City Council

MINUTES WOODSTOCK CITY COUNCIL January 18, 2022 City Council Chambers A regular meeting of the Woodstock City Council was called to order at 7:00 PM on Tuesday, January 18, 2022 in the Council Chambers at Woodstock City Hall by Mayor Michael Turner. He explained the Consent Calendar process, invited public participation, and noted, as is the City’s policy, this evening’s meeting is being live streamed with a recording archived should members of the public wish to view it in the future. A roll call was taken. COUNCIL MEMBERS PRESENT: Darrin Flynn, Lisa Lohmeyer, Bob Seegers, Gordon Tebo, and Mayor Michael Turner. COUNCIL MEMBERS ABSENT: Wendy Piersall and Tom Nierman STAFF PRESENT: City Manager Roscoe Stelford, City Attorney Ruth Schlossberg, Deputy City Manager/Executive Director of Strategy & Planning Paul Christensen, Executive Director of Business Development Danielle Gulli, Public Works Director Christina Betz, Economic Development Director Garrett Anderson, Building and Zoning Director Joe Napolitano, City Planner Darrell Moore, Grants/Communications Manager Terry Willcockson, and City Clerk Cindy Smiley. III. FLOOR DISCUSSION A. Proclamation – Woodstock Groundhog Day Mayor Turner invited members of the Groundhog Day Committee to join him at the podium. Without object, the City Council accepted and approved A Proclamation Honoring Groundhog Day in Woodstock February 2, 2022, 30th Anniversary Celebration. Mayor Turner stated it is his great pleasure to offer this proclamation, noting Groundhog Day is a very important day in Woodstock as it is the commemoration of an event that put Woodstock on the map, recognizing the volunteers without whom this event would not be possible. Mayor Turner read the proclamation for all to hear and thanked the Committee and the volunteers for everything they do, which was recognized with hearty applause. Rick Bellairs, representing the Groundhog Day Committee, presented the Mayor with a framed piece of art containing Groundhog Day buttons from previous years. B. Public Hearing Mayor Turner stated this is a Public Hearing for the purpose of receiving formal public input on the best uses for the American Rescue Plan Act funding. He noted the public has already been provided with several opportunities to provide input through public meetings, an online survey, and email or mail-in suggestions.  Woodstock City Council 01/18/22 Page 2 of 7 Mayor Turner explained the American Rescue Plan Act funding further, noting the City will receive $3.4 million in funds. He stated the City Council will discuss the ideas for these funds based on this public input, of which this Public Hearing is part. The Public Hearing was opened at 7:10 PM. Amy Gannon, 261 Nuthatch Drive, Woodstock, President of Woodstock Thunder and Cheer, thanked Council and stated she looked forward to partnering with the City for facilities in Emricson Park to support the Thunder group. Jonathon Moore, 520 W. Jackson Street, spoke about the process used regarding the decision to add more administrative members to City Staff, particularly communication of the process. Mr. Moore also expressed concern for the rise in property taxes, opining it is difficult for residents to fund their own family necessities. He advocated for using the $3.4 million for projects that are already necessary and under review, such as repairs to the Recreation Center, existing park needs, or road repairs, rather than new projects. He urged Council to use the funds for something that may have a positive impact on reducing property taxes, so that they would not have to be raised so much. Motion by D. Flynn, second by L. Lohmeyer, to close the Public Hearing. A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer, B. Seegers, G. Tebo, and Mayor M. Turner. Nays: none. Abstentions: none. Absentees: T. Nierman and W. Piersall. Motion carried. The Public Hearing was closed at 7:16 PM. C. Public Comments Jonathon Moore stated he and other residents are of the same opinion as those who spoke at the Council meetings during discussion of the new Executive Director positions, which would require additional salaries and pensions. He opined communication was not the best regarding this issue. He noted there has been a change to one of the positions resulting in a cost savings, which Mr. Stelford explained this further, noting the proposal is costing significantly less than first estimated. Mr. Moore stated most residents do not understand why the City has both a Mayor and a City Manager, because they are not aware the Mayor is largely unpaid and has another full-time job. He also noted many residents do not realize the majority of their property taxes do not go to the City, but rather to District 200. He advocated for better communication and information, noting the lack of knowledge and understanding leads to residents’ frustration, opining this was the case with the Executive Director proposal. Mr. Moore stated it is difficult for many residents to attend Council meetings as they are working and have family responsibilities. He urged the City to find other ways to effectively communicate with the residents. Mayor Turner noted his discussions with Mr. Moore via email and offered the opportunity for further discussions, if desired. He noted the decision to move forward with the Executive Director positions was discussed many times during June through September, and passed by a majority vote of this  Woodstock City Council 01/18/22 Page 3 of 7 body. He stated the process provided many opportunities for the public to engage Council on this topic and was sufficient in his opinion. Concerning property taxes, Mayor Turner noted the City has not taken the inflationary increase allowed under the Property Tax Extension Limitation Law (PTELL) for over ten years, being the first community to do so. In addition, the City reduced property taxes by 10% in tax levy year 2018. Agreeing roads are a serious problem, he