HomeMy WebLinkAbout01162024 City Council Packet55 W. TOMPKINS STREET
GALESBURG, IL 61401
WWW.CI.GALESBURG.IL.US
City Council Agenda
January 16, 2024
City Council Meeting Agenda
City of Galesburg, Illinois
City Council Chambers
January 16, 2024
Galesburg City Council meetings are streamed live on the City’s website and Comcast channel 7.
6:00 p.m. Roll Call Pledge of Allegiance
Invocation
Proclamation CASA of West Central Illinois 30th Anniversary
Approve Minutes from December 18, 2023
Public Comment
Consent Agenda #2024-01
24-2000 Resolution Motor Fuel Tax (MFT) Maintenance Resolution for the annual
sealcoating for the 2024 calendar year
24-4000 Approve Property Tax Assessment Freeze for Historic Residences
24-4001 Approve Purchasing Policy
24-5000 Receive Police Pension Fund Municipal Compliance Report
24-5001 Receive Fire Pension Fund Municipal Compliance Report
24-5002 Receive Updated wrecker rate schedules
24-8000 Bills and Advance
Checks Approval and warrants drawn in payment of same
Passage of Ordinances and Resolutions
24-2001 Resolution City Treasurer Appointment
Bids, Petitions and Communications
24-3000 Bid Lancaster Park Renovations
24-3001 Bid Backup Dispatch Center Renovation
City Manager’s Report
Miscellaneous Business (Agreements, Approvals, Etc.)
24-4002 Approve Assured Partners risk management consulting renewal
24-4003 Approve Fiscal Year 2024 OPEB contributions
Town Business
24-9000 Bills
Closing Comments
Adjournment
CITY MANAGER’S OFFICE
Operating Under Council – Manager Government Since 1957
___________________________________________________________________________________________________________________________________________________________________________________________ Page 1 of 3
CITY COUNCIL MEETING
City Manager’s Report
January 16, 2024
CONSENT AGENDA #2024-01
Item 24-2000 Annual Sealcoating Motor Fuel Tax Resolution
Staff recommend approval of the Motor Fuel Tax Resolution for the 2024 sealcoating in the
amount of $275,000.00. This project will be bid out in the spring and will be brought to Council
for approval; however, prior to advertising the projects for bid, IDOT requires a MFT resolution
be approved. The city is divided into five sections and each year sealcoating is completed in a
different section so that streets are typically sealed on a five-year rotation, as needed. This year,
the majority of the project will involve sealing the streets on the east side of the city. There are
sufficient funds budgeted for this work in the 2024 Budget from the MFT Fund.
Item 24-4000 Property Tax Assessment Freeze for Historic Residences
Staff recommend approval of continuing to participate in the Property Tax Assessment Freeze
Program for Historic, owner-occupied, residences. The Illinois State Statutes provide for a
Property Tax Assessment Freeze Program, which freezes the assessed valuation of an owner-
occupied historic residence when substantial rehabilitation is performed. The assessed valuation
is frozen for a period of eight years at the level when the rehabilitation was begun. The valuation
is then brought back to market level over a period of four years.
Item 24-4001 City of Galesburg Purchasing Policy
Staff recommend approval of the updated Purchasing Policy, which is reviewed and updated
annually. Modifications to the policy include adding language for FCC compliance, and adding
department authorization requirements for the sale of city owned items.
Item 24-5000 Police Pension Fund Municipal Compliance Report
The Police Pension Fund Municipal Compliance Report is provided to be received and placed on
file with the City Clerk’s office.
Item 24-5001 Fire Pension Fund Municipal Compliance Report
The Fire Pension Fund Municipal Compliance Report is provided to be received and placed on file
with the City Clerk’s office.
Item 24-5002 Updated Wrecker Rate Schedule
The updated wrecker rate schedule is provided to be received and placed on file with the City
Clerk’s office.
___________________________________________________________________________________________________________________________________________________________________________________________ Page 2 of 3
Item 24-8000 Bills
Bills and advanced checks are submitted for approval. All purchases are made in accordance with
purchasing policies, with purchases over $25,000.00 utilizing the competitive bid process and
approved individually by City Council. Please direct questions pertaining to bills and/or advance
checks prior to the council meeting to Gloria Osborn, Director of Finance and Information
Systems.
ORDINANCES AND RESOLUTIONS
Item 24-2001 City Treasurer Appointment
Staff recommend approval of appointing the Director of Finance & Information Systems position
as the City Treasurer. On June 7, 2021, the City Council appointed Gloria Osborn, the Director of
Finance & Information Systems, as the City Treasurer until the term expires in May 2025. It is
recommended that a resolution is approved to name the Director of Finance & Information
Systems position as the City Treasurer, instead of naming the individual holding the position at
the time. By modifying the resolution, the City Treasurer position would remain filled, and a new
resolution would not be required during a transition period between employees fulfilling the
position.
BIDS, PETITIONS AND COMMUNICATIONS
Item 24-3000 Lancaster Park Renovations
Staff recommend approval of the bid in the amount of $223,594.00 from Brandt Construction for
renovations to Lancaster Park, including a new shelter, ½ court basketball, walking/access path,
and parking lot. A total of four bids were received, with Brandt Construction providing the low
bid. This project is partially funded by an OSLAD grant that will cover 50% of the construction
costs. Sufficient funds are budgeted in the Utility Tax Fund (Fund 59) and the Grants Fund (Fund
13) for the work to be completed in 2024. The overall total project cost for the OSLAD grant
renovations at Lancaster Park is $450,000.00, which includes the cost of this bid, plus
architectural and engineering costs, as well as the playground equipment and surfacing that are
not included within the scope of this bid.
Item 24-3001 Backup Dispatch Center Renovation
Staff recommend the City Council reject all bids to renovate the backup dispatch center. The
building requires many upgrades and repairs to appropriately function as a backup dispatch
center. Four bids were received as a result of this request, and all bids submitted were
substantially outside of the estimated budget for the project. The project will be revised and
rebid at a later date.
CITY MANAGER’S REPORT
MISCELLANEOUS BUSINESS (Agreements, Approvals, Etc.)
Item 24-4002 Assured Partners Risk Management Consulting Renewal
Staff recommends approval of renewing the current contract with Assured Partners to provide
Risk Management Consulting and Insurance Brokerage Services for a flat annual fee of
$35,000.00 for the period 1/1/2024 through 12/31/2024. Assured Partners was successful in
negotiating a 1% increase for the RMA insurance policy renewal for 2024. In addition to
consulting and insurance brokerage services, the fee from Assured Partners includes employee
___________________________________________________________________________________________________________________________________________________________________________________________ Page 3 of 3
safety training at no additional cost to the City. This value-added service will save the city $3,000
to $5,000 per year in necessary training compared to outside vendors.
Item 24-4003 Fiscal Year 2024 OPEB contributions
Staff recommends the city, excluding the library and Township, contributes the budgeted FY 2024
OPEB contributions of $143,555.00 to the City’s OPEB trust account. In addition to pensions,
many state and local government employers provide other postemployment benefits (OPEB),
such as health insurance, as part of the total compensation offered to attract and retain the
services of qualified employees. From an accrual accounting perspective, the cost of OPEB, like
the cost of pension benefits, generally should be associated with the periods in which the
exchange occurs, rather than the periods when benefits are paid or provided. Funding the trust
helps to reduce the City’s liability and may be viewed positively when the City is requesting or
receiving a credit rating which then may help lower interest costs when issuing debt.
TOWN BUSINESS
Item 24-9000 Town Bills
Respectfully submitted,
Eric Hanson
City Manager
WHEREAS, CASA of West Central Illinois was founded in 1994 to serve Knox, Warren,
Henderson, and McDonough counties with a mission “to speak up for and support the best interests
of abused and neglected children in the court systems”; and
WHEREAS, more than 130 children in the four-county service area is in need of a Court
Appointed Special Advocate and in 2023, CASAs served over 176 children in 78 court cases,
attended over 400 hearings, and drove over 26,000 miles to visit with children; and
WHEREAS, CASAs meet with the children in their care monthly, review all case information,
speak with doctors, teachers, biological parents, foster parents, caseworkers, and other interested
parties; and
WHEREAS, advocates attend all court hearings and create reports to help the Juvenile Judge
determine the best course of action and serve as the child’s voice in the courtroom; and
WHEREAS, children with Court Appointed Special Advocates are more likely to do well in
school, more likely to graduate, and less likely to be bounced from foster home to foster home; and
WHEREAS, along with CASA, the City of Galesburg believes the whole community gains when
the cycle of abuse and neglect in children’s lives is broken by giving them a secure and nurturing
home where they grow up to become productive citizens.
THEREFORE, I, PETER D. SCHWARTZMAN, Mayor of the City of Galesburg, congratulate CASA
of West Central Illinois on their 30th anniversary of fulfilling its vital mission in our area.
Dated this 16th day of January 2024.
_____________________________________
Mayor Peter D. Schwartzman
Proclamation
Galesburg City Council Regular Meeting
City Council Chambers
55 West Tompkins Street, Galesburg, Illinois
December 18, 2023
6:00 p.m.
Called to order by Mayor Peter Schwartzman at 6:00 p.m.
Roll Call #1: Present: Mayor Peter Schwartzman, Council Members Bradley Hix, Wayne Dennis,
Evan Miller, Dwight White, Heather Acerra, Sarah Davis, and Steve Cheesman, 8. Also Present:
City Manager Eric Hanson, City Attorney Jason Jording, and City Clerk Kelli Bennewitz.
Mayor Schwartzman declared a quorum present.
The Pledge of Allegiance was recited.
Bonnie Ericson gave the invocation.
Council Member Miller moved, seconded by Council Member Dennis, to approve the minutes of
the City Council’s regular meeting from December 4, 2023, meeting.
Roll Call #2:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
PUBLIC COMMENT
James Jacobs addressed the Council and stated that he had been out of town and did not attend
a majority of the Community Center Task Force meetings. He appreciated Jay Redfern’s
reporting on the meetings which allowed him to follow along. He objects to the way Tony
Franklin, chairman, was treated and that he should have been allowed to present his final
report. He added that two of the Task Force members felt the same way. Mr. Jacobs also stated
that he took offense to the comment that Mr. Franklin was a dictator and that in fact he is
impeccably honest, fair, thorough and didn’t deserve that treatment. He also commented that
he hoped the Council approves the requests from Smokin’ Willies tonight and appreciated
Council Member Davis’ holiday attire.
Roland Williams, Jr. addressed the Council and stated that he has been involved with the
renovations of the Dale Kelly Tot Lot, including the planting of trees and the new fence, and is
looking forward to the new playground. As part of the neighborhood, he thanked the City for
their interest and work, including the Mayor, Council Members White and Miller, Tom Simkins,
and the Rotary Club.
December 18, 2023 Page 1 of 9
Andrew Jowers addressed the Council and noted that there were several comments in the
minutes from the December 4th meeting that were related to him. When he read these, he
reviewed the U.S. Constitutional Amendments, including the freedom of speech, press, and
religion. He loves Galesburg and does not consider himself to be divisive but is instead part of a
group with three other churches to help with unity in our town. He stated that he had the
opportunity to spend time with seven families over the weekend who are in need of a
community center and encouraged Council to visit neighborhoods they usually don’t visit so
they can see the need as well.
Michael Spinks, Skate Palace, addressed the Council and thanked the Mayor for his recent
fundraising efforts for a new floor at Skate Palace. He also thanked those who have already
contributed, although there is a long way to go. He noted that he drives to the suburbs three to
four times a week, doesn’t make a profit on selling pizzas at the business, and did not ask
anyone to cry at the last meeting. He added that he is not bitter about being left out of the
Community Center Task Force Report. He gave City Clerk Bennewitz copies of estimates he has
received for a new floor, which is approximately $80,000 to $100,000. He implored the Council
to make a motion to give Skate Palace funding for a new floor.
CONSENT AGENDA #2023-24
All matters listed under the Consent Agenda are considered routine by the City Council and will
be enacted by one motion.
23-2066
Approve the following Resolutions abating property tax on General Obligation Bonds:
1. Approve Resolution 23-60 to abate property tax on General Obligation Bond, Ordinance
2013-3418, Series 2013A (Abatement-$117,680)
2. Approve Resolution 23-61 to abate property tax on General Obligation Refunding Bond,
Ordinance 2015-3484, Series 2015 (Abatement-$624,213)
3. Approve Resolution 23-62 to abate property tax on General Obligation Bond, Ordinance
2016-3508, Series 2016 (Abatement- $644,713)
4. Approve Resolution 23-63 to abate property tax on General Obligation Bond, Ordinance
2017-3540, Series 2017 (Abatement- $710,481)
5. Approve Resolution 23-64 to abate property tax on General Obligation Bond, Ordinance
2023-3692, Series 2023 (Abatement $712,333).
23-3044
Approve Roanoke Concrete Products for the annual supply of fill and patch materials for the
2024 calendar year and the following products with the vendors listed below:
●HMA Surface Course “D” N50 and High-Performance Patching Mixture – Tickle Asphalt
Co
●Trench Backfill FA-6 (Picked Up) – Galesburg Builders Supply
December 18, 2023 Page 2 of 9
●Coarse Aggregate CA-6 (Crushed White Stone), Coarse Aggregate CA-6 (gravel or
crushed) (Delivered), Mason Sand (Delivered), Fill Sand (Delivered), Trench Backfill Sand
(Delivered) and 3/8 Pea Gravel CA-16 (Delivered) – Gunther Construction
●3/8 Pea Gravel CA-16 (Picked Up) – Galena Road Gravel
23-4124
Approve Annual City of Galesburg Financial Policy.
23-4125
Approve Annual City of Galesburg Investment Policy.
23-5013
Receive the 2024 Meeting Calendar.
23-8023
Approve bills in the amount of $712,546.95 and advance checks in the amount of
$1,457,008.13.
Council Member Miller moved, seconded by Council Member Dennis, to approve Consent
Agenda 2023-24.
Roll Call #3:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried by omnibus vote.
PASSAGE OF ORDINANCES AND RESOLUTIONS
23-1035
Council Member Miller moved, seconded by Council Member Acerra, to approve Ordinance
23-3719 on final reading amending Chapter 37 of the Galesburg Municipal Code creating
section 37.40 allowing the City to opt out of the Illinois Paid Leave for All Workers Act.
City Manager Hanson and City Attorney Jording both noted that this is new legislation that will
likely resurface in the next year; however, the City already complies with the law. Council
Member Acerra noted her strong support of the Ordinance.
Roll Call #4:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
23-1036
December 18, 2023 Page 3 of 9
Council Member Davis moved, seconded by Council Member Miller, to approve Ordinance
23-3720 on final reading amending Chapter 94 of the Galesburg Municipal Code regarding
Demolitions.
Roll Call #5:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
23-1037
Council Member Dennis moved, seconded by Council Member Davis, to approve Ordinance
23-3721 on final reading amending Traffic Appendix V of Chapter 77 of the Galesburg Municipal
Code to restrict parking along a curve at the intersection of Monroe Street and Hackberry Road.
Roll Call #6:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
BIDS, PETITIONS, AND COMMUNICATIONS
23-3045
Council Member Dennis moved, seconded by Council Member Acerra, to approve a bid from
Sinacola, LLC in the amount of $80,000 for the replacement of a bridge at Bunker Links Golf
Course.
Roll Call #7:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
23-3046
Council Member Dennis moved, seconded by Council Member Miller, to approve the bid from
Team REIL, Inc. in the amount of $36,443 for the purchase and installation of playground
equipment at Dale Kelley Tot Lot Park.
Roll Call #8:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
23-3047
Council Member Miller moved, seconded by Council Member Acerra, to approve a bid from MTI
Distribution, Inc., in the amount of $185,140.68 for the purchase of two 11 foot rotary mowers
to be utilized by the Parks Division.
December 18, 2023 Page 4 of 9
Roll Call #9:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
23-3048
Council Member Davis moved, seconded by Council Member Acerra, to purchase a rotary
mower for the Golf Division.
Roll Call #10:
Ayes: None
Nays: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Absent: None
Chairman declared the motion failed.
CITY MANAGER’S REPORT
1. December Traffic Advisory Committee Report received.
MISCELLANEOUS BUSINESS (AGREEMENTS, APPROVALS, ETC.)
Ken Springer, Executive Director for the Knox County Area Partnership on Economic
Development, introduced Tania Gibbs and Wayland Cunningham, owners of Smokin’ Willies.
They expressed their appreciation to the City Council and are looking forward to making a
future in their own building.
Council Member White stated that he has known the owners for a long time and is proud of
their hard work and encouraged them to keep going.
23-4126
Council Member Davis moved, seconded by Council Member Cheesman, to approve a five-year
Revolving Loan with Smokin Willies BBQ, LLC in the amount of $62,400.
Roll Call #11:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
23-4127
Council Member Miller moved, seconded by Council Member White, to approve a Facade Grant
with Smokin Willies BBQ, LLC, 161 North Cherry Street, in an amount not to exceed $18,991.39,
or 50% of the actual final project costs, whichever is less.
Roll Call #12:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
December 18, 2023 Page 5 of 9
Absent: None
Chairman declared the motion carried.
23-4128
Council Member Miller moved, seconded by Council Member Cheesman, to approve a TIF
Redeveloper Agreement with Smokin Willies BBQ, LLC, for the property located at 161 North
Cherry Street. The estimated eligible expenses of 15% would be approximately $26,135.87.
Roll Call #13:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
Council Member Davis left the meeting at 6:37 p.m.
Council Member Davis returned to the meeting at 6:40
23-4129
Council Member Dennis moved, seconded by Council Member Miller, to approve waiving
normal purchasing policies and pre-approve the purchase of sixteen 2025 police pursuit vehicles
at an amount not to exceed $832,000.
Chief Idle noted that they are committed to using hybrid vehicles again. Council Member
Cheesman thanked the City Manager for the explanation of the large purchase, which he and
the public appreciate.
Roll Call #14:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
Council Member Acerra moved, seconded by Council Member Dennis, to sit as the Town Board.
The motion carried.
TOWN BUSINESS
23-9026
Trustee Davis moved, seconded by Trustee Acerra, to approve Ordinance 23-02 on final reading
approving the Township Budget and Appropriation for the fiscal year beginning January 1, 2024,
and ending December 31, 2024, showing the following:
General Town Fund $528,200
Audit Fund $19,000
December 18, 2023 Page 6 of 9
Liability Fund $10,700
Social Security/Medicare Fund $34,000
Illinois Municipal Retirement Fund (IMRF)$34,000
General Assistance Fund $440,188
Total Appropriations $1,066,088.00
Roll Call #15:
Ayes: Trustees Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
23-9027
Trustee Miller moved, seconded by Trustee Davis to approve Ordinance 23-03 on final reading
approving the 2023 Property Tax Levy for the Town of the City of Galesburg in the amount of
$531,000.
Roll Call #16:
Ayes: Trustees Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
23-9028
Trustee Miller moved, seconded by Trustee Acerra, to approve Town bills and warrants to be
drawn in payment of same.
Fund Title Amount
Town Fund $13,535.26
General Assistance Fund $5,343.77
IMRF Fund $3,309.06
Social Security/Medicare Fund
Liability Fund
Audit Fund
Total $22,188.09
Roll Call #17:
Ayes: Trustees Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
Chairman declared the motion carried.
Trustee Dennis moved, seconded by Trustee Miller, to resume as the City Council. The motion
carried.
CLOSING COMMENTS
December 18, 2023 Page 7 of 9
Council Member Acerra welcomed new City Manager Eric Hanson and is looking forward to
working with him. She wished everyone Happy Hanukkah and Merry Christmas and hopes that
everyone feels grateful this holiday season and are able to spend time with family.
Council Member Davis thanked those who commented on her holiday sweater, which made her
smile. She also wished everyone Happy Hanukkah, Merry Christmas, or whatever holiday you
celebrate. She hopes everyone has a lovely winter and holiday season.
Council Member Cheesman welcomed Eric Hanson to the City and wished everyone peace and
goodwill during this holiday season. He also thanked those who have asked about his father
and added that he is getting better and thanked the people at OSF St. Mary Medical Center and
the Knox County Nursing Home.
Council Member Hix also added that he is looking forward to working with Mr. Hanson and
welcomed him to Galesburg. He also thanked the staff at the golf course and stated that the
last open day was the 15th.
Council Member Dennis congratulated Eric Hanson on his appointment to the City. He also
announced that he was able to attend a Rock Steady event and thanked John Peterson for his
work on this endeavor. There were eight people present and regularly attend the class on
Mondays, Wednesdays, and Fridays, 1 p.m. at the Knox County YMCA.
Council Member Miller also welcomed City Manager Hanson and is looking forward to the new
year. He wished everyone happy holidays.
Council Member White stated that he is pleased to have Mr. Hanson in Galesburg and is looking
forward to moving forward in a new era for the City. He wished everyone peace on earth and
happy holidays. For him, Jesus is the reason for the season and he is praying for peace.
Mayor Schwartzman stated that the City has had a very successful year, largely due to the 200+
employees who have done incredible jobs in trying times. Due to the turnover in City
Managers, many staff members have had to step up and take on additional roles. He has a lot
of respect for everyone and thanked them for their many hours of hard work. He hopes they all
have a wonderful holiday.
The Mayor announced that a public reception would be held for City Manager Hanson on
Wednesday, December 20th at City Hall.
There being no further business, Council Member Dennis moved, seconded by Council Member
Miller, to adjourn the regular meeting at 6:52 p.m.
Roll Call #18:
Ayes: Council Members Hix, Dennis, Miller, White, Acerra, Davis, and Cheesman, 7.
Nays: None
Absent: None
December 18, 2023 Page 8 of 9
Chairman declared the motion carried.
Peter D. Mayor Schwartzman, Mayor
Kelli R. Bennewitz, City Clerk
December 18, 2023 Page 9 of 9
___________________________________________________________________________________________________________________________________________________________________________________________
Prepared by: AJG Page 1 of 1
CITY OF GALESBURG
COUNCIL LETTER
JANUARY 16, 2024
AGENDA ITEM: Motor Fuel Tax (MFT) Maintenance Resolution for the annual sealcoating for the
2024 calendar year.
SUMMARY RECOMMENDATION: The City Manager, Director of Public Works, and City Engineer
recommend approval of the Motor Fuel Tax Resolution for 2024 sealcoating in the amount of
$275,000.
BACKGROUND: The first step with the Illinois Department of Transportation for authorization is
a MFT Resolution. This resolution covers the motor fuel tax portion of the 2024 seal coating
contract. The total of the resolution is $275,000 for the sealcoating project. This project will be
bid out in the spring and will be brought to Council for approval, however, prior to advertising
the projects for bid, IDOT requires a MFT resolution be approved.
The City is divided into five sections and each year sealcoating is completed in a different section
so that streets are typically sealed on a five year rotation, as needed. This year, a majority of the
project will involve sealing the streets on the east side of the City.
BUDGET IMPACT: There are sufficient funds budgeted for this work in the 2024 Budget from the
MFT Fund.
SUPPORTING DOCUMENTS:
1.MFT Resolution
24-2000
Resolution for Maintenance
Under the Illinois Highway Code
BLR 14220 (Rev. 12/13/22)Completed01/08/24
District
4
County
Knox
Resolution Number Resolution Type
Original
Section Number
24-01003-64-GM
BE IT RESOLVED, by the
Governing Body Type
Council of the
Local Public Agency Type
City of
Name of Local Public Agency
Galesburg Illinois that there is hereby appropriated the sum of two hundred seventy
Dollarsfive thousand and 00/100-------------------------------------------------------------------------() $275,000.00
of Motor Fuel Tax funds for the purpose of maintaining streets and highways under the applicable provisions of Illinois Highway Code from
Beginning Date
01/01/24 to
Ending Date
12/31/24 .
BE IT FURTHER RESOLVED, that only those operations as listed and described on the approved Estimate of Maintenance Costs,
including supplemental or revised estimates approved in connection with this resolution, are eligible for maintenance with Motor Fuel Tax
funds during the period as specified above.
BE IT FURTHER RESOLVED, that
Local Public Agency Type
City of
Name of Local Public Agency
Galesburg
shall submit within three months after the end of the maintenance period as stated above, to the Department of Transportation, on forms
available from the Department, a certified statement showing expenditures and the balances remaining in the funds authorized for
expenditure by the Department under this appropriation, and
BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit four (4) certified originals of this resolution to the district office
of the Department of Transportation.
I
Name of Clerk
Kelli Bennewitz
Local Public Agency Type
City Clerk in and for said
Local Public Agency Type
City
of
Name of Local Public Agency
Galesburg in the State of Illinois, and keeper of the records and files thereof, as
provided by statute, do hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by the
Governing Body Type
Council of
Name of Local Public Agency
Galesburg at a meeting held on
Date
01/16/24 .
IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this
Day
16th day of
Month, Year
January, 2024 .
(SEAL, if required by the LPA) Clerk Signature & Date
APPROVED
Regional Engineer Signature & Date
Department of Transportation
___________________________________________________________________________________________
Prepared by Gug Page 1 of 1
COUNCIL LETTER
CITY OF GALESBURG
JANUARY 16, 2024
AGENDA ITEM: Property Tax Assessment Freeze Program for Historic, owner-occupied, residences.
SUMMARY RECOMMENDATION: The City Manager and Director of Community Development
recommend the City Council remain in the program, as it could help to rehabilitate certified historic
residences.
BACKGROUND: The Illinois State statutes provide for a Property Tax Assessment Freeze Program.
This program freezes the assessed valuation of an owner-occupied historic residence when
substantial rehabilitation is performed. The assessed valuation is frozen for a period of eight years
at the level when the rehabilitation was begun. The valuation is then brought back to market level
over a period of four years. The statute does allow for taxing bodies to opt out of the program
within the first 30 days of each calendar year. This is being presented to the City Council for their
consideration.
The City has remained in this program since 1989 and, during that time, one property used the
program in 1999. The City and County Assessor’s offices have indicated the State has not notified
them of any property owners who utilized this program during 2023.
This program is administered by the Illinois State Historic Preservation Office (IL SHPO) and they are
the first point of contact. The rehabilitation (both interior and exterior) must meet the Secretary of
the Interior's Standards for Rehabilitation.
BUDGET IMPACT: It is anticipated that only one or two residences would be involved. No impact
upon the budget is expected if the City remains in the program.
SUPPORTING DOCUMENTS:
1.Property Tax Assessment Freeze Program for Historic Structures flyer
24-4000
Property Tax Assessment Freeze
What is it?
Benefits
Provisions
How to apply
Important points
The Property Tax Assessment Freeze Program freezes the assessed value of a historic, owner-occupied,
principal residence for eight years when the owner undertakes a substantial, approved rehabilitation. The
assessed value is brought back to market level over a period of four years. The Program, administered by the
Illinois State Historic Preservation Office (IL SHPO), is free to Illinois homeowners.
The Program benefits both the owner-occupant and the community by: u encouraging the preservation of
historic buildings through promotion, recognition, designation, and reuse; u increasing the value of the
rehabilitated property; u returning underutilized structures to the tax rolls; u revitalizing and stabilizing
neighborhoods and often increasing the amount of available housing within a community; and u sustainably
reusing the built environment.
To qualify for the Program, a property must: u be a certified historic structure, either by listing on the
National Register of Historic Places individually or in a district, or by local landmark designation in a
community with an approved historic-preservation ordinance; u be a single-family, owner-occupied, principal
residence; or a condominium building; or a cooperative building; or a residential building with up to six units
as long as the building owner resides in a unit; u undergo a rehabilitation whose budget exceeds 25% of the
property’s assessor’s fair market value within a 24-month period; and u undergo a rehabilitation that meets
the Secretary of the Interior’s “Standards for Rehabilitation.”
Step 1: Determine if you qualify u Contact the IL SHPO or your local landmark commission to ask if your
property qualifies as a certified historic structure. u Determine the assessor’s fair market value (or fair cash
value) of your property by contacting your assessor or referring to your current property-tax bill. u Decide
whether the work (interior and exterior) will cost more than 25% of the assessor’s fair market value.
u Contact the IL SHPO to discuss whether your work (interior and exterior) can meet the “Standards.” Step 2:
Get your planned work approved u Consult IL SHPO’s website for a more thorough explanation of the
program, its application and instructions. u Prior to construction, if possible, fill out and mail in Parts 1 and 2
of the application with the rehabilitation plans and pre-construction photographs. u The IL SHPO will
determine if the interior and exterior work complies with the “Standards.” The IL SHPO’s review may differ
from that of your local commission. Once your Part 2 is approved by the IL SHPO, proceed with the
rehabilitation. Step 3: Get your finished work approved u When the project is finished, fill out and submit the
Part 3 with photographs showing the completed work, a spreadsheet of expenses, and copies of receipts.
u If the IL SHPO determines the project meets all the requirements, it will mail you and the assessor a
Certificate of Rehabilitation.
