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HomeMy WebLinkAbout12192022 City Council Packet ext(1)5 5 W . T O M P K I N S S T R E E T G A L E S B U R G , I L 6 1 4 0 1 W W W .C I .G A L E S B U R G .I L .U S City Council Agenda December 19, 2022 City Council Meeting Agenda City of Galesburg, Illinois City Council Chambers December 19, 2022 Galesburg City Council meetings are streamed live on the City’s website and Comcast channel 7. 4:45 p.m. Public Hearing CDBG Public Infrastructure Application 5:00 p.m. Public Hearing CDBG Housing Rehabilitation Application 5:30 p.m. Roll Call Pledge of Allegiance Invocation Approve Minutes from December 5, 2022 Executive Session Executive Session Convene into closed door Executive Session for the purpose of discussing: A. The appointment, employment, compensation, discipline, performance, or dismissal of specific employees, 5 ILCS 120/2 (c)(1) B. Approval of the executive session minutes for December 5, 2022, 5 ILCS 120/2 (c)(21) Consent Agenda #2022-24 22-3048 Bid 2023 Fill Materials 22-3049 Bid Concession Supplies 22-6007 Approve Appointment Memo 22-5017 Receive 2023 Calendar of Meetings 22-8023 Bills and Advance Checks Approval and warrants drawn in payment of same Passage of Ordinances and Resolutions 22-2074 Resolution Referendum for the sales tax increase 22-1037 Ordinance Sales tax increase (Final Reading) 22-1038 Ordinance SSA #1 Maintenance Property Tax Ordinance (Final Reading) 22-2075 Resolution Resolution of support for CDBG Public Infrastructure application 22-2076 Resolution Resolution of support for CDBG Housing Rehabilitation application 22-2077 Resolution Abating Property Tax on General Obligation Bonds 22-2078 Resolution Revising the Facade Redevelopment Program Bids, Petitions and Communications 22-3050 Bid Turnout Gear for the Fire Department Public Comment City Manager’s Report Miscellaneous Business (Agreements, Approvals, Etc.) 22-4123 Approve Reconsider Appeal of variance denial for sprinkler requirement, 510 N Kellogg St 22-4125 Approve Five year extension of existing office, printer and custodial supply agreement with Office Specialist 22-4126 Bid Engineering Services for HT Custer Renovations 22-4127 Approve Personnel Policy 22-4128 Approve Salary Schedule Town Business 22-9031 Bills Closing Comments Adjournment CITY MANAGER’S OFFICE Operating Under Council – Manager Government Since 1957 ___________________________________________________________________________________________________________________________________________________________________________________________ Page 1 of 5 CITY COUNCIL MEETING City Manager’s Report December 19, 2022 CONSENT AGENDA #2022-24 Item 22-3048 2023 Fill Materials Staff recommends approval of awarding the bid for supply fill and patch materials for 2023 to Roanoke Concrete Products, with the exception of specific listed products, which will be awarded to lower price providers. The intent is to use the vendor that provides the lowest on the road cost for the City, as listed in the attached bid tabulation. However, if the lowest on the road cost vendor does not have material available, the City will utilize the next lowest price vendor. Sufficient funds are budgeted for the cost of these materials. Item 22-3049 Concession Supplies Staff recommends approval of the five year agreement submitted by Gold Medal Galesburg to supply concession items. Gold Medal Galesburg’s proposal included pricing for all requested concession items along with a 1.5% annual price increase. During the 2018 – 2022 concession seasons, Gold Medal Galesburg has demonstrated excellent customer service, been extremely reliable and remained flexible with the option of delivery or pickup of items needed quickly. Item 22-6007 Appointment Memo Appointments to boards and commissions are submitted by Mayor Schwartzman for Council consideration and approval. Item 22-5017 2023 Calendar of Meetings The 2023 public meeting calendar for the City of Galesburg is provided to be received and placed on file with the City Clerk’s Office. Item 22-8023 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 22-2074 Referendum for the sales tax increase A resolution authorizing placing an advisory question of public policy on the ballot at the next election in the City of Galesburg is provided for council consideration. The advisory question developed for this proposed use is as follows: Should the City of Galesburg increase the home rule sales tax from 1.00% to 1.25% to generate additional revenue for municipal operations, community development, and public infrastructure? The Council must pass a resolution by January 09, 2023, to place an item on the April 4, 2023 ballot. ___________________________________________________________________________________________________________________________________________________________________________________________ Page 2 of 5 Item 22-1037 Sales Tax Increase (Final Reading) Staff recommends approval of an ordinance to increase the Home Rule Sales Tax Rate from 1.00% to 1.25%. If the City Council approves the ordinance to increase the home rule sales tax from 1.00% to 1.25%, administration will file the ordinance with the State of Illinois Department of Revenue by March 31, 2023. The tax will become effective July 1, 2023 and it is estimated that the City will receive its first payment in October 2023. The additional .25% would generate approximately $950,000 annually in home rule sales tax revenue. Item 22-1038 SSA #1 Maintenance Property Tax Ordinance (Final Reading) Staff recommends approval the Special Service Area Tax Levy Ordinance. On January 20, 1975, the City Council approved Special Ordinance No. 75-4, which created, from the Special Service Area #1, a flat rate of $1 per $100 equalized assessed value. Money generated from this levy is utilized to pay maintenance services in the downtown area. On May 2, 1992 the Downtown Council requested that at the time their levy for bond repayment expired, a new tax replaced it in the amount of $1.50 per $100 of equalized assessed value to assist in covering operational expenses. On November 18, 2013, the City Council approved a ten-year extension of the $1.50 tax for the Special Service Area tax commencing on the 2014 property tax levy (payable in 2015). The tax levy must be approved in time to be filed with the Knox County Clerk by the last Tuesday in December 2022. Item 22-2075 Resolution of support for CDBG Public Infrastructure application Staff recommends approval a resolution of support authorizing the submittal of the Community Development Block Grant (CDBG) application to the State of Illinois for replacement of a sanitary sewer main and associated cooperation agreement with the Galesburg Sanitary District. It is planned to apply for a Community Development Block Grant (CDBG) through the Illinois Department of Commerce & Economic Opportunity (DCEO) on behalf of the GSD to replace a 100 year old plus 18 inch diameter sanitary sewer that runs through yards and under homes between Maple and West Streets, north of North Street and south of Losey Street. The GSD is not an eligible entity to apply for the grant on its own and must be applied for by the City if they are to be able to take advantage of this grant opportunity. The sewer main has outlived its useful life and routine inspections of the sewer by the Galesburg Sanitary District show the pipe is in desperate condition and on the verge of collapse. The proposed project will replace over 1,300 lineal feet of original sewer with new PVC pipe, which is anticipated to have in excess of 100 year anticipated useful life. The project is estimated to be completed in 2023 and has an estimated cost of around $1.6 million of which the grant is anticipated to be $1.5 million. If selected for the grant the City will receive $1.5 million in CDBG funds on behalf of the GSD. The estimated remaining costs for the project will be paid by the Galesburg Sanitary District. Item 22-2076 Resolution of support for CDBG Housing Rehabilitation application Staff recommends approval of a resolution in support of the City of Galesburg applying for the State of Illinois Department of Commerce and Economic Opportunity (DCEO) Community Development Block Grant Program (CDBG) housing rehabilitation grant. The program is only open to units of local government which have less than 50,000 in population. All projects funded through this program must benefit 100 percent low-to-moderate income (LMI) persons, as ___________________________________________________________________________________________________________________________________________________________________________________________ Page 3 of 5 determined by HUD Section 8 Income Guidelines. Applications are due by January 19, 2023 and the City is applying for the maximum amount of the grant at $650,000. The program allows up to $60,000 per home and it is anticipated eight - ten homes may receive renovation work. There is no match required by the homeowner or the City. The program is for single-family, owner- occupied housing and rehabilitation that addresses mechanical, structural, energy efficiency and other associated rehabilitation activities. The City applied for and received this same grant which was done from 2017-2019 and renovated seven homes. Item 22-2077 Abating Property Tax on General Obligation Bonds Staff recommends approval of the attached resolution to not extend the property tax for the listed bond payments. Bond payments are part of the property taxes unless the City Council approves resolutions abating (deduct from the collectible taxing amount) these taxes. Item 22-2078 Revising the Facade Redevelopment Program The Façade Advisory Committee recommends approval of revising the Facade Redevelopment Grant Program. Staff concur with this recommendation. The program was established in 2009 and is a joint effort between the City of Galesburg and the Galesburg Downtown Council. While the Façade Advisory Committee is still seeing some projects that include complete façade renovations, many requests the last couple of years have been for necessary maintenance items, such as tuckpointing to assure the buildings are structurally sound, replacement of older windows to keep out inclement weather, and replacement of signs and awnings. The Committee (which is made up of several members of the Downtown Council) have also agreed the program may be more effective if the City operates the Façade grant program for projects that will be $20,000 or more, and the Downtown Council will operate their separate façade program for projects less than $20,000. The City and Downtown Council will continue to engage in exceptional teamwork and coordination that has been achieved throughout the years to ensure projects move forward under either program. It is also recommended to lower the total project cost required to be eligible from $30,000 to $20,000 and set the maximum amount of incentive to 50% of the project cost or a maximum $40,000 grant, whichever is less. Property owners will be required to provide at least 10% of their own funds for the project. Each property is eligible for one grant reimbursement every three years. If there is a new property owner within three years of a previous grant on the property, they may apply if it is a different project that does not remove items approved under the previous grant. Approving the resolution increases the potential for additional facade redevelopment and investment in the downtown area. The Facade Grant dollars would come from the Tax Increment Financing (TIF) Fund for TIF IV. BIDS, PETITIONS AND COMMUNICATIONS Item 22-3050 Turnout Gear for the Fire Department Staff recommends approval of the unit prices submitted by Municipal Emergency Services Inc. (MES) for the purchase of turn out gear for the fire department during 2023 through 2027. The Galesburg Fire Department regularly needs to purchase new fire gear for new employees as well as replacing worn out gear for existing employees. The department regularly reviews current gear and evaluates new gear on the market to determine what is best for the department. Fire-Dex continues to be the brand of choice with the department, and a bid request was developed based ___________________________________________________________________________________________________________________________________________________________________________________________ Page 4 of 5 on these specifications. One bid was received by MES, the only local authorized reseller of the Fire-Dex brand. The Fire Department annually budgets to purchase the needed turnout gear. CITY MANAGER’S REPORT MISCELLANEOUS BUSINESS (Agreements, Approvals, Etc.) Item 22-4123 (Reconsider) Appeal of Variance Denial for Sprinkler Requirement, 510 N Kellogg Street Item 22-4123 was included on the December 5, 2022 City Council agenda and the item was not approved. After the December 5th Council Meeting concluded, Council Member White requested a reconsideration of the item. An appeal of the Overall Code Review Commissions decision to deny a variance of Section 902.28 of the International Building Code and the International Fire Code regarding fire sprinkler requirements in a R3 occupancy is provided for council consideration. The Overall Code Review Commission reviewed the variance request during their Tuesday, November 29, 2022, meeting. The applicant’s request was for a temporary variance of the sprinkler requirement through March 31, 2022. On a vote of seven ayes, zero nays and zero abstentions the Commission denied the variance request. The building located at 510 N Kellogg was previously a church. The property owner is proposing to use a portion of the building as a temporary warming shelter. This would be a change of occupancy from A3 to R3. The 2012 International Building Code (IBC), and the 2012 International Fire Code (IFC) require the installation of a fire sprinkler system for all R3 building occupancies. The type of sprinkler system can vary depending on the number of occupants. The Overall Code Review members discussed the fact that no such variance has been approved by the commission in the past. It was the Commission’s opinion that the safety concerns outweighed the financial concerns. City ordinance provides for the option of an appeal of the commission’s decision to be considered by city council. The council may, at its discretion, uphold, overturn, or amend any action taken by the commission. Item 22-4125 Five year extension of existing supply agreement with Office Specialist Staff recommends approval of a five-year voluntary extension of the existing contract with Office Specialists, Inc. to provide office, printer and custodial supplies to the City of Galesburg. In January 2008, the City of Galesburg requested and received proposals for an office and printer supply agreement. Based upon an extensive review, it was determined that Office Specialists provided the best proposal for this contract, and an agreement was entered into, which was subsequently extended. The current extension of this contract has an expiration date of December 31, 2022, and Office Specialists has again submitted a voluntary five year extension of the existing agreement. The existing agreement has proven to be beneficial to the City, and the contractual pricing offered is regularly reviewed to ensure that the City is receiving quality products and competitive rates. Item 22-4126 Engineering Services for HT Custer Renovations Staff recommends approval of the proposal submitted by Farnsworth Group in the amount of $78,750.00 to complete the engineering/architectural work on the H.T. Custer Park Improvement project. The City has been awarded an Open Space and Land Acquisition Development (OSLAD) ___________________________________________________________________________________________________________________________________________________________________________________________ Page 5 of 5 grant to make improvements to H.T. Custer Park. The scope of the improvements to the park includes constructing new restroom facilities, a new shelter, a new playground, a walking path around the park, a youth bike training area, parking lot improvements near the baseball field, and a rain garden and butterfly waystation. The engineering/architectural firm will work with City staff to gather public input on the project elements, develop a design for the improvements based on the scope of work in the grant and the public’s input, and put together construction documents for bidding the project. Four responses were received for this request for qualifications, and Farnsworth Group was selected based on their prior experience on similar projects, their proposed approach to the work, and their capability to meet the project schedule. Sufficient funds are budgeted for this work, with $39,375.00 to be paid from the Utility Tax Fund and the remaining $39,375 reimbursed by the State from the grant funds awarded. Item 22-4127 Personnel Policy Staff recommends approval of the revised Personnel Policy for Exempt and Non-Represented Personnel. The document has been updated to reflect current policy and procedure, including updating current contact names, listing of positions, adjusting personal days to address police personnel working twelve hour shifts, clarifying severance pay parameters, and removing clerical processes that are no longer applicable. Item 22-4128 Salary Schedule Staff recommends approval of the 2023 Classification and Salary Schedule for Fire, Police, AFSCME, Exempt, Non-Represented Hourly, and Temporary Seasonal & Part-Time Hourly employees. The salary schedule reflects the contractually agreed upon wage increases for all employees, which includes a 2.5% cost of living increase for Police, Fire, Exempt, and Non- Represented Hourly employees, a 2.25% cost of living increase for AFSCME employees, and an increase to part-time wages to comply with the minimum wage law. It also reclassifies the positions of bus driver, handivan driver, and custodian I. It eliminates the position classifications of IS Supervisor, Network Administrator, City Attorney/Administrative Service Director, Executive Assistant, Human Resources Generalist, and Benefits Coordinator. It creates the position classifications of IT Manager, Senior Systems Administrator, Junior Systems Administrator, Administrative Services Manager, Human Resources Manager, Benefits & Risk Manager, Relief Driver, Assistant City Manager & Public Works Director, and Assistant Public Works Director. The Assistant Public Works Director position is not expected to be filled at this time. The City Manager will seek approval of City Council prior to filling that position if it is determined to be necessary. The cost of living adjustments and foreseeable position reclassifications are consistent with the FY 2023 budget, and there are sufficient funds available to cover all recommended changes. TOWN BUSINESS Item 22-9031 Town Bills Respectfully submitted, Gerald C. Smith, Sr. City Manager Galesburg City Council Regular Meeting City Council Chambers 55 West Tompkins Street, Galesburg, Illinois December 5, 2022 5:30 p.m. Called to order by Mayor Peter Schwartzman at 5:30 p.m. Roll Call #1:Present:Mayor Peter Schwartzman,Council Members Bradley Hix,Wayne Dennis, Kevin Wallace,Dwight White,Jaclyn Smith-Esters,Sarah Davis,and Larry Cox,8.Also Present: City Manager Gerald C.Smith (via telephone),Interim City Attorney Paul Mangieri,and City Clerk Kelli Bennewitz. Mayor Schwartzman declared a quorum present. The Pledge of Allegiance was recited. Bonnie Ericson gave the invocation. Council Member Dennis moved,seconded by Council Member Wallace,to approve the minutes of the City Council’s regular meeting from November 21, 2022. Roll Call #2: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, and Cox, 6. Nays:None Absent:None Abstain:Council Member Davis, 1. Chairman declared the motion carried. CONSENT AGENDA #2022-23 All matters listed under the Consent Agenda are considered routine by the City Council and will be enacted by one motion. 22-3044 Approve the bid from Hawkins Inc.in the amount of $2,094 per ton for the 2023 annual supply of liquid chlorine. 22-3045 Approve the bid from Brown Excavating &Demolition in the amount of $79,991 for the demolition and cleanup of six properties. 22-3046 Approve the bid from Neidig Trucking &Excavating in the amount of $9,000 for the demolition and cleanup of the Lake Storey Waterslide. 22-4113 December 5, 2022 Page 1 of 17 Approve an updated Annual Investment Policy. 22-5016 Receive the Investment Schedule as of September 30, 2022. 22-8022 Approve bills in the amount of $917,441.25 and advance checks in the amount of $1,826,918.89. Council Member Smith-Esters moved,seconded by Council Member White,to approve Consent Agenda 2022-23. Roll Call #3: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried by omnibus vote. 22-4119 Council Member Smith-Esters moved,seconded by Council Member Davis,to approve a Minority and/or Woman owned Business Startup Assistance Program and Southside Occupancy Assistance Program incentive for The Lavender Lotus Yoga Studio in the amount of $7,380 over two years. Roll Call #4: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. 22-4120 Council Member Dennis moved,seconded by Council Member Smith-Esters,to approve a Minority and/or Woman owned Business Startup Assistance Program and Southside Occupancy Assistance Program incentive for GYANN,LLC d/b/a Galesburg Selfie Museum in the amount of $10,000. Roll Call #5: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. 22-4121 Council Member Smith-Esters moved,seconded by Council Member Davis,to approve a Minority and/or Woman owned Business Startup Assistance Program and Southside Occupancy Assistance Program incentive for Malley Foods,LLC d/b/a Malley Farms in the amount of $10,000. Roll Call #6: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, and Davis, 6. December 5, 2022 Page 2 of 17 Nays:None Absent:None Abstain:Council Member Cox, 1. Chairman declared the motion carried. 22-4122 Council Member Smith-Esters moved,seconded by Council Member White,to approve a grant agreement between the City of Galesburg and the Knox County Housing Authority in an amount not to exceed $76,000 to provide for the operation of a winter warming shelter.It was noted that the shelter will open December 12th and run through March. Derek Antoine,Knox County Housing Authority,stated that the location is still to be determined but will either be the Salvation Army or the Hawthorne Gym.It was also noted that the utilities are included in the Administrative expenses and that staffing the shelter is not a concern. Roll Call #7: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. 22-4123 Council Member Cox moved,seconded by Council Member Wallace,to approve the appeal of the Overall Code Review Commission’s decision to deny a variance of Section 902.28 of the International Building Code and the International Fire Code regarding fire sprinkler requirements for the property located 510 North Kellogg Street. Council Member Smith-Esters asked if there was a different code that allowed no sprinkler system in the shelter when it was located at the Hawthorne Gym.Steve Gugliotta,Community Development Director,stated that the Salvation Army would be a change of use (e.g.sleeping, eating,etc.)and therefore requires sprinklers.The Gym is also under 12,000 square feet,which allows it to not have a sprinkler system. Director Gugliotta reported that the building will need a shower installed and a floor plan submitted by an architect.Council Member Smith-Esters noted that the Salvation Army would be able to host families as opposed to the Gym’s current set up. Council Member Smith-Esters announced that she would be abstaining from this vote since she is employed by the Salvation Army. Roll Call #8: Ayes:Council Members Wallace and Davis, 2. Nays:Council Members Dennis and White, 2. Absent:None Abstain:Council Members Hix, Smith-Esters and Cox, 3. Chairman declared the motion failed. December 5, 2022 Page 3 of 17 22-4124 Council Member Smith-Esters moved,seconded by Council Member Cox,to approve a lease agreement between the City of Galesburg and the Knox County Housing Authority for the use of Hawthorne Gym as a warming shelter. Council Member Wallace inquired about fire prevention at the Gym.Fire Chief Hovind stated that at this time there is no sprinkler system or smoke detectors;however,it would be likely that detectors would be installed. Director Gugliotta noted that Transit would be providing service up until 6 p.m.and that staff is working on bus passes at this time. The shelter will be open 6 p.m. to 7 a.m Mayor Schwartzman applauded the Knox County Housing Authority for staffing the shelter and is pleased that the transportation issues are being addressed.The Gym will once again be a short-term solution for the winter,but he hopes that talks will begin again in the spring for a more permanent solution. Roll Call #9: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, and Davis, 6. Nays:None Absent:None Abstain:Council Member Cox, 1. Chairman declared the motion carried. PASSAGE OF ORDINANCES AND RESOLUTIONS 22-1035 Council Member Smith-Esters moved,seconded by Council Member Cox,to approve Special Ordinance 22-616 on final reading 2022 Property Tax Levy in the amount of $9,707,763,which is an increase of zero percent compared to the 2021 tax levy extension. Roll Call #10: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. 22-1036 Council Member Smith-Esters moved,seconded by Council Member White,to approve Ordinance 22-3688 on final reading granting a new nonexclusive franchise agreement with Comcast for a ten-year period. Roll Call #11: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. December 5, 2022 Page 4 of 17 22-1037 Ordinance on first reading increasing the Home Rule Sales Tax rate from 1.00%to 1.25%.The tax would become effective July 1,2023.It is estimated that the .25%would generate approximately $950,000 annually. City Manager Smith stated that the funds generated from the tax would be used for capital infrastructure improvements and a community center;the majority of which would go towards streets and roads,which is a priority for residents via the City’s recent public survey.He did note that it would be up to the Council to decide on the scale and scope of those projects. Council Member Hix inquired about bonding and noted that at this time,the City would pay a large amount in interest.He would be in favor of using the revenue for street and roads projects first. Council Member Smith-Esters asked about a bond rate and would the home rule tax be a better avenue.Finance Director Gloria Osborn stated that the credit rating company and bond company would get involved if it was decided to issue bonds.If there was a decrease to the Food &Beverage tax,it would have a negative impact on the City ’s General Fund,specifically public safety. Council Member Davis stated that bonds would have to be seriously considered due to the high interest rates.Director Osborn did state that the City has been successful in refinancing bonds in the past,but that there is typically a wait time of seven years before that is done,and only if it saves money. Discussion was held on the current schedule of maintenance for roads and the gas tax,and it was noted that after twenty years there would still likely be a shortage of approximately $55 million to bring the list of roads up to standard.Public Works Director Wayne Carl gave a brief overview of some of the recent road projects and costs. City Manager Smith stated that communities are usually always playing catch-up with roads and that the solution needs to be that we grow ourselves out of the problem by marketing our community and bringing in more sales tax. Council Member Cox stated that he would like to see an agenda item at the December 19th meeting for an advisory referendum on the proposed sales tax increase.Council Members Hix and Dennis agreed and would like to request the item be brought to the Council for a vote. Council Member Wallace stated that many jobs have been lost in our community and in order to regain them,we need to rebrand ourselves.We have much to offer in the way of quality of life, including a possible new community center. Council Member White stated that he is a lifelong resident and has talked to many residents about the streets and a community center.He believes that the City needs to spend money to improve and revitalize our community.The needs of the youth in Galesburg are important and December 5, 2022 Page 5 of 17 we need to show we care.He hopes that the Council can come to a consensus so that our community can grow and attract people. Council Member Hix stated that a lot of people are in attendance for the sales tax issue and that all the Council Members received correspondence from the community,mostly against the increase.He stated that he will be voting no and believes this is poor timing,especially with inflation on the rise and everyone getting hit with higher costs.He agrees that things need to get done,but that our residents are taxed enough.He further noted his appreciation to the people who have reached out with their comments. Council Member Dennis reported that he has received many calls and emails --forty-seven are against a sales tax increase and three were in favor of it.He further added that the former Carver Center would be a great location for a community center,and that he wonders what happened to the insurance money Carver received from the fire. Council Member White stated that Carver was a private entity and was mainly for the African American population who couldn’t go to the YMCA.The City did not help with maintenance of the Carver Center.He reiterated that the youth are our future and that he has talked to kids at the high school about a community center and encouraged others to do the same.He believes a community center will be a place for kids to be mentored,others can help influence them in the right path, and help in stopping the fighting. Council Member White stated that he understands funding is an issue and that he is also on a fixed income,but that he still wants to spend this money on a community center for the next generation. People will pay the sales tax and it may hurt, but the investment will be worth it. Mayor Schwartzman stated that he posted information on the sales tax on his Facebook page for full transparency.He does not take raising taxes lightly and it is rarely done.For perspective,he noted that .25%would amount to three cents on a $12 purchase and 25 cents on a $100 purchase. The Mayor stated that he recently completed an analysis of city sales taxes in 48 other Illinois cities with similar populations to Galesburg,ranging from 25,000-40,000 residents.He discovered that this incremental tax of 0.25%would keep our City at rates that are comparable to what other cities are charging.He noted that these nearby (similarly sized)cities have a sales tax above Galesburg:Pekin (1.75%),Rock Island (1.25%),Quincy (1.50%),East Peoria (1.75%), Moline (1.25%). 22-1038 Special Ordinance on first reading approving the 2022 tax levy for the Special Service Area #1 (downtown) in the amount of $141,569. 22-2072 Council Member Smith-Esters moved,seconded by Council Member White,to approve Resolution 22-62 authorizing the purchase of a portion of a property commonly known as 849 December 5, 2022 Page 6 of 17 South Henderson Street in the amount of $60,000,with a letter acknowledging assessed value of the land for partial donation of the property from Knox County Ventures, LLC. Roll Call #12: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. 22-2073 Council Member Smith-Esters moved,seconded by Council Member Wallace,to approve Resolution 22-63 approving a 401(a)Money Purchase Plan Adoption Agreement and Trust Agreement. Roll Call #13: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. BIDS, PETITIONS, AND COMMUNICATIONS 22-3047 Council Member White moved,seconded by Council Member Cox,to approve the bid from Bob Ridings,Inc.in the amount of $63,966 for the purchase of two pickup trucks for the Water Division. Roll Call #14: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. PUBLIC COMMENT Council Member Davis left the meeting at 6:47 p.m. Evan Miller,Ward Three,addressed the Council opposing the sales tax increase and stated that residents cannot afford this increase.He also opposes Churchill and believes that a bond issue would be a burden for years to come.He suggested that the Council look at using the soon-to-be former Library as a community center,which will cost less money.He hopes the Council reconsiders this and listens to the taxpayers.He proposes that this item should be put on the ballot as a reference and let the taxpayers decide. Ms.Tate addressed the Council and stated that she has fifteen grandchildren who complain that there is nothing to do in Galesburg.She feels that our City needs a ferris wheel in our community,as well as a place with batting cages,a trampoline park,rock wall,or a sports complex. December 5, 2022 Page 7 of 17 Council Member Davis returned to the meeting at 6:50 p.m. Ms.Tate further stated that the Council needs to think about what the kids want and expressed her concern over the high drug addiction in our community. Dale Jacobs addressed the Council and believes the problem is not that there is no community center,but instead that there are no churches involved with our youth.He does not want to see an increase in the tax,and noted that fifteen years ago he ran the Dream Center in Galesburg and would visit the housing complexes in town with church volunteers.These individuals would help kids learn skills and a trade,as well as teach them about faith.He feels there are too many unknowns with a community center right now and doesn't feel that the City Council should be taxing people.He stressed that people could help fund an organized effort and that it should be faith based. Connie Dennis,Ward Two,addressed the Council and thanked the Council for their time.She has lived in Galesburg most of her life and was married to Bobby Dennis,a Galesburg Police Officer.She stated that she has corresponded with the City Council and some have responded back to her.She knows that the Council is divided on the location of a community center,and noted that she is opposed to the Churchill building also.Ms.Dennis stated that there are too many questions that need to be answered and that there are other location options for individuals and teens that need to be gathered (i.e.the Oaks,restaurant meeting rooms,the parks, and the new Library). She feels all these locations are underutilized. Ms.Dennis inquired if the youth have been asked what they want and need,and that the City needs to find this out before any money is spent.She questioned what happened to the Carver Center and why it isn’t being looked into as a center.She noted that Carver always provided transportation and utilized Knox College students as tutors.She implored the Council to talk to CUSD 205 about the past maintenance of the Churchill building and added that the economy is very fragile right now and no one wants a tax increase.She stated that a community center will not bring people to our community, but jobs will. Adam Vitale,Ward Five,addressed the Council and stated that he is concerned about the real and material impact this increase would have at this time.We are currently in line with many other cities our size in Illinois at 8.75%.He noted that his concern is that in 2007,the Council approved a 2%Prepared Food &Beverage tax which layers on top of the current sales tax for a total of 10.75%.In his research,the only place that has a higher tax is the Chicago Metropolitan area.These are restaurants mainly located on Navy Pier,the Gold Coast area,and along the lakefront.These additional taxes in this area are reinvested into that zone.In Galesburg,the Food &Beverage Tax goes directly to the General Fund.The average household income in Chicago is $62,000 and in Galesburg it is roughly $37,000.He asked the Council to proceed cautiously and consider the impact this will have on the City’s food and beverage establishments,their employees,and most importantly to anyone wanting to start a new business in our community. Mr.Vitale stated that he enjoys living in Galesburg and believes that one of our best amenities is our local food and beverage establishments,and that we have more than many of the December 5, 2022 Page 8 of 17 surrounding communities.Our goal should be to make things easier for these businesses to succeed in our community. Corine Andersen,Ward Four,addressed the Council and stated that her husband was in economics and that she believes the sales tax being discussed is not big and would be received from many sources spread across the board.Her big concern is the idea that the City may issue bonds for a community center when the actual costs are still unknown.She stated that salaries, ongoing maintenance and other added costs need to be thought out.She feels that there are a lot of opportunities in our community that have not been utilized or organized,and that the City needs to use what we already have. Ms.Andersen suggested that a Boys &Girls Club be reinstated and possibly put back at the Carver Center location,which the City could support financially.Bonding is wrong at this time and should be postponed until real costs can be known. Andrew Jowers,Ward Six,addressed the Council and stated that he attended a town hall meeting held by the school district where a lot of data was presented. Council Member Hix left the meeting at 7:13 p.m. He stated that the data does not paint a good picture of our community and that kids are having issues at every level.He feels that this is a bleak time for our kids,who have no amenities.He does not understand where the opposition for a community center is coming from and that the community needs to be aware of the school issues that need to be addressed. Brad Bernardi addressed the Council and understands the need for a community center,but stated that the big issue for him is the increase in sales tax.He stated that if the question of a total increase of the Food &Beverage Tax to 11%was done by referendum,which is in line with Chicago,he wondered if Council thought that it would pass.He doesn't see it happening,but with this recommendation they are disproportionately affecting a certain industry.That tax would come right out of the bottom line of the businesses,and many would have to raise their prices in order to compensate.There needs to be a compromise.He feels the City needs to “tighten their belt ” and do a better job of budgeting. Council Member Hix returned to the meeting at 7:17 p.m. Jim Jacobs,Ward Two,addressed the Council and stated that he will continue to eat out and that people won’t stop with a .25%increase.He appreciates what everyone has said,but disagrees with all of them.He supports the renovation of Churchill as a community center and doesn't think putting into the building is too ambitious and believes it ’s time something bold is done.A community center could host concerts,musicals,a chess club,dances,etc.The youth have come out and said they will use such a building and it ’s time to sit down with them and develop a plan with the Council’s vision.He noted that the City has promised a community center and has demanded it is time. He believes Galesburg and its people are worth it. December 5, 2022 Page 9 of 17 Robert Cain addressed the Council and stated that he is not in favor of increasing taxes and doesn’t understand why the whole Churchill building has to be renovated before it could be used,and suggested remodeling a little at a time.He stated that people have less income than ever, but that the Council should move forward and take a chance. Delores addressed the Council and stated that she moved to Galesburg about eight years ago from Peoria.She has two grandchildren who tell her that there is nothing to do here.She believes the Council needs to think of the kids in the future and that they need to make an investment.She doesn't feel that the location matters and there shouldn’t be a price on our children. Mike Spinks addressed the Council and stated that he appreciates the tough job the Council has to do.He added that he will be reopening the former skating rink as a place for kids to go for birthday parties,other events,and a weekly free day.He hopes to offer after school activities with tutoring. Pippi Ardennia Leahy addressed the Council and stated that she is new to the community,but agrees that we need to show kids we care and that they are valuable to the community.She stated that we need a paradigm shift and look at the new world and beautiful and amazing town we have. She implored the Council to move forward and get the community center done. Candy Webb addressed the Council regarding the sale of the former community center seven years ago.She is not opposed to a new one,but is opposed to the cost.The community was told back then that the proceeds from the sale would be held in a special fund to earn interest. She would like an accounting of what happened to those funds. Ms.Webb also asked what would be in the building,what would the costs be,and is there a big difference between building a new center and renovating Churchill.She feels that this is all smoke and mirrors and doesn’t understand why the City has to spend more.She encouraged the Council to do their due diligence and let the public understand what the increase in the sales tax would be used for. Kit Wilcox addressed the Council as a property and business owner in the community.He stated that he is not against a community center or the importance of one.As a business owner,he has to have a budget,balance expenses,and look at what the competition is offering.He added that it appears an increase in the sales tax is not appropriate at this time and that the City’s sales tax is high enough.He feels that these are two separate issues (community center vs. sales tax) that is dividing the community and the Council. Mark Thomas addressed the Council and stated that he lives in Ward Seven and his business is in Ward One.He has lived in Galesburg most of his life and believes that no one is opposed to children or a community center,but instead the swift movement of the project without a business model.In order to borrow money,he feels that a plan or model needs to be in place. Dreaming big is fantastic but there is no plan in place for operation or to carry a debt load.He loves Galesburg, but is concerned this increase would be the straw that breaks the community. December 5, 2022 Page 10 of 17 Mr.Thomas stated that the community needs to see an accounting of funds and also believes the proposed increase for a community center vs.streets and roads are two different issues.He implored the Council to start small and grow and expand over time,and not to do the entire project all at once. Dick Lindstrom addressed the Council and talked about Joann Harris,former Human Services Director for the City.Her offices were housed in the former Community Center.He asked the City to reach out to her regarding the former use and costs.He also noted the community room the Library will be building for $6 million, as well as other rooms for teens and youth. Greg Saul,Ward Five,addressed the Council.He stated that he has lived in Galesburg his entire life and it used to be that kids either played outside or were hanging out with friends.He feels that there is plenty to do in our community if people just look.Mr.Sauls stated that he has a foster daughter and has had to teach her to have fun,draw,and be outside.His concern is that parents have failed and have put work and the almighty dollar ahead of their children.He noted that as a graduate of Leadership Greater Galesburg,his class tried to put together a community center but was burdened by the expenses of insurance,staffing,and maintenance. He hopes the churches are asked to be involved. Bonnie Ericson addressed the Council and stated that she taught Bible studies at the Mary Davis Home and the Knox County Jail.She understands there is a need for a community center for all ages,but feels that we need to make use of what we already have.She mentioned the skating rink,Lakeside,disc golf,etc.She added that the OAKS has a lot to offer in terms of mentoring by people who have the desire to give their time and energy. Council Member White left the meeting at 7:57 p.m. Council Member Davis left the meeting at 7:58 p.m. CITY MANAGER’S REPORT MISCELLANEOUS BUSINESS (Agreements, Approvals, Etc.) Council Member White returned to the meeting at 7:59 p.m. 22-4114 Council Member Smith-Esters moved,seconded by Council Member Cox,to approve the December 31, 2023, annual budget as follows: Total Revenues: $66,732,850 Total Use of Fund Balance and/or Other Financial Resources: $8,805,610 Total Expenditures: $73,977,775 General Fund Revenue Total: $26,686,945 General Fund Expenditure Total: $28,022,330 General Fund Use of Fund Balance: $1,335,385 December 5, 2022 Page 11 of 17 Call #15: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, and Cox, 6. Nays:None Absent:Council Member Davis, 1. Chairman declared the motion carried. Council Member Davis returned to the meeting at 8:01 p.m. 22-4115 Council Member Smith-Esters moved,seconded by Council Member Wallace,to approve the selection of the former Churchill Junior High as the location of the proposed community center at an estimated cost of $6 million. Elizabeth Varner,Parks &Recreation Director,stated that the budget of $500,000 to $600,000 annually is all speculation and is mostly based on fixed costs.Varner gave no set estimates on revenues such as fees or rentals. Council Member Hix stated that there is still no plan for a community center and unknown costs.He doesn’t understand what the hurry is and would like to table the item until more information and costs are known,especially if a bond issuance will take place,which will obligate the citizens of Galesburg for 20 years. Council Member Hix moved,seconded by Council Member Dennis,to table agenda item 22-4115. Roll Call #16: Ayes:Council Members Hix, Dennis, and Cox, 3. Nays:Council Members Wallace, White, Smith-Esters, and Davis, 4. Absent:None Chairman declared the motion failed. Council Member White inquired about operating costs if there was a different location.Director Varner stated that the costs would be similar.Council Member White added that he agrees with a lot of the residents and understands their concerns,but that they have been working on a community center for a long time.He also understands that a meeting needs to be held to talk about what will be in a community center. Mayor Schwartzman announced that there is a timeline of discussions and votes for the community center on the City ’s website. Council Member Smith-Esters stated that the Council needs to go back to what they are approving in this agenda item,which is the location of a community center.This has been discussed and hashed out and if it keeps being tabled,the project will never get done.She stated that the project will cost money and the Council will find out how much and how to afford it.In order for the City to move forward,a decision needs to be made or the City will stay static. December 5, 2022 Page 12 of 17 Council Member Smith-Esters stated that our youth are currently not being valued and that ideas are being discussed from generations past.We need to get out of the past and start asking the youth what their values are,what they want to see in Galesburg,and what would keep them in our community.She noted that it was questioned if experts were asked and that she did ask high school students,the experts,what they wanted to see in their community center and they told her a lot of ideas. Council Member Smith-Esters understands that the sales tax increase could hit a lot of people and thanked Mr.Vitale for providing information.She will be looking into the tax so that it is equitable for all and not hurting a specific sector. Council Member Hix asked what meeting was held where the youth were asked about their ideas and if it was one in addition to Council Member White and the Mayor at the high school. Council Member Smith-Esters confirmed that those were the experts she was referring to and that she has also spoken to the senior population.She also noted that residents her age can’t be forgotten either and she is very excited about the possibilities that have been discussed for a community center. Council Member Cox stated that he does not support selling bonds for infrastructure and would rather use the approximate $900,000 we would receive each year on a sales tax increase.If the City did issue $10 million in bonds,and they had to be spent within ten years,a lot of money would be spent on consultants,interest,and prices would increase due to the need for contractors for the work. Council Member White clarified if Council Member Cox would be in support of a sales tax increase for infrastructure.Council Member Cox stated that he would be in favor if the public approved a referendum. Roll Call #17: Ayes:Council Members Wallace, White, Smith-Esters, and Davis, 4. Nays:Council Members Hix, Dennis, and Cox, 3. Absent:None Chairman declared the motion carried. 