City Council Meeting Agenda - July 9, 2018

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 – Adam Lanning
Officer Joe Sester
Nancy Bingham
• Swearing In – Lieutenant Jeremy Good
• RTHS Band Trip to Washington DC to Celebrate 75th Anniversary of WWII
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings – pdf 06/25/18 (345 KB)
b) Approve Exceptions – pdf 06/20/18-07/02/18 (72 KB)
c) Approve Bills – pdf 07/03/18 (207 KB)
d) Approve Payroll – pdf 06/04/18-06/17/18 (54 KB) , pdf 06/18/18-07/01/18 (50 KB)
e) Approve Request from Rochelle Police Department - pdf Second Annual National Night Out 8/7/18 (101 KB)
2) Resolution Amending the Credit Card and Charge Account Policy for the City of Rochelle
3) Resolution Regarding the Release of Executive Session Minutes
4) Rochelle Industrial Rail Improvements – Contract No. 1 (Transload Yard)
5) Resolution Approving a Professional Engineering Services Agreement with Hanson Professional Services for Construction Phase Engineering for the Freight Rail Expansion Project Rail Contracts No. 1, 2 and 3
6) Meadowbrook Sanitary Sewer Lining Project
7) Compliance Commitment Agreement – Well 12
8) Resolution Approving an Agency Agreement for the Airport Improvement Program with the Illinois Department of Transportation - Ramp Reconstruction
VII. DISCUSSION ITEMS:
1) City Council Meeting Time
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Resolution Amending the Credit Card and Charge Account Policy

Staff Contact: Chris Cardott, Finance Director

Summary: In January 2018, the City Council approved a Credit Card and Charge Account Policy. The current policy is being amended to acknowledge that at times using the tax exempt status is not feasible. Language was added to Use of Credit Card/Charge Account #5 to include this change. Notations have been made in the past during the audit in regards to paying sales tax.

Recommendation: Approve a Resolution Amending the Credit Card and Charge Account Policy for the City of Rochelle

Supporting Documents:
pdf Credit Card and Charge Account Policy (317 KB)
pdf Resolution Amending the Credit Card and Charge Account Policy (72 KB)

Agenda Item #3 - Resolution Regarding the Release of Executive Session Minutes

Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk

Summary: The Mayor and Council went into executive session on June 25, 2018 for the semi-annual review of the executive session minutes as mandated per the Open Meetings Act, Section (c) (21). Following review and discussion the council recommended that 45 executive session minutes remain confidential at this time due to content. The minutes remaining confidential are identified on Exhibit B of the Resolution Regarding the Release of Executive Session Minutes.

Recommendation:
Approve the Resolution Regarding the Release of Executive Session Minutes

Supporting Documents:
pdf Resolution Regarding the Release of Executive Session Minutes (83 KB)

 Agenda Item #4 - Rochelle Industrial Rail Improvements - Contract No. 1 (Transload Yard)

Staff Contact: Jason Anderson

Summary: The City of Rochelle has received bids for 3 projects in conjunction with the Industrial Rail Improvements to the City of Rochelle Railroad. Contract No. 1 represents the construction of two tracks and a rail crossing for the creation of a Transloading Yard.

Recommendation: After considering all bids and contingent upon approval of the EDA and the IDOT Freight Rail Division, which together are funding ~85% of the project, Staff recommends the City of Rochelle award the contract to construct a new Transload Yard and rail crossing as specified under Contract No. 1 to Railworks Track Services which submitted the lowest bid in the amount of $ 1,414,548.00.

Supporting Documents:

pdf Letter of Recommendation with bid tabulation (136 KB)

Agenda Item #5 -  Resolution Approving a Professional Engineering Services Agreement with Hanson Professional Services for Construction Phase Engineering for the Freight Rail Expansion Project Rail Contracts No. 1, 2 and 3

Staff Contact: Jason Anderson

Summary: The City of Rochelle Railroad recently advertised a Request for Qualifications for Construction Services as part of the Rochelle Railroad Industrial Rail expansion project (Project Co-Op). The Engineer’s fee shall cover all services necessary for the successful execution of the project, including:
• Construction observation, construction documentation and materials testing.
• Review and approval of submittals and other contractor pay application verifications and forwarding to the City of Rochelle with appropriate recommendations for payments.
• Construction Close Out (punch-lists, final inspections, receipt and forwarding to Rochelle of final lien waivers and Affidavits of Compliance with Federal & State Wage Rates, etc.).
• Preparation and submittal of all EDA/IDOT-required grant progress, financial, and close-out reports.
• EDA and IDOT grant administration and the preparation and submittal of all grant related documentation.
• Inspection of and review of warranty work 1 year after close-out.
• All incidental costs.
Hanson Engineering Professional Services has been chosen to do the work based on their response to the Request for Qualifications, which was published, and contract pricing has been negotiated for the work to be done. The total costs for services are not to exceed $398,896.99.

