AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, June 24, 2019 at 6:30 p.m.
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 Members to Boards and Commissions
Appointment of Council Member with a Term to Expire April 30, 2021
· Rochelle Area Community Foundation Check Presentation
· 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 June 10, 2019 (156 KB)
b) Approve Exceptions – pdf 6/5/19-6/17/19 (72 KB)
c) Approve Bills – pdf 6/18/19 (215 KB)
d) Approve Payroll – pdf 6/3/19-6/16/19 (61 KB)
e) Accept and Place on File Minutes of Railroad Advisory Board – pdf 02/21/19 (143 KB)
f) Accept and Place on File Minutes of Planning and Zoning Commission Meeting – pdf 05/06/19 (177 KB)
g) Accept and Place on File Financial Statement pdf May 2019 (647 KB)
h) pdf Resolution Regarding the Release of Executive Session Minutes (58 KB)
2) Ordinance Approving an Annexation Agreement between Pilot Travel Centers LLC and the City of Rochelle–(East Tract) Property Tax Identification Number 25-16-300-003 (Public Hearing and Action)
3) Ordinance Approving an Annexation Agreement between Pilot Travel Centers LLC and the City of Rochelle–(West Tract) Property Tax Identification Number 25-17-400-006 (Public Hearing and Action)
4) Ordinance Annexing and Zoning the Property Located at or around 17196-17498 Lincoln Hwy Rt 38 (East Tract)
5) Ordinance Approving and Accepting a Final Plat of Subdivision of Pilot/Flying J Truck Center Division
6) Ordinance Approving and Accepting a Final Plat of Annexation of Pilot/Flying J Truck Center Division
7) Ordinance Granting Variations Related to Driveways, Setbacks, and Signage
8) Ordinance Annexing and Zoning the Property Located at or around 17196-1749 Lincoln Hwy Rt 38 (West Tract)
9) Resolution Approving the participation in the Illinois Housing Development Authority Abandoned Residential Property Municipality Relief Program
10) Intergovernmental Personnel Benefits Cooperative Premium Renewal Rates for 7/1/19-6/30/20
11) City Building Lobby Improvement Project
12) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License – 1244 N 7th Street
13) Ordinance Amending the City of Rochelle Municipal Code Pertaining to Absenteeism
14) Ordinance Amending Chapter Six, Article II, Section 6-52 of the Rochelle Municipal Code Pertaining to a Local Manager of a Corporate Licensee
15) Resolution Authorizing the City Manager to Execute a Settlement Agreement and Mutual Release with Ogle County
16) Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals
VII. DISCUSSION ITEMS:
1) Enterprise Fleet Management
2) Gettysburg Leadership Institute
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Ordinance Approving an Annexation Agreement between Pilot Travel Centers, LLC and the City of Rochelle– (East Tract) Property Identification Number 25-16-300-003 (Public Hearing and Action)
Staff Contact: Michelle Pease, Community Development Director
Summary: Pilot Travel Centers, LLC wishes to build a new location on property located on Illinois Route 38, east of Interstate 39, which is located outside the City limits. An annexation and development agreement with the City of Rochelle is proposed.
The annexation agreement developed with Pilot Travel Centers, LLC contains specific requirements for the preliminary and final plat of subdivision. These specifications include zoning for B-2 Commercial Highway, extending City utilities (water, sewer, electric), which includes the upsizing of utilities to accommodate the future development of the area.
Similar to the Love’s Travel Stop & Country Stores Annexation Agreement, the City has committed towards the infrastructure for future development of the area. $500,000 is proposed in the development agreement to assist with utility and lift station upsizing, road improvements and signalization and other infrastructure upgrades. The City has also applied for a $100,000 grant that may assist.