It is strongly recommended that you contact the IL SHPO early in the design process and submit Parts 1 and
2 prior to beginning any work. u If the scope of work changes during construction, consult the IL SHPO to
ensure the work continues to meet the “Standards.” u Applications must be submitted within two years of a
project’s completion. u Any work done to the property during the freeze period must meet the “Standards.”
Contact the IL SHPO for their approval prior to commencing. u If the property is sold within the twelve-year
freeze period or if its use changes from that of a single-family, owner-occupied, principal residence, the freeze
will be cancelled for the remainder of the freeze period. u An owner may receive approval on Parts 1 and 2
and complete the rehabilitation, then sell the property to a new owner-occupant who signs and submits the
Part 3 and takes the freeze. u Condominiums and cooperatives should contact the IL SHPO to discuss how
the Program may work best for their buildings.
IL SHPO—Tax Incentives Coordinator
Illinois Department of Natural Resources
One Old State Capitol Plaza
Springfield, Illinois 62701
(217) 524-0276
http://www2.illinois.gov/ihpa/Preserve/Pages/taxfreeze.aspx
Questions?
Produced by authority of the State of Illinois
This file is available for download at
http://www2.illinois.gov/ihpa/Preserve/Documents/summary-taxfreeze.pdf
____________________________________________________________________________________________
Prepared by: TDM Page 1 of 1
COUNCIL LETTER
CITY OF GALESBURG
JANUARY 16, 2024
AGENDA ITEM: Approve updated purchasing policies and procedures dated November 27, 2023.
SUMMARY RECOMMENDATION: The City Manager, Director of Finance & Information Systems,
and Purchasing Agent recommend that the City Council approve the updated purchasing policies
and procedures dated November 27, 2023.
BACKGROUND: The Purchasing Policies and Procedures manual is reviewed on an annual basis
by the Purchasing Agent, Assistant Finance Director and the Director of Finance and Information
Systems. Highlights of the recommended changes this year include:
•Add language for FCC compliance on 2 CFR 200.216 which prohibits procuring or entering
into a contract for specific telecommunications equipment.
•Add department authorization requirements for the sale/distribution of city owned items.
•Minor grammar corrections.
BUDGET IMPACT: There is no budget impact for this policy update.
SUPPORTING DOCUMENTS:
1.Redline draft of 11/27/2023 Updated Purchasing Policies & Procedures.
24-4001
Purchasing Policies & Procedures
2024
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
1
PURCHASING POLICIES AND PROCEDURES Contents
PURPOSE ................................................................................................................................................... 5
Policy ...................................................................................................................................................... 5
Procedures ............................................................................................................................................... 5
POLICIES ................................................................................................................................................... 5
Responsibility for Purchasing Functions ................................................................................................ 5
Standardization of Procedures Based on Policies ................................................................................... 6
Bidders List ............................................................................................................................................. 6
Federal, State and Cooperative Programs ............................................................................................... 6
Conflict of Interest .................................................................................................................................. 6
Competitive Buying ................................................................................................................................ 7
Local Buying ........................................................................................................................................... 7
Records ................................................................................................................................................... 7
Receiving and Interviewing Vendors...................................................................................................... 7
Correspondence with Vendors ................................................................................................................ 7
Cooperation with Department/Division Heads ....................................................................................... 7
Changes to IFB’s, RFP’s, RFQ’s, Contracts, and Purchase Orders ....................................................... 7
Systems Review ...................................................................................................................................... 8
Advantages of Centralized Procurement ................................................................................................ 8
Conflict of Regulations ........................................................................................................................... 8
Advertisement ......................................................................................................................................... 8
Waiver of Public Notice.......................................................................................................................... 8
Waiver of Competition ........................................................................................................................... 8
Unlawful Purchases ................................................................................................................................ 9
Council Prerogative ................................................................................................................................ 9
OBJECTIVES ............................................................................................................................................. 9
Buying Proper Quality ............................................................................................................................ 9
Forms of Specifications .......................................................................................................................... 9
Products or Acceptable Brands List .................................................................................................... 9
Specification by Brand or Trade Name ............................................................................................ 10
Specification by Blueprints, Specification Sheet, or Dimension Sheet ............................................ 10
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
2
Specification by Chemical Analysis or Physical Properties. ............................................................ 10
Specification by Description of Material and Method of Manufacture ............................................ 10
Specification by Performance, Purpose of Use ................................................................................. 10
Specification by Identification with Standard Specification Known to the Trade Generally and to the
Vendor............................................................................................................................................... 10
Specification by Sample ................................................................................................................... 10
Prerequisites of a Good Specification ................................................................................................... 10
Inspection as an Evaluation of Specifications ...................................................................................... 11
“Lowest and Best” Philosophy ............................................................................................................. 11
Price Monitoring ................................................................................................................................... 11
Transportation Costs ............................................................................................................................. 11
Cash Discounts...................................................................................................................................... 11
PROCEDURES......................................................................................................................................... 12
Vendor Selection Procedure ................................................................................................................. 12
Selection of Vendors and Concentration of Purchases ..................................................................... 12
Changes of Suggested Vendor by Purchasing .................................................................................. 12
Suggestions of Supply Sources for Unusual Items ........................................................................... 12
Previous History for Most Commodities .......................................................................................... 12
Disapproval of Vendor Services or Product ..................................................................................... 12
Interview Hours ................................................................................................................................ 12
Prequalification of Bidders and Offerors .......................................................................................... 12
Bidder’s List...................................................................................................................................... 14
Back Door Selling ............................................................................................................................. 14
Vendor Visits .................................................................................................................................... 14
Vendor Performance and Evaluation ................................................................................................ 14
Request for Purchase Order through Financial Software System ......................................................... 15
Purchase Order Process..................................................................................................................... 15
Insufficient Funds ............................................................................................................................. 15
Insufficient Information .................................................................................................................... 15
Normal Time to Approve and Process a Purchase Order ................................................................. 15
Review of Solicitations ......................................................................................................................... 16
Authority to Reject or Return Solicitations ...................................................................................... 16
Purchase Orders Issued for Department Solicitations ...................................................................... 17
Purchase Order Processing ................................................................................................................... 17
Purchase Order Processing ............................................................................................................... 17
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
3
Distribution of Purchase Orders........................................................................................................ 17
Change of Purchase Order ................................................................................................................ 17
Receiving and Inspection ...................................................................................................................... 18
Procedure for Acceptable Deliveries ................................................................................................ 18
Procedure for Unacceptable Deliveries ............................................................................................ 18
Resolving Delivery Problems ........................................................................................................... 19
Vendor Cooperation – Rejected Goods ............................................................................................ 19
Vendor Invoices and Payments ......................................................................................................... 19
Vendor Samples ................................................................................................................................ 20
Control of Road & Bridge Work ...................................................................................................... 20
Service Contracts .............................................................................................................................. 20
Bid Procedure........................................................................................................................................ 20
Preparation of Request for Bid (RFB) .............................................................................................. 20
Instruction to Bidders ........................................................................................................................ 21
Bid Guarantee Requirement .............................................................................................................. 21
Performance Bonds ........................................................................................................................... 22
Pre-Bid or Pre-Proposal Conferences ............................................................................................... 23
Notification of Prospective Bidders and Distribution of Invitation for Bid or Request for Proposal
........................................................................................................................................................... 23
Public Opening and Reading of Bids ................................................................................................ 23
Public Disclosure of Bids.................................................................................................................. 24
Evaluation of Bids............................................................................................................................. 24
Waiver of Public Notice.................................................................................................................... 26
Control of Purchase Order/Contract ................................................................................................. 26
Request for Proposals ........................................................................................................................... 26
Instruments Used for Requesting Bids or Proposals......................................................................... 26
Multiple Step Sealed Proposals and Bidding .................................................................................... 27
Sole Source Purchases .......................................................................................................................... 28
Other Types of Purchases ..................................................................................................................... 28
Petty Cash ......................................................................................................................................... 28
Emergency Orders ............................................................................................................................ 29
Credit Card Purchases ....................................................................................................................... 29
Blanket Orders .................................................................................................................................. 29
Inventory Management ......................................................................................................................... 30
Definition .......................................................................................................................................... 30
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
4
Responsibility ................................................................................................................................... 30
Transfer & Disposition ..................................................................................................................... 30
Annual Public Auction ...................................................................................................................... 30
Other Disposition Methods ............................................................................................................... 31
Sales to Employees ........................................................................................................................... 31
Records Control ................................................................................................................................ 31
Conflict of Interest ................................................................................................................................ 31
Unlawful Purchases .............................................................................................................................. 31
Adherence to Policy .............................................................................................................................. 32
Ethics..................................................................................................................................................... 32
Changes to Policy or Procedure ............................................................................................................ 32
Changes to Policies ........................................................................................................................... 32
Changes in Procedures ...................................................................................................................... 32
EXHIBIT "0" ........................................................................................................................................ 33
TERMS & CONDITIONS ................................................................................................................ 33
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
5
PURPOSE
Policy
The purpose of these purchasing policies is to provide authority and guidelines for the purchases of
equipment, materials, supplies, and services for the operational requirements of Galesburg, Illinois,
insuring competitive and unbiased selection of vendors.
Procedures
The purpose of these procedures is to affect purchasing policy and provide for prompt and professional
procurement of equipment, materials, supplies and services, which will:
• Provide maximum service to all offices in the area of contracts, negotiation, placement of
orders, expediting delivery, and follow-up on orders in such manner that the maximum value
will be obtained per dollar expended.
• Prepare and issue Invitation for Bids (IFB), Request for Proposals (RFP), Request for Quotes
(RFQ), Purchase Orders and addenda or corrections thereto.
• Conduct pre-bid conferences as necessary.
• Evaluate vendor’s bids or proposals, present recommendations for award, issue contracts and
purchase orders.
• Maintain a complete record of all purchasing transactions.
• Periodically report status of contracts and purchases through the implementation of a
purchasing bid calendar and other related reports.
• Utilize all known contacts and sources to expedite deliveries of needed supplies, services and
equipment.
• Develop and maintain a current list of qualified vendors.
• Maintain vendor and product performance records.
• Coordinate and control inventory systems for city storerooms and central supply.
• Inspect, delegate, or supervise, the inspection of all deliveries of supplies, equipment or
contractual services.
• Function as the City’s representative on all matters pertaining to purchasing.
• Dispose of City property which has become obsolete and unusable upon terms advantageous
to the City.
POLICIES
Responsibility for Purchasing Functions
• Central Purchasing requires clear and adequate authority to carry out its responsibilities.
Therefore, all rights, powers, duties and authority relating to the acquisition of supplies,
materials, equipment, and contractual services, now imposed upon or exercised by any city
department under the several statutes relating thereto, are hereby transferred to the
Purchasing Agent, and hereafter shall be exercised by the Purchasing Agent under the
provisions of this Policy.
• The Purchasing Agent shall report to the Assistant Finance Director and, subject to rules and
regulations, have the authority to purchase and contract for needed goods and services, to
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
6
have general supervision over inventories of equipment and supplies belonging to the
jurisdiction, to prescribe forms and require information from using departments relating to
the purchase and management of goods and services, to transfer or sell any items that are
excess or surplus, and to delegate authority to staff and to using departments to perform
these duties.
• The Purchasing Agent shall be required, as per City Administrative Ordinance, Ordinance No.
62-643 as amended, to have all purchases or contracts in excess of the minimum bid
threshold as determined by the State of Illinois (currently $25,000) be approved by the City
Council.
• The Purchasing Agent shall have the authority to refer any disagreements between Central
Purchasing and a using department concerning a purchase requisition or a violation of any
purchasing policy, rule or regulation to the Assistant Finance Director, the respective
Department Head, and/or to the City Manager, for resolution.
• Central Purchasing shall maintain overall legal authority, responsibility, and accountability for
implementing the purchasing program and establishing the policies, procedures, and controls
for delegation.
Standardization of Procedures Based on Policies
Purchasing procedures and administrative practices developed from these policies shall be standardized,
but sufficiently flexible to provide for unique requirements. Items commonly used in the various
departments or units thereof shall be standardized whenever consistent with City goals and in the
interest of efficiency and economy.
Bidders List
All responsible vendors, as defined in the Purchasing Policy and Procedure Manual, upon written
request, may request a bid or proposal document. The Purchasing Agent has the authority to disqualify
vendors who default on quotations and restrict them from being considered for procurement services
until the conditions of default are demonstrated to have been corrected. The City Council has the
authority to debar any vendor based upon substandard performance. The Purchasing Agent shall inform
the Council in writing of any such requests and the specific facts substantiating such request.
Federal, State and Cooperative Programs
Purchases may be made through available government contracts and/or cooperative purchase
agreements whenever such purchases are in the best interest of the City of Galesburg.
Conflict of Interest
Any Elected Official or Employee who has any financial or other interest in a supplier company either
directly, or indirectly through members of their immediate family, shall so report such financial or other
interest, in writing, to the Purchasing Agent through their respective Department Head. The Purchasing
Agent and the Assistant Finance Director will consult with legal counsel in determining whether the
alleged or potential conflict in question is of sufficient magnitude as to take restrictive action on the
employee or restrict purchase from the associated vendor.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
7
Competitive Buying
Competitive bids will be solicited in connection with all procurement whenever required by policy and
in other instances where price comparisons may be advantageous. Purchase Orders will be awarded
without prejudice or favoritism. Contracts will be awarded to the lowest responsive and responsible
bidder whose bid is most economical for the purpose intended, as per the terms and conditions of the
Invitation for Bid or Request for Quotation. Purchase Orders will be awarded to the offeror whose
proposal best suits the objectives of the City’s Request for Proposal (i.e., consultant services) and is most
advantageous to the City within the budget restraints.
Local Buying
Bids are solicited from a reasonable number of interested and qualified suppliers. Local vendors and
service firms will be utilized wherever and whenever possible. However, preference for a local supplier,
by which goods and/or services would be obtained at other than the lowest unit price, or the lowest
total cost of operation, or highest value per dollar, will not be considered unless a valid justification is
provided and approved by the Purchasing Agent.
Records
Records of all purchase transactions will be carefully and completely compiled and maintained as
required by State and/or City regulations and policy.
Receiving and Interviewing Vendors
Vendors may be interviewed and demonstrate their products in the departments; however, anyone who
is not a member of the Purchasing Department staff should recommend to the vendor that they visit the
Purchasing Department to advise them of their products and pricing. Visits/demonstrations regarding
any active IFB’s, RFP’s, and/or RFQ’s shall be reported to the Purchasing Department to maintain an
atmosphere of fairness in procurement and vendor relations.
Correspondence with Vendors
The Purchasing Agent shall be copied on all correspondence with vendors relating to any purchasing
activities.
Cooperation with Department/Division Heads
The goals of the City can only be met through the actions of a group of people. Each Department shall
work with Purchasing, and Purchasing with each Department, in a professional manner intended to
effectively and economically accomplish the goals of the City.
Changes to IFB’s, RFP’s, RFQ’s, Contracts, and Purchase Orders
The Purchasing Department will execute all modifications to IFB's, RFP's, RFP's, Purchase Orders and
Contracts, prior to the actual delivery of the goods or services. Changes to purchase orders are to be
made only by authorized personnel in the Purchasing Department with approval by the Assistant
Finance Director, Department Head, or City Manager, as required by Policy.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
8
Systems Review
The Purchasing personnel shall periodically review systems and procedures to determine improved
methods which result in efficiencies in performance. Periodic review of commodity types shall be made
to provide for cost-efficient procurement.
Advantages of Centralized Procurement
• Professional purchasing.
• Control of source of supply, evaluation of quality, services, price, and authorized fund and
line item appropriations.
• Procurement on a competitive basis.
• Monitoring of market trends and new developments.
• Vendor representatives have a central contact point; vendor contacts with other City
Departments are reduced.
• Centralized contract administration.
• Inventories reduced through standardization of products used by more than one
department.
• Reduced costs through volume buying.
• Duplication of effort is avoided.
• Legal Protection for the City.
Conflict of Regulations
All Federal, State of Illinois and local laws shall prevail over these rules & regulations. All contracts
shall be bound by the laws of the State of Illinois.
Advertisement
The Purchasing Department will advertise all Invitation for Bids or Request for Proposals, which meet or
exceed $25,000.00, in a daily newspaper with a local circulation at least ten calendar days prior to the
bid/proposal opening, giving notice to all interested parties. Said notice shall state when, how, and
where bid/proposal packets can be obtained and submitted. If Prevailing wages are applicable, they
must be stated in the bid advertisements along with any bonding requirements.
Waiver of Public Notice
There are circumstances other than emergencies which call for quick procurement action. Upon written
determination of necessity for valid operational or financial conditions by the Purchasing Agent, the
Director of Finance may authorize immediate purchasing action. This policy is not intended to reduce
competition and the Purchasing Agent shall give to the City Manager and City Council a full written
explanation including competitive costs and the reasons the waiver was deemed necessary.
Waiver of Competition
Competitive solicitations may be waived by the Purchasing Agent, with the approval of the Director of
Finance, whenever conditions and/or circumstances dictate that such actions are legal and
advantageous to the City. Competition will be required wherever practicable, except where it applies
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
9
to small purchases, and the basis and reasons for each waiver shall be documented by the Purchasing
Agent as a public record. Whenever such action exceeds the Purchasing Agent's authorized dollar
approval limit, he shall be required to give a written report to the City Manager and City Council
explaining the specific circumstance and the reason for such waiver.
Unlawful Purchases
When it is found that a solicitation is unlawful, it shall be cancelled. Unless altogether unfeasible, a
purchase made or contract awarded contrary to law or applicable rules and regulations shall be
terminated.
Council Perrerogative
The City Council reserves the right to waive any technicalities and to reject any and all bids and offers,
in whole or in part, or to take any action regarding an existing purchase order or contract, as the
Council shall deem advantageous in the public interest.
OBJECTIVES
Buying Proper Quality
It is the objective of the Purchasing Department to secure the best quality commodity or service for the
purpose intended, at the best price. Quality buying is the buying of materials, goods or services that
will fulfill but not exceed the requirements for which the goods are intended. Buying proper quality
depends upon:
• Having proper specifications, and
• Checking material bought against specifications.
Forms of Specifications
A specification is an accurate description of the material to be purchased. There are many forms of
specifications, such as:
Products or Acceptable Brands List
Acceptable brands lists are used in lieu of the preparation of detailed specifications in instances where
the latter process is neither possible nor practical. Among the considerations which favor the
development of "acceptable brands list" are the following:
a. The difficulty of developing detailed specifications for products manufactured by patented
processes.
b. The difficulty of developing detailed specifications in such manner as to eliminate inferior
products.
c. The variable of designs, features, or compositions of products acceptable for a common
end use purpose, which makes product standardization difficult.
d. Minor quantities or dollar volume involved.
e. The absence of adequate facilities, or extreme cost, or the time involved in testing against
a detailed specification for compliance.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
10
Specification by Brand or Trade Name
Should be used where brand name products have been found to be superior to others for the purpose
intended and when the composition is proprietary. A quality standard may be established but it
should not be intended to limit or eliminate competition. This method should be generally limited to
open market purchases where quantities are limited or where time does not permit the development
of alternatives.
Specification by Blueprints, Specification Sheet, or Dimension Sheet
Such specifications are advisable for, but not limited to, the purchase of buses, automobiles, trucks,
tools, furniture, equipment, construction of or remodeling facilities. Blueprints, specification sheets,
or dimension sheets supply a safe method of checking against specifications when material is received
and inspected.
Specification by Chemical Analysis or Physical Properties.
This method is ideal for many materials since such specifications can be checked accurately by
laboratory tests and other methods.
Specification by Description of Material and Method of Manufacture
This type of specification should be used infrequently and only for unusual requirements.
Specification by Performance, Purpose of Use
This form of specification places the responsibility on the vendor to meet the City’s requirements.
Specification by Identification with Standard Specification Known to the Trade
Generally and to the Vendor
This is a satisfactory form of specification, provided it meets requirements and can be accepted
without undue or unnecessary expense. Examples of this are the ASME, ASA, ASTM Specifications,
and Lumber Grading Rules.
Specification by Sample
The use of a sample is a good method to identify special requirements. However, samples are subject
to physical change or substitution and their use as standards sometimes limits competitive
procurement.
Prerequisites of a Good Specification
• Is as simple as is consistent with exactness, but sufficiently specific to not permit a bidder
to evade any of the procurement requirements, take advantage of their competitors, or
the City.
• Is identified, when possible, with some brand or specification already on the market.
• Is capable of being evaluated. It should describe the criteria for evaluation which will
govern acceptance or rejection.
• Is reasonable in its tolerances.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
11
• Is fair to the seller.
• Is capable, wherever possible, of being met by several bidders to maximize competition.
• Is clear.
• Is flexible to invite vendors to suggest cost-saving alternatives or substitutions.
Inspection as an Evaluation of Specifications
Goods and services must be inspected to determine if specifications criteria have been met. Inspection
is the responsibility of the receiving departments, with the assistance of the Purchasing Department,
and testing laboratories as required.
“Lowest and Best” Philosophy
Delivery, quality, and service as well as price must be considered in determining the value of goods
and services purchased. The Purchasing Department is expected to get the best value possible for the
City.
Price Monitoring
Proper records of previous purchases must be kept and used for price monitoring. Purchase price
alone is not and should not be the governing factor in placing an order unless all other factors are
equal. Price differences may be due to differences in quality, or vendor performance. Occasionally,
the terms of payment offer a sufficient cash discount to justify placing the order at a higher unit price
which will result in the lowest net price when the invoice is paid and the cash discount deducted. A
number of vendors may quote identical prices and terms. When this occurs, the order may be placed
on the basis of quality, service, availability of the required item, and responsibility of the bidders.
Transportation Costs
Continuing increases in transportation costs have become an important factor in evaluating vendor
quotations. Higher transportation costs and/or time lost in transit could negate a lower price from a
distant vendor in favor of a higher price from a nearer vendor. The cost of freight and/or delivery to
destination must be included in any tabulation of prices if a fair comparison is to be made. Therefore,
all purchasing transactions should be conducted to attain transportation costs F.O.B. destination.
Cash Discounts
Unless otherwise designated in the specifications, a discount for prompt payment of invoice will be
considered in the evaluation of bids to determine the lowest bidder.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
12
PROCEDURES
Vendor Selection Procedure
Selection of Vendors and Concentration of Purchases
Potential vendors are selected for their ability to serve the needs of the City in the most economical
and efficient manner possible on a continuing basis. Past performance of vendors and cooperation
with the City are important factors in vendor selection.
Changes of Suggested Vendor by Purchasing
The Purchasing Department may abstract an item listed and buy from a source other than suggested
by the ordering department to take advantage of special circumstances: the supplier who will be
providing better prices, service, or delivery. The standard of quality will not be changed, however,
except when necessary and with consultation by the buyer and the using department. No
commitments, expressed or implied, should be made by City departments.
Suggestions of Supply Sources for Unusual Items
Using departments are encouraged to suggest sources of supply with complete addresses, particularly
for unusual or standardized items. Final selection of the vendor, however, shall be left to the
Purchasing Department and the specification requirements.
Previous History for Most Commodities
Current vendors and their service capabilities and product availability are on hand in the records of
the Purchasing Department, which should be kept current and expanded as appropriate.
Disapproval of Vendor Services or Product
Every vendor for the City is expected to live up to their respective contractual agreements. When a
vendor fails to deliver on time or delivers marginal quality or fails to provide service after the sale, or
fails to meet any contractual commitment, the Division Head or Department Head should submit a
memo or email to the Purchasing Office detailing what was expected of the purchase and what the
actual result was. This will allow for the Purchasing Office to review and determine if further action
is necessary.
Interview Hours
Sales representatives are requested to schedule appointments to enable Purchasing to perform their
purchasing functions efficiently, and to avoid conflict with bid openings, meetings, or internally
imposed deadlines.
Prequalification of Bidders and Offerors
Vendors submitting bids for road and bridge construction shall be pre-qualified with the State of
Illinois. All vendors providing construction work or services for the City of Galesburg shall be
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
13
registered with the City Clerk’s office. If a vender is debarred from bidding with the State of Illinois,
they are not eligible to bid on City projects.
Road and Bridge Contractors
Contractors should be qualified before plans and proposal documents will be provided for bidding. In
general, contractors qualified by the State of Illinois Department of Transportation to perform the work
indicated in the proposal will be acceptable in the City of Galesburg Engineering Division; but the City
Engineer reserves the right to refuse to accept a bid from a State qualified contractor and will state
their reasons in writing for said refusal if requested by the contractor. Contractors who have done
similar work in an improvement of similar size for the City during the past five years normally are
qualified by their past performances. Contractors not qualified as indicated above shall be required
to submit a listing of jobs of a similar nature with an indication of the dollar value of said jobs and the
person or company for whom the work was performed so that a check of the quality of the work can
be made, as well as a performance of financial ability of the Contractor. The City Engineer will approve
or disapprove the Contractor and the decision shall be final. If desired by the Contractor, the City
Engineer will provide their reasons for disapproving any Contractor from bidding on the proposed
improvement.
Contractors or Vendors Registration
Vendors providing various services to the City shall be qualified prior to doing any business with the
City of Galesburg by registering with the City Clerk’s office. Additional information above and beyond
this registration may be required by the City. Failure to supply the additional information requested
shall be grounds for refusal to do business with the particular vendor in question.
Issuance of Quotations, Bids or Proposals
The City reserves the right to refuse to accept quotations, bids or proposal forms for any of the
following reasons:
(1) Lack of competency and adequate machinery, plant and other equipment as revealed by
the financial statement and experience questionnaires.
(2) Uncompleted work which, in the judgment of the City might hinder or prevent the
prompt completion of additional work.
(3) False information provided on the bidder’s affidavit of availability.
(4) Failure to pay or satisfactorily settle all bills due for labor and material on former
contacts.
(5) Failure to comply with any prequalification regulations of the City.
(6) Default under previous contracts.
(7) Unsatisfactory performance record as shown by past work for the City.
(8) When the Contractor or Vendor is suspended from eligibility to bid at any public letting
for any other governmental unit.
(9) When a determination of a conflict of interest by the Purchasing Office has been
determined.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
14
Bidder’s List
The Bidder's List is not a mass mailing list; rather a listing of vendors with work history with the City
of Galesburg. Only qualified bidders who consistently respond and perform to the needs of the City
of Galesburg will be retained on the Bidders List. Department/Division Heads may recommend the
addition, suspension, or deletion of a particular supplier to or from the Bidders List, but Purchasing
will make the final decision based upon professional judgment, fairness, performance records, as well
as the original input suggested. Whether or not on the bidders list, vendors are allowed to download
bid or proposal documents that are posted to the City website. Vendors are responsible for contacting
City Purchasing should a staffing change occur, and a new point of contact is named for the vendor.
Back Door Selling
Frequently, in the process of gathering information about potential services, supplies or equipment,
one particular vendor may be very helpful in obtaining technical data and other information. By the
time Central Purchasing receives a requisition to buy, the division or department has already been
sold on a certain item or supplier. Sometimes the requisition is accompanied by specifications that
are unduly restrictive, will accept no substitutes or require a lead time that can only be met by the
favored supplier, or has some other attempted justification for eliminating competition. When the
purchasing system opens the process to competition, and the favored supplier or item is not given
the award, friction may develop toward the purchasing process itself. One of the goals and role of
Purchasing is to obtain competition. This must be done fairly and the award made on the basis of
competition and volume. The Purchasing Department will work in close cooperation with all divisions
to supply them with the quality necessary to accomplish their respective tasks within the framework
of accepted purchasing practices, as directed by Policy.
Vendor Visits
There are times when Division Heads schedule a trip to the vendors' facilities for the purpose of
viewing a proposed new piece of equipment or to see a demonstration or to obtain some other
information. The proper procedure to be followed is to advise the Purchasing Agent as far in advance
as possible so that a member of Purchasing may make the trip also, and a shared basis of information
can be obtained. Moreover, Purchasing may be aware of another division interested in the same type
or kind of equipment and one scheduled trip may be made by all. Under no circumstances shall an
employee make a commitment to purchase a specific item of supplies, equipment or services which
exceed their delegated dollar limit. In instances where a member of Purchasing cannot make the
scheduled trip, the respective Division Head should advise the Purchasing Department of the outcome
of the trip, both negative and positive. These types of trips should be limited to instances where
Federal or State grants require such inspection.
