City of Rochelle Council Chambers   *** Revised 04/25/2015***

420 N 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag

• Prayer

II. ROLL CALL:

• Swearing In Recently Elected Council Members

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

• Financials - pdf March 2015 (753 KB)

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – pdf April 13, 2015 (119 KB)

b) Approve Bills – pdf 040315-040915 (78 KB) , pdf 041015-041615 (76 KB)

c) Approve Payroll – pdf 033015-041215 (52 KB)

d) Authorize National Day of Prayer –  pdf May 7, 2015 (268 KB)

e)  pdf Ordinance Amending Section 6-46 of the Municipal Code to Delete One Restaurant/Recreation Liquor License (Beacon on the Green) (24 KB)

f)  pdf Ordinance Amending Section 6-46 of the Municipal Code to Create One Restaurant Beer & Wine Liquor License (Fairways Golf LLC) (25 KB)

g) Authorize VFW Memorial Day Parade – pdf May 25, 2015 (56 KB)

h)  pdf Cable Television Franchise Agreement Extension (6 KB)

i)  pdf Illinois Route 38 and Lincoln Highway Signal Modification Project (172 KB)

2) Amended and Restated Annexation Agreement – Creekside Development (Public Hearing and Action)

3) Public hearing concerning the intent of the City Council to sell not to exceed $3,000,000 Debt Certificates to pay the costs of constructing and equipping an approximately 31,000 square foot recreation center, including but not limited to a fitness center, basketball court, community lounge, running track, group exercise area, childcare facilities, classroom, and locker room facilities, site work, storm water drainage and management facilities, constructing and paving an adjacent parking lot, landscaping and acquiring, constructing and installing related utilities and for the payment of the expenses incident thereto.

4) Consideration and action on an ordinance authorizing and providing for an Installment Purchase Agreement for the purpose of paying the cost of purchasing real or personal property, or both, in and for the City, and for the issue of not to exceed $3,000,000 General Obligation Debt Certificates (Limited Tax), Series 2015B, evidencing the rights to payment under said Agreement, providing for the security for and means of payment under said Agreement of the Certificates, and authorizing the sale of the Certificates to Robert W. Baird & Co. Incorporated

5) Consideration and action on an ordinance authorizing and providing for an Installment Purchase Agreement for the purpose of paying the cost of purchasing real or personal property, or both, in and for the City, and for the issue of not to exceed $2,000,000 General Obligation Debt Certificates (Limited Tax), Series 2015A, evidencing the rights to payment under said Agreement, providing for the security for and means of payment under said Agreement of the Certificates, and authorizing the sale of the Certificates to Robert W. Baird & Co. Incorporated

6) Intergovernmental Agreement between the City and Ogle-Lee Fire Protection District

7) Engineering Agreement for System 1 Sanitary Sewer Replacement Veteran’s Parkway and South Main Street

8) Supplemental Amendment to Preliminary/Construction Engineering Agreement – Wiscold Drive Improvement Project

9) Switching Services Agreement with Burlington Junction Railway, LLC - City of Rochelle Railroad

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Amended and Restated Annexation Agreement – Creekside Development (Public Hearing and Continuance)

References:

pdf Memo from Building Inspector Kip Countryman (98 KB)
pdf Amended and Restated Annexation Agreement (1.51 MB)
pdf Exhibit B (267 KB)
pdf Ordinance Approving Amended and Restated Annexation Agreement (69 KB)

Recommended Action:

Conduct Public Hearing 

Consider Amended and Restated Annexation Agreement

History and Fact:

In April of 2006 the City and Wyndham Foxford, LLC, entered into an annexation agreement providing for the development of Kings Crossing, a residential subdivision to be located west and northwest of Rochelle Township High School on 493 acres of land. Since that time council has approved four amendments to the annexation agreement to facilitate development in the area including San Gabriel Assisted Living facility and Lincoln Elementary School.

Discussion:

The current owner and developer of the property, Creekside LLC, has submitted a petition to amend and restate the Annexation Agreement in regards to the future development of Kings Crossing. Due to economic conditions, the developer is asking for relief of certain requirements in the agreement that pertain to infrastructure as follows:
1. Rezone Tract #2 of exhibit B to Rural Development.
2. Apply the Rochelle Municipal Code that is in effect at the time of Development to the property unless a previously subdivided lot would be rendered non-conforming solely because of a change in the code. If the City adopts a less restrictive Code, that Code will apply to the development.
3. Waive the City’s right for reimbursement for its own professional fees, including legal and engineering fees.
4. Waive school impact fees until the 16th and subsequent house is built in any given year.
5. Negotiate the amounts attributed to adjacent property owners for future improvements that benefit other properties.
6. Negotiations over the size and placement of water mains would be reserved for the time development occurs. Additionally, waive the requirement of the water main loop during the development of Tract #1.
7. Waive sewer connection fees until the 16th and subsequent house is constructed in Tract #1 in any calendar year.
8. Construction of electric services by the City, at the City’s cost, for the first 15 houses constructed in Tract #1 during any calendar year.
9. Installation of the required street lights by the City, at the City’s cost, during the development of Tract #1. During development of any other Tract, the City would install the street lights at the Developer’s cost.
10. Allow the construction of 4 foot sidewalks instead of 5 foot sidewalks and the construction of a shared use path on one side of the roadway.
11. Construction of 900 feet of roadway by the City, at the City’s cost, to extend 20th street beyond its current terminus. In addition, allow the minor streets to be 31 feet back to back, with 12 inches of rock, and 3 inches of asphalt instead of 39 feet back to back, and 5 inches of asphalt as required by Code.
12. Waive the numerous perimeter and offsite improvements to Flagg Road, Queens Road, and signalization improvements during the construction of Tract #1.
13. Negotiate the right of recapture for future off-site perimeter road improvements at the time the improvements are required.
14. Waive storm water management fee for the remainder of the property.
15. Limit the number of acres required for regional stormwater detention to the number of acres required for to provide detention for the subject property only.
16. Remove the requirement for a special service area.

On April 6th the Planning & Zoning Commission held a Public Hearing on the petition of Creekside to amend the annexation agreement. After a review of the facts, including the lack of new residential construction over the past ten years, the Planning & Zoning Commission voted 5-2 to recommend approval of the Amended and Restated Annexation Agreement.

Recommendation:

Conduct Public Hearing
Authorize an Ordinance Approving an Amended and Restated Annexation Agreement for Creekside LLC

Agenda Item #3 Public hearing concerning the intent of the City Council to sell not to exceed $3,000,000 Debt Certificates to pay the costs of constructing and equipping an approximately 31,000 square foot recreation center, including but not limited to a fitness center, basketball court, community lounge, running track, group exercise area, childcare facilities, classroom, and locker room facilities, site work, storm water drainage and management facilities, constructing and paving an adjacent parking lot, landscaping and acquiring, constructing and installing related utilities and for the payment of the expenses incident thereto.

References:

pdf Notice of Public Hearing (204 KB)
pdf Public Hearing Minutes (195 KB)

Recommended Action:

Conduct Public Hearing

History and Fact:

Members of the Rochelle Recreational Facility Task Force have been meeting for several months with the goal of building a recreational facility in Rochelle. As a result of the group’s efforts a market research analysis and community program gap analysis have been completed. In addition, task force members have visited YMCA sites and developed a conceptual facility floorplan and budget.

Earlier this year an Intergovernmental Agreement was approved between the City of Rochelle and the Flagg Rochelle Community Park District to facilitate the construction and operation of a recreational center. The agreement between the parties provides for the purchase or long-term lease of property, design and construction of the recreational center, and contribution by each of the parties of one-half of the cost of property, design and construction (estimated at approximately $6 million).

Discussion:

The proceeds of the Certificates will be used to pay the costs of constructing and equipping an approximately 31,000 square foot recreation center, including but not limited to a fitness center, basketball court, community lounge, running track, group exercise area, childcare facilities, classroom, and locker room facilities, site work, storm water drainage and management facilities, constructing and paving an adjacent parking lot, landscaping and acquiring, constructing and installing related utilities and for the payment of the expenses incident thereto. The Project will be owned jointly by the City and the Flagg-Rochelle Community Park District and leased to one or more not for profit corporations to be determined by the District and the City. The Project will be located on the West side of 20th Street, South of the intersection of 20th Street and Hub Drive, and North of the intersection of 20th Street and Flagg Road.

Recommendation:

Conduct Public Hearing

Agenda Item #4 Consideration and action on an ordinance authorizing and providing for an Installment Purchase Agreement for the purpose of paying the cost of purchasing real or personal property, or both, in and for the City, and for the issue of not to exceed $3,000,000 General Obligation Debt Certificates (Limited Tax), Series 2015B, evidencing the rights to payment under said Agreement, providing for the security for and means of payment under said Agreement of the Certificates, and authorizing the sale of the Certificates to Robert W. Baird & Co. Incorporated

References:

pdf Memo from Finance Manager Chris Frye (83 KB)
pdf Ordinance providing for the issuance of not to exceed $3,000,000 General Obligation Debt Certificates (315 KB)

Recommended Action:

Consider an Ordinance providing for the issuance of not to exceed $3,000,000 General Obligation Debt Certificates

History and Fact:

Earlier this year an Intergovernmental Agreement was approved between the City of Rochelle and the Flagg Rochelle Community Park District to facilitate the construction and operation of a recreational center. The agreement provides for a contribution by each of the parties of one-half of the cost of property, design and construction, estimated at approximately $6 million.

On April 20th the Flagg Rochelle Community Park District Board approved its contribution of $3 million for the construction of a YMCA through General Obligation Debt Certificates.

Discussion:

The proposed Parameters Ordinance is for the consideration of not to exceed $3 million General Obligation Debt Certificates for the construction and equipping a recreation center. It stipulates a maximum maturity date of June 1, 2035, maximum bond issue amount of $3 million, maximum annual interest rate of 7%, issue date of no later than October 27, 2015 and that the bonds will be executed on behalf of the City by the Mayor. Once approved, the execution of the debt certificates can be authorized by the Mayor as long as it meets all of the parameters.

