McHenry Times

City of Woodstock City Council met June 20.

Here are the minutes provided by the council:

A regular meeting of the Woodstock City Council was called to order by Mayor Michael Turner at 7:00 PM on Tuesday, June 20, 2023, in the Council Chambers at Woodstock City Hall. He explained the Consent Calendar process, invited public participation, and noted, as is the City's policy, this meeting is being livestreamed with a recording archived should members of the public wish to view it in the future.

A roll call was taken.

COUNCIL MEMBERS PRESENT: Melissa McMahon, Tom Nierman, Bob Seegers, Gordon Tebo, Natalie Ziemba, and Mayor Michael Turner,

COUNCIL MEMBERS ABSENT: Darrin Flynn.

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, Chief of Police John Lieb, Public Works Director Brent Aymond, Building and Zoning Director Joe Napolitano, Economic Development Director Garrett Anderson, Recreation Director Dave Zinnen, City Engineer Chris Tiedt, Grant Writer Barb Szul, City Planner Darrell Moore, and City Clerk Cindy Smiley.

OTHERS PRESENT: None.

City Clerk Smiley confirmed the agenda is a true and correct copy of the published agenda.

III. FLOOR DISCUSSION 

A. Proclamations 

1. Juneteenth 

Mayor Turner was pleased to welcome two members of the Juneteenth organization committee. He stated it is his honor to make this proclamation recognizing Juneteenth Day, expressing his appreciation to the organization for their efforts in bringing this to Woodstock.

Mayor Turner read the proclamation for all to hear which was met with hearty applause, presenting it to the organizers and thanking them for their efforts, and stating he was delighted to have this event in Woodstock. This was met with hearty applause.

B. Public Comment 

Nadia Lunsford, of Steven's Home, noted her organization works with the homeless. She thanked Councilwoman Ziemba for meeting and working with them. Describing the services they provide, she stated they are trying to build trust with the homeless so they will resume working with the various service organizations. Ms. Lunsford stated she would like to open up a conversation with the City regarding providing a day services facility similar to OFAC, noting she has a Strategic Plan to help the homeless become employed, but needs a certified kitchen.

Mayor Turner stated the City has been part of the solution with OFAC being one of the resources. He states the City would be open to discussions, as the problem still exists.

Councilwoman Ziemba stated there is definitely a need in the community, noting while there are resources available it is how to connect these resources with the homeless in Woodstock, opining it is often a matter of transportation and time.

A representative from the McHenry County Youth Sports Association (MCYSA), noted this is the 30th year their international tournament will be held, stating this year there will be 60 teams including many foreign teams. He thanked the City for its support in allowing them to utilize City resources, stating City Staff has been a tremendous help. He noted Mayor Turner will attend the events planned for Woodstock Day on July 22nd.

Mayor Turner expressed his appreciation to the organization and the work they have done over the 30 years.

C. Council Comment 

Speaking as Co-coordinator of PrideFest, Councilwoman McMahon thanked City Staff for their help with the event, opining it could not have been held without City help.

Councilwoman McMahon also commended Ken West for organizing the Ride/Walk to Leave a Light On event.

She noted she and Councilwoman Ziemba attended the Juneteenth event, opining there was a wonderful feeling on the Square for this wonderful event.

Councilman Tebo recognized Mr. Lough of the Woodstock Independent for his editorial award.

Mayor Turner echoed Councilwoman McMahon's comments regarding PrideFest, thanking everyone involved with this event. He stated the event is greatly valued and appreciated in the community.

Mayor Turner thanked District 200 for hosting the City Council for an information presentation, noting this was the idea of Councilman Tebo.

Councilwoman McMahon noted there is a need for volunteers for this weekend's Summer in the Parks events.

IV. CONSENT AGENDA 

Motion by G. Tebo, second by N. Ziemba, to approve the Consent Agenda.

In response to a question from Mayor Turner, the following items were removed from the Consent Agenda at the request of Council or the Public:

• Item D-1 - Ordinance - UDO Variations-14500-15500 Davis Road by Councilman Nierman;

• Item D-2 -- Ordinance – Liquor and Video Gaming License - Antigua Mexican Grill #3 by Councilwoman McMahon;

• Item D-5 - Change Order - Old Courthouse by Councilman Nierman; and

• Item D-6 Lease Agreement - The 101 Incubator Lease for More Polish Potter by Councilwoman McMahon.

