Print this page

City Council Meeting Agenda - January 11, 2021

AGENDA

ROCHELLE CITY COUNCIL

REGULAR MEETING

Monday, January 11, 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

o   Accept the Resignation of Robert Elliott from the Utility Advisory Board

·       Council Members

V.                               PUBLIC COMMENTARY: 

VI.                             BUSINESS ITEMS:

1)   CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:

a)     Approve Minutes of City Council Meeting – pdf 12/14/20 (500 KB)

b)     Accept and Place on File Minutes of Utility Advisory Board – pdf 07/17/19 (146 KB) and pdf 11/13/19 (662 KB)

c)     Approve Exceptions – pdf 12/2/20-12/15/20 (257 KB) , pdf 12/16/20-12/21/20 (159 KB) , pdf 12/22/20-12/28/20 (154 KB) , pdf 12/29/20-1/4/21 (101 KB)

d)     Approve Payroll – pdf 11/30/20-12/13/20 (59 KB) , pdf 12/14/20-12/27/20 (59 KB)

e)     Accept and Place on File Financial Statement – pdf November 2020 (7.01 MB)

2)   Ordinance Approving Amending Ordinance No. 45-OH Lee Ogle Enterprise Zone Incentives

3)   Ordinance Approving a Special Use in the B-2 Commercial Highway Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor, and Related Products in Accessors at 901 S 7th Street (OEDAE Farraj D/B/A Rocky’s Smoke Shop, Petitioner)

4)   Ordinance Granting Variation Related to Signage at 1000 S 7th Street for Kwik Trip

5)   Engineering Agreement for Wastewater Treatment Plant Upgrades Phase II

6)   Electrical Equipment Update at Well #8 (Caron Road)

7)   Resolution Authorizing the Execution of a Dark Fiber License Agreement with MCIMetro Access Transmission Services, Corp.

8)   Resolution Authorizing Creation of a City of Rochelle COVID Temporary Leave Program

VII.                          DISCUSSION ITEMS: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 Approving Amending Ordinance No. 45-OH Lee Ogle Enterprise Zone Incentives

Staff Contact:  Jason Anderson – Economic Development Director

Summary:   The Lee-Ogle Enterprise Zone, created in 2017, provides a uniform tax abatement of 50% per year for 6 years upon improvements being made. To land larger projects, Enterprise Zones that surround the Lee Ogle EZ have adopted a tiered approach to tax abatements based on the size and impact a project brings to the Zone. The larger the capital investment, higher the wages and/or number of jobs being created the longer the tax abatement schedule. The Lee-Ogle EZ Board recently approved a three-tier tax abatement schedule based on a project’s economic impact. The base of each tier is as follows:

 Tax Abatement Schedule:  
Base Tier: No job minimum, No Capital Investment Minimum.  Must maintain 75% of jobs to retain abatements (same as present rules).   6 years at 50%/year
 Extended Tier: 75+ New Jobs, $50M+ Capital Investment.  Must maintain 95% of jobs to retain abatements.   10 years at 50%/year
 High Impact Tier: 125+ new jobs, $100M+ capital investment and $50k average annual income for hourly employees, before benefits.  Must retain 95% of jobs to retain abatements.  16 years at 50%/year

 

Strategic Plan Application: Expanding the Industrial base in Rochelle and compete for large economic development projects

Recommendation: Approve Ordinance Approving Amending Ordinance No. 45-OH Lee Ogle Enterprise Zone Incentives to incorporate three tiers to the tax abatement schedule to accommodate larger industrial projects who seek to build within the Enterprise Zone  

Supporting Documents: 

pdf Ordinance Approving Amending Ordinance No. 45-OH Lee Ogle Enterprise Zone Incentives (272 KB)

pdf Amendment 12 to Addendum “B” (546 KB)

pdf Jackpot Letter (106 KB)

pdf Lee-Ogle Enterprize Zone Memo on proposed changes to Tax Abatement schedule (309 KB)


Agenda Item #3 - Ordinance Approving a Special Use in the B-2 Commercial Highway Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor, and Related Products in Accessors at 901 S 7th Street (OEDAE Farraj D/B/A Rocky’s Smoke Shop, Petitioner)

Staff Contact: Michelle Pease, Community Development Director & Geoff Starr, Building Official

Summary: The petitioner, located at 901 South 7th Street is seeking a special use permit for miscellaneous retail sales of tobacco products and accessories. These products include, but are not limited to items such as vape, CBD, loose tobacco, tobacco and glass accessories, novelty items, incents, gifts and batteries. The subject property is zoned B2, Commercial Highway.

