City of Sycamore City Council met May 4.
Here is the agenda provided by the council:
1. CALL TO ORDER
2. INVOCATION
3. PLEDGE OF ALLEGIANCE
4. APPROVAL OF AGENDA
5. AUDIENCE TO VISITORS
6. CONSENT AGENDA
A. Approval of the Minutes for the Regular City Council Meeting of April 20, 2020.
B. Payment of the Bills for May 4, 2020.
C. Receipt and File of the Fire and Police Commission Annual Report.
7. PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS
A. A Proclamation Declaring May 3rd through May 9th, 2020 as Public Service Recognition Week in the City of Sycamore, Illinois.
B. A Proclamation Encouraging Resident Safety and Precaution with COVID-19.
C. A Proclamation Declaring May 10 through May 16, 2020 as Police Week in the City of Sycamore, Illinois.
8. REPORTS OF OFFICERS
9. REPORTS OF STANDING COMMITTEES
10. PUBLIC HEARINGS
A. Public Hearing on Applications to the Downstate Small Business Stabilization Program.
The State of Illinois’ Department of Commerce and Economic Opportunity (DCEO) has made available $20,000,000 of Community Development Block Grant funds for the Downstate Small Business Stabilization Program. Under this program, funds are granted to local governments to provide financial assistance to businesses within its jurisdiction that have been significantly impacted by the COVID-19 pandemic.
To be eligible for assistance, businesses must meet certain criteria, including being deemed non- essential without the ability to work remotely, having more than one but less than 50 employees, and being able to demonstrate the need for the assistance. The Downstate Small Business Stabilization Program makes funds available for 60 days of a business’ working capital up to a maximum of $25,000.
While the City would serve as the grant applicant on behalf of each benefiting business, the DCEO will make the final determination if grant funds will be awarded and the amount. If a grant is awarded, the City would administer the grant and distribute funds to the benefiting businesses. The City and the benefiting business will enter into a participation agreement that outlines the responsibilities of each as it pertains to the grant funds.
A public hearing is required prior to both the submission of each application and the passage of a resolution of support from the City Council. The City of Sycamore will be submitting applications on behalf of the following local businesses:
| Local Business | Grant Amount Requested |
| Knodles Appliance Service Co. Inc. | $25,000 |
| Professional Services in Health Psychology, Ltd. | $25,000 |
| Diamond Tour Golf Wholesalers, Inc. | $25,000 |
Application materials are available for review by emailing aorton@cityofsycamore.com.
11. ORDINANCES
A. Ordinance 2020.01—An Ordinance Approving a Request by James Mason, Owner of Mason Properties, for an Amendment to a Special Use Permit for a Planned Unit Development for Approximately 2.48 Acres Located at 711 South Main Street, Sycamore, Illinois in accordance with Article 4.3 of the City’s Unified Development Ordinance (PIN number 06-32-456-023). First and Second Reading.
Last July, fire ravaged the forty-unit St. Albans Greens Apartment complex on S. Main Street. Jim Mason, the owner of the property, submitted plans that were approved in December for the site of the former apartment building. The framework of the Planned Unit Development (PUD) factored in community and Planning and Zoning Commission feedback.
The Planning and Zoning Commission directed Mr. Mason to consider meeting today’s density guidelines which would allow for twenty-four three-bedroom units on the site. The City’s comprehensive plan outlines low density as 0-3 units per acre, moderate density at 3-6 units per acre and high density at 6-9 units per acre. While the comprehensive plan is a guideline, the Unified Development Ordinance (UDO) calls for 4,000 square feet of land per three-bedroom unit. Other factors that were addressed included lot coverage, density, total bedrooms, and opportunities to enhance and bring the adjacent Building B into better conformance with current regulations.
Mr. Mason has expressed a desire to build the same number of units, however, is now proposing to build single-story, two-bedroom units, instead of two-story, three-bedroom units. With the plans previously approved, the change would require an amendment to the PUD. Staff has outlined development details below as originally approved and what is now being proposed. In addition, the proposed site plan, front and rear elevations and an interior floor plan have been inserted into this background.
