City of Sycamore City Council met May 17.
Here is the minutes provided by the council:
ROLL CALL
Mayor Braser called the meeting to order at 7:00 p.m. and City Clerk Mary Kalk called the roll. Those Alderpersons present were: Virginia Sherrod, Chuck Stowe, Alan Bauer, Nancy Copple, Jeff Fischer, Josh Huseman, and Pete Paulsen. Alderman David Stouffer was absent. City Attorney Keith Foster was also present.
INVOCATION- Led by Pastor Ray Tilstra, Reformed Church
PLEDGE OF ALLEGIANCE
APPROVAL OF AGENDA
MOTION
Alderperson Sherrod motioned to approve the agenda and Alderperson Copple seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
AUDIENCE TO VISITORS
Matthew Cabrera 1933 Tallmeadow Drive, DeKalb said he was part of the Kishwaukee Valley Art League (KVAL) that was here petitioning to host their event for this summer. He thanked the council on behalf of KVAL for hearing them and for their time and consideration.
CONSENT AGENDA
A. Approval of the Minutes for the Regular City Council Meeting of May 3, 2021.
B. Approval of the Minutes for the Regular Planning and Zoning Commission meeting of April 12, 2021. C. Payment of the Bills for May 17, 2021 in the amount of $1,224,243.49
MOTION
Alderperson Bauer motioned to approve the Consent Agenda and Alderperson Stowe seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
APPOINTMENTS
PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS
A. A Proclamation Declaring May 16th to May 22nd as Emergency Medical Services Week in the City of Sycamore, Illinois.
B. A Proclamation Declaring May 16th to May 23rd as National Public Works Week in the City of Sycamore, Illinois.
REPORT OF OFFICERS
Acting City Manager – Maggie Peck said regarding Special Events, it was the city’s choice that when the governor moved to Bridge or Phase 5, that they would approve special events and as such, he did approve it May 14th. For the Bridge, outdoor events cannot have more than 500 people and 250 people for indoor events. Social distancing and mask guidelines must still be followed. Those events have been approved and moved forward at this time. She reported that they are well under way for the 2021 Comprehensive Plan. Several people from the community including residents, developers, and builders attended the Planning and Zoning Commission (PZC) meeting last week to review the plans and review the Future Land Use maps. They will continue to work on that in order to bring it back to council in June.
Police Chief – Jim Winters said that they received word from the State that their $16,000 grant was approved for the body cameras that council approved last year.
Fire Chief – Pete Polarek said in regards to EMS Week, Emergency Medical Services is 82% of the services that they provide. Last year, they had 2,040 EMS responses, they saw 2,174 patients, and transported 1,300 through two advanced life support engines and four advanced life support ambulances. He showed the council a Knox Box and said that they are putting out a press release reminding residents with mobility issues that the department can lend a box to them. This is a lending program they have had for several years where they originally partnered with Family Service Agency and now they have support from the Community Foundation. If interested, please, talk to him or Deputy Chief Art Zern.
City Treasurer Dan Prombo said with the end of April, the benchmark for the Treasurer’s Report, on a cash-basis, is 100%. They have already had their first preliminary field audit work two weeks ago which went extremely well. The General Fund Revenues finished strong this year at 106% which includes all the budgeted transfers. He noted that the April Restaurant and Bar Tax picked up quite a bit at $24,000 more than the average $93,000 for the last 11 months, so April topped out at $117,000. The General Fund Expenditures are below the benchmark at 95.52% including all budgeted transfers. He gave a special thanks to all the departments for keeping expenditures down. For the exciting news, both the Fire and Police Pensions close out the fiscal year with extremely positive fund growth. The Fire Pension saw an overall fund growth of 24.55% or $3.7 million and the Police Pension saw an overall balance increase of 24.47% or $3.5 million.
Director of Community Development John Sauter said they did an inspection at NICOR last week and they’re making progress. They were pouring curbing and paving work on the parking lot will start soon. Mechanicals are almost complete in the interior of the building and the general contractor is hoping to turn the building over late summer of this year.
Director of Public Works Matt Anderson said he will reserve any comments for agenda items.
Assistant Director of Public Works and City Engineer Mark Bushnell said that he, too, will reserve any comments for the agenda items.