Section 110-291 District Use Classification requires a special use in a B2 zoning district for miscellaneous retail.

A public hearing was held on Monday, January 4, 2021. The Planning and Zoning Commission approved the Special Use by a vote of 5-0.

Recommendation: Staff recommends consideration of an Ordinance Approving a Special Use in the B-2 Commercial Highway Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor, and Related Products in Accessors at 901 S 7th Street (OEDAE Farraj D/B/A Rocky’s Smoke Shop, Petitioner)

Supporting Documents:

pdf Ordinance Approving a Special Use in the B-2 Commercial Highway Zoning District to Allow Retail Sales of Electronic Cigarettes, Vapor, and Related Products in Accessors at 901 S 7th Street (OEDAE Farraj D/B/A Rocky’s Smoke Shop, Petitioner) (299 KB)

pdf Rocky’s Smoke Shop Presentation (633 KB)


Agenda Item #4 - Ordinance Granting Variation Related to Signage at 1000 S 7th Street for Kwik Trip

Staff Contact: Michelle Pease, Community Development Director & Geoff Starr, Building Official

Summary:

The petitioner is seeking a variance of signs in order to construct a proposed electronic message board, located at 1000 S. 7th Street. The petitioner is requesting this variance of the ordinance in order to program an Electronic Message Board to display messages used for advertising that could be changed from the inside of the building. The size of the proposed electronic message board is 34.875” high x 60.625” wide. The subject property is zoned B-2, Commercial Highway.

Per Section 110-674 Prohibited Signs (5) Any flashing sign, subject to the provisions relating to non-conforming signs.

Per Section 110-661 Flashing sign means any directly or indirectly illuminated sign, either stationary or animated, which exhibits changing natural or artificial light or color by any means whatsoever.

A public hearing was held on Monday, January 4, 2021. The Planning and Zoning Commission approved the Special Use by a vote of 4-1. Planning and Zoning Commission passed the request with the understanding that all codes, as updated within the next 6 months, would be observed by the owner/operator of the sign. Codes will be updated to limit the frequency of copy changes, to limit signs to static display, and to limit photometrics. The petitioner understood and agreed to the request.

Recommendation:

Staff recommends consideration of an Ordinance Granting Variation Related to Signage at 1000 S 7th Street

Reference Documents:

pdf Ordinance Granting Variation Related to Signage at 1000 S 7th Street (209 KB)

pdf Visuals (285 KB)


Agenda Item #5 - Engineering Agreement for Wastewater Treatment Plant Upgrades Phase II

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: As we continue to rehab the Wastewater Treatment Plant, according to the 20-year capital improvement plan, we have selected Willet Hofmann’s proposal to provide engineering and construction management services for the Wastewater Treatment Plant Upgrades Phase II.

The system upgrades include the construction of a second new fine screen option and dewatering unit for the influent bypass channel, new piping to connect the anaerobic lagoon effluent piping to the headworks building, convert aeration bays 5-8 for biological nutrient removal, replace the clarifier drive units and demolish three existing tertiary sand filters, and install four cloth type tertiary filters.

These upgrades will increase the efficiency of the treatment process and will bring it up to date since the lagoons are in poor condition due to overgrowth of vegetation and erosion plus sludge deposits within the lagoon. The sand filters need to be upgraded to meet the needs of upcoming phosphorous regulations in addition to the equipment being approximately 30 years old and requiring extensive maintenance costs. The secondary clarifiers are another critical treatment process with equipment that is also 30 years old and in dire need of repair. Like phase one, the concrete infrastructure will remain in place and we will just be replacing the mechanical portions of these treatment processes. If concrete repairs or linings are needed, we will do so to preserve the integrity of the structure.

The project will be funded by an IEPA loan and will be close monitored to keep cost down. We will do some in-house construction management work to potentially off-set a portion of $240,000 construction observation cost.

Funding Sources:     
Source: Budgeted Amount: Proposed Expenditure:
EPA Loan/Grant 2021 - $250,000  $682,000 multi-year project

 

Strategic Plan Goal Application: 20-Year-old Capital Improvement Plan

Recommendation: Authorize the City Manager to sign an engineering agreement with Willett Hofmann & Associates Inc. for the Water Reclamation Plant Improvements Phase 2 at a not to exceed cost of $682,000 for the multi-year project.

Supporting Documents:

pdf Engineering Agreement with Willett Hofmann for Water Reclamation Plant Improvements Phase 2 (581 KB)


Agenda Item #6 - Electrical Equipment Update at Well # 8 (Caron Rd)

Staff Contact: Adam Lanning, Utilities Superintendent

Summary: As part of the ongoing efforts to rehab Well #8 and update the aged equipment, a proposal from Engel Electric Company was requested following the recommendation from Water Well Solutions to install an in-line filter on the load side of the VFD to protect the well submersible pump motor.

