AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, May 24, 2021 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

I.                                           CALL TO ORDER:

·         Pledge to the Flag

·         Prayer

II.                                        ROLL CALL:

III.                                     PROCLAMATIONS, COMMENDATIONS, ETC:

•     Rochelle Community Hospital Staff and Associates Award

IV.                                      REPORTS AND COMMUNICATIONS:

·         Mayor’s Report

·         Council Members

·         Good News – Master of Public Administration Degrees with Honors Ben Johnson, Jennifer Thompson and Jason Underwood

·         Good News - American Public Works Association Project of the Year Water Reclamation Facility Improvements

·         Employee Introductions – Tod Luxton Water Operator

                                                     Ryan Miller Wastewater Operator

V.                                         PUBLIC COMMENTARY:  

VI.                                      BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)       Approve Minutes of City Council Meeting – pdf 05/10/21 (237 KB)

b)       Accept and Place on File Minutes of Golf Course Advisory Committee – pdf 09/28/20 (24 KB)

c)       Approve Exceptions – pdf 05/04/21-05/10/21 (143 KB) , pdf 05/11/21-05/17/21 (162 KB)

d)       Approve Payroll – pdf 05/03/21-05/16/21 (61 KB)

e)      pdf Approve request to allow a graduation party to be held on the dead-end portion of Fairview Drive (162 KB)

f)        Accept and Place on File Financial Statement – pdf April 2021 (7.16 MB)

2)    Resolution Opposing SB2298 Amending the Tax Increment Allocation Redevelopment Act of the Illinois Municipal Code

3)    Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook)

4)    Ordinance Waiving the Competitive Bidding Requirements and Awarding Johnson Tractor the Purchase Order for the Purchase of Mower and Tractor

5)    Change Order for Well House #4 Project to Contract with Larson & Larson Builders, Inc.

6)    Change Order for Well House #4 Project to Contract with Cahoy Pump Service

7)    Ordinance Waiving the Competitive Bidding Requirements and Awarding WESCO the Purchase Order for the Purchase of Electric Supplies Inventory

8)    Ordinance Waiving the Competitive Bidding Requirements and Awarding Gasvoda & Associates Inc the Purchase Order for the Purchase of Flowmeter Scada Devices

9)    Resolution Approving a Cable Franchise Agreement by and between the City of Rochelle and Comcast of California/Colorado/Illinois/Indiana/Michigan, LLC

10)Resolution Authorizing the City Manager to Execute Agreements with the Progressive Park Rochelle for the Purchase of Two Utility Easements

VII.                                  DISCUSSION ITEMS:VIII.                               EXECUTIVE SESSIONIX.                                     ADJOURNMENT

Anyone interested in participating in public commentary remotely should contact Deputy City Clerk Rose Hueramo at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.

Council members may participate in the City Council Meeting remotely as a result of the Governor suspending

the requirement for in-person attendance at Public Meetings.

The Council Meeting will be broadcast live on our YouTube Channel: Rochelle Illinois

Agenda Item #2 - Resolution Opposing SB2298 Amending the Tax Increment Allocation Redevelopment Act of the Illinois Municipal Code

Staff Contact: Michelle Pease, Community Development Director

Summary: The Tax Increment Allocation Redevelopment Act of the State of Illinois (the “Act”) creates tax increment financing to stimulate and induce redevelopment and to provides cities with a mechanism to construct public infrastructure to spur economic development and job growth within their jurisdiction.

The Act makes it possible for municipalities like the City of Rochelle to incentivize development within the areas that are found to be “blighted areas” in order to reduce or eliminate the factors that cause such areas to be designated as “blighted areas” by reimbursing others for the payment of eligible redevelopment project costs as defined in Section 11-74.4-3(q) of the Act.

SB2298, sponsored by Senator Ann Gillespie and co-sponsored by Senator Melinda Bush, attempts to eliminate the effectiveness of the most important tool available to municipalities to enhance positive economic change.

Proposed Changes:

1. Removes or modifies various factors for the definitions of “blighted area” and “conservation area” that will greatly reduce the eligibility for many distressed areas throughout Illinois communities.
2. Requires all new redevelopment projects to have a completion date no later than the end of the 10th year after a TIF Ordinance is adopted, instead of the 23 years currently allowed.
3. Prohibits new or modified redevelopment project areas that overlap with other previously approved project areas, eliminating the ability for communities to successfully develop or redevelop contiguous areas that may not have been eligible at the time the TIF District was originally adopted.
4. Imposes stricter requirements for EAV decline and it would eliminate common TIF eligibility criteria such as dilapidation, deterioration, code standards, excessive vacancies, lack of ventilation, obsolete platting, diversity of ownership, and adjacent deterioration.

Recommendation:

Consider approving Resolution Opposing SB2298 Amending the Tax Increment Allocation Redevelopment Act of the Illinois Municipal Code

Supporting Documents:  pdf Resolution Opposing SB2298 Amending the Tax Increment Allocation Redevelopment Act of the Illinois Municipal Code (74 KB)

Agenda Item #3 - Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook)

Staff Contact: Nancy Bingham

Summary: The City of Rochelle “Handbook” Personnel Policies Manual was fully updated in October of 2018. The Personnel Policies Manual is in constant review and revisions shall be made periodically to be consistent with all applicable laws, employment policies and current technology.

Amend the Employee percentage of the total premium for the chosen level of health coverage for non-union effective 1/1/2022.Chapter 4: Benefits, Article A: Health Coverage, paragraph 3. Current Employees: 15% for Employee Only and 18% for Family Change to: 16% for Employee Only and 19% for Family.This amendment would reflect the same percentage as the union employees.

Strategic Plan Goal Application: Dynamic planning and evaluation in City wide planning efforts. -Budget - A tool to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.

Recommendation:  Approve a Resolution Approving an Amendment to the Personnel Manual

Supporting Documents:  pdf Resolution Approving an Amendment to the Personnel Manual (104 KB)

Agenda Item #4 -  Ordinance Waiving the Competitive Bidding Requirements and Awarding Johnson Tractor the Purchase Order for the Purchase of Mower and Tractor

Staff Contact:  Adam Lanning, Utilities Superintendent

Summary:       The Electric department received a quote for a new tractor and mower in the amount of $53,408.99 from Johnson Tractor under the Sourcewell pricing. The Sourcewell program is a cooperative purchasing plan that streamlines the procurement process by developing RFPs on behalf of public entities securing the best price available for its members. 

Currently the Tech Center, Electric, Water and Water reclamation departments are spending more than $1,000 a month in mowing services. In effort to cut down on the cost of maintaining large grassy areas throughout the City we wish to purchase an adequate piece of equipment to efficiently and on a timely manner keep up with the mowing in these areas.  

The new mower is a 15 feet batwing model that will encompass a larger area in a shorter amount of time to effectively upkeep all the RMU facilities in a more manageable manner.  The mower and tractor will be a collective purchase between the Electric, Water and Water Reclamation departments.

Strategic Plan Goal Application:   Develop and implement plan to replace/repair infrastructure to work in concert with the CIP.

Recommendation:      Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Johnson Tractor the Purchase Order for the Purchase of Mower and Tractor.

Supporting Documents: 

pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding Johnson Tractor the Purchase Order for the Purchase of Mower and Tractor. (82 KB)

pdf Sourcewell/Johnson Tractor Quote (90 KB)

Agenda Item #5 - Change Order for Well House #4 Project to Contract Larson & Larson Builders, Inc

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: The Well 4 rehabilitation project contract #2 for the construction of the well house was bid and awarded to Larson & Larson Builders on November 25, 2019. Due to the Covid pandemic in 2020 the project was on hold. In May the Well 4 pump malfunctioned and was taken out of service. With reduced system capacity we must proceed with the total rehab of well 4 as planned for the upcoming development in a couple of months.

Unfortunately, with the recent increase in all labor and materials cost due to the pandemic the total project increase is 7% in the amount of $103,810.11 bringing the total project cost to $1,527,228.62 from $1,423,418.62 back in November 2020. We have seen these increases across the board due to the shortage of building materials.

The following are changes to the contract documents are as follow: (1) Add $103,810.11 to the contract for the increase in material and labor; (2) Revised completion date of November 20, 2021.

Strategic Plan Goal Application: Develop and implement plan to replace/repair infrastructure to work in concert with the CIP

Recommendation: Approve a Change Order for Well House #4 Project to Contract Larson & Larson Builders, Inc for an additional amount not to exceed $ 103,810.11 and a total award contract of $1,527,228.62.

Supporting Documents:

pdf Change Order (675 KB)

Agenda Item #6 -  Change Order for Well House #4 Project to Contract Cahoy Pump Service

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: The Well 4 rehabilitation project contract #1 for the pump and motor was bid and awarded to Cahoy Pump Service on November 25, 2019. Due to the Covid pandemic in 2020 the project was on hold. In May the Well 4 pump malfunctioned and was taken out of service. With reduced system capacity we must proceed with the total rehab of well 4 to plan for the upcoming development in a couple of months.

The following are changes to the contract documents: (1) Add additional compensation of $1,400 due to line item cost increases; (2) Add additional compensation of $ 29,074 due to updated items and changes; (3) Revised completion date of November 20, 2021.

Funding Sources: Source: Budgeted Amount: Proposed Expenditure: Water Funds $135,129 $165,603

Strategic Plan Goal Application: Develop and implement plan to replace/repair infrastructure to work in concert with the CIP

Recommendation: Approve a Change Order for Well House #4 Project to Contract Cahoy Pump Service for an additional amount not to exceed $30,474 and a total award contract of $165,603.

Supporting Documents:

pdf Change Order (432 KB)

Agenda Item #7 - Ordinance Waiving the Competitive Bidding Requirements and Awarding WESCO the Purchase Order for the Purchase of Electric Supplies Inventory

Staff Contact:  Adam Lanning, Utilities Superintendent

Summary:      For the last five years the Electric department has depleted their electric supplies inventory without restocking the supplies used. To minimize disruptions in the distribution system the department wishes to replenish their supplies inventory.  As we focus on system upgrades and maintenance, we need to have materials to replace old or faulty infrastructure such as pads, poles, and transformers.

With lead times for construction materials up to 6 months; the need to have materials in stock to replace equipment during power outage events are critical for reliable service delivery.

We requested quotes from three electric suppliers and the lowest Sourcewell price received was from WESCO Distribution in the amount of $143,661. The Electric department has a long-standing relationship with WESCO and recommends awarding the purchase order for the needed supplies to WESCO.

Strategic Plan Goal Application:

Develop and implement plan to replace/repair infrastructure to work in concert with the CIP

Recommendation:      Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding WESCO the Purchase Order for the Purchase of Electric Supplies Inventory in the amount of $143,661.

Supporting Documents: 

pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding WESCO the Purchase Order for the Purchase of Electric Supplies Inventory (83 KB)

pdf Quotes  (2.21 MB)

Agenda Item #8 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Gasvoda & Associates Inc the Purchase Order for the Purchase of Flowmeter Scada Devices

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: As we work towards improving our systems and service delivery, we need some system upgrades to our sewer flowmeters. In order to automate the readings of industrial sewer customers we are looking to purchase fifteen (15) SCADA flow monitoring devices. These devices will enable accurate and automated readings of sewer discharge that will be directly transmitted to our system. Currently we are manually obtaining these readings or rely on third-party water readings that are then entered manually each month before each billing cycle.

By purchasing these devices, we are improving our billing practices, saving resources, and adequately billing our customers. We are requesting the purchase of these devices from our local supplier which is the only option available for this upgrade and compatible with our current equipment.

Strategic Plan Goal Application: Develop and implement plan to replace/repair infrastructure to work in concert with the CIP.

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Gasvoda & Associates Inc the Purchase Order for the Purchase of Flowmeter Scada Devices at a cost of $50,125.

Supporting Documents:

pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding Gasvoda & Associates Inc the Purchase Order for the Purchase of Flowmeter Scada Devices (83 KB)

pdf Quote from Gasvoda & Associates, Inc. (202 KB)

Agenda Item #9 - Resolution Approving a Cable Franchise Agreement by and between the City of Rochelle and Comcast of California/Colorado/Illinois/Indiana/Michigan, LLC 

Staff Contact:  Jeff Fiegenschuh

Summary:

The previous franchise agreement with Comcast expired in 2015 and was never renegotiated.  In 2018, staff once again began meeting with representative from Comcast to update the previous agreement. Due to the Covid-19 Pandemic the negotiations were postponed, and the agreement was not finalized.  

 Last month our team met again with representatives from Comcast to finalize a new agreement for council approval.  Below are the changes that are being proposed:

• The Comcast entity has changed. The new one is reflected in the title, preamble, Grantee definition, and signature block.  Same company, just a change in the entity from an LP to an LLC.
• Definitions, Public Way—added the cite from the City’s Municipal Code.
• Section 4.6.1, GA Comp TV service—The Third Order was issued by the FCC in August 2019.  That is the new Federal regulation, and this new language reflects that.
• Section 8.2, Emergency Alert System—The new Federal EAS regulations were issued starting in 2010 (continuing to date). This language reflects that.
• Section 8.5, Allocation and Use of the PEG Access Channel—corrected this language to reflect only one PEG channel (not two). The option is there should the City decide to pursue it.
• Section 9.4, Enforcement—Changed this section to reflect the language used in all other franchise agreements.  
• Section 10.2, Notice-Comcast updated their address.   
• The new agreement is a 10-year agreement upon execution.  

Recommendation: Authorize a Resolution Approving a Cable Franchise Agreement by and between the City of Rochelle and Comcast of California/Colorado/Illinois/Indiana/Michigan, LLC and authorize the City Manager to sign the agreement

Supporting Documents:  

pdf Resolution Approving a Cable Franchise Agreement by and between the City of Rochelle and Comcast of California/Colorado/Illinois/Indiana/Michigan, LLC (102 KB)

pdf Cable Television Franchise Agreement (161 KB)

Agenda Item #10 - Resolution Authorizing the City Manager to Execute Agreements with The Progressive Park Rochelle LLC for the Purchase of Two Utility Easements

Staff Contact: Jeff Fiegenschuh Summary: RMU is in the process of installing a substation in Progressive Park, which will be the new supply for 1600 Ritchie Court. The new feeder cable will be in an underground duct package that will be on the East side of 1600 Ritchie Court and then continue on the North side of the building to the unit substations for that property. As a result of the new feeder cable duct package, the City will need to cross two parcels owned by Progressive Park Rochelle LLC. The City has already purchased one easement for a transmission easement, which was part of the Purchase and Sale Agreement with Commonwealth Edison. By approving this resolution, the City is authorizing the City Manager to execute two additional agreements with Progressive Park Rochelle LLC for the purchase of two utility easements in the amount of $13,333.33

Strategic Plan Goal Application: Community & Economic Development, Explore, develop and improve strategies for industrial growth. Recommendation: Approve a Resolution Authorizing the City Manager to Execute Agreements with the Progressive Park Rochelle LLC for the Purchase of Two Utility Easements ancillary agreements.

Supporting Documents:

pdf Resolution Authorizing the City Manager to Execute Agreements with The Progressive Park Rochelle LLC for the Purchase of Two Utility Easements (79 KB)

pdf Utility Easement Agreements with attached exhibits – PIN 25-32-201-003 (561 KB)

pdf Utility Easement Agreements with attached exhibits – PIN 25-32-201-005 (435 KB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, April 26, 2021 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

I.                                           CALL TO ORDER:

·         Pledge to the Flag

·         Prayer

II.                                        ROLL CALL:

III.                                     PROCLAMATIONS, COMMENDATIONS, ETC:

·         Arbor Day – pdf April 30, 2021 (265 KB)

·         Municipal Clerks Week – pdf May 2 – May 8, 2021 (48 KB)

·         Motorcycle Awareness Month – pdf May 2021 (79 KB)

IV.                                      REPORTS AND COMMUNICATIONS:

·         Mayor’s Report

o   Appointment of Lyndon Leisher to the Planning & Zoning Commission as a voting member for a term to expire July 1, 2025

o   Appointment of Chris Cardott to the Police and Fire Pension Boards for a term to expire April 30, 2023

·         Council Members

·         Good News

o   Jason Burdin, Jake Bjorneby, Troy Mowry, Blake Toliver, and Tim Tyszka Fiber Outage at Rochelle Community

o   Jamey Sullivan, Jake Bjorneby, and Tim Tyszka Fiber outage for Verizon

V.                                         PUBLIC COMMENTARY:  

VI.                                      BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)       Approve Minutes of City Council Meeting – pdf 4/12/21 (262 KB)

b)       Approve Exceptions – pdf 04/06/21-04/12/21 (185 KB) , pdf 04/13/21-04/19/21 (124 KB)

c)       Approve Payroll – pdf 03/22/21-04/04/21 (61 KB) , pdf 04/05/21-04/18/21 (60 KB)

d)       Accept and Place on File Minutes of Airport Advisory Board Meeting – pdf 1/18/21 (204 KB)

e)       Accept and Place on File Ogle County Election Results - pdf April 6, 2021 (155 KB)

f)        Accept and Place on File Financial Statement – pdf March 2021 (990 KB)

2)    Resolution for Maintenance Under the Illinois Highway Code - 2021 Annual Seal Coat Street Maintenance

3)    Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Purchase Certain Pieces of Heavy Equipment from Maplehurst, Inc.

4)    Resolution Approving a Purchase and Sale Agreement with Commonwealth Edition for substation parcel at Progressive Park

5)    Resolution Establishing Emergency Service Price Schedule

6)    Resolution Amending the City of Rochelle COVID Temporary Leave Plan

7)    Ordinance Waiving the Competitive Bidding Requirements and Awarding Fergusson Waterworks the Purchase Order for the Purchase of Water Meters

8)    Resolution Authorizing the Execution of an Agreement with Quigg Engineering, Inc. for Construction Phase Services at Rochelle Municipal Airport

9)    Ordinance Approving an Annexation Agreement (Public Hearing and Action) and Ordinances Annexing and Zoning the Property, Approving and Accepting a Preliminary and Final Plat for Rochelle Northeast Subdivision, Approving and Accepting a Final Plat of Annexation, Granting Variation Related to a Solar Farm, and Granting a Special Use to Allow Rochelle Solar LLC to Operate a Solar Farm Rochelle at the Southeast Corner of Twombly Road and North Caron Road

VII.                                  DISCUSSION ITEMS:

1)       PJM Demand Response Program

2)       Addition of Administrative Assistant in Police Department Due to New Policing Bill

VIII.                               EXECUTIVE SESSIONIX.                                     ADJOURNMENT

Anyone interested in participating in public commentary remotely should contact Deputy City Clerk Rose Hueramo at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.

