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City Council Meeting Agenda - November 23, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, November 23, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
· Pledge to the Flag
· Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
· Recognize Retirees
IV. REPORTS AND COMMUNICATIONS:
· Mayor’s Report
· Council Members
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 11/09/20 (436 KB)
b) Approve Minutes of Committee of the Whole Budget Workshop – pdf 11/16/20 (269 KB)
c) Approve Exceptions – pdf 11/4/20-11/17/20 (198 KB)
d) Approve Payroll – pdf 11/2/20-11/15/20 (59 KB)
e) Accept and Place on File Financial Statement – pdf October 2020 (879 KB)
f) pdf Approve City of Rochelle Meeting Dates for 2021 (120 KB)
g) pdf Approve City of Rochelle Holidays for 2021 (17 KB)
h) Formally Set the Date for the Public Hearing on the 2021 City of Rochelle Budget as 12/14/20
(A Copy of the Budget is available in the City Clerk’s Office)
2) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class B Liquor License for The Wine Barrel
VII. DISCUSSION ITEMS:VIII. EXECUTIVE SESSIONIX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending
the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class B Liquor License for The Wine Barrel
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: The Wine Barrel at 306 Lincoln Highway in Rochelle has notified the City that they wish to surrender their liquor license effective immediately. The Mayor and Council approved the license in October of 2019 and it has never been issued.
The Liquor Commissioner, Mayor Bearrows, has no objection to the deletion of a Class B liquor license for The Wine Barrel. This action will result in a total of ten Class B liquor licenses in the City of Rochelle.
Recommendation:
Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class B Liquor License for The Wine Barrel
Supporting Documents:
City Council Meeting Agenda - November 9, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, November 9, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
· Pledge to the Flag
· Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
· Veterans Day Proclamation – pdf November 11, 2020 (86 KB)
· Community Foundation Week – pdf November 12-18, 2020 (171 KB)
- American Indian Heritage Month - pdf November 2020 (95 KB)
IV. REPORTS AND COMMUNICATIONS:
· Mayor’s Report
· Council Members
· Remarkable Resident -Bea Chaplin
· Good News – Sergeant Chet Smith
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 10/26/20 (405 KB)
b) Accept and Place on File Minutes of Planning & Zoning Commission – pdf 10/5/20 (104 KB)
c) Approve Exceptions – pdf 10/22/20-11/3/20 (271 KB)
d) Approve Payroll – pdf 10/19/20-11/1/20 (62 KB)
2) Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Negotiate and Enter into Agreements for Enterprise Software and Consulting
3) Resolution Approving a Contract Operator Services Agreement between the Burlington Junction Railway, Inc and the City of Rochelle
4) Ordinance Approving the Preliminary and Final Plat of Subdivision for the Hartnett Subdivision
5) Resolution Authorizing the Execution of a Deferment Agreement with Pipe 77, LLC
6) Ordinance Amending Section 6-46 of the Municipal Code to Delete One Class U Liquor License for Artists’ Garden and Ordinance Amending Section 6-46 of the Municipal Code to Create One Class R-3 Liquor License for Acres Bistro
7) Ordinance Amending Section 6-46 of the Municipal Code to Delete One Class S Liquor License for Stop N Go and Ordinance Amending Section 6-46 of the Municipal Code to Create One Class S Liquor License for Kwik Trip, Inc. d/b/a Kwik Star #1530
8) Ordinance Waiving Liquor License Renewal Fees for 2021
9) Resolution Approving Dis-Tran Packaged Substation’s Bid Pursuant to the Prologis Park Substation Equipment Purchase Bid
10)Resolution Establishing Utility Services Price Schedules for Rate Class 130 and Rate Class 140
11)Ordinance Adopting 2020 Property Tax Levy
12)Ordinance Abating the Taxes Levied for 2020 - Taxable General Obligation Bonds Series 2013
13)Ordinance Abating the Taxes Levied for 2020 to Pay the Principal of and Interest on $4,500,000 General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle
VII. DISCUSSION ITEMS:
1) 2020 Business Community Survey Report
VIII. EXECUTIVE SESSIONIX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at
This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending
the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Negotiate and Enter into Agreements for Enterprise Software and Consulting
Staff Contact:
Chris Cardott, Finance Director
Sarah Brooks, Utility Finance Director and Payroll Manager
Blake Toliver, Interim Director of Electric Operations
Pat Brust, Director of Advanced Communications
Summary:
For the past several months, the ERP committee, under the direction of the City Manager, has been researching options for a new software system or Enterprise Resource Planning (ERP) system to address inefficiencies and meet citizen expectations for customer service. For the past 22 years the City has been using the same Caselle software for accounting, utility billing, accounts payable, accounts receivable, inventory and project management. Gaps in system functionality result in significant staff time spent on manual calculations, data entry, and manual tracking of information in addition to lost opportunities for customer service. Ultimately the tools supporting staff and residents is built on technology that is more than 20 years old.
During the assessment through evaluating the existing process challenges, the City also identified there was a significant gap in the Street, Cemetery, Water, Water Reclamation, Electric, and IT departments’ ability to effectively communicate and collaborate to respond to citizen requests. This gap hinders staff’s ability to provide customer service as there is no way for departments to communicate, track and follow up on such requests across departments. The challenge to quickly and efficiently receive, communicate and address complaints, arises from the fact that the City has been using multiple separate stand-alone software programs for inventory, work orders, and asset tracking with none of them integrating with the current software. Using the information gained from the assessment and the subsequent review of its EAM (Enterprise Asset Management) system(s) as well as solutions available on the market, the City identified that the Incode ERP solution and DTS/VUEWorks EAM solutions were the only products that met the City’s requirements. Of the other solutions researched, the City identified that each provided some functionality, but only Incode and VUEWorks met all of the City’s needs while controlling implementation and ongoing costs.
Strategic Plan Goal Application: Financial Management & Stability; Infrastructure Effectiveness & Improvement; Core Service Delivery
Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Negotiate and Enter into Agreements for Enterprise Software and Consulting with Tyler Technologies, Data Transfer Solutions and Baecore Group for a two-year project beginning in 2021 pending legal review. The total project cost is not to exceed $881,567 with subsequent annual costs of $94,548.
Supporting Documents:
pdf Enterprise Software Memo (388 KB)
Agenda Item #3 - Resolution Approving a Contract Operator Services Agreement between the Burlington Junction Railway, Inc and the City of Rochelle
Staff Contact: Jason Anderson – Economic Development Director
Summary: The switching services contract between the Burlington Junction Railway (BJRY) and the City of Rochelle Railroad will expire on December 31st, 2020. Over the past year the City engaged Strategic Rail Finance (SRF) to conduct a study which was designed to outline for the City, a comparison of the current switching contract with current market conditions. This study has acted as a guide for the City to formulate a new contract. Highlights of the new contract include: • Guaranteed annual revenue share to the City is $1,000,000 • Commitment of up to 5% of gross revenue for marketing and promotion of the City of Rochelle Railroad • City’s revenue share of switching services increased from 40% to 50% on a sliding scale (see Exhibit A in the contract) • A $1,000,000 capital fund is established by BJRY that can be used by the City to further expand the railroad system. • Rochelle Transloading Center Revenue for use of the RTC 100% belongs to the City • 10-year contract, which is the same as the last full contract that was approved in 2004.
Strategic Plan Application: Expanding the City of Rochelle Railroad Capabilities to advance Industrial Development and increase railroad revenues.
Recommendation: Approve a Resolution Approving a Contract Operator Services Agreement between the Burlington Junction Railway, Inc and the City of Rochelle
Supporting Documents:
pdf Resolution Approving a Contract Operator Services Agreement (201 KB)
pdf Contract Operator Services Agreement (409 KB)
Agenda Item #4 - Ordinance Approving the Preliminary and Final Plat of Subdivision for the Hartnett Subdivision
Staff Contact: Michelle Pease, Community Development Director
Summary: Pipe 77, LLC petitioned to subdivide the property located at 1320 N. 7th Street. The property is zoned B2 and fronts the west side of IL Hwy. 251. The back side of the property is adjacent to the East side of north extended 8th Street. Presently, Tire Tracks operates in one of the three buildings located on the entire parcel. Other uses present include service, sales and storage of automobiles.
The purpose of subdividing is to divide one approximately 1.443-acre parcel into two lots to allow for separate ownership. The proposed front lot, containing the commercial building would be 0.832 acre and the proposed back lot, containing two sheds would be 0.611 acre. The proposed subdivision meets the minimum lot requirements found in Section 110-321 of the Rochelle Municipal Code. The access points will not change.
Wendler Engineering Services developed a preliminary and final plat of subdivision on behalf of Pipe 77, LLC for a two-lot subdivision with easements. The proposed subdivision would have the name “Harnett Subdivision”.
City staff and the Planning and Zoning Commission have reviewed the preliminary and final plat for conformance with the comprehensive plan, the provisions hereof, and all other applicable city ordinances. Pursuant to 65 ILCS 5/11-12-8, the Planning and Zoning Commission shall recommend or not recommend the approval of the preliminary and final plat within 90 days of the application.
A public hearing was held on Monday, November 2, 2020. The Planning and Zoning Commission voted to approve the Preliminary and Final Plat of Subdivision by a vote of 7 to 0.
Recommendation: Consider an Ordinance Approving the Preliminary and Final Plat of Subdivision for the Hartnett Subdivision
Supporting Documents:
pdf Preliminary Plat of Subdivision (1.18 MB)
pdf Final Plat of Subdivision (1.15 MB)
Agenda Item #5 - Resolution Authorizing the Execution of a Deferment Agreement with Pipe 77, LLC
Staff Contact: Michelle Pease, Community Development Director
Summary: Pipe 77 is the owner of a .611-acre parcel located at 1320 N 7th Street (24-13-326-003) that includes frontage of 209 feet along North 8th Street. The parcel does not contain easements for water, sewer or gas. This parcel would require water and sanitary sewer connections from North 7th Street. The property was subdivided from the parcel to the East, which has utility connections. After the subdivision, the property will no longer have water and sewer.
