City Council

DEKALB CITY COUNCIL AGENDA REGULAR MEETING APRIL 10, 2023 6:00 P.M. DeKalb Public Library Yusunas Meeting Room 309 Oak Street DeKalb, Illinois 60115 Pursuant to Chapter 2 “City Council”, Section 2.04 “Council Meetings”, persons wishing to address the City Council during this meeting are required to register with the Recording Secretary by filling out and submitting a Speaker Request form, copies of which are located on the table just outside the meeting room, along with copies of the agenda. Comments will be limited to three (3) minutes. Further information for addressing the City Council can be found on the Speaker Request form. A. CALL TO ORDER AND ROLL CALL B. PLEDGE OF ALLEGIANCE C. APPROVAL OF THE AGENDA D. PRESENTATIONS 1. National Public Safety Telecommunicators Week, April 9 – 15, 2023. 2. DeKalb Police Department 2022 Annual Report. Police Chief David Byrd will briefly summarize the annual report’s findings. 3. DeKalb County Economic Development Corporation (DCEDC) 2022 Annual Report. E. PUBLIC PARTICIPATION F. APPOINTMENTS None. G. CONSENT AGENDA 1. Minutes of the Regular City Council Meeting of March 27, 2023. 2. Accounts Payable and Payroll through April 10, 2023, in the Amount of $2,761,065.99. 3. Investment and Bank Balance Summary through February 2023. 4. Year-to-Date Revenues and Expenditures through February 2023. 5. DeKalb Chamber of Commerce 2022 Annual Report. Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 2 of 20 6. DeKalb County Convention & Visitors Bureau 2022 Annual Report. 7. DeKalb Municipal Band 2022 Annual Report. H. PUBLIC HEARINGS None. I. CONSIDERATIONS 1. Consideration of a Status Report from Sam Schwartz Consulting, LLC Regarding the Feasibility of Commuter Rail Service to DeKalb. City Manager’s Summary: On January 9, 2023, the City Council approved a consulting agreement with Sam Schwartz Consulting, LLC to explore the financial feasibility of a commuter rail connection to the City of DeKalb. The focus of the study is the potential ridership, capital costs, and operating requirements of such rail service to DeKalb. The City’s interest is joined by our partner, Northern Illinois University, whose students, faculty, and staff would make up a substantial share of the potential ridership. The study has three phases:  Phase I: Determining potential ridership in the DeKalb County area.  Phase II: Establishing a case for more diversified public transportation within the service region, including major traffic generators (e.g., businesses; NIU; the number of households in the study area; and the potential for future housing growth).  Phase III: Potential capital and operating costs. A final report summarizing the findings of all three phases is part of the required deliverables. Since the Council approved the contract, a working team representing the City, NIU, and the consultant have been meeting every two weeks to compare and discuss data that has been collected. Matt Orenchuk, a principal of Sam Schwartz and the leader of the consultant team, will briefly present the findings of the first two phases to the Council. In brief, the key findings to date are:  Approximately 10,800 people travel daily between DeKalb County and the communities along the UP-West line (including the City of Chicago).  The closest transit service connecting to Chicago is the Metra/Union Pacific West line. This line operates between Elburn and Ogilvie Transportation Center in downtown Chicago. There are approximately 23 weekdays, 10 Saturday, and 9 Sunday round trip trains between Elburn and Chicago.  The top 5 Amtrak stations in the State of Illinois each connect to a nearby university, demonstrating the mutually beneficial relationship between passenger rail and higher education facilities. NIU is the largest university in the state without passenger rail service. Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 3 of 20  64% of students enrolled at NIU come from the six county Chicago Metropolitan Area, with 14% coming from communities along the UP-W line. Seventeen percent of NIU employees live along the UP-W line as well.  With respect to the potential capital investment needed to initiate a Metra service extension to the city, we currently know that:  An extension of the Metra UP-West line would require construction and use of 15-miles of “third” track owned and maintained by Union Pacific Railroad. Union Pacific must give permission for Metra to operate on this track.  UP has indicated significant infrastructure upgrades would be required to grant Metra the right to operate service to DeKalb. The feasibility study is investigating what infrastructure is needed and the capital cost of the improvements.  There are Federal and State grant programs available to help pay for part of the capital construction cost. The feasibility study is exploring what grant programs are available for the project.  There will be an annual cost for Metra to operate and maintain the service. The City will need to enter into an agreement with Metra to operate the extension and Metra will require the city to have a renewable funding source. The feasibility study is exploring potential options for DeKalb to secure renewable operating funds for the project.  The feasibility study is considering a range of schedule options for the commuter service, from 4 to 16 round trips each weekday, along with the potential for weekend service. NIU’s commanding influence in the study area will influence who wants to travel and when, creating the need for more transit trips during midday, evening, and weekend hours. The final report is likely to be presented to the Council and the public in late May. 2. Consideration of Proposals for the Redevelopment of the Annie Glidden North Neighborhood. City Manager’s Summary: At the regular City Council meeting of January 23, 2023, the Council authorized the release of a Request for Proposals for the acquisition and redevelopment of the 4.87-acre property assembled by the City of DeKalb at the northwest corner of W. Hillcrest Drive and Blackhawk Road. The property consists of the following legal parcels:  PIN 08-15-151-014. Formerly Hunter Hillcrest. 1011-1017 W. Hillcrest Drive. 2.05 acres.  PIN 08-15-151-011. Formerly Campus Cinema. 1015 Blackhawk Road. 2.42 acres.  