City code requires that staff and the Planning and Zoning Commission review the preliminary and final plat for conformance with the comprehensive plan, the provisions contained in the annexation and development agreements, and all other applicable ordinances within 60 days of the acceptance of the annexation agreement. The Planning and Zoning Commission held a public hearing on June 3, 2019 to review the petition from Pilot Travel Centers, LLC. After review of the facts the Planning and Zoning Commission recommended by a vote of 6-0 that the City Council approve the preliminary and final plat of subdivision.
All notices, publication, public hearings, and all other matters required by law have been given and performed by the corporate authorities of the City regarding the approval.
Strategic Plan Goal Application: This project continues to support the City’s Strategic Plan goals by promoting realistic and sustainable growth.
Recommendation:
Hold a Public Hearing
Approve an Ordinance Approving an Annexation Agreement between Pilot Travel Centers, LLC, a Delaware Limited Liability Company and the City of Rochelle for Property Tax Identification Number 25-16-300-003
Supporting Documents:
pdf
Annexation Agreement with Pilot Travel Centers, LLC
(695 KB)
pdf
Ordinance Approving an Annexation Agreement between Pilot Travel Centers, LLC and the City of Rochelle–East Tract
(82 KB)
Agenda Item #3 - Ordinance Approving an Annexation Agreement between Pilot Travel Centers, LLC and the City of Rochelle–(West Tract) Property Identification Number 25-17-400-006 (Public Hearing and Action)
Staff Contact - Michelle Pease, Community Development Director
Summary: Pilot Travel Centers, LLC wishes to enter into an Annexation and Development Agreement with the City of Rochelle. Pilot Travel Centers, LLC desires to build a new location on property located on Illinois Route 38, east of the Interstate 39 exchange, which is located outside the City limits.
This annexation agreement developed with Pilot Travel Centers, LLC contains specific requirements with specifications extending City utilities (water, sewer, electric) through and to properties to be developed. The identified undeveloped West Tract allows properties to be contiguous to the developed East Tract where Pilot Travel Centers will build the travel center.
Similar to the Love’s Travel Stop & Country Stores Annexation Agreement, the City has committed towards the infrastructure for future development of the area. $500,000 is proposed in the development agreement to assist with utility and lift station upsizing, road improvements and signalization and other infrastructure upgrades. The City has also applied for a $100,000 grant that may assist.
City code requires that staff and the Planning and Zoning Commission review the preliminary and final plat for conformance with the comprehensive plan, the provisions contained in the annexation and development agreements, and all other applicable ordinances within 60 days of the acceptance of the annexation agreement. The Planning and Zoning Commission held a public hearing on June 3, 2019 to review the petition from Pilot Travel Centers, LLC. After review of the facts the Planning and Zoning Commission recommended by a vote of 6-0 that the City Council approve the preliminary and final plat of subdivision.
All notices, publication, public hearings, and all other matters required by law have been given and performed by the corporate authorities of the City regarding the approval.
Strategic Plan Goal Application: This project continues to support the City’s Strategic Plan goals by promoting realistic and sustainable growth.
Recommendation:
Hold a Public Hearing
Approve an Ordinance Approving an Annexation Agreement between Pilot Travel Centers LLC, a Delaware Limited Liability Company and the City of Rochelle for Property Tax Identification Number 25-17-400-006
Supporting Documents:
pdf Annexation Agreement with Pilot Travel Centers, LLC (362 KB)
Agenda Item #4 - 7
Ordinance Annexing and Zoning the Property Located at or around 17196-17498 Lincoln Hwy Rt 38- East Tract
Ordinance Approving and Accepting a Final Plat of Subdivision of Pilot/Flying J Truck Center Division
Ordinance Approving and Accepting a Final Plat of Annexation of Pilot/Flying J Truck Center Division
Ordinance Granting Variations Related to Driveways, Setbacks, and Signage
Staff Contact: Michelle Pease, Community Development Director
Summary: Pilot Travel Centers, LLC wishes to build a new location on property located on Illinois Route 38, east of the Interstate 39, which is located outside the City limits. An annexation and development agreement with the City of Rochelle is proposed, which includes the rezoning, acceptance of the plat of annexation, plat of subdivision, preliminary and final plat and granting of specific variances. The City Code Variances for Development listed in the annexation agreement are the following:
1.) The variances for signage and other matters specifically set forth in the Agreement.
