City of Sycamore City Council met Nov. 2.
Here is the agenda provided by the council:
Pursuant to Governor Pritzker’s Executive Order No. 2020-07 (COVID-19 Executive Order No. 5), Governor Pritzker has suspended certain rules of the Open Meetings Act – specifically the Executive Order permits remote public meetings. In light of the current COVID-19 public health emergency and the limit on public gatherings, the City Council will conduct the meeting remotely.
1. CALL TO ORDER
2. INVOCATION
3. PLEDGE OF ALLEGIANCE
4. APPROVAL OF AGENDA
5. AUDIENCE TO VISITORS
In accordance with previously adopted Rules, Public Comments shall be limited to a maximum of thirty minutes per meeting and the public may participate only during the “Public Comment” portion of the meeting. Comments shall not exceed three minutes per speaker unless limited to a shorter duration if numerous people wish to speak. All participants will be required to provide their name and address for the record. No speaker may speak more than once during any meeting unless specifically permitted to do so by the presiding officer. The City encourages that a spokesperson be chosen for individuals wishing to speak about the same subject matter to avoid repetitive presentations. All remarks should be addressed to the City Council as a whole and not to any individual member or employee. In the event speakers pose questions the Council or City staff, they should be aware that those individuals may decline to answer. Each speaker shall maintain civility and decorum. The Presiding Officer retains the right to stop or remove any speaker who becomes disruptive to the meeting.
6. CONSENT AGENDA
A. Approval of the Minutes for the Regular City Council Meeting of October 19, 2020. B. Payment of the Bills for November 2, 2020.
C. Annual Report of the Condition of the Sycamore Fire and Police Funds.
7. PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS
A. A Proclamation Recognizing Rick “Spider” Kramer for his Service to the City of Sycamore.
8. REPORTS OF OFFICERS
9. REPORTS OF STANDING COMMITTEES
10. PUBLIC HEARINGS—None
11. ORDINANCES
A. Ordinance No. 2020.15—An Ordinance Amending Title 8, “Water and Sewer,” Chapter 5, “Water and Sewer Rates,” Section 8-5-1, “Water Rates,” to Create Subsection 8-5-1.R, “Water Infrastructure Improvement Fee,” of the City Code of the City of Sycamore, Illinois. First and Second Reading.
The Water Fund is an Enterprise Fund that is self-supporting as revenue from user fees serve as the principal funding source for the operations of the City’s water system. The fund also pays the debt service utilized for capital improvements or repairs to the City’s wells, two elevated water storage tanks, and 115 miles of water main. The City removes radium from the water as required by the IEPA and charges a fee commensurate to the cost. No property taxes are used to support the water system or operations.
Over $700,000 per year from the Water Fund is spent on radium removal to meet IEPA requirements. This is on top of millions of dollars that have been invested in equipment required for the filtering process. In addition to these investments, the City has allocated approximately $250,000 in the Water Fund budget each year for maintenance on wells, towers, hydrants and valves in the system. In summer of 2019, staff began preparations for planned improvements to underground water main taking into account main breaks, water quality and fire flows, which resulted in a water master plan and discussion centered on a dedicated revenue source for capital improvements.
After discussion over several meetings, the City Council provided direction on a $6.90 per month base fee for a dedicated revenue source for capital infrastructure improvements in the water system. The monthly fee is based on meter size and average usage as follows:
| Meter Use/Size: | First 14: | Next 13: | Next 69 | Next 74: | Over 170: | Total: | Average Usage: |
| 0.625 | $6.90 | $6.90 | <14 | ||||
| 0.75 | $6.90 | $6.90 | <14 | ||||
| 1 | $6.90 | $4.36 | $11.26 | 26.55 | |||
| 1.5 | $6.90 | $4.51 | $9.60 | $21.01 | 65.96 | ||
| 2 | $6.90 | $4.51 | $17.01 | $6.42 | $34.83 | 127.31 | |
| 3 | $6.90 | $4.51 | $17.01 | $12.85 | $41.26 | 158.67 | |
| 4 | $6.90 | $4.51 | $17.01 | $15.17 | $52.60 | $96.19 | 514.51 |
| 6 | $6.90 | $4.51 | $17.01 | $15.17 | $429.35 | $472.94 | 2982 |
Revenue generated by the infrastructure improvement fee will be dedicated solely for the Water Fund. Borrowing, likely through an IEPA low interest loan, will be utilized to fund improvements in the near future with a portion of the funds reserved for smaller water main and system improvements.
