DeKalb Times

City of Sycamore City Council Met June 7.

Here is the agenda provided by the council:

1. CALL TO ORDER AND ROLL CALL

2. INVOCATION

3. PLEDGE OF ALLEGIANCE

4. APPROVAL OF AGENDA

5. AUDIENCE TO VISITORS

In accordance with previously adopted Rules, Public Comments shall be limited to a maximum of thirty minutes per meeting and the public may participate only during the “Public Comment” portion of the meeting. Comments shall not exceed three minutes per speaker unless limited to a shorter duration if numerous people wish to speak. All participants will be required to provide their name and address for the record. No speaker may speak more than once during any meeting unless specifically permitted to do so by the presiding officer. The City encourages that a spokesperson be chosen for individuals wishing to speak about the same subject matter to avoid repetitive presentations. All remarks should be addressed to the City Council as a whole and not to any individual member or employee. In the event speakers pose questions the Council or City staff, they should be aware that those individuals may decline to answer. Each speaker shall maintain civility and decorum. The Presiding Officer retains the right to stop or remove any speaker who becomes disruptive to the meeting.

6. CONSENT AGENDA

A. Approval of the Minutes for the Regular City Council Meeting of May 17, 2021. B. Approval of the Minutes from the Special City Council Meeting of May 19, 2021. C. Payment of the Bills for June 7, 2021.

7. APPOINTMENTS—None

8. PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS

9. REPORTS OF OFFICERS

10. REPORTS OF STANDING COMMITTEES

11. PUBLIC HEARINGS—None

12. ORDINANCES

A. Ordinance 2021.05—An Ordinance Amending Title 8, “Water and Sewer”, Chapter 2, “Water Use and Service”, Section 6, “Repairs or Replacement; Excavations”, of the City Code of the City of Sycamore, Illinois. First and Second Reading.

The City of Sycamore owns and operates a water system that consists of over 115 miles of watermain and serves over 7,000 different users. In 2019, the City completed a Water Master Plan that identified short and long-term needs required to meet the consumption demands of the community and regulatory compliance. One goal was to continue to identify and inventory private lead service lines and assist residents with replacing their lead water services. While the City is responsible for watermains, City Code, Section 8-2-6 identifies the property owner as the responsible party for “all repairs for or replacement of water service pipes from point of connection to the city water main to the building…”. The City has identified over 220 lead services; however, over 4,800 private connections remain unknown.

In an effort to provide assistance to the residents of Sycamore who are unable to participate in these aforementioned programs, City staff has developed a program to provide some assistance and incentive for lead service replacements. The proposed framework would be similar to the City’s three-step sidewalk replacement program. Residents will need to submit a short application to apply for the program. From this point, the City would use the best available information and field investigations to confirm it is a lead service. Provided the service qualifies for the program, the resident would hire a licensed plumber and/or contractor to complete the work. The City would waive permit fees (approximately $150-$175), provide the saddle and corp. stop, and tap the water main (up to 1” service). The resident would be eligible for reimbursement from the City up to $2,000 if the replacement is on the “long side” or involves street restoration. The “long side implies the need to go into or under the street to reach the main. Residents replacing lead water service lines on the “short side” would be eligible for $1,000 in assistance upon the successful replacement and inspection of the entire water service. The reimbursement would come in the form of a credit on the residents bi-monthly utility bill.

To incorporate this program, the following language (underlined) is proposed:

8-2-6: REPAIRS OR REPLACEMENT; EXCAVATIONS:

A. Responsibility: All repairs for or replacement of water service pipes from point of connection to the city water main to the building shall be made by and at the expense of the owners of the premises served. The city may, in case of an emergency, repair any service pipes and if this is done, the cost of such repair work shall be repaid to the city by the owner of the premises served. (1988 Code §20.104)

B. Excavations:

1. Permit Required: It shall be unlawful for any person to tunnel or make any excavation for repairing or replacing a water service in any existing street, sidewalk, driveway, alley, parking or other public place without having obtained a permit therefor.

2. Permit Fees: When the excavation is within a paved street or alley, a street opening fee as set forth in subsection 7-3-2C of this code will be charged.

3. Deposit: See section 7-3-3 of this code for deposit requirements.

4. Backfilling: All excavation in any existing street, sidewalk, driveway or alley shall be backfilled with select granular material and repaired in accordance with the city's standard details.

C. Replacement of Lead Service Lines:

1. Lead Service Line Assistance Program: The City of Sycamore has established a program to assist and incentivize residents to replace privately-owned lead water service lines from the residence to the public water main. This program will be available to assist the first forty approved applicants per fiscal year.

2. Requirements: Any resident wishing to utilizing this program shall make application to the City of Sycamore and must receive approval prior to starting construction. This program requires the City to validate the service line material and all work must be completed by a licensed plumber.

