AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, August 13, 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

* Good News – Scott Gross

* School Resource Officer – Superintendent Jason Harper & Police Chief Eric Higby

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meetings – pdf 7/23/18 (319 KB)

b) Approve Minutes of Special City Council Meetings – pdf 7/12/18 (39 KB) , pdf 7/23/18 (599 KB)

c) Accept and Place on File Minutes of Utility Advisory Board – pdf 5/16/18 (232 KB)

d) Accept and Place on File Minutes of Railroad Advisory Board –   pdf 5/3/18 (44 KB)

e) Accept and Place on File Minutes of Planning & Zoning Commission – pdf 5/7/18 (152 KB)

f) Approve Exceptions – pdf 07/18/18-08/06/18 (82 KB)

g) Approve Bills – pdf 08/07/18 (229 KB)

h) Approve Payroll – pdf 07/16/18-07/29/18 (49 KB)

i) Approve Request from the Artists’ Garden to hold a Grand Opening Event – pdf August 24, 2018 (244 KB)

j) Establish Annual Trick-or-Treat Schedule - October 31, 2018 from 5:00pm-8:00pm

2) Audit Reports for January 1, 2017 – December 31, 2017

3) Ordinance Annexing and Zoning the Property Located at 16218 E Steward Road and 16314 E Steward

Road, with Property Identification Numbers 25-32-300-002 & 25-32-300-003

4) Ordinance Approving a Fourth Amendment to Annexation Agreement between Progressive Park Rochelle, LLC, and the City of Rochelle

5) Ordinance Approving the Preliminary and Final Plat of Progressive Park LLC Subdivision located at 16218 and 16314 Steward Road – Parcels 25-32-300-002 & 25-32-300-003

6) Ordinance Approving an Annexation Agreement between the Landowners of Certain Parcels of Land with Property Identification Numbers 24-13-426-003, 24-13-426-005, 24-13-426-006 and 24-13-426-007 and the City of Rochelle

7) Ordinance Annexing and Zoning the Property Located at the Northwest Corner of Flagg Road and North Caron Road with Property Identification Numbers 24-13-426-003, 24-13-426-005, 24-13-426-006 and 24-13-426-007

8) Ordinance Amending the Boundaries of the B-2 Zoning Districts and Amending the Official Zoning Map to Rezone Parcels 24-13-426-003, 24-13-426-055, 24-13-426-006 and 24-13-426-007 located at the corner of Flagg Road and Caron Road

9) Ordinance Approving the Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Redevelopment Project

10) Ordinance Designating the Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area

11) Ordinance Adopting Tax Increment Financing

12) Ordinance Amending Chapter 6, Article I, Section 6-3 of the Rochelle Municipal Code Pertaining to Liquor License Classifications

13) Ordinance Amending Chapter 25, Article II, Section 26-44 of the Rochelle Municipal Code Pertaining to Liquor License Fees

14) Ordinance Authorizing Loan Agreement between the City of Rochelle (a Non-Home Rule Entity) and the Illinois Environmental Protection Agency – Wastewater Treatment Plant Upgrades

15) Resolution Approving a Master Pole Agreement between the City of Rochelle and Mobilitie, LLC

16) Outage Management System

17) Distributed Generation Interconnection Agreement with Tyson

18) Resolution Approving a General Release, Indemnification and Hold Harmless Agreement with Kannay Farms Distilling, LLC

19) Engineering Services Agreement for Improvements at IL Rte. 251 and Steward Rd and along Steward Rd relating to the Loves Travel Stop Development

20) Ordinance Authorizing the Payment for Certain Easement Rights and Privileges to Soy Capital Ag Services and Trust Company pertaining to the Maintenance of Certain Overhead and Underground Utilities by Rochelle Municipal Utilities

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION IX. ADJOURNMENT The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Audit Reports for January 1, 2017 – December 31, 2017

Staff Contact:  Chris Cardott, Finance Director

Summary:      Sikich, LLP planned and performed the audit in order to obtain reasonable assurance about whether the financial statements are free of material misstatements. This included performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The audit also included evaluating the appropriateness of accounting policies used, significant estimates made by management and evaluating the overall presentation of the financial statements.

The auditor’s opinion, as noted on page 2 of the Comprehensive Annual Financial Report, indicates that the financial statements “present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Rochelle, Illinois, as of December 31, 2017, and the respective changes in financial position and, where applicable cash flows thereof for the year ended in conformity with accounting principles generally accepted in the United States of America.”

Anthony Cervini, Partner of Government Services for Sikich, will attend the meeting to provide an overview of the City’s Financial Statement and respond to questions from the Mayor and Council members.

Recommendation:     Accept and place on file the Audit Reports for January 1, 2017 – December 31, 2017 as prepared and presented by Sikich, LLP.

Supporting Documents: 

pdf City of Rochelle Comprehensive Annual Financial Report – December 31, 2017 (2.30 MB)

pdf Rochelle Municipal Utilities Annual Financial Report – December 31, 2017 (1.14 MB)

pdf Lighthouse Pointe TIF Financial Report – December 31, 2017 (517 KB)

pdf Management Letter – December 31, 2017 (404 KB)

Agenda Items #3-5 - Ordinances Annexing and Zoning the Property Located at 16218 and 16314 E Steward Road, with Property Identification Numbers 25-32-300-002 & 25-32-300-003, Approving a Fourth Amendment to Annexation Agreement between Progressive Park Rochelle, LLC and the City of Rochelle and Approving the Preliminary and Final Plat of Progressive Park LLC Subdivision

Staff Contact:  Michelle Pease/Kip Countryman

Summary:      Progressive Park LLC (formerly Prologis Park) has petitioned the City of Rochelle to amend the current annexation agreement to include the 2 lots that were excluded in the original Annexation Agreement in 2006. Progressive Park LLC has since purchased the excluded lots.

The purpose of subdividing the lots from 3 to 1 allows the petitioner to develop the property for future expansion of warehouse distribution, office space, and off-street parking.

The City improvements and easements were provided in the original Annexation Agreement but rezoning and a minor subdivision is required along with amending the current annexation agreement.

Progressive Park LLC, along with City staff developed the amended Annexation Agreement which contains a preliminary and final plat of subdivision and Zoning for I-2 General Industry.

The City of Rochelle Planning and Zoning Commission held a public hearing on August 6th to review the petition from Progressive Park LLC. After review of the facts the Planning and Zoning Commission recommends, by a vote of 4-0, that the City Council approve the preliminary and final plat of subdivision for the 3.7 acres contingent upon staff review and comments.

Recommendation:    

Approve an Ordinance Annexing and Zoning the Property Located at 16218 E Steward Road and 16314 E Steward Road, with Property Identification Numbers 25-32-300-002 & 25-32-300-003

Approve an Ordinance Approving a Fourth Amendment to Annexation Agreement between Progressive Park Rochelle, LLC, and the City of Rochelle

Approve an Ordinance Approving the Preliminary and Final Plat of Progressive Park LLC Subdivision located at 16218 and 16314 Steward Road – Parcels 25-32-300-002 & 25-32-300-003

Supporting Documents: 

pdf Ordinance Annexing and Zoning the Property Located at 16218 and 16314 E Steward Road (96 KB)

pdf Ordinance Approving a Fourth Amendment to Annexation Agreement (108 KB)

pdf Fourth Amendment to Annexation Agreement (425 KB)

pdf Ordinance Approving the Preliminary and Final Plat of Progressive Park LLC Subdivision (709 KB)

 Agenda Item #6-8 - Ordinances Approving an Annexation Agreement between the Landowners of Certain Parcels of Land with Property Identification Numbers 24-13-426-003, 24-13-426-005, 24-13-426-006 and 24-13-426-007 and the City of Rochelle, Annexing and Zoning the Property Located at the Northwest Corner of Flagg Road and North Caron Road and Amending the Boundaries of the B-2 Zoning Districts and Amending the Official Zoning Map

Staff Contact:  Michelle Pease/Kip Countryman

Summary:      City staff members have negotiated annexation agreements with four property owners on N Caron Road south of Flagg Road in order to include these properties in the Northern Gateway TIF district. The purpose of the proposed ordinances is to approve the annexation agreements and to amend the zoning map to include these properties in the proper zoning district consistent with the comprehensive plan once development takes place.

