AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, May 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 May 11, 2020 (185 KB)

b)       Approve Exceptions – pdf 05/06/20-05/19/20 (4.07 MB)

c)       Approve Payroll – pdf 05/04/20-05/17/20 (60 KB)

d)       Accept and Place on File Financial Statement – pdf April 2020 (2.63 MB)      

e)       Authorize Closure of 10th Avenue between Illinois 251 and 8th Street – pdf 2020 Outdoor Markets (249 KB)

2)    Resolution of Support for Downstate Small Business Stabilization Program Grant (Public Hearing and Action)

3)    Resolution for Maintenance of Street and Highways by Municipality Under the Illinois Highway Code - 2020 Annual Seal Coat Street Maintenance

4)    6th Street and Alley Improvements from 4th to 5th Avenues, along with Municipal Parking Lot #4 Reconstruction Project

5)    Ordinance Approving a Purchase and Sale Agreement with Brian T. Albers – 6th Street Parking Lot PIN #24-24-377-002

6)    Resolution Authorizing the City Manager to Execute an Agreement with Robert Farber for Right of Way and a Temporary Construction Easement

7)    City of Rochelle Updated Investment Policy

8)    Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement for School Resource Officer between the Board of Education of Rochelle Township High School District #212 and the City of Rochelle

9)    Resolution Authorizing the Execution of a Third Amendment to the Asset Purchase Agreement between the City of Rochelle and Commonwealth Edison Company

10)  Construction Contract Change Order for Wastewater Plant Upgrades

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

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 - Resolution of Support for Downstate Business Stabilization Program Grant (Public Hearing & Action)

Staff Contact: Michelle Pease, Community Development Director

Summary: In 2019, the Department of Commerce and Economic Opportunity allocated $4,000,000 for Economic Development funding from the U.S. Department of Housing and Urban Development’s Community Development Block Grant Program.

With the outbreak of the COVID-19 virus and its detrimental impact on small businesses, the State is invoking its option to adjust allocations to address specific needs to benefit Illinois’ non-entitlement communities in case of unforeseen circumstances, as included in the Consolidated and Action Plans.

This allocation, along with unspent and recaptured funds from previous allocations will be made eligible in a total of $20,000,000 for the Downstate Small Business Stabilization Grant.

City Staff wishes to have the opportunity to participate in the Downstate Small Business Stabilization Grant Program. A resolution and public hearing are required for grant submission.

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

Recommendation: Approve a Resolution of Support for Downstate Business Stabilization Program Grant to authorize the City Manager on behalf of the City execute all documents and agreements with the State of Illinois necessary for completing the application and receiving a Downstate Business Stabilization Program Grant.

Supporting Documents:

pdf Resolution of Support for Downstate Business Stabilization Program Grant (63 KB)

Agenda Item #3 - Resolution for Maintenance of Street and Highways by Municipality Under the Illinois Highway Code - 2020 Annual Seal Coat Street Maintenance

Staff Contact: Sam Tesreau, City Engineer

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

The above referenced project was advertised in the Illinois Dept. of Transportation (IDOT) Notice to Contractor’s Bulletin 20-17 as well as the Rochelle News Leader. Bids were publicly opened and read aloud on May 7, 2020 at 10 am for the above referenced project. Two separate bids were received as follows:

 Civil Constructors, Inc. submitted a bid for making the entire improvements in the amount of $167,826.00  Porter Brothers Asphalt & Sealing, Inc. submitted a bid for making the entire improvements in the amount of $198,613.98

The lowest bid is approximately 11% lower than the Engineers estimate of cost. The various streets general maintenance project is funded with Motor Fuel Tax (MFT) funds administered through IDOT. A transfer from the CY 2020 MFT fund 17-00 will be made to the CY 2020 CIP fund 36-00-86091 to cover the Local Agency (LA) costs associated with the General Maintenance project of various streets with Sec#20-00000-00-GM. The City Street Department crews will provide pavement patching, surface preparation and sweeping in advance of seal coat operations.

City council approval of resolution (BLR 14220) will allow the City to move forward with providing funding associated with engineering, maintenance and/or construction on the referenced project from the MFT fund. Enclosure (1) uses the standard IDOT resolution to document the requested expenditure.

Strategic Plan Goal: Infrastructure Effectiveness and Improvement

Recommendation:Approve a Resolution for Maintenance of Street and Highways by Municipality Under the Illinois Highway Code (BLR 14220) appropriating MFT funds for general maintenance of various streets described herein at the discretion of the City Manager. Accept the low bid proposal and award the contract to Civil Constructors, Inc. in the amount of $167,826 and reject all other bids received.

Supporting Documents:

pdf Exhibit A 2020 Sealcoat Program Map (143 KB)

  pdf Resolution for Maintenance of Street and Highways by Municipality Under the Illinois Highway Code (51 KB)

 Agenda Item #4 - 6th Street and Alley Improvements from 4th to 5th Avenues, along with Municipal Parking Lot #4 Reconstruction Project

Staff Contact: Sam Tesreau, City Engineer

Summary: The 6th Street and alley improvements from 4th to 5th Avenues, along with Municipal Parking Lot #4 was included as part of the 2020 Capital Improvement Plan (CIP). It will involve a complete reconstruction of the street including new storm sewer systems, curb and gutter, sidewalks, pavement and streetlights. Many utility cuts have been performed in the street section over the years along with the most recent activity for the construction of the Kennay Distillery. RMU will also replace and enlarge an existing watermain and appurtenances from 4th Ave to 5th Ave while the street is being rebuilt.

The new improvements will upgrade and enlarge storm within the project limits. Ultimately these storm sewers will be connected into the more larger storm sewer CIP project from 6th Street to the Kyte River along 4th Avenue. Additionally, the parking lot #4 near the museum will be reconstructed to allow more needed parking for the downtown area. Construction plans were developed by the Engineering Department and recently approved for bidding.

The above referenced project was advertised in the Rochelle News Leader and on the City website. Bids were publicly opened and read aloud on May 14, 2020 at 10am for the above referenced project. Five separate bids were received as follows:

 N-TRAK Group LLC submitted a bid for making the entire improvements in the amount of $809,263.00  Martin and Company Excavating submitted a bid for making the entire improvements in the amount of $814,400.00  Porter Brothers Asphalt, Inc. submitted a bid for making the entire improvements in the amount of $854,024.66  Stenstrom Excavating and Blacktop Group LLC submitted a bid for making the entire improvements in the amount of $855,126.60  Northern Illinois Service Company submitted a bid for making the entire improvements in the amount of $899,792.20

The low bid is approximately 1% higher than the Engineer’s estimate of cost. The project will be funded through the CIP fund with City Sales Tax funds and infrastructure bond revenues. Furthermore, given the favorable contract unit prices for multiple construction items it is recommended that approval be given to the City Manager to negotiate further change order work, not to exceed $89,000, within the proposed contract to facilitate other improvements and upgrades to streets adjacent to this project. It is anticipated the construction project will be substantially complete by the end of November 2020.

Funding Sources:

Recommendation: Accept the low bid proposal and award the contract to NTRAK Group, LLC in the amount of $809,263.00 and reject all other bids received. • Approve and authorize a not to exceed $89,000 improvement add on (contract change order) to be negotiated by the City Manager for improvements to City streets adjacent to the project limits

Strategic Plan Goal Application: infrastructure effectiveness and improvement short term complex

Supporting Documents: pdf Bid tabulation sheet (44 KB)

Agenda Item #5 - Ordinance Approving a Purchase and Sale Agreement with Brian T. Albers – 6th Street Parking Lot PIN #24-24-377-002

Staff Contact: City Engineer Sam Tesreau

Summary: Attached is an agreement for the purchase of property located along N. 6th Street and south of existing municipal parking lot #4 near the museum. The subject site is owned by Brian Albers and is the former site of Ray’s Furniture parking area.

Staff has been in discussions with the owner regarding the purchase of this lot to expand Municipal Lot #4 during the construction of the 6th Street improvements that will take place over the next several months. The additional area, coupled with the existing Municipal Lot #4, will provide about 64 stalls and two way through aisles. The additional parking area will allow for new storm sewer drainage as well within the new expanded parking lot. With the purchase of this lot the City will realize nearly $26,000 in savings while reconstructing lot #4, along with this additional area, as part of the overall Capital Improvement Plan improvements.

Recommendation: Approve Ordinance Approving a Purchase and Sale agreement with Brian Albers

Strategic Plan Goal Application: Acquisition of the right of way and/or easements allow the City to move forward with improving infrastructure throughout the community

Supporting Documents:

pdf Ordinance Approving a Purchase and Sale agreement with Brian Albers (74 KB)

pdf Purchase and Sale Agreement (218 KB)

pdf Map of Parking Lot (812 KB)

Agenda Item #6 - Resolution Authorizing the City Manager to Execute an Agreement with Robert Farber for Right of Way and a Temporary Construction Easement

Staff Contact: City Engineer Sam Tesreau

Summary: Attached is a purchase agreement with Robert Farber for the acquisition of right of way and/or easements for the South Main Street Phase 1 reconstruction project.

As a result of the final engineering plans it was determined that certain additional right of way parcels and easements were necessary to complete the construction of the improvements. Appraisals were conducted on each property.

Recommendation: Approve Resolution Authorizing the City Manager to Execute an Agreement with Robert Farber for Right of Way and a Temporary Construction Easement

Strategic Plan Goal Application: Acquisition of the right of way and/or easements allow the City to move forward with improving infrastructure throughout the community

Supporting Documents:

pdf Resolution Authorizing the City Manager to Execute an Agreement with Robert Farber for Right of Way and a Temporary Construction Easement (64 KB)

pdf Agreement for Right of Way and Temporary Construction Easement (132 KB)

Agenda Item #7 - City of Rochelle Updated Investment Policy

Staff Contact:  Chris Cardott, Finance Director

Summary:      Illinois’ Sustainable Investing Act (Public Act 101-0473) was signed into law by Governor Pritzker in August 2019 and came into effect on January 1, 2020.  The Act requires Illinois public funds to develop and implement sustainable investment policies and to integrate material, relevant, and decision-useful sustainability factors into their investment process.  Section 1:10 was added to our current policy to comply with the Act.

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

Recommendation:  Approve the Investment Policy as amended

Supporting Documents: 

pdf Investment Policy (85 KB)

Agenda Item #8 - Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement for School Resource Officer between the Board of Education of Rochelle Township High School District #212 and the City of Rochelle

Staff Contact: Eric Higby

Summary: The proposed agreement mirrors the one that is in place for the Rochelle Middle School. 66% of the officer’s total annual compensation including salary, overtime, benefits and pension benefits will be paid by the Board of Education. The proposed agreement is for three years with additional one-year terms if both the City and the School Board agree. The City will be responsible for the salary and benefits during the summer.

Having officers from the same agency in both the Rochelle Middle School and R.T.H.S. should make a more fluid transition for the students. They will have an opportunity to interact with these officers as educators and role models.

Officer Pete Pavia has been selected for this position. He has twenty-three years of law enforcement experience. Officer Pavia has been to school resource officer training and is an A.L.I.C.E. instructor.

Strategic Plan Goal Application: Create intergovernmental partnerships and encourage community involvement with the Rochelle Police Department.

Recommendation: Approve a Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement for School Resource Officer between the Board of Education of Rochelle Township High School District #212 and the City of Rochelle

Supporting Documents:

pdf Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement for School Resource Officer between the Board of Education of Rochelle Township High School District #212 and the City of Rochelle (90 KB)

pdf Intergovernmental Agreement for School Resource Officer between the Board of Education of Rochelle Township High School District #212 and the City of Rochelle (126 KB)

Agenda Item #9 - Resolution Authorizing the Execution of a Third Amendment to the Asset Purchase Agreement between the City of Rochelle and Commonwealth Edison Company, an Illinois Corporation

Staff Contact: Jeff Fiegenschuh

Summary:      Rochelle currently owns approximately 20 miles of 138 kV transmission lines and associated substation facilities at Caron Road and Twombly (Substation #2). Since August 1, 2015, RMU has operated these facilities as a transmission owner (“TO”) under the applicable tariff and related agreements of PJM Interconnection, LLC (“PJM”). As a PJM TO, Rochelle recovers an annual revenue requirement for its transmission facilities, which allows Rochelle to recover all necessary transmission-related expenses, including transmission O&M, A&G, taxes, insurance, and depreciation, earn a return on transmission rate base and recover a Payment in Lieu of Taxes.

The transmission function has served Rochelle well by enabling the City to meet PJM reliability requirements and regional compliance obligations, with the necessary cost being shared by customers throughout the applicable transmission zone rather than solely by RMU customers. However, RMU’s primary focus as an electric utility is on providing electric distribution service to retail and commercial customers, not the provision of transmission-related services. In order to better enable RMU to meet current operational needs and better situate it to meet potential future needs, RMU issued a request for proposals on July 12, 2017, to explore opportunities either for a transmission-related strategic partnership, or an outright sale of its transmission assets to a transmission-focused company.