Recommendation:

Approve an Ordinance authorizing and providing for an Installment Purchase Agreement for the purpose of paying the cost of purchasing real or personal property, or both, in and for the City, and for the issue of not to exceed $3,000,000 General Obligation Debt Certificates (Limited Tax), Series 2015B, evidencing the rights to payment under said Agreement, providing for the security for and means of payment under said Agreement of the Certificates, and authorizing the sale of the Certificates to Robert W. Baird & Co. Incorporated.

Agenda Item #5 Consideration and action on an ordinance authorizing and providing for an Installment Purchase Agreement for the purpose of paying the cost of purchasing real or personal property, or both, in and for the City, and for the issue of not to exceed $2,000,000 General Obligation Debt Certificates (Limited Tax), Series 2015A, evidencing the rights to payment under said Agreement, providing for the security for and means of payment under said Agreement of the Certificates, and authorizing the sale of the Certificates to Robert W. Baird & Co. Incorporated

References:

pdf Memo from Finance Manager Chris Frye (83 KB)
pdf Ordinance providing for the issuance of not to exceed $2,000,000 General Obligation Debt Certificates (311 KB)

Recommended Action:

Consider an Ordinance providing for the issuance of not to exceed $2,000,000 General Obligation Debt Certificates

History and Fact:

The Comprehensive Plan and the City Council’s Strategic Planning Summary developed in 2011 recognize the need to eliminate or mitigate the train noise in our community. This has been identified as a quality of life issue, especially for those living and working near the tracks.

On March 23rd the City Council approved an agreement with the BNSF Railway Company which provides for the installation of four-quadrant flashers and gates at 15th Street by the BNSF Railway at an estimated cost to the City of $768,651. As discussed at a Committee of the Whole Budget Workshop, the City plans to issue debt certificates to fund the Quiet Zone project estimated at a total cost of $1.75-$2 million.

Discussion:

The proposed Parameters Ordinance is for the consideration of not to exceed $2 million General Obligation Debt Certificates for the Quiet Zone improvements. It stipulates a maximum maturity date of June 1, 2035, maximum bond issue amount of $2 million dollars, maximum annual interest rate of 7%, issue date of no later than October 27, 2015 and that the bonds will be executed on behalf of the City by the Mayor. Once passed, the execution of the debt certificates can be authorized by the Mayor as long as it meets all of the parameters.

Recommendation:

Approve an ordinance authorizing and providing for an Installment Purchase Agreement for the purpose of paying the cost of purchasing real or personal property, or both, in and for the City, and for the issue of not to exceed $2,000,000 General Obligation Debt Certificates (Limited Tax), Series 2015A, evidencing the rights to payment under said Agreement, providing for the security for and means of payment under said Agreement of the Certificates, and authorizing the sale of the Certificates to Robert W. Baird & Co. Incorporated

Agenda Item #6 Intergovernmental Agreement between the City and Ogle Lee Fire Protection District

References:

pdf Intergovernmental Agreement between the City and Ogle Lee Fire Protection District (69 KB)

Recommended Action:

Consider an Intergovernmental Agreement between the City and Ogle Lee Fire Protection District

History and Fact:

The City Council approved an Intergovernmental Agreement with Ogle Lee Fire Protection District on November 25, 2002. Through this agreement the City of Rochelle provides fire protection, rescue and ambulance services to the Ogle/Lee Fire Protection District. In 2008 the parties extended the agreement for two years with the same terms and conditions. In 2010 the City and District negotiated a five year agreement which included an increase in the compensation. The base amount for the first year was increased to $45,000 and a formula was established for the four subsequent years which adjusted the compensation annually based upon the increase or decrease of the equalized assessed value (EAV) of the Ogle Lee Fire Protection District.

Discussion:

A new three year agreement has been negotiated between representatives of the City and Ogle Lee Fire Protection District. The contract continues to provide for the day-to-day administration of the Ogle/Lee-City Departments as a single entity under the direction of the City’s Fire Chief and City Manager. The proposed agreement includes an increase in the compensation to $60,000 per year at a rate of $5,000 per month. In addition, the District Trustees will call for an Ambulance Service Referendum requesting a special tax levy not to exceed .30% of the value of all taxable property in March of 2016. If the referendum is passed, the District will increase its monthly payments to the City beginning May 1, 2017 by the amount of the actual cost to the City in providing ambulance and rescue services to the District, including depreciation of equipment, salaries, cost for training, etc. less insurance and cash payments received by the City from residents of the District, as calculated by the City for the prior year. The agreement has already been approved and signed by the Ogle Lee Fire Protection District.

Recommendation:

Approve an Intergovernmental Agreement between City and Ogle Lee Fire Protection District

Agenda Item #7 Engineering Agreement for System 1 Sanitary Sewer Replacement Veteran’s Parkway and South Main Street

References:

pdf Memo from Superintendent of Water/Water Reclamation Adam Lanning (139 KB)
pdf Engineering Agreement (292 KB)

Recommended Action:

Consider an Engineering Agreement with Willett Hofmann & Associates for System 1 Sanitary Sewer Replacement Veteran’s Parkway and South Main Street.

History and Fact:

RMU’s System 1 sanitary sewer is a 24” diameter line that begins at the System 1 lift station, located at the south end of the Water Reclamation Plant, and runs along Veteran’s Parkway, South Main Street and Steam Plant Road. This sewer line is over 55 years old and handles an average daily flow of 825,000 gallons, including primarily Hormel Foods and flow from the Cleveland and Caron Road lift stations.

RMU staff members have determined that approximately 3,200 feet of this line needs to be replaced due to deterioration caused by hydrogen sulfide gas from industrial strength waste reacting with the cement. RMU has discontinued any jetting and cleaning maintenance of this sewer line because the pressure of the jetter chips away at the softened surface of the concrete. In addition to the structural concerns, RMU has seen a significant increase in flow during rain events, increasing to as much as 1,300,000 gallons per day.

Discussion:

At the request of RMU staff, Willett Hofmann & Associates has submitted an engineering agreement for the design and construction observation of a sewer main replacement project. The project includes the replacement of the existing 24” sanitary sewer on Veteran’s Parkway from IL Route 251 to South Main Street and on South Main Street from Veteran’s Parkway to the sanitary sewer manhole where the Hormel sanitary sewer connects.

Superintendent of Water/Water Reclamation Adam Lanning recommends proceeding with the scope of work as outlined at a cost of $150,000.

The total cost of this project including design and construction costs is estimated at $585,000 and is included in the proposed 2015/16 Water Reclamation Capital Outlay Budget.

Recommendation:

Authorize the City Manager to sign an Engineering Agreement with Willett Hofmann & Associates for System 1 Sanitary Sewer Replacement Veteran’s Parkway and South Main Street.

Agenda Item #8 Supplemental Amendment to Preliminary/Construction Engineering Services Agreement – Wiscold Drive Improvement Project

References:

pdf Memo from City Engineer Sam Tesreau (107 KB)
pdf Supplemental Amendment to Preliminary/Construction Engineering Services Agreement – Wiscold Drive Improvement Project (35 KB)

Recommended Action:

Consider a Supplemental Amendment to Preliminary/Construction Engineering Services Agreement for Services related to the Wiscold Drive Improvement Project

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 3,000 feet of roadway upgrades along Wiscold Drive. The City subsequently received an award letter committing EDP funding of up to 50% of the Wiscold Drive improvements and associated expenses in an amount not to exceed $1,123,860. In addition, a Truck Access Route Program grant has also been received towards this project.

The original plan for roadway upgrades maintained the existing alignment along Wiscold Drive from Caron Road to Americold Drive. In March of 2014, due to the exorbitant cost to relocate and lower the existing BP pipeline, the Mayor and Council approved a new alignment through property owned by the City south of the existing Wiscold Drive. This change will result in Wiscold Drive intersecting with Caron Road at the current Steam Plant Road location.

Discussion:

The Mayor and Council approved an agreement with Fehr Graham in 2012 to provide preliminary engineering services. Due to the change in the project limits, along with the timeframe of the original agreement, Fehr Graham has requested to amend the original engineering services agreement. This request will update their fee schedule for 2015 and the cost for services described in the agreement to a lump sum, not to exceed fee of $151,000.

Construction is currently underway on the Wiscold Drive project with completion expected by September of this year. This is a multi-year project which will be funded through available EDP, Motor Fuel Tax, City Sales Tax and Utility Tax Funds for the local agency portion of the infrastructure construction, construction engineering and other related expenses.

Recommendation:

Authorize the City Manager to sign a supplemental amendment to the agreement between the City and Fehr Graham related to the Wiscold Drive Improvement Project.

Agenda Item #9 Switching Services Agreement with Burlington Junction Railway, LLC – City of Rochelle Railroad

References:

pdf Memo from Economic Development Director Jason Anderson (30 KB)
pdf Switching Services Agreement (265 KB)

Recommended Action:

Consider a Switching Services Agreement with Burlington Junction Railway, LLC – City of Rochelle Railroad

History and Fact:

Over the past ten years the City Industrial Rail (CIR) has undergone significant changes. During this ten year period the City and Ryder had an operating agreement which governed the switching and maintenance of the CIR. Seven years ago Ryder subcontracted the switching operations to the Burlington Junction Railway (BJRY) out of Burlington Iowa. The BJRY operates in seven locations across the Midwest and is considered to be one of the premier Short line switching operators in the country.

Discussion:

With the expiration of the operating agreement between Ryder and the City on April 16, 2015 the City entered into an interim agreement with the BJRY to operate the CIR under the City of Rochelle until the City Council approves a new five year operating agreement between the City and BJRY. The new operating agreement has defined new revenue allocations which include the City receiving 25% of the switch absorption fees into the railroads general funds and an additional 15% to be deposited in the CIR Capital Improvements funds. Additionally the City receives 100% of the storage fees for customers who have a need for temporary storage of rail cars.