The City of Rochelle Planning and Zoning Commission held a public hearing on August 6th to review the petition. After review of the facts the Planning and Zoning Commission recommends, by a vote of 4-0, that the City Council amends the official zoning map and changes the four parcels to B-2 Commercial Highway.

Recommendation:    

Approve an Ordinance Approving an Annexation Agreement between the Landowners of Certain Parcels of Land with Property Identification Numbers 24-13-426-003, 24-13-426-005, 24-13-426-006 and 24-13-426-007 and the City of Rochelle

Approve an Ordinance Annexing and Zoning the Property Located at the Northwest Corner of Flagg Road and North Caron Road with Property Identification Numbers 24-13-426-003, 24-13-426-005, 24-13-426-006 and 24-13-426-007

Approve an Ordinance Amending the Boundaries of the B-2 Zoning Districts and Amending the Official Zoning Map to Rezone Parcels 24-13-426-003, 24-13-426-055, 24-13-426-006 and 24-13-426-007

Supporting Documents: 

pdf Ordinance Approving an Annexation Agreement (104 KB)

pdf Annexation Agreement (208 KB)

pdf Ordinance Annexing and Zoning the Property Located at the Northwest Corner of Flagg Road and North Caron Road (109 KB)

pdf Ordinance Amending the Boundaries of the B-2 Zoning Districts and Amending the Official Zoning Map (268 KB)

Agenda Item # 9-11 - Ordinance Approving the Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Redevelopment Project, Ordinance Designating the Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area and Ordinance Adopting Tax Increment Financing

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

Summary: The City of Rochelle, Illinois desires to implement a tax increment financing district pursuant to the Tax Increment Allocation Redevelopment Act, 65 ILCS 5/11-74,4-1. As described in the TIF Redevelopment Plan and Project, the proposed Rochelle Northern Gateway TIF consists of approximately 1 1/2 acres and 100 parcels.

In creating the Northern Gateway TIF, the City of Rochelle hopes to address property blight and vacancy, aging infrastructure and assist with overall redevelopment of the district.

Next Steps:

Registration of TIF with the County Clerk

Recommendation:

Approve an Ordinance Approving the Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Redevelopment Project

Approve an Ordinance Designating the Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area

Approve an Ordinance Adopting Tax Increment Financing

Supporting Documents:

pdf Ordinance Approving the Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Redevelopment Project (100 KB)

pdf Exhibit B Redevelopment Plan and Project (18.48 MB)

pdf Ordinance Designating the Rochelle Northern Gateway Tax Increment Financing Redevelopment Project Area (85 KB)

pdf Ordinance Adopting Tax Increment Financing (91 KB)

Agenda Item #12-13 - Ordinance Amending Chapter 6, Article 1, Section 6-3 of the Municipal Code Pertaining to Liquor License Classifications and Ordinance Amending Chapter 26, Article II, Section 26-44 of the Municipal Code pertaining to Liquor License Fees

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

Summary: The owners of Kennay Farms Distilling, LLC and Kennay Farms Distilling, LLC d/b/a Kyte Creek Brewery have applied for liquor licenses to operate both a distillery and brewery at 416 Lincoln Highway in Rochelle.  The proposed modifications to Chapter 6, Alcoholic Beverages, of the Rochelle Municipal Code include the creation of the following new Class M licenses:   Class M-1 Microbrewery, Class M-2 Distillery and Class M-3 Manufacture of Wine.  In addition, proposed modifications to Chapter 26 include the establishment of annual fees for each of the new Class M licenses of $1800, based on a comparison of other communities.    

Recommendation:  

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

Approve an Ordinance Amending Chapter 26, Article II, Section 26-44 of the Municipal Code pertaining to Liquor License Fees

Supporting Documents:

pdf Ordinance Amending Chapter 6, Article 1, Section 6-3 of the Municipal Code Pertaining to Liquor License Classifications (187 KB)

pdf Ordinance Amending Chapter 26, Article II, Section 26-44 of the Municipal Code pertaining to Liquor License Fees (183 KB)

Agenda Item #14 - Ordinance Authorizing Loan Agreement between the City of Rochelle (a Non-Home Rule Entity) and the Illinois Environmental Protection Agency

Staff Contact:  Adam Lanning, Water/Water Reclamation Superintendent

Summary:      Baxter Woodman is currently finishing up the design to construct several wastewater treatment plant upgrades. In order to proceed with funding the project as planned, it is necessary to adopt an ordinance authorizing a loan agreement between the City of Rochelle and the Illinois EPA.  This ordinance will authorize the City of Rochelle to borrow funds from the Waste Pollution Control Loan Program in the aggregate principal amount of $7,000,000.00 to provide funds to pay the costs of the Project.

Recommendation:     Adopt an ordinance to authorize the City of Rochelle to borrow funds from the Illinois EPA in the amount not to exceed $7,000,000. 

Supporting Documents: 

pdf Ordinance Authorizing Loan Agreement between the City of Rochelle (a Non-Home Rule Entity) and the Illinois Environmental Protection Agency (171 KB)

Agenda Item #15 - Resolution approving Master Pole Agreement between The City of Rochelle and Mobilitie, LLC

Staff Contact:  Jason Bird, Superintendent of Electric Operations

Summary: The Illinois General Assembly recently enacted Public Act 100-0585, known as the Small Wireless Facilities Deployment Act, which became effective on June 1, 2018. 

The City is authorized to enact appropriate regulations relative to small wireless facilities, distributed antenna systems and other personal wireless telecommunication facility installations in the public right-of-way and pole attachment agreement, as long as it done not conflict with state and federal law.  The proposed resolution and the Master pole agreement defines the cost of attachments and codes that need to be followed.

Recommendation:    

Approve the Resolution approving a master pole agreement between The City of Rochelle and Mobilitie, LCC

Supporting Documents:

pdf Resolution approving a master pole agreement between The City of Rochelle and Mobilitie, LLC (166 KB)

pdf Master pole attachment agreement (172 KB)

Agenda Item #16 - Outage Management System

Staff Contact:  Jason Bird, Superintendent of Electric Operations

Summary:      PSE assisted Rochelle Municipal Utilities (RMU) in generating a Request for Proposal for an outage management system (OMS). In turn, RMU assisted in the evaluation of the responses.

Proposals were received from four vendors. The table below lists the vendors as well as the initial and 5 year on-going costs for each proposed system.

To determine which system is best for RMU, each vendor was evaluated based on the following five categories: Functional Requirements, Key Technical Questions, Integrations, References and Experience with similar utilities and Price.

From this evaluation, dataVoice is the clearly preferred system for the following reasons:

* Functional Requirements - dataVoice was stronger on functional requirements. Other vendors required additional software modules not included in the base bid to meet critical functionality including notifying crews of outages and allowing crews to interact with the OMS.

* Key Questions - dataVoice offered a strong solution to the questions posed.

* Integrations - To perform the necessary functionality, the OMS must integrate with Caselle CIS, Esri GIS, Elster AMI and CRC call center. dataVoice offered the strongest solutions for integrations with RMU software systems. Other vendors required significant additional software to be developed to support the integration, either by the vendor at a cost or by RMU.

* References - dataVoice had the strongest references with similar municipal utilities.

* Price-  dataVoice was competitive on price.

While each vendor had strengths, the totality of the solution proposed by dataVoice best meets the functionality required by RMU and best overall value.

Recommendation:     Accept the proposal from datavoice for an Outage Management System in the amount of $108,820 for the first year and an additional $12,500 annual maintenance fee for four years thereafter.

Agenda Item #17 - Distributed Generation Interconnection Agreement with Tyson Foods

Staff Contact:  Jason Bird, Superintendent of Electric Operations

Summary:      This agreement governs the terms and conditions under which the distributed generation facility will interconnect to and operate in parallel with, the utility’s electric distribution system.  This agreement does not constitute an agreement to purchase or deliver the interconnection customer’s power.

