Village Board Minutes

NORTH AURORA VILLAGE BOARD MEETING

VILLAGE BOARD MEETING MINUTES

Monday, August 19, 2024

CALL TO ORDER

Mayor Gaffino called the meeting to order.

SILENT PRAYER – MEDITATION – PLEDGE OF ALLEGIANCE

ROLL CALL

In attendance:  Mayor Mark Gaffino, Trustee Jason Christiansen, Trustee Laura Curtis, Trustee Mike Lowery, Trustee Todd Niedzwiedz

Staff in attendance:  Village Administrator Steve Bosco, Finance Director Jason Paprocki, Community Development Director Nathan Darga, Village Attorney Kevin Drendel, Public Works Director Brian Richter, Police Chief Joe DeLeo.

PROCLAMATION– Overdose Awareness Day

Mayor Gaffino proclaimed August 31, 2024 to be Overdose Awareness Day in an effort to encourage all citizens to learn about the disease of drug addiction and help and support those and their loved ones affected by it.

AUDIENCE COMMENTS –

CONSENT AGENDA

1. Village Board Minutes dated 08/05/2024; Committee of the Whole Minutes dated 08/05/2024
2. Interim Bills List dated 08/02/2024 in the Amount of $9,001.05
3. Bills List dated 08/19/2024 in the Amount of $319,480.53
4. Travel and Business Expenses in the Amount of $50.00
5. Maintenance Period and Reduction of the Surety for Public Improvements for the Industrial Building Located at 721 Airport Road

Motion for approval made by Trustee Curtis and seconded by Trustee Lowery. Roll Call Vote:  Trustee Curtis –yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Christiansen – yes. Motion approved (4-0).

NEW BUSINESS

1. Approval to Award Bid for Water Towers Mixer Project to M.W. Cole in the Amount of $108,000.00

Public Works Director Richter stated that the Village had entered into a Professional Service Agreement with Dixon Engineering In. for the installation of two water tower tank mixers and minor repairs needed for both water towers.  The agreement included them putting the bid package together, answering all questions during the bidding process, attending the bid opening, and administration and inspection of the work.  The tank mixers will allow the Village to operate the towers at a higher level and help with chlorine residuals throughout the system.  The repairs are needed and required by the Illinois Environmental Protection Agency.  The original bids for this were done on June 26^th, and all three bids were rejected.  The project went out to bid again which opened on August 6^th with a total of two bids received.  MW Cole was the low bidder at $108,000.00, the project was budgeted at $100,000.00.

Motion for approval made by Trustee Lowery and seconded by Trustee Niedzwiedz. Roll Call Vote:  Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Christiansen – yes, Trustee Curtis –yes. Motion approved (4-0).

2. Approval to Waive Bids and Award a One-Year Contract for 2024 Parkway Tree Replacement Program with The Fields on Caton Farm in the Amount of $34,250.00

Director Richter stated that the scope of the Parkway Tree Replacement Program project included the replacement of 100 parkway trees with the option of adding 25 extra trees.  Richter explained that in the past five years, the Village had only received bids from seven different companies, ranging from only receiving one bid during one year to four bids at the most on a given year.  Three different companies had been low bidders for this project, two of the three companies have failed to comply with the contract when it came to replacing trees that died under the warrantee.  Last year, the Village used The Fields on Caton Farm, they had a survival of 94%, which was excellent compared to the previous year in which Yellowstone only had a 75% survival rating.  Richter said that the owners of The Fields on Caton Farm reached out to the Village offering to hold their contract prices from last year.  Generally there was a 5% to 10% increase year after year for this project.

Motion for approval made by Trustee Curtis and seconded by Trustee Christiansen. Roll Call Vote:  Trustee Curtis –yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Mayor Gaffino – yes, Trustee Christiansen – yes. Motion approved (5-0).

