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Jennifer Thompson
City Council Meeting Agenda - January 14, 2019
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
o Sharon Tilley
• Good News
o Sergeant Phil Frankenberry
• Employee Introduction
o Justin Medine
• Retirement
o Craig Klenke
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings –
pdf
December 10, 2018
(390 KB)
b) Accept and Place on File Minutes of Rochelle Fire & Police Commissioners –
pdf
9/11/18
(36 KB)
c) Accept and Place on File Minutes of Planning and Zoning Commission –
pdf
11/5/18
(151 KB)
d) Approve Exceptions –
pdf
12/5/18-12/19/18
(251 KB)
,
pdf
12/20/18-1/7/19
(79 KB)
e) Approve Bills –
pdf
1/8/19
(195 KB)
f) Approve Payroll –
pdf
12/3/18-12/16/18
(52 KB)
,
pdf
12/17/18-12/30/18
(49 KB)
g) Accept and Place on File General Budget Summary -
pdf
November 30, 2018
(717 KB)
2) Ordinance Approving a Redevelopment Agreement with Kennay Farms, LLC
3) Resolution Approving Policies and Procedures for Updating Disclosures
4) Ordinance Amending Certain Sections of Chapter 110 Article XIII of the Rochelle Municipal Code Pertaining to Signs
5) Resolution Authorizing the Execution of a First Amendment to a Collocation License Agreement with Follett Corporation
6) Engineering Agreement with Fehr Graham – New Well House for RMU Well #4
7) Engineering Services Agreement for Phase I, II and III 2nd Avenue Street Reconstruction Improvements between 12th and 14th Streets
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - An Ordinance Approving a Redevelopment Agreement with Kennay Farms LLC
Staff Contact: Michelle Pease, Community Development Director
Summary: As the Kennay Farm’s Distillery has progressed, the need for a bottling and barrel storage facility (RickHouse) within close proximity of the distillery was identified. Kennay Farms Distillery, LLC is requesting a TIF Redevelopment Agreement. The TIF Redevelopment Agreement consists only of the RickHouse project parcels, with a request of 50% TIF increment reimbursement of those parcels only, a maximum of $1,000,000.00 with a project completion date on or before December 31, 2020. This TIF Redevelopment Agreement will expire on December 31, 2038. The RickHouse project is located in the Downtown & Southern Gateway TIF.
Strategic Plan Goal Application: This agreement continues to support the City’s Strategic Plan goals by promoting, retaining and enhancing small business development.
Recommendation: Authorize an Ordinance Approving a Redevelopment Agreement with Kennay Farms LLC
Supporting Documents:
pdf Ordinance Approving a Redevelopment Agreement with Kennay Farms LLC (95 KB)
pdf Redevelopment Agreement (416 KB)
Agenda Item #3 - Resolution Approving Policies and Procedures for Updating Disclosures
Staff Contact: Chris Cardott, Finance Director
Summary: The new amendments to SEC Rule 15c2-12, effective February 27, 2019, are an effort to provide additional financial information to investors where an issuer may have material financial obligations that could impact bond holders. Governments will have to state in continuing disclosure agreements entered on or after the effective date that they will disclose to the market any new and material financial obligations and notify the market when an outstanding or new financial obligation reflects material financial difficulties. The purpose of this policy is to assign the Finance Director as the Disclosure Officer and identify the responsibilities and procedures to adhere to the new amendments.
Strategic Plan Goal Application: Reduce/Re-evaluate Debt – Long Term Complex Goal
Recommendation: Authorize a Resolution Approving Policies and Procedures for Updating Disclosures for the City of Rochelle
Supporting Documents:
pdf Resolution Approving Policies and Procedures for Updating Disclosures (72 KB)
pdf Policies and Procedures for Updating Disclosures (186 KB)
Agenda Item #4 - Ordinance Amending Certain Sections of Chapter 110 Article XIII of the Rochelle Municipal Code Pertaining to Signs
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: A few years ago, the Illinois General Assembly passed P.A. 96-0904 amending the zoning enabling state to establish that “other than reasonable restrictions as to size, no home rule or non-home rule municipality may prohibit the display of outdoor political campaign signs on residential property during any period of time…”65ILCS 5/11-13/1. This law prohibits, among other things, a restriction on how long campaign signs can be placed in residential yards.
Strategic Plan Goal Application: Incorporate Dynamic Planning and Evaluation (Review and Revise) in City-Wide Planning Efforts
Recommendation: Authorize an Ordinance Amending Certain Sections of Chapter 110 Article XIII of the Rochelle Municipal Code Pertaining to Signs
Supporting Documents:
Agenda Item #5 - Resolution Authorizing the Execution of a First Amendment to a Collocation License Agreement with Follett Corporation
Staff Contact: Jason Bird
Summary: Follett Corporation entered into a License Agreement in 2012 in order to install and operate its telecommunications equipment at the RMU Technology Center. The proposed amendment extends the License Agreement with Follett for an additional 5 years. Previously it was a 3-year contract.
Once this amendment is approved, there will only be one contract still needing to be extended or updated.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget by making sure our agreements in the Communication Department are up-to-date.
Recommendation: Approve a Resolution Authorizing the Execution of a First Amendment to a Collocation License Agreement with Follett Corporation
Supporting Documents:
Agenda Item #6 - Engineering Agreement with Fehr Graham – New Well House for RMU Well #4
Staff Contact: Adam Lanning
Summary: Well 4 is located on 2nd Avenue near the Highway 251 overpass and is still housed in the original 1928 building. Since the building and all associated equipment needs to be replaced, we advertised a request for qualifications in November to provide professional design services to replace this well house. After careful review of the three firms that submitted a statement of qualifications, we believe Fehr Graham will best provide RMU with these services. The scope of the project is to construct a new well house at the south west corner of Washington Street and 2nd Avenue, since the City owns that lot, and install a raw water main from the existing well to the new well house. There is not room on the existing lot, since the new well house will be significantly larger, and we are requiring a foot print to allow for a future radium removal plant if needed.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Cash Reserve | $2,450,000 | $240,000 |
Recommendation: Approve the agreement with Fehr Graham and Associates to complete the design of a new well house at a cost of $240,000.
Strategic Plan Goal Application: Short-Term Route & Long Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.
Supporting Documents:
pdf Proposal for Professional Services (73 KB)
Agenda Item #7 - Engineering Services Agreement for Phase I, II and III 2nd Avenue Street Reconstruction Improvements between 12th and 14th Streets
Staff Contact: Sam Tesreau, City Engineer
Summary: City Engineering staff developed a 5 year capital improvement plan that included the 2nd Avenue street reconstruction from 12th to 14th Street. In late 2018 City Council approved bond funding of $4.5 million dollars to fund engineering and construction costs for certain street, roadway, bridge, storm sewer and other drainage related improvements throughout the City. The 2nd Avenue improvements were specifically identified as one of those projects north of the BNSF RR and between 12th and 14th Streets. The project will help improve the drainage system thereby alleviating localized flooding in the area.
Staff engaged Chastain and Associates to provide preliminary layouts and field topography work to begin cost estimates and identify other potential issues with reconstruction of the street in late 2018 including the need for additional right of way.
Chastain and Associates has submitted a proposal for Engineering Phase I, II and III for the 2nd Avenue reconstruction and urbanization project for a not to exceed fee of $103,000. Approval of this Engineering Services Agreement (ESA) will allow the next step of the design process to continue and keep this critical project on schedule for eventual bidding and commencement of construction in late 2018. Other time and material categories are identified as the need arises for an estimated fee of $37,400.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| CIP 2nd Avenue Reconstruction | $590,000 (2019) | $103,000 base + $37,400 T&M |
Stategic Plan: This infrastructure improvement continues to support the City’s Strategic Plan goals by improving street/roadway infrastructure throughout the City of Rochelle.
Recommendation: Approve the Engineering Services Agreement with Chastain and Associates (enclosure 1) at a base fee not to exceed $103,000 plus an estimated fee of $37,400 for other time and material categories as identified.
Supporting Documents:
City Council Meeting Agenda - December 10, 2018
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, December 10, 2018 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I.CALL TO ORDER:
· Pledge to the Flag
· Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
· Mayor
o Appoint James F. May as a Voting Member to the Police and Fire Commission Term 12/10/18-07/01/19
- Council Members
- Remarkable Resident Presentation
- Good News - Tim Isley & Street Department Staff
V. PUBLIC COMMENTARY:
VI.BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf November 26, 2018 (418 KB)
b) Approve Minutes of Special City Council Meeting – pdf November 19, 2018 (241 KB)
c) Accept and Place on File Minutes of Golf Course Advisory Board Meeting – pdf 9/24/18 (84 KB)
d) Approve Exceptions – pdf 11/21/18-12/3/18 (78 KB)
e) Approve Bills – pdf 12/4/18 (150 KB)
f) Approve Payroll – pdf 11/19/18-12/2/18 (49 KB)
2) Ordinance Approving a First Amendment to Annexation Agreement with Hub City Development, LLC (Public Hearing and Action)
3) Ordinance Approving the Preliminary and Final Plat for Hub City Development LLC’s Steward Road Commercial Development
4) Budget Fiscal Year 2019 (Public Hearing and Adoption)
5) 2019-2023 Capital Improvement Plan
6) Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2019
7) Ordinance Approving a Third Amendment to an Intergovernmental Agreement between the City of Rochelle and the Flagg-Rochelle Community Park District (Rochelle Golf Course Property)
8) Ordinance Approving a Three-Year Property Tax Rebate Program for New Single Family Home Construction
9) Ordinance Waiving the Competitive Bidding Requirements and Awarding Mechanical, Inc. Contracts for the Purchase and Installation of a New Heating boiler and HVAC Controls/Energy Improvements
10) Ordinance Approving a Redevelopment Agreement with Errett Warehousing, LLC – 115 5th Avenue
11) Resolution Updating Rider 1 – Power Cost Adjustment Clause (“PCA”) for Electric Utility Services
12) Resolution Waiving the Competitive Bidding Requirements and Awarding Ferguson Enterprises, Inc. the Contract to Provide Back Office Administrative Support
13) Resolution Authorizing the Execution of an Escrow Agreement between RFMS, Inc. and the City of Rochelle for the Development of Liberty Village
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Ordinance Approving a First Amendment to Annexation Agreement with Hub City Development, LLC (Public Hearing and Action)
Staff Contact: Michelle Pease, Community Development Director
Kip Countryman, Building Inspector/Code Enforcement
Summary:
As a result of the Love's Travel Stops & Country Stores development to the west, the 2010 annexation agreement with Hub City Development, LLC has been amended to include updates on the extension of utilities and multi-use path, payment for connection to sewer and water, an adjusted recapture fee consistent with the then uses at Lots 1, 2, and 3, and the corresponding PE calculations, as determined by City Engineers, improvements and widening of Steward Road, dedication of Right of Way and utilities easement to the City.
