I. CALL TO ORDER:

• Pledge to the Flag
• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor
• Council Members
• Financials - March 2013

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Minutes of City Council Meeting - April 8, 2013
b) Approve Bills – 032913-040413, 040513-041113
c) Approve Payroll – 031813-033113
d) Authorize the Use of City Hall for National Day of Prayer – May 2, 2013

2) Budget Fiscal Year 2013-14 (Public Hearing and Action)
3) Resolution Establishing Minimum/Maximum Wage Rates for 2013-2014
4) Purchase of Asphalt Roller – Street Department
5) Resolution for the Purchase of Solid Waste Fund Bonds by the Electric Fund for the Purchase of the Golf Course
6) Resolution Granting Real Estate Tax Abatement for the Rochelle Golf Course and Banquet Center
7) Resolution Establishing Utility Services Price Schedule for Electric
8) Ordinance Authorizing the Issuance of General Obligation Refunding Bonds

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

BUSINESS ITEMS:

Agenda Item #2 - Budget Fiscal Year 2013-14 (Public Hearing and Action)

References:

2013-14 Proposed Budget
65 ILCS 5/8-2-9.1 et seq (not attached)

Recommended Action:

1. Conduct Public Hearing.
2. Consider Fiscal Year 2013-14 Budget.

History and Fact:

Committee of the Whole Budget Workshops were held on March 11, April 4, and April 18 to discuss the proposed budget and answer questions. The date for the Public Hearing, required by State law, was set for April 22, 2013. Final action on the Budget is required on or before April 30, 2013.

Discussion:

The final Proposed 2013-14 General Fund revenues are budgeted at $9,594,441. This represents an increase of approximately 15% over the approved 2012-2013 budget. Budgeted expenses total $9,575,301 which is also approximately 15% over the 2012-13 budget and results in a budget surplus of $19,140. The combination of the General Fund with Special Revenue Funds, Enterprise Funds, Internal Service Funds, Trust and Agency Funds and Capital Project Funds results in budgeted revenues totaling $69,673,971 and budgeted expenses totaling $73,389,793. Illinois statutes require that the City conduct a public hearing on the proposed budget to allow citizens the opportunity to provide comments. After the Council returns to regular session, members of the Council can propose modifications to the proposed budget, each of which will be voted on by the Council. The proposed budget as amended will then be subject to a final Council vote for approval.

Recommendation:

1. Conduct Public Hearing.
2. Approve Fiscal Year 2013-14 Budget.

Agenda Item #3 - Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2013-14

References: 

Resolution Establishing Minimum/Maximum Wage Rates for 2013-2014
Exhibit A Minimum/Maximum Wage Rates
Rochelle Municipal Code Sections 2-261 and 2-262 (not attached)

Recommended Action:

Consider Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2013-14

History and Fact:

The Municipal Code of the City of Rochelle requires that the City Council annually approve a resolution establishing minimum/maximum wage rates for all position classifications within the City.

Discussion:

The proposed wage rate resolution is based upon a review completed by the Human Resources Manager. It applies to all employees and is based on job categories as defined by the Equal Employment Opportunity Commission. The rates included in this resolution are consistent with those that were incorporated into the proposed City Budget for Fiscal 2013-14.

Recommendation:

Approve Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2013-14

AGENDA ITEM #4 - Purchase of Asphalt Roller – Street Department

References:

Memo from Superintendent of Streets & Cemetery Tim Isley

Recommended Action:

Consider the purchase of an asphalt vibratory roller for the Street Department.

History and Fact:

The proposed 2013-14 Street Department Capital Outlay Budget includes $47,000 for the purchase of an asphalt vibratory roller. If approved, the proposed roller will replace a 1990 model.

Discussion:

Subsequent to the required public notice, the City Clerk opened bids from four suppliers on April 11th. Superintendent Tim Isley reviewed the bids and found that only one of the bidders, Casey Equipment Company, met the minimum specifications. The apparent low bidder, West Side Tractor Sales, did not meet the specifications for horsepower, centrifugal force or chassis articulation. Therefore, Isley recommends the acceptance of the bid from the second lowest bidder, Casey Equipment Company of Cherry Valley, in the amount of $45,900.

Recommendation:

Approve the purchase of a 2013 Tandem Vibratory Roller from Casey Equipment Company in the amount of $45,900 and reject all other bids. 

Agenda Item #5 - Resolution for the Purchase of Solid Waste Fund Bonds by the Electric Fund for the Purchase of the Golf Course

References:

Memo from Finance Manager Chris Frye
Resolution for the Purchase of Solid Waste Fund Bonds by the Electric Fund for the Purchase of the Golf Course
City of Rochelle Solid Waste Fund Bond

Recommended Action:

Consider a Resolution for the Purchase of Solid Waste Fund Bonds by the Electric Fund for the Purchase of the Golf Course

History and Fact:

On March 20th the Mayor and Council, in cooperation with the Flagg Rochelle Community Park District, approved an Intergovernmental Agreement and Contract to Purchase the local golf course and banquet facility at a purchase price not to exceed $800,000. On April 4th the two entities closed on the property at a cost to each of $388,666.95.

Discussion:

In order to fund the purchase of the golf course property, the City Manager authorized a transfer from the Electric Fund to the Solid Waste Fund. The auditors recommend that this interfund transfer be authorized through a council resolution. Attorney Cooper has prepared a resolution for this purpose in addition to a Solid Waste Fund Bond. The resolution and associated bond provide for $388,666.95 to be advanced from the Electric Fund to the Solid Waste Fund on April 4th and for the full balance of $392,569.20, which includes principal and interest of .20% per year, be repaid to the Electric Fund on or before April 4, 2018.

Recommendation:

Approve a Resolution for the Purchase of Solid Waste Fund Bonds by the Electric
Fund for the Purchase of the Golf Course

Agenda Item #6 - Resolution Granting Real Estate Tax Abatement for the Rochelle Golf Course and Banquet Center

References: 

Memo from Economic Development Director Jason Anderson
Resolution Granting Real Estate Tax Abatement

Recommended Action:

Consider Granting a Real Estate Tax Abatement for the Rochelle Golf Course and Banquet Center

History and Fact:

On March 20th the City Council and Flagg Rochelle Park District approved an Intergovernmental Agreement, a Contract to Purchase and a Facility Lease Agreement with the Greater Rochelle Economic Development Corporation (GREDCO) associated with the local golf course and banquet facility. These actions were taken to preserve approximately 73 acres of green space and related meeting/banquet facilities located in the center of Rochelle.

Discussion:

GREDCO plans to invest a significant amount of capital to upgrade, maintain and operate the Rochelle Golf Course and Banquet Center over the next few years. In order to make this project viable, GREDCO is requesting a tax abatement of 100% per year for the next five years on the golf course land and associated buildings. However, abatements for years four and five would be contingent on the extension of the Facility Lease Agreement between the parties. The golf course and banquet facility will provide a minimum job creation/retention of 15 full/part-time positions. In addition, the preservation and enhancement of this facility is important for business development and quality of life in our community.

Recommendation:

Approve Resolution Granting Real Estate Tax Abatement for the Rochelle Golf Course and Banquet Center

Agenda Item #7 - Resolution Establishing Utility Services Price Schedule for Electric

References: 

Memo from Business and Financial Analyst Dan Westin
Overview of Electric Structure Modification
Resolution Establishing Utility Services Price Schedule for Electric

Recommended Action:

Consider Approving a Resolution Establishing Utility Services Price Schedule for Electric

History and Fact:

The 2012 cost of service study used to design the rates for Rochelle Municipal Utility (RMU) electric customers created a balancing of the rate structure with revenue requirements.
The report included a recommendation to increase the electric rates by approximately 14% in order to more closely meet the cost of providing service. At that time, City Manager Plyman recommended that the rate increase be phased in over two years to ease the impact on the customers. Therefore, the rate schedules that were subsequently drafted by Baker Tilly and approved by the City Council on April 23, 2012 represented an overall rate increase of approximately 7%. In October of 2012, the Mayor and Council authorized the City Manager to engage the firm of Baker Tilly/UFS for consulting services related to electric revenue requirements, cost of service and rate design for RMU in order to follow up on the 2012 cost of service study.

Discussion:

An Electric Cost of Service study was subsequently prepared and presented to the City Utility Advisory Board (UAB) on April 11th. The report includes a recommendation to revise the electric rates in order to more closely meet the cost of providing service especially with regards to basic cost versus energy cost as well as provide an efficient rate structure for economic use of energy . The proposed rate schedules have been drafted by Baker Tilly/UFS and represent an overall rate increase of approximately 2%. A typical residential customer with an average electric bill of $ 79.40 will see an increase of $ 5.04 in the four summer months and a reduction by $ 3.09 per month in the eight non-summer months if no changes to energy use is made.
The UAB formally recommended approval of the modification of the electrical rate structure.
In addition, RMU has introduced additional energy savings incentives to support residential customers in cost savings especially in the summer months.

Recommendation:

Approve a Resolution Establishing Utility Services Price Schedule for Electric Effective May 1, 2013

Agenda item #8 -  Ordinance Authorizing the Issuance of General Obligation Refunding Bonds

References: 

Memo from Finance Manager Chris Frye
Ordinance Authorizing the Issuance of General Obligation Refunding Bonds

Recommended Action:

Consider an ordinance authorizing the issuance of General Obligation Refunding Bonds in an amount not to exceed $3,125,000

History and Fact:

On October 12, 2010, due to the availability of low cost Recovery Zone Bonds, the City Council approved an ordinance authorizing the issuance of general obligation bonds to finance offsite improvements related to the Lighthouse Pointe Subdivision. The City subsequently issued $2,940,000 of Taxable General Obligation Bonds, Series 2010 (Recovery Zone Economic Development Bonds). This allowed the City to take advantage of the Recovery Zone Bond program which included a 45% interest credit subsidy from the Internal Revenue Service (IRS).