Council members may participate in the City Council Meeting remotely as a result of the Governor suspending

the requirement for in-person attendance at Public Meetings.

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Resolution for Maintenance Under the Illinois Highway Code - 2021 Annual Seal Coat Street Maintenance MFT section#21-00000-00-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 and approved by the City Manager 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 21-13 as well as the Rochelle News Leader. Bids were publicly opened and read aloud on April 6, 2021 at 10 am for the above referenced project. Two separate bids were received as follows:

 Helm Civil Constructors, Inc. submitted a bid for making the entire improvements in the amount of $128,375.00

 AC Pavement Striping Co. submitted a bid for making the entire improvements in the amount of $159,360.00

The lowest bid is approximately 10% lower than the Engineers estimate of cost. The various streets general maintenance project is funded with Motor Fuel Tax (MFT) funds administered through IDOT. A transfer from the CY 2021 MFT fund 17-00 will be made to the CY 2021 CIP fund 36-00-86092 to cover the Local Agency (LA) costs associated with the General Maintenance project of various streets with Sec#21-00000-00-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 14220) 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.

Strategic Plan Goal: Infrastructure Effectiveness and Improvement

Recommendation: Approve Resolution for Maintenance of Street and Highways by Municipality Under the Illinois Highway Code (BLR 14220) appropriating MFT funds up to $150,000 for general maintenance of various streets described herein at the discretion of the City Manager. Accept the low bid proposal and award the contract to Helm Civil Constructors, Inc. and reject all other bids received.

Supporting Documents:

pdf Bid Tabulation (186 KB)

pdf Exhibit A Map (490 KB)

pdf Enclosure (1) Resolution for Maintenance Under the Illinois Highway Code - 2021 Annual Seal Coat Street Maintenance (25 KB)

Agenda Item #3 - Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Purchase Certain Pieces of Heavy Equipment from Maplehurst, Inc.

Staff Contact: Sam Tesreau, City Engineer

Summary: In recent discussions with the City Manager and Directors Tim Isley and Jay Mulholland an opportunity has presented itself for purchase of certain pieces of construction equipment. Maplehurst is liquidating its rental division of the company and has three pieces of equipment that the City Public Works and RMU departments have used over the past several years for routine and special projects including underground utility pipe replacements, deep manhole construction, pavement and soil removal, and various drainage and emergency repair projects. The equipment is identified as follows:

2005 Volvo 240 BLR (long reach excavator) – SN 11390 2005 John Deere 330 CLC excavator with 3 buckets – SN 82851 2006 John Deere Dozer 6 way Series 2 wide track – SN 942150

Maplehurst has been a responsive and convenient equipment rental vendor over the past years. With the loss of this local service and the added familiarity of City crews operating this select equipment we believe this is a benefit for operations and maintenance. On average rental fees are $1200 per day not to mention the Public Works and RMU departments have invested more than $100,000 over the past 6 years in equipment rental of these, or equivalent, pieces of equipment.

After discussion with Maplehurst a price of $150,000 has been agreed to for all three pieces. However, City Council would need to waive bids and authorize the City Manager to enter into an agreement for purchase of the equipment as identified herein. The expense would be divided as shown in the funding sources column.

Strategic Plan Goal: Infrastructure Effectiveness and Improvement

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Purchase Certain Pieces of Heavy Equipment from Maplehurst, Inc.at a cost of $150,000.

Supporting Documents:

pdf Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Purchase Certain Pieces of Heavy Equipment from Maplehurst, Inc. (122 KB)

Agenda Item #4 - Resolution Approving a Purchase and Sale Agreement with Commonwealth Edison Company

Staff Contact:  Jeff Fiegenschuh

Summary:      Last year the City purchased approximately 16.5 acres for the development of a new substation at the intersection of Ritchie Road and Ritchie Court. The City subdivided the parcel into three separate lots and has determined that Lot 1 of the subdivided parcel is no longer necessary for the operation of the electric utility and found it to be surplus property by the City Council.

This lot is zoned for industrial use in the I-2 General Industrial Zoning District and the City has negotiated a purchase and sale agreement with Commonwealth Edison for the purchase of Lot 1, which consists of approximately 5.697 acres. As part of the subdivision the City recorded utility easements on Lot 1, leaving approximately 4 acres of net usable land for Commonwealth Edison.  Commonwealth Edison is constructions a transmission substation that will provide the RMU’s new distribution substation with electricity.

The City obtained an appraisal and the sales price is equal to 80 percent of the appraised value of the remaining net usable land after deducting the acreage for the easements on a per acre basis as required by 65 ILCS 5/11-76-4.1.

Further, the City will provide Commonwealth Edison with a Drainage Easement and an Access Easement to utilize the private access driveway that will be constructed by the City on the City’s property.

By approving this resolution, the City is authorizing the City Manager to execute the Purchase and Sale Agreement with Commonwealth Edison property in the amount of One Hundred Thirty Nine Thousand Three Hundred Eighty-Three and No/100 Dollars ($139,383.00). Further, the City Manager is authorized to purchase the Progressive Park Transmission Easement (as defined in the Purchase and Sale Agreement) in an amount not to exceed Six Thousand Six Hundred Sixty-Six and 67/100 dollars.  The Transmission Easement is on an adjacent property and the City is required to purchase the easement pursuant to the previously approved Interconnection Agreement with Commonwealth Edison that was part of the sale of the Transmission Assets and it is necessary for the development of the City’s new electrical distribution substation.

Strategic Plan Goal Application: Community & Economic Development, Explore, develop and improve strategies for industrial growth.

Recommendation:      Authorize a Resolution Approving a Purchase and Sale Agreement with Commonwealth Edison and authorize the City Manage to execute said agreement and ancillary agreements.

Supporting Documents: 

pdf Purchase and Sale Agreement with Commonwealth Edison (182 KB)

pdf Drainage Easement (239 KB)

pdf Grant of Electrical Transmission Utility Easement (194 KB)

pdf Access and Buffer Easement (170 KB)

pdf Resolution (84 KB)

Agenda Item #5 -  Resolution Establishing Emergency Service Price Schedule

Staff Contact:  David Sawlsville

Summary:

Ambulance rates were last updated in 2017.  The City’s participation in the Ground Emergency Medical Transport (GEMT) program along with a review of comparative rates in the region and northern Illinois contributed to this proposal.  The Fire Department proposes a new rate schedule as described in Exhibit A. Comparative rates for local communities and across Northern Illinois are described in Appendix B.

GEMT

In 2019, the Illinois Department of Healthcare and Family Services issued rules for participation in the Ground Emergency Medical Transport (GEMT) program, funded by the Centers for Medicare and Medicaid Services and administered by the State of Illinois.  For participating agencies (including Rochelle Fire Department Ambulance), GEMT supplements the standard Medicaid reimbursement schedule up to 50% of the “cost” of an ambulance transport in a given municipality, as determined through the GEMT application process.  Based on the GEMT analysis, the City of Rochelle Fire Department Ambulance is eligible for approximately $795 in total reimbursement (Medicaid + GEMT) for BLS calls and $965 for ALS calls.  An ambulance rate less than this reimbursement eligibility results in a lower reimbursement rate; therefore our recommendation is to set the base rates for BLS and ALS according to these amounts.  Though the GEMT program only supplements Medicaid payments, rates must be the same no matter the method of payment (e.g., private insurance, Medicare, Medicaid).  Approximately 31% of ambulance calls in 2020 were Medicaid.  The ratio of these new proposed base rates for ALS and BLS to the previous rates were used to set the non-resident rates and ALS 2 rates.

Strategic Plan Goal Application:

• Maintain Fiscal Stability & Balanced Budget
• Improve/Create Intergovernmental Partnerships for Economies of Scale

Recommendation:        

Approve a Resolution Establishing Emergency Service Price Schedule

Supporting Documents:

pdf Resolution Establishing Emergency Service Price Schedule (12 KB)

pdf Exhibit A: Proposed Rates (82 KB)

pdf Appendix B: Ambulance Rate Comparisons (17 KB)

Agenda Item #6 - Resolution Amending the City of Rochelle COVID Temporary Leave Program

Staff Contact: Nancy Bingham

Summary:     

The Families First Coronavirus Response Act (FFCRA) act expired on December 31, 2020; the federal/state mandates were not renewed for 2021.

The City of Rochelle implemented a new leave program in January of 2021, which was approved for 30 days, then was extended until February 28, 2021. This program is not the same program or an extension of the federally mandated program that was effective in 2020. The City has created this new program to allow for benefits into 2021 for those exposed to or contracted COVID. Although COVID cases have decreased and the vaccine is available, COVID is still appearing in our community.

Program Details:

• Exposure to COVID: Employee will be asked to be tested and results will determine if/when the quarantine will take place. If not tested and no symptoms, the employee will be required to quarantine and use sick leave to cover the absence.
• Testing: If an employee has been exposed to COVID and is being tested, the employee will be placed on COVID Administrative Leave while awaiting test results with no use of leave.
• Positive Test Results – the employee will receive up to 80 hours of CTL while on quarantine. The length of quarantine will be based on the recommendation of the health department. Document of positive test results must be sent to HR within 24 hours of notification. If no letter is received to confirm test results, employee may be required to use sick leave from their leave bank.
• Negative Test Results– the employee may return to work under modified quarantine guidelines: wear mask, physical distance, and monitor symptoms. Documentation of the negative results must be sent to HR prior to returning to work.

Per this program, employees will be asked to submit any documentation they may receive from testing facility and/or the designated health department.

This program is monitored and based on each employee’s case. The COVID Temporary Leave (CTL) hours are designated per case, but a total for all exposures until June 30, 2021. Sick Leave may be used to cover absences related to illness during this time.

The COVID Temporary Leave Program does not included the mandated childcare provisions that FFCRA required for school closings and/or remote learning.

Strategic Plan Goal Application:

-Dynamic planning and evaluation in City wide planning efforts.

-Budget - A tool to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.

Recommendation:    

Approve a Resolution Amending the City of Rochelle COVID Temporary Leave Program

Supporting Documents:

pdf Resolution Amending the City of Rochelle COVID Temporary Leave Program (101 KB)

pdf Employee Memo: January 2021 – COVID Update (51 KB)

Agenda Item #7 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Ferguson Waterworks the Purchase Order for the Purchase of Water Meters

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: With the implementation of the new ERP/EAM software update the Water department is moving forward to complete the replacement of approximately 1200 water meters throughout the City. The new Neptune automated meters will eliminate manual and radio readings, facilitating a more accurate and smooth billing process by reducing the billing cycles from 5 to 1 per month. Automated reads will also allow customers online access with the new software implementation in the future.

The replacement of outdated water meters first began in 2019 and approximately 1000 meters were replaced that year. Due to the pandemic in 2020, we were unable to replace any of the meters that were budgeted for FY2020 in the amount of $236,000. For FY2021 we budgeted $150,000.

Strategic Plan Goal Application: 20-Year CIP Plan – Conduct infrastructure needs analysis for current & future needs.

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Ferguson Waterworks the Purchase Order for the Purchase of Water Meters in the amount of $413,058.76.

Supporting Documents:

pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding Ferguson Waterworks the Purchase Order for the Purchase of Water Meters. (83 KB)

pdf Ferguson Waterworks Quote (83 KB)

Agenda Item #8 - Resolution Authorizing the City Manager to Execute an Agreement with Quigg Engineering, Inc. for Construction Phase Services for Project No. RPJ-4765 at Rochelle Municipal Airport          

Staff Contact: Mike Hudetz, Airport Manager

Summary: Illinois Department of Transportation, Division of Aeronautics (IDOT) has determined through pavement evaluation studies in relation to type and weight of aircraft that land at the Rochelle Municipal Airport, that a portion of the center ramp asphalt is in need of replacement with concrete. To move forward with this project, the City Council must authorize the City Manager to execute an Agreement with Quigg Engineering, Inc. and authorize the Construction Phase Services. The 2021 Capital Outlay Summary for the Airport includes funding for the center ramp improvements.

Strategic Plan Goal Application: Infrastructure Effectiveness and Improvement.

Recommendation:  Approve a Resolution Authorizing the City Manager to Execute an Agreement with Quigg Engineering, Inc. for Construction Phase Services for Project No. RPJ-4765.

Supporting Documents:

pdf Resolution Authorizing the City Manager to Execute an Agreement with Quigg Engineering, Inc. for Construction Phase Services for Project No. RPJ-4765 (76 KB)

pdf Standard Agreement with Quigg Engineering, Inc. for Construction Phase Services (1.84 MB)

Agenda Item #9 -  Ordinance Approving an Annexation Agreement (Public Hearing and Action), and Ordinances Annexing and Zoning the Property, Approving and Accepting a Preliminary and Final Plat for Rochelle Northeast Subdivision, Approving and Accepting a Final Plat of Annexation, Granting Variation Related to a Solar Farm, and Granting a Special Use to Allow Rochelle Solar LLC to Operate a Solar Farm Rochelle at the Southeast Corner of Twombly Road and North Caron Road

Staff Contact: Michelle Pease, Community Development Director

Summary:Rochelle Solar is proposing a plat of annexation to enter into an annexation agreement for 91.4 acres with the City of Rochelle at the southwest corner of Twombly Road and North Caron proposed extension road (parcel 25-18-100-005) to develop a solar farm.

City staff have reviewed the preliminary and final plat of subdivision for conformance with the comprehensive plan, the provisions hereof, and all other applicable ordinances of the Rochelle Municipal Code (RMC). Pursuant to 65 ILCS 5/11-12-8, the Planning and Zoning Commission shall deny or recommend approval of the preliminary and final plat of subdivision within 60 days of the acceptance of the annexation agreement.

Rochelle Solar would like to annex the property into the City of Rochelle with Rural Development Zoning with a special use for a solar farm. The parcel is currently zoned agriculture. It is surrounded by agriculture on the west, east, north and PUD-C on the south. The Planning and Zoning Commission can recommend to the City Council an amendment to expand or alter the official zoning map after review of the petition of the owner with a public hearing.

Conditions of the special use for a solar farm would include the following:

1) Dedication of City easements (15’ width minimum), as approved by the City Engineer, for a shared use path along the easterly boundary of the subdivision.

2) Dedication of right-of-way (ROW), as approved by the City Engineer, along the southerly and northerly boundary lines of the subdivision for existing and/or future roadway or utility improvements or extensions along Twombly Rd and future Flagg Road east of Caron Road.

3) Posting of the necessary surety as per the City Engineer’s estimate of cost for said roadway and/or utility improvements (ie, public improvements) and as per section 86-51 through 86-56 of the Rochelle Municipal Code in the amount of $1,125,000. If the developer/petitioner fails to complete the improvements the City may draw upon the surety and use said funds for the public improvements within the ROW.

4) Dedication of a City/drainage easement for the Special Flood Hazard Area (SFHA) also known as the floodplain/floodway as depicted on the FEMA FIRM maps #17141C0483E City of Rochelle and Ogle County effective dated 8/17/2016.

5) The internal light duty maintenance driveways may be chip sealed due to the limited Average Daily Traffic (ADT) of 10 vehicles per day (VPD) within the solar field perimeter. However, any and all access driveways from Twombly Road or other City owned ROWs shall meet the requirements for driveway approaches from a street and hard surfacing of driveway as measured 130 feet from the applicable ROW line.

6) All final site plans and applications for permits shall be reviewed and approved by City staff as the development proceeds forward in accordance with the Rochelle Municipal Code except as may be varied from herein.

7) All landscaping shall be maintained by the petitioner/developer in accordance with all Rochelle Municipal Codes and as required by City staff. Annual inspections shall be performed by City staff to determine if damaged, dead or diseased plantings need to be removed and replaced to ensure the landscape buffer remains as shown on the plan.

8) All stormwater impact fees, in accordance with Chapter 22 of the Rochelle Municipal Code, shall be paid at $1300/Acre of the subdivision prior to the issuance of a special use permit or recording of the Final Plat of the Rochelle Northeast Subdivision.

The petitioner is requesting a variance from *Section 82-14 – “Barbed Wire and Electric Fences” of the Municipal Code by asking for one foot of barbed wire on a six-foot fence. Per the petitioner, national standards for this type of facility require barbed wire to adequately secure the site and prevent unauthorized access. The petitioner feels that due to the location of the property and lack of foot traffic, there is little risk of someone coming into contact with the barbed wire. The proposed use of the property requires the property be adequately secured so as to prevent the general public from coming into contact with the equipment on site.

The petitioner is requesting a variance from **Section 110-405 – “Buffer Yards” of the Municipal Code by asking to eliminate all berming. The applicant feels that berming creates difficulties due to the topography and water flow through the property. In place of berming, the applicant is proposing a landscape plan with tree plantings surrounding the property to create a visual buffer.

The petitioner is requesting a variance from ***Section 110-634 – “Surfacing of Parking Areas” of the Municipal Code by asking to use gravel for surfacing rather than the required compacted macadam base or equal with either asphalt or concrete surface. The petitioner and staff have discussed a compromise, due to the limited maintenance vehicles within the site, by completing all paving in the Right of Way and up to the fenced area around the solar field to meet the required code and all access roads within the fence be chip and seal surface. The average vehicles per day (VPD) will not exceed 10 once the facility is built.

At the April 19, 2021 the Planning and Zoning Commission voted 5 to 0 to approve the proposed Preliminary and Final Plat of Subdivision, Plat of Annexation, Zoning Map Amendment, Rezoning to Rural Development, Special Use for a Solar Farm, and Variance of Municipal Code Sections 82-14 and 110-405 for Rochelle Solar.

