City of Sycamore City Council met May 4.
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, Rick Kramer, Pete Paulsen, Chuck Stowe, Alan Bauer, and Steve Braser. Alderperson Virginia Sherrod was absent. City Attorney Keith Foster was also present.
INVOCATION- Led by Mayor Lang
PLEDGE OF ALLEGIANCE – Led by City Clerk Mary Kalk
APPROVAL OF AGENDA
MOTION
Alderperson Braser motioned to approve the agenda 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 7-0.
AUDIENCE TO VISITORS via email - None
CONSENT AGENDA
A. Approval of the Minutes for the Regular City Council Meeting of April 20, 2020. B. Payment of the Bills for May 4, 2020 in the amount of $1,751,819.90.
C. Receipt and File of the Fire and Police Commission Annual Report.
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, Kramer, Paulsen, Stowe, Bauer, and Braser voted aye. Motion carried 7-0.
PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS
A. A Proclamation Declaring May 3rd through May 9th, 2020 as Public Service Recognition Week in the City of Sycamore, Illinois.
B. A Proclamation Encouraging Resident Safety and Precaution with COVID-19.
C. A Proclamation Declaring May 10 through May 16, 2020 as Police Week in the City of Sycamore, Illinois.
REPORT OF OFFICERS
City Manager – Brian Gregory said as the country moves through the COVID-19 crisis, he wants to say thanks to our healthcare workers, our city employees, our first responders, and all the essential workers that are keeping things moving forward. As Governor Pritzker issued an extension on the stay-at-home order through the end of May, non-essential businesses were allowed to be open for delivery, carry-out, or curbside pick-up. We are seeing many businesses doing that in a safe way following the guidelines of the Centers for Disease Control (CDC). He encouraged everyone to support all of our local businesses by buying gift cards. He are gathering information for what the fiscal impact will be on the city’s budget. As they move forward, they will continue to gather information and put together contingency plans for adjustments that need to be made depending on the impact that COVID-19 has. He reported that the Harvestore Square project is under way as work started last week and will continue through this week. Julie Rhodes, the city’s longest serving employee, announced her retirement on Friday. She has been with the city for 38 years and they appreciate all of her years of service. Finally, he said that there are three businesses represented for the Downstate Small Business Stabilization Grant program that will be discussed later in the meeting. He recognized and thanked City Treasurer Adam Orton for his efforts and for coordinating that program with the businesses and working with the State to make an application that hopefully gets funded by the State’s program.
Police Chief – Jim Winters said thank you for the proclamation honoring fallen officers. So far this year, 42 officers have County law enforcement memorial ceremony, established and organized by our own Detective Ryan Hooper, will not happen this year, he asked everyone to please keep those fallen officers and their families in their thoughts and prayers on May 15th which is National Peace Officers Memorial Day. He also said that about two weeks ago, there were several car burglaries and some ensuing arrests in the southeast part of the city. It was a Ring doorbell alert after midnight that led a resident to notify police. Once notified, officers responded and began searching the area. They eventually located and arrested 4 individuals for a burglary to motor vehicle and a stolen car was recovered. This is a good example of a citizen notifying the police when something is amiss and of the leveraging of technology to assist police in chasing down someone committing a crime. With this partnership with Ring, a resident can provide the Police Department a video or the police can submit a video request through the Neighbors Program asking residents to assist an investigation by voluntarily sharing videos. Users can ignore the request and also change their privacy settings to avoid receiving future requests. Public safety cannot see which users, if any, receive a request unless the user chooses to share video in response. He said it’s a really good partnership to further their crime prevention.
Fire Chief – Pete Polarek said he will defer his comments to the agenda item.
Director of Public Works – Fred Busse said he will defer his comments to the agenda items.
Building & Engineering Director – John Sauter said they are at 11 singles family permits as of the end of April. Last year at this time they had issued 13. Work has begun on the new Jiffy Lube out at the Meijer site and the Ignatius Press and NICOR projects will likely break ground in the near future. He said they should be pretty busy on the commercial side of things this summer and fall. Everything is status quo with the Community Development Department.
