City Council Meeting Agenda - December 9, 2019 - 6:30PM

City Hall - Council Chambers | 420 North Sixth Street Rochelle

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 Presentation – Dana Theiss
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf November 25, 2019 (183 KB)
b) Approve Exceptions – pdf 11/20/19-12/2/19 (70 KB)
c) Approve Bills – pdf 12/3/19 (162 KB)
d) Approve Payroll – pdf 11/4/19-11/17/19 (60 KB) , pdf 11/18/19-12/1/19 (56 KB)
e) Accept and Place on File Golf Course Advisory Committee Minutes – pdf 10/28/19 (24 KB)
f) Authorize St. Paddy’s Day Parade and Irish Hooley – pdf 03/14/20 (273 KB)
g) pdf Approve Amended City of Rochelle Meeting Dates for 2020 (63 KB)
2) Budget Fiscal Year 2020 (Public Hearing and Adoption)
3) 2020-2029 Capital Improvement Plan
4) Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2020
5) Resolution Authorizing the City Manager to Execute an Agreement with the Progressive Park Rochelle LLC for the Purchase of Land – New 138KV Substation
6) Ordinance Amending Certain Section of Chapter 6 Article I of the Rochelle Municipal Code Pertaining to Arts and Entertainment Liquor License Classifications
7) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class U Liquor License for the Artists Garden at 407 Lincoln Highway
8) Ordinance Approving an Easement Agreement with MECEN, LLC, an Illinois Limited Liability Company Located at the Artists’ Garden - 408 Lincoln Highway
9) Ordinance Establishing the Small Business Permit Fee Waiver Program
10) Resolution Establishing City of Rochelle Water Rates Effective January 1, 2020
11) Resolution Approving the Assignment and Assumption of the Asset Purchase Agreement
12) Resolution Authorizing the Execution of a Second Amendment to the Asset Purchase Agreement between the City of Rochelle and Commonwealth Edison Company, an Illinois Corporation

13)Ordinance Authorizing Commonwealth Edison Company and its Successors and Assigns to Construct, Operate and Maintain an Electric Transmission and Power System on and Across Property of the City of Rochelle

14) Resolution Approving an Amendment to the Personnel Manual
15) Resolution Authorizing the Purchase One (1) Fire Engine from Toyne, Inc.
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

Agenda Item #2 - Budget Fiscal Year 2020 (Public Hearing and Adoption)

Staff Contact: Jeff Fiegenschuh, City Manager

Summary: The City of Rochelle held a Committee of the Whole meeting on November 18th. to discuss the upcoming 2020 budget. During the meeting, the City Manager presented a PowerPoint highlighting the 2020 budget and answered specific questions on various line items. The City Clerk published a Public Hearing Notice, as required by State law, to consider adoption of the budget at the December 9th City Council Meeting. Final action on the 2020 Budget is required on or before December 30, 2019 in order to be filed with Ogle and Lee Counties.

The final Proposed 2020 General Fund revenues are budgeted at $11,210,836. This represents an increase of approximately 2% compared to the approved 2019 budget. Budgeted expenses total $11,158,089 which is approximately 2% higher than the 2019 budget. This results in a budget surplus of $52,747. The combination of the General Fund, Special Revenue Funds, Enterprise Funds, Internal Service Funds, Trust and Agency Funds, and Capital Project Funds results in budgeted revenues of $83,969,264 and budgeted expenses of $91,944,101.

Illinois statutes require that the City conduct a public hearing on the proposed budget to allow citizens the opportunity to provide comments. After the Council returns to regular session, members of the Council can propose modifications to the proposed budget, each of which will be voted on by the Council. The proposed budget as amended will then be subject to a final Council vote for approval.

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

Recommendation: Conduct Public Hearing and Approve Fiscal Year 2020 Budget

Supporting Documents:
pdf 2020 Proposed Budget (26.65 MB)

Agenda Item #3 - 2020-2029 Capital Improvement Plan

Staff Contact: Jeff Fiegenschuh, City Manager

Summary: The City’s Capital Improvement Plan (CIP) is a multi-year planning instrument for the evaluation and identification of the capital infrastructure projects in need of renovation, repair, and/or construction along with the equipment or vehicle replacement over the next ten years. The CIP relates these projected capital needs to the financial sources that will support their realization and the timeframe in which the financing and work will take place. Capital improvement programming is the process by which these capital projects are identified, prioritized, and selected, and thus are incorporated into the long-range fiscal and strategic planning of the City. The Capital Improvement Plan document is different from the annual budget as it sets forth a ten-year program. The first year’s program contains projects that are included in the 2020 City of Rochelle Budget. The remaining nine years reflect staff’s recommended priorities for the future.

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

Recommendation: Approve the 2020-2029 Capital Improvement Plan

Supporting Documents:
pdf 2020-2029 CIP (17.63 MB)

Agenda Item #4 - Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2020

Staff Contact: Nancy Bingham, Human Resources Coordinator

Summary: The Municipal Code of the City of Rochelle requires that the City Council annually approve a resolution establishing the minimum/maximum wage rates for all position classifications within the City. The proposed resolution applies to all employees and is based on job categories as defined by the Equal Employment Opportunity Commission. The rates included in this resolution are consistent with those that were incorporated into the City Budget for Fiscal Year 2020.

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

Recommendation: Approve the Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2020.

Supporting Documents:
pdf Resolution Establishing Minimum/Maximum Wage Rates for 2020 Fiscal Year (10 KB)
pdf Exhibit A - Minimum/Maximum Anticipated Wages Rates (13 KB)

Agenda Item #5 - Resolution Authorizing the City Manager to Execute an Agreement with the Progressive Park Rochelle LLC for the Purchase of Land – New 138KV Substation

Staff Contact: Jason Bird

Summary: As part of the ongoing need to improve the RMU distribution system, RMU needs to construct a sub-station in the southern area of the City, near many of its industrial and commercial customers. The City has identified a site that is approximately 16.53 acres, which is owned by Progressive Park Rochelle, LLC. The site is one of the desired locations for the new substation. The expenditure for the land is in this year’s budget; however, the expenditure is more than the budgeted amount. RMU has funds available from another project that came in under budget. The budget for 2020 includes the funds for the construction of the substation.

Recommendation: Approve a Resolution Authorizing the City Manager to Execute an Agreement with the Progressive Park Rochelle LLC for the Purchase of Land

Supporting Documents:
pdf Resolution Authorizing the City Manager to Execute an Agreement with the Progressive Park Rochelle LLC for the Purchase of Land (63 KB)
pdf Agreement for Purchase and Sale (199 KB)

Agenda Item #6 - Ordinance Amending Certain Sections of Chapter 6, Article I of the Rochelle Municipal Code Pertaining to Arts and Entertainment Liquor License Classifications

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

Summary: The Artists’ Garden recently approached the City about allowing patrons to bring wine and beer into the facility for onsite consumption. The current code does not allow businesses to sell, distribute or give away beer or wine to the general public without obtaining a license from the City. The proposed ordinance creates a Class U license as follows:

“Class U licenses shall authorize a licensee of an arts and entertainment studio to permit consumption of beer and wine only, brought on the premises of an arts and entertainment studio by a patron twenty-one years of age or older for personal consumption or for personal consumption of other patrons who are twenty-one year of age or older. The consumption of beer and wine is restricted to licensed premises. Such consumption shall be limited to members of a group assembled on the premises for the purpose of attending arts sand crafts classes offered by an arts and entertainment studio.

No more than one 750-milliliter bottle of wine per patron or no more than thirty-six ounces of beer per patron (unopened) shall be permitted to be brought into the premises. The sale of beer, wine, spirits, and all other types of alcohol to patrons of the licensed premises shall be prohibited. No package sales are permitted.”

The ordinance includes a $200 license fee for a Class U liquor license.

Staff Recommendation: Approve an Ordinance Amending Certain Sections of Chapter 6, Article I of the Rochelle Municipal Code Pertaining to Arts and Entertainment Liquor License Classifications

Supporting Documents:
pdf Approve an Ordinance Amending Certain Sections of Chapter 6, Article I of the Rochelle Municipal Code Pertaining to Arts and Entertainment Liquor License Classifications (102 KB)

Agenda Item #7 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class U Liquor License for the Artists’ Garden at 407 Lincoln Highway

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

Summary: The Artists’ Garden has submitted an application for a Class U liquor license at 407 Lincoln Highway. The Class U liquor license allows for an arts and entertainment studio to permit consumption of beer and wine only, brought on the premises by a patron twenty-one years of age or older for consumption on the licensed premises.

The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the creation of a Class U liquor license for the Artists’ Garden. This action will result in a total of one Class U liquor license 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 U Liquor License for the Artists’ Garden at 407 Lincoln Highway

Supporting Documents:
pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class U Liquor License for the Artists’ Garden at 407 Lincoln Highway (52 KB)

Agenda Item #8 - Ordinance Approving an Easement Agreement with MECEN, LLC, an Illinois Limited Liability Company Located at the Artists’ Garden - 408 Lincoln Highway

Staff Contact: Michelle Pease, Community Development Director

Summary: MECEN, LLC (Artists’ Garden), is requesting an easement agreement to install a deck and stairway located in Page Park (City Owned Property) to the South of their building located at 407 Lincoln Highway. The deck and stairway will allow access to the Acres Café that will be opening in 2020.

This easement agreement is for a period of thirty (30) years with an option for two ten (10) year extensions. MECEN, LLC will construct and maintain the deck and stairway in accordance with all applicable City Building and Fire Codes.

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

Recommendation:
Approve an Ordinance Approving an Easement Agreement with MECEN, LLC, an Illinois Limited Liability Company located at the Artists’ Garden - 408 Lincoln Highway

Supporting Documents:
pdf Ordinance Approving an Easement Agreement with MECEN, LLC, an Illinois Limited Liability Company Located at the Artists’ Garden - 408 Lincoln Highway (64 KB)
pdf Easement Agreement for a Deck and Stairway (74 KB)
pdf Site Plans (265 KB)

Agenda Item #9 -  Ordinance Establishing the Small Business Permit Fee Waiver Program

Staff Contact: Michelle Pease, Community Development Director

Summary:
The Small Business Permit Fee Waiver Program is designed to assist small businesses with fees that are associated with opening a new business or expanding a business within the City of Rochelle. These fees include electric, water, sewer and building permits.

The purpose of the program is to create local jobs, encourage new investment and the rehabbing of existing retail/commercial spaces within the City limits.

For the purpose of this program, a small business is defined as 30 full time employees or less on site and not a licensed franchise.

The submission of a formal application for the waiving of permit fees from all applicants will be required.

Recommendation: Approve an Ordinance Establishing the Small Business Permit Fee Waiver Program

Supporting Documents:
pdf Ordinance Establishing the Small Business Permit Fee Waiver Program (80 KB)
pdf Small Business Fee Waiver Application Form (95 KB)

Agenda Item #10 - Resolution Establishing City of Rochelle Water Rates Effective January 1, 2020

Staff Contact: Adam Lanning

Summary:
In 2019 Willett Hofmann and Associate’s was hired to conduct a rate study for both the water and water reclamation divisions, on par with the current practice of looking at rates every 3 years. On November 20th the findings of the study were presented to the Utility Advisory Board with unanimous approval.

Recommendation: Approve a Resolution Establishing City of Rochelle Water Rates Effective January 1, 2020 in accordance with the findings of the rate study presented by Willett Hofmann and Associates

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

Supporting Documents:
pdf Resolution Establishing City of Rochelle Water Rates Effective January 1, 2020 (142 KB)
pdf Water Rate Report (829 KB)
document Water Reclamation Division and Water Division Rate Study Presentation (14.17 MB)

Agenda Item #11 - 13 - Resolution Approving the Assignment and Assumption of the Asset Purchase Agreement and Resolution Authorizing the Execution of a Second Amendment to the Asset Purchase Agreement between the City of Rochelle and Commonwealth Edison Company, an Illinois Corporation and Ordinance Authorizing Commonwealth Edison Company and its Successors and Assigns to Construct, Operate and Maintain an Electric Transmission and Power System on and Across Property of the City of Rochelle

Staff Contact: Jason Bird

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.
The Asset Purchase Agreement was approved on April 16, 2018 by Ordinance 18-4833. On May 28, 2019, this council approved a First Amendment to the Agreement to allow for the delay in ICC approval.
During the ongoing regulatory process NEET has sought to assign its contractual rights to Commonwealth Edison Company. Assignment of the Agreement is allowed and NEET has the right to assign its contractual rights with the written approval of the City Council.
If the assignment is approved, a Second Amendment to the Asset Purchase Agreement is necessary. The amendment includes 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. Although amendments are being made to the Agreement, the material terms and net result of the payments will remain the same and in accordance with the selected bid.

Recommendation:
Approve Resolution Approving the Assignment and Assumption of the Asset Purchase Agreement

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

Approve Ordinance Authorizing Commonwealth Edison Company and its Successors and Assigns to Construct, Operate and Maintain an Electric Transmission and Power System on and Across Property of the City of Rochelle

Supporting Documents
pdf Resolution Approving the Assignment and Assumption of the Asset Purchase Agreement (80 KB)
  pdf Assignment and Assumption of Asset Purchase Agreement (71 KB)
pdf Resolution Authorizing the Execution of a Second Amendment to the Asset Purchase Agreement between the City of Rochelle and Commonwealth Edison Company, an Illinois Corporation (80 KB)
  pdf Second Amendment to the Asset Purchase Agreement (129 KB)

  pdf Ordinance Authorizing Commonwealth Edison Company and its Successors and Assigns to Construct, Operate and Maintain an Electric Transmission and Power System on and Across Property of the City of Rochelle (83 KB)

Agenda Item #14 - Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook)

Staff Contact: Nancy Bingham

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

The changes are: Electronic Communication and Technology Policy due to the increasing risk of cyber security threats and Guidelines for flowers at the time of bereavement or hospitalization.

Chapter 5, Article Q: Electronic Communication and Technology Policy
Adding:
5.p. No USB Drive should be used on a home computer or any other non-City computer and brought in and used on a City owned computer.
5.q. Non-Employees are prohibited use of their USB drive on City owned computer.
5.r. Use of a City owned USB is prohibited on any non-City owned computer. (City owned USB’s should only be used on City owned computers)
5.s. B.Y.O.D.: Computers, laptops, tablets or any other device that is not City owned should not be connected to the City network on City property with authorization from the IT Dept.

6. change from Violations to Laptops
6.a. All city owned laptops are to remain on City property unless given written and specific authorization. Authorization will be permitted for specific use only, unless it is necessary to conduct business offsite on an ongoing basis.
6.b. Laptops should be kept in a secure designated location within the department unless used daily.
6.c. Laptops, tablets or any other electronic device should not be left in vehicles overnight or for extended periods of times due to potential theft or the extreme heat/cold in vehicles.

7. Violations now #7 and content remains the same.

Adding:
Chapter 5, Article T: Guidelines for sending flowers at the time of bereavement or hospitalization.
This policy was last updated in 2006 and not included in the previous handbook. The cost has increased over the years and this policy is adjusted to reflect the increase changes.

