City of Warrenville Public Works and Infrastructure Committee of the Whole met April 10
Here are the minutes provided by the committee:
A. CALL TO ORDER
Chairman Barry called the meeting to order at 7:00 p.m.
B. ROLL CALL
Physically Present: Chairman Clare Barry, Mayor David Brummel, and Aldermen: Stuart Aschauer, Leah Goodman, Jeff Krischel, Craig Kruckenberg, and John Lockett
Electronically Present: Ald. Kathy Davolos
Absent: Ald. Bill Weidner
Also Present: City Administrator Cristina White, Assistant City Administrator Alma Morgan, Community and Economic Development Director Ron Mentzer, Assistant Community Development Director Consuelo Arguilles, Public Works Director Phil Kuchler, Senior Civil Engineer Kristine Hocking, Management Analyst Kristin Youngmeyer, Utility Maintenance Supervisor John Satter, Capital Maintenance Supervisor Jamie Clark, Street Division Crew Leader Jeff Simmons, Utility Division Crew Leader Joe McFadden, City Attorney Brooke Lenneman, and Executive Assistant and Deputy City Clerk Dawn Grivetti
Also Absent: City Clerk Julie Clark
C. PLEDGE OF ALLEGIANCE
Chairman Barry led the Pledge of Allegiance.
D. CITIZENS COMMENTS
There were no comments from the public at this time.
E. OFFICIALS AND STAFF COMMENTS
There were no comments from officials or staff.
F. BUSINESS OF MEETING
1. Consideration of New Event for FY 2024 BPAC Work Plan
Management Analyst (MA) Youngmeyer presented the Bicyclist and Pedestrian Advisory Commission’s (BPAC) new work plan initiative to coordinate a fall trash pick-up event along a pathway in Warrenville.
Ald. Goodman reminded the public of the upcoming Illinois Prairie Path trail cleanup event scheduled for later this month. MA Youngmeyer added that BPAC is working with the Illinois Prairie Path association on the trail cleanup.
ALDERMAN LOCKETT MADE A MOTION, seconded by Alderman Kruckenberg, to recommend the City Council approve the addition of the new initiative to the FY 2024 Bicyclist and Pedestrian Advisory Commission Work Plan.
MOTION CARRIED VIA VOICE VOTE
2. Consideration of a Consultant Contract to Assist the City with ERP Software Selection
Public Works Director (PWD) Kuchler stated that the City is negotiating to end the contract with the vendor that was unable to deliver a successful Enterprise Resource Planning (ERP) software solution for the City. He added that staff worked with Aldermen Goodman and Krischel to select a new consultant to assist the City with selecting appropriate software solutions for its Financial ERP, Public Works Enterprise Asset Management, Human Resources, Utility Billing, and Community Development needs, as well as a Citizen Engagement tool. PWD Kuchler stated that the workgroup unanimously recommended the City enter into a contract with Baecore Group, Inc., for this work, and that a decision package was included in the FY 2024 Budget for this project.
PWD Kuchler indicated that the final details of the contract are still being worked out. There was discussion regarding the details of the contract, which City Attorney Lenneman indicated is a fixed price contract. She added that she and staff are working to protect the City from excess costs while finalizing the details of the contract.
ALDERMAN GOODMAN MADE A MOTION, seconded by Alderman Krischel, to recommend the City Council pass a resolution approving an agreement with Baecore Group, Inc. for ERP Software Selection Consulting Services for an amount of $167,300.
MOTION CARRIED VIA VOICE VOTE
3. Consideration of Ordinance Prohibiting Use of Groundwater at OTRS #2 and Voegtle’s
Senior Civil Engineer (SCE) Hocking stated that, at the January 16, 2023 meeting, City Council directed staff to move forward with the next steps for Old Town Redevelopment Site (OTRS) #2. One of the recommendations was for City Council to approve a limited area groundwater ordinance that prohibits the installation and use of potable water supply wells on the site as well as the adjacent Voegtle property in accordance with IEPA requirements. She added that this is the first step in addressing the contamination on the site.
