City of Sycamore City Council met April 3.
Here are the minutes provided by the council:
ROLL CALL
Mayor Braser called the meeting to order at 6:00 p.m. and City Clerk Mary Kalk called the roll. Those Alderpersons present were David Stouffer, Chuck Stowe, Alan Bauer, Nancy Copple, Jeff Fischer, Josh Huseman, and Pete Paulsen. Alderperson Virginia Sherrod arrived at 6:01 pm after roll call. 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 Stouffer motioned to approve the agenda and Alderperson Copple 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
Michelle Roberts, 124 West Lincoln Street, a Physician’s Assistant, representing a 1300-member citizen’s advocacy group call Citizen’s for Clean Water, Sycamore, asked for the city to meet with their group and asked that safe water be made the number one priority in planning and budgeting for the city.
Josh Force, 432 Edward Street, for the record, gave his account on the city water and low chlorine levels from aging infrastructure. He expects the city to be transparent and follow state law.
Isaac Wilson, 216 East Lincoln Street, said that if the city has the opportunity to fix the problem, fix it! Clean water is important. He asked that both sides sit down with their numbers and fix it and if the city can’t, then bring someone in to fix it.
CONSENT AGENDA
A. Approval of the Minutes for the Regular City Council Meeting of March 20, 2023.
B. Payment of the Bills for April 3, 2023, in the amount of $565,383.07.
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, Stouffer, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 8-0.
APPOINTMENTS
A. Mary Fischer to the Sycamore Public Library Board of Trustees
MOTION
Alderperson Fischer motioned to confirm the appointment 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 8-0.
PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS
REPORT OF OFFICERS
REPORTS OF STANDING COMMITTEES
Finance – Alan Bauer – no report
Public Safety – Pete Paulsen – no report
Public Works – Chuck Stowe – no report
PUBLIC HEARINGS
ORDINANCES
RESOLUTIONS
A. Resolution No. 931 – A Resolution Approving a Preliminary Engineering and Construction Guidance Agreement with Municipal Engineering Corporation for Motor Fuel Tax Funds for FY23b for the City of Sycamore, Illinois.
City Manager Michael Hall said that the next three resolutions are similar because IDOT (Illinois Department of Transportation) require the municipality to pass these resolutions when using Motor Fuel Tax funds.
Alderman Huseman asked if the funds are allocated for any specific projects.
City Manager Michael Hall said that it is for all Motor Fuel Tax projects.
MOTION
Alderperson Stowe made a motion to approve Resolution 931 and Alderperson Fischer seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stouffer, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 8-0.
B. Resolution No. 932 – A Resolution Approving Roadway Construction Utilizing Motor Fuel Tax Funds for FY23b for the City of Sycamore, Illinois.
City Manager Michael Hall said that this requires that if the city uses Motor Fuel Funds, it must be declared, and so this is asking to use $1 million.
Alderman Stouffer confirmed that they do not have to use the full million.
MOTION
Alderperson Copple made a motion to approve Resolution 932 and Alderperson Fischer seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stouffer, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 8-0.
C. Resolution No. 933 – A Resolution Approving an Agreement with the Illinois Department of Transportation to Commit Local Funds for a City of Sycamore Roadway Project.
City Manager Michael Hall said that this is specifically for what projects will be done as required by IDOT. The list of streets is listed.
Alderman Huseman asked, since there is an audience, to talk about the cost- sharing for both Federal and State.
City Engineer Mark Bushnell said that 13 A is engineering, 13 B is local MFT, and 13 C is receiving funds from the Federal Government for 80% of the project. IDOT picks up the tab, pays the contractor, and sends the city a bill at the end for 20%. This is assurance to them that the city will pay their 20%.
MOTION
Alderperson Huseman made a motion to approve Resolution 933 and Alderperson Stouffer seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stouffer, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 8-0.
D. Resolution No. 934 – A Resolution Granting Authority to Submit the Sewer Use and Service Ordinance Update and Local Limits Evaluation Report to the United States Environmental Protection Agency.
City Manager Michael Hall said that the Environmental Protection Agency (EPA) requires Director of Public Works, Matt Anderson to complete the information for sewer. The report, that is included in the packet, is a very long report and very detailed. The EPA also requires a resolution for this.
