City of Sycamore City Council met June 6.
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: Nancy Copple, Jeff Fischer, Josh Huseman, Pete Paulsen, Virginia Sherrod, Chuck Stowe, and Alan Bauer. Alderperson David Stouffer was absent. City Attorney Keith Foster was also present.
INVOCATION
Led by Alderperson Virginia Sherrod
PLEDGE OF ALLEGIANCE
Led by Mayor Steve Braser
APPROVAL OF AGENDA
MOTION
Alderperson Copple motioned to approve the agenda and Alderperson Fischer seconded the motion.
VOICE VOTE
Mayor Braser called for a voice vote to approve the motion. All Alderpersons voted aye. Motion carried 7-0.
AUDIENCE TO VISITORS
CONSENT AGENDA
A. Approval of the Minutes for the Regular City Council Meeting of May 2, 2022.
B. Payment of the Bills for May 16, 2022 in the amount of $1,479,659.44.
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 Copple, Fischer, Huseman, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 7-0.
PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS
City Manager Michael Hall had the employees that were in attendance introduce themselves.
Kristian Dominguez, Assistant Finance Director
Valerie St. James, HR/Payroll Specialist
Kate Griffey, Accountant (Utility Billing and Accounts Payable)
Denise Setchell, Administrative Assistant for Community Development
Alderman Josh Huseman introduced his daughter, Charlotte, who was in attendance.
Alderperson Nancy Copple announced a new citizen of Sycamore with the birth of her grandson William Rodger Copple.
REPORT OF OFFICERS
Police Chief Winters introduced Deputy Chief Jeff Wig, 20 years’ service, who was one of the deputy chiefs sworn in on June, 2nd. Deputy Chief Rod Swartzendruber could not be present. Deputy Chief Wig will be in charge of Patrol and Special Events. He thanked and congratulated Mike Anderson and Steve Cook who retired after 30 plus years of service each.
Deputy Chief Jeff Wig said thanks for the opportunity and that he has big shoes to fill.
REPORTS OF STANDING COMMITTEES
Finance – Alan Bauer said no report
Public Safety – Pete Paulsen – no report
Public Works – Chuck Stowe – no report
PUBLIC HEARINGS
ORDINANCES
CONSIDERATIONS
A. Consideration of an Administrative Recommendation to Award a Contract in the Amount of $573,633.61 to Schroeder Asphalt Inc. of Huntley, IL for the 2022 Motor Fuel Tax Project.
City Manager Michael Hall said that this is part of the CIP (Capital Improvement Project) road project for the Motor Fuel Tax Project that was originally budgeted at $925,000. There was an estimate of $511,000 but it came in at $573,633.61.
MOTION
Alderperson Bauer motioned to approve the Consideration for $573,633.61 to Schroeder Asphalt, Inc. and Alderperson Paulsen seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Copple, Fischer, Huseman, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 7-0.
B. Consideration of a Police Department Recommendation for the Disposal of a 2017 Ford Explorer.
City Manager Michael Hall said that this is for a squad car with over 100,000 miles that is being rotated out of the fleet. Only one bid was submitted for $12,000.
MOTION
Alderperson Copple 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 Copple, Fischer, Huseman, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 7-0
C. Consideration of BS&A for the City’s Enterprise Resource Planning System.
City Manager Michael Hall said they are asking the council to approve a new financial software commonly called an ERP. The current software being used was purchased back in 1999 and has had its life. Request for Proposals were done on February 2, 2022 with the County receiving the four bids as listed in the agenda. Staff, who looked at all the proposals that were presented, recommended to go with BS&A. Staff is present to answer any questions. He reviewed the bid results and details as outlined in the agenda and explained that this system is cloud-based with Azure, not on the server, which is beneficial. There will also be a lot of benefit to the citizens with online payments, online applications, and an HR portal for employees.
Alderman Huseman said that he is in favor of it but asked the manager to highlight the big improvements from the current system and asked if it was in the budget.
City Manager Michael Hall said yes, that each module was looked at and some of the highlights of that is utility billing, purchase orders, and HR. One of the horror stories of the current software is a Public Works report taking 2.5 hours to run. For salaries, vacation, and sick-time, there are not any automatic updates, so each entry for each employee is manual. He said that this was not in the budget so the cost will come out of the fund balance which holds approximately $8 million.
MOTION
Alderperson Huseman motioned to approve the Consideration for BS&A and Alderperson Bauer seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Copple, Fischer, Huseman, Paulsen, Sherrod, Stowe, and Bauer voted aye. Motion carried 7-0
Mayor Steve Braser said that he has dealt with this in other businesses and the efficiency for the community is going to be tremendous. He said that he appreciates all the work on this.
OTHER NEW BUSINESS
APPOINTMENTS
ADJOURNMENT
MOTION
Alderperson Stowe motioned to adjourn the meeting at 7:20 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 7-0.
https://cityofsycamore.com/wp-content/uploads/2022/06/cc20220606.pdf
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