Hub City Development, LLC is no longer required to fund traffic studies or the installation of traffic lights at the intersection of Steward Road and Route 251.
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 First Amendment to Annexation Agreement with Hub City Development, LLC
Supporting Documents:
pdf First Amended Annexation Agreement with Hub City Development, LLC (555 KB)
Agenda Item #3 - Ordinance Approving the Preliminary and Final Plat for Hub City Development LLC’s Steward Road Commercial Development
Staff Contact: Michelle Pease, Community Development Director
Kip Countryman, Building Inspector/Code Enforcement
Summary:
In 2010, the City entered into an annexation agreement with Hub City Development, LLC for a 48-acre parcel of land on the north side of Steward Road east of Route 251 and west of S. Main St. In April 2018, the Planning & Zoning Commission and City Council amended the Zoning map to zone the property B-2. Since that time, Hub City Development has petitioned the City of Rochelle to amend the current annexation agreement to include 3 lots.
Hub City Development has provided a preliminary and final plat of subdivision for 3 lots. Lot one is 13 acres zoned B-2 Commercial Highway, lot 2 is 12 acres zoned B-2 and lot 3 will be an out lot that is undeveloped.
The purpose of subdividing the lots allows the petitioner to develop the property for future expansion of Commercial Development.
Notice of public hearing was published on October 18, 2018. The City of Rochelle Planning & Zoning Commission held a public hearing on November 5, 2018 and approved the subdivision, preliminary & final plat. On October 22, 2018, the Rochelle City Council held a public hearing as well.
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 for Hub City Development LLC’s Steward Road Commercial Development
Supporting Documents:
pdf Preliminary Plat (1.50 MB)
Agenda Item #4 - Budget Fiscal Year 2019 (Public Hearing and Adoption)
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: The City of Rochelle held a Committee of the Whole meeting on November 19th. to discuss the upcoming 2019 budget. During the meeting, the City Manager presented a PowerPoint highlighting the 2019 budget and answered specific questions on various line items. The City Clerk published a Public Hearing Notice, as required by State law, to consider adoption of the budget at the December 10th City Council Meeting. Final action on the 2019 Budget is required on or before December 28, 2018 to be filed with Ogle and Lee Counties.
The final Proposed 2019 General Fund revenues are budgeted at $10,992,833. This represents an increase of approximately 15% compared to the approved 2018 budget. Budgeted expenses total $10,992,296 which is approximately 16% higher than the 2019 budget. This results in a budget surplus of $537. The combination of the General Fund, Special Revenue Funds, Enterprise Funds, Internal Service Funds, Trust and Agency Funds, and Capital Project Funds results in budgeted revenues of $88,873,482 and budgeted expenses of $95,390,130.
Illinois statutes require that the City conduct a public hearing on the proposed budget to allow citizens the opportunity to provide comments. After the Council returns to regular session, members of the Council can propose modifications to the proposed budget, each of which will be voted on by the Council. The proposed budget as amended will then be subject to a final Council vote for approval.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine, C
Recommendation: Conduct Public Hearing and Approve Fiscal Year 2019 Budget
Supporting Documents:
pdf 2019 Proposed Budget (1.95 MB)
Agenda Item #5 - 2019-2023 Capital Improvement Plan
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: The City’s Capital Improvement Plan (CIP) is a multi-year planning instrument for the evaluation and identification of the capital infrastructure projects in need of renovation, repair, and/or construction along with the equipment or vehicle replacement over the next five years. The CIP relates these projected capital needs to the financial sources that will support their realization and the timeframe in which the financing and work will take place. Capital improvement programming is the process by which these capital projects are identified, prioritized, and selected, and thus are incorporated into the long-range fiscal and strategic planning of the City. The Capital Improvement Plan document is different from the annual budget as sit sets forth a five-year program. The first year’s program contains projects that are included in the 2019 City of Rochelle Budget. The remaining four years reflect staff’s recommended priorities for the future.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine, Create a 20 Year Capital Improvement Plan-Short Term Routine and Long Term Complex
Recommendation: Approve the 2019-2023 Capital Improvement Plan
Supporting Documents:
Agenda Item #6 - Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2019
Staff Contact: Nancy Bingham, Human Resources Coordinator
Summary: The Municipal Code of the City of Rochelle requires that the City Council annually approve a resolution establishing the minimum/maximum wage rates for all position classifications within the City. The proposed resolution applies to all employees and is based on job categories as defined by the Equal Employment Opportunity Commission. The rates included in this resolution are consistent with those that were incorporated into the City Budget for Fiscal Year 2019.
Strategic Plan Goal Application:
-Dynamic planning and evaluation in City wide planning efforts.
-Budget - A tool to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.
Recommendation: Approve the Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2019.
Supporting Documents:
pdf Resolution Establishing Minimum/Maximum Wage Rates for 2019 Fiscal Year (10 KB)
pdf Exhibit A - Minimum/Maximum Anticipated Wages Rates (305 KB)
Agenda Item #7 - Ordinance Approving a Third Amendment to an Intergovernmental Agreement between the City of Rochelle and the Flagg-Rochelle Community Park District (Rochelle Golf Course Property)
Staff Contact: Jeff Fiegenschuh, City Manager
Summary:
When reading through the current agreement between the City and the Park District, which concerns the oversight and operations of the golf course, I noticed language in the contract that dictates the golf course superintendent is hired by the City but reports to the Park District ED. This is inconsistent with the current practice and counter to our current form of government.
I met and discussed this issue with the executive director of the park district and several of her commissioners. With the new agreement, the updated language allows the City Manager, along with input from the Executive Director of the Park District, the authority to hire and release the golf course superintendent. The language also gives the park district input on the operations of the golf course. The Park District formally approved the agreement at their November meeting.
Recommendation: Approve an Ordinance Approving a Third Amendment to an Intergovernmental Agreement between the City of Rochelle and the Flagg-Rochelle Community Park District (Rochelle Golf Course Property)
Supporting Documents:
pdf Third Amendment to Intergovernmental Agreement (1.28 MB)
Agenda Item #8 - Ordinance Approving a Three-Year Property Tax Rebate Program for New Single-Family Home Construction
Staff Contact: Michelle Pease, Community Development Director
Summary: In an effort to encourage more diversified housing developments, the City wishes to reimburse individuals who construct new single-family homes and pay the City’s share of real estate property taxes for tax years 2018, 2019 and 2020.
The reimbursements will only be paid to individuals who maintain tax liability for newly constructed single-family homes within the City who demonstrate that they (or their mortgage company) have paid 2018, 2019 and/or 2020 real estate property taxes in full, and who certify that they have no prior year property taxes outstanding.
Strategic Plan Goal Application:
This project continues to support the City’s Strategic Plan goals by encouraging diversified housing developments with friendly walkways.
Recommendation:
Approve an Ordinance Approving a Three-Year Property Tax Rebate Program for New Single-Family Home Construction
Supporting Documents:
Agenda Item #9 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Mechanical, Inc. Contracts for the Purchase and Installation of a New Heating Boiler and HVAC Controls/Energy Improvements
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: As discussed at the August 20th Budget Workshop, the heating and cooling equipment in the older portion of city hall is in dire need of an upgrade. The air handling units are past the equipment life standards (including one with a ruptured heating coil), the system is inefficient, and it lacks the ability to control the heating/cooling needs by hour and day. In addition, the existing 1940 boiler is estimated to be less than 50% efficient.
The City has been making improvements to the city hall heating and cooling systems since 2013. Initially, Mechanical, Inc. was hired to furnish and install controllers and materials to integrate two split systems, that were no longer supported, into one control system to serve the 1st and 2nd floors of the administrative wing of city hall. In 2014 Mechanical, Inc. was hired again to furnish and install controllers, space sensors, etc. for the unit that serves the lower level conference center and integrate the system into the existing control system.
In 2013, 2015 and 2018 the city requested quotes from Mechanical, Inc. to update the HVAC controls and make energy improvements in the older portion of city hall. The budgets in 2013 and 2015 did not allow for the improvements to proceed.
The proposed 2019 budget includes $382,000 in the municipal building, based on the latest proposals from Mechanical, Inc., to overhaul the air handling units and replace the condensing units on them, furnish and install a new hot water heating coil, add DDC controls to the boiler, convert the duct reheat to variable air volume, replace pneumatic stats with pneumatic wireless stats, and replace the existing boiler with an 87.3% efficient boiler. Control integration is also included in the project proposals.
Due to the long-standing relationship with Mechanical, Inc. and their knowledge of our building, lack of a vendor within the city that specializes in this type of project, importance of having a single control system and vendor to work with going forward and cost associated with engineering this project to go out for bid (estimated at $35,000-$50,000) staff recommends approving the proposals as provided by Mechanical, Inc. without competitive bidding.
If approved, we plan to proceed with Option #3 of the HVAC Controls proposal at a cost of $234,595 and Option #1 of the Boiler Replacement proposal at a cost of $141,760. The project would begin in early 2019 and is expected to take place off and on over a span of approximately 6 months.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Municipal Building 01-17-820 | $382,000 | $376,355 |
To be funded through a transfer from the landfill funds
Strategic Plan Goal Application: Short term routine – replacing infrastructure/assets
Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Mechanical, Inc. Contracts for the Purchase and Installation of a New Heating Boiler and HVAC Controls/Energy Improvements
Supporting Documents:
pdf HVAC Controls and Energy Improvements Proposal (94 KB)
pdf Boiler Replacement Proposal (160 KB)
Agenda Item #10 - Ordinance Approving a Redevelopment Agreement with Errett Warehousing, LLC, Series Kyte
Staff Contact: Michelle Pease, Community Development Director
Summary: Errett Warehousing, LLC is the owner of the property located at 115 5th Avenue, formerly known as the Behr Recycling Center. Errett Warehousing, LLC has requested reimburse for a portion of the redevelopment project costs incurred from the project as permitted by the TIF Act.
The proposed redevelopment consists of repairing the existing roof on the primary building, installation of a new roof on the approximately 8,400 square feet building located on the north side and clearing and disposing of the non-attached concrete and precast materials located in the large parking area.
If approved, Errett Warehousing, LLC will be allowed the reimbursement of 50% of the Incremental Taxes of the from their property only. Errett Warehousing, LLC will be reimbursed eligible incurred project costs authorized per the redevelopment agreement not to exceed $437,200.00.
