Dupage Policy Journal

City of Warrenville Community Development Committee of the Whole met May 13

Here are the minutes 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, Senior Civil Engineer Kristine Hocking, City Treasurer  

Maury Goodman, and Executive Assistant and Deputy City Clerk Dawn Grivetti 

Also Absent: City Clerk Julie Clark, Assistant City Administrator Alma Morgan and Community and Economic Development Director Amy Emery 

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 

Mayor Brummel reminded residents to participate in the City’s special census. 

F. BUSINESS OF MEETING 

1. Consideration of IGA with DuPage County for Transfer of Certain Rights-of-Way Public Works Director (PWD) Kuchler stated that when Cantera was developed, there were a few items that were overlooked by DuPage County, most notably, portions of Warrenville and River Roads that remain under County jurisdiction. Over the years, there have been attempts to effectuate the jurisdictional transfer of certain portions of these rights-of-way, but no final agreement was made. 

PWD Kuchler also noted that when the County constructed the path on top of the flood protection berm along the east side of River Road, the City was obligated to reimburse the  County for its design and construction. This reimbursement has been pending final decision  on the jurisdictional transfer issue.

In the current negotiations for transfer, City staff indicated that the City would be inclined  to accept the transfer of certain rights-of-way but did not want to take on ownership of the  Warrenville Road bridge. In exchange for the cost of taking on added roadway, City staff requested funding for improvements to River Road, and the resurfacing of County-owned  paths along County roads in Cantera. 

PWD Kuchler concluded that City and County staff negotiated an intergovernmental agreement for the jurisdictional transfer of River Road and part of Warrenville Road (not  including the bridge) to the City, a County payment of $1,030,000 to the City for future  City improvements to River Road, and a County commitment to resurface its paths in Cantera. In the agreement, the County waives the City reimbursement for the path on the  flood protection berm. There was also discussion regarding the potential conveyance of a parcel of land south of Bower Elementary School north of Ferry Road to the City. PWD Kuchler stated that the City must conduct due diligence prior to accepting the property. 

There was discussion regarding the County payment to the City, which represents the  future cost of curb and gutter improvements along River Road. PWD Kuchler indicated the improvements will be proposed sooner rather than later. 

Ald. Aschauer discerned that resurfacing of the pathways is a County responsibility and  not an added benefit to the City; and that the City could either pay the path construction reimbursement fee of $72,000 and forgo River Road improvements, or pay $54,000 annually in perpetuity for assumption of the roadways and the cost of River Road improvements. He asked PWD Kuchler to clarify how the City would benefit from the agreement. PWD Kuchler replied that the City has received 30 years of free maintenance to the roads that clearly should have been the City’s responsibility; and although the paths are owned by the County, the County accepting responsibility and agreeing to future maintenance is a benefit to the City. 

There was additional discussion regarding when the County would complete the pathway  resurfacing. PWD Kuchler replied that the agreement indicates the timeline for pathway resurfacing allowing for time to secure additional easements if necessary. 

Mayor Brummel expressed his support for the intergovernmental agreement. 

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Barry, to recommend the City Council pass a resolution approving an Intergovernmental Agreement between  DuPage County and the City of Warrenville for: 1) transfer of jurisdiction of River Road, and part of Warrenville Road except for the Warrenville Road bridge DuPage County to  the City of Warrenville; 2) assumption of routine maintenance on Warrenville Road bridge; and 3) clarifying the ownership and maintenance responsibilities over certain multi-use  paths in Cantera. 

MOTION ADOPTED VIA VOICE VOTE

2. Consideration of a Change Order for the OTRS #2 (Former Citgo) Project Senior Civil Engineer (SCE) Hocking stated that during construction of the Old Town  Redevelopment Site (OTRS) #2 Phase 1 and Utility Improvement project, it was identified, among other quantity differences, that the quantity for special waste removal was lower than anticipated, and some utility related items were missing from the bid documents prompting the need for a change order. She noted that while the project is not complete, staff wanted to bring these items to City Council for approval as the changes represent an increase in construction cost of about 25%. Many, if not all the items, were utility related and a result of the complex nature of the remediation project as well as the existing conditions of the site and adjacent streets. 

SCE Hocking stated that the total change order of $247,300 represents actual verified  quantities. Because the work involved occurred in FY 2024, staff has determined a budget amendment to the TIF #3 Fund is necessary to accommodate the change order. She  indicated, however, that it is anticipated the project costs will balance out between FY’s 2024 and 2025. 

There was discussion regarding the balancing of the TIF #3 Fund and the inter-fund loan  from the General Fund, and the final vision for the site. SCE Hocking confirmed the interfund loan process and provided a description of what the site will look like when remediation is complete in preparation for future development. 

Mayor Brummel reminded the Committee that the City’s project includes improvements to Voegtle’s property as well.  

ALDERMAN KRUCKENBERG MADE A MOTION, seconded by Ald. Davolos, to recommend the City Council pass a resolution approving Change Order #1 to the 2024 OTRS #2 Phase 1 & Utility Improvements with Martam Construction and direct staff to  prepare a budget amendment for the TIF#3 Fund. 