REPORTS OF STANDING COMMITTEES
Finance – Alan Bauer said no report.
Public Safety – Pete Paulsen said no report.
Public Works – Chuck Stowe said no report.
PUBLIC HEARINGS
ORDINANCES
A. Ordinance 2021.01—An Ordinance Approving a Planning and Zoning Commission Recommendation for a Final Subdivision Plat No. 5 of Sycamore Crossings Development in the City of Sycamore, Illinois. First and Second Reading.
Acting City Manager Maggie Peck said in 2006, a final plat for the Sycamore Crossings was established which is now the site of the Meijer Grocery Store, Meijer Gas Station, and Jiffy Lube. With increased interest, the developer is looking to further subdivide property into two lots. The proposed lots meet all the bulk requirements and easements. This comes with a favorable recommendation from the Planning and Zoning Commission (PZC) with a vote of 11-0.
MOTION
Alderperson Stowe motioned to waive the First Reading for Ordinance 2021.01 and Alderperson Huseman seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
MOTION
Alderperson Stowe motioned to approve Ordinance 2021.01 and Alderperson Huseman seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
B. Ordinance 2021.02—An Ordinance Approving Amending to Article 4.5.6.C.1.Q.10, “Easements,” Article 5.1, “Use Districts,” Article 6.5.2.1.C, “R-3 Multiple Family Residential Districts,” and Article 6.8.8.C, “Ground Signs,” of the Sycamore Unified Development Ordinance, adopted May 1, 2005. First and Second Reading.
Acting City Manager Maggie Peck said that this item comes from the PZC with a favorable recommendation with a vote of 11-0. This is essentially an administrative clean-up for Unified Development Ordinance modifications and edits.
Community Development Director John Sauter walked through the changes as reflected in the agenda.
MOTION
Alderperson Copple motioned to waive the First Reading for Ordinance 2021.02 and Alderperson Huseman seconded the motion.
VOICE VOTE
Mayor Braser called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 7-0.
MOTION
Alderperson Copple motioned to approve Ordinance 2021.02 and Alderperson Huseman seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
C. Ordinance 2021.03—An Ordinance Approving a Final Plat of the Sycamore Prairie Business Park Unit No. 11 in the City of Sycamore, Illinois. First and Second Reading.
Acting City Manager Maggie Peck said Ron Proesel, owner of Nighthawk Video, recently purchased the building at 1709 Afton Road occupying lot 7 with plans to expand the building. This would extend to the north occupying lots 7, 8, and 9. As part of the planning process, a five-foot utility easement on the north property line of Lot 8 and the south property line of Lot 9 need to be vacated. The petitioner has sent letters to all effective utilities seeking their consent. Staff finds that this is request is in order and the PZC approve this 11-0 pending submittal of written approval from all utilities that are party to the easement being vacated and that the Final Plat be recorded.
MOTION
Alderperson Copple motioned to waive the First Reading for Ordinance 2021.03 and Alderperson Sherrod seconded the motion.
VOICE VOTE
Mayor Braser called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 7-0.
MOTION
Alderperson Copple motioned to approve Ordinance 2021.03 and Alderperson Sherrod seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
D. Ordinance 2021.04--An Ordinance Authorizing a Loan Agreement for the City Sycamore, Illinois, a Home Rule Entity, through the Public Water Supply Loan Program. First and Second Reading.
Acting City Manager Maggie Peck said that this ordinance replaces ordinance 2020.24 which was previously approved to pursue a loan from the Illinois Environmental Protection Agency (IEPA) Public Water Supply Loan Program for the planning, design, and evaluation of the Lead Water Service Replacement Project. The City has identified 120 existing private service lines that need replacement. Upon receipt of the bids, the cost came in higher than anticipated due to increased prices. She gave kudos to the staff, in particular, City Engineer Mark Bushnell who worked with the IEPA and what we could do since the application was already processed. The IEPA will continue with the original intent of 120 service lines and will secure the additional funding to meet our original application. Authorization of the loan by the City Council is the next step in the process.
MOTION
Alderperson Stowe motioned to waive the First Reading for Ordinance 2021.04 and Alderperson Paulsen seconded the motion.
VOICE VOTE
Mayor Braser called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 7-0.