Strategic Plan Goal Application:
This project continues to support the City’s Strategic Plan goals by addressing blight in affect areas via multiple level strategies.
Recommendation:
Approve an Ordinance Approving a Redevelopment Agreement with Errett Warehousing, LLC, Series Kyte for the redevelopment of the property located at 115 5th Avenue.
Supporting Documents:
pdf Ordinance approving a Redevelopment Agreement with Errett Warehousing, LLC, Series Kyte (96 KB)
pdf Redevelopment Agreement (229 KB)
Agenda Item #11 - Resolution Updating the Rider1-Power Cost Adjustment Clause (PCA) for Electric Utility Services
Staff Contact: Jason Bird
Summary: For the purpose of helping to stabilize rates, the energy charges to electric customers taking service under a rate where the rider applies shall be subject to a positive or negative power cost adjustment charge for each $.0001 or major fraction thereof by which the average cost of power per kWh purchased is greater or lesser than the base cost of power purchased and generated for the system during the preceding 12 months.
The base cost of power purchased and generated is 6.53 cents ($.0653) per kWh. PCA adjustments shall be made at the discretion of the City Manager and shall be no greater than 2 cents on both the high end and low end.
Strategic Plan Goal Application: To do our best to stabilize rates as much as we can. This will help us attract, grow and retain industries, commercial/retail businesses and residential development.
Recommendation: Approve a Resolution Updating the Rider1-Power Cost Adjustment Clause (PCA) for Electric Utility Services
Supporting Documents:
Agenda Item #12 - Resolution Waiving the Competitive Bidding Requirements and Awarding Ferguson Enterprises, Inc. the Contract to Provide Back Office Administrative Support
Staff Contact: Adam Lanning
Summary: Rochelle currently maintains 3,755 water meters which are comprised of several different manufacturers. Recently, council approved the purchase of a Neptune communications antenna and will be installing approximately 1,000 water meters per year. Ferguson Water Works, who distributes our meters, offers an administrative service to schedule with the homeowner the meter replacement and track progress at a cost of $25/meter. We plan to do the physical installation in house but use Ferguson to handle the administrative side of this project for 2019.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Cash Reserve | $200,000 | Not to exceed $27,500 |
Recommendation: Approve a Resolution Waiving the Competitive Bidding Requirements and Awarding Ferguson Enterprises, Inc. the Contract to Provide Back Office Administrative Support to schedule meter replacement and track progress in the amount of $25 per meter, not to exceed $27,500.
Strategic Plan Goal Application: Short term routine- replacing infrastructure.
Supporting Documents:
pdf Installation Services Agreement (257 KB)
Agenda Item #13 - Resolution Authorizing the Execution of an Escrow agreement between RFMS, Inc. and the City of Rochelle for the Development of Liberty Village
Staff Contact: Sam Tesreau, City Engineer
Summary: A surety in a form acceptable to the City of Rochelle is required in order to execute the Final Plat of subdivision for Manor Court of Rochelle.
RFMS has requested the surety be in the form of cash in escrow and staff agrees this is an acceptable form of surety that has been used in the past for subdivision improvements. The surety will cover installation of certain public and onsite improvements as part of the development and final plat. The City attorney has drafted a resolution and agreement for council approval to be executed by the City Manager.
Strategic Plan Application: This project continues to support the City’s Strategic Plan by Encouraging Diversified Housing Developments
Recommendation: Approve a Resolution Authorizing the Execution of an Escrow agreement between RFMS, Inc. and the City of Rochelle for the Development of Liberty Village and the Final plat of subdivision for Manor Court of Rochelle
Supporting Documents:
City Council Meeting Agenda - November 26, 2018
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, November 26, 2018 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
CALL TO ORDER:
Pledge to the Flag
Prayer
ROLL CALL
PROCLAMATIONS, COMMENDATIONS, ETC:
REPORTS AND COMMUNICATIONS:
Mayor
o Appoint Dennis Stewart as a Voting Member to the Golf Course Advisory Board with a Term 11/26/18-07/01/21
o Appoint Gary Chiavini as a Member at Large to the Planning and Zoning Commission Term 11/26/18-07/01/21
o Appoint Lyndon Leisher as a Member at Large to the Planning and Zoning Commission Term 11/26/18-07/01/21
Council Members
Swearing In – Police Officer Peter Pavia
PUBLIC COMMENTARY:
BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations
a) Approve Minutes of City Council Meeting – pdf 11/13/18 (376 KB)
b) Approve Exceptions – pdf 11/7/18-11/19/18 (77 KB)
c) Approve Bills – pdf 11/20/18 (193 KB)
d) Approve Payroll – pdf 10/22/18-11/4/18 (50 KB) , pdf 11/5/18-11/18/18 (53 KB)
e) pdf Approve City of Rochelle Meeting Dates for 2019 (101 KB)
f) pdf Approve City of Rochelle Legal Holidays for 2019 (32 KB)
g) Accept and Place on File Minutes of Utility Advisory Board Meeting - pdf 9/19/18 (222 KB)
h) Accept and Place on File Budget Summary Month Ending - pdf 10/31/18 (771 KB)
i) Accept and Place on File TASC Plan Document for Plan Year pdf 1/1/19-12/31/19 (774 KB)
j) Authorize St. Paddy’s Day Parade and Irish Hooley – pdf 03/09/19 (105 KB)
k) Formally Set the Date for the Public Hearing on the 2019 City of Rochelle Budget as 12/10/18 – A Copy of the Budget is available in the City Clerk’s Office
2) Public Hearing on IEPA Loan Project Number L175571 – Radium Removal Water Treatment Plant for Water Supply Well #12
3) Ordinance Adopting 2018 Property Tax Levy
4) Ordinance Abating the Taxes Levied for 2018 - Taxable General Obligation Bonds
5) Proposal to Provide Professional Audit Services – Sikich LLP
6) Ordinance Placing a Moratorium on Imposing Permit fees for Residential Building Permits for Calendar Year 2019
7) Ordinance Amending Certain Sections of Chapter 102 Article II of the Rochelle Municipal Code Pertaining to the Trimming of Trees or Shrubs
8) Resolution Approving an Amendment to the Personnel Manual
9) Ordinance Waiving the Competitive Bidding Requirements and Awarding Sawicki Motor Co. a Purchase Order for the Purchase of a 2019 Chevy Silverado 250HD Work Truck
VII. DISCUSSION ITEMS:
1) Historic District
VIII. EXECUTIVE SESSION
- ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Public Hearing on IEPA Loan Project Number L175571 – Radium Removal Water Treatment Plant for Water Supply Well #12
Staff Contact: Adam Lanning
Summary:
Pursuant to Illinois Environmental Protection Agency (IEPA) Procedures, they are required to examine the environmental impacts of proposed public water supply projects that are funded through the IEPA loan program. In order to proceed with the well 12 radium removal plant we must hold a public hearing and follow up with a 10-day comment period in which written comments may be submitted to either the City of Rochelle or the IEPA.
Strategic Plan Goal Application: Short term routine- replacing infrastructure.
Recommendation: Conduct Public Hearing
Supporting Documents:
pdf Letter from the IEPA outlining the project summary and environmental assessment (426 KB)
Agenda Item #3 - Ordinance Adopting 2018 Property Tax Levy
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: The State of Illinois requires the City to annually adopt and file a Property Tax Levy Ordinance on or before the last Tuesday in December. Last year the City’s Equalized Assessed Valuation (EAV) was $242,658,481 and its property tax rate was $1.007750 per $100 of EAV. The City collected $2,445,391 in property taxes. For 2018, Ogle County has estimated the City’s EAV at $243,981,583. The proposed levy calculations would result in the City collecting $2,603,997 in property taxes, an increase of 2% (excluding the bond). Based on the estimated EAV, the tax rate would increase .030257 per $100 of EAV. The proposed 2018 levy includes funding the Police and Fire Pension Funds as recommended by the City’s actuarial studies.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Approve an Ordinance Levying Taxes for 2018.
Supporting Documents:
document Tax Levy Presentation (304 KB)
pdf Real Estate Tax Rate Extension and Impact (40 KB)
Agenda Item #4 - Ordinance Abating the Taxes Levied for 2017 Taxable General Obligation Bonds
Staff Contact: Chris Cardott, Finance Director
Summary: In 2010, the Mayor and Council approved an ordinance providing for the issuance of bonds to finance offsite improvements related to the Lighthouse Pointe Subdivision and Route 38 corridor. The City subsequently issued Taxable General Obligation Bonds, Series 2010 (Recovery Zone Economic Development Bonds) in the amount of $2,940,000. In April 2013, due to federal budget cuts which affected the subsidy available through the Recovery Zone Bond program, the Council approved the issuance of General Obligation Refunding Bonds in an amount not to exceed $3,125,000, which included interest and bond issuance costs. The annual debt service related to these bonds is being paid through TIF revenues, instead of property taxes, when sufficient funds are available. To abate the property taxes, the proposed ordinance must be approved annually and forwarded to Lee County and Ogle County.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Approve an Ordinance Abating the Taxes Levied for 2018 to Pay Debt Service on Taxable General Obligation Bonds
Supporting Documents:
pdf Ordinance Abating the Taxes Levied for 2017 Taxable General Obligation Bonds (101 KB)
Agenda Item #5 - Proposal to Provide Professional Audit Services – Sikich LLP
Staff Contact: Chris Cardott, Finance Director
Summary: Sikich LLP has provided professional audit services to the City of Rochelle, Rochelle Municipal Utilities, Lighthouse Pointe TIF, and the Police and Fire Pension Funds since 2010. In 2015, City Council approved a three year contract that ended this year. Sikich LLP has submitted two proposals to provide audit services for the next one or three years. The one year (2018) proposal includes a 5% or $3,285 increase over the current rate. The three year option (2018-2020) includes increases of 2% ($1,360), 1.9% ($1,275) and 1.8% ($1,260) respectively over the current rate. Sikich LLP will also assist in the implementation of GASB 75 Accounting and Financial Reporting for Postemployment Benefits Other Than Pensions for 2018. In addition to the fees above, there is a $1,500 fee for the implementation if the one year option is selected. For the three year option, this fee would be waived.
| Funding Sources: | ||
| Source: | 2019 Budgeted Amount: | 2019 Proposed Expenditure: |
| Audit Fund | $27,945 | $27,945 |
| RMU | $27,945 | $27,945 |
| Police Pension Fund | $5,700 | $5,700 |
| Fire Pension Fund | $3,500 | $3,500 |
| Lighthouse Pointe TIF | $2,310 | $2,310 |
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Authorizing the City Manager to accept the three year proposal at a proposed cost of $67,400, $68,675, and $69,935.