stated the City just passed a $40 million bond issue to repair 80% of the roads over the next four years. In response to Mr. Moore’s comments that overall, a homeowner’s property taxes have not gone down due to other taxing bodies, Mayor Turner noted the City’s portion of a homeowner’s property tax bill is only 15%. He thanked Mr. Moore for his comments. D. Council Comments There were no comments forthcoming from the City Council. CONSENT AGENDA Motion by D. Flynn, second by G. Tebo, to approve the Consent Agenda. In response to a question from Mayor Turner, the following item was removed from the Consent Agenda at the request of Council or the Public: Item D-6 – Agreement – Emricson Park Storage Building Replacement Project by Councilman Seegers. In response to a question from Mayor Turner, the following questions were forthcoming from the Public or the Council regarding items remaining on the Consent Agenda. Item D-3 – Agreement – Hennen Property Lease Agreement Extension In response to a question from Councilman Tebo, Ms. Betz stated the City’s good relationship with the Land Conservancy will allow for the continued storage of City equipment on the site. Mayor Turner affirmed the Consent Agenda to include items A through D-5 and D-7 through D-9 as follows: A. APPROVAL OF CITY COUNCIL MINUTES December 21, 2021 City Council Minutes December 21, 2021 City Council Executive Session Minutes B. WARRANTS: 3985 3986 3987 C. MINUTES AND REPORTS: Arts Commission Minutes November 1, 2021 Public Library Board of Trustees and Director’s Report November 11, 2021 Woodstock Police Department Monthly Report October 2021  Woodstock City Council 01/18/22 Page 4 of 7 D. MANAGER'S REPORT NO. 195: 1. Revision to FY21/22 Salary Structure, Schedule of Authorized Positions and City’s Organizational Structure – Approval of the following revisions to the FY21/22 Budget items: a) Revised Salary Structure for Non-Represented Employees, identified as Document 1; b) Schedule of Authorized Positions/FTEs, identified as Document 2; and c) Organizational Chart, identified as Document 3. 2. Agreement – Janssen Opioid Settlement – Authorization for the City Manager or his designee to execute the proper documentation and to take any necessary actions to participate in the National Opioid Settlement or any related opioid-litigation settlement matters or distribution opportunities, subject to final review and approval by the City Attorney’s Office. 3. Agreement – Hennen Property Lease Agreement Extension a) Authorization provided to the City Manager to execute an extension on the existing lease agreement with the Land Conservancy of McHenry County (TLC) for the residence on the Hennen property for an additional term of six months from its current expiration date; and b) Approval to grant the City Manager the additional authority to extend the lease for a maximum additional period of three months in the event the City Manager concludes that such time is necessary for TLC to complete the steps necessary to obtain a transfer of the residence and associated property from the City. 4. Ordinance – Hennen Land Donation to the Land Conservancy – Approval of Ordinance 22-O-01, identified as Document 4, An Ordinance Authorizing a Land Donation of Five (5) Acres of City-owned Property at the Hennen Conservation Area to the Land Conservancy of McHenry County. 5. Ordinance – UDO Variation, 150 First Street/604 Wheeler Street – Approval of Ordinance 22-O-02, identified as Document 5, An Ordinance Granting Variations from UDO Sections 7A.3 (Bulk and Area Standards) to Allow the Property at 150 First Street/604 Wheeler Street to be Split into Two Lots, each with an Existing Detached Single-Family Dwelling. 7. Ordinance – IGA Metra Warming Shelter – Approval of Ordinance 22-O-03, identified as Document 6, An Ordinance Approving the Amended Intergovernmental Funding Agreement between the City of Woodstock and Metra to Create Plans and Specifications for the Construction of a Warming Shelter, authorizing the Mayor to execute the amended agreement to create plans and specifications for the construction of the warming shelter and to concurrently approve a proposal for additional services from Christopher B. Burke, LTD for the warming shelter project. 8. Ordinance – Township IGAs for Snow Plowing and Salting Services – Approval of Ordinance 22-O-04, identified as Document 7, An Ordinance Authorizing Execution of an Intergovernmental Agreement Between the City of Woodstock and the Township of  Woodstock City Council 01/18/22 Page 5 of 7 Dorr, and Between the City of Woodstock and the Township of Hartland for an Exchange of Snow Plowing and Salting Services on Various Sections of Roadway Where City and Township Jurisdictions Intersect. 9. RFP – Comprehensive Branding Project – Authorization for the City Administration to issue a Request for Proposals (RFP) to seek a qualified firm to create a comprehensive City brand. A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer, B. Seegers, G. Tebo, and Mayor M. Turner. Nays: none. Abstentions: none. Absentees: T. Nierman and W. Piersall. Motion carried. Item D-6 – Agreement Emricson Park Storage Building Replacement Project Councilman Seegers noted there are presently two pole barn structures and a concrete block building at this location for storage. In response to his questions, Ms. Betz stated the structural engineer did an assessment and determined the walls and foundation of the existing structures were deteriorating and settling, and not providing sufficient support. Councilman Seegers noted the same engineers who have submitted the proposal which the Council is considering at tonight’s meeting will benefit from the construction. He suggested using two different engineers in future projects, so there is no economic interest involved. Ms. Betz provided information on the various ways Public Works has traditionally managed capital projects. She stated in this