Vendor Performance and Evaluation
The Purchasing Department has some of the tools necessary to evaluate a specific vendor, but it is
only through the feedback of the Department/Division Heads, or their respective employees, who
ultimately use the goods or services purchased, that a complete evaluation of a supplier can be
accomplished. Your input is crucial in maintaining a viable vendor basis while at the same time
eliminating suppliers who lack the ability to perform. Marginal suppliers shall be warned of their
unsatisfactory performance and declared non-responsive if their performance fails to improve. If a
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
15
supplier is declared non-responsive, the City shall suspend their firm from doing any business with the
City for a minimum of one year or take further action if necessary.
Request for Purchase Order through Financial Software System
The entry of a purchase order from staff through the financial software system informs the Purchasing
Department of the needs of the departments and is Purchasing’s authority to begin procurementthe
procurement process.
Purchase Order Process
Purchase Orders must be completed online utilizing the City’s financial software far enough in
advance of the date that the goods or services will be needed to ensure adequate processing and
delivery lead time. Applicable supporting documentation (required quotes) must be attached to the
request to allow for proper processing. The software package is designed so that proper approvals of
the Division Head and Purchasing Agent will be required in order for the request to be converted to a
purchase order.
Insufficient Funds
When a submitted request's appropriation limit for the division’s budget as a whole, has been
exhausted, without the City Council’s approval, the Purchasing Office does not have the legal
authority to act unless further approvals are provided in writing to the Purchasing Office.
If a submitted request exceeds the authorized appropriated limit, it will be returned to the Department
Head accompanied with further instructions. Department Heads are not required to stay within
budget for each line item. They will have to stay within the bottom line of each area. They may be
over on one line item and able to make it up on another. However, the Purchasing Office is to be
notified concerning the area in which the Department Head wishes to make up the overage.
Insufficient Information
Most of the submitted requests contain the necessary information for immediate processing.
However, for those few times when additional information or clarification is needed, the Purchasing
Agent will reach out to the person entering the purchase order and request additional information so
that the order can be processed.
Normal Time to Approve and Process a Purchase Order
These Policies and Procedures recognize that procurement often has to be conducted under abnormal
conditions, and as such, gives sufficient flexibility to act when the Purchasing Agent determines it
would be advantageous for the City. To avoid any misunderstandings, however, it must be made clear
that purchases will be made by normal competitive means whenever possible. The normal time to
process a particular purchase order is dependent on receiving the proper information and approval
signatures, the estimated dollar amount of the purchase, unencumbered funds, the complexity of the
specifications, the number of items, if the goods are below the formal bid dollar level, if the sources
are all local or non-local sources, and the needs of the Division.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
16
If a submitted request contains the proper information, approvals and unencumbered funds, the
following time frames, although not absolute, may be used as guidelines:
Under $5,000.00 – Verbal Quotations
Purchase Orders are not issued for this threshold unless required by the company in which the City is
making the purchase. In this instance, City staff should attempt to purchase with P-Card. If this is not
an option, the City will pay for the purchase off of invoice with regularly approved bills submitted to
the City Council for approval.
Written Quotations – Purchase Orders for $5,000.00 to $24,999.99
If written quotations are not supplied by the requesting department, the Purchasing Office will
request written quotations from a minimum of three vendors and often from four or more vendors.
Response time from vendors at this threshold should be limited to a maximum of two weeks. Once
a selection is determined, the purchase order can be entered into the financial software system for
required approvals. See Credit Card section for purchases made with credit card at this threshold.
Purchase Requests for $25,000.00 or more
All suppliers, services, or equipment totaling $25,000.00 or more, unless acted upon within the
latitude of these Policies & Procedures, shall require formal sealed bids (SEE BID PROCEDURE) or
formal sealed REQUEST FOR PROPOSALS (SEE REQUEST FOR PROPOSAL). Any exception to this
established procedure shall require a written letter of explanation from the department and the
approval of the City Manager.
Acknowledgments
When the City requests a verbal or written quotation, it is legally known as an “offer”. Acceptance of
the purchase order by the vendor constitutes a contract. Occasionally, however, a supplier may
submit a written acknowledgment which may or may not alter our terms and conditions. All
acknowledgments received by non-purchasing personnel shall be immediately sent to the Central
Purchasing Office.
Review of Solicitations
Authority to Reject or Return Solicitations
The Purchasing Agent shall have the authority to reject any and all solicitations based upon market
knowledge, price, value, or any other valid legal or business reason.
The Purchasing Division, like all other City functions, has both the responsibility to control and service.
In this capacity, whenever the Purchasing Agent rejects all solicitations or questions the return quotes
in relation to the decision-making process of award, he shall attempt to consult with the requisitioner
or advise the requisitioner that all quotes are being rejected. If the requisitioner cannot produce
satisfactory evidence to change the Purchasing Agent's basis of award, the Purchasing Agent's decision
shall stand.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
17
Purchase Orders Issued for Department Solicitations
Every Department Head is a member of the management team of the City and, as such, is vested with
their own respective responsibilities and authorities. The Purchasing Office has no objection to issuing
purchase orders from requests submitted by the Department Heads wherein a minimum of three
sources and their prices are noted on the request, and the purchase order amount is $5,000 to
$24,999. If an objection should occur, the Purchasing Agent shall discuss such objections and their
remedies with the appropriate Department Head prior to processing the request.
Purchase Order Processing
A written Purchase Order is an offer to buy, an acceptance of an offer to sell, or a confirmation
between two or more parties. The Purchase Order is a legal document and, upon acceptance by a
vendor, becomes a binding contract. The Purchase Order is the most important of all purchasing
documents utilized.
Any purchase made in excess of the specific delegated dollar amount and procedures contained herein
(SEE PETTY CASH PURCHASE CARD AND EMERGENCY ORDERS) by a Department without the approval
of the Purchasing Agent, or without issuance of a Purchase Order, is hereby declared to be an
unauthorized purchase.
Purchase Order Processing
Due to operational restrictions, purchase orders are normally processed two times a week. The
computer generated copy of the purchase orders are reviewed and signed by the Purchasing Agent.
Distribution of Purchase Orders
The completed Purchase Order is distributed electronically as follows:
a. Approval Copy (Stays in Finance)
b. Vendor Copy
c. Receiving Copy (provided to requestor)
Change of Purchase Order
All change of purchase order requests must be self-explanatory, accompanied by an internal memo
supporting the change and/or any written communication from the respective vendor, approved by
Council where necessary, and submitted to the Central Purchasing Office well in advance of the
receipt of goods or the signing off on the receiving copy. Failure to submit the change order in a timely
fashion may be grounds to consider the requested change an unauthorized purchase. When a
purchase order is processed, the Division Head should destroy the previous receiving copy and submit
only the latest dated receiving copy to the Finance Department.
Any change order issued for an original purchase order with a value of $100,000 or more must also
be approved by the City Council if the change or combination of changes results in a net increase of
10% or more of the originally approved purchase. Projects originally approved by the City Council but
totaling less than $100,000 will not require formal approval of change orders unless the increased
change in value is due to a change of scope of the originally approved project. However, changes of
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
18
this nature will require review by and approval by both the City Manager and Purchasing Agent
through the financial software prior to work being performed.
Receiving and Inspection
The receiving step of the purchasing process is extremely important and requires careful attention.
Deliveries should be inspected immediately upon receipt. When the shipment arrives, the driver will
ask for a signature. Do not sign the delivery ticket on the assumption everything is acceptable. If the
shipment is visually damaged, it should not be accepted. If the shipment is damaged, but the goods
are critical and needed immediately, open the cartons before signing and describe the damage, if any,
on the driver's receipt. Failure to put this information in writing when you sign the driver's delivery
receipt will result in a denial of claim. The best-procedurebest procedure to follow when the shipment
is damaged in any way is to tell the driver you refuse to accept the shipment. It is each Department's
responsibility to examine and count the cartons when being unloaded and if there are any cartons
that are damaged or any short, you are to have the delivery bill properly marked with the number of
cartons damaged or short and signed by the delivery carrier.
Procedure for Acceptable Deliveries
If upon inspection, the delivery is completed and acceptable, the receiving copy must be filled out
showing the date, the exact quantity received, and signed off by the Division Head. The receiving copy,
with bills of lading, packing slips, etc., is then forwarded to the Finance Department, where the
information is entered in the financial software and matched against both the purchase order and the
vendor's invoice.
Closing an Order Short
If a delivery is acceptable, but the quantity is shipped short, and the item is relatively inexpensive or
this is the only shipment that will be received, mark the quantity received on the receiving copy and
note “close order short”.
Procedure for Unacceptable Deliveries
Concealed Damages
If there is no visual damage, and the using Department cannot inspect the delivery immediately, the
delivery ticket can be signed, but a notation must be made that the shipment is accepted subject to
inspection. This protects the City and provides time to unpack and properly inspect and count the
items delivered. In these cases, the using Department must make the inspection within fifteen days.
In cases of concealed damage where the carton looked good but when opened, the item(s) are found
to be damaged, the item(s) must be placed back in the carton and the delivery carrier called to return
to make an inspection and prepare a Concealed Damage Report. Failure to open within fifteen days
may be grounds or denial of a claim.
Quantity Insufficient
City staff authorized to sign off on the receiving copy of the purchase order shall verify that all items
are received and receive any insufficient orders with the vendor directly prior to submitting the
receiving copy of the purchase order to Finance.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
19
Quality Unacceptable
Notify Purchasing immediately and forward any findings if an order is received with unacceptable
product. If the quality delivered is inferior to that ordered, the vendor is responsible and must correct
the deficiency. If the fault is with the quality ordered, then the vendor is not responsible. In these
cases, Purchasing will negotiate with the vendor an accommodation to an acceptable quality level.
Wrong Commodity
A determination must be made as to whether the vendor did not supply what was ordered or
whether the City did not properly specify what was needed. In the former case, the vendor must
correct the deficiency. In the latter situation, the vendor may or may not agree to correct the problem.
In any case, follow the procedure in the Quality Unacceptable section listed above.
Resolving Delivery Problems
The using Department should not attempt to resolve delivery problems by itself.
If the shipment is accepted as is, and the delivery ticket is signed with no
exception listed, it will be impossible to file a claim. Failure to follow proper
inspection procedures will result in the division’s budget being charged for
incorrect quantities or deficient goods. However, when the proper procedures are
followed, Purchasing will notify the vendor of the issue. When the problem is resolved,
the vendor and the Division Head will be notified in writing of the disposition of the parts.
Vendor Cooperation – Rejected Goods
It is important that Purchasing be involved in the rejection of any goods or services. Purchasing
must know the agreement that was reached to insure proper payment. Moreover, the feedback that
the Divisions give to Purchasing helps in assessing the reliability of using a particular vendor for future
purchase orders. All of the various forms used in these procedures will be retained in the respective
vendor files in Purchasing. Good vendors will generally obtain more business and marginal or poor
vendors will either improve or face suspension or debarment. Feedback provided by city staff is vital
in determining quality vendors.
Vendor Invoices and Payments
Vendor Invoices
All invoices should be mailed directly to the Finance Department and not to the USING
DEPARTMENTS. If this should occur, send the invoice directly to the Purchasing Office and we
will notify the vendor. The Finance Department will only make payments to the vendor from the
“Original Invoice” and not from a copy or statement.
Vendor Payments
As general information, the Thursday, two weeks prior to each Council Meeting, is considered cut-
off day in Finance. Only those partial payment requests or those invoices that are properly matched
by a receiving copy and purchase order are processed and listed on the Council bills for the Council’s
approval. Therefore, it is essential that all departments complete their respective paperwork in a
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
20
timely manner to allow for prompt payment to vendors. Prompt payment protects the City’s credit
standing and maintains good relations with its vendors.
Vendor Samples
If a vendor ships a no charge sample for use in testing, the Division Head should test the sample and
notify Purchasing of its findings. If the vendor charges the City for a sample and it is to be returned
for credit, the Division Head shall inform Finance of an impending credit due, the company, amount,
anticipated credit, and fund, division, and account to which the sample was originally charged.
Control of Road & Bridge Work
All work shall be done under the supervision of the City Engineer or their authorized representative
and to their satisfaction. They shall decide all questions which arise as to the quality and acceptability
of materials furnished, work performed, manner of performance, rate of progress, the interpretations
of the plans and specifications, the acceptable fulfillment of the contract compensations, and disputes
and mutual rights between Contractors under the specifications.
Service Contracts
The using department shall insure that all the terms and conditions of the specifications of any service
contract are complied with in full, prior to signing off on the receiving copy.
Bid Procedure
The time to process a particular bid is dependent on both the funding sources and complexity of the
bidding specifications, as well as the clarity of the drafted specifications submitted to Purchasing. If
the funding source involves Federal monies, the process is longer. If the specifications require
redrafting or research, the process will naturally be longer. It is not uncommon for the bidding process
to run for four to eight weeks duration.
Preparation of Request for Bid (RFB)
The purchase or contract of any item or contractual service which is estimated to be meeting or
exceeding the State Bid Threshold (currently $25,000) shall be submitted to the Purchasing
Department for bidding and shall be covered by a purchase order.
a. Purchasing and the Department Head, unless the requirement is clear, shall determine
whether the item or service shall be bid or a Request for Proposal (RFP) shall be used.
b. Unencumbered funds shall be provided in the approved budget; or if not specifically
provided in the approved budget, shall require the written prior approval of the Finance
Director and City Manager.
c. Public advertisement for Sealed Bids shall be required unless the Purchasing Agent
determines that a Waiver of Public Notice (SEE POLICIES) is more advantageous to the City.
d. The bids are to be opened at a time and place designated prior to the letting of the bids.
Such notice will be contained in the public advertisement and shall be published ten days
prior to the Bid Opening. The advertisement shall also state where the Bid Packets may be
obtained and at what cost, if any, for the plans.
e. Bid and Performance Bonds may be required.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
21
f. Awards are to be made to the responsive and responsible bidder or offeror whose bid or
proposal is most economical and advantageous to the City for the purpose intended.
g. In order to accommodate the various needs of the City, broad discretion is allowed in the
award process, including, but not limited to, partial awards, progressive or incremental
awards, life cycle costing, multiple awards, and awards by line items or groups of items.
h. If the bid award is made for other than low initial price, the reasons must be documented
for public record and maintained in the office of the Purchasing Agent.
i. These procedures recognize certain conditions exist where competition can be waived (SEE
SOLE SOURCE)
Instruction to Bidders
(Required for, but not limited to, all purchases meeting or exceeding the State Bid Threshold
(currently $25,000.00). The instructions to bidders will include but not be limited to:
a. Delivery time
b. Bid Opening Date and Place
c. Terms and Conditions
d. Method of Award
e. Bond requirements
Bid Guarantee Requirement
Definition
Bid guarantee is a form of security accompanying a bid or proposal as assurance that the bidder,
(1) will not withdraw their bid within the period specified therein for acceptance.
(2) Will execute a written contract as required and furnish such bonds, certificates of
insurance and other data as required within the period specified in the bid after receipt
of notice of award and appropriate contract forms.
Recognized bid guarantees by the City
(1) A bid bond acceptable to the City
(2) Bank Cashier’s Check, or,
(3) Certified Check, made payable to the City of Galesburg, Illinois
Amount Required
When a bid guarantee is deemed necessary, the Purchasing Agent shall determine the percentage or
amount which in their best judgment, when applied to the bid price, will produce a bid guarantee
amount adequate to protect the City from loss should the successful bidder fail to execute such
further contractual documents and bonds as may be required.
Forfeiture of Bid Guarantee
The Bid Guarantee of all bidders shall be held by the City until all bids or proposals submitted have
been analyzed and the bids have either been rejected as a whole, or in part, or the award of the
contract(s) has been determined. When award determination has been made, the Bid Guarantee of
the two low responsive bids will be held until the contract(s) is duly executed. All other Bid
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
22
Guarantees, except bonds, shall be returned to the unsuccessful bidders within fifteen (15) days after
contract award(s).
Performance Bonds
Definition
A performance bond is a bond which is executed in connection with a contract and which secures the
performance and fulfillment of all the undertakings, covenants, terms, conditions, and agreements
contained in the contract.
Recognized Performance Bond or Performance Guarantees by the City
The primary method of performance guarantee recognized by the City is a performance bond from a
reputable insurance company. At the discretion of the Purchasing Agent or the Finance Director, the
other forms of performance guarantees listed below may be used.
(1) A certified or cashier’s check made payable to the City of Galesburg, Illinois, which shall
be retained by the City until completion of the contract.
Amount Required
Construction Contracts
The amount of each performance bond shall be 100% of the contract price at the time of the award.
Additional performance bond protection may be required in connection with any modification
affecting an increase in price under any contract for which a bond is required.
In addition to the performance bond, if specified in the Invitation for Bid, the contractor will be
required to furnish a labor & material bond, a waiver of lien and required insurance certificates as
required in the bid document.
Service & Supply Contracts
The Purchasing Agent will determine when and to what amounts a performance bond or guarantee
will be required with certain service or supply contracts.
Limitations
A performance guarantee will not be required unless, (1) it is specified in the Invitation for Bid, (2)
The estimated bid amount for a construction contract exceeds $25,000. The decision for application
of a performance guarantee below the $25,000 minimum rests with the Purchasing Agent.
Return of Performance Guarantee
Performance bonds will be retained by the City. Performance guarantees will be returned within 30
working days after successful completion and acceptance of the contract. In the event that the
Invitation for Bid requires a final audit, or a dispute arises regarding the performance of the work, or
the payments made, the performance guarantee will be returned within 30 days after the resolution.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
23
Pre-Bid or Pre-Proposal Conferences
The pre-bid or proposal conference is a procedure which may be used as a means of briefing
prospective bidders and/or offerors and explains complicated specifications and requirements to
them as early as possible after the invitation has been issued and before the bids or proposals are
opened. The conference shall be conducted by the Purchasing Agent and be attended by the
appropriate technical personnel of the department initiating the purchase request. Remarks and
explanations at the conference shall not qualify the terms of the solicitation and specifications. All
conferees are to be advised that unless the solicitation is amended in writing, it will remain
unchanged. If an addendum is issued, the normal procedures relating to the receipt and
acknowledgement of an addendum will be followed. When the conference is linked to a site
examination or a tour of premises, the Purchasing Agent may designate that attendance at the
conference is a pre-requisite to the consideration of any bid or offer submitted. Any written summary
of the conference should be furnished to each respective bidder or offeror and be made a part of the
public bid file.
Notification of Prospective Bidders and Distribution of Invitation for Bid or
Request for Proposal
Advertisement
The Purchasing Agent shall submit the advertisement prior to 12:00 noon three days preceding the
first publication date of the advertisement. All bids with an estimated cost meeting or exceeding the
current State of Illinois Bid Threshold will require advertising. Generally, these formal bids or
proposals will remain open for a period of 15 days from the first advertisement date.
Distribution of Invitation for Bid or Request for Proposal
The Purchasing Department will post the availability of the bid package to the City website. Vendors
who have registered on the website to receive bid notifications will automatically receive an email
indicating the bid is available through the purchasing office.
Public Opening and Reading of Bids
The Invitation for Bid shall set forth the time and place of the bid opening. The Purchasing Agent or
their duly authorized representative shall conduct the bid opening process as per the following
procedures.
a. The bidder's name and prices bid shall be read aloud. When there is a number of unit prices
bid, it is acceptable to read only the total price bid by each bidder.
b. The inclusion or omission of a bid guarantee where required, shall also be indicated.
c. A record of the bid opening shall be made.
d. No bids will be accepted or withdrawn after the start of the bid opening, or after the
previously announced date and time, whichever is earlier.
e. Late bids received by mail or delivery service are filed in the bid file and clearly marked as
“received late” by the Purchasing Agent and one witness. Purchasing will note this item on
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
24
the bid tabulation if this situation occurs. Hand delivered late bids shall not be accepted
and the Purchasing Agent shall state to any bidder that their bid is late and unacceptable.
f. In the event of inclement weather, Purchasing may, at its discretion, delay a bid opening
by one business day up to one hour before the scheduled bid opening. If this occurs,
vendors in which bids have been received will be contacted that the delayed opening has
been authorized due to inclement weather in the area and that the bids will be opened the
next business day at the same time allowing for safe delivery of bids. This option should
only be used on rare occasions.
Public Disclosure of Bids
Records, tabulations, or abstracts made of bids at the time of the bid opening should be available as
public information at all times. Bid documents themselves should be made public information
following award of a contract, subject to provisions for confidentiality or proprietary and related data.
Evaluation of Bids
General Criteria for Award
The evaluation of bids or offers for award of a contract must be made equitably with economy and
fairness as the objectives. Otherwise, favoritism and waste results. Broad criteria for award are
designated in the State Statutes and the City ordinances, as well as in these policies and procedures.
Two of the criteria responsiveness and responsibility are overriding. Award cannot be made of a bid
or offer that is not in keeping with the provisions of the solicitation or to a bidder or offeror who lacks
the ability to perform satisfactorily. Other criteria appropriately used in the decision-making process
are price or cost, quality, suitability, delivery and advantageousness.
Determination of Responsiveness of Bidders
The Purchasing Agent or their duly authorized representative shall determine the bidder's
responsiveness to the terms and conditions of the Invitation for Bid. To be considered for award, the
bid must comply in all material respects with the Invitation for Bid so that both as to the method and
timeliness of submission, and as to the substance of any resulting contract, all bidders are afforded
equal opportunity of award. Telegraphic or telephone bids shall not be considered. Bids are to be
filled out, executed, and submitted in accordance with the instructions which are contained in the
Invitation for Bid. A bidder is not to use their own form or letter to submit a bid.
Evaluations of Elements of Price
The various elements of price are to be considered in the bid award: (1) net price bid, (2) payment
discount, if any, (3) F.O.B. point.
Determination of Bidder’s Responsibleness
The prospective bidder must; (1) have adequate financial resources or the ability to obtain such
resources as required during performance of this contract (2) be able to comply with the required or
proposed delivery or performance schedule (3) have a satisfactory record of performance (4) be
otherwise qualified and eligible to receive an award under applicable laws and regulations (5) is a
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
25
manufacturer of or regular dealer in or can provide supplies or services of the general character to be
furnished (6) In addition to the above criteria, proposals for professional services will be evaluated
based on experience and other factors such as demonstrated staff capabilities to perform specific
services requested.
Award Recommendation
The ability of a prospective bidder to perform a contract will be evaluated by the Purchasing Agent
with participation of the requesting department. When the low responsive bid determination is made,
the Purchasing Agent shall forward to the City Manager their written recommendation together with
the tabulation sheet. Occasionally, a joint letter of recommendation from the Purchasing Agent and
the Division or Department Head shall be made to the City Manager. If sufficient funds are not
available for the award, the Purchasing Agent shall so inform the City Manager that funds for the
project, equipment, services, or supplies are not available; and the City Manager shall determine if
the award is made where the funding shall come from.
Award & Issuance of P.O. and/or Contract
Unless all bids are rejected, awards shall be made by the City Council within the time for acceptance
specified in the bids or extension thereof, to the lowest responsible bidder whose bids, conforming to
the Invitation for Bids will be most advantageous to the City. The City shall retain the right to reject
any and all bids and/or proposals and to obtain additional information to clarify one or more matters
contained in a bid or proposal after it has been opened and prior to award and to waive any
informality or irregularity in the bids received when deemed in the best interest of the City. The best
interest of the City shall include but not be limited to those factors that (1) lessen the cost to the City,
(2) increase proficiency, (3) enhance the City’s public image, or (4) have an improved design.
In cases of tie bids where all other factors are equal, the Purchasing Agent shall inform the bidders of
the tie and name a time, date, and place where he shall conduct a coin toss in the presence of at least
one witness. The Purchasing Agent, prior to the coin toss, shall designate Vendor A as heads and
Vendor B as tails.
Although extremely rare, if there are three ties and all other factors are equal, the names of the
bidders shall be written on slips of paper, placed in a container, and a drawing shall be conducted to
determine the award.
Confidentiality
The purchasing process has to request or require information from time to time that can be correctly
construed as proprietary. Such information may relate to financial records and responsibility,
manufacturing drawings, formulas and processes, agreements with suppliers, and subcontractors,
test data, etc. To promote competition and protect valid interests, the purchasing procedures clearly
authorize that such data can remain confidential. When submitting bids or proposals, bidders and
offerors may request that certain material they submit remain confidential, but the final decision as
to the validity of a request shall rest with the Purchasing Agent.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
26
Termination of Contract/Purchase Order
Contracts or purchase orders will be terminated by (1) successful completion of the contract or
delivery of the equipment or supplies (2) termination for default (3) termination for convenience by
the City, if explicitly stated in a written contract.
Protest of Bidders
The purchasing process is subject to complaints, protests, and controversies. The creditability of the
purchasing program is affected by the manner in which disputes are received and treated. If a bidder
should have a protest or complaint or a claim, the first step shall be to direct their problem to the
attention of the Purchasing Agent. If the problem is not resolved, then the claim of the prospective
bidder or bidder shall be referred to the Assistant Finance Director. The last step shall involve the
consultation of the City Attorney and the bidder may meet with the City Manager.
Waiver of Public Notice
As stated in the policy section of this manual, there are certain circumstances other than emergencies
which call for quick procurement action. The Purchasing Agent has a procedure which authorizes him
with prior approval to determine the necessity for the operational or financial conditions which may
necessitate obtaining quotations which exceed the $25,000.00 limit. This procedure is not intended
to reduce competition and the Purchasing Agent shall give the City Manager and the City Council a
full written explanation including competitive costs where possible, and the reasons that the waiver
was deemed necessary.
Control of Purchase Order/Contract
These procedures authorize the Purchasing Agent to prescribe the procedures for testing commodities
and/or services for any equipment, materials, supplies, or services in case of any quality assurance
problems. The Purchasing Agent shall consult with the respective Division or Department Heads on
arriving at their determination. Final determination of rejection of any article shall rest with the
Purchasing Agent. In cases involving construction work, however, the Purchasing Agent shall be
subservient to the City Engineer and/or Public Works Director in arriving at determinations of quality
problems. The inspection of construction work involves unique activities to the extent of necessitating
employment of licensed professionals, either on staff or by contract. It demands compliance with
building codes and similar legal mandates, as well as or in addition to compliance with the
purchaser's specifications. Inspection, test and acceptance testing of construction and Public Works
projects, therefore, warrant special conditions.
Request for Proposals
Instruments Used for Requesting Bids or Proposals
The instrument for soliciting competitive sealed bids is commonly designated as a Request for Bids
(RFB). The instrument for soliciting competitive negotiations is referred to as a Request for Proposal
(RFP). The principal distinction between sealed bidding and negotiations is that the bidding
process requires that tenders be evaluated, and awards made solely on the information contained in
the bids at the time of the opening. No substantive changes, or any changes which would affect the
determination of the award are permitted in the nature of the offer or in the price. Negotiation, on
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
27
the other hand, allows modification and alteration of both content and price after offers are submitted
and during the evaluation process. Many procedural characteristics are common to both competitive
bidding and competitive negotiation. For example, both involve public notice and the issuance of a
solicitation, which establishes the time and place at which the proposals or bids will be open. There
are, however, also differences. The Request for Proposals may be open publicly, but only the names of
the proposers should be revealed, not the prices or other information. And the contents of neither
the successful nor unsuccessful proposals are available as public information either before or
after the award of the contract.
The RFP shall be drafted by both the using department and the Purchasing Agent and shall include a
description of the item or service desired, the criteria given in order of the relative importance that
will be used in evaluating proposals and the statement as to when and to what manner prices are to
be submitted.
The RFP shall also provide that after proposals are opened, they may be discussed with the offeror if
the purchaser deems it advantageous to do so, in this context, discussion means clarification,
modification and negotiations or any of these. If discussions are conducted, all offerors whose
proposals are found to be acceptable must be given equal opportunity to negotiate and revise their
proposals. Awards may be made on the basis of the proposals as initially submitted without
negotiation, but if this is not done, no information from a competing proposal may be revealed to
another competitor during the course of discussion. Negotiations should be conducted individually
with each qualified offeror and should be documented by minutes of each session. The offeror may
modify or withdraw their proposal at any time prior to the submission of a best and final offer.
