***PUBLIC NOTICE****

 City Clerk McKinney announced that the City Council will meet in Executive Session 10:30 a.m. on Thursday, July 20, 2017 at City Hall Council Chambers, 420 N. 6th St., Rochelle, IL. The Council will go into Executive Session with regard to: the (appointment, employment, compensation, discipline, and or dismissal) of specific employees. Section (c) (1);

The Executive Session will not be open to the public.
Bruce W. McKinney, CMC
City Clerk, City of Rochelle

I. CALL TO ORDER:

• Pledge to the Flag
• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Appoint Garrett Williams to Planning and Zoning Commission Term 07/17-07-21

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf June 26, 2017
b) Approve Bills – pdf 7/3/17
c) Approve Exceptions – pdf 6/21/17-7/2/17
d) Approve Payroll –   pdf 06/05/17-06/18/17
e) Approve Request from Living Water Community Church - Family Fun Day - pdf July 29, 2017
2) Radium Treatment Plant Well 11
3) Ordinance Approving an Amendment to the Municipal Code – Chapter 6 Alcoholic Beverages
4) Purchase of Property – Rail Trans loading Yard

VII. DISCUSSION ITEMS:
1) Dement Road EDP Application

VIII. EXECUTIVE SESSION
1) The (appointment, employment, compensation, discipline, performance and/or dismissal) of specific employee(s). Section (c)(1)

IX. ADJOURNMENT

Agenda Item #2 - Bid Approval for Well 11 Radium Removal Project

Staff Contact: Adam Lanning

Summary:

Well 11, located on Flagg Road is a main supply well that has been taken out of service due to radium exceedances. With this occurrence, the City of Rochelle entered into a compliance commitment agreement with the Illinois EPA which requires the City to construct a radium removal plant for that well.

Proposals for the radium treatment plant were received and opened on June 23 at 11:00 am at the Rochelle City Council chambers. A total of 7 proposals were received and all proposals were submitted with the required bid security. The bids ranged from $2,784,000 to $3,254,704 putting the low bid $56,515 lower than the engineering estimate. Once approved by the City, Illinois EPA will also approve the contract before construction may begin.

Recommendation: Award the contract, contingent upon Illinois EPA approval, to Leander Construction, Inc., Canton, ILtheir low bid of $2,784,000.

Supporting Documents:
  pdf Notice of Intent to Award

Agenda Item #3 - Ordinance Approving an Amendment to the Municipal Code – Chapter 6 Alcoholic Beverages

Staff Contact: Bruce McKinney

Summary:

The City needs to create a new Class R Liquor License to allow retail sale of alcoholic liquor by restaurants, with a bar, for consumption on the premises and on public golf course property. The holder of a Class R-4 license shall be exempt from the provisions of Section 6-7 (Possession or Consumption in Public) and Article III (Outdoor Liquor Sales) of this chapter.

Recommendation: Approve an Ordinance Amending the Municipal Code – Chapter 6 Alcoholic Beverages

Supporting Documents:
pdf Ordinance

Agenda Item #4 - Purchase of Additional Rail ROW for Railroad Transloading Site

Staff Contact: Jason Anderson

Summary:

In 2011 the Boyle family farm located on S. Steward Rd sold a 30 acre parcel to Coated Sand Solutions (CSS) for their new sand operations. As part of the transaction GREDCO negotiated with CSS and the Boyle Family a donation of 8.8 acres (200’ x 1900’) north of the CSS plant for future City of Rochelle Railroad (CIR) switching/transloading/railcar storage. In 2016 the City received an EDA grant to expand the CIR which includes the construction of a transloading yard on the proposed site. Recently the City had Fehr & Graham layout a design for the track on the transload site and discovered it will require an additional 50’x 1,900’ strip to be added to the donated land to accommodate a dual transloading operation. The cost of the purchase for this land is $144,401.40. The 2017 Railroad Budget currently has the funds set aside for the purchase. Once constructed, the transload operations on this site will load 3-4 unit trains per month adding $38,000 – $50,000 of monthly revenue to the CIR. Note: 75% of the cost to construct the transloading site will be covered by grant funding.

Recommendation: Purchase the additional railroad right of way for the purpose of constructing a transloading yard.

Supporting Documents:
pdf Contract for Purchase
pdf Site Drawing
pdf Ordinance

Discussion Item #1 -  Dement Road Extension Phase 2 Improvements EDP Application

Staff Contact: Sam Tesreau, City Engineer

Summary:

In 2000 the construction of the 1st Phase of Dement Road was completed from Ranger Drive to Creston Road. The project cost exceeded $3.6M and was paid for through ICC GCP funds, IDOT MFT funds, Ogle County bridge funds and local City Funds. Since that time Dement Road has provided a critical route for traffic, including a majority of the truck traffic, accessing Caron Rd and the adjacent industrial area south of Creston Road primarily along Wiscold Drive. The City has planned for an eventual extension of Dement Road, south of Creston Road intersection, for nearly two decades. However, there have been and continues to be many hurdles to overcome with the current floodway and floodplain occupying the proposed road alignment and the cost of constructing such a project under those conditions. As per my discussions with Jason Anderson, ED/CIR manager, increasing rail traffic over the past decade and the introduction of two new City Industrial rail crossings along Caron Road have increased delays along Caron Road for motorists. This situation will only continue to get worse.

