City Council - Flagg Rochelle Community Park District Joint Meeting Agenda February 27, 2013
ROCHELLE CITY COUNCIL AND FLAGG ROCHELLE COMMUNITY PARK DISTRICT SPECIAL JOINT MEETING
Wednesday, February 27 at 5:30 pm
City of Rochelle Council Chambers
420 N 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
II. ROLL CALL:
III. DISCUSSION ITEMS:
1) Golf Course Purchase
a. Intergovernmental Agreement between the City of Rochelle and Flagg-Rochelle Community Park District
b. Facility Lease Agreement with the Greater Rochelle Economic Development Corporation (GREDCO)
IV. ADJOURNMENT
City Council Agenda February 27, 2013
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) Community Development Assistance Program Grant – Project Golden Prairie (Public Hearing and Action)
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #1 Community Development Assistance Program Grant - Project Golden Prairie (Hearing and Action)
References:
Recommended Action:
Conduct the Public Hearing
History and Fact:
The Illinois Department of Commerce and Economic Opportunity (DCEO) has grant funds available through the Community Development Assistance Program (CDAP) that may be used to finance public improvements which support economic development. On November 26, 2012 the Mayor and Council conducted a Public Hearing and approved a Resolution of Support and Commitment of Local Funds for a Community Development Assistance Program (CDAP) Grant associated with Project Golden Prairie. Project Golden Prairie, a large rail served manufacturing plant, is considering the southeast industrial region as a location for their new facility.
Discussion:
The City's grant consultant subsequently submitted a CDAP grant application to help fund the construction of a new well, water storage tank and connector mains. After reviewing the application, DCEO suggested that the City revise the application to request funds for the dedicated electric feeder line that RMU needs to build to serve the Project Golden Prairie facility. DCEO did not feel that the water system improvements would be eligible under the CDAP program since those improvements would benefit the entire industrial area south of I-88, not just the new manufacturing facility.
Therefore, City staff and our consultant plan to revise the CDAP application to request funding for a dedicated electric feeder line to serve the new facility. The water system improvements will be eliminated from the revised application. Due to the revised scope of the public improvements, DCEO requires that a new public hearing be held and that the Mayor and Council approval a new resolution of support which commits local funds to the electric improvements. Grant Consultant Ellen Burgeson will be in attendance to provide additional information on the revised project and answer questions.
Recommendation:
City Council Agenda January 28, 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
·Introduction – Ogle County State's Attorney Mike Rock
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes Of City Council Meeting - January 14, 2013
b) Accept and Place on File Minutes of Stormwater Advisory Commission Minutes June 13, 2012
c) Approve Bills – 010413-011013, 011113-011713
d) Approve Payroll - 122412-010613
e) Resolution Regarding The Release Of Executive Session Minutes
3) Reduction in Letters of Credit – Coated Sand Solutions
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
BUSINESS ITEMS:
Agenda Item #2 Ordinance Amending the Municipal Code of the City of Rochelle to Eliminate a Fee for Certain Sign Alterations and Correct a Definition
References:
Ordinance Amending Section 110-661 And Section 110-667
Recommended Action:
Consider an Ordinance Amending the Municipal Code to Eliminate a Fee for Certain Sign Alterations and Correct a Definition.
History and Fact:
On December 7, 2012 the Administrative Committee of the City Council discussed the subject of sign permits for businesses. The City's current sign ordinance includes
the assessment of a fee for sign alterations, even if the alteration is only a change in the sign copy. The committee asked staff to consider a change to the
sign ordinance for this particular situation.
Discussion:
After review, City Manager David Plyman recommends that the municipal code be changed to eliminate the assessment of a fee for sign alterations in which only the
copy is changed. In addition, Attorney Cooper has suggested that the definition of "Alteration" and "alter" be modified by deleting the last sentence since it is regulatory and contained
elsewhere in the ordinance.
Recommendation:
Approve an Ordinance Amending Section 110-611 and Section 110-667 of the Municipal Code to Eliminate a Fee for Certain Sign Alterations and Correct a Definition.
Agenda Item #3 Reduction in Letters of Credit – Coated Sand Solutions
References:
Memo from City Engineer Sam Tesreau with Attachment
Recommended Action:
Consider approving a reduction in letters of credit.
History and Fact:
In November of 2011 and April of 2012 Coated Sands Solutions submitted the following letters of credit: IS0011167 in the amount of $424,000 for public
land improvements along Steward Road and IS0005797 in the amount of $432,130 for onsite improvements associated with stormwater, mass grading and their site
plan. Due to the completion of a majority of the required improvements, Coated Sand Solutions Manager Joe Ebens has requested a reduction in the letters of credit.
Discussion:
City Engineer Sam Tesreau has reviewed the request for a reduction in the letters of credit and verified that a majority of the land
improvements have been completed. However, there are additional items that need to be completed including the shared use
path, grading, restoration, seeding, landscaping and pavement striping.
The City Engineer recommends a new letter of credit for 10% ($42,400) of the original surety for the land improvements along
Steward Road, plus an additional $22,000 for incomplete or outstanding items outlined in the City Engineer's letter dated January 21, 2013 for a total of $64,400. In addition, the developer/subdivider must
submit a cashier's check to the City in the amount of $20,000 for their portion of the shared use path per the annexation agreement. The new irrevocable letter of credit of
$64,400 must be submitted prior to expiration of the existing letter of credit on April 5, 2013 and will be held for a period of not less than 24 months as
guarantee of satisfactory completion of the land improvements.
In addition, the City Engineer recommends a new letter of credit for incomplete onsite improvements of no less than $16,000 prior to
the expiration of the existing letter of credit on April 12, 2013. As outlined in the City Engineer's letter, the additional work, including the submission of the final as builts, should be
completed by June 30, 2013.
Recommendation:
Approve a reduction in letters of credit subject to conditions outlined in the City Engineer's letter dated January 21, 2013.
DISCUSSION ITEMS:
Discussion Item #1 Corridor Lighting Design
The City and State plan to make improvements to the City's Northern and Eastern Gateways over the next couple of years including
the installation of streetlights on IL Route 38, Caron Road and IL Route 251 from Flagg Road to south of IL Route 38. This provides an excellent opportunity
to create a cohesive look for our community through an overall corridor lighting design. On August 13, 2012 Teska and Associates presented a Lighting Design
Concept Plan to the Mayor and Council which was developed based on goals and objectives which included "lighting that is sustainable in its use of energy."
Since August City staff members have analyzed the additional capital cost of the proposed light emitting diode (LED) fixtures, approximately $650 per fixture
for the IL Route 251 corridor, and related energy and life cycle savings versus the capital, energy and life cycle
costs of the current high pressure sodium (HPS) fixtures. In addition, staff considered a photometric report prepared by Willett Hofmann and Associates which compared the lighting design
required for both the full cut off LED fixture, as illustrated in the TESKA report, and the existing HPS fixtures.
