Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
02222021 City Council Packet
Administration 55 West Tompkins Street Galesburg, IL 61401 CITY OF GALESBURG Illinois, USA February 15 City Council Agenda __________________________________________________________________________________________________________________________________________________________________________________________________________________________ Page 1 of 2 City Council Meeting Agenda City of Galesburg, Illinois City Council Chambers February 22, 2021 Members of the public who would prefer to view Galesburg City Council meetings remotely, can view the council meetings on Comcast channel 7 or stream the meeting live on the City’s website. 5:30 p.m. Roll Call Pledge of Allegiance Invocation Approve Minutes from February 1, 2021 Consent Agenda #2021-04 21-2004 Resolution Illinois Housing Development Authority's Strong Communities Grant 21-4011 Approve Flood insurance policy renewal 21-4012 Approve Transit service contract with Knox College 21-4013 Approve Transit service contract with VNA 21-4014 Approve Insurance verification for the IHDA Strong Communities Grant 21-4015 Approve Revised Personnel Policy 21-4016 Approve Revised Distracted Driving Policy 21-5003 Approve Rate schedule for wrecker services 21-6000 Approve Appointment Memo 21-8003 Bills and Advance Checks Approval and warrants drawn in payment of same Passage of Ordinances and Resolutions 21-1001 Ordinance Ordinance amendment to revoke an approved Special Use permit (Final Reading) 21-1002 Ordinance Ordinance amendment to allow a Public Library in a B2 zoning district, allow a 75 foot height, and provide parking provisions for a Public Library (Final Reading) Bids, Petitions and Communications Public Comment __________________________________________________________________________________________________________________________________________________________________________________________________________________________ Page 2 of 2 City Manager’s Report A. February TAC Report Miscellaneous Business (Agreements, Approvals, Etc.) 21-4017 Approve Agreement for AWIA Risk and Resilience Assessment and Emergency Response Plan for the Water Division - Phases 2 & 3 Town Business 21-9003 Bills Closing Comments Work Session Discussion Draft Water Rate Study 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 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Page 1 of 3 CITY COUNCIL MEETING City Manager’s Report February 15, 2021 CONSENT AGENDA #2021-04 Item 21-2004 IHDA Strong Communities Grant Staff recommends approval of accepting a grant from the Illinois Housing Development Authority’s Strong Communities Program. The City of Galesburg was awarded $175,000, which can used for new or past expenditures for work completed dating back to January 2020 for demolition, removal of garbage, debris, nuisance trees, yard waste, etc. Eligible properties must be residential, in a residential zone, and abandoned. Item 21-4011 Flood Insurance Policy Staff recommends renewal of the existing flood insurance policies with Selective Insurance Company, covering the City’s water wells and buildings located in the Mississippi River flood plain, in Oquawka, Illinois. Item 21-4012 Transit Service Contract with Knox College Staff recommends approval of a service contract between the City of Galesburg Transit and Knox College to provide students, faculty, and staff unlimited rides from March of 2021 through February of 2022. Based on estimated ridership, the cost of the contract is $700. If approved, City of Galesburg Transit will track the ridership of Knox riders, and data gathered will be utilized for subsequent potential contracts. Item 21-4013 Transit Service Contract with VNA Staff recommends approval of a service contract between the City of Galesburg Transit and VNA Community Services to provide qualified seniors unlimited rides from March 1, 2021 through September 30, 2021. VNA Community Services will pay $1,825 per month of the contract. Item 21-4014 Insurance Verification for IHDA Strong Communities Grant The IHDA Strong Communities Program requires all grant recipients to provide proof of insurance. Staff recommends approval of the attached letter to Illinois Housing Development Authority verifying the City of Galesburg’s self-insurance status and ability to remedy claims in lieu of a third-party insurance provider. Item 21-4015 Revised Personnel Policy Staff recommends approval of the updated personnel policy. The policy has been updated to reflect current policy and procedure, as well as the addition of a donated paid time-off program. Item 21-4016 Revised Distracted Driving Policy Staff recommends approval of the updated distracted driving policy. The policy has been updated to reflect a prohibition on Transit employees making or receiving calls while driving. CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Page 2 of 3 Item 21-5003 Wrecker Rotation List Application A rate schedule for wrecker services from Galesburg Towing LLC is provided to be received and placed on file with the City Clerk’s office. Item 21-6000 Appointment Memo Appointments to various boards and commission are submitted by Mayor Pritchard for Council consideration. Item 21-8003 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 21-1001 Amendment to Revoke an Approved Special Use Permit (Final Reading) The Planning and Zoning Commission recommend approval of the amendment to allow a Special Use Permit to be revoked. Staff concur with this recommendation. Under the existing ordinance, a Special Use may not be revoked. Attached for Council’s review is a proposed ordinance amendment that would establish conditions by which a Special Use could be revoked and the procedures for the process. Item 21-1002 Amendment to Allow a Public Library in a B2 Zoning District (Final Reading) The Planning and Zoning Commission recommend approval of the ordinance amendment regarding public libraries. Staff concur with this recommendation. The existing ordinance allows a library as a permissive use in the B3 zoning district, with no definition of a library. The B3 zoning district does not require off-street parking and allows buildings to be up to 100 feet in height. Attached for Council’s review is a proposed ordinance amendment that would define a Public Library, allow it as a permissive use within the B2, B3 and M2 zoning districts, provides for parking provisions and also allows a public library to be up to 75 feet in height. The proposed new library would be located in an area zoned General Business (B2), will have somewhere between 100 and 120 parking spaces, and a height of approximately 61 feet. BIDS, PETITIONS AND COMMUNICATIONS CITY MANAGER’S REPORT A. February TAC Report MISCELLANEOUS BUSINESS (Agreements, Approvals, Etc.) Item 21-4017 AWIA Risk & Resilience Assessment & Emergency Response Plan Staff recommends approval of professional service agreement with Dewberry Engineers Inc. to conduct Phase 2 and 3 of a Risk and Resilience Assessment study and Emergency Response Plan for the Water Division. The America’s Water Infrastructure Act (AWIA) of 2018, which has been signed into law, requires all water systems serving more than 3,300 people to develop a Risk and Resilience Assessment that considers the risks to the water system from malevolent acts and natural hazards. The law also requires an Emergency Response Plan for the water system to be developed based on the results of the completed Risk and Resilience Assessment. On October 5, 2020, the City Council approved a Phase 1 agreement with Dewberry Engineers to perform this CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Page 3 of 3 work. The Phase 1 work is nearly complete, and they are ready to move into Phase 2 to complete the Risk and Resilience Assessment Study. Once Phase 2 is complete, they will move into Phase 3 and complete the Emergency Response Plan by its deadline of December 30, 2021. Each phase is broken down into the same number of manhours for a cost of $25,000 for each Phase. This approval is for phases 2 & 3 for a lump sum amount of $50,000. TOWN BUSINESS Item 21-9003 Town Bills Respectfully submitted, Todd Thompson City Manager 5:15 p.m.Public Hearing: Downstate Small Business Stabilization Program Galesburg City Council Regular Meeting City Council Chambers 55 West Tompkins Street, Galesburg, Illinois February 1, 2021 5:30 p.m. Called to order by Mayor John Pritchard at 5:30 p.m. Roll Call #1:Physically Present:Mayor John Pritchard,Council Members Bradley Hix,Wayne Dennis,Corine Andersen,Peter Schwartzman,Wayne Allen,and Larry Cox,7.Absent:Council Member Lindsay Hillery,1.Also Present:City Manager Todd Thompson,City Attorney Bradley Nolden, and City Clerk Kelli Bennewitz. Mayor Pritchard declared a quorum present. The Pledge of Allegiance was recited. A moment of silence was observed in lieu of an invocation. Council Member Hillery entered the meeting at 5:31 p.m. Council Member Hix moved,seconded by Council Member Cox,to approve the minutes of the City Council meeting from January 19, 2021. Roll Call #2: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. CONSENT AGENDA #2021-03 All matters listed under the Consent Agenda are considered routine by the City Council and will be enacted by one motion. 21-2003 Approve MFT Resolution for the 2021 annual sealcoating in the amount of $250,000. 21-4007 Approve the quote from Burke Cleaners for an annual contract for cleaning of uniforms for the Galesburg Police Department.Total annual budget is $3,000;each officer is allowed $250 each year. 21-4008 February 1, 2021 Page 1 of 8 Approve the updated Zoning Map. 21-4009 Approve the waiver of normal purchasing policies and approve a three-year sole source renewal agreement with Cloudbakers in the total amount of $157,140 for the use of Google Workspace. 21-8002 Approve bills in the amount of $1,079,522.93 and advance checks in the amount of $346,477.52. Council Member Andersen moved,seconded by Council Member Cox,to approve Consent Agenda 2021-03. Roll Call #3: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried by omnibus vote. PASSAGE OF ORDINANCES AND RESOLUTIONS 21-1000 Council Member Hillery moved,seconded by Council Member Dennis,to approve Ordinance 21-3630 on final reading authorizing the City of Galesburg to borrow $2,000,000 from the Illinois Environmental Protection Agency through the Public Water Supply Loan Program for the purpose of replacing lead water service lines.It was noted that after Phase V is completed,the City will have approximately 500 active lead service lines remaining to be replaced and approximately 200 closed lead service line accounts still connected to the distribution system. Roll Call #4: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. 21-1001 Ordinance on first reading amending Section 152.018 of the Galesburg Municipal Code to allow a Special Use to be revoked under certain conditions and allow for a public hearing for revocation if necessary. 21-1002 Ordinance on first reading amending Section 152.005 of the Galesburg Municipal Code to allow a Public Library in a B2 zoning district,allow a 75-foot building height,and provide parking provisions for a Public Library. BIDS, PETITIONS, AND COMMUNICATIONS February 1, 2021 Page 2 of 8 PUBLIC COMMENT Ron Hunt addressed the Council as a board member of the Western Illinois Nature Group, supporting the Blackthorn Hill Nature Preserve.He stated that there are few outdoor natural recreational areas such as Lake Storey and he believes if expanded would disrupt the waterway. Lake Storey has been a feature of Galesburg for over 90 years and is a natural habitat that people can enjoy. He asked the Council to consider if the project will outweigh the habitat. Henry Gray,nine years old,stated that he is a fourth grader at Silas Willard School.He is opposed to the idea of expanding Lake Storey for three reasons:1)he likes to run and ride his bike on the trails and the expansion would flood one of his favorite sections;2)his closest friend would have to move to a different area if the expansion took place;and 3)he thinks the money for this project could be better spent on things that would benefit everyone in town. Mark Holmes addressed the Council and expressed his objection to any further investment into expansion of Lake Storey.He believes it is ethically dubious and an inappropriate use of public funds.He added that there is no convincing evidence that there is a potential market for expensive lake front homes.He believes that adding additional tax money is a reckless gamble for a city that has so many other urgent needs.He stated that he applauds the City Council for entertaining bold ideas but boldness alone with uniformed good sense and sound judgment will end in folly.He urged the City to think of ways to revitalize the core of our community,the downtown, adding new businesses, improving our current recreational opportunities, etc. Kevin Malley addressed the Council and pointed out that his land is not in the City limits,is not for sale,and it will not be annexed or obtained through eminent domain.He believes the Lake Storey Phase II project is already dead and is a waste of money.He stated that many believe that Phase II is simply a study and doesn’t allow for construction,but added that it is the next step in the project.He stated that Phase I has shown that eight homes would be destroyed and that much of the land is not for sale.Malley stated that if the project were to continue,the Henderson Creek Valley would become flooded,as well as current farm land.He stated that he has been involved with eminent domain before with the Route 41 overpass,which was on his family’s land.He further added that he is unhappy with taking away the virtual option of providing public comments. Corey Malley addressed the Council and stated that he would also be affected by this expansion project.He noted that he has been talking to neighbors and most are overwhelmingly against the project and do not want to be annexed into the City.He stated that he noticed in the proposal from Edgewater that some of the land that would be taken would be the current Police Firing Range. Nikki Malley addressed the Council and stated that she does not live in Galesburg but does work in the City.She repeated that the landowners who comprise approximately 75 percent of the land needed for the expansion do not want to sell at any price.She stated that they have retained legal counsel and have incurred costs.She further stated that they have evidence that February 1, 2021 Page 3 of 8 the majority of homeowners in that area feel the same way.The families question the moral judgement in taking these farms and homes for this project.She added that no one from Edgewater or the City has reached out to the landowners at any time,which she finds unprofessional.She believes that because they are not Galesburg residents that they have no voice in this project unless they are loud and persistent. Ms.Malley stated that the Thompsons,who have joined them in this legal battle,asked her to convey that due to a death in the family they could not attend the meeting,but asked her to state that they are adamantly opposed to the study and the acquisition of the land.She was also asked to read a statement from Ted Tourlentas,a landowner whose home would be destroyed,that the City bring back the option for public comments to be read aloud during the meeting. Mitchell Gibson addressed the Council and stated that he feels many people have lost sight of where we live,which is America,where a lot of the land was taken,stolen,or sold.If we are to look towards the future and want Galesburg to be better then this is something that the City needs to do.He stated that a handful of people would lose their homes but that they would be compensated for their property.He stated that 100 years ago he would not have been able to stand before the Council and that the trees that would be lost could be replanted,and homes rebuilt.He is encouraged by the new trails that would be built,use of boats,ice fishing, experiences and memories families could make at the Lake since there is nothing to do in Galesburg at this time. Kristine Crow addressed the Council and stated that this project has stirred up a lot of animated opinions on both sides of the issue and wanted to weigh in by drawing from her professional background as a project manager and living in Galesburg.She does not want to create an us vs. them mentality,but instead to broaden the thinking on this topic and give the City Council facts when considering the project.She stated that given the magnitude of the project,she would like to broaden the discussion on several questions and concerns. Crow stated that in 2015 the Council approved a $400,000 grant to Mark Kleine to develop a subdivision off of Lincoln Park Drive.The proposal was for thirteen homes and thirteen townhomes.To date,she stated there is only one single-family home and two townhomes. She noted that at twelve percent occupancy,how can the City justify this expansion that would propose 500 homes.She noted the recent overpasses,which did not include private funding and had a low risk of failure.She stated that she has a concern of the project being underestimated and added that the response time for the fire and police departments would likely not be adequate.She also noted that public utilities would add additional costs.She has emailed a list of questions and concerns to the Mayor and City Council. Michele Gabriel,Knox County Public Health Administrator,reported that there have been 5,880 administered doses,with 1,033 individuals being fully vaccinated (2.06 percent of Knox County). She understands that this process is slow and frustrating and that her Department is trying to be as informative as possible.The Health Department is allotted a certain number of vaccines February 1, 2021 Page 4 of 8 each week and a decision then has to be made which entity will receive them.She assured the public that there is no institution that is sitting on vaccines. Gabriel noted that Hy-Vee has had vaccines available but that they are not part of the Incident Command structure or taking away from the Health Department’s vaccine allotment.She asked the public to continue to be patient and that more information will be released when it is known. Mayor Pritchard thanked Michele and her staff and noted that the past year has seen very intense activity.He noted that the Health Department has done a great job and he hopes that there is an end in sight soon. Public comments received via email have been added as an addendum to this record. CITY MANAGER’S REPORT City Manager Thompson asked Public Works Director Wayne Carl to give an update on the recent water testing by the Illinois Environmental Protection Agency (IEPA)of the City’s water system for compounds known as Per-and Polyfluoroalkyl Substances (PFAS)as part of a statewide study of community water supplies. Director Carl reported that the EPA is currently evaluating PFAS and plans to regulate them in the future.Currently,the EPA is gathering data in all states to be able to determine a Maximum Contaminant Level (MCL)and treatment options.As part of that process,the City of Galesburg was notified in September 2020,that the Illinois EPA (IEPA)would be testing community water supplies in Illinois for the presence of PFAS.In November 2020,the State collected initial water samples at Galesburg’s water treatment plant,with follow-up samples collected in December 2020.Carl stated that the City was notified that the two water samples that were collected at the Water Treatment plant in November and December 2020,exceeded the proposed Draft Guidance Level (DGL)for PFOA (one subset of PFAS).In response,the City is taking immediate action to inform consumers,initiate monitoring,and evaluate options to reduce exposure levels. Neither the Illinois EPA nor the U.S.EPA have yet developed enforceable drinking water standards for PFAS.In the interim,Illinois EPA has developed health-based Draft Guidance Levels for the small number of PFAS for which there is appropriate information to do so.Draft Guidance Levels are intended to be protective of all people consuming the water over a lifetime of exposure.These are not regulatory limits for drinking water but are benchmarks against which sampling results are compared to determine if additional investigation or other response action is necessary. The EPA samples collected in November and December tested for 18 PFAS.Of those 18,the City’s results only detected four PFAS,three of which were below the draft guidance level,and one which was above the draft guidance level.The one PFAS which exceeded the draft guidance level was PFOA,Perfluorooctanoic acid,with results of 17 parts per trillion (ppt)in February 1, 2021 Page 5 of 8 November and 12 ppt in December.The draft guidance level for PFOA is 2 ppt.So far,about 25%of the 1,454 community water supplies in Illinois have been tested,and of those tested thus far, 14 have exceeded the draft guidance level for at least one of the PFAS categories. In accordance with the IEPA recommendation,the City is informing consumers of sample results by distributing a PFAS Fact Sheet to all City of Galesburg water customers.This week, the City will begin quarterly testing of all raw water sources and finished water for PFAS.To generate a plan and timeline to reduce exposure to PFAS,the City has contacted a consulting firm that is familiar with treatment processes that will remove PFAS from the water. Director Carl also noted that there is information on the City’s website and that the IEPA has a dashboard available to see all test results throughout the State. MISCELLANEOUS BUSINESS (Agreements, Approvals, Etc.) 21-4010 Council Member Hix moved,seconded by Council Member Hillery,to approve a change order in the amount of $63,414.43 from McClintock Trucking and Excavating for replacing valves for the Ranney Collector Well in Oquawka. Council Member Cox asked if Hutchison Engineering,the inspection consultant,had a change order that would have been signed by the contractor.Director Carl stated they did not have one for this project but did have an inspector on site who sent in the change order after his review. Roll Call #5: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. TOWN BUSINESS Council Member Allen moved,seconded by Council Member Cox,that the City Council sit as the Town Board. The motion carried by voice vote. 21-9002 Trustee Dennis moved,seconded by Trustee Andersen,to approve Town bills and warrants be drawn in payment of same. February 1, 2021 Page 6 of 8 Fund Title Amount Town Fund $2,156.97 General Assistance Fund $5,268.56 IMRF Fund Roll Call #6: Ayes:Trustees Hix, Dennis, HIllery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. Trustee Allen moved,seconded by Trustee Cox,to resume sitting as the City Council.The motion carried by voice vote. CLOSING COMMENTS Council Member Schwartzman stated his appreciation for the update from Michele Gabriel and for Fire Chief Randy Hovind’s excellent work in trying to get the word out about the vaccine.He believes it is important for the community to know as well that if there are inefficiencies occuring in higher levels of government that the Council should also be made aware so that they are able to clarify for their constituents.He stated that he is a true believer that local government can do a lot of things but when it comes to something as significant as a pandemic, with vaccines coming in from far away, it is critically important that we speak loudly. Council Member Schwartzman stated that there was an article in the newspaper on the Lake Storey Expansion Phase II project.He noted that it was mentioned by the Mayor that he would recommend two weeks’notice be given before it is placed on the agenda and he would concur with this suggestion so that people can be alerted.He also mentioned that he does not want to see this item held in limbo forever and that he hopes it is definitely resolved by May of this year. Lastly,Council Member Schwartzman stated that this entire process for the Lake Storey Expansion is a civics lesson that everyone can gain something from.It shows that we have tremendous vitality in our community and that people speak their minds.He added that everyone does not agree on things but that everyone respects each other and the other’s opinions and thoughts.Ultimately it will be resolved through reasoning and deliberation,which is a measure of a strong community’s vitality. Mayor Pritchard stated that the vaccination phase is anticipated to take longer than expected so he urged everyone to continue to be safe and practice social distancing,wear a mask,wash their hands, and stay home if they feel sick. The Mayor also thanked the Council for their approval of the recent $500,000 COVID-19 Relief Program for local businesses.It is his hope that this will help businesses survive,give them hope, and help them keep their employees. February 1, 2021 Page 7 of 8 Social Security/Medicare Fund Liability Fund Audit Fund Total $7,425.53 Council Member Cox moved,seconded by Council Member Allen,to adjourn into Executive Session a 6:20 p.m.for the purpose of discussing collective bargaining and approval of the minutes from the December 21, 2020, executive session meeting (5 ILCS 120/2 (c) (2) and (21). Roll Call #7: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. During the Executive Session,Council Member Dennis moved,seconded by Council Member Hillery, to adjourn the Executive Session at 6:44 p.m. Roll Call #8: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. There being no further business,Council Member Cox moved,seconded by Council Member Andersen, to adjourn the regular meeting at 6:45 p.m. Roll Call #9: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. John Pritchard, Mayor Kelli R. Bennewitz, City Clerk February 1, 2021 Page 8 of 8 Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Lake Storey Expansion 1 message 'Rebecca Malley' via Public Comments <public@ci.galesburg.il.us>Wed, Jan 20, 2021 at 3:58 PM Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Lake Story Expansion 1 message Myron Stachniw Wed, Jan 27, 2021 at 11:28 AM Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Fw: Letter from Western Illinois Nature Group(WING) regarding Lake Storey Expansion 1 message 'Carl Moore' via Public Comments <public@ci.galesburg.il.us> Wed, Jan 27, 2021 at 4:11 PM pschwart@ci.galesburg.il.us pschwart@ci.galesburg.il.us council@ci.galesburg.il.us council@ci.galesburg.il.us Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Lake Storey Expansion & Phase II Study 1 message Helen Hoyt Thu, Jan 28, 2021 at 3:47 PM Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Concern over Lake Storey proposal 1 message Todd Heidt Fri, Jan 29, 2021 at 7:13 AM Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Lake Storey expansion 1 message Michael Runbom Fri, Jan 29, 2021 at 11:25 AM Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Lake Storey Expansion Phase Two Study 1 message Rebecca Yowler Fri, Jan 29, 2021 at 12:11 PM https://beccaminister.com Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Lake Storey Expansion Project 1 message Mary Armon Sun, Jan 31, 2021 at 6:02 PM Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Continued opposition to Lake Store expansion 1 message Kathryn Koca Polite Sun, Jan 31, 2021 at 10:25 PM Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Message to the Council 1 message K Crow Mon, Feb 1, 2021 at 9:55 AM This e-mail, including attachments, may include confidential and/or proprietary information, and may be used only by the person or entity to which it is addressed. If the reader of this e-mail is not the intended recipient or his or her authorized agent, the reader is hereby notified that any dissemination, distribution or copying of this e-mail is prohibited. If you have received this e-mail in error, please notify the sender by replying to this message and delete this e-mail immediately. 2 attachments Lake Storey Expansion Council Statement 2-1.docx 14K Lake Storey Expansion Questions.docx 21K Questions related to the Lake Storey Expansion project Respectfully submitted by Kristine Crow with input from the public Pre-Study (Questions that should have been asked prior to the feasibility study 1. How did the Lake Storey expansion idea start? Who or what initiated the idea and why? 2. Why didn’t an agency of the city reach out to potentially impacted home/farm owners to explain the idea and explain the process out of courtesy and for awareness? 3. Is the strategic goal of the city to improve recreational opportunities, improve property tax revenue, or both? 4. If the focus is to increase property tax revenue, did the city discuss the possibility of annexation of these properties as opposed to the destruction of current property for future development? 5. What studies, research, or professional literature/publication was analyzed prior to the feasibility study to determine expansion of the lake is a large enough factor to attract families to Galesburg and to justify the request and expenditure of the initial feasibility study? 6. What other projects, to boost economic development and growth, has the city considered aside from the Lake Storey expansion? 7. What other consulting firms did the city interview to determine Edgewater provided the best services and value? 8. Did the City consider the supply/demand/completion/sales rate of homes in the subdivision off Lincoln Park Drive. 9. Did the City contact Henderson Township to inform them the lake expansion idea was being studied and did the City consider the project would need support from Henderson Township? Post-Feasibility Study warranting immediate public discussion 1. Why doesn’t the feasibility study include the possibility of expansion directly north, east, or south of Lake Storey’s current location? Doing so would ensure all possible options are on the table regardless of viability. 2.Director of Parks and Recreation, Tony Oligney-Estill, in an interview on WGIL, made mention there may be a third study. If so, what may warrant this study and what is the cost associated with it? 3.What are the benchmarks/responsibilities of the city for justifying promotion to the next study or step in the process? Is it measures by a certain percentage of public positive opinion, time as a variable, other influence or factor? Is there a measurement the city is using to determine if it makes sense to further study a proposed project in general? 4. If Lake Storey is expanded has the city considered expanding fire and police personnel and facilities to provide adequate protection for the large expansion of annexed property? Has that cost been included in the feasibility study? 5. What is the minimum number of firefighters and police required by law in terms of ratio relative to population or area of the City? How would this lake expansion impact those requirements? 6.The flooded area would cover an unofficial memorial site on North Lake Storey road where the lives of Kalee Pringle and Kylie Allen were lost. Does the city have a plan of community outreach to discuss this issue and work to provide alternatives for such memorials? 7. Does the Open Space Development line item in the feasibility study for $10,000,000 include demolition of the homes included in the current acquisition area? 8.The three existing lake communities included in the study as comparable sites (Lake Bracken, Spoon Lake, and Oak Run) have limitations to public access. Considering the intent of Lake Storey to have full public access, are the proposed new home values realistically estimated? 9. The 2019 Parks and Recreation Master Plan yielded support for funding improvements at Lake Storey, including improved aquatic park, trail connectivity, water access, ecological preservation, and improvement to existing facilities. Are there any alternatives to a lake expansion project that would result in improvements of these areas on a smaller scale? If not, why? 10.The feasibility study states that all of the elements proposed are beyond the immediate means of the City of Galesburg to fund, and therefore a financially viable funding strategy is required. What kind of funding strategies is the city considering and is there interest from private investment groups to date? 11.How was the size of the proposed expansion determined? 12.The feasibility study mentions catalyst funding in the short-term could be realized by taking underutilized public property along the lake and turning that into private lots, which would block access to public trails. Is the City Council considering this as a possibility? 13.Will the $135,000 for the comprehensive study be paid out of economic development funds? If not, which fund will be tapped to cover this expense? 14.In 2015 the City invested $400,000 for Mark Kleine to develop the Lincoln Park subdivision, but is still over 75% undeveloped. How does the City justify the expansion of the lake with a clear lack of interest in new development? 15.The City Council mentioned a committee would be formed as a result of the feasibility study. Has this committee been created and if so, who are the members of that committee and what is their meeting schedule? 16.Has the city considered the legal costs in fighting to obtain the land through eminent domain? Is the City still considering the usage of eminent domain in order to obtain the land needed for this project? 17.How would the lake project expand recreational opportunities along the shore? 18.Currently 22% of our residents live below the national poverty level - how does this project positively impact those families? 19.With the induction of higher priced homes/families the local poverty rate could be impacted (lowered) – how does that impact funding for school lunches, school boundary lines, federal assistance programs, grants, etc.? 20.Who will be responsible for obtaining financing for this project? If Edgewater is responsible for obtaining funding, can the City provide the success/failure rate of Edgewater’s ability to do so? 21.Did a representative from Edgewater appear before the council to explain the results of the feasibility study to the City Council? 22.If the lake expansion project falls through, those annexed will then be in the city limits as a result of an undeveloped project. Has any consideration been given as to how that will negatively impact those families and farms in terms of property tax costs? Questions to consider should the City Council vote to move forward with a Comprehensive Study 1.What is the current water quality of Lake Storey and how would the expansion impact water quality? 2. What will happen to the current pavilion, beach, playgrounds, softball fields if the lake is expanded? If they will be destroyed are the funds for these facilities included in the estimated cost? 3. Would expansion of the lake dry up Henderson creek? 4. How does the city plan to regulate motorized activities on the lake? 5. How would the addition of homes at the lake impact the current water/sewer infrastructure and is the cost for adding to the current infrastructure included in the feasibility estimate? 6.How will a lake expansion and increase in traffic impact the flow of traffic around CSC? 7. What is the impact of the lake expansion on livestock for neighboring farms? 8.What is the impact to the logistics of the farmers impacted and how their farm operations, including travel/operating costs, will be impacted by the lake expansion? 9. Many people use the lake because it’s serene, how does the city intend to regulate motor boats? 10.Will the City speak to GHAS to determine how this expansion would impact their operations? 11.Does the Galesburg School District have the capacity to accommodate 500 families? 12.How will this project impact busing routes and operational costs. 13.What is an appropriate and realistic timeline to determine if funding can be obtained? 14.Could the topography of the land to the north, east, or south be enhanced to be suitable as additional options for a lake expansion? Other Questions 1. Will City Councilmember Bradley Hix recuse himself to mitigate a conflict of interest, as he’s a local realtor and stands to profit from the lake expansion and real estate development? 2. In the last 10 years how many construction permits have been issued in the city (aside from Habitat for Humanity)? 3. Since District 205 restructured their schools and closed Gale, which would have been the closest for the expanded area, has the city considered the additional busing costs and what that would mean in terms of a possible increase in property taxes? 4. How will this expansion impact the lack of available rental homes/apartments? 5. How many people have moved into Galesburg in the last 10 years and what is here that will attract 500 families aside from the lake? 6. Has the city taken into consideration the change in the country lifestyle some enjoy that will find themselves neighboring with the lake expansion? 7. Has the city considered the possibility that lake homes will be built then rented out? Is there a zoning level that limits the ability for lake homes to be rented out? 8. Is there a possibility a homeowners association would be created for homes along the lake? 9. Is there a possibility the lake homes would become a gated community? 10.Opportunity cost – If city funds are tied up in the lake expansion what public projects are or could be tabled to allow for this project? 11.Is Edgewater potentially the developer that would be charged with expanding the lake? Has the city looked into the situation with Edgewater and the City of Rochester where Edgewater was having issues securing funding? How does that situation compare to the Lake Storey Expansion? The Lake Storey expansion has stirred up a lot of animated opinions on both sides of the issue and although it’s known I’m one of the mayoral candidates I feel it necessary to weigh in by drawing from my professional background and the knowledge I have living in Galesburg nearly all of my life. My purpose in giving the following information is not to create an ‘us versus them’ mentality, but to broaden the thinking surrounding this topic and to give the City Council facts to consider when weighing the path that was taken to get us here and direction in the future. Given the magnitude of the proposed lake expansion I’d like to broaden the discussion on some of the questions and concerns I, and many others, have. Recreation aside this isn’t the only housing project the City has supported recently. In 2015 the City Council unanimously supported a $400,000 grant to Mark Kleine, after reducing that amount from $1 million, to develop a subdivision at the intersection of Marmac and Lincoln Park Drive. The proposal anticipated 13 single-family homes with a price range of $250K to $350K and 13 townhomes with a price range of $189K. To date there is one single-family home constructed and two townhomes. The lots have been on the market for over 3,500 days. At only 12% occupancy in nearly 6 years how can we justify an expansion that would propose up to 500 new homes? Justification of successful projects such as the Rev. Jon A. Sibley, Sr. underpass and Bickerdyke Bridge as a reason to proceed with the lake expansion are not comparable. Private funding wasn’t required to construct either the underpass or the bridge. The risk of failure for those projects was extremely low in comparison to an expansion where the success hinges on private investors, as well as market interest in lakeside homes. Aside from the concerns about marketability there are dozens of questions from the public related to legal issues, infrastructure, the relationship with Henderson Township, and how the City will hold itself accountable as it progresses through each stage of the planning process. I have a concern the cost of this project is being underestimated and that many are looking at this project through a single lens. With an expansion to 572 acres this will put a strain on the current capabilities of fire and police departments to respond timely and provide adequate coverage. I’m assuming the new lakefront homes will have public utilities resulting in additional costs for water and sewer infrastructure. Our local poverty rate is 22%. Consideration should also be given to how an influx of high-income families would impact the assistance currently received for school meals, federal assistance programs, and grants. This City needs many improvements just to bring the quality of living up to par and we should be focusing on improvements to our current infrastructure and facilities before we make risky assumptions in a volatile market. ~Kristine Crow Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Lake Storey Expansion 1 message Sue Dickinson Mon, Feb 1, 2021 at 12:43 PM To: Members of the Galesburg City Council (Mr. Bradley Hix, Mr. Wayne Dennis, Ms. Lindsay Hillery, Ms. Corine Anderson, Mr. Peter Schwartzman, Mr. Wayne Allen, Mr. Larry Cox City Clerk Ms. Kelli Bennewitz and Mayor John Pritchard I moved to Galesburg in 1979. I have seen Galesburg at her best and during some harder times. I taught school here for 35 years, have volunteered for many local organizations, worked on numerous local events, and have been an advocate for Galesburg. Even though I was not born and raised here, Galesburg is my home. I applaud the council and city management for trying to make Galesburg a better place to live. The road to progress is never easy, but I must say, I have concerns about the Lake Storey expansion plan/studies. I think making the lake a more inviting place is wonderful, but at what expense? From what I have read, the major portion of the land you want to annex belongs to landowners who have no desire to sell. My understanding is this isn’t going to change. These farms that have been in families for multiple generations. They have no desire to sell their legacy. Would you? My question is, then, “Why are we moving ahead with the same plan and putting money into something that, to me, isn’t going to happen?” Phase 2 wants input, but when the main residents whose lives will be the most impacted say “Not interested,” why move ahead? Haven’t you already gotten the input you need? Why would we spend money for a phase 2 study when phase 1 plan is not feasible? Are we going back to Phase 1 to see if there is land that is actually available before proceeding and spending any more money? There are so many areas that have been highlighted by others where the money could be utilized better. A lake expansion isn’t the only way to make Galesburg a better place. It’s time to step back. I urge you to vote no to spending any money on the Phase 2 study. Thank you, Susan Dickinson Galesburg, IL 61401 Kelli Bennewitz <kbennewi@ci.galesburg.il.us> Lake project 1 message 'elysse helms' via Public Comments <public@ci.galesburg.il.us> Mon, Feb 1, 2021 at 2:02 PM ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: JKG COUNCIL LETTER CITY OF GALESBURG FEBRUARY 15, 2021 AGENDA ITEM: Resolution accepting a grant from the Illinois Housing Development Authority’s Strong Communities Program. SUMMARY RECOMMENDATION: The City Manager and Director of Community Development recommend approval of the Resolution accepting a grant from the Illinois Housing Development Authority’s Strong Communities Program. BACKGROUND: The City requested the full $250,000 limit, in the Illinois Housing Development Authority’s Strong Communities Program. This is a new grant program provided by Illinois Housing Development Authority. The City of Galesburg was awarded $175,000 in this premiere round of grant funding. Funding from this grant can be used for new or past expenditures for work completed dating back to January 2020 for demolition, removal of garbage, debris, nuisance trees, yard waste, etc. Eligible properties must be residential, in a residential zone and abandoned. Ineligible properties include legally occupied residences, historically registered properties, commercial, industrial, agricultural or mixed use properties with residential units. The City will primarily utilize these funds to be reimbursed for demolition projects in 2020 and 2021 but can also utilize these funds for weed and trash abatement on abandoned properties. As part of the normal granting process, Illinois Housing Development Authority requires a Council Resolution in support of the grant project. The resolution authorizes the Mayor to execute necessary documents on behalf of the City of Galesburg for this grant program. BUDGET IMPACT: None SUPPORTING DOCUMENTS: 1. Resolution of Support and Grant Acceptance 21-2004 RESOLUTION DATED ______________________ A RESOLUTION ACCEPTING A GRANT FROM THE ILLINOIS HOUSING DEVELOPMENT AUTHORITY’S STRONG COMMUNITIES PROGRAM. WHEREAS, the City of Galesburg (the “Recipient”) has been awarded a grant (the “Grant”) from the Illinois Housing Development Authority (the “Authority”) program administrator of the Strong Communities Program (the “Program”), as that Program is authorized by Article 30, Section 5 of Public Act 101-0638 (the “Act”) and governed by the Program guidelines described in the term sheet, as may be amended from time to time. THEREFORE BE IT RESOLVED, that the Recipient shall enter into the Funding Agreement (the “Agreement”) with the Authority wherein the Authority agrees to make the Grant to the Recipient in an amount not to exceed one hundred and seventy-five thousand and 00/100 dollars ($175,000.00), which shall be used by the Recipient to preserve affordable housing efforts by assisting with the rehabilitation and/or demolition of abandoned properties within the Recipient’s area, all in accordance with the terms and conditions set forth in the Agreement. FURTHER RESOLVED, that the Mayor of the Recipient and the City Clerk of the Recipient (the “Signatories”) are hereby authorized and empowered to execute and deliver in the name of or on behalf of the Recipient the Agreement and any and all amendments, modifications and supplements thereto, and to execute and deliver such additional documents, instruments and certificates, as may be necessary or desirable for the Recipient to perform its obligations under the Agreement. FURTHER RESOLVED, that the Signatories are hereby are authorized and directed to take such additional actions, to make further determinations, to pay such costs and to execute and deliver such additional instruments (including any amendments, Agreements or supplements) as he or she deems necessary or appropriate to carry into effect the foregoing resolutions. FURTHER RESOLVED, that the Recipient hereby ratifies, authorizes and confirms and approves all documents and instruments executed in connection with the Grant and the Agreement, including those acts taken prior to the date hereof. (Signature page follows) PASSED BY THE CITY OF GALESBURG CITY COUNCIL, STATE OF ILLINOIS Approved this ___ day of ________, by a roll call vote as follows: Roll Call #: Ayes: Nays: Absent: _______________________________________ John Pritchard, Mayor ATTEST: ___________________________________ Kelli R. Bennewitz, City Clerk ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: JAL Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 15, 2021 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 five (5) of the existing insurance policies for a one-year period through March 6, 2022. The other two policies renew in April and September. 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 five policies will protect the City in the event of a catastrophic flood on the Mississippi River. Coverage values have been reviewed and it is recommended that amounts of coverage remain the same as last year, and that the deductible of each policy remain $10,000. The renewal offers received for these five policies is a combined premium of $29944.00 for the annual period. BUDGET IMPACT: The previously approved FY21 Risk Fund budget account #078-56531 for insurance premiums included $29944.00 for these flood policies. SUPPORTING DOCUMENTS: Renewal bills 21-4011 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by MJF Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 15, 2021 AGENDA ITEM: A service contract between the City of Galesburg Transit and Knox College to provide students, faculty, and staff unlimited rides March of 2021 through February of 2022. SUMMARY RECOMMENDATION: City of Galesburg’s Public Transportation Advisory Commission held a special meeting on February 5, 2021, and unanimously recommended approval of the bus pass program with The City of Galesburg and Knox College. The Director of Community Development and Transit Manager concur with their recommendation. The creation of a service contract between these entities will make more State funds available to fund transit for the City. BACKGROUND: This service contract allows the payment from Knox College to be counted as local match rather than program revenue. As local match, the contract amount will allow the City to utilize more of the Downstate Operation Assistance Program (DOAP) funds allocated by the State of Illinois. DOAP funds cover 65% of all transit operating costs for the City. This service contract would not change any routes or frequency thereof to the Knox campus. All currently enrolled Knox students, faculty and staff will continue to have unlimited access to all City of Galesburg Transit routes during all City of Galesburg Transit operating hours between March 2021 and February 2022. Students, faculty, and staff will use their Student/Employee ID to access the buses. The estimated Knox ridership for 2021-2022 is estimated at 1700. At $0.40 per ride it is estimated that the cost would be $700 for the year. Previous years Knox ridership was nearly 3000 and we expect to see those numbers again. If approved, City of Galesburg Transit will track the ridership of Knox students between March 2021 and February 2022. The data gathered will be evaluated and a proposed contract amount would be considered by PTAC and City Council for the 2022-2023 contract. BUDGET IMPACT: Decrease in City’s contribution to Paratransit and Bus Subsidy budgets. $700.00 will be recorded as IDOT local match, allowing increased requisition payments from DOAP funds. SUPPORTING DOCUMENTS: 1. Knox College Service Contract 21-4012 PURCHASE OF SERVICE AGREEMENT This agreement made this ______ day of _____________________ , 2021 by and between the City of Galesburg (“CITY”) and Knox College (“RECIPIENT”). WHEREAS, it is the mutual concern of the parties hereto that the transportation services provided hereunder be of high professional quality; and WHEREAS, CITY contracts with PROVIDER to provide transportation services within the City of Galesburg; and WHEREAS, RECIPIENT desires to provide transportation services to students and staff of their institution. NOW THEREFORE, the parties hereto agree as follows: 1. This agreement shall become effective immediately. This agreement shall cover March of 2021 – February of 2022. 2. Service eligible for delivery under this agreement would be the transporting of RECIPIENT’S current students and employees on fixed-route bus service within the City of Galesburg, IL. 3. RECIPIENT will compensate CITY for services described in the AGREEMENT at $700.00 for the term of the contract. Knox College students, faculty, and staff will not be charged for rides during the term of this contract. 4. CITY will notify RECIPIENT if for any reason the regular routes cannot be made. 5. The Knox College Staff and Student Government, the Transit Manager, Operations Manager and the Transit Assistant of the City of Galesburg will work directly together to handle overall operations of the AGREEMENT. 6. The AGREEMENT and any addenda constitute the entire agreement between the parties. If any provision of the AGREEMENT is in conflict with the laws of the State of Illinois or the United States of America, said provision shall be considered invalid and the remaining provisions shall remain in force. 7. This Agreement shall not be assignable, except at the written consent of all parties hereto, and it shall extend to and be binding upon the heirs, executors, administrators, successors and assigns of the parties hereto. 8. Each party to this Agreement agrees to defend, indemnify, save and hold harmless the other (and each of their respective directors, officers, agents and employees) from and against all liabilities, suits, obligations, claims, demands, damages, fines, costs and expenses (including reasonable attorney’s fees) arising under this Agreement to the extent that such are attributable, directly or indirectly, to the indemnifying party’s negligence, error, omission or intentional act. An indemnifying part’s negligence, error, omission or intentional act, as that phrase is used herein, includes the negligence, error, omission or intentional act of its officers, agents and employees. This provision shall survive the termination of this Agreement. These provisions shall survive the termination of this Agreement. 9. The TERM of this agreement is for the period of March 1, 2021 through February 28, 2022. Executed this ____________________ day of _______________ 20 _____. APPROVED: ___________________________________ _______________________ DATE ___________________________________ _______________________ DATE ___________________________________ _______________________ DATE ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by MJF Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 15, 2021 AGENDA ITEM: A service contract between the City of Galesburg Transit and VNA Community Services to provide qualified seniors unlimited rides March 1, 2021 through September 30, 2021. SUMMARY RECOMMENDATION: City of Galesburg’s Public Transportation Advisory Commission held a special meeting on February 5, 2021, and unanimously recommended approval of the service contract with The City of Galesburg and VNA Community Services. The Director of Community Development and Transit Manager concur with their recommendation. The creation of a service contract between these entities will make more State funds available to fund transit for the City. BACKGROUND: VNA Community Services Executive Director, Ellen Larsen, approached the City of Galesburg Transit regarding the need for the City to go into a service contract with the VNA to provide transportation for qualifying seniors. This service contract allows the payment from VNA Community Services to be counted as local match rather than program revenue. As local match, the contract amount will allow the City to utilize more of the Downstate Operation Assistance Program (DOAP) funds allocated by the State of Illinois. DOAP funds cover 65% of all transit operating costs for the City. A service contract with VNA Community Services from March 1, 2021 through September 30, 2021 with a new contract beginning in October 2021. VNA Community Services is offering to pay the City of Galesburg Transit $1,825 per month of the contract. BUDGET IMPACT: Decrease in City’s contribution to Paratransit and Bus Subsidy budgets. $12,775 will be recorded as IDOT local match, allowing increased requisition payments from DOAP funds. SUPPORTING DOCUMENTS: 1.VNA Community Services Service Contract 21-4103 PURCHASE OF SERVICE AGREEMENT This agreement made this ______ day of _____________________, 2021 by and between the City of Galesburg (“CITY”) and VNA Community Services (“RECIPIENT”). WHEREAS, it is the mutual concern of the parties hereto that the transportation services provided hereunder be of high professional quality; and WHEREAS, CITY contracts with RECIPIENT to provide transportation services within the City of Galesburg and Knox County with services starting and ending in the City of Galesburg; and WHEREAS, RECIPIENT desires to provide transportation services to passengers who qualify for VNA services, NOW THEREFORE, the parties hereto agree as follows: 1.This agreement shall become effective March 1, 2021. 2.Service eligible for delivery under this agreement would be the transporting of RECIPIENT’S clients that are eligible for VNA services within the City of Galesburg, IL and Knox County with services starting and ending in the City of Galesburg. 3.RECIPIENT will compensate CITY for services described in the AGREEMENT at $12,775.00 for the term of the contract which will be paid monthly at $1825.00 per month. VNA is to pay $10 per ride not to exceed the contracted amount for the term of the contract excluding qualifying Medicaid billed trips which will be billed separately by the VNA and reimbursed to the City of Galesburg. 4.CITY will notify RECIPIENT if for any reason the regular routes cannot be made. 5. The VNA Community Services Director, the Transit Manager, Operations Manager, and the Transit Assistant of the City of Galesburg will work directly together to handle overall operations of the AGREEMENT. 6.The AGREEMENT and any addenda constitute the entire agreement between the parties. If any provision of the AGREEMENT conflicts with the laws of the State of Illinois or the United States of America, said provision shall be considered invalid and the remaining provisions shall remain in force. 7.This Agreement shall not be assignable, except at the written consent of all parties hereto, and it shall extend to and be binding upon the heirs, executors, administrators, successors and assigns of the parties hereto. 8.Each party to this Agreement agrees to defend, indemnify, save, and hold harmless the other (and each of their respective directors, officers, agents, and employees) from and against all liabilities, suits, obligations, claims, demands, damages, fines, costs, and expenses (including reasonable attorney’s fees) arising under this Agreement to the extent that such are attributable, directly, or indirectly, to the indemnifying party’s negligence, error, omission, or intentional act. An indemnifying part’s negligence, error, omission, or intentional act, as that phrase is used herein, includes the negligence, error, omission or intentional act of its officers, agents, and employees. This provision shall survive the termination of this Agreement. These provisions shall survive the termination of this Agreement. 9.The TERM of this agreement is for the period of March 1, 2021 through September 30, 2021. Executed this ____________________ day of _______________ 20 _____. APPROVED: ___________________________________ _______________________ DATE ___________________________________ _______________________ DATE ___________________________________ _______________________ DATE ___________________________________________________________________________________________________________________________________________________________________________________________ COUNCIL LETTER CITY OF GALESBURG FEBRUARY 15, 2021 AGENDA ITEM: Letter to Illinois Housing Development Authority (IHDA) regarding the Strong Communities Program Insurance verification requirement. SUMMARY RECOMMENDATION: The City Manager, City Attorney, Director of Finance and Director of Community Development recommend approval of the letter to Illinois Housing Development Authority verifying the City of Galesburg’s self-insurance status and ability to remedy claims in lieu of a third-party insurance provider. BACKGROUND: The City requested the full $250,000 limit, in the Illinois Housing Development Authority’s Strong Communities Program. This is a new grant program provided by Illinois Housing Development Authority. The City of Galesburg was awarded $175,000 in this premiere round of grant funding. Funding from this grant can be used for new or past expenditures for work completed dating back to January 2020 for demolition, removal of garbage, debris, nuisance trees, yard waste, etc. Eligible properties must be residential, in a residential zone and abandoned. Ineligible properties include legally occupied residences, historically registered properties, commercial, industrial, agricultural or mixed use properties with residential units. The City will primarily utilize these funds to be reimbursed for demolition projects in 2020 and 2021 but can also utilize these funds for weed and trash abatement on abandoned properties. The IHDA Strong Communities Program requires all grant recipients to provide proof of insurance. The City of Galesburg is self-insured and through dialogue with Illinois Housing Development Authority, they have requested the City of Galesburg to provide this letter approved by the City Council in fulfilling the proof of insurance requirement. BUDGET IMPACT: Insurance verification is a necessary criterion to receive the grant award of $175,000. SUPPORTING DOCUMENTS: 1.Letter to IHDA verifying self-insurance status. 21-4014 City Hall • 55 West Tompkins Street • Galesburg, IL 61401• www.ci.galesburg.il.us • 309/345-3652 February 16, 2021 Legal Department Illinois Housing Development Authority 111 E. Wacker Drive, Suite 1000 Chicago, Illinois 60601 Re: Strong Commuities Program Galesburg 51824 The City of Galesburg, in compliance with Illinois Housing Development Authority (IHDA) Grant 51824 insurance requirement, does provide IHDA, a financial verification of our Risk Management Fund, with an unaudited fund balance as of December 31, 2019, in the amount of $1,345,000. (Fiscal year 2020 audit results are pending.) This risk management fund is in place and utilized to protect against areas pertaining to this grant, such as fraud, theft and fiscal malfeasance related to city financial operations including employee dishonesty and criminal activities. The City of Galesburg SCP 51824 grant award is in the amount of $175,000. In the event of a claim, all claims made against the City are initially investigated by the Benefits and Insurance Coordinator. Large or complex claims are referred to the City Attorney. After review, a claim can be approved, denied, or partially approved. City Manager approval is sought for any settlements under $10,000. For cases above $10,000, City Council approval would be required. The process to seek remediation in the event of any fiscal malfeasance is to work with applicable banks and agencies relating to the event as well. The bank account verification in which the risk management funds are deposited in is attached. This was approved through City Council vote on February, 2021. Sincerely, John Pritchard Mayor City of Galesburg Approved this day of , 20____ , by a roll call vote as follows: Roll Call #: City Hall • 55 West Tompkins Street • Galesburg, IL 61401• www.ci.galesburg.il.us • 309/345-3652 Ayes: ______________________________________________________________________________ ______________________________________________________________________________ Nays: ______________________________________________________________________________ ______________________________________________________________________________ Absent: _____________________________________________________________________________ ______________________________________________________________________________ ______________________________ John Pritchard, Mayor ATTEST: ____________________________ Kelli R. Bennewitz, City Clerk ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by J. Pease Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 15, 2021 AGENDA ITEM: Approval of the revised Personnel Policy for Exempt and Non-represented Employees. SUMMARY RECOMMENDATION:The City Manager and the City Attorney and Director of Administrative Services recommend approval by the City Council of the revised Personnel Policy. BACKGROUND:The Personnel Policy for Exempt and Non-Represented Personnel covers terms and conditions for the City’s management and supervisory personnel. It was last revised in 2016. The policy has been updated to reflect current policy and procedure. This includes: x Updating section 1.05 (3) to include reference to ethics ordinance 36.01. x Addition of Anti-Discrimination Policy x Updating section 2.01 (10) List of Positions. x Updating section 2.05 (2) to allow sick use for wellness/routine care for employee. x Updating Section 2.05 (3) to allow sick use for wellness/routine care for family members. x Updating Section 2.05 (5) to clarify usage of bereavement. x Updating Section 2.05 (6) to clarify permanent disability application procedures. x Addition of Section 2.07 Donated Paid Time Off Policy, which will allow employees to donate accruals to a hardship bank. Donated time will be made availablefor one pay period for an employee experiencing a FMLA qualified event and has ran out of paid time off accruals. x Update Section 2.08 (4), removing retirement languages for retirements in the years 2016- 2019. x Update Section 2.09, removing language regarding Local Government Health Plan, and updating eligibility date for health care coverage. x Updating Appendices II FMLA Forms. x Updating Appendices III Reimbursed Expense Forms. BUDGET IMPACT:There is no budgetary impact. SUPPORTING DOCUMENTS: 1. Personnel Policy – “Red-line Version” Showing Changes 2021 Administration 55 West Tompkins Street Galesburg, IL 61401 Approved by City Council-February 2021 CITY OF GALESBURG ILLINOIS, USA Personnel Policy for Exempt & Non-Represented Personnel CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Index to Exempt and Non-Represented Personnel Policy INDEX 1. Administration 1.01 – Personnel Policy – Introduction 1.02 – Code of Ethics 1.03 – Appointments 1.04 – Probation 1.05 – Miscellaneous Regulations 1.06 – General Policy Regarding Drugs and Alcohol 1.07 – Sexual Harassment Policy 1.08 - Anti Discrimination Policy 2. Human Resources and Benefits 2.01 – Classification and Pay Plan 2.02 – Hours of Work 2.03 – Overtime 2.04 – Holidays and Personal Days 2.05 – Leave Policies 2.06 – Family and Medical Leave Policy 2.07 –Donated Paid Time Off Policy 2.08 – Separations 2.09 – Benefits 3. Information Systems 3.01 – Email and Internet Use Policy 4. Finance 4.01 Travel Expenses Appendices I. Employee Injury Forms CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Index to Exempt and Non-Represented Personnel Policy II. FMLA Forms III. Reimbursed Expense Forms IV. Wellness Incentive Eligibility Form CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.01 – Personnel Policy Introduction Section:AdministrationEffectiveDate:1/1/2016 Number:1.01LastRevision: Title:PersonnelPolicy–Introduction 1. PURPOSE This Personnel Policy Manual has been prepared for the purpose of establishing uniform managerial policies and procedural guidelines relating specifically to employees exempt from the Fair Labor Standards Act (FLSA) and employees not covered by a collective bargaining agreement at the City of Galesburg. It is not intended to create and should not be construed as creating a contract of employment between the City and the employees covered by this Manual, either individually or collectively. Rather, the policies and procedures contained in this Personnel Policy Manual may be changed or withdrawn at any time by the City, with or without prior notice to covered employees. Additionally, should this Manual contain policies or provisions that are not inconsistent with or otherwise controlled by a collective bargaining agreement, then this Personnel Policy Manual shall prevail with respect to employees covered by a collective bargaining agreement. 