Director of Human and Administrative Resources (DHAR) – Maggie Peck said the Request for Proposal for medical and ancillary products is due Friday, May 8th of which she hopes to share the results at the next council meeting. With Public Service Recognition Week, she said thank you, publically, to all the employees for everything they do, their dedication, and hard work. Unfortunately, the annual employee recognition cook out is cancelled this year. She gave additional thank-you’ s to Public Works, Justin Fleetwood and Finance Office, Julie Rhodes for the work on the City Hall window display of recognition of front-line workers. Additionally, she thanked Kurt Sanderson who planted a tree on South Main Street for Arbor Day where she, the City Manager, Fred Busse, and Alderman Pete Paulsen were present.
Treasurer/Asst. to the City Manager – Adam Orton said as they are starting to close the fiscal year, the auditors were scheduled to be here on May 19th, however, with the COVID-19 shelter-in order, they are working on alternative means. They are, however, scheduled to be on-site for full field work in July. Regarding the restoration of the windows at the library, Director Monica Dombrowski reported back to him that with the library closed, it has actually made it easier for the contractors to do their work. They are on schedule to be completed by June 1st. Lastly, he said that Julie Rhodes, who announced her retirement, has been a staple in the City of Sycamore and the Finance Office for many years. He wished her well and said they will miss her, but they are very happy for her.
City Engineer – Mark Bushnell said the MFT Project is out to bid using the new bidding website. Also, some good news is that Illinois Department of Transportation (IDOT) has issued a notice regarding the REBUILD Illinois Capital Program. In addition to our MFT funds, Sycamore will receive six grant payment over the next three years. Each payment is $192,428.51 totaling $1,154,571.06. The City is encouraged to use the payments within one year of receipt, but the funds can be accumulated as long as they are all spent by July 1, 2025. He said that they will work to determine which of the existing projects are eligible, as the projects must be bondable and have a useful life of over 13 years. This will primarily include roadway reconstruction. Regardless of the constraint, this is good news.
PUBLIC HEARINGS
A. Public Hearing on Applications to the Downstate Small Business Stabilization Program.
City Manager Brian Gregory said there are certain formalities that need to be filled per the grant requirements. The Downstate Small Business Stabilization Program is a program that makes 60 days of working capital available to businesses that meet certain criteria. There is $20,000,000 in funding that is based on a first come, first serve basis for those businesses that are eligible. He said that any business can apply. It requires the City to submit the application, have a public hearing, and submit certified public hearing minutes. There are three applications, which are Knodle’s Appliance Service Co. Inc., Professional Services in Health Psychology, Ltd., and Diamond Tour Golf Wholesalers Inc. There is information that is required to be shared. In order to not to forget any point, he read the following:
The City is applying to the State of Illinois’ Department of Commerce and Economic Opportunity Downstate Small Business Stabilization Program on behalf of several local business. The Illinois Department of Commerce and Economic Opportunity (DCEO) administers the state’s federal Community Development Block Grant Program (CDBG). One component of the CDBG program is the Downstate Small Business Stabilization Program.
One of the grant program’s requirements is this public hearing, which includes a public notice in the local paper as well as a list of those in attendance at the public hearing. Additionally, the agenda also includes resolutions of support and participation agreements for each benefiting business.
The Downstate Small Business Stabilization Program has $20,000,000 available for working capital funds to a community’s businesses that have been economically impacted by the COVID-19 virus. The program makes funds available for 60 days of verifiable working capital up to a grant ceiling of $25,000. This program is primarily geared toward businesses classified by the State of Illinois as “non-essential businesses” without the ability to work remotely. These businesses also must have been in operation by the same owner for the past three years, have more than one but less than 50 employees, and be able to demonstrate the need for the assistance. Additional eligibility criteria apply.
The City is applying for grant funds through CDBG Downstate Small Business Stabilization Program to be used to provide working capital for the operating needs and benefit of the following businesses:
1.) Knodles Appliance Service Company Inc. located at 117 S. California Street. The grant request for this business for 60 days of working capital has been determined to be $25,000.
