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City contracts with Language Matters and Regroup were each approved by the Warsaw Board of Public Works and Safety to be extended for three more years Friday.
In presenting the contract with Language Matters, Mayor Jeff Grose said language navigation services continue to increase. From 2023 to 2024, he said there was a 96% increase, and throughout 2025 they are averaging about 80 calls a month to assist with language navigation services on a variety of things.
He pointed out in appendix one of the agreement that, for the first time, Language Matters CEO Lucas Fonesca offered an extended agreement with some pricing advantages for the city to take the longer contract.
“The option would be continue like we’ve done annually, or go to a two- or three-year agreement. Talking with him several months ago, he just feels like he’s at the point the longer the agreement, he can lower prices but it greatly helps him with staffing and training, just managing all the services that grow. So, we wanted you to consider that,” Grose said.
Councilwoman Diane Quance asked Grose if his office had a recommendation on which route they wanted to go forward with. Grose said it was very attractive if they went with an extended agreement due to the dollars saved.
According to a copy of the contract, if the Board of Works chose a 12-month engagement, the annual fee for January through December 2026 would be $49,680. For a 24-month engagement, the annual fee for the first year would be $48,720 and $46,644 for the second year, or a total of $95,364 ($2,076 savings). The 36-month engagement would be $48,720 for the first year; $46,152 for the second year; and $45,120 for the third year, or a total of $139,992 ($6,168 savings).
“It’s something I do not believe we should walk away from. It’s an important service for really the entire community, not just the city. He’s doing so well. Many other cities have become very interested in these services,” Grose said, noting there are some savings to going with the extended contract.
Quance said the more well-informed the general population is, “the more we can have adherence to codes, laws and all different kinds of things. So if someone who doesn’t speak English as their first language needs to check in and figure out exactly what something means or what they’re supposed to be doing, they have that initiative on their part, so I would think we would want to continue to do that.”
Clerk-Treasurer Lynne Christiansen pointed out that, going forward, while they don’t know what’s going to happen with Senate Bill 1, “this isn’t a large amount of money. He’s expanded his languages, so I think it’s a good thing to go forward with.”
City attorney Scott Reust stated, “When you’re the public and you’re dealing with your government, you want to know - not kind of know, not kind of understand - but actually know. So, there’s many people in this community who have a functional ability to speak English or another language, but in dealing with your government, you need to know fully the correct information you’re trying to seek.”
He said he really likes the idea of holding people accountable by having the language navigation service so people can be well-informed.
Grose said it’s not just document management and translation services. Fonesca and his staff have gained a huge amount of trust, not just for residents within the city, but also those in the county who need the public services.
“His staff walks with them through the process, so there’s navigation. It’s not just, ‘hey, call this number,’ there’s actual navigation, which I just think is good government,” he said.
Grose recommended the Board of Works go with an extended contract.
Board member George Clemens said it’s a trusted vendor and the need isn’t going to change. He said it’s going to be a priority, regardless of what happens with SB1.
Christiansen pointed out there’s a 60-day termination period in the contract.
Quance made the motion to go with the 36-month engagement with Language Matters. Clemens seconded the motion, and it passed 3-0.
Earlier, Staci Young, assistant to the mayor, presented an amendment to the city’s subscription agreement with Regroup.
“Regroup is the company that provides our City Alert System for trash alerts, trash route changes, road closure notifications, community emergencies, etc.,” she said. “We were due for an increase of users on our agreement. It’s grown to the point where we need to go up another tier. And part of that offer they made to us was to prepay for several years to receive a discount. In essence, it would lock our price in for three years and we would receive that discount. We wouldn’t have to see that inflationary increase every year.”
The annual cost to the city wold have been approximately $8,800 in 2026 for a one-year term, with inflationary increases in the years following, according to information provided. The three-year discounted cost equates to $7,962.10 per year for three years. Total amount for the three years is $23,886.31.
“We’ve had fewer communication-related projects this year, which has freed up some funds that we would be able to do that and save the city some money overall,” Young said, adding that she’s been very happy with Regroup.
The Board of Works approved the agreement amendment.
Grose gave Warsaw-Wayne Fire Territory (WWFT) firefighter Jaxson Hastings his oath of office as Hastings has completed his one-year probationary period. Jaxson’s father, James, pinned Jaxson’s badge onto his shirt.
Warsaw Parks and Recreation Department Maintenance Director Shaun Gardner was recognized for his 25 years of service to the city by Human Resource Director Denny Harlan.
Quance said, “I just want to give a shoutout to Shaun because he does awesome work and just really takes initiative and looks for problems. Shaun, I appreciate you.”
In other business, the Board of Works approved:
• The final pay application for $79,130 from Pulver Asphalt Paving Inc. for sidewalk replacement on Grant Street, from Sheridan up to Oakwood Cemetery, as requested by Public Works Director Dustin Dillon. He said it came in $5,000 under the original estimate.
• The memorandum of understanding between the city of Warsaw and Warsaw Community Schools for the joint purchase of ice-melting materials, as requested by Dillon. He said it’s the same MOU they’ve used for many years. The Warsaw School Board of Trustees already approved the MOU.
• The new hire and change in payroll report and six travel requests, as presented by Harlan.