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

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

Supporting Documents:
pdf Resolution Approving an Amendment to the Personnel Manual (54 KB)

Agenda Item #15 - Resolution Authorizing the Purchase One (1) Fire Engine from Toyne, Inc.

Staff Contact: David Sawlsville Fire Chief

Summary:
In 1995 City Council approved the purchase of two new Fire Engines, Engine 3 and Engine 8. In 2014 Council approved the purchase of a replacement for Engine 3 while Engine 8 remains in service.
The cost of maintaining a 24-year-old vehicle is beginning to surface. The last expense for rebuilding the fuel system was $5,500.

The FY2019 budget includes $200,000 for a partial payment towards the purchase of a replacement for Engine 8. Also, this year the Fire Department applied for and was awarded a low interest (1.89%) loan in the amount of $350,000 from the State Fire Marshal’s Office for the purchase of the replacement Engine.

In November of this year the Fire Department advertised for bids for this vehicle and received three bid proposals.
Bid #1 Alexis Fire Equipment $640,301.00
Bid #2 Alexis Fire Equipment $598,404.00
Bid #3 Toyne Inc. $583,863.04

Both manufactures offer discounts for making a pre-payment and all proposals include a 100% performance bond.

Strategic Plan Goal Application:
Core Service Delivery

Recommendation:
Approve a Resolution Authorizing the Purchase One (1) Fire Engine from Toyne, Inc. for the proposed bid of $583,863.04 and reject all other bids.
We further recommend approval of a $550,000.00 pre-payment which will net a $13,214.72 discount for a final purchase price of $570,648.32

Supporting Documents:
pdf Resolution Authorizing the Purchase One (1) Fire Engine from Toyne, Inc. (80 KB)
pdf Exhibit 1 (1.44 MB)
  pdf Three bid proposals including pre-payment discount options (490 KB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, November 25, 2019 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 Daughters of the American Revolution (79 KB)

IV.                                      REPORTS AND COMMUNICATIONS:

·         Mayor

o   Accept the resignation of Dr. Joe Thiele from the Planning & Zoning Commission

o   Appoint Gary Chiavini to the Planning & Zoning Commission as a voting member with a term of November 26, 2019-July 1, 2020

o   Appoint Jacob Becker to the Planning & Zoning Commission as an at-large, non-voting member with a term of November 26, 2019-July 1, 2021

·         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 November 12, 2019 (173 KB)

b)       Approve Minutes of Committee of the Whole Workshop – pdf November 18, 2019 (79 KB)

c)       Approve Exceptions – pdf 11/6/19-11/18/19 (70 KB)

d)       Approve Bills – pdf 11/19/19 (200 KB)

e)       Approve Payroll – pdf 10/21/19-11/3/19 (111 KB)

f)        Accept and Place on File Financial Statement – pdf October 2019 (713 KB)

g)      pdf Approve City of Rochelle Meeting Dates for 2020 (61 KB)

h)      pdf Approve City of Rochelle Legal Holidays for 2020 (21 KB)

i)        Formally Set the Date for the Public Hearing on the 2020 City of Rochelle Budget as 12/9/19 (A Copy of the Budget is available in the City Clerk’s Office)

2)    Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Casey’s at 330 South 7th Street

3)    Ordinance Approving a Conditional Use in the PUD-C (Planned Unit Development – Commercial) Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor and Related Products in Accessors at 1231 Caron Road (Sinbad Vapors, LLC, Petitioner)

4)    Well No. 8 Well Rehabilitation Project

5)    Well No. 4 Well Rehabilitation Project

6)    Well No. 4 New Well House Project

7)    Ordinance Adopting 2019 Property Tax Levy

8)    Ordinance Abating the Taxes Levied for 2019 - Taxable General Obligation Bonds Series 2013

9)    Ordinance Abating the Taxes Levied for 2019 to Pay the Principal of and Interest on $4,500,000 General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle

10)Risk Insurance Renewal for the City of Rochelle

VII.                                  DISCUSSION ITEMS:VIII.                               EXECUTIVE SESSIONIX.                                     ADJOURNMENT

Agenda Item #2 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Casey’s at 330 South 7th Street

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

Summary:      Casey’s has submitted an application for a Class B liquor license at 330 South 7th Street.  The Class B liquor license allows for the retail sale on the premises specified of alcoholic liquor for consumption on the premises as well as other package retail sales. 

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

Recommendation:    

Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Casey’s at 330 South 7th Street

Supporting Documents: 

pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Casey’s at 330 South 7th Street (52 KB)

Agenda Item #3 -  Ordinance Approving a Conditional Use in the PUD-C (Planned Unit Development – Commercial) Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor and Related Products in Accessors at 1231 Caron Road (Sinbad Vapors, LLC, Petitioner)

Staff Contact: Michelle Pease, Community Development Director

Summary:
Sinbad Vapors, LLC is a retail store for electronic cigarettes, vapor and related products and accessories. 1231 Caron Road is in a PUD-C zoning district where a conditional use permit is required for this type of business. Sinbad Vapors LLC is requesting a Conditional Use for their retail store to be located at 1231 Caron Road.

Also, under Division 2, section 110-77, Conditions, certain conditions may be required such as landscaping, architectural design, type of construction, construction commencement and completion dates, sureties, lighting, fencing, planting screens, operational control, hours of operation, improved traffic circulation, deed restrictions, highway access restrictions, increased yards, or parking requirements may be required by the Planning and Zoning Commission upon its finding.

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 November 4, 2019. The Commission voted 5:2 to recommend the Conditional Use Permit.

Strategic Plan Goal Application:
To promote, retain and enhance small business development.

Recommendation:
Approve an Ordinance Approving a Conditional Use in the PUD-C (Planned Unit Development – Commercial) Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor and Related Products in Accessors at 1231 Caron Road (Sinbad Vapors, LLC, Petitioner)

Supporting Documents:
pdf Ordinance Approving a Conditional Use in the PUD-C (Planned Unit Development – Commercial) Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor and Related Products in Accessors at 1231 Caron Road (Sinbad Vapors, LLC, Petitioner) (118 KB)
pdf Exhibit 1 – Legal Description (42 KB)

Agenda Item #4 - Well No. 8 Well Rehabilitation Project

Staff Contact:  Adam Lanning

Summary:     

Well 8 (located on Caron Rd.) suffered an equipment failure earlier in the year and requires a new pump, motor and cable along with repairing a damaged casing.  A bid opening was held on November 14th and 3 base bids were submitted ranging from $165,713 to $253,100.  A total of 2 alternate bids were also submitted with total bids ranging from $214,013 to $254,468.  The alternate bid includes fixing the split casing.  Water Well Solutions submitted the lowest bids and after careful review they meet all City requirements.

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

Recommendation:     Approve the bids submitted by Water Well Solutions Illinois Division, LLC for the Well No. 8 Well Rehabilitation Project in the amount of $214,013 and reject all other bids.

Supporting Documents: 

pdf Willett Hofmann Recommendation Letter (52 KB)

pdf Bid Tabulation (33 KB)

pdf Notice of Award  (22 KB)

Agenda Item #5 - Well No. 4 Well Rehabilitation Project

Staff Contact:  Adam Lanning

Summary:     

Well 4 is located on 2nd avenue near the highway 251 overpass and is still the original building from 1928.  The building and all associated equipment need to be replaced.  Fehr Graham was selected to provide design services and on November 14th we held a bid opening for 2 separate contracts, one to rehabilitate the well, pump and motor and the second to construct a new building.  For contract 1 we received a total of 4 bids ranging from $135,129 to $330,400 with Cohoy Pump Service providing the lowest bid. 

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

Recommendation:     Approve the bid submitted by Cahoy Pump Service in the amount of $135,129 and reject all other bids

Supporting Documents: 

pdf Fehr Graham Recommendation Letter (25 KB)

pdf Bid Tabulation (15 KB)

pdf Notice of Award  (16 KB)

Agenda Item #6 -  Well No. 4 New Well House Project

Staff Contact:  Adam Lanning

Summary:     

Well 4 is located on 2nd Avenue near the Highway 251 overpass and is still the original building from 1928.  The building and all associated equipment needs to be replaced.  Fehr Graham was selected to provide design services and on November 14th we held a bid opening for 2 separate contracts, one to rehabilitate the well, pump and motor and the second to construct a new building.  For contract 2 we received a total of 6 base bids ranging from $1,363,551 $1,880,000 with Larson and Larson Builders providing the lowest bid. We also received a total of 6 alternate bids ranging from $167,683.07 to $251,002.92 with Stenstrom Construction Group providing the lowest bid. Included in the base bid documents is an allowance for each bid to add $30,000 for asbestos evaluation and abatement.    

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

Recommendation:  Approve the base bid submitted by Larson and Larson Builders in the amount of $1,363,551 and reject all other base and alternate bids.

Supporting Documents: 

pdf Fehr Graham Recommendation Letter (37 KB)

pdf Bid Tabulation (28 KB)

pdf Notice of Award (86 KB)

Agenda Item #7 -  Ordinance Adopting 2019 Property Tax Levy

Staff Contact:  Jeff Fiegenschuh, City Manager

Summary:      The State of Illinois requires the City annually adopt and file a Property Tax Levy Ordinance on or before the last Tuesday in December.  Last year the City’s Equalized Assessed Valuation (EAV) was $225,298,975 and its property tax rate was 1.111420 per $100 of EAV.  The City collected $2,504,018 in property taxes.  For 2019, Ogle County has estimated the City’s EAV at $261,310,330.  The proposed levy calculations would result in the City collecting $2,563,862 in property taxes, an increase of 4.95% (excluding the bond).  Based on the estimated EAV, the tax rate would decrease .10613 per $100 of EAV.  The proposed 2019 levy includes funding the Police and Fire Pension Funds as recommended by the City’s actuarial studies.

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

Recommendation:  Approve an Ordinance Adopting the 2019 Property Tax Levy

Supporting Documents: 

pdf Ordinance Adopting 2019 Property Tax Levy (35 KB)

pdf Real Estate Tax Rate Extension and Impact (62 KB)

pdf Rochelle Firefighters’ Pension Fund Actuarial Valuation – Lauterbach & Amen, LLP (730 KB)

pdf Rochelle Police Pension Fund Actuarial Valuation – Lauterbach & Amen, LLP (710 KB)

pdf City of Rochelle Firefighters’ Pension Fund Actuarial Valuation – Foster & Foster (2.54 MB)

pdf City of Rochelle Police Penson Fund Actuarial Valuation – Foster & Foster (1.43 MB)

pdf Rochelle Firefighters Pension Fund Actuarial Valuation – Illinois Department of Insurance (80 KB)

pdf Rochelle Police Penson Fund Actuarial Valuation – Illinois Department of Insurance (80 KB)

Agenda Item #8 - Ordinance Abating the Taxes Levied for 2019 for Taxable General Obligation Bonds Series 2013

Staff Contact:  Chris Cardott, Finance Director

Summary:      In 2010, the Mayor and Council approved an ordinance providing for the issuance of bonds to finance offsite improvements related to the Lighthouse Pointe Subdivision and Route 38 corridor.  The City subsequently issued Taxable General Obligation Bonds, Series 2010 (Recovery Zone Economic Development Bonds) in the amount of $2,940,000.  In April 2013, due to federal budget cuts which affected the subsidy available through the Recovery Zone Bond program, the Council approved the issuance of General Obligation Refunding Bonds in an amount not to exceed $3,125,000, which included interest and bond issuance costs.  The annual debt service related to these bonds is being paid through TIF revenues, instead of property taxes, when sufficient funds are available.  To abate the property taxes, the proposed ordinance must be approved annually and forwarded to Lee County and Ogle County.   

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

Recommendation:  Approve an Ordinance Abating the Taxes Levied for 2019 to Pay Debt Service on Taxable General Obligation Bonds Series 2013

Supporting Documents: 

pdf Ordinance Abating the Taxes Levied for 2019 Taxable General Obligation Bonds Series 2013 (90 KB)

Agenda Item #9 - Ordinance Abating the Taxes Levied for 2019 to Pay the Principal of and Interest on $4,500,000 General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle

Staff Contact:  Chris Cardott, Finance Director

Summary:      In 2018, the Mayor and Council approved an ordinance providing for the issuance of bonds to finance infrastructure improvements.  The City subsequently issued General Obligation Bonds (Alternate Revenue Source), Series 2018 in the amount of $4,500,000.  The annual debt service related to these bonds is being paid through the Capital Improvement Fund from a transfer from the Non-Home Rule Sales Tax Fund instead of property taxes, when sufficient funds are available.  To abate the property taxes, the proposed ordinance must be approved annually and forwarded to Lee County and Ogle County.   

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

Recommendation:  Approve an Ordinance Abating the Taxes Levied for 2019 to Pay the Principal of and Interest on $4,500,000 General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle

Supporting Documents: 

  pdf Ordinance Abating the Taxes Levied for 2019 to Pay the Principal of and Interest on $4,500,000 (125 KB)  General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle

Agenda Item #10 -  Risk Insurance Renewal for the City of Rochelle

Staff Contact:  Adriana Milan

Summary:      The City of Rochelle’s Risk Insurance Plan Year expires annually on December 31st.

In 2018 the City of Rochelle joined the Illinois Municipal Insurance Cooperative (IMIC) which includes 18 other municipalities in the region.  The program is managed by AJ Gallagher, with coverage and services with Brit Insurance, York Insurance, Lexipol and Illinois Public Risk Fund (IPRF).

On November 15, 2019 IMIC held a quarterly meeting and the proposals of insurance for 2020 were presented by AJ Gallagher Account Executive Ethan Salsinger.  The renewal amount for the City of Rochelle for 2020 is $568,293, this is approximately 8% increase from 2019.  The overall premium increase is due to the excess property coverage and workers’ comp.

The City of Rochelle received a Safety Grant from IPRF for 2020 in the amount of $ 8,074. These funds will be used towards safety equipment and/or training in 2020.  The award amount varies from year to year based on the total works’ comp losses and payroll amounts.

Strategic Plan Goal Application: 

-Dynamic planning and evaluation in City wide planning efforts.

-Budget - Retain quality services and coverage for the property, general/auto liability and workers’ comp insurance while diligently pursuing a minimal increase to the budget. 

Recommendation:     Approve and place on file the 2020 Risk Insurance Rates from Illinois Municipal Insurance Cooperative (IMIC) for a total cost of $568,293.

