City Council Meeting Agenda July 25, 2016
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
o Appointment of Dan Lundquist to the Utility Advisory Board for a term to expire July 1, 2020
o Appointment of Richard Ohlinger to the Utility Advisory Board for a term to expire July 1, 2020
• Council Members
• Financials – pdf June 2016 (819 KB)
• Employee Introductions – pdf Jay Mulholland (163 KB)
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf July 11, 2016 (161 KB)
b) Approve Bills – pdf 070116-070716 (85 KB) , pdf 070816-071416 (88 KB)
c) Approve Payroll – pdf 070416-071716 (52 KB)
2) Ordinance Adopting Updated Chapter 46, Article II, Flood Hazard Area Development of the Rochelle Municipal Code, Including Updated Flood Insurance Rate Maps
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Ordinance Adopting Updated Chapter 46, Article II, Flood Hazard Area Development of the Rochelle Municipal Code, Including Updated Flood Insurance Rate Maps
References:
pdf Memo from City Engineer Sam Tesreau (114 KB)
pdf Ordinance Amending Chapter 46 of the Municipal Code (61 KB)
Recommended Action:
Consider an Ordinance Adopting Updated Chapter 46, Article II, Flood Hazard Area Development of the Rochelle Municipal Code, Including Updated Flood Insurance Rate Maps
History and Fact:
The Federal Emergency Management Agency (FEMA) is the national regulatory authority which governs flood maps. These maps include information regarding the type of flooding in specific areas and identify floodways and flood plains which are used to establish base flood elevations. The FEMA flood maps currently available for the City of Rochelle are dated April 1, 1982.
In October of 2009 the Mayor and Council hired Wills Burke Kelsey to develop a comprehensive flood study to establish the base flood elevations for the Kyte River and associated tributaries as well as remapping of the existing FEMA/Flood Insurance Rate Maps (FIRM) for the greater Rochelle area. The limits of the regional study were bounded by Bethel Road to the north, Mulford Road to the east, Perry Road to the south, and Brooklyn Road to the west and encompass approximately 125 square miles.
Discussion:
After several years of engineering analysis, submittals and review, FEMA notified the City in late 2014 that the updated FIRM maps had been released for public inspection and an open house was subsequently held in March of 2015. Earlier this year FEMA sent City staff a letter notifying us that the modified flood hazard determinations for our community would be effective as of August 17, 2016 as long as we have taken action to modify the City’s floodplain ordinance and adopt the map panels prior to that date. City engineering staff has discussed the proposed, revised ordinance with the National Flood Insurance Program Coordinator and it appears that the ordinance will meet or exceed the requirements with some minor modifications. Adoption of this ordinance will allow staff to move forward with submittal of the necessary documents to allow the Illinois Department of Natural Resources (IDNR) and FEMA to begin the final review prior to the August 17th effective date.
Recommendation:
Approve an Ordinance Adopting Updated Chapter 46, Article II, Flood Hazard Area Development of the Rochelle Municipal Code conditional upon final review, modification and/or acceptance by IDNR and FEMA as well as recodification or modifications of Chapter 46 as requested.
City Council Meeting Agenda July 11, 2016
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:
• Park and Recreation Month – pdf July 2016 (58 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf June 27, 2016 (216 KB)
b) Approve Bills – pdf 062416-063016 (94 KB)
c) Approve Payroll – pdf 062016-070316 (53 KB)
d) Accept and Place on File Minutes of Planning & Zoning Commission – pdf June 6, 2016 (159 KB)
2) Electric Cost of Service and Rate Design Study
3) Proposal for Professional Construction Services – Northern Interchange Yard
4) Resolution Establishing Hangar Rates at Kortiz Field/Rochelle Municipal Airport
5) Ordinance Authorizing Sale of Personal Property – Inoperable Vehicle
6) Ordinance Amending Chapter 6 of the Municipal Code to Allow Package Sales through Drive-up Window
7) IBEW Agreement for Generation Plant Employees
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Electric Cost of Service and Rate Design Study
References:
Recommended Action:
Consider an electric Cost of Service and Rate Design Study proposal from UFS for Rochelle Municipal Utilities.
History and Fact:
UFS has provided financial services to electric utilities in 43 states, Canada, Guam and the Caribbean including financial projections, cost of service and rate design studies. RMU has retained Universal Financial Solutions, LLC (UFS) since 2012 to perform electric rate design analysis.
Discussion:
At the request of City staff, UFS has submitted a proposal to perform a Cost of Service and Rate Design at a cost of $21,000 (excluding out of pocket expenses). The deliverables resulting from this proposal include an executive summary for management and the City Council, rate design for one year, detailed report for management and a presentation to management and the City Council.
Recommendation:
Authorize the City Manager to sign a Cost of Service and Rate Design Study Proposal with Utility Financial Solutions, LLC (UFS) for $21,000.
Agenda Item #3 Proposal for Professional Construction Services – Northern Interchange Yard
References:
pdf Memo from Economic Development Director Jason Anderson (36 KB)
Recommended Action:
Consider a Proposal for Professional Construction Services associated with the Expansion of the Northern Interchange Yard from Fehr Graham Engineering & Environmental.
History and Fact:
The City Industrial Rail (CIR) is currently operating at or above its designed capacity. As a result, the Mayor and Council awarded a bid for the Expansion of the Northern Interchange Yard to Swanson Contracting on June 13th for $649,510. The project includes the construction of one 2000’ parallel storage track, lengthening track #4 approximately 500’ and relocating one and constructing two additional turnouts.
Discussion:
At the request of RMU staff, Fehr Graham has submitted an Agreement for Professional Construction Services associated with the Expansion of the Northern Interchange Yard. The agreement includes the following scope of services: securing signed agreements, payment and performance bonds, coordinating construction meetings with the contractor, providing construction layout, verification of materials and testing of materials, reviewing shop drawings, providing oversight of the project, reviewing and approving pay requests for work completed, preparing construction record drawings and close out of the project.
Economic Development Director Jason Anderson recommends proceeding with the scope of work as outlined at an estimated cost of $48,000, based on time and materials. The Expansion of the Northern Interchange Yard will be financed through current railroad revenues.
Recommendation:
Authorize the City Manager to sign an agreement with Fehr Graham Engineering & Environmental for professional construction services associated with the City Industrial Rail Expansion of the Northern Interchange Yard at an estimated cost of $48,000.
Agenda Item #4 Resolution Establishing Hangar Rates at Koritz Field/Rochelle Municipal Airport
References:
pdf Memo from Airport Manager Michael Hudetz (175 KB)
pdf Hangar Rate Comparisons (10 KB)
pdf Detailed Hangar Rates (24 KB)
pdf Resolution Establishing Hangar Rates at Koritz Field/Rochelle Municipal Airport (75 KB)
Recommended Action:
Consider Approving a Resolution Establishing Hangar Rates at Koritz Field/Rochelle Municipal Airport
History and Fact:
It has been nearly 10 years since the hangar leases have been reviewed and reconciled against the increase in costs of the airport. In addition, the Rochelle Municipal Airport is a public airport, accepting state and federal grant money for improvements, and therefore must comply with requirements for uniformity and the nondiscriminatory sale of service and products. Currently there is a wide discrepancy in the lease rates based on cents per square foot per month and hangar classification.
Discussion:
The Airport Advisory Board held three meetings on the topic of creating reasonable and non-discriminatory rates for the different categories of airport hangars. Hangar rates from dozens of surrounding airports were reviewed. The board also reviewed what effect the changes would have on each of the current tenants. It was also determined that it would be much more manageable if tenants paid their rent semi-annually or annually rather than on a monthly basis. Therefore, the recommended rates include a discount if the rent is paid annually or semi-annually.
The Airport Advisory Board voted unanimously to approve the proposed changes to the hangar rental schedule at its meeting on June 20th. As a result, the airport staff recommends that the City Council approve the schedule of new lease rates for hangars at Rochelle Municipal Airport.
Recommendation:
Approve a Resolution Establishing Hangar Rates at Koritz Field/Rochelle Municipal Airport Effective January 1, 2017
Agenda Item #5 Ordinance Authorizing Sale of Personal Property – Inoperable Vehicle
References:
pdf Memo from Airport Manager Michael Hudetz (97 KB)
pdf Ordinance Authorizing Sale of Personal Property (57 KB)
Recommended Action:
Consider an Ordinance Authorizing Sale of Personal Property
History and Fact:
In 2014 the Street and Cemetery Department purchased a new Ford F350 truck and subsequently transferred a 1992 GMC Sierra truck to the Rochelle Municipal Airport for snow plowing.
Discussion:
The 1992 truck is no longer running and has been inoperable for some time. The vehicle has high mileage, is very rusty and has a failing transmission. Repairs for the transmission and other issues have been determined to be more than the truck is worth. Therefore, City staff members recommend selling the vehicle for scrap metal. Per State Statute, the Mayor and Council can authorize the sale of property which is no longer necessary or useful, including selling the vehicle for scrap metal. This is accomplished by a simple majority vote of the City Council.
Recommendation:
Approve an Ordinance Authorizing Sale of Personal Property – Inoperable Vehicle
Agenda Item #6 Amending Chapter 6 (Alcoholic Beverages) of the Municipal Code to Allow Package Sales through Drive-Up Window
References:
Recommended Action:
Consider an Ordinance Amending Chapter 6 (Alcoholic Beverages) of the Municipal Code to Allow Package Sales through Drive-Up Window
History and Fact:
Section 6-9 of the Municipal Code prohibits the sale of alcoholic beverages to any person occupying a motor vehicle. However, the Code does allow the delivery of alcoholic beverages in the original container to the vehicle of a person who purchases the goods inside the licensed premises.
Discussion:
One of our existing liquor license holders has requested the ability to sell packaged liquor to customers in motor vehicles through a drive-up window. The proposed ordinance would allow any liquor license holder authorized to sell alcoholic beverages for consumption off the premises to do so through a drive up window located on the premises.
Recommendation:
Approve an Ordinance Amending Chapter 6 (Alcoholic Beverages) of the Municipal Code to Allow Package Sales through Drive-Up Window
Agenda Item #7 IBEW Agreement for Generation Plant Employees
References:
Collective Bargaining Agreement (CBA) between City of Rochelle and Local 196 International Brotherhood of Electrical Workers (IBEW) effective May 1, 2014-April 30, 2019
pdf Memorandum of Agreement between IBEW 196 and City of Rochelle (87 KB)
Recommended Action:
Consider a Memorandum of Agreement between IBEW 196 and City of Rochelle amending existing CBA with regards to generation plant employees’ wages.
Discussion:
The current IBEW contract provides for hourly shift pay differential of $.80 for second shift and $1.10 for third shift for generation plant personnel. In May, the City changed the normal manning hours of the generation plant from 24 hours per day/7 days per week to 8 hours per day/five days per week, thereby effectively eliminating shift differential pay. This schedule change should allow staff to better maintain and operate its engines while reducing overtime and other labor costs. It should also allow the City to reduce positions as operators retire over the next few years. However, the existing collective bargaining agreement that covers generation plant employees did not anticipate the changes in their normal work shifts and the union asked to meet to discuss the financial impact on their members.
City Manager Plyman has negotiated an amendment to the existing agreement with the union that provides a $0.80 per hour wage increase for all generation plant personnel. This increase represents the existing shift differential under the current contract for second shift personnel. With the change, employees who would have would have worked the third shift will experience a pay reduction and while former first shift employees will get an increase. The City will be able to achieve savings from avoiding overtime caused by absences due to sick leave and vacations as well as overtime for working on holidays. The change in work schedules allow operators to enjoy the benefit of avoiding work on weekends, holidays and second and third shifts except in unusual circumstances. I believe it is a fair compromise. Upon your approval, employees will receive the increase pay rate retroactive to May 1.
Recommendation:
Approve a Memorandum of Agreement between IBEW 196 and City of Rochelle amending existing CBA with regards to generation plant employee wages.
