Dupage Policy Journal

City of Warrenville Public Works and Infrastructure Committee of the Whole met Aug. 12

Here are the minutes provided by the committee:

A. CALL TO ORDER

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

B. ROLL CALL

Physically Present: Chairman Clare Barry, Mayor David Brummel, and Aldermen: Stuart Aschauer, J.P. Augustynowicz, Kathy Davolos, Craig Kruckenberg, John Lockett, and Judy Wilkie

Absent: Alderman Bill Weidner

Also Present: Assistant City Administrator Alma Morgan, Finance Director Dahlstrand, Public Works Director Phil Kuchler, Asset Management Analyst Kassandra Hernandez-Galvan, 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 Administrator Cristina White, Utility Maintenance Superintendent Zach Jardine, City Treasurer Maury Goodman, and City Clerk Julie Clark

C. PLEDGE OF ALLEGIANCE

Chairman Barry led the Pledge of Allegiance.

D. CITIZENS COMMENTS

There were no comments from the public at this time.

E. OFFICIALS AND STAFF COMMENTS

Mayor Brummel thanked all those involved in organizing, hosting, and participating in National Night Out. It was a great success.

Assistant City Administrator Morgan indicated the large monitor in the chambers was not available for tonight’s meeting due to technical difficulties. However, the meeting video is still available for home viewing.

Executive Assistant and Deputy City Clerk Grivetti reminded those interested in running for local office that candidate packets for the April 1, 2025 Consolidated Election will be available for pickup at the Finance Counter on August 20. More information will be available on the City website as well.

F. BUSINESS OF MEETING

1. Discussion FY 2025 Water and Sewer Rates Error

Finance Director (FD) Dahlstrand stated an error was made in the implementation of water and sewer rates following the approval of rate increases that were made effective May 1, 2024. He indicated that the new water and sewer rates were not updated in the billing system for the June and July billing cycles. Given the recent changes to the billing process including monthly billing and modified payment schedules for customers, he is recommending the City Council agree to not pursue retroactive collection of the lost revenue. The new rates have been put into effect, and the City has billed the new rates in the August billing cycle.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Wilkie, to recommend the City Council approve the waiver of all water and sewer revenue not billed at the proper May 1, 2024 effective rates during the issuance of the June and July, 2024 water and sewer utility bills, and that the recipients of water and sewer bills not be billed retroactively for the incorrectly billed charges from June and July 2024.

MOTION CARRIED VIA VOICE VOTE

2. Consideration of Water Valve Assessment Program Contract

Public Works Director (PWD) Kuchler stated that a decision package for a four-year water valve assessment program was approved as part of the FY 2025 Budget at a total estimated cost of $200,000. The purpose of the program is to allow a vendor to open and close each water valve in the City’s system to discover any defects with the valves as well as any discrepancies in mapping and data. This year’s assessment will evaluate approximately one quarter of the water valves in the City, focusing on areas primarily west of Route 59.

PWD Kuchler stated this assessment has not been done in the past, and the City’s water system is now due for such an inspection. He added that staff will utilize the results of the assessment in determining needed valve repairs and replacements. If the scope of work is outside staff’s capacity, additional services could be requested by an outside vendor.

Ald. Lockett asked for more information regarding the use and purpose of the valves. PWD Kuchler provided a description of the valves and their function within the water system and what indications might lead to an eventual repair or replacement of a valve. He added that the valves minimize the impact of service interruptions during watermain breaks as well.

There was discussion regarding the impact repairs might have on the current and future fiscal year budgets, and the frequency of performing the water valve assessment following the initial assessment. PWD Kuchler stated his confidence in the City’s GIS data to locate all existing valves, which might have an effect on the cost of this year’s program, and he indicated the program should be on-going every four years to maintain peak performance of the system.

There was further discussion regarding how service areas were determined for each year of the assessment program.

ALDERMAN DAVOLOS MADE A MOTION, seconded by Ald. Kruckenberg to recommend the City Council pass a resolution approving an agreement with M.E. Simpson for the water distribution system valve assessment program.

MOTION CARRIED VIA VOICE VOTE

3. Consideration of Cerny Park Design Contract Amendment

PWD Kuchler stated that Hitchcock Design Group’s (HDG) design contract for the Cerny Park improvements does not include completing required quarterly and final reports for the Open Space Lands Acquisition and Development (OSLAD) grant funding for the project. He stated the task was inadvertently left out of the contract.

Staff requested HDG provide an amendment to the contract for the performance of quarterly and final reports for compliance with the grant at an estimated cost of $3,000.

ALDERMAN KRUCKENBERG MADE A MOTION, seconded by Ald. Davolos, to recommend the City Council pass a resolution approving a first amendment to the professional services agreement with Hitchcock Design Group for Cerny Park Improvements Final Design.