2. EMPLOYMENTATWILL Employment with the City of Galesburg is employment at-will. Employment at-will may be terminated with or without cause and with or without notice at any time by the employee or the City. Nothing in this handbook or in any document or statement shall limit the right to terminate employment at-will. No manager, supervisor or employee of the City has any authority to enter into an agreement for employment for any specified period of time or to make an agreement for employment other than at-will. Only the City Manager has the authority to make any such agreement and then only in writing. 3. APPLICATION All covered employees are expected to read the Manual and refer to it when dealing with personnel policy problems and questions. This Manual supersedes all previous manuals and handbooks relating to personnel policy and procedure for exempt and non-represented personnel. Nothing in this Personnel Policy Manual precludes the establishment of written departmental rules and regulations applying to the employees employed in or assigned to a particular department. However, if a direct conflict should arise between a department rule or policy and the express provisions of this Manual, the express provisions of this Manual shall control. In the event that any of the policies contained or referred to herein should be in conflict with the constitution or laws of the United States or of the State of Illinois, or with the rules and regulations established pursuant to law by the Board of Fire and Police Commissioners, the latter shall take precedence. Additionally, should any provision of this CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.01 – Personnel Policy Introduction policy be declared invalid by any court action or by reason of subsequently enacted legislation by the State of Illinois or the United States of America, the remaining parts or portions of this policy shall remain in effect. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.02 – Code of Ethics Section:AdministrationEffectiveDate:1/1/2016 Number:1.02LastRevision: Title:CodeofEthics WE ACKNOWLEDGE, in all matters, public service will take precedence over personal gain. WE BELIEVE the use of public property, of whatever value, for personal profit or convenience is incompatible with the above philosophy. WE WILL decline to grant special privileges to any citizen above those available to all on the same basis. WE CONSIDER City employment to be our primary pursuit; any secondary employment should be undertaken with that belief in mind. WE HONOR information gathered confidentially for official purposes, and we will not disclose it unless required by law. WE WILL be guided by reason and good judgment in our decisions; not by gifts or favors. WE RECOGNIZE it is improper to advocate for private interests before public bodies. WE FEEL it is imperative to disclose any financial interests in a business which contracts with the City, and regarding which we may exert direct or indirect influence. WE REALIZE interference with pending or current legislation to serve personal ends is forbidden. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.03 - Appointments Section:AdministrationEffectiveDate:1/1/2016 Number:1.03LastRevision: Title:Appointments 1. EMPLOYEEDEFINITION Regular full-time employees are those employees who have a regular 40 or 56 hour workweek. These employees will receive full-time compensation pursuant to the official pay plan for the City of Galesburg and will be entitled to full participation, based on length of service, in the benefits listed herein. Regular part-time employees are those employees who work a regular work schedule of 30 to 39 hours per week. Such an employee is entitled to pro rata benefits for holidays, vacation leave, sick leave, longevity, severance pay, sick leave bonus, and sick leave retirement payout based upon the ratio between the number of hours in his regular weekly work schedule and 40 or 56, as the case may be. An employee in this category may receive full health insurance benefits if he meets the minimum weekly work hours established by the City’s health insurance carrier and/or self-insurance administrator. Temporary employees are those employees who are hired to work on a seasonal or project basis and who have no reasonable expectation of employment beyond the season or project for which they are hired. Part-time employees are those who work a regular work schedule of less than 30 hours per week; they are covered by a separate administrative policy. Temporary and part-time employees receive no benefits other than workers’ compensation coverage, except that an employee who occupies a position normally requiring performance of duty for 1,000 hours or more in the twelve-month period following his date of hire or anniversary date must participate in the Illinois Municipal Retirement Fund (IMRF). 2. EMPLOYMENTPOLICY Only one person from a family will be employed as a regular full-time or regular part-time employee by the City in the same department. For this purpose, a member of a family is defined as a parent, stepparent, sibling, child, stepchild and spouse or domestic partner. It is the policy of the City to fill vacancies on the basis of merit and, insofar as possible in the interests of the City, to promote City employees to higher positions. It will be the duty of department and division heads to observe, train and evaluate employees in their current positions to determine their skills and qualifications for possible promotions. The City Manager has, among other duties, the duty of recruiting qualified candidates for City employment and maintaining records that will facilitate the discovery of City employees who should be considered for promotion to higher positions. The City will not discriminate as to race, color, religion, ethnic origin, sex, sexual orientation, disability, age or pregnancy, in CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.03 - Appointments City recruitment, selection, training and promotion of protected group personnel. 3.RESIDENCYREQUIREMENTFORREGULAREMPLOYEES An employee who is appointed to a regular full-time or regular part-time position is required, as a condition of continued employment with the City, to maintain his principal residence within a radius of twenty (20) miles, by straight-line radius and not as determined by means of surface streets and roads measurement, from Galesburg City Hall. This residency requirement shall be construed to mean actual “in fact” living and residing within the area described herein. The employee shall become a resident of the described area within thirty (30) days after the expiration date of such employee's probationary period if the employee is to be continued in the City's service. The residency requirement may be waived in writing by the City Manager for any employee if the City, in its discretion, determines it to be in the best interest of the City to waive the requirement for that particular employee at that particular time. The City’s action in waiving residency in any particular case shall not be a precedent for any other employee, whether or not occupying the same classification or position as the employee for whom residency was waived, or for any other present or future employment situation. In the event the City elects to change the residency requirement which is currently applicable to all personnel employed by the City, or the residency requirement is changed for employees in another City bargaining unit as a result of binding arbitration, such change shall likewise be applicable to all employees covered by this Policy, but only to the extent that the residency requirement is relaxed. 4. PHYSICALEXAMINATION Prior to an appointment to regular status, each employee will undergo a thorough examination by a physician designated by the City. No individual will begin employment until required test results are obtained and the examining physician certifies he is physically able to perform the essential functions required by his position. 5. AUTHORITYFORAPPOINTMENTS Authority is vested in the City Manager to make appointments for all positions within the City’s service, except those of City Clerk, Deputy City Clerk, City Treasurer, Deputy City Treasurer, and sworn personnel (except Chiefs) of the Police and Fire Departments. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.04 - Probation Section:AdministrationEffectiveDate:1/1/2016 Number:1.04LastRevision: Title:Probation 1. DEFINITIONOFPROBATION The purpose of the probationary period is to test and evaluate the employee for his technical abilities in performing the essential functions of the position, his compatibility with co- workers and the ability and willingness to contribute to the performance of the department and organization. No employee will be retained in a position to which he has been appointed, promoted, or transferred if he cannot meet the standards of performance for the position during the probationary period. The City Manager has the authority to place an individual, who is having difficulty meeting the standards of performance, into a “Special Probationary Period” not to exceed 90 calendar days. This placement is intended to allow the employee an opportunity to make marked improvements to his performance. 2. NEWAPPOINTMENTS New employees appointed to positions with the City will serve a minimum one-year probation and evaluation period before he may attain a status as a regular employee. If the employee fails to meet the required standards of performance, he will be dismissed or serve a “Special Probationary Period” not to exceed 90 calendar days. 3. PROMOTEDORTRANSFERREDEMPLOYEES An employee who is promoted or transferred must serve a twelve-month probation period. If the employee fails to meet the required standards of performance, he may be restored to the position from which he was promoted or transferred to a comparable position if available. This does not apply to sworn Fire and Police Personnel, except the Fire and Police Chiefs. The City Manager has the authority to extend the probation period for an additional time period, not to exceed 90 calendar days. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.05 – Miscellaneous Regulations Covering City Employees Section:AdministrationEffectiveDate:1/1/2016 Number:1.05LastRevision: Title:MiscellaneousRegulationsCoveringCityEmployees 1. BREAKPERIODS Non-represented hourly employees are entitled to two, 15-minute break periods per day. The granting of a break period is a privilege and the determination of the break time is discretionary with the supervisor. Break periods must be used as assigned and cannot be accumulated nor used in conjunction with start or stop times or lunch periods nor divided into more frequent, but shorter breaks (i.e., three 5-minute breaks). 2. PHYSICALFITNESS It will be the responsibility of each employee to maintain the standards of physical fitness required for performing his job. Whenever a department or division head determines the physical condition of an employee is endangering his own health or the safety of his fellow workers, the employee may be instructed to submit to a medical examination by a physician. The City will bear the cost of the initial examination, which will be used to determine continued employment with the City. 3. POLITICALACTIVITY In accordance with City Ordinance § 36.01, the regulations of § 5-15 (ILCS Ch. 5, Act 430, § 5-15) and Article 10 (ILCS Ch. 5, Act 430, §§ 10-10 through 10-40) of the State Officials and Employees Ethics Act, ILCS Ch. 5, Act 430, §§ 1-1 et seq. are hereby adopted by reference and made applicable to the officers and employees of the city to the extent required by ILCS Ch. 5, Act 430, § 70-5 As such, officers and employees of the City shall not intentionally perform any prohibited political activity during any compensated time (other than vacation, personal, comp, CTO,). Employees shall not intentionally misappropriate any City property or resources by engaging in any prohibited political activity for the benefit of any campaign for elective office or any political organization. NNo person holding a position with the City of Galesburg will use any official authority or influence to coerce the political action of any person or body or to influence any election. Nothing in this section will be construed to prohibit or prevent any person from: Becoming or continuing to be a member of a political club or organization. Attending political meetings. Enjoying entire freedom from all interference in casting his vote. Expressing privately his opinion on any political question. Employees elected to municipal office must resign from the City prior to taking the oath of office except where Illinois State Statute allows. Formatted: Font: (Default) Times New Roman CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.05 – Miscellaneous Regulations Covering City Employees 4. PERSONALUSEOFCITYPROPERTY The use of City property for personal use is prohibited. Employees using City property for personal use may be dismissed or suspended without pay and may be responsible for the cost of use or any damage to City property. 5. INSURABILITY Employees in positions which require operation of motor vehicles or equipment and which require possession of a valid Illinois driver’s license must be insurable as set by standards of the City’s insurance carrier. An employee determined not to be insurable may not be considered for employment or may be dismissed if operation of a vehicle is essential to his assigned position. 6. OUTSIDEEMPLOYMENT A regular City employee may not carry on, concurrently with City employment, any private CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.05 – Miscellaneous Regulations Covering City Employees business, undertaking, or employment which affects the time or quality of his work, or which casts discredit upon or creates embarrassment for the City government. The department head must approve such outside employment. 7. ACCEPTANCEOFGIFTS No gift or favor will be accepted by a City employee which has been given because of his employment with the City of Galesburg. 8. DEPARTMENTALRULES Each employee is expected to follow his respective departmental rules for exempt personnel. In cases of conflicts, every employee will follow his respective chain of command. 9. DISCIPLINE If an employee's conduct falls below a desirable standard, he may be subject to progressive disciplinary action at the discretion of the City Manager. This will not apply to discipline imposed by the Board of Fire and Police Commissioners. If an exempt salaried employee is suspended, suspensions must occur in one-workweek increments. The City agrees discipline will be progressive and corrective, designed to improve behavior and not merely to punish. However, when the severity of an infraction is great, discipline outside the normal progression, up to and including dismissal, may be considered an appropriate remedy. Once the measure of discipline is determined and imposed, the City will not increase it for the particular act of misconduct unless new facts or circumstances become known. An employee who receives a written reprimand must submit a mutually agreed upon corrective action plan to his immediate supervisor and department head. Where the City believes just cause exists to institute disciplinary action, the employer will have the option to assess the following penalties: Verbal reprimand Written reprimand Suspension Demotion Discharge In keeping with the parties’ agreement that discipline is to be corrective, it is agreed all files maintained concerning an employee will be expunged, upon the employee’s request, of any reference to his disciplinary history in accordance with the following: Verbal reprimands: Will stay in a separate file in the department or division head’s office and not sent to the City Manager’s office unless further discipline is required. Written reprimands: Removed not later than three (3) years after issuance. Disciplinary suspensions: Removed not later than five (5) years after issuance. 10. PROBATIONARYEMPLOYEES Probationary employees will receive the same benefit package given to the non-probationary classification, unless otherwise indicated. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.05 – Miscellaneous Regulations Covering City Employees 11. PREGNANCY Any employee (or applicant for employment) who is pregnant, recovering from childbirth, or has a medical condition related to pregnancy, may request a reasonable accommodation from the City. The City will not discriminate or retaliate against such individuals for exercising their rights under Illinois law. 12. AMENDMENTS The City, however, reserves the right to add, delete, change or modify the aforementioned rules, as it deems necessary. Employees may submit recommended changes to the rules or may propose amendments in writing to the City Manager. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.06 – General Policy Regarding Drugs and Alcohol Section:AdministrationEffectiveDate:1/1/2016 Number:1.1oLastRevision: Title:GeneralPolicyRegardingDrugsandAlcohol 1. GENERAL The use of illegal drugs and the abuse of alcohol by employees of the City of Galesburg present unacceptable risks to the safety and well-being of other employees and the public, invites accidents and injuries, and reduces productivity. In addition, such conduct violates the reasonable expectations of the public that the employees who serve and protect them obey the law and be fit and free from the effects of drug and alcohol abuse. In the interest of employing persons who are fit and capable of performing their jobs, and for the safety and well-being of employees and residents, the City has established a program that will allow the City to take the necessary steps, including drug and/or alcohol testing, to implement a general policy regarding drugs and alcohol. The City of Galesburg and its various operating departments have the responsibility to provide a safe work environment. In addition, they have a paramount interest in protecting the public by ensuring that their employees are physically and emotionally fit to perform their jobs at all times. For these reasons, the abuse of alcohol substances by City employees is strictly prohibited on or off duty. Violation of these policies will result in disciplinary action up to and including discharge. 2.DEFINITIONS A. “Drugs” shall mean any controlled substance listed in 720 ILCS 570/100 et seq., known as the Controlled Substances Act, for which the person tested does not submit a valid pre- dated prescription. In addition, it includes “designer drugs” which may not be listed in the Controlled Substances Act but which have adverse effect on perception, judgment, memory or coordination. Among the drugs covered by this policy are the following: Opium Methaqualone Psilocybin-psilocin Morphine Tranquilizers MDA Codeine Cocaine PCP Heroin Amphetamines Chloral Hydrate Meperidine Phenmetrazine Methylphenidate Marijuana LSD Hash Barbiturates Mescaline Hash Oil Glutethimide Steroids B. The term “drug abuse” includes the use of any controlled substance which has not been legally prescribed and/or dispensed. 3. PROHIBITIONS CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.06 – General Policy Regarding Drugs and Alcohol Employees shall be prohibited from: 1. Consuming or possessing alcohol or proscribed drugs (drugs proscribed by the Controlled Substances Act) at any time during the work day on any of the City’s premises or job sites, including all City buildings, properties, and vehicles and the employee’s personal vehicle while engaged in City business. 2. Using, selling, purchasing or delivery of any proscribed drug during the workday or when off duty. 3. Being under the influence of alcohol or proscribed drugs during the course of the workday. 4. Failing to report to their supervisor any known adverse side effects of medication or prescription drugs which they are taking. 5. Violation of these prohibitions may result in disciplinary action, up to and including discharge. 4. ADMINISTRATIONOFTESTS. The City may require an employee to submit immediately to breathalyzer, blood, and/or urine tests if the City determines there is reasonable suspicion for such testing. If an employee is required to undergo such testing based on reasonable suspicion, the City will provide the employee with the basis for such reasonable suspicion in writing at or about the time the test is administered. If the written basis is not provided prior to the actual test, a verbal statement of the basis will be provided prior to administering the test. The City may use breathalyzer tests as well as urine or blood tests for alcohol testing. For drug/alcohol tests not involving a breathalyzer, the City shall use only licensed clinical laboratories and shall have a supervisor accompany the employee being tested to the testing facility. The testing facility shall be responsible for maintaining the proper chain of custody. The taking of urine samples shall not be witnessed unless there is reasonable suspicion to believe the employee is tampering with the testing procedure. If the first test results in a positive finding, a confirmatory test (GC/MS or a scientifically accurate equivalent) shall be conducted. An initial positive result shall not be submitted to the City unless a confirmatory test result is also positive as to the same sample. Upon request, the City shall provide an employee with a copy of any test results which the City receives with respect to such employee. A portion of the tested sample shall be retained by the laboratory so that the employee may arrange for another confirmatory test (GC/MS or a scientifically accurate equivalent) to be conducted by a licensed clinical laboratory of the employee’s choosing and at the employee’s expense. Once the portion of the tested sample leaves the clinical laboratory selected by the employer from the list maintained by the City, the employee shall be responsible for maintaining the proper chain of custody for said portion of the tested sample. Within two (2) working days after the test is administered, the employee may request a meeting with his department head. At any such meeting, the employee may raise issues relating to the testing, including the basis for reasonable suspicion. The employee shall also have a one-time only option at this meeting to admit to a drug/alcohol problem and to seek assistance from the City’s Employee Assistance Program CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Administration 1.06 – General Policy Regarding Drugs and Alcohol (“EAP”). If the employee invokes this option, the test results shall not be made available to the City. Except where the employee invokes the one-time only option to admit to the problem and to seek assistance from the EAP, the results of any positive tests shall be made available to the City. If an employee tests positive for the use of a proscribed drug, the City may take such action as the City in its discretion deems appropriate, up to and including discharge but also including demotion or reassignment. The first time an employee tests positive for substance abuse involving something other than a proscribed drug, and/or if the employee invokes the one-time only option to admit to the problem and to seek assistance from the EAP, the employee shall be required to enter and successfully complete the EAP, during which time the employee may be required to submit to random testing with the understanding that if the employee again tests positive the City may take such action as the City in its discretion deems appropriate, up to and including discharge. The City in any event retains the right to take such action as the City in its discretion deems appropriate if an employee engages in conduct prohibited by paragraph 3 above, or in conduct that is otherwise subject to discipline and is aggravated by drug or alcohol abuse. 5. VOLUNTARYREQUESTSFORASSISTANCE. Except where there is imminent danger to the life of an employee or others and except where the employee has invoked the one-time only option to admit to the problem and to seek the assistance provided in paragraph 4 above, the administrator of the City’s EAP shall maintain in strict confidentiality the fact that an employee has voluntarily sought assistance from the City’s EAP. Seeking confidential assistance from the City’s EAP shall not be grounds for disciplinary action; however, the seeking of such confidentiality assistance also shall not insulate an employee from the consequences of engaging in conduct prohibited by paragraph 3. 6.EXPUNGEMENT. If an employee is ordered to take a drug or alcohol test pursuant to this Policy, and the findings on either the initial or confirmatory test are negative, the test results as well as all records of and references to the test and/or the order to take the test shall be expunged from the employee’s personnel records no later than two years after the date of the test, unless the employee has tested positive on another occasion within the two-year period. Administration 1.07 – Sexual Harassment Policy Section:AdministrationEffectiveDate:12/19/17 Number:1.07LastRevision:11/05/17 Title:SexualHarassmentPolicy 1. Statement of policy. The city supports a work environment in which all individuals are treated with respect and dignity. Every employee has the right to work in a professional atmosphere which promotes equal opportunities and prohibits discriminatory practices, including sexual harassment. Sexual harassment, whether verbal, physical or environmental, is unacceptable and will not be tolerated. In the event incidents of sexual harassment do occur, it is the policy of the city to take prompt remedial action, calculated to end the harassment. Retaliation for making a complaint of sexual harassment will not be tolerated. 2. Definition of sexual harassment. It is illegal and against the policies of the city for any employee, male or female, to sexually harass another employee. It is also illegal and against city policy for any employee who may be deemed a representative of the city to sexually harass a non- employee. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature that constitute sexual harassment when: (1) Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; (2) Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; (3) Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment. 3.Prohibited Conduct Examples of sexual harassment include, but are not limited to: unwanted sexual advances; demands for sexual favors in exchange for favorable treatment or continued employment; repeated sexual jokes, flirtations, advances or propositions; verbal abuse of a sexual nature; graphic, verbal commentary about an individual’s body, sexual prowess or sexual deficiencies; leering, whistling, touching, pinching, assault, coerced sexual acts or suggestive, insulting, obscene comments or gestures; Administration 1.07 – Sexual Harassment Policy display in the workplace of sexually suggestive objects or pictures; ostracizing an employee in conformity with sexual conduct; sexual conduct that reasonably causes mental and emotional detriment to the victim; retaliation against an individual for reporting or complaining about sexually harassing conduct. This behavior is unacceptable in the workplace and is unacceptable in all other work-related settings, including business trips and business-related social events. 4.Individuals covered. A. The provisions of this policy are applicable to all city employees. The use of the term “employee” shall include any person holding any position of employment with the city, to include without any limitation, employees of any status or tenure, appointed and elected officials, members of commissions and boards, agents, representatives or interns. The city encourages reporting of all incidents of sexual harassment, regardless of who the offender may be, in accordance with the methods set forth in this policy. B. In order to ensure the integrity of the work environment, managerial and supervisory personnel are required to ensure adherence to and compliance with this policy and, upon being informed of possible harassment, are required to take appropriate, prompt action in response thereto, including informing complainants of their rights under the procedures set forth in this policy. 5. Complaint and investigation procedure. A. Employees who feel that they have been victims of sexual harassment should file a discrimination complaint. Prompt reporting of complaints is strongly encouraged, as it allows for rapid response and resolution of objectionable behavior or conditions for the complainant and any other affected employees. An individual who believes he or she has been subjected to sexual harassment should report the incident to any of the following: the employee’s immediate supervisor, department head, HR & Risk Manager, City Attorney or City Manager. All managerial and supervisory personnel, upon being informed of an allegation of possible harassment, are required to forward the complaint to the Office of the City Manager using the following procedure: (1) The complainant will reduce the complaint to a written statement. An accurate record of objectionable behavior is necessary to resolve a complaint of sexual harassment. (2) The City Manager will review the complaint to assure that the issue is appropriate for the discrimination complaint process. If it is incomplete, the City Manager will seek clarification. Administration 1.07 – Sexual Harassment Policy (3) An investigation of the complaint will be initiated by the City Manager or his designee within five working days of the notification. (4) Upon completion of the investigation, the City Manager will forward a report of the investigation, with recommendations for appropriate resolution or corrective action, to the head of the department in which the harassment is alleged to have taken place. (5) If the investigative report indicates that there is “reasonable cause” to believe that sexually harassing conduct has occurred, the city shall initiate disciplinary procedures as outlined in this policy. B. A member of the public who believes that he or she has been subjected to sexual harassment by a city employee should report the incident to the employee’s department head or to the City Manager, for investigation by the City Manager or his designee in the manner outlined in subparagraph (1) above. C. The purpose of this policy is to establish prompt, through and effective procedures for responding to every report and incident so that problems may be identified and remedies by the City. However, all municipal employees have the right to contact the Illinois Department of Human Rights (IDHR) or the Equal Employment Opportunity Commission (EEOC) for information regarding filing a formal complaint with those entities. An IDHR complaint must be filed within 300 days of the alleged incident(s) unless it is a continuing offense. A complaint with the EEOC must also be filed within 300 days. D. All allegations, including anonymous reports will be accepted and investigated regardless of how the matter comes to the attention of the municipality. However, because of the serious implications of sexual harassment charges and the difficulties associated with their investigation and the questions of credibility involved, the claimant’s willing cooperation is a vital component of an effective inquiry and appropriate outcome. 6. Resolving the complaint. A. Determination of “no cause”: If the investigation reveals that there is no “reasonable cause” to believe that the allegation of sexual harassment is true, the matter shall be deemed resolved for city purposes and the parties shall be free to pursue other available legal remedies. B. Determination of “cause”: (1) Discipline of “cause”: If the investigation reveals that there is “reasonable cause” to believe that the allegation of sexual harassment is true, the employee determined to have committed the offense of sexual harassment shall be subject Administration 1.07 – Sexual Harassment Policy to disciplinary action. The complainant shall be informed of the disciplinary action taken. (2)Penalty: Sexual harassment is considered a sufficient ground for serious adverse personnel action. Failure to comply with any part of this policy will result in disciplinary action, up to and including dismissal. A severe or pervasive violation of this policy may result in an employee’s termination for the first offense. Where appropriate, specific disciplinary action will follow the process prescribed in the following ranges: a.First offense: Sexual harassment training and disciplinary action ranging from a one-day suspension to dismissal. b.Second offense: Dismissal. 7.Confidentiality In an attempt to protect the privacy of all persons involved, confidentiality will be exercised throughout the investigatory process to the greatest extent practicable. Inasmuch as the city is subject to the Illinois Freedom of Information Act, (5 ILCS 140/1), absolute confidentiality cannot be assured. 8.Retaliation A. No city employee, official or officer shall discriminate or retaliate against an individual who makes a report of sexual harassment. Retaliation is a very serious violation of this policy and should be reported immediately. Any individual found to have retaliated against an individual for reporting sexual harassment, or against anyone participating in the investigation of a complaint, will be subject to appropriate disciplinary action. B. Similar to the prohibition against retaliation contained herein, the State officials and Employees Ethics Act (5 ILCS 430/15-10) provides whistleblower protection from retaliatory action such as reprimand, discharge, suspension, demotion, or denial of promotion or transfer that occurs in retaliation for an employee who does any of the following: 1. Discloses or threatens to disclose to a supervisor or to a public body an activity, policy, or practice of any officer, member, State agency, or other State employee that the State employee reasonably believes is a violation of a law, rule, or regulation; or 2. Provides information to or testifies before any public body conducting an investigation, hearing, or inquiry into any violation of a law, rule, or regulation by any officer, member, State agency or other State employee; or 3. Assists or participates in a proceeding to enforce the provisions of the State Officials and Employees Ethics Act. C.Pursuant to the Whistleblower Act (740 ILCS 174/15(a)) an employer may not retaliate against an employee who discloses information in a court, an Administration 1.07 – Sexual Harassment Policy administrative hearing, or before a legislative commission or committee, or un any other proceeding, where the employee has reasonable cause to believe that the information discloses a violation of a State or federal law, rule, or regulation. (740 ILCS 174/15(b)). D.According to the Illinois Human Rights Act (775 ILCS 5/6-101), it is a civil rights violation for a person, or for two or more people to conspire, to retaliate against a person because he/she has opposed that which he/she reasonably and in good faith believed to be sexual harassment in employment, because he/she has made a charge, filed a complaint, testified, assisted, or participated in an investigation, proceeding, or hearing under the Illinois Human Rights Act. E. Any employee who is suddenly transferred to a lower paying job or passed over for a promotion after filing a complaint with IDHR or EEOC, may file a retaliation charge within 300 days with IDHR or 300 days with the EEOC. 9.False allegations. If an investigation results in a finding that the complainant willfully made a false complaint of sexual harassment, that complainant shall be subject to disciplinary action as provided by Section 6.B.(2) above. Page1of10 Section:AdministrationEffectiveDate:02/15/2021 Number:1.08LastRevision: Title:AntiDiscriminationPolicy SECTION 1: PURPOSE A. Scope of Policy B.Policy Objectives SECTION 2: DEFINITIONS SECTION 3: POLICY SECTION 4: POLICY ENFORCEMENT A. Complaint Procedure for Employees 1. Notification Procedure 2. Making a Complaint 3. Supervisory Responsibilities B. Time for Reporting a Complaint C.Confidentiality and Privacy D. Acknowledgement of Complaint SECTION 5: INVESTIGATION PROCEDURES A. Timing of Investigations B. Method of Investigation C. Notification to Complaining Party and the Accused Party D. Remedial Measures SECTION 6: PROHIBITION AGAINST RETALIATION AND ABUSE OF THE POLICY SECTION 7: APPEALS SECTION 8: RECORD KEEPING SECTION 9: LEGAL PROTECTIONS AND EXTERNAL REMEDIES SECTION 10: QUESTIONS SECTION 11: COMPLIANCE OFFICERS SECTION 12: EFFECIVE DATE AND POLICY Page2of10 SECTION 1: PURPOSE The City of Galesburg believes in the dignity of the individual and recognizes the rights of all people to equal employment opportunities in the workplace. In this regard, the City of Galesburg is committed to a policy of protecting and safeguarding the rights and opportunities of all people to seek, obtain and hold employment without being subject to racial unlawful discrimination in the workplace. It is the policy of the City of Galesburg to provide an employment environment free from racial unlawful discrimination. A.Scope of Policy This Policy applies to all City of Galesburg employees and all personnel in a contractual or other business relationship with the City of Galesburg including, for example, elected officials, applicants, temporary or leased employees, interns (whether paid or unpaid), independent contractors, vendors, consultants, volunteers or visitors. In the remainder of this Policy, the term “employees” refers to this collective group. This Policy applies with equal force on City of Galesburg property as well as City of Galesburg-sponsored events, programs, and activities that take place off City of Galesburg premises. B.Policy Objectives By adopting and publishing this Policy, it is the intention of the City of Galesburg’s governing body to: 1. Notify employees about intolerance of racial discrimination prohibited by this Policy; 2.Inform employees about the complaint procedures established by the City of Galesburg that enable any employee who believes they are the victim of harassment or discrimination to submit a complaint which will be investigated by the City of Galesburg; 3. Clearly advise all employees that racial discrimination is strictly prohibited; and 4.Notify all employees that the City of Galesburg has appointed Compliance Officers who are specifically designated to receive complaints and ensure compliance with this Policy. NOTE: The names and office location of each Compliance Officer designated to receive and investigate complaints are listed below in Section 11 of this Policy. Any change in the designated Compliance Officers shall be distributed in writing to all current employees and shall be posted. Formatted: Highlight SECTION 2: DEFINITION “Prohibited Discrimination of Employees” - Prohibited discrimination of employees can take the form of any adverse employment action against an employee which is based upon the employee’s protected characteristic. Protected characteristic means race, color, ethnicity, national origin, religion, sex, sexual orientation, gender identity, age, marital status, service in the armed forces of the United States, or against qualified individuals with disabilities on the basis of disability.Prohibited discrimination of employees also includes harassment based on a protected characteristic race even where there is no tangible impact upon the employee’s employment opportunities and/or employment benefits. The phrase “prohibited discrimination” as used in this Policy includes all forms of prohibited discrimination based on race,RUSHUFLHYr perRUSHUFievedprotected characteristic. SECTION 3: POLICY The City of Galesburg prohibits racial discrimination and will not tolerate any form of unlawful racial prohibited discrimination. The City of Galesburg will take all steps necessary to prevent and stop the occurrence of prohibited unlawful racial discrimination. All employees, including but not limited to City of Galesburg officials and supervisory personnel, are responsible for ensuring a work environment free from racial prohibited discrimination. All employees will be held responsible and accountable for avoiding or eliminating inappropriate conduct that may give rise to a claim of racial prohibited discrimination. Employees are encouraged to report violations to a supervisor, manager, or one of the Compliance Officers listed in Section 11 of this Policy in accordance with the Complaint Procedure set forth in this Policy. Officials, managers and supervisors must take immediate and appropriate corrective action when suspected instances of prohibited racial discrimination come to their attention to assure compliance with this Policy as well as report the suspected misconduct to the City of Galesburg’s designated Compliance Officers. Furthermore, if any employee believes that any member of management has violated this policy, has not properly responded to a report, or has not properly handled a report or concerns about racial prohibited discrimination, the employee should immediately contact one of the City of Galesburg’s designated Compliance Officers. Each employee is assured pursuant to Section 6 of this Policy, that retaliation against an individual who makes a complaint or report under this Policy is absolutely prohibited and constitutes a violation of this Policy. Employees who engage in retaliation against any employee for making a good-faith complaint of racial prohibited discrimination, or for opposing in good faith any practices forbidden by applicable anti-discrimination laws or otherwise participating in any manner in an internal workplace investigation or an external investigation, proceeding or hearing conducted by any federal or state agency charged with enforcing employment discrimination laws, shall be subject to discipline, up to and including termination of employment. Page3of10 Page4of10 Any employee who believes he or she has been retaliated against in violation of this policy should report violations to one of the Compliance Officers listed in Section 11 of this Policy in accordance with the Complaint Procedure set forth in this Policy. Any questions regarding the scope or application of this Policy should be directed to one of the Compliance Officers listed in Section 11 of this Policy. SECTION 4: POLICY ENFORCEMENT A. Complaint Procedure for Employees 1.Notification Procedure: Prompt reporting of complaints or concerns is encouraged so that timely and constructive action can be taken before relationships become strained. Reporting of all perceived incidents of prohibited racial discrimination is encouraged and essential, regardless of the offender’s identity or position. An employee or other individual who feels aggrieved because of racial prohibited discrimination shall contact his or her supervisor or a Compliance Officer listed in Section 11 of this Policy, or another administrator. Likewise, anyone who witnesses or becomes aware of instances of racial prohibited discrimination should report such behavior to his or her supervisor or a Compliance Officer listed in Section 11 of this Policy, or another administrator. 2.Making a Complaint: Complaints are accepted orally or in writing, or both. All employees are encouraged to use the City of Galesburg’s “Complaint of Alleged Racial Prohibited Discrimination” form. A copy of this form is attached to this Policy. Additional complaint forms can be obtained from a Compliance Officer, with no questions asked. Because an accurate record of the allegedly objectionable behavior is necessary to resolve a complaint of prohibited racial discrimination, the City of Galesburg encourages employees to place complaints in writing, even if originally made orally. If an employee has any questions or difficulty filling out the complaint form, he or she can obtain assistance from any one of the Compliance Officers or the supervisor receiving the complaint. All complaints should include: the name of the complaining party, the name of the alleged offender(s), date(s) of the incident(s), description of the incident(s), names of witnesses to the incident(s) and the signature of the complaining party. Once the complaining party has completed and dated a complaint, with or without the assistance of one of the City of Galesburg’s Compliance Officers or a supervisor, the written complaint, or oral complaint as the case may be, should be promptly forwarded to one of the City of Galesburg’s Compliance Officers. Complainants are expected to cooperate with the City of Galesburg’s investigation procedures by providing all relevant information relating to the complaint, as are other supervisory and non-supervisory employees having relevant or related knowledge or information. 3.Supervisory Responsibilities: All supervisors and managers who receive a complaint or information about suspected racial discrimination, observe what may be harassing behavior, or have any reason to suspect that racial prohibited discrimination is occurring, are required to report such suspected racial discrimination to one of the City of Page5of10 Galesburg’s Compliance Officers. In addition to being subject to discipline if they engaged in racially discriminatory conduct themselves, supervisors and managers will be subject to discipline for failing to report suspected racial prohibited discrimination or otherwise knowingly allowing prohibited racial discrimination to continue. Supervisors and managers will also be subjected to discipline for engaging in any retaliation. B. Time for Reporting a Complaint Prompt reporting of all complaints is strongly encouraged. All employees should be aware that appropriate resolution of complaints and effective remedial action is often possible only when complaints are promptly filed. C.Confidentiality and Privacy The City of Galesburg shall keep complaints confidential, consistent with a thorough investigation, with applicable collective bargaining agreements, and with other laws and regulations regarding employees. To the extent complaints made under this Policy implicate criminal conduct, the City of Galesburg may be required by law to contact and cooperate with the appropriate law enforcement authorities. D.Acknowledgement of Complaint Upon receipt of an oral or written complaint, the Compliance Officer should endeavor to contact promptly the complainant to confirm that the complaint has been received. If the complainant does not receive such confirmation promptly, the complainant is encouraged to contact a Compliance Officer or compainant’scomplainant’s supervisor or the supervisor to whom the complaint was made to ensure its receipt. The purpose of this acknowledgment procedure is to ensure that all complaints are received by authorized individuals, carefully processed and promptly investigated. SECTION 5: INVESTIGATION PROCEDURES A. Timing of Investigations The City of Galesburg will promptly investigate all allegations of racial prohibited discrimination that is prohibited by this Policy. The City of Galesburg will also attempt to promptly complete investigations under this Policy. The length of the investigation will depend upon the complexity and particular circumstances of each complaint. B. Method of Investigation Investigations will provide all parties due process, and reach reasonable conclusions based on the evidence collected. Investigations will be conducted by the City of Galesburg Compliance Officers (“the investigators”) who may, at their discretion, involve the City of Galesburg’s legal counseGalesburg City Attorneyl. At his discretion, the City Attorney may Page6of10 engage outside investigators with an expertise in human resources or internal investigations as a replacement for the Compliance Officer. These outside investigators shall then conduct an investigation into any report of prohibited discrimination. The primary purposes of all investigations under this Policy will be to determine: 1.Did the conduct complained of occur; 2. Did the conduct complained of violate this Policy; and 3. What remedial measures or preventative steps, if any, shall be taken. Investigations will necessarily vary from case to case and may typically include the following: fact-finding interviews, including of the accuser and the accused; document request, review and preservation; depositions; and observations or other reasonable methods. City of Galesburg investigators should pursue reasonable steps to investigate each complaint in a thorough and comprehensive manner. Any notes, memoranda, or other records created by the City of Galesburg employee or agent conducting an investigation under this Policy shall be deemed confidential and privileged to the extent allowed by law. Investigators will typically create a written documentation of the investigation (such as a letter, memo or email), which contains the following: 1.A list of all documents reviewed, along with a detailed summary of relevant documents; 2. A list of names of those interviewed, along with a detailed summary of their statements; 3.A timeline of events; 4. A summary of prior relevant incidents, reported or unreported; and 5. Conclusions with a basis for the conclusions, together with any recommended remedial actions. This written documentation shall be sent to the City Manager for determination of any appropriate discipline, remedial action, or further investigation. This Policy is intended to prevent all forms of unlawful discrimination and put an end to any prohibited discrimination that is found to have occurred. While disciplinary action may be appropriate in certain instances, Page7of10 punitive measures are not the exclusive means for responding to prohibited discrimination or harassment. During the pendency of any investigation being conducted pursuant to this Policy, remedial measures may be taken if appropriate and necessary. Any individual who is found to have engaged in prohibited discrimination may receive education, training, counseling, warnings, discipline, or other measures designed to prevent future violations of this Policy. Disciplinary action may include: warnings, suspension, or discharge from employment or such disciplinary action as may be permitted by applicable collective bargaining agreements and law. C. Report to City Manager The Compliance Officers shall prepare a written report C.Notification to Complaining Party and the Accused Party The results of the investigation shall be communicated in writing to both the person filing the complaint and the accused party. D.Remedial Measures If, after investigation, the Compliance Officers find the complaint founded, any remedial action will be handled by the Compliance Officers in conjunction with the normal chain of command. This Policy is intended to prevent all forms of unlawful racial discrimination and put an end to any prohibited racial discrimination that is found to have occurred. While disciplinary action may be appropriate in certain instances, punitive measures are not the exclusive means for responding to prohibited discrimination or harassment. During the pendency of any investigation being conducted pursuant to this Policy, remedial measures may be taken if appropriate and necessary. Any individual who is found to have engaged in prohibited racial discrimination may receive education, training, counseling, warnings, discipline, or other measures designed to prevent future violations of this Policy. Disciplinary action may include: warnings, suspension, or discharge from employment or such disciplinary action as may be permitted by applicable collective bargaining agreements and law. SECTION 6: PROHIBITION AGAINST RETALIATION AND ABUSE OF THE POLICY Page8of10 Unlawful retaliation can be any action that could discourage an employee from coming forward to make a complaint or support a racial discrimination claim. Adverse action need not be job-related or occur in the workplace to constitute retaliation (e.g., threats of physical violence outside of work hours). Retaliation against anyone for making a good-faith complaint of racial prohibited discrimination, for opposing in good faith any practices forbidden by applicable antidiscrimination laws or for filing a good-faith complaint with, or otherwise participating in any manner in, an internal workplace investigation or an external investigation, proceeding or hearing conducted by any federal or state agency charged with enforcing employment discrimination laws is strictly prohibited by this Policy and by law. Even if the alleged racial discrimination does not turn out to rise to the level of a violation of law, the individual is protected from retaliation if he/she had a good-faith belief that the practices were unlawful. However, the retaliation provision is not intended to protect persons making intentionally false charges of racial discrimination. Complaints of retaliation should be brought directly to a Compliance Officer. Such complaints will be promptly investigated. If retaliation is found, the person retaliating will be subject to corrective action up to and including termination from employment, or in the case of a non-employee, an appropriate remedy up to and including termination of the business relationship. SECTION 7: APPEALS If the complaint is determined to be unfounded and the complainant is unsatisfied with the outcome, the complainant may appeal in writing to the City Manager within ten (10) calendar days of receipt of the appealing party’s notification of the investigation outcome. Untimely submissions shall not receive consideration. Such appeal must be made in writing to the City Manager or the investigators. The appealing party shall be entitled to present evidence in writing as to why the conclusion was flawed, improper, or otherwise not supported by the evidence. The City Manager’s consideration and review of any such appeal shall be conducted confidentially. Following a review of the evidence, as well as the information obtained in the investigation process and conclusions derived therefrom, the City Manager shall render a decision. That decision shall be final. The appealing party shall be notified of the decision in writing. Nothing set forth in the Appeal Process above shall be construed to, in any way, confer upon either the complainant(s) or the person(s) accused of violating this Policy any right to appeal the City of Galesburg’s determination as to appropriate disciplinary and/or corrective action to be taken on meritorious complaints. In this regard, the City of Galesburg at all times retains sole discretion to determine the appropriate disciplinary and/or corrective action to be taken with regard to a meritorious complaint. Page9of10 SECTION 8: RECORD KEEPING The City of Galesburg shall maintain a written record of all complaints of racial prohibited discrimination for a period of at least three years. The City of Galesburg shall also document the steps taken with regard to investigations, as well as conclusions reached and remedial action taken, if any. The City of Galesburg shall also maintain these documents for, at a minimum, three years. The City of Galesburg’s records regarding alleged prohibited racial discrimination shall be maintained separate and apart from personnel records in a secure and confidential location. SECTION 9: LEGAL PROTECTIONS AND EXTERNAL REMEDIES ProhibitedRacial discrimination is not only prohibited by the City of Galesburg but is also prohibited by federal, state, and local law. Aside from the internal process at the City of Galesburg, employees may also choose to pursue legal remedies with the Illinois Department of Human Rights (IDHR), the United States Equal Employment Opportunity Commission (EEOC), and any other applicable federal, state, and/or other local governmental agencies. A complaint must be filed with the IDHR and/or with the EEOC within the time allowed under law for such a filing. SECTION 10: QUESTIONS Any questions by employees of the City of Galesburg about this Policy or potential prohibited racial discrimination should be brought to the attention of one of the City of Galesburg’s Compliance Officers. The names, addresses, and telephone numbers of the City of Galesburg’s Compliance Officers are listed in Section 11 of this Policy. SECTION 11: COMPLIANCE OFFICERS Name/Title: ________________________________Jessica Pease / H.R. Generalist Address: ________________________________ Phone Number: ________________________________309 345 3629 Name/Title: ________________________________ Gloria Osborn / Director of Finance and Information Systems Address: ________________________________ Phone Number: ________________________________ 309 345 3677 Page10of10 Name/Title: Works Address: Phone Number: ________________________________%UDGHO\1ROGHQ &LW\$WWRUQH\ $GPLQLVWUDWLYH6HUYLFHV'LUHFWRU ________________________________ ________________________________ 309 345 36 SECTION 12: EFFECTIVE DATE AND POLICY DISSEMINATION The effective date of this Policy shall be _____________ [date adopted]. The City of Galesburg City Manager shall ensure that this Policy is distributed to each City employee upon the Policy adoption date and upon the start date of any new employee. The City Manager shall make the Policy available to all employees of the City of Galesburg. Each Compliance Offer shall keep and maintain copies of this Policy and Complaint Form. Upon the effective date of this Policy, the provisions of this Policy shall supersede and replace all prior racial discrimination policies and procedures, subject to applicable federal, state, and local law and any provisions in collective bargaining agreements. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.01 – Classification and Pay Plan Section:HumanResources&BenefitsEffectiveDate:1/1/2016 Number:2.01LastRevision: Title:ClassificationandPayPlan 1. PURPOSE A classification plan is maintained by the City Manager covering positions in the City’s service. The classification plan consists of a list of titles and the official allocations of positions. The titles in the classification plan are to be used as the exclusive means of reference for all official records and transactions except that in correspondence and other dealings with the public working titles acceptable to the department may be used. The classification plan is amended by the City Manager as necessary to ensure that the plan reflects the current duties and responsibilities of positions in the City’s service. In the event a department head believes a position is improperly classified or the classification plan is not accurate in some respect, this should be directed to the attention of the City Manager with a statement of the reasons for the requested change. The City Manager will make such further investigation necessary and take appropriate action. 2. EMPLOYEEPROGRESSIONINPAYPLAN The beginning rate for a new regular full-time or regular part-time employee normally will be the minimum rate in the established range for the classification. However, the City Manager may, in special cases, authorize initial appointment above or below the minimum. Increments within established salary ranges are to provide a means of recognizing meritorious performance on performance evaluations and continued good service. Generally employees progress from his current step to the next step at the end of one year of service. The steps occur annually thereafter until the last step in the pay range has been reached. When an employee is promoted to a different classification, the date on which the promotion occurs becomes the new date for which step increases are considered. The steps occur annually thereafter until the last step in the pay range has been reached. Increments will not be awarded on an automatic basis, but will be contingent upon meeting expectations on performance evaluations or special commendations of a department head. Ordinarily, increases at any one time will be limited in amount to one established pay range step, but special circumstances may warrant increases in the amount of additional pay range steps. The procedure in initiating consideration of employees for "within range" increments involves the completion and submission of Request for Payroll Change Form by the department head for review and action by the City Manager. 3. RETROACTIVECOSTOFLIVINGPAYINCREASE A regular employee must be on active employment status with the City at the time the salary is approved by City Council to be eligible to receive a retroactive cost of living pay increase. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.01 – Classification and Pay Plan No individual will be excluded or subject to limitations of this policy. 4. LONGEVITY After five (5) continuous years of service, each regular employee covered by this Personnel Policy, shall have the following amounts added to his base wages: Longevity Years of Service Increase Equal to % of base pay 52 10 4 15 6 20 8 25 10 30 12 Base pay will be the bi-weekly salary from the official salary schedule for which the employee is eligible, excluding any other pay adjustment or compensation provided. 