A summary of the previously approved PUD and the proposed amended PUD details are outlined in the table below:
| Item | Required per UDO | Previously Approved PUD | Proposed Amended PUD | Net Change |
| Density (sq. ft.) | 3800 2- bedroom unit | N/A (Previously 3-bedroom) | 3958 per 2- bedroom unit | +158 above UDO |
| Lot Coverage | 75% max. | 70% | 77.4% | -2.4% per UDO |
| Building Setback - South | 30’ | 30’ | 25’ | -5’ per previous approval |
| Building Setback - West | 30’ | 57’ | 53.49’ | +23.49 above UDO |
| Aisle / Parking Setbacks | 12’ (West) | 10’ (West) | 10’ (West) | -2’ as per UDO |
| Parking Spaces | 2.75 spaces per unit = 77 | 85 | 69 | -8 spaces per UDO |
Previously Approved PUD: The plan indicates a subdivided “Lot Two” that is 2.48 acres or 107,930 sq. ft. The remaining 2.60-acres of the property become “Lot One” and is the site of Building B, the remaining apartment complex. With 4,000 square feet required per three- bedroom unit, a total of 26.98 units could be built without a PUD. The proposed plan would allow for 27 three-bedroom units and 1 one-bedroom ADA accessible unit. This brings the total number of bedrooms proposed to 82, matching the number that was in the building that was destroyed.
Proposed Amended PUD: The UDO calls for 3,800 sq. ft. per two-bedroom unit. The amended plan proposes 28 two-bedroom units, which amounts to 3,855 sq. ft. per unit. From a density standpoint the plan complies with the UDO and would not require a variance.
Lot Coverage:
Previously Approved PUD: Significant discussion focused on lot coverage during the workshop in September. The proposed plan for Lot 2 includes 70% lot coverage (Lot Coverage: shall mean the percentage of a zoning lot occupied by buildings, including accessory buildings and structures, driveways, sidewalks, decks, and patios) which is below the 75% maximum.
Proposed Amended PUD: The proposed plan, while less dense has more lot coverage at 77.4%. A portion of the lot coverage increase is attributed to wider aisles and a shifting of the building layouts to accommodate the turning movements of emergency vehicles. These modifications to the turning aisle widths were requested by staff as part of the PUD plan.
Setbacks:
Previously Approved PUD: The original plan called for 30 feet of setback from the property line on the south and 57 feet to the west. The UDO requires 30 feet of setback in both directions.
Proposed Amended PUD: The amended plan has 53.49 feet of setback on the west and 25 feet to the south. This would require a variance as part of the PUD as the setback is 5 feet less than standard requirements. Aisle and parking lane setbacks were 10 feet in the previously approved PUD and would be the same in the amended PUD. Both are 2 feet less than the UDO standard.
Parking:
Previously Approved PUD: The original plan exceeded the requirement of 77 parking spaces for Lot 2 as 85 are provided (2 within each unit and 29 existing spaces). As part of the PUD an additional 22 parking spaces (includes two ADA stalls) are being constructed on Lot 1 to bring the parking for Building B into better conformance.
Proposed Amended PUD: Parking spaces on the newly created lot total 69 spaces, which are 8 less than what is required in the UDO. The majority of the spaces accounted for in the original plan were garage spaces, while these 69 spaces will be outside and available to residents and visitors. The new 22 spaces are still being created on Lot 1 and will serve both the existing building and the proposed development.
Building B:
Previously Approved PUD: As part of the PUD the petitioner will upgrade the fire alarm system in Building B. While the current manual system is operable, it is older technology than the system that was in Building A when the fire started in July. The new system likely played a role in ensuring that the residents were able to safely exit the building. This is an important component of the PUD as it enhances the existing building by adding heat and smoke detection in the hallways and common areas.
Another safety enhancement Mr. Mason is making is the installation of draft-stopping in the attic of Building B. This is another preventative measure that would significantly slow the spread of a fire event in the attic.