Per City Code which governs the subdivision, redevelopment, and use of the property including Sections 98-103(b)(3) and 98-153(d) of the Rochelle Municipal Code, requiring the developer to extend the water main and sewer main to the property line of the premises to be served, and Section 86-52, requiring the developer to post certain security for the construction of public improvements.
Pipe 77 has represented to the City that the present use of the property does not require water or sewer service, and has requested that its obligation to extend the water main and sewer main from North 7th Street to the property be deferred until the City requires it for future redevelopment of the property or other use of the property, other than indoor storage in the existing buildings, or Pipe 77 desires it for their use of the property, whichever date comes first.
Per the agreement, when Pipe 77 will desire sewer and water for their use of the property or when Pipe 77, at its discretion may change the use of the property to something other than storage, Pipe 77 shall not be obligated to post security for 110% of the estimated cost of such extension, as required by Section 86-52 of the Rochelle Municipal Code.
Recommendation: Approve Resolution Authorizing the Execution of a Deferment Agreement with Pipe 77, LLC
Supporting Documents:
pdf Resolution Authorizing the Execution of a Deferment Agreement with Pipe 77, LLC (215 KB)
pdf Agreement to Defer Utilities Extension (128 KB)
Agenda Item #6 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class U Liquor License for Artists’ Garden and Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class R-3 Liquor License for Acres Bistro
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: Artists’ Garden at 407 Lincoln Highway in Rochelle has notified the City that they plan to surrender their liquor license effective upon the issuance of a license to Acres Bistro. Acres Bistro has submitted an application for a Class R-3 liquor license at the same location. The Class R-3 liquor license allows for the retail sale of alcoholic liquor by restaurants, with a bar, for consumption on the premises.
The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the deletion of a Class U liquor license for Artists’ Garden. and the creation of a Class R-3 liquor license for Acres Bistro. Theses actions will result in a total of eight Class R-3 liquor licenses in the City of Rochelle.
Recommendation: Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class U Liquor License for Artists’ Garden Approve an Ordinance Amending Section 6-46 of the Municipal Code to Create One Class R-3 Liquor License for Acres Bistro
Supporting Documents:
Agenda Item #7 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class S Liquor License for Stop N Go and Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class S Liquor License for Kwik Trip, Inc. d/b/a Kwik Star #1530
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: Kwik Trip, Inc. has notified the City that they are in the process of purchasing convenience stores from Rockford Stop N Go, Inc., including the one located at 1000 South 7th Street in Rochelle. Stop N Go has executed a Surrender of License Agreement acknowledging that they plan to surrender their Class S liquor license effective upon the consummation of the sales transaction scheduled to be finalized the week of December 7, 2020. Kwik Trip, Inc. has submitted an application for a Class S liquor license at the same location effective upon the purchase of the business. The Class S liquor license allows for the retail sale of packaged beer and wine only, not for consumption on the premise where sold, for businesses known as fueling/gas stations/convenience stores.
The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the deletion of a Class S liquor license for Stop N Go and the creation of a Class S liquor license for KwikTrip, Inc. d/b/a Kwik Star #1530. Theses actions will result in a total of two Class S liquor licenses in the City of Rochelle.
Recommendation: Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class U Liquor License for Artists’ Garden Approve an Ordinance Amending Section 6-46 of the Municipal Code to Create One Class R-3 Liquor License for Acres Bistro
Supporting Documents:
Agenda Item #8 - Ordinance Waiving Liquor License Renewal Fees for Calendar Year 2021
Staff Contact: Sue Messer
Summary: The COVID 19 outbreak and actions taken to reduce the spread have led to significant challenges for the City’s liquor license holders.
Currently, all existing liquor licenses must be renewed by December 31st or they will expire. Staff recommends that council waive the renewal fees for all liquor licenses for calendar year 2021. This action will bring some relief to our local liquor establishments.
Taking this action will result in a decrease of approximately $37,000 in revenues for fiscal year 2021.
Recommendation: Approve an Ordinance Waiving Liquor License Renewal Fees for Calendar Year 2021
Supporting Documents:
pdf Ordinance Waiving Liquor License Renewal Fees for Calendar Year 2021 (201 KB)
Agenda Item #9 - Resolution Approving Dis-Tran Packaged Substation’s Bid Pursuant to the Prologis Park Substation Equipment Purchase Bid
Staff Contact: Adam Lanning
Summary: The City received and opened bids on October 7th, 2020 for the equipment purchase of breakers, switches, steel, CCVT and insulator as part of the Prologis Park Substation project. A total of two (2) bids were received and have been reviewed for completeness and ability to meet specification requirements.
The bid from Dis-Tran was the apparent low bid of $578,749 with a 10% contingency for Specification 2031K003, no major exceptions were listed. Dis-Tran has a good list of reference completed projects. The company appears to be in good standing and employs certified and trained craftsmen. The low bid for the project is in accordance with the Engineer’s estimate of $572,000 for the contract.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Electric Funds | $572,000 | $578,749 |
| Electric Funds | $57,875 10% Contingency |
Recommendation: Approve a Resolution Approving Dis-Tran Packaged Substation’s Bid Pursuant to the Prologis Park Substation Equipment Purchase Bid in the amount of $578,749 plus a 10% contingency and reject all other bids.
Supporting Documents:
pdf Equipment Purchase Bid Specifications (4.26 MB)
pdf Recommendation Letter from BHMG (3.18 MB)
Agenda Item #10 - Resolution Establishing Utility Services Price Schedules for Rate Class 130 and Rate Class 140
Staff Contact: Adam Lanning
Summary: Utility Financial Solutions conducted a cost of service and rate design study of the current electric rates. The study included a thorough review of the rate design in comparison to the actual cost of service. In the last couple of years, there have been a few changes that have positively impacted the cost of power and electric rates. As a result of the rate study, we can to provide a 9% rate reduction to our Small General Service rate 130 which includes most of our commercial, retail, and other lite industrial customers. The Small General Service rate 140 will also have a 1% decrease; only a few commercial customers are under this rate.
Recommendation:
Approve a Resolution Establishing Utility Services Price Schedules for Rate Class 130 (Small General Service) and Rate Class 140 (Small General Service with Demand) effective January 1, 2020.
Supporting Documents:
document Rochelle Municipal Utilities Rate Design (85 KB)
Agenda Item #11 - Ordinance Adopting 2020 Property Tax Levy
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: The State of Illinois requires the City annually to adopt and file a Property Tax Levy Ordinance on or before the last Tuesday in December. Last year the City’s Equalized Assessed Valuation (EAV) was $254,870,696 and its property tax rate was 1.024840 per $100 of EAV. The City collected $2,612,016.84 in property taxes. For 2020, Ogle County has estimated the City’s EAV at $271,126,394 which is an increase of over $16 million. The proposed levy calculation options would result in the City collecting $2,737,794 in property taxes, an increase of 4.95% (excluding the bond). Based on the estimated EAV, the tax rate would decrease .015055 per $100 EAV for the 4.95% option. The proposed 2020 levy includes funding the Police and Fire Pension Funds as recommended by the City’s actuarial studies.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Approve an Ordinance Adopting the 2020 Property Tax Levy
Suppporting Documents:
pdf Ordinance Adopting the 2020 Property Tax Levy (45 KB)
pdf Real Estate Tax Rate Extension and Impact (17 KB)
pdf Rochelle Firefighters’ Pension Fund Actuarial Valuation – Lauterbach & Amen, LLP (605 KB)
pdf Rochelle Police Pension Fund Actuarial Valuation – Lauterbach & Amen, LLP (591 KB)
pdf City of Rochelle Firefighters’ Pension Fund Actuarial Valuation – Foster & Foster (1.31 MB)
pdf City of Rochelle Police Penson Fund Actuarial Valuation – Foster & Foster (1.36 MB)
Agenda Item #12 - Ordinance Abating the Taxes Levied for 2020 for Taxable General Obligation Bonds Series 2013
Staff Contact: Chris Cardott, Finance Director
Summary: In 2010, the Mayor and Council approved an ordinance providing for the issuance of bonds to finance offsite improvements related to the Lighthouse Pointe Subdivision and Route 38 corridor. The City subsequently issued Taxable General Obligation Bonds, Series 2010 (Recovery Zone Economic Development Bonds) in the amount of $2,940,000. In April 2013, due to federal budget cuts which affected the subsidy available through the Recovery Zone Bond program, the Council approved the issuance of General Obligation Refunding Bonds in an amount not to exceed $3,125,000, which included interest and bond issuance costs. The annual debt service related to these bonds is being paid through TIF revenues, instead of property taxes, when sufficient funds are available. To abate the property taxes, the proposed ordinance must be approved annually and forwarded to Lee County and Ogle County.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Approve an Ordinance Abating the Taxes Levied for 2020 to Pay Debt Service on Taxable General Obligation Bonds Series 2013
Supporting Documents:
Agenda Item #13 - Ordinance Abating the Taxes Levied for 2020 to Pay the Principal of and Interest on $4,500,000 General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle
Staff Contact: Chris Cardott, Finance Director
Summary: In 2018, the Mayor and Council approved an ordinance providing for the issuance of bonds to finance infrastructure improvements. The City subsequently issued General Obligation Bonds (Alternate Revenue Source), Series 2018 in the amount of $4,500,000. The annual debt service related to these bonds is being paid through the Capital Improvement Fund from a transfer from the Non-Home Rule Sales Tax Fund instead of property taxes, when sufficient funds are available. To abate the property taxes, the proposed ordinance must be approved annually and forwarded to Lee County and Ogle County.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Approve an Ordinance Abating the Taxes Levied for 2020 to Pay the Principal of and Interest on $4,500,000 General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle
Supporting Documents:
pdf Ordinance Abating the Taxes Levied for 2020 to Pay the Principal of and Interest on $4,500,000 (343 KB) General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle
Discussion Item #1 - Rochelle Business Community Survey
The Rochelle Retail Advisory Board (RAB) in partnership with Kishwaukee College and the Small Business Development Center (SBDC) at Waubonsee Community College created an online survey via Survey Monkey to determine the challenges of COVID-19 on local businesses and how the Retail Advisory Board, City of Rochelle, and the two Colleges might offer targeted support during this unprecedented time of small business closures and work restrictions. 69 Area businesses representing commercial and retail, industry, professional services, financial institutions, healthcare, entertainment, transportation, hospitality, non-profit, government, and technology sectors responded to the seven-question survey. Peggy Friday will provide information on the survey results.