2.) A variance granting relief from Section 110-632, which provides that no driveway or
curb cuts in any district shall exceed 20 feet in width. The variance shall allow driveway widths on the Leased Premises up to the 35-foot maximum allowed by IDOT.
3.) A variance granting relief from the requirement in Section 110-531 Gasoline (Motor Fuel) Stations (2) that the total height of any overhead canopy or weather protection shall not exceed 20 feet. The variance shall allow Developer to construct canopies on the Leased Premises at a height not to exceed 25 feet.
4.) A variance granting relief from Section 110-531.13 (requirement that parking spaces be located to the side and/or rear of the principle structure.
Strategic Plan Goal Application:
This project continues to support the City’s Strategic Plan goals by promoting realistic and sustainable growth.
Recommendation:
Approve an Ordinance Annexing and Zoning the Property Located at or around 17196-17498 Lincoln Hwy Rt 38- East Tract
Approve an Ordinance Approving and Accepting a Final Plat of Subdivision of Pilot/Flying J Truck Center Division
Approve an Ordinance Approving and Accepting a Final Plat of Annexation of Pilot/Flying J Truck Center Division
Approve an Ordinance Granting Variations Related to Driveways, Setbacks, and Signage
Supporting Documents:
pdf Ordinance Granting Variations Related to Driveways, Setbacks, and Signage (125 KB)
pdf Final Plat of Subdivision of Pilot/Flying J Truck Center (892 KB)
Agenda Item #8 - Ordinance Annexing and Zoning the Property Located at or around 17196-1749 Lincoln Hwy Rt 38-West Tract
Staff Contact: Michelle Pease, Community Development Director
Summary: Pilot Travel Centers LLC, wishes to annex into the City and zone the developed portion of the property B-2 Commercial Highway District Zoning and RD Zoning for the undeveloped portion of the Property.
After proper publication of notice, the Planning & Zoning Commission held a public hearing on June 3, 2019, where it considered the zoning of the property upon annexation to the City to provide for B-2 Commercial Highway District Zoning for the developed portion of the property and RD Zoning for the undeveloped portion of the property upon the annexation to the City. The Planning & Zoning Commission voted 6-0 to recommend the annexing and zoning of the property to the City Council.
Strategic Plan Goal Application:
This project continues to support the City’s Strategic Plan goals by promoting realistic and sustainable growth.
Recommendation:
Approve an Ordinance Annexing and Zoning the property Located at or around 17196-1749 Lincoln Hwy Rt 38-West Tract.
Supporting Documents:
pdf Plat of Annexation (565 KB)
Agenda Item #9 - Resolution Approving the participation in the Illinois Housing Development Authority Abandoned Residential Property Municipality Relief Program
Staff Contact: Michelle Pease, Community Development Director
Summary: In December 2018, the City of Rochelle applied for the Illinois Housing Development Authority (IDHA) Abandoned Residential Property Municipality Relief Program. At that time, City staff identified 9 abandoned properties and 14 vacant properties.
The purpose of the program is to use funding in the Abandoned Residential Property Municipality Relief Fund to make grants to municipalities, counties, and land banks to assist with their costs incurred for the securing, maintenance, and demolition of abandoned residential property in the jurisdiction.
Grant funds may be used for securing, maintaining, demolishing, or rehabilitating abandoned homes. The rehabilitation of an abandoned residential property is strictly limited in scope to address exterior building safety concerns such as repairing the roof, windows, doors, masonry, or walkways of an abandoned residential property. The grant amount is $33,400.00.
At this time, we are in Round 4 of the selection process and will be finalized when all requirements are submitted, including a resolution passed by City Council.
Strategic Plan Goal Application: Address community blight in affected areas via multiple leveled strategies.