PIN 08-15-101-103. Formerly Andreacchi Trust (unaddressed parcel immediately south of the Fanatico Restaurant). Blackhawk Road. 0.4 acres. These parcels were gradually assembled under common City ownership over a period of years from 2019 through 2022. All footings and foundations have been removed and the site is served by public water and sewer, as well as a number of private utilities (e.g., ComEd, Nicor Gas, Comcast, and Frontier). Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 4 of 20 The City released its Request for Proposals (RFP) on January 24, 2023. All proposals were due by 10:00 a.m., March 17, 2023. By that deadline, two proposals were received:  A proposal for redevelopment of the entire 4.87-acre site submitted by DeKalb County Community Gardens; and  A proposal for the redevelopment of approximately 2 +/- acres along the Blackhawk frontage of the “L-Shaped” City property submitted by Northern Illinois University. This brief report will attempt to summarize the uniquely different proposals to assist the Council in making a determination about what may or may not be suitable for the redevelopment of a central area within the Annie Glidden North (AGN) neighborhood. BACKGROUND The first comprehensive attempt at a redefinition of sustainable property uses in the AGN neighborhood was the Annie Glidden North (AGN) Revitalization Plan that was prepared in 2018 by Camiros, Ltd. under the guidance of the ad hoc AGN Task Force. A “Hillcrest/Blackhawk Focus Area” was envisioned in very general terms for this area. Because of the central location of this land area within the AGN neighborhood, it was anticipated that a walkable, mixed-use development providing “shopping, services, and other community amenities” would be established. Further, the Plan envisioned a two-to-three story mixed-use building anchoring the corner of Hillcrest and Blackhawk “with flexible ground floor space geared towards community and entertainment uses,” and possibly attached townhomes to the north and west, creating a “main street” environment (see AGN Plan, pp. 50-51). Since late June 2022, this vacant but prime redevelopment area has been seeded with grass but neither the neighborhood, local stakeholders, nor the City government wish to maintain the rolling, rural look indefinitely. In anticipation of an RFP to test private interest in the site, the City and the Opportunity DeKalb Board – a local, non-profit community development corporation – held listening sessions in the summer and fall of 2022 to challenge Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 5 of 20 neighborhood residents and any local citizens to identify and prioritize uses that might be both commercially viable and responsive to local needs. Out of the 2022 listening sessions, a “Focus Area” different from that described in the 2018 Camiros study was envisioned with a range of specific commercial, service, and recreational uses listed as follows: 1. Market space with fresh food and produce. 2. An expanded bakery/coffee shop for healthy grab-and-go food or a place for friends to gather. 3. A larger cafeteria-style service area with commercial kitchen for serving larger groups and neighborhood Greek students. 4. A food hub with warehouse storage (Cold/Frozen/Dry), and production and processing space. 5. Expandable conference room space for Greek and other not-for-profit meetings, neighborhood meetings, scheduled family gatherings or receptions, community and health education (including Library programming), etc. 6. Monitored recreational or learning space for neighborhood children. 7. An on-site management office to problem-solve, maintain order and security, and serve as a clearinghouse for information about local services, job training opportunities, and community events. 8. Adequate off-street parking space to accommodate day-round visitors. 9. On site storm water detention. 10. Seasonal outdoor gathering space. In January 2023, the City formally sought sealed proposals for the purchase of the three city parcels. Interested parties were invited to offer development concepts that focused upon all or portions of 4.87-acre site, in one phase or multiple phases. The RFP contained very specific language defining the Council’s ultimate and final authority in making decisions regarding any proposals, including:  the right to reject any and all proposals, and to solicit additional proposals.  the right to review all proposals and determine which proposal is in the best interests of the City and the public based upon a combination of all available information regarding the proposal, including the proposed use of the property following acquisition, the timeline for improvement of the property, or any other relevant factors.  the right to accept the highest price, the lowest price, or any other price in its sole and absolute discretion.  the right to contract directly with any party in its sole discretion.  the right to require strict conformity to the RFP specifications, or to waive any irregularity, in the Council’s absolute and sole discretion.  the right to reach a contract agreement with the City Council’s first choice or, if negotiations are unsuccessful, the right to reach a contract agreement with any other party that submitted a proposal. Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 6 of 20 The RFP also made it clear that the City would not provide any property tax proration on the property. Immediately following any closing, the termination of the existing property tax exemption was preferred. THE TWO PROPOSALS A. The NIU Center for Greek Life, offered by Northern Illinois University.  