Nothing in this agreement is intended to affect any other agreement between the utility and interconnection customer.

Terms used in this agreement are defined in Attachment 1 hereto unless otherwise noted.

Recommendation:     Authorize the City Manager to sign a Distributed Generation Interconnection Request Agreement with Tyson Foods

Supporting Documents: 

pdf Distributed Generation Interconnection Request Agreement (183 KB)

Agenda Item #18 - Resolution Approving a General Release, Indemnification and Hold Harmless Agreement with Kennay Farms Distilling, LLC

Staff Contact:  Dave Sawlsville, Fire Chief

Summary:      Kennay Farms Distilling, LLC has recently purchased two buildings on North 6th St. (421 and 427) with the intent of demolishing the buildings.  Kennay Farms Distilling, LLC has agreed to allow the Fire Department to use the existing buildings for training before they are torn down with the execution of an Indemnification Agreement.  Training will consist of forcible entry, search and rescue, ladder work and downed firefighter drills.  Due to the location of the buildings the Fire Department will use a smoke generator for training and minimize the use of actual fire.  

Recommendation:     Approve a Resolution Approving a General Release, Indemnification and Hold Harmless Agreement with Kenny Farms Distilling, LLC

Supporting Documents: 

pdf Resolution Approving a General Release, Indemnification and Hold Harmless Agreement with Kennay Farms Distilling, LLC (167 KB)

pdf General Release, Indemnification and Hold Harmless Agreement  (77 KB) \

Agenda Item #19 - Preliminary Engineering Services Agreement for Improvements at IL Rte. 251 and Steward Rd and along Steward Rd relating to the Loves Travel Stop Development

Staff Contact:  Sam Tesreau, City Engineer

Summary:

As part of the Loves development project, it was agreed that Steward Rd would be widened to accommodate a three lane pavement section with shoulder and/or curb as required. Furthermore, certain geometric and traffic signal improvements will be built at the IL Rte. 251 intersection as required and approved by the Illinois Department of Transportation as a result of their permit review process. Now that the Intersection Design Study (IDS) has been approved, the engineering design for the roadway construction plans has begun.

The annexation agreement contains provisions for reimbursement of a majority of the Preliminary Engineering design and construction engineering associated with the proposed development.

Willett Hofmann, who has developed the traffic analysis and IDS phase, has submitted a proposal for a Preliminary Engineering Services Agreement (PESA) related to the Preliminary Engineering design of the Steward Rd/IL Rte. 251 construction plans at the above identified location. Approval of this PESA will allow the final step of the IDOT review process to continue and keep this critical project on schedule for eventual bidding and commencement of construction in Fall 2018.

Recommendation:

Consider approval of the Preliminary Engineering Services Agreement with Willett Hoffman& Associates for preliminary design of IL Rte. 251 and Steward Rd relating to the Loves Travel Stop Development.

Supporting Documents: 

pdf Preliminary Engineering Services Agreement with Willett Hoffman for preliminary design of IL Rte. 251 and Steward Rd (900 KB)

Agenda Item #20 - Ordinance Authorizing the Payment for Certain Easement Rights and Privileges to Soy Capital Ag Services and Trust Company pertaining to the Maintenance of Certain Overhead and Underground Utilities by Rochelle Municipal Utilities

Staff Contact: Jason Bird, Superintendent of Electric Operations

Summary: City staff are working to clean up paperwork so that there are records of all easements that the transmission lines are currently located on. Therefore, city staff recommends acquiring a permanent easement along Paw Paw Road from Soy Capital Ag Services, in order to maintain the transmission lines at a cost of $5,750.

Recommendation: Approve an Ordinance Authorizing the Payment for Certain Easement Rights and Privileges to Soy Capital Ag Services and Trust Company pertaining to the Maintenance of Certain Overhead and Underground Utilities by Rochelle Municipal Utilities in the amount of $5,750.00.

Supporting Documents:
pdf Ordinance (246 KB)
pdf Easement Letter (4.19 MB)
pdf Signed Easement agreement (3.16 MB)

AGENDA

ROCHELLE CITY COUNCIL

SPECIAL MEETING

Monday, August 13, 2018 at 6:45 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

1. CALL TO ORDER:
2. ROLL CALL:

III. PUBLIC COMMENTARY:

1. BUSINESS ITEMS:

1) Public Hearing on Annexing and Zoning Four Properties Located at the Corner of Flagg Road and North

Caron Road – Parcels 24-13-426-003, 24-13-426-005, 24-13-426-006 and 24-13-426-007

1. ADJOURNMENT

Agenda Item #1 - 

Public Hearing on Annexing and Zoning Four Properties Located at the Corner of Flagg Road

and North Caron Road – Parcels 24-13-426-003, 24-13-426-005, 24-13-426-006 and 24-13-

426-007

Summary of the Annexation Agreement: City staff members have negotiated annexation agreements with

four property owners on N Caron Road south of Flagg Road in order to include these properties in the

Northern Gateway TIF district.

The City of Rochelle Planning and Zoning Commission held a public hearing on August 6th to review the

petition. After review of the facts the Planning and Zoning Commission recommends, by a vote of 4-0, that

the City Council amends the official zoning map and changes the four parcels to B-2 Commercial Highway.

AGENDA

ROCHELLE CITY COUNCIL

SPECIAL MEETING

Monday, August 13, 2018 at 6:30 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL 61068

1. CALL TO ORDER:
2. ROLL CALL:

III. PUBLIC COMMENTARY:

1. BUSINESS ITEMS:

1) Public Hearing on Amendment to Annexation Agreement and Subdivision of Property Located at 16218,

16314 Steward Road for Progressive Park

1. ADJOURNMENT

 Agenda Item #1 - 

Public Hearing on Amendment to Annexation Agreement and Subdivision of Property Located

at 16218, 16314 Steward Road for Progressive Park

Summary of the Annexation Agreement: Progressive Park LLC (formerly Prologis Park) has petitioned

the City of Rochelle to amend the current annexation agreement to include the two lots that were excluded in

the original Annexation Agreement in 2006. Progressive Park LLC has since purchased the excluded lots.

The purpose of subdividing the lots from 3 to 1 allows the petitioner to develop the property for future

expansion of warehouse distribution, office space, and off-street parking.

The City improvements and easements were provided in the original Annexation Agreement but rezoning

and a minor subdivision is required along with amending the current annexation agreement.

Progressive Park LLC along with City staff developed the amended Annexation Agreement that will contain

a preliminary and final plat of subdivision and Zoning for I-2 General Industry.

Staff feels that the petitioner has entered into an annexation agreement with the City of Rochelle that meets

all the standards provided in the Rochelle Municipal Code, staff has reviewed the preliminary and final plat,

land improvements have been proposed, easements have been dedicated, a guarantee for completion of

improvements has been met and a development in this area will provide a gateway of growth for the

community of Rochelle. The proposed development is not dangerous to public health, will not impair

property values in the neighborhood, will not impede normal development of the surrounding properties, will

not impair light to adjacent property, congest public streets, or increase the risk of fire.

The City of Rochelle Planning and Zoning Commission held a public hearing on August 6th to review the

petition from Progressive Park LLC. After review of the facts the Planning and Zoning Commission

recommends, by a vote of 4-0, that the City Council approve the preliminary and final plat of subdivision for

the 3.7 acres contingent upon staff review and comments.

AGENDA

ROCHELLE CITY COUNCIL

SPECIAL MEETING

Monday, July 30, 2018 at 6:00 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.   PUBLIC COMMENTARY:  

IV.   BUSINESS ITEMS:

1)   Amendment to Power Purchase Agreement between the City of Rochelle and NextEra Energy Marketing, LLC

V.  ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

 Agenda Item #1 - Amendment to Power Purchase Agreement with NextEra Energy Marketing, LLC

Staff Contact:  Jeff Fiegenschuh, City Manager & Jason Bird, Superintendent of Electric Operations

Summary:     

Last year the City Council authorized the City Manager to execute a power purchase agreement with Nextera Energy for electric usage above our 30 Megawatt baseload with Prairie State Generating Company.  The contract is a three-year contract that went into effect June 1, 2018.  At the time of the contract execution, the City was able to lock in rates of $29.40 a Megawatt hour, which was well below the previous contract of $44 a Megawatt hour price.

