DeKalb Times

City of Sycamore City Council met Sept. 21.

Here is the minutes provided by the council:

ROLL CALL

Mayor Lang called the meeting to order at 7:07 p.m. and City Clerk Mary Kalk called the roll. Those Alderpersons present were: Pete Paulsen, Virginia Sherrod, Chuck Stowe, Alan Bauer, Steve Braser, Nancy Copple, Josh Huseman, and Rick Kramer. City Attorney Keith Foster was also present.

INVOCATION- Led by Scott Sibley, Church of Jesus Christ of Latter-Day Saints 

PLEDGE OF ALLEGIANCE – Led by Alderman Pete Paulsen

APPROVAL OF AGENDA

MOTION

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

ROLL CALL VOTE

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

AUDIENCE TO VISITORS –

City Manager Brian Gregory read an email from Deanna M. Glass, here within, regarding the water issues. He noted that there will be a consideration on the October 5th City Council agenda to review the 2019 Master Water Plan and to revisit the discussion on the fee for infrastructure that was deferred.

Alyssa Force, 432 Edward Street, first, thanked the City Manager for the update on the upcoming October 5th Council meeting and said it was encouraging to hear. She appreciated the initial meeting and said the overview was a good place to start, however, resident concerns about aging water mains, water quality, and testing were not addressed nor were questions responded to. She is hoping to be able to have more of a discussion at the next meeting in a public format as she questions Sycamore’s infrastructure, the quality of water, testing, and any lead concerns. She said the City should take these lead concerns seriously and investigate the lead levels and address the issues.

Jennifer Campbell, 440 Edward Street, spoke on the repulsive odor they have experienced and said the lack of response over these concerns are speaking loudly. She said her own independent test showed levels of lead and chlorine that are not within the EPA (Environmental Protection Agency) guidelines and are awaiting the results of a second independent test.

CONSENT AGENDA

A. Approval of the Minutes for the Regular City Council Meeting of September 8, 2020. B. Payment of the Bills for September 21, 2020 in the amount of $1,227,087.85.

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 Paulsen, Sherrod, Stowe, Bauer, Braser, Copple, Huseman, and Kramer voted aye. Motion carried 8-0.

PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS

Mayor Lang said that he will not be seeking a second term. He has served for ten years as Alderman and Mayor and is grateful for the opportunity.

REPORT OF OFFICERS

City Manager – Brian Gregory thanked the Mayor for serving for the past ten years and said his leadership has been helpful. He will be missed. Financial trends are moving in the right direction with an uptick in online sales. He reminded everyone to support local businesses. They will begin to work gradually toward some of the initiatives from the holding pattern they have been in.

Police Chief – Jim Winters thanked the Mayor for all his support and contributions for the Police Department as well as the all the other city employees. After delays with production with Ford and some challenges procuring the needed equipment, a new squad that was under appropriated under last fiscal year’s budget is close to delivery. The installation of the emergency and safety equipment is being finalized and the 2020 Ford Explorer should be in use by our officers by the end of the month.

Fire Chief – Pete Polarek said the department responded to a significant structure fire on East State Street in the laundry- mat, pizza place, and tattoo parlor. The crews were effective but the entire structure was affected by heat, smoke, and water. They are fortunate that there were no occupants and that no one was hurt. He was thankful for the assistance from the mutual-aid partners, law enforcement, and the Public Works Department. He’s very sorry and saddened by the loss of those occupancies and is hopeful for all to rebuild.

Director of Public Works – Fred Busse said that he will go into detail on the lab analysis and testing for lead and copper samples at the next meeting but said they do test the EPA required amount of homes and follow the criteria. With directions, the homeowners are responsible for collecting the samples and said he is happy to go over that, too. He continued that hydrant flushing will be complete this week and said they did nighttime flushing to allow for a more rigorous flushing and less interruption. He said the public works building should be completed in the next few weeks.