5. REIMBURSEMENTFORAPPROVEDEDUCATIONPROGRAM The City of Galesburg believes employees with college training are of more value to themselves and to the City. Pursuant to this philosophy, the City offers certain incentives to those employees who choose to avail themselves of educational opportunities. Through the Education Incentive Program, exempt and non-represented employees are reimbursed a portion of the cost of books and tuition for courses that are taken in pursuit of an approved degree or professional certification above and beyond the minimum requirements for the position held by the employee. The City will reimburse the employee up to but not exceeding $300 every six months for the cost of books and tuition while in pursuit of an approved degree or professional certification. Employees receiving reimbursement for books and tuition from another source will only be entitled to the difference of the cost, not to exceed what the City has already established as the reimbursement criteria for Professional Certificate or Degree Programs. Employees who leave City employment within 18 months of receiving reimbursement must repay the City for the reimbursements. Course work must be taken through an approved accredited institution. Employees must CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.01 – Classification and Pay Plan receive a grade of “C” or above per course to be eligible for the reimbursement. Employees seeking an advanced degree (i.e. Master’s or Doctorate must receive a grade of “B” or higher. In addition, the City will increase the base salary of these employees for the completion of a college degree, or a professional certification above and beyond the minimum requirements for the position held by the employee. Those employees currently receiving the 5 percent or 10 percent education incentive will continue to do so; all others shall abide by the guidelines of the Personnel Policy’s Education Incentive Program. In order to qualify degrees and professional certifications must be directly related to the performance of the employee’s job as determined and approved by the Human Resource Coordinator. No employee shall be eligible to receive more than two salary incentive increases, or incentives totaling more than 10 percent. Exceptions may be made only by authority of the City Manager. PROFESSIONALCERTIFICATEORDEGREE- Salary incentive increases will be based upon the degree or professional certification as follows, and must be above and beyond the minimum requirements for the position: Degree or Certification Percent Associate’s 2.5 Bachelor’s 2.5 Master’s 2.5 Doctorate 3.0 Professional Certification 2.0 To receive an increase, employees must provide a copy of their transcript or professional certification to their Department Head, who in turn must submit the transcripts along with a payroll change form to the Human Resource Manager for consideration. Once approved, compensation will be effective on the first day of the succeeding pay period. 6. ESTABLISHMENTOFSALARIES The City’s official pay plan is approved by the City Council in the form of a Classification and Salary Schedule which shows the established hourly and annual pay ranges and the titles of classes of positions which are to be compensated within each pay range. The Classification and Salary Schedule for the City may be found in the City Clerk's office. The official schedule of ranges represents full-time and part time compensation in each classification. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.01 – Classification and Pay Plan 7. PAYROLLDEDUCTIONSANDDEPOSITS The Benefits Coordinator will make certain deductions from his payroll check when an employee requests a deduction in writing. Deductions include: 1. Deposits to U.S. banks, savings and loan institutions or credit unions. 2. Court ordered wage garnishments. 3. Additional withholding tax payments for deferred compensation. 4. Other miscellaneous deductions such as United Way or organizations approved by the City Manager. All employees are required to utilize direct deposit for payroll. 8. PROMOTIONANDDEMOTIONPOLICY Promotions, demotions, transfers and hiring should be in accordance with personnel procedures contained within this manual. In the case of a promotion, the rate of the promoted employee will be adjusted to that step in the new range next above the employee’s rate of pay prior to promotion. All promotional positions will be filled on the basis of merit. If an employee is promoted into a position that requires two (2) or more years of college education, the new rate of pay will not include an education incentive. The rate of the promoted employee will be adjusted to that step in the new range next above the rate of pay including the employee's education incentive prior to promotion. Except for fire personnel who have received compensatory time in lieu of holidays, the banked compensatory time of bargaining unit employees who are promoted into exempt positions will be paid out immediately prior to promotion. For the above-specific fire personnel, banked compensatory time will be converted into vacation hours upon promotion to exempt positions. In the case of a demotion, the rate of the demoted employee will be reduced only as necessary to bring this rate at the time of demotion within the range established for the class to which he is demoted, except for sworn Police and Fire personnel (excluding the Fire and Police Chiefs) in which case, Board of Fire and Police Commissioners rules govern. 9. ACCRUALANDFORFEITUREOFSENIORITY Seniority for regular full-time employees and regular part-time employees begins in each case with the employee’s designation as a regular employee with the City. Seniority, sick leave, vacation and employment credits will not accrue when an employee is on leave without pay, on disability leave or on injury leave in excess of 183 days, or is on lay-off. Seniority will be forfeited for one of the following reasons only: 1. Employee resigns. 2. Employee is discharged by the City. 3. Employee has an unexcused absence for three consecutive workdays. CITY OF GALESBURG Personnel Policy for Exempt and Non‐represented Employees Human Resources & Benefits 2.01 – Classification and Pay Plan 10. LIST OF POSITIONS The employees listed below are excluded by law and/or collective bargaining agreement from bargaining units represented by AFSCME Local #1173, IAFF Local #555, and PSEO. An employee promoted or transferred from one of these bargaining units into a non- represented hourly position listed in this Section 3.8 or hereafter established by the City Manager will cease to be covered by the previously applicable collective bargaining agreement as of the date of promotion or transfer and will thereafter be covered by the terms of this Personnel Policy Manual. In order to avoid a conflict of interest, the City Manager has the right to require, as a condition of continued employment as a supervisor or manager, that a supervisory or managerial employee not be a member of the union representing the employees he supervises. List of Positions Exempt Salaried Employees Non‐Represented Hourly Associate Planner (Eligible for Overtime) City Attorney/Administrative Services DirectorAssociate Planner City ArboristCemetery Sexton Benfits & Insurance CoordinatorAssistant City Engineer Community Service OfficerGreenkeeper City EngineerCity Attorney GreenkeeperLabor Supervisor Deputy City ClerkBattalion Fire Chief Maintenance SupervisorLabor Supervisor/Arborist Director of Community Development Benefits Coordinator Secretary IIMaintenance Supervisor Director of Finance and Information SystemsCity Engineer/Director of Public Works Traffic SupervisorSecretary II Director of Parks and RecreationDeputy City Clerk Transit AssistantTraffic Supervisor Director of Public WorksDeputy City Treasurer Water Distribution SupervisorWater Distribution Supervisor Executive AssistantDirector of Community Development Water Lab SupervisorWater Production Supervisor Fire Battalion ChiefDirector of Finance and Information Systems Water Operations Supervisor Fire ChiefDirector of Parks and Recreation Water Production Supervisor Fire Deputy ChiefExecutive Secretary Garage SuperintendentFire Chief General Inspector Garage Superintendent Formatted: Indent: Left: 0" CITY OF GALESBURG Personnel Policy for Exempt and Non‐represented Employees Human Resources & Benefits 2.01 – Classification and Pay Plan GIS Analyst Golf Professional Housing Program Coordinator Human Resources Generalist Information Systems Supervisor Network Administrator Park Superintendent Planning Manager Police Chief Police Deputy Chief Police Lieutenant Police Sergeant Project Manager I Project Manager II Purchasing Agent Recreation Coordinator Recreation Supervisor Senior Accountant Staff Accountant Transit Manager Transit Operations Supervisor Water Superintendent Formatted Table CITY OF GALESBURG Personnel Policy for Exempt and Non‐represented Employees Human Resources & Benefits 2.01 – Classification and Pay Plan List of Positions (continued) Exempt Salaried Employees 9-1-1 Coordinator Golf Professional Handivan Coordinator Human Resources and Risk Manager Information Systems Supervisor Community Service Supervisor Network Administrator Park Superintendent Police Captain Police Chief Police Lieutenant Police Sergeant Project Manager I Project Manager II Purchasing Agent Recreation Superintendent Recreation Supervisor Senior Accountant Staff Accountant Water Operations Supervisor Water Superintendent CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.02 – Hours of Work Section:HumanResources&BenefitsEffectiveDate:1/1/2016 Number:2.02LastRevision: Title:HoursofWork 1. WORKWEEKDEFINED a. Exempt Salaried Employees The normal hours of work comprising full-time City employment are forty (40) hours per week or fifty-six (56) hours in the case of specific Fire personnel, and will be in accordance with schedules filed by each department head and approved by the City Manager. b. Non-Represented Hourly Employees The normal hours of work comprising full-time City employment are forty (40) hours per week. The normal workweek will consist of five (5) eight-hour workdays, or four (4) ten-hour workdays when necessary, in a seven-day work period, and will be in accordance with schedules filed by each department head and approved by the City Manager. c. Flexible Work Schedules Flexible work schedules, which may include compressed workweeks, will be considered on a case-by-case basis when, at the discretion of the City Manager, it has been determined the proposed work schedule meets the needs of the City, its employees and the community. d. Business Hours Regular office hours, except for public safety departments, are Monday through Friday from 8:00 am to 5:00 pm. The City Manager shall approve the business hours for departments that operate, in whole or in part, outside regular City business hours. The department or division head has the authority to assign additional hours as needed to meet existing conditions or emergencies. e. Work Period The work period is from 12 a.m. Sunday through 11:59 p.m. Saturday for a total of 168 hours. f. Pay Period Paydays will be a bi-weekly schedule with payday on Friday unless otherwise scheduled. Pay periods may not be the same as work periods and should not be confused when calculating hours worked or overtime. A pay schedule will be created by the Finance Department and posted effective January 1 of each year. 2.JOBSHARING Job sharing will be considered on a case-by-case basis when, at the discretion of the City Manager, it has been determined that a job share arrangement for a particular position meets the needs of the City and its employees. Job sharers are treated individually as regular part- time employees and are subject to personnel policies on that basis; additional terms and conditions of each job sharing arrangement will be determined by the City Manager. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.03 - Overtime Section:HumanResources&BenefitsEffectiveDate:1/1/2016 Number:2.03LastRevision: Title:Overtime 1. NONǦREPRESENTEDHOURLY(NONǦEXEMPT)EMPLOYEES A non-represented hourly employee will be compensated in the form of overtime for his employment in excess of a work period longer than forty (40) hours or workday longer than eight hours, except for the employee working a mutually agreed upon compressed workweek. The employee will be compensated for overtime work at a rate of one and one-half times the regular rate of pay. Overtime will be reported in the same pay period in which it is earned. In lieu of overtime compensation, an employee has the option to receive compensatory time at a rate of one and one-half for each hour of employment for which overtime compensation is required. An employee may elect to be compensated for overtime, bank compensatory time or a combination of both methods. An employee may not accrue more than two hundred forty (240) hours of compensatory time. Any employee who has accrued two hundred forty (240) hours of compensatory time shall, for additional overtime hours worked, be paid overtime compensation. Employees may be paid for compensatory time at any time by submitting the appropriately coded hours on their timesheets. An employee who has accrued compensatory time shall, upon termination of employment, be paid for the unused compensatory time at the current hourly rate of pay. 2. OVERTIMETOBEAVOIDEDWHENPOSSIBLE It is the policy of the City to keep work in excess of established schedules at a minimum and permit such work only when it is necessary to meet City operating requirements. 3. NATUREOFOVERTIMEWORK Overtime will include only the work performed by employees at the direction of a department or division head or his authorized representative. Prior authorization is required to be eligible for overtime. 4. COMPUTATIONOFOVERTIME The City will compute overtime compensation on base pay, longevity pay and education incentive. 5. FURNISHINGMEALSONOVERTIME It is the policy of the City to furnish meals to employees required to work overtime during those periods when, at the discretion of the department or division head, it would be more advantageous for the employee not to be released from work for meals. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.03 - Overtime 6. STANDBYPAY A non-represented hourly employee will be compensated in the form of standby pay in an amount equal to the pay as is received by a represented employee per week for each seven- day period an employee is scheduled on standby status. The City Manager reserves the right to designate and change the employee’s standby schedule. The standby compensation shall be in addition to overtime compensation. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.04 – Holidays and Personal Days Section:HumanResources&BenefitsEffectiveDate:1/1/2016 Number:2.04LastRevision: Title:HolidaysandPersonalDays 1. HOLIDAYSandPERSONALDAYS The following are designated as official City holidays: New Year’s Day Independence Day Day after Thanksgiving Martin Luther King, Jr. Day Labor Day Christmas Eve* Good Friday Veteran’s Day Christmas Day Memorial Day Thanksgiving Day *Regular employees will also be credited with one half day holiday for Christmas Eve if it falls on Monday, Tuesday, Wednesday or Thursday of the week. In addition to the above holidays, regular employees will be credited with four personal days at the time of the first full payroll of each fiscal year. Personal days are non-cumulative and must be used during the fiscal year – January 1 through December 31 – in which they were credited or will be forfeited. An employee hired January 1 – March 30 will receive four personal days. An employee hired between April 1 – June 30 will receive three personal days. An employee hired July 1 – September 30 will receive two personal days. An employee hired between October 1 and December 31 will receive one personal day. A personal day must be scheduled with the employee’s immediate supervisor a minimum of one working day before the personal day is used. A personal day may be taken without prior scheduling, but only if the employee requests the day off after having reported for work at his regularly scheduled time, and his supervisor or department head grants the request after having made a determination that the manpower/workload situation in the employee’s work unit will permit the employee being off that day. Fire Department management personnel working average workweeks of 56 hours will be credited with three (3) twenty-four hour personal days per fiscal year, which must be taken in 12-or 24-hour increments. Fire Department management personnel working 40-hour workweeks will be credited with four (4) personal days of eight (8) hours each. Regular non-probationary employees upon separation from City service will be entitled to receive payment for credited but unused personal days up to a maximum of four (4) days at the employee’s actual salary rate as of the time of separation. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.04 – Holidays and Personal Days 2.POLICYFORGENERALEMPLOYEES Employees, other than 56-hour Fire personnel and Police personnel, will receive a day off if the official City holiday falls on a workday. When the official City holiday falls on a Saturday, the preceding Friday will be the observed holiday. When the official holiday falls on a Sunday, the following Monday will be the observed holiday. Friday and Monday are the actual paid holidays and not Saturday or Sunday. If the holiday falls during the employee’s vacation, an additional eight (8) hours of straight time pay or an extra day of vacation will be given. In most cases, employees are scheduled for a five-day, forty-hour workweek. When a holiday occurs, the employees will receive their scheduled time for the holiday. For example, if an employee is scheduled to work six days for a total of 40 hours and one day is a holiday, the employee will receive only their scheduled amount of time paid for the holiday, not 8 hours paid for the holiday. 3. POLICYFORPOLICEPERSONNEL Police Department personnel will receive an extra two weeks of vacation (not to exceed ten working days) in lieu of the holidays and one personal day designated in Section 6.1. Subject to scheduling availability, this time off may be taken in conjunction with vacation time off and is to be used in the fiscal year in which it is earned. 4.POLICYFORFIREMANAGEMENTON56ǦHOURDUTYWEEK Fire management personnel working a 56-hour duty week will receive 123.2 hours of vacation accumulation in lieu of holiday pay. These hours will be a part of the bi-weekly vacation accrual rates identified in Section 7.1. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.05 – Leave Policies Section:HumanResources&BenefitsEffectiveDate:1/1/2016 Number:2.05LastRevision: Title:LeavePolicies 1. VACATIONLEAVE Each regular full-time and regular part-time exempt and non-represented hourly employee will accumulate vacation leave with pay according to the following schedule: 40HourEmployees abcde Employment(in months) 0-60 61-144 145-228 229-348 349 + Hours Earned Per Year 80 120 160 200 240 56HourEmployees abcde Employment(in months) 0-60 61-144 145-228 229-348 349 + Hours Earned Per Year 235.2 307.2 355.2 403.2 451.2 a)From the employee’s date of hire through the fifth year (60 months) of continuous employment, vacation will be accrued at the rate of eighty (80) hours per year, or two hundred thirty-five and two-tenths (235.2) hours per year for 56-hour personnel. b) From the employee’s sixth year (61 months) through the twelfth year (144 months) of continuous employment, vacation will be accrued at the rate of one hundred-twenty (120) hours per year, or three hundred seven and two-tenths (307.2) hours per year for 56-hour personnel. c)From the employee’s thirteenth year (145 months) through the nineteenth year (228 months) of continuous employment, vacation will be accrued at the rate of one hundred sixty (160) hours per year, or three hundred fifty-five and two-tenths (355.2) hours per year for 56-hour personnel. d)From the employee’s twentieth year (229 months) and through the twenty-ninth year (348 months) of continuous employment, vacation will be accrued at the rate of two hundred (200)hours per year, or four hundred three and two-tenths (403.2) hours per year for 56- hour personnel. e) From the employee’s thirtieth year (349 months) of continuous employment, vacation will be accrued at the rate of two hundred forty (240) hours per year, four hundred fifty- one and two-tenths (451.2) hours per year for 56-hour personnel. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.05 – Leave Policies Bi-weekly accrual rates will be determined by dividing the above hours by twenty-six (26). An employee will be paid for all allowable accrued vacation upon separation from the City. Each employee affected by the vacation time in lieu of holiday provision may take his or her vacation leave with pay consecutively subject to scheduling availability. Exempt salaried and non-represented hourly employees may take vacation in one (1) hour increments. Employees are not allowed to have a negative balance or receive vacation credits unless approved in writing by the City Manager. Vacations will be scheduled to meet the operating requirements of the City, as determined by the respective department head. In the event of a disaster, emergency, or impending emergency in the community, the City Manager or respective department head may revoke approval of forthcoming scheduled vacation time. Employees are encouraged to take the vacation time provided for time off from their duties. However, an employee may carry forward up to 360 vacation hours (504 hours for 56-hour employees) into the next fiscal year. The cutoff date to avoid loss of accrued hours is December 31 of each year, An employee may defer to a 457 account offered by the city up to forty (40) hours of accrued vacation time (56 hours for Fire) during either pay period in November of each year. An employee exceeding the maximum hours of accrued vacation on December 31 of each year will lose any hours exceeding the maximum carryover unless specifically approved in writing by the City Manager prior to the end of the fiscal year. The written approval will state all terms and conditions of the approved extension. 2. SICKLEAVE An employee who is scheduled to work a 56-hour average duty week will accrue sick leave at the rate of 11.2 hours per month. An employee scheduled to work a regular 40-hour workweek will accrue sick leave at the rate of eight (8) hours per month. A regular part-time employee will accrue sick leave at a proportionate rate based on the number of hours per week that he regularly works. 40 hr employee 56 hr employee Regular Part-Time Sick Time Accrued per month 8 hr 11.2 hr Proportionate based on hrs worked. Sick leave accumulation is unlimited for all personnel. Exempt and non-represented hourly employees may use sick leave in increments of at least one hour. As a condition precedent to employment, each City employee agrees to the following requirements in order to receive sick leave with pay: 1. To report promptly to the department or division head the reason for absence. 2. To keep the department or division head informed of his condition. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.05 – Leave Policies 3.To use sick leave only for sickness of the employee (see following paragraph for exception) and to bear the burden of proof of such sickness if required by the City. However, the City may require medical examinations if deemed necessary by the City. 3.4.To use sick leave for wellness/routine care of the employee (see following paragraph for exception) and to bear the burden of proof of such appointments if required by the City. 3. ILLNESS,INJURY,DEATH,EXPOSURETOCONTAGIOUSDISEASEINIMMEDIATEFAMILY A regular full-time or regular part-time employee may also use sick leave with pay for absences necessitated by illness, injury, death or wellness/routine care appointments, or exposure to contagious disease by a member of his immediate family. "Immediate family" under this Section is defined as parent, stepparent, spouse, brother, brother-in-law, sister, sister-in-law, child, stepchild, mother-in-law, father-in-law, son-in-law, daughter-in-law, natural grandparents, grandparents-in-law, grandchildren and step- grandchildren. 4. WELLNESSINCENTIVE To incent employees to obtain annual physicals and wellness screenings an employee will be paid an am oun t eq ual to one day's pay (8 hours for regular exempt employees, 11.2 hours for 56-hour Fire management personnel) one time per calendar year when the employee provides the required proof that they have undergone an annual wellness physical examination as provided by the health plan wellness benefit. The form for medical documentation (Appendix IV) may be taken to and completed by the attending provider. Once the employee submits the form to the Benefits Coordinator the incentive pay will be paid on the next following payroll. An Explanation of Benefit (EOB) from the employee’s health plan administrator showing wellness services received by the employee will also be an accepted form of proof of services. The incentive pay will not count as time worked in calculation for overtime pay. 5. BEREAVEMENT A regular employee will be granted a leave of absence with pay for bereavement leave, in the case of death of an immediate family member or household member.“Immediate family” under this Section is defined as parent, stepparent, spouse, brother, brother-in-law, sister, sister-in-law, child, stepchild, mother-in-law, father-in-law, son-in-law, daughter-in-law, natural grandparents, grandparents-in-law, stepgrandparents, grandchildren and step- grandchildren. An employee may use up to three workdays for bereavement leave or one duty day (24 hours) for 56-hour personnel. Additional vacation or personal leave may also be used with department head approval. An employee must attend the funeral or appropriate memorial service to be eligible for leave. If a funeral or service occurs on a day when the employee is Formatted: Font color: Auto Commented [JP1]: Formatting is throwing this off CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.05 – Leave Policies not assigned or scheduled to work, no leave with pay will be awarded for that day. 6. DISABILITY LEAVE A regular employee may be eligible to receive disability benefits under the Illinois Municipal Retirement Fund or the respective Police or Firemen's Pension Fund if the employee becomes sick or injured either on or off the job and is disabled from performing his duty and if the disability persists for one month or more. These are subject to current requirements regulating same. Such disability will be considered disability leave and such employee will be granted a leave of absence from City service for the length of the disability. If it appears the employee will be permanently disabled, he must apply for disability pension by submitting required documentation per applicable retirement fund. a request to his department/division head or the City Manager. The request must be accompanied with verifications from at least three medical authorities, one of which is selected by the City.The employee will be required to furnish the City proof of disability status through applicable retirement fund. An employee will not accrue benefits while on temporary or permanent disability leave or on non-work related injury leave in excess of one hundred eighty –three (183) calendar days. Once a municipal employee has been on leave for 30 months or more, the said employee will forfeit all seniority and status as a municipal employee, except as otherwise provided or required by law. Once a police or fire employee has been injured on the job, and declared by the Board of Fire and Police Commissioners and/or the Police and Fire Pension Boards to be no longer temporarily unable to perform his job, and in the event said employee fails to be at work with the City within two weeks of being notified of his ability to return by said commission and/or pension boards, then in that event, his seniority and status as a municipal employee will be terminated. The City may require periodic medical reports on persons on disability leave at its expense. 7. INJ URYLEAVE An employee will be eligible for a paid injury leave not to exceed a total of 365 calendar days for any one injury or accident if the employee is injured while performing his assigned duties. He will be compensated in an amount equal to the salary rate he was making at the time of the accident based on the applicable Classification and Salary Schedule. Because the payments for worker's compensation benefits are not earnings subject to federal and state income tax withholding or the FICA (Social Security) tax, the City will pay for the injury leave in the following manner: 1. E ach bi-weekly pay period which occurs during the period of paid injury leave, the employee will receive a check for worker's compensation benefits for the amount of which the check will be computed in accordance with the Rules and Regulations of the Industrial Commission of Illinois. The applicable pension withholding will be made from this payment. 2. I n addition, for each bi-weekly pay period of paid injury leave described above, the employee will receive a check in an amount equal to the difference between the employee's CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.05 – Leave Policies regular bi-weekly salary and the amount paid as Workmen's Compensation benefits per "1" above. The salary paid per this check will be subject to all applicable deductions and withholding for various taxes. The withholding of mandatory Federal and State taxes and mandatory deductions for pension funds, of course, take precedence over voluntary deductions such as credit union, etc. Injuries must be reported in writing as soon as possible by both the employee and his supervisor in order to be eligible for injury leave as provided by the City and also the Worker's Compensation benefits as provided by the City. Each employee will fill out and submit to his supervisor a written report (this form is included in the Appendix) of the details of the accident by the end of his shift (unless medically impossible). In any event, accidents are to be reported to the Risk Manager within three working days by the employee's supervisor using the Supervisor's Accident Report. The employee will be responsible for causing a report by the attending physician to be submitted to the Risk Manager each time the employee is examined by the attending physician. Injury leave will not be used in conjunction with sick leave accrued by the employee. Sick leave while on injury leave will accrue at the regular rate of one working day per month. 8. JU RYDUTY A regular employee will be granted a leave of absence with pay when or if required to serve for jury duty. Since it is not the intention of the City that an employee receives more compensation for jury duty than he would if he were performing his normal duties, each employee will turn in his jury check to the City when received. Should a jury be dismissed on any particular day, the employee will return to work. 9. MIL ITARYDUTY An employee of the City who is a member of any reserve component of the United States Armed Services, including the Illinois National Guard, and who is mobilized to active military duty as a result of an order of the President of the United States, will receive the same regular compensation he was receiving at the time he was mobilized to active duty, plus health insurance and other benefits he was receiving or accruing at that time, minus the amount of his base pay for military service, for the duration of his military service. In the event that 20 percent or more of the employees of the City are mobilized to active military duty as a result of an order of the President of the United States, the provisions of the previous paragraph will not apply to individuals employed by the City. 10. MIS CELLANEOUSLEAVEPOLICIES Leaves of absence for purposes other than those described earlier in this section, with or without pay, may be authorized by the City Manager on recommendation of the department head. Action by the City Manager will be secured by the submission of an approved request by the department head. A regular employee may be granted a leave of absence without pay for a period not to exceed 12 months. Such leave may be granted for advance study or other CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.05 – Leave Policies purposes which would serve the interest of the City. During leaves of absence without pay, the seniority of the employee on leave will remain frozen at the level of the last day of actual employment. The employee is responsible for contacting the Benefits Coordinator prior to the leave to make arrangements for health insurance and other deductions. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.06 – Family and Medical Leave Act Policy Section:HumanResources&BenefitsEffectiveDate:1/1/2016 Number:2.06LastRevision: Title:FamilyMedicalLeaveActPolicy 1. POLICY In accordance with the Family and Medical Leave Act of 1993, the City of Galesburg will grant job protected family and medical leave (FMLA leave) to eligible employees for up to 12 weeks within a 12-month period for one or more of the following reasons: A. For incapacity due to pregnancy, prenatal medical care or child birth; or B. To care for the employee’s child after birth, or placement for adoption or foster care; or C. To care for an immediate family member (the employee’s spouse, child, or parent) who has a serious health condition; or D. For a serious health condition that makes the employee unable to perform the essential functions of the employee’s job; or E. To care for a “covered servicemember” (a current member of the Armed Forces) who has a serious injury or illness incurred in the line of duty, or to address certain qualifying exigencies for a spouse, son, daughter or parent who is a member of the National Guard or Reserves and is called to active duty. 2. DEFINITIONS A. "12-Month Period" - means the 12-month period immediately preceding an FMLA request. B. "Spouse" - Does not include unmarried domestic partners. If both spouses work for the City, their total leave in any 12-month period may be limited to an aggregate of 12 weeks if the leave is taken for either the birth or placement for adoption or foster care of a child or to care for a sick parent. C. "Child" - means a child either less than 18 years of age, or 18 years of age or older who is incapable of self-care because of a mental or physical disability. An employee's "child" is one for whom the employee has actual day-to-day responsibility for care and includes those of which are biological, adopted, foster or a stepchild. D. "Serious Health Condition" - means an illness, injury, impairment, or a physical or mental condition that involves: 1. Inpatient care; or 2. Any period of incapacity requiring absence from work for more than three calendar days and that involves continuing treatment by a health care provider; or 3. Continuing treatment by a health care provider for a chronic or long-term health condition that is incurable or which, if left untreated, would likely result in a period of incapacity of more than three calendar days; or 4. Prenatal care by a health care provider. E."Continuing Treatment" - means: 1. Two or more visits to a health care provider; or CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.06 – Family and Medical Leave Act Policy 2. Two or more treatments by a health care practitioner on referral from, or under the direction of, a health care provider; or 3. A single visit to a health care provider that results in a regimen of continuing treatment; or 4. In the case of a serious, long-term or chronic condition or disability that cannot be cured, being under the continuing supervision of, but not necessarily being actively treated by, a health care provider. F.“Covered Servicemenber” – means a spouse, son, daughter or parent of an employee who is a current member of the Armed Forces, including a member of the National Guard or Reserves. 3. ELIGIBILITYANDCOVERAGE A. Eligible employees are those employees who: 1. Have worked for the City for at least 12 months (not necessarily consecutive); and 2. Have worked a minimum of 1,250 hours in the 12-months immediately preceding the FMLA request. B. Eligible employees will be entitled to 12-weeks of leave in a 12-month period. 1. The 12-month period will be calculated as a “rolling” 12-months measured backward from the date of any FMLA usage by the eligible employee. 4. INTERMITTENTORREDUCEDWORKSCHEDULE A. An employee may take FMLA leave on an intermittent basis or through a reduced work schedule, due to a serious health condition of the employee or to care for an immediate family member with a serious health condition, only when "medically necessary." 1. "Medically necessary" means there must be a medical need for the leave and that the leave can best be accomplished through an intermittent or reduced work schedule, as certified by a health care provider. 2. The employee may be required to transfer temporarily to a position with equivalent pay and benefits that better accommodates recurring periods of leave when the leave is planned based on scheduled medical treatment. B. An employee may take leave intermittently or on a reduced work schedule for birth,placement for adoption or foster care of a child, only when approved the City Manager. C. For part-time employees and those who work variable hours, the family and medical leave entitlement is calculated on a pro-rated basis. A weekly average of the hours worked over the 12 weeks prior to the beginning of the leave should be used for calculating the employee's normal workweek. 5. USEOFPAIDLEAVE A. All employees on FMLA leave will be required to use their accrued paid leave (sick, vacation and personal leave, in that order), to remain in a “full pay” status throughout the 12-week FMLA entitlement. Paid leave will be granted in accordance with the terms and conditions of the applicable collective bargaining agreement or Personnel Policy and will run concurrently with FMLA leave. B. If an employee’s accumulated paid leave balance is insufficient to cover the full 12-week CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.06 – Family and Medical Leave Act Policy FMLA entitlement, the employee will remain entitled to unpaid FMLA leave for the remaining balance of the entitlement, through a leave of absence without pay. Employees will be subject to the terms and conditions set forth in their respective collective bargaining agreement or Personnel Policy for the duration of any leave of absence without pay while on FMLA leave. 6. NOTICEREQUIREMENT A. Employees are required to give a 30-day notice to the City in the event of foreseeable leave. A "Request for Family Medical Leave" form will be completed by the employee and returned to the Administration Office. In unexpected or unforeseeable situations, an employee should provide as much notice as is possible. Notice may be in verbal form conveyed within one or two business days after the need for leave becomes known, followed by a completed "Request for Family Medical Leave" form. B. If an employee fails to give a 30-day notice for a foreseeable leave with no reasonable excuse for the delay, the FMLA leave request may be denied. 7. MEDICALCERTIFICATION A. For all FMLA leave, the employee must complete and submit either: a. Form WH-380-E "Certification of Health Care Provider for Employee’s Serious Health Condition" (for an employee), b. Form WH-380-F “Certification of Health Care Provider for Family Member’s Serious Health Condition” (for a family member), c. Form WH-384 “Certification of Qualifying Exigency for Military Family Leave” or d. Form WH-385 “Certification for Serious Injury or Illness of Covered Servicemember for Military Family Leave” (for a covered servicemember) The applicable form will be submitted to the Administration Offices. If the certification is not submitted in a timely manner, the City will request that it be provided. The certification from the health care provider must be forwarded to the City within 15 days of the employee’s receipt of the request from the City. If sufficient certification is not provided, the FMLA leave request may be denied. B. The City may require additional medical opinions (at the City’s expense) to validate or clarify the certification of the health care provider, if necessary. C. While on FMLA leave, the employee may be required to furnish periodic reports on the condition, status, intent to return to work and other documentation as may be appropriate. 8. EFFECTONBENEFIT A. An employee granted a leave under this policy will continue to be covered under the City's group health insurance, life insurance and long-term disability plans (if applicable and enrolled at time of leave) under the same conditions as coverage would have been provided if they had been continuously employed during the leave period. B. Employee contributions will be required either through payroll deduction or by direct CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.06 – Family and Medical Leave Act Policy payment to the City. The employee will be advised in writing as to the timing, amount and method of payment. The employee contributions are subject to rate changes that may occur while the employee is on FMLA leave. C. If an employee's contribution is more than 30 days late, the City may terminate the employee's (and dependents if applicable) insurance plan(s). D. If the City pays the employee contributions missed by the employee while on leave, the employee will be required to reimburse the City for delinquent payments (on a payroll deduction schedule) upon returning from leave. The employee will be required to sign a written statement at the beginning of the leave period authorizing the payroll deduction for delinquent payments. E. If the employee fails to return from unpaid family/medical leave for reasons other than (1) continuation of a serious health condition of the employee or a covered family member or (2) circumstances beyond the employee's control (certification required within 30 days of failure to return for either reason), the City may seek reimbursement from the employee for the portion of the premiums paid by the City on behalf of that employee (also known as the employer’s contribution) during the period of leave. F. An employee is not entitled to seniority or benefits accrual during the periods of unpaidleave but does not lose anything prior to leave. 9. JOBPROTECTION A. Upon return from FLMA leave the employee will be reinstated to the former position or a similar position with equivalent pay, benefits, status and authority. B. The employee's restoration rights are the same as they would have been had the employee not been on leave. Thus, if the employee's position had been eliminated or the employee had been terminated before the leave, the employee would not have the right to be reinstated upon return from leave. C. If an employee fails to return to work following FMLA leave, the employee may be reinstated to the same or a similar position, if available, in accordance with applicable laws.If the employee's same or similar position is not available, the employee may be terminated. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.06 – Family and Medical Leave Act Policy Section:HumanResources&BenefitsEffectiveDate:1/1/2021 Number:2.07LastRevision: Title:DonatedPaidTimeOffDonationsPolicy 1. POLICY The City supports fostering a positive culture, and empowering employees to help each other in trying times. In that spirit, a hardship bank of donated time has been established, available for use by all full-time and permanent part-time employees who accrue paid time off. Employees may voluntarily donate their currently accrued sick, vacation, comp and CTO time to the hardship bank. Personal time is not eligible to donate. The hardship bank will be used to extend paid-leave status for employees who have exhausted their own accrued time banks and who sustain a catastrophic FMLA certified health event including: x Employee’s own serious health condition x Family member’s serious health condition. Each instance must be certified by a physician, in accordance with the City of Galesburg’s Family Medical Leave Act Policy. To be eligible to receive donated time, an employee must have first exhausted all available paid time off including: sick, personnel, vacation, comp and CTO. An employee who is off work due to a work-related injury or illness is not eligible to receive donated time. When an employee is experiencing one of the qualifying instances listed above, and has exhausted all available paid leave, and is therefore going to go into unpaid status, Administration shall inform them of any donated time available for use. The employee could receive up to a maximum of one (1) pay-period of donated leave, calculated on their regular number of hours in a pay-period (80 hours for regular personnel/106 hours for Fire personnel, 112 hours for Fire Battalion Chiefs). Any one employee is eligible to receive donated time once in a rolling three (3) year period. For the pay period during which an employee is using donated time off, the employee’s regular accruals will not accrue, in accordance with unpaid leave status. Employees are allowed to donate a minimum of eight (8) hours, (twelve (12) hours for Fire personnel), and no more than forty (40), (fifty-three(53) hours for Fire personnel, fifty-six (56) for Fire Battalion Chiefs). Any time donated must be in full one-hour increments. Any time donated must be authorized by the employee donating the time before it will be deducted from the donating employee. Once time is authorized to be donated and deducted, it will not be added back to the donating employee’s accrual bank for any reason. In addition, employees can only donate time if they will have a minimum of one pay-period, using their regular number of hours in a pay-period of 80 or 106 hours, remaining in their accrual time banks, all accruals in total. Sick time donated to the hardship bank will not be deducted from calculations of any sick time bonus available to the donating employee. The bank would not be able to accumulate more than 352 hours at any time. The hours in the bank will roll-over from year to year. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.06 – Family and Medical Leave Act Policy CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.07 - Separations Section:HumanResources&BenefitsEffectiveDate:1/1/2016 Number:2.078LastRevision: Title:Separations 1. RESIGNATIONS An employee is required to give the City an irrevocable letter of intent to resign at least thirty (30)calendar days prior to the effective date of resignation. The letter must be given to the employee’s supervisor, his department head, the City Manager, and the City Clerk, and, if applicable, to the Secretary of the Board of Fire and Police Commissioners. The employee does not have the option to spend the remaining days of his employment using accumulated paid time off. The City Manager has the discretion to waive or reduce the notice period provided in this Section 8.1 if he determines that such waiver or reduction is in the best interests of the City and the employee. 2. TERMINATIONS A regular employee (not on probation) will be given no less than thirty (30) calendar days’ notice or receive pay in lieu of notice should the necessity of the termination of his employment arise. The City Manager will determine whether notice or final pay will be given based on the needs of the City at the time of termination. 3. RETIREMENT. An employee is required to give the City an irrevocable letter of intent to retire at least forty- five (45) calendar days prior to the effective date of retirement. The letter must be given to the employee’s supervisor, his department head, the City Manager, and the City Clerk, and, if applicable, to the Secretary of the Board of Fire and Police Commissioners and the Secretary of the Police or Fire Pension Fund. The employee does not have the option to spend the remaining days of his employment using accumulated paid time off. The City Manager has the discretion to waive or reduce the notice period provided in this Section 9 if he determines that such waiver or reduction is in the best interests of the City and the employee. Personnel will be subject to retirement age limitations as established by federal or Illinois state laws. 4. SEVERANCEPAY Upon retirement from City service regular employees will be entitled to severance pay equal to two (2) weeks actual salary at the time of retirement. This applies to retirement only when City employees have attained 20 continuous years of service with the City and meets the age requirement for pension benefits under the provisions of the various City pension plans. It does not involve separation from City service for any other cause or disability leave. This is a one- time only benefit and credit will not be given for part-time or temporary service. Upon retirement from City service under the above criteria employees will receive payment for all accrued vacation and personal time. Employees shall be allowed to receive payment for accrued vacation time during the employee’s last three (3) months of employment. Payment will be made at the then-current actual salary rate of pay. This applies to retirement only; it does not involve separation from City service for any other cause or disability leave. Regular forty-hour employees will also receive payment of up to 480 hours of sick leave time accrued on the official City records; regular fifty-six hour Fire Department employees will receive payment of up to 672 hours of sick leave time accrued on the official City records Payment will be made at the then-current actual salary rate of pay . and paid out on the employee’s final paych and paid out on the employee's final paycheck. This applies to retirement only; it does not involve separation from City service for any other cause or disability leave. An employee submitting an irrevocable letter of intent to retire may, in the 6 months prior to retirement, receive payment for a stated number of accrued sick time and vacation time hours in advance and prior to actual retirement in the amounts shown in the table below. Regular Forty-hour Employees: Calendar Year Sick time hours Vacation time hours Deadline to submit letter of retirement 2016 480 280 March 31, 2016 2017 360 210 August 1, 2016 2018 240 140 December 31, 2016 2019 120 70 December 31, 2017 Fifty-six hour Employees: Calendar Year Sick time hours Vacation time hours Deadline to submit letter of retirement 2016 672 392 March 31, 2016 2017 504 294 August 1, 2016 2018 336 196 December 31, 2016 2019 168 98 December 31, 2017 CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.07 - Separations After the deadline dates above, or if notice is not given prior to the deadlines, employees shall be allowed to receive payment for accrued vacation time during the employee’s last three months of employment. The balance of any accrued hours due and payable shall be paid on the employee’s final check. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.08 - Benefits Section:HumanResources&BenefitsEffectiveDate:1/1/2016 Number:2.098LastRevision: Title:Benefits 1. GROUPHEALTHBENEFITS Group health benefits including medical, prescription and dental insurance is available through a company selected by the City Manager., currently the Illinois Department of Central Management Services’ Local Government Health Plan.Four pPlans, which provide certain basic benefits and comprehensive major medical benefits to age sixty-five (65) will be made available to permanent full-time employees and their dependents; and to eligible retired employees under the age of 65 and their dependents under the age of 65. Plans of medical coverage that are secondary coverage to Medicare Parts A and B are available to retired employees at age 65 and their dependents at age 65. Group health insurance continuation benefits will be offered through the Federal Cobra provisions at group rates to eligible employees and beneficiaries whose coverage otherwise would have terminated. A former employee and his beneficiary will pay the premium plus 2% administration fee and must notify the City Benefits Coordinator of their intention to continue the coverage within sixty (60) days beginning on the date that coverage would have terminated under the group health plan. Details of these benefits are further explained in the Benefits Choice Plan Book. Employees who have been placed on temporary or permanent disability by the Illinois Municipal Retirement Fund, the Police Pension Fund or Fireman's Pension Fund, and employees who are on leave in excess of the injury leave period of one hundred eighty-three (183) days, may remain on the City's major medical plan at the City's expense until age sixty- five (65). Eligible individuals of the plan are subject to the benefit provisions contained in the Benefits Choice Plan Book. 2. REGULARFULLǦTIMEEMPLOYEESANDDEPENDENTS Each insurance month begins on the first day of a calendar month. A new employee is eligible for the group insurance on the first day of employmentthe insurance month following his date of hire. If the employee does not enroll within 10 days of initial eligibility for the insurance, enrollment will not be available until the next open enrollment or special enrollment period. To determine dependents eligibility, please refer to the Benefits Choice Plan Book. Employees covered by the personnel policy will contribute monthly amounts as required towards the premium cost of group health insurance under the City’s plan. 3. EMPLOYEESONDISABILITYORINJURYLEAVE Subject to applicable law and the City’s contract with its insurance carrier and/or self- insurance administrator, an employee on disability leave or injury leave may remain in the CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.08 - Benefits group insurance plan and continue to be covered during the leave period by the City’s group health insurance, including major medical. For such an employee, the City will pay the employee insurance premium, less the employee’s contribution stated in Section 10.1. The employee will be responsible to pay the premium for dependent coverage, if elected. Should the City be a party to an insurance contract with an insurance carrier for the provision of group health insurance to its employees, including employees on disability leave and injury leave, and should it then terminate that contract in order to contract with another insurance carrier, the City’s ability to continue to provide group insurance coverage to employees on disability leave will depend upon the provisions of applicable law and the insurance contract with the new insurance carrier. If the new insurance contract so provides, and the law so permits, an employee on disability leave or injury leave may not be eligible for group health insurance coverage until the employee returns to work on a regular basis. 4. RETIREDEMPLOYEESANDDEPENDENTS The City will bear the cost of the insurance premium for the retired employee to age sixty- five (65) for employees hired prior to January 1, 2010, when the employee meets the following criteria: Police and Fire: (1) reached the age of fifty, (2) compile twenty year’s qualifying service with the City of Galesburg Police Pension Fund or the Fire Pension Fund, including the purchase of credit for prior service with another Police or Fire Pension Fund, and (3) has worked for the City of Galesburg for at least fifteen (15) years. General Employees: (1) reached the required age (55) for retirement, (2) met the requirements for retirement under the Illinois Municipal Retirement Fund, and (3) has worked for the City for at least twenty (20) years. Dependents of retired employees may continue group health insurance at the premium cost to the retiree as set forth by the city manager each fiscal year. Any insured person who attains the age of sixty-five (65), be it the retired employee or a dependent, immediately becomes eligible for the Supplement to Medicare insurance and all other insurance is terminated in regard to that person. If so elected, premiums for that election will be paid in full by the retiree or dependent. 5. OPTǦOUTRIGHT Any employee who was employed prior to January 1, 2010 and who would be eligible for retirement from the city prior to age 65 shall have the right to opt out of (waive) the City’s obligation to pay the cost of retiree health insurance benefits as provided in Section 10.3. In consideration of such a waiver, the employee shall be entitled to the retirement health insurance benefits provided under the Retiree Health Savings Plan (“RHSP”) set forth in Section 10.3.2; and the City will make an initial contribution to the employee’s RHSP of $1,000 per year of service, not to exceed $15,000. In no event shall the City’s initial contribution to an employee’s RHSP exceed the amount the City would have paid to CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Human Resources & Benefits 2.08 - Benefits maintain the employee’s health care coverage until reaching age 65, using the contribution rates in effect at the time the employee exercises the opt out waiver. Such waiver rights shall be exercisable during open enrollment periods established at least annually by the City. Once an employee exercises his right to waive the premium payment obligations of the City under Section 10.3, he shall be covered by the provisions of Section 10.3.2 and, while retaining any statutory right that he may have to remain in the group covered by City health insurance, shall no longer be eligible for City-paid health insurance premiums as provided in Section 10.3. Such opt-out election shall be irrevocable. 6. RETIREMENTHEALTHINSURANCECONTRIBUTION The City has established a Retiree Health Savings Plan (RHSP) through the ICMA Retirement Corporation (ICMA). The City’s participation in the RHSP shall be in accordance with the terms and conditions of the RHSP participation agreement. Employees who are hired on or after January 1, 2010 and those current employees who elect irrevocably to opt out of (waive) the City’s obligation to pay health insurance premiums for them upon retirement, as provided in Section 10.3.1, shall be entitled to retiree health insurance by means of their participation of the RHSP but shall not be eligible for City-paid health insurance premiums upon retirement as provided by Section 10.3.1. For each such new employee and opt-out employee, the City shall contribute on or about the first payroll date in January (the contribution date) during each year of this Agreement remaining after the date of ratification, or upon the successful conclusion of an employee’s probationary period, if later, $1,000 plus .25 percent (one quarter of one percent) of annual salary as of the contribution date to the employee’s Retiree Health Savings Plan account maintained by ICMA-RC. 7. LIFEINSURANCE Group term life insurance is provided by the City through a company selected by the City Manager. A plan which provides a benefit of 4x annual salary term life insurance, not to exceed the maximum set in the plan booklet, is provided for exempt and non-represented hourly employees. Details of this benefit are further explained in the plan booklet CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Information Systems 3.01 – Email and Internet Use Policy Section:InformationSystemsEffectiveDate:1/1/2016 Number:3.01LastRevision: Title:EmailandInternetUsePolicy 1. PURPOSE This policy establishes procedures for the City of Galesburg (hereinafter the “City”) and its employees that relate to the establishment and use of email and Internet resources, including what is commonly referred to as "social media”, as a means of obtaining or conveying City information to and from its citizens in furtherance of various goals. The City has an overriding interest in obtaining reliable information and in providing accurate and appropriate information, including the use of social media. The purpose for use of social media sites is to obtain and disseminate information useful to and about the City. The City encourages the use of social media to further the goals of the City and the missions of its departments, where appropriate, subject to the terms and conditions set forth in this policy. 2. DEFINITIONS "Blogs or Blogging" includes any electronic medium, whether maintained by the employee or by some other person, in which individuals express their views and opinions. "Comment" means a response to a municipality posting or social media content or posting submitted by a commenter. "'Commenter" is a municipal employee or official or a member of the public who submits a comment for posting in response to the content of a particular City posting or social media content. “Email” refers to the City-provided email accounts assigned to City employees. "Social Networking Websites" as referred to in this policy includes websites and/or applications that allow users to share information, including but not limited to such websites as Facebook, Twitter, LinkedIn, MySpace, YouTube, Flikr, etc. 3. EMAIL A. Application. This policy applies to City of Galesburg employees when using computers, email accounts or Internet connections supplied by the City of Galesburg, whether or not during work hours, and whether or not from City of Galesburg premises. B. Privacy. The City of Galesburg provides an e-mail system and Internet connections (“facilities”) to certain of its employees in order to improve communication and exchange of information, as well as to provide an information and research resource. The City reserves the right to monitor all communications and downloads that pass through its CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Information Systems 3.01 – Email and Internet Use Policy facilities, at its sole discretion. Any information retained on City of Galesburg facilities may be disclosed to outside parties or to law enforcement authorities. C. Improper Activities. Employees may not disseminate or knowingly receive harassing, sexually explicit, threatening or illegal information by use of City of Galesburg facilities, including offensive jokes or cartoons. You may not use City of Galesburg facilities for commercial advertisements, solicitations or promotions. D. Cautionary Note. E-mail resembles speech in its speed and lack of formality. Unlike speech, e-mail leaves a record that is often retrievable even after the sender and recipient delete it. If you would not want to read your message on the front page of a newspaper, do not send it by e-mail. E. Archiving Email. The City of Galesburg strongly discourages storage of large numbers of e-mail messages. As a general rule, you should promptly archive each e-mail message after having read it. F. Intellectual Property. You may not download or use material from the Internet or elsewhere in violation of software licenses, or the copyright trademark and patent laws. You may not install or use any software obtained over the Internet without permission from the City of Galesburg’ Information Systems Supervisor and City Manager. 4. SOCIALMEDIA A.Employer Monitoring 1. Employees are cautioned that they should have no expectation of privacy while using the Internet. Employee postings can be reviewed by anyone, including the City. The City reserves the right to monitor comments or discussions about the City, its officers, employees, or agents posted on the Internet by anyone, including employees and nonemployees. 2. The City reserves the right to use content-management tools to monitor, review, or block content on social media sites or blogs that violate the City's social media rules and guidelines. B. Identification as an Employee of the City 1. Employees who use or are members of social networking sites, music and movie collaboration sites, and blogs are hereby on notice, by receipt of this policy, that by identifying themselves on these websites as City employees, or inferring that they are employed by the City, they are holding themselves out as representatives of the City. Therefore, all employees who list the City as their employer or imply that they are employed by the City on these social networking sites, blogs, or collaboration websites must take responsibility for representing the City in a professional manner. To the extent possible, the City generally encourages employees not to list the City as their employer. 2. If an employee does identify himself or herself as an employee of the City or infer that they are employed by the City, any bloggings or postings that are not done in order to further the business of the City or pursuant to a City marketing plan or strategy pursuant to the instructions of the employee's supervisor must CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Information Systems 3.01 – Email and Internet Use Policy contain a disclaimer that these postings or blogs are solely the opinion of the individual employee and that these positions or blogs do not reflect the views or philosophy of the City, its officials, employees, or citizens. C. Content of All Postings and Blogs 1. All employees' Internet postings that imply or identify the employees as City employees must not contain confidential or proprietary content or information regarding their work as City employees, and the employees must clearly state that their views are not representative of those of the City, its elected officials, employees, or agents. 