MOTION
Alderperson Paulsen motioned to approve Ordinance 2021.04 and Alderperson Stowe seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
RESOLUTIONS
A. Resolution No. 869—A Resolution Approving a Grant of $17,000 to the Voluntary Action Center for Direct Services to the Citizens of the City of Sycamore, Illinois.
Acting City Manager Maggie Peck said that the City Council has supported the Voluntary Action Center (VAC) for their actions with TransVAC, MedVAC, Meals on Wheels, and other services they provide. This grant is for $17,000, same as last year, and in the past this has come out of the Hotel/Motel Tax Fund but because of the last year, they budgeted for it from the Sales Tax Distributive Fund.
MOTION
Alderperson Sherrod motioned to approve Resolution 869 and Alderperson Huseman seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
B. Resolution No. 870—A Resolution Approving a Grant of $16,000 to the DeKalb County Economic Development Corporation for Direct Services to Citizens of the City of Sycamore, Illinois.
Acting City Manager Maggie Peck said that this grant of $16,000, same as last year, goes to DeKalb County Economic Development Corporation (DCEDC). Executive Director Paul Borek was unable to attend but sent some highlights, here within. This comes out of the Sales Tax Distributive Fund.
MOTION
Alderperson Sherrod motioned to approve Resolution 870 and Alderperson Paulsen seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
C. Resolution No. 871—A Resolution for the Approval of a Traffic Signal Master Agreement with the Illinois Department of Transportation from July 1, 2021 to June 30, 2031.
This resolution is required for the City of Sycamore to enter into a multi-year intergovernmental agreement with the Illinois Department of Transportation (IDOT) for energy costs and maintenance responsibilities of traffic control signals on State Highways within the City of Sycamore. The current Traffic Signal Master Agreement is set to expire on June 30, 2021 and approval would extend the expiration to June 30, 2031. The conditions of this agreement are the same as the current document with the exception of an increase in the compensation to the City commensurate with increases to construction and energy costs. By approving this agreement, the City will assume the responsibility as the lead agency in actually providing or causing to provide maintenance of the traffic signal with cost-sharing in accordance with Exhibit A referenced in the agenda.
MOTION
Alderperson Copple motioned to approve Resolution 871 and Alderperson Sherrod seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
D. Resolution No. 872—A Resolution Issuing a Notice of Intent to Award a Contract to N-Trak Group of Loves Park, Illinois for the Lead Water Service Replacement Project subject to IEPA Loan Issuance.
Acting City Manager Maggie Peck said that in conjunction with the Water Master Plan, one goal is to identify and replace privately owned lead water services connected to the City’s water mains. In January of 2020, the City of Sycamore completed an application to the IEPA seeking approximately $1,000,000 and in March, we did receive approval to send the project to bid. The city received four bids and said N-Trak is the selected bidder. Staff has reviewed this and Mick Gronewold, Fehr Graham, who is present, has also reviewed these. It is their recommendation to go with N-Trak.
Alderman Huseman asked what work N-Trak is responsible for.
City Engineer Mark Bushnell said that N-Trak is the general contractor responsible for all the work and for managing all subcontractors. Fehr Graham will be doing the construction engineering and they have done this kind of program in Rockford, Freeport, and Forreston.
MOTION
Alderperson Huseman motioned to approve Resolution 872 and Alderperson Sherrod seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
E. Resolution No. 873—A Resolution Authorizing the Execution of a Lease Agreement between the City of Sycamore and Dan Hamingson, d.b.a. Blackhawk Moving and Storage, Inc. to Lease property at 370-400 South Avenue.
Acting City Manager Maggie Peck said for the next two items it is for the former Harvestor Square that is in our TIF of which they will be removing from the TIF and closing the TIF out in December. Until then, the property is going up for sale. She said that the two tenants who have been on that property for numerous years have asked to rent until it is sold. A portion of the property will stay as city property for public works storage or for a staging area for contractors. This lease is for $75 a month beginning May 1, 2021 and continue month-to-month until the property is sold. She emphasized that the lease agreements and the price are set based on what they need to recoup to pay just the tax bill.