2.) Professional Services in Health Psychology, Ltd. located at 1625 Bethany Road. The grant request for this business for 60 days of working capital has been determined to be $25,000.
3.) Diamond Tour Golf Wholesalers Inc. located at 202 Lucas Street. The grant request for this business for 60 days of working capital has been determined to be $25,000.
These funds will address urgent needs of the businesses due to the COVID-19 emergency. In order to receive these grant funds, the businesses cannot declare bankruptcy and they must re-open within one year. If they fail to meet these performance standards, they may be in default of the terms of the participation agreement.
The CDBG grant is funded by the federal government and is administered by the State of Illinois. The State allocates the funds to various local government units through a competitive application process. For the Downstate Small Business Stabilization Program, applications will be accepted until the grant funds are exhausted.
A copy of each grant application is on file at the City of Sycamore, 308 West State Street, Sycamore, Illinois and may be obtained by emailing Adam Orton at aorton@cityofsycamore.com.
The Community Development Block Grant Program (CDBG) requires this public hearing to include the City’s short- and long- term housing and community development needs and activities. The City’s planning goals as described in the Comprehensive Plan are as follows:
1.) Preserve a small town identity while promoting expansion of the tax base and community-oriented services and jobs;
2.) Maintain a primarily single family character of the community’s housing stock, but evaluate the potential to introduce more diversity in housing options in order to attract a variety of residents;
3.) Promote community-oriented commercial retail and service outlets;
4.) Retain Sycamore’s quality industrial firms and diversify the community’s industrial base by attracting new industry to Sycamore;
5.) Enhance the vitality and sustainability of the downtown in terms of aesthetics and commercial activity;
6.) Enhance the local economic climate to ensure that Sycamore is a desirable community in which to live, work, and conduct business;
7.) Provide exemplary, efficient, and cost effective public services and facilities to maintain and enhance the health, safety, and welfare of Sycamore residents;
8.) Preserve the natural environment as much as reasonably possible during the planning and development of urban land uses and infrastructure;
9.) Reinvigorate the transportation system through a capital program that measures success in terms of traditional transportation objectives such as uncongested traffic flow as well as contemporary aspirations for aesthetically pleasing and pedestrian-friendly rights-of-way.
And finally, as also required by the grant, it needs to be noted that the City does have a Fair Housing Ordinance.
He turned the meeting back over to the Mayor to open the floor up for any questions or comments from the audience. He said that the discussion should be focused on one business at a time in the order listed. There are representatives from each of the applying companies that are on the zoom meeting tonight to answer any questions.
Mayor Lang opened the public hearing for the Downstate Small Business Stabilization Program at 7:26 p.m. to anyone who wanted to address the Council. Hearing no comments or any signs that anyone wanted to speak, he closed the public hearing for this item at 7:27 p.m.
ORDINANCES
A. Ordinance 2020.01—An Ordinance Approving a Request by James Mason, Owner of Mason Properties, for an Amendment to a Special Use Permit for a Planned Unit Development for Approximately 2.48 Acres Located at 711 South Main Street, Sycamore, Illinois in accordance with Article 4.3 of the City’s Unified Development Ordinance (PIN number 06-32-456-023). First and Second Reading.
City Manager Brian Gregory said this ordinance pertains to an amendment to the Special Use for a Planned Unit Development (PUD) to the St. Albans redevelopment and reviewed the background as per the agenda. As density was the most focused-on aspect, he noted that this revised plan takes the density down.
A summary of the previously approved PUD and the proposed amended PUD details are outlined in the table below:
| Item | Required per UDO | Previously Approved PUD | Proposed Amended PUD | Net Change |
| Density (sq. ft.) | 3800 2-bedroom unit | N/A (Previously 3- bedroom) | 3958 per 2- bedroom unit | +158 above UDO |
| Lot Coverage | 75% max. | 70% | 77.4% | -2.4% per UDO |
| Building Setback - South | 30’ | 30’ | 25’ | -5’ per previous approval |
| Building Setback - West | 30’ | 57’ | 53.49’ | +23.49 above UDO |
| Aisle / Parking Setbacks | 12’ (West) | 10’ (West) | 10’ (West) | -2’ as per UDO |
| Parking Spaces | 2.75 spaces per unit = 77 | 85 | 69 | -8 spaces per UDO |
Previously Approved PUD: The plan indicates a subdivided “Lot Two” that is 2.48 acres or 107,930 sq. ft. The remaining 2.60-acres of the property become “Lot One” and is the site of Building B, the remaining apartment complex. With 4,000 square feet required per three-bedroom unit, a total of 26.98 units could be built without a PUD. The proposed plan would allow for 27 three-bedroom units and 1 one-bedroom ADA accessible unit. This brings the total number of bedrooms proposed to 82, matching the number that was in the building that was destroyed.