Supporting Documents:
pdf Sikich LLP Proposal (146 KB)
Agenda Item #6 - Ordinance Placing a Moratorium on Imposing Permit fees for Residential Building Permits for Calendar Year 2019
Staff Contact: Michelle Pease, Community Development Director
Kip Countryman, Building Inspector/Code Enforcement
Summary:
City staff is proposing that City Council approve the waiving of Building permit fees for 2019 for all single family residential new construction housing along with the sewer connection fee, and the electric connection fee.
Over the last decade the City has, on average, permitted 3.5 houses per year. Hopefully this moratorium will increase this average.
The savings per house would average around $400.00 for the building permit, depending on the square footage, 700.00 for the sewer connection fee, and $50.00 for the electric connection fee, for a total of $1150.00 per dwelling.
Staff feels that the increased Equalized Assessed Value for all taxing bodies will outweigh the permitting cost.
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 Placing a Moratorium on Imposing Permit fees for Residential Building Permits for Calendar Year 2019 for all single family, new construction housing along with the sewer connection fee and the electric connection fee.
Supporting Documents:
Agenda Item #7 - Ordinance Amending Certain Sections of Chapter 102 Article II of the Rochelle Municipal Code Pertaining to the Trimming of Trees or Shrubs
Staff Contact: Michelle Pease, Community Development Director
Kip Countryman, Building Inspector/Code Enforcement
Summary:
City staff would like to amend Section 102 of the Rochelle Municipal Code for the enforcement of dead trees, shrubs, and bushes within the City of Rochelle.
If a dead tree, shrub, or plant exist on an owner’s property, city staff will have the authority to issue a citation of violation.
The current chapter does not address this issue other than in the city right of way.
Strategic Plan Goal Application:
This will address blight in affected areas via multi-level strategies.
Recommendation:
Approve an Ordinance Amending Certain Sections of Chapter 102 Article II of the Rochelle Municipal Code Pertaining to the Trimming of Trees or Shrubs
Supporting Documents:
Agenda Item #8 - Resolution Approving an Amendment to the Personnel Manual
Staff Contact: Nancy Bingham
Summary: The Policy Prohibiting Sexual Harassment adopted by Resolution on October 9, 2018 shall be updated to reflect a 300-day time limit for filing a claim of sexual harassment in accordance with Public Act 100-1066.
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 to Update the Sexual Harassment Policy in accordance with Public Act 100-1066.
Supporting Documents:
pdf Resolution Approving an Amendment to the Personnel Manual (110 KB)
Agenda Item #9 - Ordinance Waiving the competitive Bidding Requirements and Awarding Sawicki Motor Co. a Purchase Order for the Purchase of a 2019 Chevy Silverado 2500HD Work Truck
Staff Contact: Tim Isley
Summary: The Rochelle Street Department 2018 budget includes funds for the purchase of one new ¾ ton work truck. Work trucks are used daily and need to be reliable as they perform several different functions in the Street Department. This proposed vehicle will replace a 2005 GMC Sierra that has become unreliable. Five quotes were received from four vendors, local vendor Sawicki Motor Co., local vendor Prescott Bothers, National Auto Fleet Group, and Landmark Ford. National Auto Fleet Group is a contracted vendor with Sourcewell. Sourcewell is a procurement process for government agencies with ready-to-use competitively solicited cooperative contracts. Landmark Ford is a contracted vendor with the State of Illinois procurement process. Landmark Ford has submitted the lowest quote totaling $ 29,788.00 and Sawicki Motor Co. was the next lowest with a total of $30,491.00. Per City guidelines for purchasing, preference will be given to local vendors if the price is less than 5% more than other alternatives.
| Funding Sources | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| General Fund 01-41-840 | $30,000 | $30,491.00 |
Strategic Plan Goal Application: Short term routine – replacing infrastructure/assets
Recommendation: Approve an ordinance waving the competitive bidding requirements and awarding local vendor Sawicki Motor Company a purchase order for the purchase of one new 2019 Chevy Silverado 2500HD work truck in the amount of $30,491.00.
Supporting Documents:
Discussion Item #1 - Historic District
To continue promoting development in our downtown, a National Historic District nomination has been submitted. On October 26th, the Illinois Historic Sites Advisory Council (IHSAC) reviewed and recommended the nomination for our Rochelle Downtown Historic District to be sent to the National Park Service staff in Washington, D.C. for final review. This final review takes approximately 2 months. We will be notified of our designation status in January of 2019.
A National Historic District enables developers to apply for the 20% federal income-tax credit for eligible projects within the Historic District. The designation of the National Historic District is another development tool to assist in moving our downtown forward.
References: document Rochelle Downtown Historic District Presentation (7.43 MB)
City Council Meeting Agenda - November 13, 2018
Regular City Council Meeting
Tuesday November 13, 2018 - 6:30pm
Rochelle City Hall Council Chambers
420 North Sixth 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
- Appoint Mike Myers as a Voting Member to the Planning and Zoning Commission - Term 11/14/18-07/01/21
- Council Members
- Remarkable Resident Presentation
- Good News - Water Department
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 10/22/18 (334 KB)
b) Accept and Place on File Minutes of Airport Advisory Board - pdf 8/13/18 (321 KB)
c) Accept and Place on File Minutes of Planning & Zoning Commission – pdf 9/10/18 (167 KB)
d) Approve Exceptions – pdf 10/17/18-11/5/18 (92 KB)
e) Approve Bills – pdf 11/6/18 (320 KB)
f) Approve Payroll – pdf 10/08/18-10/21/18 (53 KB)
g) Approve Request from Hispanic Heritage Festival Committee – pdf 09/14/19 (70 KB) (corrected date)
h) Accept and Place on File Municipal Compliance Report – pdf Fire Pension Fund (119 KB)
i) Accept and Place on File Municipal Compliance Report – pdf Police Pension Fund (61 KB)
j) Approve Request related to the Annual Old-Fashioned Christmas Walk - pdf 12/7/18 (90 KB)
k) Approve Request from LULAC related to the Lighted Christmas Parade – pdf 12/7/18 (331 KB)
l) Approve Request from CAN related to the Food Truck Festival – pdf 4/27/19 (299 KB)
2. 7:00 Public Hearing and Action on Preliminary and Final Plat of Subdivision for Hub City Development
3. Ordinance Approving a Sign Lease Agreement between the City of Rochelle and Cypress House
4. Purchase of new wide format plotter for the Engineering Department
5. Risk Insurance Renewal
6. Ordinance Waiving the Competitive Bidding Requirements and Awarding Ferguson Water Works a Purchase Order for the Purchase of Water Meter Communication Antenna
7. Ordinance Approving a Utility Easement Agreement with the Brossman Farms 2017 LLC
8. Ordinance Amending Certain Sections of Chapter 2 Article VI of the Rochelle Municipal Code Pertaining to Contractual Spending Authority of City Manager
DISCUSSION ITEMS:
1. Fiber Optic Network Audit
2. 2018 Tax Levy
3. Downtown Building Improvement Program
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Public Hearing and Action on Preliminary and Final Plat of Subdivision for Hub City Development
Staff Contact: Michelle Pease, Community Development Director
Kip Countryman, Building Inspector/Code Enforcement
Summary:
In 2010, the City entered into an annexation agreement with Hub City Development, LLC for a 48-acre parcel of land on the north side of Steward Road east of Route 251 and west of South Main St. In April 2018, the Planning & Zoning Commission and City Council amended the Zoning map to zone the property B-2. Since that time, Hub City Development has petitioned the City of Rochelle to amend the current annexation agreement to include 3 lots.
Hub City Development has provided a preliminary and final plat of subdivision for 3 lots. Lot one is 13 acres zoned B-2 Commercial Highway, lot 2 is 12 acres zoned B-2 and lot 3 will be an out lot that is undeveloped.
The purpose of subdividing the lots allows the petitioner to develop the property for future expansion of Commercial Development.
Notice of public hearing was published on October 18, 2018. The City of Rochelle Planning & Zoning Commission held a public hearing on November 5, 2018 and approved the subdivision, preliminary & final plat.
Strategic Plan Goal Application:
This project continues to support the City’s Strategic Plan goals by promoting realistic and sustainable growth.
Recommendation:
Approve the preliminary and final plat of subdivision for the Hub City Development, LLC Project.
Supporting Documents:
pdf Preliminary Plat (1.50 MB)
Agenda Item #3 - Ordinance Approving a Sign Lease Agreement between the City of Rochelle and Cypress House
Staff Contact: Michelle Pease, Community Development Director
Summary:
Krista Stewart, owner of the Cypress House located at 927 North 7th Street, Rochelle is requesting permission to place a permanent off-site sign to help promote her business which is located a half block west of the off-site signage.
This agreement is for a period of 10 years with an option for two 5-year extensions.
All structures, equipment and materials placed upon the premises must be set back no less than thirty (30) feet from any street or roadway. All structures, equipment and materials placed upon the premises is to be maintained by the Cypress House.
Strategic Plan Goal Application:
This agreement continues to support the City’s Strategic Plan goals by promoting, retaining and enhancing small business development.
Recommendation:
Approve an Ordinance Approving a Sign Lease Agreement between the City of Rochelle and Cypress House
Supporting Documents:
pdf Proposed Signage Rendering (3.23 MB)
Agenda Item #4 - Purchase of new wide format plotter for the Engineering Department
Staff Contact: City Engineer Sam Tesreau
Summary: A new wide format MFP plotter was budgeted in 2018 for the Engineering Department. The new system will replace the existing plotter which is over a decade old and unreliable. The new wide format MFP plotter will have copy, scan and wide format plotting /printing capabilities all in one. Engineering staff has reviewed the equipment and determined the proposed plotter will meet our needs.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Engineering Division Budget 01-48 | $22,000 | $19,995 |
Strategic Plan Goal application: Acquisition of the necessary equipment and resources to allow department operations.
Recommendation:
Approve the purchase of an OCE Colorwave 500 all in one large format system from ARC Imaging Resources in the amount of $19,995.00 which includes all discounts
Agenda Item #5 - Risk Insurance for the City of Rochelle
Staff Contact: Nancy Bingham
Summary: The City of Rochelle’s Risk Insurance Plan Year expires annually on December 31st.
In 2018 the City of Rochelle joined the Illinois Municipal Insurance Cooperative (IMIC) which includes 18 other municipalities in the region. The program is managed by AJ Gallagher, with coverage and services with Brit Insurance, York Insurance, Lexipol and Illinois Public Risk Fund (IPRF).
