City Council

MINUTES WOODSTOCK CITY COUNCIL City Council Chambers December 15, 2020 A regular meeting of the Woodstock City Council was called to order at 7:00 PM on Tuesday, December 15, 2020, by Mayor Sager in the Council Chambers at Woodstock City Hall. Mayor Sager noted this meeting of the Woodstock City Council is being held under the Governor’s Emergency Declaration with Council members attending remotely and those attending at City Hall observing social distancing. He stated it is being livestreamed, as is the City’s policy, including livestreaming of the Councilmembers who are attending remotely. Inviting all to participate, Mayor Sager explained the procedures to be used by the City Council, City Staff, and the Public to join today’s meeting, including how comments may be made and questions asked. Mayor Sager explained the Consent Calendar process. A roll call was taken. COUNCIL MEMBERS PRESENT IN THE COUNCIL CHAMBERS: Mayor Brian Sager COUNCIL MEMBERS PRESENT ATTENDING REMOTELY: Darrin Flynn, Lisa Lohmeyer, Wendy Piersall, Jim Prindiville, Gordon Tebo, and Michael Turner. COUNCIL ABSENT: None STAFF PRESENT IN THE COUNCIL CHAMBERS: City Manager Roscoe Stelford and City Clerk Cindy Smiley. STAFF ATTENDING REMOTELY: Assistant City Manager/Finance Director Paul Christensen, City Attorney Ruth Schlossberg, IT Director Dan McElmeel, Public Works Director Christina Betz, Economic Development Director Garrett Anderson, Building and Zoning Director Joe Napolitano, and City Planner Darrell Moore. Mayor Sager noted the presence of a quorum under the revised rules of the Governor during this COVID-19 emergency. City Clerk Smiley confirmed the agenda before the Council is a true and correct copy of the published agenda. III. FLOOR DISCUSSION A. Recognition – Woodstock Chamber Holiday Lights Contest Winners Mayor Sager stated this is recognition and announcement of the winners of the Chamber of Commerce’s Holiday Lights Contest. Danielle Gulli stated she is very excited about the participation from the residents and businesses of Woodstock opining the Contest was very well received by the community. Melissa McMahon, Marketing Manager for the Chamber, announced the winners of the various categories, stating a map of the participants can be found on the Chamber’s website. She congratulated the winners, noting that some had decided to donate their prize money to charity. .  Woodstock City Council 12-15-20 Mayor Sager congratulated and thanked all participants and thanked the Chamber for their idea and hard work on this event, expressing his hope it will have a long life in Woodstock. B. Public Comment Jan Vanderspool noted he has previously appeared before the City Council to speak about the poor condition of the street in front of the property located at 1215 Gerry, and also on Hickory Lane and Kimball Avenue. He stated at that time he did not know that Public Works had already communicated a date of December 4th to pave this area. He thanked Public Works for their communication and efforts. He once again expressed his concern for the City’s stated prioritization policy for streets, opining this is a life-safety issue. He asked the Council to keep in mind funding for streets during the upcoming budget process. There were no further Public Comments forthcoming. C. Council Comments Councilman Tebo commended and thanked the Opera House Staff for setting up the visits with Santa, opining it was safe and well done. IV. CONSENT AGENDA Motion by M. Turner, second by J. Prindiville, to approve the Consent Agenda. In response to a question from Mayor Sager, Item D-10 was removed from the Consent Agenda In response to a question from Mayor Sager, the following questions or comments were forthcoming from the Public or the City Council concerning items on the Consent Agenda. Item IV-A – December 1, 2020 City Council Minutes It was previously noted that City Attorney Ruth Schlossberg did not attend this meeting, but that City Attorney TJ Clifton was in attendance. Item D-1 – Resolution and Agreement – Nardulli Contract Extension – by Councilmembers Turner and Tebo. Item D-4 – Award of Contract – Darktrace Enterprise Immune System – by Councilman Tebo. Item D–1 – Resolution and Agreement – Nardulli Contract Extension Councilman Turner opined Route 47 Improvements remain a very important project for the City and a priority for this year. He noted the Mayor and Councilmembers have made multiple trips to Springfield for this and other projects, opining Ms. Nardulli and her Staff have been an invaluable asset. He stated City representatives would not have been able to meet with the legislators and decisionmakers had it not been for the efforts of Ms. Nardulli. He stated Route 47 needs to remain a critical priority as the City exits the pandemic, opining the services of Ms. Nardulli remain critical. In response to a question from Councilman Tebo, Mayor Sager opined the state funding for the initial portion of the Rt. 47 improvements is not in jeopardy, but noted the City must make sure it continues to work for the second portion of funding. Councilman Tebo expressed agreement with Councilman Turner’s comments, noting he has watched Ms. Nardulli work seamlessly at the Capitol. 