City Council Meeting Agenda January 8, 2018
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:
• pdf Proclamation Recognizing 2018 as the Year of Kishwaukee College (87 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
o Appoint William Seimer to Non-Voting Member of Airport Advisory Board Term 01/09/18-07/01/20
o Appoint Kurt Wolter to Planning and Zoning Commission Term 01/09/18-07/01/20
• Council Members
• Retirements
• Good News
o Sue Messer
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 12/11/17 (226 KB)
b) Approve Minutes of Special Council Meeting – pdf 12/11/17 (50 KB)
c) Accept and Place on File Police and Fire Commission Minutes – pdf 9/12/17 (42 KB)
d) Accept and Place on File Planning and Zoning Commission Minutes – pdf 12/4/17 (161 KB)
e) Accept and Place on File Budget Summary Month Ending pdf 11/30/17 (828 KB)
f) Approve Exceptions – pdf 12/6/17-12/14/17 (150 KB) , pdf 12/15/17-12/21/17 (165 KB) , pdf 12/22/17-1/1/18 (58 KB)
g) Approve Bills – pdf 1/2/18-1/2/18 (128 KB)
h) Approve Payroll – pdf 11/20/17-12/3/17 (49 KB) , pdf 12/4/17-12/17/17 (53 KB)
2) Ordinance Amending Ordinance No. 45-OH and Lee Ogle Enterprise Zone Description for Recording
3) Ordinance Amending Ordinance No. 45-OH – Lee Ogle Enterprise Zone
4) Change Order 1 for the Radium Removal Project at Well 11
5) Ordinance Approving an Option to Purchase Real Estate Located at Illinois Route 38 and Dement Road – Rochelle Business and Technology Park
6) Ordinance Approving a Listing Agreement with Lee & Associates – Rochelle Business and Technology Park
7) Resolution Authorizing the Execution of a Memorandum of Agreement with the Federal Aviation Administration (FAA) – Unmanned Aircraft Systems Integration Pilot Program
8) Resolution Approving a Guideline for Purchasing Materials, Supplies, Equipment and Services
9) Resolution Authorizing the Execution of Acceptance of a Franchise Agreement with the Village of Hillcrest Authorizing the City of Rochelle to Construct, Operate and Maintain an Electric Light and Power System in and through the Village of Hillcrest
10) Ordinance Authorizing Sale of Personal Property (Inoperable Vehicle) –Community Development Department
11) Ordinance Authorizing the Disposal of Surplus Electrical Equipment that has Reached a Useful Lifespan
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
1) Pending or imminent litigation. Section (c) (11)
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2-3
Ordinance Amending Ordinance No. 45-OH and Lee Ogle Enterprise Zone Description for Recording
Ordinance Amending Ordinance No. 45-OH
Staff Contact: Sue Messer, Assistant to the City Manager
Summary: On December 14, 2015 the Mayor and Council approved an Ordinance Establishing the Lee Ogle Enterprise Zone. The new zone encompasses the City of Rochelle along with the City of Dixon, Ogle County and Lee County. The zone was established to provide incentives to promote the economic growth of the area, to reduce unemployment and to encourage expansion, rehabilitation and new construction of structures within the zone for a term of 15 years.
The original Lee Ogle Enterprise Zone included 9,600 acres divided between the two counties and two cities with 1000 acres left “undesignated” to allow for expansion. On September 25, 2017 the Rochelle City Council approved an ordinance which expanded the zone to include certain industrial and commercial property in the City of Amboy. The State of Illinois has since requested clarification of the legal description regarding how the parcels in the City of Amboy are connected to each other and to the existing zone. The proposed Ordinance Amending Ordinance No. 45-OH and Lee Ogle Enterprise Zone Description for Recording provides the necessary clarification.
The Village of Mount Morris would like the zone to be expanded to include certain industrial and commercial property in its community. The proposed Ordinance Amending Ordinance No. 45-OH will add the Village of Mount Morris as a “Designating Unit of Government” of the Lee Ogle Enterprise Zone.
Lee Ogle Enterprise Zone Administrator Andy Shaw will be in attendance at the meeting to answer any questions.
Recommendation:
Authorize an Ordinance Amending Ordinance No. 45-OH and Lee Ogle Enterprise Zone Description for Recording
Authorize an Ordinance Amending Ordinance No. 45-OH to add the Village of Mount Morris into the Lee Ogle Enterprise Zone
Supporting Documents:
Agenda Item #4
Change Order 1 for the Radium Removal Project at Well 11
Staff Contact: Adam Lanning, Water/Water Reclamation Superintendent
Summary: A radium removal plant is currently under construction at Well 11, located on Flagg Road. The original bid from Leander Construction for the project included masonry work that was anticipated to occur during the fall. However due to several delays in obtaining permits, the work is now scheduled for the winter. Performing masonry work during the winter requires additional time and material including tenting and heating. The additional cost is not expected to exceed $13,000.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Cash Reserve Fund Not budgeted Not to Exceed $13,000
Recommendation: Approve change order 1 for the Radium Removal Project at Well 11 in an amount not to exceed $13,000.
Agenda Item #5
Ordinance Approving an Option to Purchase Real Estate Located at Illinois Route 38 and Dement Road – Rochelle Business and Technology Park
Staff Contact: Adriana Milan, Assistant to the Economic Development Director
Summary: The Rochelle Business and Technology Park is a 160 acre development which opened in 2007 and is zoned B-2 Commercial Highway, with a Technology Overlay District. Approximately 100 acres remain available for future development; therefore, the opportunity to recruit additional park tenants is feasible. Having an “Option to Purchase Agreement” for the remainder of the land would facilitate a sale and new development.
A new three year option agreement to purchase 89.33 acres owned by Reed Harris and Corliss Baer has been drafted. The previous three year agreement expired March 26, 2016. There is no cost to own the option; however the City agrees to market the property in partnership with Jim Planey of Lee and Associates. The per acre purchase price is $ 28,940, with a 5% increase per acre in years two and three.
Recommendation: Authorize an Ordinance Approving an Option to Purchase Real Estate Located at Illinois Route 38 and Dement Road with Reed Harris and Corliss Baer for approximately 89.33 acres in the Rochelle Business and Technology Park.
Supporting Documents:
pdf Real Estate Option Agreement (220 KB)
Agenda Item #6
Ordinance Approving a Listing Agreement with Lee & Associates – Rochelle Business and Technology Park
Staff Contact: Adriana Milan, Assistant to the Economic Development Director
Summary: The Rochelle Business and Technology Park is a 160 acre development which opened in 2007 and is zoned B-2 Commercial Highway, with a Technology Overlay District. Approximately 100 acres remain available for future development.
A listing agreement with Jim Planey and Lee and Associates will facilitate the marketing and sale of the remaining acres. These acres include the Harris/Baer property and some City owned lots. The term of the listing agreement is for six months. Sales commission is 6% of the gross sale price.
Recommendation: Authorize an Ordinance Approving a Listing Agreement with Lee & Associates to help market and sell approximately 100 acres located in the Rochelle Business and Technology Park.
Supporting Documents:
pdf Ordinance Approving a Listing Agreement with Lee & Associates (23 KB)
pdf Lee & Associates Exclusive Right to Sell Listing Agreement (393 KB)
Agenda Item #7
Resolution Authorizing the Execution of a Memorandum of Agreement with the Federal Aviation Administration (FAA) – Unmanned Aircraft Systems Integration Pilot Program
Staff Contact: Adriana Milan, Assistant to the Economic Development Director
Summary: As you are aware, NATEX Research & Development LLC submitted a proposal to the FAA for Rochelle to be considered as a testing site to collect data on the use of Unmanned Aircraft System (UAS) technology. If selected the City of Rochelle will be required to sign a Memorandum of Agreement with the FAA to adhere and encourage the safe operation of unmanned aircraft systems (UAS) technologies and their use in agriculture, commerce, emergency management and other sectors. A sample MOA is included in the supporting documents below. All work and cost associated with the application will handled by NATEX Research & Development LLC. Once we receive notification that Rochelle is one of five selected sites, an Agreement between The City of Rochelle and NATEX will be drafted assigning all responsibility and all associated costs to NATEX. The agreement between the City and NATEX will be presented to the City Council for consideration prior to execution.
Recommendation: Staff recommends approving a Resolution Authorizing the Execution of a Memorandum of Agreement with the FAA if Rochelle is selected as a testing site for the Unmanned Aircraft Systems Integration Pilot Program.
Supporting Documents:
pdf Resolution Authorizing the Execution of a Memorandum of Agreement with the FAA (34 KB)
pdf Sample Memorandum of Agreement (273 KB)
Agenda Item #8
Resolution Approving a Guideline for Purchasing Materials, Supplies, Equipment and Services for the City of Rochelle
Staff Contact: Chris Cardott, Finance Director
Summary: On September 4, 2009, the City established Purchasing Authority Guidelines. Since that time, there have been several changes. The revised guideline that is being presented addresses the change in fiscal years, the release of payment after Council approval, local vendor preference, and the use of purchase orders for spending in excess of $10,000.
Recommendation: Approve a Resolution Approving a Guideline for Purchasing Materials, Supplies, Equipment and Services for the City of Rochelle
Supporting Documents:
pdf Guideline for Purchasing Materials, Supplies, Equipment and Services (95 KB)
pdf 2009 Purchasing Authority Guidelines (137 KB)
Agenda Item #9
Resolution Authorizing the Execution of Acceptance of a Franchise Agreement with the Village of Hillcrest
Staff Contact: Jeff Fiegenschuh, City Manager & Jason Bird, Superintendent of Electric
Summary: The previous franchise agreement to provide electric services to the Village of Hillcrest expired on December 31st, 2017. That agreement was a 50-year agreement originally signed in December 1967. The new agreement is a ten-year agreement that will formally commence this month. Aside from the length in terms, there are no major changes from the previous franchise agreement.
As a way to improve communications and services with the neighboring communities served by RMU, the City Manager, and both the Superintendents of Electric and Water/Water Reclamation will attend their board meetings on a quarterly basis.
Recommendation: Approve Resolution Authorizing the Execution of Acceptance of a Franchise Agreement with the Village of Hillcrest
Supporting Documents:
pdf Acceptance of Electric Ordinance (8 KB)
pdf Updated Hillcrest Electric Ordinance 12132017-A (1.67 MB)
pdf Previous Hillcrest Electric Ordinance (709 KB)
Agenda Item #10
Ordinance Authorizing Sale of Personal Property (Inoperable Vehicle) Community Development Department
Staff Contact: Michelle Pease, Community Development Director
Summary: Within the past 2 years, the Community Development Department has put over $1,300 into the 2006 Dodge Dakota pickup truck to keep it running and safe for staff use. At this time, the vehicle needs more repairs which is not cost effective. The truck bed and tire wells are rusted out and completely gone in some spots. Often times, the truck does not shift into gear on the first try. The exhaust fumes are overwhelming, as the truck needs a new exhaust system. The truck has over 79,000 miles.
The Community Development Department is now using the 2005 Pontiac Grand Prix that came from the City Manager’s Office.
Recommendation: Approve Ordinance Authorizing Sale of Personal Property (Inoperable Vehicle) in the Community Development Department
Supporting Documents:
pdf Ordinance Authorizing Sale of Personal Property (Inoperable Vehicle) (104 KB)
Agenda Item #11
Ordinance Authorizing the Disposal of Surplus Electrical Equipment that has Reached a Useful Lifespan
Staff Contact: Jason Bird, Electric Operations Superintendent
Summary: Part of the goal of the inventory consignment program was to identify items in inventory that are no longer needed and remove them from inventory. In some cases, the items can be sold as scrap or pulled aside and used until they are gone. Two major transformer manufacturers told RMU staff not to energize any transformers more than twenty years old. With that in mind, 86 transformers need to be scrapped. Including the 86 transformers, there are 300 items which staff recommends removing from inventory.