Proposed Amended PUD: The UDO calls for 3,800 sq. ft. per two-bedroom unit. The amended plan proposes 28 two- bedroom units, which amounts to 3,855 sq. ft. per unit. From a density standpoint the plan complies with the UDO and would not require a variance.
Lot Coverage:
Previously Approved PUD: Significant discussion focused on lot coverage during the workshop in September. The proposed plan for Lot 2 includes 70% lot coverage (Lot Coverage: shall mean the percentage of a zoning lot occupied by buildings, including accessory buildings and structures, driveways, sidewalks, decks, and patios) which is below the 75% maximum.
Proposed Amended PUD: The proposed plan, while less dense has more lot coverage at 77.4%. A portion of the lot coverage increase is attributed to wider aisles and a shifting of the building layouts to accommodate the turning movements of emergency vehicles. These modifications to the turning aisle widths were requested by staff as part of the PUD plan.
Setbacks:
Previously Approved PUD: The original plan called for 30 feet of setback from the property line on the south and 57 feet to the west. The UDO requires 30 feet of setback in both directions.
Proposed Amended PUD: The amended plan has 53.49 feet of setback on the west and 25 feet to the south. This would require a variance as part of the PUD as the setback is 5 feet less than standard requirements. Aisle and parking lane setbacks were 10 feet in the previously approved PUD and would be the same in the amended PUD. Both are 2 feet less than the UDO standard.
Parking:
Previously Approved PUD: The original plan exceeded the requirement of 77 parking spaces for Lot 2 as 85 are provided (2 within each unit and 29 existing spaces). As part of the PUD an additional 22 parking spaces (includes two ADA stalls) are being constructed on Lot 1 to bring the parking for Building B into better conformance.
Proposed Amended PUD: Parking spaces on the newly created lot total 69 spaces, which are 8 less than what is required in the UDO. The majority of the spaces accounted for in the original plan were garage spaces, while these 69 spaces will be outside and available to residents and visitors. The new 22 spaces are still being created on Lot 1 and will serve both the existing building and the proposed development.
Building B:
Previously Approved PUD: As part of the PUD the petitioner will upgrade the fire alarm system in Building B. While the current manual system is operable, it is older technology than the system that was in Building A when the fire started in July. The new system likely played a role in ensuring that the residents were able to safely exit the building. This is an important component of the PUD as it enhances the existing building by adding heat and smoke detection in the hallways and common areas.
Another safety enhancement Mr. Mason is making is the installation of draft-stopping in the attic of Building B. This is another preventative measure that would significantly slow the spread of a fire event in the attic.
Proposed Amended PUD: These improvements will be made as part of the amended PUD.
He said that they worked with the developer on the parking isles and the size of the turning radius for emergency vehicles and the developer worked to meet these requirements but it bumped the lot coverage up from a standard 75% to 77.4%, however, staff wanted to see those isle widths widened. They also asked to have the parallel parking spaces be replaced with angled parking which added more parking spaces and was aesthetically more pleasing. The City Engineer made a recommendation at the Planning & Zoning Commission (PZA) meeting to move the ADA (Americans with Disabilities Act) stalls be moved to the middle so the lanes on each side are open to allow for more room for a delivery. The PZC heard this and looked at the elevation, site, and interior plans as in the agenda. There were recommendations on aesthetics asking the petitioner to use as many different materials and facades to make it as interesting as possible. The code doesn’t require a certain look or feel, however, Jim Mason has assured the city he will make it look interesting and aesthetically pleasing. Based on that, after the public hearing was conducted, the commission forwarded a favorable recommendation by a vote of 12-0 and staff supports the recommendation.
