City Council Meeting Agenda - May 10, 2021
ROCHELLE CITY COUNCIL REGULAR MEETING
Monday, May 10, 2021 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
• Police Week – pdf May 9-15, 2021 (59 KB)
• Public Works Week – pdf May 16-22, 2021 (107 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor’s Report
o Accept the Resignation of Vicki Snyder-Chura from the Planning & Zoning Commission Effective Immediately
o Revise the Appointment of Lyndon Leisher to the Planning & Zoning Commission as a voting member for a term to expire July 1, 2021
• Council Members
• Rochelle Area Community Foundation 2021/22 Pledge Campaign
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 4/26/21 (272 KB)
b) Approve Exceptions – pdf 4/20/21-4/26/21 (159 KB) , pdf 4/27/21-5/3/21 (135 KB)
c) Approve Payroll – pdf 04/19/21-05/02/21 (60 KB)
d) Accept and Place on File pdf Rochelle Police Pension Board Annual Treasurer’s Report (28 KB)
e) Approve VFW request to hold Poppy Drive on pdf May 29, 2021 (27 KB)
2) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class S Liquor License for Amisa Inc. d/b/a Rochelle Shell at 505 W. Highway 38
3) Illinois Metropolitan Investment Fund
4) Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement with the State of Illinois and Resolution Authorizing the Payment of the City of Rochelle’s Local Share for Illinois Project No. RPJ-4765 to reconstruct remaining area of aircraft parking apron
5) Ordinance Waiving the Competitive Bidding Requirements and Awarding Alfa Laval Inc. the Purchase Order for the Purchase of a Centrifuge Control Systems
6) Resolution Authorizing and Approving an Aggregator Master Service Agreement between Enerwise Global and the City of Rochelle
7) Acquisition of a Cuty Easement for future pedestrian bridge and shared use path improvements, over the Kyte River and north of IL Rte 38, on part of lot 1 of Meadowbrook Subdivision No. 1
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class S Liquor License for Amisa Inc. d/b/a Rochelle Shell
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: Amisa Inc. has submitted an application for a Class S liquor license for Rochelle Shell at 505 W. Highway 38. The Class S liquor license allows for the retail sale of packaged beer and wine, not for consumption on the premises where sold.
The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the creation of a Class S liquor license for Rochelle Shell. This action will result in a total of three Class S liquor licenses in the City of Rochelle.
Recommendation: Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class S Liquor License for Amisa Inc. d/b/a Rochelle Shell
Supporting Documents:
Agenda Items #3 Illinois Metropolitan Investment Fund
Staff Contact: Chris Cardott, Finance Director
Summary: The Illinois Metropolitan Investment Fund (IMET) is a local government investment pool created in 1996. It currently provides investment services to over 200 municipalities and government agencies. IMET offers two investment options: a liquidity option (Convenience Fund) and an intermediate-term option (1-3 Year Series). The Convenience Fund is designed to accommodate funds requiring high liquidity. It is comprised of collateralized bank deposits, FDIC insured certificates, and U.S. government securities and funds are available the same day. The 1-3 Year Series is designed for public funds that may be invested for longer than one year. There are no early withdrawal fees or penalties for funds invested for less than one year. Funds are available for withdrawal in 5 business days. The 1-3 Year Series is invested primarily in U.S. government backed securities (Treasuries and Agencies) and holds the highest rating by Moody’s. Rates as of April 27, 2021 are .21% for the Convenience Fund and .62% for the 1-3 Year Series. Rates change daily. With the anticipation of funds from the American Recovery Plan, I recommend opening an account with IMET and depositing the funds into the 1-3 Year Series option. This new account will allow the City to easily track the projects allowed for the ARP funds. Minor changes to the current Investment Policy are made and highlighted in the attached.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation:Approve the revised Investment Policy and application to the Illinois Municipal Investment Fund
Supporting Documents:
pdf Moody’s Rating Letter (722 KB)
Agenda Item #4 Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement with the State of Illinois and Resolution Authorizing the Payment of the City of Rochelle’s Local Share for Illinois Project No. RPJ-4765.
Staff Contact: Mike Hudetz, Airport Manager
Summary: IDOT has determined through the Pavement Condition Index (PCI) and the weight of aircraft that land here, that a portion of our asphalt apron needs replacement with concrete. To move forward with this project, the City Council must authorize the City Manager to execute an Intergovernmental Agreement with the State of Illinois and authorize the payment of the City’s 5% share of $48,101.01. The 2021 Capital Outlay Summary for the Airport includes funding for the apron replacement.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure: Federal $865,818.18 90% $865,818.18 State $48,101.01 5% $48,101.01 Local $48,101.01 5% $48,101.01
Strategic Plan Goal Application: Infrastructure Effectiveness and Improvement.
Recommendation: Approve a Resolution Authorizing the City Manager to Execute an Intergovernmental Agreement with the State of Illinois for Illinois Project No. RPJ-4765.Approve a Resolution Authorizing the Payment of the City of Rochelle’s Local Share for Illinois Project No. RPJ-4765.
Supporting Documents:
pdf Improvement Site Map (459 KB)
Item #5 Ordinance Waiving the Competitive Bidding Requirements and Awarding Alfa Laval Inc. the Purchase Order for the Purchase of a Centrifuge Control Systems
Staff Contact: Adam Lanning, Utilities Superintendent
Summary: Recently a VFD for centrifuge #1 failed at the wastewater plant and we are currently running on our backup #2 centrifuge with no backup. The company Alfa Laval trouble shot the problem and has recommended upgrading both components due to control and drive problems. These issues will result in our system becoming obsolete and support will no longer be available for the original controls.
These machines cannot run without these components. The centrifuges are a crucial part of the wastewater plant process. It is how we separate water from biosolids not needed to balance the plant and we send the biosolids to the landfill 5 days a week.
These components are only available through Alfa Laval. Therefore, we wish to waive competitive bidding.
Funding Sources: Source: Budgeted Amount: Proposed Expenditure: Water Reclamation Cash Fund $ 0 $ 88,670.00
Strategic Plan Goal Application: 20-Year CIP Plan – Conduct infrastructure needs analysis for current & future needs.
Recommendation: Approve Ordinance Waiving the Competitive Bidding Requirements and Awarding Alfa Laval Inc. the Purchase Order for the Purchase of a Centrifuge Control Systems at a cost of $88,670.
Supporting Documents:
pdf Alfa Laval Inc Quote (171 KB)
Agenda Item #6 Resolution Authorizing and Approving an Aggregator Master Service Agreement between Enerwise Global and the City of Rochelle
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: The City of Rochelle has a utility Rider 3, which offers a demand response program. This program allows industrial customers with a certain load profile to receive savings if they shave load during the five critical peak days as determined by PJM. Staff feels the program and our customers are better served by contracting with a third-party vendor who will work with the industrial customers and PJM directly.
At the previous City Council meeting Kellen Bollettino, with CPower attended the meeting virtually to discuss how a demand response works and the programs they offer that will assist the city and our Industrial and Commercial customers.
Staff would like to enter into an agreement with CPower to provide an annual demand response program through PJM. Due to time constraints, they will manage our current Rider 3 program this generation season. Next year, RMU’s local program will be terminated, and all future programs will be run directly through CPower and PJM.
There are no costs to the City of Rochelle or any customers participating in the program. Participating sites are compensated for participation. If there is no participation in the program, CPower absorbs any penalties. Rochelle and the end use customer have zero out of pocket expense for all CPower programs and services. When the program changes and is run through PJM, the customers will continue working directly with CPower. There still is no cost to the City. Any savings seen by the customer will go 75% to the customer and 25% to CPower in the form of an annual check from PJM.
Either party may terminate the agreement immediately upon the other party’s material breach of any obligation of this agreement, provided such breach remains uncured for a period of ten (10) days after being provided with written notice thereof (“Termination for Cause”). Provider shall also be entitled to terminate this agreement upon ten (10) days written notice if provider’s ability to provide services under this agreement is negatively impacted by a regulatory change.
Recommendation: Approve Resolution Authorizing and Approving an Aggregator Master Service Agreement between Enerwise Global and the City of Rochelle
Supporting Documents:
pdf PJM Demand Response Presentation (2.33 MB)
Agenda Item #7 Acquisition of a City easement for future pedestrian bridge and shared use path improvements, over the Kyte River and north of IL Rte 38, on part lot 1 of Meadowbrook Subdivision No. 1.
Staff Contact: City Engineer Sam Tesreau
Summary: After recent conversations with the owner of 1211 Brookside Drive, located on lot 1 of the Meadowbrook Subd. No. 1, and the realtor currently engaged in the sale of said property an opportunity has come up to begin acquisition of City easements necessary for a shared use path and pedestrian bridge over the Kyte River. The easement identified herein is one of three easements necessary for said construction outside of the IL. Rte. 38 right-of-way.
