NORTH AURORA VILLAGE BOARD MEETING
VILLAGE BOARD MEETING MINUTES
Monday, January 17, 2022
Due to the COVID-19 pandemic, the Village Board meeting was conducted live remotely
via telecommunications.
CALL TO ORDER
Mayor Gaffino called the meeting to order.
SILENT PRAYER – MEDITATION – PLEDGE OF ALLEGIANCE
ROLL CALL
In attendance: Mayor Mark Gaffino, Trustee Mark Carroll, Trustee Mark Guethle, Trustee Mike Lowery, Trustee Todd Niedzwiedz, Trustee Carolyn Salazar Not in attendance: Laura Curtis
Staff in attendance: Village Administrator Steve Bosco, Finance Director Bill Hannah, Community & Economic Development Director Mike Toth, Village Attorney Kevin Drendel, Public Works Director John Laskowski, Police Chief Dave Fisher.
AUDIENCE COMMENTS – None
CONSENT AGENDA
1. Village Board Minutes dated 12/06/2021 and Committee of the Whole Minutes dated 12/06/2021
2. Village Board Minutes dated 12/20/2021 and Committee of the Whole Minutes dated 12/20/2021
3. Interim Bills List Dated 01/03/2022 in the Amount of $110,036.10
4. Interim Bills List Dated 01/11/2022 in the Amount of $58,055.00
5. Bills List Dated 01/17/2022 in the Amount of $382,906.87
Motion for approval made by Trustee Guethle and seconded by Trustee Carroll. Roll Call Vote: Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes. Motion approved (5-0).
NEW BUSINESS
1. Approval of Agreement with Williams Architects for Public Works Facility Design Services in the Estimated Amount of $961,093.00
Public Works Director John Laskowski explained that in order to design and construct the new Public Works facility, the Village needs to assemble team of engineers, architects and construction managers. In past meetings, the Village hired WBK for consulting and the next step is to hire an architect who will then help to identify a quality construction manager. The agreement presented to the Board for the chosen architect, Williams Architects, has two components for payment: being paid at hourly rate and lump sum. 85% of the estimated amount would be for hourly pay, which would involve designing systems and major structural elements. The Lump sum is for sub-contractors and used for low-voltage electric and validation study review as well as circulation examination at the facility.
Director Laskowski explained there are six phases to the design service. The initial phase is the Validation phase. This phase examines the Space Needs Study prepared by Legat and evaluates the initial conclusions derived in the study and proposes changes or makes additional recommendations. Concurrently in this phase Williams will assist the Village in selecting a Construction Manager. Results would be presented to the Village Board.
The next phase is Schematic Design Phase, which will develop a preliminary design that can be used by a Construction Manager to develop an initial cost estimate. Design Development is the following phase, which is the production of a detailed design. Contract Documents is the phase after that, in which the design in the form of plans and specifications are developed. These are then used in the following phase, Bidding phase, in which the Architect will assist the Construction Manager and Village by providing clarifications and answers that arise during the bidding process. The final phase will be the Construction Phase, which is the inspection of the construction and compiling documentation necessary for project close-out.
Since this is a fairly large expense, Director Laskowski said in order to make sure this cost was in line, staff took a look at it from two different ways. They first looked at other facilities built recently and their costs. The Village looked at Montgomery’s public works facility, which Williams is doing, and it just over $1 million for 54,000 square foot facility. The estimate the Village received was for a 46,000 square foot facility in the amount of about $960,000. The second way staff looked at the cost was from engineering standpoint. Director Laskowski said they looked at the costs of the Village’s road program and identified that in a $200 million road program the Village typically spends around $230,000 in engineering fees, which is about 12% of the cost. When looking at the Public Works building, about 8% of the cost would be the engineering and design fees, assuming building is between $10-12 million. This put the cost in alignment with what staff expected and the Village has received good recommendations for Williams Architect.
Village Administrator Bosco noted that this amount was estimated and in the event it went beyond the Village does have purchasing policy guidelines to follow as well as the contract stipulating how Williams would submit additional costs to the Village.
Motion for approval made by Trustee Niedzwiedz and seconded by Trustee Salazar. Roll Call Vote: Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes. Motion approved (5-0).
2. Approval of an Ordinance Amending Title 2 (Administration and Personnel) of the North Aurora Village Code Establishing an Administrative Hearing Procedure For Assessing and Determining Claims Under the Public Safety Employee Benefits Act (PSEBA)
Finance Director Bill Hannah explained that PSEBA was passed by the state in 1997 and requires employers to pay the full cost of health insurance premiums for law enforcement and fire fighters due to catastrophic injury or death and this insurance is applied also to the spouse and dependent children up to a certain point. The State did not explain what catastrophic injury meant but noted that case law has said line of duty disability pension is one thing to consider and a second criteria is how the injury occurred. The four contexts identified were: engaged in pursuit, response to an emergency situation, participation during an unlawful act or participation during a criminal act, and both of these criteria are used to determine PSEBA benefits.