2. All personal blogs or postings on the blogs of others should have a clear disclaimer, such as the following: “Th e v i e w s expressed by the author of this blog are those of the author alone and do not represent the views of the City of Galesburg.” Employees writing a blog or posting on a blog should write in first person and should clearly state that the author is writing of his or her own volition and not on behalf of the City. 3. Information published on an employee's blog should comply with the City's confidentiality and disclosure policies. This also applies to comments posted on other blogs, forums, and social networking sites. D.Responsible and Respectful Postings 1. Employees are encouraged to be respectful to the City, officers, employees, agents, and citizens in their use of social media. 2. An employee's online presence may reflect the City and, therefore, employees must be aware that their actions captured via images, posts, or comments can reflect the image of the City and its other employees. All postings, photos, images, or other communications by an employee regarding service to, or employment with, the City that are false or misleading about the City, its officials, or employees may subject the employee to disciplinary action consistent with this policy. 3. The City seal or other logo, trademarks, or symbols used to identify the City may not be used without written consent from the City Manager or his/her designee. 4. All information posted on social networking sites and blog postings must not divulge confidential information, investigative information, or the internal operations or administration of the employee’s department or of the City. 5. City personnel should refrain from appearing in photographs in uniform or in any manner that would tend to identify themselves as an employee of the City, and appearing in photographs that depict the employee as engaging in immoral, illegal, or unprofessional conduct. This includes photographs depicting the employee involved in excessive consumption of alcohol, photographs that create the perception that the employee is engaged in the use of drugs, photographs that contain or portray obscene or profane conduct or language, and/or photographs that depict the employee in the company of individuals involved in excessive consumption of alcohol or use of drugs. 6. City personnel are prohibited from issuing public comments, on social networking sites, blog postings, or other public or social commentary media, in which they are identified, expressly or by reasonable inference or deduction, as employees of the CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Information Systems 3.01 – Email and Internet Use Policy City or any of its departments and in which they make statements or express opinions that raise an inference that the City or any of its departments or any of its employees may not be committed to the principal of equal justice for all. Included in this prohibition are comments that identify and disparage or are critical of particular groups or individuals on the basis of race, color, religion, national origin, gender, sexual orientation, age, or disability. 7. City personnel are prohibited from posting information regarding any ongoing investigations or other agency investigations. Additionally, no information shall be posted regarding the service of warrants or other police matters, whether internal or external. 8. City personnel are prohibited from posting confidential, personal, or identifying information with regard to any person suspected of committing a crime, including photos of suspects, arrestees, informants, or others charged with a crime, witnessing a crime, or involved in any other manner with City operations. 9. No confidential, personal, or identifying information shall be posted with regard to any call for service received or the results of the call for service. 10. Employees are discouraged from posting any work-related complaints or specific grievances regarding their chain-of-command or City officials, whether elected, appointed, or employed; but shall instead utilize the procedures in place such as a union grievance procedure. 11. Employees must not post any confidential or proprietary information regarding their job assignments, routes, and other work-related items without the express consent of the City Manager or his/her designee. 12. No confidential, personal, or identifying information, including photos and addresses, shall be posted with regard to any services rendered by the City or licenses or citations issued. E. Copyright and Other Legal Issues Employees must at all times comply with the laws regarding plagiarism and copyright violations, especially when the employee's site infers or represents that the employee is a City employee. F. Reporting Violations The City requests and strongly urges employees to report any violations or possible or perceived violations to their immediate supervisor, department head, or City Manager. Violations may include discussions of the City and its officers, employees, or agents; any discussions or postings where the employee is identified as a City employee and is engaging in illegal or immoral conduct; any discussion of proprietary information; and any unlawful activity related to blogging or social networking. G. Disciplinary Action All employees who violate this policy may be subject to disciplinary action, up to and including termination. The City further reserves the right to take legal action where necessary against employees who engage in prohibited or unlawful conduct. The disciplinary action will be in accordance with the respective union CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Information Systems 3.01 – Email and Internet Use Policy collective bargaining agreements to which the City is a party, if applicable. 5. GENERALPOLICY A. Approval and Administration 1.The establishment and use by any City department of City social media sites are subject to approval by the City Manager or his/her designee(s). 2.All City social media sites and City email accounts shall be administered by the City’s Information Systems Supervisor (“Administrator”). The Administrator and his/her designees shall be trained regarding the terms of the social media policy, including their responsibilities to review content submitted for posting to ensure compliance with the policy. The Administrator will be responsible for monitoring content on City social media sites to ensure adherence to both the City's social media policy and the interest and goals of the City. 3. City social media sites should make clear that they are maintained by the City and that they follow the City’s social media policy. 4.Wherever possible, City social media sites should link back to the official City website for forms, documents, online services, and other information necessary to conduct business with the City. 5. All social networking sites should clearly indicate that any content submitted for posting on the site is subject to public disclosure. 6. The City reserves the right to restrict or remove any content that is deemed in violation of this social media policy or any applicable law. 7. Any content removed based on these guidelines must be retained by the City Clerk for a reasonable period of time, including the time, date, and identity of the poster, when available. B. Comment Policy 1. Comments containing any of the following inappropriate forms of content shall not be permitted on City social media sites and are subject to removal and/or restriction by the Administrator or his/her designees: a. Comments not related to the original topic, including random or unintelligible comments; b. Profane, obscene, violent, sexual, or pornographic content and/or language; c. Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, or national origin; d. Defamatory or personal attacks; e. Threats to any person or organization; f. Solicitation of commerce, including but not limited to advertising of any business or product for sale; g. Conduct in violation of any federal, state, or local law; h. Encouragement of illegal activity; i. Information that may tend to compromise the safety or security of the public or public systems; or j. Content that violates a legal ownership interest, such as a copyright or trademark. 2. A comment posted by a member of the public on any City social media site is the opinion of the commenter or poster only, and publication of a comment does not CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Information Systems 3.01 – Email and Internet Use Policy imply endorsement of, or agreement by, the City, nor do the comments necessarily reflect the opinions or policies of the City. 3. The City reserves the right to deny access to City social media sites for any individual who violates the City's social media policy, at any time and without prior notice. 4. Departments shall monitor their social media sites for comments requesting responses from the City and for comments in violation of this policy. 5. When a City employee responds to a comment in his/her capacity as a City employee, the employee's name and title should be made available, and the employee shall not share personal information about himself or herself or other City employees. 6. All comments posted to any City Facebook site are bound by Facebook's Statement of Rights and Responsibilities, located at http://www.facebook.com/terms.php, and the City reserves the right to report any violation of Facebook's Statement of Rights and Responsibilities to Facebook with the intent of Facebook taking appropriate and reasonable responsive action. C. Compliance with Laws 1. All City social media sites must adhere to applicable federal, state, and local laws, regulations and policies. 2. City-sponsored social media sites are subject to the Illinois Freedom of Information Act (5 ILCS 140/). Any content maintained in a social media format that is related to City business, including a list of subscribers, posted communication, and communication submitted for posting, may be a public record subject to public disclosure. Content related to City business shall be maintained in an accessible format so that it can be produced in response to a request. Wherever possible, social media sites shall clearly indicate that any articles and any other content posted or submitted for posting are subject to public disclosure. 3. The Illinois Local Records Act (50ILCS205/) applies to email, social media formats and social media content. The Administrator shall preserve records required to be maintained pursuant to a relevant records retention schedule for the required retention period on a City server in a format that preserves the integrity of the original record and is easily accessible. 4. E-discovery laws may apply to social media content; and, therefore, content must be able to be managed, stored, and retrieved to comply with these laws. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Finance 4.01 – Travel Expenses Section:FinanceEffectiveDate:1/1/2016 Number:4.01LastRevision: Title:TravelExpenses 1.GENERAL A. The City, so as to advance the training and professionalism of its staff, authorizes attendance at certain schools and conferences. Employees also sometimes travel outside this area to conduct City business. The purpose of this administrative regulation is primarily to set forth the policies governing reimbursement for travel expense and to describe certain procedural matters concerning travel authorization, documentation and accounting. The City’s objectives are to allow travel arrangements that conserve travel funds, provide uniform treatment for all employees, and also allow the employees to carryout their missions in a dignified fashion which reflects credit on the City. B. Decisions as to which trips are authorized are made through the budget; but, in general, no more than one national conference and a reasonable number of regional and state conferences are authorized for any department head or other employee, all trips for reimbursement must be approved by the City Manager prior to the issuance of any travel advance as specified in 1.D. C.An employee is expected to show good judgment and a proper regard for economy in incurring travel expenses as he normally would if traveling at his own expense. D.A travel advance, in an amount not to exceed the estimated transportation costs, per diem allotment, and single room rate may be secured by forwarding the approved travel request form to the Director of Finance. This form should be submitted prior to council bill cut- off and at least one week before the check is desired. Only travel overnight is eligible for advance payments and registration information must accompany any such advance request. When rates are not included with the conference registration, advances shall be limited to the then in effect IRS rate for per diem amounts. E. Final travel expenses must be itemized on a travel expense report and forwarded to the Finance Department within thirty days after returning from a trip. Receipts should be attached. Paid bills for lodging and receipts for travel are required if such expenses have been incurred, and all other receipts received in the normal course of making transactions should be attached. F. There is no objection to a family member accompanying an employee on an official trip provided their presence does not detract from his performance of duty; but no expenses CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Finance 4.01 – Travel Expenses attributable to them, not even Conference Registration or Special Events fees for spouses, will be reimbursed by the City. G. In any situation where extraordinary travel expenses are incurred, or this regulation does not cover the situation, the City Manager may authorize an exception. 2. TRANSPORTATION A. An employee may use the mode of transportation he prefers, providing it is the most economical and efficient means of transportation, and will be reimbursed as indicated below. Ordinarily, a round trip ticket should be purchased, but going by one mode and returning by another is allowed if a schedule so dictates or if there is some other advantage to the City. B. Air travel should be by “tourist” or “economy” fares. Travel to and from airports should be by bus or limousine where such services are in operation and by taxi only as a last resort. Receipts are required for all such reimbursements. C. Rail travel should be by coach for trips not involving overnight travel, and first class plus Pullman or Roomette where sleeping accommodations are required. D. City cars may be used to travel to destinations of up to 250 miles from Galesburg. Special approval for longer trips may be granted by the City Manager if there will be more than one passenger making the trip, or if there is some other justification. Instructions on accounting for gasoline, repair and other expenses may be obtained from the Director of Finance. Receipts should be obtained for all such expenses. Because of insurance limitations, non-employees may not travel in City vehicles. E. Private cars may be used for travel on City business. Reimbursement shall be at the then in effect IRS rate of reimbursement if the round trip does not exceed 500 miles. When private cars are used for longer trips, reimbursement shall be limited to the lesser of the airfare provided in paragraph 2.2 or the IRS established rate. Reimbursement will not be made for hotel or other expenses incurred in route. 3. LODGING A. An employee is expected to make hotel or motel reservations well in advance and to take other actions to ensure that lodging is secured at moderate rates. B. Reimbursement for lodging shall be limited to the minimum number of nights required to conduct the assigned City business. If an employee chooses to arrive earlier or stay later, all additional lodging and other expenses related to this decision are at his own personal expense. All lodging reimbursement requires the submittal of the appropriate receipts. CITYOFGALESBURG PersonnelPolicyforExemptandNonǦrepresentedEmployees Finance 4.01 – Travel Expenses C. If an employee’s spouse or other family member shares lodging with him, reimbursement shall be limited to the single rate for the room occupied. The employee must determine what this single rate is and deduct the difference between the double and single rates on the hotel or motel bill submitted as a receipt and provides proof of same. 4. MEALS A.Reimbursement for meals and incidentals shall be limited to a per diem amount of $32. Where travel consumes part of a day, limits of $5 for breakfast, $7 for lunch, $15 for dinner, and $5 miscellaneous shall apply. Specifically, where travel begins prior to 7:00 a.m., $5 for breakfast will be allowed. When returning home after 7:00 p.m., $15 will be allowed for dinner. No receipts are necessary for this per diem allotment. However, expense reports must be filed to process the advance. The department head may approve reimbursement of direct expenses when appropriate. Receipts must be attached to the Travel Expense Report for direct reimbursement and direct reimbursement must be the method of reimbursement for the entire trip. B.Where prices of tickets to conferences, luncheons or dinners exceed these individual meal limits, the applicable meal and daily limit shall be increased by the excess amount. C.Where registration or tuition fees include one or more meals, the applicable daily limit shall be decreased by the amount of the limits specified in paragraph 4.A for the meal/s supplied. 5.REGISTRATIONFEES Registration and tuition fees are reimbursable but such reimbursement is subject to the conditions established by paragraphs 1.F and 3.C of this section. 6. MISCELLANEOUS All miscellaneous items are included in the per diem meal and incidental expenses and will not be reimbursed. Ground transportation costs such as buses, taxis, parking, etc. should be included in the bottom section of the travel expense report with receipts attached. APPENDIXI–EmployeeInjuryForms ILLINOIS FORM 45: EMPLOYER'S FIRST REPORT OF INJURY Please type. Employer's FEIN Date of report Case or File # Is this a lost workday case? Yes / No Employer's name Doing business as Employer's mailing address Nature of business or service SIC Code Name of workers' compensation carrier/admin. Policy/Contract # Self-insured? Yes / No Employee's full name Social Security # Birthdate Employee's mailing address Employee's e-mail address Male / Female Married / Single # Dependents Employee's average weekly wage Job title or occupation Date hired Time employee began work Date and time of accident Last day employee worked AM PM If the employee died as a result of the accident, give the date of death. Did the accident occur on the employer's premises? Yes / No Address of accident What was the employee doing when the accident occurred? How did the accident occur? What was the injury or illness? List the part of body affected and explain how it was affected. What object or substance, if any, direcly harmed the employee? Name and address of physician/health care professional If treatment was given away from the worksite, list the name and address of the place it was given. Was the employee treated in an emergency room? Was the employee hospitalized overnight as an inpatient? Report prepared by Signature Title and telephone # Please send this form to the ILLINOIS WORKERS' COMPENSATION COMMISSION 701 S. SECOND STREET SPRINGFIELD, IL 62704. IC45 12/04 By law, employers must keep accurate records of all work-related injuries and illness (except for certain minor injuries). Employers shall report to the Commission all unjuries resulting in the loss of more than three scheduled workdays. Filing this form does not affect liability under that Workers' Compensation Act and is not incriminatory in any sense. This information is confidential. CITY OF GALESBURG Supervisor'sAccidentInvestigation 1 2. DEPARTMENT CITY OF GALESBURG 3 EXACT LOCATION 5 TIME A.M. 6 DATE REPORTED P.M. INJURYORILLNESSPROPERTYDAMAGEOTHERINCIDENT 7 INJURED'S NAME 13 PROPERTY DAMAGED 19 PERSON REPORTING INCIDENT 8 OCCUPATION 9 PART OF BODY 14 ESTIMATED COSTS 15 ACTUAL COSTS 20 OCCUPATION 21 COST if applicable AFFECTED? 10 NATURE OF INJURY/ILLNESS 16 NATURE OF DAMAGE 22 NATURE OF INCIDENT 11 OBJECT/ EQUIPMENT/SUBSTANCE 17 OBJECT/ EQUIPMENT/SUBSTANCE 23 OBJECT EQUIPMENT SUBSTANCE INFLICTING INJURY/ILLNESS INFLICTING PROPERTY DAMAGE RELATED 12 PERSON WITH MOST CONTROL OF 18 PERSOM WITH MOST CONTROL OF 24 PERSON WITH MOST CONTROL OF ITEM 11 ITEM 17 ITEM 23 DESCRIPTION 25 DESCRIBE CLEARLY HOW THE INCIDENT OCCURRED. ANALYSIS 26 WHAT ACTS, FAILURE TO ACT AND/OR CONDITIONS CONTRIBUTED MOST DIRECTLY TO THIS INCIDENT? 27 WHAT ARE THE BASIC OR FUNDAMENTAL REASONS FOR THE EXISTENCE OF THESE ACTS AND/OR CONDITIONS? EVALUATION 28 LOSS SEVERITY POTENTIAL 29 PROBABLY RECURRENCE RATE MAJOR SERIOUS MINOR FREQUENT OCCASIONAL RARE PREVENTION 30 WHAT ACTION HAS O R WILL BE TAKEN TO PREVENT RECURRENCE? NUMBER ALL ITEMS IN SEQUENCE. 31 INVESTIGATED BY 32 DATE 33 REVIEWED BY 34 DATE _________________________________ Please explain how injury occurred: Continuously (67%-100%) Administration City of Galesburg OperatingUnderCouncil–ManagerGovernmentSince1957 WORKERS’ COMPENSATION Treatment Authorization Form Instructions: The injured employee’s immediate supervisor (and department head, if available) should complete and sign the front page of this form, provide a copy to the employee and assist the employee in immediately obtaining medical treatment at the employee’s choice of physician. The supervisor is to forward the completed Treatment Authorization Form along with the associated incident report to Risk Management. Today’s Date: Time: Employee’s Name: Employee’s Contact Phone #: Job Title: Department: Date of Injury: 伪 Initial Injury Recurrence Follow-up Physical Therapy Part of Body Injured: Essential Job Function/Environmental Requirements: This Employee is required to: Push/Pull – Seated Push/Pull-Standing Bend Squat Crawl Climb Lift Drive Reach Level Other The above employee is authorized to receive medical treatment due to an injury on the job. To the best of my knowledge, the employee suffered the injury while performing their duties as a city employee. Immediate Supervisor Name (Please Print) Supervisor’s Signature Phone Number Date Department Head Name (Please Print) Department Head’s Signature Phone Number Date Employee Name (Please Print) Employee’s Signature Phone Number Date Frequently (34%-66%) Occasionally (1%-33%) Never (0%) Next Scheduled Appointment Date:Time: The section below is to be completed by the treating physician and returned to the employee. Please note that treating physicians should advise their billing departments to forward all Medical Insurance Claims to: The City of Galesburg Attn: Risk Management POB 1387 Galesburg, IL 61402-1387 ** PHYSICIAN’S REPORT ** Employee Name: Date of Birth: Date of Treatment: Time Arrived: Time Dismissed: Diagnosis: Work Related? Yes No Patient’s Status Report: Returned to normal duties. Unable to work until next scheduled visit: (date) Able to work with the following limitations: Sedentary Work Only Sedentary Work: Lift/Carry 10lbs Occasionally Light Work: Lift/Carry 20lbs Occasionally, 10lbs Frequently Medium Work: Lift/Carry 50lbs Occasionally, 20lbs Frequently Heavy Work: Lift/Carry 100lbs Occasionally, 50lbs Frequently, 20lbs Continuously Very Heavy Work: Lift/Carry 100lbs Occasionally, over 50lbs Frequently, over 20lbs Continuously Drive During Work Hours Work On Unprotected Heights Work With Moving Machinery Operate Automotive Equipment If Light Duty is unavailable, the patient may be referred to a work-hardening facility. Released from Care (date): Printed Name of Physician: Physician’s Signature: To ensure proper processing of your claim and avoid delaying payment to the medical provider, please give this form to your treating physician. Have the doctor complete the section above and forward a copy of this completed form to the City’s Risk Manager. Please make sure that the treating physician understands where to send the bill (the address at the top of this page). Thank you for your cooperation. If you have any questions, please contact the Risk Manager at 309-345-3670. September 2012 Most of the time Sometimes Never ** EMPLOYEE APPENDIXII–FamilyandMedicalLeaveAct(FMLA)Forms REQUEST FOR FAMILY OR MEDICAL LEAVE Employee Name Employee Job Title Employee Department Date of Request I request a Family/Medical Leave for the following reason (check one): A. The birth of a child and in order to care for such child or the placement of a child for adoption or foster care. B. In order to care for an immediate family member if such family member has a serious health condition. (Must submit Certification of Health Care Provider within 15 days) Spouse Child Parent C. Employee’s own serious health condition that makes the employee unable to perform the functions of his/her position. (Must submit Certification of Health Care Provider within 15 days) METHOD OF LEAVE REQUESTED A. Consecutive Leave B. Intermittent or Reduced Leave Schedule Specify Schedule Below Start Date of Leave: Expected End Date of Leave: If the duration of my Family/Medical Leave (total of paid and unpaid time) does not exceed 12 weeks, I will be returned to my same or equivalent position. I understand if my Family/Medical leave should exceed 12 weeks, I will be returned to my same or similar position, only if available, in accordance with applicable laws. If a same or similar position is not available, I understand I may be terminated. (Employee Signature) (Date) City of Galesburg/Administration Revised December 2015 ____________________________________________________________________________________________________________________ The Family and Medical Leave Act (FMLA) provides that an employer may require an employee seeking FMLA protections because of a need for leave due to a serious health condition to submit a medical certification issued by the employee’s health care provider. 29 U.S.C. §§ 2613, 2614(c)(3); 29 C.F.R. § 825.305. The employer must give the employee at least 15 calendar days to provide the certification. If the employee fails to provide complete and sufficient medical certification, his or her FMLA leave request may be denied. 29 C.F.R. § 825.313. Information about the FMLA may be found on the WHD website at www.dol.gov/agencies/whd/fmla. SECTION I – EMPLOYER Either the employee or the employer may complete Section I. While use of this form is optional, this form asks the health care provider for the information necessary for a complete and sufficient medical certification, which is set out at 29 C.F.R. § 825.306. You may not ask the employee to provide more information than allowed under the FMLA regulations, 29 C.F.R. §§ 825.306-825.308. Additionally, you may not request a certification for FMLA leave to bond with a healthy newborn child or a child placed for adoption or foster care. Employers must generally maintain records and documents relating to medical information, medical certifications, recertifications, or medical histories of employees created for FMLA purposes as confidential medical records in separate files/records from the usual personnel files and in accordance with 29 C.F.R. § 1630.14(c)(1), if the Americans with Disabilities Act applies, and in accordance with 29 C.F.R. § 1635.9, if the Genetic Information Nondiscrimination Act applies. (1) Employee name: _______________________________________________________________________________ First Middle Last (2) Employer name: ________________________________________________ Date: _________________ (mm/dd/yyyy) (List date certification requested) (3) The medical certification must be returned by ________________________________________________ (mm/dd/yyyy) (Must allow at least 15 calendar days from the date requested, unless it is not feasible despite the employee’s diligent, good faith efforts.) (4) Employee’s job title: ___________________________________________ Job description (is / is not) attached. Employee’s regular work schedule: __________________________________________________________________ Statement of the employee’s essential job functions: ____________________________________________________ (The essential functions of the employee's position are determined with reference to the position the employee held at the time the employee notified the employer of the need for leave or the leave started, whichever is earlier.) SECTION II - HEALTH CARE PROVIDER Please provide your contact information, complete all relevant parts of this Section, and sign the form. Your patient has requested leave under the FMLA. The FMLA allows an employer to require that the employee submit a timely, complete, and sufficient medical certification to support a request for FMLA leave due to the serious health condition of the employee. For FMLA purposes, a “serious health condition” means an illness, injury, impairment, or physical or mental condition that involves inpatient care or continuing treatment by a health care provider. For more information about the definitions of a serious health condition under the FMLA, see the chart on page 4. You may, but are not required to, provide other appropriate medical facts including symptoms, diagnosis, or any regimen of continuing treatment such as the use of specialized equipment. Please note that some state or local laws may not allow disclosure of private medical information about the patient’s serious health condition, such as providing the diagnosis and/or course of treatment. Page 1 of 4 Form WH-380-E, Revised June 2020 U.S. Department of Labor Wage and Hour Division Certification of Health Care Provider for Employee’s Serious Health Condition under the Family and Medical Leave Act DO NOT SEND COMPLETED FORM TO THE DEPARTMENT OF LABOR. RETURN TO THE PATIENT. OMB Control Number: 1235-0003 Expires: 6/30/2023 _______________________________________________________________________________________ Employee Name: ____________________________________________________________________________________________ Health Care Provider’s name: (Print) ____________________________________________________________________ Health Care Provider’s business address: ________________________________________________________________ Type of practice / Medical specialty: ___________________________________________________________________ Telephone: (___) ______________ Fax: (___) ______________ E-mail: _______________________________________ PART A: Medical Information Limit your response to the medical condition(s) for which the employee is seeking FMLA leave. Your answers should be your best estimate based upon your medical knowledge, experience, and examination of the patient. After completing Part A, complete Part B to provide information about the amount of leave needed. Note: For FMLA purposes, “incapacity” means the inability to work, attend school, or perform regular daily activities due to the condition, treatment of the condition, or recovery from the condition. Do not provide information about genetic tests, as defined in 29 C.F.R. § 1635.3(f), genetic services, as defined in 29 C.F.R. § 1635.3(e), or the manifestation of disease or disorder in the employee’s family members, 29 C.F.R. § 1635.3(b). (1) State the approximate date the condition started or will start: ___________________________________ (mm/dd/yyyy) (2) Provide your best estimate of how long the condition lasted or will last: ____________________________________ (3) Check the box(es) for the questions below, as applicable. For all box(es) checked, the amount of leave needed must be provided in Part B. Inpatient Care: The patient (has been / is expected to be) admitted for an overnight stay in a hospital, hospice, or residential medical care facility on the following date(s): ______________________________ Incapacity plus Treatment: (e.g. outpatient surgery, strep throat) Due to the condition, the patient (has been / is expected to be) incapacitated for more than three consecutive, full calendar days from ______________ (mm/dd/yyyy) to _____________ (mm/dd/yyyy). The patient (was / will be) seen on the following date(s): _____________________________________ The condition (has / has not) also resulted in a course of continuing treatment under the supervision of a health care provider (e.g. prescription medication (other than over-the-counter) or therapy requiring special equipment) Pregnancy: The condition is pregnancy. List the expected delivery date: _______________ (mm/dd/yyyy). Chronic Conditions: (e.g. asthma, migraine headaches) Due to the condition, it is medically necessary for the patient to have treatment visits at least twice per year. Permanent or Long Term Conditions: (e.g. Alzheimer’s, terminal stages of cancer) Due to the condition, incapacity is permanent or long term and requires the continuing supervision of a health care provider (even if active treatment is not being provided). Conditions requiring Multiple Treatments: (e.g. chemotherapy treatments, restorative surgery) Due to the condition, it is medically necessary for the patient to receive multiple treatments. None of the above: If none of the above condition(s) were checked, (i.e., inpatient care, pregnancy) no additional information is needed. Go to page 4 to sign and date the form. Page 2 of 4 Form WH-380-E, Revised June 2020 _____________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ Employee Name: ____________________________________________________________________________________________ (4) If needed, briefly describe other appropriate medical facts related to the condition(s) for which the employee seeks FMLA leave. (e.g., use of nebulizer, dialysis) _______________________________________________________ PART B: Amount of Leave Needed For the medical condition(s) checked in Part A, complete all that apply. Several questions seek a response as to the frequency or duration of a condition, treatment, etc. Your answer should be your best estimate based upon your medical knowledge, experience, and examination of the patient. Be as specific as you can; terms such as “lifetime,” “unknown,” or “indeterminate” may not be sufficient to determine FMLA coverage. (5) Due to the condition, the patient ( had / will have) planned medical treatment(s) (scheduled medical visits) (e.g. psychotherapy, prenatal appointments) on the following date(s): ___________________________________________ (6) Due to the condition, the patient (was / will be) referred to other health care provider(s) for evaluation or treatment(s). State the nature of such treatments: (e.g. cardiologist, physical therapy) ________________________________________ Provide your best estimate of the beginning date ________________ (mm/dd/yyyy) and end date ________________ (mm/dd/yyyy) for the treatment(s). Provide your best estimate of the duration of the treatment(s), including any period(s) of recovery (e.g. 3 days/week) (7) Due to the condition, it is medically necessary for the employee to work a reduced schedule. Provide your best estimate of the reduced schedule the employee is able to work. From ____________________ (mm/dd/yyyy) to __________________ (mm/dd/yyyy) the employee is able to work: (e.g., 5 hours/day, up to 25 hours a week) (8) Due to the condition, the patient (was / will be) incapacitated for a continuous period of time, including any time for treatment(s) and/or recovery. Provide your best estimate of the beginning date ___________________ (mm/dd/yyyy) and end date ________________ (mm/dd/yyyy) for the period of incapacity. (9) Due to the condition, it (was / is / will be) medically necessary for the employee to be absent from work on an intermittent basis (periodically), including for any episodes of incapacity i.e., episodic flare-ups. Provide your best estimate of how often (frequency) and how long (duration) the episodes of incapacity will likely last. Over the next 6 months, episodes of incapacity are estimated to occur ___________________________ times per (day / week / month) and are likely to last approximately ______________ ( hours / days) per episode. Page 3 of 4 Form WH-380-E, Revised June 2020 _____________________________________________________________________________________________ _____________________________________________________________________________________________ Employee Name: ____________________________________________________________________________________________ PART C: Essential Job Functions If provided, the information in Section I question #4 may be used to answer this question. If the employer fails to provide a statement of the employee’s essential functions or a job description, answer these questions based upon the employee’s own description of the essential job functions. An employee who must be absent from work to receive medical treatment(s), such as scheduled medical visits, for a serious health condition is considered to be not able to perform the essential job functions of the position during the absence for treatment(s). (10) Due to the condition, the employee (was not able / is not able / will not be able) to perform one or more of the essential job function(s). Identify at least one essential job function the employee is not able to perform: Signature of Health Care Provider _____________________________________________ Date _________________ (mm/dd/yyyy) Definitions of a Serious Health Condition (See 29 C.F.R. §§ 825.113-.115) Inpatient Care x An overnight stay in a hospital, hospice, or residential medical care facility. x Inpatient care includes any period of incapacity or any subsequent treatment in connection with the overnight stay. Continuing Treatment by a Health Care Provider (any one or more of the following) Incapacity Plus Treatment: A period of incapacity of more than three consecutive, full calendar days, and any subsequent treatment or period of incapacity relating to the same condition, that also involves either: o Two or more in-person visits to a health care provider for treatment within 30 days of the first day of incapacity unless extenuating circumstances exist. The first visit must be within seven days of the first day of incapacity; or, o At least one in-person visit to a health care provider for treatment within seven days of the first day of incapacity, which results in a regimen of continuing treatment under the supervision of the health care provider. For example, the health provider might prescribe a course of prescription medication or therapy requiring special equipment. Pregnancy: Any period of incapacity due to pregnancy or for prenatal care. Chronic Conditions: Any period of incapacity due to or treatment for a chronic serious health condition, such as diabetes, asthma, migraine headaches. A chronic serious health condition is one which requires visits to a health care provider (or nurse supervised by the provider) at least twice a year and recurs over an extended period of time. A chronic condition may cause episodic rather than a continuing period of incapacity. Permanent or Long-term Conditions: A period of incapacity which is permanent or long-term due to a condition for which treatment may not be effective, but which requires the continuing supervision of a health care provider, such as Alzheimer’s disease or the terminal stages of cancer. Conditions Requiring Multiple Treatments: Restorative surgery after an accident or other injury; or, a condition that would likely result in a period of incapacity of more than three consecutive, full calendar days if the patient did not receive the treatment. PAPERWORK REDUCTION ACT NOTICE AND PUBLIC BURDEN STATEMENT If submitted, it is mandatory for employers to retain a copy of this disclosure in their records for three years. 29 U.S.C. § 2616; 29 C.F.R. § 825.500. Persons are not required to respond to this collection of information unless it displays a currently valid OMB control number. The Department of Labor estimates that it will take an average of 15 minutes for respondents to complete this collection of information, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. If you have any comments regarding this burden estimate or any other aspect of this collection information, including suggestions for reducing this burden, send them to the Administrator, Wage and Hour Division, U.S. Department of Labor, Room S-3502, 200 Constitution Avenue, N.W., Washington, D.C. 20210. DO NOT SEND COMPLETED FORM TO THE DEPARTMENT OF LABOR. RETURN TO THE PATIENT. Page 4 of 4 Form WH-380-E, Revised June 2020 APPENDIXIII–TravelExpenseForms 1DPHRI(PSOR\HH 3XUSRVHRI7UDYHO &LW\6WDWH 7UDYHO'DWHV7LPH 'HSDUWXUH'DWH7LPH 5HWXUQ'DWH7LPH a%UHDNIDVWPD[LPXP DOORZHGLIGHSDUWXUHLVEHIRUH DP a/XQFKPD[LPXP a'LQQHUPD[LPXP DOORZHGLIDUULYDOLVDIWHU SP a3HU'HLPPD[LPXP LQFOXGHVIRUPHDOVDQGIRULQFLGHQWDOV ,7(06 6XQ 0RQ 7XHV :HG 7KXU )UL 6DW 7RWDO /RGJLQJ %UHDNIDVW /XQFK 'LQQHU 3HU'LHP 7UDQVSRUWDWLRQ&RVW 7UDLQ3ODQH%XV 3DUNLQJ 2WKHU 0LOHDJH PLOH 5HJLVWUDWLRQ 727$/6 0LOHDJH 3ULYDWH&LW\9HKLFOH 'DWH )URP 7R 6WDUW )LQLVK &ODLPHG $PRXQW 727$/ Less &KDUJHVWR&LW\3FDUG )XQGDQG*/$FFRXQW %DODQFH'XH )LOOLQ$&78$/2GRPHWHUVWDUWILQLVKPLOHVVSUHDGVKHHWZLOODXWRPDWLFDOO\FDOFXODWHPLOHDJH ,IFODLPLQJPLOHDJHIXHOFKDUJHVZLOOQRWEHUHLPEXUVHG (PSOR\HH6LJQDWXUH 7RWDO7UDYHO&RVW 'HSDUWPHQW+HDG6LJQDWXUH Less 7UDYHO$GYDQFH ,QFOXGHDQ\WUDYHODGYDQFHVRUSXUFKDVHFDUGFKDUJHVLQWKHER[HVDWWKHERWWRPRIWKHIRUP 7REHUHLPEXUVHGLQIXOOWKHGHWDLOHGUHFHLSWVPXVWDFFRPSDQ\WKLVIRUP2WKHUZLVHWKHSHUGLHPDPRXQWVZLOOEHXVHG 6HH&KDUW%HORZIRU0LOHDJH 0,/($*(&+$57 2GRPHWHU 'RFXPHQW$//H[SHQVHVIRUWKHHQWLUHWULSRQWKLVIRUPLQFOXGLQJFKDUJHVWRWKH3&DUG CITY OF GALESBURG )<(PSOR\HH7UDYHO([SHQVH5HSRUW 'DWHRI5HSRUW CITY OF GALESBURG (PSOR\HH7UDYHO$GYDQFH5HSRUW 1DPHRI(PSOR\HH 3XUSRVHRI7UDYHO &LW\6WDWH 7UDYHO'DWHV )URP 7R ,7(06 $02817 7UDQVSRUWDWLRQ 0LOHDJH# PLOH /RGJLQJ 0HDOV RIGD\V 5HJLVWUDWLRQ )HHV [[[[ 727$/$028175(48(67(' 727$/72%(3$,'%<3&$5' 727$/72%(3$,'',5(&7/<72(03/2<(( (PSOR\HH6LJQDWXUH 'HSDUWPHQW+HDG6LJQDWXUH **City Manager Approval for Out of State Travel &KHFN5HTXHVW'DWH **Out of state travel needs City Manager approval below $FFRXQWLQJ 8VH2QO\ APPENDIX IV – Wellness Incentive Eligibility Form City of Galesburg Operating Under Council – Manager Government Since 1957 Wellness Incentive Eligibility This confirmation form should be used to qualify for the wellness incentive as described in the City of Galesburg Personnel Policy covering Exempt & Non-represented Personnel. Employee name: Date of Wellness exam/screenings/services: Attending Physician Section: As physician for the above named employee/patient I confirm wellness-related* services were received by said patient on the above date. Printed name of physician: Physician’s signature: Employee Section: I confirm wellness-related* services were received by me on the above date. Employee’s signature: *Wellness-related services must include a general physical and may include but are not limited to the US Preventive Services Task Force A and B Recommendations Submit the completed form to Jan Lytle, Benefits Coordinator, City Hall Administration. Incentive will be paid on the next possible payroll. Check one: Hours in pay Hours in Personal Time bank 10/15/2015 USPSTF A and B Recommendations - US Preventive Services Task Force f USPSTF A and B Recommendations rOpie bdominal aortic neurysm screening:men lcohol misuse: screening nd counseling nemia screening: pregnant women Description he USPSTF recommends one-time screening for abdominal aortic aneurysm by ultrasonography in men ages 65 to 75 years who have ever smoked. he USPSTF recommends that clinicians screen adults age 18 years or older for alcohol misuse and provide persons engaged in risky or hazardous drinking with brief behavioral counseling interventions o reduce alcohol misuse. he USPSTF recommends routine screening for iron deficiency anemia in asymptomatic pregnant omen. elease Date of ent ecommendation ne 2014* B May 2013* B May 2006 spirin to pre vent cardiovascular disease: men spirin to pre vent cardiovascular disease: omen Bacteriuria screening: pregnant women Blood pressure screening in adults BRCA risk assessment and genetic counseling/testing Breast cancer preventive medications he USPSTF recommends the use of aspirin for men ages 45 to 79 years when the potential benefit A ue to a reduction in myocardial infarctions outweighs the potential harm due to an increase in astrointestinal hemorrhage. he USPSTF recommends the use of aspirin for women ages 55 to 79 years when the potential benefit A fa reduction in ischemic strokes outweighs the potential harm of an increase in gastrointestinal hemorrhage. he USPSTF recommends screening for asymptomatic bacteriuria with urine culture in pregnant omen at 12 to 16 weeks' gestation or at the first prenatal visit,if later. he USPSTF recommends screening for high blood pressure in adults aged 18 years or older. The A USPSTF recommends obtaining measurements outside of the clinical setting for diagnostic confirmation before starting treatment. The USPSTF recommends that primary care providers screen women who have family members with B breast,ovarian,tubal, or peritoneal cancer with one of several screening tools designed to identify a family history that may be associated with an increased risk for potentially harmful mutations in breast cancer susceptibility genes (BRCA1 or BRCA2). Women with positive screening results should receive genetic counseling and, if indicated after counseling ,BRCA testing. The USPSTF recommends that clinicians engage in shared,informed decisionmaking with women who---B are at increased risk for breast cancer about medications to reduce their risk.For women who are at increased risk for breast cancer and at low risk for adverse medication effects ,clinicians should offer to prescribe risk-reducing medications, such as tamoxifen or raloxifene. March 2009 March 2009 uly 2008 October 2015* December 2013* September 2013 * !Breast cancer screening !Breastfeeding counseling he USPSTF recommends screening mammography for women ,with or without clinical breast xamination ,every 1 to 2 years for women age 40 years and older. he USPSTF recommends interventions during pregnancy and after birth to promote and support reastfeeding. g ,•mbec200 2t October 2008 Cervical cancer screening The USPSTF recommends screening for cervical cancer in women ages 21 to 65 years with cytology (Pap smear) every 3 years or,for women ages 30 to 65 years who want to lengthen the screening interval,screening with a combination of cytology and human papillomavirus (HPV) testing every 5 years. A March 2012* !Chlamydia screening: !women holeste rol abnormalities creening: men 35 and Ider Cholesterol abnormalities screening: men younger han 35 he USPSTF recommends screening for chlamydia in sexually active women age 24 years or younger and in older women who are at increased risk for infection. he USPSTF strongly recommends screening men age 35 years and older for lipid disorders. he USPSTF recommends screening men ages 20 to 35 years for lipid disorders if they are at increased risk for coronary heart disease. B September 2014* une 2008 B une 2008 Cholesterol abnormalities he USPSTF strongly recommends screening women age 45 years and older for lipid disorders if they screening: women 45 and are at increased risk for coronary heart disease. Ider Cholesterol abnormalities he USPSTF recommends screening women ages 20 to 45 years for lipid disorders if they are at screening: women younge increased risk for coronary heart disease. han 45 une 2008 B une 2008 Colorectal cancer screening Dental caries prevention : infants and children up to age 5 years he USPSTF recommends screening for colorectal cancer using fecal occult blood testing, sigmoidoscopy,or colonoscopy in adults beginning at age 50 years and continuing until age 75 years. he risks and benefits of these screening methods vary. The USPSTF recommends the application offluoride varnish to the primary teeth of all infants and children starting at the age of primary tooth eruption in primary care practices. The USPSTF recommends primary care clinicians prescribe oral fluoride supplementation starting at age 6 months for children whose water supply is fluoride deficient. A October 2008 B May 2014* epression screening: he USPSTF recommends screening adolescents (ages 12-18 years) for major depressive disorder dolescents hen systems are in place to ensure accurate diagnosis, psychotherapy (cognitive-behavioral or interpersonal),and follo w-up. epression screening: he USPSTF recommends screening adults for depression when staff-assisted depression care dulls supports are in place to assure accurate diagnosis ,effective treatment, and follow-up. Diabetes screening he USPSTF recommends screening for type 2 diabetes in asymptomatic adults with sustained blood pressure (either treated or untreated) greater than 135/80 mm Hg. alls prevention in older he USPSTF recommends exercise or physical therapy to prevent falls in community-dwelling adults dulls: exercise or physical age 65 years and older who are at increased risk for falls. herapy alls prevention in older he USPSTF recommends vitamin D supplementation to prevent falls in community-dwelling adults dulls: vitamin D age 65 years and older who are at increased risk for falls. B March 2009 B December 2009 une 2008 B May 2012 B May 2012 Folic acid supplementation he USPSTF recommends that all women planning or capable of pregnancy take a daily supplement containing 0.4 to 0.8 mg (400 to 800 μg) offolic acid. Gestational diabetes he USPSTF recommends screening for gestational diabetes mellitus in asymptomatic pregnant !mellitus screening ome n after 24 [ 10/15/2015 USPSTF A and B Recommendations - US Preventive Services Task Force weeks of gestation. onorrhea prophylactic he USPSTF recommends prophylactic ocular topical medication for all newborns for the prevention of medication:newborns onococcal ophthalmia neonatorum. onorrhea screening: he USPSTF recommends screening for gonorrhea in sexually active women age 24 years or younger omen and in older women who are at increased risk for infection. Healthy diet and physical The USPSTF recommends offering or referring adults who are overweight or obese and have activity counseling to additional cardiovascular disease (CVD) risk factors to intensi ve behavioral counseling interventions to prevent cardio vascular promote a healthful diet and physical activity for CVD prevention. disease:adults with cardiovascular risk factors http://www .uspreventiveservicestaskforce.org/Page/Nam e/uspstf-a-and-b-recommendations/ A May 2009 anuary 2014 uly 2011* B September 2014* B August 2014* 1/2 10/15/2015 USPSTF A and B Recommendations - US Preventive Services Task Force Hearing ass screening: !newborns Hemoglobinopathies screening: newborns ep atitis B screening: onpregnant adolescents nd adults [Hepatitis B screening: regnant women Hepatitis C virus infection screening: adults High blood pressure in dulls: screening HIV screening: nonpregnant adolescents nd adults HIV screening: pregnant omen Hypothyrodism screening: newborns Intimate partner violence screening: women of childbearing age Iron supplementation in children Lung cancer screening Obe sity screening and !counseling:adults Obesity screening and counseling: children Osteoporosis screening: omen Phenylketonuria screening: newborns Preeclampsia prevention : spirin Rh incompatibility screening: first pregnancy isit Rh incompatibility screening: 24-28 weeks' estation Sexually transmitted infections counseling Skin cancer behavioral obacco use counseling nd interventions: nonpregnant adults obacco use counseling : pregnant women obacco use interventions: hildren and adolescents Syphilis screening: onpregnant persons he USPSTF recommends screening for hearing ass in al newborn infants. he USPSTF recommends screening for sickle cell disease in newborns. he USPSTF recommends screening for hepatitis B virus infection in persons at high risk for infection. he USPSTF strongly recommends screening for hepatitis B virus infection in pregnant women at their Irst prenatal visit. he USPSTF recommends screening for hepatitis C virus (HCVJ infection in persons at high risk for infection. The USPSTF also recommends offering one-time screening for HCV infection to adults born between 1945 and 1965. he USPSTF recommends screening for high blood pressure in adults aged 18 years or older. The USPSTF recommends obtaining measurements outside of the clinical setting for diagnostic confirmation before starting treatment. he USPSTF recommends that clinicians screen for HIV infection in adolescents and adults ages 15 to 65 years .Younger adolescents and older adults who are at increased risk should also be screened. he USPSTF recommends that clinicians screen all pregnant women for HIV,including those who present in labor who are untested and whose HIV status is unknown. he USPSTF recommends screening for congenital hypothyroidism in newborns. he USPSTF recommends that clinicians screen women of childbearing age for intimate partner iolence ,such as domestic violence ,and provide or refer women who screen positive to intervention services. This recommendation applies to women who do not have signs or symptoms of abuse. he USPSTF recommends routine iron supplementation for asymptomatic children ages 6 to 12 months who are at increased risk for iron deficiency anemia. The USPSTF recommends annual screening for lung cancer with low-dose computed tomography in adults ages 55 to 80 years who have a 30 pack-year smoking history and currently smoke or have quit within the past 15 years. Screening should be discontinued once a person has not smoked for 15 years or develops a health problem that substantially limits life expectancy or the ability or willingness to have curative lung surgery. he USPSTF recommends screening all adults for obesity. Clinicians should offer or refer patients with a body mass index of 30 kgi m2 or higher to intensive ,multicomponent behavioral interventions. he USPSTF recommends that clinicians screen children age 6 years and older for obesity and offer hem or refer them to comprehensive ,intensive behavioral interventions to promote improvement in eight status. he USPSTF recommends screening for osteoporosis in women age 65 years and older and in ounger women whose fracture risk is equal to or greater than that of a 65-year-old white woman who has no additional risk factors. he USPSTF recommends screening for phenylketonuria in newborns. he USPSTF recommends the use of low-dose aspirin (81 mg/d) as preventive medication after 12 eeks of gestation in women who are at high risk for preeclampsia. he USPSTF strongly recommends Rh (DJ blood typing and antibody testing for all pregnant women uring their first visit for pregnancy-related care. he USPSTF recommends repeated Rh (DJ antibody testing for all unsensitized Rh (DJ-negative omen at 24 to 28 weeks' gestation ,unless the biological father is known to be Rh (DJ-neg ative. he USPSTF recommends intensive behavioral counseling for all sexually active adolescents and for adults who are at increased risk for sexually transmitted infections. he USPSTF recommends counseling children,adolescen ts,and young adults ages 10 to 24 years ho have fair skin about minimizing their exposure to ultra violet radiation to reduce risk for skin cancer. he USPSTF recommends that clinicians ask all adults about tobacco use,advise them to stop using obacco,and provide behavioral interventions and U.S. Food and Drug Administration (FDA)-approved pharmacotherapy for cessation to adults who use tobacco. he USPSTF recommends that clinicians ask all pregnant women about tobacco use,advise them to stop using tobacco,and provide behavioral interventions for cessation to pregnant women who use obacco. he USPSTF recommends that clinicians provide interventions,including education or brief counseling,to prevent initiation of tobacco use in school-aged children and adolescents. he USPSTF strongly recommends that clinicians screen persons at increased risk for syphilis infection. B uly 2008 A September 2007 B May 2014 une 2009 B une 2013 A October 2015* pril 2013* A March 2008 B anuary 2013 B May 2006 B December 2013 une 2012* B anuary 2010 anuary 2012* B March 2008 B September 2014 A February 2004 B February 2004 B September 2014* B May 2012 A September 2015* A September 2015* ugust 2013 uly 2004 Syphilis screening: he USPSTF recommends that clinicians screen all pregnant women for syphilis infection. regnant women !visual acuity screening in he USPSTF recommends vision screening for all children at least once between the ages of 3 and 5 !children ears,to detect the presence of amblyopia or its risk factors. A May 2009 B anuary 2011* t The Department of Health and Human Services, in implementing the Affordable Care Act under the standard it sets out in revised Section 2713(a)(5J of the Public Health Service Act,utilizes the 2002 recommendation on breast cancer screening of the U.S.Preventive Services Task Force. To see the USPSTF 2009 recommendation on breast cancer screening,go to http://www.uspreven tiveservicestaskforce.org/Page/Topic /recommendation-summary /breast-cancer-screening . *Previous recommendation was an "A"or "B." Current as of." Octobe r 2015 Internet Citation :USPSTF A and B Recommendations. U.S. Preventive Servioes Task Faroe. October 2015. http://www.uspreventiveservioestaskforoe.org/Page/Name/uspstf-a-and-b-recommendations/ I 10/15/2015 USPSTF A and B Recommendations - US Preventive Services Task Force http://www.uspreventiveservicestafsorkce.org/Page/Name/uspstf-a-and-b-r ecommendations/212 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by J. Pease Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 15, 2021 AGENDA ITEM: Approval of the updated Distracted Driving Policy. SUMMARY RECOMMENDATION: The City Manager and the City Attorney and Director of Administrative Services recommend approval by the City Council of the revised Distracted Driving Policy. BACKGROUND: The Distracted Driving Policy has been updated to reflect a prohibition for Transit employees BUDGET IMPACT: There is no budgetary impact. SUPPORTING DOCUMENTS: 1.Distracted Driving Policy – “Red-line Version” Showing Changes 2.Distracted Driving Policy 21-4016 City of Galesburg Distracted Driving Policy Revised and Restated – February 2021August 2018 STATEMENT OF POLICY AND PROCEDURE 1) POLICY STATEMENT: It is the policy of the City of Galesburg to follow all Illinois and Federal laws. Illinois law prohibits the use of hand-held cellphones, texting or utilizing other electronic communications while operating a motor vehicle. The City of Galesburg prohibits the use of hand-held, both personal and work-issued, mobile communication devices by employees, including cellular telephones and other similar devices, while operating motorized equipment and vehicles. This includes City-owned vehicles as well as personal vehicles, if driving for work purposes. 2) PURPOSE: More workers are killed every year in motor vehicle crashes than any other cause according to OSHA (Occupational Safety & Health Administration). It has been shown that reaction time is delayed for a driver talking on a cell phone as much as it is for a driver who is legally drunk. In addition, driver distractions have joined alcohol and speeding as leading factors in fatal and serious injury crashes. The number one driver distraction is the use of cell phones. The City of Galesburg is concerned with the personal safety of its employees and the general public. 3) PROCEDURE: a) All City employees must follow all laws of the roadway while operating motorized equipment and vehicles. b) All City employees must follow all rules and guidelines set forth in the Safety Manual. c) All City employees are prohibited from using hand-held mobile communication devices in any way, while operating motorized equipment and vehicles for work purposes. d) In the event an employee must make or receive a call, text, or any other communication while driving or operating motorized equipment and using hand-held devices, the proper procedure is to safely bring the vehicle to a halt off the traveled portion of the roadway, turn off the engine if the call is expected to last longer than a minute, and only then make or return the communication. (1) This guideline is not applicable to a driver using an electronic communication device in hands-free or voice-operated mode, as long as the driver is aged 19 or older. However, communications using these devices should be short, and only utilized as absolutely necessary. (1)(2) Drivers in the Transit division are prohibited from answering or making calls while driving. If the call must be answered, the proper procedure is to safely bring the vehicle to a halt off the traveled portion of the roadway, turn off the engine if the call is expected to last longer than a minute, and only then make or return the communication. e) Sworn police officers may be exempted from the above prohibitions, if such use is in connection with or required by an employment-related emergency call. f) This policy does not apply to city-issued hand-held radios or radio equipment mounted within the City-owned vehicle. However, communications using these devices should be short, and only utilized as absolutely necessary. 4) PENALTIES: Employees who violate this policy will be subject to disciplinary action, up to and including termination. ______________________________________________________________________________ City of Galesburg Distracted Driving Policy Revised and Restated – February 2021August 2018 I, ______________________________________, understand the above City Policy and hereby Employee’s Printed Name Acknowledge receipt of same: ______________________________________________________________________________ Signature of Employee Date City of Galesburg Distracted Driving Policy Revised and Restated – February 2021 STATEMENT OF POLICY AND PROCEDURE 1) POLICY STATEMENT: It is the policy of the City of Galesburg to follow all Illinois and Federal laws. Illinois law prohibits the use of hand‐held cellphones, texting or utilizing other electronic communications while operating a motor vehicle. The City of Galesburg prohibits the use of hand‐held, both personal and work‐issued, mobile communication devices by employees, including cellular telephones and other similar devices, while operating motorized equipment and vehicles. This includes City‐owned vehicles as well as personal vehicles, if driving for work purposes. 2) PURPOSE: More workers are killed every year in motor vehicle crashes than any other cause according to OSHA (Occupational Safety & Health Administration). It has been shown that reaction time is delayed for a driver talking on a cell phone as much as it is for a driver who is legally drunk. In addition, driver distractions have joined alcohol and speeding as leading factors in fatal and serious injury crashes. The number one driver distraction is the use of cell phones. The City of Galesburg is concerned with the personal safety of its employees and the general public. 3) PROCEDURE: a) All City employees must follow all laws of the roadway while operating motorized equipment and vehicles. b) All City employees must follow all rules and guidelines set forth in the Safety Manual. c) All City employees are prohibited from using hand‐held mobile communication devices in any way, while operating motorized equipment and vehicles for work purposes. d) In the event an employee must make or receive a call, text, or any other communication while driving or operating motorized equipment and using hand‐held devices, the proper procedure is to safely bring the vehicle to a halt off the traveled portion of the roadway, turn off the engine if the call is expected to last longer than a minute, and only then make or return the communication. (1) This guideline is not applicable to a driver using an electronic communication device in hands‐free or voice‐operated mode, as long as the driver is aged 19 or older. However, communications using these devices should be short, and only utilized as absolutely necessary. (2) Drivers in the Transit division are prohibited from answering or making calls while driving. If the call must be answered, the proper procedure is to safely bring the vehicle to a halt off the traveled portion of the roadway, turn off the engine if the call is expected to last longer than a minute, and only then make or return the communication. e) Sworn police officers may be exempted from the above prohibitions, if such use is in connection with or required by an employment‐related emergency call. f) This policy does not apply to city‐issued hand‐held radios or radio equipment mounted within the City‐owned vehicle. However, communications using these devices should be short, and only utilized as absolutely necessary. 