City Council Meeting Agenda June 27, 2016
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 - Appointment of Members to Boards and Commissions
• Council Members
• pdf Financials - May 2016 (820 KB)
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf June 13, 2016 (305 KB)
b) Approve Bills – pdf 060316-060916 (109 KB) , pdf 061016-061616 (99 KB) , pdf 061716-062316 (106 KB)
c) Approve Payroll – pdf 052316-060516 (52 KB) , pdf 060616-061916 (125 KB)
d) Approve Wine on Lincoln Committee Request – pdf September 24, 2016 (92 KB)
e) pdf Approve Ordinance Establishing Prevailing Wage Rates (249 KB)
2) Ordinance Amending Section 110-291 to Allow for Micro-Distilleries as a Special Use in the B-1 and I-1 Zoning Districts
3) Ordinance Amending the Boundaries of the R-5 and I-1 Zoning Districts and Amending the Official Zoning Map to Rezone the Old Lincoln School Property from R-5 to I-1
4) Ordinance Approving a Special Use Permit for Micro-Distillery – 416 Lincoln Highway and 108 S Main Street
5) Compliance Commitment Agreement – Well 11
6) Second Amendment to Intergovernmental Agreement between the City and Flagg Rochelle Community Park District – Rochelle Golf Course Property
7) Resolution Authorizing the Sale of the Golf Course Restaurant Property Pursuant to Amended Redevelopment Agreement
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Ordinance Amending Section 110-291 to Allow for Micro-Distilleries as a Special Use in the B-1 and I-1 Zoning Districts
References:
pdf Memo from Building Inspector Kip Countryman (20 KB)
Recommended Action:
Consider an Ordinance Amending Section 110-291 to Allow for Micro Distilleries as a Special Use in the B-1 and I-1 Zoning Districts
History and Fact:
The Rochelle City Council approved a development agreement along with the sale of the Hub Theater on June 13th. The purchaser, Richard Kennay, plans to redevelop the theater property as a micro-distillery for the production and sale of distilled beverages. Mr. Kennay plans to host events in a banquet hall at the facility and conduct tours. In addition, he plans to store and age liquor and conduct other distillery related activities at 108 S. Main Street, the former Lincoln Elementary School, which has also been purchased. The City of Rochelle currently has no zoning to allow the use of micro-distillery.
Discussion:
Staff recommends that the use of micro-distillery should be a Special Use in the B-1 and I-1 Zoning Districts. The use of micro-distillery is consistent with other uses already permitted in the B-1 and I-1 Zoning Districts, and will not impede normal development in and around those districts. Staff recommends that the micro-distillery use be added as a use requiring a special use permit because the operation of multiple distilleries and the manner in which certain liquors are distilled may require consideration of the surrounding property owners prior to allowing for the use.
The Planning and Zoning Commission will hold a public hearing to consider micro-distilleries as a Special Use in the B-1 and I-1 Zoning Districts at its meeting on June 27th, immediately preceding the council meeting. As a result, the commission’s recommendation will be shared with the Mayor and City Council at the meeting.
Recommendation:
Authorize an Ordinance Amending Section 110-291 to Allow for Micro Distilleries as a Special Use in the B-1 and I-1 Zoning Districts
Agenda Item #3-4 Ordinance Amending the Boundaries of the R-5 and I-1 Zoning Districts and Amending the Official Zoning Map to Rezone the Old Lincoln School Property from R-5 to I-1
Ordinance Approving a Special Use Permit for Micro-Distillery – 416 Lincoln Highway and 108 S Main Street
References:
Recommended Action:
Consider an Ordinance Amending the Boundaries of the R-5 and I-1 Zoning Districts and Amending the Official Zoning Map to Rezone the Old Lincoln School Property from R-5 to I-1
Consider an Ordinance Approving a Special Use Permit for Micro-Distillery – 416 Lincoln Highway and 108 S Main Street
History and Fact:
The Rochelle City Council approved several documents on June 13th to facilitate the sale of the Hub Theater and former Lincoln Elementary School to Richard Kennay. Mr. Kennay plans to redevelop the Hub Theater at 416 Lincoln Highway as a micro-distillery and use the school property at 108 S. Main Street for distillery related activities.
Discussion:
The school property at 108 S. Main is zoned R-5 multi-family residential and has been vacant since 2013. The property is surrounded by residential on the south, a place of worship on the west and light industrial on the north. Staff feels that rezoning the property to I-1 would allow for a new use in an otherwise blighted property that currently abuts the I-1 Zoning District.
Richard Kenney, the purchaser of the Hub Theater and Lincoln Elementary School, has filed a petition to have a special use permit issued to allow him to use the properties for a micro-distillery operation. The former Hub Theater is zoned B-1 Commercial Central Business and staff recommends that the former Lincoln School be rezoned I-1. Staff recommended that Council approve an ordinance to allow for micro-distilleries as a special use in the B-1 and I-1 Zoning Districts in the previous agenda item.
The Planning and Zoning Commission will hold a public hearing to review the rezoning and issuance of special use permits for Micro-Distillery at its meeting on June 27th, immediately preceding the council meeting. As a result, the commission’s recommendation will be shared with the Mayor and City Council at the meeting.
Recommendation:
Authorize an Ordinance Amending the Boundaries of the R-5 and I-1 Zoning Districts and Amending the Official Zoning Map to Rezone the Old Lincoln School Property from R-5 to I-1
Authorize an Ordinance Approving a Special Use Permit for Micro-Distillery – 416 Lincoln Highway and 108 S Main Street
Agenda Item #5 Compliance Commitment Agreement – Well 11
References:
pdf Memo from Water/Water Reclamation Superintendent Adam Lanning (50 KB)
pdf Rochelle Municipal Utilities Response to Violation (122 KB)
pdf Compliance Commitment Agreement (184 KB)
Recommended Action:
Consider Compliance Commitment Agreement
History and Fact:
On April 13th the Illinois Environmental Protection Agency (IEPA) notified Rochelle Municipal Utilities (RMU) that the level of radium sampled at one of the City’s four wells, Well 11 near the high school, exceeded the maximum contaminant level (MCL). The maximum level for radium is 5PCI/L and the well’s average for last year was 6PCI/L. As a result, RMU staff took Well 11 offline.
Discussion:
According to state statute, RMU is required to respond in writing to the IEPA outlining the actions that will be taken to return the well back to compliance. Also, the response must state whether we are willing to enter into a Compliance Commitment Agreement (CCA) with the state.
Superintendent Lanning has had a series of conversations with IEPA representatives and they have agreed to resolve this violation with one of two options. RMU will move forward with the planning and design of a radium removal plant at Well 11 and continue quarterly sampling and testing for radium over the next year. If we are able to lower the running average for radium below the MCL for 4 consecutive quarters then we will be in compliance and have no reason to proceed with the construction of a treatment plant. If the continued sampling does not yield results below the MCL, we will need to construct the treatment plant as outlined in the CCA at an approximate cost of $2-3 million. If we construct a treatment plant, it would not be operational until February of 2018.
The IEPA agreed to these provisions which are reflected in the proposed CCA. Superintendent Lanning recommends entering in to this agreement as these are the best options available at this time.
Recommendation:
Authorize City Manager Plyman to sign the Compliance Commitment Agreement with the Illinois Environmental Protection Agency related to Violation Notice W-2016-00015 for Well 11
Agenda Item #6 Second Amendment to Intergovernmental Agreement between the City of Rochelle and Flagg Rochelle Community Park District – Rochelle Golf Course Property
References:
pdf Second Amendment to Intergovernmental Agreement (90 KB)
Recommended Action:
Consider Second Amendment to Intergovernmental Agreement – Rochelle Golf Course Property
History and Fact:
On March 20, 2013 the Mayor and Council approved an Intergovernmental Agreement with the Flagg-Rochelle Community Park District relating to the acquisition and leasing of 74.285 acres improved with a golf course and restaurant.
On April 25th the Mayor and Council approved a First Amendment to the Intergovernmental Agreement to facilitate the operation of the golf course for the 2016 season, excluding the restaurant. The amendment memorialized the terms of the joint operation regarding employees, administration of revenue and expenses and insurance responsibilities.
The City Council subsequently approved a Preliminary and Final Plat of Subdivision on May 9th to subdivide the restaurant parcel from the golf course parcel. This action was taken so that a potential buyer could acquire the restaurant while the City of Rochelle and Flagg Rochelle Park District preserved the golf course use.
Discussion:
The City and Park District have agreed to further amend the Intergovernmental Agreement to provide for the sale by the Park District to the City of the Park District’s interest in the restaurant parcel and to provide for the continued operation of the golf course for the 2017-2023 golf seasons. The terms included in the proposed Second Amendment to the Intergovernmental Agreement are as follows:
• On or before June 29, 2016 the Park District will execute and deliver to the City a warranty deed conveying the Park District’s interest in the Restaurant Parcel to the City for a purchase price of $100,000 to be paid on or before June 29, 2018, without interest.
• The Park District and City will jointly operate the golf course facility on the terms set forth for the 2016 golf season and additionally for the 2017 through 2023 golf seasons, providing however that the total contributions of the parties toward the operation of the golf course shall not exceed $150,000 for each golf season, with each party contributing 50%.
• The City will have the right and authority to grant the purchaser of the restaurant parcel the exclusive right to sell food and beverages on the golf course.
Recommendation:
Approve a Second Amendment to Intergovernmental Agreement between the City of Rochelle and Flagg Rochelle Community Park District – Rochelle Golf Course Property
Agenda Item #7 Resolution Authorizing the Sale of the Golf Course Restaurant Property Pursuant to Amended Redevelopment Agreement
References:
Recommended Action:
Consider a Resolution Authorizing the Sale of the Golf Course Restaurant Property Pursuant to Amended Redevelopment Agreement
History and Fact:
On June 13th the Mayor and Council approved a Resolution Authorizing the Sale of the Golf Course Restaurant Property to John Scanlan. Mr. Scanlan owns and operates restaurants in Rockford, New Milford and Davis Junction and plans to make over $700,000 worth of improvements at the golf course restaurant including remodeling the restrooms and kitchen and installing new floors, ceilings, HVAC and lighting. The associated redevelopment agreement provides for the sale of the property to C.C.S. Golf LLC, a legal entity established by Mr. Scanlan for this project.
The Flagg Rochelle Park District subsequently met on June 20th to consider the sale and tabled the item pending some concerns about contract language.
Discussion:
Representatives from the City and Park District met following the June 20th Park District meeting and negotiated the Second Amendment to the Intergovernmental Agreement which removes the Park District as a party to the amended Redevelopment Agreement.
The provisions of the amended Redevelopment Agreement are as follows:
• By statute, the City must sell properties for no less than 80% of the appraised values. The current appraised value of the restaurant is $250,000. Under the revised agreement, C.C.S. will purchase the property for $200,000 and the City will contribute the proceeds of the sale to C.C.S. by means of an economic development grant. The City may be reimbursed by the TIF fund for the grant contribution if sufficient TIF revenues are available in the future.
• The Developer will have the right to sell the property at any time, however, the City is granted a right of first refusal during the term of this agreement.
• Developer is granted a right of first refusal during the term of this Agreement to purchase the golf course should the City desire to sell it.
• The Developer will commence construction of the project within 30 days of the date of conveyance of the property and will complete the project by January 1, 2017.
• The Developer will purchase parking lot light fixtures and materials and the City will be responsible for installation at its cost.
• The City will resurface/restripe the parking lot no later than October 1, 2016.
• The City agrees that it will operate and keep open for business the golf course located adjacent to the property for a minimum of 7 years from the date construction of the developer project is completed.
• The City agrees that the Developer will have exclusive right and authority to sell food and beverages for the golf course. The developer agrees that it will provide food and beverage sales year round including utilization of the beverage cart during golf season.
• The Developer will have sole control and ownership of the sign along 7th Street and the parties agree to shared use of the sign on an equitable basis.
• The agreement also provides for property tax increment rebates from the TIF fund. For the first $250,000 of property tax increment generated from the project, the city will return half of the increment ($125,000) to the developer. The City will then rebate 100% of the increment generated from the project, up to a total rebate of $250,000.
