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

City of Warrenville, IL | City of Warrenville, IL Website

By Angelica Saylo Pilo

Aug 18, 2024

City of Warrenville Public Safety and Finance Committee of the Whole met July 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 Administrator Cristina White, Assistant City Administrator Alma Morgan, Finance Director Kevin Dahlstrand, Police Chief Sam Bonilla, City Treasurer Maury Goodman 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

Harlan Davis, 30W020 Lakeview Drive, commented on the short time customers are given to pay monthly water bills. He requested the payment cycle be extended so the due date is one month from the billing date.

Amanda Augustynowicz, 30W021 Sunset Court, stated her concern regarding the timing of water service late fee assessments and shut offs and the posting of “no occupancy” notices placed on delinquent residences.

E. OFFICIALS AND STAFF COMMENTS

Mayor Brummel recognized Ald. Davolos’ birthday.

F. BUSINESS OF MEETING

1. Consideration of Audit Services Proposal (Renewal) from Lauterbach and Amen Finance Director (FD) Dahlstrand stated that with the conclusion of the City’s audit engagement agreement with Lauterbach and Amen, staff collaborated with the Villages of Berkeley, Burr Ridge, Willowbrook, Western Springs, and the City of Oak Brook Terrace in the issuance of a joint request for proposals (RFP) for audit services.

The RFP process concluded on June 12 with the submission of four proposals. FD Dahlstrand stated, based on evaluations of the RFP submissions, staff is recommending the City Council consider awarding Lauterbach and Amen with a proposed five-year engagement beginning with Fiscal Year 2025 and concluding with Fiscal Year 2029.

Ald. Weidner asked if staff has been satisfied with the firm’s service, and if an engagement of less than five years was considered. FD Dahlstrand stated that staff is more than satisfied with the service the City has received from Lauterbach and Amen and with the cost of services provided. Additionally, he stated the GFOA has suggested a five-year engagement is a best practice.

Treasurer Goodman recognized that two of the submitting firms’ costs were much higher than Lauterbach and Amen, and asked if they offered additional services in their proposals. FD Dahlstrand confirmed that all the proposals offered comparable services.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Wilkie, to recommend the City Council approve an agreement with Lauterbach & Amen, LLC, to provide audit services for five fiscal years, beginning with FY 2025 and concluding with the FY 2029 audit.

MOTION CARRIED VIA VOICE VOTE

2. Informational Update on Monthly Water and Sewer Utility Billing

FD Dahlstrand provided an update on the status of the recent conversion from bimonthly billing to monthly billing for the issuance of water and sewer utility bills, which went in effect May 1, after many years of bi-monthly billing. He also reported on the staff procedure for issuing late penalties and shut offs.

FD Dahlstrand reported on issues with mail service delivery and bill-paying agencies that did not adjust payment dates based on the new billing schedule. Due to these and other individual issues, late penalties were refunded for approximately 200 accounts totaling $4,800 over the two-month transition period.

FD Dahlstrand indicated that transitioning from bi-monthly to monthly utility billing was a recommendation of ERP consultants as a best practice procedure. It also provides customers with consistent billing similar to other utilities and allows for the recognition of any water leaks in a timely manner.

FD Dahlstrand reported staff is analyzing payment due dates and service shut-off dates for any potential adjustments necessary to accommodate mail delivery and other issues encountered in the process, adding that staff is considering lengthening the time customers have to pay bills. He further stated that staff is working on speeding up the process of turning meter reads into bills to facilitate the timing of bill payments.

He noted that 20% of accounts use automatic debit for payment and more customers are signing up for the service every day.

In response to earlier questions and concerns by residents, FD Dahlstrand reported that the tagging of property as uninhabitable is a long time City practice and is a requirement of the City Code and international Plumbing Code, which indicates, when water is turned off at a property, it is considered uninhabitable. He noted that, in theory, the City could tag the property as soon as the water is turned off, however, that is generally not the case, and that there are usually a number of days before the tagging occurs.

Ald. Weidner asked if the City has communicated some of the stated challenges with the public. FD Dahlstrand replied that staff has been responsive to all calls, as well as proactive with announcements in utility bills, in the newsletter and on social media.

Ald. Augustynowicz asked how quickly the City shuts water service off following notice of a past bill. FD Dahlstrand reiterated the process and timing for billing and noticing of late payments, adding that staff is still assessing the timing schedule. However, it is usually 21 days before staff considers turning off a service for late payment.

He added that any customer experiencing a hardship or who is otherwise unable to pay a bill in full, has the ability to talk to the Utility Billing Clerk and make arrangements for a temporary payment plan. FD Dahlstrand stated that staff’s goal is not to turn water service off, but to collect monies owed to the City. Staff may not be able to assist all customers the same way but will make the same effort to assist customers with temporary payment plans.