DeKalb Times

City of Sycamore City Council met Aug. 2.

Here are 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: Pete Paulsen, Virginia Sherrod, David Stouffer, Chuck Stowe, Alan Bauer, Nancy Copple, Jeff Fischer, and Josh  Huseman. City Attorney Keith Foster was also present. 

INVOCATION Led by Alderperson Nancy Copple 

PLEDGE OF ALLEGIANCE Led by Alderperson Nancy Copple 

APPROVAL OF AGENDA 

MOTION  

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

VOICE VOTE  

Mayor Braser called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 8-0. 

AUDIENCE TO VISITORS 

CONSENT AGENDA  

A. Approval of the Minutes for the Regular City Council Meeting of July 19, 2021.  

B. Payment of the Bills for August 2, 2021 in the amount of $404,782.33. 

MOTION  

Alderperson Bauer motioned to approve the Consent Agenda and Alderperson Stowe seconded the motion.  Alderman Paulsen said to correct his report of Standing Committees to “absent” instead of “no report”.  

ROLL CALL VOTE  

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

PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS 

Alderman Bauer gave recognition to the Public Works (PW) team for cleaning up the residence on Home Street which was an  eviction situation and also to Maggie for her quick response in getting it taken care of.  

REPORT OF OFFICERS  

Acting City Manager (ACM) – Maggie Peck said the Turning Back Time Car Show went off very well. She extended a thank  you to Public Works, Fire, and Police for all they do to help make that event a success. She reported that we are back to  COVID 19 restrictions but said that the city will continue to be open for business with masks required for the safety of all. She  extended a congratulations on the retirement of Deputy Fire Chief Todd Turner, whose last day was Friday, for his dedication  and service to the residents of Sycamore for almost 41 years. The July Treasurer’s Report, (not included in the packet but  attached herein) on a cash-basis, has a benchmark of 16.67%. The General Fund Revenue sits at 22.65% but is 18.74%  when weighted with property taxes. Sales Tax receipts are ahead of budget at 17.03% and Home Rule Tax is 17.58%. The  Hotel/Motel Tax, which was hit hard during COVID, sitting at 30.16%. This is a good sign for Hotel/Motel operators. The  audit process has started and the report will be presented in the fall but said that it appears that FY21 is going to finish with a  positive annual fund balance which is a testament to financial decisions they made as a staff during the pandemic.  

Police Chief – Jim Winters said that the Police Department (PD) staff met with representatives of Northwestern Behavioral  Health and will be moving forward with expanding the hours through a grant that their staff will work with social workers. This  is not a “co-responder” model, but it does allow officers to utilize the social workers to refer those individuals in need to appropriate resources and then provide follow up if it is not a law enforcement issue. They christened the special events  vehicle at the car show two weekends ago which was purchased through a grant from Bayer. The vehicle proved useful  during that event from a practical and visibility standpoint. He thanked Bayer and all those involved in helping secure that  grant. Lastly, a drug prescription turn-in is scheduled for Tuesday, August 16 at the PD for which they will be partnering again  with State Representative Jeff Keicher and his team to provide an opportunity for people to drop off old or unused medication.  Lastly, he said they will be swearing in two replacement officers this Wednesday who will start their training at the state police  academy on Sunday.  

Fire Chief – Pete Polarek said in reference to the Turning Back Time Car Show, they spend a certain amount of time out  there early on, especially when parking is at a premium. He said, “bar none” this year, they were really “on” and he assumes that it is the new leadership (“nothing against the past leadership, they were great.”) But this year, they had very few issues,  and they were very attentive. He gave kudos to the car show folks. Also, he said that the Public Works team played a big role  in this event, too.  

Mayor Braser said that they {car show folks} mentioned to him that the help that Fire, PD, and PW gives them makes it easier  too and that the departments are very easy to work with to make the whole thing happen. He said thank you very much.  

Director of Community Development John Sauter said that they’re at 26 single family permits as of the end of July. Last  year, they were at 19 and in 2019, they were at 28, so they’re keeping pace and plans continue to come in. They received  plans for a Take 5 Oil Change this week. The Mobil 1 Express, on Plaza Drive across from Farm & Fleet, was sold recently  and the new owners plan to update the interior and exterior of the building, as well as spruce up the site. Work is expected to  begin later this summer. 

Director of Public Works Matt Anderson said he appreciates the kind words and also gave kudos to the Public Works team  that helped with Cruise Night and the Turning Back Time Car show.  

City Engineer Mark Bushnell said that as part of a DSATS (DeKalb-Sycamore Area Transportation Study) project, all of the  Google Street View images for the entire City of Sycamore were updated. Some of these images were almost 10-15 years old.  He said that all streets were driven about three months ago and have been uploaded which was done at no direct cost to the  City. 