The City Manager and Staff recommend the City Council approve the five year agreement with the BJRY for the switching and maintenance services on the CIR per the agreement.

Recommendation:

Approve a Switching Services Agreement with Burlington Junction Railway, LLC

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:

• Week of the Young Child – pdf April 13-17, 2015 (89 KB)

• National Telecommunicators Week - pdf April 12-18, 2015 (72 KB)

• Motorcycle Awareness Month – pdf May 2015 (50 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 23, 2015 (175 KB)

b) Accept and Place on File Minutes of Airport Advisory Board – pdf January 26, 2015 (205 KB)

c) Accept and Place on File Minutes of Planning and Zoning Commission – pdf March 2, 2015 (175 KB)

d) Approve Bills – pdf 031315-031915 (48 KB) , pdf 032015-032615 (126 KB) , pdf 032715-040215 (94 KB)

e) Approve Payroll – pdf 031615-032915 (52 KB)

f) Approve Lincoln Highway Heritage Festival Request – pdf August 14-16, 2015 (100 KB)

g) Approve Resolution Authorizing Lincoln Highway Heritage Festival Parade – pdf August 16, 2015 (10 KB)

h) Authorize Rochelle Elementary Schools Fun Run Event - pdf May 27, 2015 (37 KB)

i) Authorize Closure of 10th Avenue between Illinois 251 and 8th Street – pdf 2015 Outdoor Markets (14 KB)

2) Development Agreement – Rochelle Community Hospital

3) Purchase of Circuit Breaker, Disconnect Switches and Instrument Transformers – Caron Road Substation Expansion

4) Budget Amendment Fiscal Year 2014-15

VII. DISCUSSION ITEMS:

1) Budget Fiscal Year 2015-16

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Redevelopment Agreement for Rochelle Community Hospital Redevelopment Project

References:

pdf Redevelopment Agreement (785 KB)
pdf Ordinance Approving Redevelopment Agreement (79 KB)

Recommended Action:

Consider Redevelopment Agreement for Rochelle Community Hospital

History and Fact:

Rochelle Community Hospital currently owns 4.58 acres of land located between North 2nd Street and North 3rd Street and between West 8th Avenue and West 10th Avenue. In the past year the Mayor and Council approved the rezoning of several properties near Rochelle Community Hospital (RCH) and the issuance of a special use permit to allow the hospital to expand its campus. The hospital has since demolished several residential dwellings to prepare for the expansion.

Discussion:

The hospital plans to construct a new medical offices building adjacent and attached to the current Rochelle Community Hospital facility. In order to facilitate the construction, the City and hospital have agreed to the following provisions included in the Redevelopment Agreement:
• Unless otherwise stated in the agreement, the construction of public improvements for the development shall be the responsibility of the hospital.
• The hospital shall prepare a final plat and engineering plans for the property and shall obtain the City’s approval before commencing construction.
• Prior to approval of the final plat, the hospital shall deposit adequate security with the City.
• The hospital shall construct curb and gutter across all currently existing drive-way cuts that will no longer be in use after the construction.
• The hospital shall pay the cost of constructing the necessary sewer improvements and the City shall construct the sewer improvements at an estimated cost of $228,000.
• The City shall, at the hospital’s cost, construct electric and fiber optic service to serve the hospital property at an estimated cost of $14,922.
• Stormwater facilities will be constructed on the hospital property in accordance with the Rochelle Municipal Code.
• The hospital shall pay for, and the City shall install, up to eight street lights not located on the hospital property at an estimated cost of $23,600.

Recommendation:

Authorize an Ordinance Approving Redevelopment Agreement for Rochelle Community Hospital

Agenda Item #3 Purchase of Circuit Breaker, Disconnect Switches and Instrument Transformers – Caron Road Substation Expansion

References:

pdf Letter of Recommendation from Sargent & Lundy (583 KB)

Recommended Action:

Consider purchase of circuit breaker, disconnect switches and instrument transformers for the Caron Road Substation Expansion

History and Fact:

Due to the industrial growth over the past several years, the Caron Road Substation is currently down to one available feeder/circuit. As a result, the Mayor and Council approved an Engineering Services Agreement last year with Sargent & Lundy for the expansion of the substation. In the past couple of months the council has approved the purchase of a transformer and switchgear for the expansion.

Bids for the circuit breaker, disconnect switches and instrument transformers were originally opened on February 17th. The bids were subsequently rejected by the Mayor and Council on March 9th due to a United States Postal Service holiday which disrupted the delivery of bid packets.

Discussion:

New bids was issued for these materials and, subsequent to the required public notice, the City Clerk opened bids on March 10th for the design, manufacture and delivery of the following three, separately bid, equipment items: three capacitor voltage transformers, six “V” type disconnect switches and one SF6 puffer circuit breaker.

Contractors submitted 5 bids for the disconnect switches, and two for the other pieces of equipment. Our consultant, Sargent & Lundy, has reviewed the bids and recommends acceptance of the following bids:
• Award the contract for the 138kV Capacitor Voltage Transformers to Trench in the amount of $28,125.
• Award the contract for the Manual Disconnect Switches to Wesco in the amount of $56,386.
• Award the contract for the 138kV SF6 Dead Tank Circuit Breaker to Alstom in the amount of $59,950.

Recommendation:

Award the contract for the 138kV Capacitor Voltage Transformers to Trench in the
amount of $28,125.
Award the contract for the Manual Disconnect Switches to Wesco in the amount of $56,386.
Award the contract for the 138kV SF6 Dead Tank Circuit Breaker to Alstom in the amount of $59,950.

Agenda Item #4 Budget Amendment Fiscal Year 2014-15

References:

pdf Memo from Finance Director Chris Frye (29 KB)

Recommended Action:

Consider a Budget Amendment for Fiscal Year 2014-15.

History and Fact:

As noted in previous audits, the Insurance Fund, Illinois Municipal Retirement Fund (IMRF) and Social Security Fund have had negative fund balances for some time.

Discussion:

Finance Director Chris Frye recommends transferring available funds from the Health Insurance Fund as follows:

• Transfer $831,000 from the Health Insurance Fund to the Insurance Fund
• Transfer $68,000 from the Health Insurance Fund to the IMRF Fund
• Transfer $21,000 from the Health Insurance Fund to the Social Security Fund

Assuming council approves the transfers as proposed, the Health Insurance Fund will have an approximate remaining balance of $375,000.

Recommendation:

Approve a Budget Amendment for Fiscal Year 2014-15 as presented.

Discussion Item #1 Budget Fiscal Year 2015-16

The City Council met as a Committee of the Whole on March 16th and 30th to discuss the upcoming 2015-16 budget. During the meetings, management staff provided information on expenditures as compared to 2014-15 projections and requests for new hires and capital purchases or projects for 2015-16. These meetings gave council the opportunity to interact directly with the staff for clarifications and questions.

City Manager Plyman has reviewed the draft budget prepared by staff. He will provide council with a detailed list of modifications necessary to present a balanced, fiscally responsible budget for 2015-16.

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:

• League of Women Voters “Making Democracy Work Day” –  pdf March 24, 2015 (40 KB)

• Mayor’s Day of Recognition for National Service – pdf April 7, 2015 (44 KB)

• Arbor Day – pdf April 24, 2015 (37 KB)

IV. REPORTS AND COMMUNICATIONS:

• Mayor

• Council Members

• Financial Statement – pdf February 2015 (730 KB)

V. PUBLIC COMMENTARY:

• Community Center/YMCA Project Update

o pdf Updated Results: Area Resident Reaction to a New Community Center/YMCA in Rochelle (162 KB)

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – pdf March 9, 2015 (181 KB)

b) Approve Bills – pdf 022715-030515 (90 KB) , pdf 030615-031215 (91 KB)

c) Approve Payroll – pdf 030215-031515 (131 KB)

d) Approve Closure of Centerpoint Drive North of the RC2 Entrance for Project Red Construction Material Staging March-May

e) Authorize Rochelle Lions Club Tootsie Pop Fund Raiser – pdf May 1, 2015 (179 KB)

2) 138kV Transmission Line Rebuild Project – Steward Road

3) Engineering Services for Sewer Main Relocation Project – Rochelle Community Hospital

4) Grade Crossing Signal Installation Agreement between the City of Rochelle and BNSF Railway Company – Quadrant Gates at 15th Street

5) PJM Letter of Commitment - Transmission Tariff

6) Cable Television Franchise Agreement Extension and Ordinance Adopting Cable/Video Service Provider Customer Service Standards

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 138kV Transmission Line Rebuild Project – Steward Road

References:

pdf Memo from Superintendent of Electric Operations Joe Orlikowski (112 KB)

pdf Letter of Recommendation from BHMG Engineers (105 KB)

Recommended Action:

Consider bids for the 138kV Transmission Line Rebuild Project

History and Fact:

RMU currently has a 138kV transmission line, Line 1, which extends along Steward Road from CHS to Hayes Road. Due to the age of the line and to serve the future needs of this area, in particular Well #12, RMU plans to rebuild approximately .55 miles of the line on steel poles with distribution underbuild and one self-supported pole foundation.

Discussion:

Subsequent to the required public notice, the City Clerk opened one bid for the Transmission Line Rebuild Project on Wednesday, March 18th from M.J. Electric. The bid included two proposals as follows: 5.01 for the line energized at a cost of $674,877.99 and 5.02 for the line de-energized at a cost of $449,918.66

The engineering estimate for this portion of the project was $347,500. However, the total project costs will still be within the project budget if proposal 5.02 is selected and there is a need to provide power to the new well on Hayes Road this year. Therefore, Superintendent of Electric Operations Joe Orlikowski and our consultant from BHMG recommend the acceptance of proposal 5.02 from M.J. Electric for the line de-energized at a cost of $449,918.66

The Transmission Line Rebuild Project is being funded through Electric Revenue System Bonds issued last year.