Recently Americold has considered the expansion of the existing cold storage facility located at the east end of Wiscold Drive. Along with this expansion they intend to create and/or retain jobs within the community and the State of Illinois. This expansion would allow the City to apply for Economic Development Program funds for a possible extension of Dement Road, from Creston Road to Wiscold Drive, to provide an 80,000 lb. Class 2 truck route and other vehicular access to the expanding facility. This program could potentially provide up to $2M in funding towards the construction and other eligible items of the Dement Road Phase 2 project. Additionally, another $85,000 could be available through the IDOT Truck Access Route Program.

The current estimate of cost for Dement Road Phase 2 is $6.7M excluding right of way (ROW) acquisition. If the City were successful in receiving IDOT EDP funding then the City would be responsible for the remaining $4.7M. It is anticipated that design, permitting, ROW acquisition and bid letting for the project would take in excess of 4 years from the time a joint state/local EDP agreement is executed. While the City is responsible for the $4.7M difference, from available local funds, it is possible that other state and/or federal funding resources could assist in this proposed project and reduce the $4.7M obligation. The majority of the City’s obligation would be required at the time of bid letting for the construction portion of the project.

I. CALL TO ORDER:

• Pledge to the Flag
• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

V. PUBLIC COMMENTARY:

VI. DISCUSSION ITEMS:

VII. EXECUTIVE SESSION

1) Appointment, Employment, Compensation, Performance or Dismissal of specific employee of the public body. 5ILCS120/2(c)(1)
2) Pending or threatening litigation. 5ILCS120(c)(11)

VIII. BUSINESS ITEMS:

1) Approval of Severance Agreement with City Manager

IV. ADJOURNMENT

I. CALL TO ORDER:
• Pledge to the Flag
• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

• IV. REPORTS AND COMMUNICATIONS:
  • Mayor
•    Appointment of Dave Eckhardt and Don Burke to the Finance Committee
  • Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf May 23, 2016 (124 KB)
b) Accept and Place on File Minutes of Utility Advisory Board – pdf March 30, 2016 (90 KB)
c) Accept and Place on File Minutes of Planning and Zoning Commission – pdf May 3, 2016 (213 KB)
d) Approve Bills – pdf 051316-051916 (111 KB) , pdf 052016-052616 (99 KB) , pdf 052716-060216 (76 KB)
e) Approve Payroll – pdf 050916-052216 (60 KB)
f) pdf Accept and Place on File Police Pension Board Annual Treasurer’s Report (31 KB)
g) Authorize VFW 4th of July Parade – pdf July 4, 2016 (21 KB)

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

Agenda Item #2 - Preliminary and Final Plat of Subdivision – Seventh Avenue East of 2nd Street and West of Caron Road 

References:

pdf Memo from Building Inspector Kip Countryman (22 KB)
  pdf Ordinance Approving Preliminary and Final Plat of Subdivision for Seldal Properties (164 KB)
pdf Preliminary Plat (905 KB)
pdf Final Plat (612 KB)

Recommended Action:

Consider an Ordinance Approving Preliminary and Final Plat of Subdivision for Seldal Properties, LLC

History and Fact: Seldal Properties LLC has petitioned the City to re-subdivide three lots on Seventh Avenue east of North Second Street and west of Caron Road into one lot with an outlot to the west. The petitioner would like to construct two multifamily buildings on lot one and provide storm water detention on the outlot.

Discussion: The property is currently zoned Multi-Family High Density Residential. It is surrounded by an industrial use on the south and multi-family residential on the west and the north.

On June 6th the Planning and Zoning Commission held a public hearing to review the case and subsequently voted to recommend approval of the Preliminary and Final Plat for Seldal Properties, LLC subject to the following conditions:

1.) Final Site Engineering, Building and Landscaping Plans submitted;

2.) City staff comments are addressed in regard to the engineering, utilities, building and site plan review.

Recommendation:
Authorize an Ordinance Approving the Preliminary and Final Plat for Seldal Properties, LLC

Agenda Item #3 -  Preliminary and Final Plat of Subdivision – 1140 North Seventh Street

References:

pdf Memo from Building Inspector Kip Countryman (22 KB)
pdf Ordinance Approving Preliminary and Final Plat of Subdivision for Elixir Real Estate (70 KB)
pdf Preliminary Plat (505 KB)
pdf Final Plat (513 KB)

Recommended Action:

Consider an Ordinance Approving Preliminary and Final Plat of Subdivision for Elixir Real Estate, LLC

History and Fact:

Elixir Real Estate, LLC has petitioned the City to subdivide three lots on North Seventh Street, north of Route 38. The petitioner plans to demolish the existing structure, Sunset Package Liquors & Cocktail Lounge, and construct an 8,500 square foot retail building. Elixir has submitted a preliminary and final plat showing the new retail building on lot one. In addition, the petitioner plans to purchase the property to the north and has requested a variance to the setback on that side from the required 20 feet to 5 feet.

Discussion:

The property is currently zoned B-2 Commercial Highway. It is surrounded by commercial property on the north and south and residential property on the west.

On June 6th the Planning and Zoning Commission held a public hearing to review the case and subsequently voted to recommend approval of the Preliminary and Final Plat for Elixir Real Estate, LLC Subdivision subject to the following conditions:

1.) Final Site Engineering, Landscaping and Building plans submitted.