Proposed Amended PUD: These improvements will be made as part of the amended PUD.
A public hearing regarding the Special Use Permit was held at a special meeting Planning and Zoning Commission on April 27th. Notices of the public hearing were mailed to neighboring property owners, posted in the local newspaper and a sign was installed on the property.
After considering the request, the Planning and Zoning Commission forwarded a favorable recommendation to the City Council by a vote of 12 to 0.
City Council approval is recommended.
12. RESOLUTIONS
A. Resolution No. 823—A Resolution of Support for the City of Sycamore’s Application to the Downstate Small Business Stabilization Program for the Benefit of Knodles Appliance Service Co. Inc.
The City of Sycamore will be submitting an application for the Downstate Small Business Stabilization Program on behalf of Knodles Appliance Service Co. Inc. A resolution of support from the City Council and the accompanying participation agreement are required components of the grant application. The participation agreement outlines the responsibilities of both the City and the benefiting business as it pertains to the grant.
City Council approval is recommended.
B. Resolution No. 824—A Resolution of Support for the City of Sycamore’s Application to the Downstate Small Business Stabilization Program for the Benefit of Professional Services in Health Psychology, Ltd.
The City of Sycamore will be submitting an application for the Downstate Small Business Stabilization Program on behalf of Professional Services in Health Psychology, Ltd. A resolution of support from the City Council and the accompanying participation agreement are required components of the grant application. The participation agreement outlines the responsibilities of both the City and the benefiting business as it pertains to the grant.
City Council approval is recommended.
C. Resolution No. 825—A Resolution of Support for the City of Sycamore’s Application to the Downstate Small Business Stabilization Program for the Benefit of Diamond Tour Golf Wholesalers Inc.
The City of Sycamore will be submitting an application for the Downstate Small Business Stabilization Program on behalf of Diamond Tour Golf Wholesalers Inc. A resolution of support from the City Council and the accompanying participation agreement are required components of the grant application. The participation agreement outlines the responsibilities of both the City and the benefiting business as it pertains to the grant.
City Council approval is recommended.
D. Resolution No. 826—A Resolution Authorizing the Aggregation of Electrical Load and Executing an Agreement for Electric Supply.
In March of 2012, voters approved a referendum which authorized the City Council to enact an Electric Aggregation Program. Through membership in the Northern Illinois Municipal Electric Collaborative (NIMEC), the City solicited bids and entered into a two-year contract with First Energy for a fixed rate for electricity of 4.81 cents/kWh. Throughout those first two years, participating households saved an average of $300 in electric supply costs, for a cumulative City- wide savings of over $1,500,000.
Since the initial agreement, the City had suspended the electrical aggregation program as market rates were in line or more advantageous than those quoted through the program. In May 2018, the Council entered into agreement with MC Squared to achieve a small level of savings for Sycamore residents. Later that year, the ComEd benchmark rate dropped below the aggregation program. The City worked with NIMEC and MC Squared to match the program to the benchmark rate. Some residents were moved back to ComEd while others remained with MC Squared as their supplier. All residents have paid the same rate and are billed from ComEd.
The City Manager has worked with NIMEC to review market pricing to determine if there are savings once again available through the aggregation program. ComEd’s pricing is estimated to be 6.84¢ kWh +/- 0.5¢ Purchased Electricity Adjustment (PEA) from June through May.
When looking at current pricing the lowest rates quoted were slightly below the middle of the range at 6.732¢ kWh. These options suggest very little savings opportunities with significant risk that residents would pay more than the benchmark, depending on PEA.
While the aggregation program will not generate a savings to our residents, there are suppliers that are interested in taking on part of the City’s load. These suppliers would match the ComEd rate and PEA and share a portion of their profits through a “civic contribution program” with the City.
How does it work?
• Every electric account establishes unique usage consumption patterns. Factors such as volume, time of day, single family vs. multi-family, and usage during ComEd peak periods combine to create a complex power usage profile.
• The cost of producing electricity is highly variable. Generators are required, by law, to ensure it is perpetually available in full, and on demand.