This acquisition is intended to happen over the next couple of weeks with the new owner of the residential parcel at 1211 Brookside Drive (PIN 24-13-458-009). If the acquisition is successful City staff will begin discussions with the others parcel owners to acquire other necessary easements.
Funding Sources: Source: CIP fund #36-00-86030 Budgeted Amount: Within total budgeted amount for CY 2021 Proposed Expenditure: $6,000 plus any fees or closing costs
Strategic Plan Goal application: Acquisition of the right of way and/or easements allow the City to move forward with improving infrastructure throughout the community.
Recommendation: Authorize the the City Manager to execute an easement agreement for approximately 0.18 Ac.+/- in an amount not to exceed $6,000, plus applicable closing costs and fees, in a form to be prepared by the City Attorney.
Supporting Documents:
City Council Meeting Agenda - August 10, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, August 10, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor’s Report
• Council Members
• Remarkable Resident – Christopher Tenggren
• Good News – Blake Toliver
Adam Lanning, Toby Lindeland and Electric Department
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf July 27, 2020 (205 KB)
b) Approve Exceptions – pdf 07/15/20-08/04/20 (309 KB)
c) Approve Payroll – pdf 07/13/20-07/26/20 (60 KB)
d) Accept and Place on File Minutes of Planning and Zoning Commission – pdf 07/06/20 (180 KB)
2) Ordinance Approving the Preliminary and Final Plat of Subdivision at the Northwest Corner of Ritchie Road and Ritchie Court
3) Ordinance Authorizing the Shop Local RMU Credit Program
4) Ordinance Continuing the Small Business Permit Fee Waiver Program for 2021
5) Ordinance Approving the Disposal of Surplus Personal Property Owned by the City of Rochelle
6) Ordinance Amending the Municipal Code of the City of Rochelle Pertaining to Chapter 98 Article 1 Section 8 Entitled “Deferred Payment Agreements”
7) Resolution Authorizing the City Manager to Modify the Rochelle Municipal Utilities Assistance Program
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
VII. DISCUSSION ITEMS:
1) Non-Highway Vehicle Ordinance
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Ordinance Approving the Preliminary and Final Plat of Subdivision at the Northwest Corner of Ritchie Road and Ritchie Court
Staff Contact: Michelle Pease, Community Development Director
Summary:
The City of Rochelle has petitioned to subdivide the property located at the Northwest corner of Ritchie Road and Ritchie Court, Parcel # 25-32-201-002. The purpose of subdividing is to divide one 16.32-acre parcel into three lots. The City of Rochelle plans to use two lots for electrical distribution and transmission substations and sell one lot to an adjacent landowner. Acreage price and all fees facilitated at no cost to the City.
Survey Tech developed a preliminary and final plat of subdivision on behalf of the City, for a three-lot subdivision with easements and onsite detention for the three lots.
City staff and the Planning and Zoning Commission have reviewed the preliminary and final plat for conformance with the comprehensive plan, the provisions hereof, and all other applicable city ordinances. Pursuant to 65 ILCS 5/11-12-8, the Planning and Zoning Commission shall recommend or not recommend the approval of the preliminary and final plat within 90 days of the application.
A public hearing was held on Monday, August 3, 2020. The Planning and Zoning Commission voted to approve the Preliminary and Final Plat of Subdivision by a vote of 5-0.
Strategic Plan Goal Application:
This request continues to support the City’s Strategic Plan goals and objectives by exploring, developing and improving strategies for industrial growth.
Recommendation:
Approve an Ordinance Approving the Preliminary and Final Plat of Subdivision at the Northwest Corner of Ritchie Road and Ritchie Court prove an
Supporting Documents:
pdf Preliminary Plat of Subdivision (4.42 MB)
pdf Final Plat of Subdivision (4.50 MB)
pdf Signature Page Final Plat of Subdivision (3.90 MB)
Agenda Item #3 Ordinance Authorizing the Shop Local RMU Credit Program
Staff Contact: Michelle Pease, Community Development Director
Summary: The proposed Shop Local RMU Credit Program is designed to be an economic tool by the City of Rochelle to encourage our residents to patronize local businesses who were forced to close during the COVID-19 pandemic.
Participating in Program provides a $60 reimbursement in the form of a credit on a future Rochelle Municipal Utility (RMU) bill for qualifying purchases at retail/service shop and restaurant establishments located within the RMU Service Territory.
- $60 credit on your RMU bill
- Residential household within RMU Service Territory (1 per household)
- Purchases made at qualifying businesses, August 15 through December 31, 2020
- A minimum $300 spent at a qualifying retail/service shop and/or local restaurants deemed non-essential by gubernatorial executive order
Strategic Plan Goal Application:
This request continues to support the City’s Strategic Plan goals and objectives by promoting, retaining and enhancing small business development
Recommendation:
Approve an Ordinance Authorizing the Shop Local RMU Credit Program
Supporting Documents:
pdf RMU Credit Program Application (125 KB)
pdf Ordinance Authorizing the Shop Local RMU Credit Program (105 KB)
Agenda Item #4 Ordinance Continuing the Small Business Permit Fee Waiver Program for 2021
Staff Contact: Michelle Pease, Community Development Director
Summary: The City of Rochelle previously approved the creation of the Small Business Permit Fee Waiver Program pursuant to Ordinance 19-5086, which was passed on December 9, 2019, in order to assist small businesses within the City open and/or expand by reducing the fees associated with small business growth.
Staff believes that a continuation of the program through December 31, 2021 will continue to assist with economic growth within these difficult times for small businesses.
The continued program will have the same requirements:
- 30 or less full-time employees on site
- not a licensed franchise
- completed Permit Fee Waiver Application
Strategic Plan Goal Application:
This request continues to support the City’s Strategic Plan goals and objectives by promoting, retaining and enhancing small business development.
Recommendation:
Approve the Ordinance Continuing the Small Business Permit Fee Waiver Program for 2021
Supporting Documents:
pdf Ordinance Continuing the Small Business Permit Fee Waiver Program for 20 (101 KB) 21
pdf Small Business Permit Fee Waiver Application (129 KB)
Agenda Item #5 Ordinance Approving the Disposal of Surplus Personal Property Owned by the City of Rochelle
Staff Contact: Sue Messer, Assistant to the City Manager/ City Clerk
Summary:
Earlier this year the City purchased the Hickory Grove Banquet and Conference Center with the intent of demolishing and redeveloping the property. On July 24th the City Council approved a Resolution Authorizing Bearrows Real Estate & Auction Co to Inventory and Auction Surplus Personal Property contained within the banquet center. A list of the items being auctioned, divided into 434 lots, is included with the ordinance. The online auction will close at 9:00 pm on August 20, 2020 and winning bidders will pick up their items on August 22nd from 9:00 am to 4:00 pm.
Recommendation:
Approve an Ordinance Approving the Disposal of Surplus Personal Property Owned by the City of Rochelle
Supporting Documents:
pdf Exhibit A - List of Auction Items (36 KB)
Agenda Item #6 Ordinance Amending the Municipal Code of the City of Rochelle Pertaining to Chapter 98 Article 1 Section 8 Entitled “Deferred Payment Agreements”
Staff Contact: Jeff Fiegenschuh, City Manager / Sarah Brooks, Director of Utility Finance
Summary: Deferred Payment Agreements - Section 98-8 of our code currently states ‘an applicant shall pay a minimum of one-seventh of the amount past due and owing at the time of entering into the deferred payment agreement, with the remainder to be paid according to the terms defined in the agreement’. During the covid-19 pandemic, we suspended disconnections for unpaid utility bills. Starting in September 2020, disconnections will resume unless a deferred payment agreement has been created. Temporarily setting the initial down payment to 5% will allow more customers the ability to enter into the payment agreement and avoid disconnection. The same section also states ‘RMU shall allow an additional six months for payment to be made under a deferred payment agreement’. Temporarily allowing an additional twelve months for payment to be made under a deferred payment agreement will again allow more customers the ability to enter the agreement and avoid disconnection.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Approve an Ordinance Amending the Municipal Code of the City of Rochelle Pertaining to Chapter 98 Article 1 Section 8 Entitled “Deferred Payment Agreements”
Supporting Documents:
Agenda Item #7 Resolution Authorizing the City Manager to Modify the Rochelle Municipal Utilities Assistance Program
Staff Contact: Jeff Fiegenschuh, City Manager / Sarah Brooks, Director of Utility Finance
Summary: Resolution R20-16 from the April 27, 2020 City Council Meeting authorized the utility assistance to be increased from $300 to $500 and the poverty level to change from 150% to 200% for 6 months during the covid-19 pandemic. We would like to update the 6 months, which would expire in October, to the December 31, 2020 with allowing the City Manager authority to extend those same increases for one calendar year (2021) if warranted. To date in 2020, 89 customers have received the $500 utility assistance resulting in $44,500 of help to RMU customers.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Approve a Resolution Authorizing the City Manager to Modify the Rochelle Municipal Utilities Assistance Program.