Since the contract execution, power prices have continued to decrease.  At the recent APPA conference, Jason and I met with our Nextera representative about extending our contract to lock in the prices for a longer term.  Currently, the prices are approximately $28.55 a Megawatt hour, which is slightly lower than our three-year rate.  Staff would like authorization to work with Nextera to extend the contract for up to 8 additional years at the lower price.  This will guarantee our customers receive a lower energy price for all power over 30 Megawatts. 

Recommendation:     Authorize the City Manager to execute a new agreement with Nextera Energy to extend the power purchase agreement for up to an additional 8 years.

Supporting Documents: 

  pdf Resolution (119 KB)

Monday July 23, 2018 - Rochelle City Hall Council Chambers - 7:00PM - 420 North 6th Street, Rochelle, Illinois

I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Swearing In – Firefighter Curt Helgren
• USPA National Skydiving Championships September 4–18, 2018
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting –  pdf 07/09/18 (129 KB)
b) Approve Exceptions – pdf 07/04/18-07/16/18 (77 KB)
c) Approve Bills – pdf 07/17/18 (224 KB)
d) Approve Payroll – pdf 07/02/18-07/15/18 (53 KB)
e) Approve Request from Living Water Community Church – pdf Family Fest September 8, 2018 (29 KB)
f) Approve Wine on Lincoln Committee Request – pdf September 22, 2018 (46 KB)
g) Accept and Place on File Financial Statement – pdf June 2018 (743 KB)
2) Ordinance Amending Certain Sections of Chapter 2 Article II of the Rochelle Municipal Code pertaining to the Scheduling of City Council Meetings
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Ordinance Amending Certain Sections of Chapter 2 Article II of the Rochelle Municipal Code pertaining to the Scheduling of City Council Meetings

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

Summary: The Mayor and City Council discussed a change to the regular city council meeting time at the July 9th council meeting.  The consensus at that meeting was to move the start time of the meeting to 6:30 pm instead of 7:00 pm as soon as practical.  The proposed resolution changes the start time to 6:30 for meetings taking place after September 1, 2018.   

Recommendation:    Approve an Ordinance Amending Certain Sections of Chapter 2 Article II of the Rochelle Municipal Code pertaining to the Scheduling of City Council Meetings to change the meeting time from 7:00 pm to 6:30 pm for meetings taking place after September 1, 2018

Supporting Documents:

pdf Ordinance Amending Certain Sections of Chapter 2 Article II of the Rochelle Municipal Code pertaining to the Scheduling of City Council Meetings (232 KB)

Monday July 23, 2018 - Rochelle City Hall Council Chambers - 6:45PM - 420 North 6th Street, Rochelle, Illinois

I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PUBLIC COMMENTARY:
IV. BUSINESS ITEMS:
1) Public Hearing – Northern Gateway Tax Increment Financing District
V. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #1 - Public Hearing for the City of Rochelle Northern Gateway Tax increment Financing District Redevelopment Plan and Project

Staff Contact: Michelle Pease, Community Development Director

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

This public hearing shall suffice that requirement.

Next Steps:

1. Ordinance presented to City Council on August 13, 2018.
-TIF Plan and Redevelopment Project
-Designation of the Northern Gateway TIF Area
-Adoption of the TIF
2. Registration of TIF with the County Clerk

Recommendation:

Council to approve ordinances to adopt the TIF Plan & Redevelopment Project and Designate the Northern Gateway TIF Area at the August 13, 2018 City Council meeting.

Supporting Documents:

pdf Proposed Northern Gateway TIF map (2.59 MB)

I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Good News – Adam Lanning
Officer Joe Sester
Nancy Bingham
• Swearing In – Lieutenant Jeremy Good
• RTHS Band Trip to Washington DC to Celebrate 75th Anniversary of WWII
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings – pdf 06/25/18 (345 KB)
b) Approve Exceptions – pdf 06/20/18-07/02/18 (72 KB)
c) Approve Bills – pdf 07/03/18 (207 KB)
d) Approve Payroll – pdf 06/04/18-06/17/18 (54 KB) , pdf 06/18/18-07/01/18 (50 KB)
e) Approve Request from Rochelle Police Department - pdf Second Annual National Night Out 8/7/18 (101 KB)
2) Resolution Amending the Credit Card and Charge Account Policy for the City of Rochelle
3) Resolution Regarding the Release of Executive Session Minutes
4) Rochelle Industrial Rail Improvements – Contract No. 1 (Transload Yard)
5) Resolution Approving a Professional Engineering Services Agreement with Hanson Professional Services for Construction Phase Engineering for the Freight Rail Expansion Project Rail Contracts No. 1, 2 and 3
6) Meadowbrook Sanitary Sewer Lining Project
7) Compliance Commitment Agreement – Well 12
8) Resolution Approving an Agency Agreement for the Airport Improvement Program with the Illinois Department of Transportation - Ramp Reconstruction
VII. DISCUSSION ITEMS:
1) City Council Meeting Time
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Resolution Amending the Credit Card and Charge Account Policy

Staff Contact: Chris Cardott, Finance Director

Summary: In January 2018, the City Council approved a Credit Card and Charge Account Policy. The current policy is being amended to acknowledge that at times using the tax exempt status is not feasible. Language was added to Use of Credit Card/Charge Account #5 to include this change. Notations have been made in the past during the audit in regards to paying sales tax.

Recommendation: Approve a Resolution Amending the Credit Card and Charge Account Policy for the City of Rochelle

Supporting Documents:
pdf Credit Card and Charge Account Policy (317 KB)
pdf Resolution Amending the Credit Card and Charge Account Policy (72 KB)

Agenda Item #3 - Resolution Regarding the Release of Executive Session Minutes

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

Summary: The Mayor and Council went into executive session on June 25, 2018 for the semi-annual review of the executive session minutes as mandated per the Open Meetings Act, Section (c) (21). Following review and discussion the council recommended that 45 executive session minutes remain confidential at this time due to content. The minutes remaining confidential are identified on Exhibit B of the Resolution Regarding the Release of Executive Session Minutes.

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

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

 Agenda Item #4 - Rochelle Industrial Rail Improvements - Contract No. 1 (Transload Yard)

Staff Contact: Jason Anderson

Summary: The City of Rochelle has received bids for 3 projects in conjunction with the Industrial Rail Improvements to the City of Rochelle Railroad. Contract No. 1 represents the construction of two tracks and a rail crossing for the creation of a Transloading Yard.

Recommendation: After considering all bids and contingent upon approval of the EDA and the IDOT Freight Rail Division, which together are funding ~85% of the project, Staff recommends the City of Rochelle award the contract to construct a new Transload Yard and rail crossing as specified under Contract No. 1 to Railworks Track Services which submitted the lowest bid in the amount of $ 1,414,548.00.

Supporting Documents:

pdf Letter of Recommendation with bid tabulation (136 KB)

Agenda Item #5 -  Resolution Approving a Professional Engineering Services Agreement with Hanson Professional Services for Construction Phase Engineering for the Freight Rail Expansion Project Rail Contracts No. 1, 2 and 3

Staff Contact: Jason Anderson

Summary: The City of Rochelle Railroad recently advertised a Request for Qualifications for Construction Services as part of the Rochelle Railroad Industrial Rail expansion project (Project Co-Op). The Engineer’s fee shall cover all services necessary for the successful execution of the project, including:
• Construction observation, construction documentation and materials testing.
• Review and approval of submittals and other contractor pay application verifications and forwarding to the City of Rochelle with appropriate recommendations for payments.
• Construction Close Out (punch-lists, final inspections, receipt and forwarding to Rochelle of final lien waivers and Affidavits of Compliance with Federal & State Wage Rates, etc.).
• Preparation and submittal of all EDA/IDOT-required grant progress, financial, and close-out reports.
• EDA and IDOT grant administration and the preparation and submittal of all grant related documentation.
• Inspection of and review of warranty work 1 year after close-out.
• All incidental costs.
Hanson Engineering Professional Services has been chosen to do the work based on their response to the Request for Qualifications, which was published, and contract pricing has been negotiated for the work to be done. The total costs for services are not to exceed $398,896.99.