On October 30, 2018 IMIC held a quarterly meeting and the proposals of insurance for 2019 were presented by AJ Gallagher Account Executive Ethan Salsinger. The renewal amount for the City of Rochelle for 2019 is $519,245, this is approximately a 5% increase from 2018. The overall increase is mainly due to the cyber insurance increase, while the coverage for workers’ comp insurance saw a decrease. This is far below the renewal rate proposed last year by IMLRMA for 2018 which was $660,669 (savings of $141,424, approximately a 27% difference).
The City of Rochelle received a Grant from IPRF for 2018 in the amount of $3036. This can be used towards safety equipment and/or training in 2019. Each year we will apply for the grant and each year the amount could be different as it is based on the total salaries for worker’s comp.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| General & Enterprise Fund | $519,245 | $519,245 |
Strategic Plan Goal Application:
-Dynamic planning and evaluation in City wide planning efforts.
-Budget - Retain quality services and coverage for the property, general/auto liability and workers’ comp insurance while diligently pursuing a minimal increase to the budget.
Recommendation: Approve and place on file the 2019 Risk Insurance Rates from Illinois Municipal Insurance Cooperative (IMIC) for total cost of $519,245.
Supporting Documents:
pdf Premiums/Fees Comparison (58 KB)
pdf IPRF 2018 Rate (Included in the Premiums/Fees Comparison) (19 KB)
Agenda Item #6 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Ferguson Water Works a Purchase Order for the Purchase of Water Meter Communication Antenna
Staff Contact: Adam Lanning
Summary:
Rochelle currently maintains 3,755 water meters which include several different manufacturers. Recently we have been installing Neptune brand meters but using the electric departments communication infrastructure to communicate with the billing software. This is causing many problems and slowing our progress of installing meters due to the lack of compatibility of the equipment. Neptune has conducted a propagation study to assess what it would take to cover Rochelle with their own equipment and found one antenna would provide enough coverage. By using Neptune for the communication equipment as well as the meter it would greatly reduce installation time and improve our billing system.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Cash Reserve | $100,000 | $34,438.90 |
Strategic Plan Goal Application: Short term routine- replacing infrastructure
Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Ferguson Water Works a Purchase Order for the Purchase of Water Meter Communication Antenna in the amount of $34,438.90.
Supporting Documents:
pdf Exhibit 1 – Proposal (33 KB)
Agenda Item #7 - Ordinance Approving a Utility Easement Agreement with the Brossman Farms 2017 LLC
Staff Contact: Adam Lanning
Summary:
As part of the well 12 radium removal plant, we need to run a sewer line along Steward and Hayes road to connect to our existing sewer system. In order to do this, we must acquire an easement from the property owner, Brossman Farms, LLC.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Cash Reserve | NA | $30,184 |
Strategic Plan Goal Application: Short term routine- replacing infrastructure
Recommendation: Approve an Ordinance Approving a Utility Easement Agreement with the Brossman Farms 2017 LLC authorizing the city manager to sign an easement agreement with Brossman Farms, LLC and authorizing payment in the amount of $27,720 and $2,464 for crop and soil compaction damage.
Supporting Documents:
pdf Ordinance Approving a Utility Easement Agreement with the Brossman Farms 2017 LLC (105 KB)
pdf Easement Agreement for Utility Facilities (Water/Fiberoptic) (79 KB)
Agenda Item #8 - Ordinance Amending Certain Sections of Chapter 2 Article VI of the Rochelle Municipal Code Pertaining to Contractual Spending Authority of City Manager
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: The Rochelle Municipal Code, Section 2-371 Approval of Contracts, includes language which requires that City contracts in excess of $20,000 must be made available for public bid and City contracts up to and including $20,000 may be awarded by the City Manager without competitive bidding. This section of our code references State law 65 ILCS 5/8-9-1. In August of 2017, Public Act 100-338 amended section 8-9-1 by increasing the threshold amount of public contracts which require public bids from $20,000.00 to $25,000.00.
Staff believes that it would be in the City’s best interest to amend our code to mirror the State threshold since bidding projects unnecessarily can cost time and money.
Strategic Plan Goal Application:
Short Term Routine & Long Term Complex Infrastructure Improvements - Allow smaller infrastructure improvements to be handled more efficiently.
Short Term Routine Maintain Fiscal Stability and Balanced Budget – Allow smaller capital items to be purchased without the need to go out for bid when possible.
Recommendation:
Approve an Ordinance Amending Certain Sections of Chapter 2 Article VI of the Rochelle Municipal Code Pertaining to Contractual Spending Authority of City Manager
Supporting Documents:
Discussion Item #1 - FiberOptic Network Audit
Recently the City hired NI Solutions to conduct an analysis of the existing network and determine what improvements are needed and how the City can make the best use of its existing infrastructure. The existing network provides primarily municipal IT needs and internet to local businesses of all sizes.
Tonight, Irshad Ansari will give the results of the study.
References: document Fiber Optic Network Audit (2.98 MB)
Discussion Item #2 - 2018 Tax Levy
The Mayor and City Council are required to adopt a Tax Levy Ordinance annually and file it with the County Clerk on or before the last Tuesday in December. The Ordinance Levying Taxes for the City of Rochelle 2018 will be included as a business item on the November 26th City Council agenda. City Manager Jeff Fiegenschuh will provide information on the various components and discuss options related to the levy.
References:
pdf Rochelle Police Pension Fund Recommendation (44 KB)
pdf Department of Insurance Rochelle Police Pension Fund Actuarial Valuation Report (80 KB)
pdf Rochelle Fire Pension Fund Recommendation (83 KB)
pdf Department of Insurance Rochelle Fire Pension Fund Actuarial Valuation Report (80 KB)
document Property Tax Levy Presentation (304 KB)
Agenda Item #3 - Downtown Building Improvement Program
A Downtown Building Improvement Program is being explored and the wish is to include funding in the 2019 budget to facilitate the program. The purpose of the Building Improvement Program would be to encourage and support building and business owner investment in our downtown retail/commercial buildings.
Often times, small businesses get left out of incentives that are typically offered to larger businesses. We need to begin including small business in these incentives. It’s important that we assist both large and small businesses in our community.
References:
document Downtown Building Improvement Program Presentation (6.67 MB)
City Council Meeting Agenda - October 22, 2018
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, October 22, 2018 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 Meetings –
pdf
10/09/18
(114 KB)
b) Approve Exceptions –
pdf
10/3/2018-10/15/2018
(67 KB)
c) Approve Bills –
pdf
10/16/2018
(169 KB)
d) Approve Payroll –
pdf
09/24/18-10/07/18
(50 KB)
e) Approve Request from Hispanic Heritage Festival Committee –
pdf
September 4, 2019
(70 KB)
f) Accept and Place on File Financial Statement –
pdf
September 2018
(813 KB)
2) Ordinance Authorizing the Sale of Not to Exceed $4,500,000 General Obligation Bonds (Alternate Revenue Source)
3) City Manager Annual Performance Appraisal and Salary Increase
4) IEPA Loan Repayment Amendment – Drinking Water Project Well 11
5) Preliminary Engineering Services Agreement for the City Industrial Rail East Bridge and Rail Extension
6) Resolution Authorizing the City Manager to Establish a Limited Period Amnesty Program for Utility Debts Owed to the City of Rochelle
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Parameters Ordinance for Issuance of General Obligation Bonds (Alternate Revenue Source) in an amount not to exceed $4,500,000
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: At the Budget Workshop on August 20th, preliminary discussion was held about the issuance of bonds for infrastructure improvements including but not limited to 2nd Ave street urbanization and drainage improvements, downtown storm sewer and drainage improvements including street and sidewalk reconstruction as needed, and other general street improvements. The authorizing ordinance was approved and a BINA hearing has been held. The parameters ordinance allows the City to issue the bonds before April 22, 2019 at an amount not to exceed $4,500,000, with a rate not to exceed 6%, and maturities no later than 2029.
Strategic Plan Goal Application: Reduce/Re-evaluate Debt – Long Term Complex,
Maintain Fiscal Stability & Balanced Budget-Short-Term Routine, Create a 20-Year Capital Improvement Plan – Short-Term Routine & Long-Term Complex
Recommendation: Approve the Parameters Ordinance for Issuance of General Obligation Bonds (Alternate Revenue Source) in an amount not to exceed $4,500,000
Supporting Documents:
pdf Infrastructure Bonds Parameters Ordinance (336 KB)
Agenda Item #3 - City Manager Annual Performance Appraisal and Salary Increase
Staff Contact: Nancy Bingham
Summary: City Manager, Jeff Fiegenschuh’s one (1) year anniversary date was September 11, 2018. Per his contract, the Mayor and Council Members completed his annual performance review. Upon the completion of the process the Mayor and Council support a 5% increase of his current base salary.
Strategic Plan Goal Application: Implement a performance based budget to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.
Recommendation: Approve a 5% increase of current base salary for City Manager, Jeff Fiegenschuh.
This increase is retro to one (1) year anniversary date 9/11/2018.
Agenda Item #4 - Approval of Well 11 Loan Amendment
Staff Contact: Adam Lanning
Summary: The original loan agreement to fund the well 11 radium removal plant had a repayment schedule beginning on 12/12/2018. On September 26, 2018 we received a letter from the IEPA indicating that the repayment schedule changed to January 4th, 2019 and requires the City’s approval. There is no change in the dollar amount for this loan.
Recommendation: Approve an amendment to the loan for well 11 radium removal plant.
Supporting Documents:
pdf Loan Repayment Amendment (436 KB)
Agenda Item #5 - Preliminary Engineering for the CIR East Bridge and Rail Extension
Staff Contact: Jason Anderson – Economic Development Director
Summary: The City of Rochelle Railroad (CIR) needs to be extended east and south of the current terminus of the rail system to open ~500 acers to future rail access. The rail extension will pass over the Johns Creek and through a flood way. Hydraulic modeling and preliminary engineering for bridge design and stormwater mitigation must be done before permitting the project to be constructed.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| 2018 Rail Revenues | $46,000 | $46,000 |
Strategic Plan Goal Application: As part of the ongoing Strategic Plan for the City and GREDCO to expand the City of Rochelle Railroad System to spur new industrial growth, a plan is being proposed to extend the current rail terminus east and south. This expansion will open more than 500 acres to rail access which will go along with the utility infrastructure RMU has been extending over the past 5 years at the intersection of Hayes and Steward Rd. including a new water tower, well, well house, radium plant, new power lines and soon new sanitary sewer extension. Rail is the last utility to be built to the site which will spur new industrial development.
Recommendation: Staff recommends the City Council authorize the City Manager to contract Fehr & Graham to perform the necessary duties and responsibilities to complete the preliminary design work for the future permitting and construction of a rail extension and rail bridge.