Supporting Documents: 

pdf Premiums/Fees Comparison (322 KB)

pdf Client Services Agreement (4.61 MB)

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Tuesday, November 12, 2019 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068

I. CALL TO ORDER:

• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
• Veterans Day Proclamation
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Remarkable Resident – Sam Graber
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf October 28, 2019 (190 KB)
b) Approve Exceptions – pdf 10/23/19-11/4/19 (85 KB)
c) Approve Bills – pdf 11/5/19 (215 KB)
d) Approve Payroll – pdf 10/7/19-10/20/19 (60 KB)
e) Accept and Place on File Municipal Compliance Report – pdf Fire Pension Fund (746 KB)
f) Accept and Place on File Municipal Compliance Report – pdf Police Pension Fund (1.14 MB)
g) Accept and Place on File Minutes of Airport Advisory Board – pdf August 5, 2019 (204 KB)
h) Accept and Place on File Minutes of Planning and Zoning Commission – pdf October 7, 2019 (186 KB)
i) Approve Request related to the Lighted Christmas Parade – pdf 12/6/19 (53 KB)
2) Ordinance Granting a Sign Variance at 1201 East Illinois Route 38 (Pilot Travel Centers, Petitioner)
3) Ordinance Approving a Conditional Use in the PUD-C (Planned Unit Development – Commercial) Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor and Related Products in Accessors at 1231 Caron Road (Sinbad Vapors, LLC, Petitioner)
4) Ordinance Authorizing Purchase of Real Estate for a Public Purpose - 608 W. 2nd Avenue
5) Resolutions Authorizing the Execution of a Collocation License Agreement and Dark Fiber License Agreement with Zayo Group, LLC
VII. DISCUSSION ITEMS:
1) Proposed Zoning Code Updates
2) The Spark Locally Made Marketplace
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Granting a Sign Variance at 1201 East Illinois Route 38 (Pilot Travel Centers, Petitioner)

Staff Contact: Michelle Pease, Community Development Director

Summary:
Pilot Travel Centers, LLC appeared before the Planning and Zoning Commission with a plat of annexation, re-zone and variances on June 3, 2019. A variance for signage was granted at this meeting; however, their canopy signs were inadvertently omitted from their request. This variance request is to correct that omission and allow the travel center the variance for their fuel canopies to be branded “Pilot” and “Diesel” accordingly. The gas canopy will have 3 “Pilot” logos totaling 64.68 square foot. Diesel canopy will have 4 logos totaling 86.24 square foot.

Staff has reviewed the canopy plans and feel that these are standard and customary to other canopy signs granted for fueling stations and referenced the standards for granting a variance found in Section 110-677.

The Planning & Zoning Commission held a public hearing on November 4, 2019. The Commission voted 7:0 to recommend the sign variances.

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

Recommendation: Approving an Ordinance Granting a Sign Variance at 1201 East Illinois Route 38 (Pilot Travel Centers, Petitioner)

Supporting Documents:
pdf Ordinance Granting a Sign Variance at 1201 East Illinois Route 38 (Pilot Travel Centers, Petitioner) (85 KB)
pdf Exhibit 1 - Pilot Travel Center, LLC- Directional & Canopy Signage (256 KB)
pdf Exhibit 2 - Pilot Travel Center, LLC- Truck Canopy Plan (256 KB)
pdf Exhibit 3 – Legal Description (49 KB)
pdf Pilot Travel Center, LLC- Site Signage Plan (213 KB)

Agenda Item #3 - Ordinance Approving a Conditional Use in the PUD-C (Planned Unit Development – Commercial) Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor and Related Products in Accessors at 1231 Caron Road (Sinbad Vapors, LLC, Petitioner)

Staff Contact: Michelle Pease, Community Development Director

Summary:
Sinbad Vapors, LLC is a retail store for electronic cigarettes, vapor and related products and accessories. 1231 Caron Road is in a PUD-C zoning district where a conditional use permit is required for this type of business. Sinbad Vapors LLC is requesting a Conditional Use for their retail store to be located at 1231 Caron Road.

Under Division 2, section 110-77, Conditions, certain conditions may be required such as landscaping, architectural design, type of construction, construction commencement and completion dates, sureties, lighting, fencing, planting screens, operational control, hours of operation, improved traffic circulation, deed restrictions, highway access restrictions, increased yards, or parking requirements may be required by the Planning and Zoning Commission upon its finding.

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 November 4, 2019. The Commission voted 5:2 to recommend the Conditional Use Permit.

Strategic Plan Goal Application:
To promote, retain and enhance small business development.

Recommendation:
Approve an Ordinance Approving a Conditional Use in the PUD-C (Planned Unit Development – Commercial) Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor and Related Products in Accessors at 1231 Caron Road (Sinbad Vapors, LLC, Petitioner)

Supporting Documents:
pdf Ordinance Approving a Conditional Use in the PUD-C (Planned Unit Development – Commercial) Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor and Related Products in Accessors at 1231 Caron Road (Sinbad Vapors, LLC, Petitioner) (116 KB)
pdf Exhibit 1 – Legal Description (42 KB)

Agenda Item #4 - Ordinance Authorizing Purchase of Real Estate for Public Purpose – 608 W. 2nd Avenue for the 2nd Avenue RMU Well House Project

Staff Contact: Jeff Fiegenschuh

Summary: RMU wishes to construct a new well house located on the 2nd Avenue corridor, just east of the RMU Electric Offices. The City currently owns several lots located on the east end of 2nd Avenue where the old Patterson Lumber Company storage area was and approved the purchase of additional lots in the area at the August 12th council meeting. This is the final property that needs to be purchased to move forward with the construction of the new well house.

Funding Sources:

Recommendation:
Approve Ordinance Authorizing Purchase of Real Estate for Public Purpose at 608 W. 6th Street

Supporting Documents:
pdf Ordinance Authorizing Purchase of Real Estate for Public Purpose (43 KB)
pdf Contract for Purchase of 608 W. 2nd Avenue (58 KB)

Agenda Item #5 -  Resolutions Authorizing the Execution of a Collocation License Agreement and Dark Fiber License Agreement with Zayo Group, LLC

Staff Contact: Jason Bird

Summary: Enter into an agreement with Zayo Group LLC to lease a point to point dark fiber to Zayo. This fiber will connect the to the Northern Trust facility.

Enter into a agreement with Zayo Group LLC to allow Zayo rack space and power supply in the Technology Center.

Strategic Plan Goal Application: To continue to grow our Communication Department and work with other Government agencies.

Recommendation:
Approve a Resolution Authorizing the Execution of a Collocation License Agreement with Zayo Group, LLC
Approve a Resolution Authorizing the Execution of a Dark Fiber License Agreement with Zayo Group, LLC

Supporting Documents:
pdf Resolution Authorizing the Execution of a Collocation License Agreement with Zayo Group, LLC (87 KB)
pdf Collocation License Agreement (223 KB)
pdf Resolution Authorizing the Execution of a Dark Fiber License Agreement with Zayo Group, LLC (87 KB)
pdf Dark Fiber License Agreement (320 KB)

Discussion Item #1 - Zoning Ordinance Updates

Teska has reviewed the entire text of the Rochelle Zoning Ordinance, with the intention of providing guidance to the City in order to determine if the Zoning Ordinance can be amended and updated, or if a complete rewriting of the Zoning Ordinance is required.

After review of the Rochelle Zoning Ordinance, Teska has discovered numerous issues that need to be addressed. Some of these issues are urgent, requiring immediate attention, while others can be addressed at the discretion of the City.

The biggest issue concerning the Zoning Ordinance is the general lack of consistency, and overall disorganization of the document. The City has obviously paid a great deal of attention to zoning related issues throughout the years, as numerous amendments are inserted throughout the document. Unfortunately, this has resulted in certain topics (such as accessory uses) being addressed in multiple sections within the document, definitions being spread out in multiple sections of the document, and references to other regulations being unclear and hard to find.

The end result is a document that is difficult for citizens and businesses to understand and unnecessarily hard for staff to enforce, which impedes the City’s desire to protect the character of the community and promote continued economic development within the City.

As the Zoning Ordinance is well over 20 years old (1996), many current zoning issues (such as gaming, medical/recreational cannabis, wind turbines, solar panels, beekeeping, chickens/goats, modern telecommunications, etc.) are not addressed. In addition, a number of major issues were identified that should be rectified immediately, including sign regulations that are not consistent with recent court rulings, and questionable standards for granting variances.

It is the recommendation of Teska that the City of Rochelle create and adopt a new zoning ordinance that addresses the omissions and inconsistencies of the current ordinance and incorporates modern planning techniques.

Reference:   pdf Teska Zoning Ordinance Review (152 KB)

Discussion Item #2 - The Spark - A Locally Made Co-Op Shop

The Retail Advisory Board identified a small business incubator space as a project upon its establishment. In 2020, the group hopes to bring that goal to fruition through a locally made marketplace called 'The Spark', housed in the City-owned Standard Oil Filling Station. Retail Advisory Board Members Kate Shaw-Dickey, and Jacob Becker will present information on this project, along with Marketing, PR & Tourism Director Jenny Thompson.

pdf The Spark: A Locally Made Co-Op Shop (288 KB)

 AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, October 28, 2019 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

CALL TO ORDER:

Pledge to the Flag

Prayer

ROLL CALL:

PROCLAMATIONS, COMMENDATIONS, ETC:

REPORTS AND COMMUNICATIONS:

Mayor

Council Members

Comprehensive Economic Development Strategy – Blackhawk Hills Regional Council

Good News - Terry Inman

PUBLIC COMMENTARY:

BUSINESS ITEMS:

1)CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – pdf October 15, 2019   (199 KB)

b) Approve Exceptions – pdf 10/9/19-10/21/19  (71 KB)

c) Approve Bills –  pdf 10/21/19 (165 KB)

d) Approve Payroll – pdf 9/23/19-10/6/19  (57 KB)

e) Accept and Place on File Financial Statement – pdf September 2019  (7.33 MB)

f) Approve DRA Request for Old Fashioned Christmas Walk – pdf December 6, 2019  (67 KB)

2) Public Hearing – Meadowbrook Sewer Lining Project CDBG Grant 16-242028

3) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License

4) Ordinance Approving Third Amendment to Restated Host Agreement for the Operation and Development of Rochelle Municipal Landfill #2 (Mulford Road Construction)

5) Ordinance Authorizing the Purchase of a Right-of-Way for the Extension of the City of Rochelle Railroad

6) Resolution Approving Hangar Lease Pricing Effective January 1, 2020

7) Resolution Authorizing the Execution of a First Amendment to a Collocation License Agreement with Illinois Fiber Resources Group, Inc. D/B/A iFiber

8) Ordinance Authorizing the Execution of a Dark Fiber License Agreement with AT&T

9) Ordinance Amending Section 14-36 of the Rochelle Municipal Code Pertaining to Impoundment and Destruction of Animals

DISCUSSION ITEMS:

EXECUTIVE SESSION

ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Public Hearing - Meadowbrook Sewer Lining Project CDBG Grant 16-242028

Staff Contact: Adam Lanning

Summary: Pursuant to CDBG requirements for the Meadowbrook Phase 1 sewer lining project, we are required to hold a hearing to receive public comments from citizens on the performance of the sewer lining project.  The purpose of this public hearing is to report the results of the grant project and give the residents of the City of Rochelle an opportunity to comment on the project. The grant funds were used to line deteriorated sanitary sewers in the Meadowbrook target area, a low-lying residential area with a seasonally high water table. As a result, during wet weather events, the sewers in this area are subject to chronic Inflow and Infiltration which results in surcharging. When surcharging occurs, the City of Rochelle by-pass pumps the sewage into the storm sewer system to prevent sewage back-ups into residences in the Meadowbrook target area. The grant funds that the City of Rochelle received were combined with local funds to line approximately 4,600 l.f. of 8” and 10” sanitary sewers, grout lateral services, and line manholes in the Meadowbrook target area.

Recommendation:

Hold Public Hearing

Close Public Hearing

Supporting Documents:

pdf Notice of Public Hearing (69 KB)

Agenda Item #3 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for The Wine Barrel at 308 Lincoln Highway

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

Summary: Shane Erdman has submitted an application for a Class B liquor license at 308 Lincoln Highway. The Class B liquor license allows for the retail sale on the premises specified of alcoholic liquor for consumption on the premises as well as other package retail sales.

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

Recommendation:

Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for The Wine Barrel at 308 Lincoln Highway

Supporting Documents:

pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for The Wine Barrel at 308 Lincoln Highway (13 KB)

Agenda Item #4 - Ordinance Approving Third Amendment to Restated Host Agreement for the Operation of and Development of Rochelle Municipal Landfill #2 (Mulford Road Construction)

Staff Contact: Tim Isley

Summary: In 2008, The City Council approved certain amendments to the Restated Host Agreement, including an amendment to section 3.12, consisting of a new section 3.12(c), which provided that the operator would complete construction improvements to Mulford Road in two stages. Stage 1, from Route 38 to the existing entrance. Stage 2, from the existing landfill entrance to Creston Road. Stage 1 was completed in 2013. Stage 2 shall be completed not later than the date on which the new entrance to the expanded landfill is required to be completed as stated in sitting condition 16. An amendment to the Restated Host Agreement was passed by City Council on June 25, 2018 allowing the Operator to complete the Mulford Road construction improvements one year from the date, due to the intended relocation of the existing entrance to a point farther south.

Over the past year necessary refinements have been made to the design, including the extension of R.O.W along the west side of Mulford Road, the addition of storm tile on the east side, as well as a new box culvert to meet current standards and improving stormwater conveyance.

Currently, Fehr Graham is finalizing the bid set of plans for stage 2 of the Mulford Road construction improvements. These plans are expected to be out for bid by the end of this year.

City Staff recommends completion of the Mulford Road improvements be extended to July 31, 2020 and the full amount of the estimated construction costs which is estimated to be $1,773,493.43, less the City’s contribution of $886,746.71, be placed into an escrow account no later than January 31, 2020.

Funding Sources:

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

Recommendation: Authorize an ordinance approving third amendment to restated host agreement for the operation and development of Rochelle Municipal Landfill #2 (Mulford Road Construction)

Supporting Documents:

pdf Ordinance (93 KB)

pdf Amended Agreement (59 KB)

Agenda Item #5 - Ordinance Authorizing the Purchase of a Right-of-Way for the Extension of the City of Rochelle Railroad

Staff Contact: Jason Anderson

Summary: The growth of the City of Rochelle Railroad is contingent upon the ability to acquire land for rail expansion. Last year the Greater Rochelle Economic Development Corporation was able to purchase 22.99 acres of land east of the new Rochelle Railroad Transloading Center for a total of $348,950.00. This purchase allows the CIR to extend to the Lee County line which is adjacent to the new RMU Water Tower, Well and Radium plant. Contingent upon the City’s purchase of this right of way, GREDCO is prepared to purchase an adjoining right of way that will connect to this rail right of way and open more than 400 acres to new Industrial Development.

Funding Sources:

Strategic Plan Goal Application: Under Goal LTR-2 Explore, Develop, and improve strategies for industrial growth including a fully developed rail system used by industries that provide good paying jobs.

Recommendation: Approve the purchase of 22.99 acres for the expansion of the City of Rochelle Railroad for $348,950.00

Supporting Documents:

pdf Ordinance Authorizing the Purchase of a Right-of-Way for the Extension of the City of Rochelle Railroad (84 KB)

pdf Map of Rail right of way (529 KB)

pdf Purchase Agreement (1.92 MB)

Agenda Item #6 - Approval of Airport Hangar Rental Rate Update

Staff Contact: Mike Hudetz

Summary:  

Hangar rental rates have not been reviewed or adjusted for 3 years. New rates for some tenants will be applied when new Hangar Permits go into effect  January 1, 2020. Going forward, a percentage increase will be added each year on some hangars. 

