SYCAMORE CITY COUNCIL REGULAR MEETING MINUTES OF OCTOBER 3, 2016 ROLL CALL Mayor Ken Mundy called the meeting to order at 7:00 p.m. and City Clerk Candy Smith called the roll. Those Alderpersons present were: Alan Bauer, Steven Braser, Rick Spider Kramer, Curt Lang, Pete Paulsen, Becky Springer, Chuck Stowe, and Janice Tripp. INVOCATION Associate in Ministry, Carla Vanatta, of Salem Lutheran Church gave the invocation. PLEDGE OF ALLEGIANCE APPROVAL OF AGENDA Alderperson Braser moved to approve the agenda and Alderperson Kramer seconded the motion. Mayor Mundy called for a voice vote to approve the motion. All Alderpersons voted aye. carried 8-0. APPOINTMENTS AUDIENCE TO VISITORS Don Thomas, 826 Somonauk St., introduced Steve Faivre, 726 Somonauk St., who is a candidate for the 4 th District for the DeKalb County Board. CONSENT AGENDA A. Approval of the Minutes for the Regular City Council Meeting of September 19, 2016. B. Approval of the Closed Session Minutes for the Meetings of April 4, 2016, April 18, 2016, May 15, 2016, August 15, 2016 and September 6, 2016. C. Release of the Closed Session Minutes for the Meetings of April 4, 2016. D. Approval to Destroy the Auditory Tapes from the Closed Session City Council Meetings During the Period from November 17, 2014 through February 16, 2015. E. Payment of the Bills for October 3, 2016 in the amount of $1,632,186.84. Alderperson Bauer moved to approve the Consent Agenda and Alderperson Stowe seconded the motion. Mayor Mundy called for a voice vote to approve the motion. All Alderpersons voted aye. carried 8-0. PRESENTATION OF PETITIONS, COMMUNICATIONS, AND BILLS. Mayor Mundy said he has been a Gideon member since the 1970 s and recently visited Cook County Jail and felt he was well received. He also encouraged residents to shop locally. 1
A. A Proclamation Declaring October 9-15, 2016 as Fire Prevention Week in the City of Sycamore. Fire Chief Pete Polarek said this year s theme is don t wait, check the date and noted that smoke detectors have a life expectancy of between 7 and 10 years. REPORT OF OFFICERS City Manager Brian Gregory explained that Engineer Mark Bushnell would update Council on the IDOT sidewalk project, acknowledged Dan Prombo and Neal Pleckham in the audience as part of the audit team, and noted that the At Your Door program with Waste Management has started.. Police Chief Glenn Theriault reported that adjudication court has started, new squads will be on the street over the next three weeks, Officer Powers is on his own, and Officer Ludwig began his 3-month field training. Fire Chief Peter Polarek reported that Fire Prevention presentations began for the elementary kids and today many preschoolers visited Station 1. He said that Fire Station II is hosting an Open House on October 15, 2016. Director of Public Works Fred Busse reported that the Leaf Pick-Up program will run from October 17 through November 23, 2016. He reminded residents to rake the leaves, not sticks, to the parkway and not into the street. He noted that Waste Management will provide a dumpster at Public Works the first two weeks of December for leaves in leaf bags. Treasurer/Asst. to the City Manager Adam Orton thanked Jamie Wilkey and Jennifer Krueger and team and the Finance Office for their work on the audit. Building & Engineering Director - John Sauter reported they have issued 42 single-family permits and he expects that to increase and beat 2015 s number of 44. He said they issued a full permit for First State Bank project on Midlands Court and are reviewing plans for a Starbuck s kiosk located at the west end of the store. City Engineer - Mark Bushnell reported they completed 3 plan reviews including two commercial and one manufacturing. He also reported that he met with an IDOT rep to get the scope of work for the sidewalk project and noted that the project would not be 100% completed by PumpkinFest. REPORT OF STANDING COMMITTEES Finance no report Public Safety no report Public Works no report PUBLIC HEARING ORDINANCES 2