Recommendation: Authorize a Resolution Approving a Professional Engineering Services Agreement with Hanson Professional Services for Construction Phase Engineering for the Freight Rail Expansion Project Rail Contracts No. 1, 2 and 3 at a cost of not to exceed $398,896.99.

Supporting Documents:
pdf Engineering Agreement (767 KB)
pdf Resolution Approving a Professional Engineering Services Agreement with Hanson Professional Services (171 KB)

Agenda Item #6 - Meadowbrook Sanitary Sewer Lining Project

Staff Contact: Adam Lanning

Summary: The City of Rochelle was awarded a community development block grant from the Illinois Department of Commerce and Economic Opportunity in the amount of $284,652 to line approximately 4,000 feet of sanitary sewer. The City was awarded this grant based on various factors such as basement back up occurrences, income levels and bypass pumping occurrences. The project will line the sewers along Sunnymeade, Springdale, part of Fairview and Short Ct. This project is a critical component of a larger sewer rehabilitation program in that area in an attempt to stop frequent flooding occurrences and basement backups. As part of the grant requirements, the City is required to provide 25% in local funds and we have budgeted $100,000 this year to meet those requirements. A bid opening was held on 6/28/2018 and bids ranged from $225,998.90 to $261,233.40. The low bid came in $80,515.10 under the original engineering estimate of $306,514 due to the change in lining technique used for sewer laterals. We are planning to complete the work within this scope and if additional work can be done to use up the full grant amount we will come back with change orders.

Recommendation: Accept the low bid proposal and award the Meadowbrook Sanitary Sewer Lining Project to Insituform Technologies in the amount of $225,998.90 and reject all other bids.

Supporting Documents:
pdf Willett Hofmann Recommendation Letter and Bid Tabulation (1.12 MB)

Agenda Item #7 - Compliance Commitment Agreement – Well 12

Staff Contact: Adam Lanning

Summary:
Well 12, located at Steward and Hayes Roads, was issued a violation notice dated April 30th, 2018 for exceeding the radium maximum contaminant levels (MCL) for 2018. We responded to the notice by proposing to construct a radium removal plant and at the same time continue sampling in hope that we could sample our way back in to compliance. We also stated that we would be willing to enter into a Compliance Commitment Agreement (CCA). The Illinois Environmental Protection Agency (IEPA) responded to that letter with a proposed CCA and rejected the 2nd option for compliance with continued sampling. The proposed CCA requires us to build a radium removal plant and allows approximately 2 years for completion. The design for this well has already begun and a project plan report has been submitted to secure funding from the IEPA.

Recommendation: Authorize the City Manager to sign the proposed Compliance Commitment Agreement with the Illinois Environmental Protection Agency related to Violation Notice W-2018-00030 for Well 12

Supporting Documents:
pdf Letter from the Illinois Environmental Protection Agency (79 KB)
pdf Proposed Compliance Commitment Agreement (237 KB)

Agenda Item #8 - Resolution Approving an Agency Agreement for the Airport Improvement Program with the Illinois Department of Transportation - Ramp Reconstruction

Staff Contact: Michael Hudetz

Summary: The Illinois Department of Transportation has determined, through pavement evaluations studies and the weight of heavy aircraft that park there, that a portion of our asphalt center ramp is in need of removal and replacement with concrete.

Funding for the ramp improvements are in the 2018 budget.

Recommendation: Approve the Agency Agreement with the Illinois Department of Transportation for Project Number RPF-4515 and submit the 5% local match of $36,043 to the State of Illinois so that the project may proceed as scheduled in September of 2018.

Supporting Documents:
pdf Agency Agreement (930 KB)
pdf Project Status Report (58 KB)
pdf Resolution Approving an Agency Agreement for the Airport Improvement Program with the Illinois Department of Transportation - Ramp Reconstruction (170 KB)

I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor - pdf Appointment of Members to Boards and Commissions (22 KB)
• 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 06/11/18 (346 KB)
b) Approve Exceptions – pdf 06/06/18-06/18/18 (73 KB)
c) Approve Bills – pdf 06/19/18 (244 KB)
d) Approve Payroll – pdf 05/21/18-06/03/18 (51 KB)
e) Accept and Place on File Financial Statement – pdf May 2018 (793 KB)
f) pdf Approve Ordinance Establishing Prevailing Wage Rates (343 KB)
g) pdf Approve Request from VFW - Independence Day Parade (57 KB)
2) Rochelle Industrial Rail Improvements – Contract No. 2 (Rail Bridge)
3) Rochelle Industrial Rail Improvements – Contract No. 3 (South Rail Extension)
4) Ordinance Approving an Agreement to Purchase Certain Real Estate Located at 417-421 N 6th Street
5) Amending Ordinances for Enterprise Zone
6) Ordinance Approving Amendment to Restated Host Agreement for the Operation and Development of Rochelle Municipal Landfill #2 (Mulford Road Construction)
7) Ordinance Waiving the Competitive Bidding Requirements and Awarding Baxter & Woodman Consulting Engineers a Contract to Design and Build the Blower Replacement Project for the City’s Water Reclamation Facility
8) Ordinances Amending Chapter 82 Entitled “Streets, Sidewalks and Other Public Places” Pertaining to the Regulation of Small Wireless Facilities
9) Resolution Authorizing the Execution of Fiber Optic Cable Lease Agreements
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

Agenda Item #2 - Rochelle Industrial Rail Improvements for Contract No. 2 (Rail Bridge)      

Staff Contact:  Jason Anderson

Summary:  The City of Rochelle has received bids for 3 projects in conjunction with the Industrial Rail Improvements to the City of Rochelle Railroad. Contract No. 2 represents the construction of a rail bridge spanning John’s Creek.      

Funding Sources:

Recommendation: After considering all bids and contingent upon approval of the EDA and the IDOT Freight Rail Division, which together are funding ~85% of the project, Staff recommends that the City of Rochelle award the contract to construct a new Rail Bridge as specified under Contract No. 2 to Martin & Company Excavating which submitted the lowest bid in the amount of $ 1,293,819.00.      

Supporting Documents: 

pdf Fehr Graham letter of recommendation with bid tabulation (62 KB)

Agenda Item #3 - City of Rochelle Industrial Rail Improvements for Contract No. 3 (South Rail Extension)  

Staff Contact:  Jason Anderson

Summary:  The City of Rochelle has received bids for 3 projects in conjunction with the Industrial Rail Improvements to the City of Rochelle Railroad. Contract No. 3 represents the construction of three rail extensions ~3,300 Lf. each.    

Recommendation: After considering all bids and contingent upon approval of the EDA and the IDOT Freight Rail Division, which together are funding ~85% of the project, Staff recommends the City of Rochelle award the contract to construct three track extensions ~3,300 Lf. as specified under Contract No. 3 to William Charles Construction Company who submitted the lowest bid in the amount of $ 3,168,644.02.   

Supporting Documents: 

pdf Fehr Graham letter of recommendation with bid tabulation (78 KB)

Agenda Item #4 - Ordinance Approving an Agreement to Purchase Certain Real Estate Located at 417-421 N. 6th Street

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

Summary: Kennay Farms Distilling, LLC, is interested in purchasing and redeveloping City owned real estate located at 417-421 N. 6th Street in Rochelle, which includes 2 structures and adjacent parking lot in the Downtown & Southern Gateway TIF.

The City published notice on June 5, 2018 pursuant to 65 ILCS 5/11-74.4-4 of the TIF Act requesting proposals for the purchase and development of the Property and will publicly open all bids received on June 22, 2018.

The agreement with Kennay Farms includes a purchase price of $205,000, with a closing date of July 2, 2018. Kennay Farms Distilling will take possession at 4:30 p.m. on Friday, August 31, 2018.