Supporting Documents:
Discussion Item #1
Several residents have recently approached the City of Rochelle about the ability to operate golf carts (non-highway vehicles) on City streets. Staff contacted many Illinois communities currently allowing golf carts for input on successes and challenges. Communities note minimal challenges and that residents have enjoyed the use of golf carts on City streets. Jenny Thompson will present details of a proposed ordinance to Council.
Supporting Documents:
City Council Meeting Agenda - June 22, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, June 22, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor’s Report
o pdf Appointment of Members to Boards and Commissions (51 KB)
• Council Members
• Good News
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf June 8, 2020 (216 KB)
b) Approve Exceptions – pdf 06/03/20-06/09/20 (201 KB)
c) Approve Payroll – pdf 05/18/20-05/31/20 (57 KB) , pdf 06/01/20-06/14/20 (59 KB)
d) Accept and Place on File Financial Statement – pdf May 2020 (825 KB)
e) pdf Approve Request from Jayme Thomas to Use the Gazebo on July 4, 2020 (60 KB)
f) pdf Approve Re-Start Rochelle Grants (120 KB)
2) (Public Hearing and Action) Resolution Committing Local Funds - Rebuild Illinois Grant for Demolition of Hickory Grove
3) (Public Hearing and Action) Resolution Committing Local Funds - Rebuild Illinois Public Infrastructure Grant for Construction of New Well House, Well Rehabilitation and Water Tower Painting at the Well #4 Site
4) Audit for January 1, 2019 – December 31, 2019
5) Resolution Approving an Amendment to the Personnel Manual
6) Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals
7) Ordinance Approving a Purchase and Sale Agreement with Rochelle Main Street, LLC - 920 S Main Street
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 (Public Hearing and Action) Resolution Committing Local Funds - Rebuild Illinois Grant for Demolition of Hickory Grove
Staff Contact: Jeff Fiegenschuh
Summary: The City of Rochelle is applying for a shovel ready sites grant under the Rebuild Illinois program. The total requested grant is $356,750 to be used for the demolition and site preparation for the existing Hickory Grove Banquet Center. Any additional funds, up to $365,750 will be committed by the City of Rochelle through its General fund (franchise dollars from transmission sale to ComEd) and landfill funds. No general sales tax or property tax dollars are allocated to this project.Currently, DCEO has not indicated when they will be making the grant awards, but the team at Willett Hoffman think it could be this fall. If that’s the case the project will be bid out in early 2021.
Recommendation: Hold Public Hearing
Approve Resolution Committing Local Funds to the Rebuild Illinois grant for the demolition of Hickory Grove
Supporting Documents:
pdf Resolution Committing Local Funds (94 KB)
pdf Letter of Support from Representative Demmer (394 KB)
pdf Letter of Support from Rochelle Chamber of Commerce (371 KB)
pdf Letter of Support from Greater Rochelle Economic Development Corporation (25 KB)
pdf Letter of Support from Blackhawk Waterways Convention and Visitors Bureau (840 KB)
pdf DCEO Grant Summary (118 KB)
Agenda Item #3 (Public Hearing and Action) Resolution Committing Local Funds - Rebuild Illinois Grant for New Well House, Well Rehabilitation and Water Tower Painting at the Well #4 Site
Staff Contact: Adam Lanning
Summary: Pursuant to State of Illinois Procedures, we are required to hold a public hearing in order to receive comments from the public regarding Rebuild Illinois grant for the well 4 wellhouse and tower project. The total funds requested from the Rebuild Illinois Grant is $2,625,000 with a match from the City of $875,000. In order to proceed the council will also need to approve a resolution committing the local funds which come from cash reserves.
Funding Sources: Source: Budgeted Amount: Proposed Expenditure:
Cash reserves $875,000
Strategic Plan Goal Application: Short term routine- replacing infrastructure.
Recommendation: Hold Public Hearing
Approve Resolution Committing Local Funds - Rebuild Illinois Grant for new well house, well rehabilitation and water tower painting at the well #4 site
Supporting Documents:
pdf Resolution Committing Local Funds Public (10 KB)
pdf DCEO Grant Summary (9.69 MB)
Agenda Item #4 Audit for January 1, 2019 – December 31, 2019
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, 2019, and the respective changes in financial position and, where applicable cash flows thereof for the year ended in conformity with accounting principles generally accepted in the United States of America.” Anthony Cervini, Partner of Government Services for Sikich, will attend the meeting to provide an overview of the City’s Financial Statement and respond to questions from the Mayor and Council members. Strategic Plan Goal Application: Maintain Fiscal Stability
Recommendation: Accept and place on file the Audit Reports for 2019 as prepared and presented by Sikich, LLP.
Supporting Documents:
pdf City of Rochelle Comprehensive Annual Financial Report – December 31, 2019 (3.35 MB)
pdf Rochelle Municipal Utilities Annual Financial Report – December 31, 2019 (922 KB)
pdf Lighthouse Pointe TIF Financial Report – December 31, 2019 (404 KB)
pdf Downtown TIF Financial Report – December 31, 2019 (426 KB)
pdf Management Letter – December 31, 2019 (351 KB)
document Audit Presentation (322 KB)
Agenda Item #5 Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook)
Staff Contact: Nancy Bingham
Summary:
The City of Rochelle “Handbook” Personnel Policies Manual was last updated in October of 2018. The Personnel Policies Manual is in constant review and revisions shall be made periodically to be consistent with all applicable laws, employment policies and current technology.
The changes are:Updating: Sexual Harassment Policy; Chapter 6, Article A Adding: Telecommuting Policy and Procedure; Chapter 1, Article K
The update to the Sexual Harassment Policy is necessary to comply with the mandates of the Workplace Transparency Act. This change to the Act requires the municipal employers must specify a reporting and investigation method when one elected official makes an allegation of sexual harassment against another elected official. • Allegations of Sexual Harassment made against an elected official of the governmental unit by another elected official of a governmental unit. In addition to the methods of reporting included above, an elected official may request an independent review of a complaint of sexual harassment by another elected official. The request shall be made to the Human Resources Director, the City Manager, or the chief elected official of the City. The official receiving the request shall take immediate action in keeping with the procurement process of the municipality to retain a qualified individual or entity for the independent review of the allegations of sexual harassment in violation of this policy. The outcome of the independent review shall be reported to the City Council.
Second update is to comply with the number of days file a retaliation charge with IDHR from 180 days to 300 days. Third update is to include all modeled IML language on Consequences for Violations of the Sexual Harassment policy.
In addition to any and all other discipline that may be applicable pursuant to municipal policies, employment agreements, procedures, employee handbooks and/or collective bargaining agreements, any person who violates this policy or the Prohibition on Sexual Harassment contained in 5 ILCS 430/5-65, may be subject to a fine of up to $5,000 per offense, applicable disciplinary actions or discharge by the municipality and any applicable fines and penalties established pursuant to local ordinance, state law or federal law. Each violation may constitute a separate offense. Any discipline imposed by the municipality shall be separate and distinct from any penalty imposed by an ethics commission and any fines or penalties imposed by a court of law or a state or federal agency.
The addition of the Telecommuting Policy and Procedure and the Telecommuting Agreement is to set guidelines and rules for telecommuting or working from home.
The purpose:
A. Telecommuting allows employees to work at home, on the road or in a satellite location for all or part of their workweek. Telecommuting could be in the event of an emergency such as inclement weather, a pandemic, other extenuating circumstances or as an alternative work arrangement.B. Telecommuting is not an entitlement, it is not a City-wide benefit, and a signed agreement in no way changes the terms and conditions of employment with the City of Rochelle. C. If approved for telecommuting, employees are expected to telecommute as if reporting to work as usual unless he/she is sick, on approved leave, or as otherwise directed by their supervisor. D. Telecommuting may be appropriate from some positions and duties, but not necessarily viable for all positions.
Strategic Plan Goal Application:-Dynamic planning and evaluation in City wide planning efforts. -Budget - A tool to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.Recommendation: Approve a Resolution Approving an Amendment to Personnel Manual
Supporting Documents:
pdf Resolution Approving an Amendment to Personnel Manual (122 KB)
pdf COR Telecommuting Policy and Procedure (61 KB)
pdf COR Telecommuting Agreement (32 KB)
Agenda Item #6 Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals
Staff Contact: Tim Isley
Summary: In 2011, the City of Rochelle entered into an intergovernmental agreement (also referred to as the “Master Agreement”) with the Illinois Department of Transportation for the maintenance of traffic signals within the City of Rochelle. The term of this agreement is from July 1, 2011 to June 30, 2021. All changes to this agreement must be agreed upon by IDOT and the City of Rochelle and be incorporated by written amendment, signed by both parties.
On June 24 of 2019, Rochelle City Council entered into an Intergovernmental Agreement for the maintenance of a new traffic signal at the intersection of IL Route 251 and Steward Rd. It was later realized, Exhibit A, submitted by IDOT, was incorrect. Exhibit A has been revised and attached to the Intergovernmental Agreement for Maintenance of Traffic Control Devices in the City Rochelle. IDOT will reimburse 67% of typical signal maintenance and electrical energy costs at this location.
