Monday, September 23, 2013
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:
• default National Fire Prevention Week – October 6 - 12, 2013
• default Drive 4 Pledges Day – September 19, 2013
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
• default Employee Introduction – Michelle Pease
• default Financial Statement July 2013
• default Financial Statement August 2013
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) default Minutes of City Council Meeting – September 9, 2013
b) Approve Bills – default 083013-090513 , default 090613-091213
c) Approve Payroll – default 081913-090113
d) Authorize the default Rochelle Area CROP Walk throughout the Community – September 29, 2013
e) Authorize the default Rochelle Lions Club Annual Candy Sale as Requested – October 11-12, 2013
2) Audit Report Fiscal Year 2012/2013
3) Purchase of Video Recording System – Police Department
4) Rochelle Municipal Airport Consultant Selection
5) Agreement with Hanson Professional Services – Airport Runway Extension
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Audit Report Fiscal Year 2012/2013
References:
default City of Rochelle Annual Financial Report - April 30, 2013
default Rochelle Municipal Utilities Annual Financial Report - April 30, 2013
default Audit Presentation – Finance Manager Chris Frye
Recommended Action:
Consider Audit Report
History and Fact:
On November 26, 2012 the Mayor and City Council approved a contract with Sikich, LLP to perform an audit of the City's financial operations for fiscal years ending April 30, 2013, 2014 and 2015. Although this is the first year under the new contract, this is the fourth year that Sikich has completed our annual audit.
Discussion:
Sikich planned and performed the audit in order to verify that the financial statements are free of material misstatements. This included performing procedures to obtain audit evidence supporting the amounts and disclosures reported in the financial statements. The audit also included evaluating the appropriateness of accounting principles applied, 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 Auditor's 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 April 30, 2012, 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."
Fred Lantz, Partner-in-Charge 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. Finance Manager Chris Frye will also provide a presentation comparing the actual General Fund revenues, expenditures and fund balances for years 2009 through 2013.
Recommendation:
Accept and place on file the Audit Report for FY 2012/2013 as prepared and presented by Sikich, LLP.
Agenda Item #3 Purchase of Video Recording System – Police Department
References:
default Memo from Police Chief Eric Higby
Recommended Action:
Consider the purchase of a video recording system for the Police Department.
History and Fact:
In-car video systems have become an essential tool for Police Departments. Having audio and video recordings of routine traffic stops and emergency response activities provides credibility to the criminal court system and discourages unjustified accusations against the officers.
The department's current video system was purchased in early 2007. The server is no longer operational and the audio/video capability in several of the squad cars is no longer dependable.
Discussion:
Two of the Police Department Sergeants evaluated several video system models and brands and selected the Panasonic Arbitrator as the best option. The system records via two high definition cameras mounted on the squad car, an internal audio microphone and an external microphone worn by the officer. The recordings will automatically download to the server when a squad car is within 100 feet of the wireless points that can be mounted on the City Hall building. The system allows for a 30, 60 or 90 second pre-event recording and the audio/video can be initiated either manually, when the squad lights are activated or when the crash sensor goes off. In addition, several Illinois agencies utilize this system including Rockford, DeKalb, Champaign and the Illinois State Toll Authority.
The 2013-14 Police Department Capital Outlay Budget includes $59,000 for the purchase of new video recording systems for the squad cars and the related server. The Panasonic Arbitrator is available via the National Joint Power Alliance, through CDS Office Technologies in Itasca, for $47,618. The quote includes the required server, all hardware, officer training, and the wireless points. Installation, which is not included in the quote, is available through Buss Boyz Customs at a cost of $570. Police Chief Higby recommends proceeding with the purchase and installation at a total cost of $48,188.
Recommendation:
Approve the purchase of a Panasonic Arbitrator video system through the National Joint Powers Alliance in the amount of $47,618 without competitive bidding.
Agenda Item #4 Rochelle Municipal Airport Consultant Selection
References:
default Memo from Airport Manager Mark Delhotal
default Hanson Statement of Qualifications
default Agreement for Consultant Services
Recommended Action:
Consider the proposals for Rochelle Municipal Airport Consultant
History and Fact:
The Federal Aviation Administration requires entities to solicit proposals from pre-qualified engineering firms every three to five years for consultant services at the airport. In order to meet this requirement, the City solicited applications earlier this year.
Discussion:
Four engineering firms submitted Statements of Qualifications in July. On July 17th the Airport Advisory Board met to review the applications. Following some discussion the board voted unanimously to recommend that the Rochelle Municipal Airport retain the current consultant, Hanson Professional Services Inc.
Recommendation:
Authorize the City Manager to sign an Agreement for Consultant Services with Hanson Professional Service Inc. related to the development of the Rochelle Municipal Airport.
Agenda Item #5 Agreement with Hanson Professional Services – Airport Runway Extension
References:
default Memo from Airport Manager Mark Delhotal
default Agreement for Consultant Services at Illinois Airports
Recommended Action:
Consider an Agreement with Hanson Professional Services for engineering, planning and special services associated with the runway extension project.
History and Fact:
In 2008 the Illinois Department of Transportation (IDOT) Division of Aeronautics approved plans to extend the runway at the Rochelle Municipal Airport from 4,226 feet to 5,000 feet. On July 22nd the Mayor and Council approved the IDOT Award Concurrence Authorization and Agency Agreement associated with the runway extension project.
Discussion:
In addition to the contractor construction costs, the approved Agency Agreement includes project costs for engineering, permitting and special services of approximately $250,000. Hanson Professional Services has provided an agreement for construction phase services which include construction observation, attendance at preconstruction meetings and coordination of improvements with all entities and affected airport tenants at a cost not to exceed $123,800. The agreement also contains planning and special services including performing ground checks and an air navigation approach survey for Runway 7-25 in an amount not to exceed $51,301.65. Airport Manager Mark Delhotal recommends approval of the Agreement for Consultant Services.
Construction on the runway extension is expected to begin later this fall once the State approves all of the agreements and provides an official notice to proceed.
Recommendation:
Authorize the City Manager to sign the Standard Agreement for Consultant Services at Illinois Airports for Architectural/Engineering, Planning and Special Services between the City of Rochelle and Hanson Professional Services associated with the runway extension project.