Recommendation:

Hold a Public Hearing on an Annexation Agreement between Rochelle Solar, LLC and the City of Rochelle Consider the approval of the Ordinances Approving an Annexation Agreement, Annexing and Zoning the Property, Approving and Accepting a Preliminary and Final Plat for Rochelle Northeast Subdivision, Approving and Accepting a Final Plat of Annexation, Granting Variation Related to a Solar Farm, and Granting a Special Use to Allow Rochelle Solar LLC to Operate a Solar Farm Rochelle at the Southeast Corner of Twombly Road and North Caron Road

Supporting Documents:

pdf Ordinance Approving Annexation Agreement (103 KB)

pdf Ordinance Annexing and Zoning the Property (107 KB)

pdf Ordinance Approving and Accepting Preliminary and Final Plat for Rochelle Northeast Subdivision (428 KB)

pdf Ordinance Approving and Accepting a Final Plat of Annexation (552 KB)

pdf Ordinance Granting Variation Related to a Solar Farm (112 KB)

pdf Ordinance Granting a Special Use to Allow Rochelle Solar to Operate a Solar Farm (94 KB)

pdf Annexation Agreement (663 KB)

pdf Preliminary Plat of Subdivision (614 KB)

pdf Final Plat of Subdivision (518 KB)

pdf Plat of Annexation (591 KB)

pdf Landscape Plan (6.79 MB)

pdf Vegetative Screening Management Plan (2.28 MB)

Discussion Item #1 -  PJM Demand Response Program

The City of Rochelle has a utility Rider 3, which offers a demand response program.  This program allows industrial customers with a certain load profile to receive savings if they shave load during the five critical peak days as determined by PJM.  Staff feels the program and our customers are better served by contracting with a third party vendor who will work with the industrial customers and PJM directly.  Kellen Bollettino, with CPower will be attending virtually to discuss how a demand response works and the programs they offer that will assist the city with the implementation of its program.  

Reference Document:

pdf PJM Demand Response Presentation (1.03 MB)

pdf What is Demand Response? (722 KB)

Discussion Item #2 - Police Department Administrative Assistant due to new Policing Bill

The administrative assistant position in the police department has been vacant since 2016. Since that time, police training, reporting of calls and record keeping requirements have changed. The new police reform bill includes mandates that start on July 1st of 2021 and continue to be stepped in until January of 2025.

The training and reporting requirements, included in the reform bill, are particularly important as a municipality can face sanctions from various state entities for non-compliance. For example, officers who have not met the new training requirements will be placed into “inactive” status by the Illinois Law Enforcement Training and Standards Board. When officers are inactive, they are not allowed to work as officers.

pdf Presentation (3.67 MB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, April 12, 2021 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

I.                                           CALL TO ORDER:

·         Pledge to the Flag

·         Prayer

II.                                        ROLL CALL:

III.                                     PROCLAMATIONS, COMMENDATIONS, ETC:

·        pdf National Telecommunicators Week - April 11-17, 2021 (64 KB)

IV.                                      REPORTS AND COMMUNICATIONS:

·         Mayor’s Report

o   Accept the Declined Appointment of Russ Crull from the Planning & Zoning Commission Effective Immediately

·         Council Members

·         Good News – Officer Gilliam

                       Dawson Williams

                       Kyle Bridgeman

                       Rosie Belmonte

V.                                         PUBLIC COMMENTARY:  

VI.                                      BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)       Approve Minutes of City Council Meeting – pdf 3/22/21 (199 KB)

b)       Approve Exceptions – pdf 03/16/21-03/22/21 (177 KB) , pdf 03/23/21-03/29/21 (118 KB) , pdf 03/30/21-04/05/21 (150 KB)

c)       Approve Payroll – pdf 03/08/21-03/21/21 (52 KB)

d)       Accept and Place on File Minutes of Planning & Zoning Meeting – pdf 3/1/21 (181 KB)

e)       Approve Rochelle Rotary Club Request to Hold a Concert, Vendor Fair and Car Show – pdf 06/12/21 (345 KB)

f)        Approve Lincoln Highway Heritage Festival Request – pdf 8/21/21 (204 KB)

2)    City Hall and Police Entrance Renovation

3)    Prologis Park Substation Installation Project

4)    Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Enter into a Master Service Agreement with Syndeo Networks, Inc. for the Purchase of Increased Bandwidth

5)    Ordinance Extending the Rochelle Dining Reopening Plan & Suspending Provisions of Article IV, Chapter; 82 & Article XII, Chapter 110 of the Municipal Code

6)    Rochelle Solar – Continuation of Public Hearing

7)    Resolution of Support for the USDA Rural Development Grant Application

8)    Ordinance Amending Chapter 110 of the Rochelle Municipal Code to Adopt and Approve a Zoning Code

9)    Intergovernmental Personnel Benefits Cooperative premium renewal rates for July 1, 2021– June 30, 2022

VII.                                  DISCUSSION ITEMS:

1)    Fairways Golf Course

2)    New Hello Rochelle Application

3)    Wastewater Pretreatment

VIII.                               EXECUTIVE SESSIONIX.                                     ADJOURNMENT

Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.

Council members may participate in the City Council Meeting remotely as a result of the Governor suspending

the requirement for in-person attendance at Public Meetings.

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - City Hall and Police Entrance Renovation Project

Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk

Summary: The main entrance doors to City Hall and the Police Department are not ADA accessible. In addition, the entrance doors to the Police Department are not commercial grade exterior doors, the original tile floor is failing, and the unit heater and thermostat for the entrance/waiting area have been inoperable for several years. As a result, the City hired Willett Hofmann & Associates in 2020 to provide project specifications to install ADA entrance operators at both entrances, and replace the entrance doors, flooring and unit heater at the police department.

Willett Hoffman & Associates estimated the City Hall and Police Entrance Renovation Project at $38,000. This amount was included in the 2021 Capital Outlay Budget for the Municipal Building. The project was divided into three parts to aid in the flexibility and funding. The base bid included all of the desired work. The two alternate bids were deductions from the base bid for the unit heater and thermostat and the city hall entrance operators.

Subsequent to the required public notice, the City opened bids from three contractors on March 12th. The apparent low bidder for the entire project, including the base and 2 alternates, is Larson & Larson Builders, Inc. with a total bid of $45,400. Our consultant, Alan Hulstedt of Willett Hofmann believes that the bids came in over the estimate due to significant increases in material prices this past year, especially lumber and metal.

Due to the lack of ADA accessibility to the building entrances and heating/cooling loss resulting from the police department entrance doors, staff recommends that the City proceed with the entire project as designed and award the Base Bid to Larson & Larson Builders for the sum of $45,400. Other minor maintenance and periodic cleaning will be delayed in the municipal building budget to offset the difference.

Recommendation: Accept the base bid for the City Hall and Police Entrance Renovation Project from Larson & Larson Builders, Inc of $45,400 and reject all other bids.

Supporting Documents:

pdf Willett Hofmann Recommendation and Bid Tabulation (44 KB)

Agenda Item #3 - Prologis Park Substation Installation Project

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: On March 25, 2021 we received and opened bids for the installation contract for the Prologis Park Substation project. A total of five (5) bids were received and have been reviewed for completeness and ability to meet specification requirements.

Bidder Total Bid Price Notes

JF Electric $6,924,179.00 ($6,986,387.00) Exclusions listed

Whittaker Construction $6,935,150.00 None

LE Myers $7,078,826.06 Clarifications listed

Morse Group $7,116,178.00 None

Tri-City Electric $8,405,200.00 None

The bid from JF Electric included several exclusions, a clarification summary is attached which takes their bid higher than Whittaker. Therefore, it was determined the bid from Whittaker Construction was the low bid for Specification 2031K004, no major exceptions were listed. The bid includes a $150,000 allowance for overages. Whittaker has a good list of reference completed projects. The company appears to be in good standing and employs certified and trained craftsmen, they are partnered with the Morse Group to complete the electrical portion.

The low bid for the project is unfortunately over our Engineer’s budget of $5,500,000 for the contract putting the project $1.5 million over budget. We feel this overage can be attributed to the significant increase in material prices and partially due to the requirements imposed by ComEd.

The total budgeted amount for the construction of the Prologis substation is $12,000,000, contract cost to date is $13.8 million.

Strategic Plan Goal Application: 20-Year CIP Plan – Conduct infrastructure needs analysis for current & future needs.

Recommendation: Award the Prologis Park Substation Installation Project to Whittaker Construction at a cost of $6,935,150 and reject all other bids.

Supporting Documents:

pdf BHMG Recommendation Letter (1.47 MB)

  pdf Proposed Project Schedule (182 KB)

Agenda Item #4 - Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Enter into a Master Service Agreement with Syndeo Networks, Inc. for the Purchase of Increased Bandwidth

Staff Contact: Adam Lanning, Utilities Superintendent and Pat Brust, Communications Director

Summary: The Advanced Communications Department recommends entering into a three-year (3) Master Service Agreement with Syndeo for 10 Gb of diverse internet bandwidth. The internet feed will be diverse, which means it takes two different paths to connect to two different major metropolitan areas (Chicago and Denver) from the Tech Center. This provides for redundancy in the event of a failure of either path, which is critical to an ISP like ours. The new contract will provide an additional 9 Gb of bandwidth, which will allow us to provide a wider array of bandwidth capabilities to our customers. Syndeo included hardware lease costs in the monthly pricing which after 3 years RMU will own the equipment. With higher demand for internet service, this will allow RMU to provide uninterrupted service and grow the customer base.

The term of the agreement is for 3 years from the date which the bandwidth is activated at a cost of $9,200 per month. The existing agreement with Syndeo is $6,700 per month for a total of 1Gb.

After researching and obtaining two quotes for additional bandwidth, Syndeo was able to provide a significant bandwidth capacity for a reasonable amount.

Strategic Plan Goal Application: Maintain Fiscal Stability & Balance Budget By continuing to grow our communications service.

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Enter into a Master Service Agreement with Syndeo Networks, Inc. for the Purchase of Increased Bandwidth for three years at a cost of $9,200 per month

Supporting Documents:

pdf Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Enter into a Master Service Agreement with Syndeo Networks, Inc. for the Purchase of Increased Bandwidth Syndeo Master Service Agreement (83 KB)

Agenda Item #5 -  Ordinance Extending the Rochelle Dining Reopening Plan & Suspending Provisions of Article IV, Chapter; 82 & Article XII, Chapter 110 of the Municipal Code

Staff Contact: Jeff Fiegenschuh, City Manager

Summary: In May of 2020 the City Council approved an Ordinance Adopting the Rochelle Dining Reopening Plan & Suspending Provisions of Article IV, Chapter; 82 & Article XII, Chapter 110 of the Municipal Code. This action was taken to provide opportunities for the use of outdoor public spaces and the extension of liquor licenses under the limited capacity and social distancing guidelines of Governor Pritzker's Restore Illinois Plan.

As a result, the following opportunities and regulations allowed for our local bars and restaurants to reopen:

1. Public property has been designated throughout the downtown area to be used by restaurants and bars to serve their customers. Hours of operation for these spaces is limited to 7:00 a.m. to 10:00 p.m. with a maximum use of 60 minutes.
2. Use of Parking Lots for outdoor Seating from 7:00 a.m. to 10:00 p.m., with a maximum of use 60 minutes.
3. Within the areas designated only, the City has provisionally waived prohibitions on the public consumption or possession of alcohol. This prohibition waiver is for the consumption of packaged alcoholic beverages purchased from adjacent licensed bars/restaurants only. After hours public consumption will be enforced along with public consumption outside of the designated areas.
4. Local and State laws and all guidelines from the Center for Disease Control (“CDC”) and the Illinois Department of Public Health (“IDPH”) surrounding public gatherings and alcohol consumption will remain in full effect and enforcement by the Rochelle Police Department. This applies to public intoxication, disturbances, fights, noise complaints and other statutory laws.

The prior ordinance is in affect during the extent of the Gubernatorial Disaster Proclamation. Staff recommends that this ordinance be approved to extend these provisions through calendar year 2021.

Recommendation:  Approve the Ordinance Extending the Rochelle Dining Reopening Plan & Suspending Provisions of Article IV, Chapter; 82 & Article XII, Chapter 110 of the Municipal Code

Supporting Documents:

pdf Ordinance Extending the Rochelle Dining Reopening Plan & Suspending Provisions of Article IV, Chapter; 82 & Article XII, Chapter 110 of the Municipal Code (110 KB)

pdf Rochelle Dining Reopening Plan (96 KB)

pdf Right-of-Way for Outdoor Seating (1.75 MB)

Agenda Item #6 - Rochelle Solar- Continuation of Public Hearing

Staff Contact: Michelle Pease, Community Development Director

Summary:

The submitted Petition for Rochelle Solar (15537 E Twombly Rd PIN 25-18-100-005) for a proposed preliminary and final plat of subdivision, plat of annexation, zoning map amendment, rezoning to rural development, special use for a solar farm, and variance of municipal code sections 82-14 and 110-405 for the property located at the Southeast corner of Twombly Road and North Caron Road (future), parcel 25-18-100-005 requires a public hear and voting action.

At the April 5, 2021 Planning and Zoning Commission Meeting, the Planning and Zoning Commission voted to continue the Public Hearing to April 19, 2021 regarding the proposed Preliminary and Final Plat of Subdivision, Plat of Annexation, Zoning Map Amendment, Rezoning to Rural Development, Special Use for a Solar Farm, and Variance of Municipal Code Sections 82-14 and 110-405 for Rochelle Solar. The Public Hearing for City Council will be continued to the April 26, 2021 meeting.

Recommendation:    

Approve the continuation of the Public Hearing for Rochelle Solar to the April 26, 2021 City Council meeting

Agenda Item #7 - Resolution of Support for the USDA Rural Development Grant Application

Staff Contact: Michelle Pease, Community Development Director

Summary: USDA Rural Development Opportunity Grant funds are made to public bodies, non-profit corporations and federally recognized Indian Tribes to analyze rural business (small and emerging or larger business) opportunities, identify and/or provide training opportunities to rural entrepreneurs, conduct leadership development, establish training or technology centers and conduct technical assistance or area-wide planning activities.

In March of 2021, the City of Rochelle submitted an application for the USDA Rural Development Grant. The grant amount requested is $99,499.00.

The proposed use of funds will enable area-wide planning activities that address blight and vacancies in the Downtown, therefore encouraging economic growth.

At this time, the grant application is in the review process and will be finalized when all required documents are submitted, including a resolution of support passed by City Council.

Recommendation: Approve a Resolution of Support for the USDA Development Grant Application

Supporting Documents: pdf Resolution of Support for the USDA Development Grant Application (58 KB)

Agenda Item #8 - Ordinance Amending Chapter 110 of the Rochelle Municipal Code to Adopt and Approve a Zoning Code

Staff Contact: Michelle Pease, Community Development Director

Summary:

City staff have been working with Pete Iosue from Teska & Associates to update our Zoning Codes, specifically Section 110 of the Municipal Code.

The Steering Committee consisted of City staff, Councilwoman Kate Shaw-Dickey and Planning and Zoning Commissioner Gary Chiavini, Mayor Bearrows and City Manger Fiegenschuh.

The presented updates address the following:

1. Codes are aligned with State and Federal laws.
2. Revised staff roles and zoning processes (variance, special use, amendments, etc.) reflect current City practices.
3. Document is more user friendly for staff, residents, and developers.
4. Graphics and links are now available for easier use.
5. Duplication of conflicting regulations have been removed to eliminate confusion.
6. District Classification Use List has been revised and simplified.

Recommendation: Approve an Ordinance Amending Chapter 110 of the Rochelle Municipal Code to Adopt and Approve a Zoning Code

Supporting Documents:

pdf Ordinance Amending Chapter 110 of the Rochelle Municipal Code to Adopt and Approve a Zoning Code (105 KB)

pdf Rochelle Municipal Zoning Code – Section 110 (3.39 MB)

Agenda Item #9 - Intergovernmental Personnel Benefits Cooperative premium renewal rates for July 1, 2021– June 30, 2022

Staff Contact:  Nancy Bingham

Summary:     

In September of 2017, the City Council approved a Resolution, and the City of Rochelle became a member of Intergovernmental Personnel Benefits Cooperative (IPBC) starting in 2018 in the sub pool known as Quad Cities Health Insurance Pool (QCHIP).  Blue Cross/Blue Shield of Illinois is the insurance carrier with only a PPO option to all full-time employees.  IPBC’s fiscal year is based on July 1-June 30th and our rate changes with the fiscal year in July even though our plan year is based on the calendar year. 

The premiums are a shared cost with the City and employees, those with start date prior to 1/1/2020, currently paying 15% of the monthly premium for single coverage and 18% of the monthly premium for family coverage. Those employees that started after January 1, 2020, they are on “tier 2” with single at 20% and family at 25%. In 2021 we added a 3rd tier, which is a part of the Fire Department CBA, with firefighters shared rates at 16% for single and 19% for family.

The IPBC board approved the 2021/2022 premium rates for the members and the sub pools and were presented to the members in mid-March. The renewal rate for Rochelle is 10.9%, which is a significant increase to the premium amounts.

The total premium increases: family from $1,888.01 to $2,035.54 and single from $736.21 to $793.74.

This increase is partly due to the IPBC premium rate increase restructure with the equalization of rates across the entire IPBC and the overall insurance rates increasing.  The 2021/2022 is 4.84% higher over the rates we had in 2018/2019.  Because in 2019/20 there was a significant reduction by 8%, this led to 2019/2020 and 2020/2021 experiencing lower rates, which was a huge savings on premiums over those two years.

The insurance plan will be reviewed for 2022 with possible changes in the plan structure to stabilize or reduce rates for the future.  We will be looking at adding a HMO option to the plan to help offset some of the costs.

Strategic Plan Goal Application: 

-Dynamic planning and evaluation in City wide planning efforts.

-Budget - A tool to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.

Recommendation:     Approve IPBC premium renewal rates for July 1, 2021 – June 30, 2022

Supporting Documents:    pdf IPBC - City of Rochelle Rate Renewal Document (45 KB)

Discussion Item #1 - Fairways Golf Course

Golf courses in Illinois were not allowed to open until May 1, 2020.  Fairways typically opens mid-March. Along with the opening, the Governor put strict guidelines in place.   Under these guidelines all tee times must be prepaid over the phone or online through our website.  Tee times were for two people only with fifteen minutes between each tee time.  Carts can only be rented to individuals with a physical disability or physical limitation that prevent them from walking the course.   All touch points had to be removed from the course.  Golf carts had to be sanitized after each use.  It was not until May 29, 2020 that we would get back to groups of four and carts being allowed for all golfers.

