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Friday, 30 June 2017 15:23

Boards & Commissions

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Monday, 26 June 2017 17:27

City Council Meeting Agenda - June 26, 2017

I. CALL TO ORDER:

  • Pledge to the Flag
  • Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

  1. CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
  2. Ordinance Approving a Height Variance for Proposed Development for Americold – 1010 Americold Dr
  3. Ordinance Approving the Rezoning from Rural Development to I-2 for Americold – 1010 Americold Dr
  4. Temporary Construction and Permanent Ingress-Egress Easement Agreement w/ RTHS – Well 11
  5. Amendment to Well 11 Agreement – Radium Removal
  6. Leaf Vacuum

VII. DISCUSSION ITEMS:

1) USDA Rural Loan Application – Rail Expansion

VIII. EXECUTIVE SESSION

1) The (appointment, employment, compensation, discipline, performance and/or dismissal) of specific employee(s). Section (c)(1)

2) Setting of a price for sale or lease of property owned by the City. Section (c) (6)

IX. ADJOURNMENT

Agenda Item #2 - Ordinance Approving a Height Variance for Proposed Development for Americold – 1010 Americold Drive

Staff Contact:

Kip Countryman

Summary:

On June 19, 2017, the Planning and Zoning Commission held a public hearing to review the petition for Americold LLC for a proposed 183,000 square foot automated storage and retrieval system (ASRS) at 1010 Americold Drive.

Americold is proposing to construct an 183,000 square foot building that will be attached to the existing building on the south end. The proposed building will have a height of 140 feet. The current Rochelle Municipal Code in Section 110-731 allows for buildings to have a maximum height of 60 feet.

Americold has provided documentation of approval from the Federal Aviation Association, the Illinois Tollway Authority, and the proposed building meets the proper setbacks as required by the building height and area requirements found in the adopted International Building Code. The building will be setback 123.65 feet on the south, 101 feet on the west, attached to the existing building on the north, with truck docks on the east.

Americold has proposed to extend and pave the existing fire lane around the entire development, loop the current dead end water main, and has met the required interior parkway, buffer yard requirements, along with off street parking and loading set forth in the Rochelle Municipal Code.

The property is surrounded by General Industry on the West, I 88 on the south, Wiscold Drive on the North, and Residential park district property on the east.

Recommendation:

After review of the facts, the Planning and Zoning Commission recommends that since the petitioner has provided documentation of approval from the FAA, the Illinois Tollway Authority, the building meets the proper setbacks required in the International Building Code under heights and areas, is proposing to extend and pave the required fire lane, provided interior parkway, buffer yard, and off street parking and loading requirements; the proposed addition is not dangerous to public health, will not impair property values in the neighborhood, will not impede normal development of the surrounding properties, will not impair light to adjacent property, congest public streets, or increase the risk of fire, and recommends that the City Council approve a variance of height for the proposed building of 140 feet, the legal description of which is attached.
Vote 3 to 1.

Supporting Documents:

Agenda Item #3 - Ordinance Approving the Rezoning from Rural Development to I-2 for Americold – 1010 Americold Drive

Staff Contact:

Kip Countryman

Summary:

On June 19 2017, the Planning and Zoning Commission held a public hearing to review the petition of Americold LLC to re-zone parcel 25-29-300-019 from Rural Development to I-2 for storm water detention, and off street parking requirements at 1010 Americold Drive.

Americold has proposed to provide storm water detention for the 183,000 square foot addition. The addition of off street parking has met the required interior parkway and buffer yard requirements abutting residential zoning, landscaping, off street parking and loading requirements set forth in the Rochelle Municipal Code.

The property is surrounded by General Industry on the West, residential park district on the south, undeveloped residential property on the North, and Residential park district property on the east.