4) PENALTIES: Employees who violate this policy will be subject to disciplinary action, up to and including termination. ______________________________________________________________________________ City of Galesburg Distracted Driving Policy Revised and Restated – February 2021 I, ______________________________________, understand the above City Policy and hereby Employee’s Printed Name Acknowledge receipt of same: ______________________________________________________________________________ Signature of Employee Date COUNCIL LETTER CITY OF GALESBURG FEBRUARY 15, 2021 AGENDA ITEM: Receive Rate Schedule for Towing and Storage Services from Galesburg Towing L.L.C. SUMMARY RECOMMENDATION: The City Clerk recommends the Rate Schedule for Galesburg Towing L.L.C. be received by the City Council. BACKGROUND: Per City of Galesburg Resolution 73-385, “any person operating a Wrecker Service in the city must file with the City Council a schedule of rates for towing and storage services and the rates as per schedule filed shall be charged unless a new schedule shall be filed with the City Council. Those schedules will be in the custody of the City Clerk and open to the public at any time.” BUDGET IMPACT: None SUPPORTING DOCUMENTS: 1.Schedule of Rates ______________________________________________________________________________________ Prepared by KRB Page 1 of 1 21-5003 C 1Tv or.: r.;Ai r.:s'RURG ! . y I V __ l\..,.,,' r,_...,;, ~ City Clerk's Office Operating Ul)der Council Manager form of Government Since 1957 Application for Wrecker Rotation List Please submit this application and fee to the City Clerk's Office. Fee of $75.00 is due by January 1 every year per ordinance number 17-1029, which was passed on November 20,2017. New: __ )('-'---Rate Schedule Change:_· _ Principle owner of business: ______________________ _ Nameofbusiness: c? A.l-es.bvRG Tow·,tuc, L. L·.C,-··· Address of business: o'2. ;p.. '7 9 GR..-'\ N c.l Aue, . Business phone number:309 -~ G B-S.s ?.j 24-Hour phone number: 3D °t -.3(,, 8-53 '7.3 Residence address of owner: ______________________ _ Home phone number of owner: Cell phone number: E-mail address of business: _______________________ _ Regular Business Hours: ----'.Q""-'f-'-----'H'--'--'o'-0'--"1L=-ffi.,_,,O"-"-W"'-l~A/..___C:,,,,Jc...... __________ _ Number of wreckers in service: -2, Fire Extinguisher:~ yes __ . no Wrecker personnel information (more employees, please list information on the back of this form) Name of Employee: AN rYc p__e..,L,c) L,_:> 0 /( fl...a)o Address: , ✓ Home Phone: · Drivers license number: Name of Employee: Jo cl o/ L.J DI f g_i,__;b Address: Home Phone: Drivers License number: Business Information _.,: :, Updated 12/2017 City Clerk's Office Operating under C.ouncll Manager form of Government Since 1957 (a) Ordinance requires tow-truck service to have either an enclosed building or a lot securley enclosed with a fence at least 6' in height. Does you service provide: Enclosed building for vehicle storage: )( Yes ___ No And/or Lot sescured with a fence at least 6' in height: >f. Yes __ No (b) Is there an officea t place of business open to the public during business hours? __ Yes_){_ No (c) Is there a qualified operator for your wrecker service on a 24-hour basis? _){__ves ___ No (d) Do you agree to maintain records of vehicles towed by the Police Department as outlined in the towing ordinance? )( Yes ___ No Towing Capacity Vehicles (a) Automobiles (b) Bus (c) Campers (d) Farm Tractor (e) House Trailer (fl Motorcycle (g) Semi Trailer (h) Trailer (i) Truck-pick up Ul Truck.,one ton or more (k) Truck Tractor insurance Requirements Yes )( -. - Gargaekeepers Liability Insurance inan amount no less than: \/. $100,000 property damage insurance ~ Yes __ No $100,000/$300,000 personal injury Insurance $100,000/$300,000 garage liability insurance Sch'edule of Rates (Inside City limits) Average t\ccident / r·,. oC! ., Business Hours: $. __ ~=-cO~-- After Hours: $ /()O,lf!].. Mechanical Problems Junk ~ oo $._...,.!Q..,___,,5'--'--' _·-_ $ $ No '.X e:,s·.!!-- /_{J()_ I ca ·-$ /00 .~ rl 5 .!'£.. Removal of debris from highway:$ ___ d-:;:...: ________________ _ Inside Storage 30~ $. _____ per day Updated 12/2017 ,. ,crry o· r= r.:, LCSB·' 1R-' ,, , . vA -'-~, ;_ L<, b City Clerk's Office Operating under Council Manager form of Government Since 1957 ,, C: ''"' ' Outside Storage $ o< ✓ ~ per day Your towing and storage fees may not esceed what is listed on.your current City wrecker application. The City of Galesburg will not call wrecker services that exceed the schedule of rates on file with the City Clerk's Office. The above information is true and correct to the best of my knowledge. It is understood that In the even that the requirements listed above are not met, cancellation o this application could result. 0,,,., __j) _ II d, 'J,/ J Owner's Signature: ~{,A,,,tfl ·' ' ·- Date: j,-@, (}2-d-( Inspected by (Police Officer): ________________ Date:. ____ _ • Approved by (Chief of Police): _______________ Date: ____ _ Date received by City Council: __ ~-------------------- Updated 12/2017 CITY OF GALESBURG City Clerk Memo Operating Under Council – Manager Government Since 1957 ______________________________________________________________________________ TO: City Council FROM: Mayor John Pritchard DATE:February 22, 2021 SUBJECT:Commission Appointments COMMISSION TERM EXPIRES Planning & Zoning Commission Mark Lee, Klinger & Associates June 2022 Overall Code Review Commission Cody Basham, Klinger & Associates June 2022 Jeremy Shultz, IBEW 34 Journeyman Wireman June 2024 Prepared by: KRB Page 1 of 1 21-6000 User: Printed:02/09/2021 - 5:54PM tmiller Transactions by Account Batch:00015.02.2021 Accounts Payable Account Number Vendor AmountDescription PO NoDate 001-0000-10407-00 Amanda Jennings Cell Phone Allow - AJennings 18.00 18.0001/31/2021 001-0000-10407-00 Stratus Networks, Inc 02/21 Service - Election 36.73 36.7302/09/2021 001-0000-10407-00 Stratus Networks, Inc 02/21 Service - General Assistance 39.09 39.0902/09/2021 001-0000-10407-00 Stratus Networks, Inc 02/21 Service - Teen Court 12.26 12.2602/09/2021 001-0000-10407-00 Stratus Networks, Inc 02/21 Service - Township Assessor 69.24 69.2402/09/2021 001-0000-10407-00 Stratus Networks, Inc 02/21 Service 486.69 486.6902/09/2021 001-0000-10407-00 Baker Tilly Virchow Krause, LLP Progress bill - 12/31/20 financial stmt audit - Library Portion 1,455.00 1,455.0002/09/2021 001-0000-10701-00 APWA 01/22-02/22 Dues - MMiller 53.76 53.7602/09/2021 001-0000-10801-00 Advance Auto Parts Oil filters 12.56 12.5602/09/2021 001-0000-10801-00 Advance Auto Parts Wiper blades 132.52 132.5202/09/2021 001-0000-10801-00 Advance Auto Parts Oil filters 12.56 12.5601/31/2021 001-0000-10801-00 Advance Auto Parts Wiper blades 50.88 50.8801/31/2021 001-0000-36500-00 Michael McFarland Refund for variance 75.00 75.0002/09/2021 001-0000-37900-00 Stratus Networks, Inc 02/21 Service -14.30-14.3002/09/2021 $2,439.99Subtotal for Division: 0000 001-0105-51000-00 Baker Tilly Virchow Krause, LLP Progress bill - 12/31/20 financial statement audit 5,545.00 5,545.0002/09/2021 001-0105-54000-00 Stratus Networks, Inc 02/21 Service 11.15 11.1502/09/2021 001-0105-54000-00 Bradley Hix Cell Phone Allowance 36.00 36.0001/31/2021 001-0105-54000-00 Wayne Allen Internet Allowance 30.00 30.0001/31/2021 $5,622.15Subtotal for Division: 0105 001-0110-54000-00 Stratus Networks, Inc 02/21 Service 30.43 30.4302/09/2021 001-0110-54000-00 Todd Thompson Cell Phone Allowance 36.00 36.0001/31/2021 $66.43Subtotal for Division: 0110 001-0115-54000-00 Stratus Networks, Inc 02/21 Service 66.90 66.9002/09/2021 001-0115-54000-00 Kelli Bennewitz Cell Phone Allowance 36.00 36.0001/31/2021 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 1 21-8003 Account Number Vendor AmountDescription PO NoDate 001-0115-61000-00 Office Specialists, Inc.Paper 65.80 65.8002/09/2021 $168.70Subtotal for Division: 0115 001-0120-54000-00 Stratus Networks, Inc 02/21 Service 22.30 22.3002/09/2021 $22.30Subtotal for Division: 0120 001-0145-51000-00 Knox County Sheriff-Civil Agency Summons 1,807.00 1,807.0012/31/2020 001-0145-51010-00 James M Kelly, Attorney 12/20 Legal Fees 1,963.50 1,963.5012/31/2020 001-0145-51010-00 James M Kelly, Attorney 12/20 Legal Fees 66.00 66.0012/31/2020 001-0145-51010-00 James M Kelly, Attorney 12/20 Legal Fees 49.50 49.5012/31/2020 001-0145-51010-00 James M Kelly, Attorney 12/20 Legal Fees 181.50 181.5012/31/2020 001-0145-54000-00 Bradley Nolden Cell Phone Allowance 36.00 36.0001/31/2021 001-0145-54000-00 Stratus Networks, Inc 02/21 Service 11.15 11.1502/09/2021 $4,114.65Subtotal for Division: 0145 001-0160-59516-00 Jeffrey R Cervantez 01/21 AV services for City meetings 230.00 230.0002/09/2021 001-0160-59521-00 Knox County Humane Society 03/21 Animal Control Contract 20,698.00 0000091802 20,698.0002/09/2021 $20,928.00Subtotal for Division: 0160 001-0205-51000-00 Amos Blevins Services of locksmith to check locks 40.00 40.0012/31/2020 001-0205-51000-00 US Sterling Capital Corp., Inc.The First State Bank 241.32 241.3202/09/2021 001-0205-54000-00 Stratus Networks, Inc 02/21 Service 100.34 100.3402/09/2021 001-0205-54000-00 Kraig Boynton Cell Phone Allowance 30.00 30.0001/31/2021 001-0205-54000-00 Gloria Osborn Cell Phone Allowance 36.00 36.0001/31/2021 $447.66Subtotal for Division: 0205 001-0207-54000-00 Orlando Lucero Cell Phone Allowance 36.00 36.0001/31/2021 001-0207-54000-00 Lewis Doney II Cell Phone Allowance 36.00 36.0001/31/2021 001-0207-54000-00 Oneida Network Services, Inc 02/21 Internet - Kerzi 50.00 50.0002/09/2021 001-0207-54000-00 Kerzi Peterson Cell Phone Allowance 36.00 36.0001/31/2021 001-0207-54000-00 Stratus Networks, Inc 02/21 Service 33.45 33.4502/09/2021 001-0207-61700-00 Steven W Davis Website Photography Services 3,750.00 3,750.0002/09/2021 $3,941.45Subtotal for Division: 0207 001-0305-54000-00 Stratus Networks, Inc 02/21 Service 39.02 39.0202/09/2021 001-0305-54000-00 Ryan Berger Cell Phone Allowance 36.00 36.0001/31/2021 $75.02Subtotal for Division: 0305 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 2 Account Number Vendor AmountDescription PO NoDate 001-0306-54000-00 Robert Elsbury Cell Phone Allowance 30.00 30.0001/31/2021 001-0306-54000-00 Stratus Networks, Inc 02/21 Service 94.77 94.7702/09/2021 001-0306-54000-00 Richard Slagel Cell Phone Allowance 30.00 30.0001/31/2021 001-0306-55400-00 Kendall Zimmerman Pick up trash - 484 E First St 255.00 255.0002/09/2021 001-0306-61000-00 Office Specialists, Inc.Staples, calculator 10.78 10.7802/09/2021 $420.55Subtotal for Division: 0306 001-0410-54000-00 Brian Vorva Cell Phone Allowance 30.00 30.0001/31/2021 001-0410-54000-00 Stratus Networks, Inc 02/21 Service 89.20 89.2002/09/2021 001-0410-54000-00 Wayne Carl Cell Phone Allowance 30.00 30.0001/31/2021 001-0410-54000-00 Malinda Davis Cell Phone Allowance 30.00 30.0001/31/2021 001-0410-54000-00 Aaron Gavin Cell Phone Allowance 30.00 30.0001/31/2021 001-0410-54000-00 Jamie West Cell Phone Allowance 30.00 30.0001/31/2021 001-0410-61000-00 Office Specialists, Inc.Rubberbands 3.26 3.2602/09/2021 $242.46Subtotal for Division: 0410 001-0445-54000-00 Stratus Networks, Inc 02/21 Service 46.69 46.6902/09/2021 001-0445-55000-00 APWA 03/21-12/21 Dues - MMiller 161.24 161.2402/09/2021 001-0445-55500-00 Dave Dunn's Auto Body, Inc.Repairs to unit #181 504.00 504.0002/09/2021 001-0445-55500-00 Map Automotive of Peoria Core credit -22.00-22.0002/09/2021 001-0445-55500-00 Map Automotive of Peoria Core credit -48.00-48.0012/31/2020 001-0445-55700-00 Four Seasons Pest Control 01/21 Service 15.00 15.0002/09/2021 001-0445-57500-00 Aramark Uniform Serv. Inc.01/21 Service 50.46 50.4602/09/2021 001-0445-57500-00 Aramark Uniform Serv. Inc.02/21 Service 50.46 50.4602/09/2021 001-0445-62500-00 Advance Auto Parts Oil filter, fuel filter, air filter #183 62.95 62.9502/09/2021 001-0445-62500-00 Mack Sales & Service of Morton Air compressor #163 511.32 511.3202/09/2021 001-0445-62500-00 Pomp's Tire - Galesburg Tire/wheel assy #107 1,500.00 1,500.0002/09/2021 001-0445-62500-00 Pomp's Tire - Galesburg Wheel spacer #163 40.00 40.0002/09/2021 001-0445-62500-00 Map Automotive of Peoria Alternator #606 394.92 394.9202/09/2021 001-0445-62500-00 Pomp's Tire - Galesburg Tires #183 658.84 658.8402/09/2021 001-0445-62500-00 Map Automotive of Peoria Radiator #606 227.66 227.6602/09/2021 001-0445-62500-00 Certified Laboratories Gear oil 174.69 174.6912/31/2020 001-0445-62500-00 Advance Auto Parts Cabin filter #166 5.24 5.2402/09/2021 001-0445-62500-00 Advance Auto Parts Wiper blades, air filter, fuel filter #152 99.11 99.1102/09/2021 001-0445-62500-00 Advance Auto Parts Alternator #606 312.83 312.8302/09/2021 001-0445-62500-00 Yemm Ford, Inc Blend motor #166 31.20 31.2002/09/2021 001-0445-62500-00 Yemm Ford, Inc Mudguard #606 43.74 43.7402/09/2021 001-0445-62500-00 Yemm Ford, Inc Purge valve #606 38.80 38.8002/09/2021 001-0445-62500-00 Advance Auto Parts Thermostat #166 16.33 16.3302/09/2021 001-0445-63000-00 Certified Laboratories Antiseize 108.25 108.2512/31/2020 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 3 Account Number Vendor AmountDescription PO NoDate 001-0445-63000-00 Lawson Products, Inc.Misc supplies 70.85 70.8502/09/2021 001-0445-63000-00 Advance Auto Parts Thread sealant tape 11.30 11.3002/09/2021 $5,065.88Subtotal for Division: 0445 001-0450-54000-00 Justin McNaught Cell Phone Allowance 30.00 30.0001/31/2021 001-0450-54000-00 JR Knaack Cell Phone Allowance 30.00 30.0001/31/2021 001-0450-54000-00 Stratus Networks, Inc 02/21 Service 41.58 41.5802/09/2021 001-0450-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #124 41.00 41.0001/31/2021 001-0450-55500-00 Nichols Diesel Service, Inc.Installed filter assy #115 563.04 563.0402/09/2021 001-0450-55700-00 Four Seasons Pest Control 01/21 Service 15.00 15.0002/09/2021 001-0450-55700-00 Howe Overhead Doors, Inc.Replaced 2 strand wire and bottom seals, programmed remotes 810.00 810.0002/09/2021 001-0450-62500-00 Koenig Body & Equipment, Inc.Plow bolt #130 49.00 49.0002/09/2021 001-0450-62500-00 Brozene Hydraulic Service Harness #116 133.21 133.2102/09/2021 001-0450-62500-00 Midstate Manufacturing, Inc.Hose #121 61.61 61.6102/09/2021 001-0450-62500-00 Mutual Wheel Co., Inc.Drain cock #135 31.20 31.2002/09/2021 001-0450-62500-00 Mutual Wheel Co., Inc.Brake shoes #108 53.89 53.8902/09/2021 001-0450-62500-00 MFC Fitting #117 10.51 10.5102/09/2021 001-0450-62500-00 MFC Hose #117 119.18 119.1802/09/2021 $1,989.22Subtotal for Division: 0450 001-0510-54000-00 Patrick Kisler Cell Phone Allowance 30.00 30.0001/31/2021 001-0510-54000-00 Stratus Networks, Inc 02/21 Service 233.22 233.2202/09/2021 001-0510-54000-00 Jason Shaw Cell Phone Allowance 30.00 30.0001/31/2021 001-0510-54000-00 Russell Idle Cell Phone Allowance 36.00 36.0001/31/2021 001-0510-54000-00 Ryne Sage Cell Phone Allowance 30.00 30.0001/31/2021 001-0510-54000-00 Daniel Hostens Cell Phone Allowance 30.00 30.0001/31/2021 001-0510-54000-00 William T. Boynton Cell Allowance 30.00 30.0001/31/2021 001-0510-54000-00 Bryan Anderson Cell Phone Allowance 30.00 30.0001/31/2021 001-0510-54000-00 Steffanie Cromien Cell Phone Allowance 30.00 30.0001/31/2021 001-0510-54000-00 Kevin Legate Cell Phone Allowance 30.00 30.0001/31/2021 001-0510-54500-00 Kyle A Winbigler Fuel - Crime Scene Processing - Urbana - KWinbigler 26.00 26.0002/09/2021 001-0510-55500-00 Supreme Radio Communications, Inc.02/21-04/21 Maint Agreement 2,445.00 2,445.0002/09/2021 001-0510-55700-00 Four Seasons Pest Control 01/21 Service 15.00 15.0002/09/2021 001-0510-61000-00 Office Specialists, Inc.Utensils 37.60 37.6002/09/2021 001-0510-61700-00 Supreme Radio Communications, Inc.Earpieces 247.94 247.9402/09/2021 001-0510-67500-00 Artistic Engraving Gold hat shield 58.81 58.8102/09/2021 001-0510-69000-00 Accredited Security Tasers 1,198.00 1,198.0002/09/2021 001-0510-69300-00 AceK9 2 AceWatchDog Pro 1,819.91 1,819.9102/09/2021 $6,357.48Subtotal for Division: 0510 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 4 Account Number Vendor AmountDescription PO NoDate 001-0550-54000-00 Stratus Networks, Inc 02/21 Service 110.57 110.5702/09/2021 001-0550-54000-00 Cameron Lemaster Cell Phone Allowance 36.00 36.0001/31/2021 001-0550-54000-00 Amanda Jennings Cell Allowance 18.00 18.0001/31/2021 001-0550-55500-00 Supreme Radio Communications, Inc.02/21-04/21 Maint Agreement 4,912.65 4,912.6502/09/2021 001-0550-61000-00 Office Specialists, Inc.Paper 131.60 131.6002/09/2021 $5,208.82Subtotal for Division: 0550 001-0605-54000-00 Bradley Stevenson Cell Phone Allowance 15.00 15.0001/31/2021 001-0605-54000-00 Donald Brackett Cell Phone Allowance 30.00 30.0001/31/2021 001-0605-54000-00 David Farrell Cell Phone Allowance 30.00 30.0001/31/2021 001-0605-54000-00 Derek Perry Cell Phone Allowance 30.00 30.0001/31/2021 001-0605-54000-00 Randy Hovind Cell Phone Allowance 36.00 36.0001/31/2021 001-0605-54000-00 Stratus Networks, Inc 02/21 Service 258.76 258.7602/09/2021 001-0605-62500-00 Advance Auto Parts Fuses #55 6.48 6.4802/09/2021 001-0605-62500-00 Advance Auto Parts Fuel filters #54 29.89 29.8902/09/2021 $436.13Subtotal for Division: 0605 $57,546.89Subtotal for Fund: 001 011-0000-66000-00 Galesburg Builders Supply, Inc.High Performance patching mix for 2021 376.30 0000091825 376.3002/09/2021 011-0000-66000-00 Galesburg Builders Supply, Inc.High Performance patching mix for 2021 245.13 0000091825 245.1302/09/2021 011-0000-66000-00 Galesburg Builders Supply, Inc.High Performance patching mix for 2021 430.63 0000091825 430.6302/09/2021 011-0000-66000-00 Cargill Salt, Inc.Bulk rock salt for 2021 winter season 16,559.56 0000091817 16,559.5602/09/2021 $17,611.62Subtotal for Division: 0000 $17,611.62Subtotal for Fund: 011 013-0000-20103-00 JC Dillion Inc - Syrberus Retainage - Lead Service Line Rplcmnt- Rnd 4 -15,504.90-15,504.9012/31/2020 013-0000-83100-00 JC Dillion Inc - Syrberus Lead Service Line Replacement - Rnd 4 155,049.00 0000091640 155,049.0012/31/2020 $139,544.10Subtotal for Division: 0000 $139,544.10Subtotal for Fund: 013 014-0000-51000-00 US Sterling Capital Corp., Inc.Millbury Natl Bank 480.00 480.0002/09/2021 014-0000-64500-00 Amos Blevins Keys, key tags, key covers 46.06 46.0612/31/2020 014-0000-64500-00 Advance Auto Parts Return seafoam -11.03-11.0312/31/2020 014-0000-64500-00 Galesburg Welding, Inc 4 aluminum angles 40.40 40.4002/09/2021 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 5 Account Number Vendor AmountDescription PO NoDate 014-0000-64500-00 Galesburg Electric, Inc.Batteries, cable for locator 96.87 96.8702/09/2021 014-0000-64500-00 Galesburg Electric, Inc.Batteries, heat sink, wire 23.58 23.5802/09/2021 014-0000-64500-00 Galesburg Electric, Inc.Bulbs, label cartridge 140.49 140.4902/09/2021 014-0000-64500-00 Galesburg Electric, Inc.Misc supplies 19.20 19.2002/09/2021 014-0000-66000-00 Galesburg Builders Supply, Inc.Controlled Low Strength Material (CLSM) for 2021 396.00 0000091830 396.0002/09/2021 014-0000-66000-00 SNI Solutions Bionelt AG 64 additive for salting 2021 8,014.00 0000091863 8,014.0002/09/2021 014-0000-66000-00 Galesburg Electric, Inc.Misc supplies 24.76 24.7602/09/2021 $9,270.33Subtotal for Division: 0000 $9,270.33Subtotal for Fund: 014 016-0000-20102-00 Supreme Radio Communications, Inc.01/21-11/21 27 GETAC video license & annual maintenance fees. 4,207.50 0000091775 4,207.5012/31/2020 016-0000-54000-00 Travis Smith Cell Phone Allowance 30.00 30.0001/31/2021 016-0000-54000-00 Lane Mings Cell Phone Allowance 30.00 30.0001/31/2021 016-0000-54000-00 Timothy Spitzer Cell Phone Allowance 30.00 30.0001/31/2021 016-0000-54000-00 Paul Vannaken Cell Phone Allowance 30.00 30.0001/31/2021 016-0000-54000-00 Kyle A Winbigler Cell Phone Allowance 30.00 30.0001/31/2021 016-0000-54000-00 Mark McLaughlin Cell Allowance 30.00 30.0001/31/2021 016-0000-61700-00 Supreme Radio Communications, Inc.12/20 27 GETAC video license and annual maintenance fees. 382.50 0000091775 382.5012/31/2020 $4,770.00Subtotal for Division: 0000 $4,770.00Subtotal for Fund: 016 018-0000-52000-00 Ameren Illinois 01/21 Electricity #2553132016 188.67 188.6702/09/2021 018-0000-62500-00 MFC Hose #105 46.59 46.5902/09/2021 018-0000-78050-00 Klingner & Associates, P.C. - Architectural Group Engineering services agreement for rehabilitation of an existing 35,048.36 0000091750 35,048.3612/31/2020 018-0000-78050-00 Klingner & Associates, P.C. - Architectural Group Additional utility easement work for the South St storm sewer pr 22,688.80 0000091750 22,688.8012/31/2020 $57,972.42Subtotal for Division: 0000 $57,972.42Subtotal for Fund: 018 019-0000-33385-00 Ashley Aldridge Full refund for Pavilion rental due to COVID19 500.00 500.0002/09/2021 019-0000-33385-00 Tina Runyon Full refund for Pavilion rental due to COVID19 500.00 500.0002/09/2021 $1,000.00Subtotal for Division: 0000 019-1905-51500-00 Sebis Direct Inc 12/20 UB Printing - Recreation Flyer 329.28 329.2812/31/2020 019-1905-51500-00 WMOI - FM Radio ads 250.00 250.0002/09/2021 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 6 Account Number Vendor AmountDescription PO NoDate 019-1905-54000-00 Anthony Oligney-Estill Cell Phone Allowance 36.00 36.0001/31/2021 019-1905-54000-00 Lauren Dynes Cell Allowance 30.00 30.0001/31/2021 019-1905-54000-00 Chelsea Moberg Cell Phone Allowance 30.00 30.0001/31/2021 019-1905-54000-00 Stratus Networks, Inc 02/21 Service 63.88 63.8802/09/2021 019-1905-59511-00 Galesburg Tourism Fund 01/21 Tourism 15,833.33 15,833.3302/09/2021 019-1905-59528-00 Galesburg Community Foundation 12/20 2% Hotel/Motel Tax Pmts 11,128.07 11,128.0712/31/2020 019-1905-59537-00 Knox Civic Center Authority 12/20 2% Hotel/Motel Tax Pmts 5,856.87 5,856.8712/31/2020 $33,557.43Subtotal for Division: 1905 019-1910-54000-00 Stratus Networks, Inc 02/21 Service 19.28 19.2802/09/2021 019-1910-55700-00 Four Seasons Pest Control 01/21 Service 30.00 30.0002/09/2021 019-1910-55700-00 Tri-City Electric Company of Iowa Troubleshoot reader not reading for vault door 107.00 107.0012/31/2020 019-1910-66500-00 Tri-City Electric Company of Iowa Fobs/bands for Access Control 2,124.00 2,124.0012/31/2020 $2,280.28Subtotal for Division: 1910 019-1911-54000-00 Stratus Networks, Inc 02/21 Service 77.12 77.1202/09/2021 019-1911-55700-00 Four Seasons Pest Control 01/21 Service 30.00 30.0002/09/2021 019-1911-57500-00 Aramark Uniform Serv. Inc.01/21 Service 15.00 15.0002/09/2021 019-1911-57500-00 Aramark Uniform Serv. Inc.02/21 Service 15.00 15.0002/09/2021 019-1911-57500-00 Aramark Uniform Serv. Inc.01/21 Service 15.00 15.0002/09/2021 $152.12Subtotal for Division: 1911 019-1915-54000-00 Travis Huffman Cell Phone Allowance 30.00 30.0001/31/2021 019-1915-54000-00 Don Miles Cell Phone Allowance 30.00 30.0001/31/2021 019-1915-54000-00 Jason Asbury Cell Phone Allowance 30.00 30.0001/31/2021 019-1915-54000-00 Stratus Networks, Inc 02/21 Service 41.58 41.5802/09/2021 019-1915-54000-00 Michael Markley Cell Phone Allowance 30.00 30.0001/31/2021 019-1915-55500-00 Pomp's Tire - Galesburg Flat repair #509 45.00 45.0002/09/2021 019-1915-55500-00 Nichols Diesel Service, Inc.Replaced throttle valve #506 830.87 830.8702/09/2021 019-1915-55700-00 Four Seasons Pest Control 01/21 Service 40.00 40.0002/09/2021 019-1915-55700-00 Four Seasons Pest Control 01/21 Service 30.00 30.0002/09/2021 019-1915-55700-00 J.P. Benbow, Inc.Installed transformer, changed wiring 280.10 280.1002/09/2021 019-1915-57500-00 Aramark Uniform Serv. Inc.02/21 Service 45.40 45.4002/09/2021 019-1915-57500-00 Aramark Uniform Serv. Inc.01/21 Service 39.88 39.8802/09/2021 019-1915-62500-00 Yemm Chevrolet, Inc-Geo Brake lamp #542 104.96 104.9602/09/2021 019-1915-62500-00 Advance Auto Parts Bulbs #506 9.78 9.7802/09/2021 019-1915-62510-00 Herr Petroleum Corp 486.3 gal diesel #2, 261.9 gal reg unleaded 1,901.26 0000091806 1,901.2602/09/2021 019-1915-65500-00 Galesburg Electric, Inc.Lense cover 199.62 199.6202/09/2021 019-1915-65500-00 Certified Laboratories Lok-cease 20/20 brush top 109.08 109.0812/31/2020 019-1915-66000-00 Galesburg Builders Supply, Inc.1.19 ton premier cold mix 178.50 178.5012/31/2020 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 7 Account Number Vendor AmountDescription PO NoDate $3,976.03Subtotal for Division: 1915 019-1920-51500-00 Link Media Outdoor Poster 175.00 175.0002/09/2021 019-1920-54000-00 Stratus Networks, Inc 02/21 Service 30.43 30.4302/09/2021 019-1920-54000-00 Bryan Luedtke Cell Phone Allowance 30.00 30.0001/31/2021 019-1920-55700-00 Four Seasons Pest Control 01/21 Service 15.00 15.0002/09/2021 019-1920-55700-00 Johnson Controls Security Solutions Service call for Bunker 618.33 618.3302/09/2021 019-1920-57500-00 Aramark Uniform Serv. Inc.01/21 Service 7.00 7.0002/09/2021 019-1920-57500-00 Aramark Uniform Serv. Inc.02/21 Service 7.00 7.0002/09/2021 019-1920-63500-00 Winfield Solutions, LLC Misc chemicals 3,675.00 3,675.0002/09/2021 019-1920-63500-00 D & K Products Misc chemicals 4,860.00 4,860.0002/09/2021 019-1920-63500-00 Advanced Turf Solutions Misc chemicals 4,010.55 4,010.5502/09/2021 019-1920-66000-00 Bryan Luedtke Reimburse for purchase of barrel for golf club display 125.00 125.0002/09/2021 $13,553.31Subtotal for Division: 1920 019-1925-54000-00 Stratus Networks, Inc 02/21 Service 11.15 11.1502/09/2021 019-1925-66000-00 Galesburg Electric, Inc.Misc supplies 275.04 275.0402/09/2021 $286.19Subtotal for Division: 1925 019-1935-54000-00 Stratus Networks, Inc 02/21 Service 44.60 44.6002/09/2021 019-1935-55700-00 Four Seasons Pest Control 01/21 Service 35.00 35.0002/09/2021 019-1935-57500-00 Aramark Uniform Serv. Inc.01/21 Service 176.90 176.9002/09/2021 019-1935-57500-00 Aramark Uniform Serv. Inc.02/21 Service 176.90 176.9002/09/2021 $433.40Subtotal for Division: 1935 019-1945-55700-00 Four Seasons Pest Control 01/21 Service 20.00 20.0002/09/2021 019-1945-55700-00 H2I Group Batting Cage equipment and installation. 1,670.76 0000091752 1,670.7602/09/2021 019-1945-55700-00 H2I Group Batting Cage equipment and installation. 13,317.24 0000091752 13,317.2402/09/2021 019-1945-55700-00 J.P. Benbow, Inc.Checked unit heaters,replaced thermostat, freed up inducer motor 254.18 254.1802/09/2021 019-1945-66000-00 Amos Blevins 6 keys 14.04 14.0402/09/2021 019-1945-66000-00 Galesburg Electric, Inc.Misc supplies 337.73 337.7302/09/2021 $15,613.95Subtotal for Division: 1945 019-1950-54000-00 Stratus Networks, Inc 02/21 Service 11.15 11.1502/09/2021 019-1950-55700-00 Four Seasons Pest Control 01/21 Service 25.00 25.0002/09/2021 $36.15Subtotal for Division: 1950 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 8 Account Number Vendor AmountDescription PO NoDate 019-1955-55700-00 Four Seasons Pest Control 01/21 Service 15.00 15.0002/09/2021 019-1955-68500-00 Tri-State Water Misc chemicals 36.96 36.9602/09/2021 $51.96Subtotal for Division: 1955 019-1960-55500-00 Getz Fire Equipment Co., Inc.Annual Extinguisher Service 286.30 286.3002/09/2021 019-1960-55700-00 Four Seasons Pest Control 01/21 Service 15.00 15.0002/09/2021 $301.30Subtotal for Division: 1960 019-1965-54000-00 Aaron Young Cell Phone Allowance 30.00 30.0001/31/2021 019-1965-55700-00 J.P. Benbow, Inc.Replaced circuit board 423.93 423.9302/09/2021 019-1965-55700-00 Four Seasons Pest Control 01/21 Service 20.00 20.0002/09/2021 019-1965-57500-00 Aramark Uniform Serv. Inc.01/21 Service 26.76 26.7602/09/2021 019-1965-57500-00 Aramark Uniform Serv. Inc.02/21 Service 29.98 29.9802/09/2021 $530.67Subtotal for Division: 1965 019-1975-54000-00 Michael Flaig Cell Phone Allowance 30.00 30.0001/31/2021 $30.00Subtotal for Division: 1975 $71,802.79Subtotal for Fund: 019 020-0000-55500-00 Aaron Young Reimburse to clean oil off of dump truck 10.00 10.0002/09/2021 020-0000-63500-00 James Inness City portion of Farm expenses 52,362.09 52,362.0912/31/2020 $52,372.09Subtotal for Division: 0000 $52,372.09Subtotal for Fund: 020 021-0000-55800-00 Target Solutions Learning, LLC Training, recertification, fleet check software #21-07 5,698.90 0000091866 5,698.9002/09/2021 $5,698.90Subtotal for Division: 0000 $5,698.90Subtotal for Fund: 021 023-0000-55420-00 Statham & Long, LLC Title Search - 631 Peck St 150.00 150.0012/31/2020 $150.00Subtotal for Division: 0000 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 9 Account Number Vendor AmountDescription PO NoDate $150.00Subtotal for Fund: 023 024-0000-52300-00 Ameren Illinois 01/21 Heat #3293493011 58.83 58.8302/09/2021 $58.83Subtotal for Division: 0000 $58.83Subtotal for Fund: 024 030-0000-10801-00 Eastern Iowa Tire Tires 1,513.45 1,513.4501/31/2021 030-0000-10801-00 Mack Sales & Service of Morton Injector cleaner 431.64 431.6401/31/2021 030-0000-10801-00 Napa Auto Parts Pigtails 7.56 7.5601/31/2021 030-0000-10801-00 Mack Sales & Service of Morton Air valve solenoid, pressure sensor 469.10 469.1001/31/2021 030-0000-10801-00 Map Automotive of Peoria Batteries 181.04 181.0401/31/2021 030-0000-10801-00 Napa Auto Parts Return cone sets -219.96-219.9601/31/2021 030-0000-10801-00 Napa Auto Parts Oil filters, air filters, HD wipers 389.25 389.2501/31/2021 030-0000-10801-00 Napa Auto Parts Pigtails, LED lamps 490.93 490.9301/31/2021 030-0000-10801-00 Napa Auto Parts Cone sets 329.94 329.9401/31/2021 030-0000-10801-00 Napa Auto Parts Ice blades 32.80 32.8001/31/2021 030-0000-10802-00 Herr Petroleum Corp 552.7 gal diesel #2, 61.4 gal diesel #1, 133.2 gal reg unleaded 1,639.14 0000091803 1,639.1401/31/2021 030-0000-10802-00 Herr Petroleum Corp 510.6 gal diesel #2, 93.5 gal reg unleaded 1,304.65 0000091803 1,304.6501/31/2021 $6,569.54Subtotal for Division: 0000 030-0320-54000-00 Stratus Networks, Inc 02/21 Service 38.56 38.5602/09/2021 030-0320-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #467 41.00 41.0001/31/2021 030-0320-61000-00 Office Specialists, Inc.Labels, business cards 29.48 29.4801/31/2021 030-0320-61000-00 Office Specialists, Inc.Paper pads 5.99 5.9901/31/2021 030-0320-65000-00 Office Specialists, Inc.Towels, liners 49.27 49.2701/31/2021 $164.30Subtotal for Division: 0320 030-0370-51000-00 Galesburg Termite & Pest Control 01/21 Service 45.00 45.0002/09/2021 030-0370-51000-00 Christina Landon Galesburg Transit Logo 200.00 200.0012/31/2020 030-0370-54000-00 Stratus Networks, Inc 02/21 Service 93.38 93.3802/09/2021 030-0370-54000-00 Pamelyn Usher Cell Phone Allowance 30.00 30.0001/31/2021 030-0370-55500-00 Galesburg Communications, Inc.Install radio in transit 427.74 427.7412/31/2020 030-0370-55500-00 Mack Sales & Service of Morton Core 80.50 80.5012/31/2020 030-0370-55500-00 Interstate Power System Repairs to #401 1,754.63 1,754.6301/31/2021 030-0370-55500-00 Galesburg Communications, Inc.Change out radios 1,447.44 1,447.4412/31/2020 030-0370-55500-00 Nichols Diesel Service, Inc.Tow bus #1107 321.00 321.0012/31/2020 030-0370-55500-00 Map Automotive of Peoria Battery cores 44.00 44.0001/31/2021 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 10 Account Number Vendor AmountDescription PO NoDate 030-0370-55500-00 Thermo King Quad Cities, Inc Replaced board, coolant valve coil #1301 1,135.06 1,135.0612/31/2020 030-0370-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #2001 40.00 40.0001/31/2021 030-0370-57500-00 Cintas, Inc Misc service 142.92 142.9201/31/2021 030-0370-57500-00 Cintas, Inc Misc service 170.74 170.7401/31/2021 030-0370-57500-00 Cintas, Inc Misc service 113.79 113.7901/31/2021 030-0370-61000-00 Office Specialists, Inc.Calendar 10.36 10.3601/31/2021 030-0370-62500-00 Gillig Relay #1301 27.09 27.0901/31/2021 030-0370-62500-00 Batterton Auto Supply Balancing beads 205.00 205.0002/09/2021 030-0370-62500-00 Gillig Sensor #1701 378.00 378.0001/31/2021 030-0370-62500-00 Mack Sales & Service of Morton Nitrogen oxide sensor, freight #1301 486.74 486.7401/31/2021 030-0370-62500-00 Map Automotive of Peoria Batteries 181.04 181.0401/31/2021 030-0370-62500-00 Napa Auto Parts Relay #1301 16.79 16.7901/31/2021 030-0370-62500-00 Napa Auto Parts Unut, screws #462 9.72 9.7201/31/2021 030-0370-62500-00 Napa Auto Parts HD wipers 60.44 60.4401/31/2021 030-0370-62500-00 Napa Auto Parts Ice blades, cable ties, battery terminal cleaner, cap screws 67.86 67.8601/31/2021 030-0370-62500-00 Napa Auto Parts Washers, nuts, screws, sea foam 29.43 29.4301/31/2021 030-0370-62500-00 Mack Sales & Service of Morton HD Disc brake rotors, disc brake pad #1701 576.67 576.6701/31/2021 030-0370-62500-00 Napa Auto Parts Wire, slide terminal, connect 23.92 23.9201/31/2021 030-0370-65500-00 Kimball Midwest Paragon plus refill 122.00 122.0001/31/2021 030-0370-66000-00 RILCO Fluid Care Salt for parking lot 464.51 464.5101/31/2021 030-0370-66000-00 Napa Auto Parts Stocking trays 49.50 49.5001/31/2021 030-0370-66500-00 Napa Auto Parts Electronic cleaner 39.96 39.9601/31/2021 $8,795.23Subtotal for Division: 0370 $15,529.07Subtotal for Fund: 030 053-0000-20103-00 Hein Construction Co, Inc Retainage - Rehab existing storage building for inside storag -11,524.02-11,524.0202/09/2021 053-0000-76000-00 Hein Construction Co, Inc Rehabilitation of an existing storage building for inside storag 115,240.21 0000091682 115,240.2102/09/2021 $103,716.19Subtotal for Division: 0000 $103,716.19Subtotal for Fund: 053 057-0000-55800-00 SpringbrookSoftware LLC Custom Code Development (Premise Upgrade) 500.00 0000091568 500.0012/31/2020 057-0000-55800-00 SpringbrookSoftware LLC Standard Professional Services (Premise Upgrade) 1,562.50 0000091568 1,562.5012/31/2020 $2,062.50Subtotal for Division: 0000 $2,062.50Subtotal for Fund: 057 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 11 Account Number Vendor AmountDescription PO NoDate 059-0000-20103-00 Laverdiere Construction, Inc.Release retainage - Install new campground restroom facility 1,766.70 1,766.7002/09/2021 059-0000-51000-00 Klingner & Associates, P.C. - Architectural Group Bunker Links Drainage Engineering/Architectural/Surveying Work 2,611.50 0000091573 2,611.5012/31/2020 059-0000-75000-00 Laverdiere Construction, Inc.Install new campground restroom facility (Utility Tax Portion) 31,723.00 0000091779 31,723.0002/09/2021 $36,101.20Subtotal for Division: 0000 $36,101.20Subtotal for Fund: 059 061-0000-10704-00 Sebis Postage 02/21 Postage for UB Bills 7,500.00 7,500.0002/09/2021 061-0000-15501-00 McClintock Trucking & Excavating REPLACEMENT OF VALVES ON RANNEY COLLECTOR WELL 3,742.50 0000091770 3,742.5012/31/2020 061-0000-15501-00 McClintock Trucking & Excavating Additional parts and labor due to unforseen misalignment of pipe 63,414.43 0000091770 63,414.4312/31/2020 061-0000-20101-00 ANDREA LOPEZ Refund Check 70.91 70.9102/02/2021 061-0000-20101-00 KENNETH LARSON Refund Check 79.79 79.7902/02/2021 061-0000-20101-00 DAVID TWEED Refund Check 25.35 25.3502/02/2021 061-0000-20101-00 MCS REAL ESTATE LLC Refund Check 70.54 70.5402/02/2021 061-0000-20101-00 WILLIAM HUTSON Refund Check 68.31 68.3102/02/2021 061-0000-20101-00 SAMANTHA KIRK Refund Check 26.44 26.4402/02/2021 061-0000-20101-00 JAMES MCNAUGHT Refund Check 5.20 5.2002/02/2021 061-0000-20101-00 BRICKYARD ENTERPRISES LLC Refund Check 61.91 61.9102/02/2021 061-0000-20101-00 NICOLE BROCKETT Refund Check 74.22 74.2202/02/2021 061-0000-20101-00 TWO 4 ONE INVESTMENTS LLC Refund Check 76.68 76.6802/03/2021 061-0000-20101-00 SAMANTHA LAPORTE Refund Check 34.89 34.8902/02/2021 061-0000-20101-00 ALEKSANDRA RASMUSSEN Refund Check 99.43 99.4302/02/2021 061-0000-20101-00 JENICA BALL Refund Check 32.91 32.9102/03/2021 061-0000-20101-00 DANNY LITTLE Refund Check 57.74 57.7402/03/2021 061-0000-20101-00 ESTHER MALCOLM Refund Check 26.93 26.9302/02/2021 061-0000-20101-00 BRILEE STEILOW Refund Check 75.95 75.9502/02/2021 061-0000-20101-00 ESTHER MALCOLM Refund Check 49.06 49.0602/02/2021 061-0000-20101-00 DONNA GRABOWSKI Refund Check 53.14 53.1402/02/2021 061-0000-20101-00 CHAD COULTER Refund Check 60.87 60.8702/02/2021 061-0000-20101-00 GEORGE JACKSON Refund Check 43.40 43.4002/02/2021 061-0000-20101-00 ANDREA LOPEZ Refund Check 0.82 0.8202/02/2021 061-0000-20101-00 ANDREA LOPEZ Refund Check 2.09 2.0902/02/2021 061-0000-20101-00 JASON FLEMING Refund Check 60.38 60.3802/02/2021 061-0000-20101-00 CHARLES FIFIELD JR ESTATE Refund Check 23.62 23.6202/04/2021 061-0000-20101-00 GREGORY MATHEWS Refund Check 96.04 96.0402/04/2021 061-0000-20101-00 LORENZO PUGH Refund Check 7.48 7.4802/02/2021 061-0000-20101-00 ANDREA LOPEZ Refund Check 1.00 1.0002/02/2021 061-0000-20101-00 JESSICA YEM Refund Check 65.95 65.9502/02/2021 061-0000-20101-00 SERINA STARNES Refund Check 103.12 103.1202/02/2021 061-0000-20101-00 ARMOUR ECKRICH MEATS Refund Check 59.89 59.8902/02/2021 061-0000-20101-00 TAYLOR DOMBROW Refund Check 15.95 15.9502/02/2021 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 12 Account Number Vendor AmountDescription PO NoDate 061-0000-20101-00 MICHAEL OYLER Refund Check 37.27 37.2702/04/2021 061-0000-20101-00 DAVID DOWERS Refund Check 40.91 40.9102/04/2021 061-0000-20101-00 DEBRA ANDERSON Refund Check 60.00 60.0002/04/2021 061-0000-20101-00 RUHL & RUHL REALTORS Refund Check 40.91 40.9102/04/2021 061-0000-20101-00 DONALD SUNDQUIST Refund Check 68.37 68.3702/04/2021 061-0000-20101-00 MARY CARTER Refund Check 8.95 8.9502/04/2021 061-0000-20101-00 LANDER RICHARDSON Refund Check 65.81 65.8102/02/2021 061-0000-51000-00 Donohue & Associates, Inc WATER SCADA HISTORIAN - PROJECT MANAGMENT & COORDINATION 1,560.00 0000091783 1,560.0002/09/2021 061-0000-51000-00 Donohue & Associates, Inc WATER SCADA HISTORIAN - SOFTWARE INSTALLATION, CONFIGURATION AND 1,713.44 0000091783 1,713.4402/09/2021 061-0000-51000-00 Donohue & Associates, Inc WATER SCADA HISTORIAN - TRAVEL AND EXPENSES 1,650.00 0000091783 1,650.0002/09/2021 061-0000-51000-00 PDC Laboratories, Inc.Water testing 14.00 14.0002/09/2021 061-0000-51000-00 Baker Tilly Virchow Krause, LLP Progress bill - 12/31/20 financial statement audit 5,000.00 5,000.0002/09/2021 061-0000-51500-00 Sebis Direct Inc 12/20 UB Printing Costs 623.47 623.4712/31/2020 061-0000-51500-00 Sebis Direct Inc 12/20 UB Printing - Lead Line Insert 329.28 329.2812/31/2020 061-0000-52300-00 Ameren Illinois 01/21 Heat #1017455691 723.49 723.4902/09/2021 061-0000-54000-00 Stratus Networks, Inc 02/21 Service 127.76 127.7602/09/2021 061-0000-54000-00 Timothy Fey Cell Phone Allowance 30.00 30.0001/31/2021 061-0000-54000-00 Mark Schwieter Cell Phone Allowance 30.00 30.0001/31/2021 061-0000-54000-00 Shelby Simmons Cell Phone Allowance 30.00 30.0001/31/2021 061-0000-54000-00 Michael Mackey Cell Phone Allowance 30.00 30.0001/31/2021 061-0000-54000-00 Eric Heiden Cell Allowance 30.00 30.0001/31/2021 061-0000-55700-00 Four Seasons Pest Control 01/21 Service 30.00 30.0002/09/2021 061-0000-55700-00 Royal Cleaning Services 01/21 Janitorial Services 434.00 434.0002/09/2021 061-0000-55700-00 Waste Management, Inc.02/21 Service 17.36 17.3602/09/2021 061-0000-55700-00 Waste Management, Inc.02/21 Service 97.14 97.1402/09/2021 061-0000-65000-00 Office Specialists, Inc.Lime remover, soap, towels, tissue 82.99 82.9902/09/2021 061-0000-65000-00 Office Specialists, Inc.Cleaner 16.50 16.5002/09/2021 061-0000-66000-00 Core & Main Meters 754.00 754.0002/09/2021 061-0000-66000-00 Core & Main Brass saddles, copperhead service connector 1,325.00 1,325.0002/09/2021 061-0000-66500-00 Core & Main Sockets 102.05 102.0502/09/2021 061-0000-66700-00 Core & Main Misc. Meter Needs 2020 for Water Division 6,250.00 0000091660 6,250.0002/09/2021 061-0000-66700-00 Core & Main Misc. Meter Needs 2020 for Water Division 21,384.00 0000091660 21,384.0002/09/2021 061-0000-68500-00 Brenntag Mid-South, Inc 2021 Liquid Chlorine for Water Division as per bid. This is a bl 3,891.00 0000091824 3,891.0002/09/2021 061-0000-68500-00 Brenntag Mid-South, Inc Drum return -2,250.00 0000091824-2,250.0002/09/2021 $120,534.64Subtotal for Division: 0000 $120,534.64Subtotal for Fund: 061 067-0000-20101-00 ANDREA LOPEZ Refund Check 2.10 2.1002/02/2021 067-0000-51500-00 Sebis Direct Inc 12/20 UB Printing Costs 311.69 311.6912/31/2020 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 13 Account Number Vendor AmountDescription PO NoDate $313.79Subtotal for Division: 0000 $313.79Subtotal for Fund: 067 078-0000-20315-00 Andy Tolle Refund of Overpayment of February 2021 Premium 1.71 1.7102/09/2021 078-0000-56535-00 U of Iowa Hosp and Clinic Work comp dos 12/14/20 #PB235107671 39.84 39.8412/31/2020 078-0000-56535-00 U of Iowa Hosp and Clinic Work comp dos 11/3, 11/4,11/5 #HB101402141400 14,165.94 14,165.9412/31/2020 078-0000-56535-00 Proctor Hospital Work comp dos 9/3/20 #35970730600 4,128.14 4,128.1412/31/2020 078-0000-56535-00 City of Burlington Work comp dos 11/3/20 #20-034543A 403.10 403.1012/31/2020 078-0000-56535-00 U of Iowa Hosp and Clinic Work comp dos 12/28/20 #PB235456521 113.04 113.0412/31/2020 078-0000-56535-00 St Mary Medical Center Work comp dos 12/02/20 #6912944100 757.14 757.1412/31/2020 078-0000-56535-00 St Mary Medical Center Work comp dos 11/05/20 #6818654001 112.94 112.9412/31/2020 078-0000-56535-00 St Mary Medical Center Work comp dos 11/05/20 #6794664101 112.94 112.9412/31/2020 078-0000-56535-00 St Mary Medical Center Work comp dos 10/30/20 #6794664101 414.11 414.1112/31/2020 078-0000-56535-00 James M Kelly, Attorney 12/20 Legal Fees 346.50 346.5012/31/2020 078-0000-56535-00 James M Kelly, Attorney 12/20 Legal Fees 379.50 379.5012/31/2020 078-0000-56535-00 OSF Medical Group, Inc.Work comp dos 12/22/20 #P408541990 113.78 113.7812/31/2020 078-0000-56535-00 St Mary Medical Center Work comp dos 10/3/20 #6794664100 699.10 699.1012/31/2020 078-0000-56535-00 St Mary Medical Center Work comp dos 10/5,10/8,10/12,10/15 #6649735300 592.08 592.0812/31/2020 078-0000-56535-00 St Mary Medical Center Work comp dos 12/02/20 #6912944101 168.68 168.6812/31/2020 078-0000-56597-00 DEMCO Replacement Library book drop 5,977.59 0000091882 5,977.5902/09/2021 $28,526.13Subtotal for Division: 0000 $28,526.13Subtotal for Fund: 078 091-0000-20102-00 Galesburg Sanitary Dist.02/21 Sanitary District Fee less 01/21 Credit Card Fees -1,935.61-1,935.6102/09/2021 091-0000-20102-00 Galesburg Sanitary Dist.02/21 Sanitary District Fee less 3% collection fee -13,876.57-13,876.5702/09/2021 091-0000-22003-00 Galesburg Sanitary Dist.02/21 Sanitary District Fee 462,552.47 462,552.4702/09/2021 $446,740.29Subtotal for Division: 0000 $446,740.29Subtotal for Fund: 091 Report Total:$1,170,321.78$1,170,321.78 AP-Transactions by Account (02/09/2021 - 5:54 PM)Page 14 Date Check #Vendor Name Description Account #Amount 1/15/2021 0 Matthew Lewis Non Safety Toe Boots 001-0605-67500-00 119.05 1/15/2021 0 David Helvey Non Safety Toe Shoes 001-0605-67500-00 134.96 1/15/2021 0 Derek Perry Non Safety Toe Shoes 001-0605-67500-00 109.99 1/15/2021 0 James Pendergast Non Safety Toe Shoes 001-0605-67500-00 150.76 1/15/2021 0 Davis Farrell Non Safety Toe Shoes 001-0550-67500-00 52.49 1/28/2021 0 Frame Works COVID Grant Recipient - The Frame Works 013-0000-83100 5,000.00 1/28/2021 0 Wilson Paper Co., Inc.COVID Grant Recipient - Wilson Paper Co 013-0000-83100 10,000.00 1/28/2021 0 Marnic, Inc.COVID Grant Recipient Allegra 013-0000-83100 10,000.00 1/28/2021 0 DRG Enterprises, Inc COVID Grant Recipient - Shady Hill 013-0000-83100 10,000.00 1/28/2021 0 Brighter Life Bookshoppe, LTD COVID Grant Recipient - Brighter Life 013-0000-83100 10,000.00 1/28/2021 0 Innkeeper's, Inc COVID Grant Recipient - Innkeepers 013-0000-83100 20,000.00 1/28/2021 0 Charles Kent Kriegshauser COVID Grant Recipient - Kent Kriegshauser 013-0000-83100 5,000.00 1/28/2021 0 Kevin J Prow COVID Grant Recipient - Baked Pizzas 013-0000-83100 20,000.00 1/28/2021 0 Whiskey Barrel LLC COVID Grant Recipient - Whiskey Barrel 013-0000-83100 20,000.00 1/28/2021 0 The Grand Tap, LLC COVID Grant Recipient - Grand Tap 013-0000-83100 10,000.00 1/28/2021 0 Craft Butcher & Deli, LLC COVID Grant Recipient - Craft 013-0000-83100 20,000.00 1/28/2021 0 World Buffet Food, Inc COVID Grant Recipient - World Buffet 013-0000-83100 20,000.00 1/28/2021 0 JTs Carmelcorn Station LLC COVID Grant Recipient - JTs CarmelKorn 013-0000-83100 10,000.00 1/28/2021 0 GWK Enterprises, Inc.COVID Grant Recipient - Four Seasons 013-0000-83100 10,000.00 1/28/2021 0 Oasis A Jeanine Dunn Salon LLC COVID Grant Recipient - Oasis Salon 013-0000-83100 20,000.00 1/28/2021 0 La Casita of Knox County, LLC COVID Grant Recipient - La Casita 013-0000-83100 20,000.00 1/28/2021 0 Galesburg Antiques Mall Co.COVID Grant Recipient - Antiques Mall 013-0000-83100 10,000.00 1/28/2021 0 Galesburg Columbian Home Association COVID Grant Recipient - Columbian Home 013-0000-83100 10,000.00 1/28/2021 0 Dogra, LLC COVID Grant Recipient - HiLo 013-0000-83100 10,000.00 1/28/2021 94307 Knox County Recorders Office File 13 weed/trash/demo liens 001-0160-51300 138.00 1/28/2021 94308 Paul Vannaken OAF Funds 016-0000-51200 1,500.00 1/28/2021 0 Galesburg Public Library TIF Incentive Reimbursement 049-0000-83100 50,000.00 1/28/2021 0 BlueCross BlueShield of Illinois 02/21 Health Insurance Premiums 078-0000-20315 356,908.33 1/28/2021 5040 J W Summy Contracting Corp.HUD LBPHC at 451 Oak Street 013-0000-83100 18,000.00 1/28/2021 20052 J W Summy Contracting Corp.DCEO HELP Pilot at 442 E. Third St.013-0000-83100 35,420.00 1/28/2021 6023 J W Summy Contracting Corp.HUD Healty Homes at 451 Oak Street 013-0000-83100 900.00 1/28/2021 4024 J W Summy Contracting Corp.DCEO RLF at 442 E. Third Street 013-0000-83100 2,000.00 1/28/2021 20052 J W Summy Contracting Corp.CO#1 DCEO HELP Additional Work at 442 E. Third St.013-0000-83100 1,750.00 2/4/2021 0 Resource Management Services, Inc 01/01/21-03/31/21 Consultation & Counseling Services 078-0000-51000 1,239.00 2/4/2021 0 Knox County Brewing Co Overpayment of Liquor License Installment 001-0000-31010 675.00 2/4/2021 0 David Pruett Reimbursement for prescription safety glasses 078-0000-67500 359.50 2/5/2021 0 Bank of Montreal Register Mail - subscription renewal - Fremont #20-27 021-0000-55000 231.93 2/5/2021 0 Bank of Montreal Reflective Apparel - safety shirts 061-0000-67500 141.75 2/5/2021 0 Bank of Montreal CDW - 2021 Meraki controller review 001-0207-55800 120.42 Advance Checks and ACH Payments as of 2/9/2021 2/5/2021 0 Bank of Montreal CDW - 2022-2023 Meraki controller review 001-0000-10701 240.84 2/5/2021 0 Bank of Montreal Screen Connect - Annual ScreenConnect renewal 001-0207-55800 1,035.00 2/5/2021 0 Bank of Montreal Archive Social - Annual Archive Soccial Renewal 001-0207-55800 2,388.00 2/5/2021 0 Bank of Montreal AWWA - Dues - WHensley 061-0000-55000 83.00 2/5/2021 0 Bank of Montreal AWWA - Dues - TFey 061-0000-55000 231.00 2/5/2021 0 Bank of Montreal AWWA - Dues - DVandermeer 061-0000-55000 83.00 2/5/2021 0 Bank of Montreal IACP - 2021 Membership - RIdle 001-0510-55000 190.00 2/5/2021 0 Bank of Montreal Forestry Supplies - telescoping level rod 001-0410-64800 136.43 2/5/2021 0 Bank of Montreal IIMC - Dues - KelliB 001-0115-55000 215.00 2/5/2021 0 Bank of Montreal IIMC - Dues - ErickaW 001-0115-55000 115.00 2/5/2021 0 Bank of Montreal HiHRC - Heart of IL HR Chapter membership - JPease 001-0120-55000 50.00 2/5/2021 0 Bank of Montreal MailFinance - 01/21-03/21 Postage Machine Lease 001-0160-88300 634.73 2/5/2021 0 Bank of Montreal MailFinance - 01/21-03/21 Postage Machine Lease 019-1905-88300 42.31 2/5/2021 0 Bank of Montreal MailFinance - 01/21-03/21 Postage Machine Lease 061-0000-88300 169.26 2/5/2021 0 Bank of Montreal SESAC - 2021 Music Charges 019-1905-55000 965.00 2/5/2021 0 Bank of Montreal SESAC - 2021 Music Charges - credit from 2020 late fee 019-1905-55000 (27.58) 2/5/2021 0 Bank of Montreal ASCAP - 2021 Music charges 019-1905-55000 367.00 2/5/2021 0 Bank of Montreal Internatl Code Council - Annual Membership Dues 001-0306-55000 145.00 2/5/2021 0 Bank of Montreal iWorQ - 01/21-11/21 software 023-0000-55800 16,041.67 2/5/2021 0 Bank of Montreal iWorQ - 01/21-11/21 software 023-0000-51000 9,166.67 2/5/2021 0 Bank of Montreal USPS - Annual PO Box 1387 fee 001-0160-56000 182.00 2/5/2021 0 Bank of Montreal USPS - Annual PO Box 1387 fee 019-1905-56000 182.00 2/5/2021 0 Bank of Montreal Register Mail - subscription renewal - Brooks/Central #20-27 021-0000-55000 518.00 2/5/2021 0 Bank of Montreal US Cellular - 11/20 Service 001-0445-54000 35.09 2/5/2021 0 Bank of Montreal US Cellular - 11/20 Service 019-1915-54000 35.09 2/5/2021 0 Bank of Montreal US Cellular - 11/20 Service 019-1920-54000 35.09 2/5/2021 0 Bank of Montreal US Cellular - 11/20 Service - Oquawka iPad 061-0000-54000 155.90 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service - command vehicle 001-0510-54000 5.31 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 001-0205-54000 38.01 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 001-0110-54000 38.01 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 001-0105-54000 266.07 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 019-1905-54000 1.77 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 001-0605-54000 19.20 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 019-1920-54000 38.01 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 001-0510-54000 532.14 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 061-0000-54000 21.46 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 016-0000-54000 1.78 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 061-0000-54000 6.05 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 001-0450-54000 3.43 2/5/2021 0 Bank of Montreal Verizon - 11/20 Service 061-0000-10407 1.23 2/5/2021 0 Bank of Montreal 12/20 CC Chrgs - Library 001-0000-10407 2,104.77 2/5/2021 0 Bank of Montreal Koreana - 2nd shift dinner - Central 001-0120-58500 50.00 2/5/2021 0 Bank of Montreal Baked - 2nd shift dinner - Brooks Street 001-0120-58500 28.22 2/5/2021 0 Bank of Montreal Sherwin Williams - paint - Brooks Street 001-0605-66000 43.22 2/5/2021 0 Bank of Montreal Holt Supply - 6" Wilkins RPZ for golf pumphouse 019-1920-66000 3,324.42 2/5/2021 0 Bank of Montreal Refelctive Apparel - safety shirts 061-0000-67500 1,297.33 2/5/2021 0 Bank of Montreal Holt Supply - plumbing parts 061-0000-66000 18.43 2/5/2021 0 Bank of Montreal 156 East - department lunch - Clerk 001-0120-58500 57.53 2/5/2021 0 Bank of Montreal Amazon - keyboard 001-0115-61000 36.99 2/5/2021 0 Bank of Montreal Amazon - calendar 001-0115-61000 13.29 2/5/2021 0 Bank of Montreal Amazon - calendar 001-0115-61000 12.99 2/5/2021 0 Bank of Montreal Amazon - calendar 001-0115-61000 31.62 2/5/2021 0 Bank of Montreal 12/20 CC Chrgs - ETSB 001-0000-10407 2,384.13 2/5/2021 0 Bank of Montreal Amazon - laptop battery 001-0605-61700 50.17 2/5/2021 0 Bank of Montreal Amazon - computer speakers 001-0550-61700 36.78 2/5/2021 0 Bank of Montreal Amazon - 10 pk 128GB flashdrives 001-0510-61000 178.85 2/5/2021 0 Bank of Montreal DynDNS - monthly DNS express 5 renewal 001-0207-55800 24.00 2/5/2021 0 Bank of Montreal DynDNS - monthly standard DNS renewal 001-0207-55800 5.00 2/5/2021 0 Bank of Montreal Comcast - AV room cable 001-0207-54000 7.99 2/5/2021 0 Bank of Montreal FreshDesk - MIS HelpDesk support system 001-0207-55800 87.00 2/5/2021 0 Bank of Montreal Microsoft - Office 360 - CJuraco 001-0305-55800 55.06 2/5/2021 0 Bank of Montreal Microsoft - Office 360 - PUsher 030-0370-55800 55.06 2/5/2021 0 Bank of Montreal SCW - 4 iPads for iWorQ system 023-0000-61700 2,869.93 2/5/2021 0 Bank of Montreal SCW - 5 webcams 001-0207-61700 299.60 2/5/2021 0 Bank of Montreal Headset Advisor - 4 plantronics headset batteries 001-0207-61700 119.96 2/5/2021 0 Bank of Montreal Amazon - 2 modems 061-0000-61000 46.30 2/5/2021 0 Bank of Montreal USA Tech ECommerce - refund of taxes 061-0000-10407 (1.88) 2/5/2021 0 Bank of Montreal Amazon - replacement rollers for CR-190i scanner 001-0207-61700 56.53 2/5/2021 0 Bank of Montreal CDW - Adobe Acrobat Pro 2020 Software- MFoutch 030-0370-55800 406.01 2/5/2021 0 Bank of Montreal SCW - refund of overcharge 001-0000-10407 (1,557.74) 2/5/2021 0 Bank of Montreal Amazon - replacement rollers for CR-190i scanner 001-0207-61700 56.36 2/5/2021 0 Bank of Montreal SCW - replacement printer - HLee 001-0207-61700 286.54 2/5/2021 0 Bank of Montreal SCW - replacement printer - KimG 061-0000-61700 817.24 2/5/2021 0 Bank of Montreal SCW - replacement speakers - ErickaW 001-0207-61700 62.74 2/5/2021 0 Bank of Montreal ITSavvy - APC backup UPS 061-0000-61700 128.36 2/5/2021 0 Bank of Montreal ITSavvy - APC backup UPS 001-0207-61700 128.36 2/5/2021 0 Bank of Montreal Best Buy - TV - Bunker Links 001-0207-61700 490.90 2/5/2021 0 Bank of Montreal Best Buy - TV mount - Bunker Links 001-0207-61700 49.08 2/5/2021 0 Bank of Montreal Best Buy - TV mount - Parks 001-0207-61700 49.99 2/5/2021 0 Bank of Montreal Best Buy - TV - Parks 001-0207-61700 529.99 2/5/2021 0 Bank of Montreal Best Buy - TV - Street 001-0207-61700 529.99 2/5/2021 0 Bank of Montreal Best Buy - TV mount - Street 001-0207-61700 49.99 2/5/2021 0 Bank of Montreal Walmart - 5 TV chromecasts 001-0207-61700 149.90 2/5/2021 0 Bank of Montreal SCW - 5 webcams 001-0207-61700 328.00 2/5/2021 0 Bank of Montreal Netrix - 2 axis cameras 001-0207-61700 621.00 2/5/2021 0 Bank of Montreal Schulte Supply - marking flags 061-0000-66000 475.00 2/5/2021 0 Bank of Montreal Lee Bros - cold rolled steel 061-0000-66000 30.70 2/5/2021 0 Bank of Montreal Airgas - welding tips 061-0000-66500 13.50 2/5/2021 0 Bank of Montreal Menards - PVC fittings, window glazing 061-0000-66000 16.95 2/5/2021 0 Bank of Montreal Holt Supply - ball valve, brass bushings 061-0000-66000 25.85 2/5/2021 0 Bank of Montreal Connor Co - saw blades 061-0000-66500 39.97 2/5/2021 0 Bank of Montreal Connor Co - return cordless tool battery 061-0000-66500 (121.59) 2/5/2021 0 Bank of Montreal Agri Drain Corp - shovels, probe 061-0000-66500 115.27 2/5/2021 0 Bank of Montreal Schulte Supply - pinch bars 061-0000-66500 100.00 2/5/2021 0 Bank of Montreal Menards- conduit, hangers/fitting, lock nuts, hex bolts, anchors 061-0000-66000 51.28 2/5/2021 0 Bank of Montreal FarmKing - antiseize, pliers 061-0000-66500 65.98 2/5/2021 0 Bank of Montreal Lee Bros - cold rolled steel 061-0000-66000 29.36 2/5/2021 0 Bank of Montreal Certified Materials Testing - concrete cylinder molds 001-0410-64800 509.10 2/5/2021 0 Bank of Montreal Phillips 66 - gas 061-0000-62510 66.39 2/5/2021 0 Bank of Montreal Phillips 66 - gas 061-0000-62510 60.52 2/5/2021 0 Bank of Montreal Phillips 66 - gas 061-0000-62510 61.64 2/5/2021 0 Bank of Montreal Phillips 66 - gas 061-0000-62510 67.22 2/5/2021 0 Bank of Montreal FarmKing - tools for Ranny Well 061-0000-66500 28.49 2/5/2021 0 Bank of Montreal APA - Virtual workshop - JudyG 001-0305-54500 53.34 2/5/2021 0 Bank of Montreal Phillips 66 - gas 061-0000-62510 57.90 2/5/2021 0 Bank of Montreal Frontier - Oquawka phone/internet 061-0000-54000 321.53 2/5/2021 0 Bank of Montreal Lowes - lumber 014-0000-66000 125.60 2/5/2021 0 Bank of Montreal Scott Equip - blower 014-0000-66500 249.95 2/5/2021 0 Bank of Montreal Scott Equip - repair parts for equipment 001-0450-65500 127.97 2/5/2021 0 Bank of Montreal Lowes - safety glasses 001-0450-67500 19.94 2/5/2021 0 Bank of Montreal Lowes - minor tools 014-0000-66500 211.34 2/5/2021 0 Bank of Montreal Wilson Paper - car wash 001-0450-65500 57.73 2/5/2021 0 Bank of Montreal Lindstroms - appliances for new street bldg 001-0450-61800 2,297.00 2/5/2021 0 Bank of Montreal Wilson Paper - shrinkwrap film for bricks 014-0000-66000 184.53 2/5/2021 0 Bank of Montreal Wilson Paper - shrinkwrap film for bricks 014-0000-66000 53.54 2/5/2021 0 Bank of Montreal RP Lumber - stakes for forms 014-0000-66000 59.94 2/5/2021 0 Bank of Montreal Menards - 12 ft coax cable 019-1920-65500 4.39 2/5/2021 0 Bank of Montreal Galesburg Elec - light bulbs 019-1915-65500 10.50 2/5/2021 0 Bank of Montreal Menards - air compressor 019-1915-66500 99.00 2/5/2021 0 Bank of Montreal Menards - fittings for air compressor 019-1915-65500 5.18 2/5/2021 0 Bank of Montreal HyVee - Employee Relations Luncheon- 1st shift 001-0120-58500 223.47 2/5/2021 0 Bank of Montreal Amazon - report room microphone 001-0510-65500 98.00 2/5/2021 0 Bank of Montreal Taco Bell - Employee Relations luncheon - 3rd shift 001-0120-58500 110.40 2/5/2021 0 Bank of Montreal Amazon - evidence bags 001-0510-66500 69.99 2/5/2021 0 Bank of Montreal Amazon - drug recognition equip, curtains 001-0510-66500 122.32 2/5/2021 0 Bank of Montreal HyVee - Christmas luncheon - 1st shift 001-0510-58500 285.67 2/5/2021 0 Bank of Montreal HyVee - Christmas luncheon - 3rd shift 001-0510-58500 100.00 2/5/2021 0 Bank of Montreal FarmKing - rodenticide, lighter 020-0000-63500 37.94 2/5/2021 0 Bank of Montreal Lowes - refridgerator 019-1915-66500 818.00 2/5/2021 0 Bank of Montreal Scott Equip - stihl handheld blower 019-1915-66500 419.85 2/5/2021 0 Bank of Montreal Engineer Supply - magnetic locator 019-1965-66500 549.00 2/5/2021 0 Bank of Montreal Menards - gopher gassers, lighters 020-0000-63500 20.61 2/5/2021 0 Bank of Montreal Menards - gopher gassers 020-0000-63500 14.94 2/5/2021 0 Bank of Montreal Scott Eqiup - two weedeaters, leaf blower 019-1965-66500 819.85 2/5/2021 0 Bank of Montreal Scott Eqiup - trimmer line 019-1965-65500 359.70 2/5/2021 0 Bank of Montreal Harbor Freight - floor jack 019-1965-66500 144.99 2/5/2021 0 Bank of Montreal Harbor Freight - floor jack 020-0000-66500 144.99 2/5/2021 0 Bank of Montreal Scott Equip - 2 cycle oil 019-1965-65500 62.74 2/5/2021 0 Bank of Montreal Sherrill Tree - bull ropes 019-1975-66500 603.30 2/5/2021 0 Bank of Montreal Scott Equip - pole saw 019-1975-66500 669.95 2/5/2021 0 Bank of Montreal Scott Equip - chain saw repair 019-1975-55500 26.70 2/5/2021 0 Bank of Montreal Menards - wrenches 019-1975-66500 158.49 2/5/2021 0 Bank of Montreal FarmKing - winter work gloves 019-1975-67500 52.94 2/5/2021 0 Bank of Montreal Traffic Safety Warehouse - traffice control supplies 061-0000-64500 1,246.00 2/5/2021 0 Bank of Montreal Fastenal - traffic control supplies 061-0000-64500 720.27 2/5/2021 0 Bank of Montreal Alan Environmental - wasp killer, insecticide 019-1915-63500 473.98 2/5/2021 0 Bank of Montreal Alan Environmental - disiinfectant spray 019-1915-65000 179.88 2/5/2021 0 Bank of Montreal Alan Environmental - oil absorbent, dry silicone lubricant 019-1915-65500 260.58 2/5/2021 0 Bank of Montreal Lowes - air filters 019-1915-65500 35.88 2/5/2021 0 Bank of Montreal Menards - light socket 061-0000-66000 5.26 2/5/2021 0 Bank of Montreal TSC - truck tool box 061-0000-62500 329.99 2/5/2021 0 Bank of Montreal USA Bluebook - lab supplies 061-0000-68500 536.15 2/5/2021 0 Bank of Montreal Lexis Nexis - legal research subscription 001-0115-55800 80.00 2/5/2021 0 Bank of Montreal Amazon - misc office supplies 001-0120-61000 28.06 2/5/2021 0 Bank of Montreal Amazon - HR books 001-0120-67000 98.89 2/5/2021 0 Bank of Montreal Inquirehire - background check 078-0000-51000 40.00 2/5/2021 0 Bank of Montreal FarmKing - hand warmers, 2 pr work boots 061-0000-67500 291.88 2/5/2021 0 Bank of Montreal Scott Equip - cordless chain saw, trimmer, blower 019-1920-66500 873.00 2/5/2021 0 Bank of Montreal Napa - oil filters 019-1920-65500 34.36 2/5/2021 0 Bank of Montreal Napa - battery booster, oil evacuator, impact gun, seat creeper 019-1920-66500 1,107.19 2/5/2021 0 Bank of Montreal Scott Equip - battery charger, 2 rechargable batteries 019-1920-66000 629.97 2/5/2021 0 Bank of Montreal Holt Supply - PVC irrigation fittings 019-1920-66000 67.96 2/5/2021 0 Bank of Montreal Menards - spray paint, propane, electric tape 019-1920-66000 32.31 2/5/2021 0 Bank of Montreal Menards - sockets, utility knife, tape measure, broad knives,019-1920-66500 107.54 2/5/2021 0 Bank of Montreal Napa - fuses, adapter 019-1920-65500 4.23 2/5/2021 0 Bank of Montreal UPS Store - package delivery 019-1920-53000 15.73 2/5/2021 0 Bank of Montreal Target - air freshner 019-1920-65000 20.77 2/5/2021 0 Bank of Montreal Easy Canvas Print - pictures for golf shop 019-1920-66000 93.88 2/5/2021 0 Bank of Montreal Easy Canvas Print - sales tax 019-0000-10407 5.87 2/5/2021 0 Bank of Montreal Amazon - vacuum filter 019-1920-65500 13.91 2/5/2021 0 Bank of Montreal Amazon - sales tax 019-0000-10407 0.50 2/5/2021 0 Bank of Montreal HyVee - hot dog supplies 019-1920-64125 16.48 2/5/2021 0 Bank of Montreal Animal Medical Center - Zeus vet visit 001-0510-69300 91.77 2/5/2021 0 Bank of Montreal Trans Union - TLO subscription 001-0510-55800 50.00 2/5/2021 0 Bank of Montreal UPS - shipping 001-0207-53000 15.28 2/5/2021 0 Bank of Montreal Menards - refund of sales tax 001-0000-10407 (2.53) 2/5/2021 0 Bank of Montreal Webber Rental - supplies to repair traffic light 014-0000-64500 30.00 2/5/2021 0 Bank of Montreal Advance Auto - cleaning supplies for trucks 001-0450-65500 152.23 2/5/2021 0 Bank of Montreal Walmart - kitchen supplies to use when plowing 001-0450-61000 91.74 2/5/2021 0 Bank of Montreal USPS - stamps 030-0370-53000 44.00 2/5/2021 0 Bank of Montreal Amazon- card stock for passes 030-0370-61000 20.98 2/5/2021 0 Bank of Montreal Allegra - hiring banner 030-0320-61000 154.00 2/5/2021 0 Bank of Montreal Amazon - fake crows 014-0000-66500 131.97 2/5/2021 0 Bank of Montreal HiLo - lunch hams for Employee Relations luncheon - HV/Transit 001-0120-58500 287.68 2/5/2021 0 Bank of Montreal Founders Telecom - wireless headsets 030-0370-61000 498.95 2/5/2021 0 Bank of Montreal Amazon - laminating sheets for passes 030-0370-61000 25.56 2/5/2021 0 Bank of Montreal Amazon - camera 001-0410-64800 129.00 2/5/2021 0 Bank of Montreal Comcast - 12/20 IDOT Modem 001-0000-10407 108.35 2/5/2021 0 Bank of Montreal Comcast - 12/20 Internet 001-0105-54000 30.00 2/5/2021 0 Bank of Montreal Comcast - 12/20 Internet 019-1965-54000 62.95 2/5/2021 0 Bank of Montreal Comcast - 12/20 Internet 001-0205-54000 30.00 2/5/2021 0 Bank of Montreal Comcast - 12/20 Internet 001-0207-54000 454.85 2/5/2021 0 Bank of Montreal Comcast - 12/20 Internet 001-0630-54000 23.93 2/5/2021 0 Bank of Montreal Comcast - 12/20 Internet 001-0510-54000 15.50 2/5/2021 0 Bank of Montreal Postal Source - labels for postage machine 061-0000-61000 112.70 2/5/2021 0 Bank of Montreal Office Specialist - wall calendar for front counter 061-0000-61000 52.46 2/5/2021 0 Bank of Montreal Office Specialist - 11/20 Copier charges 001-0000-20102 2,438.35 2/5/2021 0 Bank of Montreal Office Specialist - 11/20 Copier charges 019-0000-20102 178.95 2/5/2021 0 Bank of Montreal Office Specialist - 11/20 Copier charges 030-0000-20102 100.52 2/5/2021 0 Bank of Montreal Office Specialist - 11/20 Copier charges 061-0000-20102 336.20 2/5/2021 0 Bank of Montreal Office Specialist - 11/20 Copier charges 067-0000-20102 32.36 2/5/2021 0 Bank of Montreal Office Specialist - 11/20 Copier charges 078-0000-20102 52.63 2/5/2021 0 Bank of Montreal Office Specialist - 12/20 Copier charges 001-0000-20102 2,438.35 2/5/2021 0 Bank of Montreal Office Specialist - 12/20 Copier charges 019-0000-20102 178.95 2/5/2021 0 Bank of Montreal Office Specialist - 12/20 Copier charges 030-0000-20102 100.52 2/5/2021 0 Bank of Montreal Office Specialist - 12/20 Copier charges 061-0000-20102 336.20 2/5/2021 0 Bank of Montreal Office Specialist - 12/20 Copier charges 067-0000-20102 32.36 2/5/2021 0 Bank of Montreal Office Specialist - 12/20 Copier charges 078-0000-20102 52.63 2/5/2021 0 Bank of Montreal Office Specialist - Lexmark toner, 24 tape rolls 001-0205-61000 160.85 2/5/2021 0 Bank of Montreal Office Specialist - desk calendar 001-0205-61000 6.37 2/5/2021 0 Bank of Montreal Amazon - 2 SD cards for camera 001-0605-65500 17.98 2/5/2021 0 Bank of Montreal Office Specialist - correction tape 001-0205-61000 26.28 2/5/2021 0 Bank of Montreal Amazon - 4 desk calendars 001-0205-61000 27.16 2/5/2021 0 Bank of Montreal Office Specialists - stamp ink 061-0000-61000 5.93 2/5/2021 0 Bank of Montreal Office Specialists - return Lexmark toner 001-0205-61000 (134.69) 2/5/2021 0 Bank of Montreal Amazon - hand sanitizer 001-0205-61000 263.26 2/5/2021 0 Bank of Montreal Office Specialist - cubicle hooks, pens 001-0205-61000 57.72 2/5/2021 0 Bank of Montreal Office Specialists - toner cartridge 001-0205-61000 182.45 2/5/2021 0 Bank of Montreal Centro - 2020 Tax forms 001-0205-51500 28.06 2/5/2021 0 Bank of Montreal Centro - 2020 Tax forms 001-0205-51500 362.64 2/5/2021 0 Bank of Montreal Centro - 2020 Tax forms - Library portion 001-0000-10407 50.00 2/5/2021 0 Bank of Montreal UPS - shipping 001-0510-53000 4.47 2/5/2021 0 Bank of Montreal UPS - shipping 001-0510-53000 14.38 2/5/2021 0 Bank of Montreal UPS - shipping 001-0605-53000 13.38 2/5/2021 0 Bank of Montreal Holt Supply - reducer, collar, damper for PSB HVAC 019-1911-66000 55.44 2/5/2021 0 Bank of Montreal Amazon - 4 staplers 001-0205-61000 52.76 2/5/2021 0 Bank of Montreal Office Specialist - ink cartridge for front counter printer 061-0000-61000 75.96 2/5/2021 0 Bank of Montreal Amazon - stapler 001-0205-61000 25.38 2/5/2021 0 Bank of Montreal Lands End - staff shirt 001-0205-61000 19.98 2/5/2021 0 Bank of Montreal Lands End - 2 staff shirts 001-0205-61000 23.96 2/5/2021 0 Bank of Montreal Lands End - 4 staff shirts 001-0205-61000 81.12 2/5/2021 0 Bank of Montreal Lands End - 2 staff shirts 001-0205-61000 31.48 2/5/2021 0 Bank of Montreal iWorQ - 12/20 Software 023-0000-55800 1,458.33 2/5/2021 0 Bank of