NORTH AURORA VILLAGE BOARD MEETING
VILLAGE BOARD MEETING MINUTES
Monday, December 5, 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
Staff in attendance: Village Administrator Steve Bosco, Finance Director Jason Paprocki, Village Attorney Kevin Drendel, Public Works Director John Laskowski, Police Chief Joe DeLeo, IT Manager David Arndt.
PUBLIC HEARING-
1. 2022 Tax Levy
Mayor Gaffino opened the hearing. There were no speakers. Public Hearing closed.
2. Waterford Oaks Special Service Area 5% Increase
Mayor Gaffino opened the hearing. There were no speakers. Public Hearing closed.
3. Willow Lakes Special Service Area 5% Increase
Mayor Gaffino opened the hearing. There were no speakers. Public Hearing closed.
AUDIENCE COMMENTS – None
CONSENT AGENDA
1. Village Board Minutes Dated 11/21/2022; Committee of the Whole Minutes Dated 11/21/2022
2. Bills List Dated 12/05/2022 in the Amount of $309,664.09
3. Approval of Resolution to Allow Messenger Public Library Permission to Utilize Elements of the Village of North Aurora Logo
4. Approval of 2023 Meeting Schedules
Motion for approval made by Trustee Carroll and seconded by Trustee Salazar. Roll Call Vote: Trustee Carroll – yes, Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes. Motion approved (5-0).
NEW BUSINESS
1. Approval to Purchase Microsoft O365 Licensing from Sentinel Technologies
Administrator Bosco explained that the Village had budgeted to replace the file server at the Police Station, upgrade Microsoft Office and implement a document management system. He stated that staff believes that these could be consolidated into a single source Microsoft cloud based solution known as Microsoft O365. He went on to explain that currently the Village utilized a combination of physical and cloud based solutions and does not utilize a comprehensive document management system. The Village systems currently run operating system Office 2013 and just to update that alone would be a cost of roughly $43,000. Bosco stated that switching to Microsoft O365 would eliminate the need for physical file servers at the Village Hall and Police Department, provide enhanced security, real time updates to the software, and allows for adjustment to data storage and access to a comprehensive document management system.
Administrator Bosco said that Village IT Manager Arndt had identified 84 initial licenses for purchase through O365 which would be purchased annually. Manager Arndt, viewing each Village employees access needs individually, was able to eliminate unnecessary access to application licenses, therefore cutting costs for the Village.
Staff received three quotes for the 84 licenses, the lowest quote coming from Sentinel Technologies at $14,081 for the first year. Bosco referenced a cost analysis chart in the Board Meeting packet that estimated a savings to the Village of $308,000 over a six year period. He stated that switching to a single source solution and paying an annual fee the Village would have access to all new products and highly secure data at all times.
While the contract was within the Administrator’s spending authority, because this is expected to be an ongoing purchase the contract was before the Board for approval.
Trustee Carroll asked why the Village continued to need servers if the data was going to be cloud based. IT Manager Arndt stated that two file based servers were going to be replaced, however there are some servers that must remain on premises like squad video servers, the door access system, and the internal camera systems.
Trustee Carroll asked if the Village was 100% paperless to which Arndt replied that this move puts the Village in the right direction. Administrator Bosco spoke about the Villages efforts to move from paper to digital records.
Trustee Salazar asked for clarification on the cost per year. Administrator Bosco stated that the cost for the first year was $14,081 and would be subject to change in subsequent years but will be re-evaluated each year.
Trustee Carroll asked if there was a required minimum of licenses the Village must purchase, Arndt stated that there was not.
Motion for approval made by Trustee Lowery and seconded by Trustee Carroll. Roll Call Vote: Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes, Trustee Guethle – yes. Motion approved (5-0).
2. Approval to Enter into a Contract AT&T FirstNet for Cellular Devices
Administrator Bosco stated that the Village currently utilizes Verizon but is looking to switch to AT&T FirstNet for cellular service. Bosco stated that FirstNet provides first responders dedicated coverage and capacity to communicate during emergencies utilizing a private government radio band network. After research, staff recommended to move smart phone services to FirstNet and to leave the data only devices on the current pooled plan with Verizon. FirstNet was also offering a onetime credit of $10,583 to compensate the Village for the staff time lost and to offset the cost of any fees.
