AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, November 9, 2020 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:
· Veterans Day Proclamation – pdf November 11, 2020 (86 KB)
· Community Foundation Week – pdf November 12-18, 2020 (171 KB)
- American Indian Heritage Month - pdf November 2020 (95 KB)
IV. REPORTS AND COMMUNICATIONS:
· Mayor’s Report
· Council Members
· Remarkable Resident -Bea Chaplin
· Good News – Sergeant Chet Smith
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 10/26/20 (405 KB)
b) Accept and Place on File Minutes of Planning & Zoning Commission – pdf 10/5/20 (104 KB)
c) Approve Exceptions – pdf 10/22/20-11/3/20 (271 KB)
d) Approve Payroll – pdf 10/19/20-11/1/20 (62 KB)
2) Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Negotiate and Enter into Agreements for Enterprise Software and Consulting
3) Resolution Approving a Contract Operator Services Agreement between the Burlington Junction Railway, Inc and the City of Rochelle
4) Ordinance Approving the Preliminary and Final Plat of Subdivision for the Hartnett Subdivision
5) Resolution Authorizing the Execution of a Deferment Agreement with Pipe 77, LLC
6) Ordinance Amending Section 6-46 of the Municipal Code to Delete One Class U Liquor License for Artists’ Garden and Ordinance Amending Section 6-46 of the Municipal Code to Create One Class R-3 Liquor License for Acres Bistro
7) Ordinance Amending Section 6-46 of the Municipal Code to Delete One Class S Liquor License for Stop N Go and Ordinance Amending Section 6-46 of the Municipal Code to Create One Class S Liquor License for Kwik Trip, Inc. d/b/a Kwik Star #1530
8) Ordinance Waiving Liquor License Renewal Fees for 2021
9) Resolution Approving Dis-Tran Packaged Substation’s Bid Pursuant to the Prologis Park Substation Equipment Purchase Bid
10)Resolution Establishing Utility Services Price Schedules for Rate Class 130 and Rate Class 140
11)Ordinance Adopting 2020 Property Tax Levy
12)Ordinance Abating the Taxes Levied for 2020 - Taxable General Obligation Bonds Series 2013
13)Ordinance Abating the Taxes Levied for 2020 to Pay the Principal of and Interest on $4,500,000 General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle
VII. DISCUSSION ITEMS:
1) 2020 Business Community Survey Report
VIII. EXECUTIVE SESSIONIX. ADJOURNMENT
Anyone interested in participating in public commentary remotely should contact City Clerk Sue Messer at
This email address is being protected from spambots. You need JavaScript enabled to view it. or 815-562-6161 to make arrangements.
Council members may participate in the City Council Meeting remotely as a result of the Governor suspending
the requirement for in-person attendance at Public Meetings.
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Negotiate and Enter into Agreements for Enterprise Software and Consulting
Staff Contact:
Chris Cardott, Finance Director
Sarah Brooks, Utility Finance Director and Payroll Manager
Blake Toliver, Interim Director of Electric Operations
Pat Brust, Director of Advanced Communications
Summary:
For the past several months, the ERP committee, under the direction of the City Manager, has been researching options for a new software system or Enterprise Resource Planning (ERP) system to address inefficiencies and meet citizen expectations for customer service. For the past 22 years the City has been using the same Caselle software for accounting, utility billing, accounts payable, accounts receivable, inventory and project management. Gaps in system functionality result in significant staff time spent on manual calculations, data entry, and manual tracking of information in addition to lost opportunities for customer service. Ultimately the tools supporting staff and residents is built on technology that is more than 20 years old.