Purpose: “The Center will serve as the focus of student life and activity for Greek students” (about 700 fraternity and sorority students at present). “It will be the central location for all University fraternity and sorority constituencies to gather, meet, eat, and socialize. It will also be a dedicated space for Greek students to study, prepare for exams, complete projects, and engage in group discussions related to their academic success.” (p. 5)  Area: Approximately 2 +/- acres along Blackhawk Road, from a point north of where the Campus Cinema was once located to the southern boundary of the former Fanatico’s Restaurant. The area does not include the “corner” opposite the intersection of Blackhawk Road and W. Hillcrest Drive. (p. 7)  Size of Building: Approximately 10,000 to 12,000 square feet. The facility is in the early planning stage, and no renderings were submitted. The proposal suggests dedicated space for chapters affiliated with all four NIU Greek Councils and staff members. (p. 6)  Building Features: Small Greek life meeting spaces with 12-15 person occupancies; study and social lounge spaces; offices for University staff that serve fraternity and sorority life; a large event space that can be divided into multiple smaller spaces; an outdoor courtyard off the large event space; a warming kitchen to be used by local catering services in conjunction with events; and a “chef center” food service hub with grab-and-go machines and display areas including fresh food. (p. 6)  Parking for possibly 100 cars; however, the number of required spaces should take into account the fact that most of the users will be walking or riding buses to the Center. (p. 7)  Facility Cost: $5-7 million. (p. 7) Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 7 of 20  Land Offer: $200,000. (p. 7)  Timeline: In development. Once the land is purchased, the fundraising will begin and will be part of the Foundation’s new, multi-year $500 million fundraising campaign announced in 2022 (p. 7).  Collaboration: The University “will work collaboratively with the City to develop the best configuration in order to achieve the greatest positive impact on the AGN neighborhood” (p. 8). B. Community Health, Education, and Food (CHEF) Complex, offered by DeKalb County Community Gardens (DCCG).  Purpose: “We propose a mixed-use design concept that achieves four over-arching goals:  To address the needs and priorities of AGN residents and community stakeholders;  To respond to the needs of NIU’s Greek life community and other college/university students;  To align with the City’s vision for redeveloping the Hillcrest/Blackhawk property; and  To advance DCCG’s business plan for establishing a Community Health Education and Food (“CHEF”) complex in the AGN Neighborhood (p. 4).”  Area: All 4.87 acres currently under City ownership (p. 2): PIN 08-15-151-014 (2.05 acres corresponding to 1011-1017 W. Hillcrest Drive) PIN 08-15-151-011 (2.42 acres corresponding to 1015 Blackhawk Road) PIN 08-15-101-103 (0.4 acres located south of the former Fanatico’s Restaurant)  Size of Building Space by Use: A two-story building anchors the corner of Hillcrest and Blackhawk along with the following spaces (pp. 6-8):  Greenhouses .................................................... 30,000 s.f.  Demonstration Garden ..................................... 22,000 s.f.  Garden Center .................................................. 6,500 s.f.  Food Market ..................................................... 8,000 s.f. Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 8 of 20  Food Hub (to process & store local food)........... 8,000 s.f.  Shared-use commercial kitchen ........................ 1,500 s.f.  Food Court ....................................................... 2,000 s.f.  Library Kiosk ..................................................... 100 s.f.  Indoor/Outdoor Market Space .......................... 2,000 s.f.  Artisan Retail Market ....................................... 1,000 s.f.  Multi-Purpose Rooms for Events ...................... 2,500 s.f.  Shared Office Space ........................................ 2,200 s.f.  Management Office in Shared Office Space ......  Gathering Spaces ............................................. 4,100 s.f. Total: +/- 90,000 s.f. Architectural renderings of the different building spaces are attached, below: Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 9 of 20  Parking: +/-100 spaces, or as City requires.  Facility Cost: Approximately $10 million.  Land Offer: $200,000 (p. 15).  Timeline: “We aim to complete the project in phases to ensure DCCG does not incur unnecessary debt; however, we have secured commitments for gap funding to finance construction and development costs as needed.” (p. 12)  Phase 1: Site Preparation Spring 2024 (p. 14)  Phase 2: CHEF complex construction: Late 2024/Early 2025  Phase 3: Begin operations in 2026  Collaboration: Opportunity DeKalb provided a letter of support that was particularly focused on the importance of the proposed CHEF center for providing “access to healthy and nutritious food.” The Opportunity DeKalb letter also suggests the value of “additional partnerships.” (p. 16) ANALYSIS AND RECOMMENDATIONS The Council has long been interested in the “highest and best use” of the three parcels, in the context of many years of public discussion about potential future uses. The Council is not interested in transferring ownership until it has confidence that the new owners will create Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 10 of 20 enduring, compatible and financially sustainable space that will meet many of the long-term objectives identified by the various “listening sessions” in the fall of 2022. A number of factors complicate a decision at this point:  One proposal does not contemplate the purchase of the entire 4.87-acre site.  Merging the two different focuses is not possible without close collaboration and significant joint design work. At the very least, with two proposals in play, some common engineering of on-site storm water retention, parking, access, landscaping, etc. would be essential in order to maximize the customer space, avoid redundant site amenities, and present a planned, integrated final look.  In the case of both proposals, the timing of the development of final, permitted construction plans and then actual construction is dependent on the pace of project fundraising, and is uncertain.  If the entire 4.87-acre site was a “planned development” as City practice and private development embrace, there may be sufficient buildable space for another commercial building and amenities, possibly at the corner of Blackhawk and W. Hillcrest.  