Village of Mahomet 503 E. Main Street • P.O. Box 259 • Mahomet, Illinois 61853-0259

Phone: (217) 586-4456 • Fax: (217) 586-5696 www.mahomet-il.gov www.ChooseMahomet.com

STUDY SESSION BOARD OF TRUSTEES

JANUARY 8, 2019 6:00 P.M.

AT THE ADMINISTRATION OFFICE 503 E. MAIN ST.

AGENDA

1. CALL TO ORDER

2. PLEDGE OF ALLEGIANCE

3. ROLL CALL

4. PUBLIC COMMENT: The Board welcomes your input. You may address the Board bycompleting the information requested on the Attendance/Oath Sheet before the meeting.You may address the Board, on subjects not listed on the agenda, during the PublicParticipation portion of the meeting. Please state your name and address for the record.Please limit your comments to five minutes or less.

5. ORDINANCES, RESOLUTIONS AND OTHER ACTIONS:

A. ENGINEERING

1. UPDATE – SUNNY ACRES ROAD RECONSTRUCTION PROJECT

6. ADMINISTRATOR’S REPORT

A. DEPARTMENTAL REPORTS

1. WATER/WASTEWATER

2. TRANSPORTATION

3. ENGINEERING

B. OTHER

1. RESOLUTION NUMBER 19-01-01, A RESOLUTION REVISING A PURCHASING POLICY

7. MAYOR’S REPORT:

A. JANUARY 2019 BOARD MEETING CALENDAR

1. STUDY SESSION, TUESDAY, JANUARY 15, 2019– 6:00 P.M.

2. BOARD MEETING, TUESDAY, JANUARY 22, 2019 – 6:00 P.M.

3. JOINT MEETING WITH SCHOOL BOARD – JANUARY 27, 2019 – 7:00P.M. AT MIDDLETOWN PRAIRIE SCHOOL

8. NEW BUSINESS (Discussion of any items that the Trustees may have for newbusiness not listed on the agenda. No formal action will be takenon these items during this proceeding)

9. ADJOURNMENT

JANUARY 2019

OPERATORS REPORT

WATER SYSTEMS OPERATION AND MAINTENANCE

1- December 2018 daily average water production 447,000 gallons/day. December 2017 daily average water production 419,000 gallons/day.

2- Attended water training at Illinois American water plant in Champaign. 3- Read water meters, collected routine bacti samples, completed shut offs for non-payment. 4- Processed and submitted monthly EPA operations report. 5- Repaired leaking water service at 1207 Jeffery drive. 6- Repaired and jetted a storm tile on Turner Drive. 7- Received two new doors for the village office. Both have been painted. The one in the basement

has been installed with a 12”x12” glass window. 8- Completed the interior remodel of the old S/A office/breakroom.

WASTEWATER SYSTEMS OPERATION AND MAINTENANCE

1- December 2018 daily average influent to the plant 730,000 gallons/day. December 2017 daily average influent to the plant 468,000 gallons/day.

2- Compiled a list of sewer segments based on the past two televising projects to be re-lined.

TRANSPORTATION DEPARTMENT NOVEMBER MONTHLY REPORT

WORK COMPLETED AS OF JANUARY 3, 2019

• Emptied trash cans on Main Street as needed.• Checked and cleaned storm drains as needed.• The crew attended Hazard Communication, Lock-Out Tag-Out and Snow Plow

Operations training.• Showed Cody Marxmiller two of the plow routes.• Jetted a storm sewer in the detention basin in the front of Sandy Ridge

Subdivision.• Worked with Ellen on the IDOT MFT documents and memo for BOT meeting.• Received 100+/- toms of salt. The total received so far this year is approximately

200 tons.• Patched on Marietta Drive, Oda Drive, State Street near Lincoln Trail School,

Division Street near Main Street, Priaireview Road, C.R. 2000, and C.R. 150.• Removed rock chips on McKinley Court.• Illini Fire Equipment was here to check the fire extinguishers.• Filled each of the legs of the 8’ barricades with 7lbs. of sand for weight.• Installed the new stop signs and stop ahead signs on Sunny Acres Road.• Replaced a post for the street sign at Farm Credit Drive.• Added rock to a drop-off along the shoulder at 411 E. State Street.• Added rock to a few alleys and tried grading, but the ground was too soft.• Windshield survey of streets.• Cleaned drains and checked for flooding on December 21st.• Transformed the red trailer into a barricade trailer.• Raised the flags.• Put out “Watch For Water” signs on Tin Cup Road.• Rearranging the lower bays to create a safer area for welding, gutting and

grinding steel.