Supporting Documents:
pdf Fall 2020 Rochelle Business Community Survey Report (330 KB)
City Council Committee of the Whole Budget Meeting - November 16, 2020
AGENDA
ROCHELLE CITY COUNCIL
COMMITTEE OF THE WHOLE WORKSHOP
Monday, November 16, 2020 at 6:00 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
II. ROLL CALL:
III. PUBLIC COMMENTARY:
IV. DISCUSSION ITEM
1) pdf Proposed 2021 Capital Improvement Plan (16.39 MB)
2) pdf Proposed 2021 Budget for All Funds of the City of Rochelle (24.53 MB) | pdf Executive Summary (876 KB) | pdf Presentation (3.61 MB)
V. ADJOURNMENT
City Council Meeting Agenda - October 26, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, October 26, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
· Pledge to the Flag
· Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
· Mayor’s Report
· Council Members
· Good News
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 10/13/20 (401 KB)
b) Accept and Place on File Minutes of Golf Course Advisory Committee – document 11/25/19 (89 KB)
c) Approve Exceptions – pdf 10/7/20-10/21/20 (217 KB)
d) Approve Payroll – pdf 10/5/20- 10/18/20 (61 KB)
e) Accept and Place on File Municipal Compliance Report – pdf Fire Pension Fund (725 KB)
f) Accept and Place on File Municipal Compliance Report – pdf Police Pension Fund (87 KB)
g) Accept and Place on File Financial Statement – pdf September 2020 (879 KB)
2) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One B Liquor License for Expresslane Located at 452 Lake Lida Lane
3) Ordinance Naming a Street, Avenue, Alley or Other Public Place (Treatment Plant Drive)
VII. DISCUSSION ITEMS:
1) Property Tax Levy 2020
VIII. EXECUTIVE SESSIONIX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending
the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Expresslane, Inc. located at 452 Lake Lida Lane
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: Expresslane, Inc. has submitted an application for a Class B liquor license at 452 Lake Lida Lane. The Class B license allows for the retail sale on the premises specified of alcoholic liquor for consumption on the premises as well as other packaged retail sale of such liquor..
The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the creation of a Class B liquor license for ExpressLane. This action will result in a total of eleven Class B liquor licenses in the City of Rochelle.
Recommendation:
Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Expresslane, Inc. located at 452 Lake Lida Lane
Supporting Documents:
Agenda Item #3 - Ordinance Naming a Street, Avenue, Alley or Other Public Place (Treatment Plant Drive)
Staff Contact: Jay Mulholland
Summary: RMU Water/Water Reclamation staff would like to name the driveway that is off the intersection of South 9th Street and Elliott’s Way to Treatment Plant Drive. Currently, there is a lot of confusion with Elliott’s Drive in Hillcrest, which has a Rochelle address, and Treatment Plant Road which ends at the Kyte River. This can make it difficult for people and deliveries to find where treatment plant is located.
Recommendation: Ordinance Naming a Street, Avenue, Alley, or Other Public Place (Treatment Plant Drive)
Supporting Documents:
pdf Maps of 888 Treatment Plant Road, 888 Elliott’s Way and 888 Elliott Drive (142 KB)
pdf Ordinance Naming a Street, Avenue, Alley or Other Public Place (Treatment Plant Drive) (203 KB)
pdf Exhibit – Map of Proposed Treatment Plant Drive (948 KB)
Discussion Item #1 - Property Tax Levy
The State of Illinois requires the City annually to adopt and file a Property Tax Levy Ordinance on or before the last Tuesday in December. Last year the City’s Equalized Assessed Valuation (EAV) was $254,870,696 and its property tax rate was 1.024840 per $100 of EAV. The City collected $2,612,016.84 in property taxes. For 2020, Ogle County has estimated the City’s EAV at $271,126,394 which is an increase of over $16 million. The proposed levy calculation options would result in the City collecting $2,687,794 in property taxes, an increase of 3% (excluding the bond) or $2,737,794 in property taxes, an increase of 4.95% (excluding the bond). Based on the estimated EAV, the tax rate would decrease .033496 per $100 of EAV for the 3% option or .015055 per $100 EAV for the 4.95% option. The proposed 2020 levy includes funding the Police and Fire Pension Funds as recommended by the City’s actuarial studies. The Ordinance Levying Taxes for the City of Rochelle for 2020 will be included as a business item on the November 9, 2020 City Council Meeting.
Reference Documents:
pdf Rochelle Firefighters’ Pension Fund Actuarial Valuation – Lauterbach & Amen, LLP (605 KB)
pdf Rochelle Police Pension Fund Actuarial Valuation – Lauterbach & Amen, LLP (591 KB)
pdf City of Rochelle Firefighters’ Pension Fund Actuarial Valuation – Foster & Foster (1.31 MB)
pdf City of Rochelle Police Penson Fund Actuarial Valuation – Foster & Foster (1.36 MB)
City Council Meeting Agenda - October 13, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Tuesday, October 13, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
· Pledge to the Flag
· Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
· Mayor’s Report
· Council Members
· Remarkable Resident
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – 09/28/20
b) Accept and Place on File Minutes of Planning and Zoning Commission - pdf 09/08/20 (171 KB)
c) Approve Exceptions – pdf 09/23/20 (209 KB)
d) Approve Payroll – pdf 09/21/20-10/04/20 (59 KB)
e) Resolution Regarding the Release of Executive Session Minutes
2) Ordinance Approving Amended Agreement with MECEN, LLC
3) Ordinance Amending Chapter 2-110 Of the Municipal Code of The City of Rochelle Regarding Vacancy in the Office of City Manager
4) Ordinance Amending RMU Shop Local Program
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSIONIX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #1e - Resolution Regarding the Release of Executive Session Minutes
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: The Mayor and Council went into executive session on September 28, 2020 for the semi-annual review of the executive session minutes as mandated per the Open Meetings Act, Section (c) (21). Following review and discussion the council recommended that 8 executive session minutes be released, and 47 executive session minutes remain confidential at this time due to content. The minutes being released are identified on Exhibit A and the minutes remaining confidential are identified on Exhibit B of the Resolution Regarding the Release of Executive Session Minutes.
Recommendation:
Approve the Resolution Regarding the Release of Executive Session Minutes
Supporting Documents:
pdf Resolution Regarding the Release of Executive Session Minutes (112 KB)
Agenda Item #2 - MECEN, LLC Amended Easement Agreement for Deck and Stairway Located at 407 Lincoln Highway - Artist's Garden
Staff Contact: Michelle Pease, Community Development Director
Summary: MECEM, LLC (Artist Garden), is requesting an amendment to the easement agreement to install a deck and stairway located in Page Park (City Owned Property) to the South of their building located at 407 Lincoln Highway. The deck and stairway will allow access to the Acres Café that will be opening in 2020. The amendment will increase the square footage by 15.5 sq. ft. The deck will not impede the pedestrian traffic through Page Park and will add an ADA ramp.
This easement agreement is for a period of thirty (30) years with an option for two ten (10) year extensions. MECEN, LLC will construct and maintain the deck and stairway in accordance with all applicable City Building and Fire Codes.
Strategic Plan Goal Application: This project continues to support the City’s Strategic Plan goals by improving and developing our Downtown.
Recommendation: Approve the MECEN, LLC Easement Agreement for a deck and stairway.
Supporting Documents:
pdf Easement Agreement (93 KB)
pdf Site Plans & Request Letter (39 KB)
Agenda Item #3 - Ordinance Amending Chapter 2-110 Of the Municipal Code of The City of Rochelle Regarding Vacancy in the Office of City Manager
Staff Contact: Nancy Bingham
Summary: The Municipal Code: Vacancy in the Office of City Manager is updated to reflect the current standard of 365 days for temporary appointment, which replaces the original 180 days and the timeframe of one (1) year to fill the vacancy, which replaces the original six months.
Strategic Plan Goal Application:
Attract and retain quality employees allowing the departments to provide quality services to the City and its residents.
Recommendation: Approve an Ordinance Amending Chapter 2-110 Of the Municipal Code of The City of Rochelle Regarding Vacancy in the Office of City Manager
Supporting Documents:
Agenda Item #4 - Ordinance Approving Shop Local RMU Credit Program
Staff Contact: Jeffrey A. Fiegenschuh, City Manager
Summary: The proposed extension for the Shop Local RMU Credit Program is designed to be an economic tool by the City of Rochelle to encourage our residents to patronize local businesses who were forced to close during the COVID-19 pandemic.
Participating in Program provides a $60 reimbursement in the form of a credit on a future Rochelle Municipal Utility (RMU) bill for qualifying purchases at retail/service shop and restaurant establishments located within the RMU Service Territory.
