Monday, June 23, 2014 at 7:00 p.m.

City of Rochelle Council Chambers

420 N 7th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

•  default Designation of July as Park and Recreation Month

IV. REPORTS AND COMMUNICATIONS:

• Mayor -  default Appointment of Members to Boards and Commissions

• Council Members

•  default Financials - April 2014

•  default Financials - May 2014

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Bills – default 053014-060514 ,  default 060614-061214

b) Approve Payroll – default 052614-060814

2) Underground Conduit Installation Project

3) Purchase of Tandem Axle Cab & Chassis and Equipment– Street Department

4) Illinois Public Works Mutual Aid Network

5) Revisions to City Manager Contract

VII. DISCUSSION ITEMS:

1) Branding Rochelle for Success

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Underground Conduit Installation Project

References: 

default Memo from Electric Operations Superintendent Joe Orlikowski

default Recommendation from BHMG Engineers, Inc.

Recommended Action:

Consider bids for the Underground Conduit Installation Project

History and Fact:

On April 14th the Mayor and Council considered bids for a Voltage Conversion Project to convert our 4160kV distribution circuit to a 13.8kV feeder. Staff's recommendation at that time was to reject all bids, scale down the project to include only the installation of conduit and rebid at a later date. In May, Rochelle Municipal Utilities (RMU) issued an Invitation for Bids for the underground conduit installation portion of the project. Contractors submitting proposals were required to include the labor and equipment necessary to install approximately 60,000 feet of conduit for boring.

Discussion:

Subsequent to the required public notice, the Deputy City Clerk opened four bids for the Underground Conduit Installation Project on June 17th.

Staff and our consultant, Lukas Pirok of BHMG Engineers Inc., have reviewed the bids and recommend the acceptance of the apparent low bidder, Utility Dynamics Corp., with a bid of $713,568, including an addition to upgrade to 3" conduit. The 2014-15 Electric Operations Capital Outlay Budget includes $1,300,000 for phase 1 of the Voltage Conversion Project. RMU crews will install the conductor, terminations, hardware and coordinate the conversion of phase 1.

Recommendation:

Accept the bid of $713,568 from Utility Dynamics Corp for the Underground Conduit Installation Project and reject all other bids.

Agenda Item #3 Purchase of Tandem Axle Cab & Chassis and Related Equipment – Street Department

References:

default Memo from Superintendent of Streets & Cemetery Tim Isley

Recommended Action:

Consider bids for the purchase of a cab & chassis and related equipment for the Street Department.

History and Fact:

The 2014-15 General Fund Capital Budget includes $140,000 for the purchase of a Tandem Axle Cab & Chassis equipped with a dump box, front plow, wing plow and hydraulics for the Street Department. If approved, the new truck will replace a 1994 two ton dump truck equipped with a front plow which will be transferred to the airport.

Discussion:

Subsequent to the required public notice, the City Clerk opened bids from two truck suppliers and two equipment suppliers on June 13, 2014. Superintendent Tim Isley reviewed the bids and found that they all met the required specifications. Therefore, Isley recommends the acceptance of the apparent low bid from truck supplier Rush Truck Centers in the amount of $83,160 and the acceptance of the apparent low bid from equipment supplier Bonnell Truck Equipment, Inc. in the amount of $65,259.

Trucks in general, which include stricter emission requirements, have increased significantly in cost over the past year. Superintendent Isley plans to monitor expenses in his department and make reductions where necessary to keep his overall expenses within budget.

Recommendation:

Approve the bid from Rush Truck Center for the tandem axle cab & chassis in the amount of $83,160.

Approve the bid from Bonnell Truck Equipment, Inc. for the related equipment in the amount of $65,259.

Agenda Item #4 Illinois Public Works Mutual Aid Network

References:

default Memo from Superintendent of Streets & Cemetery Tim Isley

default Illinois Public Works Mutual Aid Agreement

default Ordinance Authorizing the Execution of the Illinois Public Works Mutual Aid Network Agreement

Recommended Action:

Consider Authorizing the Execution of the Illinois Public Works Mutual Aid Network Agreement

History and Fact:

The Illinois Public Works Mutual Aid Network (IPWMAN) was formed in 2009 in order to provide mutual aid response and recovery assistance when communities are confronted with natural or man-made emergencies and disasters. An agency requesting assistance through IPWMAN receives the type of equipment, materials and personnel services that are needed to react to the event. In order to participate in the network, either to render or receive assistance, an intergovernmental agreement must be approved by the City.

Discussion:

The IPWMAN Intergovernmental Agreement specifies the responsibility of the parties, operational procedures, and compensation for providing assistance. The mutual aid agreement does not obligate any agency to respond.

Recommendation: Approve an Ordinance Authorizing the Execution of the Illinois Public Works Mutual Aid Network Intergovernmental Agreement.

Agenda Item #5 Revised City Manager Contract

Recommended Action:

Consider Revised City Manager Contract

History and Fact:

An Employment Agreement between the City of Rochelle and David S. Plyman was executed on April 11, 2011. The term of the agreement was for a period of 36 months beginning May 31, 2011 and concluding May 31, 2014.

Discussion:

A revised contract has been drafted and reviewed by the Mayor and City Council.

Recommendation:

Approve Revised City Manager Contract

Discussion Item #1 Branding Rochelle for Success

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 and the Rochelle Area Chamber of Commerce have formed a Brand Development Committee to pursue the development of a unique community brand. The common goal is to identify a brand identity that sets us apart and represents the varied economic sectors of our partners with variations for business, residential, and visitor recruitment.

A Request for Proposal was subsequently sent to several marketing firms requesting a scope of work that includes the following:

• Research & Planning – Provide a detailed description of qualitative/quantitative research, methodology, and budget.

• Development – Provide a narrative detailing the current community image and the plan to develop

a unique community brand.

• Execution – In addition to the following, provide a definition of success and implementation

strategy with specific milestones and timeline.

As a result, the Roger Brooks International firm has been selected due to their extensive experience in creating public sector community branding. On May 15th Roger Brooks presented information on his proposal and responded to questions from members of the Brand Development Committee. He outlined a 12-step branding process at a cost of $100,000 along with proposed contribution levels for the various partners.

Rochelle Area Chamber of Commerce Director Peggy Friday and Community Development Director Michelle Pease will be in attendance to provide additional information on this initiative and respond to questions from the Mayor and Council. The goal is to secure funding commitments from the various partners over the next month in order to begin the branding process with Roger Brooks International in the fall of 2014.

Monday, June 9, 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

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – default May 27, 2014

b) Approve Bills – default 051614-052214 ,  default 052314-052914

c) Approve Payroll –  default 051214-052514

d) Accept and Place on File Minutes of Planning and Zoning Commission Meeting –  default April 7, 2014

e) Accept and Place on File Minutes of Airport Advisory Board Meeting –  default March 24, 2014

f) Accept and Place on File Minutes of Railroad Advisory Board Meeting – default March 27, 2014

g)  default Authorize VFW 4th of July Parade - July 4, 2014

h) Approve an Ordinance Amending Section 6-46 of the Municipal Code to  default Delete One Package Liquor License

2) Second Avenue Water Main Project

3) Purchase of Skid Load Generators

4) Engineering Agreement - Generator Site Design Services

5) Rezoning and Special Use Permit – 813 North 3rd Street

6) Rezoning and Special Use Permit – 808 North 2nd Street

7) Rezoning and Special Use Permit – 221 and 223 8th Avenue

8) Special Use Permit – 1010 South 7th Street

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Second Avenue Water Main Project, Phase 2

References:

default Memo from Water/Water Reclamation Superintendent Kathy Cooper

default Recommendation from Willett Hofmann & Associates

default Second Avenue Plat

Recommended Action:

Consider bids for the Second Avenue Water Main Project, Phase 2.

History and Fact:

In 2012 the City Council approved an engineering agreement for the design of the Second Avenue Water Main Project. The project included the replacement of 1,550 feet of four-inch water main that was in poor condition between Washington Street and the east end of Second Avenue. In addition, the project was designed to improve the water system by connecting Well #2 and the Second Avenue tower to the east side of the City.

In 2013, after the installation of 1,000 feet of PVC water main, the construction was halted due to contaminated soils from leaking underground storage tanks in the area. Hintzsche Oil has since reached an agreement with the Illinois Environmental Protection Agency (IEPA) to remediate the soils in front of their property. That work will take place prior to the City proceeding with Phase 2 of the Second Avenue Water Main Project.