SPECIAL EVENTS

• Set out and retrieved message boards and barricades for the Village Christmasevent.

PARKS AND RECREATION

• Assisted with measuring for parking lot striping at Bridle Leash Park.• Assisted with digging to run a new electric line to the barn at Bridle Leash Park.

WATER AND WASTEWATER

• Assisted with installing the new door in the basement at the Admin. Office.

VEHICLE AND EQUIPMENT MAINTENANCE

• Replaced hydraulic fittings on the loader. • Cleaning and checking mowers, roller, etc. to take to the old shop for winter

storage. • Took truck #202 to Clauss Specialties to have the On-Spot tire chains repaired.

Engineer’s Monthly Report for December 2018

• Sunny Acres: It’s out for bid! Jan 18, 2019. Getting some questions from plan holders. Met

with a couple more residents.

• South Mahomet Road (SMR) Update: received preliminary plans and utility coordination from

Hanson

• NSRR coordination: held public meeting for the crossing closure which included info on the

new crossing.

• Lots of coordination concerning properties and easements needed for the new South Mahomet

Road RR crossing. Helped Kelly with infrastructure cost estimates for property negotiations.

• Sunny Acres: It’s out for bid! Getting some questions from plan holders. Met with a couple

more residents.

• Presented ADA Transition Plan to BOT.

• Prepared MFT program for 2019 and patching contract which is paid with MFT this year.

• Coordination with BKB on Solace site planning and future considerations; coordination with

Solace owners/managers, engineer (BKB), architect, attorney, DW, and staff on Solace

planning and staging.

• Started planning for street improvements for FY 2020.

• Working on some paperwork for IDOT – cleaning up old open sections.

• Enjoyed some 3 day weeks 😊😊

MEMORANDUM

TO THE

BOARD OF TRUSTEES

ITEM: Purchasing Policy Update

DEPARTMENT: Administration

AGENDA SECTION: Administration

AMOUNT: $0.00

ATTACHMENTS: ( ) ORDINANCE (X) RESOLUTION (X) OTHER SUPPORTING DOCUMENTS

DATE: January 8, 2019

INTRODUCTION: Village Board first formalize adopted a policy on January 24, 2012 per Resolution 12-01-03. The State of Illinois General Assembly enacted Public Act 100-0338 on August 25, 2017, amending bid threshold for municipalities of less than 500,000 from $20,000 to $25,000.

BACKGROUND: Previously the purchasing policy was informal and needed revisions because of dollar limitations that did not keep up with current costs. The biggest change in the 2012 policy was increasing the spending authority of the Administrator and Village President to $10,000 from $5,000.

As stated in the introduction, in 2017 the Illinois General Assembly approved, and the Governor signed into law the amendment increasing the bid threshold from $20,000 to $25,000. This is reason for our update to the purchasing policy.

DISCUSSION OF ALTERNATIVES: 1) Formally adopt the updated purchasing policy.2) Continue to follow the current purchasing policy.

PRIOR BOARD ACTION: Formal adoption of a Purchasing Policy on January 24, 2012.

COMMUNITY INPUT: None.

BUDGET IMPACT:

None. STAFF IMPACT: We expect minimal impact on staff but the change from $20,000 to $25,000 is expected to save process and procedural time on some purchases. SUMMARY: None. RECOMMENDED ACTION: Approve resolution updating our Purchasing Policy. DEPARTMENT HEAD APPROVAL:

VILLAGE ADMINISTRATOR:

RESOLUTION NUMBER 19-01-01

A RESOLUTION REVISING A PURCHASING POLICY

WHEREAS, the Village Board desires that village government be transparent and

accountable to the public; and WHEREAS, the Village Board seeks to insure proper and honest procurement procedures are

followed; and WHEREAS, written policies and procedures best assure an atmosphere conducive to

principled, accountable and transparent governance; and WHEREAS, the Village Board of Trustees previously formally adopted a purchasing policy by

Resolution 12-01-03 on January 24, 2012; and WHEREAS, the State of Illinois General Assembly enacted Public Act 100-0338 on August

25, 2017, amending bid threshold for municipalities of less than 500,000 from $20,000 to $25,000.

