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:

• Arbor Day Proclamation – pdf April 28, 2017 (405 KB)

• Municipal Clerks Week pdf May 7-May 13, 2017 (94 KB)

IV. REPORTS AND COMMUNICATIONS:

• Mayor - Appointment of Chris Cardott to the Police and Fire Pension Boards for a Term to Expire May 1, 2019

• 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 March 23, 2017 (29 KB)

b) Approve Minutes of City Council Meeting – pdf April 10, 2017 (80 KB)

c) Approve Minutes of Trucking Advisory Committee Meeting – pdf December 6, 2017 (17 KB)

d) Approve Bills – pdf 03/31/17-04/06/17 (83 KB) , pdf 04/07/17-04/13/17 (84 KB)

e) Approve Payroll – pdf 03/27/17-04/09/17 (52 KB)

f) Authorize VFW Memorial Day Parade – pdf May 30, 2017 (11 KB)

g) Approve Lincoln Highway Heritage Festival Request – pdf August 18-20, 2017 (40 KB)

h) Approve Resolution Authorizing Lincoln Highway Heritage Festival Parade – pdf August 20, 2017 (44 KB)

i) Authorize Closure of City Streets as Requested for Heat Wave Community Block Party – pdf June 3, 2017 (126 KB)

j) Authorize Closure of City Streets as Requested for Fire Response Scenario – pdf May 4, 2017 (216 KB)

k) Authorize Closure of City Streets as Requested for Cherry Avenue Block Party – pdf June 10, 2017 (152 KB)

l) Authorize Closure of City Street as Requested by Rochelle Rehabilitation and Healthcare Center – pdf May 13, 2017 (10 KB)

m) pdf Resolution Appointing an Authorized Agent and Assistant for the Illinois Municipal Retirement System (69 KB)

n) pdf Resolution Relating to Participation by Elected Officials in the Illinois Municipal Retirement Fund (82 KB)

               o) pdf Appoint NIMPA Representative and Alternate (116 KB)

2) Agreement between the City of Rochelle and GREDCO – Rail Revenue Sharing

3) Contract for Grant Administration – Meadowbrook Sewer Lining Project

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

1) The (appointment, Employment, compensation, discipline, performance and/or dismissal) of specific employees(s). Section (c) (1)

IX. ADJOURNMENT

Agenda Item #2 Agreement between the City of Rochelle and GREDCO - Rail Revenue Sharing

 References:

pdf Agreement between the City of Rochelle and GREDCO (99 KB)

  pdf Exhibit A (4.43 MB)

Recommended Action:

Consider an Agreement between the City of Rochelle and GREDCO

History and Fact:

Over the past 38 years the City of Rochelle and the Greater Rochelle Economic Development Corporation (GREDCO) have collaborated on dozens of industrial economic development projects. One development that has become a major industrial driver is the City of Rochelle Railroad (CIR), which was started by GREDCO in 1986. Per Jason Anderson, the CIR has directly been responsible for the creation of 15 industries, an increase of more than $50M in EAV of industrial land development, more than 1,500 jobs and over $5M of revenue. In order to guarantee the City would have the potential to expand the CIR, GREDCO has been purchasing rail right of way over the past 20 years resulting in more than 8 miles of lead track being built. Due to these rail expansions, CIR rail revenue now exceeds $1.5M/year. Additionally GREDCO has purchased options for industrial properties that the CIR now serves and where over a dozen industries have been built.

Discussion:

In the past GREDCO derived its financial reserves through grants, loans and land sales. However, these resources are no longer available and therefore GREDCO's reserves have diminished to the point that ongoing support of the City's economic development efforts are in jeopardy. There is a need to identify financial resources so GREDCO can continue to provide economic development support to the City of Rochelle.

Economic Development Director Jason Anderson recommends that the City Council approve an agreement allocating a share of CIR revenue to GREDCO for the purpose of continuing to expand the industrial base and the CIR. The agreement includes a 5% share of the CIR revenues received by the City, minus the rebate to Coated Sand Solutions, payable quarterly to GREDCO with a maximum share of $100,000 per year. The term of the initial agreement is for two years and may be renewed for two additional four year terms. As consideration for entering into this Agreement, GREDCO will waive any and all claims existing as of the date of this agreement other than the purchase of specific right-of-way as outlined.

Recommendation:

Consider an Agreement between the City of Rochelle and GREDCO related to Rail Revenue Sharing

Agenda Item #3 Contract for Grant Administration – Meadowbrook Sewer Lining Project

References:

  pdf Memo from Water/Water Reclamation Superintendent Adam Lanning (136 KB)

  pdf Consultant’s Agreement between the City of Rochelle and Ellen Burgeson for Grant Administration related to the Meadowbrook Sewer Lining Project (1.51 MB)

Recommended Action:

Consider an Agreement between the City of Rochelle and Ellen Burgeson for Grant Administration related to the Meadowbrook Sewer Lining Project

History and Fact:

The City of Rochelle was recently awarded a community development block grant from the Illinois Department of Commerce and Economic Opportunity in the amount of $284,652 to line approximately 4,000 feet of sanitary sewer. The City was awarded this grant based on various factors such as basement back up occurrences, income levels and bypass pumping occurrences.

