illinois Constitution grants a home rule unit authority to exercise any power and perform any function pertaining to its government and affairs; and WHEREAS, the Galesburg Public Library Board of Trustees has begun acquisition of real property necessary for the construction of a new public library; and WHEREAS, the Galesburg Public Library Board of Trustees have caused a plan to be prepared and an estimate of the cost for a new library project which has been transmitted to the City Council; and WHEREAS 75 ILCS 5/4-7(13) allows a Library Board to use eminent domain to acquire property subject to prior approval of the City Council; and WHEREAS, the corporate authorities of the City of Galesburg find the need and necessity for acquisition of the parcels described in Exhibit A, and that their acquisition by the Galesburg Public Library Board of Trustees is in the best interests of the health, safety, and welfare of the residents of Galesburg. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS, AS FOLLOWS: SECTION ONE: The foregoing recitals constitute the findings of the Galesburg City Council and the same are hereby incorporated into this Ordinance as is fully set forth herein. SECTION TWO: That acquisition of the real property described in Exhibit A of this Ordinance is convenient, required, necessary and needed for the purpose of construction a new public library. SECTION THREE: The City of Galesburg authorizes the Galesburg Public Library Board of Trustees, or their designee, to negotiate with the owners of the property described in Exhibit A as to the fair market value necessary for acquisition of the real property. SECTION FOUR: In the case of the inability of the Galesburg Public Library Board to agree with the owner or owners of said property upon the purchase price, or if the owner or owners are incapable of consenting to the sale or otherwise refuse to engage in meaningful negotiations, or in case their names or residences are not capable of being determined, the Galesburg Public Library Board of Trustees is authorized to utilize eminent domain to acquire the properties described in Exhibit A and to do and perform all and every act and anything necessary to prosecute an eminent domain case and dispose of the same. SECTION FIVE: All actions of the Galesburg Public Library Board of Trustees, its employees, agents, engineers and attorneys taken prior to the date hereof in furtherance of or consistent with this Ordinance are hereby ratified and affirmed in all respects. SECTION SIX: All ordinances or parts of ordinances, in conflict with this ordinance are, to the extent of such conflict, hereby repealed. SECTION SEVEN: This ordinance shall be in full force and effect from and after its passage, approval and publication as provided by law. Approved this ______day of ____________________, 2020, by roll call vote as follows: Roll Call #: Ayes: ________________________________________________________________________ ______________________________________________________________________________ Nays: ________________________________________________________________________ ______________________________________________________________________________ Absent: _______________________________________________________________________ ______________________________________________________________________________ _________________________________ John Pritchard, Mayor ATTEST: ___________________________________ Kelli R. Bennewitz, City Clerk EXHIBIT A Common Address Estimated Size of Parcel Parcel Index Number Legal Description 211 West Simmons St., Galesburg, IL Land—15,582 Sq. ft. Building—1,700 Sq. ft. 99-15-129-021 Lots 10, 11 and 12 of the Subdivision of 1898 of Block 22 in City of Galesburg, Knox County, Illinois as per plat recorded in volume 1 of Plats, page 214 74 South West St., Galesburg, IL Land—14,830 Sq. ft. Building—8,890 Sq. ft. 99-15-129-015 Lots 18 and 19, including the private alley to the South and West of said Lots; Lot 20, excluding the North 3 feet and 8 inches thereof; All of Lot 21; All in Block 22 of the City of Galesburg, Knox County, Illinois as per Plat recorded in volume 1 of Plats, Page 214 212 West Main St., Galesburg, IL Land—5,920 Sq. ft. Buildings—1,681 Sq. ft. 99-15-129-007 That part of original Lots 1 and 2 in Block 22 in the City of Galesburg, Knox County, Illinois, bounded by a line commencing at the Northeast Corner of said Lot 1, running thence South 80 feet, thence West 74 feet, thence North to the North line of said Lot 2, thence East to the place of beginning. 234 West Main St., Galesburg, IL Land—4,814 Sq. ft. Building—630 Sq. ft. 99-15-129-006 RE S D 1898 Block 22 Lot 2 & N 3 feet of W 58 feet Lot 16, City of Galesburg, County of Knox, State of Illinois 292 West Main St., Galesburg, IL Land—2,574 Sq. ft. Building—864 Sq. ft. 99-15-129-001 The West Half of Lots 6 and 13 in Block 22 in the City of Galesburg, also the right to use the West 3-1/2 feet off the Lot adjoining the above-described Lot on the east and extending south from the south line of Main Street 3 rods, together with 3-1/2 feet off the east side of the above- described Lot extending South 3 rods from the South line of Main Street for a perpetual driveway 7 feet in width, situated in the County of Knox, in the State of Illinois. 284 West Main St., Galesburg, IL Land—2,442 sq. ft. Building—864 Sq. ft. 99-15-129-002 The East one-half of sublots 6 and 13 in Block 22 in the City of Galesburg, also the right to use the East 3-1/2’ off of the lot adjoining the above described lot on the West and extending South from the South line of Main Street 3 rods, which together with 3-1/2’ off the West side of the above described lot extending South from the South line of Main Street 3 rods for a perpetual driveway, situated in the City of Galesburg, lying and being in the Northwest Quarter of Section 15, Township 11 North, Range 1 East of the Fourth Principal Meridian, Knox County Knox County, 2015 Aerials µPrinted: 1/27/2020 Prepared by the Knox County GIS Department. This map is not a legal survey and cannot be usedto establish any type of legal boundary. It is for reference purposes only and is provided as a courtesyby the Knox County GIS Department. Knox County shall not be responsible or suffer any liabilityfor any decisions or interpretations of any kind made by any party using this map or attribute data. Knox County ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: AJG Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER FEBRUARY 3, 2020 AGENDA ITEM: Supplemental Motor Fuel Tax (MFT) Resolution for North Seminary Street reconstruction project. SUMMARY RECOMMENDATION: The City Manager, Director of Planning and Public Works, and City Engineer recommend approval of the Supplemental Motor Fuel Tax Resolution for the City Share of Construction. BACKGROUND: On April 20, 2015 the City Council approved a MFT resolution in the amount of $270,000 when the agreement with the Illinois Department of Transportation (IDOT) was approved for the North Seminary Street reconstruction project from Fremont Street to Walsh Avenue. Following the opening of the bids that were higher than estimated for the project, a supplemental MFT resolution in the amount of $49,580.40 was approved by City Council at the August 3, 2015 meeting. This brought the total Motor Fuel Tax dollars obligated to the project to $319,580.40. Construction on the project was completed in October of 2016. IDOT recently approved the final construction cost for the project in the amount of $1,634,212.39. The City’s share of the final cost is $326,842.48 or 20 percent of the overall cost. This supplemental MFT resolution will cover the additional $7,262.08 in local share for the overall cost of the project. BUDGET IMPACT: There are sufficient fund in the Motor Fuel Tax fund for this work. SUPPORTING DOCUMENTS: 1.Supplemental MFT Resolution 20-2003 Prepared by: WC Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Resolution authorizing the transfer of funds from the Tax Increment Financing (TIF) District II fund to the TIF IV fund for additional costs for repairing the building located at 120 East Main Street. SUMMARY RECOMMENDATION: The City Manager and Director of Planning & Public Works recommend approval of the resolution. BACKGROUND: The Illinois Tax Increment Allocation Redevelopment Act (the TIF Act), provides specifically for the transfer of funds from one TIF district to another. Section 4 (q) of the Act [65 ILCS 5/11-74.4-4(q)] provides that a municipality may “utilize revenues…received under this Act from one redevelopment project area for eligible costs in another redevelopment project area that is: (i) contiguous to the redevelopment project area from which the revenues are received…” The east wall of 120 East Main Street is in an unsafe condition. The City’s Park Plaza area is located directly adjacent to this unstable wall. The City Council accepted the donation at their June 17, 2019 meeting with the intention of repairing the east wall of the building and the roof and then selling the building. A bid was approved by the City Council with Hein Construction in the amount of $361,749.40 for the repair of the wall and roof joists as needed. After construction was started on this project, additional repairs were found to be needed in the amount of $158, 736. In addition, due to the cold winter temperatures it is necessary to heat the exterior of the building for bays 1-3 in order to cure the masonry for an estimated additional cost of $ 33,111.00. Total cost of the change is $191,847.00. The property is located inside the TIF IV area, but there are not sufficient funds for this work in