City Council

MINUTES WOODSTOCK CITY COUNCIL May 31, 2022 City Council Chambers A Special Meeting of the Woodstock City Council was called to order at 4:30 PM on Tuesday, May 31, 2022 in the Council Chambers at Woodstock City Hall by Mayor Michael Turner. The meeting was noticed 48 hours in advance as required by the Open Meetings Act. In addition, all City Council members were notified 48 hours in advance, as were any media requesting notification, as required by the Open Meetings Act. Mayor Turner explained the Consent Calendar process, invited public participation, and noted, as is the City’s policy, this 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, Tom Nierman, Wendy Piersall Bob Seegers, Jr., Gordon Tebo, and Mayor Michael Turner. COUNCIL MEMBERS ABSENT: None. 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, Executive Director of Operations Christina Betz, Deputy Director of Public Works Brent Aymond, Economic Development Director Garrett Anderson, City Planner Darrell Moore, Business & Community Development Manager Krista Coltrin, Grants Manager Terry Willcockson, and City Clerk Cindy Smiley. City Clerk Smiley confirmed the agenda is a true and correct copy of the published agenda. III. FLOOR DISCUSSION A. Presentation – HR Green – Route 47 Landscaping Plan Ted Hamilton of HR Green was present in the Council Chambers with Phil Stupfert, Landscape Planner, and Akrim Chaudry, Vice-President, attending telephonically to present the proposed Landscaping Plan for Rt. 47 as it relates to the upcoming IDOT improvements. Mayor Turner noted this item has been in discussions for 8 to 10 years, stating now options for landscaping and lighting are being presented for Council’s consideration. Mr. Stelford stated the proposed cost is $6.4 million, which is within the budgeted amount previously discussed. Mayor Turner noted prior City Councils gave the direction that the body was interested in looking at something substantial and attractive, and this was Council’s opportunity to make important decisions for the future of this major artery. Mr. Stupfert noted HR Green made a presentation to the City Council in January of 2021 with conceptual drawings and high-level budget numbers for the project, stating since that time the firm has put in a lot of work on the project, including working with IDOT on the design. He stated after getting much more information from IDOT, today’s presentation provides more detailed plans and  Woodstock City Council 05/31/22 Page 2 of 9 up-to-date costs. Mr. Stupfert noted at this time the project is within budget, but stated the true story will be told when bids are received back. In response to Mayor Turner’s comment that Council is not making a final decision at this meeting, Ms. Betz noted plans need to be provided to IDOT by mid-July, so the final decision should be made by Council at the June 21st City Council meeting. Mr. Stupfert than made a presentation on the IL RT 47 Streetscape Design Update. He noted the City has placed emphasis on the character and identity of the Woodstock Square, stating prominent design elements from the Square will be used across the Rt. 47 corridor. He showed a depiction of the route to be improved, including the location of medians, roundabouts, and intersections. He then showed depictions and the cost of the amenities to be located in these areas, including special paving/stamped concrete, landscape materials, irrigation, and lighting. Mr. Chaudry noted ITEP grants will be coming in August, stating HR Green will work with the City to prepare the application to pursue this funding for landscaping and lighting. Brief discussion ensued of the timing of the grant award and how this would affect Council’s timeline and decision. Ms. Betz and Mr. Chaudry agreed it would be difficult for Council to change its decision based upon the grant because of timing, should IDOT wish to open bids in 2023 with Mr. Chaudry stating HR Green would try to help scale back the plan should the City not receive the grant. Mr. Hamilton stated it is still IDOT’s plan to award bids in the summer of 2023, but noted this is based on funding and having all permits in place, which could change. In response to a question from Mayor Turner, Ms. Betz opined the City cannot take the risk on it being later than 2023 and must get all information to IDOT in a timely manner. She stated she will look into whether postponing the project until 2024 would increase the chance of receiving grant funding. Mayor Turner expressed his wish that the project moves forward soon, but stated if waiting until 2024 to do the project would enhance the City’s ability to get grant funding, this should be considered, asking Staff to get more information. Mr. Chaudry stated HR