Recommendation:

Approve the bid from M.J. Electric, proposal 5.02, for the 138kV Transmission Line Rebuild Project at a cost of $449,918.66 and reject all other bids.

Agenda Item #3 Engineering Services for Sewer Main Relocation Project – Rochelle Community Hospital

References:

pdf Memo from Superintendent of Water/Water Reclamation Adam Lanning (98 KB)
pdf Engineering Proposal (292 KB)

Recommended Action:

Consider an engineering proposal from Willett Hofmann & Associates for the design and construction observation of a sewer main relocation project along the south side of the Rochelle Community Hospital property.

History and Fact:

Last year the Mayor and Council approved the rezoning of several properties near Rochelle Community Hospital (RCH) and the issuance of a special use permit to allow the hospital to expand its campus. The hospital has since demolished several residential dwellings to prepare for the expansion.

RCH plans to expand their current facility to the south. This new construction will take place over existing Rochelle Municipal Utility (RMU) water and sewer lines. RMU personnel have already shut off the water line and have confirmed that abandoning this line will not cause any issues. However, this is not the case with the sewer line which must be relocated so that RMU can maintain access to the line.

Discussion:

At the request of RMU staff, Willett Hofmann & Associates has submitted an engineering proposal for the design and construction observation of a sewer main relocation project along the south side of the RCH Property. The sewer improvements to be constructed on the hospital property include the construction of a twelve inch sanitary sewer from the current sewer terminus along the western line of the hospital’s property, north within the North 3rd Street right-of-way, to the sewer located within the West 10th Avenue right-of-way.

Superintendent of Water/Water Reclamation Adam Lanning recommends proceeding with the scope of work as outlined at a cost of $34,700.

The total cost of this project including design and construction costs is estimated at $228,000. The current annexation agreement proposal includes funding of the project by Rochelle Community Hospital.

Recommendation:

Authorize the City Manager to sign an engineering proposal from Willett Hofmann & Associates for the design and construction observation of a sewer main relocation project along the south side of the Rochelle Community Hospital property.

Agenda Item #4 Grade Crossing Signal Installation Agreement between the City of Rochelle and BNSF Railway Company – Quadrant Gates at 15th Street

References:

pdf Grade Crossing Signal Installation Agreement (2.59 MB)

Recommended Action:

Consider a Grade Crossing Signal Installation Agreement between the City of Rochelle and BNSF Railway Company for quadrant gates at 15th Street

History and Fact:

The Comprehensive Plan and the City Council’s Strategic Planning Summary developed in 2011 recognize the need to eliminate or mitigate the train noise in our community. This has been identified as a quality of life issue, especially for those living and working near the tracks.

In 2012 the City hired Quiet Zone Technologies to conduct an evaluation of the BNSF and UP roadway and pedestrian crossings. To supplement the report, Fehr Graham prepared an analysis of the roadway improvements and estimated costs necessary to meet the Federal Railroad Administration’s requirements for a full Quiet Zone. Based on the evaluation and analysis, the Mayor and Council approved an agreement in 2014 with Fehr Graham for the selection and design of crossing treatments and filing of the required Notice of Intent (NOI). Thus far, Fehr Graham has issued the NOI to Establish a Quiet Zone for both the UP and BNSF corridors and completed 90% of the construction plans. The firm intends to finalize the plans once the public comment period for the NOI ends in April.

Discussion:

The BNSF Railway Company has prepared a Grade Crossing Signal Installation Agreement which provides for the installation of four-quadrant flashers and gates at 15th Street by the BNSF Railway at an estimated cost to the City of $768,651. In addition, the City would be responsible for the installation of a pavement marking stop bar and advance warning signs in accordance with the Manual on Uniform Traffic Control Devices. Once the agreement is executed, it is anticipated that the BNSF will install the quad gates within 180 days.

The current status of the Quiet Zone project will allow for bidding in early May and construction to commence by the end of June. With the completion of the quad gates by the BNSF and the crossing improvements by the City of Rochelle, the Quiet Zone could be established by the end of 2015.

As discussed at the recent Committee of the Whole Budget Workshop, the City plans to issue either alternate revenue bonds or debt certificates to fund the Quiet Zone project estimated at $1,750,000-$2,000,000.

Recommendation:

Authorize the City Manager to sign a Grade Crossing Signal Installation Agreement between the City of Rochelle and BNSF Railway

Agenda Item #5 Letter of Commitment for PJM Integration

References:

pdf Memo from Business and Financial Analyst Dan Westin (93 KB)

pdf Attachments (371 KB)

Recommended Action:

Consider Letter of Commitment for PJM Integration

History and Fact:

In December of 2014 the Utility Advisory Board approved the recommendation from Rochelle Municipal Utilities (RMU) staff to proceed with a transmission tariff application to the Federal Energy Regulatory Commission (FERC). (See Attachment B.)
Since this approval, RMU staff and consultants have completed the FERC Tariff Application which shows that due to RMU’s interconnect to the grid, our assets have the potential to generate yearly revenue of $1,244,000. This revenue has potential to grow with additional transmission investment, some of which is going to be required very soon, and this revenue is a way to fund those investments. (See Attachment A.)
Discussion: As part of applying for the FERC transmission tariff RMU staff and consultants have also worked with PJM, the regional transmission operator, to prepare for a formal integration in PJM (RMU has been connected with PJM since 2005, this integration is tied to having the correct designation in order to apply for the transmission tariff). As part of this integration, which will cost about $200,000, PJM is requesting a letter of commitment from the City of Rochelle DBA RMU. This integration is dependent on RMU being approved for the transmission tariff and will not be charged to the utility if the tariff is not approved.

It is preferable to have this commitment letter sent in with the tariff application.

Recommendation:

Authorize the City Manager to Sign the Letter of Commitment for PJM Integration

Agenda Item #6 Cable Television Franchise Agreement Extension and Ordinance Adopting Cable/Video Service Provider Customer Service Standards

References:

pdf Memo from City Attorney Alan Cooper (366 KB)

pdf Cable Television Franchise Agreement Extension (6 KB)

pdf Ordinance Adopting Cable/Video Service Provider Customer Service Standards (89 KB)

Recommended Action:

Consider a Cable Television Franchise Agreement Extension and an Ordinance Adopting Cable/Video Service Provider Customer Service Standards

History and Fact:

The Mayor and City Council approved a five year Cable Franchise Agreement with Comcast on March 9, 2010. The contract was subsequently executed by the City on March 23rd, which then became the effective date, and expires on March 23, 2015.

Discussion:

Over the past few weeks City Attorney Alan Cooper has been negotiating a new franchise agreement which will allow Comcast to continue to operate a cable television system in the City. The contract is close to being finalized and it is anticipated that a public hearing and approval of the new agreement will take place at the April 13th City Council meeting. Therefore, Attorney Cooper recommends approving an extension of the current Comcast franchise agreement to April 27th.

The proposed franchise agreement currently being negotiated with Comcast includes cable/video customer service standards included in the Illinois State Statutes. For that reason, Attorney Cooper recommends that the City amend Chapter 26, Cable/Video Service Regulations, to enforce the customer service and privacy protection standards provided by the Cable and Video Customer Protection Law.

Recommendation:

Approve the Cable Television Franchise Agreement Extension
Approve an Ordinance Adopting Cable/Video Service Provider Customer Service Standards

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 - Appointment of Chris Frye to the Police and Fire Pension Boards for a Term to Expire May 1, 2017

• Council Members

• Employee Introductions –  pdf Eric Cech (124 KB)

           pdf Austin Gillis (61 KB)

• pdf Financials January 2015 (819 KB)

• Presentation of Tourism Brochure Award Certificates

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  pdf February 9, 2015 (76 KB)

b) Accept and Place on File Minutes of Planning and Zoning Commission -  pdf November 3, 2014 (198 KB)

c) Approve Bills – pdf 013015-020515 (86 KB) ,  pdf 020615-021215 (80 KB) , pdf 021315-021915 (108 KB) ,  pdf 022015-022615 (75 KB)

d) Approve Payroll –  pdf 020215-021515 (57 KB) ,   pdf 021615-030115 (58 KB)

e)  pdf Accept and Place on File Annual Fire Department Report (2.49 MB)

f) pdf Approve Resolution Urging the Governor and General Assembly to Protect Full Funding of Local Government Distributive Fund Revenues (7 KB)

g) Approve RTHS Education Foundation’s Request to Hold 30 Men Who Cook Event at Rochelle
Airport –  pdf September 12, 2015 (98 KB)

h) Authorize the City’s Assistance with the Hospital Hustle 5K Fun Run/Walk –  pdf June 6, 2015 (25 KB)

i) Approve Ale on Lincoln Planning Committee Request – pdf June 13, 2015 (100 KB)

j) Approve the Use of Rochelle Municipal Airport for the PreOsh Wingfest 1 –  pdf July 18, 2015 (74 KB)

k) Authorize The Catholic Church of St. Patrick to use City streets for a Procession on  pdf April 3, 2015 (23 KB)

2) Ordinance Approving Special Use Permit for Commercial Greenhouse with Associates Caretaker Residence at 100 Centerpoint Drive - CG Greenhouses

3) Airport Water Service Extension Project

4) Purchase of Switchgear – Caron Road Substation Expansion

5) Purchase of Circuit Breaker, Disconnect Switches and Instrument Transformers – Caron Road Substation Expansion

6) Ordinance to Allow for the Franchising of Mobile Food Vendors

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX.   ADJOURNMENT

Agenda Item #2 Ordinance Approving Special Use Permit for Commercial Greenhouse with Associated Caretaker Residence – 100 Centerpoint Drive

References:

pdf Memo from Building Inspector Kip Countryman (20 KB)

pdf Ordinance Approving Special Use Permit for Commercial Greenhouse with Associated Caretaker Residence – 100 Centerpoint Drive (139 KB)

Recommended Action:

Consider an Ordinance Approving Special Use Permit for Commercial Greenhouse with Associated Caretaker Residence – 100 Centerpoint Drive

History and Fact:

CG Greenhouse plans to produce hydroponic tomatoes on a 20.5 acre site located in the Centerpoint Intermodal Center. The project has been designed in four phases, potentially creating over 1,200,000 square feet of greenhouse space at full build out.

