City of Sycamore City Council met Dec. 16.
Here is the minutes provided by the council:
ROLL CALL
Mayor Lang called the meeting to order at 7:00 p.m. and City Clerk Mary Kalk called the roll. Those Alderpersons present were: Steve Braser, Nancy Copple, Josh Huseman, Rick Kramer, Pete Paulsen, Virginia Sherrod, Chuck Stowe, and Alan Bauer. City Attorney Kevin Buick was also present.
INVOCATION – Mayor Curt Lang gave the invocation.
PLEDGE OF ALLEGIANCE - Led by students Evelyn, Kaylynn, and Austin, from North Elementary School
APPROVAL OF AGENDA
MOTION
Alderperson Braser motioned to approve the agenda and Alderperson Copple seconded the motion.
VOICE VOTE
Mayor Lang called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 8-0.
AUDIENCE TO VISITORS
CONSENT AGENDA
A. Approval of the Minutes for the Regular City Council Meeting of December 2, 2019. B. Payment of the Bills for December 16, 2019 in the amount of $836,122.87.
MOTION
Alderperson Bauer moved to approve the Consent Agenda and Alderperson Stowe seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Braser, Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 8-0.
PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS
Mayor Lang presented, to Juanita Mundy and daughter Rhonda, the proclamation honoring the passing of Former Mayor Ken Mundy and declaring Ken Mundy Days.
REPORT OF OFFICERS
City Manager – Brian Gregory said he would reserve his comments for the agenda items and wished everyone a happy and safe holiday season.
Police Chief – Jim Winters said there was a series of car burglaries and three cars stolen about a week ago. All three cars have been recovered and the investigation is ongoing. Unfortunately this was another instance of several individuals taking advantage of cars that were left unlocked. So far this year, 93% of all burglaries to vehicles involved cars that were left unlocked, so he reminded residents again to lock their cars and remove any valuables. He said today starts their holiday safe driving campaign. Through grant funding, officers will be conducting extra patrols to remove impaired drivers from the road and also enforce occupant restraint laws. For those who chose to partake in holiday gatherings that involve alcohol, he reminded them to designate a sober driver or use a ride sharing service and as always, make sure you are wearing your seat belt. Lastly, the first round of Shop with a Cop took place last week at Farm and Fleet. Ten students were paired up with various officers to shop for Christmas gift for themselves and their families with funding through some donations to the Fraternal Order of Police (F.O.P.). The second round will be this Wednesday where 20 other students will have that opportunity. Thanks to the officers that participated and to Stacy Binkowski for her leadership with that great cause. He wished everybody a safe and happy holiday season.
Fire Chief – Pete Polarek said with the holiday season upon us, he asked that everyone decorate safely. Basic safety rules are on their social media pages. He reported that they have been busy over the last 24 hours with the fire at Menards. It is very fortunate that the sprinkler and fire alarm systems operated as designed. It was a quick report and minimized damage. They worked together to get the business back online and then the Building and Engineering Department took over. He’s thankful there were no employees in the structure at the time and no injuries to the firefighters. He wished everyone happy holidays.
Director of Public Works – Fred Busse said he would reserve his comments to agenda items and wished everyone a Merry Christmas and Happy New Year.
Treasurer/Asst. to the City Manager – Adam Orton said on behalf of the Finance Department, they are honored that the Finance Office was chosen and dedicated to Former Mayor Mundy. The November’s Treasurer’s report, on a cash-basis, has a benchmark at 58%. The final property tax payment was received in November. The Home Rule and State Sales Tax are at 58% and 60% respectively. The Restaurant & Bar is at the benchmark as well. Overall Revenues are at 67% but drop to 62 % when weighted with property taxes. General Fund Expenditures are at 58% and both pension funds continue with positive gains. He reminded everyone to shop locally and have a safe and happy holiday.
Building & Engineering Director – John Sauter said they met with the Meijer team last week to discuss the final inspection process. All of the major players were at the meeting and they have a pretty solid plan in place so they can hit their target open date, which is yet to be determined. He’s confident everything will go smoothly. He was at Menards before the meeting and they are reopened, but there is still work to be done. Hats off to the workforce and everybody involved for what they accomplished today. There is a section closed off, but they got it cleaned up and said none of the food products could be sold but they will work with the Health Department on that.