Recommendation: Approve the Resolution to participate in the Illinois Housing Development Authority Abandoned Residential Property Municipality Relief Program.
Supporting Documents:
pdf Officer’s Certificate and Certificate of Incumbency (102 KB)
Agenda Item #10 - Intergovernmental Personnel Benefits Cooperative Premium Renewal Rates for July 1, 2019 – June 30, 2020.
Staff Contact: Nancy Bingham
Summary:
On September 25th, 2017 the City Council approved the Resolution Accepting Membership to the Intergovernmental Personnel Benefits Cooperative (IPBC) in the sub pool known as Quad Cities Health Insurance Pool (QCHIP). Blue Cross/Blue Shield of Illinois remained the insurance carrier. IPBC’s fiscal year is based on July 1-June 30th. The City’s premium rates were valid from January 1, 2018 – June 30, 2019. IPBC as a whole has a total 11,816 on the PPO plan which includes QCHIP with 844. The City currently offers health insurance benefits to all full-time employees. The premiums are based on a shared cost by the City and its eligible employees. The premiums continue to be shared with the employee paying 15% of the monthly premium for single coverage and 18% of the monthly premium for family coverage for existing employees with new employees, that started after January 1, 2019 on “tier 2” with single at 17% and family at 20%. The tier 2 rates will continue until they reach single at 20% and family at 25%.
The IPBC board approved the 2019/2020 premium rates for the members and the sub pools and these rates were presented to the members in late May. The average renewal rate for IPBC is .3%, with some increases up to 10.3%. The renewal rate for QCHIP members, including Rochelle, is -8%, that is a negative figure. With the ever-rising health care costs, the still unknown of the ACA and some increase still in the double digits, this premium increase of a -8% is beyond outstanding. The total premium for a family is going from $1,941.52 to $1,786.20 and single from $757.08 to $696.51.
Strategic Plan Goal Application:
-Dynamic planning and evaluation in City wide planning efforts.
-Budget - A tool to attract and retain quality employees allowing the departments to provide quality services to the City and its residents.
Recommendation: Approve IPBC premium renewal rates for July 1, 2019 – June 30, 2020.
Supporting Documents: pdf IPBC - City of Rochelle Rate Renewal Document (64 KB)
Agenda Item #11 - City Building Lobby Improvement Project
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: In early 2018 City staff hired Reifsteck Reid & Company Architects to evaluate the City Hall lobby area and recommend improvements to improve the visibility at the reception desk and to control access to the administrative portions of the building. As a result, the Reifsteck firm proposed an angled reception desk and the construction of a second door in the main corridor.
The City held a public bid opening for the City Building Lobby Improvement Project on May 11th. Four bids were received, opened and read aloud ranging from $49,454 - $74,544. The apparent low bidder for the project was Larson & Larson Builders, Inc. in the amount of $49,454.
Reifsteck Reid & Company Architects contacted the apparent low bidder to ascertain their familiarity with the project documents, project schedule and their willingness to proceed with the project. Based on their review, Reifsteck Reid & Company Architects recommends awarding the contract for the project to Larson & Larson Builders.
Funding Sources:
Source: Budgeted Amount: Proposed Expenditure:
General Fund Municipal Building $60,000 $49,454
01-17-820
Recommendation: Accept the bid from Larson & Larson Builders, Inc. in the amount of $49,454 for the City Building Lobby Improvement Project and reject all other bids.
Strategic Plan Goal Application: Key Strategy – Infrastructure Effectiveness and Improvement
Supporting Documents:
pdf
Reifsteck Reid & Company Architects Recommendation Letter
(131 KB)
pdf
Improvement Drawing
(17 KB)
Agenda Item #12 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for The Rabbit’s Foot at 1244 N 7th Street
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: Keith Scott has submitted an application for a Class B liquor license at 1244 N 7th Street. The Class B liquor license allows for the retail sale on the premises specified of alcoholic liquor for consumption on the premises as well as other package retail sales.
