Dupage Policy Journal

City of Warrenville Public Safety and Finance Committee of the Whole met Jan. 22

Here are the minutes provided by the committee:

A. CALL TO ORDER

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

B. ROLL CALL

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

Absent: None

Also Present: City Treasurer Maury Goodman, City Administrator Cristina White, Assistant City Administrator Alma Morgan, Finance Director Kevin Dahlstrand, Police Chief Sam Bonilla, Public Works Director Phil Kuchler, Senior Accountant Faranaz Kavina, and Executive Assistant and Deputy City Clerk Dawn Grivetti

Also Absent: City Clerk Julie Clark

C. PLEDGE OF ALLEGIANCE

Chairman Aschauer led the Pledge of Allegiance.

D. PUBLIC COMMENTS

There were no comments from persons present.

E. OFFICIALS AND STAFF COMMENTS

Mayor Brummel reminded the public of the opportunity to assist the City with the 2024 Special Census by applying for open positions as Field Representatives with the U.S. Census Bureau.

Police Chief (PC) Bonilla recognized the Police Department staff for the success of the City’s 2023 National Night Out Against Crime event. He expressed his pride in participating in the event and acknowledged the City’s national recognition for the event.

F. BUSINESS OF MEETING

1. Consideration of Tourism and Arts Commission Grant recommendations for FY 2025 Senior Accountant (SA) Kavina introduced Tourism and Arts Commission (TAC) Chairperson Monica Johnson who presented the Commission’s recommendations for FY 2025 Hotel Tax Fund grant funding.

Chairperson Johnson stated the Commission received 16 grant applications for funding in FY 2025. She described each of the projects or events, and stated the Commission is recommending funding all the requests for a total of $146,900, which is just under the authorized maximum amount of $150,000 for FY 2025. Chairperson Johnson confirmed that no grant application category was awarded more than 50% of the hotel tax grant funding.

Chairperson Johnson and the volunteers of TAC were thanked for their efforts in recommending the variety of projects and events for Hotel Tax funding. The public was reminded that there is a vacancy on the Commission and volunteers are welcome to apply.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Wilkie, to recommend the City Council accept the Tourism and Arts Commission recommendations and award $146,900 in Hotel Tax grant funding to various applicants for FY 2025, per the Tourism and Arts Commission memo dated January 12, 2024, and direct staff to include this funding in the FY 2025 Budget.

MOTION CARRIED VIA VOICE VOTE

2. Consideration of Historical Society request for Director/Curator funding for FY 2025 Finance Director (FD) Dahlstrand stated that since FY 2010, the City Council has approved the Warrenville Historical Society’s requests for Hotel Tax funding to cover the cost of a part-time Museum Director and Curator. Historical Society President Melissa Simmons is once again requesting $20,000 in funding for this cost share in FY 2025.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Wilkie, to recommend the City Council approve the Warrenville Historical Society’s grant request in the amount of $20,000 from the Hotel Tax Fund to cover the cost of their part-time Museum Director/Curator, and direct staff to include this funding in the FY 2025 Budget.

MOTION CARRIED VIA VOICE VOTE

3. Consideration of Council sponsorship of 2024 post prom event (DG)

Executive Assistant and Deputy Clerk (EA/DC) Grivetti introduced a request for City Council sponsorship of the 2024 Wheaton Warrenville South and Wheaton North High School’s post prom events. Tara Schreiner of Operation Safe Celebration was present to answer any questions. There were no questions from members of the Committee.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Wilkie, to recommend the City Council approve a $500 sponsorship of the 2024 Operation Safe Celebration.

MOTION CARRIED VIA VOICE VOTE

4. Consideration of Change Order for Storm Sewer Pipelining Contract

Public Works Director (PWD) Kuchler stated that in November 2023, City Council awarded a storm sewer lining contract to Hoerr Construction. Following Hoerr’s preparatory work, adjustments to the lengths of liner needed increased the cost of the project. He added that an additional discovery of a buried manhole also increased the cost of the project requiring a potential change order.

