Monday, January 13, 2014 at 7:00 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

• default Financial Statements November 2013

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default December 9, 2013

b) Accept and Place on File Minutes of Joint Review Board Rochelle Lighthouse Pointe –  default December 16, 2013

c) Approve Bills – default 120613-121213 ,  default 121313-121913 , default 122013-010214

d) Approve Payroll – default 112513-120813 ,  default 120913-122213

2) Purchase of Fingerprinting System – Police Department

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Purchase of Fingerprinting System – Police Department 

References:

default Memo from Police Chief Eric Higby

default Morpho Trust USA Quote

Recommended Action: 

Consider the purchase of a fingerprinting system for the Police Department.

History and Fact: 

The Police Department's fingerprinting system is an essential tool for criminal identification. In addition, fingerprinting is now an important component of background checks for both City and school employment applicants.

The department's current fingerprinting system was purchased in 2005. It is currently inoperable and unable to be repaired due to lack of available parts.

Discussion:

The 2013-14 Police Department Capital Outlay Budget includes $21,326 for the purchase of a new fingerprinting system. This amount was based on a quote from our current provider for a similar system.

Chief Higby was recently advised that Illinois now requires an image capture mechanism, in addition to the digital fingerprints, for "fee applicants" (school personnel, city applicants, etc.). The TouchPrint 5500ED, which meets these requirements, is available through Morpho Trust U.S.A. for $23,606. The

quote includes the digital capture system and camera, LiveScan booking system, software, installation and training. Police Chief Higby recommends proceeding with the purchase and installation through Morpho Trust U.S.A., our current provider, since there are very few companies in the United States that meet the Federal Bureau of Investigation's requirements for this type of equipment and no state bid is available.

Recommendation: 

Approve the purchase of a TouchPrint 5500ED fingerprinting system through Morpho Trust U.S.A. in the amount of $23,606 without competitive bidding.

The Rochelle City Council will not meet on Monday, December 23, 2013.

The next regular meeting of the Rochelle City Council is scheduled for January 13, 2014.

MONDAY, December 9, 2013 at 7:00 p.m.

City of Rochelle Council Chambers

420 N 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – default November 25, 2013

b) Accept and Place on File Minutes of Trucking Advisory Commission – default August 6, 2013

c) Accept and Place on File Minutes of Trucking Advisory Commission – default September 25, 2013

d) Accept and Place on File Minutes of Airport Advisory Board – default August 26, 2013

e) Accept and Place on File Minutes of Railroad Advisory Board – default September 26, 2013

f) Approve Bills – default 111513-112813

g) Approve Payroll – default 111113-112413

h) Approve City of Rochelle default Meeting Dates for 2014

i) Approve City of Rochelle default Legal Holidays for 2014

2) Ordinance Adopting 2013 Tax Levy (Public Hearing and Action)

3) Ordinance Abating the Taxes Levied for 2013 - Taxable General Obligation Bonds

4) Selection of Risk Insurance

5) Illinois Clean Energy Community Foundation Grant - Solar Plant at Water Reclamation Plant

6) American Public Power Association Demonstration of Energy Efficiency Development Grant – Rochelle Municipal Utilities Internship

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Ordinance Adopting 2013 Tax Levy (Public Hearing and Action)

References:

default Memo from Finance Manager Chris Frye

default Real Estate Tax Rate Extension

default Ordinance Levying Taxes for the City of Rochelle

Recommended Action:

Consider an Ordinance Levying Taxes for the City of Rochelle

History and Fact:

The State of Illinois requires the City annually to adopt and file a Property Tax Levy Ordinance on or before the last Tuesday in December. Last year, the City's Equalized Assessed Valuation (EAV) was $214,164,805 and its property tax rate was $0.876630 per $100 of EAV, which allowed the city to collect $2,017,989.28 in property taxes. For the coming year, Ogle County has estimated the City's EAV at $216,878,407.

Discussion:

The City Council discussed the 2013 Tax Levy at their November 25th meeting.

The Fire and Police Pension Boards requested that council fully fund their recommendations based on actuarial studies. The Fire Pension Board is seeking a contribution from property taxes of $237,565. The Police Pension Board is seeking a contribution of $236,189. In addition, a deficit balance exists in the City's Social Security and IMRF funds as noted on the Audit Report for Fiscal Year 2012-2013.

A property tax levy notice for 2013 was published in the November 19th issue of the Rochelle News Leader which included a maximum increase of 7.98% over the previous year. The proposed levy calculations include fully funding the pension boards' recommendations and recovering 2/3 of the negative fund balances in both the Social Security and IMRF funds. However, the City will need to find alternative sources, through the budget process, to fund a shortfall in the insurance fund. The property tax rates for general corporate, fire protection, police protection, crossing guard and street lighting will remain the same as compared to last year since they are already at the maximum rate allowable.

Recommendation:

Conduct the Public Hearing

Approve an Ordinance Levying Property Taxes for the City of Rochelle for the Fiscal Year May 1, 2013 through April 30, 2014 

Agenda Item #3 Ordinance Abating the Taxes Levied for 2013 – Taxable General Obligation Bonds

References:

default Ordinance Abating the Taxes Levied for 2013- Taxable General Obligation Bonds

Recommended Action:

Consider an Ordinance Abating the Taxes Levied for 2013 to Pay Debt Service on Taxable General Obligation Bonds

History and Fact:

In 2010 the Mayor and Council approved an ordinance providing for the issuance of bonds to finance offsite improvements related to the Lighthouse Pointe Subdivision and Route 38 corridor. The City subsequently issued Taxable General Obligation Bonds, Series 2010 (Recovery Zone Economic Development Bonds) in the amount of $2,940,000. In April of this year, due to federal budget cuts which affected the subsidy available through the Recovery Zone Bond program, the council approved the issuance of General Obligation Refunding Bonds in an amount not to exceed $3,125,000, which included interest and bond issuance costs.