2  Woodstock City Council 12-15-20 Mayor Sager noted the City must be aware of Ms. Nardulli’s efforts on behalf of the City, stating one of the priorities identified tomorrow by the Council of Governments will be maintaining the local funds that come to the municipalities through the state (state shared funding) and trying to reduce the administrative fees associated with these costs. He stated Ms. Nardulli’s services will be important for this as well as funding for social services. Mayor Sager mentioned other things for which Ms. Nardulli’s services will be valuable as the City continues to communicate with its legislators in Springfield. D-4 – Award of Contract – Darktrace Enterprise Immune System In response to questions from Councilman Tebo and Councilman Flynn, Mr. Stelford stated this contract would include support services should the City be impacted by Malware, but not financial reimbursement. Mr. McElmeel explained further how the company would monitor the City’s network. He stated City Staff will negotiate a renewal price when the initial contract is nearing its expiration. Mr. Christensen stated while this contract does not have any financial security should the City experience a cyberattack, the City does have cyber insurance through McMRMA. There were no further comments or questions forthcoming from the Council or the Public. Mayor Sager affirmed the Consent Agenda to include items A through D-9 as follows: A. MINUTES OF PREVIOUS MEETING December 1, 2020 City Council Meeting B. WARRANTS #3934 #3935 C. MINUTES AND REPORTS Police Pension Commission Minutes July 14, 2020 Board of Fire and Police Commission Minutes September 14, 2020 Plan Commission Minutes August 27, 2020 Arts Commission Minutes October 5, 2020 Arts Commission Minutes November 2, 2020 Transportation Commission Minutes October 21, 2020 Historical Preservation Commission Minutes October 26, 2020 Environmental Commission Minutes November 5, 2020 Human Resources Monthly Report September 2020 Human Resources Monthly Report October 2020 Human Resources Monthly Report November 2020 Police Department Monthly Report October 2020 D. MANAGER’S REPORT NO. 170: 1. Resolution and Agreement – Nardulli Contract Extension - Approval of Resolution 20- R-17, identified as Document 1, A Resolution Authorizing Execution of an Agreement with Joyce Nardulli, LLC for Intergovernmental and Legislative Advocacy Professional Services. 3  Woodstock City Council 12-15-20 2. Resolution – Repeal of Inducement Resolution 18-R-17 TIF#2 - Approval of Resolution 20-R-18, identified as Document 2, A Resolution to Repeal Inducement Resolution 18-R- 17 for a previous developer related to the former Die Cast site. 3. Resolution – Amendment to Inducement Resolution 18-R-14 – Approval of Resolution 20-R-19, identified as Document 3 A Resolution to Amend Inducement Resolution 18-R-14 for PanCor Construction & Development to include costs related to the redevelopment of the former Die Case site. 4. Award of Contract – Darktrace Enterprise Immune System – Authorization for the City Manager to execute a four-year agreement with Darktrace for $102,989 to purchase enterprise network cybersecurity subject to final legal review by the City Attorney. 5. Professional Engineering Services – On-Call Consultants – Approval of Resolution 20- R-20, identified as Document 4, A Resolution to Authorize Execution of Agreements and establish “on-call” professional engineering services for calendar year 2021 with the option of extending the agreement for an additional two years (subject to annual review) between the City of Woodstock and Hampton, Lenzini, & Renwick, Inc., Baxter and Woodman, WBK Engineering, and Trotter and Associates, Inc. 6. Award of Contract – Emricson Park Ballfield Fences – Authorization to award a contract for fence replacement services to the lowest responsible bidder, Class Fence, Oswego, IL, in the amount not to exceed $42,800. 7. Purchase – Building and Zoning, and Public Works Vehicles – Approval of: a) Purchase of a Ford F-150 pickup truck from Morrow Brothers Ford, Greenfield, IL through a contract under the Illinois State bid program for the total price of $29,785; and b) Authorization to cancel the purchase previously approved at the June 2, 2020 City Council meeting for two 2020 Ford F-150 pickup trucks to be purchased from Roesch Ford, Bensenville, IL through the Suburban Purchasing Contract (SPC) program for a total price of $49,680; and c) Purchase of two Ford F-250 pickup trucks from Currie Motors, Frankfurt, IL through the Suburban Purchasing Contract (SPC) program for the total price of $58,822. 