AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, June 24, 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 - Appointment of Members to Boards and Commissions

              Appointment of Council Member with a Term to Expire April 30, 2021

·         Rochelle Area Community Foundation Check Presentation

·         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 June 10, 2019 (156 KB)

b)       Approve Exceptions – pdf 6/5/19-6/17/19 (72 KB)

c)       Approve Bills – pdf 6/18/19 (215 KB)

d)       Approve Payroll – pdf 6/3/19-6/16/19 (61 KB)

e)       Accept and Place on File Minutes of Railroad Advisory Board – pdf 02/21/19 (143 KB)

f)        Accept and Place on File Minutes of Planning and Zoning Commission Meeting – pdf 05/06/19 (177 KB)

g)       Accept and Place on File Financial Statement pdf May 2019 (647 KB)

h)        pdf Resolution Regarding the Release of Executive Session Minutes (58 KB)

i)        pdf Resolution Authorizing the Destruction of Certain Verbatim Audio Recorded Executive Session Minutes (119 KB)

2)       Ordinance Approving an Annexation Agreement between Pilot Travel Centers LLC and the City of Rochelle–(East Tract) Property Tax Identification Number 25-16-300-003 (Public Hearing and Action)

3)       Ordinance Approving an Annexation Agreement between Pilot Travel Centers LLC and the City of Rochelle–(West Tract) Property Tax Identification Number 25-17-400-006 (Public Hearing and Action)

4)       Ordinance Annexing and Zoning the Property Located at or around 17196-17498 Lincoln Hwy Rt 38 (East Tract)

5)       Ordinance Approving and Accepting a Final Plat of Subdivision of Pilot/Flying J Truck Center Division

6)       Ordinance Approving and Accepting a Final Plat of Annexation of Pilot/Flying J Truck Center Division

7)       Ordinance Granting Variations Related to Driveways, Setbacks, and Signage

8)       Ordinance Annexing and Zoning the Property Located at or around 17196-1749 Lincoln Hwy Rt 38 (West Tract)

9)       Resolution Approving the participation in the Illinois Housing Development Authority Abandoned Residential Property Municipality Relief Program

10)   Intergovernmental Personnel Benefits Cooperative Premium Renewal Rates for 7/1/19-6/30/20

11)   City Building Lobby Improvement Project

12)   Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License – 1244 N 7th Street

13)   Ordinance Amending the City of Rochelle Municipal Code Pertaining to Absenteeism

14)   Ordinance Amending Chapter Six, Article II, Section 6-52 of the Rochelle Municipal Code Pertaining to a Local Manager of a Corporate Licensee

15)   Resolution Authorizing the City Manager to Execute a Settlement Agreement and Mutual Release with Ogle County

16)   Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals

VII.                                  DISCUSSION ITEMS:

1)       Enterprise Fleet Management

2)       Gettysburg Leadership Institute

VIII.                               EXECUTIVE SESSION

IX.                                     ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Approving an Annexation Agreement between Pilot Travel Centers, LLC and the City of Rochelle– (East Tract) Property Identification Number 25-16-300-003 (Public Hearing and Action)

Staff Contact: Michelle Pease, Community Development Director

Summary: Pilot Travel Centers, LLC wishes to build a new location on property located on Illinois Route 38, east of Interstate 39, which is located outside the City limits. An annexation and development agreement with the City of Rochelle is proposed.

The annexation agreement developed with Pilot Travel Centers, LLC contains specific requirements for the preliminary and final plat of subdivision. These specifications include zoning for B-2 Commercial Highway, extending City utilities (water, sewer, electric), which includes the upsizing of utilities to accommodate the future development of the area.

Similar to the Love’s Travel Stop & Country Stores Annexation Agreement, the City has committed towards the infrastructure for future development of the area. $500,000 is proposed in the development agreement to assist with utility and lift station upsizing, road improvements and signalization and other infrastructure upgrades. The City has also applied for a $100,000 grant that may assist.

City code requires that staff and the Planning and Zoning Commission review the preliminary and final plat for conformance with the comprehensive plan, the provisions contained in the annexation and development agreements, and all other applicable ordinances within 60 days of the acceptance of the annexation agreement. The Planning and Zoning Commission held a public hearing on June 3, 2019 to review the petition from Pilot Travel Centers, LLC. After review of the facts the Planning and Zoning Commission recommended by a vote of 6-0 that the City Council approve the preliminary and final plat of subdivision.

All notices, publication, public hearings, and all other matters required by law have been given and performed by the corporate authorities of the City regarding the approval.

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 Pilot Travel Centers, LLC, a Delaware Limited Liability Company and the City of Rochelle for Property Tax Identification Number 25-16-300-003

Supporting Documents:
pdf Annexation Agreement with Pilot Travel Centers, LLC (695 KB)
pdf Ordinance Approving an Annexation Agreement between Pilot Travel Centers, LLC and the City of Rochelle–East Tract (82 KB)

Agenda Item #3 - Ordinance Approving an Annexation Agreement between Pilot Travel Centers, LLC and the City of Rochelle–(West Tract) Property Identification Number 25-17-400-006 (Public Hearing and Action)

Staff Contact - Michelle Pease, Community Development Director

Summary:      Pilot Travel Centers, LLC wishes to enter into an Annexation and Development Agreement with the City of Rochelle.  Pilot Travel Centers, LLC desires to build a new location on property located on Illinois Route 38, east of the Interstate 39 exchange, which is located outside the City limits.

This annexation agreement developed with Pilot Travel Centers, LLC contains specific requirements with specifications extending City utilities (water, sewer, electric) through and to properties to be developed. The identified undeveloped West Tract allows properties to be contiguous to the developed East Tract where Pilot Travel Centers will build the travel center.

Similar to the Love’s Travel Stop & Country Stores Annexation Agreement, the City has committed towards the infrastructure for future development of the area. $500,000 is proposed in the development agreement to assist with utility and lift station upsizing, road improvements and signalization and other infrastructure upgrades. The City has also applied for a $100,000 grant that may assist.

City code requires that staff and the Planning and Zoning Commission review the preliminary and final plat for conformance with the comprehensive plan, the provisions contained in the annexation and development agreements, and all other applicable ordinances within 60 days of the acceptance of the annexation agreement. The Planning and Zoning Commission held a public hearing on June 3, 2019 to review the petition from Pilot Travel Centers, LLC. After review of the facts the Planning and Zoning Commission recommended by a vote of 6-0 that the City Council approve the preliminary and final plat of subdivision.

All notices, publication, public hearings, and all other matters required by law have been given and performed by the corporate authorities of the City regarding the approval.

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 Pilot Travel Centers LLC, a Delaware Limited Liability Company and the City of Rochelle for Property Tax Identification Number 25-17-400-006

Supporting Documents: 

pdf Annexation Agreement with Pilot Travel Centers, LLC (362 KB)

pdf Ordinance Approving an Annexation Agreement between Pilot Travel Centers LLC and the City of Rochelle–West Tract  (82 KB)

Agenda Item #4 - 7

Ordinance Annexing and Zoning the Property Located at or around 17196-17498 Lincoln Hwy Rt 38- East Tract

Ordinance Approving and Accepting a Final Plat of Subdivision of Pilot/Flying J Truck Center Division

Ordinance Approving and Accepting a Final Plat of Annexation of Pilot/Flying J Truck Center Division

Ordinance Granting Variations Related to Driveways, Setbacks, and Signage

Staff Contact:  Michelle Pease, Community Development Director

Summary:  Pilot Travel Centers, LLC wishes to build a new location on property located on Illinois Route 38, east of the Interstate 39, which is located outside the City limits. An annexation and development agreement with the City of Rochelle is proposed, which includes the rezoning, acceptance of the plat of annexation, plat of subdivision, preliminary and final plat and granting of specific variances. The City Code Variances for Development listed in the annexation agreement are the following:

1.)    The variances for signage and other matters specifically set forth in the Agreement.

2.)    A variance granting relief from Section 110-632, which provides that no driveway or

curb cuts in any district shall exceed 20 feet in width. The variance shall allow driveway widths on the Leased Premises up to the 35-foot maximum allowed by IDOT.

3.)    A variance granting relief from the requirement in Section 110-531 Gasoline (Motor Fuel) Stations (2) that the total height of any overhead canopy or weather protection shall not exceed 20 feet. The variance shall allow Developer to construct canopies on the Leased Premises at a height not to exceed 25 feet.

4.)    A variance granting relief from Section 110-531.13 (requirement that parking spaces be located to the side and/or rear of the principle structure.

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 or around 17196-17498 Lincoln Hwy Rt 38- East Tract

Approve an Ordinance Approving and Accepting a Final Plat of Subdivision of Pilot/Flying J Truck Center Division

Approve an Ordinance Approving and Accepting a Final Plat of Annexation of Pilot/Flying J Truck Center Division

Approve an Ordinance Granting Variations Related to Driveways, Setbacks, and Signage

Supporting Documents: 

pdf Ordinance Annexing and Zoning the Property Located at or around 17196-17498 Lincoln Hwy Rt 38 (East Tract) (88 KB)

pdf Ordinance Approving and Accepting a Final Plat of Subdivision of Pilot/Flying J Truck Center Division (258 KB)

pdf Ordinance Approving and Accepting a Final Plat of Annexation of Pilot/Flying J Truck Center Division (235 KB)

pdf Ordinance Granting Variations Related to Driveways, Setbacks, and Signage (125 KB)

pdf Final Plat of Subdivision of Pilot/Flying J Truck Center (892 KB)

Agenda Item #8 - Ordinance Annexing and Zoning the Property Located at or around 17196-1749 Lincoln Hwy Rt 38-West Tract

Staff Contact:  Michelle Pease, Community Development Director

Summary:  Pilot Travel Centers LLC, wishes to annex into the City and zone the developed portion of the property B-2 Commercial Highway District Zoning and RD Zoning for the undeveloped portion of the Property.

After proper publication of notice, the Planning & Zoning Commission held a public hearing on June 3, 2019, where it considered the zoning of the property upon annexation to the City to provide for B-2 Commercial Highway District Zoning for the developed portion of the property and RD Zoning for the undeveloped portion of the property upon the annexation to the City. The Planning & Zoning Commission voted 6-0 to recommend the annexing and zoning of the property to the City Council.

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 or around 17196-1749 Lincoln Hwy Rt 38-West Tract.

Supporting Documents: 

pdf Ordinance Annexing and Zoning the Property Located at or around 17196-1749 Lincoln Hwy Rt 38 - West Tract (89 KB)

pdf Plat of Annexation (565 KB)

Agenda Item #9 -  Resolution Approving the participation in the Illinois Housing Development Authority Abandoned Residential Property Municipality Relief Program

Staff Contact: Michelle Pease, Community Development Director

Summary: In December 2018, the City of Rochelle applied for the Illinois Housing Development Authority (IDHA) Abandoned Residential Property Municipality Relief Program. At that time, City staff identified 9 abandoned properties and 14 vacant properties.

The purpose of the program is to use funding in the Abandoned Residential Property Municipality Relief Fund to make grants to municipalities, counties, and land banks to assist with their costs incurred for the securing, maintenance, and demolition of abandoned residential property in the jurisdiction.

Grant funds may be used for securing, maintaining, demolishing, or rehabilitating abandoned homes. The rehabilitation of an abandoned residential property is strictly limited in scope to address exterior building safety concerns such as repairing the roof, windows, doors, masonry, or walkways of an abandoned residential property. The grant amount is $33,400.00.

At this time, we are in Round 4 of the selection process and will be finalized when all requirements are submitted, including a resolution passed by City Council.

Strategic Plan Goal Application: Address community blight in affected areas via multiple leveled strategies.

Recommendation: Approve the Resolution to participate in the Illinois Housing Development Authority Abandoned Residential Property Municipality Relief Program.

Supporting Documents:

pdf Resolution Approving the participation in the Illinois Housing Development Authority Abandoned Residential Property Municipality Relief Program (96 KB)

pdf Officer’s Certificate and Certificate of Incumbency (102 KB)

Agenda Item #10 -  Intergovernmental Personnel Benefits Cooperative Premium Renewal Rates for July 1, 2019 – June 30, 2020.

Staff Contact: Nancy Bingham

Summary:
On September 25th, 2017 the City Council approved the Resolution Accepting Membership to the Intergovernmental Personnel Benefits Cooperative (IPBC) in the sub pool known as Quad Cities Health Insurance Pool (QCHIP). Blue Cross/Blue Shield of Illinois remained the insurance carrier.  IPBC’s fiscal year is based on July 1-June 30th. The City’s premium rates were valid from January 1, 2018 – June 30, 2019. IPBC as a whole has a total 11,816 on the PPO plan which includes QCHIP with 844.  The City currently offers health insurance benefits to all full-time employees.   The premiums are based on a shared cost by the City and its eligible employees. The premiums continue to be shared with the employee paying 15% of the monthly premium for single coverage and 18% of the monthly premium for family coverage for existing employees with new employees, that started after January 1, 2019 on “tier 2” with single at 17% and family at 20%. The tier 2 rates will continue until they reach single at 20% and family at 25%.

The IPBC board approved the 2019/2020 premium rates for the members and the sub pools and these rates were presented to the members in late May. The average renewal rate for IPBC is .3%, with some increases up to 10.3%. The renewal rate for QCHIP members, including Rochelle, is -8%, that is a negative figure. With the ever-rising health care costs, the still unknown of the ACA and some increase still in the double digits, this premium increase of a -8% is beyond outstanding.  The total premium for a family is going from $1,941.52 to $1,786.20 and single from $757.08 to $696.51.

Strategic Plan Goal Application: 

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

Recommendation:  Approve IPBC premium renewal rates for July 1, 2019 – June 30, 2020. 

Supporting Documents: pdf IPBC - City of Rochelle Rate Renewal Document (64 KB)

Agenda Item #11 -  City Building Lobby Improvement Project

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

Summary: In early 2018 City staff hired Reifsteck Reid & Company Architects to evaluate the City Hall lobby area and recommend improvements to improve the visibility at the reception desk and to control access to the administrative portions of the building. As a result, the Reifsteck firm proposed an angled reception desk and the construction of a second door in the main corridor.

The City held a public bid opening for the City Building Lobby Improvement Project on May 11th. Four bids were received, opened and read aloud ranging from $49,454 - $74,544. The apparent low bidder for the project was Larson & Larson Builders, Inc. in the amount of $49,454.

Reifsteck Reid & Company Architects contacted the apparent low bidder to ascertain their familiarity with the project documents, project schedule and their willingness to proceed with the project. Based on their review, Reifsteck Reid & Company Architects recommends awarding the contract for the project to Larson & Larson Builders.

Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
General Fund Municipal Building $60,000 $49,454
01-17-820

Recommendation: Accept the bid from Larson & Larson Builders, Inc. in the amount of $49,454 for the City Building Lobby Improvement Project and reject all other bids.

Strategic Plan Goal Application: Key Strategy – Infrastructure Effectiveness and Improvement

Supporting Documents:
pdf Reifsteck Reid & Company Architects Recommendation Letter (131 KB)
pdf Improvement Drawing (17 KB)

Agenda Item #12 -  Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for The Rabbit’s Foot at 1244 N 7th Street

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

Summary: Keith Scott has submitted an application for a Class B liquor license at 1244 N 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 The Rabbit’s Foot. This action will result in a total of seven 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 Rabbit’s Foot at 1244 N 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 The Rabbit’s Foot at 1244 N 7th Street (52 KB)

Agenda Item #13 - Ordinance Amending the City of Rochelle Municipal Code Pertaining to Absenteeism

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

Summary:      The City of Rochelle strives to operate in a professional and efficient manner.  This includes the proceedings of the City Council and all boards, commissions and committees.  The current Rochelle Municipal Code does not include language to address repeated absenteeism by members of the various boards, commissions and committees. 