• Therefore, suppliers analyze that variable cost to serve each account and price each account’s individual cost to serve.
When suppliers analyze a community for a civic contribution program, they calculate the price for each individual account and switch those accounts for which power costs less than the ComEd default rate. The remainder of the accounts that are costlier to serve remain on ComEd supply service. The net effect to residents is identical and the entire community, including those remaining on ComEd supply.
All residents continue to be billed by ComEd. All residents pay the same ComEd default rate. As with standard Municipal Aggregation, any resident may choose to opt out and there are no added fees or early termination fees. The program is zero additional cost, and NIMEC’s services are zero cost to the community.
The table below outlines the suppliers and annual civic contributions offered to the City as part of the program:
| Supplier | Rate | Annual Civic Contribution |
| MC Squared | Exactly the Same as ComEd | $60,000 |
| Eligo | Exactly the Same as ComEd | $96,980 |
Staff recommends the Council award the program for 36 months to Eligo Energy.
E. Resolution No. 827—A Resolution of the Corporate Authority Relating to the Adoption of a Change to RHFP Post-Retirement Healthcare Funding Plan and the IPPFA 457(B) Plan.
As part of the collective bargaining agreement between the City and the IAFF Local 3046 approved in 2015, a retirement healthcare trust was established to allow employees covered under the agreement to contribute wages and/or accrued leave at separation toward healthcare costs in retirement. Such plans are commonly referred to as a Voluntary Employees Beneficiary Association Plan (VEBA).
VEBA’s are tax-free post-retirement medical expense accounts used by retirees and their eligible dependents to pay for any eligible medical expenses. There are no tax penalties for early distributions and assets are protected from creditors. In order for the plan to be considered a VEBA for federal income tax purposes the employer needs to establish a trust and have it approved by the Internal Revenue Service.
The union has selected the Illinois Public Pension Fund Association (IPPFA) to continue to administer the trust. The documents necessary to submit to the IRS are attached to this resolution. Occasionally, the trust needs to be reviewed in accordance with IRS Code Section 115 Trust Agreement, Health and Welfare Document, and the corresponding specifications to be amended from time to time to comply with any changes in applicable laws, rules and regulations or as otherwise necessary or appropriate to accept all contributions going forward. Therefore, the City appoints State Street Bank and Trust as passive trustee of the plan pursuant to its master trustee agreement with Transamerica Retirement Solutions.
City Council approval is recommended.
F. Resolution No. 828—A Resolution Requesting the Permission of the Illinois Department of Transportation to Close Illinois Route 64 from Main Street to Sacramento Street from 5:00 A.M. Until 5:00 P.M. on Sunday, July 26, 2020 to Allow for the “Turning Back Time” Car Show in the City of Sycamore, Illinois.
The organizers of the “Turning Back Time” car show have requested the closing of Route 64 from Main Street to Sacramento Street from 5:00 a.m. to 5:00 p.m. on Sunday, July 26, 2020 for the annual car show. As in previous years, the car show will feature vendors, antique cars, musical entertainment and should be well-attended. This year marks the twenty-first annual show.
City Council approval is recommended.
G. Resolution No. 829 —A Resolution Requesting Permission from the Illinois Department of Transportation to Close Illinois Route 64 from Governor Street to Sacramento Street from 6:00 P.M. Until 7:30 P.M. on Wednesday, October 7, 2020 to Allow for the Sycamore High School Homecoming Parade in the City of Sycamore, Illinois.
The attached resolution requests IDOT’s permission to close a portion of Illinois Rt. 64 for the Sycamore High School Homecoming parade on October 7, 2020.
City Council approval is recommended.
H. Resolution No. 830—A Resolution Requesting Permission from the Illinois Department of Transportation to Close Illinois Route 64 from Kingsway Drive to Sacramento Street between 8:30 AM and 10:00 AM on Sunday, October 25, 2020 to Allow for the “Road Run” as Part of the Pumpkin Festival in the City of Sycamore, Illinois.