In response to a question from Mayor Turner, the following questions or comments were forthcoming from the Council or the Public regarding items remaining on the Consent Agenda.

Item D-4-Resolution – Change Order – 2023 Enhanced Streets Improvement Program In response to a question from Councilman Seegers, Mr. Tiedt confirmed the differences in the funding amounts, noting all funds will be used. He stated in order not to delay the project, Staff wished to get this amount committed to the contractors. In response to a question from Councilman Seegers, Mr. Stelford confirmed funds for the water main are included in the $10 million, noting there is approximately $800,000 remaining.

Mayor Turner thanked Staff for acting appropriately in holding back this portion. He noted a proposal will be brought back to the Council for the additional funds.

Item D-7 – Professional Services Agreement - Intergenerational Inclusive Playground Site Design Firm

Councilman Seegers asked if the company that manufactures this equipment also has concepts, which can be used so the City would not have to spend $100,000 on this item. In response, Ms. Betz explained this piece is for the design of the space underneath the playground, which is a separate part of the project from the equipment. Councilman Seegers opined the cost of the engineering is high relative to the whole project. In response to a question from Mayor Turner, Ms. Betz confirmed this includes a new restroom facility.

Item D-10-Contract Award/Professional Services Agreement – Davis Road Park

Noting these fields are on sand much like a golf course, Councilman Nierman opined fertilization and irrigation will need to be addressed in the future.

Item D-8 - Professional Services Agreement – Parks Master Plan

In response to Councilman Seegers' questions regarding the need for the survey portion of this proposal as the City has already conducted several surveys, Ms. Gulli stated this survey would be specific to the Parks. She provided additional information on what the recommended bidder will provide that the other bidders will not.

Mayor Turner affirmed the Consent Agenda to include items A through C, D-3, D-4, and D-7 through D-12:

A. APPROVAL OF CITY COUNCIL MINUTES 

June 6, 2023 City Council Minutes

B. WARRANTS: 4056 4057

C. MINUTES AND REPORTS 

Environment Commission Minutes April 6, 2023

Environmental Commission Minutes May 4, 2023

Historic Preservation Commission May 1, 2023

Parks & Recreation Commission Minutes May 9, 2023

Woodstock Public Library Board of Trustees Minutes April 13, 2023 

Woodstock Public Library Board of Trustees Minutes May 11, 2023

Woodstock Opera House Advisory Commission Minutes May 16, 2023 

Woodstock Police Department Monthly Report April 2023

D. MANAGER'S REPORT NO. 228:

3. Ordinance – MobCraft Beer, Inc. – Approval of Ordinance 23-0-35, identified as Document 3, An Ordinance Amending Title 3, Chapter 3, Liquor Control, of the Woodstock City Code to create one Class I (Brewery/Brewpub) liquor license to be issued to MobCraft Beer, Inc.

4. Resolution - Change Order – 2023 Enhanced Streets Improvement Program - Approval of Resolution 23-R-09, identified as Document 4, A Resolution Authorizing a Change Order in the Contract for the 2023 Enhanced Streets Improvement Program for resurfacing additional streets with an increase in the original contract amount of $1,128,469.94.

7. Professional Services Agreement - Intergenerational Inclusive Playground Site Design Firm - Approval to award a Professional Services Agreement, utilizing Home Rule authority and waiving of the RFP process, to Wight & Company from Darien, Illinois, to provide architectural and engineering services for the development of the Intergenerational Inclusive Playground, and to authorize the City Manager to execute a contract, subject to final review by the City Attorney, for an amount not to exceed $102,850.

8. Professional Services Agreement - Parks Master Plan Approval to award a Professional Services Agreement, utilizing Home Rule authority and waiving of the RFP process, to Design Workshop, Chicago, IL to provide a comprehensive Parks Master Plan, and to authorize the City Manager to execute a contract, subject to final review by the City Attorney, at the proposed fee of $139,067.

