City Council

MINUTES WOODSTOCK CITY COUNCIL City Council Chambers January 19, 2020 A regular meeting of the Woodstock City Council was called to order at 7:00 PM on Tuesday, January 19, 2021, 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. 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, and Gordon Tebo. COUNCIL ABSENT: Michael Turner. STAFF PRESENT IN THE COUNCIL CHAMBERS: City Manager Roscoe Stelford, Communication/Grants Manager Terry Willcockson, 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 Christine Betz, Building and Zoning Department Director Joe Napolitano, City Engineer Chris Tiedt, Economic Development Coordinator Krista Coltrin, and City Planner Darrell Moore. Economic Development Director Garrett Anderson joined during the proceedings. Mayor Sager noted the presence of a quorum under the revised rules of the Governor during this COVID emergency. City Clerk Smiley confirmed the agenda before the Council is a true and correct copy of the published agenda. III. FLOOR DISCUSSION A. Proclamation Honoring 2020 Pandemic Efforts of City of Woodstock Administration and Staff Mayor Sager stated Council and the Public are aware of the significant challenges faced in the past few months. He stated he is incredibly grateful to members of the community who have been working with the City to mitigate COVID by wearing masks, social distancing, and staying home. He also expressed gratitude to the business partners for making sure their businesses are safe to the public during this very difficult time for them. .  Woodstock City Council 01-19-21 Mayor Sager stated another group that is very important to recognize and thank is the City’s professional staff who have done a yeoman’s job working with the public, businesses, and residents to make sure the City is doing everything possible to take the logical and important steps needed to mitigate the virus. Without objection the Proclamation Honoring 2020 Pandemic Efforts of the City of Woodstock Administration and Staff was approved and adopted by the City Council. Mayor Sager stated it is his honor to read the proclamation for all to hear. Mayor Sager again thanked Staff, stating it would not have been possible for the City to move through this time as strongly as it has without their significant hard work, professionalism, and dedication to the businesses and residents. B. Public Comment There were no comments forthcoming from the Public. C. Council Comments There were no comments forthcoming from the Council. IV. CONSENT AGENDA Motion by G. Tebo, second by J. Prindiville, to approve the Consent Agenda. In response to a question from Mayor Sager, the following items were removed from the Consent Agenda: Item D-4 – Approval of Conceptual Designs – Downtown Garbage Enclosures by Councilman Prindiville. Item D-6 – Emergency Loan Program Modifications by Councilwoman Piersall. In response to a question from Mayor Sager, no questions or comments were forthcoming from the Public or the City Council concerning items on the Consent Agenda. Mayor Sager affirmed the Consent Agenda to include items A through D-3 and Item D-5: A. MINUTES OF PREVIOUS MEETING December 15, 2020 City Council Meeting B. WARRANTS #3936 #3937 #3938 C. MINUTES AND REPORTS Arts Commission Minutes August 10, 2020 Arts Commission Minutes August 31, 2020 Zoning Board of Appeals Minutes October 12, 2020 2  Woodstock City Council 01-19-21 Zoning Board of Appeals Minutes November 9, 2020 Economic Development Commission Minutes November 5, 2020 Transportation Commission Minutes November 18, 2020 Woodstock Board of Library Trustee Minutes December 10, 2020 D. MANAGER’S REPORT NO. 171: 1. Liquor License Waiver of Moratorium – Authorization to waive the moratorium on the acceptance of an application for one Class E-4 (Specialty Restaurant with small bar, beer, and wine only) liquor license for Mariscos El Poka, 88 N. Eastwood Drive in Woodstock with the understanding this is not a guarantee of license approval and that it is a one-time waiver for the identified location only. 2. Ordinance – Fence Variation, 1500 Wicker Street – Approval of Ordinance 21-O- 01, identified as Document 1, An Ordinance Granting a Variation from UDO Section 7B.3.6 (Fences) To Allow a Privacy Fence in a Yard Abutting a Street at 1500 Wicker Street. 3. Resolution – Train Station Change Order – Approval of Resolution 21-R-01, identified as Document 2, A Resolution Authorizing Change Orders in the Contract for Train Station Building Improvements, authorizing Change Orders #1, #2, and #3 with a net overall increase of $53,669.99 to the current contract amount of $161,200.00. 