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 No. 2021.10—An Ordinance Approving the City of Sycamore 2021 Comprehensive Plan Update. Second  Reading. 

Acting City Manager Maggie Peck said that this is on Second Reading and the changes and corrections from the last meeting  have been updated. She reminded that this will be the 2021 Comprehensive Plan and no longer the 2020 Comprehensive  Plan. It includes the historical references, inventory and analysis of current conditions, and sets goals and objectives. The  plan will be on the city’s website.  

MOTION  

Alderperson Huseman motioned to approve Ordinance 2021.10 and Alderperson Stouffer seconded the motion.  

ROLL CALL VOTE  

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

B. Ordinance 2021.11—An Ordinance Amending Title 1, “Administration,” Chapter 10, “Personnel Rules,” of the City  Code of the City of Sycamore to Authorize Non-Elective Positions for the City of Sycamore, Illinois. First and Second  Reading. 

Acting City Manager Maggie Peck said that this ordinance typical comes to council in April and since it was updated, the city  has experienced several personnel changes in a number of key positions this last year. This would update the authorized  positions to provide flexibility within the organizational structure, align with other communities, and align with the overall vision  for the City of Sycamore therefore making this consistent with best practices.  

Alderperson Copple said that she prefers to keep Ordinance 2021.11 tabled until further information is available as she has a  lot of questions about it. She asked about the added positions and that this ordinance was just approved in April and why they aren’t waiting until next April to approve these.  

ACM Maggie Peck said that the changes would include an Assistant City Manager, Director of Finance, and HR Generalist  and said these are the three positions that we are discussing. She said because we have had significant personnel changes  in this time period, this is something that was talked about in conversations that occurred at the staff level where they  discussed personnel and structure.  

Alderperson Copple said “but we don’t even have Assistant City Treasurer yet”. She said that she wants more information  behind the meaning of this and for the numbers in the budget and asked how we are going to pay for this.  

ACM Maggie Peck said that money has been budgeted and those funds have been set aside. There are other key positions that we budget for during the year which we have done. She said they do have reserves set aside for this and they have  made plans. One of the things, without changing too much, said that they had an Assistant City Treasurer position that is  open but they will not be filling that position but leaving it in the ordinance at this point. Next year during clean-up, that is a  position that would come out. They didn’t take any out, they are just adding to them. They MPA Intern position is at 0.0 so  they are not filling that. She said that when staff sat down and looked at this to discuss future plans, those were some of the  things that were taken into consideration; the budget, the overall structure, and the needs of the organization.  

Alderperson Copple said she thinks we need to find the people that we need right now before we start adding positions.  ACM Maggie Peck said that these are the positions that are needed right now. We need a Director of Finance.  Alderman Fischer asked if these positions are replacing other positions or eliminating these positions.  Alderperson Copple said she thinks that we are adding positions.  

ACM Maggie Peck said they are getting rid of positions. They are getting rid of the Assistant City Treasurer position.  

Alderperson Copple said there is a big difference in that pay, doesn’t understand the budget, and is just trying to figure this  out. She said we have Assistant City Manager at 1.0 and Director of Human and Administrative Resources at 0.0 and asked if  there will be no one in the Director position.  

ACM Maggie Peck said that she couldn’t comment on that but could defer to Mayor Braser.  

Mayor Braser said that he doesn’t understand the question and asked how many HR people the city has right now.  Alderperson Copple said that she thinks we have Maggie Peck.  

Mayor Braser said we do but that she has also taken on different roles of Administrative Assistant that wasn’t’ on there before  so it’s a dual role right now. There is really no change and there is no change in personnel and that it’s still just a one-person  role in having a person doing the assistant city administrator who is also doing HR. If that changes in the future, we can  budget that we also have an HR Director and an Assistant City Manager based on the growth of the city. In his 12 years on  council, with the population at 10-12 thousand, having grown this much, it is probably something that we will be able to do. So  at this point, we don’t have both positions, we have one. 

Alderman Huseman said he has questions that could be cleared up if they just had a First and Second Reading and  referenced an “org chart” (organizational chart) to understand the difference between Human and Administrative Resources  and how that carves out to Human Resources Generalist and Assistant City Treasurer versus City Treasurer. He said,  admittedly, without job descriptions or an org chart, it seems like a fair amount of organizational change in the midst of having  the City Manager vacancy and still pursuing that. He said that he would like to see a little bit more clarity in terms of gap  analysis that they went through at the staff level to understand it. He added them up and they are 8.6 positions versus 8.6  positions, so he realizes they are not adding anything, he is just” organizationally confused”.  