Recommendation: Approve an Ordinance Authorizing the Disposal of Surplus Electrical Equipment that has Reached a Useful Lifespan
Supporting Documents:
pdf List of material that will be removed from inventory (78 KB)
City Council Meeting Agenda December 11, 2017
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
• Good News – Barbara Bell
• NextEra Energy Introduction
o Eric Gleason, President, NextEra Energy Transmission
o David Davis, Executive Director, NextEra Energy Transmission
o Mike Lannon, Director of Operations
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 11/27/17 (206 KB)
b) Approve Minutes of Special Council Meeting – pdf 11/15/17 & 11/16/17 (946 KB)
c) Accept and Place on File Minutes of Planning and Zoning Commission – pdf 6/19/17 (157 KB)
d) pdf Accept and Place on File Financial Report Tax Increment Financing Fund (412 KB)
e) Approve Exceptions – pdf 11/22/17-12/4/17 (80 KB)
f) Approve Bills – pdf 12/5/17-12/5/17 (180 KB)
g) Approve Payroll – pdf 11/06/17- 11/19/17 (53 KB)
h) Authorize St. Paddy’s Day Parade and Irish Hooley – pdf March 10, 2018 (43 KB)
2) Budget Fiscal Year 2018 (Public Hearing and Adoption)
3) Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2018
4) Ordinance Granting a Special Use Permit to Allow for the Installation of a Balcony on the Front Façade of 416 Lincoln Highway
Ordinance Authorizing the Execution of a Redevelopment Agreement with Kennay Farms Distilling
5) Ordinance Approving Annexation and Development Agreement Loves Travel Stops
6) Ordinance Annexing and Zoning the Property Located at the Corner of Illinois Route 251 and Steward Road
7) Ordinance Granting a Variance Related to Landscaping, Set Backs and Signage – Loves Travel Stores, Inc.
8) Resolution Establishing Lawnridge Cemetery Price Schedule Effective January 1, 2018
9) Resolution Establishing Lawnridge Cemetery Rules and Regulations Effective January 1, 2018
10) Purchase of 4x4 Full-Size, Sport Utility Vehicle – Fire Department
11) Ordinance Approving an Amendment to the Personnel Policies Manual Concerning a Revised Policy on Prohibited Harassment
12) Resolution Adopting the16th Edition of the American Public Power Association Safecty Manual Pertaining to Safe Operations and Addendum to Section 407c), Use and Care of Rubber Gloves
13) Approval of Executive Session Meeting Minutes
14) Resolution Regarding the Release of Executive Session Minutes
15) Ordinance Approving Utility Easement Agreement - Steward Road Transmission Line
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
1) The setting of a price for sale or lease of property owned by the City. Section (c) (6)
IX. ADJOURNMENT
Agenda Item #2 Budget Fiscal Year 2018 (Public Hearing and Adoption)
Staff Contact: Chris Cardott, Finance Director
Summary: The City of Rochelle held Committee of the Whole meetings on November 15th and 16th to discuss the upcoming 2018 budget. During the meetings, the City Manager presented a PowerPoint highlighting the 2018 budget and answered specific questions on various line items. The City Clerk published a Public Hearing Notice, as required by State law, to consider adoption of the budget at the December 11th City Council Meeting. Final action on the 2018 Budget is required on or before December 29, 2017 in order for it to be filed with the County.
The final Proposed 2018 General Fund revenues are budgeted at $9,537,136. This represents a decrease of approximately 9% compared to the approved 2017 budget. Budgeted expenses total $9,467,565 which is approximately 9% lower than the 2017 budget. This results in a budget surplus of $69,571. The combination of the General Fund, Special Revenue Funds, Enterprise Funds, Internal Service Funds, Trust and Agency Funds, and Capital Project Funds results in budgeted revenues of $85,039,607 and budgeted expenses of 87,974,580.
Illinois statues require that the City conduct a public hearing on the proposed budget to allow citizens the opportunity to provide comments. After the Council returns to regular session, members of the Council can propose modifications to the proposed budget, each of which will be voted on by the Council. The proposed budget as amended will then be subject to a final Council vote for approval.
Recommendation:
Conduct Public Hearing
Approve Fiscal Year 2018 Budget
Supporting Documents:
pdf 2018 Proposed Budget (1.63 MB)
Agenda Item #3 Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2018
Staff Contact: Nancy Bingham, Human Resources Coordinator
Summary: The Municipal Code of the City of Rochelle requires that the City Council annually approve a resolution establishing the minimum/maximum wage rates for all position classifications within the City. The proposed resolution applies to all employees and is based on job categories as defined by the Equal Employment Opportunity Commission. The rates included in this resolution are consistent with those that were incorporated into the City Budget for Fiscal Year 2018.
Recommendation: Approve the Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2018.
Supporting Documents:
pdf Exhibit A - Minimum/Maximum Anticipated Wages Rates (10 KB)
Agenda Item #4 Ordinance Granting a Special Use Permit to Allow for the Installation of a Balcony on the Front Façade of 416 Lincoln Highway and Ordinance Authorizing the Execution of a Redevelopment Agreement with Kennay Farms Distilling
Staff Contact: Michelle Pease, Community Development Director/Kip Countryman, Building Inspector
Summary:
The subject property is zoned B-1 Commercial Central Business and is located at 416 Lincoln Highway. Kenney Farms Distillery, LLC is requesting an easement agreement to erect a balcony to replace the existing marquee which is above the City’s ROW. A redevelopment agreement is also requested.
In regards to the easement, the agreement will span a period of thirty (30) years with an option for two ten (10) year extension, provided that Kennay Farms, LLC is not in breach of any of its obligations under the agreement and maintains the balcony in accordance with the applicable city codes and all other applicable building code regulations. This easement shall be deemed revoked if Kennay Farms, LLC discontinues use of the balcony for more than one (1) year. This easement shall inure to the benefit of Kennay Farms, LLC successors and assigns in the building.
Kennay Farms, LLC shall be solely responsible for the installation, construction and maintenance of the balcony and the City shall have no responsibility with regard to such installation, construction or maintenance. Kennay Farms, LLC agrees to protect, defend, indemnify and hold the City harmless from all claims, actions, demands, liability, costs (including court costs) and expenses (including attorney fees) related to the installation, construction, maintenance, or use of the balcony.
In regards to the redevelopment agreement, the City agrees to grant Kennay Farms, LLC a non-exclusive easement to install, maintain, and use a balcony constructed of metal or other impervious material.
The City, at its expense and on a timely basis, agrees to increase the electrical service and provide a transformer to supply the appropriate electrical service to the building for the distilling operation.
The City agrees that Kennay Farms, LLC may at its expense install PVC conduits for potential underground electrical service and communications.
The City agrees that Kennay Farms, LLC may split the water service inside the building into components for domestic water and a sprinkler system and to increase the size of the water line into the building from a two-inch pipe to a four-inch pipe at their expense.
The City authorizes Kennay Farms, LLC to modify storm water drainage emanating from the property as a result of the installation of the balcony by allowing the direct discharge of storm water, following all code requirements and stormwater drainage ordinances.
The City agrees that Kennay Farms, LLC shall use an exhaust system through the building’s existing chimney or a new hard pipe exhaust system, provided that the exhaust is at a vertical level higher than any currently existing adjacent residential area.
The City agrees to allow reasonable delivery of raw material into the building and finished product and other matters from the building in a reasonable manner.
A public hearing on the petition of Kenney Farms Distillery request for special use was held at the Planning and Zoning Commission meeting on December 11, 2017. The recommendation of the commission will be shared at the council meeting.
Recommendation:
Approve an Ordinance Granting a Special Use Permit to Allow for the Installation of a Balcony on the Front Façade of 416 Lincoln Highway
Approve an Ordinance Authorizing the Execution of a Redevelopment Agreement with Kennay Farms Distilling
Supporting Documents:
pdf Kennay Farms Distilling Site plans (8.17 MB)
pdf Redevelopment Agreement (43 KB)
pdf Easement Agreement for Balcony (55 KB)
Agenda Item #5-7 Ordinance Approving Annexation and Development Agreement Love’s Travel Stops and Country Stores, Ordinance Approving Annexing and Zoning the Property Located at the Corner of Illinois Route 251 and Steward Road, and Ordinance Granting a Variance Related to Landscaping, Set Backs and Signage
Staff Contact: Michelle Pease, Community Development Director/Kip Countryman, Building Inspector
Summary: Love’s Travel Stops & Country Stores is proposing to enter into an annexation agreement with the City of Rochelle for 17 acres at the corner of 251 South and Steward road south of I-88 and rezone the property to B-2 in order to construct a travel stop with a convenience store, Hardees restaurant, Chester’s chicken, passenger fueling, semi-truck fueling, semi-truck parking, and a tire shop. The property is fronting I-88 on the north, route 251 on the west, Steward Road on the south, and 40 acres zoned I-1, of undeveloped property on the east.
Love’s Travel Stops, along with City staff, has developed an annexation agreement with the City of Rochelle that will contain a preliminary and final plat of subdivision, Zoning for B-2 Commercial Highway, City utilities (Water, Sewer, Electric) to the easterly edge of the property, widening along Steward road for a vehicle turn lane, traffic signaling at Route 251 and Steward road, and upgrades to the current lift station to serve adjoining properties as part of the Hub City Development Annexation Agreement in 2010. The expenses identified on Exhibit C of the agreement are the responsibility of Love’s Travel Stops with the exception of a contribution of up to $350,000 by the City to be used for traffic signalization and other intersection improvements at IL Route 251 and Steward Road. This contribution will be made over a three year period with the first installment of $125,000 included in the City’s 2018 budget.
As part of the development, Love’s Travel Stops and Country Stores has asked for relief from the Rochelle municipal Sign ordinance, relief from Section 110-404 interior parkways (earth berming), Section 110-407 site interior(foundation planting), Section 110-531 Fuel canopies(height), Section 110-603 parking area setbacks( 20 feet).
The City of Rochelle Planning and Zoning Commission held a public hearing on Dec. 4, 2017 to review the petition from Love’s Travel Stops. After review of the facts the Planning and Zoning Commission voted 5-0 to recommend to City Council that the City annex the 17 acres, re-zone certain property B-2 Commercial Highway, approve a variance for a 50 foot ground sign, and approve a variance granting relief from the requirements of Sections 110-404, 110-404, 110-531, and 110-633 of the Rochelle Municipal Code.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Capital Improvement Fund $125,000 (2018) Up to $350,000
Recommendation:
Authorize an Ordinance Approving Annexation and Development Agreement Love’s Travel Stops and Country Stores
Authorize an Ordinance Approving Annexing and Zoning the Property Located at the Corner of Illinois Route 251 and Steward Road
Authorize an Ordinance Granting a Variances related to Landscaping, Set Backs and Signage
Supporting Documents:
pdf (19 KB) pdf Ordinance Approving Annexation and Development Agreement Love’s Travel Stops and Country Stores (22 KB)
pdf Exhibit A - Annexation Agreement (156 KB)
pdf Exhibit B - Site Plan (470 KB)
pdf Ordinance Granting a Variances related to Landscaping, Set Backs and Signage (142 KB)
pdf Planning Commission Presentation (2.83 MB)
Agenda Item #8 Resolution Establishing Lawnridge Cemetery Price Schedule Effective January 1, 2018
Staff Contact: Tim Isley, Streets and Cemetery Superintendent
Summary: Chapter 30 of the current Rochelle Municipal Code, entitled Cemetery, provides for the establishment of fees and charges related to Lawnridge Cemetery including lot sales and services performed. The last revisions made to the Cemetery Price Schedule were effective May 1, 2010.
In efforts to maintain the financial soundness of Lawnridge Cemetery a review of the current price schedule was conducted. Revenues for services provided were compared with expenses incurred to provide the services and the cost of maintaining the facilities and grounds. Surrounding cemetery fees were also taken into consideration.
The Cemetery Price Schedule review indicated a need to re-organize the document while adding and removing language. It was determined that there are fees for services provided that are not sufficient to cover the cost to provide those services. It was also determined that current Cemetery fees are lower than fees charged by other surrounding cemeteries.
Streets and Cemetery Superintendent Tim Isley recommends an increase of fees in areas including grave spaces, grave/interment opening and closing, disinterment, late arrival, Saturday, Sundays and holidays. All proposed changes are noted in the 2010 Cemetery Price Schedule, with language lined out being removed and language in red being added. The attached 2018 Proposed Cemetery Price Schedule shows all final document changes.
Implementation of the proposed changes will improve the financial soundness of Lawnridge Cemetery.
Recommendation: Approve a Resolution Establishing Lawnridge Cemetery Price Schedule Effective January 1, 2018.
Supporting Documents:
pdf Resolution Establishing Lawnridge Cemetery Price Schedule Effective January 1, 2018 (10 KB)
pdf Red-Lined Cemetery Price Schedule Effective May 1, 2010 (18 KB)
pdf Proposed Cemetery Price Schedule Effective January 1, 2018 (18 KB)
pdf Lawnridge Cemetery Sales (42 KB)
pdf Cemetery Price Comparison (38 KB)
Agenda Item #9 Resolution Establishing Lawnridge Cemetery Rules and Regulations Effective January 1, 2018
Staff Contact: Tim Isley, Streets and Cemetery Superintendent
Summary: Chapter 30 of the current Rochelle Municipal Code, entitled Cemetery, provides for the establishment of rules and regulations related to Lawnridge Cemetery and its operation. The last revisions made to these rules were effective May 1, 2010.