During the assessment through evaluating the existing process challenges, the City also identified there was a significant gap in the Street, Cemetery, Water, Water Reclamation, Electric, and IT departments’ ability to effectively communicate and collaborate to respond to citizen requests. This gap hinders staff’s ability to provide customer service as there is no way for departments to communicate, track and follow up on such requests across departments. The challenge to quickly and efficiently receive, communicate and address complaints, arises from the fact that the City has been using multiple separate stand-alone software programs for inventory, work orders, and asset tracking with none of them integrating with the current software. Using the information gained from the assessment and the subsequent review of its EAM (Enterprise Asset Management) system(s) as well as solutions available on the market, the City identified that the Incode ERP solution and DTS/VUEWorks EAM solutions were the only products that met the City’s requirements. Of the other solutions researched, the City identified that each provided some functionality, but only Incode and VUEWorks met all of the City’s needs while controlling implementation and ongoing costs.
Strategic Plan Goal Application: Financial Management & Stability; Infrastructure Effectiveness & Improvement; Core Service Delivery
Recommendation: Approve an Ordinance Waiving the Competitive Bidding Requirements and Authorizing the City Manager to Negotiate and Enter into Agreements for Enterprise Software and Consulting with Tyler Technologies, Data Transfer Solutions and Baecore Group for a two-year project beginning in 2021 pending legal review. The total project cost is not to exceed $881,567 with subsequent annual costs of $94,548.
Supporting Documents:
pdf Enterprise Software Memo (388 KB)
Agenda Item #3 - Resolution Approving a Contract Operator Services Agreement between the Burlington Junction Railway, Inc and the City of Rochelle
Staff Contact: Jason Anderson – Economic Development Director
Summary: The switching services contract between the Burlington Junction Railway (BJRY) and the City of Rochelle Railroad will expire on December 31st, 2020. Over the past year the City engaged Strategic Rail Finance (SRF) to conduct a study which was designed to outline for the City, a comparison of the current switching contract with current market conditions. This study has acted as a guide for the City to formulate a new contract. Highlights of the new contract include: • Guaranteed annual revenue share to the City is $1,000,000 • Commitment of up to 5% of gross revenue for marketing and promotion of the City of Rochelle Railroad • City’s revenue share of switching services increased from 40% to 50% on a sliding scale (see Exhibit A in the contract) • A $1,000,000 capital fund is established by BJRY that can be used by the City to further expand the railroad system. • Rochelle Transloading Center Revenue for use of the RTC 100% belongs to the City • 10-year contract, which is the same as the last full contract that was approved in 2004.
Strategic Plan Application: Expanding the City of Rochelle Railroad Capabilities to advance Industrial Development and increase railroad revenues.
Recommendation: Approve a Resolution Approving a Contract Operator Services Agreement between the Burlington Junction Railway, Inc and the City of Rochelle
Supporting Documents:
pdf Resolution Approving a Contract Operator Services Agreement (201 KB)
pdf Contract Operator Services Agreement (409 KB)
Agenda Item #4 - Ordinance Approving the Preliminary and Final Plat of Subdivision for the Hartnett Subdivision
Staff Contact: Michelle Pease, Community Development Director
Summary: Pipe 77, LLC petitioned to subdivide the property located at 1320 N. 7th Street. The property is zoned B2 and fronts the west side of IL Hwy. 251. The back side of the property is adjacent to the East side of north extended 8th Street. Presently, Tire Tracks operates in one of the three buildings located on the entire parcel. Other uses present include service, sales and storage of automobiles.
The purpose of subdividing is to divide one approximately 1.443-acre parcel into two lots to allow for separate ownership. The proposed front lot, containing the commercial building would be 0.832 acre and the proposed back lot, containing two sheds would be 0.611 acre. The proposed subdivision meets the minimum lot requirements found in Section 110-321 of the Rochelle Municipal Code. The access points will not change.
Wendler Engineering Services developed a preliminary and final plat of subdivision on behalf of Pipe 77, LLC for a two-lot subdivision with easements. The proposed subdivision would have the name “Harnett Subdivision”.
City staff and the Planning and Zoning Commission have reviewed the preliminary and final plat for conformance with the comprehensive plan, the provisions hereof, and all other applicable city ordinances. Pursuant to 65 ILCS 5/11-12-8, the Planning and Zoning Commission shall recommend or not recommend the approval of the preliminary and final plat within 90 days of the application.