the TIF IV fund Therefore, it is proposed to transfer funds from an adjacent TIF II in the full amount of $191,847.00. BUDGET IMPACT: The amount of $191,847.00 will be transferred from TIF II to TIF IV for the additional cost of the building repair project. SUPPORTING DOCUMENTS: 1. Resolution 20-2004 RESOLUTION NO. _________________ RESOLUTION STATING THE CITY’S INTENT TO TRANSFER FUNDS FROM THE SPECIAL TAX ALLOCATION FUND FOR TAX INCREMENT FINANCING REDEVELOPMENT PROJECT AREA NO. II TO THE SPECIAL TAX ALLOCATION FUND FOR TAX INCREMENT FINANCING REDEVELOPMENT PROJECT AREA NO. IV WHEREAS, pursuant to the Tax Increment Allocation Redevelopment Act, 65 5/11-74.4-1 et. seq. hereinafter referred to as the “Act”, the City of Galesburg (the “City”) did on June 2, 2008 adopt Ordinances 08-3224, 08-3225 and 08-3226 approving the Tax Increment Redevelopment Plan and Project for a specific area legally described therein as a Redevelopment Project Area (commonly referred to as “TIF Area IV”), designated the TIF Area IV boundary and adopted tax increment financing for TIF Area IV; and WHEREAS, pursuant to the Act, the City did on December 29, 1986 adopt Ordinances 86-1134, 86-1135, 86-1136 and 86-1137 approving the Tax Increment Redevelopment Plan and Project for a specific area legally described therein as a Redevelopment Project Area (commonly referred to as “TIF Area II”), designated the TIF Area II boundary and adopted tax increment financing for TIF Area II and on April 5, 2010 adopted Ordinance 10-3285 to amend the Redevelopment Plan and Project and extend the end date; and WHEREAS, pursuant to the Act, the City established Special Tax Allocation Funds for both TIF Area II and TIF Area IV into which revenue from each respective TIF Area has been deposited and from which expenditures will be made for eligible TIF redevelopment project costs; and WHEREAS, the redevelopment objectives for both TIF Area II and TIF Area IV include, among others, the rehabilitation, reconstruction or repair of existing buildings; and WHEREAS, the funds available in the Special Tax Allocation Fund for TIF Area IV are at present insufficient to make certain expenditures deemed necessary, but are expected to grow in future years as TIF Area IV attracts private investment; and WHEREAS, the Act authorizes the City to utilize tax increment finance revenues received from one redevelopment project area for eligible costs in another, contiguous, redevelopment project area; and WHEREAS, funds are at present available in the Special Tax Allocation Fund for TIF Area II to cover the costs associated with redevelopment within the TIF Area IV; and WHEREAS, the City Council of the City of Galesburg hereby finds and determines that TIF Area II and TIF Area IV are contiguous and that it is in the best interest of the City that funds be transferred from TIF Area II to TIF Area IV, for eligible expenses of TIF Area IV; and WHEREAS, the City of Galesburg will be providing $191,847.00 in TIF Area IV dollars for the repair of the building located on Parcel Identification Number 99-15-226-023 commonly known as 120 East Main Street and located in the TIF IV Redevelopment Project Area. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL of the City of Galesburg, Illinois, as follows: 1. In furtherance of the objectives of the redevelopment plans identified above, the City Administration is authorized to transfer funds from the Special Tax Allocation Fund for TIF Area II to the Special Tax Allocation Fund for TIF Area IV for purposes of implementing an eligible TIF redevelopment project within the TIF Area IV, specifically, funds for the repair of the building located on Parcel Identification Number 99-15-226-023 commonly known as 120 East Main Street in an amount of $191,847.00. 2. All expenditure of funds from the Special Tax Allocation Fund for TIF Area IV shall be in accordance with the Act. 3. That this resolution shall take effect immediately from and after its passage. Approved this day of , 20 __ , by a roll call vote as follows: Roll Call #: Ayes: _________________________________________________________________________ _______________________________________________________________________________ Nays: _________________________________________________________________________ Absent: _______________________________________________________________________ ______________________________ John Pritchard, Mayor ATTEST: ____________________________ Kelli R. Bennewitz, City Clerk COUNCIL LETTER CITY OF GALESBURG FEBRUARY 03, 2020 AGENDA ITEM: Bid recommendation; five-year agreement to provide portable toilet rental. SUMMARY RECOMMENDATION: The City Manager, Director of Parks & Recreation, Parks Superintendent, and Purchasing Agent recommend that the City Council approve the bid from Webber Rental & Supply of Galesburg, IL to provide portable restrooms for five years as outlined in the attached bid tabulation. BACKGROUND: The City annually requires the use of portable toilets for various functions and at various locations. A bid request was sent out asking vendors to provide rental pricing for the next five years. A five year agreement provides for cost efficiencies to the City and allows for more accurate budgeting. In addition to being advertised in the Galesburg Register-Mail, this bid request was made available on the City website for download as well as being provided to vendors who have expressed interest in providing this service. Two vendors responded to this request. A detail of the responses are attached to this letter. Webber Rental & Supply, the current provider, submitted the low and best bid to provide this service. City staff recommend approval. BUDGET IMPACT: The various divisions of the City annually budget for portable toilet rental. SUPPORTING DOCUMENTS: 1. Bid Tabulation for Portable Toilet Rental 2020-24 20-3002 Bid Tabulation for Portable Toilet Rental1/21/2020 Boynton/FeyWebber Rental & Supply DescriptionQuantityTimeframe Unit Price Total Cost Unit Price Total Cost Unit Price Total Cost Unit Price Total Cost Unit Price Total CostCampground - Regular Units 6.00 *(Mid-April through Mid-October)Price should include daily morning cleaning service to these units during the 4th of July week as directed by Parks. Months East & West Lake Storey boat ramps - Regular Units 12.00 (January 1st through December 31st) Months Forestry - Pickard Road - Regular Unit 8.00 *(Mid-March through Mid-November) Months Peck Park - Regular Unit 7.00 (April 1st through October 31st) Months Bersie Williams Area - Regular Unit 7.00 (April 1st through October 31st) Months Bersie Williams Area - Regular Unit 1.00 1 Day Rental Day Lincoln Park Fishing Derby - Regular Unit 1.00 * (one day rental in May each year) Day Lincoln Park Fishing Derby 1.00 Handicapped Accessible Day * (one day rental in May each year)Lincoln Park Fishing Derby 1.00 1 Handwashing Station Day * (one day rental in May each year)Lake Storey - Regular Unit 1.00 (one day rental on July 4th each year) Day Lake Storey 1.00 Handicapped Accessible Day (one day rental on July 4th each year)Lake Storey 1.00 1 Handwashing Station Day (one day rental on July 4th each year)Galesburg Airport 15.00 9.00 $ 125.00 $ 125.00 $ 125.00 $ 130.00 $ 130.00 Delivered before 3:30 on Labor Day Day Daily Service starting Friday of that week for 9 days for 9 days for 9 days for 9 days for 9 days Units May be Picked up following TuesdayGalesburg Airport - Handicapped 2.00 9.00 $ 170.00 $ 170.00 $ 170.00 $ 175.00 $ 175.00 Delivered before 3:30 on Labor Day Day Daily Service starting Friday of that week for 9 days for 9 days for 9 days for 9 days for 9 days Units May be Picked up following Tuesday Galesburg Airport - Wash Station 3.00 9.00 $ 125.00 $ 125.00 $ 125.00 $ 130.00 $ 130.00 Delivered before 3:30 on Labor Day Day Daily Service starting Friday of that week for 9 days for 9 days for 9 days for 9 days for 9 days Units May be Picked up following TuesdayValue of JobProjected Cost of Known Events: $ 8,935.00 $ 8,935.00 $ 8,935.00 $ 9,485.00 $ 9,485.00 45,775.00$ Additional: Regular Handicapped Regular Handicapped Regular Handicapped Regular Handicapped Regular Handicapped Per Day Rental (Each) $ 60.00 $ 85.00 $ 60.00 $ 85.00 $ 60.00 $ 85.00 $ 65.00 $ 90.00 $ 65.00 $ 90.00 Monthly Rental (Each) $ 75.00 $ 170.00 $ 75.00 $ 170.00 $ 75.00 $ 170.00 $ 80.00 $ 175.00 $ 80.00 $ 175.00 24 hour notice 24 hour notice 24 hour notice 24 hour notice 24 hour notice $ 60.00 $ 120.00 $ 65.00 $ 130.00 $ 65.00 $ 130.00 2.00 $ 60.00 $ 120.00 $ 60.00 $ 120.00 $ 60.00 1.00 $ 60.00 $ 60.00 $ 60.00 $ 60.00 $ 60.00 2.00 $ 85.00 $ 170.00 $ 75.00 $ 75.00 7.00 $ 75.00 $ 75.00 $ 60.00 4.00 1.00 1.00 1.00 1.00 $ 75.00 $ 600.00 $ 420.00 $ 85.00 $ 1,080.00 1.00 18.00 $ 60.00 $ 85.00 $ 75.00 $ 1,800.00 $ 75.00 $ 900.00 $ 75.00 $ 600.00 $ 1,800.00 $ 900.00 $ 525.00 $ 85.00 $ 170.00 $ 75.00 $ 600.00 $ 75.00 $ 75.00 $ 525.00 $ 1,080.00 $ 85.00 $ 60.00 $ 420.00 $ 85.00 $ 85.00 $ 60.00 $ 1,080.00 $ 75.00 $ 525.00 $ 75.00 $ 525.00 $ 60.00 $ 420.00 $ 85.00 $ 85.00 $ 60.00 $ 60.00 $ 75.00 $ 1,800.00 $ 75.00 $ 900.00 $ 525.00 $ 375.00 $ 375.00 $ 375.00 $ 1,875.00 $ 340.00 $ 1,875.00 $ 340.00 $ 340.00 $ 1,875.00 1.00 $ 60.00 $ 60.00 $ 60.00 $ 60.00 $ 60.00 $ 560.00 $ 80.00 $ 560.00 $ 65.00 $ 65.00 $ 525.00 $ 80.00 $ 1,920.00 $ 80.00 $ 960.00 $ 80.00 $ 640.00 $ 80.00 $ 90.00 $ 90.00 $ 65.00 $ 1,170.00 $ 90.00 $ 180.00 $ 65.00 $ 65.00 $ 65.00 $ 455.00 $ 170.00 $ 65.00 $ 1,950.00 $ 350.00 $ 390.00 $ 80.00 $ 1,920.00 $ 80.00 $ 960.00 $ 80.00 $ 640.00 $ 80.00 $ 90.00 $ 180.00 $ 1,950.00 $ 350.00 $ 390.00 2020 COSTS 2021 COSTS 2022 COSTS 2023 COSTS 2024 COSTS $ 65.00 $ 455.00 $ 90.00 $ 90.00 $ 65.00 $ 1,170.00 $ 65.00 $ 65.00 $ 560.00 $ 80.00 $ 560.00 $ 65.00 Bid Tabulation for Portable Toilet Rental1/21/2020 Boynton/FeyJohnnies Portable Toilets DescriptionQuantityTimeframe Unit Price Total Cost Unit Price Total Cost Unit Price Total Cost Unit Price Total Cost Unit Price Total CostCampground - Regular Units 6.00 *(Mid-April through Mid-October)Price should include daily morning cleaning service to these units during the 4th of July week as directed by Parks. Months East & West Lake Storey boat ramps - Regular Units 12.00 (January 1st through December 31st) Months Forestry - Pickard Road - Regular Unit 8.00 *(Mid-March through Mid-November) Months Peck Park - Regular Unit 7.00 (April 1st through October 31st) Months Bersie Williams Area - Regular Unit 7.00 (April 1st through October 31st) Months Bersie Williams Area - Regular Unit 1.00 1 Day Rental Day Lincoln Park Fishing Derby - Regular Unit 1.00 * (one day rental in May each year) Day Lincoln Park Fishing Derby 1.00 Handicapped Accessible Day * (one day rental in May each year)Lincoln Park Fishing Derby 1.00 1 Handwashing Station Day * (one day rental in May each year)Lake Storey - Regular Unit 1.00 (one day rental on July 4th each year) Day Lake Storey 1.00 Handicapped Accessible Day (one day rental on July 4th each year)Lake Storey 1.00 1 Handwashing Station Day (one day rental on July 4th each year)Galesburg Airport 15.00 9.00 $ 115.00 $ 115.00 $ 115.00 $ 115.00 $ 115.00 Delivered before 3:30 on Labor Day Day Daily Service starting Friday of that week for 9 days for 9 days for 9 days for 9 days for 9 days Units May be Picked up following TuesdayGalesburg Airport - Handicapped 2.00 9.00 $ 150.00 $ 150.00 $ 150.00 $ 150.00 $ 150.00 Delivered before 3:30 on Labor Day Day Daily Service starting Friday of that week for 9 days for 9 days for 9 days for 9 days for 9 days Units May be Picked up following Tuesday Galesburg Airport - Wash Station 3.00 9.00 $ 85.00 $ 85.00 $ 85.00 $ 85.00 $ 85.00 Delivered before 3:30 on Labor Day Day Daily Service starting Friday of that week for 9 days for 9 days for 9 days for 9 days for 9 days Units May be Picked up following TuesdayValue of JobProjected Cost of Known Events: $ 9,785.00 $ 9,785.00 $ 9,785.00 $ 9,785.00 $ 9,785.00 48,925.00$ Additional: Regular Handicapped Regular Handicapped Regular Handicapped Regular Handicapped Regular Handicapped Per Day Rental (Each) $ 75.00 $ 125.00 $ 75.00 $ 125.00 $ 75.00 $ 125.00 $ 75.00 $ 125.00 $ 75.00 $ 125.00 Monthly Rental (Each) $ 85.00 $ 150.00 $ 85.00 $ 150.00 $ 85.00 $ 150.00 $ 85.00 $ 150.00 $ 85.00 $ 150.00 24 hour notice 24 hour notice 24 hour notice 24 hour notice 24 hour notice 2.00 $ 75.00 $ 150.00 $ 75.00 $ 150.00 $ 75.00 $ 150.00 $ 75.00 $ 150.00 $ 75.00 $ 75.00 18.00 $ 75.00 $ 1,350.00 $ 75.00 $ 1,350.00 $ 75.00 $ 1,350.00 $ 75.00 $ 1,350.00 $ 75.00 $ 1,350.00 7.00 $ 75.00 $ 525.00 $ 75.00 $ 525.00 $ 75.00 $ 525.00 $ 75.00 $ 525.00 $ 75.00 $ 525.00 1.00 $ 150.00 $ 150.00 $ 150.00 $ 150.00 $ 150.00 $ 150.00 $ 300.00 $ 300.00 $ 300.00 $ 300.00 $ 300.00 $ 255.00 $ 255.00 $ 255.00 $ 255.00 $ 255.00 $ 75.00 $ 150.00 $ 1,725.00 $ 1,725.00 $ 1,725.00 $ 1,725.00 $ 1,725.00 2.00 $ 125.00 $ 250.00 $ 125.00 $ 250.00 $ 125.00 $ 250.00 $ 125.00 $ 250.00 $ 125.00 $ 250.00 $ 150.00 $ 150.00 $ 150.00 $ 150.00 1.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 1.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 85.00 $ 595.00 1.00 $ 85.00 $ 595.00 $ 85.00 $ 595.00 $ 85.00 $ 595.00 $ 85.00 $ 595.00 $ 85.00 $ 595.00 1.00 $ 85.00 $ 595.00 $ 85.00 $ 595.00 $ 85.00 $ 595.00 $ 85.00 $ 595.00 $ 85.00 $ 1,020.00 1.00 $ 85.00 $ 680.00 $ 85.00 $ 680.00 $ 85.00 $ 680.00 $ 85.00 $ 680.00 $ 85.00 $ 680.00 1.00 $ 85.00 $ 1,020.00 $ 85.00 $ 1,020.00 $ 85.00 $ 1,020.00 $ 85.00 $ 1,020.00 2020 COSTS 2021 COSTS 2022 COSTS 2023 COSTS 2024 COSTS 4.00 $ 85.00 $ 2,040.00 $ 85.00 $ 2,040.00 $ 85.00 $ 2,040.00 $ 85.00 $ 2,040.00 $ 85.00 $ 2,040.00 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: KDB Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 03, 2020 AGENDA ITEM: Bid recommendation, purchase of personal protective equipment for the Fire Department. SUMMARY RECOMMENDATION: The City Manager, Fire Chief, and Purchasing Agent recommend that the City Council approve the bid from MES in the amount of $127,340 for the purchase of personal protective equipment for the Galesburg Fire Department. BACKGROUND: In 2019, the Galesburg Fire Department was awarded an Assistance to Firefighters Grant from the U.S. Department of Homeland Security. This grant was awarded for the purchase of Self Contained Breathing Apparatus (SCBA’S), spare cylinders, and face pieces. A formal bid request was developed and advertised in the local and “state” approved paper for this grant purchase. The department utilizes Scott Air packs as a part of their daily operations. Scott controls the distribution of their product by only authorizing specific vendors in territories to resell their product. In this instance, MES is the authorized reseller and the only respondent to the bid request. MES submitted a bid for this request in the amount of $125,980.00. This purchase is within the budget of the grant request and allowable. A detailed bid tabulation is as follows: MES Deer Creek, IL Description Quantity Unit Price Extension Complete SCBAS with attachments 20.00 $6,025.00 120,500.00 Spare Harnesses with EBSS pouch 9.00 $610.00 5,490.00 Face Pieces 5.00 $270.00 1,350.00 Total Bid 127,340.00 City staff recommend approval of this purchase. BUDGET IMPACT: The awarded grant will cover ninety percent of this purchase. The Fire Department has sufficient funds budgeted to cover the remaining ten percent. SUPPORTING DOCUMENTS: 1. None 20-3003 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: WEC Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER FEBRUARY 3, 2020 AGENDA ITEM: Bids for Phase IV of replacement of lead water service lines financed through a forgivable loan from the Illinois Environmental Protection Agency (IEPA) Public Water Supply Loan Program. SUMMARY RECOMMENDATION: The City Manager, Director of Planning and Public Works, Water Superintendent, and Purchasing Agent recommend approval of the bid in the amount of $1,820,800 from J.C. Dillon Inc. from Peoria, IL. BACKGROUND: The IEPA will forgive 100 percent of the loan amount. There will not be any payment of principal or interest required by the City for this loan. The scope of this fourth phase of the project is to replace 500 lead water service lines. After Phase IV is completed it is estimated there are approximately 1,000 active lead water service lines remaining in the City. The City will have replaced over 2,000 lead water service lines when Phase IV is completed. The City received two bids for the project, J.C. Dillon Inc., and Walker Excavating Company, Inc. J.C. Dillon Inc. was the low bid on the project, averaging $3,641.60 per service line, which is 6.2% higher than the phase III bid, which averaged $3,427.50 per service line. The Contractor will plan to begin replacing lead lines in May 2020 and plans to have them completed by the end of 2020. A city Water Division employee will be assisting with inspection of the project as well as an employee from Bruner, Cooper, and Zuck, Inc. In addition to this project, the City will also be replacing lead water service lines on the S. Seminary Street reconstruction project. This item is a Notice of Intent to Award the bid and is subject to the IEPA approving the bids and authorizing the loan and the work under this contract. The bid results and the Notice of Intent to Award will be sent to the IEPA by Bruner, Cooper, and Zuck along with other IEPA required paperwork. Once IEPA has reviewed, they will issue a Notice to Award. BUDGET IMPACT: The City will be reimbursed 100 percent of the cost for this work from the IEPA forgivable loan. SUPPORTING DOCUMENTS: 1.Bid Results 2.Notice of Intent to Award 20-3004 Bid: Lead Service Line Replacements Phase IVBoynton/Fey21-Jan-20VendorCity State ZipPay ItemUnit Est Quantity Unit Price Extension Unit Price ExtensionCustomer Side ServiceEA 5001,300.00 650,000.00 1,601.12 800,560.00 Water Service Type 1EA 1841,500.00 276,000.00 2,020.50 371,772.00 Water Service Type 2EA 2001,750.00 350,000.00 2,751.24 550,248.00 Water Service Type 3EA 1161,800.00 208,800.00 2,293.32 266,025.12 Trench Backfill, CLSMEA 100500.00 50,000.00 538.67 53,867.00 Trench Backfill, SandEA 55300.00 16,500.00 329.60 18,128.00 HMA/PCC Pavement Patch EA 801,200.00 96,000.00 1,101.12 88,089.60 PCC Pavement PatchEA 10700.00 7,000.00 806.40 8,064.00 Brick Pavement PatchEA 101,200.00 12,000.00 1,814.40 18,144.00 PCC Sidewalk PatchEA 25400.00 10,000.00 360.00 9,000.00 PCC Driveway PatchEA 101,200.00 12,000.00 1,188.00 11,880.00 HMA Driveway PatchEA 10700.00 7,000.00 906.72 9,067.20 Aggregate Driveway PatchEA 10200.00 2,000.00 222.00 2,220.00 SeedingEA 500200.00 100,000.00 300.00 150,000.00 Traffic Control & ProtectionLS 116,000.00 16,000.00 16,200.00 16,200.00 Curb ReplacementLF 10075.00 7,500.00 78.00 7,800.00 Total Bid:1,820,800.00 2,381,064.92 Bid BondBid BondBids are currently under review by Public Works and PurchasingWalker Excavating Company, IncPeoria, ILJ.C. Dillon, IncPeoria, IL Page 28 of 65 NOTICE OF INTENT TO AWARD To: ____________________________ ____________________________ ____________________________ Project Description: ___5HSODFHOHDGZDWHUVHUYLFHOLQHV3KDVH,V________________ ________________________________________________________________________ ________________________________________________________________________ The OWNER has considered the BID submitted by you for the above described WORK, in response to its Advertisement