Hangar rows A and E will have a 3% change per year, and the Community and FBO hangar will have a 6% change per year.     

Strategic Plan Goal Application:   

Maintain a balanced Budget by following practices to promote fiscal soundness 

Recommendation:

Approve new hangar rental rates starting in January 2020, continuing through December 2024 – to be reviewed prior to January 2025. 

Agenda Item #7 - Resolution Authorizing the Execution of a First Amendment to a Collocation License Agreement with Illinois Fiber Resources Group, Inc. D/B/A iFiber

Staff Contact: Jason Bird

Summary: Document the existing collocation agreement between iFiber and RMU 

Strategic Plan Goal Application:   To continue to grow our Communication Department and work with other Government agencies. 

Recommendation: Approve the Resolution with Illinois Fiber Resources Group  

Supporting Documents: 

pdf Resolution authorizing the execution of a first amendment to a collocation agreement with Illinois Fiber Resources Group, Inc. D/B/A iFiber  (88 KB)

pdf Fiber agreement document  (434 KB)

Agenda Item #8 - Resolution Authorizing the Execution of a Dark Fiber Lease Agreement with AT&T

Staff Contact: Jason Bird

Summary: Enter into an agreement with AT&T to lease 2 point to point dark fiber connections. These connections will run from AllState to I-39.

Funding Sources:

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 the Resolution for Authorizing the Execution of Fiber Optic Cable Lease Agreement with AT&T

Supporting Documents:

pdf Resolution authorizing the execution of a fiber optic cable lease agreement with AT&T (91 KB)

pdf Fiber agreement document (274 KB)

 Agenda Item #9 - Ordinance Amending Section 14-36 of the Rochelle Municipal Code Pertaining to Impoundment and Destruction of Animals

pdf Ordinance (292 KB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Tuesday, October 15, 2019 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 – Pete Alfano

·         Good News Award

                         -Professional Community & Economic Developer – Michelle Pease

V.   PUBLIC COMMENTARY:  

VI.  BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)       Approve Minutes of City Council Meeting – pdf September 23, 2019 (169 KB)

b)       Approve Exceptions – pdf 9/18/19-10/7/19 (95 KB)

c)       Approve Bills – pdf 10/8/19 (264 KB)

d)       Approve Payroll – pdf 9/9/19-9/22/19 (61 KB)

e)       Accept and Place on File Minutes of Golf Course Advisory Committee – pdf 8/26/19 (25 KB)

f)        Accept and Place on File Minutes of Planning and Zoning Commission – pdf 9/16/19 (107 KB)

2)       Ordinance Granting Certain Sign Variations at 601 Flagg Road (HP Rochelle Real Estate, LLC, Petitioner) - Benny’s Corner Market

3)       Ordinance Amending Certain Sections of the City of Rochelle Zoning Ordinance Pertaining to Conditional Use Treatment of Cannabis Establishments in Certain Areas of the City of Rochelle

4)       Ordinance Placing a Moratorium on Imposing Permit Fees for Residential Building Permits for Calendar Year 2020

5)       Resolution Authorizing the City Manager to Execute an Agreement with the Greater Rochelle Economic Development Corporation for Economic Development Services

VII.                                  DISCUSSION ITEMS:VIII.                               EXECUTIVE SESSIONIX.                                     ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Granting Certain Sign Variations at 601 Flagg Road (HP Rochelle Real Estate, LLC, Petitioner) - Benny’s Corner Market

Staff Contact:  Michelle Pease, Community Development Director

Summary:  HP Rochelle Real Estate, LLC is asking for a variance of the sign ordinance from the allowed 25’ off the right of way to allow their ground sign 5’ off the right of way, which will be 25’ behind the existing sidewalk. (Sec. 110-675 (1) Setback. Each sign shall be set back from the public right of way a distance of at least one-half the required minimum setback building line.)

They are asking for this variance because they feel they are at a disadvantage because of the additional right of way IDOT purchased based on the Kyte Creek bridge being built for the possible expansion of IL Route 251 to five lanes.

HP Rochelle Real Estate, LLC are prepared to physically move the ground sign and would be fully responsible for any and all costs involved in relocating the sign if the roadway expansion occurs. 

HP Rochelle Real Estate, LLC feels that a variance from the sign ordinance is necessary in order to obtain the most basic gas station imaging. A variance to increase the square footage of their ground sign is also being requested to meet the requirement of Mobil’s signage.

The Planning & Zoning Commission held a public hearing on October 7, 2019. The Commission voted 6:0 to recommend the sign variance.

Recommendation:      Approve an Ordinance Granting Certain Sign Variations at 601 Flagg Road (HP Rochelle Real Estate, LLC, Petitioner) - Benny’s Corner Market

Supporting Documents: 

pdf Ordinance Granting Certain Sign Variations at 601 Flagg Road (HP Rochelle Real Estate, LLC, Petitioner) - Benny’s Corner Market (120 KB)

pdf Exhibit 1 Benny’s Corner Market- Exterior Building Signage (891 KB)

pdf Exhibit 2 Benny’s Corner Market- Canopy Signage (1.19 MB)

pdf Exhibit 3 Benny’s Corner Market- Mobil Ground Sign (541 KB)

pdf Exhibit 4 Legal Description of 601 Flagg Road (34 KB)

pdf Variance of Setbacks Site Plan (541 KB)

Agenda Item #3 - Ordinance Amending Certain Sections of the City of Rochelle Zoning Ordinance Pertaining to Conditional Use Treatment of Cannabis Establishments in Certain Areas of the City of Rochelle

Staff Contact: Michelle Pease, Community Development Director

Summary: The State of Illinois has made the recreational use of cannabis legal, beginning January 1, 2020. Currently within the City of Rochelle’s zoning code there is no location identified for an allowable use, or with a conditional use, for adult use cannabis businesses, as allowed by the Illinois Cannabis Regulation and Tax Act.

The Planning and Zoning Commission can recommend to the City Council to allow (1) adult use cannabis craft growers (2) adult use cannabis cultivation centers (3) adult use cannabis infuser organizations and (4) adult use cannabis processing organizations within an I1 Light Industry, I2 General Industry and I3 Heavy Industry zoning district with a conditional use. Cannabis transportation will also be identified in the code.

Conditions can be set forth on all of the cultivation centers and organizations that the facilities may not be located within a set amount of feet, which the Planning & Zoning Commission will recommend to City Council, of the property line of a pre-existing public or private nursery school, preschool, primary or secondary school, day care center, day care home or residential care home. Facilities may not be located within said amount of feet of the property line of a pre-existing property zoned or used for residential purposes.

The Planning and Zoning Commission can recommend to the City Council to allow adult use cannabis dispensing organizations within a B2 Commercial Highway zoning district with a conditional use. Conditions can be set forth on dispensaries that the facilities may not be located within a set amount of feet, which the Planning & Zoning Commission will recommend to City Council, of the property line of a pre-existing public or private nursery school, preschool, primary or secondary school, day care center, day care home or residential care home. Facilities may not be located within said amount of feet of the property line of a pre-existing property zoned or used for residential purposes.

The Planning & Zoning Commission held a public hearing on October 7, 2019. The Commission voted 6-0 to recommend the following zoning for adult use cannabis business operations as defined in the Cannabis Regulation and Tax Act:

• Cultivation Centers allowed in all Industrial Zones (I-1, I-2 & I-3), with a set-back of 200 feet from the property line of a pre-existing public or private nursery school, preschool, primary or secondary school, day care center, day care home or residential care home.

• Dispensaries allowed in all Commercial Highway (B-2), with a set-back of 200 feet from the property line of a pre-existing public or private nursery school, preschool, primary or secondary school, day care center, day care home or residential care home.

Recommendation: Approve an Ordinance Amending Certain Sections of the City of Rochelle Zoning Ordinance Pertaining to Conditional Use Treatment of Cannabis Establishments in Certain Areas of the City of Rochelle

Supporting Documents:
pdf Ordinance Amending Certain Sections of the City of Rochelle Zoning Ordinance Pertaining to Conditional Use Treatment of Cannabis Establishments in Certain Areas of the City of Rochelle (162 KB)

Agenda Item #4 -  Ordinance Placing a Moratorium on Imposing Permit Fees for Residential Building Permits for Calendar Year 2020

Staff Contact:  Michelle Pease, Community Development Director

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

The savings per house on average is around $400.00 for the building permit depending on the square footage, a $700.00 sewer connection fee, and a $50.00 electric connection fee for a total of $1150.00.

Over the last decade, the City has on average permitted 3 houses per year. To date, 4 single family homes have been built and taken advantage of the permit fee waiver.

City staff is proposing again to City Council to approve the waiving of building permits, electric, sewer and water fees for all single family residential new construction housing in 2020.

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

Staff feels the Equalized Assessed Value will out gain the original permitting cost for all taxing bodies.

Recommendation:     Approve an Ordinance Placing a Moratorium on Imposing Permit Fees for Residential Building Permits for Calendar Year 2020

Supporting Documents: 

pdf Ordinance Placing a Moratorium on Imposing Permit Fees for Residential Building Permits for Calendar Year 2020 (81 KB)

Agenda Item #5 - Resolution Authorizing the City Manager to Execute an Agreement with the Greater Rochelle Economic Development Corporation for Economic Development Services

Staff Contact:  Jeffrey A. Fiegenschuh, City Manager

Summary:  In 2017, the City entered into a rail revenue sharing agreement with the Greater Rochelle Economic Development Corporation (GREDCO).  The agreement was to run with the term of the Mayor, which ended in May 2019.  For the past several months, staff has been working with the executive board of the GREDCO to finalize a new agreement.  This agreement constitutes, what is believed to be a fair and equitable compromise.  The major provisions of the new agreement are below:

• GREDCO shall receive 5% of the annual revenues received by the City of Rochelle Rail. There will no longer be a minimum amount received, nor will there be a dollar amount cap.
• The agreement shall expire upon the conclusion of the current term of the mayor. It may be renewed up to two additional 2-year terms if agreed to by both parties no less than 90 days prior to the expiration of the initial term.
• GREDCO shall not use any CIR funds for the purchase or acquisition of property that will eventually be purchased by the City of Rochelle.
• All accounting and reporting requirements from the first agreement remain in the new agreement.
• GREDCO shall not use any CIR funds toward the pay or compensation of its CEO.
• GREDCO shall use the funds exclusively for the continued development of the CIR and other economic development purposes that benefit the City of Rochelle and its citizens.

Strategic Plan Goal Application:  Explore, develop and improve strategies for industrial growth

Staff Recommendation: Approve a Resolution Authorizing the City Manager to Execute an Agreement with the Greater Rochelle Economic Development Corporation for Economic Development Services

Supporting Documents: 

pdf Proposed Agreement (77 KB)

pdf Resolution Authorizing the City Manager to Execute an Agreement with the Greater Rochelle Economic Development Corporation for Economic Development Services (62 KB)

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, September 23, 2019 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:
• Public Power Week – pdf October 6-12, 2019 (114 KB)
• National Fire Prevention Week – pdf October 6-12, 2019 (132 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Good News – Kyle White
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf September 9, 2019 (157 KB)
b) Accept and Place on File Minutes of Planning & Zoning Commission – pdf August 5, 2019 (161 KB)
c) Approve Exceptions – pdf 09/04/19-09/16/19 (78 KB)
d) Approve Bills – pdf 09/17/19 (205 KB)
e) Approve Payroll – pdf 8/26/19-9/8/19 (57 KB)
f) Accept and Place on File Financial Statement – pdf August 2019 (672 KB)

g) Approve Request from Flagg Township Museum to hold Hobo Travels – pdf October 26, 2019 (55 KB)

2) Council Chambers Audio/Video System Renovation Project
3) Ordinance Approving a Utility Easement Agreement with Residential Alternatives of Illinois, Inc. - Manor Court
4) Ordinance Amending the Municipal Code of the City of Rochelle by the Addition of Chapter 90 Article IX Entitled “Municipal Cannabis Retailer’s Occupation Tax”
VII. DISCUSSION ITEMS:
1) Outage Management System – RMU
2) Community Survey

VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 -  Council Chambers Audio/Video System Renovation Project

Staff Contact: Sue Messer and Jenny Thompson

Summary: Most of the audio/video equipment in council chambers was installed in early 2008. Over the past couple of years, the equipment has become less reliable with microphones cutting in and out and frequent feedback over the speakers. The City began live streaming council meetings over Facebook in 2017 as a way to engage more of the community. Since that time, we frequently receive comments about the poor audio, which we have discovered is because the sound is only being transmitted via the video camera’s microphone.

Based on a recommendation from the City of Belvidere, City staff have been working with AVI Systems on a design to upgrade the audio and video presentation systems. As a part of this process AVI Systems also evaluated all of our existing equipment for its usefulness and recommend maintaining a limited number of items. The design developed by AVI includes new sound processing equipment, video presentation equipment and unified controls system equipment as follows:

Audio:
• 1 new audio processing unit for mixing microphones and presentation audio for the rooms speaker system, audio recordings and web streaming.
• 9 Dias Mics and 1 Lectern Mic
• 1 Handheld Mic and 1 Lapel wireless Mic
• 8 new Ceiling speakers and new amplifier
Mixing:
• A new digital video switcher installed in AV Rack
• A new digital audio processor installed into the AV Rack
Conferencing:
• A telephone interface provided by the city to enable audio conferencing in the room using new mics and speakers.
• Dialing via control panel
Controls:
• The video switching and audio mix control will be via a Dias mounted touch panel. The touch panel will provide controls for presentation source selection, audio gain adjustments, room volume, audio conference controls, and audio recording controls.
Training:
• Equipment and system overview
• Equipment operation and function
• Discussion and documentation relating to control system operation
Alternate #1:
• Replace three existing consumer TVs with new commercial monitors
Alternate #2:
• Remove existing camera and replace with a new camera mounted at the rear of the room for webcasting meeting. The camera will have power and zoom available from the control panel and audio and video will be sent to the webcast encoder that feeds Facebook live

City staff hired IMEG Corporation to develop a Request for Bidders, provide the technical expertise to interact with the contractors during the bidding process, and to evaluate the bids. Sealed bids were opened on September 17th with three companies submitting bids. The base bids ranged from $39,390 - $64,466, alternate #1 bids ranged from $4758 - $663 and alternate #2 bids ranged from $4953 - $7,217. IMEG Corporation is reviewing the bids and will provide a recommendation prior to the council meeting.

The 2019 City of Rochelle budget includes $50,000, split between the general fund and RMU, to upgrade the audio and video equipment in council chambers.

Strategic Plan Goal Application:
Key Strategic Priority – Infrastructure Effectiveness & Improvement and Community Inclusivity & Engagement

Recommendation:  Approve a contract with the contractor recommended by IMEG in an amount to be determined to upgrade the audio and video equipment in council chambers.