Rochelle received competitive proposals from six respondents, four of which were bids for an outright sale of RMU’s transmission assets. These proposals were evaluated by RMU staff and its consulting team and follow-up interviews were conducted with four of the respondents. The results of these evaluations have been shared with council members over the course of two executive sessions, most recently on November 13th.

After consideration, RMU and staff recommended that the council authorize the City Manager to execute a Letter of Intent (“LOI”) and enter into negotiations over a potential definitive agreement with Nextera Energy Transmission MidAtlantic LLC (“NEET”). Resolution 17-24 was approved by City Council on November 27, 2017 and then the parties subsequently negotiated the Asset Purchase Agreement for the City’s transmission assets.

On December 9, 2019, City Council authorized the assignment of NEET’s contractual rights to Commonwealth Edison Company and a Second Amendment to the Asset Purchase Agreement. That amendment included revisions to the Agreement, as well as the ancillary agreements that are related to the transaction, such as the interconnection agreement and the franchise ordinance.

In preparation of the closing of this transaction, a Third Amendment to the Asset Purchase Agreement is necessary to address closing items, certain real estate issues, and final revisions to closing documents. Additionally, the agreement calls for the sale of revenue meters, which should have been included in the initial list of assets to be transferred to Commonwealth Edison Company. The Third Amendment does not impact the consideration for the assets being paid to the City.

Recommendation: Approve a Resolution Authorizing the Execution of a Third Amendment to the Asset Purchase Agreement between the City of Rochelle and Commonwealth Edison Company, an Illinois Corporation    

Supporting Documents:

pdf Resolution Authorizing the Execution of a Third Amendment to the Asset Purchase Agreement between the City of Rochelle and Commonwealth Edison Company, an Illinois Corporation (80 KB)

pdf Third Amendment (169 KB)

Agenda Item #10 - 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. The contractor learned a dewatering system needed to be installed so RMU staff installed approximately 3,000 feet of drain tile. The contractor is proposing to regrade the bottom of the lagoon and remove a concrete collar along the outside of the lagoon at a cost of $12,000.

Funding Sources: Source: Budgeted Amount: Proposed Expenditure: IEPA SRF Loan Budgeted, $3,453,262 $12,000

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 change order #2 from Whittaker Construction & Excavating, Inc. in the amount of $12,000.

Supporting Documents:

pdf Change Order No. 2 (382 KB)

 Agenda Item #11 - Ordinance Adopting the Rochelle Dining Reopening Plan & Suspending Provisions of Article IV, Chapter; 82 & Article XII, Chapter 110 of the Municipal Code

Staff Contact: Jeff Fiegenschuh, City Manager

Summary: The city wishes to establish opportunities for the use of outdoor public spaces and the extension of liquor licenses under the limited capacity and social distancing guidelines of Governor Pritzker's Restore Illinois Plan.

Beginning immediately, the following opportunities and regulations will allow for our local bars and restaurants to reopen:

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

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

Recommendation: Approve the ordinance adopting the Rochelle Dining Reopening Plan & Suspend Provisions of Article IV, Chapter 82 & Article XII, Chapter 110 of the Municipal Code.

Supporting Documents:

pdf Ordinance Adopting the Rochelle Dining Reopening Plan & Suspending Provisions of Article IV, Chapter; 82 & Article XII, Chapter 110 of the Municipal Code (211 KB)

pdf Rochelle Dining Reopening Plan (196 KB)

pdf Downtown Map (1.75 MB)

pdf Agreement (9 KB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, May 11, 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:

• Rochelle Community Hospital and Healthcare Staff Month – May 2020
• Rochelle Hubs Senior Recognition Day – May 23, 2020

IV. REPORTS AND COMMUNICATIONS:

• Mayor 
• Council Members
• Good News

o Comprehensive Annual Financial Report – Administrative Services

o Water Reclamation Department

V.PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – pdf April 27, 2020  (410 KB)

b) Approve Exceptions – pdf 04/22/20-05/05/20 (197 KB)

c) Approve Payroll – pdf 04/06/20-04/19/20 (60 KB) , pdf 04/20/20-05/03/20 (62 KB)

d) Accept and Place on File Planning & Zoning Commission Minutes – pdf 03/02/20 (115 KB)

e) pdf Accept and Place on File Rochelle Police Pension Board Annual Treasurer’s Report  (26 KB)

2) Ordinance Granting a Special Use to Allow Lighthouse Dispensing Company, LLC to Operate an Adult Use Craft Grower Facility at 501 Timber Lane and Ordinance Granting Variations Related to Temporary Craft Grower Facilities 

3) Ordinance Granting Variation of Lot Coverage for an Americans with Disabilities Act Bathroom Addition at 1309 Brookside Drive

4) Ordinance Granting a Special Use to allow Kennay Farms Distilling, LLC to Hold Events in Its Rickhouse Located at 417 N 6th Street

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

6) Resolution Authorizing the City Manager to Execute an Agreement with Elizabeth Anning for a Temporary Construction Easement

7) Ordinance Waiving the Competitive Bidding Requirements and Accepting the Proposal of URETEK USA, INC. and Authorizing Related Expenditures

8) Railcar Transload Agreement between the Burlington Junction Railway, Inc and Bruns Construction

9) Ordinance Waiving the Competitive Bidding Requirements and Awarding WESCO Englewood Electric the Purchase Order for the Purchase of LED Streetlights

10) Ordinance Waiving the Competitive Bidding Requirements and Awarding Open Systems International, INC. an Order for the Purchase of SCADA System Upgraded Software

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 - Ordinance Granting a Special Use to Allow Lighthouse Dispensing Company, LLC to Operate an Adult Use Craft Grower Facility at 501 Timber Lane and Ordinance Granting Variations Related to Temporary Craft Grower Facilities

Staff Contact:  Michelle Pease, Community Development Director

Summary:      Lighthouse Dispensing, LLC seeking a Special Use permit for an adult use cannabis craft grower facility located at 501 Timber Lane, zoned I-2 General Industry, along with a Variance of the municipal code to allow temporary containers to be used as a grow facility until the permanent facility is constructed.

The requested variance is for temporary containers as a grow facility in order to meet the production timeline defined by the State, which is six months form the award of license to production. This does not allow enough time for their permanent facility to be built.

Under the District Use Classification found in Section 110-291 of the Rochelle Municipal Code, for an adult use cannabis craft grower to be in an I-2 zoning district, a public hearing and a special use must be recommended by the Planning and Zoning Commission to the City Council.

A public hearing was held on Monday, May 5, 2020. The Planning and Zoning Commission approved the Special Use and Variance by a vote of 7-0.

Strategic Plan Goal Application: 

This project continues to support the City’s Strategic Plan goals by promoting realistic and sustainable growth.

Recommendation:    

Approve an Ordinance Granting a Special Use to Allow Lighthouse Dispensing Company, LLC to Operate an Adult Use Craft Grower Facility at 501 Timber Lane

Approve an Ordinance Granting Variations Related to Temporary Craft Grower Facilities

Supporting Documents: 

pdf Concept plan and Temporary Growing Container Specifications (370 KB)

image GIS Site Location (98 KB)

pdf Ordinance Granting a Special Use to Allow Lighthouse Dispensing Company, LLC to Operate an Adult Use Craft Grower Facility at 501 Timber Lane (208 KB)

pdf Ordinance Granting Variations Related to Temporary Craft Grower Facilities (208 KB)

 Agenda Item #3 - Ordinance Granting Variation of Lot Coverage for an Americans with Disabilities Act Bathroom Addition at 1309 Brookside Drive

Staff Contact: Michelle Pease, Community Development Director

Summary: Residents Sally Sawicki and Steve Strang located at 1309 Brookside Drive are seeking a variance of lot coverage. Currently the petitioner is at 43% coverage, which is 10% over the code allowed amount of 33%. The petitioner is requesting to take up additional lot coverage in order to put an addition on their house for an ADA bathroom. The addition will be in the front of the house under a current overhang where a cement patio already exists. The area to be added is approximately 68 square feet.

A public hearing was held on Monday, May 5, 2020. The Planning and Zoning Commission approved the Variance 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 for an Americans with Disabilities Act Bathroom Addition at 1309 Brookside Drive

Supporting Documents:

pdf Concept plan (2.35 MB)

pdf Aerial plan view (2.35 MB)

pdf Ordinance Granting Variation of Lot Coverage for an Americans with Disabilities Act Bathroom Addition at 1309 Brookside Drive (208 KB)

Agenda Item #4 - Ordinance Granting a Special Use to allow Kennay Farms Distilling, LLC to Hold Events in Its Rickhouse Located at 417 N 6th Street

Staff Contact: Michelle Pease, Community Development Director

Summary: Kennay Farms Distilling is seeking a Special Use permit to hold events inside the Rickhouse storage area at 417 N. 6th Street, zoned B1 Commercial Central Business. Although events are an allowable use in a B1 zoning district, the Rickhouse was constructed as a warehouse and not as an event venue.

The number of exits, along with building square footage, allows for a max capacity of 722 people. The building has one men’s and one women’s ADA bathroom. The Kennay’s have committed to make certain concessions to meet code requirements for a place of gathering to obtain a special use permit. 1- The appropriate number of bathrooms are brought in for the events with a time restriction of 24 hours before and after an event. These portable bathrooms will not be left in place from one event to another. 2- The heating unit on the East side would be placed South of the existing stormwater inlet without obstructing the transformer or fire department connection. A site plan is required and must be approved before the project is allowed to move forward. A decorative screening, such as solid fencing, would be provided on the North side of the heating unit. 3- A permanent drainage easement shall be dedicated to the City of Rochelle, within the Northeast corner of Lot 1 of Kennay Farms Distilling LLC subdivision, approximately 15’x30’, to allow connection to and drainage through an existing storm sewer at the intersection of 5th Avenue and a public alley. 4- A temporary construction easement shall be dedicated to the City of Rochelle, along the easterly 10 feet of Lot 1 of Kennay Farms Distilling LLC subdivision, to allow for reconstruction of the alley east of Lot 1. A public hearing was held on Monday, May 5, 2020. The Planning and Zoning Commission approved the Special Use by a vote of 6-1.

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

Recommendation: Approve an Ordinance Granting a Special Use to allow Kennay Farms Distilling, LLC to Hold Events in Its Rickhouse Located at 417 N 6th Street

Supporting Documents:

pdf Ordinance Granting a Special Use to allow Kennay Farms Distilling, LLC to Hold Events in Its Rickhouse Located at 417 N 6th Street (130 KB)

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

Staff Contact: Jeff Fiegenschuh, City Manager

Summary: The City Council approved the 2020 Budget at the December 9, 2019 meeting. Due to the Covid-19 crisis and the uncertainty surround the State’s budget issues and local tax collections, our team has spent the past several week looking for ways to reduce spending. Our team feels that it is prudent to remain ahead of the curve and reduce expenditures now in anticipation of the coming revenue declines. The following expenditure reductions present a good faith effort to reduce spending and maintain services in the current fiscal year.

• General Fund (include Police, Fire, Community Development, City Manager, City Attorney, Mayor/City Council, City Hall, City Clerk, Economic Development, Streets, Cemetery, Engineering): $1,000,381 • RMU (includes Customer Service, Electric Operations and Generation, Water/Water Reclamation, Advanced Communications, and Tech Center): $2,549,668 • Hotel/Motel: $166,489 • Airport: $105,675 • Railroad: $513,600 • Golf Course: $35,850

Total Reductions: $4,371,663

Staff is forecasting at least a 10%-15% reduction in all revenues due to lower than anticipated tax collections, reduced utility usage, and increased delinquencies. Most of the proposed cuts represent reductions and delays in capital expenditures, but they also include leaving several open positions unfilled along with the consolidation of other positions. If revenues and expenses fall in line with projections, I do not anticipate utilizing any reserve fund or surplus fund balances this year.

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

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

Supporting Documents:

spreadsheet 2020 Budget Amendment (32 KB)

pdf 2020 Budget Amendment Presentation (1.60 MB)

pdf Ordinance Amending the Annual Budget for the Calendar Year Beginning January 1, 2020 (366 KB)

Agenda Item #6 -  Resolution Authorizing the City Manager to Execute an Agreement with Elizabeth Anning for a Temporary Construction Easement

Staff Contact: City Engineer Sam Tesreau

Summary: Attached is an agreement for a temporary construction easement for the South Main Street Phase 1 reconstruction project.

As a result of the final engineering plans it was determined that certain additional right of way parcels and easements were necessary to complete the construction of the improvements. Appraisals were conducted on each property.

Recommendation: Approve a Resolution Authorizing the City Manager to Execute an Agreement with Elizabeth Anning for a Temporary Construction Easement

Strategic Plan Goal application: Acquisition of the right of way and/or easements allow the City to move forward with improving infrastructure throughout the community

Supporting Documents:

pdf Agreement for a Temporary Construction Easement (102 KB)

pdf Resolution Authorizing the City Manager to Execute an Agreement with Elizabeth Anning for a Temporary Construction Easement (122 KB)

 Agenda Item #7 - Ordinance Waiving the Competitive Bidding Requirements and Accepting the Proposal of URETEK USA, INC. and Authorizing Related Expenditures

Staff Contact: Sam Tesreau, City Engineer

Summary:

The Dement Road bridge/overpass is experiencing issues with embankment side slope instability, differential settlement, pavement integrity and drainage, and drainage blockages within the tributary crossing under said overpass. The drainage issues, within the tributary, have caused extreme silting within the box culvert and further blockages of storm sewer systems draining the Dement Road pavement which appear to be independent of the approach slab settlement and side slope instability.