Supporting Documents:
pdf Preliminary Engineering Services Agreement (357 KB)
Agenda Item #6 - Resolution authorizing the City Manager to establish a limited period amnesty program for certain utility debts owed to the City of Rochelle.
Staff Contact: Barbara Bell
Summary: The City currently has some old utility debts which have been difficult to collect. Most of these debts have been sent to a collection agency and/or the Local Debt Recovery Program but have not been paid. The collection agency has also reported the debts to credit bureaus. The amnesty program will give debtors a final chance to pay their debts.
The amnesty program will be available from November 1, 2018 through November 30, 2018. The program will allow debtors to pay their debt at a 25% discount. Eligible debtors will receive a letter informing them of the program and the discount.
The City of Rochelle has outstanding utility debts from 2006-2012 totaling $713,735.30. Payment of the debts will assist with maintaining fiscal stability.
Strategic Plan Goal Application: Maintain fiscal stability
Recommendation: Approve a resolution authorizing the City Manager to establish a limited period amnesty program for utility debts owed to the City of Rochelle
Supporting Documents:
City Council Meeting Agenda - October 9, 2018
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Tuesday, October 9, 2018 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
- CALL TO ORDER:
* Pledge to the Flag
* Prayer
- ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
- REPORTS AND COMMUNICATIONS:
* Mayor
* Council Members
* Employee Introduction – Dustin Schaefer
* Good News Award – Michelle Pease and Sam Tesreau
- PUBLIC COMMENTARY:
- BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings – pdf September 24, 2018 (421 KB)
pdf (421 KB) b) Accept and Place on File Minutes of Utility Advisory Board – pdf July 18, 2018 (147 KB)
pdf (147 KB) c) Accept and Place on File Minutes of Golf Course Advisory Board – pdf July 30, 2018 (69 KB)
pdf (69 KB) d) Approve Exceptions – pdf 09/19/18-10/01/18 (69 KB)
pdf (69 KB) e) Approve Bills – pdf 10/02/18 (227 KB)
pdf (227 KB) f) Approve Payroll – pdf 9/10/18-9/23/18 (53 KB)
2) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One T Liquor License - Road Ranger, LLC East Highway 38
3) Licensing Agreement with Kennays
4) Ordinance Approving an Amendment and Updates to the City of Rochelle Employee Handbook
(Personnel Policies Manual)
5) Ordinance Approving an Easement Agreement for Utility Facilities with Robert Barkei
6) South Main Street Right of Way and/or Easement Acquisition (x4)
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
- ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One T Liquor License – Road Ranger, LLC East Highway 38
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary:
Road Ranger, LLC, located at 890 E. Highway 38, has submitted an application for a Class T liquor license. The Class T license allows 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. Alcoholic liquor sold at licensed Truck Stop Establishments must be sold in the original package 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 Olson, has reviewed the application and has no objection to the creation of a Class T liquor license. The addition of this license will result in a total of one Class T liquor license in the City of Rochelle.
Recommendation: Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One T Liquor License – Road Ranger, LLC East Highway 38
Supporting Documents:
Agenda Item #3 - Kennay Farms Distillery, LLC RickHouse Easement Agreement for Overhead Piping
Staff Contact: Michelle Pease, Community Development Director
Summary: As part of the Kennay Farms Distillery, LLC RickHouse Development project, an easement agreement is being requested for air rights for the installation, construction and maintenance of overhead piping on the west side of the building located at 416 Lincoln Highway, Rochelle, IL 61068.
This overhead piping will allow for product to be piped from the distillery to the RickHouse for bottling. The piping is to be constructed of either metal or other impervious composition to ensure that no debris or liquid can fall onto pedestrians below the piping.
This easement is for a period of thirty (30) years with an option for two ten (10) year extensions. Kennay Farms Distillery, LLC will maintain the piping in accordance with the applicable City Codes and all other applicable building code regulations.
Strategic Plan Goal Application:
This project continues to support the City’s Strategic Plan goals by improving and developing our Downtown.
Recommendation:
Approve the Kennay Farms Distillery Easement Agreement.
Supporting Documents:
pdf Easement Agreement (132 KB)
pdf Overhead Piping Visual (2.12 MB)
Agenda Item #4 - Resolution Approving an Amendment and Updates to the City of Rochelle Employee Handbook (Personnel Policies Manual)
Staff Contact: Nancy Bingham
Summary: The City of Rochelle “Handbook” Personnel Policies Manual was last updated in 2007. 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.
Highlight of updates and/or additions:
-Overall Format - Revised and Added
-Welcome Letter - Added
-Customer Service Standards - Added
-Departments - Added
-Employee Compensation - Revised
-Leaves – Revised and Added
-Benefit - information expanded
-Other – Revised and Added
-Your rights – Revised and Added
-Separation – Revised and Added
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 and Updates to the City of Rochelle Employee Handbook (Personnel Policies Manual)
Supporting Documents:
Agenda Item #5 - Resolution Approving Electric Utility Easement
Staff Contact: Jason Bird
Summary: Upon review of the City records it has been determined that the City does maintain the easement rights to this location. However, the City desires to ensure its records are complete and accurate. This location is south of the intersection of Ritchie Road and Mulford Road. This was one of the two outstanding easement agreements that are needed to close the gap on the transmission line.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Transmission | $25,000 |
Strategic Plan Goal Application:
Maintain fiscal stability & balanced budget, explore improving service delivery models
Recommendation: Approve the resolution for $25,000.00 to purchase the easements rights to the location listed above, these funds will get rolled into our tariff and paid back.
Supporting Documents:
pdf Resolution for the purchase of the Easement (171 KB)
pdf Executed Easement Agreement for Utility Facilities (251 KB)
Agenda Item #6 - 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 first group Agreements for the right of way parcels and/or easements for the South Main Street Phase 1 reconstruction project. There are currently three right of way and/or easement agreements that have been signed and several more are anticipated over the next several 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.
| Source: | Budgeted Amount: | Propsed Expenditure: |
|
Ph1 Improvements sec#12-00112-00FP |
Within total budgeted project expense of $3.6M for 2018 | |
| Russ Stevens (0.402 Acres +/-) PIN 24-36-276-005 | Right of Way and Temporary Easement | $30,000 (including applicable damages to property) |
| Adam Petty (0.034 Acres +/-) PIN 24-36-229-021 | Temporary Easement | $424 (including applicable damages to property) |
| Daniel Peruski (0.054 Acres +/-) PIN 24-36-276-021 | Right of Way and Temporary Easement | $4,170 (including applicable damanges to property) |
Recommendation:
Approve Resolutions and Agreements for the South Main Street Phase 1 reconstruction and expansion project right of way and/or easements acquisition
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 - Stevens (155 KB)
pdf Right Of Way and/or Easement Agreement - Stevens (147 KB)
pdf Resolution - Petty (156 KB)
pdf Right Of Way and/or Easement Agreement - Petty (82 KB)
City Council Meeting Agenda - September 24, 2018
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, September 24, 2018 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
· Pledge to the Flag
· Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
· Public Power Week – pdf October 7-13, 2018 (190 KB)
· National Fire Prevention Week – pdf October 7-13, 2018 (253 KB)
IV. REPORTS AND COMMUNICATIONS:
· Mayor
· Council Members
· Swearing In – Firefighter Tyler Christopherson
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 9/10/18 (357 KB)
b) Accept and Place on File Planning & Zoning Minutes – pdf 08/06/18 (158 KB)
c) Accept and Place on File Police and Fire Commission Minutes – pdf 6/12/18 (101 KB)
d) Approve Exceptions – pdf 09/05/18-09/17/18 (68 KB)
e) Approve Bills – pdf 09/18/18 (265 KB)
f) Approve Payroll – pdf 08/27/18-09/09/18 (50 KB)
g) Authorize Rochelle Community Action Network Food Truck Fair – pdf 10/20/18 (355 KB)
h) Approve Request from Rochelle Kiwanis to Hold Annual Peanut Days – pdf 10/5/18-10/6/18 (19 KB)
i) Accept and Place on File Financial Statement – pdf August 2018 (688 KB)
2) Public Hearing Concerning the Intent of the Council of the City of Rochelle, Ogle and Lee Counties, Illinois to Sell Not to Exceed $15,000,000 Taxable General Obligation Pension Funding Bonds (Alternate Revenue Source)
3) Public Hearing Concerning the Intent of the Council of the City of Rochelle, Ogle and Lee Counties, Illinois to Sell Not to Exceed $4,500,000 General Obligation Bonds (Alternate Revenue Source)
4) Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement for School Resource Officer between the Board of Education of Rochelle Elementary District #231 and the City of Rochelle
5) Ordinance Amending Certain Sections of Chapter 98, Article 1 of the Rochelle Municipal Code Pertaining to the Payment of Utility Bills
6) Resolution Approving the Purchase of the Brossman Rail Right-of-Way
7) Resolution Authorizing the Execution of Fiber Optic Cable Lease Agreement with Zayo Group, LLC
8) Ordinance Waiving the Competitive Bidding Requirements and Awarding Anixter Power Solutions a Purchase Order for the Purchase of Electrical Distribution Cable
VII. DISCUSSION ITEMS:
1) USEPA Brownfields Grant
VIII. EXECUTIVE SESSION
X. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Public Hearing Concerning the Intent of Council of the City of Rochelle, Ogle and Lee Counties, Illinois to Sell Not to Exceed $15,000,000 Taxable General Obligation Pension Funding Bonds (Alternate Revenue Source)
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: The purpose of the hearing will be to receive public comments on the proposal to sell bonds of the City in the amount not to exceed $15,000,000, to fund all or a portion of the unfunded Police Pension Fund and Firefighters’ Pension Fund liability of said City, including prepayment of, and providing a budget stabilization fund for, such liability.
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
Supporting Documents:
pdf Public Safety Pension Funding Presentation (437 KB)
pdf BINA materials 2018 bond issues (282 KB)
Agenda Item #3 - Public Hearing Concerning the Intent of Council of the City of Rochelle, Ogle and Lee Counties, Illinois to Sell Not to Exceed $4,500,000 General Obligation Bonds (Alternate Revenue Source)
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: The purpose of the hearing will be to receive public comments on the proposal to sell bonds of the City in the amount not to exceed $4,500,000, to finance infrastructure improvements in and for the City including but not limited to 2nd Avenue urbanization and drainage improvements, downtown storm sewer and drainage improvements including street and sidewalk reconstruction as needed, general street improvements including curb and gutter, storm water, sidewalks, pavement and offsite drainage improvements, right-of-way acquisition, and professional and surveying fees and paying the expenses incident thereto.