Following negotiations, the time must be set for all offerors whose proposals have been deemed
acceptable to submit proposals including their prices. Changes are not allowed in proposals of prices
after best and final offers are received unless it’s in the public's best interest. Following award of a
contract, an explanation should be available to any unsuccessful proposer as to why their proposal
was not acceptable. The common evaluation factors used in evaluating any Request for Proposal
usually fall into three main categories: (1) technical capability and the approach for meeting
performance requirements, (2) the competitiveness and reasonableness of price, and (3) managerial
capability. All Request for Proposals shall be reviewed by the Purchasing Agent prior to their
distribution and to be distributed by the Central Purchasing Office. The Purchasing Agent shall
participate on the evaluation committee reviewing all Request for Proposals issued by the City of
Galesburg.
Multiple Step Sealed Proposals and Bidding
This procedure usually involves two steps, combining certain aspects of competitive sealed bidding
and competitive negotiations. It can be effective for some of the more complex procurements, where
different approaches for doing the work can be offered and evaluated together with the relative
performance capabilities of the bidders. This method can be advantageous in the acquisition of
certain specialized services, Multiple step bidding uses a Request for Bids to which the response in
the first step consists of a technical proposal stating how the task would be accomplished and the
bidder’s experience and resources for carrying it out. The proposal does not include prices. Prices
are submitted as a second step. In preparing an invitation for multiple step bidding, the specifications,
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
28
product description, or statement of work should be written in terms of the purpose for which the
product or services needed and the results desired. The technical proposals may be opened publicly
but only to disclose the names of the bidders, not any information contained in the proposals.
Evaluation of the technical proposals is the same as for competitive negotiations, except there is
no discussion of price. Following evaluation, prices are invited from all bidders whose technical
proposals are acceptable. Negotiation regarding technical proposals is not necessary if fully acceptable
proposals are received initially. The procedure then moves directly to the next step of obtaining and
considering prices with an award made as under competitive sealed bidding.
Sole Source Purchases
It is important to emphasize that sole source refers to the supplier, not a product or service. Thus, the
ability to meet a delivery date, or to make on call repairs at a particular location, can create a sole
source condition. These procedures require, however, that although a certain item or service may be
needed or a condition met, price competition is to be solicited if the requirement can be obtained
from more than one source. Justification for a sole source purchase depends upon a needed item
being available from only a single supplier under certain circumstances. These circumstances shall
include, but not be limited to the following types of purchases; (1) the purchase of equipment for
which there is no competitive product and which is available from only one supplier (2) the purchase
of electricity, natural gas and other public utility services (3) the purchase of a component or
replacement part for which there is no commercially available substitute and which can only be
obtained from one manufacturer (4) the purchase of an item where compatibility is the overriding
consideration (5) the purchase of a used item which becomes immediately available and is subject to
prior sale (6) the purchase of an item for resale or the purchase of a particular product for trial and
testing or under certain circumstances the additional needs developed during the course of a project
(7) purchases from other governmental units (8) subscriptions, leases, maintenance agreements, and
rentals. These orders and services should be set up to expire at the same time each year, if
possible, as all such numbers will be transferred to a new block of purchase order numbers annually.
Any contract or agreements which include an option to buy are classified as purchases and shall be
processed under a regular purchase order. If an unsolicited offer is accepted, it constitutes a waiver of
competition and depending upon a number of factors could be a purchase from a single available
supplier. No employee of the City shall accept an unsolicited offer, nor evaluate or make any
commitment as to the respect of an offer without the prior approval of the Purchasing
Agent.
All lease agreements, rental agreements, and maintenance agreements will be reviewed and signed
by the Purchasing Agent only, unless approved by City Council and, if so, the Mayor will sign the
agreement, and a purchase order will be issued to cover the vendor’s invoices.
Other Types of Purchases
Petty Cash
The intended usage of petty cash is to provide authorized City personnel with a convenient method of
purchasing minor supplies or services of a non-recurring nature. Petty cash is not intended to be used
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
29
for the frequent purchase of minor supplies or services of a like nature which should be purchased
on the basis of competitive quotations. Petty cash purchases will not normally exceed $25.00 in cost
and each petty cash purchase must be supported by a properly completed petty cash voucher. Petty
cash vouchers can be obtained at the employee’s designated reimbursement office. Evidence of a
petty cash purchase such as a receipted invoice must be attached to the petty cash voucher and signed
by an authorized Department or Division Head. A request for reimbursement with petty cash must be
made not later than 7 calendar days from the date of purchase.
Emergency Orders
Emergency purchases are not to be made unless true and justifiable emergencies exist. The full
cooperation of all departments is important in the observance of this procedure. Emergencies are
defined as a "Need for parts, supplies or services required in connection with repairs due to the
breakdown of equipment that must be kept running, or other requirements which critically impact
the City's objectives, responsiveness, and public image." A waiver of the normal procurement
requirements can be made for purchases in an emergency or hazardous situation.
True emergencies do exist, and the management staff of the City must be able to act swiftly for the
public good. Each Division Head should attempt to contact their respective Department Head
regarding the emergency, and the Department Head should contact the City Manager in emergencies
which will exceed the $5,000 limit, when possible. The Department Head shall obtain written or email
approval from the City Manager to move forward with the emergency order prior to authorizing a
vendor to proceed with work.
Credit Card Purchases
Credit card purchases are allowable by City Staff on all purchases under $5,000 unless purchasing
guidelines are followed for purchases over $5,000. Credit card purchases may be made on items from
$5,000.00 up to the threshold requiring a formal bid with prior written approval of Department Head,
City Manager, and Purchasing Agent. Supporting documents shall be submitted with credit card
statements.
Blanket Orders
This is a purchase order covering supplies of a nature that are used on a recurring basis for a stipulated
period of time. Blanket purchase orders should be used for repetitive orders for a given quantity of
the same item at a constant unit price from a single vendor. Blanket purchase orders greater than
$5,000.00; but less than $25.000.00 must comply with quoting procedures. Blanket purchase orders
in excess of $25,000.00 must comply with the bidding procedures.
Blanket Order Release
A blanket order is an arrangement under which the City contracts with a vendor to provide the City’s
requirements for an item or service on an as-required basis. The blanket order is for a limited period
of time and is subject to a maximum dollar limit within the specified period. Only one purchase order
number is issued to the vendor for a specified quantity at the same unit price for a period of time (i.e.,
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
30
700 tons of fill sand for the fiscal year) and quantities are ordered and released against the master
purchase order.
Inventory Management
Definition
Inventory management refers to the responsibility for equipment, material and supplies after they
are acquired. This responsibility involves storing and distribution, transferring unused items between
divisions, departments and funds and disposing of surplus property, as well as general supervision of
storerooms and warehouses.
Responsibility
Central Purchasing has general supervision and ultimate control over discontinued inventory and
surplus property. The Purchasing Department is responsible for arranging the periodic sale, auction,
or other form of disposition for articles that are no longer deemed necessary or in the best interest of
the City.
Transfer & Disposition
As a general rule, the most gainful method for handling an item no longer needed by one using division
is to transfer it to another using division that has a, need and a use for it. The disposition process deals
with three categories of items: excess, surplus, and obsolete. For the purpose of these procedures,
excess items are those no longer needed by the using division, but suitable for transfer, surplus items
are those still useful, but the jurisdiction no longer has a reasonable need for them. Obsolete property
is inventory without utility, due usually to technological development, wear and tear, or damage, or
scrap metal which has no value except its basic material content.
When items become excess, surplus, or obsolete, it shall be the duty of the using division to report
them promptly to the Central Purchasing Office.
Annual Public Auction
The Purchasing Office holds may hold an annual public auction usually scheduled for late May or June
or each succeeding year whereby all items that have not been transferred or traded in can be sold
after an advertised public announcement. In lieu of a public auction, the Purchasing Agent may utilize
an online auction service which may result in higher proceeds by reaching a larger audience. Prior to
the advertisement, the Purchasing Division shall distribute a listing to the Division Heads of the
surplus property in the City's possession for their review and possible transfer. After review by the
respective Division Heads, the Purchasing Agent shall determine which surplus property shall be
listed and sold at public auction.
Prior to requesting approval for the sale of city owned items from the City Council, each
department head must provide consent by signing and returning the Auction Authorization
Form to the Purchasing Agent.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
31
Other Disposition Methods
The Purchasing Agent shall have the responsibility and discretion of determining whether surplus
items shall be listed in the public auction or sold by sealed bids, or through the commercial
market, or posted prices or through any procedure which the City Council approves as a normal means
of conducting business. Whatever method of disposition is chosen, the Purchasing Agent shall set the
terms and conditions of the sale.
Sales to Employees
The non-competitive sale of any City surplus property to any City employee is prohibited.
Records Control
Records control and the overall responsibility for the efficient management for personal property in
the equipment rest with the Finance Department. As per City ordinance and accepted accounting
practices, the Finance Department has established procedures for maintaining the records on
acquisition, transfers, and disposition of equipment or other property. The records control function
serves several central purposes. It fixes upon those with actual physical control the responsibility for
custody and care of each item of property. The accuracy of the records and the dollar values are used
in various financial reporting tool, provides a method of reducing losses and inefficiencies as much as
possible, it provides a means of adding or deleting proper charges to the respective divisions, and to
the extent that the City protects, manages, and takes good care of its property, replacement
expenditures will not be necessary.
Conflict of Interest
Any elected official or employee who has any financial or other interest in a supplier company either
directly or indirectly through members of their immediate family, shall so report such financial or
other interest in writing to the Purchasing Agent or their respective Department Head, The Purchasing
Agent and the Finance Director will consult with legal counsel in determining whether the alleged or
potential conflict in question is of sufficient magnitude as to take restrictive actions on the employee,
or restrict purchase from the associated vendor. In all cases of a reported alleged or potential conflict
of interest, the Purchasing Agent shall issue a written letter of determination to the employee or vendor
as to the decision of the City within ten days of the receipt of the reported alleged or potential conflict
of interest. If the Purchasing Agent should discover a real or potential violation of this conflict of
interest policy and procedure, he/she shall immediately suspend business with the vendor, and shall
give a written report of their findings to the Director of Finance and City Manager, and they shall
jointly decide on the proper course of action to be taken regarding the vendor.
Unlawful Purchases
When it is found that a solicitation is unlawful, it shall be cancelled. Unless altogether unfeasible, a
purchase made or contract awarded contrary to law or applicable rules and regulations shall be
terminated, any unused merchandise returned, and the employees who are responsible held
personally liable for any costs involved. The Purchasing Agent shall report all unlawful solicitations or
purchases to the Director of Finance and City Manager, and they shall jointly decide on the course of
action to be taken regarding any unlawful purchase.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
32
Adherence to Policy
Departments will be required to strictly adhere to all policies and procedures contained in this manual.
It will be the Department Head's responsibility to ensure compliance within their department.
Ethics
All employees involved in the procurement activities will strive to maintain the City's image by their
personal conduct and methods of doing business and shall practice good public relations at all times.
Changes to Policy or Procedure
Changes to Policies
The Policies as outlined in this manual are the City’s formulation and publication of administrative
policies for all Departments and Divisions.
Changes in Procedures
The procedures as outlined in this manual are the methods used by Central Purchasing in internal
procedures. Changes to the procedures section can be made by the Central Purchasing Office only
and only if they do not exceed or conflict with any POLICY as established by the City Council. All
changes in procedures shall be in writing and distributed to the Department and Division Heads.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
33
EXHIBIT A"0"
TERMS & CONDITIONS
The following terms and conditions shall apply to all contracts or purchase orders unless specifically
superseded by the Instructions to Bidders, Special Provisions, or any particular Request for Bid, or
Request for Proposal. The words order and contract are used interchangeably to mean a purchase order,
a written contract, or the use of either as a legal contract. The words Seller, Vendor, Bidder, and
Contractor are used interchangeably to mean Seller. The word Buyer is used to mean the City of
Galesburg, Illinois. The word bid is used to mean quotation, bid or proposal.
Acceptance of Contract
Seller shall be bound by this order and its' terms and conditions when it delivers to Buyer any of the
items ordered, or renders for Buyer any of the items ordered, or renders for Buyer any of the services
ordered herein.
If a written contract is used, the Buyer shall not be bound by this contract until the Seller executes and
returns to the Buyer both copies of the contract and it is signed by the Mayor of the City of Galesburg
and returned with a written purchase order to the Seller. No contract shall exist except as herein above
provided.
Affirmative Action
The City of Galesburg has adopted an Affirmative Action Policy. Vendors are encouraged to review
the City policy and incorporate this policy into any service they may be providing to the City.
Amendments
No agreement or understanding to modify this contract or order shall be binding upon Buyer unless in
writing and signed by Buyers' authorized agent. All specifications, drawings, and data submitted to Seller
with this order are hereby incorporated herein and made a part hereof. No claim based on oral change
orders will be allowed.
Assigning or Subcontracting
The Contractor shall give their personal attention to the fulfillment of the contract and shall keep the
work under their control. Except as agreed in evidence by the amendments or addenda to the contract
documents, the Contractor shall not sublet, sell, transfer, assign or otherwise dispose of the contract or
any portion of payments due thereof, or of its' rights, title or interest therein, without prior written
consent of the City. No subcontracts, or transfer of this contract, shall in any case release the Contractor
of their liability under the contract and bonds. Any consent by the City to sublet any part of the work
shall not be construed to be an approval of the said subcontract or of any of its' terms and shall operate
only as an approval of a making of a subcontract between the Contractor and subcontractor. The
Contractor and subcontractor shall be jointly and severally liable to the City for any failure of a
subcontractor to comply with the provisions of these contract documents. A subcontractor will be
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
34
recognized only in the capacity of an employee, independent Contractor, or agent of the Contractor, and
not as employee of the City. The Contractor shall direct the attention of its subcontractors to the
requirements of all Federal, State, and Municipal laws, Ordinances, Rules & Regulations as they
apply.
Audits and Inspections
The Seller shall permit, and shall require any subcontractor to permit, the City and its representatives
to have access, at any reasonable time, to the premises used by the Seller or its subcontractor or to
any plant or place where materials, work or any part thereof, will be made, performed, or stored. The
Seller shall permit and shall require any subcontractor to permit the City to have access at any
reasonable time, to inspect the records and documents of the Seller and its suppliers, relating to any
labor, materials, plant and equipment used in the performance of this contract. Access shall be given
or obtained both before and after completion of this contract for the duration of the warranty period or
as prescribed by law.
Changes
The Buyer reserves the right at any time to make changes in any one of the following:
a. Specifications, drawings, and data incorporated in this contract where the items to
be furnished are to be specifically manufactured for the Buyer.
b. Methods of shipment or packaging
c. Place of delivery
d. Time of delivery
If any such change causes an increase or decrease in the cost of or the time required for performance
of this contract, an equitable adjustment shall be made to the contract price or delivery schedule, or
both. Any claim by Seller for adjustment under this clause shall be deemed waived unless asserted in
writing within 10 days from receipt by Seller of the change. Price increase or extensions in time for
delivery shall not be binding on the Buyer unless evidenced by a purchase order change notice issued
and signed by the Buyer.
Compliance with Statutes and Government Requirements
Seller warrants and certifies that all materials or articles listed hereunder have been and will be
produced in compliance with and subject to
a. All applicable Federal and State Statutes, Amendments thereto and regulations issued
pursuant thereto, and
b. All applicable orders and regulations of the executive and other departments, agencies,
and instrumentalities of the United States.
By acceptance hereof, Seller certifies compliance with the Fair Labor Standards Act of 1938 (as
amended) in the performance of this order and that any equipment or machinery sold hereunder
complies with the requirements of the Occupational Safety and Health Act (as amended).
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
35
Delivery Schedule
Time is of the essence of this contract, and if delivery of acceptable items or rendering of services is
not completed by the time promised, the Buyer reserves the right without liability, in addition to its'
other rights and remedies to terminate this contract by notice effective when received by Seller, as to
stated items not yet shipped or services not yet rendered, and to purchase substitute items for services
elsewhere and charge the Seller with any loss incurred. Any provisions herein for the delivery of articles
or the rendering of services by installments shall not be construed as making the obligations of the Seller
severable.
Delivery Terms
Shipments sent C.O.D. without Buyers' written consent will not be accepted and will at Sellers' risk and
expense, be returned to Seller. Excess unauthorized shipments are subject to rejection and return at
Sellers' expense. Unless specifically stated to the contrary, on the face of this order, Seller shall pay all
freight charges to the ship to address of the Buyer. In all events, title to the goods purchased, or
additions or modifications to goods, shall pass to the Buyer upon receipt and inspection by the Buyer.
Equal Employment Opportunity Clause
The City has adopted an Equal Employment Opportunity Clause which is incorporated into all
specifications, purchase orders and contracts, whereby a vendor agrees not to discriminate against any
employee or applicant for employment because of their race, color, religion, sex, national origin or
ancestry. A copy of this clause may be obtained and viewed at the City Clerk's Office, City Hall.
Galesburg, Illinois.
Governing Law
This purchase order and/or contract shall be governed by and construed according to the
laws of the State of Illinois.
Immigration Reform and Control Act of 1986
The Seller hereby agrees to comply with all relevant provisions of the Immigration Reform and
Control Act of 1986, with particular reference to the 1-9 requirements.
Inspection
Materials or equipment purchased hereunder are subject to inspection and approval at the Buyer's
destination. Buyer reserves the right to reject and refuse acceptance of items which are not in
accordance with the instructions, specifications, drawings and data of Seller's warranty (expressed or
implied). Buyer may charge Seller for the cost of inspecting merchandise rejected. Items not accepted
will be returned to Seller at Seller’s expense. Payment for any article hereunder shall not be deemed
in acceptance thereof.
Invoices - Order Numbers
Invoices in duplicate with prices set out and giving the correct purchase order, together with the
original bill of lading or express receipt must be sent at the time of each shipment, otherwise payment
of Seller's account may be delayed. The purchase order number shall appear on all invoices, boxes,
packages, shipping documents and correspondence, and the list of contents shall be enclosed in each
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
36
box or package.
Late Bids
Any bid or proposal received after the stated time in the Instructions to Bidders shall be rejected
and will be returned unopened.
Mistakes in Bids
Prior to bid opening, a bidder may correct a mistake or withdraw the bid. After bids are opened, but
before award, a mistake may be corrected only if it is minor, and the intent of the bid is obvious; that is
only if the bid is in substantial compliance and the correction does not improve the bidder's competitive
position. Where a mistake or omission is not evident on the face of the bid and the bidder points out an
error with clear and objective evidence prior to award, it is in order to allow the bid to be withdrawn but
not corrected. Where bid security applies, permitting withdrawal would normally be without forfeiture
of the security. Public policy does not seek public gain for mistakes by bidders. To help prevent
unnecessary problems, when the Purchasing Agent sees an apparent error in a bid, he shall bring it to
the attention of the bidder and resolve the matter before further consideration of the bid for award.
After award, any mistake in a bid which comes to light will not relieve the Contractor from performance
in accordance with the contract award.
Non-Appropriation of Funds
A contract or order shall be terminated in any year in which the City Council fails to appropriate or
otherwise make available funds necessary to make payments under the terms and conditions of the
respective contract documents.
Notice to Surety
In the event of any contract termination, the Buyer shall immediately serve notice thereof upon the
Surety and the Contractor and the Surety shall have the right to take over and perform the contract,
provided however that if the Surety does not commence performance thereof within thirty days from
the date of the mailing to such Surety notice of termination, the Buyer may take over the
work and prosecute the same to completion by contract for the amount and at the expense of the
Contractor, and the Contractor and their surety shall be liable to the Buyer for any excess cost
occasioned by the Buyer thereby. be directed by the City. The Contractor shall not commit or permit
any act which will interfere with the performance of work by any other Contractor as scheduled. If,
through acts or neglect on the part of the Contractor, any other Contractor or any subcontractor shall
suffer loss or damage on the work, the Contractor shall settle with such other Contractor or
subcontractor by agreement or arbitration, if such other Contractor or subcontractor will so settle. If
such other Contractor or subcontractor shall assert any claim against the City on account of any damage
alleged to have been so sustained, the City will notify this Contractor, who shall defend at their own
expense any suit based upon such claim, and if any judgment or claims against the City shall be allowed,
the Contractor shall pay or satisfy such judgment or claim and pay all costs and expenses in connection
therewith.
Patents
Seller undertakes and agrees to defend at Seller’s own expense, all suits, actions, or proceedings
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
37
against Buyer in which Buyer, and of Seller’s distributors or dealers, or the users of any Seller’s products
are made defendants for actual or alleged infringement of any U.S. or foreign letters patent resulting
from the use or sale of the items purchased hereunder (except infringement necessarily resulting from
adherence to specifications or drawings, other than those of Seller's design or selection originally
submitted to Seller by Buyer). And further agrees to pay and discharge any and all judgments or decrees
which may be rendered in any such suit, action, or proceedings against Buyer therein.
Permits and Licenses
The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices
necessary and incident to the due and lawful prosecution of the work. Further, prevailing wages shall
be paid if applicable and certified payrolls shall be collected and submitted to the City.
Price
Buyer shall not be billed at prices higher than stated on this purchase order unless authorized by a
purchase order change notice issued and signed by the Buyer. Seller agrees that prices comply with all
applicable government regulations in effect at the time of the quotation, sale or delivery. Seller further
agrees that any price reduction made in merchandise covered by this order subsequent to the
placement of this order will be applicable to this order. No charge shall be made against the Buyer for
boxing and crating unless otherwise agreed in writing.
Property Furnished to the Seller by Buyer
All property furnished to the Seller by the Buyer, or specifically paid for by the Buyer, for use in
the performance of this contract, shall be and remain the property of the Buyer, shall be subject
to removal upon the Buyer's instructions, shall be used only in filling orders from the Buyer, shall be
held at the Seller’s risk, shall be kept insured by the Seller at the Seller’s expense while in its' custody or
control in an amount equal to the replacement cost thereof, with, loss payable to the Buyer, and upon
recall by Buyer shall be packaged at Seller's expense for shipment to Buyer in accordance with Buyer's
instructions. Copies of policies or certificates of such insurance will be furnished to the Buyer upon
demand. It is agreed that any and all specifications, drawings or data furnished by Buyer shall, (1)
Remain the Buyer's sole and exclusive property, (2) Be considered and treated by Seller as Buyer's
confidential information, and not be copied, reproduced or duplicated in any manner, or disclose to any
other person or party, except as is necessary in the performance of this order contract: (3) Be returned
upon request. Further, it is agreed that specific order information and details shall not be published or
disclosed to any third party without the Buyer's written permission.
Public Act (P.A.) 102-03265
The City shall comply with Public Act (P.A.) 102-03265 by incorporating the collection and reporting of
specific vendor and subcontractor demographic information. The report shall track purchases and
disclose any certifications vendors or subcontractors may hold such as minority owned, women owned,
veteran owned, and/or certified as a small business under SBA standards. The data collected shall be
published electronically each year.
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
38
Sales Tax Exemption
The City has an active sales tax exemption certificate number assigned by the Illinois Department of
Revenue which indicates that the City does not pay the Illinois Retailer's Occupation Tax, the Service
Occupation Tax, the Service Use Tax, or the Use Tax.
Telephone Bids
The Buyer shall not accept telephone bids.
Termination for Breach
In the event that any of the provisions of the contract are violated by the Seller, the Buyer may serve a
written notice upon the Seller of the intention to terminate such contract, such notice to contain the
reasons for such termination intention: and unless within ten days after serving of such notice upon the
Seller such violation shall cease and satisfactory arrangements for corrections be made, the contract
shall, upon expiration of said ten days, cease and terminate.
Termination for Convenience
The City reserves the right to terminate this contract at any time for any reason by giving written notice
to the Contractor of such termination and specifying the effective date of the termination which may be
immediate. In the event of termination, all finished and unfinished documents and other materials shall,
at the option of the City, become its' property. If this contract is terminated as provided herein, the
Contractor will be compensated for services actually performed in accordance with the payment sections
of the contract. The Contractor shall promptly submit their termination claim to the Buyer and the
parties shall negotiate a termination settlement to be paid to the Contractor. Notwithstanding the
above, the Contractor shall not be relieved of any liability to the City for damages sustained by the City
by virtue of any breach or termination for convenience of this contract by the Contractor and the City
may withhold any payments to the Contractor until such time as the amount of such damages due the
City from the Contractor shall be determined.
Termination for Cause
If the Contractor shall fail to fulfill in a timely and proper manner its’ obligations under this contract, or
if the Contractor shall violate any of the covenants, agreements, or stipulations of this contract, the
Buyer shall thereupon have the right immediately to terminate this contract by giving written notice
thereof to the Contractor. In the event of such termination all finished and unfinished drawings,
specifications, estimates and data prepared by the Contractor shall at the option of the City become the
property of the City; and if such option is exercised, the Contractor shall be entitled to receive just an
equitable compensation in accordance with the terms for compensation for any satisfactory work
completed prior to the termination date and accepted by the Buyer. If a contract is terminated, the Buyer
in addition to any other rights provided, may require the Contractor to transfer title and deliver to the
Buyer in the manner and to the extent directed by the Buyer completed work, partially complete
supplies, materials, parts, plans, drawings, information and contract rights. The Contractor shall, upon
direction of the Buyer, protect and preserve property in the possession of the Seller in which the Buyer
may assert an interest. Payment for all such materials delivered to and accepted by the Buyer and for
the protection and preservation of property, shall be in an amount agreed upon by the Seller and the
Buyer. The Buyer may withhold from amounts otherwise due to the Seller for such completed work or
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
39
materials such sums as the Buyer determines to be necessary to protect the Buyer against loss because
of outstanding liens or claims of former lien holders. If, after notice of termination of a contract, it is
determined for any reason that the Contractor was not in default, or that the default was excusable
under any provisions of this contract, the rights and obligations of the parties shall be the same as if the
notice of termination had been issued pursuant to termination for convenience. The rights and remedies
of the Buyer provided in this section shall not be exclusive or in addition to any other rights and remedies
provided by law or under this contract.
Title and Risk of Loss
Any risk of loss or damage prior to acceptance thereof or thereafter while in the possession of the
Contractor or under their control is assumed and shall be borne by the Contractor, and any such loss
or damage shall be made good by the Contractor at their own cost and the performance of the contract
shall be carried forward by him in accordance with this contract without additional cost to the Buyer
by reason of such loss or damage. Notwithstanding the foregoing, any such loss or damage prior to
acceptance thereof shall not be borne by the Contractor if such loss or damage was caused solely
through the negligent act or omission of the Buyer or their employees.
Transit Purchases for Galesburg Transit
Any transit items purchased by the City of Galesburg which cost $10,000 or more will require IDOT
concurrence for pre-bid and pre-award authority.
Any third-party contracts related to transit goods or services will be required to have a maximum term
limit of five years or less.
Purchases in Which Federal Transit Authority (FTA) Funds are Utilized
• Include evaluation of lease versus purchase options in procurement history, if applicable.
• Acceptance, to the extent practicable and economically feasible, of products and services
dimensioned in the metric system of measurement.
• Preference, to the extent practicable and economically feasible, for products and services that
conserve natural resources, protect the environment, and are energy efficient.
• The Comptroller General, or any of their representatives, shall have access to and the right to
examine and inspect all records, documents, and papers relating to these type purchases.
• Effective February 6, 2023 by the FCC, per 2 CFR 200.216 it is prohibited to procure or enter
into a contract for “covered” equipment, services, or systems related to the following:
- Telecommunications equipment produced by Huawei Technologies Company or ZTE
Corporation
- Video surveillance and telecommunications equipment produced by Hytera
Communication Corporation, Hangzhou Hikvision Digital Technology Company, or
Dahua Technology Company
- Telecommunications or video surveillance services that are provided by such entities
or using such equipment
•- Telecommunications or video surveillance equipment or services produced or
provided by an entity that the Secretary of Defense, in consultation with the
Director of the National Intelligence or the Director of the Federal Bureau of
Updated 12/12/2022 11/27/2023City of Galesburg Purchasing
Policies
40
Investigation, reasonably believes to be an entity owned or controlled by, or
otherwise connected to, the government of a covered foreign country
Warranty
Seller warrants to Buyer that all goods and services furnished hereunder will conform in all respects
to the terms of this order including any drawings, specifications, or standards incorporated herein,
and that they will be free from latent and patent defects in materials, workmanship and title, and
will be free from such defects in design. In addition, Seller warrants that said goods and services are
suitable for, and will perform in accordance with, the purpose for which they were purchased,
fabricated, manufactured and designed and for such other purposes as are expressly specified in this
order. The foregoing warranties shall survive any inspection by, delivery to, acceptance of and
payment by Buyer and shall run to Buyer, its’ successors and assigns of said goods and services and
shall not be deemed to be exclusive.