Discussion:

As part of the grant requirement, RMU sent out requests for qualifications for a grant administrator to make sure the City meets all of the deadlines and grant administration requirements. Ellen Burgeson of Ellen Burgeson and Associates submitted her resume, a history of grant funding that she has obtained and administered for the City of Rochelle and a proposal for grant administration services for the Meadowbrook subdivision project. Upon review, Superintendent Adam Lanning recommends approving the agreement with Ellen Burgeson and Associates in an amount not to exceed $21,500.

The water reclamation capital outlay portion of the 2017 budget includes $90,000 for this project. If expenses, including grant administration services, exceed that amount the remainder will be taken out of the blanket amount budgeted for engineering services.

This project will line the sewers along Sunnymeade, Springdale, part of Fairview and Short Court. The project is expected to be completed this fall.

Recommendation:

Authorize the Interim City Manager to Sign an Agreement between the City of Rochelle and Ellen Burgeson for Grant Administration related to the Meadowbrook Sewer Lining 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:

• pdf American Public Power Association Certificate of Excellence in Reliability (195 KB)

• Week of the Young Child – pdf April 24-28, 2017 (464 KB)

• National Telecommunicators Week - pdf April 9-15, 2017 (369 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 March 27, 2017 (112 KB)

b) Approve Bills – pdf 031717-032317 (91 KB) , pdf 032417-033017 (82 KB)

c) Approve Payroll – pdf 031317-032617 (54 KB)

d) pdf Accept and Place on File Annual Fire Department Report (2.04 MB)

e) Approve Request from Rochelle United Methodist Church to Close One Block of 8th Street – pdf May 23, 2017 (22 KB)

2) Ordinance Amending Chapter 6 of the Municipal Code – Alcoholic Beverages

3) Agreement between the City of Rochelle and GREDCO – Rail Revenue Sharing

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

1) Purchase or lease of real property for City’s use. Section (c) (5)

       2) Pending or threatening litigation. 5ILCS120(c)(11)

IX. ADJOURNMENT

Agenda Item #2 Ordinance Amending and Updating Chapter 6 (Alcoholic Beverages) of the Municipal Code to Modify the License Classification System, Licensee Fees and other Provisions

References:

  pdf Ordinance Amending Chapter 6 (Alcoholic Beverages) of the Municipal Code (44 KB)

  pdf Amended Chapter 6 (598 KB)

Recommended Action:

Consider an Ordinance Amending and Updating Chapter 6 (Alcoholic Beverages) of the Municipal Code to Modify the License Classification System, Licensee Fees and other Provisions

History and Fact:

Most of the verbiage in Chapter 6, Alcoholic Beverages, of the Rochelle Municipal Code has been in place for over 20 years. As a result some of the terms, including those that are used to describe the licenses, have become outdated or the meaning is difficult to understand. Recently a group of city staff worked with Attorney Wagner to draft changes to Chapter 6 that bring it more in line with area ordinances and make it easier to understand.

Discussion:

The proposed changes to Chapter 6, including an increase of $100 to all of the licenses except the temporary (Class T) classification, were discussed at the March 13th council meeting. Since that meeting, staff has not received any suggested modifications from council.

Recommendation:

Approve an Ordinance Amending and Updating Chapter 6 (Alcoholic Beverages) of the Municipal Code to Modify the License Classification System, Licensee Fees and other Provisions

Agenda Item #3 Agreement between the City of Rochelle and GREDCO – Rail Revenue Sharing

References:

  pdf Memo from Economic Development Director Jason Anderson (106 KB)

  pdf Agreement between the City of Rochelle and GREDCO (40 KB)

Recommended Action:

Consider an Agreement between the City of Rochelle and GREDCO

History and Fact:

Over the past 38 years the City of Rochelle and the Greater Rochelle Economic Development Corporation (GREDCO) have collaborated on dozens of industrial economic development projects. One development that has become a major industrial driver is the City of Rochelle Railroad (CIR), which was started by GREDCO in 1986. Per Jason Anderson, the CIR has directly been responsible for the creation of 15 industries, an increase of more than $50M in EAV of industrial land development, more than 1,500 jobs and over $5M of revenue. In order to guarantee the City would have the potential to expand the CIR, GREDCO has been purchasing rail right of way over the past 20 years resulting in more than 8 miles of lead track being built. Due to these rail expansions, CIR rail revenue now exceeds $1.5M/year. Additionally GREDCO has purchased options for industrial properties that the CIR now serves and where over a dozen industries have been built.

Discussion:

In the past GREDCO derived its financial reserves through grants, loans and land sales. However, these resources are no longer available and therefore GREDCO's reserves have diminished to the point that ongoing support of the City's economic development efforts are in jeopardy. There is a need to identify financial resources so GREDCO can continue to provide economic development support to the City of Rochelle.

Economic Development Director Jason Anderson recommends that the City Council approve an agreement allocating a share of CIR revenue to GREDCO for the purpose of continuing to expand the industrial base and the CIR. The agreement includes a 5% share of the gross CIR revenues payable quarterly to GREDCO with a minimum share of $50,000 per year. The term of the agreement is 10 years with an automatic renewal for an additional 10 years.