Montreal iWorQ - 01/21-11/21 Software 023-0000-51000 833.33 2/5/2021 0 Bank of Montreal Amazon - refund for thermometors 019-1945-67500 (73.48) 2/5/2021 0 Bank of Montreal Jugs - refund of sales tax 019-0000-10407 (9.01) 2/5/2021 0 Bank of Montreal Google - ads 019-1905-51500 196.02 2/5/2021 0 Bank of Montreal Facebook- ads 019-1905-51500 23.54 2/5/2021 0 Bank of Montreal Sling - scheduling / timesheets 019-1905-55800 65.06 2/5/2021 0 Bank of Montreal Walmart - supplies for Nature Program 019-1940-64000 15.38 2/5/2021 0 Bank of Montreal Amazon - prime 019-1905-55800 12.99 2/5/2021 0 Bank of Montreal Hobby Lobby - cricut for marketing 019-1905-61000 398.95 2/5/2021 0 Bank of Montreal Amazon - cricut supplies 019-1905-61000 15.06 2/5/2021 0 Bank of Montreal Amazon - cricut supplies 019-1905-61000 19.49 2/5/2021 0 Bank of Montreal Walmart - supplies for Nature Program 019-1940-64000 31.91 2/5/2021 0 Bank of Montreal Walmart - supplies for Nature Program 019-1940-64000 22.15 2/5/2021 0 Bank of Montreal Walmart - cleaning supplies 019-1945-65000 5.35 2/5/2021 0 Bank of Montreal Mailchimp - emailing service 019-1905-51500 62.99 2/5/2021 0 Bank of Montreal Amazon - large paper 019-1905-61000 13.98 2/5/2021 0 Bank of Montreal Amazon - laminating pouches 019-1905-61000 27.86 2/5/2021 0 Bank of Montreal Signup Genius - sign up software 019-1905-55800 24.99 2/5/2021 0 Bank of Montreal Amazon - masks 030-0320-67500 79.90 2/5/2021 0 Bank of Montreal Amazon - 6 Ryobi foggers 030-0320-67500 671.10 2/5/2021 0 Bank of Montreal Amazon - batteries for foggers 030-0320-66500 233.13 2/5/2021 0 Bank of Montreal Amazon - charging stations for foggers 030-0320-66500 245.94 2/5/2021 0 Bank of Montreal Thompson - 6 headlights for buses 030-0370-62500 119.64 2/5/2021 0 Bank of Montreal Thompson - hydraulic pump, seals, fuel pump #1707 030-0370-62500 3,349.71 2/5/2021 0 Bank of Montreal Thompson - gasket for hydraulic pump #1107 030-0370-62500 11.15 2/5/2021 0 Bank of Montreal Thompson - hose elbow #1108 030-0370-62500 22.46 2/5/2021 0 Bank of Montreal Amazon - compact digital tire inflator w/pressure guage 030-0370-62500 61.07 2/5/2021 0 Bank of Montreal Amazon - compact digital tire inflator w/pressure guage 030-0370-62500 61.55 2/5/2021 0 Bank of Montreal Thompson - fuel pump, flange head screws 030-0370-62500 48.52 2/5/2021 0 Bank of Montreal Thompson - rotor w/overnight freight #1702 030-0370-62500 818.36 2/5/2021 0 Bank of Montreal Thompson - core return for fuel pump #1107 030-0370-62500 (450.73) 2/5/2021 0 Bank of Montreal Lowes - bungee cords to secure trash cans in buses 030-0370-62500 10.74 2/5/2021 0 Bank of Montreal Menards - shovels, salt, winter supplies for paratransit buses 030-0320-62500 156.24 2/5/2021 0 Bank of Montreal Wilson - cleaning chemicals 030-0320-65000 5.32 2/5/2021 0 Bank of Montreal Menards - Goo Gone, scrub brushes 030-0320-65000 52.19 2/5/2021 0 Bank of Montreal Wilson Paper - mister bottles to use on buses 030-0370-62500 32.16 2/5/2021 0 Bank of Montreal Menards - misc supplies - Brooks 001-0605-66000 114.96 2/5/2021 0 Bank of Montreal Connor Co - furnace filter - Brooks St 001-0605-66000 7.96 2/5/2021 0 Bank of Montreal Peoples - spray paint for JULIE locate 001-0605-66500 2.69 2/5/2021 0 Bank of Montreal Peoples - chainsaw #20-30 021-0000-66500 521.96 2/5/2021 0 Bank of Montreal Battery Junction - batteries 001-0605-65500 111.16 2/5/2021 0 Bank of Montreal Sherwin Williams - paint for Fremont 001-0605-66000 383.25 2/5/2021 0 Bank of Montreal Menards - misc supplies - Central 001-0605-65500 48.70 2/5/2021 0 Bank of Montreal Ace Hardware - mechanical stool to repair equipment 001-0605-66500 24.99 2/5/2021 0 Bank of Montreal HyVee - kitchen supplies #20-28 021-0000-68000 95.60 2/5/2021 0 Bank of Montreal EMP - misc medical supplies 001-0605-68600 336.00 2/5/2021 0 Bank of Montreal IDPH - EMT renewal - Clayton 001-0605-55000 21.00 2/5/2021 0 Bank of Montreal IDPH - EMT renewal - Lenz 001-0605-55000 21.00 2/5/2021 0 Bank of Montreal American Heart Assoc - BLS Instructor Pkg w/DVD set 001-0605-67000 140.00 2/5/2021 0 Bank of Montreal EMP - misc medical supplies 001-0605-68600 102.60 2/5/2021 0 Bank of Montreal IDPH - EMT Renewal - Helvey 001-0605-55000 21.00 2/5/2021 0 Bank of Montreal 5.11 Inc - responder hi-vis parka 001-0605-67500 299.99 2/5/2021 0 Bank of Montreal HyVee - kitchen supplies #20-28 021-0000-68000 101.11 2/5/2021 0 Bank of Montreal EMP - misc medical supplies 001-0605-68600 734.00 2/5/2021 0 Bank of Montreal HyVee - kitchen supplies #20-28 021-0000-68000 46.29 2/5/2021 0 Bank of Montreal Chicago Tribune - monthly subscription 001-0110-55000 7.96 2/5/2021 0 Bank of Montreal Apple - Pro upgrade for iPad 001-0110-55800 5.30 2/5/2021 0 Bank of Montreal US Cellular - 12/20 Service 001-0445-54000 35.39 2/5/2021 0 Bank of Montreal US Cellular - 12/20 Service 019-1915-54000 35.39 2/5/2021 0 Bank of Montreal US Cellular - 12/20 Service 019-1920-54000 35.39 2/5/2021 0 Bank of Montreal US Cellular - 12/20 Service 061-0000-54000 129.08 2/5/2021 0 Bank of Montreal Meister Shane Truck - hydraulic pump #301 014-0000-62500 312.08 2/5/2021 0 Bank of Montreal Wight Chev - block heater #124 014-0000-62500 65.00 2/5/2021 0 Bank of Montreal Wight Chev - blower motor #141 014-0000-62500 147.54 2/5/2021 0 Bank of Montreal S&S Indust - brake cleaner 001-0445-63000 50.76 2/5/2021 0 Bank of Montreal Meister Shane Truck - PTO drive #301 014-0000-62500 2,175.68 2/5/2021 0 Bank of Montreal Midstate - air filter cleaning #109 001-0450-55500 24.00 2/5/2021 0 Bank of Montreal AC McCartney - disc cover #530 019-1915-62500 66.47 2/5/2021 0 Bank of Montreal Birkeys - bumper #582 019-1965-62500 203.20 2/5/2021 0 Bank of Montreal Fastenal - clamp #115 014-0000-62500 22.93 2/5/2021 0 Bank of Montreal S&S Indust - penetrant oil, razor blades 001-0445-63000 32.91 2/5/2021 0 Bank of Montreal Birkeys - tilt cylinder #139 014-0000-62500 1,110.42 2/5/2021 0 Bank of Montreal Birkeys - dust boot #582 019-1965-62500 20.00 2/5/2021 0 Bank of Montreal Best Upholstery - recover seat #168 001-0445-55500 507.69 2/5/2021 0 Bank of Montreal Moore Tire - tires #20 001-0510-62500 297.64 2/5/2021 0 Bank of Montreal Fastenal - screws 001-0445-63000 9.51 2/5/2021 0 Bank of Montreal Snap On - Scan Tool Software 001-0445-55800 4,299.80 2/5/2021 0 Bank of Montreal Snap On - Scan Tool 001-0445-66500 2,877.63 2/5/2021 0 Bank of Montreal UPS Store - ship demo tool 001-0445-53000 19.59 2/5/2021 0 Bank of Montreal MATCO - drill bits 001-0445-66500 446.83 2/5/2021 0 Bank of Montreal FarmKing - washer nozzle 001-0445-66000 43.59 2/5/2021 0 Bank of Montreal Airgas - argon gas 001-0445-63000 77.67 2/5/2021 0 Quadient Leasing USA, Inc Postage for machine 061-0000-10702 500.00 2/5/2021 0 Quadient Leasing USA, Inc Postage for machine 061-0000-10702 500.00 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Vision Insurance Premiums 078-0000-20315 2,999.09 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0110-47500 80.70 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0115-47500 70.20 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0120-47500 61.82 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0145-47500 18.00 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0205-47500 172.80 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0207-47500 61.20 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0305-47500 31.68 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0306-47500 175.68 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0410-47500 160.05 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0445-47500 36.00 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0450-47500 63.00 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0510-47500 381.60 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0550-47500 39.60 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 001-0605-47500 216.00 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 014-0000-47500 36.00 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 017-0000-47500 10.80 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 018-0000-47500 46.80 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 019-1905-47500 163.95 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 019-1920-47500 72.00 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 019-1975-47500 31.95 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 020-0000-47500 7.20 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 023-0000-47500 5.40 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 024-0000-47500 43.59 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 030-0320-47500 53.03 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 030-0370-47500 53.03 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 061-0000-47500 204.00 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 067-0000-47500 1.80 2/5/2021 0 BlueCross BlueShield of Illinois 02/21 Life Insurance Premiums 078-0000-47500 21.27 2/5/2021 0 Bluefin Payment Systems 01/21 UB Webpayment Credit Card 061-0000-51000 453.25 2/5/2021 0 Bluefin Payment Systems 01/21 UB Webpayment Credit Card 067-0000-51000 226.62 2/5/2021 0 Bluefin Payment Systems 01/21 UB Webpayment Credit Card 061-0000-51000 2,569.94 2/5/2021 0 Bluefin Payment Systems 01/21 UB Webpayment Credit Card 067-0000-51000 1,284.97 2/5/2021 0 Merchant Transact 01/21 UB Webpayment Fees 061-0000-51000 596.15 2/5/2021 0 Merchant Transact 01/21 UB Webpayment Fees 067-0000-51000 298.08 2/5/2021 0 Wells Fargo Merchant Services 01/21 Credit Card Fees 001-0205-51000 125.93 2/5/2021 0 Wells Fargo Merchant Services 01/21 Credit Card Fees 061-0000-51000 251.88 2/5/2021 0 Wells Fargo Merchant Services 01/21 Credit Card Fees 067-0000-51000 125.94 2/5/2021 0 Wells Fargo Merchant Services 01/21 Credit Card Fees 019-1920-51000 17.78 2/5/2021 0 Wells Fargo Merchant Services 01/21 Credit Card Fees 001-0306-51000 33.76 2/5/2021 0 Wells Fargo Merchant Services 01/21 Credit Card Fees 001-0410-51000 33.75 2/5/2021 0 Wells Fargo Merchant Services 01/21 Credit Card Fees 019-1925-51000 5.00 2/5/2021 0 Wells Fargo Merchant Services 01/21 Credit Card Fees 001-0115-51000 116.97 2/5/2021 0 Wells Fargo Merchant Services 01/21 Credit Card Fees 019-1905-51000 5.00 Grand Total 837,269.54$ ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by Gug Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 21, 2021 AGENDA ITEM: Ordinance amendment to allow a Special Use to be revoked. SUMMARY RECOMMENDATION: The Planning and Zoning (P&Z) Commission held the required public hearing during their January 12, 2021 meeting. On a vote of 3 ayes (Members Johnson, Thomas and Uhlmann), zero nays and zero abstentions recommend approval of the ordinance amendment. The City Manager and Director of Community Development concur with the P&Z Commission’s recommendation. BACKGROUND: The process to obtain a Special Use approval includes a proposed business owner submitting an application that would be reviewed by the Development Review Committee, who would provide a recommendation to the Planning and Zoning Commission for a decision. The Planning and Zoning Commission would be able to approve the Special Use, approve the Special Use with additional conditions or deny the Special Use. Under the existing ordinance a Special Use may not be revoked. Currently, some remedies available if there are issues with a Special Use operation would be the following: •Section 152.018 D) 1) states the if a special use requires a building permit, the applicant shall have 3 months from the date a special use is granted to apply for the building permit or the special use shall expire and become null and void; or •Section 152.018 D) 2) states the if a special use does not require a building permit, any activity required to commence business operation must occur within 3 months from the date a special use is granted or the special use shall expire and become null and void; or •General offenses described in Chapter 130 of the Galesburg Code of Ordinances would be handled by the Police Department. This may include; carrying and the like of weapons, rude or disorderly conduct, loud noise, public intoxication, fighting, threatening, allowing disturbances, public obscenity; or •Nuisances as described in Chapter 94 of the Galesburg Code of Ordinances would be handled by the Community Development Department. This may include allowing a premise to become nauseous or offensive to persons in the vicinity, tall weeds, pests, debris/garage/trash, inoperable vehicles, dangerous and unsafe buildings. Depending upon the type of nuisance, the issue would either be handled by citing the owner for an ordinance violation that would result in a fine or abatement of the nuisance. •The Chronic Nuisance Property ordinance could require a business to close operation for certain periods of time if there are 2 or more occurrences of specified criminal activities in a 60 day period, 3 or more occurrences of specified criminal activities in a 365 day period, or 3 or more separate violations of the Debris, Garbage and Trash ordinance. Attached for Council’s review is a proposed ordinance amendment that would establish conditions by which a Special Use could be revoked and the procedures for the process. If the Special Use permit holder and landowner do not agree in writing that the Special Use may be revoked, then a public hearing shall be held before the Planning & Zoning Commission with their recommendation going to the City Council for their decision. BUDGET IMPACT: There would be no anticipated impact upon the budget if the ordinance amendment is approved. SUPPORTING DOCUMENTS: 1. Ordinance allowing a Special Use to be revoked 21-1001 Prepared by Gug Page 1 of 2 ORDINANCE NO. _________________ BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS, AS FOLLOWS: SECTION 1 That Section 152.018 of Chapter 152 of the Galesburg Code of Ordinances be, and the same hereby is amended, by adding thereto the following: (H) Revocation of Special Use permit. 1. A special use permit granted under the authority of this section is subject to revocation for any or all of the following reasons: a. Noncompliance with any applicable requirement as set forth in this section; b. Noncompliance with any special conditions imposed at the time of approval of the special use permit; c. Violation of any provisions of the Code of Ordinances pertaining to the use of the land, construction or uses of buildings or structure or activities conducted on the premises by the permit holder, agents of the permit holder, or tenants; d. Violation of any other applicable provisions of the Code of Ordinances or any state or federal law or regulation by the permit holder, agents of the permit holder, or tenants, provided that such violations relate to the conduct or activity authorized by the special use permit or the qualifications of such persons to engage in the permitted use; e. Revocation is necessary to preserve the public health, safety and welfare. 2. The procedure for revocation is as follows: a. Revocation proceedings may be initiated by the Community Development Director, the Planning and Zoning Commission or the City Council; b. Unless the permit holder and the landowner agree in writing that the permit may be revoked, the Planning and Zoning Commission shall hold a public hearing to consider and recommend the revocation of the special use permit to the City Council; c. Notice of publish hearing shall be published in the local newspaper not less than fifteen (15) days prior to the public hearing. The City shall also send a notice to the permit holder and landowner notice of the scheduled revocation hearing at least ten (10) days prior to the date scheduled for such hearing. d. The public hearing shall be conducted in accordance with rules of procedure established by the City Council. At the conclusion of the public hearing, the Planning and Zoning Commission shall forward a recommendation to the City Council to either affirm or deny revocation of the special use permit. The City Council shall take final action regarding the revocation of the special use permit within thirty (30) days of the recommendation of the Planning and Zoning Commission. e. No special use permit shall be revoked unless a majority of the City Council is satisfied by a preponderance of the evidence that grounds for revocation exist. Any motion for the revocation of a special use permit shall clearly state the grounds for revocation. Prepared by Gug Page 2 of 2 SECTION 2 All ordinances, or parts of ordinances, in conflict with this ordinance are, to the extent of such conflict, hereby repealed. SECTION 3 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 , 20 __ , by a roll call vote as follows: Roll Call #: Ayes: _________________________________________________________________________ ______________________________________________________________________________ Nays: _________________________________________________________________________ ______________________________________________________________________________ Absent: _______________________________________________________________________ ______________________________________________________________________________ ______________________________ John Pritchard, Mayor ATTEST: ____________________________ Kelli R. Bennewitz, City Clerk ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by Gug Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 21, 2021 AGENDA ITEM: Ordinance amendment for Public Library. SUMMARY RECOMMENDATION: The Planning and Zoning (P&Z) Commission held the required public hearing during their January 12, 2021 meeting. On a vote of 3 ayes (Members Johnson, Thomas and Uhlmann), zero nays and zero abstentions recommend approval of the ordinance amendment. The City Manager and Director of Community Development concur with the P&Z Commission’s recommendation. BACKGROUND: The current library is located within the Central Business (B3) zoning district. The existing ordinance allows a library as a permissive use in the B3 zoning district, with no definition of a library. The B3 zoning district does not require off-street parking and allows buildings to be up to 100 feet in height. The Galesburg Public Library has now finished purchasing all the lots they need to construct the new public library at a different location. The block in which they will be located is roughly bounded by West Main Street to the north, South Academy Street to the west, West Simmons Street to the south and South West Street to the east. This area is zoned General Business (B2). Attached for Council’s review is a proposed ordinance amendment that would define a Public Library, allow it as a permissive use within the B2, B3 and M2 zoning districts, provide for parking provisions and also allow a public library to be up to 75 feet in height. The attached ordinance is proposing to require 1.5 parking spaces per 1,000 square feet of gross floor area. The proposed library is approximately 66,130 square feet. The proposed ordinance would require them to provide 99 spaces. At 99 spaces, the 2018 Illinois Accessibility Code would require at least 4 of those spaces to be accessible. The proposed library will have somewhere between 100 and 120 parking spaces. The height of the proposed library is approximately 61 feet. BUDGET IMPACT: There would be no anticipated impact upon the budget if the ordinance amendment is approved. SUPPORTING DOCUMENTS: 1.Aerial – general location of proposed Public Library 2. Public Library Ordinance 21-1002 NWestStNAcademyStSWestStSAcademySt150 SWestStSAcademyStWSimmonsSt NCedarStSCedarSt150 SCedarStWSimmonsSt W MAIN ST S ACADEMY STW SIMMONS STN ACADEMYSTN WEST STN CEDAR STS WEST STS CEDAR STCROSS ST £¤150£¤150 9910380008 341 W MAIN ST 99103840019910384002279 W MAIN ST9910384005 223 W MAIN ST 9910384007 9910454003 9910454006 56 N CEDAR ST 9910454008185 W MAIN ST9910454020 149 W MAIN ST 9910457004 29 PUBLIC SQUARE99105010019910501002 9915126001 64 S ACADEMY ST 991512700999151270109915127012 176 S ACADEMY ST 9915129015 74 S WEST ST 9915129021 211 W SIMMONS ST 9915129022 9915129023 240 W MAIN ST 9915130001 255 W TOMPKINS ST 9915201004162 W MAIN ST9915201009106 WMAIN ST9915201015 121 W SIMMONS ST9915201016152 W MAIN ST9915201017170 W MAIN ST9915201018 124 W MAIN ST 9915202018 25 S CEDAR ST 9915202021 91 W SIMMONS ST991520202246 PUBLICSQUARE9915204010 144 W SIMMONS ST 9915204014163 WTOMPKINS ST9915204016147 WTOMPKINS ST9915204018 9915204019 9915204020 99152040219915204026 151 S WEST ST 9915204027 148 W SIMMONS ST 9915204029 9915205001 150 S BROAD ST 9915205002 55 W TOMPKINS ST ÀB-2 ÀB-1 ÀB-3 ÀB-1 ÀI ÀR-3A ÀM-1 ÀR-2 ÀI Sources: Esri, HERE, Garmin, FAO, NOAA, USGS, © OpenStreetMap contributors, and the GIS User Community January 13, 2021 / Cadastral City of Galesburg Proposed Library location 100 0 100 200 30050 Feet Proposed Public Library location Community Development Department CITY OF GALESBURG Operating Under Council-Manager Government Since 1957 Prepared by Gug Page 1 of 2 ORDINANCE NO. _________________ BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS, AS FOLLOWS: SECTION 1 That Section 152.005 of Chapter 152 of the Galesburg Code of Ordinances be, and the same hereby is amended, by inserting therein the following definition in alphabetical order: PUBLIC LIBRARY. A public, nonprofit facility in which literary, musical, artistic, or reference materials such as but not limited to books, manuscripts, computers, recordings, or films are kept for the public use and purpose of study, reference and recreation by or loaning to patrons of the facility, but are not normally offered for sale. SECTION 2 That Section 152.076 (B) of Chapter 152 of the Galesburg Code of Ordinances be, and the same hereby is amended, by adding thereto the following in alphabetical order: Public Library; SECTION 3 That Section 152.077 (B) (68) of Chapter 152 of the Galesburg Code of Ordinances be, and the same hereby is amended, so that as amended, it shall read as follows: (68) Public Library; SECTION 4 That Section 152.030 (A) of Chapter 152 of the Galesburg Code of Ordinances be, and the same hereby is amended, by adding thereto the following: (6) A Public Library in the B2 District may be up to 75 feet. SECTION 5 That Table 152.155 (B) (2) of Chapter 152 of the Galesburg Code of Ordinances be, and the same hereby is amended, by adding thereto the following under Commercial Uses in alphabetical order: Public Library 1.5 parking spaces per 1,000 SF of GFA 1 loading space per 100,000 SF of GFA SECTION 6 All ordinances, or parts of ordinances, in conflict with this ordinance are, to the extent of such conflict, hereby repealed. SECTION 7 This ordinance shall be in full force and effect from and after its passage, approval and publication as provided by law. Prepared by Gug Page 2 of 2 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 _________________________________________________________________________________________________________________________________________________________________________________________ Page 1 of 7 TRAFFIC ADVISORY COMMITTEE FEBRUARY 2021 REPORT MISSION: To provide technical recommendations for policy decisions by the City Council in order to create safe, efficient, serviceable streets for residents, visitors, and public safety operation. 21-04> Request to install stop signs on Harrison at the intersection of Dayton St. and Harrison St. (Ward 1, Ald. Hix) • A request was made by a resident to install stop signs on Harrison St. at Dayton St. The request stated that speeding was an issue on Harrison St. and they would like stop signs installed in order to slow traffic down. • Currently, traffic is required to yield on Dayton St. with Harrison St. being the through street. • MUTCD does not recommend the use of stop signs as a method to control speeding. The intersection does not meet the traffic volume or other warrants for installation of stop signs at this intersection. • The committee does not recommend adding stop signs citing the MUTCD guidance. Additional police enforcement will take place in the area. LOCATION MAP Recommendation: No change. Increased police enforcement. _________________________________________________________________________________________________________________________________________________________________________________________ Page 2 of 7 21-05> Request to address speeding concerns on Windish and Veterans Drive (Ward 1, Ald. Hix) • A request was made by a resident to address speeding concerns around Windish Drive and Veterans Drive. The resident has noticed an increase in traffic in the area with the development to the north. They suspect that vehicles are using these streets instead of N. Seminary to travel to the retail stores to the north. • Windish and Veterans Dr. are 30’ wide with no parking on either side of the street. The area is not residential in nature, but it has previously been noted that is used by pedestrians for walking and cycling. • The speed limit on both streets is 30 mph. There are no speed limit signs posted on either street. • The committee discussed that speed limit signage is needed to increase awareness of the posted speed limit. Speed data will also be collected to determine if speeding is an issue and if further changes may be needed. LOCATION MAP Recommendation: Add speed limit signage and collect speed data. _________________________________________________________________________________________________________________________________________________________________________________________ Page 3 of 7 21-06> Request to install a 4-way stop at the intersection of Veterans Drive and Carl Sandburg Drive. (Ward 1, Ald. Hix) • A request was made to make the intersection of Veterans Drive and Carl Sandburg Drive a 4-way stop. Currently, it is a two-way stop with traffic stopped on Veterans Drive and Carl Sandburg Drive the through street. • This request was brought to TAC in 2016 and 2019. Crash reports were reviewed in 2016 and there were 5 crashes in a 36-month period from July 2013 to July 2016. From 2016 to 2019 there were 4 total crashes at the intersection with no reported injuries. This did not meet the MUTCD warrant for a multi-way stop for “five or more reported crashes in a 12-month period that are susceptible to correction by a multi-way stop installation.” It was recommended that further study involving updated crash reports and traffic counts be revisited in the future as that area continues to develop. • With the recent request to study the intersection, up-to-date crash reports were requested, and no crashes have occurred since they were last requested in 2019. • There is additional guidance from the MUTCD that warrants a multi-way stop if certain traffic volume requirements are met. They are as follows: o The vehicular volume entering the intersection from the major street approaches (total of both approaches) averages at least 300 vehicles per hour for any 8 hours of an average day; and o The combined vehicular, pedestrian, and bicycle volume entering the intersection from the minor street approaches (total of both approaches) averages at least 200 units per hour for the same 8 hours, with an average delay to minor-street vehicular traffic of at least 30 seconds per vehicle during the highest hour. • The committee discussed that there does not appear to be a crash problem and that in general the crashes that have occurred have been minor. Therefore, unless the volume of traffic warrants adding stop signs, no change should be made. It was decided that updated traffic counts would be collected later in the Spring and reviewed to see if traffic flow is an issue at the intersection. _________________________________________________________________________________________________________________________________________________________________________________________ Page 4 of 7 LOCATION MAP Recommendation: No change. Collect traffic counts in the spring. _________________________________________________________________________________________________________________________________________________________________________________________ Page 5 of 7 21-07> Request to install a “library patrons only” sign in Downtown Parking Lot L (Ward 4, Ald. Andersen) • A request was made to install a “library patrons only” sign in Parking Lot L. The request stated that people not visiting the library may be taking up needed space in the lot for library patrons. • In 2006, twenty 1-hour parking spaces were designated in the lot. This was done at the libraries request as a measure to free up parking in the lot. These spots were increased to 2 hours at the libraries request in 2007. The twenty spaces restricted to two-hour parking represent slightly less than half of the total parking in the lot. • The committee felt that there was sufficient short-term parking in the lot to ensure that spots are not being taken up by for long periods of time by people not visiting the library. Also, it is planned for the library to be moving locations soon. Therefore, no change is recommended. LOCATION MAP Recommendation: No change _________________________________________________________________________________________________________________________________________________________________________________________ Page 6 of 7 21-08> Request to install a “no parking here to corner” sign on west side Kellogg St. north of the intersection with Dudley St. (Ward 7, Ald. Cox) • A request was made to install a “no parking here to corner sign” identifying the parking restriction on Kellogg St. near the intersection with Dudley. The request stated that a truck and trailer often park on the corner blocking the sidewalk and also restricting the site distance for traffic on Dudley pulling out onto Kellogg. • Currently, parking is allowed on both sides of Kellogg St. in this location. However, City ordinances restrict all parking within 20 feet of the edge of an intersection. This standard parking restriction near an intersection is often not signed unless the parking restriction has been changed or increase by ordinance. • The committee discussed that in addition to violating the ordinance of parking too close to the intersection, there are several other ordinances that may be applicable. They include parking a commercial vehicle in a residential area and parking trailers on the street. It was agreed that this is a code enforcement issue and the police department will address any violations that may be occurring. LOCATION MAP Recommendation: Enforce existing ordinances _________________________________________________________________________________________________________________________________________________________________________________________ Page 7 of 7 21-09> Request to install Accessible Pedestrian Signals (APS) at the signalized intersection at Broad St. and Losey St. (Ward 5, Ald. Schwartzman) • A request was made by a resident to install Accessible Pedestrian Signals at the intersection of Broad St. and Losey St. • This is a signalized intersection and currently does not have pedestrian signal heads. The resident indicated that they have a visual impairment and the installation of APS would assist them in crossing the intersection safely. • Accessible Pedestrian Signals use non-visual formats such as audible tones or vibration to communicate WALK and DON’T WALK intervals to pedestrians who are blind or have low vision. • The committee is in favor of the idea but would like to review more information on APS. Items that need further discussion are cost, whether they are warranted, and what type of APS would be installed. More information will be collected on this item and reviewed at a future meeting. LOCATION MAP Recommendation: Further study ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: WC Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG FEBRUARY 15, 2021 AGENDA ITEM: Professional Service Agreement with Dewberry Engineers Inc. to conduct Phase 2 and 3 of a Risk and Resilience Assessment study and Emergency Response Plan for the Water Division. SUMMARY RECOMMENDATION: The City Manager, Director of Public Works, and Water Superintendent recommend approval of the Professional Service Agreement with Dewberry Engineers Inc. from Peoria IL for a lump sum amount of $ 50,000.00. BACKGROUND: The America’s Water Infrastructure Act (AWIA) of 2018, which has been signed into law, requires all water systems serving more than 3,300 people to develop a Risk and Resilience Assessment that considers the risks to the water system from malevolent acts and natural hazards. The law also requires an Emergency Response Plan for the water system to be developed based on the results of the completed Risk and Resilience Assessment. The City of Galesburg is required to have a completed Risk and Resilience Assessment plan completed by June 30, 2021 and an Emergency Response Plan by December 30, 2021. On October 5, 2020, the City Council approved a Phase 1 agreement with Dewberry Engineers to perform this work. The Phase 1 work is nearly complete, and they are ready to move into Phase 2 to complete the Risk and Resilience Assessment Study by the deadline listed above. Once Phase 2 is complete, they will move into Phase 3 and complete the Emergency Response Plan by its deadline of December 30, 2021. Each phase is broken down into the same number of manhours and are for a lump sum amount of $25,000 for each Phase. The first Phase included evaluating the assets/threats characterization and consequences/threat analysis for both the Oquawka Site and the Galesburg Site for malevolent acts and natural hazards. Phase 2 will include a Cyber Security Assessment conducted by a subcontractor iParametrics that will use the AWWA Cybersecurity Toolkit and report on any vulnerabilities. Dewberry will analyze the vulnerabilities and the effectiveness of the existing countermeasures and complete the Final risk and Resilience Management Plan that is required by June 30, 2021. Phase 3 will include developing an Emergency Response Plan and Cyber Security Incident Response Plan. This plan will be a reference for the City to utilize when an emergency arises in the future and will define set procedures to follow for specified emergencies including natural hazards as well as cybersecurity. BUDGET IMPACT: Sufficient funds were budgeted in Fund 61 (Water Fund), Line item 51000 for this work. SUPPORTING DOCUMENTS: 1.Professional Services Agreement 21-4017 Short Form Contract | Dewberry – City of Galesburg Short Form Contract | 1 of 2 RETURN TO:Dewberry Engineers Inc. 401 SW Water Street, Suite 701 Peoria, IL 61602-1530 CLIENT:City of Galesburg 55 W. Tompkins Street Galesburg, IL 61402 PROJECT INFORMATION Name: City of Galesburg – AWIA Risk & Resilience Assessment and Emergency Response Plan - Phase 2 and 3 Dewberry Job #: 50132566 Dewberry PM: Dewberry BU: 2786 Contract Effective Date: Contract Expiration: Client Number: A. Project Understanding With the advent of formal standards and best practices for assessing and managing risk and resilience at water facilities, it is becoming critical for utilities to undertake the formal process of risk and resilience management. The America’s Water Infrastructure Act (AWIA) of 2018 has been signed into law, with a requirement specifically for water systems to perform risk and resilience assessments. The initial phase of the Risk and Resilience Assessment included determination of threat-asset pairs and field visit) was completed in 2020. This phase of the process will include executing the remainder of the J-100 methodology, performing vulnerability analysis and cyber assessments, and completing the Emergency Response Plan. B. Method of Payment and Contract Amount Dewberry Engineers Inc. proposes to provide the professional services as defined at the stipulated lump sum fee of $50,000, in accordance with the terms as included in the Attachments to this Agreement. The lump sum amount includes reimbursable expenses for travel, reproduction and delivery. The standard billing rate schedule (Attachment A, dated 8/1/2020) are attached hereto and made a part of this Agreement. C. Terms and Conditions The standard terms and conditions (Attachment B Standard Terms and Conditions, dated 10/2020) for Dewberry’s Services are attached hereto and made a part of this Agreement. D. Description of Services See Attachment “C” for Scope of Services associated with this proposal. Services covered by this Agreement will be performed in accordance with the Attachments referenced above. This Agreement may only be changed by written amendment executed by both parties. Dewberry will not be required to render services until this Agreement is signed, returned and the applicable retainer, if appropriate, is paid in full. Dewberry is an equal opportunity employer and, as such, complies with Section 202 of Executive Order 11246 as amended. | Dewberry – City of Galesburg Short Form Contract | 2 of 2 Authorized Signatures DEWBERRY CLIENT Date:Date: Michael Breitbach, Associate John Pritchard, Mayor City of Galesburg Print exact company or firm name Exact name of Dewberry entity: Dewberry Entity name 55 W. Tompkins Street Galesburg, IL 61402 Billing address 1/25/2021 Dewberry Hourly Rates Principal $299.00 Architect I,II,III $92.00, $105.00, $120.00 Architect IV,V,VI $140.00, $155.00, $175.00 Architect VII,VIII,IX $195.00, $210.00, $230.00 Interior Designer I,II,III,IV $85.00, $100.00, $120.00, $150.00 Engineer I,II,III $110.00, $120.00, $135.00 Engineer IV,V,VI $150.00, $170.00, $200.00 Engineer VII,VIII,IX $220.00, $235.00, $250.00 Professional I, II, III $95.00, $115.00, $135.00 Professional IV, V,VI $155.00, $170.00, $185.00 Professional VII, VIII, IX $200.00, $225.00, $240.00 Geographer/GIS I,II,III $85.00, $95.00, $110.00 Geographer/GIS IV,V,VI $125.00, $140.00, $155.00 Geographer/GIS VII,VIII,IX $185.00, $205.00, $235.00 Designer I,II,III $100.00, $120.00, $140.00 Designer IV,V,VI $155.00, $175.00, $200.00 CADD Technician I,II,III,IV $75.00, $90.00, $105.00, $125.00 Surveyor I,II,III $60.00, $75.00, $90.00 Surveyor IV,V,VI $105.00, $115.00, $130.00 Surveyor VII,VIII,IX $150.00, $170.00, $195.00 Technical I,II,III $80.00, $95.00, $110.00 Technical IV, V, VI $120.00, $130.00, $150.00 Construction Professional I,II,III $120.00, $145.00, $165.00 Construction Professional IV,V,VI $185.00, $210.00, $235.00 Inspector I,II,III $80.00, $105.00, $125.00 Inspector IV,V,VI $140.00, $155.00, $170.00 Admin Professional I,II,III.IV $70.00, $90.00, $110.00, $145.00 Non-Labor Direct Costs Cost + 15% ** Company Confidential and Proprietary Standard Hourly Billing Rate Schedule Revised 8.1.2020 | Subject to Revision | Standard Hourly Billing Rate Schedule | Attachment A | 1 Professional Technical Construction Administration Attachment B | Rev. 10.2020 | Page 1 ATTACHMENT B STANDARD TERMS AND CONDITIONS These Standard Terms and Conditions (“STCs”) are incorporated by reference into the foregoing agreement or proposal, along with any future modifications or amendments thereto made in accordance with Paragraph 23 below (the "Agreement") between Dewberry (“we" or “us” or “our”) and its client (“you" or “your”) for the performance of services as defined in our proposal ("Services"). These STCs are fully binding upon you, just as if they were fully set forth in the body of the Agreement, and shall supersede any term or provision elsewhere in the Agreement in conflict with these STCs. 1. Period of Offer. Unless we decide, in writing, to extend the period for acceptance by you of our proposal, you have 90 days from our proposal date to accept our proposal. We have the right to withdraw the proposal at any time before you accept. Delivery of a signed proposal—whether original or copy—to us constitutes your acceptance of the proposal, including attachments expressly incorporated into the proposal by reference. The proposal and incorporated attachments shall constitute the entire Agreement between you and us. If you request us to render Services before you deliver a signed proposal to us, and we render Services in accordance with the proposal, you agree that the proposal and these STCs constitute the Agreement between you and us even if you fail to return a signed proposal to us. 2. Scope of Services. For the fee set forth in the Agreement, you agree that we shall only be obligated to render the Services expressly described in the Agreement. Our Services shall not be construed as providing legal, accounting, or insurance services. Unless the Agreement expressly requires, in no event do we have any obligation or responsibility for: a. The correctness or completeness of any document which was prepared by another entity. b. The correctness or completeness of any drawing prepared by us, unless it was properly signed and sealed by a registered professional on our behalf. c. Favorable or timely comment or action by any governmental entity on the submission of any construction documents, land use or feasibility studies, appeals, petitions for exceptions or waivers, or other requests or documents of any nature whatsoever. d. Taking into account off-site circumstances other than those clearly visible and actually known to us from on-site work. e. The actual location (or characteristics) of any portion of a utility which is not entirely visible from the surface. f. Site safety or construction quality, means, methods, or sequences. g. The correctness of any geotechnical services performed by others, whether or not performed as our subcontractor. h. The accuracy of earth work estimates and quantity take-offs, or the balance of earthwork cut and fill. i. The accuracy of any opinions of construction cost, financial analyses, economic feasibility projections or schedules for the Project. Should shop drawing review be incorporated into the Services, we shall pass on the shop drawings with reasonable promptness. Our review of shop drawings will be general, for conformance with the design concept of the Project to which this Agreement relates (“Project”) and compliance with the information given in the construction documents, and will not include quantities, detailed dimensions, nor adjustments of dimensions to actual field conditions. Our review shall not be construed as permitting any departure from contract requirements nor as relieving your contractor of the sole and final responsibility for any error in details, dimensions or otherwise that may exist. 3. Your Oral Decisions. You, or any of your directors, officers, partners, members, managers, employees or agents having apparent authority from you, may orally: (a) make decisions relating to Services or the Agreement; (b) request a change in the scope of Services under the Agreement; or (c) request us to render additional Services under the Agreement, subject to our right to require you to submit the request in writing before your decision or request shall be considered to have been effectively made. You may, at any time, limit the authority of any or all persons to act orally on your behalf under this Paragraph 3, by giving us seven 7 days advance written notice. 4. Proprietary Rights. The drawings, specifications and other documents prepared by us under this Agreement are instruments of our service for use solely for the Project and, unless otherwise provided, we shall be deemed the author of these documents and shall retain all common law, statutory, and other reserved rights, including the copyright and rights to any Dewberry trademarks. Upon payment in full for our Services, you shall be permitted to retain copies, including reproducible copies of our instruments of service for information and reference for the Project. Our instruments of service shall not be used by you or others on other projects for any reason or for completion or modification of this Project by other professionals, unless you enter into a written agreement with us allowing for such use. Submission or distribution of documents to meet official regulatory requirements or for similar purposes in connection with the Project is not to be construed as publication inconsistent with our reserved rights. You shall defend, indemnify and hold us harmless, and release us, from any and all liability, loss, damages, claims and demands for loss, damages, property damages or bodily injury, arising out of any use (including, without limitation, the means or media of transfer, possession, use, or alteration) of our instruments of service by (i) you, if such use is inconsistent with our reserved rights or this Paragraph 4, or (ii) any third party, regardless of the manner of use, if such third party received our instruments of service directly or indirectly from you (including if we or others have transmitted such instruments of service to the third party at your request or direction, for your benefit, or, and without limiting the foregoing, pursuant to a contractual obligation that is directly or indirectly derived (or flowed down) from a contract to which you have privity). 5. Fees and Compensation. If you request us to render services not specifically described in the Agreement, or, if we or anyone in our employ, is called upon to be deposed or to testify in a matter in which we are not a named party, that relates to the Project, you agree to compensate us for such services in accordance with the hourly rates as set forth on Attachment A of this Agreement or in any subsequently effective schedule, unless otherwise agreed in writing. If no compensation rate is set forth on Attachment A, or through written agreement between you and us, we shall be compensated for such services at our then current hourly rates. We may unilaterally increase our lump sum or unit billing rates on each anniversary of your acceptance of this Agreement by as much as five percent or the percentage increase in the CPI-W (U.S. Department of Labor Consumer Price Index- Washington), whichever is greater. Hourly rates are subject to periodic revision at our discretion. 6. Period of Service. The provisions of this Agreement and the compensation provided for under the Agreement have been established in anticipation of the orderly and continuous progress of the Project. Our obligation to render the Services will extend only for that period which may reasonably be required to complete the Services in an orderly and continuous manner, and we may then, at our sole option, terminate the Agreement. 7. Reimbursable Expenses. Unless the Agreement otherwise provides, you shall reimburse us, or our affiliates, for all expenses we incur to render the Services for you under this Agreement, plus fifteen percent. We may submit invoices for reimbursable expenses separately from invoices for Services. 8. Payment Terms. We may submit invoices at any time to you for Services and for reimbursable expenses incurred. Invoices are payable within 30 days of the invoice date, and you agree to pay a finance charge of 1½% per month on any unpaid balance not received by us within 30 days of the invoice date. If you require payment via credit card, Dewberry will assess a 3% processing fee on the total amount invoiced. Invoices may be based either upon our estimate of the proportion of the total Services actually completed at the time of billing for lump sum or fixed fee services, or in the case of hourly services, upon rendering of the Services. If any invoice is not paid within 30 days of the invoice date, we shall have the right either to suspend the performance of our Services until all invoices more than 30 days past due are fully paid or to terminate the agreement and to initiate proceedings to recover amounts owed by you. Additionally, we shall have the right to withhold from you the possession or use of any drawings or documents prepared by us for you under this or any other agreement with you until all delinquent invoices are paid in full. You shall not offset payments of our invoices by any amounts due or claimed to be due for any reason. If you do not give us written notice disputing an invoice within 20 days of the invoice date, the invoice shall conclusively be deemed correct. All payments made by you should specify the invoice numbers being paid. If we receive payments that do not specify the invoices being paid, you agree that we may apply payments in our sole discretion. Time is of the essence of your payment obligations; and your failure to make full and timely payment shall be deemed a material breach. 9. Information from You and Public Sources. You shall furnish us all plans, drawings, surveys, deeds and other documents in your possession, or that come into your possession, which may be related to the Services, and shall inform us in writing about all special criteria or requirements related to the Services (together, "Information"). We may obtain deeds, plats, maps and any other information filed with or published by any governmental or quasi-governmental entity (together, "Public Information"). Unless we are engaged in writing as an additional service to independently verify such, we may rely upon Information and Public Information in rendering Services. We shall not be responsible for errors or omissions or additional costs arising out of our reliance on Information or Public Information. You agree to give prompt notice to us of any development or occurrence that affects the scope or timing of Services, or any defect in the final work submitted by us, or errors or omissions of others as they are discovered. We shall not be responsible for any adverse consequence arising in whole or in part from your failure to provide accurate or timely information, approvals and decisions, as required for the orderly progress of the Services. 10. Plan Processing. We may submit plans and related, or other, documents to public agencies for approval. However, it may be necessary, in order to serve your interests and needs, for us to perform special processing, such as attending meetings and conferences with different agencies, hand carrying plans or other documents from agency to agency, and other special services. These special services are not included in the basic fee and shall be performed as additional services on an hourly fee basis in accordance Paragraph 5 above. Attachment B | Rev. 10.2020 | Page 2 11. Meetings and Conferences. To the extent the Agreement provides, we will attend meetings and conferences that you, or your representatives, reasonably require. Furthermore, we will meet on an as-needed basis with public agencies that might be involved in the Project. Because we cannot forecast the scope and nature of these meetings and conferences, we will perform meeting and conference services on an hourly fee basis in accordance with our applicable hourly rate schedule. 12. Your Claims. You release us from, and waive, all claims of any nature for any and all errors or omissions by us related to our performance under this Agreement, or in the performance of any supplementary services related to this Agreement, unless you have strictly complied with all of the following procedures for asserting a claim, as to which procedures time is of the essence: a. You shall give us written notice within 10 days of the date that you discover, or should, in the exercise of ordinary care, have discovered that you have, or may have, a claim against us. If you fail to give us written notice within such 10 days, then such claim shall forever be barred and extinguished. b. If we accept the claim, we shall have a reasonable time to cure any error or omission and any damage. This shall be your sole remedy, and you must not have caused the error or omission, or any damage resulting from the error or omission, to be cured, if we are ready, willing and able to do so. c. If we reject the claim, we shall give you written notice of our rejection within 30 days of our receipt of your notice of claim. You shall then have 60 days to give us an opinion from a recognized expert in the appropriate discipline, corroborating your claim that we committed an error or omission, and establishing that the error or omission arose from our failure to use the degree of care ordinarily used by professionals in that discipline in the jurisdiction local to the Project. If you fail to give us such an opinion from a recognized expert within 60 days from the date we send you notice of our rejection of the claim, then such claim shall forever be barred and extinguished. d. We shall have 60 days from receipt of your expert’s written opinion to reevaluate any claim asserted by you. If we again reject such claim, or if the 60-day period from receipt of the written opinion of your expert elapses without action by us, then you may have recourse to such other remedies as may be provided under this Agreement. 13. Hazardous or Toxic Wastes or Substances, Pollution or Contamination. You acknowledge that Services rendered under this Agreement may be affected by hazardous or toxic wastes or substances, or pollution or contamination due to the presence of hazardous or toxic wastes or substances. To induce us to enter into this Agreement, you agree to indemnify, defend and hold us harmless from and against any and all liability, loss, damages, claims and demands for loss, damages, property damages or bodily injury, that relate, in any way, to both (a) hazardous or toxic wastes or substances, or pollution or contamination due to the presence of hazardous or toxic wastes or substances, and (b) the performance by us of our obligations under the Agreement, whether or not such performance by us is claimed to have been, or was, or may have been, negligent. Unless otherwise expressly set forth in this Agreement, we shall have no responsibility for searching for, or identifying, any hazardous or toxic wastes or substances, or pollution or contamination due to the presence of hazardous or toxic wastes or substances; but if we discover or suspect the presence of any such wastes, substances, pollution or contamination due to the presence of hazardous or toxic wastes or substances, then we, in our sole discretion, and at any time, may stop work under, or terminate, this Agreement, in which event we will have no further liability to you for performance under this Agreement, and you shall make the payments to us required by Paragraph 14 of the STCs. 14. Termination. Either party may terminate the Agreement if the other party materially breaches the Agreement and does not cure the breach within 7 days after receiving notice of the breach from the non-breaching party. You shall immediately pay us for our Services rendered and expenses incurred through the termination date, including fees and expenses that we incur as a result of the termination. 15. Payment of Other Professionals. If this Agreement includes continuation of services begun by other architects, engineers, planners, surveyors, or other professionals, we may suspend our Services until you make arrangements satisfactory to such other professionals for payment. If satisfactory arrangements have not been made within a time determined by us to be reasonable, then we may in our sole discretion terminate this Agreement. 16. Assignment and Third-Party Beneficiaries. Neither party shall assign or transfer any rights, interests or claims arising under this Agreement without the written consent of the other, provided, however, that we are permitted to (i) employ independent consultants, associates, and subcontractors as we may deem necessary to render the Services, (ii) assign our right to receive compensation under this Agreement, and (iii) transfer the Agreement to an affiliate of ours, in our sole discretion, with written notice to you (an affiliate for purposes of this Paragraph 16 is defined as any other business entity that directly or indirectly, through one or more intermediaries, controls, is controlled by, or is under common control with, us). This Agreement does not confer any benefit or right upon any person or entity other than the parties, except that our partners, members, managers, directors, officers, employees, agents and subcontractors shall have and be entitled to the protection afforded us under Paragraphs 9, 12, 13, 16, 20 and 22 of this Agreement. 17. Applicable Law and Forum Selection. The Commonwealth of Virginia’s laws shall govern this Agreement in all respects, including matters of construction, validity, and performance. Except as provided in Paragraph 18, the parties agree that the courts of Fairfax County, Virginia, and the Federal District Court, Eastern District of Virginia, Alexandria Division, (together, “Courts”) shall have exclusive jurisdiction over any controversy, including matters of construction, validity, and performance, arising out of this Agreement. The parties consent to the jurisdiction of the Courts and waive any objection either party might otherwise be entitled to assert regarding jurisdiction. The parties irrevocably waive all right to trial by jury in any action, proceeding, or counterclaim arising out of or related to this Agreement. 18. Arbitration of Our Claims for Compensation. Instead of proceeding in court, we, in our sole and absolute discretion, may submit any claim for compensation due us under this Agreement to arbitration in Fairfax County, Virginia in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association, and judgment upon the arbitration award may be entered in any court having jurisdiction. You agree not to assert any counterclaim or any defense by way of set-off in such arbitration, and that the arbitrator or panel shall have no authority to consider, or to render, an award based upon any such counterclaim or defense by way of set-off. We shall have the right to withdraw our demand for arbitration at any time before the arbitration hearing starts by giving written notice to the arbitrator or panel and you; and upon the giving of such notice by us, the arbitration shall terminate, no award shall be rendered, and we may then pursue our remedies in accordance with Paragraph 17 above. 19. Severability. If any part, term, or provision of this Agreement is held to be illegal or unenforceable, the validity and enforceability of the remaining parts, terms, and provisions of this Agreement shall not be affected, and each party’s rights shall be construed and enforced as if the Agreement did not contain the illegal or unenforceable part, term, or provision. 20. Limitations on Liability. In recognition of the relative risks and benefits of the Project to you and us, you agree, that our liability for any loss, damages, property damages or bodily injury of or to you caused in whole or in part by us in the performance of this Agreement or any supplementary services in any way related to this Agreement, shall be limited in the aggregate to the amount of fees that you have paid to us for the Services. The parties intend that the foregoing limitation on liability shall apply to all claims, whether sounding in tort, contract, warranty, or otherwise. You release, waive, and shall not seek contribution from, or indemnification by, us for any claims of any nature made against you by any other person who may suffer any loss, damages, property damages or bodily injury in any manner associated with our services, or any supplementary services in any way related to this Agreement. Notwithstanding anything to the contrary elsewhere in the Agreement, we shall not be liable to you, in any event or for any amount, for delays; or for consequential, special or incidental damages; or for punitive or exemplary damages; or for the cost to add an item or component that we omitted from the instruments of service due to our negligence, to the extent that item or component would have otherwise been necessary, or adds value or betterment, to the Project. Should you find the terms of this Paragraph 20 unacceptable, we are prepared to negotiate a modification in consideration of an equitable surcharge to pay our additional insurance premiums and risk. 21. Payment of Attorney's Fees. The losing party shall pay the winning party's reasonable attorney's fees and expenses for the prosecution or defense of any cause of action, claim or demand arising under this Agreement in any court or in arbitration. 22. Indemnification. You agree to indemnify, defend and hold us harmless from and against any and all liability, loss, damages, claims and demands for loss, damages, property damages or bodily injury, arising out of acts or omissions by you, or your contractor, subcontractor or other independent company or consultant employed by you to work on the Project, or their respective partners, members, managers, directors, officers, employees, agents or assigns; or arising out of any other operation, no matter by whom committed or omitted, for and on behalf of you, or such contractor, subcontractor or other independent company or consultant, whether or not due in part to errors or omissions by us in the performance of this Agreement, or in the performance of any supplementary service in any way related to this Agreement, provided that you are not required to indemnify and hold us harmless under this Paragraph 22 in the event of our sole negligence. 23. Integration Clause. The Agreement represents the entire agreement of the parties. No prior representations, statements, or inducements made by either us, you, or the respective agents of either, that is not contained in the Agreement shall enlarge, modify, alter, or otherwise vary the written terms of the Agreement unless they are made in writing and made a part of the Agreement by attachment, incorporated by reference in the Agreement or signed or initialed on behalf of both parties. 24. Notice. Any notices issued to us shall be sent to our project manager with a copy sent via email to Notices@dewberry.com or mailed to 8401 Arlington Blvd, Fairfax VA 220131, Attn: Legal Department. Page 1 of 4 ATTACHMENT C SCOPE OF SERVICES – PHASE II AND III Phase II – Vulnerability Analysis, Cyber Security Assessment and Risk and Resilience Reporting 1. Cyber Security Assessment for Operational and Information Technology. Throughout the process, cyber security will be reviewed and given adequate attention to evaluate the risk and provide recommendation of the resiliency as it pertains to the water utility specifically. A direct look at the water system holistically and the processes and equipment in place to protect against threats (intentional or accidental) is also proposed as parallel task within Phase 2 utilizing our subcontractor iParametrics. iParametrics will use the AWWA Cybersecurity Toolkit assessment and report on vulnerabilities 2. Draft Risk and Resilience Analysis with Review Meeting a. Dewberry will analyze the vulnerabilities and the effectiveness of existing countermeasures and develop the baseline or draft risk and resilience analysis through spreadsheet reporting as well as VSAT. This generally equates to step six of the J-100 standard. b. Draft Baseline Risk and Resilience Analysis: Dewberry will combine the results of the prior five steps into a draft baseline/risk and resilience analysis, through VSAT, that incorporates the values developed for the consequence analysis, the threat analysis, and vulnerability analysis relative to each asset-threat pair identified in steps 1 and 2 above. This establishes the existing level of monetary risk and resilience for each of the asset- threat pairs. c. Dewberry will schedule a review meeting with City to discuss the baseline assessment and inputs to the Management Plan. Upon approval from City of the Risk and Resilience Baseline Analysis the certification can be submitted to EPA when desired. Dewberry will assist the City with submittal of the certification to EPA, no later than June 30, 2021. The City may choose to submit earlier as the assessment is completed. 