City Council Meeting Agenda - June 22, 2020

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, June 22, 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:

IV. REPORTS AND COMMUNICATIONS:

• Mayor’s Report

o pdf Appointment of Members to Boards and Commissions (51 KB)

• Council Members

• Good News

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a) Approve Minutes of City Council Meeting – pdf June 8, 2020 (216 KB)

b) Approve Exceptions – pdf 06/03/20-06/09/20 (201 KB)

c) Approve Payroll – pdf 05/18/20-05/31/20 (57 KB) , pdf 06/01/20-06/14/20 (59 KB)

d) Accept and Place on File Financial Statement – pdf May 2020 (825 KB)

e) pdf Approve Request from Jayme Thomas to Use the Gazebo on July 4, 2020 (60 KB)

f) pdf Approve Re-Start Rochelle Grants (120 KB)

2) (Public Hearing and Action) Resolution Committing Local Funds - Rebuild Illinois Grant for Demolition of Hickory Grove

3) (Public Hearing and Action) Resolution Committing Local Funds - Rebuild Illinois Public Infrastructure Grant for Construction of New Well House, Well Rehabilitation and Water Tower Painting at the Well #4 Site

4) Audit for January 1, 2019 – December 31, 2019

5) Resolution Approving an Amendment to the Personnel Manual

6) Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals

7) Ordinance Approving a Purchase and Sale Agreement with Rochelle Main Street, LLC - 920 S Main Street

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. 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 (Public Hearing and Action) Resolution Committing Local Funds - Rebuild Illinois Grant for Demolition of Hickory Grove

Staff Contact: Jeff Fiegenschuh

Summary: The City of Rochelle is applying for a shovel ready sites grant under the Rebuild Illinois program. The total requested grant is $356,750 to be used for the demolition and site preparation for the existing Hickory Grove Banquet Center. Any additional funds, up to $365,750 will be committed by the City of Rochelle through its General fund (franchise dollars from transmission sale to ComEd) and landfill funds. No general sales tax or property tax dollars are allocated to this project.Currently, DCEO has not indicated when they will be making the grant awards, but the team at Willett Hoffman think it could be this fall. If that’s the case the project will be bid out in early 2021.

Recommendation: Hold Public Hearing

Approve Resolution Committing Local Funds to the Rebuild Illinois grant for the demolition of Hickory Grove

Supporting Documents:

  pdf Resolution Committing Local Funds (94 KB)

  pdf Letter of Support from Representative Demmer (394 KB)

  pdf Letter of Support from Rochelle Chamber of Commerce (371 KB)

  pdf Letter of Support from Greater Rochelle Economic Development Corporation (25 KB)

  pdf Letter of Support from Blackhawk Waterways Convention and Visitors Bureau (840 KB)

  pdf DCEO Grant Summary (118 KB)

Agenda Item #3 (Public Hearing and Action) Resolution Committing Local Funds - Rebuild Illinois Grant for New Well House, Well Rehabilitation and Water Tower Painting at the Well #4 Site

Staff Contact: Adam Lanning

Summary: Pursuant to State of Illinois Procedures, we are required to hold a public hearing in order to receive comments from the public regarding Rebuild Illinois grant for the well 4 wellhouse and tower project. The total funds requested from the Rebuild Illinois Grant is $2,625,000 with a match from the City of $875,000. In order to proceed the council will also need to approve a resolution committing the local funds which come from cash reserves.

Funding Sources: Source: Budgeted Amount: Proposed Expenditure:

                                                    Cash reserves $875,000

Strategic Plan Goal Application: Short term routine- replacing infrastructure.

Recommendation: Hold Public Hearing

Approve Resolution Committing Local Funds - Rebuild Illinois Grant for new well house, well rehabilitation and water tower painting at the well #4 site

Supporting Documents:

  pdf Resolution Committing Local Funds Public (10 KB)

  pdf Hearing Notice (32 KB)

  pdf DCEO Grant Summary (9.69 MB)

Agenda Item #4 Audit for January 1, 2019 – December 31, 2019

Staff Contact: Chris Cardott, Finance Director

Summary: Sikich, LLP planned and performed the audit in order to obtain reasonable assurance about whether the financial statements are free of material misstatements. This included performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The audit also included evaluating the appropriateness of accounting policies used, significant estimates made by management and evaluating the overall presentation of the financial statements. The auditor’s opinion, as noted on page 2 of the Comprehensive Annual Financial Report, indicates that the financial statements “present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Rochelle, Illinois, as of December 31, 2019, and the respective changes in financial position and, where applicable cash flows thereof for the year ended in conformity with accounting principles generally accepted in the United States of America.” Anthony Cervini, Partner of Government Services for Sikich, will attend the meeting to provide an overview of the City’s Financial Statement and respond to questions from the Mayor and Council members. Strategic Plan Goal Application: Maintain Fiscal Stability

Recommendation: Accept and place on file the Audit Reports for 2019 as prepared and presented by Sikich, LLP.