Strategic Plan Goal Application: Reduce/Re-evaluate Debt – Long Term Complex, Maintain Fiscal Stability & Balanced Budget – Short Term Routine, Create a 20 Year Capital Improvement Plan – Short-Term Routine & Long-Term Complex
Supporting Documents:
pdf BINA materials 2018 bond issues (282 KB)
Agenda Item #4 - Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement for School Resource Officer between the Board of Education of Rochelle Elementary District #231 and the City of Rochelle
Staff Contact: Police Chief Eric Higby and City Manager Jeff Fiegenschuh
Summary: The proposed agreement outlines the assignment, employment, qualifications and duties of the school resource officer. In addition, the document shows the cost sharing measures that will take place between the City of Rochelle and the Board of Education of Rochelle Elementary District 231. The Board agrees to pay 66% of the SRO’s total compensation, including salary, overtime, benefits, and pension payments for days when the students are regularly scheduled to be in attendance. During the summer, the City will be responsible for paying the entire compensation as the officer will be performing duties at the police department.
| Funding Source: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| General Fund | $ 33,314.48 | |
| School District *will continue to monitor for grants | $70,301.78 |
Strategic Plan Goal Application: Creating intergovernmental partnerships and encouraging community involvement with the Rochelle Police Department.
Recommendation:
Approve a Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement for School Resource Officer between the Board of Education of Rochelle Elementary District #231 and the City of Rochelle.
Supporting Documents:
Agenda Item #5 - Ordinance Amending Certain Sections of Chapter 98, Article 1 of the Rochelle Municipal Code Pertaining to the Payment of Utility Bills
Staff Contact: Barbara Bell
Summary: The current deferred payment agreement states an applicant must pay a minimum of one-quarter of the amount past due and then pay one-quarter of the amount past due each month for the next three months. Applicants often find it difficult to pay one-quarter of the amount past due when initiating the agreement and then continue paying one-quarter of the amount past due plus the current amount due for the next 3 months. If an applicant fails to pay all amounts by the due date, the payment agreement will be defaulted.
Amending the minimum amount due at the start of the payment agreement to one-seventh of the amount past due and increasing the number of months to pay the past due amount from 3 to 6 months may alleviate some of the immediate financial burden for the applicant.
Strategic Plan Goal Application: Maintain fiscal stability and a balanced budget
Recommendation:
Approve an Ordinance Amending Certain Sections of Chapter 98, Article 1 of the Rochelle Municipal Code Pertaining to the Payment of Utility Bills
Supporting Documents:
Agenda Item #6 - Resolution Approving the Purchase of the Brossman Rail Right-of-Way
Staff Contact: Jason Anderson
Summary: The 2018 CIR Budget has $700,000 budgeted for the purchase of additional rail right of way. In conjunction with the plans to expand the City of Rochelle Railroad and advance the $6M in grants, additional rail right of way had to be purchased for the project. In 2016 GREDCO was able to acquire a 200’ X 4,350’ parcel +/- 20 acres so the project and the grant applications could move forward. The purchase was funded by a $700,000 loan which GREDCO secured through three local banks. Today the rail capital fund has over $2M in reserve which will cover the cost of purchasing the rail right of way and cover the City’s portion of the cost of the rail expansion.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| CIR Rail Revenues | $725,000 | $720,000 |
| *$25,000 Budgeted for Interest on Loan |
Strategic Plan Goal Application: Under the category Economic & Business Development the Goal to Develop & Improve Strategies for industrial Growth the City and GREDCO are committed to continue to find ways to expand the City Rail System. This acquisition is directly tied to this goal. The expansion of the CIR is expected to be completed by Q1 2019 at which time additional CIR revenue can be derived from the expansion.
Recommendation:
Approve a Resolution Approving the Purchase of the Brossman Rail Right-of-Way
Supporting Documents:
pdf Resolution Approving the Purchase of the Brossman Rail Right-of-Way (172 KB)
pdf Purchase and Sale Agreement (254 KB)
Agenda Item #7 - Resolution Authorizing the Execution of Fiber Optic Cable Lease Agreement with Zayo Group, LLC
Staff Contact: Jason Bird
Summary: The fiber lease agreement with Zayo has expired. The proposed resolution authorizes the City Manager to sign a new Dark Fiber License Agreement with Zayo. One big difference between the two agreements is that Zayo will now be leasing two separate pairs of fiber from RMU (total of 4 fibers). Zayo will pay an additional $750 per month to lease the extra fiber pair and a onetime charge of $1,000 for the installation and splicing.
Strategic Plan Goal Application: Short Term Routine – Maintain Fiscal Stability & Balanced Budget by continuing to grow our communications service.
Recommendation: Approve a Resolution Authorizing the Execution of Fiber Optic Cable Lease Agreement with Zayo Group, LLC by the City Manager
Supporting Documents:
pdf Fiber Lease Agreement (624 KB)
Agenda Item #8 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Anixter Power Solutions a Purchase Order for the Purchase of Electrical Distribution Cable to provide service to Loves Travel Stop
Staff Contact: Jason Bird
Summary: Okonite cable is the manufacture of the cable used in Rochelle, like many manufactures of products they select a single vendor to provide their material. Anixter is the vendor of choice for Okonite in Illinois. Anixter is also the provider of our inventory consignment program and this cable is on the inventory program. Due to the cost of the cable it was best to have the ordinance drawn up and approved by council.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| CIP | $100,000 | $83,745 |
Strategic Plan Goal Application:
Short Term Routine - Maintain Fiscal Stability & Balanced Budget by growing funding sources
Long Term Route - Promote, Retain, Enhance Small Business Development by attracting retail and commercial growth.
Recommendation:
Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Anixter Power Solutions a Purchase Order for the Purchase of Electrical Distribution Cable at a cost of $83,745.00
Supporting Documents:
pdf Anixter quote for the purchase of 4500 feet of 750 copper underground wire. (77 KB)
Discussion Item #1 - USEPA Brownfields Grant
Staff Contact: Michelle Pease
Summary: Fehr Graham was hired to assist with facilitating the USEPA Brownfields Grant in September 2014. Michelle Pease will present a short power point presentation on the progress of the grant and various sites that have been assessed with the grant dollars. Ross Grimes with Fehr Graham will be present to answer any questions about the grant as well.
City Council Meeting Agenda - August 27, 2018
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, August 27, 2018 at 7:00 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
* Presentation to Rochelle Community Foundation
* New Employee Introductions
o Matthew Beach
o Kyle White
o Kyle Bridgeman
* Good News Award
o Administrative Services Department
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 8/13/18 (250 KB)
b) Approve Minutes of Special City Council Meetings - pdf 7/30/18 (51 KB) , pdf 8/13/18 6:30, 8/13/18 6:45 (82 KB)
c) Accept and Place on File Minutes of Rochelle Municipal Airport - pdf 4/23/18 (54 KB)
d) Approve Exceptions – pdf 08/8/18-08/20/18 (66 KB)
e) Approve Bills – pdf 08/21/18 (215 KB)
f) Approve Payroll – pdf 07/30/18-08/12/18 (50 KB)
g) Approve Hay Day Committee request to close various streets and parking lots – pdf October 13, 2018 (107 KB)
h) Approve RTHS Homecoming Parade Request – pdf September 27, 2018 (342 KB)
i) Accept and Place on File Financial Statement – pdf July 2018 (629 KB)
j) Approve Vinny’s Barbershop Customer Appreciation Day Request – pdf September 15, 2018 (28 KB)
2) Ordinance Approving the Adoption of the City of Rochelle 2017-2018 Strategic Plan
3) Ordinance Amending Section 6-46 of the Municipal Code to Create One M-1 Liquor License – Kennay Farms Distilling, LLC d/b/a Kyte Creek Brewery
4) Ordinance Amending Section 6-46 of the Municipal Code to Create One M-2 Liquor License – Kennay Farms Distilling, LLC
5) Ordinance Amending Ordinance No. 18-4784 and Lee Ogle Enterprise Zone Description for Recording
6) Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone
7) Cleaning Service Agreement – City Hall and Rochelle Police Department
8) Ordinance Authorizing Loan Agreement between the City of Rochelle and the Illinois Environmental Protection Agency for Well 12 Filtration Improvements
9) Resolution Approving Support and Commitment of Local Funds – Electrical Distribution Expansion
10) Ordinance Authorizing the Disposal of Surplus Street Lights that have Reached a Useful Lifespan
11) Ordinance Waiving the Competitive Bidding Requirements and Awarding Flow Technics a Purchase Order for the Purchase of a Replacement Submersible Pump
12) Resolution Approving the Execution of an Amendment to the Rider to Plat of Easement Pertaining to the City’s Easement Rights Across Certain Real Property Owned by Progressive Park Rochelle, LLC
13) Resolution Approving the Execution of an Access Easement Agreement Pertaining to the City’s Easement Rights Across Certain Real Property Owned by Progressive Park Rochelle, LLC
VII. DISCUSSION ITEMS: 1) Promotion of City Fiber
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Ordinance Approving the Adoption of the City of Rochelle 2017-2018 Strategic Plan
Staff Contact: Jeffrey A. Fiegenschuh, City Manager
Summary: Since January 2018, the City of Rochelle has been working with Northern Illinois University on a new strategic planning document. Part of the process for instituting the new plan included three community meetings with residents, business owners and civic leaders, along with a two-night retreat with Mayor Olson, the city council and staff. Attached to this report is the final document along with a power point presentation highlighting the short-term and long-term goals determined by the city council.
As staff moves from formulation to implementation of this document, most future policy and spending proposals will tie back to the plan. Each future agenda report will specifically state which goal in the strategic plan it supports.
Recommendation:
Authorize an Ordinance Approving the Adoption of the City of Rochelle 2017-2018 Strategic Plan
Supporting Documents:
pdf Ordinance Approving the Adoption of the City of Rochelle 2017-2018 Strategic Plan (244 KB)
pdf NIU Strategic Plan Power Point Presentation (838 KB)
pdf City Manager Strategic Plan Power Point Presentation (2.47 MB)
Agenda Item #3 & #4 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One M-1 Liquor License – Kennay Farms Distilling, LLC d/b/a Kyte Creek Brewery and Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One M-2 Liquor License – Kennay Farms Distilling, LLC
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary:
Kennay Farms Distilling, LLC, located at 416 Lincoln Highway, has submitted applications for both a Class M-1 liquor license and a Class M-2 liquor license. The Class M-1 license allows the manufacture of beer products on the premises and the retail sale of alcoholic liquor, including the manufactured beer products for consumption on the premises. In addition, the Class M-1 license allows for the retail sale for off premises consumption of the manufactured beer products in packaged form. The Class M-2 license allows the on-site production and storage of alcoholic liquor, specifically including spirits, sale by the bottle for off premises consumption or by the glass for consumption in an accessory tasting room or retail outlet. The Liquor Commissioner, Mayor Olson, has reviewed the applications and has no objection to the creation of both a Class M-1 and a Class M-2 liquor license. The addition of these licenses will result in a total of one Class M-1 liquor license and one Class M-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 Create One M-1 Liquor License – Kennay Farms Distilling, LLC d/b/a Kyte Creek Brewery
Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One M-2 Liquor License – Kennay Farms Distilling, LLC
Supporting Documents:
Agenda Item #5 & #6 - Ordinance Amending Ordinance No. 18-4784 and Lee Ogle Enterprise Zone Description for Recording and 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. In September of 2017 and January and June of 2018 the Rochelle City Council approved ordinances which expanded the zone.