2.) City staff comments are addressed in regards to the engineering, utilities, building and site plan review.

Recommendation:

Authorize an Ordinance Approving the Preliminary and Final Plat for Elixir Real Estate, LLC

Agenda Item #4 - Development Agreement – 1140 North 7th Street

References:

pdf Development Agreement (74 KB)
pdf Preliminary Plat (501 KB)
pdf Final Plat (507 KB)
pdf Ordinance Approving the Development Agreement between Elixir Real Estate, LLC and the City of Rochelle (129 KB)

Recommended Action:

Consider Development Agreement for 1140 N. 7th Street

History and Fact: Elixir Real Estate, LLC has recently purchased the property at 1140 N. 7th Street with plans to demolish the existing structure, Sunset Liquors, for the purpose of construction of a new retail location for the existing Liquor N’ Wine store.

Discussion: Elixir Real Estate, LLC intends to construct a new 8,500 square foot retail building, pursuant to the approval of this Development Agreement. The Agreement includes the following terms: a) The City of Rochelle will provide a 50% abatement of the City’s real estate taxes attributable to the improvements to the property over six years; b) the City will waive any building permit fees for new construction or renovations of existing structures on the property for a period of one year; c) the City will reduce the number of Package Sales & Tavern licenses by one upon the closing of the current Sunset Liquors Facility and allow the new property owner to transfer its current liquor licenses to the Property without payment of new liquor license fees.

Also included in the development agreement is an italicized term regarding a moratorium on the issuance of new package liquor licenses as defined in Section 6-3((2) of the Rochelle Municipal Code for a period of three (3) years following the issuance of an occupancy permit to the Operator for the Property. The City Manager recommends against inclusion of this term, but the Developer has requested the opportunity to address the council on the matter. Any motion to approve this ordinance will need to specify whether or not the term is to be included in the Development Agreement.

Recommendation: Approve a Development Agreement between the City of Rochelle and Elixir Real Estate for the development of the property at 1140 N. 7th Street with or without the term calling for a moratorium on the issuance of new package liquor licenses for a period of three years.

Agenda Item #5 -  Ordinance Approving Preliminary and Final Plat of Subdivision for Hayden Addition Unit 1 Re-Subdivision and Re-Zoning Lot #1

References:

Recommended Action:

Consider an ordinance approving preliminary and final plat of subdivision for Hayden Addition Unit 1 Re-Subdivision and Re-Zoning Lot #1

History and Fact:

In 2005 the City entered into an annexation agreement providing for the development of Squires Landing West, a residential subdivision to be located west of 20th Street and north of 8th Avenue on 151.09 acres of land. The residential subdivision has never been developed.

In 2014, at the request of Tim and Geri Hayden, the City Council approved an Ordinance Amending the Boundaries of the B-2 and PUD-R Zoning Districts in order to re-subdivide a 1.15 acre lot. This action was taken to facilitate the construction of two 40 by 240 foot enclosed storage buildings at 1800 20th Street. In addition, a variance was granted from the front yard setback of 50 feet to allow for a 35 foot setback.

The current owner of the property, Haywell LLC, has submitted a petition to re-subdivide 2.87 acres of the original 151 acres in the Squires Landing West Subdivision to facilitate the construction of two 40 by 240 foot enclosed storage buildings.

Discussion:

The current use of the property is agricultural. It is surrounded by 20th Street on the east, residential PUD on the north and west and industrial on the south.

On June 6th the Planning & Zoning Commission held a public hearing to review the case and subsequently voted 4-0 to recommend approval of the Preliminary and Final Plat of Subdivision and Re-Zoning of Lot #1 subject to the following conditions:

1.) Final Site Engineering, Landscaping and Building plans submitted.

2.) City staff comments are addressed in regards to the engineering, utilities, building and site plan review.

3.) Water and Sewer installation to the property or Surety posted in lieu of installing the services.

Recommendation: 
Authorize an Ordinance approving preliminary and final plat of subdivision for Hayden Addition Unit 1 Re-Subdivision and Re-Zoning Lot #1

Agenda Item #6 -  Ordinance Amending Section 6-46 of the Municipal Code to Create One Restaurant Beer & Wine Liquor License

References:

pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Restaurant Beer & Wine Liquor License (28 KB)

Recommended Action: Consider Ordinance Amending Section 6-46 of the Municipal Code to Create One Restaurant Beer & Wine Liquor License

History and Fact: The City has received a request from Shri Siddh Ganesh Inc. for a restaurant beer & wine liquor license for the Holiday Inn Express located at 1240 Dement Road. This business plans to sell liquor to their patrons and make it available for meetings as desired. It is our understanding that the Holiday Inn Express does not intend to operate a bar.

Discussion: The Liquor Commissioner, Mayor Olson, has reviewed the request and has no objection to the creation of an additional restaurant beer & wine liquor license to accommodate the Holiday Inn Express’ request. The addition of this license will result in a total of two restaurant beer & wine licenses in the City of Rochelle.

Recommendation: Approve Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Restaurant Beer & Wine Liquor License

Agenda Item #7 -  Expansion of Northern Interchange Yard – City Industrial Railroad

References:

pdf Memo from Economic Development Director Jason Anderson (44 KB)
pdf Award Recommendation from Fehr Graham and Associates (343 KB)

Recommended Action: Consider bids for Expansion of Northern Interchange Yard

History and Fact: The City of Rochelle Railroad (CIR) has been an economic driver in our region for the past several years. It offers local industries a competitive advantage by providing access to both the Union Pacific and Burlington Northern Santa Fe railroads for their shipping needs.