Mitch Hamilton will discuss how Fairways navigated through all the guidelines and proved more than ever to be an asset for the Rochelle community through the pandemic.

Discussion Item #2 - Hello, Rochelle! Mobile App

As part of the City-wide software system upgrade, a new mobile app has been designed to give residents and businesses a way to access the City of Rochelle at their fingertips. The newly designed app, available at no charge in the App Store and Google Play, gives citizens the ability to easily contact City Council members and staff; report issues online with a photo and gps tagging; and to pay utility bills directly from a phone or tablet. A calendar of events that includes meeting dates and special events as well as a news icon that features the latest City happenings are also included on the home screen of the app.

On the back end, staff will be able to communicate updates to residents who submit issues, track timelines and costs of making such repairs. Staff also has the ability to utilize the app for internal issues such as for IT assistance or entering information from phone calls received at City Hall or RMU Customer Service. With the GPS capabilities included, requests for service are plotted on a map to give staff a big-picture look at areas of concern.

The updated app will available for residents to download and utilize Monday April 12th. For those who had the previous version of the City’s mobile app, “Hello, Rochelle!”, simply visit the app store and update your app to see the new version. Marketing plans for the new app include tonight’s presentation video; a press release; a social media campaign; a scavenger hunt within the app with 10 - $25 gift cards as prizes; and an all-resident mailer. The current app has been downloaded approximately 865 times to date and our goal is to double that number in the next year.

Discussion Item #3 - Water Reclamation Regulations

Baxter Woodman and Associate’s is currently working with the City of Rochelle’s water reclamation department to ensure compliance with several new Illinois EPA regulations.  Part of the work is the pretreatment program which Rochelle is currently under no state or federal mandate to operate.  With the ever-changing regulatory framework, Baxter Woodman would like to discuss the future of this program and possible changes for the City of Rochelle.    

Supporting Document:

  document PowerPoint Presentation (1.85 MB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, March 22, 2021 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

I.                                    CALL TO ORDER:

·       Pledge to the Flag

·       Prayer

II.                                  ROLL CALL:

III.                               PROCLAMATIONS, COMMENDATIONS, ETC:

IV.                                REPORTS AND COMMUNICATIONS:

·       Mayor’s Report

·       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 3/8/21 (233 KB)

b)      Approve Exceptions – pdf 3/2/21-3/8/21 (182 KB) , pdf 3/9/21-3/15/21 (709 KB)

c)      Approve Payroll – pdf 02/22/21-3/7/21 (58 KB)

d)      Approve Can Request to hold a Food Truck Fair – pdf 4/24/21 & 10/16/21 (780 KB)

e)      Accept and Place on File Financial Statement – pdf February 2021 (7.21 MB)

f)      pdf Approve Resolution Regarding the Release of Executive Session Minutes (9 KB) |  pdf Resolution (77 KB)

2)   Ordinance Amending Section 6-46 of the Municipal Code to Create One Class B Liquor License for Rusty’s Slots

3)   Resolution Authorizing the Execution of an Agreement with Quigg Engineering, Inc. for Preliminary Assessment and Schematic Design and Design Phase Services

4)   Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Cyclone Streetlights

5)   Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Accept Fairbanks Morse’s Estimate for the Repairs of Peaker Engine Number 1

6)   Resolution Authorizing the Retention of BHMG Engineers, Inc. to Supervise the Repairs to Peaker Engine Number 1

7)   Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Accept Fairbanks Morse’s Quote for the Replacement of Two Turbochargers for Peaker Engine Number 2

VII.                             DISCUSSION ITEMS:VIII.                          EXECUTIVE SESSIONIX.                               ADJOURNMENT

Anyone interested in participating in public commentary remotely should contact Deputy City Clerk Rose Hueramo at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.

Council members may participate in the City Council Meeting remotely as a result of the Governor suspending

the requirement for in-person attendance at Public Meetings.

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Rusty’s Slots

Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk

Summary: Russ Stevens has submitted an application for a Class B liquor license for Rusty’s Slots at 901 South 7th Street, the former Hub Shuttle facility. The Class B liquor license allows for the retail sale on the premises specified of alcoholic liquor for consumption on the premises as well as other packaged retail sale of such liquor.

The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the creation of a Class B liquor license for Rusty’s Slots. This action will result in a total of eleven Class B liquor licenses in the City of Rochelle.

Recommendation:  Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Rusty’s Slots

Supporting Documents:

pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Rusty’s Slots (69 KB)

Agenda Item #3 - Resolution Authorizing the Execution of an Agreement with Quigg Engineering, Inc. for Preliminary Assessment and Schematic Design & Design Phase Services for Project No. RPJ-4765.

Staff Contact: Mike Hudetz, Airport Manager

Summary: Illinois Department of Transportation, Division of Aeronautics (IDOT) has determined through pavement evaluation studies in relation to type and weight of aircraft and land at the Rochelle Municipal Airport, that a portion of the center ramp asphalt is in need of replacement with concrete. To move forward with this project, the City Council must authorize the City Manager to execute an Agreement with Quigg Engineering, Inc. and authorize the Preliminary Assessment and Schematic Design & Design Phase Services. The 2021 Capital Outlay Summary for the Airport includes funding for the center ramp improvements.

Strategic Plan Goal Application: Infrastructure Effectiveness and Improvement.

Recommendation: Approve a Resolution Authorizing the Execution of an Agreement with Quigg Engineering, Inc. for Preliminary Assessment and Schematic Design & Design Phase Services for Project No. RPJ-4765.

Supporting Documents:

pdf Resolution Authorizing the Execution of an Agreement with Quigg Engineering, Inc. for Preliminary Assessment and Schematic Design & Design Phase Services for Project No. RPJ-4765 (76 KB)

pdf Standard Agreement for Consultant Services at Illinois Airports (2.16 MB)

Agenda Item #4 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Cyclone Streetlights

Staff Contact:  Adam Lanning, Utilities Superintendent & Blake Toliver, Director of Electric Operations

Summary:      Under the 2010 Lighthouse Pointe Tax Increment Financing (TIF) District Redevelopment Plan a variety of programs and strategies have been implemented to promote economic development by improving the infrastructure in the area; this included replacing the streetlights in front the Walmart shopping center. We are requesting the purchase of 40 Cyclone streetlights to comply with the terms of the agreement. These lights will be installed in accordance with IDOT specifications since Illinois Route 38 is a state road.

Wesco Distribution is an authorized dealer in our area and the only supplier of this type of lighting product; therefore we request to bypass the bidding process.

The Lighthouse Pointe TIF has sufficient funds to cover the proposed expenditure of $369,880.

Strategic Goal: Develop and implement plan to replace/repair infrastructure to work in concert with the CIP

Recommendation:    

Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Cyclone Streetlights

Supporting Documents: 

pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Cyclone Streetlights (121 KB)

pdf Wesco Quote (188 KB)

Agenda Item #5 - Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Accept Fairbanks Morse’s Estimate for the Repairs of Peaker Engine Number 1

Staff Contact:  Adam Lanning, Utilities Superintendent & Blake Toliver, Electric Director 

Summary: On June 2020 Peaker Engine Number 1 suffered a catastrophic mechanical failure where the crankshaft and block suffered significant damage. We have confirmed coverage through our insurance carrier under the mechanical breakdown coverage. The total cost of repairs is $1,042,144.23, this includes a bid to lift the engine with a crane from Parker Fabrication, Inc.  All repair cost will be covered by the insurance company minus the $5,000 insurance deductible. Repairs will begin once we have received the insurance settlement check.

Peaker Engine Number 1 is a Fairbanks Morse model therefore it is prudent to have the proprietor manufacturer complete the needed repairs. Currently the engine generates approximately 2 MW of power.  It is anticipated that after the repairs are done the output capacity will increase about 400 KW.  We conducted a repair cost analysis and based on conservative assumptions Peaker Number 1 generates approximately $100,000 per year in net savings to the City.  

Strategic Plan Goal Application:  20-Year CIP Plan – Conduct infrastructure needs analysis for current & future needs 

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Accept Fairbanks Morse’s Estimate for the Repairs of Peaker Engine Number 1

Supporting Documents:  

pdf Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Accept Fairbanks Morse’s Estimate for the Repairs of Peaker Engine Number 1 (158 KB)

pdf Fairbanks Morse’s Repair Estimate (36 KB)

pdf Insurance Statement of Loss (58 KB)

Agenda Item #6 - Resolution Authorizing the Retention of BHMG Engineers, Inc. to Supervise the Repairs to Peaker Engine Number 1

Staff Contact: Adam Lanning, Utilities Superintendent & Blake Toliver, Director of Electric Operations

Summary: Due to the significant repairs needed to Peaker Engine Number 1 we reached out to BHMG consultants to supervise the rebuild process of Peaker Engine Number 1. Their long history with these types of generators will provide technical and administrative support during the complex process.

BHMG will act as the owner’s representative and manage and inspect the process of the manufacturer rebuilding the Peaker plant generator for $25,000. This expense will be covered under the insurance settlement.

Strategic Plan Goal Application: 20-Year CIP Conduct infrastructure needs analysis for current and future needs.

Recommendation: Approve Resolution Authorizing the Retention of BHMG Engineers, Inc. to Supervise the Repairs to Peaker Engine Number 1

Supporting Documents:

pdf Resolution Authorizing the Retention of BHMG Engineers, Inc. to Supervise the Repairs to Peaker Engine Number 1 (79 KB)

pdf Professional Engineering Services Agreement with BHMG (160 KB)

Agenda Item #7 - Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Accept Fairbanks Morse’s Quote for the Replacement of Two Turbochargers for Peaker Engine Number 2

Staff Contact:  Adam Lanning, Utilities Superintendent & Blake Toliver, Director of Electric Operations 

Summary: In the last 4 years Peaker Engine Number 2 has undergone a significant rebuild to increase efficiency, capacity, and performance. Among the recent upgrades the engine has been recalibrated and the pumps have been replaced. What is left to complete is to replace 2 turbochargers in the total amount of $84,738.

Fairbanks Morse has done all work completed for Peaker Engine Number 2. Since it’s one of their manufactured engines, we wish to have Fairbanks continue to work on the engine and waive competitive bidding due to their highly specialize expertise and service history. 

Once the upgrades are completed, we anticipate an increase in output power of approximately 500 KW. Currently this engine generates 1.8 MW of power that translates into approximately $85,000 annually in cost savings to the City with an investment payback period of one (1) year.  

Strategic Plan Goal Application: 20-Year CIP Plan – Conduct Infrastructure needs analysis for current and future needs. 

Recommendation: Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Accept Fairbanks Morse’s Quote for the Replacement of Two Turbochargers for Peaker Engine Number 2

Supporting Documents:  

pdf Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Accept Fairbanks Morse’s Quote for the Replacement of Two Turbochargers for Peaker Engine Number 2 (158 KB)

pdf Fairbanks Morse’s Quote (821 KB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, March 8, 2021 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

I.                                           CALL TO ORDER:

·         Pledge to the Flag

·         Prayer

II.                                        ROLL CALL:

III.                                     PROCLAMATIONS, COMMENDATIONS, ETC:

IV.                                      REPORTS AND COMMUNICATIONS:

·         Mayor’s Report

·         Council Members

·         Good News – Michelle Knight & Mandi Morris

V.                                         PUBLIC COMMENTARY:  

VI.                                      BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)       Approve Minutes of City Council Meeting – pdf 2/22/20 (188 KB)

b)       Approve Exceptions – pdf 02/16/21-02/22/21 (151 KB) , pdf 02/23/21-03/01/21 (172 KB)

c)       Approve Payroll – pdf 02/08/21-02/21/21 (58 KB)

d)       Accept and Place on File Planning and Zoning Minutes – pdf 01/04/21 (203 KB)

2)    2021 Sidewalk Capital Improvements Program

3)    Ordinance Approving Preliminary and Final Plat of Subdivision for the Grove Industrial Park Subdivision Located at 920 South Main Street

4)    Resolution Approving a Purchase and Sale Agreement for the Purchase of 300 Cherry Avenue

5)    Ordinance Amending Chapter 82 of the Rochelle Municipal Code Pertaining to Snow Removal

6)    Rochelle Solar – Continuation of Public Hearing

7)    Ordinance Amending Chapter 34 of the Rochelle Municipal Code Pertaining to Civil Emergencies

8)    Master Service Agreement with Syndeo Networks, Inc. for Increased Bandwidth Services

9)    System Planning Study of the Electric System

10)   Engineering Services Agreement for Caron Road Lift Station Modifications

11)   Ordinance Amending Ordinance No. 45-OH – Lee Ogle Enterprise Zone 

VII.                                  DISCUSSION ITEMS:

1)    Enterprise Fleet Program Update

2)    Zoning Code Update

VIII.                               EXECUTIVE SESSIONIX.                                     ADJOURNMENT

Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.

Council members may participate in the City Council Meeting remotely as a result of the Governor suspending

the requirement for in-person attendance at Public Meetings.

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - 2021 Sidewalk Capital Improvements Program

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 Americans with Disabilities Act (ADA) and Public Right-of-Way Accessibility Guidelines (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 850,000 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 or pedestrian path construction on other roadway projects such as the South Main Street reconstruction, 7th Avenue bridge replacement and pedestrian improvements, 2nd Avenue street reconstruction and various City street urbanization/reconstruction projects.

The above referenced project was advertised in the Rochelle Newsleader and the City website. Bids were publicly opened and read aloud on February 23, 2021 at 10am for the above referenced project. Four separate bids were received as follows:

• Bruns Construction, Inc. submitted a bid for making the entire improvements in the amount of $309,620.00
• AA Construction, Inc. submitted a bid for making the entire improvements in the amount of $337,627.40 (as reviewed & verified)
• Stenstrom Excavation and Blacktop Group submitted a bid for making the entire improvements in the amount of $394,316.00
• O’Brien Civil Works, Inc. submitted a bid for making the entire improvements in the amount of $404,605.10

The lowest bid is approximately 8% lower than the estimated costs for the project. The project is funded with UTF administered by the Engineering Department. A transfer from the CY 2021 UTF #18-00 will be made to the Capital Improvement Fund (CIP) #36-00-86500 to cover costs associated with the project.  Furthermore, given the favorable contract unit prices for multiple construction items it is recommended that approval be given to the City Manager to negotiate further additional work, not to exceed $47,640.00, through the contract for improvements to sidewalk and pedestrian related systems within the scope of the contract.

 Lastly, the City will purchase detectable warning plates for use on the sidewalk replacement project and the Street Department crews will provide pavement excavation, pavement patching, and restoration along new curb and gutter sections and alley approaches. Therefore, it is recommended that approval be given to the City Manager to contract for supplies, materials, equipment, or other services in an amount not to exceed $59,970.00 and waive bidding requirements thereof to complete said street/alley restoration work.

Strategic Plan Goal Application:     Infrastructure Effectiveness and Improvement         

Recommendation:    

• Accept the low bid proposal and award the 2021 City of Rochelle sidewalk project to Bruns Construction, Inc. and reject all other bids received.
• Consider approval and authorization of a not to exceed $47,640.00 improvement add on (contract change order) to be negotiated by the City Manager for sidewalk or other related improvements within said contract with Bruns Construction. Such approval shall be subject to all specifications, contract documents and supplementary information, and notice of award documents.
• Consider approval and authorization be given to the City Manager to contract for supplies, materials, equipment, or other services in an amount not to exceed $59,970.00 and waive bidding requirements thereof to complete project related street/alley restoration work.

Supporting Documents: 

pdf Enclosure (1) Bid Tabulation (85 KB)

pdf Exhibit A Maps (329 KB)

Agenda Item #3 - Ordinance Approving the Preliminary and Final Plat of Subdivision for the Grove Industrial Park Subdivision Located at 920 South Main Street

Staff Contact:  Michelle Pease, Community Development

Summary:  The City of Rochelle has petitioned to subdivide the property located along 920 South Main Street, Parcel # 24-25-476-011.

The purpose of subdividing is to re-subdivide the 13.15-acre parcel into a one lot subdivision, as well as dedicate right of way and easements for use by the City of Rochelle. The proposed name of the subdivision is The Grove Industrial Park.

Survey Tech developed a preliminary and final plat of subdivision on behalf of the City, for a one lot subdivision with right of way and easements.

A public hearing was held on Monday, March 1, 2021. The Planning and Zoning Commission voted to approve the Preliminary & Final Plat of Subdivision by a vote of 6-0.

Recommendation:     Approve an Ordinance Approving the Preliminary and Final Plat of Subdivision for the Grove Industrial Park Subdivision Located at 920 South Main Street

Supporting Documents: 

pdf Ordinance Approving the Preliminary and Final Plat of Subdivision for the Grove Industrial Park Subdivision Located at 920 South Main Street (208 KB)

pdf Preliminary Plat of Subdivision (615 KB)

pdf Final Plat of Subdivision (618 KB)

Agenda Item #4 - A Resolution Approving a Purchase and Sale Agreement for the Purchase of 300 Cherry Avenue

Staff Contact:  Michelle Pease, Community Development Director

Summary:  The current owner of property located at 300 Cherry Avenue has agreed to sell 300 Cherry Avenue to the City for $15,000.00, plus closing costs, and forgiveness of past utility bills for the property.

The City wishes to purchase the property for redevelopment or other public use.

Strategic Plan Goal Application:  Address community blight in affected areas via multiple leveled strategies.

Recommendation:     Approve a Resolution Approving a Purchase and Sale Agreement for the Purchase of 300 Cherry Avenue.

Supporting Documents: 

pdf Resolution Approving a Purchase and Sale Agreement for the Purchase of 300 Cherry Avenue (80 KB)

Agenda Item #5 - Ordinance Amending Chapter 82 of the Rochelle Municipal Code Pertaining to Snow Removal

Staff Contact:  Michelle Pease, Community Development Director

Summary:  Staff wishes to amend Chapter 82, “STREETS, SIDEWALKS AND OTHER PLACES”, Article I, “IN GENERAL”, of the Municipal Code of the City of Rochelle by deleting the following language and adding the following underlined language:

Sec. 82-4. – Removal of snow from sidewalks.

