The 2013-14 Community Development Department Capital Outlay Budget includes $22,000 for the purchase of a 4x4 pickup truck. The bid specifications prepared for the new vehicle included options for both a full-size 4x4 extended cab truck and a full size 4x4 sport utility vehicle.

Discussion:

Subsequent to the required public notice, the City Clerk opened two bids containing both options on June 6th. Building Inspector Kip Countryman reviewed the bids and recommends the acceptance of the apparent low bidder, Prescott Ford, with a bid of $24,502 for a 2013 Ford F150 XL Supercab 4x4. If approved, the new truck will fill the void left by the disposal of an inoperable vehicle from the department earlier this year. Delivery of the new truck from Prescott Ford is expected in 6-8 weeks.

Recommendation:

Approve the purchase of a Ford F150 XL Supercab 4x4 Truck from Prescott Ford in the amount of $24,502 and reject all other bids.

Agenda Item #3 Special Use Permit for 24 Hour Gas Station and Outside Sales for Murphy Oil USA Inc. – 390 Coronado Drive

References:

default Memo from Building Inspector Kip Countryman

default Murphy Oil Civil Drawings

default Ordinance Approving a Special Use Permit for a 24 Hour Gas Station and Outside Sales for Murphy Oil USA Inc. - 390 Coronado Drive

Recommended Action:

Consider a Special Use Permit to Allow a 24 Hour Gas Station and Outside Sales for Murphy Oil USA – 390 Coronado Drive

History and Fact:

On October 27, 2008 the Mayor and Council approved a Final PUD Plan and Plat for Lighthouse Pointe (Walmart Addition) located at the northeast corner of Illinois Route 38 and Caron Road. The plan included six buildable lots, two lots for stormwater detention, a private drive and right-of-way for North Point Street. The Super Walmart was constructed on Lot #1 of this subdivision.

Discussion:

Murphy Oil USA has petitioned the City for a special use permit to allow them to operate a 24 hour gas station and outside sales on Lot #6 of the Lighthouse Pointe – Walmart Addition Development. The outside sales request will accommodate the storage and sale of ice, propane and a vacuum unit. Access to the proposed facility is provided off of Coronado Drive, a private drive within the subdivision. On June 3rd the Planning and Zoning Commission conducted a public hearing and subsequently voted 5-0 to recommend approval of the special use permit to allow a 24 hour gas station and outside sales at 390 Coronado Drive.

Recommendation:

Authorize an Ordinance Approving a Special Use Permit to Allow a 24 Hour Gas Station and Outside Sales for Murphy Oil USA – 390 Coronado Drive Subject to Engineering, Utilities, Building and Site Plan Review.

Agenda Item #4 Purchase of License Agreement – Geographic Information System (GIS)

References:

default Memo from Business and Financial Analyst Dan Westin

default Environmental Systems Research Institute, Inc. Enterpise License Agreement

Recommended Action:

Consider Purchase of Enterprise License Agreement

History and Fact:

A geographic information system (GIS) is a system designed to capture, store, manipulate, analyze, manage, and display all types of geographically-referenced data. Most utilities throughout the United States have implemented or are implementing this type of system to manage the existing infrastructure and aid in the design of future expansions. In addition to mapping infrastructure, the associated database allows for the storage of associated information that is valuable for both maintenance and asset management.

Discussion:

The Environmental Systems Research Institute, Inc. (ESRI) develops geographic information systems that function as an integral component in nearly every type of organization. They have offices worldwide with over 350,000 clients. ESRI has established themselves as the GIS standard for many government entities. The uniformity of the GIS system and its database capability will provide a common platform for all utility and engineering map based information in the City of Rochelle. In addition, other cities have found value in the accessibility of map data and information available from a real time database for their fire and street departments.

ESRI has provided a quote for a Small Utility Enterprise License Agreement (ELA), based on less than 10,000 meters, at a cost of $10,000 per year for a term of three years. This License will provide the City with unlimited use of the software included in the ELA.

