City of Geneva Committee of the Whole met May 15.
Here are the minutes provided by the committee:
Elected Officials Present: Mayor Burns, Ald. Bowring, Ald. Bruno, Ald. Hruby, Ald. Kilburg, Ald. Maladra, Ald. Marks, Ald. Mayer, Ald. Paschke, Ald. Swanson, Clerk Kellick.
Elected Officials Attending by Teleconference: None.
Elected Officials Absent: Ald. Kosirog.
Others Present: City Admin. Dawkins, City Attny. Sandack, Supt. Holton, Dir. Babica.
Others attending by video or teleconference: None.
Call to Order
Council member Richard Marks, serving as chair, called the meeting to order at 7:41 PM noting all council members were present except for Ald. Kosirog.
Recommend Suspending the Rules to Permit Council Member Marks to Chair this Meeting and to Vote on All Action Items on this Agenda. Moved by Ald. Mayer, seconded by Ald. Maladra.
Voice Vote: 8‐0 (Kosirog absent, Maladra abstaining).
MOTION CARRIED.
Approve Committee of the Whole Minutes from May 1, 2023. Moved by Ald. Bruno, seconded by Ald. Mayer.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Items of Business
Consider Draft Resolution Authorizing the Purchase of Replacement Vehicles Not to Exceed the FY2024 Budgeted Amount of $590,000.00 through the State of Illinois Joint Purchase Program.
Moved by Ald. Mayer, seconded by Ald. Bowring.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Consider Draft Resolution Awarding Bid and Execution of a Contract with Substation Enterprises, Inc. in an Amount of $464,426.00 and Authorize Change Orders Not to Exceed 10% of the Contract Amount for the Geneva Business Park III Substation Delivery of Materials and Equipment.
Moved by Ald. Bowring, seconded by Ald. Mayer.
On a question from Ald. Mayer, Supt. Holton stated that this was not for installation, only materials for the substation package. Supt. Holton noted that the control house and switch gear are separate. The construction contract for labor will be advertised later this month or in early June.
On another question from Ald. Mayer, Supt. Holton stated that a contract for the manufacture and assembly of the modular metal switch gear building would come later. He acknowledged that this project is at budget.
On a question from Ald. Kilburg, Supt. Holton explained that although there is a large lead time, there is a wide variety of spare parts in the yard and a few could be pressed into service if needed. On another question from Ald. Kilburg, Supt. Holton explained that all of Geneva could be serviced depending upon the location of a substation failure and that there is a good fallback plan.
On a question from Ald. Marks, Supt. Holton answered that the City reviews projects as they come forward in order to assess capacity and not overextend itself.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Consider Draft Resolution Awarding Bid and Execution of a Contract with Geneva Construction Company in the Amount of $2,545,587.73 for the 2023 Street and Infrastructure Project.
Moved by Ald. Mayer, seconded by Ald. Hruby.
On a question from Ald. Bowring, Dir. Babica stated that the City has put together an aggressive infrastructure program this year. A special provision allows a fibrous additive to the asphalt which provides more elasticity to reduce the wear of heavy traffic, especially on Williamsburg Ave. and Bricher Rd. The unit prices are good overall, but the City went up to and is now over budget. Dir. Babica noted that other nearby municipalities are using this additive and that it extends the life of roadways for 5-10 years. He stated that it works well with Geneva’s Strategic Plan to reduce the carbon footprint. He noted that the City is already over budget but that is why it is being presented to the City Council. His staff wants the fiber included but the project would be $114,000 over budget.
Ald. Maladra commented that this sounds attractive but is expensive and as such, trusts Dir. Babica’s experience and judgment on such issues.
On a question from Ald. Mayer, Dir. Babica stated that his department looked into replacing intersections instead of entire roads. He explained that Bricher and Williamsburg are two of the main projects involved, both of which are arterial collector roadways. When the department considered working on just those two streets, they account for between $72,000 and $77,000 out of $113,000. Dir. Babica stated that there are two large projects coming up after this which include the land acquisition for East State St., and the storm sewer and drainage improvements. He noted that this project would include 1/5 of the storm sewer and drainage improvements. He added that after those projects, the remaining projects become smaller. In order to meet target deadlines, this project has to be the first one completed and he cannot reduce the scope of the other projects throughout the year.
On another question from Ald. Mayer, Dir. Babica stated that Bricher is coming to the end of its lifespan.
On a question from Ald. Kilburg, Dir. Babica noted that the department evaluates each roadway on a case-by-case basis. An arterial collector road will last for less time than a cul-de-sac, and truck traffic on those particular roads is large. They also look at the overall condition of the roadway, as well as the depth of asphalt. The department also considers other utility projects and how roadway resurfacing may be affected by those projects.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Consider Draft Resolution Accepting a Quote from Nashnal Soil Testing, LLC in an Amount Not to Exceed $25,840.00 for 2023 Construction Material Testing and Geotechnical Services.
Moved by Ald. Swanson, seconded by Ald. Mayer.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Consider Draft Resolution Awarding Bid and Contract to Globe Construction Inc. in an Amount Not to Exceed $126,200.00 for 2023 Sidewalk and Curb Maintenance Project.
