Dupage Policy Journal

City of Warrenville Community Development Committee of the Whole met Nov. 13.

Here are the agenda provided by the committee:

A. CALL TO ORDER 

Chairman Weidner called the meeting to order at 7:00 p.m.

B. ROLL CALL 

Present: Chairman Bill Weidner, Mayor David Brummel, and Aldermen: Stuart Aschauer, John Paul Augustynowicz, Clare Barry, Kathy Davolos, Craig Kruckenberg, John Lockett and Judy Wilkie

Absent: None

Also Present: City Administrator Cristina White, Public Works Director Phil Kuchler, Community and Economic Development Director Amy Emery, Civil Engineer David Romero, Chief Code Enforcement Official Michelle Lilley, Building Inspector Chris Rosseland, and Executive Assistant and Deputy City Clerk Dawn Grivetti

Also Absent: Assistant City Administrator Alma Morgan, City Clerk Julie Clark, and City Treasurer Maury Goodman

C. PLEDGE OF ALLEGIANCE 

Chairman Weidner led the Pledge of Allegiance.

D. CITIZENS COMMENTS 

There were no comments from persons present.

E. OFFICIALS AND STAFF COMMENTS 

Chairman Weidner thanked staff for their efforts in preparing and presenting a complete agenda packet for tonight’s meeting.

F. BUSINESS OF MEETING 

1. Consideration of Staff Recommendations for Fee Updates

Community and Economic Development Director (CEDD) Emery stated that, in an effort to be better prepared for the enterprise resource planning (ERP) software transition, Community Development staff has been working on an update to the fee schedule for building permits, zoning entitlements, inspections, and licenses.

CEDD Emery referenced the goals that have guided staff’s efforts in the preparation of the fee update recommendations, and highlighted two areas of improvements not previously discussed with Council, including the structure (in the form of an annual fee ordinance), and business registration fees. She noted that the annual fee ordinance is a best practice and provides staff with the ability to review and update the schedule of fees more efficiently and effectively on an annual basis.

She also indicated that the Community Development Department will be taking over the business registration and licensing process for the City in 2024, so staff reviewed and included such fees in the fee schedule as well. She indicated that staff will use the process as an economic development tool, where staff will communicate more frequently with registered businesses in an effort to better inform them of grant opportunities, changes in State law, City events, and otherwise build a better relationship between the City and local businesses.

CEDD Emery stated that the City’s business registration fees have not been updated in some time, and were found to be outdated and misaligned with comparable municipalities’ fees. She added that, with the Department’s new administration of the process, fees were scrutinized and updated to be more representative of the benefit provided to registered businesses.

CEDD Emery discussed additional recommendations for building and inspection fees, a new contractor registration program, and updates to zoning entitlement fees. She noted that every fee has been carefully reviewed by Community Development staff, and by the Plan Commission and Zoning Board of Appeals, where appropriate. She added that the recommended fees are based on a fair and competitive analysis, and are far more clear, upfront and transparent. She concluded by stating the staff recommendations meet the goals endorsed by the City Council, are aligned with comparable communities, provide cost savings and benefits for homeowners where applicable, and will facilitate the transition to the new ERP software program.

Ald. Lockett stated his approval of the business registration process and asked for clarification of the contractor registration process. Chief Code Official (CCO) Lilley replied that it is staff’s intent to require a general or primary contractor requesting a permit to register to ensure they (and all their subcontractors) have the proper business insurance and workers’ compensation and liability insurance in place. A homeowner requesting a permit would not have to register, but would assume responsibility or liability for any contractors they hire. CCO Lilley indicated that contractor registration will be available online, and will begin once the new software is implemented.

There was discussion regarding the possibility of local contractors having to register as both a business and a contractor, and homeowner education of the new registration benefits and requirements. Additionally, staff discussed Code enforcement of contractors working without a permit or license. CCO Lilley stated, as long as compliance is gained, fees are generally not assessed in that situation, adding that both parties (homeowner and contractor) will be held responsible.

Mayor Brummel commended staff for taking on the task of updating fees and implementing new schedules and registrations that are comparable to neighboring communities and familiar to most contractors.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Kruckenberg, to direct staff to prepare ordinances to adopt an Annual Fee Ordinance and associated changes to the City Code pertaining to building permit, inspection, zoning entitlement, contractor licenses and business registration fees.