8. Purchase – Rec Center Pool Dehumidifier – Authorization for the City Manager to do any one or any combination of the following as deemed appropriate: a) Determine whether or not to execute and proceed with the previously approved contract for the purchase and installation of the original dehumidifier for a cost of $49,000; b) Arrange for the mutually agreeable termination of the previously approved contract for the purchase and installation of the original dehumidifier; 4  Woodstock City Council 12-15-20 c) Authorize the purchase and installation of the alternative unit(s) at a price not to exceed $60,800 (which authorization by the City Council includes a waiver of bidding requirements); d) Authorize the necessary agreements and incur the necessary expenses (including engineering or other professional services, installation and supplies) for the expansion of the relevant Rec Center doorway(s) and other necessary modifications to the mechanical room (which authorization by the Council includes a waiver of bidding requirements). 9. Award of Contract – Water Softener Salt - Approval of an award of bid and associated contract for the purchase and delivery of water softener salt to the lowest responsible bidder, Midwest Salt, LLC, West Chicago, IL at the bid unit price of $100.78 per ton for all delivery types throughout calendar year 2021. A roll call vote was taken on items A through D-9. Ayes: D. Flynn, L. Lohmeyer, W. Piersall, J. Prindiville, G. Tebo, M. Turner, and Mayor B. Sager. Nays: none. Abstentions: none. Absentees: none. Motion carried. Item D-10 - Emergency Loan Program Modifications – Approval to modify the Emergency Loan Program to a grant program or provide for other modifications to the loan structure, including the following: a. Authorization for the City Administration to modify the program in a manner consistent with Council direction and in cooperation with the City Attorney’s office, including providing all necessary legal authority to the City Manager to develop, approve and execute the appropriate legal documents to convert the outstanding Emergency Loans into grants for program participants or to otherwise modify the program; and b. Termination of the City’s Emergency Loan Program is effective immediately, with new applications for funding no longer accepted. c. Remaining program funds are returned to the General Corporate – CIP Fund and the Emergency Loan Special Revenue Fund is closed at the end of the fiscal year. Mayor Sager stated he requested this item be removed to make sure everyone recognizes what is being proposed. He provided history of the Emergency Loan Program, noting Staff was directed to extend loans to businesses in the Community, stating the money came from the CIP Program. Noting one entity has repaid its loan in total and one has partially repaid, he reminded Council that a payment schedule was to begin next year. He stated the City also was able to participate in a Grant Program, which allowed it to disburse grants to the City’s restaurants and bars, noting many of the small retailers did not have this opportunity. He stated efforts have been ongoing to identify other ways to assist them during which the question was raised whether these businesses can have a similar grant opportunity. 5  Woodstock City Council 12-15-20 Mayor Sager stated a variety of options have been suggested, including some from the Economic Development Commission, noting these are summarized in the Staff Report. He stated Council could approve these recommendations and allow Staff to proceed with the identified action or this matter could be postponed to a date specific to allow for the gathering of additional information and further discussion. Mayor Sager opened the floor for Council discussion as to whether to move these loans to a grant program, continue the loan program but extend the timeframe, or postpone this item to gather more information. Discussion ensued of the various options, including what would happen to those businesses who have already paid or partially-paid their loans should the loan program be transferred to a grant program, what would happen to the loan of the one business that is no longer in business, and also how this would affect those businesses that are not in compliance with the City’s regulations. Mayor Sager and Staff opined businesses who have already paid partially or in full could be reimbursed for what was paid, with any remaining loan amount converted to a grant. It was noted that business owners also provided personal guarantees, which could be forgiven at direction of Council. Also, Mayor Sager stated the one business who has a loan or grant and is not in compliance has gone through the liquor license hearing process. Councilwoman Piersall opined as they have already faced the consequences of that non-compliance, if a forgiveness or loan program is implemented, this business could participate conditional upon there being no further violations of the rules. Councilman Flynn suggested asking the businesses if they would like to participate in a grant program rather than the loan program, as this could have tax implications. Councilman Prindiville opined a decision need not be made this evening. He suggested that the terms of the Loan Program could be rewritten fairly quickly at 0% interest and a balloon payment at the end of the loan, allowing for additional time to get more information and discuss other options. He also suggested involving the Economic