3. Draft Risk and Resilience Management Plan a. Dewberry will deliver the draft risk and resilience management plan. We anticipate the City will review and provide comments or questions, as appropriate, for discussion via teleconference. Our team will also provide discussion of possible risk reduction and resilience improvement methods, or proposed countermeasures, that will be incorporated into the risk and resilience management plan, improvements that either 1) mitigate/ reduce consequences, 2) reduce the likelihood of damage, i.e., address asset vulnerabilities, or 3) reduce the likelihood of the threat. Taken as a group together, these improvements will be applied to the previously approved baseline analysis to come up with a level of monetary risk reduction and resilience improvement for each asset-threat pair, and therefore a proposed, reduced level of risk. City of Galesburg January 25, 2021 Page 2 of 4 b. The agreed comment resolutions incorporated and the direction on risk reduction and resilience improvement methods established, Dewberry will update the draft baseline risk and resilience analysis if needed and incorporate it into a draft management plan, using VSAT generated standard reports as backup. The improvements in this plan will be grouped together and organized, along with a planning level cost to implement, then prioritized based on approximate risk reduction benefit versus cost. 4. Final Risk and Resilience Management Plan a. Final Risk and Resilience Management Plan: The Final management plan will be delivered to the City following the review of the draft. This equates to step seven, the final step of the J-100 standard. The VSAT digital file and all working documents will be provide in digital format. Phase III – Emergency Response Planning and Cyber Security Incident Response Planning 1. Task 1- a. Dewberry will review all existing ERP related documents including, but not necessarily limited to the existing Risk and Resilience Assessment (RRA), Emergency Action Plan (EAP), emergency contacts, mutual aid agreements, inter-local service agreements, utility organizational structure (normal and emergency), chemicals stored at the facility, operating schedules and shifts, existing facilities/assets and equipment, detailed communication modes and information, existing checklists, forms, lists and structure of emergency training conducted, etc. Some of these items have been previously reviewed and discussed while others may have not. 2. Task 2- a. Dewberry will schedule and lead a meeting with key City stakeholders to go over the existing available information, confirm the goals of the update, establish Critical Success Factors, confirm project contacts and communication and set schedules. Additional discussion will take place aimed at capturing all relevant input, concerns and direction from the City’s staff in attendance. Dewberry will provide direction on who should be invited to this meeting from among the City’s staff. The meeting is presumed to last approximately two (2) hours and occur virtually. 3. Task 3 – a. Dewberry will work with the City to develop and schedule one meeting with representatives of the Local Emergency Planning Committee (LEPC) and to include other relevant agencies, if the City chooses to include them. Dewberry will develop an invitation with an introduction, meeting purpose, agenda and enough information to allow all attendees to be prepared in advance. The goal is to raise awareness by all parties regarding the water system’s emergency planning efforts, enhance communication and incorporate, where practical, elements to increase and simplify coordination at the regional level. City of Galesburg January 25, 2021 Page 3 of 4 4. Task 4 – Using the City’s, LEPC or County’s Emergency Management Department existing emergency documents (EAPs, ERP, GOGs, SOP’s and EOP’s) as a starting point, Dewberry will develop and deliver a draft outline of the updated ERP for concurrence. Dewberry will utilize standards and templates as provided by EPA and AWWA as appropriate. Dewberry will prepare an ERP that focuses on key areas, including: a. Utility Information - reference to background and purpose, critical staff contacts, primary system component information, document control and current ERP protocols. b. Resilience Strategies and Readiness Resources – roles and responsibilities relevant to the water system, the first responders, LEPC, incident chain of command, etc. as well as critical equipment/services, mutual aid partners/agreements and critical customer communication. Media outreach will be addressed as well. As a key step in having an effective ERP, Dewberry will recommend to the City, the staff position that should be assigned responsibility for document maintenance. c. Cybersecurity/SCADA recovery – relevant to the assessment completed during the Phase II AWIA work by iParametrics (subconsultant). Dewberry is proposing to use iParametrics to address input into the following sections relevant to cybersecurity for the Utility – ICS roles, communication, core response procedures, incident specific response procedures and cyber intrusion. Additionally, the AWWA cybersecurity guidelines suggest using controls detailed in NIST800-53 that will be discussed during Phase II of the AWIA assessment. The incident response family in NIST800-53 has 10 controls. d. This task will cover the cybersecurity requirements of the ERP by developing a Cybersecurity Incident Response Policy, Plan and Procedure (IR3P) specific to the City of Galesburg Water Utility. This task will require meetings/workshop to further discuss the development of controls via WEBEX/TEAMS or other non-face to face meetings. e. Incident Specific Emergency Action Procedures (EAPs) - Identify specific steps in responding to an operational emergency or malevolent act based on the results of the Water System J100 Risk and Resilience Assessment and Management Plan. Dewberry will review existing General Operating Guidelines, (GOGs), Standard Operating Procedures and Emergency Operation PLANS (SOPs and EAPs) that may exist within the Utility. Dewberry will prepare or update specific GOGs, SOPs or EAPs as well as address cybersecurity, finished water contamination and source water contamination as required by AWIA. Others may include flooding, fire/explosion, hazardous material incident, extreme cold/winter storms, tornado/high winds, hurricanes, earthquakes, site security incident, cross-contamination. Dewberry will work with the City to incorporate existing plans/procedures an include per reference as might exist such as drought response and others. We have assumed preparing four (4) incident specific EAPs, that may not already exist and will reference the City-wide ERP as applicable. City of Galesburg January 25, 2021 Page 4 of 4 5. Task 5 – Draft Plan Review a. Dewberry will plan, schedule and lead a meeting to review the draft updates to the ERP. The meeting will be scheduled to last approximately two (2) hours with key staff attending. b. At least one week prior to this meeting, Dewberry will deliver an electronic version of the draft ERP with EAPs to the City for their review and comment, in preparation for the review meeting. It is assumed that all City comments will be received and reviewed during the meeting, or within one week following the meeting. 6. Task 6- Final Plan Deliverable a. With all agreed upon comments received in Task 5, above, Dewberry will incorporate these into the drafts and produce a final, updated ERP along with final, updated or new EAPs. b. Dewberry will deliver to the CLIENT three hard copies and a PDF version of all final documents. Economics | Strategy | Stakeholders | Sustainability www.newgenstrategies.net 911-A Commerce Road Annapolis, MD 21401 Phone: (410) 266-9101 January 17, 2021 Wayne E. Carl, P.E. Director of Public Works City of Galesburg 55 W Tompkins St. Galesburg, IL 61401 Subject: Water Cost of Service and Rate Study Report Dear Mr. Carl: NewGen Strategies and Solutions, LLC (NewGen) is pleased to submit to the City of Galesburg this report summarizing our completed Water Cost of Service and Rate Study. This report details the results of our analysis of the forecasted costs of providing water service to the City’s customers and our recommendations for recovering these costs over the next five years. The study provides a number of rate structure alternatives that will maintain the financial health and stability of the City’s water operations while addressing service affordability for the City’s customers. We appreciate the opportunity to provide our professional services to the City and would like to express our sincere appreciation to City staff. The dedication and assistance provided by City staff was essential to the completion of this study. It has been a distinct pleasure to work with the City of Galesburg. Should you require additional information or clarification regarding the enclosed report, please contact me at 443-951-4207 or via e-mail at ecallocchia@newgenstrategies.net. Very truly yours, Eric Callocchia Executive Consultant NewGen Strategies and Solutions, LLC Table of Contents Economics | Strategy | Stakeholders | Sustainability Thoughtful Decision Making for Uncertain Times Table of Contents Executive Summary ............................................................................................................................ 1 Section 1 Project Background and Scope ............................................................................................. 5 Study Background ............................................................................................................................... 5 Study Objectives and Guiding Principles ............................................................................................ 6 Study Approach .................................................................................................................................. 6 Fiscal Year ........................................................................................................................................... 7 Section 2 Water System Revenue Requirements ................................................................................. 9 Major Study Assumptions .................................................................................................................. 9 Operating Budget Escalation Factors ....................................................................................... 9 Minimum Required Water Fund Cash Balance ...................................................................... 10 Operating and Maintenance Expenses ............................................................................................. 10 Existing Debt Obligations .................................................................................................................. 11 Capital Improvement Plan ................................................................................................................ 11 New Total Debt Service Projections ....................................................................................... 14 Miscellaneous Non-Rate Revenues ........................................................................................ 15 Revenue Requirement Projection .................................................................................................... 18 Section 3 Customers and Consumption ............................................................................................. 19 Retail Customers and Consumption ................................................................................................. 19 Wholesale Customers ....................................................................................................................... 21 Other Retail Water Revenue Sources ............................................................................................... 22 Bulk Water Usage ................................................................................................................... 22 Master Meter ......................................................................................................................... 22 Fire Protection Customers ................................................................................................................ 22 Total Revenue Breakdown ............................................................................................................... 23 Section 4 Financial Plan and Recommended Rates ............................................................................ 24 Financial Projections Under Current Rates ...................................................................................... 24 FY 2020 Retail Rates ............................................................................................................... 24 FY 2020 Private Fire Protection Rates .................................................................................... 25 FY 2020 Wholesale Rates ....................................................................................................... 25 Cash Flow and Fund Balance Projections Under Current Rates ............................................ 25 Residential Customer Affordability ........................................................................................ 28 Recommended Revenue Increases .................................................................................................. 30 Projected Rates with No Change in Rate Structure ............................................................... 30 Recommended Rate Structure Alternatives ..................................................................................... 34 Fire Protection Revenue Increases and Rate Alternative ...................................................... 34 Retail and Wholesale Rate Alternative Scenarios .................................................................. 39 Wholesale Rates under Alternative Structures ...................................................................... 39 Facility Fee Alternative 1: Reduced Facility Fee ..................................................................... 40 Facility Fee Alternative 2: Per Unit Facility Fee ...................................................................... 43 CCF Rate Alternative 1: 4 CCF Allowance per Account .......................................................... 46 Table of Contents ii Thoughtful Decision Making for Uncertain Times CCF Rate Alternative 2: Per Unit Facility Fee and 4 CCF Allowance per Unit ......................... 48 Cash Flow Under Recommended Revenue Increases ...................................................................... 50 Section 5 Customer Affordability Impacts and Bill Comparisons ........................................................ 53 Residential Customer Affordability Impact ...................................................................................... 53 Regional Bill Comparison .................................................................................................................. 56 Section 6 Long Term Financial Projections......................................................................................... 57 List of Tables and Exhibits Economics | Strategy | Stakeholders | Sustainability Thoughtful Decision Making for Uncertain Times List of Tables and Exhibits Table E-1 Water Fund Net Revenue Requirement Projection ...................................................................... 1 Exhibit E-2 Expenses vs. Revenues Under Current FY 2020 Rates ................................................................ 2 Exhibit E-3 Projected Water Fund Cash Balance Projection Under Current FY 2020 Rates ......................... 2 Table E-4 Recommended Revenue Increases ............................................................................................... 3 Table 4-33 Projected Monthly Customer Bills – Median Residential Customer (5/8” Meter, 1 Unit, 4 CCF) ........................................................................................................................................ 4 Table 2-1 Operating Budget Escalation Factors ............................................................................................ 9 Table 2-2 Minimum Water Fund Cash Balance Recommendation ............................................................. 10 Table 2-3 Projected Operating and Maintenance Expenses ....................................................................... 11 Table 2-4 Current Debt Service Obligations by Issue .................................................................................. 11 Table 2-5 FY 2020 – FY 2025 Capital Projects ............................................................................................. 12 Exhibit 2-6 Ten-Year Capital Plan Summary by Funding Source ................................................................. 13 Table 2-7 FY 2020 – FY 2030 Debt Financed Capital Projects ..................................................................... 13 Exhibit 2-8 Total Water Debt Service Projections ....................................................................................... 14 Table 2-9 Projected Debt Service Coverage Ratio – Current and Recommended Rates ............................ 15 Table 2-10 Projected Sanitary District Billing Cost ...................................................................................... 16 Table 2-11 Water System Non-Rate Revenues ........................................................................................... 17 Table 2-12 Water Fund Net Revenue Requirement Projection .................................................................. 18 Table 3-1 FY 2019 Retail Customer Meters ................................................................................................ 20 Table 3-2 FY 2019 Retail Customer Usage by Customer Type (CCF) ........................................................... 20 Exhibit 3-3 Percent Breakdown of FY 2019 Usage (Inside City) .................................................................. 21 Table 3-4 FY 2019 Wholesale Customer Meters and Usage ....................................................................... 22 Table 3-5 FY 2019 Inside City Fireline Accounts ......................................................................................... 23 Exhibit 3-6 FY 2019 Revenue Percentage Breakdown ................................................................................ 23 Table 4-1 FY 2020 Retail Rates – Monthly Facility Fees .............................................................................. 24 Table 4-2 FY 2020 Retail Rates – Usage Rate per CCF................................................................................. 24 Table 4-3 FY 2020 Fire Protection Fees ....................................................................................................... 25 Table 4-4 FY 2020 Wholesale Facility Fees and Usage Rate ....................................................................... 25 Exhibit 4-5 Expenses vs. Revenues Under Current FY 2020 Rates .............................................................. 26 Exhibit 4-6 Projected Water Fund Cash Balance Projection Under Current FY 2020 Rates ....................... 27 Exhibit 4-7 – Historical Cost Increases, 2000 - 2018 ................................................................................... 28 Exhibit 4-8 – Residential Customer Affordability Analysis – FY 2020 Rates ............................................... 29 Table 4-9 Recommended Revenue Increases ............................................................................................. 30 Table 4-10 Monthly Fireline Rates – No Rate Structure Change ................................................................ 31 Table 4-11 Projected Facility Fees – No Rate Structure Change ................................................................. 31 Table 4-12 Projected CCF Rates .................................................................................................................. 33 Table 4-13 FY 2020 Wholesale Facility Fees and Usage Rate ..................................................................... 33 Table 4-14 Projected Monthly Customer Bills – No Rate Structure Change .............................................. 33 Exhibit 4-15 The Maine Curve ..................................................................................................................... 36 Table 4-16 FY 2020 Fire Protection Meter Equivalent Calculation ............................................................. 37 Table 4-17 Fire Protection Cost Allocation Calculation .............................................................................. 37 Table 4-18 Recommended Monthly Fireline Rates..................................................................................... 38 Table 4-19 Projected Facility Fees – Alternative 1: Reduced Facility Fee ................................................... 40 Table 4-20 Projected CCF Rates – Facility Fee Alternative 1: Reduced Facility Fee.................................... 41 List of Tables and Exhibits iv Thoughtful Decision Making for Uncertain Times Table 4-21 Wholesale Facility Fees and Usage Rates – Alternative 1: Reduced Facility Fee ...................... 41 Table 4-22 Projected Monthly Customer Bills – Facility Fee Alternative 1 ................................................. 42 Table 4-23 FY 2019 Retail Customer Meters vs Units ................................................................................. 43 Table 4-24 Facility Fee Alternative 2: Per Unit Facility Fees – 5/8, 3/4 Meter Size .................................... 44 Table 4-25 Projected CCF Rates – Alternative 2A ....................................................................................... 45 Table 4-26 Projected Wholesale Facility Fees and CCF Rates – Alternative 2A .......................................... 45 Table 4-27 Projected Monthly Customer Bills – Facility Fee Alternative 2 ................................................. 45 Table 4-28 FY 2021 Estimated Retail Customer Usage – 4 CCF Allowance per Account ............................ 47 Table 4-29 Projected CCF Rates under CCF Rate Alternative 1: 4 CCF Allowance per Account ................. 47 Table 4-30 Projected Monthly Customer Bills – CCF Rate Alternative 1 .................................................... 47 Table 4-31 FY 2021 Estimated Retail Customer Usage – 4 CCF Allowance per Unit .................................. 49 Table 4-32 CCF Rates Alternative 2: 4 CCF Allowance per Unit .................................................................. 49 Table 4-33 Projected Monthly Customer Bills – CCF Rate Alternative 2 .................................................... 50 Exhibit 4-31 Expenses vs. Revenues Under Recommended Rate Increases ............................................... 51 Exhibit 4-32 Projected Water Utility Cash Balance Under Recommended Rates ...................................... 52 Exhibit 5-1 Residential Customer Affordability Analysis – FY 2020 Rates .................................................. 53 Exhibit 5-2 Residential Customer Affordability Analysis – FY 2021 Facility Fee Alternative 1.................... 54 Exhibit 5-3 Residential Customer Affordability Analysis – FY 2021 Facility Fee Alternative 2.................... 54 Exhibit 5-4 Residential Customer Affordability Analysis – CCF Rate Alternative 1 ..................................... 55 Exhibit 5-5 Residential Customer Affordability Analysis – CCF Rate Alternative 2 ..................................... 55 Exhibit 5-6 Sample Customer Bill, 5/8” Meter, 1 Unit, 4 CCF Monthly Usage ............................................ 56 Table 6-1 Ten-Year Projected Revenue Increases....................................................................................... 57 Exhibit 6-2 Ten-Year Expense vs. Revenue Projection ................................................................................ 57 Exhibit 6-3 Ten-Year Cash Balance Projection ............................................................................................ 58 Economics | Strategy | Stakeholders | Sustainability Thoughtful Decision Making for Uncertain Times EXECUTIVE SUMMARY This section of the report summarized the major findings and proposed results of the study. Projected Water System Revenue Requirement The revenue requirement of the City’s water system is the total of the projected Operating, Cash Capital, and Debt Service (existing and future) costs assuming conservative escalation of the FY 2021 budget and financing of the City’s Capital improvement plan. The projected revenue requirement assumes that the City will spend an average of $2.6 million on cash capital spending each year and issue $12.2 million in new low interest IEPA loan debt over the ten year projection period. Miscellaneous non-rate revenues assume a reduction in Delinquent Turn On fees to $90,000 per year and a $50,000 increase in the fees charged to the Galesburg Sanitary District, both beginning in FY 2022. Table E-1 Water Fund Net Revenue Requirement Projection FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Operating Expenses $4,615,430 $4,656,735 $4,754,253 $4,853,930 $4,955,816 $5,059,961 Cash Funded Capital 3,403,694 1,360,000 2,220,000 2,755,000 505,000 2,010,000 Existing Debt Service 1,380,749 1,371,149 1,380,199 1,378,699 1,376,099 1,379,724 New Debt Service - - - 134,431 201,647 403,294 Total Rev. Req. $9,399,873 $7,387,884 $8,354,453 $9,122,061 $7,038,562 $8,852,979 Less: Misc. Revenues (550,750) (446,600) (496,600) (496,600) (496,600) (496,600) Net Rev. Req. $8,849,123 $6,941,284 $7,857,853 $8,625,461 $6,541,962 $8,356,379 Recommended Revenue Increases Given the revenue requirement projection detailed above and assuming the City does not increase any water rates or fees from their FY 2020 level, the following exhibits show that revenues would not be able to cover system expenses in the following five fiscal years and would nearly exhaust the City’s Water Fund balance in FY 2026. List of Tables and Exhibits 2 Thoughtful Decision Making for Uncertain Times Exhibit E-2 Expenses vs. Revenues Under Current FY 2020 Rates Exhibit E-3 Projected Water Fund Cash Balance Projection Under Current FY 2020 Rates NewGen’s study identified revenue increases for each of the City’s water rates and fees that would sustain the City’s water system under the assumed cost increases. $0.00 $1.00 $2.00 $3.00 $4.00 $5.00 $6.00 $7.00 $8.00 $9.00 $10.00 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025Millions Operating Expenses Existing Debt Service New Debt Service Cash Funded Capital Projects Total Revenues Under FY 2020 Rates Table of Contents Thoughtful Decision Making for Uncertain Times 3 Table E-4 Recommended Revenue Increases FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Cash Flow Shortfall at FY 2020 Revenues ($445,511) ($1,362,080) ($2,129,688) ($46,189) ($1,860,606) EOY Cash Balance at FY 2020 Revenues $6,571,142 $5,209,063 $3,079,375 $3,033,185 $1,172,579 Recommended Revenue Increases Fire Protection Fees1 431.8% 13.1% 9.2% 0.0% 0.0% Retail Facility Fees 0.0% 3.0% 3.0% 3.0% 3.0% Retail Usage rates per CCF 0.0% 3.0% 3.0% 3.0% 3.0% Wholesale Facility Fees 0.0% 3.0% 3.0% 3.0% 3.0% Wholesale Usage rates per CCF2 0.0% 3.0% 3.0% 3.0% 3.0% Cash Flow at Recommended Revenues ($310,003) ($1,204,737) ($1,955,005) $128,494 ($1,685,923) EOY Cash at Recommended Revenues $6,706,650 $5,501,913 $3,546,908 $3,675,401 $1,989,478 Fire protection fees are calculated independently of other retail and wholesale charges using industry standard methodologies, resulting in a large recommended increase. Other rates and fees are calculated to smooth out revenue increases over the projection period. Rate Alternatives and Customer Impacts NewGen developed several potential changes to the structure of the City’s Retail and Wholesale Facility Fees and per CCR rates. Each alternative will generate the same amount of revenue as shown in Table E- 4. The alternative rate structures have significant impacts on the distribution of City water costs among its customers, however in total revenues remain consistent with the study’s revenue increase plan in Table E-4. The changes to the City’s various retail water rate and fee structures that were developed during the study are as follows: ▪ Facility Fee Alternative 1: Reduced Facility Fee: While maintaining the existing meter size based Facility Fees, reduce the 5/8, 3/4 inch meter fee to $8.00 per month, adjust all other Facility Fees and per CCF rates accordingly. ▪ Facility Fee Alternative 2: Change to a per Unit Facility Fee: Change the City’s Facility Fee structure to a per unit fee rather than a meter size based fee. Per CCF rates are adjusted as per Table 4-9 with no change in structure. All revenue from Facility Fees and Unit rates remains the same. ▪ CCF Rate Alternative 1: Change the City’s per CCF Rate structure to include 4 CCF per account for each customer and charge a per CCF rate for usage above 4 CCF per account. 1 Fire protection fees are independently developed based on a separate cost of service analysis. The FY 2021 revenue increase represents an alignment of the City’s private fire protection fees with industry standards. 2 Wholesale CCF rate increases vary under different alternatives rate structures. Table 4-9 assumes the City maintain the current rate structure. List of Tables and Exhibits 4 Thoughtful Decision Making for Uncertain Times ▪ CCF Rate Alternative 2: Change the City’s per CCF Rate structure to include 4 CCF per unit for each customer and charge a per CCF rate for usage above 4 CCF per unit. This change is only consistent when in addition to Facility Fee Alternative 2. Otherwise, the City would be inconsistent in the manner in which it applies its fixed and variable fees. That is, CCF Rate Alternative 2 assumes the adoption of Facility Fee Alternative 2. The impact on the City’s median residential customer of each of the alternatives is as follows: Table 4-33 Projected Monthly Customer Bills – Median Residential Customer (5/8” Meter, 1 Unit, 4 CCF) Sample Customer FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Current Rate Structure $25.91 $25.91 $26.69 $27.49 $28.31 $29.16 5/8, 3/4 Meter $ Change $0.00 $0.78 $0.80 $0.82 $0.85 1 Unit 4 CCF % Change 0.0% 3.0% 3.0% 3.0% 3.0% Facility Fee Alt. 1 $25.91 $18.00 $18.46 $18.93 $19.42 $19.91 5/8, 3/4 Meter $ Change ($7.91) $0.46 $0.47 $0.48 $0.50 1 Unit 4 CCF % Change (-30.5%) 2.6% 2.6% 2.6% 2.6% Facility Fee Alt. 2 $25.91 $24.45 $25.18 $25.94 $26.71 $27.51 5/8, 3/4 Meter $ Change ($1.46) $0.73 $0.76 $0.78 $0.80 1 Unit 4 CCF % Change (-5.6%) 3.0% 3.0% 3.0% 3.0% CCF Alt. 1 $25.91 $15.91 $16.39 $16.88 $17.39 $17.91 5/8, 3/4 Meter $ Change ($10.00) $0.48 $0.49 $0.51 $0.52 1 Unit 4 CCF % Change (-38.6%) 3.0% 3.0% 3.0% 3.0% CCF Alt. 2 $25.91 $14.45 $14.88 $15.33 $15.79 $16.26 5/8, 3/4 Meter $ Change ($11.46) $0.43 $0.45 $0.46 $0.47 1 Unit 4 CCF % Change (-44.2%) 3.0% 3.0% 3.0% 3.0% The study found that the City’s water utility is well managed both operationally and financially. Moderate rate increases are needed to support future cost increases. NewGen identified several rate alternatives that reduce the cost burden on the City’s low income customers while maintaining revenue sufficiency for the system as a whole. Economics | Strategy | Stakeholders | Sustainability Thoughtful Decision Making for Uncertain Times Section 1 PROJECT BACKGROUND AND SCOPE Study Background The City of Galesburg (the City) is located on Interstate 74 in Northwest Illinois and is approximately 50 miles east of the Mississippi River. The Illinois General Assembly organized the City under the provisions of an “Act to Incorporate the City of Galesburg" on February 14, 1857. The City is a home rule municipality and has operated under the Council-Manager form of government since 1956. The City Council is comprised of seven Councilmembers and a Mayor. The City of Galesburg was chartered for the purpose of providing its residents with several municipal services, including the provision of clean water. The City obtains its groundwater from an aquifer near Oquawka, Illinois, which is located along the Mississippi River. Utilizing a collector well and three gravel- pack wells, the water is pumped approximately 32 miles to Galesburg through 36 inch and 42 inch transmission lines. There are nine million gallons of storage capacity at the Galesburg Water Plant and two million gallons of overhead storage in three water towers throughout the City. The average daily water pumpage is approximately six million gallons with a peak demand of nine and a half million gallons. The water is pumped through a distribution system of approximately 210 miles of water mains. The distribution system also consists of approximately 1,400 fire hydrants. The City serves approximately 12,800 water users with retail, wholesale, and fire protection service. The City engaged NewGen Strategies and Solutions, LLC (NewGen) complete a water rate study with the following general objectives: ▪ Develop a long-term financial plan that maintains the financial health of the City’s Water Enterprise Fund while funding the appropriate level of capital investment in the water system. ▪ Update the rates and fees charged to the City’s customers, including inside city, outside city, and wholesale rates customers based on defensible industry standards. ▪ Examine the agreements between the City and its wholesale customers and identify any opportunities to update the rate setting methodology or policies therein. ▪ Examine the policies regarding the charges to multi-unit customers (including mobile home parks), identify the impacts of modifying these policies, and recommend changes, if appropriate. ▪ Review the methodology of the administrative fee charged to the Galesburg Sanitary District and recommend any appropriate changes. This report details the data and methodologies used to develop recommended rates that accomplish the above stated objectives under the City’s current rate structure and rate structure alternatives. Section 1 6 Thoughtful Decision Making for Uncertain Times Study Objectives and Guiding Principles The following principles were used to guide the rate study and were developed with input from City staff: ▪ The City’s water utility must be financially self-supporting. It is assumed that the cost of operating and maintaining the water system will be supported by the water fees and charges collected from customers with no support or subsidy from other City revenues. ▪ The City’s water rates shall be sufficient to ensure the funding of an appropriate level of system rehabilitation and replacement. It is assumed that the City will continually reinvest in the water system to replace assets as they reach the end of their useful lives. ▪ The City shall maintain appropriate reserves to provide for contingencies and unplanned expenses. ▪ The City’s water rates shall be kept as low as possible over time. While it is possible to keep rates low for a period of time by not investing sufficiently in the maintenance of the water system, eventually the system will deteriorate and require substantial investments leading to the need for significant and immediate rate increases. ▪ The City’s water service should be affordable for all customers, especially the City’s low income customers. The above stated guiding principles create conflicting goals and objectives for the City’s system. Increasing asset investment creates upward pressure on the City’s water rates. This creates affordability concerns, and may cause customers to reduce their water usage. The City’s overall costs of providing water service are largely fixed (i.e. they do not vary substantially with changes in water demand). Any reduced demand creates upward pressure on rates, which creates a cycle of higher customer bills and additional affordability concerns. A carefully crafted financial plan and rate structure helps mitigate these impacts. The results of this study maintain a balance between the increasing costs to run the City’s water infrastructure and the need to maintain affordable service for City customers. Study Approach NewGen’s approach to developing sustainable water rates is governed by the view that the ideal rate structure must satisfy seven criteria: ▪ Equity requires that rates and charges result in no undue discrimination among customers or customer classes. Although equity is normally related to the cost of service, it should be realized that customer acceptance will center on preconceived notions of equity and fairness. ▪ Efficiency refers to the ability of the rate schedule to encourage wise use of the resources devoted to the services that the utility provides. Efficiency considerations require that: ▪ Rates should reflect the cost of providing service. ▪ Rates should be similar for customers or customer classes served under similar conditions. ▪ Customers should be able to understand the rate schedules so that they can make rational decisions regarding their purchase of water service. ▪ Revenue Adequacy is the most fundamental of all considerations. Revenue Adequacy recognizes that it is necessary that rates produce revenues sufficient to operate the system even if there are changes in demand for service. ▪ Affordability means that the recommended rates must result in bills that are realistically within the ability of customers to pay. Project Background and Scope Thoughtful Decision Making for Uncertain Times 7 ▪ Sustainability means that the objective of the rate methodology is to keep rates low over time, not to merely keep them low for the short-term by omitting or deferring needed expenses such as maintenance and funding of necessary cash reserves. ▪ Administrative Simplicity recognizes that limits must be placed on the complexity of the rate schedules to keep them easy to administer and understandable to the public. ▪ Legal and Regulatory Compliance is a prime consideration because rate structures must incorporate applicable local, state, and federal statutes, as well and any interjurisdictional agreements. The application of these criteria should recognize that a rate schedule is a form of public policy statement, setting forth those values that the City considers important. Rate structures must be tailored to community perceptions, realities, and values. Fiscal Year The City operates on a fiscal year beginning January 1st and ending on December 31st each year. All years shown in this report refer to the fiscal year ending that year. For example, 2021 refers to the fiscal year beginning January 1, 2021 and ending December 31, 2021. Economics | Strategy | Stakeholders | Sustainability Thoughtful Decision Making for Uncertain Times Section 2 WATER SYSTEM REVENUE REQUIREMENTS The first step of the rate study is to compile the costs of owning and operating the City’s water utility system. The three cost components of the City’s water system are: Operating and Maintenance, Capital Improvements, and Debt Service (both existing and future). These three cost components total to the amount needed each year to run the water system. While the study is based on the latest available actual data, there are several major assumptions that are included in the study’s cost projections. Major Study Assumptions In order to project the operating, debt service, and capital expenses of the City’s water system, several major assumptions must be made. NewGen’s assumptions are conservative to ensure that the study’s recommendations reflect a reasonable projection of the costs of the City’s system. Operating Budget Escalation Factors NewGen’s cost projections are based on the latest available actual and budgeted data. In order to reasonably project future costs, escalation and inflation factors must be applied to the City’s budget line items. NewGen’s financial model includes the following operating and maintenance budget line item inflation factors in Table 2-1. NewGen used the most up to date historical data related to the three items projected to increase in the future: ▪ United States Bureau of Labor Statistics (BLS) Employment Cost Index (ECI) current annualized increase in labor costs as of June 2020. ▪ United States Bureau of Labor Statistics (BLS) Consumer Price Index – Urban (CPI-U) at the end of 2019. ▪ Engineer News Record (ENR) Materials Cost Index (MCI) averages the increased cost of materials over the past 30 years. Table 2-1 Operating Budget Escalation Factors Change Per Year Source Personnel Services 2.60% BLS ECI – June 2020 Contractual Services 1.50% ENR CPI – December 2019 Commodities 2.00% ENR MCI 30 Year Average Other Charges 0.00% None On average, NewGen projects that the Water utility operating budget will increase 2.1% per year over the five-year projection period. Section 2 10 Thoughtful Decision Making for Uncertain Times Minimum Required Water Fund Cash Balance Maintaining a minimum Water Fund cash balance is an essential component of the proper financial management of the City’s water system. The wise management of resources and maintenance of a reasonable cash balance allows the City to be responsive to emergencies and to plan for long term sustainability. As a part of the water rate study, NewGen developed a formal policy regarding the minimum fund balance reserves that are appropriate for the City’s water utility fund. There are two components to the study’s recommended minimum cash balance: ▪ Operating Reserve – The minimum operating reserve balance shall be 90 days of each year’s annual Operating and Maintenance (O&M) expenses (less debt service and depreciation). ▪ Capital Reserve – The minimum capital reserve balance shall be one year of system asset depreciation, estimated to be $1,043,128 in FY 2021. This value is arrived at by taking the FY 2021 budgeted depreciation of $975,235 and adding $67,893, which is one fiftieth (1/50) of the estimated FY 2020 capital investment of $3,394,632. This assumes an average useful life of 50 years for the City’s water infrastructure. As the City continues to invest in the water system, this annual depreciation of the system will increase, which will increase the capital reserve policy minimum. The minimum reserve projection is shown below in Table 2-2. Table 2-2 Minimum Water Fund Cash Balance Recommendation FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Operating Reserve $506,537 $524,044 $537,669 $551,649 $565,992 $580,707 Capital Reserve 1,124,930 1,043,309 1,070,509 1,154,909 1,230,009 1,300,109 Total Minimum Cash Balance $1,631,467 $1,567,353 $1,608,178 $1,706,558 $1,796,000 $1,880,816 The minimum cash balance policy drives the financial plan detailed in this report. Rates and fees are set in order to cover the operating, debt service, and capital needs of the system, as well as to maintain the minimum cash balance shown above. If at any time the projected rates in a given year would not sustain the minimum cash balance in the next fiscal year, it is assumed that rates must be increased to achieve the minimum required balance. Operating and Maintenance Expenses The operating and maintenance (O&M) expenses of the City’s water system are organized into several categories: ▪ Personnel Services ▪ Contractual Services ▪ Commodities ▪ Other Charges It should be noted that the rate study is predicated on the cash basis of utility rate setting. The City uses an operating budget structure that includes system depreciation. While recording and accounting for system depreciation is an important exercise, the study accounts for the annual cash outlays that are planned for the system. Therefore, while we exclude depreciation from the O&M costs, we include cash outlays and new debt service in the City’s Capital Improvement Plan (CIP). The study ensures that the City will generate enough revenues each year to fund the actual investments needed in the system, which typically exceed the annual depreciation of existing assets. Water System Revenue Requirements Thoughtful Decision Making for Uncertain Times 11 The latest available O&M budget is the FY 2021 requested budget. The FY 2021 requested operating budget totals about $4.65 million as shown in Table 2-3 below. Table 2-3 Projected Operating and Maintenance Expenses Actual FY 2019 Adopted FY 2020 Request FY 2021 Projected FY 2022 Projected FY 2023 Projected FY 2024 Projected FY 2025 Personnel Services $1,975,368 $2,054,290 $2,125,290 $2,180,548 $2,237,242 $2,295,410 $2,355,091 Contractual Services 1,919,768 1,625,845 1,645,940 1,670,629 1,695,689 1,721,124 1,746,941 Commodities 630,766 928,080 878,590 896,162 914,085 932,367 951,014 Other Charges 116,262 7,215 6,915 6,915 6,915 6,915 6,915 Total O&M Expenses $4,642,164 $4,615,430 $4,656,735 $4,754,253 $4,853,930 $4,955,816 $5,059,961 % Change (-0.6%) 0.9% 2.1% 2.1% 2.1% 2.1% The rates and fees developed in this study are sufficient to cover the increasing operating and maintenance costs of the water utility. Existing Debt Obligations From time to time, the City issues debt to fund a short term capital financing needs. As of 2020, the City is obligated to pay three outstanding debt issues – Series 2015 (GO Refunding Bonds), Series 2017 (GO Refunding Bonds, and a 2009 IEPA loan. Table 2-4 shows the projected loan payments over the five-year study planning period. Table 2-4 Current Debt Service Obligations by Issue FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 GO Refunding Bonds Series 2015 $622,013 $619,413 $626,513 $623,013 $624,213 $624,963 GO Refunding Series 2017 717,331 710,331 712,281 714,281 710,481 713,356 2009 IEPA 41,406 41,406 41,406 41,406 41,406 41,406 Total Annual Debt Service $1,380,749 $1,371,149 $1,380,199 $1,378,699 $1,376,099 $1,379,724 The 2009 IEPA loan will be paid off in FY 2031. The Series 2015 GO bonds will be paid off in FY 2032. The Series 2017 GO bonds will be paid off in FY 2033. The rates and fees developed in this report are sufficient to fund the above stated debt obligations now and through their maturities. Capital Improvement Plan A major component of owning a sustainable water utility is the planning for the rehabilitation and replacement of the City’s assets. The City’s Capital Improvement Plan (CIP) is a detailed list of projects including when they are planned to be completed and how much they are projected to cost. NewGen’s study includes funding for all CIP projects. The City can either pay cash for projects as they are completed (referred to as PAYGO funding), or the City may issue new debt to finance projects over a long term, typically 20 to 30 years. Table 2-5 details the projects included in the City’s current CIP, developed by City Section 2 12 Thoughtful Decision Making for Uncertain Times staff. The three highlighted projects are assumed to be financed with low interest Illinois Environmental Protection Agency (IEPA) loans. All other projects are assumed to be PAYGO funded – that is, the City will outlay cash for those projects in the year in which they are planned without taking on any additional debt. Table 2-5 FY 2020 – FY 2025 Capital Projects Project Cost Year Financing Filter Room Rehab Treatment Plant $958,000 FY 2020 PAYGO Service Vehicle Replacement 20,000 FY 2020 PAYGO Service Vehicle Replacement 20,000 FY 2020 PAYGO Gravel Pack #5 1,088,214 FY 2020 PAYGO Boat And Motor 28,480 FY 2020 PAYGO Roadway Reconstruction (Oquawka) 100,000 FY 2020 PAYGO S. Seminary Street 879,000 FY 2020 PAYGO Street Division Building 85,000 FY 2020 PAYGO Historian Plus Software Upgrade 25,000 FY 2020 PAYGO Gravel Pack Well #6 1,200,000 FY 2021 PAYGO Equipment Purchase 50,000 FY 2021 PAYGO Pump Rehab 60,000 FY 2021 PAYGO Storage Building 70,000 FY 2021 PAYGO Frank Street Water Main 120,000 FY 2021 PAYGO Maple Ave. Water Main 400,000 FY 2022 PAYGO Filter Room Repair 200,000 FY 2022 PAYGO Aeration/Mixing Project 900,000 FY 2022 PAYGO Inspection Of 5 Miles Pipeline 450,000 FY 2022 PAYGO Equipment Purchases 110,000 FY 2022 PAYGO Cherry St. Water Main 100,000 FY 2022 PAYGO New Automatic Meters 3,000,000 FY 2022 IEPA Loan Enterprise Ave. Water Main 200,000 FY 2023 PAYGO Losey St. Water Main 600,000 FY 2023 PAYGO Equipment Purchases 50,000 FY 2023 PAYGO Co. Hwy 14 Water Main 200,000 FY 2023 PAYGO Pump Room Reconstruction (Oquawka) 1,300,000 FY 2023 PAYGO Parking Lot Rehab - Main Plant 100,000 FY 2023 PAYGO Knox & Prairie St. Water Mains 800,000 FY 2025 PAYGO Henderson St. & Lincoln Pk Water Main 750,000 FY 2025 PAYGO Equipment Purchases 50,000 FY 2024 PAYGO Transmission Line - Design 150,000 FY 2024 PAYGO Grand Avenue Watermain Replacement 3,000,000 FY 2024 IEPA Loan Equipment Purchases 120,000 FY 2025 PAYGO Ranney Well Inspection 35,000 FY 2025 PAYGO Transmission Line - Construction 3,000,000 FY 2026 IEPA Loan Water System Revenue Requirements Thoughtful Decision Making for Uncertain Times 13 In addition to the above projects, the City plans water main replacement projects of $245,000 each year and miscellaneous water capital projects of $60,000 each year, each being PAYGO funded. The City’s FY 2020 through FY 2030 CIP is included in the rate study model. Exhibit 2-6 shows the annual variation of the City’s planned CIP spending and the funding source assumed to develop the study’s financial projections. Exhibit 2-6 Ten-Year Capital Plan Summary by Funding Source In addition to the projects detailed in Table 2-5, the study assumes that the City would finance (via IEPA loans) two additional transmission main replacement projects in FY 2028 and FY 2031, costing $3.0 million and $3.2 million respectively. A summary of the loan financed projects included in the above chart is shown in Table 2-7. Table 2-7 FY 2020 – FY 2030 Debt Financed Capital Projects Project Cost Year New Automatic Meters $3,000,000 FY 2022 Grand Avenue Watermain Replacement $3,000,000 FY 2024 Transmission Line - Construction $3,000,000 FY 2026 Transmission Line - Construction $3,000,000 FY 2028 Transmission Line - Construction $3,200,000 FY 2031 The financial plan and rates developed during the study are projected to fully recover the cost of the above stated capital plan, including all cash outlays and additional debt service. The additional debt service projected for the loan financed projects is detailed in the next section of this report. $3.40 $1.36 $4.22 $3.76 $3.51 $2.01 $4.99 $0.67 $3.72 $0.54 $0.46 $0.00 $1.00 $2.00 $3.00 $4.00 $5.00 $6.00 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030Millions Cash Funded Projects Debt Funded Projects Average Capital Spending: $2.6 Million Section 2 14 Thoughtful Decision Making for Uncertain Times New Total Debt Service Projections The loan funded projects described in the previous section will result in debt payments that will need to be paid by the City’s water utility. The total projected debt service built into the study’s financial plan are shown in Exhibit 2-8. Exhibit 2-8 Total Water Debt Service Projections The projected debt service payments shown above are fully funded in the financial plan and recommended rates contained within this report. Debt Service Coverage Ratio An important metric that should be evaluated when determining the financial prudence of issuing new debt is a system’s Debt Service Coverage Ratio (DSCR). A system’s DSCR is the ratio of the system’s annual debt service payment to its annual revenues net of operating expenses. The standard debt service coverage ratio that is considered sufficient is 1.20, however utilities with the highest credit ratings often maintain debt service coverage ratios above 2.703. The City’s DSCR projections given the capital financing assumptions included in the study are shown in Table 2-9 below. 3 Barnes, Glenn. “Key Financial Indicators for Water and Wastewater Systems: Debt Service Coverage Ratio.” UNC Environmental Science Center - The Environmental Finance Blog [Chapel Hill, NC], 23 Apr. 2015, efc.web.unc.edu/2015/04/23/debt-service-coverage-ratio. $1.38 $1.37 $1.38 $1.51 $1.58 $1.78 $1.78 $1.99 $1.99 $2.19 $2.19 $0.00 $0.50 $1.00 $1.50 $2.00 $2.50 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030Millions Existing Debt Service New Debt Service Water System Revenue Requirements Thoughtful Decision Making for Uncertain Times 15 Table 2-9 Projected Debt Service Coverage Ratio – Current and Recommended Rates FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Existing Debt Service $1,380,749 $1,371,149 $1,380,199 $1,378,699 $1,376,099 $1,379,724 New Debt Service - - - 134,431 201,647 403,294 Total Projected Debt Service $1,380,749 $1,371,149 $1,380,199 $1,513,131 $1,577,747 $1,783,019 DSCR at FY 2020 Rates 1.76 1.67 1.62 1.41 1.29 1.08 Under the City’s current FY 2020 water rates, the City’s annual revenues would not be able to support the proposed capital plan while maintaining a sufficient DSCR. There must be a balance between meeting key financial performance metrics such as DSCR and the impact on the City’s water customers. The financial plan and rates developed as a part of this study support the capital plan and maintain a favorable DSCR of 1.50 or greater even with the increases in debt service due to the City’s capital improvement plan. Maintaining a DSCR above 1.50 reflects a sustainable debt financing plan that does unduly increase the City’s water rates. Miscellaneous Non-Rate Revenues The City accounts for certain Water Fund revenues that are unrelated to the various retail, wholesale, and fire protection rates and fees charged to customers. These non-rate revenues may be highly volatile from year to year, and the City only budgets for a conservative amount each year. In order to determine the annual revenue needs of the water system, these non-rate revenues need to be taken into account. There are two key non-rate revenues that NewGen investigated as a part of the study – the billing fee charged by the City to the Galesburg Sanitary District and the City’s estimated Delinquent Turn On Fees. Galesburg Sanitary District Billing Agreement One key non-rate revenue source for the City’s Water Fund is the fee the City charges the Galesburg Sanitary District (GSD). The City contracts with the Sanitary District to collect the District’s charges on City utility bills and remits payment to the Sanitary District, less an administrative. Currently, the fee is 3.0% of Sanitary District revenues collected. There are various methods used to identify a cost basis for such arrangements. One methodology is to estimate the cost of staff time, materials, postage, etc. that is needed to process payments to the Sanitary District and to provide customer service for billing questions. In 2017, the City developed an estimated annual cost of providing billing services for the GSD. NewGen projected the 2017 costs into future dollars for the purpose of calculating the current cost of this service provided by the City. Table 2-10 provides a detailed breakdown of the City’s billing costs. Section 2 16 Thoughtful Decision Making for Uncertain Times Table 2-10 Projected Sanitary District Billing Cost FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Finance Personnel $262,995 $266,940 $270,944 $275,008 $279,133 $283,320 Water Personnel $491,844 $499,222 $506,710 $514,311 $522,026 $529,856 Five Vehicles (Meter reading) $10,457 $10,614 $10,773 $10,934 $11,098 $11,265 Radio Read Meters (MXUs) $89,928 $91,277 $92,646 $94,036 $95,447 $96,878 Springbrook Maintenance $18,093 $18,365 $18,640 $18,920 $19,204 $19,492 Copier (20%) $345 $350 $356 $361 $366 $372 Postage (Monthly Billing) $67,373 $68,384 $69,409 $70,451 $71,507 $72,580 Statements $4,606 $4,675 $4,745 $4,817 $4,889 $4,962 NeoPost Equipment $1,669 $1,694 $1,719 $1,745 $1,771 $1,798 PO Box Rental $328 $333 $338 $343 $348 $354 Total Annual Cost $947,639 $961,854 $976,282 $990,926 $1,005,790 $1,020,877 One Third of Annual Cost $315,880 $320,618 $325,427 $330,309 $335,263 $340,292 GSD Monthly Cost $26,323 $26,718 $27,119 $27,526 $27,939 $28,358 Average # of Monthly GSD Bills 12,229 12,229 12,229 12,229 12,229 12,229 Monthly Cost per GSD Bill $2.15 $2.18 $2.22 $2.25 $2.28 $2.32 The total annual cost is for the water system as a whole. This total is divided by three to account for the fact that the water bill includes three distinct charges – water, refuse, and sanitary sewer. The one third amount represents the annual cost to the City of providing billing services to each utility included on its bills. NewGen recommends that the City engage the Galesburg Sanitary District regarding an increase in the fee paid to the City. It should be noted that the customer base of the City water system and the GSD are largely the same – therefore, any increase in the fee charged by the City to the GSD will ultimately end up in the money being collected by the same customers. Therefore, NewGen is recommending only to increase the GSD fee to 5.0% of revenues from 3.0% of revenues. It is estimated that this will generate $50,000 more in revenue each year. The projections in this report include the assumption that the fees charged to the GSD will increase by $50,000 in FY 2022 and remain at the FY 2022 level for the remainder of the projection period. Delinquent Turn On Fees It is typical for a water utility to charge for Turn On service – that is, the cost of sending a utility worker to a customer’s property to physically turn on water service to that customer. The City’s currently charges a one time, non-refundable Turn On fee of $27.00 for new water accounts at the time each account is established. The City considers a water account delinquent if there is an unpaid previous balance and an unpaid current charges balance for services after the due date listed on a customer’s monthly bill. If Water System Revenue Requirements Thoughtful Decision Making for Uncertain Times 17 delinquent, a fee of $55.00 is added to the account and the customer’s water service is discontinued. The account balance, including the $55.000 Delinquent Turn On Fee must be paid in full to restore the customer’s water service. The City collected $239,195 in Delinquent Turn On Fees in 2019. In response to the COVID-19 pandemic, the City instituted a moratorium on delinquent water account turn offs, and therefore did not collect Delinquent Turn On Fees for a majority of FY 2020. It is estimated that the City’s FY 2020 Delinquent Turn On Fee revenue will be $76,000. At the time of this report, the COVID-19 pandemic continues, and the City estimates that Delinquent Turn On Fee revenue will remain lower than it has been historically. FY 2021 through FY 2030 estimated Delinquent Turn On Fee revenue is included in the study at $90,000 per year. Projected Miscellaneous Non-Rate Revenues The following Table 2-11 shows the revenues that are credited to the water utility but are not dependent on the rates charged to the systems users. Table 2-11 Water System Non-Rate Revenues Actual FY 2019 Adopted FY 2020 Request FY 2021 Projected FY 2022 Projected FY 2023 Projected FY 2024 Projected FY 2025 Interest Income $261,668 $150,000 $30,000 $30,000 $30,000 $30,000 $30,000 Unrealized Gain (4,618) - - - - - - Penalties 117,120 118,000 118,000 118,000 118,000 118,000 118,000 Turn-On-Fees 45,927 44,000 44,000 44,000 44,000 44,000 44,000 Delinquent Turn On Fees 239,195 76,000 90,000 90,000 90,000 90,000 90,000 Meter Resale 24,696 20,000 20,000 20,000 20,000 20,000 20,000 Pop Commission 180 250 100 100 100 100 100 Misc. Revenue 5,396 4,000 4,000 4,000 4,000 4,000 4,000 Federal Reimbursements 30,599 - - - - - - Lab Fees 15,640 12,000 12,000 12,000 12,000 12,000 12,000 Tap Fees 11,534 10,000 8,000 8,000 8,000 8,000 8,000 Penalties/Accounting 8,160 4,500 5,000 5,000 5,000 5,000 5,000 Lien Fees 5,731 5,000 5,500 5,500 5,500 5,500 5,500 Sanitary Service Fees 110,173 107,000 110,000 160,000 160,000 160,000 160,000 Misc. Other Revenue 3 - - - - - - Total Misc. Revenue $871,405 $550,750 $446,600 $496,600 $496,600 $496,600 $496,600 In accordance with NewGen’s conservative approach to developing future projections, miscellaneous revenues are projected to remain flat throughout the projection period after FY 2022. Section 2 18 Thoughtful Decision Making for Uncertain Times Revenue Requirement Projection Based on the latest available operating, debt service, and capital expense data and the methodologies and assumptions detailed above, NewGen developed a net revenue requirement forecast for the City’s water system, shown in Table 2-12. Table 2-12 Water Fund Net Revenue Requirement Projection FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Operating Expenses $4,615,430 $4,656,735 $4,754,253 $4,853,930 $4,955,816 $5,059,961 Cash Funded Capital 3,403,694 1,360,000 2,220,000 2,755,000 505,000 2,010,000 Existing Debt Service 1,380,749 1,371,149 1,380,199 1,378,699 1,376,099 1,379,724 New Debt Service - - - 134,431 201,647 403,294 Total Rev. Req. $9,399,873 $7,387,884 $8,354,453 $9,122,061 $7,038,562 $8,852,979 Less: Misc. Revenues (550,750) (446,600) (496,600) (496,600) (496,600) (496,600) Net Rev. Req. $8,849,123 $6,941,284 $7,857,853 $8,625,461 $6,541,962 $8,356,379 The net revenue requirement is the basis upon which all rates and fees are calculated for the City’s system. Although the net revenue requirement varies from year to year, the financial plan developed during the study takes a long-term perspective in order to maintain stable rates and sufficient reserves. Before a financial plan can be developed for the City’s system, a detailed analysis of the system’s customer base must be completed. The City’s water customer base defines the number of accounts, units, and metered water that can be charged to generate revenues to fund the net revenue requirement. The next section of this report details the City’s water customers and their use of the water system. Economics | Strategy | Stakeholders | Sustainability Thoughtful Decision Making for Uncertain Times Section 3 CUSTOMERS AND CONSUMPTION The City has several distinct types of water customers, each with separate, but sometimes related, rates and fees: ▪ Inside City Retail ▪ Outside City Retail ▪ Pipeline Retail ▪ Outside City Wholesale ▪ Inside City Sprinklers ▪ Outside City Sprinklers ▪ Inside City Firelines ▪ Outside City Firelines (with water service) ▪ Outside City Firelines (without water service) ▪ Bulk Water The latest full year of customer and consumption data available for the study is FY 2019. Each subsection in Section 3 details the FY 2019 data used to develop the revenue and rate projections during NewGen’s study. Retail Customers and Consumption The City serves about 12,480 retail customers, both inside and outside the City. The City’s current rate structure includes a monthly Facility Fee and a consumption rate per metered water unit, with a unit being one hundred cubic feet, or CCF (748 gallons). Inside City retail customers make up a majority of the City’s water users. Outside City customers are still retail in nature (i.e. mostly homes and businesses), although they are located outside the City’s municipal boundary. Pipeline customers are a special type of customer that has granted the City easements to run water infrastructure through their property. Therefore, the City charges them a lower rate than Outside City customers that have not granted such easements. Sprinkler meter customers are residential and business customers that have elected to install a separate meter to account for water used to irrigate. The water usage registered by these meters is charged the same rate as retail consumption. The sprinkler meter consumption is also used to calculate a customer’s sewer usage by deducting the sprinkler usage from the retail meter usage. The number of City water customers by meter size is shown in Table 3-1 below. Section 3 20 Thoughtful Decision Making for Uncertain Times Table 3-1 FY 2019 Retail Customer Meters Meter Size (inches) Inside City Outside City Pipeline Sprinklers 5/8, 3/4 11,773 204 11 77 1"-2" 313 8 17 32 2"-4" 139 7 1 2 4"-6" 6 - - 0 6"+ 2 1 - 0 Total Meters 12,234 220 29 111 Table 3-2 shows the billable water usage breakdown of the City’s FY 2019 retail customers. Table 3-2 FY 2019 Retail Customer Usage by Customer Type (CCF) Customer Type Inside City Inside City Sprinklers Outside City Pipeline Commercial 321,486 6,278 7,652 8 Residential 670,478 5,135 12,306 2,745 Government 198,869 165 4 1,336 Industry 8,379 - 25,196 - Total Usage 1,199,212 11,578 45,158 4,089 Government water usage is not that of the City of Galesburg. Government usage includes institutions such as schools and universities, the United State Social Security Administration building, Knox County Jail, and similar properties. Water usage of properties owned by the City of Galesburg is accounted for separately, but not billed and therefore not included in the above tables. A percentage breakdown of Inside City retail water revenue is shown in Exhibit 3-3. Customers and Consumption Thoughtful Decision Making for Uncertain Times 21 Exhibit 3-3 Percent Breakdown of FY 2019 Usage (Inside City) The number of retail customers and the retail usage is assumed to remain constant for the five-year projection period. Wholesale Customers The City provides wholesale treated water service to five municipalities and one subdivision each with separate agreements: ▪ Village of East Galesburg ▪ City of Abington ▪ City of Knoxville ▪ Village of Little York ▪ Village of Henderson ▪ Westport Subdivision Wholesale service agreements are common in the water industry. The City has invested in major supply, treatment, and transmission infrastructure and has the capacity to provide service beyond its own retail system. Wholesale customers have limited access to the City’s system, typically through larger capacity meters. The City provides potable water to these customers, however these customers do not make use of the City’s local distribution system, and therefore do not pay the full retail rate. Currently, the Wholesale customers pay a monthly Facility Fee based on meter size and a unit rate per CCF equal to 68% of the Inside City rate. Table 3-4 shows the number of Wholesale accounts and FY 2019 billable wholesale usage. 