Withdrawal of Bid
No bid may be withdrawn after the time of the bid opening. Any withdrawal requested before this
time shall be acceptable only when such request is made in writing to the Purchasing Agent
and actually received prior to the time of the bid opening.
Reviewed/updated by Purchasing 12/12/2022 11/27/2023 TDM
DECEMBER 31, 2022
THE CITY OF GALESBURG, ILLINOIS
POLICE PENSION FUND
PUBLIC ACT 95-0950
MUNICIPAL COMPLIANCE REPORT
FOR THE FISCAL YEAR ENDED
24-5000
1)
Current Preceding
Fiscal Year Fiscal Year
$28,294,332 $34,446,389
$29,783,715 $34,201,516
2)
$365,100
$1,909,900
$3,573,722
3)
$4,509,700
N/A
$3,573,722
$2,543,660
THE CITY OF GALESBURG, ILLINOIS
POLICE PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
The Pension Board certifies to the City Council of the City of Galesburg, Illinois on the condition of the
Pension Fund at the end of its most recently completed fiscal year the following information:
The total cash and investments, including accrued interest, of the fund at market value and the total net
position of the Pension Fund:
Total Cash and Investments (including accrued interest)
Total Net Position
The estimated receipts during the next succeeding fiscal year from deductions from the salaries of
police officers and from other sources:
Illinois Police Officers' Pension Investment Fund
Private Actuary - Lauterbach & Amen, LLP
Recommended Municipal Contribution
Alternative Municipal Contribution
(b) Annual Requirement of the Fund as Determined by:
Estimated Receipts - All Other Sources
Estimated Receipts - Employee Contributions
Investment Earnings
Municipal Contribution
The estimated amount required during the next succeeding fiscal year to (a) pay all pensions and other
obligations provided in Article 3 of the Illinois Pension Code, and (b) to meet the annual requirements
of the fund as provided in Sections 3-125 and 3-127:
(a) Pay all Pensions and Other Obligations
Page 1
THE CITY OF GALESBURG, ILLINOIS
POLICE PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
4)
Current Preceding
Fiscal Year Fiscal Year
($5,446,020) $3,864,473
N/A 6.500%
6.750% 6.750%
(17.360)% 11.756%
5)
48
6)
Total Amount
Number of Disbursed
48 $2,969,815
1 $57,451
(iii) Survivors and Child Benefits 12 $478,680
Totals 61 $3,505,946
The total amount that was disbursed in benefits during the fiscal year, including the number of and
total amount disbursed to (i) annuitants in receipt of a regular retirement pension, (ii) recipients being
paid a disability pension, and (iii) survivors and children in receipt of benefits:
(i) Regular Retirement Pension
(ii) Disability Pension
Actual Investment Return
The total number of active employees who are financially contributing to the fund:
Number of Active Members
Illinois Police Officers' Pension Investment Fund
Private Actuary - Lauterbach & Amen, LLP
Net Income Received from Investment of Assets
Assumed Investment Return
The total net income received from investment of assets along with the assumed investment return and
actual investment return received by the fund during its most recently completed fiscal year compared
to the total net income, assumed investment return, and actual investment return received during the
preceding fiscal year:
Page 2
THE CITY OF GALESBURG, ILLINOIS
POLICE PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
7)
Current Preceding
Fiscal Year Fiscal Year
N/A 49.25%
49.47% 50.16%
8)
N/A
$33,467,692
9) Please see attached Investment/Cash Management policy if applicable
Adopted this ___________ day of __________, 2023
President __________________________________________________ Date ___________________
Secretary __________________________________________________ Date ___________________
The funded ratio of the fund:
Illinois Police Officers' Pension Investment Fund
Private Actuary - Lauterbach & Amen, LLP
Illinois Police Officers' Pension Investment Fund
Private Actuary - Lauterbach & Amen, LLP
The Board of Trustees of the Pension Fund, based upon information and belief, and to the best of our
knowledge, hereby certify pursuant to §3-143 of the Illinois Pension Code 40 ILCS 5/3-143, that the
preceding report is true and accurate.
CERTIFICATION OF MUNICIPAL POLICE
PENSION FUND COMPLIANCE REPORT
The unfunded liability carried by the fund, along with an actuarial explanation of the unfunded
liability:
Unfunded Liability:
Please see Notes Page attached.
The accrued liability is the actuarial present value of the portion of the projected benefits that has been
accrued as of the valuation date based upon the actuarial valuation method and the actuarial
assumptions employed in the valuation. The unfunded accrued liability is the excess of the accrued
liability over the actuarial value of assets.
Page 3
1) Total Cash and Investments - as Reported at Market Value in the Audited Financial Statements for the
Years Ended December 31, 2022 and 2021.
Total Net Position - as Reported in the Audited Financial Statementsfor the Years Ended December 31,
2022 and 2021.
2) Estimated Receipts - Employee Contributions as Reported in the Audited Financial Statements for the
Year Ended December 31, 2022 plus 3% Increase (Actuarial Salary Increase Assumption) Rounded to
the Nearest $100.
Estimated Receipts - All Other Sources:
Investment Earnings - Cash and Investments as Reported in the Audited Financial Statements for the
Year Ended December 31, 2022, times 6.75% (Actuarial Investment Return Assumption) Rounded to
the Nearest $100.
Municipal Contributions - Recommended Tax Levy Requirement as Reported by Lauterbach & Amen,
LLP, Actuarial Valuation for the Year Ended December 31, 2022.
3) (a) Pay all Pensions and Other Obligations - Total Non-Investment Deductions as Reported in the
Audited Financial Statements for the Year Ended December 31, 2022, plus a 25% Increase, Rounded
to the Nearest $100.
(b) Annual Requirement of the Fund as Determined by:
Illinois Police Officers' Pension Investment Fund - No December 31, 2022 Actuarial Valuation
available at the time of this report.
Private Actuary - Lauterbach & Amen, LLP:
Recommended Amount of Tax Levy as Reported by Lauterbach & Amen, LLP in the
December 31, 2022 Actuarial Valuation.
Alternative Amount of Tax Levy as Reported by Lauterbach & Amen, LLP in the December
31, 2022 Actuarial Valuation.
INDEX OF ASSUMPTIONS
THE CITY OF GALESBURG, ILLINOIS
POLICE PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
Page 4
INDEX OF ASSUMPTIONS
THE CITY OF GALESBURG, ILLINOIS
POLICE PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
4) Net Income Received from Investment of Assets - Investment Income (Loss) net of Investment
Expense, as Reported in the Audited Financial Statements for the Years Ended December 31, 2022 and
2021.
Assumed Investment Return:
Illinois Police Officers' Pension Investment Fund - Preceding Fiscal Year Interest Rate Assumption
as Reported in the December 31, 2021 Actuarial Valuation. No December 31, 2022 Actuarial
Valuation available at the time of this report.
Private Actuary - Current and Preceding Fiscal Year Interest Rate Assumption as Reported in the
Years Ended December 31, 2022 and 2021 Actuarial Valuations.
Actual Investment Return -Net Income Received from Investments as Reported Above as a Percentage
of the Average of the Beginning and Ending Balances of the Fiscal Year Cash Investments, Excluding
Net Investment Income, Gains, and Losses for the Fiscal Year Return Being calculated, as Reported in
the Audited Financial Statements for the Fiscal Years Ended December 31, 2022 and 2021.
5) Number of Active Members - Illinois Department of Insurance Annual Statement for December 31,
2022 - Schedule P.
6) (i) Regular Retirement Pension - Illinois Department of Insurance Annual Statement for December 31,
2022 - Schedule P for Number of Participants and Expense page 1 for Total Amount Disbursed.
(iii) Survivors and Child Benefits - Same as above.
(ii) Disability Pension - Same as above.
Page 5
INDEX OF ASSUMPTIONS
THE CITY OF GALESBURG, ILLINOIS
POLICE PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
7)The funded ratio of the fund:
Illinois Police Officers' Pension Investment Fund - Preceding Fiscal Year Net Present Assets as a
percentage of Total Assets as Reported in the December 31, 2021 Actuarial Valuation. No
December 31, 2022 Actuarial Valuation available at the time of this report.
Private Actuary - Current and Preceding Fiscal Year Net Present Assets as a percentage of Total
Assets as Reported in the December 31, 2022 and 2021 Actuarial Valuations.
8)Unfunded Liability:
Illinois Police Officers' Pension Investment Fund - Deferred Asset (Unfunded Accrued Liability) -
No December 31, 2022 Actuarial Valuation available at the time of this report.
Private Actuary - Deferred Asset (Unfunded Accrued Liability) as Reported by Lauterbach &
Amen, LLP in the December 31, 2022 Actuarial Valuation.
Page 6
DECEMBER 31, 2022
THE CITY OF GALESBURG, ILLINOIS
FIREFIGHTERS' PENSION FUND
PUBLIC ACT 95-0950
MUNICIPAL COMPLIANCE REPORT
FOR THE FISCAL YEAR ENDED
24-5001
1)
Current Preceding
Fiscal Year Fiscal Year
Total Cash and Investments (including accrued interest) $24,934,598 $29,698,660
Total Net Position $26,376,062 $29,410,144
2)
$302,300
$1,683,100
$3,463,347
3)
N/A
$3,463,347
$2,447,841
The total cash and investments, including accrued interest, of the fund at market value and the total net
position of the Pension Fund:
Estimated Receipts - Employee Contributions
Estimated Receipts - All Other Sources
Annual Requirement of the Fund as Determined by:
Private Actuary - Lauterbach & Amen, LLP
The estimated receipts during the next succeeding fiscal year from deductions from the salaries of
firefighters' and from other sources:
THE CITY OF GALESBURG, ILLINOIS
FIREFIGHTERS' PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
The Pension Board certifies to the City Council of the City of Galesburg, Illinois on the condition of the
Pension Fund at the end of its most recently completed fiscal year the following information:
Investment Earnings
Municipal Contributions
Recommended Municipal Contributions
Alternative Municipal Contributions
Firefighters' Pension Investment Fund
The estimated amount necessary during the fiscal year to meet the annual actuarial requirements of the
pension fund as provided in Sections 4-118 and 4-120:
Page 1
THE CITY OF GALESBURG, ILLINOIS
FIREFIGHTERS' PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
4)
Current Preceding
Fiscal Year Fiscal Year
Net Income Received from Investment of Assets ($3,981,487) $1,977,445
Assumed Investment Return
N/A 6.500%
6.750% 6.750%
Actual Investment Return (14.575)% 6.819%
5)
N/A
N/A
6)
Number of Active Members 41
7)
Total Amount
Number of Disbursed
52 $2,957,598
0$0
(iii) Survivors and Child Benefits 14 $568,711
Totals 66 $3,526,309
The total amount that was disbursed in benefits during the fiscal year, including the number of and
total amount disbursed to (i) annuitants in receipt of a regular retirement pension, (ii) recipients being
paid a disability pension, and (iii) survivors and children in receipt of benefits:
The total number of active employees who are financially contributing to the fund:
(i) Regular Retirement Pension
(ii) Disability Pension
Firefighters' Pension Investment Fund
Private Actuary - Lauterbach & Amen, LLP
The increase in employer pension contributions that results from the implementation of the provisions
of P.A. 93-0689:
The total net income received from investment of assets along with the assumed investment return and
actual investment return received by the fund during its most recently completed fiscal year compared
to the total net income, assumed investment return, and actual investment return received during the
preceding fiscal year:
Firefighters' Pension Investment Fund
Private Actuary - Lauterbach & Amen, LLP
Page 2
THE CITY OF GALESBURG, ILLINOIS
FIREFIGHTERS' PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
8)
Current Preceding
Fiscal Year Fiscal Year
N/A 47.46%
48.52% 48.43%
9)
N/A
$30,784,659
10)
The Board of Trustees of the Pension Fund, based upon information and belief, and to the best of our
knowledge, hereby certify pursuant to §4-134 of the Illinois Pension Code 40 ILCS 5/4-134, that the
preceding report is true and accurate.
Adopted this ___________ day of __________, 2023
Secretary ______________________________________________ Date ___________________
President _______________________________________________ Date ___________________
Firefighters' Pension Investment Fund
Private Actuary - Lauterbach & Amen, LLP
The accrued liability is the actuarial present value of the portion of the projected benefits that has been
accrued as of the valuation date based upon the actuarial valuation method and the actuarial
assumptions employed in the valuation. The unfunded accrued liability is the excess of the accrued
liability over the actuarial value of assets.
PENSION FUND COMPLIANCE REPORT
Unfunded Liability:
The unfunded liability carried by the fund, along with an actuarial explanation of the unfunded liability:
CERTIFICATION OF MUNICIPAL FIREFIGHTERS'
The funded ratio of the fund:
Please see attached Investment/Cash Management policy if applicable
Please see Notes Page attached.
Firefighters' Pension Investment Fund
Private Actuary - Lauterbach & Amen, LLP
Page 3
1) Total Cash and Investments - as Reported at Market Value in the Audited Financial Statements for the
Years Ended December 31, 2022 and 2021.
Total Net Position - as Reported in the Audited Financial Statementsfor the Years Ended December 31,
2022 and 2021.
2) Estimated Receipts - Employee Contributions as Reported in the Audited Financial Statements for the
Year Ended December 31, 2022 plus 3% Increase (Actuarial Salary Increase Assumption) Rounded to
the Nearest $100.
Estimated Receipts - All Other Sources
Investment Earnings - Cash and Investments as Reported in the Audited Financial Statements for
the Year Ended December 31, 2022, times 6.75% (Actuarial Investment Return Assumption)
Rounded to the Nearest $100.
Municipal Contributions - Recommended Tax Levy Requirement as Reported by Lauterbach &
Amen, LLP, Actuarial Valuation for the Year Ended December 31, 2022.
3)Annual Requirement of the Fund as Determined by:
Firefighters' Pension Investment Fund - No December 31, 2022 Actuarial Valuation available at
the time of this report.
Private Actuary - Lauterbach & Amen, LLP:
Recommended Amount of Tax Levy as Reported by Lauterbach & Amen, LLP in the
December 31, 2022 Actuarial Valuation.
Alternative Amount of Tax Levy as Reported by Lauterbach & Amen, LLP in the December
31, 2022 Actuarial Valuation.
INDEX OF ASSUMPTIONS
THE CITY OF GALESBURG, ILLINOIS
FIREFIGHTERS' PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
Page 4
INDEX OF ASSUMPTIONS
THE CITY OF GALESBURG, ILLINOIS
FIREFIGHTERS' PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
4) Net Income Received from Investment of Assets - Investment Income (Loss) net of Investment
Expense, as Reported in the Audited Financial Statements for the Years Ended December 31, 2022 and
2021.
Assumed Investment Return:
Firefighters' Pension Investment Fund - Preceding Fiscal Year Interest Rate Assumption as
Reported in the December 31, 2021 Actuarial Valuation. No December 31, 2022 Actuarial
Valuation available at the time of this report.
Private Actuary - Current and Preceding Fiscal Year Interest Rate Assumption as Reported in the
Years Ended December 31, 2022 and 2021 Actuarial Valuations.
Actual Investment Return -Net Income Received from Investments as Reported Above as a Percentage
of the Average of the Beginning and Ending Balances of the Fiscal Year Cash Investments, Excluding
Net Investment Income, Gains, and Losses for the Fiscal Year Return Being calculated, as Reported in
the Audited Financial Statements for the Fiscal Years Ended December 31, 2022 and 2021.
5) Illinois Department of Insurance - Amount of total suggested tax levy to be excluded from the property
tax extension limitation law as contemplated by 35 ILCS 200/18-185.
Private Actuary - No Private Actuarial Valuation amount available at the time of this report.
6) Number of Active Members - Illinois Department of Insurance Annual Statement for December 31,
2022 - Schedule P.
7) (i) Regular Retirement Pension - Illinois Department of Insurance Annual Statement for December 31,
2022 - Schedule P for Number of Participants and Expense page 1 for Total Amount Disbursed.
(ii) Disability Pension - Same as above.
(iii) Survivors and Child Benefits - Same as above.
Page 5
INDEX OF ASSUMPTIONS
THE CITY OF GALESBURG, ILLINOIS
FIREFIGHTERS' PENSION FUND
Public Act 95-950 - Municipal Compliance Report
For the Fiscal Year Ending December 31, 2022
8)The funded ratio of the fund:
Firefighters' Pension Investment Fund - Preceding Fiscal Year Net Present Assets as a percentage
of Total Assets as Reported in the December 31, 2021 Actuarial Valuation. No December 31, 2022
Actuarial Valuation available at the time of this report.
Private Actuary - Current and Preceding Fiscal Year Net Present Assets as a percentage of Total
Assets as Reported in the December 31, 2022 and 2021 Actuarial Valuations.
9)Unfunded Liability:
Firefighters' Pension Investment Fund - Deferred Asset (Unfunded Accrued Liability) - No
December 31, 2022 Actuarial Valuation available at the time of this report.
Private Actuary - Deferred Asset (Unfunded Accrued Liability) as Reported by Lauterbach &
Amen, LLP in the December 31, 2022 Actuarial Valuation.
Page 6
COUNCIL LETTER
CITY OF GALESBURG
JANUARY 16, 2024
AGENDA ITEM: Receive Updated Rate Schedules for Towing and Storage Services from
Galesburg Towing, LLC, A to Z Towing, Winkler’s Towing & Repair, Bolin’s Towing &
Repair, and Berg’s Towing & Automotive, Inc.
SUMMARY RECOMMENDATION: The City Clerk recommends the Updated Rate
Schedules for the above mentioned wrecker companies based on their annual renewal
applications for 2024.
BACKGROUND: Per City of Galesburg Resolution 73-385, “any person operating a
Wrecker Service in the city must file with the City Council a schedule of rates for towing
and storage services and the rates as per schedule filed shall be charged unless a new
schedule shall be filed with the City Council. Those schedules will be in the custody of
the City Clerk and open to the public at any time.”
BUDGET IMPACT: None
SUPPORTING DOCUMENTS:
1. Schedules of Rates
______________________________________________________________________________________
Prepared by KRB Page 1 of 1
24-5002
User:
Printed:01/09/2024 - 2:04PM
shelms
Transactions by Account
Batch:00015.01.2024
Accounts Payable
Account Number Vendor AmountDescription PO No Date
001-0000-10407-00 Amanda Jennings Cell Phone Allowance - AJennings 15.0012/30/2023
001-0000-10801-00 Advance Auto Parts Oil Filters 82.7012/30/2023
001-0000-10801-00 Advance Auto Parts Oil Filters 10.4801/09/2024
001-0000-10801-00 Advance Auto Parts Hydraulic Filters 25.8801/09/2024
001-0000-10801-00 Map Automotive of Peoria Battery 369.0012/31/2023
001-0000-10801-00 Map Automotive of Peoria Battery 246.0012/31/2023
001-0000-20102-00 Stratus Networks, Inc 01/24 - Service Acct#7382 1,334.1201/09/2024
2,083.18Subtotal for Divison: 0000
001-0105-54000-00 Bradley Hix Cell Phone Allowance 30.0012/30/2023
001-0105-54000-00 Dwight White Cell Phone Allowance 30.0012/30/2023
001-0105-54000-00 Steve Cheesman Cell Phone Allowance 30.0012/30/2023
001-0105-54000-00 W Wayne Dennis Cell Phone Allowance 30.0012/30/2023
120.00Subtotal for Divison: 0105
001-0110-51000-00 Royal Cleaning Services Deep Cleaning - Admin Offices 275.0012/31/2023
001-0110-54000-00 Cathy St George Cell Phone Allowance 30.0012/30/2023
001-0110-55800-00 ArchiveSocial LLC 2024 - Social Media Archiving Subscription 1,098.0901/09/2024
001-0110-61000-00 Allegra Print & Imaging Name Tag - Eric Hanson 25.0012/30/2023
001-0110-61000-00 Office Specialists, Inc.Folder 25.4812/31/2023
001-0110-61000-00 Office Specialists, Inc.Post-It Note 5.1912/31/2023
1,458.76Subtotal for Divison: 0110
001-0115-54000-00 Kelli Bennewitz Cell Phone Allowance 30.0012/30/2023
30.00Subtotal for Divison: 0115
001-0120-54000-00 Janet Lytle Cell Phone Allowance 30.0012/30/2023
001-0120-54000-00 Jessica Pease Cell Phone Allowance 30.0012/30/2023
60.00Subtotal for Divison: 0120
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 1
24-8000
Account Number Vendor AmountDescription PO No Date
001-0145-51010-00 James M Kelly, Attorney 10/23 Legal Service 478.5012/31/2023
001-0145-51010-00 James M Kelly, Attorney 10/23 Legal Service 511.5012/31/2023
001-0145-51010-00 James M Kelly, Attorney 11/23 Legal Service 9,583.3312/31/2023
10,573.33Subtotal for Divison: 0145
001-0160-51500-00 Gatehouse Media Notice to Bidders 121.3112/30/2023
001-0160-59516-00 Matthew Reed 12/23 AV Services 156.0012/31/2023
001-0160-59523-00 Galesburg Downtown Council 2024 Annual Maintenance Contractual Payment 29,000.0001/09/2024
29,277.31Subtotal for Divison: 0160
001-0205-54000-00 Gloria Osborn Cell Phone Allowance 30.0012/30/2023
001-0205-54000-00 Bobbi Chockley Cell Phone Allowance 30.0012/30/2023
001-0205-54000-00 Tanya Billeter Cell Phone Allowance 30.0012/30/2023
001-0205-54000-00 Denise Hensley Cell Phone Allowance 30.0012/30/2023
001-0205-54000-00 Tifani Miller Cell Phone Allowance 30.0012/30/2023
001-0205-54000-00 Sharon Heiden Cell Phone Allowance 30.0012/30/2023
001-0205-61000-00 Office Specialists, Inc.Copy Paper 234.9512/31/2023
001-0205-61800-00 Office Specialists, Inc.Chair Mat 236.8312/31/2023
651.78Subtotal for Divison: 0205
001-0207-54000-00 Cameron Lemaster Cell Phone Allowance 30.0012/30/2023
001-0207-54000-00 Orlando Lucero Cell Phone Allowance 30.0012/30/2023
001-0207-54000-00 Kerzi Peterson Cell Phone Allowance 30.0012/30/2023
001-0207-55800-00 ArchiveSocial LLC 2024 - Social Media Archiving Subscription 1,098.0901/09/2024
1,188.09Subtotal for Divison: 0207
001-0305-51500-00 Gatehouse Media Public Hearing Notice 96.8412/30/2023
001-0305-54000-00 Stephen Gugliotta Cell Phone Allowance 30.0012/30/2023
001-0305-61000-00 Office Specialists, Inc.Stapler 24.0512/31/2023
001-0305-61000-00 Office Specialists, Inc.Fork 14.4012/31/2023
001-0305-61000-00 Office Specialists, Inc.Pens 11.8412/31/2023
001-0305-61000-00 City Blue Technologies, Llc Toner 327.0812/30/2023
504.21Subtotal for Divison: 0305
001-0306-54000-00 Tammera Matejewski Cell Phone Allowance 30.0012/30/2023
001-0306-54000-00 Eric Heiden Cell Phone Allowance 30.0012/30/2023
001-0306-54000-00 Robert Elsbury Cell Phone Allowance 30.0012/30/2023
001-0306-54000-00 Richard Slagel Cell Phone Allowance 30.0012/30/2023
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 2
Account Number Vendor AmountDescription PO No Date
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 450 Maple Ave 36.0012/31/2023
001-0306-55400-00 Werner Restoraton Services, Inc.Emergency Board Up Service - 239 S Cherry St 168.4012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 115 Allens Ave 42.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 43 Allens Ave 587.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 239 S Cherry 101.1412/31/2023
001-0306-55400-00 Werner Restoraton Services, Inc.Emergency Board Up Service - 357 N Chambers 239.0512/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 615 W Main 36.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 133 Locust 43.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 708 W First 36.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 1337 E North 1,975.0012/31/2023
001-0306-55400-00 Werner Restoraton Services, Inc.Emergency Board Up Service - 1150 W Carl Sandburg 434.7112/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 224 N Broad 137.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 798 E Brooks 36.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 169 Arnold St 39.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 926 Florence Ave 36.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 1559 W Main St 36.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 227 Maple Ave 36.0012/31/2023
