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:

•  pdf Veterans Day, November 11, 2014 (60 KB)

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  pdf October 27, 2014 (165 KB)

b) Accept and Place on File Minutes of Planning and Zoning Commission –  pdf October 6, 2014 (77 KB)

c) Approve Bills – pdf 100314-100914 (87 KB) , pdf 101014-101614 (103 KB) , pdf 101714-102314 (107 KB) ,  pdf 102414-103014 (86 KB)

d) Approve Payroll –  pdf 101314-102614 (116 KB)

e) Approve Downtown Rochelle Association Request –  pdf Old Fashioned Christmas Walk (74 KB)

f) Authorize Lighted Christmas Parade –  pdf December 5, 2014 (85 KB)

2) Lincoln Highway/Route 38 Pedestrian Traffic Signal Upgrade Project

3) Wiscold Drive Improvement Project

4) Request for Variance of Setbacks - 903 North 16th Street

5) Risk Insurance Renewal

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Lincoln Highway/Route 38 Pedestrian Traffic Signal Upgrade Project

References:

pdf Memo from City Engineer Sam Tesreau (34 KB)

Recommended Action:

Consider bids for the Lincoln Highway/Route 38 Pedestrian Traffic Signal Upgrade Project.

History and Fact:

Over the past couple of years the pedestrian traffic at the intersection of Lincoln Highway and Illinois Route 38 has increased. In order to make this area safer for both pedestrians and motorists an improvement project has been designed that includes traffic signal modifications, pedestrian signal heads, pavement markings, PCC sidewalk, and detectable warnings.

Discussion:

Subsequent to the required public notice, the City Clerk opened one bid for the project on October 23rd. City staff reviewed the bid of $96,744.90 from William Charles Electric, LLC and found it to be 53% higher than the estimate of $63,000 prepared by Fehr Graham and Associates. As a result, staff recommends rejecting the current bid and re-bidding the project in the future in order to obtain a more appropriate bid proposal.

Recommendation:

Reject the bid for the Lincoln Highway/Route 38 Pedestrian Traffic Signal Upgrade Project.

Agenda Item #3 Wiscold Drive Improvement Project

References:

pdf Memo from City Engineer Sam Tesreau (110 KB)

Recommended Action:

Consider bids for the Wiscold Drive Improvement Project

History and Fact:

In association with the expansion of Sara Lee Corporation in 2009, the City of Rochelle applied for Economic Development Program (EDP) grant funds through the Illinois Department of Transportation (IDOT) to assist with roadway improvements along Wiscold Drive. The City subsequently received an award letter from IDOT committing EDP funding of up to 50% of the Wiscold Drive improvements and associated expenses in an amount not to exceed $1,123,860. The Mayor and Council have since approved several agreements to facilitate this project.

Discussion:

Subsequent to the required public notice, the City Clerk will open bids for the Wiscold Drive Improvement project on Thursday, November 6th. City Engineer Sam Tesreau and our consultant from Fehr Graham will review the bids and provide the Mayor and City Council with their recommendation at the meeting.

This project has been identified as a multi-year capital improvement project. The 2014-15 Capital Improvement Fund includes $1,890,000 for engineering and initial improvements on Wiscold Drive which will be funded through a combination of EDP, Motor Fuel Tax and Sales Tax.

The contract award for this project must take place prior to December 31, 2014 to meet the EDP funding requirements.

Recommendation:

Approve the bid for the Wiscold Drive Improvement Project as recommended.

Agenda Item #4 Request for Variance of Setbacks – 903 North 16th Street

References:

pdf Memo from Building Inspector Kip Countryman (85 KB)
pdf Ordinance Approving a Variance to Setback Lines – 903 North 16th Street (78 KB)

Recommended Action:

Consider an Ordinance Approving a Variance to Setback Lines at 903 North 16th Street

History and Fact:

Resident Don Romes submitted a petition for a variance of setbacks at 903 North 16th Street in order to build a 19 by 20 attached garage on the southwest corner of the property. The residence was built in 1967 with a detached garage at the rear, northeast corner of the property which does not have an access driveway. The property is the most southern residence on 16th Street and abuts the Lawnridge Cemetery. The proposed attached garage would have a front yard setback of 9 feet, compared to the allowed building setback of 25 feet, and a 5 foot building setback on the southwest side yard, compared to the allowed side yard setback of 6 feet.

Discussion:

The Planning and Zoning Commission reviewed the facts at their November 3rd meeting. The commission found that since the property abuts the Lawnridge Cemetery there is no effect on the neighboring property owners, the proposed garage is consistent with the stormwater ordinance allowing less than one third of total lot coverage and the sight distance of the property is not a nuisance because of the contour of the right of way at the end of 16th Street. Therefore, the commission voted to recommend approval of the requested variance to setbacks by a vote of 6-0 subject to final site plans, building plans and a building permit and the construction of a 5 foot by 5 foot concrete landing at the end of the public sidewalk for pedestrians to turn around.

Recommendation:

Authorize an Ordinance Approving a Variance to Setback Lines at 903 North 16th Street

Agenda Item #5 Risk Insurance Renewal

References:

pdf Standard and Minimum-Maximum Renewal Options (150 KB)

Recommended Action:

Consider Renewal of Risk Insurance

History and Fact:

The City of Rochelle's Risk Insurance Plan Year expires annually on December 31st. Since 1997, the City has participated in the Illinois Municipal League Risk Management Association (IMLRMA) property and liability insurance program which covers worker's compensation, auto liability, general liability, portable equipment, physical damage to auto and property.

Since staff solicited risk insurance proposals from other agencies each of the past two years and chose to remain with IMLRMA, no other quotes were pursued for 2015.

Discussion:

ILRMA submitted two renewal options, the standard renewal option and the Minimum-Maximum Program option. The Min-Max Program includes a premium savings of 15% over the standard option and an exposure of approximately 30% extra in contributions and penalties if losses and claim costs are greater than anticipated.

After reviewing the options, staff believes that it is in the City's best interest to stay with the IMRLMA Standard Option. If the premium is paid before November 21st, the City can take advantage of the early pay discount of 1.5% for a total premium of $617,828.44.

Recommendation:

Approve participation in the IMLRMA Standard Option.

Monday, October 27, 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:

• Renewable Energy Urban Initiative Award - Rochelle Municipal Utility

IV. REPORTS AND COMMUNICATIONS:

• Mayor
• Council Members
• pdf Financial Statement September 2014 (804 KB)

V. PUBLIC COMMENTARY:

• Status of YMCA/Recreation Center

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  pdf September 22, 2014 (394 KB)

b) Accept and Place on File Minutes of Railroad Advisory Board –  pdf July 24, 2014 (97 KB)

c) Accept and Place on File Minutes of Airport Advisory Board – pdf August 4, 2014 (213 KB)

d) Accept and Place on File Minutes of Planning and Zoning Commission –  pdf September 2, 2014 (114 KB)

e) Accept and Place on File Minutes of Planning and Zoning Commission –  pdf September 8, 2014 (80 KB)

f) Approve Bills – pdf 091214-091814 (100 KB) , pdf 091914-092514 (100 KB) ,  pdf 092614-100214 (83 KB)

g) Approve Payroll – pdf 091514-092814 (143 KB) ,  pdf 092914-101214 (36 KB)

h)  pdf Approve Blue Cross Blue Shield 2015 Renewal (73 KB)

2) Amendment to Annexation Agreement – Squires Landing West (Public Hearing and Action)

3) Audit Report Fiscal Year 2013/2014

4) Permitted Facility Agreement with BP Products – Wiscold Drive Improvement Project

5) American Public Power Association Demonstration of Energy Efficiency Developments Grant – Roof Top Unit Optimization Project

VII. DISCUSSION ITEMS:

1) Financial Update

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Amendment to Annexation Agreement – Squires Landing West (Public Hearing and Action

References:

pdf Amendment to Annexation Agreement (83 KB)
pdf Ordinance Approving First Amendment to Annexation Agreement – Squires West (75 KB)

Recommended Action:

Conduct Public Hearing
Consider Amendment to Annexation Agreement

History and Fact:

In May of 2005, the City and Squires Landing, LLC, entered into an annexation agreement providing for the development of Squires Landing West, a residential subdivision to be located west of 20th Street on 151.09 acres of farmland. As a part of the agreement, the developer was to post a $43,000 cash escrow with the City, to be applied to improvements at the intersection of 20th Street and Flagg Road, if the improvements were made within the 20-year period of the annexation agreement.