CG Greenhouse has petitioned the City for a special use permit to allow for the construction of the first phase, a 311,000 square foot commercial greenhouse at 100 Centerpoint Drive, the construction of an associated caretaker residence on the lot and the ability to house and feed sheep.

Discussion:

The Rochelle Municipal Code currently allows commercial greenhouses in the I-1, Light Industry, zoning district, single family residential housing in the R-1 through R-O Districts and does not allow raising farm animals within the City limits in any zoning district.

The Planning and Zoning Commission held a public hearing to review the petition at its meeting on March 2nd. Following some discussion the Planning and Zoning Commission, by a vote of 6-0, recommended that the City Council amend the Rochelle Municipal Code to allow for a commercial greenhouse operation in the I-2, General Industry, zoning district and approve the issuance of a special use permit for a commercial greenhouse with associated caretaker residence and the presence of no more than five sheep at a time on the property.

Recommendation:

Authorize an Ordinance Approving Special Use Permit for Commercial Greenhouse with Associated Caretaker Residence – 100 Centerpoint Drive

Agenda Item #3 Airport Water Service Extension

References:

pdf Memo from Water/Water Reclamation Superintendent Adam Lanning (29 KB)

pdf Recommendation from Fehr Graham Engineering & Environmental (717 KB)

pdf Resolution Requesting Permit from the Illinois Department of Transportation (6 KB)

Recommended Action:

Consider bids for the airport water service extension.

History and Fact:

The City of Rochelle airport currently provides water to its users through a well located on site. This well is located in the vicinity of a leaking underground storage tank (LUST) as identified by the Illinois Environmental Protection Agency (IEPA). In addition, the well has presented water quality issues in the past due to its shallow depth.

In 2014, in connection with the LUST site, the IEPA approved funding assistance for the installation of a new 2" water service from RMU’s existing line near the I88 overpass to the airport. This new water service will eliminate the risk of the LUST site and improve the water quality for the airport and its users.

Discussion:

Subsequent to the required public notice, the City Clerk opened one bid from Martin & Company Excavating on February 9th. City staff and our consultant, Brandy Williams from Fehr Graham and Associates, reviewed the single bid and found it to be complete. Since the bid is below the engineer’s estimate of $103,673, staff and our consultant recommend the acceptance of the bid from Martin & Company Excavating in the amount of $99,222.16.

Once approved the project will proceed with a completion deadline of April 15th in order to qualify for reimbursement of $90.271 through the IEPA Corrective Action Plan.

Recommendation:

Approve the bid from Martin & Company Excavating in the amount of $99,222.16 and reject all other bids.

Agenda Item #4 Purchase of Switchgear – Caron Road Substation Expansion

References:

pdf Memo from Superintendent of Electric Operations Joe Orlikowski (116 KB)

pdf Letter of Recommendation from Sargent & Lundy (4.52 MB)

Recommended Action:

Consider purchase of switchgear for the Caron Road Substation Expansion

History and Fact:

The Caron Road Substation was originally built in 1970 and later expanded in 1985 and 2005. Due to the industrial growth over the past several years, the substation is now down to only one available feeder/circuit. As a result, the Mayor and Council approved an Engineering Services Agreement on November 24, 2014 with Sargent & Lundy for the expansion of the substation. In addition the City Council approved the purchase of a transformer on February 9th.

Discussion:

Subsequent to the required public notice, the City Clerk opened seven bids on February 3rd for the design, manufacture and deliver of a 15kV Medium Voltage Switchgear with Vacuum Type Breakers required for the substation expansion. Superintendent of Electric Operations Joe Orlikowski and our consultant Sargent & Lundy reviewed the bids and recommend awarding the contract to Siemens, the apparent low bidder, in the amount of $550,193, including insulated cable boots. This amount is within the engineer’s estimate of $612,000.

The Caron Road Substation Expansion project is being funded through Electric Revenue System Bonds issued last year.

Recommendation:

Approve a contract with Siemens for the design, manufacture and delivery of a 15kV Medium Voltage Switchgear with Vacuum Type Breakers from Siemens at a cost of $550,193, including insulated cable boots.

Agenda Item #5 Purchase of Circuit Breaker, Disconnect Switches and Instrument Transformers – Caron Road Substation Expansion

References:   pdf Letter of Recommendation from Sargent & Lundy (1.13 MB)

Recommended Action:

Consider purchase of circuit breaker, disconnect switches and instrument transformers for the Caron Road Substation Expansion

History and Fact:

As stated in the previous agenda item, the Mayor and Council approved an Engineering Services Agreement with Sargent & Lundy for expansion of the Caron Road Substation on November 24, 2014. The agreement included the development of specifications for procurement of equipment/materials and assisting Rochelle Municipal Utilities with the bid process.

Discussion:

Subsequent to the required public notice, the City Clerk opened bids on February 17th for the design, manufacture and delivery of the following three, separately bid, equipment items related to the Caron Road Substation expansion: three capacitor voltage transformers, six “V” type disconnect switches and one SF6 puffer circuit breaker. A total of four bids were received for the three items, including two for the circuit breaker.

Superintendent of Electric Operations Joe Orlikowski and our consultant, Sargent & Lundy, believe that the United States Postal Service holiday recognizing Washington’s Birthday/ Presidents Day on February 16th impacted the bid response. City Clerk McKinney confirmed that an additional bid packet was received and returned to the sender unopened the following day. Therefore, staff and our consultant recommend that the Council reject all bids.

The City has re-issued bid notices for the three items with a bid opening date of March 10th.

Recommendation:

Reject all bids for the capacitor transformers, disconnect switches and circuit breaker.

Agenda Item #6 An Ordinance to Allow for the Franchising of Mobile Food Vendors

References:

pdf Memo from Community Development Director Michelle Pease and Building Inspector Kip Countryman (43 KB)

pdf Ordinance to Allow for the Franchising of Mobile Food Vendors (122 KB)

pdf Food Truck Map (5.12 MB)

Recommended Action:

Consider an Ordinance to Allow for the Franchising of Mobile Food Vendors

History and Fact:

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

Discussion:

Per the National League of Cities, “Mobile food vending generates approximately $650 million in revenue annually. The industry is projected to account for approximately $2.7 billion in food revenue over the next five years, but unfortunately, most cities are legally ill-equipped to harness this expansion. Many city ordinances were written decades ago, with a different type of mobile food supplier in mind, like ice cream trucks, hot dog carts, sidewalk peddlers, and similar operators. Modern mobile vending is a substantial departure from the vending typically assumed in outdated local regulations. Vendors utilize large vehicles packed with high-tech cooking equipment and sanitation devices to provide sophisticated, safe food usually prepared to order.”

Following a significant amount of research, Chamber of Commerce and Community Development staff members are recommending an ordinance which will establish regulations for mobile food vendor vehicles in the B-1, B-2, I-1 and I-2 zones of the City. Staff believes that mobile food vendors are an excellent way to create a shopper, family and industry friendly environment in our community.

Staff has created an application for vendors to apply, designated hours of operation and partnered with the Rochelle School District, Rochelle Park District and the City of Rochelle to designate specific areas where mobile food vending will be allowed. In addition, vendors will be allowed on private business owner’s property with written approval of the property owners.

On March 2nd the Planning and Zoning Commission held a Public Hearing on this topic and subsequently voted to recommend approval by a vote of 6-0.

Recommendation:

Approve an Ordinance to Allow for the Franchising of Mobile Food Vendors

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 - Appointment of Dan Lundquist to the Utility Advisory Board for a Term to Expire July 1, 2016
• 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 26, 2015 (94 KB)

b) Accept and Place on File Minutes of Airport Advisory Board – pdf September 22, 2014 (220 KB)

c) Accept and Place on File Minutes of Railroad Advisory Board – pdf September 25, 2014 (95 KB)

d) Approve Bills – pdf 011615-012215 (103 KB) ,  pdf 012315-012915 (93 KB)

e) Approve Payroll –  pdf 011915-020115 (1.27 MB)

f) pdf Accept and Place on File Annual Police Department Report (5.86 MB)

g)  pdf Approve the Purchase of a Two Winding Power Transformer for the Caron Road Substation Expansion from ABB for a Total Price of $775,400, including the Spare Equipment and Calisto Monitoring Systems (178 KB)

h) pdf Approve a Resolution Establishing the Official Zoning Map for 2014 (1.41 MB)

i) pdf Approve Cinco de Mayo Planning Committee Request – May 2, 2015 (100 KB)

2) Consideration and Action on an Ordinance providing for the issuance of not to exceed $10,000,000 Electric System Revenue Refunding Bonds, Series 2015, of the City of Rochelle, Ogle and Lee Counties, Illinois, and a bond order in connection therewith, and providing for the collection, segregation and distribution of the revenues of the electric system of the City and authorizing the sale of said bonds to Robert W. Baird & Co. Incorporated, Naperville, Illinois.

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Consideration and Action on an Ordinance providing for the issuance of not to exceed $10,000,000 Electric System Revenue Refunding Bonds, Series 2015, of the City of Rochelle, Ogle and Lee Counties, Illinois, and a bond order in connection therewith, and providing for the collection, segregation and distribution of the revenues of the electric system of the City and authorizing the sale of said bonds to Robert W. Baird & Co. Incorporated, Naperville, Illinois.