Discussion:

On March 1st sequestration cuts to the federal budget were ordered which directly affect the subsidy available through the Recovery Zone Bond program. After consulting with our financial advisor and bond attorney, Finance Manager Chris Frye believes that the IRS will reduce the interest credit subsidy by 8.7% and possibly more in the future.

Language included in the Recovery Zone Bonds allows the City to refund the bonds due to an "extraordinary event" and specifically refers to the reduction of the 45% credit. Therefore, staff believes it may be in the best interest of the City to refund the General Obligation Bonds Series 2010. Approval of the parameters ordinance will allow staff to move forward in the process of issuing General Obligation Refunding Bonds in an amount not to exceed $3,125,000, which includes interest due and bond issuance costs, at an interest rate not to exceed 5.5%. Refunding the bonds under these parameters will reduce the interest expense for the remainder of the term of the bonds and will eliminate the risk that the IRS will further reduce the credit.

Recommendation:

Approve an ordinance authorizing and providing for the issuance of not to exceed $3,125,000 aggregate principal amount General Obligation Refunding Bonds (Tax Increment Financing Alternate Revenue Source), Series 2013 of the City of Rochelle, Ogle and Lee Counties, Illinois and for the levy of a direct annual tax sufficient to pay the principal of and interest on said bonds.

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:

• National Telecommunicators Week April 14-20, 2013
• National Auctioneers Day – April 20, 2013 

IV. REPORTS AND COMMUNICATIONS:

• Mayor
• Council Members
• Employee Introduction - Ryan Baylor

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

2) Contract for Grant Administration – Golden Prairie CDAP Grant
3) Amendment to Restated Host Agreement for the Operation and Development of Rochelle Landfill #2 - Mulford Road Improvements

VII. DISCUSSION ITEMS:

1) Quiet Zones

VIII. EXECUTIVE SESSION

Agenda Item #2- Contract for Grant Administration – Golden Prairie CDAP Grant

References: Consultant’s Agreement

Recommended Action:

Consider an Agreement between the City of Rochelle and Ellen
Burgeson for Grant Administration related to the Electric System Upgrade Benefiting Golden Prairie

History and Fact:

Earlier this year the City of Rochelle applied for funding through the Community Development Assistance Program (CDAP) to construct a dedicated electric feeder line to serve the proposed Golden Prairie facility. City staff members expect the Illinois Department of Commerce and Economic Opportunity(DCEO) to formally announce a grant award of $750,000 for this project in the near future.

Discussion:

In anticipation of the formal CDAP grant award announcement, it is time to proceed with the grant administration phase. The City contracted with Ellen Burgeson for assistance in preparing the original CDAP grant application, making her the logical choice to administer the grant. The proposed contract between the City and Ellen Burgeson includes services necessary to comply with procedures and regulations required by DCEO at a cost not to exceed $21,000.

Recommendation:

Authorize the City Manager to Sign an Agreement between the City of Rochelle and Ellen Burgeson for Grant Administration related to the Electric System Upgrade Benefiting Golden Prairie

Agenda Item #3 - Amendment to Restated Host Agreement for the Operation and Development of Rochelle Landfill #2 – Mulford Road Improvements

References:

Recommended Action:

Consider an Amendment to Restated Host Agreement for the Operation and Development of Rochelle Landfill #2 – Mulford Road Improvements

History and Fact:

The Mayor and City Council entered into a Restated Host Agreement in 2006 with Rochelle Waste Disposal in preparation for an application to expand the City landfill. The following year the council approved an Application for Local Siting Approval for the expansion of the landfill subject to thirty seven conditions. Conditions #16, #33 and #34 addressed improvements to Mulford Road and the timeframe for completion. In 2008 the City Council approved an amendment to the Restated Host Agreement which provided for the construction of Mulford Road improvements from south of Illinois Route 38 to and including the intersection of Creston Road in two phases as follows: Phase 1 from Route 38 to the existing landfill entrance, Phase 2 from the existing landfill entrance to and including the Creston Road intersection.

Discussion:

Rochelle Waste Disposal (RWD) has requested that Phase 1 of the Mulford Road improvements be allowed to end at the Union Pacific (UP) rail instead of the existing landfill entrance, a distance of about 200 feet. Phase 2 would then be expanded to include everything south of the UP rail and RWD has agreed to accept responsibility for the maintenance of this section until the improvements are completed.

Kathy Cooper and Sam Tesreau have evaluated the request and believe that it is reasonable. Transferring this section to Phase 2 will prevent the cost of tearing out and replacing the newly constructed roadway when the landfill entrance is moved and increase the life of the roadway south of the UP by eliminating a joint.

The Phase 1 project design is complete, has been approved by the City and County and is ready for the bidding process. The Operator plans to begin construction this year. In addition, the Operator plans to complete the new landfill entrance by 2017 and Phase 2 of the Mulford Road improvements would occur in the same construction season.

Recommendation:

Adopt an Ordinance Approving an Amendment to Restated Host Agreement for the Operation and Development of Rochelle Landfill #2 – Mulford Road Improvements

Discussion Item #1 Quiet Zones

The Burlington Northern Santa Fe (BNSF) and the Union Pacific (UP) railroad traffic in the City continues to increase following the construction of the Intermodal Facility and the expansion of the City Industrial Rail. This has resulted in additional noise caused by the train horns and whistles. Both the 2009 Comprehensive Plan and the City Council's Strategic Planning Summary developed in 2011 identify the need to eliminate or mitigate the train noise in our community. This is a quality of life issue, especially for those living and working near the tracks.

Last year the City contracted with Quite Zone Technologies to conduct an evaluation of the BNSF and UP roadway and pedestrian crossings and provide a written report outlining the options involved with reducing train horn noise. Following receipt of that report, Fehr Graham Engineering & Environmental was hired to determine the roadway improvements and estimated costs necessary to meet the Federal Railroad Administration's requirements to establish a full Quiet Zone for the least initial cost. Fehr Graham subsequently reviewed eleven at-grade crossings and two pedestrian crossings to determine the roadway improvements necessary including pavement widening, realignment, curb and gutter, property acquisition and relocation of access points to construct raised medians or channelization devices. In addition they prepared a color exhibit for each crossing detailing the recommended improvements and an engineer's estimate of probably cost.

On March 27th the Public Works Committee met to discuss the Quiet Zone topic, Fehr Graham report and associated timeline. The consensus of the committee was to refer the topic to the full council at the April 8th meeting.

Reference: Quiet Zones Analysis Report Prepared by Fehr Graham

I. CALL TO ORDER:

• Pledge to the Flag
• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor - Appointment of Mike Wood to the Airport Advisory Commission for a Term to Expire July 1, 2013
• Council Members
•   default Financials February 2013 (1.07 MB)

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –   default March 11, 2013 (182 KB)
b) Accept and Place on File Minutes of Planning and Zoning Commission Meeting - January 7, 2013
c) Accept and Place on File Minutes of Stormwater Advisory Commission Meeting – January 3, 2013
d) Approve Bills – 030113-030713, 030813-031413
e) Approve Payroll – 021813-030313
f) Approve Lincoln Highway Heritage Festival Request – August 16-18, 2013
g) Resolution Lincoln Highway Heritage Festival Parade – August 18, 2013

2) Second Avenue Water Main Project
3) Ordinance Adopting and Enacting a New Code for the City of Rochelle
4) Real Estate Option Agreement and Listing Agreement – Rochelle Business and Technology Park
5) Solar Plant Grant Application
6) 2013 Sealcoat Project
7) Ordinance Authorizing Sale of Personal Property – Inoperable Vehicle
8) Updated 5 Year Functional Classification and Federal Aid Systems Map for the Rochelle Urban Area

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 - Second Avenue Water Main Project

References:

Memo from Water/Water Reclamation Superintendent Kathy Cooper
Recommendation from Willett Hofmann & Associates

Recommended Action:

Consider bids for the Second Avenue Water Main Project

History and Fact:

Operators have repaired numerous water main breaks in the 100 and 200 blocks of Second Avenue over the past eight years. The eighty year old cast iron water main in this area is showing visible signs of pitting and corrosion. As a result, the Mayor and Council approved an agreement with Willett Hofmann & Associates last October for the engineering design to replace 1550 feet of four-inch water main between Washington Street and the east end of Second Avenue with twelve-inch main.

Discussion:

Subsequent to the required public notice, the City Clerk opened bids for the Second Avenue Water Main Project on March 14th with eleven contractors submitting bids. Staff and our consultant, Willett Hofmann & Associates, have reviewed the bids and recommend the acceptance of the apparent low bidder, Northern Illinois Services, with a bid of $253,643.52. The proposed 2013-14 Water Division Capital Outlay Budget includes $270,000 for the replacement of this water main. Following the bid award, the project is expected to begin in late April.

Recommendation:

Accept the bid of $253,643.52 from Northern Illinois Services for the Second Avenue Water Main Project and reject all other bids.

Agenda Item #3 - Ordinance Adopting and Enacting a New Code for the City of Rochelle

References:

Municipal Code City of Rochelle, Illinois – Revised January 28, 2013
Ordinance Adopting and Enacting a New Code for the City of Rochelle

Recommended Action:

Consider an Ordinance Adopting and Enacting a New Code for the City of Rochelle

History and Fact:

In 2003 the City entered into a contract with Municipal Code Corporation (MCC) to update and codify the Rochelle Municipal Code. MCC subsequently reviewed the Code, proposed changes where provisions were in conflict with Illinois statutes and arranged the Code in a format that was easier to use. In August of 2006 the Mayor and Council adopted the recodified Municipal Code.

