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
• Good News – Barbara Bell
• NextEra Energy Introduction
o Eric Gleason, President, NextEra Energy Transmission
o David Davis, Executive Director, NextEra Energy Transmission
o Mike Lannon, Director of Operations
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 11/27/17 (206 KB)
b) Approve Minutes of Special Council Meeting – pdf 11/15/17 & 11/16/17 (946 KB)
c) Accept and Place on File Minutes of Planning and Zoning Commission – pdf 6/19/17 (157 KB)
d) pdf Accept and Place on File Financial Report Tax Increment Financing Fund (412 KB)
e) Approve Exceptions – pdf 11/22/17-12/4/17 (80 KB)
f) Approve Bills – pdf 12/5/17-12/5/17 (180 KB)
g) Approve Payroll – pdf 11/06/17- 11/19/17 (53 KB)
h) Authorize St. Paddy’s Day Parade and Irish Hooley – pdf March 10, 2018 (43 KB)
2) Budget Fiscal Year 2018 (Public Hearing and Adoption)
3) Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2018
4) Ordinance Granting a Special Use Permit to Allow for the Installation of a Balcony on the Front Façade of 416 Lincoln Highway
Ordinance Authorizing the Execution of a Redevelopment Agreement with Kennay Farms Distilling
5) Ordinance Approving Annexation and Development Agreement Loves Travel Stops
6) Ordinance Annexing and Zoning the Property Located at the Corner of Illinois Route 251 and Steward Road
7) Ordinance Granting a Variance Related to Landscaping, Set Backs and Signage – Loves Travel Stores, Inc.
8) Resolution Establishing Lawnridge Cemetery Price Schedule Effective January 1, 2018
9) Resolution Establishing Lawnridge Cemetery Rules and Regulations Effective January 1, 2018
10) Purchase of 4x4 Full-Size, Sport Utility Vehicle – Fire Department
11) Ordinance Approving an Amendment to the Personnel Policies Manual Concerning a Revised Policy on Prohibited Harassment
12) Resolution Adopting the16th Edition of the American Public Power Association Safecty Manual Pertaining to Safe Operations and Addendum to Section 407c), Use and Care of Rubber Gloves
13) Approval of Executive Session Meeting Minutes
14) Resolution Regarding the Release of Executive Session Minutes
15) Ordinance Approving Utility Easement Agreement - Steward Road Transmission Line
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
1) The setting of a price for sale or lease of property owned by the City. Section (c) (6)
IX. ADJOURNMENT
Agenda Item #2 Budget Fiscal Year 2018 (Public Hearing and Adoption)
Staff Contact: Chris Cardott, Finance Director
Summary: The City of Rochelle held Committee of the Whole meetings on November 15th and 16th to discuss the upcoming 2018 budget. During the meetings, the City Manager presented a PowerPoint highlighting the 2018 budget and answered specific questions on various line items. The City Clerk published a Public Hearing Notice, as required by State law, to consider adoption of the budget at the December 11th City Council Meeting. Final action on the 2018 Budget is required on or before December 29, 2017 in order for it to be filed with the County.
The final Proposed 2018 General Fund revenues are budgeted at $9,537,136. This represents a decrease of approximately 9% compared to the approved 2017 budget. Budgeted expenses total $9,467,565 which is approximately 9% lower than the 2017 budget. This results in a budget surplus of $69,571. The combination of the General Fund, Special Revenue Funds, Enterprise Funds, Internal Service Funds, Trust and Agency Funds, and Capital Project Funds results in budgeted revenues of $85,039,607 and budgeted expenses of 87,974,580.
Illinois statues require that the City conduct a public hearing on the proposed budget to allow citizens the opportunity to provide comments. After the Council returns to regular session, members of the Council can propose modifications to the proposed budget, each of which will be voted on by the Council. The proposed budget as amended will then be subject to a final Council vote for approval.