In February of 2009, the property was sold to AKCK, LLC, subject to the terms of the annexation agreement. Due to the downturn in the economy, the development of the property has not occurred, and it has continued to be used as farmland. Accordingly, it has not contributed to traffic on 20th Street or Flagg Road.

Discussion:

In light of these facts, the developer and the City have agreed that the developer's contribution of $43,000 toward the intersection improvements at 20th Street and Flagg Road should be paid only as the Squires West property is actually developed, on a per-acre basis. The proposed First Amendment to Annexation Agreement is intended to accomplish this change.

Recommendation:

Conduct Public Hearing
Approve an Ordinance Approving First Amendment to Annexation Agreement – Squires West

Agenda Item #3 Audit Report Fiscal Year 2013/2014

References:

pdf City of Rochelle Annual Financial Report - April 30, 2014 (2.89 MB)
pdf Rochelle Municipal Utilities Annual Financial Report - April 30, 2014 (1.39 MB)

Recommended Action:

Consider Audit Report

History and Fact:

On November 26, 2012 the Mayor and City Council approved a contract with Sikich, LLP to perform an audit of the City's financial operations for fiscal years ending April 30, 2013, 2014 and 2015. Although this is the second year under the new contract, this is the fifth year that Sikich has completed our annual audit.

Discussion:

Sikich planned and performed the audit in order to verify that the financial statements are free of material misstatements. This included performing procedures to obtain audit evidence supporting the amounts and disclosures reported in the financial statements. The audit also included evaluating the appropriateness of accounting principles applied, 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 Auditor's 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 April 30, 2014, 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."

Fred Lantz, Partner-in-Charge of Government Services for Sikich, will attend the meeting to provide an overview of the City's Financial Statement and respond to questions from the Mayor and Council members.

Recommendation:

Accept and place on file the Audit Report for FY 2013/2014 as prepared and presented by Sikich, LLP.

Agenda Item #4 Permitted Facility Agreement with BP Products – Wiscold Drive Improvement Project

References:

pdf Memo from City Engineer Sam Tesreau (94 KB)
pdf Permitted Facilities Agreement (872 KB)

Recommended Action:

Consider a Permitted Facilities Agreement between the City and BP Products North America

History and Fact:

In 2009, in association with the expansion of Sara Lee Corporation, the City of Rochelle submitted a grant application to the Illinois Department of Transportation (IDOT) for Economic Development Program (EDP) funds to assist with roadway upgrades along Wiscold Drive. The City subsequently received an award letter from IDOT committing EDP funding of up to 50% of the Wiscold Drive improvements and associated expenses in an amount not to exceed $1,123,860. The Mayor and Council have since approved several agreements to facilitate this project.

The original project plan maintained the existing Wiscold Drive alignment from Caron Road to Americold Drive. After more than a year of discussion, BP has determined that this alignment would require the relocation and lowering of the existing BP pipeline at a cost to the City of nearly $700,000.
As a result, City Engineering staff proposed a new alignment through property owned by the City, south of the existing Wiscold Drive. In March the City Council approved moving forward with the new alignment to match up with the Steam Plant and Caron Road intersection.

Discussion:

Design plans were sent to BP several months ago for their review and comment on the new alignment. Recently BP provided a Permitted Facilities Agreement to facilitate the construction of the new Wiscold Drive roadway alignment over the pipeline located east of Steam Plant Road. Per the agreement, the City will be solely responsible for all costs and expenses for constructing, operating, maintaining, removing and/or replacing the permitted facilities or the Wiscold Drive roadway.

Following approval of the agreement, the City will proceed with final plan development and a bid letting by the end of November. The contract award for this project must take place prior to December 31, 2014 to meet the EDP funding requirements.

Recommendation:

Authorize the City Manager to sign the Permitted Facilities Agreement between the City of Rochelle and BP Products of North America related to the Wiscold Drive roadway widening and realignment project.

Agenda Item #5 American Public Power Association Demonstration of Energy Efficiency Development Grant – Roof Top Unit Optimization Project

References:

pdf Memo from Business and Financial Analyst Dan Westin (122 KB)
pdf Demonstration of Energy & Efficiency Developments Grant Agreement (141 KB)

Recommended Action:

Consider American Public Power Association Demonstration of Energy Efficiency Developments Grant Agreement
History and Fact: Rochelle Municipal Utilities (RMU) applied for and has been selected to receive a grant of $50,000 through the American Public Power Association's (APPA) Demonstration of Energy Efficiency Developments (DEED) program. The DEED program is dedicated to improving the operations and services of public power utilities by supporting and demonstrating its members' innovative activities through research, funding and education.
Discussion: RMU will utilize the DEED grant to work with commercial companies to improve their air conditioning demand management, particularly on roof top units. It is estimated that over 250 roof top units exist in the RMU service area and this is a large component of the peak demand for commercial companies in Rochelle. Since peak demand has been the biggest factor in increasing cost for the utilities and its customers, taking steps to manage this demand is extremely important.

RMU staff recommends that council approve acceptance of the grant. The remainder of the project cost, $50,000, is included in the approved FY 2014-15 Utility Administration budget for incentives.

Recommendation:

Accept a grant from the APPA DEED program for the Roof Top Unit Optimization Project and Approve the Grant Agreement

Discussion Item #1 Financial Update

The City of Rochelle's 2014-2015 budget was adopted by the Mayor and City Council on April 28, 2014. City Manager Plyman will provide information on actual revenue and expenditures in relation to the budget, specifically in areas where there are variances. In addition, Plyman will provide information comparing the actual General Fund revenues, expenditures and fund balances for years 2009/10 through 2013/14.

Rochelle City Council Meeting Canceled

The Rochelle City Council Meeting scheduled for Tuesday, October 14, 2014 has been canceled.

The next regular meeting of the Rochelle City Council is scheduled for Monday, October 27, 2014.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle IL  61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

•  pdf National Fire Prevention Week – October 5-11, 2014 (402 KB)

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

•  pdf Financial Statement August 2014 (787 KB)

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – pdf September 8, 2014 (144 KB)

b) Approve Bills – pdf 082914-090414 (78 KB) ,  pdf 090514-091114 (86 KB)

c) Approve Payroll - pdf 081814-083114 (150 KB) ,  pdf 090114-091414 (50 KB)

d) Authorize the Rochelle Lions Club Annual Candy Sale as Requested –  pdf October 10-11, 2014 (18 KB)

e) Authorize the Midstates Jeepster Association to Reserve Parking Lot #3 –  pdf October 10, 2014 (92 KB)

2) Treatment Plant Blower Replacement Project

3) Ordinance Adding Sec. 110-555

4) Resolution for Improvement by Municipality - Veterans Parkway Project

5) Purchase of Front End Wheel Loader at Auction – Engineering Department

6) Reduction in Surety – Prologis Park Rochelle Unit 4 Subdivision

7) Fraternal Order of Police Agreement 2014-2018

8) Consent to Assignment of Contracts to Rochelle Energy, LLC

VII. DISCUSSION ITEMS:

1) Enjoy Rochelle Tourism Website

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Treatment Plant Blower Replacement Project

References:

pdf Recommendation from Trotter and Associates, Inc. (222 KB)
pdf Memo from Matt Hansen, Willett Hofmann & Associates (2.04 MB)

Recommended Action:

Consider bids for the Treatment Plant Blower Replacement Project

History and Fact:

Last November the Illinois Clean Energy Community Foundation awarded the City $54,000 to help pay for the purchase and installation of a new turbo blower at the treatment plant. This technology is expected to help reduce the plant's electric bill which currently averages $18,589 per month.
Subsequent to the required public notice, the Deputy City Clerk opened four bids for the project on August 22nd. Staff and our consultant from Trotter and Associates, Inc. have reviewed the bids and recommend the acceptance of the lowest responsible base bid from Dahme Mechanical Industries, Inc. of $248,888, minus a reduction of $37,000 to utilize Aerzen equipment, for a total amount of $211,888.
The RMU Water Reclamation Capital Outlay Budget for Fiscal Year 14/15 includes $125,000 for the Treatment Plan Blower Replacement project. Based on an annual savings of $26,295, our consultant expects a payback of six years with the use of a more energy efficient blower.