The proposed ordinance includes the addition of an attendance policy to the Rochelle Municipal Code for all boards, commission and committees as follows: “The Mayor and City Council of the City of Rochelle may compel attendance of any absentee, to any City Council, Board, Commission, or Committee Meeting.  Any member, excluding the Mayor, of the City Council, Board, Commission, or Committee may be removed from the body to which they hold a seat, if that member misses three (3) consecutive meetings.  The removal shall be initiated by the Mayor and subject to the confirmation of such removal by the advice and consent of the City Council.”

Recommendation:  

Approve an Ordinance Amending the City of Rochelle Municipal Code Pertaining to Absenteeism

Supporting Documents: 

  pdf Ordinance Amending the City of Rochelle Municipal Code Pertaining to Absenteeism  (80 KB)

Agenda Item #14 - Ordinance Amending Chapter Six, Article II, Section 6-52 of the Rochelle Municipal Code Pertaining to a Local Manager of a Corporate Licensee

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

Summary: The Rochelle Municipal Code requires that a local manager of a corporate liquor license live within a ten-mile radius of the City of Rochelle. This requirement has been in the code since before 1996.

After a review of the files and discussions with the City Manager, Mayor and Chief of Police, we believe that this radius is too restrictive and should be extended. The proposed ordinance allows the local manager to reside within a fifty-mile radius.

Recommendation:
Approve an Ordinance Amending Chapter Six, Article II, Section 6-52 of the Rochelle Municipal Code Pertaining to a Local Manager of a Corporate Licensee

Supporting Documents:
pdf Ordinance Amending Chapter Six, Article II, Section 6-52 of the Rochelle Municipal Code Pertaining to a Local Manager of a Corporate Licensee (79 KB)

Agenda Item #15 - Resolution Authorizing the City Manager to Execute a Settlement Agreement and Mutual Release with Ogle County

Staff Contact:  Jeffrey Fiegenschuh, City Manager & Eric Higby, Chief of Police

Summary:   Since 2015, The City of Rochelle has not been receiving the full amount of revenue collected from fines through the overweight truck program.  During this time, the Ogle County Clerk has collected the fines, but has not remitted the amount to the City as set by statute. 

625 ILCS 5/15-113(a) of the state code sets the statutory fine amount of overweight citations. The fines doubled in 2010 and the fine amount is now split between the local unit of government and the Capital Projects Fund.  The current overweight fine amount is $150 for every 500 pounds overweight.  The first $75 of the $150 fine is supposed to go to the local, and the second $75 of the $150 fine goes to the state Capital Projects Fund established in 2010.

Included in this report is language from Attorney Brent Wagner highlighting the language in the state statute along with a previous supreme court ruling stating that local jurisdictions are entitled to a smaller portion of the $75.  It is Brent’s opinion since the City of Rochelle is prosecuting these cases locally in the circuit court, it should be getting the full $75 per 500 lbs. overweight per statute.

The total amount being withheld by Ogle County since 2015 is $26,233.50, half of this amount ($10,473) should have been remitted back to the City.  Included with this report, is a letter from State’s Attorney Eric Morrow, stating he concurs with the City Attorney’s opinion on the amount the City should be receiving per fine.  Based on this opinion, the County is asking the City to approve a resolution authorizing the City Manager to execute a settlement agreement and mutual release.  Once approved the City will receive all past funds due (half of the fine amounts collected) and the full $75 per 500 lbs. amount owed for future settled fines.

Strategic Plan Goal Application:   Continued investment in Infrastructure, Maintain Fiscal Stability & Balanced Budget.

Recommendation:   Approve a Resolution Authorizing the City Manager to Execute a Settlement Agreement and Mutual Release with Ogle County

Supporting Documents: 

pdf Resolution Authorizing the City Manager to Execute a Settlement Agreement and Mutual Release with Ogle County (86 KB)

pdf Settlement Agreement and Mutual Release (143 KB)

pdf Email from City Attorney (highlighting relevant info) (161 KB)

pdf Support letter from State’s Attorney Eric Morrow (14 KB)

pdf Breakdown of funds collected by County and owed to the City (14 KB)

Agenda Item #16 - Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals

Staff Contact:  Tim Isley, Public Works Director

Summary:         In 2011, the City of Rochelle entered into an intergovernmental agreement (also referred to as the “Master Agreement”) with the Illinois Department of Transportation for the maintenance of traffic signals within the City of Rochelle. The term of this agreement is from July 1, 2011 to June 30, 2021. All changes to this agreement must be agreed upon by IDOT and the City of Rochelle and be incorporated by written amendment, signed by both parties.

In recent years Steward Road has seen an increase in vehicle traffic due to Rochelle’s expanding Southeast Industrial Corridor as well as a new travel stop. This increase in vehicle traffic has warranted the installation of a new traffic signal at the intersection of IL 251 and Steward Rd. With the installation of this new traffic signal it is necessary that an amendment be made to include this signalized intersection in the Master Agreement.

Strategic Plan Goal Application: Maintenance of infrastructure as well as improvements. Invest in infrastructure. 

Recommendation: Authorize an Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals to add the signalized intersection of IL 251 and Steward Road to the comprehensive list of signals.

Supporting Documents: 

pdf Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals Document Amendment to Master Agreement Adding Traffic Signals (62 KB)

pdf Exhibit A (238 KB)

 Discussion Item #1 - Fleet Management

The City of Rochelle currently has over 30 light duty non-emergency vehicles and approximately 15 light duty emergency vehicles. Nearly 60% of the City’s non-emergency fleet is over 10 years old. Vehicles of this age are associated with significantly higher maintenance cost, higher fuel costs and increased down time, all of which lead to overall higher costs of vehicle ownership.

It is the City’s goal to reduce the total cost of ownership within its light duty vehicle fleet by purchasing vehicles at the best possible price, reducing maintenance costs and down time, improving fuel mileage, and maximizing the equity of each vehicle at the time of resale.

Drew Kellogg, a representative from Enterprise Fleet Management is in attendance to discuss fleet management options that can help the City drive down these costs of vehicle ownership.

Discussion Item #2 - ICMA Gettysburg Institute 

Staff Contact: Jeffrey Fiegenschuh, City Manager

Summary: This past May I had the honor of attending the annual ICMA Gettysburg Institute. The purpose of the intense three-day program is to learn key leadership strategies from the Battle of Gettysburg. From page three of the handout included in the council packet: Leadership in battle Translates to Leadership in Daily Life. “The three-day battle of Gettysburg offers a unique and engaging resource for the study of leadership: the complexity of the battle, the size of the armies and the wide spectrum of personalities offers an extensive range of perspectives that are useful in our current work environments. Some of the key leadership perspectives include”:

 Communication
 Team-Building
 Empowerment
 Adaptability
 Strategic and Visionary Thinking
 Decision-making under Pressure
 Accountability
 Execution

Included in the video presentation are the key competencies I gained from my time touring the battle field, listening to the stories from the battle and meeting with other professionals from across the country. Each of these leadership aspects should and will be implemented throughout our organization; especially when work on the City Budget and Strategic Plan.

Strategic Plan Goal Application: Community & Outreach, Incorporate Dynamic Planning, Core Service Delivery

Supporting Documents:
Gettysburg Foundation Handout
https://spark.adobe.com/video/DXaw2VH5uHiDo Gettysburg Video prepared by CM Jeffrey Fiegenschuh, Jenny Thompson, Director of Marketing and Tourism

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, June 10, 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 – Diane McNeilly
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf May 28, 2019 (202 KB)
b) Approve Exceptions – pdf 5/22/19-6/3/19 (73 KB)
c) Approve Bills – pdf 6/4/19 (157 KB)
d) Approve Payroll – pdf 5/20/19-6/2/19 (58 KB)
e) Accept and Place on File Minutes of Golf Course Advisory Committee – pdf 04/29/19 (56 KB)
2) Ordinance Amending the City of Rochelle Zoning Ordinance to Allow for Dog Training Facilities in I-2 Zoning Districts
3) Sanitary Sewer System Rehabilitation 2019 Project
4) Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone
5) Ordinance Approving an Amendment to the Intergovernmental Agreement between the City of Rochelle and the Village of Creston pertaining to the Maintenance of a Sanitary Sewer System
6) Resolution Authorizing a Representative to Sign Loan Documents related to the Illinois EPA low interest loan for Well 12 Radium Removal Plant

7) Resolution Authorizing the Purchase of an Electric Transformer

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Amending the City of Rochelle Zoning Ordinance to Allow for Dog Training Facilities in I-2 Zoning Districts

Staff Contact:  Michelle Pease, Community Development Director

Summary:     

The Rochelle Municipal Code District Classification list does not address dog training facilities, therefore a text amendment allowing dog training facilities with a conditional use in an I-2 (General Industry) Zone is proposed.

The Planning and Zoning Commission can recommend to City Council a text amendment to expand or alter the official Zoning Code District Classification list after review of proposed text amendment and public hearing. A public hearing was held on June 3, 2019 and the Planning and Zoning Commission voted 6-0 to recommend approval of the text amendment.

Strategic Plan Goal Application: 

To promote, retain and enhance small business development.

Recommendation:    

Approve an Ordinance Amending the City of Rochelle Zoning Ordinance to Allow for Dog Training Facilities in I-2 Zoning Districts

Supporting Documents: 

pdf Ordinance Amending the City of Rochelle Zoning Ordinance to Allow for Dog Training Facilities in I-2 Zoning Districts (86 KB)

Agenda Item #3 - Sanitary Sewer System Rehabilitation 2019 Project

Staff Contact:  Adam Lanning

Summary:     

In 2018 RMU rehabilitated approximately 4,500 feet of sanitary sewer in the Meadowbrook area along with 16 manholes by installing a cure in place liner. This year RMU plans to line approximately 7800 feet of sanitary sewer in order to complete the restoration of that entire neighborhood north of IL Highway 38 and east of IL Highway 251.  Along with the sewer lining we will also rehabilitate and line 30 manholes.  On May 30th a public bid opening was held, and 3 bids were read aloud ranging from $470,964.7 to $512,634.98 with the low bidder being Visu-Sewer of Illinois, LLC.        

Recommendation:     Approve a construction contract with Visu-Sewer of Illinois, LLC in the amount of $470,964.70 to line approximately 7800 ft. of sanitary sewer.

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

Supporting Documents: 

pdf Willett Hofmann Recommendation Letter  (455 KB)

Agenda Item #4 -  Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone

Staff Contact:  Jeff Fiegenschuh, City Manager & Michelle Pease, Community Development Director

Summary:      The Lee Ogle Enterprise Zone wishes to further expand the Enterprise Zone to support vital projects. A public hearing was held on June 3rd, 2019 within the Lee Ogle Enterprise Zone to include one specific project area anticipated to be annexed into the City of Rochelle.

This current amendment includes the addition of 11.995 acres located at the north-east intersection of Interstate Highway 39 and Illinois Highway 38. (PIN# 25-16-300-003).

Strategic Plan Goal Application: 

To promote realistic and sustainable growth, including infrastructure needs.

Recommendation:    

Approve the Ordinance Amending Ordinance No. 45-OH to include an additional 11.995 acres in the Lee Ogle Enterprise Zone

Supporting Documents: 

pdf Ordinance Amending Ordinance No. 45-OH (702 KB)

Agenda Item #5 - Ordinance Approving an Amendment to the Intergovernmental Agreement between the City of Rochelle and the Village of Creston pertaining to the Maintenance of a Sanitary Sewer System

Staff Contact:  Adam Lanning

Summary:      The City of Rochelle currently assists the Village of Creston in maintaining their sanitary sewer system along with a pump station.  Due to several new commitments to maintaining Rochelle’s sewer system spelled out in the upcoming NPDES permit, we have updated the existing maintenance agreement with Creston to reflect updated hourly rates along with performing routine work on weekends outside of our regular working hours.  This will ensure that we commit to focusing attention on Rochelle’s sewer system.  However, when there is down time we will perform the work for Creston during regular working hours. The City Manager has reviewed the amended terms of this agreement and supports these changes.         

Recommendation:     Approve an Ordinance Approving an Amendment to the Intergovernmental Agreement between the City of Rochelle and the Village of Creston pertaining to the Maintenance of a Sanitary Sewer System and authorizing the City Manager to sign the agreement.

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

 Supporting Documents: 

pdf Ordinance Approving an Amendment to the Intergovernmental Agreement between the City of Rochelle and the Village of Creston pertaining to the Maintenance of a Sanitary Sewer System (79 KB)

pdf Amended Sewer Maintenance Agreement (63 KB)

Agenda Item #6 - Resolution Authorizing a Representative to Sign Loan Documents related to the Illinois EPA low interest loan for Well 12 Radium Removal Plant   

Staff Contact:  Adam Lanning

Summary:      As part of the well 12 radium removal project, we need to provide the Illinois EPA with a resolution which authorizes the City Manager to sign all loan agreement documents for the well 12 project.

Recommendation:     Approve a Resolution Authorizing a Representative, the City Manager, to Sign Loan Documents related to the Illinois EPA low interest loan for well 12 radium removal plant. 

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

Supporting Documents: 

pdf Resolution Authorizing a Representative, the City Manager, to Sign Loan Documents related to the Illinois EPA low interest loan for well 12 radium removal plant.  (71 KB)

 Agenda Item #7 - Resolution Authorizing the Purchase of an Electric Transformer 

Staff Contact: Jason Bird/Toby Lindeland

Summary: On May 30th, the transformer located at the Peaker Building on Caron Road and Wiscold Drive went bad. This transformer powers up the building with our Fairbanks generators. Without the transformer we will not be able to use these units to generate and shave our load during the Critical Peak Days. These two units save the City each year about $338,902.00 in reduced transmission and capacity charges. Run season starts June 1st and goes until the end of September.

We have three quotes to replace the transformer, T&R has the best price with the best delivery of 1-2 weeks. We have prices from T&R Electric, Jerry’s Electric and Solomon. Attached with the staff report are those quotes.

There will be a cost of $15,000.00 to dispose of the old transformer. The funds for the transformer will come from the CIP budget, there was $3M in the budget for MightyVine and since they have changed their minds and are only doing phase 3 with lights the cost for that project will only be about $600,000.

Funding Sources:

Source: Budgeted Amount: Proposed Expenditure:

0 $65,000.00
0 $15,000.00

 Recommendation: Approve a Resolution Authorizing the Purchase of an Electric Transformer

Supporting Documents: document
(23 KB)

document Resolution Authorizing the purchase of an Electric Transformer from T&R Electric for $65,000 (23 KB)

  pdf Quotes from T&R Electric, Solomon (1.80 MB)

  document Quote from Jerry’s Electric (13 KB)

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Tuesday, May 28, 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:

·         100th Anniversary of Illinois Being the First State to Ratify the 19th Amendment

·         Public Works Week May 19-25, 2019

·         Police Week May 12-18, 2019

IV.    REPORTS AND COMMUNICATIONS:

·         Mayor

·         Council Members

·         Good News –    Interact Club – Graffiti Cleanup Initiative

                                    Light Up Navajo Project

                                    Wellness Program - Sarah Brooks & Nancy Bingham

                                    Adam Lanning - Class B Water License

V.                                       PUBLIC COMMENTARY:  

VI.                                      BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)       Approve Minutes of City Council Meeting –  pdf 5/13/19 (192 KB)

b)       Approve Exceptions – pdf 5/8/19-5/20/19 (77 KB)

c)       Approve Bills – pdf 5/21/19 (229 KB)

d)       Approve Payroll – pdf 5/6/19-5/19/19 (61 KB)

e)       Approve Request for Ale on Lincoln – pdf June 29, 2019 (53 KB)

f)        Approve United Methodist Church Request – Love Your Neighbor Outreach pdf May 30, 2019 (52 KB)

g)       Approve Flagg Township Museum Request to Dedicate Whitcomb Railroad Turntable at the Ken Wise Rochelle Railroad Park – pdf June 1, 2019 (363 KB)

h)       Accept and Place on File Financial Statement pdf April 2019 (683 KB)

i)        Approve Rochelle Community Hospital Association Request – pdf Hospital Hustle June 1, 2019 (719 KB)

2)       Resolution Authorizing the Execution of a First Amendment to the Asset Purchase Agreement between the City of Rochelle and NextEra Energy Transmission MidAtlantic, Inc.