A public hearing was held on Monday, November 2, 2020. The Planning and Zoning Commission voted to approve the Preliminary and Final Plat of Subdivision by a vote of 7 to 0.
Recommendation: Consider an Ordinance Approving the Preliminary and Final Plat of Subdivision for the Hartnett Subdivision
Supporting Documents:
pdf Preliminary Plat of Subdivision (1.18 MB)
pdf Final Plat of Subdivision (1.15 MB)
Agenda Item #5 - Resolution Authorizing the Execution of a Deferment Agreement with Pipe 77, LLC
Staff Contact: Michelle Pease, Community Development Director
Summary: Pipe 77 is the owner of a .611-acre parcel located at 1320 N 7th Street (24-13-326-003) that includes frontage of 209 feet along North 8th Street. The parcel does not contain easements for water, sewer or gas. This parcel would require water and sanitary sewer connections from North 7th Street. The property was subdivided from the parcel to the East, which has utility connections. After the subdivision, the property will no longer have water and sewer.
Per City Code which governs the subdivision, redevelopment, and use of the property including Sections 98-103(b)(3) and 98-153(d) of the Rochelle Municipal Code, requiring the developer to extend the water main and sewer main to the property line of the premises to be served, and Section 86-52, requiring the developer to post certain security for the construction of public improvements.
Pipe 77 has represented to the City that the present use of the property does not require water or sewer service, and has requested that its obligation to extend the water main and sewer main from North 7th Street to the property be deferred until the City requires it for future redevelopment of the property or other use of the property, other than indoor storage in the existing buildings, or Pipe 77 desires it for their use of the property, whichever date comes first.
Per the agreement, when Pipe 77 will desire sewer and water for their use of the property or when Pipe 77, at its discretion may change the use of the property to something other than storage, Pipe 77 shall not be obligated to post security for 110% of the estimated cost of such extension, as required by Section 86-52 of the Rochelle Municipal Code.
Recommendation: Approve Resolution Authorizing the Execution of a Deferment Agreement with Pipe 77, LLC
Supporting Documents:
pdf Resolution Authorizing the Execution of a Deferment Agreement with Pipe 77, LLC (215 KB)
pdf Agreement to Defer Utilities Extension (128 KB)
Agenda Item #6 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class U Liquor License for Artists’ Garden and Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class R-3 Liquor License for Acres Bistro
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: Artists’ Garden at 407 Lincoln Highway in Rochelle has notified the City that they plan to surrender their liquor license effective upon the issuance of a license to Acres Bistro. Acres Bistro has submitted an application for a Class R-3 liquor license at the same location. The Class R-3 liquor license allows for the retail sale of alcoholic liquor by restaurants, with a bar, for consumption on the premises.
The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the deletion of a Class U liquor license for Artists’ Garden. and the creation of a Class R-3 liquor license for Acres Bistro. Theses actions will result in a total of eight Class R-3 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 Delete One Class U Liquor License for Artists’ Garden Approve an Ordinance Amending Section 6-46 of the Municipal Code to Create One Class R-3 Liquor License for Acres Bistro
Supporting Documents:
Agenda Item #7 - Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Delete One Class S Liquor License for Stop N Go and Ordinance Amending Section 6-46 of the Municipal Code of the City of Rochelle to Create One Class S Liquor License for Kwik Trip, Inc. d/b/a Kwik Star #1530
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: Kwik Trip, Inc. has notified the City that they are in the process of purchasing convenience stores from Rockford Stop N Go, Inc., including the one located at 1000 South 7th Street in Rochelle. Stop N Go has executed a Surrender of License Agreement acknowledging that they plan to surrender their Class S liquor license effective upon the consummation of the sales transaction scheduled to be finalized the week of December 7, 2020. Kwik Trip, Inc. has submitted an application for a Class S liquor license at the same location effective upon the purchase of the business. The Class S liquor license allows for the retail sale of packaged beer and wine only, not for consumption on the premise where sold, for businesses known as fueling/gas stations/convenience stores.