Director of Human and Administrative Resources (DHAR) – Maggie Peck said the City Holiday lunch will be Wednesday, December 18th. The second employee in Public Works started today so they are back at full staff.
City Engineer – Mark Bushnell said they received pre-final plans from Illinois Department of Transportation (IDOT) for their work on Il Route 23 and 64. This will extend on IL Route 23 from Genoa to IL Route 64 and then west on IL Route 64 through downtown to Sacramento Street. It will provide brand new asphalt through downtown, including the parking aisles which are the City’s responsibility. They are able to receive 50% federal funding so the City’s cost will be in the range of $35,000. They plan on bidding it in the spring with construction in the summer. They’ve also worked with IDOT to make sure it will not interfere with the car show, Pumpkin Fest, or any other activities.
Alderman Stowe asked about the fake bricks on the crosswalks.
Mark Bushnell said the best option reviewed was that IDOT is going to re-mill and repave them. The City will pay to have those re-stamped. We will be able to do the painting in-house saving a significant amount of money.
REPORTS OF STANDING COMMITTEES
Finance – Alan Bauer - no report
Public Safety – Pete Paulsen - no report – Pete said thank you to all the responders today for the fire at Menards.
Public Works – Chuck Stowe - no report
PUBLIC HEARINGS - None
ORDINANCES
A. Ordinance 2019.36—An Ordinance Levying Taxes for the Corporate Purposes of the City of Sycamore for the Fiscal Year Commencing May 1, 2020 and Ending April 30, 2021. Second Reading.
City Manager Brian Gregory said this is the third discussion for the Property Tax Levy. The proposed corporate levy of $4,269,635 includes a City levy of $3,111,974 and a Sycamore Public Library levy of $1,157,661. Assuming a city-wide EAV of $472,578,869 in 2019—an increase of over $26 million in the City’s collective real estate wealth from 2018—the proposed corporate levy should result in a tax rate of $.90348 per $100 EAV. This rate represents a 4.03% decrease from the 2018 rate.
MOTION
Alderperson Bauer moved to approve Ordinance 2019.36 and Alderperson Stowe seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Braser, Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 8-0.
B. Ordinance 2019.37—An Ordinance Abating the Debt Service Levy for the General Obligation Refunding Bond Issue Series 2012 for the City of Sycamore, DeKalb County, Illinois for Fiscal Year 2020-2021. Second Reading.
City Manager Brian Gregory said this ordinance deals with abating property tax levy for debt service. All of the debt service ($262,350) on the 2012 Refunding Bond series will be abated. This approach is consistent with the City policy of paying the greatest share of its annual general obligation bond debt service from general revenues other than property taxes. The attached ordinance will levy $262,350 and abate $262,350, so the extension will be $0.00.
MOTION
Alderperson Kramer moved to approve Ordinance 2019.37 and Alderperson Sherrod seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Braser, Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 8-0.
C. Ordinance 2019.38—An Ordinance Partially Abating the Debt Service Levy for the General Obligation Bond Issue Series 2017 Refunding Bond for the City of Sycamore, DeKalb County, Illinois for the Fiscal Year 2020-2021. Second Reading.
City Manager Brian Gregory said this is another good news ordinance. Back in the 1990’s the City levied $155,000 for debt service to be applied to the 1999, 2005 and 2007 bond funds. Both the 1999 and 2005 bonds have been retired and the 2007 series was refunded as part of the 2017 Refunding Bond, therefore the levy will be applied to the 2017 series. As a result, the total levy is $327,760 and $172,760 will be abated. He did note that this number is already included in the corporate levy so this is not “in addition to” it is just making it known.
MOTION
Alderperson Stowe moved to approve Ordinance 2019.38 and Alderperson Kramer seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Braser, Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 8-0.
D. Ordinance 2019.39—An Ordinance Approving a Request by James Mason, Owner of Mason Properties, for a Special Use Permit in Accordance with Article 4.3 of the City’s Unified Development Ordinance for a Planned Unit Development for Approximately 2.48 Acres Located at 711 South Main Street, in the City of Sycamore, Illinois (PIN number 06-32- 456-023). First and Second Reading.