for Bids, dated ___69________ and Information for Bidders. You are hereby notified that your BID will be accepted, contingent upon Illinois Environmental Protection Agency (IEPA) approval, for items in the amount of 82080__. You will be required by the Information for Bidders to execute the Agreement and furnish the required CONTRACTOR’S Performance BOND, Payment BOND and certificates of insurance within ten (10) calendar days from the date of the final Notice to be sent upon IEPA approval, to you. Dated this day of ________________ ______________________________ OWNER By: __________________________ Title: Mayor - City of Galesburg &LW\RI*DOHVEXUJ -&'LOORQ,QF :/XWK\'ULYH 3HRULD,/ CITY OF GALESBURG Community Development Memo Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ _ ___________________________________________________________________________________________________________________________________________________________________________________________ Page 1 of 1 TO: Todd Thompson, City Manager FROM: Becky Jollay, Associate Planner DATE: February 3, 2020 SUBJECT: Residential Yard Waste Collection Schedule City of Galesburg’s residential yard waste collection occurs weekly on the properties’ assigned waste collection day from March 1st through November 30th. The City’s contracted solid waste hauler, Waste Management, operates this program. Yard waste is collected monthly during the winter months. Residential yard waste will be collected on properties’ assigned waste collection day the weeks of: • February 3-7, 2020 Weekly yard waste collection will resume on Monday, March 2, 2020. ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: WC Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Contract for Public Benches on the Public Right-of-Way (R.O.W) SUMMARY RECOMMENDATION: The City Manager and Director of Planning and Public Works recommend approval of a contract with Mr. Richard Jeffrey Kohl for installing and maintaining public benches on the public R.O.W. BACKGROUND: The current agreement with Mr. Kohl to install and maintain bus stop benches on the City R.O.W. for public convenience expired January 2, 2020. It is proposed to enter into a new 10 year agreement with Mr. Kohl to provide the same services as in the previous agreement. Mr. Kohl will pay the City $36 per year for each permitted bench location with a 3 percent escalator each year of the agreement. This rate is approximately 12% of the revenue that is collected by Mr. Kohl in advertising each year. In the previous agreement the amount was $25 per year per bench. All installation and maintenance of the benches is done by Mr. Kohl. He also lines up all the advertising and gets the artwork done and installed on the benches. The City is only providing the right and privilege for the bus benches to be installed and maintained on the City R.O.W. and does not perform any work on the benches. There are currently 61 benches located around the City, see attached location map. This agreement limits the number of benches to a maximum of 61 benches. The agreement requires Mr. Kohl to provide liability insurance covering the City for the duration of the agreement. The agreement provides an exclusive right to Mr. Kohl to install the bus benches and place advertising on the bus benches during the term of the agreement. BUDGET IMPACT: Estimated $2,196 annual revenue, which is an increase of $671 from the previous year. SUPPORTING DOCUMENTS: 1. Bus Bench Advertising Contract 2.Location Map 20-4013 BUS BENCH ADVERTISING CONTRACT This agreement (“Contract”) is made this_____day of ____________, 2020, between the City of Galesburg, (hereinafter called “the City”), and Richard Jeffrey Kohl (hereinafter called “Contractor”). The City and the Contractor in consideration of the mutual covenants contained herein, and for valuable consideration exchanged between the parties hereto, hereby agree as follows: 1. CONTACT TERM A. The term of this Contract shall commence upon execution by both parties and run until January 1, 2030. B. The City may terminate this Contract with or without cause, with ninety days written notice to Contractor. 2. OBLIGATIONS OF CONTRACTOR A. All new bench permit requests filed by Contractor shall be accompanied by a non- refundable fee of $20.00 to defray the Engineering costs associated with the initial inspection of the site. A maximum of 61 total benches shall be allowed under this agreement. B. Contractor shall pay City $36.00 per year for each permitted bench location during the term of this agreement. This cost shall increase 3% per year during the term of the Contract. Payment shall be due upon approval of a permit request. In the event that payment is not made, the permit may be revoked by the Director of Public Works and the bench removed from the public right of way. C. The location of all benches shall be subject to the approval of the City, such approval not to be unreasonably withheld. If the City deems it necessary that the location of any bus bench be changed, it shall notify the Contractor of the requested change, and the Contractor shall comply with such request within 15 days of such notice. D. All bus benches installed by Contractor shall meet the following standards: 1. No such bench shall carry any advertisement or sign containing any obscene word, language, picture, display or material; nor shall any such advertisement or sign by placed thereon which may tend to mislead or distract traffic. 2. No bench shall be more that forty-two inches high, nor more than thirty inches wide, no more than seven feet long, and shall be durable construction and of sufficient strength to hold the weight that reasonably may be placed thereon. 3. Not more than two benches may be maintained at any one location. Benches may be placed at any suitable location. The permittee shall inspect each bench periodically. 4. No bench shall be maintained in any alley, nor at any location where the distance from the face of the curb to the property line is less than ten feet unless the Director of Public Works finds in his written approval of the application that to maintain a bench at such location is in the public interest. 5. Advertising shall be displayed only on the front and rear surfaces of the back rest and on the front-facing board attached to the front legs of the bench. 3. OBLIGATIONS OF THE CITY A. The City hereby grants the right and privilege to construct, place advertising on, and maintain Benches on the public right-of-way in the City of Galesburg B. The City represents and warrants to Contractor that City has the right to enter into this Contract that during the term of this Agreement Contractor shall have the exclusive right to install bus benches and advertising at bus stops on the public right-of-way in the City of Galesburg, City will not grant to any other person the right to sell or place advertising at bus stop locations. 4. AMENDMENTS This contract may be amended or otherwise modified only by written document executed by both parties and failure on the part of either party to enforce any provision of this contract shall not be construed as a waiver of the right to compel enforcement of such provision, nor act to relieve either party of its obligations under this contract. There are no understandings, contracts, or conditions with respect to this contract except those contained in this contract and in the documents incorporated by reference. This contract may not be assigned, transferred, conveyed, or encumbered by either party without the express written consent of the other party. 5. INDEMNITY AND HOLD HARMLESS A. Contractor shall defend, indemnify and hold harmless the City from any litigation arising from the installation or maintenance of a permitted bench under this agreement. Contractor shall also file evidence of general liability insurance naming the City as an additional insured in an amount no lower than $1,000,000. B. City shall immediately notify Contractor of any claim arising from the installation or maintenance of any bench installed pursuant to this Contract. 6. VENUE AND CONTRACT INTERPRETATION The parties hereto stipulate that the venue of any possible litigation arising under this contract shall be in the Ninth Judicial Circuit of Illinois 7. ATTORNEY’S FEES; LITIGATION A. In the event suit is brought by either party to enforce the terms and provisions of this contract or to secure the performance hereof, the prevailing party shall be entitled to recover reasonable attorney’s fees and costs of litigation. B. Prior to Contractor or City filing an action for breach of contract or other legal or equitable remedy, they shall notify the other party of the potential default/breach, and provide ten (10) days for the other party to cure the default or breach. 8. SEVERABILITY If any provision of this contract is held invalid, such invalidity shall not affect other provisions or items of this contract, which can be given effect without the invalid provision or item, and to this end, the provisions or items of this contract are hereby declared severable. 