AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, March 8, 2021 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’s Report
· Council Members
· Good News – Michelle Knight & Mandi Morris
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meeting – pdf 2/22/20 (188 KB)
b) Approve Exceptions – pdf 02/16/21-02/22/21 (151 KB) , pdf 02/23/21-03/01/21 (172 KB)
c) Approve Payroll – pdf 02/08/21-02/21/21 (58 KB)
d) Accept and Place on File Planning and Zoning Minutes – pdf 01/04/21 (203 KB)
2) 2021 Sidewalk Capital Improvements Program
3) Ordinance Approving Preliminary and Final Plat of Subdivision for the Grove Industrial Park Subdivision Located at 920 South Main Street
4) Resolution Approving a Purchase and Sale Agreement for the Purchase of 300 Cherry Avenue
5) Ordinance Amending Chapter 82 of the Rochelle Municipal Code Pertaining to Snow Removal
6) Rochelle Solar – Continuation of Public Hearing
7) Ordinance Amending Chapter 34 of the Rochelle Municipal Code Pertaining to Civil Emergencies
8) Master Service Agreement with Syndeo Networks, Inc. for Increased Bandwidth Services
9) System Planning Study of the Electric System
10) Engineering Services Agreement for Caron Road Lift Station Modifications
11) Ordinance Amending Ordinance No. 45-OH – Lee Ogle Enterprise Zone
VII. DISCUSSION ITEMS:
1) Enterprise Fleet Program Update
2) Zoning Code Update
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 - 2021 Sidewalk Capital Improvements Program
Staff Contact: Sam Tesreau, City Engineer
Summary:
The annual sidewalk/pedestrian path improvements project, as administered by the Engineering Department, provides for the replacement of existing and/or constructs new sidewalks and pedestrian paths and other related items throughout the City. The program provides for improved accessible pedestrian access routes including ramps for the disabled and other users. This is part of an effort to continuously improve our pedestrian network for all users and meet certain Americans with Disabilities Act (ADA) and Public Right-of-Way Accessibility Guidelines (PROWAG) standards. The program is primarily funded through the Utility Tax Fund (UTF) established in 1997 in an effort to routinely address the needed and required upgrades to the City’s pedestrian sidewalk system, associated curb and gutter replacement, street pavement restoration and landscaping. Since its inception nearly 850,000 square feet of sidewalk and/or other pedestrian paths and hundreds of accessibility ramps have been improved through replacement and/or new construction. The UTF has been utilized to supplement new sidewalk or pedestrian path construction on other roadway projects such as the South Main Street reconstruction, 7th Avenue bridge replacement and pedestrian improvements, 2nd Avenue street reconstruction and various City street urbanization/reconstruction projects.
The above referenced project was advertised in the Rochelle Newsleader and the City website. Bids were publicly opened and read aloud on February 23, 2021 at 10am for the above referenced project. Four separate bids were received as follows:
- Bruns Construction, Inc. submitted a bid for making the entire improvements in the amount of $309,620.00
- AA Construction, Inc. submitted a bid for making the entire improvements in the amount of $337,627.40 (as reviewed & verified)
- Stenstrom Excavation and Blacktop Group submitted a bid for making the entire improvements in the amount of $394,316.00
- O’Brien Civil Works, Inc. submitted a bid for making the entire improvements in the amount of $404,605.10
The lowest bid is approximately 8% lower than the estimated costs for the project. The project is funded with UTF administered by the Engineering Department. A transfer from the CY 2021 UTF #18-00 will be made to the Capital Improvement Fund (CIP) #36-00-86500 to cover costs associated with the project. Furthermore, given the favorable contract unit prices for multiple construction items it is recommended that approval be given to the City Manager to negotiate further additional work, not to exceed $47,640.00, through the contract for improvements to sidewalk and pedestrian related systems within the scope of the contract.
Lastly, the City will purchase detectable warning plates for use on the sidewalk replacement project and the Street Department crews will provide pavement excavation, pavement patching, and restoration along new curb and gutter sections and alley approaches. Therefore, it is recommended that approval be given to the City Manager to contract for supplies, materials, equipment, or other services in an amount not to exceed $59,970.00 and waive bidding requirements thereof to complete said street/alley restoration work.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| UTF/CIP | $350,000 (#36-00-86500) |
$309,620.00 (low bid) + $47,640.00 contingency |
| UTF/CIP other materials, equipment and services | $145,000 (#36-00-86502) | $59,970.00 other |
Strategic Plan Goal Application: Infrastructure Effectiveness and Improvement
Recommendation:
- Accept the low bid proposal and award the 2021 City of Rochelle sidewalk project to Bruns Construction, Inc. and reject all other bids received.