Their report indicated that 72 LED streetlights would be required on the IL Route 251 project to obtain the same light levels as 59 HPS lights. Since the additional LED streetlights
significantly increased the upfront capital costs, subsequent discussions with a lighting representative resulted in the option of using a teardrop LED light
fixture to maintain the same number of streetlights in lieu of the proposed full cut off fixture. While this option would help keep capital costs down the
teardrop fixture is not dark skies compliant, would result in additional light pollution and was not included in the proposed lighting design.
Based on all of the information provided, RMU Business/Financial Analyst Dan Westin completed
a thorough analysis of the LED teardrop fixture versus the HPS fixture which resulted in a payback period of 12 years for the LED energy and life cycle savings to
compensate for the additional upfront capital costs.
Reference:
Corridor Lighting Design Plan
City Council Agenda January 14, 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) Minutes Of City Council Meeting December 10 2012
b) Approve Bills – 113012-120612, 120712-121312,121412-122012, 122112-010313
c) Approve Payroll –112612-120912,121012-122312,
d) Administrative Committee Minutes-August 2 2012
e) Railroad Advisory Board Minutes-October 25-2012
f) Planning And Zoning Board Minutes-October 1 2012, November 5 2012
g)Police And Fire Commission Minutes-September 11 2012
2) Addition of Territory to the Lee County Enterprise Zone #9 – Project Golden Prairie
4) Preliminary and Final Plat – Harms Subdivision 571 South Main
5) Conditional (Special) Use Permit Amendment – First National Bank Antenna
6) Preliminary and Final Plat – Prologis Park Rochelle Unit Four Subdivision
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 - Addition of Territory to the Lee County Enterprise Zone #9 – Project Golden Prairie
References:
Ordinance Amending Ordinance No 01-3051-Enterprise Zone
Amendment #16 To Intergovernmental Agreement
Recommended Action:
Consider an Ordinance Amending Ordinance No. 01-3051 (Enterprise Zone)
Consider an Intergovermental Agreement Amendment #16
History and Fact:
On December 23, 1986 the City of Dixon and County of Lee entered into an Intergovernmental Agreement to provide for the administration of an enterprise zone encompassing contiguous portions of the City of Dixon and County of Lee. The agreement was subsequently amended to include the City of Amboy, Village of Ashton, Village of Franklin Grove, Village of Paw Paw, City of Rochelle and Ogle County.
Discussion:
On November 26, 2012 Enterprise Zone Administrator John Thompson conducted a Public Hearing in Rochelle to provide information on plans to expand the Lee County Enterprise Zone by approximately 92 acres. This territory expansion includes a portion of the ProLogis Industrial Park, north of Ritchie Road, which is anticipated to house the new Project Golden Prairie manufacturing facility.
Recommendation:
Approve an Ordinance Amending Ordinance No. 01-3051 (Enterprise Zone)
Approve an Intergovermental Agreement Amendment #16
Agenda Item #3 - Resolution Accepting Water Main Extension for Creekside Subdivision Unit 1 Development and Authorizing Reimbursement to Developer
References:
Memo from Water/Water Reclamation Superintendent Kathy Cooper
Resolution Accepting Water Main Extension for Creekside Subdivision Unit 1
Recommended Action:
Consider approving a Resolution Accepting Water Main Extension for Creekside Subdivision Unit 1
History and Fact:
On February 13, 2012, the Mayor and City Council approved the Third Amendment to Annexation Agreement between the City and Creekside Land Holdings, LLC. Among other things, this amendment provided for the construction and installation of a 12" water main from Well #12 to the existing water main terminus on 20th Street by the Developer with the City reimbursing 50% of the cost upon acceptance of the improvement.
Discussion:
The RMU estimate for the construction of the water main was $191,000, including contingency. The actual cost of the project, as submitted by the developer, was $150,613.15. Per Rochelle Municipal Code, Section 86-50, reimbursement will be made to the developer upon acceptance by the City Council. In addition the developer must provide a contractor's affidavit and lien waivers for the installation and material used for the project. Superintendent Kathy Cooper recommends acceptance of the infrastructure and reimbursement of $75,306.57 to the Developer based on the following: the water main has been installed in compliance with City and State requirements, all required testing meets the standards and the IEPA permits, contractor's affidavit and lien waivers have been received. In exchange for the reimbursement, the developer will provide a bill of sale conveying the title to be free and clear.
Recommendation:
Approve a Resolution Accepting Water Main Extension for Creekside Subdivision Unit 1 and Authorizing Reimbursement to Developer.
Agenda Item #4 - Preliminary and Final Plat – Harms Subdivision 571 South Main
References:
Ordinance Approving the Preliminary and Final Plat for Harms Subdivision
Recommended Action:
Consider an Ordinance Approving the Preliminary and Final Plat for Harms Subdivision
History and Fact:
Arlen Harms has petitioned the City of Rochelle for a two lot subdivision at 571 South Main. The proposed subdivision includes an existing lot and a previous City well site which Mr. Harms purchased from the City. Lot 1 contains an existing house and lot 2 contains an existing shed.
Discussion:
Staff found that both lots are located in the R-5 (multi-family high density) zoning district and meet all of the requirements except for the corner side setback on Main Street which is shown at 9.3 feet instead of the required 20 feet. On January 7, 2013 the Planning and Zoning Commission reviewed the petition for Preliminary and Final Plat for the Harms Subdivision. Residents in the area gave testimony in regards to a fence located on the east property line. Providing that the subdivision is approved, this matter will be settled when the final property pins are set. Following the testimony and discussion the Planning and Zoning Commission voted 5-0 to recommend approval of the petition. Therefore, Staff recommends approval of the Preliminary and Final Plat subject to the following: that the Final Plat reflects any changes recommended by staff prior to recording, that a stormwater management and special flood hazard plan be approved according to City code upon development of Lot 2, and appropriate surety be provided per code.
Recommendation:
Authorize an Ordinance Approving the Preliminary and Final Plat for Harms Subdivision
Agenda Item #5 - Conditional Special Use Permit Amendment - First National Bank Antenna
References:
Memo from Community Development Director Chirs Limas
Ordinance Approving an Amendment to a Conditional (Special Use) Permit
Recommended Action:
Consider an Ordinance Approving an Amendment to a Conditional (Special Use) Permit to Allow the Construction of an Antenna with an Increased Height (First National Bank of Rochelle)
History and Fact:
The First National Bank of Rochelle has petitioned the City to amend the Conditional (Special Use) Permit approved in June of 2012 which allowed the installation of a 65-67 foot antenna at their facility at 340 May Mart Drive. The petitioned has since discovered that the antenna needs to be between 81-91 feet in height (from the ground) to facilitate communication with their branch in Ashton. Per City code, the maximum allowable height of an antenna is 15 feet from the roof.
Discussion:
On January 7, 2013 the Planning and Zoning Commission held a Public Hearing on the petition to amend the Conditional (Special Use) Permit to allow the installation of an antenna 81-91 feet in height. Following some discussion the commission voted 5-0 to recommend approval of the request.