Discussion:

The annual debt service related to these bonds will be paid through TIF revenues, instead of property taxes, when sufficient funds are available. In order to abate the property taxes, the proposed ordinance must be approved annually and forwarded to Lee and Ogle County.

Recommendation:

Approve an Ordinance Abating the Taxes Levied for 2013 to Pay Debt Service on Taxable General Obligation Bonds

Agenda Item #4 Selection of Risk Insurance

References:

default Memo from Human Resources/Risk Manager Lynette Fischer with attachments

Recommended Action:

Consider Selection of Risk Insurance

History and Fact:

The City of Rochelle's Risk Insurance Plan Year expires annually on December 31. Since 1997, the City has participated in the Illinois Municipal League Risk Management Association (IMLRMA) property and liability insurance program which covers the following: worker's compensation, auto liability, general liability, portable mobile equipment, and physical damage to auto and property.

Similar to last year, staff solicited proposals for providing risk insurance from an alternate broker for the 2014 plan year. This year, Query Insurance Agency partnered with Insurance Program Managers Group (IPMG) to present a proposal using Illinois Counties Risk Management Trust Insurance Program (ICRMT) as the carrier. Staff encouraged both IMLRMA and Query Insurance Agency to provide any recommendations that they felt would help keep the City's risk insurance costs down including deductible changes, claims investigation, regulatory awareness, etc.

Discussion:

ILRMA submitted two renewal options: the "standard" renewal option and the option to continue in the Minimum/Maximum Program. In addition, a $5,000 deductible level option was added to both the standard and min/max programs which would apply to all types of claims except for Workers Compensation.

ICRMT presented a proposal where deductibles vary by coverage as follows: $1,000 for Crime and General Liability claims (except for Police Liability where a $10,000 deductible applies), $1,000 for Portable Mobile Equipment and Auto Physical Damage, $5,000 for Property Damage and no deductible for Auto Liability.

After reviewing the various plans in terms of cost and other policy differences, staff believes that it is in the City's best interest to stay with IMLRMA and move to the Standard Option with a $500 deductible. In addition, IMLRMA has committed to honoring the early pay discount of 1.5%, which equates to $8,993, despite the payment deadline of November 30th.

Recommendation:

Approve participation in the IMLRMA Standard Option with a $500 deductible. 

Agenda Item #5 Illinois Clean Energy Community Foundation Grant – Solar Plant at the Water Reclamation Plant

References:

default Memo from Business and Financial Analyst Dan Westin

default Illinois Clean Energy Community Foundation Grant Agreement

default Resolution Accepting a Grant from the Clean Energy Foundation

Recommended Action:

Consider Illinois Clean Energy Community Foundation Grant

History and Fact:

In March of this year the Mayor and Council voted to support an application to the Community Solar and Wind Grant Program. This program provides grant funds which support the development and implementation of larger-scale distributed solar energy systems in Illinois. Unfortunately the City was not successful in obtaining a grant through this program.

Discussion: Rochelle Municipal Utilities subsequently applied for a grant through the Illinois Clean Energy Community Foundation to fund up to 60% of the proposed 26 kW solar plant. On November 1st, Business and Financial Analyst Dan Westin was notified that Rochelle was awarded $63,600 for the solar plant project.

According to the United States Environmental Protection Agency, approximately one-third of a municipality's electrical budget is for the wastewater treatment plant. The Rochelle Treatment Plant has an average electric bill of $15,500 per month and staff is constantly looking at ways to reduce that amount. With that in mind, the treatment plant property has been selected as the location for construction of the solar plant. The solar plant will provide lower costs of purchasing power for the treatment plant, capacity savings in electrical demand and educational opportunities for our community.

With notice of the grant, Rochelle Municipal Utilities (RMU) may move forward with the required bid process. The total cost to construct a 26 kW solar plant project is estimated to be approximately $105,000 with a payback on the City's investment of approximately 73% within the first 10 years.

RMU staff recommends that council approve acceptance of the grant.

Recommendation:

Approve a Resolution Accepting a Grant from the Clean Energy Foundation for the Installation of a Solar Plant at the Water Reclamation Plant 

Agenda Item #6 American Public Power Association Demonstration of Energy Efficiency Development Grant – Rochelle Municipal Utilities Internship

References:

default Memo from Business and Financial Analyst Dan Westin

default Overview of the Demonstration of Energy and Efficiency Developments Program

Recommended Action:

Consider American Public Power Association Demonstration of Energy Efficiency Development Grant

History and Fact:

Rochelle Municipal Utilities (RMU) is currently pursuing a certification through the American Public Power Association's (APPA's) RP3 program. The RP3 program recognizes utilities that demonstrate high proficiency in reliability, safety, work force development and system improvement. In order to accomplish this goal, RMU has joined the APPA's Demonstration of Energy & Efficiency Development (DEED) Research Section.