Recommendation:
Consider a Resolution Authorizing the Sale of the Golf Course Restaurant Property Pursuant to Amended Redevelopment Agreement
City Council Meeting Agenda May 23, 2016
City of Rochelle Council Chambers
420 N 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf May 9, 2016 (184 KB)
b) Approve Bills – pdf 042916-050516 (81 KB) , pdf 050616-051216 (83 KB)
c) Approve Payroll – pdf 042516-050816 (53 KB)
2) Purchase of Two Compact Loaders – Street Department
3) City Hall Roof Accessories Project
4) City of Rochelle Emergency Operations Plan
5) Ordinance Authorizing Sale of Personal Property – Inoperable Vehicle
6) Rescission Agreement – Hub Theater & Graber Building
VII. DISCUSSION ITEMS:
1) Capital Improvement Plan 2017-2021
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Purchase of Two Compact Loaders for the Street Department
References:
pdf Memo from Superintendent of Streets and Cemetery Tim Isley (38 KB)
pdf Bid Tabulation Sheet (273 KB)
Recommended Action:
Consider the purchase of two 2016 compact loaders for the Street Department.
History and Fact:
The 2016-17 General Fund Capital Budget includes $95,000 for the purchase two compact loaders for the Street Department. These loaders will replace an existing 2005 T300, which is beginning to have maintenance issues, and a 2008 S175 model that is undersized. By upgrading these loaders, all compact loader attachments owned and used by the Street Department will operate on both machines.
Discussion:
Subsequent to the required public notice, the City Clerk opened bids for two compact loaders on May 11th from six equipment suppliers. Superintendent Tim Isley reviewed the bids and found that the low bidder, CSR Bobcat, met all of the specifications. Therefore, Isley recommends the acceptance of the bid from CSR Bobcat in the amount of $106,075 minus the trade in value of $25,000, for the loaders being replaced, for a total of $81,075.
Recommendation:
Approve the purchase of two 2016 compact loaders from CSR Bobcat in the amount of $106,075 minus the trade in value of $25,000 for a total of $81,075 and reject all other bids.
Agenda Item #3 City Hall Roof Accessories Project
References:
pdf Award Recommendation from Willett Hofmann & Associates (1.20 MB)
Recommended Action:
Consider bids for the City Hall Roof Accessories Project
History and Fact:
A few years ago City staff noticed a deterioration of shingles on the City Hall roof along with peeling and decaying fascia and soffit and failing gutters. As a result, Willett Hofmann & Associates inspected the roofs and developed project specifications for the removal and replacement of the asphalt shingles and flat membrane roofing as well as accessories including gutters, downspouts, soffit and fascia.
Bids for the entire City Hall Roof Replacement Project were opened on May 15, 2015 and came in significantly higher than budgeted. As a result, Assistant to the City Manager Sue Messer recommended that council award the bid for the asphalt and membrane roofing only and that the accessories portion be rebid at a later date.
Discussion:
Willett Hoffman & Associates (WHA) estimated the City Hall Roof Accessory Project cost at $69,000-$51,000 depending on the material used for the fascia and soffit. The amount of $56,000 was included in the FY 2016-17 Capital Outlay Budget for this project. WHA divided the project into three parts to aid in flexibility and funding. The base bid consisted of the removal and installation of new gutters and downspouts, Alternate #1 included the replacement of the fascia and soffit with a PVC product and Alternate #2 included wrapping the fascia and soffit with aluminum.
Subsequent to the required public notice, the City Clerk opened bids from two contractors on May 17th. Our consultant, Alan Hulstedt of Willett Hofmann and Messer believe that the best approach long term for aesthetics and low maintenance is to award the Base Bid and Alternate Bid #1 to Bruns Construction, the apparent low bidder, for the sum of $43,650.
Recommendation:
Accept the Base Bid and Alternate Bid #1 for the City Hall Roof Accessories Project from Bruns Construction for a total of $43,650 and reject all other bids.
Agenda Item #4 City of Rochelle Emergency Operations Plan
References:
pdf Ordinance Adopting Emergency Operations Plan (52 KB)
pdf Exhibit A - Emergency Operations Plan (1.61 MB)
Recommended Action:
Consider an Ordinance Adopting the Emergency Operations Plan for the City of Rochelle
History and Fact:
City Emergency Management Coordinator Terry Inman has reengineered the 2007 City of Rochelle Emergency Operations Plan to ensure that proper procedures outlined by the United States Department of Homeland Security and Federal Emergency Management Agency are followed. The revised Emergency Operations Plan will utilize the National Incident Management System (NIMS) and incorporate an “All Hazards” approach to emergency management concerns.
Discussion:
The Mayor and City Council met as a Committee of the Whole on April 18th to review and discuss the revised Emergency Operations Plan. The purpose of this plan is to anticipate possible large-scale emergencies and set forth basic and broad considerations and operating guidelines for their management.
Recommendation:
Approve an Ordinance Adopting the Emergency Operations Plan for the City of Rochelle
Agenda Item #5 Ordinance Authorizing Sale of Personal Property – Inoperable Vehicle
References:
pdf Memo from Airport Manager Michael Hudetz (96 KB)
pdf Ordinance Authorizing Sale of Personal Property (57 KB)
Recommended Action:
Consider an Ordinance Authorizing Sale of Personal Property
History and Fact:
In 1999 the Rochelle Police Department purchased a new Ford Crown Police Interceptor for use as a squad car. Approximately five years ago the City transferred that vehicle to the Rochelle Municipal Airport for use as a courtesy car.
Discussion:
The 1999 courtesy car currently has high mileage, is very rusty, has a failing transmission and the four supports holding the gas tank are nearly rusted through. Due to safety concerns the vehicle is no longer in operation and has been sitting idle on the airport grounds for the past three weeks. Therefore, City staff members recommend selling the vehicle for scrap metal. Per State Statute, the Mayor and Council can authorize the sale of property which is no longer necessary or useful, including selling the vehicle for scrap metal. This is accomplished by a simple majority vote of the City Council.
Recommendation:
Approve an Ordinance Authorizing Sale of Personal Property – Inoperable Vehicle
Agenda Item #6 Rescission Agreement and Mutual Release– Hub Theater and Graber Building
References:
pdf Rescission Agreement and Mutual Release (3.43 MB)
Recommended Action:
Consider a Rescission Agreement and Mutual Release related to the Hub Theater and Graber Building
History and Fact:
In June of 2015 the City entered into an Economic Incentive and Tax Increment Allocation Financing Development Agreement with McCarty Technologies, Inc. (MTI) related to the development of the Hub Theater, located at 416 Lincoln Highway, and the Graber Building, located at 413 Fourth Avenue. Per the Development Agreement, the City made an initial contribution of $250,000 which was divided between two Escrow Agreements. MTI then purchased the two properties, with the purchase price being funded from the Escrow Agreements.
Discussion:
MTI subsequently retained the firm of Bracke-Hayes-Miller-Mahon Architects, LLP to provide architectural services in connection with the development of the properties and paid for these services with funds from the escrow agreements. MTI began development of the properties but has not completed it. As a result, the City and Mike McCarty of MTI Technologies have mutually agreed to rescind the Development Agreement. The proposed Rescission Agreement includes the following terms:
• The City will assume and pay the unpaid obligations of MTI relating to the development of the properties of approximately $85,000.
• The City will pay MTI $10,000 for out-of-pocket expenditures related to the development.
• MTI will assign its rights to the architectural work product to the City.
• The City and MTI will mutually release each other from all claims and rights.
• Within three days following the execution of the agreement, MTI will deliver warranty deeds to the City, conveying the properties free and clear of liens and claims.
• The parties will instruct the escrow agent to refund all remaining funds to the City and close the escrows.
Recommendation:
Approve a Rescission Agreement and Mutual Release related to the Hub Theater and Graber Building
Discussion Item #1
As part of the budget process, Assistant to the City Manager Adriana Milan has worked with department heads to compile a Capital Improvement Plan (CIP). The plan includes capital projects and equipment budgeted in the current fiscal year and four subsequent fiscal years. The CIP is an important management tool for forecasting projected capital needs and linking those needs to projected revenue.
City Council Meeting Agenda May 9, 2016
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 Municipal Clerks Week May 1-7, 2016 (100 KB)
• pdf Public Works Week May 15-21, 2016 (134 KB)
• pdf Police Week May 15-21, 2016 (108 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
o Appointment of Dennis Berg to the Golf Course Advisory Board for a term to expire July 1, 2019
o Appointment of Mark Gillis to the Golf Course Advisory Board for a term to expire July 1, 2019
o Appointment of Barbara Kannheiser to the Golf Course Advisory Board for a term to expire July 1, 2019
o Appointment of Robert Johns to the Golf Course Advisory Board for a term to expire July 1, 2018
o Appointment of Joshua Johnson to the Golf Course Advisory Board for a term to expire July 1, 2018
• Council Members
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf April 25, 2016 (148 KB)
b) Accept and Place on File Minutes of Airport Advisory Board – pdf September 21, 2015 (208 KB)
c) Accept and Place on File Minutes of Planning & Zoning Commission – pdf April 4, 2016 (145 KB)
d) Approve Bills – pdf 041516-042116 (101 KB) , pdf 042216-042816 (93 KB)
e) Approve Payroll – pdf 041116-042416 (123 KB)
f) Approve VFW Request to hold a Poppy Drive at 4th Avenue and Lincoln Highway - pdf May 28, 2016 (17 KB)
g) pdf Appoint NIMPA Representative and Alternate (84 KB)
2) Preliminary and Final Plat of Subdivision – On Par Subdivision (Public Hearing and Action)
3) Special Use Permit for Place of Worship – 405 North Main Street
4) 2016 Sidewalk Project
5) Inter Control Center Protocol Integrations with PJM and Grid Force
6) Purchase of Voltage Regulators for CHS
7) Purchase of Transformers for MightyVine Phase 2
8) Ordinance Adding Section 14-39 of the Municipal Code to Limit the Number of Dogs and Cats Kept at Residential Premises
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Preliminary and Final Plat of Subdivision – On Par Subdivision (Public Hearing and Action)
References:
pdf Memo from Building Inspector Kip Countryman (21 KB)
Recommended Action:
Consider an Ordinance Approving Preliminary and Final Plat of Subdivision for On Par Subdivision and Rezoning Lot 1 to B-2 Commercial
History and Fact:
The City of Rochelle and Rochelle Park District have petitioned to subdivide 1.433 acres of the original 72.86 acres of the Rochelle Golf Course Subdivision. In addition, the petitioners are requesting that the restaurant property, Lot 1, be rezoned to B-2 Commercial in order to separate it from the golf course. This separation will allow for a potential buyer to acquire the restaurant while the petitioners preserve the golf course use.
Discussion:
The current use of the property is recreational. It is surrounded by South 7th Street B-2 Commercial on the west, R-5 Multi Family Residential on the north and east and R-1 Single Family on the south.
On April 4th the Planning and Zoning Commission reviewed the case and subsequently voted 4-0 to recommend approval of the Preliminary and Final Plat for On Par Subdivision and rezoning Lot 1 to B-2.
Recommendation:
Authorize an Ordinance Approving the Preliminary and Final Plat for On Par Subdivision and Rezoning Lot 1 to B-2 Commercial
Agenda Item #3 Special Use Permit for Place of Worship – 405 North Main Street
References:
pdf Planning & Zoning Commission Report of Findings (84 KB)
pdf Ordinance Approving a Special Use Permit for Place of Worship – 405 North Main Street (70 KB)
Recommended Action:
Consider Special Use Permit for Place of Worship – 405 North Main Street
History and Fact:
The Living Water Community Church has petitioned the City for a Special Use Permit for a place of worship at 405 North Main Street. In addition the petitioner is seeking a variance for off street parking, ADA compliant bathrooms and life safety issues within the building. The applicant plans on leasing the property which is currently zoned B-1 Commercial Central Business. This property was originally developed as part of the Rochelle News Leader, recently was a bookstore and is currently vacant. The property fronts North Main Street in the Downtown Business District.