The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the creation of a Class B liquor license for The Rabbit’s Foot. This action will result in a total of seven Class B liquor licenses in the City of Rochelle.
Recommendation:
Approve an Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for The Rabbit’s Foot at 1244 N 7th Street
Supporting Documents:
pdf
Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class B Liquor License for The Rabbit’s Foot at 1244 N 7th Street
(52 KB)
Agenda Item #13 - Ordinance Amending the City of Rochelle Municipal Code Pertaining to Absenteeism
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: The City of Rochelle strives to operate in a professional and efficient manner. This includes the proceedings of the City Council and all boards, commissions and committees. The current Rochelle Municipal Code does not include language to address repeated absenteeism by members of the various boards, commissions and committees.
The proposed ordinance includes the addition of an attendance policy to the Rochelle Municipal Code for all boards, commission and committees as follows: “The Mayor and City Council of the City of Rochelle may compel attendance of any absentee, to any City Council, Board, Commission, or Committee Meeting. Any member, excluding the Mayor, of the City Council, Board, Commission, or Committee may be removed from the body to which they hold a seat, if that member misses three (3) consecutive meetings. The removal shall be initiated by the Mayor and subject to the confirmation of such removal by the advice and consent of the City Council.”
Recommendation:
Approve an Ordinance Amending the City of Rochelle Municipal Code Pertaining to Absenteeism
Supporting Documents:
pdf Ordinance Amending the City of Rochelle Municipal Code Pertaining to Absenteeism (80 KB)
Agenda Item #14 - Ordinance Amending Chapter Six, Article II, Section 6-52 of the Rochelle Municipal Code Pertaining to a Local Manager of a Corporate Licensee
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: The Rochelle Municipal Code requires that a local manager of a corporate liquor license live within a ten-mile radius of the City of Rochelle. This requirement has been in the code since before 1996.
After a review of the files and discussions with the City Manager, Mayor and Chief of Police, we believe that this radius is too restrictive and should be extended. The proposed ordinance allows the local manager to reside within a fifty-mile radius.
Recommendation:
Approve an Ordinance Amending Chapter Six, Article II, Section 6-52 of the Rochelle Municipal Code Pertaining to a Local Manager of a Corporate Licensee
Supporting Documents:
pdf
Ordinance Amending Chapter Six, Article II, Section 6-52 of the Rochelle Municipal Code Pertaining to a Local Manager of a Corporate Licensee
(79 KB)
Agenda Item #15 - Resolution Authorizing the City Manager to Execute a Settlement Agreement and Mutual Release with Ogle County
Staff Contact: Jeffrey Fiegenschuh, City Manager & Eric Higby, Chief of Police
Summary: Since 2015, The City of Rochelle has not been receiving the full amount of revenue collected from fines through the overweight truck program. During this time, the Ogle County Clerk has collected the fines, but has not remitted the amount to the City as set by statute.
625 ILCS 5/15-113(a) of the state code sets the statutory fine amount of overweight citations. The fines doubled in 2010 and the fine amount is now split between the local unit of government and the Capital Projects Fund. The current overweight fine amount is $150 for every 500 pounds overweight. The first $75 of the $150 fine is supposed to go to the local, and the second $75 of the $150 fine goes to the state Capital Projects Fund established in 2010.
Included in this report is language from Attorney Brent Wagner highlighting the language in the state statute along with a previous supreme court ruling stating that local jurisdictions are entitled to a smaller portion of the $75. It is Brent’s opinion since the City of Rochelle is prosecuting these cases locally in the circuit court, it should be getting the full $75 per 500 lbs. overweight per statute.
The total amount being withheld by Ogle County since 2015 is $26,233.50, half of this amount ($10,473) should have been remitted back to the City. Included with this report, is a letter from State’s Attorney Eric Morrow, stating he concurs with the City Attorney’s opinion on the amount the City should be receiving per fine. Based on this opinion, the County is asking the City to approve a resolution authorizing the City Manager to execute a settlement agreement and mutual release. Once approved the City will receive all past funds due (half of the fine amounts collected) and the full $75 per 500 lbs. amount owed for future settled fines.