Recommendation:

After reviewing the facts, the Planning and Zoning Commission recommends that since the petitioner Staff has provided documentation of approval for the development of an (ASRS) facility, provided interior parkway, buffer yard, storm water detention, and off street parking and loading requirements; the proposed zoning is not dangerous to public health, will not impair property values in the neighborhood, will not impede normal development of the surrounding properties, will not impair light to adjacent property, congest public streets, or increase the risk of fire, and recommends that the City Council approve to re-zone the property from rural development to I-2, the legal description of which is attached.

Supporting Documents:

Agenda Item #4 - Approval for a Permanent and Temporary Construction easement agreement with the Rochelle Township High School (RTHS)

Staff Contact:

Adam Lanning

Summary

Well 11, located on Flagg road is a main supply well that has been taken out of service due to radium exceedances. With this occurrence, the City of Rochelle entered into a compliance commitment agreement with the Illinois EPA which requires the City to construct a radium removal plant for that well.

During the design process we realized a permanent access road from the terminus of north 20th connecting to the well house would be necessary for the construction of the treatment plant along with the ongoing maintenance traffic due to operating and maintaining the plant. RTHS expressed an interest in constructing a two lane access road since as part of their master plan they will construct a parking lot in that same vicinity to accommodate access to their facilities. The easement would allow the city to construct a two lane access road along the north end of RTHS property and would eventually connect to the City owned well house. RTHS commits to paying for the cost of constructing the blacktop for one lane of the road at a cost estimate of $18,000 and cover half of the ongoing associated maintenance costs. Due to our contribution to constructing the road, RTHS waived any purchase costs for acquiring the easements. The estimated cost for the City to contribute for that section of the road is $19,000.

The easement agreement also details a section along the east to run utilities as necessary for the project along with any future water main extension projects.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
Equipment Replacement Fund Budgeted $10.00 (plus estimated $19,000)

Recommendation:

Approve the easement agreements with Rochelle Township High School for a cost of $10 plus partial construction costs ($19,000) of the permanent access road.

Supporting Documents:

Agenda Item #5 - Approval of Amendment 1to the Original Engineering Agreement with Willett Hoffman & Associates for Well 11 Radium Removal Project

Staff Contact:

Adam Lanning

Summary:

Well 11, located on Flag road is a main supply well that has been taken out of service due to radium exceedances. With this occurrence, the City of Rochelle entered into a compliance commitment agreement with the Illinois EPA which requires the City to construct a radium removal plant for that well.

During the design process we discovered unexpected issues requiring additional engineering services outside the original scope provided by Willett Hofmann & Associate’s. These include the design of a permanent access road from 20th avenue, permitting, calculations and preparation for the construction drawings because the water treatment plant site is in a newly mapped floodway of the Kyte River.

The original agreement amount will be increased from $453,000 to $477,675.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
IEPA Loan $24,675 $24,675

Recommendation:

Approve amendment 1 in the amount of $24,675

Supporting Documents:

Agenda Item #6 - Purchase of One New Leaf Vacuum

Staff Contact:

Tim Isley

Summary:

In 2010 the City of Rochelle implemented a fall leaf collection program that encouraged residents to rake leaves from their yards into the city parkways for Street Department personnel to collect and remove. The leaf collection program has grown each year and last year collected an estimated 2,000 square yards of leaves. To complete this task the Street Department uses two leaf vacuums, a 2010 Titan, 99 hp. diesel engine leaf vacuum and a 1994 Metro, 73 hp. Gasoline engine leaf vacuum. The 1994 Metro leaf vacuum is undersized for our current operation and has become very unreliable. As of the end of last season this machine is inoperable and in need of major repairs to the engine. In order to maintain our weekly leaf collection schedule and keep repair and labor costs down it is important that we have two reliable and efficient machines in operation.

During the 2017 budget planning process, funds for replacing the 1994 Metro leaf vacuum were removed from the Street Department capital outlay expenditures. Budgeted funds of 65,000 for the purchase of one used bucket truck remain. The current bucket truck, a 2000 Chassis with a 1987 Altec boom lift passed the annual dielectric testing requirements allowing this vehicle to remain in service. With this vehicle in service, I recommend the budgeted funds go towards the purchase of a new leaf vacuum to replace the inoperable 1994 Metro leaf vacuum.

