DeKalb Times

City of Sycamore City Council met Jan. 6.

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: Nancy Copple, Josh Huseman, Pete Paulsen, Virginia Sherrod, Chuck Stowe, Alan Bauer, and Steve Braser. Alderman Rick Kramer was absent. City Attorney Keith Foster was also present.

INVOCATION – Pastor William Mills, Bethel Assembly of God, gave the invocation. 

PLEDGE OF ALLEGIANCE - Led by Alderman Josh Huseman

APPROVAL OF AGENDA

MOTION

Alderperson Braser motioned to approve the agenda and Alderperson Sherrod seconded the motion. 

VOICE VOTE

Mayor Lang called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 7-0.

AUDIENCE TO VISITORS

APPOINTMENTS

A. Appointment of David Stouffer to the City’s Fire and Police Commission. 

B. Appointment of Eamon Verdone to Library Board.

C. Appointment of Ron Cerutti to Architectural Review Committee.

MOTION

Alderperson Stowe motioned to approve the appointments 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 7-0.

CONSENT AGENDA

A. Approval of the Minutes for the Regular City Council Meeting of December 16, 2019. 

B. Payment of the Bills for January 6, 2020 in the amount of $1,662,075.21.

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 Copple, Huseman, Paulsen, Sherrod, Stowe, Bauer, and Braser voted aye. Motion carried 7-0.

PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS

Alderperson Copple announced the birth of her grandson Henry Dean Copple.

REPORT OF OFFICERS

City Manager – Brian Gregory asked the press to help let citizens know that if they are interested in serving on any committees to contact the Mayor as he keeps a list of those that are interested. With no agenda items, he said there will not be a Planning & Zoning Meeting in January. As the City observes Martin Luther King Jr’s birthday on Monday the 20th, the next City Council meeting will be on Tuesday, January 21st where the FY21 budget process will start. The budget will be reviewed over the next meetings but looks like the City is in a pretty solid position. With the New Year, he will keep talking about the new model for the Census 2020, which is a postcard announcing an online survey. It’s important that everyone is counted for representation and also for the City’s share of revenue that comes from the State of Illinois. They will start to launch the Comprehensive Plan for 2020. He encouraged the Council, Staff, and the community to participate in this process.

Police Chief – Jim Winters said that two new officers were sworn in on Friday and then started the 14-week police academy training in Springfield, yesterday. Upon graduation from the academy, they will undergo a 14-week field training program with various certified training officers. He thanked Maggie Peck, who managed the process from the Police & Fire Commission, sitting in on many interviews and attending multiple meetings, to the detectives that worked on the multiple and comprehensive background investigations in a very compressed timeline from mid-November to the Jan 5th allowing the start date for these officers.

Fire Chief – Pete Polarek said for the Red Wreath program, there were no holiday related incidents but that business remained steady. During the program from Thanksgiving Day to January 2nd, they saw 235 requests for service, 181 emergency medical services, 22 motor vehicle accidents, and 32 non-fire type activity calls.

Director of Public Works – Fred Busse gave an update on the status of the repairs for Well #6. Although, they planned on having the repairs completed by the end of the year, the bowl assembly will be shipping by the end of the week. It should be put back into place during the week of January 22nd. They anticipate having the well back online in the beginning of February. On February 10th, Well #10 will be taken off line to do the media exchange with WRT.

Treasurer/Asst. to the City Manager – Adam Orton said the Finance Department is busy with end of the year tasks and all the tax documents which will be mailed out by the end of the month.

Building & Engineering Director – John Sauter said they’re reviewing plans for an incubator kitchen that will be located at the former Forge location on Airport Road. This will be a sort of community kitchen where people can utilize a commercial grade kitchen for cooking purposes. They will also offer educational opportunities. He reported that they finished the year with 39 single family permit, which is 14 less than last year. He thinks the weather impacted construction and said hopefully next year will be better for everyone and they will see that number increase.

City Engineer – Mark Bushnell said with the warm weather around Christmas, the concrete mud-jacking contractor was able to complete work in the Fox Pointe Subdivision. This is a process that costs a fraction of the cost of removal and replacement. Final comments on the Water Master Plan were returned to the consultant and the report should be wrapped up next week.

Director of Human and Administrative Resources (DHAR) – Maggie Peck gave a synopsis of the City’s Give Back Campaign that included partnerships with the Spartan Food Pantry, Meals on Wheels, Salem Lutheran Food Pantry, Pay-it- Forward House, Feed My Starving Children, Toys for Tots, and Sycamore United Methodist Church Food Pantry. The campaign also included City Clean-up Day and Kids Work Day.

REPORTS OF STANDING COMMITTEES

Finance – Alan Bauer - no report

Public Safety – Pete Paulsen - no report Public Works – Chuck Stowe - no report

PUBLIC HEARINGS - None

ORDINANCES

A. Ordinance No. 2019.43—An Ordinance Amending Title 6, “Motor Vehicles and Traffic,” Chapter 4, “Traffic Schedules,” Section 2, “Three-Way Stop Intersections,” in the City Code of the City of Sycamore, Illinois. First and Second Reading.

City Manager Brian Gregory said this is for out in Fowler Farms and would codify, in the code, a three-way stop at the intersection of Motel Road and West Motel Road.

MOTION

Alderperson Braser motioned to waive First Reading of Ordinance 2019.43 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 7-0.

MOTION

Alderperson Braser moved to approve Ordinance 2019.43 and Alderperson Copple seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to approve the motion. Alderpersons Copple, Huseman, Paulsen, Sherrod, Stowe, Bauer, and Braser voted aye. Motion carried 7-0.

RESOLUTIONS

A. Resolution No. 809—A Resolution Authorizing the City Manager to Designate 2020 Freedom of Information Act Officers and the Open Meetings Act Officer Pursuant to the Freedom of Information Act and Open Meetings Act of the State of Illinois.

City Manager Brian Gregory recommends, as the law requires, the designation of the following officers for 2020:

• Mary Kalk, City-wide FOIA Officer;

• Adam Orton, City-wide FOIA Officer;

• Mary Banasiak, Police Department FOIA Officer;

• Kevin Buick, Open Meetings Act Officer.

MOTION

Alderperson Huseman moved to approve Resolution 809 and Alderperson Paulsen seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to approve the motion. Alderpersons Copple, Huseman, Paulsen, Sherrod, Stowe, Bauer, and Braser voted aye. Motion carried 7-0.

CONSIDERATIONS

A. Consideration of an Administration Recommendation Regarding Change Order #1 for the Wastewater Treatment Facilities Improvements in the Amount of $54,381.10.

City Manager Brian Gregory said they are a little over halfway through the Waste Water Treatment Plant (WWTP) project. To date, the project has gone relatively smooth with minimal change orders. He explained, as with any large project, they anticipate some change orders and additional costs and some credits. This consideration includes the following four changes;

1. Additional grounding rod and cable for the Sequencing Batch Reactor Tank and Building in the amount of $2,870.28 with no additional construction time.

2. Increased thickness of precast concrete blanks to accommodate blower equipment loading in the amount of $5,922.63 with no additional construction time.

3. Modifications to structure steel for stairs at the Sequencing Batch Reactor Tank and Building totaling $7,930.76 with no additional construction time.

4. Modifications to the siding from a vinyl material to a 24 gauge commercial grade siding consistent with the existing buildings in the amount of $37,657.43. No additional construction time requested.

He said that these are all material costs and that there is no additional construction time. He noted that on the fourth change, had the specifications called for the 24 gauge steel versus vinyl, it would have cost the City a similar amount. When they look at durability of product, it makes sense to use this 24 gauge steel siding. Tim Bronn of McMahon & Associates, who is present and City Engineer Mark Bushnell and Public Works Director Fred Busse have been reactive in working through this project. He said while $54,000 seems like, and is, a significant amount of money, for the size and scope of the project, it’s relatively small when you compare it to a percentage of the project.

Tim Bronn interjected that it is less than one half of one percent.

Alderperson Copple asked if the other bidders recommend the commercial grade siding.

Timothy Bronn, W9120 Ripley Road, Cambridge WI, said when they started this project, they were very concerned about budget. During the course of design, they looked for places where they could reasonably cut costs and took advantage of each one that they could. They had 18-20 alternates to allow them to choose equipment and options to get the budget for this down to where it was tolerable for the City and the rate payers. One of the options was the lighter gauge siding instead of the commercial gauge steel siding, but the pricing they got on the job put the estimate at over $25 million. They came in well under the estimate and so thought this additional $37,000 was well worth it for the long term durability of the plant.

Alderman Braser asked why it wasn’t it in the initial bid.

Tim Bronn said they specified the lighter gauge material in order to keep the budget under control and then an alternate for the heavier gauge material was presented by the contractor which, in turn, was presented to the City staff who determined that it was in the City’s best interest.

Alderman Braser asked again why it wasn’t in the initial bid and if they were trying to cut costs to get the bid. Tim Bronn said they are the engineers and so they didn’t bid the job.

Alderman Braser said ok, but he doesn’t understand that because the $40,000 you are asking for “is a paid position in this town” so it’s not a minute part of the deal.

Tim Bronn said that he understands that.

City Engineer Mark Bushnell said the original concern was getting the project done within the City’s budgetary restraints. The tariffs were going on at that time and they actually delayed construction for six months. With all the alternates, they wanted to make sure they had the opportunity to complete the project within the budget. They had six bids that that came in well less than anticipated. The vinyl siding was an alternative but isn’t what is on all the other buildings. So this change would be designed more consistent with the City’s existing buildings. The change and other alternates were made strictly as a way to get to the budget number if they ended up getting bids like they originally feared they would get.

Alderperson Copple asked what the original budget number was.

Tim Bronn said it was $25,950,000.

City Manager Brian Gregory said the initial estimate was $25.3 million. There were a few modifications made to the plans and it looked like it was going to be about $25.9 million but then it came in at $19.9 million He asked everyone to remember that the biggest fear was the tariffs on steel. When they were looking at the plans, vinyl is vinyl and steel siding was an unknown if they would pay a fair price for steel or an out-of-line price.

Tim Bronn said he wanted to make clear that the City didn’t pay for the vinyl and then pay for the steel. You are only paying the incremental cost between the vinyl and steel cost.

Alderwoman Copple asked Fred Busse what he thought.

Director of Public Works Fred Busse said they were the ones that supported the steel siding. With this climate, there could be cracking with the vinyl. The steel siding was a preferred material for durability but due to the fact of trying to save some costs, the vinyl was put in there. Everybody bid with the vinyl option though.

Alderman Huseman said this makes complete sense and he will support it but asked if there are other opportunities to do similar things where the Council should be aware of other change orders.

Tim Bronn said they have a construction meeting every two weeks with Mark Bushnell, Fred Busse, Matt Anderson, and the contractors to review the work and any options that are available which are discussed and then sent to Brian Gregory.

Fred Busse said he thinks any surprises have been uncovered by the general contractor, Leander.

Tim Bronn said they are almost completely out of the ground meaning that almost all the buried infrastructure is complete at this time which is typically where the bigger surprises come.

City Manager Brian Gregory said to answer Alderman Huseman’s question, yes, it’s always something they are looking at but could also be a way to save too.

Tim Bronn said the City has a good contractor, a good quality project, and a good deal.

Brian Gregory said the City has the budget and pointed out that after they received those favorable bids, the Council took action to reduce sewer rates back to the residents, which rarely happens but because they got favorable numbers, they were able to reduce the rates.

Alderman Bauer said that he sees this list as two separate things. He asked if the upgrading in the siding is consciously making a decision on something better than the specifications were originally set at. The other three items seems that they were miscalculations in engineering, for example, thicker concrete is needed now as it wasn’t figured how much weight was going to be on those precast units. For the additional grounding and the structured steel for the stairway, it sounds like the design was less than adequate and now they have to compensate for it. It just seems that the first three items are miscalculations and the fourth one is for fancier siding.

Tim Bronn said that no set of plans is perfect. He said they are human beings and this is an extremely complicated project. They did miss putting a ground rod in one location and unfortunately they had to run 300 feet of wire because there is a construction joint in the middle of the large tanks. They were grounded to one side but not the other so that is where the grounding came in. The precast concrete was adequate for the blower weight but they have 16 inch penetrations in the precast. The precast manufacturer ran calculations with those penetrations and because of the size of the penetration, they had to be increased from an eight inch plank to a 12 inch plank. They didn’t know that those penetrations were going to effect the strength like that. They always have the precast manufacture check the structural calculations. The structural steel change was because someone was going to hit their head so they did a little reconfiguration.

MOTION

Alderperson Huseman moved to approve the Consideration for change order #1 for $54,381.10 and Alderperson Paulsen seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to approve the motion. Alderpersons Copple, Huseman, Paulsen, Sherrod, Stowe, Bauer, and Braser voted aye. Motion carried 7-0.

OTHER NEW BUSINESS

ADJOURNMENT

MOTION

Alderperson Stowe moved to adjourn the meeting at 7:44 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 7-0.

https://cityofsycamore.com/wp-content/uploads/2020/01/cc20200106mins.pdf