Discussion:
The Planning and Zoning Commission held a public hearing to review the petition at its meeting on May 3rd. Following some discussion, the Planning and Zoning Commission prepared a report of findings which includes:
• The proposed use is allowed in the proposed zoning district only with a special use permit
• The proposed use is not detrimental or dangerous to public health if the life safety issues are addressed.
• The proposed use will impair property values and impede normal development in the neighborhood because it could prevent development focused on the branding project and contradict with a plan already in place for the downtown.
Based on these findings, the Planning and Zoning Commission, by a vote of 3-2, recommended that the City Council deny the issuance of a special use permit for a place of worship at 405 North Main Street.
Should the Mayor and Council decide to approve the special use permit, an ordinance has been prepared that includes several conditions to address life safety issues. These conditions include, among others, installing a fire stop, ensuring egress requirements are met, ensuring the space meets accessibility requirements for bathrooms, ensuring that the electrical service meets NFPA 70 standards and ensuring that mechanical requirements for heating, cooling and ventilation are met.
Recommendation:
Consider a Special Use Permit for a Place of Worship at 405 North Main Street
Agenda Item #4 2016 Sidewalk Project
References:
pdf Memo from City Engineer Sam Tesreau (110 KB)
pdf Map of 2016 Sidewalk Maintenance Locations (125 KB)
Recommended Action:
Consider bids for the 2016 Sidewalk Project
History and Fact:
Over the past several years the City has removed and replaced sidewalks throughout the community based on their condition. The 2016 Sidewalk Project includes the removal and replacement of approximately 10,600 square feet of sidewalk, seventeen accessibility ramps and 450 linear feet of concrete curb and gutter on Irene Avenue, Cleveland Avenue and 8th Avenue.
Discussion:
Subsequent to the required public notice, the City Clerk opened two bids for the project on April 28th. City Engineer Sam Tesreau reviewed the bids and recommends the acceptance of the apparent low bidder, AA Construction, Inc. with a bid of$100,076.25. The City of Rochelle will purchase the detectable warning plates for use on the accessibility ramps and the contractor will provide curb replacement around the handicap ramp locations. The 2016 Sidewalk Project will be funded through the Capital Improvements Fund.
Recommendation:
Accept the bid from AA Construction, Inc. in the amount of $100,076.25 and reject all other bids.
Agenda Item #5 Inter Control Center Protocol (ICCP) Integrations with PJM and Grid Force
References:
pdf Memo from Superintendent of Electric Operations Jason Bird (107 KB)
pdf Open Systems International, Inc. (OSI) Quote (47 KB)
Recommended Action:
Consider approving a quote from OSI for ICCP integrations with PJM and Grid Force.
History and Fact:
Recently Rochelle Municipal Utilities (RMU) successfully completed the steps necessary to receive a $1.2M annual transmission tariff from NERC. In order to support this it was essential to integrate RMU’s SCADA network with its Regional Transmission Operator, PJM, and integrate with Grid Force to act as RMU’s transmission operations center. PJM receives real-time information from RMU, which is used along with information from utilities across its territory, to monitor the stability of the transmission grid. Grid Force monitors RMU’s system as well, acting as RMU’s 24x7 eyes and ears for this and other essential activities.
Discussion:
Given the criticality of these integrations to RMU and PJM daily operations, RMU is requesting authorization to strengthen the way in which it integrate its system with both PJM and Grid Force. The industry standard for performing integrations such as these is use of a technology known as Inter Control Center Protocol (ICCP). This redundant technology is the standard for securely transferring information between systems as is being described here.
During the initial integrations, project schedules did not allow for expansion of RMU’s SCADA system to add support for ICCP. Therefore, working with PJM and Grid Force, RMU was able to find interim solutions acceptable to all entities. Both entities however are interested in migrating the connection to ICCP. This migration expands the data available to both entities and improves the integration and security by allowing us to connect over dedicated circuits to their networks.
RMU has received a quote from its SCADA vendor, OSI, to upgrade RMU’s system to support ICCP connections to PJM and Grid Force. The cost of this upgrade is $63,630. RMU would like to receive authorization to proceed with the integration with PJM and Grid Force using ICCP.
The FY 2016-17 Capital Outlay Budget for Transmission includes $40,000 for this project.
Recommendation:
Approve a quote from OSI for ICCP integrations with PJM and Grid Force for a total cost, including options #1 and #2, of $63,630.
Agenda Item #6 CHS Voltage Regulator
References:
pdf Memo from Superintendent of Electric Operations Jason Bird (99 KB)
pdf Recommendation from BHMG (103 KB)
pdf Quote from Cooper Power Systems (726 KB)
Recommended Action:
Consider purchase of voltage regulator for CHS.
History and Fact:
CHS has approached the City several times over the past few years regarding the primary voltage being provided to its facility. As a result, CHS and their consultant have met with the City and BHMG to discuss possible solutions and have identified the installation of voltage regulators at the CHS facility as the best immediate solution.
Discussion:
The City requested proposals from GE, ABB, Siemens and Cooper Power Systems for three pad mounted voltage regulators. Cooper Power Systems was the only vendor to submit a proposal since they are the only manufacture that offers pad-mounted regulators. The other vendors offered to submit proposals for substation regulators that would be installed in an on-site substation which is not feasible due to the limited space and safety concerns.
Cooper Power Systems offered several options in their proposal. After reviewing the proposal, BHMG and City staff members recommend proceeding with three singe phase voltage regulators with a multi-phase controller at a cost of $104,058 based on lead-time and operation functions.
The lead time on this equipment is 16 weeks from receipt of order. Based on this lead time, the City will need to order soon to be able to complete the installation during the CHS Fall outage.
The FY 2016-17 Capital Outlay Budget for Distribution includes $200,000 for this project.
Recommendation:
Approve the purchase of a 3 pad-mounted voltage regulators to be installed at the CHS facility at a total cost of $104,058.
Agenda Item #7 Purchase of Transformers for MightyVine Phase 2
References:
pdf Memo from Superintendent of Electric Operations Jason Bird (98 KB)
pdf WESCO Transformer Quote (27 KB)
pdf Transformer Description (37 KB)
Recommended Action:
Consider purchase of 2 transformers for MightyVine Phase 2.
History and Fact:
MightyVine, the hydroponic tomato farm located on 20.5 acres in the Centerpoint Intermodal Center, plans to double its operation by constructing another 7.5 acre greenhouse adjacent to the current facility.
Discussion:
In order to meet MightyVine’s timeline for Phase 2, RMU requested a quote for two transformers from WESCO, the same vendor used for Phase 1. Purchasing the same transformers used in Phase 1 from the same vendor will avoid the need for engineering and reduce the lead time. WESCO provided a quote of $72,828 for two 2500 KVA special voltage transformers.
The FY 2016-17 Capital Outlay Budget for Distribution includes $75,000 for transformers.
Recommendation:
Approve the purchase of two 2500 KVA special voltage transformers from WESCO at a cost of $72,828.
Agenda Item #8 Ordinance Adding Section 14-39 of the Municipal Code to Limit the Number of Dogs and Cats Kept at Residential Premises
References:
pdf Ordinance Adding Section 14-39 (78 KB)
Recommended Action:
Consider Adding Section 14-39 of the Municipal Code to Limit the Number of Dogs and Cats Kept at Residential Premises
History and Fact:
Chapter 14, Article II of the Rochelle Municipal Code regulates the ownership of dogs and cats with the City limits. The code does not currently limit the number of animals in a residence.
Discussion:
A local resident spoke during public commentary at the April 11th City Council meeting to request that council consider limiting the number of animals allowed per residence. The proposed ordinance responds to that request and limits the combined total of cats and dogs to three animals per residence. The limitation does not apply for 90 days following the birth of offspring of dogs and cats. In addition, it does not apply to animal hospitals, clinics and other facilities operated by a licensed veterinarian. Owners that currently have more than three animals as of the date of the passage of this ordinance will be allowed to license and keep those animals for the remainder of the animals’ natural lives.
Recommendation:
Consider an Ordinance Adding Section 14-39 of the Municipal Code of the City of Rochelle to Limit the Number of Dogs and Cats Kept at Residential Premises
City Council Meeting Agenda April 25, 2016
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 Motorcycle Awareness Month – May 2016 (65 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• pdf Financials - March 2016 (810 KB)
• Employee Introduction – pdf Cassidy Manning (124 KB)
pdf Christopher Cody Meiers (62 KB)
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf April 11, 2016 (196 KB)
b) Approve Bills – pdf 040116-040716 (96 KB) , pdf 040816-041416 (98 KB)
c) Approve Payroll – pdf 032816-041016 (51 KB)
e) pdf Authorize VFW Memorial Day Parade – May 30, 2016 (21 KB)
f) Approve Lincoln Highway Heritage Festival Request – pdf August 19-21, 2016 (38 KB)
g) Approve Resolution Authorizing Lincoln Highway Heritage Festival Parade – pdf August 21, 2016 (44 KB)
2) Budget Fiscal Year 2016-17 (Public Hearing and Adoption)
3) Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2016-17
4) First Amendment to Intergovernmental Agreement between the City of Rochelle and Flagg Rochelle Community Park District – Rochelle Golf Course Property
5) Skid Load 6 MW Generator Project Phase II – Yearly Maintenance Agreement
6) Transmission Control Center Additional Services
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Fiscal Year 2016-17 Budget – Public Hearing and Adoption
References:
pdf 2016-17 Proposed Budget (1.96 MB)
65 ILCS 5/8-2-9.1 et seq (not attached)
Recommended Action:
1. Conduct Public Hearing.
2. Consider Fiscal Year 2016-17 Budget.
History and Fact:
The City Council met as a Committee of the Whole on March 7th and 21st to discuss the upcoming 2016-17 budget. During the meetings, management staff provided information on 2015-16 projections and capital purchases or projects for 2016-17. At the April 11th City Council meeting the City Manager presented a list of suggested modifications to balance the budget.
The City Clerk published a Public Hearing notice, as required by State law, to consider adoption of the budget at the April 25th City Council Meeting. Final action on the Budget is required on or before April 30, 2016.
Discussion:
The final Proposed 2016-17 General Fund revenues are budgeted at $10,199,298. This represents an increase of approximately 5% compared to the approved 2015-2016 budget. Budgeted expenses total $10,090,298 which is approximately 4% higher than the 2015-16 budget and results in a budget surplus of $109,000. The combination of the General Fund with Special Revenue Funds, Enterprise Funds, Internal Service Funds, Trust and Agency Funds and Capital Project Funds results in budgeted revenues totaling $74,720,347 and budgeted expenses totaling $76,353,934.
Illinois statutes 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:
1. Conduct Public Hearing.
2. Approve Fiscal Year 2016-17 Budget.
Agenda Item #3 Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year
2016-17
References:
pdf Resolution Establishing Minimum/Maximum Wage Rates for 2016-2017 (6 KB)
pdf Exhibit A Minimum/Maximum Wage Rates (10 KB)
Rochelle Municipal Code Sections 2-261 and 2-262 (not attached)
Recommended Action:
Consider Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2016-17
History and Fact:
The Municipal Code of the City of Rochelle requires that the City Council annually approve a resolution establishing minimum/maximum wage rates for all position classifications within the City.
Discussion:
The proposed wage rate resolution is based upon a review completed by the Human Resources Coordinator. The 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 proposed City Budget for Fiscal 2016-17.
Recommendation:
Approve Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2016-17
Agenda Item #4 First Amendment to Intergovernmental Agreement between the City of Rochelle and Flagg Rochelle Community Park District – Rochelle Golf Course Property
References:
pdf First Amendment to Intergovernmental Agreement (86 KB)
Recommended Action:
Consider First Amendment to Intergovernmental Agreement – Rochelle Golf Course Property
History and Fact:
On March 20, 2013 the Mayor and Council approved an Intergovernmental Agreement with the Flagg-Rochelle Community Park District relating to the acquisition and leasing of 74.285 acres improved with a golf course and restaurant. The City and Park District subsequently entered into lease agreements for the operation of the golf course and restaurant. All of the leases and subleases have since expired or been terminated and no leases are currently in effect.