The Liquor Commissioner, Mayor Bearrows, has reviewed the application and has no objection to the deletion of a Class S liquor license for Stop N Go and the creation of a Class S liquor license for KwikTrip, Inc. d/b/a Kwik Star #1530. Theses actions will result in a total of two Class S 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 Delete One Class U Liquor License for Artists’ Garden Approve an Ordinance Amending Section 6-46 of the Municipal Code to Create One Class R-3 Liquor License for Acres Bistro
Supporting Documents:
Agenda Item #8 - Ordinance Waiving Liquor License Renewal Fees for Calendar Year 2021
Staff Contact: Sue Messer
Summary: The COVID 19 outbreak and actions taken to reduce the spread have led to significant challenges for the City’s liquor license holders.
Currently, all existing liquor licenses must be renewed by December 31st or they will expire. Staff recommends that council waive the renewal fees for all liquor licenses for calendar year 2021. This action will bring some relief to our local liquor establishments.
Taking this action will result in a decrease of approximately $37,000 in revenues for fiscal year 2021.
Recommendation: Approve an Ordinance Waiving Liquor License Renewal Fees for Calendar Year 2021
Supporting Documents:
pdf Ordinance Waiving Liquor License Renewal Fees for Calendar Year 2021 (201 KB)
Agenda Item #9 - Resolution Approving Dis-Tran Packaged Substation’s Bid Pursuant to the Prologis Park Substation Equipment Purchase Bid
Staff Contact: Adam Lanning
Summary: The City received and opened bids on October 7th, 2020 for the equipment purchase of breakers, switches, steel, CCVT and insulator as part of the Prologis Park Substation project. A total of two (2) bids were received and have been reviewed for completeness and ability to meet specification requirements.
The bid from Dis-Tran was the apparent low bid of $578,749 with a 10% contingency for Specification 2031K003, no major exceptions were listed. Dis-Tran has a good list of reference completed projects. The company appears to be in good standing and employs certified and trained craftsmen. The low bid for the project is in accordance with the Engineer’s estimate of $572,000 for the contract.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Electric Funds | $572,000 | $578,749 |
| Electric Funds | $57,875 10% Contingency |
Recommendation: Approve a Resolution Approving Dis-Tran Packaged Substation’s Bid Pursuant to the Prologis Park Substation Equipment Purchase Bid in the amount of $578,749 plus a 10% contingency and reject all other bids.
Supporting Documents:
pdf Equipment Purchase Bid Specifications (4.26 MB)
pdf Recommendation Letter from BHMG (3.18 MB)
Agenda Item #10 - Resolution Establishing Utility Services Price Schedules for Rate Class 130 and Rate Class 140
Staff Contact: Adam Lanning
Summary: Utility Financial Solutions conducted a cost of service and rate design study of the current electric rates. The study included a thorough review of the rate design in comparison to the actual cost of service. In the last couple of years, there have been a few changes that have positively impacted the cost of power and electric rates. As a result of the rate study, we can to provide a 9% rate reduction to our Small General Service rate 130 which includes most of our commercial, retail, and other lite industrial customers. The Small General Service rate 140 will also have a 1% decrease; only a few commercial customers are under this rate.
Recommendation:
Approve a Resolution Establishing Utility Services Price Schedules for Rate Class 130 (Small General Service) and Rate Class 140 (Small General Service with Demand) effective January 1, 2020.