001-0306-55400-00 Werner Restoraton Services, Inc.Emergency Board Up Service - 1149 McClure St 512.2612/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 377 Lombard 36.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Call Out Fee - 897 E Fremont 30.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Call Out Fee - 121 Illinois Ave 30.0012/31/2023
001-0306-55400-00 Werner Restoraton Services, Inc.Emergency Board Up Service - 239 S Cherry St 318.9512/31/2023
001-0306-55400-00 Werner Restoraton Services, Inc.Emergency Board Up Service - 224 N Broad St 196.4512/31/2023
001-0306-55400-00 Werner Restoraton Services, Inc.Emergency Board Up Service - 213 Pine St 188.3612/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 453 E Losey St 36.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 1012 Frank St 36.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 681 S Farnham 42.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 511 Day St 36.0012/31/2023
001-0306-55400-00 Kendall Zimmerman Removal, Disposal Fee - 653 S Pearl 36.0012/31/2023
001-0306-55800-00 City Blue Technologies, Llc 11/23 Service 131.2512/30/2023
001-0306-61000-00 Office Specialists, Inc.Knives, Plates 13.0012/31/2023
5,780.57Subtotal for Divison: 0306
001-0410-54000-00 Jamie West Cell Phone Allowance 30.0012/30/2023
001-0410-54000-00 Michael Doi Cell Phone Allowance 30.0012/30/2023
001-0410-54000-00 Brayden Bledsoe Cell Phone Allowance 15.0012/30/2023
001-0410-54000-00 Matthew Kirgan Cell Phone Allowance 30.0012/30/2023
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 3
Account Number Vendor AmountDescription PO No Date
001-0410-54000-00 Aaron Gavin Cell Phone Allowance 30.0012/30/2023
001-0410-55800-00 City Blue Technologies, Llc 11/23 Service 131.2512/30/2023
001-0410-61000-00 City Blue Technologies, Llc Toner 327.0912/30/2023
001-0410-61000-00 Office Specialists, Inc.Counterfeit Detector Pen 6.1712/31/2023
001-0410-61000-00 Office Specialists, Inc.Knives, Plates 13.0112/31/2023
612.52Subtotal for Divison: 0410
001-0445-52500-00 Galesburg Sanitary Dist.11/23 Service 12.1811/30/2023
001-0445-54000-00 Myron Miller Cell Phone Allowance 30.0012/30/2023
001-0445-55500-00 Heritage-Crystal Clean, LLC Com-30 Gal 469.7712/30/2023
001-0445-55500-00 Electro-Mechanical Resources, Inc Mig Welder - Troubleshoot,repair, tested 150.0012/30/2023
001-0445-55800-00 Mitchell1 2024 - Software Prodemand/MTR 2,640.0001/09/2024
001-0445-57500-00 Aramark Uniform Serv. Inc.12/23 Service 85.6812/30/2023
001-0445-57500-00 Aramark Uniform Serv. Inc.12/23 Service 85.6812/30/2023
001-0445-62500-00 Nichols Diesel Service, Inc Filter Kit #163 111.4901/09/2024
001-0445-62500-00 Advance Auto Parts Oil Filter #173 3.4901/09/2024
001-0445-62500-00 Advance Auto Parts Brake Pads #150 46.7912/30/2023
001-0445-62500-00 Advance Auto Parts Brake Pads #167 50.6912/30/2023
001-0445-62500-00 Advance Auto Parts Oil Filter #162 2.9312/30/2023
001-0445-62500-00 Ford of Galesburg Washer Nozzle #167 11.3612/30/2023
001-0445-62500-00 Napa Auto Parts Return Sway Bar Link #140 -175.5801/09/2024
001-0445-62500-00 Napa Auto Parts Shock, Sway Bar Link #140 290.1601/09/2024
001-0445-62500-00 Napa Auto Parts Bushing Kit #140 18.5901/09/2024
001-0445-62500-00 Nichols Diesel Service, Inc Gladhand #163 15.2312/31/2023
001-0445-67500-00 Aramark Uniform Serv. Inc.Steelguard Dbl Knee Wk Pt - DWatkins 28.9912/30/2023
001-0445-67500-00 Aramark Uniform Serv. Inc.Steelguard Dbl Knee Wk Pt - DPruett 28.9912/30/2023
3,906.44Subtotal for Divison: 0445
001-0450-52500-00 Galesburg Sanitary Dist.11/23 Service 97.4411/30/2023
001-0450-54000-00 JR Knaack Cell Phone Allowance 30.0012/30/2023
001-0450-54000-00 Justin McNaught Cell Phone Allowance 30.0012/30/2023
001-0450-54000-00 Marc McMahon Cell Phone Allowance 30.0012/30/2023
001-0450-55700-00 Galesburg Welding, Inc Measure and Cut Plate for Door Cover 35.4812/30/2023
001-0450-55700-00 Getz Fire Equipment Co., Inc.Annual Extinguisher Service, Extinguishers 338.6012/30/2023
001-0450-62500-00 Valley Distribution Corp.Grease for Plow Trucks 377.5012/31/2023
001-0450-62500-00 Pomp's Tire - Galesburg Tires #302 329.8201/09/2024
001-0450-62500-00 Ford of Galesburg Nut #409 5.2501/09/2024
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 4
Account Number Vendor AmountDescription PO No Date
001-0450-62500-00 Midstate Manufacturing, Inc.Hose #130 148.5112/31/2023
001-0450-65000-00 Office Specialists, Inc.Paper Towels 97.3412/31/2023
001-0450-65000-00 Office Specialists, Inc.Trash Bags 57.8312/31/2023
001-0450-65500-00 Office Specialists, Inc.Degreaser 20.1612/31/2023
1,597.93Subtotal for Divison: 0450
001-0510-52500-00 Galesburg Sanitary Dist.11/23 Service 12.1811/30/2023
001-0510-54000-00 Mark McLaughlin Cell Phone Allowance 30.0012/30/2023
001-0510-54000-00 Patrick Kisler Cell Phone Allowance 30.0012/30/2023
001-0510-54000-00 Christopher Hootman Cell Phone Allowance 30.0012/30/2023
001-0510-54000-00 Kevin Legate Cell Phone Allowance 30.0012/30/2023
001-0510-54000-00 Kyle A Winbigler Cell Phone Allowance 30.0012/30/2023
001-0510-54000-00 Lane Mings Cell Phone Allowance 30.0012/30/2023
001-0510-54000-00 Russell Idle Cell Phone Allowance 30.0012/30/2023
001-0510-54000-00 Steffanie Cromien Cell Phone Allowance 30.0012/30/2023
001-0510-54000-00 Bryan Anderson Cell Phone Allowance 30.0012/30/2023
001-0510-54000-00 Anthony Oligney-Estill Cell Phone Allowance 30.0012/30/2023
001-0510-54000-00 Ryne Sage Cell Phone Allowance 30.0012/30/2023
001-0510-54000-00 Jason Shaw Cell Phone Allowance 30.0012/30/2023
001-0510-54500-00 Law Enforcement Training, LLC CourtSmart Online Access 2,300.0001/09/2024
001-0510-54500-00 Andrew Hardine Meals - Police Tactical Fireamrs, Champaign IL - AHardine 148.0012/30/2023
001-0510-54500-00 Blake Carr Meals - Police Tactical Firearms - Champaign IL- BCarr 148.0012/30/2023
001-0510-54500-00 University of Illinois Lodging-BLE Patrol Rifle - 23-16 G1 - TLowe 300.0012/31/2023
001-0510-54500-00 University of Illinois BLE - Taser 23-13 - TLowe, KPalacios 420.0012/31/2023
001-0510-54500-00 University of Illinois Lodging-BLE Patrol Rifle - 23-16 G2 - KPalacios 300.0012/31/2023
001-0510-55500-00 Ford of Galesburg Reconfigured BCM & Performed Tire Sensor Training Procedure #24 294.0012/30/2023
001-0510-55700-00 Four Seasons Pest Control 12/23 Service 30.0012/30/2023
001-0510-57500-00 JSLK Management Iowa LLC 2023 Police Uniform Cleaning as per agreement - JTaylor 3.8612/30/2023
001-0510-57500-00 JSLK Management Iowa LLC 2023 Police Uniform Cleaning as per agreement - JTaylor 7.72 000009235912/30/2023
001-0510-61000-00 Office Specialists, Inc.Toner 473.2012/31/2023
001-0510-61000-00 Office Specialists, Inc.Toner, Notebook 237.9012/31/2023
001-0510-62500-00 Map Automotive of Peoria Tie Rod End #404 41.7501/09/2024
001-0510-62500-00 Map Automotive of Peoria Control Arm #409 380.7001/09/2024
001-0510-62500-00 Ford of Galesburg Nut #404 0.8601/09/2024
001-0510-62500-00 Ford of Galesburg Nut #404 0.8601/09/2024
001-0510-62500-00 Ford of Galesburg Bracket #409 136.9412/30/2023
001-0510-62500-00 Ford of Galesburg Hood Cable #24 62.4012/30/2023
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 5
Account Number Vendor AmountDescription PO No Date
001-0510-62500-00 Ford of Galesburg Switch #23 27.4112/30/2023
001-0510-62500-00 Ford of Galesburg Deflector #21 141.3112/30/2023
001-0510-62500-00 Ford of Galesburg Battery #25 104.9612/30/2023
001-0510-62500-00 Advance Auto Parts Battery #25 168.8312/30/2023
001-0510-62500-00 Advance Auto Parts Oxygen Sensor #409 52.7912/30/2023
001-0510-62500-00 Advance Auto Parts Brake Pads #409 103.9812/30/2023
001-0510-62500-00 Advance Auto Parts Brake Pads #409 -51.9912/30/2023
001-0510-62500-00 Ford of Galesburg Deflector #23 141.3112/30/2023
001-0510-62500-00 Napa Auto Parts Sway Bar Kit #409 82.3812/31/2023
001-0510-65500-00 Galesburg Electric, Inc.Materials to fix lights at Police Range 484.4812/30/2023
001-0510-65500-00 Supreme Radio Communications, Inc.Batteries, Antennas 977.2612/31/2023
7,891.09Subtotal for Divison: 0510
001-0525-54700-00 Royce Kunkle 12/23 Mileage Reimbursment - RKunkle 139.5212/31/2023
139.52Subtotal for Divison: 0525
001-0550-54000-00 Raymundo Martinez Cell Phone Allowance 30.0012/30/2023
001-0550-54000-00 Amanda Jennings Cell Phone Allowance 15.0012/30/2023
001-0550-54500-00 Brooke Ingles Meals - CIT Dispatcher Training, EMoline IL - BIngles 7.0012/30/2023
001-0550-54500-00 Ashley Aldridge Meals - CIT Dispatch Training - E Moline IL - AAldridge 7.0012/30/2023
001-0550-54500-00 Amanda Buck Meals - CIT Dispatcher Training - EMoline IL - ABuck 7.0012/30/2023
001-0550-54500-00 Victoria Dowdal Meals - CIT Dispatcher Training - EMoline Il - VDowdal 7.0012/30/2023
001-0550-54500-00 Jessica Spurrier Meals- CIT Dispatcher Training - EMoline IL - JSpurrier 7.0012/31/2023
001-0550-61000-00 Office Specialists, Inc.Toner, Cover Sheets 266.1712/31/2023
001-0550-61000-00 Office Specialists, Inc.Envelopes 66.6612/31/2023
001-0550-61000-00 Office Specialists, Inc.Binder Clip, Correction Tape, Laminating Pouch, Report Covers 234.8912/31/2023
001-0550-61000-00 Office Specialists, Inc.Labels, Tape, Pens, Correction Tape, Post It Notes 223.0712/31/2023
870.79Subtotal for Divison: 0550
001-0605-52500-00 Galesburg Sanitary Dist.11/23 Service 85.2611/30/2023
001-0605-54000-00 Derek Perry Cell Phone Allowance 30.0012/30/2023
001-0605-54000-00 John Seitz Cell Phone Allowance 30.0012/30/2023
001-0605-54000-00 David Farrell Cell Phone Allowance 30.0012/30/2023
001-0605-54000-00 Donald Brackett Cell Phone Allowance 30.0012/30/2023
001-0605-54000-00 Randy Hovind Cell Phone Allowance 30.0012/30/2023
001-0605-54000-00 Jennifer Moser Cell Phone Allowance 30.0012/30/2023
001-0605-55000-00 Central IL Fire Inspectors Association 2024 Central IL Fire Chiefs Association Membership- RHovind 10.0001/09/2024
001-0605-55000-00 IL Fire Chiefs' Association 2024 - Membership Renewal GFD 450.0001/09/2024
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 6
Account Number Vendor AmountDescription PO No Date
001-0605-55500-00 Municipal Emergency Services, Inc Seek Repair 115.0012/31/2023
001-0605-55500-00 Alexis Fire Equipment Co., Inc.Rebuild Recycle Valve, Ball Conversion & Labor 398.0612/30/2023
001-0605-55500-00 Alexis Fire Equipment Co., Inc.Switches, Light rocker, Transducer & Labor 590.1012/30/2023
001-0605-55500-00 Getz Fire Equipment Co., Inc.Annual Extinguisher Service 63.0012/30/2023
001-0605-55500-00 MacQueen Emergency Annual Hurst Jaws of Life Service, Handle 1,725.0012/31/2023
001-0605-55500-00 Getz Fire Equipment Co., Inc.Annual Extinguisher Service 70.0012/30/2023
001-0605-55500-00 Getz Fire Equipment Co., Inc.Annual Extinguisher Service 70.0012/30/2023
001-0605-55700-00 Mechanical Service Inc.Snaked Out Kitchen Sink, Rodded Urinal Lines, Installed Vent 573.9812/31/2023
001-0605-55700-00 Four Seasons Pest Control 12/23 Service 20.0012/30/2023
001-0605-55700-00 Bailey Excavating, Inc Clean out of Kitchen Drain - Brooks St 225.0012/30/2023
001-0605-61700-00 Chenosa Systems Corp IFC 2021 Code Book 200.0001/09/2024
001-0605-61700-00 IBM Corporation 2024 - Essentials Suite 918.9201/09/2024
001-0605-62500-00 Alexis Fire Equipment Co., Inc.Valves, Spanners, Hydrant Bag 630.3112/30/2023
001-0605-62500-00 Pomp's Tire - Galesburg Tires #55 612.0812/31/2023
001-0605-65000-00 Office Specialists, Inc.Powder Cleaner, Paper Towels 174.5812/31/2023
001-0605-65000-00 Office Specialists, Inc.Stainless Steel Wipes 8.2212/31/2023
001-0605-65000-00 Office Specialists, Inc.Coffee Filters 12.1812/31/2023
001-0605-65000-00 Office Specialists, Inc.Urinal Screens 22.0412/31/2023
001-0605-65500-00 Municipal Emergency Services, Inc Thermal Imager, Carabiner Mount 1,048.8512/31/2023
001-0605-66000-00 Alexis Fire Equipment Co., Inc.Handle, Pin Handle Handwheel 76.4812/30/2023
001-0605-67500-00 J. Andrew O'Daniel Blauer Soft Shell 94.9812/31/2023
001-0605-67500-00 Donald Brackett Safety Toe Boots - DBrackett 113.9512/30/2023
001-0605-67500-00 Midwest Uniform Supply, Inc Shirts - JSeitz 137.3012/31/2023
001-0605-67500-00 Nicholas Morrissey Safety Toe Boots - NMorrissey 106.0012/31/2023
001-0605-67500-00 Midwest Uniform Supply, Inc Hat - BGleason 10.0412/31/2023
001-0605-67500-00 Midwest Uniform Supply, Inc Shirts - JSeitz 72.0012/31/2023
001-0605-67500-00 Midwest Uniform Supply, Inc Pants - JLenz 39.9912/31/2023
001-0605-68600-00 Office Specialists, Inc.Nitrile Glvoes 69.3612/31/2023
8,922.68Subtotal for Divison: 0605
Subtotal for Fund 001 75,668.20
011-0000-66000-00 Galesburg Builders Supply, Inc High performance patching mix supply for 2023 945.50 000009233012/30/2023
011-0000-66000-00 Galesburg Builders Supply, Inc High performance patching mix supply for 2023 757.95 000009233012/30/2023
011-0000-66000-00 Roanoke Concrete Products Co Portland cement concrete supply for 2023 237.50 000009233212/31/2023
1,940.95Subtotal for Divison: 0000
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 7
Account Number Vendor AmountDescription PO No Date
Subtotal for Fund 011 1,940.95
013-0000-20103-00 JC Dillon, Inc Retainage - Phase VI of lead service line replacements -14,687.6512/30/2023
013-0000-76000-00 Hutchison Engineering, Inc ITEP Lake Storey Path Phase II Engineering 21,276.63 000009254212/30/2023
013-0000-83100-00 Bruner, Cooper and Zuck, Inc.Preparation of Bid Documents and Construction Engineering for Ph 6,415.32 000009200712/30/2023
013-0000-83100-00 JC Dillon, Inc Phase VI of lead service line replacements 146,876.42 000009240012/30/2023
159,880.72Subtotal for Divison: 0000
Subtotal for Fund 013 159,880.72
016-0000-54000-00 Paul Vannaken Cell Phone Allowance 30.0012/30/2023
016-0000-54000-00 Timothy Spitzer Cell Phone Allowance 30.0012/30/2023
016-0000-54000-00 Travis Smith Cell Phone Allowance 30.0012/30/2023
90.00Subtotal for Divison: 0000
Subtotal for Fund 016 90.00
018-0000-62500-00 Nichols Diesel Service, Inc Air Dryer #131 - Core Credit -135.0012/31/2023
018-0000-62500-00 Nichols Diesel Service, Inc Port Valve Kits #131 84.1412/31/2023
018-0000-62500-00 Nichols Diesel Service, Inc Air Dryer, Core #131 509.5912/31/2023
018-0000-62500-00 Midstate Manufacturing, Inc.Hose #131 171.8212/31/2023
018-0000-62500-00 Advance Auto Parts Hydraulic Filter #131 53.1912/30/2023
018-0000-62500-00 Advance Auto Parts Filter Kit #131 118.6012/30/2023
018-0000-62500-00 Centre State International Trucks, Inc Check Valve #131 47.4912/30/2023
018-0000-62500-00 Centre State International Trucks, Inc Pressure Valve #131 124.9112/30/2023
974.74Subtotal for Divison: 0000
Subtotal for Fund 018 974.74
019-0000-20102-00 Stratus Networks, Inc 01/24 - Service Acct#7382 308.0601/09/2024
308.06Subtotal for Divison: 0000
019-1905-51500-00 Gatehouse Media Notice to Bidders 283.4812/30/2023
019-1905-54000-00 Elizabeth Varner Cell Phone Allowance 30.0012/30/2023
019-1905-54000-00 Angela Buchen Cell Phone Allowance 30.0012/30/2023
019-1905-55800-00 ArchiveSocial LLC 2024 - Social Media Archiving Subscription 1,098.0901/09/2024
019-1905-59511-00 Galesburg Tourism Fund 12/23 Tourism Agreement 15,833.3712/31/2023
019-1905-62500-00 Ford of Galesburg Washer Nozzle #574 22.7212/30/2023
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 8
Account Number Vendor AmountDescription PO No Date
17,297.66Subtotal for Divison: 1905
019-1910-52500-00 Galesburg Sanitary Dist.11/23 Service 66.9911/30/2023
019-1910-55700-00 Hein Construction Co, Inc Fabricate and install Handrail 3,800.0012/30/2023
3,866.99Subtotal for Divison: 1910
019-1911-52500-00 Galesburg Sanitary Dist.11/23 Service 255.8111/30/2023
019-1911-55700-00 Kone, Inc Repair of Elevator 685.2512/31/2023
019-1911-55700-00 Neil Thomas Plumbing & Heating, Inc Removed Clog in Women's Toilet&Kitchen Sink, Installed Diaphragm 1,257.0012/31/2023
019-1911-57500-00 Aramark Uniform Serv. Inc.12/23 Service 26.7012/30/2023
019-1911-57500-00 Aramark Uniform Serv. Inc.12/23 Service 26.7012/30/2023
019-1911-65000-00 Office Specialists, Inc.Tissue, Trash Bags 74.2712/31/2023
019-1911-65000-00 Office Specialists, Inc.Paper Towels 48.6712/31/2023
2,374.40Subtotal for Divison: 1911
019-1915-52500-00 Galesburg Sanitary Dist.11/23 Service 79.1711/30/2023
019-1915-54000-00 Aaron Young Cell Phone Allowance 30.0012/30/2023
019-1915-54000-00 Jason Asbury Cell Phone Allowance 30.0012/30/2023
019-1915-54000-00 Michael Markley Cell Phone Allowance 30.0012/30/2023
019-1915-54000-00 Don Miles Cell Phone Allowance 30.0012/30/2023
019-1915-55500-00 Martin, Inc Removed Oil Line, Intake Boots, Installed Oil Line, Intake Boots 741.8912/31/2023
019-1915-55700-00 J.P. Benbow, Inc.Repaired Boiler Settings 165.0012/30/2023
019-1915-57500-00 Aramark Uniform Serv. Inc.12/23 Service 74.8612/30/2023
019-1915-57500-00 Aramark Uniform Serv. Inc.01/24 Service 74.8601/09/2024
019-1915-57500-00 Aramark Uniform Serv. Inc.12/23 Service 74.8612/30/2023
019-1915-62500-00 Advance Auto Parts Oil Filter #505 2.6212/30/2023
019-1915-62510-00 Herr Petroleum Corp 101 Gal Diesel #2, 43.3 Diesel #1, 289.6 Gal Unleaded Ethanol 1,154.95 000009234912/30/2023
019-1915-65000-00 Office Specialists, Inc.Paper Towels 62.9812/31/2023
019-1915-65000-00 Alan Environmental Products, Inc Super Orange 457.9512/30/2023
019-1915-65500-00 Martin, Inc Bolts, Retainer, Cap Screws 12.8201/09/2024
019-1915-65500-00 Game Time Playground Equipment, Locking Collars 26.4012/30/2023
019-1915-65500-00 Martin, Inc Bolts, Reatiner, Spacer, Nuts, Cap Screws 13.3312/31/2023
3,061.69Subtotal for Divison: 1915
019-1920-52500-00 Galesburg Sanitary Dist.11/23 Service 42.6311/30/2023
019-1920-54000-00 Bryan Luedtke Cell Phone Allowance 30.0012/30/2023
019-1920-55700-00 A-L-L Equipment Repair Carver Pump 1,037.8612/30/2023
019-1920-57500-00 Aramark Uniform Serv. Inc.12/23 Service 39.7512/30/2023
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 9
Account Number Vendor AmountDescription PO No Date
019-1920-57500-00 Aramark Uniform Serv. Inc.12/23 Service 39.7512/30/2023
019-1920-57500-00 Aramark Uniform Serv. Inc.01/24 Service 39.7501/09/2024
019-1920-63500-00 HERITAGE LANDSCAPE SUPPLY GROUP INCMisc Chemicals 1,665.6012/30/2023
019-1920-65500-00 Van Wall Equipment, Inc.Return of Knife and Hitch -303.0707/11/2023
019-1920-65500-00 Van Wall Equipment, Inc.Stationary Knife 699.7012/31/2023
3,291.97Subtotal for Divison: 1920
019-1925-52500-00 Galesburg Sanitary Dist.11/23 Service 12.1811/30/2023
12.18Subtotal for Divison: 1925
019-1930-55700-00 Wilbur Wallis Creation of Course Map, Enter into HoleForecaster 300.0012/31/2023
300.00Subtotal for Divison: 1930
019-1935-52500-00 Galesburg Sanitary Dist.11/23 Service 24.3611/30/2023
019-1935-57500-00 Aramark Uniform Serv. Inc.12/23 Service 454.4812/30/2023
019-1935-57500-00 Aramark Uniform Serv. Inc.12/23 Service 454.4812/30/2023
019-1935-57500-00 Aramark Uniform Serv. Inc.01/24 Service 454.4801/09/2024
1,387.80Subtotal for Divison: 1935
019-1945-52500-00 Galesburg Sanitary Dist.11/23 Service 36.5411/30/2023
36.54Subtotal for Divison: 1945
019-1950-52500-00 Galesburg Sanitary Dist.11/23 Service 18.2711/30/2023
18.27Subtotal for Divison: 1950
019-1955-52500-00 Galesburg Sanitary Dist.11/23 Service 207.0711/30/2023
019-1955-55700-00 J.P. Benbow, Inc.Installed New Motor - Hawthorne Pool 807.5012/30/2023
019-1955-55700-00 J.P. Benbow, Inc.Repaired Intake Air Louvers 330.0012/30/2023
019-1955-68500-00 Tri-State Water Misc Chemicals 6.6512/31/2023
1,351.22Subtotal for Divison: 1955
019-1960-52500-00 Galesburg Sanitary Dist.11/23 Service 42.6311/30/2023
019-1960-55700-00 J.P. Benbow, Inc.Replaced Section Copper Inside Wall - Hawthorne 254.6112/30/2023
019-1960-66000-00 Galesburg Electric, Inc.Materials to fix lights at Police Range 2,907.0012/30/2023
3,204.24Subtotal for Divison: 1960
019-1965-52500-00 Galesburg Sanitary Dist.11/23 Service 12.1811/30/2023
019-1965-54000-00 Roger Darst Cell Phone Allowance 30.0012/30/2023
019-1965-55700-00 Four Seasons Pest Control 12/23 Service 20.0012/30/2023
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 10
Account Number Vendor AmountDescription PO No Date
019-1965-57500-00 Aramark Uniform Serv. Inc.12/23 Service 39.4412/30/2023
019-1965-57500-00 Aramark Uniform Serv. Inc.01/24 Service 39.4401/09/2024
019-1965-57500-00 Aramark Uniform Serv. Inc.12/23 Service 39.4412/30/2023
180.50Subtotal for Divison: 1965
019-1975-54000-00 Cris Fones Cell Phone Allowance 30.0012/30/2023
019-1975-62500-00 Gary Keller Valves, Bonnet Kits, Adaptors #106 3,131.9512/31/2023
019-1975-62500-00 Advance Auto Parts Filter Kit #103 58.0812/30/2023
019-1975-65500-00 Vermeer Sales & Service of Central IL, Inc Heavy Duty Display, Decleration Display, TuffTalk, Book Knots 532.1612/31/2023
019-1975-66500-00 Vermeer Sales & Service of Central IL, Inc X-Rigging Ring 119.2412/31/2023
3,871.43Subtotal for Divison: 1975
Subtotal for Fund 019 40,562.95
020-0000-55700-00 Getz Fire Equipment Co., Inc.Annual Extinguisher Service, Extinguishers, Hose 249.8512/30/2023
020-0000-62500-00 Advance Auto Parts Air Filter #352 55.2912/30/2023
020-0000-62500-00 Advance Auto Parts Filter Kit #352 50.5512/30/2023
020-0000-62500-00 Martin, Inc Bowl Sensor #352 212.0412/31/2023
020-0000-65500-00 Scott Equipment, LLC All Thread 10.4912/31/2023
020-0000-65500-00 Scott Equipment, LLC Blade, Deck Mower, Belt 120.0612/31/2023
020-0000-65500-00 Scott Equipment, LLC Walk BehindDeck Spring, Base, Nylon LInes 210.9912/31/2023
020-0000-66000-00 Michael Todd & Co., Inc.Windsock Throat 148.5512/31/2023
020-0000-66500-00 Scott Equipment, LLC Brushcutter 359.9912/31/2023
1,417.81Subtotal for Divison: 0000
Subtotal for Fund 020 1,417.81
023-0000-55420-00 D & T Demolition LLC Demolition of 91 W Simmons St as per bid specs 119,300.00 000009256712/30/2023
023-0000-55420-00 Tim Brown Demolition of the following properties: 33,181.00 000009245712/30/2023
023-0000-83100-00 Neil Thomas Plumbing & Heating, Inc Installed Furnace - 1628 Morton Ave 4,370.0012/31/2023
023-0000-83100-00 Lambasio, Inc.Plumbing and Flue Pipe Work - 1054 S Academy St 3,443.4812/31/2023
160,294.48Subtotal for Divison: 0000
Subtotal for Fund 023 160,294.48
024-0000-83100-00 Galesburg Youth Athletic Club External Agency Funding - Galesburg Youth Athletic Club 4,000.0012/30/2023
024-0000-83100-00 Support Group for African American AffairsExternal AgencyFunding-Support Group forAfrican American Affairs 2,473.0612/31/2023
024-0000-83100-00 Knox County Scenic Drive External Agency Funding - Knox County Scenic Dr 1,000.0012/31/2023
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 11
Account Number Vendor AmountDescription PO No Date
7,473.06Subtotal for Divison: 0000
Subtotal for Fund 024 7,473.06
030-0000-10407-00 Galesburg Area Chamber of Commerce Refund of Double Refund Issued by Chamber of Commerce - KBoynton 68.0012/30/2023
030-0000-20102-00 Stratus Networks, Inc 01/24 - Service Acct#7382 131.1301/09/2024
199.13Subtotal for Divison: 0000
030-0320-52500-00 Galesburg Sanitary Dist.11/23 Service 18.2711/30/2023
18.27Subtotal for Divison: 0320
030-0370-52500-00 Galesburg Sanitary Dist.11/23 Service 42.6311/30/2023
030-0370-54000-00 Kraig Boynton Cell Phone Allowance 30.0012/30/2023
030-0370-55700-00 Hohulin Brothers Fence Co., Inc.Troubleshoot Gate Operator, Adjusted Photo Eye, Greased Chain 524.8012/30/2023
030-0370-55700-00 Galesburg Termite & Pest Control Inc 12/23 Service 45.0012/30/2023
030-0370-57500-00 Cintas, Inc 12/23 Service 243.4912/30/2023
030-0370-57500-00 Cintas, Inc 12/23 Service 306.3512/30/2023
030-0370-62500-00 Gillig Valves 363.3412/30/2023
030-0370-62500-00 Cummins Sale & Service Water Outlet 168.5812/30/2023
1,724.19Subtotal for Divison: 0370
Subtotal for Fund 030 1,941.59
054-0000-51000-00 Klingner & Associates, P.C. - Architectural GroupBid Documents Hawthorne Pool Renovation, Phase 2 352.00 000009254912/31/2023