In the case of both proposals, the Council’s preference for the termination of the temporary property tax exemption established as the City took control of each parcel will be hard to meet. To provide a starting point for Council discussion and final action, the City Manager offers the following analyses and recommendations with respect to the two proposals. A. The NIU Center for Greek Life The proposed Center is unique in several important respects. Since the first fraternities were established on and around the NIU campus, there has never been an off-campus building that proposes to house the essential academic and business support functions for all Greek letter organizations, whether they reside in houses along Greek Row or reside in undesignated housing elsewhere. Moreover, the NIU proposal has grown out of the uniquely collaborative and long-range vision of Greek organizations and the Greek Life Revitalization Task Force, commissioned by President Lisa Freeman, that have been collaboratively assessing Greek life since 2021. The involvement of Mayor Barnes and City officials in support of this collaboration has sharpened attention to the creation of gathering and meeting space for Greeks in the AGN neighborhood, as parallel City efforts to redevelop the area have dramatically removed blighted properties, enhanced public infrastructure, and assertively diminished crime. Allowing for a generous dedication of about 40% of the site for stormwater detention, parking, landscaping and building setbacks (about 34,848 s.f.), the remaining 52,272 square feet of land area can easily accommodate the modest 12,000 square feet of proposed built space with substantial buffers to the north and south, and still provide room for future expansion. Although only a concept and lacking in design details, the Greek Life Center proposed for the north wing of the City site abutting Blackhawk Road dramatically inserts the strength and stability of the University in assuring the success of the investment and the fulfillment of a number of the expectations of residents currently living in the AGN neighborhood. This Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 11 of 20 commitment of the institutional resources of the University and NIU Foundation provides confidence in the future financial sustainability of the project. Recommendation 1. The City, in cooperation with University and NIU Foundation officials, should develop a final plat that will legally define the metes and bounds of the +/- two-acre property to be deeded. 2. Based on that plat and a redevelopment agreement to be entered by the City and the Foundation for good and valuable considerations (e.g. the $200,000 expression of interest offered by the Foundation with its proposal), the parties can move judiciously to a closing. Other City actions in conformance with the City’s Unified Development Ordinance to subdivide the property and establish its zoning would follow that closing. 3. Following the transfer of the subdivided property, the City will cooperatively work with Foundation and University officials leading the building and site design process to assure a compatible and successful addition to the AGN neighborhood. B. The Community Health, Education, and Food (CHEF) Complex DeKalb County Community Gardens (DCCG) was organized in 2012 and incorporated in 2013 and has relied primarily on volunteer labor and leadership to provide a very unique array of food-related services in DeKalb County. The attached DCCG proposal details the millions of pounds of food served, or delivered to, tens of thousands of County residents since DCCG’s incorporation. Notwithstanding the financial and logistical constraints surrounding the COVID- 19 epidemic, by the beginning of 2022 over 2 million pounds of locally grown and processed food has been distributed to 247,000 persons since 2012. The mission of the organization has broadened since its founding, and it has taken on a more active educational focus which is apparent in the DCCG proposal. Recognizing the wisdom of the ancient notion that individuals are more likely to be empowered by learning to fish than in receiving fish through the generosity of others, DCCG has expanded its classes in nutrition and food preparation and created employment opportunities in food-related business. Today, DCCG has five full-time paid employees and about 500 volunteers of all ages contributing about 4,000 hours of service per year. DCCG has been known for its retail and wholesale plant and produce sales through its Walnut Grove Vocational Farm and Prairie which has been operating near Kirkland since 2015. An on-line store added in 2018 has allowed for electronic orders that better serve persons who might lack transportation or are simply unable to conveniently access the Walnut Grove services because of work or other conflicts. In 2022, as in 2012, Walnut Grove distributed all the food it grew to food pantries, homeless shelters, public housing units, and congregate meal centers across the northern Illinois region. In 2022 DCCG converted two trucks into mobile food pantries and launched the “Boxes of Hope” program that sells subscriptions of monthly food boxes, available by delivery or pick-up. The DCCG proposal identifies approximately 90,000 square feet of outdoor and indoor active space excluding parking, storm water management, access drives and landscaping, plus about a half-acre set aside for demonstration gardens. However, the proposal’s conditioned (i.e. heated and cooled) space that would present itself to the neighborhood year-round is about 60,000 square feet (including the greenhouses but deducting the demonstration gardens, outdoor gathering spaces and outdoor market areas, and a “cop” office). About Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 12 of 20 30,000 of the 60,000 square feet are assigned to greenhouses, so the market space, storage, offices, common areas, and artisan shop comprise about 30,000 square feet. It may not be widely known, but those familiar with DCCG services are aware that the organization has been successfully operating a variety of “CHEF” functions in DeKalb, Kirkland and Genoa in recent years. At 2280 Sycamore Road, within about 8,000 square feet of space once owned by Monsanto but now owned by Northern Illinois University, DCCG stores dry goods and frozen food for local distribution to foodbanks and elsewhere, houses offices and meeting rooms, and has several truck docks for receiving and shipping locally grown food and food-related products. At 415 Main Street in Genoa, DCCG purchased and then re-purposed the former post office of about 8,000 square feet to create a food hub, restaurant (with commercial kitchen), and a coffee shop that successfully operate in the heart of the Genoa downtown. Starting with the roughly 2.87 acres (125,017 square feet) outside the area desired by NIU, the required on-site detention, parking, setbacks and landscaping (typically about 40% of a commercial lot) total roughly 50,000 s.f., leaving about 75,000 square feet of land area for building footprints. The demonstration gardens (22,000 