Woodstock City Council Meeting - June 17, 2025

The Woodstock City Council met on June 17, 2025, at 7:00 p.m. in City Council Chambers. All seven council members were present. The meeting included public comments, approval of a consent agenda with two items removed for separate discussion, a split vote on the Opera House window replacement, and a discussion on the future of the Revolving Loan Program.

Public Comments & Testimony

• Dan Malone (1018 Here in Way, Woodstock), tournament director for MCYSA Summer International Tournaments, provided an update on the 32nd annual baseball tournament. He reported 90 teams in three age groups (11, 13, 15), including four teams from Japan, Brazil, and Canada, and 20 teams from outside Illinois. The tournament is expected to generate about $1 million in economic activity in McHenry County. He noted Quality Inn in Woodstock is a partner hotel and 20 families are staying in Woodstock. He requested host families for three openings for Brazilian players. The tournament runs July 11–20, with 70 games on Woodstock City Fields.
• A member of the public requested a moment of silence for Minnesota state senators Melissa Hortman and John Hoffman, who were assassinated. Council and public observed a moment of silence.
• A member of the public recited a poem critical of Republicans and contrasting them with Americans.
• Councilwoman Ziemba commented on Pride Fest 2025, thanking city departments, volunteers, and the community. She emphasized that Pride Fest covers 100% of police overtime and does not cost taxpayers money.
• Councilwoman McMahon highlighted the intergenerational playground ribbon cutting at Emmerkson Park, describing it as a successful community project that came to fruition in four years.

Consent Calendar

• The consent agenda included items A through D6. Two items were removed for separate consideration: D2 (Resolution - Office 365 Consultant) and D5 (Resolution - Opera House Renovation Project – Change Order #7).
• Council asked questions on items D3 (Fleet Purchase – Vactor Repair Parts) and D6 (Facade Improvement Program Allocation – 113 South Benton St.). Concerns were raised about preventative maintenance for fleet vehicles and the appropriateness of tuckpointing as a qualifying expense for the Facade Improvement Program.
• The remainder of the consent calendar was approved unanimously.

Separate Action: Office 365 Consultant (D2)

• Molly Oakford (member of the public) questioned the $99,910.06 contract with Heartland Business Systems for Microsoft 365 migration and licensing, citing the city's payroll increase of 35% over five years and asking why the city could not use internal expertise. She requested more detailed service descriptions in future packets.
• Dan, IT staff explained the migration is complex, requires specific municipal experience (government cloud), and Heartland's bid was significantly lower than the next ($165,000). The total cost includes software licenses and migration services for approximately 155 full-time employees.
• Councilman Seegers noted the per-person cost is about $545, which he deemed reasonable compared to his own business experience.
• Motion to approve passed unanimously (7-0).

Separate Action: Opera House Change Order #7 (D5)

• This change order covered five proposed change items totaling $86,513.05. The contentious item was PCO #46: replacement of single-pane windows with double-pane windows at a cost of $60,532, versus reglazing and repainting for $12,000 with an 8–10 year lifespan (vs. 20–30 years for new windows).
• Councilwoman McMahon (who requested removal) opposed the $60,532 window replacement, arguing for a cheaper rehab due to the project already being 20% over budget (standard is 10%). She said $48,000 could be used for sidewalks.
• Councilman Hansen concurred, noting the need for fiscal restraint.
• Councilman Nearman initially agreed but later changed his mind after learning the scaffolding is already in place, windows are inoperable, and re-glazing would require future scaffolding costs.
• Councilman Seegers supported replacement for energy efficiency and long-term value.
• Councilwoman Ziemba supported replacement for employee comfort in what will be office space.
• Mayor Turner supported replacement, noting the project's scope and that the city has the funds.
• The question was split: first motion for all change orders except PCO #46 – passed unanimously (7-0). Second motion for PCO #46 only (designated Change Order #7A) – passed 5-2 (Council members Hansen and McMahon voted no).

Discussion: Revolving Loan Program

• Economic Development Director Jessica presented a staff report outlining the program's history, successes, challenges, and four options: (1) sunset the program, (2) continue as-is, (3) add a micro-lending component, or (4) partner with a professional lender (city’s recommended option).
• Councilman Seegers strongly opposed the current program, calling it a subsidy of private businesses. He argued the city is ill-equipped to manage credit risk and should not offer rates below the city’s cost of money. He noted one default erased gains from multiple loans.
• Councilman Flynn (who used the loan as a business owner) shared his positive experience: his business expanded from 3 to 12 employees, paid off the loan early, and he favored option 2 (partner with a lender) because administration by city staff was stressful and inconsistent.
• Councilwoman Ziemba noted the fund currently has only about $40,000 available to lend. She supported partnering with a lender and opposed providing loans to startups.
• Councilman Nearman questioned why the city should lend at all, but acknowledged the existence of successful programs elsewhere. He opposed administration by city staff and favored a professional lending partner.
• Public comment: Arlene from Read Between the Lines bookstore said the loan saved her business, which otherwise would not have survived a move due to lack of bank financing. She urged the council to consider the community fabric and not just banker criteria. Molly Oakford (former banker) warned that the current program is a “disaster waiting to happen,” that banks cannot underwrite for the city, and that the city should either use a CDFI or not lend at all. She said economic development staff should not make credit decisions.
• Consensus: The council agreed the current program should be sunset and that any future program must involve a professional lending partner (CDFI or similar) with proper underwriting, equity requirements, and arms-length administration. Staff was directed to explore option 4 (hybrid model) but to prioritize other economic development initiatives first. No formal vote was taken.

Key Outcomes

• Consent calendar (items A–D6, excluding D2 and D5) approved unanimously.
• Resolution for Office 365 Migration (D2) approved unanimously (7-0).
• Opera House Change Order #7 (D5): All items except window replacement (PCO #46) approved unanimously (7-0). Window replacement (PCO #46, designated Change Order #7A) approved 5-2 (Council members Hansen and McMahon opposed).
• Revolving Loan Program: Council directed staff to freeze the current program and begin development of a revised program with a professional lending partner, with no specific timeline. The program is a lower priority compared to other economic development projects.
• Next regular meeting: July 15, 2025, at 7:00 p.m.

Adjournment

• The meeting adjourned at approximately 4:44 p.m. (following the transcript timestamp; actual time may vary).