- Consider approval and authorization of a not to exceed $47,640.00 improvement add on (contract change order) to be negotiated by the City Manager for sidewalk or other related improvements within said contract with Bruns Construction. Such approval shall be subject to all specifications, contract documents and supplementary information, and notice of award documents.
- Consider approval and authorization be given to the City Manager to contract for supplies, materials, equipment, or other services in an amount not to exceed $59,970.00 and waive bidding requirements thereof to complete project related street/alley restoration work.
Supporting Documents:
pdf Enclosure (1) Bid Tabulation (85 KB)
Agenda Item #3 - Ordinance Approving the Preliminary and Final Plat of Subdivision for the Grove Industrial Park Subdivision Located at 920 South Main Street
Staff Contact: Michelle Pease, Community Development
Summary: The City of Rochelle has petitioned to subdivide the property located along 920 South Main Street, Parcel # 24-25-476-011.
The purpose of subdividing is to re-subdivide the 13.15-acre parcel into a one lot subdivision, as well as dedicate right of way and easements for use by the City of Rochelle. The proposed name of the subdivision is The Grove Industrial Park.
Survey Tech developed a preliminary and final plat of subdivision on behalf of the City, for a one lot subdivision with right of way and easements.
A public hearing was held on Monday, March 1, 2021. The Planning and Zoning Commission voted to approve the Preliminary & Final Plat of Subdivision by a vote of 6-0.
Recommendation: Approve an Ordinance Approving the Preliminary and Final Plat of Subdivision for the Grove Industrial Park Subdivision Located at 920 South Main Street
Supporting Documents:
pdf Preliminary Plat of Subdivision (615 KB)
pdf Final Plat of Subdivision (618 KB)
Agenda Item #4 - A Resolution Approving a Purchase and Sale Agreement for the Purchase of 300 Cherry Avenue
Staff Contact: Michelle Pease, Community Development Director
Summary: The current owner of property located at 300 Cherry Avenue has agreed to sell 300 Cherry Avenue to the City for $15,000.00, plus closing costs, and forgiveness of past utility bills for the property.
The City wishes to purchase the property for redevelopment or other public use.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Downtown & Southern Gateway TIF | $86,896.00 | $15,000 |
Strategic Plan Goal Application: Address community blight in affected areas via multiple leveled strategies.
Recommendation: Approve a Resolution Approving a Purchase and Sale Agreement for the Purchase of 300 Cherry Avenue.
Supporting Documents:
pdf Resolution Approving a Purchase and Sale Agreement for the Purchase of 300 Cherry Avenue (80 KB)
Agenda Item #5 - Ordinance Amending Chapter 82 of the Rochelle Municipal Code Pertaining to Snow Removal
Staff Contact: Michelle Pease, Community Development Director
Summary: Staff wishes to amend Chapter 82, “STREETS, SIDEWALKS AND OTHER PLACES”, Article I, “IN GENERAL”, of the Municipal Code of the City of Rochelle by deleting the following language and adding the following underlined language:
Sec. 82-4. – Removal of snow from sidewalks.
It is unlawful for any owner or lessee of property abutting a public sidewalk within the area of the city bordered by Sixth Avenue on the north, Main Street on the east, Second Avenue on the south, and Sixth Street on the west to fail to remove accumulations of snow, ice, sleet, or freezing rain that result in an unsafe condition for pedestrians within 24 hours after the accumulation of two or more inches. Accumulated precipitation shall be placed next to the head of the curb for collection by the Street Department. Accumulated precipitation shall not be placed in the gutter or street.
Recommendation: Approve an Ordinance Amending Chapter 82 of the Rochelle Municipal Code pertaining to snow removal.
Supporting Documents:
pdf Ordinance Amending Chapter 82 of the Rochelle Municipal Code pertaining to snow removal (141 KB)
Agenda Item #6 - Rochelle Solar- Continuation of Public Hearing
Staff Contact: Michelle Pease, Community Development Director
Summary:The submitted Petition for Rochelle Solar (15537 E Twombly Rd PIN 25-18-100-005) for a proposed preliminary and final plat of subdivision, plat of annexation, zoning map amendment, rezoning to rural development, special use for a solar farm, and variance of municipal code sections 82-14 and 110-405 for the property located at the Southeast corner of Twombly Road and North Caron Road (future), parcel 25-18-100-005 requires a public hear and voting action.