9. ENTIRE AGREEMENT This contract and the matters expressly referred to herein constitute the entire agreement between the parties. No representations, warranties, undertakings or promises have been made by either party hereto unless expressly stated herein. All amendments hereto, if any, shall be in writing and executed by the parties. In witness whereof, duly authorized representatives of each party execute this contract. City of Galesburg __________________________________ ___________________ Name Printed Title __________________________________ ___________________ Name Signed Date Contractor __________________________________ ___________________ Name Printed Title __________________________________ ___________________ Name Signed Date ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: RLI Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Approve annual maintenance agreement with Central Square Technologies, Inc. for the Galesburg Police Department. SUMMARY RECOMMENDATION: The City Manager, Police Chief, and Purchasing Agent recommend approving the annual maintenance agreement for Central Square Technologies, Inc. for the continued support of the various modules of the proprietary software utilized by the department in the amount of $60,141.87. BACKGROUND: Similar to the City’s financial software package, the Records Management System package utilized by the Galesburg Police Department for public safety purposes requires an annual service agreement. The agreement ensures that the RMS and CAD products perform properly. The system allows the officer to see the status of all calls as well as the status of other officers in the field. The ability for an officer to retrieve a call and see additional details of the call provided by the call taker, allows them to be prepared prior to their arrival. The system also provides an officer the ability to complete a police report in the field as well as having the ability to make inquiries into the system to obtain details of previous police reports. This software contains a state interface for inquiry on license status and registration data. This approval will be in force from January 01, 2020 through December 31, 2020. BUDGET IMPACT: The cost for this agreement is annually budgeted. The general fund responsibility of this expense is $29,811.61 paid out of the Police Departments budget. The remaining amount of $30,330.26 will be paid for by the City and then reimbursed by the Emergency Telephone Systems Board (ETSB). SUPPORTING DOCUMENTS: 1. Central Square Invoice 20-4014 Public Safety Systems, Inc., a CentralSquare Company 1000 Business Center Drive Lake Mary, FL 32746 www.centralsquare.com Toll free 800-727-8088 Billing Inquiries: Accounts.Receivable@centralsquare.com Invoice Invoice No Date Page 258852 12/1/2019 1 of 1 Bill To Galesburg/Knox County Emergency Captain Russell Idle 150 S. Broad St. Galesburg IL 61401 United States Ship To Galesburg/Knox County Emergency Captain Russell Idle 150 S. Broad St. Galesburg IL 61401 United States Customer No Customer Name Customer PO #Currency Terms Due Date 13169 Galesburg-Knox County Emergency Telephone Systems Board, IL USD Net 30 12/31/2019 Description Units Rate Extended Contract No. 10 1 PSSI Response CAD Maintenance Annual Maintenance Fee - Annual Maintenance Fee Galesburg-Knox County Emergency - Response CAD Maintenance: Start:1/1/2020, End: 12/31/2020 1 $30,330.26 $30,330.26 2 PSSI ICIS MTX Maintenance Annual Maintenance Fee - Annual Maintenance Fee Galesburg-Knox County Emergency - ICIS MTX Maintenance: Start:1/1/2020, End: 12/31/2020 1 $18,951.98 $18,951.98 3 PSSI Response Mobile Maintenance Annual Maintenance Fee - Annual Maintenance Fee Galesburg-Knox County Emergency - Response Mobile Maintenance: Start:1/1/2020, End: 12/31/2020 1 $10,859.63 $10,859.63 Please include invoice number(s) on your remittance advice, made payable to Public Safety Systems, Inc. Check: 1000 Business Center Dr. Lake Mary FL. 32746 United States Subtotal $60,141.87 Tax $0.00 Invoice Total $60,141.87 Payments Applied $0.00 Balance Due $60,141.87 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TOE Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Approval of Edgewater Resources contract for feasibility study of expanding Lake Storey. SUMMARY RECOMMENDATION: The City Manager and Director of Parks & Recreation recommend that the City Council approve the contract with Edgewater Resources to complete a study about expending Lake Storey. BACKGROUND: By Council direction, staff identified various companies that do feasibility studies of large bodies of water and development surrounding those bodies of water. Edgewater Resources has been identified as the best firm for this type of project. Edgewater Resources has done work for the Decatur Park District in Illinois, The City of Waukegan and the Waukegan Park District in Illinois, and the 31st Street Harbor in Chicago. This study will produce a summary analysis of physical feasibility, preliminary cost estimates and recommendations for future analysis and engineering studies; summary analysis of real estate market conditions and trends and proposed development density characteristics; recommended concept master plan; preliminary financial feasibility assessment and a recommended implementation strategy which will include potential partnership strategies to implement the project. This project should be completed in approximately 90 days once it is started. BUDGET IMPACT: Edgewater Resources agrees to invoice the City $50,000 for this project plus expenses, which are estimated at $2,500. This project is in the CIP and money has been budgeted in the Economic Development fund to pay for this service. SUPPORTING DOCUMENTS: 1.Edgewater Resources Contract 20-4015 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TOE Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Approval of Klingner & Associates contract for architectural and engineering work to renovate the patio at the Bunker Links Golf Course. SUMMARY RECOMMENDATION: The City Manager, Superintendent of Parks and the Director of Parks & Recreation recommend that the City Council approve the contract with Klingner & Associates for architectural and engineering to work renovate the patio at the Bunker Links Golf Course. BACKGROUND: The existing patio at the Bunker Links Golf Course is not being used because of its condition. Staff would like to renovate the patio to make it a usable space on a daily basis and more importantly, add additional usable seating for golf outings. By adding more usable seating on the patio, Bunker Links would be able to host larger outings as the existing seating only accommodates approximately 50 people. The ability to attract larger outings would potentially generate additional income for the golf course. BUDGET IMPACT: The proposal by Klingner is for a total of $11,000. This project will be paid for out of the Parks and Recreation portion of Capital Utility Tax. SUPPORTING DOCUMENTS: 1. Klingner & Associates Contract 20-4016 PROPOSAL FOR: City of Galesburg PROJECT: Bunker Links Patio DATE: January 20, 2020 I. PROJECT DESCRIPTION/UNDERSTANDING The City of Galesburg (client) has requested that Klingner & Associates, P.C. (Klingner) provide a proposal for a site design to add on a concrete patio to the existing Pro Shop located at Bunker Links Golf Course. II. SCOPE OF SERVICES Survey A survey crew will establish horizontal and vertical control to be used for the survey. The survey crew will locate visible improvements upon the site; such as all buildings and finish floor of the buildings, trees, hard surfaces, sidewalks, curb, visible utilities, etc. The area to be surveyed is shown on the attached map. No Boundary Survey information will be provided as a part of the scope of services. Note regarding visible utilities: Source information from plans and markings will be combined with observed evidence of utilities to develop a view of those underground utilities. However, lacking excavation, the exact location of underground features cannot be accurately, completely, and reliably depicted. Where additional or more detailed information is required, the client is advised that excavation may be necessary. Site Drainage Design Conceptual/Preliminary Design: a. Provides three (3) alternative concepts will be developed for comment and use in an evaluation of needs. A listing of benefits and concerns will be included in each concept. Various items will be considered including: site analysis, accessibility, functionality, and space needs. b. Draft Specification Outline. c. Opinion of Probable Cost. d. Two (2) Preliminary Design Review meetings with Owner. Construction Documents: 1. Provide “civil construction site plans” in AutoCAD format on architect dictated sheet size. Plans shall consist of the following design items: a. General site layout of building, walls and proposed patio. b. Final site grading & drainage plan including contours at 1-foot intervals and applicable spot elevations. c. Site utility plan (to be within 5 feet of main building). (1) Storm sewers. (2) Water Service. (3) Sanitary Sewer. d. Site Drainage as required by the City of Galesburg. e. Technical specifications for site work in CSI format on plans. City of Galesburg Bunker Links Patio January 20, 2020 Page | 2 2. Off-site utility extensions: None 3. Develop bidding and contract documents and provide the City an opportunity to review and make comments before finalizing for bidding. Architectural Design Construction Documents: a. Provide floor plan to indicate location of (2) new overhead coiling doors. It is understood that the new overhead coiling doors are to be located in existing window locations along northwest corner of existing building. b. Provide specification and detail of new overhead coiling doors. Bidding Services 1. Address questions from contractors and issue any addenda necessary to properly address questions. 2. Attend the bid opening and review the bids with City staff. Construction Services 1. Review shop drawing submittals. 2. Review pay requests and any change order requests for accuracy and validity and recommend payment or approval. 