The increasing demand for efficient rail service across the country is creating economic development opportunities for Rochelle. The CIR is currently operating at or above its designed capacity. Therefore, an extension of the rail system is necessary for further development of rail related industries.

On March 14th the Mayor and Council approved an engineering agreement with Fehr Graham for the design of one parallel storage track, track #5, approximately 2000 linear feet in length and lengthening track #4 approximately 500 linear feet. The design also includes relocating one and constructing two additional turnouts.

Discussion: Subsequent to the required public notice, the City Clerk opened eight bids for an Expansion of the Northern Interchange Yard on June 7th. Economic Development Director Jason Anderson and our consultant from Fehr Graham reviewed the bids and recommend to accept the bid from Swanson Contracting Co, Inc. for $649,510.45.

The Expansion of the Northern Interchange Yard will be financed through current railroad revenues.

Recommendation: Accept the Bid for the Expansion of Northern Interchange Yard from Swanson Contracting Co., Inc. for $649,510.45 and reject all other bids.

Agenda Item #8 -  Resolution Opposing the Construction and Operation of the Great Lakes Basin Transportation Rail Line

References:  pdf Resolution Opposing the Construction and Operation of the Great Lakes Basin Transportation Rail Line (105 KB)

Recommended Action: Consider a Resolution Opposing the Construction and Operation of the Great Lakes Basin Transportation Rail Line

History and Fact: Great Lakes Basin Transportation, Inc. plans to file a request with the Surface Transportation Board to construct and operate a new railroad line around the metropolitan Chicago area. The purpose provided by the GLB Railroad project is to “expedite freight movements across the nation and to provide additional capacity for growing railroad traffic.”

Discussion: A group of local citizens has organized the Ogle County Community against GLB to give our county information opposing the Great Lake Basin Railroad Project. Members of the group have attended multiple Rochelle City Council meetings to provide information and urge the council to pass a resolution opposing the construction and operation of the Great Lakes Basin Transportation Rail Line. Several taxing entities in the region have already taken this action.

The proposed route of the Great Lakes Basin rail line runs north to south between I39 and the eastern edge of Ogle County and would be built on a 200 foot wide right-of-way. The route falls within one and one half miles of the City’s corporate limits and could impact future growth and development in this area.

Recommendation:

Consider a Resolution Opposing the Construction and Operation of the Great Lakes Basin Transportation Rail Line

Agenda Items #9-10:

pdf Ordinance Authorizing the Transfer of Property Pursuant to the Illinois Local Government Property Transfer Act (Old Lincoln School) (238 KB)
pdf Resolution Authorizing the Sale of the Hub Theater and Lincoln School Properties; Purchase Agreement & Development Agreement between the City of Rochelle & Richard C. Kennay (219 KB)

History and Fact:
In June of 2015 the City entered into an Economic Incentive and Tax Increment Allocation Financing Development Agreement with McCarty Technologies, Inc. (MTI) related to the development of the Hub Theater, located at 416 Lincoln Highway, and the Graber Building, located at 413 Fourth Avenue. Per the Development Agreement, the City made an initial contribution of $250,000 which was divided between two Escrow Agreements and used to purchase the two buildings.

MTI began development of the properties but did not complete it. As a result, the City and MTI mutually agreed to rescind the agreement and the Mayor and Council approved a Rescission Agreement and Mutual Release at its meeting on May 23rd. As a part of the rescission agreement, the City assumed approximately $94,0000.00 in unpaid bills.

Recommendation:
Approve an ordinance for the Transfer of Property Pursuant to the Illinois Local Government Property Transfer Act (Old Lincoln School). Approve a resolution Authorizing the Sale of the Hub Theater and Lincoln School Properties.

Agenda Item #11-12:

Ordinance Authorizing the Transfer of Property Pursuant to the Illinois Local Government Property Transfer Act (Golf Course Restaurant Property)

Resolution Authorizing the Sale of the Golf Course Restaurant Property

References:

Recommended Action:
Consider an ordinance authorizing the transfer of property pursuant to the Illinois Local Government Property Transfer Act (Golf Course Restaurant Property)

History and Fact:
In March of 2013 the Mayor and Council approved an Intergovernmental Agreement with the Flagg-Rochelle Community Park District relating to the acquisition and leasing of 74.285 acres improved with a golf course and restaurant. The City and Park District subsequently entered into lease agreements for the operation of the golf course and restaurant, all of which have expired. On April 25th the Mayor and Council approved an amendment to the Intergovernmental Agreement between the City of Rochelle and Flagg Rochelle Community Park District to facilitate the joint operation of the golf course for the 2016 golf season, excluding the restaurant.

In May the City Council approved a subdivision of 1.433 acres of the original golf course subdivision and rezoned the property to B-2 Commercial. This action was taken to allow a potential buyer to acquire the restaurant while the City and Park District preserve the golf course.

Discussion:

City staff has negotiated a redevelopment agreement with John Scanlan which involves the sale and renovation of the restaurant. Mr. Scanlan currently owns and operates restaurants in Rockford, New Milford and Davis Junction. I understand that Mr. Scanlan will be present at the meeting to brief Council on his renovation and business plans.