Discussion:
The City and Park District have agreed to operate the golf course for the 2016 golf season, excluding the restaurant. The terms of the joint operation included in the proposed First Amendment to the Intergovernmental Agreement are as follows:
• The City, with the consent of the Park District, will hire a golf course manager and other golf course employees as necessary, all of whom will be City employees.
• The golf course manager will supervise golf course employees and will report to the Park District Executive Director.
• All revenues and expenses of the golf course will be processed through the City’s financial department, with each party ultimately being responsible for 50% of any net gain or loss annually.
• The City will acquire and maintain fire and extended coverage insurance on the property, naming the Park District as an additional loss payable. The Park District will reimburse the City for one-half of the premium cost.
• The Park District will acquire and maintain auto and general liability insurance in the minimum amounts of $1,000,000 per person and $1,000,000 per occurrence, naming the City as an additional insured. The City will reimburse the Park District for one-half of the premium cost.
• The City will acquire and maintain Illinois Dram Shop insurance, naming the Park District as an additional insured. The Park District will reimburse the City for one-half of the premium cost.
• The City will acquire and maintain workers compensation insurance in the statutorily-required amount. The Park District will reimburse the City for one-half of the premium cost.
• The parties will defer listing the property for sale or selling the property until the parties no longer jointly operate the golf course.
Recommendation:
Approve a First Amendment to Intergovernmental Agreement between the City of Rochelle and Flagg Rochelle Community Park District – Rochelle Golf Course Property
Agenda Item #5 Skid Load 6 MW Generator Project Phase II – Yearly Maintenance Agreement
References:
pdf Memo from Director of Utilities Business Management and Energy Production Dan Westin (31 KB)
pdf Altorfer Quote – Yearly Maintenance Services for Addition of Three Generators (80 KB)
Recommended Action:
Consider approving updated agreement with Altorfer for yearly maintenance services for three additional generators.
History and Fact:
Since 2016 Altorfer has provided yearly maintenance services for the CAT Gen Sets at Caron Rd. A 10 year agreement was put in place for the initial units.
Discussion:
As part of the Skid Load 6 MW Generator Project Phase II, the maintenance agreement needs to be updated to include the three additional units. The agreement has been reduced by 11 % per unit by eliminating the Load Bank Testing, which is not required, so the initial agreement cost has been reduced resulting in a total yearly savings of $ 4,860. The yearly charge for these services will be $41,172.
Recommendation:
Approve an updated agreement with Altofer for yearly maintenance services for the Skidload Gen Sets at the Caron Road Generation Plant for a total annual cost of $41,172.
Agenda Item #6 Transmission Control Center Additional Services
References:
pdf Memo from Director of Utilities Business Management and Energy Production Dan Westin (96 KB)
pdf Transmission System Operator Services Agreement – Optional Services Exhibit #1 (181 KB)
Recommended Action:
Consider Transmission System Operator Service Agreement Optional Services
History and Fact:
Since August of 2015, Gridforce Energy Management, LLC has provided the required 24/7 transmission system supervision as RMU’s agent towards PJM. This is a requirement of RMU to operate as a fully integrated PJM transmission owner and a requirement for the related Transmission Tariff Revenue Rate of $ 1,244,000 per year.
Discussion:
This spring the generation control center at 9th Street will move to day time only operation. PJM requires transmission owners to shed load in the region at critical events (very low frequency though response time is short – 5 minutes). This function during off hours will now need to be handled by Gridforce. The monthly charge for these services and the base services is $ 25,000.
Recommendation:
Approve the Transmission System Operator Service Agreement Optional Services with Gridforce Energy Management, LLC at a monthly cost of $25,000 for transmission system breaker release and base services.
City Council Meeting Agenda April 11, 2016
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:
• Week of the Young Child – pdf April 10-16, 2016 (87 KB)
• National Telecommunicators Week - pdf April 10-16, 2016 (62 KB)
• pdf Arbor Day Foundation Names Rochelle Tree City USA (32 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Employee Introduction – pdf Mike Hudetz (131 KB)
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf March 28, 2016 (139 KB)
b) Accept and Place on File Minutes of Rochelle Police and Fire Commissioners – pdf December 15, 2015 (228 KB)
c) Accept and Place on File Minutes of Rochelle Planning and Zoning Commission – pdf March 7, 2016 (160 KB)
d) Approve Bills – pdf 031816-032416 (94 KB) , pdf 032516-033116 (84 KB)
e) Approve Payroll – pdf 031416-032716 (53 KB)
f) Authorize Rochelle Elementary Schools Fun Run Event - pdf May 18, 2016 (37 KB)
2) Special Use Permit for Outdoor Storage – 1310 N 7th Street
3) Special Use Permit for Outdoor Storage – 194 N 15th Street
4) Resolution in Support of a TIGER Grant Application for the Lee-Ogle Freight Rail Expansion Project
5) Resolution Establishing City of Rochelle Water Reclamation Rates Effective May 1, 2016
6) Resolution Adopting New Logo for Rochelle Municipal Utilities
7) Contractor Quote - 5Kv Phase One Project
8) Skid Load 6 MW Generator Project Phase II – Additional Project Components
9) Amending Chapter 6 (Alcoholic Beverages) of the Municipal Code to Allow the Issuance of a Liquor License to the City
VII. DISCUSSION ITEMS:
1) Budget Fiscal Year 2016-17
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Special Use Permit for Outdoor Storage – 1310 N 7th Street
References:
pdf Ordinance Approving a Special Use Permit for Outdoor Storage - 1310 N 7th Street (140 KB)
Recommended Action:
Consider Special Use Permit for Outdoor Storage – 1310 N 7th Street
History and Fact:
Keith Scott has petitioned the City for a Special Use Permit to allow outdoor storage at 1310 N 7th Street. This property is approximately 0.86 acres in size and includes the El Tapatio Mexican restaurant. The lot fronts Illinois Highway 251 on the east and North 8th Street on the west.
Mr. Scott would like to use the additional parking area to the west, not required for the restaurant, for vehicle storage associated with his towing business. If approved the area will contain perimeter fencing and pervious paving. The property is currently zoned B-2, Highway Commercial, and “Storage Outdoor” is a permitted use in this zoning district if a special use permit is issued.
The Planning and Zoning Commission heard the original petition on November 2, 2015 and recommended that the City Council deny the request for a special use permit. On November 23, 2015 the Mayor and Council referred the petition back to the Planning and Zoning Commission in order for the petitioner to appear before the Commission, which had not occurred on November 2nd.
Discussion:
The Planning and Zoning Commission held a public hearing to review the petition at its meeting on January 4th. Following some discussion, the Planning and Zoning Commission prepared a report of findings which includes:
• The proposed use is allowed in the proposed zoning district with a special use permit
• The proposed use is detrimental or dangerous to public health due to the possible infestation of rodents, fluid run off that might leak in to the ground and stormwater drainage.
• The proposed use will impair property values in the neighborhood because you wouldn’t want to own property there with concerns of rodents and an empty restaurant with only an outdoor storage facility.
• The proposed use will not impede on the normal development of the surround properties because the properties are already developed with consistent land uses.
Based on these findings, the Planning and Zoning Commission, by a vote of 6-0, recommended that the City Council deny the issuance of a special use permit for outdoor storage at 1310 N 7th Street.
This Special Use Permit was included on the January 11th council agenda but was removed at the petitioner’s request until a later date. The item was subsequently included on the March 28th agenda. Following some discussion between the petitioner and City Council the item was carried over to the April 11th meeting to give Mr. Scott and City staff time to attach some additional conditions to the Special Use Permit.
Recommendation:
Consider a Special Use Permit for Outdoor Storage – 1310 N 7th Street
Agenda Item #3 Special Use Permit for Outdoor Storage – 194 N 15th Street
References:
pdf Planning & Zoning Commission Report of Findings (161 KB)
pdf Ordinance Approving a Special Use Permit for Outdoor Storage – Part of 194 N 15th Street (68 KB)
Recommended Action:
Consider Special Use Permit for Outdoor Storage – 194 N 15th Street
History and Fact:
Jack Pease has petitioned the City for a Special Use Permit to allow outdoor storage at 194 N 15th Street and a variance of setbacks. This property is approximately 5.8 acres in size and fronts North 15th Street on the west, BNSF Railroad on the north, UP Railroad on the east and Illinois Route 38 on the south.
By court order, the petitioner demolished the eastern portion of the building, leaving the north wall and foundation. Mr. Pease plans to improve the existing building in order to use it for vehicle maintenance, utilizing the existing foundation on the east side for outside storage and leaving the north wall standing for screening. If approved a perimeter fence will be installed on the south side. The property is currently zoned I-2, General Industry, and “Storage Outdoor” is a permitted use in this zoning district if a special use permit is issued.
Discussion:
The Planning and Zoning Commission held a public hearing to review the petition at its meeting on March 7th. Following some discussion, the Planning and Zoning Commission prepared a report of findings which includes:
• The proposed use is allowed in the proposed zoning district with a special use permit
• The proposed use is not detrimental or dangerous to public health based on an inspection of the free standing wall by a structural engineer
• The proposed use will not impair property values in the neighborhood
• The proposed use is not likely to be an impediment to normal development of the surrounding property
Based on these findings, the Planning and Zoning Commission, by a vote of 7-0, recommended that the City Council approve the issuance of a special use permit for outdoor storage and the variance of setbacks with the following conditions:
1. Perimeter screening for the outdoor storage area that meets the requirements found in Section 110-347 of the Rochelle Municipal Code. Such storage shall be effectively screened from adjacent public streets by a solid fence, compact hedge or similar opaque landscaped element.
2. The Special Use of Outdoor Storage shall be limited to a use that is accessory to the primary use of the property, maintenance of vehicles, and specifically not include storage of anything that is not accessory to that use, including the storage of used vehicle parts.
3. Site development plan approved by the City.
4. Building permit approved by the City.
Recommendation:
Approve a Special Use Permit for Outdoor Storage at 194 N 15th Street with the conditions outlined.
Agenda Item #4 Resolution in Support of a TIGER Grant Application for the Northern Illinois Freight Safety and Expansion Project
References:
pdf Memo from Economic Development Jason Anderson (197 KB)
pdf Resolution in Support of TIGER Grant Application (132 KB)
Recommended Action:
Consider Resolution
History and Fact:
Earlier this year the United States Department of Transportation announced that approximately $500 million will be made available for transportation projects across the country under the eighth round of the Transportation Investment Generating Economic Recovery (TIGER) grant program. The TIGER Discretionary Grant program provides an opportunity for the Department of Transportation to invest in surface transportation infrastructure projects. Since 2009, Congress has dedicated more than $4.6 billion to innovative projects that have a significant impact on the nation, a metropolitan area or a region.
Discussion:
The City of Rochelle (CIR) Railroad currently facilitates rail switching services for a number of industrial users. Over the past decade, the volume of railcars has increased from an average of 3,500 per year to over 10,000 railcars this past year. Gross annual Railroad revenue has also increased from an average of $275,000-$300,000 over the past decade to an estimated gross of $1,700,000 in the current fiscal year.
The dramatic increase in rail car volume has consumed most of the CIR’s capacity. In order to continue to attract rail served companies, and to continue to increase rail revenue, the CIR needs to expand. Therefore, the City is putting together a TIGER grant application for funding to advance the Northern Illinois Freight Safety and Expansion Project. This project would include the addition of 18,000 feet of rail, switches for increased switching/storage of railcars and the installation of crossing gates to improve safety at all of the CIR rail crossings. Furthermore, with this expansion of switching capacity City staff believes there is a business case for both the UP and BNSF to install new automated mainline switches to serve the CIR. These new switches would facilitate additional rail car volumes and reduce the number of crossings both railroads utilize in Rochelle which would greatly improve public safety.
The total cost of this CIR expansion project is $12,000,000. The proposed resolution supports an application to the TIGER grant program for up to 60% of the project cost, $7,200,000 and commits local matching funds of 40%, $4,800,000. Final applications for the TIGER Grant must be submitted by April 29th.
