City Council Meeting Agenda - January 27, 2020

AGENDA
ROCHELLE CITY COUNCIL
REGULAR MEETING
Monday, January 27, 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
• 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 January 13, 2019 (172 KB)
b) Approve Exceptions – pdf 12/30/19-1/12/20 (110 KB)
c) Approve Bills – pdf 1/21/20 (247 KB)
d) Approve Payroll – pdf 12/30/19-1/12/20 (56 KB)
e) Accept and Place on File Minutes of Airport Advisory Board – pdf 10/28/19 (237 KB) and pdf 11/7/19 (182 KB)
2) Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal
3) Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal
4) Resolution Approving a Redevelopment Agreement for the Real Estate Located at 407 Lincoln Highway with MECAN, LLC
5) Reduction in Letter of Credit Surety for Steward Road Commercial Subdivision
6) Resolution Regarding the Release of Executive Session Minutes
7) Ordinance Authorizing Sale of Personal Property – Various Departments

VII. DISCUSSION ITEMS:
1) Pilot Program Trap, Neuter, Return

VIII. EXECUTIVE SESSION
IX. ADJOURNMENT

The Council Meeting will be broadcast live on Facebook

Agenda Item #2 -  Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal

Staff Contact: Tim Isley

Summary: The City of Rochelle purchases approximately 21,500 gallons collectively of unleaded gasoline and diesel fuel each year. Fuel is purchased from an outside vendor with the ability to deliver, pump and meter fuel to City owned on site above ground storage tanks.

Bids were solicited to provide Delivered Petroleum Fuel in 2020. An advertisement was published in the newspaper and on the City’s website. On Friday December 20th at 10 a.m., 2 sealed bids were received. Bids were publicly opened and read aloud by the City Clerk. The bid summary is as follows:

After analysis of the proposals submitted, Blake Oil Company best meets the City’s needs. The City can expect to save a $3,600.00 annually.

A report of findings will be shared at the January 27th council meeting in response to the questions raised at the January 13th meeting. City Council members are encouraged to contract Tim prior to the meeting with any questions.

Strategic Plan Goal Application: STR-13 Maintain a balanced budget

Recommendation: Approve an Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal

Supporting Documents:
pdf Request for Bids Delivered Petroleum Fueling (413 KB)
pdf Bid Tabulation (97 KB)
pdf Blake Oil Company Bid (5.03 MB)
pdf Conserv FS Bid (5.56 MB)
pdf Ordinance Accepting and Approving the Proposal of Blake Oil Company Pursuant to the 2020 Delivered Petroleum Fuel Request for Proposal (61 KB)

Agenda Item #3 - Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal

Staff Contact: Tim Isley

Summary: The City of Rochelle purchases approximately 50,000 gallons collectively of unleaded gasoline and diesel fuel each year. Fuel is purchased from an outside vendor with the ability to provide diesel and unleaded gasoline fuel pumps in a clean and safe environment.

Bids were solicited to provide vendor site petroleum fueling in 2020. An advertisement was published in the newspaper and on the City’s website. On Friday December 20th at 10 a.m., 3 sealed bids were received. Bids were publicly opened and read aloud by the City Clerk. The bid summary is as follows:

• Benny’s Corner Market $0.10 discount/rebate off pump pricing
• Clark $0.09 discount/rebate off pump pricing
• Conserv FS $0.05 discount/rebate off pump pricing

After analysis of the proposals submitted, Benny’s Corner Market best meets the City’s needs. The City can expect to save a conservative $3,500.00 annually with the proposed discounts and rebates. In addition, the City will be members of the Mobile Fleet National Card program. With this program each department will receive vehicle fuel cards and personal identification numbers for each employee. An online account management portal will provide 24/7 access to all fuel transactions and associated data. This fuel card is also linked with Enterprise Fleet Management and will report all fuel transaction data back to Enterprise Fleet Management as it relates to each managed vehicle.

A report of findings will be shared at the January 27th council meeting in response to the questions raised at the January 13th meeting. City Council members are encouraged to contract Tim prior to the meeting with any questions.

Strategic Plan Goal Application: STR-13 Maintain a balanced budget

Recommendation: Approve An Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal

Supporting Documents:
pdf Request for Bids Vendor Site Petroleum Fueling (992 KB)
pdf Bid Tabulation (106 KB)
pdf Benny’s Corner Market Bid (11.54 MB)
pdf Clark Bid (8.48 MB)
pdf Conserv FS Bid (9.06 MB)
pdf Ordinance Accepting and Approving the Proposal of Benny’s Corner Market Pursuant to the 2020 Vendor Site Petroleum Fueling Request for Proposal (106 KB)

Agenda Item #4 - Resolution Approving a Redevelopment Agreement for the Real Estate Located at 407 Lincoln Highway with MECAN, LLC

Staff Contact: Michelle Pease, Community Development Director

Summary: MECEN, LLC (Acres Café), is requesting a development agreement for the property located at 407 Lincoln Highway.