Discussion:

As a benefit of the DEED membership, RMU applied for a scholarship grant to fund a student internship. On November 26th, Business and Financial Analyst Dan Westin was notified that RMU was awarded the requested $4,000.

The grant will be used for GIS implementation in RMU Customer Service. The intern will work with the Customer Service and Engineering departments in the area of GIS mapping and attribute management to optimize meter replacement tactics and meter reading route efficiency.

RMU staff recommends that council approve acceptance of the grant. Dan Westin has been in contact with Northern Illinois University's Geographic Information Systems Department and he believes they have several candidates that would be a fit for this internship.

Recommendation:

Accept a grant from the American Public Power Association Demonstration of Energy Efficiency Development Program for an internship to deploy new technologies in utilities.

MONDAY, November 25, 2013

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

• default National Drunk and Drugged Driving Prevention Month - December 2013

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

• default Financials - October 2013

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – default November 12, 2013

b) Approve Bills – default 110113-110713 , default 110813-111413

c) Approve Payroll – default 102813-111013

d) default Accept and Place on File Muncipal Compliance Report - Police Pension Fund

e) default Accept and Place on File Municipal Compliance Report - Fire Pension Fund

2) Illinois Clean Energy Community Foundation Grant – Wastewater Treatment Plant Blower and Centrifuges

3) Local Debt Recovery Program

VII. DISCUSSION ITEMS:

1) Midyear Financial Report

2) Financial Reporting for Pension Plans

3) Tax Levy 2013-14

VIII. EXECUTIVE SESSION

Agenda Item #2 Illinois Clean Energy Community Foundation Grant – Wastewater Treatment Plant Blower and Centrifuges

References:

default Memo from Water Water Reclamation Superintendent Kathy Cooper

default Illinois Clean Energy Community Foundation Grant Agreement

default Resolution Accepting a Grant from the Illinois Clean Energy Foundation for the Installation of Equipment at the Water Treatment Plant

Recommended Action:

Consider Illinois Clean Energy Community Foundation Grant

History and Fact:

According to the United States Environmental Protection Agency, approximately one-third of a municipality's electrical budget is for the treatment plant, with the aeration system blowers accounting for one-third to one-half of that power. The Rochelle Treatment Plant has an average electrical bill of $15,500 per month and staff is constantly looking at ways to reduce that amount.

A new technology, the turbo blower, was introduced to the industry about six years ago and staff began to investigate the possibility of installing one to help reduce the plant's electrical bill. Their evaluation showed, that unless grant funds were available, the pay back for the new blower did not justify pursuing the project.

Discussion:

For many years, the only communities that were eligible for grants were those served by Commonwealth Edison and Ameren. This year, the Clean Energy Foundation offered a pilot program for energy efficiency at Wastewater Treatment Plants to all of the communities in the state. RMU applied for a grant to help fund a blower replacement and to help pay for the energy efficiency achieved by the installation of new centrifuges.

On November 7th, Water/Water Reclamation Superintendent Kathy Cooper received notice that Rochelle was awarded $54,054 for installation of the new blower and centrifuge. With notice of the grant, RMU may move forward with the engineering for the blower and continue with the centrifuge project. The total cost of the blower project is expected to be $100,000 to $150,000, and payback should be less than eight years.

RMU staff recommends that council approve acceptance of the grant.

Recommendation:

Approve a Resolution Accepting a Grant from the Illinois Clean Energy Community Foundation for the Installation of Equipment at the Water Treatment Plant

 Agenda Item #3 Local Debt Recovery Program

References:

default Memo from RMU Customer Service Supervisor Barbara Bell

default Intergovernmental Agreement between the City and the Illinois Office of the Comptroller

Recommended Action:

Consider Approval of an Intergovernmental Agreement between the City and the Illinois Office of the Comptroller regarding access to the Comptroller's Local Debt Recover Program.

History and Fact:

The Illinois Public Act 097-0632 was signed into law on December 2011 and established the Local Debt Recovery Program. The Program allows the Illinois Office of the Comptroller, through an intergovernmental agreement, to collect unpaid debt for local governments such as parking tickets, traffic fines, utility bills and ordinance violation fines at no cost.

Discussion:

The Comptroller's office matches unpaid debt records for up to the past seven years from the municipality's system against the Comptroller's system. Prior to the Comptroller issuing a state check for items such as a tax refund, lottery payment, commercial payment or payroll check, the amount owed (which must be greater than $10.00) plus an administrative fee will be deducted. The debtor has 60 days to protest the offset with the Comptroller's office. The funds will be deposited into the municipality's account after the 60 days. The debt records will remain in the Comptroller's system until the municipality requests them to be removed or for up to seven years from the debt certification date.

The Local Debt Recovery Program is scheduled to work within privacy protection and fair debt collection laws. Restrictions and limitations governing involuntary withholdings also apply. The funds collected from the Local Debt Recovery Program will not be subject to state payment delays.

RMU Customer Service Supervisor Barbara Bell recommends the use of the Local Debt Recovery Program to collect unpaid debt owed to the City. This Program will be in addition to the current collection process.

Recommendation:

Approve an Intergovernmental Agreement between the City and the Illinois Office of the Comptroller regarding access to the Comptroller's Local Debt Recover Program Grant.