3)       2019 Annual Seal Coat street maintenance MFT section#19-00000-00-GM

4)       Water Reclamation Facility Improvements Project

5)       Ordinance Approving an Annexation Agreement between the City of Rochelle and Rochelle Township High School District No. 212 (Public Hearing and Adoption)

6)       Ordinance Approving a Plat of Annexation of the Rochelle Township High School District No. 212 Garage Property – 1382-1384 N 8th Street

7)       Ordinance Adopting and Approving an Amended Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Related Redevelopment Projects for the Proposed Amended Redevelopment Project Area Plan and Redevelopment Project

8)       Ordinance Adding an Additional Parcel of Property to the Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area

9)       Ordinance Adopting Tax Increment Financing for the Amended Redevelopment Project Area

10)   Ordinance Approving a Rochelle Northern Gateway Tax Increment Financing District Intergovernmental Agreement with Rochelle Township High School District No. 212 and Rochelle Community Consolidated School District No. 231

11)   Resolutions Approving Right of Way and Temporary Construction Easements for the South Main Street Project

12)   Resolution Authorizing the City Manager to Execute a Redevelopment Agreement with MightyVine

13)   Resolution Authorizing the City Manager to Apply for and Execute any Agreement Necessary for a Community Development Block Grant (CDBG) Program Grant

14)   Resolution Authorizing the City Manager to Establish a Rochelle Municipal Utilities Assistance Program

15)   Classification and Compensation Study

VII.                                  DISCUSSION ITEMS:

1)       Brownfields

VIII.                               EXECUTIVE SESSIONIX.                                     ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Resolution Authorizing the Execution of a First Amendment to the Asset Purchase Agreement between the City of Rochelle and NextEra Energy Transmission MidAtlantic, Inc.

Staff Contact: Jeff Fiegenschuh, City Manager

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. Pursuant to the terms of the APA, the agreement was self-terminating if the transaction did not close by June 30, 2019. NextEra is in the process of obtaining the final regulatory approval necessary to complete the closing, but it is unlikely that approval will be granted before June 30, 2019. As such, both parties wish to extend the termination date as set forth in the Amendment to the APA.

Recommendation: Approve the Resolution Authorizing the Execution of a First Amendment to the Asset Purchase Agreement between the City of Rochelle and NextEra Energy Transmission MidAtlantic, Inc.

Supporting Documents:
pdf Resolution Authorizing the Execution of a First Amendment to the Asset Purchase Agreement between the City of Rochelle and NextEra Energy Transmission MidAtlantic, Inc. (79 KB)

Agenda Item #3 -  2019 Annual Seal Coat Street Maintenance MFT section#19-00000-00-GM

Staff Contact: Sam Tesreau, City Engineer

Summary:

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

The above referenced project was advertised in the Illinois Dept. of Transportation (IDOT) Notice to Contractor’s Bulletin 19-18 as well as the Rochelle News Leader. Bids were publicly opened and read aloud on May 16, 2019 at 10 am for the above referenced project. Two separate bids were received as follows:

 Civil Constructors, Inc. submitted a bid for making the entire improvements in the amount of $144,474.00
 Porter Brothers Asphalt & Sealing, Inc. submitted a bid for making the entire improvements in the amount of $146,633.31

The lowest bid is approximately 4% lower than the Engineers estimate of cost. The various streets general maintenance project is funded with Motor Fuel Tax (MFT) funds administered through IDOT. A transfer from the CY 2019 MFT fund 17-00 will be made to the CY 2019 CIP fund 36-00-86086 to cover the Local Agency (LA) costs associated with the General Maintenance project of various streets with Sec#19-00000-00-GM. The City Street Department crews will provide pavement patching, surface preparation and sweeping in advance of seal coat operations.

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

Strategic Plan Goal:  Infrastructure Effectiveness and Improvement

Recommendation: 

Approve a Resolution for Maintenance of Street and Highways by Municipality Under the Illinois Highway Code (BLR 14220) appropriating MFT funds for general maintenance of various streets described herein at the discretion of the City Engineer.
Accept the low bid proposal of $144,474 and award the contract to Civil Constructors, Inc. and reject all other bids.

Supporting Documents:
pdf Bid Tabulation (44 KB)
pdf Exhibit A – 2019 Sealcoat Locations (4.18 MB)
pdf Enclosure (1) – Resolution for Maintenance Under the Illinois Highway Code (25 KB)

Agenda Item #4 - Water Reclamation Facility Improvements Project

Staff Contact:  Adam Lanning

Summary:     On May 23rd a bid opening was held for the phase one water reclamation facility improvements project. Five bids were opened and read aloud ranging from $7,070,000 to $7,738,000. The low bidder was Whittaker Construction and Excavating with a bid in the amount of $6,979.845 after accepting items A through G and N. This project will be financed through a low interest IEPA loan and will not require a rate increase since a loan was paid off in 2017 and we targeted the annual dollar amount to reflect a continuation of that old annual payment.

Recommendation:  Approve a construction contract with Whittaker Construction & Excavating Inc. of Earlville, IL in the amount of $6,979,845 contingent on receipt of a loan from the Water Pollution Control Loan Program (WPCLP) administered by IEPA.
Authorize the Mayor to sign the WPCLP Loan Agreement upon its receipt.
Authorize the issuance of the Notice of Award to Whittaker Construction & Excavating Inc. after the Mayor signs the WPCLP Loan Agreement.

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

Supporting Documents: 

pdf Baxter & Woodman Recommendation Letter  (86 KB)

pdf Bid Tabulation (79 KB)

Agenda Item #5 & 6 - Ordinance Approving an Annexation Agreement between the City of Rochelle and Rochelle Township High School District No. 212 (Public Hearing and Adoption) and Ordinance Approving a Plat of Annexation of the Rochelle Township High School District No. 212 Garage Property – 1382-1384 N 8th Street

Staff Contact: Michelle Pease, Community Development Director

Summary:

Rochelle Township High School District No. 212 would like to annex the property located at 1382-1384 N. 8th Street, Rochelle, IL 61068 into the City of Rochelle. City staff and the school district are proposing that the terms of the annexation be memorialized via an annexation agreement between the parties.

The property has a legal description of parcel number 24-13-301-002. The lot is approximately 1.99 acres.
The annexation allows the property to be included in the Northern Gateway TIF.

Notice of public hearing was published on April 12, 2019. The City of Rochelle Planning & Zoning Commission held a public hearing on May 6, 2019 and recommended approval of the plat of annexation by a vote of 4-0.

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

Recommendation:
Hold Public Hearing for Annexation Agreement between the City of Rochelle and Rochelle Township High School District No. 212
Approve Ordinance Approving an Annexation Agreement between the City of Rochelle and Rochelle Township High School District No. 212
Approve Ordinance Approving a Plat of Annexation of the Rochelle Township High School District No. 212 Garage Property – 1382-1384 N 8th Street

Supporting Documents:
pdf Ordinance Approving an Annexation Agreement between the City of Rochelle and Rochelle Township High School District No. 212 (79 KB)
pdf Annexation Agreement (94 KB)
pdf Ordinance Approving a Plat of Annexation of the Rochelle Township High School District No. 212 Garage Property – 1382-1384 N 8th Street (79 KB)
pdf Plat of Annexation (140 KB)

Agenda Item #7, 8, 9 -  Ordinance Adopting and Approving an Amended Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Related Redevelopment Projects for the Proposed Amended Redevelopment Project Area Plan and Redevelopment Project, Ordinance Adding an Additional Parcel of Property to the Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area and Ordinance Adopting Tax Increment Financing for the Amended Redevelopment Project Area

Staff Contact: Michelle Pease, Community Development Director

Summary:

The Northern Gateway TIF proposed amendment is to allow the property owned by the Rochelle Township High School District #212, located at 1382-1384 N. 8th Street, Rochelle, IL to be annexed in to the City of Rochelle and be included in the Northern Gateway TIF, allowing District #212 to be eligible to receive a 24% reimbursement.

Notice of public hearing was published on April 12, 2019. The City of Rochelle Planning & Zoning Commission held a public hearing on May 6, 2019 and approved the plat of annexation by a vote of 4-0.

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

Recommendation:
Approve an Ordinance Adopting and Approving an Amended Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Related Redevelopment Projects for the Proposed Amended Redevelopment Project Area Plan and Redevelopment Project
Approve an Ordinance Adding an Additional Parcel of Property to the Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area
Approve an Ordinance Adopting Tax Increment Financing for the Amended Redevelopment Project Area

Supporting Documents:
pdf Ordinance Adopting and Approving an Amended Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Related Redevelopment Projects for the Proposed Amended Redevelopment Project Area Plan and Redevelopment Project (92 KB)
pdf Ordinance Adding an Additional Parcel of Property to the Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area (89 KB)
pdf Ordinance Adopting Tax Increment Financing for the Amended Redevelopment Project Area (60 KB)
pdf TIF Redevelopment Plan (3.77 MB)

Agenda Item #10 - Ordinance Approving a Rochelle Northern Gateway Tax Increment Financing District Intergovernmental Agreement with Rochelle Township High School District No. 212 and Rochelle Community Consolidated School District No. 231

Staff Contact: Michelle Pease, Community Development Director

Summary: Rochelle Township High School District #212 and Rochelle Community Consolidated School District #231 would like to enter into a TIF Agreement with the City of Rochelle.

Under the term of this proposed agreement, the City will reimburse the School Districts for expenditures for capital costs, job training, and advanced vocational and career education from the real estate tax increment created by any development or increase in equalized assessed valuation within the TIF District, a sum equal to 24% of the annual gross real estate tax increment created in the TIF District.

Strategic Plan Goal Application:
This project continues to support the City’s Strategic Plan goals by improving/creating intergovernmental partnerships for economies of scale/shared use of resources and capabilities.

Recommendation:
Approve an Ordinance Approving a Rochelle Northern Gateway Tax Increment Financing District Intergovernmental Agreement with Rochelle Township High School District No. 212 and Rochelle Community Consolidated School District No. 231

Supporting Documents:
pdf Ordinance Approving a Rochelle Northern Gateway Tax Increment Financing District Intergovernmental Agreement with Rochelle Township High School District No. 212 and Rochelle Community Consolidated School District No. 231 (80 KB)
pdf Rochelle Northern Gateway TIF District Intergovernmental Agreement (123 KB)

Agenda Item #11 -  Resolutions Approving Right of Way and Temporary Construction Easements for the South Main Street Project

Staff Contact: City Engineer Sam Tesreau

Summary: This is the fourth group of agreements for the right of way parcels and/or easements for the South Main Street Phase 1 reconstruction project. Several more are anticipated over the next few months.

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

Recommendation: 

Approve Resolution Authorizing Payment for Certain Right-of-Way and Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Keith Keutzer
Approve Resolution Authorizing Payment for Certain Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Graphic Arts Bindery, LLC
Approve Resolution Authorizing the Payment for Certain Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Construction and Expansion Project with Master Graphics, LLC

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

Supporting Documents:
pdf Resolution Authorizing Payment for Certain Right-of-Way and Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Keith Keutzer (81 KB)
pdf Agreement for Right of Way and Temporary Construction Easement – Keith Keutzer (132 KB)
pdf Resolution Authorizing Payment for Certain Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Graphic Arts Bindery, LLC (80 KB)
pdf Agreement for a Temporary Construction Easement – Graphic Arts Bindery, LLC (126 KB)
pdf Resolution Authorizing the Payment for Certain Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Construction and Expansion Project with Master Graphics, LLC (80 KB)
pdf Agreement for a Temporary Construction Easement – Master Graphics, LLC (133 KB)

Agenda Item #12 - Resolution Authorizing the City Manager to Execute a Redevelopment Agreement with MightyVine

Staff Contact: Jeffrey Fiegenschuh, City Manager & Jason Bird, Electric Superintendent

Summary: The City of Rochelle plans to enter into a redevelopment agreement with Pasquesi Farms d/b/a MightyVine to cover the costs of extending an additional distribution line and other infrastructure for their proposed 653,000 square foot greenhouse expansion. The new expansion will add an additional 8 MWh of power to RMU’s load.

The City has verbally agreed to expand the electric service to the building and put up to Eighty percent (80%) or $413,150 of the estimated $516,437 expansion of utilities to phase 3. MightyVine will be responsible for twenty percent (20%) or approximately $103,287 of the total costs of upgrading the distribution facilities of RMU to the subject property. MightyVine will also pay all additional expenses for the electrical infrastructure from (and including) the transformers and other required electrical improvements to the site.

Important components of the agreement include:

1.) MightyVine agrees to not pursue solar or other forms of generation on the site for a term of two (2) years after the installation of the infrastructure. Should the City receive a grant sufficient enough to cover the costs of the infrastructure improvements to the electric distribution system, then this obligation will be deemed fulfilled by the City.
2.) The City agrees that MightyVine may, at its expense, split the water service inside the building into components for domestic water and sprinkler systems. Mighty Vine agrees to pay all expenses with any needed increases in water main sizes.
3.) MightyVine’s portion of all expenses for the project shall be paid in full at the completion of the project.
4.) MightyVine agrees to meet all local zoning and building codes and understands they will not receive an occupancy permit without doing so.

*Up to a maximum

Strategic Plan Goal Application: Continued investment in Infrastructure, Explore, develop and improve strategies for industrial growth, Explore business and development incentives to increase job opportunities in the City that are sustainable while offering a living wage.

Recommendation: Approve a Resolution Authorizing the City Manager to Execute a Redevelopment Agreement with MightyVine

Supporting Documents:
pdf Resolution Authorizing the City Manager to Execute a Redevelopment Agreement with MightyVine (61 KB)
pdf Development Agreement for Phase 3 Expansion of MightyVine (234 KB)

Agenda Item #13 -  Resolution Authorizing the City Manager to Apply for and Execute any Agreement Necessary for a Community Development Block Grant (CDBG) Program Grant

Staff Contact:  Jason Bird

Summary:        The City of Rochelle is submitting an application for an Economic Development grant under the Community Development Block Grant (CDBG) Program for a public infrastructure extension project. The grant request, in the amount of $650,000, will be used to extend publicly-owned electrical infrastructure including poles and conductors to support the expansion of MightyVine’s commercial greenhouse.  The grant will be leveraged by funds that will be derived from MightyVines’s project investment.