s.f.) and outdoor gathering spaces (5,000 square feet) are not usable about 7-8 months of the year and represent a deduction from the buildable space. The remaining buildable area is about 48,000 square feet. Unlike the NIU proposal, the allowable building footprint is less than the proposed heated/cooled space (approximately 60,000 square feet including the greenhouses), unless two-story structures are constructed. The two-story construction significantly raises the building cost per square foot. The food market (fresh food store) focus of the DCCG proposal addresses one of the most compelling needs identified in every listening session conducted in the AGN neighborhood over the past five years, and would also be a benefit to DeKalb residents in general. It is promising and noble at the same time. The proposal would roughly double the built space already devoted to food-related services by DCCG, and no person has data that can irrevocably show that a doubling of the food-related services is unneeded at this point. However, there is risk in embracing the proposal, as presented. To build all or the greater part of the built space envisioned in the DCCG proposal on the acreage outside the NIU portion of the City site, confirmed capital funds or liquid assets are needed to invite confidence in DCCG’s ability to successfully complete the expanded footprint of the new and consolidated CHEF complex which would replace the facility currently operating on Sycamore Road in DeKalb. Recommendation 1. In partnership with DCCG, the City Manager recommends working sessions with the DCCG architect or land designer of record to re-think the land area needed and what portions of the rural DCCG concept can be integrated with the urban architecture and environment of the neighborhood. To promote a fast start and a productive finish, the City Manager recommends the use of some of the City’s remaining ARPA funds for the design work and a collaborative presentation to the Council at the earliest time consistent with sound planning. The City Manager, City Planning Director, and City Engineer would be the core staff involved in such a process with DCCG. The City Manager further recommends that the process should take no more than 90 days. In the process, discussions should also be held collaboratively with NIU representatives on how to minimize costs for both parties through sub-regional storm water planning and possibly limited curb cuts. Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 13 of 20 2. With a sharper delineation of space, construction pricing and operating requirements can be established more reliably. Until that point, the prudent Council position is to defer a decision on the DCCG proposal. City Council direction is requested. Through years of legal contests and after the expenditure of about $4.4 million the City has created a space in which multiple progressive visions can be achieved. This includes a corner at Blackhawk and W. Hillcrest that visually lifts the spirit of anyone living in, or visiting, the neighborhood. (click here for additional information) 3. Consideration of a Recommendation from the Citizens’ Community Enhancement Commission for a City Hall Mural. City Manager’s Summary: In the summer of 2022, the Citizens’ Community Enhancement Commission (CCEC) solicited city hall mural proposals and on October 10, 2022, the Council approved a contract with Danielle Casali to prepare a design focusing on a “Belonging” theme for the south wall of City Hall. The design shown below was inspired by community ideas gathered at a pair of workshops facilitated in February by the artist and the CCEC. Community members worked in small groups to brainstorm ideas for imagery centered around the notion that “We All Belong.” Danielle also met with staff at the DeKalb County History Center to perform research and conducted online polls. The CCEC provided feedback on a draft of the design in late March. Danielle incorporated their suggestions into the final design, which was recommended unanimously by the Commission at a special meeting on March 27. Ms. Casali explained to the Commission that her design began with a landscape composition suggesting beautiful rural farming and a prairie landscape. She then thought about contemporary agriculture and community gardens, which are abundant in DeKalb. The metaphor of a garden was full of possibilities: a vibrant, diverse garden that is well tended, where the roots are strong, and plants and pollinators have a vital, interdependent relationship. DeKalb is not only a land of traditional agriculture, but also a diverse city where individuals aspire to contribute to the larger community. Ms. Casali’s aim for the mural is to represent diversity and inclusion in DeKalb without repeating images that already exist in downtown murals. The design will be a mix of mosaic pieces and painted imagery. The mosaic pieces include the entire sunflower, the Kishwaukee River, all animals and pollinators, and various vegetables and flowers: Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 14 of 20 With the Council’s concurrence, Ms. Casali will get started with the community work that will be an important part of the mural creation this year. (click here for additional information) 4. Consideration of an Amendment to Chapter 7 “Water Service”, Section 7.18 “Water Rates”, and Section 7.18-6 “Water Service Fee”. City Manager’s Summary: The Water Rate and Water Service Fee are both components used in calculating the billed user rate for City water service. The Water Rate is specifically tied to water consumption, whereas the Water Service Fee is a minimum flat fee that is billed bi- monthly and varies based on water meter size. Chapter 7.18 (“Water Rates”) of the City’s Municipal Code states that the Water Rate and Water Service Fee shall be “subject to a positive adjustment annually using the increase, if any, in the most recent Consumer Price Index (CPI).” Until recently, the Municipal Code automatically imposed a Consumer Price Index (CPI) increase without need for Council consideration. This local statute was revised in 2021 to require the Council’s public consideration of these matters, in the best interest of all City users. Using the most recent annual CPI would result in a water rate increase of 5.4%. This adjustment would be effective April 1, 2023, for bills issued in the July 1 billing cycle. The impact of a 5.4% CPI Water Rate