MOTION
Alderperson Kramer motioned to waive First Reading of Ordinance 2020.01 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 Kramer motioned to adopt Ordinance 2020.01 and Alderperson Stowe seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Copple, Huseman, Kramer, Paulsen, Stowe, Bauer, and Braser voted aye. Motion carried 7-0.
RESOLUTIONS
A. Resolution No. 823—A Resolution of Support for the City of Sycamore’s Application to the Downstate Small Business Stabilization Program for the Benefit of Knodles Appliance Service Co. Inc.
City Manager Brian Gregory said this is a requirement of the program as the City is a co-applicant with the business. There is a lot of work that goes into these applications by both the city and the businesses but, this is a really well-intended program and he hopes that the Sycamore businesses are able to benefit from it. He applauded everyone’s efforts in following along the many moving pieces of this program. He encourages other businesses who are looking for help and may be eligible to call the city. He said that our businesses are not only a huge part of the local economy but are really a part of our local identity in providing the unique character that Sycamore has. He recommends approval for Resolutions 823, 824, and 825 for Knodle’s Appliance Service, Professional Services in Health Psychology, and Diamond Tour Golf Wholesalers.
Alderman Huseman asked if there is a deadline for businesses to apply and if we have a pipeline of other businesses that are in the process of applying.
City Manager Brian Gregory said the deadline is when the $20,000 funds are exhausted, but communities that receive block grants are ineligible so are hopeful that those funds will be available for a period of time. He said at this time, it is his understanding that these are the only three applications that have been submitted to the city. If others are interested, they are happy to work with them.
MOTION
Alderperson Huseman motioned to approve Resolution 823 and Alderperson Kramer seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Copple, Huseman, Kramer, Paulsen, Stowe, Bauer, and Braser voted aye. Motion carried 7-0.
B. Resolution No. 824—A Resolution of Support for the City of Sycamore’s Application to the Downstate Small Business Stabilization Program for the Benefit of Professional Services in Health Psychology, Ltd.
MOTION
Alderperson Huseman motioned to approve Resolution 824 and Alderperson Kramer seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Copple, Huseman, Kramer, Paulsen, Stowe, Bauer, and Braser voted aye. Motion carried 7-0.
C. Resolution No. 825—A Resolution of Support for the City of Sycamore’s Application to the Downstate Small Business Stabilization Program for the Benefit of Diamond Tour Golf Wholesalers Inc.
MOTION
Alderperson Huseman motioned to approve Resolution 825 and Alderperson Stowe seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Copple, Huseman, Kramer, Paulsen, Stowe, Bauer, and Braser voted aye. Motion carried 7-0.
Mayor Lang said they are excited to help these businesses and anxious to see what happens for everybody.
NOTE: Alderperson Sherrod connected at 7:50 p.m. NOTE: Alderperson Kramer got disconnected at 7:55 p.m.
D. Resolution No. 826—A Resolution Authorizing the Aggregation of Electrical Load and Executing an Agreement for Electric Supply.
City Manager Brian Gregory said this is a unique opportunity and that David Hoover from NIMEC is present to answer any questions. He gave the background from the agenda how the program started in 2012 and how throughout those first two years, participating households saved an average of $300 in electric supply costs, for a cumulative City-wide savings of over $1,500,000. In May 2018, the Council entered into agreement with MC Squared to achieve a small level of savings for Sycamore residents. Later that year, the ComEd benchmark rate dropped below the aggregation program. The City worked with NIMEC and MC Squared to match the program to the benchmark rate. Some residents were moved back to ComEd while others remained with MC Squared as their supplier. All residents have paid the same rate and are billed from ComEd. ComEd’s pricing is estimated to be 6.84¢ kWh +/- 0.5¢ Purchased Electricity Adjustment (PEA) from June through May.