Development Commission (EDC) in any program. He agreed with the Commission’s suggestion that any funds repaid to the Loan Program be designated for the Revolving Loan Program to be used in the future. Councilman Turner agreed there is no need to make a decision this evening. He stated the EDC has already given their input, opining any decision rests with the Council. He stated perhaps the City should ask for input from those businesses who have the loans to narrow the decision down to three options 1) A grant program; 2) Rewrite the terms as suggested by Councilman Prindiville; or 3) Leave the Loan Program as is. 6  Woodstock City Council 12-15-20 Agreeing that some businesses are doing okay, and some are devastated, Councilman Turner expressed concern about the City getting in the business of determining loans versus grants. He stated he has supported these programs because he wants the economy open in the hope that the businesses would not become dependent upon the City giving out loans. He stated the City has done the right thing to buy time, but cannot buy success for the businesses. Councilman Turner noted the money for these loans came from the CIP and opined it could have an effect on the CIP if it were diverted to another fund. He stated he continues to support the Revolving Loan Program, but feels that this money should be returned to the CIP. Councilman Turner expressed support of deferring this item to a time certain, of getting input from the loan recipients, and of having multiple choices. He expressed agreement with the Mayor, opining the business who was not following the rules has been dealt with through the normal channels. Councilman Tebo opined the money from the Loan Program will make a difference to the CIP for the coming year and should be returned to that program. Noting loan forgiveness will not help the businesses right now, he expressed support of extending the date until the State is in Phase 5 or six months to a year later to give the businesses a chance to pay it back at a 0% interest rate. He opined making this into a grant program will not help the businesses now. Councilwoman Lohmeyer opined if Council puts off a decision for a month, this might make a difference to a business. She stated she would like to give everyone an opportunity to take advantage of the Grant Program, opining the businesses should make a decision by a certain date. She opined it is excellent that the City is in a financial position to modify this program. Speaking to Councilman Tebo’s comment, Councilman Flynn opined offering a business a Grant Program could affect each decision they make, as many businesses are wondering if they will make it for a month and have a cloud hanging over them. He noted many of these businesspeople have other loans and many are not eligible for some of the loans. He opined it could cost more to the community if it loses these businesses than it will to make these grants. He advocated for the three options and asking each business their preference. Councilman Turner and Councilman Prindiville expressed support for forgoing the personal guarantee for any businessperson that took the loan in good faith and made good faith efforts to survive. Discussion followed of whether those restaurants/bars who are participating in the loan program for that type of business should be able to have their loans converted to the proposed grant program 7  Woodstock City Council 12-15-20 or whether this program should focus on those businesses that have not had an opportunity to participate in a grant program. Councilman Flynn opined any restaurant that received less than $5,000 in the restaurant/bar grant program should have the option to participate in this new grant program if they choose. Councilman Prindiville stated he would like more information and specifics on this issue, as the restaurant/bar segment has been affected by COVID-19. He stated the City should not be too quick to turn these loans into grants, but would like more information. Mayor Sager suggested this item be postponed in order to incorporate the opportunity to survey these businesses concerning the three options previously discussed: 1) Leave the loan as is; 2) Convert the loan to a grant; 3) Extend the loan terms, including 0% interest, if paid by a date certain or graduated interest based on a repayment schedule. Agreeing with postponing this item to date certain, Councilman Turner suggested refining the proposed program based upon the Staff Report and this evening’s discussion. Councilman Tebo agreed. Brief discussion ensued of the time necessary to survey the businesses. Councilwoman Piersall asked whether postponing this item to 2021 could affect 2020 taxes for the businesses. Discussion followed with Mayor Sager opining a decision should not be rushed. In response to a question from Councilman Flynn concerning customization of the survey or the program, discussion followed. It was noted that no decision has been made this evening as to whether to actually offer a Grant Program. Councilman Flynn opined the survey being discussed could get peoples’ hopes up, while no decision has been made. Discussion ensued. Councilman Turner stated Council is seeking input from the stakeholders, having already heard from the EDC. Councilman Prindiville and Councilman Tebo agreed, noting this is an opportunity to gather information and public input. M. Turner, second by J. Prindiville, to postpone Item D-10 - Emergency Loan Program Modifications to time specific, the January 19, 2021 Council meeting, to direct Staff to engage in a survey providing the opportunity to get a sense of what people might wish based upon this evening’s discussion. There was no further Council or Public Comment. 