Recommendation:

Approve an Agreement between the City of Rochelle and GREDCO related to Rail Revenue Sharing

City of Rochelle Council Chambers

420 N 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

II. ROLL CALL:

III. PUBLIC COMMENTARY:

IV. EXECUTIVE SESSION

1) The (appointment, Employment, compensation, discipline, performance and/or dismissal) of specific employees(s). Section (c) (1)

V. BUSINESS ITEMS:

1) Appointment of Interim City Manager

VI. ADJOURNMENT

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

• Financial Statement – pdf February 2017 (751 KB)

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – pdf March 13, 2017 (93 KB)

b) Accept and Place on File Minutes of Rochelle Police and Fire Commissioners – pdf December 13, 2016 (216 KB)

c) Approve Bills – pdf 030317-030917 (87 KB) , pdf 031017-031617 (93 KB)

d) Approve Payroll – pdf 022717-031217 (50 KB)

e) Authorize Rochelle Elementary Schools Fun Run Event - pdf May 17, 2017 (38 KB)

f) Authorize Rochelle Community Action Network Food Truck Fair – pdf April 29, 2017 (121 KB)

2) RTAC Replacement – RMU Electric Division

3) Purchase of Bucket Truck – RMU Electric Division

4) Purchase of Steel Poles - 138kV Transmission Line Rebuild Phase II Project along Steward Road

5) Emergency Contract - Repair of 1st Avenue Bridge

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 RTAC Replacement – RMU Electric Division

References:

  pdf Memo from Electric Operations Superintendent Jason Bird (150 KB)

  pdf Proposal from BHMG (232 KB)

Recommended Action:

Consider proposal for RTAC replacement

History and Fact:

Rochelle Municipal Utilities (RMU) is currently using SEL-2032 and SEL-3355 communications processors for data transfer between RMU substations, PJM and Commonwealth Edison. Currently all SEL-2032 processors are sending data to the SEL-3355 processors for automated SCADA interface. Because the data is going to one device before reaching the SCADA system, there is a single point of failure. SEL has a replacement device available (RTAC) for the older style 2032 processors. The RTAC has multiple Ethernet ports that support the Distributed Network Protocol communications currently being implemented by RMU in the SCADA system.

Discussion:

BHMG has provided a proposal to replace approximately 10 SEL-2032 communications processors remaining in the RMU system with SEL-RTAC devices at a cost of approximately $183,246, including programming. During the upgrade process there will be off and on communications back to Com Ed and PJM. BHMG proposes that all of the existing communications processors be replaced at the same time to eliminate the scheduling of multiple communications interruptions.

The benefits of replacing the existing processors are individual communications to each substation instead of a single point of failure. In addition, the new communications processors will bring back additional data to our SCADA system and provide better fault data analysis to help determine the root cause of an outage.

The 2017 Electric Fund Capital Outlay Summary includes $150,000 under Distribution/Substations for this project. The remaining cost will be funded through the Electric Operations/Distribution budget under Supplies- Maintenance/Sub-Station Equipment.

Recommendation:

Approve the proposal from BHMG for replacement of approximately 10 SEL-2030 processors including programing at an estimated cost of $183,246.

Agenda Item #3 Purchase of Bucket Truck – RMU Electric Division

References:

  pdf Memo from Superintendent of Electric Operations Jason Bird (58 KB)

  pdf Altec Inc. Quote (157 KB)

Recommended Action:

Consider the purchase of a bucket truck for the Electric Division

History and Fact:

The 2005 bucket truck at the Electric Division has exceeded its life expectancy of 10-12 years. The truck is experiencing mechanical issues on a monthly basis.

Discussion:

A Model TA60 Articulating Telescopic Aerial Device is available through the National Joint Power Alliance, from Altec, Inc. at a total cost of $230,647. Due to its condition, Altec Industries is not interested in providing a trade in allowance for the 2005 bucket truck. The vehicle may be kept as a back-up. If not, it will be disposed of through an auction service.

The new bucket truck would not be delivered for approximately 300 days. Therefore, if the purchase is approved it will be included in the 2018 fiscal year budget.

Superintendent Bird recommends proceeding with the purchase of the 2018 Model TA60 bucket truck at this time.

Recommendation:

Approve the purchase of a 2018 bucket truck through the National Joint Powers Alliance, from Altec Inc. in the amount of $230,647.

Agenda Item #4 Purchase of Steel Poles - 138kV Transmission Line Rebuild Phase II Project along Steward Road

References:

  pdf Letter of Recommendation from BHMG Engineers (139 KB)

  pdf Fletcher-Reinhardt Co. Bid (841 KB)

Recommended Action:

Consider bids for the 138kV Transmission Line Rebuild Phase II Project

History and Fact:

Rochelle Municipal Utilities (RMU) currently has a 138kV transmission line, Line 1, which extends along Steward Road from CHS to Hayes Road. Due to its age, RMU is rebuilding the line in phases.

