City of Sycamore City Council met Oct. 4.
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: Alan Bauer, Nancy Copple, Jeff Fischer, Josh Huseman, Pete Paulsen, Virginia Sherrod, David Stouffer, and Chuck Stowe. City Attorney Keith Foster was also present.
INVOCATION Led by Public Works Director Matt Anderson
PLEDGE OF ALLEGIANCE Led by Public Works Director Matt Anderson
APPROVAL OF AGENDA
MOTION
Alderperson Copple motioned to approve the agenda 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.
AUDIENCE TO VISITORS
Hutha Hicks, 243 Charles Street, asked for bike racks as Sycamore no longer has any. She also suggested to put a sign on Main Street and Page Street for the entrance to the Great Western Trail and a sign that shows the direction to downtown for when riders come off the trail.
CONSENT AGENDA
A. Approval of the Minutes for the Regular City Council Meeting of September 20, 2021.
B. Payment of the Bills for October 4, 2021 in the amount of $191,046.02.
MOTION
Alderperson Bauer motioned to approve the Consent Agenda and Alderperson Stowe seconded the motion.
VOICE VOTE (City Attorney Keith Foster allowed the voice vote)
Mayor Braser called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 8-0.
PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS
A. Proclamation Declaring the Week of October 3-9, 2021 as Fire Prevention Week in the City of Sycamore, Illinois. B. A Proclamation Declaring October 2021 as Domestic Violence Awareness Month in the City of Sycamore, Illinois. C. A Proclamation Declaring October 2021 as Breast Cancer Awareness Month in the City of Sycamore, Illinois. D. Swearing-In and Pinning of Daniel Rink, Deputy Fire Chief.
Fire Chief Pete Polarek introduced and gave some background on Deputy Fire Chief Dan Rink. City Clerk Mary Kalk swore him in.
Deputy Fire Chief Dan Rink thanked the Council, Mayor Braser, and Chief Polarek for the opportunity to come to his home town and serve as the Deputy Fire Chief. He appreciates this chance and is very excited.
Mayor Braser thanked all the Firefighters that showed up tonight for the “swearing-in” asked that they be introduced.
REPORT OF OFFICERS
Acting City Manager (ACM) – Maggie Peck welcomed Dan Rink and his family to the Sycamore team and looks forward to a long lasting working relationship. In recent weeks, they have been working to move all assets to one bank for the Fire & Police Pensions for the transfer of funds to the state which has been in the works for the past few years. They have finished up the Fire Pension and will complete the Police Pension in the coming month. They are looking to have Lauterbach & Amen here in November to present the audit. She highlighted a few key revenue sources. The Home Rule Tax is at 48.66%, State Sales Tax is 44.38%, R & B Tax is at 51.88%, State Income is at 51%, and Hotel/Motel is at 95%. She said that they should
see approximately $160,000 in that account this year which is two times what they originally budgeted for based on what they thought was going to happen this year. The current benchmark is 41.66% so all these are trending higher which is really good news. She reported that she has received the EAV from the County Assessor and she is reviewing options to present in mid
November. Currently they are up 4.28% this year. New construction is 1.57% or $7,675,490. She pointed out that in 2019, they were at $7,676,277. Current property values are 2.71%. Commercial is sitting at $2,284,058 which is likely attributed to Meijer.
Police Chief – Jim Winters said that in recent weeks, they have seen a surge in frauds and attempted fraud through electronic means, specifically spoofed or hacked e-mails. As a reminder, if you are unsure of the validity of an e-mail, contact the source to confirm its legitimacy and do not click on any links, pictures, or other things embedded in the e-mail. Thank you the Police and Fire Commission who has worked to approve suggested updates to the Police & Fire Commission Rules. These updates will allow their process to be more flexible for applicants as they take on some of the recruiting challenges facing law enforcement across our country. The new process will allow applicants to take the entry level test over a 30 day period, instead of just one day at a specific time which should allow them to attract a larger, diverse candidate pool. That testing process will begin October 15th which is timely as they currently have one vacant position.
Fire Chief – Pete Polarek said that he appreciates the opportunity to share this moment with a new management member and get to know him and his family a little bit. Fire Prevention week kicks off this week and the public educators are in schools with restrictions but are trying to stay true to getting the message out to our young people.