9. Professional Services Agreement - Arts Master Plan Approval to award a Professional Services Agreement, utilizing Home Rule authority and waiving of the RFP process, to Board of Trustees of Northern Illinois University, acting on behalf of the NIU Center for Governmental Studies for the preparation of an Arts Master Plan for $27,000, and authorize the City Manager to execute said agreement, subject to final review by the City Attorney.

10. Contract Award/Professional Services Agreement - Davis Road Park - Approval to award utilizing Home Role authority and waiving of bids, the following:

a. A contract to Thelen Materials LLC of Antioch, IL to supply 1,000 tons of certified earth materials that meet IEPA standards for a total cost of $36,000; and

b. A professional services agreement with Langton Group from Woodstock, IL, for labor to perform land grading and leveling of earth materials, seeding, and maintenance for 10.5 acres at Davis Road Park Soccer Fields for a total cost of $112,447.

11. Contract Award – Crack Sealing Program - Approval to award a contract for crack sealing maintenance to the lowest responsible bidder, Patriot Pavement, Des Plaines, IL in accordance with the unit prices, as submitted, and not to exceed $20,000 for FY23/24.

12. Contract Award First Street Water Softener Repair - Approval to award a contract for the repair of Softener #2 at the First Street Water Treatment Plant to Manusos General Contracting, Inc., Fox Lake, IL for a total cost not-to-exceed $127,000.

There were no questions or comments forthcoming from the Council or the Public on the motion.

A roll call vote was taken. Ayes: McMahon, Nierman, Seegers, Tebo, Ziemba, and Mayor Turner. Nays: none. Abstentions: none. Absentees: Flynn. Motion carried.

D-1 - Ordinance- UDO Variations - 14500-15500 Davis Road 

Councilman Nierman expressed concern about eliminating perimeter landscaping and landscaping around the property because of what could happen if Route 14 is changed. Mr. Stelford noted the area in question is a wetland area in back that is subject to City oversight so would have to come back if this were to change. He stated the City will require the trees to remain. Mr. Napolitano stated this is being requested for the parking area as it is already screened from the street. He noted there are still project review guidelines which will have to be met and there will be landscaping required along Davis Road.

Noting the request to use asphalt grindings, Councilman Nierman also questioned what could happen ten years from now if the parking lot is not paved. Mr. Napolitano noted the Council could add conditions to the approval, noting the parking is behind the building.

Ralph Tillman, petitioner, stated he picked this site as it is shielded. He stated he would like to give people a place to park their campers or large vehicles economically and wishes to make the property look good. He stated he wishes to leave some trees and cut down mostly scrub trees, agreeing not to remove trees bordering the property. He described his landscaping plans for the front and side of the buildings.

Regarding the paving request, Mr. Tillman stated he is doing this as a cost-saving measure, noting there will be paving near Davis Road. In response to a suggestion from Mayor Turner to place a condition upon approval that the surfaces be paved within five years, Mr. Tillman stated he does not feel five years will be long enough to generate a profit. Suggesting Staff inspect the area to see if it is adequate, Mr. Tillman stated this type of surface can become as hard as asphalt,

Mr. Tillman expressed interest in partnering for a sewer line rather than having a septic field on his property. Mr. Stelford noted extending the sewer line in this area is not currently funded within the ten-year CIP, with Mayor Turner noting this could be discussed at a later date.

Councilman Seegers expressed the wish to set a time limit to pave the parking, but opined five years is not enough. He further opined the grindings would not become packed, but rather will create dust as large trucks come into and out of the property. In response to his question, Mr. Tillman stated everything visible from Davis Road will be paved. Councilman Seegers expressed approval of this as long as the aggregate is not visible from the street, but reiterated his wish for a timeline for a parking lot review. In response to a question from Mayor Turner, Mr. Napolitano agreed it is the intent of the request that there be paving up to the front of the building with the parking lot and driveway that is visible from Davis Road paved also.

There was no Public comment on this item.

Mayor Turner supported adding a condition that the parking lot be paved within 10 years, noting the petitioner may come back at that time and seek a variance, clarifying this would mean he has to receive a variance to keep the grindings.