The above referenced leaf vacuum was advertised in the Rochelle Newsleader and the City website. Bids were publicly opened and read aloud on June 20, 2017 at 10 am for the above referenced project. Two separate bids were received as follows:

  • Bonnell Industries submitted a bid of $51,766.45 for a Titan Pro Plus leaf vacuum meeting all specifications, full factory warranty submitted and certificate of liability insurance submitted.
  • R.N.O.W., Inc. submitted a bid of $45,742.00 for a DinkMar Leaf Master with two deviations in the specifications regarding the hydraulic valve and joystick control. Full factory warranty was not submitted and certificate of liability insurance was not submitted.

Funding Source:

Source Budgeted Amount Proposed Expenditure
General Fund 01-41 $65,000 $51,766.45

Recommendation:

Delay the purchase of one used bucket truck in the amount of $65,000 and consider acceptance of Bonnell Industries bid proposal of $51,766.45 meeting all specifications and providing certificate of liability insurance and full factory warranty.

Supporting Documents:

Discussion Item #1: Additional Funding Opportunity for the City of Rochelle Railroad - USDA Rural Development Loan Application

Staff Contact:

Jason Anderson

Summary:

The USDA provides funding to small rural communities for public infrastructure projects through a loan program that provides a guaranteed fixed interest rate over a 40 year term. After presenting the need to expand the CIR to the USDA, we have been invited to submit a pre-application which will determine if we would qualify for the loan program. The City could be eligible for up to $7M which would allow a second rail expansion project. This is necessary as there are three rail served industries (two existing and one new) who intend to build/expand operations in 2018 which will add a significant amount of new traffic to the CIR and require additional rail switching and storage capacity.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
USDA (potential) $7m TBD  

Recommendation:

Advance the pre-application with the USDA to determine if the next rail expansion project could qualify for a USDA infrastructure loan. Fehr & Graham Engineering-Environmental will provide the engineering requirements, drawings, and data to process and advance a pre-application to the USDA at a cost of $3,500.

Supporting Documents:

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Monday, 12 June 2017 16:59

City Council Meeting Agenda - June 12, 2017

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:
  2. Ordinance Approving Option to Purchase Real Estate – 413 W. 4th Avenue
  3. 2017 Sidewalk Project
  4. Purchase of Gas Valve for the Solar Turbine
  5. Consulting Services Agreement between RMU and Bethel Electric Rate Company – 3rd Transmission Interconnect
  6. Agreement with IMPA Service Corp, request for proposal for recommendations for power supply
  7. Ordinance Amending Cell Phone Policy

VII. DISCUSSION ITEMS:

1) Airport Updates

VIII. EXECUTIVE SESSION

1) The (appointment, employment, compensation, discipline, performance and/or dismissal) of specific employee(s). Section (c)(1)

2) Pending or threatening litigation. 5ILCS120(c)(11)

IX. ADJOURNMENT

Agenda Item #2 - Ordinance Approving Option to Purchase Real Estate - 413 W. 4th Avenue

Staff Contact:

Michelle Pease

Summary:

The City of Rochelle is the current property owner of the real estate located at 413 W. 4th Avenue, Rochelle, Illinois which is located in the Downtown and Southern Gateway TIF District. Walter Wayne Development, LLC is interested in redeveloping the property and is requesting an option to purchase. This option to purchase will allow Walter Wayne, LLC to assess the viability of the redevelopment and perform its due diligence activities.

Walter Wayne, LLC shall pay the City $250 as consideration for the option period. Walter Wayne, LLC may extend the option period in two three-month increments, by payment of $250 for each extension, limited to exercising two extensions. The total option period can be a maximum of nine (9) months from the date it is fully-executed by both parties.

During the option period, including extensions, Walter Wayne, LLC shall have the right to purchase the Property, and the City shall not sell the property to a third-party unless 1) Walter Wayne, LLC notifies the City it will not purchase the property 2) the option period lapses, or 3) a third-party submits a bid or proposal that is greater than the purchase price submitted by Walter Wayne, LLC.