At the March 1, 2021 Planning and Zoning Commission Meeting, the Planning and Zoning Commission voted to continue the Public Hearing to April 5, 2021 regarding the proposed Preliminary and Final Plat of Subdivision, Plat of Annexation, Zoning Map Amendment, Rezoning to Rural Development, Special Use for a Solar Farm, and Variance of Municipal Code Sections 82-14 and 110-405 for Rochelle Solar. The Public Hearing for City Council will be continued to the April 12, 2021 meeting.
Recommendation:
Approve the continuation of the Public Hearing for Rochelle Solar to the April 12, 2021 City Council meeting
Agenda Item #7 - Ordinance Amending Chapter 34 of the Rochelle Municipal Code Pertaining to Civil Emergencies
Staff Contact: Terry Inman, Emergency Management Coordinator
Summary: During our response to the numerous challenges presented last year, I looked to our city ordinances, and state law for guidance that I could share with Department Heads, the City Manager, Mayor and Council as necessary. In doing so, I located a gap in Chapter 34 of our local ordinance “Emergency Services & Disaster Agency” concerning the Mayor or City Manager’s authority to declare a local disaster. Chapter 34 does provide important statutory authority for local leaders to prepare for and respond to a disaster. However, it currently lacks specific language describing the authority to declare a local emergency, the process by which one is declared and the powers given to city officials once a local emergency is declared.
The attached ordinance, amending Chapter 34, was drafted in coordination with the City’s legal staff and addresses the concerns above by adopting the authorities provided to City leaders in the Illinois Municipal Code (65 ILCS 5/11-1-6) and the Illinois Emergency Management Act (20 ILCS 3305/11). These two state statutes grant the Mayor and or his/her designee authority to declare a municipal state of emergency, explain how this is done and describe what additional authority or powers are available once the declaration is made.
Strategic Plan Goal Application: Financial & Management Stability, Core Service Delivery
Recommendation: Approve an Ordinance Amending Chapter 34 of the Rochelle Municipal Code Pertaining to Civil Emergencies.
Supporting Documents:
Municipal Code City of Rochelle (Chapter 34)
Illinois Municipal Code (65 ILCS 5/11-1-6)
Illinois Emergency Management Act (20 ILCS 3305/11)
Agenda Item #8 - Master Service Agreement with Syndeo Networks, Inc. for Increased Bandwidth Services
Staff Contact: Adam Lanning, Utilities Superintendent
Summary: The Advanced Communications Department is looking to sign a three-year agreement with Syndeo for 10 Gb of diverse internet bandwidth. The internet feed will be diverse, which means it takes two different paths to connect to two different major metropolitan areas (Chicago and Denver) from the Tech Center. This provides for redundancy in the event of a failure of either path, which is critical to an ISP like us. The new contract will provide an additional 9 Gb of bandwidth, which will allow us to provide a wider array of bandwidth capabilities to our customers. Syndeo included hardware lease costs in the monthly pricing which after 3 years RMU will own the equipment. With higher demand for internet service, this will allow RMU to provide uninterrupted service and grow the customer base.
The term of the agreement is for 3 years from the date which the bandwidth is activated at a cost of $9,200 per month. The existing agreement with Syndeo is $6,700 per month for a total of 1Gb.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Propsoed Expenditure: |
| Advanced Communications Revenue | $150,000 | $110,400 per year for 3 years |
Strategic Plan Goal Application: Maintain Fiscal Stability & Balance Budget By continuing to grow our communications service.
Recommendation: Authorize the City Manager to sign the three-year Master Service Agreement for internet bandwidth from Syndeo at a cost of $110,400 per year.
Supporting Documents:
pdf Syndeo Master Service Agreement (334 KB)
Agenda Item #9 - System Planning Study of the Electric System
Staff Contact: Adam Lanning, Utilities Superintendent
Summary: The purpose of the study is to assess the existing electric infrastructure in support of current load demand and future development. The study will entail analyzing the electric system, including substations, generation, and distribution lines to determine areas of needed improvement and quantify the probable future needs of the electric system. This analysis will provide Rochelle with a roadmap to having adequate, reliable, and efficient electric service for existing and future customers.