Discussion:

The initial estimate for the water main project was $275,000. The IEPA requires ductile iron pipe in areas where water main is installed in contaminated soils. To date, $244,440 has been spent, including the purchase of ductile iron pipe and Viton gaskets at $52.70 per linear foot instead of PVC at $15.62 per linear foot.

Subsequent to the required public notice, the City Clerk opened bids for the Second Avenue Water Main Project, Phase 2 on May 30th with four contractors submitting bids. Staff and our consultant, Matt Hansen of Willett Hofmann & Associates, have reviewed the bids and recommend the acceptance of the apparent low bidder, O'Brien Civil Works, with a bid of $55,730. 

Recommendation:

Accept the bid of $55,730 from O'Brien Civil Works for the Second Avenue Water Main Project, Phase 2

Agenda Item #3 Purchase of Skid Load Generators

References:

default Memo from Business and Financial Analyst Dan Westin

Recommended Action:

Consider purchase of skid load generators

History and Fact:

Rochelle Municipal Utilities (RMU) owns and operates three generating stations totaling 22MW of generating capacity. Our 9th Street station houses 8 units, some of which date back to the 1940s. These units are maintenance intensive and are not always available to supply capacity when desired. The proposed addition of 6 MWs of capacity is the first step in replacing some of the old generator sets, two of which have been taken out of production and will be dismantled this winter.

RMU's ability to generate capacity is very important for both peak shaving and to provide power during emergencies. (This summer the capacity price is up five times compared to last summer.) To improve RMU's ability to meet these needs, staff proposed purchasing a set of cost efficient generator sets that could be deployed into the distribution system to provide 6 MW of capacity. In December of 2013 the Utility Advisory Board recommended investment in these units. In addition, the Mayor and Council approved proceeding with a down payment of $124,746 to secure the purchase of the proposed skid load generators in May.

Discussion:

RMU staff created a project for these generators which includes a highly efficient integration into RMU's distribution network. The combined integration has created a capability of black-starting a non-protected area with 9 MW of power. Black starting means there is no power from the regional grid and RMU can start these units by itself.

The total project cost to provide the proposed skid load generators is estimated to be $2,042,060. Providing council approves the purchase, the units are expected to be operational in August-September of this year.

RMU has received preliminary approval of the construction permit to include these generators into RMU's overall air permitting.

Recommendation:

Approve the purchase of 6MW Skid Load Generators at a total cost of $1,247,460, subject to receipt of the official air permit.

Agenda Item #4 Engineering Services Agreement – Generator Site Design Services

References:

default Proposal for Engineering Services  – Generator Site Civil and Structural Design Services

Recommended Action:

Consider an agreement between the City of Rochelle and Fehr Graham Engineering & Environmental

History and Fact:

The 6 MW Skid Load Generators, proposed in the previous agenda item, will be located on pads near the Caron Road substation. In addition a foundation and containment wall will be required for the associated diesel tank used to fuel the units.

Discussion:

Fehr Graham has provided a proposal for the work which includes the civil and structural design services for the generator pads, fuel tank foundation and fuel containment wall at a cost of $30,200. These expenses are included in the overall project cost estimate of $2,040,000.

Recommendation:

Authorize the City Manager to sign an agreement between the City of Rochelle and Fehr Graham for the civil and structural design services for the 6MW generator site.

Agenda Item #5-7 Rezoning and Special Use Permit– 813 North 3rd Street, 808 North 2nd Street, 221 and 223 8th Avenue

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 813 N 3rd Street, 808 N 2nd Street, 221 & 223 8th Avenue - Rochelle Community Hospital

Recommended Action:

Consider Ordinances 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:

The former property owners at 813 North 3rd Street and 808 North 2nd Street have petitioned the City to rezone their respective properties from R-2 to R-4 and to have a special use permit issued to allow Rochelle Community Hospital, the now current owner, to construct a medical facility on the properties. The hospital plans to demolish the existing dwellings to facilitate the expansion of its medical facility.

Rochelle Community Hospital (RCH) owns a duplex located at 221 and 223 8th Avenue. RCH has also petitioned the City to rezone the property from R-2 to R-4 and to have a special use permit issued to allow for medical purposes on this property. The hospital plans to demolish the duplex to allow for expansion of the hospital campus.

Discussion:

On June 2nd the Planning and Zoning Commission held a public hearing on the petitions for rezoning and the request for conditional (special use) permits and subsequently voted to recommend approval by a vote of 6-0. Staff and the Planning and Zoning Commission felt that the requests were consistent with the current zoning of the hospital and is consistent with the future land use plan found in the Comprehensive Plan.

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 813 N 3rd Street

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 808 N 2nd Street

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 221 & 223 8th Avenue

Agenda Item #8 Special Use Permit – 1010 South 7th Street

References:

default Memo from Building Inspector Kip Countryman

default Ordinance Approving a Special Use Permit for Place of Worship at 1010 South 7th Street

Recommended Action:

Consider a Special Use Permit for Place of Worship at 1010 South 7th Street

History and Fact:

The First National Bank of Rochelle has petitioned the City to allow a special use permit for a place of worship at 1010 South Seventh Street. The property is located in the B-2 Commercial Highway District and was originally developed in 1985 as a 2300 square foot financial institution. Multiple businesses and financial institutions have occupied the property until 2012.

The property is surrounded by other commercial businesses. At this time, the adjacent property to the north has a liquor license, although its primary business use is retail fuel sales and a convenience store. Per the Illinois Liquor Control Commission, a place of worship needs to be 100 feet away from the nearest part of any building. There are no restrictions for the proximity of a place of worship to the neighboring business where the sale of liquor is not the primary business, nor does it apply if the license was issued prior to a place of worship being established.

Per the Rochelle Municipal Zoning Code for off street parking, a place of worship is required to have one parking space for six seats. The property currently has 22 parking spaces which would allow up to 132 people in the building.

Discussion:

On June 3rd the Planning and Zoning Commission reviewed the petition and found the use to be consistent with other businesses in the district, the petitioner has adequate parking and the building meets the proposed occupant load. The Commission subsequently voted 6-0 to recommend approval of the special use permit to allow a place of worship at 1010 S 7th Street.

Recommendation:

Authorize an Ordinance Approving a Special Use Permit for Place of Worship at 1010 South 7th Street subject to the owners addressing any life safety issues within the building and any future expansion conforms to the current City of Rochelle Municipal Code.

Tuesday, May 27, 2014

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 May 12, 2014

b) Approve Bills – default 050214-050814 ,  default 050914-051514

c) Approve Payroll –  default 042814-051114

d) Approve  default Ordinance Establishing Prevailing Wage Rates

e) Approve  default Ordinance Amending the Rochelle Municipal Code to Allow for Three Deputy City Clerks

f) Approve City Manager Contract Renewal

2) Acceptance of Illinois Clean Energy Community Foundation Grant for a 230 kW Solar Plant at the Water Reclamation Plant

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Acceptance of Illinois Clean Energy Community Foundation Grant for a 230 kW Solar Plant at the Water Reclamation Plant

References:

default Memo from Business and Financial Analyst Dan Westin

default Illinois Clean Energy Community Foundation Award Letter and Grant Agreement

Recommended Action:

Consider Illinois Clean Energy Foundation Grant

History and Fact:

Last year Rochelle Municipal Utilities (RMU) applied for a grant through the Illinois Clean Energy Community Foundation (ICECF) to fund $2 per watt or 60% of a 230 kW solar plant, whichever is less. In March the Mayor and Council approved proceeding with the second phase of the application process which included providing a letter of commitment.

Discussion:

On May 1st the ICECF issued a letter awarding RMU up to $500,000 for the solar plant at the water reclamation plant.

Based on an analysis by Dan Westin, which included the cost to construct the plant, value of energy produced, value of energy credits and capacity savings, the plant will pay for itself in 4.2 years. This would mean, based on a life expectancy of twenty years, that the plant would produce essentially free energy for nearly sixteen years.

The RMU Transmission and Distribution Capital Outlay Budget includes the remaining 40% required to construct the plant.

Recommendation:

Approve Accepting a Grant from the Illinois Clean Energy Community Foundation for the installation of a 230 kW solar plant at the water reclamation plant.