In the event the option is exercised, City agrees to negotiate in good faith with Walter Wayne, LLC for purchase and sale terms and conditions contained in the contract.

Funding Sources:

N/A

Recommendation:

Approve the Ordinance authorizing the City Manager to execute the Option to Purchase Real Estate for the property located at 413 W. 4th Avenue, Rochelle, Illinois.

Supporting Documents:

Agenda Item #3 - FY 2017 City of Rochelle Sidewalk/Pedestrian Paths Improvement Project

Staff Contact:

Sam Tesreau, City Engineer

Summary:

The annual sidewalk/pedestrian path improvements project, as administered by the Engineering Department, provides for the replacement of existing and/or constructs new sidewalks and pedestrian paths and other related items throughout the City. The program provides for improved accessible pedestrian access routes including ramps for the disabled and other users. This is part of an effort to continuously improve our pedestrian network for all users and meet certain ADA and PROWAG standards. The program is primarily funded through the Utility Tax Fund (UTF) established in 1997 in an effort to routinely address the needed and required upgrades to the City’s pedestrian sidewalk system, associated curb and gutter replacement, street pavement restoration and landscaping. Since its inception nearly 700,000 square feet of sidewalk and/or other pedestrian paths and hundreds of accessibility ramps have been improved through replacement and/or new construction. The UTF has been utilized to supplement new sidewalk construction on other roadway projects such as the Wiscold Drive reconstruction, School Ave bridge replacement, 10th Ave SRTS and the Southeast quadrant neighborhood street urbanization.

The above referenced project was advertised in the Rochelle Newsleader and the City website. Bids were publicly opened and read aloud on May 30, 2017 at 10 am for the above referenced project. Six separate bids were received as follows:

  • Stenstrom Excavation and Blacktop Group submitted a bid for making the entire improvements in the amount of $199,553.66
  • O’Brien Civil Works, Inc. submitted a bid for making the entire improvements in the amount of $208,440.30
  • N-Trak Group, LLC submitted a bid for making the entire improvements in the amount of $225,138.45
  • AA Construction, Inc. submitted a bid for making the entire improvements in the amount of $234,420.25
  • Alliance Contractors, Inc. submitted a bid for making the entire improvements in the amount of $248,885.00
  • B. Kearns Concrete submitted a bid for making the entire improvements in the amount of $293,525.80

The lowest bid is approximately 2% higher than the estimated costs for the project. The project is funded with UTF administered by the Engineering Department. A transfer from the FY 17 UTF #18-00 will be made to the FY 17 CIP fund #36-00-86500 to cover costs associated with the project. The City will purchase detectable warning plates for use on the project and the Street Department crews will provide pavement patching and restoration along new curb and gutter sections.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
UTF/CIP $140,000 (#36-00-86500) $199,554 (low bid)
UTF/CIP $135,000 (#36-00-86095) alt  

Recommendation:

Consider acceptance of the low bid proposal and award the 2017 City of Rochelle sidewalk project to Stenstrom Excavation and Blacktop Group and reject all other bids received. Furthermore, such approval shall be subject to all specifications, contract documents and supplementary information, and notice of award documents.

Supporting Documents:

Agenda Item #4 - Purchase of a Gas Valve for the Solar Turbine

Staff Contact:

Jason Bird

Summary:

The gas valve on the Solar Turbine was bad, without the valve being replace the unit would not be able to run. The Run schedule started on June 1st and to cover ourselves the part was ordered and replaced. This unit is a 3 MW and during the 2016 run schedule the unit saved RMU customers $299,032.00. The cost of the valve was $22,125.00.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
54-40 Maintenance $27,500 $22,125

Recommendation:

Approve the emergency purchase of the gas valve with a 3/5 vote of council, per City Code.