Recommendation:
Authorize an Ordinance Approving an Agreement to Purchase Certain Real Estate Located at 417-421 N 6th Street

Supporting Documents:
pdf Ordinance Approving an Agreement to Purchase Certain Real Estate Located at 417-421 N. 6th Street (93 KB)
pdf Purchase and Sale Agreement (123 KB)

Agenda Item #5 - Amending Ordinances for Enterprise Zone

Staff Contact:   Sue Messer, Assistant to the City Manager

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 of 2018 the Rochelle City Council approved ordinances which expanded the zone to include certain industrial and commercial property in the City of Amboy and the Village of Mount Morris. 

A few months ago the council approved ordinance 18-4813 to expand the zone by adding two project sites, one in Dixon and one in Rochelle.  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 Rochelle site and separate the two projects into individual applications. 

A public hearing was held on June 4th to amend the zone for a new project site in the City of Amboy of 4.1 acres.  Including this amendment, the new area of the Lee Ogle Enterprise Zone is 8,881.

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

Recommendation: 

Authorize an Ordinance Amending Ordinance No. 18-4813 to amend the legal description of a specific project site in Rochelle

Authorize an Ordinance Amending Ordinance No. 45-OH to add a specific project site in Dixon into the Lee Ogle Enterprise Zone

Authorize an Ordinance Amending Ordinance No. 45-OH to add a specific project site in Amboy into the Lee Ogle Enterprise Zone

Supporting Documents:      

pdf Authorize an Ordinance Amending Ordinance No. 18-4813 to amend the legal description of a specific project site in Rochelle (241 KB)

pdf Authorize an Ordinance Amending Ordinance No. 45-OH to add a specific project site in Dixon into the Lee Ogle Enterprise Zone (516 KB)

pdf Authorize an Ordinance Amending Ordinance No. 45-OH to add a specific project site in Amboy into the Lee Ogle Enterprise Zone  (564 KB)

Agenda Item #6 - Ordinance Approving Amendment to Restated Host Agreement for the Operation and Development of Rochelle Municipal Landfill #2 (Mulford Road Construction)

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

Summary: The City of Rochelle and Rochelle Waste Disposal, LLC entered into a Restated Host Agreement for operation and development of Rochelle Municipal Landfill #2 several years ago.  In 2008, the City Council approved certain amendments to the Restated Host Agreement, including an amendment to Section 3.12, consisting of a new Section 3.12(c), which provided that the operator would complete construction of improvements to Mulford Road in two stages as follows, (1) from Route 38 to the existing landfill entrance and (2) from the existing landfill entrance to Creston Road. 

The operator has since completed the Mulford Road Improvements from Route 38 to the existing Landfill entrance.  Due to the intended relocation of the existing entrance to a point farther south, City staff and the operator recommend amending Section 3.12(c) of the agreement to allow the operator to complete the construction of the remaining Mulford Road Improvements within one year from the date of the City’s approval of the Amendment of the Restated Host Agreement. 

Recommendation:    

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

Supporting Documents:

pdf Ordinance Approving Amendment to Restated Host Agreement for the Operation and Development of Rochelle Municipal Landfill #2 (Mulford Road Construction) (243 KB)

pdf Agreement for Amendment to the Restatement of Host Agreement for Operation/Development of City of Rochelle Landfill No. 2 (13 KB)

Agenda Item #7 -  Ordinance Waiving the Competitive Bidding Requirements and Awarding Baxter & Woodman Consulting Engineers a Contract to Design and Build the Blower Replacement Project for the City’s Water Reclamation Facility

Staff Contact: Adam Lanning

Summary:      Approximately 12 months ago the anaerobic lagoon at our wastewater treatment plant reached full capacity and had to be bypassed to maintain compliance with the IEPA. The lagoon served as a pretreatment system for the main plant reducing the loading therefore reducing the electrical demand. Since we have increased loading to the plant we have been forced to put in service an older inefficient blower. We are currently under design to rehabilitate the anaerobic lagoon but are looking at August 2020 for a final completion date. By installing a new high efficiency blower the estimated cost savings is $45,000 per year in electricity until that anaerobic lagoon is back online which could be 2-3 years. This project would be cash funded and not eligible for reimbursement through the IEPA loan program. Three existing blowers are in need of replacement and as part of the treatment plant upgrades will all be replaced, but now is an opportunity to replace one and save some money in power costs.    

Recommendation:     Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Baxter & Woodman Consulting Engineers a Contract to Design and Build the Blower Replacement Project for the City’s Water Reclamation Facility and authorize the City Manager to sign a design build agreement with Baxter Woodman in the amount of $270,000.

Supporting Documents:

pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding Baxter & Woodman Consulting Engineers a Contract to Design and Build the Blower Replacement Project for the City’s Water Reclamation Facility (86 KB)

pdf Baxter & Woodman Blower Replacement Design/Build Contract (2.21 MB)

Agenda Item #8 - Ordinances Amending Chapter 82 Entitled “Streets, Sidewalks and Other Public Places” Pertaining to the Regulation of Small Wireless Facilities

Staff Contact:  Jason Bird, Superintendent of Electric Operations

Summary: The Illinois General Assembly recently enacted Public Act 100-0585, known as the Small Wireless Facilities Deployment Act, which became effective on June 1, 2018. 

The City is authorized to enact appropriate regulations relative to small wireless facilities, distributed antenna systems and other personal wireless telecommunication facility installations in the public right-of-way as long as it done not conflict with state and federal law.  The proposed ordinances amend Chapter 82 of the municipal code by incorporating Article XII entitled “Small Wireless Facilities and Article XIII pertaining to the siting of small cell antenna/tower in the right-of-way.  Article XII includes the permit and application requirements, collocation requirements and conditions, application fees, exceptions to applicability, pre-existing agreements, annual recurring rate, abandonment, dispute resolution, indemnification, insurance and severability. In addition, Article XIII includes the standards and regulations as well as permits and application fees and procedures for siting of small cell antenna/towers in the right-of-way.

Recommendation:    

 Approve an Ordinance Amending Chapter 82 Entitled “Streets, Sidewalks and Other Public Places” Pertaining to the Regulation of Small Wireless Facilities

Approve an Ordinance Amending Chapter 82 Entitled "Streets, Sidewalks and Other Public Places" Pertaining to the Siting of Small Cell Antenna/Tower in the Right-of-Way

Supporting Documents:

  document An Ordinance Amending Chapter 82 Entitled “Streets, Sidewalks and Other Public Places” Pertaining to the Regulation of Small Wireless Facilities (39 KB)

  document An Ordinance Amending Chapter 82 Entitled "Streets, Sidewalks and Other Public Places" Pertaining to the Siting of Smal Cell Antenna/Tower in the Right of Way (33 KB)

Agenda Item #9 - Resolution Authorizing the Execution of Fiber Optic Cable Lease Agreements

Staff Contact:  Jason Bird

Summary:      Since 2009, the Electric, Water, and Water Reclamation Departments have housed SCADA equipment in rack space at the Tech Center.  The Electric Department was billed $31,680 each year, which was the market rate at that time, with no formal agreement.  Water and Water Reclamation were not charged.  The auditors have advised that formal agreements be approved by Council to provide support for the charges. The cost going forward will be for 10Mbps 374.95 per point to point fiber, the Electric has 22 and Water/Water Rec has 4, per month.