case, following Staff discussion, the City is relying on Wold because it is an architectural and engineering firm offering expertise the City does not have in house, including structural engineering expertise. She provided additional information on how this decision was reached. Citing his experience with large construction projects, Councilman Seegers again advocated for using two separate engineering firms. He also talked about the possibilities of using a pre- engineered building to save money, employing a Staff engineer, and looking into bringing a consortium of communities together to employ an engineer who would work for all the communities as they have similar projects. He also suggested looking into purchasing property with an existing building that could be used for storage, opining this would cost less than the construction of the new one proposed. He again emphasized the engineer should not have any interest in the construction. Ms. Betz provided additional information on the reasons for the cost of the proposed building, noting the construction is just one component. A brief discussion followed of the costs involved, including civil engineering costs. She stated Council will have an opportunity to review and decide the final parameters for the future building, which could result in cost savings. Noting the request is “not to exceed,” Ms. Betz stated Council can reduce the scope of the project. Councilman Seegers stated he would be fine with a pole building at this location. Discussion ensued of the difference in the costs, including maintenance costs, between a pole building and a brick-and-mortar building. Councilman Tebo opined the building should be functionally sound, stating he would like to look  Woodstock City Council 01/18/22 Page 6 of 7 at other options also. Mayor Turner stated there is no question a new building is needed, noting the question seems to be what type of building. He stated the amount is not to exceed $61,000 regardless of the type of building and suggested approving the requested item and asking Staff to investigate lower cost alternatives. Ms. Betz stated she has recommended Staff provide Council with alternatives for final design. Mayor Turner stated this could be made part of the motion should one be made. Councilman Seegers stated he would like to look at the bigger picture regarding engineering costs in the future. Mayor Turner opened the floor for Public Comment. Jonathan Moore, 520 W. Jackson Street, stated the current building is in a location that is subject to water movement, questioning the placement of a new building at the same location. Mayor Turner stated he believes it is appropriate to place the building at this location and would leave it to Staff to look at this. In response to a question from Mr. Moore, Ms. Betz stated most of the equipment stored in the building is dedicated to the park, but there are a few pieces used at other locations. She stated Staff has considered other locations and feels the current site is appropriate. She noted stormwater improvements will be made for the new building. Motion by G. Tebo, second by L. Lohmeyer, to approve a proposal and professional services agreement submitted by Wold Architects and Engineers to provide site design, civil engineering, and construction administration services for the Emricson Park Storage Building Replacement project, subject to alternative design review by Staff and presentation to Council, at a total cost not to exceed $61,000, subject to the City Attorney’s review and approval of final contract terms. A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer, B. Seegers, G. Tebo, and Mayor M. Turner. Nays: none. Abstentions: none. Absentees: T. Nierman and W. Piersall. Motion carried. V. DISCUSSION 1. Transmittal of FY22/23 – FY31/32 Capital Improvement Program. Mr. Stelford noted the CIP has been distributed to the Council and will be available to the Public on the City’s website in a few days. He thanked the Department Directors and Staff for their time and effort in putting the Program together. Mr. Stelford noted Council will hold a Special Workshop to discuss the CIP and prioritize the projects, and stated he looks forward to getting this guidance from the Council, which will then be incorporated into the City’s Annual Operating Budget.  Woodstock City Council 01/18/22 Page 7 of 7 2. Schedule City Council Workshop(s) – Budget/CIP Mayor Turner expressed his preference that discussion of the American Rescue Plan Funds remain on the agenda for the February 15th meeting rather than be scheduled at a Special Meeting. Discussion ensued of the timing and schedule of the future Workshop meetings. It was determined that Mayor Turner and Mr. Stelford will develop a possible meeting schedule and forward it to the Council members. FUTURE AGENDA ITEMS In response to a question from Councilman Seegers concerning a discussion on impact fees, Mayor Turner stated a Staff report on this topic will be distributed to Council. In response to a question from Councilman Tebo, Ms. Gulli provided information on communication. Noting this is a top priority, she stated this evening Council approved creation of a new Marketing Department and two new Marketing positions. She stated Staff is working on guidelines and policies which will lead to a clear marketing and communication plan. Mayor Turner requested a presentation on the Plan when the time is right. A brief discussion ensued of communication strategies. ADJOURN Motion by D. Flynn, second by L. Lohmeyer, to adjourn this regular meeting of the Woodstock City Council to the next regular meeting on Tuesday, February 1, 2022, at 7:00 PM in the Council Chambers at Woodstock City Hall. Ayes: D. Flynn, L. Lohmeyer, B. Seegers, G. Tebo, and Mayor M. Turner. Nays: none. Abstentions: none. Absentees: T. Nierman and W. Piersall. Motion carried. The meeting was adjourned at 8:35 PM. Respectfully submitted, Cindy Smiley City Clerk