054-0000-51000-00 Klingner & Associates, P.C. - Architectural GroupDesign of Hawthorne Pool Renovation, Phase 2 36,763.75 000009254912/31/2023
054-0000-76000-00 Klingner & Associates, P.C. - Architectural GroupProfessional services for HVAC replacement in PSB, 150 S Broad S 880.00 000009220612/31/2023
37,995.75Subtotal for Divison: 0000
Subtotal for Fund 054 37,995.75
057-0000-61700-00 9 to 5 Computer Supply, Inc.Monitors - CStGeorge 257.3412/31/2023
057-0000-61700-00 Qubit Networks Extreme Switch Mounting Cars 58.5012/31/2023
057-0000-61700-00 Office Specialists, Inc.Power Adapter - MDoi 62.0012/31/2023
377.84Subtotal for Divison: 0000
Subtotal for Fund 057 377.84
061-0000-20101-00 JO WHITLATCH Refund Check 011422-020, 1212 KLEIN AVE 84.9101/03/2024
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 12
Account Number Vendor AmountDescription PO No Date
061-0000-20101-00 RICHARD PRUKA Refund Check 005072-003, 527 N BROAD ST LOWER 106.9012/30/2023
061-0000-20101-00 CANDY WEBB Refund Check 022739-009, 365 S WHITESBORO ST 5.1301/03/2024
061-0000-20101-00 CHRIS VANCIL Refund Check 063361-000, 2012 E ADAMS ST 42.3701/03/2024
061-0000-20101-00 JENNIFER SHANNON Refund Check 022594-005, 708 W FIRST ST 102.1201/03/2024
061-0000-20101-00 CANDY WEBB Refund Check 022739-009, 365 S WHITESBORO ST 125.8201/03/2024
061-0000-20101-00 FELICITY TEEL Refund Check 064280-000, 1030 W BERRIEN ST 5.3501/03/2024
061-0000-20101-00 SUN GARDEN PLACE LLC KNOXVILLE FAIRGROUNDSRefund Check 054139-000, 161 N CHERRY ST 30.9701/03/2024
061-0000-20101-00 WEST CENTRAL COMMUNITY SERVICESRefund Check 023528-005, 1045 W SECOND ST 14.0001/08/2024
061-0000-20101-00 KAYLA ANDERSON Refund Check 061607-000, 1510 BEECHER AVE 82.4201/03/2024
061-0000-20101-00 BONNIE BREEDEN Refund Check 060046-000, 1463 CONGER ST 45.7801/03/2024
061-0000-20101-00 FOLLMER SUHOMSKI INVESTMENTS LLCRefund Check 062167-008, 745 E GROVE ST 86.2101/03/2024
061-0000-20101-00 BRYAN ENGELBRECHT Refund Check 058036-001, 898 HAWKINSON AVE 82.4201/03/2024
061-0000-20101-00 NATHANIAL JONES Refund Check 059213-000, 552 E GROVE ST 79.6201/03/2024
061-0000-20101-00 SHAUNA DOTSON Refund Check 067508-001, 113 DUFFIELD AVE LOWER 29.6901/03/2024
061-0000-20101-00 EVELYN CONCEPCION Refund Check 056754-000, 227 MAPLE AVE 59.9601/03/2024
061-0000-20101-00 CARLY KURTZ Refund Check 059426-000, 405 JEFFERSON ST 87.5501/03/2024
061-0000-20101-00 HOPPING CONCRETE LLC Refund Check 064710-000, 524 MULBERRY ST METER 1 98.9401/03/2024
061-0000-20101-00 LOCKES RESIDENTIAL INVESTMENTS LLCRefund Check 058241-001, 1434 E LOSEY ST 78.6701/03/2024
061-0000-20101-00 HARLEY MCGARRY Refund Check 043496-004, 2098 W LOSEY ST 95.1201/03/2024
061-0000-20101-00 ANDREW HERTEL Refund Check 051343-000, 1709 N PRAIRIE ST 37.9501/03/2024
061-0000-20101-00 JOSHUA JACOBS Refund Check 059791-001, 973 N FARNHAM ST 48.2601/03/2024
061-0000-20101-00 DENISE LEO Reissue UB Refund Check #98015 Date:05/01/2023 75.3812/31/2023
061-0000-20102-00 Stratus Networks, Inc 01/24 - Service Acct#7382 126.7701/09/2024
061-0000-51000-00 Pace Analytical Services LLC Water Testing 25.0012/31/2023
061-0000-51000-00 Klingner & Associates P.C.ENGINEERING SERVICES TO IDENTIFY AND EVALUATE TWO VALVE ACTUATOR 1,023.00 000009252712/31/2023
061-0000-51010-00 James M Kelly, Attorney 10/23 Legal Service 825.0012/31/2023
061-0000-52500-00 Galesburg Sanitary Dist.11/23 Service 36.5411/30/2023
061-0000-54000-00 Mark Schwieter Cell Phone Allowance 30.0012/30/2023
061-0000-54000-00 Shelby Schwieter Cell Phone Allowance 30.0012/30/2023
061-0000-54000-00 Jerami Brown Cell Phone Allowance 30.0012/30/2023
061-0000-54000-00 Timothy Fey Cell Phone Allowance 30.0012/30/2023
061-0000-54000-00 Michael Mackey Cell Phone Allowance 30.0012/30/2023
061-0000-55000-00 Robert Hensley 2024 AWWA Membership Dues 83.0001/09/2024
061-0000-55700-00 Four Seasons Pest Control 12/23 Service 55.0012/30/2023
061-0000-61000-00 Office Specialists, Inc.Appointment Book 34.5312/31/2023
061-0000-61000-00 Office Specialists, Inc.Toner 124.0012/31/2023
061-0000-62510-00 Herr Petroleum Corp 150.4 Gal Diesel #2, Winter Fuel 451.64 000009235412/30/2023
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 13
Account Number Vendor AmountDescription PO No Date
061-0000-66000-00 Core & Main Box Risers, VLV Boxes, Screws, Lid 4,710.5412/30/2023
061-0000-68500-00 Hawkins, Inc Phosphate Inhibitor for 2023; Agreed up rate of 0.7950/lb 37,678.92 000009259612/30/2023
061-0000-68700-00 Core & Main Cable 770.0012/30/2023
47,599.48Subtotal for Divison: 0000
Subtotal for Fund 061 47,599.48
067-0000-20101-00 CANDY WEBB Refund Check 022739-009, 365 S WHITESBORO ST 7.3101/03/2024
067-0000-59501-00 Knox County Landfill 11/23 Service Acct #121 29,193.3311/30/2023
29,200.64Subtotal for Divison: 0000
Subtotal for Fund 067 29,200.64
078-0000-56535-00 OSF St Mary Medical Center DOS 10/16/23 - Pat Acct# P542448922 192.4812/31/2023
078-0000-56535-00 Midwest Orthopaedic Center Workers Comp - DOS 10/25/23 - Pat Acct# 162997 101.5212/31/2023
078-0000-56535-00 Midwest Orthopaedic Center Workers Comp - DOS 11/10/23 - Pat Act# 167572 101.5212/31/2023
078-0000-56535-00 Midwest Orthopaedic Center Workers Comp - DOS 11/02/23 - Pat Act# 163407 101.5212/31/2023
078-0000-56535-00 Midwest Orthopaedic Center Workers Comp - DOS 09/20/23 - Pat Acct# 160848 211.4012/31/2023
078-0000-56535-00 Central IL Radiological Assoc Workers Comp - DOS 09/18/23 - Pat Acct# 252006421501 56.4912/30/2023
764.93Subtotal for Divison: 0000
Subtotal for Fund 078 764.93
091-0000-20102-00 Galesburg Sanitary Dist.01/24 Sanitary District Fees - Less 3% Collection Fee -6,951.7501/09/2024
091-0000-20102-00 Galesburg Sanitary Dist.11/23 Lien & Collection Fees -46.0001/09/2024
091-0000-20102-00 Galesburg Sanitary Dist.11/23 Postage for Liens -10.1001/09/2024
091-0000-20102-00 Galesburg Sanitary Dist.12/23 Credit Card Processing Fees -2,670.9601/09/2024
091-0000-22003-00 Galesburg Sanitary Dist.01/24 Sanitary District Fees 231,725.1101/09/2024
222,046.30Subtotal for Divison: 0000
Subtotal for Fund 091 222,046.30
Report Total: 788,229.44
AP-Transactions by Account (01/09/2024 - 2:04 PM)Page 14
Check Date Check #Vendor Name Description Account #Amount
12/28/2023 0 Jonna Lee Minority/ Woman owned Busines Startup incentive 054-0000-83100 720.00
12/28/2023 0 Quadient Leasing USA, Inc Postage for Machine 061-0000-10702 500.00
12/28/2023 99028 Ridge & Downes P.C. and Gary Marston Workers Comp Settlement 078-0000-56535 18,787.50
12/29/2023 0 Andrew Johnson non safety toe boots 001-0605-67500 97.40
12/29/2023 0 Andrew O'Daniel non safety toe boots 001-0605-67500 169.99
12/29/2023 0 Galesburg Tourism Fund Ad - 2024 Experience Galesburg Visitors Guide 019-1905-51500 500.00
12/29/2023 0 Matt Cain non safety toe boots 001-0605-67500 45.03
12/29/2023 0 Nicholas Walters non safety toe boots 001-0605-67500 170.05
12/29/2023 0 Nicholas Walters non safety toe boots 001-0605-67500 79.95
12/29/2023 99029 Smokin Willies Revolving Loan - Smokin Willies BBQ, LLC 025-0000-12001 62,400.00
12/29/2023 0 Tori Links Clothing allowance for pants 001-0550-67500 75.00
1/3/2024 0 Bank of Montreal Lands End - Return of 3 Shirts 001-0000-10407 (51.81)
1/3/2024 0 Bank of Montreal 11/23 CC Charges - ETSB 001-0000-10407 1,901.64
1/3/2024 0 Bank of Montreal CDWg - APC UPS for Elections - OLucero 001-0000-10407 75.27
1/3/2024 0 Bank of Montreal Best of Signs - Sales Tax - TMiller 001-0000-10407 0.76
1/3/2024 0 Bank of Montreal 11/23 CC Charges - Library 001-0000-10407 4,032.72
1/3/2024 0 Bank of Montreal GFOA - 2024 Dues - Osborn,Chockley (205-55000)001-0000-10701 250.00
1/3/2024 0 Bank of Montreal Heart of IL SHRM - 2024 Membership Dues - 001-0120-55000 001-0000-10701 65.00
1/3/2024 0 Bank of Montreal AVTech Software - 2024 RoomAlert Temp Sensor Renewal (207-55800 001-0000-10701 349.95
1/3/2024 0 Bank of Montreal Bitwarden - 1/24 - 10/24 -Annual Renewal (3) (207-61700)001-0000-10701 90.00
1/3/2024 0 Bank of Montreal IDFPR - 24 -PE License Renewal Fee - 410-55000 001-0000-10701 61.35
1/3/2024 0 Bank of Montreal Canva - 1/24 - 10/24 - Yearly Subscription Renewal-110-55000 001-0000-10701 99.50
1/3/2024 0 Bank of Montreal International Code Council-2024 ICC Annual Membership(306-55000)001-0000-10701 160.00
1/3/2024 0 Bank of Montreal AT&T - FirstNet - 10/23 Service 001-0000-20102 959.72
1/3/2024 0 Bank of Montreal Office Specialists - 11/23 Service 001-0000-20102 2,436.14
1/3/2024 0 Bank of Montreal Best of Signs - Nameplate - Council Chambers - EHanson 001-0105-61000 13.47
1/3/2024 0 Bank of Montreal Amazon - Document Covers 001-0105-61000 64.38
1/3/2024 0 Bank of Montreal Canva - 11/23-12/23 - Yearly Subscription Renewal 001-0110-55000 19.90
1/3/2024 0 Bank of Montreal Gannett - Register Mail Subscription 001-0110-55000 7.99
1/3/2024 0 Bank of Montreal Go Van Gogh's - Embroidery for Staff Shirts 001-0115-51000 192.00
1/3/2024 0 Bank of Montreal Otter AI - Monthly Notes & Transcription Service 001-0115-55800 30.00
1/3/2024 0 Bank of Montreal InquireHire - Background Check - Transit Foreman 001-0120-51000 69.22
1/3/2024 0 Bank of Montreal Amazon - ERC Holiday Party 001-0120-58500 65.99
1/3/2024 0 Bank of Montreal Go VanGogh's - Embroidery for Staff Shirts 001-0205-51000 32.00
1/3/2024 0 Bank of Montreal Go Van Gogh's - Embroidery for Staff Shirts 001-0205-51000 304.00
1/3/2024 0 Bank of Montreal NewCab - Taxi Activate Conference - Hensley,Chockley 001-0205-54500 34.91
1/3/2024 0 Bank of Montreal Vdara - Lodging Activate Conference - Hensley 001-0205-54500 293.65
1/3/2024 0 Bank of Montreal Market Cafe - Meals - Activate Conference - Hensley, Chockley 001-0205-54500 16.26
Advance Checks and ACH Payments as of 1/9/2024
1/3/2024 0 Bank of Montreal In & Out Burger - Meals Activate Conference - Chockley, Hensley 001-0205-54500 14.52
1/3/2024 0 Bank of Montreal Frontera - Meals - Activate Conference - Hensley,Chockley 001-0205-54500 56.03
1/3/2024 0 Bank of Montreal Vdara - Lodging Activate Conference - Chockley 001-0205-54500 293.65
1/3/2024 0 Bank of Montreal Hudson - Meals - Activate Conference - Chockley 001-0205-54500 9.68
1/3/2024 0 Bank of Montreal Amazon - Correction Tape 001-0205-61000 17.82
1/3/2024 0 Bank of Montreal Amazon - Paper Plates 001-0205-61000 72.70
1/3/2024 0 Bank of Montreal Amazon- Water Filter, Water Remineralization Filter 001-0205-65500 128.99
1/3/2024 0 Bank of Montreal Comcast - 11/23 Internet 001-0207-54000 454.85
1/3/2024 0 Bank of Montreal Oneida Networking - 11/23 Internet - Kerzi 001-0207-54000 49.25
1/3/2024 0 Bank of Montreal Bitwarden - 11/23-12/23 Annual Renewal (3)001-0207-55800 18.00
1/3/2024 0 Bank of Montreal Lucid Software - Lucid Chart - Orlee 001-0207-55800 9.95
1/3/2024 0 Bank of Montreal Constellix - DNS Service 001-0207-55800 5.92
1/3/2024 0 Bank of Montreal SCW - Dymo Label Printer - Community Development 001-0207-61700 96.49
1/3/2024 0 Bank of Montreal Qubit Networks - SFP Interfaces 001-0207-61700 104.50
1/3/2024 0 Bank of Montreal CDWg - 2ea APC UPSs 001-0207-61700 152.70
1/3/2024 0 Bank of Montreal Gannett Newspaper - Digital Subscription 001-0305-55000 1.99
1/3/2024 0 Bank of Montreal Brownline USA - Yearly Planner 001-0306-61000 75.15
1/3/2024 0 Bank of Montreal Amazon - Labels 001-0306-61000 32.58
1/3/2024 0 Bank of Montreal International Code Council - Code Books 001-0306-67000 1,573.95
1/3/2024 0 Bank of Montreal Amazon - Labels 001-0410-61000 32.59
1/3/2024 0 Bank of Montreal Harbor Freight - Invertor #164 001-0445-62500 209.98
1/3/2024 0 Bank of Montreal S&S Industrial Supply - Brake Clean 001-0445-63000 66.18
1/3/2024 0 Bank of Montreal Terminal Supply - Terminals 001-0445-63000 74.76
1/3/2024 0 Bank of Montreal Midstate - Filter Cleaning #109 001-0450-55500 24.00
1/3/2024 0 Bank of Montreal Midstate - Filter Cleaning #107 001-0450-55500 24.00
1/3/2024 0 Bank of Montreal Wilson Paper - Super Bands, Rubber Bands 001-0450-61000 8.45
1/3/2024 0 Bank of Montreal Advance Auto Parts - Parts to Repair Spreader Lights 001-0450-62500 7.40
1/3/2024 0 Bank of Montreal Rexco - Throttle Cable #139 001-0450-62500 143.29
1/3/2024 0 Bank of Montreal Advance Auto Parts - Parts to Repair Spreader Lights 001-0450-62500 3.70
1/3/2024 0 Bank of Montreal Arrold Safety Device - Lens #115 001-0450-62500 30.49
1/3/2024 0 Bank of Montreal Lowes - Screws #107 001-0450-62500 8.94
1/3/2024 0 Bank of Montreal Menards - Mouse Traps, Clorox Wipes 001-0450-65000 18.96
1/3/2024 0 Bank of Montreal Menards - Tape, Tarp Straps, Tarps, Wiper Blades 001-0450-65500 307.38
1/3/2024 0 Bank of Montreal Advance Auto Parts - Headlamps for Plows 001-0450-65500 23.08
1/3/2024 0 Bank of Montreal Menards - Grease Fittings, Tap Bolt 001-0450-66500 14.07
1/3/2024 0 Bank of Montreal Pekin Insurance - 12/23 Life Insurance Premiums - Police 001-0510-47500 132.00
1/3/2024 0 Bank of Montreal Comcast - 11/23 Service 001-0510-54000 19.90
1/3/2024 0 Bank of Montreal AT&T - Firstnet - 11/23 Service 001-0510-54000 579.84
1/3/2024 0 Bank of Montreal The Cheshirt Inn - ArmorSchool St Louis MO- Smith, Ruggles 001-0510-54500 167.42
1/3/2024 0 Bank of Montreal Hampton Inn-Lodging-Command Training-Prospect10/29-11/03 PKisler 001-0510-54500 765.85
1/3/2024 0 Bank of Montreal TLO - 10/23 Service 001-0510-55800 75.00
1/3/2024 0 Bank of Montreal Amazon - Gause 001-0510-59300 153.77
1/3/2024 0 Bank of Montreal Amazon - Plates 001-0510-61000 55.23
1/3/2024 0 Bank of Montreal Amazon - Tape 001-0510-61000 6.99
1/3/2024 0 Bank of Montreal Amazon - Forks, Coffee, Sugar 001-0510-61000 110.74
1/3/2024 0 Bank of Montreal Amazon - Batteries 001-0510-61000 24.87
1/3/2024 0 Bank of Montreal Amazon - Charger, Batteries 001-0510-61700 23.63
1/3/2024 0 Bank of Montreal Amazon - Chargers 001-0510-61700 19.98
1/3/2024 0 Bank of Montreal Amazon - Portable Hard Drives 001-0510-61700 179.98
1/3/2024 0 Bank of Montreal Amazon - Ethernet Switches 001-0510-61700 47.97
1/3/2024 0 Bank of Montreal Ray O'Herron - Uniform Shirts - MSemington 001-0510-67500 223.14
1/3/2024 0 Bank of Montreal Sling - Monthly Service 001-0550-55800 57.31
1/3/2024 0 Bank of Montreal Amazon - Air Filters - Dispatch 001-0550-61000 159.49
1/3/2024 0 Bank of Montreal Pekin Insurance - 12/23 Life Insurance Premiums - Fire 001-0605-47500 132.00
1/3/2024 0 Bank of Montreal Hy-Vee - Thanksgiving Dinner - 2nd Shift 001-0605-54500 45.71
1/3/2024 0 Bank of Montreal Amazon - Note Books, Staples 001-0605-61000 30.03
1/3/2024 0 Bank of Montreal Lowes - Back Board #50 001-0605-62500 58.85
1/3/2024 0 Bank of Montreal Lowes - Refrigerator Water Filter - Station 3 001-0605-65000 134.97
1/3/2024 0 Bank of Montreal Menards - LP Gas Hose for Fryer 001-0605-65000 12.99
1/3/2024 0 Bank of Montreal Walmart - Baking Soda-Central, Bedding Tote-Harkey 001-0605-65000 16.86
1/3/2024 0 Bank of Montreal Menards - Oil for Fryer 001-0605-65000 39.99
1/3/2024 0 Bank of Montreal Farm King - LP Gas - Central 001-0605-65000 48.45
1/3/2024 0 Bank of Montreal Amazon - Shower Head - Brooks 001-0605-65000 44.95
1/3/2024 0 Bank of Montreal Menards - Driveway Markers, Stake Flags, Bar Oil, Thermostat 001-0605-65000 127.10
1/3/2024 0 Bank of Montreal Lowes - Hardway , Utility Knives - Central 001-0605-65000 27.36
1/3/2024 0 Bank of Montreal Menards - Oil for Fryer 001-0605-65000 39.99
1/3/2024 0 Bank of Montreal Menards - Door Handle - Brooks 001-0605-66000 8.42
1/3/2024 0 Bank of Montreal Menards - Cabinet Handle, Hacksaw Blades - Central 001-0605-66000 17.03
1/3/2024 0 Bank of Montreal Amazon - Wall Outlet Covers 001-0605-66000 16.88
1/3/2024 0 Bank of Montreal Lowes - Caulk, Caulk Gun - Central Shower 001-0605-66000 19.76
1/3/2024 0 Bank of Montreal Amazon - Pressure Gauge 001-0605-66500 6.95
1/3/2024 0 Bank of Montreal Zoro - Plug in GFCI, Infrared Temp-Gun, Drill Driver 001-0605-66500 250.12
1/3/2024 0 Bank of Montreal Menards - Bits, Vinyl Tubing, Furring Strip, Furring 001-0605-66500 109.88
1/3/2024 0 Bank of Montreal Zoro - Blow Hammers, Batteries 001-0605-66500 241.26
1/3/2024 0 Bank of Montreal EMP - Misc EMS Supplies 001-0605-68600 26.79
1/3/2024 0 Bank of Montreal EMP - Misc EMS Supplies 001-0605-68600 77.49
1/3/2024 0 Bank of Montreal EMP - Misc EMS Supplies 001-0605-68600 468.79
1/3/2024 0 Bank of Montreal Comcast - 11/23 Service 001-0630-54000 20.00
1/3/2024 0 Bank of Montreal Sherwin Williams - Paint 014-0000-64500 60.31
1/3/2024 0 Bank of Montreal Sherwin Williams - Paint 014-0000-64500 39.76
1/3/2024 0 Bank of Montreal Amazon - Sandbags 014-0000-64500 124.99
1/3/2024 0 Bank of Montreal Holt Supply - Filter 014-0000-64500 642.10
1/3/2024 0 Bank of Montreal Insterstaet Battery - Barricade Batteries 014-0000-64500 583.20
1/3/2024 0 Bank of Montreal Menards - Extention Cords 014-0000-66000 12.05
1/3/2024 0 Bank of Montreal Webber Rental & Supply - Concrete Sprayer, Finish Brush 014-0000-66000 160.87
1/3/2024 0 Bank of Montreal Lowes - Tape Measure 014-0000-66500 17.98
1/3/2024 0 Bank of Montreal AT&T - FirstNet - 10/23 Service 016-0000-20102 13.32
1/3/2024 0 Bank of Montreal Eagle Ridge Resort-Lodging-FBI Training-Galena Il-Deposit-RIdle 016-0000-54500 148.74
1/3/2024 0 Bank of Montreal Gobbies - Meal- FBI Training -Galena Il - RIdle 016-0000-54500 36.58
1/3/2024 0 Bank of Montreal Midstate - Filter Clean #128 018-0000-55500 20.00
1/3/2024 0 Bank of Montreal Midstate - Filter Clean #112 018-0000-55500 24.00
1/3/2024 0 Bank of Montreal IPRA - 2024 -IPRA Dues (3) 019-1905-55000 019-0000-10701 245.00
1/3/2024 0 Bank of Montreal Ameren - 10/23 Service #9015, #6016 019-0000-20102 798.39
1/3/2024 0 Bank of Montreal Office Specialists - 11/23 Service 019-0000-20102 178.95
1/3/2024 0 Bank of Montreal AT&T - FirstNet -10/23 Service 019-0000-20102 230.68
1/3/2024 0 Bank of Montreal Facebook - Ad - Jr Streaks 019-1905-51500 4.16
1/3/2024 0 Bank of Montreal Facebook - Ad - Candyland Ball, Jr Streaks 019-1905-51500 50.00
1/3/2024 0 Bank of Montreal Facebook - Ad- Dance Program,Candyland Ball,Jr Streak 019-1905-51500 50.00
1/3/2024 0 Bank of Montreal Sling - Online Scheduling and Messaging App 019-1905-55800 152.25
1/3/2024 0 Bank of Montreal IL State Fire Marshall - City Hall IL OSFM Certificate of Operat 019-1910-55700 76.69
1/3/2024 0 Bank of Montreal PH&S - Nitrile Gloves 019-1910-67500 156.00
1/3/2024 0 Bank of Montreal Farm King - Bolt #531 019-1915-62500 11.45
1/3/2024 0 Bank of Montreal NAPA - Fuel Tank Treatment 019-1915-65500 82.47
1/3/2024 0 Bank of Montreal NAPA - Diesle Fuel Additive 019-1915-65500 18.99
1/3/2024 0 Bank of Montreal Farm King - Fuel Filter 019-1915-65500 34.29
1/3/2024 0 Bank of Montreal Lowes - Epoxy 019-1915-65500 25.59
1/3/2024 0 Bank of Montreal Menards - Pipe Fitting 019-1915-65500 7.61
1/3/2024 0 Bank of Montreal Farm King - Fuel Filters, Grinder Wheels 019-1915-65500 128.84
1/3/2024 0 Bank of Montreal Walmart - Basketball Nets 019-1915-65500 29.82
1/3/2024 0 Bank of Montreal Lowes - Pipe Fitting 019-1915-65500 7.56
1/3/2024 0 Bank of Montreal Menards - Concrete 019-1915-66000 131.76
1/3/2024 0 Bank of Montreal Lowes - Self Tap Chisel, Grinding Wheels, Screws 019-1915-66500 40.40
1/3/2024 0 Bank of Montreal Menards - Tape Measure 019-1915-66500 24.88
1/3/2024 0 Bank of Montreal Caseys - Fuel to meet with Foot Joy Salesman 019-1920-54500 17.46
1/3/2024 0 Bank of Montreal Google You Tube TV - Monthly Subscription 019-1920-55800 72.99
1/3/2024 0 Bank of Montreal Amazon - Waste Toner Box 019-1920-61700 33.98
1/3/2024 0 Bank of Montreal Black Clover - Hats for Resale 019-1920-64000 88.00
1/3/2024 0 Bank of Montreal Acushnet - Shoes for Resale 019-1920-64000 66.89
1/3/2024 0 Bank of Montreal Walmart - Hot Dog Supplies 019-1920-64125 47.84
1/3/2024 0 Bank of Montreal Hy-Vee - Hot Dog Supplies 019-1920-64125 16.95
1/3/2024 0 Bank of Montreal Walmart - Misc Coffee Items 019-1920-64125 50.88
1/3/2024 0 Bank of Montreal Hy-Vee - Misc Coffee Items 019-1920-64125 27.98
1/3/2024 0 Bank of Montreal Walmart - Vaccum Cleaner - Golf Shop 019-1920-65500 99.00
1/3/2024 0 Bank of Montreal Farm King - Fuel Filter 019-1920-65500 55.70
1/3/2024 0 Bank of Montreal Holt Supply - Refund for Overcharge - MMiles 019-1920-66000 (10.00)
1/3/2024 0 Bank of Montreal McSports - Staff Shirts 019-1930-67500 56.55
1/3/2024 0 Bank of Montreal School and Office Direct - Banquet Tables 019-1935-61800 918.30
1/3/2024 0 Bank of Montreal Wilson Paper - Peroxy 4-D Cleaner 019-1935-65000 81.58
1/3/2024 0 Bank of Montreal Wilson Paper - Floor Scrubber 019-1935-65500 176.61
1/3/2024 0 Bank of Montreal Amazon - Craft Night Out Supplies, Teen Craft Night, You+Me Pain 019-1940-64000 78.94
1/3/2024 0 Bank of Montreal Dollar Tree - Candy Bowls for Treat Street 019-1940-64000 2.50
1/3/2024 0 Bank of Montreal Amazon - November Macrame Supplies 019-1940-64000 23.58
1/3/2024 0 Bank of Montreal Walmart - Candy for Treat Street 019-1940-64000 53.06
1/3/2024 0 Bank of Montreal Amazon - Craft Night Out Supplies, Teen Craft Night, You+Me Pain 019-1940-64000 71.46
1/3/2024 0 Bank of Montreal JoAnn - November Craft Night Out Supplies 019-1940-64000 7.20
1/3/2024 0 Bank of Montreal McSports - Staff Sweatshirts (Purchased by Staff)019-1940-64000 518.50
1/3/2024 0 Bank of Montreal Dollar Tree - Decor - Candyland Ball Decor 019-1940-64000 20.00
1/3/2024 0 Bank of Montreal Choose Chicago - Chicago Magazines - Michigan Ave Bus Trip 019-1940-64000 33.50
1/3/2024 0 Bank of Montreal WalMart - Misc Supplies - Wacky Water Olympics 019-1940-64000 40.97
1/3/2024 0 Bank of Montreal McSports - Staff Shirts 019-1940-64000 505.56
1/3/2024 0 Bank of Montreal JoAnn - Canvases for Paint Night 019-1940-64000 11.99
1/3/2024 0 Bank of Montreal Amazon - Youth Soccer Balls for Program 019-1940-64000 69.98
1/3/2024 0 Bank of Montreal Walmart - Paint Supples - You + Me Paint Night 019-1940-64000 58.25
1/3/2024 0 Bank of Montreal Walmart - Laundry Detergent, Clorox Wipes 019-1945-65000 32.56
1/3/2024 0 Bank of Montreal Menards - Batteries 019-1945-65500 19.99
1/3/2024 0 Bank of Montreal Grainger - Motor Capacitor 019-1945-65500 5.54
1/3/2024 0 Bank of Montreal McSports - Staff Shirts 019-1945-67500 49.49
1/3/2024 0 Bank of Montreal McSports - Staff Shirts 019-1945-67500 200.00
1/3/2024 0 Bank of Montreal Menards - Bucket and Lid 019-1950-65000 6.27
1/3/2024 0 Bank of Montreal Amazon - String for Hanging Decor 019-1955-64000 5.98
1/3/2024 0 Bank of Montreal Dollar General - Squeeges, Sponges, Broom, Nov Decorations 019-1955-65000 30.00
1/3/2024 0 Bank of Montreal RecSupply - Bags for Pool Vaccum 019-1955-65000 130.82
1/3/2024 0 Bank of Montreal Menards - Filters, CO Detector 019-1955-65500 99.89
1/3/2024 0 Bank of Montreal EMP - AED Battery - Parks 019-1955-65500 151.19
1/3/2024 0 Bank of Montreal Galesburg Electric - Boiler Switch Cover 019-1955-65500 21.76
1/3/2024 0 Bank of Montreal McSports - Staff Shirts 019-1960-67500 100.00
1/3/2024 0 Bank of Montreal Comcast - 11/23 Internet 019-1965-54000 62.95
1/3/2024 0 Bank of Montreal Farm King - Anti-Freeze 019-1965-65500 12.98
1/3/2024 0 Bank of Montreal Harbor Freight - Return of Metal Detector 019-1965-66500 (178.98)
1/3/2024 0 Bank of Montreal Lowes - Topsoil 019-1975-63500 39.68
1/3/2024 0 Bank of Montreal Farm King - Prune and Seal 019-1975-63500 21.98
1/3/2024 0 Bank of Montreal Menards - Shovel, Rakes 019-1975-66500 61.97
1/3/2024 0 Bank of Montreal Menards - Hard Hats 019-1975-67500 31.94
1/3/2024 0 Bank of Montreal Farm King - Gloves 019-1975-67500 27.96
1/3/2024 0 Bank of Montreal Lowes - Drain, Shut off Valve 019-1980-66000 5.00
1/3/2024 0 Bank of Montreal Farm King - Hanger Locks 020-0000-65500 4.58
1/3/2024 0 Bank of Montreal Farm King - Hooks 020-0000-65500 7.69
1/3/2024 0 Bank of Montreal Erect-A-Tube - Cam Locks - Hangar Doors 020-0000-65500 108.74
1/3/2024 0 Bank of Montreal Menards - Wrenches 020-0000-66500 14.88
1/3/2024 0 Bank of Montreal Hy-Vee - 1/24 - 10/24 - Membership Renewal -23-03 021-0000-10701 82.50