and Water Service Fee increase would result in the average single-family home paying approximately $25.65 more per year in water cost and would generate an estimated $365,735 annually in revenue to the Water Fund, assuming water sales remain flat. Many businesses and individuals continue to struggle with the negative impacts of inflation. The City’s Water Fund is no exception to this dilemma. Increased commodity, shipping, and labor costs have adversely impacted all aspects of the Water Fund’s budget. The Water Fund budget has been especially hard-hit by increases in water chemicals and electrical costs, whose increases have far exceeded the CPI. As an example, over the past year, chlorine costs have increased 120%, phosphate 44%, fluoride 24% and salt 6%. Electrical costs have also increased over 63%. These items alone are expected to negatively impact the FY2023 Water Fund by over $136,000 when compared to the previous year. Because over 95% of the Water Fund’s revenues are generated through water sales and water service fees, a careful consideration of water rates is fiscally responsible. At the same time, any deliberation must be balanced with the impact on the City’s customers. For this reason, several water rate options have been provided for consideration: 1. Water Rate increase of 5.4% (based on CPI). 2. Water Rate increase of 3.5% (just under two-thirds of CPI and same increase as last year). 3. Water Rate increase of 1.8% (one-third of CPI). 4. No water rate increase. The impact of each option as it relates to the Water Fund and the City’s customers is portrayed in the following table: Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 15 of 20 Water Rates Water Service Fee Water Fund and Customer Impact Current New Current Proposed Water Proposed Rate Water Bi-Monthly Water Bi-Monthly Bi-Monthly Estimated Total Annual Increase Rate Water Rate Increase Rate Service Fee Water Service Water Service Additional Water to Customer's (per unit) Increase (per unit) (per unit) *(3/4" water meter) Fee Increase Fee Revenue Generated Water Bill $4.08 5.40% $0.22 $4.30 $13.93 $0.75 $14.68 $365,735 $25.65 $4.08 3.50% $0.14 $4.22 $13.93 $0.49 $14.42 $237,050 $16.62 $4.08 1.80% $0.07 $4.15 $13.93 $0.25 $14.18 $121,912 $8.55 $4.08 0.00% $0.00 $4.08 $13.93 $0.00 $13.93 $0.00 $0.00 * Water Service Fee for meters greater than 3/4-inch will be higher A comparison of water user fees for surrounding communities is shown below. The comparison is based on the monthly cost for 6,000 gallons of water, which is the average use for a typical home. The Total Monthly Water Cost listed in the table includes the water rate as well as any other associated fees used in calculating the billed user rate. CURRENT WATER RATE COMPARISON Total Monthly Water Municipality Cost per 6,000 gallons Elgin $78.12 Aurora $61.10 Geneva $55.82 Maple Park $49.95 Sugar Grove $45.22 Sycamore $44.49 Rochelle $43.03 St. Charles $43.02 Elburn $41.90 DeKalb $40.97* Malta $40.80 Batavia $38.64 Waterman $33.02 Cortland $32.50 Genoa $32.20 * DeKalb’s monthly water rate with a proposed 3.5% rate increase A 3.5% revision—well below the present CPI and consistent with the increase in FY2022-- would have the following impact: Current Water Rate = $4.08 per unit Current Monthly Water Service Fee = $6.97 per month Current Average Monthly Bill = $4.08 x 8 units of water = $32.64 + $6.97 = $39.61 Proposed Water Rate = $4.22 per unit (3.5% increase) Proposed Monthly Water Service Fee = $7.21 per month (3.5% increase) Proposed Average Monthly Bill = $4.22 x 8 units of water = $33.76 + $7.21 = $40.97 It should be noted that the Water Fund is an enterprise fund that should cover its operating and capital expenses from its water sales and water service fees. The monies annually collected support Fund 600 (the Water Operations Fund) and the annual water infrastructure repairs financed by Fund 620 (Water Capital Fund). The infrastructure repairs might include water main replacement, water tower painting, well maintenance, water meter replacements, vehicle and equipment purchases, lead service line replacements, and water extensions to new development areas. Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 16 of 20 The table below depicts the impact of a 3.5% rate adjustment on the Water Service Fee (not the same as the water user fee) based on varying meter sizes: Meter Current Bi-Monthly Fee Proposed Bi-Monthly Fee Size 2023 Adjustment (*based on 3.5% increase) 5/8" - 3/4" $13.93 $14.42 1" $13.93 $14.42 1.5" $21.96 $22.73 2" $31.23 $32.32 3" $56.01 $57.97 4" $66.90 $69.24 6" $110.43 $114.30 8" $204.95 $212.12 10" $387.60 $401.16 The typical single-family home requires a ¾” or 1” service line. Recommendation: The City Manager recommends a 3.5% rate increase, which will support the water system at a level substantially below the current regional rate of inflation, despite dramatic inflated costs and expanding demands for infrastructure improvements. (click here for additional information) J. RESOLUTIONS 1. Resolution 2023-042 Authorizing the Approval of a Bid and a Professional Services (Advisor) Agreement with Bourne Transit Consulting, LLC for On-Call Transit Consultant Services. City Manager’s Summary: Since 2019, the City of DeKalb transit program has retained on-call transit consulting services to assist with operational and capital planning, as well as assisting with major state and federal procurements. Transit Manager Mike Neuenkirchen released an RFP for “On-Call Transit Planning Consultant Services” in January for the purpose of qualifying up to five (5) firms to assist with transit projects on an as-needed basis for FY2023 and FY2024. Only two proposals were received: one from Bourne Consulting LLC, and one from Sam Schwartz Consulting LLC. Both are presently pre-qualified for transit consulting. Bob Bourne of Bourne Transit Consulting has worked with DSATS and the city staff as an on- call transit consultant since 2010 and served as acting Transit Coordinator for the City during the 2018-2019 transit consolidation. Mr. Bourne has considerable knowledge of the DeKalb transit program and has a thorough understanding of small urban bus operations. He will be instrumental with projects such as capital procurement, route development, and assisting with FTA program compliance. The attached resolution authorizes an on-call consulting retainer for bus transit services for the remainder of 2023 and