- $60 credit on your RMU bill
- Residential household within RMU Service Territory (3 per household)
- Purchases made at qualifying businesses, August 15 through December 31, 2021
- A minimum $300 spent at a qualifying retail/service shop and/or local restaurants deemed non-essential by gubernatorial executive order
Strategic Plan Goal Application: This request continues to support the City’s Strategic Plan goals and objectives by promoting, retaining and enhancing small business development
Recommendation: Approve the ordinance to facilitate the Shop Local RMU Credit Program
Supporting Documents:
City Council Meeting Agenda - September 28, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, September 28, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
· Pledge to the Flag
· Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
· pdf Domestic Violence Awareness Month – October 2020 (128 KB)
· pdf Public Power Week – October 4-10, 2020 (70 KB)
· pdf National Fire Prevention Week – October 4-10, 2020 (73 KB)
IV. REPORTS AND COMMUNICATIONS:
· Mayor’s Report
· Council Members
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 09/14/20 (256 KB)
b) Approve Exceptions – pdf 09/09/20-09/15/20 (188 KB) , pdf 9/16/20-9/22/20 (164 KB)
c) Approve Payroll – pdf 09/07/20-09/20/20 (63 KB)
g) Establish Annual Trick-or-Treat Schedule 10/31/20 from 5:00pm-8:00pm subject to social distancing guidelines, including masks, and future restrictions from health officials
h) Accept and Place on File Financial Statement – pdf August 2020 (662 KB)
2) Ordinance Amending Ordinance No. 45-OH for Lee Ogle Enterprise Zone
3) Resolution Authorizing the Execution and Approval of the Bylaws of the Rock River Watershed Group and Board Member Appointment
4) Construction Contract Change Order for Wastewater Treatment Plant Upgrades
5) Change Order #1 for Prologis Park Substation
6) Ordinance Waiving the Competitive Bidding Requirements and Awarding Bruns Construction, Inc. the Contract for Replacing the Floor Grating at the Water Reclamation Facility
7) Ordinance Approving the Disposal of Surplus Personal Property Owned by the City of Rochelle
8) Resolution Authorizing the Execution of a Dark Fiber License Agreement with Zayo Group, LLC
9) Resolution Approving a Purchase and Sale Agreement with 1600 Ritchie Court, LLC
VII. DISCUSSION ITEMS:
1) City of Rochelle Progress 2017-2020
VIII. EXECUTIVE SESSIONIX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending
the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: In December of 2015 the Mayor and Council approved an Ordinance Establishing the Lee Ogle Enterprise Zone. The zone encompasses the City of Rochelle along with the City of Dixon, Ogle County and Lee County. The zone was established to provide incentives to promote the economic growth of the area, to reduce unemployment and to encourage expansion, rehabilitation and new construction of structures within the zone for a term of 15 years.
Since establishing the zone, multiple ordinances have been approved to add properties to the zone. The proposed amending ordinance adds the Village of Franklin Grove as a “Designating Unit of Government” and amends the zone area and funding formula for administration operating expenses to include Franklin Grove.
Lee Ogle Enterprise Zone Administrator Andy Shaw will attend the meeting to answer any questions.
Recommendation: Authorize an Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone
Supporting Documents:
pdf Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone (69 KB)
pdf Amendment 11 to Addendum “A” (172 KB)
pdf Amendment 11 to Addendum “B” (87 KB)
Agenda Item #3 - Resolution Authorizing the Execution and Approval of the Bylaws of the Rock River Watershed Group and Board Member Appointment
Staff Contact: Adam Lanning
Summary: The recently issued NPDES discharge permit for the water reclamation facility outlines several new compliance requirements. One of the many requirements is to join and or develop a watershed group to evaluate the receiving stream water quality which City of Rochelle’s water reclamation plant discharges to. Over the past year we have been working with the Rockford sanitary district to develop the watershed group. Therefore, the adoption of these bylaws is a commitment the City must make in order to comply with our new permit. In conjunction, it is also required to appoint a member to represent the City and we recommend the Utilities Superintendent for this role.
Strategic Plan Goal Application: Short-Term Route & Long-Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.
Recommendation: Adopt a Resolution Authorizing the Execution and Approval of the Bylaws of the Rock River Watershed Group and Board Member Appointment
Supporting Documents:
pdf Bylaws of Rock River Watershed Group (180 KB)
Agenda Item #4 - Construction Contract Change Order for Wastewater Plant Upgrades
Staff Contact: Adam Lanning
Summary: The water reclamation facility is currently undergoing an approximately $7 million upgrade and during construction encountered numerous unexpected problems. We have decided to add back into the scope of work a larger portion of road work which we took out initially from our bids to keep the costs down. As we near the end of construction it makes sense to add that work back in to the scope due to the degraded state of the access roads. This change order will cover the full paving of all the access roads, including adding concrete approaches to many of the buildings. In addition, there were several small items we encountered along with removing a large section of chain-link fence that we found to be too problematic to install.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| IEPA SRF Loan | $3,453,262 | $73,679.46 |
Strategic Plan Goal Application: Short-Term Route & Long-Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.
Recommendation: Approve the change order from Whittaker Construction & Excavating, Inc. in the amount of $73,679.46.
Supporting Documents:
Agenda Item #5 - Change Order #1 for Prologis Park Substation
Staff Contact: Adam Lanning
Summary: Upon purchase of the three transformers for the Prologis Park Substation, RMU staff decided it would be prudent to add SEL-2414 relays to provide thermal monitoring on the transformers via resistance temperature detector (RTD) and current transformer load. This monitoring equipment will integrate with our current SCADA system to provide data that will aid in protecting the equipment.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Cash Reserve: |
| Cash Reserve | #3,500,000 | $22,063.00 |
Strategic Plan Goal Application: Short-Term Route & Long-Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.
Recommendation: Authorize the City Manager to sign a change order with WEG Transformers, USA in the amount of $22,063.
Supporting Documents:
Agenda Item #6 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Bruns Construction, Inc. the Contract for Replacing Floor Grating at the Water Reclamation Facility
Staff Contact: Adam Lanning
Summary: The water reclamation facility consists of many open tanks that require the use of floor grating to allow access for operators to walk on. The existing floor grating is in poor condition and on September 16th we held a bid opening to replace a large portion of this grating. Bids were opened and read aloud with bids ranging from $47,430 to $63,760 with the low bidder being Swedberg and Associates, Inc. of Sycamore, Illinois. Upon review of the bids, Bruns Construction bid on the project and was 2.2% higher than Swedberg at a base cost of $48,500. The City may waive competitive bidding requirements by a two-thirds vote of the City Council pursuant to 65 ILCS 5/8-9-1 of the Illinois Municipal Code and Section 2-371 of the Rochelle Municipal Code alternatives.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Cash | N/A | $48,500 |
Strategic Plan Goal Application: Short-Term Route & Long-Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.
Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Bruns Construction, Inc. the Contract for Replacing Floor Grating at the Water Reclamation Facility in the amount of $48,500 and reject all other bids.
Supporting Documents:
pdf Recommendation Letter from Willett Hofmann (175 KB)
Agenda Item #7 - Ordinance Approving the Disposal of Surplus Personal Property Owned by the City of Rochelle
Staff Contact: Sue Messer, Assistant to the City Manager/ City Clerk
Summary: The City of Rochelle currently owns two vehicles that have multiple mechanical issues and are no longer in service. The police department has retired a 2013 Dodge Charger with 107,166 miles that has major engine damage, metal in the bottom end and a bearing issue. The airport has a 2010 Dodge Charger that was previously used by the communications department and retired before that by the police department. The car is no longer in use due to several safety issues including weak brakes, gear shifter does not operate properly, the front bumper is damaged, and the power steering does not work properly.
Since these vehicles have little to no value, City staff would like to dispose of them, possibly by donating to the Kishwaukee College Automotive Program.
Recommendation: Approve an Ordinance Approving the Disposal of Surplus Personal Property Owned by the City of Rochelle
Supporting Documents:
Agenda Item #8 - Approve Resolution Authorizing the Execution of Dark Fiber Licensing Agreement with Zayo Group, LLC
Staff Contact: Adam Lanning
Summary: Staff proposes that we enter into an agreement with Zayo to provide Dark Fiber services from the Tech Center to Walmart in Rochelle. The agreement is for a 5 year term with 3 additional 5 year options that can be renewed by Zayo prior to the end of the term. The contract will provide income of $4,500 per year during the life of the agreement. For the initial 5 year term we will receive $22,500.
Strategic Plan Goal Application: To continue to grow our Advanced Communication Department and work with outside vendors to provide telecommunications services to customers within the RMU service area.
Recommendation: Approve Resolution Authorizing the Execution of Dark Fiber License Agreement with Zayo Group, LLC
Supporting Documents:
pdf Dark Fiber License Agreement for Dark Fiber to Walmart (259 KB)
Agenda Item #9 - Resolution Approving a Purchase and Sale Agreement with 1600 Ritchie Court, LLC
Staff Contact: Jeffrey A. Fiegenschuh, City Manager
Summary: Last year the City purchased approximately 16.5 acres for the development of a new substation at the intersection of Ritchie Road and Ritchie Court. The City subdivided the parcel into three separate lots and has determined that Lot 3 of the subdivided parcel is no longer necessary for the operation of the electric utility and found it to be surplus property by the City Council.
This lot is zoned for industrial use in the I-2 General Industrial Zoning District and the City has negotiated a purchase and sale agreement with 1600 Ritchie Court LLC (Project Jackpot) for the purchase of Lot 3, which consist of 6 acres. The City obtained an appraisal and the sales price is equal to the appraised value of the land (which is what the City originally paid for the property) on a per acre basis as required by 65 ILCS 5/11-76-4.1.
By approving this resolution, the City is authorizing the City Manager to execute the purchase and sale agreement with 1600 Ritchie Court LLC in the amount of $261,359.71.
Strategic Plan Goal Application: Community & Economic Development, Explore, develop and improve strategies for industrial growth.
Recommendation: Authorize a Resolution Approving a Purchase and Sale Agreement with 1600 Ritchie Court, LLC and authorize the City Manage to execute said agreement.
Supporting Documents:
pdf Resolution Approving a Purchase and Sale Agreement with 1600 Ritchie Court, LLC (83 KB)
pdf Agreement of Purchase and Sale (455 KB)
pdf Map of the entire parcel including Lot 3 (4.50 MB)
Discussion Item #1 - City of Rochelle Progress 2017-2020
The City of Rochelle has made significant progress in projects and development over the past three years. City Manager, Jeff Fiegenschuh, will share a bird’s eye view highlighting the different projects completed between 2017-2020.
City Council Meeting Agenda - September 14, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, September 14, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
· Pledge to the Flag
· Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
· pdf Constitution Week – September 17-23, 2020 (105 KB)
IV. REPORTS AND COMMUNICATIONS:
· Mayor’s Report
· Council Members
· Remarkable Resident – Hannah Busching
· Good News – Adam Lanning Nominated for Outstanding Operator of the Year
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 08/24/20 (456 KB)
b) Approve Exceptions – pdf 08/19/20 – 9/8/20 (295 KB)
c) Approve Payroll – pdf 08/10/20 – 08/23/20 (59 KB) , pdf 08/24/20-09/06-20 (59 KB)
d) Accept and Place on File Minutes of Planning and Zoning Commission – pdf 8/3/20 (153 KB)
2) (Public Hearing and Action)– Resolution of Support and Commitment of Local Funds to a State Community Development Block Grant - Sanitary Sewer Lining Project
3) Renewal of City Manager Employment Agreement
4) Ordinance Granting Variation of Lot Coverage at 309 Woolf Court
5) Ordinance Granting Variation Related to Setbacks for Pasquesi Farms, LLC dba MightyVine
6) Ordinance Pertaining to the Local Coronavirus Urgent Remediation Emergency Support Program (Local CURE Program)
7) Resolution Authorizing the Execution of a First Amendment to EEI Master Power Purchase and Sale Agreement between the City of Rochelle and Citigroup Energy Inc.