Recommendation:
Approve a Resolution in Support of a TIGER Grant Application for the Northern Illinois Freight Safety and Expansion Project
Agenda Item #5 Resolution Establishing City of Rochelle Water Reclamation Rates Effective May 1, 2016
References:
pdf Memo from Water/Water Reclamation Superintendent Adam Lanning (73 KB)
pdf Surrounding Communities Tabulation (9 KB)
pdf Resolution Establishing City of Rochelle Water Reclamation Rates Effective May 1, 2016 (96 KB)
Recommended Action:
Consider Approving a Resolution Establishing City of Rochelle Water Reclamation Rates Effective May 1, 2016
History and Fact:
Over the last two years the RMU water reclamation division has seen a 3% annual increase in labor costs and a 5% increase in electric rates last year. The total proposed budget for electricity and labor alone next fiscal year is $1,096,131 and accounts for approximately 40% of non-debt revenue. The proposed budget for these two line items reflects a $74,239 increase over the last two years.
Discussion:
The projected revenue for 2015/16 is $2,491,212, which does not include industrial surcharges or miscellaneous revenues of approximately $300,000 annually. The increase in labor and electricity expenses account for 2.98% of the projected revenues this year. Therefore Water/Water Reclamation Superintendent Adam Lanning proposes a one time annual rate increase of 3% to account for the increases over the last two years and also for the next fiscal year. This rate increase does not take into account increased costs for materials or supplies.
There are a total of 3,173 residential water reclamation accounts. The 3% increase would translate to an average monthly increase in a residential water reclamation bill of $1.15. Superintendent Lanning recommends that the City Council adopt an ordinance authorizing a rate increase of 3% effective May 1, 2016.
The UAB formally recommended approval of the 3% increase in water reclamation rates at its meeting March 30th.
Recommendation:
Approve a Resolution Establishing City of Rochelle Water Reclamation Rates Effective May 1, 2016
Agenda Item #6 Resolution Adopting New Logo for Rochelle Municipal Utilities
References:
pdf Memo from Marketing and PR Manager Jenny Thompson (252 KB)
pdf Resolution Adopting New Logo for Rochelle Municipal Utilities (56 KB)
pdf Exhibit A – RMU Logo (57 KB)
Recommended Action:
Consider Resolution Adopting New Logo for Rochelle Municipal Utilities
History and Fact:
In 2014 the City of Rochelle, along with several community partners, hired the Roger Brooks International firm to develop a unique brand for our community. After seeking public input in a variety of forums, Brooks unveiled the new brand in May of 2015.
In association with the rebranding, the Brooks firm also created a Brand Style Guide which sets the parameters and guidelines for creating a cohesive visual identity for our community. On January 25th the Mayor and Council approved a Resolution adopting the Branding Style Guide for the City of Rochelle which includes a new logo, color scheme, fonts and design elements that reflect the industrial nature of our community.
Discussion:
Following the City’s logo change, a new logo was created for Rochelle Municipal Utilities by local graphic designer, Kyle Elliott. The logo features a distressed, cursive font that coordinates with the City logo and utilizes the color “sky” from the secondary color palette contained in the style guide. The logo includes two variations – one that spells out Rochelle Municipal Utilities and one with the letters RMU.
Pending Council’s approval, the newly designed RMU logo will be implemented slowly by replacing items internally or as supplies of disposable items are depleted.
Recommendation:
Approve Resolution Adopting New Logo for Rochelle Municipal Utilities
Agenda Item #7 Contractor Quote - 5Kv Phase I Project
References:
pdf Memo from Electric Operation Superintendent Jason Bird (38 KB)
pdf Big D Electric Hourly Rates Schedule March 1, 2016-February 29, 2017 (144 KB)
Recommended Action:
Consider quote for contractor assistance with the 5Kv Phase I Project
History and Fact:
In June of 2014 the Mayor and Council approved a bid for the conduit and installation required for Phase I of the 5Kv project which converts our 4160kV distribution circuit to a 13.8Kv feeder in the northwest section of the community. On February 22nd the City Council approved the hiring of Big D Electric to assist RMU crews on site with the 5Kv conversion in an amount not to exceed of $165,000.
Discussion:
Pending budget approval, the 2016-17 Electric Operations Capital Outlay Budget includes $900,000 to convert the 5Kv system. Electric Operation Superintendent Jason Bird recommends extending the contract with Big D Electric for time and equipment costs necessary to have contractors assist RMU crews in an amount not to exceed $450,000.
Recommendation:
Approve the hiring of Big D Electric, based on the hourly rates schedule provided, to assist RMU crews with the 5Kv Phase I project in an amount not to exceed $450,000.
Agenda Item #8 Skid Load 6 MW Generator Project Phase II – Additional Project Components
References:
pdf Memo from Director of Utilities Business Management and Energy Production Dan Westin (159 KB)
pdf BHMG Fuel System Installation Recommendation (75 KB)
pdf Fuel System Installation Quote Evaluation (71 KB)
pdf Independent Mechanical Quote (1012 KB)
pdf BHMG Electrical Installation Recommendation (100 KB)
pdf Wilson Electric Quote (58 KB)
pdf Morse Electric Quote (93 KB)
Recommended Action:
Consider additional project components for skid load generator project.
History and Fact:
Council approved the overall project for 6 MW of additional peak shaving generation at the October 27, 2015 meeting. These items are components of the previously presented project total.
Discussion:
RMU staff, Altorfer and BHMG have created a project for these generators which includes a highly efficient integration into RMU’s distribution network with a large amount of reuse of the initial skid load project.
This recommendation is for executing the purchase of the following for the gen sets so they can be readied for implementation into the overall project in the spring of 2016:
- Fuel system installation $ 45,067
- Electrical underground installation: $ 23,295
- Site preparation: not to exceed $ 150,000
RMU has received have received competitive quotes on all components and the low bid has been chosen on the Fuel and Electrical components. The quotes for the site preparation will be received from Fehr Graham on April 8th.
Funds for the units are in the budget as part of the transmission line upgrade which is now moved out of FY16 and the rest coming from the Depreciation, Improvement and Extension account.
Recommendation:
Approve the Fuel System Installation from Independent Mechanical Industries at a cost of $45,067 without competitive bidding.
Approve the Electrical Conduit Installation from Wilson Electric Co. at a cost of $23,295 without competitive bidding.
Approve the site preparation as presented at the City Council Meeting in an amount not to exceed $150,000 without competitive bidding.
Agenda Item #9 Amending Chapter 6 (Alcoholic Beverages) of the Municipal Code to Allow the Issuance of a Liquor License to the City
References:
Recommended Action:
Consider an Ordinance Amending Chapter 6 (Alcoholic Beverages) of the Rochelle Municipal Code
History and Fact:
On March 20, 2013 the Mayor and Council approved an Intergovernmental Agreement with the Flagg-Rochelle Community Park District relating to the acquisition and leasing of 74.285 acres improved with a golf course and restaurant. The City and Park District subsequently entered into lease agreements for the operation of the golf course and restaurant, all of which have since expired or been terminated.
Discussion:
The City and Park District have agreed to cooperatively operate the golf course for the 2016 golf season, excluding the restaurant. The parties are currently working to finalize the terms of the joint operation in an Amendment to the Intergovernmental Agreement that will be sent to both government bodies for approval.
In order for the Illinois Liquor Control Commission to issue a license to the City for liquor to be sold and delivered at the Fairways Golf Course, the City must amend the Municipal Code to authorize the City to issue a liquor license to itself. The proposed ordinance also allows the City Manager or his designee to sign City and State liquor licenses and ancillary documents.
Recommendation:
Approve an Ordinance Amending Chapter 6 (Alcoholic Beverages) of the Rochelle Municipal Code to Allow the Issuance of a Liquor License to the City
Discussion Item #1 Budget Fiscal Year 2016-17
The City Council met as a Committee of the Whole on March 7th and 21st to discuss the upcoming 2016-17 budget. During the meetings, management staff provided information on expenditures as compared to 2015-16 projections and requests for new hires, capital purchases and projects for 2016-17. These meetings gave council the opportunity to interact directly with the staff for clarifications and questions.
City Manager Plyman has reviewed the draft budget prepared by staff. He will provide council with a detailed list of modifications necessary to present a balanced, fiscally responsible budget for 2016-17.
City Council Meeting Agenda March 28, 2016
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 Welcome Home Vietnam Veteran’s Day, March 29, 2016 (38 KB)
- Certificate of Achievement for Excellence in Financial Reporting
IV. REPORTS AND COMMUNICATIONS:
• Mayor- Appointment of Sue Messer to the Police and Fire Pension Boards for a Term to Expire May 1, 2018
• Council Members
• Financial Statement – pdf February 2016 (845 KB)
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf March 14, 2016 (166 KB)
b) Approve Bills – pdf 030416-031016 (85 KB) , pdf 031116-031716 (94 KB)
c) Approve Payroll – pdf 022916-031316 (50 KB)
2) Special Use Permit for Outdoor Storage – 1310 N 7th Street (Public Hearing and Action)
3) Fraud Prevention and Detection Policy
4) Skid Load 6 MW Generator Project Phase II – Additional Project Components
5) Ordinance Authorizing Sale of a 1995 Fire Engine
6) First Amendment to Intergovernmental Agreement between the City of Rochelle and Flagg Rochelle Community Park District – Rochelle Golf Course Property
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Special Use Permit for Outdoor Storage – 1310 N 7th Street (Public Hearing and Action)
References:
pdf Planning & Zoning Commission Report of Findings (74 KB)
Recommended Action:
Consider Special Use Permit for Outdoor Storage – 1310 N 7th Street
History and Fact:
Keith Scott has petitioned the City for a Special Use Permit to allow outdoor storage at 1310 N 7th Street. This property is approximately 0.86 acres in size and includes the El Tapatio Mexican restaurant. The lot fronts Illinois Highway 251 on the east and North 8th Street on the west.
Mr. Scott would like to use the additional parking area to the west, not required for the restaurant, for vehicle storage associated with his towing business. If approved the area will contain perimeter fencing and pervious paving. The property is currently zoned B-2, Highway Commercial, and “Storage Outdoor” is a permitted use in this zoning district if a special use permit is issued.
The Planning and Zoning Commission heard the original petition on November 2, 2015 and recommended that the City Council deny the request for a special use permit. On November 23, 2015 the Mayor and Council referred the petition back to the Planning and Zoning Commission in order for the petitioner to appear before the Commission, which had not occurred on November 2nd.
Discussion:
The Planning and Zoning Commission held a public hearing to review the petition at its meeting on January 4th. Following some discussion, the Planning and Zoning Commission prepared a report of findings which includes:
• The proposed use is allowed in the proposed zoning district with a special use permit
• The proposed use is detrimental or dangerous to public health due to the possible infestation of rodents, fluid run off that might leak in to the ground and stormwater drainage.
• The proposed use will impair property values in the neighborhood because you wouldn’t want to own property there with concerns of rodents and an empty restaurant with only an outdoor storage facility.
• The proposed use will not impede on the normal development of the surround properties because the properties are already developed with consistent land uses.
Based on these findings, the Planning and Zoning Commission, by a vote of 6-0, recommended that the City Council deny the issuance of a special use permit for outdoor storage at 1310 N 7th Street.
This Special Use Permit was included on the January 11th council agenda but was removed at the petitioner’s request until a later date.
Recommendation:
Deny a Special Use Permit for Outdoor Storage – 1310 N 7th Street
Agenda Item #3 Fraud Prevention and Detection Policy
References:
pdf Memo from Finance Director Chris Cardott (23 KB)
pdf Fraud Prevention and Detection Policy (425 KB)
Recommended Action:
Consider Approving Fraud Prevention and Detection Policy
History and Fact:
Unfortunately, municipal fraud schemes are becoming more common as evidenced in the news media. This type of employee dishonesty can result in massive financial losses for local governments that are already functioning within budget constraints. In addition, it can negatively affect the reputation of the City, damage employee morale and result in the loss of public confidence.