Changing and updating the rules and regulations are necessary for maintaining an efficient operation and staying current with state statutes. Proposed changes include: re-organizing parts of the document, grouping areas of specific information together and adding and removing language to better clarify the Rules and Regulations document.
All proposed changes are noted on the attached 2010 Rules and Regulations document, with language lined out being removed and language in red being added. The attached 2018 Proposed Rules and Regulations show all final document changes.
Recommendation: Approve a Resolution Establishing Lawnridge Cemetery Rules and Regulations Effective January 1, 2018.
Supporting Documents:
pdf Red-Lined Rules and Regulations Effective May 1, 2010 (51 KB)
pdf Proposed Rules and Regulations Effective January 1, 2018 (45 KB)
Agenda Item #10 Purchase of 4x4 Full-Size, Sport Utility Vehicle – Fire Department
Staff Contact: Dave Sawlsville, Fire Chief
Summary: A new vehicle was included in the fiscal year 2017 budget for the Fire Department. The vehicle considered was a full size 4X4 sport utility vehicle with ample storage for equipment & personnel.
The above referenced vehicle and alternate equipment was advertised in the Rochelle News Leader. Bids were publicly opened and read aloud on December 5th for the above referenced vehicle. Two separate bids were received as follows including alternate options/equipment for a full size 4x4, sport utility vehicle:
• Prescott Brothers Ford submitted a bid (#1) proposal in the amount of $42,532.00
• Sawicki Motors submitted a bid (#1) proposal in the amount of $36,174.15
It should be noted that municipalities are able to purchase certain vehicles and equipment that have been publicly/separately bid through the Illinois Department of Central Management Services. This vehicle is available per the minimum specifications and/or alternate options for $36,390.00 through the State’s vendor.
The vehicle is being funded through fiscal year 2017 capital outlay #01-22-84000 from the Fire Department budget.
Recommendation: Accept the local, low bid in the amount of $36,174.15 and award the contract to Sawicki Motors as described in the bid documents for Bid #1, with all other options, subject to an acceptable contract with said bidder.
Agenda Item #11 Ordinance Approving an Amendment to the Personnel Policies Manual Concerning a Revised Policy on Prohibited Harassment
Contact: Nancy Bingham, Human Resources Coordinator
Summary: Public Act 100-0554 was signed by Governor Rauner and became law on November 16, 2017. Public Act 100-0554 (the Act) amends the State Officials and Employees Ethics Act, including Section 70-5, which pertains to government entities.
Pursuant to this new mandate, local units of government must adopt an ordinance or resolution establishing a policy prohibiting sexual harassment prior to January 15, 2018.
We have reviewed our current sexual harassment policy and have revised it to comply with the new mandate.
Recommendation: Approve an Ordinance Approving an Amendment to the Personnel Policies Manual Concerning a Revised Policy on Prohibited Harassment
Supporting Documents:
Agenda Item #12 Resolution Adopting the 16th Edition of the American Public Power Association Safety Manual Pertaining to Safe Operations and Addendum to Section 407c), Use and Care of Rubber Gloves
Staff Contact: Nancy Bingham, Human Resources Coordinator
Summary: The City of Rochelle strives to keep our employees safe and adhere to the safety standards set by OSHA. The American Public Power Association has published a Safety Manual for its member utilities since 1977. The APPA promotes a safe and injury-free work environment for the public power and is a vital tool for the Electric Department. The APPA Manual also has benefits for the Water/Water Rec and Street Departments. The departments have routine training and keep abreast of the latest safety techniques and procedures.
The addendum to Section 407c) addresses the use and care of rubber gloves. This recommended change has been discussed during a regular training session with an IMUA representative and at a meeting at the department level with the superintendent. It is the recommendation of the department to adhere to the OSHA Standards concerning Minimum Approach Distance, and not section 407 (c) of the 16th Edition of the APPA Safety Manual. Section 407 (c) attempts to protect employees where there is no hazard and is contrary to the OSHA rule.
Recommendation: Approve Resolution Adopting the 16th Edition of the American Public Power Association Safety Manual Pertaining to Safe Operations and Addendum to Section 407c), Use and Care of Rubber Gloves
Supporting Documents:
pdf Addendum to Section 407c) (94 KB)
Agenda Item #13-14 Approval of Executive Session Meeting Minutes and Resolution Regarding the Release of Executive Session Minutes
Staff Contact: Sue Messer, Assistant to the City Manager/Deputy Clerk
Summary: The Mayor and Council went into executive session on November 27, 2017 for the discussion of minutes of meetings lawfully closed under the Open Meetings Act, for purposes of approval by the body of the minutes of meetings lawfully closed under this Act, and for the semi-annual review of the minutes as mandated. Section (c) (21). Following review and discussion the council recommended approval of 16 executive session minutes as identified on the Resolution Approving the Content of Certain Executive Session Meeting Minutes. In addition, the council recommended the release of 19 executive session minutes, including 3 that will be released with limited, confidential, personal information redacted. Council also recommended that 16 executive session minutes remain confidential at this time due to the content. The minutes to be released and those remaining confidential are identified on Exhibit A and B of the Resolution Regarding the Release of Executive Session Minutes.
Recommendation:
Approve the Resolution Approving the Content of Certain Executive Session Meeting Minutes
Approve the Resolution Regarding the Release of Executive Session Minutes
Supporting Documents:
pdf Resolution Approving the Content of Certain Executive Session Meeting Minutes (210 KB)
pdf Resolution Regarding the Release of Executive Session Minutes (16 KB)
Agenda Item #15 Ordinance Approving Utility Easement Agreement - Steward Road Transmission Line
Staff Contact: Jason Bird, RMU Electric Superintendent
Summary: The City has been working for several months to obtain utility easements for the Steward Road Reconductoring project. This is the final easement required for this project.
Funding Sources:
Source: Capital Project Steward Line Budgeted Amount:2.5 million, we expect to complete project within the budget numbers Proposed Expenditure:
James Wang and Yu Ying Wang $43,675.00
Recommendation: Authorize an Ordinance Approving a Utility Easement Agreement with James Wang and Yu Ying Wang
Supporting Documents:
pdf Ordinance Approving a Utility Easement Agreement with James Wang and Yu Ying Wang (14 KB)
pdf Easement Agreement (52 KB)
Special City Council Meeting December 11, 2017
City of Rochelle Council Chambers
Monday, December 11, 2017 at 6:45 p.m.
420 N 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
II. ROLL CALL:
III. PUBLIC COMMENTARY:
IV. BUSINESS ITEMS:
1) folder Public Hearing on Annexation Agreement, Zoning and Variances for Loves Travel Stores, Inc.
V. ADJOURNMENT
City Council Meeting Agenda November 27, 2017
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
• Appoint Gary Dunn to Airport Advisory Board Term 11/21/17-07/01/20
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 11/13/17 (233 KB)
b) Accept and Place on File Minutes of Golf Course Advisory Committee – pdf 09/25/17 (84 KB)
c) Accept and Place on File Minutes of Utility Advisory Board – pdf 9/20/17 (262 KB)
d) Approve Exceptions pdf 11/08/17-11/20/17 (74 KB)
e) Approve Bills – pdf 11/21/17 (201 KB)
f) Approve Payroll – pdf 10/23/17-11/05/17 (51 KB)
h) pdf Approve City of Rochelle Meeting Dates for 2018 (23 KB)
i) pdf Approve City of Rochelle Legal Holidays for 2018 (70 KB)
j) pdf Accept and Place on File Budget Summary Month Ending 10/31/17 (831 KB)
2) Ordinance Adopting 2017 Tax Levy
3) Ordinance Abating the Taxes Levied for 2017 - Taxable General Obligation Bonds
4) Resolution Authorizing the Sale of Surplus Real Estate – 122 S 9th Street
5) Resolution Establishing Utility Services Price Schedule for Electric including Rider 4 Interconnection and Net Metering Program for Renewable Energy Effective 01/01/18
6) Resolution in Support of an Application to the Illinois Department of Transportation’s State Rail Grant Program
7) Ordinance Authorizing the Purchase of a Ventrac 4500 Series Tractor and Tractor Equipment without Competitive Bidding - Golf Course
8) Engineering Agreement with Willett Hofmann & Associates – Meadowbrook Area Sanitary Sewer Lining Project
9) Engineering Agreement with Baxter & Woodman Consulting Engineers – Water Reclamation Facility Improvements
10) Ordinance Amending Chapter 66 of the Municipal Code Regarding Possession of Cannabis and Possession of Drug Paraphernalia
11) Resolution Authorizing the City Manager to Execute a Letter of Intent with Nextera Energy Transmission Mid-Atlantic, LLC
12) Resolution Authorizing the City Manager to Execute a Memorandum of Understanding with NATEX Research & Development
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
1) Discussion of minutes of meetings lawfully closed under this Act for purposes of approval by the body of the minutes of meetings lawfully closed under this Act for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated. Section (c) (21)
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 Ordinance Adopting 2017 Tax Levy
Staff Contact: Chris Cardott, Finance Director
Summary: The State of Illinois requires the City annually 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 $225,031,578 and its property tax rate was $1.053060 per $100 of EAV. The City collected $2,372,996 in property taxes. For the upcoming year, Ogle County has estimated the City’s EAV at $238,031,578. The proposed levy calculations would result in the City collecting $2,486,713 in property taxes, an increase of 4.98% (excluding the bond). Based on the estimated EAV, the tax rate would decrease .008361 per $100 of EAV. The proposed 2017 levy includes funding the Police and Fire Pension Funds as recommended by the City’s actuarial studies.
Recommendation: Approve the tax levy ordinance
Supporting Documents:
pdf Tax Levy Presentation (61 KB)
pdf Ordinance Adopting 2017 Tax Levy (90 KB)
pdf Rochelle Police Pension Board Recommendation (42 KB)
pdf Rochelle Police Pension Fund Actuarial Valuation – Lauterbach & Amen, LLP (303 KB)
pdf Rochelle Police Pension Fund Actuarial Valuation – Illinois Department of Insurance (79 KB)
pdf Rochelle Fire Pension Board Recommendation – (47 KB)
pdf Rochelle Fire Pension Fund Actuarial Valuation - Lauterbach & Amen, LLP (1.51 MB)
pdf Rochelle Police Pension Fund Actuarial Valuation – Illinois Department of Insurance (79 KB)
Agenda Item #3 Ordinance Abating the Taxes Levied for 2017 Taxable General Obligation Bonds
Staff Contact: Chris Cardott, Finance Director
Summary: 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 2013, 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. The annual debt service related to these bonds is being 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 2017 to Pay Debt Service on Taxable Obligation Bonds
Supporting Documents:
Agenda Item #4 Resolution Authorizing the Sale of Surplus Real Estate – 122 S 9th Street
Staff Contact: Michelle Pease, Community Development Director
Summary: The City of Rochelle is currently the owner of a vacant lot located at 122 S. 9th Street. The property is surplus real estate and it is no longer necessary for the City to retain ownership.
The property is zoned R5 (Multi-Family-High Density Residential) with a lot size of 66’ x 123.75’. The land is a vacant lot with no existing structures.
On November 1, 2017, the City obtained a written appraisal prepared by state certified appraiser Ryan L. Herbig of Midwest Appraisal Services, LLC. The written appraisal sets the value of the property at $6,000 and is available for public inspection.
The City Council may accept any contract proposal to purchase the property pursuant to 65 ILCS 5/11-76-4.1 by a vote of two-thirds. The property must be sold not less than 80% of the appraised value.
Recommendation: Approve a Resolution Authorizing the Sale of Surplus Real Estate at 122 S 9th Street
Supporting Documents:
pdf Resolution Authorizing the Sale of Surplus Real Estate (115 KB)
Agenda Item #5 Resolution Establishing Utility Services Price Schedule for Electric including Rider 4 Interconnection and Net Metering Program for Renewable Energy Effective 01/01/18
Staff Contact: Barbara Bell, Customer Service Supervisor
Summary: Currently, RMU has four solar customers and based on the number of solar inquiries, the solar production in the Rochelle area is expected to grow. In order to ensure RMU is billing for solar at an acceptable rate, RMU retained Utility Financial Solutions (UFS) to conduct an avoided cost determination for the value of solar. Mark Beauchamp (UFS) presented the findings from the study to the city council on October 23, 2017.
The study was conducted using RMU’s system load, class load data and the 2017 cost of service study. The solar production profile was based on irradiance data from the Rockford, IL area and obtained from NREL.gov. The recommended residential avoided cost value for solar is $0.06146. The recommended commercial avoided cost value for solar is $0.06860.
UFS recommends using net billing to charge for the avoided solar cost. The customer will be charged for all energy delivered to the customer at the rate assigned to the customer. The customer will be credited for all energy received from the customer at the value listed above. A sample of the billing difference between net metering (current) and net billing (proposed) is included.