Strategic Plan Goal Application: Maintenance of infrastructure as well as improvements. Invest in infrastructure.
Recommendation: Approve an Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals adding the signalized intersection of IL 251 and Steward Road to the comprehensive list of signals.
Supporting Documents:
pdf Intergovernmental Agreement Amendment (89 KB)
Agenda Item #7 Ordinance Approving a Purchase and Sale Agreement with Rochelle Main Street LLC for acquisition of property at 920 S. Main Street with PIN 224-25-476-011
Staff Contact: Sam Tesreau, City Engineer
Summary:
The Owner of certain property at 920 S. Main Street approached City staff about the possibility of conveying or donating approximately 13 acres to the City of Rochelle for a reduced or no fee. In exchange the City (purchaser) will provide acknowledgement of a donation in accordance with IRS code 170. The property is located north of Cain Millwork, west of South Main Street and south of Veterans Parkway.
After much discussion internally amongst staff it was decided to develop a purchase and sale agreement with the Owner (Seller). The City attorney and Sellers attorney has approved the agreement with certain conditions and contingencies. The Seller will provide an appraisal and donate the property in accordance with IRS Form 8283. Furthermore, the Seller has provided a clear Phase 1 of the property as requested by the City staff.
It is expected that approximately 0.8 acres of Road Right of Way will be required from this parcel during Phase 2 of the South Main Street reconstruction EDP project from Veterans Parkway to Steam Plant Road. That construction project is expected to begin in 2023.
Funding Sources: Source: Budgeted Amount: Proposed Expenditure:
CIP 36-00-86030 $5,000 fees and taxes as necessary per the agreement
Recommendation: Authorize an Ordinance Approving a Purchase and Sale Agreement with Rochelle Main Street, LLC
Strategic Plan Goal application: infrastructure effectiveness and improvement short term complex
Supporting Documents:
pdf Ordinance Approving a Purchase and Sale Agreement with Rochelle Main Street, LLC (93 KB)
City Council Meeting Agenda - June 8, 2020
AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, June 8, 2020 at 6:30 p.m.
City of Rochelle Council Chambers
420 North 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
• Recognition of 25 year of Service by Dr. Joe Thiele on the Planning and Zoning Commission
IV. REPORTS AND COMMUNICATIONS:
• Mayor’s Report
o Appointment of Sue Messer to the Police and Fire Pension Boards for a Term to Expire April 30, 2022
• Council Members
• Remarkable Resident – Heather Simo
• Good News
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf May 26, 2020 (236 KB)
b) Approve Exceptions – pdf 05/20/20-06/02/20 (150 KB)
2) Ordinance Establishing the Small Business Assistance Grant Program by the City of Rochelle - Restart Rochelle
3) Change Order #1 for the 6th Street Watermain Project
4) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One R-3 Liquor License for R.G&G Baldwin Inc. d/b/a Hickory Grove Banquet & Conference Center
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION:
IX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 Ordinance Establishing the Small Business Assistance Grant Program by the City of Rochelle - Restart Rochelle
Staff Contact: Michelle Pease, Community Development Director
Summary: The purpose of the proposed Restart Rochelle Small Business Assistance Program is to help small businesses deemed “non-essential” survive Governor Pritzker’s “Stay at Home” Executive Order through this COVID-19 pandemic.
The City will provide the funding for the grant and will work with the Downtown Rochelle Association (DRA), the Rochelle Area Chamber of Commerce and the Rochelle Retail Advisory Board to promote the grant. We believe small businesses are an essential part of our culture and business community.
For the purposes of this grant, a deemed non-essential small business is defined as a business who employs 15 or less employees, including the owner, but not including independent contractors. The business must have a physical commercial business address within the City limits that is a separate location than the primary residence of the business owner. Homebased businesses do not qualify.
These small businesses are owned by our friends and neighbors. We must do everything we can to support our local businesses through this financial crisis. This grant program is intended to pay for qualifying expenses not covered by the federal government’s Paycheck Protection Program or other sources of State or Federal COVID-19 relief funding. The maximum grant amount a business can received is $5,000 for qualifying expenses. Eligible expenses may include rent or mortgage payment, insurance, personal protection equipment and utilities.
Funding Sources: Source: Budgeted Amount: Proposed Expenditure: Community Development $200,000 $200,000
Strategic Plan Goal Application:This ordinance continues to support the City’s Strategic Plan goals by promoting, retaining and enhancing small business development.
Recommendation:Approve Ordinance Establishing the Small Business Assistance Grant Program by the City of Rochelle
Supporting Documents:
pdf (329 KB) pdf Restart Rochelle Small Business Assistance Program Application (329 KB)
Agenda Item #3 Change Order #1 for the 6th Street Watermain Project.
Staff Contact: Adam Lanning
Summary:
The 6th street restoration project was bid with the intention RMU would install approximately 600 feet of watermain in-house. With some recent developments, and additional work coming with the well 12 radium removal plant RMU does not have enough time to install the watermain and would be best to hire the current contractor to perform this work. Well 12 is set to start up around the same time this project will begin, and the new radium removal plant will require approximately 20 hours per week of additional work. We negotiated the terms of this change order with the contractor to get good pricing and in order to keep the project on schedule this was the best route to install the main. RMU will provide the construction management and the design/permitting was also completed in-house.
Funding Sources: Source: Budgeted Amount: Proposed Expenditure: Cash Reserve N/A $49,150
Strategic Plan Goal Application: Short-Term Route & Long Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.
Recommendation: Approve change order #1 for the 6th Street watermain project in the amount of $49,150 with N-TRAK group.
Supporting Documents:
pdf IDOT Request for Approval of Change of Plans and N-TRAK Proposal (157 KB)
Agenda Item #4 Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One R-3 Liquor License for R.G&G Baldwin Inc. d/b/a Hickory Grove Banquet & Conference Center
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: R.G&G Baldwin Inc. d/b/a Hickory Grove Banquet & Conference Center at 1127 North 7th Street in Rochelle has notified the City that they will surrender their liquor license effective June 1, 2020.
This action will result in a total of seven Class R-3 liquor licenses in the City of Rochelle.
Recommendation:Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One R-3 Liquor License for R.G&G Baldwin Inc. d/b/a Hickory Grove Banquet & Conference Center
Supporting Documents:
City Council Committee of the Whole Workshop Agenda November 18, 2019
City of Rochelle Council Chambers
420 N 6th Street, Rochelle IL 61068
6:00 pm
I. CALL TO ORDER:
II. ROLL CALL:
III. PUBLIC COMMENTARY:
IV. DISCUSSION ITEM
1) Proposed 2020 Capital Improvement Plan
2) Proposed 2020 Budget for All Funds of the City of Rochelle
V. ADJOURNMENT
Documents:
pdf Proposed 2020 Capital Improvement Plan Presentation (2.25 MB)
pdf Proposed 2020 Capital Improvement Plan (17.63 MB)
pdf Proposed 2020 Budget for All Funds of the City of Rochelle (26.47 MB)
pdf Executive Summary to Mayor & Council (1.08 MB)
City Council Meeting Agenda September 9, 2019
Monday, September 9, 2019 at 6:30 p.m.
City of Rochelle Council Chambers
420 N 6th Street, Rochelle, IL 61068
I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
• Constitution Week – pdf September 17-23, 2019 (90 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Remarkable Resident – Peggy Friday
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting –
pdf
August 26, 2019
(215 KB)
b) Approve Exceptions –
pdf
08/21/19-09/02/19
(72 KB)
c) Approve Bills –
pdf
09/03/19
(198 KB)
d) Approve Payroll –
pdf
08/12/19-08/25/19
(61 KB)
e) Accept and Place on File Minutes of Golf Course Advisory Committee –
pdf
July 29, 2019
(25 KB)
f) Approve Hay Day Committee Request –
pdf
October 12, 2019
(34 KB)
g) Approve Request from El Senor de los Tacos to hold Taco Fest on
pdf
September 28, 2019
(75 KB)
2) Ordinance Amending Ordinance No. 45-OH – Lee Ogle Enterprise Zone Description for Recording
3) Ordinance Waiving the Competitive Bidding Requirements and Authorizing the Purchase of a New Electronic Fingerprint Machine from IDEMIA
4) Ordinance Amending Chapter 6, Article 1, Section 6-3 of the Rochelle Municipal Code Pertaining to Liquor License Classifications and Article 2, Section 6-51 Pertaining to Sale of Licensed Business
5) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Benny’s Corner Market at 601 Flagg Road
6) Preliminary Engineering Agreement with Fehr Graham for New Interchange between the City of Rochelle Railroad and the BNSF Railway
VII. DISCUSSION ITEMS:
1) Outage Management System - RMU
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: In December of 2015 the Mayor and Council approved an Ordinance Establishing the Lee Ogle Enterprise Zone. The new zone encompasses 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.