Recommendation:     Approve a Resolution Authorizing the City Manager to Apply for and Execute any Agreement Necessary for a Community Development Block Grant (CDBG) Program Grant

Supporting Documents: 

pdf Resolution Authorizing the City Manager to Apply for and Execute any Agreement Necessary for a Community Development Block Grant (CDBG) Program Grant (60 KB)

Agenda Item #14 -  Resolution Authorizing the City Manager to Establish a Rochelle Municipal Utilities Assistance Program

Staff Contact: Barbara Bell, Supervisor of Customer Service

Summary: According to the 2016 US Census, an estimated 311 households in the Rochelle Municipal Utilities (RMU) territory are below poverty level. To qualify for the RMU assistance program, the RMU customer must first apply to the Low-Income Energy Assistance Program (LIHEAP) prior to applying to the RMU assistance program. The proposed RMU assistance program will be open to all RMU customers who fit the income guidelines as outlined by LIHEAP . The program could provide $300 a year per household to help pay for utility charges. The RMU program will be funded by the renewable energy credits from the previous year. Based on the 2018 renewable credits, 258 households could receive assistance in 2019.

Strategic Plan Goal Application: Maintain fiscal stability and improve core service delivery

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

Supporting Documents:
pdf Resolution Authorizing the City Manager to Establish a Rochelle Municipal Utilities Assistance Program (79 KB)
pdf RMU Customer Assistance Program Presentation (396 KB)

Agenda Item #15 - Classification and Compensation Study

Staff Contact: Nancy Bingham

Summary:
In March of 2018 we accepted RFP’s for a Classification and Compensation Study and AJ Gallagher was selected as the firm to lead/complete the project.

Certain work during this project was performed by city staff to bring the fees within budget. The staff verified questions identified by the consultants in the position description questionnaires; provided contact information of survey participants and conducted the survey follow-up; reviewed several times with consultants the results and proposed rating and grades; and reviewed and/or updated job descriptions.

The Classification and Compensation Study project for non-union positions was completed in the 4th Quarter of 2018. The project included positions held by approximately 50 individuals. Questionnaires were completed, interviews conducted, and data reviewed & analyzed to recommend the classification structure (including FSLA status) using the application of the “Decision Band Method”. Surveys were conducted, benchmarking identified, and competitive analysis performed to recommend the pay structure. The job descriptions were reviewed and updated to include soft skills.

This phase of the project is complete.

The DBM rating structure will be reviewed/adjusted annually during the budget process. As departments reorganize and positions evolve or change the grade structure will be revaluated and/or adjusted if needed.

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: Accept and place on file the DBM Rating and DBM Grade proposed by AJ Gallagher.

Supporting Documents:
pdf DBM Rating (57 KB)
pdf DBM Grade by position (63 KB)
pdf Compensation Study Presentation (713 KB)

Discussion Item #1 - Brownfields Grant

In 2014, the USEPA awarded the City of Rochelle a $400,000 Community Wide Brownfields Assessment Grant to assess petroleum and hazardous substance contamination. The goal of the grant has been to understand the nature of contamination throughout the City and assist with redevelopment.

In January 2019, the City applied for $300,000 in additional USEPA Assessment Grant funds to continue this work, with a focus on the Downtown District and 7th Street Corridor.

Supporting Document: pdf Brownfields Assessment Final Report March 2019 (1000 KB)

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, May 13, 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:
• Drug Court Awareness Week – May 13-19, 2019
• Electrical Safety Month – May 2019
IV. REPORTS AND COMMUNICATIONS:
• Mayor – Appointment of Rick Kettley to the Airport Advisory Board with a term of May 13, 2019 – July 1, 2020
• Council Members
• Remarkable Resident – Carolyn Brown
• Employee Introduction – Geoff Starr
• Good News – Airport of the Year Award Mike Hudetz and Jason Anderson
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings – pdf 4/22/19 (191 KB) and pdf 4/29/19 (145 KB)
b) Accept and Place on File Minutes of Golf Course Advisory Committee – pdf 3/18/19 (54 KB)
c) Accept and Place on File Minutes of Planning & Zoning Commission- pdf 4/1/19 (192 KB)
d) pdf Accept and Place on File Rochelle Police Pension Board Annual Treasurer’s Report (28 KB)
e) Approve Exceptions – pdf 4/17/19-5/6/19 (83 KB)
f) Approve Bills – pdf 5/7/19 (241 KB)
g) Approve Payroll – pdf 4/8/19-4/21/19 (53 KB) , pdf 4/22/19-5/5/19 (49 KB)
h) pdf Authorize VFW Memorial Day Parade – May 27, 2019 and VFW Independence Day Parade – July 4, 2019 (61 KB)
i) pdf Authorize VFW Poppy Drive 4th Avenue and Lincoln Highway – May 25, 2019 (20 KB)
j) pdf Authorize the Completion of Signature Forms at Financial Institutions (45 KB)
k) pdf Accept and Place on File Ogle County Election Results - April 2, 2019 (34 KB)
l) pdf Authorize We Care Rochelle Downtown Block Party – June 22, 2019 (71 KB)
2) Appointments of Susan Messer to the Office of City Clerk and Christina Cardott to the Offices of City Treasurer and Treasurer for the Police and Fire Pension Boards
3) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class T Liquor License – Love’s Travel Stops & Country Stores, Inc.
4) Resolution Approving an Amendment to the Personnel Manual
5) Ordinance Approving the Preliminary and Final Plat of HP Real Estate LLC– Flagg Road and Illinois Route 251
6) Ordinance Approving a Redevelopment Agreement with HP Rochelle Real Estate, LLC
7) 2019 Rochelle Fairways Golf Course Parking Lot Resurfacing Project
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Appointments of Susan Messer to the Office of City Clerk and Christina Cardott to the Offices of City Treasurer and Treasurer for the Police and Fire Pension Boards

Staff Contact:  Jeff Fiegenschuh, City Manager

Summary:      The positions of City Clerk, City Treasurer and Treasurer for the Police and Fire Pension Boards are appointed by the Mayor with the consent of City Council.  The terms of these positions run concurrently with the Mayor’s term. 

Mayor Bearrows recommends that Susan Messer be reappointed to the office of City Clerk and Christina Cardott be reappointed to the Offices of City Treasurer and Treasurer for the Police and Fire Pension Boards 

Recommendation:    

Appoint Susan Messer to the Office of City Clerk

Appoint Christina Cardott to the Offices of City Treasurer and Treasurer for the Police and Fire Pension Boards

Other Actions: 

Swearing In Susan Messer to the Office of City Clerk

Swearing In Christina Cardott to the Offices of City Treasurer and Treasurer for the Police and Fire Pension Boards

Swearing In RoseMary Huéramo and Jennifer Thompson to the Office of Deputy City Clerk 

Agenda Item #3 -  Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class T Liquor License for Love’s Travel Stops & Country Stores, Inc.

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

Summary: Love’s Travel Stops & Country Stores, Inc. has submitted an application for a Class T liquor license at 100 Steward Road. The Class T liquor license allows for the following for Licensed Truck Stop Establishments: A “Licensed Truck Stop Establishment” means a Licensed Truck Stop Establishment as defined by Illinois Video Gaming Act (ILCS Ch. 230, Act 40 § 5). Alcoholic liquor sold at licensed Truck Stop Establishments must be sold in the original package as defined in 235 Illinois Compiled Statutes 5/1-3.06, and such alcoholic liquor shall at the time it leaves the premises be sealed in its original container. No alcoholic liquor, except in the original package, shall be sold upon any premises licensed as a Licensed Truck Stop Establishment. There shall be no consumption whatsoever of alcoholic liquor on the premises of a Licensed Truck Stop Establishment.

The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the creation of a Class T liquor license for Love’s Travel Stops & Country Stores, Inc. This action will result in a total of two Class T liquor licenses in the City of Rochelle.

Recommendation:
Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class T Liquor License for Love’s Travel Stops & Country Stores, Inc.

Supporting Documents:
pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class T Liquor License for Love’s Travel Stops & Country Stores, Inc. (53 KB)

Agenda Item #4 -  A 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 two changes include adding personal days and lieutenant paragraph.

The personal days are being added to create consistency throughout the organization with union and non-union employees. This addition will allow the use of two (2) personal days for full-time non-union staff. These days will not be carried over at the end of the fiscal year and will not be paid out upon termination or retirement. One (1) day added for 2019, used before 12/31/19 and Two (2) days starting 1/1/20 and thereafter.

The lieutenant paragraph is adding language the handbook to have documentation on the lieutenants benefits and other wages, as these items align with the union contract. Lieutenants are non-union employees, but by the nature of their job duties their benefits align with the contract.

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 (City of Rochelle Employee Handbook)

Supporting Documents: pdf Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook) (91 KB)

Agenda Item #5 -  Ordinance Approving the Preliminary and Final Plat of HP Real Estate LLC– Flagg Road and Illinois Route 251

Staff Contact: Michelle Pease, Community Development Director

Summary:
HP Rochelle Real Estate, LLC has provided a preliminary and final plat of subdivision for 2 lots to be made one, with a 3rd lot connected by easements for stormwater detention.

The project property is 2.52 acres, zoned B-2 Commercial Highway Business, is located at the north east corner of Flagg Road and Route 251.

Subdividing the lots allows the petitioner to develop the property into a gas station/convenience store.

Notice of public hearing was published on April 17, 2019. The City of Rochelle Planning & Zoning Commission held a public hearing on May 6, 2019 and approved the subdivision, preliminary & final plat by a vote of 4-0.

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

Recommendation:
Approve an Ordinance Approving the Preliminary and Final Plat of HP Real Estate LLC

Supporting Documents:
pdf Ordinance Approving the Preliminary and Final Plat of HP Real Estate LLC (65 KB)
pdf Exhibit B Preliminary Plat (1.75 MB)
pdf Exhibit C Final Plat (1.14 MB)

Agenda Item #6 - Ordinance Approving a Redevelopment Agreement with HP Rochelle Real Estate, LLC

Staff Contact:  Michelle Pease, Community Development Director

Summary:  HP Rochelle Real Estate, LLC owns the property located within the corporate limits of the City, located at Illinois Route 251 and Flagg Road and wishes to develop the property. But for assistance from the Northern Gateway TIF, the developer would be unable to complete the project.

HP Rochelle Real Estate, LLC proposes to construct a travel plaza with gas fuel and diesel fuel islands, semi-truck parking, gaming, a quick serve restaurant with drive through service and indoor seating and a convenience store. Developer shall complete the project on or before December 31, 2020.

Per the proposed TIF development agreement, HP Rochelle Real Estate, LLC will be allowed to capture fifty percent (50%) each year of the incremental taxes of the project property only, with a maximum of $400,000.00 total of TIF eligible expenses.

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 Approving a Redevelopment Agreement with HP Rochelle Real Estate, LLC

Supporting Documents: 

pdf Redevelopment Agreement (319 KB)

pdf Ordinance Approving a Redevelopment Agreement with HP Rochelle Real Estate, LLC (66 KB)

Agenda Item #7 - 2019 Rochelle Fairways Golf Course Parking Lot Resurfacing Project

Staff Contact: Sam Tesreau, City Engineer

Summary:

The parking lot located at the Rochelle Fairways Golf Course, along South Route 251, was identified in the Capital Improvement Plan (CIP) to be resurfaced/overlaid this fiscal year (FY). The resurfacing project will provide for improvement of the existing deteriorating surface. Furthermore, the resurfacing project will satisfy a condition of the Redevelopment/TIF agreement with CCS Golf, LLC

The above referenced project was advertised in the Rochelle News Leader. Bids were publicly opened and read aloud on May 7, 2019 at 10 am for the above referenced project. Four separate bids were received as follows:

 Martin and Company Excavating submitted a bid for making entire improvements in the amount of $59,009.80
 Civil Constructors, Inc. submitted a bid for making the entire improvements in the amount of $61,171.00
 Bel Rock Asphalt Paving, Inc. submitted a bid for making the entire improvements in the amount of $61,984.21 (as checked)
 Curran Contracting Company submitted a bid for making entire improvements in the amount of $70,833.10

The lowest bid is approximately 12% lower than the Engineers estimate of costs. The project is funded with Sales Tax Funds (STF) funds. A transfer from the FY 19 STF 17-00 will be made to the FY 19 CIP fund 36-00-86073 to cover the expenses associated with the resurfacing project.

Strategic Plan Goal Application: Infrastructure Effectiveness and Improvement

Recommendation: Accept the low bid proposal and award the 2019 Rochelle Fairways Golf Course Parking Lot Resurfacing Project to Martin and Company Excavating in the amount of $59,009.80 and reject all other bids received.

Supporting Document:
pdf Bid Tabulation (46 KB)

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, April 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
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
• Arbor Day – pdf April 26, 2019 (161 KB)
• Municipal Clerks Week – pdf May 5 – May 11, 2019 (196 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor - Appointment of Chris Cardott to the Police and Fire Pension Boards for a Term to Expire April 30, 2021
• Council Members
• Good News
o Elvis Baneski
o Jennifer Thompson
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings – pdf April 8, 2019 (156 KB)
b) Approve Exceptions – pdf 4/3/19-4/15/19 (72 KB)
c) Approve Bills – pdf 4/16/19 (222 KB)
d) Approve Payroll – pdf 03/25/19-4/7/19 (49 KB)
e) pdf Accept and Place on File Annual Fire Department Report (2.41 MB)
f) pdf Accept and Place on File Financial Statement March 2019 (691 KB)
2) Public Hearing – Proposed Amendments to the Redevelopment Plan for, and the Proposed Addition of Additional Properties to, the City of Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area
3) Ordinance Amending Ordinance No. 45-OH – Lee Ogle Enterprise Zone
4) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One P-2 Liquor License - J.B. Sullivans, Inc. d/b/a Sullivan’s Foods
5) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One R-1 Liquor License – El Sol Mexican Restaurant
6) 2019 City of Rochelle Sidewalk/Pedestrian Paths Improvement Project
7) Ordinance Amending Certain Sections of the City of Rochelle Zoning Ordinance Pertaining to Special Use Treatment of Solar Farms in Certain Areas of the City of Rochelle
VII. DISCUSSION ITEMS:
1) Rochelle Community Foundation Pledge Campaign
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Public Hearing for the City of Rochelle Amended Northern Gateway Tax Increment Financing Redevelopment Plan and Project

Staff Contact:  Michelle Pease, Community Development Director

Summary: Under the requirements of the Tax Increment Allocation Redevelopment Act, the Corporate Authorities of the Municipality are required to hold a public hearing on the proposed Amended Redevelopment Plan and Redevelopment Projects, Redevelopment Project Area and Adoption of Tax Increment Allocation Financing. 

This public hearing shall suffice that requirement.

Next Steps:

1. Ordinance presented to City Council on May 13, 2019.

-Amended TIF Plan and Redevelopment Project

-Designation of the Amended Northern Gateway TIF Area

-Adoption of the Amended Northern Gateway TIF

2. Registration of Amended Northern Gateway TIF with the County Clerk

Recommendation:  Council to approve ordinances to adopt the Amended TIF Plan & Redevelopment Project and Amended Designation of the Northern Gateway TIF Area at the May 13, 2019 City Council meeting.

Supporting Documents:

pdf Proposed Amended Northern Gateway TIF map (988 KB)

Agenda Item #3 - Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone

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

Summary:  In December of 2015 the Mayor and Council approved an Ordinance Establishing the Lee Ogle Enterprise Zone.  The new zone encompassed the City of Rochelle along with the City of Dixon, Ogle County and Lee County.  The zone was established to provide incentives to promote the economic growth of the area, to reduce unemployment and to encourage expansion, rehabilitation and new construction of structures within the zone for a term of 15 years.   