Recommendation: Approve a Resolution Establishing Utility Services Price Schedule for Electric including Rider 4 Interconnection and Net Metering Program for Renewable Energy Effective 01/01/18.
Supporting Documents:
pdf Resolution Establishing Utility Services Price Schedule for Electric (215 KB)
pdf Rider 4 Interconnection and Net Metering Program for Renewable Energy (231 KB)
pdf Sample Solar Customer total Monthly Bill Before Taxes (28 KB)
Agenda Item #6 Resolution in Support of an Application to the Illinois Department of Transportation’s State Rail Grant Program.
Staff Contact: Jason Anderson, Economic Development Director
Summary: The City of Rochelle Railroad initiated a rail expansion project called Co-Op in 2016. Subsequently the Economic Development Office advanced an application for a grant, for the project, through the Economic Development Administration (EDA). Last Fall the City was awarded, by the EDA, a $3.42M grant for the $7.0M project. Upon the announcement of the EDA award, the Economic Development Office approached the Governor's office and the Illinois Department of Transportation (IDOT) for a matching grant to help the City of Rochelle fund the rail expansion project. The IDOT State Rail Grant Program has now come forward to offer the City of Rochelle $2.58M to go along with the $3.42M EDA grant. Together these two grants amount to $6M. The current CIR revenues will allow us to cash flow the remaining $1M for the completion of Project Co-Op.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
EDA Grant $3.42 M $3.42 M
IDOT State Rail Grant Program $2.28 M $2.28 M
CIR $ 1 M $1 M
Recommendation: Approve a Resolution in Support of an Application to the Illinois Department of Transportation’s State Rail Grant Program.
Supporting Documents:
Agenda Item #7 Ordinance Authorizing the Purchase of a Ventrac 4500 Series Tractor and Tractor Equipment without Competitive Bidding
Staff Contact: Mitch Hamilton, Golf Course Director
Summary: Our goals at the golf course over the 7 year agreement are to repair buildings, make upgrades to the golf course, replace equipment, build a reserve source of money, and at the end of the agreement we hope to have the course running on its own without any financial help.
We would like to purchase a Ventrac tractor with a contour mowing deck for the price of $27,461.00. This unit will replace a 2001 mower that is specific to green bank and tee bank mowing. We decided on the Ventrac tractor due to its capabilities to add over 21 attachments that are golf course related making the tractor a multi versatile machine to us. The majority of golf course equipment is site specific.
We would like to pay for the unit over a six year period with annual payments of $5,681.24 due May 1st at an interest rate of 4.6%. This will allow us to keep progressing on other upgrades to the property and equipment while still building our reserves.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Golf Course Capital Outlay 5700.00 per year $27,461.00
Recommendation: Approve an Ordinance Authorizing the Purchase of a Ventrac 4500 Series Tractor and Tractor Equipment without Competitive Bidding
Supporting Documents:
pdf Picture of Ventrac Tractor (605 KB)
Agenda Item #8 Engineering Agreement with Willett Hofmann & Associates – Meadowbrook Area Sanitary Sewer Lining Project
Staff Contact: Adam Lanning, Superintendent of Water/Water Reclamation
Summary: The City of Rochelle was recently awarded a community development block grant from the Illinois Department of Commerce and Economic Opportunity in the amount of $284,652 to line approximately 4,000 feet of sanitary sewer. The City was awarded this grant based on various factors such as basement back up occurrences, income levels and bypass pumping occurrences. This project will line the sewers along Sunnymeade, Springdale, part of Fairview and Short Ct. I expect the project to be completed in the summer of 2018. Willett has been an integral part of this project since its inception approximately 4 years ago. Construction costs are estimated for this project at $354,710 and the city is required to provide $88,680 in local funds per grant requirements.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Capital Outlay $90,000 $40,500
Recommendation: Approve an Engineering Agreement with Willett Hofmann & Associates in the amount of $40,500.
Supporting Documents:
pdf Engineering Agreement with Willett Hofmann & Associates (280 KB)
Agenda Item #9 Engineering Agreement with Baxter & Woodman Consulting Engineers – Water Reclamation Facility Improvements
Staff Contact: Adam Lanning, Superintendent of Water/Water Reclamation
Summary: In 2016 Willet Hoffmann and Associates was awarded a contract to provide the Water Reclamation Department with a facilities plan along with a rate study to help secure funding sources for numerous wastewater treatment plant upgrades. The report was completed and submitted to the Illinois Environmental Protection Agency (IEPA).
On September 19th we posted a request for qualifications to evaluate engineering firms to design the upgrades for next year and received 4 statements of qualifications. Over the course of 2 weeks we visited numerous facilities and conducted field interviews with the plant managers to evaluate the quality of work from each firm.
The plant improvements will be phased over the course of 2 years and funded through a low interest IEPA loan. In August of 2017 we made the final payment on a 20 year loan and plan to borrow an equivalent amount so the rates will not have to increase.
The proposed projects for 2018 include system 1 pump station modifications, new preliminary treatment bar screen grit removal equipment, SCADA system upgrade, anaerobic lagoon rehabilitation, administration building addition, high efficiency blower replacement(s), and eliminate the Cleveland 2 lift station. The proposed projects total around $5,000,000 in construction costs. The proposed engineering agreement specifies a fixed cost not to exceed based on a time and material basis since some of these projects may not happen based on a preliminary study.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
2018 Capital Outlay $877,675 Not to exceed $816,500
Recommendation: Approve an Engineering Agreement with Baxter & Woodman Consulting Engineers in the amount not to exceed $816,500.
Supporting Documents:
pdf Engineering Agreement with Baxter & Woodman Consulting Engineers (961 KB)
Agenda Item #10 Ordinance Amending and Updating Chapter 66 of the Municipal Code regarding possession of cannabis and drug paraphernalia within the City of Rochelle
Staff Contact: Eric Higby, Chief of Police
Summary: On July 29th Governor Rauner signed into law SB 2228 which removed the criminal penalties for those found in possession of 10 grams or less of cannabis. SB2228 further provides that the penalty for possession of any drug paraphernalia seized during the arrest for the offense of possession of cannabis 10 grams or less shall be a civil law violation. Both offenses are punishable by a minimum fine of $100.00 and a maximum fine of $200.00. The Rochelle Police Department and the City Prosecutor believe that the ordinance should be modified and updated to be consistent with the new Illinois law.
Recommendation: Approve an Ordinance Amending and Updating Chapter 66 of the Municipal Code regarding possession of cannabis and drug paraphernalia.
Supporting Documents:
pdf Ordinance Amending and Updating Chapter 66 of the Municipal Code (121 KB)
Agenda Item #11 Resolution Authorizing the City Manager to Execute a Letter of Intent with Nextera Energy Transmission Mid-Atlantic, LLC
Staff Contact: City Manager Jeff Fiegenschuh and Electric Operations Superintendent Jason Bird
Summary: Rochelle currently owns approximately 20 miles of 138 kV transmission lines and associated substation facilities at Caron Road and Twombly (Substation #2). Since August 1, 2015, RMU has operated these facilities as a transmission owner (“TO”) under the applicable tariff and related agreements of PJM Interconnection, LLC (“PJM”). As a PJM TO, Rochelle recovers an annual revenue requirement for its transmission facilities, which allows Rochelle to recover all necessary transmission-related expenses, including transmission O&M, A&G, taxes, insurance, and depreciation, earn a return on transmission rate base and recover a Payment in Lieu of Taxes.
The transmission function has served Rochelle well by enabling the City to meet PJM reliability requirements and regional compliance obligations, with the necessary cost being shared by customers throughout the applicable transmission zone rather than solely by RMU customers. However, RMU’s primary focus as an electric utility is on providing electric distribution service to retail and commercial customers, not the provision of transmission-related services. In order to better enable RMU to meet current operational needs and better situate it to meet potential future needs, RMU issued a request for proposals on July 12, 2017, to explore opportunities either for a transmission-related strategic partnership, or an outright sale of its transmission assets to a transmission-focused company.
Rochelle received competitive proposals from six respondents, four of which were bids for an outright sale of RMU’s transmission assets. These proposals have been evaluated by RMU staff and its consulting team and follow-up interviews were conducted with four of the respondents. The results of these evaluations have been shared with council members over the course of two executive sessions, most recently on November 13th.
After careful consideration, RMU is recommending that the council authorize the City Manager to execute a Letter of Intent (“LOI”) and enter into negotiations over a potential definitive agreement with Nextera Energy Transmission MidAtlantic LLC (“NEET”). In our view, NEET has offered Rochelle the best overall value for the outright sale of Rochelle’s transmission assets, including a commitment to work in close partnership with RMU on future transmission-related projects that will need to be completed in the next few years to enhance the reliability of the existing system and to serve new load requirements.
If the council accepts this recommendation, an LOI will be executed and negotiations over the definitive agreement will commence immediately thereafter. If the negotiations are successful, we will bring the agreement to the council for review and final approval. It is anticipated that this would occur most likely during the first quarter of 2018.
Recommendation: Approve a Resolution Authorizing the City Manager to Execute a Letter of Intent with Nextera Energy Transmission Mid-Atlantic, LLC
Supporting Documents:
pdf Resolution Authorizing the City Manager to Execute a Letter of Intent (114 KB)
Agenda Item #12 Resolution Authorizing the Execution of a Memorandum of Understanding and Application to the UAS Integration Pilot Program
Staff Contact: Jason Anderson, Economic Development Director
Summary: NATEX Research & Development LLC is seeking to submit an application through the FAA to identify a community to test and collect data on the use of Unmanned Aircraft System (UAS) technology. UAS technology is advancing rapidly and the FAA is looking for sites where these aircraft can be tested within boundaries of rural settings. The MOU attached to this memo allows NATEX to submit a competitive application for Rochelle to be a potential test site. We believe that as UAS technology becomes a viable resource for direct distribution of products that can be delivered through "Drones," economic development opportunities will follow. Test sites will likely become permanent locations for new industries that are designed to take advantage of such technologies.
Recommendation: Approve a Resolution Authorizing the Execution of a Memorandum of Understanding and Application to the UAS Integration Pilot Program
Supporting Documents:
City Council Meeting Agenda November 13, 2017
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
• Good News – Sam Tesreau
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 10/23/17 (106 KB)
b) Accept and Place on File Minutes of Railroad Advisory Board – pdf 01/26/17 (369 KB) , pdf 04/27/17 (278 KB) , pdf 07/27/17 (275 KB)
c) Accept and Place on File Minutes of Airport Advisory Board – pdf 04/24/17 (331 KB)
d) Approve Exceptions – pdf 10/18/17-11/06/17 (76 KB)
e) Approve Bills – pdf 11/7/17-11/7/17 (280 KB)
f) Approve Payroll – pdf 10/09/22-10/22/17 (54 KB)
g) pdf Resolution in Support of Illinois Bicentennial Celebrations (118 KB)
h) Accept and Place on File Municipal Compliance Report – pdf Fire Pension Fund (82 KB)
i) Accept and Place on File Municipal Compliance Report – pdf Police Pension Fund (62 KB)
j) Approve Street Closure for the Annual Old Fashioned Christmas Walk - pdf 12/1/17 (17 KB)
k) Authorize Lighted Christmas Parade – pdf 12/1/17 (27 KB)
l) pdf Resolutions Approving Change in Authorized Signature – Central Bank (101 KB)
2) Risk Insurance for the City of Rochelle
3) 2018 Health Insurance Renewal for the City of Rochelle
4) Ordinance Creating an Early Separation Incentive Program
5) Ordinance authorizing and providing for the issue of not to exceed $3,400,000 General Obligation Refunding Debt Certificates (Limited Tax), Series 2017A, for the purpose of refunding certain outstanding obligations of the City
6) Ordinance authorizing and providing for the issue of not to exceed $600,000 General Obligation Refunding Bonds, Series 2017B, for the purpose of refunding certain outstanding bonds of the City
7) Resolution Setting a Fee for Residential Waste Collection
8) Preliminary Engineering Services Agreement for an Intersection Design Study at IL Rte. 251 and Steward Rd
9) Ordinance Approving Utility Easement Agreement – Steward Road Transmission Line
10) Purchase of Replacement Backup Generator for the Fire Station
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
1) The setting of a price for sale or lease of property owned by the City. Section (c) (6)
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 Risk Insurance for the City of Rochelle
Staff Contact:
Nancy Bingham, HR Coordinator
Summary:
The City of Rochelle’s Risk Insurance Plan Year expires annually on December 31. The City has participated in the Illinois Municipal League Risk Management Association (IMLRMA) since 1997.
In the efforts to control increasing costs, this year the staff solicited risk insurance proposals from alternative brokers along with IMLRMA annual renewal.