Discussion:

In 2012, as a result of budget discussions, the City Manager directed the City Clerk to assume the ongoing responsibility of codifying and updating the City of Rochelle Municipal Code. The City Clerk has since prepared chapters 1 through 110 of the Code, along with an introduction, table of contents and index. The new Code is identical in content and organization to the MCC version and incorporates all amendments made through October 31, 2012.

Recommendation:

Approve an Ordinance Adopting and Enacting a New Code for the City of Rochelle; Providing for the Repeal of Certain Ordinances not Included Therein; Providing a Penalty for the Violation Thereof; Providing for the Manner of Amending Such Code; and Providing When Such Code and this Ordinance Shall Become Effective

Agenda Item #4 - Real Estate Option Agreement and Listing Agreement - Rochelle Business and Technology Park

References:

Memos from Business Development Manager Scott Rozanas
Real Estate Option Agreement
Exclusive Right to Sell Listing Agreement
Ordinance Authorizing City Manager to Enter into a Real Estate Option Agreement and Listing Agreement

Recommended Action:

Consider an Ordinance Authorizing the City Manager to Enter into a Real Estate Option Agreement and Listing Agreement

History and Fact:

The Rochelle Business and Technology Park is a 160 acre development which opened in 2007. Current tenants include Allstate Insurance, Western Processing Center (Northern Trust), and the RMU Technology Center. Approximately 96 acres remain available for development including property owned by the City of Rochelle and Ogle County.

The entire technology park property was originally owned by Reed Harris and Corliss Baer, as is approximately 90 acres of the remaining available property. The City has held various options on the Harris/Baer property over the past few years, the last of which expired in December of 2011. The City Manager and Economic Development Offices of the City of Rochelle wish to recruit additional park tenants. Having an option to purchase the remaining property would greatly facilitate new development.

Discussion:

A new option to purchase the remaining acreage has been tentatively agreed to by the City and Harris/Baer. There is no cost to own the option and the agreement allows the City to market the property in partnership with a broker. The option agreement is for a term of 3 years, the per acre purchase price for the first year is $25,000 and the agreement includes a 5% increase in the per acre purchase price in years 2 and 3.

Jim Planey of Lee and Associates has provided an Exclusive Right to Sell Listing Agreement in order to broker the property in the park. The term of the listing agreement is for approximately one year, ending on June 30, 2014, and includes sales commission ranging from 6% - 8% of the gross sale price depending on the number of brokers involved. In addition, Jim Planey has proposed a budget of $10,000 for marketing expenditures which includes signs, aerial photos, park brochures and a magazine advertisement. These expenses have been included in the preliminary 2013-14 City of Rochelle Budget.

Recommendation:

Approve an Ordinance Authorizing the City Manager to Enter into a Real Estate Option Agreement and Listing Agreement associated with the Rochelle Business and Technology Park

Agenda Item #5 - Solar Plant Grant Application

References:

Memo from Business and Financial Analyst Dan Westin

Recommended Action:

Consider Solar Plant Grant Application

History and Fact:

The Illinois Department of Commerce and Economic Opportunity (DCEO) has grant funds available through the Community Solar and Wind Grant Program to support the development and implementation of larger-scale distributed solar energy systems in Illinois. Local government entities are eligible for grants of up to 40% of the cost of eligible solar project costs through a competitive application process which closes April 8th.
Discussion: RMU staff members are proposing the construction of a solar plant at the Rochelle Business and Technology Park to promote solar power as an alternative energy source and reduce summer peaks. In addition the plant would provide electrical energy to the Technology Center, add renewable energy into RMU's power mix, and provide the opportunity for RMU to expand its knowledge about solar power.

Business and Financial Analyst Dan Westin has created the following business case for the solar plant:
• Cost to construct a 25.8kw plant on the Technology Center grounds - $100,000
• RMU's investment of 60% - $60,000
• Value of energy produced, Solar Renewable Energy Credits, reducing peak demand, and avoiding demand over 10 years - $70,634. (Additional value would be expected since these systems typically last 20 years.)
• Value to RMU for each residential system added over a 10 year period- $11,834

RMU staff recommends that council approve going forward with this grant application.

Recommendation:

Approve Support of a Solar Plant Grant Application

Agenda Item #6 - 2013 Sealcoat Project

References:

Memo from City Engineer Sam Tesreau
Map of Sealcoat Locations
Resolution for Maintenance of Streets and Highways

Recommended Action:

Consider the 2013 Sealcoat Bids

History and Fact:

A 10 year capital plan was developed several years ago to address maintenance requirements of existing infrastructure. As a result of that plan, numerous existing roadways have been identified for sealcoat surface treatment this year including North 9th Street; Gehant, Northfield and McCall Court; South 6th, 9th, 10th and 11th Streets; Garfield Drive; Wood, South Oak, and Gary Streets; Joanne Lane; Highland Road and sections of Lincoln Highway; 14th and 15th Street; and several avenues throughout the community. The application of a sealcoat surface treatment has been found to be a cost effective way to maintain and preserve the life of the roadway surfaces and several streets have been treated over the past few years.

Discussion:

Subsequent to the required public notice, the City Clerk opened three bids on March 7th. City Engineer Sam Tesreau reviewed the bids and recommends the acceptance of the apparent low bidder, AC Pavement Striping Company, with a bid of $239,589.07. The proposed 2013-14 Capital Improvements Fund budget includes $292,000 for sealcoat resurfacing of miscellaneous streets which will be funded through a transfer of Motor Fuel Tax funds.

Recommendation:

Approve a Resolution for Maintenance of Streets and Highways
Accept the bid from AC Pavement Striping Company in the amount of $239,589.07 and reject all other bids.

Agenda Item #7 - Ordinance Authorizing Sale of Personal Property – Inoperable Vehicle

References:

Memo from City Engineer Sam Tesreau

Ordinance Authorizing Sale of Personal Property

Recommended Action:

Consider an Ordinance Authorizing Sale of Personal Property

History and Fact:

In 2003 the Police Rochelle Police Department purchased a new Ford Crown Victoria Police Interceptor for use as a squad car. The City subsequently transferred the vehicle to the Building/Community Development Department in August of 2008 for use by inspection services. Since the transfer, the vehicle has required numerous mechanical repairs at a cost of over $2,700. Last November the vehicle again experienced mechanical issues including difficulty in steering and lack of acceleration. At that time a local automotive repair facility provided a quote of nearly $2,500 to restore the vehicle to a reasonable operating condition. Due to safety concerns the vehicle is no longer in operation and has been transported to the Street Department yard.

Discussion:

The Kelley Blue Book value of the vehicle in fair operating condition is estimated at $1,700. Since the repairs far exceed the value of the vehicle, even in fair operating condition, staff recommends recycling the vehicle at the local Behr Iron and Metal facility. Per State Statute, the Mayor and Council can authorize the sale of property which is no longer necessary or useful, including selling the vehicle for scrap metal. This is accomplished by a simple majority vote of the City Council.

Recommendation:

Approve an Ordinance Authorizing Sale of Personal Property – Inoperable Vehicle

Agenda Item #8 -Updated 5 Year Functional Classification and Federal Aid Systems Map for the Rochelle Urban Area

References:

Recommended Action:

Consider Authorizing Approval of the 5 Year Functional Classification and Federal-Aid Systems Map for the Rochelle Urban Area

History and Fact:

Urban area boundaries are established to provide limits within which Federal funds may be pursued for transportation improvement projects. These boundaries are to be determined by State and Local officials and are subject to approval by the Federal Highway Administration. In July of 2011 the City Council approved an updated 5 year Functional Classification and Federal Aid Systems map for the Rochelle Urban Area and it was subsequently submitted to IDOT. However, due to staff changes, IDOT never formally adopted the map. Therefore, IDOT has requested that the City review the map and make any changes that have occurred since that time.

Discussion:

City Engineer Sam Tesreau has modified the proposed map to incorporate key designations and classifications in addition to annexations and roadway improvements that have occurred since 2011. The designation of certain streets and/or routes within the Rochelle Urban Area as part of the Federal Highway System will enable the City to pursue federal funding through IDOT for future improvements.

Recommendation:

Approve the updated 5 Year Functional Classification and Federal-Aid Systems Map for the Rochelle Urban Area and authorize Mayor Olson to sign the approval form.

I. CALL TO ORDER:

• Pledge to the Flag
• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor
• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –February 25, 2013
b) Approve Minutes of Special City Council Meeting – February 27, 2013
c) Approve Minutes of Joint City Council/Flagg Rochelle Park District Meeting – February 27, 2013
d) Accept and Place on File Minutes of Airport Advisory Board Meeting – October 22, 2012
e) Accept and Place on File Minutes of Railroad Advisory Board Meeting - December 13, 2012
f) Approve Bills – 021513-022213, 022313-022813
g) Approve Payroll – 020413-021713
h) Authorize the City's Assistance with the Hospital Hustle 5K Fun Run/Walk – June 1, 2013

2) Purchase of Dump Truck – Rochelle Municipal Utilities
3) Purchase of Pickup Truck – Rochelle Municipal Utilities
4) Purchase of Property for Well #12 – Hayes Road

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 - Purchase of Dump Truck – Rochelle Municipal Utilities

References: 

Memo from Superintendent of Electric Operations Joe Orlikowski
Bid Tabulation

Recommended Action:

Consider bids for the purchase of a dump truck

History and Fact:

The 2012-13 Electric Fund Capital Budget includes $58,000 for the purchase of a dump truck. The new 2013, regular cab, single axle, 4x4 truck with a dump body will replace an existing 2001 GMC dump truck in the Electric Operations Division.

Discussion:

Subsequent to the required public notice, the City Clerk opened bids from four suppliers on February 22, 2013. Superintendent Joe Orlikowski reviewed the bids and confirmed that all of the bidders met the minimum specifications. Badger Truck Center in Milwaukee, WI submitted the lowest bid of $46,860. Although Badger's bid is $526 below the second lowest bidder, the cost of ongoing service would be much greater since their facility is approximately 116 miles from Rochelle. Therefore, Orlikowski recommends the acceptance of the second lowest bidder, Brad Manning Motors in DeKalb, with a bid of $47, 386.