Supporting Documents:

Agenda Item #5 - Consulting Services Agreement between RMU and Bethel Electric Rate Company, Services Project to be Identified by the Parties as Project #2 3rd Transmission Interconnection.

Staff Contact:

Jason Bird

Summary:

Rochelle and BERC hereby agree, pursuant to the terms of the Consulting Services Agreement and the provisions of this Agreement No. 2, that BERC will provide electric transmission rate related consulting services to RMU in connection with RMU’s efforts to effect the planning, construction and recovery of the costs of a third interconnection between RMU transmission facilities and those of Com Ed transmission zone of the PJM interconnection.

BERC and RMU will communicate regularly as to the specific tasks associated with this project to be undertaken by BERC, any specific deliverables and timeline for deliverables required by RMU and BERC from time to time, and any information required by BERC from RMU from time to time to complete deliverables and meet deadlines for deliverables to be provided by BERC, consistent with the provisions of the Consulting Services Agreement and this amendment.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
54-40 Outside Engineering $75,000 Not to exceed $20,000

Recommendation:

Approve the agreement with BERC to provide the electric transmission rate related consulting services.

Supporting Documents:

Agenda Item #6 - Agreement with IMPA Service Corp, Request for Proposal for Recommendations for Power Supply for Rochelle

Staff Contact:

Jason Bird

Summary:

This project will develop recommendations concerning the amount of energy Rochelle will require for its power supply needs from June 2018 through May 2021. The recommendation will be based on Rochelle’s forecasted demand and existing power supply portfolio, and consider historical load usage and information from Rochelle concerning certain large customers and estimates of their power usage.

After Rochelle accepts or modifies these recommendations and approves a not to exceed average cost for the purchase power, IMPA Service Corp will issue a request for bids to Rochelle approved counterparties. Rochelle’s City Manager or Interim City Manager must be available to approve or reject incoming offers at the time the bids are scheduled to be received.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
54-90 Contract Service   $3,000

Recommendation:

Approve the agreement to allow IMPA Service Corp to provide Rochelle with a RFP for power supply contract. The not to exceed limit shall be 34 MW. Give the City Manager/Interim City Manager authority to approve the bids once they come in.

Supporting Documents:

Agenda Item #7 - Ordinance Amending the Cell Phone by Employee

Staff Contact:

Nancy Bingham

Summary:

This policy has been amended to clarify current and set further guidelines on cell phone use by the employees of the City of Rochelle. The City recognizes the value of cell phones and with proper use it’s a great means of keeping connected with today’s workforce and customers. The current policy, last revised in July of 2005, was amended to include specifics regarding use of cell phone, including phone calls and text messages, types of use, excess use, FOIA regulations and limits on the type/model of phone(s) available for purchase with upgrade specifications. The section on damaged or lost cell phones now includes reporting requirements and replacement limitations. Amendments to these guidelines will set the expectations regarding the use of cell phones, monitoring such use and enforcing policy.

Funding Sources:

N/A

Recommendation:

Approve an Ordinance Amending the Cell Phone by Employee

Supporting Documents:

Discussion Item #1 - Rochelle Municipal Airport Update

Mike Hudetz, Airport Manager, will give an update on Rochelle Municipal Airport/Koritz Field recent and present activities. Upcoming activities and improvement plans being executed, and discussed, will also be covered.

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Monday, 22 May 2017 16:25

City Council Meeting Agenda - May 22, 2017

I. CALL TO ORDER:

  • Pledge to the Flag
  • Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

  1. Approve Minutes of City Council Meeting – May 8, 2017
  2. Ordinance Amending Travel, Meal and Lodging Expenses Policy
  3. Ordinance Establishing Electronic Communications and Technology Policy
  4. Ordinance Establishing Social Media Policy
  5. 20th Street Roadway Improvement Project
  6. 2017 Seal Coat Project
  7. Main Street improvements (Phase 1) – Proposal for Appraisals
  8. Approval for the Purchase of a Variable Frequency Drive (VFD) at Well 10 Under Emergency