After evaluation of the various areas and having geotechnical borings/reports completed staff has been in contact with URETEK to develop a proposal for certain settlement mitigation measures for the southerly approach slab and underlying embankment. URETEK has submitted a proposal to mitigate the settlement issue on the southerly bridge approach and underlying embankment. Engineering staff has visited another County agency site that URETEK performed this type of mitigation work on and found it to be a successful solution. Once the platform is stabilized and the approach/sleeper slabs have been lifted to near original profile the City Street Department crews, along with other supporting contracted services, will proceed with the repair to the roadway and related appurtenances for approximately 200 feet. Furthermore, they will restore the drainage systems and bridge cone area near the abutment. The City Engineer, along with Public works, has estimated an additional $114,780.00 for the time and materials, equipment, and other necessary contracted services to provide cleaning, drainage system repair and restoration of the associated embankments and roadway items to be reconstructed after URETEK has completed the settlement mitigation.

It is anticipated that Dement Road will be closed to traffic by June 1, 2020 and will remain closed until the project is completed in early July 2020. These emergency roadway, overpass and drainage system repairs are qualifying items under the Infrastructure Bond ordinance. Therefore, the City’s CIP source of payment will be through the Infrastructure Revenue Bond proceeds.

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Accepting the Proposal of URETEK USA, INC. and Authorizing Related Expenditures

Strategic Plan Goal application: infrastructure effectiveness and improvement short term complex

Supporting Documents:

pdf URETEK Proposal (110 KB)

pdf Ordinance Waiving the Competitive Bidding Requirements and Accepting the Proposal of URETEK USA, INC. and Authorizing Related Expenditures (127 KB)

 Agenda Item #8 - Railcar Transload Agreement between the Burlington Junction Railway, Inc and Bruns Construction

Staff Contact: Jason Anderson – Economic Development Director

Summary: The contract between the Burlington Junction Railway (BJRY) and Bruns Construction is being submitted for City Council approval. The BJRY has promoted the capabilities of the Rochelle Transloading Center (RTC) to numerous companies and has secured two opportunities to transload nonhazardous materials through the City Industrial Railroad/RTC. Bruns construction will provide the loading/unloading and trucking function and the BJRY will handle railcar switching and railcar movements. Individual Transload Agreements are necessary at this time because our current Switching Agreement does not cover the RTC operations.

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

Recommendation: Approve the Railroad Transloading Agreement between the Burlington Junction Railway, Inc. and Bruns Construction.

Supporting Documents:

pdf Railcar Transload Agreement (247 KB)

Agenda Item #9 - Ordinance Waiving the Competitive Bidding Requirements and Awarding WESCO Englewood Electric the Purchase Order for the Purchase of LED Streetlights

Staff Contact: Adam Lanning

Summary: As part of the 6th Street and the 2nd Avenue projects we will replace 25 street lights to match the current style for the downtown area. In order to continue with this style, we propose bypassing the bid process and approving a bid from WESCO Distribution. The reimbursed cost for the Steward Road development of $60,000 will be used to purchase these lights.

Recommendation: Ordinance Waiving the Competitive Bidding Requirements and Awarding WESCO Englewood Electric the Purchase Order for the Purchase of LED Streetlights in the amount of $57,500.

Supporting Documents:

pdf Quote from WESCO Distribution (29 KB)

pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding WESCO Englewood Electric the Purchase Order for the Purchase of LED Streetlights (280 KB)

 Agenda #10 -  Ordinance Waiving the Competitive Bidding Requirements and Awarding Open Systems International, INC. an Order for the Purchase of SCADA System Upgraded Software

Staff Contact: Adam Lanning

Summary: The electric department’s existing SCADA software (OSI) needs to be upgraded in order to maintain operational effectiveness. Several components of the software will discontinue functioning and risk losing the SCADA system altogether without this upgrade. OSI is the current SCADA provider and to continue using the same software we need to forgo the bid process. The bid includes upgraded software implementation and training of all users.

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Open Systems International, INC. an Order for the Purchase of SCADA System Upgraded Software in the amount of $35,536.

Supporting Documents:

pdf Quote from Open Systems Inc. (925 KB)

pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding Open Systems International, INC. an Order for the Purchase of SCADA System Upgraded Software (126 KB)

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, April 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:
• Recognition of Jason Bird’s Retirement
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• City Manager
o Recognition of New Leadership at RMU
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf April 13, 2020 (423 KB)
b) Approve Exceptions – pdf 04/08/20-04/21/20 (204 KB)
c) Approve Payroll – pdf 03/23/20-04/05/20 (60 KB)
d) Accept and Place on File Financial Statement – pdf March 2020 (845 KB)
2) Resolution Authorizing the City Manager to Modify the Rochelle Municipal Utilities Assistance Program
3) Intergovernmental Personnel Benefit Cooperative Premium Renewal Rates July 1, 2020 – June 30, 2021
4) Ordinance Amending Ordinance No. 45-OH Lee Ogle Enterprise Zone
5) Engineering Agreement with BHMG Engineers, Inc. for 138 kV 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 - Resolution Authorizing the City Manager to Modify the Rochelle Municipal Utilities Assistance Program

Staff Contact: Jeff Fiegenschuh

Summary: RMU currently offers up to $300 annual utility assistance for customers that are at or below the 150% of the federal poverty level. The proposed resolution will temporally modify the annual utility assistance by increasing the amount to $500 for customers that are at or below the 200% federal poverty level for the duration of six months from the day of this Resolution.

In 2019, 109 customers received assistance totaling $32,700. So far this year, 43 customers have received assistance totaling $12,900. The program is funded by the sale of renewable energy credits generated by the Rochelle Energy Center at the landfill.

Recommendation: Approve a Resolution Authorizing the City Manager to Modify the Rochelle Municipal Utilities Assistance Program

Supporting Documents:
pdf Resolution Authorizing the City Manager to Modify the Rochelle Municipal Utilities Assistance Program (204 KB)

pdf Application for Residential Utility Assistance (198 KB)

pdf RMU Customer Assistance Program Presentation (483 KB)

Agenda Item #3 - Intergovernmental Personnel Benefit Cooperative Premium Renewal Rates July 1, 2020 – June 30, 2021

Staff Contact: Nancy Bingham

Summary:
On September 25th, 2017 the City Council approved the Resolution Accepting Membership to the Intergovernmental Personnel Benefits Cooperative (IPBC) in the sub pool known as Quad Cities Health Insurance Pool (QCHIP). Blue Cross/Blue Shield of Illinois remained the insurance carrier.
IPBC’s fiscal year is based on July 1-June 30th.

The City currently offers health insurance benefits to all full-time employees.

The premiums continue to be shared cost with the City and the employee currently paying 15% of the monthly premium for single coverage and 18% of the monthly premium for family coverage for existing employees. With new employees, that started after January 1, 2020 on “tier 2” with single at 18% and family at 21%. The tier 2 rates will continue to increase until they reach single at 20% and family at 25% in 2021.

The IPBC board approved the 2020/2021 premium rates for the members and the sub pools and were presented to the members in late March. The average renewal rate for IPBC is 5.4%, with some increases up to 10.6%. The renewal rate for QCHIP members, including Rochelle, is 5.7%, which will keep our premium rates still below the 2018/19 premium amounts. In 2019/20 there was a reduction by 8%, leaving the new premium amount still be approximately 2.76% less than the 2018/19 premium amounts.

The total premium for a family is going from $1,786.20 to $1,888.01 and single from $696.51 to $736.21.

The insurance plan will be reviewed for 2021 with possible changes in the plan structure to stabilize or reduce rates for the future.

Strategic Plan Goal Application: 

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

Recommendation:

Approve IPBC premium renewal rates for July 1, 2020 – June 30, 2021 

Supporting Documents:

pdf IPBC - City of Rochelle Rate Renewal Document (70 KB)

Agenda Item #4 - 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 moves a single connecting strip near Dixon so that another regional enterprise zone can expand to cover the 4,000 acre Duke Solar project.

Lee Ogle Enterprise Zone Administrator Andy Shaw will attend the meeting remotely 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 (110 KB)
pdf Amendment 9 to Addendum B (531 KB)
pdf Amendment 10 to Addendum A (396 KB)

Agenda Item #5 - Engineering Agreement with BHMG Engineers, Inc. for 138 kV Prologis Park Substation

Staff Contact: Adam Lanning

Summary:
BHMG has submitted a proposal to provide 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 get this project moving. The agreement is written on a time and material basis with a not to exceed amount of $695,000. Total project cost including engineering is estimated at a range of approximately $8-12 million depending on numerous factors such as future loading and what combination of equipment we select to meet future loading. The proposed project will follow provisions for cutting expenses by 10% for the 2020 fiscal year.

Recommendation: Authorize the City Manager to sign an engineering agreement with BHMG Engineers, Inc. for a not to exceed cost of $695,000.

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

Supporting Documents:
pdf Attached Notice of Award (291 KB)

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, April 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
• 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 March 23, 2020 (420 KB)
b) Approve Exceptions – pdf 03/18/20-04/07/20 (215 KB)
c) Approve Payroll – pdf 03/09/20-03/22/20 (58 KB)
d) pdf VFW Post 3878 Auxiliary Request to Re-start the Public Garden Plot Program (11 KB)
2) Ordinance Amending Article II (License), Chapter 6 (Alcoholic Beverages) of the Municipal Code
3) Ordinance Suspending Provisions of Article IV (Hotel Tax), Chapter 90 (Taxation) of the Municipal Code
4) Resolution Approving the Liquor Commissioner’s COVID-19 Related Emergency Order 20-02
5) Contract Extension for Rochelle Industrial Rail Improvements Contract #3
6) Amendment One to Switching Services Agreement between the Burlington Junction Railway, Inc. and the City of Rochelle
7) Engineering Services Agreement for Phase III Construction Engineering, Inspection and Testing Services for South Main Street Reconstruction and Widening Improvements between Steam Plant and Steward Roads
8) Engineering Services Agreement for Phase III Construction, Engineering, Inspection and Testing Services for Mulford Road Improvements between Creston Road and the Union Pacific Railroad (UPRR)
9) Construction Contract Change Order for Wastewater Plant Upgrades
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

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

Agenda Item #2 - Ordinance Amending Article II (License), Chapter 6 (Alcoholic Beverages) of the Municipal Code

Staff Contact: Sue Messer

Summary: On March 20th Governor Pritzker issued an Executive Order, ordering Illinois residents to stay at home due to the COVID 19 outbreak. The 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 May 31st or they will expire. Staff recommends that council extend the expiration of existing liquor licenses to December 31, 2020 and maintain that as the license expiration date going forward. This action will bring some relief to our local liquor establishments and align the license renewal with our calendar fiscal year going forward.

Taking this action will result in a decrease of $35,000 in budgeted revenues for fiscal year 2020.

Recommendation: Approve an Ordinance Amending Article II (License), Chapter 6 (Alcoholic Beverages) of the Municipal Code

Supporting Documents:
pdf Ordinance Amending Article II (License), Chapter 6 (Alcoholic Beverages) of the Municipal Code (200 KB)

Agenda Item #3 - Ordinance Suspending Provisions of Article IV (Hotel Tax), Chapter 90 (Taxation) of the Municipal Code for 60 Days

Staff Contact: Jeffrey A. Fiegenschuh, City Manager

Summary:
I have been approached by some hotel/motel operators about any assistance the City might be able to give during this crisis. The state of IL recently informed convention and visitors bureaus that they should anticipate a 40% reduction in tourism dollars due the current state of the economy.

I am asking the council to consider the attached ordinance that will suspend the City’s local 5% hotel/motel tax collections for 60 days. The ordinance also allows the City Manager to authorize the suspension of collections an additional 30 days if necessary. This move allows the hotel/motel operators to keep those funds to use for their daily operations.

Hotel/Motel tax funds are collected and remitted locally so this will not involve the state. Based on previous year collections, a 60-day suspension will cost approximately $60,000. Of course, this is not a typical year, and several operators are running at 20% occupancy compared to their usual 70%. It is safe to assume then, the remittance will not be close to the $60,000.

I asked Jenny to identify at least $60,000 in expense reductions to offset this program. She has done this through the elimination of several programs that were canceled due to Covid-19. We will also put off some maintenance to the building at Rail Fan Park.

This is an important measure aimed at helping hotel/motel operators. Without them we won’t generate any tourism tax revenue, so I feel it is important to do our small part to help.