Supporting Documents:
pdf Bid Tabulation (23 KB)

pdf   (23 KB) pdf IMEG Recommendation Letter (124 KB) pdf (23 KB)

Agenda Item #3 -  Ordinance Approving a Utility Easement Agreement with Residential Alternatives of Illinois, Inc. - Manor Court

Staff Contact: Adam Lanning

Summary:
As part of the Manor Court project, the state plumbing inspector is requiring that the City operate and maintain a fire hydrant installed by Manor Court on their property. To meet this requirement, the City needs a utility easement for access to the property.

Strategic Plan Goal Application: Short term routine- maintain infrastructure

Recommendation: Approve an Ordinance Approving a Utility Easement Agreement with Residential Alternatives of Illinois, Inc.

Supporting Documents:
pdf Permanent Utility Easement Agreement (156 KB)
pdf Ordinance Approving a Utility Easement Agreement with Residential Alternatives of Illinois, Inc. (64 KB)

Agenda Item #4 -  Ordinance Amending the Municipal Code of the City of Rochelle by the Addition of Chapter 90 Article IX Entitled “Municipal Cannabis Retailer’s Occupation Tax”

Staff Contact:  Jeffrey A. Fiegenschuh, City Manager

Summary:  According to the Illinois Retailers’ Occupation Tax Law, 65 ILCS 5/11-8-22, a tax may be imposed by a city on all persons engaged in the business of selling cannabis, other than cannabis purchased under the Compassionate Use of Medical Cannabis Pilot Program Act.

The tax, which is levied at the retail level, may be at a rate of up to 3% of the gross receipts from the sales made in the course of that business.  The imposition of this tax is in accordance with the provisions of Sections 8-11-22, of the Illinois Municipal Code (65 ILCS 5/8-11-22).  If approved the tax herein shall take effect for all sales on or after the first day of January, 2020.

Staff is recommending to the City Council that the initial tax rate be set at 2.5% of gross receipts beginning January 1, 2020.  Further, the law allows future increases to be set in increments of .25%.  This will allow the City to impose an additional .50% in the future if needed.  If the City of Rochelle is awarded a cannabis dispensary in the future, staff will come back with a recommendation on possible projects to fund with the revenues such as unfunded pension liabilities and public safety projects.

Other communities who have adopted the same tax include Dixon, Sterling and Rockford.  All three of these communities approved the tax at 3%.

Staff Recommendation: Staff recommendations approval of the Ordinance Amending the Municipal Code of the City of Rochelle by the Addition of Chapter 90 Article IX Entitled “Municipal Cannabis Retailer’s Occupation Tax” and to set the initial tax rate at 2.50% of gross receipts.  

Supporting Documents: 

pdf Ordinance Amending the Municipal Code of the City of Rochelle by the Addition of Chapter 90 Article IX Entitled “Municipal Cannabis Retailer’s Occupation Tax” (117 KB)

pdf Illinois Municipal League Adult-Use Cannabis Resources (3.66 MB)

Discussion Item #1 - Outage Management System

RMU Electric recently deployed an outage management system. We will be using this tool to help both the linemen and the dispatchers back in the office keep track of outages and restoration times. This system will also help us in reducing outage times as it brings in information directly from the metering system and GIS servers to pinpoint the outage.

Discussion Item #2 - Community Survey

One of the five key initiatives of the 2018 Strategic Plan is Core Service Delivery.  To better gauge how the community feels in relation to the services, the City Council authorized funds in the current budget to implement a community wide citizen survey. The City has contracted with the Center for Governmental Studies at Northern Illinois University to a conduct a survey of all Rochelle residents beginning in September. This survey will help us understand how satisfied our residents are with City Services along with our Customer Service and Communication. The findings of the survey will help the City plan for the future.

Reference:  document Community Survey Presentation (1.14 MB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, August 26, 2019 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:

·         National Suicide Prevention Awareness Month – pdf September 2019 (143 KB)

IV.  REPORTS AND COMMUNICATIONS:

·         Mayor

o   Appointment of Mike VanHouton to the Utility Advisory Board with a term of August 26, 2019 – July 1, 2020

·         Council Members

·         Good News Award – Lincoln Highway Heritage Festival Float

V.    PUBLIC COMMENTARY:  

VI.   DISCUSSION ITEMS:

1)       Performance Measures

2)       Boundary Waters Trip

VII.                                   BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)       Approve Minutes of City Council Meeting – pdf 8/12/19 (186 KB)

b)       Approve Exceptions – pdf 08/07/19-08/19/19 (69 KB)

c)       Approve Bills – pdf 08/20/19 (184 KB)

d)       Approve Payroll – pdf 07/29/19-08/11/19 (57 KB)

e)       Accept and Place on File Minutes of Airport Advisory Board – pdf 4/22/19 (230 KB)

f)        Accept and Place on File Minutes of Railroad Advisory Board – pdf 5/30/19 (226 KB)

g)       Approve RTHS Homecoming Parade Request – pdf 9/26/19 (341 KB)

h)       Approve Request from Rochelle Kiwanis to Hold Annual Peanut Days – pdf 9/6/19-9/7/19 (20 KB)

i)        Approve Request from Bearrows Real Estate & Auction to Close a Portion of 6th Avenue – pdf 9/28/19 (117 KB)

j)        Accept and Place on File Financial Statement – pdf July 2019 (668 KB)

2)       Resolution Adopting Internal Performance Measures for City Functions

3)       Ordinance Amending Chapter 66 Article III Entitled “Offenses Against Property” -Graffiti

4)       Resolution Authorizing the Execution of Fiber Optic Cable Lease Agreement with Ogle County

5)       Ordinance Amending Chapter 94 Article IV Entitled “Stopping, Standing, and Parking” – West Side of 2nd Street between 7th Avenue and 8th Avenue, 1st Avenue between 10th Street and 11th Street, Ranger Road and Phil Road

6)       Ordinance Approving a Purchase and Sale Agreement with Reed Harris and Corliss Baer- PIN 25-17-100-002

7)       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

VIII.                               EXECUTIVE SESSIONIX.                                     ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Resolution Adopting Internal Performance Measures for City Functions

Staff Contact:  Jeff Fiegenschuh

Summary:      Performance measurement is the process of collecting, analyzing and/or reporting information regarding the performance of a group, organization or system.  Below is a great illustration of a successful performance measurement system.  

As with the Vision, Mission and Values statements, I feel it is incredibly important to have council buy in and support.  Staff is recommending the Mayor and City Council approve the resolution formally approving the new list of performance measures for 2019-2020.

Strategic Plan Goal Application:   To align our Performance Measures with the 2018 Strategic Plan

Recommendation:     Approve a Resolution Adopting Internal Performance Measures for City Functions

Supporting Documents: 

pdf Resolution Adopting Internal Performance Measures for City Functions (59 KB)

pdf Performance Measures (132 KB)

Agenda Item #3 -  Ordinance Amending Chapter 66 Article III Entitled “Offenses Against Property” – Graffiti

Staff Contact:  Eric Higby

Summary:  Graffiti is one of the most visible crimes that a community can have.  The presence of a first rash of graffiti tends to attract more as a response to the initial "tagging".  When this is gang-related, communities may have other crimes that follow.  The proposed ordinance, which was discussed at the August 12th council meeting, gives the city leverage to clean damaged property in the event the owner cannot or is unwilling to do so in a timely manner.

Strategic Plan Goal Application:  Address Community Blight

Recommendation:  Approve an Ordinance Amending Chapter 66 Article III Entitled “Offenses Against Property”

Supporting Documents:  pdf Ordinance Amending Chapter 66 Article III Entitled “Offenses Against Property” – Graffiti (122 KB)

Agenda Item #4 - Resolution Authorizing the Execution of Fiber Optic Cable Lease Agreement with Ogle County

Staff Contact:  Jason Bird

Summary:      The proposed resolution authorizes the City Manager to execute a lease agreement with Ogle County in order to provide point to point dark fiber servicer to Ogle County. This fiber will connect the Emergency Operations Center to the Miller House, owned by Ogle County.

Strategic Plan Goal Application:   To continue to grow our Communication Department and work with other Government agencies.

Recommendation:     Approve a Resolution Authorizing the Execution of Fiber Optic Cable Lease Agreement with Ogle County

Supporting Documents: 

pdf Approve a Resolution Authorizing the Execution of Fiber Optic Cable Lease Agreement with Ogle County (90 KB)

pdf Dark Fiber License Agreement (184 KB)

Agenda Item #5 -  Ordinance Amending Chapter 94 Article IV Entitled “Stopping Standing, And Parking” – west side of 2nd Street between 7th Avenue and 8th Avenue, 1st Avenue between 10th Street and 11th Street, Ranger Road and Phil Road

Staff Contact: Tim Isley

Summary: In efforts to promote the health, Safety, and welfare of the City and its residents it is necessary to amend certain portions of its traffic regulations contained within the City code from time to time.

Sec. 94-221. – Resident-only parking zones.
Residents located on the west side of N. 2nd St. between 7th and 8th Avenues have requested this side of the street be posted as Resident-Only Parking. At times it is difficult for area residents to find parking in front of their properties. This is especially difficult during the baseball season as several ballfields are located just to the east. In addition, vehicles are often parked in this area as their owners visit the Park District office, Rochelle Community Hospital and several area apartment complexes.

Sec. 94-224. – Parking prohibited at specified times on designated streets.
Residents located on the north side of 1st Ave. between 10th and 11th Street have requested the No Parking restriction be removed. Traffic on 1st Ave has been greatly reduced as it no longer connects to Rt. 38. With this reduction in traffic there is no longer a concern with cars parking on this side of the street and vehicles exiting driveways.

While updating signage and checking to ensure signs are accurate with city ordinance, it was discovered that Ranger Road and Phil Road are not listed in Sec. 94-224.- Parking prohibited at specified times on designated streets. Currently both Ranger and Phil Roads are signed as No Parking. It is recommended that Ranger and Phil roads be designated as No Parking by City ordinance and No Parking signs remain in place.

Strategic Plan Goal Application: Infrastructure Effectiveness and Improvement

Recommendation: Approve an Ordinance Amending Chapter 94 Article IV Entitled “Stopping Standing, And Parking”

Supporting Documents:
pdf Ordinance Amending Chapter 94 Article IV Entitled “Stopping Standing, And Parking” (129 KB)
image Map of North 2nd Street (316 KB)
image Map of 1st Avenue (281 KB)
image Map of Ranger Road (338 KB)
image Map of Phil Road (275 KB)

Agenda Item #6 -  Ordinance Approving a Purchase and Sale Agreement with Reed Harris and Corliss Baer- PIN 25-17-100-002

Staff Contact:  City Engineer Sam Tesreau

Summary:      With the recent annexation and platting of the Pilot/FlyingJ Travel Center east of I-39 it is necessary for the developer to extend sanitary sewer, forcemain and watermain utilities to serve a portion of the RMU service area north of IL Route 38. Therefore, an alignment has been selected to cross under I-39, as approved by IDOT, run along the southerly line of the Harris Baer property as shown on exhibit 1 of the Purchase Sale Agreement and connect into the existing sanitary sewer main along Dement Road. This sanitary sewer will provide a certain capacity for a portion of the new development north of IL Route 38 and east of I-39.

An option agreement currently exists with the City of Rochelle as approved in December 2018 for purchase of property from this tract of land. Engineering staff has been in negotiations with the landowner for some time regarding the purchase of property for construction of sewer and water utilities and a future roadway extension within the area.  Due to intended use of the property the owner/seller has agreed to a lesser price per acre more in line with the appraised value. The cost for the purchase is being split as shown below due to the additional width being requested to accommodate a future City street to be constructed within this area beyond that of the sewer and water extension needs.

Strategic Plan Goal application:

Acquisition of the property allows the City and the developer to move forward with extending critical infrastructure to the easterly side of I-39 to provide infrastructure effectiveness for commercial development growth.

Recommendation:

Approve an Ordinance Approving a Purchase and Sale Agreement with Reed Harris and Corliss Baer- PIN 25-17-100-002 subject to final review and approval by the owner

Supporting Documents: 

pdf Ordinance Approving a Purchase and Sale Agreement with Reed Harris and Corliss Baer (76 KB)

  pdf Purchase and Sale Agreement (203 KB)

Agenda Item #7 - Ordinance Authorizing the Purchase Order and Financing Agreement for the Purchase of One Cardiac Monitor Capable of Defibrillation and the Disposal of One Malfunctioning 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 12-Lead cardiac monitor that has several mechanical issues, including inability to transmit 12-Lead assessments to RCH ED and other provider hospital as dictated by our IDPH Region 1 Standard Medical Orders. Due to the age of the device, we have been unable to have the cardiac monitor serviced by any certified technician, including Physio-Control, and have no viable backup devices.

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 2020 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 FY2019 budget for the FY2019 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 Malfunction 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 (82 KB)

pdf Zoll Cardiac Monitor Quotation (1.37 MB)

pdf Stryker Cardiac Monitor Quotation (193 KB)

pdf Discontinuation Notice (496 KB)

Discussion Item #1 - Performance Measures

Since the adoption of the 2018 Strategic Plan, staff has placed more focus on policy implementation and evaluation. One of the best ways to gather good data and monitor past performance is through an effective performance measure/metric system.

For the past 5 months a committee of employees has been working to develop internal performance measures that our team feels will help enhance our organization's output and enable us to further develop our strategic plan.  Accompanying this report is a list of the performance measures by department along with a copy of our power point presentation.

Reference:

pdf Performance Measures (132 KB)

  pdf Performance Measures Presentation (561 KB)

Discussion Item #2 - Boundary Waters Trip

On Friday July 19, 2019 Rochelle Police Detective, John Kaltenbach and Attorney Russell Crull (Tess & Crull Law Firm) took six Rochelle High School students to the Boundary Water Canoe Area Wilderness (BWCAW) where they canoed, hiked, and fished for four days.

For anyone that is not familiar with the BWCAW, it is over one million acres of lakes and forests within Superior National Forest located along the Canada/Minnesota border. The only way to access the BWCAW is by canoe and or hiking as there is no combustion motors allowed. The BWCAW is one of the few places that you can truly experience wilderness camping. There is also a lot of history in the BWCAW as voyageurs years ago traveled some of the same portages while transporting beaver pelts to trade for goods and supplies.

During the trip the students were able to experience some things that they otherwise would not be able to. Some students had not been out of Illinois. Some students had never been in a motor boat or caught a fish. Students were able to have positive contact with the police, which by the nature of the job is typically negative. Students made new friends that they might not have made otherwise due to them being in different social groups at school.

The group was fortunate to have great weather, good fishing and mosquitoes that were tolerable.

There is a sense of accomplishment after being in the wilderness for days without many of the modern conveniences like a house, electricity, cellular devices and motor vehicles.

The trip was a great experience and Detective Kaltenbach looks forward to future trips with the youth of the community.