Recommendation: Authorize a Resolution Approving a Professional Engineering Services Agreement with Hanson Professional Services for Construction Phase Engineering for the Freight Rail Expansion Project Rail Contracts No. 1, 2 and 3 at a cost of not to exceed $398,896.99.

Supporting Documents:
pdf Engineering Agreement (767 KB)
pdf Resolution Approving a Professional Engineering Services Agreement with Hanson Professional Services (171 KB)

Agenda Item #6 - Meadowbrook Sanitary Sewer Lining Project

Staff Contact: Adam Lanning

Summary: The City of Rochelle was awarded a community development block grant from the Illinois Department of Commerce and Economic Opportunity in the amount of $284,652 to line approximately 4,000 feet of sanitary sewer. The City was awarded this grant based on various factors such as basement back up occurrences, income levels and bypass pumping occurrences. The project will line the sewers along Sunnymeade, Springdale, part of Fairview and Short Ct. This project is a critical component of a larger sewer rehabilitation program in that area in an attempt to stop frequent flooding occurrences and basement backups. As part of the grant requirements, the City is required to provide 25% in local funds and we have budgeted $100,000 this year to meet those requirements. A bid opening was held on 6/28/2018 and bids ranged from $225,998.90 to $261,233.40. The low bid came in $80,515.10 under the original engineering estimate of $306,514 due to the change in lining technique used for sewer laterals. We are planning to complete the work within this scope and if additional work can be done to use up the full grant amount we will come back with change orders.

Recommendation: Accept the low bid proposal and award the Meadowbrook Sanitary Sewer Lining Project to Insituform Technologies in the amount of $225,998.90 and reject all other bids.

Supporting Documents:
pdf Willett Hofmann Recommendation Letter and Bid Tabulation (1.12 MB)

Agenda Item #7 - Compliance Commitment Agreement – Well 12

Staff Contact: Adam Lanning

Summary:
Well 12, located at Steward and Hayes Roads, was issued a violation notice dated April 30th, 2018 for exceeding the radium maximum contaminant levels (MCL) for 2018. We responded to the notice by proposing to construct a radium removal plant and at the same time continue sampling in hope that we could sample our way back in to compliance. We also stated that we would be willing to enter into a Compliance Commitment Agreement (CCA). The Illinois Environmental Protection Agency (IEPA) responded to that letter with a proposed CCA and rejected the 2nd option for compliance with continued sampling. The proposed CCA requires us to build a radium removal plant and allows approximately 2 years for completion. The design for this well has already begun and a project plan report has been submitted to secure funding from the IEPA.

Recommendation: Authorize the City Manager to sign the proposed Compliance Commitment Agreement with the Illinois Environmental Protection Agency related to Violation Notice W-2018-00030 for Well 12

Supporting Documents:
pdf Letter from the Illinois Environmental Protection Agency (79 KB)
pdf Proposed Compliance Commitment Agreement (237 KB)

Agenda Item #8 - Resolution Approving an Agency Agreement for the Airport Improvement Program with the Illinois Department of Transportation - Ramp Reconstruction

Staff Contact: Michael Hudetz

Summary: The Illinois Department of Transportation has determined, through pavement evaluations studies and the weight of heavy aircraft that park there, that a portion of our asphalt center ramp is in need of removal and replacement with concrete.

Funding for the ramp improvements are in the 2018 budget.

Recommendation: Approve the Agency Agreement with the Illinois Department of Transportation for Project Number RPF-4515 and submit the 5% local match of $36,043 to the State of Illinois so that the project may proceed as scheduled in September of 2018.

Supporting Documents:
pdf Agency Agreement (930 KB)
pdf Project Status Report (58 KB)
pdf Resolution Approving an Agency Agreement for the Airport Improvement Program with the Illinois Department of Transportation - Ramp Reconstruction (170 KB)