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

1) The (appointment, employment, compensation, discipline, performance and/or dismissal) of specific employee(s). Section (c)(1)

IX. ADJOURNMENT

Agenda Item #2 - Ordinance Regulating Travel, Meal and Lodging Expenses Consistent with Public Act 99-0604

Staff Contact:

Chris Cardott, Finance Director

Summary:

In 2016, Governor Rauner signed the Local Government Travel Expense Control Act into law (Public Act 099-0604). This law requires all non-home rule units of local government, including municipalities, school districts, special districts and community college districts, to regulate travel expenses at the board level. Thus, every covered unit of local government must adopt a resolution or ordinance that, at a minimum, contains the following provisions:

  1. Allowed reimbursable activities (e.g., conference attendance, travel for business meetings, etc.);
  2. The maximum amount that the unit of local government will reimburse for travel, meal and lodging expenses; and
  3. A standardized form for documenting travel, meal or lodging expenses, as well as “the nature of the official business” for which reimbursement is sought.

Travel, meal or lodging expenses may not be approved unless the minimum documentation requirements have been met.

The attached policy amends the policy adopted in December of 2016.

Funding Sources

Source Budgeted Amount Proposed Expenditure
NA    

Recommendation:

Authorize an Ordinance Regulating Travel, Meal and Lodging Expenses Consistent with Public Act 99-0604.

Supporting Documents:

Agenda Item #3 - Ordinance Adopting the Electronic Communications and Technology Policy.

Staff Contact:

Nancy Bingham, Human Resource Coordinator

Summary:

This policy will be added to update the current Employee Handbook which was last revised 10 years ago. Electronic communications and technology allows employees and elected officials to conduct day-to-day operations throughout the City of Rochelle and potentially worldwide with a vast variety of contacts. Setting this policy will set the expectations regarding the use and the regulations will help monitor and enforce the use. With today’s society and wide use of technology this will also assist with reducing potential risk and liability for the City.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
NA    

Recommendation:

Approve an Ordinance Adopting the Electronic Communications and Technology Policy.

Supporting Documents:

Agenda Item #4 - Ordinance Establishing Social Media Policy

Staff Contact:

Jenny Thompson, Marketing & PR Manager

Summary:

The City of Rochelle recognizes the value of social media for reinforcing brand recognition, engaging constituents, employees and elected officials in conversation, and for delivering information to the public. The City intends to leverage the power and reach of social media to communicate and deliver messages directly to citizens and to encourage citizen involvement, interaction and feedback.

Because the City supports open dialogue and the exchange of ideas, this policy has been created to provide guidelines for staff involved in the use of social media. To best manage online relationships and conversations, only those officially designated by the City of Rochelle have the authorization to speak on behalf of the City.

Given the immediate nature of these tools, the City will take a controlled, strategic approach to the use of social media to ensure information is current and appropriate and that responses to constituent requests and questions are accurate and timely. Employees and elected officials involved in social media management are responsible to know and uphold the policy.

The Marketing & Public Relations (“PR”) Manager is responsible for acting as the City’s central public information center; for coordinating the release of information to the public through all available avenues; for selecting, testing, and implementing the use of communications tools, including social media; for monitoring and responding to public comments, questions, and requests; for integration of social media into various City websites; and for creating and posting video to social media outlets.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
NA    

Recommendation:

Approve an ordinance establishing a Social Media Policy.

Supporting Documents:

Agenda Item #5 - 2017 20th Street Pavement HMA surfacing and related improvements

Staff Contact:

Sam Tesreau, City Engineer

Summary:

The 20th Street widening and pavement improvements project, between 8th Ave and Carrie Ave, was divided into two phases over the past four years. While portions of the project have been contracted out the City Street Department crews have been working on this project, and many others, so as to extend the City’s limited infrastructure funds. The binder course was constructed last year to allow traffic over the roadway during a six month period. The final HMA surface course was programmed for this year to complete Phase 2 of the project. In addition, a geotextile layer will be installed on portions of the project to extend the life of the pavement.