Bosco stated that the ongoing nature of the contract would exceed his spending authority, therefore the contract was before the Board for approval.
Motion for approval made by Trustee Guethle 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).
3. Approval to Enter into a Five-Year Contract with Illinois Century Network for LEADS Access and New Circuit at North Aurora Police Department in the Amount of $55,902.00
Administrator Bosco stated that the Illinois Law Enforcement Agencies Data System (LEADS) is a statewide computerized telecommunications system designed to provide services, information and capabilities to the law enforcement and criminal justice agencies. He explained that police officers use LEADS all the time to run license plates, drivers’ licenses numbers to check for warrants, violations and safety warnings. Currently the Police Department connects to the Illinois State Police for LEADS through an outdated T1 connection through the Montgomery Police Department which maintains that connection. Staff was looking to establish the Village’s own connection to the State Police through the Village’s Police Station utilizing the Illinois Century Network which is the sole provider of the LEAD circuit. The price per month increases slightly from $887 per month to $932, however the new connection is expected to be 20 times faster and would allow the Village to work directly with the Illinois Century Network to resolve an issues while currently if any issues arise, they have to be dealt with through Montgomery.
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).
4. Approval of an Ordinance Requesting the Transfer of Certain Real Estate from the North Aurora Fire Protection District Pursuant to the Local Government Property Transfer Act and Approval of a Land Swap Agreement With the Fire District
Attorney Drendel explained that the Village had been planning on redeveloping Block One for many years, with the potential of moving Fire Station One. With the Fire District’s intention of building a new fire station at their current location or at another location, the Village has been in discussions with the Fire District about relocation of Fire Station One and has approved the purchase of the Obregon Property at the corner of Route 31 and Oak Street. An agreement has been negotiated between the Village and the Fire District for an exchange of property, several Village owned parcels to accommodate the construction of a new fire station, for the property that the Fire Station One currently sits on. This is authorized under the Illinois Local Government Property Transfer Act, the basic requirements being that each entity that seeks to acquire property from the other entity has to pass an ordinance identifying the property that they want to acquire, while the other entity passes a resolution saying that they will transfer that property. Both parties exchange an agreement that sets out the terms and conditions of the exchange.
Drendel explained that before the Board there was an ordinance that identified the fire station parcels that the Village is seeking to acquire from the Fire District. The Fire District cannot identify the land they are seeking to acquire from the Village because there is not a legal description for the land. A legal description cannot be written until the Village is provided with an accurate account of the amount of land needed by the Fire District for a new Fire Station. The agreement has been written to reflect that the Village will give the Fire District a parcel of land at the corner of Route 31 and Oak Street, up to 1.7 acres. Through the process of design, the Fire District will determine their actual space needs are. Drendel spoke about additional aspects of the agreement and stated that the agreement was subject to the Village purchasing the Obregon property, subdivision of both of the properties to be exchanged, rezoning of the properties and compliance with the Local Government Property Transfer Act.
Drendel said that the Fire District is already doing their due diligence and working on the design of the new fire station. Drendel went in to more detail about the provisions of the transfer agreement such as burying power lines and storm water facilities and access to the new fire station.
The Village will not take possession of the Obregon property until July 2023, at which time the exchange with the Fire District will commence. The Village will not take possession of the Fire District’s property until the new Fire Station is constructed and the old Fire Station is vacated.
Trustee Carroll asked what the possibilities were that the land swap transaction does not transpire. Drendel stated that the Fire District has a referendum based budget which could be limiting but he believed that it was very likely that the transaction will happen, one way or another.
Trustee Salazar asked about a time frame for the project. Drendel and Bosco walked through the time line, stating that the transfer of the parcel to the Fire District would happen in June/July of 2023, the Fire District was hoping to break ground late summer of 2023, an estimated two years for development and construction of the new Fire Station would bring the time line to the fall of 2024 before the Village would take possession of the land that the current Fire Station sits on.
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).