The Sycamore Chamber of Commerce has requested the closing of Illinois Route 64 from Kingsway Drive to Sacramento Street from 8:30 a.m. to 10:00 a.m. on Sunday, for the Pumpkin Run. As in previous years, Illinois Route 64 will be opened as runners clear the course.
City Council approval is recommended.
I. Resolution No. 831—A Resolution Requesting Permission from the Illinois Department of Transportation to Close Illinois Route 64 from Locust Street to Sacramento Street from 12:00 Noon Until 5:00 P.M. on Sunday, October 25, 2020 to Allow for the Pumpkin Festival Parade in the City of Sycamore, Illinois.
The Pumpkin Festival Committee has requested the closing of Illinois Route 64 from Locust Street to Sacramento Street from 12:00 p.m. to 5:00 p.m. on Sunday, October 25, 2020 for the Pumpkin Parade as part of the 59th annual Pumpkin Festival. This year’s Pumpkin Festival runs from October 21st through October 25th.
City Council approval is recommended.
13. CONSIDERATIONS
A. Consideration of a Public Works Department Request for an Open Purchase Order for Replacement Water Meters.
The Water Division of the Public Works Department uses two drive-by meter radio systems to gather meter reads from over 5,000 water meters currently in use. Accurate reading and billing of water use is vital to support operational and capital needs within the Water Division. Without pass through fees, over 95% of the Water Division’s revenue is attributed directly to water sales.
The Division’s goal is to replace the roughly 1,100 Badger Trace radios (due to age and failure of reading equipment) and 700 manual walk-up read meters by 2023. When complete, essentially all water meters within the City will be read via a drive-by meter radio system, substantially decreasing the time involved to gather water meter readings. Over 700 meters were installed in FY20, and another 650-700 meters are expected to be replaced in FY2021.
Replacement of the water meter and radio device typically occur every 15 to 20 years before the battery life of the radio transmitter has been exhausted. Once the battery stops functioning, the radio ceases to transmit and the drive-by reading equipment can no longer read the water meter. Accounts that have radio transmitting devices that no longer function require the water bill to be estimated until such time that the radio device can be replaced, and an actual meter reading can be taken off the face of the water meter.
Warranty periods for water meters begin upon purchase and not installation, therefore it is not recommended that the City keep a large amount of stock on hand. As a result, the Water Division purchases meters and radio transmitters as needed throughout the fiscal year.
Council approval is requested for the purchase of up to $210,000 in water meters and radio transmitters from two companies, Core & Main LP and Midwest Meter Inc. Council’s approval of the request will allow for the on-going replacement of aging water meters, manual read meters and non-functioning radio devices. This will help ensure the accurate and efficient gathering of water meter readings and proper billing of water use consumption to the City’s water customers.
City Council approval is recommended.
B. Consideration of a Fire Department Recommendation to Purchase a Rosenbauer Pumper Tender in the Amount of $586,755.00.
In late 2018, the City of Sycamore and the Sycamore Fire Protection District began discussions to pursue the joint purchase of a pumper/tender to replace Engine 4, a 1989 Spartan Pumper. The City and the Fire Protection executed an Intergovernmental Agreement where the District would provide a contribution of $365,000 to help defray the cost. The cost of the replacement pumper engine was expected to be roughly $550,000. The difference between the cost and the contribution from the Fire Protection District will be offset by the sale/trade of Engine #4 and current and future Fire Department capital allocations.
Rosenbauer America is the Department’s preferred vendor for the new engine to continue standardizing the fleet to the extent possible; including fleet maintenance, warranty work and parts supply. Both current Engines 1 and 3 are Rosenbauer products and have proven to be reliable with an excellent record of local service and warranty work. On June 3, 2019, the City Council approved the purchase of the new engine via a cooperative purchasing agreement. The Fire Department, led by Deputy Chief Art Zern, immediately started the process of joining the Houston-Galveston Area Council’s (HGAC) cooperative purchasing program, known as HGACBuy. This consideration outlines the purchase price after modifications to the standard vehicle outlined in the purchasing cooperative.