Recommendation:
Authorize an Ordinance Approving an Amendment to a Conditional (Special Use) Permit to Allow the Construction of an Antenna with an Increased Height (First National Bank of Rochelle)
Agenda Item #6 - Preliminary and Final Plat – Prologis Park Rochelle Unit Four
References:
Memo from Community Developement Director Chris Limas
Ordinance Approving Preliminary and Final Plat of Subdivision for Prologis Park Rochelle Unit Four
Preliminary Plat Prologis Park Rochelle Unit Four
Final Plat Prologis Park Rochelle Unit Four
Recommended Action:
Consider Preliminary and Final Plat for Prologis Park Rochelle Unit Four
History and Fact:
The petitioner, Prologis, has requested the approval of a Preliminary and Final Plat of Subdivision for Prologis Park Rochelle Unit Four which is located in Prologis Park between Steward Road and Interstate 88. Lot 1 of the proposed subdivision is the anticipated site for Project Golden Prairie, a 350,000 square foot manufacturing facility.
Discussion:
Prologis Park Rochelle Unit Four is proposed as a five lot subdivision containing two buildable lots and three lots designated for stormwater management. All public utilities have been installed and a small amount of right-of-way is being dedicated to the City for possible future rail expansion. On January 7, 2013 the Planning and Zoning Commission reviewed the petition for the preliminary and final plat and voted to recommend approval by a vote of 5-0. Therefore, staff recommends approval of the Preliminary and Final Plat subject to the following: final plat reflects any changes recommended by staff prior to recording, stormwater management and special flood hazard plan be approved according to the City code, and appropriate surety be provided.
In addition, staff is working with the developer on an agreement to dedicate the existing private street, Caron Court, to the City in exchange for the developer's construction of a sidewalk along Caron Court, dedication of an easement and future participation in the construction of a shared use path along Steward Road and future participation in the construction of streetlights on Steward Road. This agreement will require council approval once it is finalized.
Recommendation:
Authorize an Ordinance Approving the Preliminary and Final Plat of Subdivision for Prologis Park Rochelle Unit Four.
City Council Agenda October 29, 2012
Monday, October 29, 2012 at 4:30 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. PUBLIC COMMENTARY:
IV. BUSINESS ITEMS:
1) Selection of Health Insurance Plan and Provider
V. EXECUTIVE SESSION
VI. ADJOURNMENT
BUSINESS ITEMS:
Agenda Item #1 Selection of Health Insurance Plan and Provider
References:
default Memo from Human Resources Manager Lynette Fischer
default Markets Available through Broker Agencies
default Comparison of Health Insurance Proposals
Recommended Action:
Consider health insurance plans and providers.
History and Fact:
Due to the rising cost of health insurance, the Mayor and City Council requested that staff solicit proposals from multiple agencies for the City's health insurance plan. The City of Rochelle currently has a self-insured health plan with the plan year ending annually on October 31. Six broker agencies were asked to submit proposals and all were provided with a set of pertinent data including past claims histories, deductible and out-of-pocket structures and current plan design. All of the agencies were encouraged to seek out proposals for both fully-insured and self-insured options with any vendor they felt would serve the City's needs of quality care and customer service at a reasonable cost.
Discussion:
Three separate agencies submitted three unique options that were considered to be at an appropriate level of insurance risk for the City. HR/Risk Manager Lynette Fischer reviewed all of 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 stand-alone coverage. As a result of the analysis, the consensus of management is to recommend renewing the health insurance plan with Cypress Benefit Administrators through Query Insurance. This option will provide the same reliable customer service, stability in our provider network and a lower fixed cost. In addition staff is recommending purchasing the Fidelity Security Life $60,000 specific deductible with $50,000 aggregating specific feature and remaining with the ECOH/HFN network. This choice will limit the City's maximum funding on any one person to $60,000 and the addition of the aggregating specific feature offers lower guaranteed fixed costs.
The last couple of years the City of Rochelle's health insurance plan has experienced some large, costly claims. This, coupled with an era where double digit health insurance increases are not unusual, made it difficult to get competitive bids. The recommended plan includes a total potential maximum funding decrease of approximately $31,000 for the 2012-2013 plan year.
Recommendation:
Renew our health insurance plan with Cypress Benefit Administrators through the Query Insurance firm beginning November 1, 2012.
City Council Agenda August 27, 2012
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
• default Financial Statements July 2012
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) default Approve Minutes of City Council Meeting - August 13, 2012
b) Approve Bills – default 07/27/12-08/02/12 , default 08/03/12--08/09/12 , default 08/10/12-08/16/12
c) Approve Payroll – default 07/23/12-08/05/12
2) Treatment Plant Roof Replacement Project
5) Simplified Municipal Telecommunications Tax Rate
6) Supplemental Resolution for Maintenance of Street and Highways – 2010/11 Seal Coat
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
BUSINESS ITEMS:
Agenda Item #2 - Treatment Plant Roof Replacement Project
References:
default Memo from Water/Water Reclamation Superintendent Kathy Cooper
default Report from Willett Hofmann & Associates - Building Wall Joints
default Photographs of Building Wall Joints
default Award Recommendation from Willett Hofmann & Associates
Recommended Action:
Consider bids for the 2012 Treatment Plant Roof Replacement Project
History and Fact:
In 1992 the City installed a roofing system on all seven of the buildings at the Treatment Plant campus with a twenty year life expectancy. In June of 2011, a leak in the Blower Building roof resulted in damage to some equipment. As a result, the City hired the engineering firm of Willett-Hofmann to inspect the roofs and provide a recommendation for repair or replacement. The subsequent report included a recommendation to replace all of the roofs. The Mayor and Council approved a project in August of 2011 to replace the roofs on the Blower, Chlorine and Laboratory/Office Buildings.
Discussion:
Earlier this year at the request of the City, Willett Hofmann also inspected the condition of the pre-cast concrete wall panel joints on all of the buildings. Their conclusion is that the existing joint sealant material has deteriorated to the point of failure and should be removed and replaced. The base bid included in the 2012 Treatment Plant Roof Replacement Project is to replace the roofs on the Preliminary Treatment and Anaerobic Lagoon Pumping Buildings. In addition, the alternate bid includes the replacement of the caulking on the seven precast concrete buildings. Subsequent to the required public notice, the City opened bids on August 10, 2012 with four contractors submitting bids. Staff and our consultant, Alan Hulstedt of Willett-Hofmann, have reviewed the bids and determined that Sterling Commercial Roofing, Inc. is the low bidder for both the base bid and the base bid including the alternate. The 2012-13 Capital Outlay Budget for Water/Water Reclamation includes $35,000 for the roofing project. In addition, Kathy Cooper recommends proceeding with the alternate bid to prevent further damage to the buildings with funds available in the IEPA Replacement Fund.