22-4116 Council Member Smith-Esters moved,seconded by Council Member Davis,to approve a Minor Plat of the Cooke Subdivision. Roll Call #18: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. 22-4117 Council Member Davis moved,seconded by Council Member Smith-Esters,to waive normal purchasing policies and approve the repairs to bus 1107 in the amount of $49,092.86. December 5, 2022 Page 13 of 17 Roll Call #19: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. 22-4118 Council Member Dennis moved,seconded by Council Member White,to waive normal purchasing policies and approve the purchase of cameras and Wi-Fi capabilities from GSI,Inc.in the amount of $77,862.61 to complete the build out of onboard cameras for Galesburg Transit ’s public transportation. Roll Call #20: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. Council Member Smith-Esters moved,seconded by Council Member Davis,to sit as the Town Board. The motion carried. TOWN BUSINESS 22-9028 Trustee Smith-Esters moved,seconded by Trustee Cox,to approve Ordinance 22-02 on final reading approving the Township Budget and Appropriation for the fiscal year beginning January 1, 2023, and ending December 31, 2023, showing the following: General Town Fund $497,224 Audit Fund $20,000 Liability Fund $9,000 Social Security/Medicare Fund $34,000 Illinois Municipal Retirement Fund (IMRF)$34,000 General Assistance Fund $455,800 Total Appropriations $1,050,024 Roll Call #21: Ayes:Trustees Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. 22-9029 December 5, 2022 Page 14 of 17 Trustee Dennis moved,seconded by Trustee White,to approve Ordinance 22-03 on final reading approving the 2022 Property Tax Levy for the Town of the City of Galesburg in the amount of $531,000. Roll Call #22: Ayes:Trustees Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. 22-9024 Trustee Smith-Esters moved,seconded by Trustee White,to approve Town bills and warrants to be drawn in payment of same. Fund Title Amount Town Fund $2,955.79 General Assistance Fund $3,853.44 IMRF Fund Social Security/Medicare Fund $2,203.55 Liability Fund Audit Fund Total $9,012.78 Roll Call #23: Ayes:Trustees Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. Council Member Smith-Esters moved,seconded by Council Member Davis,to resume as the City Council. The motion carried. CLOSING COMMENTS City Manager Smith stated that he can have staff investigate a shorter debt service if the Council decides to look at bonding.He estimated that for a community center,a shorter time of five to seven years,instead of twenty years,would incur less interest.He noted that there are many options for funding a community center and capital infrastructure. Council Member White thanked the residents of the Fourth Ward for attending the meeting and thanked Mr.Jacobs for his ideas to involve the churches.He appreciated Ms.Ericson’s comments too and does believe that as people get older they get wiser and giving that wisdom to kids would be a win/win for the community.He agrees that the City needs to tell the community what their plans are for a center, and hopes something is put together soon. Council Member Smith-Esters congratulated the Downtown Community Partnership for their work on a successful Holly Days Parade and the Holly Gays event.She asked everyone to look up the definition of quality of life and to talk to our seniors and youth and how a community December 5, 2022 Page 15 of 17 center would impact Galesburg.She feels the City is one step closer to a center and encouraged residents to continue sending comments to the Council. Council Member Davis thanked everyone for their comments and concerns,and added that there does need to be balance.She hopes that more ideas on a community center and how to support those in need and don’t have a voice are lifted up. Council Member Davis stated that there are many activities happening in December,including with the Chamber of Commerce,Young Professionals of Galesburg,and others.She announced that the Prairie Players Community Theatre will be performing All Through the House this week, Thursday through Sunday.She hopes residents take advantage of the many wonderful holiday activities, including the Gift of Lights. Council Member Cox thanked Mr.Spinks for his work on the former skating rink,as well as Mr. Jacobs comments about getting churches involved.He hopes that churches work with the community to help it grow,and added that there are eleven churches within walking distance of City Hall alone. He added that churches need young people too. Council Member Hix congratulated Randy Newcomb and the Galesburg Tourism &Visitors Bureau on being awarded the Best Social Media Marketing award at the Illinois Governor ’s Conference on Travel &Tourism.He also noted that his wife is in the Prairie Player ’s production this weekend and hopes people have a chance to check it out.Council Member Hix hopes that other Council Members take into consideration many of the comments that were made at the meeting tonight. Council Member Dennis congratulated the organizers of a successful Holly Days parade.He also thanked City staff for all their work in providing information on the community center. Council Member Wallace thanked everyone from Ward Three for attending the meeting and for their comments.He noted that he was not elected to his seat,and instead encouraged to do so, but that he represents the people of his Ward.He thanked everyone for the conversation tonight and hopes that churches can get kids more involved as well. Mayor Schwartzman sent his best wishes to City Manager Smith and his family,who are dealing with some family matters.He stated that this was an amazing meeting tonight and that there are many items to be celebrated,including three Minority Grant awards.He thanked Ken Springer and his staff for their assistance and vision.The Mayor noted that he hopes everyone had a good Thanksgiving and that he got to spend it with family,particularly his brother and new nephew. The Mayor announced that he delivered a State of the City address via a recording at the Chamber ’s Annual Thanksgiving Luncheon.If anyone would like a copy,please contact him to be added to his email list. December 5, 2022 Page 16 of 17 Mayor Schwartzman is pleased to see that the warming center will be open soon and reminded the community that they are working tirelessly to eliminate the problem of the unhoused.He also congratulated everyone on the holiday parade. The Mayor stated that he has been able to buy three houses in his life,and each time took out a loan to do so,and asked the citizens to look at the community and building Galesburg in the same way.The Council passed the budget tonight,which took fortitude,including the financing to add three new firefighters,which the Council was committed to doing.He also added that the City is investing in the Police Department,which is critical for the future.He believes the community center will be critical for the City ’s future as well. He noted that he recently had the chance to attend the National League of Cities as a representative of Galesburg in Kansas City.He stated that he heard many amazing speeches and powerful messages from communities who are facing the same challenges as Galesburg. He noted that those with empathy and confidence will thrive.The Mayor reported that he hopes to have meetings in January on what will be in the community center. Council Member Cox moved,seconded by Council Member White,to adjourn into Executive Session at 8:56 p.m.for the purposes of discussing the appointment,employment, compensation,discipline,performance,or dismissal of specific employees (5 ILCS 120/2 (c)(1) and the approval of the executive session minutes from the August 15,August 17,August 24, September 6, and November 14, 2022, meetings (5 ILCS 120/2 (c)(21) Roll Call #24: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. During the Executive Session,Council Member Smith-Esters,seconded by Council Member Hix, to adjourn the Executive Session at 9:38 p.m. Roll Call #25: Ayes:Council Members Hix, Dennis, Wallace, White, Smith-Esters, Davis, and Cox, 7. Nays:None Absent:None Chairman declared the motion carried. Peter D. Schwartzman, Mayor Kelli R. Bennewitz, City Clerk December 5, 2022 Page 17 of 17 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: AJG Page 1 of 2 CITY OF GALESBURG COUNCIL LETTER DECEMBER 19, 2022 AGENDA ITEM: Bid recommendation, annual supply of fill and patch materials for the City of Galesburg for the 2023 calendar year. SUMMARY RECOMMENDATION: The City Manager, Director of Public Works, City Engineer, and Purchasing Agent recommend awarding the bid to supply fill and patch materials for 2023 to Roanoke Concrete Products except for: •Course Aggregate CA-6 (Gravel or Crushed Stone) – Mill Creek Mining •Course Aggregate CA-6 (Crushed White Stone), Mason Sand (Delivered), Fill Sand (Delivered), and Trench Backfill Sand (Delivered) – Gunther Construction •Hot Mix Asphalt Binder and Surface Course – River City Supply •Controlled Low Strength Material (CLSM) Mix 4 and Cold Patch (Emulsion) – Galesburg Builders Supply •High Performance Patching Mixture – Tickle Asphalt Co BACKGROUND: These materials are primarily used by the Street, Water, and Parks Divisions. However, the material can be supplied to various other divisions at the same price when needed. The 2022 prices are included in the attached bid tabulation for comparison purposes. On average, prices increased slightly from the previous year and were within reason of the estimated prices. The intent is to use the vendor that provides the lowest on the road cost for the City, as listed above. However, if the lowest on the road cost vendor does not have material available, the City will utilize the next lowest price vendor based on the lowest on the road cost. BUDGET IMPACT: The various divisions budget sufficient funds in their respective line items to cover the cost of these materials. 22-3048 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: AJG Page 2 of 2 SUPPORTING DOCUMENTS: 1.Bids sent to: River City Supply (UCM) Mill Creek Mining Galesburg Builders Supply (UCM) Roanoke Concrete Products Tri-City Blacktop Inc. Tazewell County Asphalt McCarthy Improvement Company Tickle Asphalt Company Valley Construction Co. McLean County Asphalt Galena Road Gravel Riverstone Group Curran Contracting 2.Bid Tabulation and On-the-road cost CITY OF GALESBURGPublic Works Department MemoOperating Under Council- Manager Government Since 1957Material Quotes for 2023Bit. Hot Mix, PC Concrete, CA-6, Sand & CLSMBIDDER NAME:Project:23-01003-57-GMBIDDER ADDRESS:Bid Date: 12/7/2022CITY/STATE/ZIP:Attended by: Miller/GavinUNIT UNIT UNIT UNIT UNIT UNIT UNITQTY UNIT ITEMPRICE TOTAL PRICE TOTAL PRICE TOTAL PRICE TOTAL PRICE TOTAL PRICE TOTAL PRICE TOTAL50 TON Course Aggregate CA-6 (Gravel or Crushed Stone)19.00$ 38.56$ 1,928.00$ 22.00$ 1,100.00$ 900 TON Course Aggregate CA-6 (Crushed White Stone)19.00$ 20.19$ 18,171.00$ 22.00$ 19,800.00$ 1100 TON Hot Mix Asphalt Binder and Surface Course90.00$ 75.00$ 82,500.00$ 92.50$ 101,750.00$ 92.00$ 101,200.00$ 500 CY Portland Cement Concrete, CL SI (Delivered)109.50$ 129.50$ 64,750.00$ 110.75$ 55,375.00$ 50 CY Portland Cement Concrete, CL PP1 Mix (Delivered)113.50$ 134.00$ 6,700.00$ 115.75$ 5,787.50$ 60 CY Portland Cement Concrete, CL PP2 Mix (Delivered)118.00$ 139.50$ 8,370.00$ 125.75$ 7,545.00$ 50 TON Mason Sand- FA 9 (Delivered)27.38$ 31.06$ 1,553.00$ 32.50$ 1,625.00$ 50 TON Mason Sand- FA 9 (Picked Up)30.98$ 35.93$ 1,796.50$ 30.50$ 1,525.00$ 100 TON Fill Sand- FA 1 (Delivered)17.16$ 19.50$ 1,950.00$ 20.25$ 2,025.00$ 100 TON Fill Sand- FA 1 (Picked Up)21.90$ 26.35$ 2,635.00$ 18.25$ 1,825.00$ 50 TON Trench Backfill- FA 6 (Delivered)13.88$ 15.94$ 797.00$ 20.25$ 1,012.50$ 50 TON Trench Backfill- FA 6 (Picked Up)17.46$ 20.31$ 1,015.50$ 18.25$ 912.50$ 150 CY Controlled Low Strength Material (CLSM) Mix 265.00$ 95.00$ 14,250.00$ 66.75$ 10,012.50$ 150 CY Controlled Low Strength Material (CLSM) Mix 4N/A88.00$ 13,200.00$ 75 TON 3/8" Pea Gravel- CA 16 (Delivered)34.56$ 38.56$ 2,892.00$ 34.00$ 2,550.00$ 75 TON 3/8" Pea Gravel- CA 16 (Picked Up)9.00$ 41.06$ 3,079.50$ 36.00$ 2,700.00$ 40 TON Cold Patch (Emulsion) (Picked Up)110.00$ 122.00$ 4,880.00$ 142.00$ 5,680.00$ 200 TON High Performance Patching Mixture (Picked Up)120.00$ 122.00$ 24,400.00$ 155.00$ 31,000.00$ 1 Each Extra Delivery Stops-$ 40.00$ 1 Gallon SuperPlasticizer12.00$ 5.00$ 1 Each 1% Non- Calcium Acc11.50$ 7.00$ 1 Load Extra Delivery Charge for Loads less than 2 CuYd75.00$ 85.00$ 1 CY For Heat Required from 1/1 to 12/3112.00$ 8.25$ Lowest on the road cost is highlighted2022 COSTMill Creek Mining, Inc.River City SupplyTazewell County Asphalt Galesburg Builders SupplyTickle Asphalt Co. Ltd1275 Spring Bay RdEast Peoria, IL 61611Roanoke Concrete Products700 4th St. WMilan, IL 6126423497 Ridge RdEast Peoria, IL 61611816 N. Henderson St.Galesburg , IL 61401816 N. Henderson St.Galesburg, IL 61401816 N. Henderson St.Galesburg, IL 61401700 4th St. WMilan, IL 61264Gunther Construction CITY OF GALESBURG Material Quotes for 2023 Bit. Hot Mix, PC Concrete, CA-6, Sand & CLSM Project: 23-01003-57-GM Bid Date: 12/7/22 Company Bid price Location Miles Time (Hrs.) Round Trip Truck Cost Labor Cost Materal Cost (9 tons/truck)Total Cost Cost/ton Rank Hot Mix Asphalt Tazewell County $92.50 East Peoria, IL 53 2.5 $232.81 $67.85 $832.50 $1,133.16 $125.91 3 River City Supply $92.00 Galesburg, IL 5 0.3 $27.94 $8.14 $828.00 $864.08 $96.01 1 Tickle Asphalt $75.00 Milan, IL 45 1.8 $167.63 $48.85 $675.00 $891.48 $99.05 2 Patch - Emulsion Bldrs. Supply $142.00 Galesburg, IL 2 0.2 $18.63 $5.43 $1,278.00 $1,302.05 $144.67 1 Tickle Asphalt $122.00 Milan, IL 45 1.8 $167.63 $48.85 $1,098.00 $1,314.48 $146.05 2 High-Performance Patching Mixture Bldrs. Supply $155.00 Galesburg, IL 2 0.2 $18.63 $5.43 $1,395.00 $1,419.05 $157.67 2 Tickle Asphalt $122.00 Milan, IL 45 1.8 $167.63 $48.85 $1,098.00 $1,314.48 $146.05 1 Mason Sand FA-9 Bldrs. Supply $35.93 Galesburg, IL 2 0.2 $18.63 $5.43 $323.37 $347.42 $38.60 2 Roanoke Concrete $30.50 Galesburg, IL 2 0.2 $18.63 $5.43 $274.50 $298.55 $33.17 1 Fill Sand - FA 1 Bldrs. Supply $26.35 Galesburg, IL 2 0.2 $18.63 $5.43 $237.15 $261.20 $29.02 2 Roanoke Concrete $18.25 Galesburg, IL 2 0.2 $18.63 $5.43 $164.25 $188.30 $20.92 1 Trench Backfill - FA6 Bldrs. Supply $20.31 Galesburg, IL 2 0.2 $18.63 $5.43 $182.79 $206.84 $22.98 2 Roanoke Concrete $18.25 Galesburg, IL 2 0.2 $18.63 $5.43 $164.25 $188.30 $20.92 1 Pea Gravel CA-16 Bldrs. Supply $41.06 Galesburg, IL 2 0.2 $18.63 $5.43 $369.54 $393.59 $43.73 2 Roanoke Concrete $36.00 Galesburg, IL 2 0.2 $18.63 $5.43 $324.00 $348.05 $38.67 1 GVW Hrly. Rate Hrly Truck Rate 17690 $93.13 Hrly Labor Rate $27.14 Calculation of hrly truck rate: In 1 hr. the truck can drive 50 miles. The truck gets 4 miles to the gallon In 1 hr. the truck uses 12.5 gallons of fuel 1 gallon fuel is $4.85 x 12.5 gallons = $39.88/hr for just fuel Plus wear and tear on the truck which includes tires, oil, misc. repairs, $32.50/hr. Lowest on the road cost - Asphalt and Aggregate ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TDM Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER DECEMBER 19, 2022 AGENDA ITEM: Proposal recommendation, supply of concession products at various city facilities from 2023 through 2027. SUMMARY RECOMMENDATION: The City Manager, Director of Parks and Recreation, and Purchasing Agent recommend City Council approve the proposal submitted by Gold Medal Galesburg to supply concession items for the 2023-2027 concession years. BACKGROUND: The City requested proposals for a five-year agreement to provide concession supplies at various city facilities from 2023 through 2027. Park & Recreation staff are very happy with this format as it alleviates contacting multiple vendors, provides consistency in products, and saves money. The request for proposal was advertised in the local paper, made available on the city website, and provided directly to several concession wholesalers. One vendor submitted a proposal to provide concession supplies. Gold Medal Galesburg’s proposal included pricing for all requested concession items along with a 1.5% annual price increase. During the 2018-2022 concession seasons, Gold Medal Galesburg has demonstrated excellent customer service, been extremely reliable and remained flexible with the option of delivery or pickup of items needed on a moment’s notice. City staff recommend continuing a five-year agreement with Gold Medal Galesburg for the supply of concession products. BUDGET IMPACT: Concession supplies are budgeted annually in the Parks and Recreation Fund. SUPPORTING DOCUMENTS: 1.Tabulation of Concessions Product Pricing 22-3049 Provided By Pricing %%%% Vendor for Increase Increase Increase Increase ITEM NO.DESCRIPTION Yes/No Notes 2023 2024 2025 2026 2027 1120m Neon Spoon Straws 400ct Yes 157.98 1.50%1.50%1.50%1.50% 1175 8oz Flower Sno Cone Cups 960 Yes 200.92 1.50%1.50%1.50%1.50% 1223SG Sno Cone Syrup Cherry 1 gallon Yes 8.83 1.50%1.50%1.50%1.50% 1224SG Sno Cone Syrup Grape 1 gallon Yes 8.83 1.50%1.50%1.50%1.50% 1225SG Sno Cone Syrup Blue Rasp 1 gallon Yes 8.83 1.50%1.50%1.50%1.50% 1226G Sno Cone Syrup Lemon Lime 1 gallon Yes 8.83 1.50%1.50%1.50%1.50% N/A 2 compartment slushie machine (quantity 1)Yes INCLUDED INCLUDED INCLUDED INCLUDED INCLUDED 1446G Apple Cider Frusheez 1/2 Gal Yes 10.20 1.50%1.50%1.50%1.50% 1241G Cherry Frusheez 1/2 Gal Yes 10.20 1.50%1.50%1.50%1.50% 1242G Blue Rasp Frusheez 1/2 Gal Yes 10.20 1.50%1.50%1.50%1.50% 1243 G Grape Frusheez 1/2 Gal Yes 10.20 1.50%1.50%1.50%1.50% 1244G Fruit Punch Frusheez 1/2 Gal Yes 10.20 1.50%1.50%1.50%1.50% 1122 12 oz Translucent Cups 1000 ct Yes 90.87 1.50%1.50%1.50%1.50% 1160 Skittles Original 36 ct/2.17oz Yes 38.80 1.50%1.50%1.50%1.50% 1266 Skittles Sour 24 ct Yes 25.90 1.50%1.50%1.50%1.50% 1202 Snickers 48 ct Yes 54.29 1.50%1.50%1.50%1.50% 1231 M&M's Plain 36 ct Yes 44.00 1.50%1.50%1.50%1.50% 1232 M&M's Peanut 48 ct Yes 51.63 1.50%1.50%1.50%1.50% 44050 Reese 2 Cup 36 ct Yes 40.75 1.50%1.50%1.50%1.50% 9850 Sour Patch Kids 24 ct Yes 27.16 1.50%1.50%1.50%1.50% 1123 Twix 36 ct Yes 40.38 1.50%1.50%1.50%1.50% 24670 Kit Kat 3 oz / 24 ct Yes 40.75 1.50%1.50%1.50%1.50% 2053 Popcorn Bags 1oz 1000ct Yes 26.26 1.50%1.50%1.50%1.50% 2838 Popcorn Kits 8oz Yes 23.29 1.50%1.50%1.50%1.50% 3014 Meister Bake Soft Unsalted Pretzel 48/6oz Yes 40.33 1.50%1.50%1.50%1.50% 5631 Meister Bake Cinnamon Sugar Pretzel 48/6oz Yes 57.51 1.50%1.50%1.50%1.50% 5634 Shelf Stable Icing Cups Yes 52.74 1.50%1.50%1.50%1.50% 5265 Nacho Chips 48ct 3oz Yes 28.97 1.50%1.50%1.50%1.50% 5277 Cheese cups- Portion Pak Cups 48/3.5oz Yes 37.50 1.50%1.50%1.50%1.50% 5244 Large 2 compartment Nacho Trays 6 x8 500ct Yes 56.40 1.50%1.50%1.50%1.50% N/A Nacho Cheese Cup Warmers (Quantity 2)Yes INCLUDED INCLUDED INCLUDED INCLUDED INCLUDED EB621 Eisenberg 6 to 1 Hot Dogs 10lb Yes 52.29 1.50%1.50%1.50%1.50% EBBUN Eisenberg Yellow Hot Dog Bun 96 ct Yes 32.66 1.50%1.50%1.50%1.50% PREFH3 Pleated Hot Dog Tray 500ct Yes 12.37 1.50%1.50%1.50%1.50% 5123 Mustard Packet 500ct Yes 29.21 1.50%1.50%1.50%1.50% 5124 Ketchup Packet 500ct Yes 200 ct 20.40 1.50%1.50%1.50%1.50% 5125 Relish Packet 200ct Yes 27.88 1.50%1.50%1.50%1.50% FLCHEETOS Cheetos 64 ct Yes 44.17 1.50%1.50%1.50%1.50% FLDORNAC Dorito Nacho 64 ct Yes 44.17 1.50%1.50%1.50%1.50% FLLAYS Lays Regular Potato Chips 64 ct Yes 44.17 1.50%1.50%1.50%1.50% FLPPRETZELS Snack bag of pretzels 64 ct Yes 44.17 1.50%1.50%1.50%1.50% TOW933 Lo Fold Napkins 10000ct Yes 53.87 1.50%1.50%1.50%1.50% Del1012 Deli Wraps 10 x 12 500 ct Yes 10.03 1.50%1.50%1.50%1.50% MW-SP Med Weight Spoons 1000 ct Yes 30.50 1.50%1.50%1.50%1.50% 5421 Deli Paper sheets for Pretzels 500 ct Yes 21.50 1.50%1.50%1.50%1.50% 1063B6 Food Prep Gloves- Carton Yes 9.84 1.50%1.50%1.50%1.50% 57734 Individually wrapped plastic straws Yes 1 case 100.22 1.50%1.50%1.50%1.50% IC 100 Good Humor King Cone 24ct Yes 37.70 1.50%1.50%1.50%1.50% IC 101 Good Humor Cookie Sandwich 24ct Yes 27.54 1.50%1.50%1.50%1.50% IC 102 Klondike Choco-Taco 24ct Yes 32.68 1.50%1.50%1.50%1.50% IC 107 Good Humor Strawberry Shortcake 24ct Yes 29.44 1.50%1.50%1.50%1.50% IC 115 Good Humor Giant Vanilla Sandwich 24ct Yes 22.08 1.50%1.50%1.50%1.50% IC 142 Sponge Bob Bar 12 ct Yes 25.12 1.50%1.50%1.50%1.50% IC 151 Popsicle Spider Man 12ct Yes 25.12 1.50%1.50%1.50%1.50% IC 162 Popsicle Hello Kitty 12 ct Yes 15.11 1.50%1.50%1.50%1.50% IC 156 Minions Bar 18ct Yes 20.76 1.50%1.50%1.50%1.50% IC 111 Snickers Frozen 24 ct Yes 27.07 1.50%1.50%1.50%1.50% N/A Ice Cream Freezer (Quantity 1)Yes INCLUDED INCLUDED INCLUDED INCLUDED INCLUDED CONCESSION SUPPLY PRICING FOR THE CITY OF GALEBURG CITY CLERK’S OFFICE Operating Under Council – Manager Government Since 1957 TO: City Council FROM: Mayor Peter Schwartzman DATE: December 19, 2022 SUBJECT: Commission Appointments COMMISSION TERM EXPIRES Airport Advisory Commission Dave Christensen (new appointment)September 2023 Tree Commission Jane Easterly (reappointment)June 2025 Pat Trant (reappointment)June 2025 22-6007 Kelli Bennewitz <kbennewi@ci.galesburg.il.us> City Boards and Commissions 1 message noreply@revize.com <noreply@revize.com>Fri, Nov 18, 2022 at 12:54 PM Reply-To: To: kbennewi@ci.galesburg.il.us Cc: ewelch@ci.galesburg.il.us Date = 2022-11-18 First-Name = David Middle = Last-Name = Christensen Address = City-State-Zip-Code = Galesburg, IL 61401 Phone-1 = Phone-2 = Email = Board--Commission[] = Airport Advisory Commission Reasons-for-interest = I have been a pilot since the mid-1980's and have long had an interest in aviation. I believe Galesburg has an excellent airport that enhances the community. There are likely additional economic development opportunities related to the airport and aviation here in Galesburg and Knox County. Years-as-Resident = 30+ Employer-Name = Farmer Employer-Address = Farm near Alexis, IL How-Long-Employed = 25+ Education = B.A. Western Illinois University Hobbies = Woodworking, Pilot, Fishing, Reading Interests = Farming-agriculture, Carpentry Additional-Information = Qualifications = As mentioned above, I have been a pilot for years and co-own a plane based at the Galesburg Airport. I believe the airport is a community asset that may be underutilized with much potential for future development. Jet Air is a very successful business and adds significantly to our local economy. Ethnic-Origin[] = White, not of Hispanic origin Gender[] = Male Birthdate = Client IP = Calendar of Meetings For fiscal year ending 12/31/2023 City Clerk’s Office 55 West Tompkins Street Galesburg, IL 61401 1 Date Time Commission Location January 3, 2023 9:30 AM Façade Advisory Committee Public Works Conference Room January 3, 2023 *5:30 PM City Council and Township Trustees Council Chambers January 4, 2023 *5:30 PM Landmark Commission Erickson Conference Room January 5, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street January 5, 2023 6:00 PM Community Relations Commission Erickson Conference Room January 9, 2023 4:00 PM Tree Commission Erickson Conference Room January 12, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility January 12, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room January 12, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room January 17, 2023 *5:30 PM City Council and Township Trustees Council Chambers January 19, 2023 3:00 PM Airport Advisory Commission Galesburg Municipal Airport January 24, 2023 5:30 PM Planning & Zoning Commission Council Chambers January 31, 2023 9:00 AM Police Pension Board of Trustees Erickson Conference Room February 2, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street February 2, 2023 6:00 PM Community Relations Commission Erickson Conference Room February 6, 2023 10:30 AM Fire Pension Board of Trustees Erickson Conference Room February 6, 2023 5:30 PM City Council and Township Trustees Council Chambers February 7, 2023 9:30 AM Façade Advisory Committee Erickson Conference Room February 7, 2023 5:30 PM Landmark Commission Erickson Conference Room February 9, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility February 9, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room February 9, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room February 13, 2023 4:00 PM Tree Commission Erickson Conference Room February 16, 2023 9:00 AM Galesburg/Knox Emergency Telephone Systems Board Police Chief's Office February 16, 2023 3:00 PM Airport Advisory Commission Galesburg Municipal Airport February 20, 2023 10:00 AM Fire & Police Commission Administration Conference Room February 20, 2023 5:30 PM City Council and Township Trustees Council Chambers February 21, 2023 5:30 PM Planning & Zoning Commission Council Chambers February 27, 2023 6:00 PM 2% Foreign Fire Board Central Fire Station March 2, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street March 2, 2023 6:00 PM Community Relations Commission Erickson Conference Room March 6, 2023 5:30 PM City Council and Township Trustees Council Chambers March 7, 2023 9:30 AM Façade Advisory Committee Erickson Conference Room March 7, 2023 5:30 PM Landmark Commission Erickson Conference Room March 9, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility March 9, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room March 9, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room March 13, 2023 4:00 PM Tree Commission Erickson Conference Room 2023 Public Meeting Calendar Page 1 of 6 2DateTimeCommission Location March 16, 2023 3:00 PM Airport Advisory Commission Galesburg Municipal Airport March 20, 2023 5:30 PM City Council and Township Trustees Council Chambers March 21, 2023 5:30 PM Planning & Zoning Commission Council Chambers March 28, 2023 4:00 PM Golf Advisory Commission Erickson Conference Room April 3, 2023 5:30 PM City Council and Township Trustees Council Chambers April 4, 2023 9:30 AM Façade Advisory Committee Erickson Conference Room April 4, 2023 5:30 PM Landmark Commission Erickson Conference Room April 6, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street April 6, 2023 6:00 PM Community Relations Commission Erickson Conference Room April 10, 2023 4:00 PM Tree Commission Erickson Conference Room April 12, 2023 6:00 PM Annual Town Meeting Town Hall, 121 West Tompkins Street April 13, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility April 13, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room April 13, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room April 17, 2023 10:00 AM Fire & Police Commission Administration Conference Room April 17, 2023 5:30 PM City Council and Township Trustees Council Chambers April 18, 2023 5:30 PM Planning & Zoning Commission Council Chambers April 20, 2023 9:00 AM Galesburg/Knox Emergency Telephone Systems Board Police Chief's Office April 24, 2023 6:00 PM 2% Foreign Fire Board Central Fire Station April 25, 2023 9:00 AM Police Pension Board of Trustees Erickson Conference Room April 25, 2023 2:00 PM Local Emergency Planning Committee Erickson Conference Room April 25, 2023 4:00 PM Golf Advisory Commission Erickson Conference Room May 1, 2023 10:30 AM Fire Pension Board of Trustees Erickson Conference Room May 1, 2023 5:30 PM City Council and Township Trustees Council Chambers May 2, 2023 9:30 AM Façade Advisory Committee Erickson Conference Room May 2, 2023 5:30 PM Landmark Commission Erickson Conference Room May 4, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street May 4, 2023 6:00 PM Community Relations Commission Erickson Conference Room May 8, 2023 4:00 PM Tree Commission Erickson Conference Room May 11, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility May 11, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room May 11, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room May 15, 2023 5:30 PM City Council and Township Trustees Council Chambers May 18, 2023 3:00 PM Airport Advisory Commission Galesburg Municipal Airport May 23, 2023 4:00 PM Golf Advisory Commission Erickson Conference Room May 23, 2023 5:30 PM Planning & Zoning Commission Council Chambers June 1, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street June 1, 2023 6:00 PM Community Relations Commission Erickson Conference Room June 5, 2023 5:30 PM City Council and Township Trustees Council Chambers June 6, 2023 9:30 AM Façade Advisory Committee Erickson Conference Room June 6, 2023 5:30 PM Landmark Commission Erickson Conference Room June 8, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility June 8, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room June 8, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room June 12, 2023 4:00 PM Tree Commission Erickson Conference Room June 15, 2023 9:00 AM Galesburg/Knox Emergency Telephone Systems Board Police Chief's Office June 15, 2023 3:00 PM Airport Advisory Commission Galesburg Municipal Airport June 19, 2023 10:00 AM Fire & Police Commission Administration Conference Room June 19, 2023 5:30 PM City Council and Township Trustees Council Chambers June 20, 2023 5:30 PM Planning & Zoning Commission Council Chambers June 26, 2023 6:00 PM 2% Foreign Fire Board Central Fire Station Page 2 of 6 3DateTimeCommission Location June 27, 2023 4:00 PM Golf Advisory Commission Erickson Conference Room July 3, 2023 5:30 PM City Council and Township Trustees Council Chambers July 5, 2023 *9:30 AM Façade Advisory Committee Erickson Conference Room July 5, 2023 *5:30 PM Landmark Commission Erickson Conference Room July 6, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street July 6, 2023 6:00 PM Community Relations Commission Erickson Conference Room July 10, 2023 4:00 PM Tree Commission Erickson Conference Room July 13, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility July 13, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room July 13, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room July 17, 2023 5:30 PM City Council and Township Trustees Council Chambers July 18, 2023 5:30 PM Planning & Zoning Commission Council Chambers July 20, 2023 3:00 PM Airport Advisory Commission Galesburg Municipal Airport July 25, 2023 9:00 AM Police Pension Board of Trustees Erickson Conference Room July 25, 2023 4:00 PM Golf Advisory Commission Erickson Conference Room August 1, 2023 9:30 AM Façade Advisory Committee Erickson Conference Room August 1, 2023 5:30 PM Landmark Commission Erickson Conference Room August 3, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street August 3, 2023 6:00 PM Community Relations Commission Erickson Conference Room August 7, 2023 10:30 AM Fire Pension Board of Trustees Erickson Conference Room August 7, 2023 5:30 PM City Council and Township Trustees Council Chambers August 10, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility August 10, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room August 10, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room August 14, 2023 4:00 PM Tree Commission Erickson Conference Room August 17, 2023 9:00 AM Galesburg/Knox Emergency Telephone Systems Board Police Chief's Office August 17, 2023 3:00 PM Airport Advisory Commission Galesburg Municipal Airport August 21, 2023 10:00 AM Fire & Police Commission Administration Conference Room August 21, 2023 5:30 PM City Council and Township Trustees Council Chambers August 22, 2023 4:00 PM Golf Advisory Commission Erickson Conference Room August 22, 2023 5:30 PM Planning & Zoning Commission Council Chambers August 28, 2023 6:00 PM 2% Foreign Fire Board Central Fire Station September 5, 2023 9:30 AM Façade Advisory Committee Erickson Conference Room September 5, 2023 *5:30 PM City Council and Township Trustees Council Chambers September 6, 2023 *5:30 PM Landmark Commission Erickson Conference Room September 7, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street September 7, 2023 6:00 PM Community Relations Commission Erickson Conference Room September 11, 2023 4:00 PM Tree Commission Erickson Conference Room September 14, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility September 14, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room September 14, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room September 18, 2023 5:30 PM City Council and Township Trustees Council Chambers September 19, 2023 5:30 PM Planning & Zoning Commission Council Chambers September 21, 2023 3:00 PM Airport Advisory Commission Galesburg Municipal Airport September 26, 2023 4:00 PM Golf Advisory Commission Erickson Conference Room October 2, 2023 5:30 PM City Council and Township Trustees Council Chambers October 3, 2023 9:30 AM Façade Advisory Committee Erickson Conference Room October 3, 2023 5:30 PM Landmark Commission Erickson Conference Room October 5, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street October 5, 2023 6:00 PM Community Relations Commission Erickson Conference Room October 9, 2023 4:00 PM Tree Commission Erickson Conference Room Page 3 of 6 4DateTimeCommission Location October 12, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility October 12, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room October 12, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room October 16, 2023 10:00 AM Fire & Police Commission Administration Conference Room October 16, 2023 5:30 PM City Council and Township Trustees Council Chambers October 19, 2023 9:00 AM Galesburg/Knox Emergency Telephone Systems Board Police Chief's Office October 19, 2022 3:00 PM Airport Advisory Commission Galesburg Municipal Airport October 23, 2023 6:00 PM 2% Foreign Fire Board Central Fire Station October 24, 2023 2:00 PM Local Emergency Planning Committee Erickson Conference Room October 24, 2023 4:00 PM Golf Advisory Commission Erickson Conference Room October 24, 2023 5:30 PM Planning & Zoning Commission Council Chambers October 31, 2023 9:00 AM Police Pension Board of Trustees Erickson Conference Room November 2, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street November 2, 2023 6:00 PM Community Relations Commission Erickson Conference Room November 6, 2023 10:30 AM Fire Pension Board of Trustees Erickson Conference Room November 6, 2023 5:30 PM City Council and Township Trustees Council Chambers November 7, 2023 9:30 AM Façade Advisory Committee Erickson Conference Room November 7, 2023 5:30 PM Landmark Commission Erickson Conference Room November 9, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility November 9, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room November 9, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room November 13, 2023 4:00 PM Tree Commission Erickson Conference Room November 16, 2023 3:00 PM Airport Advisory Commission Galesburg Municipal Airport November 20, 2023 5:30 PM City Council and Township Trustees Council Chambers November 21, 2023 5:30 PM Planning & Zoning Commission Council Chambers November 28, 2023 4:00 PM Golf Advisory Commission Erickson Conference Room December 4, 2023 5:30 PM City Council and Township Trustees Council Chambers December 5, 2023 9:30 AM Façade Advisory Committee Erickson Conference Room December 5, 2023 5:30 PM Landmark Commission Erickson Conference Room December 7, 2023 4:30 PM Library Board Public Library, 40 East Simmons Street December 7, 2023 6:00 PM Community Relations Commission Erickson Conference Room December 11, 2023 4:00 PM Tree Commission Erickson Conference Room December 14, 2023 1:00 PM Public Transportation Advisory Commission Transit Maintenance Facility December 14, 2023 4:30 PM Galesburg Youth Commission Erickson Conference Room December 14, 2023 5:30 PM Overall Code Review Commission Erickson Conference Room December 18, 2023 10:00 AM Fire & Police Commission Administration Conference Room December 18, 2023 5:30 PM City Council and Township Trustees Council Chambers December 19, 2023 5:30 PM Planning & Zoning Commission Council Chambers December 21, 2023 9:00 AM Galesburg/Knox Emergency Telephone Systems Board Police Chief's Office December 21, 2023 3:00 PM Airport Advisory Commission Galesburg Municipal Airport December 25, 2023 *6:00 PM 2% Foreign Fire Board Central Fire Station Page 4 of 6 CITY OF GALESBURG CALENDAR FOR FISCAL YEAR 2023 ________________________________________________________________________________________________________________________________________________________________________________________________________________________ Meeting Dates – 2023 Page 5 of 6 MEETING DAYS OF COUNCIL, COMMITTEES AND COMMISSIONS 1st and 3rd Monday City Council, 5:30 p.m., Council Chambers, 55 West Tompkins Street 1st Monday Fire Pension Board of Trustees, 10:30 a.m., Erickson Conference Room, meets February, May, August and November 1st Tuesday Façade Advisory Committee, 9:30 a.m., Erickson Conference Room 1st Tuesday Landmark Commission, 5:30 p.m., Erickson Conference Room 1st Thursday Library Board, 4:30 p.m., Public Library, 40 East Simmons Street 1st Thursday Community Relations Commission, 6:00 p.m., Erickson Conference Room 2nd Monday Tree Commission, 4:00 p.m., Erickson Conference Room 2nd Thursday Public Transportation Advisory Commission, 1:00 p.m., Transit Maintenance Facility 2nd Thursday Galesburg Youth Commission, 4:30 p.m., Erickson Conference Room 2nd Thursday Overall Code Review Commission, 5:30 p.m., Erickson Conference Room 3rd Monday Fire and Police Commission, 10:00 a.m., Administration Conference Room, bi-monthly 3rd Thursday Galesburg/Knox Emergency Telephone Systems Board, 9:00 a.m., Police Chief’s Office, bi- monthly 3rd Thursday Airport Advisory Commission, 3:00 p.m., Erickson Conference Room 4th Monday 2% Foreign Fire Board, 6:00 p.m., Central Fire Station, bi-monthly 4th Tuesday Golf Advisory Commission, 4:00 p.m., Erickson Conference Room, with no meetings in December, January and February 4th Tuesday Local Emergency Planning Committee, 2:00 p.m., Erickson Conference Room Bi-annually April and October 2nd to Last Tuesday Planning & Zoning Commission, 5:30 p.m., Council Chambers Last Tuesday Police Pension Board of Trustees, 9:00 a.m., Erickson Conference Room, meets January, April, July and October ________________________________________________________________________________________________________________________________________________________________________________________________________________________ Meeting Dates – 2023 Page 6 of 6 HOLIDAYS OBSERVED BY THE CITY NEW YEAR’S DAY MARTIN LUTHER KING BIRTHDAY GOOD FRIDAY FEDERAL MEMORIAL DAY INDEPENDENCE DAY LABOR DAY VETERANS DAY THANKSGIVING AND DAY AFTER CHRISTMAS EVE CHRISTMAS DAY User: Printed:12/13/2022 - 4:45PM tmiller Transactions by Account Batch:00019.12.2022 Accounts Payable Account Number Vendor AmountDescription PO No Date 001-0000-10407-00 Amanda Jennings Cell Phone Allowance - AJennings 15.0011/30/2022 001-0000-10407-00 SOLV Library Portion of W2s and envelopes 30.6812/13/2022 001-0000-10701-00 JustFOIA 2023 JustFOIA Agreement (510-55800) 3,083.00 000009231512/13/2022 001-0000-10701-00 JustFOIA 2023 JustFOIA Agreement (115-55800) 4,110.88 000009231512/13/2022 001-0000-10701-00 JustFOIA 2023 JustFOIA Agreement (550-55800) 3,083.00 000009231512/13/2022 001-0000-10701-00 Knox County Humane Society 01/23 Animal Control Contract 19,510.00 000009216112/13/2022 001-0000-10701-00 IL Association of Chiefs of Police 2023 Membership Renewal 265.0012/13/2022 001-0000-10701-00 Target Solutions Learning, LLC Check It- Vehicles 870.72 000009226512/13/2022 001-0000-10701-00 Target Solutions Learning, LLC Annual Maintenance 395.00 000009226512/13/2022 001-0000-10701-00 Target Solutions Learning, LLC Check It- Users 4,141.33 000009226512/13/2022 001-0000-10701-00 