Since establishing the zone, multiple ordinances have been approved to add properties to the zone, including one in Amboy in 2017. The State of Illinois is now requesting that the areas of the zone without “fully described” legal descriptions, which include the area of the initial zone and the area added in Amboy, be fully defined. The proposed amending ordinance fully describes the property in Amboy and the entire enterprise zone in a metes and bounds format. In addition, the unallocated area of the zone went up by 14.43 acres to 561.30, due to errors discovered in the calculation of the Rochelle parcels.
Lee Ogle Enterprise Zone Administrator Andy Shaw will attend the meeting to answer any questions.
Recommendation:
Authorize an Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone
Supporting Documents:
pdf Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone (2.70 MB)
Agenda Item #3 Ordinance Waiving the Competitive Bidding Requirements and Authorizing the Purchase of a New Electronic Fingerprint Machine from IDEMIA
Staff Contact: Eric Higby
Summary: The current fingerprinting machine, purchased in 2014, is no longer functioning and is considered “obsolete” by maintenance providers. The Ogle County Sheriff’s Office gave the Rochelle Police Department a loaner machine, but the loaner has also stopped working.
IDEMIA has provided a proposal for a new machine. Staff recommends purchasing a Tenprint/Palmprint Cabinet of $22,773 combined with options 2 and 4 from Table 3 for a total price of $25,534. The purchase will be made through the current budget with funds that were designated for a UPS machine ($12,423), that was purchased by the Ogle County Electronic Telephone System Board and savings anticipated from the Enterprise vehicle plan.
It should be noted that the typical life expectancy for these machines is 5-7 years. Regular upkeep and computer maintenance can assist with prolonging the service life. There is no state bid for this item. IDEMIA, formerly Morphotrust, has over 6,000 Livescan units throughout the United States, including 300 in Illinois.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Current budget (Cap. Outlay) N/A $25,534.00
Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Authorizing the Purchase of a New Electronic Fingerprint Machine from IDEMIA at a cost of $25,534.
Supporting Documents:
Agenda Item #4 Ordinance Amending Chapter 6, Article 1, Section 6-3 of the Rochelle Municipal Code Pertaining to Liquor License Classifications and Article 2, Section 6-51 Pertaining to Sale of Licensed Business
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: HP Rochelle Operating, LLC d/b/a Benny’s Corner Market recently applied for a Class B liquor license to allow onsite consumption of alcohol, associated with gaming, as well as packaged retail sales. The current code allows for this combination under class B with the restriction that the package sales shall not exceed ten percent of the total sale of alcoholic beverages. In addition, our existing code states that no license shall be issued for any convenience store, other than those existing as of January 9, 2012. The proposed language changes are as follows:
Class B licenses- Class B licenses shall authorize the retail sale on the premises specified of alcoholic liquor for consumption on the premises as well as other packaged retail sale of such liquor, providing, however, that the other packaged retail sales of such liquor shall not exceed ten percent of the total sales of alcoholic beverages. The annual license fee for the year commencing June 1 of each year.
Sale of Licensed Business - No license shall be issued for any convenience store; provided, however, that any license for a convenience store which as in effect as of January 9, 2012, may be renewed on the same terms as provided in this chapter, and must be surrendered upon the sale of the convenience store, and no purchaser of a licensed convenience store shall be entitled to the surrendered license or granted a new license for such convenience store.
Staff Recommendation: Ordinance Amending Chapter 6, Article 1, Section 6-3 of the Rochelle Municipal Code Pertaining to Liquor License Classifications and Article 2, Section 6-51 Pertaining to Sale of Licensed Business
Supporting Documents:
Agenda Item #5 Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Benny’s Corner Market at 601 Flagg Road
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: HP Rochelle Operating, LLC has submitted an application for a Class B liquor license at 601 Flagg Road. The Class B liquor license allows for the retail sale on the premises specified of alcoholic liquor for consumption on the premises as well as other package retail sales.
The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the creation of a Class B liquor license for Benny’s Corner Market. This action will result in a total of eight Class B liquor licenses in the City of Rochelle.
Recommendation:
Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for Benny’s Corner Market at 601 Flagg Road
Supporting Documents:
Agenda Item #6 Preliminary Engineering Agreement with Fehr Graham for New Interchange between the City of Rochelle Railroad (CIR) and the BNSF Railway
Staff Contact: Jason Anderson – Economic Development Director
Summary: The growth of the rail traffic through the BNSF interchange with the CIR has dramatically increased blockages of at-grade railroad crossings. Since 2012 the number of railcars on the CIR has increased from 3,000 to 14,000 rail cars per year. Recently the BNSF has agreed to explore the installation of a new interchange with the CIR. This new interchange would switch thousands of rail cars away from at-grade crossings on the CIR. Preliminary engineering needs to be done to determine the amount of rail that would need to be built, estimate the cost of the project, address drainage requirements, identify the land needed for the new interchange and coordinate the design with the BNSF. Furthermore, these preliminary plans will facilitate applications for grant funding for the project.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
2019 Rail Budget for Engineering $100,000 $78,750
Strategic Plan Application: Expanding the City of Rochelle Railroad Capabilities to advance Industrial Development
Recommendation: Approve the Preliminary Engineering Agreement with Fehr Graham to develop preliminary engineering plans for the purpose of estimating the resources needed to build a new interchange between the CIR and the BNSF.
Supporting Documents:
pdf Fehr Graham Proposal (126 KB)
Discussion Item #1
RMU Electric recently deployed an outage management system. We will be using this tool to help both the linemen and the dispatchers back in the office keep track of outages and restoration times. This system will also help us in reducing outage times as it brings in information directly from the metering system and GIS servers to pinpoint the outage.
Special City Council Meeting Agenda April 29, 2019
City of Rochelle Council Chambers
420 N 6th Street, Rochelle, IL 61068
6:30 pm
I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PUBLIC COMMENTARY:
IV. BUSINESS ITEMS:
1) Well 12 Sanitary Sewer Extension, Radium Removal Plant and Rehabilitation Projects
Agenda Item #1 Well 12 Sanitary Sewer Extension, Radium Removal Plant and Rehabilitation Projects
Staff Contact: Adam Lanning
Summary: Well 12, located on Hayes 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. This project will include installing a sanitary sewer, rehabilitating the well and constructing the filter plant.
Proposals for the radium treatment plant were received and opened on April 25, 2019 at 11:00 am at the Rochelle City Council chambers for three contracts. A total of 13 proposals were received and all proposals were submitted with the required bid security. For contract one to install the sanitary sewer, bids ranged from $598,589.41 to $1,073,187.80 putting the low bidder (N-trak) $166,127.59 below the engineering estimate. For contract two to construct the filter and building, bids ranged from $1,903,100 to $2,562,00 putting the low bid (Larson and Larson) $85,510 lower than the engineering estimate. For contract three to rehabilitate the well, bids ranged from $99,665 to $124,276 putting the low bid (Great Lakes) $8,735 lower than the engineering estimate. Once approved by the City, Illinois EPA will have to also approve the contract before construction may begin.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
IEPA Low Interest Loan Budgeted $2,601,354.41
Strategic Plan Goal Application: Short-Term Route & Long Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.
Recommendation:
Award the Well 12 Sanitary Sewer Project (Contract No. 1), contingent upon Illinois EPA approval, to N-Trak Group, LLC with a bid of $598,589.41
Award the Well 12 Radium Removal Plant Project (Contract No. 2), contingent upon Illinois EPA approval, to Larson & Larson Builders, Inc. with a bid of $1,903,100.
Award the Well 12 Rehabilitation Project (Contract No. 3) contingent upon Illinois EPA approval, to Great Lakes Water Resources Group, Inc. with a bid of $99,665.
Supporting Documents:
folder Willett Hofmann Recommendation letter
V. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
City Council Meeting Agenda April 8, 2019
City or Rochelle Council Chambers
420 N 6th Street, Rochelle, IL 61068
6:30 pm
I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
• pdf Telecommunications Week 2019 (148 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Remarkable Resident – Sara Hall
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf March 25, 2019 (213 KB)
b) Accept and Place on File Rochelle Fire and Police Commission Minutes – pdf 12/18/18 (107 KB)
c) Accept and Place on File Utility Advisory Board Minutes – pdf 1/16/19 (174 KB)
d) Accept and Place on File Planning and Zoning Commission Minutes – pdf 3/4/19 (161 KB)
e) Approve Exceptions – pdf 3/20/19-4/1/19 (72 KB)
f) Approve Bills – pdf 4/2/19 (160 KB)
g) Approve Payroll – pdf 3/11/19-3/24/19 (52 KB)
h) Approve Lincoln Highway Heritage Festival Request – pdf August 16-18, 2019 (102 KB)
i) Approve Resolution Authorizing Lincoln Highway Heritage Festival Parade – pdf August 18, 2019 (100 KB)
j) Approve Living Water Community Church Request to Hold a Family Fest – pdf September 7, 2019 (27 KB)
k) Approve Living Water Community Church Request to Use the Gazebo on pdf June 30 and September 29, 2019 (21 KB)
2) Ordinance Rezoning Certain Property Located at 108 South Main Street from I-1 Light (Limited) Industry to PUD-C Planned Unit Development Commercial (Vincent Carney Community Theater, Petitioner)
3) Collective Bargaining Agreement between the City of Rochelle and the International Association of Firefighters with a term of May 1, 2019 through April 30, 2023
4) Resolution Authorizing an Agreement between the City of Rochelle and the Ogle County Sheriff’s Department and authorizing the City Manager to negotiate the terms of a Memorandum of Understanding (MOU) for the use of Rochelle Firefighters as Tactical Medics with the Ogle County Emergency Response Team.