The original Lee Ogle Enterprise Zone included 9,600 acres divided between the two counties and two cities with 1000 acres left “undesignated” to allow for expansion.  Since that time the Rochelle City Council has approved several ordinances to expand the zone including project sites in Mount Morris, Oregon and Ashton. 

The parties of the Lee Ogle Enterprise Zone would like to further amend the zone to include an additional 1.19 acres in Dixon for the expansion of Bonnell Industries. 

Lee Ogle Enterprise Zone Administrator Andy Shaw will attend the meeting to answer any questions.

Recommendation: Authorize an Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone

Supporting Documents:      

pdf Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone (1.21 MB)

Agenda Item #4 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One P-2 Liquor License - J.B. Sullivans, Inc. d/b/a/ Sullivan’s Foods

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

Summary:      J.B. Sullivans, Inc. d/b/a/ Sullivan’s Foods at 320 Eagle Drive in Rochelle applied for and received a 2018/19 liquor license from the City of Rochelle in May of 2018.  At that time, Sullivans representatives were pursuing opportunities with other entities to lease and operate the packaged liquor portion of the Rochelle store.   Unfortunately, this did not materialize and the store remained closed.   Per Section 6-54 of the Rochelle Municipal Code, “Any license issued under this chapter shall terminate if for 60 continuous days the licensee is not open for business to the public. The licensee shall immediately return the license to the city clerk after the 60-day period.”

City Manager Fiegenschuh has relayed this information to Sullivan’s Foods.  Since the store remained closed for the entire 2018/19 time period, a full refund of the liquor license fee of $600 will be sent to them. This action will result in a total of one Class P-2 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 Delete One P-2 Liquor License - J.B. Sullivans, Inc. d/b/a/ Sullivan’s Foods

Supporting Documents: 

pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One P-2 Liquor License - J.B. Sullivans, Inc. d/b/a/ Sullivan’s Foods (52 KB)

Agenda Item #5 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One R-1 Liquor License for El Sol Mexican Restaurant

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

Summary:      El Sol Mexican Restaurant has submitted an application for a Class R-1 liquor license at 509 4th Avenue.  The Class R-1 liquor license allows for the retail sale of beer and wine by restaurants for consumption on the premises. 

The Liquor Commissioner, Mayor Olson, has reviewed the application and has no objection to the creation of a Class R-1 liquor license for El Sol Mexican Restaurant.  Theses actions will result in a total of three Class R-1 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 R-1 Liquor License – El Sol Mexican Restaurant at 509 4th Avenue.

Supporting Documents: 

pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One R-1 Liquor License – El Sol Mexican Restaurant  (13 KB)

Agenda Item #6 - 2019 City of Rochelle Sidewalk/Pedestrian Paths Improvement Project

Staff Contact:  Sam Tesreau, City Engineer

Summary:     

The annual sidewalk/pedestrian path improvements project, as administered by the Engineering Department, provides for the replacement of existing and/or constructs new sidewalks and pedestrian paths and other related items throughout the City. The program provides for improved accessible pedestrian access routes including ramps for the disabled and other users. This is part of an effort to continuously improve our pedestrian network for all users and meet certain ADA and PROWAG standards. The program is primarily funded through the Utility Tax Fund (UTF) established in 1997 in an effort to routinely address the needed and required upgrades to the City’s pedestrian sidewalk system, associated curb and gutter replacement, street pavement restoration and landscaping. Since its inception nearly 815,000 square feet of sidewalk and/or other pedestrian paths and hundreds of accessibility ramps have been improved through replacement and/or new construction. The UTF has been utilized to supplement new sidewalk or pedestrian path construction on other roadway projects such as the Wiscold Drive reconstruction, School Ave bridge replacement, Steward Road widening, 10th Ave Safe Routes to Schools and various City street urbanization/reconstruction projects.

The above referenced project was advertised in the Rochelle Newsleader and the City website. Bids were publicly opened and read aloud on April 11th at 10am for the above referenced project. Six separate bids were received as follows:

Ø  AA Construction, Inc. submitted a bid for making the entire improvements in the amount of $268,505.00

Ø  Bruns Construction, Inc. submitted a bid for making the entire improvements in the amount of $273,040.00

Ø  Stenstrom Excavation and Blacktop Group submitted a bid for making the entire improvements in the amount of $292,858.75

Ø  O’Brien Civil Works, Inc. submitted a bid for making the entire improvements in the amount of $307,712.50

Ø  Sjostrom & Sons, Inc. submitted a bid for making the entire improvements in the amount of $481,645.00

Ø  N-Trak Group, LLC submitted a bid for making entire improvements in the amount of $489,412.50

The lowest bid is approximately 7% lower than the estimated costs for the project. The project is funded with UTF administered by the Engineering Department. A transfer from the FY 19 UTF #18-00 will be made to the FY 19 CIP fund #36-00-86500 to cover costs associated with the project.  The City will purchase detectable warning plates for use on the project and the Street Department crews will provide pavement patching and restoration along new curb and gutter sections.

Strategic Plan Goal Application:     Infrastructure Effectiveness and Improvement         

Recommendation:     Accept the low bid proposal and award the 2019 City of Rochelle sidewalk project to AA Construction, Inc. in the amount of $268,505 and reject all other bids. Furthermore, such approval shall be subject to all specifications, contract documents and supplementary information, and notice of award documents.

Supporting Documents: 

pdf Enclosure (1) Bid Tabulation (52 KB)

pdf Exhibit A Location Map (211 KB)

Agenda Item #7 - Ordinance Amending Certain Sections of the City of Rochelle Zoning Ordinance Pertaining to Special Use Treatment of Solar Farms in Certain Areas of the City of Rochelle

Staff Contact:  Michelle Pease, Community Development Director

Summary:     

Rochelle Solar would like to annex 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 of the City of Rochelle held a Public Hearing on the proposed text amendment to various sections of the City of Rochelle Zoning Ordinance pertaining to special use treatment for Solar Farms in certain areas of the City.

The City of Rochelle Planning and Zoning Commission held a public hearing on April 1, 2019 to review the petition from Rochelle Solar LLC. After review of the facts, the Planning and Zoning Commission unanimously voted to recommend approval of certain text amendments to the Zoning Ordinance pertaining to Solar Farms.  The Planning and Zoning Commission recommends to City Council that the City amend the current Official Zoning Map to create a plat of Rural Development to allow solar farms with a conditional use. 

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 Amending Certain Sections of the City of Rochelle Zoning Ordinance Pertaining to Special Use Treatment of Solar Farms in Certain Areas of the City of Rochelle

Supporting Documents: 

pdf Ordinance Amending Certain Sections of the City of Rochelle Zoning Ordinance Pertaining to Special Use Treatment of Solar Farms in Certain Areas of the City of Rochelle (144 KB)

pdf Legal Description (34 KB)

Discussion Item #1 - Rochelle Area Community Foundation

We are kicking off the 2019/20 pledge campaign for the Rochelle Area Community Foundation.  This year we would like to increase our goal, as we met and exceeded the $8000 goal set for the 2018/19 campaign.

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, March 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:
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf March 11, 2019 (198 KB)
b) Accept and Place on File Golf Course Advisory Committee Minutes – pdf 2/25/19 (55 KB)
c) Approve Exceptions – pdf 3/6/19-3/18/19 (83 KB)
d) Approve Bills – pdf 3/19/19 (205 KB)
e) Approve Payroll – pdf 2/25/19-3/10/19 (49 KB)
f) pdf Accept and Place on File Budget Summary Month Ending 2/28/19 (706 KB)
2) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One R-3 Liquor License – Guodraw Entertainment Team, Inc. d/b/a The Flight Deck Bar and Grill
3) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One R-3 Liquor License – AKICK, LLC d/b/a Flight Deck Bar and Grill
4) Resolution Approving the First Amendment to a Power Purchase Agreement between the City of Rochelle and Rochelle Energy, LLC
5) Collective Bargaining Agreement between the City of Rochelle and the IBEW (International Brotherhood of Electrical Workers) Divisions of Street and Cemetery May 1, 2019 through April 30, 2022
6) Resolution Authorizing the City Manager to Execute an Amendment to the December 13, 2016 Development Agreement with Prescott Brothers Ford
7) Ordinance Amending Certain Sections of the City of Rochelle’s Administrative Procedure for Assessing and Determining Claims Under PSEBA
8) Resolution Regarding Gaming Revenue Funds from the Video Gaming Act to be dedicated toward City of Rochelle’s Police Officers’ Pension and Firefighters’ Pension Funds
VII. DISCUSSION ITEMS:
1) Fleet Management
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 & 3 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One R-3 Liquor License for Guodraw Entertainment Team, Inc. d/b/a The Flight Deck Bar and Grill and Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One R-3 Liquor License for AKICK, LLC d/b/a Flight Deck Bar and Grill

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

Summary: Guodraw Entertainment Team, Inc., d/b/a The Flight Deck Bar and Grill at 1207 West Gurler Road in Rochelle has notified the City that they plan to surrender their liquor license effective March 26, 2019. AKICK, LLC d/b/a Flight Deck Bar and Grill has submitted an application for a Class R-3 liquor license at the same location. The Class R-3 liquor license allows for the retail sale of alcoholic liquor by restaurants, with a bar, for consumption on the premises.

The Liquor Commissioner, Mayor Olson, has reviewed the application and has no objection to the deletion of a Class R-3 liquor license for Guodraw Entertainment Team, Inc. and the creation of a Class R-3 liquor license for AKICK, LLC d/b/a Flight Deck Bar and Grill. Theses actions will result in a total of eight Class R-3 liquor licenses in the City of Rochelle.

Recommendation:
Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One R-3 Liquor License – Guodraw Entertainment Team, Inc. d/b/a The Flight Deck Bar and Grill
Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One R-3 Liquor License – AKICK, LLC d/b/a Flight Deck Bar at 1207 West Gurler Road, Rochelle

Supporting Documents:
pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One R-3 Liquor License – Guodraw Entertainment Team, Inc. d/b/a The Flight Deck Bar and Grill (13 KB)
pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One R-3 Liquor License – AKICK, LLC d/b/a Flight Deck Bar and Grill (13 KB)

Agenda Item #4 -  Resolution Approving the First Amendment to a Power Purchase Agreement between the City of Rochelle and Rochelle Energy, LLC

Staff Contact: Jeffrey Fiegenschuh, City Manager

Summary: The City of Rochelle entered into a Power Purchase Agreement with Rochelle Energy LLC on August 10, 2010. As a result, the City agreed to purchase electric power and environmental attributes (such as renewable energy credits) generated at the plant. The current agreement will expire on August 10, 2022. Rochelle Energy LLC has requested the current purchase power agreement be extended through August 10, 2027 in order to fund additional capital investments at the facility. Rochelle Energy LLC has also agreed to use reasonable commercial efforts to increase the Energy Center’s output up to 4.9 MWh.

The energy they produce increases our renewable portfolio and goes directly onto our distribution system, thus lowering our transmission costs. They also produce power during our peak demand days, again lowering our transmission costs. I included a copy of the power point presentation from the previous city council meeting.

Strategic Plan Goal Application: Community & Economic Development, Continued investment in Infrastructure

Recommendation: Authorize a Resolution Approving the First Amendment to a Power Purchase Agreement between the City of Rochelle and Rochelle Energy, LLC

Supporting Documents:
pdf Power Point presentation (4.04 MB)
pdf Resolution Approving the First Amendment to a Power Purchase Agreement between the City of Rochelle and Rochelle Energy, LLC (79 KB)
pdf First Amendment to Power Purchase Agreement (68 KB)

Agenda Item #5 -  Collective Bargaining Agreement between the City of Rochelle and the IBEW (International Brotherhood of Electrical Works) Divisions of Street and Cemetery May 1, 2019 through April 30, 2022

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

Summary:
The current collective bargaining agreement with the IBEW-Streets Division is set to expire on May 1, 2019. Our team met with the IBEW in February 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 expires on May 1.

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.

Residency: Under the new agreement residency was changed from 15 miles to a 45-minute response time.

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

Compensatory Time: Updated and changed from 16 hours of accumulated compensatory time to 24 hours. 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. For all employees hired after May 1, 2019 the new contributions will be higher and are as follows:

Employee Only: 05-05-19 17%, 01-01-2020 18%, 01-01-2021 20%, 01-01-2022 20%

Family: 20% 21% 25% 25%

For all current employees their contributions go up 1% each the final year of the contract.

Standby Pay: Increases by $1.00 per year from the current $39.00 per day to $40.00 per day the first year contract, $41.00 the second year and $42.00 the final year.

Wages: Effective May 1, 2019, 2%; effective January 1, 2020, 2%; effective January 1, 2021, 2.75%; and effective January 1, 2022, 2.75%. This is inline with the recently approved FOP contract.

Also included in the wages section is compression language for the Lead Person and Foreman positions. This ensures supervisor type roles have a minimum compression amount above top operator positions.

Finally, under the current agreement there is language governing the part-time airport maintenance employee. This language is being stricken from the agreement and replaced with language that creates a new grounds maintenance position. This employee will now report to Tim. The position will be shared between the streets and airport department and will help supplement the street department during the mowing season. The position will move from $14.00/hr. to $16.00/hr. the first year and will receive the same COLAs as the other full-time employees.

Recommendation: Approve the Collective Bargaining Agreement between the City of Rochelle and the IBEW (International Brotherhood of Electrical Works) Divisions of Street and Cemetery May 1, 2019 through April 30, 2022

Supporting Documents:

pdf Redline Tentative Agreement (322 KB)

Agenda Item #6 - Resolution Authorizing the City Manager to Execute an Amendment to the December 13, 2016 Development Agreement with Prescott Properties, LLC

Staff Contact: Michelle Pease, Community Development Director

Summary: On December 13, 2016, the City entered into a Development Agreement with Prescott Properties, LLC for the development of the commercial property located at 620 S 7th Street, Rochelle, Illinois for use as an automobile dealership. Prescott Properties, LLC intends to develop an additional parking lot area to expand the operations.

To offer economic incentives to Prescott Properties, LLC, financial incentives in the form of an Extended Sales Tax Rebate set forth in the December 13, 2016 Development Agreement shall be extended for an additional one (1) year to make the development financially feasible. A revision of the December 13, 2016 Development Agreement is required.

Strategic Plan Goal Application: This is a Long-term Routine Goal which promotes, retains and enhances small business development.

Recommendation: Approve a Resolution Authorizing the City Manager to Execute an Amendment to the December 13, 2016 Development Agreement with Prescott Properties, LLC

Supporting Documents:
pdf Amended Development Agreement with Prescott Properties, LLC (59 KB)
pdf Resolution Authorizing the City Manager to Execute an Amendment to the December 13, 2016 Development Agreement with Prescott Properties, LLC (79 KB)

Agenda Item #7 - Ordinance Amending Certain Sections of the City of Rochelle’s Administrative Procedure for Assessing and Determining Claims Under the Public Safety Employee Benefits Act (PSEBA)

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

Summary: The Public Safety Employee Benefits Act (PSEBA) was enacted in 1997 and serves an important role in protecting the well-being of public safety officers who have suffered extreme injury or death in the line of duty. The intent of the legislation aligns with the goals of all municipalities: to do what is right for severely or fatally injured employees. Unfortunately, determinations on eligibility for PSEBA benefits have been inconsistent due to the lack of a clear definition of a “catastrophic injury” as referenced in the act.