Discussion:

The Mayor and Council considered the bids at their meeting on September 8th. Following some discussion, the council requested additional information about how the budgeted amount was determined and technical information on the turbo blower. As a result, Matt Hansen from Willett Hofmann and Associates contacted Trotter & Associates and found that their engineer's estimate for the construction was $245,480. In addition, he discussed the project cost with the Water Reclamation Staff and they reviewed the project file. Staff does not know how the budget was established and they were unable to find any detailed cost estimate for the project. Although it cannot be proven, it is possible that this project was planned to be budgeted across two fiscal years. The additional technical information on the 100 Hp high speed turbo blower by Aerzen has also been provided.

Recommendation:

Accept the bid of $248,888, minus a reduction of $37,000 to utilize Aerzen equipment, for a total amount of $211,888 for the Treatment Plant Blower Replacement Project and reject all other bids.

Agenda Item #3 Ordinance Adding Section 110-555 of the Municipal Code

References:

pdf Memo from Building Inspector Kip Countryman (84 KB)
pdf Ordinance Adding Section 110-555 of the Municipal Code (102 KB)

pdf Zoning Map with Sexually-Oriented Land Uses (1.54 MB)

Recommended Action:

Consider an Ordinance Adding Section 110-555 of the Municipal Code to Categorize and Provide for Zoning of Sexually-Oriented Land Uses

History and Fact:

The Illinois Municipal Code authorizes municipalities to adopt and amend a zoning ordinance for the regulation of zoning districts and associated permitted uses. Section 110 of the Municipal Code of the City of Rochelle currently contains a definition for "sexually oriented materials". This use is also listed in the District Use Classification List as being permitted in the I-3 District if a special use permit is granted by the City Council.

Discussion:

Community Development Department Staff have worked with Attorney Cooper's office to more accurately define a miscellaneous use for "Sexually-Oriented Land Uses". These changes are being proposed to ensure compliance with the Zoning Code, ensure these types of uses are permitted in limited circumstances and to fully define the varieties of these uses through ten new definitions. Per the proposed ordinance, this use will be allowed in the I-3 (Heavy Industry) zoning district and I-2 (General Industry) zoning district as a special use. In addition, the proposed section 110-555 includes specific restrictions where this land use may not be located including: within 1,000 foot radius of another similar use, within 1,000 foot radius of any residential use, church, place of religious worship, park, playground, or athletic field and within a 1 mile radius of any school.

On September 8th the Planning and Zoning Commission held a public hearing to review the revised ordinance. The commission subsequently voted to recommend approval of the ordinance by a vote of 4-0.

Recommendation:

Approve an Ordinance Adding Section 110-555 of the Municipal Code to Categorize
and Provide for Zoning of Sexually-Oriented Land Uses

Agenda Item #4 Resolution for Improvement by Municipality - Veterans Parkway Project

References:

pdf Memo from City Engineer Sam Tesreau (31 KB)
pdf Resolution for Improvement by Municipality Under the Illinois Highway Code (89 KB)

Recommended Action:

Consider Approval of a Resolution for Improvement by Municipality Under the Illinois Highway Code

History and Fact:

In December of 2012, the Mayor and Council approved a Local Agency agreement for maintenance assistance on Veterans Parkway through the Illinois Department of Transportation (IDOT) Federal Aid for Surface Transportation Urban (STU) program. This agreement ensured that funds were being set aside by the City to cover the local share of the project cost. The STU program funds up to 80% of the eligible and awarded costs of maintenance projects, like Veterans Parkway, that meet the program's criteria.

Discussion:

The Veterans Parkway Project was completed earlier this year at a final cost of $513,000.
City Council approval of the proposed resolution is required to fund the local share of the project, $104,000, through a transfer from the Motor Fuel Tax funds.

Recommendation:

Approve a Resolution for Improvement by Municipality Under the Illinois
Highway Code to appropriate $104,000.

Agenda Item #5 Purchase of Front End Wheel Loader at Auction – Engineering Department

References:

pdf Memo from City Engineer Sam Tesreau (81 KB)
pdf Ordinance Authorizing Purchase of Front End Wheel Loader at Auction without Competitive Bidding (73 KB)

Recommended Action:

Consider the purchase of a front end wheel loader

History and Fact:

The City Engineer and Street Department Superintendent have been discussing the need to purchase additional construction equipment over the next 5 years to use for infrastructure projects that are done in house. The Street Department's current wheel loader is nearly 18 years old and has over 9,500 hours on it. This piece of equipment is used on a regular basis for in house projects as well as routine maintenance of the City's streets.

Discussion:

Staff has discovered that a front end wheel loader will be available at auction beginning as early as October. Therefore, they would like an opportunity to inspect and potentially purchase the loader within the next month. The 2014-15 Capital Improvements fund will be able to absorb the cost of this purchase by delaying specific line item expenditures for miscellaneous capital improvement projects until fiscal year 2015-16.

The Rochelle Municipal Code provides that the City Council may, by a two-thirds vote of council members holding office, authorize a purchase without competitive bidding. Furthermore, the proposed ordinance includes a provision for the City Council to provide a maximum bid amount to the City Manager privately, and to purchase the equipment if the City is the successful bidder.

Recommendation:

Approve an Ordinance Authorizing Purchase of Front End Wheel Loader at Auction without Competitive Bidding.

Agenda Item #6 Reduction in Surety – Prologis Park Rochelle Unit 4 Subdivision

References:

pdf Memo from City Engineer Sam Tesreau (37 KB)
pdf Bond No. 82195292 (129 KB)

pdf (129 KB) pdf Resolution Releasing a Bond for Completion of Land Improvements (64 KB)

Recommended Action: Consider a Resolution Releasing a Bond for Completion of Land Improvements

History and Fact:

In May of 2013 Prologis submitted Bond No. 82195292 for private stormwater grading and public land improvements along Caron Court for the Prologis Park Rochelle Unit 4 Subdivision. Due to the completion of a majority of the required improvements covered by this bond, Vice President of Prologis Jim Nass has requested a reduction in the surety.

Discussion:

City Engineer Sam Tesreau has reviewed the request for a reduction in Bond No. 82195292 and verified that a majority of the land improvements covered by this particular surety have been completed. The Rochelle Municipal Code provides for the release of the completion guarantee and bond on certain conditions, including the posting of a 24 month performance bond in the amount of no less than 10% of the original surety or $167,345, lien waivers for public improvements and acceptance of public improvements by the City Council.

Prologis has three other surety bonds which are not being reduced at this time since those public land improvements have not been completed. It appears that an extension will be required to complete the remaining improvements. Tesreau recommends an extension of no less than one year, or by October 15, 2015, to complete the improvements.

Recommendation:

Approve a Resolution Releasing a Bond for Completion of Land Improvements for Prologis Park Rochelle Unit 4 Subdivision subject to Prologis Land LLC providing the required lien waivers and other documents and posting the required performance bond.

Agenda Item #7 Fraternal Order of Police Agreement 2014-2018

References:

pdf Redlined Copy of the Tentative Agreement (539 KB)

Recommended Action:

Consider Ratification of Agreement between City of Rochelle and Fraternal Order of Police

History and Fact:

The current agreement with the Illinois Fraternal Order of Police expired on April 30, 2014. It was extended subject to negotiations and ratification of a new agreement. A tentative agreement, retroactive to May 1, 2014, has been reached for a new four year contract which will expire on April 30, 2018. The tentative agreement was ratified by members of the bargaining group on September 16, 2014.

Discussion:

The tentative agreement contains many of the same provisions as the previous agreement. In addition, it incorporates language changes and wage and benefit modifications negotiated during the past several months. Some of the more significant changes include:

Group Insurance:
Effective 1-1-18 employees pay 18% of the premium for family coverage.

Wage Schedule:
Effective 5-1-14, across the board increase of 2.5%.
Effective 5-1-15, across the board increase of 2.75%.
Effective 5-1-16, across the board increase of 3.0%
Effective 5-1-17, across the board increases of 3.25%

Recommendation:

Approve Ratification of an Agreement between the City of Rochelle and the Illinois Fraternal Order of Police on Behalf of Rochelle Lodge #127

Agenda Item #8 Consent to Assignment of Contracts to Rochelle Energy LLC

References:

pdf Consent to Assignment of Contracts (90 KB)

Recommended Action:

Consider Consent to Assignment of Contracts

History and Fact:

Rochelle Energy Center, LLC (REC), the owner/operator of the landfill gas to electricity plant located at the Rochelle Municipal Landfill, has for some time been negotiating a sale of the plant to an entity associated with Evensol Environmental Energy Solutions, a company located in the State of Oregon. In connection with an anticipated closing of the sale, REC has requested the City's consent to the assignment of three contracts between the City and REC to Rochelle Energy LLC, a Delaware limited liability company, which has been recently formed by Evensol. Each of the contracts (the Site Sublease Agreeement, the Landfill Gas Purchase Agreement, and the Power Purchase Agreement) requires the City's consent, which may not be unreasonably withheld.