Recommendation:

Authorize the City Manager to Sign Enterprise License Agreement with ESRI

Agenda Item #5 Resolution Establishing City of Rochelle Fiber Internet Access Rates

References:

default Memo from Advanced Communications Superintendent Scott Koteski

default Resolution Establishing City of Rochelle Fiber Internet Access Rates

Recommended Action:

Consider Approving a Resolution Establishing Utility Services Price Schedule for Fiber

History and Fact:

In August of 2011 the Mayor and Council approved a resolution establishing the existing rates for fiber internet access. Since that time the Advanced Communications staff has proactively pursued options to reduce the associated costs for phone and long distance service by changing vendors. Northern Illinois University also reduced the cost to the City for bandwidth.

Discussion:

Superintendent of Advanced Communications Scott Koteski recommends restructuring the fiber rates in order to remain competitive in the internet access market and pass along savings via higher speeds. The proposed fiber internet access rate schedule reduces the available fiber packages from four to three. The Small and Medium Office packages proposed provide significantly higher download and upload speeds along with the addition of voice over Internet Protocol (VOIP) phone services at comparable fees. A new Large Office package has also been added which offers a connection speed of 100 Mb. In addition, rate modifications are proposed for installation fees, VOIP services and additional IP addresses since these rates have not been adjusted in over 5 years.

The proposed rate schedule was presented at the May 22nd Utility Advisory Board meeting and the board unanimously approved the restructured rates. If approved the proposed rates will be effective with billings issued after July 1, 2013.

Recommendation:

Approve a Resolution Establishing City of Rochelle Fiber Internet Access Rates Effective with Billings Issued After July 1, 2013

Agenda Item #6 Economic Development Program (EDP) Agreements and Resolution – South Main Street Improvements

References:

default Memo from City Engineer Sam Tesreau with Attachments

Recommended Action:

Consider the State/Local Joint Agreement, Local Agency/Company Agreement and Resolution Establishing a Class II Truck Route related to EDP Funding for South Main Street Improvements

History and Fact:

In 2011 the City of Rochelle submitted an Economic Development Program (EDP) grant application to the Illinois Department of Transportation (IDOT) in an effort to acquire funding for South Main Street improvements related to the expansion of the Graphic Arts Bindery. The City subsequently received an award letter from IDOT in the amount of $1,102,997 for roadway improvements on South Main Street between Steward and Steam Plant Roads, including 800 feet of improvements along Steward Road. In addition, IDOT committed $75,000 of Truck Access Route Program funding.

Discussion:

City staff and representatives from IDOT District 2 have prepared a State/Local Joint Agreement which has been sent to Springfield for review and approval. This agreement will not be finalized until the City approves the agreement and related resolution defining the limits and class of the proposed 80,000 pound truck route. This particular Class II truck route will be established from the intersection of Steward Road and extend north, along South Main Street for approximately 3400 feet, to Steam Plant Road. The Local Agency/Company Agreement is another requirement of the EDP agreement. A letter of commitment and agreement has been secured with Graphic Arts Bindery, LLC and Mayor Olson has executed the agreement on behalf of the City. Once the State/Local Joint Agreement has been approved by the State, the funding is secured and the City has until December 31, 2015 to award the bid. Funds will be budgeted in subsequent years, beginning in Fiscal Year 2014/15, for the City's portion of the project.

Recommendation:

Authorize the Mayor to sign the State/Local Joint Agreement for the South Main Street Economic Development Program (EDP) Grant

Approve Resolution establishing a Class II Designed Truck Route along South Main Street

Approve Local Agency/Company Agreement related to EDP Funding for South Main Street

Warning

City Council Agenda - June 13, 2013

I. CALL TO ORDER:

II. ROLL CALL:

III. PROCLAMATIONS, COMMENDATIONS, ETC:

IV. REPORTS AND COMMUNICATIONS:

V. PUBLIC COMMENTARY:

VI. BUSINESS ITEMS:

VII. DISCUSSION ITEMS:

VIII. EXECUTIVE SESSION

IX. ADJOURNMENT

City of Rochelle Illinois