Target Solutions Learning, LLC Check It- Stations 242.51 000009226512/13/2022 001-0000-10801-00 Advance Auto Parts Hydraulic Filter 33.0611/30/2022 001-0000-10801-00 Advance Auto Parts Oil Filter 11.0211/30/2022 001-0000-10801-00 Advance Auto Parts Wiper Blade 64.2611/30/2022 001-0000-10801-00 Advance Auto Parts Carbin Filters 47.2512/13/2022 001-0000-10801-00 Advance Auto Parts Oil Filters 33.0612/13/2022 001-0000-10801-00 Advance Auto Parts Mini Bulb 19.9012/13/2022 001-0000-10801-00 Map Automotive of Peoria Batteries 437.3212/13/2022 001-0000-10801-00 Mack Sales & Service of Morton AD9 Air Dryer 139.0012/13/2022 001-0000-10801-00 Koenig Body & Equipment, Inc.Strobe Light's 173.6012/13/2022 001-0000-10801-00 Mack Sales & Service of Morton AD9 Air Dryer 139.0012/13/2022 001-0000-10801-00 Nichols Diesel Service, Inc.Strainer Kit's 207.2712/13/2022 001-0000-20102-00 Stratus Networks, Inc 12/22 Services #179988 1,322.5012/13/2022 001-0000-32020-00 Marcus Hampton Refund Overpayment of Ticket# A019754 65.0012/13/2022 001-0000-32020-00 Jevon Ray Refund - Overpayment Ticket #A019753 65.0012/13/2022 38,504.36Subtotal for Divison: 0000 001-0105-51000-00 Farnsworth Group, Inc.Professional services for development of a master plan for futu 3,269.00 000009224812/13/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 1 22-8023 Account Number Vendor AmountDescription PO No Date 001-0105-54000-00 Dwight White Cell Phone Allowance 30.0011/30/2022 001-0105-54000-00 Bradley Hix Cell Phone Allowance 30.0011/30/2022 001-0105-54000-00 W Wayne Dennis Cell Phone Allowance 30.0011/30/2022 3,359.00Subtotal for Divison: 0105 001-0110-54000-00 Cathy St George Cell Phone Allowance 30.0011/30/2022 001-0110-55800-00 Office Specialists, Inc.Adobe Acrobat Pro 71.8712/13/2022 101.87Subtotal for Divison: 0110 001-0115-51000-00 SpringbrookSoftware LLC 11/22 Transaction Fees 27.0012/13/2022 001-0115-51000-00 Knox County Recorders Office 11/22 - Laredo Services 21.8512/13/2022 001-0115-54000-00 Kelli Bennewitz Cell Phone Allowance 30.0011/30/2022 001-0115-61000-00 Office Specialists, Inc.Copy Paper 93.9812/13/2022 001-0115-61000-00 Office Specialists, Inc.Disinfectant Wipes 18.8312/13/2022 001-0115-61000-00 Office Specialists, Inc.Facial Tissue, Calendar's , Disinfectant Wipes 110.5912/13/2022 302.25Subtotal for Divison: 0115 001-0120-54000-00 Janet Lytle Cell Phone Allowance 30.0011/30/2022 001-0120-54000-00 Jessica Pease Cell Phone Allowance 30.0011/30/2022 001-0120-56506-00 Flexible Benefit Service LLC 11/22 Service 75.0012/13/2022 001-0120-58500-00 Boxcar Express Sandwiches, Soups Desert -City Manager Meet and Greet luncheon 2,040.0012/13/2022 2,175.00Subtotal for Divison: 0120 001-0145-51010-00 James M Kelly, Attorney 10/22 - Legal Servies 142.5012/13/2022 001-0145-51010-00 James M Kelly, Attorney 10/22 - Legal Servies 379.5012/13/2022 001-0145-51010-00 James M Kelly, Attorney 10/22 - Legal Servies 148.5012/13/2022 001-0145-51010-00 James M Kelly, Attorney 09/22 - 10/22 Legal Services 544.5012/13/2022 001-0145-51010-00 James M Kelly, Attorney 09/22 - 10/22 Legal Services 1,060.9012/13/2022 001-0145-51010-00 James M Kelly, Attorney 10/22 Legal Services 66.0012/13/2022 2,341.90Subtotal for Divison: 0145 001-0160-47755-00 Mission Square FY2022 OPEB Contributions 116,940.0012/13/2022 001-0160-51000-00 Collection Professionals, Inc 11/22 Services 30.0012/13/2022 001-0160-59520-00 Mia Haneghan 11/22 Youth Commission Meeting 30.0012/13/2022 001-0160-59520-00 Mia Haneghan 12/22 Youth Commission Meeting 30.0012/13/2022 001-0160-59520-00 Eciel Burns 11/22 Stipend Youth Commission Meeting 30.0012/13/2022 001-0160-59520-00 Eciel Burns 12/22 Stipend Youth Commission Meeting 30.0012/13/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 2 Account Number Vendor AmountDescription PO No Date 117,090.00Subtotal for Divison: 0160 001-0205-51000-00 SpringbrookSoftware LLC 11/22 Transaction Fees 83.6312/13/2022 001-0205-51500-00 SOLV 1099's 137.0312/13/2022 001-0205-51500-00 SOLV W2's 238.7212/13/2022 001-0205-54000-00 Gloria Osborn Cell Phone Allowance 30.0011/30/2022 001-0205-54000-00 Gloria Osborn Internet Allowance 30.0011/30/2022 001-0205-54000-00 Tifani Miller Cell Phone Allowance 30.0011/30/2022 001-0205-54000-00 Tanya Billeter Cell Phone Allowance 30.0011/30/2022 001-0205-54000-00 Denise Hensley Cell Phone Allowance 30.0011/30/2022 001-0205-54000-00 Sharon Heiden Cell Phone Allowance 30.0011/30/2022 001-0205-61000-00 Office Specialists, Inc.Toner, Copy Paper 292.3812/13/2022 931.76Subtotal for Divison: 0205 001-0207-54000-00 Orlando Lucero Cell Phone Allowance 30.0011/30/2022 001-0207-54000-00 Oneida Network Services, Inc 12/22 - Internet - Kerzi 50.0012/13/2022 001-0207-54000-00 Kerzi Peterson Cell Phone Allowance 30.0011/30/2022 110.00Subtotal for Divison: 0207 001-0305-54000-00 Stephen Gugliotta Cell Phone Allowance 30.0011/30/2022 30.00Subtotal for Divison: 0305 001-0306-51000-00 Knox County Recorders Office 11/22 - Laredo Services 21.8512/13/2022 001-0306-51000-00 SpringbrookSoftware LLC 11/22 Transaction Fees 4.2512/13/2022 001-0306-54000-00 Tammera Matejewski Cell Phone Allowance 30.0011/30/2022 001-0306-54000-00 Robert Elsbury Cell Phone Allowance 30.0011/30/2022 001-0306-54000-00 Eric Heiden Cell Phone Allowance 30.0011/30/2022 001-0306-54000-00 Richard Slagel Cell Phone Allowance 30.0011/30/2022 001-0306-55400-00 Werner Restoraton Services, Inc.Board Up Service - 224 N Broad St 245.4412/13/2022 001-0306-55400-00 Werner Restoraton Services, Inc.Board Up Service - 1150 Carl Sandburg Dr 340.3412/13/2022 001-0306-55400-00 Werner Restoraton Services, Inc.Board Up Service - 643 Day St 379.1912/13/2022 001-0306-55400-00 Werner Restoraton Services, Inc.Board Up Service - 494 Clark St 1,374.5012/13/2022 001-0306-55400-00 Werner Restoraton Services, Inc.Board Up Service - 1150 Carl Sandburg Dr 1,885.9412/13/2022 001-0306-61000-00 Office Specialists, Inc.Binder Clip 4.6012/13/2022 4,376.11Subtotal for Divison: 0306 001-0410-51000-00 SpringbrookSoftware LLC 11/22 Transaction Fees 4.2512/13/2022 001-0410-51000-00 Knox County Recorders Office 11/22 - Laredo Services 21.8512/13/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 3 Account Number Vendor AmountDescription PO No Date 001-0410-54000-00 Nolan Peterson Cell Phone Allowance 30.0011/30/2022 001-0410-54000-00 Jamie West Cell Phone Allowance 30.0011/30/2022 001-0410-54000-00 Wayne Carl Cell Phone Allowance 30.0011/30/2022 001-0410-54000-00 Brayden Bledsoe Cell Phone Allowance 30.0011/30/2022 001-0410-54000-00 Matthew Kirgan Cell Phone Allowance 30.0011/30/2022 001-0410-54000-00 Aaron Gavin Cell Phone Allowance 30.0011/30/2022 206.10Subtotal for Divison: 0410 001-0445-54000-00 Myron Miller Cell Phone Allowance 30.0011/30/2022 001-0445-55000-00 Advance Auto Parts Core Credit -45.0012/13/2022 001-0445-55500-00 Map Automotive of Peoria Battery Core 65.0012/13/2022 001-0445-55500-00 Martin Equipment of Illinois, Inc.Diagnostics and repairs to unit #170 9,109.79 000009229712/13/2022 001-0445-55500-00 Map Automotive of Peoria Core Credit INV 60-311776 -65.0012/13/2022 001-0445-55500-00 Ford of Galesburg Repair Vehicle #600 1,750.0012/13/2022 001-0445-55500-00 Advance Auto Parts Core Charge 45.0012/13/2022 001-0445-55500-00 Nichols Diesel Service, Inc.Core Credit -35.0012/13/2022 001-0445-55500-00 Mutual Wheel Co., Inc.Core Charge 640.0012/13/2022 001-0445-55500-00 Mutual Wheel Co., Inc.Core Charge Credit -640.0012/13/2022 001-0445-55500-00 Pomp's Tire - Galesburg Scrap Disposal Fee #170 76.0012/13/2022 001-0445-55700-00 IL Oil Marketing Equipment, Inc.Below Grade Ring Seal 167.2912/13/2022 001-0445-55700-00 Four Seasons Pest Control 11/22 Services 20.0012/13/2022 001-0445-55700-00 Royal Cleaning Services 12/22 - Services 266.0012/13/2022 001-0445-57500-00 Aramark Uniform Serv. Inc.11/22 Services 67.8412/13/2022 001-0445-57500-00 Aramark Uniform Serv. Inc.12/22 Services 67.8412/13/2022 001-0445-57500-00 Aramark Uniform Serv. Inc.11/22 Services 67.8412/13/2022 001-0445-62500-00 Ford of Galesburg Brake Booster #183 280.9112/13/2022 001-0445-62500-00 Ford of Galesburg Door Handle #61 97.9412/13/2022 001-0445-62500-00 Ford of Galesburg Door Latch # 166 61.9312/13/2022 001-0445-63000-00 Advance Auto Parts Copper Lug 3.3412/13/2022 001-0445-63000-00 Batterton Auto Supply Centech Repair,Tire Paste, Steel Weights 149.5012/13/2022 001-0445-63000-00 Napa Auto Parts Cable Tie 46.4412/13/2022 12,227.66Subtotal for Divison: 0445 001-0450-54000-00 JR Knaack Cell Phone Allowance 30.0011/30/2022 001-0450-54000-00 Justin McNaught Cell Phone Allowance 30.0011/30/2022 001-0450-55500-00 Nichols Diesel Service, Inc.States & Fees Tests #110 40.6212/13/2022 001-0450-55500-00 Nichols Diesel Service, Inc.States & Fees Tests #114 40.6312/13/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 4 Account Number Vendor AmountDescription PO No Date 001-0450-55700-00 AMP Electrical Services, Inc.Repaired/Cleanout Sewer Main/Sewer Cap 254.3712/13/2022 001-0450-55700-00 Four Seasons Pest Control 11/22 Services 40.0012/13/2022 001-0450-62500-00 Nichols Diesel Service, Inc.Filter KIt #110 207.0312/13/2022 001-0450-62500-00 Nichols Diesel Service, Inc.Return - Slack Adjuster #130 -124.3012/13/2022 001-0450-62500-00 Napa Auto Parts Fuel Filter #130 57.5912/13/2022 001-0450-62500-00 Nichols Diesel Service, Inc.Plunger #130 21.0312/13/2022 001-0450-62500-00 Nichols Diesel Service, Inc.Slack Adjuster #130 124.3012/13/2022 001-0450-62500-00 Advance Auto Parts Oil Filter #141 3.9512/13/2022 001-0450-62500-00 Advance Auto Parts Filter Kit #110 56.3512/13/2022 001-0450-62500-00 Advance Auto Parts Air Filter #110 11.9012/13/2022 001-0450-62500-00 Advance Auto Parts Air Filter #110 101.5012/13/2022 001-0450-62500-00 Brozene Hydraulic Service Cylinder #141 491.7212/13/2022 001-0450-62500-00 Brozene Hydraulic Service Cylinder #116 491.7312/13/2022 001-0450-62500-00 Ford of Galesburg Nozzle #117 10.3612/13/2022 001-0450-62500-00 Ford of Galesburg Hose Kit #117 26.4812/13/2022 001-0450-62500-00 Ford of Galesburg Mirror #117 180.0012/13/2022 001-0450-65000-00 Office Specialists, Inc.Detergent 124.6912/13/2022 001-0450-67500-00 Grainger, Inc.Positioning Lanyards 235.2612/13/2022 001-0450-67500-00 Grainger, Inc.Full Body Harness 325.8812/13/2022 2,781.09Subtotal for Divison: 0450 001-0505-51000-00 Stephen L Woody Polygraph Testing 300.0012/13/2022 300.00Subtotal for Divison: 0505 001-0510-51500-00 Gatehouse Media Notice to Bidders - PSB HVAC/Locker Room - #00020710 358.1612/13/2022 001-0510-54000-00 Anthony Oligney-Estill Cell Phone Allowance 30.0011/30/2022 001-0510-54000-00 Ryne Sage Cell Phone Allowance 30.0011/30/2022 001-0510-54000-00 Lane Mings Cell Phone Allowance 30.0011/30/2022 001-0510-54000-00 Jason Shaw Cell Phone Allowance 30.0011/30/2022 001-0510-54000-00 Patrick Kisler Cell Phone Allowance 30.0011/30/2022 001-0510-54000-00 Russell Idle Cell Phone Allowance 30.0011/30/2022 001-0510-54000-00 Bryan Anderson Cell Phone Allowance 30.0011/30/2022 001-0510-54000-00 Daniel Hostens Cell Phone Allowance 30.0011/30/2022 001-0510-54000-00 Steffanie Cromien Cell Phone Allowance 30.0011/30/2022 001-0510-54000-00 Kevin Legate Cell Phone Allowance 30.0011/30/2022 001-0510-54500-00 Richland Community College Forensic Phlebotomy - A Buccalo 150.0012/13/2022 001-0510-55500-00 Supreme Radio Communications, Inc.Reprogram Radios 90.0012/13/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 5 Account Number Vendor AmountDescription PO No Date 001-0510-55500-00 Supreme Radio Communications, Inc.Microphone, Remote Speaker 116.8012/13/2022 001-0510-57500-00 JSLK Management Iowa LLC 11/22 Police Uniform Cleaning as per agreement. 747.79 000009227212/13/2022 001-0510-61000-00 Office Specialists, Inc.Deskpad Calendars 35.7312/13/2022 001-0510-61000-00 Office Specialists, Inc.Foam Cups 75.2912/13/2022 001-0510-62500-00 Ford of Galesburg TPMS Sensor #31 62.7112/13/2022 001-0510-67500-00 Ray O'Herron Co., Inc.Freight Charge 9.3812/13/2022 001-0510-67500-00 Emblem Enterprises, Inc Patches 888.9712/13/2022 2,834.83Subtotal for Divison: 0510 001-0550-47755-00 Mission Square FY2022 OPEB Contributions 3,780.0012/13/2022 001-0550-54000-00 Cameron Lemaster Cell Phone Allowance 30.0011/30/2022 001-0550-54000-00 Amanda Jennings Cell Phone Allowance 15.0011/30/2022 001-0550-61000-00 Office Specialists, Inc.Jumbo Refill , Copy Paper, Desk Pad 153.0312/13/2022 001-0550-61000-00 Office Specialists, Inc.Toner 599.1112/13/2022 4,577.14Subtotal for Divison: 0550 001-0605-54000-00 Derek Perry Cell Phone Allowance 30.0011/30/2022 001-0605-54000-00 John Seitz Cell Phone Allowance 30.0011/30/2022 001-0605-54000-00 Randy Hovind Cell Phone Allowance 30.0011/30/2022 001-0605-54000-00 David Farrell Cell Phone Allowance 30.0011/30/2022 001-0605-54000-00 Donald Brackett Cell Phone Allowance 30.0011/30/2022 001-0605-55500-00 Cozadd Diesel Service, Inc Towed Fire Truck #52 450.0012/13/2022 001-0605-55700-00 Howe Overhead Doors, Inc.Re-attache Head Board-Garage Door 135.0012/13/2022 001-0605-55700-00 Four Seasons Pest Control 11/22 Services 20.0012/13/2022 001-0605-55700-00 Four Seasons Pest Control 11/22 Services 20.0012/13/2022 001-0605-55700-00 Four Seasons Pest Control 11/22 Services 20.0012/13/2022 001-0605-61000-00 Office Specialists, Inc.Address Labels, Paper , Labels 33.1612/13/2022 001-0605-61000-00 Office Specialists, Inc.Misc Office Supplies 21.8812/13/2022 001-0605-62500-00 Mutual Wheel Co., Inc.U-Bolt's #54 210.4812/13/2022 001-0605-62500-00 Mutual Wheel Co., Inc.Brake Kit #54 1,469.1212/13/2022 001-0605-65000-00 Office Specialists, Inc.Dish Soap, Detergent 45.8812/13/2022 001-0605-65000-00 Office Specialists, Inc.Disinfect Wipes, Towels 64.3712/13/2022 001-0605-65000-00 Office Specialists, Inc.Detergent 154.5212/13/2022 001-0605-65000-00 Office Specialists, Inc.Glass Cleaner, Towels, Oil Absorbant Clay, Toilet Cleaner 93.2612/13/2022 001-0605-65500-00 MacQueen Emergency Air Bag Set #E52 3,930.5312/13/2022 001-0605-65500-00 Dinges Fire Company Bullard Repair 485.7012/13/2022 001-0605-65500-00 Alexis Fire Equipment Co., Inc.Nut, Universal Joint 117.7012/13/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 6 Account Number Vendor AmountDescription PO No Date 001-0605-67500-00 Midwest Uniform Supply, Inc Shirt - D.Perry 74.9912/13/2022 001-0605-67500-00 Midwest Uniform Supply, Inc Shirt, Hat - J.Herbert 54.0012/13/2022 001-0605-67500-00 Midwest Uniform Supply, Inc Shirt - H.Stevenson 1.9612/13/2022 001-0605-67500-00 Midwest Uniform Supply, Inc Shirt - J.Connour 74.9912/13/2022 001-0605-67500-00 Midwest Uniform Supply, Inc Pants - J.Connour 79.9812/13/2022 001-0605-67500-00 Midwest Uniform Supply, Inc Pants - J.Pendergast 39.9912/13/2022 001-0605-67500-00 Midwest Uniform Supply, Inc Shirt - J.Moffitt 12.8912/13/2022 001-0605-67500-00 Midwest Uniform Supply, Inc Shirts, Hats K.McGee 87.9912/13/2022 001-0605-68600-00 Office Specialists, Inc.Nitrile Gloves 79.6312/13/2022 7,928.02Subtotal for Divison: 0605 Subtotal for Fund 001 200,177.09 011-0000-55700-00 Treasurer State of IL, IDOT City Share of Modernizing Traffic Signal Equipment 4,209.7212/13/2022 011-0000-66000-00 Galesburg Builders Supply, Inc.Portand Cement Concrete for 2022 249.00 000009208912/13/2022 4,458.72Subtotal for Divison: 0000 Subtotal for Fund 011 4,458.72 013-0000-20103-00 Jahnke and Sons Cont, Inc Fire Training Tower -1,041.2012/13/2022 013-0000-71000-00 Thompson Truck & Trailer, Inc Emergency engine replace and other related repairs to Fixed Rou 49,092.86 000009229611/30/2022 013-0000-75000-00 Jahnke and Sons Cont, Inc Fire Training Tower 10,412.00 000009226612/13/2022 013-0000-78050-00 Legacy Corporation South Street Storm Sewer Replacement 21,303.13 000009223212/13/2022 79,766.79Subtotal for Divison: 0000 Subtotal for Fund 013 79,766.79 014-0000-47755-00 Mission Square FY2022 OPEB Contributions 30.0012/13/2022 014-0000-64500-00 Republic Delivery Fee 52.6312/13/2022 82.63Subtotal for Divison: 0000 Subtotal for Fund 014 82.63 015-0000-69000-00 Accredited Security Refurbished Taser, Battery, Holster , Air Cartridge 4,792.0012/13/2022 4,792.00Subtotal for Divison: 0000 Subtotal for Fund 015 4,792.00 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 7 Account Number Vendor AmountDescription PO No Date 016-0000-54000-00 Mark McLaughlin Cell Phone Allowance 30.0011/30/2022 016-0000-54000-00 Paul Vannaken Cell Phone Allowance 30.0011/30/2022 016-0000-54000-00 Timothy Spitzer Cell Phone Allowance 30.0011/30/2022 016-0000-54000-00 Kyle A Winbigler Cell Phone Allowance 30.0011/30/2022 016-0000-54000-00 Travis Smith Cell Phone Allowance 30.0011/30/2022 016-0000-83100-00 Galesburg PBPA Unit #19 Shop With a Cop 1,000.0012/13/2022 1,150.00Subtotal for Divison: 0000 Subtotal for Fund 016 1,150.00 018-0000-47755-00 Mission Square FY2022 OPEB Contributions 585.0012/13/2022 018-0000-55500-00 Martin Equipment of Illinois, Inc.Replace Injection Pump #131 6,810.94 000009230512/13/2022 018-0000-62500-00 Ford of Galesburg Seals #101 127.1612/13/2022 018-0000-62500-00 Key Equipment & Supply Co Pivot Shaft #128 523.0512/13/2022 018-0000-62500-00 Ford of Galesburg Dust Shield #101 30.2712/13/2022 018-0000-62500-00 Map Automotive of Peoria Hub Assy # 101 300.0012/13/2022 018-0000-62500-00 Advance Auto Parts Air Filter #130 11.9012/13/2022 018-0000-62500-00 Advance Auto Parts Air Filter #101 9.4612/13/2022 018-0000-62500-00 Advance Auto Parts Brake Pads, Ball Joint KIt #101 105.7512/13/2022 018-0000-62500-00 Advance Auto Parts Brake Rotor #101 77.3412/13/2022 8,580.87Subtotal for Divison: 0000 Subtotal for Fund 018 8,580.87 019-0000-10701-00 IL Campground Association 2023 Dues 1/4 Page 275.0012/13/2022 019-0000-20102-00 Stratus Networks, Inc 12/22 Services #179988 305.3712/13/2022 580.37Subtotal for Divison: 0000 019-1905-47755-00 Mission Square FY2022 OPEB Contributions 8,550.0012/13/2022 019-1905-51500-00 WGIL/WAAG/WLSR, Inc.11/22 Radio Ads 583.0012/13/2022 019-1905-51500-00 WMOI - FM 11/22 - Radio Ads 260.0012/13/2022 019-1905-54000-00 Elizabeth Varner Cell Phone Allowance 30.0011/30/2022 019-1905-54000-00 Gary Denhart 11/22 Cell Phone Allowance 30.0011/30/2022 019-1905-54000-00 Angela Buchen Cell Phone Allowance 30.0011/30/2022 019-1905-59511-00 Galesburg Tourism Fund 11/22 Tourism Agreement 15,833.3312/13/2022 25,316.33Subtotal for Divison: 1905 019-1910-55700-00 Dowers Roofing, Inc.Seal Counterflashings,Repair Holes,Clean Drains 978.0012/13/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 8 Account Number Vendor AmountDescription PO No Date 019-1910-55700-00 Sam F Mangieri Strip/Wax Floor 3,296.2512/13/2022 019-1910-66000-00 SNI Solutions Pallets of Ecosalt 787.0012/13/2022 5,061.25Subtotal for Divison: 1910 019-1911-55700-00 Four Seasons Pest Control 11/22 Services 30.0012/13/2022 019-1911-57500-00 Aramark Uniform Serv. Inc.11/22 Services 68.5512/13/2022 019-1911-57500-00 Aramark Uniform Serv. Inc.11/22 Services 68.5512/13/2022 019-1911-66000-00 SNI Solutions Pallets of Ecosalt 787.0012/13/2022 954.10Subtotal for Divison: 1911 019-1915-54000-00 Jason Asbury Cell Phone Allowance 30.0011/30/2022 019-1915-54000-00 Michael Markley Cell Phone Allowance 30.0011/30/2022 019-1915-54000-00 Travis Huffman Cell Phone Allowance 30.0011/30/2022 019-1915-54000-00 Don Miles Cell Phone Allowance 30.0011/30/2022 019-1915-55500-00 Glass Specialty Inc Reattach Defrost Tab #509 65.0012/13/2022 019-1915-55500-00 Ford of Galesburg Replace Bed Rails #544 1,750.0012/13/2022 019-1915-55700-00 Four Seasons Pest Control 12/22 Services 40.0012/13/2022 019-1915-55700-00 Four Seasons Pest Control 12/22 Services 30.0012/13/2022 019-1915-56000-00 Terry Allen, Inc Pickard Road - Toilet Rental 1 regular unit 3/18/22-11/20/22 37.50 000009208112/13/2022 019-1915-56000-00 Terry Allen, Inc East Boat Ramp - Toilet Rental 1 regular unit 1/1/22-12/31/22 75.00 000009208112/13/2022 019-1915-57500-00 Aramark Uniform Serv. Inc.11/22 Services 57.4612/13/2022 019-1915-57500-00 Aramark Uniform Serv. Inc.11/22 Services 57.4612/13/2022 019-1915-57500-00 Aramark Uniform Serv. Inc.12/22 Services 57.4612/13/2022 019-1915-61000-00 Office Specialists, Inc.Deskpad Calendar 23.4512/13/2022 019-1915-61000-00 Office Specialists, Inc.Toner 206.7412/13/2022 019-1915-62500-00 Advance Auto Parts Filter Kid #503 82.6012/13/2022 019-1915-62500-00 Advance Auto Parts Brake Caliper #503 58.4912/13/2022 019-1915-62500-00 Advance Auto Parts Brake Kit #503 360.8912/13/2022 019-1915-62500-00 Advance Auto Parts Oil Filters #509 30.7912/13/2022 019-1915-62500-00 Advance Auto Parts Muffler Repair Tape #509 6.4312/13/2022 019-1915-62500-00 Ford of Galesburg Clock Spring #503 27.9112/13/2022 019-1915-62500-00 Martin, Inc Seal Kit Freight #525 20.0012/13/2022 019-1915-62500-00 Martin, Inc Seal Kit #525 104.1012/13/2022 019-1915-62500-00 Gary Keller Seal Kit #509 285.0012/13/2022 019-1915-62500-00 Martin, Inc Bearing Kit #525 84.1212/13/2022 019-1915-62500-00 Map Automotive of Peoria Radiator #503 342.0012/13/2022 019-1915-62500-00 Gary Keller Motor #509 403.6812/13/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 9 Account Number Vendor AmountDescription PO No Date 019-1915-62500-00 Pomp's Tire - Galesburg Tire's #525 81.5012/13/2022 019-1915-62500-00 Pomp's Tire - Galesburg Tires #522 163.0012/13/2022 019-1915-62500-00 Nichols Diesel Service, Inc.Air Cleaner Seal #509 113.4512/13/2022 019-1915-62500-00 Nichols Diesel Service, Inc.Hub Cap #509 45.1812/13/2022 019-1915-62500-00 Napa Auto Parts Tie Rod End #503 153.5912/13/2022 019-1915-65000-00 Alan Environmental Products, Inc Air Freshner 484.1012/13/2022 019-1915-65500-00 Martin, Inc Packing - Wrong Part #525 -3.9312/13/2022 5,362.97Subtotal for Divison: 1915 019-1920-54000-00 Bryan Luedtke Cell Phone Allowance 30.0011/30/2022 019-1920-55700-00 Four Seasons Pest Control 12/22 Services 20.0012/13/2022 019-1920-57500-00 Aramark Uniform Serv. Inc.11/22 Services 39.5112/13/2022 019-1920-57500-00 Aramark Uniform Serv. Inc.11/22 Services 39.5112/13/2022 019-1920-61000-00 Office Specialists, Inc.Toner 225.2312/13/2022 019-1920-61000-00 Office Specialists, Inc.Paper, Dishwasher Cleaner, Calendar , Nifty Tool 133.3712/13/2022 019-1920-64000-00 SRIXON/Cleveland Golf/XXIO Golf Balls 142.4412/13/2022 019-1920-64125-00 Office Specialists, Inc.Coffee Filter's 10.5812/13/2022 019-1920-64125-00 Butch's Pizza Inc.Misc Concessions 44.1012/13/2022 019-1920-64125-00 Boxcar Express Misc Concessions 299.2512/13/2022 983.99Subtotal for Divison: 1920 019-1935-55700-00 Four Seasons Pest Control 12/22 Services 35.0012/13/2022 019-1935-57500-00 Aramark Uniform Serv. Inc.11/22 Services 237.4212/13/2022 019-1935-57500-00 Aramark Uniform Serv. Inc.12/22 Services 237.4212/13/2022 019-1935-57500-00 Aramark Uniform Serv. Inc.11/22 Services 237.4212/13/2022 019-1935-65000-00 Alan Environmental Products, Inc Air Freshner 362.8212/13/2022 1,110.08Subtotal for Divison: 1935 019-1940-56000-00 Peoria Charter Coach Bus rental - Michigan Ave Trip 2,391.0012/13/2022 2,391.00Subtotal for Divison: 1940 019-1945-55700-00 Getz Fire Equipment Co., Inc.Annual Service 66.6012/13/2022 019-1945-55700-00 Four Seasons Pest Control 12/22 Services 20.0012/13/2022 019-1945-65000-00 Alan Environmental Products, Inc Air Freshner 362.8212/13/2022 449.42Subtotal for Divison: 1945 019-1950-55700-00 Four Seasons Pest Control 12/22 Services 25.0012/13/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 10 Account Number Vendor AmountDescription PO No Date 25.00Subtotal for Divison: 1950 019-1955-55700-00 Four Seasons Pest Control 12/22 Services 20.0012/13/2022 20.00Subtotal for Divison: 1955 019-1960-55700-00 Four Seasons Pest Control 12/22 Services 20.0012/13/2022 019-1960-64125-00 Atlantic Coca-Cola Misc Concessions 126.6012/13/2022 019-1960-64125-00 Gold Medal - Central Illinois, LLC Misc Concessions 298.1412/13/2022 019-1960-65000-00 Alan Environmental Products, Inc Air Freshner 328.0012/13/2022 772.74Subtotal for Divison: 1960 019-1965-51000-00 Lacky Monument Co.Date of Passing- Daly,Sprinkle,Smith,Teel 800.0012/13/2022 019-1965-54000-00 Roger Darst Cell Phone Allowance 30.0011/30/2022 019-1965-55700-00 Four Seasons Pest Control 11/22 Services 20.0012/13/2022 019-1965-55700-00 Getz Fire Equipment Co., Inc.Annual Service 72.0012/13/2022 019-1965-57500-00 Aramark Uniform Serv. Inc.12/22 Services 41.8312/13/2022 019-1965-57500-00 Aramark Uniform Serv. Inc.11/22 Services 41.8312/13/2022 019-1965-57500-00 Aramark Uniform Serv. Inc.11/22 Services 41.8312/13/2022 019-1965-61000-00 Office Specialists, Inc.Apt Book 31.9212/13/2022 019-1965-62500-00 Pomp's Tire - Galesburg Tires #582 1,893.4012/13/2022 2,972.81Subtotal for Divison: 1965 019-1975-54000-00 Cris Fones Cell Phone Allowance 30.0011/30/2022 019-1975-55500-00 Nichols Diesel Service, Inc.Alignment #106 300.0012/13/2022 019-1975-62500-00 Nichols Diesel Service, Inc.Hub Cab #106 22.5912/13/2022 019-1975-62500-00 Nichols Diesel Service, Inc.Wheel Speed Sensor #106 195.8912/13/2022 019-1975-62500-00 Napa Auto Parts Stud's #106 18.2712/13/2022 019-1975-62500-00 Nichols Diesel Service, Inc.Valve #106 145.0512/13/2022 019-1975-62500-00 Truck Centers, Inc Hose Kit #103 176.9812/13/2022 019-1975-62500-00 Nichols Diesel Service, Inc.Elbow #106 7.9312/13/2022 019-1975-62500-00 Nichols Diesel Service, Inc.Air Dryer Filter #103 103.6712/13/2022 019-1975-62500-00 Nichols Diesel Service, Inc.Knuckle , Diffuser #106 2,200.4012/13/2022 019-1975-62500-00 Gary Keller Motor #106 403.6712/13/2022 019-1975-62500-00 Gary Keller Spool Kit #106 333.5012/13/2022 019-1975-62500-00 Advance Auto Parts Filter Kit #103 58.1012/13/2022 019-1975-62500-00 Advance Auto Parts Air Filter #103 11.9012/13/2022 4,007.95Subtotal for Divison: 1975 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 11 Account Number Vendor AmountDescription PO No Date Subtotal for Fund 019 50,008.01 020-0000-62500-00 Pomp's Tire - Galesburg Tire's #354 176.6012/13/2022 176.60Subtotal for Divison: 0000 Subtotal for Fund 020 176.60 023-0000-83100-00 Neil Thomas Plumbing & Heating, Inc Install Furnance - 1839 Clay Dr 4,310.4012/13/2022 023-0000-83100-00 Templeton Roofing Roof Repair 1120 N Seminary St 3,822.8512/13/2022 023-0000-83100-00 Robert Schisler Replace Lath/Plaster, Drywall, Flooring-1560 Beecher 1,140.0012/13/2022 023-0000-83100-00 AMP Electrical Services, Inc.Install Lights,Gfci,Breakers,Exhaust Fan,Cameras,1005 Hawkinson 4,500.0012/13/2022 023-0000-83100-00 Basio Plumbing Heating & Cooling Repair Sewer Stack- 180 Indiana Ave 1,325.2512/13/2022 023-0000-83100-00 Basio Plumbing Heating & Cooling Sewer Repair - - 386 Indiana Ave 4,500.0012/13/2022 19,598.50Subtotal for Divison: 0000 Subtotal for Fund 023 19,598.50 024-0000-83100-00 Larson Family Real Estate, LLLP 10/22-12/22 - Sales Tax Rebate as per agreement 7,514.2312/13/2022 024-0000-83100-00 Choral Dynamics External Agency Funding - Choral Dynamics 2,000.0012/13/2022 024-0000-83100-00 Knox County Scenic Drive External Agency Funding- Knox County Scenic Drive 2,000.0012/13/2022 11,514.23Subtotal for Divison: 0000 Subtotal for Fund 024 11,514.23 030-0000-20102-00 Stratus Networks, Inc 12/22 Services #179988 129.8712/13/2022 129.87Subtotal for Divison: 0000 030-0320-47755-00 Mission Square FY2022 OPEB Contributions 690.0012/13/2022 030-0320-51500-00 WGIL/WAAG/WLSR, Inc.11/22 Radio Ads 200.0011/30/2022 030-0320-55700-00 Sam F Mangieri Strip/Wax Floor 367.5012/13/2022 030-0320-61000-00 Office Specialists, Inc.Towels 202.6111/30/2022 030-0320-62500-00 Napa Auto Parts Steering Stabilizer 44.6911/30/2022 030-0320-62500-00 Napa Auto Parts Tie Rod, Steering Stabilizer 89.0811/30/2022 030-0320-62500-00 O'Reilly Auto Parts Wheel Bearings 61.2811/30/2022 030-0320-62500-00 Napa Auto Parts Dust Caps 14.3811/30/2022 030-0320-62500-00 O'Reilly Auto Parts Brake Rotor 247.0011/30/2022 030-0320-62500-00 Napa Auto Parts Shock's 203.5611/30/2022 030-0320-62500-00 O'Reilly Auto Parts Oil Drain Plug 6.3011/30/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 12 Account Number Vendor AmountDescription PO No Date 030-0320-62500-00 O'Reilly Auto Parts Brake Line Kit 136.6611/30/2022 030-0320-62500-00 Napa Auto Parts Tire Rod's 284.1611/30/2022 030-0320-62500-00 Napa Auto Parts Bearings, Bearing Cones 60.3811/30/2022 030-0320-62500-00 Napa Auto Parts Oil Seals, Brake Kit, Tie Rod 98.8911/30/2022 030-0320-62500-00 Napa Auto Parts Bearing 53.7912/13/2022 030-0320-62500-00 O'Reilly Auto Parts Brake Line Kit 87.8611/30/2022 030-0320-62500-00 Napa Auto Parts Tie Rod's 256.3611/30/2022 030-0320-62500-00 Napa Auto Parts Refund Waranty Defects - Invoice #186967 and #188020 -89.0811/30/2022 030-0320-62500-00 Gillig Combination compression latch 63.1211/30/2022 030-0320-62500-00 Midwest Transit Equipment, Inc.Threshold-Tapeswitch 321.3611/30/2022 030-0320-62510-00 Herr Petroleum Corp 283.9 Gal Reg Unleaded Ethanol 828.54 000009210111/30/2022 030-0320-62510-00 Herr Petroleum Corp 187.6 Gal Reg Unleded Ethanol 547.50 000009210111/30/2022 030-0320-62510-00 Herr Petroleum Corp 259.1 Gal Reg Unleaded Ethanol 822.39 000009210111/30/2022 030-0320-62510-00 Herr Petroleum Corp 203.2 Gal Reg Unleaded Ethanol 644.96 000009210111/30/2022 030-0320-65000-00 Office Specialists, Inc.Vehicle Wash, Towels, Tissues 349.9511/30/2022 6,593.24Subtotal for Divison: 0320 030-0370-47755-00 Mission Square FY2022 OPEB Contributions 690.0012/13/2022 030-0370-51000-00 Galesburg Termite & Pest Control Inc 11/22 Services 45.0011/30/2022 030-0370-51500-00 WGIL/WAAG/WLSR, Inc.11/22 Radio Ads 200.0011/30/2022 030-0370-54000-00 Kraig Boynton Cell Phone Allowance 30.0011/30/2022 030-0370-54000-00 Ronald Larson Cell Phone Allowance 30.0011/30/2022 030-0370-55700-00 First Glass, Inc.Laminated Glass and Installation 427.5011/30/2022 030-0370-55700-00 Galesburg Termite & Pest Control Inc 12/22 Service 45.0012/13/2022 030-0370-55700-00 Sam F Mangieri Strip/Wax Floor 367.5012/13/2022 030-0370-57500-00 Cintas, Inc 12/22 Services 396.6512/13/2022 030-0370-57500-00 Cintas, Inc 11/22 Services 179.1011/30/2022 030-0370-57500-00 Cintas, Inc 11/22 Services 155.7411/30/2022 030-0370-62500-00 Eastern Iowa Tire Tires 2,861.2212/13/2022 030-0370-62500-00 Gillig Seal, Pinion Nut and Washers 150.4111/30/2022 030-0370-62500-00 Thompson Truck & Trailer, Inc Batteries 687.3611/30/2022 030-0370-62510-00 Herr Petroleum Corp 345.8 Gal Diesel #2 1,686.51 000009210111/30/2022 030-0370-65500-00 RILCO Fluid Care Solvent 228.0611/30/2022 8,180.05Subtotal for Divison: 0370 Subtotal for Fund 030 14,903.16 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 13 Account Number Vendor AmountDescription PO No Date 032-0000-61900-00 Duo-Gard Transit Shelter as per Quote 42106 9,667.00 000009212011/30/2022 9,667.00Subtotal for Divison: 0000 Subtotal for Fund 032 9,667.00 049-0000-51000-00 Klingner & Associates, P.C. - Architectural Group140-144 E Main St: Demolition, Survey, Architectural, Bidding, & 511.50 000009219512/13/2022 049-0000-51000-00 Peckham Guyton Albers & Viets, Inc Professional Services for closing part of TIF IV 783.75 000009217612/13/2022 049-0000-51000-00 Peckham Guyton Albers & Viets, Inc Professional Services for closing part of TIF IV 380.00 000009217612/13/2022 1,675.25Subtotal for Divison: 0000 Subtotal for Fund 049 1,675.25 054-0000-55700-00 Lambasio, Inc.Camera and Located Sewer 125.0012/13/2022 054-0000-75000-00 Supreme Radio Communications, Inc.Ground Wires Coax , Connectors Ground Bar 2,015.4712/13/2022 2,140.47Subtotal for Divison: 0000 Subtotal for Fund 054 2,140.47 056-0000-51000-00 Peckham Guyton Albers & Viets, Inc Professional Services for Closing TIF 2 783.75 000009217612/13/2022 783.75Subtotal for Divison: 0000 Subtotal for Fund 056 783.75 057-0000-61700-00 Thompson Electronics Company AV System modificaiton for Upgrade 2,760.5912/13/2022 2,760.59Subtotal for Divison: 0000 Subtotal for Fund 057 2,760.59 058-0000-71000-00 Revels Turf & Tractor Lightweight John Deere Fairway Mower #569 62,296.11 000009216212/13/2022 058-0000-71000-00 Revels Turf & Tractor Lightweight John Deere Fairway Mower #568 62,296.11 000009216212/13/2022 058-0000-71000-00 Revels Turf & Tractor John Deere Utility Vehicle w/Sprayer #559 54,653.39 000009216312/13/2022 179,245.61Subtotal for Divison: 0000 Subtotal for Fund 058 179,245.61 059-0000-20103-00 Capri Pools & Aquatics Retainage - Lakeside Water park - Play Feature 5,000.0012/13/2022 5,000.00Subtotal for Divison: 0000 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 14 Account Number Vendor AmountDescription PO No Date Subtotal for Fund 059 5,000.00 061-0000-10704-00 Sebis Postage 12/22 Postage for UB Bills - 1st Class Mailing 7,500.0012/13/2022 061-0000-15401-00 Enercon Engineering, Inc Service Call 1,636.9712/13/2022 061-0000-20101-00 TIMOTHY BRUNER Refund Check 061678-000, 453 N PLEASANT AVE 33.3112/07/2022 061-0000-20101-00 MATTHEW BERNARDI Refund Check 015289-035, 156 HIGHLAND AVE 80.6012/07/2022 061-0000-20101-00 MATTHEW BERNARDI Refund Check 015289-039, 582 YATES ST 80.4612/07/2022 061-0000-20101-00 THEODORE BAILEY Refund Check 007196-001, 566 E GROVE ST 33.0011/30/2022 061-0000-20101-00 AMERICAN VAL-YOU, LLC Refund Check 064111-000, 1210 E LOSEY ST 2.8411/30/2022 061-0000-20101-00 CHANTEL LEATH Refund Check 057135-000, 57 S FARNHAM ST 116.5911/30/2022 061-0000-20101-00 SHAWN JOHNSON Refund Check 055913-000, 140 BLAINE AVE UPPER 25.0412/07/2022 061-0000-20101-00 CHEYENNE JONES Refund Check 060686-000, 1973 E KNOX ST 71.9812/07/2022 061-0000-20101-00 MICHAEL DUNN Refund Check 057602-001, 941 MONROE ST 32.3211/30/2022 061-0000-20101-00 WILLIAM GRIFFIN Refund Check 016604-001, 355 KINGS CANYON BLVD 101.5912/01/2022 061-0000-20101-00 LACY CLEWELL Refund Check 051694-001, 208 LINCOLN ST 3.7212/07/2022 061-0000-20101-00 DARIN DORETHY Refund Check 057547-000, 591 CLARK ST 35.3812/07/2022 061-0000-20101-00 KAREN CRAWFORD Refund Check 012545-000, 1698 MAPLE AVE 27.4312/01/2022 061-0000-20101-00 D C M TRANSPORT INC Refund Check 020125-000, 1745 S HENDERSON ST 8.2112/01/2022 061-0000-20101-00 ALICIA DANTUONO Refund Check 065070-000, 2075 NEWCOMER DR 53.3112/07/2022 061-0000-20101-00 CHRISTE KISLER Refund Check 014786-001, 280 PARK LANE AVE 80.6012/07/2022 061-0000-20101-00 PHYLLIS MAYHEW Refund Check 022551-005, 26 COUNTRY ELMS EST 21.3512/07/2022 061-0000-20101-00 MILDRED HAWKINS Refund Check 025484-003, 509 IOWA CT 50.0512/07/2022 061-0000-20101-00 GALESBURG COMMUNITY FOUNDATIONRefund Check 006220-007, 876 W MAIN ST 103.5312/07/2022 061-0000-20101-00 KENNETH LEE JR Refund Check 050581-000, 70 B COUNTRY ELMS EST 48.9812/07/2022 061-0000-20101-00 DONALD MASON Refund Check 062952-000, 1080 E MAIN ST 0.3311/30/2022 061-0000-20101-00 KRYSTAL LOPEZ Refund Check 009566-001, 287 E LOSEY ST 106.7512/07/2022 061-0000-20101-00 JAYACHANDRAN KAMARAJ Refund Check 064208-000, 190 LAUREL AVE 109.0512/01/2022 061-0000-20101-00 FOLLMER SUHOMSKI INVESTMENTS LLCRefund Check 062167-005, 141 HIGHLAND AVE 73.4212/07/2022 061-0000-20101-00 CHRISTY LEHMANN Refund Check 063847-001, 51 LAKE ST 74.9811/30/2022 061-0000-20101-00 NANCY GAWTHROP Refund Check 061448-000, 99 COUNTRY ELMS EST 38.7411/30/2022 061-0000-20101-00 DONALD MASON Refund Check 062952-000, 1080 E MAIN ST 84.2311/30/2022 061-0000-20101-00 SUSAN KLAPP Refund Check 047280-000, 638 E KNOX ST 6.4511/30/2022 061-0000-20101-00 DEVIN GALLOWAY Refund Check 061140-000, 886 FRANK ST 86.6312/07/2022 061-0000-20101-00 ASHLEY EAGLE Refund Check 061778-000, 740 S SEMINARY ST 49.5211/30/2022 061-0000-20101-00 JOSEPH TAYLOR Refund Check 064511-000, 1409 N ACADEMY ST 111.5912/01/2022 061-0000-20101-00 JULIE VILLARREAL Refund Check 044724-009, 1618 INDIANA DR 85.2712/07/2022 061-0000-20101-00 ROSA MORENO NUNEZ Refund Check 045594-006, 281 LOMBARD ST 82.4111/30/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 15 Account Number Vendor AmountDescription PO No Date 061-0000-20101-00 DANNY SCOTT Refund Check 011264-002, 968 N BROAD ST 53.3812/07/2022 061-0000-20101-00 XAVIER TARVIT Refund Check 063395-000, 101 OREN LN 93.5312/07/2022 061-0000-20101-00 JODI MINES Refund Check 048417-007, 380 W FIRST ST 64.0412/07/2022 061-0000-20101-00 GLENN SKELLEY Refund Check 050971-002, 1491 HAYNOR ST 9.6912/07/2022 061-0000-20101-00 JENNIFER MITCHELL Refund Check 065849-000, 1428 BROWN AVE 58.9412/07/2022 061-0000-20101-00 JACOB WEIGAND Refund Check 061006-000, 172 N WHITESBORO ST 13.6712/07/2022 061-0000-20101-00 ANGELA PITTMAN Refund Check 050001-002, 1056 JOHNSTON ST 51.3712/06/2022 061-0000-20101-00 RONALD PACHECO Refund Check 049606-001, 563 W SECOND ST 100.5212/07/2022 061-0000-20102-00 Stratus Networks, Inc 12/22 Services #179988 125.7012/13/2022 061-0000-47755-00 Mission Square FY2022 OPEB Contributions 6,510.0012/13/2022 061-0000-51000-00 Knox County Recorders Office 11/22 - Laredo Services 21.8512/13/2022 061-0000-51000-00 Klingner & Associates P.C.Proffesional Fees - Ground Storage Tank Inspection 1,259.9012/13/2022 061-0000-51000-00 Klingner & Associates, P.C. - Architectural GroupPFAS Pilot Water Treament Study 9,676.00 000009205012/13/2022 061-0000-51000-00 Klingner & Associates P.C.PREPARE PLANS, DETAILS AND SPECIFICATIONS FOR RANNEY WELL ROOF H 3,903.50 000009224512/13/2022 061-0000-51000-00 SpringbrookSoftware LLC 11/22 Transaction Fees 167.2412/13/2022 061-0000-51000-00 Pace Analytical Services LLC Fluoride by Probe 19.5512/13/2022 061-0000-51000-00 US Sterling Capital Corp., Inc.Exchange Bank 240.0012/13/2022 061-0000-51000-00 US Sterling Capital Corp., Inc.FirstBank of Nebraska 240.0012/13/2022 061-0000-51000-00 US Sterling Capital Corp., Inc.First National Bank McGregor 240.0012/13/2022 061-0000-51500-00 Gatehouse Media Notice to Bidders -Solar - #00020710 93.2212/13/2022 061-0000-54000-00 Jerami Brown Cell Phone Allowance 30.0011/30/2022 061-0000-54000-00 Timothy Fey Cell Phone Allowance 30.0011/30/2022 061-0000-54000-00 Michael Mackey Cell Phone Allowance 30.0011/30/2022 061-0000-54000-00 Shelby Schwieter Cell Phone Allowance 30.0011/30/2022 061-0000-54000-00 Mark Schwieter Cell Phone Allowance 30.0011/30/2022 061-0000-55700-00 Four Seasons Pest Control 11/22 Services 30.0012/13/2022 061-0000-55700-00 Four Seasons Pest Control 11/22 Services 55.0012/13/2022 061-0000-55700-00 Royal Cleaning Services 12/22 - Services 464.0012/13/2022 061-0000-62510-00 Herr Petroleum Corp 146.7 Gal Diesel #2 584.47 000009209912/13/2022 061-0000-66000-00 Galesburg Builders Supply, Inc PORTLAND CEMENT CONCRETE, CL PP2 MIX - DELIVERED 264.00 000009211312/13/2022 061-0000-66000-00 Galesburg Builders Supply, Inc PORTLAND CEMENT CONCRETE, CL PP2 MIX - DELIVERED 232.50 000009211312/13/2022 061-0000-66000-00 Galesburg Builders Supply, Inc PORTLAND CEMENT CONCRETE, CL PP2 MIX - DELIVERED 264.00 000009211312/13/2022 061-0000-66000-00 Galesburg Builders Supply, Inc CONTROLLED LOW STRENGTH MATERIAL (CLSM) - DELIVERED 259.83 000009211312/13/2022 061-0000-66000-00 Galesburg Builders Supply, Inc CONTROLLED LOW STRENGTH MATERIAL (CLSM) - DELIVERED 328.50 000009211312/13/2022 061-0000-66700-00 Core & Main 5/8" X 1/2" ACCUSTREAM 100CF WATER METER 16,432.00 000009229012/13/2022 061-0000-66700-00 Core & Main MISC METER NEEDS THROUGH 06/30/2022 440.00 000009216612/13/2022 061-0000-68500-00 Hawkins, Inc 2022 Liquid Chlorine for Water Division as per bid. This is a b 4,944.00 000009207412/13/2022 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 16 Account Number Vendor AmountDescription PO No Date 58,447.03Subtotal for Divison: 0000 Subtotal for Fund 061 58,447.03 067-0000-47755-00 Mission Square FY2022 OPEB Contributions 195.0012/13/2022 067-0000-51000-00 SpringbrookSoftware LLC 11/22 Transaction Fees 83.6312/13/2022 067-0000-51000-00 Knox County Recorders Office 11/22 - Laredo Services 21.8512/13/2022 300.48Subtotal for Divison: 0000 Subtotal for Fund 067 300.48 078-0000-10701-00 Molyneaux 2023 Assured Partners Risk Consultant fee 35,000.00 000009230312/13/2022 078-0000-51000-00 OSF Occupational Medicine Pre Employment Screening 140.0012/13/2022 078-0000-51000-00 OSF Occupational Medicine Pre Employment Screening 140.0012/13/2022 078-0000-51000-00 OSF Occupational Medicine Pre Employment Screening 140.0012/13/2022 078-0000-51000-00 OSF Occupational Medicine Drug Screen 60.0012/13/2022 078-0000-51000-00 OSF Occupational Medicine DOT Physical Exam Pre Employment Testing 220.0012/13/2022 078-0000-51000-00 OSF Occupational Medicine Pre Employment Screening 140.0012/13/2022 078-0000-56535-00 James M Kelly, Attorney 10/22 - Legal Servies 231.0012/13/2022 078-0000-56535-00 James M Kelly, Attorney 10/22 - Legal Servies 313.5012/13/2022 078-0000-56535-00 James M Kelly, Attorney 10/22 - Legal Servies 82.5012/13/2022 078-0000-56535-00 James M Kelly, Attorney 10/22 - Legal Servies 1,301.4612/13/2022 078-0000-56535-00 James M Kelly, Attorney 10/22 - Legal Servies 594.0012/13/2022 078-0000-56535-00 James M Kelly, Attorney 10/22 - Legal Servies 280.5012/13/2022 078-0000-56535-00 James M Kelly, Attorney 09/22-10/22 - Legal Servies 1,884.9312/13/2022 078-0000-56535-00 James M Kelly, Attorney 10/22 - Legal Servies 990.0012/13/2022 078-0000-56535-00 James M Kelly, Attorney 09/22-10/22 - Legal Servies 429.0012/13/2022 078-0000-56535-00 James M Kelly, Attorney 09/22-10/22 - Legal Servies 1,201.6212/13/2022 078-0000-56535-00 James M Kelly, Attorney 08/22-09/22-10/22 - Legal Servies 462.0012/13/2022 078-0000-56535-00 Lefante Law Offices and Jacob Thompson Work Comp Settlement 12,093.7512/13/2022 078-0000-56535-00 James M Kelly, Attorney 10/22 - Legal Servies 1,101.6512/13/2022 078-0000-56535-00 James M Kelly, Attorney 10/22 - Legal Servies 858.0012/13/2022 078-0000-56597-00 Galesburg Welding, Inc Light Pole Repair 270.0012/13/2022 078-0000-56597-00 Ford of Galesburg Repair of Vehicle #22 900.0012/13/2022 58,833.91Subtotal for Divison: 0000 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 17 Account Number Vendor AmountDescription PO No Date Subtotal for Fund 078 58,833.91 085-0000-11390-00 Mission Square FY2022 OPEB Contributions - Assessor 60.0012/13/2022 085-0000-11390-00 Mission Square FY2022 OPEB Contributions - Library 195.0012/13/2022 085-0000-11390-00 Mission Square FY2022 OPEB Contributions - Township 90.0012/13/2022 345.00Subtotal for Divison: 0000 Subtotal for Fund 085 345.00 091-0000-20102-00 Galesburg Sanitary Dist.12/22 Sanitary District Fees 10/22 Lien & Collection Fees -46.3612/13/2022 091-0000-20102-00 Galesburg Sanitary Dist.12/22 Sanitary District Fees 11/22 Credit Card Processing Fees -2,592.3412/13/2022 091-0000-20102-00 Galesburg Sanitary Dist.12/22 Sanitary District Fees Less 3% Collection Fee -18,161.9712/13/2022 091-0000-20102-00 Galesburg Sanitary Dist.12/22 Sanitary District Fees 10/22 Postage for Liens -0.3712/13/2022 091-0000-22003-00 Galesburg Sanitary Dist.12/22 Sanitary District Fees 605,398.9012/13/2022 584,597.86Subtotal for Divison: 0000 Subtotal for Fund 091 584,597.86 Report Total: 1,299,005.55 AP-Transactions by Account (12/13/2022 - 4:45 PM)Page 18 Check Date Check #Vendor Name Description Account #Amount 12/1/2022 0 Election Commission Knox County Portion of City Election Funding 001-0000-10407 112,754.00 12/1/2022 0 Robert T Fulton Lodging/Meals-IL Fire & Police Commission Conf 001-0505-54500 218.71 12/1/2022 97433 Knox County Recorders Office File 1 water/sewer/refuse lien 061-0000-51000 63.00 12/1/2022 97433 Knox County Recorders Office Release 3 Property Maint Liens 001-0160-51300 63.00 12/1/2022 97434 Nancy Spencer Dance Caller - Candyland Ball 019-1940-51400 100.00 12/1/2022 97435 Roger Underwood Mr/Mrs Clause - Candyland Ball 019-1940-51400 150.00 12/8/2022 0 Galesburg Rescue Mission & Women's Shelter WIG Grant agreement for Bible Center Church and Rescue Mission 024-0000-83100 10,000.00 12/7/2022 0 Cardconnect 11/22 Card Connect Credit Card Charges 019-1905-51000 311.90 12/7/2022 0 Cardconnect 11/22 Card Connect Credit Card Charges 019-1960-51000 21.45 12/7/2022 0 Quadient Leasing USA, Inc Postage for machine 061-0000-10702 500.00 12/2/2022 0 Bluefin Payment Systems 11/22 UB Webpayment Credit Card Processing Fees 067-0000-51000 1,622.42 12/2/2022 0 Bluefin Payment Systems 11/22 Pay pad processing fees 061-0000-51000 924.96 12/2/2022 0 Bluefin Payment Systems 11/22 Pay pad processing fees 001-0410-51000 42.22 12/2/2022 0 Bluefin Payment Systems 11/22 UB Webpayment Credit Card Processing Fees 061-0000-51000 3,244.85 12/2/2022 0 Bluefin Payment Systems 11/22 Pay pad processing fees 001-0306-51000 42.22 12/2/2022 0 Bluefin Payment Systems 11/22 Pay pad processing fees 067-0000-51000 462.50 12/2/2022 0 Bluefin Payment Systems 11/22 Pay pad processing fees 001-0115-51000 135.66 12/2/2022 0 Mike Hines Officiate V-Ball 11/30 - 5 games 019-1940-51400 