The redevelopment agreement provides for the sale of the property to C.C.S. Golf LLC, a legal entity established by Mr. Scanlan for this project. The agreement calls for a substantial renovation of the facility, including the remodeling of restrooms and kitchen, new floors and ceilings, new HVAC and new lighting. Renovation costs will exceed $700,000.

By statute, the City must sell properties for no less than 80% of the appraised values. The current appraised value of the restaurant is $250,000. Under the proposed agreement, C.C.S. will purchase the property for the appraised value and the City will contribute the proceeds of the sale to C.C.S. by means of an economic development grant. The City and Park District may be reimbursed by the TIF fund for the grant contribution if sufficient TIF revenues are available in the future.

The agreement also provides for property tax increment rebates from the TIF fund. For the first $250,000 of property tax increment generated from the project, the city will return half of the increment ($125,000) to the developer. The City will then rebate 100% of the increment generated from the project, up to a total rebate of $250,000. As such, the City will be able to recover its expenses associated with establishing the TIF district early in the life of the district while the developer will gain rebates to lower his operating expenses.

The proposed agreement provides that the City will resurface/restripe the restaurant's portion of the parking lot within three years. The City’s costs associated with the maintenance on the restaurant’s portion of the lot may be recovered from TIF revenues.

In order to facilitate the sale of the golf course restaurant property, the Rochelle Park District will convey their interest in the property to the City of Rochelle under this ordinance.  

Agenda Item #13 -  Intergovernmental Agreement between the City of Rochelle and Ogle County Metropolitan Exposition Auditorium and Office Building Authority a/k/a Ogle County Civic Center Authority

References:

pdf Intergovernmental Agreement between the City of Rochelle and Ogle County Metropolitan Exposition Auditorium and Office Building Authority a/k/a Ogle County Civic Center Authority (OCCCA) (64 KB)
pdf Ordinance Approving Intergovernmental Agreement (9 KB)

Recommended Action: Consider an Intergovernmental Agreement between the City of Rochelle and Ogle County Metropolitan Exposition Auditorium and Office Building Authority

History and Fact: The Hickory Grove Civic Center, located at 1127 North 7th Street, is owned and administered by the non-profit Ogle County Metropolitan Exposition Auditorium and Office Building Authority commonly known as the Ogle County Civic Center Authority (OCCCA). For the past several years OCCCA has leased the restaurant and dining space to the Hickory Grove Banquet & Conference Center/Abraham’s Grille & Lounge.

Discussion: Per the Illinois State Statute, “the corporate authorities may appropriate and expend funds for economic development purposes, including, without limitation, the making of grants to any other governmental entity or commercial enterprise that are deemed necessary or desirable for the promotion of economic development within the municipality.” The proposed agreement would allow the City to grant OCCCA $30,000 which would subsequently be delivered to Abraham’s Grille and Lounge to be applied against the delinquency owed to Rochelle Municipal Utilities.

Funds for this economic development grant would be made available through the City’s portion of the hotel-motel tax.

Recommendation: Authorize an Ordinance Approving an Intergovernmental Agreement between the City of Rochelle and the Ogle County Metropolitan Exposition Auditorium and Office Building Authority

Agendas:

October 21, 2015 - Emergency Management Committee Meeting Agenda 

Minutes:

Monday, May 12, 2014 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:

•  default Police Week May 11-17, 2014

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)  default Approve Minutes of City Council Meeting – April 28, 2014

b) Approve Bills – default 041814-042414 ,  default 042514-050114

c) Approve Payroll –  default 041414-042714

d)  default Approve Dairy Queen Request – Closure of Currency Court for Cruise Night July 21, 2014

e)  default Approve Chicagoland Skydiving Center Request to Hold a Concert September 13-14, 2014

f)  default Approve Women of the Moose Request – Closure of Municipal Lot for Pork Chop Dinner and Kids Carnival on September 20, 2014

2) Route 251 South Sewer Improvement Project

3) Sludge Dewatering Improvement Project

4) Engineering Services Agreements - City Industrial Rail Extension

5) Down Payment on Skid Load Generators

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT 

Agenda Item #2 Route 251 South Sewer Improvement Project

References:

default Memo from Water Water Reclamation Superintendent Kathy Cooper

default Recommendation from Willett Hofmann & Associates

Recommended Action:

Consider bids for the Route 251 South Sewer Improvement Project

History and Fact:

The existing sewer main on Highway 251 South is too shallow to handle the increased flow resulting from expanded operations at facilities in the area. As a result, a project has been developed to construct 447 lineal feet of 8-inch sanitary sewer from Central Refrigerated Services, south along the west side of Highway 251 to an existing manhole. The 2014-15 Water Reclamation Division Capital Outlay Budget includes $75,000 for the sewer extension along Highway 251 South.

Discussion:

Subsequent to the required public notice, the City Clerk opened bids for the Route 251 South Sewer Improvement Project on April 30th with three contractors submitting bids. Staff and our consultant, Willett Hofmann & Associates, have reviewed the bids and recommend the acceptance of the apparent low bidder, Martin and Company, with a bid of $55,218.71. Upon approval of the bid, the project is expected to begin around July 1st.