3. Conduct two site visits (middle and end of construction) to assess the contractor’s work for conformance to the specifications. Anticipated Plan Sheets: C001 - Notes and Legends C002 - Site Demolition Plan C101 - Site and Utility Plan C102 - Grading and Erosion Control Plan SP101 - Civil Site Specifications *Permits: None anticipated at this time. Information to be Provided to Klingner & Associates, P.C. by Others: 1. Input from Owner. COMPENSATION Based on Klingner & Associates understanding of the scope, schedule, and complexities of this project, we offer the following proposed Lump Sum Fees. City of Galesburg Bunker Links Patio January 20, 2020 Page | 3 FEE BY DISCIPLINE AND PHASE Discipline / Phase Lump Sum Survey $1,100 Architecture $1,900 Site Drainage Design $8,000 LUMP SUM Total: $11,000 III. REIMBURSABLE EXPENSES Reimbursable expenses as listed on the attached Reimbursable Expense Itemization sheet will be billed in addition to our lump sum fee. * *All permit Fees to be paid by the Owner or invoiced as reimbursable. IV. ADDITIONAL SERVICES The following additional services are outside the scope of services as defined above and are to be discussed with the client prior to execution. Additional services, if requested by the client, can be negotiated under a separate agreement. • Boundary Survey • Environmental services. • Geotechnical Investigation and Report. • Bidding Documents. • Coordination and specifications for the demolition of existing site features. • Environmental site closure items or construction worker provisions. • Construction Administration. • Construction Testing. • Onsite construction meetings and observations. • As-built plans from redlines provided. V. APPROVAL All work will be performed in accordance with the Klingner & Associates, P.C.’s General Terms and Conditions attached or as mutually modified. The return of a signed copy of this Agreement to Klingner will signify acceptance of this proposal and initiation of our services. Mark C. Lee, PE Klingner & Associates, P.C. Date City of Galesburg Date General Terms & Conditions Page 1 of 2 Revised 02/03/2014 GENERAL TERMS AND CONDITIONS DEFINITIONS: The term Client shall be herein interpreted as the person, corporation, or public entity to which this contract is made. The term E/A/S is any division of Klingner & Associates, P.C. providing the professional Engineering, Architectural, or Surveying services. SCOPE OF SERVICES: Services are limited to those specifically listed; they do not include others not set forth or not listed which are expressly excluded from the scope of the E/A/S's services unless separately provided in writing, including but not limited to special inspections and structural tests as defined in Sections 1701 through 1715 of the International Building Code (IBC). The E/A/S assumes no responsibility to perform or provide any services not specifically listed. STANDARD OF PRACTICE: Services performed by the E/A/S under this agreement will be conducted in a manner consistent with that level of care and skill ordinarily exercised by members of the profession currently practicing in the same locality under similar conditions. No other representation, expressed or implied, and no warranty or guarantee is included or intended in this agreement, or in any report, opinion, document or o therwise. FIDUCIARY RESPONSIBILITY: The Client confirms that neither the E/A/S nor any of the E/A/S’s subconsultants or subcontractors has offered any fiduciary service to the Client and no fiduciary responsibility shall be owed to the Client by the E/A/S or and of the E/A/S’s subconsultants or subcontractors as a consequence or the E/A/S’s entering into this Agreement with the Client. CHANGED CONDITIONS: This Agreement is based on conditions actually known by or disclosed to the E/A/S. If other conditions not originally known or disclosed become known or disclosed, the E/A/S may require a renegotiation of appropriate portions of this Agreement (e.g., compensation or scope of service). INFORMATION PROVIDED BY OTHERS: The Client shall furnish and grant permission to use, at the Client's expense, all information, requirements, reports, data, surveys and instructions as defined in the Scope of Services of this Agreement. The E/A/S may use such information, requirements, reports, data, surveys and instructions in performing its services and is entitled to rely upon the accuracy and completeness thereof without independent verifications or investigation. UNAUTHORIZED CHANGES: In the event the Client, the Client's contractors or subcontractors, or anyone for whom the Client is legally liable makes or permits to be made any changes to any reports, plans, specifications or other construction documents prepared by the E/A/S without obtaining the E/A/S's prior written consent, the Client shall assume full responsibility for the results or consequences of such changes. Therefore the Client waives any claim against the E/A/S and releases the E/A/S from any liability arising directly or indirectly from such unapproved changes whether or not known by the E/A/S. CHANGE ORDERS: The Client agrees not to make any claim directly or indirectly against the E/A/S on the basis of professional negligence, breach of contract, or otherwise with respect to the costs of approved Covered Change Orders unless the costs of such approved Covered Change Orders exceed fifteen percent (15%) of Construction Cost, and then only for an amount in excess of such percentage. For purposes of this paragraph, the cost of Covered Change Orders will not include any costs that Client would have incurred if the Covered Change Order work had been included originally without any imprecision, incompleteness, error, omission, ambiguity, or inconsistency in the Contract Documents and without any other error or omission of the E/A/S related thereto. BETTERMENT: If, due to the E/A/S's negligence, a required item or component of the Project is omitted from the E/A/S's construction documents, the E/A/S shall not be responsible for paying the cost required to add such item or component to the extent that such item or component would have been required and included in the original construction documents. In no event will the E/A/S be responsible for any cost or expense that provides betterment or upgrades or enhances the value of the Project. COMPENSATION METHODS: The “Lump Sum” method includes compensation for the E/A/S’s services and services of outside the E/A/S’s, if any. Appropriate amounts will be incorporated in the Lump Sum to account for labor, overhead, profit and may or may not include Reimbursable Expenses. The “Standard Hourly Rate” method is an amount equal to the cumulative hours charged per each classification of employee, times a current Standard Hourly Rate (revised annually on July 1st) for each applicable billing classification for all services performed on a Specific Project , plus Reimbursable Expenses and outside the E/A/S charges, if any. The “Payroll Cost Times Multiplier” method is an amount equal to the cumulative hours charged per each classification of employee, times a specified multiplier of the employee’s payroll cost. The “Payroll Cost” is defined as the salary and wage of an employee plus the cost of customary and statutory benefits including, but not necessarily limited to, social security contributions, unemployment, health, sick leave, vacation, workers' compensation, incentive and holiday pay applicable thereto. "Reimbursable Expenses" means the actual expenses incurred directly or indirectly in connection with the work including but not limited to the following: transportation and subsistence, telephone and media expenses, reproduction or printing, computer time, and outside the E/A/Ss. PAYMENT: The E/A/S may bill for its services and expenses monthly, based on the proportion of the actual work completed at the time of billing. Payment of bills is due within fifteen (15) calendar days from the date billed. If not paid within 30 calendar days, the Client agrees to additionally pay interest at the rate of one percent (1%) per month on the unpaid balance, or the maximum rate of interest permitted by law, whichever is less. In addition, the Client agrees to pay attorney fees, cost and collection expenses if incurred by the E/A/S to obtain payment. Any claim for payment will be brought in Adams County, Illinois. RISK ALLOCATION: The E/A/S’s liability to the Client for injury or damage to persons or property arising out of work performed for the Client and for which liability may be found to rest upon the E/A/S, other than for professional errors, omissions or negligence will be limited to the E/A/S’s general liability insurance coverage of $1,000,000.00. LIMITATION OF LIABILITY: For any damage on account of professional errors, omissions or negligence will be limited to $100,000.00 or the fee, whichever is less. In no event shall the E/A/S be liable for incidental or consequential damages. This provision is separable from the remainder of this agreement to the extent inconsistent with law. CONSTRUCTION CONTINGENCY: Client recognizes and expects that certain Change Orders may be required to be issued as the result in whole or part of imprecision, incompleteness, errors, omissions, ambiguities, or inconsistencies in the Drawings, Specifications, and other design documentation furnished by the E/A/S or in the other professional services performed or furnished by the E/A/S under this Agreement (“Covered Change Orders”). Accordingly, Client agrees to budget a minimum of five percent (5%) of the total client’s construction contractor’s bid amount(s) for contingencies. DEFECTS IN SERVICE: The Client shall immediately report to the E/A/S any defects or suspected defects in the E/A/S's services of which the Client