MOTION CARRIED VIA VOICE VOTE

4. FY 2024 Sustainability Highlights

Asset Management Analyst (AMA) Hernandez-Galvan stated the Sustainability Highlights report documents projects and initiatives the City has accomplished, that are ongoing, and considered for future endeavors. FY 2024 sustainability efforts include: the installation of high efficiency garage doors at the Public Works building; the planting of 122 trees along Continental Drive; environmental remediation at OTRS #2; recycling of 830 pounds of used batteries; electronic and paper recycling events hosted by the Police Department; and recycling of 828 pounds of prescription medications.

Ald. Davolos thanked staff for compiling the report and discussed the value of the report in conveying to other agencies the environmental sustainability work being done by the City. AMA Hernandez-Galvan confirmed that the report will be available on the City website for review.

NO COMMITTEE ACTION WAS TAKEN NOR REQUESTED

5. Consideration of IGA Between the City and PACE

AMA Hernandez-Galvan stated that earlier this year, the Suburban Bus Division of the Regional Transportation Authority (PACE), amended and restated their intergovernmental agreements (IGA) with all DuPage County sponsors for paratransit services to residents of participating communities. Due to a lengthy legal review, the IGA could not be presented until now. She identified updates to the agreement, including a monthly increase in service fees, which is a result of an increased number of local participants. She also stated that, due to the transition of PACE’s Uber Ride Service pilot program to the Ride Share Access program, an additional IGA will be presented at a later date.

Ald. Lockett commented on the value of the program to an increasing number of community residents.

ALDERMAN LOCKETT MADE A MOTION, seconded by Ald. Wilkie, to recommend the City Council pass a resolution approving an amended and restated intergovernmental agreement between the City Warrenville and the Suburban Bus Division of the Regional Transportation Authority (PACE) for the provision of paratransit services.

MOTION CARRIED VIA VOICE VOTE

6. Consideration of IGA with Park District for Parking Lot Resurfacing

Capital Maintenance Superintendent (CMS) Clark stated that during a conversation with Warrenville Park District staff about the resurfacing of the Recreation Center parking lot, both parties determined the most efficient course of action would be to include the project in the City’s 2024 Road Program bid request. He added that the proposed prices were found to be acceptable by the Park District, and an IGA was prepared by the City Attorney for the performance and compensation of the work through the City contract.

CMS Clark stated the request is similar to the City’s IGA with the Fire Protection District to include work on their property in the City’s Batavia Road Resurfacing project earlier this year.

Mayor Brummel commented on the effectiveness of taxing districts working together to support each other.

ALDERMAN KRUCKENBERG MADE A MOTION, seconded by Ald. Davolos, to recommend the City Council pass a resolution approving an intergovernmental  agreement between the City of Warrenville and the Warrenville Park District for improvements to Warrenville Park District property as part of the 2024 Road Program.

MOTION CARRIED VIA VOICE VOTE

7. Consideration of Enterprise Fleet Lease contracts

PWD Kuchler stated that, based on a staff recommendation, City Council directed staff and the City Attorney to negotiate a contract with Enterprise Fleet Management to lease part of the City’s fleet. He noted that several negotiated agreements and amendments were drafted to provide the structure for the lease program. He indicated that agreements with lease terms for individual vehicle leases will be added to future City Council consent agendas, as vehicles are replaced. Staff will evaluate the efficiency and cost effectiveness of the program and report back to the City Council annually.

PWD Kuchler stated that vehicle maintenance is provided through negotiated rates with Enterprise. Aid. Lockett asked if gap-type insurance is included in the contract. PWD Kuchler will provide more information on the topic at the next City Council meeting prior to consideration.

ALDERMAN LOCKETT MADE A MOTION, seconded by Aid. Wilkie, to recommend the City Council pass a resoh..1tion approving agreements for the Enterprise Fleet Management Program, including fleet management services and the lease and maintenance of fleet vehicles.

MOTION CARRIED VIA VOICE VOTE

8. Review of Public Works FY 2025 Work Program and Decision Package Status Report

The Public Works Department FY 2025 Work Program and Decision Package status report was presented for review. There were no comments regarding the report.

NO COMMITTEE ACTION WAS TAKEN NOR REQUESTED

G. MISCELLANEOUS

There were no miscellaneous items discussed.

H. ADJOURN

ALDERMAN KRUCKENBERG MADE A MOTION, seconded by Aid. Augustynowicz to adjourn.

MOTION ADOPTED VIA VOICE VOTE

The meeting adjourned at 7:27 p.m. 

https://www.warrenville.il.us/AgendaCenter/ViewFile/Minutes/_08122024-1409