References:

pdf Memo from Finance Manager Chris Frye (85 KB)
pdf Ordinance Providing for the Issuance of Electric System Revenue Refunding Bonds (366 KB)

Recommended Action:

Consider an Ordinance providing for the issuance of not to exceed $10,000,000 electric revenue refunding bonds.

History and Fact:

On August 24, 2005, RMU issued $9,435,000 in electric revenue bonds to make improvements to the electric system including an expansion of the Caron Road substation and the replacement of 1.3 miles of transmission line. Due to the current interest rate environment, a refunding of this bond could generate a savings in interest expense over the term of the bond while maintaining the original maturity date.

Discussion:

The attached Parameters Ordinance stipulates a maximum maturity date of May 1, 2030, maximum bond issue amount of $10 million dollars, maximum annual interest rate of 7%, issue date of no later than May 1, 2015. Once passed, the refunding of the bond can be authorized by the Mayor as long as it meets all of the parameters.

Recommendation:

Approve an Ordinance providing for the issuance of not to exceed $10,000,000 Electric System Revenue Refunding Bonds, Series 2015, of the City of Rochelle, Ogle and Lee Counties, Illinois, and a bond order in connection therewith, and providing for the collection, segregation and distribution of the revenues of the electric system of the City and authorizing the sale of said bonds to Robert W. Baird & Co. Incorporated, Naperville, Illinois.

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 December 2014 (798 KB)

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – January 12, 2015

b) Accept and Place on File Stormwater Advisory Commission Minutes -  pdf September 10, 2014 (354 KB)

c) Approve Bills – pdf 12/19/14-1/8/15 (101 KB) , pdf 1/9/15-1/15/15 (78 KB)

d) Approve Payroll –  pdf 01/05/15-01/18/15 (57 KB)

e) pdf Accept and Place on File Annual Community Development Department Report (3.11 MB)

f) Approve Use of Rochelle Municipal Airport for Rochelle Area Chamber of Commerce Summer Country Jam Concert -  pdf August 1, 2015 (167 KB)

2) Purchase of Fire Engine - Fire Department

3) Resolution for Maintenace of Street and Highways by Municipality - Street Light Usage

4) Well #11 Repairs

VII. DISCUSSION ITEMS:

1) City of Rochelle Communication Plan

VIII. EXECUTIVE SESSION

IX.  ADJOURNMENT

Agenda Item #2 Purchase of Fire Engine - Fire Department

References:

pdf Memo from Fire Chief Brian Johnson (45 KB)

Recommended Action:

Consider bids for the purchase of a fire engine for the Fire Department.

History and Fact:

The 2014-15 Ambulance Fund Budget includes $450,000 for the purchase of a fire engine for the Fire Department. If approved, the new engine will replace a 1995 model.

Discussion:

Subsequent to the required public notice, the City Clerk opened bids from four suppliers on December 5, 2014. Fire Chief Brian Johnson reviewed the bids and narrowed the choice down to Toyne, Inc. and Alexis Fire Equipment. Unfortunately, the apparent low bidder, Toyne, Inc., did not meet the required specifications in multiple warranty and engine construction areas. Therefore, Chief Johnson recommends the acceptance of the bid from Alexis Fire Equipment in the amount of $462,040.

The 2014-15 Ambulance Fund Budget also includes the purchase of a new truck. This purchase, budgeted at $30,000, will be delayed to keep expenses within the budget.

Recommendation:

Approve the bid from Alexis Fire Equipment in the amount of $462,040 and reject all other bids.

Agenda Item #3 Resolution for Maintenance of Street and Highways by Municipality – Street Light Usage

References:

pdf Memo from City Engineer Sam Tesreau (90 KB)

pdf Resolution for Maintenance of Streets and Highways (22 KB)

Recommended Action:

Consider a Resolution for Maintenance of Streets and Highways for the 2014/2015 Street Light Usage

History and Fact:

During the 2014/15 budget process it was determined that street light usage is an eligible use of Motor Fuel Tax (MFT) funds. Therefore, in an effort to help reduce general fund expenses it was proposed that a portion of the street light usage costs be funded through MFT funds.

Discussion:

City Engineer Sam Tesreau recommends that a resolution in the amount of $100,000 be approved. This will allow the City to move forward with providing funding through MFT revenues for part of the maintenance and other expenses associated with street light usage.

Recommendation:

Approve a Resolution for Maintenance of Streets and Highways in the amount of $100,000.

Agenda Item #4 Well #11 Repairs

References:

pdf Memo from Water/Water Reclamation Superintendent Adam Lanning (28 KB)

Recommended Action:

Consider approving repairs for well #11.

History and Fact:

Well #11, located on Flagg Road near the high school, unexpectedly failed on January 5th. Since well #4 is also currently out of service for some routine rehabilitation, Municipal Well and Pump was called in for an emergency repair. The contractor installed a rental motor and well #11was back in service on January 15th.

Discussion:

After inspection of the equipment, it has been determined that the pump, motor, cable and sand separator either need to be replaced or rebuilt. Water/Water Reclamation Superintendent Adam Lanning recommends replacing the pump and associated equipment at a cost of $88,187.90. The new equipment is in stock and can be installed in approximately 5 weeks. Rebuilding the equipment would cost $81,768.40 and take approximately 10 weeks. In addition, purchasing a new motor and pump will allow us to downsize from a 300 HP motor to a 200 HP motor. This should result in significant savings in electric costs due to the improved efficiency of the pump.

The Rochelle Municipal Code provides that contracts for emergency services or repairs are excluded from the requirement of competitive bidding when the delay in seeking competitive bids would result in damage or additional cost to the City.

Recommendation:

Approve the quote of $88,187.90 from Municipal Well & Pump for an emergency repair of well #11 without competitive bidding.

Discussion Item #1 City of Rochelle Communication Plan

References:

pdf Communication Plan (352 KB)

Discussion:

A City of Rochelle Communication Plan has been developed in order to identify goals and the means to reach those goals by effectively communicating with citizens and customers. The plan identifies our current marketing channels and guidelines for their use. In addition, it breaks down the initiatives by department and identifies overall objectives and specific goals for meeting them.

Marketing and Public Relations Manager Jennifer Thompson will provide an overview of the plan and respond to questions from the Mayor and Council.

City of Rochelle Council Chambers

420 North 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag
• Prayer

II. ROLL CALL:

III. BUSINESS ITEM:

1) Joint Discussion and Action on Intergovernmental Agreement between the City and Flagg Rochelle Community Park District (Recreational Center)

IV. PROCLAMATIONS, COMMENDATIONS, ETC:

V. REPORTS AND COMMUNICATIONS:

• Mayor
• Council Members
• Employee Introduction –  pdf Ryan Kovacs (121 KB) , pdf Nancy Bingham (124 KB) ,  pdf Adriana Milan (124 KB)
• Financial Statement –  pdf November 2014 (836 KB)

VI. PUBLIC COMMENTARY:

VII. BUSINESS ITEMS:

2) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – pdf December 8, 2014 (86 KB)
b) Approve Minutes of Special City Council Meeting –  pdf December 17, 2014 (66 KB)
c) Approve Bills – pdf 11/27/14-12/4/14 (90 KB) , pdf 12/5/14-12/11/14 (89 KB) , pdf 12/12/14-12/18/14 (131 KB)
d) Approve Payroll – pdf 11/24/14-12/7/14 (53 KB) ,  pdf 12/8/14-12/21/14 (49 KB) ,  pdf 12/22/14-1/4/15 (36 KB)

e) Accept and Place on File Minutes of Trucking Advisory Commission -  pdf November 13, 2013 (270 KB)

3) Engineering Services for the Rebuild of a Transmission Line along Steward Road to Hayes Road

4) Purchase of Steel Poles for Transmission Line along Steward Road to Hayes Road

5) Economic Development Program (EDP) Resolution - Wiscold Drive Improvements

6) Rochelle Fire Fighters Association Agreement 2014-2019

VIII. DISCUSSION ITEMS:

        1)  Sustainability Forum

IX. EXECUTIVE SESSION

X.  ADJOURNMENT

Agenda Item #1 Joint Discussion and Action on Intergovernmental Agreement between the City of Rochelle and the Flagg Rochelle Community Park District (Recreational Center)

References:

pdf Intergovernmental Agreement (86 KB)
pdf Ordinance Approving an Intergovernmental Agreement (68 KB)

Recommended Action:

Consider an Intergovernmental Agreement between the City and Flagg Rochelle Community Park District

History and Fact:

Members of the Rochelle Recreational Facility Task Force have been meeting for several months with the goal of building a recreational facility in Rochelle. As a result of the group's efforts a market research analysis and community program gap analysis have been completed. In addition, task force members have visited YMCA sites and developed a conceptual facility floorplan and budget.

In December, Co-chairmen Dan Lundquist and Noah Carmichael spoke to the Rochelle City Council and the Flagg-Rochelle Community Park District on the group's progress and timeline. The group hopes to secure funding commitments in January/February of 2015 followed by agreements with the YMCA in February/March. They believe that this timeline will allow for the construction of a facility to begin in the fall of 2015 and a Grand Opening in late summer of 2016.

Discussion:

An Intergovernmental Agreement has been developed between the City of Rochelle and the Flagg Rochelle Community Park District to facilitate the construction and operation of a recreational center. The agreement between the parties provides for the purchase or long-term lease of property; design and construction of the recreational center; contribution by each of the parties of one-half of the cost of property, design and construction (estimated at approximately $6 million); the parties mutual desire to pursue a lease, license or a contractual operating agreement for the operation of the Recreational Center; and insurance responsibilities.