8) Switchgear Purchase Prologis Park Substation
VII. DISCUSSION ITEMS: VIII. EXECUTIVE SESSION IX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending
the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - (Public Hearing and Action)– Resolution of Support and Commitment of Local Funds to a State Community Development Block Grant (CDBG)- Sanitary Sewer Lining Project
Staff Contact: Adam Lanning
Summary: Pursuant to CDBG requirements for the sewer lining project, we are required to hold a hearing to receive public comments from citizens on the performance of the sewer lining project. The City of Rochelle is applying for a Public Infrastructure grant through the Department of Commerce and Economic Opportunity Community Development Block Grant program to install a cured-in-place liner in approximately 9,410 feet of sanitary sewer. The project is intended to eliminate sanitary sewer infiltration that causes surcharging and basement backups and prevent sanitary sewer overflows during wet weather events. The sanitary sewers to be lined are located on Lincoln Hwy from 9th Avenue to IL Route 38; N. Main Street from 9th Avenue to McConaughy Avenue; N. 3rd Street and N. 2nd Street from 10th Avenue to McConaughy Avenue; Meadow Lane from School Avenue to McConaughy Avenue; 10th Avenue from Lincoln Hwy to N. Main Street; School Avenue from N. 2nd Street to Meadow Lane; and McConaughy Avenue from N. 2nd Street to Meadow Lane. The project construction cost is estimated to be $620,260. The City will be applying for a $550,000 grant.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Water Reclamation Cash Reserves | $70,260 |
Recommendation:
Hold Public Hearing
Close Public Hearing
Approve a Resolution of Support and Commitment of Local Funds Authorizing the City Manager to Apply for and Execute any Agreement Necessary for the Community Development Block Grant (CDBG) Program Grant
Supporting Documents:
pdf Notice of Public Hearing (138 KB)
pdf Resolution of Support and Commitment of Local Funds (107 KB)
Agenda Item #3 - Renewal of City Manager Employment Agreement
Staff Contact: Nancy Bingham
Summary: City Manager, Jeff Fiegenschuh’s third (3rd) year anniversary was September 11, 2020. Per his Employment Agreement, the Mayor and Council Members completed his annual performance review. Upon the completion of this process the Mayor and Council support the renewal of his Employment Agreement, with the term of September 14, 2020 – May 2023, which runs concurrently with the Mayor’s current term.
Strategic Plan Goal Application: Budget - A tool to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.
Recommendation:
Approve the Employment Agreement for City Manager Jeff Fiegenschuh, September 14, 2020 through May 2023.
Supporting Documents:
pdf Employment Agreement (223 KB)
Agenda Item #4 - Ordinance Granting Variation of Lot Coverage at 309 Woolf Court
Staff Contact: Michelle Pease, Community Development Director
Summary: The petitioner is seeking a variance of lot coverage for a sidewalk and a driveway connecting the alley to the garage located at 309 Woolf Court, which is zoned R3. Currently, the petitioner has exceeded the maximum lot coverage by approximately 14% with an addition to the home and an attached garage which was previously permitted, prior to current staff.
The petitioner applied for the driveway at the time he applied for the addition and attached garage; however, the driveway was not carried over from the application onto the permit or completed within the one-year time frame. The addition and attached garage were completed by 2019, with no documented final inspection. In 2020, the petitioner assumed he could complete the final phase of his project by installing his driveway.
For the petitioner to be issued a permit to install the driveway and sidewalk, which will be an additional 11.2% of lot coverage, a variance is required. The total lot coverage would then be at 57.9%. City code requires a hard surface be installed per Section 110-634.
A public hearing was held on Tuesday September 8, 2020. The Planning and Zoning Commission approved the Variance of setbacks/lot coverage by a vote of 5-0.
Strategic Plan Goal Application: This request continues to support the City’s Strategic Plan goals and objectives by encouraging diversified housing developments with friendly walkways.
Recommendation:
Approve an Ordinance Granting Variation of Lot Coverage at 309 Woolf Court.
Supporting Documents:
pdf Ordinance Granting Variation of Lot Coverage at 309 Woolf Court (207 KB)
Agenda Item #5 - Ordinance Granting Variation Related to Setbacks for Pasquesi Farms, LLC dba MightyVine
Staff Contact: Michelle Pease, Community Development Director
Summary: The petitioner is seeking a variance of setbacks in order to construct a proposed packhouse expansion, located at 222 Centerpoint Drive in the Centerpoint Intermodal Center, Phase I, Lot Two, which is zoned I2, General Industry. The petitioner is requesting a 20’ front setback rather than the required 60’ front setback. The location for the proposed packhouse was chosen in order to be contiguous with the existing packhouse.
A minimum 50’ interior parkway from the Right of Way is required for a landscape buffer. All other lots within the Centerpoint subdivision have met the landscaping buffer requirement. There is an existing 10’ utility/drainage easement adjacent to the property requesting the variance. The proposed packhouse would be less than 10’ from the existing easement. All other buildings within the Centerpoint subdivision have also met the required building setbacks.
Sec. 110-404. - Interior parkways. Industrial districts. • Industrial properties, and properties in the I-1 and I-2 zoning districts shall provide a minimum 50-foot-wide interior parkway adjacent to all public rights-of-way. • All surface areas of interior parkways shall be sodded where not otherwise planted.
A public hearing was held on Tuesday September 8, 2020. The Planning and Zoning Commission voted to deny the Variance of setbacks/lot coverage by a vote of 4 to 1.
Strategic Plan Goal Application: Explore, develop and improve strategies for Industrial growth.
Recommendation:
Consider the approval or denial of an Ordinance Granting Variation Related to Setbacks for MightyVine.
Supporting Documents:
pdf Ordinance Granting Variation Related to Setbacks for MightyVine (207 KB)
Agenda Item #6 - Ordinance Pertaining to the Local Coronavirus Urgent Remediation Emergency Support Program (Local CURE Program)
Staff Contact: Chris Cardott, Finance Director
Summary: The Local Coronavirus Urgent Remediation Emergency (or Local CURE) Support Program (Section 3-10 of Public Act 101-0636) is a support program for units of local government as defined by the Illinois Constitution. The Local CURE program will allow the City of Rochelle to submit expenses for reimbursement up to a maximum of $394,956 based on its per capita formula. If funds are not used by municipalities, there will be an additional disbursement in 2021 to municipalities that have expenses in excess of the per capita maximum. The Local CURE program: • Is a local government assistance program which applies to all units of local government (as defined by the Illinois Constitution) outside of Cook, Lake, Will, Kane, & DuPage counties. • Is federally funded from the Coronavirus Relief Fund using dollars allocated to Illinois through the CARES Act. • Will reimburse units of local government for costs that: o are necessary expenditures incurred due to the public health emergency with respect to COVID-19; o were not accounted for in the budget most recently approved as of March 27, 2020 (the date of enactment of the CARES Act) for the unit of local government; and o were incurred during the period beginning March 1, 2020 and ending December 30, 2020. Strategic Plan Goal Application: Maintain Fiscal Stability – Short Term Routine
Recommendation:
Approve the Ordinance Pertaining to the Local CURE Program
Supporting Documents:
pdf Ordinance Pertaining to the Local CURE Program (269 KB)
pdf Financial Support Conditions and Certification (4.27 MB)
Agenda Item #7 - Resolution Authorizing the Execution of a First Amendment to EEI Master Power Purchase and Sale Agreement between the City of Rochelle and Citigroup Energy Inc.
Staff Contact: Adam Lanning
Summary: The amendment was revised to incorporate language recommended by US and International protocols according to federal regulations under the Dodd-Frank Law. The amendment restricts Rochelle from invoking its cross default or credit enhancements rights against affiliates of Citi in the event Citi enters federal insolvency proceedings. Approving the amendment will allow Rochelle to utilize its current Master Agreement with Citigroup in the event Rochelle wishes to pursue a future energy transaction. Rochelle does not have an immediate need for energy products due to the current NextEra agreement in place.
Recommendation: Approve a Resolution Authorizing the Execution of a First Amendment to EEI Master Power Purchase and Sale Agreement between the City of Rochelle and Citigroup Energy Inc.
Supporting Documents:
pdf First Amendment to EEI Master Power Purchase and Sale Agreement (128 KB)
Agenda Item #8 - Switchgear Purchase for Prologis Park Substation
Staff Contact: Adam Lanning
Summary: The City received and opened bids on August 27, 2020 for the switchgear purchase, as part of the Prologis Park Substation Upgrades project that include a medium voltage outdoor metal- Clad Switchgear structure with sheltered aisle, circuit breakers, controls, relays and switches. A total of three (3) bids were received and have been reviewed for completeness and the ability to meet specifications requirements.
The bid from Powercon was the apparent low bid at $2,497,181 for Specification 2031K002, no major exceptions were listed. Powercon has a good list of reference completed projects. The company appears to be in good standing and employs certified and trained craftsmen.
The low bid for the project is in accordance with the Engineer’s estimate of $2,400,000 for the contract.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Electric Funds | $3,500,000 | $2,497,101.00 |
Recommendation:
Approve the apparent low bid of $2,497,181 from Powercon for Switchgear Purchase for Prologis Park Substation and reject all other bids.