2. Consideration of Greenest Region Compact Resolution

CEDD Emery stated that the City approved the original Greenest Region Compact (GRC) in 2008, however, since that time, the Compact has been updated. Several municipalities have since adopted the updated Compact. The GRC is a collaboration of 156 communities located throughout the Chicagoland area. Its focus is on improving the lives of residents by taking steps to create a sustainable region by integrating common sustainability goals and municipal environmental plans. CEDD Emery stated that endorsement of the Compact shows support of the framework and efforts made across the region, but does not create any specific obligations for the City. Endorsement also provides the City with the possibility of accessing additional grant funding.

Ald. Davolos added that she feels this consortium is an asset to the community, as support of the GRC recognizes the City for past environmental efforts and allows the City access to greater resources for future efforts. Mayor Brummel added his support for the City endorsing this regional initiative as well.

ALDERMAN KRUCKENBERG MADE A MOTION, seconded by Ald. Davolos, to recommend the City Council adopt a resolution endorsing The Metropolitan Mayors Caucus’ Greenest Region Compact.

MOTION ADOPTED VIA VOICE VOTE

3. Consideration of Electric Vehicle Readiness Program Participation

CEDD Emery stated that staff is seeking the City Council’s endorsement of the Electric Vehicle (EV) Readiness Program, and for direction to include the City on the EV Readiness Program waitlist for future grants and education. She added that, one of the benefits of the City becoming a GRC member is the opportunity to participate in the EV Readiness Program. This program provides free training on permitting and safety of EV charging stations, zoning amendments that allow for the installation of EV charging stations, and guidance to educate and engage residents. The training is funded through grants, and is anticipated to be available in the spring of 2024.

CEDD Emery noted that participation in this program allows the City to be in alignment with State requirements for EV readiness of single family and two-family new construction. Participation in the program requires City Council endorsement of the GRC and the EV Readiness Letter of Commitment.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Kruckenberg, to recommend the City Council endorse the EV Readiness Letter of Commitment and instruct City staff to place the City of Warrenville on the MMC EV Readiness waitlist.

MOTION ADOPTED VIA VOICE VOTE

4. Consideration of City Code changes to parking restrictions and traffic control 

Civil Engineer (CE) Romero stated that, as development in the Lexington Trace and Everton developments comes to an end, it is necessary to codify parking and traffic flow restrictions within those developments. CE Romero also recommended formally adopting Stafford Place and Herrick Woods subdivision traffic control measures into City Code as well.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Davolos, to recommend the City Council pass an ordinance amending Section 5-3-6 and Section 5- 4-2 of the Warrenville City Code regarding no parking and stop sign restrictions for the Lexington, Everton, Stafford Place and Herrick Woods developments.

MOTION ADOPTED VIA VOICE VOTE

5. Consideration of a First Amendment to the License Agreement for 3S620 Mignin Dr. 

CE Romero stated that staff received a permit application for a proposed driveway expansion partially located in the unimproved right-of-way of Adam Albright Street. A portion of the existing driveway lies in the same unimproved right-of-way approved by means of a license agreement executed between the City and the former property owner, on August 22, 2003. The agreement currently renews annually.

CE Romero indicated that the proposed driveway addition will not conflict with or prevent access to any of the City’s existing utilities located in the unimproved right-of way. He added that, in the past, for some of the neighboring properties along Adam Albright Street, the City has approved accessory structures to be installed within the area. He added that staff does not foresee this section of Adam Albright being improved in the foreseeable future, and staff has no objection to the installation of the driveway addition and annual renewal of the license agreement.

ALDERMAN KRUCKENBERG MADE A MOTION, seconded by Ald. Davolos, to recommend the City Council approve the First Amendment to the License Agreement for 3S620 Mignin Drive.

MOTION ADOPTED VIA VOICE VOTE

6. Consideration of a contract for IT Managed Services

City Administrator (CA) White stated that, in September, staff issued a request for qualifications (RFQ) for professional information technology (IT) managed services. The designated work group consisting of several staff members and representatives of the City’s consulting group, Baecore, conducted four interviews, and unanimously selected Orbis Solutions, Inc. to be the City’s new IT managed services provider.