Discussion:

City staff and the City attorney have reviewed materials provided by Evensol with respect to Evensol's experience and finances, on the basis of which they recommend that the City Council authorize the City Manager to consent to the assignment of the contracts. The assignment will not modify any of the terms of the contracts.

David Wentworth, the managing partner of Evensol, will be present to answer any questions the council may have with respect to the assignment. Mr. Wentworth appeared before the council on May 12th to present information concerning Evensol and the proposed sale.

Recommendation:

Approve Consent to Assignment of Contracts from Rochelle Energy Center, LLC to Rochelle Energy, LLC

Discussion Item #1 Enjoy Rochelle Tourism Website

Discussion:

The City of Rochelle has launched a new tourism website that is vibrant and easy to navigate. The Enjoy Rochelle website provides valuable information about things to do, lodging, dining and shopping in our community. In addition, it highlights upcoming events and provides an opportunity for our residents and visitors to sign up for alerts via text or email.

Public Relations and Marketing Manager Jenny Thompson will demonstrate the new website and respond to questions from the Mayor and Council.

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:

• Constitution Week –   pdf September 17- 23, 2014 (100 KB)

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  pdf August 25, 2014 (181 KB)

b) Accept and Place on File Minutes of Planning and Zoning Commission –  pdf August 4, 2014 (294 KB)

c) Approve Bills – pdf 081514-082114 (126 KB) ,  pdf 082214-082814 (91 KB)

d) Approve Wine on Lincoln Committee Request –  pdf October 4, 2014 (108 KB)

2) Addition of Territory to the Lee County Enterprise Zone #9 – Project Red

3) Treatment Plant Blower Replacement Project

4) Engineering Firm Selection – Environmental Protection Agency Brownfields Grant

VII. DISCUSSION ITEMS:

1) Service Order System

2) Integrated Voice Response System

VIII. EXECUTIVE SESSION

Agenda Item #2 Addition of Territory to the Lee County Enterprise Zone #9 – Project Red

References:

pdf Ordinance Amending Ordinance No. 01-3051 – Enterprise Zone (8 KB)
pdf Amendment #17 to Intergovernmental Agreement (80 KB)
pdf Site Location Map (257 KB)

Recommended Action:

Consider an Ordinance Amending Ordinance No. 01-3051 (Enterprise Zone)
Consider Intergovermental Agreement Amendment #17

History and Fact:

In 1986 the City of Dixon and County of Lee entered into an Intergovernmental Agreement to provide for the administration of an enterprise zone encompassing contiguous portions of the City of Dixon and County of Lee. The agreement was subsequently amended to include the City of Amboy, Village of Ashton, Village of Franklin Grove, Village of Paw Paw, City of Rochelle and Ogle County.

Discussion:

On August 25th Enterprise Zone Administrator John Thompson conducted a Public Hearing in Rochelle to provide information on plans to expand the Lee County Enterprise Zone by approximately 45 acres. This territory expansion includes a portion of the Centerpoint Intermodal Center (Rochelle Phase One), north of Route 38 West, which is anticipated to house the new Project Red facility.

Recommendation:

Approve an Ordinance Amending Ordinance No. 01-3051 (Enterprise Zone)
Approve Intergovermental Agreement Amendment #17

Agenda Item #3 Treatment Plant Blower Replacement Project

References:

pdf Recommendation from Trotter and Associates, Inc. (222 KB)

Recommended Action:

Consider bids for the Treatment Plant Blower Replacement Project

History and Fact:

According to the United States Environmental Protection Agency, approximately one-third of a municipality's electrical budget is for the treatment plant, with the aeration system blowers accounting for one-third to one-half of that power. The Rochelle Treatment Plant has had an average electric bill of $18,589 per month over the past twelve months.
A new technology, the turbo blower, was introduced to the industry about seven years ago. Since that time, staff members have been investigating the possibility of installing one to help reduce the plant's electric bill and sources of funding for the improvements. Last November the Illinois Clean Energy Community Foundation awarded the City $54,000 to help pay for the purchase and installation of a new turbo blower.
Discussion: Subsequent to the required public notice, the Deputy City Clerk opened four bids for the project on August 22nd. Staff and our consultant, Mark Sikora, from Trotter and Associates, Inc. have reviewed the bids and recommend the acceptance of the lowest responsible base bid from Dahme Mechanical Industries, Inc. of $248,888, minus a reduction of $37,000 to utilize Aerzen equipment, for a total amount of $211,888.

The RMU Water Reclamation Capital Outlay Budget for Fiscal Year 14/15 includes $125,000 for the Treatment Plan Blower Replacement project. Based on an annual savings of $26,295, our consultant expects a payback of six years with the use of a more energy efficient blower.

Recommendation:

Accept the bid of $248,888, minus a reduction of $37,000 to utilize Aerzen equipment, for a total amount of $211,888 for the Treatment Plant Blower Replacement Project and reject all other bids.

Agenda Item #4 Engineering Firm Selection – Environmental Protection Agency Brownfields Grant

References:

pdf Memo from Community Development Director Michelle Pease (78 KB)

Recommended Action:

Consider the selection of a consulting firm to assist with the US EPA Brownfield City-Wide Assessment Grant

History and Fact:

Earlier this year, the City applied for a grant through the US Environmental Protection Agency (EPA) Brownfields Program. This program empowers states, communities, and other stakeholders to work together to prevent, assess, safely clean up, and sustainably reuse real property which may be complicated by the presence of a hazardous substance, pollutant, or contaminant. In June the EPA awarded the City of Rochelle two Brownfields Community Wide Assessment Grants of $200,000 each for petroleum and hazardous substance. These grant funds will be used to perform environmental site assessments on properties throughout the City of Rochelle. Grant funds also will be used to maintain an inventory of brownfield sites, prioritize sites based on redevelopment potential, prepare hazardous substances and petroleum cleanup plans, and conduct community outreach activities.

Discussion:

The City of Rochelle's Community Development Department invited interested parties to submit Statements of Qualification (SOQ) to provide environmental and engineering consulting services to the City in support of its Brownfields program. The City encouraged firms with documented experience in providing Brownfields-related consulting services associated with projects funded by the US EPA Brownfields Grants.

On September 3rd a committee comprised of the City Manager, the Community Development Director and a City Council Member reviewed SOQs from four firms. As a result, the committee is recommending Fehr Graham as the consulting firm to assist with the US EPA Brownfields City-Wide Assessment Grant.

The project period for the grant is from October 1, 2014 through September 30, 2017.

Recommendation:

Approve the selection of Fehr Graham as the consulting firm to assist with the US Environmental Protection Agency Brownfield City-Wide Assessment Grant.

Discussion Item #1 Service Order System

The City of Rochelle has initiated a new work order system to improve interactions, optimize daily work flow procedures and increase productivity. The new work order system streamlines the work flow process so that information is collected, work can be completed efficiently, and no issues are overlooked.

Rochelle Municipal Utilities Customer Service Supervisor Barbara Bell will provide information about the system and respond to questions from the Mayor and Council.

Discussion Item #2 Integrated Voice Response System

Rochelle Municipal Utilities (RMU) is always looking for better ways to serve our customers. An integrated voice response system (IVR) allows customers quick access to information. It can handle a large capacity of calls during an outage, provide customers with more automated solutions and route messages to specified recipients.

RMU Customer Service Supervisor Barbara Bell will in attendance to provide an overview of this system and respond to questions from the Mayor and Council.