MOTION
Alderperson Sherrod motioned to approve Resolution 873 and Alderperson Stowe seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
F. Resolution No. 874—A Resolution Authorizing the Execution of a Lease Agreement between the City of Sycamore and Joel Barczak, d.b.a. Blumen Gardens, Inc. to Lease 370-400 South Avenue.
Acting City Manager Maggie Peck said the attached agreement includes a month-to-month lease commencing on May 1, 2021, with a monthly rent of $500.00. Either party has a right to end said lease with 30 days written notice.
Alderman Huseman asked if the price is per square foot.
Acting City Manager Maggie Peck said yes, it’s based on a percentage of how much of the property they are utilizing.
MOTION
Alderperson Sherrod motioned to approve Resolution 874 and Alderperson Huseman seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
CONSIDERATIONS
A. Consideration of a Recommendation from Public Works to Enter into a Professional Services Agreement with Fehr-Graham to complete Construction Engineering and Observation Services for the proposed Lead Water Service Replacement Project.
Acting City Manager Maggie Peck said that Fehr Graham was selected through the bidding process to complete the design engineer work that the city did through the approval of the IEPA. Fehr- Graham was chosen based on their experience and success with similar projects. In anticipation of IEPA to move forward with the project, the City requested a proposal for Construction Observation Services from Fehr Grahm. She said the relationship thus far has been very successful and it’s staff’s recommendation to continue that positive relationship. The proposed cost of these services is $77,500, which will be billed on a time and material basis and reimbursed through the loan program.
Alderman Huseman asked if the expense covers start to finish on how long we think the program will last or how did they arrive at that.
Mick Gronwold, Fehr Graham, said based on some of the other projects they have done in Rockford, Freeport, and Forreston, they have a good idea of the man hours that goes into each lead service replacement so it is an estimate of their time to complete the 120 services.
MOTION
Alderperson Huseman motioned to approve the Consideration and Alderperson Sherrod seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
B. Consideration of a Police Department Recommendation to Purchase a 2021 Ford Utility Interceptor through the Suburban Purchasing Cooperation Competitive Bid Contract #152 from Currie Motors in Frankfort in the amount of $33,916.00.
Acting City Manager Maggie Peck said that this is a capital budget item for a front line replacement through cooperative bidding for a Ford Utility Interceptor.
Alderman Fischer asked if this price includes it being fully equipped.
Acting City Manager Maggie Peck said there is additional equipment that will need to be added but will be well within budget.
Alderman Bauer asked what it will cost to equip the car for the total cost and asked if there is any possibility of using the same equipment.
Police Chief Jim Winters said it is roughly about $7,000-$8,000 but they do recoup some of that money when they trade in the older vehicle. He said they look at the amount of time it takes to remove and replace the equipment for labor costs. Also, the models changed a bit from 2019-2020 so not everything matches up perfectly.
MOTION
Alderperson Paulsen motioned to approve the Consideration for $33,916 to Currie Motors and Alderperson Copple seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
C. Consideration to Award a Contract for the City of Sycamore 2021 Concrete Replacement Project to Alliance Contractors of Woodstock, Illinois in the Amount of $254,300.46.
Acting City Manager Maggie Peck said the bids for the 2021 Concrete Replacement Project were read on May 11th. This project includes sidewalk and curb replacement in the Reston Ponds Subdivision, originally scheduled for 2020, and preparation for the upcoming micro surfacing work. Alliance Contractors was the lowest bid as follows:
| # | Bidder | Total Bid |
| 1 | Alliance Contractors | $254,300.46 |
| 2 | Triggi Construction Inc. | $265,218.50 |
| 3 | Elliott and Wood Inc. | $298,500.00 |
| 4 | Landmark Contractors Inc. | $356,745.43 |
Alderman Bauer said he is concerned that this is such a high number when all the concrete in Reston Ponds is not that old and wonders if the installation was substandard or somehow been damaged.
City Engineer Mark Bushnell said that there are some utility structures that have shifted. When the city goes to microsurface later, IDOT makes the city bring all the sidewalks and ramps up to the new ADA (Americans with Disabilities Act) requirements. This addresses those requirements as otherwise, they cannot do any work on the asphalt itself.