5) An Ordinance Authorizing the Payment for Certain Easement Rights and Privileges to Randy and Deborah Eisele Pertaining to the Maintenance of Certain Overhead Utilities by Rochelle Municipal Utilities
6) Ordinance Amending Certain Sections of Chapter 2 of the Rochelle Municipal Code Pertaining to the Oath of Office
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 Ordinance Rezoning Certain Property Located at 108 South Main Street from I-1 Light (Limited) Industry to PUD-C Planned Unit Development Commercial (Vincent Carney Community Theater, Petitioner)
Staff Contact: Michelle Pease, Community Development Director
Summary:
Vincent Carney Community Theater (VCCT) is a not-for-profit organization that relies on highly-talented, local volunteers and generous (tax-deductible) donations to bring three quality productions a year to the local stage. VCCT has purchased the former Lincoln Elementary School to re-develop the property and hold events.
The parcel is currently zoned I-1 due to the City of Rochelle amending the Official Zoning Map back in 2016 for the Kennay Rick House. VCCT is proposing to zone the property as Planned Unit Development Commercial PUD-C.
The PUD Zoning is intended to encourage improved design in the development of land by providing relief from traditional zoning requirements which may cause undue hardship or complication for desirable but unconventional development, and to establish standards for the issuance of a conditional use permit to achieve a creation of a variety of uses, in compatible arrangements and to provide a greater choice of employment opportunities.
The petitioner, in addition to the amended zoning, is petitioning for a conditional use for a mixed use of assembly with the opportunity to provide another use for the unused portion of the structure in the future.
VCCT has provided preliminary plans to remodel and make improvements to the exterior of the property and maintain the property in good standing with the City of Rochelle.
The property is surrounded by R-5 Multi Family on the West, East, South and I-1 Light Industry on the North.
Under Section 110-434 no PUD shall be authorized by the city council unless the planning and zoning commission shall find evidence establishing that the 17 criteria listed shall be met except for #7 for minimum lot size of 20 acres.
The City of Rochelle Planning and Zoning Commission held a public hearing on April 1st to review the petition from VCCT. After review of the facts, the Planning and Zoning Commission recommends to City Council that the City amend the current Official Zoning Map to create a PUD-Commercial and grant a conditional use for a mixed use of assembly with the opportunity for additional commercial use within the property. The Planning and Zoning Commission recommended to allow the proposed rezoning change from an I-1 to a PUD-Commercial by a vote of 6-0.
Strategic Plan Goal Application:
This project continues to support the City’s Strategic Plan goals by promoting realistic and sustainable growth.
Recommendation:
Approve an Ordinance Rezoning Certain Property Located at 108 South Main Street from I-1 Light (Limited) Industry to PUD-C Planned Unit Development Commercial (Vincent Carney Community Theater, Petitioner)
Supporting Documents:
Agenda Item #3 Collective Bargaining Agreement between the City of Rochelle and the International Association of Fire Fighters (IAFF)
Staff Contact: Jeff Fiegenschuh, City Manager & Nancy Bingham, Human Resource Coordinator
Summary:
The current collective bargaining agreement with the IAFF is set to expire on May 1, 2019. Our team met with their group over the course of four meetings in March to negotiate a new agreement. Our teams reached a tentative agreement for the entire package on Monday April 1st. The IAFF unanimously ratified the collective bargaining agreement that same evening. The proposal represents a good compromise, where both sides gave and received concessions.
Attached to this staff report is the redlined tentative agreement with the new provisions. Most of the provisions from the current agreement carried over into the new one. Below is a brief summary of the major changes to the current agreement that expires on May 1.
Term of Contract- 4 years beginning May 1, 2019
Residency-Changed from 15 miles to 15 minutes from the corporate limits.
Dues Deduction and Fair Share Due to the Janis ruling all language related to collection of fair share dues has been removed from the new contract.
Personal Day-As with the previous contracts the City agreed to increase from 1 to 2 personal days per year. These days cannot be carried over from year to year.
Vacation Leave and Sick Leave Compressed the vacation time but left the top vacation time earned the same. Under the new agreement after 14 years of service the employee will earn 10 days of paid vacation instead of 9. At 16 years of service, the employee will receive 12 days of paid vacation instead of 11 days.
Acting Lieutenant Pay- Maintain the status quo for the first 4 hours a Lieutenant is absent. From the 4-24 hour the acting Lieutenant will receive actual Lieutenant pay and not the 10% differential.
Group Insurance: The IAFF did not choose to go with a two-tier plan, however they did agree to increase the amount existing employees pay for insurance beginning January 1, 2020. Below is a synopsis of the new amounts:
Employee Only: 15% 16% 17% 18%
Family: 18% 19% 20% 20%
Boot Allowance-Increased boot allowance to $175 per contract year or $350 at one time for two years.
Appointment of Interim Fire Chief- The following language was added to the contract to cover new language housed in state statute and to ensure if a current Lieutenant or member of the collective bargaining group is appointed interim chief, the open spot will be considered a vacancy for staffing purposes.
“In Accordance with the authority granted to the City Manager in Section 2-62 of the Rochelle Municipal Code, the City Manager has the sole authority to appoint an interim Fire Chief when a vacancy occurs. Nothing herein shall restrain the authority of the authority of the City Manager in any interim appointment, hire or termination of a Fire Chief. Should the City Manager, in his or her sole discretion, determine that a vacancy in the position of Fire Chief will be filled on an interim basis by an individual in the rank of the Lieutenant, the City agrees that such appointment will create a temporary vacancy in the rank of lieutenant, which must be filled by an acting lieutenant for a maximum of 180 days, or by promotion after 180 days. The temporary vacancy in the rank of lieutenant shall be filled by a bargaining unit member who is qualified as an acting lieutenant as defined by the contract.”
Longevity Pay: Language was added stating after 20 years of service and with a minimum three month notification an individual who chooses to retire will receive 6 weeks of severance. This is a compromise from their original request of a 1% longevity bump and years 15 and 20. The reason our team agreed to this is that it is a non-pensionable benefit.
Wages: Effective May 1, 2019, 2%; effective January 1, 2020, 2%; effective January 1, 2021, 2.75%; and effective January 1, 2022, 2.75%.; effective 2023 2.75%. This is inline with the recently approved FOP and IBEW contracts.
Recommendation:
Approve the Collective Bargaining Agreement between the City of Rochelle and the International Association of Fire Fighters with a term of May 1, 2019 through April 30, 2023
Supporting Documents:
pdf Redline Tentative Agreement (389 KB)
Agenda Item #4 Resolution Authorizing an Agreement between the City of Rochelle and the Ogle County Sheriff’s Department and authorizing the City Manager to negotiate the terms of a Memorandum of Understanding (MOU) for the use of Rochelle Firefighters as Tactical Medics with the Ogle County Emergency Response Team
Staff Contact: Dave Sawlsville Fire Chief
Summary:
The Ogle County Sheriff’s Office Emergency Response Team is made up of personnel from multiple agencies throughout the county. Within Emergency Response Teams or SWAT Teams the use of specially trained Tactical Medics has become standard practice. A study by the International Association of Chiefs of Police shows that in 2014 half of all SWAT Teams in the US included Tactical Medics.
In February of 2015 four medics from the Rochelle Fire Department began to train with the County ERT
Team on a trial basis. In that time, having medics on the ERT Team has proven to be a great asset in providing immediate care to an injured Officer, rendering care to a victim or an injured offender. Having proven to be beneficial the Sheriff’s Office and the Fire Department is now seeking a formal MOU.
The language in the attached MOU is from a similar program currently operating in Princeton, IL and a similar MOU is currently in place between the Sheriff’s Office and the Rochelle Police Department. The MOU will address candidate selection and vetting, the chain of command, required training, and response procedures.
Strategic Plan Goal Application:
Explore sharing services with other government agencies and improving service delivery models
Recommendation:
Resolution Authorizing an Agreement between the City of Rochelle and the Ogle County Sheriff’s Department and authorizing the City Manager to negotiate the terms of a Memorandum of
Understanding (MOU) for the use of Rochelle Firefighters as Tactical Medics with the Ogle County Emergency Response Team
Supporting Documents:
pdf Draft copy of the Memorandum of Understanding (317 KB)
Agenda Item #5 Ordinance Authorizing the Payment for Certain Easement Rights and Privileges to Randy and Deborah Eisele Pertaining to the Maintenance of Certain Overhead Utilities by Rochelle Municipal Utilities
Staff Contact: Jason Bird
Summary:
Upon review of the City records it has been determined that the City does maintain the easement rights to this location. However, the City desires to ensure its records are complete and accurate.