1/3/2024 0 Bank of Montreal Comcast - 11/23 HD Technology Fee #21-46 021-0000-54000 9.95
1/3/2024 0 Bank of Montreal REP Fitness - 2% Fitness Equipment - Station 2 - 23-18 021-0000-61800 288.00
1/3/2024 0 Bank of Montreal Amazon - Commercial Grade Coffee Brewers - 23-15 021-0000-66500 972.00
1/3/2024 0 Bank of Montreal Lowes - Griddle, Accessory Kit -23-19 ,23-20,23-21 021-0000-66500 253.87
1/3/2024 0 Bank of Montreal Lowes - Griddle W/ Hood - 23-19 021-0000-66500 75.67
1/3/2024 0 Bank of Montreal Lowes - Refund of out of stock Griddle -23-19 021-0000-66500 (87.17)
1/3/2024 0 Bank of Montreal Amazon - Garden Hose - 23-17 021-0000-66500 92.45
1/3/2024 0 Bank of Montreal Hy-Vee - Misc Food for Kitchen - 23-03 021-0000-68000 124.46
1/3/2024 0 Bank of Montreal Hy-Vee -11/23 - 12/23 - Membership Renewal -23-03 021-0000-68000 16.50
1/3/2024 0 Bank of Montreal Hy-Vee - Misc Food for Kitchen - 23-03 021-0000-68000 232.32
1/3/2024 0 Bank of Montreal Ameren - 10/23 Service #7035 , 0034 024-0000-20102 69.38
1/3/2024 0 Bank of Montreal Galesburg Chamber of Commerce - Refund Annual Dinner -KBoynton 030-0000-10407 (68.00)
1/3/2024 0 Bank of Montreal AT&T - FirstNet - 10/23 Service 030-0000-20102 579.84
1/3/2024 0 Bank of Montreal Office Specialists - 11/23 Service 030-0000-20102 100.52
1/3/2024 0 Bank of Montreal Allegra - Business Cards/ Post Cards 030-0320-51500 103.00
1/3/2024 0 Bank of Montreal USPS - Stamps 030-0320-53000 39.60
1/3/2024 0 Bank of Montreal Sperlins Pizza House - Training Meals - Dispatchers 030-0320-54500 74.44
1/3/2024 0 Bank of Montreal Galesburg Chamber of Commerce - 2023 Thanksgiivng Luncheon 030-0320-54500 32.00
1/3/2024 0 Bank of Montreal Sperlins Pizza House - Training Meals - Paratransit Drivers 030-0320-54500 147.53
1/3/2024 0 Bank of Montreal Amazon - Memo Notepads 030-0320-61000 22.99
1/3/2024 0 Bank of Montreal Wight Chevrolet - Wheel 030-0320-62500 113.10
1/3/2024 0 Bank of Montreal Menards - Paint Supplies 030-0320-66000 22.90
1/3/2024 0 Bank of Montreal Menards - Lumber for Window Sills 030-0320-66000 88.74
1/3/2024 0 Bank of Montreal Menards - Paint, Painting Supplies 030-0320-66000 56.46
1/3/2024 0 Bank of Montreal Allegra - Fixed Route Punch Cards 030-0370-51500 124.50
1/3/2024 0 Bank of Montreal Galesburg Chamber of Commerce - 2023 State Legistlative Luncheon 030-0370-54500 32.00
1/3/2024 0 Bank of Montreal Menards - Fridge - Shop Mechanics 030-0370-61000 148.00
1/3/2024 0 Bank of Montreal Amazon - Memo Notepads 030-0370-61000 22.99
1/3/2024 0 Bank of Montreal Menards - Disinfectant Wipes 030-0370-65000 21.52
1/3/2024 0 Bank of Montreal Menards - Rivets, Anchors -Bus Shelter 030-0370-66000 67.33
1/3/2024 0 Bank of Montreal Menards - Return , Rivets 030-0370-66000 (1.68)
1/3/2024 0 Bank of Montreal Menards - Compression Caps, Unions 030-0370-66000 15.92
1/3/2024 0 Bank of Montreal AutoZone - Locknut Socket 030-0370-66500 24.49
1/3/2024 0 Bank of Montreal Menards - Screwdrivers, Pick Up Tool 030-0370-66500 11.97
1/3/2024 0 Bank of Montreal Menards - Wire Tie, Vinyl Tubes, T-Posts 054-0000-63500 92.46
1/3/2024 0 Bank of Montreal Green View Garden Center - Misc Trees 054-0000-63500 299.98
1/3/2024 0 Bank of Montreal Ameren - 10/23 Service #5691 061-0000-20102 98.98
1/3/2024 0 Bank of Montreal Office Specialists - 11/23 Service 061-0000-20102 337.18
1/3/2024 0 Bank of Montreal AT&T - FirstNet -10/23 Service 061-0000-20102 387.89
1/3/2024 0 Bank of Montreal Frontier Communications - 11/23 Water Treatment Plant Phones 061-0000-54000 394.78
1/3/2024 0 Bank of Montreal MTC Communications - 11/23 Water Treatment Plant Internet 061-0000-54000 89.95
1/3/2024 0 Bank of Montreal Phillips 66 - Fuel - Truck 168 061-0000-62500 111.92
1/3/2024 0 Bank of Montreal Phillips 66 - Diesel for Dump Truck 061-0000-62510 134.20
1/3/2024 0 Bank of Montreal Phillips 66 - Diesel for Dump Truck 061-0000-62510 130.81
1/3/2024 0 Bank of Montreal Galesburg Electric - Brushes 061-0000-65500 104.41
1/3/2024 0 Bank of Montreal GalesburgElectric - Flood Light Bulbs 061-0000-65500 215.90
1/3/2024 0 Bank of Montreal Galesburg Electric - Flap Discs 061-0000-66000 38.88
1/3/2024 0 Bank of Montreal Menards - Chain Lube 061-0000-66000 26.76
1/3/2024 0 Bank of Montreal Galesburg Electric - Wire Reel Dispenser 061-0000-66000 108.39
1/3/2024 0 Bank of Montreal Menards - Galvanized Nipple, Paper Rags 061-0000-66000 13.67
1/3/2024 0 Bank of Montreal USA BlueBook - Diffuser Gaskets 061-0000-66000 7.17
1/3/2024 0 Bank of Montreal Galesburg Electric - Thermostate Wire 061-0000-66000 388.80
1/3/2024 0 Bank of Montreal Menards - Batteries, Brass Plugs 061-0000-66000 91.81
1/3/2024 0 Bank of Montreal Menards - Light Bulbs 061-0000-66000 32.98
1/3/2024 0 Bank of Montreal Menards - Pvc Pipe, Anti Fatigue Mat - #164 061-0000-66000 108.98
1/3/2024 0 Bank of Montreal Schulte Supply - Marking Flags 061-0000-66000 538.00
1/3/2024 0 Bank of Montreal Fastenal Company - Bolts, Nuts 061-0000-66000 96.80
1/3/2024 0 Bank of Montreal Farm King - Screws 061-0000-66000 6.87
1/3/2024 0 Bank of Montreal Schulte Supply - Ratchet Wrench 061-0000-66500 69.99
1/3/2024 0 Bank of Montreal USA BlueBook - Flushing Elbow, Non in Service Bags, Caution Tape 061-0000-66500 710.07
1/3/2024 0 Bank of Montreal Schulte Supply - Wall Wrench 061-0000-66500 97.09
1/3/2024 0 Bank of Montreal Farm King - Misc Tools, Thread Lock 061-0000-66500 184.96
1/3/2024 0 Bank of Montreal Galesburg Electric - Pipe Die, Die Stock 061-0000-66500 111.35
1/3/2024 0 Bank of Montreal USA BlueBook - Level 061-0000-66500 29.95
1/3/2024 0 Bank of Montreal USA BlueBook - Copper Rerounder 061-0000-66500 27.95
1/3/2024 0 Bank of Montreal Galesburg Electric - Flood Lights 061-0000-66500 178.00
1/3/2024 0 Bank of Montreal Farm King - Tape Measures, WD-40 061-0000-66500 27.28
1/3/2024 0 Bank of Montreal Allen Precision Equipment - Magnetic Locator 061-0000-66500 995.05
1/3/2024 0 Bank of Montreal Advance Auto Parts - Battery Booster Pac 061-0000-66500 189.99
1/3/2024 0 Bank of Montreal Farm King - Insulated Rubber Boots 061-0000-67500 139.95
1/3/2024 0 Bank of Montreal Alexis Fire Equipment - Boots 061-0000-67500 220.17
1/3/2024 0 Bank of Montreal Dominos - Pizza - Overtimes 5 Workers 061-0000-68000 39.11
1/3/2024 0 Bank of Montreal Office Specialists - 11/23 Service 067-0000-20102 31.39
1/3/2024 0 Bank of Montreal Office Specialists - 11/23 Service 078-0000-20102 54.83
1/3/2024 0 Bank of Montreal OISFM - Boiler Inspection 078-0000-51000 71.57
1/3/2024 0 Bank of Montreal OISFM - Air Tank Inspection 078-0000-51000 71.58
1/3/2024 0 Bank of Montreal OISFM - Hawthorne Pool Air Tank 078-0000-51000 99.70
1/3/2024 0 Bank of Montreal OISFM - Hawthorne Pool Heater 078-0000-51000 99.69
1/3/2024 0 Bank of Montreal Healthmark Group - WC Radiology Images 078-0000-56535 35.10
1/3/2024 0 Bank of Montreal Healthmark Group - WC Medical Records 078-0000-56535 65.01
1/3/2024 0 Bank of Montreal Bates Collision Center - Delecruz Repairs 078-0000-56597 1,533.13
1/4/2024 99030 Alice Calkins Retiree Health Plan Premium Contribution Refund - ACalkins 078-0000-20315 605.90
1/4/2024 0 Amanda Larson Minority/Woman owned Business Startup incentive.054-0000-83100 321.29
1/4/2024 0 Bluefin Payment Systems 12/23 Pay Pad Processing Fees 001-0115-51000 94.82
1/4/2024 0 Bluefin Payment Systems 12/23 Pay Pad Processing Fees 001-0306-51000 24.41
1/4/2024 0 Bluefin Payment Systems 12/23 Pay Pad Processing Fees 001-0410-51000 24.42
1/4/2024 0 Bluefin Payment Systems 12/23 Pay Pad Processing Fees 061-0000-51000 1,019.97
1/4/2024 0 Bluefin Payment Systems 12/23 UB Webpayment Credit Card Processing Fee 061-0000-51000 3,532.27
1/4/2024 0 Bluefin Payment Systems 12/23 Pay Pad Processing Fees 067-0000-51000 510.00
1/4/2024 0 Bluefin Payment Systems 12/23 UB Webpayment Credit Card Processing Fee 067-0000-51000 1,766.14
1/4/2024 0 Cardconnect 12/23 Card Connect Credit Card Charges 019-1905-51000 178.53
1/4/2024 0 Cardconnect 12/23 Card Connect Credit Card Charges 019-1920-51000 13.82
1/4/2024 0 Cardconnect 12/23 Card Connect Credit Card Charges 019-1935-51000 41.78
1/4/2024 0 Cardconnect 12/23 Card Connect Credit Card Charges 019-1945-51000 103.52
1/4/2024 0 Cardconnect 12/23 Card Connect Credit Card Charges 019-1960-51000 77.29
1/4/2024 0 Cardconnect 12/23 Card Connect Credit Card Charges 051-0000-51000 0.39
1/4/2024 0 Computershare GO1011C Interest 046-0000-87300 7,130.00
1/4/2024 0 Computershare GO1011C Principle 046-0000-88100 310,000.00
1/4/2024 0 Computershare Go2013A Interest 047-0000-87300 20,340.00
1/4/2024 0 Computershare Go2013A Principle 047-0000-88100 75,000.00
1/4/2024 0 Constellation Newenergy Inc 12/23 Acct # 204250116-88144 001-0000-20102 12,656.06
1/4/2024 0 Constellation Newenergy Inc 12/23 Acct # 204250116-88144 019-0000-20102 30,336.46
1/4/2024 0 Constellation Newenergy Inc 12/23 Acct # 204250116-88144 020-0000-20102 1,824.56
1/4/2024 0 Constellation Newenergy Inc 12/23 Acct # 204250116-88144 024-0000-20102 63.43
1/4/2024 0 Constellation Newenergy Inc 12/23 Acct # 204250116-88144 030-0000-20102 1,089.52
1/4/2024 0 Constellation Newenergy Inc 12/23 Acct # 204250116-88144 061-0000-20102 21,681.90
1/4/2024 0 Hutchison Engineering, Inc Preliminary Engineering for the Simmons St Streetscape & Parking 013-0000-76000 13,951.57
1/4/2024 0 James M Kelly, Attorney 10/23 Legal Fees 078-0000-56534 49.50
1/4/2024 0 James M Kelly, Attorney 10/23 Legal Fees 078-0000-56534 544.50
1/4/2024 0 James M Kelly, Attorney 10/23 Legal Fees 078-0000-56534 495.00
1/4/2024 0 James M Kelly, Attorney 10/23 Legal Fees 078-0000-56534 495.00
1/4/2024 0 James M Kelly, Attorney 10/23 Legal Fees 078-0000-56534 1,402.50
1/4/2024 0 James M Kelly, Attorney 10/23 Legal Fees 078-0000-56534 3,033.50
1/4/2024 0 James M Kelly, Attorney 10/23 Legal Fees 078-0000-56534 412.50
1/4/2024 0 James M Kelly, Attorney 10/23 Legal Fees 078-0000-56534 214.50
1/4/2024 0 James M Kelly, Attorney 10/23 Legal Fees 078-0000-56534 845.00
1/4/2024 0 James M Kelly, Attorney 10/23 Legal Fees 078-0000-56534 412.50
1/4/2024 0 Knox County Fair External Agency Funding - Knox County Fair 024-0000-83100 5,000.00
1/4/2024 99031 Knox County Recorders Office Recording Fees 001-0160-51000 126.00
1/4/2024 99032 Knox County Recorders Office Release 4 Property Maint Liens 001-0160-51300 63.00
1/4/2024 99033 Knox County Treasurer Property Taxes - 1094 W Main St - PIN - 99-16-203-010 061-0000-84500 3,052.45
1/4/2024 0 Quadient Leasing USA, Inc Postage for Machine 061-0000-10702 500.00
1/4/2024 0 Quadient Leasing USA, Inc Yearly Fee 061-0000-51000 50.00
1/4/2024 0 Wells Fargo Merchant Services 12/23 - Credit Card Fees - Golf 019-1920-51000 241.97
Grand Total 645,027.93$
___________________________________________________________________________________________________________________________________________________________________________________________
Prepared by: GPO Page 1 of 1
COUNCIL LETTER
CITY OF GALESBURG
JANUARY 16, 2024
AGENDA ITEM: Appointing the Director of Finance & Information Systems as the City Treasurer
SUMMARY RECOMMENDATION: The City Manager and Director of Finance and Information
Systems recommend approval of appointing the Director of Finance & Information Systems
position as the City Treasurer.
BACKGROUND: On June 7, 2021, the City Council appointed Gloria Osborn, the Director of
Finance & Information Systems, as the City Treasurer until the term expires in May 2025. It is
recommended that a resolution is approved to name the Director of Finance & Information
Systems position as the City Treasurer, instead of naming the individual holding the position at
the time. By modifying the resolution, the City Treasurer position would remain filled, and a
new resolution would not be required during a transition of hiring and filling the Director of
Finance & Information Systems position with a new employee.
BUDGET IMPACT: There is no budget impact as the City Treasurer position has no
compensation.
SUPPORTING DOCUMENTS:
1.Resolution
24-2001
RESOLUTION NO. ____________________
RESOLUTION APPOINTING THE DIRECTOR OF FINANCE AND INFORMATION
SYSTEMS TO THE OFFICE OF CITY TREASURER
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 current City Treasurer will be leaving the employment of the City,
therefore, under Section 31.55 of the Galesburg City Code, going forward, the Mayor
with the advice and consent of the City Council, desires to appoint any person serving
as the Director of Finance & Information Systems as the City Treasurer effective
immediately until the term expires in May 2025.
Approved this _______ day of January 2024 by a roll call vote as follows:
Roll Call #: ___________
Ayes:__________________________________________________________________
Nays:__________________________________________________________________
Absent:________________________________________________________________
Abstain:______________________________________________________________________
_______________________________
Peter Schwartzman, Mayor
ATTEST:
___________________________________
Kelli R. Bennewitz, City Clerk
_____________________________________________________________________________________
Prepared by: EAV Page 1 of 1
CITY OF GALESBURG
COUNCIL LETTER
JANUARY 16, 2024
AGENDA ITEM: Bid for Lancaster Park renovations.
SUMMARY RECOMMENDATION: The City Manager, Director of Parks and Recreation, City
Engineer, and Purchasing Agent recommend approval of the bid in the amount of $223,594.00
from Brandt Construction of Milan, IL.
BACKGROUND: The City was awarded an Open Space Land Acquisition and Development
(OSLAD) grant from the Illinois Department of Natural Resources to fund 50% of the
improvements to Lancaster Park. The local match is 50%. These improvements include:
1) new playground, 2) shelter, 3) ½ court basketball, 4) walking/access path, and 5) parking
lot. The purchase and installation of the playground and playground surfacing is not included in
the scope of the bid proposal. The City received a GameTime grant as part of the 2023 Illinois
Parks and Recreation Association (IPRA) Statewide Training and Funding Initiative that covers
50% of the cost of the playground equipment. Therefore, these items are purchased and installed
separately.
The project was adver�sed in local and statewide publica�ons, and on the City’s website. Bid
proposals were also sent out to contractors that perform this type of work. A total of four (4)
bids were received. The low bidder was Brandt Construc�on from Milan, IL in the amount of
$223,594.00.
The bid for this project was within the es�mated amount an�cipated for the work and City staff
recommend approval of the base bid of $223,594.00. The overall cost of this bid, the architectural
and engineering costs, and the playground equipment is approximately $450,000. It is an�cipated
that the project will begin in April 2024 and be completed in July of 2024.
BUDGET IMPACT: This project is partially funded by an OSLAD grant that will cover 50% of the
construction costs. Sufficient funds are budgeted in the Utility Tax Fund (Fund 59) and the Grants
Fund (Fund 13) for the work to be completed in 2024.
SUPPORTING DOCUMENTS:
1.Bid Tabulation and Bid Analysis Letter for Lancaster Park Renovations
2.Project Rendering
24-3000
ENGINEERS | ARCHITECTS | SURVEYORS | SCIENTISTS
100 Walnut Street, Suite 200
Peoria, IL 61602
p 309.689.9888
www.f-w.com
January 8, 2024
Mr. Aaron Gavin
City Engineer
City of Galesburg
55 W. Tompkins St.
Galesburg, IL 61401
Re: Bid Analysis Letter
Lancaster Park Renovations
Dear Aaron:
Attached please find a completed bid tabulation sheet for Lancsater Park Renovations. Four (4) construction bids
were received at 11am on Wednesday January 3rd, 2024 at Galesburg City Hall.
Please note the following regarding these bids:
1. There was a non-mandatory Pre-bid meeting held at the project site on December 20, 2023 at 1pm. Two
general (2) contractors were in attendance and both submitted bids. One subcontractor attended.
2. All of the bids were reviewed by the City and Farnsworth Group.
3. Brandt Construction Co. is the lowest responsive bidder.
4. Brandt Construction Co.’s bid included the required completed bid forms, bid bond, and they
acknowledged they plan to complete the project prior to the latest Final completion date, estimated
schedule of 4/1/24 – 7/1/24.
5. Brandt’s bid falls within our proposed construction budget.
Given all the above and the attached bid tabulation sheet, Farnsworth Group takes no exception to the award of a
contract for this project to Brandt Construction Co. for a total of $223,594.00.
Please call with any questions that you may have regarding the analysis above.
Best Regards,
FARNSWORTH GROUP, INC.
Amy L. Wilson, PLA|ASLA
Senior Project Landscape Architect
BID TABULATION • Farnsworth ~GROUP
PROJECT NAME: Lancaster Park Renovation
Date: 2024 -01-03 Time: 11 :OOam
Location: City of Galesburg, Erickson Conference Room , 55 W. Tompkins St., Galesburg , IL 61402
Project No.: 0230943 .00 Owner: City of Galesburg, Parks and Recreation
BIDDER 'S NAME BASE BID BID BOND CONSTRUCTION SCHEDULE COMMENTS
L:Pr--V~1~-e-
~JT4Cn~ ~2-~(g4-1, co / ~@,,S
·?-/_ i/z4-ll/1/2f
' ~w
eotJ~cnot--J .f '2-31 [ Gq o,, co ~ 18fi ( vf-0/ u>f:z-1
eRANPI ~223;5~4, 00 v tJo
CaJ~o0
~KPP Co'lJ~ ~ 2'1613(0.ec> / ~b(2t.f-"1I11/2J.f Ce;~
___________________________________________________________________________________________________________________________________________________________________________________________
Prepared by TDM Page 1 of 1
COUNCIL LETTER
CITY OF GALESBURG
JANUARY 16, 2023
AGENDA ITEM: Bid recommendation, Backup Dispatch Center Renovations.
SUMMARY RECOMMENDATION: The City Manager, Chief of Police, and Purchasing Agent
recommend that the City Council reject all bids to renovate the backup dispatch center.
BACKGROUND: The Knox County Emergency Telephone System Board (ETSB) plans to renovate
a building, which would require upgrades and repairs, to serve as a backup dispatch center. The
bid received for this work substantially exceeded the planned cost to complete the project by
over $200,000.00. Staff recommend the City Council reject the bids in order to revise the
project scope and rebid in the future.
Formal bid documents were developed for the renovation of the building. In addition to being
advertised in the Register Mail, this bid request was made available on the City website and
provided to known vendors for this type of project.
Four bids were received as a result of this request. All bids submitted were significantly outside
of the estimated budget for the project. Value engineering was conducted in an attempt to
reduce the cost by removing items from the bid specifications without damaging the integrity
of the project. This proved to be a lengthy process and ultimately changed the scope of the
project drastically by removing numerous items from the original bid specifications. Therefore,
city staff recommend rejection of all bids and rebidding the project at a later date.
BUDGET IMPACT: None.
SUPPORTING DOCUMENTS:
1.Bid Tabulation
24-3001
OWNER NAME:Bid Date:
Bid Location:
Bid Time:
Project No.:
CAD Construction Hein Construction Bishop Brothers
Valley
Construction
x x x x
x x x x
x x x x
$718,000.00 $790,000.00 $845,000.00 $792,500.00
x x x x
x x x x
Respectfully Submitted By:
July 26, 2023
Project Manager Name Date
Klingner & Associates, PC
QUINCY ∙ GALESBURG ∙ BURLINGTON ∙ PELLA ∙ DAVENPORT ∙ HANNIBAL ∙ COLUMBIA ∙ DAVENPORT
Wednesday, July 26, 2023
City Hall, Erickson Conference
Room, Galesburg, Illinois
11:00 AM
23-3019
Knox County ETSB
Backup Dispatch Center RenovationPROJECT NAME:
Addendum 2
Allowance No. 1: General
Contingency ($50,000.00)
Cody N Basham
Addenda Acknowledged
Bid Bond or Certified Check
Base Bid + Allowances
Allowance No. 2: Masonry Repointing
($10,000)
Contractor
BID TABULATION
Addendum 1
www.klingner.com
____________________________________________________________________________________________
Prepared by: JAL Page 1 of 1
COUNCIL LETTER
CITY OF GALESBURG
JANUARY 16, 2024
AGENDA ITEM: Authorizing the City Manager to renew a one-year contractual agreement with
Assured Partners to provide Risk Management Consulting and Insurance Brokerage services for
the City.
SUMMARY RECOMMENDATION: The City Manager & the Benefits and Risk Manager
recommend the City Council authorize the City Manager to renew the current contract with
Assured Partners to provide Risk Management Consulting and Insurance Brokerage Services for
a flat annual fee of $35,000.00 for the period 1/1/2024 through 12/31/2024.
BACKGROUND: In 2020 the city entered into a one-year agreement with Assured Partners to
provide risk management and insurance consulting services. Subsequent annual contracts were
approved by Council each year. This request is for approval for a fifth year, with no increase in
their fee over last year.
Assured Partners continues to prove worthy of their fee through their efforts in negotiating a 1%
increase for the RMA insurance policy renewal for 2024, which is excellent. In addition to
consulting and insurance brokerage services, the fee from Assured Partners includes employee
safety training at no additional cost to the City. This value-added service will save the City $3,000
to $5,000 per year in necessary training over outside vendors.
BUDGET IMPACT: Funding for services is included in the 2024 proposed Risk Management
Budget 078-51000 professional services.
SUPPORTING DOCUMENTS:
1.Assured Partners Consulting Agreement
24-4002
___________________________________________________________________________________________________________________________________________________________________________________________
Prepared by: GPO Page 1 of 1
CITY OF GALESBURG
COUNCIL LETTER
JANUARY 16, 2024
AGENDA ITEM: Approval to Submit FY 2024 OPEB Contributions to the City’s OPEB Trust
SUMMARY RECOMMENDATION: The City Manager and Director of Finance and Information
Systems recommend approval to submit the budgeted FY 2024 OPEB contributions to the City’s
OPEB trust account.
BACKGROUND: In addition to pensions, many state and local government employers provide
other postemployment benefits (OPEB), such as health insurance, as part of the total
compensation offered to attract and retain the services of qualified employees. From an accrual
accounting perspective, the cost of OPEB, like the cost of pension benefits, generally should be
associated with the periods in which the exchange occurs, rather than the periods when benefits
are paid or provided. The annual OPEB cost is equal to the employer’s annual required
contribution (ARC) to the plan, with certain adjustments if the employer has a net obligation for
past under-or over contributions.
As of the last audit, for fiscal year ending 2022, the City’s OPEB liability is as follows:
Description Amount
Total OPEB liability $13,792,888
Plan assets in OPEB trust $1,853,998
Net OPEB liability $11,938,890
Since 2013, the City Council has been proactive and has been annually contributing funds, on
average approximately $141,623, to the City’s OPEB trust to offset the City’s OPEB liability.
Funding the trust helps to reduce the City’s liability and may be viewed positively when the City
is requesting or receiving a credit rating which then may help lower interest costs when issuing
debt. As of the last quarterly statement received, the ending balance for the OPEB trust is $2.064
million. For fiscal year 2024, administration is recommending that the City, excluding the library
and Township, contributes $143,555 to the City’s OPEB trust account.
BUDGET IMPACT: Sufficient funds are budgeted in the following funds: General, Water, Park &
Recreation Fund, Transit Fund and Refuse Fund.
SUPPORTING DOCUMENTS:
None
24-4003
TOWN OF THE CITY OF GALESBURG
Date: January 16, 2024 Agenda Number: 24-9000
TOWN FUND $729.05
GENERAL ASSISTANCE FUND $9,614.97
IMRF FUND $1,664.73
SOCIAL SECURITY/MEDICARE FUND $652.97
LIABILITY FUND
AUDIT FUND
TOTAL $12,661.72