Alderman Bauer said another way to look at this is that these are approved roles and don’t require us to fill them. They can be  left out. For example, they don’t have to hire a person for a position that is listed, but if the position is not on the list, they can’t just hire somebody to do this job since it’s not listed there. At that point, if we wanted to hire someone, we would have to have  two readings to change it again because they can’t hire for that position without changing the ordinance.  

ACM Maggie Peck said that as personnel has changed, if we don’t fill a position and choose to go a different route, it’s like when you have opportunities and you see an opening, you can reevaluate that position and what that job should look like. She  said that is essentially what they have been doing as these position have opened up.  

Alderman Fischer said it makes sense to hire once we get the City Manager hired to let that person have input because that is  still an open role and that person will be over everything.  

Mayor Braser said that he doesn’t think we can expect the new City Manager to come in in the first 30 days and change all the  roles as he would hope that person would take some time and evaluate. Then, possibly bring the council suggestions.  

Alderman Fischer said correct, he didn’t mean in 30 days, but that that person would take six months to assess everything  making a determination on which positions are needed.  

Mayor Braser said he thinks it’s there for that but for now, the guidelines that we need, are that it is still 8.6 employees and the  ones we are trying to fill, we will fill those spots, then we can reevaluate it next year in April. For now, to hire these people, we  have to have a clear job description. He said that he doesn’t mean to confuse anybody on this, it’s still just 8.6 employees,  and it’s just different types, some we don’t need, some we do need, but with a different title and description of their job.  

Alderman Huseman said that he is confused. 

Mayor Braser said that he liked Alderman Huseman’s idea of an org chart and the duties associated and said that is really a  good idea.  

Alderman Stouffer started off by saying that Maggie has been doing a great job with a lot of different things in a lot of different  areas so she has had a lot on her plate. It sounds like we are seeing that this is an “ask for help” and some assistance. He  thinks that they should find a way to provide that assistance for her but thinks that these positions themselves would be worth  considering waiting until a City Manager came on because those positions will be here for quite some time so let that City  Manager have some input on this as well.  

Alderman Stowe said he is good with what’s presented.  

Alderman Paulsen said that he sees Human Resources Generalist {on Ordinance 2021.12} but he doesn’t see it on the other  chart {Ordinance 2021.11}. He said it is on page 3 of the agenda but he doesn’t see it listed under “Full Time Equivalent” or  “Department”… (Inaudible).  

ACM Maggie Peck said it is a position that will not be filled during this fiscal year. It wouldn’t be filled until next year, but it’s  just aligning things for the future.  

Alderman Paulsen said that he was confused as to whether that role existed yet as he didn’t think it did.  

ACM Maggie Peck said no, that it is just aligning things for the future, the future needs, the potential that we might need an  additional person as we increase staff and with a lot of mandates that are happening across the state. 

Mayor Braser said that they have to remember that they never had an Assistant City Manager before that could also fulfill  these duties.  

Alderperson Sherrod said that she is good as a lot of her questions were answered. She said she knows the value and hard  work that Maggie puts in and she doesn’t want to see her get burnt out so they need to find her some help.  

Alderman Bauer asked if it is urgent that we passed this as he would be ok with holding off on the First Reading and if  questions can get answered in the next couple of weeks, then they might be able to go Second Reading the next round unless  it’s urgent to get this done but said he doesn’t think it is.  

Alderman Huseman asked that maybe in between council meetings, if Maggie or someone from staff share an org chart  highlighting the duties.  

ACM Maggie Peck said it is on the website and said that they would just fill these positions. She can’t put that in an org chart  until it’s been approved. She reiterated that she can’t draft an org chart for positions that aren’t created but said that typically, the City Manager and the HR Director determine the flow from there based on that. She knows what the vision would be but  she can’t share that until the ordinance is actually passed. She could share some ideas of how that would funnel through and 

who would report where but said they could figure out where the HR Generalist goes. The Finance Director would oversee  the Treasurer and Assistant Treasurer. Assistant City Manager would assist the City Manager.  

Alderman Stouffer said not to hold her back from bringing on help that she needs, they could still move forward with hiring a  couple of the positions.  

ACM Maggie Peck said no, she can’t as they don’t exist. She will share that the Director of Finance came from a  recommendation from the audit process. She said that currently, your Acting City Manager is doing all of the HR, all of the City  Manager responsibilities, and is also the Finance Director so today, spending five hours today doing payroll. She reiterated  that a lot of these suggestions came from recommendations after meeting with the auditors. 

Alderperson Sherrod said she doesn’t want to see Maggie get burnt out in her Human Resource role and walk away from all of  it. She said that if the auditors said she should have these positions in place, then she is good with it.  