The existing 2001 GMC dump truck will be sold at Bearrow's Auction facility in the future.

Recommendation:

Accept the bid from Brad Manning Motors in the amount of $47,386 and reject all other bids.

Agenda Item #3 - Purchase of Pickup Truck – Rochelle Municipal Utilities

References:

Memo from Superintendent of Electric Operations Joe Orlikowski
Bid Tabulation

Recommended Action:

Consider bids for the purchase of a pickup truck

History and Fact:

The 2012-13 Electric Fund Capital Budget includes $26,000 for the purchase of a pickup truck. The new 2013, regular cab, 4x2 pickup truck, which includes a rear mounted Tommy Gate, will replace an existing 2002 Chevy S10 pickup truck in the Electric Operations Division.

Discussion:

Subsequent to the required public notice, the City Clerk opened bids from six suppliers on February 22, 2013. Superintendent Joe Orlikowski reviewed the bids and confirmed that all of the bidders met the minimum specifications. Therefore, he recommends the acceptance of the lowest responsible bidder, Brad Manning Motors, with a bid of $18,769.

The existing 2002 Chevy S10 pickup will be sold at Bearrow's Auction facility in the future.

Recommendation:

Accept the bid from Brad Manning Motors in the amount of $18,769 and reject all other bids.

Agenda Item #4 - Purchase of Property for Well #12 – Hayes Road

References:

Memo from Water/Water Reclamation Superintendent Kathy Cooper
Ordinance Authorizing the Purchase of Property

Recommended Action:

Consider the purchase of property for Well #12 on Hayes Road

History and Fact:

Over the past seven years the volume of water delivered to customers in Rochelle has increased from an average of 1.9 million gallons per day to an average of 2.7 million gallons per day currently. The Master Plan for the City of Rochelle water system includes, as a priority, the construction of a new well in the southeast quadrant of the City. The continued industrial growth in this region supports the need for the well in order to provide sufficient fire flow protection and an adequate reserve supply for customers.

Discussion:

The construction of a new well, well house, tower and connection to the existing water main is estimated to cost in excess of $3.5 million dollars. The City submitted a project plan through the Illinois Environmental Protection Agency (IEPA) several months ago in order to qualify for a low-interest loan through the state revolving loan fund to finance this project. In late February, the IEPA notified the City that the project plan for Well #12 was approved.

The 2011 Water Comprehensive Plan identifies property located on Hayes Road, east of Steward Road as the location for Well #12. City staff members have negotiated a purchase price of $22,000 with the property owners for one acre of property to be used for the well site. This price was based on recent land purchases in the vicinity. In addition, the City will be responsible for all costs associated with the purchase, subject to City Council's approval.

Recommendation:

Approve an Ordinance which authorizes the City Manager to purchase one acre of property on Hayes Road for $22,000 for the purpose of constructing a well, well house and tower.

I. CALL TO ORDER:

• Pledge to the Flag
• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor
• Council Members
• Employee Introduction - Erin Ruppert
• Financials January 2013

V. PUBLIC COMMENTARY:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – February 11, 2013
b) Approve Bills – 020113-020813, 020913-021413
c) Approve Payroll – 012113-020313
d) Approve RTHS Education Foundation 's Request to Hold 30 Men Who Cook Event at Rochelle
Airport –September 7, 2013

2) Third Amendment to Annexation Agreement (DP Industrial) and Amendment to Rider to Annexation Agreement (Illinois River Energy) Prologis Park (Public Hearing and Action)
3) Ordinance Authorizing Sale of Renewable Energy Credits

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 - Third Amendment to Annexation Agreement (DP Industrial) and Amendment to Rider to Annexation Agreement (Illinois River Energy) Prologis Park (Public Hearing and Action)

 References:

Third Amendment to Annexation Agreement and Amendment to Rider to Annexation Agreement Prologis Park
Ordinance Approving Third Amendment of Annexation Agreement

Recommended Action:

Conduct the Public Hearing
Consider Ordinance Approving Third Amendment of Annexation and Amendment to Rider to Annexation Agreement Prologis Park

History and Fact:

Nearly 10 years ago the Mayor and Council approved an Annexation Agreement with DP Industrial, LLC and an Annexation Agreement and Rider with Illinois River Energy (IRE) related to property located south of Interstate 88 and east of Caron Road. Prologis Land, LLC is now the owner of property which is bound by both the DP Agreement and the Rider to the IRE Agreement. On February 11th the Mayor and Council conducted a Public Hearing to discuss a Third Amendment to the Annexation Agreement and Amendment to the Rider in order to facilitate the development of ProLogis Park – Unit Four. Since the provisions of the agreement were still being finalized, the Mayor and Council continued the Public Hearing until February 25th.

Discussion:

Provisions in the amendment include the following: the City will accept "Caron Court" as a public street providing ProLogis posts a bond in the amount of $20,000, the City will accept the existing street lights along Caron Court upon approval by RMU, ProLogis will obtain an easement along the west side of Caron Court for a sidewalk or grant the City an easement along the east side and construct a sidewalk within 12 months of the recording of the final plat, ProLogis will provide an easement for a shared use path along the north side of Steward Road and along the south property line of Lot 2 and contribute fifty percent of the estimated costs for construction within five years from the date of this amendment, the City will construct the shared use path within eighteen months following receipt of the ProLogis contribution, ProLogis will pay the City the total estimated costs for materials for no more than ten street lights to be installed along Steward Road within five years from the date of the amendment, the City will install the streetlights within eighteen months following receipt of the ProLogis contribution, and ProLogis will obtain an easement along the west side of Caron Court for offsite drainage or grant the City an easement along the east side of Caron Court and construct stormwater facilities comparable to those existing on the west side.

Recommendation:

Conduct the Required Public Hearing
Authorize an Ordinance Approving the Third Amendment of Annexation Agreement (DP Industrial) and Amendment to Rider to Annexation Agreement (Illinois River Energy) Prologis Park

Agenda Item #3 - Ordinance Authorizing Sale of Renewable Energy Credits

References:

Memo from Business and Financial Analyst Dan Westin
Ordinance Authorizing Sale of Renewable Energy Credits

Recommended Action:

Consider an Ordinance Authorizing Sale of Renewable Energy Credits

History and Fact:

In August of 2010 the Mayor and Council approved several agreements associated with the Landfill Gas to Energy Project. Among them was a Landfill Gas Purchase Agreement between the City, Rochelle Waste Disposal and Rochelle Energy Center. As a result of that agreement, the City has accumulated 23,414 Renewable Energy Credits (RECs) as of January 2013. These credits have a value to companies seeking to lower their emissions footprint.

Discussion:

Business and Financial Analyst Dan Westin has researched the salability of the RECs on the market and found them to have a value of approximately $0.70 to $1.00 each if sold at public auction. In addition he believes that the market for RECs is deteriorating and that it is in the best interest of the City to sell them.

Attorney Lyons has reviewed the Illinois Municipal Code with respect to the sale of property. He has determined that the renewable energy credits are considered personal property. Per 65 ILCS 5/11-76-4, the City may sell personal property if it is no longer necessary or useful to the City, or if its in the best interests of the City to sell the property. This is accomplished by a simple majority vote of the City Council.

The proposed ordinance authorizes the City Manager, or his designee, to sell current and future RECs at public auction or private sale when it is determined to be in the best interest of the City.

Recommendation:

Approve an Ordinance Authorizing Sale of Renewable Energy Credits

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag
• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor
• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – January 28, 2013
b) Approve Bills – 011813-012413,012513-013113
c) Approve Payroll – 010713-012013
d)Accept and Place on File Annual Police Department Report
e) Accept and Place on File Annual Community Development Department Report
f) Approve a Resolution Establishing the Official Zoning Map for 2012

2) Third Amendment to Annexation Agreement for ProLogis Park (Public Hearing and Action)

3) Agreement between the City of Rochelle and Hanson Professional Services for Engineering Services Related to the Construction of a Partial Parallel Taxiway at Rochelle Municipal Airport

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Third Amendment to Annexation Agreement for Prologis Park (Public Hearing and Action)

References:   

Recommended Action:        

History and Fact:     

Nearly 10 years ago the Mayor and Council approved an Annexation Agreement with DP Industrial, LLC related to approximately 300 acres. The Council also approved an Annexation Agreement with Illinois River Energy (IRE) at that time related to approximately 90 acres.  In addition, the IRE Agreement contained a Rider governing the rights and obligations in the event of a real estate exchange between the two parties. All of this property is located south of Interstate 88 and east of Caron Road.   Prologis
Land, LLC is now the owner of property which contains portions bound by both the DP Annexation Agreement and the Rider to the IRE Annexation Agreement.

Discussion:    

To facilitate the development of ProLogis Park – Unit Four, City staff and ProLogis representatives have negotiated the following: the City will accept "Caron Court" as a public street providing ProLogis posts a bond in the amount of $20,000,  the City will accept the existing street lights along Caron Court upon approval by RMU, ProLogis will obtain an easement along the west side of Caron Court for a sidewalk or grant the City an easement along the east side and construct a sidewalk within 12 months of the recording of the final plat, ProLogis will provide an easement for a shared use path along the north side of Steward Road and along the south property line of Lot 2 and contribute fifty percent of the estimated costs for construction within five years from the date of this amendment, the City will construct the shared use path within eighteen months following receipt of the ProLogis contribution, ProLogis will pay the City the total estimated costs for materials for no more than ten street lights to be installed along Steward Road within five years
from the date of the amendment, the City will install the streetlights within eighteen months following receipt of the ProLogis contribution, and ProLogis will obtain an easement along the west side of Caron Court for offsite drainage or grant the City an easement along the east side of Caron Court and construct stormwater facilities comparable to those existing on the west side.