It is unlawful for any owner or lessee of property abutting a public sidewalk within the area of the city bordered by Sixth Avenue on the north, Main Street on the east, Second Avenue on the south, and Sixth Street on the west to fail to remove accumulations of snow, ice, sleet, or freezing rain that result in an unsafe condition for pedestrians within 24 hours after the accumulation of two or more inches. Accumulated precipitation shall be placed next to the head of the curb for collection by the Street Department. Accumulated precipitation shall not be placed in the gutter or street.

Recommendation:     Approve an Ordinance Amending Chapter 82 of the Rochelle Municipal Code pertaining to snow removal.

Supporting Documents: 

pdf Ordinance Amending Chapter 82 of the Rochelle Municipal Code pertaining to snow removal (141 KB)

Agenda Item #6 - Rochelle Solar- Continuation of Public Hearing

Staff Contact:  Michelle Pease, Community Development Director

Summary:The submitted Petition for Rochelle Solar (15537 E Twombly Rd PIN 25-18-100-005) for a proposed preliminary and final plat of subdivision, plat of annexation, zoning map amendment, rezoning to rural development, special use for a solar farm, and variance of municipal code sections 82-14 and 110-405 for the property located at the Southeast corner of Twombly Road and North Caron Road (future), parcel 25-18-100-005 requires a public hear and voting action.

At the March 1, 2021 Planning and Zoning Commission Meeting, the Planning and Zoning Commission voted to continue the Public Hearing to April 5, 2021 regarding the proposed Preliminary and Final Plat of Subdivision, Plat of Annexation, Zoning Map Amendment, Rezoning to Rural Development, Special Use for a Solar Farm, and Variance of Municipal Code Sections 82-14 and 110-405 for Rochelle Solar. The Public Hearing for City Council will be continued to the April 12, 2021 meeting.

Recommendation:    

Approve the continuation of the Public Hearing for Rochelle Solar to the April 12, 2021 City Council meeting

Agenda Item #7 - Ordinance Amending Chapter 34 of the Rochelle Municipal Code Pertaining to Civil Emergencies

Staff Contact:  Terry Inman, Emergency Management Coordinator

Summary:      During our response to the numerous challenges presented last year, I looked to our city ordinances, and state law for guidance that I could share with Department Heads, the City Manager, Mayor and Council as necessary.  In doing so, I located a gap in Chapter 34 of our local ordinance “Emergency Services & Disaster Agency” concerning the Mayor or City Manager’s authority to declare a local disaster. Chapter 34 does provide important statutory authority for local leaders to prepare for and respond to a disaster. However, it currently lacks specific language describing the authority to declare a local emergency, the process by which one is declared and the powers given to city officials once a local emergency is declared.

The attached ordinance, amending Chapter 34, was drafted in coordination with the City’s legal staff and addresses the concerns above by adopting the authorities provided to City leaders in the Illinois Municipal Code (65 ILCS 5/11-1-6) and the Illinois Emergency Management Act (20 ILCS 3305/11). These two state statutes grant the Mayor and or his/her designee authority to declare a municipal state of emergency, explain how this is done and describe what additional authority or powers are available once the declaration is made.

Strategic Plan Goal Application:   Financial & Management Stability, Core Service Delivery

Recommendation:     Approve an Ordinance Amending Chapter 34 of the Rochelle Municipal Code Pertaining to Civil Emergencies.

Supporting Documents: 

pdf Ordinance Amending Chapter 34 of the Rochelle Municipal Code Pertaining to Civil Emergencies (154 KB)

Municipal Code City of Rochelle (Chapter 34)

Illinois Municipal Code (65 ILCS 5/11-1-6)

Illinois Emergency Management Act (20 ILCS 3305/11)

Agenda Item #8 - Master Service Agreement with Syndeo Networks, Inc. for Increased Bandwidth Services

Staff Contact:  Adam Lanning, Utilities Superintendent

Summary:      The Advanced Communications Department is looking to sign a three-year agreement with Syndeo for 10 Gb of diverse internet bandwidth. The internet feed will be diverse, which means it takes two different paths to connect to two different major metropolitan areas (Chicago and Denver) from the Tech Center. This provides for redundancy in the event of a failure of either path, which is critical to an ISP like us. The new contract will provide an additional 9 Gb of bandwidth, which will allow us to provide a wider array of bandwidth capabilities to our customers.  Syndeo included hardware lease costs in the monthly pricing which after 3 years RMU will own the equipment. With higher demand for internet service, this will allow RMU to provide uninterrupted service and grow the customer base.   

The term of the agreement is for 3 years from the date which the bandwidth is activated at a cost of $9,200 per month.  The existing agreement with Syndeo is $6,700 per month for a total of 1Gb.

Strategic Plan Goal Application: Maintain Fiscal Stability & Balance Budget By continuing to grow our communications service.

Recommendation:      Authorize the City Manager to sign the three-year Master Service Agreement for internet bandwidth from Syndeo at a cost of $110,400 per year.

Supporting Documents:  

pdf Syndeo Master Service Agreement (334 KB)

Agenda Item #9 - System Planning Study of the Electric System

Staff Contact:  Adam Lanning, Utilities Superintendent

Summary:      The purpose of the study is to assess the existing electric infrastructure in support of current load demand and future development.  The study will entail analyzing the electric system, including substations, generation, and distribution lines to determine areas of needed improvement and quantify the probable future needs of the electric system. This analysis will provide Rochelle with a roadmap to having adequate, reliable, and efficient electric service for existing and future customers.  

The following critical items will be evaluated during the study to identify deficiencies in sufficiency and/or reliability:

1. 5KV Feeders long term plan.
2. Substation feeder territory review.
3. 34.5kV load, and city-wide loop.
4. Existing feeder loading evaluation.
5. Generation planning, long term forecast, economics, location.
6. Reliability standards, RP3 certification, smart grid.

The Electric department has had a long-standing relationship with BHMG and they are the most suitable party to conduct this study.

Strategic Plan Goal Application: Create a 20-Year Capital Improvement Plan

Recommendation:     Approve an agreement with BHMG for the System Planning Study of the Electric System at a not to exceed cost of $49,400.

Supporting Documents:

pdf Proposal form BHMG for the System Planning Study of the Electric System (159 KB)

Agenda Item #10 - Engineering Services Agreement for Caron Road Lift Station Modifications

Staff Contact:  Adam Lanning

Summary:     

The Caron Road Lift Station, that was put online in 2014, was built to handle flow projections based on the industries and expected future growth at that time.  With the anticipated addition of a new industry on that sewer, the lift station will need to be upgraded to handle projected flows from this industry.  Currently the new industry’s schedule for requiring these upgrades gives the City approximately 1 year to complete the work.  The scope of this agreement covers design modifications for both mechanical and electrical as well as permitting with IEPA.    

Strategic Plan Goal Application: Short-Term Route & Long Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.

Recommendation:     Authorize the City Manager to sign an engineering services agreement for the Caron Road Lift Station Modifications with Fehr Graham and Associates in the amount of $24,750.

Supporting Documents: 

pdf Proposal for Professional Engineering Services (212 KB)

Agenda Item #10 - Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone

Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk

Summary: In December of 2015 the Mayor and Council approved an Ordinance Establishing the Lee Ogle Enterprise Zone. The zone encompasses the City of Rochelle along with the City of Dixon, Ogle County and Lee County. The zone was established to provide incentives to promote the economic growth of the area, to reduce unemployment and to encourage expansion, rehabilitation and new construction of structures within the zone for a term of 15 years.

Since establishing the zone, multiple ordinances have been approved to add properties to the zone. The proposed amending ordinance adds specific project sites in the City of Dixon and City of Oregon and amends the zone area and funding formula for administration operating expenses.

Lee Ogle Enterprise Zone Administrator Andy Shaw will attend the meeting to answer any questions.

Recommendation:

Authorize an Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone

Supporting Documents:

pdf Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone (78 KB)

pdf Amendment 13 to Addendum “A” (413 KB)

pdf Amendment 13 to Addendum “B” (636 KB)

Discussion Item #1 - Enterprise Fleet Management

In 2019 Rochelle City Council approved an agreement with Enterprise Fleet Management to Manage the City's light duty vehicle fleet, reduce capital expenditures, greatly lower repair costs, and improve vehicle reliability and safety . In January 2020, the City began receiving new vehicles, most of the replaced vehicles were sold at the City auction as they were inoperable, unreliable, and not worth the expense of transporting to a vehicle auction site.

As the City enters year two of the Enterprise Fleet Management program, Linsey Ireland, Account Strategy Manager will be on the phone to provide us with an update on the City's light duty vehicle fleet program.

Supporting Documents:  

pdf Presentation (1.17 MB)

Discussion Item #2 - Zoning Code Revision

Staff is working with Teska & Associates to update our Zoning Codes, specifically Section 110 of the Municipal Code.  The steering committee consists of City staff, Councilwoman Kate Shaw-Dickey and Planning and Zoning Commissioner Gary Chiavini.

The goals of updating the zoning codes are to:

- align with State and Federal law

- revise staff roles and zoning processes (variance, special use, amendments, etc.) to reflect current City practices

- make the document more user friendly for staff, residents, and developers

- add graphics and links for ease of use

- reorganize to eliminate duplicate and/or conflicting regulations

- revise/simplify permitted use list

Timeline of completion:

March 1- Planning & Zoning Discussion

March 8- City Council Discussion

April 5- Planning & Zoning Voting Recommendation

April 12- City Council Voting Agenda Item

Pete Iosue from Teska & Associates will be in attendance to present the Rochelle Zoning Ordinance Update.

Supporting Documents:  

pdf PowerPoint Presentation (1.30 MB)

pdf Chapter 10 Draft Revisions (3.33 MB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, February 22, 2021 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

I.                                 CALL TO ORDER:

·       Pledge to the Flag

·       Prayer

II.                              ROLL CALL:

III.                            PROCLAMATIONS, COMMENDATIONS, ETC:

IV.                             REPORTS AND COMMUNICATIONS:

·       Mayor’s Report

·       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 02/08/21 (431 KB)

b)     Approve Exceptions – pdf 02/02/21-02/08/21 (154 KB) , pdf 02/09/21-02/15/21 (160 KB)

c)     Approve Payroll – pdf 01/25/21-02/07/21 (58 KB)

d)     Accept and Place on File Financial Statement – pdf January 2021 (6.91 MB)

2)   Ordinance Amending Chapter 98 of the Rochelle Municipal Code Pertaining to Sewer and Sewage Disposal

3)   Light Duty Work Truck Lease Agreements for Street Department

4)   Resolution Authorizing the City Manager to Execute an Agreement with the Greater Rochelle Economic Development Corporation for the Purchase of Railroad Right of Way

5)   Ordinance Placing a Moratorium on Imposing Permit Fees for Residential Building Permits for Calendar Year 2021

VII.                          DISCUSSION ITEMS:VIII.                        EXECUTIVE SESSIONIX.                             ADJOURNMENT

Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.

Council members may participate in the City Council Meeting remotely as a result of the Governor suspending

the requirement for in-person attendance at Public Meetings.

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Amending Chapter 98 of the Rochelle Municipal Code Pertaining to Sewer and Sewage Disposal

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: The Rochelle Municipal Code contains the following language under General Provisions section 152 (b) (9) “ Maintenance of all building sewers, from the center point of the public collector sewer , located on the public right-of-way, to and including the owner’s property, shall be the responsibility of the building/property owner” In order to help mitigate hardship on residents during back-up sewer events the proposed ordinance adds the following condition:

a. RMU will be responsible for the total cost of repairs to the sanitary service line in the ROW where a certified plumber is not able to break through a blockage and, if there are structural problems with the sanitary service line and repairs have to be made all cost associated with restoration within the City’s ROW will be covered by the City.

Residents can purchase insurance through private carriers to cover the expenses of sewer pipe repairs that run between their home and the main utility connection.

Recommendation: Approve an Ordinance Amending Chapter 98 of the Rochelle Municipal Code Pertaining to Sewer and Sewage Disposal

Strategic Plan Goal Application: Infrastructure Effectiveness and Improvement

Supporting Documents:

pdf Ordinance Amending Chapter 98 of the Rochelle Municipal Code Pertaining to Sewer and Sewage Disposal (290 KB)

Agenda Item #3 - Light Duty Work Truck Lease Agreements for Street Department

Staff Contact: Tim Isley

Summary: In July of 2019, Rochelle City Council approved a Master Equity Lease Agreement with Enterprise Fleet Management. Leasing light duty fleet vehicles through Enterprise Fleet Management provides the City with financial and practical advantages such as improved cash flow, greatly reduced maintenance costs, reduced fuel consumption, as well as improved safety features to better protect City employees and the general public.

The 2021 Street Department budget includes funds to lease two (2) new light duty work trucks through Enterprise Fleet Management. Light duty work trucks are used daily and need to be reliable and safe as they play a crucial role in Street Department activities. If approved, these two (2) new work trucks with full factory warranties will replace three (3) currently owned work trucks that are over ten (10) years old with increasing maintenance costs.

Strategic Plan Goal Application: Short term routine – replacing infrastructure/assets and maintain fiscal stability and a balanced budget.

Recommendation: Approve a lease agreement with Enterprise Fleet Management and authorize the City Manager to sign an agreement for one (1) - 2021 Ram 3500 crew cab with lift gate at a monthly rate of $592.98 and one (1) - 2021 Ram 3500 regular cab with dump body and V-plow at a monthly rate of $763.13

Supporting Documents:

pdf Lease Agreement for 2021 Ram 3500 Crew Cab with lift gate (45 KB)

pdf Lease Agreement for 2021 Ram 3500 Regular Cab with dump body ad V-plow (45 KB)

pdf Bonnell Industries Lift Gate Quote (141 KB)

pdf Auto Truck Group Dump Body and V-plow Quote (83 KB)

Agenda Item #4 - Resolution Authorizing the City Manager to Execute an Agreement with the Greater Rochelle Economic Development Corporation for the Purchase of Railroad Right of Way

Staff Contact: Jason Anderson – Economic Development Director

Summary: Over the past 35 years the City has been expanding the City of Rochelle Railroad (CIR) which has attracted more than a dozen rail served industries to Rochelle. Over the same period of time the City and GREDCO have collaborated in the purchase of land for the purpose of future rail development. Two years ago GREDCO optioned and purchased a tract of land consisting of 47.38 acres of which the City subsequently purchased 22.99 acres which is known as Tract #1. Now the remaining 24.39 acres (Tract #2) is ready to be sold. The City has agreed to purchase and GREDCO has agreed to sell this tract for $18,560 per acre for a total price of $452,678.40 plus closing costs. By the City owning the rail right of way it clears the way for the City to seek grants to extend the rail system another 1.25 miles east and south opening up ~600 acres for rail served industrial development. Funds to purchase the land will come out of rail revenues that have been budgeted for the purpose of rail expansion.

Strategic Plan Application: Expanding the City of Rochelle Railroad Capabilities to advance Industrial Development and increase railroad revenues.

Recommendation: Approve a Resolution Authorizing the City Manager to Execute an Agreement with the Greater Rochelle Economic Development Corporation for the Purchase of Railroad Right of Way.

Supporting Documents:

pdf Survey of the parcel to be purchased (577 KB)

pdf Resolution Authorizing the City Manager to Execute an Agreement with the Greater Rochelle Economic Development Corporation for the Purchase of Railroad Right of Way (121 KB)

Agenda Item #5  -  Ordinance Placing a Moratorium on Imposing Permit Fees for Residential Building Permits for Calendar Year 2021

Staff Contact:  Michelle Pease, Community Development Director

Summary:  For 2019 and 2020, the City Council approved the waiving of building permit fees, sewer, water, and electric connection fees for all new single-family residential construction.

The savings per house on average is around $400 for the building permit depending on the square footage, a $700 sewer connection fee, and a $50 electric connection fee for a total of $1150.

In addition to new construction, staff is requesting the extension of waiving the same fees for properties that have been vacant for 6 months or more, with a minimum investment of $15,000. This additional request will assist with addressing blight in our community and encourage rehabilitation of existing housing.

Staff is requesting the extension of the program till December 31, 2021, with the availability for the City Manager to extend to December 31, 2022.

Recommendation:     Approve an Ordinance Placing a Moratorium on Imposing Permit Fees for Residential Building Permits for Calendar Year 2021.

Supporting Documents: 

pdf Ordinance Placing a Moratorium on Imposing Permit Fees for Residential Building Permits for Calendar Year 2021. (207 KB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, February 8, 2021 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

I.                                 CALL TO ORDER:

·       Pledge to the Flag

·       Prayer

II.                              ROLL CALL:

III.                            PROCLAMATIONS, COMMENDATIONS, ETC:

IV.                             REPORTS AND COMMUNICATIONS:

·       Mayor’s Report

·       Council Members

·       Employee Introductions

o  pdf Danielle Bettner (91 KB)

o  pdf Jessica Rogers (93 KB)

o  pdf Sebastian McCoy (87 KB)

V.                               PUBLIC COMMENTARY: 

VI.                             BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)     Approve Minutes of City Council Meeting – pdf 1/25/21 (423 KB)

b)     Approve Exceptions – pdf 01/12/21-01/18/21 (156 KB) , pdf 01/19/21-01/25/21 (136 KB) , pdf 01/26/21-02/01/21 (184 KB)

c)     Approve Payroll – pdf 01/11/21-01/24/21 (58 KB)

d)    pdf Approve a Resolution Establishing the Official Zoning Map for 2020 (105 KB)    pdf Zoning Map (2.88 MB)

e)    pdf Approve Bearrows Real Estate and Auction Co Lucky Hub Dash 5K – 03/13/21 (247 KB)

2)   Purchase of Utility Work Machine

3)   Ordinance Authorizing Loan Agreement between the City of Rochelle and the Illinois Environmental Protection Agency for the Water Reclamation Treatment Plant Improvements - Phase 2

4)   Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of LED Streetlights

5)   Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Elster REX-U Electric Meters

6)   Resolution Retaining Adam Lanning as Primary Board Member and Appointing Adriana Milan as Alternate Board Member to the Rock River Watershed Group.

VII.                          DISCUSSION ITEMS:

1)   Strategic Plan Updates and Accomplishments

VIII.                        EXECUTIVE SESSIONIX.                             ADJOURNMENT

Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.

Council members may participate in the City Council Meeting remotely as a result of the Governor suspending

the requirement for in-person attendance at Public Meetings.