The renewal rate from IMLRMA for 2018 was $660,669 which is a 1.25% decrease from 2017. There were two very competitive quotes from brokers with increases on all lines of coverage. AJ Gallagher presented a quote from Illinois Municipal Insurance Cooperative (IMIC) for $498,905 for an initial savings of 25% or $161,764. I would like the council to consider approving the proposal from Gallagher Benefits and joining IMIC. This change would broaden and leverage our risk with controlling the costs and mitigating future increases.
IMIC is a cooperative consisting of 18 municipalities in the region; Peru, Mendota, Oglesby, Sandwich, Oswego, Dwight, Coal City, Peotone, Bradley, Manteno, Wilmington, Marseilles, Braidwood, Plano, Channahon, Bourbonnais and Roscoe. The City of Rochelle has obtained approval by the IMIC Executive Board to join in 2018 along with 2 other applicants, Morris and Dixon. The quote with IMIC includes increased lines in coverage with a substantial increase in Cyber Liability and additional coverage of Equipment Breakdown, not currently covered by IMLRMA. Along with the coverage from IMIC, Gallagher provides additional services/products from support, training, and webinars to onsite safety reviews and inspections. Attached are documents giving further details of IMIC and Gallagher. There will be a Gallagher representative on hand to discuss IMIC, the program and answer any questions.
If approved, with the initial savings of 25%, there will additional savings on Workers’ Comp through Illinois Public Risk Fund (IPRF) at approximately 10% or $22,939. IPRF also offers yearly grants of approximately $5000 to use toward safety related supplies or training. The police department uses Lexipol for training at a cost of approximately $5000 yearly and this would be paid for by IPRF and Gallagher at no additional cost with increased services. The City could also be approved for a 1% discount on premium costs. The overall totals savings would be closer to $200,000 for the first year.
Recommendation:
Adopt a Resolution Approving the Proposal from AJ Gallagher with the Illinois Municipal Insurance Cooperative (IMIC).
Supporting Documents:
pdf Illinois Municipal Insurance Cooperative (IMIC) Packet (1016 KB)
pdf AJ Gallagher 2018 Insurance Program Packet (4.41 MB)
Agenda Item #3 2018 Health Insurance Renewal for the City of Rochelle
Staff Contact:
Nancy Bingham, HR Coordinator
Summary:
The City currently offers health insurance benefits to all full-time employees. Blue Cross/Blue Shield of Illinois is our current carrier. The policy expires December 31, 2017.
On September 25th the City Council approved the Resolution Accepting Membership as a Member of the Quad Cities Health Insurance Pool (QCHIP) Sub-Pool which is a member of the Intergovernmental Personnel Benefits Cooperative (IPBC). Blue Cross/Blue Shield of Illinois will still remain the insurance carrier.
The IPBC presented a total premium increase from 2017 to 2018 at 0%. The total cost in 2017 was $2,015,447 and the total cost for 2018 will be $2,018,745. However, this cost is not all paid by the City. The premiums will continue to be shared with the employee paying 15% of the monthly premium for single coverage and 18% of the monthly premium for family coverage, an increase from 15% in the past.
For 2018 the plan design was modified to decrease the total expenditure for health insurance by the City and keep the overall impact on the employees minimal. The plan design will be modified by increasing the deductible and out-of-pocket limits, establishing certain co-pays and using Express Scripts for prescriptions. These changes will decrease the total premium costs. The total premium costs will also include the broker fee which was previously 100% employer cost.
With the ever rising health care costs, the unknown of the ACA and while most are seeing double digit increases, this quote of a 0% increase is outstanding.
Recommendation:
Consider approving the IPBC Blue Cross/Blue Shield health insurance Rates for 2018
Supporting Documents:
pdf City of Rochelle – IPBC Rates for 1/1/2018 – 6/30/2019 (132 KB)
Agenda Item #4 Ordinance Creating an Early Separation Incentive Program
Staff Contact:
Jeff Fiegenschuh, City Manager
Summary:
In an effort to find cost reductions city wide, staff is presenting an early separation incentive that, if approved, will be available to a classification of employees that meets certain requirements. Below is a synopsis of the plan:
Any employee, who, upon attaining the age of sixty (60) and having accumulated fifteen (15) years of service, shall be eligible for an early separation incentive as offered by the City from time to time. Eligible employees must notify the City of intent to accept the early incentive offer no earlier than the effective date and no later than the termination date as set by the City Council.
The City Council has determined that it will authorize an early separation incentive program with an enrollment period effective from December 1, 2017 through February 28, 2018. The date of any employee’s separation under this program shall be no earlier than February 1, 2018 and no later than June 30, 2018.
In exchange for accepting the City’s early separation incentive program, the City shall provide 100% health insurance premium coverage for the employee and currently enrolled family members, as of the date of the passage of the authorizing ordinance by the City Council, at the current level of enrollment for two (2) years from and after the employee’s elected date of retirement.
Enrolled employees must agree to utilize and exhaust any accrued and unused vacation time such that no employee may receive payment for vacation time at or in excess of six (6) percent of his or her annual salary.
I have attached a spreadsheet with the names of the employees who will qualify for the program along with the annual savings (highlighted in green). There is the potential for some significant savings to both the general fund and the utility funds. If this measure is approved, the positions left vacant will not be filled (for a minimum of 2 years).
Recommendation:
Authorize an Ordinance Approving the Early Separation Incentive Program
Supporting Documents:
pdf Ordinance Creating an Early Separation Incentive Program (119 KB)
pdf Agreement to be signed by employee and City Manager (195 KB)
Spreadsheet Highlighting Savings
Agenda Item #5-6 General Obligation Refunding Debt Certificate Ordinance and General Obligation Refunding Bond Ordinance
Staff Contact:
Chris Cardott, Finance Director
Summary:
On June 30, 2008, the City of Rochelle issued $5,000,000 of General Obligation Limited Tax Debt Certificates with a maturity in 2028 to construct and equip a new building incorporating a crisis management center and certain facilities related to and necessary for the City’s technology park.
On June 8, 2009, the City of Rochelle issued $750,000 of General Obligation Bonds with a maturity in 2029 for the improvements of the public capital infrastructure not limited to the construction, installation and equipping of one or more new hangars at the municipal airport and the upgrading and repair of one or more existing hangars and runways.
Due to the current interest rate environment, refunding of these two debt issues could generate a savings in interest expense over the term of the debt while maintaining the original maturity date. The attached ordinances give the City Manager the authority to proceed with the refunding.
Recommendation:
Consideration and action on an ordinance authorizing and providing for the issue of not to exceed $3,400,000 General Obligation Refunding Debt Certificates (Limited Tax), Series 2017A, for the purpose of refunding certain outstanding obligations of the City, providing for the security for and means of payment for the Certificates, and authorizing the sale of Certificates to Robert W. Baird & Co. Incorporated
Consideration and action on an ordinance authorizing and providing for the issue of not to exceed $600,000 General Obligation Refunding Bonds, Series 2017B, for the purpose of refunding certain outstanding bonds of the City, providing for the levy of taxes to pay said bonds, and authorizing the sale of said bonds to Robert W. Baird & Co. Incorporated
Supporting Documents:
pdf Certificate Ordinance (384 KB)
pdf Exhibit A to the Certificate Ordinance - Escrow Agreement (330 KB)
pdf Exhibit A to the Bond Ordinance - Escrow Agreement (330 KB)
Agenda Item #7 Resolution Setting a Fee for Residential Waste Collection
Staff Contact:
Tim Isley, Superintendent of Streets and Cemetery
Summary:
Northern Illinois Disposal Services provides waste collection which includes garbage, landscape waste, and recycling to the community. In addition, the Rochelle Street Department provides City residents with large brush pickup and seasonal leaf vacuuming. The City charges residential customers a waste collection fee of $11.36 per month per dwelling unit for these services.
Currently the City transfers $85,500 out of the solid waste fund to help offset the Street Department’s cost of providing brush and leaf collection services to the community. In efforts to reduce transfers from the solid waste fund to the general fund, and to cover the Street Department’s cost of providing landscape waste collection services to the community, I recommend increasing the Street Department’s portion of landscape waste fees from $1.49 to $3.13 per month. This increase of $1.64 per month would eliminate the transfer of $85,500 from the solid waste fund to the general fund, and would cover the Street Department’s cost of providing landscape waste collection services. In addition, $25,000 is budgeted in the solid waste fund for contractual services to grind and spread landscape waste. These charges would also be removed from the solid waste fund, and the costs would be covered with the increased landscape waste fee.
The proposed increase of $1.64 will result in a monthly waste collection fee of $13.00 per month, which is less than surrounding communities, even though the level of service provided to the citizens of Rochelle is greater than that provided to citizens of surrounding communities.
Recommendation:
Approve a Resolution Setting a Fee for Residential Waste Collection to a total fee of $13.00 per month per dwelling unit beginning January 1, 2018.
Supporting Documents:
pdf Resolution Setting a Fee for Residential Waste Collection (107 KB)
pdf 2018 Proposed Landscape Collection Fee Increase (121 KB)
pdf Comparison of Waste Collection Fees (208 KB)
Agenda Item #8 Preliminary Engineering Services Agreement for an Intersection Design Study at IL Rte. 251 and Steward Rd
Staff Contact:
Sam Tesreau, City Engineer
Summary:
City staff has been working with a developer located at the NE quadrant of the intersection of Il Rte. 251 and Steward Rd for many months. As part of the project it was agreed that the intersection of IL Rte. 251 and Steward Rd would need to be studied for traffic signals and other geometrics improvements that may be required by the Illinois Department of Transportation as a result of their permit review process. The intersection includes Steward Rd which is under the jurisdiction of the City of Rochelle and therefore appropriate for the City to undertake considering the magnitude of regional impacts to our local roads and this arterial roadway classification.
Over multiple discussions and the development of an ongoing annexation agreement is was determined the City of Rochelle would pursue a traffic study analysis and Intersection Design Study (IDS) before developing the necessary construction plans for the improvements at IL Rte. 251 and Steward Rd. The annexation agreement contains provisions for a majority of the Engineering IDS reimbursement associated with the proposed development. Willett Hoffman Associates developed and submitted the traffic analysis to IDOT, on behalf of the City, several months ago. Since that time IDOT has reviewed and concurred with said study allowing the City to proceed onto the next step of the project.
Willett Hofmann has submitted a proposal for a Preliminary Engineering Services Agreement (PESA) related to the IDS at the above identified location. Approval of this PESA will allow the next step of the IDOT review process to continue and keep this critical project on schedule for eventual bidding and commencement of construction in late Spring 2018.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Engineering Services reimbursable $24,000
Recommendation:
Please consider approval of the Preliminary Engineering Services Agreement with Willett Hoffman& Associates
Supporting Documents:
Agenda Item #9 Ordinance Approving Utility Easement Agreement - Steward Road Transmission Line
Staff Contact:
Jason Bird, RMU Electric Superintendent
Summary:
The City has been working for several months to obtain utility easements for the Steward Road Reconductoring project. Through negotiation and design, we have been able to reduce the size and cost of the easements. Including this proposed agreement, a total of eleven easement agreements have been finalized and one remaining agreement is still being negotiated.
Funding Sources:
Source: Capital Project Steward Line Budgeted Amount:2.5 million, we expect to complete project within the budget numbers
Proposed Expenditure: Nefstead Trust $14,843
Recommendation:
Authorize an Ordinance Approving a Utility Easement Agreement with the Nefstead Trust
Supporting Documents:
pdf Ordinance Approving a Utility Easement Agreement with the Nefstead Trust (117 KB)
pdf Easement Agreement (726 KB)
Agenda Item #10 Purchase of a replacement backup generator for the Fire Station
Staff Contact:
Fire Chief Dave Sawlsville
Summary:
The current backup generator for the Fire Station was manufactured in the 1970s and was obtained used from the Police Department when they purchased a new one after becoming the backup 911 center for the county. It is undersized and only runs select circuits not including HVAC or the Storm Siren. Also because of the age of the current generator power fluctuations from the generator have caused damage to the base radio.
In conducting the research for this project it became apparent that whereas several contractors supply generators, Alternate Power Inc. specializes only in the sales, installation and service of generators. Currently the Ogle-Lee Fire Protection District owns four backup generators all purchased, installed, and serviced by Alternate Power. These generators have been in service since February of 2006 and in those 10+ years the customer service from Alternate Power has been flawless. Since the purchase of a generator is a long term investment the Fire Chief is asking to be allowed to remain with a supplier who has a proven track record of exceptional customer service and proceed with this purchase without competitive bidding.
Funding Sources:
Source: General Fund Capital Outlay – Fire Department Budgeted Amount: $45,000 Proposed Expenditure: $46,299.04 including generator, freight, warranty and electric and gas service upgrades
Recommendation:
Approve the purchase of a replacement backup generator from Alternate Power Inc. at a cost of $46,299.04
.