Recommendation:       

Agenda Item #3 -  Agreement between the City of Rochelle and Hanson Professional Services for Engineering Services Related to the Construction of a Partial Parallel Taxiway at Rochelle Municipal Airport

References:

Memo from Airport Manager Mark Delhotal
Agreement between the City and Hanson Professional Services

Recommended Action:

Consider an Agreement between the City of Rochelle and Hanson Professional Services related to the Construction of a Partial Parallel Taxiway at Rochelle Municipal Airport

History and Fact:

On January 23, 2013 Governor Quinn and the Illinois Department of Transportation (IDOT) announced a $9 million Airport Improvement Program to improve 19 airports across the state. Of this amount, Rochelle Municipal Airport will be the recipient of $630,000 towards the construction of a Partial Parallel Taxiway of approximately 1,200 feet. This is a 90/10 program where the state funds 90% of the project and the City of Rochelle funds the remaining 10%. A Parallel Taxiway has been included in the Airport Layout Plan for some time in order to improve safety and maximize efficiency at the airport.

Discussion:

Hanson Professional Services has submitted an agreement to provide the preliminary assessment and schematic design, design phase services and planning and special services required for the Partial Parallel Taxiway Project at a "not to exceed" cost of $64,030.35. These services are included in the overall project cost of $700,000. Council approval of the Hanson agreement at this time will facilitate an IDOT bid letting in June with construction to follow during the 2013 construction season. In addition, the City's 10%, or $70,000, will need to be included in the 2013-14 Capital Improvement Budget. If the
State funds are not used within the 2013-14 fiscal year they will no longer be designated for the City of Rochelle.

Recommendation:

Authorize the City Manager to Sign an Agreement between the City of Rochelle and Hanson Professional Services for Engineering Services related to the Construction of a Partial Parallel Taxiway Runway at Rochelle Municipal Airport

Federal

President - Joe Biden

US Senators - Tammy Duckworth, Dick Durbin

House of Representatives - Adam Kinzinger

State

Governor - JB Pritzker

Attorney General - Kwame Roul

Treasurer - Michael Frerichs

Secretary of State - Jesse White

Senators - Brian Stewart

Representatives - Tom Demmer

City of Rochelle Council Chambers

420 N. 6th Street

Rochelle, IL 61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)Approve Minutes of City Council Meeting - November 26, 2012

b) Approve Bills –11/16/12-11/22/12, 11/23/12-11/29-12

c)Approve Payroll - 11/12/12-11/25/12

d)Approve City of Rochelle Meeting Dates for 2013

e)Approve City of Rochelle Legal Holidays for 2013

2) Ordinance Adopting 2012 Tax Levy (Public Hearing and Action)

3) Ordinance Abating the Taxes Levied for 2012 - Taxable General Obligation Bonds

4) Purchase of Aerial Device (Bucket Truck)

5) Purchase of Digger Derrick Device

6) Engineering Proposal – Fiber to the Premise Project

7) Local Agency Agreement for Federal Participation – Veterans Parkway

8) Reduction in Letters of Credit – Light House Pointe Walmart Addition Subdivision

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 - SUBJECT: Ordinance Adopting 2012 Tax Levy (Public Hearing and Action)

References:

Memo from Finance Manager Chris Frye

Real Estate Tax Rate Extension - Option 1

Ordinance Levying Taxes for the City of Rochelle

Recommended Action:

Consider Ordinance Levying Taxes for the City of Rochelle

History and Fact:

The State of Illinois requires the City annually to adopt and file a Property Tax Levy Ordinance on or before the last Tuesday in December. Last year, the City's Equalized Assessed Valuation (EAV) was $219,179,369 and its property tax rate was $0.876630 per $100 of EAV, which allowed the city to collect $1,921,345.90 in property taxes. For the coming year, Ogle County has estimated the City's EAV at $237,401,370.

Discussion:

At the November 26th meeting, the City Council discussed options concerning the 2012 Tax Levy. The City's 2012 EAV increased significantly over the 2011 level because Dement Township once again reassessed properties in its jurisdiction. However, Rochelle's commercial and industrial property owners located within Dement Township are once again appealing their higher assessments, so a more reasonable EAV of $225,000,000 was included in the calculations.

The City's Fire and Police Pension Boards, respectively, are requesting the Council to fully fund their recommendations based on actuarial studies. In particular, the Fire Pension Board is seeking a contribution from property taxes of $215,565. The Police Pension Board is seeking a contribution of $235,099.

A property tax levy notice for 2012 was published in the November 20th issue of the Rochelle News Leader which included a maximum increase of 8.03% over the previous year. Even with this increase, the City would need to find alternative sources, through the budget process, to fund the shortfalls in both the Police and Fire Pensions, at least to the minimum required. In addition, the City will not change the property tax rates for general corporate, fire protection, police protection, crossing guard and street lighting from last year since they are already at the maximum rate allowable.

Recommendation:

Conduct the Public Hearing

Approve Ordinance Levying Property Taxes for the City of Rochelle for the Fiscal Year May 1, 2012 through April 30, 2013

Agenda Item #3 -Ordinance Abating the Taxes Levied for 2012 – Taxable General Obligation Bonds

References:

Ordinance Abating the Taxes Levied for 2012 - Taxable General Obligation Bonds

Recommended Action:

Consider an Ordinance Abating the Taxes Levied for 2012 to Pay Debt Service on Taxable General Obligation Bonds

History and Fact:

On November 22, 2010 the Mayor and Council approved an ordinance providing for the issuance of general obligation bonds in an amount not to exceed $2,940,000 to finance offsite improvements related to the Lighthouse Pointe Subdivision and Route 38 corridor. The City subsequently issued bonds on December 14, 2010 in the amount of $2,940,000.

Discussion:

The annual debt service related to these bonds is not being paid through property taxes. Instead, the debt service will be paid through TIF revenues, interest refunds from the Internal Revenue Service and other City funds. In order to abate the property taxes, the proposed ordinance must be approved annually and forwarded to Lee and Ogle County.

Recommendation:

Approve an Ordinance Abating the Taxes Levied for 2012 to Pay Debt Service on Taxable General Obligation Bonds

Agenda Item #4 - Purchase of Aerial Device (Bucket Truck)

References:

Memo from Superintendent of Electric Operations Joe Orlikowski

Bid from Dueco

Bid from Drake-Scruggs Equipment

Bid from Altec

Recommended Action:

Consider bids for the purchase of an aerial device (bucket truck).

History and Fact:

The 2012-13 Electric Fund Capital Budget includes $160,000 for the purchase of a bucket truck. The new bucket truck will replace an existing 2001, 40 foot bucket device mounted on an International cab and chassis in the Electric Operations Division.

Discussion:

Subsequent to the required public notice, the City Clerk opened bids from three equipment suppliers on November 29, 2012. Superintendent Joe Orlikowski reviewed the bids and confirmed that all of the bidders met the minimum specifications. Therefore, he recommends the acceptance of the lowest responsible bidder, Altec, with a bid of $92,001. The Advanced Communications Division is interested in retaining the 2001 bucket truck for installation and maintenance of the wireless equipment.

Recommendation:

Accept the bid from Altec in the amount of $92,001 and reject all other bids.

Agenda Item #5 - Purchase of Digger Derrick Device

References:

Memo from Superintendent of Electric Operations Joe Orlikowski

Bid from Dueco

Bid from Altech

Recommended Action:

Consider bids for a Digger Derrick Device

History and Fact:

The 2012-13 Electric Fund Capital Outlay Budget includes $165,000 for the purchase of a digger derrick device. The new digger device will replace an existing 2000 rotating digger derrick mounted on a 2000 Freight Liner in the Electric Operations Division.

Discussion:

Subsequent to the required public notice, the City Clerk opened two bids from suppliers on November 29, 2012. Superintendent Joe Orlikowski reviewed the bids and confirmed that both bidders met the minimum specifications. Therefore, he recommends the acceptance of the lowest responsible bid from Altec in the amount of $166,002. The Electric Division will either trade in the 2000 unit or auction it in the future.

Recommendation:

Accept the bid from Altec in the amount of $166,002 and reject all other bids.

Agenda Item #6 - Engineering Proposal – Fiber to the Premise Project

References:

Memo from Advanced Communications Superintendent Scott Koteski

Fiber to the Premise Proposal

Recommended Action:

Consider a proposal from Exp (formerly Teng & Associates) for engineering services related to the Fiber to the Premise Project

History and Fact:

The City of Rochelle has been successful in securing several collocation leases within the Rochelle Technology Center and associated dark fiber leases which provide monthly revenues in excess of $68,000. As a result, the RMU Advanced Communications Division would like to explore options to reinvest these funds by expanding the fiber network to all business and residential customers within the City limits. An expansion of the fiber network could enable the City to provide high speed, high quality Internet, phone and entertainment services to our residents.

Discussion:

City staff requested a proposal from Exp. (formerly Teng & Associates) for engineering services related to the Fiber to the Premise Project due to Teng's involvement with the construction of the Rochelle Technology Center. As a result, Exp has provided a three phase scope of services which covers the project from basic design and cost estimates to construction administration. The first phase, Conceptual Communication Master Plan, includes defining the project boundaries, defining the design standards, coordinating with proposed electric distribution upgrades, defining the connection alternatives, recommendations on equipment, recommendations on fiber and an estimate of probable costs for a fee of $35,000, plus reimbursable expense not to exceed $700. On November 28, 2012 the RMU Utility Advisory Board reviewed the proposal and voted unanimously to recommend approval of the Conceptual Communication Master Plan phase of the proposal with additional phases to be approved in the future as appropriate.

Recommendation:

Authorize the City Manager to sign an agreement between the City of Rochelle and Exp. for the Conceptual Communication Master Plan phase of the Fiber to the Premise Project based on their proposal at a cost of $35,000.