Recommendation:
Accept the bid for the 2012 Treatment Plant Roof Replacement Project from Sterling Commercial Roofing, Inc., including the alternate bid, for a total of $50,340 and reject all other bids.
Agenda Item #3 - Ordinance Amending Chapter 94 (Traffic and Vehicles) to Provide for Permitting of Overweight Trucks and to Establish Permit Fees
References:
default Overweight Load Fee Report from Willett Hofmann & Associates
default Ordinance Amending Chapter 94
Recommended Action:
Consider an Ordinance Amending Chapter 94
History and Fact:
A number of local industries, grain elevators and the intermodal facility consider overweight transports to be important for their businesses' continued success. However, the Rochelle Municipal Code currently prohibits trucks weighing more than 80,000 pounds from using city streets, including designated truck routes. With the City's May 1st acceptance from Ogle County of a portion of Steward Road, staff learned that the overweight trucks using Steward Rd. (primarily between the Illinois River Energy facility and the Global Crossing III intermodal facility) would be illegal on Steward Rd. and have always been illegal on other city truck routes. To allow time for staff and the trucking community to discuss changes to Code that would allow the overweight transports, the City issued a moratorium beginning on May 1 on the enforcement of the Code's weight restrictions under certain conditions.
Discussion:
Since last Spring, city staff has solicited advice from truckers and other stakeholders on proposed changes to City Code. At the truckers' suggestion, the City also commissioned a study by Willett-Hofman Engineers to determine the cost impact of overweight transports on Steward Road and Intermodal Drive and which could provide guidance on setting an appropriate fee for overweight permits.
The truckers provided valuable information regarding the costs associated with trucking, the volume and nature of overweight trucks using Steward Road, Intermodal Drive and other city truck routes and the need for a solution that is not harmful to their businesses. City staff suggested that the optimum ordinance would facilitate a balance between the needs of the trucking industry while creating a source of new funds to support future road maintenance projects. Since that time, city staff and representatives of local industries and trucking companies have met on a number of occasions in a cooperative effort to work out a solution. City staff has incorporated many of the truckers' suggestions into the proposed ordinance. Unfortunately, the truckers and staff could not reach a full agreement over the proposed ordinance, particularly the permit fee amounts.
The Willett-Hofman report determined that each overweight trip involving a shipping container reduces the life of pavement at a cost to the City of approximately $5.08. The draft ordinance provides for the City issuing daily overweight permits at $10.00 per day – the same that Ogle County currently charges. Since most truckers make multiple trips per day, the proposed fee will only cover the damages for the first two trips and the City will need to use other sources of funding to cover the cost of damages not covered by the fee and to administer the permit program (such as motor fuel tax or surplus railroad fund revenues).
In addition to the daily permit, the draft ordinance also provides the option for truckers to get permits for periods of one month, three months or annually at effective daily fees of less than $10.00. The trucking industry supports the continuation of the $10 daily fee, but desires the fees be significantly reduced for the other periods. For example, the draft ordinance sets the annual fee at $1,300, which equates to a daily fee of $5.00. The truckers are seeking an annual fee of $250, which equates to a fee of about 96 cents per day. Since most truckers are making multiple trips per day and each trip creates roadway damage at $5.08, the truckers' suggested fee would only cover a small fraction of the cost of the street damages they are causing.
Finally, it is important to note that the proposed ordinance will continue the moratorium until the City accepts the remaining section of Steward Road next May 1st. Accordingly, the truckers driving this route will not incur a higher cost by the adoption of this ordinance and could, if they decide to purchase longer-term permits, pay less under this ordinance.
Recommendation:
Approve an Ordinance Amending Chapter 94 (Traffic and Vehicles) to Provide for Permitting of Overweight Trucks and to Establish Permit Fees
Agenda Item #4 - Agreements between the City of Rochelle, Illinois Lincoln Highway Coalition and Transworld Plastic Films – Mural Project
References:
default Memo from Director of Rochelle Tourism & Visitors Association Ross Freier
default Public Art Agreement (City/Transworld Plastic Films)
Recommended Action:
Consider Approval of Agreements between the City and Illinois Lincoln Highway Coalition and the City and Transworld Plastic Films.
History and Fact:
In an effort to further enhance tourism across the state, the Illinois Lincoln Highway Coalition (ILHC) once again has grant dollars available to create Lincoln Highway Interpretive Murals in select cities. Approximately five years ago, this same grant program funded the creation and placement of the Emily Post mural on the north wall of Hub City Furniture at 429 Lincoln Highway.
Discussion:
The Rochelle Tourism & Visitor's Association and the Illinois Lincoln Highway Coalition would like to promote their mutual goal of attracting visitors to the Lincoln Highway through the construction of a second mural on the east wall of the Transworld Plastic Films building at 150 North 15th Street. If approved, ILHC will select an artist to create the 200 square feet mural which will depict an event or place historically related to the City and Lincoln Highway at their cost. The concept of the mural, which has been approved by the ILHC, will focus on the history of transportation in Rochelle and will include an image of Rochelle's Partin-Palmer under the canopy of the 1918 Standard Oil Filling Station with a steam engine coming out of the side of the mural in a 3D effect. Through the agreements the City will be responsible for preparing the wall for the mural attachment, equipment required to install the mural (if needed) and the maintenance of the mural. Director of Rochelle Tourism & Visitor's Association Ross Freier will be in attendance to respond to any questions the Mayor and Council may have.
Recommendation:
Approve Agreement between the City and Illinois Lincoln Highway Coalition
Approve Agreement between the City and Transworld Plastic Films
Agenda Item #5 - Simplified Municipal Telecommunications Tax Rate
References:
default Memo from City Clerk Bruce McKinney
default Simplified Municipal Telecommunications Tax Fiscal Year Comparison
default Memo from Finance Manager Chris Frye
default Ordinance Simplified Municipal Telecommunications Tax Rate Change
Recommended Action:
Consider an Ordinance Amending the Telecommunications Tax Rate
History and Fact:
The maximum Simplified Municipal Telecommunications tax rate that can be assessed by municipalities with populations less than 500,000, as established by the State of Illinois, is 6%. The City's current tax rate of 5% was approved by the Mayor and Council in September of 2007. The Administrative Committee discussed the possibility of increasing the telecommunications tax rate at its meeting on August 2, 2012 and recommended forwarding the topic to the full council. The August 13, 2012 City Council agenda included a discussion on the topic. Following additional comments by City Clerk Bruce McKinney and input by Finance Manager Chris Frye on the overall state of the General Fund, the Mayor and Council requested that information on area telecommunication rates, revenue projections and the General Fund be provided for action at the next council meeting.