Director of Community Development John Sauter said that they’re at 35 singles family homes as of the end of September. Last year at this time they were at 29 and in 2019 they were at 34, so they’re keeping pace with the last couple years in spite of some supply shortages. They’re reviewing a proposed remodel of the pharmacy counter at Walgreens along with a few other commercial remodels so submittals do continue to be steady.
Director of Public Works Matt Anderson announced that the Leaf Pickup Program will start Monday, October 18 through mid-November depending on how the season goes. The dumpster will be at Public Works December 6-18th. The information and the schedule map has been updated on the city’s webpage. There are WRT media exchanges planned for Well #8 on October 9th and for Well #9 right after. The second round of lead and copper samples came back and all passed again. Lastly, he said there is a Public Works Laborer position open.
City Engineer Mark Bushnell said in regards to leaf pickup, the map with the dates is online on the Public Works page. He said that heavy road construction has wrapped up for this year but they still have some resurfacing and cracksealing maintenance projects still going on. They will soon be evaluating streets for next year’s program. If the council or their constituents have any priorities, please, let him know so they can do the inspections and get the measurements before the snow flies.
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 2021.15—An Ordinance Amending Title 8, “Water and Sewer”, Chapter 2, “Water Use and Service”, Section 6, “Repairs or Replacement; Excavations”. First and Second Reading.
Acting City Manager Maggie Peck recalled that the council passed, in June, Ordinance 2021.05 for assistance for residents who did lead service replacement with $2,000 for the long side/under the street or $1,000 for the short side. After some residents had concerns and asked them to look at the program, it was discussed at the last council meeting about bringing back a one time payment as reimbursement rather than how it is currently set up as a credit on the utility bill. This ordinance amends that they will do a one-time payment upon successful completion of the lead service replacement. If council approves this, she would like to contact the current residents that participated in the program since the inception and let them know that they will be giving them their payment for the difference of what they have already been credited on their utility bill.
MOTION
Alderperson Copple motioned to waive First Reading of Ordinance 2021.15 and Alderperson Sherrod seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Bauer, Copple, Fischer, Huseman, Paulsen, Sherrod, Stouffer, and Stowe voted aye. Motion carried 8-0.
MOTION
Alderperson Copple motioned to approve Ordinance 2021.15 and Alderperson Sherrod seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Bauer, Copple, Fischer, Huseman, Paulsen, Sherrod, Stouffer, and Stowe voted aye. Motion carried 8-0.
B. Ordinance 2021.16—An Ordinance Amending Title 6, “Motor Vehicles and Traffic,” Chapter 4, “Traffic Schedules,” Section 10, “No Parking Zones,” of the Municipal Code of the City of Sycamore, Illinois to Prohibit Parking on Certain Portions of Longwood Drive, Mt. Hunger Road and Maplewood Drive.
Acting City Manager Maggie Peck said these are reviewed by city staff mostly for public safety and that she handed out a map (here within). If these are approved, signs will be posted. The following are proposed amendments to Title 6, “Motor Vehicles and Traffic,” Chapter 4, “Traffic Schedules,” Section 10, “No Parking Zones,” specifically the addition of the following:
6-4-10: NO PARKING ZONES:
| Street | Side | From | To |
| Longwood Drive | North | Woodgate Drive | North intersection with Meadowbrook Court |
| Mt. Hunger Road | North | Rose Drive | Main Street |
| Mt. Hunger Road | South | Main Street | 170’ East of the centerline of Briden Lane |
| Maplewood Drive | South | Prosser Drive | Everett Street |
| Maplewood Drive | North | Prosser Drive | 350’ East of the centerline of IL Route 23 |
Alderperson Stouffer motioned to waive First Reading of Ordinance 2021.16 and Alderperson Fischer seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Bauer, Copple, Fischer, Huseman, Paulsen, Sherrod, Stouffer, and Stowe voted aye. Motion carried 8-0.
MOTION
Alderperson Stouffer motioned to approve Ordinance 2021.16 and Alderperson Fischer seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Bauer, Copple, Fischer, Huseman, Paulsen, Sherrod, Stouffer, and Stowe voted aye. Motion carried 8-0.
RESOLUTIONS
A. Resolution No. 886—A Resolution to Establish a Public Hearing for Consideration of the Adoption of a Potential TIF 2 Redevelopment Project Area.