5. Ordinance – TIF#2 Redevelopment Agreement – Kensington Development Partners and Aldi – Approval of Ordinance 21-O-02, identified as Document 3, Ordinance 21-O-02, identified as Document 4, An Ordinance Approving an Annual TIF Payments Assignment Agreement by and Among the City of Woodstock McHenry County, Illinois, Kensington Woodstock LLC, and Aldi Inc. A roll call vote was taken on items A through D3 and D-5. Ayes: D. Flynn, L. Lohmeyer, W. Piersall, J. Prindiville, G. Tebo, and Mayor B. Sager. Nays: none. Abstentions: none. Absentees: M. Turner. Motion carried. Item D-4 – Approval of Conceptual Designs – Downtown Garbage Enclosures Noting there are two locations proposed for these enclosures, Councilman Prindiville opined the Johnson Street location is not a good idea, stating it would permanently close that sidewalk. He acknowledged this sidewalk is currently a problem with the mailboxes and the toters, but opined it will be totally impassable for pedestrians with the proposed enclosure. He stated in speaking with Mr. Stelford he learned the goal of this proposal is to make things more attractive, and to consolidate and make garbage collection more efficient. Noting there is already a large bin behind 3  Woodstock City Council 01-19-21 the Opera House, Councilman Prindiville suggested building the enclosure at that location to hold a large dumpster, opining Starbucks could use this as well. He stated he approves of the proposed Dean Street location. Mayor Sager opened the floor to Council comments. In response to a question from Councilwoman Piersall, Councilman Prindiville described the location of the bin behind the Opera House, acknowledging Staff may move it into the Opera House garage at times. Mayor Sager thanked Councilman Prindiville for bringing this up and thanked Staff and the contractor for working on and providing a good design, which is attractive and fits into the character of the community. He opined the proposal may not be a permanent answer, but goes a long way to solve the problems. Mayor Sager noted people have already learned to maneuver the Johnson Street sidewalk, opining the proposal will not present any more of an impediment than already exists. He noted there is a sidewalk on the other side of the street. He expressed concern with placing something behind the Opera House, as that is an active loading zone which should not be blocked. He also noted the garbage area on Johnson Street is already built in. Councilman Tebo opined Starbucks may not have access to the dumpster in back of the Opera House at certain times, which might be a problem. Councilwoman Lohmeyer agreed that people have already learned to use the area on Johnson Street. She opined this proposal will add a lot to the Downtown including adding branding leading up to City Hall. There was no Public comment on this item. In response to a request from Councilman Prindiville, the question on Item D-4 was divided to first consider the proposal for Site #3, Dean Street, and then to consider Site #2, Johnson Street. Motion by J. Prindiville, second by L. Lohmeyer, to authorize moving forward with the purchasing phase for a downtown garbage enclosure for Site #3, Dean Street, based on the conceptual design prepared by Wold Architects and Engineers. A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer, W. Piersall, J. Prindiville, G. Tebo, and Mayor B. Sager. Nays: none. Abstentions: none. Absentees: M. Turner. Motion carried. 4  Woodstock City Council 01-19-21 Motion by J. Prindiville, second by G. Tebo, to authorize moving forward with the purchasing phase for a downtown garbage enclosure for Site #2, Johnson Street, based on the conceptual design prepared by Wold Architects and Engineers. A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer, W. Piersall, G. Tebo, and Mayor B. Sager. Nays: J. Prindiville. Abstentions: none. Absentees: M. Turner. Motion carried. Item D-6 – Emergency Loan Program Modifications Mayor Sager noted this item was discussed at the last meeting, with Staff directed to survey those individuals participating in the Emergency Loan Program. Councilwoman Piersall requested clarification for those businesses that have gone out of business. Mr. Stelford noted the loans for the two businesses that have gone out of business would be forgiven, meaning they would receive the same grants proposed for the others. Mr. Anderson stated if it is Council’s decision to continue the Loan Program, there are personal guarantees in place so the proprietors of those businesses would still be committed to repay the funds. In response to a question from Councilwoman Piersall concerning the possibility of a condition that the businesses remain in Woodstock, Mr. Stelford stated that is not anticipated unless Council provides such direction, as is the case with any other conditions. He stated as it stands now, the recommendation is to turn this into a grant program with no conditions. Discussion ensued of the options of making the grant program conditional upon the business remaining in Woodstock for a specified amount of time and of making the loans forgivable if certain conditions are met over time. Mayor Sager noted the intent this evening is to make a forthright decision. He opined most businesses in the community that have received these loans did so in good faith with the intent to remain in Woodstock and have worked with the City toward this. He noted the businesses have had incredible expenses and this would support them, expressing his support to modify this into a Grant Program as identified in the Staff report. In response to a question from Councilman Flynn as to whether any conditions were placed on the restaurants that were given grants, Mayor Sager confirmed there were none. Councilman Flynn opined it would then be