City of Warrenville Public Works and Infrastructure Committee of the Whole met Dec. 11.
Here are the minutes provided by the committee:
A. CALL TO ORDER
Vice Chairman Davalos called the meeting to order.
B. ROLL CALL
Physically Present: Vice Chairman Kathy Davolos, Mayor David Brummel, and Aldermen: Stuart Aschauer, J.P. Augustynowicz, Craig Kruckenberg, John Lockett, and Judy Wilkie
Absent: Aldermen Clare Barry (excused) and Bill Weidner (excused)
Also Present: City Administrator Cristina White, Assistant City Administrator Alma Morgan Public Works Director Phil Kuchler, Capital Maintenance Superintendent Jamie Clark, Street Division Crew Leader Jeff Simmons, Utility Division Crew Leader Joe McFadden, and Executive Assistant and Deputy City Clerk Dawn Grivetti
Also Absent: City Treasurer Maury Goodman and City Clerk Julie Clark
C. PLEDGE OF ALLEGIANCE
Vice Chairman Davolos led the Pledge of Allegiance.
D. CITIZENS COMMENTS
Donna Svehla, 28W547 Main Street, commented on code enforcement regulations related to residential construction and garbage container setbacks.
E. OFFICIALS AND STAFF COMMENTS
Mayor Brummel announced that the two absent aldermen are excused.
Ald. Wilkie congratulated the Warrenville Park District for their successful holiday events. Vice Chairman Davolos thanked Public Works staff for the City holiday decorations.
F. BUSINESS OF MEETING
1. Consideration of Granicus Software Contracts
Public Works Director (PWD) Kuchler stated that, during the assessment and selection process for citizen engagement software solutions, staff and the consultant ultimately selected Granicus software as the preferred service provider. He added that the Granicus implementation includes a new City website, a Citizen Engagement portal, and FOIA management software. He noted that the software integrations require two separate resolutions, and the resolution approving the website services includes waiving competitive bidding, due to the City only considering one vendor for the website. Replacement of the current website is necessary to improve integration efficiencies across all pieces of new software.
PWD Kuchler also discussed the detailed summary of the costs associated with all of the software implementations listed. PWD Kuchler stated he is confident the software solutions selected are the right fit for the City.
ALDERMAN KRUCKENBERG MADE A MOTION, seconded by Ald. Lockett, to recommend the City Council pass resolutions approving agreements with Granicus, LLC for website hosting and support services, and GovQA Freedom of Information Act management software.
MOTION CARRIED VIA VOICE VOTE
2. Consideration of Baecore Contract Amendment for Granicus Implementation PWD Kuchler stated that, with the Granicus implementation and integrations with the VUEWorks enterprise asset management (EAM) and BS&A enterprise resource planning (ERP) software solutions, it is necessary to propose a third amendment to Baecore Group’s contract with the City for a total cost of $65,000.
There was further discussion of the five-year summary of costs presented earlier. PWD Kuchler stated that the summary represents all of the consulting, implementation, project management, and software costs for the EAM and ERP improvements over the next five years.
ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Kruckenberg, to recommend the City Council pass a resolution approving Addendum No. 3 to the professional services agreement with Baecore Group, Inc. for software selection consulting services.
MOTION CARRIED VIA VOICE VOTE
3. Consideration of CGS Contract Amendments for Granicus Integrations PWD Kuchler reported that the new Granicus software solution requires integrations with both the VUEWorks EAM and BS&A ERP software solutions. Earlier this fall, the City contracted with Cultivate Geospatial Solutions, LLC (CGS) to provide Geographic Information Systems (GIS) management services, and Baecore has recommended CGS assist with the integrations of the new components as well. PWD Kuchler stated that an amendment to the CGS contract is necessary to complete the integrations.
ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Kruckenberg, to recommend the City Council pass a resolution approving Addendum No. 1 and Addendum No. 2 to the professional services agreement with Cultivate Geospatial Solutions, LLC for Geographic Information Systems (GIS) management services.
MOTION CARRIED VIA VOICE VOTE
4. Consideration of an Amendment to City Code Granting the City Administrator Authority to Dispose of Surplus Property Valued Under $500
City Administrator (CA) White stated that periodically staff brings forward requests to dispose of surplus City property that are no longer of use and are not suitable for auction or donation. She noted that the current process requires these items be catalogued and brought to a Committee of the Whole for a recommendation to City Council to pass an ordinance to dispose of such property. Staff is recommending granting authority to the City Administrator to approve disposal of such surplus items with a value up to $500. She added that this change in process will reduce unnecessary staff and attorney time preparing agenda items and ordinances for disposal of City owned property with minimal value.
Mayor Brummel asked for clarification if the request is for authority to dispose of a group of items valued under $500 in the aggregate or one item valued under $500. CA White replied that it could be either, adding that it could be individual items valuing up to $500 each, or multiple items in the aggregate of $500 in value.
ALDERMAN KRUCKENBERG MADE A MOTION, seconded by Ald. Wilkie, to recommend the City Council pass an ordinance approving an amendment to the City Code granting the City Administrator authority to dispose of surplus property valued up to $500.
MOTION CARRIED VIA VOICE VOTE
5. Consideration of Engineering Contract for Well No. 13 Water Treatment Facility PWD Kuchler stated that the site improvements and drilling of Well No. 13 at the southwest corner of Estes Street and Barkley Avenue are complete. The City has the information necessary to proceed with the engineering design and development of bid documents for the water treatment facility associated with Well No. 13. PWD Kuchler added that Engineering Enterprises, Inc. (EEI) has provided good design and construction services on other related projects, and staff is recommending approval of a contract with EEI to design the water treatment facility at a cost consistent with planned expenses for the project. He noted that the project will include the design of the building as well as the water treatment infrastructure consistent with what was presented during the zoning process.
ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Kruckenberg, to recommend the City Council pass a resolution approving a professional services agreement with Engineering Enterprises, Inc. for design engineering services for the Well No. 13 water treatment facility.
MOTION CARRIED VIA VOICE VOTE
6. Consideration of Thomas Engineering Contract Amendment for Square Courts Resurfacing Project
PWD Kuchler stated that earlier this year, the City contracted with Thomas Engineering Group, LLC (TEG) for construction engineering services on the Summerlakes Square Courts Resurfacing Project. He added that the City had a Community Development Block Grant (CDBG) for this project that was administered by DuPage County. Due to staffing issues at the County, TEG spent more time coordinating the completion of contract documents and paperwork than was planned. TEG has proposed Amendment No. 1 to their contract to cover extra expenses incurred in the completion of the project. PWD Kuchler stated staff recommends approval of the amendment as the project was completed on time, and grant funding was not lost.
ALDERMAN LOCKETT MADE A MOTION, seconded by Aid. Kruckenberg, to recommend the City Council pass a resolution approving Addendum No. I to the professional services agreement with Thomas Engineering Group, LLC for construction engineering services relating to the Summerlakes Resurfacing Project.
MOTION CARRIED VIA VOICE VOTE
7. Review and file Public Works Department FY 2024 Work Program and Decision Package Status Report
There were no comments concerning the status report.
NO COMMITTEE ACTION WAS TAKEN NOR REQUESTED
G. MISCELLANEOUS
There were no miscellaneous items discussed.
H. ADJOURN
ALDERMAN LOCKETT MADE A MOTION, seconded by Aid. Wilkie, to adjourn. MOTION ADOPTED VIA VOICE VOTE
The meeting adjourned at 7:27 p.m.
https://www.warrenville.il.us/AgendaCenter/ViewFile/Minutes/_12112023-1316
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