Supporting Documents:
pdf Ordinance Suspending Provisions of Article IV (Hotel Tax), Chapter 90 (Taxation) of the Municipal Code for 60 Days (196 KB)

Recommendation:
Approve an Ordinance suspending Provisions of Article IV (Hotel Tax), Chapter 90 (Taxation) of the Municipal Code for 60 Days authorizing the suspension of collecting the City’s portion (5%) of the hotel/motel tax and giving the City Manager the authorization to continue the program an additional 30 days if needed.

Agenda Item #4 - Resolution Approving the Liquor Commissioner’s COVID-19 Related Emergency Order 20-02

Staff Contact: Sue Messer

Summary: On March 16th Governor Pritzker issued an Executive Order in which he suspended business operations for restaurants and bars from March 16 – March 30, 2020.

On March 23rd, Mayor Bearrows, as Liquor Commissioner, issued Emergency Order 20-01 regarding the temporary sale of packaged alcoholic liquor. This order allows liquor licensees holding a Class B, C and R to apply for an emergency package rider to permit the sale of alcoholic liquor in original package for consumption off the premises for a period of 30 days or as continued by the City Council.

On April 1st Governor Pritzker issued another Executive Order suspending business operations for restaurants and bars from April 1 – April 30, 2020.

The proposed resolution extends the COVID-19 Related Emergency Order 20-02 for 90 days, or until the expiration of the Governor’s Executive Order suspending business operations for restaurant and bars for until the termination of the Gubernatorial Disaster Proclamation, whichever comes first.

Recommendation: Approve a Resolution Amending Article II (License), Chapter 6 (Alcoholic Beverages) of the Municipal Code

Supporting Documents:
pdf Resolution Amending Article II (License), Chapter 6 (Alcoholic Beverages) of the Municipal Code (288 KB)
pdf COVID-19 Related Emergency Order 20-02 Temporary Sale of Packaged Alcoholic Liquor Applications (117 KB)

Agenda Item #5 - Contract Extension for Rochelle Industrial Rail Improvements Contract #3

Staff Contact: Jason Anderson – Economic Development Director

Summary: Contract #3 has been plagued by weather and mechanical issues causing the project to be suspended until the weather is warm enough to allow construction to restart. The Notice for Extending Contract Time outlines the parameters in which conditions should allow the contractor to re-start the project with a defined date for completion. Failure by the contractor to complete the project within the defined time frame as outlined in the extension contract, the City will be entitled to liquidated damages of $1,000 per day per the contract. There are provisions in the agreement that should Covid 19 cause additional delays, the deadline may be extended before liquidated damages would be assessed against the contractor.

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

Recommendation: Approve the Extension of Contract Time for the completion of Contract #3 to June 30, 2020.

Supporting Documents:
pdf Extension of Contract Time (124 KB)

Agenda Item #6 - Amendment One to Switching Services Agreement between the Burlington Junction Railway, Inc and the City of Rochelle 

Staff Contact:  Jason Anderson – Economic Development Director

Summary:  The contract between the Burlington Junction Railway (BJRY) and the City of Rochelle Railroad will expire on April 15th 2020. Discussions on a new contract have been ongoing but due to the current Coronavirus Pandemic we are unable to finish the contract negotiations and need additional time to finish the new contract. In order to guarantee switching operations continue beyond the April 15th expiration date of the current contract, an Amendment to the switching services agreement is being proposed to extend the current contract for 90 days.  

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

Recommendation: Approve Amendment One to Switching Services Agreement between the Burlington Junction Railway, Inc and the City of Rochelle to allow for an additional 90 days to finalize a new agreement. 

Supporting Documents:  

pdf Signed copy by the BJRY of the Amendment One to Switching Services Agreement between the Burlington Junction Railway, Inc and the City of Rochelle, Illinois (461 KB)

Agenda Item #7 - Engineering Services Agreement for Phase III Construction Engineering, Inspection and Testing Services for South Main Street Reconstruction and Widening Improvements between Steam Plant and Steward Roads (Sec# 12-000112-00FP). IDOT Economic Development Program (EDP) Construction Job #C-92-126-12 and Engineering Job #P-92-070-12

Staff Contact: Sam Tesreau, City Engineer

Summary:

City Engineering Department staff developed a 5 year capital improvement plan that included the South Main Street reconstruction and widening improvements from Steam Plant Road to Steward Road. The Construction contract was awarded in March 2020 to Martin and Company, with change orders, for approximately $3M with construction to begin late April 2020.

Fehr Graham and Associates were contracted several years ago to perform the Phase 1 and 2 preliminary design engineering for the S. Main Street EDP/MFT project. Fehr Graham has submitted a proposal for Construction Engineering Phase III, which includes construction staking and layout, for the above referenced project for a not to exceed fee of $190,000. Approval of this Engineering Services Agreement (ESA) will allow the next step of the construction process to continue and keep this critical project on schedule for substantial completion by November 2020.

This project will be funded with IDOT Economic Development Funds, Motor Fuel Tax funds and infrastructure bond funds in place of Sales Tax Funds. The Engineering services contract is partially reimbursable through the EDP agreement.

Stategic Plan:

This infrastructure improvement continues to support the City’s Strategic Plan goals by improving street/roadway infrastructure throughout the City of Rochelle.

Recommendation:
Approve an Engineering Services Agreement for Phase III Construction Engineering, Inspection and Testing Services for South Main Street Reconstruction and Widening Improvements between Steam Plant and Steward Roads with Fehr Graham and Associates

Supporting Documents:
pdf Engineering Services Agreement with Fehr Graham and Associates for S. Main Street reconstruction and widening improvements (352 KB)

Agenda Item #8 - Engineering Services Agreement for Phase III Construction, Engineering, Inspection and Testing Services for Mulford Road Improvements between Creston Road and the Union Pacific Railroad (UPRR)

Staff Contact: Sam Tesreau, City Engineer

Summary:

The Mulford Road improvements construction contract was awarded in February 2020 to Martin and Company, with change orders, for approximately $1.25M with construction to begin late April 2020.

Fehr Graham and Associates has developed the preliminary design plans for the project that were approved by the City in January 2020. Fehr Graham has submitted a proposal for Construction Engineering Phase III, which includes construction inspection and testing, for the above referenced project for a not to exceed fee of $80,000. Approval of this Engineering Services Agreement (ESA) will allow the next step of the construction process to continue and keep this critical project on schedule for substantial completion by July 2020.

The landfill operator and the City will share the cost of the Mulford Road project including construction, engineering and Right of way acquisition necessary for the project. An escrow agreement has been funded by the Operator, per the amendment#3 to the Host Agreement, in the amount of $1,375,000.

Stategic Plan:

This infrastructure improvement continues to support the City’s Strategic Plan goals by improving street/roadway infrastructure throughout the City of Rochelle.

Recommendation:
Approve the Engineering Services Agreement for Phase III Construction, Engineering, Inspection and Testing Services for Mulford Road Improvements between Creston Road and the Union Pacific Railroad (UPRR)with Fehr Graham and Associates

Supporting Documents:
pdf Engineering Services Agreement with Fehr Graham and Associates for Mulford Road improvements (370 KB)

Agenda Item #9 - 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. The main problem we had during the sludge disposal last year was the wet season, thus causing numerous delays and difficulties. In order to help keep the costs down staff performed some work in-house and are continually looking for ways to do things we can.

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 construction contract change order for wastewater plant upgrades by Whittaker Construction & Excavating, Inc. in the amount of $29,608.89.

Supporting Documents:
pdf Notice of Award (4.52 MB)

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, March 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:
• pdf Week of the Young Child April 11- April 17, 2020 (373 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf March 9, 2020 (172 KB)
b) Approve Exceptions – pdf 03/04/20-03/16/20 (84 KB)
c) Approve Bills – pdf 03/17/20 (215 KB)
d) Approve Payroll – pdf 02/24/20-03/08/20 (57 KB)
e) Accept and Place on File Financial Statement – pdf February 2020 (710 KB)
2) Resolution Authorizing Payment for Right-of-Way and Temporary Construction Easement Rights Pertaining to the South Main Street Project with DC Rochelle
3) South Main Street Project from Steam Plant Road to Steward Road and along Steward Road
4) Material Procurement for Watermain & Appurtenances for Well #4 Wellhouse and Watermain
5) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class T Pilot Travel Centers LLC, Store #1181 located at 1201 E IL Route 38
6) Resolution Authorizing the Payment of Certain Routine and Recurring Expenses
7) Ordinance Temporarily Suspending Late Fees as Identified in Chapter 98 Article I of the Rochelle Municipal Code
8) Amendment #1 to Construction Phase Engineering Services Agreement with Hanson Engineering for the Rochelle Industrial Rail Improvements
9) Railcar Transload Agreement between the Burlington Junction Railroad and a Transloader to Utilize the Rochelle Transloading Center for the Purpose of Transloading Windmill Components
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

Council members may participate in the City Council Meeting remotely as a result of the Governor suspending
the requirement for in-person attendance at Public Meetings

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Resolution Authorizing Payment for Right-of-Way and Temporary Construction Easement Rights Pertaining to the South Main Street Project with DC Rochelle

Staff Contact: City Engineer Sam Tesreau

Summary: Attached is an agreement for the purchase of right of way parcels and/or easements for the South Main Street Phase 1 reconstruction project. The subject site is owned by DC Rochelle LLC and is the former site of the Rochelle Truck Center.

As a result of the final engineering plans it was determined that certain additional right of way parcels and easements were necessary to complete the construction of the improvements. Appraisals were conducted on each property. After over a year of negotiations the property owner has agreed to the purchase of right of way and easements which will allow the enlarged signalized intersection improvements to be constructed as part of the S Main Street/Steward project. Included in the price is the acquisition and removal of an existing 900 sf building that was formerly used as a residence and office space.

Funding Sources:

Strategic Plan Goal application:

Acquisition of the right of way and/or easements allow the City to move forward with improving infrastructure throughout the community

Recommendation:
Approve Resolution Authorizing Payment for Right-of-Way and Temporary Construction Easement right Pertaining to the South Main Street Project with DC Rochelle

Supporting Documents:
  pdf Resolution Authorizing Payment for Right-of-Way and Temporary Construction Easement right Pertaining to the South Main Street Project with DC Rochelle (79 KB)
  pdf Agreement for Right of Way and a Temporary Construction Easement (79 KB)
  pdf Exhibit A (34 KB)
  pdf Exhibit B (211 KB)

Agenda Item #3 - South Main Street Project from Steam Plant Road to Steward Road and along Steward Road (Sec#12-00112-00-FP)

Staff Contact: Sam Tesreau, City Engineer

Summary:
The City Council approved a joint State /Local Agency EDP agreement with IDOT for the South Main Street project several years ago and since that time there has been additional funds awarded to the project. Over the past years plans have been developed, and recently approved by IDOT for moving forward to bidding and award. Furthermore, ROW and easement acquisition have been ongoing for the past 2 years. The South Main Street project was anticipated to be bid and awarded in 2020 and subsequently included in the 2020 CY budget. The project extends along South Main Street, from Steam Plant Road to Steward Road and along Steward Road for approximately 1700’.

The above referenced project was advertised in the Rochelle Newsleader, the IDOT Contractor’s Bulletin #20-10 and on the City website. Bids were publicly opened and read aloud on March 17, 2020 at 10am for the above referenced project. Five separate bids were received as follows:

 Martin and Company Excavating submitted a bid for making the entire improvements in the amount of $2,476,941.72
 Fischer Excavating, Inc. submitted a bid for making the entire improvements in the amount of $2,795,986.14
 N-TRAK Group LLC submitted a bid for making the entire improvements in the amount of $2,885,420.93
 Stenstrom Excavating and Blacktop Group LLC submitted a bid for making the entire improvements in the amount of $3,258,929.17
 Alliance Contractors, Inc. submitted a bid for making the entire improvements in the amount of $3,807,422.10

The low bid is approximately 26% lower than the Engineer’s estimate of cost. The project will be funded through the CIP fund with City Sales Tax funds, infrastructure bond revenues and IDOT EDP funds which will account for approximately 50% of the project. Furthermore, Given the favorable contract unit prices for multiple construction items it is recommended that approval be given to the City Manager to negotiate further change order work, not to exceed $448,000, within the proposed contract to facilitate other improvements and upgrades to streets adjacent to this project. It is anticipated the construction project will be substantially complete by the end of November 2020.

Strategic Plan Goal application:

infrastructure effectiveness and improvement short term complex

Recommendation:
• Accept the low bid proposal and award the contract to Martin and Company Excavating in the amount of $2,476,941.72 and reject all other bids received.
• Approve and authorization a not to exceed $448,000 improvement add on (contract change order) to be negotiated by the City Manager for improvements to City Streets adjacent to the project limits

Supporting Documents:
pdf Bid tabulation sheet (19 KB)
pdf Recommendation letter from Fehr Graham (226 KB)

Agenda Item #4 - Material Procurement for Watermain & Appurtenances for Well #4 Wellhouse and Watermain

Staff Contact: Adam Lanning

Summary:
The well 4 project was bid and awarded to Leander Construction and Leander is expected to begin work this spring or early summer. The watermain work was originally bid as an alternate and we decided to reject it due to the cost of it coming in at around $200,000. On March 18th we held a bid opening to procure the materials for that work to be done in-house and a total of two bids ranged from $83,776.62 to $86,497.60. The low bid was provided by Furgeson Waterworks.