Monday, August 25, 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:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

•  pdf Financials – July 2014 (847 KB)

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  pdf July 28, 2014 (478 KB)

b) Approve Minutes of City Council Meeting -  pdf August 11, 2014 (184 KB)

c) Approve Bills – pdf 080114-080714 (94 KB) , pdf 080814-081414 (98 KB)

d) Approve Payroll – pdf 072114-080314 (141 KB) ,  pdf 080414-081714 (34 KB)

e) Authorize Rochelle Township High School Homecoming Parade –  pdf September 25, 2014 (404 KB)

2) Addition of Territory to the Lee County Enterprise Zone #9 – Project Red Carbon Green (Public Hearing)

3) Well #4 Rehabilitation Project

4) Consideration and Action on an Ordinance Providing for the Issuance of Not to Exceed $6,000,000 Electric Revenue System Bonds to Finance Improvements to the City's Electric System

5) Industrial Rail Improvement – Caron Road Crossing Restoration

6) Ordinance Ratifying and Authorizing Water Tower Leases for Telecommunication Purposes (Sprint Nextel Lease, T-Mobile Lease and Verizon Lease)

7) Supplementary Resolution for Maintenance of Streets and Highways – Sealcoat Project 2014

8) Ordinance Authorizing Purchase of Real Estate for Public Purpose – 421 and 421 ½ North 6th Street

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Addition of Territory to the Lee County Enterprise Zone #9 – Project Red Carbon Green (Public Hearing)

References:

pdf Notice of Public Hearing (47 KB)
pdf Ordinance Amending Ordinance No. 01-3051 – Enterprise Zone (8 KB)
pdf Amendment #17 to Intergovernmental Agreement (80 KB)
pdf Site Location Map (257 KB)

Recommended Action:

Conduct the Public Hearing for the Addition of Territory to the Lee County Enterprise Zone #9

History and Fact:

On December 23, 1986 the City of Dixon and County of Lee entered into an Intergovernmental Agreement to provide for the administration of an enterprise zone encompassing contiguous portions of the City of Dixon and County of Lee. The agreement was subsequently amended to include the City of Amboy, Village of Ashton, Village of Franklin Grove, Village of Paw Paw, City of Rochelle and Ogle County. As part of the agreement the government units included have indicated their willingness and desire to extend the boundaries of the Lee County Enterprise Zone to include additional properties, alter incentives, and alter the termination date of the zone.

Discussion:

The Lee County Enterprise Zone plans to submit an application to the State of Illinois to expand the zone by 45 acres. This territory expansion includes a portion of the Centerpoint Intermodal Center (Rochelle Phase One), north of Route 38 West, which is anticipated to house the new Project Red Carbon Green facility. Enterprise Zone Administrator John Thompson will be in attendance to conduct the Public Hearing, provide additional information and answer questions. The associated ordinance and resolution will be included on the September 8, 2014 Rochelle City Council agenda for action by the Mayor and Council.

Recommendation:

Conduct the Public Hearing for the Addition of Territory to the Lee county Enterprise Zone #9

Agenda Item #3 Well #4 Rehabilitation Project

References:

pdf Recommendation from Willett Hofmann & Associates (2.88 MB)

Recommended Action:

Consider bids for the Well #4 Rehabilitation Project

History and Fact:

The existing pump and motor for Well #4 were last overhauled in 2005. At that time the new pump and motor pulled 1100 gallons per minute from the well. Since late last year, the production of Well #4 has been on a steep downward slope. This indicates that the pump and motor need to be overhauled again.
Discussion: Subsequent to the required public notice, the Deputy City Clerk opened four bids for the project on August 14th. Staff and our consultant, Matt Hansen, from Willett Hofmann & Associates have reviewed the bids and recommend the acceptance of the lowest responsible bid from Water Well Solutions Illinois Division in the amount of $28,500.

The RMU Water Capital Outlay Budget for Fiscal Year 14/15 includes $70,000 for the pump and motor rehabilitation at Well #4.

The pump and motor will not be pulled until September or October so that the well is available for the remainder of the summer.

Recommendation:

Accept the bid of $28,500 from Water Well Solutions Illinois Division for the Well #4 Rehabilitation Project and reject all other bids.

Agenda Item #4 Consideration and Action on an Ordinance Providing for the Issuance of Not to Exceed $6,000,000 Electric Revenue System Bonds to Finance Improvements to the City's Electric System

References:

pdf Memo from Finance Manager Chris Frye (86 KB)
pdf Ordinance Providing for the Issuance of Electric System Revenue Bonds (379 KB)

Recommended Action:

Consider an Ordinance providing for the issuance of not to exceed $6,000,000 electric revenue system bonds to finance improvements to the City's electric system

History and Fact:

On April 28th the Mayor and City Council approved the Fiscal Year 2014-15 Budget. This budget includes multiple projects in the Electric Fund Capital Outlay Summary that are anticipated to be funded through the issuance of bonds. On July 14th the Mayor and City Council approved a Reimbursement Resolution that allows costs for projects related to the City's electric system, within 60 days prior to or any time after the passage of the resolution, to be reimbursed to RMU Electric through bond proceeds.

Discussion:

The RMU Electric Department has identified the following capital projects for potential funding through an electric revenue bond not to exceed $6 million dollars:

1) Purchase and installation of diesel generators - $2 million dollars
2) Design, engineering, site preparation, improvement and expansion to the Caron Road Substation - $4 million dollars

The attached Parameters Ordinance is the next step in issuing the bonds. It stipulates a maximum maturity date of May 1, 2035, maximum bond issue amount of $6 million dollars, maximum annual interest rate of 7%, issue date of no later than February 1, 2015 and that the bonds will be executed on behalf of the City by the Mayor.

Recommendation:

Approve an Ordinance providing for the issuance of not to exceed $6,000,000 Electric Revenue System Bonds, Series 2014, of the City of Rochelle, Ogle and Lee Counties, Illinois, and a bond order in connection therewith, and providing for the collection, segregation and distribution of the revenues of the electric system of the City.

Agenda Item #5 Industrial Rail Improvement – Caron Road Crossing Restoration

References:

pdf Memo from Economic Development Director Jason Anderson (29 KB)

Recommended Action:

Consider quote for Caron Road Crossing Restoration

History and Fact:

On June 30th the Mayor and Council considered bids for two projects to expand the City Industrial Rail (CIR), a one-half mile extension of a mainline track and an additional "yard track" at the UP interchange yard. The City Council subsequently awarded both projects to Swanson Construction Company at a total cost of $856,057. This amount was $200,000 under the engineer's estimates for the projects. Therefore, funds that were budgeted for these two projects are available for further enhancements to the rail system.

Discussion:

Over the past 4 years the City has been making temporary repairs to the Caron Road rail crossing that carries Burlington Northern Sante Fe (BNSF) railcars from the mainline into the Ryder/CIR Yard. Due to the increased traffic on the crossing, the crossing has rapidly deteriorated to the point that it needs to be completely removed and replaced with new crossing panels.

Swanson Construction has provided an estimate of $145,000 for the crossing restoration. Since Swanson is already on site and has proven to be an excellent rail contractor, staff recommends that the City Council waive the competitive bidding process by a two-thirds vote of all members holding office and award the Caron Road crossing restoration to Swanson Construction. Upon approval, Swanson Construction will complete the restoration within the current construction season.

Recommendation:

Waive the competitive bid process for the Caron Road crossing restoration project and accept the proposal from Swanson Construction in the amount of $145,000 for the crossing restoration.

Agenda Item #6 Ordinance Ratifying and Authorizing Water Tower Leases for Telecommunication Purposes (Sprint Nextel Lease, T-Mobile Lease and Verizon Lease)

References:

pdf Ordinance Ratifying and Authorizing Water Tower Leases (63 KB)
pdf Verizon Wireless Lease (792 KB)

Recommended Action:

Consider Ordinance Ratifying and Authorizing Water Tower Leases for Telecommunication Purposes (Sprint Nextel Lease, T-Mobile Lease and Verizon Lease)

History and Fact:

The City currently has two leases with telecommunication providers for space on the City's water tower and ground space below at 700 2nd Avenue. The City entered into leases with Sprint Nextel on June 1, 2000 and T-Mobile on June 11, 2005. Both leases have an initial term of five years and three automatic 5-year renewal terms. In addition, the leases both specify an initial rent payment with annual increases of 4% after the first year. The City currently receives monthly rental payments of $2,124.31 from the Sprint Nextel Lease and $2,189.71 from the T-Mobile Lease.

Discussion:

The City has negotiated an additional water tower lease with Verizon Wireless for a 5-year term with four automatic 5-year renewal terms and an initial rental payment of $2,200 monthly. In addition the lease specifies an annual increase of 4% after the first year.