The Village has never had a case or applicant since the act was passed, but Director Hannah noted there are several cases currently before the Police Pension Review Board that depending on the outcome may have an application for PSEBA benefits in the near future and it would be a good idea to have a policy in place for that occurrence. Director Hannah said the Village looked at surrounding municipalities to adopt a procedure and said in best practices with other towns the Village would offer the lowest cost health insurance plan and the applicant could pay the difference if wishing to upgrade. PSEBA benefits would go before the Village Administrator and if approved there would be no additional procedure, but if denied would set forth an administrative procedure and the opportunity for the applicant to appeal the decision through a hearing officer.
Motion for approval made by Trustee Carroll and seconded by Trustee Guethle. Roll Call Vote: Trustee Salazar – yes, Trustee Carroll – yes, Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes. Motion approved (5-0).
3. Approval of July 3rd Fireworks Contract with Pyrotecnico Fireworks in the Amount of $28,750.00
Village Administrator Bosco explained that Pyrotecnio was formerly Melrose, which the Village has used for the July 3rd fireworks show for many years. The contract before the Board had a slight increase due to increased costs and does not yet specify a location of launch. The Village is still looking to host the fireworks show by the Fox River but due to some concerns brought up about nesting birds in the area the Village is doing due diligence and looking at other launch locations along the river and in town as well.
Motion for approval made by Trustee Lowery and seconded by Trustee Guethle. Roll Call Vote: Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes. Motion approved (5-0).
VILLAGE PRESIDENT – Mayor Gaffino appointed Lynn Miller and Julie Shoemaker to the North Aurora Days Committee. He noted both had expressed interest to be involved. Trustee Guethle made a motion for the appointments and Trustee Salazar seconded. All trustees voted in favor of the approval.
Mayor Gaffino addressed departing Finance Director Bill Hannah and thanked him for all of his hard work and effort. He said the two of them came into the Village around the same time when Gaffino was a trustee and said he never had to worry about the Village when Bill was here. He wished him the best in St. Charles.
TRUSTEES COMMENTS – Trustee Lowery said he was really going to miss Bill Hannah and said St. Charles was very lucky to get someone with Bill’s qualifications and personality and wished him all the best. Trustee Guethle said he has appreciated Bill’s efforts through the many years. Trustee Salazar wished him the best of luck and said St. Charles was getting a real prize and how superior Bill has been in his role as Finance Director and how much she enjoyed working with him on North Aurora Days Committee. Trustee Carroll said Bill has been awesome and always very solid, competent and always well informed. He said St. Charles’ gain is definitely the Village’s loss. Trustee Niedzwiedz said he’s only been with the Village a few months but knows Bill is leaving some big shoes to fill and wished him luck with everything.
ADMINISTRATOR’S REPORT – Administrator Bosco said he’s worked with Bill for the eight+ years he’s been with the Village and that Bill’s finance capabilities are not only highly respected in other communities but by everyone on staff. He said Bill’s analytics and his ability to see through problems will be sorely missed. He’s enjoyed his many conversations with Bill both about work and about life in general and that Bill will be sorely missed and wished him all the best in his new job.
ATTORNEY’S REPORT – None
VILLAGE DEPARTMENT REPORTS
1. Finance – Finance Director Hannah said in his last work-related point, the U.S. Treasury issued final rules regarding ARPA funds, in which the Village received about $2.45 million to be paid out over the next two years. Previously the Village had to show via calculation they had lost $10 million in revenue or the funds had to be used in very specific ways. The Village did not incur a loss that large and so made the decision to use the funds for the replacement of lead service lines. Now, the Treasury is saying that any recipient can take up to a $10 million exemption and the first $10 million would be considered a revenue loss, meaning the Village can use the funds in other ways. Director Hannah said it would open up some options.
Director Hannah also wanted to say good bye and said it has been his pleasure to work with so many elected officials. He thanked his staff, especially Mandy Flatt, for all their work, and thanked all the department heads and the administrator for working together as a team and said it means more than you think when everyone is able to work cooperatively together. He thanked Kevin Drendel and his office for all their help over the years. He said the Village has been through some really good financial times and some difficult ones, but the Village is in a strong financial position. He said he was going to miss everyone.
2. Community Development – Director Toth called Bill a true professional and a good person and said he’s going to do a great job in St. Charles.
3. Police – Chief Fisher thanked Bill for his service and as a resident thanked him for always having a balanced budget for the Village. He said he’s known Bill since he walked through the door and he’s always been a great co-worker.
4. Public Works – Director Laskowski said North Aurora is by far one of the best municipalities he’s ever worked for from an infrastructure standpoint and that was directly associated with all the work Bill has done. He said Bill was talented and would do well in St. Charles.
ADJOURNMENT
Motion to adjourn was made by Trustee Guethle and seconded by Trustee Carroll. All in favor. Motion approved.
Respectfully Submitted,
Natalie Stevens
Deputy Village Clerk