Discussion Item #1 Midyear Financial Report

The City of Rochelle's 2013-2014 budget was adopted by the Mayor and City Council on April 22, 2013. The second quarter of the current fiscal year ended on October 31, 2013. Finance Manager Chris Frye will provide information on actual revenue and expenditures in relation to the budget, specifically in areas where there are variances.

Discussion Item #2 Financial Reporting for Pension Plans

In June of this year the Governmental Accounting Standards Board (GASB) issued Statement No. 68, Accounting and Financial Reporting for Pensions. As a result, State and local governments with defined benefit plans will have to disclose a "net pension liability" on their balance sheets if they prepare financial statement in conformity with generally accepted accounting principles in order to receive a clean opinion from auditors on their financial statements. Statement No. 68 is applicable for the City's fiscal year ending April 30, 2016. Finance Manager Chris Frye will provide additional information on these upcoming changes.

Discussion Item #3 Tax Levy 2013-14

Annually the Mayor and City Council are required to adopt a Tax Levy Ordinance and file it with the County Clerk on or before the last Tuesday in December. The Ordinance Levying Taxes for the City of Rochelle 2013-14 will be included as a business item on the December 9, 2013 City Council Meeting. A Notice of Proposed Property Tax Increase for the City of Rochelle was published in the Rochelle News Leader on November 19, 2013 which included a proposed increase of no more than 7.98%. Finance Manager Chris Frye will provide information on the various components and discuss options related to the levy. In addition, the Rochelle Police and Fire Pension Fund Presidents will discuss their respective recommendations and respond to questions from the Mayor and Council.

References:

default Rochelle Police Pension Fund Recommendation - Rochelle Police Pension Board

default Rochelle Police Pension Fund Recommendation - Illinois Department of Insurance

default Rochelle Police Pension Fund Recommendation – Lauterbach & Amen, LLP

default Rochelle Fire Pension Fund Recommendation- Rochelle Fire Pension Board

default Rochelle Fire Pension Fund Recommendation - Illinois Department of Insurance

default Rochelle Fire Pension Fund Recommendation - Lauterbach & Amen, LLP

Tuesday, November 12, 2013

City of Rochelle Council Chambers

420 N 6th Street, Rochelle, IL 61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default October 28, 2013

b) Accept and Place on File Minutes of Planning and Zoning Commission –  default July 1, 2013

c) Accept and Place on File Minutes of Planning and Zoning Commission –  default October 7, 2013

d) Approve Bills – default 101813-102413 ,  default 102513-103113

e) Approve Payroll –  default 101413-102713

f)  default Approve Purchase of UPS Batteries from Critical Uptime Services

g)  default Approve Downtown Rochelle Association Request – Old Fashioned Christmas Walk

h) default Authorize Lighted Christmas Parade - December 6, 2013

2) North 8th Street Stormwater Detention Facility Improvements Project

3) Sawicki Motor's Variance for Signage – 1260 N. 7th Street

VII. DISCUSSION ITEMS:

1) Renovate the Hub Theatre

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 North 8th Street Stormwater Detention Facility Improvements Project

References:

default Memo from City Engineer Sam Tesreau

Recommended Action:

Consider bids for the North 8th Street Stormwater Detention Facility Improvements Project

History and Fact:

Earlier this year Dan Sawicki of Sawicki Motors contacted the City about his intention to redevelop the automobile dealership located at 1260 North 7th Street. Based on the proposed redevelopment plan and the anticipated economic impact the Mayor and City Council approved a Development Agreement in early June to facilitate the improvements. Among the incentives included in the agreement was the construction and maintenance of stormwater facilities by the City on easements provided by Sawicki. The stormwater detention facility project includes excavation, installation of additional storm sewer inlets, installation of a pipe culvert, removal and replacement of pavement, and associated grading, shaping and restoration. While this project was not included in the 2013-14 Capital Improvements Budget, funding will be available from the Stormwater Management Fund and Sales Tax Fund.

Discussion:

Subsequent to the required public notice, the City Clerk will open bids for the North 8th Street Stormwater Detention Facility Improvements Project on November 8th. City Engineer Sam Tesreau will review the bids and provide the Mayor and City Council with his recommendation at the meeting. This project is on an expedited schedule to coincide with the expansion of the Sawicki Motors facility.

Recommendation:

Accept the bid as recommended by staff and reject all other bids.

Agenda Item #3 Sawicki Motor's Variance for Signage – 1260 N. 7th Street

References:

default Memo from Building Inspector Kip Countryman

default Sawicki Motors Sign Drawing

default Ordinance Approving a Variance for Signage

Recommended Action:

Consider an Ordinance Approving a Variance for Signage

History and Fact:

Construction is underway on a new 20,000 square foot showroom at the Sawicki Motors facility located at 1260 N. 7th Street in Rochelle. In connection with the redevelopment of the facility, Dan Sawicki has petitioned the City to allow a 37 foot tall ground sign and an additional 190 square feet of signage, over and above the 260 feet allowed. These variances are being requested so that Sawicki Motors can comply with the standards established by General Motors (GM). The proposed sign is consistent with all GM dealership signage and is the shortest height allowed by GM. The sign will be located on the east side of the property, along North Seventh Street, within the setback distance allowed under B-2 Zoning.

Discussion:

On November 4th the Planning and Zoning Commission reviewed the petition for a variance to the sign ordinance. Following some discussion the commission voted 5-0 to recommend approval of the request subject to a revised site plan and building permit application showing the proposed location of the ground sign within the proper setback.