ACM Maggie Peck said that the auditor did not say HR Generalist, but they suggested that they get a Director of Finance.  They will not fill the Assistant City Treasurer as that was a position that they advanced somebody in last year. They would  take that position back out and continue to have the processors of Accounts Payable and Accounts Receivables, remove the  Assistant City Treasurer responsibilities and absorb some of that into the Finance Director role.  

Alderperson Sherrod said that they are doing such a good job at being fiscally responsible and that Maggie said that there are  monies set aside for these positions when they become existent.  

ACM Maggie Peck said “exactly” and that there is a plan for the timing of when they would hire those positions based on their  current objectives.  

Mayor Braser thanked the council and said it was good input. He asked for a motion. Hearing no motion, the ordinance stays  on First Reading.  

C. Ordinance 2021.12—An Ordinance Establishing Offices and Fixing the Compensation of Certain Appointed Officers  of the City of Sycamore, Illinois, County of DeKalb, State of Illinois for the Fiscal Year Commencing on the First Day of  May 2021 and Ending on the Thirtieth Day of April, 2022. First and Second Reading. 

After Mayor Braser read the ordinance into the record, Attorney Keith Foster said they have to leave it on First Reading, too.  

RESOLUTIONS - None 

CONSIDERATIONS

A. Consideration of an Administration Recommendation Regarding Health Insurance Coverage for Active and Retired  City Employees. 

Acting City Manager Maggie Peck said that the City’s new plan year for group insurance policies begins on September 1, 2021.  In reviewing bids and negotiating the grandfathered rates, Blue Cross/Blue Shield (BCBS) was willing to provide a renewal of  approximately 9.25% with an additional credit that would make the effective rate 4.83%. The City offers three medical plan  types: HSA, HMO and PPO. The city sees a savings of approximately $48,477 when funding the deductibles for the HSA plan.  Overall, the HMO is the best plan they have and they will continue to work with staff and reiterate and educate them on the  importance of the HMO plan as they currently have four individuals on that plan for a savings of about $10,000 for the city.  Renewals are based on several factors, one including the number of large claims over $50,000 of which this year there were  11. Generic prescription utilization stayed steady at 79% and mail-ordered prescriptions went up to 92.6%. The retirees on  the 65 years and older plan will be renewed January of 2022 but the current rate is $545.48 for each of the 16 individuals on  that plan. The dental plan is part of BCBS and after negotiating, received a renewal rate of 7%. The Dearborn National vision  plan is on year four of a four-year flat rate renewal and the Dearborn National life insurance plan is also a flat renewal. The  Diversified Benefit Services Flex Spending will continue to give the same flat rate of $95 a month to administer the plan. Short  Term Disability will continue to be administered in-house. She concurs with the insurance committee in recommending approval.  

MOTION  

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

ROLL CALL VOTE  

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

B. Consideration for Approval and Adoption of the City of Sycamore Stormwater Management Program Plan. 

Acting City Manager Maggie Peck said the City of Sycamore receives a permit from the Illinois Environmental Agency for the  discharge of stormwater from our City-owned stormwater and storm sewer systems. This Permit is commonly referred to as a  MS4 Permit (Municipal Separate Storm Sewer System). In order to receive and maintain this permit, the City is required to take  proactive steps to reduce pollutants, set targets for monitoring, and establish protocols in the event of an illicit discharge.  Another part of this process, to maintain IEPA compliance, is City Council approval and adoption of a Stormwater Management  Program Plan (SMMP). This plan sets standards and future goals for each of the required activities using a template provided  by the IEPA and the Lake County Stormwater Management Commission. Staff, at the direction of Mark Bushnell, tailored the  plan to the City of Sycamore’s current storm sewer system, staffing levels, and activities. In the interim, a draft version of this  report has been posted to the website to maintain IEPA compliance. 

City Engineer Mark Bushnell said that it is not just the Public Works Department doing this, that it has been a big help from  Community Development Department who does the inspections. He said that that entire staff participates in the activities  throughout the year.  

MOTION  

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

ROLL CALL VOTE  

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

C. Consideration of an Administration Request for a Closed Session to Discuss the Appointment, Employment,  Compensation, Discipline, Performance, or Dismissal of a Specific Employee or Legal Counsel for the Public Body. 

MOTION  

Alderperson Stouffer motioned to enter into Closed Session at 7:40 p.m. 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 8-0. 

MOTION  

Alderperson Huseman motioned to enter back into Open Session at 8:24 p.m. and Alderperson Stouffer seconded the motion.  

VOICE VOTE  

Mayor Braser called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 8-0.  

OTHER NEW BUSINESS 

APPOINTMENTS 

ADJOURNMENT  

MOTION  

Alderperson Stowe motioned to adjourn the meeting at 8:25 p.m. 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 8-0.  

https://cityofsycamore.com/wp-content/uploads/2021/07/cc20210802.pdf