Recommendation:
Conduct Public Hearing
Approve Fiscal Year 2018 Budget
Supporting Documents:
pdf 2018 Proposed Budget (1.63 MB)
Agenda Item #3 Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2018
Staff Contact: Nancy Bingham, Human Resources Coordinator
Summary: The Municipal Code of the City of Rochelle requires that the City Council annually approve a resolution establishing the minimum/maximum wage rates for all position classifications within the City. The proposed resolution applies to all employees and is based on job categories as defined by the Equal Employment Opportunity Commission. The rates included in this resolution are consistent with those that were incorporated into the City Budget for Fiscal Year 2018.
Recommendation: Approve the Resolution Establishing Minimum/Maximum Wage Rates for Fiscal Year 2018.
Supporting Documents:
pdf Exhibit A - Minimum/Maximum Anticipated Wages Rates (10 KB)
Agenda Item #4 Ordinance Granting a Special Use Permit to Allow for the Installation of a Balcony on the Front Façade of 416 Lincoln Highway and Ordinance Authorizing the Execution of a Redevelopment Agreement with Kennay Farms Distilling
Staff Contact: Michelle Pease, Community Development Director/Kip Countryman, Building Inspector
Summary:
The subject property is zoned B-1 Commercial Central Business and is located at 416 Lincoln Highway. Kenney Farms Distillery, LLC is requesting an easement agreement to erect a balcony to replace the existing marquee which is above the City’s ROW. A redevelopment agreement is also requested.
In regards to the easement, the agreement will span a period of thirty (30) years with an option for two ten (10) year extension, provided that Kennay Farms, LLC is not in breach of any of its obligations under the agreement and maintains the balcony in accordance with the applicable city codes and all other applicable building code regulations. This easement shall be deemed revoked if Kennay Farms, LLC discontinues use of the balcony for more than one (1) year. This easement shall inure to the benefit of Kennay Farms, LLC successors and assigns in the building.
Kennay Farms, LLC shall be solely responsible for the installation, construction and maintenance of the balcony and the City shall have no responsibility with regard to such installation, construction or maintenance. Kennay Farms, LLC agrees to protect, defend, indemnify and hold the City harmless from all claims, actions, demands, liability, costs (including court costs) and expenses (including attorney fees) related to the installation, construction, maintenance, or use of the balcony.
In regards to the redevelopment agreement, the City agrees to grant Kennay Farms, LLC a non-exclusive easement to install, maintain, and use a balcony constructed of metal or other impervious material.
The City, at its expense and on a timely basis, agrees to increase the electrical service and provide a transformer to supply the appropriate electrical service to the building for the distilling operation.
The City agrees that Kennay Farms, LLC may at its expense install PVC conduits for potential underground electrical service and communications.
The City agrees that Kennay Farms, LLC may split the water service inside the building into components for domestic water and a sprinkler system and to increase the size of the water line into the building from a two-inch pipe to a four-inch pipe at their expense.
The City authorizes Kennay Farms, LLC to modify storm water drainage emanating from the property as a result of the installation of the balcony by allowing the direct discharge of storm water, following all code requirements and stormwater drainage ordinances.
The City agrees that Kennay Farms, LLC shall use an exhaust system through the building’s existing chimney or a new hard pipe exhaust system, provided that the exhaust is at a vertical level higher than any currently existing adjacent residential area.
The City agrees to allow reasonable delivery of raw material into the building and finished product and other matters from the building in a reasonable manner.
A public hearing on the petition of Kenney Farms Distillery request for special use was held at the Planning and Zoning Commission meeting on December 11, 2017. The recommendation of the commission will be shared at the council meeting.