As is the custom of the Sycamore Fire Department, an internal committee was formed to begin working on specifications for the new engine using the Boroda engine as a baseline. The committee met in June to begin the process of adapting the base or prototype engine specifications to meet the department’s needs. Although the Boroda, Michigan engine was a good starting point, several changes needed to be made. These changes were communicated with the vendor to explain the City’s needs and to have the new engine specifications sent back to Rosenbauer engineering for review, revision and to revise drawings.
After the specifications were revised and reviewed by Rosenbauer engineering, the committee assessed the specifications and continued to fine-tune the engine design. Based on the revised design of the new engine, the weight of the engine increased enough to necessitate an upgraded transmission and rear axle capacity. Additionally, the Boroda engine did not have an on-board generator. This necessary addition along with cord reels allow the Fire Department to provide power for all of the various power tools, extrication tools, lighting and ventilation fans used in emergency operations. These changes along with a few other additions caused an increase in price to $602,000. After the new pricing was received, a few items were removed, and others downgraded to lower the price as much as possible without impacting necessary items or overall quality of the engine. These changes lowered the cost to $597,688. With the grant funds already received, the plan is to pre-pay the engine chassis which will reduce the cost by $10,993 for a final cost of $586,755.
The construction of the new engine will take at least a full year to build.
Given the current pandemic, the City is suspending or reducing all capital purchases and allocations, however, those projects that were previously approved, are ongoing, or are grant funded will continue as planned. Over 62% of this expenditure is being funded by the grant funds provided from the Sycamore Fire Protection District.
City Council approval is recommended.
C. Consideration of a Public Works Department Recommendation to Replace Four Variable Frequency Drives in the Influent Pump Station to LAI, Ltd. in the Amount of $52,600.
A Variable Frequency Drive (VFD) is a type of motor controller that drives an electric motor by varying the frequency and voltage of its power supply. The VFD also has the capacity to control ramp-up and ramp-down of the motor during start or stop, respectively. They are often referred to as a speed control, since the result is an adjustment of motor speed. The Influent Pump Station (IPS) wastewater pumps are controlled by a VFD.
As part of the wastewater improvement project, the IPS will be modified. Among the modifications is the total removal of the motor control centers in the IPS’s electrical room. This will allow a new backup generator and automatic transfer switch to be installed. The existing pump drives will then be relocated. The plans called for reusing the VFDs for the four large pumps.
There are some concerns/advantages of replacing the VFDs for the large pumps:
• The large pump VFDs are now over twelve years old and have an average useful life of fifteen years. The decision to reuse the VFDs was over three years ago prior to design, mostly as a cost savings. These VFDs will likely need to be replaced within the next two to three years.
• The VFDs will need to be modified with an ethernet circuit board. There are questions as to how well a drive of this age will work with the ethernet cards? The cost to add the ethernet board is approximately $900 - $1,000 per VFD.
• If the old drives malfunction after the relocation the contractor will not be held responsible for repairs. The new VFDs include a standard two (2) year warranty and since they will have a certified start-up, an additional one (1) year will be added to the warranty. Since the new VFDs would be installed at the time of the improvements, there would be no additional labor cost to the City.
• The new VFDs will be sized 33% larger than the current drives. As a result, the drives will run cooler, extending the service life of the VFD. In addition, the drives provide the ability to upgrade pump horsepower in future, if needed.
This option recently presented itself as part of the wastewater plant improvements and needs to be ordered in an expedient fashion to not delay the project. To facilitate the purchase without delaying the project, the Public Works Department staff reached out to the vendor which is providing new VFDs for smaller pumps in the project as well as the vendor that has supplied VFDs in the past. Below is a tabulation of the VFD costs:
| Vendor | Make/Model | Cost per VFD |
| LAI Ltd. | ABB/ACQ580-01-240-A | $13,150.00 |
| Metropolitan Pump Company | ABB/ACQ580-01-240-A | $14,727.75 |
City Council approval is recommended.
14. OTHER NEW BUSINESS
15. APPOINTMENTS
16. ADJOURNMENT
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