Treasurer/Asst. to the City Manager – Adam Orton said the Treasurer’s Report on a cash-basis has a benchmark of 33%. The fourth installment of property taxes was received for 56% of the total expected. The State Sales Tax is slightly behind the benchmark and the Home Rule Tax is training behind at 30.11%. For comparison, the State Sales Tax is up 2% year to date over last year which is being bolster by the use tax of which a portion comes from internet sales. The Home Rule Tax is down 3.5% year to date. Overall revenues sit at 35% but are at 33% when weighted with property taxes. The General Fund Expenditures are at 31% and said August was a strong month for the pension funds.

Director of Community Development – John Sauter said they issued a full building permit for the NICOR project on Dosen Drive last week so there should be some major activity at that site in the near future. They also issued a building permit for the restoration of one of the recent residential fires and they’re working with two other property owners who experienced fire incidents recently in hopes that they can soon begin restoration as well.

Director of Human and Administrative Resources (DHAR) – Maggie Peck said the Fire and Police Commission finished the Firefighter entry level interviews last week. That new list will be effective October 5, 2020. Today and tomorrow, they will be doing the Fire promotional interviews and that list will come out on November 16th. She is working on virtual training to replace the annual staff trainings.

City Engineer Mark Bushnell said that after a one-week delay, sanitary sewer smoke testing started today. They started by the Police Station and worked their way along Martin’s ditch to the south. It should be wrapped up by the end of the week or early next. Paving in the downtown areas was completed last night. Fiberglass grid and paving on South Main is scheduled for later this week.

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. 2020.09—An Ordinance Approving a Conditional Special Use Permit for David and Janice Tripp to Operate a Medical Cannabis Dispensary at the Property Located at 2270 Oakland Drive (PIN number 08-12-426-006) in the City of Sycamore, Illinois. First and Second Reading.

City Manager Brian Gregory said that this comes from the Planning and Zoning Commission (PZC) that held a public hearing last Monday and comes with a favorable recommendation by a vote of 9-3. He gave some background for the medical and recreational cannabis licenses as per agenda and for the Special Use request for the C-3 zoned property for which is required in the Unified Development Ordinance (UDO) for a medical cannabis dispensary. Per Section 4.3.3 of the City’s Unified Development Ordinance, a Special Use Permit shall be granted only if evidence is presented to establish that:

A. The proposed structure or use at the particular location requested is necessary or desirable to provide a service or a facility which is in the interest of the public and will contribute to the general welfare of the neighborhood or community;

B. The proposed structure or use will not have a substantial adverse effect upon the adjacent property, the character of the neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety, and general welfare; and

C. The proposed structure or use will be designed, arranged, and operated so as to permit the development and use of neighboring property in accordance with the applicable district regulations.

D. Such other standards and criteria as are established by the ordinance for a particular Special Use as set forth in Section 4.3.4 and as applied to Planned Developments as set forth in Article 4.4.

David and Janice Tripp intend to eventually expand to a recreational cannabis dispensary. He noted that for the medical cannabis license, the applicants must get zoning up front and then make application to the State. For a recreational cannabis license, the petitioner must get the license up front and then work to secure zoning within a certain amount of time. This is for a medical cannabis dispensary only. If the Tripps are successful in obtaining that permit they are not sure if the state will follow the same stance they did on the original 55 licenses and provide a recreational license or if they would require the petitioners to apply through that process. There are a few unknowns but the petitioner and the city wanted to be transparent with today’s process and with what the Tripps hope to do in the future. The second component for a recreational use license would still come forward with a public hearing and a Special Use request. He said there is a condition that was placed based on the concerns from Ollie’s Frozen Custard. The petitioner offered to put up a fence and landscape screening between the properties, so the PZC added that to the favorable recommendation.

MOTION

Alderperson Kramer motioned to waive First Reading on Ordinance 2020.09 and Alderperson Stowe seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to approve the motion. Alderpersons Paulsen, Sherrod, Stowe, Bauer, Braser, Copple, Huseman, and Kramer voted aye. Motion carried 8-0.

