Regular City Council Meeting
Tuesday November 13, 2018 - 6:30pm
Rochelle City Hall Council Chambers
420 North Sixth 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
- Appoint Mike Myers as a Voting Member to the Planning and Zoning Commission - Term 11/14/18-07/01/21
- Council Members
- Remarkable Resident Presentation
- Good News - Water Department
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 10/22/18 (334 KB)
b) Accept and Place on File Minutes of Airport Advisory Board - pdf 8/13/18 (321 KB)
c) Accept and Place on File Minutes of Planning & Zoning Commission – pdf 9/10/18 (167 KB)
d) Approve Exceptions – pdf 10/17/18-11/5/18 (92 KB)
e) Approve Bills – pdf 11/6/18 (320 KB)
f) Approve Payroll – pdf 10/08/18-10/21/18 (53 KB)
g) Approve Request from Hispanic Heritage Festival Committee – pdf 09/14/19 (70 KB) (corrected date)
h) Accept and Place on File Municipal Compliance Report – pdf Fire Pension Fund (119 KB)
i) Accept and Place on File Municipal Compliance Report – pdf Police Pension Fund (61 KB)
j) Approve Request related to the Annual Old-Fashioned Christmas Walk - pdf 12/7/18 (90 KB)
k) Approve Request from LULAC related to the Lighted Christmas Parade – pdf 12/7/18 (331 KB)
l) Approve Request from CAN related to the Food Truck Festival – pdf 4/27/19 (299 KB)
2. 7:00 Public Hearing and Action on Preliminary and Final Plat of Subdivision for Hub City Development
3. Ordinance Approving a Sign Lease Agreement between the City of Rochelle and Cypress House
4. Purchase of new wide format plotter for the Engineering Department
5. Risk Insurance Renewal
6. Ordinance Waiving the Competitive Bidding Requirements and Awarding Ferguson Water Works a Purchase Order for the Purchase of Water Meter Communication Antenna
7. Ordinance Approving a Utility Easement Agreement with the Brossman Farms 2017 LLC
8. Ordinance Amending Certain Sections of Chapter 2 Article VI of the Rochelle Municipal Code Pertaining to Contractual Spending Authority of City Manager
DISCUSSION ITEMS:
1. Fiber Optic Network Audit
2. 2018 Tax Levy
3. Downtown Building Improvement Program
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Public Hearing and Action on Preliminary and Final Plat of Subdivision for Hub City Development
Staff Contact: Michelle Pease, Community Development Director
Kip Countryman, Building Inspector/Code Enforcement
Summary:
In 2010, the City entered into an annexation agreement with Hub City Development, LLC for a 48-acre parcel of land on the north side of Steward Road east of Route 251 and west of South Main St. In April 2018, the Planning & Zoning Commission and City Council amended the Zoning map to zone the property B-2. Since that time, Hub City Development has petitioned the City of Rochelle to amend the current annexation agreement to include 3 lots.
Hub City Development has provided a preliminary and final plat of subdivision for 3 lots. Lot one is 13 acres zoned B-2 Commercial Highway, lot 2 is 12 acres zoned B-2 and lot 3 will be an out lot that is undeveloped.
The purpose of subdividing the lots allows the petitioner to develop the property for future expansion of Commercial Development.
Notice of public hearing was published on October 18, 2018. The City of Rochelle Planning & Zoning Commission held a public hearing on November 5, 2018 and approved the subdivision, preliminary & final plat.
Strategic Plan Goal Application:
This project continues to support the City’s Strategic Plan goals by promoting realistic and sustainable growth.
Recommendation:
Approve the preliminary and final plat of subdivision for the Hub City Development, LLC Project.
Supporting Documents:
pdf Preliminary Plat (1.50 MB)
Agenda Item #3 - Ordinance Approving a Sign Lease Agreement between the City of Rochelle and Cypress House
Staff Contact: Michelle Pease, Community Development Director
Summary:
Krista Stewart, owner of the Cypress House located at 927 North 7th Street, Rochelle is requesting permission to place a permanent off-site sign to help promote her business which is located a half block west of the off-site signage.