Recommendation:

Consider an Ordinance Approving an Intergovernmental Agreement between the City and the Flagg Rochelle Community Park District for a Recreational Center

Agenda Item #3 Engineering Services for the Rebuild of a Transmission Line along Steward Road to Hayes Road

References:

pdf Memo from Superintendent of Electric Operations Joe Orlikowski (68 KB)
pdf Memorandum of Agreement (89 KB)

Recommended Action:

Consider a Memorandum of Agreement with BHMG for the Rebuild of a Transmission Line along Steward Road to Hayes Road.

History and Fact:

RMU currently has a 138kV transmission line, Line 1, which extends along Steward Road from CHS to Hayes Road. Due to the age of the line and to serve the future needs of this area, in particular Well #12, RMU plans to rebuild approximately .55 miles of this line with steel poles and guyless construction for the transmission structures and wooden distribution poles for the underbuild.

Discussion:

BHMG has submitted a Memorandum of Agreement to provide the following professional services for this project:
• Design of the transmission line.
• Prepare a Request for Proposal for the steel poles.
• Prepare bill of materials for remaining parts.
• Prepare technical specifications for construction.
• Provide project management and construction observation.
• Record drawings.

Superintendent of Electric Operations Joe Orlikowski recommends proceeding with the scope of work as outlined at a cost of $107,400.

The total cost of this project is estimated at $657,000 and will be paid out of funds available through the recent bond issue.

Recommendation:

Authorize the City Manager to sign a Memorandum of Agreement with BHMG for engineering services related to the rebuild of a transmission line along Steward Road to Hayes Road.

Agenda Item #4 Purchase of Steel Poles for Transmission Line along Steward Road to Hayes Road

References:

pdf Request for Proposal (582 KB)
pdf Memo from Superintendent of Electric Operations Joe Orlikowski (55 KB)
pdf Letter of Recommendation from BHMG Engineers, Inc. (100 KB)

Recommended Action:

Consider purchase of steel poles for transmission line.

History and Fact:

On December 17th, at RMU's request, BHMG sent out a Request for Proposal (RFP) for seven steel transmission poles to be used in the rebuild of transmission line 1. This RFP was sent out in advance of the engineering agreement due to the long lead time expected for delivery of the poles. The deadline to submit the RFP for the procurement and delivery of the steel transmission poles was December 30th.

Discussion:

BHMG received seven proposals in response to the RFP. Superintendent of Electric Operations Joe Orlikowski and BHMG Engineers have reviewed the proposals. As a result, BHMG and RMU recommend the acceptance of the proposal from Valmont-Newmark in the amount of $54,190.88 which is substantially below the engineer's estimate of $74,400.

As with the prior agenda item, the total cost of this project, estimated at $657,000, will be funded through the recent bond issue.

Recommendation:

Approve the purchase of 7 steel transmission poles from Valmont-Newark at a cost of $54,190.88.

Agenda Item #5 Economic Development Program (EDP) Resolution – Wiscold Drive Improvements

References:

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

Recommended Action:

Consider the Resolution for Improvement by Municipality Under the Illinois Highway Code for Wiscold Drive Improvements

History and Fact:

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

Discussion:

The Illinois Department of Transportation requires that the City Council approve a Resolution for Improvement by Municipality Under the Illinois Highway Code in order to access EDP/MFT funding for the project engineering and construction.

The Wiscold Drive Improvement project is expected to be substantially completed by September of 2015.

Recommendation:

Approve a Resolution for Improvement by Municipality Under the Illinois Highway Code for Wiscold Drive Improvements

Agenda Item #6 Rochelle Fire Fighters Agreement 2014-2019

References:

document Redlined Copy of the Tentative Agreement (107 KB)

Recommended Action:

Consider Ratification of an Agreement between the City of Rochelle and Rochelle Fire Fighters Association Local #3445

History and Fact:

The current agreement with the Rochelle Fire Fighters Association Local #3445 was due to expire on April 30, 2014. It was extended subject to negotiations and ratification of a new agreement. A tentative agreement, retroactive to May 1, 2014, has been reached for a new five year contract that will expire on April 30, 2019. The tentative agreement was ratified by members of the bargaining group on January 30th.

Discussion:

The revisions to the agreement include language, wage and benefit modifications negotiated over the past few months. Some of the more significant changes include:

Section 14.9 Firefighter/EMT Disability
A new section was added to clarify the procedure to be followed when an illness, injury or condition disables an employee to the extent that they are incapable of performing all of the essential functions of a Firefighter/EMT for a period in excess of [3] consecutive scheduled shift days.

Section 20.1 Group Insurance:
Effective 1-1-18 employees will pay 18% of the premium for family coverage.

Exhibit A Wage Schedule:
Effective 5-1-14, across the board increase of 2.50%.
Effective 5-1-15, across the board increase of 2.75%.
Effective 5-1-16, across the board increase of 3.00%
Effective 5-1-17, across the board increase of 3.25%
Effective 5-1-18, across the board increase of 3.25%

Recommendation:

Approve Ratification of an Agreement between the City of Rochelle and Rochelle Fire Fighters Association Local #3445.

Discussion Item #1 Sustainability Forum

References:

pdf Memo from Business and Financial Analyst Dan Westin (147 KB)

Discussion:

RMU has invited interested parties to attend a Sustainability Forum. The purpose of the forum is to explore ideas and review the top related sustainability policies, programs and projects that have improved the economies of local governments. The goal is to connect our local government, constituents and utility customers with solutions for economic growth and a sustainable future.

Business and Financial Analyst Dan Westin will share information on this initiative and respond to questions from the Mayor and Council.

Special Meeting - 5:30 pm

City of Rochelle Council Chambers

420 N 6th Street, Rochelle, IL  61068

I. CALL TO ORDER:

• Pledge to the Flag
• Prayer

II. ROLL CALL:

III. REPORTS AND COMMUNICATIONS:

• Mayor
• Council Members

IV. PUBLIC COMMENTARY:

V. BUSINESS ITEMS:

1) IBEW-Streets & Cemetery Agreement 2014-2019

2) IBEW-Utilities Agreement 2014-2019

VI. ADJOURNMENT

Agenda Item #1 IBEW-Streets & Cemetery Agreement 2014-2019

References:

pdf Summary of Contract Revisions (121 KB)

Recommended Action:

Consider Ratification of an Agreement between the City of Rochelle Divisions of Street and Cemetery and International Brotherhood of Electrical Workers Local 196

History and Fact:

The current agreement with IBEW Local #196 (Streets/Cemetery) was due to expire on April 30, 2014. It was extended subject to negotiations and ratification of a new agreement. A tentative agreement, retroactive to May 1, 2014, has been reached for a new five year contract that will expire on April 30, 2019. The tentative agreement was ratified by members of the bargaining group on December 2nd.

Discussion:

The revisions to the agreement include language, wage and benefit modifications negotiated over the past few months. Some of the more significant changes include:

Section 19.8 Compensatory Time:
Employees will be allowed to accumulate compensatory time up to a maximum of 16 hours per calendar year.

Section 20.1 Group Insurance:
Effective 1-1-18 employees will pay 18% of the premium for family coverage.

Exhibit A Wage Schedule:
Effective 5-1-14, across the board increase of 3.0%.
Effective 5-1-15, across the board increase of 3.0%.
Effective 5-1-16, across the board increase of 3.25%
Effective 5-1-17, across the board increase of 3.25%
Effective 5-1-18, across the board increase of 3.25%

Exhibit D Part-time Maintenance Staff for Koritz Field
Language changes will allow non-bargaining unit members to perform work that is also done by bargaining unit members without being subject to grievance or arbitration procedures.

Recommendation:

Approve Ratification of an Agreement between the City of Rochelle Divisions of Street and Cemetery and International Brotherhood of Electrical Workers Local 196.

Agenda Item #2 IBEW-Utilities Agreement 2014-2019

References:

pdf Summary of Contract Revisions (244 KB)

Recommended Action:

Consider Ratification of Agreement between City of Rochelle Municipal Utilities and International Brotherhood of Electrical Workers Local 196

History and Fact:

The current agreement with IBEW Local 196 (Utility) was due to expire on April 30, 2014. It was extended subject to negotiations and ratification of a new agreement. A tentative agreement, retroactive to May 1, 2014, has been reached for a new five year contract that will expire on April 30, 2019. The bargaining unit members will vote on the ratification of the tentative agreement on December 16th.

Discussion:

The revisions to the agreement include language, wage and benefit modifications negotiated over the past few months. Some of the more significant changes include:

New Section Section 9.8 Non Privatization of Water/Water Reclamation
The City agrees not to privatize work performed by water/water reclamation employees during the course of this contract.

New Section 10.5:
If the City of Rochelle decides not to fill an open position with a bargaining unit member, that decision will not be subject to grievance or arbitration procedures.

Section 14.6 Standby Pay:
Effective 5-1-15 water/water reclamation pager pay will increase from $39/day Monday-Friday and $44/day Weekends and Holidays to $41/day Monday-Friday and $46/day Weekends and Holidays.

Employees not typically on standby will be paid a call-in bonus equal to the above pager pay when dispatched during non-working hours.

Section 20.1 Group Insurance:
Effective 1-1-18 employees will pay 18% of the premium for family coverage.