This property is located west of Mulford Road and north of I88.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Transmission $2,480.00
Strategic Plan Goal Application:
Maintain fiscal stability & balanced budget, explore improving service delivery models,
Recommendation:
Approve an Ordinance Authorizing the Payment for Certain Easement Rights and Privileges to Randy and Deborah Eisele Pertaining to the Maintenance of Certain Overhead Utilities by Rochelle Municipal Utilities
Supporting Documents:
pdf Easement Agreement (2.79 MB)
Agenda Item #6 Ordinance Amending Certain Sections of Chapter 2 of the Rochelle Municipal Code Pertaining to the Oath of Office
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary:
Due to scheduling conflicts on May 1st, the swearing in of the Mayor and Council members will not take place on the first business day in the month of May as defined in the Rochelle Municipal Code. The proposed changes in this ordinance allow for the swearing in on the first business day in May “or at a time that is reasonably practical without undue delay.”
Recommendation:
Approve an Ordinance Amending Certain Sections of Chapter 2 of the Rochelle Municipal Code Pertaining to the Oath of Office
Supporting Documents:
Committee of the Whole Meeting Agenda November 19, 2018
City of Rochelle Council Chambers
420 N 6th Street, Rochelle IL 61068
6:00 pm
I. CALL TO ORDER:
II. ROLL CALL:
III. PUBLIC COMMENTARY:
IV. DISCUSSION ITEM
1) pdf Proposed 2019 Capital Improvement Plan (2.03 MB)
2) pdf Proposed 2019 Budget for All Funds of the City of Rochelle (3.74 MB)
V. ADJOURNMENT
City Council Meeting Agenda September 10, 2018
City of Rochelle Council Chambers, 420 N 6th Street, Rochelle, IL 61068
Meeting Time 6:30 p.m.
I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
• Constitution Week – pdf September 17- 23, 2018 (106 KB)
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Retail Advisory Committee Update
o Cultivating Community
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings – pdf 8/27/18 (678 KB)
b) Approve Minutes of Special City Council Meetings – pdf 8/20/18 (860 KB) , pdf 8/27/18 (807 KB)
c) Approve Exceptions – pdf 08/22/18-09/03/18 (60 KB)
d) Approve Bills – pdf 09/04/18 (154 KB)
e) Approve Payroll – pdf 08/13/18-08/26/18 (53 KB)
2) Ordinance Approving the Preliminary and Final Plat of Kennay Farms Distilling, LLC Subdivision Conditional Use Warehousing Variance of Interior Parkway Buffer Yard Requirement
3) Ordinance Approving the Preliminary and Final Plat of Manor Court Subdivision Conditional Use Planned Unit Development
4) Ordinance Amending Chapter 6, Article 1, Sections 6-2 and 6-3 of the Rochelle Municipal Code Pertaining to Liquor License Definitions and Liquor License Classifications
5) Ordinance Amending Chapter 26, Article II, Section 26-44 of the Rochelle Municipal Code Pertaining to Liquor License Fees
6) Resolution Authorizing the City Manager to Execute a Water Tower Antenna Lease Agreement
7) Infrastructure Improvements at IL Rte. 251 and Steward Rd and along Steward Rd relating to the Loves Travel Stop development and annexation agreement
8) Ordinance Authorizing the Issuance of Taxable General Obligation Pension Funding Bonds (Alternate Revenue Source) of the City of Rochelle in the Aggregate Principal Amount not to Exceed $15,000,000 for the Purpose of Funding all or a Portion of the Unfunded Police Pension Fund and Firefighters’ Pension Fund Liability of said City, including Prepayment of, and Providing a Budget Stabilization Fund for, such Liability, and for the Payment of the Expense Incident thereto
9) Ordinance Authorizing the Issuance of General Obligation Bonds (Alternate Revenue Source) of the City of Rochelle in an Aggregate Principal Amount not to Exceed $4,500,000 to Finance Infrastructure Improvements in and for the City and for the Payment of the Expenses Incident thereto
10) Water Reclamation Facility HVAC Procurement Project
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item 2 Ordinance Approving the Preliminary and Final Plat of Kennay Farms Distilling, LLC Subdivision Conditional Use Warehousing Variance of Interior Parkway Buffer Yard Requirement
Staff Contact: Michelle Pease/Kip Countryman
Summary: The Rochelle City Council approved a development agreement and the sale of the historic downtown theater on June 13, 2016. Part of the agreement was for the purchaser of the building to use the building to manufacture liquor, provide a banquet hall, conduct tours, and hold events. The purchaser will manufacture liquor in the building and store the product elsewhere. The City of Rochelle passed a zoning ordinance in June of 2016 to allow this type business in the B-1 district.
As part of the re-development of the property, the petitioner has since purchased 4 lots behind the distillery and has designed a warehouse to bottle the product and store barrels to age the product.
The petitioner is proposing to subdivide 4 lots into one lot and has requested a conditional use for warehousing in the B-1 Zoning District, a variance of setbacks for interior parkways and buffer yards for a new development in a commercial district.
The petitioner has submitted a preliminary and final plat of subdivision, an engineering site plan with off street parking, storm water detention, building plans that meet the adopted building codes, and a guarantee of completion of public improvements per section 86-52 of the Municipal Code.
As you recall the B-1 Commercial District does not require a building setback which creates a direct conflict with the City Zoning Code regarding new development. The petitioner is asking for a variance of the interior parkway, buffer yard requirement, and foundation plantings to allow the proposed building to have a zero setback on the West and North end that will allow the maximum allowable space per code for barrel storage.
Staff has reviewed the building and engineering plans and referenced the standards for granting a variance found in Section 110-104. As a result, staff feels that because of the particular physical surroundings and shape or topographical conditions of the specific parcel of land involved, a particular hardship to the owner would result, as distinguished from a mere inconvenience, if the strict letter of the regulations were carried out.
Staff feels the conditions upon which the petition for a variance is considered are unique to the parcel of land for which the variance is sought and not applicable, generally, to other property with the same zoning classification.
The proposed facility 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, increase the risk of fire,.
Staff recommends: Staff feels that the petition is consistent with the comprehensive plan and that it meets all of the standards provided in the Rochelle Municipal Code. Staff has reviewed the preliminary and final plat and confirmed that land improvements have been proposed, easements have been dedicated, a guarantee for completion of improvements has been met, and the building plans meet the adopted codes. 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 and will not impair light to adjacent property, congest public streets, or increase the risk of fire. Staff recommends that the planning and zoning commission recommend approval of the preliminary and final plat of subdivision, recommend a variance from interior parkway, buffer yard, and foundation planting, and recommend the conditional use for warehousing to the City Council.
The City of Rochelle Planning and Zoning Commission will hold a public hearing on September 10, 2018 at 5:30 to review the petition from Rick and Doris Kennay. The Commission’s recommendation will be provided at the council meeting.
Strategic Plan Goal Application: This project falls into the long term routine goal of the City’s strategic plan in regards to new private development in the downtown
Recommendation: Approve an Ordinance Approving the Preliminary and Final Plat of Kennay Farms Distilling, LLC Subdivision Conditional Use Warehousing Variance of Interior Parkway Buffer Yard Requirement
Supporting Documents:
pdf Preliminary Plat (1006 KB)
pdf Rikhouse Civil drawings (6.09 MB)
Agenda Item 3 Ordinance Approving the Preliminary and Final Plat of Manor Court Subdivision Conditional Use Planned Unit Development
Staff Contact: Michelle Pease/Kip Countryman
Summary: RFMS Inc. has petitioned the City of Rochelle to amend the current Planned Unit Development of Kings Crossing and to subdivide 2 lots, to include the former San Gabriel facility, into Manor Court.
The purpose of subdividing the lots from 2 to 1 allows the petitioner to develop the property for a future nursing home that will include the existing facility and provide another long term care facility.
The City improvements and easements were provided in the original Planned Unit Development, but a minor subdivision is required along with a conditional use in a Planned Unit Development.
RFMS. Inc., along with City staff, developed a preliminary and final plat of subdivision, civil engineering, building plans, increased storm water detention and on-site improvements for the nursing home facility.
City staff and the planning and zoning commission shall review the preliminary and final plat for conformance with the comprehensive plan, the provisions hereof, and all other applicable city ordinances. Pursuant to 65 ILCS 5/11-12-8, the planning and zoning commission shall disapprove or recommend approval of the preliminary and final plat within 90 days of the application.
The City of Rochelle Planning and Zoning Commission will hold a public hearing on September 10, 2018 at 5:30 to review the petition from RFMS Inc. The Commission’s recommendation will be provided to the City Council at the meeting.