The lease requires Verizon Wireless to contract with Dixon Engineering to review the plans and contract with an on-site inspector during the installation. These measures are taken to ensure that the installation of this equipment does not result in any damage to the tower.

When the Sprint Nextel and T-Mobile leases were approved an ordinance was not adopted. Therefore, the proposed ordinance will ratify the execution of the two existing leases and authorize the City Manager to execute the proposed Verizon Lease.

Recommendation:

Approve an Ordinance Ratifying and Authorizing Water Tower Leases for Telecommunication Purposes (Sprint Nextel Lease, T-Mobile Lease and Verizon Lease)

Agenda Item #7 Supplementary Resolution for Maintenance of Streets and Highways – Sealcoat Project 2014

References:

pdf Memo from City Engineer Sam Tesreau (31 KB)
pdf Supplementary Resolution for Maintenance of Streets and Highways (27 KB)

Recommended Action:

Consider a Supplementary Resolution for Maintenance of Streets and Highways

History and Fact:

On April 28th the Mayor and Council awarded the 2014 Sealcoat project to Steffens 3-D Construction. In addition, the council approved the associated Resolution for Maintenance of Streets and Highways which appropriated $136,000 of motor fuel sales tax to fund the improvements.

Discussion:

The contract with Steffens allowed the City to add or delete sections up to a certain percentage of the contract quantity. During the project the Engineering Department evaluated certain areas, found them to be relevant to the project, and added those sections to the contract. The project was completed at the beginning of August at a total cost of $154,000. Therefore, a supplementary resolution of $18,000 is required to fund the balance through a transfer from the Motor Fuel Tax funds.

Recommendation:

Approve a Supplementary Resolution for Maintenance of Streets and Highways in the amount of $18,000

Agenda Item #8  Ordinance Authorizing Purchase of Real Estate for Public Use – 421 and 421 ½ North 6th Street

References:

pdf Ordinance Authorizing Purchase of Real Estate for Public Use (421 and 421 ½ North 6th Street) (2.34 MB)

Recommended Action:

Consider Purchase of Real Estate

History and Fact:

Wegener Auctions sold the property located at 420 North 6th Street through a real estate auction on August 7th. City Manager Plyman, on behalf of the City of Rochelle, offered a bid of $57,500 for the property. The following day the City Manager entered into a contract for purchase at that price, subject to approval by the City Council.

Discussion:

This property is located directly north of the Engineering and Building Services facility and will be used in the future for an expansion of City offices or additional parking. Upon approval of the purchase by the Mayor and City Council, a closing will take place prior to September 8th.

The 2014-15 Capital Improvements Fund includes $50,000 for the purchase of property to expand the Engineering Department.

Recommendation:

Approve an Ordinance Authorizing Purchase of Real Estate for Public Use (421 and 421 ½ North 6th Street)

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:

IV. REPORTS AND COMMUNICATIONS:

• Mayor - Appointment of Chris Frye to fill a Vacancy on the Police and Fire Pension Boards with a Term to Expire May 1, 2015

• Mayor – Appointment of Mark Batty to the Utility Advisory Board with a Term to Expire July 1, 2018

• Council Members

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations

a)  pdf Accept and Place on File Minutes of Planning and Zoning Commission Meeting – July 7, 2014 (76 KB)

b)  pdf Accept and Place on File Minutes of Railroad Advisory Board Meeting – May 22, 2014 (166 KB)

c)  pdf Accept and Place on File Minutes of Airport Advisory Board Meeting – May 27, 2014 (213 KB)

d) Approve Bills –  pdf 071814-080114 (139 KB)

e) Approve Payroll –  pdf 070714-072014 (36 KB)

f) Establish Annual Trick-r-Treat Schedule October 31, 2014 from 5:00pm-8:00pm

2) Community Development Assistance Program Grant – Project Red (Public Hearing and Action)

3) Re-subdividing and Rezoning 1.15 Acres of Squires Landing West Subdivision – 1800 20th Street

4) Correcting Resoution 14-07, Establishing Minimum/Maximum Wage Rates for 2014-15 Fiscal Year

VII. Discussion Items:

1) Mobile Food Vendors

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Community Development Assistance Program Grant – Project Red (Public Hearing and Action)

References:

pdf Project Description (76 KB)
pdf Resolution of Support (84 KB)

Recommended Action:

Conduct the Public Hearing

History and Fact:

The Advanced Communications Division's long range plans include an extension of the fiber optic network to the west, along Route 38, when the need for services arises in that area.
RMU recognizes that bandwidth is now an essential commodity and fiber optic connectivity has become a monumental asset for the City in economic development projects.

Discussion:

Project Red, an Agri-Business interest that distributes produce throughout the greater Chicagoland area, is considering a location on the west side of Rochelle for their new facility. The proposed facility is anticipated to be built in two phases. Phase I involves building a facility approximately 300,000 square feet in size and will employ approximately 20 people. Phase II would double the size of the facility and increase employment to 40. The company is based in Chicago and has a growing local "fresh" food distribution network.

The Illinois Department of Commerce and Economic Opportunity has grant funds available through the Community Development Assistance Program (CDAP) that may be used to finance public improvements which support economic development. This includes the extension of communication utilities to serve new and/or expanding businesses. The City plans to seek $110,000 in CDAP grant funds, in connection with the development of Project Red, to help fund the extension of fiber optic and communication services to the proposed site.

A representative from our grant consultant, Fehr Graham and Associates, will be in attendance to provide additional information on the project and answer questions.

Recommendation:

Conduct the Required Public Hearing
Approve Resolution of Support for a Community Development Assistance Program Grant associated with Project Red

Agenda Item #3 Ordinance Amending Boundaries of B-2 and PUD-R Zoning Districts and Approving a Variance – 1800 20th Street

References:

pdf Memo from Building Inspector Kip Countryman (22 KB)
pdf Ordinance Amending Boundaries of B-2 and PUD-R Zoning Districts and Approving a Variance – 1800 20th Street (142 KB)

Recommended Action:

Consider an Ordinance Amending Boundaries of B-2 and PUD-R Zoning Districts and Approving a Variance – 1800 20th Street

History and Fact:

Tim and Geri Hayden have petitioned the City for an amendment to the Squires Landing West Annexation Agreement. The agreement was executed in 2005 when 151.09 acres of property, west of 20th Street and north of 8th Avenue, was annexed into the City. The petitioner would like to re-subdivide a 1.15 acre lot and rezone the property to B-2 Commercial to facilitate the construction of two 40 by 240 foot enclosed storage buildings. In addition, the petitioner is asking for a variance to allow a 35 foot setback in the front instead of the 50 foot setback required for commercial businesses.

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 August 4th the Planning and Zoning Commission reviewed the case and found that enclosed storage is allowed in the B-2 Zoning District, zoning the property to B-2 is a more suitable buffer to residential development that I-2 and that the front building setback variance of 35 feet would be 5 feet more than the front or rear setback of a residential lot in the R-1 District. In addition, the petitioner has proposed buffer yards to screen the property from future development surrounding the property.

Following the review, the Planning and Zoning Commission voted 3-1 to recommend approval of the Preliminary and Final Plat, Re-zoning the property to B-2 and granting a variance from the front yard setback of 50 feet to allow for a 35 foot setback. Approval will be subject to the following: that the final site engineering, landscaping and building plans be submitted, that staff comments are addressed in regards to the engineering, utilities, building and site plan review, and that water and sewer be installed to the property or a surety in the amount of 110% of the estimated cost of construction be posted in lieu of installing the services.

Recommendation:

Authorize an Ordinance Amending Boundaries of B-2 and PUD-R Zoning Districts, Amending the Official Zoning Map of the City of Rochelle and Approving a Variance – 1800 20th Street

Agenda Item #4 Correcting Resolution 14-07, Establishing Minimum/Maximum Wage Rates for 2014-15 Fiscal Year

References:

pdf Correcting Resolution 14-07, Establishing Minimum/Maximum Wage Rates (7 KB)
pdf Exhibit A Minimum/Maximum Wage Rates (11 KB)
Rochelle Municipal Code Sections 2-261 and 2-262 (not attached)

Recommended Action:

Consider Correcting Resolution 14-07, Establishing Minimum/Maximum Wage Rates for 2014-15 Fiscal Year

History and Fact:

The Municipal Code of the City of Rochelle requires that the City Council annually approve a resolution establishing minimum/maximum wage rates for all position classifications within the City. The Mayor and Council approved Resolution 14-07 Establishing Minimum/Maximum Wage Rates for 2014-15 Fiscal Year on April 28, 2014.