Discussion:

Subsequent to the required public notice, the City Clerk opened seven bids on March 8th for the procurement and delivery of thirty five steel poles for the 138kV Transmission Line Rebuild Project Phase II. Superintendent Jason Bird and our consultant BHMG reviewed the bids and found that the low bidder, Fletcher-Reinhardt Co., met all of the specifications. In addition, the firm has committed to delivering all poles with 8 weeks of approved drawings. Therefore, the recommendation is to award the bid for steel poles to Fletcher-Reinhardt at a cost of $218,024.

Phase II of the transmission line rebuild project is included in the 2017 Electric Fund Capital Outlay Summary at a total cost of $2,500,000.

Recommendation:

Approve the bid from Fletcher-Reinhardt Co. for the 138kV Transmission Line Rebuild Phase II Project at a cost of $218,024 and reject all other bids.

Agenda Item #5 Emergency Contract – 1st Avenue Bridge Repair

References:

  pdf Memo from City Engineer Sam Tesreau (138 KB)

Recommended Action:

Consider approval of an emergency contract with Martin and Company Excavating for repairs to the 1st Avenue Bridge.

History and Fact:

The City Engineering Department anticipates several roadway bridge replacements and/or repairs over the next few years within the City of Rochelle due to aging infrastructure in excess of 50 years old. The 1st Avenue bridge, over the Kyte River, is one of the structures that have been experiencing problems with certain components of the substructure over the past few years, including pile section loss. It was determined recently by the City’s consultant, Wendler Engineering, through routine bridge inspections and other supporting calculations by the Illinois Department of Transportation bureau of bridges and structures (IDOT BBS) that the 1st Avenue structure will need to be posted at a reduced weight carrying capacity.

Discussion:

The City Engineering Department has received notice from the IDOT BBS that the bridge will need to be posted to reduced weights depending upon the type of vehicle. Therefore, in an effort to restore some or all of the legal weight carrying capacity it has been determined that pile sections can be repaired in the interim. Martin and Company has submitted a proposal to complete the identified bridge repairs in an amount not to exceed $28,700. The project is considered an emergency repair and section 2-373 of the Rochelle Municipal Code allows contracts for emergency services or repairs to be excluded from the requirement of competitive bidding. The repairs will be funded in the FY 2017 budget through the capital improvements fund and should be substantially complete by May 8th.

Recommendation:

Approve an emergency contract with Martin and Company Excavating for repairs to the 1st Avenue bridge at a cost of $28,700 without competitive bidding.

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

• Financial Statement – pdf January 2017 (781 KB)

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – pdf February 27, 2017 (49 KB)

b) Approve Bills – pdf 02/17/17-02/23/17 (102 KB) , pdf 02/24/17-03/02/17 (80 KB)

c) Approve Payroll – pdf 02/13/17-02/26/17 (53 KB)

d) pdf Approve a Resolution Establishing the Official Zoning Map for 2016 (2.23 MB)

e) Approve Cinco de Mayo Planning Committee Request – pdf May 6, 2017 (241 KB)

f) pdf Approve an Ordinance Amending Section 6-46 of the Municipal Code to Delete One Restaurant/Recreation Liquor License (The Switchyard) (25 KB)

2) Purchase of Starcom Portable Radios for the Police Department

3) Ordinance Adopting Snow and Ice Control Plan

4) Ordinance Amending Chapter 6 (Alcoholic Beverages) of the Municipal Code to Modify the Hours of Sale of Alcoholic Liquors on Sundays

VII. DISCUSSION ITEMS:

1) pdf Amending Chapter 6 of the Municipal Code – Alcoholic Beverages (460 KB)

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Purchase of Starcom Portable Radios for the Police Department

References:

  pdf Memo from Police Chief Eric Higby (24 KB)

  pdf Proposal from Dixon/Ottawa Communications (257 KB)

Recommended Action:

Consider the purchase of Starcom Portable Radios for the Police Department

History and Fact:

The Police Department currently uses Motorola HT 1250 portable radios which were purchased in 2005. These radios are no longer reliable for transmitting inside and outside of the City and Motorola stopped making this model in 2013. The officers and dispatch have had numerous issues transmitting and receiving messages and this lack of consistency poses a safety concern for the officers.

Discussion:

The Police Department’s 2017 Capital Outlay Budget includes $97,155 for the purchase of 26 radios. Staff would like to purchase Motorola APX 6000 Starcom portable radios since officers have been satisfied with the Starcom mobile radios in their squads.

Dixon/Ottawa Communications is the local distributor for APX 6000 Starcom radios available through a State bid with Motorola. Since the budgeting process started, the price of the radios (including speaker mics, spare batteries, holsters and programming) has gone up from $3,621.36 per radio to $4,418.30. Therefore, Police Chief Eric Higby recommends purchasing 21 Starcom portable radios for the officers and dispatch at a cost of $92,784.30 in order to remain within budget.

Recommendation:

Approve the purchase of 21 APX 6000 Starcom Portable radios including speaker mics, spare batteries, holsters and programming through Dixon/Ottawa Communications at a total cost of $92,784.30.

Agenda Item #3 Ordinance Adopting Snow and Ice Control Plan

References:

  pdf Ordinance Adopting Snow and Ice Control Plan (40 KB)

  pdf Snow and Ice Control Plan (1.07 MB)

Recommended Action:

Consider an Ordinance Adopting Snow and Ice Control Plan

History and Fact:

The City of Rochelle Street Department Snow and Ice Control Plan establishes control methods and procedures that are designed to reduce threats to public safety in accordance with desired levels of service established by City administration. The purpose of this plan is to enable the Street Department to prepare for and accomplish the snow and ice control mission.