Supporting Documents:
document Rochelle Municipal Utilities Rate Design (85 KB)
Agenda Item #11 - Ordinance Adopting 2020 Property Tax Levy
Staff Contact: Jeff Fiegenschuh, City Manager
Summary: The State of Illinois requires the City annually to adopt and file a Property Tax Levy Ordinance on or before the last Tuesday in December. Last year the City’s Equalized Assessed Valuation (EAV) was $254,870,696 and its property tax rate was 1.024840 per $100 of EAV. The City collected $2,612,016.84 in property taxes. For 2020, Ogle County has estimated the City’s EAV at $271,126,394 which is an increase of over $16 million. The proposed levy calculation options would result in the City collecting $2,737,794 in property taxes, an increase of 4.95% (excluding the bond). Based on the estimated EAV, the tax rate would decrease .015055 per $100 EAV for the 4.95% option. The proposed 2020 levy includes funding the Police and Fire Pension Funds as recommended by the City’s actuarial studies.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Approve an Ordinance Adopting the 2020 Property Tax Levy
Suppporting Documents:
pdf Ordinance Adopting the 2020 Property Tax Levy (45 KB)
pdf Real Estate Tax Rate Extension and Impact (17 KB)
pdf Rochelle Firefighters’ Pension Fund Actuarial Valuation – Lauterbach & Amen, LLP (605 KB)
pdf Rochelle Police Pension Fund Actuarial Valuation – Lauterbach & Amen, LLP (591 KB)
pdf City of Rochelle Firefighters’ Pension Fund Actuarial Valuation – Foster & Foster (1.31 MB)
pdf City of Rochelle Police Penson Fund Actuarial Valuation – Foster & Foster (1.36 MB)
Agenda Item #12 - Ordinance Abating the Taxes Levied for 2020 for Taxable General Obligation Bonds Series 2013
Staff Contact: Chris Cardott, Finance Director
Summary: In 2010, the Mayor and Council approved an ordinance providing for the issuance of bonds to finance offsite improvements related to the Lighthouse Pointe Subdivision and Route 38 corridor. The City subsequently issued Taxable General Obligation Bonds, Series 2010 (Recovery Zone Economic Development Bonds) in the amount of $2,940,000. In April 2013, due to federal budget cuts which affected the subsidy available through the Recovery Zone Bond program, the Council approved the issuance of General Obligation Refunding Bonds in an amount not to exceed $3,125,000, which included interest and bond issuance costs. The annual debt service related to these bonds is being paid through TIF revenues, instead of property taxes, when sufficient funds are available. To abate the property taxes, the proposed ordinance must be approved annually and forwarded to Lee County and Ogle County.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Approve an Ordinance Abating the Taxes Levied for 2020 to Pay Debt Service on Taxable General Obligation Bonds Series 2013
Supporting Documents:
Agenda Item #13 - Ordinance Abating the Taxes Levied for 2020 to Pay the Principal of and Interest on $4,500,000 General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle
Staff Contact: Chris Cardott, Finance Director
Summary: In 2018, the Mayor and Council approved an ordinance providing for the issuance of bonds to finance infrastructure improvements. The City subsequently issued General Obligation Bonds (Alternate Revenue Source), Series 2018 in the amount of $4,500,000. The annual debt service related to these bonds is being paid through the Capital Improvement Fund from a transfer from the Non-Home Rule Sales Tax Fund instead of property taxes, when sufficient funds are available. To abate the property taxes, the proposed ordinance must be approved annually and forwarded to Lee County and Ogle County.
Strategic Plan Goal Application: Maintain Fiscal Stability & Balanced Budget – Short Term Routine
Recommendation: Approve an Ordinance Abating the Taxes Levied for 2020 to Pay the Principal of and Interest on $4,500,000 General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle
Supporting Documents:
pdf Ordinance Abating the Taxes Levied for 2020 to Pay the Principal of and Interest on $4,500,000 (343 KB) General Obligation Bonds (Alternate Revenue Source), Series 2018 of the City of Rochelle
Discussion Item #1 - Rochelle Business Community Survey
The Rochelle Retail Advisory Board (RAB) in partnership with Kishwaukee College and the Small Business Development Center (SBDC) at Waubonsee Community College created an online survey via Survey Monkey to determine the challenges of COVID-19 on local businesses and how the Retail Advisory Board, City of Rochelle, and the two Colleges might offer targeted support during this unprecedented time of small business closures and work restrictions. 69 Area businesses representing commercial and retail, industry, professional services, financial institutions, healthcare, entertainment, transportation, hospitality, non-profit, government, and technology sectors responded to the seven-question survey. Peggy Friday will provide information on the survey results.
Supporting Documents:
pdf Fall 2020 Rochelle Business Community Survey Report (330 KB)