The above referenced project was advertised in the Rochelle Newsleader and on the City website. Bids were publicly opened and read aloud on May 18, 2017 at 10 am for the above referenced project. Three separate bids were received as follows:

  • Rock Road Company submitted a bid for making the entire improvements in the amount of $202,087.08
  • William Charles and Company submitted a bid for making the entire improvements in the amount of $195,214.73
  • Martin and Company Excavating submitted a bid for making the entire improvements in the amount of $187,608.90

The 20th Street project is funded with infrastructure Sales Tax funds (STF) administered by the Engineering Department. A transfer from the FY 17 STF 17-00 will be made to the FY 17 CIP fund 36-00-86097 to cover the costs associated with the 20th Street project. The construction is expected to be substantially complete by June 30, 2017 weather permitting.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
STF/CIP $180,000 $187,608.90

Recommendation:

Consider acceptance of the low bid proposal and award the contract to Martin & Company Excavating and reject all other bids received.

Supporting Documents:

Agenda Item #6 - 2017 Annual Seal Coat street maintenance MFT section#17-00000-00-GM

Staff Contact:

Sam Tesreau, City Engineer

Summary:

Various streets and/or alleys were identified to receive a seal coat (A1 & A2) surface treatment this fiscal year (FY) to provide for much needed roadway maintenance and preservation. The areas are shown on the attached exhibit A. Additional areas may be considered by the City Engineer during the construction process as funds allow.

The above referenced project was advertised in the Illinois Dept. of Transportation (IDOT) Notice to Contractor’s Bulletin 17-17 as well as the Rochelle Newsleader. Bids were publicly opened and read aloud on May 11, 2017 at 10 am for the above referenced project. Two separate bids were received as follows:

  • Civil Constructors, Inc. submitted a bid for making the entire improvements in the amount of $122,107.25
  • AC Pavement Striping Co. submitted a bid for making the entire improvements in the amount of $146,962.38

The lowest bid is approximately 9% lower than the Municipal estimate of maintenance costs submitted to IDOT and approved on April 26, 2017. The various streets general maintenance project is funded with Motor Fuel Tax (MFT) funds administered through IDOT. A transfer from the FY 17 MFT fund 17-00 will be made to the FY 17 CIP fund 36-00-86086 to cover the Local Agency (LA) costs associated with the General Maintenance project of various streets with Sec#17-00000-00-GM. The City Street Department crews will provide pavement patching, surface preparation and sweeping in advance of seal coat operations.

City council approval of resolution (BLR 14230) will allow the City to move forward with providing funding associated with engineering, maintenance and/or construction on the referenced project from the MFT fund. Enclosure (1) uses the standard IDOT resolution to document the requested expenditure.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
MFT/CIP $100,000 $122,107 (low bid)

Recommendation:

Consider approval of enclosure (1) Resolution for Maintenance of Street and Highways by Municipality Under the Illinois Highway Code (BLR 14230) appropriating MFT funds for general maintenance of various streets described herein. In addition, please consider acceptance of the low bid proposal and award the contract to Civil Constructors, Inc. and reject all other bids received.

Supporting Documents:

Agenda Item #7 - S. Main Street improvements (Phase 1) – Proposal For Appraisals

Staff Contact:

Sam Tesreau, City Engineer

Summary:

A state/local joint Economic Development Program (EDP)/TARP Agreement was approved by the City Council and executed by Mayor Olson in June 2013 for the above referenced project. After final review, the Illinois Department of Transportation (IDOT) executed the agreement in August 2013. This project will include pavement rehabilitation, reconstruction, widening, updated traffic control devices and other associated improvements, along South Main Street, from south of Steam Plant Road to the Steward Road intersection. The partial EDP funding was made possible by the expansion and job creation/retention for the Graphic Arts Bindery facility located immediately south of Steam Plant Road. Since that time Engineering design plans have been completed by Fehr Graham and Associates and nearing the final approval by the IDOT.