Recommendation:

Accept the bid of $55,218.71 from Martin and Company for the Route 251 South Sewer Improvement Project 

Agenda Item #3 Sludge Dewatering Improvement Project

References:

default Memo from Water Water Reclamation Superintendent Kathy Cooper

default Recommendation from Trotter and Associates

Recommended Action:

Consider bids for the Sludge Dewatering Improvement Project

History and Fact:

The three centrifuge units used for dewatering sludge at the Water Reclamation Plant are nearing the end of their expected life cycle. As a result, the City hired Trotter and Associates in 2012 to evaluate the existing process, explore other options, and provide a report on the most cost effective way to proceed. Mr. Trotter and his associates evaluated the processes at the plant and determined that, based on life cycle costs, the best option is to replace the three existing centrifuges with two larger centrifuges.

Discussion:

Trotter and Associates performed the design work and prepared the bid packages for the project. The base bid includes the removal of three existing small centrifuges and replacement with two new larger centrifuge units. The deductive alternative removes one of the new larger centrifuges from the scope of the project and retains two of the three existing smaller centrifuges.

Subsequent to the required public notice, the City Clerk opened two bids on April 15th for the Sludge Dewatering Improvement Project. Staff has reviewed the bids and recommends the acceptance of the apparent low bidder, Boller Construction Company, with a base bid of $1,794,000. The 2014-15 Water Reclamation Division Capital Outlay Budget includes $1,800,000 for the Sludge Dewatering Improvement Project. The funds for this project are available through a transfer from the

Equipment Replacement Account which currently has a balance of $2,874,648.

The City has received a number of inquiries about purchasing the three centrifuges that are now in use. We expect to get $70,000 each for the centrifuges and the control panels in addition to approximately $20,000 for the sludge conveyor system. This will help offset the additional cost and maintain funds in the Equipment Replacement Account for future needs.

Recommendation:

Accept the base bid of $1,794,000 from Boller Construction Company for the Sludge Dewatering Improvement Project and reject all other bids.

Agenda Item #4 Engineering Services Agreements – City Industrial Rail Extension

References:

default Memo from Airport Manager Mark Delhotal

default Proposal for Engineering Services - Completion of North Switch Yard

default Proposal for Engineering Services - Johns Creek Structure

Recommended Action:

Consider two agreements between the City of Rochelle and Fehr Graham Engineering & Environmental

History and Fact:

The City Industrial Rail (CIR) has been an economic driver in our region for several years. The demands on the CIR are expected to increase dramatically by the end of this year as a result of operational changes at Coated Sand Solutions. Annual rail volumes are expected to surge from the current capacity of approximately 3,800 cars to an estimated 14,000-18,000 cars.

Discussion:

The Economic Development Department recommends that the City approve an agreement for the completion of the CIR North Switch Yard located south of Creston Road. Fehr Graham has provided a proposal for the work which includes the design of one parallel storage track, approximately 1,500 linear feet in length, and a Storm Water Pollution Prevention Plan at a cost of $27,650. The 2014-15 Railroad Capital Outlay Budget includes $350,000 for this expansion of the Union Pacific Siding switch yard.

The Economic Development Department also recommends that the City approve an agreement for the design of the John's Creek Structure that will allow the CIR to extend to the south. Fehr Graham has provided a proposal for the work which includes the design and permitting of a single bridge to accommodate four parallel rail tracks for a fee of $109,500. There is $90,000 available in the 2014-15 Railroad Capital Outlay Budget to fund this project. This was originally budgeted as the local share for a Crossing Guard Project that will not be funded by the ICC this year. The remaining $19,500 will be available through increased revenues and storage fees on the CIR.

Recommendation:

Authorize the Mayor to sign an agreement between the City of Rochelle and Fehr Graham for the design of one parallel storage track to complete the CIR North Switch Yard.

Authorize the Mayor to sign an agreement between the City of Rochelle and Fehr Graham for the design of a rail structure to span John's Creek in order to extend the CIR.

Agenda Item #5 Down Payment on Skid Load Generators

References:

default Memo from Business and Financial Analyst Dan Westin

Recommended Action:

Consider a down payment towards the purchase of skid load generators.

History and Fact:

Rochelle Municipal Utilities (RMU) owns and operates three generating stations totaling 22MW of generating capacity. Our 9th Street station houses 8 units, some of which date back to the 1940s. These units are maintenance intensive, due to their age, and are not always available to supply capacity when desired.

RMU's ability to generate capacity is very important for both peak shaving, the ability to reduce our demand on the grid when market prices for energy are exceptionally high, and to provide power during emergencies such as the wind shear which destroyed a large section of 138 kV transmission line last year. To improve RMU's ability to meet these needs, staff has identified a set of cost efficient generator sets that are available for purchase and could be deployed into the distribution system to provide 6 MW of capacity.

Discussion:

The total cost to provide the proposed skid load generators is estimated to be $2,042,060. A 10% down payment of $124,746 is required to secure their availability. The Utility Advisory Board formally recommended approval of the investment in these units at its meeting last December.

RMU has applied for a construction permit to include these generators into RMU's overall air permitting which we believe will be successful.

Recommendation:

Approve a down payment of $124,746 towards the purchase of skid load generators

Discussion Item #1 Rochelle Energy Center sale

Rochelle Energy Center, LLC., owns and operates an electric generation facility at the Rochelle Municipal Landfill using methane gas produced by the landfill. The company is attempting to sell itself to prospective buyers. Representatives from Evansol, a company that is interested in purchasing the facility, have asked for the opportunity to introduce their company to Council and provide information about the pending sale.