MOTION
Alderperson Fischer made a motion to approve Resolution 934 and Alderperson Copple seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stouffer, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 8-0.
CONSIDERATIONS
A. Consideration of a Public Works Recommendation to Authorize the Execution of an Agreement with Layne Company for the Maintenance Inspection and Repair of Well #8.
City Manager Michael Hall said that it was reported at the last meeting that Well #8 was having problems. It had to be shut down and emergency repairs are needed. It’s $100,000 to pull the well out to inspect to see what’s wrong and another $100,000 for the repairs although it could be less than that.
Public Works Director Matt Anderson added that this is the cost to only pull, inspect, and put the well back in place which is like what happened with Well # 6. He said that they are trying to get on a schedule that they can pull the wells every 10-15 years as routine maintenance before any issues pop up.
MOTION
Alderperson Stowe made a motion to approve the Consideration for Layne Company and Alderperson Huseman seconded the motion.
ROLL CALL VOTE
Mayor Braser called for a roll call vote to approve the motion. Alderpersons Sherrod, Stouffer, Stowe, Bauer, Copple, Fischer, Huseman, and Paulsen voted aye. Motion carried 8-0.
B. Consideration of the FY23b Budget (May 1, 2023, to December 31, 2023).
City Manager Michael Hall gave kudos to the staff for all work they’ve done on the budget, that it is changing from a fiscal year to a calendar year. This is the first of three meeting discussions as the next is April 17th, and the final approval will be on May 1st. He covered, from the agenda, the city objectives, including the change of reflecting the budget as being fully burdened for each employee, the increased levy, which was approved, that includes the three new firefighters and two police officers off that increase, contracts including garbage collections, software, printers, etc., the General Fund balance, and five-year plans. Lastly, he said that Finance Director Brien Martin and Assistant Finance Director Kristian Dominguez did a great job on analysis and assembling the numbers.
Alderman Huseman said that this is the first time there has been a budget that is tied to very specific objectives in getting caught up with public safety, financial stability, and capital infrastructure. For the audience, he pointed out that there is $2.75 million worth of infrastructure, specifically water main, that is included in this budget that is connected to those objectives which is a substantial increase from previous years
C. Consideration of Changes to City Fees.
City Manager Michael Hall said that, for more transparency, every fee that is in the code will be put in a fee schedule and will have legal take out all the references in the code. This schedule will allow for transparency and flexibility and that each year, the council will pass the Fee Schedule. Jessica Lingle did a lot of work with all the departments in laying this out. He also covered the proposed change from the agenda on the ambulance service fee in looking to move from the current fee of $1,720 to the GEMT’s (Ground Emergency Medical Transportation) fee of $2,400 that is set by the Federal Government. There are four different areas charged, Medicaid, Medicare, those with insurance, and those without insurance. Medicaid goes by GEMT fee. If the city charges $1, Medicaid will pay $2,400. Medicare only pays $1,000 and insurance companies will pay a percentage. For residents, the city doesn’t collect anything above these amounts as they are written off which is about a $1 million a year of ambulance fees. They are proposing to increase to the GEMT fee of $2,400 receiving $100,000 more in revenue by doing so. He noted that the citizens would not be paying more as it would be the insurance company. The fee above what is paid by Medicare, Medicaid, and insurance companies will be attempted to be collected from the non-residents. These will be brought forward at the next meeting for approval.
The mayor added that it has been years since these fees have been reviewed.
Alderman Bauer said that this council has always been hesitant to evaluate fee structures. He said that this is a very lean and efficient way to evaluate all the fees together. The fact that we can evaluate these fees annual will be a lot easier on the customers and said that this is a real good idea.
D. Consideration of an Administration Request for a Closed Session to Discuss Pending Litigation under 5 ILCS 120/2(c)(11) and to Discuss the Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of Specific Employees under 5 ILCS 120/2(c)(1).
MOTION
Alderperson Stouffer made a motion to enter into Closed Session at 6:40 pm 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 8-0.
MOTION
Alderperson Huseman made a motion to enter back into Open Session at 7:21 pm 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.
OTHER NEW BUSINESS
ADJOURNMENT
MOTION
Alderperson Stowe motioned to adjourn the meeting at 7:21 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://www.cityofsycamore.com/AgendaCenter/ViewFile/Minutes/_04032023-142
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