Supporting Documents:
City Council Meeting Agenda - August 24, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, August 24, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
- Pledge to the Flag
- Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
- Mayor’s Report
- Council Members
- Swearing In – Police Officer Trevor Owen
- Police Officer Cassie Rogers
- City Clerk – Petitions for Candidacy
- Boundary Waters Trip – John Kaltenbach
V.PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf August 10, 2020 (418 KB)
b) Approve Exceptions – pdf 08/05/20-08/11/2 (159 KB) 0, pdf 08/12/20-08/18/20 (126 KB)
c) Approve Payroll – pdf 07/27/20-08/09/20 (57 KB)
d) Accept and Place on File Financial Statement – pdf July 2020 (7.25 MB)
2) (Public Hearing and Action) Resolution Committing Local Funds for a Rebuild Illinois Regional Economic Development Grant Project to Construct an Electric Distribution Substation near Ritchie Road and Ritchie Court
3) Resolution Approving an Emergency Proposal from Engel Electric Co. for the Replacement of Electric Service to the Police Department
4) Resolution Approving a Redevelopment Agreement for the Real Estate Located at 600 S. 7th Street with Errett Warehousing, LLC, Series Two
5) Ordinance Amending the Municipal Code of the City of Rochelle Adding Chapter 94 Article X Entitled “Non-Highway Vehicles”
VII. DISCUSSION ITEMS:
1) Census 2020 Update
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending
the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - (Public Hearing and Action) Resolution Committing Local Funds for a Rebuild Illinois Regional Economic Development Grant Project to Construct an Electric Distribution Substation near Ritchie Road and Ritchie Court
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: On or about August 31, 2020, the City of Rochelle intends to apply to the Illinois Department of Commerce and Economic Opportunity for a grant from the Rebuild Illinois program. This program is funded by state funds as included in the 2019 Capital Bill. These funds are to be used for a community development project that will include the construction of the Prologis Park Substation. The total amount of Rebuild Illinois funds to be requested is $2,000,000. The City of Rochelle also proposes to expend $10,000,000 in non-Rebuild Illinois funds on the project. These non-Rebuild Illinois funds will be derived from the following sources: Electrical Utility Capital Fund.
Strategic Plan Goal Application: This request continues to support the City’s Strategic Plan goals and objectives by continually working to secure funding streams and developing long-term strategies to promote realistic and sustainable growth, including infrastructure needs.
Recommendation: Hold Public Hearing Approve Resolution Committing Local Funds for a Rebuild Illinois Regional Economic Development Grant Project to Construct an Electric Distribution Substation near Ritchie Road and Ritchie Court
Supporting Documents:
Agenda Item #3 - Resolution Approving an Emergency Proposal from Engel Electric Co. for the Replacement of Electric Service to the Police Department
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: Earlier this year, police department staff reported a significant amount of rainwater pouring in through the main electric panel in the basement boiler room. I contacted a local electrician who referred me to Engel Electric due to the extensive nature of the repairs required. Engel Electric staff have been out multiple times to evaluate the situation and take pictures and measurements. They have also met with members of our electric department to discuss the required repairs. As a result, they have submitted a proposal to replace the 3 phase service with a new 120/208V service, refeed the secondary of the transformer with new conduit and wire to a new disconnect, refeed from the new disconnect to the new service and excavate and repair the roadway and concrete sidewalks where new conduits are installed at a cost of $85,665.
Per Engel Electric, the issue with the existing 800A service is as follows: The parallel conduits from the existing transformer (located outside and underground) to the 800Amp service (located in the boiler room basement) are corroded to the point where the integrity of the conduit to protect the secondary wires is gone. It appears that the conduit is corroded to the point where rainwater enters the conduit and runs into the 800A service. The water inside the panel creates an electrical safety issue for individuals who are near it when the water is present. This is also detrimental to the breakers if they are in direct contact with the water.
In addition, RMU will need to replace the primary underground wire and move the transformer to a new location on the island next to the existing utility pole. The cost of moving the transformer would normally be passed onto the customer but RMU will absorb this cost. RMU believes this project needs to be done as the existing steel conduit has almost completely rusted away which could cause a cable fault outside the building or worse yet a panel fault on the inside of the building due to the water passing into the panel through the rotten conduit. RMU will work with the contractor in order to minimize outage times during this project. If this project is not completed and there is a fault in the wire or the panel, we will be looking at a significant outage at the police department. This outage would be several days if not a week to repair everything.
Strategic Plan Goal Application: This request continues to support the City’s Strategic Plan goals and objectives by maintaining core service delivery.
Recommendation: Approve a Resolution Approving an Emergency Proposal from Engel Electric Co. for the Replacement of Electric Service to the Police Department
Supporting Documents:
pdf Proposal from Engel Electric (425 KB)
pdf Pictures of existing, corroded conduits and cracked transformer pad (970 KB)
Agenda Item #4 - Resolution Approving a Redevelopment Agreement for the Real Estate Located at 600 S. 7th Street with Errett Warehousing, LLC, Series Two
Staff Contact: Jeffrey A. Fiegenschuh, City Manager
Summary: City Staff has been working with representatives from Errett Warehousing on the demolition of the property located at 600 South 7th Street in Rochelle (Rochelle Printing Building). The total projected costs are $75,000 and Errett Warehousing is requesting $50,000 in TIF reimbursement for the demolition. The $50,000 will be paid over two years in separate payments from the Downtown TIF. The payments will be made in December of 2021 and 2022 to ensure there is adequate TIF funding available. According to the agreement the entire building except for an approximately 6,000 square foot area in the NW corner will be demolished by March 31, 2021. It is intended that the remaining 6,000 square feet will be redeveloped or repurposed later.
Strategic Plan Goal Application: This request continues to support the City’s Strategic Plan goals and objectives by addressing community blight
Recommendation: Approve a Resolution Approving a Redevelopment Agreement for the Real Estate Located at 600 S. 7th Street with Errett Warehousing, LLC, Series Two
Supporting Documents:
pdf Agreement for Economic Development Grant (176 KB)
Agenda Item #5 - Ordinance Amending the Municipal Code of the City of Rochelle adding Chapter 94 Article X Entitled “Non-Highway Vehicles”
Staff Contact: Jenny Thompson, Director of Marketing, Public Relations and Tourism
Summary: Following discussion at the August 10th, 2020 City Council Meeting, an ordinance was drafted to allow golf carts and UTVs on City Streets. The proposed ordinance defines allowable non-highway vehicles; establishes hours of operation; prohibits operation on particular high-traffic roadways and the bike path; and includes requirements for safety including seatbelts for all passengers. All non-highway vehicle owners who wish to operate said vehicle on City streets will be required to obtain a registration sticker at the Rochelle Police Department beginning September 1st. Drivers of non-highway vehicles are subject to all provisions of the Illinois Vehicle Code which prohibits open containers of alcohol and driving while impaired. The proposed ordinance establishes a fine and registration suspension schedule.
Strategic Plan Goal Application: Community Inclusivity & Engagement
Recommendation: Approve an Ordinance Amending the Municipal Code of the City of Rochelle adding Chapter 94 Article X Entitled “Non-Highway Vehicles”
Supporting Documents:
Discussion Item #1 - 2020 Census
Members of Rochelle’s Local Complete Count Committee have been working diligently for nearly a year to inform, educate and motivate our residents about the 2020 Census. Now more than ever, we need every single Rochelle resident to be counted! For every person counted, $18,000 comes into Rochelle to fund firefighters, schools, social services, Medicaid, Medicare, student loans, senior citizen services and so much more. The last date to complete your Census is September 30th, 2020. Sue Messer will provide information on the outreach efforts to date, upcoming events and the current response rates.
Supporting Documents: pdf Census 2020 Presentation (2.57 MB)
City Council Meeting Agenda - July 27, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, July 27, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
· Pledge to the Flag
· Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
· Mayor’s Report
· Council Members
· Rochelle Area Community Foundation Check Presentation
· Employee Introductions
o Operator Dawson Williams
· Good News
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf July 13, 2020 (469 KB)
b) Approve Exceptions – pdf 07/08/20-07/14/20 (139 KB)
c) Approve Payroll – pdf 06/29/20-07/12/20 (60 KB)
d) Accept and Place on File Financial Statement – pdf June 2020 (3.07 MB)
e) Request from Rochelle Kiwanis Golden K to hold Peanut Days - pdf September 11-12, 2020 (12 KB)
f) Approve Restart Rochelle Grants: Beauty Bar, Flight Deck Bar and Grill
2) City of Rochelle Community Survey
3) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One R-1 Liquor License and Create One R-2 Liquor License for El Sol Mexican Restaurant Located at 509 4th Avenue
4) Ordinance Approving a FY21 Illinois Census Project Sub-Award Agreement Grant Sub-Award Agreement between the City and Region 1 Planning Council
5) Ordinance Amending Article IV, Section 2-264 of the Municipal Code Entitled “An Early Separation Incentive Program for Certain Employees of the City of Rochelle”
6) Construction Contract Change Order for Well 8 Rehabilitation Swaging
7) Resolution Authorizing Bearrows Real Estate & Auction Co to Inventory and Auction Surplus Personal Property Owned by the City of Rochelle
VII. DISCUSSION ITEMS:VIII. EXECUTIVE SESSIONIX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending
the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - City of Rochelle Community Survey
Staff Contact: Jenny Thompson, Director of Marketing, Public Relations & Tourism
Summary: In the Fall of 2019, the City of Rochelle partnered with Northern Illinois University to launch a community satisfaction survey. The survey, sent in mixed-mode format, was delivered via e-mail, phone and postal mail in both English and Spanish. Measuring satisfaction with City services, customer service and communication, the survey aims to guide staff in implementing improvements within the organization.
Mindy Schneiderman, Assistant Director of NIU’s Center for Governmental Studies will be on the phone to present the survey findings to Council.
Strategic Plan Goal Application: Community Outreach & Inclusivity
Recommendation:
Accept City of Rochelle Community Survey Results and Place on File
Supporting Documents:
pdf City of Rochelle Community Survey Report (2.71 MB)
Agenda Item #3 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One R-1 Liquor License and Create One R-2 Liquor License for El Sol Mexican Restaurant Located at 509 4th Avenue
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: El Sol Mexican Restaurant at 509 4th Avenue has submitted an application for a Class R-2 liquor license at 509 4th Avenue. El Sol wishes to upgrade from the existing Class R-1 liquor license, which allows for beer and wine, to a Class R-2 license which allows for the retail sale of alcoholic liquor for consumption on the premises by restaurants with no bar.