Recommendation:     Approve Resolution Authorizing the Execution of Fiber Optic Cable Lease Agreements with Electric and Water/Water Rec and modify original Fiber Optic agreements to add an escalator into the agreements with Electric, Water/Water Rec

Supporting Documents: 

pdf Resolution (165 KB)

pdf Fiber Optic Lease Agreement with Rochelle Municipal Electric Department (107 KB)

pdf Fiber Optic Lease Agreement with Rochelle Municipal Water/Water Rec. Department  (109 KB)

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 05/29/18 (162 KB)
b) Approve Exceptions – pdf 05/23/18- 6/4/18 (87 KB)
c) Approve Bills – pdf 6/5/18 (191 KB)
d) Approve Payroll – pdf 5/7/18-5/20/18 (54 KB)
e) Approve Request from Living Water Community Church – Family Fest 2018 - pdf July 14, 2018 (32 KB)
2) Ordinance Waiving Competitive Bidding Requirements and Awarding LMK Technologies, LLC the Contract for Rehabilitating Certain Sanitary Sewer Manholes
3) Reject all bids for the Meadowbrook Sanitary Sewer Lining Project
4) Construction Engineering Services for Freight Rail Expansion Project

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

 Agenda Item #2 - Ordinance Waiving Competitive Bidding Requirements and Awarding LMK Technologies, LLC the Contract for Rehabilitating Certain Sanitary Sewer Manholes

Staff Contact: Adam Lanning

Summary: Rochelle owns and maintains 1470 sanitary manholes and a large percentage are in need of rehabilitating to prevent collapses as well as groundwater infiltration. In the past, we have used LMK technologies to install a cure in place liner rather than replacing the existing manhole that is roughly half the replacement cost. No road openings are needed when lining the manhole and life expectancy of the liner is equal to or greater than replacement. The technology and technique LMK uses exceeds Rochelle’s standards and therefore staff recommends sole sourcing this project.

Recommendation: Approve an Ordinance Waiving Competitive Bidding Requirements and Awarding LMK Technologies, LLC the Contract for Rehabilitating Certain Sanitary Sewer Manholes in the amount of $50,907.

Supporting Documents:
pdf Quote from LMK Technologis, LLC (331 KB)
pdf Ordinance Waiving Competitive Bidding Requirements and Awarding LMK Technologies, LLC the Contract for Rehabilitating Certain Sanitary Sewer Manholes (53 KB)

Agenda Item #3 - Reject all bids for the Meadowbrook Sanitary Sewer Lining Project

Staff Contact: Adam Lanning

Summary: The City of Rochelle was awarded a community development block grant from the Illinois Department of Commerce and Economic Opportunity in the amount of $284,652 to line approximately 4,000 feet of sanitary sewer. The grant award was based on various factors such as basement back up occurrences, income levels and bypass pumping occurrences. The project will line the sewers along Sunnymeade, Springdale, part of Fairview and Short Ct. This project is a critical component of a larger sewer rehabilitation program in that area in an attempt to stop frequent flooding occurrences and basement backups. As part of the grant requirements, the City is required to provide $88,680 in local funds and we have budgeted $100,000 this year to meet those requirements. A bid opening was held on May 31st with bids ranging from $418,800 to $504,325.90. The major cost discrepancy on this bid was the partial lining of the sewer laterals since the cost estimate from the manufacturer was not correct when we originally estimated the cost. There is another, more affordable method, to address the sewer lateral rehabilitation that should keep the project within budget. Therefore, I recommend we reject all bids and rebid the project with a new sanitary sewer service rehabilitation technique.

Recommendation: Reject all bids.

Supporting Documents:
pdf Willett Hofmann Bid Summary (42 KB)

 Agenda Item #4 - Construction Engineering Services for Freight Rail Expansion Project         

Staff Contact:  Jason Anderson

Summary: The City of Rochelle Railroad recently advertised a Request for Qualifications for Construction Services as part of Project Co-Op, the CIR rail expansion project. The Engineer’s fee shall cover all services necessary for the successful execution of the project, including:

• Construction observation, construction documentation and materials testing;
• Review and approval of submittals and other contractor pay application verifications and forwarding to the City of Rochelle with appropriate recommendations for payments;
• Construction Close Out (punch-lists, final inspections, receipt and forwarding to Rochelle of final lien waivers and Affidavits of Compliance with Federal & State Wage Rates, etc.);
• Preparation and submittal of all EDA/IDOT-required grant progress, financial, and close-out reports;
• EDA and IDOT grant administration and the preparation and submittal of all grant related documentation;
• Inspection of and review of warranty work 1 year after close-out; and
• All incidental costs.

Five engineering firms replied to the RFQ and the staff, after reviewing all five responses, along with cross checking references, has selected Hanson Engineering and Professional Services of Lisle IL. The specific scope of services and cost of services will be negotiated upon approval of the selection. EDA will cover 48.9% of the costs associated with Construction services. EDA regulations provide that the fee shall not exceed that prevailing for comparable services in the project area. The use of the cost-plus-a-percentage-of-cost and percentage of construction cost forms of compensation are prohibited by EDA regulations.

Recommendation:     Authorize the City Manager and Economic Development Director to negotiate a contract with Hanson Engineering and Professional Services for Construction Phase Engineering Services for a Freight Rail Expansion Project. 

Supporting Documents: 

  pdf Hanson Statement of Qualifications (1.36 MB)

I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Good News – Barbara Bell
Michelle Knight
Rochelle Community Foundation Pledges
• Retirements – Mark Beck
Dan Miller
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings – pdf 05/14/18 (242 KB)
b) Accept and Place on File Minutes of Railroad Advisory Board – pdf 10/26/17 (62 KB)
c) Accept and Place on File Minutes of Golf Course Advisory Committee – pdf 4/30/18 (81 KB)
d) Accept and Place on File Minutes of Utility Advisory Board – pdf 1/17/18 (185 KB) , pdf 3/14/18 (270 KB)
e) Approve Exceptions – pdf 05/09/18-05/21/18 (73 KB)
f) Approve Bills –   pdf 05/22/18 (222 KB)
g) Approve Payroll – pdf 4/23/18-5/6/18 (50 KB)
h) Approve Request from Colonial Flowers and Gifts for 50 Years Celebration Event – pdf 6/8/18 (338 KB)
i) Accept and Place on File Financial Statement - pdf April 2018 (725 KB)
2) 2018 Annual Seal Coat Street Maintenance MFT Section #18-00000-00-GM
3) 2018 City of Rochelle Sidewalk/Pedestrian Paths Improvement Project
4) An Ordinance to Set Date for a Public Hearing for the City of Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Project
5) Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Englewood Electric the Purchase Order for the Purchase and Installation of LED Streetlights for Lincoln Highway
6) Engineering Agreement for Design of a Radium Removal Plant at Well 12
7) Response Letter to Illinois EPA Regarding Well 12 Violation Notice for Radium
VII. DISCUSSION ITEMS:
1) RMU Website Redesign
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

Agenda item #2 -  2018 Annual Seal Coat street maintenance MFT section#18-00000-00-GM

Staff Contact: Sam Tesreau, City Engineer

Summary:

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

The above referenced project was advertised in the Illinois Dept. of Transportation (IDOT) Notice to Contractor’s Bulletin 18-17 as well as the Rochelle Newsleader. Bids were publicly opened and read aloud on May 8th for the above referenced project. Two separate bids were received as follows:

 Civil Constructors, Inc. submitted a bid for making the entire improvements in the amount of $106,873.00
 Porter Brothers Asphalt & Sealing, Inc. submitted a bid for making the entire improvements in the amount of $112,826.07

The lowest bid is approximately 28% lower than the Municipal estimate of maintenance costs submitted to IDOT and approved on April 16th. The various streets general maintenance project is funded with Motor Fuel Tax (MFT) funds administered through IDOT. A transfer from the FY 18 MFT fund 17-00 will be made to the FY 18 CIP fund 36-00-86086 to cover the Local Agency (LA) costs associated with the General Maintenance project of various streets with Sec#18-00000-00-GM. The City Street Department crews will provide pavement patching, surface preparation and sweeping in advance of seal coat operations.

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

Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
MFT/CIP 125,000 106,873.00 (low bid)

Recommendation: Approve Resolution for Maintenance of Street and Highways by Municipality Under the Illinois Highway Code (BLR 14220) appropriating MFT funds for general maintenance of various streets described herein at the discretion of the City Engineer. In addition, please consider acceptance of the low bid proposal and award the contract to Civil Constructors, Inc. in the amount of $106,873 and reject all other bids.