Green will apply for the grants and submit everything required to make the date, noting if the project is delayed it will be because IDOT does not get the right of way, which neither the City nor HR Green have control over. Mayor Turner opened the floor for Council discussion. In response to questions from Councilman Tebo, Mayor Turner and Mr. Chaudry agreed the amount of grant funding is unknown at this time, with Mr. Chaudry stating it will not be for the entire amount of the project, as there is a City match required. Mr. Christensen stated the City has set aside $1.6 million of allocated funds which came from the State. Mr. Stelford stated $5.7 million has been built into the CIP budget for the project. Noting the Calhoun intersection has not been identified in the Plan for enhancement, Councilwoman Piersall noted the Council previously identified the Lake and Calhoun intersections as the two points of interest. Expressing her concern, she stated she would at least like to see stamped concrete sidewalks at that intersection. Discussion of this ensued, including a pedestrian crossing at this location. Mr. Stupfert stating it is possible there was not enough room in that area for the amenities. Mayor Turner asked that taking the decorative lighting down to Calhoun be investigated as vehicular  Woodstock City Council 05/31/22 Page 3 of 9 traffic will use that street to access the Square. Mr. Stelford opined that IDOT would not support the installation of a mid-block pedestrian crossing at Calhoun Street. Mayor Turner stated there will be a crosswalk at Country Club where there is a stop light, noting there is not a stop light at Calhoun. Councilwoman Piersall requested clarification of what will be done at the Calhoun intersection. Ms. Betz stated HR Green has provided a full preliminary design set, which will be provided to the City Council for these two areas. Councilman Nierman expressed concern with the cost of the project suggesting cost-saving changes be made, such as a reduction in the amount of stamped concrete and revisions to the plantings. Mr. Hamilton noted IDOT’s original plan included stamped concrete which would be at their cost. In response to a question from Councilwoman Lohmeyer, Mr. Stupfert described the maintenance that will be needed for the stamped concrete five to ten years in the future. He stated in addition, the decorative light poles will need to be painted at some point in the future. In response to questions from Councilman Seegers, Mr. Hamilton clarified the costs, including those borne by the City and by IDOT and the cost of the proposed upgrades. Mayor Turner noted IDOT is not proposing lighting the entire corridor which would be at the City’s cost. Discussion of this followed with Councilman Seegers opining it would be reasonable to use standard lighting along the corridor outside the roundabouts to save money. Councilman Flynn suggested using groundcover rather than sod or grass to save money. Noting the area will be irrigated, Mr. Stupfert described past efforts to use different types of plantings. Councilman Flynn requested that the cost and possible use of a spreading groundcover be investigated. Councilman Flynn expressed support of using decorative lighting at the roundabouts and standard lighting in other areas as long as they would support banner attachments. Concerning stamped concrete, Councilman Flynn stated he would have to see a budget for maintenance. In response to questions from Councilwoman Piersall, discussion ensued of the roundabout monuments and their budget. Mr. Stupfert noted there is not a specific budget for the actual monuments and gateway signage, explaining the estimated cost was included in the 2021 preliminary presentation, but is not included in this Plan. He estimated a suggested budget of $30,000 to $50,000 per monument. In response to Councilman Tebo’s suggestion, Mayor Turner agreed perhaps the Calhoun intersection should be dressed up with decorative lighting. Councilman Tebo stated he would prefer trees and flowers rather than shrubs. Mayor Turner stated the purpose of this project is to improve traffic and the look and feel of Woodstock. He stated he would like to see the budget reduced by $1 million or $2 million, agreeing the amount of stamped concrete could be reduced and asking that additional examples be provided to the Council. He stated the corridor needs to be lighted from north to south because it will improve the look, with decorative lighting at the main intersections and possibly Calhoun and Country Club. Concerning landscaping, Mayor Turner stated he likes the appearance of the rock bed with a tree and does not wish to see weeds or the need for a lot of maintenance or tree replacement. He suggested reducing costs from a maintenance and green perspective and spending money on lighting.  