Strategic Plan Goal Application: This project falls into the long term complex goal of the City’s strategic plan in regards to encourage diversified housing developments.
Recommendation: Approve an Ordinance Approving the Preliminary and Final Plat of Manor Court Subdivision Conditional Use Planned Unit Development
Supporting Documents:
pdf Preliminary Plat (1.09 MB)
Agenda Item 4-5 Ordinance Amending Chapter 6, Article 1, Sections 6-2 and 6-3 of the Rochelle Municipal Code Pertaining to Liquor License Definitions and 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: A representative from Love’s Travel Stop has approached the City about obtaining a liquor license for their new facility. The proposed modifications to Chapter 6, Alcoholic Beverages, of the Rochelle Municipal Code include the creation of a new Class T license. This classification means a Licensed Truck Stop Establishment as defined by the Illinois Video Gaming Act including at least a 3-acre facility with a convenience store, separate diesel islands for fueling commercial motor vehicles, that sells at retail more than 10,000 gallons of diesel of biodiesel fuel per month, with parking spaces for commercial motor vehicles. In addition, proposed modifications to Chapter 26 include the establishment of annual fees for the new Class T license of $2500, based on a comparison of other communities.
Strategic Plan Goal Application:
Maintain Fiscal Stability & Balanced Budget by growing funding sources
Promote, Retain, Enhance Small Business Development by attracting retail and commercial growth.
Recommendation:
Approve an Ordinance Amending Chapter 6, Article 1, Sections 6-2 and 6-3 of the Rochelle Municipal Code Pertaining to Liquor License Definitions and 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:
Agenda Item 6 Resolution Authorizing the City Manager to Execute a Water Tower Antenna Lease Agreement with the Village of Hillcrest
Staff Contact: Police Chief Eric Higby and City Manager Jeff Fiengenschuh
Summary: There are areas within Rochelle Township High School where officers cannot transmit out via radio due to the low E glass construction. The lack of ability to transmit out from certain areas creates a strain on public safety communications. Motorola/Barbeck Communications has conducted testing and determined that placing an antenna on the water tower will assist officers transmitting. The lease agreement is for a ten-year term. It should also be noted that the antenna and labor will be paid for by the Ogle County Emergency Telephone System Board.
Strategic Plan Goal Application: Creating intergovernmental partnerships.
Recommendation: Approve a Resolution Authorizing the City Manager to Execute a Water Tower Antenna Lease Agreement with the Village of Hillcrest
Supporting Documents:
pdf Water Tower Antenna Lease Agreement (536 KB)
Agenda Item 7 Infrastructure Improvements at IL Rte. 251 and Steward Rd and along Steward Rd relating to the Loves Travel Stop development and annexation agreement
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 3 lane pavement section with shoulder and/or curb and other appurtenances 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 permit issued in August 2018. The project will extend from IL Rte. 251, easterly along Steward Rd., for approximately 1500 feet. The annexation agreement between Loves Travel Stops and Country Stores, Inc. and the City of Rochelle contains provisions for reimbursement of a 100% of the roadway improvements associated with the development less any costs participation by the City of Rochelle.
The above referenced project was advertised in the Rochelle Newsleader, on the City website and the IDOT Contractors bulletin #18-34. Bids were publicly opened and read aloud on September 6, 2018 at 10am for the above referenced project. Three separate bids were received as follows:
William Charles Construction submitted a bid for making the entire improvements in the amount of $1,190,062.27
Curran Contracting Company submitted a bid for making the entire improvements in the amount of $1,486,486.00
Fischers Excavating, Inc. submitted a bid for making the entire improvements in the amount of $1,572,107.55
In addition, street lights will be installed by RMU, in accordance with the City’s standard, along the north side of Steward Rd along the frontage of Loves Subdivision once all of the roadway construction is complete. This is also a reimbursable expense under the annexation agreement as identified herein. Lastly, given the favorable contract unit prices for multiple construction items it is recommended that approval be given to the City Manager and/or the City Engineer to negotiate further change order work, not to exceed $240,000, within the proposed contract to facilitate other improvements and upgrades to Steward Rd which is contiguous to the scope of work contained in the contract documents. It is anticipated the construction project will be substantially complete December 2018 with remaining work to be completed by the end of May 2019.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Engineering Services/CIP Reimbursable per agreement $1,190,062.27 contract
Engineering Services/CIP $350,000 (City’s participation)
CIP $240,000 available $240,000 contract change order
Strategic Plan Goal Application:
This infrastructure improvement continues to support the City’s Strategic Plan goals by improving roadway infrastructure throughout the City of Rochelle and facilitating the further development and expansion of commercial retail business.
Recommendation:
(1) Consider acceptance of the low bid proposal and award the contract to William Charles Construction and reject all other bids received.
(2) Consider approval and authorization of a not to exceed $240,000 alternate Steward Rd. pavement improvement add on (contract change order) to be negotiated by the City manager and/or City Engineer.
Supporting Documents:
pdf Bid Tabulation Sheet (92 KB)
Agenda Item 8 Ordinance Authorizing Issuance of Taxable General Obligation Pension Funding Bonds (Alternate Revenue Source) in an amount not to exceed $15,000,000
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: At the Budget Workshop on August 20th, preliminary discussion was held about the issuance of pension obligation bonds to fund the unfunded portion of the Police Pension and Fire Pension Funds. The authorizing ordinance is the first step in the process of determining if this option is feasible for the City of Rochelle. The use of pension obligation bonds assumes that the proceeds of the bonds when invested with the pension assets will achieve a rate of return that is greater than the interest rate owed over the term of the bonds. Currently, the unfunded liability portion of the both pensions is a debt to the City at the assumed rate of 6.75%. The pension obligation bonds would replace that debt at a lower rate. If approved, the City will continue to the next step in the process by holding a public hearing (BINA) on September 24th. A parameters ordinance will be presented to City Council on October 22nd which would allow the City to issue the bonds at a future date if the approved parameters are met (i.e. maximum par amount, interest rate, maturity date).
Strategic Plan Goal Application: Reduce/Re-evaluate Debt – Long Term Complex Goal
Incorporate Dynamic Planning and Evaluation in City-Wide Planning Efforts – Long Term Routine, Maintain Fiscal Stability & Balanced Budget – Short Term Routine.
Recommendation: Approve an Ordinance Authorizing Issuance of Taxable General Obligation Pension Funding Bonds (Alternate Revenue Source) in an amount not to exceed $15,000,000 for the purpose of funding all or a portion of the unfunded Police Pension Fund and Firefighters’ Pension Fund liability of said City, including prepayment of, and providing a budget stabilization fund for, such liability, and for the payment of the expenses incident thereto.
Supporting Documents:
Agenda Item 9 Ordinance Authorizing Issuance of General Obligation Bonds (Alternate Revenue Source) in an Aggregate Principal Amount not to Exceed $4,500,000 to Finance Infrastructure Improvements in and for the City and for the Payment of the Expenses Incident thereto
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: At the Budget Workshop on August 20th, preliminary discussion was held about the issuance of bonds for infrastructure improvements including but not limited to 2nd Ave street urbanization and drainage improvements, downtown storm sewer and drainage improvements including street and sidewalk reconstruction as needed, and other general street improvements. The authorizing ordinance is the first step in the process of determining if this option is feasible for the City of Rochelle. If approved, the City will continue to the next step in the process by holding a public hearing (BINA) on September 24th. A parameters ordinance will be presented to City Council on October 22nd which would allow the City to issue the bonds at a future date if the approved parameters are met (i.e. maximum par amount, interest rate, maturity date).
Strategic Plan Goal Application: Reduce/Re-evaluate Debt – Long Term Complex,
Maintain Fiscal Stability & Balanced Budget-Short-Term Routine, Create a 20-Year Capital Improvement Plan – Short-Term Routine & Long-Term Complex
Recommendation: Approve an Ordinance Authorizing the Issuance of General Obligation Bonds (Alternate Revenue Source) of the City of Rochelle in an Aggregate Principal Amount not to Exceed $4,500,000 to Finance Infrastructure Improvements in and for the City and for the Payment of the Expenses Incident thereto
Supporting Documents:
Agenda Item 10 Water Reclamation Facility HVAC Procurement Project
Staff Contact: Adam Lanning
Summary: Last year we budgeted $35,000 to replace the heater unit in the dewatering building that we knew needed to be replaced. After the budget was approved the HVAC unit for the administration building failed. We were able to patch the existing unit but can’t afford to go another winter with this unit since we have expensive equipment in the lab that relies on temperature control. A bid opening was held on September 6, 2018 and bids ranged from $312,500 to $230,999.99.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Equipment replacement fund $35,000 $230,999.99
Strategic Plan Goal Application Short-Term Route & Long Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.
Recommendation: Approve construction contract with Dahme Mechanical Industries, Inc. in the amount of $230,999.99, and reject all other bids
Supporting Documents:
pdf Recommendation letter from Baxter Woodman (449 KB)
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