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 -   Purchase of Utility Work Machine

Staff Contact:  Tim Isley

Summary:        The Street and Cemetery Divisions currently share a skid loader to complete daily tasks.  This has resulted in reduced efficiency and production for each division. To eliminate this issue and fulfill the daily operational needs of the Cemetery, staff researched different types of machines and found the utility work machine to be the best fit. A utility work machine is a compact vehicle with a front loader that can operate hydraulic tool attachments, The Street Department already owns several tool attachments, such as pallet forks, dirt bucket, snowplow and blower, stump grinder, soil finisher and several others. A utility work machine also offers a hydraulic dump box with a 2,000lb payload and all-wheel steer to reduce ground disturbance and unnecessary restoration work.

The 2021 Street and Cemetery budgets include funds to purchase one new utility work machine. A notice to bidders was published in the Rochelle News Leader, Illinois Public Notice.com and the City’s website. Bids were publicly opened and read aloud on January 5, 2021. One (1) equipment supplier, CSR Bobcat of Dekalb submitted a bid for $49,806.43. After review of the submitted bid, CSR Bobcat meets all bidding requirements and specifications.

Strategic Plan Goal Application:  Short term routine – replacing infrastructure/assets

Recommendation:     Accept the bid from CSR Bobcat for one (1) new Bobcat Toolcat 5600 in the amount of $49,806.43.

Supporting Documents: 

pdf Notice to Bidders and CSR Bid (737 KB)

pdf Bid Tabulation (289 KB)

Agenda Item #3 -  Ordinance Authorizing Loan Agreement between the City of Rochelle and the Illinois Environmental Protection Agency (IEPA) for the Water Reclamation Treatment Plant Improvements - Phase 2

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: To advance the project as planned, it is necessary to adopt an ordinance authorizing a loan agreement between the City of Rochelle and the IEPA. This Ordinance will authorize the City of Rochelle to borrow funds from the Water Pollution Control Loan Program in the aggregate principal amount not to exceed $9,000,000 to provide funds to pay the cost of the project. The engineering estimate project cost is $7,038,000. All bids will be brought to council for approval.

Willett, Hofmann & Associates, Inc. is currently working on the design of the Phase 2 Water Reclamation Plant Improvements; these will include biological nutrient removal upgrades to aeration bays 5-8, rehabilitation of the final clarifiers, replacement of the tertiary sand filters with cloth media filters, rehabilitate the excess flow lagoons, add a fine screen unit to the second influent channel in the Headworks building and piping modification so the anaerobic lagoon effluent can be screened.

Recommendation:

Approve an Ordinance Authorizing Loan Agreement between the City of Rochelle and the Illinois Environmental Protection Agency (IEPA) for the Water Reclamation Treatment Plant Improvements - Phase 2

Strategic Plan Goal Application: Create a 20-year Capital Improvement Plan

Supporting Documents:

pdf Ordinance Authorizing Loan Agreement between the City of Rochelle and the Illinois Environmental Protection Agency (IEPA) for the Water Reclamation Treatment Plant Improvements - Phase 2 (264 KB)

Agenda Item #4 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of LED Streetlights

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: The proposed ordinance approves the purchase of 60 LED streetlights for a few areas around town, including the rest of the downtown. These lights are part of the beautification project and will match the recently installed lights downtown. Wesco Distribution is the only authorized dealer and available supplier in our area.

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of LED Streetlights in the amount of $151,488.

Strategic Goal: Develop and implement plan to replace/repair infrastructure to work in concert with the CIP

Supporting Documents:

pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of LED Streetlights (124 KB)

pdf Wesco Quote (40 KB)

Agenda Item #5 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Elster REX-U Electric Meters

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: Wesco Distribution has offered an 11% discount for purchasing the remaining 880 Elster REX-U meters to replace the outdated analog meters. This will allow the City to fully deploy the conversion to smart meters throughout the community. Wesco Distribution is the only authorized dealer and available supplier in our area.

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Elster REX-U Electric Meters in the amount of $108,680.

Strategic Plan Goal Application: Develop and implement a plan to replace/repair infrastructure to work in concert with the CIP

Supporting Documents:

pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Elster REX-U Electric Meters (124 KB)

pdf Wesco Quote (67 KB)

Agenda Item #6 - Resolution Retaining Adam Lanning as Primary Board Member and Appointing Adriana Milan as Alternate Board Member to the Rock River Watershed Group

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: In accordance with the recently issued National Pollutant Discharge Elimination System (NPDES) discharge permit for the water reclamation facility, the Rock River Watershed Group was organized. The City of Rochelle is required to appoint a primary and alternate member to represent the City. Currently Adam Lanning serves as the primary and Jeff Fiegenschuh serves as the alternate.

Recommendation: Adopt a Resolution Retaining Adam Lanning as Primary Board Member and Appointing Adriana Milan as Alternate Board Member of the Rock River Watershed Group.

Strategic Plan Goal Application: Improve/create intergovernmental partnerships for economies of scale/shared use of resources and capabilities.

Supporting Documents:

pdf Resolution Retaining Adam Lanning as Primary Board Member and Appointing Adriana Milan as Alternate Board Member to the Rock River Watershed Group (138 KB)

pdf Rock (138 KB) pdf River Watershed Group Bylaws (180 KB)

 Discussion Item #1 - Strategic Alignment 

In 2017-18, the City of Rochelle, in cooperation with Northern Illinois University, developed a strategic plan and related goals. In the fall of 2019, a resident survey was conducted to gather input on the satisfaction of various services provided by City departments. Recently, the City partnered with NIU to help us align the Strategic Plan with the Community Survey. As a part of this process, staff updated objectives based on our progress and established new objectives to meet our goals.

Supporting Documents:

pdf PowerPoint Presentation (2.88 MB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, January 25, 2021 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

I.                                 CALL TO ORDER:

·       Pledge to the Flag

·       Prayer

II.                              ROLL CALL:

III.                            PROCLAMATIONS, COMMENDATIONS, ETC:

IV.                             REPORTS AND COMMUNICATIONS:

·       Mayor’s Report

·       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 1/11/20 (461 KB)

b)     Accept and Place on File Minutes of Planning & Zoning Commission – pdf 12/07/20 (153 KB)

c)     Accept and Place on File Minutes of Airport Advisory Board – pdf 8/17/20 (367 KB)

d)     Approve Exceptions – pdf 1/5/21-1/11/21 (217 KB)

e)     Approve Payroll – pdf 12/28/20-1/10/21 (58 KB)

f)      Authorize Closure of 10th Avenue between Illinois 251 and 8th Street – pdf 2021 Outdoor Markets (221 KB)

2)   Ordinance Granting Variation Related to Signage for Flagg-Rochelle Community Park District

3)   Resolution Authorizing Creation of a City of Rochelle COVID Vaccination Policy

4)   Ordinance Amending Chapter 6 of the Rochelle Municipal Code Authorizing the Delivery and Carry Out of Mixed Drinks by Licensed Establishments

5)   Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Cobra Head Streetlights

6)   Preliminary and Construction Engineering Services Agreement with Wendler Engineering Services, Inc. for 7th Avenue Bridge Replacement over the Kyte River

VII.                          DISCUSSION ITEMS:

1)    Police Department Year in Review

VIII.                        EXECUTIVE SESSIONIX.                             ADJOURNMENT

Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.

Council members may participate in the City Council Meeting remotely as a result of the Governor suspending

the requirement for in-person attendance at Public Meetings.

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Granting Variation Related to Signage for Flagg-Rochelle Community Park District

Staff Contact: Michelle Pease, Community Development Director

Summary: The petitioner is seeking a variance of signs in order to construct a proposed electronic message board, located at 802 Jones Road, which is zoned B-2, Commercial Highway.

Per Section 110-674 Prohibited Signs (5) Any flashing sign, subject to the provisions relating to non-conforming signs.

Per Section 110-661 Flashing sign means any directly or indirectly illuminated sign, either stationary or animated, which exhibits changing natural or artificial light or color by any means whatsoever.

A public hearing was held on Monday, December 7, 2020. The Planning and Zoning Commission voted to approve the Variance of signage by a vote of 6 to 0.

Recommendation:  Approve an Ordinance Granting Variation Related to Signage for Flagg-Rochelle Community Park District

Supporting Documents: 

pdf Ordinance Granting Variation Related to Signage for Flagg-Rochelle Community Park District (213 KB)

pdf Sample Sign Graphic (484 KB)

Agenda Item #3 - Resolution Authorizing Creation of a City of Rochelle COVID Vaccination Policy

Staff Contact: Nancy Bingham

Summary:

The City of Rochelle has determined that the SARS COVID 19 virus and the global pandemic has created a significant health risk for the local community and desires to take certain steps to ensure the health and welfare of its employees by creating a COVID vaccination policy to be known as “The City of Rochelle -COVID Vaccination Policy”.

The COVID Vaccination is not a mandatory vaccine but will be offered to all employees currently on staff. We are working with the Ogle County Health Department in regard to the administration of the vaccine.

Strategic Plan Goal Application:

-Dynamic planning and evaluation in City wide planning efforts.

-Budget - A tool to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.

Recommendation:  Approve a Resolution Authorizing Creation of a City of Rochelle COVID Vaccination Policy

Supporting Documents:

pdf Resolution Authorizing Creation of a City of Rochelle COVID Vaccination Policy January 2021 (201 KB)

pdf City of Rochelle - COVID Vaccination Policy (77 KB)

Agenda Item #4 - Ordinance Amending Chapter 6 of the Rochelle Municipal Code Authorizing the Delivery and Carry Out of Mixed Drinks by Licensed Establishments

Staff Contact: Sue Messer, Assistant to the City Manager, City Clerk

Summary: In 2020, in response to the economic impact of COVID-19 on establishments holding liquor licenses, the State legislature amended the Illinois Liquor Control Act to temporarily provide for the delivery and carry out of mixed drinks.

A couple of existing liquor license holders have expressed an interest in being allowed to sell mixed drinks to patrons for delivery and carryout. The proposed ordinance allows for the sale of a cocktail or mixed drink in a sealed container, with a secure, tamper-evident lid, by a retail licensee if the following requirements are met:

1. The cocktail is transferred within the licensed premises, by a curbside pickup, or by delivery by an employee of the licensee who: a) Has been trained in accordance with the provisions of Section 6-27.1 of the Illinois Liquor Control Act; b) Is at least twenty-one years of age; and c) Upon delivery, verifies the age of the person to whom the cocktail is being delivered
2. If the employee delivering the cocktail is not able to verify the person’s age or level of intoxication, the employee shall cancel the sale of alcohol and return the product to the retail licenses;
3. The sealed container is placed in the trunk of the vehicle or if there is not trunk, in the vehicle’s rear compartment that is not readily accessible to the passenger area;
4. The sealed container shall be affixed with a label or tag that contains the following information: a) The cocktail or mixed drink ingredients, type and name of alcohol; b) The name, license number and address of the retail licensee that filled the original container and sold the product and the date sold; c) The volume of cocktail or mixed drink in the seal container; and d) The sealed container was filled less than seven days before the date of sale. e)If there is an executive order in effect, the employee delivering the mixed drink or cocktail must comply with any requirements of that order, including but not limited to, wearing gloves and a mask and maintaining distancing requirements.

The proposed ordinance was modeled after one approved by the City of Dixon. Chief Higby spoke to Dixon Police Chief Howell who said that they have not had any problems.

Strategic Plan Goal Application: Promote, Retain, Enhance Small Business Development

Recommendation: Ordinance Amending Chapter 6 of the Rochelle Municipal Code Authorizing the Delivery and Carry Out of Mixed Drinks by Licensed Establishments

Supporting Documents:

pdf Ordinance Amending Chapter 6 of the Rochelle Municipal Code Authorizing the Delivery and Carry Out of Mixed Drinks by Licensed Establishments (307 KB)

pdf Example of Cocktails to Go in Dixon (45 KB)

Agenda Item #5 -  Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Cobra Head Streetlights

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: The City of Rochelle has purchased streetlights from Wesco on a monthly basis under the Sourcewell contract for many years. As we are working towards a more efficient and responsive maintenance program, we wish to purchase a years’ worth of streetlights to continue replacing deteriorating infrastructure. A total of 360 Cobra Heads Streetlights will be purchased for the year 2021.

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Cobra Head Streetlights in the amount of $ 71,280.

Strategic Goal: Develop and implement plan to replace/repair infrastructure to work in concert with the CIP

Supporting Documents:

pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase of Cobra Head Streetlights (128 KB)

pdf Wesco Quote (187 KB)

Agenda Item #6 - Preliminary Engineering Update and Construction Engineering Services Agreements for the 7th Avenue Bridge replacement over Kyte River (Str. No. 071-6005), pedestrian walkways and roadway approaches modifications from Kelly Drive to west of the new bridge structure.

Staff Contact: Sam Tesreau, City Engineer

Summary:

The replacement of the nearly 55-year-old 7th Avenue bridge structure has been a part of the City’s long term 10 year Capital Improvements Plan. The Preliminary Engineering Design services phase for the replacement of the 7th Avenue bridge structure, related roadway approach improvements, professional services for necessary right of way acquisition and other drainage and utility systems work was programmed in the FY 2021 budget. Wendler Engineering Services has conducted routine bridge inspections and reports, as required by the Illinois Department of Transportation, for the City of Rochelle over the past several years. Previous and current reports identify spalling of concrete, exposed reinforcement, wingwall tipping as well as deterioration of the deck slab, substructure and the pedestrian walkway. The existing bridge structure has been posted at a weight limit of 22 tons as required by the IDOT Bureau of Bridges and Structures due to the condition ratings. This bridge has a limited effective opening for conveyance of water and routinely collects debris and sediment being washed downstream within the waterway. This project has been identified as a multi-year capital improvement project and the engineering and construction is funded in the current FY 2021budget. The IDNR permit has been received for the project and the construction is expected to be complete by the end of 2021. The new structure will be a traditional bridge with updated pedestrian crossings along the north and south sides that will connect into adjacent sidewalk systems. The new bridge will help increase the effective opening and improve conveyance through this area.

MFT funds are being considered for partial funding towards the engineering and/or construction. However, the sales tax or infrastructure bond fund will be used to pay for most or all the expenses related to the project. If MFT funds are eventually used this agreement will suffice for the IDOT process but a resolution may be required in the future to document that expense. Wendler Engineering Services has submitted a proposal for remaining design services as well as construction engineering services. This agreement will need to be approved prior to developing the necessary construction plans, documents, specifications and other supporting information which will ultimately be submitted to IDOT, if necessary, and other applicable state and federal agencies for review and approval prior to the bid letting for the construction project. Remaining engineering design and final permit approvals are expected to take approximately 3 months before bidding. Once construction begins it will take about 4 months to complete the project if there are no utility conflicts encountered during the process. The roadway will be closed to traffic during this time. The ROW/easement plats and acquisition is estimated to cost an additional $4,000. Furthermore, if environmental services/permitting is required it will be approximately $5,000. These costs will be made on a time and material basis depending on the extent of the work and submitted to the City Engineer, for his review and approval, prior to commencement of any additional work.

Recommendation: Approve the Preliminary Engineering and Construction Engineering Services Agreements with Wendler Engineering Services, Inc.

Supporting Documents:

pdf Preliminary and Construction Engineering Services Agreement with Wendler Engineering Services, Inc. for 7th Avenue bridge replacement over the Kyte River (373 KB)

Discussion Item #1 - 2020 Police Department Statistics

2020 was a unique year for the Rochelle Police Department. During this year, we were able to get fully staffed, and for the first time we have two school resource officers. Although most of the numbers are in line with a “normal” year, the Covid 19 pandemic did significantly curtail officer activity. We hope to be able to have National Night Out and participate in other community events in 2021.

Supporting Documents:

pdf PowerPoint Presentation (676 KB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, January 11, 2021 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

I.                                 CALL TO ORDER:

·       Pledge to the Flag

·       Prayer

II.                              ROLL CALL:

III.                            PROCLAMATIONS, COMMENDATIONS, ETC:

IV.                             REPORTS AND COMMUNICATIONS:

·       Mayor’s Report

o   Accept the Resignation of Robert Elliott from the Utility Advisory Board

·       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 12/14/20 (500 KB)

b)     Accept and Place on File Minutes of Utility Advisory Board – pdf 07/17/19 (146 KB) and pdf 11/13/19 (662 KB)

c)     Approve Exceptions – pdf 12/2/20-12/15/20 (257 KB) , pdf 12/16/20-12/21/20 (159 KB) , pdf 12/22/20-12/28/20 (154 KB) , pdf 12/29/20-1/4/21 (101 KB)

d)     Approve Payroll – pdf 11/30/20-12/13/20 (59 KB) , pdf 12/14/20-12/27/20 (59 KB)

e)     Accept and Place on File Financial Statement – pdf November 2020 (7.01 MB)

2)   Ordinance Approving Amending Ordinance No. 45-OH Lee Ogle Enterprise Zone Incentives

3)   Ordinance Approving a Special Use in the B-2 Commercial Highway Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor, and Related Products in Accessors at 901 S 7th Street (OEDAE Farraj D/B/A Rocky’s Smoke Shop, Petitioner)

4)   Ordinance Granting Variation Related to Signage at 1000 S 7th Street for Kwik Trip

5)   Engineering Agreement for Wastewater Treatment Plant Upgrades Phase II

6)   Electrical Equipment Update at Well #8 (Caron Road)

7)   Resolution Authorizing the Execution of a Dark Fiber License Agreement with MCIMetro Access Transmission Services, Corp.

8)   Resolution Authorizing Creation of a City of Rochelle COVID Temporary Leave Program

VII.                          DISCUSSION ITEMS:VIII.                        EXECUTIVE SESSIONIX.                             ADJOURNMENT

Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.

Council members may participate in the City Council Meeting remotely as a result of the Governor suspending

the requirement for in-person attendance at Public Meetings.