125.00 12/2/2022 0 James Hartshorn Officiate V-Ball 11/30-5 games 019-1940-51400 125.00 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 018-0000-47500 46.80 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0410-47500 127.80 11/30/2022 0 Quadient Leasing USA, Inc Postage for machine 061-0000-10702 1,000.00 11/30/2022 0 UMB Bank, N.A.BDS SRS 2016 Interest 043-0000-87300 114,881.26 11/30/2022 0 UMB Bank, N.A.BDS SRS 2015 Interest 061-0000-87300 88,256.25 11/30/2022 0 UMB Bank, N.A.BDS SRS 2016 Principal 043-0000-88100 410,000.00 11/30/2022 0 UMB Bank, N.A.BDS SRS 2015 Principal 061-0000-25510 450,000.00 12/7/2022 0 Farmers & Mechanics Bank 11/22 F&M Bank Trust Fees 019-1905-51000 0.44 12/7/2022 0 Farmers & Mechanics Bank 11/22 F&M Bank Trust Fees 026-0000-51000 48.12 12/7/2022 0 Farmers & Mechanics Bank 11/22 F&M Bank Trust Fees 058-0000-51000 144.13 12/7/2022 0 Cardconnect 11/22 Card Connect Credit Card Charges 019-1935-51000 71.34 12/7/2022 0 Wells Fargo Merchant Services 11/22 Credit Card Fees 019-1920-51000 551.29 12/8/2022 0 Haynes Beauty LLC Minority/Woman Owned Startup incentive for Haynes Beauty 054-0000-83100 5,000.00 12/8/2022 0 Drew Carlson Officiated Basketball -12 games 019-1940-51400 300.00 12/9/2022 0 Quadient Leasing USA, Inc Postage for machine 061-0000-10702 500.00 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 019-1920-47500 72.00 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0445-47500 36.00 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0207-47500 61.20 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 078-0000-47500 14.40 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0550-47500 39.60 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0306-47500 202.20 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 019-1905-47500 162.45 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 020-0000-47500 7.20 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0120-47500 57.60 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 030-0370-47500 54.00 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 023-0000-47500 5.40 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0110-47500 36.00 Advance Checks and ACH Payments as of 12/13/2022 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0450-47500 63.00 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Vision Insurance Premium 078-0000-20315 2,877.04 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 030-0320-47500 54.00 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0205-47500 208.80 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0605-47500 216.00 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0305-47500 20.40 12/7/2022 0 Cardconnect 11/22 Card Connect Credit Card Charges 019-1950-51000 131.96 12/7/2022 0 Cardconnect 11/22 Card Connect Credit Card Charges 019-1945-51000 7.19 12/7/2022 0 Farmers & Mechanics Bank 11/22 F&M Bank Trust Fees 061-0000-51000 96.65 12/7/2022 0 Farmers & Mechanics Bank 11/22 F&M Bank Trust Fees 001-0205-51000 335.83 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0510-47500 381.60 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 014-0000-47500 72.00 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 017-0000-47500 10.80 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 061-0000-47500 205.65 12/1/2022 4062 J W Summy Contracting Corp.CO#1 DCEO RLF at 189 N Henderson St increase for Storage Contain 013-0000-83100 1,000.00 12/1/2022 4062 J W Summy Contracting Corp.DCEO RLF at 189 N Henderson St 013-0000-83100 4,950.00 12/1/2022 20085 J W Summy Contracting Corp.DCEO HELP Pilot at 189 N Henderson St 013-0000-83100 24,450.00 12/8/2022 97476 Knox County Recorders Office File 32 Weed/Trash/Demo Liens 001-0160-51300 288.00 12/8/2022 97476 Knox County Recorders Office 10 Water/Sewer/Refuse Lien 061-0000-51000 75.00 12/8/2022 97477 Destiny Smith Officiating Basketball - 12 Games 019-1940-51400 300.00 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 001-0115-47500 72.00 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 067-0000-47500 1.80 12/9/2022 0 Dearborn National Life Insurance Co.12/22 Life Insurance Premium 024-0000-47500 16.50 Grand Total 1,238,416.59 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: LMD Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER DECEMBER 19, 2022 AGENDA ITEM: A Resolution Placing an Advisory Question of Public Policy on the Ballot at the Next Election in the City of Galesburg SUMMARY RECOMMENDATION: At the request of three council members, a resolution providing for an advisory question is presented to the City Council. BACKGROUND: By a vote of the majority of the members of the City Council, the council may authorize an advisory question of public policy be placed on the ballot at the next regularly scheduled election in the municipality. The Council certifies the question to the Galesburg Board of Elections, which must then submit the question at an election in accordance with the Election Code. At the request of three council members, the administration has drafted a non-binding question of public policy related to the increase of the City of Galesburg Home Rule Sales Tax to 1.25%. The question developed for use in this advisory question is as follows: NON-BINDING REFERENDUM Should the City of Galesburg increase the home rule sales tax from 1.00% to 1.25% to generate additional revenue for municipal operations, community development, and public infrastructure? The additional .25% would generate approximately $950,000.00 annually in home rule sales tax revenue. The Council must pass a resolution by January 09, 2023, to place an item on the April 04, 2023 ballot. The Galesburg Board of Elections would assist with any referendum. BUDGET IMPACT: Sufficient funds are available in the 2022/2023 budget. SUPPORTING DOCUMENTS: 1.Resolution 22-2074 RESOLUTION NO. _________________ A RESOLUTION PLACING AN ADVISORY QUESTION OF PUBLIC POLICY ON THE BALLOT AT THE NEXT ELECTION IN THE CITY OF GALESBURG, ILLINOIS WHEREAS, the City of Galesburg, Illinois, is a home rule unit of government pursuant to Section 6, Article VII of the Constitution of the State of Illinois; and WHEREAS, Article VII, Section 6(a) of the Illinois Constitution grants a home rule unit authority to exercise any power and perform any function pertaining to its government and affairs; and WHEREAS, the Illinois Municipal Code (65 ILCS 5/3.1-40-60) allows the City of Galesburg, by a vote of the majority of the members of the City Council, to authorize an advisory question of public policy to be placed on the ballot at the next regularly scheduled election in the municipality; and WHEREAS, the next regularly scheduled election in the City of Galesburg April 04, 2023; and WHEREAS, the City of Galesburg has determined it is in the best interest of the health safety and welfare of the residents of the City of Galesburg to place on the ballot an advisory question of public policy; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS: SECTION ONE: An advisory referendum shall be placed by the appropriate election officials on the April 04, 2023 ballot for all voters residing in the City of Galesburg to vote on the following question: NONBINDING REFERENDUM Should the City of Galesburg increase the home rule sales tax from 1.00% to 1.25% to generate additional revenue for municipal operations, community development, and public infrastructure? SECTION TWO: Following the passage of this Resolution, the City Clerk shall forthwith forward a copy of this Resolution with the appropriate election officials in accordance with applicable law. SECTION THREE: This Resolution shall be in full force and effect from and after its passage and approval. Approved this ______day of ____________________, 2022, by roll call vote as follows: Roll Call #: Ayes: ______________________________________________________________________ Nays: ______________________________________________________________________ Absent: _____________________________________________________________________ Abstain: _____________________________________________________________________ _________________________________ Peter Schwartzman, Mayor ATTEST: ___________________________________ Kelli R. Bennewitz, City Clerk Prepared by: GPO Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG DECEMBER 5, 2022 AGENDA ITEM: Approval of an Ordinance to increase the Home Rule Sales Tax Rate from 1.00% to 1.25%. SUMMARY RECOMMENDATION: The City Manager recommends approval of the Ordinance to increase the Home Rule Sales Tax Rate to 1.25%. BACKGROUND: If the City Council approves the Ordinance to increase the home rule sales tax from 1.00% to 1.25%, administration will file the ordinance with the State of Illinois Department of Revenue by March 31, 2023. The tax will become effective July 1, 2023; it is estimated that the City will receive its first payment in October 2023. BUDGET IMPACT: The additional .25% would generate approximately $950,000 annually in home rule sales tax revenue. SUPPORTING DOCUMENT: 1.Ordinance 22-1037 1 ORDINANCE NO. _________ AN ORDINANCE AMENDING THE RETAIL OCCUPATION TAX AND SERVICE OCCUPATION TAX (SALES TAX RATE) FOR THE CITY OF GALESBURG, ILLINOIS. WHEREAS, THE City Council has considered in open session an increase to the Sales Tax Rate for the City of Galesburg; AND, WHEREAS, Galesburg, as a Home Rule Municipality has the power to set its own rates for sales tax by ordinance without referendum pursuant to 65 ILCS 5/8-11-1 and 65 ILCS 5/8-11-5 of the Illinois Municipal Code. AND, WHEREAS, The City Council had determined that it is in the best interest of the City for furtherance of economic development; to provide additional revenue for infrastructure improvements; and to provide a budget neutral method of funding projects; to raise the sales tax percentage as allowed by state law as follows. NOW, THEREFORE, Be It Ordained by the City Council of the CITY OF GALESBURG, Knox County, Illinois, as follows: Section One: Effective July 1, 2023 and once notice properly given to the State of Illinois on or before March 31, 2023, the Retail and Service Occupation Taxes for the City of Galesburg Illinois shall be raised from 1.00% to 1.25% for retail sales and services which are not statutorily exempted from said tax. Section Two: A copy of this ordinance, properly certified by the City Clerk, shall be filed with the State of Illinois Department of Revenue, as well as placed on file with the Knox County Clerk, and shall be deemed notice to all of their future liability for remittance of this tax. Section Three: All ordinances or parts of ordinances in conflict herewith to the extent of such conflict are hereby repealed. If any section, paragraph, clause or provision of this ordinance shall be held to be invalid or unenforceable for any reason, the invalid or unenforceable section, paragraph, clause or provision shall not affect any of the remaining provisions of this ordinance. Section Four: This ordinance shall be in full force and effect upon its passage and publication as provided by law, and the charges and rates shall take effect on July 1, 2023. Approved this ______day of ____________________, 2022, by roll call vote as follows: Roll Call #: Ayes: _________________________________________________________________________ 2 Nays: _________________________________________________________________________ Absent: _______________________________________________________________________ Abstain: _______________________________________________________________________ _________________________________ Peter Schwartzman, Mayor ATTEST: ___________________________________ Kelli R. Bennewitz, City Clerk ____________________________________________________________________________________________ Prepared by: GPO Page 1 of 3 COUNCIL LETTER CITY OF GALESBURG, ILLINOIS DECEMBER 19, 2022 AGENDA ITEM: Special Ordinance to approve the 2022 levy for the Special Service Area #1 (Downtown Area). SUMMARY RECOMMENDATION: It is recommended the City Council approve the Special Service Area Tax Levy Ordinance. BACKGROUND: On January 20, 1975, the City Council approved Special Ordinance No. 75- 4 which created, from the Special Service Area #1, a flat rate of $1 per $100 equalized assessed value. Money generated from this levy is utilized to pay maintenance services in the downtown area. On May 2, 1992 the Downtown Council requested that at the time their levy for bond repayment expired, a new tax replaced it in the amount of $1.50 per $100 of equalized assessed value to assist in covering operational expenses. Their request was approved and in 1995 the Downtown Council began receiving the new tax. The ordinance for the property tax stated that the tax shall not be levied for more than 10 years. On November 18, 2013, the City Council approved a ten-year extension of the $1.50 tax for the Special Service Area tax commencing on the 2014 property tax levy (payable in 2015). The tax levy must be approved in time to be filed with the Knox County Clerk by the last Tuesday in December 2022. BUDGET IMPACT: The City uses replacement taxes to make up the difference between the amount received from the levy and the contract amount. SUPPORTING DOCUMENTS: 1.SSA Tax Levy Ordinance 22-1038 ___________________________________________________________________________________________________________________________________________________________________________________________ SPECIAL ORDINANCE NUMBER ___________________ AN ORDINANCE MAKING THE LEVY FOR THE SPECIAL SERVICE AREA #1 FOR THE CURRENT FISCAL YEAR COMMENCING THE FIRST DAY OF JANUARY, 2023 AND ENDING ON THE THIRTY- FIRST DAY OF DECEMBER, 2023, FOR THE CITY OF GALESBURG, ILLINOIS. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS: SECTION 1: That a tax for the following sums of money, or as much thereof as may be authorized by law to defray all expenses and liabilities of the City be, and the same is, hereby levied for the purpose specified against all taxable property in the Special Service Area #1 in the City for the fiscal year commencing on the first day of January, 2023 and ending on the thirty- first day of December, 2023. SPECIAL SERVICE AREA #1 MAINTENANCE APPROPRIATED LEVIED Contractual Services SSA#1 Maintenance $215,930 Total SSA #1 Maintenance $215,930 Appropriated for the foregoing expenses of the Special Service Area #1 Maintenance from sources other than taxation. $30,321 Levied as tax for Special Service Area #1 Maintenance Fund the sum of $74,244 Levied as tax for Special Service Area #1 an Additional Maintenance Fund for Special Services $111,365 Total Levy for Special Service Area $185,609 SECTION 2. The City Clerk of Galesburg is hereby directed to file with the County Clerk of Knox County, Illinois, a properly certified copy of this ordinance on or before the last Tuesday of December 2022. SECTION 3. If any item or portion of this ordinance is for any reason held invalid, such decision shall not affect the validity of the remaining portion of this ordinance. ___________________________________________________________________________________________________________________________________________________________________________________________ SECTION 4. That this ordinance shall be in full force and affect after its passage and approval and recording as provided by law. Approved this ____ day of _________________, 20____, by a roll call vote as follows: Roll Call #:_________________ Ayes:_______________________________________________________________________ Nays:_______________________________________________________________________ Absent:______________________________________________________________________ Abstain:_____________________________________________________________________ _______________________________________ Peter Schwartzman, Mayor ATTEST: ___________________________________ Kelli R. Bennewitz, City Clerk ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: WEC Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER DECEMBER 19, 2022 AGENDA ITEM: Resolution of support authorizing the submittal of the Community Development Block Grant (CDBG) application to the State of Illinois for replacement of a sanitary sewer main and associated cooperation agreement with the Galesburg Sanitary District. SUMMARY RECOMMENDATION: The City Manager and Director of Public Works recommend approval of the resolution and cooperation agreement with the Galesburg Sanitary District (GSD). BACKGROUND: It is planned to apply for a Community Development Block Grant (CDBG) through the Illinois Department of Commerce & Economic Opportunity (DCEO) on behalf of the GSD to replace a 100 year old plus 18 inch diameter sanitary sewer that runs through yards and under homes between Maple and West Streets, north of North Street and south of Losey Street. The GSD is not an eligible entity to apply for the grant on its own and must be applied for by the City if they are to be able to take advantage of this grant opportunity. The sewer main has outlived its useful life and routine inspections of the sewer by the Galesburg Sanitary District show the pipe is in desperate condition and on the verge of collapse. The proposed project will replace over 1,300 lineal feet of original sewer with new PVC pipe which is anticipated to have in excess of 100 year anticipated useful life. Plans have already been prepared for this work and IEPA approval has been obtained. The new sewer will run along the same general alignment with the exception of running under homes. The remaining old sewer will be filled in once the new sewer is installed. The project is estimated to be completed in 2023 and has an estimated cost of around $1.6 million of which the grant is anticipated to be $1.5 million. The Western Illinois Regional Council (WIRC) will be responsible for performing the contract administration and will be completing all required grant documents on behalf of the Galesburg Sanitary District. WIRC has many years of successful experience in administration of CDBG grants and is a trusted partner of the City of Galesburg. BUDGET IMPACT: If selected for the grant the City will receive $1.5 million in CDBG funds on behalf of the GSD. The estimated remaining costs for the project will be paid by the Galesburg Sanitary District. SUPPORTING DOCUMENTS: 1.Resolution 2.Intergovernmental Agreement 3.Location Map 22-2075 RESOLUTION OF SUPPORT AND COMMITMENT OF LOCAL FUNDS WHEREAS, the City of Galesburg, is applying to the State of Illinois for a Community Development Block Grant (CDBG) grant on behalf of the Galesburg Sanitary District, WHEREAS, it is necessary that an application be made and agreements be entered into with the State of Illinois, and WHEREAS, cost of the project are such that financial participation by the grantee is necessary in conjunction with CDBG funds. NOW, THEREFORE, BE IT RESOLVED as follows: 1) that the City apply for a grant under the terms and conditions of the State of Illinois and shall enter into and agree to the understandings and assurances contained in said application. 2) that the Mayor and City Clerk on behalf of the City execute such documents and all other documents necessary for the carrying out of said application. 3) that the Mayor and City Clerk are authorized to provide such additional information as may be required to accomplish the obtaining of such grant. 4) that the Galesburg Sanitary District does hereby commit funds from local general funds in the amount of $120,380 for use in conjunction with an Illinois Community Development Block Grant, for an estimated total project cost of $1,620,380. Passed this 19th day of December, 2022. _______________________________________ Mayor ATTEST: _____________________________________ City Clerk INTERGOVERNMENTAL COOPERATION AGREEMENT The City of Galesburg, Knox County, Illinois, seeks to support the efforts of the Galesburg Sanitary District to obtain Community Development Block Grant (CDBG) funds from the Illinois Department of Commerce and Economic Opportunity for sanitary sewer improvements located in Galesburg, Illinois. As the chief executives of our respective local governments, we are signing this agreement to cooperate as much as needed to accomplish these improvements. The City of Galesburg is hereby designated as the lead agency for this application and will be the applicant for the funds. The City of Galesburg will be liable for all program administration functions should the grant be awarded. __________________________________ _________________________________ __________________________________ _________________________________ Attest Attest Date: ____________________________ NOTE: This general form (or a suitable variation) is to be used by local government applicants whose proposed project or project area involves more than one jurisdiction. It is a required part of any "on behalf of" or joint application with appropriate modifications as may be required to fit local conditions. ÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞ Þ Þ Þ Þ ÞÞÞÞÞ ÞÞÞÞÞÞÞÞ Þ ÞÞÞÞÞ ÞÞÞÞÞÞÞÞÞÞÞÞÞ!!!! ! ! ! ! Image 8 Image 7 Image 6 Image 5 Image 3 Image 4Image 2Image 1 546 444 515 522 488 540 414 458 512 406 426 539 393 487 437 513 425 530 551 495 539 474 562 425 457 486 559 537 442 563 411 554 572 427424 511 489 523 443 531 508 410 565 560 481 385 443 455 526 409 461 438 494496 501 397 563 468 484 392 471 458 480 558 551 420 524 542 435 385 444 523 512 543 503 529 534 477 396 447 508 461 569 379 380 436 450 568 416 45-8 42-5 46-8 46-7 46-9 36-4 36-5 45-8-2 45-8-1 45-8-4 45-8-3 45-8-2-B1 West StClark StMaple AveAcademy StGrove St /Galesburg Sanitary District2700 W Main StGalesburg, Il 61401 Maple St to West St 18" Sewer ReplacementImage Location Map Legend !Image_Location 18" Sewer Reconstruction Manholes Mains Þ Sanitary Sewer ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: JKS Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG DECEMBER 19, 2022 AGENDA ITEM: Resolution in support of the City of Galesburg applying for the State of Illinois Department of Commerce and Economic Opportunity (DCEO) Community Development Block Grant Program (CDBG) housing rehabilitation grant. SUMMARY RECOMMENDATION: The City Manager, the Director of Community Development and the Housing Coordinator recommend the approval of the Resolution. BACKGROUND: The program is only open to units of local government which have less than 50,000 in population. All projects funded through this program must benefit 100 percent low-to- moderate income (LMI) persons, as determined by HUD Section 8 Income Guidelines. Applications are due by January 19, 2023 and the City is applying for the maximum amount of the grant at $650,000. The program allows up to $60,000 per home and it is anticipated 8-10 homes may receive renovation work. There is no match required by the homeowner or the City. The program is for single-family, owner-occupied housing and rehabilitation that addresses mechanical, structural, energy efficiency and other associated rehabilitation activities should, at a minimum, incorporate applicable State plumbing, electrical and lead based paint codes as well as any local rehabilitation codes and standards. The City applied for and received this same grant which was done from 2017-2019 and renovated 7 homes in Ward 3. Western Illinois Regional Council already mailed out 268 surveys to an area of the City which has a high percentage of LMI residents. This area is in Census Track 9, Group 1 (located in Ward 4) and is generally bounded by Tompkins St at the north, S Academy St to the west, Fifth St to the south and the RR tracks to the east. WIRC has received 66 surveys back of which 61 meet the LMI income guidelines, which exceeds the required 10 homes needed for the grant. A public meeting was advertised and took place immediately prior to this council meeting. At the August 15, 2022 meeting Council approved a Technical Services Agreement to hire WIRC for $1,500 to apply for this grant plus a not to exceed amount of $1,200 for survey time, mapping, and mileage. WIRC has considerable experience administering housing rehabilitation grants. They also have qualified licensed inspectors and contractors on staff who can assess each home to determine what needs to be done to bring the house up to code. If the City is successful in receiving the grant, WIRC will administer the grant and their administration costs will be paid from grant funds. BUDGET IMPACT: There is no budget impact to approve the Resolution to apply for this grant. SUPPORTING DOCUMENTS: 1.Resolution supporting an application for an IL DCEO CDBG Housing Rehabilitation grant. 22-2076 RESOLUTION NO. ________ A RESOLUTION IN SUPPORT OF THE CITY OF GALESBURG APPLYING FOR THE STATE OF ILLINOIS DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY HOUSING REHABILITATION GRANT. WHEREAS, the City of Galesburg, is applying to the State of Illinois for a Community Development Block Grant Program grant, and WHEREAS, it is necessary that an application be made and agreements entered into with the State of Illinois. THEREFORE, BE IT RESOLVED as follows: Section 1: That the City of Galesburg apply for a grant under the terms and conditions of the State of Illinois and shall enter into and agree to the understandings and assurances contained in said application. Section 2: That the Mayor and City Clerk on behalf of the City execute such documents and all other documents necessary for the carrying out of said application. Section 3: That the Mayor and City Clerk are authorized to provide such additional information as may be required to accomplish the obtaining of such grant. Section 4: This Resolution shall be in full force and effect from and after its approval and passage as provided by law. Approved this _____ day of _________________, 2022, by a roll call vote as follows: Roll Call #: Ayes:__________________________________________________________________________ Nays:__________________________________________________________________________ Absent: ________________________________________________________________________ Abstain: ________________________________________________________________________ _____________________ Peter Schwartzman, Mayor ATTEST: ___________________________________ Kelli R. Bennewitz, City Clerk COUNCIL LETTER CITY OF GALESBURG DECEMBER 19, 2022 AGENDA ITEM:Resolutions abating property tax on General Obligation Bonds. 1. Ordinance 11-3332, Series 2011C 2. Ordinance 13-3418, Series 2013A 3. Ordinance 15-3484, Series 2015 4. Ordinance 16-3508, Series 2016 5. Ordinance 17-3540, Series 2017 SUMMARY RECOMMENDATION:The City Manager, Finance and Information Systems Director and the City Clerk recommend approval of the attached resolutions directing the City Clerk to file the resolutions with the County Clerk to not extend the property tax for these bond payments. BACKGROUND:Bond payments are part of the property taxes unless the City Council approves resolutions abating (deduct from the collectible taxing amount) these taxes. Taxes would increase by $2,419,697. These resolutions must be approved before the County Clerk extends taxes. BUDGET IMPACT:None SUPPORTING DOCUMENTS: 1. Resolutions ______________________________________________________________________________________ Prepared by KRB Page 1 of 1 22-2077 RESOLUTION NO. WHEREAS,the City of Galesburg,Knox County,Illinois,a municipal corporation,adopted Ordinance No.2011-3332 for the purpose of authorizing the issuance of $2,915,000 General Obligation Refunding Bonds, Series 2011C, of the City of Galesburg, Illinois, and WHEREAS,Section 9 of Ordinance No.2011-3332 provides for a levy upon all the taxable property in the City,for each year that any of the bonds are outstanding,of a direct annual tax sufficient to provide the money required to pay the interest on the bonds when and as the same falls due and to pay and discharge the principal thereof as the same shall mature as set forth in the schedule in said Section 9; and WHEREAS,said Section 9 of Ordinance No.2011-3332 provides that the levy required there under may be abated to the extent that money from other sources is available for the payment of the principal and interest on the bonds upon certification by a duly authorized official of the City to the County Clerk of Knox County of the amount of such available money; and WHEREAS,The City of Galesburg,Knox County,Illinois has sufficient funds available arising from sources other than taxation,which may lawfully be used for the retirement of said bonds and the interest payable thereon: NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, KNOX COUNTY, ILLINOIS: SECTION 1.That sum of $324,260 representing the amount required to be levied for tax levy year 2022 for the payment of principal and interest on the $2,915,000 General Obligation Refunding Bonds,Series 2011C,issued by the City of Galesburg,Illinois,be paid by the City of Galesburg, Illinois from sources other than taxation. SECTION 2.That in accordance with the provisions of Illinois Compiled Statutes,65 ILCS Paragraph 5/8-3-4,the County Clerk,Knox County,Illinois,is hereby authorized to abate in its entirety said 2022 tax levy for the City of Galesburg,Knox County,Illinois General Obligation Refunding Bonds, Series 2011C. SECTION 3.That in accordance with the provisions of Illinois Compiled Statutes,65 ILCS Section 5/11-74.4-7,the City Clerk is hereby authorized and directed to certify to the County Clerk,Knox County,Illinois,that the City of Galesburg has available to it from sources other than taxation the sum of $324,260 which may lawfully be used for the payment of interest on said bonds and to discharge the principal thereof as the same shall mature for the tax levy year 2022. SECTION 4.That the City Clerk of the City of Galesburg,Illinois,files a properly certified copy of this resolution with the County Clerk,Knox County,Illinois,on the first business day following the signing of this resolution by the Mayor of said City. Approved this 19th day of December 2022 by a roll call vote as follows: Roll Call #: ____________ Ayes: ________________________________________________________________________ Nays: _______________________________________________________________________ Absent: ______________________________________________________________________ Abstain:______________________________________________________________________ Peter Schwartzman, Mayor ATTEST: Kelli R. Bennewitz, City Clerk Levy and Extension of Taxes Tax Levy Year A Tax Sufficient to Produce 2011 $313,428.28 2012 $313,267.50 2013 $317,117.50 2014 $309,592.50 2015 $312,067.50 2016 $314,192.50 2017 $314,792.50 2018 $314,992.50 2019 $314,792.50 2020 $313,927.50 2021 $322,240.00 2022 $324,260.00 RESOLUTION NO. WHEREAS,the City of Galesburg,Knox County,Illinois,a municipal corporation,adopted Ordinance No.2013-3418 for the purpose of authorizing the issuance of $1,390,000 General Obligation Bonds, Series 2013A, of the City of Galesburg, Illinois, and WHEREAS,Section 8 of Ordinance No.2013-3418 provides for a levy upon all the taxable property in the City,for each year that any of the bonds are outstanding,of a direct annual tax sufficient to provide the money required to pay the interest on the bonds when and as the same falls due and to pay and discharge the principal thereof as the same shall mature as set forth in the schedule in said Section 8; and WHEREAS,said Section 8 of Ordinance No.2013-3418 provides that the levy required there under may be abated to the extent that money from other sources is available for the payment of the principal and interest on the bonds upon certification by a duly authorized official of the City to the County Clerk of Knox County of the amount of such available money; and WHEREAS,The City of Galesburg,Knox County,Illinois has sufficient funds available arising from sources other than taxation,which may lawfully be used for the retirement of said bonds and the interest payable thereon: NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, KNOX COUNTY, ILLINOIS: SECTION 1.That sum of $115,680 representing the amount required to be levied for tax levy year 2022 for the payment of principal and interest on the $1,390,000 General Obligation Bonds,Series 2013A,issued by the City of Galesburg,Illinois,be paid by the City of Galesburg, Illinois from sources other than taxation. SECTION 2.That in accordance with the provisions of Illinois Compiled Statutes,65 ILCS Paragraph 5/8-3-4,the County Clerk,Knox County,Illinois,is hereby authorized to abate in its entirety said 2022 tax levy for the City of Galesburg,Knox County,Illinois General Obligation Bonds, Series 2013A. SECTION 3.That in accordance with the provisions of Illinois Compiled Statutes,65 ILCS Section 5/11-74.4-7,the City Clerk is hereby authorized and directed to certify to the County Clerk,Knox County,Illinois,that the City of Galesburg has available to it from sources other than taxation the sum of $115,680 which may lawfully be used for the payment of interest on said bonds and to discharge the principal thereof as the same shall mature for the tax levy year 2022. SECTION 4.That the City Clerk of the City of Galesburg,Illinois,files a properly certified copy of this resolution with the County Clerk,Knox County,Illinois,on the first business day following the signing of this resolution by the Mayor of said City. Approved this 19th day of December 2022 by a roll call vote as follows: Roll Call #: ____________ Ayes: ________________________________________________________________________ Nays: _______________________________________________________________________ Absent: ______________________________________________________________________ Abstain:______________________________________________________________________ Peter Schwartzman, Mayor ATTEST: Kelli R. Bennewitz, City Clerk Levy and Extension of Taxes Tax Levy Year A Tax Sufficient to Produce 2013 $66,336.83 2014 $84,030.00 2015 $83,130.00 2016 $92,230.00 2017 $101,030.00 2018 $104,530.00 2019 $107,880.00 2020 $111,080.00 2021 $113,480.00 2022 $115,680.00 2023 $117,680.00 2024 $119,480.00 2025 $121,080.00 2026 $122,480.00 2027 $123,680.00 2028 $124,680.00 2029 $130,480.00 2030 $130,535.00 2031 $130,375.00 RESOLUTION NO. WHEREAS,the City of Galesburg,Knox County,Illinois,a municipal corporation,adopted Ordinance No.2015-3484 for the purpose of authorizing the issuance of $8,290,000 General Obligation Refunding Bonds, Series 2015, of the City of Galesburg, Illinois, and WHEREAS,Section 12 of Ordinance No.2015-3484 provides for a levy upon all the taxable property in the City,for each year that any of the bonds are outstanding,of a direct annual tax sufficient to provide the money required to pay the interest on the bonds when and as the same falls due and to pay and discharge the principal thereof as the same shall mature as set forth in the schedule in said Section 12; and WHEREAS,said Section 12 of Ordinance No.2015-3484 provides that the levy required there under may be abated to the extent that money from other sources is available for the payment of the principal and interest on the bonds upon certification by a duly authorized official of the City to the County Clerk of Knox County of the amount of such available money; and WHEREAS,The City of Galesburg,Knox County,Illinois has sufficient funds available arising from sources other than taxation,which may lawfully be used for the retirement of said bonds and the interest payable thereon: NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, KNOX COUNTY, ILLINOIS: SECTION 1.That sum of $623,013 representing the amount required to be levied for tax levy year 2022 for the payment of principal and interest on the $8,290,000 General Obligation Refunding Bonds,Series 2015,issued by the City of Galesburg,Illinois,be paid by the City of Galesburg, Illinois from sources other than taxation. SECTION 2.That in accordance with the provisions of Illinois Compiled Statutes,65 ILCS Paragraph 5/8-3-4,the County Clerk,Knox County,Illinois,is hereby authorized to abate in its entirety said 2022 tax levy for the City of Galesburg,Knox County,Illinois General Obligation Refunding Bonds, Series 2015. SECTION 3.That in accordance with the provisions of Illinois Compiled Statutes,65 ILCS Section 5/11-74.4-7,the City Clerk is hereby authorized and directed to certify to the County Clerk,Knox County,Illinois,that the City of Galesburg has available to it from sources other than taxation the sum of $623,013 which may lawfully be used for the payment of interest on said bonds and to discharge the principal thereof as the same shall mature for the tax levy year 2022. SECTION 4.That the City Clerk of the City of Galesburg,Illinois,files a properly certified copy of this resolution with the County Clerk,Knox County,Illinois,on the first business day following the signing of this resolution by the Mayor of said City. Approved this 19th day of December 2022 by a roll call vote as follows: Roll Call #: ____________ Ayes: ________________________________________________________________________ Nays: _______________________________________________________________________ Absent: ______________________________________________________________________ Abstain:______________________________________________________________________ Peter Schwartzman, Mayor ATTEST: Kelli R. Bennewitz, City Clerk Levy and Extension of Taxes Tax Levy Year A Tax Sufficient to Produce 2015 $623,962.50 2016 $622,712.50 2017 $621,162.50 2018 $624,312.50 2019 $622,012.50 2020 $619,412.50 2021 $626,512.50 2022 $623,012.50 2023 $624,212.50 2024 $624,962.50 2025 $625,262.50 2026 $625,112.50 2027 $629,512.50 2028 $623,312.50 2029 $626,812.50 2030 $629,000.00 2031 $629,825.00 RESOLUTION NO. WHEREAS,the City of Galesburg,Knox County,Illinois,a municipal corporation,adopted Ordinance No.2016-3508 for the purpose of authorizing the issuance of $9,600,000 General Obligation Bonds, Series 2016, of the City of Galesburg, Illinois, and WHEREAS,Section 8 of Ordinance No.2016-3508 provides for a levy upon all the taxable property in the City,for each year that any of the bonds are outstanding,of a direct annual tax sufficient to provide the money required to pay the interest on the bonds when and as the same falls due and to pay and discharge the principal thereof as the same shall mature as set forth in the schedule in said Section 8; and WHEREAS,said Section 8 of Ordinance No.2016-3508 provides that the levy required there under may be abated to the extent that money from other sources is available for the payment of the principal and interest on the bonds upon certification by a duly authorized official of the City to the County Clerk of Knox County of the amount of such available money; and WHEREAS,The City of Galesburg,Knox County,Illinois has sufficient funds available arising from sources other than taxation,which may lawfully be used for the retirement of said bonds and the interest payable thereon: NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, KNOX COUNTY, ILLINOIS: SECTION 1.That sum of $642,463 representing the amount required to be levied for tax levy year 2022 for the payment of principal and interest on the $9,600,000 General Obligation Bonds,Series 2016,issued by the City of Galesburg,Illinois,be paid by the City of Galesburg, Illinois from sources other than taxation. SECTION 2.That in accordance with the provisions of Illinois Compiled Statutes,65 ILCS Paragraph 5/8-3-4,the County Clerk,Knox County,Illinois,is hereby authorized to abate in its entirety said 2022 tax levy for the City of Galesburg,Knox County,Illinois General Obligation Bonds, Series 2016. SECTION 3.That in accordance with the provisions of Illinois Compiled Statutes,65 ILCS Section 5/11-74.4-7,the City Clerk is hereby authorized and directed to certify to the County Clerk,Knox County,Illinois,that the City of Galesburg has available to it from sources other than taxation the sum of $642,463 which may lawfully be used for the payment of interest on said bonds and to discharge the principal thereof as the same shall mature for the tax levy year 2022. SECTION 4.That the City Clerk of the City of Galesburg,Illinois,files a properly certified copy of this resolution with the County Clerk,Knox County,Illinois,on the first business day following the signing of this resolution by the Mayor of said City. Approved this 19th day of December 2022 by a roll call vote as follows: Roll Call #: ____________ Ayes: ________________________________________________________________________ Nays: _______________________________________________________________________ Absent: ______________________________________________________________________ Abstain:______________________________________________________________________ Peter Schwartzman, Mayor ATTEST: Kelli R. Bennewitz, City Clerk Levy and Extension of Taxes Tax Levy Year A Tax Sufficient to Produce 2015 $629,745.83 2016 $630,262.50 2017 $629,912.50 2018 $634,262.50 2019 $638,162.50 2020 $636,612.50 2021 $639,762.50 2022 $642,462.50 2023 $644,712.50 2024 $651,512.50 2025 $652,712.50 2026 $653,462.50 2027 $658,762.50 2028 $663,462.50 2029 $667,562.50 2030 $671,062.50 2031 $678,962.50 2032 $685,368.76 2033 $690,218.76 2034 $693,450.00 RESOLUTION NO. WHEREAS,the City of Galesburg,Knox County,Illinois,a municipal corporation,adopted Ordinance No.2017-3540 for the purpose of authorizing the issuance of $8,320,000 General Obligation Refunding Bonds, Series 2017, of the City of Galesburg, Illinois, and WHEREAS,Section 12 of Ordinance No.2017-3540 provides for a levy upon all the taxable property in the City,for each year that any of the bonds are outstanding,of a direct annual tax sufficient to provide the money required to pay the interest on the bonds when and as the same falls due and to pay and discharge the principal thereof as the same shall mature as set forth in the schedule in said Section 12; and WHEREAS,said Section 12 of Ordinance No.2017-3540 provides that the levy required there under may be abated to the extent that money from other sources is available for the payment of the principal and interest on the bonds upon certification by a duly authorized official of the City to the County Clerk of Knox County of the amount of such available money; and WHEREAS,The City of Galesburg,Knox County,Illinois has sufficient funds available arising from sources other than taxation,which may lawfully be used for the retirement of said bonds and the interest payable thereon: NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, KNOX COUNTY, ILLINOIS: SECTION 1.That sum of $714,281 representing the amount required to be levied for tax levy year 2022 for the payment of principal and interest on the $8,320,000 General Obligation Refunding Bonds,Series 2017,issued by the City of Galesburg,Illinois,be paid by the City of Galesburg, Illinois from sources other than taxation. SECTION 2.That in accordance with the provisions of Illinois Compiled Statutes,65 ILCS Paragraph 5/8-3-4,the County Clerk,Knox County,Illinois,is hereby authorized to abate in its entirety said 2022 tax levy for the City of Galesburg,Knox County,Illinois General Obligation Refunding Bonds, Series 2017. SECTION 3.That in accordance with the provisions of Illinois Compiled Statutes,65 ILCS Section 5/11-74.4-7,the City Clerk is hereby authorized and directed to certify to the County Clerk,Knox County,Illinois,that the City of Galesburg has available to it from sources other than taxation the sum of $714,281 which may lawfully be used for the payment of interest on said bonds and to discharge the principal thereof as the same shall mature for the tax levy year 2022. SECTION 4.That the City Clerk of the City of Galesburg,Illinois,files a properly certified copy of this resolution with the County Clerk,Knox County,Illinois,on the first business day following the signing of this resolution by the Mayor of said City. Approved this 19th day of December 2022 by a roll call vote as follows: Roll Call #: ____________ Ayes: ________________________________________________________________________ Nays: _______________________________________________________________________ Absent: ______________________________________________________________________ Abstain:______________________________________________________________________ Peter Schwartzman, Mayor ATTEST: Kelli R. Bennewitz, City Clerk Levy and Extension of Taxes Tax Levy Year A Tax Sufficient to Produce 