Monday, April 28, 2014 at 7:00 p.m.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

•  default Municipal Clerks Week May 4-May 10, 2014

IV. REPORTS AND COMMUNICATIONS:

• Mayor - Appointment of Sue Messer to the Police and Fire Pension Boards for a Term to Expire May 1, 2016

• Council Members

•  default Financials - March 2014

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default April 14, 2014

b) Approve Minutes of Committee of the Whole Budget Workshop –  default March 18, 2014

c) Approve Minutes of Committee of the Whole Budget Workshop –  default April 2, 2014

d) Approve Minutes of Committee of the Whole Budget Workshop –  default April 15, 2014

e) Approve Bills – default 040414-041014 ,  default 041114-041714

f) Approve Payroll –  default 033114-041314

g) Accept and Place on File  default Motor Fuel Tax Funds Audit Report 010112-123112

h) Authorize default VFW Floyd J. Tilton Post 3978 Poppy Drive  – May 24, 2014

2) Budget Fiscal Year 2014-15 (Public Hearing and Action)

3) Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2014-15

4) 2014 Seal Coat Project

5) Purchase of Right-of-Way at 104 South Washington Street

6) Electric Rate Modifications

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Fiscal Year 2014-15 Budget – Public Hearing and Adoption

References:

default 2014-15 Proposed Budget

65 ILCS 5/8-2-9.1 et seq (not attached)

Recommended Action:

1. Conduct Public Hearing.

2. Consider Fiscal Year 2014-15 Budget.

History and Fact:

The City Council and department managers attended Committee of the Whole Budget Workshops on March 18, April 2, and April 15 to discuss the proposed budget. The City Clerk published a Public Hearing notice, as required by State law, to consider adoption of the budget at the April 28th City Council Meeting. Final action on the Budget is required on or before April 30, 2014.

Discussion:

The final Proposed 2014-15 General Fund revenues are budgeted at $8,892,959. This represents a decrease of approximately 7% compared to the approved 2013-2014 budget. Budgeted expenses total $8,878,317 which is approximately 8% lower than the 2013-14 budget and results in a budget surplus of $14,642. The combination of the General Fund with Special Revenue Funds, Enterprise Funds, Internal Service Funds, Trust and Agency Funds and Capital Project Funds results in budgeted revenues totaling $70,395,496 and budgeted expenses totaling $73,429,487. The difference between the revenues and expenses will be covered by existing fund balances. Illinois statutes require that the City conduct a public hearing on the proposed budget to allow citizens the opportunity to provide comments. After the Council returns to regular session, members of the Council can propose modifications to the proposed budget, each of which will be voted on by the Council. The proposed budget as amended will then be subject to a final Council vote for approval.

Recommendation:

1. Conduct Public Hearing.

2. Approve Fiscal Year 2014-15 Budget

Agenda Item #3 Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2014-15

References:

default Resolution Establishing Minimum/Maximum Wage Rates for 2014-2015

default Exhibit A Minimum/Maximum Wage Rates

Rochelle Municipal Code Sections 2-261 and 2-262 (not attached)

Recommended Action:

Consider Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2014-15

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.

Discussion:

The proposed wage rate resolution is based upon a review completed by the Human Resources Manager. The resolution applies to all employees and is based on job categories as defined by the Equal Employment Opportunity Commission. The rates included in this resolution are consistent with those that were incorporated into the proposed City Budget for Fiscal 2014-15.

Recommendation:

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

Agenda Item #4 2014 Seal Coat Project

References:

default Memo from City Engineer Sam Tesreau

default Map of Seal Coat Locations

default Resolution for Maintenance of Streets and Highways

Recommended Action:

Consider the 2014 Seal Coat Bids

History and Fact:

The Engineering Department has identified several streets and alleys in need of roadway maintenance this fiscal year to preserve existing infrastructure. The following roadways are included in the 2014 Seal Coat Project: Sections of North 2nd, 6th, 8th, 11th, 14th, 15th, 16th and South Main Streets; Westview and Intermodal Drives, East 4th and Cherry Avenues; Avenue E; and Standard Oil and Quarry Roads. The application of a seal coat surface treatment has been found to be a cost effective way to maintain and preserve the life of the roadway surfaces and several streets have been treated over the past few years.

Discussion:

Subsequent to the required public notice, the City Clerk opened three bids on April 3rd. City Engineer Sam Tesreau reviewed the bids and recommends the acceptance of the apparent low bidder, Steffens 3-D Construction, with a bid of $128,743. The Street Department crews will provide pavement patching, surface preparation and sweeping in advance of the sealcoat operations. The proposed 2014-15 Capital Improvements Fund budget includes $167,000 for seal coat resurfacing of miscellaneous streets which will be funded through a transfer of Motor Fuel Tax funds.

Recommendation:

Approve a Resolution for Maintenance of Streets and Highways

Accept the bid from Steffens 3-D Construction in the amount of $128,743 and reject all other bids.

Agenda Item #5 Purchase of Right-of-Way at 104 South Washington Street

References:

default Memo from City Engineer Sam Tesreau

default Contract for Purchase and Sale

default Ordinance Authorizing the Purchase of Real Property for Public Use at 104 South Washington Street

Recommended Action:

Consider an Ordinance Authorizing the Purchase of Real Property for Public Use at 104 South Washington Street

History and Fact:

The intersection of 1st Avenue and Washington Street is heavily travelled and somewhat hazardous due to the reduced sight lines for motorists. The removal of the overgrown vegetation, chain link fence and other structures at 104 South Washington Street would improve the public safety of the motoring and walking public in that area.

Discussion:

Amy and Jeffery Stein have purchased the referenced property and plan to clean it up. As a result of conversations with the City, the Steins are willing to sell approximately 1,647 square feet of right-of-way (ROW) along 1st Avenue and Washington Street to improve the sight distance at the intersection. In addition, this ROW will provide adequate space for future sidewalk and/or improvements. City staff and the Steins have negotiated the terms of the contract including the sellers' removal and disposal of all landscaping, fences and structures on the property by June 15th. The City has agreed to waive all utility disconnect fees, plug the sewer lateral, disconnect the water service at the main and provide a location for disposal of the landscape waste. The Steins are agreeable to the Contract for Purchase and Sale, including a purchase price of $10,000 for the ROW, contingent on approval by the Mayor and City Council.

The ROW purchase will be paid for through the FY 2014/15 Capital Improvement Fund.

Recommendation:

Approve an Ordinance Authorizing the Purchase of Real Property for Public Use at 104 South Washington Street

Agenda Item #6 Electric Rate Modifications

References:

default Memo from Business and Financial Analyst Dan Westin

default Resolution Establishing Utility Services Price Schedule for Electric

default Exhibit A

default Exhibit B

Recommended Action:

Consider Approving a Resolution Establishing Utility Services Price Schedule for Electric

History and Fact:

The 2012 electric rate study used to design the rates for Rochelle Municipal Utility (RMU) electric customers created a balancing of the rate structure with revenue requirements.

The report recommended an increase in the electric rates of approximately 14%. At that time, City Manager Plyman recommended that the rate increase be phased in to ease the impact on the customers. Therefore, the rate schedules that were subsequently drafted by rate consultant Baker Tilly, now UFS, and approved by the City Council represented an overall rate increase of approximately 7%. In 2012, UFS prepared a full Electric Cost of Service study. The report included a recommendation to increase the electric rates overall by 2% in order to more closely meet the cost of providing services, especially with regards to basic cost versus energy cost as well as provide an efficient demand rate structure for economic use of energy.

Discussion:

For FY14/15 UFS has again reviewed RMU's rate structure with a resulting rate modification of 3 % based on the updated financial projections including cost factor changes and the FY14/15 budget since the latest study which was finalized January 2013.

A typical residential customer with an average electric summer bill of $110.33 will see an increase of $5.42 per month in the four summer months and an increase of $1.00 per month in the eight non-summer months if there are no changes to energy use.

In the Time-of-Use rate, a typical residential customer with an average electric bill of $110.33 will see an opportunity to save up to 5 % by modifying the energy consumption based on hour of usage.

Rate 150 has been changed to a direct demand measurement versus the prior layered approach. The rate structure now includes September as a ratchet month since that month is being considered when calculating RMU's capacity charges from the regional grid.

Rider #3 has been updated to correct a demand response measure no longer available. In addition a new Rider #6 has been created which formalizes an operational policy on how to handle erratic demand measurements.

The UAB formally recommended approval of the electric rate structure modifications at its March 27th meeting.