Recommendation:

Authorize an Ordinance Approving a Variance for Signage for Sawicki Motors subject to a revised site plan and building permit application showing the proposed location of the ground sign within the proper setback.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

• default Financial Statements September 2013

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default October 15, 2013

b) Approve Bills – default 092713-100313 , default 100413-101013 ,  default 101113-101713

c) Approve Payroll –  default 093013-101313

2) Purchase of One-Ton Pickup Truck for the Cemetery

3) Selection of Provider for Medical and Fire Services Billing

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Purchase of One-Ton Pickup Truck for the Cemetery

References:

default Memo from Streets and Cemetery Superintendent Tim Isley

Recommended Action: 

Consider the purchase of a one-ton pickup truck for the cemetery.

History and Fact:

The 2013-14 Cemetery Capital Budget includes $42,500 for the purchase of a one-ton pickup truck equipped with a dump body and snow plow. The new pickup will replace an existing 1992 GMC 3500 truck at the Cemetery.

Discussion:

Subsequent to the required public notice, the City Clerk opened bids on October 10th for a 2014 one-ton pickup truck from four dealers. Superintendent Tim Isley reviewed the bids and found that the low bidder, Sawicki Motor Company, did not meet the specifications in the following three areas: cab to axle distance, front suspension and rear axle rating. The remaining bidders met all of the specifications. Therefore, Isley recommends the acceptance of the second lowest bid from Prescott Brothers Ford of $27,593.76.

Bonnell Industries has provided a quote of $15,654 to install the Knapheide dump body with drop down sides and tail gate, Western 9' snowplow and warning lights and flashers on the new truck. The total vehicle cost of $43,247 is slightly over the budgeted amount due to an anticipated trade-in allowance of $6,500 for the 1992 truck. However, staff believes that transferring the 1992 truck to the airport for plowing snow and maintaining the grounds has more value.

Recommendation:

Approve the purchase of a 2014 Ford one-ton pickup truck from Prescott Brothers Ford in the amount of $27,593.76 and reject all other bids.

Agenda Item #3 Selection of Provider for Medical and Fire Services Billing

References:

default Memo from Fire Chief Johnson, Fire Lieutenant Sawlsville and Finance Manager Frye

Recommended Action:

Consider the proposals for medical and fire services billing.

History and Fact:

The Budget Committee has been meeting with individual department managers over the past few months to discuss upcoming capital expenses and opportunities to reduce expenses and/or increase revenues. During the August 9th meeting the Fire Department presented opportunities for additional revenue by billing non-residents for fire, extrication and Haz-Mat services. The ambulance billing services have been provided by C.W. Services since 1995 and are currently billed at 8% of collected fees plus postage. As a result of the discussion, staff sent out a Request for Qualifications (RFQ) for Medical and Fire Billing Services to three providers, including our current provider. The goal is to increase revenues by expanding fire service billings, increase collections and provide the best possible customer service.

Discussion:

All three billing firms submitted an RFQ and were subsequently interviewed by staff on October 16th. Each provider shared information on their firm, including the number of clients and staff members, the types of services they provide and suggestions for the City's current fee structure. As a result, Fire Chief Johnson, Fire Lieutenant Sawlsville and Finance Manager Frye recommend contracting with Northern Illinois Ambulance Billing effective January 1, 2014 at a rate of 9% of collected fees for ambulance and fire service billing.

A 60 day notice is required to terminate the agreement with our current provider. The City will continue to pay C.W Services for all calls billed prior to but collected after January 1, 2014.

Recommendation:

Authorize the City Manager to sign an agreement for medical and fire services billing with Northern Illinois Ambulance Billing effective January 1, 2014.

TUESDAY, October 15, 2013 at 7:00 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

 I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

• Bruce McKinney elected Illinois State Vice President - Municipal Clerks of Illinois

• Rochelle Water Department awarded a certificate of commendation by the Illinois Department of Public Health for achieving the highest standard of compliance for 12 consecutive years in accordance with the Illinois Fluoridation Act.

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

• Illinois State Representative Tom Demmer

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default September 23, 2013

b) Approve Minutes of Special City Council Meeting –  default September 30, 2013

c) Accept and Place on File Minutes of Police and Fire Commission –  default December 13, 2012

d) Accept and Place on File Minutes of Railroad Advisory Board Meeting – pdf July 25, 2013

e) Approve Bills – default 091313-091913 ,  default 092013-092613

f) Approve Payroll – default 090213-091513 ,  default 091613-092913

2) Variance for Wall Signage Rochelle Avionics - 1205 Gurler Road

3) Amendments 1, 2, and 3 to the Agreement with Hanson Professional Services – Airport Runway Extension

4) Selection of Health Insurance Plan and Provider

5) Ordinance Amending Section 98-102 of the Municipal Code to Allow for the Use of High-Density Polyethylene (HDPE) Pipe for Water Services

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Variance for Wall Signage Rochelle Avionics – 1205 Gurler Road

References:

  default Memo from Building Inspector Kip Countryman

default Rochelle Avionics Door Sign

default Ordinance Approving a Variance for Wall Signage

Recommended Action:

Consider an Ordinance Approving a Variance for Wall Signage

History and Fact:

In 2009 the City entered into a Limited Fixed Base Operator Agreement with Rochelle Avionics, Inc. for the purpose of providing an avionics repair shop, an aircraft service shop and aircraft accessories, parts and products at the Rochelle Municipal Airport. Rochelle Avionics recently petitioned the City for a variance from the code requirements which allow a maximum wall signage equal to two square feet per linear foot of building frontage; in this case 100' of building frontage would equate to a total wall signage of 200'. The petitioner would like to place a 15 x 30 foot "Rochelle Avionics" wall sign on the hangar door on the north side of the community hangar for a total of 450 square feet. They believe that this additional signage will help them advertise their business since it will be large enough to be seen from the air when the door is open and from the runway when the door is closed.