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Approving Amending Ordinance No. 45-OH Lee Ogle Enterprise Zone Incentives

Staff Contact:  Jason Anderson – Economic Development Director

Summary:   The Lee-Ogle Enterprise Zone, created in 2017, provides a uniform tax abatement of 50% per year for 6 years upon improvements being made. To land larger projects, Enterprise Zones that surround the Lee Ogle EZ have adopted a tiered approach to tax abatements based on the size and impact a project brings to the Zone. The larger the capital investment, higher the wages and/or number of jobs being created the longer the tax abatement schedule. The Lee-Ogle EZ Board recently approved a three-tier tax abatement schedule based on a project’s economic impact. The base of each tier is as follows:

Strategic Plan Application: Expanding the Industrial base in Rochelle and compete for large economic development projects

Recommendation: Approve Ordinance Approving Amending Ordinance No. 45-OH Lee Ogle Enterprise Zone Incentives to incorporate three tiers to the tax abatement schedule to accommodate larger industrial projects who seek to build within the Enterprise Zone  

Supporting Documents: 

pdf Ordinance Approving Amending Ordinance No. 45-OH Lee Ogle Enterprise Zone Incentives (272 KB)

pdf Amendment 12 to Addendum “B” (546 KB)

pdf Jackpot Letter (106 KB)

pdf Lee-Ogle Enterprize Zone Memo on proposed changes to Tax Abatement schedule (309 KB)

Agenda Item #3 - Ordinance Approving a Special Use in the B-2 Commercial Highway Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor, and Related Products in Accessors at 901 S 7th Street (OEDAE Farraj D/B/A Rocky’s Smoke Shop, Petitioner)

Staff Contact: Michelle Pease, Community Development Director & Geoff Starr, Building Official

Summary: The petitioner, located at 901 South 7th Street is seeking a special use permit for miscellaneous retail sales of tobacco products and accessories. These products include, but are not limited to items such as vape, CBD, loose tobacco, tobacco and glass accessories, novelty items, incents, gifts and batteries. The subject property is zoned B2, Commercial Highway.

Section 110-291 District Use Classification requires a special use in a B2 zoning district for miscellaneous retail.

A public hearing was held on Monday, January 4, 2021. The Planning and Zoning Commission approved the Special Use by a vote of 5-0.

Recommendation: Staff recommends consideration of an Ordinance Approving a Special Use in the B-2 Commercial Highway Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor, and Related Products in Accessors at 901 S 7th Street (OEDAE Farraj D/B/A Rocky’s Smoke Shop, Petitioner)

Supporting Documents:

pdf Ordinance Approving a Special Use in the B-2 Commercial Highway Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor, and Related Products in Accessors at 901 S 7th Street (OEDAE Farraj D/B/A Rocky’s Smoke Shop, Petitioner) (299 KB)

pdf Rocky’s Smoke Shop Presentation (633 KB)

Agenda Item #4 - Ordinance Granting Variation Related to Signage at 1000 S 7th Street for Kwik Trip

Staff Contact: Michelle Pease, Community Development Director & Geoff Starr, Building Official

Summary:

The petitioner is seeking a variance of signs in order to construct a proposed electronic message board, located at 1000 S. 7th Street. The petitioner is requesting this variance of the ordinance in order to program an Electronic Message Board to display messages used for advertising that could be changed from the inside of the building. The size of the proposed electronic message board is 34.875” high x 60.625” wide. The subject property is zoned B-2, Commercial Highway.

Per Section 110-674 Prohibited Signs (5) Any flashing sign, subject to the provisions relating to non-conforming signs.

Per Section 110-661 Flashing sign means any directly or indirectly illuminated sign, either stationary or animated, which exhibits changing natural or artificial light or color by any means whatsoever.

A public hearing was held on Monday, January 4, 2021. The Planning and Zoning Commission approved the Special Use by a vote of 4-1. Planning and Zoning Commission passed the request with the understanding that all codes, as updated within the next 6 months, would be observed by the owner/operator of the sign. Codes will be updated to limit the frequency of copy changes, to limit signs to static display, and to limit photometrics. The petitioner understood and agreed to the request.

Recommendation:

Staff recommends consideration of an Ordinance Granting Variation Related to Signage at 1000 S 7th Street

Reference Documents:

pdf Ordinance Granting Variation Related to Signage at 1000 S 7th Street (209 KB)

pdf Visuals (285 KB)

Agenda Item #5 - Engineering Agreement for Wastewater Treatment Plant Upgrades Phase II

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: As we continue to rehab the Wastewater Treatment Plant, according to the 20-year capital improvement plan, we have selected Willet Hofmann’s proposal to provide engineering and construction management services for the Wastewater Treatment Plant Upgrades Phase II.

The system upgrades include the construction of a second new fine screen option and dewatering unit for the influent bypass channel, new piping to connect the anaerobic lagoon effluent piping to the headworks building, convert aeration bays 5-8 for biological nutrient removal, replace the clarifier drive units and demolish three existing tertiary sand filters, and install four cloth type tertiary filters.

These upgrades will increase the efficiency of the treatment process and will bring it up to date since the lagoons are in poor condition due to overgrowth of vegetation and erosion plus sludge deposits within the lagoon. The sand filters need to be upgraded to meet the needs of upcoming phosphorous regulations in addition to the equipment being approximately 30 years old and requiring extensive maintenance costs. The secondary clarifiers are another critical treatment process with equipment that is also 30 years old and in dire need of repair. Like phase one, the concrete infrastructure will remain in place and we will just be replacing the mechanical portions of these treatment processes. If concrete repairs or linings are needed, we will do so to preserve the integrity of the structure.

The project will be funded by an IEPA loan and will be close monitored to keep cost down. We will do some in-house construction management work to potentially off-set a portion of $240,000 construction observation cost.

Strategic Plan Goal Application: 20-Year-old Capital Improvement Plan

Recommendation: Authorize the City Manager to sign an engineering agreement with Willett Hofmann & Associates Inc. for the Water Reclamation Plant Improvements Phase 2 at a not to exceed cost of $682,000 for the multi-year project.

Supporting Documents:

pdf Engineering Agreement with Willett Hofmann for Water Reclamation Plant Improvements Phase 2 (581 KB)

Agenda Item #6 - Electrical Equipment Update at Well # 8 (Caron Rd)

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: As part of the ongoing efforts to rehab Well #8 and update the aged equipment, a proposal from Engel Electric Company was requested following the recommendation from Water Well Solutions to install an in-line filter on the load side of the VFD to protect the well submersible pump motor.

As you may recall the VFD was replaced over the summer due to an electrical fire incident therefore, Engle Electric has also provided a proposal for the surge protection device and breaker on the service line to the well pump VFD to mitigate future loses. We opted to hire Engel Electric since they have been part of this project from the beginning.

The cost for the upgrades is well under the spending authority of the City Manager however, we would like to keep you informed of the cost since this is part of the overall rehab project of Well #8.

Strategic Plan Goal Application: Create a 20-year Capital Improvement Plan

Recommendation: Approve Engel Electric’s proposal and proceed with the recommended electrical updates for well #8 at a cost of $21,941.

Supporting Documents:

pdf Willett Hofmann review of Water Well Solutions Recommendations and Engel Electric Company proposal (198 KB)

pdf Engel Electric Quote (202 KB)

pdf Engel Electric Shop Drawing for Well #8 Wiring/Distribution Repairs (2.52 MB)

Agenda Item #7 - Resolution Authorizing the Execution of a Dark Fiber License Agreement with MCIMetro Access Transmission Services, Corp.

Staff Contact:  Adam Lanning, Utilities Superintendent

Summary:      The dark fiber license agreement with MCIMetro expired on November 1st, 2020. The proposed resolution authorizes the City Manager to sign a new Dark Fiber License Agreement with MCIMetro. This resolution is a 5-year extension to the expired lease agreement for their dark fiber along Rt 39.

The term of the agreement is from 11/1/2020 to 11/1/2025, with the monthly amount being $6,567.29.  On November 1st of each subsequent year of this Agreement, the monthly license fee shall increase by three (3%) percent.

Strategic Plan Goal Application: Maintain Fiscal Stability & Balance Budget By continuing to grow our communications service.

Recommendation:      Approve a Resolution authorizing City Manager to sign the five-year Dark Fiber License Agreement with MCIMetro.

Supporting Documents: 

pdf Resolution Authorizing the Execution of a Dark Fiber License Agreement with MCIMetro Access Transmission Services, Corp (120 KB) .

pdf Rochelle Municipal Utilities Dark Fiber License Agreement (583 KB)

Agenda Item #8 - Resolution Authorizing Creation of a City of Rochelle COVID Temporary Leave Program

Staff Contact:  Nancy Bingham

Summary:      The Families First Coronavirus Response Act (FFCRA) act expired on December 31, 2020, currently there is no new federal/state mandates for 2021.

The City of Rochelle would like to implement a new leave program for 30 days, until January 31, 2021.  This program is not the same program nor an extension of the federally mandated program.  The City has created a new program to allow for benefits into the beginning of 2021 for those exposed to COVID.

Program Details:

• Exposure to COVID: Employee will be asked to be tested and results will determine if/when the quarantine will take place. If not tested and no symptoms, the employee will be required to quarantine and use sick leave to cover the absence.
• Testing: If an employee has been exposed to COVID and is being tested, the employee will be placed on COVID Administrative Leave while awaiting test results with no use of leave.
• Positive Test Results – the employee will receive up to 80 hours of COVID Temporary Leave (CTL) while on quarantine. The length of quarantine will be based on the recommendation of the health department. Document of positive test results must be sent to HR within 24 hours of notification.  If no letter is received to confirm test results, employee may be required to use sick leave from their leave bank.
• Negative Test Results– the employee may return to work under modified quarantine guidelines: wear mask, physical distance, and monitor symptoms. Documentation of the negative results must be sent to HR prior to returning to work.

Per this program, employees will be asked to submit any documentation they may receive from testing facility and/or the designated health department.

This program is monitored and based on each employee’s case.  The CTL hours are designated per case, but will be limited to a total of 80 hours for all exposures until January 31, 2021.  Sick Leave may be used to cover absences related to illness during this time.

The COVID Temporary Leave Program does not included the mandated childcare provisions that FFCRA required for school closings and/or remote learning.

Strategic Plan Goal Application: 

-Dynamic planning and evaluation in City wide planning efforts.

-Budget - A tool to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.

Recommendation:    

Approve Resolution Authorizing Creation of a City of Rochelle COVID Temporary Leave Program

Supporting Documents: 

pdf Resolution Authorizing Creation of a City of Rochelle COVID Temporary Leave Program (201 KB)

pdf Employee Memo: January 2021 – COVID Update (51 KB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, December 14, 2020 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

I.                                           CALL TO ORDER:

·         Pledge to the Flag

·         Prayer

II.                                        ROLL CALL:

III.                                     PROCLAMATIONS, COMMENDATIONS, ETC:

·            Recognition of Santa’s Helper

IV.                                      REPORTS AND COMMUNICATIONS:

·         Mayor’s Report

o     Accept the resignation of Joe Orlikowski from the Utility Advisory Board

o    Appoint Thomas Byro to the Utility Advisory Board as a voting member with a term of December 14, 2020-June 30, 2022

·         Council Members

·         Good News: 

o   2020 Census Local Complete Count Committee

o   Government Finance Officers Association Distinguished Budget Award

V.                                         PUBLIC COMMENTARY:  

VI.                                      BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)       Approve Minutes of City Council Meeting – pdf 11/23/20 (181 KB)

b)       Accept and Place on File Minutes of Planning & Zoning Commission – pdf 11/02/20 (180 KB)

c)       Approve Exceptions – pdf 11/25/20-12/8/20 (223 KB)

d)       Approve Payroll – pdf 11/16/20-11/29/20 (59 KB)

e)      pdf Resolution Retaining Jeff Fiegenschuh as Primary Board Member and Appointing Blake Toliver as Alternate Board Member to NIMPA (80 KB)

2)    Amendment to Expand Incentives in the Lee-Ogle Enterprise Zone (Public Hearing)

3)    Budget Fiscal Year 2021 (Public Hearing and Adoption)

4)    2021-2035 Capital Improvement Plan

5)    Ordinance Further Amending the Annual Budget for the Calendar Year Beginning January 1, 2020

6)    Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2021

7)    Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook)

8)    Ordinance Granting Variation Related to Signage for Flagg-Rochelle Community Park District

9)    Ordinance Further Amending the Shop Local RMU Credit Program

10)Ordinance Amending the Restart Rochelle Program by the City of Rochelle

11)Ordinance Accepting and Approving the Proposal of Foster Coach Sales, Inc. Pursuant to the Request for Proposal and the Disposal of One Used Ambulance as Surplus Property

12)Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Enter into Agreement for the Purchase of a Sewer Jetter Truck

13)New Vehicle Lease Agreements for Water and Electric Departments

14)Renewal of Maintenance Service Program for Caterpillar Engines and New Radiator for Caterpillar Engine #16

15)Proposal for Professional Services for Rochelle Transloading Center Expansion

16)Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class B Liquor License for T. J. Lounge, Inc. d/b/a T. J.’s and Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Sissy’s Wild Card Saloon

17)Ordinance Authorizing Lease of Property at 8764 South Highway 251

18)Illinois Municipal Insurance Cooperative Risk Insurance Renewal December 31, 2020

19)Ordinance Further Continuing the Temporary Suspension of Late Fees as Identified in Chapter 98 Article I of the Rochelle Municipal Code

VII.                                  DISCUSSION ITEMS  VIII.                               EXECUTIVE SESSION  IX.                                     ADJOURNMENT

Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.

Council members may participate in the City Council Meeting remotely as a result of the Governor suspending

the requirement for in-person attendance at Public Meetings.

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Amendment to Expand Incentives in the Lee-Ogle Enterprise Zone (Public Hearing)

Staff Contact: Sue Messer

Summary:      Pursuant to requirements in the Illinois Enterprise Zone Act, a hearing is being held for transparency and input regarding an upcoming application to change the incentives for certain projects in the Enterprise Zone. This public hearing was advertised in Rochelle News Leader and the Dixon Telegraph on December 9th.

The zone advisory board has directed Lee-Ogle Enterprise Zone Administrator Andy Shaw to seek the concurrence of the designating units of government through amending ordinances and an amended intergovernmental agreement as allowed by State statute (Chapter 20 Illinois Compiled Statutes 655, also known as the Illinois Enterprise Zone Act). This public hearing comes prior to these ordinance and intergovernmental agreement changes.

A key benefit of investing in an Enterprise Zone is local property tax abatement on project improvements. This is accomplished by municipal and county ordinances, and other taxing district resolutions. This abatement is uniform across our Enterprise Zone, for participating taxing districts. At present, for qualifying projects, improvements are abated at 50% for 6 years.

Lee-Ogle Enterprise Zone Administrator Andy Shaw will attend the meeting to share the proposed amendment to the local zone incentives which adds new tiers of property tax abatement for larger projects.

Recommendation:    

Hold Public Hearing

Close Public Hearing

Supporting Documents:

pdf Notice of Public Hearing (19 KB)

Agenda Item #3 - Budget Fiscal Year 2021 (Public Hearing and Adoption)

Staff Contact: Jeff Fiegenschuh, City Manager

Summary: The City of Rochelle held a Committee of the Whole meeting on November 16th. to discuss the upcoming 2021 budget. During the meeting, the City Manager presented a PowerPoint highlighting the 2021 budget and answered specific questions on various line items. The City Clerk published a Public Hearing Notice, as required by State law, to consider adoption of the budget at the December 14th City Council Meeting. Final action on the 2021 Budget is required on or before December 30, 2019 to be filed with Ogle and Lee Counties.

The final Proposed 2021 General Fund revenues are budgeted at $11,020,148. This represents a decrease of approximately 10% compared to the original approved 2020 budget. Budgeted expenses total $11,019,849 which is approximately 10% lower than the 2020 budget. This results in a budget surplus of $299. The combination of the General Fund, Special Revenue Funds, Enterprise Funds, Internal Service Funds, Trust and Agency Funds, and Capital Project Funds results in budgeted revenues of $75,645,544 and budgeted expenses of $85,751,822.

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.

Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine

Recommendation: Conduct Public Hearing and Approve Fiscal Year 2021 Budget

Supporting Documents:

pdf City Manager Executive Summary (832 KB)

pdf 2021 Proposed Budget (24.53 MB)

Agenda Item #4 - 2021-2035 Capital Improvement Plan

Staff Contact:  Jeff Fiegenschuh, City Manager

Summary: The City’s Capital Improvement Plan (CIP) is a multi-year planning instrument for the evaluation and identification of the capital infrastructure projects in need of renovation, repair, and/or construction along with the equipment or vehicle replacement over the next fifteen years.  The CIP relates these projected capital needs to the financial sources that will support their realization and the timeframe in which the financing and work will take place.  Capital improvement programming is the process by which these capital projects are identified, prioritized, and selected, and thus are incorporated into the long-range fiscal and strategic planning of the City.  The Capital Improvement Plan document is different from the annual budget as sit sets forth a fifteen-year program.  The first year’s program contains projects that are included in the 2021 City of Rochelle Budget.  The remaining fourteen years reflect staff’s recommended priorities for the future.  

Strategic Plan Goal Application:    Maintain Fiscal Stability & Balanced Budget – Short Term Routine, Create a 20 Year Capital Improvement Plan-Short Term Routine and Long-Term Complex

Recommendation:  Approve the 2021-2035 Capital Improvement Plan

Supporting Documents:  

pdf 2021-2035 CIP (16.69 MB)

Agenda Item #5 - Ordinance Further Amending the Annual Budget for the Calendar Year Beginning January 1, 2020

Staff Contact: Jeff Fiegenschuh, City Manager

Summary: The City Council approved the 2020 Budget at the December 9, 2019 meeting. Due to the Covid-19 crisis and the uncertainty surround the State’s budget issues and local tax collections, City Council approved an amended budget on May 11, 2020. Since that time, the City finalized the sale of the transmission assets and the Council approved defeasing the 2014 and 2015 Electric Revenue Bonds. The following revenue and expenditure budget changes account for these transactions.

• General Fund revenue increase of $3,730,000 due to a contribution by ComEd • General Fund expenditure increase of City Manager Public Relations by $250,000 for COVID Small Business Grants • General Fund expenditure increase in Police for new hires, backfill for COVID time off, and unexpected maintenance of squad cars • Electric Fund revenue increase of $25,727,848 for tariff revenue, payment by ComEd, gain on sale of fixed asset, and a transfer in from the bond restricted accounts • Electric Fund expenditure increase of transmission expenses and cost of defeasing the bonds

Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine

Recommendation: Approve Ordinance Further Amending the Annual Budget for the Calendar Year Beginning January 1, 2020

Supporting Documents:

pdf 2020 Second Budget Amendment (81 KB)

pdf Ordinance Further Amending the Annual Budget for the Calendar Year Beginning January 1, 2020 (94 KB)

Agenda Item #6 - Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2021

Staff Contact: Nancy Bingham, Human Resources Coordinator

Summary: The Municipal Code of the City of Rochelle requires that the City Council annually approve a resolution establishing the minimum/maximum wage rates for all position classifications within the City. The proposed resolution applies to all employees and is based on job categories as defined by the Equal Employment Opportunity Commission. The rates included in this resolution are consistent with those that were incorporated into the City Budget for Fiscal Year 2021.