Supporting Documents:
pdf Estimate from Alternate Power (2.38 MB)
pdf Picture of existing generator (346 KB)
pdf Picture of existing generator (6.19 MB)
City Council Committee of the Whole Agenda November 16, 2017
City of Rochelle Council Chambers
420 N 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
II. ROLL CALL:
III. PUBLIC COMMENTARY:
IV. DISCUSSION ITEM
1) Proposed Budget for RMU and Enterprise Funds
V. ADJOURNMENT
City Council Committee of the Whole Agenda November 15, 2017
City of Rochelle Council Chambers
420 N 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
II. ROLL CALL:
III. PUBLIC COMMENTARY:
IV. DISCUSSION ITEM
1) Proposed Budget for General and Special Funds
V. ADJOURNMENT
City Council Meeting Agenda October 10, 2017
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
• Good News – RMU Electric Division
Chief Sawlsville
Adriana Milan
Fastenal Donates Equipment
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 9/25/17 (163 KB)
b) Approve Bills – pdf 10/03/17 (166 KB)
c) Approve Exceptions – pdf 09/20/17-10/02/17 (62 KB)
d) Approve Payroll – pdf 09/11/17-09/24/17 (55 KB)
e) Accept and Place on File Minutes of Golf Course Advisory Committee – pdf 8/21/17 (20 KB)
f) Accept and Place on File Minutes of Utility Advisory Board – pdf 7/19/17 (253 KB)
g) Approve Day of the Dead Committee Request – pdf 10/28/17 (146 KB)
2) Ordinance Amending Section 6-46 of the Municipal Code to Create One R-3 Liquor License
3) Ordinance Amending Ordinance for the Transfer of Property Pursuant to the Illinois Government Property Transfer Act (Old Lincoln School Property) and Resolution Amending Resolution Authorizing the Sale of the Hub Theater and Lincoln School Properties
4) Resolution Rescinding Resolution 17-08 Directing All Street Lighting Costs to be Assumed by Rochelle Municipal Utilities and Removed as an Expense of the General Fund
5) Ordinance Establishing an Administrative Procedure for Assessing and Determining Claims under the Public Safety Employee Benefits Act (PSEBA)
6) Resolution Approving a Grant Policy for the City of Rochelle
7) Ordinance Approving a Revised Fund Balance Policy for the City of Rochelle
8) Ordinance Amending Travel, Meal and Lodging Expenses Policy
9) Resolution Approving the Banking Services Proposal from Central Bank of Illinois
10) Joint State/Local EDP/TARP Agreement – South Main Street Improvements Phase II
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
1) Purchase or lease of real property for City’s use. Section (c) (5)
IX. ADJOURNMENT
Agenda Item 2 Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One R-3 Liquor License
Staff Contact:
Bruce W. McKinney
Summary:
The Fuzion 6 Casual Bar and Grill, located at 200 N. Washington Street, has submitted an application for a Class R-3 liquor license. This license allows the retail sale of alcoholic liquor by a restaurant, for consumption on the premises. The Liquor Commissioner, Mayor Olson, has reviewed the application and has no objection to the creation of an additional R-3 liquor license. The addition of this license will result in a total of seven Class R-3 liquor licenses in the City of Rochelle.
Recommendation:
Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One R-3 Liquor License
Supporting Documents:
pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle (8 KB)
Agenda Item 3 Ordinance Amending Ordinance for the Transfer of Property Pursuant to the Illinois Government Property Transfer Act -- Old Lincoln School and Resolution Amending Resolution Authorizing the Sale of the Hub Theater and Lincoln School Properties
Staff Contact:
Michelle Pease
Summary:
On June 13, 2016, the City Council adopted Ordinance 16-4575 authorizing and directing the City Manager to execute an Intergovernmental Agreement with Rochelle Community Consolidated School District #231, providing for the conveyance of School District property known as the old Lincoln School located at 108 South Main Street to the City. In addition, the council approved Resolution R16-09 authorizing the sale of the Hub Theater and Lincoln School Properties.
It was discovered that a portion of the old Lincoln School property was not included in the legal description of the property conveyed. Specifically, there are four parcels along Washington Street that the parties intended to include in the conveyance which were inadvertently omitted from Exhibit A of Ordinance 16-4575 and Exhibit B of Resolution R16-09.
The School District and the City agree that the four parcels were to be included in the agreements and no dispute exists with the parties to convey the parcels.
Recommendation:
Approve Ordinance Amending Ordinance for the Transfer of Property Pursuant to the Illinois Government Property Transfer Act -- Old Lincoln School
Approve Resolution Amending Resolution Authorizing the Sale of the Hub Theater and Lincoln School Properties
Supporting Documents:
pdf GIS Map of four parcels (386 KB)
Agenda Item 4 Resolution Rescinding Resolution 17-08 Directing All Street Lighting Costs to be Assumed by Rochelle Municipal Utilities and Removed as an Expense of the General Fund
Staff Contact:
Jeff Fiegenschuh, City Manager & Jason Bird, Superintendent of Electric
Summary:
At the previous city council meeting, the city council approved a resolution recommended by the City Manager that would have directed the electric utility to no longer bill the city for the power used in street lights. After a resident raised some concerns that this may be in violation of the utility’s bond covenants, I called bond counsel for a final determination. Unfortunately, when the 2005 bonds were refunded in 2015, the following language was approved “the electric utility shall bill all city departments for all reasonable costs.”
Since the program was not set to begin until January 2018 we are in good shape, however I do recommend the city council approve the resolution to rescind the previous resolution authorizing the discontinuation of the billing. As I stated previously, there is some very good news. Our estimated property values increased over the previous fiscal year and our current purchase of power contract prices are over $12 MWH less in the new contract. These two factors may lead to an overall decrease in future power bills and a decrease in the city’s portion of the property tax levy.
Recommendation:
Approve Resolution Rescinding Resolution 17-08 Directing All Street Lighting Costs to be Assumed by Rochelle Municipal Utilities and Removed as an Expense of the General Fund
Supporting Documents:
pdf Resolution Rescinding Resolution 17-08 (8 KB)
Agenda Item 5 Ordinance Establishing an Administrative Procedure for Assessing and Determining Claims under the Public Safety Employee Benefits Act (PSEBA)
Staff Contact:
Sue Messer, Assistant to the City Manager
Summary:
The Public Safety Employee Benefits Act (PSEBA) was enacted in 1997 and serves an important role in protecting the well-being of public safety officers who have suffered extreme injury or death in the line of duty. The intent of the legislation aligns with the goals of all municipalities: to do what is right for severely or fatally injured employees. Unfortunately, determinations on eligibility for PSEBA benefits have been inconsistent due to the lack of a clear definition of a “catastrophic injury” as referenced in the act. This has led to awards that do not actually recognize a “catastrophic injury,” but are none-the-less costly to municipalities.
As a result of recent case law, both Home Rule and Non-Home Rule communities have been granted legal authority to establish administrative procedures for assessing PSEBA claims, while simultaneously establishing the definition of “catastrophic injury.”
The Rochelle Police Pension Board and Rochelle Fire Pension Board have both been advised of the City’s intent to adopt this ordinance.
Recommendation:
Adopt an Ordinance Establishing an Administrative Procedure for Assessing and Determining Claims under the Public Safety Employee Benefits Act (PSEBA)
Supporting Documents:
Agenda Item 6 Resolution Approving a Grant Policy for the City of Rochelle
Staff Contact:
Sam Tesreau, City Engineer and Chris Cardott, Finance Director
Summary:
The Grant Accountability and Transparency Act (GATA) for the State of Illinois was created this year to eliminate duplicative grant requirements and reduce administrative burdens while increasing accountability and transparency. The purpose of GATA is to provide for the development of a coordinated, non-redundant process for the provision of effective and efficient oversight of the selection and monitoring of grant recipients, ensuring quality programs, limiting fraud, waste and abuse, and defining the purpose, scope, applicability and responsibilities in the life cycle of a grant. Once fully-implemented, uniformity in grant processes across State agencies will result in decreased administrative burden for both grant-making agencies and the provider community. In order to achieve accountability and transparency, the overall goal of uniformity in the pre-award, award, and post award grant periods is centered on the following elements:
• Defining roles and responsibilities
• Establishing uniform compatible policies and procedures across diverse grant programs
• Developing and implementing uniform mechanisms to monitor, evaluate, and report the results
• Reinforcing individual accountability through Budgeting for Results
• Improving the capacity of smaller nonprofit organizations by addressing weaknesses in finances, administration and human labor resources through training and the use of approved fiscal agents
• Implementing uniform administrative and reporting requirements to address the considerable resources that providers currently devote to responding to multiple reporting formats
• Strengthening internal governance of nonprofits by providing training, consulting, and State grant certification programs for all applicants
• Adopting Federal cost principles to provide data on the adequacy of overhead funding to nonprofit organizations
As per the standard questionnaires of the GATA there are certain policies and/or procedures that the City will need to implement over time. The policies and/or procedures will allow staff to provide supporting information during the application process or during the specific project duration. The City has registered with the State of Illinois and Chris Cardott, as the chief financial officer, is the portal administrator. Each department, regardless of the project application, must request access to the portal registration site. This will insure the necessary oversight and that departments are using the same Internal Controls Questionnaire (ICQ). The ICQ is updated each year by the portal administrator. Furthermore, each project application must be accompanied by a Programmatic Risk Assessment Questionnaire (PRAQ) which allows the reviewing agency to evaluate the programmatic risk of the applicant (City). The PRAQ is ultimately reviewed and signed by the City Manager or his designee before submitting the application package. These grantee pre-award requirements are mandated by Federal Uniform Guidance (2 CFR 200) and GATA. The most recent application for the Dement Road Extension Phase 2, from Creston Rd south to Wiscold Drive, utilized the new GATA requirements. IDOT is currently evaluating that application for EDP and TARP funding.
Recommendation: Authorize a Resolution Approving a Grant Policy for the City of Rochelle
Supporting Documents:
Agenda Item 7 Ordinance Approving a Revised Fund Balance Policy for the City of Rochelle
Staff Contact:
Chris Cardott, Finance Director
Summary:
On April 9, 2012, the City Council passed a Fund Balance Policy to establish a minimum level to be maintained to provide financial stability, cash flow for operations, and the assurance the City will be able to respond to emergencies with fiscal strength. The amended policy also sets an additional target cash and investment level of 15% of annual budgeted expenditures. If that target is not met, a three year plan to increase cash and investments will be created. (See III.1.d of the policy)
Recommendation:
Adopt Ordinance Approving a Revised Fund Balance Policy for the City of Rochelle
Supporting Documents:
pdf Fund Balance Policy (421 KB)
Agenda Item 8 Ordinance Amending Travel, Meal, and Lodging Expense Policy
Staff Contact:
Chris Cardott, Finance Director
Summary:
In 2016, Governor Rauner signed the Local Government Travel Expense Control Act into law (Public Act 099-0604). This law requires all non-home rule units of local government, including municipalities, school districts, special districts and community college districts, to regulate travel expenses at the board level. Thus, every covered unit of local government must adopt a resolution or ordinance that, at a minimum, contains the following provisions:
1. Allowed reimbursable activities (e.g., conference attendance, travel for business meetings, etc.);
2. The maximum amount that the unit of local government will reimburse for travel, meal and lodging expenses, and
3. A standardized form for documenting travel, meal or lodging expenses, as well as “the nature of the official business” for which reimbursement is sought.
Travel, meal or lodging expenses may not be approved unless the minimum documentation requirements have been met.
The attached policy amends the policy adopted in August 2017 to include pre-approved authorization by the City Manager for exceptions to the policy for reimbursements of meals.
Recommendation:
Adopt an Ordinance Amending Travel, Meal and Lodging Expenses Policy Consistent with Public Act 99-0604.
Supporting Documents:
pdf Travel, Meal and Lodging Policy (415 KB)
Agenda Item 9 Resolution Approving the Banking Services Proposal from Central Bank of Illinois
Staff Contact:
Chris Cardott, Finance Director
Summary:
On August 14, 2017, a Banking Services Request for Proposals (RFP) was distributed to the four local banks. The requested proposal was specific to the comingled account used by the City by all funds for payroll and accounts payable. The purpose was to identify the banking institution that can offer the highest quality service at the lowest cost. All four banks returned the RFP by the deadline of September 29, 2017. City staff reviewed the proposals and is recommending continuing banking services with Central Bank of Illinois. The interest rate quoted is .88% higher than the current rate which will increase the annual interest revenue by over $100,000. Central Bank is also not charging any fees.