This agreement is for a period of 10 years with an option for two 5-year extensions.
All structures, equipment and materials placed upon the premises must be set back no less than thirty (30) feet from any street or roadway. All structures, equipment and materials placed upon the premises is to be maintained by the Cypress House.
Strategic Plan Goal Application:
This agreement continues to support the City’s Strategic Plan goals by promoting, retaining and enhancing small business development.
Recommendation:
Approve an Ordinance Approving a Sign Lease Agreement between the City of Rochelle and Cypress House
Supporting Documents:
pdf Proposed Signage Rendering (3.23 MB)
Agenda Item #4 - Purchase of new wide format plotter for the Engineering Department
Staff Contact: City Engineer Sam Tesreau
Summary: A new wide format MFP plotter was budgeted in 2018 for the Engineering Department. The new system will replace the existing plotter which is over a decade old and unreliable. The new wide format MFP plotter will have copy, scan and wide format plotting /printing capabilities all in one. Engineering staff has reviewed the equipment and determined the proposed plotter will meet our needs.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Engineering Division Budget 01-48 | $22,000 | $19,995 |
Strategic Plan Goal application: Acquisition of the necessary equipment and resources to allow department operations.
Recommendation:
Approve the purchase of an OCE Colorwave 500 all in one large format system from ARC Imaging Resources in the amount of $19,995.00 which includes all discounts
Agenda Item #5 - Risk Insurance for the City of Rochelle
Staff Contact: Nancy Bingham
Summary: The City of Rochelle’s Risk Insurance Plan Year expires annually on December 31st.
In 2018 the City of Rochelle joined the Illinois Municipal Insurance Cooperative (IMIC) which includes 18 other municipalities in the region. The program is managed by AJ Gallagher, with coverage and services with Brit Insurance, York Insurance, Lexipol and Illinois Public Risk Fund (IPRF).
On October 30, 2018 IMIC held a quarterly meeting and the proposals of insurance for 2019 were presented by AJ Gallagher Account Executive Ethan Salsinger. The renewal amount for the City of Rochelle for 2019 is $519,245, this is approximately a 5% increase from 2018. The overall increase is mainly due to the cyber insurance increase, while the coverage for workers’ comp insurance saw a decrease. This is far below the renewal rate proposed last year by IMLRMA for 2018 which was $660,669 (savings of $141,424, approximately a 27% difference).
The City of Rochelle received a Grant from IPRF for 2018 in the amount of $3036. This can be used towards safety equipment and/or training in 2019. Each year we will apply for the grant and each year the amount could be different as it is based on the total salaries for worker’s comp.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| General & Enterprise Fund | $519,245 | $519,245 |
Strategic Plan Goal Application:
-Dynamic planning and evaluation in City wide planning efforts.
-Budget - Retain quality services and coverage for the property, general/auto liability and workers’ comp insurance while diligently pursuing a minimal increase to the budget.
Recommendation: Approve and place on file the 2019 Risk Insurance Rates from Illinois Municipal Insurance Cooperative (IMIC) for total cost of $519,245.
Supporting Documents:
pdf Premiums/Fees Comparison (58 KB)
pdf IPRF 2018 Rate (Included in the Premiums/Fees Comparison) (19 KB)
Agenda Item #6 - Ordinance Waiving the Competitive Bidding Requirements and Awarding Ferguson Water Works a Purchase Order for the Purchase of Water Meter Communication Antenna
Staff Contact: Adam Lanning
Summary:
Rochelle currently maintains 3,755 water meters which include several different manufacturers. Recently we have been installing Neptune brand meters but using the electric departments communication infrastructure to communicate with the billing software. This is causing many problems and slowing our progress of installing meters due to the lack of compatibility of the equipment. Neptune has conducted a propagation study to assess what it would take to cover Rochelle with their own equipment and found one antenna would provide enough coverage. By using Neptune for the communication equipment as well as the meter it would greatly reduce installation time and improve our billing system.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Cash Reserve | $100,000 | $34,438.90 |
Strategic Plan Goal Application: Short term routine- replacing infrastructure
Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Awarding Ferguson Water Works a Purchase Order for the Purchase of Water Meter Communication Antenna in the amount of $34,438.90.