Strategic Plan Goal Application:-Dynamic planning and evaluation in City wide planning efforts. -Budget - A tool to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.

Recommendation: Approve the Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2021.

Supporting Documents:

pdf Resolution Establishing Minimum/Maximum Wage Rates for 2021 Fiscal Year (10 KB)

pdf Exhibit A - Minimum/Maximum Anticipated Wages Rates (13 KB)

Agenda Item #7 -  Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook)

Staff Contact: Nancy Bingham

Summary:  The City of Rochelle “Handbook” Personnel Policies Manual was revised in October of 2018. The Personnel Policies Manual is in constant review and revisions shall be made periodically to be consistent with all applicable laws, employment policies and current technology.

Add a new chapter; Chapter 9 – Safety The new policies for the handbook are recommendations from Illinois Public Risk Fund (IPRF the workers’ compensation carrier). There are several safety policies we will start adding to the handbook for the general employees. Currently, the APPA safety manual that the City adopted is in use for the Utilities and will continue, as it is job specific. Slips, trips, and falls have been largest claims for the last several years, mostly due the extreme weather conditions in the winter. These policies will include training and ongoing inspections for potential hazards.

See the attached supporting documents for the full policies. Slips, Trip and Fall Prevention Policy Safe Lifting Policy

The changes are:Updating: Sick Leave, Chapter 3, Article D on Page 23 Updating: Dating, Chapter 5, Article M on Page 39

Sick Leave: Chapter 3, Article D established as paragraph 6 (six). Upon resignation, any sick time used will require a physician’s statement, if no physician’s statement is submitted, the time off will be considered vacation time or unpaid time and recorded as such. Any time used in the prior month to resignation may be reviewed and require a physician’s statement or time used will the reverted to vacation time used.

Dating: Chapter 5, Article M established as paragraph 2 and 3 (two and three). Co-workers who do not manage and/or supervise each other may continue in the dating relationship, however both parties must inform their direct supervisor and/or the department head of the relationship. The department head may consult with Human Resources or City Manager, if there is any concern regarding the existence of the relationship. Being involved in a dating and/or physical relationship with a co-worker may severely impact the employees’ opportunities for promotion to supervisory positions within the department. Employees who fail to inform their supervisor and their department head of their dating and/or physical relationship will be subject to disciplinary action up to and including termination.

Strategic Plan Goal Application: Dynamic planning and evaluation in City wide planning efforts. Budget - A tool to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.

Recommendation:  Approve a Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook)

Supporting Documents:

pdf Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook) (111 KB)

pdf Appendix A COR Chapter 9 - Safety (828 KB)

Agenda Item #8 - Ordinance Granting Variation Related to Signage for Flagg-Rochelle Community Park District

Staff Contact: Michelle Pease, Community Development Director

Summary: The petitioner is seeking a variance of signs in order to construct a proposed electronic message board, located at 802 Jones Road, which is zoned B-2, Commercial Highway.

Per Section 110-674 Prohibited Signs (5) Any flashing sign, subject to the provisions relating to non-conforming signs.

Per Section 110-661 Flashing sign means any directly or indirectly illuminated sign, either stationary or animated, which exhibits changing natural or artificial light or color by any means whatsoever.

A public hearing was held on Monday, December 7, 2020. The Planning and Zoning Commission voted to approve the Variance of signage by a vote of 6 to 0.

Recommendation:  Approve an Ordinance Granting Variation Related to Signage for Flagg-Rochelle Community Park District

Supporting Documents:

pdf Ordinance Granting Variation Related to Signage for Flagg-Rochelle Community Park District (113 KB)

pdf Sample Sign Graphic (57 KB)

 Agenda Item #9 - Ordinance Further Amending the Shop Local RMU Credit Program

Staff Contact:  Michelle Pease, Community Development Director

Summary:      The proposed RMU Shop Local Credit Program was designed to be an economic tool by the City of Rochelle to encourage our residents to patronize local businesses who were forced to close during the COVID-19 pandemic.

The Program provides a $60 reimbursement in the form of a credit on a future Rochelle Municipal Utility (RMU) bill for qualifying minimum $300 purchases spent at local retail/service shop and restaurant/bar establishments located within the RMU Service Territory.

Amendments to the existing Program are proposed:

• Residential households, commercial/retail and industrial businesses within RMU Service Territory
• Unlimited submissions
• Purchases made at qualifying businesses, August 15 through December 31, 2021

Recommendation:    

Approve an Ordinance Further Amending the Shop Local RMU Credit Program

Supporting Documents: 

pdf Ordinance Further Amending the Shop Local RMU Credit Program (106 KB)

pdf Shop Local RMU Credit Program Application (143 KB)

pdf Power Point Presentation (760 KB)

Agenda Item #10 - Ordinance Amending the Restart Rochelle Program by the City of Rochelle

Staff Contact: Michelle Pease, Community Development Director

Summary: The purpose of the proposed Restart Rochelle Small Business Assistance Program is to help small businesses deemed “non-essential” survive Governor Pritzker’s Executive Order through this COVID-19 pandemic.

For the purposes of this ROUND 3 Grant, restaurants and bars must have a physical business within the City limits that is a separate location than the primary residence of the business owner. Homebased businesses do not qualify. Businesses with drive-thru service are not eligible.

Restaurants that are exempt from the Governor’s Order and allowed to stay open are not eligible. Businesses are required to close indoor service and comply with Governor’s mitigation rules. Business must close on or before December 15, 2020. The business must generate sales tax or property tax.

The maximum grant amount a business can received is $10,000 for qualifying expenses. Eligible expenses may include rent or mortgage payment, insurance and utilities. Grant funds will be paid out at the end of each qualifying month.

Strategic Plan Goal Application:  This ordinance continues to support the City’s Strategic Plan goals by promoting, retaining and enhancing small business development.

Recommendation:  Approve an Ordinance Amending the Restart Rochelle Program by the City of Rochelle

Supporting Documents:

pdf Ordinance Amending the Restart Rochelle Program by the City of Rochelle (100 KB)

pdf Restart Rochelle Small Business Assistance Program Application ROUND 3 (337 KB)

Agenda Item #11 - Ordinance Accepting and Approving the Proposal of Foster Coach Sales, Inc. Pursuant to the Request for Proposal and the Disposal of One Used Ambulance as Surplus Property

Staff Contact: David Sawlsville, Fire Chief

Summary: The Fire Department is requesting permission to purchase a Horton ambulance from Foster Coach Inc. Ambulance Sales. This ambulance will replace a 2010 ambulance with approximately 80,000 miles.

This purchase was anticipated and budgeted for FY2020. A detailed specification was created along with three additional requirements, detailed below. The “Notice to Bidders” was published on October 20th, 2020 with responses required by November 20th, 2020. A bid opening was conducted at City Hall on November 20th. Only one bid was received, from Foster Coach. The bid met all of the specifications and additional requirements.

Performance Bond A performance bond is included in the purchase price ($693), guaranteeing the amount of the prepayment against contractor failure to deliver.

A Description Of The Pre-Payment Discount The prepayment discount pays 3% annualized interest on the entire prepaid amount until delivery.

A Trade in Offer for a 2010 Ambulance.Foster Coach has offered to take the 2010 ambulance on trade for $9,500 reducing the purchase price of this new ambulance to $228,913.

Strategic Plan Goal Application: Core Service Delivery

Recommendation: Approve an Ordinance Accepting and Approving the Proposal of Foster Coach Sales, Inc. Pursuant to the Request for Proposal and the Disposal of One Used Ambulance as Surplus Property

Supporting Documents:

pdf Ordinance Accepting and Approving the Proposal of Foster Coach Sales, Inc. Pursuant to the Request for Proposal and the Disposal of One Used Ambulance as Surplus Property (100 KB)

pdf Exhibit 1 Bid Proposal from Foster Coach (528 KB)

Agenda Item #12 -  Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Enter into Agreement for the Purchase of a Sewer Jetter Truck

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: The new Environmental Protection Agency guidelines for the issuance of the National Pollutant Discharge Elimination System (NPDES) permit entails discharge limitations, monitoring, and reporting requirements. Under these guidelines we are required to implement a Capacity Management Operations and Maintenance (CMOM) program which includes a strategy to prevent discharges form sanitary sewer overflows or basement back-ups and ensuring that overflows or back-ups, when they do occur, do not cause or contribute to violations or cause impairment in any adjacent receiving water. As part of the process to achieve compliance, through the elimination of and mitigating the adverse impacts of any such overflows event, we must consistently jet and televise sewer lines.

The old, existing Vactor jetter truck will be shared by the Water, Streets and Electric departments to hydro excavate and to jet storm systems.

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Enter into Agreement for the Purchase of a Sewer Jetter Truck from EJ Equipment in the amount of $399,950.

Supporting Documents:

pdf Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Enter into Agreement for the Purchase of a Sewer Jetter Truck (84 KB)

pdf Quote for a Vac-Con jetter truck model V311HE/1300LHAP (141 KB)

pdf Build Sheet for Vac-Con Model V311HE/1300LHAP (218 KB)

 Agenda Item #13 - New Vehicle Lease Agreements for Water and Electric Departments

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: The Water and Electric departments each plan to lease new trucks through the Enterprise Fleet Management Leasing program. Both trucks will be delivered in January 2021 with a lease term of 60 months. Under the program the City has a cost-effective way to maintain a reliable fleet without a huge upfront investment. The lease agreement includes bumper-to-bumper maintenance coverage significantly reducing repair costs and down time.

Recommendation:  Approve a Lease Agreement with Enterprise Fleet Management for a 2021 Chevy Silverado for the Electric Department at a monthly rate of $466.37 and authorize the City Manager to sign the agreement. Approve a Lease Agreement with Enterprise Fleet Management for a 2021 Ford F-250 for the Water Department at a monthly rate of $657.08 and authorize the City Manager to sign the agreement.

Supporting Documents:

pdf Enterprise Fleet Management Lease Agreement - 2021 Chevy Silverado (46 KB)

pdf Enterprise Fleet Management Lease Agreement - 2021 Ford F-250 (863 KB)

 Agenda Item #14 - Renewal of Maintenance Service Program for Caterpillar Engines and New Radiator for Caterpillar engine #16

Staff Contact:  Adam Lanning, Utilities Superintendent

Summary:      The five-year maintenance service program that covers six (6) Caterpillar engines at the Caron Rd. substation, that are used for peak shaving, is set to expire at the end of 2020. The quote for parts and labor coverage is for 60 months for engines 13,15,16, 17 and 18 and 48 months for engine 14 totaling $103,580. By participating in the maintenance service program, we have been able to save significant money in repairs and parts. This year Caterpillar engine #16 had a catastrophic failure that ended up cracking the engine block and the total cost of the repairs covered through the program was $300,000. These engines produce approximately 11 MW per day during peak shaving season.

During the service call it was determined that Caterpillar engine #16 needs to be upgraded from a single stage radiator to a dual stage radiator.  This will increase the engine’s performance. The current capacity will go from 1300 kilowatts to 1800 kilowatts with the new radiator adding ½ MW load capacity. The cost to upgrade the radiator is $76,305.62.

Recommendation:  

Approve a five-year maintenance service agreement with Altorfer for six Caterpillar engines at a cost of $103.580 and authorize the City Manager to sign the agreement.

Approve the purchase of a new radiator from Altorfer at a cost of $76.305.62

Supporting Documents: 

pdf Altorfer Caterpillar quote for new radiator and service maintenance program (2.20 MB)

Agenda Item #15 - Proposal for Professional Services for Rochelle Transloading Center Expansion

Staff Contact: Jason Anderson – Economic Development Director

Summary: The City of Rochelle purchased ~20 acres east of the Rochelle Transloading Center (RTC) last year for the dual purpose of expanding the RTC and the City Industrial Rail (CIR) system. The demand for transloading is increasing with the prospect of windmill components and a number of other transloading opportunities. In order for the City to realize the full potential of the RTC it is necessary to expand the RTC’s footprint to incorporate the additional land east of the current operation. Fehr Graham has provided the City with a proposal to perform the following services that will facilitate the expansion:

1) Topographic Survey of site 2) Detailed Engineering Plans for the expansion of the rail and transloading yard 3) Detailed structural engineering plans for drainage structures 4) NPDES Permitting for Stormwater Pollution Prevention Plan 5) Submit a Permit Application to Federal & State agencies to construct stormwater detention structures 6) Design Stormwater detention structures in accordance with Rochelle’s Stormwater Ordinance

Strategic Plan Application: Expanding the City of Rochelle Railroad Capabilities to advance Industrial Development and increase railroad revenues.

Recommendation: Approve the Professional Services agreement between the City and Fehr-Graham Engineering and Environmental to expand the RTC and authorize the City Manager to sign the agreement.

Supporting Documents:

pdf Proposal for Professional Engineering Services – City of Rochelle Municipal Railroad Extension (230 KB)

pdf Transload Yard Transload Yard Exhibit (1.86 MB)

Agenda Item #16 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class B Liquor License for T. J. Lounge, Inc. d/b/a T. J.’s and Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Sissy’s Wild Card Saloon

Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk

Summary: Ken Rosencrans has notified the City that he is in the process of purchasing T.J.’s bar, located at 417 Cherry Avenue. The owner of T.J.’s has verbally acknowledged that she plans to surrender the Class B liquor license effective upon the consummation of the sale transaction scheduled for December 15, 2020. Rosencrans has submitted an application for a Class B liquor license for Sissy’s Wild Card Saloon at the same location effective upon the purchase of the business. The Class B liquor license allows for the retail sale on the premises specified of alcoholic liquor for consumption on the premises as well as other packaged retail sale of such liquor.

The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the deletion of a Class B liquor license for T.J.’s and the creation of a Class B liquor license for Sissy’s Wild Card Saloon. Theses actions will result in a total of ten Class B liquor licenses in the City of Rochelle.

Recommendation: Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class B Liquor License for T. J. Lounge, Inc. d/b/a T. J.’s. Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Sissy’s Wild Card Saloon

Supporting Documents:

pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class B Liquor License for T. J. Lounge, Inc. d/b/a T. J.’s. (68 KB)

pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Sissy’s Wild Card Saloon (69 KB)

Agenda Item #17 - Ordinance Authorizing Lease of Property at 8764 South Highway 251

Staff Contact: Mike Hudetz

Summary: In 2009 the City purchased a parcel of property, including a residential dwelling, located north of the airport at 8764 South Highway 251. This parcel was identified in the Airport Layout Plan as property the City needed to either purchase or acquire an avigation easement over in order to extend the runway to 5,000 feet.

In the past City staff members have rented the residential dwelling on a month to month basis. Per statute, the City Council may authorize a municipal officer to sign leases with a term of less than two years. The proposed ordinance would allow the City Manager to sign a new lease and future leases for this property.

The City has negotiated a month to month lease beginning on January 1, 2021 with a monthly rental payment of $800. This is an increase of $50 over the previous lease due to maintenance expense incurred in the last two years.

Strategic Plan Goal Application: Fiscal Responsibility

Recommendation: Approve an Ordinance Authorizing Lease of Property at 8764 South Highway 251

Supporting Documents:

pdf Ordinance Authorizing Lease of Property at 8764 South Highway 251 (100 KB)

pdf Lease Agreement (80 KB)

Agenda Item #18 - Illinois Municipal Insurance Cooperative Risk Insurance Renewal December 31, 2020

Staff Contact:  Adriana Milan

Summary:      The Illinois Municipal Insurance Cooperative (IMIC) risk insurance policy managed by AJ Gallagher is set to renew on December 31,2020.  During the quarterly meeting on December 8th the IMIC Co- Op was presented with 4 options. The group as whole opted for the lowest premium option 1. The total premium for the whole IMIC group increased 20%. Due to current challenging times (COVID 19, current law enforcement landscape, Sexual Abuse, Employment Practice, etc.) insurance companies are not able to provide the same limits or capacity as they have in the past.  These social inflations and growing catastrophic verdicts continue to affect the excess liability marketplace making it very challenging to maintain the cost of insurance down.

The renewal amount for the City of Rochelle for the 2021 risk insurance premium is $ 688,544 which is an approximately 21% increase from last year. The coverage includes property, excess liability, cyber liability and workers compensation insurance.

Through our Worker’s Compensation carrier IPRF, the City received a safety grant in the amount of $13,458 for safety equipment and/or training for 2021.  The award amount varies from year to year based on the total worker’s compensation losses and payroll amounts from the previous year.

Recommendation:      Approve and place on file the 2020 Risk Insurance Premium for 2021 from the Illinois Municipal Insurance Cooperative for a total cost of $ 688,544

Supporting Documents:  

pdf Recap of Package Options (114 KB)

pdf Renewal Results Overall View (114 KB)

pdf Premium/Fee Comparison Proposal from AJ Gallagher (62 KB)

Agenda Item #19 - Ordinance Further Continuing the Temporary Suspension of Late Fees as Identified in Chapter 98 Article I of the Rochelle Municipal Code

Staff Contact:  Jeff Fiegenschuh, City Manager / Sarah Brooks, Director of Utility Finance

Summary:      Due to the Covid-19 Pandemic and the effects it is having on our local economy, I am requesting that you approve an ordinance further extending the waiver of late fees for RMU customers through July 31, 2021.

Strategic Plan Goal Application:    Maintain Fiscal Stability & Balanced Budget – Short Term Routine

Recommendation:  Approve an Ordinance Further Continuing the Temporary Suspension of Late Fees as Identified in Chapter 98 Article I of the Rochelle Municipal Code through July 31, 2021.

Supporting Documents:

pdf Ordinance Further Continuing the Temporary Suspension of Late Fees as Identified in Chapter 98 Article I of the Rochelle Municipal Code through July 31, 2021 (98 KB)