MOTION

Alderperson Kramer motioned to adopt Ordinance 2020.09 and Alderperson Sherrod seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to approve the motion. Alderpersons Paulsen, Sherrod, Stowe, Bauer, Braser, Huseman, and Kramer voted aye while Alderperson Copple voted nay. Motion carried 7-1.

B. Ordinance No. 2020.10—An Ordinance Approving an Amendment to Article 4.5.6.C.1.q.6, “Plan Commission Certificate” of the Unified Development Ordinance, Adopted May 1, 2005, of the City of Sycamore, Illinois. First and Second Reading.

City Manager Brian Gregory said this comes from the PZC with a favorable recommendation by a vote of 12-0 and is really an administrative clean-up. The UDO requires a public hearing and ordinance for any modifications. This references the appropriate title from Planning Commission to the Planning and Zoning Commission. There will be several types of these edits in the future.

MOTION

Alderperson Huseman motioned to waive First Reading on Ordinance 2020.10 and Alderperson Braser seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to adopt Ordinance 2020.10. Alderpersons Paulsen, Sherrod, Stowe, Bauer, Braser, Copple, Huseman, and Kramer voted aye. Motion carried 8-0.

MOTION

Alderperson Stowe motioned to adopt Ordinance 2020.10 and Alderperson Kramer seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to adopt Ordinance 2020.10. Alderpersons Paulsen, Sherrod, Stowe, Bauer, Copple, Huseman, and Kramer voted aye. Motion carried 7-0. (Alderman Braser lost connection)

RESOLUTIONS - None

CONSIDERATIONS

A. Consideration and Approval of a Public Works Department Recommendation of a Change Order for the Sycamore Wastewater Treatment Plant Project to Provide an Extension to Leander Construction of Contract Time for Substantial and Final Completion.

City Manager Brian Gregory said the contractor approached staff to extend the contract time 45 days from 545 days for substantial completion and 575 days for final completion to November 11th for substantial completion and December 11th for final completion due to weather, COVID-19, and equipment delays due to the pandemic that have been outside the contractor’s control. The Public Works Department and Administration recommend an extension and find it fair and in order.

Alderman Huseman asked if this is a one-time thing.

Alderperson Copple asked if this would cost extra money to extend.

City Engineer Mark Bushnell said the micro-screens were originally supposed to be delivered on June 15th and the current expected delivery date is next week. They originally asked for 30 days but both sides concurred with 45 days to give a slight buffer. He said that this action will not cost additional money. The contractor has requested additional compensation for supervision but indicated that those are completely separate issues. This action is only involving a time extension.

MOTION

Alderperson Huseman motioned to approve the consideration and Alderperson Paulsen seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to approve the consideration. Alderpersons Paulsen, Sherrod, Stowe, Bauer, Braser, Copple, Huseman, and Kramer voted aye. Motion carried 8-0.

B. Consideration of an Administration Recommendation to Award the Bid for the City’s Public Works Paving Project.

City Manager Brian Gregory said this involves paving at both the new public works building and to install the engineered barrier at the Harvestore Square site on South Avenue as the final piece. The engineer’s estimate was $61,555. The bid results are shown below:

Company Name                        Bid Amount 

Royer Asphalt                             $55,320.11 

Champion Paving, Inc.               $47,377.40 

Schroeder Asphalt Services       $56,835.55 

Maneval Construction               $ 59,982.60

Alderperson Copple asked if we have used Champion Paving before.

City Engineer Mark Bushnell said he has not worked with them directly, but believes they have done work for the City of Sycamore. They are confident in their ability to do the work as they are a reputable company.

Director Fred Busse said they did satisfactory paving around the public work building a year ago.

MOTION

Alderperson Bauer motioned to approve the consideration to Champion Paving Inc. for $47,377.40 and Alderperson Kramer seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to approve the consideration. Alderpersons Paulsen, Sherrod, Stowe, Bauer, Braser, Copple, Huseman, and Kramer voted aye. Motion carried 8-0.