Agenda Item #7 - Local Agency Agreement for Federal Participation – Veterans Parkway

References:

Memo from City Engineer Sam Tesreau

Local Agency Agreement for Federal Participation

Recommended Action:

Consider the Local Agency Agreement for Federal Participation for the Veterans Parkway Project

History and Fact:

In 2007 the Mayor and Council approved an official truck route map for the City of Rochelle which included Veterans Parkway. Average Daily Traffic (ADT) on this portion of the truck route has increased considerably over the past few years as the southeast industrial quadrant of the City continues to grow. As a result, Veterans Parkway has been identified by City staff as a roadway requiring a significant amount of rehabilitation. In late 2011 the Engineering Department applied for maintenance assistance for this roadway through the Illinois Department of Transportation (IDOT) Federal Aid for Surface Transportation Urban program. IDOT has since notified the City that the Veterans Parkway project meets the criteria for funding up to 80% of the eligible and awarded costs of the maintenance project.

Discussion:

The Veterans Parkway project consists of removal and replacement of asphalt base and surface, installation of new asphalt shoulders, storm sewer upgrades, miscellaneous curb and gutter improvements and pavement markings at an estimated cost of $452,000. The Federal Highway Administration and IDOT require the City to approve a Local Agency Agreement to ensure that sufficient funds have been set aside to cover the local share of the project cost, approximately $100,000, and that additional fund will be appropriated if required. Upon approval of this agreement the final plans and contract specifications will be completed with the goal of a June 2013 bid letting.

Recommendation:

Authorize the Mayor to Sign the Local Agency Agreement for Federal Participation for the Veterans Parkway Project

Agenda Item #8 - Reduction in Letter of Credit – Light House Pointe Walmart Addition Subdivision

References:

Memo from City Engineer Sam Tesreau

Recommended Action:

Consider approving a reduction in letters of credit.

History and Fact:

In November of 2011, due to the completion of a majority of the required improvements, the Mayor and Council approved a reduction in the letters of credit submitted by Spring Creek Development to secure their obligations related to land improvements for Lighthouse Pointe WalMart Addition Subdivision. In October, Engineering Technician Curt Ward verified that the remaining required improvements were satisfactorily addressed except for the streetlights. The developer has indicated that he would like to pay the City for the streetlights and installation at an agreed upon price of $150,684 and reduce the sureties to the minimum necessary to satisfy the performance guarantee.

Discussion:

City Engineer Sam Tesreau has reviewed the request for a further reduction in the letters of credit. If the payment for the streetlights in the amount of $150,684 is submitted by the developer, then the surety may be reduced to not less than 10%, or $181,695, of the original surety amount. The streetlight payment must be received by the City prior to January 11, 2013 or the City will need to draw on the current letters of credit to complete the streetlight obligations. The new irrevocable letter of credit of $181,695 must be submitted prior to expiration of the existing letters of credit on February 2, 2013 and will be held for a period of not less than 24 months as guarantee of satisfactory completion of the land improvements.

Recommendation:

Approve reduction in letters of credit subject to receipt of the streetlight payment in the amount of $150,684.

City of Rochelle Council Chambers

420 N. 6th Street

Rochelle, IL 61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

•Financials - October 2012

• Employee Introduction – Jeff Sartorius

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting - November 13, 2012

b) Approve Bills – 11/2/12-11/8/12, 11/9/12-11/15/12

c) Approve Payroll – 10/29/12-11/11/12

d) Accept and Place on File Municipal Compliance Report - Police Pension Fund

e) Accept and Place on File Municipal Compliance Report - Fire Pension Fund

f) Ordinance Amending the Municipal Code to Delete One Restaurant/Recreation Liquor License

2) Community Development Assistance Program Grant – Project Golden Prairie (Public Hearing and Action)

3) Addition of Territory to the Lee County Enterprise Zone #9 – Project Golden Prairie (Public Hearing)

4) Caron Road Lift Station Project

5) Proposal to Provide Professional Audit Services – Sikich LLP

6) IMLRMA Min/Max Contribution Agreement

VII. DISCUSSION ITEMS:

1) Midyear Financial Report

2) Tax Levy 2012-13

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 - Community Development Assistance Program Grant – Project Golden Prairie (Public Hearing and Action)

References:

Notice of Public Hearing

Project Description

Resolution of Support and Commitment of Local Funds

Recommended Action:

Conduct the Public Hearing

History and Fact:

The Master Plan for the City of Rochelle water system includes the construction of a new well in the southeast quadrant and the completion of a water main loop from Flagg/Caron Road to the existing terminus on Dement Road. The continued industrial growth in the this region has made the construction of the new well a priority in order to provide sufficient fire flow protection and an adequate reserve supply for customers. In June of this year the Mayor and Council approved an ordinance authorizing a loan agreement between the City and the Illinois Environmental Protection Agency (IEPA) to finance up to $4,300,000 of the well project.

Discussion:

Project Golden Prairie, a large rail served manufacturing plant, is considering the southeast industrial region as a location for their new facility. The proposed facility is anticipated to be in excess of 300,000 square feet and employ approximately 100 people.

The Illinois Department of Commerce and Economic Opportunity has grant funds available through the Community Development Assistance Program (CDAP) that may be used to finance public improvements which support economic development. This includes water system upgrades to serve new and/or expanding businesses. The City plans to seek $750,000 in CDAP grant funds, in connection with the development of Project Golden Prairie, to help fund the construction of the new well and water storage tank on Hayes Road and connector mains required for redundant water supply. Grant Consultant Ellen Burgeson will be in attendance to provide additional information on the project and answer questions.

Recommendation:

Conduct the Required Public Hearing

Approve Resolution of Support and Commitment of Local Funds for a Community Development Assistance Program Grant associated with Project Golden Prairie

 Agenda Item #3 - Addition of Territory to the Lee County Enterprise Zone #9 – Project Golden Prairie (Public Hearing)

References:

Notice of Public Hearing

Ordinance Amending Ordinance No. 01-3051 – Enterprise Zone

Amendment #16 to Intergovernmental Agreement

Recommended Action:

Conduct the Public Hearing for the Addition of Territory to the Lee County Enterprise Zone #9

History and Fact:

On December 23, 1986 the City of Dixon and County of Lee entered into an Intergovernmental Agreement to provide for the administration of an enterprise zone encompassing contiguous portions of the City of Dixon and County of Lee. The agreement was subsequently amended to include the City of Amboy, Village of Ashton, Village of Franklin Grove, Village of Paw Paw, City of Rochelle and Ogle County. As part of the agreement the government units included have indicated their willingness and desire to extend the boundaries of the Lee County Enterprise Zone to include additional properties, alter incentives, and alter the termination date of the zone.

Discussion:

The Lee County Enterprise Zone plans to submit an application to the State of Illinois early next year to expand the zone by 92.171 acres. This territory expansion includes a portion of the ProLogis Industrial Park, north of Ritchie Road, which is anticipated to house the new Project Golden Prairie manufacturing facility. Enterprise Zone Administrator John Thompson will be in attendance to conduct the Public Hearing, provide additional information and answer questions. The associated ordinance and resolution will be included on the January 14, 2013 Rochelle City Council agenda for action by the Mayor and Council.

Recommendation:

Conduct the Public Hearing for the Addition of Territory to the Lee county Enterprise Zone #9

 Agenda Item #4 - Caron Road Lift Station Project

References:

Memo from Water/Water Reclamation Superintendent Kathy Cooper

Recommendation from Fehr Graham Engineering and Environmental

Recommended Action:

Consider bids for the Caron Road Lift Station Project

History and Fact:

The Water Reclamation Division Comprehensive Plan, adopted by the Mayor and Council in June of 2012, includes the construction of a new lift station and force main at the intersection of Timber and Caron Roads. The continued growth in the southeast industrial quadrant has put a strain on the existing Wiscold lift station and prompted the need to construct the Caron Road lift station to serve the area south of Highway 88 between I-39 and South Main Street.

Discussion:

The City has received Community Development Assistance Program (CDAP) and Economic Development Administration (EDA) grant funds in connection with jobs created by both Nippon Sharyo and Coated Sand Solutions. These grants, totaling $872,000, are for infrastructure improvements and will be used to construct the Caron Road lift station and force main.

Subsequent to the required public notice, the City Clerk opened bids from seven contractors on November 14, 2012. All of the bids included a base bid for the lift station and 3974 feet of six-inch force main, alternate bid number one for 3974 feet of ten-inch force main, and alternate bid number two for a standby generator.

Staff and our consultant, Brandy Williams of Fehr Graham, have reviewed the bids and determined that Fischer Excavating is the low bidder for both the base bid and the base bid including the alternates. As a result Superintendent Kathy Cooper and our consultant recommend accepting the base bid from Fischer Excavating in the amount $715,746.15. In addition, based on the grant funds available, Kathy Cooper recommends proceeding with alternate bid number one to install the 10-inch force main at a cost of $115,794.20. The installation of both the six-inch and ten-inch mains will provide additional options for handling increased flows in the future.

Recommendation:

Accept the base bid from Fischer Excavating in the amount of $715,746.15 and Alternate Bid #1 in the amount of $115,794.20 for a total of $831,540.35 and reject all other bids.

 Agenda Item #5 - Proposal to Provide Professional Audit Services – Sikich LLP

References:

Memo from Finance Manager Chris Frye

Proposal to Provide Professional Audit Services

Recommended Action:

Consider the Proposal from Sikich LLP to Provide Professional Audit Services

History and Fact:

In early 2010, Finance Manager Chris Frye sent a request for proposal to several firms for quotes on providing audit services for the City of Rochelle, Rochelle Municipal Utilities, and the Police and Fire Pensions. As a result, five firms submitted proposals and Sikich LLP was subsequently selected to perform the audits for the past three years.