The following critical items will be evaluated during the study to identify deficiencies in sufficiency and/or reliability:
- 5KV Feeders long term plan.
- Substation feeder territory review.
- 34.5kV load, and city-wide loop.
- Existing feeder loading evaluation.
- Generation planning, long term forecast, economics, location.
- Reliability standards, RP3 certification, smart grid.
The Electric department has had a long-standing relationship with BHMG and they are the most suitable party to conduct this study.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Electric Funds - Professional Services | $50,000 | $49,400 |
Strategic Plan Goal Application: Create a 20-Year Capital Improvement Plan
Recommendation: Approve an agreement with BHMG for the System Planning Study of the Electric System at a not to exceed cost of $49,400.
Supporting Documents:
pdf Proposal form BHMG for the System Planning Study of the Electric System (159 KB)
Agenda Item #10 - Engineering Services Agreement for Caron Road Lift Station Modifications
Staff Contact: Adam Lanning
Summary:
The Caron Road Lift Station, that was put online in 2014, was built to handle flow projections based on the industries and expected future growth at that time. With the anticipated addition of a new industry on that sewer, the lift station will need to be upgraded to handle projected flows from this industry. Currently the new industry’s schedule for requiring these upgrades gives the City approximately 1 year to complete the work. The scope of this agreement covers design modifications for both mechanical and electrical as well as permitting with IEPA.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Cash Fund | N/A | $24,750 |
Strategic Plan Goal Application: Short-Term Route & Long Term Complex Goal Create a 20 Year Capital Improvement Plan, review & modify plan as needed.
Recommendation: Authorize the City Manager to sign an engineering services agreement for the Caron Road Lift Station Modifications with Fehr Graham and Associates in the amount of $24,750.
Supporting Documents:
pdf Proposal for Professional Engineering Services (212 KB)
Agenda Item #10 - Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone
Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk
Summary: In December of 2015 the Mayor and Council approved an Ordinance Establishing the Lee Ogle Enterprise Zone. The zone encompasses the City of Rochelle along with the City of Dixon, Ogle County and Lee County. The zone was established to provide incentives to promote the economic growth of the area, to reduce unemployment and to encourage expansion, rehabilitation and new construction of structures within the zone for a term of 15 years.
Since establishing the zone, multiple ordinances have been approved to add properties to the zone. The proposed amending ordinance adds specific project sites in the City of Dixon and City of Oregon and amends the zone area and funding formula for administration operating expenses.
Lee Ogle Enterprise Zone Administrator Andy Shaw will attend the meeting to answer any questions.
Recommendation:
Authorize an Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone
Supporting Documents:
pdf Ordinance Amending Ordinance No. 45-OH - Lee Ogle Enterprise Zone (78 KB)
pdf Amendment 13 to Addendum “A” (413 KB)
pdf Amendment 13 to Addendum “B” (636 KB)
Discussion Item #1 - Enterprise Fleet Management
In 2019 Rochelle City Council approved an agreement with Enterprise Fleet Management to Manage the City's light duty vehicle fleet, reduce capital expenditures, greatly lower repair costs, and improve vehicle reliability and safety . In January 2020, the City began receiving new vehicles, most of the replaced vehicles were sold at the City auction as they were inoperable, unreliable, and not worth the expense of transporting to a vehicle auction site.
As the City enters year two of the Enterprise Fleet Management program, Linsey Ireland, Account Strategy Manager will be on the phone to provide us with an update on the City's light duty vehicle fleet program.
Supporting Documents:
Discussion Item #2 - Zoning Code Revision
Staff is working with Teska & Associates to update our Zoning Codes, specifically Section 110 of the Municipal Code. The steering committee consists of City staff, Councilwoman Kate Shaw-Dickey and Planning and Zoning Commissioner Gary Chiavini.
The goals of updating the zoning codes are to:
- align with State and Federal law
- revise staff roles and zoning processes (variance, special use, amendments, etc.) to reflect current City practices
- make the document more user friendly for staff, residents, and developers
- add graphics and links for ease of use
- reorganize to eliminate duplicate and/or conflicting regulations
- revise/simplify permitted use list
Timeline of completion:
March 1- Planning & Zoning Discussion
March 8- City Council Discussion
April 5- Planning & Zoning Voting Recommendation
April 12- City Council Voting Agenda Item
Pete Iosue from Teska & Associates will be in attendance to present the Rochelle Zoning Ordinance Update.
Supporting Documents:
