City of Geneva Committee of the Whole met April 17.
Here are the minutes provided by the vommittee:
Elected Officials Present: Mayor Burns, Ald. Burghart, Ald. Hruby, Ald. Kaven, Ald. Kilburg, Ald. Kosirog, Ald. Maladra, Ald. Marks, Ald. Mayer, Ald. Swanson, Clerk Kellick.
Elected Officials Attending by Teleconference: None.
Elected Officials Absent: Ald. Bruno.
Others Present: City Admin. Dawkins, Asst. City Admin. McCready, City Attny. Sandack, Supt. Van Gyseghem, Dir. Babica, H.R. Gen. Johnson.
Others attending by video or teleconference: None.
Call to Order
Council member Tara Burghart, serving as chair, called the meeting to order at 7:36 PM noting all council members except for Ald. Bruno were present.
Recommend Suspending the Rules to Permit Council Member Burghart to Chair this Meeting and to Vote on All Action Items on this Agenda. Moved by Ald. Mayer, seconded by Ald. Swanson.
Voice Vote: 8‐0 (Mayer abstaining).
MOTION CARRIED
Approve Committee of the Whole Minutes from March 20, 2023. Moved by Ald. Marks, seconded by Ald. Kaven.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Items of Business
Recommend Draft Resolution Authorizing Execution of a Contract with Boller Construction for Wastewater Digester Cleaning and Inspection at a Cost of $978,200 with Change Orders for a Total Not-to-Exceed Amount of $1,076,020.
Moved by Ald. Mayer, seconded by Ald. Kosirog.
On a question from Ald. Swanson, Supt. Van Gyseghem explained that the cost provided is a per unit cost based on the cubic feet of material processed. This is determined by whether the City can remove below a certain amount. If there is debris caught in the piping and pumps, the City may not be able to do that, but they will try. The cost quoted is based on the amount of material pulled from a digester of that size.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Recommend Draft Resolution Rejecting Bids for the Water Treatment Plant HVAC System Rehabilitation Project.
Moved by Ald. Mayer, seconded by Ald. Marks.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Recommend Draft Resolution Authorizing the City Administrator to Increase the Engineering Agreement for the Water Plant HVAC Rehabilitation Project with Engineering Solutions by $6,000 to a Total Not-to-Exceed Amount of $39,900. Moved by Ald. Mayer, seconded by Ald. Kilburg.
On a question from Ald. Mayer, Supt. Van Gyseghem noted that this is an additional $6,000 cost for additional work. On a second question from Ald. Mayer, Supt. Van Gyseghem confirmed that different bidders proposed different configurations that could save money.
On a question from Ald. Swanson, Supt. Van Gyseghem noted that a deeper dive into what changes to the product specifications might be needed. Parties expressed challenges to the specifications in the control systems so there will need to be a simplification of some of the items involved and a revision of the plans. On another question from Ald. Swanson, Supt. Van Gyseghem noted that the entire system is complex, and they will try to simplify the plans as best they can, especially for the bidding process in order to get the best price.
On a question from Ald. Kosirog, Admin. Dawkins noted that the facilities manager is getting involved with certain projects but that his first priority is to work on the facilities master plan RFP. He has been consulting on other smaller projects but not this large project as of now. He is a facilities manager, not an engineer.
On a question from Ald. Hruby, Supt. Van Gyseghem confirmed that the City is spending the additional $6,000 to re-do some of the engineering as well as to simplify some of the plans for the control system. This is charged by the hour and as such, it could cost less. On another question from Ald. Hruby, Supt. Van Gyseghem noted that the consultant did not provide the wrong end result and had good faith intentions that this was a good plan moving forward. When the bids came back, they felt that re-working the bid specs would help to lower the costs.
On a question from Ald. Kilburg, Supt. Van Gyseghem noted that this is a replacement in some cases and a rehabbing in others. He noted that the five heating and air conditioning units will be replaced while the control system will be rehabbed.
Ald. Mayer noted that construction and major equipment pricing has increased more than 25% so it is difficult to estimate engineering costs. She commented that $6,000 as an add-service seems reasonable for this project.
Roll call:
AYES: 9 (Burghart, Hruby, Kaven, Kilburg, Kosirog, Maladra, Marks, Mayer, Swanson)
ABSENT: 1 (Bruno)
NAYS: 0
MOTION CARRIED
Recommend Draft Resolution Authorizing Execution of a Contract with Hampton, Lenzini and Renwick for Completion of 2023-24 Wetlands Management Services at the Water Treatment Plant in the Amount Not-to-Exceed $23,600. Moved by Ald. Kosirog, seconded by Ald. Mayer.
