City Council Meeting Agenda - May 13, 2019

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, May 13, 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:
• Drug Court Awareness Week – May 13-19, 2019
• Electrical Safety Month – May 2019
IV. REPORTS AND COMMUNICATIONS:
• Mayor – Appointment of Rick Kettley to the Airport Advisory Board with a term of May 13, 2019 – July 1, 2020
• Council Members
• Remarkable Resident – Carolyn Brown
• Employee Introduction – Geoff Starr
• Good News – Airport of the Year Award Mike Hudetz and Jason Anderson
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings – pdf 4/22/19 (191 KB) and pdf 4/29/19 (145 KB)
b) Accept and Place on File Minutes of Golf Course Advisory Committee – pdf 3/18/19 (54 KB)
c) Accept and Place on File Minutes of Planning & Zoning Commission- pdf 4/1/19 (192 KB)
d) pdf Accept and Place on File Rochelle Police Pension Board Annual Treasurer’s Report (28 KB)
e) Approve Exceptions – pdf 4/17/19-5/6/19 (83 KB)
f) Approve Bills – pdf 5/7/19 (241 KB)
g) Approve Payroll – pdf 4/8/19-4/21/19 (53 KB) , pdf 4/22/19-5/5/19 (49 KB)
h) pdf Authorize VFW Memorial Day Parade – May 27, 2019 and VFW Independence Day Parade – July 4, 2019 (61 KB)
i) pdf Authorize VFW Poppy Drive 4th Avenue and Lincoln Highway – May 25, 2019 (20 KB)
j) pdf Authorize the Completion of Signature Forms at Financial Institutions (45 KB)
k) pdf Accept and Place on File Ogle County Election Results - April 2, 2019 (34 KB)
l) pdf Authorize We Care Rochelle Downtown Block Party – June 22, 2019 (71 KB)
2) Appointments of Susan Messer to the Office of City Clerk and Christina Cardott to the Offices of City Treasurer and Treasurer for the Police and Fire Pension Boards
3) Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class T Liquor License – Love’s Travel Stops & Country Stores, Inc.
4) Resolution Approving an Amendment to the Personnel Manual
5) Ordinance Approving the Preliminary and Final Plat of HP Real Estate LLC– Flagg Road and Illinois Route 251
6) Ordinance Approving a Redevelopment Agreement with HP Rochelle Real Estate, LLC
7) 2019 Rochelle Fairways Golf Course Parking Lot Resurfacing Project
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 - Appointments of Susan Messer to the Office of City Clerk and Christina Cardott to the Offices of City Treasurer and Treasurer for the Police and Fire Pension Boards

Staff Contact:  Jeff Fiegenschuh, City Manager

Summary:      The positions of City Clerk, City Treasurer and Treasurer for the Police and Fire Pension Boards are appointed by the Mayor with the consent of City Council.  The terms of these positions run concurrently with the Mayor’s term. 

Mayor Bearrows recommends that Susan Messer be reappointed to the office of City Clerk and Christina Cardott be reappointed to the Offices of City Treasurer and Treasurer for the Police and Fire Pension Boards 

Recommendation:    

Appoint Susan Messer to the Office of City Clerk

Appoint Christina Cardott to the Offices of City Treasurer and Treasurer for the Police and Fire Pension Boards

Other Actions: 

Swearing In Susan Messer to the Office of City Clerk

Swearing In Christina Cardott to the Offices of City Treasurer and Treasurer for the Police and Fire Pension Boards

Swearing In RoseMary Huéramo and Jennifer Thompson to the Office of Deputy City Clerk 

Agenda Item #3 -  Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class T Liquor License for Love’s Travel Stops & Country Stores, Inc.

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

Summary: Love’s Travel Stops & Country Stores, Inc. has submitted an application for a Class T liquor license at 100 Steward Road. The Class T liquor license allows for the following for Licensed Truck Stop Establishments: A “Licensed Truck Stop Establishment” means a Licensed Truck Stop Establishment as defined by Illinois Video Gaming Act (ILCS Ch. 230, Act 40 § 5). Alcoholic liquor sold at licensed Truck Stop Establishments must be sold in the original package as defined in 235 Illinois Compiled Statutes 5/1-3.06, and such alcoholic liquor shall at the time it leaves the premises be sealed in its original container. No alcoholic liquor, except in the original package, shall be sold upon any premises licensed as a Licensed Truck Stop Establishment. There shall be no consumption whatsoever of alcoholic liquor on the premises of a Licensed Truck Stop Establishment.

The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the creation of a Class T liquor license for Love’s Travel Stops & Country Stores, Inc. This action will result in a total of two Class T 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 T Liquor License for Love’s Travel Stops & Country Stores, Inc.

Supporting Documents:
pdf Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class T Liquor License for Love’s Travel Stops & Country Stores, Inc. (53 KB)

Agenda Item #4 -  A Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook)

Staff Contact: Nancy Bingham

Summary:
The City of Rochelle “Handbook” Personnel Policies Manual was last updated in October of 2018.
The Personnel Policies Manual is in constant review and revisions shall be made periodically to be consistent with all applicable laws, employment policies and current technology.