3. Replacement of Private Lead Water Service Lines; City Subsidy Short-Side: Where residents have a verified lead water service line, the City will provide a utility bill credit to the owner in the amount of one-thousand ($1,000) toward the cost of replacement from the City-owned water main to the home if the public main is on the short side. The short side shall mean on the same side of the public street as the residence.

4. Replacement of Private Lead Water Service Lines; Long Side or Street Restoration: Where residents have a verified lead water service line, the City will provide a utility bill credit to the owner in the amount of two-thousand ($2,000) toward the cost of replacement from the City-owned water main to the home if the public main is on the long side or in replacements that require the excavation and restoration of the street. The long side shall mean on the opposite side of the public street as the residence.

5. Permit Fees Waiver: A permit is required, however the City will waive permit fees outlined in 8-2-6.B.3 of this section for any approved project under this program.

6. Additional Incentive: The City will provide the saddle and corp. stop, and tap the water main (up to 1” service).

City Council approval is recommended.

B. Ordinance 2021.06—An Ordinance Extending the Refuse Contract Between the City of Sycamore, Illinois and Waste Management of Illinois. First and Second Reading.

The City’s residential curbside refuse and recycling contract with Waste Management (WM) expires on December 31, 2021. The present contract terms were established in August 2002 and extended in 2005, 2008, 2011 and 2016. This proposed two-year extension maintains the same level of service Sycamore residents have been accustomed to, including the “At Your Door” electronics and household hazardous waste recycling. The program, which is free of charge, allows Sycamore residents to schedule collection of electronics and other eligible materials. The way it works is that the resident calls in or submits a collection request on-line. WM will send a kit that includes a pick-up date and a plastic liner for liquid or certain materials that may be deemed hazardous. Once the kit arrives, the resident packages or labels the materials to be disposed of and sets it outside the door or in the designated spot for collection. WM will send a vehicle on the scheduled day to collect the items being disposed of or recycled. The program emphasizes recycling, then treatment, followed by incineration before considering secure landfills for these materials.

The program collects many garden chemicals, swimming pool chemicals, automotive materials, some flammable materials, miscellaneous household items, mercury containing devices, paint products, household cleaners, sharps, and electronics. The quantity that can be collected at one time is limited to items that can fit in the bag provided in the kit. Those items that are not placed in the bag are limited to the following per collection:

· Up to 1 television, 4 vehicle batteries, 5 fluorescent tubes and/or compact florescent lamps (CFL)

· One computer system consisting of one each: CPU/tower, laptop, monitor, keyboard, mouse, and desktop printer

· Up to 25 pounds of electronics with circuit boards such, as a CD ROM, VCR, DVD/CD/tape player, cell phone, MP3 player, desktop scanner, fax machine, microwave and related cords.

Waste Management has proposed the following terms for a two-year extension:

· Continue “At Your Door” services at no additional cost.

· Increase the per unit/per month charge by 2.5% each year ($23.35 in 2022 and $23.93 in 2023).

· Waste Management will continue to extend the period for the 30cy container for leaves (located at Public Works) four additional weeks; two weeks in fall (the first two full weeks in December) and two weeks in Spring (the last two full weeks in March).

· Continue to promote the 35-gallon and 64-gallon cart options for seniors with no cost for a conversion from a 96-gallon size.

· Maintain the same level of service presently enjoyed in terms of recycling, yard waste, etc.

· WM will assume the cost of a new informational mailer to be sent to all residents participating in the residential refuse program to give them a guide to the services provided locally. The guide will also be made available in a digital format so it can be accessed on the City’s website.

Basic services will remain the same and include:

· WM provides every residence in town a 96-gallon rolling cart for refuse at no cost.

· In addition to the 96-gallon rolling cart, homeowners can use other containers for extra refuse so long as they are 32 gallons or less and no more than 50 pounds.

· Senior citizens can apply for a 64-gallon or 35-gallon refuse cart instead of a 96-gallon cart. The smaller carts are easier to roll and may be more suitable to smaller households.

· Refuse collection is once per week. Eligible residents are owners of all single-family residences, two family residences, and three and four-unit attached structures.

· On each collection day, residents may place their refuse in approved containers, recyclables in approved carts or bins, and landscape waste (seasonally) at the curb.

· One large item (e.g. chairs, tables, televisions, mattresses, bicycles, etc.) may be placed at the curb each week for free removal.

· Every week, small tied bundles of carpeting, tree branches, etc. may be placed at the curb in four-foot lengths for free removal.

· WM recycles several dozen types of refuse including; paper, cardboard, metals, glass and plastics.

The proposed extension continues the quality services residents expect while maintaining modest annual cost increases. Vaughn Kuerschner, Public Sector Representative for Waste Management, will be present to answer any questions the Council may have about the proposed contract.