Recommendation:
Approve an Ordinance Granting a Special Use Permit to Allow for the Installation of a Balcony on the Front Façade of 416 Lincoln Highway
Approve an Ordinance Authorizing the Execution of a Redevelopment Agreement with Kennay Farms Distilling
Supporting Documents:
pdf Kennay Farms Distilling Site plans (8.17 MB)
pdf Redevelopment Agreement (43 KB)
pdf Easement Agreement for Balcony (55 KB)
Agenda Item #5-7 Ordinance Approving Annexation and Development Agreement Love’s Travel Stops and Country Stores, Ordinance Approving Annexing and Zoning the Property Located at the Corner of Illinois Route 251 and Steward Road, and Ordinance Granting a Variance Related to Landscaping, Set Backs and Signage
Staff Contact: Michelle Pease, Community Development Director/Kip Countryman, Building Inspector
Summary: Love’s Travel Stops & Country Stores is proposing to enter into an annexation agreement with the City of Rochelle for 17 acres at the corner of 251 South and Steward road south of I-88 and rezone the property to B-2 in order to construct a travel stop with a convenience store, Hardees restaurant, Chester’s chicken, passenger fueling, semi-truck fueling, semi-truck parking, and a tire shop. The property is fronting I-88 on the north, route 251 on the west, Steward Road on the south, and 40 acres zoned I-1, of undeveloped property on the east.
Love’s Travel Stops, along with City staff, has developed an annexation agreement with the City of Rochelle that will contain a preliminary and final plat of subdivision, Zoning for B-2 Commercial Highway, City utilities (Water, Sewer, Electric) to the easterly edge of the property, widening along Steward road for a vehicle turn lane, traffic signaling at Route 251 and Steward road, and upgrades to the current lift station to serve adjoining properties as part of the Hub City Development Annexation Agreement in 2010. The expenses identified on Exhibit C of the agreement are the responsibility of Love’s Travel Stops with the exception of a contribution of up to $350,000 by the City to be used for traffic signalization and other intersection improvements at IL Route 251 and Steward Road. This contribution will be made over a three year period with the first installment of $125,000 included in the City’s 2018 budget.
As part of the development, Love’s Travel Stops and Country Stores has asked for relief from the Rochelle municipal Sign ordinance, relief from Section 110-404 interior parkways (earth berming), Section 110-407 site interior(foundation planting), Section 110-531 Fuel canopies(height), Section 110-603 parking area setbacks( 20 feet).
The City of Rochelle Planning and Zoning Commission held a public hearing on Dec. 4, 2017 to review the petition from Love’s Travel Stops. After review of the facts the Planning and Zoning Commission voted 5-0 to recommend to City Council that the City annex the 17 acres, re-zone certain property B-2 Commercial Highway, approve a variance for a 50 foot ground sign, and approve a variance granting relief from the requirements of Sections 110-404, 110-404, 110-531, and 110-633 of the Rochelle Municipal Code.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
Capital Improvement Fund $125,000 (2018) Up to $350,000
Recommendation:
Authorize an Ordinance Approving Annexation and Development Agreement Love’s Travel Stops and Country Stores
Authorize an Ordinance Approving Annexing and Zoning the Property Located at the Corner of Illinois Route 251 and Steward Road
Authorize an Ordinance Granting a Variances related to Landscaping, Set Backs and Signage
Supporting Documents:
pdf (19 KB) pdf Ordinance Approving Annexation and Development Agreement Love’s Travel Stops and Country Stores (22 KB)
pdf Exhibit A - Annexation Agreement (156 KB)
pdf Exhibit B - Site Plan (470 KB)
pdf Ordinance Granting a Variances related to Landscaping, Set Backs and Signage (142 KB)
pdf Planning Commission Presentation (2.83 MB)
Agenda Item #8 Resolution Establishing Lawnridge Cemetery Price Schedule Effective January 1, 2018
Staff Contact: Tim Isley, Streets and Cemetery Superintendent
Summary: Chapter 30 of the current Rochelle Municipal Code, entitled Cemetery, provides for the establishment of fees and charges related to Lawnridge Cemetery including lot sales and services performed. The last revisions made to the Cemetery Price Schedule were effective May 1, 2010.
In efforts to maintain the financial soundness of Lawnridge Cemetery a review of the current price schedule was conducted. Revenues for services provided were compared with expenses incurred to provide the services and the cost of maintaining the facilities and grounds. Surrounding cemetery fees were also taken into consideration.
