City Council Meeting Agenda January 26, 2015

City of Rochelle Council Chambers

420 N 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
• Council Members
• Financial Statement –  pdf December 2014 (798 KB)

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – January 12, 2015

b) Accept and Place on File Stormwater Advisory Commission Minutes -  pdf September 10, 2014 (354 KB)

c) Approve Bills – pdf 12/19/14-1/8/15 (101 KB) , pdf 1/9/15-1/15/15 (78 KB)

d) Approve Payroll –  pdf 01/05/15-01/18/15 (57 KB)

e) pdf Accept and Place on File Annual Community Development Department Report (3.11 MB)

f) Approve Use of Rochelle Municipal Airport for Rochelle Area Chamber of Commerce Summer Country Jam Concert -  pdf August 1, 2015 (167 KB)

2) Purchase of Fire Engine - Fire Department

3) Resolution for Maintenace of Street and Highways by Municipality - Street Light Usage

4) Well #11 Repairs

VII. DISCUSSION ITEMS:

1) City of Rochelle Communication Plan

VIII. EXECUTIVE SESSION

IX.  ADJOURNMENT


Agenda Item #2 Purchase of Fire Engine - Fire Department

References:

pdf Memo from Fire Chief Brian Johnson (45 KB)

Recommended Action:

Consider bids for the purchase of a fire engine for the Fire Department.

History and Fact:

The 2014-15 Ambulance Fund Budget includes $450,000 for the purchase of a fire engine for the Fire Department. If approved, the new engine will replace a 1995 model.

Discussion:

Subsequent to the required public notice, the City Clerk opened bids from four suppliers on December 5, 2014. Fire Chief Brian Johnson reviewed the bids and narrowed the choice down to Toyne, Inc. and Alexis Fire Equipment. Unfortunately, the apparent low bidder, Toyne, Inc., did not meet the required specifications in multiple warranty and engine construction areas. Therefore, Chief Johnson recommends the acceptance of the bid from Alexis Fire Equipment in the amount of $462,040.

The 2014-15 Ambulance Fund Budget also includes the purchase of a new truck. This purchase, budgeted at $30,000, will be delayed to keep expenses within the budget.

Recommendation:

Approve the bid from Alexis Fire Equipment in the amount of $462,040 and reject all other bids.


Agenda Item #3 Resolution for Maintenance of Street and Highways by Municipality – Street Light Usage

References:

pdf Memo from City Engineer Sam Tesreau (90 KB)

pdf Resolution for Maintenance of Streets and Highways (22 KB)

Recommended Action:

Consider a Resolution for Maintenance of Streets and Highways for the 2014/2015 Street Light Usage

History and Fact:

During the 2014/15 budget process it was determined that street light usage is an eligible use of Motor Fuel Tax (MFT) funds. Therefore, in an effort to help reduce general fund expenses it was proposed that a portion of the street light usage costs be funded through MFT funds.

Discussion:

City Engineer Sam Tesreau recommends that a resolution in the amount of $100,000 be approved. This will allow the City to move forward with providing funding through MFT revenues for part of the maintenance and other expenses associated with street light usage.

Recommendation:

Approve a Resolution for Maintenance of Streets and Highways in the amount of $100,000.


Agenda Item #4 Well #11 Repairs

References:

pdf Memo from Water/Water Reclamation Superintendent Adam Lanning (28 KB)

Recommended Action:

Consider approving repairs for well #11.

History and Fact:

Well #11, located on Flagg Road near the high school, unexpectedly failed on January 5th. Since well #4 is also currently out of service for some routine rehabilitation, Municipal Well and Pump was called in for an emergency repair. The contractor installed a rental motor and well #11was back in service on January 15th.

Discussion:

After inspection of the equipment, it has been determined that the pump, motor, cable and sand separator either need to be replaced or rebuilt. Water/Water Reclamation Superintendent Adam Lanning recommends replacing the pump and associated equipment at a cost of $88,187.90. The new equipment is in stock and can be installed in approximately 5 weeks. Rebuilding the equipment would cost $81,768.40 and take approximately 10 weeks. In addition, purchasing a new motor and pump will allow us to downsize from a 300 HP motor to a 200 HP motor. This should result in significant savings in electric costs due to the improved efficiency of the pump.

The Rochelle Municipal Code provides that contracts for emergency services or repairs are excluded from the requirement of competitive bidding when the delay in seeking competitive bids would result in damage or additional cost to the City.

Recommendation:

Approve the quote of $88,187.90 from Municipal Well & Pump for an emergency repair of well #11 without competitive bidding.


Discussion Item #1 City of Rochelle Communication Plan

References:

pdf Communication Plan (352 KB)

Discussion:

A City of Rochelle Communication Plan has been developed in order to identify goals and the means to reach those goals by effectively communicating with citizens and customers. The plan identifies our current marketing channels and guidelines for their use. In addition, it breaks down the initiatives by department and identifies overall objectives and specific goals for meeting them.

Marketing and Public Relations Manager Jennifer Thompson will provide an overview of the plan and respond to questions from the Mayor and Council.