throughout 2024 with a not-to-exceed amount of $15,000 per fiscal year. City Council approval is recommended. (click here for additional information) Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 17 of 20 2. Resolution 2023-043 Authorizing the Award of a Bid with D. Ryan Tree & Landscaping, LLC for Tree Removal, Trimming, and Emergency Services from January 1, 2023, through December 31, 2025. City Manager’s Summary: Tree removal and trimming is a maintenance responsibility of the Public Works Department. The City’s forestry crew is tasked with the maintenance of over 5,500 City-owned parkway trees. While the Department manages the forestry program with in-house personnel, the steady workload requires staff to call upon an outside contractor on occasion, particularly as the height of failing limbs exceeds the safe reach of the City’s equipment or during weather events when greater resources are needed in a timely fashion. To fill this need, the Department circulated a Request for Bids (RFB) on February 16, 2023 for a three-year contract for tree removal, trimming, and emergency services, replacing a prior three-year contract which has expired. The bid opening was held on March 9, 2023 and resulted in a sole bidder: D. Ryan. A breakdown of the Ryan bid follows: Service D. Ryan Tree & Landscaping, LLC Tree Trimming $395.00 per hour Tree Removal DBH 18" and under $24.00 per inch Tree Removal DBH 19" and over $38.00 per inch Storm Cleanup (per crew) $525.00 per hour Emergency Services (per crew) $525.00 per hour Tree Removal DBH 18" and under w/overhead wires $34.00 per inch Tree Removal DBH 19"and over w/overhead wires $68.00 per inch Emergency Services Equipment Rates Aerial Lift with a minimum 55' working height $225.00 per hour Chipper with truck $225.00 per hour Tree Crane $225.00 per hour Hydraulic log loader with grapple $225.00 per hour D. Ryan is a local company based in DeKalb that has been performing tree services for the City for the past several years. The City staff have been pleased with the services and timely responses of this company. City Council approval is recommended. (click here for additional information) 3. Resolution 2023-044 Authorizing the Purchase of LiveScan Equipment for the DeKalb Police Department in the Amount of $25,000 as it Pertains to Electronic Fingerprinting. City Manager’s Summary: As Police Chief Dave Byrd writes in his background memorandum, the Department’s electronic finger-printing equipment and associated booking camera that connect to crime labs in Springfield are approximately ten years old and out of warranty. The system is now requiring regular repair, and the most fiscally responsible course is to replace the live scan equipment. The Department recently solicited proposals with the following features:  A single-source Vendor for all components of the live scan solution, including the AFIS interface for records submission to the State.  Certification under the FBI’S Electronic Fingerprint Transmission specifications. Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 18 of 20  “Hit/No Hit” Response from the State AFIS Search.  Automatic fingerprint sequencing and duplicate fingerprint checking before scanning is completed, ensuring data integrity.  Quick check, review, and edit performed on each print. All Live Scan systems include on-site installation, training, and 1-year, on-site warranty. The Department recommends the system from Idemia in the amount of $21,851.00. The funds are available in the FY2023 Police budget under “Patrol Equipment” (100-20-22-86000). City Council approval is recommended. (click here for additional information) 4. Resolution 2023-045 Authorizing the Award of a Contract to Curran Contracting, Inc. in the Amount of $2,444,006.27 for Resurfacing and Concrete Repairs on Greenwood Acres Drive, Certain Knolls Subdivision Side-Streets, and Various Other Locations, with Staff Authority to Approve Change Orders Up to a Combined Project Total Not to Exceed $2,560,000. City Manager’s Summary: The annual street maintenance program undertakes pavement removal and replacement to repair City streets. Typically, the street maintenance program also includes associated sidewalk maintenance and curb/gutter repairs, as well as targeted alley repairs. The 2023 general maintenance portion of the Streets Program is funded by State Motor Fuel Tax allotments, and targets several stretches and collections of streets across the City. The base segment includes side streets in the northern third of The Knolls, continuing where last year’s program left off. It also addresses the entirety of Greenwood Acres Drive, with the addition of on-street bicycle striping. City Engineer Zac Gill recommends the award of two of the three Alternates. Alternate 1 addresses segments of East Locust and Oak Streets in conjunction with recent development agreements with Nehring Electric and American Marketing, and Alternate 3 addresses the repair and resurfacing of Bethany Road as it stretches west from N. First Street toward Sangamon Road. The City Engineer went to bid in early March and received one bid from Curran Construction with the breakdown shown in the following table: The City Engineer recommends the acceptance of the Curran base bid in the amount of $1,834,180.47 which was substantially below the City’s engineering estimate of about $2.1 million, and further requests spending authority for Alternates 1 & 3 (totaling $609,825.80) for a price of $2,444,006.27. With roughly a 5% contingency ($115,993.73) to address minor quantity over-runs and unforeseen repair needs, the grand total would be $2,560,000. This will require an FY2023 budget amendment to the MFT Fund (Fund 210) covering the additional $360,000 in FY2023 paving work and the 5% contingency. A sufficient balance is Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 19 of 20 available in the MFT Fund. Such an amendment will be brought to the Council later in the Spring when other FY2023 Budget revisions are addressed. In the meantime, the Fund has adequate budgeted funds to cover any initial payout requests. City Council approval of the City Engineer’s recommendation is requested. (click here for additional information) K. ORDINANCES – SECOND READING None. L. ORDINANCES – FIRST READING 1. Ordinance 2023-017 Approving the Rezoning of the Site at 2239 Sycamore Road from the “SFR1” Single-Family Residential District to the “PD-C” Planned Development