The Cemetery Price Schedule review indicated a need to re-organize the document while adding and removing language. It was determined that there are fees for services provided that are not sufficient to cover the cost to provide those services. It was also determined that current Cemetery fees are lower than fees charged by other surrounding cemeteries.
Streets and Cemetery Superintendent Tim Isley recommends an increase of fees in areas including grave spaces, grave/interment opening and closing, disinterment, late arrival, Saturday, Sundays and holidays. All proposed changes are noted in the 2010 Cemetery Price Schedule, with language lined out being removed and language in red being added. The attached 2018 Proposed Cemetery Price Schedule shows all final document changes.
Implementation of the proposed changes will improve the financial soundness of Lawnridge Cemetery.
Recommendation: Approve a Resolution Establishing Lawnridge Cemetery Price Schedule Effective January 1, 2018.
Supporting Documents:
pdf Resolution Establishing Lawnridge Cemetery Price Schedule Effective January 1, 2018 (10 KB)
pdf Red-Lined Cemetery Price Schedule Effective May 1, 2010 (18 KB)
pdf Proposed Cemetery Price Schedule Effective January 1, 2018 (18 KB)
pdf Lawnridge Cemetery Sales (42 KB)
pdf Cemetery Price Comparison (38 KB)
Agenda Item #9 Resolution Establishing Lawnridge Cemetery Rules and Regulations Effective January 1, 2018
Staff Contact: Tim Isley, Streets and Cemetery Superintendent
Summary: Chapter 30 of the current Rochelle Municipal Code, entitled Cemetery, provides for the establishment of rules and regulations related to Lawnridge Cemetery and its operation. The last revisions made to these rules were effective May 1, 2010.
Changing and updating the rules and regulations are necessary for maintaining an efficient operation and staying current with state statutes. Proposed changes include: re-organizing parts of the document, grouping areas of specific information together and adding and removing language to better clarify the Rules and Regulations document.
All proposed changes are noted on the attached 2010 Rules and Regulations document, with language lined out being removed and language in red being added. The attached 2018 Proposed Rules and Regulations show all final document changes.
Recommendation: Approve a Resolution Establishing Lawnridge Cemetery Rules and Regulations Effective January 1, 2018.
Supporting Documents:
pdf Red-Lined Rules and Regulations Effective May 1, 2010 (51 KB)
pdf Proposed Rules and Regulations Effective January 1, 2018 (45 KB)
Agenda Item #10 Purchase of 4x4 Full-Size, Sport Utility Vehicle – Fire Department
Staff Contact: Dave Sawlsville, Fire Chief
Summary: A new vehicle was included in the fiscal year 2017 budget for the Fire Department. The vehicle considered was a full size 4X4 sport utility vehicle with ample storage for equipment & personnel.
The above referenced vehicle and alternate equipment was advertised in the Rochelle News Leader. Bids were publicly opened and read aloud on December 5th for the above referenced vehicle. Two separate bids were received as follows including alternate options/equipment for a full size 4x4, sport utility vehicle:
• Prescott Brothers Ford submitted a bid (#1) proposal in the amount of $42,532.00
• Sawicki Motors submitted a bid (#1) proposal in the amount of $36,174.15
It should be noted that municipalities are able to purchase certain vehicles and equipment that have been publicly/separately bid through the Illinois Department of Central Management Services. This vehicle is available per the minimum specifications and/or alternate options for $36,390.00 through the State’s vendor.
The vehicle is being funded through fiscal year 2017 capital outlay #01-22-84000 from the Fire Department budget.
Recommendation: Accept the local, low bid in the amount of $36,174.15 and award the contract to Sawicki Motors as described in the bid documents for Bid #1, with all other options, subject to an acceptable contract with said bidder.
Agenda Item #11 Ordinance Approving an Amendment to the Personnel Policies Manual Concerning a Revised Policy on Prohibited Harassment
Contact: Nancy Bingham, Human Resources Coordinator
Summary: Public Act 100-0554 was signed by Governor Rauner and became law on November 16, 2017. Public Act 100-0554 (the Act) amends the State Officials and Employees Ethics Act, including Section 70-5, which pertains to government entities.
