City Council Meeting Agenda - February 11, 2019

I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• Remarkable Resident Presentation – Ruth Carter
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf January 28, 2019 (155 KB)
b) Accept and Place on File Minutes of Airport Advisory Board – pdf October 22, 2018 (320 KB)
c) Approve Exceptions – pdf 01/23/19-02/04/19 (69 KB)
d) Approve Bills – pdf 02/05/19 (154 KB)
e) Approve Payroll – pdf 01/14/19-01/27/19 (49 KB)
f) pdf Approve a Resolution Establishing the Official Zoning Map for 2018 (2.88 MB)
g) pdf Approve Closure of City Street for the 102.3 Coyote Lucky Hub Dash 5K – March 7, 2019 (76 KB)
2) Resolution Authorizing the Execution of an Agreement with Sikich for IT Infrastructure Technology Services
3) Ordinance Waiving the Competitive Bidding Requirements and Awarding a Contract with AESI-US, Inc. for Cyber Security Assessment Services
4) Resolution Providing for a Feasibility Study for a Proposed Amendment to the Existing Northern Gateway TIF Redevelopment Project Area and Presentation of Eligibility Study and TIF Plan
5) Zoning Ordinance Updates – Phase I Analysis and Review of Existing Codes
6) Downtown Façade Improvement Program
7) Resolutions and Agreements for South Main Street Phase 1 Reconstruction and Expansion Project Right of Way and/or Easements
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

Agenda Item #2 - Resolution Authorizing the Execution of an Agreement with Sikich LLP for Information Technology Service

Staff Contact: Jason Bird

Summary: The City of Rochelle has been working with Sikich LLP on a time and material basis for IT Services since the unexpected loss of a key IT staff member. As a result of Sikich’s initial efforts, they have provided a proposal for discovery and documentation of the IT infrastructure as well as verification of any existing documentation that may exist. Proper documentation will not only enable Sikich IT resources to assist the City’s IT staff as requested when needs arise but will also be invaluable to any new staff hires the City makes in the future. Sikich’s review will include the use of automated tools to scan the IT related equipment as well as a physical review of the IT infrastructure.

The various areas to be assessed are broken down below to provide an estimate of the services required in each area:

• Internal Connectivity
• Further Identification of remaining Internal Server & Network Devices
• Windows Servers Access
• Linux Servers Review
• Server Backup Review
• Firewall Password Recovery & Policy Review
• Office 365 Current Configuration & Security Review
• Former Network Manager E-mail Recovery and Review
• Internet Service Provider Infrastructure
• Documentation of Findings & Recommendations

Funding Sources:
Source:	Budgeted Amount:	Proposed Expenditure:
Advanced Communications CIP	$250,000	$134,242.50 (time & materials)

Strategic Plan Goal Application: This project will support the key strategic priority of infrastructure effectiveness & improvement.

Recommendation: Approve a Resolution Authorizing the Execution of an Agreement with Sikich LLP for Information Technology Services

Supporting Documents:

pdf Resolution Authorizing the Execution of an Agreement with Sikich LLP (87 KB)

pdf IT Infrastructure Present State Discovery & Documentation Proposal (448 KB)

pdf IT Solutions Project Presentation (644 KB)

Agenda Item #3 - Ordinance Waving the Competitive Bidding Requirements and Awarding a Contract with AESI-US, Inc. for Cyber Security Assessment Services

Staff Contact: Jason Bird

Summary: At the request of City staff, AEIS has submitted a proposal to provide cyber security assessment services. AEIS has provided cyber security assessments for utilities across the country and thus, has a unique body of knowledge related to the needs of RMU. AEIS is the preferred vendor of Hometown Connections, a subsidy of American Public Power Association. If approved, AEIS will concentrate their attention on the Electric Utility and Advanced Communications.

Funding Sources:
Source:	Budgeted Amount:	Proposed Expenditure:
Advanced Communications CIP	$250,000	$20,800
Electric CIP	$50,000	$48,300

Strategic Plan Goal Application: To assure that our infrastructure is safe and secure, protect not only the utility but our customers best interest.

Recommendation: Approve an Ordinance Waving the Competitive Bidding Requirements and Awarding a Contract with AESI-US, Inc. for Cyber Security Assessment Services, by a super majority vote.