In 2017 both Home Rule and Non-Home Rule communities were granted legal authority to establish administrative procedures for assessing PSEBA claims, while simultaneously establishing the definition of “catastrophic injury.” As a result, the Illinois Municipal League (IML) provided communities with a model ordinance to adopt. On October 10, 2017 the Mayor and City Council approved an Ordinance Establishing an Administrative Procedure for Assessing and Determining Claims under the Public Safety Employee Benefits Act (PSEBA).

In February we received information from the IML regarding a proposed amendment to the PSEBA ordinance. This amendment addresses challenges to the model ordinance filed in other jurisdictions. The proposed amendment includes provisions that clarify the health plan benefit and ongoing eligibility issues to further limit exposure to expenses that are not mandated by PSEBA.

The Rochelle Police Pension Board and Rochelle Fire Pension Board have both been advised of the City’s intent to adopt this ordinance.

Recommendation: Adopt an Ordinance Amending Certain Sections of the City of Rochelle’s Administrative Procedure for Assessing and Determining Claims Under the Public Safety Employee Benefits Act (PSEBA)

Supporting Documents:
pdf Ordinance Amending Certain Sections of the City of Rochelle’s Administrative Procedure for Assessing and Determining Claims Under the Public Safety Employee Benefits Act (PSEBA) (256 KB)

Agenda Item #8 -  Resolution Regarding Gaming Revenue Funds from the Video Gaming Act to be dedicated toward City of Rochelle’s Police Officers’ Pension and Firefighters’ Pension Funds

Staff Contact: Jeff Fiegenschuh, City Manager

Summary: Pension fund revenues are made up of three sources: employer contributions, employee contributions, and investment income. The employer contributions, calculated by an independent actuary, is based upon benefit levels, demographics, and investment returns. The fund remits monthly benefit payments to the City’s retired or disabled police officers and firefighters, or their surviving beneficiaries. According to the independent actuary, the Police Pension Fund is 63.95% funded in total and the Fire Pension Fund is 63.56%. These funding ratios measure the funds’ ability today (given current assets, investment assumptions and contribution rates) to meet the current and future pension obligations. P.A. 96-1495, which went into effect January 1, 2011, changed the funding methodology for police and fire pension funds and added a penalty for delinquent municipal pension contributions. Downstate Police and Fire funds are now required to be 90% funded by the end of FY 2040. The City of Rochelle passed its own pension funding policy in 2012 to be 100% funded by the end of FY 2040. Since 2009, the total pension levy has risen 504% from $178,194 to $898,447. To slow the rising cost of the pensions to the taxpayers, staff recommends pledging Video Gaming Revenues beginning in 2020 allocated 50% to Police Pension and 50% to Fire Pension. Video Gaming Revenues are included in the General Fund and are approximately $145,000. This is in addition to the property tax levy used to fund the City’s employer contribution to the funds on an annual basis. The savings on interest for the unfunded liability is estimated to be $2.3 million for each fund.

Strategic Plan Goal Application: Reduce/Re-evaluate Debt – Long Term Complex Goal, Incorporate Dynamic Planning and Evaluation in the City-Wide Planning Efforts – Long Term Routine, Maintain Fiscal Stability & Balanced Budget – Short Term Routine

Recommendation: Approve a Resolution Regarding Gaming Revenue Funds from the Video Gaming Act to be dedicated toward City of Rochelle’s Police Officers’ Pension and Firefighters’ Pension Funds

Supporting Documents:
pdf Presentation (595 KB)
pdf Resolution Regarding Gaming Revenue Funds from the Video Gaming Act to be dedicated toward City of Rochelle’s Police Officers’ Pension and Firefighters’ Pension Funds (77 KB)

Discussion Item #1 - Fleet Management

Over the past several months City staff have been evaluating options to reduce rising costs to the City’s fleet of light duty vehicles. Currently there are just over 30 non-emergency vehicles and approximately 15 emergency vehicles within the City, including all RMU light duty vehicles. Nearly 60% of the City’s non-emergency fleet is over 10 years old. Fleets of this age are associated with significantly higher maintenance cost, higher fuel costs, increased down time, and over all higher costs of ownership.

It is the City’s goal to reduce the total cost of ownership with its light duty vehicle fleet by purchasing vehicles at the best possible price, reducing maintenance costs and down time, improving fuel mileage, and maximizing the equity of each vehicle at the time of resale.

A representative from Enterprise Fleet Management will be in attendance to discuss a replacement plan option.

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, March 11, 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 Proclamation National Vietnam War Veterans Day (140 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
o Appoint of Dale Meyers as a Voting Member to the Railroad Advisory Board with a Term 03/11/19-07/01/19
• Council Members
• Remarkable Resident Presentation – Sandy Sullivan
• Good News Award
o Administrative Services
o RMU Customer Service
• Employee Introduction - Pat Brust
• Employee Retirement - Olie Warning
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting –   pdf February 25, 2019 (156 KB)
b) Accept and Place on File Minutes of Railroad Advisory Board – pdf October 25, 2018 (144 KB)
c) Accept and Place on File Minutes of Golf Course Advisory Committee – pdf December 3, 2018 (84 KB)
d) Accept and Place on File Minutes of Planning & Zoning Commission – pdf January 7, 2019 (88 KB)
e) Approve Exceptions – pdf 2/20/19-3/4/19 (78 KB)
f) Approve Bills – pdf 3/5/19 (197 KB)
g) Approve Payroll – pdf 2/11/19-2/24/19 (49 KB)
h) pdf Accept and Place on File Annual Police Department Report (19.35 MB)
i) pdf Accept and Place on File Annual Community Development Department Report (3.66 MB)
2) Ordinance Adopting a Tax Increment Financing (TIF) Policy Pertaining to the Use of TIF Funds to Promote the Development of the City of Rochelle
3) Ordinance Approving a Variance of Signage Allowed for Hub City Development Lot 2 – 300 Steward Road
4) Resolution Authorizing the Reimbursement of Certain Monies to Bright Farms, Inc., towards the Purchase of a Water Filter System
5) Preliminary and Construction Engineering Services Agreement Phase 2 for Improvements along Steward Rd relating to the Loves Travel Stop Development and Lots 1 and 2 of the Steward Road Commercial Development and Final Plat.
6) Resolutions Approving the Award of the Low Bidder, Authorizing the Execution of an Inter-Governmental Agreement with the Illinois Department of Transportation and Authorizing the Payment of the City of Rochelle’s Local Share for the Taxiway Reconstruction Project No. RPJ-4617
7) Agreement with Strategic Rail Finance to Provide Advisory Services and Prepare a Capital Access Strategy for Future Rail Expansion
VII. DISCUSSION ITEMS:
1) Rochelle Energy Presentation
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Adopting a Tax Increment Financing Policy Pertaining to the Use of Funds to Promote the Development of the City of Rochelle 

Staff Contact: Peggy Friday, Administrative Services Specialist

Summary: Recently, a third Tax Increment Financing (TIF) District was created in Rochelle to promote economic development and redevelopment goals within defined areas of the city. In following best practices and sound financial management, staff recommended a procedure establishing criteria to measure future requests for TIF assistance. To outline and complement the parameters set by Finance and Community Development for the administration of the City’s TIF Districts, a Tax Increment Financing (TIF) Assistance Policy, Tax Increment Financing (TIF) Assistance Application, and Tax Increment Financing (TIF) Assistance Checklist were developed. Providing an application for developers to follow allows staff and Council to review requests for TIF assistance in an organized, fair, and transparent manner.

A TIF Review Committee will evaluate all applications for TIF assistance. The group will solicit input from other staff, legal counsel, and consultants during the review process, as necessary. Members of the TIF Review Committee: Jeff Fiegenschuh (City Manager), Chet Olson (Mayor), (1) City Council, Chris Cardott (Finance Director), Michelle Pease (Community Development Director), and Peggy Friday (City Manager Designee).

Strategic Plan Goal Application: Further develop the Downtown – Short-Term Complex;
Incorporate dynamic planning & evaluation (review and revise) in City-wide planning efforts – Long-Term Routine; and Obtain/maintain an attractive competitive real estate tax rate for the City while providing excellent government services including use of TIF funds – Long-Term Complex.

Recommendation: Approve an Ordinance Adopting a Tax Increment Financing (TIF) Policy Pertaining to the Use of TIF Funds to Promote the Development of the City of Rochelle and ensure a more comprehensive review process of Tax Increment Financing requests for public assistance.

Supporting Documents:
pdf Ordinance Adopting a Tax Increment Financing (TIF) Policy Pertaining to the Use of TIF Funds to Promote the Development of the City of Rochelle (79 KB)
pdf Tax Increment Financing Assistance Policy (198 KB)
pdf Tax Increment Financing Assistance Application (133 KB)
pdf Tax Increment Financing Assistance Checklist (93 KB)

Agenda Item #3 -  An Ordinance Approving a Variance of Signage Allowed for Hub City Development Lot 2 - 300 Steward Road

Staff Contact:

Michelle Pease, Community Development Director & Kip Countryman, Building Inspector/Code Enforcement

Summary:

Hub City Development has entered into a purchase agreement with Johnson Tractor as part of the subdivision approval back in October 2018. Johnson tractor is asking for a variance of the sign ordinance to allow 3 ground pylon signs. One pylon sign located on the northeast edge of the property at a height of 12 feet visible on I-88, one pylon sign located at the entrance off of Steward Road at a height of 28 feet, and an additional pylon sign at the second entrance off of Steward Road at a height of 29 feet. 2 of the signs will display Case Johnson tractor with the other sign displaying Kubota Johnson tractor.

The property is surrounded by B-2 Commercial Highway on the East and West, I-88 on the North, and Agriculture on the south.

The City of Rochelle sign ordinance allows for one ground pylon sign at a maximum height of 26 feet. City council in the past after a recommendation from the PZC has allowed additional ground pylon signs with a height variance over the allowed 26 feet for property fronting a highway. For example, Love’s travel stops at a height of 50 feet with an additional pylon sign of 25 feet.

The allowable signage is 300 sq. feet for property having more than 400 feet of street frontage. This property should be considered to have two frontages on Steward Road and I-88 allowing 600 square feet of signage. The proposed signage is 24 square feet over the allowable signage for the frontages of the property without considering additional building or canopy signage on the property.

Staff asked that the petitioner apply to the Federal Aviation Association (FAA) for permission to allow these signs in the City Aviation Easement. The FAA has approved the application.

Under Section 110-677 a variance may be recommended by the zoning board and granted by city council where a literal application of this article would create a hardship for the applicant. In such case, the following criteria shall be followed:
• The granting of the requested variance would not be materially detrimental to the property owners in the vicinity.
• The hardship caused the applicant under a literal interpretation of this article is due to conditions unique to that property and does not apply generally to the city.
• The granting of the variance would not be contrary to the general objective of this article.
• Special conditions may be added to carry out the spirit and purpose of this article in the public interest.

The City of Rochelle Planning and Zoning Commission held a public hearing on March 4, 2019 to review the petition from Hub City Development. After review of the facts, the Planning and Zoning Commission recommends to City Council, by a vote of 4 to 1, that the City approve the variance of signs and consider the property to have 2 frontages for the increase in allowable signage square footage of 600 square feet with an additional variance of 200 square feet to cover the building signage for a total of 800 square feet of allowable signage.

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

Recommendation: Authorize an Ordinance Approving a Variance of Signage Allowed for Hub City Development Lot 2

Supporting Documents:
pdf Ordinance Approving a Variance of Signage Allowed for Hub City Development Lot 2 (53 KB)
pdf Proposed Sign Locations (95 KB)

Agenda Item #4 -  Resolution Authorizing the Reimbursement of Certain Monies to Bright Farms, Inc. Toward the Purchase of a Water Filter System

Staff Contact: Jeffrey Fiegenschuh, City Manager & Adam Lanning, Supt. Water/Water Reclamation

Summary: During routine maintenance of the water system or during emergencies situations within the system, well 8 has been used as a back up for water supply. Unfortunately, this well has issues with high iron. Over the course of the past year, the City has worked with Bright Farms to alleviate issues that the high iron in the water is causing with their ultraviolet system. For the past several months, the City has paid a rental fee for a new filtration system that Bright Farms is using that filters out the iron from the water.

Currently Bright Farms is looking to expand, but their corporate team has concerns about future issues with this well. Two weeks ago, they approached Mayor Olson and staff about reimbursing the company for the costs of purchasing and permanently installing the filtration system. Bright Farms claims that the system has worked, and they have not had any issues when well 8 runs.

As you know, Bright Farms is a great corporate partner and valuable member of the Rochelle community. Although well 8 is now out of operation and will not be used again until it is rehabilitated, staff feels this agreement constitutes a good faith effort on behalf of the City to assist Bright Farms with some of their ongoing concerns.

If approved the agreement is for an amount not to exceed $65,000 and will be on a reimbursement basis. The agreement stipulates that this is the only assistance the City will participate in. Once the agreement is approved, the City will reimburse the company when verification is received that the filter is paid for and permanently installed.

Strategic Plan Goal Application: Economic & Business Development

Recommendation: Approve a Resolution Authorizing the Reimbursement of Certain Monies to Bright Farms, Inc., towards the Purchase of a Water Filter System by developing and executing a development agreement with Bright Farms

Supporting Documents:
pdf Resolution Authorizing the Reimbursement of Certain Monies to Bright Farms, Inc., towards the Purchase of a Water Filter System (83 KB)
pdf Proposal for Waterplus OxiPlus75 Media Filtration System (393 KB)
pdf Drawing of Filtration System (431 KB)

Agenda Item #5 - Preliminary Engineering and Construction Engineering Services Agreement Phase 2 for Improvements Relating to the Love's Travel Stop Development and Lots 1 and 2 of the Steward Road Commercial Development and Final Plat

Staff Contact: Sam Tesreau, City Engineer

Summary:

As part of the Love’s Development agreement it was agreed that Steward Road would be widened to accommodate a three lane pavement section with shoulder and/or curb as required. Furthermore, the agreement provides for reimbursement to the City for costs and expenses associated with construction and engineering services in the design, construction and widening of Steward Road along the Love’s I-88 Subdivision frontage. Construction began on Steward Road in October of 2018 and will continue in the Spring of 2019 until completion.

In November of 2018 an amended annexation agreement, with Hub City Development LLC, for a proposed subdivision along Steward Road and immediately east of the Love’s I-88 Subdivision, was approved by City Council. Shortly thereafter final plats of the Steward Road Commercial Subdivision were approved by the Planning and Zoning Commission and City Council subject to conditions. Per section 5 of the amended agreement, Hub City will reimburse the City for all costs and expenses associated with the improvements and widening of Steward Road at Lot 1 by December 31, 2019. However, the agreement stipulates the City will incur the cost associated with improvement and widening of Steward Road at Lot 2 of the Steward Road Commercial Subdivision. The City’s costs associated with the improvement and widening of Steward Road, along the frontage of Lot 2, is estimated at $340,000. The improvement and widening of Steward Road does not include any pedestrian paths or other utility construction such as sanitary sewer or watermain installations. Those improvements will be at the expense of the Hub City developer at a later date.

Willett Hofmann and Associates, who has developed the original plans for Steward Road, has submitted a proposal for a Preliminary Engineering and Construction Engineering Services Agreement Phase 2 for all of Steward Rd improvements from IL Rte 251 to approximately 2800’ east of IL Rte 251 near Alpha Road. Approval of these engineering services agreement will allow the phase 2 plans to be developed and added to the original construction contract with William Charles Construction Company. Furthermore, with City Council approval, the improvements along the frontage of Lots 1 and 2 will be negotiated and added to the existing contract with William Charles Construction for the Steward Road improvements. This contract was awarded to William Charles Construction in September 2018 through a competitive bid process. Performing the construction work now will provide a significant cost savings as opposed to delaying the additional construction along Lot 1 and 2 to a later date when Lot 2 develops.