SCE Hocking stated that a draft of the ordinance needs to be included with the consultant’s remediation plan for IEPA review. She indicated the Voegtles have been consulted regarding the details of the ordinance. Currently, the Voegtle property is connected to City water, and as regulated by the DuPage County Health Department, cannot divert to well water on the site.
ALDERMAN GOODMAN MADE A MOTION, seconded by Alderman Lockett, to recommend the City Council pass an Ordinance prohibiting the use of groundwater at the Old Town Redevelopment Site #2 and Voegtle’s property.
MOTION CARRIED VIA VOICE VOTE
4. Consideration of Staff Recommended Updates to the EMRP
PWD Kuchler presented updates to the Enterprise Maintenance and Replacement Plan (EMRP) asset costs. He noted that the increases were related to an annual escalator calculation of 3.07% that was incorporated into the EMRP, as well as infrastructure related to completed developments.
ALDERMAN GOODMAN MADE A MOTION, seconded by Alderman Lockett, to recommend the City Council accept the updates to the Enterprise Maintenance and Replacement Plan, per the staff memo dated April 5, 2023, and direct staff to incorporate those adjustments into an updated EMRP document.
MOTION CARRIED VIA VOICE VOTE
5. Consideration of Staff Recommended Updates to the CMRP
PWD Kuchler presented updates to the Capital Maintenance and Replacement Plan (CMRP) asset schedules. He noted that, similar to the EMRP, an annual cost escalator calculation of 3.07% was incorporated into the CMRP, as well as any infrastructure related to completed developments. He added that most of the cost increase was due to increases in concrete costs.
ALDERMAN GOODMAN MADE A MOTION, seconded by Alderman Kruckenberg, to recommend the City Council accept the updates to the Capital Maintenance and Replacement Plan, per the staff memo dated April 5, 2023, and direct staff to incorporate those adjustments into an updated CMRP document.
MOTION CARRIED VIA VOICE VOTE
6. Consideration to Order Five Dodge Durango Police Pursuit Vehicles
PWD Kuchler stated that the environment for ordering vehicles and equipment remains unpredictable, and ordering windows open and close randomly. He added that the opportunity to order Dodge Durango police pursuit vehicles is still open. It is staff’s belief that the vehicles currently on order will not be delivered until very late in FY 2024, or early in FY 2025, therefore, staff is seeking authorization to order five additional police pursuit vehicle replacements currently scheduled for FY 2025. However, if upcoming bid openings for four CMRP funded storm sewer and road projects result in unfavorable prices for the City, he added, staff will not pursue the additional order.
PWD Kuchler stated staff is also seeking authorization to continue its current temporary practice of placing vehicle and equipment orders for scheduled replacements when unpredictable and short ordering windows open, and will seek approval at the next available Committee of the Whole and City Council meeting sequence until a more predictable ordering pattern is restored.
There was discussion regarding the flexibility of the City’s commitment to continue with current vehicle orders, and the effect on the vehicle replacement schedule if all the replacement vehicles were delivered at the same time.
There was discussion regarding the availability and ordering of hybrid vehicles for police use. PWD Kuchler stated that Dodge does not manufacture hybrid police pursuit vehicles, however, when Ford resumes production of this type of vehicle, staff will resume ordering from them. Ald. Goodman voiced her concern for ordering so many non-hybrid vehicles in a short period of time. She suggested the City wait until hybrid vehicles are available again before placing an order for FY 2025.
There was discussion regarding the replacement schedule of Police Department vehicles being every three years as compared to Public Works vehicles, which should be replaced every ten or more years. PWD Kuchler added that the replacement schedule can be, and currently is, stretched further for non-Police pursuit vehicles, but it is not recommended for Police pursuit vehicles, as these tend to have higher maintenance costs as they reach a certain number of miles. Ald. Goodman asked staff for more information regarding maintenance costs on vehicles that have passed their scheduled replacement time.
City Administrator White stated that many of the hybrid vehicles that were ordered in the past were cancelled by the manufacturer, and it is not known when or if they will resume manufacturing hybrid police pursuit vehicles again. She added that Ford and Dodge are the only companies that manufacture police pursuit vehicles, and Dodge does not offer the vehicle as a hybrid.