Discussion:

On October 7th the Planning and Zoning Commission reviewed the petition for a variance to the sign ordinance. Following some discussion the commission voted 7-0 to recommend approval of the request subject to City staff review and approval of the proposed signage and the agreement of Rochelle Avionics to maintain the sign in good repair.

Recommendation:

Authorize an Ordinance Approving a Variance for Wall Signage for Rochelle Avionics.

Agenda Item #3 Amendments 1, 2 and 3 to the Agreement with Hanson Professional Services – Airport Runway Extension

References:

default Memo from Airport Manager Mark Delhotal

default Amendment 1

default Amendment 2

default Amendment 3

Recommended Action:

Consider Amendments 1, 2 and 3 to the Agreement with Hanson Professional Services for Services related to the Airport Runway Extension

History and Fact:

In early 2010 the Mayor and Council approved an agreement with Hanson Professional Services for preliminary design and special services to facilitate the extension of the runway at the Rochelle Municipal Airport. Since then the City has purchased the additional land required for the runway extension, concurred with the construction award to Martin & Company Excavating and approved the State/Local Agency Agreement required to secure the funding.

Discussion:

The agreement with Hanson that was approved in 2010 was primarily for grading and drainage. As the project has evolved, Hanson has provided additional services related to drainage, permitting, lighting, and paving which was beyond the original scope of services. The State/Local Agency Agreement, which was approved by Council earlier this year, was for a total project cost of $1,512,020. The additional costs associated with the three proposed amendments were included in those total project costs so no additional local share will be required. IDOT Division of Aeronautics has reviewed and approved Amendments 1, 2 and 3.

Recommendation:

Authorize the City Manager to Sign Amendment 1, 2 and 3 to the Agreement between the City of Rochelle and Hanson Professional Services related to the Airport Runway Extension

Agenda Item #4 Selection of Health Insurance Plan and Provider

References:

default Memo from Human Resources/Risk Manager Lynette Fischer

default Comparison of Health Insurance Proposals

Consider health insurance plans and providers.

The City of Rochelle currently has a self-insured health plan through Query Insurance Agency, administered by Cypress Benefit Administrators, with a Health Plan Year that expires on October 31st. Due to the rising cost of health insurance and related budget concerns, City staff solicited proposals for the second year in a row from two broker agencies: Williams Manny and Query Insurance. Both agencies were provided pertinent data including past claims histories, deductible and out-of-pocket structures and current plan design. Although our current plan is self-insured, both agencies had the option to propose both fully-insured and self-insured options. The City's goal in this process is to maintain quality care and customer service for our employees at a reasonable cost.

Both agencies subsequently submitted multiple options. HR/Risk Manager Lynette Fischer reviewed the proposals and evaluated them based on cost, networks accessed, services provided by the Third-Party Administrator, services provided by the broker agencies and additional options available.

As a result of the analysis, the consensus of management is to recommend converting the City's health insurance plan to a fully-insured Blue Cross Blue Shield (BCBS) plan through Williams-Manny. In addition, the City recommends maintaining reserves in the Health Fund of approximately $1 million through the next plan year in case it is necessary to revert to a self-insured plan.

The specific points below balance the interests of the City and its employees:

• The City's costs with a BCBS fully insured plan are fixed for the year and will be paid monthly.

• There are no additional "lasers" or individual City-funded higher deductibles with the BCBS plan.

• The fully insured plan is the lowest cost alternative among the options presented.

• The City's total potential maximum funding for the plan in 2013-14 will remain flat.

• The average claims discount is expected to increase several percentage points through the BCBS network, which will lower our claims cost.

Convert to a fully insured Blue Cross Blue Shield plan through Williams-Manny beginning November 1, 2013.

Agenda Item #5 Ordinance Amending Section 98-102 of the Municipal Code to Allow for the Use of High-Density Polyethylene (HDPE) Pipe for Water Services

References:

default Memo from Water Water Reclamation Superintendent Kathy Cooper

default Ordinance Amending Section 98-102 of the Municipal Code (Water Service Pipes)

Recommended Action:

Consider an ordinance amending section 98-102 of the municipal code to allow for the use of high-density polyethylene (HDPE) pipe for water services.

History and Fact:

The Rochelle Municipal Code currently requires Type K copper pipe for water services from the water main to the customer's meter.

Discussion:

Due to the corrosion of copper services and the cost of copper pipe, the Water Division has researched alternatives for residential water service pipes. As a result, Superintendent Kathy Cooper is recommending an addition to the code to allow the installation of High-Density Polyethylene (HDPE) Copper Pipe Size DR 9 for water services less than four inches. A properly installed tracer wire will be required adjacent to the HDPE service pipe for locating purposes. All two to four inch water services will require a stainless steel insert if HDPE pipe is used. In addition, ductile iron is recommended as an alternative for service pipes four inches and greater.