becomes or should have become aware and allow the E/A/S to take measures to minimize the consequences of such a defect. Failure by the Client to notify the E/A/S shall relieve the E/A/S of the costs of remedying the defects claimed above the sum such remedy would have cost had prompt notification been given when such defects were or should have been first discovered. ILLINOIS REVISED STATUTES COMPLIANCE: The Consultant and he/she and his/her principals have not been barred from signing this Agreement as a result of a violation of Sections 33E-3 and 33E-4 of the Criminal Code of 1961 (Chapter 38 of the Illinois Revised Statutes). General Terms & Conditions Page 2 of 2 Revised 02/03/2014 TIME OF COMPLETION: The E/A/S will use its best efforts to complete the work by the date indicated in the schedule, but the E/A/S shall incur no liability due to any delay for any reason and the Client’s obligation to pay fees and expenses shall not be affected by any delay. In addition, if any delay increases the cost or time required by the E/A/S to perform its services in an orderly, professional and efficient manner, the E/A/S shall be entitled to a reasonable and equitable adjustment in schedule and/or compensation. OWNERSHIP OF DRAWINGS AND ELECTRONIC INFORMATION: Drawings, tracings, plats, specifications, CADD files, electronic information, and other products produced by the E/A/S may be used in connection with the Client’s presently proposed project, but shall otherwise be the E/A/S’s property and their use for any other project is not authorized. The Client agrees, to the fullest extent permitted by law, to hold harmless and indemnify the E/A/S from and against all claims, liabilities, losses, damages, and costs, including but not limited to attorney’s fees, arising out of or in any way connected with modification, translation, misinterpretation, misuse, or reuse by the Client or others of the machine readable informatio n and data or other electronic data which may be provided by the E/A/S under this Agreement. Contract Documents include both the sealed drawings and the electronic files. If there is a conflict between the two, the sealed drawings will govern. ACCEPTANCE PERIOD: CADD files shall have an acceptance period of 90 days. During this time, the Client can examine the electronic files and verify their correctness. The E/A/S will remedy any errors discovered in the files during this period. Once the acceptance period ends, the Client has accepted the files and takes responsibility for their ongoing maintenance. OPINIONS OF PROBABLE COST: In providing opinions of probable cost, the Client understands that the E/A/S has no control over contractor’s costs or the price of contractor’s labor, equipment or materials, or over the Contractor’s method of pricing, and that the opinions of probable cost provided herein are to be made on the basis of the E/A/S’s qualifications and experience. The E/A/S makes no warranty, expressed or implied, as to the accuracy of such opinions as compared to bid or actual costs. HAZARDOUS ENVIRONMENTAL CONDITIONS: Unless expressly stated in writing, the E/A/S does not provide assessments of the existence or presence of any hazardous or other environmental conditions or environmental contaminants or materials (“Hazardous Environmental Conditions”). Client shall inform the E/A/S of any and all known Hazardous Environmental Conditions before services are provided involving or affecting them. If unknown Hazardous Environmental Conditions are encountered, the E/A/S will notify the Client and, as appropriate, government officials of them. The E/A/S may without liability or reduction or delay of compensation due suspend services on the affected portion of the project until Client takes appropriate action to abate, remediate, or remove the Hazardous Environmental Condition. The E/A/S shall not be considered an “arranger”, “operator”, “generator”, “transporter,” “owner,” or “responsible party” of or with respect to contaminants, materials, or substances: assumes no liability for correction of any Hazardous Environmental Condition; and shall be entitled to payment or reimbursement of expenses, costs, or damages occasioned by undisclosed Hazardous Environmental Conditions. CONSTRUCTION SERVICES: Should the Client provide construction observation or review with either the Client’s representatives or a third party, the E/A/S’s services under this Agreement will be considered to be completed upon completion and submittal of the Final Design or the services outlined in the Scope of Work. It is understood and agreed that if the E/A/S’s Services under this Agreement do not include project observation, or review of the Contractor’s performance, or other construction services, and that such services will be provided by the Client, then the Client assumes all responsibility for interpretation of the Contract Documents and for construction observation or review and waives any claims against the E/A/S that may be in any way connected thereto. AUTHORITY AND RESPONSIBILITY: The E/A/S (1) does not guarantee the actual bids the Client will receive or the work of any Contractor or Subcontractor, (2) has no authority to stop work by any Contractor or Subcontractor, (3) has no supervision or control as to the work or persons doing the work, (4) does not have charge of the work, (5) is not responsible for safety in, on, or about the job site, and (6) does not have any control of the safety or adequacy of any equipment, building component, scaffolding, supports, forms or other work aids. The E/A/S neither guarantees the performance of any Contractor nor assumes responsibility for any Contractor’s failure to finish and perform its work in accordance with the Contract Documents. TERMINATION: This agreement may be terminated by either party on written notice. If terminated by either party (with or without cause), the Client agrees to pay for all services and reimburse all expenses performed or incurred to and including the date written notice of termination is received by either party. DISPUTE RESOLUTION: Any claims or disputes made during design, construction or post-construction between the Client and the E/A/S shall be submitted to non-binding mediation. The Client and the E/A/S agree to include a similar mediation agreement with all Contractors, Subcontractors, Sub consultants, Suppliers and Fabricators, thereby providing for mediation as the primary method for dispute resolution between all parties. BINDING EFFECT: This is the entire agreement. It may not be amended except in writing. It shall be binding on both the Client and the E/A/S and their legal representatives, executors, administrators, successors and assigns. INDEMNIFICATION: The Client agrees, to the fullest extent permitted by law, to indemnify and hold harmless the E/A/S, his or her officers, directors, employees, agents and sub consultants from and against said damages, liabilities or costs, including reasonable attorneys’ fees and defense costs, arising out of or in any way connected with the E/A/S’s providing emergency services under this Agreement, excepting only those damages, liabilities or costs arising directly from the sole negligence or willful misconduct of the E/A/S. FAST TRACK/DESIGN-BUILD AND CONSTRUCTION: In consideration of the benefits to the Client of employing the “fast track” process (in which some of the E/A/S’s design services overlap the construction work and/or are out of sequence with the traditional project performance or delivery method), and in recognition of the inherent risks of fast tracking to the E/A/S which Client accepts, the Client waives all claims against the E/A/S for design changes and modification of portions of the services already constructed due to the Client's decision to employ the fast track process. The Client further agrees to compensate the E/A/S for all Additional Services required to modify, correct, or adjust the Construction Documents and coordinate them in order to meet the Client's Project requirements because of the Client's knowing decision to construct the Project in a fast track manner. RIGHT OF ENTRY: Client shall provide for E/A/S’s right to enter property owned by Client and/or others in order for E/A/S to fulfill the scope of service for this Project. Client understands that use of exploration equipment may unavoidably cause damage, the correction of which is not the responsibility of E/A/S. BURIED UTILITIES: Client shall be responsible for designating the location of all utility lines and subterranean structures within the property lines of the Project. Client agrees to waive any claim against the E/A/S and to defend, indemnify and hold harmless for any claim or liability for injury or loss arising from the E/A/S or other persons encountering utilities or other manmade objects that were not called to the E/A/S’s attention or which were not properly located on the plans furnished to the E/A/S. Client further agrees to compensate the E/A/S for any time or expenses incurred by the E/A/S in defense of any such claim, in accordance with the E/A/S’s standard hourly per diem fee schedule and expense reimbursement policy. Reimb Exp effective 07-01-19 Per diem REIMBURSABLE EXPENSE ITEMIZATION EFFECTIVE JULY 1, 2019 THROUGH JUNE 30, 2020 PRINTING REPORTS, MANUALS, SPECIFICATIONS COPIES B & W Color 8 ½" x 11", including Collating & Binding ................................................................. $ 0.15 Each $ 0.50 Each 8 ½" x 14", including Collating & Binding ................................................................. $ 0.20 Each $ 0.75 Each 11" x 17", including Collating & Binding................................................................... $ 