MOTION ADOPTED VIA VOICE VOTE 

3. Consideration for Use of Rebuild Illinois Funds for Mack Road Bridge and Trail Project PWD Kuchler indicated that the State of Illinois provided $865,977.72 to the City of  Warrenville from its Rebuild Illinois Bond funds for use on a bondable construction project. The City has allocated that funding to partially fund its share of the Mack Road  bridge and trail project. He indicated that the State requires the funds to be accounted for  in the City’s Motor Fuel Tax Fund and requires the approval of an Illinois Department of Transportation (IDOT) resolution for use of the funds. Once the resolution is approved by IDOT, staff will submit additional paperwork to IDOT to authorize the expenditure of the funds. 

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Davolos, to recommend the City Council pass a resolution for Improvement Under the Illinois Highway Code to use Rebuild Illinois Bond funds for the Mack Road project. 

MOTION ADOPTED VIA VOICE VOTE

4. Consideration of a Change Order for Mack Road Bridge and Path Final Engineering SCE Hocking stated that in 2022, City Council approved a contract with Engineering  Resources Associates (ERA) for the Mack Road Bridge and Path final engineering in a  total amount of $391,600. STP funding provides up to 80 percent of the total cost, and the City is responsible for the remaining 20 percent. She noted that the preliminary engineering  design was approved with the presumption that compensatory storage provided downstream of the bridge would satisfy the permitting requirements of DuPage County and IDNR-OWR. However, during final engineering, it was determined that the compensatory storage would not satisfy the permit requirements.  

SCE Hocking stated that several design alternatives were analyzed, and it was determined  that a narrower bridge width would be acceptable. Roadway and structural plans, barrier design, sight distance analysis, re-evaluation of the environmental documents, PDR addendum and design variance check sheets were all required due to this design change. 

The additional work resulted in the amount of $188,862, which will be funded 80% by Federal and 20% by City funds. She noted that the revisions are related to the bridge only. 

Treasurer Goodman asked about the 80% and 20% division of funding. SCE Hocking explained the breakdown of expenses included in each part of the project noting the difference between in funding for bridge related expenses verses path related expenses. 

Ald. Lockett clarified that the project changes have been approved by IDOT, and SCE  Hocking concurred. 

ALDERMAN BARRY MADE A MOTION, seconded by Ald. Kruckenberg, to recommend the City Council pass a resolution approving the Local Public Agency  Engineering Services Agreement Change Order #1 in the amount of $188,862 with Engineering Resource Associates for Final Engineering services. 

MOTION ADOPTED VIA VOICE VOTE 

5. Consideration of an Amended IDOT Local Agency Agreement 

SCE Hocking stated that Change Order #1 described in the previous agenda item for the  Mack Road Bridge and Path final engineering requires an amended Local Agency Agreement (LAA) with IDOT outlining the costs for amendment and the split between federal and local costs. She added that IDOT has reviewed the agreement. 

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Aschauer, to  recommend the City Council pass a resolution approving the amended Local Agency Agreement for federal participation for the Mack Road Path and Bridge Replacement Project, which involves the total cost sharing of $400,370 in federal funds and $180,092  in local funds for the total project. 

MOTION ADOPTED VIA VOICE VOTE

6. Consideration ofIGA with Fire District to Include Work in Citv Batavia Road Contract PWD Kuchler stated that the Warrenville Fire Protection District requested the City include the replacement of part of its driveway apron in the Batavia Road Resurfacing Project. Those quantities are included in the contract that was recently awarded to Geneva Construction forthe project. Incorporating the work in the City's project will save the Fire District money versus the District hiring a contractor to mobilize for its work only. PWD Kuchler added that staff worked with the City Attorney and the Fire District to develop an intergovernmental agreement for the Fire District Board of Trustees to consider at an upcoming meeting. In the agreement, the Fire District is committing to pay the City for the actual work being performed on their behalf.  

Mayor Brummel recognized and praised the cooperation between the two taxing bodies.  

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Kruckenberg, to recommend the City Council pass a resolution approving an intergovernmental agreement  with Warrenville Fire Protection District for driveway apron replacement as part of the Batavia Road Resurfacing Project.  

MOTION ADOPTED VIA VOICE VOTE  

7. Review and File Bi-monthlv Code Enforcement Activity Report  

The Code Enforcement Activity Summary Report for the months of March and April 2024 was presented for review. There were no comments.  

NO COMMITTEE ACTION WAS TAKEN NOR REQUESTED  

8. Review and File FY 2025 Community Development Work Plan Program The Community Development Department's FY 2025 Work Plan was presented for review. There were no comments.  

NO COMMITTEE ACTION WAS TAKEN NOR REQUESTED  

G. MISCELLANEOUS  

H. CLOSED SESSION  

I. ADJOURN  

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Barry, to adjourn. MOTION ADOPTED VIA VOICE VOTE

The meeting adjourned at 7:45 p.m. 

https://www.warrenville.il.us/AgendaCenter/ViewFile/Minutes/_05132024-1383