Recommendation:

Approve a Resolution Establishing Utility Services Price Schedule for Electric Effective May 1, 2014

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:

•  default National Telecommunicators Week April 13-19, 2014

•  default Mayors Day of Recognition for National Service April 1, 2014

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 March 24, 2014

b) Accept and Place on File Minutes of Planning & Zoning Commission –  default February 3, 2014

c) Accept and Place on File Minutes of Railroad Advisory Board – default January 23, 2014

d) Accept and Place on File Minutes of Airport Advisory Board –  default November 25, 2013

e) Approve Bills – default 031414-032014 ,  default 032114-040314

f) Approve Payroll – default 030314-031614 ,  default 031714-033014

g) Authorize Rochelle Elementary Schools Fun Run Event -  default May 21, 2014

h) Authorize Rochelle Lions Club Tootsie Pop Fund Raiser –  default May 2, 2014

i) Authorize National Day of Prayer –  default May 1, 2014

j) Authorize Closure of 10th Avenue between Illinois 251 and 8th Street –  default Outdoor Markets

k) Approve Lincoln Highway Heritage Festival Request –  default August 15-17, 2014

l) Authorize Lincoln Highway Heritage Festival Parade –  default August 17, 2014

m) Authorize VFW Memorial Day Parade –  default May 26, 2014

2) Voltage Conversion Project

3) School Avenue & Turkington Terrace Bridge and Intersection Reconstruction Project

4) Construction Engineering Services Agreement – School Avenue & Turkington Terrace Bridge Project

5) Water Rate Modification

6) Water Reclamation Rate Modification

7) Adopt-A-Road Program

8) Permitting of Sidewalk Cafes

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT 

Agenda Item #2 Voltage Conversion Phase 1 Project

References:

default Memo from Electric Division Superintendent Joe Orlikowski

Recommended Action:

Consider bid for the Voltage Conversion Phase 1 Project

History and Fact:

Rochelle Municipal Utilities (RMU) issued an Invitation for Bids for a Voltage Conversion Phase 1 Project. The proposals were required to include the labor and material necessary to convert one 4160V distribution circuit to a 13.8KV feeder, including installing approximately 4.8 miles of underground cable in conduit, .4 miles of overhead conductor, the conversion and installation of approximately 110 transformers and installation of 45 junction boxes.

Discussion:

Subsequent to the required public notice, the City Clerk opened one bid for the Voltage Conversion Phase I Project on April 9th. The single bid from Utility Dynamics Corporation for the electric conversion phase 1 was for $2,854,653 and a proposal for an extra conduit was $417,350 for a total cost of $3,272,003.

The 2013-14 Electric Operations Capital Outlay Budget includes $1,300,000 for the Voltage Conversion Project. Staff and our consultant, Barnes, Henry, Meisenheimer & Gende, Inc., have reviewed the bids and recommend that the City reject the bid. Instead, the project will be scaled down to include only the installation of conduit and rebid at a later date. RMU crews will install the conductor, terminations, hardware and coordinate the conversion for phase 1.

Recommendation:

Reject all bids for the Voltage Conversion Phase 1 Project 

Agenda Item #3 School Avenue & Turkington Terrace Bridge and Intersection Reconstruction Project

References:

default Memo from City Engineer Sam Tesreau

default Bid Tabulation

Recommended Action:

Consider Bids for School Avenue & Turkington Terrace Bridge and Intersection Reconstruction Project

History and Fact:

The School Avenue bridge/ box culvert structure was installed nearly 50 years ago. Over the past few years bridge inspections and reports, required by the Illinois Department of Transportation, have identified spalling of concrete (broken, flaked or pitted), exposed reinforcement, wingwall tipping and deterioration of the deck slab and edges. In addition, the three cell box culvert structure routinely collects debris and sediment which inhibits the conveyance of Kyte River.

In 2012, the Mayor and Council approved an agreement with Wendler Engineering Services for the engineering design and surveying services required to replace the bridge/box culvert structure. In addition, the agreement included developing the plans and specifications to modify the Turkington Terrace and School Avenue intersection, construct a traditional bridge structure and install upgraded pedestrian crossings along the north and south sides.

Discussion:

Subsequent to the required public notice, the City Clerk opened three bids on March 24th. City Engineer Sam Tesreau reviewed the bids and recommends the acceptance of the apparent low bidder, Martin and Company Excavating, with a bid of $1,086,782.59. This is a multi-year capital improvement project which will be funded through the 2013-14 and 2014-15 budgets via a revenue transfer from the Sales Tax and Utility Tax Funds. Construction is expected to begin at the end of April and be substantially complete by the end of August.

Recommendation:

Accept the bid from Martin and Company Excavating in the amount of $1,086,782.59 and reject all other bids. 

Agenda Item #4 Construction Engineering Services Agreement – School Avenue & Turkington Terrace Bridge Project

References:

default Memo from City Engineer Sam Tesreau

default Construction Engineering Services Agreement

Recommended Action:

Consider an Engineering Agreement with Wendler Engineering Services, Inc.

History and Fact:

Wendler Engineering Services provided the preliminary engineering design services for the School Avenue & Turkington Terrace Bridge and Intersection Reconstruction Project. Assuming that the City Council awarded the bid for this project in the prior agenda item, it is time to proceed to the construction engineering services phase of the project.

Discussion:

Wendler Engineering Services has provided a Construction Engineering Services Agreement proposal which includes construction surveying/staking, inspection, documentation, materials testing and as builts at an estimated cost of $97,870. City Engineer Sam Tesreau recommends that the City proceed with the engineering agreement with an anticipated project completion in August.

Recommendation:

Authorize the City Manager to sign a Construction Engineering Services Agreement with Wendler Engineering Services, Inc. for services related to the School Avenue & Turkington Terrace Bridge and Intersection Reconstruction Project

Agenda Item #5 Water Rate Modification

References:

default Memo from Water Water Reclamation Superintendent Kathy Cooper

default Water Rate Analysis Report

default Resolution Establishing the City of Rochelle Water Rates Effective May 1, 2014

Recommended Action:

Consider Approving a Resolution Establishing City of Rochelle Water Rates Effective May 1, 2014

History and Fact:

Water usage in the community has grown from an average daily pumpage of 1.8 million gallons in 2005 to 2.9 million gallons per day in 2013. This increase has driven the need for increasing the capacity of the water system. In 2012, the Council approved moving forward with the construction of a new well and tower in the southeast quadrant of the City to provide adequate capacity. In order to finance the new infrastructure, the City has applied for a loan through the Illinois Environmental Protection Agency (IEPA) State Revolving Funds. The IEPA has since approved the project plan and drilling of the new well is underway.

Discussion:

The debt service associated with the new infrastructure will require an adjustment to the water rate structure. Therefore, a water rate analysis was performed by Water/Water Reclamation Superintendent Kathy Cooper and our consultant, Matt Hansen of Willett Hofmann. The analysis included evaluating the current revenues and expenses, developing a budget based on future needs of the division, developing a debt service schedule to pay for the system improvements and developing a rate structure that mirrored the Water Reclamation structure, including a capital component for equipment replacement. Another goal of the analysis was to provide a new rate structure that has minimum impact on customers between their water and sewer billing.

The current water rate schedule consists of three components: Fixed Charge, Basic User Rate and Fire Protection Fee. The proposed rate schedule consists of six components: Fixed Charge, Basic User Rate, Equipment Replacement, Non-Debt Funded Projects, Capital Recovery Rate and Fire Protection Fee. On March 27, 2014 the report and proposed changes were presented at a joint meeting of the Public Works Committee and the Utility Advisory Board (UAB). The UAB recommended approval of the new water rate structure as proposed.

Staff has verified that the proposed water rates are comparable for residential users and less than the rates for industrial and commercial users in surrounding communities. In an effort to minimize the impact on our customers, RMU staff and their consultant recommend that the rate increase be implemented over a three year time period. The first phase would be effective May 1, 2014.

Recommendation:

Approve a Resolution Establishing City of Rochelle Water Rates Effective May 1, 2014

Agenda Item #6 Water Reclamation Rate Modification

References:

default Memo from Water Water Reclamation Superintendent Kathy Cooper

default Water Reclamation Rate Analysis Report

default Resolution Establishing the City of Rochelle Water Reclamation Rates Effective May 1, 2014

Recommended Action:

Consider Approving a Resolution Establishing City of Rochelle Water Reclamation Rates Effective May 1, 2014

History and Fact:

The last rate review for the Water Reclamation Division was completed in February of 2008 and flows and loadings to the treatment plant have changed significantly since that time. In addition, the last bond payment for the construction of the treatment plant will be paid on May 1, 2014 which will significantly change the capital recovery component of the rate.