Commercial District (Pappas Glasgow Development LLC). City Manager’s Summary: As Planning Director Dan Olson writes in his background memorandum, the City has received a petition from Pappas Glasgow Development LLC represented by John Pappas to rezone 2239 Sycamore Road from the “SFR1” Single-Family Residential District to the “PD-C” Planned Development Commercial District. The intent of the petitioner is to establish a tent rental showroom, offices, and warehouse in the existing building on the site, which comprises about 30,000 square feet. The 1.96-acre property is behind the Ellwood Steak & Fish House. The building was constructed in 1969 and initially served as the warehouse for Skorberg Furniture, which had its retail store in the 100 Block of N. Fourth Street. The building was sold to NIU in 1996 and became the NIU Art Annex Building. The property was force-annexed into the City in 2010 and automatically zoned “SFR1” Single-Family Residential. The applicant purchased the property in February 2022. NIU decided to sell the building due to its worn condition and distance from the campus. The building was recently gutted and over $200,000 was spent in building improvements including new electrical circuits, LED lighting, an enhanced interior loading dock, new HVAC system, and improved plumbing. The petitioner is planning to lease the space to a tent rental business (Midwest Tent & Events of S. Seventh Street, DeKalb). The applicant would like to have the ability to locate a future warehouse, wholesale establishment, or distribution center if the tent rental business ever leaves the premises. A new water line will be extended to the building from the water main behind Ellwood Steak & Fish House. The building is already connected to the public sanitary sewer system. The proposed use will require eight parking spaces based upon the number of anticipated employees for the tent rental business. There will also be a few company trucks and trailers on the site. There are 35 spaces in the parking lot, so there is adequate parking. In addition, there is shared parking with the Ellwood Steak & Fish House lot. A copy of the proposed layout was submitted showing the ground floor plan and lower-level plan. There will be two levels at the far eastern portion (front) of the building. The build-out will include 8-9 offices, 2 bathrooms, and a showroom of approximately 1,130 sq. ft. The area of the warehouse will be about 20,000 sq. ft. or about 66% of the total floor area. Rezoning the site to the “PD-C” Planned Development Commercial District is most compatible with the surrounding neighborhood. The proposed “PD-C” District fits into the surrounding neighborhood, with “GC” and “PD-C” zoning existing to the south, north and east and along both sides of Sycamore Road. The request also brings the site into zoning conformance. The Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.  Regular Meeting Agenda April 10, 2023 Page 20 of 20 building on the site is about 17 feet from the bike path (DeKalb Nature Trail) to the west, which is owned by DeKalb Park District. The distance to the nearest single-family home is about 330 feet (18 Greenwood Court). The following waivers to the UDO are requested:  Planned development of less than two acres – Article 5.13.06. The site is 1.96 acres. The City has approved several waivers for this requirement in other projects. The PD-C zoning is necessary to accommodate the waivers to the UDO.  Reduction of the 50-foot buffer area in the PD-C District between a non-residential use and an adjacent residential district – Article 5.13.07(6)(b). The building on the site is about 17 feet from the bike path (DeKalb Nature Trail), which is zoned “SFR2” and owned by DeKalb Park District. The distance to the nearest home is about 330 feet (18 Greenwood Ct.). There is a heavy buffer of existing vegetation between the subject site and the homes along Greenwood Court. Since the bike path does not “house” anyone despite its official residential zoning, and the nearest homes are many times the minimum distance away, this variance is needed and justified.  Increase in the allowable warehouse space associated with a showroom – Article 5.08.02. The PD-C District allows warehouses associated with showrooms up to 50% of the total gross floor area. The area of the warehouse will be about 20,000 sq. ft. or about 66% of the total floor area. The 50% rule probably needs review given the trend in declining “brick and mortar” retail space. Additionally, a lower proportion of office or retail space will limit some of the vehicular traffic to and from the site. This variance is justified. The Planning and Zoning Commission held a public hearing regarding the special use petition at their meeting on April 3, 2023. By a vote of 6 to 0 (Commissioner Maxwell absent) the Commission recommended City Council approval of the rezoning of the site at 2239 Sycamore Road from the “SFR1” Single-Family Residential District to the “PD-C” Planned Development Commercial District per the Plat of Survey dated 2-11-22 and attached as Exhibit A in the staff report. The standards and waivers in Exhibit B and the Floor Plan dated 3-18-23 attached as Exhibit C in the staff report were also recommended with the condition that the building shall be connected to the City water supply prior to the issuance of a temporary occupancy permit. The Planned Development Standards include the following permitted uses: warehouse and wholesale establishments, distribution centers, and accessory uses including offices and showrooms. Prohibited uses include the storage of hazardous substances, the manufacturing or assembly of goods and products, and the outside storage of materials. City Council approval of the Planning and Zoning Commission recommendation is requested. (click here for additional information) M. REPORTS AND COMMUNICATIONS 1. Council Member Reports. 2. City Manager Report. N. EXECUTIVE SESSION None. O. ADJOURNMENT AGENDA PACKET – APRIL 10, 2023 Assistive services, including hearing assistance devices, available upon request. COVID-19 Notice: The corporate authorities of the City of DeKalb intend to conduct this meeting in-person with a physically present quorum that is open to the public and in compliance with all applicable public health requirements. Pursuant to current public health guidelines, persons attending this meeting are not required to wear protective face masks/coverings.