Supporting Documents:

pdf City of Rochelle Comprehensive Annual Financial Report – December 31, 2019 (3.35 MB)

pdf Rochelle Municipal Utilities Annual Financial Report – December 31, 2019 (922 KB)

pdf Lighthouse Pointe TIF Financial Report – December 31, 2019 (404 KB)

pdf Downtown TIF Financial Report – December 31, 2019 (426 KB)

pdf Management Letter – December 31, 2019 (351 KB)

document Audit Presentation (322 KB)

Agenda Item #5 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 changes are:Updating: Sexual Harassment Policy; Chapter 6, Article A Adding: Telecommuting Policy and Procedure; Chapter 1, Article K

The update to the Sexual Harassment Policy is necessary to comply with the mandates of the Workplace Transparency Act. This change to the Act requires the municipal employers must specify a reporting and investigation method when one elected official makes an allegation of sexual harassment against another elected official. • Allegations of Sexual Harassment made against an elected official of the governmental unit by another elected official of a governmental unit. In addition to the methods of reporting included above, an elected official may request an independent review of a complaint of sexual harassment by another elected official. The request shall be made to the Human Resources Director, the City Manager, or the chief elected official of the City. The official receiving the request shall take immediate action in keeping with the procurement process of the municipality to retain a qualified individual or entity for the independent review of the allegations of sexual harassment in violation of this policy. The outcome of the independent review shall be reported to the City Council.

Second update is to comply with the number of days file a retaliation charge with IDHR from 180 days to 300 days. Third update is to include all modeled IML language on Consequences for Violations of the Sexual Harassment policy.

In addition to any and all other discipline that may be applicable pursuant to municipal policies, employment agreements, procedures, employee handbooks and/or collective bargaining agreements, any person who violates this policy or the Prohibition on Sexual Harassment contained in 5 ILCS 430/5-65, may be subject to a fine of up to $5,000 per offense, applicable disciplinary actions or discharge by the municipality and any applicable fines and penalties established pursuant to local ordinance, state law or federal law. Each violation may constitute a separate offense. Any discipline imposed by the municipality shall be separate and distinct from any penalty imposed by an ethics commission and any fines or penalties imposed by a court of law or a state or federal agency.

The addition of the Telecommuting Policy and Procedure and the Telecommuting Agreement is to set guidelines and rules for telecommuting or working from home.

The purpose:

A. Telecommuting allows employees to work at home, on the road or in a satellite location for all or part of their workweek. Telecommuting could be in the event of an emergency such as inclement weather, a pandemic, other extenuating circumstances or as an alternative work arrangement.B. Telecommuting is not an entitlement, it is not a City-wide benefit, and a signed agreement in no way changes the terms and conditions of employment with the City of Rochelle. C. If approved for telecommuting, employees are expected to telecommute as if reporting to work as usual unless he/she is sick, on approved leave, or as otherwise directed by their supervisor. D. Telecommuting may be appropriate from some positions and duties, but not necessarily viable for all positions.

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 Personnel Manual

Supporting Documents:

  pdf Resolution Approving an Amendment to Personnel Manual (122 KB)

  pdf COR Telecommuting Policy and Procedure  (61 KB)

  pdf COR Telecommuting Agreement (32 KB)

Agenda Item #6 Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals

Staff Contact: Tim Isley

Summary: In 2011, the City of Rochelle entered into an intergovernmental agreement (also referred to as the “Master Agreement”) with the Illinois Department of Transportation for the maintenance of traffic signals within the City of Rochelle. The term of this agreement is from July 1, 2011 to June 30, 2021. All changes to this agreement must be agreed upon by IDOT and the City of Rochelle and be incorporated by written amendment, signed by both parties.

On June 24 of 2019, Rochelle City Council entered into an Intergovernmental Agreement for the maintenance of a new traffic signal at the intersection of IL Route 251 and Steward Rd. It was later realized, Exhibit A, submitted by IDOT, was incorrect. Exhibit A has been revised and attached to the Intergovernmental Agreement for Maintenance of Traffic Control Devices in the City Rochelle. IDOT will reimburse 67% of typical signal maintenance and electrical energy costs at this location.

Strategic Plan Goal Application: Maintenance of infrastructure as well as improvements. Invest in infrastructure.

Recommendation: Approve an Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals adding the signalized intersection of IL 251 and Steward Road to the comprehensive list of signals.

Supporting Documents:

  pdf Ordinance Amending the Intergovernmental Agreement for the Maintenance of Traffic Signals (78 KB)

  pdf Intergovernmental Agreement Amendment (89 KB)

Agenda Item #7 Ordinance Approving a Purchase and Sale Agreement with Rochelle Main Street LLC for acquisition of property at 920 S. Main Street with PIN 224-25-476-011

Staff Contact: Sam Tesreau, City Engineer

Summary:

The Owner of certain property at 920 S. Main Street approached City staff about the possibility of conveying or donating approximately 13 acres to the City of Rochelle for a reduced or no fee. In exchange the City (purchaser) will provide acknowledgement of a donation in accordance with IRS code 170. The property is located north of Cain Millwork, west of South Main Street and south of Veterans Parkway.

After much discussion internally amongst staff it was decided to develop a purchase and sale agreement with the Owner (Seller). The City attorney and Sellers attorney has approved the agreement with certain conditions and contingencies. The Seller will provide an appraisal and donate the property in accordance with IRS Form 8283. Furthermore, the Seller has provided a clear Phase 1 of the property as requested by the City staff.

It is expected that approximately 0.8 acres of Road Right of Way will be required from this parcel during Phase 2 of the South Main Street reconstruction EDP project from Veterans Parkway to Steam Plant Road. That construction project is expected to begin in 2023.

Funding Sources: Source: Budgeted Amount: Proposed Expenditure:

                          CIP 36-00-86030 $5,000 fees and taxes as necessary per the agreement

Recommendation: Authorize an Ordinance Approving a Purchase and Sale Agreement with Rochelle Main Street, LLC

Strategic Plan Goal application: infrastructure effectiveness and improvement short term complex

Supporting Documents:

  pdf Ordinance Approving a Purchase and Sale Agreement with Rochelle Main Street, LLC (93 KB)

  pdf Purchase and Sale agreement with Rochelle Main Street LLC for acquisition of property at 920 S. Main Street with PIN 224-25-476-011 (264 KB)