The City agrees to reimburse MECEN, LLC up to $50,000.00 for the purposes of fostering the redevelopment of the building located at 407 Lincoln Highway. The grant may only be used to reimburse expenditures for the installation of a larger water service from the City’s water main to the building and for the installation of an approved fire suppression system and back flow valves.

Strategic Plan Goal Application:
This project continues to support the City’s Strategic Plan goals by improving and developing our Downtown.

Recommendation:
Approve a Resolution Approving a Redevelopment Agreement for the Real Estate Located at 407 Lincoln Highway with MECAN, LLC

Supporting Documents:
pdf Redevelopment Agreement (788 KB)
pdf Resolution Approving a Redevelopment Agreement for the Real Estate Located at 407 Lincoln Highway with MECAN, LLC (73 KB)

Agenda Item #5 - Reduction in Letter of Credit Surety for Steward Road Commercial Subdivision

Staff Contact: City Engineer Sam Tesreau

Summary: Mr. Jim Planey, developer of the Steward Road Commercial Subdivision, has requested a reduction in the Stillman bank letter of credit surety #1488 ($751,118.00) dated March 14, 2019 for certain public land improvements along Steward Road in connection with the Final Plat of Steward Road Commercial Subdivision approved by the City Council in 2018 (Ord#18-4938) as well as the amended annexation agreement between Hub City LLC and the City of Rochelle (Ord#18-4937)

This surety was posted in accordance with the Rochelle Municipal Code (RMC) for the final plat of subdivision. The RMC provides for a release of the surety or reduction of surety upon certain conditions being met, including the posting of a performance bond or other surety in the amount of no less than 10% of the public sewer and water utilities, suitable lien waivers and acceptance of the public improvements by the City staff, City Council.

A majority of the improvements have either been completed by the City or the developer, in accordance with the annexation agreement and/or the Rochelle Municipal Code. However, it has been determined certain items, including street lights, the shared use pedestrian path and other items have not yet been completed. Therefore, the City Engineer recommends that a new letter of credit be posted for no less than $136,000 until such items are completed and to satisfy the 2 year performance bond. Lastly it appears an extension will be required to complete those remaining items and the City Engineer recommends and extension should be granted until March 30, 2021 unless another longer extension is allowed under the annexation agreement identified herein.

Recommendation:
Approve a reduction in letter of credit #1488 identified herein with conditions as outlined above.
Approve an extension of time, to complete the remaining public land improvements, to March 30, 2021.

Strategic Plan Goal application:
provide infrastructure effectiveness for commercial development growth

Agenda Item #6 - Resolution Regarding the Release of Executive Session Minutes

Staff Contact: Sue Messer, Assistant to the City Manager/City Clerk

Summary: The Mayor and Council went into executive session on January 13, 2020 for the semi-annual review of the executive session minutes as mandated per the Open Meetings Act, Section (c) (21). Following review and discussion the council recommended that 50 executive session minutes remain confidential at this time due to content. The minutes remaining confidential are identified on Exhibit B of the Resolution Regarding the Release of Executive Session Minutes.

Recommendation:
Approve the Resolution Regarding the Release of Executive Session Minutes

Supporting Documents:
pdf Resolution Regarding the Release of Executive Session Minutes (57 KB)

Agenda Item #7 - Ordinance Authorizing the Sale of Personal Property

Staff Contact: Sue Messer, Assistant to the City Manager/ City Clerk

Summary: Periodically, it is necessary for staff to identify items in City facilities that are no longer needed and remove them from inventory/storage. In the past, these miscellaneous items have been sold at a local auction. With that in mind, staff compiled a list of auction items from the following departments: Police, Community Development, and City Hall. The list consists of approximately 200 items including 36 bicycles, 4 vehicles and various other equipment.

Recommendation: Approve an Ordinance Authorizing the Sale of Personal Property

Supporting Documents:
pdf Ordinance Authorizing the Sale of Personal Property (9 KB)
pdf Exhibit A (79 KB)

Discussion Item #1 -  Trap, Neuter, Return Pilot Program

Trap, neuter, return (TNR) is a well-known best practice in reducing populations of feral cat populations in communities. Jenny Thompson will give the Council an overview of a pilot program to implement in Rochelle.

Reference: pdf TNR Presentation (406 KB)