C. Consideration of an Administration Recommendation to Award the Bid for the City’s 2020 Tree Planting Program.

City Manager Brian Gregory said for the city’s 50/50 tree planting program, it is proposed to be cut to 26 trees since we have scaled everything back due to the impact of COVID-19. The bid also included trees to replace some of the downtown trees suffering from fire blight as has been previously mentioned.

Both bids came in under the engineer’s estimate of $23,510. Given that Stran’s Garden Center is within 5%, the City’s local preference policy allows the company to match the lowest submitted bid. Dave Stran, owner of Stran’s Garden Center has expressed a willingness to match the low bid of $20,170. The per unit costs are reduced proportionately resulting in the following costs for this year’s program:

Group A Trees - Resident pays $215.86

Kentucky Coffee Tree

Group B Trees – Resident pays $191.30

Skyline Honeylocust

State Street Miyabe Maple

Sienna Glen Maple

Marmo Freeman Maple

Autumn Fantasy Maple

Common Hackberry

Princeton Elm

Triumph Elm

Patriot Elm

MOTION

Alderperson Paulsen motioned to approve the consideration to Stan’s Garden Center for $20,170 and Alderperson Sherrod seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to approve the motion. Alderpersons Paulsen, Sherrod, Stowe, Bauer, Braser, Copple, Huseman, and Kramer voted aye. Motion carried 8-0.

D. Consideration of the Salaries of City Elected Officials from May 1, 2021 through April 30, 2025.

City Manager Brian Gregory said that State Law requires that salaries referenced in the agenda for elected officials be established by ordinance 180 days prior to the term of office. This starts the discussion for action at the October 5th meeting.

Alderperson Copple asked how long these Aldermen salaries have been set.

Alderman Stowe said it’s at least 12 years but doesn’t think it needs to be changed.

Alderman Bauer said its twelve years and agrees.

Mayor Lang said the Mayor’s compensation is in line with DeKalb and doesn’t see a need to change that either.

Alderman Huseman asked Brian Gregory if he does some kind of analysis of surrounding communities.

City Manager Brian Gregory said Mayor Lang spoke with Mayor Smith who said their council was at $5,000 and the Mayor at $22,500 but said they have a different structure for the clerk as theirs is a part-time position.

Alderman Bauer asked if there are full-time clerks in the area and how it compares. He said it seems like this is higher than he thought it was and said he was actually surprised at what they approved.

City Manager Brian Gregory said there was an annual increase and to give a point of perspective, compared it to the AFSCME contract where there is a new position of Finance Coordinator that tops out at the $62,000-$63,000 range and some other administrative positions as well.

E. Consideration of an Administrative Request for a Closed Session to Discuss Collective Bargaining under 5 ILCS 120/2(c)(5).

MOTION

Alderperson Copple motioned to go into Closed Session at 8:04 p.m. and Alderperson Sherrod seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to approve the motion. Alderpersons Paulsen, Sherrod, Stowe, Bauer, Braser, Copple, Huseman, and Kramer voted aye. Motion carried 8-0.

MOTION

Alderperson Huseman motioned to return to Open Session at 8:29 p.m. and Alderperson Braser seconded the motion.

ROLL CALL VOTE

Mayor Lang called for a roll call vote to approve the motion. Alderpersons Paulsen, Sherrod, Stowe, Bauer, Braser, Copple, Huseman, and Kramer voted aye. Motion carried 8-0.

OTHER NEW BUSINESS APPOINTMENTS

ADJOURNMENT

MOTION

Alderperson Stowe moved to adjourn the meeting at 8:30 p.m. and Alderperson Paulsen seconded the motion.

VOICE VOTE

Mayor Lang called for a roll call vote to approve the motion. Alderpersons Paulsen, Sherrod, Stowe, Bauer, Braser, Copple, Huseman, and Kramer voted aye. Motion carried 8-0.

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