Discussion:

Sikich LLP recently submitted a proposal to provide audit services for the next three years. Contracting with Sikich offers the following benefits: the entire audit is conducted over a two week period with one team, they offer free webinars and seminars on various accounting/human resources/marketing topics, and we do not incur costs associated with overnight travel due to their location. Finance Manager Chris Frye recommends contracting with Sikich LLP for audit services for the next three years at a proposed cost of $54,642, $55,838, and $57,053 respectively plus TIF compliance and single audits as required.

Recommendation:

Authorize the City Manager to contract for audit services with Sikich LLP for the years ending April 30, 2013, 2014, and 2015 based on their proposal.

 Agenda Item #6 - IMLRMA Min/Max Contribution Agreement

References: 

Memo from Lynette Fischer, HR/Risk Manager with Attachmentss

Ordinance Authorizing the Execution of the IMLRMA Agreement

Minimum/Maximum Contribution Agreement

Recommended Action:

Consider IMLRMA Minimum/Maximum Contribution Agreement

History and Fact:

The City of Rochelle's Risk Insurance Plan Year expires annually on December 31. Since 1997, the City has participated in the Illinois Municipal League Risk Management Association (IMLRMA) property and liability insurance program which covers the following: worker's compensation, auto liability, general liability, portable mobile equipment, and physical damage to auto and property. Due to the rising cost of insurance, staff also solicited proposals for providing risk insurance from other agencies for the 2013 plan year. Two agencies expressed an interest in submitting proposals and staff provided a set of data to both of them which included: past claims histories, current claims in process, and asset listings for all insured property, vehicles and portable mobile equipment. Staff encouraged both agencies to provide any recommendations that they felt would be beneficial through the markets available to them. Unfortunately, both agencies declined to submit proposals for the upcoming plan year due to the complexity of our operations and recent claims experience.

Discussion:

Due to the lack of an alternate proposal, staff evaluated the "Standard Plan" and "Min/Max Program" options provided by IMLRMA. The City has taken advantage of the opportunity to reduce our risk management costs through the Minimum/Maximum program for the past eleven years. This program allows the City to accept some risk of loss in return for a reduction in premium. After a thorough analysis, HR/Risk Manager Lynette Fischer believes it is in the best interest of the City to continue in the Min/Max program since, despite some costly claims in recent years which have resulted in additional payments, we still expect to recognize an overall savings of at least $90,000 due to the reduced premiums.

The net Minimum/Maximum premium of $499,437 represents an increase of 7.45% over the previous year. The majority of the premium increase is due to an increase in the property premium as a result of reevaluating the property contents, specifically the value of the electronic and communications equipment City-wide. Selecting the minimum payment option subjects the City to additional premiums of approximately $180,000 if our claims exceed program limits. In addition, IMLRMA is once again offering the early pay discount of 1.5%, which equates to $7,500, if the entire premium is paid by November 30, 2012.

Recommendation:

Approve an Ordinance Authorizing the Execution of the Minimum/Maximum Contribution Agreement.

Discussion Item #1 - Midyear Financial Report

The City of Rochelle's 2012-2013 budget was adopted by the Mayor and City Council on April 23, 2012. The second quarter of the current fiscal year ended on October 31, 2012. Finance Manager Chris Frye will provide information on actual revenue and expenditures in relation to the budget, specifically in areas where there are variances.

Discussion Item #2 - Tax Levy 2012-13

Annually the Mayor and City Council are required to adopt a Tax Levy Ordinance and file it with the County Clerk on or before the last Tuesday in December. The Ordinance Levying Taxes for the City of Rochelle 2012-13 will be included as a business item on the December 10, 2012 City Council Meeting. A Notice of Proposed Property Tax Increase for the City of Rochelle was published in the Rochelle News Leader on November 18, 2012 which included a proposed increase of no more than 8.03%. Finance Manager Chris Frye will provide information on the various components and discuss options related to the levy. In addition, the Rochelle Police and Fire Pension Fund Presidents will discuss their respective recommendations and respond to questions from the Mayor and Council.

References:

Rochelle Police Pension Fund Recommendation

Rochelle Fire Pension Fund Recommendation

City of Rochelle Council Chambers

420 N. 6th Street

Rochelle, IL 61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default October 22, 2012

b) Approve Minutes of Special City Council Meeting –  default October 29, 2012

c) default Accept and Place on File Minutes of Railroad Advisory Board - August 23, 2012

d) Approve Bills – default 10/12/12-10/18/12 , default 10/19/12-10/25/12 ,  default 10/26/12-11/1/12

e) Approve Payroll – default 10/1/12-10/14/12 ,  default 10/15/12-10/28/12

f)  default Approve Downtown Rochelle Association Request – Old Fashioned Christmas Walk

g) default Authorize Lighted Christmas Parade – December 7, 2012

2) Lakeview Lift Station Upgrade

3) Contract for Grant Services – Project Golden Prairie

4) Amendment to Special Use Permit for Behr Iron and Steel – 111 5th Avenue

5) Engineering Services Agreement – School Avenue Bridge

6) Ordinance to Extend Gas and Electricity Utility Taxes

7) Amendment to the Limited Fixed Base Operator Agreement - Rochelle Avionics, Inc.

8) Caron Road Peaker Building Asbestos Removal

VII. DISCUSSION ITEMS:

1) Emerald Ash Borer

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 - Lakeview Lift Station Upgrade

References:

default Memo from Water/Water Reclamation Superintendent Kathy Cooper

default Recommendation from Willett Hofmann

default Letter from Gasvoda & Associates

default Proposal from Gasvoda & Associates

default Proposal from Smith & Loveless

Recommended Action:

Consider proposals for the Lakeview Lift Station Upgrade.

History and Fact:

In 1962 the City installed a Smith & Loveless pre-fabricated wet well/dry well lift station, commonly known as the Lakeview lift station. After 50 years of reliable operation the lift station and associated piping, valves and pumps are beginning to show signs of wear. City staff discussed various options for replacement and/or retrofitting of the lift station with representatives from Smith & Loveless, Gasvoda & Associates, Willett Hofmann, and wastewater operators from Dixon and Sterling. Based on this input Superintendent Cooper concluded that retrofitting the existing lift station with a vacuum prime station is a good option.

Discussion:

At the direction of the City, Willett Hoffman performed the design, permitting and bid preparation for the project. In addition to the base bid for retrofitting the existing lift station, two alternates were also included: Alternate #1 for a sliding cover and Alternate #2 for a carbon steel base. These alternates were included so that multiple manufacturers could submit bids for the project.

Subsequent to the required public notice, the City Clerk opened one bid from Gasvoda & Associates on September 4, 2012 with a base bid of $77,824. In addition, USEMCO sent a letter of protest stating that they believe the specifications were written for a proprietary piece of equipment. City Attorney Cooper reviewed the bid package and did not feel that the specifications, as written, were illegal.

The 2012-13 Capital Outlay Budget for Water/Water Reclamation includes $65,000 for the Lakeview Lift Station Upgrade project. Staff and our consultant, Matt Hansen of Willett Hofmann, have reviewed the bid to determine the difference between the budgetary amount, based on an estimate provided by Gasvoda & Associates, and the bid amount. After identifying the various components that contributed to the increase, staff contacted Gasvoda & Associates to discuss options for reducing the price. As a result Kathy Cooper recommends reusing the existing Multi-smart controller and level transducer lift station devices, contracting directly with Smith & Loveless for the lift station at a cost of $60,000 and contracting with Gasvoda for two variable frequency drives, field installation of the flow meter readout and start up of the lift station at a cost of $7,159.

City Attorney Cooper has confirmed that the contracts meet the requirement for the City Council to approve a direct contract without competitive bidding by a two-thirds vote of the entire Council.

Recommendation:

Reject the single base bid received on September 4, 2012 from Gasvoda & Associates for $77,824 for the Lakeview Lift Station.

Authorize the City Manager to sign a contract with Smith & Loveless for $60,000 for a Factory Built Formula X Automatic Pumping Station and waive the requirement of competitive bidding.

Authorize the City Manager to sign a contract with Gasvoda & Associates for $7,159 for two variable frequency drives, field installation of the flow meter, and start-up of the lift station and waive the requirement for competitive bidding.

Agenda Item #3 - Contract for Grant Services – Project Golden Prairie

References:

default Memo from Water/Water Reclamation Superintendent Kathy Cooper

default Consultants Agreement for Grant Services

Recommended Action:

Consider an Agreement for Grant Services related to Project Golden Prairie

History and Fact:

In association with the proposed expansion of the Nippon Sharyo manufacturing facility, Project Golden Prairie, the Illinois Department of Commerce & Economic Opportunity (DCEO) will make available up to $750,000 in Community Development Assistance Program (CDAP) funds to the City of Rochelle to be used towards infrastructure improvements. The City intends to submit a CDAP grant application to access these funds in order to help pay for the construction of a new well on Hayes Road in the southeast industrial corridor.

Discussion:

Superintendent Kathy Cooper recommends that the City hire Ellen Burgeson to provide the necessary grant assistance due to her experience in working with both the City and DCEO on several other projects. The proposed contract between the City and Ellen Burgeson includes services necessary to submit the CDAP application and associated documentation at a cost not to exceed $8,500.

Recommendation:

Authorize the City Manager to Sign an Agreement between the City of Rochelle and Ellen Burgeson for Grant Services related to Project Golden Prairie

Agenda Item #4 - Amendment to Special Use Permit for Behr Iron and Steel – 111 5th Avenue

References:

default Memo from Chris Limas, Community Development Director

default Summary for Amendment to the Special Use Permit

default Ordinance Approving an Amendment to the Special Use Permit

default Concept Site Plan – Exhibit B

Recommended Action:

Consider an Amendment to the Special Use Permit for Behr Iron and Steel

History and Fact:

Earlier this year the City Council approved a Special Use Permit to allow the operation of an indoor drive-thru metal recycling operation, an outdoor metal recycling operation and an auto recycling operation at Behr Iron and Steel located at 111 5th Avenue. Once operational the recycling facility will be open from 8:00AM to 5:00PM on Monday through Friday and 8:00AM to 12:00PM on Saturday.