Woodstock City Council 05/31/22 Page 4 of 9 In response to a question from Councilman Seegers, Ms. Betz stated the next presentation will include estimated maintenance costs. The City Council expressed support of Mayor Turner’s suggestion of $4.5 million to $5.5 million as a target cost for the project. Mayor Turner opened the floor to Public Comment. Darrell Moore, Woodstock resident, urged that the lighting be kept downward, opining upward lighting would not be appropriate on Rt. 47. Krista Coltrin, Arts Commission Liaison, reminded Council the Arts Commission is looking at the roundabouts for arts installations, which may provide an opportunity to reduce landscaping in those areas. Mayor Turner thanked the HR Green representatives for their presentation. B. Public Comments There were no comments forthcoming from the Public. C. Council Comments Councilwoman Piersall requested that “Turtle Crossing” signs be placed in appropriate areas. Mayor Turner thanked Ms. Gulli for arranging for the recent Northwest Quarterly article which featured Woodstock. CONSENT AGENDA Motion by D. Flynn, second by L. Lohmeyer, 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 C-2 – Ordinance/Resolution – Old Courthouse Lease/RLF – KATLO, Inc. by Councilman Seegers. In response to a question from Mayor Turner, there were no questions or comments forthcoming from the Council or the Public regarding items remaining on the Consent Agenda. Mayor Turner affirmed the Consent Agenda to include items A through C-3, with the exception of item C-2, as follows: A. APPROVAL OF CITY COUNCIL MINUTES May 17, 2022 City Council Meeting B. WARRANTS: 4005 4006  Woodstock City Council 05/31/22 Page 5 of 9 C. MANAGER'S REPORT NO. 204: 1. Ordinance – Old Courthouse Lease – Ethereal Confection Approval of Ordinance 22-O-29, identified as Document 1, An Ordinance Authorizing a Lease Agreement Between the City of Woodstock and E3 Artisan, Inc. for the Lease of Third Floor Space in the Old Courthouse and Second and Third Floor Spaces in the Sheriff’s House at 202 S. Johnson Street, subject to the inclusion of any final changes to the Lease Agreement that are approved by the City Manager. 3. Resolution –Benton Street Mural Artist Agreement Approval of Resolution 22-R-15, identified as Document 4, A Resolution Authorizing an Agreement for Mural Installation Between the City of Woodstock and Mauricio Ramirez to allow creation of the selected artistic mural image on the exterior wall of 220 N. Benton Place. A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer T. Nierman, W. Piersall, B. Seegers, G. Tebo, and Mayor M. Turner. Nays: none. Abstentions: none. Absentees: none. Motion carried. Item C-2 – Ordinance/Resolution – Old Courthouse Lease/RLF – KATLO, Inc. Councilman Seegers read the following statement for the record: ”I did not nor could I support this decision as I feel there wasn’t any way I could look a taxpayer in the eye and tell them I believe this is a good decision and use of city funds. Therefore, I will vote no on this issue. So let’s look at the economics of this decision. In my opinion, the city had a visible alternative to this issue. The city did not have to remodel the Public House restaurant space at this time and simply continue with the lease in hand. The 2014 lease agreed to, and was satisfactory to both parties in the space’s current form, included extension provisions through 2029. One very specific term of the original restaurant lease from 2014 contained a provision allowing the city to modify the current leased space to accommodate the future courthouse remodeling which the tenants agreed and accepted. Had we simply continued with that lease, the city would have largely negated the need to pay for approximately five months restaurant closure as well as the rent abatements granted. Additionally, by deferring the restaurant remodeling until the end of the original lease, the city would have saved approximately $196,000 in bond interest expense on top of the $700K cost estimate of the remodel between now and the end of the existing lease in 2029. Another, more simple justification to not remodel the space originates from my business background. An investor or owner of a property would not spend any substantial capital improvement money on a well operating asset without an increase in revenue to justify the expense. In the city’s case here, between the cost of the remodel, payment for the restaurant closure, abatements and bond debt interest on the improvement, the city will have over $1,300,000 in new investments on this space alone. The lease payment revenues offered to us to vote on today are virtually no different