This plan is one of several that City staff members are working on in preparation for the Street Department’s application for accreditation in the American Public Works Association.

Discussion:

The overall goals to be achieved through the use of this established plan are as follows:

• Provide standards and methods to be used to prepare city personnel for snow and ice control operations and to accomplish the mission during and after events.
• Establish personnel and equipment assignments, notification procedures and priority snow and ice control routes.
• Allow city officials to better understand the snow and ice control operations process.
• Provide services to ensure the safest roadway system possible given the resources at hand.
• Provide a level of service that is cost effective, fiscally and environmentally responsible.

Recommendation:

Authorize an Ordinance Adopting Snow and Ice Control Plan

Agenda Item #4 Ordinance Amending Chapter 6 (Alcoholic Beverages) of the Municipal Code of the City of Rochelle to Modify the Hours of Sale of Alcoholic Liquors on Sundays

References:

  pdf Ordinance Amending Chapter 6 (Alcoholic Beverages) of the Municipal Code (288 KB)

Recommended Action:

Consider an Ordinance Amending Chapter 6 (Alcoholic Beverages) of the Municipal Code of the City of Rochelle to Modify the Hours of Sale of Alcoholic Liquors on Sundays

History and Fact:

Salt 251 has requested that the City modify the hours of sale of alcohol on Sundays so that the restaurant can serve patrons from the Fairways golf course which opens at 7:00 a.m. The business currently holds a Restaurant/Recreation license and the existing Municipal Code allows them to open at 11:00 a.m.

According to the owner and other patrons, this facility has historically opened at 7:00 a.m. on Sundays.

Discussion:

The Liquor Commissioner, Mayor Olson, has reviewed Salt 251’s request and recommends that all license classifications be allowed to open at 6:00 a.m. on Sundays; the same time that is allowed Monday-Saturday. Modifying the hours of sale for all classifications is fair in that it gives everyone a level playing field.

Recommendation:

Approve an Ordinance Amending Chapter 6 (Alcoholic Beverages) of the Municipal Code of the City of Rochelle to Modify the Hours of Sale of Alcoholic Liquors on Sundays

Discussion Item #1

Most of the verbiage in Chapter 6, Alcoholic Beverages, of the Rochelle Municipal Code has been in place for over 20 years. As a result some of the terms, including those that are used to describe the licenses, have become outdated or the meaning is difficult to understand.

Recently a group of city staff met with Mayor Olson to discuss and compare liquor ordinances from several area communities. Following the meeting, Mayor Olson asked staff to work with our City Attorney to suggest changes to Chapter 6 that bring it more in line with area ordinances and make it easier to understand. The proposed draft also includes an increase of $100 to all of the license fees except the temporary (Class T) classification.

  pdf Redlined Draft of Chapter 6 (460 KB)

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 – pdf February 13, 2017 (133 KB)

b) Approve Bills – pdf 02/03/17-02/09/17 (81 KB) , pdf 02/10/17-02/16/17 (102 KB)

c) Approve Payroll – pdf 01/30/17-02/12/17 (56 KB)

VII. EXECUTIVE SESSION

1) Pending or imminent litigation. Section (c)(11)

VIII. BUSINESS ITEMS CONTINUED:

        2)  Approval of a Settlement Agreement and General Release between Lynette Fischer and the City of Rochelle in the pending      litigation entitled Lynette Fischer v. City of Rochelle, Case No. 2015 L 8

IX. ADJOURNMENT

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

• Employee Introduction – pdf Toby Lindeland (217 KB)

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – pdf January 23, 2017 (115 KB)

b) Accept and Place on File Minutes of Airport Advisory Board – pdf October 24, 2016 (311 KB)

c) Accept and Place on File Minutes of Railroad Advisory Board – pdf January 22, 2015 (229 KB)

d) Accept and Place on File Minutes of Utility Advisory Board – pdf October 19, 2016 (237 KB)

e) Accept and Place on File Minutes of Planning and Zoning Commission – pdf December 5, 2016 (152 KB)

f) Approve Bills – pdf 1/13/17-01/19/17 (119 KB) , pdf 01/20/17-01/26/17 (86 KB) , pdf 01/27/17-2/2/17 (74 KB)

g) Approve Payroll – pdf 1/2/17-1/15/17 (50 KB) , pdf 1/16/17-1/29/17 (53 KB)

h) Authorize the City’s Assistance with the Hospital Hustle 5K Fun Run/Walk – pdf June 3, 2017 (23 KB)

i) Authorize Closure of 10th Avenue between Illinois 251 and 8th Street – pdf 2017 Outdoor Markets (23 KB)

j) Authorize Additional Closure St. Paddy’s Day Parade and Irish Hooley – pdf March 11, 2017 (155 KB)

k) pdf Accept and Place on File Annual Community Development Department Report (3.64 MB)

2) Ordinance Approving a Variance of Setback for a Ground Sign at 1140 N 7th Street – Elixir Real Estate