Recommendation:

Approve an Ordinance Amending Section 98-102 of the Municipal Code to Allow for the Use of HDPE Copper Pipe Size DR9 for Water Services.

 Monday, September 30, 2013 at 6:00 p.m.

City of Rochelle Council Chambers

420 N 6th Street, Rochelle, IL 61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. REPORTS AND COMMUNICATIONS:

 • Mayor

• Council Members

IV. PUBLIC COMMENTARY:

V. BUSINESS ITEMS: 

1) Electric System Improvements – Nippon Sharyo Development Project

 VI. DISCUSSION ITEMS:

1) Rochelle Municipal Utilities Electric Analysis and Strategy Report

 VII. EXECUTIVE SESSION 

1) Contracts relating to the purchase, sale, or delivery of electricity and/or the results or conclusions of load forecast studies, section (c)(23)

 VIII. ADJOURNMENT

 References:

default Memo from Electric Operations Superintendent Joe Orlikowski

default Recommendation from Barnes, Henry, Meisenheimer & Gende, Inc.

 Recommended Action:

Consider bids for the electric system improvements to serve Nippon Sharyo Development Project (Shop 3)

 History and Fact:  

Earlier this year, the City of Rochelle received a notice from the State of Illinois of a grant award of up to $750,000 through the Community Development Assistance Program (CDAP). These funds will be used to construct a dedicated electric feeder line to serve Nippon Sharyo's Shop 3 which is currently under construction in ProLogis Park. The project includes the installation of approximately 1 circuit mile of 15kV underground conductor in conduit, 7 aboveground splice pedestals and 1 pad mounted switch.

 Discussion: 

Subsequent to the required public notice, the City Clerk will open bids for the Electric System Improvements – Nippon Sharyo Development Project on September 26th. Staff and our consultant, BHMG Engineers, will review the bids and provide the Mayor and City Council with their recommendation at the meeting. This project is on an expedited schedule in order to serve Nippon's need for power in January of 2014.

 Recommendation: 

Accept the bid as recommended by staff and our consultant and reject all other bids.

Monday, September 23, 2013

City of Rochelle Council Chambers

420 N 6th Street, Rochelle IL  61068

 I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

• default National Fire Prevention Week  – October 6 - 12, 2013

• default Drive 4 Pledges Day – September 19, 2013

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

•  default Employee Introduction – Michelle Pease

•  default Financial Statement July 2013

•  default Financial Statement August 2013

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)  default Minutes of City Council Meeting – September 9, 2013

b) Approve Bills – default 083013-090513 ,  default 090613-091213

c) Approve Payroll –  default 081913-090113

d) Authorize the  default Rochelle Area CROP Walk throughout the Community – September 29, 2013

e) Authorize the default Rochelle Lions Club Annual Candy Sale as Requested – October 11-12, 2013

2) Audit Report Fiscal Year 2012/2013

3) Purchase of Video Recording System – Police Department

4) Rochelle Municipal Airport Consultant Selection

5) Agreement with Hanson Professional Services – Airport Runway Extension

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

 Agenda Item #2 Audit Report Fiscal Year 2012/2013

References:

default City of Rochelle Annual Financial Report - April 30, 2013

default Rochelle Municipal Utilities Annual Financial Report - April 30, 2013

default Audit Presentation – Finance Manager Chris Frye

Recommended Action:

Consider Audit Report

History and Fact:

On November 26, 2012 the Mayor and City Council approved a contract with Sikich, LLP to perform an audit of the City's financial operations for fiscal years ending April 30, 2013, 2014 and 2015. Although this is the first year under the new contract, this is the fourth year that Sikich has completed our annual audit.

Discussion:

Sikich planned and performed the audit in order to verify that the financial statements are free of material misstatements. This included performing procedures to obtain audit evidence supporting the amounts and disclosures reported in the financial statements. The audit also included evaluating the appropriateness of accounting principles applied, significant estimates made by management and evaluating the overall presentation of the financial statements.

The auditor's opinion, as noted on page 2 of the Auditor's Report, indicates that the financial statements "present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Rochelle, Illinois, as of April 30, 2012, and the respective changes in financial position and, where applicable cash flows thereof for the year ended in conformity with accounting principles generally accepted in the United States of America."

Fred Lantz, Partner-in-Charge of Government Services for Sikich, will attend the meeting to provide an overview of the City's Financial Statement and respond to questions from the Mayor and Council members. Finance Manager Chris Frye will also provide a presentation comparing the actual General Fund revenues, expenditures and fund balances for years 2009 through 2013.

Recommendation:

Accept and place on file the Audit Report for FY 2012/2013 as prepared and presented by Sikich, LLP.

 Agenda Item #3 Purchase of Video Recording System – Police Department

References:

default Memo from Police Chief Eric Higby

Recommended Action:

Consider the purchase of a video recording system for the Police Department.

History and Fact:

In-car video systems have become an essential tool for Police Departments. Having audio and video recordings of routine traffic stops and emergency response activities provides credibility to the criminal court system and discourages unjustified accusations against the officers.

The department's current video system was purchased in early 2007. The server is no longer operational and the audio/video capability in several of the squad cars is no longer dependable.