Larry Saccotelli, 30W180 Estes Street, asked the City Council if staff had considered the Toyota police interceptor vehicle. He stated Toyota offers a hybrid model.
ALDERMAN LOCKETT MADE A MOTION, seconded by Alderman Krischel, to recommend the City Council authorize staff to i.) order five additional police pursuit vehicles scheduled for FY 2025 replacement, provided the CMRP project bid results are favorable for the City; and ii.) continue placing orders for scheduled vehicle and equipment replacements as ordering opportunities happen, and present to City Council at the next available Committee of the Whole meeting.
MOTION CARRIED VIA VOICE VOTE
7. Consideration of Professional Services Agreement for an I/I Construction Contract
PWD Kuchler stated, as part of the City’s ongoing Infiltration and Inflow (I/I) Reduction Program, staff and a consultant have identified approximately 51 sanitary sewer manholes that need to be repaired. He stated that staff is proposing to work with Engineering Enterprises, Inc. to prepare bid documents and assist the City with construction observation services.
ALDERMAN GOODMAN MADE A MOTION, seconded by Alderman Lockett, to recommend the City Council pass a resolution approving a professional services agreement with Engineering Enterprises, Inc. for the West 2 and 3 Basins Manhole Rehabilitation in the amount of $76,410.
MOTION CARRIED VIA VOICE VOTE
8. Consideration of a Second Amendment IGA with PACE for the Ride DuPage Program
MA Youngmeyer presented a proposed amendment to the City’s intergovernmental agreement (IGA) with PACE bus service that would include a one-year subsidy from PACE, and an Uber Access Service option for PACE riders on specified terms.
There was discussion regarding the number of residents registered with the PACE program, the frequency of rides, and the average cost for the City. Ald. Goodman requested more information about why ridership is low following the COVID-19 pandemic, and asked staff to provide more communication to the public regarding the service.
There was additional discussion regarding the travel service area for the Uber Access option. MA Youngmeyer will clarify the service area and report any additional findings back to the Council.
ALDERMAN LOCKETT MADE A MOTION, seconded by Alderman Kruckenberg, to recommend the City Council and pass a resolution, approving the second amendment to the intergovernmental agreement with PACE, and direct staff to add the Uber Service option for Warrenville residents.
MOTION CARRIED VIA VOICE VOTE
9. Consideration of City Code Changes to Install Stop Signs at Two Intersections
MA Youngmeyer stated that staff reviewed two resident requests to install stop signs at two intersections in the City. She stated, staff is recommending replacing an existing yield sign on the east leg of the Jefferson Street and Second Street intersection, and a new stop sign on the north leg of the Haylett Avenue and Greenview Avenue intersection for southbound traffic. MA Youngmeyer noted that, in both cases, the Police Department performed traffic counts, which support staff’s recommendations.
ALDERMAN KRUCKENBERG MADE A MOTION, seconded by Alderman Aschauer, to recommend the City Council pass an ordinance amending Section 5-4-2 of the Warrenville City Code regarding stop intersections.
MOTION CARRIED VIA VOICE VOTE
10. Review and file Public Works FY 2023 Work Program and Decision Package Report
The Public Works FY 2023 Work Plan Program and Decision Package status report was presented for consideration. There were no comments presented.
NO COMMITTEE ACTION WAST AKEN NOR REQUESTED
G. MISCELLANEOUS
There were no miscellaneous items discussed.
H. CLOSED SESSION
ALDERMAN GOODMAN MADE A MOTION, seconded by Alderman Lockett, to enter into a closed session at 7: 50 p.m. to discuss topics, which fall under the following exception to the Illinois Open Meetings Act:
• 5 ILCS 120/2 (c) (11) Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent.
At 8:26 p.m., the Committee returned to the open session.
I. ADJOURN
ALDERMAN KRUCKENBERG MADE A MOTION, seconded by Ald. Lockett, to adjourn.
MOTION ADOPTED VIA VOICE VOTE
The meeting adjourned at 8:26 p.m.
https://www.warrenville.il.us/AgendaCenter/ViewFile/Minutes/_04102023-1228
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