Discussion:

The approved wage rate resolution contained an error in the Para-Professionals category. An increase was approved during the 2014-15 budget process for Paid-On-Call (POC) firefighters and the category was not adjusted to reflect the maximum rate of $15.00 per hour for a POC with both Basic Operations and Paramedic certifications. The rates included in this corrected resolution are consistent with those that were incorporated into the approved City Budget for Fiscal 2014-15.

Recommendation:

Approve a Correcting Resolution Establishing Minimum/Maximum Wage Rates for 2014-15 Fiscal Year

Discussion #1 Mobile Food Vendors

Several existing establishments have expressed an interest in providing mobile food vending in our community. Due to the restrictive nature of our existing ordinance, these opportunities are not currently available.

Chamber of Commerce and Community Development staff members believe that mobile food vendors are an excellent way to create a shopper, family and industry friendly environment in our community. Therefore, they are recommending changes to Chapter 70, Article II, Division 1 (Peddlers, Solicitors, Canvassers and Itinerant Merchants) of the Municipal Code. These changes would establish regulations for mobile food vendor vehicles in the B-1 (Commercial Central Highway), B-2 (Commercial Highway), I-1 (Light Industry) and I-2 (General Industry) zones of the City.

The mobile food vending topic was discussed at the August 4th Planning and Zoning Commission meeting. The Commission members provided input and were generally supportive of the proposed modifications.

Rochelle Area Chamber of Commerce Director Peggy Friday will be in attendance to respond to questions from the Mayor and Council.

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

•  pdf Financials – June 2014 (827 KB)

V. PUBLIC COMMENTARY:

• Community Center Survey Results

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  pdf July 14, 2014 (148 KB)

b) Approve Bills – pdf 070414-071014 (99 KB) ,   pdf 071114-071714 (97 KB)

c) Approve Payroll –  pdf 062314-070614 (135 KB)

d)  pdf Accept and Place on File Annual Treasurer's Report – Rochelle Police Pension (28 KB)

e)   pdf Authorize the Annual Kiwanis Peanut Day at Designated Intersections – September 5, 2014 (28 KB)

f)  pdf Resolution Appointing an Authorized Agent and Assistant for the Illinois Municipal Retirement System (72 KB)

2) Solar Photovoltaic System by Wastewater Treatment Plant

3) Resolution Authorizing the Execution of a Law Enforcement Mutual Aid Agreement and the Existence and Formation of the Illinois Law Enforcement Alarm System by Intergovernmental Cooperation

4) Ordinance Amending Section 94-215 of the Municipal Code to Prohibit Truck Parking in All Residential Areas

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Solar Photovoltaic System by Wastewater Treatment Plant

References:

pdf Memo from Business and Financial Analyst Dan Westin (40 KB)
pdf Recommendation from Freedom Field (325 KB)
pdf Eagle Point Solar Proposal (86 KB)

Recommended Action:

Consider bids for a Solar Photovoltaic System

History and Fact:

Last year Rochelle Municipal Utilities (RMU) applied for a grant through the Illinois Clean Energy Community Foundation (ICECF) to fund up to 60% of a solar plant at the water reclamation plant. In early May, the ICECF issued a letter awarding RMU up to $500,000 for the solar plant. On May 27th the Mayor and Council formally approved acceptance of the grant from the ICECF.
Discussion: Subsequent to the required public notice, the Deputy City Clerk opened five bids for the project on July 22nd. Staff and our consultant, Chet Kolodziej, from Freedom Fields have reviewed the bids and recommend the acceptance of the bid from Eagle Point Solar with a bid of $829,000 for the installation of a 313.5 KW solar plant. Mr. Kolodziej noted that the "cost per watt is $2.6443 which is...the best value, and low price bid after a full technical and qualitative review."

The RMU Transmission and Distribution Capital Outlay Budget for Fiscal Year 14/15 includes the remaining 40%, approximately $333,000, required to construct the plant. Following acceptance of the bid, construction on the solar photovoltaic system is expected to be complete by late November.

Recommendation:

Accept the bid of $829,000 from Eagle Point Solar for the Solar Photovoltaic System by the Wastewater Treatment Plant and reject all other bids.

Agenda Item #3 Law Enforcement Mutual Aid Agreement

References:

pdf Memo from Police Chief Eric Higby (170 KB)
pdf Law Enforcement Mutual Aid Agreement (751 KB)
pdf Resolution Authorizing the Execution of a Law Enforcement Mutual Aid Agreement (74 KB)

Recommended Action:

Consider Authorizing the Execution of a Law Enforcement Mutual Aid Agreement

History and Fact:

The Illinois Law Enforcement Alarm System (ILEAS) was formed in 2002 in order to meet the needs of local law enforcement throughout the State of Illinois in matters of mutual aid, emergency response and the combining of resources for public safety and terrorism prevention and response. The City of Rochelle has been a member of ILEAS since its inception.

Discussion:

The ILEAS board has recently made some changes to make the mutual aid system and its administration more flexible. As a result, the City of Rochelle will need to pass a resolution to adopt these changes.

The new agreement includes the following changes:
• Clarifies the intent that the signatory member public agencies agree to create ILEAS.
• Provides for the inclusion of basic by-laws into the actual agreement.
• Establishes an amendment process so that the agreement can be kept current without completely replacing it each time an improvement is necessary.
• Defines more clearly the legal foundation of ILEAS.
• Establishes a more specific minimum level of insurance coverage for participating agencies.
• Expands the definition of law enforcement personnel to include correctional officers so that sheriffs can utilize the mutual aid agreement to assist each other with jail emergencies.

Recommendation:

Approve a Resolution Authorizing the Execution of a Law Enforcement Mutual Aid Agreement and the Existence and Formation of the Illinois Law Enforcement Alarm System by Intergovernmental Cooperation

Agenda Item #4 Ordinance Amending Section 94-215 of the Municipal Code to Prohibit Truck Parking in All Residential Areas

References:

pdf Memo from Building Inspector Kip Countryman (37 KB)
pdf Ordinance Amending Section 94-215 of the Municipal Code to Prohibit Truck Parking in All Residential Areas (58 KB)

Recommended Action:

Consider an Ordinance Amending Section 94-215 of the Municipal Code to Prohibit Truck Parking in All Residential Areas

History and Fact:

The Municipal Code of the City of Rochelle requires that the Zoning Department enforce violations of the off street parking requirements found in Section 110-626. In addition, Section 94-215 of the code gives the Police Department the power to enforce these violations, with the exception of the R-O, Residential Office, zoning district. The R-O zoning designation was added later to the zoning districts and inadvertently left out of section 94-215.

Discussion:

Community Development Department staff members have had issues with semis parking in the R-O Districts on the weekend when the zoning staff is not present to document the violations. Therefore, staff recommends amending Section 94-215 of the Municipal Code so that the Police Department has the ability to enforce these violations in all residential districts.

Recommendation:

Approve an Ordinance Amending Section 94-215 of the Municipal Code to Prohibit Truck Parking in All Residential Areas

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:

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 June 9, 2014

b) Approve Minutes of City Council Meeting –  default June 23, 2014

c) Approve Minutes of City Council Meeting – default June 30, 2014

d) Approve Minutes of Planning and Zoning Commission Meeting –  default June 2, 2014

e) Approve Bills – default 061314-061914 , default 062014-062614 ,  default 062714-070314

f) Approve Payroll –  default 060914-062214

g) Approve Use of Rochelle Municipal Airport for Rochelle Area Chamber of Commerce  default Summer Country Jam Concert - August 9, 2014

2) Ordinance Amending Article XIII (Signs) of Chapter 110 of the Municipal Code

3) Rezoning and Special Use Permit for 800 North 2nd Street

4) Ordinance Amending the Municipal Code to Prohibit Parking along the South Side of Seventh Avenue between Lincoln Highway and Main Street

5) Consideration and Action on a Resolution Expressing Intent to Reimburse Capital Expenditures from Proceeds of an Obligation Issued by the City

6) Agreement for Professional Services – Branding Rochelle for Success

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Ordinance Amending Article XIII (Signs) of Chapter 110 (Zoning) of the Municipal Code

References:

default Memo from Building Inspector Kip Countryman
default Ordinance Amending Article XIII (Signs) of Chapter 110 (Zoning) of the Municipal Code

Recommended Action:

Consider an Ordinance Amending Article XIII (Signs) of Chapter 110 (Zoning) of the Municipal Code.