Discussion:
The rate comparison information collected for communities in Ogle County and larger municipalities in our area show 21 out of 25 communities at the maximum tax rate of 13% (including the State's 7%). Based on telecommunications tax revenues received during the first four months of this fiscal year, an additional 1% would have equated to nearly $35,000 in additional revenue. Finance Manager Chris Frye reported the following on the state of the General Fund: at the end of FY 2012 the Insurance, IMRF and Social Security Funds had negative fund balances, the draft FY 2012 audit report shows the use of $28,000 in General Fund reserves, transfers equated to 25.5% of the General Fund budgeted revenues for FY 2013, sales tax has averaged $7,000 less per month than budgeted in the first four months of this year, all four union contracts include wage increases of 3% in FY 2014, and health insurance costs continue to rise. In order for a new tax rate to be effective January 1, 2013 the City would need to file the appropriate documentation with the Illinois Department of Revenue no later than September 20, 2012. Although the increased telecommunications tax would be assessed beginning January 1st, the City would not begin receiving the increased proceeds until April of 2013.
Recommendation:
Consider an Ordinance Amending the Simplified Municipal Telecommunications Tax Rate
Agenda Item #6 - Supplemental Resolution for Maintenance of Streets and Highways – 2010/11 Seal Coat
References:
default Memo from City Engineer Sam Tesreau
default Resolution for Maintenance of Streets and Highways
Recommended Action:
Consider a Supplemental Resolution for Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code
History and Fact:
In 2010, the Mayor and City Council approved two resolutions appropriating a total of $325,000 in Motor Fuel Tax funds for seal coat resurfacing of several streets and rehabilitation of a number of municipal parking lots. These projects have since been completed.
Discussion:
The Illinois Department of Transportation (IDOT) recently completed an audit covering the receipt and disbursement of Motor Fuel Tax Funds from January 1, 2010 through December 31, 2011. An item identified in the audit, which requires attention, is that quantities exceeded the original estimated quantities for these two projects, resulting in an additional expenditure of $7,944.22. Approval of the supplemental resolution will allow IDOT to officially authorize all disbursements associated with the projects. No additional funds will be requested or disbursed as a result of this resolution.
Recommendation:
Approve a Supplemental Resolution for Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code.
City Council Agenda July 9, 2012
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 June 25, 2012
b) Accept and Place on File Planning and Zoning Commission Minutes– default 12/5/11 , default 3/5/12 , default 4/2/12 , default 5/7/12
c) Accept and Place on File Railroad Advisory Board Minutes – default 03/22/12
d) Approve Bills – default 06/15/12-06/21/12
e) Approve Payroll – default 06/11/12-06/24/12
f) default Approve Request from Rochelle Dairy Queen - Cruise Night July 21, 2012
2) Purchase of Equipment Package for 2012 Tandem Cab and Chassis
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
BUSINESS ITEMS:
Agenda Item #2 Purchase of Equipment Package for 2012 Tandem Cab and Chassis
References:
default Memo from Superintendent of Streets,Cemetery & Airport Don Elliott
default Monroe Truck Equipment Bid
default Bonnell Industries Inc. Bid
Recommended Action:
Consider equipment package bids for 2012 Tandem Cab and Chassis
History and Fact:
The 2012-13 General Fund Capital Budget includes $128,000 for the purchase of a tandem axel truck equipped with a dump body, front plow, wing plow and spreader. On May 14, 2012 the Mayor and Council approved the purchase of a 2012 International tandem cab and chassis in the amount of $74,888 with the equipment package to be bid at a later date.
Discussion:
Subsequent to the required public notice, bids from two equipment suppliers were opened by the City Clerk on June 21, 2012. Superintendent Don Elliott reviewed the bids and recommends the acceptance of the Bonnell Industries Inc. bid of $55,707, since the Monroe Truck Equipment bid did not meet specifications in three major component areas. Once in service this truck will replace an existing 1983, single axel dump truck in the Street Department.
Recommendation:
Accept the bid from Bonnell Industries Inc. in the Amount of $55,707 and reject all other bids.
City Council Agenda October 11, 2011
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
• Employee Introductions – default Benjamin Johnson
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – default September 26, 2011
b) Accept and Place on File Minutes of Railroad Advisory Board Meeting – default July 28, 2011
c) Approve Bills 09/09/11-09/15/11, 09/16/11-09/22/11, 09/23/11-09/29/11
d) Approve Payroll default 09/05/11-09/18/11
e) Close Public Hearing for Third Amendment to Annexation Agreement for Creekside Subdivision Unit 1 f/k/a Kings Crossing and Developer will Resubmit
2) Amendment to Preliminary & Final Planned Unit Development Plat and Plan – Creekside Subdivision
3) Special Use Permit to Allow Outdoor Storage at Roger's Ready Mix - 701 Wood Street
4) Final Plat of Subdivision for Coated Sand Solutions
5) Resolution Establishing City of Rochelle Water Rates Effective January 1, 2012
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
BUSINESS ITEMS:
Agenda Item #2 - Amendment to Preliminary & Final Planned Unit Development Plat and Plan – Creekside Subdivision
References:
Recommended Action:
Refer Back to the Planning and Zoning Commission for Recommendation on Revised Plan
History and Fact:
Creekside Land Holdings, owner of the former Kings Crossing property, has petitioned the City for an amendment to the Preliminary Plat and Plan of the Kings Crossing Planned Unit Development which was originally approved on January 22, 2007.
Discussion:
On August 1 and August 15, 2011 the Planning and Zoning Commission held public hearings to review the petition to amend the approved PUD Plan and Preliminary Plat. The Commission subsequently voted to recommend approval of the amended PUD Plan and Preliminary Plat by a vote of 5-0. Spencer Hayden, representing Creekside Land Holdings, LLC, met with City Staff on September 27, 2011 to discuss further revisions to the plan. These revisions are substantial enough to warrant referring the revised plan back to the Planning and Zoning Commission for another public hearing and recommendation.
Recommendation:
Refer Back to the Planning and Zoning Commission for Recommendation on Revised Plan
Agenda Item #3 - Special Use Permit to Allow Outdoor Storage at Roger's Ready Mix – 701 Wood Street
References:
default Memo from Chris Limas Community Development Director
default Ordinance Approving a Special Use Permit to Allow Outdoor Storage at 701 Wood Street
Recommended Action:
Consider a Special Use Permit to Allow Outdoor Storage at 701 Wood Street
History and Fact:
Roger's Ready Mix recently purchased the property at 701 Wood Street, which is adjacent to their concrete facility at 777 Wood Street. They have petitioned the City for a special use permit to allow expansion of their outdoor storage area onto the new site. If approved, the additional area will be used to store a variety of aggregate materials.
Discussion:
On October 3, 2011 the Planning and Zoning Commission conducted a public hearing and subsequently voted 5-0 to recommend approval of the special use permit to allow outdoor storage at 701 Wood Street. The storage will have minimal impact to the area since it is zoned industrial and adjacent to an existing concrete facility.