Discussion:

A water reclamation rate analysis was performed by Water/Water Reclamation Superintendent Kathy Cooper and our consultant, Matt Hansen of Willett Hofmann. The analysis included evaluating the current revenues and expenses, developing a new Water Reclamation Division budget for fiscal year 2014/15 and developing a new rate structure based on the recommended budget expenditures. Another goal of the analysis was to provide a new rate structure that has minimum impact on customers between their water and sewer billing.

The current and proposed water reclamation rate schedule consists of five components: Fixed Charge, Basic User Rate, Equipment Replacement, Non-Debt Funded Projects, and Capital Recovery. The major changes to the rate structure include increasing the fixed charge from $4.40 to $8.05 per bill, a reallocation of the basic user charge based on customer class, an increase in the non-debut fund items and a significant drop in the Capital Recovery component due to the final bond payment on the treatment plant. On March 27, 2014 the report and proposed changes were presented at a joint meeting of the Public Works Committee and the Utility Advisory Board (UAB). The UAB recommended approval of the new water reclamation rate structure as proposed.

Staff has verified that the proposed water reclamation rates are comparable to those of residential, industrial and commercial users in surrounding communities. RMU staff and their consultant recommend that the rate increase be implemented effective May 1, 2014.

Recommendation:

Approve a Resolution Establishing City of Rochelle Water Reclamation Rates Effective May 1, 2014

Agenda Item #7 Adopt-A-Road Program

References:

default Memo from Superintendent of Streets and Cemetery Tim Isley

default Adopt-A-Road Program Overview

default Adopt-A-Road Brochure

default Adopt-A-Road Routes

default Adopt-A-Road Map

default Adopt-A-Road Logo

default Adopt-A-Road Application

default Terms and Conditions

default Cleanup Request Form

default Program Waiver

default Cleanup Report Form

default Ordinance Creating an Adopt-A-Highway Program for the City of Rochelle

Recommended Action:

Consider an Ordinance Creating an Adopt-A-Highway Program for the City of Rochelle

History and Fact:

The Street Department has identified the need to implement an Adopt-A-Road program in our community. In 2013, two Street Department personnel spent four hours cleaning up a 1.8 mile section of roadway. During this cleanup, staff collected 5 bags of litter along with several large miscellaneous items including electronics and wooden boards. This is just one section of the sixteen sections proposed as adoptable routes.

Discussion:

The Adopt-A-Road Program provides residents and organizations the opportunity to promote a safe, healthy and clean environment for our community by volunteering to clean up a section of highway twice a year. The Rochelle Street Department will provide safety training materials, litter bags and safety vests. In addition, the Street Department will erect a road sign indicating the stretch of roadway that has been adopted and the adopting organization.

Superintendent Isley recommends approving the Adopt-A-Highway Program so we can involve the community and organizations in keeping Rochelle a clean and litter free place.

Recommendation:

Approve an Ordinance Creating an Adopt-A-Highway Program for the City of Rochelle 

Agenda Item #8 Permitting of Sidewalk Cafés

References:

default Memo from Building Inspector Kip Countryman

default Ordinance Allowing for the Permitting of Sidewalk Cafes

Recommended Action:

Consider an Ordinance Allowing for the Permitting of Sidewalk Cafés

History and Fact:

The Community Development Department would like to provide opportunities for businesses to enhance the shopping experience in the downtown. With that goal in mind, the Community Development staff has proposed changes to the Rochelle Municipal Code to allow for sidewalk cafés in the B-1, Central Business, Zoning District.

Discussion:

A sidewalk café is an outdoor area located on the sidewalk portion of the public right-of-way which is maintained and operated by an establishment, coffeehouse, teashop or restaurant for purposes of providing seating for patrons for the consumption of food or nonalcoholic beverages. The proposed ordinance allows for the permitting of sidewalk cafés and regulates the structures, location, supervision, noise, cleanliness, insurance, and hours within the areas. In addition, sidewalk cafés are also subject to the regulations contained in other chapters of the code, including zoning.

On April 7th the Planning and Zoning Commission reviewed the proposed changes to Chapter 82 to allow Sidewalk Cafés in the downtown B-1 Central Business District. Following some discussion the commission voted 5-0 to recommend approval of the proposed ordinance.

Recommendation:

Approve an Ordinance Allowing for the Permitting of Sidewalk Cafes

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:

• default Week of the Young Child  - April 7-11, 2014

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

•  default Financials February 2014

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default March 10, 2014

b) Approve Bills – default 022814-030614 ,  default 030714-031314

c) Approve Payroll –  default 021714-030214

2) 26 kW Solar Plant Project

3) Purchase of the Hub Theater

4) Amendment to Professional Services Agreements - Rochelle Municipal Airport

5)Preliminary Engineering Services Agreement - City Industrial Rail Extension

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 26 kW Solar Plant Project

References:

default Memo from Business and Financial Analyst Dan Westin

default Recommended Action:

Reject all bids for the 26 kW Solar Plant Project.

History and Fact:

Rochelle Municipal Utilities (RMU) applied for a grant last year through the Illinois Clean Energy Community Foundation (ICECF) to fund up to 60% of a 26 kW solar plant. In November, ICECF notified RMU staff that a grant of $63,600 was approved for the project.

Discussion:

Subsequent to the required public notice, the City Clerk opened seven bids for the project on March 4th. RMU staff and our consultant from Freedom Fields reviewed the bids and subsequently met with ICECF to discuss the location of the plant. As a result of that discussion, it has been determined that it may be a better fit with the Grantor's requirements to place the plant at the 2nd Avenue Electric complex. Therefore, staff recommends rejecting the current bids and evaluating a re-bidding of the project to fit the activities required for placement on the roof of a 2nd Avenue Electric Operations building.

Recommendation:

Reject all bids for the 26 kW Solar Plant Project. 

Agenda Item #3 Purchase of Hub Theater – 416 Lincoln Highway

References:

default Letter from Attorney Alan Cooper

Recommended Action:

Consider Purchase of the Hub Theater at 416 Lincoln Highway

History and Fact:

The Hub Theater originally opened in 1931 in downtown Rochelle. It was constructed as a 950-seat Art Deco-style stage theater. In the 1980's the theater was split into a three screen complex and remained as such until its closure in early 2011. The theater has remained vacant since that time.

In May of last year, Architect John Mahon presented a report to the City Council on the condition and feasibility of renovating the Hub Theatre. Following that presentation, Attorney Alan Cooper volunteered to spearhead an effort to promote the renovation of the Hub Theater.

Discussion:

Attorney Cooper, along with several committee members, developed a plan for renovation and operation of the theater, created a power point presentation and brochure outlining the plans, gathered signatures on petitions in support of the plan and created and operated a Facebook page dedicated to the renovation effort.

Their plan includes the renovation of the Hub Theater through the use of landfill funds. The proposed design includes flexible caberet seating and a proscenium stage. The renovated theater would be run by a professional theater manager/events coordinator and volunteers would serve as ushers, staff the box office and provide routine maintenance.

The power point presentation has been shown eleven times-once to the city council, four times to the general public and six times to private groups, including local service groups. Approximately 200-300 people have attended the showings and voiced both support and opposition for the project.

As of March 14th approximately 500 citizens of Rochelle have signed the petition, indicating their support for the renovation and the use of landfill funds for that purpose. In addition, approximately 100 non-citizens have signed petitions indicating their support.

The asking price for the Hub Theater is $100,000 and renovation costs are expected to be $1-$1.5 million. That being said, this project has the potential to serve as a catalyst for the revitalization of downtown Rochelle.

Recommendation:

Consider Authorizing the City Manager to negotiate a contract for the purchase of the Hub Theater at 416 Lincoln Highway subject to council approval.