A few months ago the council approved ordinance 18-4784 to expand the zone by adding a project site in Mount Morris. The Department of Commerce and Economic Opportunity has since notified the Zone Administrator that the ordinance needs to be amended to change the legal description for the site.
The parties of the Lee Ogle Enterprise Zone would like to further amend the zone to include industrial and commercial property in the City of Oregon and Village of Ashton.
Lee Ogle Enterprise Zone Administrator Andy Shaw will attend the meeting to answer any questions.
Recommendation:
Authorize an Ordinance Amending Ordinance No. 18-4784 and Lee Ogle Enterprise Zone Description for Recording
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 (5.71 MB)
Agenda Item #7 - Cleaning Service Agreement – City Hall and Rochelle Police Department
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: In anticipation of our custodian’s retirement, the City solicited quotes from three cleaning companies for service at City Hall, the police department and engineering/community development. Unfortunately, the provider with the lowest quote was unable to find staff to perform the services and therefore withdrew their quote. V&C Cleaning had the second lowest quote and agreed to match the lowest provider’s price. V&C has been cleaning all three facilities on a month to month basis since our custodian’s retirement. Staff has been satisfied with their service and V&C has been very responsive in addressing any concerns.
At the City’s request, V&C has provided a one year contract for cleaning city hall and the police department from September 1, 2018 to September 1, 2019 at a weekly cost of $575. If approved, this expenditure will be included in the 2019 budget.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| City Hall | Not Budgeted | $29,000 annually |
Recommendation: Authorize the City Manager to sign the Cleaning Service Agreement with V&C Cleaning from September 1, 2018 to September 1, 2019 at a weekly cost of $575 for Rochelle City Hall and the Rochelle Police Department.
Supporting Documents:
pdf C (12 KB) pdf ontract with V&C Cleaning (12 KB)
Agenda Item #8 - Ordinance Authorizing Loan Agreement between the City of Rochelle and the Illinois Environmental Protection Agency for Well 12 Filtration Improvements
Staff Contact: Adam Lanning
Summary: Well 12, located on Steward and Hayes Road was issued a violation notice in April of 2018. As required by Illinois EPA, council approved a compliance commitment agreement between the City of Rochelle and Illinois EPA. This agreement committed the City to construct a radium removal plant at well 12 to resolve the radium violation notice.
In order to complete this project, it is necessary to borrow funds from the Illinois EPA low interest loan program in order to finance the project. Willett Hofmann and Associate’s is currently working on the design of a radium removal plant at this well.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| IEPA Low Interest Loan Program | Not Budgeted | $4,500,000 |
Recommendation: Approve an Ordinance Authorizing Loan Agreement between the City of Rochelle and the Illinois Environmental Protection Agency for Well 12 Filtration Improvements
Supporting Documents:
Agenda Item #9 - Resolution of Support and Commitment of Local Funds - Electric Distribution Expansion
Staff Contact: Jason Bird
Summary: MightyVine, located on Centerpoint Drive, plans to expand its facility in the near future with the addition of phase three and phase four. As a result, the City and Rochelle Municipal Utilities need to expand and enhance the electrical distribution infrastructure to meet MightVine’s electrical needs by constructing a second feeder to the site. City Staff and the City Manager are in the process of applying to the State of Illinois for a Community Development Block Grant (CDBG) to assist with some of these costs. The CDBG Program requires financial participation by the grantee in conjunction with an award of grant funds. In order to apply, the City needs to commit $2,100,000 from the Rochelle Municipal Utilities Electric Fund for use in conjunction with an Illinois Community Development Block Grant Program grant.
The total cost of the project, based on engineer estimate will be $3,000,000 plus.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| $3,000,000 |
Recommendation:
Approve the Resolution of Support and Commitment of Local Funds
Supporting Documents:
pdf Resolution of Support and Commitment of Local Funds (93 KB)
Agenda Item #10 - Ordinance Authorizing the Disposal of Surplus Street Lights that have Reached a Useful Lifespan
Staff Contact: Jason Bird
Summary: RMU electric division has replaced several cement poles and street light fixtures over the past couple of weeks on Lincoln Highway in downtown Rochelle. These outdated street light fixtures are no longer necessary or useful for the City to retain ownership of and have minimal resale value. City staff members have determined that each street light should be sold in an amount not greater than $200.00.
Anyone wishing to purchase a streetlight must be able to load and unload it themselves, the city will not be responsible for moving them. The purchaser must pay for the lights at 700 West 2nd Avenue before picking them up and checks may be written out to RMU or the City of Rochelle.
Recommendation: Approve Ordinance Authorizing the Disposal of Surplus Street Lights that have Reached a Useful Lifespan
Supporting Documents:
Agenda Item #11 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Flow Technics a Purchase Order for the Purchase of a Replacement Submersible Pump
Staff Contact: Adam Lanning
Summary:
The City of Rochelle currently operates and maintains a wastewater lift station located along First Avenue near the street department shop. This lift station serves Creston, the landfill and most of the north east side of Rochelle pumping approximately 800,000 gallons per day.
Recently, one of the 2 pumps experienced a failure and at this point the cause is unknown. Adam Lanning received a quote for a new replacement ABS 2800 gallon per minute pump through Flow Technics, Inc. at a cost of $34,503 (plus freight). This pump is a proprietary item so we did not solicit multiple bids, instead just got a quote through the original supplier. If we were to use a different brand, it would require modifications to the mounting hardware thus driving up the cost. Installation of the pump will be done in-house.
This is a critical piece of equipment, so Adam Lanning recommends approving the purchase of a new ABS submersible pump to replace the damaged equipment.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Equipment Replacement Fund | Not Budgeted | $34,503.00 |
Recommendation:
Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Flow Technics a Purchase Order for the Purchase of a Replacement Submersible Pump
Supporting Documents:
pdf Quote from Flow Technics (148 KB)
Agenda Item #12 - Resolution Approving the Execution of an Amendment to the Rider to Plat of Easement Pertaining to the City’s Easement Rights Across Certain Real Property Owned by Progressive Park Rochelle, LLC
Staff Contact: Jason Bird
Summary: The proposed Amendment to Rider to Plat of Easement will give the City of Rochelle and RMU the right to construct underground and/or above-ground water, sewer, electric, and any other City of Rochelle utility facilities within the Utility Easement Area, the right to maintain, make all necessary repairs, and/or replace underground and above-ground utility facilities, as may be reasonable and proper, together with the right of ingress and egress for the purpose of constructing, maintaining, repairing, and/or replacing utility facilities, together with the right to construct, maintain, repair, and/or replace the necessary appurtenances for utility facilities below, over, along, upon and through the Utility Easement Area.
Recommendation:
Approve Resolution Approving the Execution of an Amendment to the Rider to Plat of Easement Pertaining to the City’s Easement Rights Across Certain Real Property Owned by Progressive Park Rochelle, LLC
Supporting Documents:
pdf Amendment to Rider to Plat of Easement (1.00 MB)
Agenda Item #13 - Resolution Approving the Execution of an Access Easement Agreement Pertaining to the City’s Easement Rights Across Certain Real Property Owned by Progressive Park Rochelle, LLC
Staff Contact: Adriana Milan
Summary: On May 14th, 2018, City Council approved the land lease agreement between the City of Rochelle and LAMAR companies. The proposed access agreement allows for the construction, maintenance, and repair of the existing billboards advertisement signs along I-88. The easement is limited to ingress and egress over the easement area.
Recommendation:
Authorize Resolution Approving the Execution of an Access Easement Agreement Pertaining to the City’s Easement Rights Across Certain Real Property Owned by Progressive Park Rochelle, LLC
Supporting Documents:
pdf Access Easement Agreement (844 KB)
Discussion Item #1 - Promotion of City Fiber
Summary: Sikich was hired to examine how the City could better promote and market the fiber. Scott Kolbe, partner of Sikich Marketing & Public Relations, will attend the meeting to share the findings with the City Council.
Special City Council Meeting Agenda - August 27, 2018
AGENDA
ROCHELLE CITY COUNCIL
SPECIAL MEETING
Monday, August 27, 2018 at 6:45 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
II. ROLL CALL:
III. PUBLIC COMMENTARY:
IV. BUSINESS ITEMS:
1) Public Hearing on Community Development Block Grant for Electrical Infrastructure to Support the
Expansion of the MightyVine Commercial Growing Operation on Centerpoint Drive
V. ADJOURNMENT
Agenda Item #1 - Public Hearing on Community Development Block Grant for Electrical Infrastructure toSupport the Expansion of the MightyVine Commercial Growing Operation on Centerpoint Drive
Summary: On or about September 1, 2018, the City of Rochelle intends to apply to the Illinois Department of Commerce and Economic Opportunity for a grant from the State CDBG program. This program is funded by Title 1 of the federal Housing and Community Development Act of 1974, as amended. These funds are to be used for a community development project that will include the following activities: electrical infrastructure including poles and conductors to support the $17,000,000 expansion of the MightyVine commercial growing operation located on Centerpoint Drive in Rochelle, Illinois. The expansion will create a minimum 60 jobs. The total amount of CDBG funds to be request is $900,000. The amount of CDBG funds proposed to be used for activities that will benefit low-to-moderate income persons is $459,000. The City of Rochelle also proposed to expend $2,100,000 in non-CDGB funds on the project.
These non-CDBG funds will be derived from the following sources: Rochelle Municipal Utility Electrical Fund.
Rochelle City Council Budget Workshop - August 20, 2018
AGENDA
ROCHELLE CITY COUNCIL
BUDGET WORKSHOP
Monday, August 20, 2018 at 6:00 p.m.
Rochelle Technology Center
910 Technology Parkway, Rochelle, IL 61068
I. CALL TO ORDER:
II. ROLL CALL:
III. PUBLIC COMMENTARY:
IV. DISCUSSION ITEM:
1) 2019 Budget
V. ADJOURNMENT
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