MOTION
Alderperson Sherrod motioned to approve the Consideration for $254,300.46 to Alliance Contractors and Alderperson Fischer seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
D. Consideration to Award the 2021 Motor Fuel Tax Street Project
Acting City Manager Maggie Peck said that bids were opened on May 14th for the 2021 Motel Fuel Tax Street Project which includes North Cross Street, Crosby Avenue, Cloverlane Drive, Pebblewood Court, and Plaza Drive. Work will be completed by September 30, 2021. Curran Construction has confirmed their bid is complete and came in as the lowest bid as follows:
| 1 | Curran Construction | $ 795,790.57 |
| 2 | Schroeder Asphalt Services | $796,602.21 |
| 3 | William Charles Construction Company LLC | $ 849,258.45 |
| 4 | Peter Baker and Son Co. | $ 1,003,601.56 |
Alderperson Copple gave kudos to City Engineer Mark Bushnell.
City Engineer Mark Bushnell said that it’s John Brady that is responsible for the numbers.
MOTION
Alderperson Stowe motioned to approve the Consideration for $795,790.57 to Curran Construction and Alderperson Copple seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 7-0.
E. Consideration for a Public Works Department Recommendation of a Program to Assist with the Replacement of Privately-Owned Residential Lead Service Lines.
Acting City Manager Maggie Peck said some options were discussed at the last meeting and is bringing forward the following to get direction:
Option 1- A flat rate of $1,000.00 for any resident who participates in the program in the form of a credit on their bi-monthly Utility Bill from the City of Sycamore.
Option 2- $500 – parkway / watermain on house side of street (Short Side)
$1000 – Need road repair / watermain on opposite side of street from house (Long Side)
Alderman Bauer said that he was trying to equalize those on the long versus short side. This can be diced different ways but said he doesn’t know what it will take to “get someone to pull the trigger” especially someone on the long side of the street since the residents to repair the street.
Acting City Manager Maggie Peck asked if they are asking for $750 for the short side and $1,250 for the long side. Alderman Stowe suggested if it wouldn’t be better off to know exactly how many services there are before we set the rate.
Acting City Manager Maggie Peck said her and staff discussed earmarking money specifically for this and doing it like we do the Façade Grant or the Sidewalk Program that they have $100,000 this year and $100,000 in year two and cap it based on number of those who might participate so that we have budgeted properly. She said they have a good understanding of the number and a good understanding of where they will be working so it just depends on who fills out the application. They do have a rough draft of the application which is similar to the Sidewalk Program application. This is the direction they were going for instead of waiting to get the numbers but rather get started on it. They are also receiving some stimulus money that they can use for that as well.
Alderman Stowe said his is trying to incentivize these people. We find out there are only 500 that have lead services that would make more money available for us to give them. Just throwing it at $1,000 would be 1,600 services that we could do but there might not be 1,600 services as right now we know of 220. He thinks it would be good to know the numbers so they can incentivize it. He thinks that $1,000 for someone on the long side is not going to push people to do it. We need to make the number be as big as we can to solve the problem or else it’s not going to happen.
Mayor Braser said he believes we can use this as a starting point. As we know more, we can amend it.
Acting City Manager Maggie Peck said she could bring this back but would need to cap it and say $1,000 up to $3,000 based on numbers or budget.
Alderman Bauer asked what happens if the first 10 are in at $1,000 and there is only 10 more total and we are trying to use up the rest of the million dollars.
Public Works Director Matt Anderson clarified that that money is not one in the same. The million dollar loan is for the other lead replacement program and can’t be comingled with this program. This is the reimbursement incentive and the other is the lead replacement paid by the IEPA loan. This is for those who cannot participate in that program. We are trying to help as many residents as we can.
City Engineer Mark Bushnell said this is to incentivize not cover the cost, similar to the Sidewalk Program. It helps the resident pay for the private improvement.
Acting City Manager Maggie Peck said that she is very confident that she can sit with staff and bring something back for a vote at the next meeting.
Alderman Huseman asked if she could summarize the programs and how far they will get differentiating the City of Sycamore’s incentive and the loan.
OTHER NEW BUSINESS
Mayor Steve Braser said that this was a lot tonight and deeply appreciates the staff and Maggie putting it all together and working together.
ADJOURNMENT
MOTION
Alderperson Stowe motioned to adjourn the meeting at 7:57 p.m. and Alderperson Paulsen seconded the motion.
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