City Council Meeting Agenda January 12, 2015

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. BUSINESS ITEM:

1) Joint Discussion and Action on Intergovernmental Agreement between the City and Flagg Rochelle Community Park District (Recreational Center)

IV. PROCLAMATIONS, COMMENDATIONS, ETC:

V. REPORTS AND COMMUNICATIONS:

• Mayor
• Council Members
• Employee Introduction –  pdf Ryan Kovacs (121 KB) , pdf Nancy Bingham (124 KB) pdf Adriana Milan (124 KB)
• Financial Statement –  pdf November 2014 (836 KB)

VI. PUBLIC COMMENTARY:

VII. BUSINESS ITEMS:

2) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – pdf December 8, 2014 (86 KB)
b) Approve Minutes of Special City Council Meeting –  pdf December 17, 2014 (66 KB)
c) Approve Bills – pdf 11/27/14-12/4/14 (90 KB) , pdf 12/5/14-12/11/14 (89 KB) , pdf 12/12/14-12/18/14 (131 KB)
d) Approve Payroll – pdf 11/24/14-12/7/14 (53 KB) pdf 12/8/14-12/21/14 (49 KB) pdf 12/22/14-1/4/15 (36 KB)

e) Accept and Place on File Minutes of Trucking Advisory Commission -  pdf November 13, 2013 (270 KB)

3) Engineering Services for the Rebuild of a Transmission Line along Steward Road to Hayes Road

4) Purchase of Steel Poles for Transmission Line along Steward Road to Hayes Road

5) Economic Development Program (EDP) Resolution - Wiscold Drive Improvements

6) Rochelle Fire Fighters Association Agreement 2014-2019

VIII. DISCUSSION ITEMS:

        1)  Sustainability Forum

IX. EXECUTIVE SESSION

X.  ADJOURNMENT


 

Agenda Item #1 Joint Discussion and Action on Intergovernmental Agreement between the City of Rochelle and the Flagg Rochelle Community Park District (Recreational Center)

References:

pdf Intergovernmental Agreement (86 KB)
pdf Ordinance Approving an Intergovernmental Agreement (68 KB)

Recommended Action:

Consider an Intergovernmental Agreement between the City and Flagg Rochelle Community Park District

History and Fact:

Members of the Rochelle Recreational Facility Task Force have been meeting for several months with the goal of building a recreational facility in Rochelle. As a result of the group's efforts a market research analysis and community program gap analysis have been completed. In addition, task force members have visited YMCA sites and developed a conceptual facility floorplan and budget.

In December, Co-chairmen Dan Lundquist and Noah Carmichael spoke to the Rochelle City Council and the Flagg-Rochelle Community Park District on the group's progress and timeline. The group hopes to secure funding commitments in January/February of 2015 followed by agreements with the YMCA in February/March. They believe that this timeline will allow for the construction of a facility to begin in the fall of 2015 and a Grand Opening in late summer of 2016.

Discussion:

An Intergovernmental Agreement has been developed between the City of Rochelle and the Flagg Rochelle Community Park District to facilitate the construction and operation of a recreational center. The agreement between the parties provides for the purchase or long-term lease of property; design and construction of the recreational center; contribution by each of the parties of one-half of the cost of property, design and construction (estimated at approximately $6 million); the parties mutual desire to pursue a lease, license or a contractual operating agreement for the operation of the Recreational Center; and insurance responsibilities.

Recommendation:

Consider an Ordinance Approving an Intergovernmental Agreement between the City and the Flagg Rochelle Community Park District for a Recreational Center


 

Agenda Item #3 Engineering Services for the Rebuild of a Transmission Line along Steward Road to Hayes Road

References:

pdf Memo from Superintendent of Electric Operations Joe Orlikowski (68 KB)
pdf Memorandum of Agreement (89 KB)

Recommended Action:

Consider a Memorandum of Agreement with BHMG for the Rebuild of a Transmission Line along Steward Road to Hayes Road.

History and Fact:

RMU currently has a 138kV transmission line, Line 1, which extends along Steward Road from CHS to Hayes Road. Due to the age of the line and to serve the future needs of this area, in particular Well #12, RMU plans to rebuild approximately .55 miles of this line with steel poles and guyless construction for the transmission structures and wooden distribution poles for the underbuild.

Discussion:

BHMG has submitted a Memorandum of Agreement to provide the following professional services for this project:
• Design of the transmission line.
• Prepare a Request for Proposal for the steel poles.
• Prepare bill of materials for remaining parts.
• Prepare technical specifications for construction.
• Provide project management and construction observation.
• Record drawings.

Superintendent of Electric Operations Joe Orlikowski recommends proceeding with the scope of work as outlined at a cost of $107,400.

The total cost of this project is estimated at $657,000 and will be paid out of funds available through the recent bond issue.