Recommendation:
Authorize an Ordinance Approving a Special Use Permit to Allow Outdoor Storage at 701 Wood Street (Roger's Ready Mix)
Agenda Item #4 - Final Plat of Subdivision for Coated Sand Solutions
References:
default Memo from Chris Limas Community Development Director
default Ordinance Approving the Final Plat of Subdivision
default Final Plat for Coated Sand Solutions
Recommended Action:
Consider an Ordinance Approving the Final Plat of Subdivision
History and Fact:
Coated Sand Solutions plans to construct a large silica sand coating facility on 28.05 acres of property adjacent to Steward Road and east of Illinois River Energy. On September 12, 2011 the Mayor and Council approved an ordinance annexing and zoning the property, a special use permit and preliminary plat and an Annexation Agreement with Coated Sand Solutions.
Discussion:
The final plat for Coated Sand Solutions includes a one lot subdivision with right-of-way dedicated for Steward Road, a 100 foot rail right-of-way dedicated on the north side of the subdivision to expand the City Industrial Rail and various drainage easements. On October 3, 2011 the Planning and Zoning Commission reviewed the petition for the final plat and voted to recommend approval by a vote of 5-0 subject to any required changes to easements or right-of-ways, posting of the necessary surety and payment of stormwater impact fees.
Recommendation:
Authorize an Ordinance Approving the Final Plat of Subdivision for Coated Sand Solutions
Agenda Item #5 - Resolution Establishing City of Rochelle Water Rates Effective January 1, 2012
References:
default Memo from Kathy Cooper Superintendent of Water Water Reclamation
default Resolution Establishing Water Rates Effective January 1, 2012
Recommended Action:
Consider Approving a Resolution Establishing City of Rochelle Water Rates Effective January 1, 2012
History and Fact:
The existing Rochelle Municipal Utility (RMU) water rate schedules were approved by the Mayor and City Council on December 11, 2006. Earlier this year, the RMU Water Division hired the engineering firm of Willett, Hofmann & Associates to evaluate the current water revenues and expenses in order to develop and propose appropriate rate modifications.
Discussion:
A Water Rate Analysis Report was subsequently prepared and presented to the Utility Advisory Board (UAB) on July 27, 2011. The conclusion reached by Willett, Hofmann & Associates is that the Water Division has operated at a net loss over the past three years and that rates should be increased by approximately 6 percent. The UAB did not provide a formal recommendation but indicated they understood the need for a water rate increase. Two additional revenue streams were also discussed at that time, a fire protection rate and system development fees. The UAB did not support system development fees and requested additional information and justification related to the fire protection fee. On September 26, 2011 the water rate study and results of the requested research were presented to the Public Works Committee of the City Council. In addition, Superintendent of Water/Water Reclamation Kathy Cooper recommended that the rate increase and fire protection fee be phased in over two years to ease the impact on the customers. Following the presentation and discussion, the committee recommended that the rate increase and fire protection fee, as proposed, be presented to the City Council.
Recommendation:
Approve a Resolution Establishing City of Rochelle Water Rates Effective January 1, 2012
City Council Agenda August 8, 2011
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
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – July 25, 2011
b) Approve Bills 07/15/11-07/21/11, 07/22/11-07/28/11
c) Approve Payroll 07/11/11-07/24/11
d) Accept and Place on File Semi Annual Fire Department Report
e) Accept and Place on File Semi Annual Police Department Report
3) Annexation Agreement – True Grit (Public Hearing and Continuance)
4) Easement Agreement and Rail License between the City and Illinois River Energy
5) Special Use Permit to Allow Veterans' Memorial at 927 North 7th Street
6) Water Reclamation Plant Roof Project
7) Fiber Internet Access Rates
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
BUSINESS ITEMS:
Agenda Item #2 - Third Amendment to Annexation Agreement Creekside Subdivision Unit 1 f/k/a Kings Crossing Subdivision (Public Hearing and Continuance)
References:
Recommended Action:
Open the Public Hearing
Continue the Public Hearing
History and Fact:
On April 10, 2006 the Mayor and Council approved an annexation agreement between the City and Wyndham Foxford, LLC for the Kings Crossing Development, consisting of 493 acres north of Flagg Road. On May 5, 2011 Creekside Land Holdings, LLC purchased the remainder of the development and is a successor to the existing annexation agreement. Creekside Land Holdings would like to construct a 31 lot residential subdivision, identified as Creekside Subdivision Unit 1, on 19.4 acres of the property. To facilitate the residential development, City staff and the developer have agreed to amend the annexation agreement.
Discussion:
A notice of Public Hearing for August 8, 2011, on the proposed amendment to Creekside Subdivision Unit 1 f/k/a Kings Crossing annexation agreement, was published in the Rochelle News Leader. City staff and the developer are still in the process of finalizing modifications to the annexation agreement. Staff recommends that the public hearing be continued until a future date when the final agreement is available.
Recommendation:
Open the Required Public Hearing
Continue the Public Hearing
Agenda Item #3 - Annexation Agreement – True Grit (Public Hearing and Continuance)
References:
Recommended Action:
Open the Public Hearing
Continue the Public Hearing
History and Fact:
Project True Grit has petitioned the City of Rochelle for annexation and zoning of approximately 28 acres of land which is adjacent to Steward Road and east of Illinois River Energy in the southeast industrial area. They plan to construct a large, rail served, manufacturing/processing plant on the site.
Discussion:
A notice of Public Hearing for August 8, 2011 was published in the Rochelle News Leader related to the annexation agreement between the City of Rochelle and True Grit. City staff, Attorney Cooper, and True Grit representatives are still finalizing the terms of the annexation agreement. Staff recommends that the public hearing be continued until a future date when the final agreement is available for action. Economic Development Director Jason Anderson will provide an update on the project.
Recommendation:
Open the Required Public Hearing
Continue the Public Hearing
Agenda Item #4 - Easement Agreement and Rail License between the City and Illinois River Energy
References:
default Permanent Easement Agreement and Rail License
Recommended Action:
Consider Permanent Easement Agreement and Rail License between Illinois River Energy and the City of Rochelle
History and Fact:
On February 28, 2011 the Mayor and Council authorized the City Manager to file a petition with the Illinois Commerce Commission (ICC) for an extension of the City Lead Track across Steward Road near the Illinois River Energy (IRE) property. The ICC approval was received in June which will facilitate rail served development east of IRE. The City Council was advised at the April 25, 2011 City Council meeting that IRE was willing to convey an easement for the extension of the City Rail across their property to Steward Road in exchange for a release of their obligations to contribute to the cost of extending the rail south. On July 11, 2011 the Mayor and Council approved an Amendment to Rider to Annexation Agreement between the City and IRE which cancels IRE's obligation to contribute to the southward expansion subject to execution of an Easement/License Agreement across the IRE property.
Discussion:
The proposed Easement Agreement and License provides for the connection necessary to extend the City Lead Track to the east. IRE has agreed to grant the City a license for the exclusive use of the southernmost IRE track for $1.00 that will expire if the City abandons the use of the track or if the parties mutually agree to terminate the lease. The City will be responsible for maintenance, repair and/or replacement of the licensed track. In addition, IRE will grant an easement to allow for the construction of a second track, at the City's expense, parallel to the existing rail. The Easement Agreement and License and have been drafted to facilitate the City's expansion of the City Lead Track from its present terminus near the west boundary of the IRE property to the east boundary of the IRE property.
Recommendation:
Authorize the City Manager to Sign a Permanent Easement Agreement and Rail License between Illinois River Energy and the City of Rochelle
Agenda Item #5 - Special Use Permit to Allow a Veterans' Memorial at 927 North 7th Street
References:
default Memo from Chris Limas Community Development Director
Recommended Action:
Consider a Special Use Permit to Allow a Veteran's Memorial at 927 North 7th Street
History and Fact:
In 2002 the City of Rochelle purchased the property and structure located at 927 North Seventh Street. The structure was later demolished and the site cleared to improve visibility at the intersection of Highway 251 and 10th Avenue. Since that time the site has remained vacant. On September 13, 2010 the Mayor and Council approved a resolution supporting the efforts of a citizens group to investigate the feasibility of erecting a Veterans' Memorial on the property.
Discussion:
Following approval of the resolution, the citizens group applied for nonprofit status and has since incorporated as the Rochelle Veterans War Memorial Association. In addition the group has worked with City staff to develop a concept plan which includes the required sight distance easement and setbacks. On August 1, 2011 the Planning and Zoning Commission conducted a public hearing and subsequently voted 3-2 to recommend approval of the special use permit to allow construction of a Veterans' Memorial at 927 N 7th Street. Several aspects of the site plan were discussed during the public hearing including lighting, maintenance of the site, safety for visitors due to traffic on Illinois 251 and parking and alley access. The Commission stated that any lighting on the site should not impact the surrounding properties. It was also indicated that the Rochelle Veterans War Memorial Association would maintain the memorial if the City did not.
Recommendation:
Authorize an Ordinance Granting a Special Use Pemit to Allow the Construction of a Veterans' Memorial at 927 North 7th Street
Agenda Item #6 - Water Reclamation Plant Roof Project
References:
default Memo from Kathy Cooper Superintendent of Water/Water Reclamation
default Recommendation from Willett Hofmann
Recommended Action:
Consider bids for the replacement of roofs at the water reclamation plant.
History and Fact:
In June of 2011, during a rain event, a leak developed in the roof of the Blower Building which resulted in damage to some equipment. The roofs of the buildings at the plant are nineteen years old and three of them have developed leaks.
Discussion:
At the City's request, the original installer inspected the roofs at the Blower, Lab/Office and Chlorine Buildings and provided an estimate of $31,000 to repair the leaking roofs. The engineering firm of Willett-Hofmann was also contacted to inspect the roofs and provide a recommendation for repair or replacement based on their condition. The report from Willett-Hofmann indicates that all of the roofs show signs of wear and fatigue, and includes a recommendation to replace the roofs due to seams starting to separate, billowing parapets or splitting at roof curbs and penetrations. Subsequent to the required public notice, bids for replacement of all building roofs were opened on July 27, 2011 with six contractors submitting bids. Staff and our consultant, Alan Hulstedt of Willett-Hofmann, have reviewed the bids and determined that Distinctive Roofing is the low bidder for the base bid and the base bid minus the alternates. This project is not included in the 2011-12 Capital Outlay Budget for Water/Water Reclamation. However, Kathy Cooper recommends replacing the roofs on the Blower, Lab/Office and Chlorine Buildings at this time to prevent further damage to the equipment with funds available in the operating budget and the IEPA Replacement Fund. The remaining four roofs, identified as alternates #1-#4, will be included in future capital budgets.
Recommendation:
Consider the base bid of $169,495, minus alternates #1-#4 from Distinctive Roofing for a total of $57,928 and reject all other bids.
Agenda Item #7 - Fiber Internet Access Rates
References:
default Memo from Scott Koteski Superintendent of Advanced Communications
default Resolution Establishing City of Rochelle Fiber Internet Access Rates
Recommended Action:
Consider Approving Resolution Establishing Fiber Internet Access Rates
History and Fact:
In April of 2003 the Mayor and City Council approved a resolution establishing the existing rates for fiber internet access. In June of this year RMU Advanced Communications changed internet service providers, resulting in a savings of $58,000 per year for internet access. In addition to the savings, the bandwidth speeds increased from 45 Mb to 100 Mb.
Discussion:
Superintendent of Advanced Communications, Scott Koteski, recommends revising the rate structure in order to pass along the savings and be more competitive in the fiber internet access market. The proposed fiber internet access rate schedule reduces the available fiber packages from seven to four and significantly reduces the monthly cost for the three larger packages. The proposed rate schedule was presented at the July 27, 2011 Utility Advisory Board Meeting and the UAB unanimously recommended adoption of the rate schedule.
Recommendation:
Approve Resolution Establishing City of Rochelle Fiber Internet Access Rates Effective with Billings Issued After August 9, 2011.
City Council Agenda July 25, 2011
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 - Appointment of Jim Black to the Utility Advisory Board
- Council Members
- default Financial Statements June 2011
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – default July 11, 2011
b) Approve Bills default 06/24/11-06/30/11 , default 07/01/11-07/07/11 , default 07/08/11-07/14/11
c) Approve Payroll default 06/27/11-07/10/11
d) default Authorize the Use of City Sidewalks for Lincoln Highway Buy Way Event - August 4-6,2011
e) default Approve Lincoln Highway Heritage Festival Request - Bags Tournament August 20, 2011
2) Purchase of Pickup Truck -- RMU Electric Operations
3) Purchase of Sport Utility Vehicle – RMU Electric Operations
4) Purchase of Fork Lift – RMU Electric Operations
5) Request from Metal Recyclers for Permission to Place Disposal Containers within the City
6) Five-Year Functional Classification and Federal Aid Systems Map for the Rochelle Urban Area
7) Purchase of Property for Public Use Along South 3rd Street and Avenue H
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
BUSINESS ITEMS:
Agenda Item #2 - Purchase of Pickup Truck – RMU Electric Operations
References:
default Attached Memo from Joe Orlikowski, Superintendent of Electric Operations
Recommended Action:
Consider bids for the purchase of pickup truck for Rochelle Municipal Utilities Electric Operations.
History and Fact:
The 2011-12 Electric Operations Capital Outlay Budget includes $30,000 for the purchase of a new pickup truck for the RMU Electric Operations Division. The pickup will replace a 2003 Ford Ranger which is currently used by the meter readers.
Discussion:
Subsequent to the required public notice, the City Clerk opened the following four bids for a regular cab compact pickup truck on June 30, 2011: Bill Jacobs $15,945.86, Bob Ridings $13,249, Prescott Brothers $13,801.65 and Sawicki Motors $18,375. Superintendent of Electric Operations Joe Orlikowski has reviewed the bids and recommends acceptance of the Prescott Brothers Ford bid of $13,801.65 for a 2011 Ford Ranger. The recommended bid is $552.65 above the apparent low bid but allows the purchase to be made within the City. The 2003 Ford Ranger vehicle will be transferred to the Communications Division.