2017 $712,631.26 2018 $714,631.26 2019 $717,331.26 2020 $710,331.26 2021 $712,281.26 2022 $714,281.26 2023 $710,481.26 2024 $713,356.26 2025 $714,606.26 2026 $714,006.26 2027 $712,606.26 2028 $715,406.26 2029 $716,406.26 2030 $712,343.76 2031 $711,250.00 2032 $714,000.00 ____________________________________________________________________________________________ Prepared by GUG: Page 1 of 2 COUNCIL LETTER CITY OF GALESBURG DECEMBER 19, 2022 AGENDA ITEM: Consideration of a Resolution revising the Facade Redevelopment Grant Program. SUMMARY RECOMMENDATION: The Façade Advisory Committee has reviewed the current Downtown Façade Redevelopment Grant Program and at their November 1, 2022 meeting on a vote of 4 ayes (Members Gerstenberger, Holloway, Markwart, Martin) and zero nays recommended approval of the program modifications. The City Manager and Director of Community Development concur with the Committee’s recommendation. BACKROUND: The City Council adopted resolution 09-08 on March 2, 2009, which established the Facade Redevelopment Grant Program and Facade Review Committee. This was a joint effort between the City and the Galesburg Downtown Council (GDC), whereby a property owner within the Special Service Area (SSA) and the Façade boundary would be eligible to receive up to 50% (GDC 25% + City 25%) of the project cost or a maximum of $40,000 (GDC $20,000 + City $20,000). Projects outside the SSA, but still within the Façade boundary were assisted by only the City façade grant. Between 2009 and 2015 there were 13 projects completed that provided an estimated total project investment of $1,357,000. Of that total, the City facade incentive provided was approximately $234,960 and the Downtown Council provided approximately $251,557. There was a noticeable decline in the number of applications being received between 2012 and 2015, so the Facade Committee reviewed the program and suggested changes that were reviewed and approved by both the City Council and Downtown Council in 2016 to keep the program viable and vibrant. At their February 1, 2016 meeting, the City Council approved resolution 16-07 that modified the program by lowering the project cost required to be eligible from $40,000 to $30,000 and increased the amount of the incentive to a maximum of $80,000. Between 2016 and today, there have been an additional 17 facade projects approved that provided an estimated total project investment of $1,981,507. Of that total, the City facade incentive provided was approximately $639,887 and the Downtown Council provided approximately $246,249. The Façade Advisory Committee is again at a point where they have reviewed the program and are recommending modifications. While we are still seeing some projects that include complete façade renovations, many requests the last couple of years have been for necessary maintenance items, such as tuckpointing to assure the buildings are structurally sound, replacement of older windows to keep out inclement weather, replacement of signs and awnings. The Committee (which is made up of several members of the Downtown Council) have also agreed the program may be more effective if the City operates the Façade grant 22-2078 ____________________________________________________________________________________________ Prepared by GUG: Page 2 of 2 program for projects that will be $20,000 or more, and then the Downtown Council will operate their separate façade program for project less than $20,000. The City and Downtown Council will continue our exceptional teamwork and coordination we have achieved throughout the years to ensure projects move forward under either program. The following revisions are recommended: • Lower the total project cost required to be eligible from $30,000 to $20,000. • The maximum amount of incentive to 50% of the project cost or a maximum $40,000 grant, whichever is less. Property owners will be required to provide at least 10% of their own funds for the project. • Each property is eligible for 1 grant reimbursement every 3 years. If there is a new property owner within 3 years of a previous grant on the property, they may apply if it is a different project that does not remove items approved under the previous grant. • Eligible activities would include; o BRICK AND STONE MASONRY: Structural repairs, cleaning, and repointing. o DOORS AND WINDOWS: Maintenance, repairs, replacement, and restoration of window sashes, exterior doors, and installation of storm windows in conjunction with other significant facade improvements o EXTERIOR WOODWORK: Maintenance, repair, rehabilitation and restoration of sills, window and door frames, bulkheads, storefront and roof cornices, window hoods, and decorative molding. o STOREFRONTS: Removal of inappropriate coverings and additions, maintenance, repair, rehabilitation, restoration of display and windows, and lighting. o SIGNAGE: Maintenance, repair, removal, and/or replacement; lighting. (Note: The Review Committee reserves the right to recommend alternative styles, colors, etc., and to approval/deny signs that they feel to do not complement the style of the building or the aesthetics of the downtown streetscape). o PAINTING: Surface preparation, cleaning and painting. The painting of unpainted brick will not be allowed unless recommended for approval by the Façade Advisory Committee. o AWNINGS: Maintenance, installation, repair, or replacement of awnings. Awnings to be replaced must show considerable wear, as determined by the Facade Advisory Committee. (Note: The Facade Advisory Committee reserves the right to recommend alternative styles, colors, materials, etc., and to approval/deny awnings that they feel to do not complement the style of the building or the aesthetics of the streetscape). o PROFESSIONAL DESIGN SERVICES: Architectural and Structural Engineering services from an Illinois licensed design professional. BUDGET IMPACT: Approving the resolution increases the potential for additional facade redevelopment and investment in the downtown area. The Facade Grant dollars would come from the Tax Increment Financing (TIF) Fund for TIF IV. SUPPORTING DOCUMENTS: 1. Revised Resolution for the Facade Redevelopment Grant Program Prepared by GUG: Page 1 of 3 RESOLUTION NO. ________ RESOLUTION REVISING THE FACADE REDEVELOPMENT GRANT PROGRAM WHEREAS, on March 2, 2009 the Galesburg City Council adopted Resolution 09-08 estab- lishing the Facade Redevelopment Grant Program and Façade Review Committee (the “Pro- gram”) with the intent of eliminating blight, deterioration and obsolescence within the central business district; and WHEREAS, on February 1, 2016 the Galesburg City Council adopted Resolution 16-07, which amended the Program with the intent of encouraging additional projects and meeting the changing needs of the Downtown; and WHEREAS, in accordance with the recommendations of the Galesburg Downtown Strategic Plan and the City’s Comprehensive Plan, the City recognizes that providing incentives to en- courage rehabilitation and reinvestment promotes an attractive central business district for res- idents and visitors and thereby enhances the business climate and vitality of the central busi- ness district; and WHEREAS, since the inception of the Program in 2009 it has successfully encouraged prop- erty owners to redevelop large-scale and quality facades and this experience has led to the rec- ommendation to enhance the program with the intent of encouraging additional investment; and WHEREAS, this resolution seeks to modify the Program by lowering the required total pro- ject cost to be eligible and focusing on eligible activities that meet the needs of properties with- in the Downtown Area as shown in EXHIBIT B; and NOW THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS: SECTION ONE: That the Facade Redevelopment Grant Program is hereby established and shall operate in accordance with the regulations contained in EXHIBIT A; SECTION TWO: The project can be funded from Tax Increment Finance District IV, the Eco- nomic Development Fund or other funds as designated by City Council for the purpose of providing grants for façade redevelopment projects; SECTION THREE: That a Facade Advisory Committee (hereinafter referred to as the “Com- mittee”) be established for the purpose of reviewing proposed projects and recommending projects for City Council approval: 1. The Committee shall consist of seven voting members, representing: Prepared by GUG: Page 2 of 3 a. Three members of the Galesburg Downtown Council (GDC) Board, to include the Chairperson or his/her designee; and b. One member of the Galesburg Landmark Commission; and c. Three at-large members having a professional background, demonstrated in- terest, or specialty in architecture or historic preservation, as approved by the Facade Advisory Committee 2. The City Manager, or his/her designee, and the Director of Community Development shall serve as ex-officio, non-voting members. The Director of Community Develop- ment or his/her designee shall serve as Executive Secretary to the Committee. 3. The Committee shall have the following duties and authorities: a. To develop procedural and façade design guidelines to direct the redevelop- ment of facades; b. To hear and review all façade application requests for façade grant funds; and c. To provide recommendations to the City Council in a timely manner for ap- plications seeking Program dollars. 4. The Chairperson and Vice-Chairperson of the Committee shall be annually elected by the Committee members. The Chairperson shall preside over all meetings. In the ab- sence of the Chairperson, the Vice-Chairperson shall perform the duties of the Chairperson. Proceedings of each meeting shall be recorded by the Executive Secre- tary. 5. The Committee may organize itself into such sub-committees as necessary to seek professional advice or opinion in evaluating items under consideration; 6. The Committee shall not have the authority to appropriate funds of the municipality; 7. For meeting purposes, a quorum shall consist of a majority of the voting member- ship. All actions taken by the Committee shall be made by a simple majority vote of those members present at any meeting where a quorum exists; 8. The Committee shall adopt all procedural and façade design guidelines as needed and submit said guidelines to the City Manager for publication; 9. All members of the Committee shall be: a. A resident of the City; or b. Own real estate within the City; or c. Represent a business whose principal operation lies within the City. SECTION FOUR: That the Landmark Commission shall further review any project considered under the Façade Redevelopment Program when the project is located within a locally desig- nated historic district or the subject property is a locally designated landmark; SECTION FIVE: That all projects must be located within the geographically defined Down- town Area boundaries, as shown in the attached EXHIBIT B; SECTION SIX: That the City Manager, or his/her designee, be and is hereby authorized and directed to negotiate terms for projects in accordance with the Program terms shown in the attached EXHIBIT A and prepare all documentation as needed; Prepared by GUG: Page 3 of 3 SECTION SEVEN: That the City Council shall approve or deny all appropriations of funds for the Facade Redevelopment Program. SECTION EIGHT: That Resolution 16-07, approved by the City Council on February 1, 2016, be revoked, repealed, and eliminated. SECTION NINE: That this Resolution shall be in full force and effect from and after its pas- sage, approval and publication as provided by law. Approved this _ day of , 2022 , by a roll call vote as follows: Roll Call #: Ayes: ____________________________________________________________________ Nays: ____________________________________________________________________ Absent: __________________________________________________________________ Abstain:___________________________________________________________________ ______________________________ Peter Schwartzman, Mayor ATTEST: ____________________________ Kelli R. Bennewitz, City Clerk EXHIBIT A FACADE REDEVELOPMENT GRANT PROGRAM Geographic Area Within the Downtown Area as shown in EXHIBIT B Responsible Entity City of Galesburg Minimum Project Cost to be eligible $20,000 Max Incentive Available per project 50% of total project cost not to exceed $40,000 Source of Fund TIF IV, Economic Development or other funds as designated by City Council Prevailing Wage Rates If only TIF funds are used, no prevailing wage rates apply Control of Facade Grant recipients shall agree not to alter, modify, or remove improvements made for a period of three years. Contractor List The City Clerk’s office maintains a list of contractors that are licensed or registered to conduct work within the City Project complete over/under budget If project is completed under budget, final project costs shall be reviewed by the City to assure the amount to be reimbursed does not exceed the maximum % of project cost. If the project is over budget, the burden falls on the grant recipient. Cost Coverage prior to approval Project activities started prior to the signing of the Facade Grant Agreement are ineligible, with the exception of architectural fees as recommended by the Facade Advisory Committee and approved by City Council. Façade Definition and Guidelines Facade is defined as any building exterior visible from the public street or alley. Façade Design Guidelines will be those developed by the Facade Advisory Committee Approval Process 1 Contact Community Development Department to determine eligibility and availability of funding 2 Submit complete application package 3 If applicable, the Landmark Commission will review for a Certificate of Appropriateness 4 The Facade Advisory Committee will review the full application package and make a recommendation to the City Council 5 The City Council will conduct a review and make a final decision 6 If approved by Council, a Facade Grant Agreement will be signed and the project may proceed EXHIBIT A FACADE REDEVELOPMENT GRANT PROGRAM Geographic Area Within the Downtown Area as shown in EXHIBIT B Responsible Entity City of Galesburg Minimum Project Cost to be eligible $20,000 Max Incentive Available per project 50% of total project cost not to exceed $40,000 Source of Fund TIF IV, Economic Development or other funds as designated by City Council Prevailing Wage Rates If only TIF funds are used, no prevailing wage rates apply Control of Facade Grant recipients shall agree not to alter, modify, or remove improvements made for a period of three years. Contractor List The City Clerk’s office maintains a list of contractors that are licensed or registered to conduct work within the City Project complete over/under budget If project is completed under budget, final project costs shall be reviewed by the City to assure the amount to be reimbursed does not exceed the maximum % of project cost. If the project is over budget, the burden falls on the grant recipient. Cost Coverage prior to approval Project activities started prior to the signing of the Facade Grant Agreement are ineligible, with the exception of architectural fees as recommended by the Facade Advisory Committee and approved by City Council. Façade Definition and Guidelines Facade is defined as any building exterior visible from the public street or alley. Façade Design Guidelines will be those developed by the Facade Advisory Committee Approval Process 1 Contact Community Development Department to determine eligibility and availability of funding 2 Submit complete application package 3 If applicable, the Landmark Commission will review for a Certificate of Appropriateness 4 The Facade Advisory Committee will review the full application package and make a recommendation to the City Council 5 The City Council will conduct a review and make a final decision 6 If approved by Council, a Facade Grant Agreement will be signed and the project may proceed Ced ar Cre ek WFerrisStNWestStWWaterStNAcademyStClarkStCedarAve WTompkinsSt SWestStSAcademyStCrossSt Cedar Cr eek NSeminaryStNSeminaryStNBroadStNPrairieStWNorthSt EWaterStNCedarSt WFerrisSt NKelloggStENorthSt NCherryStNCherryStEFerrisSt PeckSt 150 150 ESouthStWSouthStSBroadStSCherrySt SKelloggStESimmonsSt ETompkinsSt StandishPark NPearlStSumnerStNChambersStPeckSt 150 SChambersStMulberrySt CottageAveAllensAveN BROAD STS SEMINARY STS BROAD STE SOUTH ST E MAIN ST E SOUTH ST S SEMINARY STN SEMINARY STW MAIN ST W SOUTH ST MONMO U T H B L V D N PRAIRIE STN PEARL STW TOMPKINS ST E TOMPKINS STN CHERRY STN ACADEMY STPUBLIC SQBICK E R D Y K E B R G PARK PLZN PEARL STPUBLIC SQMULBERRY STN KELLOGG STN WEST STW FERRIS ST PECK ST CEDAR AVEN CHERRY STE NORTH ST S PEARL STS CHAMBERS STPECK ST LINNEUS AVES KELLOGG STN CEDAR STS CHERRY STE WATER ST W SIMMONS ST FERRIS PL S WEST STN KELLOGG STS PRAIRIE STS CEDAR STNALLENSAVEN CEDAR STSUMNER STN CHAMBERS STW FERRIS ST LAUREL AVE ELLA STN WEST STW NORTH ST E SIMMONS ST E NORTH ST E FERRIS ST S ACADEMY STW WATER ST MATHEWS ST CROSS STCLARK STCOTTAGE AVEALLENS AVEN CHERRY STN KELLOGG STS CHAMBERS STN WEST ST£¤150 £¤150 £¤150 £¤150 £¤150 £¤1509910482023120 NKELLOGG ST991048302599105 0 1 0 0 2 991050 1 0 0 3 9910501012 9910501016 991150 20 1 4 9914101030476 EMAIN ST99141010349914103011 600 E MAIN ST 9914104005225S SEMI N A R Y S T 991450200799145020199915126001 64 S ACADEMY ST 9915178001 9915208001 9915209001200 SCHERRY ST9915233013 239 S CHERRY ST 9915253001 401 S WEST ST Sources: Esri, HERE, Garmin, FAO, NOAA, USGS, © OpenStreetMap contributors, and the GIS User Community July 26, 2022 / Economic Development Downtown Special Service Area Facade boundary 380 0 380 760 1,140190 Feet Downtown Facade Redevelopment Grant Program Community Development Department Operating Under Council-Manager Government Since 1957 General location of incentive boundary Exhibit B ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TDM Page 1 of 2 COUNCIL LETTER CITY OF GALESBURG DECEMBER 19, 2022 AGENDA ITEM: Purchase of turn out gear for use by the Galesburg Fire Department. SUMMARY RECOMMENDATION: The City Manager, Fire Chief, and Purchasing Agent recommend that the City Council approve the unit prices submitted by Municipal Emergency Services Inc. (MES) for the purchase of turn out gear from 2023 through 2027. BACKGROUND: The Galesburg Fire Department regularly needs to purchase new fire gear for new employees as well as replacing worn out gear for existing employees. The department regularly reviews current gear and evaluates new gear on the market to determine what is best for the department. When evaluating gear, the following areas are taken into consideration: 1) quality of material/make, 2) safety features, 3) comfort and 4) uniformity. Based on the frequent evaluation of various brands, Fire-Dex continues to be the brand of choice with the department. A bid request was developed based on these specifications and advertised in the local paper, provided to known vendors and made available on the City website. One bid was received by MES, the only local authorized reseller of the Fire-Dex brand. The bid submitted by MES provided pricing to purchase turn out gear over the next five-years. City staff recommend approval of this purchase. BUDGET IMPACT: The Fire Department annually budgets for turn out gear needs in the General Fund. SUPPORTING DOCUMENTS: 1.Bid Tabulation 22-3050 Bid Opening for: Turn out gear Attended by: T Miller/ A Gavin Date: 12/7/2022 Turn Out Gear Set Coat Pants Company (coat & pants) (Ordered on individual basis) (Ordered on individual basis) 2023 3,082.00 1,760.00 1,322.00 Municipal Emergnecy 2024 3,348.00 1,912.00 1,436.00 Services Inc 2025 3,639.00 2,078.00 1,561.00 Sandy Hook, CT 2026 3,957.00 2,260.00 1,697.00 2027 4,300.00 2,456.00 1,844.00 Notes: * All pricing above includes Kevlar tool pouch, Kevlar pockets, & stripe on pants. _____________________________________________________________________________________ Prepared by EH Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG DECEMBER 5, 2022 AGENDA ITEM: Consider appeal of Overall Code Review Commissions decision to deny a variance of Section 902.28 of the International Building Code and the International Fire Code regarding fire sprinkler requirements in a R3 occupancy. SUMMARY RECOMMENDATION: The Overall Code Review Commission reviewed the variance request during their Tuesday, November 29, 2022, meeting. The applicant’s request was for a temporary variance of the sprinkler requirement through March 31, 2022. On a vote of seven ayes (Members Feely, Swanson, Sugden, Groom, Benbow, Shultz, and Basham), zero nays and zero abstentions the Commission denied the variance request. BACKGROUND: The building located at 510 N Kellogg was previously a church. The property owner is proposing to use a portion of the building as a temporary warming shelter. This would be a change of occupancy from A3 to R3. The 2012 International Building Code (IBC), and the 2012 International Fire Code (IFC) require the installation of a fire sprinkler system for all R3 building occupancies. The type of sprinkler system can vary depending on the number of occupants. A Congregate living facility with fewer than 16 occupants can install an NFPA 13D sprinkler system. If greater than 16 occupants a NFPA 13 system would be required. The NFPA 13D system can be a surface mounted system and would be a cost savings to the owner. The Overall Code Review members discussed the fact that no such variance has been approved by the commission in the past. It was the Commission’s opinion that the safety concerns outweighed the financial concerns. City ordinance provides for the option of an appeal of the commission’s decision to be considered by city council. The council may, at its discretion, uphold, overturn, or amend any action taken by the commission. BUDGET IMPACT: There would be no impact upon the budget. SUPPORTING DOCUMENTS: 1.Notice from property owner requesting appeal. 2.Overall Code Review Application form. 3.Draft minutes of the November 29, 2022, Overall Code Review Commission meeting. 22-4123 Reconsider City Hall • 55 West Tompkins Street • Galesburg, IL 61401 • 309/345-3619 Updated December 2021 Page 1 of 2 COMMUNITY DEVELOPMENT DEPARTMENT OVERALL CODE REVIEW COMMISSION APPLICATION FOR MODIFICATION OF BUILDING, ELECTRICAL, FIRE PREVENTION, HEATING, PLUMBING, AND HOUSING CODES INSTRUCTIONS 1)Complete all blanks on the application and return to the Community Development Department, City of Galesburg, 55 W. Tompkins St., P.O. Box 1387, Galesburg, IL. 61402 2)A $75.00 filing fee must be paid at the time the petition is submitted. Make checks payable to “City of Galesburg”. The filing fee is non-refundable no matter what the outcome. 3)Attachments such as site plans, building layouts or elevations, etc. are required when applicable. This information helps to provide accurate and sufficient information for consideration by the Overall Code Review Commission. 4) The petitioner (s) or representative (s) should be present at the public hearing held before the Commission. 5) It is understood that only those points specifically mentioned are affected by action taken on this appeal. 6)Any decision made by the Overall Code Review Commission may be appealed. A written notice of appeal must be filed with the Community Development Department within fifteen (15) days following the decision of the Overall Code Review Commission. The request for appeal will be forwarded to the City Council for their review. Overall Code Review Commission January – December 2022 Application Meeting Deadline Date 1/3/2022 1/13/2022 2/1/2022 2/10/2022 3/1/2022 3/10/2022 4/4/2022 04/14/2022 5/2/2022 5/12/2022 5/30/2022 6/9/2022 7/4/2022 7/14/2022 8/1/2022 8/11/2022 8/29/2022 9/8/2022 10/3/2022 10/13/2022 11/1/2022 11/10/2022 11/28/2022 12/8/2022 City Hall • 55 West Tompkins Street • Galesburg, IL 61401 • 309/345-3619 Updated December 2021 Page 2 of 2 APPLICATION Address: 510 N Kellogg Date of Filing: Nov 23, 2022 Legal Description: Gales 1st ADDN Lots 6 & 7 BLK Dor 09-48-4 Petitioner’s Name: Salvation Army Petitioner’s Address: 401 N E Adams Peoria Il 61603 Petitioner’s Signature: Phone No: 342-9168 What is Specific Ordinance/Construction Code Modification desired: The petitioner is requesting a variance of the 2012 IBC, and 2012 IFC Section 902.28 Group R. Which states: An automatic sprinkler system installed in accordance with section 903.3 shall be provided through out all buildings with a Group R fire area. Why is it not practical to comply with the Ordinance/Construction Code: This is a temporary use and is intended to run through March of 2023 as a warming shelter. Public Hearing: The hearing on this appeal has been scheduled for 5:30 P.M. in the Curtis H. Erickson Conference Room of the Galesburg City Hall on November 29 ,2022. NOTICE OF APPEAL FOR MODIFICATION OF BUILDING, ELECTRICAL, FIRE PREVENTION, HEATING, PLUMBING, AND HOUSING CODES MINUTES OVERALL CODE REVIEW COMMISSION MEETING ERICKSON CONFRENCE ROOM MEMBERS PRESENT: MEMBERS ABSENT: OTHERS PRESENT: Tuesday, November 29, 2022 at 5:30 p.m. Brian Benbow, Cody Basham, Jay Feely, Mike Groom, Jeremy Schultz, Dale Sugden, Ken Swanson, Rob Benedict, 8 NONE Eric Heiden (Code compliance Supervisor), Steve Gugliotta (Community Development Director), Randy Hovind (Fire Chief), Dwight White (4 th Ward Alderman), Jaclyn Smith-Esters (5 th War Alderman), Rory Speidel (City Building Inspector), Gerald Smith (City Manager). Chairmen Benbow took Roll Call, Declared quorum present. Approve Minutes of the March 10, 2022 meeting Member Swanson moved to approve the minutes, seconded by member Basham. Minutes were approved by voice vote. OC-22-1102 Public Hearing Variance request of Section 902.28 of the International Building Code, and the International Fire Code for a building Located at 1000 Monmouth Blvd Rob Benedict gave the commission a description of the building construction and layout. He described the additional work that would need to be done to the space in order for it to become a warming shelter. He also stated that if it was required he would not have interest in installing a sprinkler system. Member Benedict stated that he would understand a no vote as he would vote no himself. Member Sugden raised the question of egress requirements. Director Gugliotta stated that with the sq footage of the building it would meet egress requirements. City Manager Smith spoke about the City's need for a warming shelter, and that he was happy the city had a couple options in front of them Chairperson Benbow seeing no further questions called for a vote. A motion1was made by Member Sugden to deny the variance, it was seconded by Member Swanson. Roll Call #1 Aye: Feely, Benbow, Groom, Swanson, Schultz, Basham, Sugden Nays: None. Abstentions: Benedict OC-22-1103 Public Hearing Variance request of Section 902.28 of the International Building Code, and the International Fire Code for a building Located at 510 N Kellogg Eric Heiden gave the commission a description of the project. It was stated that this would be a temporary variance as Salvation Army would be seeking funding to install a sprinkler system in the future. , Jaclyn Smith-Esters spoke on behalf of Salvation Army. She state that Salvation army would also be looking to house familys at the facility. She also stated that they would be seeking grants to assist with financing the project. Smith-Esters also stated she would understand a no vote from the commission. Chairperson Benbow seeing no further questions called for a vote. A motion was made by Member Sugden to deny the variance, it was seconded by Member Basham. Roll Call#l Aye: Nays: Abstentions: - Feely, Benbow, Groom, Swanson, Schultz, Basham, Sugden None. Benedict There being no further business Member Benedict made a motion to adjourn, seconded by Member Sugden. The meeting was adjourned at 5:47 pm. Eric Heiden Acting Executive Secretary -, ·-. . -~---: ~: ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TDM Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG DECEMBER 19, 2022 AGENDA ITEM: Approve voluntary extension of existing printer and office supply agreement with Office Specialists, Inc. SUMMARY RECOMMENDATION: The City Manager, Director of Finance & Information Systems, and Purchasing Agent recommend that the City Council approve the five-year voluntary extension of the existing contract to provide office, printer and custodial supplies to the City of Galesburg. BACKGROUND: In January 2008, the City of Galesburg requested and received proposals for an office and printer supply agreement. A committee of five office staff reviewed proposals submitted at the time to determine which supplier would provide the best service and value for the City regarding this type of agreement. The evaluation criteria included: 1) discount pricing, 2) solutions and services, 3) local storefront/sales representatives, and 4) qualifications and experience. Based upon this extensive review, the committee determined that Office Specialists provided the best proposal for this contract. A recommendation was made to the City Council for the City to enter into an agreement with Office Specialist, Inc. to provide this service. The original agreement set in place in 2008 was extended for a second time by the City Council at the end of 2017 to have a new expiration date of December 31, 2022. At this time, Office Specialists, Inc. has again submitted a voluntary five year extension of the existing agreement. The existing contract has proven beneficial to the City of Galesburg. City employees are able to order items online at contracted pricing online with next day delivery from this local vendor. Contractual pricing is reviewed regularly to ensure that the City is receiving quality products and competitive rates. The Purchasing Agent continues to manage and monitor the contract and compare prices against competing vendors to ensure that the City is receiving the best deal possible for comparable products. As this agreement with Office Specialists, Inc. has proven successful in reducing budget costs for office supplies for various departments, City staff would recommend approving this voluntary five year extension. It should be noted that the City retains the right to terminate this agreement should it no longer prove economically feasible to the City. If approved, the contract extension would be valid through December 31, 2027. BUDGET IMPACT: Funds are budgeted annually by various departments for office, printer and janitorial supplies. SUPPORTING DOCUMENTS: 1.Voluntary Contract Extension Letter from Office Specialists, Inc. 22-4125 143 East Ferris Street  Galesburg, IL 61401  Phone: 309.342.7711  Fax: 309.342.0700 Computer Division 309.342.7719  Sharp Division 309.341.0300 www.osi.biz November 25, 2022 Ms. Tifani Miller Purchasing Agent City of Galesburg 55 W. Thompkins St. Galesburg, IL 61401 Dear Ms. Miller, Office Specialists is pleased to provide the extended proposal for the procurement of office supplies and/or printer supplies & custodial supplies contracts to the various city departments for a period of five (5) years, pending review and approval with the City of Galesburg. This renewal would take effect January 1, 2023 through December 31, 2027. As per our current agreement, Office Specialists will provide the City of Galesburg with special contract prices on the most frequently purchased items deliver to each department at no cost. The pricing of these contract items will remain the same and only changing price if the supplier increases or decreases pricing. All non-contract items shall be competitively priced in conjunction with current market pricing. We look forward to our continued partnership with the City of Galesburg and thank you for this opportunity. Respectfully Submitted, OFFICE SPECIALISTS Steve Gerstenberger ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: AJG Page 1 of 2 CITY OF GALESBURG COUNCIL LETTER DECEMBER 19, 2022 AGENDA ITEM: Proposal recommendation for architectural/engineering services for the H.T. Custer Park Improvement project. SUMMARY RECOMMENDATION: The City Manager, Parks and Recreation Director, City Engineer, and Purchasing Agent recommend approval of a proposal submitted by Farnsworth Group in the amount of $78,750.00 to complete the engineering/architectural work on the H.T. Custer Park Improvement project. BACKGROUND: The City has been awarded an Open Space and Land Acquisition Development (OSLAD) grant to make improvements to H.T. Custer Park. The grant award includes funds for architectural/engineering services to complete the design development, construction documents, and bidding services for the project. The scope of the improvements to the park includes constructing new restroom facilities, a new shelter, a new playground, a walking path around the park, a youth bike training area, parking lot improvements near the baseball field, and a rain garden and butterfly waystation. The engineering/architectural firm will work with City staff to gather public input on the project elements, develop a design for the improvements based on the scope of work in the grant and the public’s input, and put together construction documents for bidding the project. A Request for Qualifications (RFQ) was advertised in the Register Mail, on the City’s website, and sent out to design firms that perform the services needed for the project. A total of fourteen (14) RFQ’s were sent to design firms and the City received four responses to the request. The four responses received were independently reviewed and ranked by a committee consisting of the Parks and Recreation Director, City Engineer, and Purchasing Agent. The committee met and reviewed the individual rankings and discussed which firm was most qualified to perform the services for the project. Farnsworth Group was selected based on their prior experience on similar projects, their proposed approach to the work, and their capability to meet the project schedule. Following selection, Farnsworth Group provided a proposal for their services based on the scope of work for the project. City staff recommend approval of the proposal from Farnsworth Group in the amount of $78,750.00 for engineering/architectural services for the H.T. Custer Park project. It is anticipated that the project will be bid in the Spring of 2023 and construction of the improvements will be completed in the Fall of 2023. BUDGET IMPACT: Sufficient funds are budgeted for this work in the 2023 budget in the Utility Tax Fund (Fund 59) and Grant Fund (Fund 13). The grant requires a 50% local match. $39,375.00 22-4126 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: AJG Page 2 of 2 will be paid from the Utility Tax Fund and the remaining $39,375 will be reimbursed by the State from the grant funds awarded. SUPPORTING DOCUMENTS: 1. Architectural/engineering services proposal PROJECT SERVICES AGREEMENT HT Custer Park Renovations City of Galesburg December 13, 2022 100 Walnut Street, Suite 200 Peoria, Illinois 61602 p 309.689.9888 www.f-w.com ENGINEERS | ARCHITECTS | SURVEYORS | SCIENTISTS December 13, 2022 Mr. Aaron Gavin, PE City Engineer City of Galesburg 55 W. Tompkins St. Galesburg, IL 61401 RE: Project Services Agreement for HT Custer Park Renovations Dear Aaron: What a wonderful opportunity for the City to have secured an OSLAD grant for renovations at HT Custer Park! We are excited to help you utilize that funding and put a plan into action so those improvements can be realized and enjoyed by the community. Farnsworth Group, Inc. (“Farnsworth Group”) is pleased to present this Project Services Agreement (“Agreement”) to City of Galesburg (“Client”) to provide landscape architectural and engineering design services for the HT Custer Park Renovations located in Galesburg, Illinois. We have prepared this Agreement to match the scope of the work as we understand it, and identified as follows: · Provide design and construction administration services to complete HT Custer Park Renovations as outlined in the FY22 OSLAD Grant Application submitted by the City of Galesburg, including: Pre-Fab Restroom Building to replace existing, Picnic Shelter, Playground equipment and safety surfacing, South Parking Lot, Looped Walking Path with fitness stations, Youth Bike Training Area, and Rain Garden/Butterfly Way Station with signage Please let me know if there are any questions regarding the scope as we’ve outlined above. The following pages provide more specific details regarding the scope of work, project approach, project team, etc. Please indicate your acceptance of this Agreement, including the attached Schedule of Charges and General Conditions, by signing and returning one copy for our records. We appreciate your consideration and look forward to working with you on this project. Sincerely, FARNSWORTH GROUP, INC. Amy L. Wilson, PLA|ASLA Senior Project Landscape Architect HT Custer Park Renovations FARNSWORTH GROUP / 1 PROJECT OVERVIEW / Our understanding of the project is based on the following documents and communications: · City of Galesburg RFQ for HT Custer Park Renovations · OSLAD Grant Application for HT Custer Park Renovations · Phone Conference with City’s Aaron Gavin and Elizabeth Varner on Friday, December 2, 2022 to review Project Scope SCOPE OF PROFESSIONAL SERVICES / SCOPE OF WORK Farnsworth Group’s scope of work includes a full-service approach within the parameters set by the scope identified within this proposal. We have included landscape architecture, survey, and civil design services, as well as necessary interface with the Client, review agencies, public, and other Client retained consultants and vendors. The scope of work includes the services generally described as follows: Task 1: Project Kick-Off Task 1.1 Conduct a kick-off meeting with City staff and Farnsworth team to review tasks, finalize design schedule and milestone dates, review approval processes with City, and confirm an understanding of IDNR administrative requirements throughout the life of the project. Task 2: Information Gathering Task 2.1 Farnworth Group and Kaskasia Engineering Group (KEG) shall review existing documents and data available for HT Custer Park including CAD base map, OSLAD application and exhibits, site history, GIS and utilities information. Task 2.2 Complete topographic survey of the park site to gather additional information pertinent to the proposed design areas. Farnsworth will provide CAD file to the City upon completion for their future use. Task 2.3 Public Engagement · Public Design Workshop to be held at City-selected location preferably near HT Custer Park to solicit additional feedback regarding proposed recreational components and site layout. Farnsworth shall design and provide an informational flier to advertise the event. · Conduct Key Stakeholder Interviews, ½ hour sessions either by phone or in-person, maximum 6 people. · Provide summary of the above events to the City. Task 3: Design Development Task 3.1 Conduct in-person Design Workshop with City staff to: · Review input from public engagement sessions. · Gather feedback regarding recreational amenities, shelter and restroom design, site furnishings, and City-preferred vendors for various site amenities. · Utilizing Farnsworth created final base map, review existing conditions, confirm limits of demolition with specific attention given to preservation of existing shelter HT Custer Park Renovations FARNSWORTH GROUP / 2 and wading pool, north parking lot, baseball diamond, and existing vegetation. · Create a conceptual overall sketch for park improvements and circulation. Task 3.2 50% Design Development Documents · Utilizing the information from previous Tasks 2 and 3.1, a site plan will be developed and submitted for City approval. · Creation of Design Development Drawing Set to include cover page, existing conditions and demolition, overall site plan and enlargements, site grading and utilities, preliminary planting, and details necessary for costing. · KEG will work with Farnsworth to develop a preliminary rain garden planting design. · Submit electronic pdf set of drawings to City for review. Task 3.3 100% Design Development Documents · Complete Design Development Drawing Set incorporating any comments from City at 50% review. · Farnsworth and KEG shall develop an Opinion of Probable Construction Cost. · Create Project Manual Outline indicating necessary Technical Specification Sections. · Submit electronic pdf set of drawings and Opinion of Probable Construction Cost to City for review. · Conduct Meeting with the City to review the Design Development Documents. · Create a rendered overall site plan with graphic legend for presentation purposes. Task 4: Construction Documents Task 4.1 90% Construction Documents · Construction Drawing Set to include cover page, existing conditions and demolition, erosion control, overall site plan and enlargements, site layout, site grading and utilities, planting, and construction details. · KEG will work with Farnsworth to finalize the rain garden planting design. · Create Project Manual with front end documents, technical specifications, and appendices. · Submit electronic pdf set of Construction drawings and Project Manual to City for review. · Conduct meeting with the City to review the Construction Documents. Task 4.2 Permit Set · Complete Construction Drawing Set and Project Manual incorporating any comments from City at 90% review. · Deliver electronic pdf’s and hardcopies to the City for permitting. HT Custer Park Renovations FARNSWORTH GROUP / 3 Task 4.3 100% Construction Documents · Complete Construction Drawing Set and Project Manual incorporating any comments from Permit process. · Deliver electronic pdf’s and hardcopies to the City for bidding. Task 5: Bidding Task 5.1 Answer contractor questions, and issue addenda if necessary. Task 5.2 Attend bid opening. Task 5.3 Provide letter of Bid Summary & Recommendation to the City. DELIVERABLES The scope of work includes the deliverables for each task generally described as follows: · Information Gathering o Topographic Survey o Public Engagement Summaries · Design Phases o Conceptual site plan o 50% Design Development Submittal o 100% Design Development Submittal o Opinion of Probable Cost o Rendered Site Plan o 90% Construction Document Submittal with Project Manual o Construction Document Permit Set o 100% Construction Documents with Project Manual · Bidding Phase o Pre-Bid Meeting Report o Contractor Questions Response o Addenda o Bid Summary & Recommendation MAIN POINT OF CONTACT / The Main Point of Contact with Farnsworth Group for this project will be: Amy Wilson, PLA|ASLA Sr. Project Landscape Architect awilson@f-w.com D 309.429.6676 C 309.202.9658 DESIGN TEAM The Design Team selected for this project includes the following members: Principal: Caius Jennison Farnsworth Group, Inc. Landscape Architectural Manager: Bruce Brown Farnsworth Group, Inc. Landscape Architect: Amy Wilson Farnsworth Group, Inc. Survey: Ken Silverthorn Farnsworth Group, Inc. HT Custer Park Renovations FARNSWORTH GROUP / 4 Civil Engineer: Laura Tobben Farnsworth Group, Inc. Plumbing Engineer: Edward Garrett Farnsworth Group, Inc. Electrical Engineer: Jay Eman Farnsworth Group, Inc. Other Consultants: Virginia Flynn Kaskaskia Engineering Group PROFESSIONAL FEES / Farnsworth Group proposes to provide the described services for a fixed fee of $78,750.00 (Seventy-eight Thousand Seven Hundred and Fifty dollars). Below is a breakdown of the total sum by service category: Survey $ 5,450.00 Public Engagement $ 4,300.00 Design $ 64,000.00 Bidding $ 4,000.00 Reimbursables (mileage, postage, and presentation printing) $ 1,000.00 Additional details regarding payment terms and related policies are included in the attached General Conditions. If the cost of the project increases significantly after the contract is executed, the fee may be adjusted at that time. PROJECT TIMELINE / Work shall begin upon approval of this proposal. The project is being funded in part by an OSLAD grant and must be completed within a design and construction period of 24-months maximum from the date of execution of the IDNR OSLAD Contract as a required condition of the OSLAD grant approval. We understand the timeline of the project to be as follows: · Project Award December 20, 2022 · External Kickoff December 21, 2022 · Public Engagement January 2023 · Topographic Survey January 31, 2023 · Design Workshop February 7, 2023 · Design Development February 2023 · Construction Documents March 2023 · Bidding April 2023 · Construction Start May 2023 · Substantial Completion November 30, 2023 · Final Completion December 29, 2023 ASSUMPTIONS AND CLARIFICATIONS / The following assumptions and clarifications support the fees for this proposal. HT Custer Park Renovations FARNSWORTH GROUP / 5 1. Design Milestone Expectations: Significant rework of deliverables post associated % completion/milestones may require additional services and fees for rework. 