unfair to place conditions on the program being discussed this evening. He expressed support for converting this Loan Program into a Grant Program. Councilman Prindiville agreed, opining it is important to remember these funds stay in the community. He expressed support for creating these grants to serve the businesses and residents best. 5  Woodstock City Council 01-19-21 Mayor Sager reminded Council that based on commentary at the previous meeting, everyone was in support of this initiative and noted Staff has answered the questions raised at that time. He stated the question now is does Council wish to move forward as identified in the Staff Report. Councilwoman Prindiville expressed support of the Loan Modifications, making this a Grant Program. There were no comments forthcoming from the Public. Motion by W. Piersall, second by D. Flynn, to approve modifications to the Emergency Loan Program to a grant program in accordance with the Staff Report. A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer, W. Piersall, J. Prindiville, G. Tebo, and Mayor B. Sager. Nays: none. Abstentions: none. Absentees: M. Turner. Motion carried. V. DISCUSSION 1. Transmittal of FY21/22 – FY30/32 Capital Improvement Program. Mayor Sager stated the CIP was transmitted to Council this afternoon and will be discussed at the CIP Workshop noting the order of the upcoming Council Workshops has changed as follows: February 2nd at 5:30 PM – Initial Budget Workshop February 16th at 5:30 PM – CIP Workshop Mr. Stelford stated the CIP document will be placed on the City’s website and available to the Public tomorrow. 2. IL Route 47 Project – Intersection, Landscaping and Lighting Enhancements Presentation Mr. Stelford noted Staff has previously discussed with Council the aesthetic enhancements to this project, which would be at City cost. He stated these items are a la carte, with the ability to make different enhancements at different intersections or to make them all the same, noting the funding identified within the CIP is $3 million for these improvements. He noted Council could elect to allocate a different amount for these enhancements, describing how this could be done. Mr. Phil Stuepfert, Group Leader, HR Green provided a presentation to the City Council. Mr. Stuepfert stated while IDOT is planning the expansion to Route 47, Woodstock has the opportunity to decide how much it would like to spend on any project enhancements, such as lighting, landscaping, and other amenities. Noting this is early in the project, he stated they are 6  Woodstock City Council 01-19-21 showing three levels of design and what it would look like if: 1) The City accepted the IDOT default options and spent no additional funds (Basic); 2) The City selected several proposed enhancements and infused funding into the project (Mid); and 3) The City selected all of the proposed enhancements for the recommended areas of the project, requiring the largest amount of additional funding from the City (High). Mr. Stuepfert displayed a map pointing out some of the key intersections and the proposed roundabouts. He also showed photos of the iconic features on the Woodstock Square. He stated Rt. 47 is a different environment, but opined some of these elements could be included within the final design for Rt. 47. Mr. Stuepfert then showed depictions of an intersection with basic enhancements, illustrating the improvements provided by IDOT at no cost to the City (#1), a Mid option with the City making selected enhancements at its cost (#2), and a High option with several enhancements at an increased cost (#3). He described the various options and enhancements as well as estimated costs for each. He then described the crosswalk material options in greater detail. Mr. Stuepfert then showed depictions of a roundabout with Basic, Mid, and High options, including the available enhancements and cost estimates for each option. He also provided information on median material options and lighting options and their costs. He then provided an estimated pricing summary of totals for all options, noting they are rough estimates to be used for general guidance in this evening’s discussion of what enhancements the City would like. Mayor Sager noted the summary shows a significant increase in costs, mostly associated with lighting and irrigation that are included in the High version. He stated it is important to consider that Council is looking at a menu of items and options the City can select from, noting Staff is looking for general direction so proper planning can continue. Then, he stated, Staff will research further the cost and Council will make the final decisions. He noted the six basic questions that are posed in the Staff Report. Mayor Sager stated Council must keep this in perspective, noting it has taken the City 16 years to move the Rt. 47 improvements to the fore and obtain the necessary support from the State. He stated at the end of the project people will see improvement to traversing the City and not as much congestion, which will be very positive. He stated this is an opportunity to look at the character of the community, noting the tremendous benefits of the Square itself. Stating there will always be things that can be improved, Mayor Sager noted the City now has an opportunity to take a really strong step forward for the community at large, opining this has the potential to have a huge impact. 