The proposed infrastructure improvement fee would go into effect on bills received on or about January 1, 2021.
City Council approval is recommended.
B. Ordinance No. 2020.16—An Ordinance Amending the Combined Annual Budget and Appropriation Ordinance for the Fiscal Year 2020-2021 in the City of Sycamore, Illinois. First and Second Reading.
Each year, the City’s annual budget is revised midyear to reflect audited numbers for the previous fiscal year ending on April 30th and actual contract prices and activities approved in the first half of the current fiscal year. After the presentation of the annual independent audit on October 19th, the City’s FY2020-2021 fiscal budget was revised to include the audited FY2019-2020 numbers and revisions to this year’s budget to reflect actual costs. The complete revised budget document is available on the City’s website: www.cityofsycamore.com and at the Sycamore Library.
The majority of the proposed amendments reflect the actual costs of this capital projects or revenues and expenditures associated with grant awards. The amendments propose additional contributions of $50,000 to the Fire, Police pension funds. These contributions come from general fund reserves made possible by finishing FY20 in a favorable budget position.
The proposed mid-year budget changes are represented in the table below:
| Line Item | Original | Amended | Notes |
| 01-000-3214 | 1,233,449 | 1,133,449 | R&B Tax Waiver October 2020 |
| 01-000-4501 | 0 | 100,000 | Reserve transfer for R&B Tax Waiver |
| 01-000-9001 | 0 | 100,000 | Reserve transfer for R&B Tax Waiver |
| 01-000-9015 | 0 | 50,000 | Reserve transfer to Police Pension |
| 01-000-9016 | 0 | 50,000 | Reserve transfer to Fire Pension |
| 01-000-9023 | 150,000 | 275,000 | Increase Transfer for Accrued Leave Payouts |
| 06-000-3411 | 0 | 339,457 | Reflect projected grant revenues |
| 06-000-3412 | 0 | 118,688 | Reflect projected grant revenues |
| 06-000-3722 | 0 | 6,110 | Reflect projected grant revenues |
| 06-000-8495 | 0 | 343,333 | Corresponding grant expenditures |
| 06-000-8521 | 469,000 | 618,000 | Reflect Cost of Fire Pumper ($240,000 FY20 grant) |
| 06-000-8540 | 75,000 | 212,714 | Reflect local match Air Pack Grant |
| 15-000-4501 | 0 | 50,000 | Reserve transfer to Police Pension |
| 16-000-4501 | 0 | 50,000 | Reserve transfer to Fire Pension |
| 21-000-8624 | 250,000 | 320,000 | Reflect Actual Cost Landing Removal |
| 23-000-3741 | 150,000 | 275,000 | Increase Transfer for Accrued Leave Payouts |
| 23-000-8185 | 150,000 | 350,000 | Reflect projected cost of Accrued Compensation |
| 28-000-8497 | 1,000 | 3,000 | Reflect projected expenditures |
| 33-000-8497 | 1,800 | 3,000 | Reflect actual expenditure |
12. RESOLUTIONS
A. Resolution No. 844—A Resolution Suspending Remittance of October 2020 Restaurant, Bar and Package Liquor Tax for Establishments Directly Impacted by State of Illinois Enhance Mitigation Regulations.
Governor Pritzker and the Illinois Department of Public Health (IDPH) implemented enhanced COVID-19 resurgence mitigations for Region 1, including DeKalb County, effective Saturday, October 3, 2020.
The enhanced mitigations limit the size of gatherings, but primarily are aimed at suspending indoor service at restaurants and bars. The following is a list of the enhanced regulations put into place at such establishments:
Restaurants
• No indoor dining or bar service
• All outdoor dining closes at 11:00 p.m.
• Outside dining tables should be 6 feet apart
• No standing or congregating indoors or outdoors while waiting for a table or exiting
• Reservations required for each party
• No seating of multiple parties at one table
Bars
• No indoor service
• All outside bar service closes at 11:00 p.m.