Moved by Ald. Bruno, seconded by Ald. Paschke.
On a question from Ald. Bruno, Dir. Babica noted that the work to be done is located throughout the City. The affected homeowners and adjacent properties will be made aware of the work to be done in advance and additional information is on the website.
On a question from Ald. Kilburg, Dir. Babica stated that when a contractor has done work for a private property owner that may affect curbs and sidewalks, that contractor must repair the curbs and sidewalks to their original state. Dir. Babica noted that this is why contractors must acquire the appropriate bonds before work begins.
On a question from Ald. Marks, Dir. Babica stated that the City responds to requests from the public to repair sidewalks and curbs. The City has an obligation to repair these items when made aware of a trip hazard. The primary source of information comes from the public, staff members, and police and fire.
On a question from Ald. Mayer, Dir. Babica noted that public walkways are not covered by SSAs.
MOTION CARRIED unanimously by voice vote of those present 9-0.
Consider Draft Resolution Authorizing the Execution of a Contract to LRS Services for 2023-2028 Refuse and Recycling Services.
Moved by Ald. Mayer, seconded by Ald. Maladra.
Geneva resident Bill Kenney from LRS Services spoke that this is a wonderful community for LRS. On a question from Ald. Bowring, he noted that the LRS food scrap program can accept items such as meat, bones, eggshells, and fruits and vegetables. The LRS website also provides information on what is included.
On another question from Ald. Bowring, Mr. Kenney noted that recycling isn’t free as the company has to pay the drivers and purchase the trucks, but there is not a separate cost for the service to residents as it is included in the price of garbage stickers and garbage cans.
On another question from Ald. Bowring, Mr. Kenney stated that it is a down market for recyclables now. However, LRS just built a new recycling facility in Chicago and is dedicated to its mission.
On an additional question from the Alderperson, Admin. Dawkins stated that the City can pick up the cost of yard waste at any time if the budget allows it. However, yard waste toters are available for a cost from LRS. Ald. Bowring stated that she would like the Council at the appropriate time to consider how the City is incentivizing residents to think about their refuse.
On a question from Ald. Swanson, Dir. Babica stated that he would prefer those discussions regarding Sunday collections downtown on an as-needed basis to be part of a contract negotiation. Ald. Swanson stated that that is an option that he would like to have considered in future negotiations. Ald. Bruno concurred and there was a consensus among all present alderpersons. Ald. Hruby noted that it should be a seasonal option.
On a question from Ald. Mayer, Admin. Dawkins stated that the contract would be approved now. If the alternatives are clear, they can be presented but if not, they can be brought back to the Council at a later date.
On a question from Ald. Bruno, Mr. Kenney noted that Wheaton and Highland Park use RFID tags in the bins. More than 10,000 homes are needed for the program to be effective. If the opportunity is there, LRS could do it after retrofitting the trucks and bins.
On a question from Ald. Hruby, Mr. Kenney stated that some people use their recycling bins as extra garbage cans. If drivers see this, they will tag the bins. Unfortunately, drivers often don’t know about this until the bins are dumped. The company-wide average for contaminants in recycle bins is only 12-15%.
On a question from Ald. Kilburg, Dir. Babica noted that the proposed contract vendor must honor expiring stickers for 30 days past the expiration date. He suggested that residents be allowed to use up old stickers after 30 days but Admin. Dawkins stated that the expiration dates are listed on the stickers so that residents will know when to use them.
On another question from Ald. Kilburg, Mr. Kenney noted that it is very rare for contracts to be for a term of less than five years. He added that it is best to be able to operate within a 5-year window.
On another question from Ald. Kilburg, Mr. Kenney stated that most of the garbage goes to the GFL landfill in Zion with a transfer station in Elburn.
On a question from Ald. Bowring, Mr. Kenney noted that if residents only utilize stickers instead of bins, it is estimated that 2-3 bags are used per month. The sticker price is higher than the smallest cart rental which is worked into their pro forma. There is a 55-60% bin subscription rate in Geneva and there is more efficiency with the carts.
On a question from Ald. Mayer, Mr. Kenney stated that there is a 30-40% recovery of recyclables from garbage which saves money by not sending those recyclables to the landfill.
On another question from Ald. Mayer, Dir. Babica noted that electronics can be dumped using stickers. Dry cell batteries can be deposited at the public works facility for a cost. Fluorescent lights can be recycled at various facilities as listed on the City website.
Admin. Dawkins stated that Dir. Babica already has direction regarding Sunday downtown pickups and curbside pay-by-use electronic recycling as part of the sticker program. If the dry cell battery collection cost to be charged to the City is something the Council is interested in, that item can be brought back. Roll call:
AYES: 9 (Bowring, Bruno, Hruby, Kilburg, Maladra, Marks, Mayer, Paschke, Swanson)
ABSENT: 1 (Kosirog)
NAYS: 0
MOTION CARRIED.
Public Comment / New Business
None.
Adjournment
On a motion by Ald. Mayer, the meeting was adjourned by unanimous voice vote at 9:06 PM.
https://www.geneva.il.us/AgendaCenter/ViewFile/Minutes/_05152023-2154
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