Agenda Item #4 Amendments to Professional Services Agreements – Rochelle Municipal Airport

References:

default Memo from Airport Manager Mark Delhotal

default Amendment to Professional Services Agreement - Extension to Runway 7-25

default Amendment to Professional Services Agreement - AMCORE Property Acquisition

default Amendment to Professional Services Agreement - Update to Airport Layout Plan

Recommended Action:

Consider Amendments to the Agreements with Hanson Professional Services for Services related to the Rochelle Municipal Airport

History and Fact:

In 2008 the Illinois Department of Transportation (IDOT) Division of Aeronautics approved plans to extend the current runway at the Rochelle Municipal Airport to 5,000 feet. Since that time the Mayor and Council have approved several agreements and amendments with Hanson Professional Services related to the property acquisition, expansion, and Airport Layout Plan.

Discussion:

The Illinois Department of Transportation Division of Aeronautics (IDOT DOA) recently approved the following three amendments:

• Amendment related to the runway extension – This amendment is required for the aerial imaging necessary to document the new approach and establish the end coordinates. This specialized element will be performed by a sub consultant, Quantum Spatial, at a cost of not to exceed $30,625.

• Amendment related to environmental efforts to Update Airport Layout Plan – This was required toward the end of the runway extension project design phase, prior to the bid letting, but was just approved by IDOT DOA at a cost of not to exceed $16,000.

• Amendment related to the AMCORE land acquisition- After the initial acquisition and during the environmental review, the 7.7 acres of land outside of the assessment area was questioned. As a result, this area must also be cleared of environmental concerns at a cost of not to exceed $8,000.

All of these amendments are eligible for reimbursement and will either be covered by existing contingencies included in the projects or by the City at a 5% local share of $2,731.25.

Recommendation:

Authorize the City Manager to sign an amendment to the agreement between the City and Hanson Professional Services related to the Extension to Runway 7-25, to the Update to Airport Layout Plan and to the AMCORE Property Acquisition.

Agenda Item #5 Preliminary/Construction Engineering Services Agreement – City Industrial Rail Extension

References:

default Memo from Airport Manager Mark Delhotal

default Agreement between the City of Rochelle and Fehr Graham Engineering and Environmental

Recommended Action:

Consider an Agreement between the City of Rochelle and Fehr Graham Engineering & Environmental

History and Fact:

The City Industrial Rail has been an economic driver in our region for the past several years. It offers local industries a competitive advantage by providing access to both the Union Pacific and Burlington Northern Santa Fe Railroads for their shipping needs.

Discussion:

In January of this year, Coated Sand Solutions shipped its first unit train of coated sand. They project that they will ship 2 unit trains per week by June. In addition, multiple prospects are considering locating in Rochelle to take advantage of the CIR and unit trains opportunities. All of this activity has driven the need to design future extensions of the CIR.

The Economic Development Department recommends that a 3rd track extension in the unit train yard be designed and constructed. This extension would make it possible for two unit trains to be assembled on the CIR at the same time. In addition it would allow the City to take advantage of $750,000 of remaining Economic Development Administration funds and $100,000 available from the Coated Sand Solutions Project before the end of 2014. Fehr Graham Engineering and Environmental has provided a scope of services for the preliminary/construction engineering associated with a 2300 linear foot extension of industrial rail for a fee of $55,348.

Recommendation:

Authorize the Mayor to sign an agreement between the City of Rochelle and Fehr Graham Engineering & Environmental for preliminary/construction engineering services related to the extension of the City Industrial Rail.

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 February 24, 2014

b) Approve Bills – default 021414-022114 ,  default 022214-022714

c) Approve Payroll –  default 020314-021614

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

e) Approve default Cinco de Mayo Planning Committee Request  – May 3, 2014

f) Approve default Request from Illinois Medical Emergency Response Team - April 4-5, 2014

2) 2014 Sidewalk Project

3) 2014 Building Improvements Project – Electric Division

4) Simplified Municipal Telecommunications Tax Rate

5) 230 kW Solar Plant Grant Application

6) Amendment to Preliminary Engineering Services Agreement - Wiscold Drive Improvement Project

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 2014 Sidewalk Project

References:

default Memo from City Engineer Sam Tesreau

default Bid Tabulation Sheet

default Map of 2014 Sidewalk Maintenance Locations

default Recommended Action:

Consider bids for the 2014 Sidewalk Project

History and Fact:

Several years ago the condition of existing sidewalks in the City were inspected and rated by Street Department personnel. The sidewalks were then organized into a maintenance program based on their condition. The 2014 Sidewalk Project includes the replacement of approximately 47,000 square feet of sidewalk and installation of several accessibility ramps on Linder Lane and Drake Avenue as well as sections of Woolf Court, North 10th and North 12th Streets.

Discussion:

Subsequent to the required public notice, the City Clerk opened seven bids for the project on February 27, 2014. City Engineer, Sam Tesreau reviewed the bids and recommends the acceptance of the apparent low bidder, Bruns Construction, Inc. with a bid of $264,169.32. The City of Rochelle will purchase the detectable warning plates for use on the accessibility ramps and the contractor will provide curb replacement around the handicap ramp locations. The 2014-15 Sidewalk Project will be funded through the Capital Improvements Fund.

Recommendation:

Accept the bid from Bruns Construction, Inc. in the amount of $264,169.32 and reject all other bids.

Agenda Item #3 2014 Building Improvements Project – Electric Division

References:

default Memo from Electric Division Superintendent Joe Orlikowski

default Recommendation from Willett Hofmann & Associates

Recommended Action:

Consider bids for the 2014 Building Improvements Project – Electric Division

History and Fact:

The engineering firm of Willett Hofmann & Associates evaluated the buildings in the Electric Division complex and designed an improvement project to address concerns based on their findings. The resulting project includes the removal of asphalt and metal roofs, installation of new membrane and metal roof systems, repair of damaged masonry and other associated work on buildings 3, 12 and 15 at the 9th Street Facility. The 2013-14 Electric Fund Capital Outlay Budget includes a total of $114,750 for these building improvements.

Discussion:

Subsequent to the required public notice, the City Clerk opened two bids for the 2014 Building Improvements Project on February 25, 2014. Staff and our consultant, Willett Hofmann & Associates, have reviewed the bids and recommend the acceptance of the apparent low bidder, Bruns Construction Inc., with a base bid of $85,430. In addition, staff recommends proceeding with alternate bids 2, 3 and 4 to maximize the improvements for a total project cost of $109,180.

Recommendation:

Approve the base bid and Alternate Bids 2, 3 and 4 from Bruns Construction, Inc. in the amount of $109,180 for the Electric Division 2014 Building Improvements Project and reject all other bids.

Agenda Item #4 Consider an Ordinance Amending the Telecommunications Tax Rate

References:

default Memo from Finance Manager Chris Frye

default Memo from City Clerk Bruce McKinney

default Fiscal Year Comparison

default Ordinance Simplified Municipal Telecommunications Tax Rate Change

History and Fact:

The maximum Simplified Municipal Telecommunications tax rate that can be assessed by municipalities with populations less than 500,000, as established by the State of Illinois, is 6%. The City's current tax rate of 5% was approved by the Mayor and Council in September of 2007.

Discussion:

Finance Manager Chris Frye provided the following information on the state of the General Fund:

• In FY 13, the General Fund used reserves of $28,026.

• At the end of FY 13 the insurance, IMRF, and social security funds all had negative fund balances.

• In FY 14, transfers were budgeted from Electric, Water, Water Reclamation, Solid Waste, Railroad, Ambulance and the Sales Tax Funds which equated to 31% of the budgeted revenues. There are limited resources in these funds for future transfers and our goal for FY 2015 is to reduce the transfers by at least 5%.

• Three of the four union contracts which expire on April 30th are paid out of the General Fund.

City Clerk Bruce McKinney compiled telecommunications tax rate information for communities in Ogle County and several larger municipalities in our area. Of the 26 communities included in the comparison, 21 of them are at the maximum tax rate of 13% (including the State's 7%).

In order for a new tax rate to be effective July 1, 2014 the City would need to file the appropriate documentation with the Illinois Department of Revenue no later than March 20th. Based on historical telecommunications tax revenues, a 1% increase is estimated to generate $75,000 in additional revenue annually.

Recommendation:

Consider an Ordinance Amending the Simplified Municipal Telecommunications Tax Rate

Agenda Item #5 230 kW Solar Plant Grant Application

References:

default Memo from Business and Financial Analyst Dan Westin

default Letter from Illinois Clean Energy Community Foundation

default Business Case

Recommended Action:

Consider proceeding with a grant application to fund a 230 kW Solar Plant

History and Fact:

Last year Rochelle Municipal Utilities (RMU) applied for a grant through the Illinois Clean Energy Community Foundation (ICECF) to fund a large, 230 kW, solar plant. If successful, the grant will provide up to $2 per watt or 60% of the system and its installation cost, whichever is less.