7  Woodstock City Council 01-19-21 He noted this can be a nice corridor leading to the Square, stating the City should look at the image it wishes to portray for many years to come. Councilman Flynn echoed the Mayor’s comments, noting there are developers interested in Woodstock. He stated the City must do Rt. 47 “right” to attract more business and developers, advocating for bringing the Square to Rt. 47 and Rt. 47 to the Square, opining this is a one-time opportunity. Councilman Flynn advocated for including irrigation and banner stands no matter which option is chosen. He expressed concern with the durability of stamped concrete with all the traffic, including who will be responsible for its repair. Councilwoman Piersall expressed agreement with Councilman Flynn, including concerns about stamped concrete. She stated improvements to Rt. 47 was one of the top three concerns expressed to her when she was running for City Council. In response to Councilwoman Piersall’s expressed concern that some of the businesses in this area are blighted, Mayor Sager noted the TIF was designed to assist with improvement to these properties. In response to a question from Mayor Sager, Mr. Stuepfert stated brick pavers cannot be used on Rt. 47, so stamped concrete is suggested to carry the look from the Square. He gave a brief history of stamped concrete, noting now a higher quality is used and the color is integrated throughout. He stated while the color will change over time and there will be some chipping, this is a very durable product. He talked about what can be done to minimize wear and the maintenance that could be required. In response to a question from Councilman Tebo, Mr. Stuepfert stated the Calhoun intersection could be enhanced as an entry point and that changes can be made to the gateways if Council wishes. Councilman Tebo opined if the City wishes to look at the gateways differently than other intersections, Calhoun should be considered. Councilman Prindiville expressed support of the use of colored concrete and enhanced landscaping, opining it will be essential to have irrigation. In response to his question concerning mitigation of the effects of salt application on the landscaping, Mr. Stuepfert stated salt tolerant plants will be used, but would not totally solve the problem with replacement needed periodically. Kristin Little of HLR noted there are best practices such as tilling, special products, and amending the soil, which will be recommended for these areas. Councilman Prindiville advocated for including irrigation and the long-term maintenance of the landscaping. Mayor Sager agreed, noting the City will be responsible for any landscaping through irrigation or watering, so it would save the City on labor and other challenges in the long term to irrigate. Addressing question #1, Mayor Sager expressed agreement with including Calhoun as a primary intersection. Councilman Flynn agreed, opining perhaps the 120 intersection might also be a good 8  Woodstock City Council 01-19-21 one to invest in. Councilman Prindiville agreed that all intersections should be improved, but opined the Lake and 47 roundabout will become more important as a heavily-traveled intersection with high visibility as Woodstock continues to grow. Addressing question #2, Mayor Sager asked for comments on the various amenities. Councilwoman Piersall expressed concern with the stamped concrete due to its cost and long-term maintenance needs. She opined landscaping, lighting, and banner signage are better investments. She expressed agreement with Councilman Prindiville concerning the Lake intersection, opining it should be the one to receive the largest investment in terms of appearance. She suggested saving money on the other intersections in favor of Lake Avenue. Councilman Prindiville stated all intersections are very important, but opined it is a question of funding and resources. He stated although he cannot answer that question this evening, lighting does not carry quite the same level of priority with him, noting he is not sure if putting enhanced lighting on the entire corridor is a good use of the City’s resources. Councilman Prindiville stated he likes the stamped concrete, opining it gives a more Old-World pedestrian feel to the busy intersections and ties into the Square. He stated the City has put a lot of resources into the streets on the Square in the last 20 years, opining doing this on Rt. 47 adds cohesiveness to the City. . Councilwoman Lohmeyer stated the City will regret doing anything less than the 2nd, Mid option. She opined tying into the Square is huge, noting she likes the stamped concrete for this reason. She expressed agreement with Councilwoman Piersall that the City should pick one intersection as the entryway into town to be a focal point with the Cadillac option, making the others look great, but at a lesser scale. Mayor Sager stated he hears support for looking at no less than Option 2 on all intersections with two top priority intersections to