2. The number of meetings, site visits or travel included in this proposal are mentioned in the scope of services section. Additional meetings, site visits or travel may be requested on an hourly basis. 3. Design revisions required as a result of code changes adopted after delivery of 100% construction documents are not included. 4. Taxes or government fees are not included in the fee but are payable as provided in the General Conditions. 5. This work is expected to commence in December 2022. Significant delays in start date may require reassessing necessary services, schedule, and fees. 6. Permitting services are not included in the fee. 7. As-built drawings are not included; nor are As-Built drawing revisions and reformatting based on contractor provided as-built markups. 8. Detailed construction schedule is not included in the scope. 9. Readily available access to the project site will be provided. 10. Revisions caused by Client, Tenants, Authority Having Jurisdiction (AHJ), other governmental review agencies or any other entity that causes work already performed to be revised is excluded. 11. Construction staking services is not included. 12. Construction administration services, including but not limited to construction observation and project record set for OSLAD IDNR closeout submittal, are excluded in this proposal. 13. Grant administration requirements for IDNR per the OSLAD contract terms shall be provided by the City. ADDITIONAL SERVICES / The following services are not included in the fees for this proposal, but may be relevant to the project and can be provided at your request for an additional fee: · Multiple revisions and changes of scope both during and after each phase of service. · Preparation of plans or specifications not specifically defined by this agreement. · Meetings and/or hearings with Planning and Zoning or City Council. · Attendance at additional meetings or site visits requested by the CLIENT. · Assistance with Material Testing. · Assistance with special inspections. · Construction Staking. · Architectural Renderings or special presentation graphics. · Design of signage. · Postings, notifications, and other related services are not included in the proposed scope of HT Custer Park Renovations FARNSWORTH GROUP / 6 work. Farnsworth Group can provide these services as an additional service upon request. CLIENT RESPONSIBILITIES / The following services or items are required to be provided by you to allow Farnsworth to complete the scope of services outlined above. · Provide any available AutoCAD drawings of existing surveys, site plan, base drawings, mapping, and exhibits. · All required notifications that originate with the Client (signs, public announcements, etc). · Payment of any application fees, recording costs, and other fees that could be associated in the scope of the project. · OSLAD Administrative Requirements HT Custer Park Renovations FARNSWORTH GROUP / 7 AGREEMENT / FARNSWORTH GROUP, INC. CITY OF GALESBURG Signature Signature Bruce A. Brown Typed Name Typed Name Sr. Landscape Architectural Manager Title Title December 13, 2022 Date Date FARNSWORTH GROUP, INC. Signature Caius Jennison Typed Name Principal Title December 13, 2022 Date General Conditions / Rev. Feb.2020 GENERAL CONDITIONS Standard of Care: Services performed by Farnsworth Group under the Agreement will be conducted in a manner consistent with that level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. No other representation expressed or implied, and no warranty or guarantee, is included or intended in the Agreement, or in any report, opinion, document, or otherwise. Entire Agreement: These General Conditions and the signed document to which they are attached constitute the entire Agreement between Client and Farnsworth Group and are referred to hereinafter collectively as the "Agreement". The Agreement supersedes all prior communications, understandings and agreements, whether written or oral. Both parties have participated fully in the preparation and revision of the Agreement, and each party and its counsel have reviewed the final document. Any rule of contract construction regarding ambiguities being construed against the drafting party shall not apply in the interpreting of the Agreement, including any Section Headings or Captions. Precedence: All purchases of Services are expressly limited to and conditioned upon acceptance of this Agreement The Agreement shall take precedence over any inconsistent or contradictory provisions contained in any proposal, contract, purchase order, requisition, notice to proceed, or like document regarding Farnsworth Group’s services. Any additional or conflicting terms or conditions contained in any purchase order, statement of work, or other document issued by Client will not be binding upon Farnsworth Group and are expressly rejected by Farnsworth Group. Fee Schedule: Where lump sum fees have been agreed to between the parties, they shall be so designated in the signed document attached hereto and by reference made a part hereof. Where fees are based upon hourly charges for services and costs incurred by Farnsworth Group, they shall be based upon the hourly fee schedule annually adopted by Farnsworth Group, as more fully set forth in a Schedule of Charges attached hereto and by reference made a part hereof. Farnsworth Group. Such fees in the initial year of the Agreement shall be those represented by said Schedule of Charges, and these fees will annually change at the beginning of each calendar year after the date of the Agreement. Opinions of Cost: Farnsworth Group's opinions of probable Project cost or construction cost for the Project will be based solely upon its own experience with construction. Since Farnsworth Group has no control over the cost of labor, materials or equipment, or over a contractor's method of determining prices, or over competitive bidding or market conditions, Farnsworth Group cannot and does not guarantee that proposals, bids, or the construction cost will not vary from its opinions of probable cost. If Client wishes greater assurance as to the construction cost, Client should employ an independent cost estimator. Invoices: Client will pay Farnsworth Group the fees set forth in the Agreement (the "Fees"). Charges for services will be billed at least as frequently as monthly, and at the completion of Project. Client shall compensate Farnsworth Group for any sales or value added taxes which apply to the services rendered under the Agreement or any amendment thereto. Client shall reimburse Farnsworth Group for the amount of such taxes in addition to the compensation due for services. Payment of invoices shall not be subject to any discounts or set-offs by Client unless agreed to in writing by Farnsworth Group. Invoices are delinquent if payment has not been received within thirty (30) days from date of invoice. Amounts outstanding more than thirty (30) days will accrue interest at the rate of 1.5% per month (compounded), or if lower, the maximum rate permitted by applicable law. Should a past due amount exceed sixty (60) days, Farnsworth Group shall have the right to suspend all Services, without liability of any kind to Client, until full payment is received. All time spent and expenses incurred (including attorney’s fees) in connection with collection of any delinquent amount will be paid by Client to Farnsworth Group per Farnsworth Group’s then current Schedule of Charges. Client will reimburse Farnsworth Group at the rate of cost plus 10% for reasonable meals and travel expenses incurred in connection with travel requested by Client outside the metropolitan area in which the individual employee or contractor of Farnsworth Group normally works. Confidentiality: Each party shall retain as confidential all information and data furnished to it by the other party which are designated in writing by such other party as confidential at the time of transmission and are obtained or acquired by the receiving party in connection with the Agreement, and said party shall not reveal such information to any third party. However, nothing herein is meant to preclude either disclosing and / or otherwise using information (i) when the information is actually known to the receiving party before being obtained or derived from the transmitting party; or (ii) when the information is generally available to the public without the receiving party's fault at any time before or after it is acquired from the transmitting party; or (iii) where the information is obtained or acquired in good faith at any time by the receiving party from a third party who has the same in good faith and who is not under any obligation to the transmitting party in respect thereof; or (iv) is required by law or court order to be disclosed. Compliance with Law: In the performance of services to be provided hereunder, Farnsworth Group and Client agree to comply with applicable federal, state, and local laws and ordinances and applicable lawful governmental or quasi- governmental order, rules, and regulations. Modification to the Agreement: Client or Farnsworth Group may, from time to time, request modifications or changes in the scope of services to be performed hereunder. Such changes, including any increase or decrease in the amount of Farnsworth Group’s compensation, to which Client and Farnsworth Group mutually agree shall be incorporated in the Agreement by a written amendment to the Agreement. Notice: All notices required or permitted under this Agreement must be written and will be deemed given and received (a) if by personal delivery, on the date of such delivery, (b) if by electronic mail, on the transmission date if sent before 4:00 pm U.S. central time on a business day or, in any other case, on the next business day, (c) if by nationally recognized overnight courier, on the next business day following deposit for next business day delivery, or (d) if by certified mail, return receipt requested with postage prepaid, on the third business day following deposit. Notice must be addressed at the address or electronic mail address shown below for, or such other address as may be designated by notice by such Party: If to Client: City of Galesburg Attn: Aaron Gavin City Engineer City of Galesburg 55 W. Tompkins St. Galesburg, IL 61401 E-mail: agavin@ci.galesburg.il.us Date: Client: City of Galesburg Project: HT Custer Park Renovations December 13, 2022 General Conditions / Rev. Feb.2020 If to Farnsworth Group: Farnsworth Group, Inc. Attn: Amy Wilson 100 Walnut Street, Suite 200 Peoria, IL 61602 E-mail: awilson@f-w.com With a copy (which will not constitute notice) to: Farnsworth Group, Inc. Attn: Chris Payne 100 Walnut Street, Suite 200 Peoria, IL 61602 E-mail: cpayne@f-w.com Facsimile; PDF Signatures. Execution and delivery of this Agreement by delivery of a facsimile or portable document format ("PDF") copy bearing the facsimile or PDF signature of any party hereto shall constitute a valid and binding execution and delivery of this Agreement by such party. Such facsimile and PDF copies shall constitute enforceable original documents. Force Majeure: Obligations of either party under the Agreement, other than payment obligations, shall be suspended, and such party shall not be liable for damages or other remedies while such party is prevented from complying herewith, in whole or in part, due to contingencies beyond its reasonable control, including, but not limited to strikes, riots, war, fire, acts of God, injunction, compliance with any law, regulation, or order, whether valid or invalid, of the United States of America or any other governmental body or any instrumentality thereof, whether now existing or hereafter created, inability to secure materials or obtain necessary permits, provided, however, the party so prevented from complying with its obligations hereunder shall promptly notify the other party thereof. Assignment: Client shall not transfer or assign any rights under or interest in the Agreement, without the written consent of Farnsworth Group. Dispute Resolution: In an effort to resolve any conflicts that arise during the performance of professional services for the Project or following completion of the Project, Client and Farnsworth Group agree that all disputes shall first be negotiated between senior officers of Client and Farnsworth Group for up to thirty (30) days before being submitted to mediation. In the event negotiation and mediation are not successful, either Client or Farnsworth Group may seek a resolution in any state or federal court that has the required jurisdiction within 180 days of the conclusion of mediation. Timeliness of Performance: Farnsworth Group will begin work under the Agreement upon receipt of a fully executed copy of the Agreement. Client and Farnsworth Group are aware that many factors outside Farnsworth Group’s control may affect its ability to complete the services to be provided under the Agreement. Farnsworth Group will perform these services with reasonable diligence and expediency consistent with sound professional practices. Suspension: Client or Farnsworth Group may suspend all or a portion of the work under the Agreement by notifying the other party in writing if unforeseen circumstances beyond control of Client or Farnsworth Group make normal progress of the work impossible. Farnsworth Group may suspend work in the event Client does not pay invoices when due, and Farnsworth Group shall have no liability whatsoever to Client, and Client agrees to make no claim for any delay or damage as a result of such suspension. The time for completion of the work shall be extended by the number of days work is suspended. If the period of suspension exceeds ninety (90) days, Farnsworth Group shall be entitled to an equitable adjustment in compensation for start-up, accounting and management expenses. Termination: If either party defaults in performing any of the terms or provisions of the Agreement, and continues in default for a period of fifteen (15) days after written notice thereof, the party not in default shall have the right to immediately terminate the Agreement. The non-defaulting party shall be entitled to all remedies under Illinois law at the time of breach, including, without limitation, the right to recover as an element of its damages, reasonable attorney's fees and court costs. Reuse of Documents: All documents including reports, drawings, specifications, and electronic media prepared by Farnsworth Group and / or any subconsultant pursuant to the Agreement are instruments of its services for use solely with respect to this Project. Farnsworth Group and / or any subconsultant shall be deemed the authors and Clients of their respective instruments of service and shall retain all common law, statutory and other reserved rights, including copyrights. They are not intended or represented to be suitable for reuse by Client or others on extensions of the Project or on any other project. Any reuse without specific written verification or adaptation by Farnsworth Group will be at Client’s sole risk, and without liability to Farnsworth Group, and Client shall indemnify and hold harmless Farnsworth Group or any subconsultant from all claims, damages, losses and expenses including court costs and attorney’s fees arising out of or resulting therefrom. Any such verification or adaptation will entitle Farnsworth Group to further compensation at rates to be agreed upon by Client and Farnsworth Group. Subcontracting: Farnsworth Group shall have the right to subcontract any part of the services and duties hereunder without the consent of Client. Third Party Beneficiaries: Nothing contained in the Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either Client or Farnsworth Group, except as expressly provided herein. Farnsworth Group’s services under the Agreement are being performed solely for Client’s benefit, and no other party or entity shall have any claim against Farnsworth Group because of the Agreement; or the performance or nonperformance of services hereunder; or reliance upon any report or document prepared hereunder. Neither Farnsworth Group nor Client shall have any obligation to indemnify each other from third party claims, except as expressly provided herein. Client and Farnsworth Group agree to require a similar provision in all contracts with construction contractors and subconsultants, vendors, and other entities involved in the Project to carry out the intent of this provision. Right of Entry: Client shall provide for Farnsworth Group's and / or any subconsultant’s right to enter property owned by Client and / or others in order for Farnsworth Group and / or any subconsultant to fulfill the scope of services for this Project. Client understands that use of exploration equipment may unavoidably cause some damage, the correction of which is not part of the Agreement unless explicitly so provided. Recognition of Risk: Client acknowledges and accepts the risk that: (1) data on site conditions such as geological, geotechnical, ground water and other substances and materials, can vary from those encountered at the times and locations where such data were obtained, and that this limitation on the available data can cause uncertainty with respect to the interpretation of conditions at Client’s site; and (2) although necessary to perform the Agreement, commonly used exploration methods (e.g., drilling, borings or trench excavating) involve an inherent risk of contamination of previously uncontaminated soils and waters. Farnsworth Group’s and / or any subconsultant’s application of its present judgment will be subject to factors outlined in (1) and (2) above. Client waives any claim against Farnsworth Group and / or any subconsultant, and agrees to indemnify and hold Farnsworth Group and / or any subconsultant harmless from any claim or liability for injury or loss which may arise as a result of alleged contamination caused by any site exploration. Client further agrees to compensate Farnsworth Group and / or any subconsultant for any time spent or expenses incurred by Farnsworth Group and / or any subconsultant in defense of any such claim, in accordance with Farnsworth Group's and / or any subconsultant’s prevailing fee schedule and expense reimbursement policy. Authority and Responsibility: Client agrees that Farnsworth Group and any subconsultant shall not guarantee the work of any construction contractor or construction subconsultant, shall have no authority to stop work, shall have no supervision or control as to the work or persons doing the work, shall not have charge of the work, shall not be responsible for safety in, on, or about the job site, or have any control of the safety or adequacy of any equipment, building component, scaffolding, supports, forms, or other work aids. Electronic Files Transfer. (a) Farnsworth Group may prepare electronic files which contain machine-readable information or certain information for a project ("Project Files"). Client may request Project Files to facilitate Client's understanding of the project. The Parties recognize that the Project Files are subject to alteration, either intentionally or unintentionally, due to, among other causes, transmission, conversion, media degradation, software error or human error. The Parties further understand that the transfer of Project Files from the system and format used by Farnsworth Group to an alternate system or format cannot be accomplished without the introduction of anomalies and / or errors. (b) Upon request, Farnsworth Group will supply Project Files to Client upon the General Conditions / Rev. Feb.2020 express terms and conditions set forth herein: (i) The Project Files may not be used for any purpose not related specifically to the Client's project. Use of these files for development of other projects; additions to the project, or duplication of the project at any location is expressly prohibited. (ii) The Project Files are provided for information purposes only and are not intended as an end product. The Project Files may be a work in process, and Farnsworth Group is under no obligation to provide Client with any updated version(s) of the Project Files. (iii) Client acknowledges and understands that the Project Files may not reflect all data contained in the contract documents, addenda, or other pertinent contract- related documents. Client acknowledges and understands that the Project Files may contain data which is not included in the contract documents. (c) BIM Digital Files. With regard to the transfer of Building Information Model (BIM) digital files, both Parties agree as follows: (i) Farnsworth Group will provide only those BIM files created for Client's project. There is no representation the BIM files are comprehensive or comprise a complete model of the building. (ii) The level of development of the model will be defined consistent with AIA Document G202-2013, as agreed by the parties. After reviewing and verifying the accuracy of the information contained within Farnsworth Group's BIM files, Client is authorized to develop its own model to a higher level of development for its own uses, but, in doing so, expressly agrees to assume all risks associated therewith. Utilities: Client shall be responsible for designating the location of all utility lines and subterranean structures within the property line of the Project. Client agrees to waive any claim against Farnsworth Group and / or any subconsultant, and to indemnify and hold harmless from any claim or liability for injury or loss arising from Farnsworth Group and / or any subconsultant or other persons encountering utilities or other man-made objects that were not called to Farnsworth Group's attention or which were not properly located on documents furnished to Farnsworth Group. Client further agrees to compensate Farnsworth Group and / or any subconsultant for any time spent or expenses incurred by Farnsworth Group and / or any subconsultant in defense of any such claim, in accordance with Farnsworth Group's and / or any subconsultant’s prevailing fee schedule and expense reimbursement policy. Samples: All samples of any type (soil, rock, water, manufactured materials, biological, etc.) will be discarded sixty (60) days after submittal of Project deliverables. Upon Client’s authorization, samples will be either delivered in accordance with Client’s instructions or stored for an agreed charge. Discovery of Unanticipated Hazardous Substances or Pollutants: Hazardous substances are those so defined by prevailing Federal, State, or Local laws. Pollutants mean any solid, liquid, gaseous, or thermal irritant or contaminant including smoke, vapor, soot, fumes, acids, alkalies, chemicals and waste. Hazardous substances or pollutants may exist at a site where they would not reasonably be expected to be present. Client and Farnsworth Group and / or any subconsultant agree that the discovery of unanticipated hazardous substances or pollutants constitutes a “changed condition” mandating a renegotiation of the scope of services or termination of services. Client and Farnsworth Group and / or any subconsultant also agree that the discovery of unanticipated hazardous substances or pollutants will make it necessary for Farnsworth Group and / or any subconsultant to take immediate measures to protect human health and safety, and / or the environment. Farnsworth Group and / or any subconsultant agree to notify Client as soon as possible if unanticipated known or suspected hazardous substances or pollutants are encountered. Client encourages Farnsworth Group and / or any subconsultant to take any and all measures that in Farnsworth Group’s and / or any subconsultant’s professional opinion are justified to preserve and protect the health and safety of Farnsworth Group’s and / or any subconsultant’s personnel and the public, and / or the environment, and Client agrees to compensate Farnsworth Group and / or any subconsultant for the additional cost of such measures. In addition, Client waives any claim against Farnsworth Group and / or any subconsultant, and agrees to indemnify and hold Farnsworth Group and / or any subconsultant harmless from any claim or liability for injury or loss arising from the presence of unanticipated known or suspected hazardous substances or pollutants. Client also agrees to compensate Farnsworth Group and / or any subconsultant for any time spent and expenses incurred by Farnsworth Group and / or any subconsultant in defense of any such claim, with such compensation to be based upon Farnsworth Group’s and / or any subconsultant’s prevailing fee schedule and expense reimbursement policy. Further, Client recognizes that Farnsworth Group and / or any subconsultant has neither responsibility nor liability for the removal, handling, transportation, or disposal of asbestos containing materials, nor will Farnsworth Group and / or any subconsultant act as one who owns or operates an asbestos demolition or renovation activity, as defined in regulations under the Clean Air Act. Job Site: Client agrees that services performed by Farnsworth Group and / or any subconsultant during construction will be limited to providing observation of the progress of the work and to address questions by Client’s representative concerning conformance with the Contract Documents. This activity is not to be interpreted as an inspection service, a construction supervision service, or guaranteeing the construction contractor's or construction subconsultant’s performance. Farnsworth Group and / or any subconsultant will not be responsible for construction means, methods, techniques, sequences, or procedures, or for safety precautions and programs. Farnsworth Group and / or any subconsultant will not be responsible for construction contractor's or construction subconsultant’s obligation to carry out the work according to the Contract Documents. Farnsworth Group and / or any subconsultant will not be considered an agent of Client and will not have authority to direct construction contractor's or construction subconsultant’s work or to stop work. Shop Drawing Review: Client agrees that Farnsworth Group and / or any subconsultant shall review shop drawings and / or submittals solely for their general conformance with Farnsworth Group's and / or any subconsultant’s design concept and general conformance with information given in the Contract Documents. Farnsworth Group and / or any subconsultant shall not be responsible for any aspects of a shop drawing and / or submittal that affect or are affected by the means, methods, techniques, sequences, and procedures of construction, safety precautions and programs incidental thereto, all of which are the construction contractor's or construction subconsultant’s responsibility. The construction contractor or construction subconsultant will be responsible for dimensions, lengths, elevations and quantities, which are to be confirmed and correlated at the jobsite, and for coordination of the work with that of all other trades. Client represents that the construction contractor and construction subconsultant shall be made aware by Client of the responsibility to review shop drawings and / or submittals and approve them in these respects before submitting them to Farnsworth Group and / or any subconsultant. LEED Certification and Energy Models: Client agrees that Farnsworth Group and / or any subconsultant do not guarantee the LEED certification of any facility for which Farnsworth Group and / or any subconsultant provides commissioning, LEED consulting or energy modeling services. The techniques and specific requirements for energy models used to meet LEED criteria have limitations that result in energy usage predictions that may differ from actual energy usage. Farnsworth Group and / or any subconsultant will endeavor to model energy usage very closely to actual usage, but Client agrees that Farnsworth Group and / or any subconsultant will not be responsible or liable in any way for inaccurate budgets for energy use developed from the predictions of LEED-compliant energy models. LEED certification and the number of LEED points awarded for energy efficiency are solely the responsibility of the U.S. Green Building Council and Green Building Certification Institute. Environmental Site Assessments: No Environmental Site Assessment can wholly eliminate uncertainty regarding the potential for Recognized Environmental Conditions in connection with a Subject Property. Performance of an Environmental Site Assessment is intended to reduce, but not eliminate, uncertainty regarding potential for Recognized Environmental Conditions in connection with a Subject Property. In order to conduct the Environmental Site Assessment, information will be obtained and reviewed from outside sources, potentially including, but not limited to, interview questionnaires, database searches, and historical records. Farnsworth Group is not be responsible for the quality, accuracy, and content of information from these sources. Any non-scope items provided in the Phase I Environmental Site Assessment Report are provided at the discretion of the environmental professional for the benefit of Client. Inclusion of any non-scope finding(s) does not imply a review of any other non-scope items with the Environmental Site Assessment investigation or report. The Environmental Site Assessment report is prepared for the sole and exclusive use of Client. Farnsworth Group does not intend, without its written consent, for the Phase 1 Environmental General Conditions / Rev. Feb.2020 Site Assessment Report to be disseminated to anyone beside Client, or to be used or relied upon by anyone beside Client. Use of the report by any other person or entity is unauthorized and such use is at their sole risk. Consequential Damages: Notwithstanding any other provision of the Agreement, and to the fullest extent permitted by law, neither Client nor Farnsworth Group, their respective officers, directors, partners, employees, contractors or subconsultants shall be liable to the other or shall make any claim for incidental, indirect, or consequential damages arising out of or connected in any way to the Project or Services performed under this Agreement. This mutual waiver of consequential damages shall include, but not be limited to, loss of use, loss of profit, loss of business, loss of income, loss of reputation and any other consequential damages that either party may have incurred from any cause of action including negligence, strict liability, breach of contract and breach of strict and implied warranty. Both Client and Farnsworth Group shall require similar waivers of consequential damages protecting all the entities or persons named herein in all contracts and subcontracts with others involved in Project. Personal Liability: It is intended by the parties to the Agreement that Farnsworth Group’s services in connection with the Project shall not subject Farnsworth Group’s individual employees, officers or directors to any personal legal exposure for the risks associated with this Project. Therefore, and notwithstanding anything to the contrary contained herein, Client agrees that as Client’s sole and exclusive remedy, any claim, demand, or suit shall be directed and / or asserted only against “Farnsworth Group, Inc., an Illinois corporation,” and not against any of Farnsworth Group’s individual employees, officers or directors. General Insurance and Limitation: Farnsworth Group is covered by commercial general liability insurance, automobile liability insurance and workers compensation insurance with limits which Farnsworth Group considers reasonable. Certificates of all insurance shall be provided to Client upon request in writing. Within the limits and conditions of such insurance, Farnsworth Group agrees to indemnify and hold Client harmless from any loss, damage or liability arising directly from any negligent act by Farnsworth Group. Farnsworth Group shall not be responsible for any loss, damage or liability beyond the amounts, limits and conditions of such insurance. Farnsworth Group shall not be responsible for any loss, damage or liability arising from any act by Client, its agents, staff, other consultants, independent contractors, third parties or others working on the Project over which Farnsworth Group has no supervision or control. Notwithstanding the foregoing agreement to indemnify and hold harmless, the parties agree that Farnsworth Group has no duty to defend Client from and against any claims, causes of action or proceedings of any kind. Professional Liability Insurance and Limitation: Farnsworth Group is covered by professional liability insurance for its professional acts, errors and omissions, with limits which Farnsworth Group considers reasonable. Certificates of insurance shall be provided to Client upon request in writing. Within the limits and conditions of such insurance, Farnsworth Group agrees to indemnify and hold Client harmless from loss, damage or liability arising from errors or omissions by Farnsworth Group that exceed the industry standard of care for the services provided. Farnsworth Group shall not be responsible for any loss, damage or liability beyond the amounts, limits and conditions of such insurance. Farnsworth Group shall not be responsible for any loss, damage or liability arising from any act, error or omission by Client, its agents, staff, other consultants, independent contractors, third parties or others working on the Project over which Farnsworth Group has no supervision or control. Notwithstanding the foregoing agreement to indemnify and hold harmless, the parties agree that Farnsworth Group has no duty to defend Client from and against any claims, causes of action or proceedings of any kind. ADDITIONAL LIMITATION: IN RECOGNITION OF THE RELATIVE RISKS AND BENEFITS OF THE PROJECT TO BOTH CLIENT AND FARNSWORTH GROUP, THE RISKS HAVE BEEN ALLOCATED SUCH THAT CLIENT AGREES THAT FOR THE COMPENSATION HEREIN PROVIDED, FARNSWORTH GROUP CANNOT EXPOSE ITSELF TO DAMAGES DISPROPORTIONATE TO THE NATURE AND SCOPE OF FARNSWORTH GROUP’S SERVICES OR THE COMPENSATION PAYABLE TO IT HEREUNDER. THEREFORE, TO THE MAXIMUM EXTENT PERMITTED BY LAW, CLIENT AGREES THAT THE LIABILITY OF FARNSWORTH GROUP TO CLIENT FOR ANY AND ALL CAUSES OF ACTION, INCLUDING, WITHOUT LIMITATION, CONTRIBUTION, ASSERTED BY CLIENT AND ARISING OUT OF OR RELATED TO THE NEGLIGENT ACTS, ERRORS OR OMISSIONS OF FARNSWORTH GROUP IN PERFORMING PROFESSIONAL SERVICES SHALL BE LIMITED TO FIFTY THOUSAND DOLLARS ($50,000) OR THE TOTAL FEES PAID TO FARNSWORTH GROUP BY CLIENT UNDER THE AGREEMENT, WHICHEVER IS GREATER (“LIMITATION”). CLIENT HEREBY WAIVES AND RELEASES (I) ALL PRESENT AND FUTURE CLAIMS AGAINST FARNSWORTH GROUP, OTHER THAN THOSE DESCRIBED IN THE PREVIOUS SENTENCE, AND (II) ANY LIABILITY OF FARNSWORTH GROUP IN EXCESS OF THE LIMITATION. IN CONSIDERATION OF THE PROMISES CONTAINED HEREIN AND FOR OTHER SEPARATE, VALUABLE CONSIDERATION, THE RECEIPT AND SUFFICIENCY OF WHICH ARE HEREBY ACKNOWLEDGED, CLIENT ACKNOWLEDGES AND AGREES THAT (I) BUT FOR THE LIMITATION, FARNSWORTH GROUP WOULD NOT HAVE PERFORMED THE SERVICES, (II) CLIENT HAS HAD THE OPPORTUNITY TO NEGOTIATE THE TERMS OF THE LIMITATION AS PART OF AN “ARMS- LENGTH” TRANSACTION, (III) THE LIMITATION AMOUNT MAY BE LESS THAN THE AMOUNT OF PROFESSIONAL LIABILITY INSURANCE REQUIRED OF FARNSWORTH GROUP UNDER THE AGREEMENT, (IV) THE LIMITATION IS MERELY A LIMITATION OF, AND NOT AN EXCULPATION FROM, FARNSWORTH GROUP’S LIABILITY AND DOES NOT IN ANY WAY OBLIGATE CLIENT TO DEFEND, INDEMNIFY OR HOLD HARMLESS FARNSWORTH GROUP, (V) THE LIMITATION IS AN AGREED REMEDY, AND (VI) THE LIMITATION AMOUNT IS NEITHER NOMINAL NOR A DISINCENTIVE TO FARNSWORTH GROUP PERFORMING THE SERVICES IN ACCORDANCE WITH THE STANDARD OF CARE. Subpoenas: Client is responsible, after notification, for payment of time charges and expenses resulting from the required response by Farnsworth Group and / or any subconsultant to subpoenas issued by any party other than Farnsworth Group and / or any subconsultant in conjunction with the services performed under the Agreement. Charges are based on fee schedules in effect at the time the subpoena is served. Statutes of Repose and Limitation: All legal causes of action between the parties to the Agreement shall accrue and any applicable statutes of repose or limitation shall begin to run not later than the date of Substantial Completion. If the act or failure to act complained of occurs after the date of Substantial Completion, then the date of final completion shall be used, but in no event shall any statute of repose of limitation begin to run any later than the date Farnsworth Group’s services are completed or terminated. Severability: If any term or provision of the Agreement is held to be invalid or unenforceable under any applicable statute or rule of law, such holding shall be applied only to the provision so held, and the remainder of the Agreement shall remain in full force and effect. Waiver: No waiver by either party of any breach, default, or violation of any term, warranty, representation, agreement, covenant, condition, or provision hereof shall constitute a waiver of any subsequent breach, default, or violation of the same or any other term, warranty, representation, agreement, covenant, condition, or provision hereof. All waivers must be in writing. Survival: Notwithstanding completion or termination of the Agreement for any reason, all rights, duties, obligations of the parties to the Agreement shall survive such completion or termination and remain in full force and effect until fulfilled. Governing Law: The Agreement shall be governed by and interpreted pursuant to the laws of the State of Illinois without regard to conflict of law principles. 118-995 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: JP Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER DECEMBER 19, 2022 AGENDA ITEM: Approval of the revised Personnel Policy for Exempt and Non-Represented Personnel. SUMMARY RECOMMENDATION: The City Manager and H.R. Generalist recommend the Policy be amended. 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 2021. The policy has been updated to reflect current policy and procedure. This includes: •Updating section 1.08 (11) to update contact names, in accordance with personnel changes. •Updating section 2.01 (10) List of Positions. •Updating section 2.04 to address personal days for Police personnel working twelve (12) hour shifts. •Updating section 2.05 (1) to remove the requirements that deferments only be allowed in the month of November. This was for clerical purposes that are no longer applicable. •Updating section2.08 (2) to clarify severance pay parameters. BUDGET IMPACT: None SUPPORTING DOCUMENTS: 1.Personnel Policy – “Red-line Version” Showing Changes 22-4127 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees 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 1.09 - Whistleblower Protection 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Index to Exempt and Non-Represented Personnel Policy Appendices I.Employee Injury Forms II.FMLA Forms III.Reimbursed Expense Forms IV.Wellness Incentive Eligibility Form CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Administration 1.01 – Personnel Policy Introduction Section: Administration Effective Date: 1/1/2016 Number: 1.01 Last Revision: Title: Personnel Policy – 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. EMPLOYMENT AT WILL 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Administration 1.02 – Code of Ethics Section: Administration Effective Date: 1/1/2016 Number: 1.02 Last Revision: Title: Code of Ethics 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Administration 1.03 - Appointments Section: Administration Effective Date: 1/1/2016 Number: 1.03 Last Revision: Title: Appointments 1. EMPLOYEE DEFINITION 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 their 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 they meet 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 the date of hire or anniversary date must participate in the Illinois Municipal Retirement Fund (IMRF). 2. EMPLOYMENT POLICY 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Administration 1.03 - Appointments City recruitment, selection, training and promotion of protected group personnel. 3. RESIDENCY REQUIREMENT FOR REGULAR EMPLOYEES 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 a 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. PHYSICAL EXAMINATION 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 they are physically able to perform the essential functions required by the position. 5. AUTHORITY FOR APPOINTMENTS 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Administration 1.04 - Probation Section: Administration Effective Date: 1/1/2016 Number: 1.04 Last Revision: Title: Probation 1. DEFINITION OF PROBATION The purpose of the probationary period is to test and evaluate the employee for technical abilities in performing the essential functions of the position, 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 they have been appointed, promoted, or transferred if they 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 their performance. 2. NEW APPOINTMENTS New employees appointed to positions with the City will serve a minimum one-year probation and evaluation period before they may attain a status as a regular employee. If the employee fails to meet the required standards of performance, the employee will be dismissed or serve a “Special Probationary Period” not to exceed 90 calendar days. 3. PROMOTED OR TRANSFERRED EMPLOYEES 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, they may be restored to the position from which they were 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Administration 1.05 – Miscellaneous Regulations Covering City Employees Section: Administration Effective Date: 1/1/2016 Number: 1.05 Last Revision: Title: Miscellaneous Regulations Covering City Employees 1. BREAK PERIODS 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. PHYSICAL FITNESS It will be the responsibility of each employee to maintain the standards of physical fitness required for performing their job. Whenever a department or division head determines the physical condition of an employee is endangering their own health or the safety of their 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. POLITICAL ACTIVITY 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. No 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 their vote. Expressing privately an 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Administration 1.05 – Miscellaneous Regulations Covering City Employees 4. PERSONAL USE OF CITY PROPERTY 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 their assigned position. 6. OUTSIDE EMPLOYMENT A regular City employee may not carry on, concurrently with City employment, any private business, undertaking, or employment which affects the time or quality of their work, or which casts discredit upon or creates embarrassment for the City government. The department head must approve such outside employment. 7. ACCEPTANCE OF GIFTS No gift or favor will be accepted by a City employee which has been given because of their employment with the City of Galesburg. 8. DEPARTMENTAL RULES Each employee is expected to follow the respective departmental rules for exempt personnel. In cases of conflicts, every employee will follow their respective chain of command. 9. DISCIPLINE If an employee's conduct falls below a desirable standard, the employee 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 their 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Administration 1.05 – Miscellaneous Regulations Covering City Employees 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 the employee’s 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. PROBATIONARY EMPLOYEES Probationary employees will receive the same benefit package given to the non-probationary classification, unless otherwise indicated. 