Supporting Documents:

pdf Ordinance Waving the Competitive Bidding Requirements and Awarding a Contract with AESI-US, Inc. for Cyber Security Assessment Services (66 KB)

Agenda Item #4 - Resolution Providing for a Feasibility Study for a Proposed Amendment to the Existing Northern Gateway TIF Redevelopment Project Area and Presentation of Eligibility Study and TIF Plan

Staff Contact: Jeff Fiegenschuh, City Manager & Michelle Pease, Community Development Director

Summary: The City wishes to authorize Moran Economic Development, LLC to undertake a feasibility study and amendment to the current redevelopment project area of the Northern Gateway TIF. The current Northern Gateway TIF Project consists of approximately 104 parcels, see attached map.

The City wishes to amend the existing TIF to add one additional parcel. The parcel to be added is located at 1382-1384 N 8th Street, Parcel #24-13-301-002. This property is owned by Rochelle Township High School District 212 and is known as the Bus Garage. An ordinance establishing the interested parties registries was approved on April 23, 2018. If approved, the City will notify the taxing districts through the Feasibility Resolution and a letter and the general public by publishing a Notice of Interested Parties in the local paper about the TIF amendment.

QUALIFICATIONS OF THE AMENDED AREA

The Area that is to be amended consists of a developed parcel of property in the City of Rochelle. This parcel is located south of East Flagg Road, just west of the intersection of IL-251 and Flagg Road.

Summary of Qualifying or Eligibility Factors of Amended Area:

It is found that the developed portion of the Amended Area contains conditions that qualify it as a Conservation Area; the number of buildings that are 35 years or older exceeds the statutory threshold of 50%, and the Amended Area contains an incidence of the following five factors that are present to a qualifying degree: deterioration, both site and structural; inadequate utilities; presence of structures below minimum code standards; deleterious land use or layout; and the lack of community planning.

The TIF Redevelopment Plan is unchanged.

Funding Sources:
Source:	Budgeted Amount:	Proposed Expenditure:
Community Development - Other Professional Services	$50,000	$9,000

Recommendation:

Adopt a Resolution Providing for a Feasibility Study for a Proposed Amendment to the Existing Northern Gateway TIF Redevelopment Project Area

Authorize Moran Economic Development, LLC to proceed with amending the TIF Plan & Redevelopment Project for the Northern Gateway TIF at a cost of $9,000

Authorize the City to place the Amended TIF Plan & Feasibility Study on file (10 days) and to approve sending the TIF Plan & Feasibility Study to all affected taxing districts

Supporting Documents:

pdf Resolution Providing for a Feasibility Study for a Proposed Amendment to the Existing Northern Gateway TIF Redevelopment Project Area (46 KB)

pdf TIF Eligibility Study/Amended Northern Gateway Redevelopment Plan (988 KB)

pdf Amended TIF Adoption Schedule (37 KB)

Agenda Item #5 - Zoning Code Updates- Phase I- Analysis & Review of Existing Codes

Staff Contact: Michelle Pease, Community Development Director

Summary: Due to outdated codes and the need to create more user-friendly code materials, the Community Development Department would like to work with Teska & Associates for zoning consultant services.

A multi-phase approach will consist of Phase I, which will provide a thorough analysis and review of the existing zoning codes and recommendations on moving forward with Phases II & III. If necessary, Phase II will include preparation of new development regulations and Phase III will include final review and implementation.

The Phase I review will be completed for a not-to-exceed fee of $12,500, inclusive of expenses within 2-3 months.

Funding Sources:
Source:	Budgeted Amount:	Proposed Expenditure:
Community Development - Other Professional Services	$30,000	$12,500

Strategic Plan Goal Application: This project continues to support the City’s Strategic Plan goals by streamlining the development process and improving the steps to obtain permits for residential and industrial projects.

Recommendation:

Authorize the City Manager to sign a contract with Teska & Associates to begin the first phase of updating our zoning codes for an amount not-to-exceed $12,500.

Supporting Documents:

pdf Teska & Associates Zoning Ordinance Update Proposal (3.37 MB)

Agenda Item #6 - Downtown Façade Improvement Program

Staff Contact: Michelle Pease, Community Development Director

Summary: The City of Rochelle, in its continuing effort to support the revival and development of the Downtown, has created a Façade Improvement Program for all business owners and operators within the Downtown.