Supporting Documents:
pdf Exhibit 1 – Proposal (33 KB)
Agenda Item #7 - Ordinance Approving a Utility Easement Agreement with the Brossman Farms 2017 LLC
Staff Contact: Adam Lanning
Summary:
As part of the well 12 radium removal plant, we need to run a sewer line along Steward and Hayes road to connect to our existing sewer system. In order to do this, we must acquire an easement from the property owner, Brossman Farms, LLC.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Cash Reserve | NA | $30,184 |
Strategic Plan Goal Application: Short term routine- replacing infrastructure
Recommendation: Approve an Ordinance Approving a Utility Easement Agreement with the Brossman Farms 2017 LLC authorizing the city manager to sign an easement agreement with Brossman Farms, LLC and authorizing payment in the amount of $27,720 and $2,464 for crop and soil compaction damage.
Supporting Documents:
pdf Ordinance Approving a Utility Easement Agreement with the Brossman Farms 2017 LLC (105 KB)
pdf Easement Agreement for Utility Facilities (Water/Fiberoptic) (79 KB)
Agenda Item #8 - Ordinance Amending Certain Sections of Chapter 2 Article VI of the Rochelle Municipal Code Pertaining to Contractual Spending Authority of City Manager
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: The Rochelle Municipal Code, Section 2-371 Approval of Contracts, includes language which requires that City contracts in excess of $20,000 must be made available for public bid and City contracts up to and including $20,000 may be awarded by the City Manager without competitive bidding. This section of our code references State law 65 ILCS 5/8-9-1. In August of 2017, Public Act 100-338 amended section 8-9-1 by increasing the threshold amount of public contracts which require public bids from $20,000.00 to $25,000.00.
Staff believes that it would be in the City’s best interest to amend our code to mirror the State threshold since bidding projects unnecessarily can cost time and money.
Strategic Plan Goal Application:
Short Term Routine & Long Term Complex Infrastructure Improvements - Allow smaller infrastructure improvements to be handled more efficiently.
Short Term Routine Maintain Fiscal Stability and Balanced Budget – Allow smaller capital items to be purchased without the need to go out for bid when possible.
Recommendation:
Approve an Ordinance Amending Certain Sections of Chapter 2 Article VI of the Rochelle Municipal Code Pertaining to Contractual Spending Authority of City Manager
Supporting Documents:
Discussion Item #1 - FiberOptic Network Audit
Recently the City hired NI Solutions to conduct an analysis of the existing network and determine what improvements are needed and how the City can make the best use of its existing infrastructure. The existing network provides primarily municipal IT needs and internet to local businesses of all sizes.
Tonight, Irshad Ansari will give the results of the study.
References: document Fiber Optic Network Audit (2.98 MB)
Discussion Item #2 - 2018 Tax Levy
The Mayor and City Council are required to adopt a Tax Levy Ordinance annually and file it with the County Clerk on or before the last Tuesday in December. The Ordinance Levying Taxes for the City of Rochelle 2018 will be included as a business item on the November 26th City Council agenda. City Manager Jeff Fiegenschuh will provide information on the various components and discuss options related to the levy.
References:
pdf Rochelle Police Pension Fund Recommendation (44 KB)
pdf Department of Insurance Rochelle Police Pension Fund Actuarial Valuation Report (80 KB)
pdf Rochelle Fire Pension Fund Recommendation (83 KB)
pdf Department of Insurance Rochelle Fire Pension Fund Actuarial Valuation Report (80 KB)
document Property Tax Levy Presentation (304 KB)
Agenda Item #3 - Downtown Building Improvement Program
A Downtown Building Improvement Program is being explored and the wish is to include funding in the 2019 budget to facilitate the program. The purpose of the Building Improvement Program would be to encourage and support building and business owner investment in our downtown retail/commercial buildings.
Often times, small businesses get left out of incentives that are typically offered to larger businesses. We need to begin including small business in these incentives. It’s important that we assist both large and small businesses in our community.
References:
document Downtown Building Improvement Program Presentation (6.67 MB)