On a question from Ald. Kilburg, Supt. Van Gyseghem noted that the remote mower would not be used for wetland projects. Dir. Babica commented that the mower has been used in detention basins, to prep part of the Fox Run subdivision when electric utility lines had to be relocated, and to keep brush down along a right-of-way in the Allendale subdivision.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Recommend Draft Resolution Authorizing Execution of Contract with Hampton, Lenzini and Renwick Inc. for Completion of 2023-24 Wetlands Management Services for Eagle Brook and On Brentwood’s Pond Subdivisions in an Amount Not to Exceed $45,200.
Moved by Ald. Mayer, seconded by Ald. Kilburg.
On a question from Ald. Hruby, Admin. Dawkins noted that this is paid out of SSA 11 and SSA 32.
On a question from Ald. Kilburg, Dir. Babica noted that there are ongoing basin and conveyance structures requiring maintenance but that overall, the wetlands are functioning in a high-capacity state.
On a question from Ald. Kosirog, Dir. Babica commented that in Eagle Brook the preferred maintenance is mowing as the proximity of properties there prevent burns.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Recommend Draft Resolution Authorizing Execution of a Contract with Hey and Associates for Completion of the 2023 Special Service Area No. 11/Bent Tree Drive Landscape Architectural Services in the Amount of $21,065 with Change Orders Not to Exceed 10% of the Proposal Amount.
Moved by Ald. Marks, seconded by Ald. Kosirog.
Ald. Kosirog thanked Dir. Babica and Dir. DeGroot for the success of the landscaping on Bent Tree Drive.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Recommend Draft Resolution Authorizing Execution of a Contract with Clarke Environmental Mosquito Management Inc. for 2023-24 Mosquito Abatement Program in an Amount Not to Exceed $54,640.
Moved by Ald. Kilburg, seconded by Ald. Kaven.
On a question from Ald. Kilburg, Dir. Babica noted that there were four aerial applications made last year. Such applications are made only as a result of a positive West Nile Virus human case or positive trap in the immediate area.
Applications are city-wide. On a question from Ald. Mayer, Dir. Babica noted that residents can opt out on the City’s webpage.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Recommend Draft Resolution Authorizing an Agreement with CP2 for Public Engagement Services (Strategic Plan Update) in an Amount to Exceed $27,750. Moved by Ald. Kosirog, seconded by Ald. Maladra.
On a question from Ald. Kilburg, SPAC chair Winnie Frankel noted that both in person meetings and surveys will be used for feedback. Ms. Frankel noted that the cost of the services will include exclusive time and energy of a local woman owned business.
On a question from Ald. Burghart, Ms. Frankel commented that she is expecting the timeline for the project to take 4-6 months. She noted that residents can receive information via the City website, Facebook, and Instagram.
Ald. Kilburg commented that it would be good to get a wide segment of the residents to respond. Ms. Frankel noted that CP2 had interesting ways to engage the community.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Recommend Draft Resolution Adopting Updated City of Geneva Personnel Policy Manual.
Moved by Ald. Marks, seconded by Ald. Kosirog.
On a question from Ald. Kosirog, Admin. McCready commented that some updates to the policy manual include paid benefits leave, updated recruitment and retention of employees, paid leave benefit times, language and terminology updates, and leave carryover. Ald. Kosirog applauded the efforts of the City in getting this completed.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Recommend Draft Ordinance Authorizing Execution of a First Amendment to Communication Facility Ground Lease By and Between the City of Geneva and Crown Castle GT Company, LLC.
Moved by Ald. Swanson, seconded by Ald. Mayer.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Public Comment / New Business
Ald. Kilburg noted that there are two Earth Day events coming up. The first will be held by the Freshman and Sophomore classes at Geneva High School on Saturday, April 22 in which they will collect trash. Interested citizens can contact the high school for more information. The second event will be a Kane County all-volunteer cleanup of the Great Western Trail on Saturday, April 29.
Admin. Dawkins added that Geneva NRC will host Earth Day in concert with the Park District at Peck Farm Park on April 22 from 11:00 AM-2:00 PM. There will be free planting activities, vendors and food available.
Ald. Kilburg commented on the impact that Warehouse 5 would have on the oak trees of which Mr. Maher spoke at the last meeting. Ald. Kilburg noted that 75 trees will be impacted and that alderpersons should be aware of the trees and the potential impact that the loss of the trees may have. Ald. Hruby also noted that she will be meeting with Mr. Maher the following day.
Ald. Burghart commented that she and her family have attended several of the Chicago Steel games and that it is a wonderful family-friendly source of entertainment. She noted that the team will be in the playoffs and that the community is lucky to have them.
Adjournment
On a motion by Ald. Marks, the meeting was adjourned by unanimous voice vote at 8:24 PM.
https://www.geneva.il.us/AgendaCenter/ViewFile/Minutes/_04172023-2131
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