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Administration 1.06 – General Policy Regarding Drugs and Alcohol Section: Administration Effective Date: 1/1/2016 Number: 1.1o Last Revision: Title: General Policy Regarding Drugs and Alcohol 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Administration 1.06 – General Policy Regarding Drugs and Alcohol 3. PROHIBITIONS 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. ADMINISTRATION OF TESTS. 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 their 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees 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. VOLUNTARY REQUESTS FOR ASSISTANCE. 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: Administration Effective Date: 12/19/17 Number: 1.07 Last Revision: 11/05/17 Title: Sexual Harassment Policy 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 they have 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 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 they have 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 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 1.08 – Anti Discrimination 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 they have opposed that which they reasonably and in good faith believed to be sexual harassment in employment, because they have 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. Administration 1.08 – Anti Discrimination Policy Section: Administration Effective Date: 02/15/2021 Number: 1.08 Last Revision: 12/19/2022 Title: Anti-Discrimination Policy 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 Administration 1.08 – Anti Discrimination Policy 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 unlawful discrimination in the workplace. It is the policy of the City of Galesburg to provide an employment environment free from 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 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 discrimination to submit a complaint which will be investigated by the City of Galesburg; 3. Clearly advise all employees that 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. 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 e 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 discrimination based on, or perceived, protected Administration 1.08 – Anti Discrimination Policy characteristic SECTION 3: POLICY The City of Galesburg prohibits discrimination and will not tolerate any form of prohibited discrimination. The City of Galesburg will take all steps necessary to prevent and stop the occurrence of prohibited discrimination. All employees, including but not limited to City of Galesburg officials and supervisory personnel, are responsible for ensuring a work environment free from prohibited discrimination. All employees will be held responsible and accountable for avoiding or eliminating inappropriate conduct that may give rise to a claim of 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 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 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 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. Any employee who believes they have 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 discrimination is encouraged and essential, regardless of the offender’s identity or position. An employee or other individual who feels aggrieved because of prohibited discrimination shall contact their 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 prohibited discrimination should report such behavior to their 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. Administration 1.08 – Anti Discrimination Policy All employees are encouraged to use the City of Galesburg’s “Complaint of Alleged 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 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, they 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 discrimination, observe what may be harassing behavior, or have any reason to suspect that prohibited discrimination is occurring, are required to report such suspected discrimination to one of the City of Galesburg’s Compliance Officers. In addition to being subject to discipline if they engaged in discriminatory conduct themselves, supervisors and managers will be subject to discipline for failing to report suspected prohibited discrimination or otherwise knowingly allowing prohibited 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 complainant’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. Administration 1.08 – Anti Discrimination Policy SECTION 5: INVESTIGATION PROCEDURES A. Timing of Investigations The City of Galesburg will promptly investigate all allegations of 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 Galesburg City Attorney. At their discretion, the City Attorney may 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, punitive measures are not the exclusive means for responding to prohibited discrimination or harassment. Administration 1.08 – Anti Discrimination Policy 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. SECTION 6: PROHIBITION AGAINST RETALIATION AND ABUSE OF THE POLICY Unlawful retaliation can be any action that could discourage an employee from coming forward to make a complaint or support a 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 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 discrimination does not turn out to rise to the level of a violation of law, the individual is protected from retaliation if they 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 8: RECORD KEEPING The City of Galesburg shall maintain a written record of all complaints of 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 discrimination shall be maintained separate and apart from personnel records in a secure and confidential location. Administration 1.08 – Anti Discrimination Policy SECTION 9: LEGAL PROTECTIONS AND EXTERNAL REMEDIES Prohibited 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 discrimination should be brought to the attention of one of the City of Galesburg’s Compliance Officers. The names, 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. ManagerGeneralist Phone Number: 309 345 3629 Name/Title: Gloria Osborn / Director of Finance and Information Systems Phone Number: 309 345 3677 Name/Title: Bradley Nolden / City Attorney & Administrative Services Director Phone Number: 309 345 3624 SECTION 12: EFFECTIVE DATE AND POLICY DISSEMINATION The effective date of this Policy shall be ___02/22/2021__________ [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 discrimination policies and procedures, subject to applicable federal, state, and local law and any provisions in collective bargaining agreements. Administration 1.08 – Anti Discrimination Policy Section: Administration Effective Date: 10/18/2021 Number: 1.09 Last Revision: Title: Whistleblower Protection Policy Whistleblower Reporting and Anti-Retaliation Policy and Procedures 1. General Policy It is the policy of the City of Galesburg, Illinois to act in accordance with Illinois Public Act 101-652 generally, and specifically Section 4.1 of that Act. It is the policy of the City to prohibit any official from retaliating against any employee who: (a) reports an improper governmental action, (b) cooperates in the investigation related to a report of an improper governmental action, or (c) testifies in a proceeding or prosecution of an improper governmental action. An improper governmental action is defined as follows. “Improper governmental action” includes any action by a unit of local government employee, an appointed member of a board, commission, or committee, or an elected official of the unit of local government that is undertaken in violation of federal, State, or unit of local government law or rule; is an abuse of authority; violates the public’s trust or expectation of their conduct; is of substantial and specific danger to the public’s health or safety; or is a gross waste of public funds. “Improper governmental action” does not include a unit of local government personnel actions, including, but not limited to employee grievances, complaints, appointments, promotions, transfers, assignments, reassignments, reinstatements, restorations, reemployment, performance evaluations, reductions in pay, dismissals, suspensions, demotions, reprimands, or violations of collective bargaining agreements, except to the extent the actions amounts to retaliation. Retaliation, in this context means retaliatory action that results from an employee’s protected activity of reporting improper governmental action, cooperating in the investigation, proceeding or prosecution of a reported improper governmental action. Copies of this Policy and Procedure, along with a copy of Section 4.1 of Public Act 101-652 will be given to every employee upon hiring. Additionally, these same documents will be furnished or made available to all employees on an annual basis. 2. Procedures for Reporting and Investigating Reports of Improper Governmental Action A. Reporting an “Improper Governmental Action” or Retaliation. 1. If an employee believes that they have witnessed an improper governmental action, as defined in the Policy above, the employee must submit a written report of the improper governmental action to the Auditing Official, which Auditing Official has been designated in Section 3. 2. If an employee believes that they have been retaliated against for reporting improper governmental action, or cooperating in the investigation, or procedure involving an improper governmental action, the employee must report such alleged retaliation to the Auditing Official within sixty (60) days of the retaliatory action taking place. 3. The Auditing Official may transfer the complaint to another auditing official, including the State’s Attorney of Knox County, if they determine that it is appropriate. Administration 1.08 – Anti Discrimination Policy 4. If the Auditing Official is also the subject of the complaint, the Complainant may file the complaint with the State’s Attorney of Knox County. B. Investigation of Complaint. 1. Identity of the Complainant a. The Auditing Official will keep the identity of the Complainant confidential to the extent allowed by law. b. The Complainant may waive confidentiality in writing on a form presented to the Auditing Official. 2. The Auditing Official shall investigate the complaint promptly and thoroughly and conclude whether or not the evidence gathered through such investigation warrants merit of a finding that either an improper governmental action, or retaliation for filing such a complaint or complying with such investigation occurred or did not occur. 3. The investigation by the Auditing Official may include: a. Interviews of the Complainant and witnesses; b. Interviews of governmental officials who may have knowledge about the complaint or may be the subject of the complaint; c. Inspection of documentation (in written, printed, or electronic format) relevant to the complaint; d. Take any other appropriate measures to ensure that the complaint has been thoroughly investigated. e. Make a determination whether the complaint has merit or whether the complaint does not have merit. C. Determination and Remedial Action If Necessary. 1. If the Auditing Official determines that the complaint has no merit, they can dismiss the complaint. 2. If the Auditing Official determines that the complaint has merit, they may take remedial action on behalf of the Complainant, including reinstatement, reimbursement for lost wages or expenses, promotion, or other remedial action that the Auditing Official deems appropriate. The Auditing Official may also make their investigation findings available to the Complainant’s attorney if the Auditing Official finds that restitution is not sufficient. Administration 1.08 – Anti Discrimination Policy 3. Any person who engages in prohibited retaliation under Section 4.1 of Public Act 101-652 may also be subject to fines, appropriate employment action, civil or criminal prosecution, or any combination of these actions. 3. Designation of Auditing Official The City designates the City Manager or the Manager’s designee to serve as the Auditing Official of the City, with the duties and responsibilities set forth in 50 ILCS 105/4.1 and this Policy. Administration 1.08 – Anti Discrimination Policy Employee Acknowledgement of Whistleblower Protection Policy I confirm that I have received, read, and understand the “Whistleblower Protection Policy” for employees of the City of Galesburg ______________________________. I understand that as an employee, it is my responsibility to abide by this Policy. If I have questions about the Policy, I understand it is my responsibility to seek clarification from the proper supervisory department, the Auditing Official, or the State’s Attorney of Knox County. Print Name: __________________________________________________________ Employee Signature: ___________________________________________________ Date: ___________________________________________ CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.01 – Classification and Pay Plan Section: Human Resources & Benefits Effective Date: 1/1/2016 Number: 2.01 Last Revision: Title: Classification and Pay Plan 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. EMPLOYEE PROGRESSION IN PAY PLAN 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 the 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. RETROACTIVE COST OF LIVING PAY INCREASE 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees 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 the base wages: Longevity Years of Service Increase Equal to % of base pay 5 2 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. REIMBURSEMENT FOR APPROVED EDUCATION PROGRAM 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees 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. PROFESSIONAL CERTIFICATE OR DEGREE - 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. ESTABLISHMENT OF SALARIES 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.01 – Classification and Pay Plan 7. PAYROLL DEDUCTIONS AND DEPOSITS The Benefits Coordinator will make certain deductions from an employee’s 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. PROMOTION AND DEMOTION POLICY 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 they are 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. ACCRUAL AND FORFEITURE OF SENIORITY 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 they supervise. List of Positions Exempt Salaried Employees Non-Represented Hourly Administrative Services Manager Assistant City Manager & Public Works Director Assistant Finance Director Assistant Public Works Director Associate Planner (Eligible for Overtime) City Attorney/Administrative Services Director City Arborist Benefits & Risk ManagerInsurance Coordinator Greenkeeper City Engineer Code Compliance Supervisor Maintenance Supervisor Deputy City Clerk Secretary II Director of Community Development Traffic Supervisor Director of Finance and Information Systems Transit Assistant Director of Parks and Recreation Water Distribution Supervisor Director of Public Works Water Lab Supervisor Executive Assistant Water Operations Supervisor Fire Battalion Chief Water Production Supervisor Fire Chief Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.01 – Classification and Pay Plan Fire Deputy Chief Garage Superintendent General Inspector GIS Analyst Golf Professional Housing Program Coordinator Human Resources ManagerGeneralist IT Managernformation Systems Supervisor Junior SystemsNetwork 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 Senior Systems Administrator Staff Accountant Transit Manager Transit Operations Supervisor Water Superintendent 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.02 – Hours of Work Section: Human Resources & Benefits Effective Date: 1/1/2016 Number: 2.02 Last Revision: Title: Hours of Work 1. WORKWEEK DEFINED 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. JOB SHARING 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.03 - Overtime Section: Human Resources & Benefits Effective Date: 1/1/2016 Number: 2.03 Last Revision: Title: Overtime 1. NON-REPRESENTED HOURLY (NON-EXEMPT) EMPLOYEES A non-represented hourly employee will be compensated in the form of overtime for their 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. OVERTIME TO BE AVOIDED WHEN POSSIBLE 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. NATURE OF OVERTIME WORK Overtime will include only the work performed by employees at the direction of a department or division head or authorized representative. Prior authorization is required to be eligible for overtime. 4. COMPUTATION OF OVERTIME The City will compute overtime compensation on base pay, longevity pay and education incentive. 5. FURNISHING MEALS ON OVERTIME 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.03 - Overtime 6. STANDBY PAY 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.04 – Holidays and Personal Days Section: Human Resources & Benefits Effective Date: 1/1/2016 Number: 2.04 Last Revision: 12/19/20228/2/2021 Title: Holidays and Personal Days 1. HOLIDAYS and PERSONAL DAYS 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 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. For the year in which they are hired, an employee hired January 1 – March 30 will be credited with four personal days an employee hired between April 1 – June 30 will be credited with three personal days, an employee hired July 1 – September 30 will be credited with two personal days, an employee hired between October 1 and December 31 with 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 the regularly scheduled time, and the 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. Police Department management personnel working 12 hour shifts will be credited with three (3) twelve hour personal days per fiscal year, which must be taken in 6 or 12 hour increments. 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.04 – Holidays and Personal Days 2. POLICY FOR GENERAL EMPLOYEES 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. In the case of two holidays falling fall back-to-back, such as Christmas Eve and Christmas, Thursday or Tuesday may also be observed. For example, if Christmas Eve and Christmas fall on Friday and Saturday, then Thursday and Friday will be observed. If Christmas Eve and Christmas fall on Saturday and Sunday, the Friday preceding, and the Monday following will be observed. If Christmas Eve and Christmas fall on Sunday and Monday, then Monday and Tuesday will be observed. 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. POLICY FOR POLICE PERSONNEL 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 2.046.1. 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. POLICY FOR FIRE MANAGEMENT ON 56-HOUR DUTY WEEK 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.05 – Leave Policies Section: Human Resources & Benefits Effective Date: 1/1/2016 Number: 2.05 Last Revision: Title: Leave Policies 1. VACATION LEAVE 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: 40 Hour Employees a b c d e Employment(in months) 0-60 61-144 145-228 229-348 349 + Hours Earned Per Year 80 120 160 200 240 56 Hour Employees a b c d e 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees 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 their 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 per 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. SICK LEAVE 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 is regularly worked. 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 their condition. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.05 – Leave Policies 3. To use sick leave 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. 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, EXPOSURE TO CONTAGIOUS DISEASE IN IMMEDIATE FAMILY A regular full-time or regular part-time employee may also use sick leave with pay for absences necessitated by illness, injury, wellness/routine care appointments, or exposure to contagious disease by a member of their 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. WELLNESS INCENTIVE To incent employees to obtain annual physicals and wellness screenings an employee will be paid an amount equal 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, step-grandparents, 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 not assigned or scheduled to work, no leave with pay will be awarded for that day. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.05 – Leave Policies 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 their duties 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. . 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 their job, and in the event said employee fails to be at work with the City within two weeks of being notified of their ability to return by said commission and/or pension boards, then in that event, their 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. INJURY LEAVE 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 assigned duties. They will be compensated in an amount equal to the salary rate they were 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. Each 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. In 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 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.05 – Leave Policies deductions such as credit union, etc. Injuries must be reported in writing as soon as possible by both the employee and the 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 their supervisor a written report (this form is included in the Appendix) of the details of the accident by the end of their 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. JURY DUTY 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 they would if they were performing their normal duties, each employee will turn in their jury check to the City when received. Should a jury be dismissed on any particular day, the employee will return to work. 9. MILITARY DUTY 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 they were receiving at the time they were mobilized to active duty, plus health insurance and other benefits they were receiving or accruing at that time, minus the amount of the base pay for military service, for the duration of their 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. MISCELLANEOUS LEAVE POLICIES 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 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.05 – Leave Policies leave to make arrangements for health insurance and other deductions. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.06 – Family Medical Leave Act Policy Section: Human Resources & Benefits Effective Date: 1/1/2016 Number: 2.06 Last Revision: Title: Family Medical Leave Act Policy 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.06 – Family 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. ELIGIBILITY AND COVERAGE 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. INTERMITTENT OR REDUCED WORK SCHEDULE 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. USE OF PAID LEAVE 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.06 – Family 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. NOTICE REQUIREMENT 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. MEDICAL CERTIFICATION 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. EFFECT ON BENEFIT 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.06 – Family 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 unpaid leave but does not lose anything prior to leave. 9. JOB PROTECTION 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.07 – Donated Paid Time Off Policy Section: Human Resources & Benefits Effective Date: 1/1/2021 Number: 2.07 Last Revision: Title: Donated Paid Time Off Policy 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:  Employee’s own serious health condition  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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.08 – Separations Section: Human Resources & Benefits Effective Date: 1/1/2016 Number: 2.08 Last Revision: 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, 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 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 it is determined 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 employment arise. Pay in lieu of notice shall be for the days normally worked within the thirty (30) days, and will not be thirty (30) paid days. 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, 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 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 it is determined 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. SEVERANCE PAY 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.08 – Separations 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 paycheck. This applies to retirement only; it does not involve separation from City service for any other cause or disability leave. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.09 - Benefits Section: Human Resources & Benefits Effective Date: 1/1/2016 Number: 2.09 Last Revision: Title: Benefits 1. GROUP HEALTH BENEFITS Group health benefits including medical, prescription and dental insurance is available through a company selected by the City Manager. Plans which provide certain basic benefits and comprehensive major medical benefits 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 their 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. 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). . 2. REGULAR FULL-TIME EMPLOYEES AND DEPENDENTS 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 employment. 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. 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. EMPLOYEES ON DISABILITY OR INJURY LEAVE 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 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.09 - Benefits 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. RETIRED EMPLOYEES AND DEPENDENTS 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. OPT-OUT RIGHT 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 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 their right to waive the premium payment obligations of the City under Section 10.3, they shall be covered by the provisions of Section 10.3.2 and, while retaining any statutory right that they may have to remain in the group CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Human Resources & Benefits 2.09 - Benefits 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. RETIREMENT HEALTH INSURANCE CONTRIBUTION 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. LIFE INSURANCE 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Information Systems 3.01 – Email and Internet Use Policy Section: Information Systems Effective Date: 1/1/2016 Number: 3.01 Last Revision: Title: Email and Internet Use Policy 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees 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. SOCIAL MEDIA 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 identifies themselves 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees 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: “The views 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 their 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 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees 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 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Information Systems 3.01 – Email and Internet Use Policy collective bargaining agreements to which the City is a party, if applicable. 5. GENERAL POLICY 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 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 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 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 CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees 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 their capacity as a City employee, the employee's name and title should be made available, and the employee shall not share personal information about themselves 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. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Finance 4.01 – Travel Expenses Section: Finance Effective Date: 1/1/2016 Number: 4.01 Last Revision: Title: Travel Expenses 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 carry out 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 they normally would if traveling at their 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 the employee’s performance of duty; but no expenses CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees 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 a preferred mode of transportation, 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 the employee’s own personal expense. All lodging reimbursement requires the submittal of the appropriate receipts. CITY OF GALESBURG Personnel Policy for Exempt and Non-represented Employees Finance 4.01 – Travel Expenses C. If an employee’s spouse or other family member shares lodging with the employee 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. REGISTRATION FEES 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. APPENDIX I – Employee Injury Forms 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, directly 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 injuries 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's Accident Investigation 1 2. DEPARTMENT CITY OF GALESBURG 3 EXACT LOCATION 5 TIME A.M. 6 DATE REPORTED P.M. INJURY OR ILLNESS PROPERTY DAMAGE OTHER INCIDENT 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 Operating Under Council – Manager Government Since 1957 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: ■ 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 ** APPENDIX II – Family and Medical Leave Act (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 their 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 Page 1 of 4 Form WH-380-E, Revised June 2020  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. U.S. Department of Labor Wage and Hour Division OMB Control Number: 1235-0003 Expires: 6/30/2023 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. Employee Name: Form WH-380-E, Revised June Page 2 of 4 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. Employee Name: Form WH-380-E, Revised June Page 3 of 4  (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) for the period of incapacity. (mm/dd/yyyy) and end date (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 4 Form WH-380-E Revised January 2009 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  An overnight stay in a hospital, hospice, or residential medical care facility.  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 APPENDIX III – Travel Expense Forms CITY OF GALESBURG FY 2021 Employee Travel Expense Report Name of Employee: Purpose of Travel: City/State: Travel Dates/Time: Departure Date/Time: Return Date/Time: Date of Report: 1. Document ALL expenses for the entire trip on this form including charges to the PCard 2. Include any travel advances or purchase card charges in the boxes at the bottom of the form 3. To be reimbursed in full, the detailed receipts must accompany this form. Otherwise, the per diem amounts will be used. ~Breakfast maximum - $5.00 (allowed if departure is before 7:00 am) ~Lunch maximum - $7.00 ~Dinner maximum - $15.00 (allowed if arrival is after 7:00 pm) ~Per Deim maximum - $32.00 (includes $27.00 for meals and $5.00 for incidentals) ITEMS Sun Mon Tues Wed Thur Fri Sat Total Lodging 0.00 Breakfast 0.00 Lunch 0.00 Dinner 0.00 Per Diem 0.00 Transportation Cost: 0.00 Train/Plane/Bus 0.00 Parking 0.00 Other 0.00 Mileage (0.56/mile) See Chart Below for Mileage 0.00 Registration 0.00 TOTALS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 MILEAGE CHART Private / City Vehicle Date From To Odometer Mileage Claimed Amount Start * Finish * 0 0.00 0 0.00 0 0.00 TOTAL 0 0.00 * Fill in ACTUAL Odometer start/ finish miles, spreadsheet will automatically calculate mileage * If claiming mileage, fuel charges will not be reimbursed Employee Signature: Total Travel Cost: 0.00 Department Head Signature: Less Travel Advance: 0.00 Less Charges to City Pcard: 0.00 Fund and GL Account: Balance Due $ - CITY OF GALESBURG 2021 Employee Travel Advance Report Name of Employee: Purpose of Travel: City/State: **Out of state travel needs City Manager approval below Check Request Date: Travel Dates: From: To: ITEMS AMOUNT Accounting Use Only Transportation 0.00 001 -10706 Mileage @ ($0.56/mile) 0.00 001 -10706 Lodging 0.00 001 -10706 Meals (# of days) 0.00 001 -10706 Registration & Fees 0.00 xxxx -54500 TOTAL AMOUNT REQUESTED $ - TOTAL TO BE PAID BY P CARD $ - TOTAL TO BE PAID DIRECTLY TO EMPLOYEE $ - Employee Signature Department Head Signature **City Manager Approval for Out of State Travel 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 r Opie 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 omen after 24 wee ks of gest [ 10/15/2015 USPSTF A and B Recommendations - US Preventive Services Task Force ation. 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/Name/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: JP Page 1 of 2 COUNCIL LETTER CITY OF GALESBURG DECEMBER 19, 2022 AGENDA ITEM: 2023 Classification and Salary Schedule for Fire, Police, AFSCME, Exempt, Non- Represented Hourly, and Temporary Seasonal & Part-Time Hourly employees. SUMMARY RECOMMENDATION: The City Manager recommends approval of the 2023 Classification and Salary Schedule. BACKGROUND: The attached 2023 Classification and Salary Schedule reflects the contractually agreed upon wage increases for all employees which include: •A 2.5% Increase for Police, Fire, Exempt, and Non-Represented Hourly employees •A 2.25% Increase for AFSCME employees •Increase to part time wages to comply with minimum wage law In addition, it upgrades the positions of: •Bus Driver from (10 A) to (12 A) •Handivan Driver from (7 A) to (11 A) •Custodian I from (3 A) to (7 A) It creates the positions of: •IT Manager (26 EX) •Senior Systems Administrator (26 EX) •Junior Systems Administrator (22 EX) •Administrative Services Manager (24 EX) •Human Resources Manager (24 EX) •Benefits & Risk Manager (24 EX) •Relief Driver (12 A) •Assistant City Manager & Public Works Director (33 EX) •Assistant Public Works Director (32 EX) It eliminates the positions of: •IS Supervisor (24 EX) •Network Administrator (22 EX) •City Attorney/Administrative Services Director (34 EX) •Executive Assistant (17 EX) •Human Resources Generalist (19 EX) •Benefits Coordinator (19 EX) 22-4128 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: JP Page 2 of 2 It creates the part-time pay grades of (3T) and (7T) and separates various part time positions into different classifications, as listed on the attached salary schedule. The Custodian I position is not currently filled and is being reclassified to align with minimum wage requirements. It is not anticipated to fill this position at this time. The Assistant Public Works Director position is also not expected to be filled at this time. The City Manager will seek approval of City Council prior to filling that position if it is determined to be necessary. BUDGET IMPACT: The cost of living adjustments and foreseeable position reclassifications are consistent with the FY 2023 budget, and there are sufficient funds available to cover all recommended changes. SUPPORTING DOCUMENTS: 1. 2023 Classification and Salary Schedule 2. IT Manager Job Description 3. Senior Systems Administrator Job Description 4. Junior Systems Administrator Job Description 5. Administrative Services Manager Job Description 6. Human Resources Manager Job Description 7. Benefits & Risk Manager Job Description 8. Relief Driver Job Description 9. Assistant City Manager & Public Works Director Job Description 10. Assistant Public Works Director Job Description Page Group 2 AFSCME 3 Police 4 Fire 5 Exempt 6 Non-Represented Hourly 7 Temporary, Seasonal, Part Time, Other Table of Contents Effective January 1, 2023 City of Galesburg, IL Classification & Salary Schedule Approved by City Council on December 19, 2022 1/1/2023 Range Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J Step K 7A 14.23 14.58 14.94 15.32 15.71 16.10 16.50 16.91 17.33 17.77 18.21 9 A 15.70 16.08 16.49 16.91 17.33 17.76 18.20 18.66 19.13 19.60 20.09 10 A 16.49 16.91 17.33 17.76 18.20 18.66 19.13 19.60 20.09 20.57 21.08 11 A 17.31 17.74 18.18 18.64 19.11 19.58 20.06 20.56 21.07 21.61 22.15 12 A 18.17 18.63 19.10 19.57 20.05 20.55 21.06 21.60 22.14 22.70 23.26 13 A 19.09 19.56 20.04 20.54 21.05 21.56 22.12 22.67 23.24 23.82 24.42 14 A 20.03 20.53 21.03 21.55 22.10 22.66 23.23 23.81 24.41 25.01 25.63 15 A 21.02 21.54 22.09 22.64 23.22 23.80 24.39 25.00 25.61 26.25 26.92 16 A 22.08 22.63 23.21 23.78 24.38 24.98 25.60 26.24 26.91 27.58 28.26 18 A 24.35 24.95 25.57 26.21 26.88 27.55 28.23 28.93 29.66 30.39 31.17 19 A 25.56 26.20 26.87 27.53 28.21 28.91 29.64 30.38 31.15 31.91 32.72 20 A 26.87 27.53 28.21 28.91 29.64 30.38 31.15 31.91 32.72 33.54 34.38 Pay Ranges and Classification Titles Pay Ranges and Classification Titles Range Title Range Title 15 A Communications Dispatcher/Clerk II Transit Dispatcher Engineering Technician I 9 A Secretary I Maintenance Worker Handivan Driver Community Service Supervisor Public Safety Clerk Heavy Equipment Operator Transit Clerk PSB IS Tech Account Clerk I Transit Technician Bus Driver Water Meter Shop Foreman Custodian II 19 A Crew Foreman Recreation Activity Specialist Engineering Technician II Relief Driver Mechanic 13 A Junior Accountant 20 A Transit Shop Foreman Information Systems Technician Utility Maintenance Community Service Officer Property Compliance Officer Employees represented by the American Federation of State County & Municipal Employees Local 1173 Custodian I 14 A 11 A 12 A 16 A 18 A 7 A City of Galesburg 2023 Classification Salary Schedule Page 2 1/1/2023 Range Step A Step B Step C Step D Step E Step F Step G Step H Step I 19 P 28.67 29.39 30.12 30.86 31.64 32.43 33.23 34.07 34.92 Range Title 19 P (hourly base wage)Police Patrol Officer Range Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J Step K 22 EXP 65,801.37 67,439.04 69,130.37 70,848.56 72,620.44 74,446.04 76,298.44 78,204.56 80,164.38 82,151.04 84,218.23 24 EXP 72,298.30 74,097.01 75,949.44 77,855.56 79,788.52 81,802.03 83,842.38 85,936.45 88,084.18 90,285.60 92,540.74 28 EXP 87,611.64 89,801.93 92,046.98 94,348.16 96,706.86 99,124.52 101,602.65 104,142.70 106,746.26 109,414.92 112,150.29 32 EXP 105,856.70 108,487.71 111,226.06 113,991.28 116,837.04 119,763.33 122,770.16 125,830.70 128,971.76 132,196.06 135,500.98 Pay Ranges and Classification Titles Range 22 EXP 24 EXP 28 EXP 32 EXP Police Lieutenant Police Deputy Chief Police Chief Sworn Employees in the Galesburg Police Department Personnel Represented by the Public Safety Employees' Organization Pay Ranges and Classification Titles Sworn Exempt Personnel in the Galesburg Police Department Title Police Sergeant City of Galesburg 2023 Classification Salary Schedule Page3 1/1/2023 Range Step A Step B Step C Step D Step E Step F Step G 19 F (80)*26.39 27.71 29.10 30.57 32.08 33.69 35.39 19 F (106)19.43 20.40 21.42 22.49 23.62 24.77 26.04 21 F (80)*29.10 30.57 32.08 33.69 35.39 37.14 39.00 21 F (106)21.42 22.49 23.62 24.77 26.04 27.34 28.71 *includes 2.5% staff position incentive Pay Ranges and Classification Titles Range Title 19 F (80) 19 F (106) 21 F (80) 21 F (106) Note: For the ranges above, Step F requires a Fire Science Certificate and Step G an Associate Degree in Fire Science Sworn Exempt Personnel in the Galesburg Fire Department Range Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J Step K 23 EX (106)65,761.43 67,405.45 69,090.60 70,817.87 72,588.32 74,403.01 76,263.09 78,169.66 80,123.91 82,127.00 84,180.18 27 EX 79,558.78 81,529.81 83,577.66 85,676.70 87,801.34 90,002.77 92,255.41 94,559.22 96,914.26 99,346.10 101,829.09 31 EX 96,069.52 98,475.74 100,933.15 103,441.77 106,052.75 108,689.36 111,402.76 114,192.94 117,059.92 119,978.11 122,973.07 Pay Ranges and Classification Titles Range Title 23 EX (112) 27 EX 31 EX Sworn Employees in the Galesburg Fire Department Fire Battalion Chief Fire Deputy Chief Fire Chief Sworn Personnel Represented by I.A.F.F. Local No. 555 Firefighter (80) Firefighter (106) Fire Captain (80) Fire Captain (106) City of Galesburg 2023 Classification Salary Schedule Page 4 1/1/2023 Range Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J Step K15 EX45,231.76 46,358.10 47,535.59 48,713.10 49,941.81 51,170.51 52,450.43 53,755.92 55,112.62 56,494.91 57,902.8117 EX49,634.63 50,888.94 52,143.25 53,448.75 54,779.85 56,162.14 57,570.04 59,003.53 60,488.21 61,998.51 63,534.3918 EX52,015.25 53,320.76 54,651.86 56,008.55 57,416.43 58,849.93 60,309.04 61,819.31 63,355.20 64,942.27 66,580.5719 EX54,549.46 55,931.78 57,314.04 58,747.55 60,232.24 61,716.93 63,278.41 64,839.89 66,478.16 68,142.03 69,831.5220 EX57,109.28 58,542.76 60,001.85 61,512.13 63,048.02 64,609.50 66,222.19 67,886.05 69,575.54 71,316.19 73,108.0621 EX59,925.07 61,409.74 62,945.62 64,532.72 66,145.37 67,783.67 69,498.73 71,213.80 73,005.68 74,823.12 76,691.7822 EX62,740.84 64,302.34 65,915.00 67,553.28 69,242.75 70,983.43 72,749.67 74,567.14 76,435.81 78,330.06 80,301.1023 EX65,761.43 67,399.70 69,089.15 70,804.23 72,570.49 74,387.97 76,256.62 78,150.88 80,121.92 82,118.56 84,166.4224 EX68,935.59 70,650.64 72,416.91 74,234.37 76,077.43 77,997.28 79,942.73 81,939.40 83,987.24 86,086.27 88,236.5225 EX72,382.37 74,183.17 76,037.76 77,946.09 79,881.30 81,897.14 83,939.87 86,036.37 88,186.60 90,390.58 92,648.3526 EX75,770.27 77,664.52 79,609.97 81,581.01 83,628.85 85,727.89 87,852.53 90,053.97 92,306.61 94,610.44 96,991.0627 EX79,558.78 81,529.81 83,577.66 85,676.70 87,801.34 90,002.77 92,255.41 94,559.22 96,914.26 99,346.10 101,829.0928 EX83,536.68 85,625.10 87,765.73 89,959.87 92,208.87 94,514.08 96,876.94 99,298.85 101,781.32 104,325.85 106,934.0029 EX87,371.29 89,557.37 91,779.30 94,072.87 96,438.12 98,839.23 101,312.00 103,820.61 106,436.73 109,088.68 111,812.3231 EX96,069.52 98,475.74 100,933.15 103,441.77 106,052.75 108,689.36 111,402.76 114,192.94 117,059.92 119,978.11 122,973.0732 EX100,933.13 103,441.77 106,052.75 108,689.36 111,402.76 114,192.94 117,059.92 119,978.11 122,973.07 126,047.41 129,198.61 33 EX105,979.79 108,613.87 111,355.40 114,123.83 116,972.90 119,902.60 122,912.93 125,977.01 129,121.73 132,349.78135,658.53 34 EX110,979.11 113,747.54 116,596.61 119,477.88 122,563.50 125,546.97 128,691.70 131,917.04 135,223.02 138,582.78142,050.04 Pay Ranges and Classification Titles Pay Ranges and Classification TitlesRange Title Range Title15 EX Administrative Services ManagerStaff Accountant Benefits & Risk ManagerRecreation Supervisor Code Compliance SupervisorGeneral Inspector Housing Program CoordinatorGolf Professional Human Resource ManagerPurchasing Agent Park SuperintendentAssociate Planner Assistant Finance Director9-1-1 CoordinatorIT ManagerGarage Superintendent Project Manager IIJunior Systems Adminstrator Senior Systems AdministratorTransit Operations Supervisor Transit ManagerGIS Analyst 27 EX Water SuperintendentProject Manager I 29 EX Director of Parks and RecreationCity EngineerDirector of Community DevelopmentDirector of Finance & Information Systems32 EX Assistant Public Works DirectorAssistant City Manager & Director of Public WorksDirector of Public Works33 EXExempt Salaried Personnel (EX) 31 EX18 EXDeputy City Clerk23 EX24 EX20 EX22 EX 26 EXCity of Galesburg2023 Classification Salary SchedulePage 5 1/1/2023 Range Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J Step K 15 NRH 21.74 22.30 22.84 23.42 24.00 24.60 25.23 25.86 26.51 27.16 27.84 19 NRH 26.23 26.88 27.56 28.25 28.95 29.68 30.41 31.18 31.96 32.75 33.58 20 NRH 27.46 28.15 28.85 29.56 30.30 31.07 31.84 32.64 33.47 34.31 35.16 21 NRH 28.81 29.52 30.27 31.03 31.80 32.61 33.43 34.27 35.08 35.96 36.88 Pay Ranges and Classification Titles Range Secretary II Transit Assistant Greenkeeper Water Lab Supervisor Arborist Water Distribution Supervisor Water Operations Supervisor Water Production Supervisor Maintenance Supervisor