WHEREAS, pursuant to the amendments of the Act, the Village of Mahomet is updating our

purchasing policy; and, WHEREAS, should any section or provision of this Resolution or the adopted Purchasing

Policy be declared to be invalid, that decision shall not affect the validity of this Resolution or adopted Purchasing Policy as a whole or any part thereof, other than the part so declared to be invalid.

NOW, THEREFORE, BE IT RESOLVED this 22th day of January 2019 by the Board of Trustees of the Village of Mahomet that:

1. The Village of Mahomet Board of Trustees does hereby adopt an updated

Purchasing Policy.

2. This resolution shall be in full force and effect immediately.

_____________________________ Sean M Widener, President Board of Trustees Village of Mahomet

Attest: Village Clerk

Village of Mahomet Purchasing Policy

Adopted: January 24, 2012, Resolution 12-01-03 Revised: January 22, 2019, Resolution 19-01-01

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VILLAGE OF MAHOMET

PURCHASING POLICY

SECTION 1-1 SCOPE

A) The Village will use a purchase order system when awarding the purchase of goods or contract for services totaling more than $1,000.00. The purchase order authorizes the vendor to supply the Village with goods or services.

SECTION 1-2 PURCHASING AUTHORITY

A.) Authority to issue purchase orders is as follows: Board See sections 2.3 and 2.4

Administrator/Mayor $10,000 or less Department Head $1,000 or less

B.) No contract or purchase shall be subdivided to avoid the dollar limitations specified in Section 1-2.A.

SECTION 1-3 PURCHASE ORDERS

A) Purchase Orders shall be prenumbered, in duplicate, and printed to include Vendor name and address, delivery point, description of item or service, quantity, price, date, fund to be charged, total dollar amount and signature of authorized official.

B) All purchase order forms will be ordered by the Treasurer’s Office. The Treasurer’s Office

shall issue purchase orders to Department Heads as requested. A log of all purchase orders issued will be kept by the Treasurer’s Office. Purchase orders will be distributed and logged in increments of fifty (50) to each department.

C) The white copy shall be forwarded to the vendor and the yellow is for the official

authorizing the purchase. The authorizing official shall keep the yellow copy and assign that specific PO number to the invoice for reference.

SECTION 2-1 PURCHASES ONE THOUSAND DOLLARS OR LESS

A) Purchases of one thousand ($1,000) dollars or less may be authorized by the Department Head.

SECTION 2-2 PURCHASES MORE THAN ONE THOUSAND DOLLARS TO TEN THOUSAND

DOLLARS

A) Purchases of one thousand ($1000) dollars to ten thousand ($10,000) dollars, the Department Head shall solicit at least three (3) bids, either oral or written, for the item or items. The execution of the bidding requirements shall be documented by the Department Head on a form provided by the Treasurer’s Office. The Treasurer’s Office will keep or record bidding results for a one-year period.

B) The Department Head may then award the purchase or contract for services, with written

approval of the Village Administrator or, Mayor or the Treasurer to the lowest responsible bidder who submits the bid which is most advantageous to the Village.

SECTION 2-3 PURCHASES MORE THAN TEN THOUSAND TO TWENTY-FIVE THOUSAND

DOLLARS

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A) Purchases from ten thousand ($10,000) dollars to twenty-five thousand ($2025,000) dollars, the Department Head shall notify the Village Administrator of the estimated cost of the purchase or contract for services. The Village Administrator or designee shall advertise or take three (3) written non-sealed quotes.

B) The Village Administrator or designee shall then solicit quotes.

C) The Village Administrator shall present documentation of the quotes to the Village Board

for approval.

D) Following Board approval, the Village Administrator or Mayor shall then award the purchase or contract for services to the lowest responsible quotation most advantageous to the Village.

SECTION 2-4 PURCHASES MORE THAN TWENTY-FIVE THOUSAND DOLLARS

A) Purchases more than twenty thousand ($2025,000) dollars shall be published in a newspaper with local circulation inviting sealed bids; said notice shall be published at least fifteen (15) days prior to the date set for receipt of bids. Specifications must be available for interested bidders which include a general description of items to be purchased or services to be performed, and the time and place of the bid opening.

B) Prior to advertisement, theThe proposed purchase shall be discussed at a study session and direction/consensus given during included in the Budget/Capital Improvement Plan process or discussed at a regular study session.

C) Sealed bids shall be received by the appropriate Department Head and shall be identified

as bids on the envelope. The bids shall be opened in public at the time and place stated in the invitation to bid and in any public notice before at least two (2) witnesses; and after the opening, the Department Head shall tabulate all bids received and shall file a written report of the bids with the Village Administrator together with his written recommendations as to whom the Village Administrator should award the contract.