Strategic Plan Goal Application: Infrastructure Effectiveness and Improvement

Recommendation:
Approve Preliminary and Construction Engineering Services Agreement Phase 2 with Willett Hoffman & Associates for Improvements along Steward Rd relating to the Loves Travel Stop Development and Lots 1 and 2 of the Steward Road Commercial Development and Final Plat.

Supporting Documents:
pdf Preliminary and Construction Engineering Services Agreement Phase 2 with Willett Hoffman for services
along Steward Road (454 KB)

Agenda Item #6 -  Resolutions Approving the Award of the Low Bidder, Authorizing the Execution of an Inter-Governmental Agreement with the Illinois Department of Transportation and Authorizing the Payment of the City of Rochelle's Local Share for the Taxiway Reconstruction Project No. RPJ-4617

Staff Contact: Michael Hudetz

Summary: The Illinois Department of Transportation (IDOT) has determined, through pavement hardness evaluations studies that the taxiway used to access Hanger Rows A, B, C, D (TH/1 and TH/ 1/1) required rehabilitation (Federal Project No. 3-17-SBGP-133/139, IL Project No. RPJ-4617). The Federal and State will fund 95% of this $253,620 project. The City’s 5% share for this project will be $12,531 and has been included and approved in the 2019 Budget. To expedite the construction process there are two agreements that need to be signed, awarding of the contract to the low bidder and a participation agreement between IDOT and Rochelle. In addition, a check for the local share of $12,531 must accompany these agreements

Strategic Plan Goal Application: This project continues to support the City’s Strategic Plan goal of replacing infrastructure as needed.

Recommendation:
Approve a Resolution Authorizing the City Manager to Execute and Deliver Notice to the Illinois Division of Aeronautics Approving the Award of the Low Bidder
Approve a Resolution Authorizing the City Manager to Execute an Inter-Governmental Agreement for Illinois Project No. RPF-4617
Approve a Resolution Authorizing the Payment of the City of Rochelle’s Local Share for Illinois Project No. RPJ-4617 in the amount of $12,531 to the State of Illinois

Supporting Documents:
pdf Resolution Approving the Award of the Low Bidder (81 KB)
pdf Award Letter (215 KB)
pdf Resolution Authorizing the City Manager to Execute an Inter-Governmental Agreement for Illinois Project No. RPF-4617 (78 KB)
pdf Inter-Governmental Agreement (993 KB)
pdf Resolution Authorizing the Payment of the City of Rochelle’s Local Share (108 KB)

Agenda Item #7 - Agreement with Strategic Rail Finance to Provide Advisory Services and Prepare a Capital Access Strategy for Future Rail Expansion

Staff Contact: Jason Anderson – Economic Development Director

Summary: Over the past 32 years the City of Rochelle Railroad (CIR) has undergone many expansions to meet the need of a growing industrial base. Today fifteen industries, over an area consisting of ~500 acres, are served by the CIR system. The next rail expansion will open nearly 1,000 acres to rail service. GREDCO and the City have successfully secured the land for the rail right of way and RMU has invested millions of dollars to extend water, sewer, power and fiber into the center of this development. Now the City needs to identify how to fund the expansion of the CIR so rail service can be extended to this 1,000 acres. This is going to require identifying grants and/or loans through public and/or private resources.

Strategic Plan Goal Application: Explore develop and improve strategies for industrial growth we seek to expand the CIR and to open additional land for rail access. The Strategic Rail Finance team will work with the Economic Development office to gather data about the CIR and prepare a Capital Access Strategy report that will identify alternative funding options to fund the expansion of the CIR, matching potential public and private funding sources.

Recommendation: Authorize the City Manager to enter into an agreement with Strategic Rail Finance to provide advisory services and prepare a capital access strategy for future rail expansion

Supporting Documents:
pdf Agreement with Strategic Rail Finance (130 KB)

Discussion Item #1 -  Rochelle Energy Center

Rochelle Energy LLC would like to invest $500,000 or more in its facility. In order to justify the expenditure, Rochelle Energy LLC would like to extend its current contract with the City. The City Manager has reviewed the past 6 months of bills from Rochelle Energy Center LLC and the associated Kw costs. Based on our overall power consumption, and dependent upon the month, Rochelle Energy LLC constitutes less than 5% of our power purchase costs in 2018.

Representatives from Rochelle Energy LLC will be in attendance to discuss the extension of the contract.

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, February 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:
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf February 11, 2019 (166 KB)
b) Accept and Place on File Minutes of Utility Advisory Board – pdf November 14, 2018 (160 KB)
c) Approve Exceptions – pdf 02/06/19-02/18/19 (78 KB)
d) Approve Bills – pdf 02/19/19 (217 KB)
e) Approve Payroll – pdf 1/28/19-2/10/19 (52 KB)
f) pdf Accept and Place on File Budget Summary Month Ending 1/31/19 (788 KB)
g) pdf Approve Closure of City Street for the 102.3 Coyote Lucky Hub Dash 5K – March 16, 2019 (76 KB)
h) pdf Authorize Closure of 10th Avenue between Illinois 251 and 8th Street – 2019 Outdoor Markets (66 KB)
2) Ordinance to Set the Date for a Public Hearing in Connection with Proposed Amendments to the Redevelopment Plan for, and the Proposed Addition of Additional Properties to, the City of Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area
3) Ordinance Amending Certain Sections of Chapter 38 of the Rochelle Municipal Code Pertaining to Emergency Services – Alarm Systems
4) Resolution Waiving the Competitive Bidding Requirements and Authorizing the Purchase of Two (2) Dump Trucks from CIT Trucks, LLC
5) Ordinance Waiving the Competitive Bidding Requirements and Awarding a Contract to Exceleron Software, LLC - Prepaid Meters
6) Engineering Agreement – Northeast Area Sanitary Sewer Lining Project
VII. DISCUSSION ITEMS:
1) Illinois State University Findings of Radium Investigation
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance to set the Date for a Public Hearing in Connection with Proposed Amendments to the Redevelopment Plan for, and the Proposed Addition of Additional Properties to, the City of Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area

Staff Contact:  Jeffery Fiegenschuh, City Manager & Michelle Pease, Community Development Director

Summary:      As required by the TIF Act, the Municipality is required to hold a public hearing on the proposed TIF Amendments. This required meeting shall be at 6:30 p.m. on Monday, April 22, 2019, at the City Hall, 420 North 6th St, Rochelle, Illinois.

Strategic Plan Goal Application:  The overall establishment of the Northern Gateway TIF assists in addressing blight within the area. This is a Short-Term Complex Goal which addresses community blight in affected areas via multiple leveled strategies.

Recommendation:   Approve Ordinance to set the Date for a Public Hearing in Connection with Proposed Amendments to the Redevelopment Plan for, and the Proposed Addition of Additional Properties to, the City of Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area

Supporting Documents: 

pdf Ordinance to set the Date of Public Hearing and proposed additional property for the Northern Gateway TIF (95 KB)

Agenda Item #3 - Ordinance Amending Certain Sections of Chapter 38 of the Rochelle Municipal Code Pertaining to Emergency Services - Alarm Systems

Staff Contact: Chris Cardott, Finance Director, and Eric Higby, Police Chief

Summary: Chapter 38 of the Rochelle Municipal Code pertaining to Emergency Systems includes a section for Alarm Systems. In the past, the City charged an annual fee of $25 for residences and businesses that had alarm systems installed that were connected directly to the Rochelle Police Department Dispatch Center. With the advances in technology, residences and businesses have contracts with alarm billing companies that have their own monitoring centers. The amended Alarm System Code eliminates the annual charge, updates the definitions, and lists new rates for false alarm fees. Once passed, the Code will be mailed to the residential and business customers who were billed in 2018 notifying them of the change in false alarm fees and the discontinuation of the annual fee. The Police Department will monitor the false alarms.

Strategic Plan Goal Application: Review and revise current practices

Recommendation: Approve an Ordinance Amending Certain Sections of Chapter 38 of the Rochelle Municipal Code Pertaining to Emergency Services

Supporting Documents:
pdf Ordinance Amending Certain Sections of Chapter 38 of the Rochelle Municipal Code Pertaining to Emergency Services – With Revisions (96 KB)

pdf Ordinance Amending Certain Sections of Chapter 38 of the Rochelle Municipal Code Pertaining to Emergency Services – FINAL (87 KB)

Agenda Item #4 -  Resolution Waiving the Competitive Bidding Requirements and Authorizing the Purchase of Two (2) Dump Trucks from CIT Trucks, LLC

Staff Contact: Tim Isley

Summary: Over the past two years Street Department staff have driven, tested, and inspected several different dump truck options to find the most efficient, reliable and cost-effective vehicles that best fit the daily requirements of the Street Department. After a final review of these vehicles and taking into consideration the vehicle costs, efficiencies, and reliability staff concluded that the Kenworth T370 cab & chassis with a Bonnell dump body and snow plow package to be in the City’s best interest.

The 2019 Street Department budget includes funds to finance the 2019 annual payment for the purchase of two new single axle dump trucks equipped with hydraulic dump bodies and snow plow packages. Plow truck 1 is priced at $166,174.00 and plow truck 2 including a wing plow is priced at $177,724.00 for a combined total cost of $343,898.00. These vehicles will be financed through a local bank not to exceed a 4-year term and at an interest rate not too exceed 4.75 percent.

Each year the cost of these vehicles including the dump body and plow packages increase 3 to 5 percent on average. By financing two of these vehicles at the same time we can eliminate the annual increase of cost for one of these vehicles and this savings may be considered as offsetting the financed interest rate. These new vehicles will be replacing an existing 2002 and 2003 dump trucks. Replacing these existing dump trucks will reduce maintenance costs as well road salt costs by incorporating new technology.

The proposed vehicles are to be purchased through CIT Trucks LLC in Rockford, IL under Sourcewell procurement contracts (081716-KTC) and (080818 BNL). Sourcewell is a governmental unit providing competitively solicited cooperative contracts ready for use by governmental entities. Sourcewell’s rigorous procurement process meets or exceeds all local and state purchasing requirements. (30 ILCS 525 /2)

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

Recommendation: Approve a Resolution Waiving the Competitive Bidding Requirements and Authorizing the Purchase of Two (2) Dump Trucks from CIT Trucks, LLC

Supporting Documents:
pdf 2020 KW T370 Plow Truck (8.44 MB)
pdf 2020 KW T370 Wing Plow (8.17 MB)
pdf Acceptance of Award Bonnell (394 KB)
pdf Acceptance of Award Kenworth (1.48 MB)
pdf Illinois Legal Reference (450 KB)
pdf Sourcewell Solicitation Process (408 KB)
pdf Resolution Waiving the Competitive Bidding Requirements and Authorizing the Purchase of Two (2) Dump Trucks from CIT Trucks, LLC (81 KB)

Agenda Item #5 - Ordinance Waiving the Competitive Bidding Requirements and Awarding a Contract to Exceleron Software, LLC - Prepaid Meters

Staff Contact: Barbara Bell, Supervisor of Customer Service

Summary: A pre-pay meter program allows customers to pay for utility services prior to delivery. As customers use their utilities, the credit balance is reduced. Customer benefits include no late charges, deposits and past due balances paid over time, better control over their budget and tracking their usage in dollars versus kWh. The utility benefits include avoiding field visits associated with disconnects, reducing credit-related costs (collections, employee costs), and reducing energy consumption to achieve energy efficiency goals.

Exceleron Software, LLC provides a pre-pay metering program which is compatible with the Elster meters and the Caselle billing software. The company is PCI compliant and maintains a secure data warehouse. The agreement with Exceleron Software, LLC is for 3 years which will allow time for implementation, testing, and customer involvement.

Strategic Plan Goal Application: Maintain fiscal stability and improve core service delivery

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding a Contract to Exceleron Software, LLC

Supporting Documents:
pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding a Contract to Exceleron Software, LLC (66 KB)
pdf MyUsage Prepaid Software Access Agreement (174 KB)

Agenda Item #6 - Engineering Agreement Northeast Area Sanitary Sewer Lining Project

Staff Contact: Adam Lanning

Summary: In 2018 RMU rehabilitated approximately 4,500 feet of sanitary sewer in the Meadowbrook area along with 16 manholes by installing a cure in place liner. This area experiences frequent flooding and sewer backups partially due to the condition of the sanitary sewer. RMU intends to line approximately 7,000 feet of sewer in that area using the same technology as a continued effort to reduce infiltration in our system.

Recommendation: Approve an engineering agreement with Willett Hofmann and Associates in the amount of $56,100 to provide design and construction management services for Meadowbrook sewer lining phase 2.

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

Supporting Documents:
pdf Engineering Agreement for Northeast Area Sanitary Sewer Lining Project 2019 (259 KB)

Discussion Item #1 - Radium Investigation Update

David Malone is a professor for Illinois State University Geology department.  He is the main point of contact regarding the radium investigation he and his team are conducting for Rochelle.  Professor Malone will be in attendance to discuss some preliminary findings.

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 – Ruth Carter
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf January 28, 2019 (155 KB)
b) Accept and Place on File Minutes of Airport Advisory Board – pdf October 22, 2018 (320 KB)
c) Approve Exceptions – pdf 01/23/19-02/04/19 (69 KB)
d) Approve Bills – pdf 02/05/19 (154 KB)
e) Approve Payroll – pdf 01/14/19-01/27/19 (49 KB)
f) pdf Approve a Resolution Establishing the Official Zoning Map for 2018 (2.88 MB)
g) pdf Approve Closure of City Street for the 102.3 Coyote Lucky Hub Dash 5K – March 7, 2019 (76 KB)
2) Resolution Authorizing the Execution of an Agreement with Sikich for IT Infrastructure Technology Services
3) Ordinance Waiving the Competitive Bidding Requirements and Awarding a Contract with AESI-US, Inc. for Cyber Security Assessment Services
4) Resolution Providing for a Feasibility Study for a Proposed Amendment to the Existing Northern Gateway TIF Redevelopment Project Area and Presentation of Eligibility Study and TIF Plan
5) Zoning Ordinance Updates – Phase I Analysis and Review of Existing Codes
6) Downtown Façade Improvement Program
7) Resolutions and Agreements for South Main Street Phase 1 Reconstruction and Expansion Project Right of Way and/or Easements
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

Agenda Item #2 - Resolution Authorizing the Execution of an Agreement with Sikich LLP for Information Technology Service

Staff Contact:  Jason Bird

Summary:      The City of Rochelle has been working with Sikich LLP on a time and material basis for IT Services since the unexpected loss of a key IT staff member.  As a result of Sikich’s initial efforts, they have provided a proposal for discovery and documentation of the IT infrastructure as well as verification of any existing documentation that may exist. Proper documentation will not only enable Sikich IT resources to assist the City’s IT staff as requested when needs arise but will also be invaluable to any new staff hires the City makes in the future. Sikich’s review will include the use of automated tools to scan the IT related equipment as well as a physical review of the IT infrastructure.

The various areas to be assessed are broken down below to provide an estimate of the services required in each area:

• • Internal Connectivity
• • Further Identification of remaining Internal Server & Network Devices
• • Windows Servers Access
• • Linux Servers Review
• • Server Backup Review
• • Firewall Password Recovery & Policy Review
• • Office 365 Current Configuration & Security Review
• • Former Network Manager E-mail Recovery and Review
• • Internet Service Provider Infrastructure
• • Documentation of Findings & Recommendations

Strategic Plan Goal Application:  This project will support the key strategic priority of infrastructure effectiveness & improvement.