City Manager Brian Gregory said this has been at the Planning & Zoning Commission three different times and gave background from the agenda for the St. Albans property that burned in July. The PUD framework includes:
Number of Units/Density: The initial concept plan assumed a site of 2.2-acres; however, the revised concept 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. that will be one-level American with Disabilities Act (ADA) accessible unit, otherwise the plan is in compliance with the UDO requirements.
Lot Coverage: 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.
Parking: The proposed plan meets 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.
Building B: As part of the PUD the petitioner will upgrade the fire alarm system in Building B. It enhances the existing building by adding heat and smoke detection in the hallways and common areas. Another safety enhancement 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.
He said this is pretty straight forward as the variance, through the PUD, is for that extra one-bedroom unit and in return, some improvements were made for Building B which helps those that currently live in that building. This comes from the Planning & Zoning Commission after a public hearing with a favorable recommendation by a vote of 7-0.
Alderman Braser asked when they planned on starting. Brian Gregory said spring of 2020.
Alderman Braser said that he is impressed and very happy that everyone involved and Planning & Zoning Commission was able to get this turned around and approved with all the ordinances in line in under five months. He said thank you.
Alderman Huseman said he is happy to see the improvements in the existing Building B and the willingness of the landowner in working together with the City.
MOTION
Alderperson Bauer moved to waive First Reading for Ordinance 2019.39 and Alderperson Braser seconded the motion.
VOICE VOTE
Mayor Lang called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 8-0.
MOTION
Alderperson Bauer moved to approve Ordinance 2019.39 and Alderperson Huseman seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Braser, Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 8-0.
Mayor Lang said that the Planning and Zoning Commission and Mr. Mason worked well together and was happy to see that kind of cooperation.
E. Ordinance 2019.40—An Ordinance Approving a Preliminary Plat and Plan and Final Plat and Plan of Phase Five of the Krpan’s Thanks America Commercial Division Subdivision in the City of Sycamore, Illinois. First and Second Reading.
City Manager Brian Gregory said this is another example of people working together and gave a brief background from the agenda. The City was approached by the Krpan family with a request to adjoin certain lots and subdivide the 35-acre parcel east of Dosen Drive to create a 10-acre lot (Lot 1) and a 25.86-acre lot (Lot 2). The Krpans have a buyer for Lot 1 which would be the site of a light manufacturing user that would likely begin construction in 2020. Typically, this type of request can be done administratively by the City’s Plat Officer, however, because the 35-acre parcel was never platted the Unified Development Ordinance (UDO) requires several steps be followed. These steps include an updated Concept Plan, Preliminary Plat and Final Plat for Phase Five of the Thanks America Commercial Subdivision. Since this property was not platted previously, the UDO looks at it similarly to a new development. Therefore, other applicable requirements of the UDO including engineering, a drain tile survey, existing sanitary & storm sewers, fire flows, drainage plans, proposed site grading, erosion control, dust control, location of all existing and proposed public sanitary sewer and structures, location of all existing and proposed public storm sewers and structures, culverts, drain tiles, etc. location of all public water mains, structural design of public roads, traffic study, and design of misc. items (parkway trees, street lights, sidewalks, bike paths, driveway approaches) will be deferred. The deferred items will be reviewed as part of the building permit issuance for Lot 1 and addressed at the time Lot 2 is subdivided in the future. The Krpan’s and team are present to answer any questions. This comes from the Planning and Zoning Commission with a favorable recommendation by a vote of 7-0.
MOTION
Alderperson Braser moved to waive First Reading for Ordinance 2019.40 and Alderperson Copple seconded the motion.
VOICE VOTE
Mayor Lang called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 8-0.
MOTION
Alderperson Braser moved to approve Ordinance 2019.40 and Alderperson Kramer seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Braser, Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 8-0.
F. Ordinance 2019.41—An Ordinance Amending Title 10 “Subdivision Regulations”, Chapter 3 “Design Standards”, Section 10-3-4, ‘Contribution of Cash in Lieu of Dedication of School Site’, of the City Code of the City of Sycamore, Illinois. First and Second Reading.