PWD Kuchler stated that staff also discussed next year’s storm sewer lining project with Hoerr, who indicated that a cost savings could be realized if the future project was added to the current contract. PWD Kuchler recommended a change order to the current contract that includes the adjustments to the current project as well as the storm sewer pipelining project intended for next year for a total amount of $139,395. PWD Kuchler indicated that, by combining the projects into one existing contract, the City will not only save $10,000, but also save staff time required to prepare a separate contract document, go out to bid, and coordinate with a contractor during construction.

Ald. Lockett asked if Hoerr’s proposed unit prices for the extended project are consistent with those of the current project. PWD Kuchler replied that the change order request for adjustments to the current project are consistent with the contract, however, the rates for the additional project are detailed in the proposal provided by Hoerr Construction and will require the City to waive competitive bidding.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Wilkie, to recommend the City Council pass a resolution waiving competitive bidding and approving Change Order 1 to the 2023 Storm Sewer Lining contract with Hoerr Construction.

MOTION CARRIED VIA VOICE VOTE

5. Consideration of the Acceptance of the Canvass of Votes by the City

City Administrator (CA) White stated that the City Attorney reviewed the Public Safety and Finance Committee’s recommendation regarding the acceptance of the canvass of votes submitted to the City following each consolidated general election and determined that municipal certification or approval of election results is not required and is rarely done by other municipalities. She noted that the Illinois Municipal Code does not contemplate municipal certification as a precondition to commencement of new terms of municipal officers.

CA White stated that, based on State statute, new terms of elected officials commence when municipalities receive official election results from the county clerk, and therefore, certifying, ratifying, accepting, or otherwise approving the election results received from the County would have no real legal effect or significance. She added that the City’s current process is that the City Clerk’s office receives and files the canvass of votes from the County Clerk’s Office, and so, there is no need for the City Council to take action or even receive and file the canvass of votes as an item on an agenda.

Treasurer Goodman clarified that the issue with the canvass of votes relates to the number of signatures required for a future candidate to run for office, and that if there are errors in the canvass of votes it may cause confusion for future candidates. He requested the item be tabled pending continued discussions with the City Attorney and the City Clerk.

There was discussion regarding the possibility of including the canvass of votes on a Council agenda for review and filing similar to the way minutes of advisory commission meetings are reviewed and filed.

Mayor Brummel recommended the Committee move forward with the recommendation to maintain the current practice of receiving and filing the document with the Clerk’s office so the City Treasurer has time to discuss his issue with the City Attorney. Treasurer Goodman requested the item be tabled for further discussion.

CA White agreed with the recommendation to table the item until the next Public Safety and Finance Committee of the Whole meeting on March 25, 2024.

ALD. WEIDNER MADE A MOTION seconded by Ald. Davolos, to table the acceptance of the canvass of votes by the City until the next Public Safety and Finance Committee meeting.

MOTION CARRIED VIA VOICE VOTE

6. Discussion of FY 2025 Preliminary Citywide Work Plan

Assistant City Administrator (ACA) Morgan presented the FY 2025 Citywide Work Plan for review. She indicated the order in which the items appear in each tier of the plan is not indicative of their hierarchy, and that the items and their classification may change as the City progresses through the budget process.

CA White added that the Citywide Work Plan will be presented at every Committee of the Whole meeting up through the Budget Planning Workshop in March for continued review and feedback.

7. Informational updates on Administration, Finance, and Police Department FY 2024 Work Plans and Decision Packages

Updates were provided for the various departmental work plans and decision packages for FY 2024.

Ald. Davolos commended the Police Department for their initiatives in training for school safety. She thanked the Police Department staff for their courage and leadership.

NO COMMITTEE ACTION WAS TAKEN NOR REQUESTED

G. MISCELLANEOUS

There were no miscellaneous items discussed.

H. CLOSED SESSION

There was not a need for a closed session.

I. ADJOURN

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Augustynowicz, to adjourn.

MOTION ADOPTED VIA VOICE VOTE

The meeting adjourned at 7:41 p.m.

https://www.warrenville.il.us/AgendaCenter/ViewFile/Minutes/_01222024-1352