Recommendation:
Adopt a Resolution Approving the Banking Services Proposal from Central Bank of Illinois as the City's primary bank and authorize the City Manager to execute documents deemed necessary to enter into a banking relationship consistent with the proposal from Central Bank of Illinois.
Supporting Documents:
pdf Resolution Approving the Banking Services Proposal from Central Bank of Illinois (1.48 MB)
Agenda Item 10 Joint State/local EDP/TARP Agreements - South Main Street Improvements Phase II
Staff Contact:
Sam Tesreau, City Engineer
Summary:
A request for Economic Development Program support was submitted through the City Manager’s office in late 2015 to IDOT Bureau of Statewide Program Planning Chief, Jeff South, for the South Main Street truck route improvements and access as a result of the expansion the Rochelle Foods facility and resulting job creation/retention in Illinois. The Rochelle Foods facility is located along South Main Street immediately north of Steam Plant Road. A letter (encl. 1) was received in late 2015, from IDOT Secretary Randall Blankenhorn’s office, approving EDP funds for the project subject to an EDP state/ local agency agreement and other conditions outlined in the letter. This portion of South Main Street, from Veterans Parkway to Steam Plant Road was identified on the City’s 10 year Capital Improvement Plan as an infrastructure upgrade in 2008.
According to the IDOT letter a state/local joint agreement must be fully executed prior to advertisement of this project for engineering or construction. IDOT District 2 Local Roads Engineers have worked with City staff to prepare the preliminary draft agreement (encl. 2). The agreement has been sent to IDOT’s Springfield office for review and will not be finalized and signed until such time the LA approves the necessary resolutions and concurs with the draft agreement. The agreement is the mechanism for releasing funds and beginning the period in which the project must be under a construction contract. The construction project must be awarded and contracted by 3/31/2021.
Furthermore, the “Local Agency (LA)”, or the City of Rochelle, will need to pass an resolution defining the limits of the proposed 80,000 pound truck route and identifying the truck route class. This resolution (encl. 3) will be attached as exhibit D in the agreement for this particular truck route. The truck route will be established along South Main Street, from the intersection with Veterans Parkway to the intersection with Steam Plant Road, and along . Furthermore, this truck route shall be properly signed in accordance with the Illinois Manual on Uniform Traffic Control Devices.
According to paragraph 12 (encl. 2) the initial Employee Reporting Form and the Local Agency/Company Agreement delineating the reporting requirements will be submitted as part of the agreement. The initial Employee Reporting Form has been provided by Rochelle Foods, LLC and Hormel Corporation and the Local Agency/Company Agreement will be executed by Rochelle Foods, before submittal to IDOT, once this agreement is approved. The documents will be attached as exhibit B and C in enclosure (2). The company is required to submit job creation progress reports for a period of 5 years from the execution of the agreement.
Lastly, the South Main Street improvements, and other related expenses, have not been programmed into the current FY budget but will be programmed into a multi-year budget program, beginning FY19, to meet the City cost participation for the project. Any remaining expenses and balances over and above the maximum not to exceed EDP funding level will be borne by the City’s local funds. Upon approval of the documents the EDP state/local agreement will be sent back to IDOT for their final review and final signatures. Please note this agreement is to be signed by the Mayor. If the agreement is to be approved by an appointed official, a resolution authorizing said appointed official to execute the agreement is required.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
EDP/STF/CIP N/A N/A
Recommendation:
Approve the state/local EDP/TARP agreement (enclosure 2) including Exhibits A, B and C for the S. Main Street Phase 2 project with section #15-00115-00-FP and give authorization to the Mayor to execute said agreement on behalf of the City.
Approve the resolution establishing a Class II designated truck route along South Main Street from Veterans Parkway to Steam Plant Road (enclosure 3) for the S. Main Street Phase 2 project with section #15-00115-00-FP.
Supporting Documents:
City Council Meeting Agenda September 25, 2017
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:
• pdf National Suicide Prevention Awareness Month (252 KB)
• pdf National Fire Prevention Week – October 8-14, 2017 (301 KB)
• pdf Public Power Week – October 1-7, 2017 (125 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Good News
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 9/11/17 (130 KB)
b) Accept and Place on File Minutes of Police and Fire Commission – pdf 6/27/17 (123 KB)
c) Accept and Place on File Budget Summary Month Ending pdf 8/31/17 (755 KB)
d) Approve Bills – pdf 09/19/17 (245 KB)
e) Approve Exceptions – pdf 09/06/17-09/18/17 (67 KB)
f) Approve Payroll – pdf 08/28/17-09/10/17 (52 KB)
g) Authorize Rochelle Community Action Network Food Truck Fair – pdf 10/21/17 (118 KB)
2) Resolution Directing All Street Lighting Costs to be Assumed by Rochelle Municipal Utilities and Removed as an Expense of the General Fund
3) Resolution Accepting Membership as a Member of the Quad Cities Health Insurance Pool Sub-Pool which is a Member of the Intergovernmental Personnel Benefit Cooperative
4) Ordinance Amending Ordinance No. 45-OH – Lee Ogle Enterprise Zone
5) Ordinance Approving a Utility Easement Agreement with Creekside LLC – Well 11
6) Ordinances Approving Utility Easement Agreements – Steward Road Transmission Line
7) Ordinance Amending and Updating Article VIII of Chapter 94 (Traffic and Vehicles) of the Municipal Code
8) Resolution Establishing Emergency Services Price Schedule
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item 2 Resolution Directing All Street Lighting Costs to be Assumed by Rochelle Municipal Utilities and Removed as an Expense of the General Fund
Staff Contact:
Jeff Fiegenschuh, City Manager & Jason Bird, Superintendent of Electric
Summary:
After I was hired as the City Manager, but before I officially begin my duties in Rochelle, I began conducting research on ways to alleviate some of the budget issues for the general fund. I discovered that RMU bills the general fund for all energy used for street lighting purposes. Additionally, the City of Rochelle has levied the maximum of $.05\$100 EAV for street lighting. This generates approximately $110,000 annually. The billing cost to the general fund associated with street lighting last year was approximately $155,000. The remainder of the funds come from Motor Fuel Tax and the general levy.
Typically, when the electric utility is owned by the municipality the power costs associated with street lighting is absorbed by the utility as a cost of doing business. It is one of the many added benefits to municipally owned power. Attached to the staff report is a brief spread sheet highlighting 19 different municipally owned electric utilities. As you can see over 84% of them do not bill the general fund for the power used for street lighting.
Also included with this report is a recent audited revenue and expense report for the electric department. As you can see, the utility clearly has enough revenues to absorb the additional power expense. If the city council approves this policy, the $.05\$100 levy will be transferred to assist with police and fine pension funding. Any portion of the $.05 that is not utilized for those pension levies will be placed in the general fund. Ideally, when our budget issues are resolved and the police and fine pensions are funded at the 90% level, the $.05 levy will no longer be utilized.
Staff is presenting this to the UAB in anticipation they will recommend to the city council changing the policy.
Recommendation:
Approve the Resolution Directing All Street Lighting Costs to be Assumed by Rochelle Municipal Utilities
Supporting Documents:
pdf Spreadsheet detailing comparable communities (111 KB)
pdf Electric department audited numbers for 2015-2016 (41 KB)
Agenda Item 3 Resolution Accepting Membership as a Member of the Quad Cities Health Insurance (QCHIP) Pool Sub-Pool which is a member of the Intergovernmental Personnel Benefits Cooperative (IPBC)
Staff Contact:
Jeffrey A. Fiegenschuh, City Manager
Summary:
As you are all aware, in this ever changing environment, health care costs continue to rise. In Rantoul, as early as 2014 and 2015, the village averaged health care increases in excess of 15%, even with changing to a high deductible HSA (Health Savings Account) plan. Our organization was similar to Rochelle in employee size and services offered. Based on information from colleagues from across the state, our team decided one of the most efficient ways to mitigate against large future increases was to join a larger pool of employee lives. In 2016, we accomplished this by joining the IPBC sub pool EWBC (Easter Will Benefits Cooperative). Our initial premiums were 25% lower than our quoted renewal rates and our first year renewals were in single digits. This was the first time in multiple years the village saw renewals of less than 10%. Part of this can be attributed to joining the sub pool and increasing our lives covered from 120 to 400. Essentially we broadened and leveraged our risk.
In an effort to control health care costs and mitigate future increases, I would like the city council to consider joining the QCHIP sub pool of IPBC. Based on the numbers the group provided our team, without any plan changes, the City’s renewal rate will drop from 7.6% to 3.1% (these are actual firm renewal numbers). Staff plans to make some additional benefit changes that may get the plan closer to renewal rate that offers identical rates as paid in the current plan year. If the council approves the change the city will remain with Blue Cross Blue Shield.
Other members of the QCHIP sub-pool include the communities of East Moline, Princeton, Colona, Lee County and Washington. Freeport is considering joining as well. If Rochelle joins the group our sub-pool will cover almost 800 lives. I realize many of you might not be familiar with the IPBC as an organization so I have included several attachments for your review including a power point outlining the organization along with a one-page history. Gallagher Benefits administers the program and a representative of their firm will be on hand to discuss the IPBC, its sub-pools and how the program works. He will also answer any questions you should have. I asked Attorney Lanzito to review the by-laws and the resolution, of which he has no concerns.
I am also providing two letters reference from other communities that joined two sub-pools of the organization along with the links below to news articles discussing two communities that moved to the IPBC or one of their sub- pools.
http://www.chicagotribune.com/suburbs/lake-zurich/news/
http://www.pantagraph.com/news/local/government-and-politics/city-could-switch-health-insurance-to-save-millons/article_7dc7787d-eca5-5268-8385-1ea797c145d0.html
Recommendation:
Approve the Resolution Accepting Membership as a Member of the Quad Cities Health Insurance Pool Sub-Pool which is a member of the Intergovernmental Personnel Benefits Cooperative
Supporting Documents:
pdf Spreadsheet Highlighting Savings (199 KB)
pdf Princeton Letter of Reference (69 KB)
pdf Channahon Letter of Reference (78 KB)
pdf Resolution Accepting Membership (87 KB)
pdf Exhibit A - Contract and By-Laws (297 KB)
Agenda Item 4 Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone
Staff Contact:
Sue Messer
Summary:
On December 14, 2015 the Mayor and Council approved an Ordinance Establishing Lee Ogle Enterprise Zone. The new zone encompasses the City of Rochelle along with the City of Dixon, Ogle County and Lee County. The zone was established to provide incentives to promote the economic growth of the area, to reduce unemployment and to encourage expansion, rehabilitation and new construction of structures within the zone for a term of 15 years.
The Lee Ogle Enterprise Zone includes 9,600 acres divided between the two counties and both cities. Of the 9,600 acres, 1000 acres were left "undesignated" to allow for other communities to adopt the Enterprise Zone at a later date. The City of Amboy would like the zone to be expanded to include certain industrial and commercial property in its community. The proposed ordinance and agreement will add the City of Amboy as a “Designating Unit of Government” of the Lee Ogle Enterprise Zone.
Lee Ogle Enterprise Zone Administrator Andy Shaw will be in attendance at the meeting to answer any questions.
Recommendation:
Authorize an Ordinance Amending Ordinance No. 45-OH to add the City of Amboy into the Lee Ogle Enterprise Zone
Supporting Documents:
pdf Ordinance Amending Ordinance No. 45-OH (692 KB)
Agenda Item 5 Ordinance Approving a Utility Easement Agreement with Creekside Land Holdings LLC
Staff Contact:
Adam Lanning
Summary:
Well 11, located on Flag Road is a main supply well that has been taken out of service due to radium exceedances. With this occurrence, the City of Rochelle entered into a compliance commitment agreement with the Illinois EPA which requires the City to construct a radium removal plant for that well.
During the design process we discovered that storm water detention and compensatory storage was necessary to meet local and state requirements. An existing storm water detention pond just north of the site was identified as being the most practical location for the storm water needs of this project. The pond needs to be expanded and some crop damage and soil compaction may occur during the construction phase. The area affected is 6.67 acres plus the use of the existing pond.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Capital Improvement fund Budgeted $49,136
Recommendation:
Authorize an Ordinance Approving a Utility Easement Agreement with Creekside Land Holdings LLC at a cost of $49,360.
Supporting Documents:
pdf Ordinance Approving a Utility Easement Agreement (117 KB)
Agenda Item 6 Ordinances Approving Utility Easement Agreements - Steward Road Transmission Line
Staff Contact:
Jason Bird
Summary:
The City has been working for several months to obtain utility easements for the Steward Road Reconductoring project. Through negotiation and design, we have been able to reduce the size and cost of the easements. Including these two proposed agreements, a total of ten easement agreements have been finalized and two more are anticipated in the next month.