Discussion:

ICECF recently notified RMU that it has passed the first phase of the two part approval process. The Foundation would like RMU to proceed in the second and final phase by submitting an electronic proposal and letter of commitment by March 14th for a grant of up to $460,000. This is still a competitive process and the application needs to have a strong case to have a chance of final approval.

Business and Financial Analyst Dan Westin has created the following business case for the solar plant:

• Cost to construct a 230 kW system after the $460,000 grant - $307,000

• Value of energy produced per year - $24,578

• Value of energy credits sold into Pennsylvania market per year - $16,365

• Demand value PJM capacity charge - $11,417

• RMU Grid value per year - $21,390

Based on this analysis, the plant will pay for itself in 4.2 years. This would mean, based on a life expectancy of twenty years, that the plant would produce essentially free energy for more than fifteen years. ROI 3% 10 years is 205 %.

Recommendation:

Approve proceeding with the ICECF Solar Plant Grant second phase

Application and letter of commitment

Agenda Item #6 Amendment to Preliminary Engineering Services Agreement – Wiscold Drive Improvement Project

References:

default Memo from City Engineer Sam Tesreau

default Amendment to Preliminary Engineering Services Agreement

Recommended Action:

Consider an Amendment to Preliminary Engineering Services Agreement

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 including a Preliminary Engineering Services Agreement (PESA) with Fehr Graham Engineering & Environmental in September of 2012.

Discussion:

The original PESA covered the existing alignment along Wiscold Drive from Caron Road to Americold Drive. After several months of discussion, BP has determined that this alignment will require the relocation and lowering of the existing BP pipeline at a cost to the City of nearly $700,000.

Therefore, staff has evaluated the situation and proposed a new alignment through property owned by the City south of the existing Wiscold Drive. Although this alignment will add additional length to the project, it will be far less costly than the improvements required by BP at the intersection of Caron Road and Wiscold Drive. Since this new section of roadway was not part of the original scope of services provided under the PESA, Fehr Graham has provided a scope of services for the redesign of approximately 900 lineal feet at a cost of $39,500. Per our agreement with IDOT, the contract award for this project must take place prior to December 31, 2014 to meet the requirements for EDP funding.

Recommendation:

Authorize the City Manager to sign an agreement between the City of Rochelle and Fehr Graham Engineering and Environmental for additional professional services for alternate alignment related to the Wiscold Drive Improvement Project

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

• default Financials January 2014

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default February 10, 2014

b) Approve Bills – default 013114-020614 ,  default 020714-021314

c) Approve Payroll –  default 012014-020214

d) Accept and Place on File default Annual Fire Department Report

2) CDAP Grant 10-242019 Close Out – Lakeview Sanitary Sewer Lining (Public Hearing)

3) CDAP Grant 10-241001 Close Out – Water and Sewer Extension (Public Hearing)

4) CDAP Grant 11-241001 Close Out – Caron Road Lift Station and Force Main Improvements ( Public Hearing)

5) Intergovernmental Agreement for Outdoor Ice Skating Rink

6) Pension Funding Policies – Police and Fire

7) Rochelle Municipal Airport Partial Parallel Taxiway

8) Purchase of Mid-Sized Excavator at Auction – Engineering Department

9) Agreement between the City and Fehr Graham Engineering & Environmental-Quiet Zone Improvements

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 CDAP Grant 10-242019 Close Out – Lakeview Sanitary Sewer Lining (Public Hearing)

References:

default Notice of Public Hearing

default Memo from Grant Administrator Zac Gill  of Fehr Graham

Recommended Action:

Open the Public Hearing related to CDAP Grant 10-242019

History and Fact:

In 2010 the City of Rochelle received a grant award of $350,000 through the Community Development Assistance Program (CDAP), #10-242019, to assist with the lining of 7,500 linear feet of sanitary sewer. These infrastructure improvements were completed along Lakeview Drive and several adjacent streets, and have benefitted approximately 500 residents in the immediate neighborhood.

Discussion:

The City is in the process of closing out the identified grant. The public hearing is an opportunity for the public to give input on the City's performance under the grant.

Recommendation:

Close the Public Hearing related to CDAP Grant 10-242019

Agenda Item #3 CDAP Grant 10-241001 Close Out – Water & Sewer Extension (Public Hearing)

References:

default Notice of Public Hearing

default Memo from Grant Administrator Zac Gill  of Fehr Graham

Recommended Action:

Open the Public Hearing related to CDAP Grant 10-241001

History and Fact:

In 2010 the City of Rochelle received a grant award of $1,000,000 through the Community Development Assistance Program (CDAP), #10-241001, to assist with the construction of 1,050 linear feet of sanitary sewer, 6,100 linear feet of water main, and work associated with the Caron Road lift station. These infrastructure improvements were necessary at that time to accommodate the construction of a 465,000 sq. ft. passenger rail car fabrication facility. The Nippon Sharyo facility has since been constructed and equipped at total cost in excess $30 million. As a result over 280 new jobs were created (substantially more than the 120 positions required under the terms of the grant).

Discussion:

The City is in the process of closing out the identified grant. The public hearing is an opportunity for the public to give input on the City's performance under the grant.

Recommendation:

Close the Public Hearing related to CDAP Grant 10-241001

Agenda Item #4 CDAP Grant 11-241001 Close Out – Caron Road Lift Station and Force Main Improvements (Public Hearing)

References:

default Notice of Public Hearing

default Memo from Grant Administrator Zac Gill  of Fehr Graham

Recommended Action:

Open the Public Hearing related to CDAP Grant 11-241001

History and Fact:

In 2011 the City of Rochelle received a grant award of $300,000 through the Community Development Assistance Program (CDAP), #11-241001, to assist with the construction of 4,500 linear feet of sanitary sewer, and the Caron Road lift station. These infrastructure improvements were necessary at that time to accommodate the construction of a 130,000 sq. ft. silica processing facility. The Coated Sand Solutions facility has since been constructed and equipped at total cost in excess $20 million. As a result over 22 new jobs were created.

Discussion:

The City is in the process of closing out the identified grant. The public hearing is an opportunity for the public to give input on the City's performance under the grant.

Recommendation:

Close the Public Hearing related to CDAP Grant 11-241001

Agenda Item #5 Intergovernmental Agreement for Outdoor Ice Skating Rink

References:

default Memo from Community Development Director Michelle Pease

default Intergovernmental Agreement between the City, Flagg Rochelle Park District and Rochelle Elementary School District 231

Recommended Action:

Consider an Intergovernmental Agreement between the City, Flagg-Rochelle Park District and Rochelle Elementary School District 231

History and Fact:

Representatives from the City of Rochelle, Flagg-Rochelle Park District and Rochelle Elementary School District #231 have collaborated on the construction of a community ice skating rink. Their mutual goal is to create an outdoor venue that promotes family fun during the winter season.

Discussion:

An intergovernmental agreement has been drafted to facilitate this goal. The school district has agreed to allow the use of the "Central School Prairie", located between 5th Avenue and 6th Avenue, for this purpose at no cost. The Park District has agreed to prepare the property for flooding, maintain the ice during the skating season, and restore the property at the end of the season. The City's obligation, per the agreement, is to provide water for flooding, periodic application of water to renew the ice and marketing of the public ice skating opportunity. The City and Park District have also agreed to provide liability insurance coverage for any personal injury claims that arise from the use of the property for ice skating. The contract will terminate on March 31st or whenever the weather is no longer suitable for ice skating.

The elementary school district and park district boards have already approved the agreement. Although March 31st is quickly approaching, the hope is to sustain the ice for a short period this season in order to gain experience and prepare for next winter.

Recommendation:

Approve an Intergovernmental Agreement between the City, Flagg-Rochelle Park District and Rochelle Elementary School District 231 related to an outdoor ice skating rink.

Agenda Item #6 Pension Funding Policies – Police and Fire

References:

default Memo from Finance Manager Chris Frye

default Police Pension Funding Policy

default Fire Pension Funding Policy

Recommended Action:

Consider Pension Funding Policies

History and Fact:

In June of 2013 the Governmental Accounting Standards Board (GASB) issued Statement No. 68, Accounting and Financial Reporting for Pensions. At the November 25, 2013 City Council meeting, Finance Manager Chris Frye provided information about the impact of the new pension accounting standards, including the need for the City to establish funding policies for its Police and Fire Pension Funds.