Rochelle City Council Meeting Agenda

City Hall Council Chambers | 420 North 6th Street, Rochelle | 6:30PM 

I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
• National Everybody Eats Week – pdf August 25 through August 31, 2019 (269 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Remarkable Residents
o Kim Montgomery
o Geri Hayden
• Good News Award – Rochelle Police Department
V. PUBLIC COMMENTARY:
VI. DISCUSSION ITEMS:
1) Mapping the Future of Your Community
2) Strategic Plan Update
3) Mission/Vision/Values Statement
4) Graffiti Ordinance
VII. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings – pdf July 22, 2019 (174 KB)
b) Approve Exceptions – pdf 07/17/19-08/05-19 (83 KB)
c) Approve Bills – pdf 08/06/19 (208 KB)
d) Approve Payroll – pdf 07/15/19-07/28/19 (57 KB)
e) Accept and Place on File Minutes of Utility Advisory Board Meeting – pdf March 20, 2019 (233 KB)
f) Accept and Place on File Minutes of Golf Course Advisory Board Meeting – pdf June 24, 2019 (24 KB)
g) Accept and Place on File Minutes of Planning and Zoning Commission Meeting – pdf July 5, 2019 (190 KB)
h) Approve Request from Rochelle Moose Lodge No. 903 to hold a Cancer Benefit - pdf August 24, 2019 (260 KB)
i) Establish Annual Trick-or-Treat Schedule - October 31, 2019 from 5:00pm-8:00pm
2) Resolution Approving an Amendment to the City of Rochelle’s Mission/Vision/Values Statement
3) Ordinance Authorizing Purchase of Real Estate for a Public Purpose - 121 N. 7th Street, 522 W. 2nd Avenue, 127 N. 6th Street, 608 W. 2nd Avenue, 622 W. 2nd Avenue and 100 Block of 6th Street
4) Ordinance Granting a Conditional Use Permit to Allow a Dog Training Facility in the I-2 (General Industry) Zoning District Located at 2000 West 8th Avenue
5) Purchase of 2019 Digger Derrick Truck
6) Ordinance Amending Chapter 94, Article III, Division 3 Entitled “Speed” - Reducing the Speed Limit from 30 Miles Per Hour to 20 Miles Per Hour on N. 14th Street from Lincoln Avenue to 8th Avenue
7) Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement with the State of Illinois for Illinois Project No. RPJ-4580
8) Resolution Authorizing the Payment of the City of Rochelle’s Local Share for Illinois Project No. RPJ-4580
9) Resolution Authorizing the Purchase of two 2500 KVA Transformers – Mighty Vine Project
10) Change Order for the Rochelle Industrial Rail Improvements South Rail Extension
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Resolution Approving an Amendment to the City of Rochelle’s Mission, Vision and Values Statement

Staff Contact:  City Manager Jeff Fiegenschuh

Summary:      As previously discussed, the City’s existing Mission, Vision and Values Statement was approved in 2007.  Following the approval of the 2018 Strategic Plan, a committee was organized to review and revise the statement to coincide with the plan’s five key strategic priorities as follows: Core Service Delivery, Community Inclusivity & Engagement, Economic & Business Development, Financial & Management Stability and Infrastructure Effectiveness & Improvement.  Committee Members included Chet Olson, Dan McDermott, Jeff Fiegenschuh, Sue Messer, Jenny Thompson, Peggy Friday, Barbara Bell, Michelle Pease, and Tim Isley.

Strategic Plan Goal Application:   To align the Mission, Vision and Values Statement with the key priorities identified in the 2018 Strategic Plan

Recommendation:     Approve a Resolution Approving an Amendment to the City of Rochelle’s Mission, Vision and Values Statement

Supporting Documents: 

pdf Resolution Approving an Amendment to the City of Rochelle’s Mission, Vision and Values Statement (99 KB)

pdf Mission, Vision and Values Statement (1.05 MB)

Agenda Item #3 - Ordinance Authorizing Purchase of Real Estate for Public Purpose - 121 N. 7th Street, 522 W. 2nd Avenue, 127 N. 6th Street, 608 W. 2nd Avenue, 622 W. 2nd Avenue and 100 Block of 6th Street for the 2nd Avenue RMU Well House Project

Staff Contact: Jeff Fiegenschuh & Michelle Pease

Summary: RMU wishes to construct a new well house located on the 2nd Avenue corridor, just east of the RMU Electric Offices. The City currently owns several lots located on the east end of 2nd Avenue where the old Patterson Lumber Company storage area was. To move forward with the construction of the new well house, several properties need to be purchased.

These properties included:

608 W 2nd Avenue
121 N 7th Street
100 Block of 6th Street
522 W 2nd Avenue
127 N 6th Street
622 W 2nd Avenue

Recommendation: 

Ordinance Authorizing Purchase of Real Estate for Public Purpose

Supporting Documents:
pdf Ordinance Authorizing Purchase of Real Estate for Public Purpose (44 KB)
pdf Contract for Purchase of 121 N 7th Street (59 KB)
pdf Contract for Purchase of 522 W 2nd Avenue and 127 N. 6th Street (58 KB)
pdf Contract for Purchase of 608 W 2nd Avenue (59 KB)
pdf Contract for Purchase of 622 W. 2nd Avenue (58 KB)
pdf Contract for Purchase of Real Estate Located at the 100 Block of 6th Street (58 KB)

Agenda Item #4 -  Ordinance Granting a Conditional Use Permit to Allow a Dog Training Facility in the I-2 (General Industry) Zoning District Located at 2000 West 8th Avenue

Staff Contact: Michelle Pease, Community Development Director

Summary: Eloy and Claudia Cervantes are requesting a Conditional Use Permit to lease out space for a dog training facility located at 2000 W. 8th Avenue. The property is currently used for Cervantes Trucking. The Cervantes’ plan to rent out a portion of the building and feel that a dog training facility will be a good fit in their building and location. The property is zoned I-2 and is surrounded by I-2 zoning and the cemetery. If approved, Don Blair, CIA K9 Dog Training will rent out the space for his dog training business.

According to Section 110-291 of the District Use Classification list under dog training facilities, the use of a dog training facility requires a Conditional Use Permit. 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 August 5, 2019. The Commission voted 6-0 to recommend the Conditional Use Permit.

Strategic Plan Goal Application:
To promote, retain and enhance small business development.

Recommendation:
Approve an Ordinance Granting a Conditional Use Permit to Allow a Dog Training Facility in the I-2 (General Industry) Zoning District Located at 2000 West 8th Avenue

Supporting Documents:
pdf Ordinance Granting a Conditional Use Permit to Allow a Dog Training Facility in the I-2 (General Industry) Zoning District Located at 2000 West 8th Avenue (85 KB)

Agenda Item #5 -  Purchase of a 2019 Digger Derrick Truck

Staff Contact: Jason Bird

Summary: The 2019 Capital Outlay Summary for Electric includes the replacement of a digger truck. Staff would like to purchase a 2019 Altec DH50 Digger Derrick truck through the Cooperative Purchasing program, formally know as National Joint Purchasing Agreement (NJPA), which Rochelle is a member of. This truck would replace a 2006 Altec GMC Digger Derrick. We will be using the old truck as a trade in. However, that value is still to be determined.

Strategic Plan Goal Application: To assure that our crews are able to work in a safe environment, with equipment that is safe and not broken down all the time.

Recommendation: Approve the purchase of a 2019 Altec DH50 Digger Derrick truck through the Cooperative Purchasing Program.

Supporting Documents:
pdf Sourcewell Cooperative Purchasing Agreement (2.53 MB)
pdf Specifications for 2019 Altec DH50 Digger Derrick (4.04 MB)

Agenda Item #6 -  Ordinance Amending Chapter 94, Article III, Division 3 Entitled “Speed” - Reducing the Speed Limit from 30 Miles Per Hour to 20 Miles Per Hour on N. 14th Street from Lincoln Avenue to 8th Avenue

Staff Contact: Tim Isley

Summary: In 2001, the 400 block of north 15th Street was permanently closed for an expansion of Silgan Containers. This expansion closed north 15th Street approximately 500 feet north of Lincoln Avenue. As a result of the north 15th Street closure, north 14th Street was listed as an authorized truck route allowing access to the northside of Silgan Containers and other businesses located along 8th Avenue.

Truck traffic using north 14th Street has since increased with the addition of a trucking company that has located off 8th Avenue. With this increase in truck traffic, residents located along this stretch of N. 14th Street are concerned with the amount of truck traffic, deterioration of the roadway, noise from the trucks, and the speed of trucks going through their neighborhood.

City staff have examined this area and believe that adding additional signage and reducing the speed limit from 30mph to 20mph will help in reducing these concerns. Lowering the speed limit to 20mph in this area will increase safety for residents as well as reducing engine noise from the trucks and bouncing of trailers.

Recommendation: Approve an Ordinance Amending Chapter 94, Article III, Division 3 Entitled “Speed”

Supporting Documents:
pdf Ordinance Amending Chapter 94, Article III, Division 3 Entitled “Speed” (113 KB)
image Map (872 KB)

Agenda Item #7 & 8 -  Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement with the State of Illinois and Resolution Authorizing the Payment of the City of Rochelle’s Local Share for Illinois Project No. RPJ-4580 

Staff Contact: Mike Hudetz

Summary: IDOT has determined through pavement evaluation studies and the weight of heavy aircraft that land here, that a portion of our asphalt runway is in need of refurbishment. In order to move forward with this project, the City Council must authorize the City Manager to execute an Intergovernmental Agreement with the State of Illinois and authorize the payment of the City’s 5% local share of $94,063. The 2019 Capital Outlay Summary for the Airport includes funding for the runway improvements.

Strategic Plan Goal Application: Infrastructure Effectiveness and Improvement

Recommendation:
Approve a Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement with the State of Illinois for Illinois Project No. RPJ-4580
Approve a Resolution Authorizing the Payment of the City of Rochelle’s Local Share for Illinois Project No. RPJ-4580

Supporting Documents:
pdf Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement with the State of Illinois for Illinois Project No. RPJ-4580 (78 KB)
pdf Intergovernmental Agreement with the State of Illinois for Illinois Project No. RPJ-4580 (723 KB)
pdf Resolution Authorizing the Payment of the City of Rochelle’s Local Share for Illinois Project No. RPJ-4580 (108 KB)
pdf IDOT Cover Letter (30 KB)
pdf Certification Regarding Lobbying (101 KB)
pdf Certification and Disclosure Regarding Potential Conflicts of Interest (728 KB)
pdf Periodic Reporting Report (155 KB)

Agenda Item #9 -  Ordinance Waiving the Competitive Bidding Requirement and Authorizing the Purchase of Two 2500 KVA Distribution Transformers for the MightyVine Expansion Project 

Staff Contact: Jason Bird

Summary: On May 28, 2019 the City Council approved the execution of a Redevelopment Agreement with MightyVine to facilitate the expansion of its existing commercial greenhouse facility. This agreement includes a provision that RMU will purchase two transformers for the Phase 3 and 4 expansion and MightyVine will reimburse RMU for the purchase.

RMU has received the following quotes for the purchase of two 3 phase 2500 KVA Pad-mount transformers:

Anixter $70,886.74 with a lead time of 19 weeks
Wesco $83,140 with a lead time of 14-19 weeks
UUSCO $82,468 with a lead time of 14-16 weeks.

The proposed ordinance allows RMU to waive the bidding requirements and purchase the transformers from Anixter at a cost of $70,886.74.

Strategic Plan Goal Application: Economic and Business Development - Promote Realistic Growth

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirement and Authorizing the Purchase of Two 2500 KVA Distribtu9ion Transformers for the MightyVine Expansion Project from Anixter at a cost of $70,886.74

Supporting Documents:
pdf Bids from Anixter, Wesco, and UUSCO with specs for the 3 phase 2500 KVA Transformers (531 KB)

pdf Ordinance Waiving Competitive Bidding (66 KB)

Agenda Item #10 -  Change Order for the Rochelle Industrial Rail Improvements South Rail Extension

Staff Contact: Jason Anderson

Summary: Due to the extraordinary wet Spring, additional soil stabilization is required to remove moisture from the borrowed soils being used to build the six track railbed south of Johns Creek.
The change order for soil stabilization amounts to $540,514. Since the bids for the project came in $650,000 under the budgeted $7M project, the project will still be completed under budget.

Strategic Plan Goal Application: Expansion of the City of Rochelle Railroad

Recommendation: Approve Change Order 3-1 for the Rochelle Industrial Rail Improvements South Rail Extension in the amount of $540,514 of which the City’s portion is $176,365.

Supporting Documents:
pdf Change Order 3-1 (83 KB)

Discussion Item #1 - Mapping the Future of Your Community

The City of Rochelle is partnering with Western Illinois University for the “Mapping the Future of Your Community” program to take Rochelle to the next level.

You have probably noticed some exciting changes over the past few years: a renewed excitement brewing with community events; new Downtown businesses including Kennay Farms Distilling, the Artist’s Garden, Glo Wellness and Cheri Picked Vintage; new community wayfinding signage and downtown lights with banners; and new murals.  To encourage new business development, the City of Rochelle now offers a blade sign contest, façade improvement program and a Downtown Historic District as well as a partnership with resources through Kishwaukee College and the Sauk Valley Small Business Development Center.  In 2020, area residents will enjoy the new Rochelle Park District Community Center.

Our neighbors to the west in Oregon, Illinois, recently went through the WIU program and the results have been incredible.  Their downtown boasts more retail business in rehabilitated historical buildings and residents are enjoying beautification projects, special events and recreation opportunities throughout the community – all thanks to the work of about sixty community volunteers.  City Manager Fiegenschuh has already approached local businesses for sponsorship to cover the entire $5,000 cost. 

Gisele Hamm of the Western Illinois University Institute for Rural Affairs will present details of the program. 

 Discussion #2 - Strategic Plan Update

The City Council formally approved the new strategic plan in August of 2018.  Since that time staff has developed, with Council approval, goals and objectives geared towards the full and ongoing implementation of the new plan.  Attached to this report is the latest update of the goals and objectives for the first 6-months of 2019

Supporting Documents: 

pdf 2019 Goals & Objectives list (134 KB)

pdf 2019 power point update  (3.41 MB)

Discussion #3 - Mission, Vision, Values 

Last year a new Strategic Plan was approved that includes the following priorities: Core Service Delivery, Community Inclusivity & Engagement, Economic & Business Development, Financial & Management Stability and Infrastructure Effectiveness & Improvement. The updated strategic plan was used as a guide to create the proposed mission, vision and values statement. Our Mission Statement is based on the principles of high quality and continuous improvement. Our Vision Statement presents a compelling future. Both our mission and our vision are founded on the basic values that guide the actions of our employees and elected officials.

The City of Rochelle’s existing Mission, Vision and Values Statement was adopted in March of 2007.

Reference: pdf Mission, Vision and Values Statement (1.05 MB)

 Discussion #4 - Graffiti

Graffiti is one of the most visible crimes that a community can have.  The presence of a first rash of graffiti tends to attract more as a response to the initial "tagging".  When this is gang-related, communities may have other crimes that follow.  The proposed ordinance gives the city leverage to clean damaged property in the event the owner cannot or is unwilling to do so in a timely manner.