Funding Sources:
Source: Capital Project Steward Line Budgeted Amount:2.5 million, we expect to complete project within the budget numbers Proposed Expenditure:
Ravnaas and Gilbert (2.55 acres) $9,920.00
Chicago Title Land Trust (3.03 acres) $11,840.00
Recommendation:
Authorize an Ordinance Approving a Utility Easement Agreement with Martin Ravnaas, Jr., Robert Ravnaas and Mary Gilbert
Authorize an Ordinance Approving a Utility Easement Agreement with Chicago Title Land Trust Company, Trust #5486
Supporting Documents:
pdf Easement Agreement (93 KB)
pdf Drawings of the easement (308 KB)
pdf Easement Agreement (72 KB)
pdf Drawings of the easement (331 KB)
Agenda Item 7 Ordinance Amending and Updating Article VIII of Chapter 94 (Traffic and Vehicles) of the Municipal Code of the City of Rochelle
Staff Contact:
Sam Tesreau, City Engineer
Summary:
Since the inception of the Overweight Truck permit system in May 2013 the permit fees have remained the same. Discussions began in Fall 2016 between City Engineering staff and the Trucking Advisory Committee (TAC) with regards to increases to the current permit fees. The fees collected are primarily used for administration, service charges, equipment and other operational expenses of the overweight truck permit system. Furthermore, overweight funds are budgeted each year to help supplement ongoing maintenance and/or infrastructure improvements on identified truck routes within the City of Rochelle.
The expenses for daily operations and administration of the overweight permit system, along with increased expenses for maintenance of and/or infrastructure improvements, continue to increase each year. It is the opinion of Engineering staff that fees need to increase on a regular basis to keep up with the City’s expenses. After much discussion over several months the TAC voted unanimously to increase current overweight/oversize permit fees by 6%. In addition, there were several areas within the current Overweight ordinance that staff identified, along with our online permitting system administrator OxCart, which needed clarification or revision. Those areas have been revised within the ordinance as well as the fee structure.
The increased amount will be rounded up to the nearest whole dollar amount and the new fees will go into effect January 1, 2018. This will allow sufficient time for any necessary website changes and daily/annual permit users to become aware of the increases and modifications to the ordinance while factoring such increases into their business expense for FY 2018. Approximately $35,000 has been received in overweight permit fees since January 1, 2017.
Recommendation:
Please consider approval of the recommended fee increase to be applied to all overweight oversize truck permits effective January 1, 2018 as well as the revised ordinance amending and updating Article VIII of Chapter 94 of the Rochelle Municipal Code.
Supporting Documents:
Agenda Item 8 Resolution Establishing Emergency Services Price Schedule
Staff Contact:
Dave Sawlsville
Summary:
The Naperville Fire Department conducted a survey of Illinois Fire Department ambulance user fees in early 2016. Compared to over 120 fire departments responding to the survey, Rochelle’s ambulance user fees are substantially lower than surrounding communities.
The City’s current Emergency Service Price Schedule was adopted on June 25th of 2012. Based on the Naperville study and the fact that the cost of providing these services continues to rise, I recommend a rate increase effective October 1, 2017. Please note that with the recommended increase our rates will be closer to the area average but still below what many communities are currently charging.
Recommendation:
Approve a Resolution Establishing Emergency Services Price Schedule effective October 1, 2017.
Supporting Documents:
pdf Naperville Fire Department Study (204 KB)
pdf Ambulance Rates Current and Recommended (229 KB)
pdf Resolution Establishing Emergency Services Price Schedule effective October 1, 2017 (109 KB)
City Council Meeting Agenda September 11, 2017
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:
• pdf Constitution Week – September 17- 23, 2017 (71 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
V. PUBLIC COMMENTARY:
• Art and Culture Committee
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 8/28/17 (191 KB)
b) Approve Bills – pdf 09/05/17 (150 KB)
c) Approve Exceptions – pdf 08/23/17-09/04/17 (73 KB)
d) Approve Payroll – pdf 08/14/17-08/27/17 (52 KB)
2) Ordinance Amending Section 94-226 of the Municipal Code to Prohibit Parking on Parts of School Avenue between the Hours of 7:30 a.m. and 4:30 P.M. on Days School is in Session
3) Ordinance Adopting Minimum and Maximum Setback Zone Provisions for Well 12
4) Revised Tuition Reimbursement Policy
5) Purchase of Two S&C IntelliRupters - RMU Electric Division
6) Purchase of 750 MCM Copper Underground Cable – RMU Electric Division
7) Ordinance Approving Utility Easements – Steward Road Transmission Line
8) Edison Electric Institute Master Agreements - RMU Electric Division
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Ordinance Amending Section 94-226 of the Municipal Code to prohibit parking on parts of School Avenue between the hours of 7:30 A.M. and 4:30 P.M. on days school is in session.
Staff Contact: Tim Isley
Summary:
Currently 15 minute parking is permitted on the south side of School Avenue between North Second Street and Meadow Lane. With Vehicles parking along the curb on each side of School Ave and motorists entering and exiting the intersection it becomes difficult for school buses to make a right hand turn off of North Second Street (school bus loading zone) onto School Avenue. By prohibiting parking on both sides of School Avenue from the North Second Street center line going east for 150 feet while school is in session will greatly reduce congestion in the intersection. Motorist will be able to travel in the middle of the driving lane instead of next to the centerline due to parked vehicles, giving school buses the needed space for safely completing turns.
Funding Sources:
N/A
Recommendation:
Approve an Ordinance Amending Section 94-226 of the Municipal Code to prohibit parking on the north and south sides of School Avenue from the centerline of North Second Street going east for 150 feet between the hours of 7:30 a.m. and 4:30 p.m. on those days which school is in session.
Supporting Documents:
pdf Map indicating limited parking area (3.53 MB)
Agenda Item #3 Ordinance Adopting Minimum and Maximum Setback Zone Provisions for Well 12
Staff Contact: Adam Lanning
Summary:
Well 12, located on Hayes road is a main supply well constructed in 2016 to service the industrial corridor. To maintain consistency with our existing wells and recommendations from the IEPA, it is recommended to adopt an ordinance establishing a 1000 ft. maximum setback radius and a 200 ft. minimum setback. This setback zone would prohibit certain structures or items to be constructed or stored within the setback radius. In accordance with the Groundwater Protection Act, Section 14.3(c) the City held a public hearing to allow comments regarding the proposed ordinance at the regular council meeting on August 28th. No comments were made by the public.
Funding Sources:
N/A
Recommendation:
Approve an Ordinance Adopting Minimum and Maximum Setback Zone Provisions for Well 12 Located Outside of the Corporate Boundary.
Supporting Documents:
pdf Ordinance Adopting Minimum and Maximum Setback Zone Provisions for Well 12 (14 KB)
pdf Appendix A: Maximum Setback Zone Map (316 KB)
Agenda Item #4 Revised Tuition Reimbursement Policy.
Staff Contact: Nancy Bingham
Summary:
The Tuition Reimbursement Policy is being updated to align the policy with the new fiscal year. The revision will require the submission of an application for pre-approval by October 1st to align with the current budget process. If the application is approved, the cost will be a part of the department budget.
The Tuition Reimbursement program will remain the same. The program requires each person to complete a Course Application Form for pre-approval, then the Reimbursement Form with an official transcript attached following the completed course.
Funding Sources:
N/A
Recommendation:
Approve the revised Tuition Reimbursement Policy
Supporting Documents:
pdf Tuition Reimbursement Policy (95 KB)
pdf Tuition Reimbursement Form (104 KB)
Agenda Item #5 Purchase of Two S&C IntelliRupters - RMU Electric Division
Staff Contact: Jason Bird
Summary:
In 2015 RMU started the process of improving the coordination of the distribution system by purchasing IntelliRupters. The coordination enhancements will improve the reliability of our system and reduce the outage time for the feeders. Phase 1, or feeder 32, is complete and will soon be activated. Feeders were prioritized based on the number of outages over a period of years with feeder 54 being the next one to improve.
The devices that were approved by council for feeder 32 were the S&C IntelliRupters. Since Universal Utility Supply Company (UUSCO) is the S&C representative in our area, they are the only vendor we can order these devices through. UUSCO has provided a quote for two IntelliRupters in the amount of $105,970. State statute and the Rochelle Municipal Code, Section 2-371, allow the City Council by a 2/3 vote to authorize the City Manager to enter into a contract without competitive bidding.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Capital Budget Coordination of Electric system $250,000.00 $105,970.00
Recommendation:
Approve the purchase of two S&C IntelliRupters from UUSCO at a cost of $105,970.
Supporting Documents:
Agenda Item #6 Purchase of 750 MCM Copper Underground Cable – RMU Electric Division
Staff Contact: Jason Bird
Summary:
RMU selected the Anixter company as its inventory provider through an RFP process. One of the items that Anixter is to add to RMU’s inventory and restock when we are low is 750 copper underground cable. Due to the cost of the 750 MCM copper cable, staff thought it was best to bring the item to council for approval. The lead time for deliver is 6 weeks and we are currently out of this size of cable. 750 Copper cable is used for the main feeds out of our substation to the main trunk lines, which means the cable has to be able to carry 600 amps.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Maintenance of underground cable, substation expense $95,000.00 $35,586.00
Recommendation:
Approve the purchase of 1800 ft. of 750 MCM Underground Cable through Anixter at a cost of $35,586.
Supporting Documents:
pdf Anixter Quote (RMU’s inventory company) (27 KB)
Agenda Item #7 Ordinance Approving Utility Easement - Steward Road Transmission Line
Staff Contact: Jason Bird
Summary:
It became known that utility easements were needed for the Steward Road Reconductoring project earlier this year. Through negotiation and design, RMU has been able to reduce the size and cost of the easements. RMU is also obtaining easements during the process that can assist with further extension of its transmission lines to serve the needs of future consumers.
This is another easement agreement for the Steward Road Transmission Line as discussed with the Council previously. There are currently eight easement agreements that have been signed and four more that are anticipated in the next month.
Funding Sources:
Source: Capital Project Steward Line Budgeted Amount:2.5 million Proposed Expenditure:
Lance Kuykendall (.32 Acres) $6,300.00
Recommendation:
Authorize an Ordinance Approving a Utility Easement Agreement with Lance Kuykendall for the Steward Road Transmission Line
Supporting Documents:
pdf Ordinance Approving a Utility Easement Agreement with Lance Kuykendall (15 KB)
pdf Easement Agreement (95 KB)
pdf Drawings of the easement (308 KB)
Agenda Item #8 Edison Electric Institute Master Agreements – RMU Electric Division
Staff Contact: Jason Bird
Summary:
Electric Superintendent Jason Bird is requesting approval of two Edison Electric Institute (EEI) master agreements. The agreements are required in order to include Citigroup Energy, Inc. and Shell Energy North America, L.P. in the upcoming request for proposal (RFP) for the physical energy products.
Approval of an EEI Master Agreement does not commit Rochelle to a specific transaction. It simply sets out the basic terms and conditions that will apply if Rochelle confirms a specific commercial transaction after qualifying bids are received.
In general, the main items that are negotiated for completion of an EEI Master Agreement are in regard to credit protection and accommodations for Rochelle’s status as a governmental unit. In the case of the Shell and Citi Master Agreements, there are a few points of difference worth noting:
• Like Rochelle’s other EEI Master Agreements, neither of these have mark to market provisions that would trigger exposure for additional credit assurance requirements if energy market prices swing dramatically.
• Both Shell and Citi will require additional credit assurance from Rochelle (either cash or a Letter of Credit) if Rochelle’s credit rating is downgraded (for Citi, BBB+/Baa1; for Shell, BBB-, Baa3).
• Shell will require Rochelle to provide a certified resolution and legal opinion affirming that any transaction has been properly authorized; Citi does not require this added formality.
• Both have appropriate references to applicable Illinois law as controlling.
• The Citi Master Agreement also includes (i) a standard corporate guarantee in favor of Rochelle from Citigroup Global Markets Holding Inc., the parent company of Citigroup Energy Inc.; and (ii) a Collateral Annex, which sets out the credit assurance requirements in more detail. Neither of these documents is included with the Shell EEI.
The other modifications included in these EEI Master Agreements are consistent with those previously approved and included in Rochelle’s other agreements.
Recommendation:
Approve Edision Electric Institute Master Agreements from Citigroup Energy, Inc. and Shell Energy North America, L.P.
Supporting Documents:
pdf Master Power Purchase and Sale Agreement from Citigroup Energy, Inc. (385 KB)
pdf Guarantee of Citigroup Energy Inc. (53 KB)
pdf Collateral Annex to the EEI Master Power Purchase and Sale Agreement (73 KB)
pdf Master Power Purchase and Sale Agreement from Shell Energy North America, L.P. (76 KB)
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