5. Approval of the Messenger Public Library Resolution of the Board of Library Trustees for .02% Maintenance Tax
Director Paprocki stated that the Messenger Public Library Board of Trustees approved the maintenance tax at their October 13, 2022 meeting. The Corporate Levy $1,907,000 and Maintenance Tax $110,000, a 3.82% increase over the Library’s 2021 final tax extension.
Motion for approval made by Trustee Lowery and seconded by Trustee Guethle. Roll Call Vote: Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes, Trustee Guethle – yes. Motion approved (5-0).
6. Approval of Ordinance for the Levy and Assessment of Taxes in and for the Village of North Aurora and the Messenger Public Library, Kane County, Illinois for the Fiscal Year Beginning June 1, 2022 and Ending May 31, 2023
Director Paprocki stated that the Village’s request was $2,690,000 which is no increase over the 2021 request however the Village does anticipate an extra $28,447 based on new construction. The total Levy request for both the Village and the Library would be $4,707,000 for the year.
Motion for approval made by Trustee Niedzwiedz and seconded by Trustee Salazar. Roll Call Vote: Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes, Trustee Guethle – yes, Trustee Lowery – yes. Motion approved (5-0).
7. Approval of an Ordinance Levying the Taxes for the Waterford Oaks Special Service Area #4 for the Fiscal Year beginning June 1, 2022 and ending May 31, 2023
Director Paprocki stated that the increase related to the future replacement of retention pond piping anticipated to cost approximately $30,000. This additional levy request could last for about four years until the necessary funds to make the repairs is acquired. Paprocki stated that with the request each property owner would see about a $20 to $30 increase.
Motion for approval made by Trustee Guethle and seconded by Trustee Niedzwiedz. Roll Call Vote: Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes. Motion approved (5-0).
8. Approval of an Ordinance Levying the Taxes for the Oak Hill Special Service Area #7 for the Fiscal Year beginning June 1, 2022 and ending May 31, 2023
Director Paprocki stated that the request of $10,000 was no increase from the previous year. He said that funds were being accumulated for pond drainage improvements.
Motion for approval made by Trustee Lowery and seconded by Trustee Guethle. Roll Call Vote: Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes, Trustee Guethle – yes, Trustee Lowery – yes. Motion approved (5-0).
9. Approval of an Ordinance Levying the Taxes for the Timber Oaks Special Service Area #8 for the Fiscal Year beginning June 1, 2022 and ending May 31, 2023
Director Paprocki stated that the Levy request for $7,500, the same as last year, will be used for mowing of the common areas.
Motion for approval made by Trustee Salazar and seconded by Trustee Lowery. Roll Call Vote: Trustee Salazar – yes, Trustee Carroll – yes, Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes. Motion approved (5-0).
10. Approval of an Ordinance Levying the Taxes for the Pinecreek (Phase III) Special Service Area #9 for the Fiscal Year beginning June 1, 2022 and ending May 31, 2023
Director Paprocki said the Levy request of $2,000 is the same as the previous year and will be used for the mowing of common areas.
Motion for approval made by Trustee Guethle and seconded by Trustee Lowery. Roll Call Vote: Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes. Motion approved (5-0).
11. Approval of an Ordinance Levying the Taxes for the Willow Lakes Special Service Area #11 for the Fiscal Year beginning June 1, 2022 and ending May 31, 2023
Director Paprocki explained that in past years this Levy had been $200 for mowing of common areas. The request is now $10,200 for replacement and repair of the fence that is along Randall Road. The fence will be repaired as needed due to the high cost associated with replacement of such a large fence.
Motion for approval made by Trustee Guethle 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).
12. Approval of an Ordinance Levying the taxes for the North Towne Centre Special Service Area #32 for the Fiscal Year beginning June 1, 2022 and ending May 31, 2023
Director Paprocki stated that the $30,000 request is the same as previous years and will be used for wetland maintenance.
Motion for approval made by Trustee Niedzwiedz and seconded by Trustee Salazar. Roll Call Vote: Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes, Trustee Guethle – yes, Trustee Lowery – yes. Motion approved (5-0).
13. Approval for an Ordinance Abating the Tax heretofore levied for the Year 2022 to Pay Debt Service on $6,885,000 General Obligation Refunding Bonds, Series 2014 (Alternate Revenue Source)
Director Paprocki stated it is not necessary to Levy the tax, the request is to abate.