Supporting Documents:
pdf Exhibit A (3.16 MB)

pdf Enclosure (1) (27 KB)

Agenda Item #3 - 2018 City of Rochelle Sidewalk/Pedestrian Paths Improvement Project

Staff Contact: Sam Tesreau, City Engineer

Summary:

The annual sidewalk/pedestrian path improvements project, as administered by the Engineering Department, provides for the replacement of existing and/or constructs new sidewalks and pedestrian paths and other related items throughout the City. The program provides for improved accessible pedestrian access routes including ramps for the disabled and other users. This is part of an effort to continuously improve our pedestrian network for all users and meet certain ADA and PROWAG standards. The program is primarily funded through the Utility Tax Fund (UTF) established in 1997 in an effort to routinely address the needed and required upgrades to the City’s pedestrian sidewalk system, associated curb and gutter replacement, street pavement restoration and landscaping. Since its inception nearly 800,000 square feet of sidewalk and/or other pedestrian paths and hundreds of accessibility ramps have been improved through replacement and/or new construction. The UTF has been utilized to supplement new sidewalk construction on other roadway projects such as the Wiscold Drive reconstruction, School Ave bridge replacement, 10th Ave SRTS and the Southeast quadrant neighborhood street urbanization.

The above referenced project was advertised in the Rochelle Newsleader and the City website. Bids were publicly opened and read aloud on May 8t for the above referenced project. Six separate bids were received as follows:

 Bruns Construction, Inc. submitted a bid for making the entire improvements in the amount of $133,700.34
 AA Construction Concrete, Inc. submitted a bid for making the entire improvements in the amount of $150,267.80
 O’Brien Civil Works, Inc. submitted a bid for making the entire improvements in the amount of $159,588.45
 Stenstrom Excavation and Blacktop Group submitted a bid for making the entire improvements in the amount of $179,626.40
 Nicam Construction submitted a bid for making the entire improvements in the amount of $234,398.15

The lowest bid is approximately 14% lower than the estimated costs for the project. The project is funded with UTF administered by the Engineering Department. A transfer from the FY 18 UTF #18-00 will be made to the FY 18 CIP fund #36-00-86500 to cover costs associated with the project. The City will purchase detectable warning plates for use on the project and the Street Department crews will provide pavement patching and restoration along new curb and gutter sections.

Funding Sources:

Recommendation: Accept the low bid proposal and award the 2018 City of Rochelle sidewalk project to Bruns Construction, Inc. in the amount of $133,700.34 and reject all other bids subject to all specifications, contract documents and supplementary information, and notice of award documents.

Supporting Documents:
pdf Enclosure (1) (111 KB)
pdf Exhibit A (284 KB)

 Agenda Item #4 - Ordinance to Set the Date for a Public Hearing for the City of Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Project

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

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

The required public hearing will be held on Monday, July 23, 2018 at 6:30 p.m. at the Rochelle City Hall located at 420 North 6th St, Rochelle, Illinois.

Next Steps:
1. The City will mail, via certified mail, the TIF Plan & Feasibility Study to all affected taxing districts and DCEO.
2. The City will send notice to affected taxing districts, and DCEO, of the Public Hearing date by providing a copy of the above resolution and invite comments.
3. The City will send notice to all affected Taxing Districts of the Joint Review Board (JRB) meeting that will be held June 19, 2018 (3:00 PM, City Hall)

Recommendation:
Approve an Ordinance to Set the Date for a Public Hearing for the City of Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Project Monday, July 23, 2018.

Supporting Documents:

pdf Ordinance to set the date for a public hearing for the City of Rochelle Northern Gateway Tax Increment Financing Redevelopment Plan and Project (152 KB)
pdf Proposed Northern Gateway TIF map (1.54 MB)

Agenda Item #5 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Englewood Electric the Purchase Order for the Purchase and Installation of LED Streetlights for Lincoln Highway

Staff Contact: Jason Bird

Summary: Staff would like to purchase and install 50 LED streetlights on Lincoln Highway from 6th Avenue to the UP rail tracks. A committee selected the color, style and type of light in early 2013. The new lights will be LED. The current lights cost us about 43.80 a year per fixture and the new one will cost us about 28.91 per fixture per year. The lifespan of the old lights were about 6,000 hours and the new lights will be about 50,000 hours. Another improvement on the new lights will be that the outlets will be at the top of the lights; this will save on maintenance cost on replacing the outlets and makes theft of service more difficult. The new lights will have the capability to add flags and banners. The current lights have been in place since the mid 1980’s. The lights will remain in the same location as they are currently.

Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Electric Distribution budget $100,000.00 $103,539.54
This includes lights and bases

Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Englewood Electric the Purchase Order for the Purchase and Installation of LED Streetlights for Lincoln Highway at a cost of not to exceed $103,539.54.

Supporting Documents:
pdf Quote from WESCO (24 KB)
pdf Cut sheets of the fixture and poles (415 KB)
pdf LED vs HPS cost comparison (44 KB)
pdf Map of Lighting Locations (1.00 MB)
pdf Visual with new Lighting Fixtures (96 KB)
pdf Ordinance Waiving the Competitive Bidding Requirements and Awarding Wesco Englewood Electric the Purchase Order for the Purchase and Installation of LED Streetlights for Lincoln Highway (244 KB)

Agenda Item #6 - Engineering Agreement for Design of a Radium Removal Plant at Well 12

Staff Contact: Adam Lanning

Summary:
Well 12, located at the intersection of Steward and Hayes Roads, was recently issued a notice of violation by the Illinois Environmental Protection Agency (IEPA) for combined radium exceeding the maximum contaminant level (MCL). According to state statute, RMU is required to respond in writing next month to the IEPA outlining what actions we will take to return the well back into compliance. Also, we must state whether we are willing to enter into a compliance commitment agreement (CCA) with the state. The City of Rochelle has also been placed on restricted status as a result of this.

Based on our experience with how the IEPA responded to the well 11 project we feel it is best to move forward with planning and designing for constructing a radium removal plant at well 12. In the CCA we will request for a 2nd option like we did with well 11 and hope that continued sampling will bring us back in compliance to avoid building a removal plant.

A project plan report was submitted to the IEPA on May 7th which is a requirement to qualify for a 20 year low interest loan in order to finance this project. The probable engineering cost estimate for construction is $3,108,000 and will include a new sanitary sewer along Steward Road. After review, Adam Lanning recommends that Willet Hoffman and Associates fulfill the requirements of the City to complete the design of the removal plant. Money was not budgeted for these services but the costs will be eligible for reimbursement through the loan program. For now, the expenses will be paid out of the cash reserve fund.

Recommendation: Approve an engineering agreement with Willet Hoffman and Associates to complete the design of a radium removal plant at a cost of $400,000.

Supporting Documents:
pdf Engineering Agreement with Willet Hoffman and Associates (310 KB)

Agenda Item #7 -  Response Letter to Illinois EPA regarding Well 12 Violation Notice for Radium

Staff Contact: Adam Lanning

Summary:
Well 12 located at the intersection of Steward and Hayes roads was issued a violation notice dated April 30th, 2018 for exceeding the radium maximum contaminant levels (MCL) for 2018. In the letter the City is required to respond in writing to the Illinois EPA within 45 days. In the response, we must indicate how we plan to deal with the violation notice and whether or not we will agree to enter a compliance commitment agreement (CCA). In our response, we have indicated that we are willing to enter into a CCA and proposed two alternatives to resolving the VN. Alternative 1 is to continue sampling the well in hopes the levels come back down and the 2nd alternative is to construct a radium removal plant. Constructing a filter plant is estimated to cost $3,108,000 plus engineering costs of $400,000.

Recommendation: Authorize the City Manager and the Responsible Operator in Charge to sign the response letter.

Supporting Documents:
pdf Violation Notice (76 KB)
pdf Notice of Violation Response Letter to IEPA (201 KB)

Discussion Item #1 -  RMU Website Redesign

Staff Contact: Jenny Thompson

Summary: In early 2018, Staff began the process of the RMU Website Redesign. Along with updating the site’s look, the back-end security features have also been upgraded. The new site was launched in mid-May and features language options, an easy-to-navigate menu and all RMU forms. Marketing & PR Manager Jenny Thompson will give Council a tour of the new site.