City Manager Brian Gregory the Mayor’s Ad Hoc Committee that last met three years ago, met this fall to consider connection and impact fees. How to value an acre of land was discussed three years ago where they used a smoothing technique that blends the fair market value looking back six years ago (15%), three years back (35%) and a current figure (50%). The revised school impact fee calculations are based on a weighted average of recent appraisals that defines $92,825 as the fair market value of an acre of land, replacing $99,375 which had been in the formula. The table below outlines the proposed fee updates (Effective January 1, 2020):
Current
| Per Unit | 2BR | 3BR | 4BR | 5BR |
| Detached SF | $607 | $2,453 | $4,167 | $3,210 |
| Attached SF | $572 | $1,107 | $2,215 | |
| Apartments | $593 | $1,599 |
| Per Unit | 2BR | 3BR | 4BR | 5BR |
| Detached SF | $567 | $2,291 | $3,892 | $2,998 |
| Attached SF | $535 | $1,034 | $2,069 | |
| Apartments | $554 | $1,494 |
Alderman Bauer said that in attending those meetings, creating that formula three years ago was probably one of the best things they did. This year they were able to take those values and plug them into the formulas and they made sense to everyone.
Mayor Lang said it is heartwarming to see the intergovernmental people working together for a common cause and everybody leaving happy.
MOTION
Alderperson Huseman moved to waive First Reading for Ordinance 2019.41 and Alderperson Stowe seconded the motion.
VOICE VOTE
Mayor Lang called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 8-0.
MOTION
Alderperson Huseman moved to approve Ordinance 2019.41 and Alderperson Kramer seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Braser, Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 8-0.
G. Ordinance 2019.42—An Ordinance Amending Title 10 “Subdivision Regulations”, Chapter 3 “Design Standards”, Section 10-3-5, ‘Contribution of Cash in Lieu of Dedication of Park Site’, in the City Code of the City of Sycamore, Illinois. First and Second Reading.
City Manager Brian Gregory said that the same is done in the Park value but the only difference is that the Park District has two different land values for an improved acre and an unimproved acre (flood plain or land unable to build upon. The revised calculations are based on a weighted average of recent appraisals that defines $92,825 as the fair market value of an acre of improved land and $18,453 for an acre of unimproved land. This equates to a Sycamore Park District impact fee factor of $502 per resident (((3.25 acres of neighborhood park space x $92,825 per acre of fully improved land) + (21.75 acres of community park space x $18,453 per acre of unimproved land x 50% to account for flood plain acres)) / 1,000 residents). This is a reduction from the current impact fee factor of $524 per resident.
The revised park district impact fee calculations are also updated using the fair market value of an acre of land as follows (Effective January 1, 2020):
Current: $524/unit
| Per Unit | 1BR | 2BR | 3BR | 4BR | 5BR |
| Detached SF | $1,100 | $1,100 | $1,399 | $1,698 | $2,075 |
| Attached SF | $524 | $917 | $1,341 | $1,195 | |
| MF/Apartment | $921 | $1,003 | $1,600 |
| Per Unit | 1BR | 2BR | 3BR | 4BR | 5BR |
| Detached SF | $1,054 | $1,054 | $1,340 | $1,626 | $1,988 |
| Attached SF | $502 | $879 | $1,285 | $1,145 | |
| MF/Apartment | $883 | $961 | $1,533 | $1,533 | $1,533 |
| Mobile Home | $1,004 | $1,004 | $1,606 | $1,606 | $1,606 |
MOTION
Alderperson Kramer moved to waive First Reading for Ordinance 2019.42 and Alderperson Braser seconded the motion.
VOICE VOTE
Mayor Lang called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 8-0.
MOTION
Alderperson Kramer moved to approve Ordinance 2019.42 and Alderperson Braser seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Braser, Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 8-0.
RESOLUTIONS
A. Resolution No. 807—A Resolution Authorizing the Mayor to Enter Into an Intergovernmental Agreement with the Sycamore Library Regarding an Illinois Department of Economic Opportunity Grant.