Discussion:

The financial objective of a defined benefit pension plan is to fund the long-term cost of benefits provided to the plan participants. The proposed policies have been develop in order to layout a plan to fund pensions, provide guidance in making annual budget decisions, demonstrate prudent financial management practices, reassure bond rating agencies and show employees and the public how the pensions will be funded. Both policies include the following principles for determining the City's Annual Required Contribution (ARC):

a) The ARC will be calculated by an enrolled actuary.

b) The ARC will include the normal cost for current service and amortization to collect or refund any under or over-funded amount.

c) The normal cost will be calculated using the entry age normal level of percentage of payroll actuarial cost method.

d) The difference between the accrued liability and actuarial value of assets will be amortized to achieve 100% funding in 2040.

e) Actuarial assets will be determined using the asset smoothing method.

Per the policy, the City will subsequently issue through the tax levy each December an amount that, when combined with any other source of City contributions to the pension fund, equals the actuarially determined contribution.

Recommendation:

Approve Police Pension Funding Policy

Approve Fire Pension Funding Policy

Agenda Item #7 Rochelle Municipal Airport Partial Parallel Taxiway

References:

default Memo from Airport Manager Mark Delhotal

default Agency Agreement Airport Improvement Program

Recommended Action:

Consider Agency Agreement

History and Fact:

The Illinois Department of Transportation (IDOT) Airport Improvement Program for fiscal year 2014 includes funds to construct, light and mark a partial parallel taxiway at the Rochelle Municipal Airport. Per the Airport Layout Plan, the taxiway will extend to the west of the existing ramp and reconnect to the runway.

Discussion:

IDOT opened several bids for the taxiway project on January 17th in Springfield. The State has reviewed the bids and prepared an Agency Agreement consistent with the bid from William Charles Construction Company of $737,000 for the project. The agreement identifies the local share as 10% of estimated project costs for a total of $73,700. This amount must be remitted prior to commencement of the project.

Sufficient funds will be available in the 2013-14 and 2014-15 City of Rochelle Capital Improvement fund for the local share of the taxiway improvements.

Recommendation:

Authorize the Mayor to sign an Agency Agreement Airport Improvement Program for Illinois Project No. RPJ-4279

Agenda Item #8 Purchase of Mid-Sized Excavator at Auction – Engineering Department

References:

default Memo from City Engineer Sam Tesreau

default Ordinance Authorizing Purchase of Mid-Sized Excavator  at Auction without Competitive Bidding

Recommended Action:

Consider the purchase of a mid-sized excavator

History and Fact:

In 2012 the City Council approved the purchase of an updated asphalt paver. The following year a new asphalt roller/compactor was also approved. This equipment has allowed Street Department staff to be more efficient in maintaining and reconstructing street and roadway infrastructure.

Discussion:

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. They plan to include the purchase of a used excavator in the Capital Improvement Fund budget for 2014-15. This piece of equipment will allow a greater amount of earth and pavement material to be excavated and transported than with the current backhoe.

Staff has discovered that a mid-sized excavator will be available at auction beginning late March. Therefore, they would like an opportunity to inspect and potentially purchase the excavator within the next month. The 2013-14 Capital Improvements fund will be able to absorb the cost of this purchase by delaying the expenditure for the Engineering Building of $160,000 until fiscal year 2014-15.

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 Mid-Sized Excavator at Auction without Competitive Bidding.

Agenda Item #9 Agreement between the City of Rochelle and Fehr Graham Engineering & Environmental for Additional Professional Services and Design of Quiet Zone Improvements

References:

default Memo from Airport Manager Mark Delhotal

default Agreement between the City of Rochelle and Fehr Graham  Engineering & Environmental

Recommended Action:

Consider an Agreement between the City of Rochelle and Fehr Graham Engineering & Environmental

History and Fact:

The 2009 Comprehensive Plan and the City Council's Strategic Planning Summary developed in 2011 identify the need to eliminate or mitigate the train noise in our community. This is a quality of life issue, especially for those living and working near the tracks.

Discussion:

In 2012 the City hired Quiet Zone Technologies to conduct an evaluation of the Burlington Northern Santa Fe (BNSF) and Union Pacific (UP) roadway and pedestrian crossings. To supplement that report, Fehr Graham Engineering & Environmental subsequently prepared an analysis of the roadway improvements and estimated costs necessary to meet the Federal Railroad Administration's requirements to establish a full Quiet Zone. In April of 2013, following a discussion of this topic at a regular meeting, the Mayor and Council authorized staff to proceed with the diagnostic review required to pursue a Quiet Zone. The diagnostic review took place last December.

Now that the Quiet Zone diagnostic review is complete, it is time to move into the design and formal cost estimate portion of the project. Fehr Graham Engineering & Environmental has provided a proposal for professional services related to the next steps in advancing the Rochelle Quiet Zone. Their scope of services includes: Selection of Crossing Treatments, Filing Notice of Intent, and Design of Crossing Treatments at a cost of $76,900. The cost of these engineering services was not included in the 2013-14 Budget. However, if approved, they will be divided equally between the Capital Improvement and Railroad Funds.

Recommendation:

Authorize the City Manager to Sign an Agreement between the City of Rochelle and Fehr Graham Engineering & Environmental for Additional Professional Services and Design of Quiet Zone Improvements

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

•  default Financial Statements December 2013

 V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  default January 13, 2014

b) Accept and Place on File Minutes of  default Stormwater Advisory Commission - June 12, 2013

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

d) Accept and Place on File Minutes of Railroad Advisory Board –  pdf November 21, 2013

e) Accept and Place on File Minutes of Planning and Zoning Commission –  default December 2, 2013

f) Approve Bills – default 010314-010914 ,  default 011014-011614   default 011714-012314

g) Approve Payroll – default 122313-010514 ,  default 010614-011914

h) Accept and Place on File  default Annual Police Department Report

i) Accept and Place on File  default Annual Community Development Department Report

j) Approve a  default Resolution Establishing the Official Zoning Map for 2013

k) Authorize the City's Assistance with the  default Hospital Hustle 5K Fun Run/Walk - June 7, 2014

l) Approve a default Resolution Deleting One Restaurant/Recreation Liquor License  – Rock 'N' Country

m) Approve default RTHS Education Foundations Request to Hold 30 Men Who Cook Event  at Rochelle Airport – September 13, 2014

2) Agreement between the City of Rochelle and Hanson Professional Services for Construction Services for the Partial Parallel Taxiway at the Rochelle Municipal Airport

VII. DISCUSSION ITEMS:

1) Community Skating Rink

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

 Agenda Item #2 Agreement between the City of Rochelle and Hanson Professional Services for Construction Services for the Partial Parallel Taxiway at the Rochelle Municipal Airport

References: 

default Memo from Airport Manager Mark Delhotalppt

default Agreement between the City of Rochelle and Hanson Professional Services  for Construction Services at the Rochelle Municipal Airport 

Recommended Action: 

Consider an Agreement between the City of Rochelle and Hanson Professional Services 

History and Fact: 

The Illinois Department of Transportation (IDOT) Airport Improvement Program for fiscal year 2014 includes funds to construct a partial parallel taxiway at the Rochelle Municipal Airport. Per the Airport Layout Plan, the taxiway will extend to the west of the existing ramp and reconnect to the runway.

Discussion: 

IDOT opened bids for the taxiway project on January 17th. The City expects to receive an award concurrence and agency agreement from IDOT in the near future. Once received, these documents will be included on an upcoming council agenda for approval. The State of Illinois has reviewed and approved the associated Construction Phase Services Agreement with Hanson at a cost not to exceed $64,050. All costs for the partial parallel taxiway project will be funded as follows: 90% State of Illinois, 10% City of Rochelle. The City's portion of $6,405 for the construction services will be paid out of the airport fund. 

Recommendation: 

Authorize the City Manager to Sign an Agreement between the City of Rochelle and Hanson Professional Services for Construction Services for the partial parallel taxiway at the Rochelle Municipal Airport

The Rochelle City Council Meeting scheduled for Monday, January 27, 2014 has been canceled.

The next regular meeting of the Rochelle City Council is scheduled for February 10, 2014.