When looking at current pricing the lowest rates quoted were slightly below the middle of the range at 6.732¢ kWh. These options suggest very little savings opportunities with significant risk that residents would pay more than the benchmark, depending on PEA.
While the aggregation program will not generate a savings to our residents, there are suppliers that are interested in taking on part of the City’s load. These suppliers would match the ComEd rate and PEA and share a portion of their profits through a “civic contribution program” with the City.
How does it work?
• Every electric account establishes unique usage consumption patterns. Factors such as volume, time of day, single family vs. multi-family, and usage during ComEd peak periods combine to create a complex power usage profile.
• The cost of producing electricity is highly variable. Generators are required, by law, to ensure it is perpetually available in full, and on demand.
• Therefore, suppliers analyze that variable cost to serve each account and price each account’s individual cost to serve.
All residents continue to be billed by ComEd. All residents pay the same ComEd default rate. As with standard Municipal Aggregation, any resident may choose to opt out and there are no added fees or early termination fees. The program is zero additional cost, and NIMEC’s services are zero cost to the community. He said residents can go to www.pluginillinois.org to compare rates or seek an alternative supplier on their own. He encouraged residents to be careful as there are sometimes early termination fees, fixed flat fees, or teaser rates.
The table below outlines the suppliers and annual civic contributions offered to the City as part of the program
| Supplier | Rate | Annual Civic Contribution |
| MC Squared | Exactly the Same as ComEd | $60,000 |
| Eligo | Exactly the Same as ComEd | $96,980 |
Dave Hoover, NIMEC, clarified that the civic contribution is an annual amount. So, if the Council selected the company with the $97,980 civic contribution, that would be paid each year of the program. He said that they have worked with Eligo four times including in Arlington Heights and in Aurora.
Alderman Huseman asked to confirm that over two years in 2012-2014 that our residents have saved $1.5 Million in their utility bills.
City Manager Brian Gregory said yes, over those first two years when the program as initially implemented. Since that time, there really hasn’t been a savings. They tried two years ago to lock in a small savings, but with that PEA and some changes in ComEd pricing, the city was in a position where they could have been upside down, but were able to work that out with MC Squared. At that time, there was no civil contribution as this is a new element. He gave Dave Hoover a lot of credit as the City has worked with him for about 20 years.
MOTION
Alderperson Stowe motioned to approve Resolution 826 awarding the contract to Eligo for three years and Alderperson Huseman 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.
E. Resolution No. 827—A Resolution of the Corporate Authority Relating to the Adoption of a Change to RHFP Post- Retirement Healthcare Funding Plan and the IPPFA 457(B) Plan.
City Manager Brian Gregory said that this is an administrative item that is supported by all the information in the agenda background that deals with the trust for the Voluntary Employees Beneficiary Association Plan (VEBA), a post-retirement healthcare plan. This is all employee dollars and employee choice but the trust and the plan is being switched to a different plan. Since it’s through an employer, it requires the City pass a resolution in order to make that change.
MOTION
Alderperson Huseman motioned to approve Resolution 827 and Alderperson Braser 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, Braser, and Mayor Lang voted aye. Motion carried 8-0.
F. Resolution No. 828—A Resolution Requesting the Permission of the Illinois Department of Transportation to Close Illinois Route 64 from Main Street to Sacramento Street from 5:00 A.M. Until 5:00 P.M. on Sunday, July 26, 2020 to Allow for the “Turning Back Time” Car Show in the City of Sycamore, Illinois.
MOTION
Alderperson Huseman motioned to take Resolutions 828, 829, 830, and 831 in omnibus fashion and Alderperson Bauer seconded the motion.
VOICE VOTE
Mayor Lang called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 7-0.
NOTE: Alderman Kramer reconnected at 8:04 p.m.
G. Resolution No. 829 —A Resolution Requesting Permission from the Illinois Department of Transportation to Close Illinois Route 64 from Governor Street to Sacramento Street from 6:00 P.M. Until 7:30 P.M. on Wednesday, October 7, 2020 to Allow for the Sycamore High School Homecoming Parade in the City of Sycamore, Illinois.