Discussion: Since starting construction on the site, Behr representatives have decided that the three recycling operations would work better if they were located in different buildings than originally approved. They have subsequently petitioned for an amendment to the Special Use Permit.

The indoor drive-thru metal recycling operation was originally approved in an existing building located in the northwest portion of the property. Behr would now like to use the larger, existing building located in the southwest portion of the property with access off of Second Street for the drive-thru facility. They plan to remodel approximately 19,000 square feet of that building and all metals will still be received and stored inside until they are shipped.

In addition, Behr plans to purchase ferrous scrap metal at the facility. They originally planned to store these materials in containers on the south side of the drive-thru building. Behr would now like to use the existing building located in the eastern/central portion of the property so that the ferrous materials can be received, stored and processed indoors.

The automobile recycling operation was originally approved in an existing building located in the eastern/central portion of the property. Behr would now like to use the existing building located in the northwestern portion of the property for this operation. If approved, the autos will be decommissioned inside the building, compressed in an auto flattener located on a concrete pad south of the building and shipped to other Behr facilities for further processing with access off of Caron Road.

A Planning and Zoning Commission meeting was scheduled for November 5, 2012 to review the amendment request. Unfortunately there were not enough members present for a quorum but the petitioner was allowed to present the request and the four members present indicated their support for the amendment. A fifth member later indicated their support for the request. Since the use has already been approved, no one from the public voiced concerns about the request, and five members would have recommended approval, staff recommends approval of an amendment to the Special Use Permit.

Recommendation:

Authorize an Ordinance Approving an Amendment to the Special Use Permit to allow the operation of a recycling center at 111 5th Avenue subject to conditions as outlined.

Agenda Item #5 -Engineering Services Agreement – School Avenue Bridge Project

References:

default Memo from City Engineer Sam Tesreau

default Agreement between the City and Wendler Engineering Services

Recommended Action:

Consider an agreement between the City of Rochelle and Wendler Engineering Services related to the School Avenue Bridge Project

History and Fact:

The School Avenue bridge/ box culvert structure was installed nearly 50 years ago. Over the past few years bridge inspections and reports, required by the Illinois Department of Transportation, have identified spalling of concrete (broken, flaked or pitted), exposed reinforcement, wingwall tipping and deterioration of the deck slab and edges. In addition, the three cell box culvert structure routinely collects debris and sediment which inhibits the conveyance of Kyte River.

Discussion:

City Engineer Sam Tesreau asked Wendler Engineering Services to provide an agreement associated with the School Avenue Bridge Project. Wendler Enginering has submitted a proposal for the engineering design and surveying services to prepare plans and specifications for the bidding to replace the structure including roadway approaches and modifications to the Turkington Terrace and School Avenue intersection. The base engineering scope of services identified in the agreement includes a fee not to exceed $47,500. Staff has identified this project as a multi-year capital improvement project. The 2012-13 Capital Improvements budget includes $200,000 for this project and the remaining construction and related items will be included in the FY 2013-2014 budget. This project will be funded through sales tax and/or motor fuel tax funds. Once complete, the new structure will be a traditional bridge which will improve the conveyance of the Kyte River and include upgraded pedestrian crossings along the north and south sides.

Recommendation:

Authorize the City Manager to sign an agreement between the City of Rochelle and

Wendler Engineering Services related to the School Avenue Bridge Project

Agenda Item #6 - Ordinance to Extend Gas and Electricity Utility Taxes

References:

default Memo from City Engineer Sam Tesreau

default Ordinance to Extend Gas and Electricity Utility Taxes

Recommended Action:

Consider an Ordinance to Extend Gas and Electricity Utility Taxes

History and Fact:

In January of 2008 the Mayor and Council adopted an ordinance which extended the municipal utility tax of 1.5% on gross revenues of natural gas businesses and electric companies serving customers within Rochelle. These tax proceeds were designated for sidewalk repair or replacement, construction or reconstruction of sidewalk accessibility ramps, new or missing sidewalk extensions and/or connections, and the construction of street improvements in areas lacking curb, gutter and sidewalk.

Discussion:

Since the original establishment of the municipal utility tax in 1997 over 600,000 square feet of sidewalks and associated accessibility ramps have been removed and replaced or newly constructed along with the construction of improvements in areas lacking curb, gutter and sidewalk. In 2006/07 all of the City's sidewalks were evaluated and rated based on their condition. Following this assessment a multiyear program, through 2013, was established to address deficiencies in the pedestrian network. Once this is complete a new five year sidewalk replacement program will be developed to continue to work toward the Public Right of Way Accessibility Guidelines developed by the United States Access Board. Therefore, City Engineer Sam Tesreau recommends that the municipal utility tax of approximately 1.5% be extended through April of 2018 with the use being expanded to include shared use paths, curb and gutter repair or replacement and professional services and engineering associated with the projects. In addition to ongoing sidewalk replacement, additional accessibility ramps need to be constructed and several residential, commercial and industrial areas in the community still lack a complete network of sidewalks to serve pedestrian traffic.

Recommendation:

Approve an Ordinance Amending Articles VII (Municipal Gas Tax) and VIII (Municipal Electricity Tax) of Chapter 90 (Taxation) to extend Utility Taxes through April of 2018

Agenda Item #7 - Amendment to the Limited Fixed Base Operator Agreement - Rochelle Avionics, Inc.

References:

default Memo from Airport Manager Mark Delhotal

default Letter from Rochelle Avionics

Amendment to Limited Fixed Base Operator Agreement - Rochelle Avionics, Inc.

Ordinance Amending the Limited Fixed Base Operator Agreement

Recommended Action:

Consider Amending the Limited Fixed Base Operator Agreement between the City and Rochelle Avionics, Incorporated

History and Fact:

On September 28, 2009 the Mayor and Council approved an agreement with Rochelle Avionics, Incorporated in order to provide aircraft maintenance services, with a focus on avionics, at the Rochelle Municipal Airport. The five year agreement, which commenced on November 1, 2009, included various start-up incentives such as no lease payment for the first two years and structured utility costs. In December of 2011, at the request of Rochelle Avionics, the Mayor and Council approved an amendment to the agreement which provided a one year extension of the zero lease payment incentive.

Discussion:

Per the amended agreement, the lease payments for the final two years are to be negotiated between the parties by October 31, 2012. In order to establish an appropriate lease payment, City staff researched the rates charged by area airports for hangar space. Their research indicated that .22 cents per square foot is the lowest monthly rate charged by airports of comparable size, infrastructure and operations. This equates to a monthly rate of $1,213.96 based on the 5,518 square feet of hangar and office space utilized by Rochelle Avionics. City staff subsequently proposed a four step rate schedule to phase the rate in over the remaining two year period as follows: months 1-6 .11 cents per sq. ft. ($606.98 per month), months 7-12 .15 cents per sq. ft ($827.70 per month), months 13-18 .19 cents per sq. ft ($1,048.42 per month) and months 19-24 .22 cents per sq. ft ($1,213.96 per month). Jeremy Sells, President of Rochelle Avionics, Incorporated (RAI), has agreed to the revised lease payments for months 1-12 as proposed. Airport Manager Mark Delhotal recommends that the City agree to the terms for months 1-6 of $606.98 per month and months 7-12 of $827.70 per month with the final year of the contract to be negotiated by October 31, 2013.

Recommendation:

Approve an Ordinance Amending the Agreement between the City of Rochelle and Rochelle Avionics Incorporated

Agenda Item #8 - Caron Road Peaker Building Asbestos Removal

References:

default Memo from Electric Superintendent Joe Orlikowski

default Recommendation from Willett Hofmann and Associates

Recommended Action:

Consider bids for asbestos removal

History and Fact:

In February of 2010 the Environmental Protection Agency issued the RICE NESHAP ruling aimed at reducing emissions of toxic air pollutants from existing stationary diesel engines. Seven of the engines located at the Electric Production facility on Ninth Street and the Peaker Plant on Caron Road must comply with these regulations by 2013. Existing piping to the exhaust systems, containing asbestos, must be removed as part of the project. This portion of the project was bid separately and on September 10, 2012 the Mayor and Council accepted the bid for the required asbestos removal from RAMSCO with a bid of $19,050.

Discussion:

Following the council meeting, Willett Hofmann notified RAMSCO of the award and sent the contract documents to them for execution. RAMSCO originally indicated that they would need to delay the start date of the contract due to other projects. Recently, the President of RAMSCO communicated that they are unable to complete the project by December 15, 2012 as required and therefore will not be executing the contract.

The second lowest responsible bidder was Midwest Service Group with a bid of $49,950. They have confirmed that their bid price is still acceptable and they would be able to complete the work as scheduled by December 15, 2012. Since this is a time sensitive project, Electric Operations Superintendent Joe Orlikowski recommends accepting the bid from Midwest Service Group for $49,950. The 2012-13 Capital Outlay Budget for Electric Operations-Generation includes $47,750 for the asbestos removal project.

Recommendation:

Accept the bid for the 9th Street Production Building and Caron Road Peaker Building Asbestos Removal from Midwest Service Group for $49,950.

Discussion Item #1 - Emerald Ash Borer

The Illinois Department of Agriculture has confirmed infestations of the emerald ash borer in several Northern Illinois counties. These small, metallic-green beetles are destructive insects that feast on ash trees and ultimately cause them to die. Mr. Scott Schirmer from the Illinois Department of Agriculture will provide a presentation on signs and symptoms of emerald ash borer infestation and options available for dealing with them including insecticides and removal of the trees.