Motion by B. Seegers, second by T. Nierman, to approve Ordinance 23-0-36, identified as Document 1, An Ordinance Granting Variations from Various Sections of the Woodstock Unified Development Ordinance to Waive or Reduce the Requirements for Parking Lot Surfacing, Curbing, Landscaping, and Fencing at 14500-1550 Davis Road with the stipulation on Section 2.1 that the gravel portion of the parking lot is required to be paved within 10 years of approval of this ordinance unless the petitioner comes forward with a request and is granted a variance.

In response to a question from City Attorney Schlossberg, Mayor Turner stated the intent of the motion is not to require curbing.

A roll call vote was taken. Ayes: McMahon, Nierman, Seegers, Tebo, Ziemba, and Mayor Turner. Nays: none. Abstentions: none. Absentees: Flynn. Motion carried.

Item D-2 – Ordinance - Liquor and Video Gaming License – Antigua Mexican Grill #3 In response to Councilwoman McMahon's concern that there is nothing on the submitted diagram showing video gaming, Mr. Stelford stated in the State of Illinois the City passes the liquor license first, but the State passes the video gaming license first. He stated passage of this Ordinance would be contingent on meeting all requirements in the future, with receipt of the video gaming license from the State being one of them.

Motion by G. Tebo, second by B. Seegers, to approve Ordinance 23-0-37, identified as Document 2, An Ordinance Amending Title 3, Chapter 3, Liquor Control, of the Woodstock City Code to create one Class A-6V (Restaurant-Caterer) liquor and video gaming license to be issued to Antigua Mexican Gill #3, Inc. contingent upon meeting all requirements.

A roll call vote was taken. Ayes: McMahon, Nierman, Seegers, Tebo, Ziemba, and Mayor Turner, Nays: none. Abstentions: none. Absentees: Flynn. Motion carried.

D-5- Change Order - Old Courthouse 

Councilman Nierman stated he continues to be opposed to spending funds on multi-colored lights that will be used only a few times a year. Councilman Seegers concurred.

Mayor Turner stated he enthusiastically supports this change order as presented, stating it is a magnificent building that will be a landmark in Woodstock for decades or more. He opined given the investment the City has made, the pinnacle of the building will be matched by the lights and will be supported by the residents.

Councilman Tebo expressed his support of this change order opining it will have a wow factor for this beautiful building.

There were no Public comments forthcoming.

Motion by G. Tebo, second by N. Ziemba, to approve a Change Order related to the Old Courthouse & Sheriff's House Renovations for external lighting in an amount not to exceed $195,615.49 with Bulley & Andrews and Benson Electric.

In response to a question from Mayor Turner, Mr. Stelford stated the equipment has not yet been ordered and confirmed this part of the project would be delayed or unlit should this item not pass.

Discussion ensued of the possibility of amending the motion with Mr. Christensen stating information is not available to make a motion for all white lights as that option was not bid out. Mayor Turner noted this was discussed at a previous meeting at which the Council was polled which resulted in the item up for consideration. He opined a motion should not be crafted on something that was not bid out, noting Council set forth its expectations to Staff who relied on that. He further opined going in a different direction is not in the best interest of the project at this time and noted there is no specific amount for the white lights so Council could not vote on that.

Discussion ensued of the maintenance agreement and warranty.

A roll call vote was taken. Ayes: McMahon, Tebo, Ziemba, and Mayor Turner. Nays: Nierman and Seegers. Abstentions: none. Absentees: Flynn, Motion carried.

Item D-6- Lease Agreement - The 101 Incubator Lease for More Polish Pottery

Mayor Turner stated the petitioner has requested removal of this item, noting it is a business decision not to move forward.

Motion by M. McMahon, second by N. Ziemba, to permanently table item D-6.

A roll call vote was taken. Ayes: McMahon, Nierman, Seegers, Tebo, Ziemba, and Mayor Turner. Nays: none. Abstentions: none. Absentees: Flynn. Motion carried.

V. DISCUSSION – Event Security – Extra Details 

Mayor Turner noted this item is not being considered for a final decision but rather discussion and direction to Staff.