A. Ordinance 2016.30 An Ordinance Amending Title 3, Business and License Regulations of the City Code to Create a New Chapter 22, Donation Boxes in the City of Sycamore, Illinois. First and Second Reading. City Manager Gregory explained that the tone of the discussion at the last meeting was to try a program to regulate the boxes rather than ban them to accommodate not-for-profits. He said proposed fee for the program will be $200 due on May 1 of each year and would become effective May 1, 2017. He listed the requirements as follows: A. Placement of a donation box is permitted only in C-3, Highway Business District and M-1 and M-2 Manufacturing Districts. B. The donation box owner shall submit written authorization from the property owner consenting to the placement of a donation box on the subject property. The property owner and the organization operating the donation box are responsible to ensure the donation box operation meets all requirements of the Sycamore City Code. C. Donation box owners must respond to any and all complaints regarding donation box maintenance within twenty four (24) hours of receiving notification Monday through Friday and forty eight (48) hours of receiving notification Saturday and Sunday. D. Donation boxes shall not be placed within a required front or corner side yard, or major arterial setback. To the extent feasible, donation boxes shall be placed in the rear or side of a property so as to be inconspicuous as viewed from public rights of way. E. Donation boxes shall not be placed in such a manner as to cause a sight obstruction for pedestrians or motorists. F. Only one donation box shall be permitted per lot or per retail center, school, church, or not for profit organization property, whichever is more restrictive. G. Donation boxes shall not exceed six and one-half feet (6.5') in height. H. Donation boxes shall not possess a footprint exceeding twenty (20) square feet. I. Donation boxes shall indicate whether the operator is a for profit or not for profit organization in two inch (2") type visible from the front of the donation box. J. Donation boxes shall contain the following contact information in two inch (2") type visible from the front of the box: the name, address, e-mail and phone number of the owner of the donation box. K. Donation boxes shall be maintained in good condition and appearance with no structural damage, holes, or visible rust and shall be free of graffiti. All boxes shall be serviced regularly so as to prevent overflow of collections or the accumulation of junk, debris or other material. 3
Mr. Gregory explained that both the property owner and the operator will be subject to an ordinance violation penalty if any provisions are not met. He said the plan is to notify property owners of the new requirements before the permitting begins next May. Alderperson Lang asked how they were going to begin the program. Mr. Gregory explained that they would reach out to the companies that have boxes out now and give them a chance to continue with a permit next spring. Alderperson Bauer asked if there was a limit to accessory building on a property. Building & Engineering Director Sauter said they are limited to one per type of accessory building. Alderperson Lang moved to hear Ordinance 2016.30 on first and second reading and Alderperson Stowe seconded the motion. Mayor Mundy called for a voice vote to approve the motion. All Alderpersons voted aye. carried 8-0. Alderperson Lang moved to approve Ordinance 2016.30 and Alderperson Kramer seconded the motion. Roll call vote Mayor Mundy called for a roll call vote to approve the motion. Alderpersons Bauer, Braser, Kramer, Lang, Paulsen, Springer, Stowe, and Tripp voted aye. carried 8-0. RESOLUTIONS CONSIDERATIONS A. Consideration of the City of Sycamore s Financial Statements for Fiscal Year 2015-2016, Including the Independent Auditor s Report. City Manager Gregory introduced Jamie Wilkey to present the Financial Statements. Jamie Wilkey of Lauterbach and Amen thanked the City Manager, Treasurer, and Finance Department for their work and cooperation during the audit process. She walked through the Audit Report and noted that the City had a clean audit with no internal control findings. Mr. Gregory said the City has worked with three different audit firms in the last three to four years and he said it was important for the public to know to ensure that trust continues. OTHER NEW BUSINESS ADJOURNMENT Alderperson Stowe moved to adjourn the meeting at 7:45 p.m. and Alderperson Paulsen seconded the motion. 4
Mayor Mundy called for a voice vote to approve the motion. All Alderpersons voted aye. carried 8-0. Approve: Mayor Ken Mundy Attest: City Clerk - Candy Smith 5