Discussion:
While employee dishonesty will never go away, it can be managed. We have to first understand the issue and second have procedures in place to minimize the opportunity for fraudulent behavior. It is the responsibility of all City officials and employees to protect the assets of the City.
The proposed policy sets out specific guidelines and responsibilities regarding appropriate actions that must be followed for the investigation of fraudulent conduct and other similar irregularities. The goal of the policy is to establish and maintain an environment of fairness, ethics and honesty for City employees, the citizens, vendors and anyone else with whom the City has a relationship. Once approved, all employees, Council Members and appointed committee/board members will be required to read and sign the Fraud Prevention and Detection Policy every three years.
Recommendation:
Approve Fraud Prevention and Detection Policy
Agenda Item #4 Skid Load 6 MW Generator Project Phase II – Additional Project Components
References:
pdf Memo from Director of Utilities Business Management and Energy Production Dan Westin (159 KB)
pdf Fuel Tank Purchase Recommendation (80 KB)
pdf Altorfer Proposal Change Order 2 (166 KB)
Recommended Action:
Consider additional project components for skid load generator project.
History and Fact:
Council approved the overall project for 6 MW of additional peak shaving generation at the October 27, 2015 meeting. These items are components of the previously presented project total.
Discussion:
RMU staff, Altorfer and BHMG have created a project for these generators which includes a highly efficient integration into RMU’s distribution network with a large amount of reuse of the initial skid load project.
This recommendation is for executing the purchase of the following for the gen sets so they can be readied for implementation into the overall project in the spring of 2016:
- Fuel Tank: $ 15,491.14
- Additional work on the units for readiness per Altorfer Quote change order 2: $ 26,847.00
The change order also includes a higher level of warranty which includes all components.
Funds for the units are in the budget as part of the transmission line upgrade which is now moved out of FY16 and the rest coming from the Depreciation, Improvement and Extension account.
Recommendation:
Approve the purchase of a Fuel Storage Tank from Illinois Oil Marketing at a cost of $15,491.14.
Approve Change Order 2 from Altorfer at a cost of 26,847.00.
Agenda Item #5 Ordinance Authorizing Sale of a 1995 Fire Engine
References:
pdf Ordinance Authorizing Sale of a 1995 Fire Engine (68 KB)
Recommended Action:
Consider an Ordinance Authorizing Sale of a 1995 Fire Engine
History and Fact:
In January of 2015 the Mayor and City Council approved the purchase of a new fire engine to replace a 1995 model in use at the time. The bid was awarded to Alexis Fire Equipment in the amount of $462,040. On March 3rd of this year the new engine was delivered and is now in service.
Discussion:
The disposition of the 1995 engine was not addressed in the original bid. However, per State Statute, the Mayor and Council can authorize the sale of property which is no longer necessary or useful. The proposed ordinance allows the City Manager to dispose of the engine through a cash sale, with or without advertising for an appropriate amount. The engine will be sold “as is” and without a warranty.
Recommendation:
Approve an Ordinance Authorizing Sale of a 1995 Fire Engine
Agenda Item #6 First Amendment to Intergovernmental Agreement between the City of Rochelle and Flagg Rochelle Community Park District – Rochelle Golf Course Property
References:
pdf First Amendment to Intergovernmental Agreement (84 KB)
Recommended Action:
Consider First Amendment to Intergovernmental Agreement – Rochelle Golf Course Property
History and Fact:
On March 20, 2013 the Mayor and Council approved an Intergovernmental Agreement with the Flagg-Rochelle Community Park District relating to the acquisition and leasing of 74.285 acres improved with a golf course and restaurant. The City and Park District subsequently entered into lease agreements for the operation of the golf course and restaurant. All of the leases and subleases have since expired or been terminated and no leases are currently in effect.
Discussion:
The City and Park District have agreed to operate the golf course for the 2016 golf season, excluding the restaurant. The terms of the joint operation included in the proposed First Amendment to the Intergovernmental Agreement are as follows:
• The City, with the consent of the Park District, will hire a golf course manager and other golf course employees as necessary, all of whom will be City employees.
• The golf course manager will supervise golf course employees and will report to the Park District Executive Director.
• All revenues and expenses of the golf course will be processed through the City’s financial department, with each party ultimately being responsible for 50% of any net gain or loss annually.
• Both parties are responsible for obtaining and maintaining insurance coverage to cover each party’s interest in the golf course and potential liability.
• The parties will defer listing the property for sale or selling the property until the parties no longer jointly operate the golf course.
Recommendation:
Approve a First Amendment to Intergovernmental Agreement between the City of Rochelle and Flagg Rochelle Community Park District – Rochelle Golf Course Property
City Council Meeting Agenda March 14, 2016
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
V. PUBLIC COMMENTARY:
• Rochelle Township High School Interact Club
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf February 22, 2016 (159 KB)
b) Accept and Place on File Minutes of Planning and Zoning Commission Meeting - pdf January 4, 2016 (156 KB)
c) Approve Bills – pdf 021216-021816 (103 KB) , pdf 021916-022516 (96 KB) , pdf 022616-030316 (80 KB)
d) Approve Payroll – pdf 020116-021416 (49 KB) , pdf 021516-022816 (53 KB)
e) pdf Accept and Place on File Annual Fire Department Report (2.56 MB)
f) pdf Accept and Place on File Annual Police Department Report (5.01 MB)
g) Approve Ale on Lincoln Planning Committee Request – pdf June 11, 2016 (101 KB)
h) Authorize the use of City Streets for the Rochelle Middle School Color Run – pdf May 21, 2016 (217 KB)
i) Authorize the Closure of 4th Avenue from 6th Street to Lincoln Highway for Vinny’s Barber Shop Customer Appreciation Day – pdf July 10, 2016 (35 KB)
j) pdf Approve Resolution Establishing a Golf Course Advisory Commission (49 KB)
k) Authorize the Catholic Church of St. Patrick to use City streets for a Procession on pdf March 25, 2016 (19 KB)
2) City of Rochelle Strategic Plan 2016-2018
3) Engineering Proposal for GIS Modifications – Water/Water Reclamation Division
4) Well #12 Project Change Order
5) Purchase of Transformer for Skid Load 6 MW Generator Project
6) Purchase of Full Size 4x4 Crew Cab Pickup Truck – Engineering Department
7) Engineering Proposal for Additional Track at North Switch Yard – City Industrial Railroad
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 City of Rochelle Strategic Plan 2016-2018
References:
pdf Strategic Plan 2016-2018 (576 KB)
Recommended Action:
Consider Adopting City of Rochelle Strategic Plan 2016-2018
History and Fact:
In August of 2016 the City hired Dr. Alicia Schatteman to assist with the development of a Strategic Plan for the City of Rochelle. After the initial data collection, Dr. Schatteman met with the City Council and Senior Staff to discuss the process and perform a SWOT analysis. Dr. Schatteman then prepared a draft of strategic issues and met with Council and staff again to discuss her report and build consensus on the related goals. Dr. Schatteman subsequently delivered a draft City of Rochelle Strategic Plan for 2016-18 for council review and adoption in December. The draft Strategic Plan was later discussed at a December council meeting, followed by further discussion at a Committee of the Whole meeting on January 4th where modifications were suggested.
Discussion:
The suggested modifications have been incorporated in the final plan as presented.
Strategic issues identified in the plan include the following:
• Issue #1 Economic Development – the need to promote employment opportunities for current and potential residents. The vision is to have a vibrant and diverse economy for the City of Rochelle
• Issue #2 Financial Sustainability – the need to match service delivery to resource constraints. The vision is to balance the needs of current residents with fiscal resources and investment in long-term growth potential. Vision is to create the most efficient, effective and equitable government services.
• Issue #3 Community Engagement – the need to increase participation in local governance from all residents. Vision is to build on the uniqueness and strengths of its residents by embracing the opportunities that a diverse population has to offer.
The plan also includes 3-4 goals and measurable objectives associated with each.
Recommendation:
Adopt the City of Rochelle Strategic Plan 2016-2018
Agenda Item #3 Engineering Proposal for GIS Modifications – Water/Water Reclamation Division
References:
pdf Memo from Superintendent of Water/Water Reclamation Adam Lanning (51 KB)
pdf Engineering Proposal (3.21 MB)
Recommended Action:
Consider an engineering proposal from Willett Hofmann & Associates for GIS Modifications.
History and Fact:
The City of Rochelle currently utilizes a digital mapping system called geographic information system (GIS). This digital mapping system allows for identification of both underground and above ground infrastructure. The maps are currently in a preliminary state and need to be advanced to the next stage of development so that field crews can fully utilize the maps.
Discussion:
At the request of RMU staff, Willet Hoffman & Associates has provided a proposal to modify the existing GIS system and provide GPS surveying and inspection of all of the sanitary manholes and lift stations in order to provide a complete GIS system. This data and the existing information will be combined to create a single GIS map and database for all of the Water and Water Reclamation assets (7,163 points) including manholes, fire hydrants, shut off valves, etc. In addition, the water main and sanitary sewer main lines will be color coded based on the size of the main.
Superintendent of Water/Water Reclamation Adam Lanning recommends proceeding with the scope of work as outlined at a cost of $121,660. He plans to space this work out over a three year period in order to stay within an annual budget amount of $50,000 for GIS services. The proposal is quoted on an hourly basis. If staff can find a more economical way to get this work done, including performing some of the field work in-house or with seasonal help, they will.
Recommendation:
Authorize the City Manager to sign the engineering proposal from Willett Hofmann & Associates for GIS Modifications.
Agenda Item #4 Well 12 Project Change Order
References:
pdf Memo from Superintendent of Water/Water Reclamation Adam Lanning (96 KB)
Recommended Action:
Consider change order #2.
History and Fact:
The construction of a new well in the southeast quadrant of the City has been necessitated by the continued industrial growth in the area. As a result, the Mayor and Council approved bids for a well house, pump, connecting water main and water tower associated with Well 12 on June 8, 2015. The contract for the water tower was awarded to CB&I Constructors Inc. with a bid of $2,223,900 to furnish and install a 750,000 gallon storage tank.
Discussion:
The Well 12 elevated tower was originally bid with specifications similar to other elevated towers in regards to the lighting requirements mandated by the Federal Aviation Authority (FAA). Since the well tower will be 50 feet higher than our other towers and in close proximity to the Rochelle airport, the FAA’s requirements are more stringent than usual. Therefore an upgraded lighting system is needed for this tower. In addition, an upgrade to LED technology will extend the life expectancy of the unit and minimize the number of trips up the tower for bulb maintenance. These two lighting upgrades are included in the proposed change order at a total cost of $8,872.50.
The water tower bid also included a standard logo since a new logo had not been selected or approved at the time. The newly approved City logo has more intricate details and will require more time and material to complete. The additional cost for the logo is $15,000.
Superintendent Adam Lanning recommends approving the change order associated with this project. This change order increases the contract price from $2,223,900 to $2,247,772.50
Recommendation:
Approve the change orders from CB&I Constructors in the amount of $23,872.50 for a total project cost of $2,247,772.50.
Agenda Item #5 Purchase of Transformer for Skid Load 6 MW Generator Project
References:
pdf Memo from Director of Utilities Business Management and Energy Production Dan Westin (157 KB)
pdf Transformer Quotes (177 KB)
Recommended Action:
Consider purchase of transformer for skid load generator project.
History and Fact:
Council approved the overall project for 6 MW of additional peak shaving generation at the October 27, 2015 meeting. This item is a component of the previously presented project total.
Discussion:
RMU staff, Altorfer and BHMG have created a project for these generators which includes a highly efficient integration into RMU’s distribution network with a large amount of reuse of the initial skid load project.
Three transformers are required for the generator project. Director of Utilities Business Management and Energy Production Dan Westin recommends the purchase of one transformer for the generator project from RESCO at a cost of $24,210; the other two are in stock. Competitive quotes were received and the chosen vendor provided both short lead time and the lowest price. Approving the purchase of this component for the gen sets will enable them to be readied for implementation into the overall project in the spring of 2016.