The two changes include adding personal days and lieutenant paragraph.

The personal days are being added to create consistency throughout the organization with union and non-union employees. This addition will allow the use of two (2) personal days for full-time non-union staff. These days will not be carried over at the end of the fiscal year and will not be paid out upon termination or retirement. One (1) day added for 2019, used before 12/31/19 and Two (2) days starting 1/1/20 and thereafter.

The lieutenant paragraph is adding language the handbook to have documentation on the lieutenants benefits and other wages, as these items align with the union contract. Lieutenants are non-union employees, but by the nature of their job duties their benefits align with the contract.

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 a Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook)

Supporting Documents: pdf Resolution Approving an Amendment to the Personnel Manual (City of Rochelle Employee Handbook) (91 KB)

Agenda Item #5 -  Ordinance Approving the Preliminary and Final Plat of HP Real Estate LLC– Flagg Road and Illinois Route 251

Staff Contact: Michelle Pease, Community Development Director

Summary:
HP Rochelle Real Estate, LLC has provided a preliminary and final plat of subdivision for 2 lots to be made one, with a 3rd lot connected by easements for stormwater detention.

The project property is 2.52 acres, zoned B-2 Commercial Highway Business, is located at the north east corner of Flagg Road and Route 251.

Subdividing the lots allows the petitioner to develop the property into a gas station/convenience store.

Notice of public hearing was published on April 17, 2019. The City of Rochelle Planning & Zoning Commission held a public hearing on May 6, 2019 and approved the subdivision, preliminary & final plat by a vote of 4-0.

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 Approving the Preliminary and Final Plat of HP Real Estate LLC

Supporting Documents:
pdf Ordinance Approving the Preliminary and Final Plat of HP Real Estate LLC (65 KB)
pdf Exhibit B Preliminary Plat (1.75 MB)
pdf Exhibit C Final Plat (1.14 MB)

Agenda Item #6 - Ordinance Approving a Redevelopment Agreement with HP Rochelle Real Estate, LLC

Staff Contact:  Michelle Pease, Community Development Director

Summary:  HP Rochelle Real Estate, LLC owns the property located within the corporate limits of the City, located at Illinois Route 251 and Flagg Road and wishes to develop the property. But for assistance from the Northern Gateway TIF, the developer would be unable to complete the project.

HP Rochelle Real Estate, LLC proposes to construct a travel plaza with gas fuel and diesel fuel islands, semi-truck parking, gaming, a quick serve restaurant with drive through service and indoor seating and a convenience store. Developer shall complete the project on or before December 31, 2020.

Per the proposed TIF development agreement, HP Rochelle Real Estate, LLC will be allowed to capture fifty percent (50%) each year of the incremental taxes of the project property only, with a maximum of $400,000.00 total of TIF eligible expenses.

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 Approving a Redevelopment Agreement with HP Rochelle Real Estate, LLC

Supporting Documents: 

pdf Redevelopment Agreement (319 KB)

pdf Ordinance Approving a Redevelopment Agreement with HP Rochelle Real Estate, LLC (66 KB)

Agenda Item #7 - 2019 Rochelle Fairways Golf Course Parking Lot Resurfacing Project

Staff Contact: Sam Tesreau, City Engineer

Summary:

The parking lot located at the Rochelle Fairways Golf Course, along South Route 251, was identified in the Capital Improvement Plan (CIP) to be resurfaced/overlaid this fiscal year (FY). The resurfacing project will provide for improvement of the existing deteriorating surface. Furthermore, the resurfacing project will satisfy a condition of the Redevelopment/TIF agreement with CCS Golf, LLC

The above referenced project was advertised in the Rochelle News Leader. Bids were publicly opened and read aloud on May 7, 2019 at 10 am for the above referenced project. Four separate bids were received as follows:

 Martin and Company Excavating submitted a bid for making entire improvements in the amount of $59,009.80
 Civil Constructors, Inc. submitted a bid for making the entire improvements in the amount of $61,171.00
 Bel Rock Asphalt Paving, Inc. submitted a bid for making the entire improvements in the amount of $61,984.21 (as checked)
 Curran Contracting Company submitted a bid for making entire improvements in the amount of $70,833.10

The lowest bid is approximately 12% lower than the Engineers estimate of costs. The project is funded with Sales Tax Funds (STF) funds. A transfer from the FY 19 STF 17-00 will be made to the FY 19 CIP fund 36-00-86073 to cover the expenses associated with the resurfacing project.

Strategic Plan Goal Application: Infrastructure Effectiveness and Improvement

Recommendation: Accept the low bid proposal and award the 2019 Rochelle Fairways Golf Course Parking Lot Resurfacing Project to Martin and Company Excavating in the amount of $59,009.80 and reject all other bids received.

Supporting Document:
pdf Bid Tabulation (46 KB)