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

Recommendation: My recommendation is to award the bid to Furgeson Waterworks in the amount of $83,776.62 and reject all other bids

Supporting Documents:
pdf Award Recommendation (93 KB)

Agenda Item #5 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class T Liquor License for the Pilot Travel Centers LLC, Store #1181 located at 1201 E IL Route 38

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

Summary: Pilot Travel Centers has submitted an application for a Class T liquor license at 1201 E IL Route 38. The Class T liquor license allows for the retail sale of packaged alcoholic liquor, not for consumption on the premises where sold, for Licensed Truck Stop Establishments as defined by the Illinois Video Gaming Act.

The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the creation of a Class T liquor license for Pilot Travel Centers LLC, Store #1181. This action will result in a total of three Class T 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 T Liquor License for the Pilot Travel Centers LLC, Store #1181 located at 1201 E IL Route 38

Supporting Documents:
pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class T Liquor License for the Pilot Travel Centers LLC, Store #1181 located at 1201 E IL Route 38 (13 KB)

Agenda Item #6 - Resolution Authorizing the Payment of Certain Routine and Recurring Expenses

Staff Contact: Sue Messer

Summary:
The Governor recently declared a state of emergency in the State of Illinois due to the effects of the Covid-19 virus. Due to the pandemic, it may be difficult to schedule meetings of the City Council and ensure there is a quorum of members available to conduct business. The proposed resolution ensures that routine and recurring City expenses including electricity, gas, water, employee compensation, etc. can be paid timely during this state of emergency.

Recommendation: Approve a Resolution Authorizing the Payment of Certain Routine and Recurring Expenses

Supporting Documents:
  pdf Resolution Authorizing the Payment of Certain Routine and Recurring Expenses (60 KB)

Agenda Item #7 - Ordinance Temporarily Suspending 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 will have on our customers I am requesting that you approve an ordinance allowing the City Manager to waive all late fees for residential customers through April 30th. The ordinance also allows the City Manager to approve the waiver of all late fees for an additional 30 days if the emergency declaration continues.

Recommendation: Authorize an Ordinance Temporarily Suspending Late Fees as Identified in Chapter 98 Article I of the Rochelle Municipal Code through April 30th with the option of one 30 day extension

Supporting Documents:
pdf Ordinance Temporarily Suspending Late Fees as Identified in Chapter 98 Article I of the Rochelle Municipal Code (80 KB)

Agenda Item #8 - Amendment #1 to Construction Phase Engineering Services Agreement with Hanson Engineering for the Rochelle Industrial Rail Improvements

Staff Contact: Jason Anderson – Economic Development Director

Summary: The rail improvement project called Project Co-Op commenced on August 17, 2018 with an anticipated completion date no later than January 20, 2019. Due to the early onset of winter which brought more than 4” of snow on October 30, 2018 and the extraordinary amount of rain that followed in the Spring of 2019, the project was plagued with numerous stops and starts. The project is ~80% complete and is now estimated to be completed in late summer or early Fall of 2020 which means the project will take more than 800 days to complete. Hanson Engineering’s contract was estimated to cover construction services for 6 months. Due to the extraordinary length of time for the project to be completed Hanson has requested additional compensation. (See breakdown of the charges for construction services attached.)

Staff recommends approving Agreement Increase Request #1 from Hanson Engineering for the added work to supervise and administer the billings and grant reimbursements that was necessary due to the more than 600 days over what was allotted to complete the project. It should be noted that in spite of the increased costs of the project the whole project will be completed under the engineering estimate of $7,000,000.

Funding Souces:

Strategic Plan Application: Expanding the City of Rochelle Railroad Capabilities to Advance Industrial Development

Recommendation: Approve Amendment #1 to Construction Phase Engineering Services Agreement with Hanson Engineering for the Rochelle Industrial Rail Improvements in the amount of $223,103 of which $109,000 will be covered through the EDA grant.

Supporting Documents:
pdf A (441 KB) pdf greement Increase Request from Hanson (441 KB)
pdf Amendment to Owner-Engineer Agreement, Amendment No. 1 (45 KB)

Agenda Item #9 - Railcar Transload Agreement between the Burlington Junction Railroad and a Transloader to Utilize the Rochelle Transloading Center for the Purpose of Transloading Windmill Components

Staff Contact: Jason Anderson – Economic Development Director

Summary: The recent opening of the Rochelle Transloading Center (RTC) has begun to attract a number of rail to truck transloading opportunities. The Burlington Junction Railroad (BJRY) operates a number of transloading operations in other locations and is seeking to enter into this contract with a heavy equipment transloader who has extensive experience in transloading windmill blades, towers, hubs and nacells. The revenue derived from this project is significant. Switching windmill railcars generates $415/car with $140/rail car going to the City. The revenue for use of the RTC is $75/railcar and the unloading/staging of component ranges from $300 - $500 per component that is unloaded from a railcar. Depending on the number of windmills to be transloaded, the total revenue to the railroad for this project would range between $100,000 to $1,200,000.

Upon approval for this agreement the City and the transloader will draft an agreement outlining the cost associated with the use of local truck routes by the transloader to move their truckloads from the RTC to IL Rt 251 and I -88. Additional revenue to the City will come in the form of overweight/oversized permitting which will be determined by the number of trucks required to move the components out of Rochelle.

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

Recommendation: Approve the Railcar Transload Agreement between the Burlington Junction Railroad and a Transloader to Utilize the Rochelle Transloading Center for the Purpose of Transloading Windmill Components

Supporting Documents:
pdf Railcar Transload Agreement (85 KB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, March 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 – Girl Scouts

·         Prayer

II.                                        ROLL CALL:

III.                                     PROCLAMATIONS, COMMENDATIONS, ETC:

·        pdf Girl Scout Week March 8-14, 2020 (309 KB)

IV.                                      REPORTS AND COMMUNICATIONS:

·         Mayor

·         Council Members

·         Remarkable Resident – Dennis Swinton

·         Vince Carney Community Theater Check Presentation

·         Good News Award – Water Department for Perfect Compliance in 2019 with the Illinois Public Water Supply Regulation Act

·        pdf School Resource Officer Program (3.66 MB)

V.                                         PUBLIC COMMENTARY:  

VI.                                      BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)       Approve Minutes of City Council Meeting – pdf February 24, 2020 (204 KB)

b)       Approve Exceptions – pdf 02/19/20-03/02/20 (94 KB)

c)       Approve Bills – pdf 03/03/20 (216 KB)

d)       Approve Payroll – pdf 02/10/20-02/23/20 (58 KB)

e)       Accept and Place on File Minutes of Railroad Advisory Board – pdf 08/15/19 (232 KB)

f)        Accept and Place on File Minutes of Planning and Zoning Commission – pdf 1/6/20 (160 KB)

g)       Approve Closure of City Streets for the Sunshine Bakery Lucky Hub Dash – pdf March 14, 2020 (274 KB)

2)    2nd Avenue Reconstruction Project from 12th to 14th Street and along 12th Street

3)    Agreement for Electric Cost of Service and Rate Design Study

4)    Ordinance Authorizing the City Manager to Execute a Pole Attachment Agreement with Uniti Fiber, LLC

5)    Engineering Agreement for NPDES Compliance Assistance

6)    Resolution Waiving the Competitive Bidding Requirements and Authorizing the Purchase of One Used 2009 Freightliner Classic Semi-Truck

VII.                                  DISCUSSION ITEMS:

1)        2020 United States Census

VIII.                               EXECUTIVE SESSIONIX.                                     ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - 2nd Avenue Reconstruction Project from 12th to 14th Street and Along 12th Street

Staff Contact: Sam Tesreau, City Engineer

Summary:
The 2nd Avenue reconstruction and urbanization project was included in the 2020 budget. The project extends along 2nd Ave from 12th to 14th Street and along 12th Street south of IL Rte 38 (Lincoln Avenue) to the BNSF RR.

The above referenced project was advertised in the Rochelle News Leader and on the City website. Bids were publicly opened and read aloud on February 20, 2020 at 10am for the above referenced project. Six separate bids were received as follows:

 Porter Brothers Asphalt and Sealing, Inc. submitted a bid for making the entire improvements in the amount of $358,480.19
 Northern Illinois Service Company submitted a bid for making the entire improvements in the amount of $389,956.15
 Martin and Company Excavating submitted a bid for making the entire improvements in the amount of $439,012.82
 O’Brien Civil Works submitted a bid for making the entire improvements in the amount of $451,841.10
 N-TRAK Group LLC submitted a bid for making the entire improvements in the amount of $455,060.64
 Fischer’s Excavating, Inc. submitted a bid for making the entire improvements in the amount of $473,670.85

The low bid is approximately 18% lower than the Engineer’s estimate of cost. The project will be funded through the CIP fund with infrastructure bond revenues. Given the favorable contract unit prices for multiple construction items it is recommended that approval be given to the City Manager and/or the City Engineer to negotiate further change order work, not to exceed $72,000, within the proposed contract to facilitate other improvements and upgrades to streets adjacent to this project. It is anticipated the construction project will be substantially complete by the end of July 2020. Lastly, new streetlights will be incorporated into the project limits by RMU during the construction progress to reflect the new urban residential standard.

Strategic Plan Goal application:

infrastructure effectiveness and improvement short term complex

Recommendation: 

• Accept the low bid proposal and award the contract to Porter Brothers Asphalt and Sealing, Inc. in the amount of $358,480.19 and reject all other bids received.
• Approve and authorize a not to exceed $72,000 improvement add on (contract change order) to be negotiated by the City Manager and/or City Engineer for improvements to City Streets adjacent to the project limits.

Supporting Documents:
pdf Bid tabulation sheet (288 KB)

Agenda Item #3 - Agreement for Electric Cost of Service and Rate Design Study

Staff Contact: Adam Lanning

Summary: Upon request Utility Financial Solutions, LLC has provided the City a proposal to perform a cost of service study for the electric utility. Terms of the agreement include recommendations for residential electric vehicle Time of Use (TOU) rates, City owned car charging stations, discount rates, transmission cost analysis and commercial rate structure. It is estimated to take 12 weeks to complete this study and will follow up with a formal presentation to council.

Recommendation: Authorize the City Manager to sign an agreement with Utility Financial Solutions, LLC in the amount of $34,400.

Supporting Documents:
pdf Electric Cost of Service and Rate Design Study (1.29 MB)

Agenda Item #4 - Ordinance Authorizing the City Manager to Execute a Pole Attachment Agreement with Uniti Fiber, LLC

Staff Contact: Adam Lanning

Summary: Uniti Fiber, LLC has recently purchased Windstream and would like to sign a new pole attachment agreement with the same terms as we had before. The current terms are for $15.70/pole with a 3% annual escalator.

Recommendation: Approve an Ordinance Authorizing the City Manager to Execute a Pole Attachment Agreement with Uniti Fiber, LLC

Supporting Documents:
pdf Ordinance Authorizing the City Manager to Execute a Pole Attachment Agreement with Uniti Fiber, LLC (89 KB)
  pdf Pole Attachment Licensing Agreement (719 KB)

Agenda Item #5 - Engineering Agreement for NPDES Compliance Assistance

Staff Contact: Adam Lanning

Summary:
The recently issued NPDES discharge permit for the water reclamation facility outlines several new compliance requirements. These include a phosphorous discharge optimization plan, industrial pretreatment survey and a feasibility study outlining costs to reduce phosphorous levels in the treatment plant discharge. Baxter & Woodman has extensive experience in preparing these plans.

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 enter into an agreement with Baxter & Woodman for NPDES Compliance Assistance in the amount of $71,250

Supporting Documents:
pdf Baxter & Woodman Engineering Agreement (1.01 MB)

Agenda Item #6 - Resolution Waiving the Competitive Bidding Requirements and Authorizing the Purchase of One Used 2009 Freightliner Classic Semi-Truck

Staff Contact: Tim Isley

Summary: The 2020 Solid Waste budget includes funds to purchase one used semi-truck. Each year the Street and Engineering Departments combined spend well over $80,000 for semi-trucks to transport many different types of materials and equipment to and from job sites. These materials include brush, trees, leaves and mulch for our landscape waste programs; several different types of electronics for our weekly and quarterly electronic recycling programs; construction spoils and many different types of rock and materials during construction projects. Semi-trucks are also hired to transport City equipment such as excavators, asphalt paver, roller, disabled dump trucks and other types of heavy construction equipment.

Over the past few months Street Department staff have driven and inspected several different semi-truck options to find the most efficient, reliable and cost-effective vehicle that best fits the daily requirements of the Street Department. After inspecting these vehicles and taking into consideration the vehicle costs, condition, and required options, staff concluded that a 2009 Freightliner Classic be in the City’s best interest. This 2009 semi-tractor has 342,000 miles (relatively low miles for a used semi) and comes equipped with a 450 hp diesel engine, with a 10-speed auto-shift transmission, twin screw/drive with interaxle lock and differential lock, air sliding fifth wheel, and a dual line wet kit.

