SYCAMORE CITY COUNCIL AGENDA June 5, 2017

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1 1. CALL TO ORDER 2. INVOCATION SYCAMORE CITY COUNCIL AGENDA June 5, 2017 CITY COUNCIL COMMITTEE MEETINGS No Committee Meetings are Scheduled. REGULAR CITY COUNCIL MEETING 7:00 P.M. 3. PLEDGE OF ALLEGIANCE 4. APPROVAL OF AGENDA 5. APPOINTMENTS A. Appointment of David Stouffer to Fill the Vacant Aldermanic Seat in Ward 1. A vacancy was created in one of the First Ward Aldermanic positions with the election of Curt Lang as Mayor. After the election, Mayor Lang began the process to select a successor to finish the unexpired term through April Mayor Lang is recommending the appointment of David Stouffer to serve as First Ward Alderman. Mr. Stouffer and his wife Stephanie have two children; Declan, 2 and Carson, 7 months. David is a graduate of Northern Illinois University and has been involved in the community as a Library Board member, a past participant in the Sycamore Chamber of Commerce s Leadership Academy and a former employee of the Kishwaukee YMCA. After City Council action on the appointment, Mr. Stouffer will be sworn-in and seated as the newest member of the City Council. 1

2 B. Appointment of Omar Ordaz and Kyle Von Schnase to the Sycamore Library Board. 6. AUDIENCE TO VISITORS 7. CONSENT AGENDA A. Approval of the Minutes for the Regular City Council Meeting of May 15, B. Payment of the Bills for June 5, PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS. 9. REPORTS OF OFFICERS 10. REPORTS OF STANDING COMMITTEES 11. PUBLIC HEARINGS None 12. ORDINANCES A. Ordinance No An Ordinance Ascertaining the Prevailing Wages for Public Works in the City of Sycamore, Illinois. First and Second Reading. By July 1 of each year, the City is required by State statute to adopt the prevailing wage rate schedule published by the Illinois Department of Labor for public works projects within the City s corporate limits. The most current Department of Labor prevailing wage schedule, effective June 5, 2017, is attached. 13. RESOLUTIONS A. Resolution No. 713 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. The next three items concern annual grants to local not-for-profit agencies that the City has regularly funded by either hotel/motel taxes or through sales taxes generated by airline fuel. None of the funds come from local businesses or residents. Resolution 713 includes the annual allocation for services rendered to the City of Sycamore by the Voluntary Action Center (VAC). Specifically, the grant helps defray organizational expenses associated with TransVAC, which provided 39,460 rides in Sycamore for 2016, of which 14,053 were to Sycamore residents (out of a total of 204,926 rides in the county overall); MedVac, which provided 1,354 trips to regional hospitals and other care facilities for Sycamore residents; and the Meals on Wheels program which provided 9,083 meals for seniors and disabled residents in Sycamore last year. Only about 1% of the TransVac services for Sycamore and 4% of the Meals on Wheels services are offset by the proposed $17,000 grant. Other VAC funding sources include state and federal grants, foundation grants, private donations, and user fees. The City s funding brings a match of 65% in state dollars and an 80% match in federal dollars. 2

3 In the FY18 City Budget, the grant will come from line-item in the Hotel/Motel Tax Fund. B. Resolution No. 714 A Resolution Approving a Grant of $20,000 to the Voluntary Action Center to Support the Blue Line Flexible Bus Route Service in the City of Sycamore, Illinois. This resolution honors the commitment the City Council made in 2007 to provide long-term funding support for the Blue Line in the form of a local match of a larger state grant. The total cost of the Blue Line is $73,000 of which 65% is a part of the 2.6 million state grant available for services to residents of Sycamore, DeKalb and Cortland. The Voluntary Action Center records indicate that the average ridership is over 2,150 rides each month. Many riders are persons with disabilities and residents of the high-rise apartment building on Grant Street. Areas of high ridership include business districts such as downtown Sycamore, the DeKalb Ave. corridor, and Hy-Vee complex, as well as area medical facilities and residential complexes. The Blue Line s hours of operation are Monday through Friday, 7:00 a.m. to 9:00 p.m., but the service has also provided special runs during downtown event weekends. Funding for the City s share comes from the Sales Tax Distributive Fund ( ). C. Resolution No. 715 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. The City Council has extended a grant to the DeKalb County Economic Development Corporation (DCEDC) for over twenty years to help defray organizational expenses. Each year, the grant has been accompanied by an organizational agreement (attached) setting out the reciprocal obligations of the City and DCEDC. Other government support is provided by the City of DeKalb ($45,000); County of DeKalb ($45,000); and smaller governmental entities within the County. This year DCEDC is once again requesting a contribution of $16,000. The proposed grant underwrites the DCEDC staff s responses to cold calls and other inquiries concerning industrial space in Sycamore. Additionally, DCEDC staff supports the ongoing retention program that reaches dozens of Sycamore businesses each year. DCEDC offers a county-wide network of economic development officials, and a respected clearinghouse for development information. City seats on the organization s executive committee and Board assure timely and thorough access to such information. The attached agreement requires prompt follow-up on industrial leads, the maintenance of a database on Sycamore s industrial sites and buildings, and regular reporting to the staff and Council. 3