Mr. Stelford and Chief Lieb provided information on the issue to be addressed for Council discussion. Mr. Stelford stated Staff will continue to research the issue also.

Noting for many years members of the Police Department have provided security for events, Mr. Stelford stated there has been a shift within the workforce with it being harder to find officers wanting to participate in these voluntary extra details for these events. He emphasized that Staff does not see a solution that maintains the costs to the event organizers at the same level it is now.

Chief Lieb stated every year the Police Department staffs 250 to 300 man hours worth of events noting these are not just in the Square but could be for private businesses or District 200 for example.

Mayor Turner stated there are two types of events community events and extra detail events, noting overtime applies to community events. Mr. Stelford explained how officers are paid for the voluntary extra details which are on a separate pay scale.

Chief Lieb stated the question is whether to change the pay scale on the extra detail events. He stated while the community events overtime is based upon the labor contract, the extra detail pay is a policy-generated item which is left to Staff and Council.

In response to a question from Mayor Turner, Chief Lieb stated Staff will bring this item back to the Council after obtaining their feedback and developing the numbers for consideration.

In response to a question from Councilman Seegers, Chief Lieb opined the decline in officers signing up for the extra details is both a monetary and a work/life balance situation. Noting not all events are supported equally by the community, Councilman Seegers opined the event organizations should pay more, including the City. Mayor Turner stated the City must be cognizant of the benefits derived from community events.

Discussion ensued of the current pay scale with Mr. Stelford, noting the County pay is higher for events.

Mayor Turner stated the primary discussion is does the Council support Mr. Stelford and Chief Lieb looking at how the officers are paid in the two scenarios presented and is it willing to designate more events as community events rather than extra detail, requiring the officers to be paid as such.

As an event organizer, Councilwoman McMahon stated they would have no problem paying the officers, opining it would be difficult if the fees are raised too high, however. She urged providing the organizers with ample notice.

Councilman Nierman suggested having a different structure for not-for-profits and private businesses.

Discussion ensued of designating more events as community events. Mayor Turner noted in the current changing environment, it may be necessary to update the policy. Opining this could place a burden on Chief Lieb, Councilwoman Ziemba suggested finding a creative way to fund the increase in pay. Councilman Tebo stated he would like to see the hard numbers of how much it will take to rectify this situation and can this be passed through to the organizers.

A brief discussion ensued of how the officers are assigned to an event, with Mr. Stelford noting it is usually based on crowd size and whether alcohol will be involved. He opined there could be a difference in how much subsidy is provided based on these things. Councilwoman McMahon stated she would like to see a tier proposal - alcohol vs. non-alcohol.

Mayor Turner stated the City wants to have the events here and wants to welcome them, noting #1 is safety. He stated #2 is that the Woodstock Police Department handle the events not the County, unless there is an overflow. He opined cost is an issue, but these two things are more important.

He stated he does not want to lose the ability to develop and designate community events.

Councilwoman Ziemba requested a three-year history of community events vs. extra details. Councilwoman McMahon requested information on what is considered a community event. In response to a question from Councilman Nierman, Mr. Stelford provided information on what the officer is currently paid for an extra detail.

A brief discussion ensued of how events are scheduled, including a timetable and how it is. determined how many officers are needed.

There was no Public comment on this item.

It was the consensus that Mr. Stelford and Chief Lieb take the information gathered from this discussion and develop proposals to bring back to the Council at a later date.

VI. FUTURE AGENDA ITEMS 

There were no additions, deletions, or corrections to the tentative future Council agendas.

ADJOURN 

Motion by B. Seegers, second by T. Nierman, to adjourn this regular meeting of the Woodstock City Council to the next regular meeting on Tuesday, July 18, 2023 at 7:00 PM in the Council Chambers at Woodstock City Hall. Ayes: McMahon, Nierman, Seegers, Tebo, Ziemba, and Mayor Turner. Nays: none. Abstentions: none. Absentees: Flynn. Motion carried.

The meeting was adjourned at 8:58 PM.

https://www.woodstockil.gov/sites/default/files/fileattachments/city_council/meeting/46484/city_council_minutes_6-20-23.pdf