The proposed vehicle is to be purchased from Stewart Farms Partnership in the amount $25,000

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

Recommendation: Approve a Resolution Waiving the Competitive Bidding Requirements and Authorizing the Purchase of One Used 2009 Freightliner Classic Semi-Truck from Stewart Farms Partnership.

Supporting Documents: pdf Resolution Waiving the Competitive Bidding Requirements and Authorizing the Purchase of One Used 2009 Freightliner Classic Semi-Truck from Stewart Farms Partnership. (81 KB)

Discussion Item #1 - 2020 Census

Staff Contact: Sue Messer

In July of 2019 the City Council approved a Resolution Authorizing the Creation of a Local Complete Count Committee (LCCC) for the City of Rochelle.  Since that time City staff members have been working with local partners that reflect a cross section of our community, particularly those populations identified as hard to count.    Sue Messer will provide information about the importance of the Census, how the 2020 Census will work, activities to date and future plans for the LCCC.

Supporting Documents: pdf Census 2020 (2.04 MB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, February 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:

·      pdf Irish-American Heritage Month - March 2020 (222 KB)

IV.                             REPORTS AND COMMUNICATIONS:

·       Mayor

·       Council Members

V.                               PUBLIC COMMENTARY: 

VI.                             BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)     Approve Minutes of City Council Meeting – pdf February 10, 2020 (456 KB)

b)     Approve Exceptions – pdf 2/5/20-2/17/20 (76 KB)

c)     Approve Bills – pdf 2/18/20 (214 KB)

d)     Approve Payroll – pdf 1/27/20-2/9/20 (55 KB)

e)     Accept and Place on File Financial Statement – pdf January 2020 (706 KB)

2)   Ordinance Approving the Purchase of the Hickory Grove Property

3)   Resolution Authorizing the Execution of a Dark Fiber License Agreement with Digital Network Access Communications, Inc.

4)   Resolution Authorizing the Execution of a Collocation License Agreement with Surf Air Wireless, LLC

5)   Construction Contract Change Order for Well 8 Rehabilitation

6)   Ordinance Authorizing the Purchase Order and Financing Agreement for the Purchase of One (1) Cardiac Monitor Capable of Defibrillation and the Disposal of One (1) Malfunction Cardiac Mont9ior for Trade-In Value

VII.                          DISCUSSION ITEMS:

1)    Residential Customer Assistance Program

2)    Number of Liquor Licenses Allowed in the City of Rochelle

VIII.                        EXECUTIVE SESSIONIX.                             ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Approving the Purchase of the Hickory Grove Property

Staff Contact: Jeffrey A. Fiegenschuh, City Manager

Summary:
The attached purchase agreement with OCCCA (Ogle County Civic Center Authority) contains the following provisions:

1) Purchase price for the Hickory Grove facility is $1.00.
2) OCCCA’s liabilities (which the City will assume) include City of Rochelle, $6,600, Anderson Plumbing, $3,234.85 and Fearer, Nye & Chadwick, $2,500.
3) Due Diligence Period is 30 days from the execution of the agreement.
4) The purchaser, at our expense, will obtain a boundary survey prepared according to ALTA/ACSM standards within 7 business days of the execution of the agreement (this is already underway).
5) Purchaser shall, at our expense, shall furnish not less than ten (10) days prior to the closing, a title commitment for an owner’s title insurance company issued by Kinzley Title Group, Inc.
6) Because OCCCA does not have any funds, the City will be responsible for all closing costs.

Although it is not included in the purchase agreement, all funds generated by the facility while in the ownership of the City, either through lease rent or auctioning of equipment will be used to either pay for the demolition of the facility or pay off the outstanding City utility bills.

Supporting Documents: 

pdf Ordinance Approving the Purchase of the Hickory Grove Property (200 KB)
pdf Purchase Agreement (270 KB)

Agenda Item #3 - Resolution Authorizing the Execution of a Dark Fiber License Agreement with Digital Network Access Communications, Inc.

Staff Contact: Adam Lanning

Summary: Digital Network Access (DNA) Communications would like to enter into an agreement with Rochelle Municipal Utilities to lease one point to point dark fiber connection. This connection will run from the Frontier building, to the DNA Communications building.

Strategic Plan Goal Application: To continue to grow our 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 a Dark Fiber License Agreement with Digital Network Access Communications, Inc.

Supporting Documents:
pdf Resolution Authorizing the Execution of a Dark Fiber License Agreement with Digital Network Access Communications, Inc. (209 KB)
pdf Rochelle Municipal Utilities Dark Fiber License Agreement (426 KB)

Agenda Item #4 -  Resolution Authorizing the Execution of Collocation Agreement with Surf Air Wireless, LLC

Staff Contact: Adam Lanning

Summary: Enter into an agreement with Surf Air Wireless, LLC to provide ½ rack space collocation within the RMU Datacenter.

Strategic Plan Goal Application: To continue to grow our 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 Collocation Agreement with Surf Air Wireless, LLC

Supporting Documents:
pdf Resolution Authorizing the Execution of Collocation Agreement with Surf Air Wireless, LLC (210 KB)
pdf Collocation License Agreement (458 KB)

Agenda Item #5 - Construction Contract Change Order for Well 8 Rehabilitation.

Staff Contact: Adam Lanning

Summary:
Well 8 (located on Caron Road) suffered an equipment failure in 2019 and requires a new pump, motor and cable along with repairing a damaged casing. A bid was awarded to Water Well Solutions in November. Since then, Water Well Solutions brushed and televised the well for a second time and found approximately 30 feet of casing that needs repair. The change in cost to repair the additional 30 feet is $43,042.

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

Recommendation: Approve the construction contract change order from Water Well Solutions, LLC in the amount of $43,042.

Supporting Documents:
pdf Change Order (96 KB)

Agenda Item #6 -  Ordinance Authorizing the Purchase Order and Financing Agreement for the Purchase of One Cardiac Monitor Capable of Defibrillation and the Disposal of One Discontinued Cardiac Monitor for Trade-In Value

Staff Contact: David Sawlsville, Fire Chief

Summary: The Fire Department is requesting permission to purchase a Zoll 12-Lead Cardiac Monitor. This purchase will replace a Physio-Control Lifepak 12 4-Lead cardiac monitor that has several issues, including that the parent company, Stryker has discontinued service, parts, and accessories as the device will no longer be approved for use by the FDA. This 15-year-old device also is only a 4-Lead monitor and therefore is unable to conduct and transmit 12-Lead assessments to Rochelle Community Hospital Emergency Department and other provider hospital as dictated by our Illinois Department of Public Health Region 1 Standard Medical Orders. This will complete the Cardiac Monitor upgrade program for the fire department with each of the three ambulances outfitted with a Zoll 12-Lead Cardiac Monitor.

Our Zoll sales representative is willing to extend us terms that will allow us to make a moderate payment in this budget year, with the remaining portion of the purchase price in the 2021 budget year. They are also willing to take our non-functional cardiac monitor as a trade-in.

This purchase was anticipated and budgeted, with $5,000 in the FY2020 budget for the FY2020 portion of the device.

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

Recommendation: Approve Ordinance Authorizing the Purchase Order and Financing Agreement for the Purchase of One Cardiac Monitor Capable of Defibrillation and the Disposal of One Discontinued Cardiac Monitor for Trade-In Value

Supporting Documents:
pdf Ordinance Authorizing the Purchase Order and Financing Agreement for the Purchase of One Cardiac Monitor Capable of Defibrillation and the Disposal of One Malfunction Cardiac Monitor for Trade-In Value (203 KB)
pdf Zoll Cardiac Monitor Quotation (162 KB)
pdf Stryker Discontinuation Notice (496 KB)

Discussion Item #1 - Residential Customer Assistance Program

The RMU Residential Utility Assistance Program provides monetary assistance for qualifying RMU residential utility customers in the amount of $300/household each calendar year. RMU started the program in 2019 and will continue to provide assistance in 2020. Barbara Bell will provide an update on the program.

Supporting Documents: pdf RMU Customer Assistance Program Presentation (309 KB)

 Discussion Item #2 - Number of Liquor Licenses Allowed in the City of Rochelle

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, February 10, 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
• Council Members
• Remarkable Resident – Bert Cody
• Good News Award – Water Department/Dwayne Rangel
Fire Department
• Lee Ogle Transportation System – IDOT Feasibility Grant
• Indiana Municipal Power Agency
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf January 27, 2020 (157 KB)
b) Approve Exceptions – pdf 1/22/20-2/3/20 (88 KB)
c) Approve Bills – pdf 2/4/20 (200 KB)
d) Approve Payroll – pdf 01/13/20-01/26/20 (59 KB)
e) pdf Approve a Resolution Appointing Jeff Fiegenschuh as Primary Board Member and Adam Lanning as Alternate Board Member to NIMPA (65 KB)
f)   pdf Approve a Resolution Establishing the Official Zoning Map for 2019 (47 KB)  - pdf Zoning Map (2.88 MB)
2) Ordinance Approving a Grant Sub-Award Agreement between Region 1 Planning Council and the City of Rochelle
3) Mulford Road Improvements from Union Pacific Railroad to Creston Road along the Rochelle Municipal Landfill
4) Resolution Approving Mulford Road Improvements Escrow agreement between the City of Rochelle, Rochelle Waste Disposal, LLC and Central Bank Illinois
5) Resolution Adopting Ogle County Multi-Jurisdictional All Hazard Mitigation Plan 2019
6) Resolution Approving a Non-Exclusive Parking Lot License Agreement for the Real Estate Located at 510 Lincoln Highway
7) Resolution Directing City Officials and the City Attorney to Engage in Discussions Regarding the City’s Purchase of the Hickory Grove Property
8) Engineering Agreement with Willett Hofmann for Hickory Grove Demolition Project
9) 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”
10) Resolution Authorizing the Execution of a First Amendment to Communications Site Lease Agreement with Sprint
VII. DISCUSSION ITEMS:
1) Enjoy Rochelle Website and Community Calendar
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 -  Resolution Approving a Grant Sub-Award Agreement between Region 1 Planning Council and the City of Rochelle

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

Summary: On July 8, 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 attended multiple training sessions. In addition, members of the LCCC have organized a large group of Census Partners to help spread the word, participated in multiple events, spoken to several groups to encourage new ambassadors, distributed informational post cards and fliers through various channels, and are moving forward with additional marketing plans.

The Region 1 Planning Council (RPC) in Rockford applied for and was selected to serve as the Regional Intermediary for the Illinois Census Officed defined “Northern Region” of Illinois, which includes Boone, DeKalb, Ogle, Stephenson and Winnebago Counties. As the Regional Intermediary, the RPC was awarded funding from the Illinois Department of Human Services to promote a complete and accurate count in the Northern Region. Local Complete Count Committees in the five-county region were subsequent invited to submit applications as sub-recipients for grant funds to assist with Census outreach. The City of Rochelle’s LCCC applied for $21,200 to assist with funding for marketing and outreach in our community. We were awarded $23,790 with the additional $2,590 earmarked specifically for efforts aimed at hard-to-reach populations.

The Region 1 Planning Council is requiring that all recipients execute a grant sub-award agreement. The amount of the agreement is $23,790 with a term of November 1, 2019 through June 30, 2020. This agreement provides the means for the City of Rochelle to receive reimbursement for Census related expenses through the grant.

Recommendation: Approve a Resolution Approving a Grant Sub-Award Agreement between Region 1 Planning Council and the City of Rochelle

Supporting Documents:
pdf Resolution Approving a Grant Sub-Award Agreement between Region 1 Planning Council and the City of Rochelle (25.65 MB)
pdf Grant Sub-Award Agreement between Region 1 Planning Council and the City of Rochelle (25.65 MB)

Agenda Item #3 - Mulford Road Improvements from Union Pacific Railroad to Creston Road along the Rochelle Municipal Landfill

Staff Contact: Sam Tesreau, City Engineer

Summary:
As part of the Amendment to the Restated Host Agreement for the Operation and Development of the Rochelle Municipal Landfill No. 2 (Ord#08-3668) and Amendment No. 3 to the Host Agreement (Ord#19-5066) the OPERATOR (Rochelle Waste Disposal, LLC) will reconstruct Mulford Road to an 80,000# route hereafter referred to the Mulford Road Improvements. The first phase of the Mulford Road improvements was completed in 2013 in Dement Township and Ogle County from IL Rte 38 to the UPRR. The Operator has been working Fehr Graham and Associates, along with City staff over the past year, to develop plans and specifications for the Phase 2 Mulford Road improvement from the UPRR to Creston Road. City staff has reviewed said plans and specifications and find them to generally meet the requirements of the Host agreement conditions and the Rochelle Municipal Code. Additional right of way will be required to reconstruct the project along the west side of Mulford Road from the UPRR to Creston Road. The project will now be administered through the City of Rochelle Engineering Department and be subject to the contract documents to be approved by the City Council.