Currently the state/local agency EDP agreement calls for the project to be bid out by the end of 2017 as amended from the original agreement. However, additional right-of-way (ROW) and/or easements will need to be acquired as part of the project to allow for the construction of the improvements as determined by the construction plan project limits. A certified IDOT appraiser, Davidson and Associates, has been selected to develop appraisals of the multiple parcels to be acquired in accordance with IDOT policies and procedures. These appraisals will then allow City staff to begin the necessary acquisition of the ROW/easements needed for construction. Acquisition of the parcels will also satisfy the check list item for IDOT so the project may proceed to bid letting.

All expenses related to the ROW/easement acquisition are the responsibility of the local agency (City) per the approved state/local EDP agreement. The construction portion of the project is anticipated to begin spring 2018 and the associated construction and engineering expenses will be programmed into the FY 2018 budget.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
EDP/STF/CIP $1,600,000 $41,600 + cost to cure estimates

Recommendation:

Please consider approval of the agreement letter (enclosure (1)) with Davidson and Associates and give authorization to the City Engineer to approve cost to cure estimates.

Supporting Documents:

Agenda Item #8 - Approval for the Purchase of a Variable Frequency Drive (VFD) at Well 10 Under Emergency

Staff Contact:

Adam Lanning

Summary:

Well 10, located on Southview drive is a main supply well that has recently become inoperable due to changing aquifer conditions.

With well 11 offline due to radium exceedances, it is imperative to get well 10 operational to avoid the possibility of not meeting demand. A VFD operates electric motors more efficiently than a standard soft start and will give us better control of the well. We have a cash reserve with approximately $4 million and will defer spending on other projects to offset the unexpected expense.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
Equipment Replacement Fund Not Budgeted $34,690

Recommendation:

Approve the purchase of a VFD for well 10 without competitive bidding from Municipal Well and Pump for $34,690 installed.

Supporting Documents:

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Monday, 08 May 2017 16:03

City Council Meeting Agenda - May 8, 2017

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:

2) Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2017

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION:

1) Pending or threatening litigation. 5ILCS120(c)(11)

2) The (appointment, employment, compensation, discipline, performance and/or dismissal) of specific employee(s). Section (c)(1)

IX. ADJOURNMENT

Agenda Item #2 - SUBJECT: Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2017

Staff Contact:

Nancy Bingham

Summary:

The Municipal Code of the City of Rochelle requires that the City Council annually approve a resolution establishing the minimum/maximum wage rates for all position classifications within the City. The proposed resolution applies to all employees and is based on job categories as defined by the Equal Employment Opportunity Commission. The rates included in this resolution are consistent with those that were incorporated into the City Budget for Fiscal Year 2017.

Funding Sources:

Source Budgeted Amount Proposed Expenditure
NA    

Recommendation:

Approve Resolution Establishing Minimum/Maximum Wage Rates

Supporting Documents:

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Tuesday, 27 June 2017 18:45

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Tuesday, 27 June 2017 18:43

Nixle Signup

 

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Wednesday, 14 June 2017 16:27

Contact or Report a Concern

The City of Rochelle is committed to providing quality service to our community. Using our Report a Concern system below, you can send us a question, compliment, notify us of a non-emergency problem, voice a concern, or offer a suggestion.

Emergencies: In emergency situations that may cause injury to life or damage to property, contact Rochelle's police, fire, and emergency medical personnel immediately by dialing 9-1-1 (or, if not life-threatening, 815-562-2131 for the Police Department and 815-562-2121 for the Fire Department).

Confidentiality: Do not use this form to send information you wish to be treated confidential. This information is available to anyone under the Freedom of Information Act.

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Monday, 15 May 2017 18:56

City of Rochelle - City Council Agenda and Minutes Archive 2006 - 2021

This is an archive of the City of Rochelle City Council agendas and minutes from 2006 - 2021. Please use the main menu (above) to get to the relevant information you are seeking. 

To visit the City website click below.

Visit the City of Rochelle Website

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