The City will provide a 50% matching grant, with a maximum amount of $5,000 to Downtown business or building owners who complete eligible improvements to the facades of their buildings. Improvements must be constructed within six months of application approval.

A complete list of eligible expenses, boundary map and applications procedures are available for pick up at the Community Development Department located at 333 Lincoln Highway and on the City’s website at www.cityofrochelle.net

Funding Sources:
Source:	Budgeted Amount:	Proposed Expenditure:
Economic Development - Miscellaneous	$15,000	$15,000

Strategic Plan Goal Application: This project continues to support the City’s Strategic Plan goals by promoting, retaining and enhancing small business development.

Recommendation:

Approve the proposed Façade Improvement Program for Downtown Rochelle businesses and building owners.

Supporting Documents:

pdf Façade Improvement Program Application (534 KB)

Agenda Item #7 - Resolutions and Agreements for South Main Street Phase 1 Reconstruction and Expansion Project Right of Way and/or Easements

Staff Contact: City Engineer Sam Tesreau

Summary: This is the second group of Agreements for the right of way parcels and/or easements for the South Main Street Phase 1 reconstruction project. Several more are anticipated over the next months.

As a result of the final engineering plans it was determined that certain additional right of way parcels and easements were necessary to complete the construction of the improvements. Appraisals were conducted on each property.

Funding Sources:

Source:	Budgeted Amount:	Proposed Expenditure:
CIP South Main Street Phase I Improvements sec#12-00112-00FP	Within total budgeted project expense of $3.6M for 2019
Lake Lida Development Corp (0.039 Acres +/-) PIN 24-36-231-021	Temporary Easement	$5,885.00 (including applicable damages to the property)
Alejandro Pizano (0.007 Agres +/-) PIN 24-36-229-010	Termporary Easement	$300.00 (including applicable damages to the property)
Larry and Kayla Harris (0.015 Acres +/-) PIN 24-36-276-002	Right of way and temporary easement	$3,274.00 (including applicaple damages to property)
E&P Management, LLC (0.045 Acres +/-) PIN 24-25-476-015	Temporary Easement	$300.00 (including applicable damages to property)
Erie Foods International, Inc. (0.368 Acres +/-) PIN 25-30-300-005	Right of way and temporary easement	$26,630.00 (including applicable damages to property)
LaGrou Distribution Systems, Inc. (0.333 Acres +/-) PIN 25-30-300-004	Right of way and temporary easement	$16,880.00 (including applicable damages to property)
Rochelle Foods, LLC. )0.079 Acres +/-) PIN 25-30-300-002	Right of way and temporary easement	$4,130.00 (including applicable damages to property)

Recommendation:

Approve a Resolution Authorizing the Payment for Certain Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Lake Lida Development
Approve a Resolution Authorizing the Payment for Certain Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Alejandro Pizano
Approve a Resolution Authorizing the Payment for Certain Right-of-Way and Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Larry and Kayla Harris
Approve a Resolution Authorizing the Payment for Certain Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with E&P Management, LLC
Approve a Resolution Authorizing the Payment for Certain Right-of-Way and Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Erie Foods International, Inc.
Approve a Resolution Authorizing the Payment for Certain Right-of-Way and Temporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with LaGrou Distribution System, Inc.
Approve a Resolution Authorizing the Payment for Certain Right-of-Way andTemporary Construction Easement Rights Pertaining to the South Main Street Phase 1 Reconstruction and Expansion Project with Rochelle Foods, LLC

Strategic Plan Goal application:

Acquisition of the right of way and/or easements allow the City to move forward with improving infrastructure throughout the community

Supporting Documents:

pdf Resolution Lake Lida Development (80 KB)

pdf Agreement Lake Lida Development (89 KB)

pdf Resolution Pizano (80 KB)

pdf Agreement Pizano (88 KB)

pdf Resolution Harris (80 KB)

pdf Agreement Haris (123 KB)

pdf Resolution E&P Management, LLC (80 KB)

pdf Agreement E & P Management, LLC (137 KB)

pdf Resolution Erie Foods International, Inc. (80 KB)