The above referenced project was advertised in the Rochelle Newsleader, on the City website and Quest CDN. Bids were publicly opened and read aloud on January 23, 2020 at 10am for the above referenced project. Three separate bids were received as follows:

 Martin and Company Excavating submitted a Base bid for making the entire improvements in the amount of $1,288,481.78 and an Alternate bid in the amount of $1,149,389.78
 N-TRAK Group LLC submitted a Base bid for making the entire improvements in the amount of $1,425,469.83 and an Alternate bid in the amount of $1,297,144.23
 Fischer’s Excavating, Inc. submitted an Alternate bid for making the entire improvements in the amount of $1,336,383.19

The low Alternate bid is approximately 20% lower than the Engineer’s estimate of cost. The project will be funded in whole by the Operator with funds deposited into an Escrow account. Once the project is complete the City will reimburse for approximately ½ of the project costs per the Host agreement stated above. Lastly, given the favorable contract unit prices for multiple construction items it is recommended that approval be given to the City Manager and/or the City Engineer to negotiate further change order work, not to exceed $108,000, within the proposed contract to facilitate other improvements and upgrades to Mulford and Creston Roads contiguous with but outside the identified limits of this project. It is anticipated the construction project will be substantially complete by July 2020.

Recommendation: 

• Consider acceptance of the low Alternate bid proposal and award the contract to Martin and Company Excavating in the amount of $1,149,389.78 and reject all other bids received.
• Consider approval and authorization of a not to exceed $108,000 improvement add on (contract change order) to be negotiated by the City Manager and/or City Engineer for improvements along Mulford and Creston Roads adjacent to the project limits

Strategic Plan Goal application:
Infrastructure effectiveness and improvement short term complex

Supporting Documents:
pdf Enclosure: (1) Letter from Fehr Graham Associates and Bid tabulation sheet (168 KB)

Agenda Item #4 - Resolution Approving Mulford Road Improvements Escrow agreement between the City of Rochelle, Rochelle Waste Disposal, LLC and Central Bank Illinois

Staff Contact: Sam Tesreau, City Engineer

Summary:
Per Third Amendment to the Restatement agreement for Operation/Development of City of Rochelle Landfill No. 2 (Ord.#19-5066), the Operator is required to place the amount necessary to fund the construction related items of Mulford Road less any contributions by the City. On January 23, 2020 bids were opened for the project with the lowest Base bid being $1,288,481.78 and the lowest alternate bid being $1,149,389.78.

After further discussion with the Operator the City Engineer recommends placing no less than $1,375,000.00 into the escrow agreement to cover the construction related costs, construction engineering and testing services, right of way acquisition and construction project contingency.

Recommendation: Approve Resolution Approving Mulford Road Improvements Escrow agreement between the City of Rochelle, Rochelle Waste Disposal, LLC and Central Bank Illinois for construction of Mulford Road from the Union Pacific Railroad to Creston Road. (enclosure 1).

Strategic Plan Goal application:
infrastructure effectiveness and improvement short term complex

Supporting Documents:
pdf Resolution Approving Mulford Road Improvements (85 KB)

pdf Escrow agreement between the City of Rochelle, Rochelle Waste Disposal, LLC and Central Bank Illinois (83 KB)

Agenda Item #5 - Resolution Adopting Ogle County Multi-Jurisdictional All Hazard Mitigation Plan 2019

Staff Contact: City Engineer Sam Tesreau

Summary:

In May of 2011 the City of Rochelle adopted the original Ogle County Multi-Jurisdictional All Hazards Mitigation plan by resolution with certain conditions. In late 2017 the Ogle County Multi-Jurisdictional All Hazards Mitigation committee met again as part of an ongoing process to evaluate and update the Plan from 2011. American Consultants was engaged by the Ogle County Emergency Management Agency to assist in the development of the plan. The plan evaluates potential damage to life and property from storms and natural hazards, including manmade hazards, in Ogle County and identifies potential projects and activities that can reduce these damages. The plan is considered multi-jurisdictional because it includes municipalities and other governmental agencies that are eligible and have participated in developing the plan. The plan has been developed to fulfill federal planning requirements and potential funding for mitigation projects and activities before disasters occur while increasing awareness about natural and manmade hazards and closer cooperation between organizations and political jurisdictions involved with emergency planning and response.

FEMA has reviewed the plan since its submission in March 2019 and accepted the proposed plan. A list of potential projects within the City of Rochelle are identified in an excerpt of the plan. The plan provides a mechanism for applying for available funds from IEMA/FEMA for certain eligible and approved mitigation projects and activities contained within the plan.

Recommendation:
Approve a Resolution Adopting the Ogle County Multi-Jurisdictional All Hazards Mitigation Plan 2019 and agreeing to participate in the annual 5 year updates.

Strategic Plan Goal application:
infrastructure effectiveness and improvement long term complex

Supporting Documents:
pdf 2019 Ogle County Multi-Jurisdictional All Hazards Mitigation plan excerpt (1.43 MB)
pdf Resolution Adopting Ogle County Multi-Jurisdictional All Hazards Mitigation Plan 2019 (14 KB)

Agenda Item #6 - Resolution Approving a Non-Exclusive Parking Lot License Agreement for the Real Estate Located at 510 Lincoln Highway

Staff Contact: Sam Tesreau, City Engineer

Summary:
City staff has been working with Ogle County officials for a few months to develop an agreement for use of certain parking lot facilities located at the corner of 6th Ave and Lincoln Hwy, along with a parking lot off 6th Street near City Hall. Please note that per enclosure (1) the City of Rochelle will provide snow removal services on parking lots in the same timely manner it removes snow from other municipally owned lots in the City. Furthermore, since this area is for the Ogle County Emergency Operations Center, the City will be responsible for removing all non-government vehicles within one hour when notified that the Emergency operations Center has been activated. Signage will be posted to give users of the parking lot advance warning of such removal. The term of the license agreement shall remain in effect for a period of 5 years at which time the Ogle County board may grant additional 5 year extensions.

Recommendation: Approve a Resolution Approving a Non-Exclusive Parking Lot License Agreement for the Real Estate Located at 510 Lincoln Highway

Strategic Plan Goal application:
Improve/create intergovernmental partnerships and shared uses resources while further developing the downtown area short term complex

Supporting Documents:
pdf Non-Exclusive Parking Lot License (191 KB)
pdf Resolution Approving a Non-Exclusive Parking Lot License Agreement for the Real Estate Located at 510 Lincoln Highway (72 KB)

Agenda Item #7 - Resolution Directing City Officials and the City Attorney to Engage in Discussions Regarding the City’s Purchase of the Hickory Grove Property and Engineering Agreement with Willett Hofmann for the Hickory Grove Demolition Project

Staff Contact: Jeffrey A. Fiegenschuh, City Manager

Summary: From the time I was hired in 2017 I have regularly attended the monthly OCCCA board meetings. Based on my conversations with them as a board and individually I feel they are ready to disband as the OCCCA board. For the past 7 years they have not had the necessary resources to continue to operate the Hickory Grove facility. Their board, with assistance from our staff, has tried on multiple occasions to work with private developers to assume the facility. Due to the condition of the facility and the costs associated with its renovation there have been no serious inquires.

I am proposing that the City assume and demolish the facility this year. Before the demolition is completed our team will work to secure a private development partner to construct a new mixed-use property on this site. Please see the attached documents for further information. I will be presenting my plan at the February 10th City Council meeting.

Further, I solicited two proposals from local engineering firms to oversee the final asbestos and mold testing, preparing the bid documents and the demolition and site preparation portions of the project. I received competitive proposals from both Willett Hofmann and Fehr Graham Engineering. Both firms have the staff available to ensure the success of the project. However, I am recommending the council approve a contract not to exceed $50,000 with Willet Hoffman to oversee the all aspects of the bidding and demolition of the facility based on their previous work.

Recommendation:
Approve a Resolution Directing City Officials and the City Attorney to Engage in Discussions Regarding the City’s Purchase of the Hickory Grove Property
Authorize the City Manager to sign an engineering agreement with Willett Hoffman for the Hickory Grove Demolition Project at a cost of not to exceed $50,000

Supporting Documents:
pdf Resolution Directing City Officials and the City Attorney to Engage in Discussions Regarding the City’s Purchase of the Hickory Grove Property (108 KB)
pdf Power Point Presentation (1.61 MB)
pdf 2011 Willett Hofmann Structural Analysis (4.64 MB)
pdf 2018 Asbestos Report (466 KB)
pdf 2018 Hickory Grove Appraisal (6.98 MB)
pdf Engineering Agreement with Willett Hofmann for Hickory Grove Demolition (244 KB)

Agenda Item #9 - 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: Since 2017 the City has offered two early separation incentives. Employees who were 55+ with at least 15 years of service were eligible for one or both incentives. Both programs offered two years of paid health insurance at the employee’s current level if they separated employment from the City within a year of program approval by the City Council.

Since the last plan was approved, the City/RMU has had 14 eligible employees participate. Of the 14 open positions, 5 have been replaced at new pay rates and insurance tiers. By March 2021, when the insurance subsidy for the last employee to separate ends the City/RMU will notice a savings of over $1.7 million dollars.

I would like to offer this program once again to generate further savings for the City. The proposal is similar to the previous two plans. All participating employees will receive two years of paid insurance from the City at their current level of coverage. This proposal offers a new incentive as well. If the eligible employee gives notice of their intent to separate employment by May 1, 2020, they will be eligible for a one-time payment not to exceed 3 % of their base rate of pay nor 106% of their 2019 total base compensation (does not include call out pay or overtime) on their final paycheck. To be eligible for this added incentive, the employee must sign the separation form with the City Manager by May 1, 2020 and separate no later than December 31, 2020.

The breakdown of qualified employees per department is as follows:

City Hall-3
Streets-2
Community Development-1
Water/Water Reclamation –2
Electric Distribution/Generatoin-4
Utility Billing-1
Fire-1
Police-2

Within these respective departments, those qualifying positions left open by a separation will be consolidated into other positions, replaced with part-time personnel or replaced in full after 2 years. There are several positions that will need to be replaced immediately, but those will be done at a lower rate of pay and at the new 2nd tier insurance levels. The savings for the 1st year, if every employee participates could be up to approximately $500,000. This considers the early separation payment along with the insurance.

If approved the plan will go into effect immediately with an enrollment period effective upon passage of this ordinance through February 14, 2021. The date of any employee’s separation under this program shall be no later than February 28, 2021. 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: 

  pdf 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” (96 KB)

Agenda Item #10 - Resolution Authorizing the Execution of a First Amendment to Communications Site Lease Agreement with Sprint

Staff Contact: Adam Lanning

Summary:
Sprint, formerly Nextel, has an existing lease agreement with the City to operate and maintain cellular communications equipment on the water tower located along the 251 overpass. The agreement is set to expire in August of 2020 and I have worked with Sprint to provide an updated agreement. The proposed terms are for 4 renewal terms of 5 years with monthly installments of $2,738.89 with a 3% annual escalation. This amendment maintains all terms of the existing agreement other than the outlined terms pertaining to the pricing, length of agreement and cost escalation.

Strategic Plan Goal Application: Short term routine- replacing infrastructure.

Recommendation: Approve a Resolution Authorizing the Execution of a First Amendment to Communications Site Lease Agreement with Sprint and authorize the City Manager to sign and execute the amendment.

Supporting Documents:
pdf First Amendment to Communications Site Lease Agreement (Water Tower) (898 KB)
pdf Resolution Authorizing the Execution of a First Amendment to Communications Site Lease Agreement with Sprint (90 KB)

Discussion Item #1 - Enjoy Rochelle Website & Community Calendar

The newly re-designed enjoyrochelle.com is now live! The site features our local tourism attractions: the Rochelle Railroad Park, Kennay Farms Distilling, and Chicagoland Skydiving Center, along with our historical sites, parks, restaurants, hotels and shops. Newly added is a Community Calendar feature where events can be submitted from local organizations planning community events. Jenny Thompson, Director of Marketing, Public Relations and Tourism will give a tour of the new site.

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, January 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
• 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 January 13, 2019 (172 KB)
b) Approve Exceptions – pdf 12/30/19-1/12/20 (110 KB)
c) Approve Bills – pdf 1/21/20 (247 KB)
d) Approve Payroll – pdf 12/30/19-1/12/20 (56 KB)
e) Accept and Place on File Minutes of Airport Advisory Board – pdf 10/28/19 (237 KB) and pdf 11/7/19 (182 KB)
2) Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal
3) Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal
4) Resolution Approving a Redevelopment Agreement for the Real Estate Located at 407 Lincoln Highway with MECAN, LLC
5) Reduction in Letter of Credit Surety for Steward Road Commercial Subdivision
6) Resolution Regarding the Release of Executive Session Minutes
7) Ordinance Authorizing Sale of Personal Property – Various Departments

VII. DISCUSSION ITEMS:
1) Pilot Program Trap, Neuter, Return

VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 -  Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal

Staff Contact: Tim Isley

Summary: The City of Rochelle purchases approximately 21,500 gallons collectively of unleaded gasoline and diesel fuel each year. Fuel is purchased from an outside vendor with the ability to deliver, pump and meter fuel to City owned on site above ground storage tanks.