Acting City Manager Maggie Peck said that in July of this year, the City of Sycamore entered into an agreement with PGAV to conduct a feasibility study for the possible creation of a new TIF #2. The proposed area is located on the north side of town and includes properties along portions of North Cross Street, Lucas Street to North Avenue, and crosses one block over Main to Page Street. PGAV has performed some feasibility studies and have a proposed project area at this point. The Joint Review Board will meet on November 8th to look over this plan and with the passing of this resolution, the city will hold a public hearing on November 22nd at 6 pm in the Sycamore City Center to consider the adoption of the TIF 2 Redevelopment Project Area.
Alderman Stouffer asked that this is just to approve having the public hearing on November 22nd.
ACM Maggie Peck said they already approved the feasibility studies and there will be several steps coming to council over the next six months. This portion is to have a public hearing to hear from the people around there. Upon approval, she will send notice to any resident that lives within 750 feet of the planned area to notify them of the public hearing.
MOTION
Alderperson Stowe motioned to approve Resolution 886 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.
B. Resolution No. 887—A Resolution Approving and Accepting Certain Public Improvements Related to the Old Mill Park and Landahl Subdivisions.
ACM Maggie Peck said that in 2018, the City entered into a development agreement for the Old Mill Park Development. As part of this agreement, Brian Grainger, principal of Old Mill Park LLC, was required to assume responsibility of public improvements guaranteed as part of the Landahl subdivision. One of these improvements was the installation of traffic signals at the corner of Route 23 and Mt. Hunger Road. On September 23, 2021, the signal improvements were completed and approved by the Illinois Department of Transportation (IDOT), who acted as the permitting agency. According to section 4.7.10-6 of the City’s UDO, the City Engineer shall forward a recommendation to the City Council if the improvements are acceptable. The City Engineer and IDOT have approved the installation of the signals. The City will assume the long-term maintenance but part of the agreement is that the Old Mill Park development is responsible for the next five years for maintenance of that including a $50,000 guarantee. This is required by IDOT and said the City agreed to reimburse the developer 28% of the cost of the traffic signals. The total construction cost was $207,657.71 with an additional $15,000 of eligible engineering expenses. Therefore, $62,344.16 is to be reimbursed to Old Mill Park, LLC.
MOTION
Alderperson Fischer motioned to approve Resolution 887 and Alderperson Sherrod seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Bauer, Copple, Fischer, Huseman, Paulsen, Sherrod, Stouffer, and Stowe voted aye. Motion carried 8-0.
CONSIDERATIONS
A. Consideration of an Award for Aggregate Base Preparation and Binder Installation in the Amount of $37,775.76 to Champion Paving of Hampshire, Illinois.
Acting City Manager Maggie Peck gave a brief background and said that paving was postponed to 2021. To cut costs, city crews took care of grading the subgrade and installing the stone base. Contractors provided pricing for the final grading, the milling of the pavement, and the pavement itself. Due to the coordination with City crews and time-sensitive nature, the City sought quotes from three paving contractors with whom the City had previous experience. These included contractors who completed the last two Motor Fuel Tax projects and the 2020 site paving improvements. Results are as follows:
| 1 | Champion Paving | $70,775.00 |
| 2 | Curran Contracting | $76,761.20 |
| 3 | Schroder Asphalt Services | $78,776.00 |
Alderman Bauer asked what she estimates next year’s paving cost to be.
ACM asked if Champion Paving was going to hold that price for us for next year.
City Engineer Mark Bushnell said that they were not going to be able to hold that price for next year. There is probably going to be $3,000 of additional costs to clean and prime the pavement, labor costs will go up, and unfortunately, asphalt is the “wild card” as it depends on what oil prices do. He said they were really happy with these prices because they were inline and less than the paving prices they got in 2020.
MOTION
Alderperson Stowe motioned to approve the consideration for $37,775.76 to Champion Paving and Alderperson Paulsen seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Bauer, Copple, Fischer, Huseman, Paulsen, Sherrod, Stouffer, and Stowe voted aye. Motion carried 8-0.
OTHER NEW BUSINESS
APPOINTMENTS
ADJOURNMENT
MOTION
Alderperson Stowe motioned to adjourn the meeting at 7:31 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/2021/10/cc20211004.pdf
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