Recommendation:

Authorize the City Manager to sign a Memorandum of Agreement with BHMG for engineering services related to the rebuild of a transmission line along Steward Road to Hayes Road.


 

Agenda Item #4 Purchase of Steel Poles for Transmission Line along Steward Road to Hayes Road

References:

pdf Request for Proposal (582 KB)
pdf Memo from Superintendent of Electric Operations Joe Orlikowski (55 KB)
pdf Letter of Recommendation from BHMG Engineers, Inc. (100 KB)

Recommended Action:

Consider purchase of steel poles for transmission line.

History and Fact:

On December 17th, at RMU's request, BHMG sent out a Request for Proposal (RFP) for seven steel transmission poles to be used in the rebuild of transmission line 1. This RFP was sent out in advance of the engineering agreement due to the long lead time expected for delivery of the poles. The deadline to submit the RFP for the procurement and delivery of the steel transmission poles was December 30th.

Discussion:

BHMG received seven proposals in response to the RFP. Superintendent of Electric Operations Joe Orlikowski and BHMG Engineers have reviewed the proposals. As a result, BHMG and RMU recommend the acceptance of the proposal from Valmont-Newmark in the amount of $54,190.88 which is substantially below the engineer's estimate of $74,400.

As with the prior agenda item, the total cost of this project, estimated at $657,000, will be funded through the recent bond issue.

Recommendation:

Approve the purchase of 7 steel transmission poles from Valmont-Newark at a cost of $54,190.88.


 

Agenda Item #5 Economic Development Program (EDP) Resolution – Wiscold Drive Improvements

References:

pdf Memo from City Engineer Sam Tesreau (31 KB)
pdf Resolution for Improvement by Municipality Under the Illinois Highway Code (89 KB)

Recommended Action:

Consider the Resolution for Improvement by Municipality Under the Illinois Highway Code for Wiscold Drive Improvements

History and Fact:

In association with the expansion of Sara Lee Corporation in 2009, the City of Rochelle applied for Economic Development Program (EDP) grant funds through the Illinois Department of Transportation (IDOT) to assist with roadway improvements along Wiscold Drive. The City subsequently received an award letter from IDOT committing EDP funding of up to 50% of the Wiscold Drive improvements and associated expenses in an amount not to exceed $1,123,860. The Mayor and Council have since approved several agreements, as well as the contract award to Martin and Company to facilitate the improvements.

Discussion:

The Illinois Department of Transportation requires that the City Council approve a Resolution for Improvement by Municipality Under the Illinois Highway Code in order to access EDP/MFT funding for the project engineering and construction.

The Wiscold Drive Improvement project is expected to be substantially completed by September of 2015.

Recommendation:

Approve a Resolution for Improvement by Municipality Under the Illinois Highway Code for Wiscold Drive Improvements


 

Agenda Item #6 Rochelle Fire Fighters Agreement 2014-2019

References:

document Redlined Copy of the Tentative Agreement (107 KB)

Recommended Action:

Consider Ratification of an Agreement between the City of Rochelle and Rochelle Fire Fighters Association Local #3445

History and Fact:

The current agreement with the Rochelle Fire Fighters Association Local #3445 was due to expire on April 30, 2014. It was extended subject to negotiations and ratification of a new agreement. A tentative agreement, retroactive to May 1, 2014, has been reached for a new five year contract that will expire on April 30, 2019. The tentative agreement was ratified by members of the bargaining group on January 30th.

Discussion:

The revisions to the agreement include language, wage and benefit modifications negotiated over the past few months. Some of the more significant changes include:

Section 14.9 Firefighter/EMT Disability
A new section was added to clarify the procedure to be followed when an illness, injury or condition disables an employee to the extent that they are incapable of performing all of the essential functions of a Firefighter/EMT for a period in excess of [3] consecutive scheduled shift days.

Section 20.1 Group Insurance:
Effective 1-1-18 employees will pay 18% of the premium for family coverage.

Exhibit A Wage Schedule:
Effective 5-1-14, across the board increase of 2.50%.
Effective 5-1-15, across the board increase of 2.75%.
Effective 5-1-16, across the board increase of 3.00%
Effective 5-1-17, across the board increase of 3.25%
Effective 5-1-18, across the board increase of 3.25%

Recommendation:

Approve Ratification of an Agreement between the City of Rochelle and Rochelle Fire Fighters Association Local #3445.


 

Discussion Item #1 Sustainability Forum

References:

pdf Memo from Business and Financial Analyst Dan Westin (147 KB)

Discussion:

RMU has invited interested parties to attend a Sustainability Forum. The purpose of the forum is to explore ideas and review the top related sustainability policies, programs and projects that have improved the economies of local governments. The goal is to connect our local government, constituents and utility customers with solutions for economic growth and a sustainable future.

Business and Financial Analyst Dan Westin will share information on this initiative and respond to questions from the Mayor and Council.