Bids were solicited to provide Delivered Petroleum Fuel in 2020. An advertisement was published in the newspaper and on the City’s website. On Friday December 20th at 10 a.m., 2 sealed bids were received. Bids were publicly opened and read aloud by the City Clerk. The bid summary is as follows:

After analysis of the proposals submitted, Blake Oil Company best meets the City’s needs. The City can expect to save a $3,600.00 annually.

A report of findings will be shared at the January 27th council meeting in response to the questions raised at the January 13th meeting. City Council members are encouraged to contract Tim prior to the meeting with any questions.

Strategic Plan Goal Application: STR-13 Maintain a balanced budget

Recommendation: Approve an Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal

Supporting Documents:
pdf Request for Bids Delivered Petroleum Fueling (413 KB)
pdf Bid Tabulation (97 KB)
pdf Blake Oil Company Bid (5.03 MB)
pdf Conserv FS Bid (5.56 MB)
pdf Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal (61 KB)

Agenda Item #3 - Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal

Staff Contact: Tim Isley

Summary: The City of Rochelle purchases approximately 50,000 gallons collectively of unleaded gasoline and diesel fuel each year. Fuel is purchased from an outside vendor with the ability to provide diesel and unleaded gasoline fuel pumps in a clean and safe environment.

Bids were solicited to provide vendor site petroleum fueling in 2020. An advertisement was published in the newspaper and on the City’s website. On Friday December 20th at 10 a.m., 3 sealed bids were received. Bids were publicly opened and read aloud by the City Clerk. The bid summary is as follows:

• Benny’s Corner Market $0.10 discount/rebate off pump pricing
• Clark $0.09 discount/rebate off pump pricing
• Conserv FS $0.05 discount/rebate off pump pricing

After analysis of the proposals submitted, Benny’s Corner Market best meets the City’s needs. The City can expect to save a conservative $3,500.00 annually with the proposed discounts and rebates. In addition, the City will be members of the Mobile Fleet National Card program. With this program each department will receive vehicle fuel cards and personal identification numbers for each employee. An online account management portal will provide 24/7 access to all fuel transactions and associated data. This fuel card is also linked with Enterprise Fleet Management and will report all fuel transaction data back to Enterprise Fleet Management as it relates to each managed vehicle.

A report of findings will be shared at the January 27th council meeting in response to the questions raised at the January 13th meeting. City Council members are encouraged to contract Tim prior to the meeting with any questions.

Strategic Plan Goal Application: STR-13 Maintain a balanced budget

Recommendation: Approve An Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal

Supporting Documents:
pdf Request for Bids Vendor Site Petroleum Fueling (992 KB)
pdf Bid Tabulation (106 KB)
pdf Benny’s Corner Market Bid (11.54 MB)
pdf Clark Bid (8.48 MB)
pdf Conserv FS Bid (9.06 MB)
pdf Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal (106 KB)

Agenda Item #4 - Resolution Approving a Redevelopment Agreement for the Real Estate Located at 407 Lincoln Highway with MECAN, LLC

Staff Contact: Michelle Pease, Community Development Director

Summary: MECEN, LLC (Acres Café), is requesting a development agreement for the property located at 407 Lincoln Highway.

The City agrees to reimburse MECEN, LLC up to $50,000.00 for the purposes of fostering the redevelopment of the building located at 407 Lincoln Highway. The grant may only be used to reimburse expenditures for the installation of a larger water service from the City’s water main to the building and for the installation of an approved fire suppression system and back flow valves.

Strategic Plan Goal Application:
This project continues to support the City’s Strategic Plan goals by improving and developing our Downtown.

Recommendation:
Approve a Resolution Approving a Redevelopment Agreement for the Real Estate Located at 407 Lincoln Highway with MECAN, LLC

Supporting Documents:
pdf Redevelopment Agreement (788 KB)
pdf Resolution Approving a Redevelopment Agreement for the Real Estate Located at 407 Lincoln Highway with MECAN, LLC (73 KB)

Agenda Item #5 - Reduction in Letter of Credit Surety for Steward Road Commercial Subdivision

Staff Contact: City Engineer Sam Tesreau

Summary: Mr. Jim Planey, developer of the Steward Road Commercial Subdivision, has requested a reduction in the Stillman bank letter of credit surety #1488 ($751,118.00) dated March 14, 2019 for certain public land improvements along Steward Road in connection with the Final Plat of Steward Road Commercial Subdivision approved by the City Council in 2018 (Ord#18-4938) as well as the amended annexation agreement between Hub City LLC and the City of Rochelle (Ord#18-4937)

This surety was posted in accordance with the Rochelle Municipal Code (RMC) for the final plat of subdivision. The RMC provides for a release of the surety or reduction of surety upon certain conditions being met, including the posting of a performance bond or other surety in the amount of no less than 10% of the public sewer and water utilities, suitable lien waivers and acceptance of the public improvements by the City staff, City Council.

A majority of the improvements have either been completed by the City or the developer, in accordance with the annexation agreement and/or the Rochelle Municipal Code. However, it has been determined certain items, including street lights, the shared use pedestrian path and other items have not yet been completed. Therefore, the City Engineer recommends that a new letter of credit be posted for no less than $136,000 until such items are completed and to satisfy the 2 year performance bond. Lastly it appears an extension will be required to complete those remaining items and the City Engineer recommends and extension should be granted until March 30, 2021 unless another longer extension is allowed under the annexation agreement identified herein.

Recommendation:
Approve a reduction in letter of credit #1488 identified herein with conditions as outlined above.
Approve an extension of time, to complete the remaining public land improvements, to March 30, 2021.

Strategic Plan Goal application:
provide infrastructure effectiveness for commercial development growth

Agenda Item #6 - 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 January 13, 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 50 executive session minutes remain confidential at this time due to content. 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 (57 KB)

Agenda Item #7 - Ordinance Authorizing the Sale of Personal Property

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

Summary: Periodically, it is necessary for staff to identify items in City facilities that are no longer needed and remove them from inventory/storage. In the past, these miscellaneous items have been sold at a local auction. With that in mind, staff compiled a list of auction items from the following departments: Police, Community Development, and City Hall. The list consists of approximately 200 items including 36 bicycles, 4 vehicles and various other equipment.

Recommendation: Approve an Ordinance Authorizing the Sale of Personal Property

Supporting Documents:
pdf Ordinance Authorizing the Sale of Personal Property (9 KB)
pdf Exhibit A (79 KB)

Discussion Item #1 -  Trap, Neuter, Return Pilot Program

Trap, neuter, return (TNR) is a well-known best practice in reducing populations of feral cat populations in communities. Jenny Thompson will give the Council an overview of a pilot program to implement in Rochelle.

Reference: pdf TNR Presentation (406 KB)

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, January 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
o Appoint Donald Geralds to the Golf Course Advisory Committee as a voting member with a term of January 14, 2020-July 1, 2022
• Council Members
• Remarkable Resident Presentation – Jackee Ohlinger
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting –  pdf December 9, 2019 (185 KB)
b) Approve Exceptions – pdf 12/4/19-12/31/19 (338 KB)
c) Approve Bills – pdf 01/07/20 (101 KB)
d) Approve Payroll – pdf 12/2/19-12/15/19 (58 KB) , pdf 12/16/19-12/29/19 (56 KB)
e) Accept and Place on File Minutes of Rochelle Police and Fire Commissioners – pdf 9/10/19 (44 KB)
f) Accept and Place on File Minutes of Planning and Zoning Commission – pdf 11/4/19 (203 KB)
g) pdf Accept and Place on File General Fund Budget Summary Ending 11/30/19 (699 KB)
2) Ordinance Approving a Conditional Use in B-1 Commercial Central Business Zoning District for a Place of Worship at 405 N. Main Street (Living Water Community Church, Petitioner)
3) Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal
4) Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal
5) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class P-2 Liquor License for Clark Gas Station at 1180 North 7th Street Effective May 3, 2020

VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Approving a Conditional Use in B-1 Commercial Central Business Zoning District for a Place of Worship at 405 N. Main Street (Living Waters Community Church, Petitioner)

Staff Contact: Michelle Pease, Community Development Director

Summary: Living Waters Community Church is requesting a Conditional Use for the property located at 401/405 North Main Street. The Church was granted a Conditional Use with an expiration of two years. The petitioner is asking for the Conditional Use to transfer upon sale to the new owner with no limitation on the duration of the Conditional Use.

According to Chapter 110 Zoning, under Division 2 - Conditional Use Permits, the Planning and Zoning Commission shall hold a public hearing, shall review the site, existing and proposed structures, architectural plans, neighborhood uses, parking areas, driveway locations, highway access, traffic generation and circulation.

The Planning & Zoning Commission held a public hearing on January 6, 2020. The Commission voted 7 to 0 to recommend the Conditional Use Permit.

Recommendation:
Approve an Ordinance Approving a Conditional Use in B-1 Commercial Central Business Zoning District for a Place of Worship at 405 N. Main Street (Living Waters Community Church, Petitioner)

Supporting Documents:
  pdf Ordinance Approving a Conditional Use in B-1 Commercial Central Business Zoning District for a Place of Worship at 405 N. Main Street (Living Waters Community Church, Petitioner) (86 KB)

Agenda Item #3 - Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal

Staff Contact: Tim Isley

Summary: The City of Rochelle purchases approximately 21,500 gallons collectively of unleaded gasoline and diesel fuel each year. Fuel is purchased from an outside vendor with the ability to deliver, pump and meter fuel to City owned on site above ground storage tanks.

Bids were solicited to provide Delivered Petroleum Fuel in 2020. An advertisement was published in the newspaper and on the City’s website. On Friday December 20th at 10 a.m., 2 sealed bids were received. Bids were publicly opened and read aloud by the City Clerk. The bid summary is as follows:

• Bidder Name Bidder Price Above Weekly Rack Price
• ------------------ Unleaded Gasoline #1 Diesel Fuel #2 Diesel Fuel
• Blake Oil Company $0.0985 $0.1285 $0.1285
• Conserv FS $0.30 $0.30 $0.30

After analysis of the proposals submitted, Blake Oil Company best meets the City’s needs. The City can expect to save a $3,600.00 annually.

Strategic Plan Goal Application: STR-13 Maintain a balanced budget

Recommendation: Approve an Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal

Supporting Documents:
pdf Request for Bids Delivered Petroleum Fueling (413 KB)
pdf Bid Tabulation (97 KB)
pdf Blake Oil Company Bid (5.03 MB)
pdf Conserv FS Bid (5.56 MB)
pdf Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal (62 KB)

Agenda Item #4 - Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal

Staff Contact: Tim Isley

Summary: The City of Rochelle purchases approximately 50,000 gallons collectively of unleaded gasoline and diesel fuel each year. Fuel is purchased from an outside vendor with the ability to provide diesel and unleaded gasoline fuel pumps in a clean and safe environment.

Bids were solicited to provide vendor site petroleum fueling in 2020. An advertisement was published in the newspaper and on the City’s website. On Friday December 20th at 10 a.m., 3 sealed bids were received. Bids were publicly opened and read aloud by the City Clerk. The bid summary is as follows:

• Benny’s Corner Market $0.10 discount/rebate off pump pricing
• Clark $0.09 discount/rebate off pump pricing
• Conserv FS $0.05 discount/rebate off pump pricing

After analysis of the proposals submitted, Benny’s Corner Market best meets the City’s needs. The City can expect to save a conservative $3,500.00 annually with the proposed discounts and rebates. In addition, the City will be members of the Mobile Fleet National Card program. With this program each department will receive vehicle fuel cards and personal identification numbers for each employee. An online account management portal will provide 24/7 access to all fuel transactions and associated data. This fuel card is also linked with Enterprise Fleet Management and will report all fuel transaction data back to Enterprise Fleet Management as it relates to each managed vehicle.

Strategic Plan Goal Application: STR-13 Maintain a balanced budget

Recommendation: Approve An Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal

Supporting Documents:
pdf Request for Bids Vendor Site Petroleum Fueling (992 KB)
pdf Bid Tabulation (106 KB)
pdf Benny’s Corner Market Bid (11.54 MB)
pdf Clark Bid (8.48 MB)
pdf Conserv FS Bid (9.06 MB)
pdf Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal (106 KB)

Agenda Item #5 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class P-2 Liquor License for the Clark Gas Station located at 1180 North 7th Street

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

Summary: The Clark Gas Station has submitted an application for a Class P-2 liquor license at 1180 North 7th Street. The Class P-2 liquor license allows for the retail sale of packaged alcoholic liquor but not for consumption on the premises where sold.

The Mayor and Council approved an Ordinance Approving a Development Agreement with Liquor N Wine on June 13, 2016. The agreement included a moratorium on package liquor licenses for a period of three years following the issuance of an occupancy permit to the operator for the property. The occupancy permit was issued on May 2, 2017 so the moratorium will expire on May 2, 2020.

The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the creation of a Class P-2 liquor license for the Clark Gas Station. This action will result in a total of two Class P-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 Create One Class P-2 Liquor License for the Clark Gas Station at 1180 North 7th Street effective May 3, 2020

Supporting Documents:
pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class P-2 Liquor License for the Clark Gas Station at 1180 North 7th Street effective May 3, 2020 (13 KB)