I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

• default Financial Statements September 2012

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) default Approve Minutes of City Council Meeting – October 9, 2012

b) Approve Bills – default 09/28/12-10/04/12 , default 10/05/12-10/11/12

c) Approve Payroll – default 09/17/12-09/30/12

2) Ordinance Amending Chapter 94 (Traffic and Vehicles) to Provide for Permitting of Overweight Trucks and to Establish Permit Fees

3) Engineering Services Agreement –Second Avenue Water Main Project

4) Second Amendment to the Amended and Restated Land Lease Agreement - Sky Team

5) Reduction in Letters of Credit – Prologis Park

6) Selection of Health Insurance Plan and Provider

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 - Ordinance Amending Chapter 94 (Traffic and Vehicles) to Provide for Permitting of Overweight Trucks and to Establish Permit Fees

References:

default Ordinance Amending Chapter 94

Recommended Action:

Consider an Ordinance Amending Chapter 94

History and Fact:

A number of local industries, grain elevators and the intermodal facility consider overweight transports to be important for their businesses' continued success. However, the Rochelle Municipal Code currently prohibits trucks weighing more than 80,000 pounds from using city streets, including designated truck routes. With the City's May 1st acceptance from Ogle County of a portion of Steward Road, the overweight trucks using Steward Road (primarily between the Illinois River Energy facility and the Global Crossing III intermodal facility) would be illegal and have always been illegal on other city truck routes. To allow time for staff and the trucking community to discuss changes to Code that would allow the overweight transports, the City has issued a moratorium since May 1st on the enforcement of the Code's weight restrictions under certain conditions.

Discussion: Since last Spring, City staff has solicited advice from truckers and other stakeholders on proposed changes to City Code. At the truckers' suggestion, the City also commissioned a study by Willett-Hofman Engineers to determine the cost impact of overweight transports on Steward Road and Intermodal Drive which could provide guidance on setting an appropriate fee for overweight permits. The Willett-Hofman report determined that each overweight trip involving a shipping container reduces the life of pavement at a cost to the City of approximately $5.08.

The truckers provided valuable information regarding the costs associated with trucking, the volume and nature of overweight trucks using Steward Road, Intermodal Drive and other city truck routes and the need for a solution that is not harmful to their businesses. City staff suggested that the optimum ordinance would facilitate a balance between the needs of the trucking industry while creating a source of new funds to support future road maintenance projects. Since that time, City staff and representatives of local industries and trucking companies have met on a number of occasions in a cooperative effort to work out a solution. City staff has incorporated many of the truckers' suggestions into the proposed ordinance. Unfortunately, the truckers and staff could not reach a full agreement over the proposed ordinance, particularly the permit fee amounts.

On August 27, 2012 a draft ordinance was presented to the Mayor and Council. Following further discussion a consensus was reached to refer the topic to the Public Works Committee. Council members Berg and Rice have had subsequent meetings with stakeholders from the trucking industry and have developed a mutually agreeable solution which provides for the City issuing daily overweight permits at $25.00 per day. The ordinance also provides the option for truckers to get an annual permit at a fee $350.00. In addition, the City Attorney has proposed changes to the ordinance to conform to the Illinois Vehicle Code, which sets the weight limit for all roads in the state at 80,000 pounds and includes penalties for violations.

Finally, it is important to note that these changes will become effective on May 1, 2013, when the City accepts the remaining section of Steward Road; until that time the City will continue the moratorium.

Recommendation:

Approve an Ordinance Amending Chapter 94 (Traffic and Vehicles) to Provide for Permitting of Overweight Trucks and to Establish Permit Fees

Agenda Item #3 - Engineering Services Agreement – Second Avenue Water Main Project

References:

default Memo from Water/Water Reclamation Superintendent Kathy Cooper

default Agreement between the City and Willett-Hofmann & Associates

Recommended Action:

Consider an agreement between the City of Rochelle and Willett Hofmann &

Associates for engineering services related to the Second Avenue Water Main Project

History and Fact:

Over the past eight years, water personnel have repaired eight water main breaks in the 100 and 200 blocks of Second Avenue, three of which occurred in 2011-12. The breaks have revealed visible pitting and corrosion in this section of the main.

Discussion:

The engineering firm of Willett Hofmann & Associates was asked to provide an agreement associated with the Second Avenue Water Main Project. They have since submitted a proposal for the design, bidding and award, and construction observation of the project for a fee of $42,000. Approval of this agreement will facilitate completion of the engineering design by February, bid letting in March and a goal of construction in mid to late April 2013. This water main upgrade project was not included in the 2012-13 Water Division budget due to funds required for the drilling of a new well and associated water main work. The new well has since been delayed and Superintendent Kathy Cooper recommends proceeding with an upgrade to the existing system at this time.

Recommendation:

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

Willett Hofmann & Associates for engineering services related to the Second Avenue Water Main Projec

Agenda Item #4 - Second Amended and Restated Land Lease Agreement between the City and Sky Team

References:

default Request from Chicagoland Skydiving Center

default Second Amended and Restated Land Lease Agreement

default Ordinance Approving the Second Amendment

Recommended Action:

Consider a Second Amended and Restated Land Lease Agreement between the City and Sky Team, Inc.

History and Fact:

On March 21, 2011 the Mayor and Council approved a Land Lease Agreement between the City and Sky Team, Inc for a term of 20 years with two additional 10 year renewal options. The purpose of the lease was to make it possible to operate a skydiving business on seven acres of property at the Rochelle Municipal Airport. The lease was subsequently amended in June of 2011 to facilitate the financing of the Chicagoland Skydiving Center construction.

Discussion:

Doug Smith, President of Sky Team, Inc., recently submitted a request for additional amendments to the agreement. Due to demand they have procured a Cessna 206 aircraft which will allow the skydiving business to operate during the winter months as weather permits. In addition, they have identified an opportunity to host third party events in the Chicagoland Skydiving Center hangar in association with the Flight Deck Bar & Grill restaurant. Sky Team is also requesting that the RVs be allowed to stay in the RV parking spaces year round, both for staff accommodations and storage. Finally, a consent to subleases with Sky Team Aviation for aviation services and Guodraw Entertainment Team for operation of a bar and grill have been incorporated into the amendment and the PROskydiving references have been deleted.

Recommendation:

Approve a Second Amended and Restated Land Lease Agreement between the City and Sky Team, Inc

Agenda Item #5 - Reduction in Letters of Credit – Prologis Park

References:

default Memo from City Engineer Sam Tesreau

default Letter to Prologis

Recommended Action:

Consider approving reduction in letters of credit with conditions as outlined.

History and Fact:

Five performance bonds totaling $1,949,475.27 were submitted to the City of Rochelle on behalf of ProLogis to secure their obligations related to public land improvements for Prologis Park Rochelle – Unit One. Due to the completion of a majority of the required improvements, Prologis has requested a reduction in the associated surety.

Discussion:

City Engineer Sam Tesreau has reviewed the request for a reduction in the letters of credit. Given that there are additional items to be completed, a new letter of credit for 10% of the total estimated cost of improvements ($194,948) plus an additional $15,500 for the incomplete items is required by the City. If approved, the new irrevocable letter of credit of $210,448 will be held for a period of not less than 24 months as guarantee of satisfactory completion of the land improvements. A letter outlining the remaining conditions necessary for the release of the letters of credit has been sent to Prologis.

Recommendation:

Approve reduction in letters of credit with conditions as outlined in letter to Prologis dated October 16, 2012.

Agenda Item #6 - Selection of Health Insurance Plan and Provider

References:

Memo from HR/Risk Manager Lynette Fischer

Markets Available through Broker Agencies

Comparison of Health Insurance Proposals

Recommended Action:

Consider health insurance plans and providers.

History and Fact:

Due to the rising cost of health insurance, staff solicited proposals from multiple agencies for the City's health insurance plan. The City of Rochelle currently has a self-insured health plan with the plan year ending annually on October 31. Six broker agencies expressed an interest in submitting proposals, and staff provided the same data, including past claims histories, deductible and out-of-pocket structures and current plan design, to all firms. Staff encouraged all of the agencies to seek out proposals for both fully-insured and self-insured options with any vendor they felt would serve the City's needs of quality care and customer service at a reasonable cost.

Discussion:

Four agencies subsequently submitted proposals which included thirteen unique options. HR/Risk Manager Lynette Fischer reviewed all of the proposals and evaluated them based on cost, networks accessed, services provided by the Third-Party Administrator, services provided by the broker agencies and additional stand-alone coverage. As a result of the analysis, the consensus of management is to recommend renewing the health insurance plan with Cypress Benefit Administrators through the Cottingham & Butler firm. This option will provide the same reliable customer service, stability in our provider network and a lower fixed cost. In addition staff is recommending purchasing the AIG $60,000 specific deductible with a $50,000 aggregating specific feature and remaining with the ECOH/HFN network. This choice will limit the City's maximum funding on any one person to $60,000 and the addition of the aggregating specific feature offers lower guaranteed fixed costs.

This recommendation using the Cottingham firm represents a savings of approximately $67,000 over a similar quote from our current agent, Query Insurance, for the same insurance product.

The last couple of years the City of Rochelle's health insurance plan has experienced some large, costly claims. This, coupled with an era where double digit health insurance increases are not unusual, made it difficult to get competitive bids. The recommended plan includes a total potential maximum funding increase of 7.7% for the 2012-2013 plan year.

Recommendation:

Renew our health insurance plan with Cypress Benefit Administrators through the Cottingham & Butler firm beginning November 1, 2012.

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

• default National Community Planning Month - October 2012

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) default Approve Minutes of City Council Meeting - September 24, 2012

b) Accept and Place on File Minutes of Planning and Zoning Commission – default 8/6/12 and default 8/22/12

c) Accept and Place on File Minutes of Administrative Committee – default 04/05/12 , default 05/04/12 , default 05/23/12 , default 07/12/12 , default 08/02/12

d) Approve Bills – default 09/14/12-09/20/2012 , default 09/21/12-09/27/12

e) Approve Payroll – default 09/03/12-09/16/12

f) default Authorize the Rochelle Lions Club Annual Candy Sale as Requested - October 12-13, 2012

g) default Accept and Place on File Minutes of Joint Review Board Rochelle Lighthouse Pointe – 10/02/12

2) Ordinance Amending Chapter 94 (Traffic and Vehicles)to Provide for Permitting of Overweight Trucks and to Establish Permit Fees

3) Comprehensive Plan Amendment – Bicycle Transportation Plan

4) Comprehensive Plan Amendment – Chapter 5, Transportation

5) Annexation and Zoning to A Airport District - 3 Parcels at the Municipal Airport

6) Proposal from Baker Tilly for Updated Electric Cost of Service Study

VII. DISCUSSION ITEMS:

Agenda Item #2 -Ordinance Amending Chapter 94 (Traffic and Vehicles) to Provide for Permitting of Overweight Trucks and to Establish Permit Fees

References:

default Ordinance Amending Chapter 94

Recommended Action:

Consider an Ordinance Amending Chapter 94

History and Fact:

A number of local industries, grain elevators and the intermodal facility consider overweight transports to be important for their businesses' continued success. However, the Rochelle Municipal Code currently prohibits trucks weighing more than 80,000 pounds from using city streets, including designated truck routes. With the City's May 1st acceptance from Ogle County of a portion of Steward Road, the overweight trucks using Steward Road (primarily between the Illinois River Energy facility and the Global Crossing III intermodal facility) would be illegal and have always been illegal on other city truck routes. To allow time for staff and the trucking community to discuss changes to Code that would allow the overweight transports, the City has issued a moratorium since May 1st on the enforcement of the Code's weight restrictions under certain conditions.

Discussion:

Since last Spring, City staff has solicited advice from truckers and other stakeholders on proposed changes to City Code. At the truckers' suggestion, the City also commissioned a study by Willett-Hofman Engineers to determine the cost impact of overweight transports on Steward Road and Intermodal Drive which could provide guidance on setting an appropriate fee for overweight permits. The Willett-Hofman report determined that each overweight trip involving a shipping container reduces the life of pavement at a cost to the City of approximately $5.08.

The truckers provided valuable information regarding the costs associated with trucking, the volume and nature of overweight trucks using Steward Road, Intermodal Drive and other city truck routes and the need for a solution that is not harmful to their businesses. City staff suggested that the optimum ordinance would facilitate a balance between the needs of the trucking industry while creating a source of new funds to support future road maintenance projects. Since that time, City staff and representatives of local industries and trucking companies have met on a number of occasions in a cooperative effort to work out a solution. City staff has incorporated many of the truckers' suggestions into the proposed ordinance. Unfortunately, the truckers and staff could not reach a full agreement over the proposed ordinance, particularly the permit fee amounts.

On August 27, 2012 a draft ordinance was presented to the Mayor and Council. Following further discussion a consensus was reached to refer the topic to the Public Works Committee. Council members Berg and Rice have had subsequent meetings with stakeholders from the trucking industry and have developed a mutually agreeable solution which provides for the City issuing daily overweight permits at $25.00 per day. In addition, the ordinance also provides the option for truckers to get an annual permit at a fee $350.00.

Finally, it is important to note that these changes will become effective on May 1, 2013, when the City accepts the remaining section of Steward Road; until that time the City will continue the moratorium.

Recommendation:

Approve an Ordinance Amending Chapter 94 (Traffic and Vehicles) to Provide for Permitting of Overweight Trucks and to Establish Permit Fees

Agenda Item #3 - Comprehensive Plan Amendment – Bicycle Transportation Plan

References:

default Memo from Community Development Director Chris Limas

default Ordinance Amending the 2009 Comprehensive Plan

default Bicycle Transportation Plan

Recommended Action:

Consider an Ordinance Amending the 2009 Comprehensive Plan

History and Fact:

The most recent Comprehensive Plan Update was adopted by the Mayor and City Council in 2009. Chapter 5 of the plan includes a section on Pedestrian Shared-Use Path Systems and specifies that "pedestrian and bike paths should be an integral part of the transportation system." Over 4 miles of bike path, known as the 4-Sister Bike Path, have already been constructed along 20th Street and the Kyte River corridor through the efforts of the Rochelle Area Cycling Committee, the City of Rochelle, and the Flagg-Rochelle Community Park District. The Comprehensive Plan suggests that this system should be extended throughout the City in order to link employment centers, neighborhoods, parks, schools, and the downtown.

Discussion:

In early 2012 the City of Rochelle formed a Bike Plan Steering Committee, consisting of various interested parties, to explore the possibility of developing an official Bicycle Transportation Plan. The City also hired Ed Barsotti, Executive Director of the League of Illinois Bicyclists, on a consulting basis to assist with development of the plan. Mr. Barsotti has since developed the City of Rochelle Bicycle Transportation Plan based on input from committee members and a public brainstorming session held in February. The plan includes detailed recommendations that specify a preferred network for bicycle travel throughout the City via a combination of off-road and on-road designated bikeways. In addition it includes a prioritized project list for implementation and strategies for making the plan a reality. On October 1, 2012 the Planning and Zoning Commission reviewed the Bicycle Transportation Plan and related Comprehensive Plan amendment and voted 5-0 to recommend approval.

Recommendation:

Approve an Ordinance Amending the 2009 Comprehensive Plan to include the Bicycle Transportation Plan

Agenda Item #4 - Comprehensive Plan Amendment – Chapter 5,Transportation

References:

default Memo from Community Development Director Chris Limas

default Ordinance Amending the 2009 Comprehensive Plan

Recommended Action:

Consider an Ordinance Amending the 2009 Comprehensive Plan

History and Fact:

Chapter 5 of the 2009 Comprehensive Plan Update includes information on roadway classifications and associated improvements planned for the various street types.

Discussion:

Earlier this year, during a public hearing on the new elementary school project, the Planning and Zoning Commission discussed the need to expand the language in the Comprehensive Plan to require a road connecting 20th Street to Queens Road north of the Elementary School property. This collector designation will provide a future secondary east-west connection between the streets to alleviate traffic on Flagg Road and is included on the Comprehensive Plan's Transportation Plan map exhibit. On October 1, 2012 the Planning and Zoning Commission held a public hearing on the proposed language and voted to recommend amending the Transportation Chapter of the Comprehensive Plan as proposed by a vote of 5-0.

Recommendation:

Approve an Ordinance Amending the 2009 Comprehensive Plan to incorporate text in regards to a collector street connecting 20th Street to Queens Road north of the new elementary school property.

Agenda Item #5 - Annexation and Zoning to A Airport District – 3 Parcels at the Municipal Airport

References:

default Memo from Community Development Director Chris Limas

default Ordinance Annexing Certain Territory and Zoning to A District - PIN# 24-35-400-015

default Ordinance Annexing Certain Territory and Zoning to A District - PIN# 24-35-300-006

default Ordinance Annexing Certain Territory and Zoning to A District - PIN# 17-05-02-100-005

Recommended Action:

Consider three ordinances Annexing Certain Territory to the City of Rochelle and Zoning it A Airport District

History and Fact:

In January of this year the City Council approved an ordinance authorizing the execution of a land acquisition purchase agreement for three parcels of property, required for the extension of the runway at the Rochelle Municipal Airport. The three properties, which are contiguous to the airport, were purchased by the City in July.

Discussion:

On October 1, 2012 the Planning and Zoning Commission conducted public hearings to review the City of Rochelle's petitions for annexation and rezoning of the three properties. After review, the Planning and Zoning Commission found that these parcels are part of the Future Airport Layout Plan included in the Comprehensive Plan and are shown in the Future Land Use Plan as Municipal Institutional. Based on this information, the Commission recommended approval of the three petitions to annex and rezone these properties to A Airport District.

Recommendation:

Authorize an Ordinance Annexing Certain Territory to the City and Zoning it A Airport District - PIN# 24-35-400-015

Authorize an Ordinance Annexing Certain Territory to the City and Zoning it A Airport District - PIN# 24-35-300-006

Authorize an Ordinance Annexing Certain Territory to the City and Zoning it A Airport District – Part of PIN# 17-05-02-100-005

Agenda Item #6 - Proposal from Baker Tilly for Updated Electric Cost of Service Study

References:

default Attached Proposal from Baker Tilly

Recommended Action:

Consider a proposal from Baker Tilly Virchow Krause, LLP

History and Fact:

In June of 2011, the Mayor and Council authorized the City Manager to hire the Baker Tilly firm for consulting services related to electric revenue requirements, cost of service and rate design for Rochelle Municipal Utilities (RMU). At that time, RMU electric rates were based on cost of service methodology compiled in 1998.

Discussion:

Russ Hissom of Baker Tilly presented the Electric Cost of Service Forecast report jointly to the City Council and Utility Advisory Board on December 12, 2012. 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%.

On September 26, 2012, the Utility Advisory Board (UAB) participated in a teleconference with Russ Hissom from Baker Tilly regarding customer requests to unbundle electric rates. Mr. Hissom recommended that the City proceed with a subsequent cost of service study so that a second consecutive year of data can be compared (2012/13 versus 2013/14) as opposed to the earlier study which compared data from 1998 to 2012/13. It is believed that the subsequent study will provide a more complete analysis and therefore a better basis for unbundling the rates. Since it is extremely important that RMU continues to remain competitive in the electric market, the UAB voted to recommend that the City proceed with an updated Cost of Service study as soon as possible subject to any required City Council approval.

Baker Tilly has identified a scope of services to update the cost of service study, prepare unbundled rates based on the cost of service study and prepare a cash flow forecast for the next five years for a fee of $24,000. Pending approval of the proposal, Baker Tilly anticipates completion of the updated report approximately 60 days following receipt of the required data.

Recommendation:

Authorize the City Manager to sign an engagement letter with Baker Tilly for services

to update the electric cost of service study, prepare unbundled electric rates and prepare forecasted five year cash flows.

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

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:

• default National Fire Prevention Week - October 7-13, 2012

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

• Service Award Presentation

• default Financial Statements August 2012

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

default a)Approve Minutes of City Concil Meeting - September 10, 2012

default b)Accept and Place on Files Mintues of Airport Advisory Board Meeting - June 25, 2012

c) Approve Bills – default 08/31/12-09/06/12 , default 09/07/12-09/13/12

d) Approve Payroll – default 08/20/12-09/02/12

default e)Authorize the use of Lawnridge Cemetery for a Living History Walk - September 30, 2012

default f) Authorize the Rochelle Crop Hunger Walk throughout the Community - September 30, 2012

2) Installation of Isolation Breakers – Water Wells and Water Reclamation Plant

3) Audit Report Fiscal Year 2011/2012

4) Minimum/Maximum Additional Billing for Contract Year 12/31/2009-12/31/2010-Illinois Municipal League Risk Management Association

5) Engineering Agreement with Fehr Graham – Wiscold Drive Improvement Project

VII. DISCUSSION ITEMS:

1) Conservation and Recycling Committee Report

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

BUSINESS ITEMS:

Agenda Item #2 - Installation of Isolation Breakers – Water Wells and Water Reclamation Plant

References:

default Memo from Water/Water Reclamation Superintendent Kathy Cooper

Recommended Action:

Consider proposals for the installation of isolation breakers.

History and Fact:

In 2006 the Occupational Safety and Health Administration (OSHA) issued regulations which required a study of all electrical panels to determine the potential for an arc flash explosion. The City subsequently hired Siemens to perform the studies for the Water and Water Reclamation Divisions and Engel Electric to install the required hazard and personal protective equipment (PPE) labeling. As a follow up to the labeling, Engel Electric recommended that disconnects be installed in advance of the panels to make them safer to work on.

Discussion:

Siemens evaluated the panels and concluded that the installation of isolation breakers at each of the wells and ahead of the main breaker at the treatment plan would significantly improve the safety for employees working on the panels. The Siemen's study was provided to three electrical contractors, Mascal Electric, Morse Electric and Engel Electric, and they were asked to submit a proposal to install the breakers. Mascal Electric provided a proposal of $38,672 for the wells and $50, 768 for the Treatment Plant, Morse Electric did not respond to the request, and Engel Electric provided a proposal of $33,200 for the wells and $43,639 for the Treatment Plan. As a result Superintendent Kathy Cooper recommends accepting the proposal from Engel Electric. The 2012-13 Capital Outlay Budget for Water/Water Reclamation includes a total amount of $86,000 for this project.

Recommendation:

Accept the proposal for the installation of isolation breakers at the water wells and water reclamation plant from Engel Electric for a total amount of $76,839.

Agenda Item #3 -Audit Report Fiscal Year 2011/2012

References:

default City of Rochelle Annual Financial Report - April 30, 2012

default Rochelle Municipal Utilities Annual Financial Report - April 30, 2012

default Audit Presentation - Chris Frye, Finance Manager

Recommended Action:

Consider Audit Report

History and Fact:

On March 8, 2010 the Mayor and City Council approved a contract with Sikich, LLP to perform an audit of the City's financial operations for fiscal years ending April 30, 2010, 2011 and 2012. This is the third year Sikich has completed our annual audit.

Discussion: Sikich planned and performed the audit in order to verify that the financial statements are free of material misstatements. This included examining, on a test basis, evidence supporting the amounts reported in the financial statements. The audit also assessed the accounting principles applied, significant estimates made by management and evaluated the overall financial statement presentation.

The auditor's opinion, as noted on page 1 of the Auditor's Report, indicates that the financial statements "present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Rochelle, Illinois, as of April 30, 2012, and the respective changes in financial position and, where applicable cash flows thereof for the year ended in conformity with accounting principles generally accepted in the United States of America."

Fred Lantz, Partner-in-Charge of Government Services for Sikich, will attend the meeting to provide an overview of the City's Financial Statement and respond to questions from the Mayor and Council members. Finance Manager Chris Frye will also provide a presentation comparing the actual General Fund revenues, expenditures and fund balances for years 2008 through 2012.

Recommendation:

Accept and place on file the Audit Report for FY 2011/2012 as prepared and presented by Sikich, LLP.

Agenda Item #4 -Minimum/Maximum Additional Billing for Contract Year 12/31/2009-12/31/2010 – Illinois Municipal League Risk Management Association

References:

default Memo from HR/Risk Manager Lynette Fischer

default 2012 Minimum/Maximum Additional Billing

Recommended Action:

Consider Additional Billing for Contract Year 12/31/2009-12/31/2010

History and Fact:

The City of Rochelle has participated in the Illinois Municipal League Risk Management Association (IMLRMA) property and liability insurance program since 1997. This insurance program covers worker's compensation, auto liability, commercial general liability, portable mobile equipment, and the physical damage to auto and property. In addition, the City has taken advantage of the IMLRMA's "Minimum/Maximum Premium Program" for the past several years in order to reduce our premium costs by accepting some risk of loss. To date, the City has realized significant savings through the Min/Max Program due to our loss experience.

Discussion:

In November of 2009 the Mayor and Council approved an Ordinance Authorizing the Execution of the Minimum/Maximum Contribution Agreement for the period December 31, 2009 to December 31, 2010. At that time it was noted that "selecting the minimum payment option subjects the City to additional premiums of approximately $127,000 if our claims exceed program limits." The IMLRMA agreement includes a provision for billing on a yearly basis when paid claim dollars are in excess of the Minimum Loss Fund until such time as the Maximum Loss Fund limit is attained or all claims initiated during the coverage period are closed. Due to some large worker compensation and general liability claims the City has received an additional billing of $98,591.98. Of the 31 claims initiated during this time period only three remain open. In addition, the City is seeking damages from a third party related to the one of the open claims; the largest claim incurred during the period.

Recommendation:

Authorize the City Manager to pay the additional billing of $98,591.98 for contract year 12/31/2009-12/31/2010 to the IMLRMA.

Agenda Item #5 -Engineering Agreement with Fehr Graham – Wiscold Drive Improvement Project

References:

default Memo from City Engineer Sam Tesreau

default Agreement between the City and Fehr Graham Engineering and Environmental

Recommended Action:

Consider an agreement between the City of Rochelle and Fehr Graham for engineering services related to the Wiscold Drive Improvement Project

History and Fact:

In 2009, in association with the expansion of Sara Lee Corporation, the City of Rochelle submitted a grant application to the Illinois Department of Transportation (IDOT) for Economic Development Program (EDP) funds to assist with 3,000 feet of roadway upgrades along Wiscold Drive. On January 8, 2010 the City received an award letter from IDOT committing EDP funding of up to 50% of the Wiscold Drive improvements and associated expenses in an amount not to exceed $1,123,860. The Mayor and Council subsequently approved a State/Local Joint Agreement and a Local Agency/Company Agreement related to the EDP funding and a resolution establishing Wiscold Drive as a Class II Designated Truck Route. The State has since approved the joint agreement, which secured the EDP funds, and given the City until December 31, 2013 to award the construction portion of the project.

Discussion:

Fehr Graham Engineering and Environmental has provided a scope services for the preliminary engineering associated with the project for a fee of $156,800 and construction observation services not to exceed $104,500. Approval of this agreement will allow the necessary construction plans, specifications and other supporting information to be developed and submitted to the applicable agencies for review with a goal of construction in late summer of 2013. This is a multi-year project and the 2012-2013 Capital Projects Fund includes $450,000 for the engineering and preliminary work required for this improvement project.

Recommendation:

Authorize the City Manager to sign an agreement between the City of Rochelle and Fehr Graham Engineering and Environmental for engineering services related to the Wiscold Drive Improvement Project

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:

• default Texting and Driving Awareness Month - September 2012

• default Constitution Week - September 17-23, 2012

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) default Approve Minutes of City Council Meeting - August 27, 2012

b) Approve Bills – default 08/17/12-08/23/12 , default 08/24/12-08/30/12

c) Approve Payroll – default 08/06/12-08/19/12

d) default Authorize Rochelle Township High School Homecoming Parade - September 20, 2012

e) default Accept and Place on File Minutes of Railroad Advisory Board Meeting - June 28, 2012

2) Fourth Amendment to the Annexation Agreement between the City, Creekside Land Holdings and Rochelle Community Consolidated School District #231- Public Hearing and Action

3) RICE NESHAP Improvements – Electric Production Facility

4) Asbestos Removal - 9th Street Production Building and Caron Road Peaker Building

5) Amendment 2 to the Agreement with Hanson Professional Services – Airport Land Acquisition Services

6) Selection of Luminaires for Corridor Lighting

7) Ordinance Amending Article IX (Seized and Impounded Vehicles) of Chapter 94 (Traffic and Vehicles) of the Rochelle Municipal Code

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

BUSINESS ITEMS:

Agenda Item #2 - Fourth Amendment to Annexation Agreement Creekside Subdivision Unit 1 f/k/a Kings Crossing Subdivision (Public Hearing and Action)

References:

default Memo from Water/Water Reclamation Superintendent Kathy Cooper

default Fourth Amendment to Annexation Agreement

default Ordinance Approving Fourth Amendment to Annexation Agreement

Recommended Action:

Consider Approving Fourth Amendment to Annexation Agreement

History and Fact:

In 2006 the Mayor and City Council approved the Kings Crossing Annexation Agreement for a 492.9 acre development located north of Flagg Road. Due to the downturn in the housing market, the development and the associated installation of water and sanitary sewer mains to serve the subdivision did not proceed as planned. Two amendments to the annexation agreement were subsequently approved in 2009 to facilitate the construction of the first phase of Kings Crossing and earlier this year a third amendment was approved in an effort to stimulate a residential subdivision on 19.4 acres of land north of Flagg Road and west of 20th Street.

Discussion:

Rochelle Community Consolidated District #231 owns property in the Creekside (formerly King's Crossing) Subdivision and construction is underway at that location on a new elementary school. Per City Code, a property owner is required to extend the water main to the property or annexation line, whichever is further. City staff met with Superintendent Prusator and the school district's attorney to discuss the required extension. Since the water main extension to the west would not serve any development at this time, the City proposed a compromise. The proposal stated that District 231 would provide a 15 foot easement to the west property line and stub out a section of water main. If the property to the west develops within five years, the school district will be responsible for extending the main to the property. After five years, the City will be responsible for extending the water main within the easement when the property develops. The school district agreed to the proposal and voted to approve the Fourth Amendment to the Annexation Agreement at their meeting on August 15, 2012.

Recommendation:

Conduct the Public Hearing

Consider Approving the Fourth Amendment to Annexation Agreement for

Creekside Subdivision Unit 1 f/k/a Kings Crossing Subdivision

Agenda Item #3 - RICE NESHAP Improvements – Electric Production Facility

References:

default Memo from Electric Superintendent Joe Orlikowski

default Bid Review from Barnes, Henry, Meisenheimer & Gende, Inc.

default Email from City Attorney Alan Cooper

Recommended Action:

Consider bids for RICE NESHAP Improvements

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 meeting specific criteria. As a result, operators of existing stationary diesel engines will be required to install emission control equipment that will reduce emissions by 70%, perform emissions tests to demonstrate compliance with the rule and burn ultra-low sulfur fuel in stationary engines with a site rating greater than 300 horsepower. Seven of the engines located at the Electric Production facility on Ninth Street and the Peaker Plant on Caron Road meet the criteria and must comply with these regulations by 2013.

Discussion:

Subsequent to the required public notice, City Clerk Bruce McKinney opened three bids on August 29, 2012. Our consultant, Lincoln Duncan of Barnes, Henry, Meisenheimer & Gende, Inc., has reviewed the bids and determined that the apparent low bidder, Stenstrom General Contractor, did not include all of the required documentation and therefore did not meet the bid specifications. As a result Superintendent Joe Orlikowski and our consultant recommend accepting the bid from Independent Mechanical Industries of $934,000 as the lowest bid having met the specification requirements. The 2012-13 Capital Outlay Budget for Electric Operations - Generation includes $1,450,000 for this project.

Recommendation:

Accept the bid for the RICE NESHAP Improvements from Independent Mechanical Industries for $934,000 and reject all other bids.

Agenda Item #4 - Asbestos Removal - 9th Street Production Building and Caron Road Peaker Building

References:

default Memo from Electric Superintendent Joe Orlikowski

default Bid Recommendation from Willett Hofmann and Associates

Recommended Action:

Consider bids for asbestos removal

History and Fact:

As part of the required RICE NESHAP improvements, the piping to the exhaust system must be removed. Since this requires asbestos abatement it was bid separately from the rest of the project.

Discussion:

Subsequent to the required public notice, City Clerk Bruce McKinney opened seven bids on August 30, 2012. Staff and our consultant, Matt Hansen of Willett-Hofmann, have reviewed the bids and recommend the acceptance of the apparent low bidder, RAMSCO, with a bid of $19,050. In addition, our consultant has confirmed, based on the list of projects and references, that they are qualified to perform the asbestos removal for this project. RAMSCO plans to use a combination of containment methods which is much less costly than constructing a containment structure for all of the asbestos removal. 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 RAMSCO for $19,050 and reject all other bids.

Agenda Item #5 - Amendment 2 to the Agreement with Hanson Professional Services – Airport Land Acquisition Services

References:

default Memo from Airport Superintendent Don Elliott

default Amendment 2 to Agreement

Recommended Action:

Consider Amendment 2 to the Agreement with Hanson Professional Services for Land Acquisition Services at the Airport

History and Fact:

In 2008 the Illinois Department of Transportation (IDOT) Division of Aeronautics approved plans to extend the runway at the Rochelle Municipal Airport from 4,226 feet to 5,000 feet. Subsequently, the Mayor and Council approved an agreement with Hanson Professional Services for assistance in acquiring two parcels of land, required for the expansion, at a cost not to exceed $48,700. Earlier this year, the Mayor and Council approved Amendment 1 to the Hanson agreement which included additional services provided to settle drainage concerns and the City's desire to purchase an additional 8 acres of property at a cost not to exceed $79,780.

Discussion:

Due to the addition of the third parcel of property, exhibit updates, survey and plat preparation, drainage engineering and additional negotiating, services in excess of those contained in the amended agreement, have been required. IDOT Division of Aeronautics has reviewed and approved Amendment 2 to the Property Acquisition Management Services Agreement with Hanson to include the additional services at a cost not to exceed $89,469.91. Once all purchase documents are recorded, the City will request reimbursement of 90% from Federal Entitlement Funds and 5% from the State of Illinois. The local share of $4,473.50 will be paid out of the airport fund and will allow the City to move forward with the goal of expanding the runway in 2013-14.

Recommendation:

Authorize the City Manager to Sign Amendment 2 to the Agreement between the City of Rochelle and Hanson Professional Services for Land Acquisition Services at the Airport.

Agenda Item #6 -

Agenda Item #7 - Ordinance Amending Article IX (Seized and Impounded Vehicles) of Chapter 94

References:

default Memo from Police Chief Eric Higby

default Breakdown of Costs

default Current Article IX of Chapter 94

default Ordinance Amending Article IX of Chapter 94 of the Rochelle Municipal Code

Recommended Action:

Consider an Ordinance Amending Article IX

History and Fact:

In 2011 the Mayor and Council approved an ordinance allowing for the seizure and impoundment of vehicles used in connection with specific offenses. The ordinance provides for the assessment of a $500 administrative fee in addition to applicable fines, costs, towing and storage fees. The ordinance has since been amended to clarify the hearing procedures and to comply with subsequent legislation requiring that the hearing officer be an attorney.

Discussion:

On January 1, 2012 the State of Illinois adopted an amendment to the Illinois Vehicle Code which provided specific authorization for this type of ordinance. As a result, Attorneys Cooper and Lyons have reviewed the provisions of the statute and recommend that an amendment to the City's towing ordinance, in its entirety, be approved. The proposed amendment more closely reflects the provisions of the Illinois Vehicle Code relating to the offenses for which a seizure is authorized, the administrative fee to be imposed, procedures for release of a vehicle from impoundment pending a hearing, notice to owners and others, and determination of the validity of the seizure. Important changes included in the proposed ordinance relate to the timing and content of notices to owners, lessees and lien holders of seized vehicles, eligible offenses for which a vehicle may be towed and the requirement that all seizures be reviewed by the hearing officer, whether or not a hearing is requested.

In addition, the Police Department has undertaken a 14-month review of the City's costs associated with towing vehicles. The memorandum from Chief Higby and the breakdown of costs show that the costs associated with such tows are in excess of the $500.00 fee imposed since the ordinance was originally adopted.

Recommendation:

Approve an Ordinance Amending Article IX (Seized and Impounded Vehicles) of Chapter 94 (Traffic and Vehicles) of the Municipal Code of the City of Rochelle

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 – default Tyler Carls

default Eric Wagner

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) default Approve Minutes of City Council Meeting - July 23, 2012

b) Approve Bills – default 07/13/12-07/19/12 , default 07/20/12-07/26/12

c) default Approve Payroll - 07/09/12-07/22/12

d) default First Amendment to Employment Agreement

e) Establish Annual Trick-r-Treat Schedule October 31, 2012 from 5:00pm-8:00pm

f) Accept and Place on File Minutes of Planning and Zoning Commission -  default June 4, 2012

2) Avenue F Extension and Water Treatment Plant Access Road Project

3) Special Use Permit to Allow Recycling Center at Behr Iron and Steel – 111 5th Avenue

4) Ordinance Authorizing the City Manager to Sign Property Value Agreements – EDA Grant

VII. DISCUSSION ITEMS:

1)Corridor Lighting Design

2) default Telecommunication Tax

3) default Elected Officials Compensation

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 - Avenue F Extension and Water Treatment Plant Access Road Project

References:

default Memo from City Engineer Sam Tesreau

default Bid Tabulation Sheet

Recommended Action:

Consider bids for the Avenue F Extension and Water Treatment Plant Access Road Project

History and Fact:

In 2008, the City of Rochelle was contacted about the possibility of available grant funds for projects meeting specific criteria. A project, meeting the criteria, was subsequently identified which provides a new access to the treatment plant via a roadway extension from Jack Dame Road and includes the removal of the Treatment Plant Road bridge over the Kyte River. This bridge structure has experienced significant deterioration and as a result weight restrictions have been imposed on the structure for the past few years. In 2011 the City received a grant award from the Illinois Department of Commerce and Economic Opportunity (DCEO) in an amount not to exceed $450,000 for this project in addition to 100% of the grant funds.

Discussion:

Subsequent to the required public notice, the City Clerk opened three bids for the project on August 3, 2012. City Engineer, Sam Tesreau reviewed the bids and recommends the acceptance of the apparent low bidder, Northern Illinois Service Company, with a bid of $621,954.05. The 2012-13 Capital Improvements Fund budget includes $648,000 for this project which will be funded through the DCEO grant and sales tax and/or utility tax. Acceptance of the bid will allow the City to proceed with the project which, per the grant agreement, must be substantially complete by November 30, 2012.

Recommendation:

Accept the bid from Northern Illinois Service Company in the amount of $621,954.05 and reject all other bids.

Agenda Item #3 - Special Use Permit to Allow Recycling Center at Behr Iron and Steel – 111 5th Avenue

References:

default Memo from Community Development Director Chris Limas

default Ordinance Approving a Special Use Permit to Allow a Recycling Center at 111 5th Avenue

default Site Plan

Recommended Action:

Consider a Special Use Permit to Allow a Recycling Center at Behr Iron and Steel – 111 5th Avenue

History and Fact:

Behr Iron and Steel purchased the former PBM Concrete property and facilities at 111 5th Avenue a few years ago. Since that time they have worked to clean up the site and earlier this year received a "no further remediation" letter from the Illinois Environmental Protection Agency. They have now petitioned the City for a special use permit to allow them to operate an indoor drive-thru metal recycling operation, outdoor metal recycling operation and an auto recycling operation at the site. In addition they have requested two variances to the setback requirements for fencing.

Discussion:

Behr would like to operate the indoor drive-thru metal recycling operation in an existing building located in the northwest portion of the property. This facility would serve the general public and all metals would be received and stored inside the building until they are shipped. In addition, they would like to recycle scrap metal which would be stored in containers on the south side of the drive-thru building. The proposed auto recycling operation would also be housed in an existing building. The autos would be decommissioned through the removal of fluids, flattened and shipped to other Behr facilities for further processing. As part of the special use permit, Behr has also requested that they be allowed 18 months to install the sewer necessary to serve the indoor recycling center as required by code for occupancy. The hours of operation planned for the facility are Monday-Friday 8am-5pm and Saturday 8am-12 pm. In addition, Behr has requested variances to the 50' setback requirement in order to install a 10' high wood panel security fence 14' from the property line along 2nd Avenue and 20' from the north property line. On August 6, 2012 the Planning and Zoning Commission conducted a public hearing and subsequently voted 5-0 to recommend approval of the special use permit to allow a recycling facility at 111 5th Avenue and the two requested setback variances.

Recommendation:

Authorize an Ordinance Approving a Special Use Permit for an indoor drop-off recycling center and automobile recycling operation at 111 5th Avenue subject to conditions as outlined in the ordinance.

Agenda Item #4 - Ordinance Authorizing the City Manager to Sign Property Value Agreements – EDA Grant

References:

default Ordinance Authorizing the City Manager to Sign Property Value Agreements for EDA Grant

Recommended Action:

Consider Ordinance Authorizing the City Manager to Sign Property Value Agreements – EDA Grant

History and Fact:

In March of this year the Economic Development Administration (EDA) announced a grant award of approximately $2.49 million to the City of Rochelle for the construction of rail and sewer improvements in association with the Nippon Sharyo and Coated Sand Solutions projects.

Discussion:

Last year, the City Council approved participation in the EDA grant application to support the Nippon Sharyo and Coated Sands Solutions project. As part of the application process, the EDA required that the City and affected property owners sign Property Value Agreements that acknowledges current property valuations and provides that owners cannot financially benefit from growth in property value for five years. The City Manager signed the grant applications, including the required Property Valuation Agreements, on behalf of the City. The EDA is now requiring that the Mayor and Council approve an ordinance which expressly grants the City Manager with the authority to sign these agreements on behalf of the City for this grant.

Recommendation:

Approve an Ordinance Authorizing the City Manager to Sign Property Value Agreements Related to an Economic Development Administration Grant on Behalf of the City of Rochelle

Discussion Item #1 - Corridor Lighting Design

Significant improvements are planned for the City's Northern and Eastern Gateways over the next couple of years. Streetlights will be installed on IL Route 38 and Caron Road in connection with the Lighthouse Pointe Subdivision and the 2nd Phase of the IL Route 251 widening Project, from Flagg Road to south of IL Route 38, is expected to begin in 2014. These two projects provide an excellent opportunity to create a cohesive look for our community through an overall corridor lighting design. To accomplish this goal a group of City staff and stakeholders from the Chamber of Commerce, Downtown Rochelle Association, and Tourism met with representatives from Teska and Associates. The group established goals and objectives to be used in the development of an overall design and theme which included the following: safety through efficient lighting of roadways and sidewalks; express Rochelle's identity as a historic, quaint, family friendly community and; lighting that is sustainable in its use of energy. Jodi Mariano, Senior Associate with Teska and Associates will attend the meeting to provide the Lighting Design Concept Plan which has been developed to meet those objectives and respond to questions from the Mayor and Council members.

References:  

default Corridor Lighting Plan

default Corridor Lighting Presentation

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

• default Financial Statements June 2012

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) default Approve Minutes of City Council Meeting - July 9, 2012

b) Approve Bills – default 06/22/12-06/28/12 , default 06/29/12-07/05/12 , default 07/06/12-07/12/12

c) Approve Payroll – default 06/25/12-07/08/12

d) default Resolution Regarding the Release of Executive Session Minutes

e) default Authorize the Annual Kiwanis Peanut Day at Designated Intersections-September 14, 2012

f) Appointment of Wayne Page as a "Member at Large" to the Stormwater Advisory Commission with a term to expire July 1, 2015

g) default Accept and Place on File Motor Fuel Tax Funds Audit Report 1/1/10-12/31/11

2) Rail Extension to Boyle Farm

3) Rochelle Industrial Rail Improvements Contact #2

4) Rochelle Industrial Rail Improvements Contact #3

5) Collocation License Agreement between the City and Follett Corporation

6) Resolution Authorizing an Amendment to the 2009 Hospital Facility Revenue Bonds

7) Ordinance Amending Chapter 26 of the Municipal Code – Peddler Permits

8) Ordinance Amending Chapter 94 – 20th Street Speed Limit

9) Ordinance Amending Chapter 94 – Thirty Minute Time Limit on One Parking Stall on Cherry Avenue

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

BUSINESS ITEMS:

Agenda Item #2 - Rochelle Industrial Rail Extension to Boyle Farm

References:

default Memo from Business Development Manager Scott Rozanas - Boyle

default Recommendation from Fehr Graham Engineering & Environmental

Recommended Action:

Consider bids for the Rochelle Industrial Rail Extension to Boyle Farm

History and Fact:

In February of last year the Mayor and Council authorized the City to file a petition with the Illinois Commerce Commission for an extension of the Rochelle Industrial Rail across Steward Road. This action was taken to facilitate rail served industries interested in locating east of Illinois River Energy between Steward Road and I-39. In June of 2011 the ICC issued an order authorizing the installation of an at-grade crossing across Steward Road.

Discussion:

The Coated Sand Solutions facility is currently under construction on the east side of Steward Road. The annexation agreement, approved in association with the Coated Sand Solutions project, includes a commitment from the City to provide rail to their facility on the former Boyle property. In October of 2011 the Mayor and Council approved an engineering agreement with Fehr-Graham & Associates to develop plans for the rail extension across Steward Road. Subsequent to the required public notice, two complete bids were opened on July 18, 2012. Our consultant, Fehr-Graham and Associates, has reviewed the bids and recommends acceptance of the Swanson Contracting Co., Inc bid of $834,367.42. This rail project, estimated at $1.2 million includes approximately 500 feet of track and a signalized crossing on Steward Road, will be funded through an Economic Development Administration grant. Construction is expected to begin in August and will be completed in October of this year.

Recommendation:

Accept the bid from Swanson Contracting Co., Inc in the amount of $834.367.42 subject to EDA approval of the low bidder.

Agenda Item #3 - Rochelle Industrial Rail Improvements Contract #2

References:

default Memo from Business Development Manager Scott Rozanas - #2

default Recommendation from Fehr Graham Engineering & Environmental

Recommended Action:

Consider bids for the Rochelle Industrial Rail Improvements Contract #2

History and Fact:

As the Rochelle Industrial Rail continues to expand, so does the need for increased capacity for rail car storage. In order to provide this storage an additional switching/storage track has been designed for construction south of I-88, running north-south along the existing city rail track.

Discussion:

Subsequent to the required public notice, two complete bids were opened on July 18, 2012. Our consultant, Fehr-Graham and Associates, has reviewed the bids and recommends acceptance of the Swanson Contracting Co., Inc. bid of $1,462.889.50. This rail project, estimated at $2.2 million, includes approximately 1.5 miles of track and will enhance our switching capacity and our ability to handle unit trains in the future. These improvements will be funded through an Illinois Department of Transportation Bureau of Railroads grant. Construction is expected to begin in August and will be completed in December of this year.

Recommendation:

Accept the bid from Swanson Contracting Co., Inc. in the amount of $1,462,889.50 subject to EDA approval of the low bidder.

Agenda Item #4 - Rochelle Industrial Rail Improvements Contract #3

References:

default Memo from Business Development Manager Scott Rozanas

default Recommendation from Fehr Graham Engineering & Environmental

Recommended Action:

Consider bids for the Rochelle Industrial Rail Improvements Contract #3

History and Fact:

Rail car volumes on the Rochelle Industrial Rail are expected to increase significantly in the future due to the new Coated Sand Solutions and Nippon Sharyo facilities. The Economic Development Department estimates that volumes may even double within the next 24 months. In order to provide additional storage track for both inbound and outbound rails cars, an expansion of the interchange yard servicing the Union Pacific line, at the southeast corner of Creston and Caron Roads, is planned.

Discussion:

Subsequent to the required public notice, three bids were opened on July 18, 2012. Our consultant, Fehr-Graham and Associates, has reviewed the bids and recommends acceptance of the R & R Contracting Co., Inc. bid of $508.442.14. This rail project, estimated at $0.75 million, includes approximately 3000 feet of track and will increase the storage capacity of the yard from 10 to 60 rail cars. These improvements will be funded through future rail revenue via agreements between the City, TLC/Ryder and Coated Sand Solutions which were approved by the Mayor and Council in April of this year. Construction is expected to begin in August and will be completed in December of this year.

Recommendation:

Accept the bid from R & R Contracting Co., Inc. in the amount of $508.442.14 and reject all other bids.

Agenda Item #5 - Collocation License Agreement between the City and Follett Corporation

References:

default Memo from Advanced Communication Superintendent Scott Koteski

default Collocation License Agreement

Recommended Action:

Consider Collocation License Agreement with Follett Corporation

History and Fact:

Follett Corporation, a distributor of educational materials with annual sales of $2.7 billion, contacted City staff three years ago about the possibility of locating in the RMU Technology Center. Since that time, Follett representatives have decided to move one of their existing data facilities to Rochelle. Company representatives believe that Rochelle's location provides a more desirable distance from their company headquarters in River Grove than their current off-site facility.

Discussion:

An agreement has been negotiated with Follett Corporation for 640 square feet of collocation space within the RMU Technology Center. This license agreement will provide monthly revenue of $23,680 which will equate to annual revenue of $284,160 for a term of five years. In addition, a verbal agreement has been reached to provide Follett with the right of first refusal for the remaining open floor space. Follett expects to occupy the remaining open space at the technology center within the next two years at which time the monthly payments will be increased.

Recommendation:

Authorize the City Manager to Sign Collocation License Agreement with Follett Corporation

Agenda Item #6 - Resolution Authorizing an Amendment to the 2009 Hospital Facility Revenue Bonds

References:

default Resolution Authorizing Execution of a First Supplemtal Indenture of Trust and Amending the Indenture of Trust date August 1, 2009

default First Supplemental Indenture of Trust

default First Supplemental Loan Agreement

Recommended Action:

Consider a Resolution Authorizing the execution and delivery of a First Supplemental Indenture of Trust and amending the Indenture of Trust dated August 1, 2009

History and Fact:

On July 27, 2009 the Mayor and Council approved a Resolution Authorizing the City of Rochelle to Issue Not-to-Exceed $8,000,000 in Tax-Exempt Hospital Facility Revenue Bonds. This was done at the request of Rochelle Community Hospital in order to refinance the outstanding balance on their 2004 debt and issue new debt to purchase land for a future expansion. Through an Indenture of Trust, Loan Agreement, Mortgage, and Security Agreement that were executed in relation to the bond transaction, the City issued the bonds and loaned the proceeds without having any financial obligation for repayment of the bonds.

Discussion:

Rochelle Community Hospital, via their consultant Chapman and Cutler, has requested an amendment to the original loan agreement in order to lower the interest rate and change the payment schedule. The original bonds had a fixed rate of 4.75% for 5 years and a variable rate thereafter. The bonds could be called after the initial 5-year period, which ended August 1, 2014. The new documents reduce the fixed rate to 3.5% and extend the fixed rate period by an additional 5 years to August 1, 2019. They also provide that the bonds may not be called before the end of the fixed rate period. The proposed resolution will give the City, through the First Supplemental Indenture and First Supplemental Loan Agreement, the authority to change the interest rate and term. Once again, the Hospital will be liable for payment of the debt, agrees to pay all of the costs that the City may incur relating to the bonds, and agrees to indemnify the City for any liability arising with respect to the bonds. City Attorney Alan Cooper has also reviewed the documents.

Recommendation:

Approve a Resolution Authorizing the execution and delivery of a First Supplemental Indenture of Trust and amending the Indenture of Trust dated August 1, 2009

Agenda Item #7 - Ordinance Amending Chapter 26 of the Municipal Code – Peddler Permits

References:

default Ordinance Amending Section 26-44

Recommended Action:

Consider an Ordinance Amending Chapter 26 of the Municipal Code to Increase Fees for Fingerprinting Individuals Applying for Peddler's Permits

History and Fact:

City Clerk Bruce McKinney, has proposed modifications to the City Code governing the issuance of Peddlers Permits. These modifications include processing fingerprints through the Illinois State Police, in order to obtain more detailed background information, and increasing the cost of the related fingerprinting fee to $50 to cover the City's cost.

Discussion:

The proposed modifications were discussed by the Administrative Committee of the City Council at their meeting on July 12, 2012. Following some discussion, the consensus of the Administrative Committee was to recommend modifications to the City Code as proposed.

Recommendation:

Approve an Ordinance Amending Chapter 26 of the Municipal Code to Increase Fees for Fingerprinting Individuals Applying for Peddler's Permits

Agenda Item #8 - Ordinance Amending Chapter 94 of the Municipal Code – 20th Street Speed Limit

References:

default Attached Memo from City Engineer Sam Tesreau

default Attached Traffic Study

default Attached Ordinance Amending Chapter 94 of the Municipal Code

Recommended Action:

Consider an ordinance amending the municipal code to change the speed limit on 20th Street from 30 mph to 40 mph.

History and Fact:

At the request of the Rochelle Police Department, a traffic study was conducted along 20th Street from 8th Avenue to Flagg Road. The purpose of the study was to identify the volume and speed of traffic in this area.

Discussion:

Willett Hoffman and Associates completed the requested study earlier this year. Based on data collected in the field and data obtained from the "Policy on Establishing and Posting Speed Limits on the State Highway System", Willett Hoffman recommends that the current posted speed of 30 mph be increased to 40 mph. Upon approval of this ordinance, the current signage will be updated.

Recommendation:

Approve an ordinance amending Chapter 94 of the Municipal Code to change the speed limit on 20th Street from 30 mph to 40 mph.

Agenda Item #9 - Ordinance Amending Chapter 94 of the Municipal Code – 30 Minute Time Limit on One Stall on Cherry Avenue

References:

default Attached Ordinance Amending Chapter 94 of the Municipal Code

Recommended Action:

Consider an ordinance amending Chapter 94 of the Municipal Code to provide for the establishment of a thirty minute time limit on one parking stall on Cherry Avenue.

History and Fact:

Sandy Weber of Hub City Barber Shop on Cherry Avenue is requesting that the City establish one 30 minute time limited parking space near her shop. She often finds that most of the spaces on the block are being used by citizens visiting the senior center who are parking for long periods of time.

Discussion:

Hub City Senior Center Director Connie Dougherty agrees with Ms. Weber's suggestion that the City allocate one space for short-term parking. Weber and Dougherty understand that all on-street parking, including time limited spaces, are available on a first-come, first served basis to all citizens. The City does not assign on-street spaces to any particular business.

The attached ordinance, if approved, will convert the space closest to Main Street on the south side of Cherry to a 30 minute restricted space.

Recommendation:

Approve an ordinance amending Chapter 94 of the Municipal Code to provide for the establishment of a thirty minute time limit on one parking stall on Cherry Avenue.

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
• default Financial Statements May 2012

V.  PUBLIC COMMENTARY:

VI.  BUSINESS ITEMS:

1)  CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

default a) Approve Minutes of City Council Meeting - June 11, 2012

default b) Accept and Place on File Minutes of Stormwater Advisory commission - April 11, 2012

default c) Approve Bills - 06/01/12 - 06/07/12 , default 06/08/12 - 06/14/12

d) default Approve Payroll - 05/28/12 - 06/10/12

e)  default Airport Paving

f)  default Amending Resolution Establishing Stormwater Advisory Commission

g)  Appointments to Boards and Commissions Effective July 1, 2012

h)  default Authorize VFW 4th of July Parade - July 4, 2012

i)   default Approve Request Associated with National Lincoln Highway BuyWay Event August 9-11, 2012

2) Resolution Establishing Emergency Services Price Schedule

3) Ordinance Repealing and Replacing Chapter 86 of the Rochelle Municipal Code

4) Ordinance Adopting the Master Plan for Water and Sanitary Sewer

5) Consent for Assignment of the Waste Collection Agreement

VII.  DISCUSSION ITEMS:

1) default Tax Increment Financing Eligibility Findings

VIII.  EXECUTIVE SESSION

IX.  ADJOURNMENT

BUSINESS ITEMS:

Agenda Item #2 - Resolution Establishing Emergency Services Price Schedule

References:

default Memo from Fire Chief Brian Johnson

default Resolution Establishing Emergency Services Price Schedule

Recommended Action:

Consider a Resolution Establishing Emergency Services Price Schedule

History and Fact:

The current Emergency Services Price Schedule was approved by the City Council on February 25, 2008. Due to the escalating costs associated with providing ambulance services, a review was conducted of our current price schedule, comparing it with area ambulance rates.