8  Woodstock City Council 12-15-20 A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer, W. Piersall, J. Prindiville, G. Tebo, M. Turner, and Mayor B. Sager. Nays: none. Abstentions: none. Absentees: none. Motion carried. V. DISCUSSION: 1. Quarterly Financial Reports – Transmittal of the following reports for the Second Quarter of FY20/21: a) Second Quarter Revenues and Expenditures Report b) Second Quarter Investment Report Mayor Sager thanked Mr. Christensen and Finance staff for these reports. Mr. Christensen stated the City is doing remarkably well considering everything. He noted the City has received $1 million in CURE funds. He stated Home Rule Sales Tax is $60,000 below budget, which is not unexpected, as this comes from the restaurant and retail sectors. He stated regular Sale Tax is $100,000 above budget, noting this is coming from car sales. He then briefly discussed interest rates. There were no questions or comments forthcoming from the Council or the Public. 2. Old Courthouse and Sheriff’s House – Timeline Update Mr. Moore gave an update on the Old Courthouse Project, stating he is happy to announce the City received $2.1 million in State Historic Tax Credits for this project, noting it was the #1 Project. He stated this is what the City can use for the project, but noted it must find a partner and create a structure to allow the City to fund the Old Courthouse renovations. He stated the City is looking at forming an LLC that would take ownership of the Old Courthouse with the City managing the entity that would have control of the LLC. He noted a group of investors would be formed, stating the City has secured the services of Plante Moran to find potential investors. Mr. Moore noted once the investors are secured, ownership would transfer to the LLC that would complete the renovations over the next five years. He stated when no additional tax credits could be attained, ownership will transfer back to the City. Mr. Moore stated Council must determine if this is still the route it wishes to pursue and what the timeline will be, noting the two timelines proposed within the Council packet. He provided additional information for each timeline, including estimated dates and the effect both could have on potential tenants. He suggested a Council Workshop may be needed. Council discussion ensued. Mayor Sager noted Council is not being asked for any decision this evening. He thanked City Staff including Mr. Moore, Ms. Willcockson, Mr. Christensen, 9  Woodstock City Council 12-15-20 Mr. Anderson, and City Attorney Schlossberg for their work on this project, especially in securing the tax credits. In response to Councilman Turner’s comments that an aggressive position would put the City at the starting line, Mr. Stelford noted it could be difficult to make the deadline even with this aggressive position, as many things must fall into place. Discussion continued with more specifics being given concerning bidding and debt issuance. Mr. Stelford noted this is one reason a workshop is being suggested. Councilman Turner stated he is comfortable with a more aggressive approach, noting COVID-19 is not a permanent situation and the City is in a position to take an aggressive approach and should hit the ground running. Mayor Sager opined as soon as investors see there is a light at the end of the tunnel, as far as COVID-19 is concerned, they will be looking for opportunities, noting he has no qualms about taking an aggressive path. In response to a question from Mayor Sager, it was the unanimous consensus of the City Council to pursue the aggressive timeline concerning the Old Courthouse Project. 3. Schedule Council Workshops Following a brief discussion, it was agreed that the following Council Workshops will be scheduled: CIP Workshop – February 2, 2021 at 5:30 PM Budget Workshop I – February 16, 2021 at 5:30 PM VI. FUTURE AGENDA ITEMS There were no additions or deletions to the Future Agenda Items. VII. ADJOURN Motion by W. Piersall, second by L. Lohmeyer, to adjourn this regular meeting of the Woodstock City Council to the next regular meeting to be held at 7:00 PM on Tuesday, January 19, 2021 in the Council Chambers at City Hall. Ayes: D. Flynn, L. Lohmeyer, W. Piersall, J. Prindiville, G. Tebo, M. Turner, and Mayor B. Sager. Nays: none. Abstentions: none. Absentees: none. Motion carried. 10  Woodstock City Council 12-15-20 The meeting was adjourned at 9:09 PM. Respectfully submitted, Cindy Smiley City Clerk 11