3) Ordinance Amending Section 98-6 of the Municipal Code – Utility Reconnection Fees

4) Purchase of Parts for Peaker Engine 2 Rebuild

5) Proposal for Professional Services – Project Co-Op Rochelle Rail Expansion

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Ordinance Approving a Variance of Setback for a Ground Sign at 1140 N 7th Street – Elixer Real Estate

References:

  pdf Planning and Zoning Report of Findings (105 KB)

  pdf Elixer Real Estate Sign Location (61 KB)

  pdf Ordinance Approving a Variance for Signage (14 KB)

Recommended Action:

Consider an Ordinance Approving a Variance for Signage

History and Fact:

Construction is underway on a new 8,500 square foot commercial building at 1140 N. 7th Street in Rochelle. The proposed development meets the required setbacks of 50 feet, provides parking in the front of the building and also provides a 20 foot interior parkway adjacent to the City right of way along N. 7th Street. The zoning for a ground sign in the B-2 zoning district is one half the required building set back of 50 feet which would be 25 feet. This requirement would force a development in the B-2 zoning district to provide an interior parkway of 25-30 feet to allow for a ground sign rather than the required 10 feet.

Elixir Real Estate has petitioned the City to allow the installation of a ground sign 15 feet from the property line. Per Staff, this is consistent with other signs in the same zoning district and will not interfere with any easements.

Discussion:

On February 6th the Planning and Zoning Commission held a public hearing to review the petition for a variance to the sign ordinance. The commission found that the variance is not detrimental or dangerous to public health, will not impair property values in the neighborhood, will not impede the development of surrounding properties, will not impair light and air to adjacent properties, will not congest public streets, and will not increase the risk of fire. Based on these findings the Planning and Zoning Commission voted 5-0 to recommend approval of the request.

Recommendation:

Authorize an Ordinance Approving a Variance for Ground Signage for Elixer Real Estate LLC subject to City staff reviewing and approving the proposed signage and the agreement of the petitioner to maintain the sign in good repair.

Agenda Item #3 Ordinance Amending Section 98-6 of the Municipal Code – Utility Reconnection Fees

References:

  pdf Memo from Customer Service Supervisor Barbara Bell (152 KB)

  pdf Ordinance Amending Section 98-6 of the Municipal Code (92 KB)

Recommended Action:

Consider Approving an Ordinance Amending Section 98-6 of the Municipal Code – Utility Reconnection Fees

History and Fact:

According to Section 98-6(7) of the Municipal Code, “Any customer whose electric service has been terminated for non-payment may have the service restored by paying all arrears, paying a security deposit, and paying a reconnection fee of $25.00 during those times the business office is open or $50.00 if the business office is closed. Section 98-6(7) also states “Any customer whose water service has been terminated for nonpayment may have the service restored by paying all arrears and a reconnection fee of $40.00 during those times the business office is open or $60.00 if the business office is closed.”

Discussion:

On January 18th the Utility Advisory Board recommended presenting electric and water reconnection fee increases to the City Council. The current reconnection fees have been in place for several years. Increasing the electric and water reconnection fees to $50.00 each during business hours would ensure most costs are covered, including salary and equipment. The UAB also recommended that the electric and water reconnection fees after hours be based on the actual cost, but not less than $50.00. The after hours reconnection costs can fluctuate based on the reconnect day and the amount of time required for the reconnection.

Recommendation:

Approve an Ordinance Amending Section 98-6 of the Municipal Code – Utility Reconnection Fees

Agenda Item #4 Purchase of Parts for Peaker Engine 2 Rebuild

Recommended Action:

Consider approval of an emergency purchase from Fairbanks Morse Engine for replacement parts to rebuild Peaker 2

History and Fact:

Due to the scheduling changes in our electric generation department, our crews have been able to perform preventive maintenance on our engines more effectively. While changing the oil in Peaker 2 in late January, staff discovered metal shavings. An oil sample was subsequently analyzed, revealing high iron and copper counts. Upon inspection, it was determined that both the pistons and linings need to be replaced. In addition the rods were being hammered out due to excessive clearance. Peaker 2 is a Fairbanks-Morse Opposed Piston Engine which was built and installed in 1996. The failed parts are original.

According to IMPA (our consultant that coordinates with PJM to determine when we should generate power), this engine saved the City a total of $179,419 last year. Therefore, it is extremely important that we get this engine back on-line so that it is available for summer peak shaving.

Discussion:

RMU Staff contacted Fairbanks to see if there were any new units available. There were none available and staff was advised it would take 18 months to make one. However, Fairbanks was able to assist staff with locating a unit in Texas that has very low hours. The parts have been tested, are in great shape and are available for 50% of the cost of new parts. Due to the urgency of obtaining and installing the parts, the order was placed on February 1st. The parts are expected to arrive by the end of February and the goal is to complete the rebuild before the end of May.

The Rochelle Municipal Code, Section 2-373, allows contracts for emergency services or repairs to be excluded from the requirement of competitive bidding. Therefore, staff recommends approving the payment to Fairbanks Morse Engine in the amount of $165,612.

Recommendation:

Approve the emergency purchase from Fairbanks Morse Engine for replacement parts to rebuild Peaker Engine 2 at a cost of $165,612.