then (sic) the original 2014 lease revenue currently in place Therefore, the city is spending an additional $1.3 plus million for no discernable return on this expenditure. The most commonly used arguments against my opinion consisted of; (sic)  Woodstock City Council 05/31/22 Page 6 of 9 • “We are building the Taj Mahal around a mobile trailer” • “We should just finish the whole building now while construction is in progress” • “We will risk losing the courthouse historical building tax credits” • “The Cost will be higher in 2029” In my opinion, the only of these arguments that can’t be negated with valid economic justification is the Taj Mahal argument, and my disagreement with this I support by the fact that both parties were satisfied enough to engage at the 2014 lease execution. Had this body not waited until now to act in the best interest of the city, we would have eliminated making the decision being made today out of fear of risking the tax credits. Prior council decisions, election of a new council & mayor and miscommunication by all parties involved, all contributed to burning of time. That time wasted attempting to negotiate a new lease and rent abatements, when neither were necessary, is what allowed fear to motivate this decision and outcome. The most troublesome consequence of the decision to abate, pay for closure, remodel and finance this project is that it is diminishing city funds that are needed and more valuable to the city as a whole in numerous other projects. Projects that would not only benefit a greater number of existing taxpayers, but also improve both infrastructure and vibe of the city drawing even more outside interest and value than this expense can or will ever deliver. Additionally, I’m disheartened that we have elected to call the “shut down fee” a draw against a “Revolving Loan Agreement” which is essentially a non-recourse loan. One could reasonably assume this carries the appearance of a play on words to soften or mitigate the message. We should just call it what it is which is a payment to interrupt a business. There are many people incurring stress that I genuinely feel sorry for under the circumstance. That starts with city staff, who originally took their direction from a prior council, then subsequently from a new council and mayor with different capacities and opinions. Staff is very cautious about not influencing council and committed to the task of solely addressing the council’s wishes. Secondly, I feel sorry for the Public House having to have their business not only shut down, but the cost of that made public when neither were necessary. Thirdly, my fellow council members. No matter which way we went with this decision there was going to be fallout. A decision had to be made by all that was going to generate taxpayer consternation and therefore questions with expectations for logical answers. Finally, for all the financial reasons I referenced above, I feel most sorry for the taxpayers of the city. Finally, I offer my own apologies to the citizens of Woodstock as I envisioned this potential outcome a year ago and failed to communicate well enough to my council peers to impact their decisions. Opting to stay with the existing lease and to remodel a year ago would have easily eliminated the fear of risking the tax credits that is driving this decision today. That being said, I’m confident this will pass without my support; however, I recognize we are a body of one and will continue to respect the position of the body as a whole. It’s my hope the citizens of Woodstock appreciate the value of a body of seven people contributing various opinions despite knowing there are times they don’t align. Bob Seegers”  Woodstock City Council 05/31/22 Page 7 of 9 Mayor Turner stated the nature of this body is to debate and deliberate and make decisions. He stated he knows Councilman Seegers feels passionate about this issue as does he, opining Council members have to have some passion for these things. He opined the members do this because they value the opportunity to deliberate and debate and work with good people to make the best decisions possible, going back to the very first decision to take over the building because it was about to implode. Noting all decisions were met with some consternation, he stated they were arrived at based upon debate and deliberation, stating the Councilmembers work to come to a decision they feel is the best for the city and the best use of taxpayers’ dollars. He opined new Council members are at a disadvantage of experience, but have the advantage of newness. Mayor Turner stated he is completely comfortable with his “yes” votes for Ethereal and the Public House, opining there are solid reasons to approve these items. He