Supporting Documents: 

pdf Ordinance Amending Chapter 66 Article III Entitled “Offenses Against Property”   (122 KB)

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, July 22, 2019 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
• Swearing In Councilman Don Burke
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
V. PUBLIC COMMENTARY:
VI. DISCUSSION ITEMS:
1) Advanced Communications Solutions Project Overview and Findings – Sikich
2) Cyber Security and Privacy – AESI
3) Economic Development Website
VII. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf July 8, 2019 (165 KB)
b) Approve Exceptions – pdf 7/3/19-7/15/19 (63 KB)
c) Approve Bills – pdf 7/16/19 (207 KB)
d) Approve Payroll – pdf 7/1/19-7/14/19 (60 KB)
e) Accept and Place on File Financial Statement – pdf June 2019 (680 KB)
2) Audit Reports for January 1, 2018 – December 31, 2018
3) Collective Bargaining Agreement between the City of Rochelle and the International Brotherhood of Electrical Workers Local 196
4) Ordinance Amending Chapter 6, Article 1, Section 6-3 of the Rochelle Municipal Code Pertaining to Liquor License Classifications
5) Ordinance Amending Chapter 94 Article IV Entitled “Stopping, Standing and Parking”
6) Ordinance Authorizing the Sale of Real Estate at 410 Cherry Avenue
7) Ordinance Approving a Fire Truck Revolving Loan Agreement with the Illinois Finance Authority
8) Resolution Approving a Master Equity Lease Agreement with Enterprise Fleet Management, Inc.
9) Resolution Approving a Maintenance Management and Fleet Rental Agreement with Enterprise Fleet Management, Inc.
10) Resolution Approving a Consignment Agreement with Enterprise Fleet Management, Inc.
11) Resolution Approving a Maintenance Agreement with Enterprise Fleet Management, Inc.
12) Resolution Approving a Loan Agreement with the Central Bank of Illinois Pertaining to the Purchase of Two Dump Trucks
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 -  Audit for January 1, 2018 – December 31, 2018

Staff Contact: Chris Cardott, Finance Director

Summary: Sikich, LLP planned and performed the audit in order to obtain reasonable assurance about whether the financial statements are free of material misstatements. This included performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The audit also included evaluating the appropriateness of accounting policies used, significant estimates made by management and evaluating the overall presentation of the financial statements.
The auditor’s opinion, as noted on page 2 of the Comprehensive Annual Financial Report, indicates that the financial statements “present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Rochelle, Illinois, as of December 31, 2018, and the respective changes in financial position and, where applicable cash flows thereof for the year ended in conformity with accounting principles generally accepted in the United States of America.”
Anthony Cervini, Partner of Government Services for Sikich, will attend the meeting to provide an overview of the City’s Financial Statement and respond to questions from the Mayor and Council members.

Strategic Plan Goal Application: Maintain Fiscal Stability

Recommendation: Accept and place on file the Audit Reports for 2018 as prepared and presented by Sikich, LLP.

Supporting Documents:
pdf City of Rochelle Comprehensive Annual Financial Report – December 31, 2018 (2.55 MB)
pdf Rochelle Municipal Utilities Annual Financial Report – December 31, 2018 (866 KB)

  pdf Single Audit - December 31, 2018 (623 KB)

pdf Downtown Tax Increment Financing Fund - December 31, 2018 (431 KB)
pdf Lighthouse Pointe TIF Financial Report – December 31, 2018 (410 KB)
pdf Management Letter – December 31, 2018 (352 KB)

Agenda item #3 -  Collective Bargaining Agreement between the City of Rochelle and the IBEW (International Brotherhood of Electrical Workers) Local 196

Staff Contact: Jeff Fiegenschuh, City Manager & Nancy Bingham, Human Resource Coordinator

Summary:
The current collective bargaining agreement with the IBEW-Utilities Divisions expired on May 1, 2019. Our team met with the IBEW multiple times in the past 4 months to negotiate a new agreement. Our teams reached a tentative agreement for the entire package that has been ratified by the members of the collective bargaining group and is now ready for council approval. The proposal represents a good compromise, where both sides gave and received concessions.

Attached to this staff report is the redlined tentative agreement with the new provisions. Most of the provisions from the current agreement carried over into the new one. Below is a brief summary of the major changes to the current agreement that recently expired.

Dues Deduction and Fair Share Due to the Janis ruling all language related to collection of fair share dues has been removed from the new contract.

Grievance Procedure: Removes references to Director of Utilities and replaces with Superintendent of the applicable department. All other procedures remain the same. Minor changes on the Failure to Process language contained in the grievance procedures.

Residency: Under the new agreement residency was changed from 15 miles to 21 miles.

Non Privatization of Water/Water Reclamation: During the term of the agreement (3 years) the City agrees not to privatize work performed by members of the bargaining unit in the water/water reclamation division. This language allows us to utilize contract labor if needed.

Call Back Pay and Rest Period: Inserts language that allows the operator a five-minute window to cancel a call before the guaranteed 2 hour minimum overtime takes effect. This is new language the City insisted be inserted. The new proposal contains language that guarantees a rest period of 8 consecutive hours for the employee who has worked 16 hours. If the employee is called back on a mandatory call back before receiving 8 hours of consecutive rest, all time until the 8 consecutive hours is reached shall be at double time. The only exception to this clause is in emergency situations, if the superintendent feels the employee is mentally alert and shows no signs of exhaustion or fatigue. All language was inserted that employees who fail to respond to a call out may be subject to disciplinary action.

Standby Pay: Standby pay is increased to match the streets. There are annual increases of $1.00 per year through the life of the contract. Additional language was included to allow for disciplinary action if there is a failure to answer a standby call when on standby duty. Additional language gives the City the right to outsource emergency service runs, after offering work to all qualified employees in the bargaining unit.

Vacation Leave and Sick Leave Changed to mirror the employee policy manual.

Compensatory Time: Approved language that allows for up to 30 hours of compensatory time in each calendar year. Any remaining hours the employee has on Dec 31st shall be paid out at the rate of pay earned.

Group Insurance: No changes for current employees until final year of contract. The final year of the contract will see all current employees’ portion of the health insurance increase by 1%. For all employees hired after May 1, 2019 the new contributions will be higher and the same as approved for the police and street departments

Uniform Allowance: The City will allow up to $1,000 per year in a uniform allowance for any uniforms that are not arc flash rated. Currently we are spending over $1,500 per year per employee going through a uniform provider and cleaning service. Under the new contract, the employee will be responsible for laundering of their uniforms.

Wages: Effective May 1, 2019, 2.25%; effective January 1, 2020, 2.25%; effective January 1, 2021, 2.25%; and effective January 1, 2022, 2.25%.

The proposed contract also calls for a one-time stipend for water department and water reclamation employees who obtain the operator in training status with the ILEPA for a Class B license for water and Class 1 license for water reclamation. The Class B stipend is $2,500 and the Class 1 stipend is $3,500.

Recommendation: Approve the Collective Bargaining Agreement between the City of Rochelle and the IBEW (International Brotherhood of Electrical Workers) Local 196

Supporting Documents: pdf Redline Tentative Agreement (455 KB)

Agenda Item #4 -  Ordinance Amending Chapter 6, Article 1, Section 6-3 of the Rochelle Municipal Code Pertaining to Liquor License Classifications

Staff Contact: Jeffrey A. Fiegenschuh, City Manager

Summary: Kenny Farms Distilling recently approached the City about allowing their patrons to bring wine into their facility for onsite consumption. The current code does not allow for a “corking fee”. The proposed language changes to the Class M-1 license; Microbrewery includes:

A class M-1 license shall authorize the manufacture of beer products on the licensed premises and the sale at retail of alcoholic liquor, including the manufactured beer products, for consumption on the licensed premises. A Class M-1 license shall entitle the licensee, a microbrewery, to permit consumption of wine brought onto the premises by a patron twenty-one (21) years of age or older for personal consumption or for personal consumption of other patrons who are twenty-one (21) years of age or older. The consumption of wine is restricted to the licensed premises. No more than one (1) 750-milliliter bottle of wine per patron (unopened) shall be permitted to be brought into the premises.

The highlighted language above will permit any M-1 license holder to allow for the consumption of wine brought onto their premise by their customers.

Staff Recommendation: Approve an Ordinance Amending Chapter 6, Article 1, Section 6-3 of the Rochelle Municipal Code Pertaining to Liquor License Classifications

Supporting Documents:
pdf Ordinance Amending Chapter 6, Article 1, Section 6-3 of the Rochelle Municipal Code Pertaining to Liquor License Classifications (125 KB)

Agenda Item #5 - Ordinance Amending Chapter 94 Article IV Entitled “Stopping, Standing, and Parking”

Staff Contact:  Eric Higby or Matt Wittenberg

Summary:      May, Tilton and Central Schools have had parking issues for years during pick up and drop off times.  Double parking and parking where prohibited in these areas creates traffic congestion and unsafe situations for the students.  Having a new system in place supported by the proper signage will allow the orderly pick up and drop off of students at the schools.

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

Recommendation:     Approve an Ordinance Amending Chapter 94 Article IV Entitled “Stopping, Standing, and Parking” which updates the current parking ordinance with regard to May, Central and Tilton School areas.

Supporting Documents: 

pdf Letter of Support from Rochelle Elementary School District 231 (16 KB)

pdf Ordinance Amending Chapter 94 Article IV Entitled “Stopping, Standing, and Parking” (137 KB)

pdf Proposed No Parking/Drop-Off/Pick-Up Zones (93 KB)

Agenda Item #6 - Ordinance Authorizing the Sale of Real Estate at 410 Cherry Avenue

Staff Contact: Michelle Pease

Summary: City owned property located at 410 Cherry Avenue (P.I.N. 24-24-382-005) has been deemed surplus real estate property located within in a defined redevelopment project area and is no longer necessary, appropriate, useful to, or in the best interest of the City of Rochelle to retain ownership of the property. The property includes approximately 3,978 square feet of building space and a 52 x 80 lot zoned B1, Commercial, Central Business and is located in the Downtown and Southern Gateway TIF District. Request for Proposals were made public for interested parties to submit proposals to redevelop the property, all proposals were reviewed, and interviews were conducted of applicants who submitted a proposal by the deadline submission date. T & R Rental, LLC submitted a proposal to purchase the property for $10,000. This proposal to redevelop the property supports the redevelopment efforts of Downtown Rochelle.

Recommendation: Approve an Ordinance Authorizing the Sale of Real Estate at 410 Cherry Ave to T & R Rentals, LLC

Supporting Documents:
pdf Contract for Sale of Real Estate at 410 Cherry Avenue (49 KB)
pdf Ordinance Authorizing the Sale of Real Estate at 410 Cherry Avenue (98 KB)
pdf GIS Map (319 KB)

Agenda item #7 - Ordinance Approving a Fire Truck Revolving Loan Agreement with the Illinois Finance Authority

Staff Contact: David Sawlsville

Summary: The 2019 Budget includes the purchase of a fire engine to replace Engine 8 which was built and purchased in 1995. Budgeted in 2019 is $200,000 from the Ambulance Fund to cover the cost of the chassis with the remainder of the Engine to be paid for upon completion in 2020. Earlier this year we applied for and were approved to receive a loan in the amount of $350,000 from the Office of the State Fire Marshal through The Illinois Finance Authority for the purchase of this Engine. The term of the loan is for up to 20 years with a fixed interest rate of 1.89%.

Recommendation: Approve an Ordinance Approving a Fire Truck Revolving Loan Agreement with the Illinois Finance Authority.

Supporting Documents:
pdf Ordinance Approving a Fire Truck Revolving Loan Agreement with the Illinois Finance Authority (79 KB)
pdf Fire Truck Revolving Loan Program Loan Agreement (231 KB)

Agenda Item #8 - 11

Resolution Approving a Master Equity Lease Agreement with Enterprise Fleet Management, Inc.

Resolution Approving a Maintenance Management and Fleet Rental Agreement with Enterprise Fleet Management, Inc.

Resolution Approving a Consignment Agreement with Enterprise Fleet Management, Inc.

Resolution Approving a Maintenance Agreement with Enterprise Fleet Management, Inc.

Staff Contact: Tim Isley

Summary: The City has a light duty vehicle fleet of varying ages and capabilities. Many of these vehicles are operated until the repair costs exceed the value of the vehicle. This is sometimes referred to as the “drive it till the wheels fall off “approach. This typically occurs when a major component such as the drivetrain has failed leaving the vehicle inoperable and with a value of scrap steel. This method has caused staff to reexamine our procurement practices and consider the benefits of fleet leasing.

For the past year, City staff have been investigating options of leasing vehicles for the City’s light duty fleet. Staff conducted an analysis to determine our best leasing and purchasing options and found the lowest life cycle costing method to be most economical. Typical parameters in lifecycle costing include depreciation, cost of money, insurance, fuel, maintenance and repair. Other replacement considerations are obsolescence cost, downtime costs and market conditions.

Generally, lease terms will span 3 to 5 years. Lease terms are open ended with no penalty, so a vehicle may be cycled earlier in this program if it makes sense and the resale market is right. The City would determine the number of vehicles to be acquired through lease and include this as part of the annual budget approval process. City vehicles to be leased through the Enterprise Fleet Management program may be purchased through local dealerships. A stock fee of 2% less applicable incentives will apply. Leased vehicles may also be serviced and repaired at local dealerships and maintenance shops.

Over time, City staff anticipates significant financial and practical advantages such as improved cash flow, greatly reduced maintenance costs, reduced fuel costs, improved safety features to better protect our employees and the public, an optimal vehicle replacement schedule, as well as increased fleet management support. By implementing the Enterprise Fleet Management program, the City can expect to see a conservative net savings of over $200,000 within the first ten years of this program.

The most significant benefit to fleet vehicle leasing is a smaller up-front investment compared to an outright purchase. The proposed lease agreement reduces the costs to a monthly operating expense. This allows funds that would have been committed to fleet purchases to be used for other core services. Interest rates for leased vehicles are based off a 3-year T-Bill which is currently at 4.21% and will be fixed at the time of delivery.

As the current City fleet ages, breakdowns are a common occurrence. This is not only an expense in parts and repair, but also an expense in lost staff productivity. The proposed lease agreement will provide the city with new vehicles that have bumper-to-bumper coverage greatly reducing repair costs and down time. Leased vehicles will include a flat maintenance management fee of $5.00 per vehicle, per month and a full maintenance agreement with costs based on vehicle type and miles driven.

Leasing the City’s fleet through Enterprise Fleet Management will provide the City with several additional management tools for a fee of 0.10% per vehicle per month. These management tools include, experience in managing thousands of government vehicles, web-based programs analyzing all fleet costs, fleet maintenance reminders and recommendations, routine administrative tasks and maximizing resale values.

Once a vehicles effective lifecycle has been met, Enterprise Fleet Management will increase the used vehicle resale be utilizing multiple resale channels to create a competitive environment to maximize vehicle returns. A lease termination fee of $400 is applied for selling the vehicle and title processing.

By partnering with Enterprise Fleet Management, the City can expect to have a cost-effective fleet that is safe, reliable, efficient and well managed.

Strategic Plan Goal Application: Maintain fiscal stability and a balanced budget.