The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the creation of a Class R-2 liquor license for El Sol. This action will result in a total of four Class R-2 liquor licenses in the City of Rochelle.
Recommendation: Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One R-1 Liquor License and Create One R-2 Liquor License for El Sol Mexican Restaurant Located at 509 4th Avenue
Supporting Documents:
Agenda Item #4 - Ordinance Approving a FY21 Illinois Census Project Sub-Award Agreement Grant Sub-Award Agreement between the City and Region 1 Planning Council
Staff Contact: Sue Messer, Assistant to the City Manager/ City Clerk
Summary: In 2019 the Mayor and Council approved a Resolution Authorizing the Creation of a Local Complete County Committee (LCCC) for the City of Rochelle. Since that time, staff has registered the City as a Complete Count Committee at both the State and Federal level, joined the Regional Complete Count Committee and organized a large group of Census Partners to help spread the word. Members of our LCCC have spoken to several groups, distributed information through various channels and organized and participated in multiple events.
The Region 1 Planning Council (RPC) in Rockford was selected to serve as the Regional Intermediary for the Illinois Census Office “Northern Region” of Illinois, which includes Boone, DeKalb, Ogle, Stephenson and Winnebago Counties. As the Regional Intermediary, the RPC has been awarded funding from the Illinois Department of Human Services to promote a complete and accurate count in the Northern Region.Earlier this year, the City of Rochelle submitted a sub-recipient application for grant funds and was awarded $23,790 for Census outreach November 1, 2019 through June 30, 2020.
The recent State of Illinois budget includes additional funds for Census outreach. Once again, the Region 1 Planning Council is requiring the approval and execution of a grant sub-award agreement. This agreement provides the means for the City of Rochelle to receive reimbursement for Census related expenses through the grant. The amount of the agreement is $25,000 with a term of July 1, 2020 through October 31, 2020.
As of July 21st the self-response rates were as follows: National 62.3%, State of Illinois 67.0%, Ogle County 73.6% and Rochelle 70.6%. The City of Rochelle’s 2010 self-response rate was 73.5% with a final response rate of 77%.
Recommendation: Approve an Ordinance Approving a FY21 Illinois Census Project Sub-Award Agreement Grant Sub-Award Agreement between the City and Region 1 Planning Council
Supporting Documents:
pdf Ordinance Approving a FY21 Illinois Census Project Sub-Award Agreement (201 KB)
Agenda Item #5 - Ordinance Amending Article IV, Section 2-264 of the Municipal Code Entitled “An Early Separation Incentive Program for Certain Employees of the City of Rochelle”
Staff Contact: Jeff Fiegenschuh
Summary: Due to the Covid-19 pandemic I would like to extend the early retirement incentive for one additional year. Thus far 4 City/RMU employees have opted into the program. Aside from the dates, nothing from the previous program will change. If approved the plan will go into effect immediately with an enrollment period effective upon passage of this ordinance through February 14, 2022. The date of any employee’s separation under this program shall be no later than February 28, 2022. Enrolled employees must agree to utilize and exhaust any accrued and unused vacation, personal and comp time such that no employee may receive additional payments.
Recommendation: Authorize an Ordinance Amending Article IV, Section 2-264 of the Municipal Code Entitled “An Early Separation Incentive Program for Certain Employees of the City of Rochelle”
Supporting Documents:
Agenda Item #6 - Construction Contract Change Order for Well 8 Rehabilitation Swaging
Staff Contact: Adam Lanning
Summary: Well 8 (located on Caron Road) suffered an equipment failure earlier in the year and requires a new pump, motor and cable along with repairing a damaged casing. The contractor had issues getting their dummy test to pass for the installation of the swage liner in the well casing. In order to get a clear picture of what the issue is in the well, the contractor recommends a COLOG investigation which includes a caliper log, gyroscope test, and ABI inspection to map out the exact alignment and diameter of the well. All the information obtained during the investigation will create a complete picture of the well and will help determine the size liner required. This will also give the City very useful information for any future maintenance or rehab of the well, if required.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Cash Reserve | $165,000 | $37216 |
Strategic Plan Goal Application: Short-Term Route & Long Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.
Recommendation: Approve the Construction Contract Change Order for Well 8 Rehabilitation Swaging by Water Well Solutions, LLC in the amount of $37,216.
Supporting Documents:
Agenda Item #7 Resolution Authorizing Bearrows Real Estate & Auction Co to Inventory and Auction Surplus Personal Property Owned by the City of Rochelle
Staff Contact: Sue Messer, Assistant to the City Manager/ City Clerk
Summary: Earlier this year the City purchased the Hickory Grove Banquet and Conference Center with the intent of demolishing and redeveloping the property. In order to clear the way for demolition, and recoup some of the costs associated with the building, staff recommends that we sell the personal property contained within the facility. Bearrows Real Estate & Auction Co has offered to inventory and auction the personal property through an on-line platform. The only cost to the City for the auction services will be less than $400 for the use of the on-line platform. A list of the items being auctioned will be presented to council at the August 10th meeting for ratification.
Recommendation: Approve a Resolution Authorizing Bearrows Real Estate & Auction Co to Inventory and Auction Surplus Personal Property Owned by the City of Rochelle
Supporting Documents: pdf Resolution Authorizing Bearrows Real Estate & Auction Co to Inventory and Auction Surplus Personal Property Owned by the City of Rochelle (99 KB)
City Council Meeting Agenda - July 13, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, July 13, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
CALL TO ORDER:
Pledge to the Flag
Prayer
ROLL CALL:
PROCLAMATIONS, COMMENDATIONS, ETC:
REPORTS AND COMMUNICATIONS:
Mayor’s Report
Appoint Dale Myers to the Airport Advisory Board as a non-voting member at large with a term of July 13, 2020-July 1, 2023
Council Members
Remarkable Resident – Pal Colwill
Good News – Water Department
PUBLIC COMMENTARY:
BUSINESS ITEMS:
1)CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
Approve Minutes of City Council Meeting – pdf June 22, 2020 (475 KB)
Approve Exceptions – pdf 06/10/20-07/07/20 (341 KB)
Approve Payroll – pdf 06/15/20-06/28/20 (60 KB)
Accept and Place on File Minutes from Planning and Zoning Commission – pdf 05/04/20 (239 KB)
Approve Restart Rochelle Grants: Da Place Bar, TJ’s Lounge Inc., Premium Phone Stores, Hair Express, Tecalitlan Restaurant, Rock Sky Market, Inc., Beauty Villa, El Sol Mexican Restaurant, Cheri Picked Vintage LLC
2) Prologis Park Substation Transformer Purchases
3) Change Order for the South Main Street Improvement Project – Boring Electric Line
4) Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase and Installation of LED Streetlights
5) Ordinance Granting a Special Use to Allow the Burton Foundation to Construct a Residential/Retail Multi-Use Development Located at Coronado Drive and North Point Drive and an Ordinance Granting Variation to Permit First-Floor Residential on a Development Located Within the PUD-C Zoning District for the Property located at Coronado Drive and North Point Drive
6) Ordinance Granting Variation of Lot Coverage and Setbacks for Portable Garden Shed at 201 School Avenue
7) Consideration and action on an ordinance providing for the payment of the City’s outstanding Electric System Revenue Bonds, Series 2014, and Electric System Revenue Bonds, Series 2015, in advance of their respective maturities, authorizing the execution and delivery of an escrow agreement in connection therewith and related matters
8) Resolution Authorizing the City Manager to Execute an Intergovernmental Grant Agreement with the Illinois Department of Transportation – CARES Act
9) Amendment Two to Switching Services Agreement between Burlington Junction Railway and City of Rochelle
10) Ordinance Approving a Purchase and Sale Agreement for the purchase of property located at 1315 West 2nd Avenue
11) Ordinance Continuing the Temporary Suspension of Late Fees as Identified in Chapter 98 Article I of the Rochelle Municipal Code
DISCUSSION ITEMS:
EXECUTIVE SESSION
ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact Deputy City Clerk Rose Hueramo at rhueramoThis email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Prologis Park Substation Transformer Purchases
Staff Contact: Adam Lanning
Summary: BHMG is currently providing engineering and construction management services for the proposed 138 kV Prologis Park Substation to provide 34.5 kV and 13.8 kV to the proposed loads. The project requires energization of systems by fall 2021 with long equipment lead times, therefore, it is important to keep this project moving. On June 25th the City received and opened bids for three transformer purchases, as part of the substation. Three separate bid proposals were received from 3 different bidders, with proposal 3 as the recommended purchase for the City by BHMG. The bids ranged from $2,876,275 to $3,727,794 with WEG as the apparent low bidder. This bid was under the engineer’s original cost estimate of $3,600,000 and has a lead time of 40 weeks, also under the engineer’s original estimate of 48 to 72 weeks. The proposed purchase would provide 2 transformers supplying 34.5 kV and one transformer supplying 13.8 kV power to the southern industrial corridor.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Cash Reserve | $3,500,000 | $2,876,275 |
Strategic Plan Goal Application: Short-Term Route & Long-Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.
Recommendation: Approve the purchase of 3 transformers from WEG Transformers, USA in the amount of $2,876,275 and reject all other bids.
Supporting Documents:
pdf BHMG Recommendation Letter (2.34 MB)
Agenda Item #3 - Change Order for the South Main Street Improvement Project – Boring Electric Line
Staff Contact: Adam Lanning
Summary: With some recent developments with the South Main Street project we need to have approximately 740 LF of directional boring of the electric line. In order for the project currently in progress to continue to move forward, we would like to have Utility Dynamics Corporations perform the scope of work needed.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Electric Funds | Not Budgeted | $26,860 |
Supporting Documents:
pdf Illinois Department of Transportation Request for Approval of Change of Plans (52 KB)
pdf Utility Dynamics Corporation Quote (85 KB)
Agenda Item #4 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase and Installation of LED Streetlights
Staff Contact: Adam Lanning
Summary: As part of the 6th Street and Municipal Parking Lot #4 projects we will replace 15 streetlights to match the current style for the downtown area. In order to continue with this style, we propose bypassing the bid process and approve a bid from WESCO Distribution. The project will be funded by the engineering department and will be reimbursed by the Electric Department in FY2021.