Exhibit A Wage Schedule:
Effective 5-1-14, across the board increase of 3.0%.
Effective 5-1-15, across the board increase of 3.0%.
Effective 5-1-16, across the board increase of 3.0%
Effective 5-1-17, across the board increase of 3.25%
Effective 5-1-18, across the board increase of 3.25%

Effective 5-1-15, Meter Technician pay will increase by $1.00 per hour

Effective 5-1-15, Lineman pay will increase by $1.00 per hour
Effective 5-1-16, Lineman pay will increase by $1.00 per hour

Recommendation:

Approve Ratification of Agreement between City of Rochelle Municipal Utilities and International Brotherhood of Electrical Workers Local 196

City of Rochelle Council Chambers

420 N 6th Street, Rochelle ILL  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 Ryan Beery (61 KB)

V. PUBLIC COMMENTARY:

• YMCA/Recreation Center Project

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  pdf November 24, 2014 (101 KB)

b) Approve Bills – pdf 111414-112014 (113 KB) ,  pdf 112114-112614 (88 KB)

c) Approve Payroll –  pdf 111014-112314 (50 KB)

d)  pdf Approve City of Rochelle Meeting Dates for 2015 (101 KB)

e)  pdf Approve City of Rochelle Legal Holidays for 2015 (22 KB)

f)  pdf Ordinance Amending the Municipal Code to Create One Package Liquor License for Walgreens - 1080 North 7th Street (133 KB)

2) Ordinance Adopting 2014 Tax Levy

3) Ordinance Abating the Taxes Levied for 2014 - Taxable General Obligation Bonds

VII. DISCUSSION ITEMS:

1) City of Rochelle and Rochelle Municipal Utilities Geographic Information Systems (GIS)

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 Ordinance Adopting 2014 Tax Levy

References:

pdf Memo from Finance Manager Chris Frye (86 KB)
pdf Real Estate Tax Rate Extension (16 KB)
pdf Ordinance Levying Taxes for the City of Rochelle (49 KB)

Recommended Action:

Consider an Ordinance Levying Taxes for the City of Rochelle

History and Fact:

The State of Illinois requires the City annually to adopt and file a Property Tax Levy Ordinance on or before the last Tuesday in December. Last year, the City's Equalized Assessed Valuation (EAV) was $215,682,064 and its property tax rate was $1.004830 per $100 of EAV, which allowed the city to collect $2,167,238.09 in property taxes. For the upcoming year, Ogle County has estimated the City's EAV at $220,647,530.

Discussion: Finance Manager Chris Frye led a discussion on the 2014 Tax Levy at the November 24th City Council meeting. The Fire and Police Pension Boards have requested that council fully fund their recommendations based on actuarial studies. The Fire Pension Board is seeking a contribution from property taxes of $254,297. The Police Pension Board is seeking a contribution of $299,688.

The proposed levy calculations include fully funding the pension boards' recommendations. However, the City will need to transfer funds from other sources to eliminate the negative fund balances in the Social Security, IMRF and insurance funds. The property tax rates for general corporate, fire protection, police protection, crossing guard and street lighting will remain the same as compared to last year since they are already at the maximum rate allowable.

Recommendation:

Approve an Ordinance Levying Property Taxes for the City of Rochelle for the Fiscal Year May 1, 2014 through April 30, 2015

Agenda Item #3 Ordinance Abating the Taxes Levied for 2014 – Taxable General Obligation Bonds

References:

pdf Ordinance Abating the Taxes Levied for 2014 – Taxable General Obligation Bonds (143 KB)

Recommended Action:

Consider an Ordinance Abating the Taxes Levied for 2014 to Pay Debt Service on Taxable General Obligation Bonds

History and Fact:

In 2010 the Mayor and Council approved an ordinance providing for the issuance of bonds to finance offsite improvements related to the Lighthouse Pointe Subdivision and Route 38 corridor. The City subsequently issued Taxable General Obligation Bonds, Series 2010 (Recovery Zone Economic Development Bonds) in the amount of $2,940,000. In April of 2013, due to federal budget cuts which affected the subsidy available through the Recovery Zone Bond program, the council approved the issuance of General Obligation Refunding Bonds in an amount not to exceed $3,125,000, which included interest and bond issuance costs.

Discussion:

The annual debt service related to these bonds will be paid through TIF revenues, instead of property taxes, when sufficient funds are available. In order to abate the property taxes, the proposed ordinance must be approved annually and forwarded to Lee and Ogle County.

Recommendation:

Approve an Ordinance Abating the Taxes Levied for 2014 to Pay Debt Service on Taxable General Obligation Bonds

Discussion Item #1 City of Rochelle and Rochelle Municipal Utilities Geographic Information System (GIS)

In June of 2013 the Mayor and Council approved a License Agreement with the Environmental Systems Research Institute, Inc. (ESRI) for Geographic Information System (GIS) software. This type of system is designed to capture, store, manipulate, analyze, manage and display all types of geographically referenced data. In addition to mapping infrastructure, the database allows for the storage of associated information that is valuable for both maintenance and asset management. Since that time, Cloudpoint Geographics has assisted the City and RMU with gathering and entering a great deal of information into the GIS database.

Owner/CEO of Cloudpoint Geographics Jonathan Hodel and Geospatial Services Manager Micah Williamson will present information on how the City and RMU are progressing with GIS and respond to questions from the Mayor and Council.

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 National Drunk and Drugged Driving Prevention Month – December 2014 (203 KB)

IV. REPORTS AND COMMUNICATIONS:

• Mayor
• Council Members

• pdf Financials - October 2014 (816 KB)

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting –  pdf November 10, 2014 (113 KB)

b) Approve Bills – pdf 103114-110614 (87 KB) ,  pdf 110714-111314 (93 KB)

c) Approve Payroll –  pdf 102714-110914 (141 KB)

d) Accept and Place on File Municipal Compliance Report – pdf Police Pension Fund (68 KB)

e) Accept and Place on File Municipal Compliance Report –  pdf Fire Pension Fund (103 KB)

2) First Addendum to Mutual Aid Box Alarm System (MABAS) Master Agreement

3) Phase 2 Engineering Services for the Caron Road Substation Expansion

VII. DISCUSSION ITEMS:

1) Tax Levy 2014-15

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

Agenda Item #2 First Addendum to Mutual Aid Box Alarm System (MABAS) Agreement

References:

pdf Memo from Fire Chief Brian Johnson (106 KB)

pdf Letters from MABAS CEO James Reardon (166 KB)

pdf First Addendum to Mutual Aid Box Alarm System (MABAS) Agreement (109 KB)

pdf Ordinance Authorizing an Addendum to Mutual Aid Box Alarm System Agreement (58 KB)

Recommended Action:

Consider approving an ordinance authorizing an addendum to the Mutual Aid Box Alarm System Agreement

History and Fact:

The Mutual Aid Box Alarm System (MABAS) has been in existence since the late 1960s. The plan provides a system of "one-stop shopping" for Illinois Emergency Management Agency officials to activate and mobilize local municipal fire, Emergency Medical Service (EMS) and special operations assets through MABAS. The City of Rochelle has been a member of MABAS since 2001.

Discussion:

The MABAS board has recently made some changes to gain compliance with FEMA's recover policy contained in "Mutual Aid Agreements for Public Assistance and Fire Management Assistance". The intent of the contract addendum is to establish a guideline for recouping and making whole communities who provide MABAS mutual aid at events which might be prolonged in nature (8 hours or more), and provide mechanisms to donate the cost of services provided.

The addendum includes the following provisions:
• Equipment, personnel and services provided for the first eight consecutive hours shall be at no charge.
• Day to day mutual aid should remain free of charge.
• The amount of charges assessed may not exceed the amount necessary to make the aiding unit whole.
• The providing agency must assess no more than "usual and customary" charges for personnel costs.
• The fee structure for apparatus and equipment shall be based on FEMA or OSFM rate schedules.
• The providing agency must invoice the requesting agency within thirty days after the completion of the emergency or the aid will be considered to be a donation of service.

Recommendation:

Approve an Ordinance Authorizing the Execution of a First Addendum to MABAS Master Agreement

Agenda Item #3 Phase 2 Engineering Services for the Caron Road Substation Expansion

References:

pdf Memo from Superintendent of Electric Operations Joe Orlikowski (110 KB)

pdf Engineering Services Agreement for the Caron Road Substation Expansion Project (4.50 MB)

Recommended Action:

Consider an engineering services agreement with Sargent & Lundy related to the Caron Road Substation Expansion Project.

History and Fact:

The Caron Road substation was originally constructed in 1970 and expanded in 1985. In 2005, the substation was once again expanded to double the size in order to meet the needs of the ethanol plant.

Most of the industrial growth over the past several years has occurred in the southeast quadrant of the City. As a result, the Caron Road substation is now down to one available feeder/circuit. Future development anticipated in the south and west corridors will require more capacity than what is available through this single feeder.

Discussion:

Sargent & Lundy has submitted a proposal to provide engineering and detail design services for the expansion of the Caron Road substation. The scope of work includes:
• Design the expansion of the 138-13.8kV facilities.
• Complete the design drawings and finalize the material specifications for the transformer and metal switchgear.
• Develop specifications for procurement of equipment/materials and assist RMU with the bid process.
• Develop specifications for procurement of construction labor and assist RMU with the bid process.
• Provide coordination of design with ComEd.
• Provide relay settings for the new protective relaying schemes.

Superintendent of Electric Operations Joe Orlikowski recommends proceeding with the Phase 2 scope of work as outlined at a cost of $240,000. The 2014-2015 Electric Operations Capital Budget includes $1,000,000 for the Caron Road Substation Expansion.

Recommendation:

Authorize the City Manager to sign an agreement with Sargent & Lundy for engineering services related to the Caron Road Substation Expansion Project.

Discussion Item #1 Tax Levy 2014-15

Annually the Mayor and City Council are required to adopt a Tax Levy Ordinance and file it with the County Clerk on or before the last Tuesday in December. The Ordinance Levying Taxes for the City of Rochelle 2014-15 will be included as a business item on the December 8th City Council Meeting. Finance Manager Chris Frye will provide information on the various components and discuss options related to the levy. In addition, Rochelle Police and Fire Pension Fund representatives will discuss their respective recommendations and respond to questions from the Mayor and Council.

References:

pdf Rochelle Police Pension Fund Recommendation – Rochelle Police Pension Board (76 KB)

pdf Rochelle Police Pension Fund Recommendation – Lauterbach & Amen, LLP (1.08 MB)

pdf Rochelle Fire Pension Fund Recommendation – Rochelle Fire Pension Board (77 KB)

pdf Rochelle Fire Pension Fund Recommendation - Lauterbach & Amen, LLP (1.07 MB)