The Council will need to consent to the sale. The request will be placed on the agenda of an upcoming meeting.

MONDAY, August 26, 2013

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default August 12, 2013

b) Accept and Place on File Minutes of Railroad Advisory Board Meeting – default February 28, 2013

c) Approve Bills – default 072613-080113 , default 080213-080813 , default 080913-081513

d) Approve Payroll –  default 072213-080413

e)  default Approve Resolution Regarding the Release of Executive Session Minutes

2) Contract No. 1 – Drilling and Developing Well #12

3) 20th Street Improvements – Phase 1 Paving Project

4) Purchase of Brush Chipper – Street Department

5) State/Local Agency Agreement – Airport Land Acquisition

6) Minimum/Maximum Additional Billing for Contract Years 2007, 2009, and 2010 - Illinois Municipal League Risk Management Association

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Contract No. 1 – Drilling and Developing Well #12

References:

default Memo from Water/Water Reclamation Superintendent Kathy Cooper

default Recommendation from Willett Hofmann & Associates

 Recommended Action:

Consider bids for Contract No. 1 - Drilling and Developing Well #12

History and Fact:

Over the past decade the volume of water delivered to customers in Rochelle has significantly increased. As the existing system nears the maximum design capacity, the City has taken steps towards the construction of a new well in the southeast quadrant of the City. The City has applied for, and in February received approval for, a low interest loan through the State of Illinois to fund the estimated $3.5 million well project. In addition, the Council approved the purchase of one acre of property located near the intersection of Hayes and Steward Roads for the siting of Well #12 in March.

Discussion:

Willett Hofmann & Associates performed the design work for the drilling of the well. The scope of Contract No.1 includes the drilling of a new well to an anticipated depth of 970 feet, installing a road way to the well, testing and televising the new well, and performing a water quality analysis. Once operational the well is expected to pump approximately 1300 gallons per minute.

Subsequent to the required public notice, the City Clerk opened bids for Contract No. 1 – Drilling and Developing Well #12 on August 15th with three contractors submitting bids. Staff and our consultant, Matt Hansen of Willett Hofmann & Associates, have reviewed the bids and recommend the acceptance of the apparent low bidder, Municipal Well and Pump, with a bid of $496,467. The 2013-14 Water Division Capital Outlay Budget includes $500,000 for the construction of Well #12 to be paid through the State of Illinois loan. Following the bid award, the project is expected to begin in mid-October.

Recommendation:

Accept the bid of $496.467 from Municipal Well and Pump for Contract No. 1 - Drilling and Developing Well #12 and reject all other bids.

Agenda Item #3 20th Street Improvements – Phase 1 Paving

References:

default Memo from City Engineer Sam Tesreau

default Bid Tabulation

Recommended Action:

Consider Bids for 2013 20th Street Improvements – Phase 1 Paving

History and Fact:

The Engineering Department identified the need to make improvements to 20th Street, from Atwood Park to 8th Avenue, due to the general deterioration of the road and a width that was not compliant with roadway standards. The improvements subsequently identified in the project include roadway widening for approximately 1900 feet, removal of unsuitable/unstable sub-base material, re-grading of ditches, culvert removal and replacement, asphalt paving, connection to the existing bike path and other related work.

Street Department crews have completed a majority of the project in-house over the past month. The Engineering Department has developed plans and specifications to seek bids for the hot mix asphalt binder course.

Discussion:

Subsequent to the required public notice, the City Clerk opened two bids on August 19th. City Engineer Sam Tesreau reviewed the bids and recommends the acceptance of the apparent low bidder, William Charles Construction Company, with a bid of $88,584.85. The 2013-14 Capital Improvements Fund budget includes $112,000 for this project which will be funded through a transfer from the Sales Tax Fund. Upon approval of the bid, the project is expected to be completed by September 11th.

The final roadway surface will be constructed in fiscal year 2014/15 as funding allows.

Recommendation:

Accept the bid from William Charles Construction Company in the amount of $88,584.85 and reject all other bids.

Agenda Item #4 Purchase of Brush Chipper – Street Department

References:

default Memo from Streets and Cemetery Superintendent Tim Isley

Recommended Action:

Consider the purchase of a 2013 brush chipper for the Street Department

History and Fact:

Over the past four months, the Street Department has tried out three different brush chipper models in order to determine the best option to replace their existing 1996 chipper. They have concluded that the Vermeer BC 1500 is the best option due to its exceptional safety features, smart feed system, ability to manipulate the material automatically and "Ecoidle" feature which idles down the machine to conserves fuel between jobs.

Discussion:

The 2013 Vermeer BC 1500 brush chipper is available through the National Joint Power Alliance, through Vermeer Midwest, for $45,970. This price includes an optional winch system which would be useful for dragging large material to the chipper. In addition, Vermeer Midwest will provide a trade in allowance of $11,500 for the 1996 model for a net purchase price of $34,470.

The 2013-14 Street Department Capital Outlay Budget includes $29,500 for the purchase of a brush chipper based on a price quote obtained in January. Due to an increase in cost for the 2013 model year and the addition of the optional winch system, the proposed purchase price is approximately $5,000 more than the budgeted amount. Superintendent Isley recommends proceeding with the purchase, including the optional winch system which will reduce the risk for back and other related injuries, and delaying the purchase of the budgeted wheel loader to offset the additional cost.