Pursuant to this new mandate, local units of government must adopt an ordinance or resolution establishing a policy prohibiting sexual harassment prior to January 15, 2018.
We have reviewed our current sexual harassment policy and have revised it to comply with the new mandate.
Recommendation: Approve an Ordinance Approving an Amendment to the Personnel Policies Manual Concerning a Revised Policy on Prohibited Harassment
Supporting Documents:
Agenda Item #12 Resolution Adopting the 16th Edition of the American Public Power Association Safety Manual Pertaining to Safe Operations and Addendum to Section 407c), Use and Care of Rubber Gloves
Staff Contact: Nancy Bingham, Human Resources Coordinator
Summary: The City of Rochelle strives to keep our employees safe and adhere to the safety standards set by OSHA. The American Public Power Association has published a Safety Manual for its member utilities since 1977. The APPA promotes a safe and injury-free work environment for the public power and is a vital tool for the Electric Department. The APPA Manual also has benefits for the Water/Water Rec and Street Departments. The departments have routine training and keep abreast of the latest safety techniques and procedures.
The addendum to Section 407c) addresses the use and care of rubber gloves. This recommended change has been discussed during a regular training session with an IMUA representative and at a meeting at the department level with the superintendent. It is the recommendation of the department to adhere to the OSHA Standards concerning Minimum Approach Distance, and not section 407 (c) of the 16th Edition of the APPA Safety Manual. Section 407 (c) attempts to protect employees where there is no hazard and is contrary to the OSHA rule.
Recommendation: Approve Resolution Adopting the 16th Edition of the American Public Power Association Safety Manual Pertaining to Safe Operations and Addendum to Section 407c), Use and Care of Rubber Gloves
Supporting Documents:
pdf Addendum to Section 407c) (94 KB)
Agenda Item #13-14 Approval of Executive Session Meeting Minutes and Resolution Regarding the Release of Executive Session Minutes
Staff Contact: Sue Messer, Assistant to the City Manager/Deputy Clerk
Summary: The Mayor and Council went into executive session on November 27, 2017 for the discussion of minutes of meetings lawfully closed under the Open Meetings Act, for purposes of approval by the body of the minutes of meetings lawfully closed under this Act, and for the semi-annual review of the minutes as mandated. Section (c) (21). Following review and discussion the council recommended approval of 16 executive session minutes as identified on the Resolution Approving the Content of Certain Executive Session Meeting Minutes. In addition, the council recommended the release of 19 executive session minutes, including 3 that will be released with limited, confidential, personal information redacted. Council also recommended that 16 executive session minutes remain confidential at this time due to the content. The minutes to be released and those remaining confidential are identified on Exhibit A and B of the Resolution Regarding the Release of Executive Session Minutes.
Recommendation:
Approve the Resolution Approving the Content of Certain Executive Session Meeting Minutes
Approve the Resolution Regarding the Release of Executive Session Minutes
Supporting Documents:
pdf Resolution Approving the Content of Certain Executive Session Meeting Minutes (210 KB)
pdf Resolution Regarding the Release of Executive Session Minutes (16 KB)
Agenda Item #15 Ordinance Approving Utility Easement Agreement - Steward Road Transmission Line
Staff Contact: Jason Bird, RMU Electric Superintendent
Summary: The City has been working for several months to obtain utility easements for the Steward Road Reconductoring project. This is the final easement required for this project.
Funding Sources:
Source: Capital Project Steward Line Budgeted Amount:2.5 million, we expect to complete project within the budget numbers Proposed Expenditure:
James Wang and Yu Ying Wang $43,675.00
Recommendation: Authorize an Ordinance Approving a Utility Easement Agreement with James Wang and Yu Ying Wang
Supporting Documents:
pdf Ordinance Approving a Utility Easement Agreement with James Wang and Yu Ying Wang (14 KB)
pdf Easement Agreement (52 KB)