CA White noted the budgetary impacts to the City in addition to the IT managed services contract including, licenses and other software costs the City pays to the IT consultant for added security, monitoring, and on-site assistance. She further added that Orbis Solutions has recommended a more robust cybersecurity package than what the City currently uses, at an annual cost of approximately $20,000 more than the City’s current service.

There was further discussion regarding the benefits of a more current and robust cyber security monitoring system that also provides backup security for City records. CA White noted that there will be a two week overlap of the current and new service providers.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Kruckenberg, to recommend the City Council pass a resolution approving an IT Managed Services agreement with Orbis Solutions, Inc. for a three-year term at an annual rate of $115,260 for year one, $118,716 for year two, $122,280 for year three, and the option to automatically renew at $125, 952 for year four and $129,720 for year five.

MOTION ADOPTED VIA VOICE VOTE

7. Consideration of a contract for GIS Services

Public Works Director (PWD) Kuchler stated staff has worked with Baecore Consulting to issue an RFQ for a Geographic Information System (GIS) consulting firm. Staff interviewed three responding firms and recommends the City contract with Cultivate Geospatial Solutions, LLC for services through April 30, 2024. These services will be critical to prepare the City’s GIS for the EAM and ERP software implementations. He added that, although the City has a staff position responsible for GIS data and solutions, it is only part of the responsibilities of that position, and more time and expertise is needed to manage the City’s GIS services. He discussed the advantages of hiring a consultant to assist the City in implementing GIS services through the end of the fiscal year to better prepare and assist staff with the EAM and ERP transition. PWD Kuchler indicated staff would make future recommendations for GIS services on a year-to-year basis.

Ald. Davolos recognized the benefit of, and stated her appreciation for the City’s choice to work with Baecore Consulting to direct staff in the selection of many new integrated programs and services.

There was further discussion regarding the future needs of the City and additional costs needed to focus more on the GIS component. CA White reminded the Committee that the function and priority of the City Planner and GIS Technician staff position has only been to update and maintain the GIS system as time allows. She stated that, as the City moves toward EAM and ERP implementation, system foundation-building and integration become the main focus. As planned, the new systems will be more customer and resident focused, giving them the ability to interact with the City more readily via technology. In order for that functionality to be in place, the City needs to build the foundation of the GIS data system, and a consultant is best capable of helping the City identify the current state and build the foundation so that all systems will work more cohesively together.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Kruckenberg, to recommend the City Council pass a resolution approving a professional services agreement for GIS Management Services with Cultivate Geospatial Solutions, LLC.

MOTION ADOPTED VIA VOICE VOTE

8. Consideration of a contract for Strategic Planning Services

CA White indicated the FY 2024 Budget and work plans include the development of a new Strategic Plan for the City. In July, the City issued an RFQ and received proposals from three consultants, of which two were interviewed by the work group, which includes Aldermen Lockett and Weidner. The work group unanimously agreed to move forward into contract negotiations with Raftelis Financial Consultants, Inc. for the facilitation of the strategic planning process. CA White stated the budget impact for the service includes completing the new Strategic Plan, conducting focus groups within the community using results from the City’s earlier community survey, and incorporating an actionable implementation plan following adoption of the Strategic Plan.

Chairman Weidner added that he was very impressed by Raftelis’ presentation and feels they will conduct work that will be delivered on time and within the stated budget.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Wilkie, to recommend the City Council approve an agreement with Raftelis Financial Consultants, Inc. for strategic planning facilitation services.

MOTION ADOPTED VIA VOICE VOTE

9. Review and file Community Development Department FY 2024 Work Program update 

The Community Development Department’s FY 2024 Work Plan was presented for review. CEDD Emery commented on the major projects highlighted in the plan. There were no additional comments.

NO COMMITTEE ACTION WAS TAKEN NOR REQUESTED

10. Review and file the Bi-Monthly Code Enforcement Activity Summary Report (FYI) 

The Code Enforcement Activity Summary Report for the months of September through October 2023, was presented for review.

NO COMMITTEE ACTION WAS TAKEN NOR REQUESTED

G. MISCELLANEOUS 

H. CLOSED SESSION   

https://www.warrenville.il.us/AgendaCenter/ViewFile/Minutes/_11132023-1178