H. Resolution No. 830—A Resolution Requesting Permission from the Illinois Department of Transportation to Close Illinois Route 64 from Kingsway Drive to Sacramento Street between 8:30 AM and 10:00 AM on Sunday, October 25, 2020 to Allow for the “Road Run” as Part of the Pumpkin Festival in the City of Sycamore, Illinois.
I. Resolution No. 831—A Resolution Requesting Permission from the Illinois Department of Transportation to Close Illinois Route 64 from Locust Street to Sacramento Street from 12:00 Noon Until 5:00 P.M. on Sunday, October 25, 2020 to Allow for the Pumpkin Festival Parade in the City of Sycamore, Illinois.
MOTION
Alderperson Stowe motioned to approve Resolutions 828, 829, 830, and 831 and Alderperson Bauer seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, Bauer, and Braser voted aye. Motion carried 8-0.
CONSIDERATIONS
A. Consideration of a Public Works Department Request for an Open Purchase Order for Replacement Water Meters.
City Manager Brian Gregory said Assistant Public Works Director Matt Anderson, who oversees the water and wastewater divisions of the Public Works Department, is present. He gave some background as outlined in the agenda and said this formalized the process last year to bring an open purchase order for replacement water meters to Council. The proposal is for $210,000 which is allocated for in the budget for meters and radio transmitters purchases from Core & Main LP and Midwest Meter Inc.
Assistant Director of Public Works Matt Anderson said that this is just mirror of what they did last year and it allows for the purchase of meters in a more efficient manner so it doesn’t have to come to Council each time.
Alderman Bauer asked if the $210,000 is across the three years
Assistant Director Matt Anderson said that this is just for this new fiscal year and when they have funds in the budget to put towards meters, they would do that. But said this would be brought back each year at this time.
Mayor Lang asked Matt Anderson how long he anticipates until they are done installing them.
Assistant Director Matt Anderson said they hope to be done in another three to four years. They changed out over 700 last year and are anticipating doing an additional 650-700 this fiscal year. If they can stay on that pace, they should be done by 2023.
MOTION
Alderperson Stowe motioned to approve $210,000 to purchase water meters and radio transmitters from Core & Main LP and Midwest Meter Inc. and Alderperson Paulsen seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, Bauer, and Braser voted aye. Motion carried 8-0.
B. Consideration of a Fire Department Recommendation to Purchase a Rosenbauer Pumper Tender in the Amount of $586,755.00.
City Manager Brian Gregory said right now, given the financial uncertainty, the City is deferring many capital purchases that are not grant-funded or those that they have already committed to or ordered already. This large expenditure, two years in the works, comes to Council in a detailed way with a lot of refinement made. Deputy Fire Chief Art Zern, who is present, was the coordinator for the Fire Department and worked on the details and worked to keep the overall cost down. The City and the Fire Protection District executed an Intergovernmental Agreement (IGA) where the District would provide a contribution of $365,000 to help defray the cost. The second step was to identify the base model, so on June 3, 2019, the City Council approved the purchase of the new engine via a cooperative purchasing agreement. The Fire Department, led by Deputy Chief Art Zern, immediately started the process of joining the Houston-Galveston Area Council’s (HGAC) cooperative purchasing program, known as HGACBuy. This consideration outlines the purchase price after modifications to the standard vehicle outlined in the purchasing cooperative.
Deputy Chief Art Zern said once they identified a model and the use of a purchasing cooperative was approved, they wrote the specification for the vehicle. Once it was refined, it came in significantly higher than the budgeted amount, so he worked with the vendor to fine-tune, remove some things, and downgrade some items to get back down close to the budgeted number. This has been a year-long process and they are very confident that this vehicle will meet the needs of the district and the city as it is replacing a vehicle that is over 30 years old.
City Manager Brian Gregory reviewed that the city provides fire and paramedic services for the district of those unincorporated areas where many times there is not a hydrant or adequate water supply. This pumper tender has a 3,000-gallon capacity which allows for initial immediate response to a fire which is of interest to the Fire Protection District.