As you may recall the VFD was replaced over the summer due to an electrical fire incident therefore, Engle Electric has also provided a proposal for the surge protection device and breaker on the service line to the well pump VFD to mitigate future loses. We opted to hire Engel Electric since they have been part of this project from the beginning.

The cost for the upgrades is well under the spending authority of the City Manager however, we would like to keep you informed of the cost since this is part of the overall rehab project of Well #8.

Funding Sources:     
Source: Budgeted Amount: Proposed Expenditure:
Cash Reserve - Maintenance $0 $21,941

 

Strategic Plan Goal Application: Create a 20-year Capital Improvement Plan

Recommendation: Approve Engel Electric’s proposal and proceed with the recommended electrical updates for well #8 at a cost of $21,941.

Supporting Documents:

pdf Willett Hofmann review of Water Well Solutions Recommendations and Engel Electric Company proposal (198 KB)

pdf Engel Electric Quote (202 KB)

pdf Engel Electric Shop Drawing for Well #8 Wiring/Distribution Repairs (2.52 MB)


Agenda Item #7 - Resolution Authorizing the Execution of a Dark Fiber License Agreement with MCIMetro Access Transmission Services, Corp.

Staff Contact:  Adam Lanning, Utilities Superintendent

Summary:      The dark fiber license agreement with MCIMetro expired on November 1st, 2020. The proposed resolution authorizes the City Manager to sign a new Dark Fiber License Agreement with MCIMetro. This resolution is a 5-year extension to the expired lease agreement for their dark fiber along Rt 39.

The term of the agreement is from 11/1/2020 to 11/1/2025, with the monthly amount being $6,567.29.  On November 1st of each subsequent year of this Agreement, the monthly license fee shall increase by three (3%) percent.

Strategic Plan Goal Application: Maintain Fiscal Stability & Balance Budget By continuing to grow our communications service.

Recommendation:      Approve a Resolution authorizing City Manager to sign the five-year Dark Fiber License Agreement with MCIMetro.

Supporting Documents: 

pdf Resolution Authorizing the Execution of a Dark Fiber License Agreement with MCIMetro Access Transmission Services, Corp (120 KB) .

pdf Rochelle Municipal Utilities Dark Fiber License Agreement (583 KB)


Agenda Item #8 - Resolution Authorizing Creation of a City of Rochelle COVID Temporary Leave Program

Staff Contact:  Nancy Bingham

Summary:      The Families First Coronavirus Response Act (FFCRA) act expired on December 31, 2020, currently there is no new federal/state mandates for 2021.

The City of Rochelle would like to implement a new leave program for 30 days, until January 31, 2021.  This program is not the same program nor an extension of the federally mandated program.  The City has created a new program to allow for benefits into the beginning of 2021 for those exposed to COVID.

Program Details:

  • Exposure to COVID: Employee will be asked to be tested and results will determine if/when the quarantine will take place. If not tested and no symptoms, the employee will be required to quarantine and use sick leave to cover the absence.
  • Testing: If an employee has been exposed to COVID and is being tested, the employee will be placed on COVID Administrative Leave while awaiting test results with no use of leave.
  • Positive Test Results – the employee will receive up to 80 hours of COVID Temporary Leave (CTL) while on quarantine. The length of quarantine will be based on the recommendation of the health department. Document of positive test results must be sent to HR within 24 hours of notification.  If no letter is received to confirm test results, employee may be required to use sick leave from their leave bank.
  • Negative Test Results– the employee may return to work under modified quarantine guidelines: wear mask, physical distance, and monitor symptoms. Documentation of the negative results must be sent to HR prior to returning to work.

Per this program, employees will be asked to submit any documentation they may receive from testing facility and/or the designated health department.

This program is monitored and based on each employee’s case.  The CTL hours are designated per case, but will be limited to a total of 80 hours for all exposures until January 31, 2021.  Sick Leave may be used to cover absences related to illness during this time.

The COVID Temporary Leave Program does not included the mandated childcare provisions that FFCRA required for school closings and/or remote learning.

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 Resolution Authorizing Creation of a City of Rochelle COVID Temporary Leave Program

Supporting Documents: 

pdf Resolution Authorizing Creation of a City of Rochelle COVID Temporary Leave Program (201 KB)

pdf Employee Memo: January 2021 – COVID Update (51 KB)