Discussion:

The review indicated that the ambulance service fees in Rochelle were significantly below the area average. On June 18, 2012 the Public Safety Committee of the City Council met to consider an adjustment to the ambulance fees. Fire Chief Brian Johnson presented the data obtained from area communities and proposed an increase to the ambulance fees of approximately 4.6%. Following some discussion, the consensus of the Public Safety Committee was to recommend an increase in the ambulance fees as proposed.

Recommendation:

Approve a Resolution Establishing Emergency Services Price Schedule July 1, 2012.

Agenda Item #3 - Ordinance Repealing and Replacing Chapter 86 of the Rochelle Municipal Code

References:

default Memo from Community Development Director Chris Limas

default Red-lined Chapter 86 Subdivisions

default Clean Copy Chapter 86 Subdivisions

default Ordinance Repealing and Replacing Chapter 86

Recommended Action:

Consider an ordinance repealing and replacing Chapter 86

History and Fact:

Since early 2008, City staff members have been working on a project to modify several chapters of the Municipal Code of the City of Rochelle to ensure that regulations are clear, concise, comply with current planning standards and provide direction for future growth. Modifications to Chapter 22, developed as part of this project, were approved by Council in November of 2010. The Planning and Zoning Commission reviewed modifications to Chapter 86 at their June 2010 meeting and, following some minor revisions, voted to recommend approval on July 6, 2010 by a vote of 5-0. Community Development Director Chris Limas subsequently led a discussion on the proposed modifications at the July 12, 2010 and July 11, 2011 City Council Meetings.

Discussion:

Following the City Council discussion, additional changes were made based on input from community stakeholders. On October 3, 2011 the Administrative Committee of the City Council discussed the proposed revisions and recommended presenting Chapter 86 to the full council for approval. The Chapter 86 revisions were posted on the City website in early May and a press release announcing the proposed modifications was published in the Rochelle News Leader to allow for public comment. Modifications incorporated into the final revision of Chapter 86 include the following: addition of definitions for shared use path, types of streets, and reference documents used throughout the chapter, allowance for staff approval of a Minor Subdivision, further explanation of master plan required for developing a preliminary plat, final plat and engineering, updated the street and storm sewer improvement requirements and standards, and changed the school and park donation section to be more user friendly.

Recommendation:

Approve an ordinance repealing Chapter 86 of the Rochelle Municipal Code and replacing it with a new Chapter 86 (Subdivisions)

Agenda Item #4 - Ordinance Adopting the Master Plan for Water and Sanitary Sewer

References:

default Memo from Water/Water Reclamation Superintendent Kathy Cooper

default Water Division Comprehensive Plan March 2011

default Water Reclamation Division Comprehensive Plan February 2011

default Ordinance Adopting Water and Sewer Comprehensive Plans

Recommended Action:

Consider a Ordinance Adopting Water and Sewer Comprehensive Plans

History and Fact:

In 2006 the engineering firm of Willett-Hofmann & Associates prepared comprehensive Master Plans for both the water and sanitary sewer systems. These plans include the existing infrastructure for both systems (transmission mains, wells, towers, lift stations, force mains, and interceptor sewers) as well as future infrastructure needs based on anticipated development and the City's land use plan. As a result of growth within the City, both plans were amended in early 2011 and subsequently presented to the Utility Advisory Board.

Discussion:

The preceding revisions to Chapter 86 of the Municipal Code contain references to the RMU Master water plan and RMU master sewer plan. Specifically, Sec. 86-124 (Sanitary sewers) and Sec. 86-125 (Water supply) require the developer to install water mains and sanitary sewer as sized in the respective master plans. Official adoption of the Master Plans for Water and Sanitary Sewer is recommended for clarity.

Recommendation:

Approve a Ordinance Adopting Water and Sewer Comprehensive Plans

Agenda Item #5 - Consent for Assignment of the Waste Collection Agreement

References:

default Request from Rochelle Disposal Service

default Letter from Rock River Environmental Services

default Resolution Consenting to the Assignment by Rochelle Disposal Services

Recommended Action:

Consider request for assignment of the Waste Collection Agreement

History and Fact:

In 1995 the City of Rochelle entered into a Waste Collection Agreement with Rochelle Disposal Service, Inc. (RDS) for the collection and hauling of solid waste, residential landscape waste and residential recyclables within the City. The term of the agreement is based on the availability of disposal capacity at the Rochelle Municipal Landfill and terminates no more than 30 years from the date of execution.

Discussion:

Clyde Gelderloos, President of Rochelle Disposal Service, Inc., is requesting that the City approve the transfer of the Waste Collection Agreement from his organization to RRD Holding Company, doing business as Northern Illinois Disposal Services. In addition, John Lichty, President and CEO of Rock River Environmental Services (RRES), has provided background information on RRES and the associated hauling business operated by RRD Holding Company. The RRES waste services company operates in 18 counties in Northern Illinois, accepts approximately 5,000 tons of waste per day, and serves over 155,000 residential households and nearly 9,200 commercial customers. RRD Holding Company consists of five hauling divisions, of which Northern Illinois Disposal Services (NIDS) serves communities in DeKalb, Kendall and Kane counties and utilizes the Rochelle Landfill as its primary disposal facility.

The Waste Collection Agreement provides that neither party (the City nor RDS) can assign their interest in the Agreement without the written permission of the other party. Upon the City's approval, RDS plans to transfer its interest in the agreement to RRD Holding Company no later than July 31, 2012. RRES will then consolidate the operations of NIDS and RDS in Rochelle.

Recommendation:

Consider request for assignment of the Waste Collection Agreement from Rochelle Disposal Service, Inc. to RRD Holding Company effective on or before July 31, 2012

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

• Rock River Center

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) default Approve Minutes of City Council Meeting - May 29, 2012

b) default Approve Bills - 05/18/12-05/24/12 , default 05/25/12-05/31/12

c) default Approve Payroll - 05/14/12-05/27/12

d) default Approve Ordinance Establishing Prevailing Wage Rates

e) default Accept and Place on File Annual Treasurers Report - Rochelle Police Pension

2) Ordinance to Allow and Regulate the Sale of Liquors in Outdoor Setting

3) Ordinance to Create One Tavern License and One Restaurant License

4) Ordinance Authorizing IEPA Loan – Well Southeast Quadrant

5) Antenna Special Use Permit – First National Bank of Rochelle

6) Ordinance Amending the 2009 Comprehensive Plan - Rail Transportation

7) 2012 Sealcoat Project

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

BUSINESS ITEMS:

Agenda Item #2 - Ordinance to Allow and Regulate the Sale of Liquors in Outdoor Setting

References:
default Ordinance to Allow and Regulate the Sale of Liquors in Outdoor Setting

Recommended Action:

Consider an Ordinance Amending Chapter 6 (Alcoholic Beverages)

History and Fact:

Several existing liquor license holders have expressed an interest in being allowed to serve alcohol in outdoor areas connected to their facilities. On April 5, 2012 this topic was discussed by the Administrative Committee of the City Council. The committee was generally supportive of the idea and recommended that a subcommittee meet to develop a set of standards for outdoor liquor sales. As requested, City Clerk Bruce McKinney and Liquor Commissioner Mayor Olson presented the following proposed requirements to the Administrative Committee on May 23, 2012: the area must be owned or leased by the licensee, access to the area must be gained through the indoor establishment, the area must be enclosed by a decorative fence and situated on a hard surface, and no bar may be maintained in the outdoor area.

Discussion:

The proposed ordinance was written in accordance with the recommendations presented to the committee. If approved, licensees will be required to submit a site plan for review to the Community Development Department. The hours of operation for the outdoor area will be in accordance with those permitted by the licensee's liquor license except that it will end one hour prior to the permitted ending hour. In addition, entertainment will be allowed in the outdoor area, subject to Federal, State and City regulations and smoking will be prohibited.

Recommendation:

Approve an Ordinance Amending Chapter 6 (Alcoholic Beverages) to Allow and Regulate the Sale of Liquors in Outdoor Setting

Agenda Item #3 - Ordinance to Create One Tavern License and One Restaurant License and to Repeal Size Restrictions from Definitions of Restaurant and Restaurant/Recreation

References:

default Ordinance to Create One Tavern License and One Restaurant License

Recommended Action:

Consider an Ordinance Amending Chapter 6 (Alcoholic Beverages)

History and Fact:

The City has received a request for a Tavern liquor license from representatives of the Cherry Street Pub of Rochelle at 406 Cherry Avenue. In addition, Sukura Nippon, Inc has submitted a request for a restaurant liquor license for the Yoshino Japanese Restaurant at 1001 N. 7th Street.

Discussion:

The Liquor Commissioner, Mayor Chet Olson, has reviewed the requests and has no objection to the creation of one additional tavern license and one additional restaurant license. The City of Rochelle Municipal Code currently allows for six tavern licenses and one restaurant license; considering the addition of these licenses, the total number would be seven and two respectively. In addition, the proposed ordinance includes the repeal of size restrictions from the definitions of restaurant and restaurant/recreation since none of the other definitions include square footage requirements.

Recommendation:

Approve an Ordinance to Create One Tavern License and One Restaurant License and to Repeal Size Restrictions from Definitions of Restaurant and Restaurant/Recreation

Agenda Item #4 - Ordinance Authorizing IEPA Loan – Well Southeast Quadrant

References:

default Memo from Water/Water Reclamation Superintendent Kathy Cooper

default Ordinance Authorizing Loan Agreement between the City and the IEPA

Recommended Action:

Consider an Ordinance Authorizing Loan Agreement between the City of Rochelle and the Illinois Environmental Protection Agency

History and Fact:

The Master Plan for the City of Rochelle water system includes the construction of a new well in the southeast quadrant of the City 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 southeast quadrant has made the construction of this well a priority in order to provide sufficient fire flow protection and an adequate reserve supply for customers.

Discussion: The Illinois Environmental Protection Agency has verified that there are loan funds available for qualifying water system improvements, through the Public Water Supply Loan Program, at a rate of 2.5%. A preliminary project plan was submitted to the IEPA in January as the first step in obtaining a loan for the new well and related improvements. As a result, the City was encouraged to submit a project plan and proceed with the loan application. The revised project plan, which includes the construction of a new well and well house, connecting the well to the main, looping the system and replacing well house #4, is currently under review by the IEPA. The proposed ordinance authorizes the City to borrow up to $4,300,000 from the Water Supply Loan Program to finance the majority of the project plan. The ordinance was prepared by the project engineering consultant, Fehr Graham & Associates working with staff of the IEPA. Section 5 of the proposed ordinance states that "repayment of the loan...pursuant to this Ordinance is to be solely from the revenue derived from the revenues of the System" and therefore does not constitute a general obligation of the City. Once the IEPA approves the project plan, the City can choose which components to construct and phase them in over a four year period.

Recommendation:

Approve an Ordinance Authorizing Loan Agreement between the City of Rochelle and the Illinois Environmental Protection Agency. Once approved, RMU will publish the approved ordinance, within 10 days, giving electors the right to file a petition opposing the provisions of the ordinance.

Agenda Item #5 - Antenna Special Use Permit - First National Bank of Rochelle

default Memo from Community Development Director Chris Limas

default Ordinance Approving a Conditional (Special Use) Permit

History and Fact:

The First National Bank of Rochelle has petitioned the City to allow the installation of a 65-67 foot antenna (measured from the ground) at their facility located at 340 May Mart Drive. The antenna would be installed on the Bank's roof, behind a chimney area, and facilitate communication with their branch in Ashton, IL. Per City code, the maximum allowable height of an antenna is 15 feet from the roof.

Discussion:

On June 4, 2012 the Planning and Zoning Commission held a public hearing on the petition for a special use permit to allow the installation of the antenna. Following some discussion the commission voted 6-0 to recommend approval of the request.

Recommendation:

Authorize an Ordinance Approving a Conditional (Special Use) Permit to Allow the Construction of an Antenna for Property at First National Bank of Rochelle (340 May Mart Drive).

Agenda Item #6 - Ordinance Amending the 2009 Comprehensive Plan – Rail Transportation

References:

default Memo from Community Development Director Chris Limas

default Ordinance Amending the 2009 Comprehensive Plan

Recommended Action:

Consider an Ordinance Amending the 2009 Comprehensive Plan

History and Fact:

The most recent Comprehensive Plan Update was adopted by the Mayor and City Council in 2009. While the plan includes some brief references to the City Industrial Rail, staff feels that a more detailed description and map of future expansion plans is necessary. Since its inception, the City Industrial Rail (CIR) has attracted several rail served industries. Most recently, Nippon Sharyo and Coated Sand Solutions chose to locate facilities in Rochelle, prompting a significant expansion of the CIR. In addition, the Railroad Advisory Board, established in 2011, has developed a long-range, strategic plan for the CIR.

Discussion:

Due to the recent expansion of the CIR and development of a long-range, strategic plan, staff has proposed adding a "City of Rochelle Railroad" section and City of Rochelle Railroad Expansion Map to the Comprehensive Plan. On June 4, 2012 the Planning and Zoning Commission discussed the proposed amendment and voted 8-0 to recommend approval of the amendment.

Recommendation:

Approve an Ordinance Amending the 2009 Comprehensive Plan to Include Rail Transportation

Agenda Item #7 - 2012 Sealcoat Project

References:

default Memo from City Engineer Sam Tesreau

default Map of Sealcoat Locations

default Resolution for Maintenance of Streets and Highways

Recommended Action:

Consider the 2012 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 maintenance this year including North 2nd, 3rd and 8th Streets, Linder Lane, Drake Avenue, Kelley Drive, Northlake Court and sections of Calvin Road, 20th Street, and several avenues throughout the community. In addition, numerous alleys west of Illinois Route 251 have also been identified for maintenance if time allows. 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, three bids were opened by the City Clerk on April 12, 2012. Following the bid opening, protests were filed with the Illinois Department of Transportation (IDOT) against the lowest bidder and the 2nd lowest bidder. Those protests/suspensions have not been resolved with IDOT and therefore the City is unable to award the bid to those contractors. As a result, City Engineer, Sam Tesreau recommends consideration of the remaining bidder, Road Oil Inc., with a bid of $232,796.90 so that the annual maintenance program can proceed. The proposed 2012-13 Capital Improvements Fund budget includes $290,000 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 Road Oil Inc. in the amount of $232,796.90

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

•  default Financials – April 2012

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)  default Approve Minutes of City Council Meeting – May 14, 2012

b) Approve Bills – default 05/04/12-05/10/12 ,  default 05/11/12-05/17/12

c)  default Approve Payroll – 04/30/12-05/13/12

d)  default Authorize The Catholic Church of St. Patrick to use City streets for a Procession on June 10, 2 012

2) Electric Division Building Improvement Project - Contract 2

3) 2012 Sidewalk Project

4) Text Amendments to Chapter 110 (Zoning) - Transloading

5) Resolution in Support of Shared Use Path Along South Main Street

6) Quest Addition Subdivision Preliminary and Final Plat - 300 West 1st Avenue

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 - Electric Division Building Improvement Project - Contract 2

References:

default Memo from Electric Division Superintendent Joe Orlikowski

default Recommendation from Willett Hofmann & Associates

Recommended Action:

Consider bids for the Electric Division – 2012 Building Improvements Project – Contract 2

History and Fact:

Due to maintenance concerns, the engineering firm of Willett Hofmann & Associates evaluated the buildings in the Electric Division complex and designed an improvement project based on their findings. The resulting project includes the removal of damaged brick, installation of a new masonry wall, repair and/or replacement of existing masonry walls, roof modifications and the installation of new membrane roof systems. For budget purposes the project was broken into two contracts (Contract 1 & 2). The Mayor and Council awarded Contract 1, consisting of the various masonry improvements, to Bruns Construction on March 12, 2012.

Discussion:

Contract 2 includes the installation of the new roof systems. Subsequent to the required public notice, bids for Contract 2 were opened by the City Clerk on March 9, 2012 with four contractors submitting bids. Staff and our consultant, Willett Hofmann & Associates, have reviewed the bids and recommend the acceptance of the apparent low bidder, Bruns Construction, with a bid of $127,260. The 2012-13 Electric Fund Capital Outlay Budget includes $176,000 for the Contract 2 building improvements.

Recommendation:

Approve the bid for the Electric Division 2012 Building Improvements Project Contract 2 from Bruns Construction for a total of $127,260 and reject all other bids.

Agenda Item #3 - 2012 Sidewalk Project

References:

default Attached Memo from Sam Tesreau, City Engineer

default Attached Bid Tabulation Sheet

default Attached Map of 2012 Sidewalk Maintenance Program Locations

Recommended Action:

Consider bids for the 2012 Sidewalk Program

History and Fact:

In March of 2006, the condition of existing sidewalks in the City were inspected and rated by Street Department personnel. The sidewalks were then organized into a seven year maintenance program based on their condition. The 2012 Sidewalk Project, year seven of the program, includes the replacement of approximately 45,000 square feet of sidewalk and installation of several accessibility ramps on Highland Road, Joanne Lane, Woolf Court and Fourteenth Street as well as sections of Ninth, Tenth, Eleventh, and Twelfth Street and Second Avenue located between Lincoln Avenue and the Union Pacific Railroad. The 2012-13 Capital Improvements Fund budget includes $315,000 for the sidewalk improvement project.

Discussion:

Subsequent to the required public notice, six bids for the project were opened by the City Clerk on April 24, 2012. City Engineer, Sam Tesreau reviewed the bids and recommends the acceptance of the apparent low bidder, AA Construction, with a bid of $256,012.11. The City of Rochelle will purchase the detectable warning plates for use on the accessibility ramps and the contractor will provide curb replacement around the handicap ramp locations.

Recommendation:

Accept the bid from AA Construction in the Amount of $256,012.11 and reject all other bids.

Agenda Item #4 -Transloading Text Amendments

References:

default Memo from Community Development Director Chris Limas

default Ordinance Approving Various Text Amendments to Chapter 110

Recommended Action:

Consider an Ordinance Approving Various Text Amendments to Chapter 110

History and Fact:

Over the past few months City staff members have been contacted by multiple developers interested in the possibility of constructing transloading facilities in Rochelle. Transloading, as defined by Wikipedia, is "the process of transferring a shipment from one mode of transportation to another. It is most commonly employed when one mode cannot be used for the entire trip, as for instance when goods must be shipped internationally from one inland point to another." Currently transloading is only allowed in the I-3, Heavy Industrial District, as a permitted use since an "intermodal" facility is a form of transloading and included in the "Railroad hub facility" definition.

Discussion:

The City of Rochelle is a transportation hub due to our unique location at the intersection of two transcontinental railroads, two interstates highways and two State highways. In addition, the City Industrial Rail and Union Pacific's Rochelle Global III Intermodal Terminal provide transportation alternatives that other communities cannot provide. All of these transportation amenities make the City well suited for the operation of transloading facilities that could facilitate the transfer of shipments from railcar to truck (and vice-versa). On May 7, 2012 the Planning and Zoning Commission held a public hearing on the petition for text amendments to Section 110 of the Rochelle Municipal Code. The Commission subsequently voted to recommend approval of the transloading definition and to allow transloading as a special use in the I-2, General Industrial District, by a vote of 4-0.

Recommendation:

Authorize an Ordinance Approving Various Text Amendment to Chapter 110 of the Rochelle Municipal Code (Zoning)

Agenda Item #5 - Resolution in Support of Shared Use Path Along South Main Street

References:

default Memo from City Engineer Sam Tesreau

default South Main Street Shared Use Path Project Location Map

default Resolution in Support of Shared Use Path

Recommended Action:

Consider Resolution in Support of Shared Use Path Along South Main Street

History and Fact:

In 1996 the City established a 1.5% municipal utility tax (MUT) with a portion of the proceeds designed for sidewalk repair and replacement. In 2008, proceeds from the MUT were expanded to include the construction of new sidewalk extensions and connections. Several new potential routes were discussed at that time, including one along South Main Street linking Veterans Parkway to the residential neighborhoods, numerous industries, and recreational facilities located in that area.

Discussion:

In late February the City was notified that approximately "$50 million in federal funds would be awarded to eligible communities for local projects that expand travel choices and improve the transportation experience in Illinois." These federal funds will be administered through the Illinois Transportation Enhancement Program (ITEP) for selected projects that enhance the transportation system. The proposed shared use path project, located on the east side of South Main Street and extending from north of Veterans Parkway to the Lake Lida recreational area, meets a majority of the requirements identified for funding eligibility. The preliminary estimate of cost for the proposed shared use path, including related expenses, is $580,000. If the project is selected, ITEP will fund 80% of the eligible costs with the remaining 20%, approximately $116,000, being paid by the City through MUT funds.

Recommendation:

Approve a Resolution in Support of Shared Use Path Along South Main Street and Illinois Transportation Enhancement Program Grant

Agenda Item #6 - Quest Addition Subdivision Preliminary and Final Plat - 300 West 1st Avenue

References:

default Memo from Community Development Director Chris Limas

default Ordinance Approving the Preliminary and Final Plat

default Preliminary Plat (Exhibit B)

default Final Plat (Exhibit C)

default Letter from Spencer Hayden (Exhibit D)

Recommended Action:

Consider an Ordinance Approving the Preliminary and Final Plat for Quest Addition Subdivision

History and Fact:

The City of Rochelle received a petition from Diana Quest for a four lot subdivision in the southeast quadrant of the First Avenue and Main Street intersection. The subdivision includes 2.7 acres of property and is located in the R-5 (multi-family high density) zoning district. Proposed Lots 1 and 2 contain existing homes, Lot 3 includes an existing storage building and lot 4 would be vacant.

Discussion:

On May 7, 2012 the Planning and Zoning Commission reviewed the petition for Preliminary and Final Plat for the Quest Addition Subdivision. Staff found that all of the proposed lots conform to the minimum lot size of 6,000 square feet, minimum lot width of 80 feet and meet all of the other zoning regulations. During testimony by the petitioner's representative, it was indicated that the subdivision did not need to comply with subdivision requirements since the petitioner was only adjusting lot lines. Based on this testimony, the Planning and Zoning Commission voted 4-1 to recommend denial of the petition since it was not a subdivision. After further legal review, it was determined that reconfiguration of the existing underlying lots does qualify as a subdivision and therefore is subject to those requirements. The petitioner has requested, via a letter from Spencer Hayden, that the Mayor and City Council consider the petition and variances as noted in the letter. Staff recommends approval of the Preliminary and Final Plat subject to the following: a sidewalk be provided along Main Street from First Avenue to ten feet past the north lot line of Lot 4, all easements and stormwater management be provided on the Final Plat, City easement certificates be provided prior to recording of the Final Plat, and surety be posted for the public improvements.

Recommendation:

Authorize an Ordinance Approving the Preliminary and Final Plat for Quest Addition Subdivision

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:

•  default Police Week May 13-19, 2012

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)  default Approve Minutes of City Council Meeting – April 23, 2012

b) Approve Bills – default 04/13/12-04/19/12 , default 04/20/12-04/26/12 ,  default 04/27/12-05/03/12

c) Approve Payroll – default 04/02/12-04/15/12 ,  default 04/16/12-04/29/12

d) Accept and Place on File default Community Development Department 2011 Annual Report

e)  default Authorize VFW Floyd J. Tilton Post 3878 Poppy Drive – May 26, 2012

f)   default Authorize VFW Floyd J. Tilton Post 3878 Memorial Day Parade – May 28, 2012

g)  default Agreements between the City of Rochelle and J&L Oil – 901 S 7th Street

h)  default Ordinance to Create Two Restaurant/Recreation Liquor Licenses and Delete One Club License

i)  default Resolution Amending Utility Services Price Schedule for Electric - Power Cost Adjustment Clause

j)  default Approve Flagg Township Historical Society’s Request associated with Lincoln Buy-Ways Event August

2) Purchase of 2012 Tandem Cab & Chassis – Street Department

3) Intergovernmental Agreement between the City and the Ogle County Metropolitan Exposition Auditorium and Office Building Authority – a/k/a OCCCA

4) Rezoning – 703 Lincoln Avenue

5) Outdoor Storage/Display Special Use Permit and Sign Variance – 1240 North 7th Street

6) Resubdivision of Lot 4 Caron Ridge Subdivision Final Planned Unit Development

7) FBC Front Yard Variance – 110 Avenue H

8) Mile and ½ Planning Jurisdiction Review – 16989 East Ritchie Road

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2: Purchase of 2012 Tandem Cab & Chassis – Street Department

References:

default Memo from Don Elliott, Superintendent of Streets, Cemetery & Airport

default New Truck Proposal – State of Illinois

Recommended Action: Consider the purchase of 2012 Tandem cab and chassis for the Street Department

History and Fact: The 2012-13 General Fund Capital Budget includes $128,000 for the purchase of a tandem axel truck equipped with a dump body, front plow, wing plow and spreader. Once in service this truck will replace an existing 1983, single axel dump truck in the Street Department.

Discussion: Superintendent of Streets, Don Elliott, recommends purchasing the cab and chassis through the State of Illinois Joint Purchasing Program in the amount of $74,888, including delivery, since no local dealers are able to supply this portion of the vehicle. In addition, it takes several months to receive delivery and a cost increase of approximately 4% is expected to take effect at the end of business on May 15, 2012. In order to obtain the most competitive price, the equipment portion of the vehicle will be bid at a later date.

Recommendation: Approve the purchase of a 2012 International 7400 Series tandem cab and chassis in the amount of $74,888 from the Illinois Department of Central Management Purchase Program.

Agenda Item #3 - Intergovernmental Agreement between the City and Ogle County Metropolitan Exposition Auditorium and Office Building Authority a/k/a Ogle County Civic Center Authority

References:

default Intergovernmental Agreement between the City and Ogle County Civic Center Authority

default Ordinance Approving Intergovernmental Agreement

Recommended Action: Consider an Intergovernmental Agreement between the City and Ogle County Civic Center Authority

History and Fact: The Hickory Grove Civic Center, located at 1127 North 7th Street, is owned and administered by the non-profit Ogle County Metropolitan Exposition Auditorium and Office Building Authority commonly known as the Ogle County Civic Center Authority (OCCCA). For the past several years OCCCA has leased the restaurant and dining space to the Hickory Grove Banquet & Conference Center/Abraham's Grille & Lounge and the fitness and aquatic space to Flagg Rochelle Community Park District. Earlier this year, citing financial reasons, the park district made the decision to discontinue operations at the fitness/aquatic facility by May 1, 2012.

Discussion: Prior to and following the park district's decision, several meetings were held between representatives from the City, OCCCA, Flagg Rochelle Park District, Comfort Inn & Suites, and Abraham's Grill & Lounge. These meetings were held to explore collaborative options to keep the Hickory Grove Civic Center facility open and viable on the North Route 251 commercial/retail corridor. OCCCA subsequently announced that officials from Comfort Inn & Suites were taking over operations of the facility and that they had entered into an agreement for 20 months, including the remainder of 2012 and 2013. On May 4, 2012 the Administrative Committee of the City Council met to discuss the possibility of providing financial assistance to the Ogle County Civic Center Authority in order to help ensure the viability of the Hickory Grove Civic Center during this transition. The proposal discussed was to provide OCCCA with $3,000 per month for a period of up to 1 year, at which time the financial situation at the facility would be reevaluated. Funds for this contribution would be made available through the City's portion of the hotel-motel tax. In addition, Comfort Inn & Suites plans to invest a substantial amount of time and capital into the facility so that it can remain an amenity for both their hotel patrons and the community.

Recommendation: Authorize an Ordinance Approving Intergovernmental Agreement between the City and the Ogle County Metropolitan Exposition Auditorium and Office Building Authority Regarding Hickory Grove Civic Center

Agenda Item #4 - Rezoning – 703 Lincoln Avenue

References:

default Memo from Community Development Director Chris Limas

default Ordinance Rezoning Property Located at 703 Lincoln Avenue

Recommended Action: Consider an Ordinance Rezoning Property Located at 703 Lincoln Avenue

History and Fact: The property located at 703 Lincoln Avenue is currently zoned B-1, Central Business District. Peter Alfano has petitioned the City to rezone the property to B-2, Highway Commercial, to allow the operation of an auto service station at the location. The structure was originally designed and operated as an auto service station, prior to the construction of the 7th Street overpass, but that use is not allowed in the current B-1 district. The existing lot is 24,000 square feet which is substantially larger than the minimum lot requirement of 15,000 square feet in a B-2 district.

Discussion: On May 7, 2012 the Planning and Zoning Commission held a public hearing on the petition for rezoning and subsequently voted to recommend approval of the petition by a vote of 4-0. Staff and the Planning and Zoning Commission felt that the request was appropriate due to similar businesses in the area.

Recommendation: Authorize an Ordinance Rezoning Property Located at 703 Lincoln Avenue from B-1, Central Business District to B-2, Highway Commercial District

Agenda Item #5 - Outdoor Storage/Display Special Use Permit and Sign Variance – 1240 North 7th Street

References:

default Memo from Community Development Director Chris Limas

default Ordinance Approving a Conditional (Special Use) Permit

Recommended Action: Consider an Ordinance Approving a Conditional (Special Use) Permit

History and Fact: Earlier this year the former Wal-Mart facility, located at 1240 North 7th Street, was purchased by Illiana Realty, LLC for development as a "Big R" farm, home and ranch retail store. As part of the property redevelopment, Illiana Realty, LLC has petitioned the City to allow an 80 by 225 fenced in outdoor (display) storage area in the parking lot along Carrie Avenue. In addition, the petitioner has requested a variance to allow the installation of a 520 square foot ground sign, including a 14 by 14 foot two sided sign with a 64 square foot reader board. Per City code the maximum allowable size of a sign is 300 square feet.

Discussion: On May 7, 2012 the Planning and Zoning Commission held a public hearing on the petition for outdoor storage and the requested sign variance. Following some discussion the commission voted 4-0 to recommend approval of the requests with the condition that the outdoor storage area be located in the southeast corner of the parking lot with slats placed in the fence facing Carrie Avenue.

Recommendation: Authorize an Ordinance Approving a Conditional (Special Use) Permit for Outdoor Storage (Display) and a Sign Variance for Property Located at 1240 North 7th Street

Agenda Item #6 - Resubdivision of Lot 4 in the Caron Ridge Subdivision Final Planned Unit Development

References:

default Memo from Community Development Director Chris Limas

default Ordinance Approving the Final Planned Unit Development

Recommended Action: Consider an Ordinance Approving the Final Planned Unit Development

History and Fact: On March 12, 2012 the Mayor and Council approved both the rezoning of 4.48 acres, located east of the Caron Ridge Shopping Center, to Planned Unit Development (PUD) and the Preliminary PUD Plan and Plat for the property. The Preliminary Plat contains a six lot resubdivision of Lot 4 of the original Caron Ridge Subdivision with four buildable lots and two lots reserved for stormwater management/detention facilities.

Discussion: The Final PUD also contains four buildable lots but only one lot reserved for stormwater management. The petitioner decided not to create a lot for the existing stormwater pond along Il Route 38 but stormwater will still be handled the same as proposed in the Preliminary Plan. The developer expects to construct two buildings on lots 6 and 8 on the east side of the development during the 2012 construction season. On May 7, 2012 the Planning and Zoning Commission held a public hearing on Sullivan Food's petition for Final PUD for the resubdivison of Lot 4 in Caron Ridge Subdivision and voted to recommend approval of the petition by a vote of 4-0 subject to approval of final stormwater management plan and engineering by staff, modification of the final plat as required by staff and posting of required surety. The remaining site development reviews for lots 7 and 9 will be handled administratively.

Recommendation: Authorize an Ordinance Approving the Final Planned Unit Development for the Resubdivision of Lot 4 in Caron Ridge Subdivision

Agenda Item #7 - FBC Front Yard Variance – 110 Ave H

References:

default Memo and Attachments from Community Development Director Chris Limas

default Ordinance Approving Front Yard Setback Variance

Recommended Action: Consider an Ordinance Approving Front Yard Variance Setback

History and Fact: The City has received a request from FBC Industries, Inc. for a variance to the requirements contained in Chapter 110, Section 321 which provides for a minimum 20 foot front yard setback in the I-2 (General Industry) zoning district. The applicant has plans to construct a 4,955 square foot building addition and loading dock that would be 14 feet from the front yard property line along Quarry Road.

Discussion: On May 7, 2012 the Planning and Zoning Commission held a public hearing on the variance request and subsequently voted 4-0 to recommend approval of the petition subject to staff approval of the final engineering and dedication of a small piece of right-of-way at the intersection of Quarry Road and Wood Street. City staff and the Planning and Zoning Commission felt that the request was appropriate since several of the buildings in this area do not conform to the required front yard or corner yard setbacks.

Recommendation: Authorize an Ordinance Approving Front Yard Setback Variance for Property Located at 110 Ave H (FBC Industries Inc.)

Agenda Item #8 - One and One-Half Mile Planning Jurisdiction Review – 16989 East Ritchie Road

References:

default Memo from Community Development Director Chris Limas

default Resolution Recommending Approval of a Special Use Permit

default Site Plan

Recommended Action: Consider Resolution Recommending Approval of a Special Use Permit

History and Fact: A petition for a Special Use Permit has been filed with the Ogle County Zoning Board of Appeals by Maria Pena to allow a Rodeo facility at 16989 Ritchie Road. Since this location is within a mile and one-half of the City of Rochelle's corporate limits, the City has a right to review the request and make a recommendation on the application to Ogle County.

Discussion: Community Development Director Chris Limas met with the petitioner on May 4, 2012. At that time Maria Pena indicated that the viewing area would be located behind the barn and parking would be located behind the house. She plans to hold two events per month and anticipates attendance of approximately 300 people. The Planning and Zoning Commission reviewed the request at their meeting on May 7, 2012 and subsequently voted to recommend approval of the Special Use Permit to allow a Rodeo facility at 16989 Ritchie Road by a vote of 5-0.

Recommendation: Authorize Resolution Recommending Approval of a Special Use Permit to Allow Rodeo Facilities at 16989 East Ritchie Road