Deputy Chief Art Zern said that the Fire Protection District is 65 square miles of non-hydranted area which means they bring their own water and have a pre-determined water shuttle from other communities. The boundaries are from Clare to the west, County Line Road to the east, Baseline Road to the north, and Cortland to the south.
City Manager Brian Gregory said they are very thankful for the Fire Protection District’s contribution and they have been a great partner throughout the years. He added that this takes a year to build so they would expect deliver in late spring or early next summer.
Chief Pete Polarek said they are watching for an interest-free revolving loan for fire apparatus from the State of Illinois but is not sure with the COVID-19 situation if it will be offered. He gave many thanks to the Fire Protection District as they have become a strong partner and have really stepped up to the plate. He thanked Deputy Chief Art Zern and the Fire Department Spec Committee.
MOTION
Alderperson Kramer moved to approve $586,755 to Rosenbauer to purchase a pumper tender and Alderperson Paulsen seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, Bauer, and Braser voted aye. Motion carried 8-0.
C. Consideration of a Public Works Department Recommendation to Replace Four Variable Frequency Drives in the Influent Pump Station to LAI, Ltd. in the Amount of $52,600.
City Manager Brian Gregory said that Director Fred Busse and Assistant Director Matt Anderson are present to answer any questions. This is an expenditure related to the treatment plant project and gave background as covered in the agenda. This option recently presented itself as part of the wastewater plant improvements and needs to be ordered in an expedient fashion to not delay the project. To facilitate the purchase without delaying the project, the Public Works Department staff reached out to the vendor which is providing new VFDs for smaller pumps in the project as well as the vendor that has supplied VFDs in the past. Below is a tabulation of the VFD costs:
| Vendor | Make/Model | Cost per VFD |
| LAI Ltd. | ABB/ACQ580-01-240-A | $13,150.00 |
| Metropolitan Pump Company | ABB/ACQ580-01-240-A | $14,727.75 |
Director Fred Busse explained that they went to bid and got blind quotes so they were competitive. He explained about the pumps, VFDs, and the processes. He also said that they are in a frame that they could get these drives which come with a three-year warranty and get them installed in about four weeks at no extra cost to the city.
MOTION
Alderperson Bauer made a motion to waive the formal bidding process and award the bid to LAI Ltd for $52,600 for four VDFs and Alderperson Kramer seconded the motion.
ROLL CALL VOTE
Mayor Lang called for a roll call vote to approve the motion. Alderpersons Copple, Huseman, Kramer, Paulsen, Sherrod, Stowe, Bauer, and Braser voted aye. Motion carried 8-0.
REPORTS OF STANDING COMMITTEES
Finance – Alan Bauer - no report
Public Safety – Pete Paulsen - no report
Public Works – Chuck Stowe - no report
OTHER NEW BUSINESS
APPOINTMENTS
Mayor Lang read his appointment suggestions as listed below:
Police and Fire Commissioners:
Gene Massey - Reappoint(RA) to 2022
Fire Pension Board
Paul Neumann- resigned
Brandon Divak appoint(Appoint) to 2023
Police Pension Board
Nick Lee -Resigned
Human Relations Commission
Jesus Romero -RA- 2024
Economic Development Commission
Chad Jewitt -RA- 2023
Kristin Miller - RA- 2023
Public Library Board
Eamon Verdone -RA 2023
Penny Carter -RA- 2023-
Kyle Van Schnase -RA- 2023
Planning and Zoning Commission
Bill Davey- RA- 2022
Penny Carter - resigned- Rachel Sauber -Appoint- 2022
Ishmael McGhee - Resigned- Eli Hammingson Appoint-2022
Sarah Chami -RA- 2022
Chuck Stowe- CC-2022
Nathan Schwartz- County-2022
Architectural Review Committee
Pat Balytyne- resigned
Jesus Romero- resigned
John Hulsberg - Appoint
Ron Cerrruti - Appoint
Doug Stice - Appoint
MOTION
Alderperson Kramer motioned to approve the appointments 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 8-0.
ADJOURNMENT
MOTION
Alderperson Stowe moved to adjourn the meeting at 8:38 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.
https://cityofsycamore.com/wp-content/uploads/2020/04/cc20200504m.pdf
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