Recommendation:     Approve a Resolution Authorizing the Execution of an Agreement with Sikich LLP for Information Technology Services

Supporting Documents: 

pdf Resolution Authorizing the Execution of an Agreement with Sikich LLP (87 KB)

pdf IT Infrastructure Present State Discovery & Documentation Proposal (448 KB)

pdf IT Solutions Project Presentation (644 KB)

Agenda Item #3 - Ordinance Waving the Competitive Bidding Requirements and Awarding a Contract with AESI-US, Inc. for Cyber Security Assessment Services

Staff Contact:  Jason Bird

Summary:      At the request of City staff, AEIS has submitted a proposal to provide cyber security assessment services.  AEIS has provided cyber security assessments for utilities across the country and thus, has a unique body of knowledge related to the needs of RMU. AEIS is the preferred vendor of Hometown Connections, a subsidy of American Public Power Association. If approved, AEIS will concentrate their attention on the Electric Utility and Advanced Communications.

Strategic Plan Goal Application:   To assure that our infrastructure is safe and secure, protect not only the utility but our customers best interest.

Recommendation:     Approve an Ordinance Waving the Competitive Bidding Requirements and Awarding a Contract with AESI-US, Inc. for Cyber Security Assessment Services, by a super majority vote.

Supporting Documents: 

pdf Ordinance Waving the Competitive Bidding Requirements and Awarding a Contract with AESI-US, Inc. for Cyber Security Assessment Services (66 KB)

Agenda Item #4 - Resolution Providing for a Feasibility Study for a Proposed Amendment to the Existing Northern Gateway TIF Redevelopment Project Area and Presentation of Eligibility Study and TIF Plan

Staff Contact:  Jeff Fiegenschuh, City Manager & Michelle Pease, Community Development Director

Summary: The City wishes to authorize Moran Economic Development, LLC to undertake a feasibility study and amendment to the current redevelopment project area of the Northern Gateway TIF. The current Northern Gateway TIF Project consists of approximately 104 parcels, see attached map.

The City wishes to amend the existing TIF to add one additional parcel. The parcel to be added is located at 1382-1384 N 8th Street, Parcel #24-13-301-002. This property is owned by Rochelle Township High School District 212 and is known as the Bus Garage. An ordinance establishing the interested parties registries was approved on April 23, 2018.  If approved, the City will notify the taxing districts through the Feasibility Resolution and a letter and the general public by publishing a Notice of Interested Parties in the local paper about the TIF amendment.

QUALIFICATIONS OF THE AMENDED AREA

The Area that is to be amended consists of a developed parcel of property in the City of Rochelle.  This parcel is located south of East Flagg Road, just west of the intersection of IL-251 and Flagg Road. 

Summary of Qualifying or Eligibility Factors of Amended Area:

It is found that the developed portion of the Amended Area contains conditions that qualify it as a Conservation Area; the number of buildings that are 35 years or older exceeds the statutory threshold of 50%, and the Amended Area contains an incidence of the following five factors that are present to a qualifying degree:  deterioration, both site and structural; inadequate utilities; presence of structures below minimum code standards; deleterious land use or layout; and the lack of community planning.

The TIF Redevelopment Plan is unchanged.

Recommendation:    

Adopt a Resolution Providing for a Feasibility Study for a Proposed Amendment to the Existing Northern Gateway TIF Redevelopment Project Area

Authorize Moran Economic Development, LLC to proceed with amending the TIF Plan & Redevelopment Project for the Northern Gateway TIF at a cost of $9,000

Authorize the City to place the Amended TIF Plan & Feasibility Study on file (10 days) and to approve sending the TIF Plan & Feasibility Study to all affected taxing districts

Supporting Documents:

pdf Resolution Providing for a Feasibility Study for a Proposed Amendment to the Existing Northern Gateway TIF Redevelopment Project Area (46 KB)

pdf TIF Eligibility Study/Amended Northern Gateway Redevelopment Plan (988 KB)

pdf Amended TIF Adoption Schedule (37 KB)

Agenda Item #5 -  Zoning Code Updates- Phase I- Analysis & Review of Existing Codes

Staff Contact:  Michelle Pease, Community Development Director

Summary:   Due to outdated codes and the need to create more user-friendly code materials, the Community Development Department would like to work with Teska & Associates for zoning consultant services.  

A multi-phase approach will consist of Phase I, which will provide a thorough analysis and review of the existing zoning codes and recommendations on moving forward with Phases II & III.  If necessary, Phase II will include preparation of new development regulations and Phase III will include final review and implementation.

The Phase I review will be completed for a not-to-exceed fee of $12,500, inclusive of expenses within 2-3 months.

Strategic Plan Goal Application: This project continues to support the City’s Strategic Plan goals by streamlining the development process and improving the steps to obtain permits for residential and industrial projects.

Recommendation:    

Authorize the City Manager to sign a contract with Teska & Associates to begin the first phase of updating our zoning codes for an amount not-to-exceed $12,500.

Supporting Documents: 

pdf Teska & Associates Zoning Ordinance Update Proposal (3.37 MB)

Agenda Item #6 - Downtown Façade Improvement Program

Staff Contact:  Michelle Pease, Community Development Director

Summary:  The City of Rochelle, in its continuing effort to support the revival and development of the Downtown, has created a Façade Improvement Program for all business owners and operators within the Downtown.

The City will provide a 50% matching grant, with a maximum amount of $5,000 to Downtown business or building owners who complete eligible improvements to the facades of their buildings. Improvements must be constructed within six months of application approval.

A complete list of eligible expenses, boundary map and applications procedures are available for pick up at the Community Development Department located at 333 Lincoln Highway and on the City’s website at www.cityofrochelle.net

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

Recommendation:    

Approve the proposed Façade Improvement Program for Downtown Rochelle businesses and building owners.

Supporting Documents: 

pdf Façade Improvement Program Application (534 KB)

Agenda Item #7 - Resolutions and Agreements for South Main Street Phase 1 Reconstruction and Expansion Project Right of Way and/or Easements

Staff Contact:  City Engineer Sam Tesreau

Summary:      This is the second group of Agreements for the right of way parcels and/or easements for the South Main Street Phase 1 reconstruction project.  Several more are anticipated over the next months. 

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

Funding Sources:

Recommendation:

• Approve a Resolution Authorizing the Payment for Certain Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Lake Lida Development
• Approve a Resolution Authorizing the Payment for Certain Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Alejandro Pizano
• Approve a Resolution Authorizing the Payment for Certain Right-of-Way and Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Larry and Kayla Harris
• Approve a Resolution Authorizing the Payment for Certain Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with E&P Management, LLC
• Approve a Resolution Authorizing the Payment for Certain Right-of-Way and Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Erie Foods International, Inc.
• Approve a Resolution Authorizing the Payment for Certain Right-of-Way and Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with LaGrou Distribution System, Inc.
• Approve a Resolution Authorizing the Payment for Certain Right-of-Way andTemporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Rochelle Foods, LLC

Strategic Plan Goal application:

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

Supporting Documents: 

pdf Resolution Lake Lida Development (80 KB)

pdf Agreement Lake Lida Development (89 KB)

pdf Resolution Pizano (80 KB)

pdf Agreement Pizano (88 KB)

pdf Resolution Harris (80 KB)

pdf Agreement Haris (123 KB)

pdf Resolution E&P Management, LLC (80 KB)

pdf Agreement E & P Management, LLC (137 KB)

pdf Resolution Erie Foods International, Inc. (80 KB)

pdf Agreement Erie Foods International, Inc. (230 KB)

pdf Resolution LaGrou Distribution System, Inc. (80 KB)

pdf Agreement LaGrou Distribution System, Inc. (211 KB)

pdf Resolution Rochelle Foods, LLC (80 KB)

pdf Agreement Rochelle Foods, LLC (260 KB)

Rochelle City Council Meeting Agenda -- Monday January 28 at 6:30pm

Rochelle City Hall -- 420 North Sixth Street, Rochelle Illinois

I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Good News
o Kyle Buch
• School Resource Officer Presentation – Officer Jakymiw
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings – pdf January 14, 2019 (343 KB)
b) Approve Exceptions – pdf 1/9/19-1/21/19 (81 KB)
c) Approve Bills – pdf 1/22/19 (234 KB)
d) Approve Payroll – pdf 12/31/18-1/13/19 (52 KB)
2) Resolution Regarding the Release of Executive Session Minutes
3) Agreement with Sikich for IT Infrastructure Assessment, Services & Documentation
4) Ordinance Approving a Purchase and Sale Agreement with the Howard Hayes Trust C/O Soy Capital Ag Services and Trust Company
5) Ordinance Authorizing Purchase of Real Estate for a Public Purpose at 410 Cherry Avenue
6) Resolutions Authorizing the Execution of Agreements with Hanson Professional Services, Inc. for Design Phase and Special Services and Construction Phase Services at the Airport
7) Ordinance Approving a Transferee Assumption Agreement
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 -  Resolution Regarding the Release of Executive Session Minutes 

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

Summary: The Mayor and Council went into executive session on January 14, 2019 for the semi-annual review of the executive session minutes as mandated per the Open Meetings Act, Section (c) (21). Following review and discussion the council recommended that 49 executive session minutes remain confidential at this time due to content.  The minutes remaining confidential are identified on Exhibit B of the Resolution Regarding the Release of Executive Session Minutes.  

Recommendation:  Approve the Resolution Regarding the Release of Executive Session Minutes

Supporting Documents:  

pdf Resolution Regarding the Release of Executive Session Minutes (83 KB)

Agenda ITem #3 - Resolution Authorizing the Execution of an Agreement with Sikich LLP for Information Technology Services

Staff Contact:  Jason Bird

Summary: The City of Rochelle has been working with Sikich LLP on a time and material basis for IT Services since the unexpected loss of a key IT staff member.  As a result of Sikich’s initial efforts, they have provided a proposal for discovery and documentation of the IT infrastructure as well as verification of any existing documentation that may exist. Proper documentation will not only enable Sikich IT resources to assist the City’s IT staff as requested when needs arise but will also be invaluable to any new staff hires the City makes in the future. Sikich’s review will include the use of automated tools to scan the IT related equipment as well as a physical review of the IT infrastructure.

The various areas to be assessed are broken down below to provide an estimate of the services required in each area:

• • Internal Connectivity
• • Further Identification of remaining Internal Server & Network Devices
• • Windows Servers Access
• • Linux Servers Review
• • Server Backup Review
• • Firewall Password Recovery & Policy Review
• • Office 365 Current Configuration & Security Review
• • Former Network Manager E-mail Recovery and Review
• • Internet Service Provider Infrastructure
• • Documentation of Findings & Recommendations

Strategic Plan Goal Application:  This project will support the key strategic priority of infrastructure effectiveness & improvement.

Recommendation: Approve a Resolution Authorizing the Execution of an Agreement with Sikich LLP for Information Technology Services

Supporting Documents:  

pdf Resolution Authorizing the Execution of an Agreement with Sikich LLP  (180 KB)

pdf IT Infrastructure Present State Discovery & Documentation Proposal (448 KB)

pdf IT Solutions Project Presentation (644 KB)

Agenda Item #4 - Ordinance Approving a Purchase and Sale Agreement with the Howard Hayes Trust c/o Soy Capital Ag Services and Trust Company

Staff Contact:  Adam Lanning

Summary:  As part of the well 12 radium removal project, we need to purchase 1 acre of land adjacent to the existing well 12 site in order to build a radium removal filter plant.  

Strategic Plan Goal Application: Short term routine – replacing infrastructure

Recommendation:     Approve an Ordinance Approving a Purchase and Sale Agreement with the Howard Hayes Trust c/o Soy Capital Ag Services and Trust Company authorizing the city manager to sign the agreement and authorizing payment in the amount of $20,250 plus closing costs.

Supporting Documents: 

pdf Ordinance Approving a Land Purchase Agreement with the Howard Hayes Trust c/o Soy Capital Ag Services and Trust Company (105 KB)

pdf Purchase and Sale Agreement (126 KB)

pdf Exhibit 1 (131 KB)

Agenda Item #5 - An Ordinance Authorizing Purchase of Real Estate for a Public Purpose at 410 Cherry Avenue

Staff Contact:  Michelle Pease, Community Development Director

Summary:   In April of 2017, the City condemned the property located at 410 Cherry Ave. To address vacancies and blight in the downtown, the City has agreed to purchase the property as is for $6,000.

Strategic Plan Goal Application: This project continues to support the City’s Strategic Plan goals by addressing blight in affected areas via multiple level strategies.

Recommendation:     Approve an Ordinance Authorizing Purchase of Real Estate for a Public Purpose at 410 Cherry for $6,000.

Supporting Documents: 

pdf Ordinance Authorizing the Purchase of Real Estate for Public Purpose (44 KB)

pdf Contract for Purchase and Sale of Real Estate (49 KB)

Agenda Item #6 -  Resolutions Authorizing the Execution of Agreements with Hanson Professional Services, Inc. for Design Phase and Special Services and Construction Phase Services at the Airport

Staff Contact: Mike Hudetz, Airport Manager

Summary: IDOT has determined, through pavement hardness evaluation studies, that the taxiway used to access Hanger Rows A, B, C, D (TH/1 and TH 1/1) required rehabilitation (Federal Project No. 3—17-SBGP-133/139, IL Project No. RPJ-4617). The Federal and State will fund 95% of this approximately $335,000 project.   The 5% share for this project will be approximately $16,750 and has been included and approved in the 2019 Budget. To expedite the award and implementation process, there are two agreements that need to be signed at this time for the design and construction phases of the project.

Strategic Plan Goal Application: This project continues to support the City’s Strategic Plan goal of replacing infrastructure as needed.

Recommendation:    

Approve a Resolution Authorizing the Execution of an Agreement with Hanson Professional Services, Inc. for Design Phase and Special Services

Approve a Resolution Authorizing the Execution of an Agreement with Hanson Professional Services, Inc. for Construction Phase Services

Supporting Documents:

pdf Resolution Authorizing the Execution of an Agreement with Hanson Professional Services, Inc. for Design Phase and Special Services (171 KB)

pdf Agreement for Design Phase and Special Services (2.00 MB)

pdf Resolution Authorizing the Execution of an Agreement with Hanson Professional Services, Inc. for Construction Phase Services (171 KB)

pdf Agreement for Construction Phase Services (2.02 MB)

Agenda Item #7 -  Ordinance Approving a Transferee Assumption Agreement

Staff Contact:  Michelle Pease, Community Development Director

                        Kip Countryman, Building Planning and Zoning Coordinator

Summary: In 2005, the City entered into an annexation agreement with Amcore Investment Group for 276 acres of land on the east side of Caron Road south of Route 38 and north of Union Pacific Railroad. In 2009, the City entered into a Transferee Assumption Agreement with Arlo Investments LLC which would convey all the rights and obligations under the Annexation Agreement to Arlo Investments. In December 2018 Arlo Investments entered into a purchase and sales agreement with Fresh Furrow LLC.

As a result of the purchase and sales agreement the City needs to authorize an ordinance approving a Transferee Assumption Agreement with Fresh Furrow LLC.

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

Recommendation:    

Authorize an Ordinance Approving a Transferee Assumption Agreement.

Supporting Documents: 

pdf Ordinance Approving a Transferee Assumption Agreement (90 KB)

pdf Transferee Assumption Agreement (175 KB)