Agenda Item #5 Proposal for Professional Service – Project Co-Op Rochelle Rail Expansion

References:

  pdf Memo from Economic Development Director Jason Anderson (23 KB)

  pdf Agreement for Professional Services (874 KB)

Recommended Action:

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

History and Fact:

On August 8, 2016 the Mayor and City Council approved a Resolution in Support of an Application to the Economic Development Administration (EDA) Public Works and Economic Adjustment Assistance Program to extend the City of Rochelle Railroad. In late September of 2016 the City was notified that we were successful in obtaining an EDA grant for $3.42M of a $7M project to construct a rail bridge and three new tracks south of the current terminus.

Discussion:

The City has solicited proposals from engineering firms to design and construct approximately 13,000 linear feet of rail structures and a rail bridge. The next step to advancing the project is to enter into an Agreement for Professional Services with a qualified Engineering firm to design the rail structures & bridge, prepare bid specifications, qualify prospective rail construction companies, supervise construction of the project, enforce compliance of all building codes, manage the payouts and support the City in getting the project done on time and within budget.

Fehr Graham Engineering & Environmental (FGEE) has submitted a response to the RFQ which outlines their qualifications to manage Project Co-Op. They are the only firm that submitted a proposal. This is the 5th rail project FGEE has been recommended to manage over the past 6 years for CIR expansion. Staff recommends entering into the attached Agreement for Professional Services between the City of Rochelle and Fehr Graham Engineering & Environmental. The agreement includes a lump sum cost of $450,000 for preliminary and final design as well as the bidding or negotiating stage. In addition, hourly rates and reimbursable expenses of not to exceed $375,000 are included for services during the construction phase, the post-construction phase and grant administration.

Recommendation:

Authorize the City Manager to sign an agreement between the City of Rochelle and Fehr Graham Engineering & Environmental for professional services associated with the Project Co-Op Rochelle Rail Expansion at a cost of $450,000 for preliminary and final design as well as the bidding or negotiating stage and a cost of not to exceed $375,000 for services during the construction phase, post-construction phase and grant administration.

City of Rochelle Council Chambers

420 N 6th Street, Rochelle, IL 61068

I. CALL TO ORDER:

II. ROLL CALL:

III. EXECUTIVE SESSION:

A. The (appointment, employment, compensation, discipline, performance and/or dismissal) of a specific employees(s). Section (c)(1)
B. Pending or imminent litigation. Section (c)(11)

IV. ADJOURNMENT

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 – pdf January 9, 2017 (43 KB)

b) Approve Bills – pdf 12/30/16-1/5/17 (71 KB) , pdf 1/6/17-1/12/17 (99 KB)

c) Approve Payroll – pdf 12/19/16-1/1/17 (50 KB)

d) pdf Reject All Bids for Steel Poles – 138 KV Line Rebuild Steward Road (106 KB)

               e) Approve Closure of City Street for the Lucky Hub Dash - pdf March 11, 2017 (2.61 MB)

2) Capital Improvement Plan 2017-2021

3) Water Unrestricted Cash Reserve Policy

4) Water Reclamation Unrestricted Cash Reserve Policy

5) Emergency Contract with Martin and Company Excavating

VII. DISCUSSION ITEMS:

1) Letter from Former and Current City Council Members Regarding Rochelle Municipal Landfill

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Capital Improvement Plan 2017-2021

References:

  pdf Capital Improvement Plan 2017-2021 (4.08 MB)

Recommended Action:

Consider Capital Improvement Plan 2017-2021

History and Fact:

As part of the budget process, Assistant to the City Manager Adriana Milan worked with department heads to compile a Capital Improvement Plan (CIP). The plan includes capital projects and equipment budgeted in the current fiscal year and four subsequent fiscal years. The CIP is an important management tool for forecasting projected capital needs and linking those needs to projected revenue.

Discussion:

The CIP was originally presented at the May 23, 2016 council meeting. Since then, the plan has been updated to coincide with the change in the City of Rochelle’s fiscal year. The revised plan was included on the January 9th council agenda and held over at that time to allow council members additional time to review.

Recommendation:

Approve Capital Improvement Plan 2017-2021

Agenda Item #3-4 Water Unrestricted Cash Reserve Policy
Water Reclamation Unrestricted Cash Reserve Policy

References:

pdf Memo from Finance Director Chris Cardott (38 KB)

  pdf Water Unrestricted Cash Reserve Policy (159 KB)

  pdf Water Reclamation Unrestricted Cash Reserve Policy (160 KB)

Recommended Action:

Consider Approving Water and Water Reclamation Unrestricted Cash Reserve Policies

History and Fact:

The purpose of the Water and Water Reclamation Unrestricted Cash Reserve Policies is to maintain an adequate amount of reserves to protect Rochelle Municipal Utilities Water and Water Reclamation ability to provide reliable service during periods of cost uncertainties, reductions in sales due to weather or a sluggish economy, volatile energy prices and rising capital improvement costs while maintaining stable rates. It is important for RMU Water and Water Reclamation to maintain the financial flexibility to smooth rate increases.