Funding Sources: Source: Budgeted Amount: Proposed Expenditure: Electric Funds Not budgeted $34,500
Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Distribution the Purchase Order for the Purchase and Installation of LED Streetlights in the amount of $34,500.
Supporting Documents:
pdf Wesco Material Quote (76 KB)
Agenda Item #5 - Ordinance Granting a Special Use to Allow the Burton Foundation to Construct a Residential/Retail Multi-Use Development Located at Coronado Drive and North Point Drive and an Ordinance Granting Variation to Permit First-Floor Residential on a Development Located within the PUD-C Zoning District for the Property Located at Coronado Drive and North Point Drive
Staff Contact: Michelle Pease, Community Development Director
Summary: The Burton Foundation is seeking a special use permit to construct affordable residential and retail multi use in a Planned Unit Development – Commercial Zoning District (PUD-C).
In addition to the special use, the petitioner is also requesting a variance for residential units to be allowed on the first floor within a PUD-C.
The proposed construction is as follows:One 2-story residential wing One 3-story residential wing One 2-story building with 1st floor retail space (approx. 8,500 sq. ft.) with the 2nd floor residential. The retail space will not take the entire first floor of the development.
Staff has requested that all first floors consist of retail space, but that request is not satisfied by the current proposal. Additionally, staff has requested a commitment that the retail space would serve the community as a whole, and not just the residents of this property.
Within a PUD-C, Planned Unit Development – Commercial, such residential or mixed-use (residential and commercial) developments require a special use. Also, the proposed development does not have an entire first floor commercial use, as required by the City Code, therefore, the developer will need a variance allowing residential on the first floor for the development as proposed. The proposed development is not consistent with the City’s Comprehensive Plan, nor is it consistent with the commercial properties surrounding the parcel designated for this project.
Section 110-435(a)(2) of the City Code entitled “Types of PUDs” notes that a PUD-C is only for developments “involving commercial uses”. However, Sub-part (b)(1) of this Section does allow for developments that are allowed as a special use in the B-1 or B-2 business districts. The City’s Code related to B-1or B-2 business districts, B-1 Central Commercial District only allow mixed use buildings with residential units, when the residential units are located above the first floor. See Section 110-211.
In addition to the PUD-C location, the proposed development is located within the Rochelle Lighthouse Pointe TIF District. Within the Rochelle Lighthouse Pointe TIF District Intergovernmental Agreement between the City of Rochelle, Rochelle Township School District No. 212 and Rochelle Community Consolidated School District No. 231, Ordinance 10-3491, Section G, Residential Development, “The City shall not permit residential development within the TIF District without first obtaining the written consent of the School Districts.” Therefore, discussions with both school districts will need to take place before this project can move forward.
A public hearing was held on Monday, July 6, 2020. The Planning and Zoning Commission voted to disapprove the Special Use and Variance by a vote of 6-1.
Strategic Plan Goal Application: This request continues to support the City’s Strategic Plan goals and objectives by maintaining and encouraging a quality housing stock.
Recommendation: Review and approve/disapprove an Ordinance Granting a Special Use to Allow the Burton foundation to Construct a Residential/Retail Multi-Use Development Located at Coronado Drive and North Point Drive Review and approve/disapprove an Ordinance Granting Variation to Permit First-Floor Residential on a Development Located within the PUD-C Zoning District for the Property located at Coronado Drive and North Point Drive
Supporting Documents:
Agenda Item #6 - Ordinance Granting Variation of Lot Coverage and Setbacks for Portable Garden Shed at 201 School Avenue
Staff Contact: Michelle Pease, Community Development Director
Summary: Residents John and Dina Bearrows are seeking a variance of setbacks and lot coverage in order to place a proposed 12’ x 14’ portable garden shed behind the existing single car garage for storage located at 201 School Ave, which is zoned R1. There is approximately 18’ between the existing garage and the lot line. Due to the size of the proposed shed and the setback requirements, a variance is required. Currently, the lot is at maximum coverage. Therefore, a variance for an additional 168 square feet for the proposed shed.
A public hearing was held on Monday, July 6, 2020. The Planning and Zoning Commission approved the Variance of setbacks/lot coverage by a vote of 7-0.
Strategic Plan Goal Application: This request continues to support the City’s Strategic Plan goals and objectives by maintaining and encouraging a quality housing stock.
Recommendation: Approve an Ordinance Granting Variation of Lot Coverage and Setbacks for Portable Garden Shed at 201 School Avenue
Supporting Documents:
Agenda Item #7 - Consideration and action on an ordinance providing for the payment of the City’s outstanding Electric System Revenue Bonds, Series 2014 and Electric System Revenue Bonds, Series 2015, in advance of their respective maturities, authorizing the execution and delivery of an escrow agreement in connection therewith and related matters
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: In August 2014, City Council authorized the issuance of $6 million of Electric Revenue bonds for the purchase/installation of Cat diesel generators. The bond has an eligible call date of 2024 and a maturity date of 2034. In early 2015, City Council approved the refunding of the 2005 Electric Revenue bonds to take advantage of lower interest rates. The refunded bond totaled $9.11 million. It has an eligible call date of 2025 and maturity date of 2035. This ordinance would create an escrow account for future bond payments until the call dates. The amount required for the escrow account is $14,716,925.89. At the time of the call dates, the bonds would be paid off and save approximately $2.9 million in interest. By defeasing the bonds, the debt would be removed from the City’s financial statements and there would be no bond covenants to follow. Funding for the escrow account would come from the $9.5 million in restricted accounts and the remaining portion from proceeds from the sale of the transmission assets. The remaining unrestricted cash balance after establishing the escrow account will be $19.4 million which equates to 249 days cash on hand. The Electric expense budget will be reduced by $1.7 mil each year in the future because there will be no debt service payments.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Approval of an ordinance providing for the payment of the City’s outstanding Electric System Revenue Bonds, Series 2014 and Electric System Revenue Bonds, Series 2015, in advance of their respective maturities, authorizing the execution and delivery of an escrow agreement in connection therewith and related matters
Supporting Documents:
pdf Defeasance Ordinance (296 KB)
pdf Defeasance Escrow Agreement (333 KB)
Agenda Item #8 - Resolution Authorizing the City Manager to Execute an Intergovernmental Grant Agreement with the Illinois Department of Transportation – CARES Act
Staff Contact: Mike Hudetz, Airport Manager
Summary: Illinois Department of Transportation – Aeronautics Division is administering a grant program to disperse federal funds, compensating Illinois airports for lost revenues and other expenses during the Covid-19 pandemic. It has been determined that $30,000 will be granted to Rochelle Municipal Airport of losses incurred during this period.
Strategic Plan Application: Utilizing Federal programs to manage Cofid-19 budget shortfalls and maintain city financial stability.
Recommendation: Approve a Resolution Authorizing the City Manager to Execute an Intergovernmental Grant Agreement with the Illinois Department of Transportation – CARES Act
Supporting Documents:
Agenda Item #9 - Amendment Two to Switching Services Agreement between Burlington Junction Railway and City of Rochelle
Staff Contact: Jason Anderson – Economic Development Director
Summary: The switching services contract between the Burlington Junction Railway (BJRY) and the City of Rochelle Railroad was extended through July 14, 2020. Seven months ago the City engaged Strategic Rail Finance (SRF) to conduct a study which was designed to outline for the City, a comparison of the current switching contract with current market conditions which would guide the City in formulating a new contract. Additional time is needed to review the recommendations of SRF which will be released on July 15th, 2020 and to determine the methodology for formulating a new contract. In order to guarantee switching operations continue beyond the July 14th expiration date of the current contract, an Amendment to the switching services agreement is being proposed to extend the current contract through December 31, 2020.
Strategic Plan Application: Expanding the City of Rochelle Railroad Capabilities to advance Industrial Development and increase railroad revenues.
Recommendation: Approve the Amendment Two to Switching Services Agreement between Burlington Junction Railway and City of Rochelle to allow for an adequate amount of time to review SRF’s recommendations and to pursue the best terms for operations of the City of Rochelle Railroad.
Supporting Documents:
Agenda Item #10 - Ordinance Approving a Purchase and Sale Agreement for the purchase of property located at 1315 West 2nd Avenue
Staff Contact: Jeffrey Fiegenschuh, City Manager/Sam Teserau, City Engineer
Summary: As part of the City’s broader efforts to alleviate drainage issues in the West 2nd Avenue area, staff is proposing that the City purse the house located at 1315 West 2nd Avenue for $12,500 plus closing costs. If approved, the house will be demolished, and a small storm drainage basin will be installed in the location.
In the past, this location has been cited for various code violations and the house is a detriment to the neighboring property values. As part of the current work going on in the area, our team feels this component will solve localized flooding concerns, while simultaneously helping to improve the aesthetics and property values of the neighborhood.
Strategic Plan Goal Application: Continued investment in Infrastructure
Recommendation: Approve an Ordinance Approving a Purchase and Sale Agreement with Kathleen M. Hollonbeck for the purchase of property located at 1315 West 2nd Avenue
Supporting Documents:
pdf Ordinance Approving a Purchase and Sale Agreement with Kathleen M. Hollonbeck (135 KB)
pdf Purchase and Sale Agreement (238 KB)
Agenda Item #11 - Ordinance Continuing the Temporary Suspension of Late Fees as Identified in Chapter 98 Article I of the Rochelle Municipal Code
Staff Contact: Jeff Fiegenschuh
Summary: Due to the Covid-19 Pandemic and the effects it is having on our local economy, I am requesting that you approve an ordinance extending the waiver of late fees for RMU customers through August 31st, 2020. The ordinance also allows the City Manager to approve the waiver of all late fees for an additional 30 days through September 30, 2020 if it is warranted.
Recommendation: Approve an Ordinance Continuing the Temporary Suspension of Late Fees as Identified in Chapter 98 Article I of the Rochelle Municipal Code through August 31st with the option of one 30 day extension
Supporting Documents:
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