Motion for approval made by Trustee Carroll and seconded by Trustee Salazar. Roll Call Vote: Trustee Carroll – yes, Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes. Motion approved (5-0).
14. Approval of an Ordinance Abating the Tax Heretofore Levied for the Year 2022 to Pay Debt Service On $5,800,000 General Obligation Bonds, Series 2017 (Alternate Revenue Source)
Director Paprocki stated that these were water bonds that have been pledged with water user fees rather than a tax levy.
Motion for approval made by Trustee Lowery and seconded by Trustee Guethle. Roll Call Vote: Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes, Trustee Guethle – yes. Motion approved (5-0).
15. Approval of Resolution Authorizing Application for Kane County Community Development Funds and Execution of All Necessary Documents
Director Laskowski stated that the Kane county Community Development Funding has been supporting the Village’s water main projects in the past, most recently the Chestnut, Locust and Spruce Streets project that had just been designed and will be opened for bids within days. The next project will also be within the low to moderate income area, making it eligible to apply for funding. Laskowski explained that the project will be designed in house because the Village now has an engineer on staff, saving the Village $190,000 on the project.
The estimated cost of the project is $1.2 million with a refined estimate $30,000 less than that. Laskowski has the cost of the project broken down to about $800,000 covered by the Village and $400,000 paid by the County Grant. However, within the parameters of the Grant, the Village could be eligible for up to 80% of the project cost. Staff was suggesting to request up to 50% of the cost of the project due to the amount of funding that is available.
Administrator Bosco added that by passing the resolution the Board is stating that the Village will fund this project and the funds for the project will go into the budget in the spring. If the grant funding is not awarded or reduced, the Village could choose not to do the project. Bosco also stated that one aspect of the project, the Fox River lining project will likely be completed regardless whether the Village receives the grant funding.
Motion for approval made by Trustee Guethle and seconded by Trustee Lowery. Roll Call Vote: Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes. Motion approved (5-0).
16. Purchase of a New Public Works Vehicle from National Auto Fleet Group in the Amount of $47,910.22
Director Laskowski explained that the Public Works Department was seeking to purchase a new Ford F-350 for the purpose of day to day use. There are currently two trucks in use and eight Public Works employees. Previously, the Village has tried to purchase vehicles through the state purchase program as well as through a municipal aggregation program, neither of which have worked out in recent years due to supply chain issues. Recent vehicle purchases have been made through negotiations with individual dealerships. Laskowski gave an example of the long wait times resulting from supply chain issues, he stated that the newly delivered 5-yard dump truck was ordered over 18 months prior to delivery. He also stated that delivery times are starting to improve with the vehicle aggregation programs, therefore staff is suggesting placing an order for a Ford F-150 through one of the aggregation programs, National Auto Fleet Group, for $47,910.22 with the option of canceling the order if there is an excessive delay in delivery, more than six months. The purchase could then be made through a dealership.
Motion for approval made by Trustee Niedzwiedz and seconded by Trustee Lowery. Roll Call Vote: Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Carroll – yes, Trustee Guethle – yes, Trustee Lowery – yes. Motion approved (5-0).
VILLAGE PRESIDENT – Mayor Gaffino stated that the lighting on the bridge looked great, and commended the staff on the decorations. He also mentioned the lighting ceremony to take place on Saturday, December 10.
TRUSTEES COMMENTS – Trustee Carroll mentioned that he had been approached by residents regarding owning chickens within the Village and asked Administrator Bosco if that is something the Village could look at again.
ADMINISTRATOR’S REPORT – Administrator Bosco mentioned the Making Spirits Bright lighting ceremony on Saturday, December 10. He spoke about public works’ involvement in the planning and execution of the decorating of the Riverfront Park.
ATTORNEY’S REPORT – None
VILLAGE DEPARTMENT REPORTS
1. Finance – None
2. Community Development – None
3. Police – None
4. Public Works – None
ADJOURNMENT
Motion to adjourn was made by Trustee Guethle and seconded by Trustee Niedzwiedz. All in favor. Motion approved.
Respectfully Submitted,
Jessi Watkins
Village Clerk