27.1% 55.8% 16.4% 0.7% Commercial Residential Government Industry Section 3 22 Thoughtful Decision Making for Uncertain Times Table 3-4 FY 2019 Wholesale Customer Meters and Usage Meter Size (inches) Wholesale Customers 5/8, 3/4 1 1"-2" 1 2"-4" 2 4"-6" 3 6"+ 3 Total Meters 10 Total Usage (CCF) 309,392 Other Retail Water Revenue Sources The City has two other sources of water revenue that are retail in nature but do not fit within its retail fee structure. Bulk Water Usage The City makes water available on a temporary basis in two ways. The City maintains a Bulk Water station where City residents can purchase bulk water on an as-needed basis. The City also provides temporary bulk water meters that can be attached to City fire hydrants. These temporary meters are typically used for construction needs. The rate charged in both cases for bulk water is $1.25 per 100 gallons. There is no Facility Fee related to bulk water service. NewGen’s study includes increases in the bulk water fee that are equal to the recommended increase in retail usage rates. The annual revenue generated by bulk water sales is about $10,000, which is small relative to the City’s other service rates and fees. The study assumes that any rate increase adopted for retail rates per CCF would also apply to the City’s Bulk Water rate per CCF. Master Meter The City has a special case master meter agreement with an owner of a mobile home park located within the City. This customer is charged a single master meter Facility Fee of $200.00 per month for a single meter at the point where water enters the mobile home park, which contains 62 units. Metered water usage is based solely on this meter. This arrangement is a special case, and therefore no increases in this Master Meter fee is included in NewGen’s study. NewGen recommends re-evaluating this special arrangement based on the policies adopted by the City Council as a result of this study. Fire Protection Customers The City provides fire protection throughout its service area. A majority of the fire protection is provided to the public via approximately 1,400 public fire hydrants. The cost of public fire protection is accounted for in the City’s retail water rates, as the cost of this service should be borne by the entire retail system. However, the City provides private fire protection to private customers via Fireline connections. A Fireline Customers and Consumption Thoughtful Decision Making for Uncertain Times 23 is the portion of a water line preceding a backflow prevention assembly (BPA), supplying water to a fire sprinkler system or private fire hydrant. The City’s private Fireline customers are shown in Table 3-5 below. Table 3-5 FY 2019 Inside City Fireline Accounts Meter Size (inches) Accounts 2" 2 3" 1 4" 52 6" 80 8" 31 10" 4 12" - Total Accounts 170 The City publishes Fireline fees for Outside City customers and Outside City customers without Water Service, however there are currently no connections in those customer classes. The number of Inside City Fireline customers is assumed to remain constant for the five-year projection period. Total Revenue Breakdown The percentage breakdown of the City’s 2019 Water Fund revenue is shown in Exhibit 3-6. Exhibit 3-6 FY 2019 Revenue Percentage Breakdown A majority of the City’s Water Fund revenues come from retail rates, with almost half of total revenues coming from residential customers. Non-Rate revenues account for about 11% of the City’s water revenues. It is important to understand this revenue profile when evaluating customer impacts because a change in residential bills many more users than a large change in other fees due to the proportional magnitude of the City’s revenue sources. 18.5% 10.5% 3.2% 48.8% 7.3% 0.5% 11.1% Commercial Government Industrial Residential Wholesale Firelines Misc. Economics | Strategy | Stakeholders | Sustainability Thoughtful Decision Making for Uncertain Times Section 4 FINANCIAL PLAN AND RECOMMENDED RATES Financial Projections Under Current Rates NewGen developed cash flow and cash balance projections assuming the revenue requirements detailed in Section 2 of this report and that the City does not increase any water rates or fees. This establishes a baseline projection to which revenue increase alternatives can be compared. In order to project revenues under the current water rates and fees, NewGen compiled each rate and fee charged by the City in FY 2020. The City’s FY 2020 rates are summarized below. FY 2020 Retail Rates The City’s current (FY 2020) water rates have two components. The first component is a Facility Fee that is charged on a monthly basis and based on the meter size of each retail customer. This is a fixed fee, meaning that no volume of water is included in this Facility Fee. If a customer does not use any water in a given month, then their bill would consist only of the Facility Fee. Table 4-1 details the FY 2020 Facility Fees for the City’s retail customers. Table 4-1 FY 2020 Retail Rates – Monthly Facility Fees Meter Size (inches) Inside City Outside City Pipeline Sprinklers 5/8, 3/4 $15.91 $31.82 $15.91 $3.18 1"-2" $33.05 $66.10 $33.05 $6.61 2"-4" $66.10 $132.20 $66.10 $13.22 4"-6" $165.35 $330.70 $165.35 $33.07 6"+ $413.40 $826.80 $413.40 $82.68 The second component of the City’s current retail rates is a usage rate per hundred cubic feet, or CCF (748 gallons) that is charged to each unit of metered consumption for all retail customers. The FY 2020 CCF rate structure of the City’s system is shown in Table 4-2. Table 4-2 FY 2020 Retail Rates – Usage Rate per CCF Inside City4 Outside City Pipeline Rate per CCF $2.50 $5.00 $2.75 4 The Inside City CCF rate is also charged to sprinkler usage. Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 25 FY 2020 Private Fire Protection Rates The FY 2020 private fire protection rates charged by the City are summarized below in Table 4-3. Table 4-3 FY 2020 Fire Protection Fees Meter Size (inches) Inside City Outside City (with water) Outside City (without water) 2" $8.75 $14.00 $24.50 3" $10.50 - - 4" $12.25 $21.00 $31.50 6" $15.75 $28.00 $24.25 8" $19.25 $36.75 $49.00 10" $24.50 $45.50 $57.57 12" $29.75 $56.00 $68.25 FY 2020 Wholesale Rates The rates charged to the City’s wholesale customers are shown in Table 4-4 below. The Wholesale Facility Fees are identical to the Outside City retail Facility Fees. The Wholesale unit rate per CCF is currently set at 68% of the Inside City unit rate per CCF. Table 4-4 FY 2020 Wholesale Facility Fees and Usage Rate Meter Size (inches) Monthly Facility Fee 5/8, 3/4 $31.82 1"-2" $66.10 2"-4" $132.20 4"-6" $330.70 6"+ $826.80 Usage Rate per CCF $1.70 Cash Flow and Fund Balance Projections Under Current Rates The revenue generated by the FY 2020 rates alone cannot sustain the City Water Fund’s annual revenue requirements in any of the next five fiscal years (FY 2021 – FY 2025). The expenses shown in the following charts include the projected operating, existing debt, new debt, and cash funded capital projects discussed in Section 2 of this report. The projected revenues assume that the City does not increase any water rates or fees in any fiscal year. The projected revenues and expenses are shown in Exhibit 4-5. Section 4 26 Thoughtful Decision Making for Uncertain Times Exhibit 4-5 Expenses vs. Revenues Under Current FY 2020 Rates For the past three years since FY 2017 the City’s Water Fund cash balance has fluctuated between $9.3 million and $7.4 million. As of December 31, 2019, the Water Fund cash balance was $9.37 million. If the City were not to raise rates in any of the next five years, then current reserves would need to be relied upon to support the water system’s capital plan. However, the projected cash deficits would nearly exhaust the water utility’s cash balance by FY 2026 as shown in Exhibit 4-6. $0.00 $1.00 $2.00 $3.00 $4.00 $5.00 $6.00 $7.00 $8.00 $9.00 $10.00 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025Millions Operating Expenses Existing Debt Service New Debt Service Cash Funded Capital Projects Total Revenues Under FY 2020 Rates Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 27 Exhibit 4-6 Projected Water Fund Cash Balance Projection Under Current FY 2020 Rates The current revenues generated by the City’s FY 2020 water rates and the City’s Water Fund cash reserves cannot support the projected operating, capital, debt service, and reserve requirements of the water system. Cash reserves can be relied upon in the short term (three to five years) to mitigate large, one- time rate increases, however, incremental rate increases over that time period are necessary to increase revenues so that the City’s water operating and capital needs are met and the City maintains adequate Water Fund reserves. Based on the expenses projected in Section 2 of this report, the City’s water customers and usage detailed in Section 3, and the City’s FY 2020 water rates detailed previously in this section, NewGen’s rate study has determined that revenue increases are necessary to sustain the City’s water system. A key focus of the study is the impact any revenue increases will have on customers – particularly those who can afford cost increases the least. Section 4 28 Thoughtful Decision Making for Uncertain Times Residential Customer Affordability Water service affordability is an increasingly relevant topic throughout the United States. As the country’s water infrastructure ages, the rehabilitation and replacement of water assets continues to cost more each year. Simultaneously, household incomes remain largely stagnant. Therefore, as a percentage of household spending, water service continues to rise. A key focus of NewGen’s study was the cost impact of any recommended revenue increases on the City’s residential, low-income customers. Industry Wide Challenges According to AWWA’s 2020 State of the Water Industry Report, the five most important issues facing the industry are currently: ▪ Renewal and replacement of aging water and wastewater infrastructure ▪ Financing for capital improvements ▪ Long-term water supply availability ▪ Public understanding of the value of water systems and services ▪ Watershed/source water protection Like all water utilities across the country, the City is affected by several, if not all, of these inter-related issues. Utility infrastructure installed decades ago continues to age. Water and wastewater main breaks have become a common daily occurrence. Energy and chemical prices continue to increase, and compliance with tighter federal (CWA, SDWA) and state (Illinois EPA) regulations continues to require more costly and complex distribution, collection, and treatment solutions. The following chart shows the country-wide inflation adjusted increases in three indices tracked by the Bureau of Labor and Statistics: Median Household Income, the Consumer Price Index, and the Water and Sewer Service Cost Index: Exhibit 4-7 – Historical Cost Increases, 2000 - 2018 Index: 2000 = 100; Bureau of Labor Statistics (BLS), Bureau of the Census Median Household Income 146 Consumer Price Index 142100 Water and Sewer Service Cost Index 234 2000 2003 2006 2009 2012 2015 Year Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 29 A key focus area of NewGen’s study was the affordability of the City’s water service for residential customers. Prior to the study, NewGen compiled income data from the United States Census Bureau to evaluate the affordability of the City’s FY 2020 rates. There are several assumptions built into the affordability analysis: ▪ The metric used to evaluate the affordability of water service within the City was the United States Environmental Protection Agency’s guidance that water service is “affordable” if it costs no more than 2.5% of a household’s income. ▪ It is assumed that the distribution of income of residents within the City matches the distribution of income of the City’s water users. They City’s 2019 household income data is sourced from the U.S. Census Bureau's American Community Survey.5 ▪ The U.S. states of California6 and Texas7 have each identified 50 gallons per day per capita (gpcd) as indoor efficiency standards to meet essential needs for drinking, cooking, cleaning, and sanitation. For the purposes of arriving at a round number of CCFs, this analysis used 46 gpcd. ▪ In 2019 the City had 2.14 persons per household8, resulting in an estimated indoor monthly water usage of 4.0 CCF (46 gpcd x 2.14 persons = 2,953 gallons per 30 day month, or 3.95 CCF rounded to 4 CCF). This is also the City’s actual FY 2019 median inside city res idential monthly usage based on actual 2019 billing data. The result of the analysis at the City’s current FY 2020 rates is shown in Exhibit 4-8. Exhibit 4-8 – Residential Customer Affordability Analysis – FY 2020 Rates At the current FY 2020 rates, approximately 19% of the City’s residential customers are either exceeding or approaching the EPA affordability guideline of 2.5% of household income spent on water, assuming 5 U.S. Census Bureau's American Community Survey, Report DP03: Selected Economic Characteristics table. 6 California State Water Resources Control Board. 2018. “Water Efficiency Legislation will Make California More Resilient to Impacts of Future Droughts,” Fact Sheet. Sacramento, CA: State Water Resources Control Board 7 Texas Water Development Board. 2004. Water Conservation Implementation Task Force Report to the 79th Legislature. Austin, TX: Texas Water Development Board 8 https://www.census.gov/quickfacts/fact/table/galesburgcityillinois,US# Section 4 30 Thoughtful Decision Making for Uncertain Times that household uses 4 CCF per month. A foundational element of developing an alternative rate structure was to address this affordability issue. Recommended Revenue Increases In order to increase revenues that will sustain the water system, NewGen recommends the following revenue increases for the City’s water rates and fees. The percentages in Table 4-9 represent only the increase in revenues for each rate component, regardless of rate structure. Each rate alternative NewGen developed during the study raises the same revenue. A full discussion of rate alternatives and the specific rate changes and bill impacts will follow. Table 4-9 Recommended Revenue Increases FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Cash Flow Shortfall at FY 2020 Revenues ($445,511) ($1,362,080) ($2,129,688) ($46,189) ($1,860,606) EOY Cash Balance at FY 2020 Revenues $6,571,142 $5,209,063 $3,079,375 $3,033,185 $1,172,579 Recommended Revenue Increases Fire Protection Fees9 431.8% 13.1% 9.2% 0.0% 0.0% Retail Facility Fees 0.0% 3.0% 3.0% 3.0% 3.0% Retail Usage rates per CCF 0.0% 3.0% 3.0% 3.0% 3.0% Wholesale Facility Fees 0.0% 3.0% 3.0% 3.0% 3.0% Wholesale Usage rates per CCF10 0.0% 3.0% 3.0% 3.0% 3.0% Cash Flow at Recommended Revenues ($310,003) ($1,204,737) ($1,955,005) $128,494 ($1,685,923) EOY Cash at Recommended Revenues $6,706,650 $5,501,913 $3,546,908 $3,675,401 $1,989,478 Assuming that the City increase its water revenues consistent with the table above, the result is that the City is able to fund the system’s projected operating, capital, and debt service expenses while also maintaining the recommended reserves. The determination of which rate structure can be used to generate the above stated revenue increases and cash flow will be discussed in the next sections of this report. Projected Rates with No Change in Rate Structure The City may choose only to increase the FY 2020 rates by the recommended percentages above. In that case, all City rates would increase uniformly for all Facility Fees, Usage rates, and Fireline charges. 9 Fire protection fees are independently developed based on a separate cost of service analysis. The FY 2021 revenue increase represents an alignment of the City’s private fire protection fees with industry standards. 10 Wholesale CCF rate increases vary under different alternatives rate structures. Table 4 -9 assumes the City maintain the current rate structure. Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 31 Projected Fireline Fees with No Change in Rate Structure If the City adopts the revenue increase in Fireline charges as stated above without altering the Fireline rate structure to better align with industry standards, the following Fireline fees would generate the revenue sufficient to cover the fire protection services provided by the City. Table 4-10 Monthly Fireline Rates – No Rate Structure Change Meter Size (inches) # of Customers FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Inside City 2" 2 $8.75 $46.83 $52.92 $57.76 $57.76 $57.76 3" 1 $10.50 $56.19 $63.50 $69.31 $69.31 $69.31 4" 52 $12.25 $65.56 $74.09 $80.86 $80.86 $80.86 6" 80 $15.75 $84.29 $95.26 $103.97 $103.97 $103.97 8" 31 $19.25 $103.02 $116.42 $127.07 $127.07 $127.07 10" 4 $24.50 $131.12 $148.18 $161.73 $161.73 $161.73 12" - $29.75 $159.21 $179.93 $196.38 $196.38 $196.38 The Outside City Firelines and Outside City Firelines with No Water Service customer classes would maintain their rate differential of 2.0 and 2.8 respectively. That is, Outside Firelines would pay twice the rates shown in Table 4-10 and Outside City Firelines with No Water Service would pay 2.8 times the rates in table 4-10. A full discussion of the recommended Fireline rates is provided in the next section of this report. Projected Facility Fees with No Change in Rate Structure If the City adopts the recommended revenue increases in each year from FY 2021 through FY 2025, then the City’s retail Facility Fees would be as shown in Table 4-11. Table 4-11 Projected Facility Fees – No Rate Structure Change Meter Size (inches) # of Customers FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Inside City 5/8, 3/4 11,773 $15.91 $15.91 $16.23 $16.55 $16.88 $17.22 1"-2" 313 $33.05 $33.05 $33.71 $34.39 $35.07 $35.77 2"-4" 139 $66.10 $66.10 $67.42 $68.77 $70.15 $71.55 4"-6" 6 $165.35 $165.35 $168.66 $172.03 $175.47 $178.98 6"+ 2 $413.40 $413.40 $421.67 $430.10 $438.70 $447.48 Section 4 32 Thoughtful Decision Making for Uncertain Times Table 4-11 Projected Facility Fees – No Rate Structure Change Meter Size (inches) # of Customers FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Outside City 5/8, 3/4 204 $31.82 $31.82 $32.46 $33.11 $33.77 $34.44 1"-2" 8 $66.10 $66.10 $67.42 $68.77 $70.15 $71.55 2"-4" 7 $132.20 $132.20 $134.84 $137.54 $140.29 $143.10 4"-6" - $330.70 $330.70 $337.31 $344.06 $350.94 $357.96 6"+ 1 $826.80 $826.80 $843.34 $860.20 $877.41 $894.95 Pipeline 5/8, 3/4 11 $15.91 $15.91 $16.23 $16.55 $16.88 $17.22 1"-2" 17 $33.05 $33.05 $33.71 $34.39 $35.07 $35.77 2"-4" 1 $66.10 $66.10 $67.42 $68.77 $70.15 $71.55 4"-6" - $165.35 $165.35 $168.66 $172.03 $175.47 $178.98 6"+ - $413.40 $413.40 $421.67 $430.10 $438.70 $447.48 Inside City Sprinklers 5/8, 3/4 77 $3.18 $3.18 $3.24 $3.31 $3.37 $3.44 1"-2" 32 $6.61 $6.61 $6.74 $6.88 $7.01 $7.15 2"-4" 2 $13.22 $13.22 $13.48 $13.75 $14.03 $14.31 4"-6" - $33.07 $33.07 $33.73 $34.41 $35.09 $35.80 6"+ - $82.68 $82.68 $84.33 $86.02 $87.74 $89.50 The City has no Outside City Sprinkler customers. Projected CCF Rates with No Change in Rate Structure If the City were to not change the retail per CCF rate structure, then the following rates shown in Table 4- 12 are projected to fully support the future operating, capital, debt service, and reserve requirements of the system. Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 33 Table 4-12 Projected CCF Rates # of Customers FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Inside City 12,234 $2.50 $2.50 $2.55 $2.60 $2.65 $2.71 Outside City 220 $5.00 $5.00 $5.10 $5.20 $5.31 $5.41 Pipeline 29 $2.75 $2.75 $2.81 $2.86 $2.92 $2.98 Projected Wholesale Rates with No Change in Rate Structure The City’s Wholesale water customers would continue to pay the Outside City Facility Fees and 68% of the Inside City rate per CCF, as shown in Table 4-13. Table 4-13 FY 2020 Wholesale Facility Fees and Usage Rate Meter Size (inches) # of Customers FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Facility Fee 5/8, 3/4 1 $31.82 $31.82 $32.46 $33.11 $33.77 $34.44 1"-2" 1 $66.10 $66.10 $67.42 $68.77 $70.15 $71.55 2"-4" 2 $132.20 $132.20 $134.84 $137.54 $140.29 $143.10 4"-6" 3 $330.70 $330.70 $337.31 $344.06 $350.94 $357.96 6"+ 3 $826.80 $826.80 $843.34 $860.20 $877.41 $894.95 Usage Rate per CCF $1.70 $1.70 $1.73 $1.77 $1.80 $1.84 Customer Bill Impact of Increased Rates with No Change in Rate Structure Table 4-14 shows the customer bill impact for several different types of customers if the City were to adopt the revenue increases shown in Table 4-9 but were not to alter any of the rate structures of its various fees. Table 4-14 Projected Monthly Customer Bills – No Rate Structure Change Sample Customer FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Single Person $20.91 $20.91 $21.54 $22.18 $22.85 $23.53 5/8, 3/4 Meter $ Change $0.00 $0.63 $0.65 $0.67 $0.69 1 Unit 2 CCF % Change 0.0% 3.0% 3.0% 3.0% 3.0% Section 4 34 Thoughtful Decision Making for Uncertain Times Table 4-14 Projected Monthly Customer Bills – No Rate Structure Change Sample Customer FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Median Residential $25.91 $25.91 $26.69 $27.49 $28.31 $29.16 5/8, 3/4 Meter $ Change $0.00 $0.78 $0.80 $0.82 $0.85 1 Unit 4 CCF % Change 0.0% 3.0% 3.0% 3.0% 3.0% Family of Four $38.41 $38.41 $39.56 $40.75 $41.97 $43.23 5/8, 3/4 Meter $ Change $0.00 $1.15 $1.19 $1.22 $1.26 1 Unit 9 CCF % Change 0.0% 3.0% 3.0% 3.0% 3.0% Family of Six $58.41 $58.41 $60.16 $61.97 $63.83 $65.74 5/8, 3/4 Meter $ Change $0.00 $1.75 $1.80 $1.86 $1.91 1 Unit 17 CCF % Change 0.0% 3.0% 3.0% 3.0% 3.0% Large Healthcare $3,966.10 $3,966.10 $4,085.08 $4,207.64 $4,333.86 $4,463.88 2"-4" Meter $ Change $0.00 $118.98 $122.55 $126.23 $130.02 1 Unit 1560 CCF % Change 0.0% 3.0% 3.0% 3.0% 3.0% Large Government $37,566.10 $37,566.10 $38,693.08 $39,853.88 $41,049.49 $42,280.98 2"-4" Meter $ Change $0.00 $1,126.98 $1,160.79 $1,195.62 $1,231.48 1 Unit 15,000 CCF % Change 0.0% 3.0% 3.0% 3.0% 3.0% Typical Wholesale $27,332.20 $27,332.20 $28,152.17 $28,996.73 $29,866.63 $30,762.63 2"-4" Meter $ Change $0.00 $819.97 $844.56 $869.90 $896.00 1 Unit 16,000 CCF % Change 0.0% 3.0% 3.0% 3.0% 3.0% Recommended Rate Structure Alternatives The first rate alternative that this report will detail is the industry standard approach to calculating the City’s fire protection fees. Regardless of the City’s action on the Retail and Wholesale Facility Fees and CCF Rates, NewGen recommends that the City immediately adjust private Fireline Fees based on the industry standard methodology detailed in this section. Fire Protection Revenue Increases and Rate Alternative NewGen recommends an industry standard approach to allocating fire protection costs within the City’s system. The standard methodology for allocating these costs is detailed in the American Water Works Association (AWWA) Manual M1 – Principles of Water Rates, Fees and Charges (M1). Chapter IV.8 of M1 is titled Rates for Fire Protection Service. The methodology recommended by NewGen utilizes the Maine Curve, developed by the Maine Public Utilities Commission in 1961, that gives the percentage of a water system’s revenue requirements that can be attributed to fire protection service. Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 35 Recommended Fire Protection Cost Allocation Methodology In order to determine the proper dollar amount to allocate to private fire protection customers of a water system, it is necessary to determine the total fire protection costs of the utility system. This is done by using system pumping data in gallons per minute (gpm). These costs are then allocated to public and private fire protection costs based on the customer base of each class of service. Then, rates can be developed to fully collect the costs of providing both public and private fire protection. The data points needed to determine the total cost of providing fire protection are: ▪ Total System Fire Protection Meter Equivalents based on National Fire Protection Association (NFPA) Fire Flow Demand Factors ▪ Average System Water Pumped (in gpm) ▪ Peak System Water Pumped (in gpm) ▪ Population Served (in thousands) The above data points allow for the calculation of the Required Fire Flow (RFF) of the system based on the fire flow requirement formula determined by the National Board of Fire Underwriters (NBFU), now known as Insurance Services Office (ISO): Where P is the population served by the utility in thousands. This value is then compared the system’s peak hourly flow based on actual FY 2019 pumping data. In FY 2019, the system’s maximum pumping day occurred in January 2019 with a total of 8,153,000 gallons pumped. Averaged to a per minute rate. this equates to 5,662 gallons per minute. The total system pumped 2,364,875,000 gallons in FY 2019, equating to a 4,499 gpm average. The ratio of the Peak System Flow to the Required Fire Flow is used to determine the percentage of total system costs that are incurred for fire protection (both public and private). The methodology used to determine that percentage is dictated by the Maine Curve: A graphical representation of the Maine Curve is shown in Exhibit 4-15 below: Section 4 36 Thoughtful Decision Making for Uncertain Times Ratio of Peak Hour Rate (gpm) / Fire Demand (gpm) % of Gross Revenue to Public Fire Protection Charge0 Exhibit 4-15 The Maine Curve11 The ratio of Peak System Flow to the Required Fire Flow is shown on the x-axis of the chart above. Where that ratio intersects the Maine Curve determines the percentage of total system costs (gross revenue) to allocate to fire protection. These costs are then allocated to public fire hydrants, public fire hydrants, and Firelines based on equivalent flow factors. The equivalent flow factors are derived by taking the Fireline size in inches raised to the power of 2.63.12 The City does not currently serve any Outside City Fireline customers, therefore the analysis shows only Inside City Fireline customers and public fire hydrants. 11 AWWA. 2017. Manual M1: Principles of Water Rates, Fees, and Charges, Seventh Edition. Denver, CO: American Water Works Association. at p. 159 12 AWWA. 2017. Manual M1: Principles of Water Rates, Fees, and Charges, Seventh Edition. Denver, CO: American Water Works Association. at p. 163 Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 37 Table 4-16 FY 2020 Fire Protection Meter Equivalent Calculation Meter Size (inches) Inside City Firelines Current Meter Factors Current Equivalent Lines in Service AWWA Flow Factors AWWA Equivalent Lines in Service 2" 2 1.00 2 6.19 12 3" 1 1.20 1 17.98 18 4" 52 1.40 72 38.32 1,977 6" 80 1.80 145 111.31 8,951 8" 31 2.20 67 237.21 7,255 10" 4 2.80 11 426.58 1,742 12" - 3.40 - 689.04 - Totals 170 299 19,955 Public Fire Hydrants 1,435 N/A N/A 111.31 159,731 The current meter factors are based on the ratio of the current Fireline fee to the 2” meter fee. The updated flow factors are based on AWWA industry standard methodology. The full calculation of the AWWA cost allocation for the City’s fire protection service is shown in Table 4-17. Table 4-17 Fire Protection Cost Allocation Calculation FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 System Revenue Requirement $7,387,884 $8,354,453 $9,122,061 $7,038,562 $8,852,979 Population Served13 30,197 30,197 30,197 30,197 30,197 Total System Pumpage (gallons) 2,364,875,000 2,364,875,000 2,364,875,000 2,364,875,000 2,364,875,000 Average Gallons per Day (gpd) 6,479,110 6,479,110 6,479,110 6,479,110 6,479,110 Average Gallons per Minute (gpm) 4,499 4,499 4,499 4,499 4,499 Peak Flow (gpm) 5,662 5,662 5,662 5,662 5,662 Required Fire Flow (gpm) 5,297 5,297 5,297 5,297 5,297 Maine Formula Ratio 1.07 1.07 1.07 1.07 1.07 Fire Protection Allocation of RR 20.34% 20.34% 20.34% 20.34% 20.34% Total Fire Protection Expenses $1,502,800 $1,699,414 $1,855,556 $1,431,743 $1,800,821 13 July 1, 2019 estimate from US Census data, https://www.census.gov/quickfacts/fact/table/galesburgcityillinois,US/PST045219 Section 4 38 Thoughtful Decision Making for Uncertain Times Table 4-17 Fire Protection Cost Allocation Calculation Public Hydrant Equivalents 159,731 159,731 159,731 159,731 159,731 Fireline Equivalents 19,955 19,955 19,955 19,955 19,955 Allocated – Public Fire Hydrants $1,335,909 $1,510,688 $1,649,491 $1,272,743 $1,600,834 Allocated – Firelines $166,891 $188,725 $206,065 $159,000 $199,987 The public hydrants allocation is assumed to be collected in the City’s retail water rates. The remaining cost is allocated to private Firelines based on flow demand factors. Recommended Fire Protection Rates Based on the above calculations, the recommended fire protection rates and revenues are shown in Table 4-18. Table 4-18 Recommended Monthly Fireline Rates Meter Size (inches) # of Connections Current FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Inside City 2" 2 $8.75 $4.34 $4.91 $5.36 $5.36 $5.36 3" 1 $10.50 $12.61 $14.25 $15.56 $15.56 $15.56 4" 52 $12.25 $26.88 $30.37 $33.15 $33.15 $33.15 6" 80 $15.75 $78.07 $88.23 $96.30 $96.30 $96.30 8" 31 $19.25 $166.37 $188.02 $205.21 $205.21 $205.21 10" 4 $24.50 $299.20 $338.12 $369.04 $369.04 $369.04 12" - $29.75 $483.29 $546.16 $596.11 $596.11 $596.11 The incremental difference between the meter size charges are significantly different under the recommended methodology. This is due to the alignment of the Fireline charges with the AWWA recommended flow factors. The above fees represent an industry standard approach to the calculation of private fire protection fees. The revenue generated by the above fees would increase the City’s current fire protection from about $31,000 in FY 2020 to about $168,000 in FY 2021. Although this increase is substantial, the methodologies used to develop the fees is based on actual pumping, population, and flow capacity data. The additional revenue generated by the recommended Fireline fees above would reduce the revenue needed to be generated by the City’s retail water customers. If the City were to not adopt the recommended Fireline charges stated above, then an additional $135,500 would need to be raised from retail and wholesale customers, equal to a 2.0% one-time rate increase in both Facility Fees and CCF rates. The rates and projections contained throughout the next sections of this report assume the adoption of the recommended Fireline charges in Table 4-18. Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 39 Retail and Wholesale Rate Alternative Scenarios NewGen developed several potential changes to the structure of the City’s retail and wholesale Facility Fees and per CCR rates. Each alternative will generate the same amount of revenue as recommended in Table 4-9. The alternative rate structures have significant impacts on the distribution of City water costs among its customers, however in total revenues remain consistent with the rate increase plan in Table 4- 9. There were several changes to the City’s various retail water rate and fee structures that were developed during the study. They are as follows: ▪ Facility Fee Alternative 1: Reduced Facility Fee: While maintaining the existing meter size based Facility Fees, reduce the 5/8, 3/4 inch meter fee to $8.00 per month, adjust all other Facility Fees and per CCF rates accordingly. ▪ Facility Fee Alternative 2: Change to a per Unit Facility Fee: Change the City’s Facility Fee structure to a per unit fee rather than a meter size based fee. Per CCF rates are adjusted as per Table 4-9 with no change in structure. All revenue from Facility Fees and Unit rates remains the same. ▪ CCF Rate Alternative 1: Change the City’s per CCF Rate structure to include 4 CCF per account for each customer and charge a per CCF rate for usage above 4 CCF per account. ▪ CCF Rate Alternative 2: Change the City’s per CCF Rate structure to include 4 CCF per unit for each customer and charge a per CCF rate for usage above 4 CCF per unit. This change is only consistent when in addition to Facility Fee Alternative 2. Otherwise, the City would be inconsistent in the manner in which it applies its fixed and variable fees. That is, CCF Rate Alternative 2 assumes the adoption of Facility Fee Alternative 2. This section will detail the alternative methods above individually and show the customer bill impact for a variety of City water customers. Wholesale Rates under Alternative Structures Typically, the rates charged to wholesale water customers are separate and distinct from those charged to retail customers. This allows a water supplier to tailor individual wholesale rates based on negotiated contracts. While Galesburg’s wholesale water customers have separate contracts, the contracts share language regarding the price of water service. All of the City’s wholesale contracts include a statement that the wholesale customer “shall be subject to the rate charged by Galesburg for users outside the city limits of Galesburg.” The City of Knoxville’s contract limits the rate increase imposed by the City of Galesburg to 5.0% per year or the percent increase the City adopted for Inside City customers, whichever is less. These contractual requirements create a direct link between the retail rates and wholesale rates. NewGen would typically recommend a separate methodology to calculate wholesale water rates. Given the contractual limitations on the changes possible to the City’s wholesale rates, NewGen did not calculate or develop any wholesale rate alternatives that differ from the current methodology. NewGen recommends continuing to charge Wholesale customers using the current methodology, with a Facility Fee per unit equal to that of Outside City customers and a reduced per CCF rate. This methodology recognizes that the Wholesale customers do not use a significant portion of the City’s retail system, such as the City’s local distribution system. Wholesale rates depend on the changes in retail rates because of the contractual language in the City’s wholesale agreements. Therefore, as this report details the several rate alternatives described above, wholesale rates will be presented for each alternative. Section 4 40 Thoughtful Decision Making for Uncertain Times Facility Fee Alternative 1: Reduced Facility Fee Facility Fee Alternative 1 included a reduction in the Inside City 5/8. 3/4 inch meter size Facility fee from $15.91 per month to $8.00 per month in FY 2021. Facility Fees are then increased according to the revenue increases recommended in Table 4-9. All meter size and Inside/Outside/Pipeline differentials remain unchanged. Table 4-19 Projected Facility Fees – Alternative 1: Reduced Facility Fee Meter Size (inches) # of Connections Current FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Inside City 5/8, 3/4 11,773 $15.91 $8.00 $8.16 $8.32 $8.49 $8.66 1"-2" 313 $33.05 $16.62 $16.95 $17.29 $17.64 $17.99 2"-4" 139 $66.10 $33.24 $33.90 $34.58 $35.27 $35.98 4"-6" 6 $165.35 $83.14 $84.81 $86.50 $88.23 $90.00 6"+ 2 $413.40 $207.87 $212.03 $216.27 $220.59 $225.00 Outside City 5/8, 3/4 204 $31.82 $16.00 $16.32 $16.65 $16.98 $17.32 1"-2" 8 $66.10 $33.24 $33.90 $34.58 $35.27 $35.98 2"-4" 7 $132.20 $66.47 $67.80 $69.16 $70.54 $71.95 4"-6" - $330.70 $166.29 $169.61 $173.00 $176.46 $179.99 6"+ 1 $826.80 $415.74 $424.05 $432.53 $441.19 $450.01 Pipeline 5/8, 3/4 11 $15.91 $8.00 $8.16 $8.32 $8.49 $8.66 1"-2" 17 $33.05 $16.62 $16.95 $17.29 $17.64 $17.99 2"-4" 1 $66.10 $33.24 $33.90 $34.58 $35.27 $35.98 4"-6" - $165.35 $83.14 $84.81 $86.50 $88.23 $90.00 6"+ - $413.40 $207.87 $212.03 $216.27 $220.59 $225.00 Inside City Sprinklers 5/8, 3/4 77 $3.18 $1.60 $1.63 $1.66 $1.70 $1.73 1"-2" 32 $6.61 $3.32 $3.39 $3.46 $3.53 $3.60 2"-4" 2 $13.22 $6.65 $6.78 $6.92 $7.05 $7.20 4"-6" - $33.07 $16.63 $16.96 $17.30 $17.65 $18.00 6"+ - $82.68 $41.57 $42.41 $43.25 $44.12 $45.00 The reduced Facility Fees would result in a decrease in Facility Fee revenue of about $1.3 million in FY 2021. This revenue must be recovered by increased CCF rates in order to maintain the financial plan projection recommended in this report. Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 41 Per CCF Rate Impact of Facility Fee Alternative 1 In order to maintain the recommended total system revenue under Facility Fee Alternative 1, the City’s per CCF rates must be adjusted as follows in Table 4-20. Table 4-20 Projected CCF Rates – Facility Fee Alternative 1: Reduced Facility Fee FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Inside City $2.50 $3.50 $3.57 $3.64 $3.71 $3.79 Outside City $5.00 $7.00 $7.14 $7.28 $7.43 $7.58 Pipeline $2.75 $3.85 $3.93 $4.01 $4.09 $4.17 The large increases in per CCF Rates under Facility Fee Alternative 1 are necessary to maintain revenues consistent with the financial plan developed as a part of this study. Wholesale Rate Impact of Facility Fee Alternative 1 The changes in the Facility Fee and per CCF rates under Facility Fee Alternative 1 would result in the Wholesale Facility Fees and unit rates per CCF are shown in Table 4-21. Table 4-21 Wholesale Facility Fees and Usage Rates – Alternative 1: Reduced Facility Fee Meter Size (inches) Customers FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Facility Fee 5/8, 3/4 1 $31.82 $16.00 $16.32 $16.65 $16.98 $17.32 1"-2" 1 $66.10 $33.24 $33.90 $34.58 $35.27 $35.98 2"-4" 2 $132.20 $66.47 $67.80 $69.16 $70.54 $71.95 4"-6" 3 $330.70 $166.29 $169.61 $173.00 $176.46 $179.99 6"+ 3 $826.80 $415.74 $424.05 $432.53 $441.19 $450.01 Usage Rate per CCF $1.70 $1.79 $1.87 $1.97 $2.07 $2.17 The Wholesale rate increase complies with the language in the Knoxville contract limiting increases to the lower of the Inside City rate increase or 5.0%. Section 4 42 Thoughtful Decision Making for Uncertain Times Customer Bill Impact of Facility Fee Alternative 1: Reduced Facility Fee The combined impact of a reduction in the monthly Facility Fee and the increase in the per CCF rates necessary under Facility Fee Alternative 1 would have the following impact on the sample customers beginning in FY 2021. Table 4-22 Projected Monthly Customer Bills – Facility Fee Alternative 1 Sample Customer FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Single Person $20.91 $15.00 $15.30 $15.61 $15.92 $16.24 5/8, 3/4 Meter $ Change ($5.91) $0.30 $0.31 $0.31 $0.32 1 Unit 2 CCF % Change (-28.3%) 2.0% 2.0% 2.0% 2.0% Median Residential $25.91 $22.00 $22.44 $22.89 $23.35 $23.81 5/8, 3/4 Meter $ Change ($3.91) $0.44 $0.45 $0.46 $0.47 1 Unit 4 CCF % Change (-15.1%) 2.0% 2.0% 2.0% 2.0% Family of Four $38.41 $39.50 $40.29 $41.10 $41.92 $42.76 5/8, 3/4 Meter $ Change $1.09 $0.79 $0.81 $0.82 $0.84 1 Unit 9 CCF % Change 2.8% 2.0% 2.0% 2.0% 2.0% Family of Six $58.41 $67.50 $68.85 $70.23 $71.63 $73.06 5/8, 3/4 Meter $ Change $9.09 $1.35 $1.38 $1.40 $1.43 1 Unit 17 CCF % Change 15.6% 2.0% 2.0% 2.0% 2.0% Large Healthcare $3,966.10 $5,493.24 $5,603.10 $5,715.16 $5,829.47 $5,946.06 2"-4" Meter $ Change $1,527.14 $109.86 $112.06 $114.30 $116.59 1 Unit 1560 CCF % Change 38.5% 2.0% 2.0% 2.0% 2.0% Large Government $37,566.10 $52,533.24 $53,583.90 $54,655.58 $55,748.69 $56,863.67 2"-4" Meter $ Change $14,967.14 $1,050.66 $1,071.68 $1,093.11 $1,114.97 1 Unit 15,000 CCF % Change 39.8% 2.0% 2.0% 2.0% 2.0% Typical Wholesale $27,332.20 $28,626.47 $30,055.80 $31,556.56 $33,132.31 $34,786.81 2"-4" Meter $ Change $1,294.27 $1,429.33 $1,500.76 $1,575.75 $1,654.50 1 Unit 16,000 CCF % Change 4.7% 5.0% 5.0% 5.0% 5.0% Although the Wholesale customer’s bill appears to increase disproportionately to the Inside City customers, the CCF rate charged to the Inside City is actually increased by 40.0%, whereas the wholesale rate is only increased 5.0%. The bill impact is due to the reduction in the Facility Fee, which does not impact Wholesale customers as much as small Inside City customers. The nominal rate increases are consistent with the Wholesale contract language. Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 43 Facility Fee Alternative 2: Per Unit Facility Fee Currently the City charges monthly Facility Fees based on each customer’s meter size. As a part of this study, the City requested an evaluation of an alternative fixed charge methodology that was based on each customer’s units. A “unit” is a measure of equivalent demand for each customer. For instance, a 2” meter serving an apartment building may serve 12 units under one meter. The policy of charging per meter or per unit has varying impacts on single and multi-unit customers. While NewGen’s evaluation was focused on multi-unit customers, if the City were to alter the Facility Fee for one group of customers, then we recommend applying the change to all customers. Therefore, NewGen developed a unit based Facility Fee that recovers the same revenue as the current meter based Facility Fees. First, an accounting of the system’s units must be done. The total system units compared to accounts by meter size is shown in Table 4-23. Table 4-23 FY 2019 Retail Customer Meters vs Units Customer Class Accounts Units Inside City 5/8, 3/4 11,773 12,280 1"-2" 313 1,059 2"-4" 139 1,314 4"-6" 6 10 6"+ 2 2 Totals 12,234 14,666 Inside City Sprinklers 5/8, 3/4 77 77 1"-2" 32 32 2"-4" 2 2 4"-6" - - 6"+ - - Totals 111 111 Outside City 5/8, 3/4 204 204 1"-2" 8 8 2"-4" 7 42 4"-6" - - 6"+ 1 1 Totals 220 255 Section 4 44 Thoughtful Decision Making for Uncertain Times Table 4-23 FY 2019 Retail Customer Meters vs Units Customer Class Accounts Units Pipeline 5/8, 3/4 11 11 1"-2" 17 17 2"-4" 1 1 4"-6" - - 6"+ - - Totals 29 29 In general, larger meters tend to serve more units per account. The advantage of charging a Facility Fee based on units is that multi-unit accounts are better accounted for in terms of their reservation of system capacity. Also, under a unit based Facility Fee, it does not matter if the City bills a master meter based on the number of units it serves, or each unit separately. The total revenue generated by a per unit fee from such a group of units is identical. The disadvantage of a unit based Facility Fee is that larger, one unit meters are underrepresented in terms of their reservation of system capacity. If a larger meter does not service multiple units, then its contribution to the fixed costs of the system are understated under a unit based Facility Fee. However, including a per-unit allowance for billable consumption offsets this impact, and generates more revenue from billable water consumption of larger meters. NewGen’s CCF Rate Alternative 1 includes this modification and will be discussed later in this report. NewGen developed a per unit Facility Fee alternative that charges each unit the same monthly amount. The alternative maintains the differential between inside City, outside City, and pipeline customers and generates the same amount of revenue as the current fees charged to those customers. The updated per Unit Facility Fees for5/8, 3/4 Meter Sizes are shown in Table 4-24. All meter size and Inside/Outside/Pipeline differentials remain unchanged. Table 4-24 Facility Fee Alternative 2: Per Unit Facility Fees – 5/8, 3/4 Meter Size # of Units FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Inside City 14,666 $15.91 $14.45 $14.88 $15.33 $15.79 $16.26 Outside City 255 $31.82 $28.90 $29.76 $30.65 $31.57 $32.52 Pipeline 29 $15.91 $14.45 $14.88 $15.33 $15.79 $16.26 Inside City Sprinkler 111 $3.18 $2.89 $2.97 $3.06 $3.16 $3.25 Outside City Sprinkler - $6.36 $5.78 $5.95 $6.13 $6.31 $6.50 Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 45 CCF Rate und Facility Fee Alternative 2 The change in Facility Fees under Alternative 2 would generate the same Facility Fee revenue as the unmodified Facility Fee structure. Therefore, the City’s CCF rates would remain the same as if the City maintained the meter size based Facility Fees. Table 4-25 shows the CCF rates for retail customers under Facility Fee Alternative 2. Table 4-25 Projected CCF Rates – Alternative 2A # of Customers FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Inside City14 12,234 $2.50 $2.50 $2.58 $2.65 $2.73 $2.81 Outside City 220 $5.00 $5.00 $5.15 $5.30 $5.46 $5.63 Pipeline 29 $2.75 $2.75 $2.83 $2.92 $3.00 $3.10 Wholesale Rates Under Facility Fee Alternative 2 The City’s Wholesale rates would still comply with the contractual language setting the Facility Fee to the Outside City Facility Fee and the CCF rate to 68% of the Inside City CCF rate, as shown in Table 4-26. Table 4-26 Projected Wholesale Facility Fees and CCF Rates – Alternative 2A # of Customers FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Facility Fee per Unit 10 $31.82 $28.78 $29.35 $29.94 $30.54 $31.15 Usage Rate per CCF $1.70 $1.70 $1.73 $1.77 $1.80 $1.84 Customer Bill Impact of Facility Fee Alternative 2: Per Unit Facility Fee The following Table 4-27 shows the impact of modifying the City’s Facility Fee structure to a per unit monthly fee. Table 4-27 Projected Monthly Customer Bills – Facility Fee Alternative 2 Sample Customer FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Single Person $20.91 $19.45 $20.03 $20.63 $21.25 $21.89 5/8, 3/4 Meter $ Change ($1.46) $0.58 $0.60 $0.62 $0.64 1 Unit 2 CCF % Change (-7.0%) 3.0% 3.0% 3.0% 3.0% 14 Includes Inside City Sprinkler customers Section 4 46 Thoughtful Decision Making for Uncertain Times Table 4-27 Projected Monthly Customer Bills – Facility Fee Alternative 2 Sample Customer FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Median Residential $25.91 $24.45 $25.18 $25.94 $26.71 $27.51 5/8, 3/4 Meter $ Change ($1.46) $0.73 $0.76 $0.78 $0.80 1 Unit 4 CCF % Change (-5.6%) 3.0% 3.0% 3.0% 3.0% Family of Four $38.41 $36.95 $38.06 $39.20 $40.37 $41.58 5/8, 3/4 Meter $ Change ($1.46) $1.11 $1.14 $1.18 $1.21 1 Unit 9 CCF % Change (-3.8%) 3.0% 3.0% 3.0% 3.0% Family of Six $58.41 $56.95 $58.66 $60.42 $62.23 $64.09 5/8, 3/4 Meter $ Change ($1.46) $1.71 $1.76 $1.81 $1.87 1 Unit 17 CCF % Change (-2.5%) 3.0% 3.0% 3.0% 3.0% Large Healthcare $3,966.10 $3,914.45 $4,031.88 $4,152.84 $4,277.42 $4,405.74 2"-4" Meter $ Change ($51.65) $117.43 $120.96 $124.58 $128.32 1 Unit 1560 CCF % Change (-1.3%) 3.0% 3.0% 3.0% 3.0% Large Government $37,566.10 $37,514.45 $38,639.88 $39,799.08 $40,993.05 $42,222.84 2"-4" Meter $ Change ($51.65) $1,125.43 $1,159.20 $1,193.97 $1,229.79 1 Unit 15,000 CCF % Change (-0.1%) 3.0% 3.0% 3.0% 3.0% Typical Wholesale $27,332.20 $27,228.90 $28,045.76 $28,887.13 $29,753.75 $30,646.36 2"-4" Meter $ Change ($103.30) $816.87 $841.37 $866.61 $892.61 1 Unit 16,000 CCF % Change (-0.4%) 3.0% 3.0% 3.0% 3.0% Although it appears that all customer bills would decrease in FY 2021, the increased costs would be to customers with more than one unit. CCF Rate Alternative 1: 4 CCF Allowance per Account Affordability of water service for small users is an increasingly becoming a concern for water utilities. One way to target small water users, who tend to be single person or small family households, is to provide water service of a certain level at a reduced cost or at no cost. The reduced cost is sometimes called a “lifeline rate”. To provide water at no cost is typically called a “minimum allowance” or simple an “allowance”. The alternative developed for the City as a part of NewGen’s study is a 4 CCF allowance per account. That is, each account would not pay for the first 4 CCFs of water consumption each month. All customers at or below 4 CCF per month would only pay the monthly Facility Fee. Of course, this means that the monthly billable CCFs of the City’s customer base will be reduced. Therefore, in order to produce the same amount of CCF rate revenue, the rate charged per CCF over the 4 CCF allowance must increase. Table 4-28 shows the breakdown of usage assuming the City does not bill any customer for the first 4 CCF of water consumption. Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 47 Table 4-28 FY 2021 Estimated Retail Customer Usage – 4 CCF Allowance per Account Inside City15 Outside City Pipeline Wholesale Totals % of Total Up to 4 CCF per Account 411,704 7,128 836 437 420,105 27% Over 4 CCF per Account 799,086 38,176 3,253 308,955 1,149,470 73% Total Usage 1,210,790 45,304 4,089 309,392 1,569,575 100% CCF Rates under CCF Rate Alternative 1 Table 4-28 shows that about 27% of the system’s usage would not be billed under CCF Rate Alternative 1. Therefore, the per CCF rate applied to usage above 4 CCF per account per month will be higher than the projected rate under the current per CCF structure. Table 4-29 shows the CCF rates necessary to support the system if the City were to adopt a 4 CCF allowance per account per month. Table 4-29 Projected CCF Rates under CCF Rate Alternative 1: 4 CCF Allowance per Account # of Customers FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Inside City16 12,234 $2.50 $3.71 $3.83 $3.94 $4.06 $4.18 Outside City 220 $5.00 $7.43 $7.65 $7.88 $8.12 $8.36 Pipeline 29 $2.75 $4.09 $4.21 $4.33 $4.46 $4.60 Wholesale 10 $1.70 $1.79 $1.87 $1.97 $2.07 $2.17 The CCF rates above generate the same revenue as the CCF rates under the current rate structure when applied to usage above 4 CCF per month per account. Customer Bill Impact of CCF Rate Alternative 1: 4 CCF Allowance per Account The table below assumes that the City maintain its current Facility Fee structure and increase Facility Fees consistent with the financial plan in this report. Table 4-30 Projected Monthly Customer Bills – CCF Rate Alternative 1 Sample Customer FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Single Person $20.91 $15.91 $16.39 $16.88 $17.39 $17.91 5/8, 3/4 Meter $ Change ($5.00) $0.48 $0.49 $0.51 $0.52 1 Unit 2 CCF % Change (-23.9%) 3.0% 3.0% 3.0% 3.0% 15 Includes Inside City Sprinkler usage 16 Includes Inside City Sprinkler customers Section 4 48 Thoughtful Decision Making for Uncertain Times Table 4-30 Projected Monthly Customer Bills – CCF Rate Alternative 1 Sample Customer FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Median Residential $25.91 $15.91 $16.39 $16.88 $17.39 $17.91 5/8, 3/4 Meter $ Change ($10.00) $0.48 $0.49 $0.51 $0.52 1 Unit 4 CCF % Change (-38.6%) 3.0% 3.0% 3.0% 3.0% Family of Four $38.41 $34.48 $35.51 $36.58 $37.68 $38.81 5/8, 3/4 Meter $ Change ($3.93) $1.03 $1.07 $1.10 $1.13 1 Unit 9 CCF % Change (-10.2%) 3.0% 3.0% 3.0% 3.0% Family of Six $58.41 $64.19 $66.12 $68.10 $70.15 $72.25 5/8, 3/4 Meter $ Change $5.78 $1.93 $1.98 $2.04 $2.10 1 Unit 17 CCF % Change 9.9% 3.0% 3.0% 3.0% 3.0% Large Healthcare $3,966.10 $5,845.21 $6,020.57 $6,201.19 $6,387.22 $6,578.84 2"-4" Meter $ Change $1,879.11 $175.36 $180.62 $186.04 $191.62 1 Unit 1560 CCF % Change 47.4% 3.0% 3.0% 3.0% 3.0% Large Government $37,566.10 $55,762.49 $57,435.37 $59,158.43 $60,933.18 $62,761.18 2"-4" Meter $ Change $18,196.39 $1,672.87 $1,723.06 $1,774.75 $1,828.00 1 Unit 15,000 CCF % Change 48.4% 3.0% 3.0% 3.0% 3.0% Typical Wholesale $27,332.20 $28,685.06 $30,116.67 $31,619.78 $33,197.96 $34,854.97 2"-4" Meter $ Change $1,352.86 $1,431.61 $1,503.11 $1,578.18 $1,657.01 1 Unit 16,000 CCF % Change 4.9% 5.0% 5.0% 5.0% 5.0% The inclusion of 4 CCF per month has the impact of reducing the total water bill for small users of the City’s system. However, the impact on large water users is disproportionately higher due to the increased per CCF rate for usage above 4 CCF per month. Large water users will exceed 4 CCF quickly and pay the higher per CCF rate on most of their monthly usage. Similarly to the reduced Facility Fee option, this alternative disproportionately impacts Inside City customers when compared to Wholesale customers, but the nominal rate increases are consistent with the Wholesale agreements. CCF Rate Alternative 2: Per Unit Facility Fee and 4 CCF Allowance per Unit Should the City adopt the Facility Fee Alternative 2, then there would be a consistent basis to apply a CCF allowance per Unit for each account. The current Facility Fee structure does not account for the number of units behind each meter – therefore, an allowance for usage per unit would not be appropriate. Facility Fee Alternative 2 accounts for the number of units behind each meter, and therefore a per unit allowance would account for the fixed portion of each customer’s bill in a consistent manner. NewGen developed a CCF rate alternative that includes a four (4) CCF allowance per unit for all customers. Usage over the 4 CCF per unit allowance would be charged at a flat rate per CCF. Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 49 CCF Rates under CCF Rate Alternative 2 If the City adopts Facility Fee Alternative 2, then there would be an opportunity to develop a per Unit CCF allowance for each account. NewGen developed an alternative unit rate structure that provides an allowance for usage included in the monthly per unit Facility Fee. This allowance is allocated on a per Unit basis, so that all customers are treated equally. NewGen developed the allowance based on the median inside and outside City residential usage, which is four (4) CCF per month. Table 4-31 FY 2021 Estimated Retail Customer Usage – 4 CCF Allowance per Unit Inside City17 Outside City Pipeline Wholesale Totals % of Total Up to 4 CCF per Unit 478,502 7,886 836 437 487,661 31% Over 4 CCF per Unit 732,288 37,418 3,253 308,955 1,081,914 69% Total Usage 1,210,790 45,304 4,089 309,392 1,569,575 100% Because there are more Units than there are Accounts, a larger percentage of the City’s usage falls under 4 CCFs per Unit than under 4 CCFs per account. Table 4-31 shows the per unit percentage to be 31%, which is 4% higher than the usage under 4 CCF per Account from CCF Rate Alternative 1. Therefore, per CCF rate must be even higher under CCF Rate Alternative 2. NewGen’s CCF Rate Alternative 2 rate design assumes that each water account will not be charged for the first 4 CCF per unit each month. Each CCF above the minimum amount would be charged at the following rates shown in Table 4-28. Table 4-32 CCF Rates Alternative 2: 4 CCF Allowance per Unit # of Customers FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Inside City18 12,234 $2.50 $4.03 $4.15 $4.27 $4.40 $4.53 Outside City 220 $5.00 $8.05 $8.30 $8.54 $8.80 $9.06 Pipeline 29 $2.75 $4.43 $4.56 $4.70 $4.84 $4.99 Wholesale 10 $1.70 $1.79 $1.87 $1.97 $2.07 $2.17 The revenues generated by the rates above is identical to the projections under the current rate structure. Customer Bill Impact of CCF Rate Alternative 2 The CCF Rate Alternative 2 is only recommended if the City also chooses to apply Facility Fees on a per unit basis. Therefore, the bill impacts shown in Table 4-33 include both Facility Fee Alternative 2 and CCF Rate Alternative 2 impacts. 17 Includes Inside City Sprinkler usage 18 Includes Inside City Sprinkler customers Section 4 50 Thoughtful Decision Making for Uncertain Times Table 4-33 Projected Monthly Customer Bills – CCF Rate Alternative 2 Sample Customer FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Single Person $20.91 $14.45 $14.88 $15.33 $15.79 $16.26 5/8, 3/4 Meter $ Change ($6.46) $0.43 $0.45 $0.46 $0.47 1 Unit 2 CCF % Change (-30.9%) 3.0% 3.0% 3.0% 3.0% Median Residential $25.91 $14.45 $14.88 $15.33 $15.79 $16.26 5/8, 3/4 Meter $ Change ($11.46) $0.43 $0.45 $0.46 $0.47 1 Unit 4 CCF % Change (-44.2%) 3.0% 3.0% 3.0% 3.0% Family of Four $38.41 $34.58 $35.62 $36.69 $37.79 $38.92 5/8, 3/4 Meter $ Change ($3.83) $1.04 $1.07 $1.10 $1.13 1 Unit 9 CCF % Change (-10.0%) 3.0% 3.0% 3.0% 3.0% Family of Six $58.41 $66.80 $68.80 $70.87 $72.99 $75.18 5/8, 3/4 Meter $ Change $8.39 $2.00 $2.06 $2.13 $2.19 1 Unit 17 CCF % Change 14.4% 3.0% 3.0% 3.0% 3.0% Large Healthcare $3,966.10 $6,280.54 $6,468.96 $6,663.02 $6,862.91 $7,068.80 2"-4" Meter $ Change $2,314.44 $188.42 $194.07 $199.89 $205.89 1 Unit 1560 CCF % Change 58.4% 3.0% 3.0% 3.0% 3.0% Large Government $37,566.10 $60,404.11 $62,216.23 $64,082.72 $66,005.20 $67,985.36 2"-4" Meter $ Change $22,838.01 $1,812.12 $1,866.49 $1,922.48 $1,980.16 1 Unit 15,000 CCF % Change 60.8% 3.0% 3.0% 3.0% 3.0% Typical Wholesale $27,332.20 $28,581.76 $30,010.26 $31,510.18 $33,085.08 $34,738.70 2"-4" Meter $ Change $1,249.56 $1,428.51 $1,499.92 $1,574.90 $1,653.62 1 Unit 16,000 CCF % Change 4.6% 5.0% 5.0% 5.0% 5.0% Similarly to the reduced Facility Fee option, this alternative disproportionately impacts Inside City customers when compared to Wholesale customers, but the nominal rate increases are consistent with the Wholesale agreements. Cash Flow Under Recommended Revenue Increases Each of the proposed rate alternatives discussed previously result in approximately the same amount of revenue each year. Therefore, the financial projections are identical for each scenario, assuming that the City increases revenues consistent with the financial plan in Table 4-9. Exhibit 4-31 shows the projected expenses and revenues under the proposed revenue increase plan. Financial Plan and Recommended Rates Thoughtful Decision Making for Uncertain Times 51 Exhibit 4-31 Expenses vs. Revenues Under Recommended Rate Increases Although the revenues projected in FY 2021 through FY 2025 do not fully fund the annual revenue requirement in most years, the City’s Water Fund cash reserves are sufficient to support the system as revenues are increases incrementally over the five year projection. The phasing in of revenue increases by supporting the system with existing reserves allows the City to slowly increase water revenues over time rather than all at once. This reduces the one-time cost increase on customers. Exhibit 4-32 shows the City’s historical cash balance based on the City’s FY 2017 through FY 2019 financial statements and projected cash balance of the City’ water fund under the recommended revenue increases. $0.00 $2.00 $4.00 $6.00 $8.00 $10.00 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025Millions Cash Funded Capital Projects New Debt Service Existing Debt Service Operating Expenses Total Revenues Under FY 2020 Rates Total Revenues Under Recommended Rates Section 4 52 Thoughtful Decision Making for Uncertain Times Exhibit 4-32 Projected Water Utility Cash Balance Under Recommended Rates The City’s Water Fund cash reserves can support the system during the revenue increase phase in period of FY 2021 through FY 2025. $0.00 $1.00 $2.00 $3.00 $4.00 $5.00 $6.00 $7.00 $8.00 $9.00 $10.00 Actual FY 2017 Actual FY 2018 Actual FY 2019 Projected FY 2020 Projected FY 2021 Projected FY 2022 Projected FY 2023 Projected FY 2024 Projected FY 2025 Projected FY 2026Millions End of Year Water Cash Balance Minimum Recommended Cash Balance Economics | Strategy | Stakeholders | Sustainability Thoughtful Decision Making for Uncertain Times Section 5 CUSTOMER AFFORDABILITY IMPACTS AND BILL COMPARISONS A major consideration when developing any utility financial plan is the impact on the system’s customer bills. The recommendations detailed in this report will result in revenue increases, and therefore cost increases to many of the system’s customers. This section will outline the impact on the system’s customers and a comparison the total customer bill as compared to surrounding utilities. Each chart in this section assumes a customer with a 5/8, 3/4” meter, 1 Unit, and 4 CCF usage per month. Residential Customer Affordability Impact The impact on low income City water customers of the alternative rate structure is shown below in Exhibit 5-2. The usage and income assumptions remain the same as the analysis of the City’s current FY 2020 rates. Exhibit 5-1 Residential Customer Affordability Analysis – FY 2020 Rates As previously stated, the analysis estimates that a significant proportion of the City’s water customer base is exceeding or approaching the EPA guideline of unaffordable water service. Each alternative rate structure developed during the study addresses this issue for most of the City’s low water users. Exhibit 5-2 shows the result of the affordability analysis assuming the City adopt only Facility Fee Alternative 1: Reduced Facility Fees. Section 5 54 Thoughtful Decision Making for Uncertain Times Exhibit 5-2 Residential Customer Affordability Analysis – FY 2021 Facility Fee Alternative 1 While Facility Fee Alternative 1 does reduce the cost burden on a median Residential customer, customers with a household income less than $10,000 per year are still nearing the EPA unaffordability guideline of 2.5% of household income spent on water service. Exhibit 5-3 Residential Customer Affordability Analysis – FY 2021 Facility Fee Alternative 2 Facility Fee Alternative 2, which would charge all customers a per unit Facility Fee, does little to reduce the cost burden on the City’s lowest income customers. There is only a 0.18% difference in the cost burden (in terms of % of household income) on the City’s lowest income customers. Customer Affordability Impacts and Bill Comparisons Thoughtful Decision Making for Uncertain Times 55 Exhibit 5-4 Residential Customer Affordability Analysis – CCF Rate Alternative 1 CCF Rate Alternative 1, which would provide an allowance of 4 CCF per month to each water account, has a noticeable impact on the affordability of water service for the City’s lowest income residents. In fact, these residents would only pay the Facility Fee each month under this alternative. Exhibit 5-5 Residential Customer Affordability Analysis – CCF Rate Alternative 2 CCF Rate Alternative 2 also includes Facility Fee Alternative 2. By implementing a per unit Facility Fee and including 4 CCF of water usage for each unit, the cost of water service further falls for the City’s median residential customer. Section 5 56 Thoughtful Decision Making for Uncertain Times Regional Bill Comparison The following exhibit shows a comparative bill for a median Inside City retail customer (5/8” meter, 1 Unit, 4 CCF monthly usage) in surrounding water service areas. Exhibit 5-6 Sample Customer Bill, 5/8” Meter, 1 Unit, 4 CCF Monthly Usage While regional comparisons may provide some context, the ranking of individual customer bills is not a consideration when developing a financial plan and rate structure. The City’s cash needs are independent of the rates in the surrounding jurisdictions, and this comparison is provided for information only. $6.03 $12.52 $16.02 $16.53 $17.10 $20.01 $20.02 $20.16 $20.78 $26.16 $28.72 $37.04 $40.87 $14.45 $15.91 $22.00 $24.45 $25.91 $26.69 Average, $21.65 $- $5 $10 $15 $20 $25 $30 $35 $40 $45 Canton Abingdon Galesburg (CCF Rate Alt. 2 FY 2021) Galesburg (CCF Rate Alt. 1 FY 2021) Knoxville Aqua - Oak Run Moline Illinois American Water - Pekin Illinois American Water - Peoria / Sterling/Alton Macomb Rock Island Galesburg (Facility Fee Alt. 1 FY 2021) Galesburg (Facility Fee Alt. 2 FY 2021) Galesburg (Current FY 2020) Normal Galesburg (Existing Structure FY 2022) Kewanee Monmouth Windwood Water (Westport) Economics | Strategy | Stakeholders | Sustainability Thoughtful Decision Making for Uncertain Times Section 6 LONG TERM FINANCIAL PROJECTIONS This report details the short term, five-year impacts of the various revenue and rate structure options developed as a part of NewGen’s study. It is recommended that the City re-evaluate rate increases based on previous year actual data every year, and re-evaluate rate structures every three to five years as a part of a full rate study. The charts below assume that the City implements the revenue increases shown in Table 6-1 below. Table 6-1 Ten-Year Projected Revenue Increases FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 Facility Fees 0.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% Unit Rates 0.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% Fireline Fees 431.8% 13.1% 9.2% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% The projected revenue increase needs are subject change based on future rate evaluations, given changes in cost escalation, customer base, customer demand patterns, and capital financing needs. There may be material differences in future conditions that are unknown at this time. Using the latest data available and the conservative assumptions detailed in this report, the ten-year expense vs. revenue and cash balance projections are shown in Exhibits 6-2 and 6-3. Exhibit 6-2 Ten-Year Expense vs. Revenue Projection $0.00 $2.00 $4.00 $6.00 $8.00 $10.00 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030Millions Cash Funded Capital Projects New Debt Service Existing Debt Service Operating Expenses Total Revenues Under FY 2020 Rates Total Revenues Under Recommended Rates Section 6 58_ Thoughtful Decision Making for Uncertain Times Exhibit 6-3 Ten-Year Cash Balance Projection With gradual revenue increases beginning in FY 2022, the City will be able to draw down on reserves in the early years of the projections. As revenues increase to match expenses, the City balances annual revenues and expenses and maintains cash reserves in the out years of the projections. $0.00 $1.00 $2.00 $3.00 $4.00 $5.00 $6.00 $7.00 $8.00 $9.00 $10.00 FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030Millions End of Year Water Cash Balance Minimum Recommended Cash Balance