History and Fact:

For the past several years, staff has struggled with administering the provisions in the Municipal Code of the City of Rochelle related to signage for businesses and homeowners. As a result, Community Development Department staff members spent several months researching sign ordinances in other communities to address some of these issues.

Discussion:

The Planning and Zoning Commission has held several workshops over the past few months to discuss the current sign ordinance and proposed revisions to it. On July 7th the Planning and Zoning Commission completed its final workshop on this topic and subsequently recommended approval of the revised ordinance by a vote of 5-0.

Recommendation:

Approve an Ordinance Amending Article XIII (Signs) of Chapter 110 (Zoning) of the Municipal Code of the City of Rochelle.

Agenda Item #3 Rezoning and Special Use Permit– 800 North 2nd Street

References:

default Memo from Building Inspector Kip Countryman
default Ordinance Amending Boundaries of R-2 and R-4 Districts, Amending the Official Zoning Map and Approving a Special Use Permit for Medical Facility at 800 N 2nd Street - Rochelle Community Hospital

Recommended Action:

Consider an Ordinance Amending Boundaries of R-2 and R-4 Districts, Amending the Official Zoning Map and Approving a Special Use Permit for Medical Facility

History and Fact:

Rochelle Community Hospital (RCH) has petitioned the City to rezone the property at 800 North 2nd Street from R-2 to R-4 and to have a special use permit issued to allow the hospital to expand its campus. The hospital plans to demolish the existing dwelling to facilitate the expansion of its medical facility.

Discussion:

On July 7th the Planning and Zoning Commission held a public hearing on the petition for rezoning and the request for conditional (special use) permit and subsequently voted to recommend approval by a vote of 5-0. Staff and the Planning and Zoning Commission felt that the requests were consistent with the current zoning of the hospital.

Recommendation:

Authorize an Ordinance Amending Boundaries of R-2 and R-4 Districts, Amending the Official Zoning Map of the City of Rochelle, and Approving a Special Use Permit for Medical Facility at 800 N 2nd Street

Agenda Item #4 Ordinance Amending the Municipal Code to Prohibit Parking along the South Side of Seventh Avenue between Lincoln Highway and Main Street

References:

default Memo from Streets and Cemetery Superintendent Tim Isley
default Ordinance Amending the Municipal to Prohibit Parking along the South Side of Seventh Avenue between Lincoln Highway and Main Street

Recommended Action:

Consider an Ordinance Amending the Municipal Code to Prohibit Parking along the South Side of Seventh Avenue between Lincoln Highway and Main Street

History and Fact:

The facility manager at the Lincoln Manor Senior Housing complex has requested that the City consider designating the south side of Seventh Avenue, between Lincoln Highway and Main Street, as "No Parking". The facility has a parking lot entrance and exit that is located on the south side of Seventh Avenue. Residents at the facility have had several close calls and a few accidents when exiting the parking lot because it is difficult to safely see around the cars parked on the south side.

Discussion:

Seventh Avenue is designated as a collector street and conveys a considerable amount of traffic from Route 251 to Caron Road. Therefore, Streets and Cemetery Superintendent Tim Isley recommends approval of this request.

Parking in the area will still be available to residents on the north side of Seventh Avenue and Main Street.

Recommendation:

Approve An Ordinance Amending the Municipal Code to Prohibit Parking along the South Side of Seventh Avenue between Lincoln Highway and Main Street

Agenda Item #5 Consideration and Action on a Resolution Expressing Intent to Reimburse Capital Expenditures from Proceeds of an Obligation Issued by the City

References:

default Memo from Finance Manager Chris Frye
default Reimbursement Resolution

Recommended Action:

Consider Approving a Resolution Expressing Intent to Reimburse Capital Expenditures from Proceeds of an Obligation Issued by the City

History and Fact:

Rochelle Municipal Utilities (RMU) has identified three capital projects for potential funding through an electric revenue bond in an amount not to exceed $6 million. The projects and their estimated costs are as follows:
1) Purchase and installation of diesel generators - $2,040,000
2) Design, engineering, site preparation, improvement, expansion and repairs to the Steward Road transmission line - $2,760,000
3) Design, engineering, site preparation, improvement and expansion to the Caron Road Substation - $1,200,000

Council approval of the proposed Reimbursement Resolution will allow all project costs paid within 60 days prior to or any time after the passage of the Resolution to be reimbursed to RMU Electric through bond proceeds.

Discussion:

A Parameters Ordinance will be presented at the July 28th City Council meeting. This ordinance will include the maximum maturity, maximum interest rate, maximum amount and authorize the City to proceed with the bond issuance.

Recommendation:

Approve a Resolution Expressing Intent to Reimburse Capital Expenditures from Proceeds of an Obligation Issued by the City

Agenda Item #6 Agreement for Professional Services – Branding Rochelle for Success

References:

default Memo from Rochelle Area Chamber of Commerce Director Peggy Friday
default Agreement for Professional Services

Recommended Action:

Consider approving an Agreement for Professional Services with Roger Brooks International

History and Fact:

The City of Rochelle, Flagg-Rochelle Park District, Rochelle Township High School, Rochelle Community Consolidated District #231, Rochelle Community Hospital, the Greater Rochelle Economic Development Corporation (GREDCO) and the Rochelle Area Chamber of Commerce have formed a Brand Development Team (BDT) to pursue the development of a unique community brand. The common goal is to help Rochelle become a destination of choice for economic development and business growth, an outstanding place to live and a premier visitor destination.

A Request for Proposal was sent to several marketing firms and the Roger Brooks International firm was subsequently selected due to their experience and overwhelming success in creating public sector community branding. The firm has outlined a 12-step branding process at a cost of $100,000 along with proposed contribution levels for the various partners.

At the June 23rd City Council Meeting, Peggy Friday presented information on the Community Branding Proposal. The goal is to secure funding commitments from the various partners so that the Brooks branding initiative can be brought to Rochelle later this year.

Discussion:

The 2014-15 Administrative Services Budget includes $30,000, under professional services, for this project. In addition, it has been suggested that the City's Community Development/Tourism Department be added to the BDT, with a proposed contribution of $20,000, since community branding will also benefit tourism. This combined contribution will lay the foundation for the branding initiative. GREDCO has already voted to contribute $10,000 and the other lead members of the BDT are working with their respective boards to approve their financial contributions.

Recommendation:

Approve a total funding commitment of $50,000 ($30,000 from the City and $20,000 from Tourism)
Authorize the City Manager to sign an Agreement for Professional Services with Roger Brooks International subject to securing commitments for the remaining funds.

Monday, June 30, 2014 at 5:30 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. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

IV. PUBLIC COMMENTARY:

V. BUSINESS ITEMS:

1) Industrial Rail Improvements

VI. DISCUSSION ITEMS:

VII. EXECUTIVE SESSION

VIII. ADJOURNMENT

Agenda Item #1 Industrial Rail Improvements

Recommended Action:

Consider bids for Industrial Rail Improvement Projects #1 and #2

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 (CSS). Annual rail volumes are expected to surge from approximately 3,800 railcars per year to an estimated 14,000-18,000 railcars.

On May 12th the Mayor and Council approved engineering agreements with Fehr Graham for the design of one parallel storage track to complete the CIR North Switch Yard and a rail structure to span John's Creek.

Discussion:

Subsequent to the required public notice, the Deputy City Clerk will open bids for a storage track in the CIR North Switch Yard and the extension of rail to John's Creek on Friday, June 27th. Economic Development Director Jason Anderson and our consultant from Fehr Graham will review the bids and provide the Mayor and City Council with their recommendation at the meeting. This project is on an expedited schedule in order to utilize the remaining Economic Development Administration (EDA) funds of $750,000 and prepare for the significant increase in CSS volumes anticipated this fall.

The 2014-15 Railroad Capital Outlay Budget includes $350,000 for the expansion of the CIR North Switch Yard and $350,000 for the rail extension to John's Creek.

Recommendation:

Approve the bid for Industrial Rail Improvement Project #1 as recommended.

Approve the bid for Industrial Rail Improvement Project #2 as recommended.