Recommendation:
Accept the bid for a pickup truck from Prescott Brothers Ford for $13,801.65 and reject all other bids.
Agenda Item #3 - Purchase of Sport Utility Vehicle – RMU Electric Operations
References:
default Attached Memo from Joe Orlikowski, Superintendent of Electric Operations
Recommended Action:
Consider bids for the purchase of a sport utility vehicle for Rochelle Municipal Utilities Electric Operations.
History and Fact:
The 2011-12 Electric Operations Capital Outlay Budget includes $30,000 for the purchase of a new sport utility vehicle (SUV) for RMU Electric Operations. The SUV will replace a 2002 Chevy Blazer.
Discussion:
Subsequent to the required public notice, the City Clerk opened the following four bids for a new SUV on June 30, 2011: Bill Jacobs $29,951, Bob Ridings $30,275, Prescott Brothers $32,690.12 and Sawicki Motors $34,922. Superintendent of Electric Operations Joe Orlikowski has reviewed the bids and recommends acceptance of the apparent low bid from Bill Jacobs of $29,951 for a 2012 Chevy Tahoe. The 2002 Chevy Blazer will be transferred to the Communications Division.
Recommendation:
Accept the bid for a sport utility vehicle from Bill Jacobs for a total of $29,951 and reject all other bids.
Agenda Item #4 - Purchase of Fork Lift – RMU Electric Operations
References:
default Attached Memo from Joe Orlikowski, Superintendent of Electric Operations
Recommended Action:
Consider bids for the purchase of a fork lift for Rochelle Municipal Utilities Electric Operations.
History and Fact:
The 2011-12 Electric Operations Capital Outlay Budget includes $30,000 for the purchase of a new fork lift for the RMU Transmission and Distribution Division. The fork lift will replace a 1969 International fork lift which is difficult to repair due to the lack of available parts and would be costly to upgrade to current safety standards.
Discussion:
Subsequent to the required public notice, the City Clerk opened the following three bids on July 7, 2011 for a new class five fork lift: Equipment Depot $22,997.76, Fitzgerald Equipment $28,366 and Rockford Industrial Equipment $23,499. Superintendent of Electric Operations Joe Orlikowski has reviewed the bids and recommends acceptance of the apparent low bid from Equipment Depot of $22,997.76 for a Nissan fork lift. The 1969 fork lift will be sold at a future auction of surplus City equipment.
Recommendation:
Accept the bid for a fork lift from Equipment Depot for a total of $22,997.76 and reject all other bids.
Agenda Item #5 - Request from Metal Recyclers for Permission to Place Disposal Containers within the City
References:
default Attached Letter from Metal Recyclers
default Attached Memorandum from Alan Cooper, City Attorney
Recommended Action:
Consider a request from Metal Recyclers
History and Fact:
The owners of Metal Recyclers have submitted a letter requesting permission "to set containers within the City limits to collect construction waste and other needs that require a large tub container." Metal Recyclers is located at 8th Avenue and 20th Street and provides recycling and container services to residents and businesses in the surrounding communities.
Discussion:
City Attorney Alan Cooper reviewed the request from Metal Recyclers, the existing Waste Collection Agreement between the City and Rochelle Disposal Services, Inc. (RDI) and the applicable state statutes and City Code provisions and provided the following conclusion:
The City does not have the power to grant exclusive collection rights to RDI for the collection of "waste from building operations or solid wastes resulting from industrial processes and manufacturing operations".The RDI Agreement would prohibit the City Council from giving Metal Recyclers permission to collect solid waste (not including recyclables) within the City, except as noted above.The RDI Agreement would prohibit the City Council from giving Metal Recyclers permission to engage in curbside pickup of residential recyclables, but would not prohibit the City Council from giving them permission to contract with residents, industries, businesses or institutions for disposition of recyclable in any other manner.
Recommendation:
Consider a request from Metal Recyclers for permission to place disposal containers within the City limits.
Agenda Item #6 - Five-Year Functional Classification and Federal Aid Systems Map for the Rochelle Urban Area
References:
default Attached Memo from Sam Tesreau, City Engineer
default Attached Five-Year Functional Classification and Federal Aid Systems Map
default Attached Summary of Functional Classification Ogle County
default Attached Approval Form
Recommended Action:
Consider Authorizing Approval of the Five-Year Functional Classification and Federal-Aid Systems Map for the Rochelle Urban Area
History and Fact:
Urban area boundaries establish the limits for municipal areas within which Federal funds may be used for improvement projects. These boundaries are to be determined by State and Local officials and are subject to approval by the Federal Highway Administration. City staff members have been working with IDOT representatives for the past couple of years to update the Urban Area/Functional Classification boundary map consistent with the jurisdictional planning area contained in the City of Rochelle Comprehensive Plan.
Discussion:
On May 23, 2011 the Mayor and Council approved a resolution which added Jack Dame Road, Intermodal Drive and Brush Grove Road to the Federal Highway System and changed the designation of 1st Avenue. These modifications have been incorporated into the proposed map which expands the Rochelle Urban Area. The designation of certain streets and/or routes within the Rochelle Urban Area as part of the Federal Highway System will enable the City to pursue federal funding through IDOT for future improvements.
Recommendation:
Approve the Five-Year Functional Classification and Federal-Aid systems Map for the Rochelle Urban Area and Authorize Mayor Olson to Sign the Approval Form.
Agenda Item #7 - Purchase of Property for Public Use Along South 3rd Street and Avenue H
References:
default Attached Memo from Sam Tesreau, City Engineer
default Attached Ordinance Authorizing the Purchase of Property
Recommended Action:
Consider Ordinance Authorizing the Purchase of Property along South 3rd Street and Avenue H.
History and Fact:
In 2005 City staff and council members identified areas in the southeast quadrant that require urbanization improvements including curb and gutter, pavement, storm sewer, sidewalks and ramps. The City of Rochelle has since developed a 10 year infrastructure improvement plan which incorporates the southeast quadrant improvements. The 2011-12 Capital Improvements Fund Budget includes $197,000 identified for improvements on South 3rd Street from Avenue G to Avenue H and a portion of Avenue H from Main Street to 2nd Avenue.
Discussion:
In order to finalize plans that accommodate the infrastructure, the City needs to expand the existing right of way by acquiring a total of 1,200 square feet of property from three residents. The proposed ordinance will allow staff to move forward with the negotiation and acquisition of the three parcels at an estimated cost of $2,570. Once the acquisition of the properties is complete, the plans will be finalized and reviewed by the Illinois Department of Transportation with a goal of construction later this year.
Recommendation:
Approve an Ordinance Authorizing the Purchase of Real Property for Public Use Along South 3rd Street and Avenue H.
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