Properly designed reserve policies send a positive signal to ratepayers, investors, and regulatory and credit rating agencies that the City is committed to maintaining the long- run fiscal strength of RMU Water and Water Reclamation. Strong and transparent financial policies, including maintaining prudent reserves for emergencies, rate stability, working capital and capital improvements, are consistent with best practices in the utility industry.

Discussion:

The policies state that RMU Water and Water Reclamation “will have sufficient unrestricted, undesignated reserves to maintain or improve its credit ratings; ensure that operating and maintenance costs will be paid in a timely manner, to pay debt service obligations, and to invest in needed capital improvements and equipment replacement on a timely basis.” In addition, RMU Water and Water Reclamation “will maintain sufficient reserves to minimize rate increases due to market volatility, weather impacts on demands, emergencies (such as natural disasters), and regulatory changes.” The policies include a Target (Minimum) Level equal to 365 days of operating and maintenance expenses.

The Utility Advisory Board voted to recommend that the City Council approve the policies at its meeting on January 18th.

Recommendation:

Approve Water Unrestricted Cash Reserve Policy
Approve Water Reclamation Unrestricted Cash Reserve Policy

Agenda Item #5 Emergency Contract with Martin and Company Excavating – 8th Avenue Water Main

References:

  pdf Memo from Superintendent of Water/Water Reclamation Adam Lanning (293 KB)

Recommended Action:

Consider approval of an emergency contract with Martin and Company Excavating for replacement of a 1,300 foot section of the 8th Avenue Water Main.

History and Fact:

In January of 2016 the City Council approved an engineering agreement with Fehr Graham for professional services related to a project to extend 12 inch water main along 20th Street from 10th Avenue to 8th Avenue and along 8th Avenue from 20th Street to 15th Street. This project also included the replacement of approximately 1,300 feet of 2 inch galvanized main that is known to be a problem.

When Well 11 was taken off line, due to exceeding the maximum contaminant levels for radium, the IEPA placed Rochelle on a restricted status. As a result, the IEPA would not allow any new water mains and the project was put on hold until the City is taken off of restricted status.

Discussion:

In late December of 2016 the 2 inch galvanized water main failed, leaving a commercial customer and the cemetery without water. Superintendent of Water/Water Reclamation Adam Lanning contacted the IEPA at that time and obtained an emergency approval to replace the existing main. He subsequently hired Martin and Company Excavating to install the 1300 foot section with the assistance of RMU staff.

The Rochelle Municipal Code, Section 2-373, allows contracts for emergency services or repairs to be excluded from the requirement of competitive bidding. Therefore, Lanning recommends approving the pay request from Martin and Company Excavating in the amount of $99,264.03.

Recommendation:

Approve the emergency contract with Martin and Company Excavating to replace a 1,300 foot section of water main on 8th Avenue at a cost of $99,264.03.

Discussion Item #1 Letter from Former and Current City Council Members Regarding Rochelle Municipal Landfill

The Mayor and City Council approved an Application for Local Siting Approval for the Expansion of the Rochelle Municipal Landfill #2 subject to several conditions at a Special Council Meeting on April 11, 2007. An Agreement for Amendment to Restated Host Agreement for the Operation and Development of Rochelle Municipal Landfill #2 was subsequently approved on April 28, 2008. The amendment included the allocation of costs for construction on Mulford Road, the interpretation of specific ambiguous siting conditions, an appropriate time period for exhumation of Unit 1, and the release of certain claims.

Earlier this month the Mayor, City Council and City Manager received a letter signed by former and current council members regarding the landfill. The letter urges the City to “reflect back on the experts’ testimony and information shared from the landfill expansion hearing as you consider reopening the negotiations of the landfill agreement. The information shared about the changes in technology in the last 30 years was clear that the owner of the landfill needs to be mindful of how the water supply is being impacted. Even though the landfill ownership has changed hands and current owner’s testing shows no leakage is present in the last five years, we must think of the next 100 years when making decision for the greater Rochelle and Creston communities.”

Reference: pdf Letter from former and current City Council Members (61 KB)

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 – pdf December 27, 2016 (90 KB)

b) Accept and Place on File Minutes of Utility Advisory Board – pdf September 21, 2016 (251 KB)

c) Approve Bills – pdf 12/16/16-12/22/16 (99 KB) , pdf 12/23/16-12/29/16 (70 KB)

d) Approve Payroll – pdf 12/05/16-12/18/16 (58 KB)

2) Capital Improvement Plan 2017-2021

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Capital Improvement Plan 2017-2021

References:

  pdf Capital Improvement Plan 2017-2021 (3.86 MB)

Recommended Action:

Consider Capital Improvement Plan 2017-2021

History and Fact:

As part of the budget process, Assistant to the City Manager Adriana Milan worked with department heads to compile a Capital Improvement Plan (CIP). The plan includes capital projects and equipment budgeted in the current fiscal year and four subsequent fiscal years. The CIP is an important management tool for forecasting projected capital needs and linking those needs to projected revenue.

Discussion:

The CIP was originally presented to council at the May 23rd council meeting. Since then, the plan has been updated to coincide with the change in the City of Rochelle’s fiscal year.

Recommendation:

Approve Capital Improvement Plan 2017-2021