stated he is excited about this and about moving beyond this phase and is proud of the outcome. He stated he respects everyone’s opinions and vote. In response to a question from Mayor Turner, there were no comments forthcoming from the Public. Motion by Mayor Turner, second by D. Flynn, to approve Ordinance 22-O-30, identified as Document 2, An Ordinance Authorizing a Lease Agreement Between the City of Woodstock and KATLO, Inc., for the Lease of First Floor Space in the Old Courthouse at 101 S. Johnson, subject to the inclusion of any final changes to the lease agreement that are approved by the City Manager; and approval of Resolution 22-R-16, identified as Document 3, A Resolution Authorizing a Loan Agreement Between the City of Woodstock and KATLO, Inc., authorizing the Mayor and City Clerk to execute the agreement and subject to the City Attorney’s final review and approval. In response to a question from Mayor Turner, there were no comments or questions on the motion forthcoming from the City Council or the Public. A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer, T. Nierman, W. Piersall, G. Tebo, and Mayor M. Turner. Nays: B. Seegers. Abstentions: none. Absentees: none. Motion carried. V. DISCUSSION – T-Mobile Baseball Field Renovations Ms. Betz stated this item was placed on the agenda to provide Council with an update on what Staff has completed with T-Mobile regarding the upgrades to the City’s baseball fields. Ms. Betz stated Staff went through a lot of options for all of the fields and met with T-Mobile representatives to narrow down those options. She called attention to the table contained in the Staff Report showing the options being considered, stating T-Mobile wished to identify the Little League field for the City to get the best out of this opportunity and one where T-Mobile would get the best opportunity for branding. Ms. Betz stated Sullivan Field, which is a true Little League field, was chosen for a full renovation and Dream Field, which is the City’s premier field, was also chosen for an upgrade, asking for Council comments. Noting he participated in the discussions due to his experience with sports, Mayor Turner stated he hoped to find a way to turf Dream Field, but found this to be too expensive. He stated T-Mobile  Woodstock City Council 05/31/22 Page 8 of 9 has a relationship with Little League which was the driver for this opportunity. He stated all fields were discussed with Sullivan and Dream Field being targeted, noting the City needs a hybrid field, making this a very good option for the City. Mayor Turner stated long term he would like to light Dream Field, opining District 200 may be interested in this in the future. He stated other enhancements may be possible with private fundraising efforts. He expressed support for Staff’s recommendations. In response to a question from Councilman Seegers, Ms. Betz confirmed drainage at both Sullivan and Dream Field will be improved. In response to a question from Mayor Turner, there were no comments or questions forthcoming from the Public. It was the consensus of the Council that Staff should move forward with the recommendation. VI. EXECUTIVE SESSION Mayor Turner stated the next item on the Agenda is an Executive Session for the purpose of discussing Personnel – the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body, in this case specifically the City Manager’s Employment Evaluation. Motion by W. Piersall, second by G. Tebo, 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. City Manager’s Performance Evaluation A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer, T. Nierman, W. Piersall, B. Seegers, G. Tebo, and Mayor M. Turner. Nays: none. Abstentions: none. Absentees: none. Motion carried. The Woodstock City Council adjourned to Executive Session at 6:20 PM. RETURN TO OPEN SESSION The City Council returned to Open Session at 8:29 PM. COUNCIL MEMBERS PRESENT: Darrin Flynn, Lisa Lohmeyer, Tom Nierman, Wendy Piersall Bob Seegers, Jr., Gordon Tebo, and Mayor Michael Turner. COUNCIL MEMBERS ABSENT: None. STAFF PRESENT: City Manager Roscoe Stelford, City Attorney Ruth Schlossberg, and City Clerk Cindy Smiley.  Woodstock City Council 05/31/22 Page 9 of 9 VI. FUTURE AGENDA ITEMS Following a brief discussion, there were no additions, deletions, or corrections to the tentative future Council agendas. 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, June 7, 2022 at 7:00 PM in the Council Chambers at Woodstock City Hall. A roll call vote was taken. Ayes: D. Flynn, L. Lohmeyer, T. Nierman, W. Piersall, B. Seegers, G. Tebo, and Mayor M. Turner. Nays: none. Abstentions: none. Absentees: none. Motion carried. The meeting was adjourned at 8:38 PM. Respectfully submitted, Cindy Smiley City Clerk