Recommendation:
Approve a Resolution Approving a Master Equity Lease Agreement with Enterprise Fleet Management, Inc.
Approve a Resolution Approving a Maintenance Management and Fleet Rental Agreement with Enterprise Fleet management, Inc.
Approve a Resolution Approving a Consignment Agreement with Enterprise Fleet Management, Inc.
Approve a Resolution Approving a Maintenance Agreement with Enterprise Fleet Management, Inc.

Supporting Documents:
pdf Pricing Worksheet (39 KB)
pdf Fleet Profile (638 KB)
pdf Fleet Planning Analysis (679 KB)
pdf Credit Application (134 KB)
pdf Fleet Management PowerPoint (2.33 MB)
pdf Vehicle Replacement Plan (82 KB)
pdf Resolution Approving a Master Equity Lease Agreement (80 KB) pdf (79 KB)
pdf Master Equity Lease Agreement (125 KB)
pdf Resolution Approving a Maintenance Management and Fleet Rental Agreement (79 KB)
pdf Maintenance Management and Fleet Rental Agreement (74 KB)
pdf Resolution Approving a Consignment Agreement with Enterprise Fleet Management, Inc. (78 KB)
pdf Consignment Agreement with Enterprise Fleet Management, Inc. (85 KB)
pdf Resolution Approving a Maintenance Agreement with Enterprise Fleet Management, Inc. (79 KB)
pdf Maintenance Agreement with Enterprise Fleet Management, Inc. (77 KB)

Agenda Item #12 - Resolution Approving a Loan Agreement with Central Bank of Illinois Pertaining to the Purchase of Two Dump Trucks

Staff Contact: Tim Isley

Summary: On February 2, 2019 City Council approved a resolution waiving the bidding requirements and authorizing the purchase of two (2) Dump Trucks from CIT Trucks, LLC in an amount of $343,898.00

Due to an average annual increase of 3 to 5% from manufactures, it was proposed to purchase two (2) dump trucks at the same time in an effort to eliminate this annual increase from one of the dump trucks. It was also proposed that the purchase of these trucks would be financed through a local bank for a term not to exceed 4 years and at an interest rate not to exceed 4.75%.

The 2019 Street Department budget includes funds of $95,000 for the initial payment for the two dump trucks. This will leave a remaining balance of $248,898 to be financed through a local bank.

Local banks have been surveyed for the lowest interest rate for the financing of $248,898 for a term of three years. Central Bank of Illinois has offered the lowest interest rate of 3.09% for the financing of $248,898 for a term of three years.

Strategic Plan Goal Application: 

Short term routine – Replacing infrastructure/assets

Recommendation:
Approve a Resolution Approving a Loan Agreement with Central Bank of Illinois Pertaining to the Purchase of Two Dump Trucks

Supporting Documents:
pdf Resolution Approving a Loan Agreement with Central Bank of Illinois Pertaining to the Purchase of Two Dump Trucks (79 KB)
pdf Loan Agreement (175 KB)
pdf Agenda Item 02/25/19 (55 KB)
pdf Resolution R19-16 approved 02/25/19 (18.84 MB)

Discussion Item #1 

RMU IT/Advanced Communications hired Sikich to help with the internal mapping of the system, documentation and to make recommendations for the utility.

Representatives from Sikich will present the final findings and share some of the recommendation made to RMU IT/Advanced Communications.

  pdf IT Solutions Project Overview (231 KB)

Discussion Item #2

RMU IT/Advanced Communications hired AESI to do a complete cyber and physical security assessment of the system and to provide recommendations for the utility going forward. This assessment included the Electric and IT/Internet Service Provider side, with spots check in the other departments.

AESI representatives will share the final findings and some of the recommendations made to RMU IT/Advanced Communications

pdf Cyber Security Presentation (242 KB)

Discussion Item #3

In conjunction with developing a marketing plan for the Economic Development Department and in support of the strategic goals, a new Economic Development website has been completed. The new website, www.excelinrochelle.com, is a great marketing tool to effectively improving our community visibility. The website highlights the assets and advantages of doing business in Rochelle. Businesses and site sectors are particularly drawn to websites that provide comprehensive information that is easy to navigate.

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, July 8, 2019 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 – Kim Montgomery

·         We Care Rochelle Update

V.  PUBLIC COMMENTARY:  

VI.  BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)       Approve Minutes of City Council Meeting – pdf June 24, 2019 (206 KB)

b)       Accept and Place on File Minutes of Golf Course Advisory Committee - pdf 5/28/19 (24 KB)

c)       Accept and Place on File Minutes of Planning and Zoning Commission – pdf 6/3/19  (204 KB)

d)       Approve Exceptions – pdf 6/19/19-7/1/19 (82 KB)

e)       Approve Bills – pdf 7/2/19 (188 KB)

f)        Approve Payroll – pdf 6/17/19-6/30/19 (57 KB)

2)       Ordinance Approving an Annexation Agreement between Rochelle Solar, LLC and the City of Rochelle (Public Hearing and Action)

3)       Ordinance Annexing and Zoning the Property Located at 15537 E Twombly Road Property Identification Number 25-18-100-005

4)       Ordinance Approving and Accepting a Final Plat of Subdivision of Rochelle Solar, LLC

5)       Ordinance Approving and Accepting a Final Plat of Annexation of Rochelle Solar, LLC

6)       Ordinance Rezoning Certain Property Located at the Southeast Corner of Jones Road and 9th Street from R-1 Single-Family Residential to B-2 Highway Commercial – Flagg Rochelle Park District

7)       Ordinance Granting a Setback Variation for Certain Property Located at the Southeast Corner of Jones Road and 9th Street. - Flagg Rochelle Park District

8)       Resolution Approving the Creation of a Complete County Committee for Census 2020

VII.                                  DISCUSSION ITEMS:VIII.                               EXECUTIVE SESSIONIX.                                     ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 -  Ordinance Approving an Annexation Agreement between Rochelle Solar, LLC and the City of Rochelle (Public Hearing and Action)

Staff Contact:  Michelle Pease, Community Development Director

Summary:     

Rochelle Solar or SunEast is a privately held clean energy development company.  Since inception in 2012, SunEast has partnered with recognized leaders in the renewable energy industry.  Previous and current development partners include Fortune 10 utility subsidiaries, major international utilities, and well-known investment funds.

Over the past four years, the SunEast team has advanced 40 projects totaling over 630 MWs and ~5,400 acres of property.  This includes projects that SunEast originated and developed from inception. Additionally, over the past decade, the SunEast team has developed over 700 MWs of renewable generation currently in operation in New York, New Hampshire, Maine and Massachusetts.

Rochelle Solar has an option to purchase the southwest corner of Twombly and proposed N. Caron road extension adjacent to the RMU power substation (15537 E. Twombly Road) to develop a solar farm on the 93.29 acres to produce 13 Mega Watts of renewable energy and use the RMU substation to transfer the power back for distribution.

Rochelle Solar would like to enter into an annexation agreement and annex the property into the City of Rochelle with Rural Development Zoning with a conditional use for a solar farm. The parcel is currently zoned agriculture. It is surrounded by agriculture on the west, east, north and PUD-C on the south.

The annexation shall be complete with all conditions of the agreement meet, with an annexation happening no later than December 31, 2019. Rochelle Solar shall pay an annexation fee $20,000.00. Two installments shall be made; $10,000 upon completion of the annexation of the property and $10,000 on the 1st anniversary of the completion of the property becoming annexed into the City limits.

After a duly noticed public hearing, the City of Rochelle Planning & Zoning Commission has considered all the relevant evidence presented at said hearing on July 1, 2019.

Strategic Plan Goal Application: 

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

Recommendation:

Hold a Public Hearing

Approve an Ordinance Approving an Annexation Agreement between Rochelle Solar, LLC and the City of Rochelle

Supporting Documents: 

pdf Ordinance Approving an Annexation Agreement between Rochelle Solar, LLC (81 KB)

  pdf City of Rochelle Annexation agreement (547 KB)

Agenda Item #3-5 -  Ordinance Annexing and Zoning the Property Located at 15537 E Twombly Rd Property Identification Number 25-18-100-005, Ordinance Approving and Accepting a Final Plat of Subdivision of Rochelle Solar, LLC, Ordinance Approving and Accepting a Final Plat of Annexation of Rochelle Solar, LLC

Staff Contact: Michelle Pease, Community Development Director

Summary:
Rochelle Solar or SunEast is a privately held clean energy development company. Since inception in 2012, SunEast has partnered with recognized leaders in the renewable energy industry. Previous and current development partners include Fortune 10 utility subsidiaries, major international utilities, and well-known investment funds.

Over the past four years, the SunEast team has advanced 40 projects totaling over 630 MWs and ~5,400 acres of property. This includes projects that SunEast originated and developed from inception. Additionally, over the past decade, the SunEast team has developed over 700 MWs of renewable generation currently in operation in New York, New Hampshire, Maine and Massachusetts.

Rochelle Solar has an option to purchase the southwest corner of Twombly and N. Caron road adjacent to the RMU power substation to develop a solar farm on the 93.29 acres to produce 13 Mega Watts of renewable energy and use the RMU substation to transfer the power back for distribution.

Rochelle Solar would like to annex the property into the City of Rochelle with Rural Development Zoning with a conditional use for a solar farm. The parcel is currently zoned agriculture. It is surrounded by agriculture on the west, east, north and PUD-C on the south.

The planning and zoning commission can recommend to city council an amendment to expand or alter the official zoning map after review of the petition of the owner with a public hearing.

After a duly noticed public hearing, the City of Rochelle Planning & Zoning Commission has considered all the relevant evidence presented at said hearing on July 1, 2019.

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 Annexing and Zoning the Property Located at 15537 E Twombly Rd Property Identification Number 25-18-100-005
Approve an Ordinance Approving and Accepting a Final Plat of Subdivision of Rochelle Solar, LLC
Approve an Ordinance Approving and Accepting a Final Plat of Annexation of Rochelle Solar, LLC

Supporting Documents:
  pdf Ordinance Annexing and Zoning the Property Located at 15537 E Twombly Rd Property Identification Number 25-18-100-005 (87 KB)
  pdf Ordinance Approving and Accepting a Final Plat of Subdivision of Rochelle Solar, LLC (214 KB)
  pdf Final Plat of Subdivision (636 KB)
  pdf Ordinance Approving and Accepting a Final Plat of Annexation of Rochelle Solar, LLC (87 KB)
  pdf Final Plat of Annexation (437 KB)

Agenda Item #6-7 -   Ordinance Rezoning Certain Property Located at the Southeast Corner of Jones Road and 9th Street from R-1 Single-Family Residential to B-2 Highway Commercial – Flagg Rochelle Park District and Ordinance Granting a Setback Variation for Certain Property Located at the Southeast Corner of Jones Road and 9th Street. - Flagg Rochelle Park District

Staff Contact: Michelle Pease, Community Development Director

Summary: The Flagg Rochelle Park District plans to construct a community recreation center and wishes to rezone the property located at the SE corner of Jones Road and 9th Street in Rochelle to B2 Commercial Highway. The property is currently zoned R1 Residential. The property is approximately 6.48 acres of vacant land. A recreation center is not allowed in an R1 zoning district but is allowed in a B2 zone.

The Flagg Rochelle Park District is also requesting a variance of set backs from the required 50’ to 20’, a variance of 30’ on the frontage side facing 9th Street. The reason for the variance request is the community center has been designed to be an “unlimited building area” facility. An unlimited building area is a necessary requirement for all fieldhouse buildings.

Without this designation, they cannot have a large open space under a roofed structure. This building classification requires the building to be at least 60 feet from the nearest property line, which in this case in the property line of the neighboring properties on Tilton Park Drive. Without meeting this distance from the nearest property line, the fieldhouse cannot be built without firewalls that would eliminate all recreational use in the fieldhouse. When designing the facility, this requirement dictated the location of the west wall of the building.

After a duly noticed public hearing, the City of Rochelle Planning & Zoning Commission has considered all the relevant evidence presented at said hearing on July 1, 2019.

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 Rezoning Certain Property Located at the Southeast Corner of Jones Road and 9th Street from R-1 Single-Family Residential to B-2 Highway Commercial – Flagg Rochelle Park District
Approve an Ordinance Granting a Setback Variation for Certain Property Located at the Southeast Corner of Jones Road and 9th Street. - Flagg Rochelle Park District

Supporting Documents: 

pdf Ordinance Rezoning Certain Property Located at the Southeast Corner of Jones Road and 9th Street from R-1 Single-Family Residential to B-2 Highway Commercial – Flagg Rochelle Park District (98 KB)
pdf Ordinance Granting a Setback Variation for Certain Property Located at the Southeast Corner of Jones Road and 9th Street. - Flagg Rochelle Park District (98 KB)

Agenda Item #8 -   Ordinance Authorizing the Creation of a Local Complete County Committee for the City of Rochelle

Staff Contact: Sue Messer and Jenny Thompson

Summary: Every 10 years the federal government conducts a population count of everyone in the United States. Data from the census provides the basis for distributing more than $675 billion in federal funds annually to communities across the country to support vital programs impacting housing, education, transportation, employment, health care, and public policy. Census data is also used to determine the number of congressional representatives; provides the basis for distributing grants; helps developers determine where to build factories, offices and retail stores; and is used for public safety and emergency preparedness.

Illinois was historically undercounted in the 2010 Census, costing billions in lost federal funding over the past decade. The United States Census Bureau estimates that Ogle County had an 84% participation rate which means that 8,560 people were not counted. As a result, it is estimated that Ogle County lost approximately $15,408,000 in federal funds per year since 2010.

On the local level, the City of Rochelle’s 2019 budget includes $1.17 million, or $122.37 per capita, from Illinois’ income tax and use tax. These funds are used to support Police, Fire, Streets, Cemetery, City Manager, City Clerk, Community Development, Economic Development, etc. This amount is 10.6% of the total General Fund revenue budget. In addition, the City receives Motor Fuel Tax (MFT) which is used for street improvements and projects. In 2019 the MFT budget was $258,000 or $26.94 per capita.

Local Complete Count Committees (CCC) are being established to help with outreach and awareness for the upcoming 2020 Census. They work in conjunction with the U.S. Census Bureau and the state-wide Complete Count Commission.
The 2010 Census motto is:
• Educate the community on the importance of participation
• Encourage trusted partners and community leaders to get involved and help motivate the residents and the neighborhoods.
• Engage grassroots organizations to become involved in educating the community.
Our local CCC will be organized to include members that reflect a cross section of our community in order to access as many people as possible. We will identify those populations or areas that are considered hard to reach and develop a communication plan to encourage maximum participation.

Strategic Plan Goal Application:
This initiative supports the City’s Strategic Plan goals of maintaining fiscal stability & balanced budget and community outreach & inclusivity.

Recommendation: 

Approve an Ordinance Authorizing the Creation of a Local Complete Count Committee for the City of Rochelle

Supporting Documents:
pdf Ordinance Authorizing the Creation of a Local Complete Count Committee for the City of Rochelle (74 KB)