D) When deemed necessary by the Department Head, or when directed by the Village

Administrator, bid deposits shall be prescribed in inviting bids. A successful bidder shall forfeit any surety required by the Village upon failure on the bidder’s part to enter into a contract within ten (10) days after the award, and the invitation to bid shall so state. An unsuccessful bidder shall be entitled to return of his surety.

E) The Village Administrator, after the tabulation and recommendation of the Department

Head, shall present the documentation to the Board for approval.

F) After Board approval, the Village Administrator, or Mayor shall award the contract to the lowest responsible bidder, but shall have the right to reject any and all bids.

G) The following shall be the minimal guideline in determining the lowest responsible bidder.

(1) The ability, capacity and skill of the bidder to perform the contract or provide the

services required. (2) Whether the bidder can perform the contract or provide the services promptly or

within the time specified, without delay or interference.

(3) The character, integrity, responsibility, judgement, experience and efficiency of the bidder.

(4) Whether the bidder is in default on the payment of taxes, licenses or other

monies due the Village, and this factor alone shall justify disqualification.

4 (5) The quality and performance of previous contracts or services.

(6) The previous and existing compliance by the bidder with laws, the provisions of

this Code and other Village ordinances relating to the contract services.

(7) The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service.

(8) The quality, availability and adaptability of the supplies or contractual services to

the particular use required.

(9) The ability of the bidder to provide, where applicable, future service and maintenance of equipment which is subject of the contract.

(10) The ability of the bidder to provide, where applicable, future service and

maintenance of equipment which is the subject of the contract. SECTION 3-1 EXCEPTIONS TO THE PURCHASING POLICY

A) SINGLE-SOURCE PURCHASES. In the event there is only one acceptable vendor capable of furnishing a particular service or commodity, the Department Head may be authorized to procure such service or commodity without bidding. The Department Head shall document the particular facts, which make the item a single-source purchase, and the Village Administrator or Mayor shall approve the purchase. Examples would include the contract for sludge removal.

B) EMERGENCY PURCHASES. Where an emergency situation requires immediate

purchase of supplies or services and time is of the essence, the Department Head is authorized to procure the supplies or services needed without following the bidding procedures. The Department Head shall maintain a written record of the circumstances surrounding an emergency purchase and the Village Administrator or Mayor shall approve the purchase. Examples would include the purchase of supplies and equipment needed to prevent flooding in extreme weather.

C) SITUATIONS CALLING FOR COMPETITIVE NEGOTIATIONS. Where it can be

demonstrated that the Village will receive the best value on a purchase through informal discussion and bargaining rather than through the conventional bidding process, the Department Head need not follow the conventional bidding process exclusively. Such purchases shall be documented by the Department Head and given prior approval by the Village Administrator or Mayor. Examples would include, but not limited to, circumstances where time is a crucial factor, when the procurement involves high technology items, or when there is obvious inherent economy in purchasing from a particular vendor.

D) COOPERATIVE PURCHASING. This purchasing policy shall not apply to purchases

made by, through, or with cooperative purchasing agencies or any other governmental agency or unit with whom the Village is permitted to engage in cooperative purchasing. A Department Head has the authority to join with any other governmental unit in cooperative purchasing when the best interests of the Village shall be served by such cooperative purchasing.

E) CONFIDENTIAL EXPENDITURES. Confidential expenditures such as payments to

informants, purchase of materials as evidence (such as narcotics), or other uses as may be required by law enforcement personnel working in an undercover capacity, shall not be subject to normal purchasing procedures. All such disbursements shall be subject to audit and review by the Village Administrator and Treasurer and shall be documented by written vouchers showing date, amount, nature of expenditures, signature of requesting officer or agent, and approval of the Chief of Police.

5 F) PROFESSIONAL SERVICES AND REAL ESTATE. Specifically excluded from

provisions of the Village’s purchasing policy is the procurement of real estate and professional services.

SECTION 4-1 PREMPTION OF STATE AND FEDERAL LAWS

In cases where either State or Federal laws are applicable to purchasing regulations, said State and Federal laws shall supersede any regulations of the Village concerning purchasing.

SECTION 5-1 SUBDIVISION OF CONTRACTS

No contract or purchase shall be subdivided to avoid the requirements of the Village purchasing policy.

APPROVAL:______________________ EFFECTIVE DATE:_______________________ Village President Revision History: January, 2012