City Manager Brian Gregory said this is for an Intergovernmental Agreement with the Sycamore Public Library for the Illinois Department of Economic Opportunity (DCEO) grant funds for the replacement/repair of the windows in the Carnegie portion of the library. This establishes the roles in a formal understanding. As the applicant for the grant, the City is the “Grantee” and has executed the grant agreement (19-203215) with DCEO. This Intergovernmental Agreement outlines the Sycamore Library’s administrative and financial responsibilities as a “Sub-grantee” with the City. The Library will follow normal bidding procedures and make regular progress reports as required by the grant. City Council will need to award the contract for the services being rendered. The grant requires that the work be completed by June 30, 2020. He said that after the bids, the Library Board will make a recommendation to which the City Council will be asked to approve. Ultimately, when the work is complete, a grant close-out will come back to the Council. The grant is for $75,000 of the estimated $129,000 cost to repair the windows. They are looking forward to seeing this project come to fruition and preserving this piece of history in Sycamore.
MOTION
Alderperson Stowe moved to approve Resolution 807 and Alderperson Paulsen seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Braser, Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 8-0.
B. Resolution No. 808—A Resolution Authorizing the Mayor to Execute an Amended DeKalb County Enterprise Zone Intergovernmental Agreement.
City Manager Brian Gregory said on October 7th, the City Council approved some amendments and technical corrections to the DeKalb County Enterprise Zone Program that the City participates in with other municipalities. In addition to that the actual intergovernmental agreement (IGA) between those communities needs to be updated as well. While the action has already been taken on the qualifying changes, this is a companion of it authorizing the Mayor to execute the IGA as part of that.
Alderman Braser asked if the municipalities of Kirkland, Malta, Shabbona, and Lee have the opportunity to belong to this and don’t.
Brian Gregory said they do as the geography is DeKalb County. When it was first established, it was focused primarily on existing or near-future industrial and commercial areas. He added that communities can petition to be added to the Enterprise Zone but that every change is a complicated process and requires these types of actions.
MOTION
Alderperson Huseman moved to approve Resolution 808 and Alderperson Kramer seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Braser, Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 8-0.
CONSIDERATIONS
A. Consideration of a Public Works Department Recommendation to Purchase a Schwarze A9 Monsoon Sweeper from R.N.O.W. Inc in the amount of $248,822.65.
Director of Public Works Fred Busse said as way of background, they currently have two sweepers; a 1998 and a 2008 Elgin Pelican. This Schwarze AO Monsoon will replace the 2008 sweeper which has been shelved with mechanical problems since mid-summer, even though it has had a couple of rebuilds. This will also limit the service of the 2008 sweeper. He reviewed the sweeper technology, objectives, and features as listed in the agenda.
The Schwarze sweeper is available through Sourcewell and HGACBuy cooperative purchasing contracts and R.N.O.W. Inc. also submitted a dealer direct bid price as follows:
| Schwarze, A9 Monsoon - R.N.O.W. Inc. | $248,822.65 |
| Schwarze, A9 Monsoon - HGACBuy Contract | $250,200.00 |
| Schwarze, A9 Monsoon - Sourcewell Contract | $250,972.61 |
| TYMCO, Model 600 - HGACBuy Contract | $265,115.00 |
| TYMCO, Model 600 - Sourcewell Contract | $265,310.00 |
Alderperson Copple commended Fred on the thoroughness. Alderman Braser asked how they will get rid of the 1998 sweeper.
Fred Busse said they will put that on auction and that the engine may actually be worth more sold separately. They didn’t want it to effect the trade-in price so the companies could bid it out.
MOTION
Alderperson Stowe moved to approve the Consideration for $248,822.65 to R.N.O.W.Inc., and Alderperson Paulsen seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Braser, Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 8-0.
B. Consideration of the City of Sycamore’s Drug Free and Smoke Free Workplace Policy.
City Manager Brian Gregory said the City’s policy will be updated in regards to medical and recreational cannabis to prohibit employees from possessing, using or being under the influence of cannabis at workplace.
MOTION
Alderperson Braser motioned to the Consideration to update the City’s Drug Free and Smoke Free Workplace Policy and Alderperson Kramer seconded the motion.
VOICE VOTE
Mayor Lang called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 8-0.
OTHER NEW BUSINESS APPOINTMENTS
ADJOURNMENT
MOTION
Alderperson Stowe moved to adjourn the meeting at 8:01 p.m. and Alderperson Paulsen seconded the motion.
VOICE VOTE
Mayor Lang called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 8-0.
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