include additional enhanced improvements at the roundabout at Lake and the Calhoun intersection. Councilman Tebo expressed support of using Option 3 for everything. He suggested starting with Option 3 for everything and then subtracting things from certain intersections that Council feels are not really necessary. He expressed support of gateway intersections having more of a Square flavor. Mayor Sager asked for the Council’s view on using Option 3 with all intersections and considering adjustments down the road as suggested by Councilman Tebo. Councilwoman Piersall stated she loves Option 3, but expressed concern about the additional costs, especially in light of the City’s aggressive approach to other roads. She expressed support of going with Option 3 on Calhoun and Lake and Option 2 on other intersections. 9  Woodstock City Council 01-19-21 Councilman Prindiville expressed agreement with Councilman Tebo’s suggestion, opining this is a once in a lifetime opportunity. He agreed with starting with Option 3 and eliminating things as needed. Mayor Sager reminded Council that resources are not being committed this evening. Councilman Flynn agreed with Councilman Tebo’s suggestion, stating the City should start at the top and modify by intersection as needed, opining perhaps creative funding ways can be found. Without objection, it was the consensus of the Council to look at full Level #3 enhancements including lighting and landscaping through the entirety for all intersections, adding 120 and Calhoun, and to ask Staff and HR Green to review these improvements and develop a more detailed design with more specificity in regards to costs, noting that Council may have to identify cuts to make this happen. Mayor Sager thanked Staff and HR Green for their work on this presentation. He stated all know the question is cost as the City looks at these and other street improvements, noting this will be a major concern. He stated Council must look at what the City can afford and balance the issues. He noted there are times risks can be taken, opining this is a once in a lifetime opportunity. He stated the City must be responsible, but must also make sure it takes full advantage of this opportunity. Mayor Sager opined if the City makes improvements, perhaps other businesses will want to make improvements, which will help to attract new investment and development in the community. Mayor Sager noted the last question in the Staff Report concerned Square amenities. Mr. Stelford called attention to the various Square amenities including banners and decorative stamping. Mayor Sager called attention to the concept of a stone balustrade that would be similar to what is on the Square and would be placed at each gateway. Without objection, it was the consensus of the City Council that this item will be put on a future agenda for discussion by the Council. There was no comment forthcoming from the Public. EXECUTIVE SESSION Mayor Sager stated the next item on the Agenda is for the City Council to move into Executive Session for the purpose of discussing Personnel issues as allowed by 5ILC 120/2(c)(1), specifically the City Manager’s Performance Evaluation. 10  Woodstock City Council 01-19-21 Motion by W. Piersall, second by D. Flynn, to adjourn to Executive Session for the purpose of discussing: Personnel (Open Meetings Act: 5ILCS 120/2(c)(1) The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body, including hearing testimony on a complaint lodged against an employee to determine its validity. A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer, W. Piersall, J. Prindiville, G. Tebo, and Mayor B. Sager. Nays: none. Absentees: M. Turner. Abstentions: none. Motion carried. The Woodstock City Council adjourned to Executive Session at 9:00 PM. RETURN TO OPEN SESSION The City Council returned to Open Session at 10:10 PM. COUNCIL MEMBERS PRESENT IN THE COUNCIL CHAMBERS: Mayor Brian Sager. COUNCIL MEMBERS PRESENT REMOTELY: Darrin Flynn, Lisa Lohmeyer, Wendy Piersall, Jim Prindiville, and Gordon Tebo COUNCIL MEMBERS ABSENT: Michael Turner STAFF PRESENT IN THE COUNCIL CHAMBERS: City Manager Roscoe Stelford and City Clerk Cindy Smiley STAFF PRESENT REMOTELY: None VI. FUTURE AGENDA ITEMS In response to a suggestion from Councilman Tebo, it was the consensus of the City Council that discussion of the clearing of sidewalks and the walking path be placed on a future agenda. In response to a suggestion from Councilman Flynn, it was the consensus of the City Council that an update from Real Woodstock and appointment of a new Council member to serve on that body’s board be placed on a future agenda. There were no further additions or deletions to the Future Agenda Items. VII. ADJOURN Motion by G. Tebo, second by L. Lohmeyer, to adjourn this regular meeting of the Woodstock City Council to the City Council Workshop to be held at 5:30 PM on Tuesday, February 2, 2021 in the Council Chambers at City Hall. 11  Woodstock City Council 01-19-21 Ayes: D. Flynn, L. Lohmeyer, W. Piersall, J. Prindiville, G. Tebo, and Mayor B. Sager. Nays: none. Abstentions: none. Absentees: M. Turner. Motion carried. The meeting was adjourned at 10:15 PM. Respectfully submitted, Cindy Smiley City Clerk 12