4 In the FY18 City Budget, the funding source for this grant allocation is found in the Hotel/Motel Tax Fund ( ). D. Resolution No. 716 A Resolution Requesting Permission from the Illinois Department of Transportation to Close Illinois Route 64 from Governor Street to Sacramento Street from 6:00 P.M. Until 7:30 P.M. on Wednesday, October 4, 2017 to Allow for the Sycamore High School Homecoming Parade in the City of Sycamore, Illinois. The attached resolution requests IDOT s permission to close a portion of IL. Rt. 64 for the Sycamore High School Homecoming parade on October 4, E. Resolution No. 717 A Resolution Authorizing Disposal of Certain City Property. According to the City s Purchasing Manual and Accounting Guidelines, property determined by the City Manager or department head to be no longer usable for City operations, and of greater value than $50.00 will be submitted for public or on-line auction or via trade-in. All appraisals of aforesaid equipment shall be made by the department head. Resolution 717 authorizes the disposal of the following property: Squad 173 was damaged in a crash and was deemed a total loss. The City was compensated $24, by the insurance company for the driver who hit the squad. The Foreign Fire Insurance Board will be accepting sealed bids for four used vending machines. The Board is governed by State Statute, however is included as part of the City s annual budget and audit and has indicated it will accept the highest bid for the machines. F. Resolution No. 718 A Resolution Authorizing the Aggregation of Electrical Load and Executing an Agreement for Electric Supply. In March of 2012, voters approved a referendum which authorized the City Council to enact an Electric Aggregation Program. Through membership in the Northern Illinois Municipal Electric Collaborative (NIMEC), the City solicited bids and entered into a two-year contract with First Energy for a fixed rate for electricity of 4.81 cents/kwh. Throughout those first two years, participating households saved an average of $300 in electric supply costs, for a cumulative Citywide savings of over $1,500,000. Since the initial agreement expired in August 2014, the City has suspended the electrical aggregation program as market rates were in line or more advantageous than those quoted 4

5 through the program. When residents were moved back to ComEd s rate in August of 2014 it was done with an understanding that the City would continue to seek pricing to compare with current market rates at least once per year. The City Manager has worked with NIMEC to review indicative market pricing to determine if there are savings once again available through the aggregation program. ComEd s pricing is 7.0 kwh +/- 0.5 Purchased Electricity Adjustment (PEA) from June through September, and set to adjust in October to 7.28 kwh for an estimated blended rate of 7.19 kwh over the next twelve months. With ComEd s rate only set for one-year, short term options should be the focus when considering whether to reactivate the aggregation program. With a benchmark blended rate of 7.19 kwh with a fluctuation of +/- 0.5 for PEA the range residents can expect to pay for the energy portion of their bill is kwh on average. When looking at recent indicative pricing the lowest rates quoted for 12-month terms were slightly above the bottom of the range at kwh and in-line with the bottom at kwh for a 14-month term. These options suggest that there may be savings with limited risk depending on actual bid pricing. The City Manager suggests that the City structure the aggregation bidding to ensure it best aligns with the known ComEd rate terms and look to minimally meet the bottom of the blended rate for that period of time. It would likely mean a one-year term at 6.69 kwh to reactivate. In this scenario, if the PEA fluctuates to the bottom of the range, residents would pay the same rate. If the PEA added to the rate the program could yield a savings of up to 13%. Rates are only valid for 24 hours, and will be bid the day of the Council meeting on June 5 th. Action is only recommended if the bids indicate measurable savings for the community. 14. CONSIDERATIONS A. Consideration of a Police Department Recommendation to Award a Bid for Three Ford Interceptor Patrol Vehicles to Veto Enterprises of Sycamore, Il. The City s FY18 Capital Budget includes the purchase of two new patrol vehicles. A request for bids was advertised in the local newspaper specifying the purchase of two 2018 Ford Interceptor SUV patrol vehicles. In late April, two police squads were struck and damaged by another motorist. One of the vehicles was deemed to be a total loss and therefore the number of vehicles being purchased has been increased to three. A total of two bids were received as follows: Bidder Single Vehicle Bid Price (Includes Delivery) Total Bid Currie Motors - Frankfort $27,951 $83,853 Veto Enterprises - Sycamore $27,906 $83,718 5