Strategic Plan Goal Application: Continued investment in Infrastructure, Maintain Fiscal Stability & Balanced Budget.
Recommendation: Approve a Resolution Authorizing the City Manager to Execute a Settlement Agreement and Mutual Release with Ogle County
Supporting Documents:
pdf Settlement Agreement and Mutual Release (143 KB)
pdf Email from City Attorney (highlighting relevant info) (161 KB)
pdf Support letter from State’s Attorney Eric Morrow (14 KB)
pdf Breakdown of funds collected by County and owed to the City (14 KB)
Agenda Item #16 - Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals
Staff Contact: Tim Isley, Public Works Director
Summary: In 2011, the City of Rochelle entered into an intergovernmental agreement (also referred to as the “Master Agreement”) with the Illinois Department of Transportation for the maintenance of traffic signals within the City of Rochelle. The term of this agreement is from July 1, 2011 to June 30, 2021. All changes to this agreement must be agreed upon by IDOT and the City of Rochelle and be incorporated by written amendment, signed by both parties.
In recent years Steward Road has seen an increase in vehicle traffic due to Rochelle’s expanding Southeast Industrial Corridor as well as a new travel stop. This increase in vehicle traffic has warranted the installation of a new traffic signal at the intersection of IL 251 and Steward Rd. With the installation of this new traffic signal it is necessary that an amendment be made to include this signalized intersection in the Master Agreement.
Strategic Plan Goal Application: Maintenance of infrastructure as well as improvements. Invest in infrastructure.
Recommendation: Authorize an Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals to add the signalized intersection of IL 251 and Steward Road to the comprehensive list of signals.
Supporting Documents:
Discussion Item #1 - Fleet Management
The City of Rochelle currently has over 30 light duty non-emergency vehicles and approximately 15 light duty emergency vehicles. Nearly 60% of the City’s non-emergency fleet is over 10 years old. Vehicles of this age are associated with significantly higher maintenance cost, higher fuel costs and increased down time, all of which lead to overall higher costs of vehicle ownership.
It is the City’s goal to reduce the total cost of ownership within its light duty vehicle fleet by purchasing vehicles at the best possible price, reducing maintenance costs and down time, improving fuel mileage, and maximizing the equity of each vehicle at the time of resale.
Drew Kellogg, a representative from Enterprise Fleet Management is in attendance to discuss fleet management options that can help the City drive down these costs of vehicle ownership.
Discussion Item #2 - ICMA Gettysburg Institute
Staff Contact: Jeffrey Fiegenschuh, City Manager
Summary: This past May I had the honor of attending the annual ICMA Gettysburg Institute. The purpose of the intense three-day program is to learn key leadership strategies from the Battle of Gettysburg. From page three of the handout included in the council packet: Leadership in battle Translates to Leadership in Daily Life. “The three-day battle of Gettysburg offers a unique and engaging resource for the study of leadership: the complexity of the battle, the size of the armies and the wide spectrum of personalities offers an extensive range of perspectives that are useful in our current work environments. Some of the key leadership perspectives include”:
Communication
Team-Building
Empowerment
Adaptability
Strategic and Visionary Thinking
Decision-making under Pressure
Accountability
Execution
Included in the video presentation are the key competencies I gained from my time touring the battle field, listening to the stories from the battle and meeting with other professionals from across the country. Each of these leadership aspects should and will be implemented throughout our organization; especially when work on the City Budget and Strategic Plan.
Strategic Plan Goal Application: Community & Outreach, Incorporate Dynamic Planning, Core Service Delivery
Supporting Documents:
Gettysburg Foundation Handout
https://spark.adobe.com/video/DXaw2VH5uHiDo Gettysburg Video prepared by CM Jeffrey Fiegenschuh, Jenny Thompson, Director of Marketing and Tourism