Funds for this project are in the budget as part of the transmission line upgrade which is now moved out of FY16 and the rest coming from the Depreciation, Improvement and Extension account.
Recommendation:
Approve the purchase of a 2500 KVA 3 phase transformer from RESCO at a cost of $24,210.
Agenda Item #6 Purchase of Full Size 4x4 Crew Cab Pickup Truck for the Engineering Department
References:
pdf Memo from City Engineer Sam Tesreau (112 KB)
Recommended Action:
Consider the purchase of a full size 4x4 crew cab pickup truck for the Engineering Department.
History and Fact:
The 2015-16 Engineering Capital Budget includes $28,000 for the purchase of a full size 4x4 crew cab pickup truck with ample storage for field equipment and personnel. The existing 2004 pickup is beginning to have some maintenance issues. It will be retained for local use only by summer help that will typically be driving to and from construction sites.
Discussion:
Subsequent to the required public notice, the City Clerk opened bids on February 26 for a 2016 full size 4x4 crew cab pickup truck from two dealers. City Engineer Sam Tesreau reviewed the bids and found that the low bidder, Prescott Brothers Ford, met all of the specifications. Therefore, Tesreau recommends the acceptance of the bid from Prescott Brothers Ford in the amount of $32,395.
This vehicle is available per the minimum specification and/or alternate options for $31,357 through the State’s vendor. However, the delivery time will be longer than expected.
Recommendation:
Approve the purchase of a 2016 full size 4x4 crew cab pickup truck from Prescott Brothers Ford in the amount of $32,395 and reject all other bids.
Agenda Item #7 Engineering Proposal for Additional Track at North Switch Yard – City Industrial Railroad
References:
pdf Engineering Proposal (123 KB)
Recommended Action:
Consider an engineering proposal with Fehr Graham Engineering & Environmental for additional track at the City Industrial Rail North Switch Yard.
History and Fact:
The City of Rochelle Railroad (CIR) has been an economic driver in our region for the past several years. It offers local industries a competitive advantage by providing access to both the Union Pacific and Burlington Northern Santa Fe railroads for their shipping needs.
The increasing demand for efficient rail service across the country is creating economic development opportunities for Rochelle. The CIR is currently operating at or above its designed capacity. Therefore, an extension of the rail system is necessary for further development of rail related industries.
Discussion:
At the request of City staff, Fehr Graham has submitted an engineering proposal for the design of track #5 at the CIR North Switch Yard, located just south of Creston Road. The project includes the design of one parallel storage track, track #5, approximately 2000 linear feet in length and lengthening track #4 approximately 500 linear feet. The design also includes relocating one and constructing two additional turnouts.
Adding this additional track will afford the City the ability to interchange with the BNSF without using the Ryder yard. It will also open up additional options for storage and block switching.
The net revenue this fiscal year from the CIR as of the end of January is $1,027,876. The construction portion of this project is estimated at $750,000 and is included in the proposed 2016/17 Railroad Fund Capital Outlay Budget. Economic Development Director Jason Anderson recommends proceeding with the scope of work as outlined at a cost of $28,800.
Recommendation:
Authorize the City Manager to sign the engineering proposal with Fehr Graham Engineering & Environmental for additional track at the City Industrial Rail North Switch Yard at a cost of $28,800.
City Council Meeting Agenda February 22, 2016
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:
- Irish - American Heritage Month - pdf March 2016 (289 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Swearing In Ceremony – Firefighter Kenneth Dougherty
• Financial Statement – pdf January 2016 (830 KB)
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf February 8, 2016 (47 KB)
b) Approve Bills – pdf 012815-020416 (97 KB) , pdf 020516-021116 (86 KB)
c) Approve Payroll – pdf 011816-013116 (49 KB)
d) Approve Cinco de Mayo Planning Committee Request – pdf May 7, 2016 (102 KB)
2) Ordinance Amending the Municipal Code to Create One Restaurant Liquor License
3) Contractor Quote - 5Kv Phase One Project
4) Golf Course Loan Repayment
5) Bad Debt Write Off Policy – Rochelle Municipal Utilities
6) Purchase of Replacement Pump - First Avenue Lift Station
7) Land Purchase Agreement – Patterson Properties
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Ordinance Amending Section 6-46 of the Municipal Code to Create One Restaurant Liquor License
References:
Recommended Action:
Consider Ordinance Amending Section 6-46 of the Municipal Code to Create One Restaurant Liquor License
History and Fact:
The City has received a request for a restaurant liquor license for El Tapatio. This business plans to locate at 1310 North Seventh Street in Rochelle, the former Pizza Hut restaurant.
Discussion:
The Liquor Commissioner, Mayor Olson, has reviewed the request and has no objection to the creation of an additional restaurant license to accommodate El Tapatio’s request. The addition of this license will result in a total of two restaurant licenses in the City of Rochelle.
Recommendation:
Approve Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Restaurant Liquor License
Agenda Item #3 Contractor Quote - 5Kv Phase I Project
References:
pdf Memo from Electric Operation Superintendent Jason Bird (95 KB)
pdf Big D Electric Hourly Rates Schedule March 1, 2016-February 29, 2017 (102 KB)
Recommended Action:
Consider quote for contractor assistance with the 5Kv Phase I Project
History and Fact:
In June of 2014 the Mayor and Council approved a bid for the conduit and installation required for Phase I of the 5Kv project. Phase I of this project converts our 4160kV distribution circuit to a 13.8Kv feeder in the northwest section of the community.
Discussion:
The 2015-16 Electric Operations Capital Outlay Budget includes $165,000 for engineering the 5Kv Phase II project. Electric Operation Superintendent Jason Bird believes that these funds would be better used on Phase I. He has obtained two quotes for time and equipment costs necessary to have contractors assist RMU crews. Mr. Bird’s recommendation is to hire Big D Electric, based on the hourly rates schedule provided, since they are less than the other quote. Upon council approval, Big D will arrive in Rochelle on March 7th and continue to work until they are released from the project.
Recommendation:
Approve the hiring of Big D Electric, based on the hourly rates schedule provided, to assist RMU crews with the 5Kv Phase I project.
Agenda Item #4 Golf Course Loan Repayment
References:
pdf Memo from Finance Director Chris Cardott (30 KB)
Recommended Action:
Consider Golf Course Loan Repayment
History and Fact:
In March of 2013 the Mayor and Council, in cooperation with the Flagg Rochelle Community Park District, approved an Intergovernmental Agreement and Contract to Purchase the local golf course and banquet facility at a purchase price not to exceed $800,000. The following month the two entities closed on the property at a cost to each of $388,666.95.
In order to fund the purchase of the golf course property, the City Manager recommended a transfer from the Electric Fund to the Solid Waste Fund. The transfer was authorized through a council resolution which provided for $388,666.95 to be advanced from the Electric Fund to the Solid Waste Fund and for the full balance, including principal and interest of .20% per year, to be repaid to the Electric Fund no later than April 4, 2018.
Discussion:
Per Finance Director Chris Cardott, the outstanding principal balance of the bonds is $388,666.95 plus accrued interest of $2,199.85 which equals a total payoff of $390,866.80. City Manager David Plyman recommends transferring $370,925.92 from the Health Fund and $19,940.88 from the Hotel/Motel Fund to the Solid Waste Fund in order to pay the debt to the Electric Fund in full. If approved, the Health Fund will be depleted.
Recommendation:
Approve the transfer of $370,925.92 from the Health Fund and $19,940.88 from the Hotel/Motel Fund to the Solid Waste Fund in order to pay the debt to the Electric Fund.
Agenda Item #5 Bad Debt Write Off Policy – Rochelle Municipal Utilities (RMU)
References:
pdf Memo from RMU Customer Service Supervisor Barbara Bell (95 KB)
Recommended Action:
Consider Approving Write-Off Policy
History and Fact:
Section 98-6 of the Municipal Code of the City of Rochelle provides for the collection of utility bills by RMU, subject to the provisions of that Code and other applicable legislation. It is recognized, however, that circumstances may arise which could make the recovery of certain debts impossible, impractical or financially unfeasible, and that it may be in the best interest of the City to write off those debts.
Discussion:
Currently, many uncollectable utility accounts are listed as “collections” and remain as part of the receivables balance. The final bill dates range from January 1991 to September 2015. Therefore, RMU Customer Service Supervisor Barbara Bell recommends that the City of Rochelle adopt a write off policy for uncollectible accounts.
The proposed policy outlines the steps to be taken prior to writing off debt including reporting the debt to a collection agency and tracing the debtor. The policy also lists the conditions under which a debt will be written off and gives the Customer Service Supervisor the authority to write off the debt once all of the legal avenues, procedures and steps in the policy have been exhausted. The write off policy does not constitute forgiveness of the debt and the debt is still owed by the debtor.
Recommendation:
Approve Write-Off Policy for Rochelle Municipal Utilities
Agenda Item #6 Purchase of Replacement Pump – First Avenue Lift Station
References:
pdf Memo from Water/Water Reclamation Superintendent Adam Lanning (51 KB)
pdf Proposal for Sulzer/ABS Pump (31 KB)
Recommended Action:
Consider the purchase of a replacement pump for the First Avenue Lift Station
History and Fact:
The City of Rochelle currently operates and maintains a wastewater lift station located along First Avenue near the street department shop. This lift station serves Creston, the landfill and most of the north east side of Rochelle pumping approximately 800,000 gallons per day.
Discussion:
Recently, one of the two pumps at the First Avenue lift station experienced a catastrophic failure. At this point the cause is unknown. Since this pump is a proprietary item, RMU only requested a quote through the original supplier, Flow Technics, Inc. The resulting proposal is for a new replacement ABS 2800 gallon per minute pump at a cost of $28,475 (plus freight). Using a different brand would require modifications to the mounting hardware thus driving up the cost.
Superintendent Adam Lanning recommends approving the purchase of a new ABS submersible pump to replace the damaged equipment since this is a critical piece of equipment. Installation of the pump will be done in-house.
Recommendation:
Approve the purchase of a Sulzer/ABS Pump from Flow-Technics, Inc. in the amount of $28,475.
Agenda Item #7 Land Purchase Agreement – Patterson Properties
References:
pdf Memo from Community Development Director Michelle Pease (93 KB)
pdf Land Purchase Agreement (62 KB)
pdf Ordinance Authorizing the Purchase of Six Properties Owned by CDBNA LLC (77 KB)
Recommended Action:
Consider Land Purchase Agreement – Patterson Properties
History and Fact:
The Rochelle Street Department, Airport and Police Department currently rent a 6,000 square foot building from Windstar Van Lines on south Illinois Route 251. This building is rented for $5,850 per year with a lease expiring on May 1, 2016. Despite this storage facility, the Street Department currently has several pieces of equipment and materials being stored outside in the elements. Due to the Street Department’s main facility being located in the floodway, expansion is not an option.
Discussion: The six former Patterson properties located on west Second Avenue and North Washington are available for purchase. The properties include two vacant lots, a gravel parking lot, a 2,120 square foot Quonset structure, a 15,386 square foot building, and the remains of a fire damaged structure. The larger building would allow for the inside storage of all Street Department equipment and materials at a location that is convenient to the department’s main facility. In addition purchasing these properties would serve the long term goal of cleaning up the area between the railroad tracks.
City staff members have negotiated a Land Purchase Agreement for the six properties which includes a purchase price of $50,000 and a closing to be held on or before March 18th. Contingencies in the agreement include the demolition/removal of the fire-damaged structure located on one of the properties, including the floors and foundation, removal of all fencing, grading the property to a level grade and planting of grass seed. An $80,000.00 check which is held by the City as a guarantee for the completion of the demolition of the fire-damaged structure located on the Property will also be released.
This property has been approved by the EPA as a Brownfields property and a Phase I ESA has been completed by an independent environmental consultant. A Letter of Reliance for the Phase I ESA was released by CDBNA LLC (American Midwest Bank). Community Development capital funds for Brownfields properties are available to cover the purchase price.
Recommendation:
Approve an Ordinance Authorizing the Purchase of Six Properties Owned by CDBBNA LLC Per the Land Purchase Agreement.
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