Traffic Supervisor21 NRH Non-Represented Hourly (NRH) Overtime Eligible Title 15 NRH 19 NRH 20 NRH City of Galesburg 2023 Classification Salary Schedule Page 6 1/1/2023 Temporary, Seasonal and Part-Time Hourly Employees Other Positions Range Step A Step B Step C Step D Step E Step F Title Annual Salary 1 TT 10.50 n/a n/a n/a n/a n/a Board of Fire & Police Chairman $660.00 1 T 13.00 n/a n/a n/a n/a n/a Board of Fire & Police Commissioners $300.00 3 T 13.00 13.50 14.00 14.50 n/a n/a 4 T 14.00 14.50 15.00 15.50 16.00 n/a Weekly Stipend 5 T 15.00 15.50 16.00 16.50 17.00 17.50 $100.00 6 T 16.50 17.00 17.50 18.00 18.50 19.00 7 T 17.50 18.00 18.50 19.00 19.50 20.00 Range Title Range Building Attendant Administrative Assistant Clerk Building Services Worker Data Entry Clerk Campground Attendant Maintenance Worker Community Serv Officer Recreation Attendant Equipment Operator School Crossing Guard ETSB Assistant Softball Scorekeeper Food Manager Summer Camp Counselor Head Lifeguard Tennis Instructor Project Specialist Concessions Public Safety Data Entry Clerk Maintenance Worker Recreation Specialist Recreation Attendant Special Projects Coordinator Scorekeepers Specialist Instructor Summer Camp Counselor Transit Building Services Worker Tennis Instructor Transit Dispatcher Wading Pool Maintenance Water Collection Clerk Water Plant Maintenance Water Safety Instructor Account Clerk Handivan Driver Building Attendant Recreation Coordinator Clerk 7 T Bus Driver Crew Supervisor Custodian Data Entry Clerk Engineering Aide Equipment Operator Golf Starter/Marshall Head Crossing Guard Head Lifeguard/WSI Lifeguard School Crossing Guard 6 T 5 T 4T College Intern Pay Ranges and Classification Titles Title 1 TT Teen Range 3 T City of Galesburg 2023 Classification Salary Schedule Page 7 This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. DATE: December 2022 POSITION: IT Manager DEPARTMENT: Finance REPORTS TO: Director of Finance and Information Systems SALARY ORDINANCE CODE: 26 EX GENERAL DESCRIPTION Under the direction of the Director of Finance and Information Systems, this individual provides leadership, management, strategic goals, development, implementation and administration of city technology policies and procedures to ensure the accuracy, confidentiality and security of all information technology, and all systems deployed by the City of Galesburg. Assists in the development and implementation of the City information systems and communications goals. ESSENTIAL FUNCTIONS Provides oversight and direction for network engineering design, implementation, staging, deployment, and operation of the city’s LAN/WAN network infrastructure. Provides oversight and direction for the administration, maintenance, replacing and/or upgrading for the various network systems utilized by the City. Develops and maintains long-range plans for the information technology needs of the organization and oversees the acquisition, installation, and operation of all computer hardware and software. Coordinates and manages the communication, agreements, and implementation of City technology use and services provided to other governmental or external agencies. Supervises Information Systems staff and is responsible for all administrative functions of the division. Develops and maintains organizational security program, strategic technology plan, and disaster recovery plan. Develops, manages the Management Information System budget and the computer replacement fund. Responsible for making information technology purchases for the division and City. Researches computer hardware and software as needed to improve and maintain the system. This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. Troubleshoots hardware and software problems City-wide as needed. Provides training for various software products utilized by the City to employees. Purchases, monitors, and maintains hardware and software maintenance agreements. Defines policies and procedures for E-Government, network security, remote access and anti-virus software. Management of intergovernmental agreements which include planning, troubleshooting, database development and web page/site creation. Continually reviews industry standards through professional publications and training opportunities. Assists and/or provides expertise to other departments while evaluating the purchase of new software. Coordinate the planning, purchasing, installation, testing and maintenance of equipment and products. Plans and schedules human and technology resources. Assists in negotiation and coordination activities of hardware, software, telecommunications and support vendors. Other duties as assigned. EDUCATION Bachelor degree in computer science or other related field with equivalent work experience. WORK EXPERIENCE REQUIRED Minimum of 8 years experience in progressively responsible information technology area, with a minimum of 5 years management experience at a senior level required. PERSONAL QUALIFICATIONS AND ABILITY To understand and evaluate emergent technologies and integrate them into existing business processes with the goal of enhancing organizational capabilities and efficiency. Strong troubleshooting and management skills and broad knowledge of hardware and software. To communicate effectively through strong written and verbal skills with coworkers, computer hardware/software vendors and the general public. Ability to prioritize requests, organize, schedule and coordinate a variety of activities and projects. Ability to lift equipment and materials weighing up to 25 pounds or more. Ability to work independently. To be knowledgeable of the City’s safety procedures and practices. This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. DATE: December 2022 POSITION: Senior Systems Administrator DEPARTMENT: Finance REPORTS TO: IT Manager SALARY ORDINANCE CODE: 26 EX GENERAL DESCRIPTION Under the supervision of the IT Manager, will assist in maintaining, modifying, upgrading and managing the information system for the City of Galesburg. The Senior Systems Administrator will work closely with the Information Systems Supervisor in supporting the technology goals of the City of Galesburg. ESSENTIAL FUNCTIONS Under limited supervision, manages a large multi-platform networking environment. Responsible for administrating, upgrading, maintaining and replacing such systems as the core network system, VMware virtual server system, E-mail system, VoIP phone system, video surveillance system, LaserFiche system, WAN (Wide Area Network) communications, wireless (public/private) networks. Responsible for managing all network resources, applications, and related hardware. Responsible for, when needed, the implementation of security and disaster recovery and assessment associated with each of these areas. These include specific disaster recovery services such as a redundant systems plant and backup solutions and documentation for both data and virtual servers. Responsible for City fiber optic infrastructure, communications channels with other entities such as the Knox County, PSB, State Board of Elections, IDOT, and the City of Monmouth. Supports internal customers with network and PC assistance. Primary backup for the Junior Systems Administrator and Public Safety Building information technology duties. Assists with providing network and communications support for the Water Division’s SCADA system at both the Galesburg and Oquawka water plants. Maintains accurate inventory of users, security rights, directories and software versions on the server to This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. secure network resources. Ensures user compliance with all existing Information Systems policies and software licensing agreements. Implements network security, including building firewalls, applying cryptography to network applications, managing host security, file permissions, and file system integrity. Manages the connection of all remote while ensuring the system is secure from unauthorized users. Evaluates and/or recommends hardware and software purchases. Troubleshoots hardware and software problems City-wide as needed. Provides training of various software products to City employees. Provides technical consulting services to department / organization regarding use of computers and networks to satisfy business needs. Develops and maintains databases as needed to provide information and to improve efficiencies. Continually reviews industry standards through professional publications and training opportunities. Ensures that any confidential information that is viewed or accessible is handled appropriately; will not seek to obtain any confidential information unless it is necessary for the performance of job duties. Administers the helpdesk ticket system. Performs system updates, often during off-hours. Performs other duties as assigned. EDUCATION Bachelor degree in computer science or other related field, networking industry certification and/or equivalent work experience. WORK EXPERIENCE REQUIRED Three to five years of networking experience. Experience with financial application software is also desirable. PERSONAL QUALIFICATIONS AND ABILITY Ability to understand and carry out complex instructions in accordance with departmental policies and procedures. This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. Strong troubleshooting skills and broad knowledge of hardware and software. Requires the ability to evaluate technology as it applies to the City’s needs. Ability to communicate effectively through strong written and verbal skills with coworkers, computer hardware/software vendors and the general public. Ability to lift equipment and materials weighing up to 25 pounds or more. Prioritize requests, organize, schedule and coordinate a variety of activities and projects. Ability to work independently, with minimal supervision. Ability to respond to computer or network needs outside of normal working hours. To be knowledgeable of the City’s safety procedures and practices. GENERAL DESCRIPTION Under the supervision and direction of the IT Manager, will assist network users and assist in maintaining, modifying, upgrading the information system for the City of Galesburg. The Junior Systems Administrator will work closely with the Information Systems Supervisor and the Senior System Administrator in supporting the technology goals of the City of Galesburg. Independent judgement is exercised within the scope of established department rules, procedures, standards and policies. The Junior Systems Administrator, when needed, will fill in for the Senior System Administrator. ESSENTIAL FUNCTIONS Manages and assists with the installation and maintenance of computer and technology inventories. Provides direct service and technical support to employees and departments seeking information and assistance with database and software issues. Manages the network and communication support for the Water Division’s SCADA system at both the Galesburg and Oquawka water plants. Assists with administering, upgrading, maintaining and replacing the City core network system and other systems such as, but not limited to, e-mail system, LaserFiche, wireless (public/private) networks. Assists with the implementation of network security, including but not limited to firewalls, applying cryptography to network applications, managing host security, file permissions, and file system integrity. Assists with the inventory of users, security rights, directories and software versions on the server to secure network resources. Ensures user compliance with Information Systems policies and software licensing agreements. Assists with the development, assessment, and when needed, the implementation of disaster recovery services. Assists with the development and maintenance of databases to provide information and improve efficiencies. Provides back up support for various City network systems. Advises management on applications to assist department operations. Assists with developing, updating and maintaining necessary documentation on network system configurations and procedural responsibilities. Assists with the maintenance, updating and recommendation of changes for City replacement programs. DATE: December 2022 POSITION TITLE: Junior Systems Administrator DEPARTMENT: Finance REPORTS TO: IT Manager SALARY ORDINANCE CODE: 22 EX Configures network devices for new deployments and configures replacement network devices from backup configuration files. Assist with the administration and maintenance of the City’s IP based telephony systems network. Assists with fiber network integration, maintenance and support. Day to day operational tasks such as proactive maintenance, management, monitoring performance, incident and problem management, security, and backup and recovery across the network infrastructure. Research and, if applicable, utilize new technology, manuals and guides to resolve inquiries. Prioritize requests, organize, schedule and coordinate a variety of activities and projects. Ensures that any confidential information that is viewed or accessible is handled appropriately; will not seek to obtain any confidential information unless it is necessary for the performance of job duties. Perform other duties as assigned. EDUCATION Bachelor’s degree in computer science, information technology, electronics, or a closely related field. WORK EXPERIENCE REQUIRED Five years of increasingly responsible computer system support experience. Experience with related software including word processing, spreadsheet, E-mail, and desktop security and Internet based systems. Knowledge of computer networking and structured cabled plants. Knowledge of office practices and procedures. Experience with network address management concepts, including IP subnetting. Experience with traditional systems, including voice and fax. Experience working with major server operating systems, including but not limited to Linux and Windows Server versions. PERSONAL QUALIFICATIONS AND ABILITY Ability to determine and resolve computer related problems. Ability to learn and adapt to changes in technology. Ability to work independently, with minimum supervision. Explain technical concepts in non-technical terms to individuals and groups. Establish and maintain cooperative working relationships with those contacted during the course of work. Ability to maintain a clean driving record and State of Illinois Driver’s License. To be knowledgeable and compliant of the City’s safety procedures and practices. Working knowledge of communication systems for data, voice and video. Ability to work independently and in a team environment to resolve issues and meet deadlines, as well as under minimal supervision and under own initiative. Ability to communicate effectively with city employees as well as vendors and suppliers, in both oral and written forms. Ability to write documentation and training materials. Strong troubleshooting skills and knowledge of hardware and software. Understands Voice over IP systems. Has working knowledge of virtualization platforms, including VMware vSphere. Familiar with enterprise data storage solutions utilizing iSCSI, NFS, and similar technologies. Proficient at administering common network services, such as DNS, DHCP, NTP, etc. Familiar with common programming or scripting languages, including C#, Javascript, Powershell. Understands industry standard safety practices and procedures for electrical/electronic equipment and hazardous material exposure. Understands issues involved in administering and maintaining corporate local area network, (LAN), infrastructure, including network cabling, testing network connectivity, firewall configurations, tablet, and desktop internet applications, etc. Understands issues involved in administering and maintaining corporate wide area network, (WAN) infrastructure, backhaul technologies, WAN and Internet routing protocols, etc. PHYSICAL REQUIREMENTS Bending, twisting, squatting, crouching, and kneeling. Ability to sit for extended periods of time. Ability to hear, tell where a sound is coming from and differentiate between sounds. Ability to lift equipment and materials weighing up to 25 pounds or more. WORKING CONDITIONS May require working evenings and weekends, sometimes with little advance notice. Primarily office setting. This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. GENERAL DESCRIPTION Under the direction of the City Manager, effectively coordinates the day-to-day initiatives of the City Manager’s office, including performing highly responsible and complex administrative work. Supports the efforts of the City Manager in a highly professional environment and represents the City Manager as their assistant. This position will be responsible for the management of the City Council agenda and packet preparation, communications, administrative adjudication, and coordinating multiple departmental efforts. ESSENTIAL FUNCTIONS Acts as an assistant to the City Manager. Manages calendar, appointments, and meetings for the City Manager. Manages and/or coordinates various routine and special projects as assigned, including general project organization and management, research and analysis, and creation of reports and presentations as needed. Maintains confidentiality of matters and issues for the City Manager and the Mayor. Acts as liaison for the City Manager with other City officials and advises them and the public of the status of pending matters. Maintains flow of information to Mayor and Council members via e-mail, phone, reports, and other methods as needed. Provides office management, including oversight and training for screening visitors and phone calls for the City Manager and the Mayor, resolving problems and/or making proper referrals to other City officials as required, scheduling, office coordination, and composing correspondence, letters, and memos, and other administrative functions as needed. Coordinates the review and creation of City Council agendas and e-packets, including ensuring staff contributions are submitted by established deadlines and include all necessary components. Maintains Council Calendar for use by the City Manager and City Council members. Prepares reports as necessary, at the direction of the City Manager. Ensures City Council and commission meetings are properly posted and noticed. Leads communications for the City, including developing and implementing the City’s communication plan and strategy. This position is responsible for content development and review across multiple platforms, to effectively communicate City services and information to the public, as well as develop and maintain an exceptional public image for the City. This position will work cooperatively with departments across the organization and community partners to ensure marketing materials are consistent across the organization and with any established community-wide branding. Collaborate as needed to increase governmental transparency and foster a well-informed community. Develop avenues to facilitate and encourage effective internal communication between departments and with employees. DATE: November 2022 POSITION TITLE: Administrative Services Manager DEPARTMENT: Administration REPORTS TO: City Manager SALARY RANGE: 24 EX Responsibilities will include authoring and/or reviewing press releases and providing direction to staff as needed to effectively distribute public information, as well as manage the City’s website, social media outlets, and other City communication avenues. Create and publish annual reports, as well as other communications as needed. Develop and implement avenues for citizen engagement, including oversight for “Contact Us” emails and e-alerts from the City’s website. Manages the city’s social media presence, to ensure effective communication, as well as compliance with rules and regulations. Manages the Administrative Adjudication system, including program oversight, as well as training and coordinating staff. Regularly monitors docket and staff performance for training and adjustments as needed. Provides oversight and implementation as needed for scheduling, preparing for hearings, maintaining the docket, mailing and tracking notices of violation and orders, running the docket during hearings, and maintaining clear and accurate records. Coordinates the process across departments, and regularly reviews cases for compliance with city ordinances and policies. Drafts ordinances, resolutions, and agreements. Assists the City Manager in the coordination of outside legal counsel items. Assists as needed, with drafting, filing, and tracking cases in the City’s legal system. Collaborates with city staff and city attorney as needed to coordinate city initiatives requiring legal counsel, including, but not limited to property transfers. Assists the City Manager with budget development and review, including budgeting for the Administration Department, Legal Department, City Council, and other selected items as assigned. Lead or participate on internal and external committees as requested by the City Manager. Manage or assist with other projects and duties, as assigned by the City Manager. EDUCATION Bachelor’s degree in administration, accounting, finance, economics or similar field is required. WORK EXPERIENCE REQUIRED Minimum of five years progressively responsible work experience, preferably in municipal government or a related field. Experience with communications, website, and social media management. Thorough knowledge of computer systems and software, as well as electronic document management. Through knowledge of municipal government, municipal code, and legal processes. Project management experience. ________________________________________________________________________________________________________________ This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. PERSONAL QUALIFICATIONS AND ABILITY Ability to maintain confidentiality. Ability to exercise courtesy, tact, and diplomacy. Ability to develop and maintain effective working relationships with City employees, elected officials and the general public. Ability to gather and classify data, prepare and maintain electronic documents. PHYSICAL DEMANDS This position is primarily sedentary in nature. Incumbents may exert up to 10 lbs. of force occasionally and a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Incumbents are usually seated, but may also walk, stand, bend, stoop, reach, handle and finger for brief periods of time. Environmental conditions are typical to those found in a conventional office setting. Must be able to talk and hear. GENERAL DESCRIPTION Performs a variety of human resource functions. This position carries out responsibilities in the following functional areas: employee and labor relations, training, performance management, onboarding, policy implementation, recruitment/employment, affirmative action, FMLA, and employment law compliance. ESSENTIAL FUNCTIONS Develops and administers effective recruitment and staffing strategies, programs and policies. Manages City’s personnel system including position classifications, job descriptions, performance evaluations, job analysis, interviewing and training. Responsible for the administration of the City’s Diversity, Equity, and Inclusion initiatives. Provides direction and training to City officials and employees; enforces the requirements of the programs; receives, refers and monitors all queries. Initiates investigation action regarding all discrimination charges. Develops and implements personnel policies, procedures, and programs from accumulated resources and makes recommendations for current decisions and future situations. Manages employee discipline; including tracking, reviewing appeals relating to discipline, suspension or discharge of employees. Performs internal investigations related to disciplinary issues. Acts as principal advisor to the City Manager on personnel matters; advises department heads on personnel problems and interpretation of personnel rules and policies. Assists with labor relations during contract talks, analyzes, and recommends change in contract language as needed and coordinates negotiating sessions. Administers the Performance Management software. Oversees the administration of the Educational Incentive Program. Manages Family & Medical leave. DATE: November 2022 POSITION TITLE: Human Resources Manager DEPARTMENT: Administration REPORTS TO: City Manager SALARY RANGE: 24 EX ________________________________________________________________________________________________________________ This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. Manages ADA related accommodations or leave programs. Serves as the administrative representative for the Employee Assistance Program. Serves as the staff liaison for the City to the Community Relations Commission. Serves as the Chair of the Employee Relations Commission. Coordinates internal training for City employees. Administers Department of Transportation required drug and alcohol testing for employees with a commercial driver’s license, and the Federal Transit Administration required drug and alcohol testing for Transit drivers. Performs and completes related work as required or as directed by the City Manager. EDUCATION A bachelor’s degree in human resources, psychology, labor relations, public administration or a closely related field. PHR/SHRM-CP certification is desirable. WORK EXPERIENCE REQUIRED Five to seven years of directly relevant experience in personnel administration, labor relations, or any equivalent combination of education and experience which provides the necessary requirements for the position. PERSONAL QUALIFICATIONS AND ABILITY Ability to communicate effectively with employees and the general public; including strong interpersonal, verbal and written communication skills. Knowledge of EEOC guidelines, rules and regulations. Knowledge of the American with Disabilities Act (ADA). Knowledge of human resources practices and theories. Ability to establish and maintain working relationships with employees and the general public; including interactions in individual, small group and group presentation settings. Ability to identify problem areas and make recommendations for corrective measures. Ability to manage complex projects and tasks, multiple assignments, difficult situations and conflict resolution. ________________________________________________________________________________________________________________ This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. Thorough knowledge of managerial/budgetary concepts, theories, practices, and principles. Thorough knowledge of labor/management relationship concepts and adequate interpersonal skills to insure positive application of those concepts. Ability to maintain a regular work schedule. PHYSICAL DEMANDS This position is primarily sedentary in nature. Incumbents may exert up to 10 lbs. of force occasionally and a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Incumbents are usually seated, but may also walk, stand, bend, stoop, reach, handle and finger for brief periods of time. Environmental conditions are typical to those found in a conventional office setting. Must be able to talk and hear. GENERAL DESCRIPTION Manages a comprehensive program of employee benefits including insurance plans for medical, dental, vision care and group life. Manages the Section 125 Plan and the Deferred Compensation Plan. Participates in special projects and research related to employee benefits and performs related work as assigned. Handles employee files, benefit and claim information and other records of a confidential nature. Handles risk management tasks such as insurance claims, insurance renewal and other related activities. ESSENTIAL FUNCTIONS Processes enrollment of the health, dental and life insurance plans and the Section 125 and Deferred Compensation Plan; manages daily activities related to each plan. Manages the paid leave accrual program; establishes and monitors employee leave accruals and sick pay bonus benefit. Administers all benefit programs in accordance with collective bargaining agreements and the City’s personnel policy. Serves as the City’s liaison to benefit plan members and the designated third party administrator. Assists members, retirees and dependents in enrollment, amendment and cancellation of benefits, to include providing assistance with benefit issues. Assigns payroll deductions and other appropriate payment arrangements for insurance premiums in accordance with the City’s adopted policies. Provides benefit information in electronic and hard copy forms and communicates benefits changes to all appropriate group members. Serves as the Chair of the Health Insurance Advisory Committee; advises the City Manager regarding benefit plan issues. DATE: November 2022 POSITION TITLE: Benefits and Risk Manager DEPARTMENT: Administration REPORTS TO: City Manager SALARY RANGE: 24EX ________________________________________________________________________________________________________________ This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. Serves as the Chair of the Safety Committee. Administers and investigates safety issues, employee and City vehicle accidents, and liability claims and acts as a liaison with the City’s third-party administrator. Coordinates internal safety training for City employees. Plans, develops, and coordinates wellness activities including, but not limited to, health fairs, blood screenings, educational programs, and wellness newsletters. Serves as the City’s HIPAA Privacy Officer; maintains confidentiality of all health information and assists members in filing HIPAA grievances. Works with private insurance companies and States Attorney’s Office to recover damages to City property. Receive, investigate, and resolve liability claims prior to litigation. Handle City’s insurance portfolio working with brokers on insurance renewal and processing of claims covered by the City’s insurance. Reviews and recommends changes to applicable medical and dental plans to maintain compliance with state and federal laws, regulations, or orders. Coordinates the bi-annual actuarial study of the City’s health plan and the Retiree Medical Subsidy Program. Assists employees with retirement benefit planning and enrollment. Establishes and monitors employee payroll deductions including wage assignments. Provides orientation to new employees regarding benefits and payroll. Prepares benefit projections for the annual budget. Assists in collective bargaining activities in the area of benefits, serves on the collective bargaining team at the request of the City Manager. Performs other duties as assigned and as may be requested by the City Manager. EDUCATION High school diploma and additional courses or training in accounting, insurance, and public relations and computer software. Bachelor’s degree in human resources, business administration, finance, accounting or related field preferred. PHR/SHRM-CP certification is desirable. WORK EXPERIENCE REQUIRED ________________________________________________________________________________________________________________ This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. Minimum of three years progressively responsible experience in employee benefit administration, human resources management or related experience, or an appropriate combination of education and experience. Thorough knowledge of federal and state laws and regulations governing the administration of employee benefits. Thorough understanding of human resources and employee benefits management. PERSONAL QUALIFICATIONS AND ABILITY To communicate effectively with employees and the general public, including strong interpersonal, verbal and written communications skills. Possesses strong computer skills, including Word, Excel and PowerPoint. Ability to efficiently operate and maintain relevant database, spreadsheet and electronic transmission files, programs or services. Possession of strong analytical skills, to include analyzing and interpreting various benefit programs, personnel policies and collective bargaining agreements. To establish and maintain working relationship with the employees and general public, including interactions in individual, small group and group presentation settings. To identify problem areas and recommend corrective measures. To work independently and in groups with minimal supervision. PHYSICAL DEMANDS This position is primarily sedentary in nature. Incumbents may exert up to 10 lbs. of force occasionally and a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Incumbents are usually seated, but may also walk, stand, bend, stoop, reach, handle and finger for brief periods of time. Environmental conditions are typical to those found in a conventional office setting. Must be able to talk and hear. This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. General Description The Relief Driver position will work on both Paratransit and Fixed routes as needed. When driving paratransit the Relief driver will transport disabled passengers by means of a specially designed lift vehicle as well as providing support relief. When driving fixed route the Relief driver will transport passengers safely to their destinations. Essential Functions Preforms daily pre trip and post trip inspections to monitor vehicle operations and maintenance to ensure the safety of the passengers. Operate all functions of the assigned vehicle properly. Stop frequently to pick up/drop off passengers, answer customer questions regarding business services, and inform passengers of delays in service. Follow directions from dispatch for routing/re-routing and “on-call” stops. Record ridership, collect fares, issue change and passes. Complete and comply with all required training and certifications. Follow customer service, communication, and electronic devices etiquette per policy. Loads and unloads passengers with mobility aids as well as medical assistance aids such as oxygen, wheelchairs, walkers or power chairs. Safely drives passengers to and from various destinations. DATE: November 2022 POSITION TITLE: Relief Driver DEPARTMENT: Community Development REPORTS TO: Transit Operations Supervisor SALARY ORDINANCE CODE: 12A This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. Maintains daily driving reports involving daily trip tickets and money. Performs all other duties as assigned. Education High School Diploma or equivalent. Work Experience Required Knowledge of Illinois driving rules and regulations. Knowledge of City of Galesburg traffic ordinances, parking ordinances and familiarity with City streets. Knowledge of and or experience working with people with disabilities. Personal Qualifications and Ability At least 21 years of age. Ability to pass a DOT physical. Possession of a clean motor vehicle record. Familiarity with City and County roads. Be personally responsible for inventory, change bag & contents. Work cooperatively with others. Ability to speak, write and read English clearly. To operate a standard 15 passenger van with hydraulic lift. To establish and maintain professional relationship with the public. To be knowledgeable and compliant of City safety procedures and practices. Ability to learn and follow all pertinent Federal, State, and local laws, codes, and regulations. Ability to maintain a clean driving record and applicable State of Illinois Driver’s License. Physical Requirements Strength and mobility to operate transportation vehicles. This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. Ability to maneuver passengers utilizing mobility devices, including bariatric passengers. Ability to lift a minimum of 50 pounds. Bending, twisting, squatting, crouching, and kneeling. Ability to sit for extended periods of time. Ability to hear, tell where a sound is coming from and differentiate between sounds. Working Conditions Driving for extending periods. Driving in all weather conditions DATE: November 2022 POSITION: Assistant City Manager & Director of Public Works DEPARTMENT: Public Works REPORTS TO: City Manager PAY RANGE: 33 EX GENERAL DESCRIPTION The Assistant City Manager & Director of Public Works is appointed by and reports to the City Manager. This is a department head level position. The director is responsible for the administration and supervision of a number of City functions including Central Garage, Water, Engineering, Street and Bridge, Traffic and Signage, & Airport Operations. This specifically includes the departmental budget and the supervision of all department employees. In addition to these duties, the ACM/PWD will support the City Manager on numerous initiatives and administrative tasks as needed. ESSENTIAL FUNCTIONS Provides technical and professional engineering expertise to the Public Works Department, City Council, developers and other external clients involved in municipal public works related activities, makes comprehensive recommendations. Coordinates the activities of the Public Works Department and various other duties as assigned by the City Manager. Promote Diversity, Equity, and Inclusion initiatives throughout the Department of Public Works. Serve as the Acting City Manager in the City Manager’s absence. Trains, supervises, disciplines and recommends hiring and promotion of Public Works employees. Prepares and administers the department budget. Develops and implements long-range planning for Airport, Street, Bridge, Water, and other municipal planning initiatives. Prepares or reviews rate studies for Water Division. Supervises and inspects construction projects to insure adherence to ordinances, codes, and specifications. Develop and maintain effective working relationships with state and federal agencies, council, staff, employees and general public. Carries out the goals and objectives established by the City Council. Attends city council meetings, meetings of boards and commissions, county, state and regional agencies as required. EDUCATION A Bachelor’s degree from an accredited college or university with major course work in civil engineering, public administration, business administration or a related field. A graduate degree in engineering, business administration, public administration or a related field is desired. WORK EXPERIENCE REQUIRED Five to seven years related experience is desirable. Working knowledge of Public Works Department operations and procedures. Working knowledge of the field of civil engineering as applied to municipal engineering problems, including legal and technical aspects. Working knowledge of the relevant government and/or community institutions, organizations, procedures and processes, and pertinent federal, state and local regulations. Experience with budgeting, supervision of personnel, union contracts, and long-term planning. Knowledge of the methods, materials and equipment used in construction, repair, and maintenance of water utilities, streets, airport, storm sewer and other municipal structures. PERSONAL QUALIFICATIONS AND ABILITY Ability to communicate effectively through oral presentations and written memorandums. Ability to establish and maintain working relationships with other employees and the public. Thorough knowledge of managerial/budgetary concepts, theories, practices and principles. Thorough knowledge of labor/management relationship concepts and adequate interpersonal skills to insure positive application of those concepts. Ability to plan, assign, direct and supervise employees. Ability to function effectively under stress. LICENSES AND CERTIFICATIONS Possession or ability to obtain a registered professional engineer license in the State of Illinois preferred. Possession or ability to obtain a valid Illinois Driver’s license. PHYSICAL DEMANDS This position is primarily sedentary in nature. Incumbents may exert up to 10 lbs. of force occasionally and a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Incumbents are usually seated, but may also walk, stand, bend, stoop, reach, handle and finger for brief periods of time. Environmental conditions are typical to those found in a conventional office setting. Must be able to talk and hear. This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. DATE: November 22, 2022 POSITION: Assistant Director of Public Works DEPARTMENT: Public Works REPORTS TO: Assistant City Manager/Director of Public Works PAY RANGE: 32 EX GENERAL DESCRIPTION The Assistant Director of Public Works, under the general supervision of the Director of Public Works, directs, manages, supervises and coordinates assigned programs and activities within the Public Works Department including Central Garage, Water, Engineering, Street and Bridge, Traffic and Signage, & Airport Operations; coordinates assigned activities with other departments, divisions, and outside agencies; and provides highly responsible and complex administrative support to the Director of Public Works. ESSENTIAL FUNCTIONS  Assume responsibility for all Department functions in the absence of the Director of Public Works.  Train, supervise, discipline, and recommend hiring and promotion of Public Works employees.  Provide administrative and fiscal direction to the Public Works Department. This includes program planning and management, budget preparation, and personnel administration.  Provide annual reviews for City Engineer, Garage Superintendent, Water Superintendent  Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within department policy, appropriate service and staffing levels.  Serves as City’s Safety Officer and establish and administer safety training programs in cooperation with the Department’s supervisors and other Departments.  Assist developing long-term capital improvement programs for the Public Works Department in cooperation with the Public Works Director, City Engineer, Water Superintendent, and Garage Superintendent for roadways, bridges, storm sewers, water infrastructure, buildings, and equipment.  Provide assistance to the Director of Public Works, including planning, developing, and executing special projects.  Prepare or review rate studies for Water Division.  Develop and maintain effective working relationships with state and federal agencies, council, staff, employees and general public. EDUCATION A Bachelor’s degree from an accredited college or university with major course work in civil engineering, public administration, business administration or a related field. WORK EXPERIENCE REQUIRED  Five to seven years related experience is desirable.  Working knowledge of Public Works Department operations and procedures.  Working knowledge of the field of civil engineering as applied municipal engineering problems, including legal and technical aspects.  Working knowledge of the relevant government and/or community institutions, organizations, procedures and processes, and pertinent federal, state and local regulations.  Experience with budgeting, supervision of personnel, Union negotiations, and long-term planning. PERSONAL QUALIFICATIONS AND ABILITY  Ability to communicate effectively through oral presentations and written memorandums.  Ability to establish and maintain working relationships with other employees and the public.  Thorough knowledge of managerial/budgetary concepts, theories, practices and principles.  Thorough knowledge of labor/management relationship concepts and adequate interpersonal skills to insure positive application of those concepts.  Ability to plan, assign, direct and supervise employees.  Ability to function effectively under stress LICENSES AND CERTIFCATIONS  Possession or ability to obtain a valid Illinois Drivers license PHYSICAL DEMANDS This position is primarily sedentary in nature. Incumbents may exert up to 10 lbs. of force occasionally and a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Incumbents are usually seated, but may also walk, stand, bend, stoop, reach, handle and finger for brief periods of time. Environmental conditions are typical to those found in a conventional office setting. Must be able to talk and hear. This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position and shall not be construed as declaring what specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty . TOWN OF THE CITY OF GALESBURG Date:December 19, 2022 Agenda Number:22-9031 TOWN FUND $5,120.69 GENERAL ASSISTANCE FUND $3,767.69 IMRF FUND $1,788.69 SOCIAL SECURITY/MEDICARE FUND LIABILITY FUND AUDIT FUND TOTAL $10,677.07