Recommendation:

Approve the purchase of a 2013 Vermeer BC 1500 brush chipper through the National Joint Powers Alliance in the amount of $45,970, minus a trade in allowance of $11,500 for a net purchase price of $34,470.

Agenda Item #5 State/Local Agency Agreement – Airport Land Acquisition

References:

default Memo from Airport Manager Mark Delhotal

default State/Local Agency Agreement

Recommended Action:

Consider the State/Local Agency Agreement for Airport Land Acquisition

History and Fact:

In 2008 the Illinois Department of Transportation (IDOT) Division of Aeronautics approved plans to extend the current runway at the Rochelle Municipal Airport from 4,226 feet to Catergoy B criteria of 5,000 x 75 feet. In early 2012 the Mayor and Council approved an agreement to purchase 60 acres of property to expand the runway.

Discussion:

The total cost of the airport land acquisition, including land purchase, attorney fees, airport consultant fees and engineering, was $655,066. The City of Rochelle was required to upfront the cost of the land purchase and associated expenses and seek reimbursement of 97.5% (95% from Federal Entitlement Funds and 2.5% from the State of Illinois) once the purchase was complete. In order to authorize reimbursement of the State and Federal funds, IDOT Division of Aeronautics has provided a State/Local Agency Agreement for the City to approve. The City's local share of 2.5%, included in this agreement, is $16,669.07.

Recommendation:

Authorize the Mayor to Sign the State/Local Agency Agreement for Airport Land Acquisition

Agenda Item #6 Minimum/Maximum Additional Billing for Contract Years 2007, 2009 and 2010 – Illinois Municipal League Risk Management Association

References:

default Memo from HR/Risk Manager Lynette Fischer

default Detailed Breakdown of Previous Years History

 Recommended Action:

 Consider additional billings for contract years 2007, 2009 and 2010.

 History and Fact:

 The City of Rochelle has participated in the Illinois Municipal League Risk Management Association (IMLRMA) property and liability insurance program since 1997. This insurance program covers worker's compensation, auto liability, commercial general liability, portable mobile equipment, and the physical damage to auto and property. In addition, the City has taken advantage of the IMLRMA's "Minimum/Maximum Premium Program" for the past several years in order to reduce our premium costs by accepting some risk of loss. To date, the City has realized savings through the Min/Max Program due to our loss experience.

 Discussion:

The IMLRMA agreement includes a provision for billing on a yearly basis when paid claim dollars are in excess of the Minimum Loss Fund until such time as the Maximum Loss Fund limit is attained or all claims initiated during the coverage period are closed. The City has received three additional billings from IMLRMA for the City's claims in years 2007 ($30,617.46), 2009 ($50,379.49) and 2010 ($32,704.02) for a total of $113,700.97.

 The 2013-14 Insurance Fund and Enterprise Funds Budgets include a total of $125,000 to cover these anticipated additional billings.

 Recommendation:

 Authorize the City Manager to pay the additional billings totaling $113,700.97 for contract Years 2007, 2009 and 2010 to the IMLRMA.

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

• default Proclamation - 100th Anniversary of Womens Right to Vote

IV. REPORTS AND COMMUNICATIONS:

• Mayor 

• Council Members

•  default Financial Statements - May 2013

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default June 13, 2013

b) Accept and Place on File Minutes of Airport Advisory Board Meeting -  default April 22, 2013

c) Accept and Place on File Minutes of Stormwater Advisory Commission Meeting -  default March 13, 2013

d) Approve Bills – default 053113-060613 ,  default 060713-061313

e) Approve Payroll –  default 052713-060913

f) Approve Use of Rochelle Municipal Airport for Rochelle Area Chamber of Commerce Country default Concert Proposal  and default Site Layout – August 24, 2013

g) Approve Request Associated with National Lincoln Highway BuyWay Event -  default August 8-10. 2013

h)  default Approve 2nd Amendment to Employment Agreement - City Manager

i) default Appointments to Boards & Commissions

2) Purchase of Phones - Advanced Communications Department

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 - Purchase Mitel Phone System for City Facilities & RTHS

References:

default Memo from Superintendent of Advanced Communications, Scott Koteski

Recommended Action:

Consider the purchase of a Mitel Phone System for all City facilities and RTHS

History and Fact:

Over ten years ago, the City purchased the Cisco phone system that is currently in use in all City, RMU and RTHS facilities. The system is also used in all RMU phone customer businesses. As technology has improved in the past ten years, the current system has become outdated. Replacement parts and accessories are difficult to purchase and must be purchased through after-market vendors.

Discussion:

Staff has researched several available options for upgrading the current phone system and has identified Mitel as the superior option. The total cost of equipment and installation is $133,176.94. By purchasing through the National Joint Powers Alliance contract with Mitel, the system will be purchased at a discount of 38% off of the retail price.

At their June 17 School Board Meeting, RTHS approved the repayment of $55,548.32 in equipment costs over the next five years in an annual payment of $10,109.64.

Upon approval, the system will be installed at RTHS by late July and in all City facilities by the end of 2013.

Recommendation:

Approve the purchase of the Mitel phone sytem for a total cost of $133,174.94.