City Council approval is recommended.

13. RESOLUTIONS

A. Resolution No. 875—A Resolution Declaring Surplus Property, Authorizing the Sale of the Property and Authorizing a Sealed Bid Sale of the Real Estate Located at 258 Lucas Street in the City of Sycamore, Illinois.

For several years, the City Administration, Police and Community Development Departments have worked to acquire and demolish a dilapidated home at 258 Lucas Street. The property was in disrepair with many code and safety violations and presented an eyesore for the neighborhood. The property maintenance process took several years to navigate, but the City was ultimately able to acquire the property in October 2020. The structure was demolished this winter and the lot was brought to grade with the termination of the water and sewer services to the property.

In order to sell real estate, the City must take the following steps:

1. The corporate authorities of a municipality by resolution may authorize the sale or public auction of surplus public real estate.

2. The value of the real estate shall be determined by a written MAI certified appraisal or by a written certified appraisal of a State certified or licensed real estate appraiser. The appraisal shall be available for public inspection.

3. The resolution may direct the sale to be conducted by the staff of the municipality; by listing with local licensed real estate agencies, in which case the terms of the agent's compensation shall be included in the resolution; or by public auction.

4. The resolution shall be published at the first opportunity following its passage in a newspaper published in the municipality or, if none, then in a newspaper published in the county where the municipality is located. The resolution shall also contain pertinent information concerning the size, use, and zoning of the real estate and the terms of sale.

5. The corporate authorities may accept any contract proposal determined by them to be in the best interest of the municipality by a vote of two-thirds of the corporate authorities then holding office, but in no event at a price less than 80% of the appraised value.

Staff recommends that the property be declared surplus and put up for sale to return it to private ownership via sealed bids with a goal of recouping the costs (roughly $18,000) the City has into the property. Given that a sealed bid public auction is being utilized staff does not recommend the additional cost of having an appraisal performed. With the Council’s approval staff will advertise for the public bid and bring forward the bids for Council consideration at a future meeting.

City Council approval is recommended.

14. CONSIDERATIONS

A. Consideration of a Public Works Department Update and Recommendation to Proceed for the Painting of Water Tower #1.

The City of Sycamore water storage system includes two elevated storage tanks. Tower 1 is a 750,000-gallon elevated pedestal tank located at the intersection of Becker Place and Park Avenue constructed in 1962. Tower 2 is spheroid located near the intersection of IL Route 23 (Main Street) and Heron Creek Drive. Tower 2 was constructed approximately ten-years ago and has a capacity of 1.5 million gallons. The Water Master Plan, completed in 2019, predicted that the City will have adequate elevated storage until 2031 based on current water demand with an annual estimated increase of 2%. Water conservation or increases below the 2% estimate would delay this need. Therefore, the document recommended the City continue to monitor the actual usage in comparison to estimates to accurately plan for additional storage.

KLM Engineering was hired to complete an external and interior inspection of Tower 1 in preparation for repainting. The tower was last painted in 1987, with an anticipated minimum useful life of 25 to 30 years. In addition to the inspection, KLM developed a cost estimate for maintenance which included repainting. KLM discovered the existing storage tank will require additional structural upgrades to support an external paint containment system. This system was not required during the original construction nor when the tower was last painted. Due to the increased cost of repainting, staff completed a comparative cost analysis of repainting Tower 1 versus multiple options involving the construction of a larger replacement or additional tower. In the interim, the City contracted with JetCo Inc. to complete repairs required to extend the useful life of Tower 1 during the evaluation period.

Construction of a new or larger tower would provide additional storage for future needs, but when compared to the current demand it would likely present operational issues. Construction of a replacement or new 1.0+ million-gallon tower costs approximately $3.50-$3.70 per gallon, while painting is estimated at a fraction of this cost. Tower 1 can be painted to match Tower 2, and along with the installation of a mixer, will maintain its usefulness for another 25+ years before additional scheduled maintenance is required. Based on current Maximum Daily Demand and assumptions from the Water Master Plan, the City’s current storage capacity of 2.25 MG will meet recommended storage capacity until at least 2031. Therefore, staff recommends repainting Tower 1 and postponing the construction of additional storage improvements until demand reaches the required need.

Staff has requested Statements of Qualifications and Proposals for Engineering Services for the painting of Tower #1. Funding for this project will come from Water Connection Fee Fund reserves and from internal borrowing. The goal is to go to bid later this year and award a contract for 2022 painting. The FY22 budget includes $950,000 from the Water Connection Fee Fund, with the balance allocated from internal borrowing and repaid through future Connection Fees.

City Council direction is requested.

15. OTHER NEW BUSINESS

16. ADJOURNMENT

https://cityofsycamore.com/wp-content/uploads/2020/11/20210607-CC-Final.pdf