Discussion:

Two of the Police Department Sergeants evaluated several video system models and brands and selected the Panasonic Arbitrator as the best option. The system records via two high definition cameras mounted on the squad car, an internal audio microphone and an external microphone worn by the officer. The recordings will automatically download to the server when a squad car is within 100 feet of the wireless points that can be mounted on the City Hall building. The system allows for a 30, 60 or 90 second pre-event recording and the audio/video can be initiated either manually, when the squad lights are activated or when the crash sensor goes off. In addition, several Illinois agencies utilize this system including Rockford, DeKalb, Champaign and the Illinois State Toll Authority.

The 2013-14 Police Department Capital Outlay Budget includes $59,000 for the purchase of new video recording systems for the squad cars and the related server. The Panasonic Arbitrator is available via the National Joint Power Alliance, through CDS Office Technologies in Itasca, for $47,618. The quote includes the required server, all hardware, officer training, and the wireless points. Installation, which is not included in the quote, is available through Buss Boyz Customs at a cost of $570. Police Chief Higby recommends proceeding with the purchase and installation at a total cost of $48,188.

Recommendation:

Approve the purchase of a Panasonic Arbitrator video system through the National Joint Powers Alliance in the amount of $47,618 without competitive bidding.

 Agenda Item #4 Rochelle Municipal Airport Consultant Selection

References:

default Memo from Airport Manager Mark Delhotal

default Hanson Statement of Qualifications

default Agreement for Consultant Services

Recommended Action:

Consider the proposals for Rochelle Municipal Airport Consultant

History and Fact:

The Federal Aviation Administration requires entities to solicit proposals from pre-qualified engineering firms every three to five years for consultant services at the airport. In order to meet this requirement, the City solicited applications earlier this year.

Discussion:

Four engineering firms submitted Statements of Qualifications in July. On July 17th the Airport Advisory Board met to review the applications. Following some discussion the board voted unanimously to recommend that the Rochelle Municipal Airport retain the current consultant, Hanson Professional Services Inc.

Recommendation:

Authorize the City Manager to sign an Agreement for Consultant Services with Hanson Professional Service Inc. related to the development of the Rochelle Municipal Airport.

 Agenda Item #5 Agreement with Hanson Professional Services – Airport Runway Extension

References:

default Memo from Airport Manager Mark Delhotal

default Agreement for Consultant Services at Illinois Airports

Recommended Action:

Consider an Agreement with Hanson Professional Services for engineering, planning and special services associated with the runway extension project.

History and Fact:

In 2008 the Illinois Department of Transportation (IDOT) Division of Aeronautics approved plans to extend the runway at the Rochelle Municipal Airport from 4,226 feet to 5,000 feet. On July 22nd the Mayor and Council approved the IDOT Award Concurrence Authorization and Agency Agreement associated with the runway extension project.

Discussion:

In addition to the contractor construction costs, the approved Agency Agreement includes project costs for engineering, permitting and special services of approximately $250,000. Hanson Professional Services has provided an agreement for construction phase services which include construction observation, attendance at preconstruction meetings and coordination of improvements with all entities and affected airport tenants at a cost not to exceed $123,800. The agreement also contains planning and special services including performing ground checks and an air navigation approach survey for Runway 7-25 in an amount not to exceed $51,301.65. Airport Manager Mark Delhotal recommends approval of the Agreement for Consultant Services.

Construction on the runway extension is expected to begin later this fall once the State approves all of the agreements and provides an official notice to proceed.

Recommendation:

Authorize the City Manager to sign the Standard Agreement for Consultant Services at Illinois Airports for Architectural/Engineering, Planning and Special Services between the City of Rochelle and Hanson Professional Services associated with the runway extension project.

Monday, September 9, 2013 at 7:00 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

• default Constitution Week  – September 17- 23, 2013

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default August 26, 2013

b) Accept and Place on File Minutes of Airport Advisory Board Meeting – default June 17, 2013

c) Accept and Place on File Minutes of Airport Advisory Board Meeting –  default July 17, 2013

d) Approve Bills – default 081613-082213 ,  default 082313-082913

e) Approve Payroll –  default 080513-081813

f) Authorize Rochelle Township High School Homecoming Parade –  default October 3, 2013

2) Illinois Telecommunicator Emergency Response Task Force Intergovernmental Agreement

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Illinois Telecommunicator Emergency Response Task Force Intergovernmental Agreement

References:

default Memo from Police Chief Eric Higby

default Agency Membership Packet

default Illinois Telecommunicator Emergency Response Task Force Intergovernmental Agreement

default Resolution Authorizing the Execution of the Intergovernmental Agreement

Recommended Action:

Consider Authorizing Participation in the Illinois Telecommunicator Emergency Response Task Force

History and Fact:

The Illinois Telecommunicator Emergency Response Task Force (IL-TERT) is a mutual aid program which was formed in 2006 to provide for the rapid response of highly qualified teams of telecommunicators to emergency situations in or out of Illinois. In order to participate in the program, either to render or receive the highest level of assistance, an intergovernmental agreement must be approved by the City.

Discussion:

The IL-TERT Intergovernmental Agreement specifies the responsibility of the parties, operational procedures, and compensation associated for providing assistance. Several of the City's telecommunicators already have the years of service, certifications and training recommended for participation. Participants are not mandated to respond to deployments and the City reserves the right to refuse to render assistance when necessary.

Recommendation:

Approve a Resolution Authorizing the Execution of the Illinois Telecommunicator Emergency Response Task Force Intergovernmental Agreement.