0.25 Each $ 1.15 Each PLAN SHEETS (Based On Square Footage Of Media Used) B & W Color Bond ....................................................................................................................... $ 0.50/sq ft 2.00/sq ft Vellum .................................................................................................................... $ 0.60/sq ft 2.40/sq ft Mylar ...................................................................................................................... $ 0.75/sq ft 3.00/sq ft COMPUTER PLOTTING Labor cost plus media ($40.00 minimum charge for non-project related plotting) GENERAL ITEMS Mileage (may adjust due to fuel fluctuations) ................................................................................................ $ 0.57½ per Mile Reproduction (i.e. Prints, Copies, Plans, etc) ................................................................................................ At Cost + 15% Computer Aided Design/Drafting .................................................................................................................. $ 15.00 per Hour Long Distance & Cell Calls, Subsistence & Lodging ...................................................................................... At Cost Non-reusable Supplies ................................................................................................................................. At Cost + 15% Boat .............................................................................................................................................................. $ 210.00/Day ATV .............................................................................................................................................................. $ 69.00/Day ATV-Truck .................................................................................................................................................... $ 103.00/Day Digital CD Copies ......................................................................................................................................... $ 6.00 Ea + Labor SURVEY ITEMS Three Dimensional Scanning ...................................................................................................................................... $200.00/hour Global Positioning & Robotic Survey Instrument ......................................................................................................... $26.00/Hour Wood Lath .................................................................................................................................................................. $ 1.30 Each 2" x 2" or 1” x 2” Wood Hub ........................................................................................................................................ $ 1.30 Each Wood Paddle Stake .................................................................................................................................................... $ 1.60 Each Concrete Monument ................................................................................................................................................... $59.00 Each Wire Flag Marker ........................................................................................................................................................ $ 0.20 Each Iron Pipe Marker ......................................................................................................................................................... $12.00 Each Rebar Pin Marker ....................................................................................................................................................... $ 2.70 Each Fence Post ................................................................................................................................................................. $ 8.50 Each GPS Monuments ...................................................................................................................................................... At Cost Recorder, Filing Fees ................................................................................................................................................. At Cost ENVIRONMENTAL ITEMS Peristaltic Pump .......................................................................................................................................................... $85.00/Day Bailer .......................................................................................................................................................................... $10.00 Each PID Meter ................................................................................................................................................................... $90.00/Day pH Meter..................................................................................................................................................................... $10.00/Day Geoprobe .................................................................................................................................................................. $90.00/Hour Bentonite .................................................................................................................................................................... $18.00/Bag Sand ........................................................................................................................................................................... $10.00/Bag TESTING SERVICES Concrete Slump and Air Tests (ASTM C143 and ASTM C231) ............................................................................. At Labor Concrete Cylinder Molds............................................................................................................................................. $2.50 Each Concrete Cylinder Tests (ASTM C39, ASTM C617, and ASTM C31) ........................................................... $22.50/Test + Labor Concrete Cylinder Tests (ASTM C39, ASTM C617, and ASTM C31) ............. Cured but not tested ............. $15.00 Each + Labor Moisture vs Density (Standard ASTM D698) ............................................................................................................... $200.00 Each Atterberg Limits: (Plastic Limit, Liquid Limit & Plasticity Index - ASTM D4318) ........................................................... $82.00 Each Nuclear Density Tests in-Place (ASTM D2922, ASTM D2950, and ASTM D3017) ..................................... $16.00 Each + Labor ADDITIONAL SERVICES Specialty Consultants ................................................................................................................................................. Cost + 15% Laboratory Analysis .................................................................................................................................................... Cost + 15% Aerial Photography ..................................................................................................................................................... Cost + 15% Custom Reproductions ............................................................................................................................................... Cost + 15% ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: WC Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 3, 2020 AGENDA ITEM: Change Order for repair of building located at 120 East Main Street SUMMARY RECOMMENDATION: The City Manager and Director of Planning and Public Works recommend approval of the change order in the amount of $191,847.00 from Hein Construction from Galesburg. BACKGROUND: The east wall of 120 East Main Street is in an unsafe condition. The City’s Park Plaza area is located directly adjacent to this unstable wall. The City Council accepted the donation at their June 17, 2019 meeting with the intention of repairing the east wall of the building and the roof and then selling the building. A bid was approved by the City Council with Hein Construction in the amount of $361,749.40 for the repair of the wall and roof joists as needed. After construction was started on this project, additional repairs were found to be needed in the amount of $158,736. In addition, due to the cold winter temperatures it is necessary to heat the exterior of the building for bays 1-3 in order to cure the masonry for an estimated additional cost of $ 33,111.00. Total cost of the change is $191,847.00. The work on this change order includes repairing Bay 4 of the building utilizing the same scope of work as bays 1-3 including cold weather protection. Work also includes tuckpointing the column in the northeast corner of the building and securing loose tiles on Bay 5 and the front of the building. By completing this work on the building in February through April, the Contractor for Park Plaza will be able to complete the work in the Plaza by the end of May or first of June. Once the repair work has been completed on the building, the roofing contractor will replace the roof of the building. BUDGET IMPACT: It is proposed for these costs to be paid from the TIF IV Fund. However, TIF IV does not currently have sufficient funds for this work and would require a transfer from TIF II for this project. SUPPORTING DOCUMENTS: 1. Proposed Change Order 20-4017 TOWN OF THE CITY OF GALESBURG Date:February 3, 2020 Agenda Number:20-9002 TOWN FUND $2,403.79 GENERAL ASSISTANCE FUND $4,589.67 IMRF FUND SOCIAL SECURITY/MEDICARE FUND $1,517.03 LIABILITY FUND $97.60 AUDIT FUND TOTAL $8,608.09