• All bar patrons should be seated at tables outside
• No ordering, seating, or congregating at bar (bar stools should be removed)
• Tables should be 6 feet apart
• No standing or congregating indoors or outdoors while waiting for a table or exiting
• No dancing or standing indoors
• Reservations required for each party
• No seating of multiple parties at one table
The City of Sycamore collects a local 2% restaurant, bar and packaged liquor tax (R&B Tax). While restaurants and bars are still able to offer outdoor dining and take-out, the enhanced mitigation restrictions come at a time where many of these businesses have fought to survive through the initial COVID-19 Phases and weather is not conducive for outdoor dining.
This Resolution waives remittance of the October (due in November) 2% restaurant, bar and packaged liquor tax only for businesses impacted by the enhanced mitigations. The goal is to provide some relief to these businesses that cannot offer indoor service. The Resolution is for businesses in good standing; meaning they are current on remittance of the 2% R&B tax within 30 days of approval of this action. A new tax form will be provided to R&B taxpayers to use for the October remittance.
City Council approval is recommended.
13. CONSIDERATIONS
A. Consideration of a Recommendation to Award a Bid for Repairs to the 2001 Vactor/Jetter Truck to EJ Equipment of Manteno, IL in the amount $23,892.41.
In each of the past three budget years the Public Works Department has been reserving funds in to replace the 2001 combination Vactor/Jetter Truck, which is used for jetting and vacuuming of the sewer system. This truck is utilized to clean sanitary and storm sewers and is a vital as a hydro excavator on watermain breaks and general repairs to the water and sewer systems.
Staff has been pricing out the purchase of a replacement Vactor/Jetter in comparison to repairing the current truck which would extend the life span for about four or five more years. Cost of a new truck ranges from $425,000 to $450,000, with current comparable used trucks reselling on average for $25,000 to $40,000. Given the current Vactor/Jetter has low mileage and low operational hours for a truck its age, it makes sense to evaluate the option of making necessary repairs to extend the useful life of this piece of equipment.
Staff contacted three vendors who sell and service combination Vactor/Jetter trucks to assess the repairs needed on the current truck along with a quote for repairs which ranged from $23,892 to $28,903. The bids are as follows:
| EJ Equipment | American Vactor Service | Standard Equipment |
| $23,892.41 | $24,530.00 | $28,903.8 |
With an investment in repairs amounting to approximately $5,000 per year, a new truck would need to have a useful life to provide financial value, which is about four times longer than expected. Therefore, staff recommends repairs to the 2001 combination Vactor/Jetter sewer truck in the amount of $23,892.41 to EJ Equipment out of Manteno, Illinois.
City Council approval is recommended.
B. Consideration and Approval of a Change Order Extension to Leander Construction for the Sycamore Wastewater Treatment Plant Project Contract Time for Substantial and Final Completion.
The contract with Leander Construction became effective on April 1, 2019 with an original Substantial Completion date of September 27, 2020 and Final Completion deadline of October 27, 2020. On September 21, 2020, the City Council approved a change order extending this deadline by 45 days to November 11, 2020 and December 11, 2020 respectively. This request was based on delays in the procurement of equipment (micro-screens) related to COVID-19 and wet weather events during April and May of 2019 and 2020.
The micro-screens have since arrived however the wiring requirements for the equipment that arrived are different than those included in the shop drawings. Additional time is needed to coordinate changes to the wiring of the four micro-screens and therefore an extension of nineteen calendar days for substantial completion is proposed to allow the contractor to complete this work. The revised Substantial Completion Date will be November 30, 2020.
Leander Construction has also requested an extension to Final Completion for anticipated punch list items and an exterior railing. The punch list will be developed by the City’s consultant, McMahon and Associates, with the assistance of the Public Works staff. While intermediate lists will be generated, a final list cannot be completed until Substantial Completion is achieved. A request of fifty-one days revises the Final Completion Date to January 31, 2021 and will allow for proper curing and drying time associated with routine punch list items.
This request was also reviewed by McMahon and Associates and found to be justified, eligible, and appropriate. This request is at no expense to the City.
Therefore, staff recommends that City Council grant Leander Construction contract extensions to revise Substantial Completion to November 30, 2020 and Final Completion to January 31, 2021 pending IEPA approval.
City Council approval is recommended.
C. Consideration of an Administration Request for a Closed Session to Discuss Pending Litigation.
14. OTHER NEW BUSINESS 15. APPOINTMENTS
16. ADJOURNMENT
https://cityofsycamore.com/wp-content/uploads/2020/06/20201102cc-Amended.pdf
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