6 The Police Department recommends award of the bid for three 2018 Ford Interceptor patrol vehicles to Veto Enterprises, in the amount of $83,718. Lead time for these vehicles is estimated to be weeks. The capital budget includes an $82,000 allocation for two (2) squad replacements from line items Additional funding for the purchase of the replacement squad that was a total loss subsequent to the crash will be realized through insurance reimbursement. After arrival, the vehicles will need to be equipped and lettered which will be within budget. B. Consideration of a Building and Engineering Department Recommendation to Award a Contract to Concrete Correctors of Bolingbrook, Illinois in the Amount of $24, to Fill Voids under West Sycamore Street. The resurfacing of West Sycamore Street from Maple Street west to Sacramento Street is included in this summer s street maintenance program. This stretch is a concrete street with sanitary sewer running under the center of the roadway. City crews have noticed voids under the pavement where the concrete joints occur. In addition, City crews have removed a sand-like grit from the sanitary sewer under the roadway. When the sandy fill under the roadway enters the sanitary sewer it is leaving the voids. Previously these voids have been filled with cold path asphalt or concrete patch. In order to remedy the situation prior to street rehabilitation, the following procedure will be utilized: Hoerr Construction of Goodfield, IL will install 1,000 linear feet of liner on the mainline sanitary sewer. This procedure, which does not require excavation, can be completed with minimal impact to the homeowner. This liner seals any cracks, joints or voids which may allow grit to enter the sewer. The City Council awarded the contract to Hoerr Construction at the May 15 th meeting. The second step, which the scope of this contract award addresses, is to fill the voids under the roadway with grout. The grout is a viscous cement-like material, which will be pumped under the roadway through small holes (2 +/-) drilled by the contractor. The sanitary sewer liner will also prohibit the grout from entering the sewer. The City advertised for bids in the local newspaper and the project was distributed to a bidding subscription service used by local contractors. Bids were opened on Wednesday, May 31 st, and only one bid was received from Concrete Correctors of Bolingbrook, Illinois in the amount of $24, The City Engineer s estimate for this project was $25,

7 C. Consideration of the FY18 City of Sycamore Employee Handbook. Periodically, the City s Employee Handbook is revised to ensure compliance with state and federal laws and regulations and align with evolving operational requirements. The purpose of the Handbook is to give employees a general description and information regarding the City s employment policies, procedures, and practices aimed at promoting organizational values including honesty, fairness and consistency. With input from Department Heads, Human Resources Director Maggie Peck has reviewed and modified the document and will present highlights. D. Consideration of an Administration Request for a Closed Session to Discuss Personnel Matters Including the Appointment, Employment, Compensation, Description, Performance, or Dismissal of Specific Employees of the Public Body or Legal Counsel for the Public Body, including Hearing Testimony on a Complaint Lodged Against an Employee of the Public Body or Against Legal Counsel for the Public Body to Determine its Validity under 5 ILCS 120/2(c)(1). E. Consideration of Action on Matters from Closed Session. 15. OTHER NEW BUSINESS 16. ADJOURNMENT 7

SYCAMORE CITY COUNCIL AGENDA April 21, 2014

SYCAMORE CITY COUNCIL AGENDA April 21, 2014 CITY COUNCIL BUSINESS SPOTLIGHT 6:00 P.M. Immediately prior to the regular Council meeting, the City Council will visit Smart Motion Robotics, located at 805