3. Approval of Professional Services Agreement with Engineering Enterprising, Inc. for Water Treatment Facilities Grounding and Electrical Repairs in the Amount of $43,318.00

Director Richter stated that the Water Division had been conducting an electrical investigation into grounding concerns at both water treatment facilities.  The Village entered into a Professional Service Agreement with EEI to assist with the investigation and to determine the best way to remedy the problems.  EEI utilized an electrical engineer and an electrician to look into the issues.  After further investigation, EEI and Archer had produced updated electrical drawings, and recommendations for correcting deficiencies.  There were a number of electrical deficiencies that go against OSHA codes including missing grounding components.  An additional deficiency identified was the electrical service to the Southern Kane County Training Association’s Facility was discovered to be connected to the utility transformer supplying the Village’s East Water Treatment Plant.  Additional investigation was needed.  The estimated total cost of this project was expected to be $236,500.00.

Motion for approval made by Trustee Lowery and seconded by Trustee Curtis. Roll Call Vote:  Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Christiansen – yes, Trustee Curtis –yes. Motion approved (4-0).

4. Approval of Resolution to Award 30 Bid Packages for New Public Works Facility in the Total Amount of $16,432,074.00

Director Richter stated that on August 1, 2024 bids were received for the construction of the new Public Works Facility.  Frederick Quinn Corporation was responsible for the opening the bids.  A total of 31 bid packages were put out for bidding and FQC received 136 individual bids back.  FQC then reviewed all of the bids to make sure that the contractors met all of the qualifications for this work.  A scope review meeting was held with each contractor to ensure were correct and that they could honor their bid price.

Trustee Curtis expressed relief that the bids came in under budget, Richter stated that FQC did a great job of taking the Village through the process.

Administrator Bosco clarified, stating that the total price of the 30 bid packages at $16,432,074.00 was not the final price for the project.  He stated that it was the total of the bids.  At the next Village Board Meeting in September was when the Guaranteed Maximum Price, which was still being formulated, would be presented.

Mayor Gaffino thanked the Staff for their diligence with the project.

Motion for approval made by Trustee Niedzwiedz and seconded by Trustee Christiansen. Roll Call Vote:  Trustee Niedzwiedz – yes, Trustee Christiansen – yes, Trustee Curtis –yes, Trustee Lowery – yes. Motion approved (4-0).

5. Approval of Construction Manager Contract for New Public Works Facility with Frederick Quinn Corporation

Director Richter reminded the Village Board that on April 12, 2022 the Village advertised a Request for Proposals for Construction Management Services.  Frederick Quinn Corporation was selected.  The Village entered into a two part agreement with them, the first part of the agreement included pre-construction services at the cost of $35,000.  The agenda item was for the second part of the contract, the Construction Administration Services.  This contract would allow them to oversee the building and have a superintendent during the process.  Once the Guaranteed Maximum Price was determined, Richter stated that staff would bring an addendum back to the contract for Board approval.  The addendum would also include the cost for insurance and bonds.  Given the current numbers for the project, staff was estimating the GMP to be around $18 million or less.  The estimated cost of the contract could range from $800,000 to $1,000,000.  Currently, the project was budgeted at $1.1 million.

Administrator Bosco stated that the agenda item was up for approval because the Village was seeking to break ground on the project as early as September 18^th, but the next Board Meeting was scheduled for September 16^th.  Bosco explained that this way FQC would be locked in a contract and they could continue working with the low bidders to get the project rolling.  The contract could be canceled should the Village decide not to move forward on September 18^th, only paying for the work that had been done.

Motion for approval made by Trustee Lowery and seconded by Trustee Curtis. Roll Call Vote:  Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Christiansen – yes, Trustee Curtis –yes. Motion approved (4-0).

6. Consideration of an Ordinance Authorizing the Issuance of General Obligation Bonds (Alternate Revenue Source) Not to Exceed $17,000,000 for the Purpose of Constructing and Equipping a New Public Works Facility in and for the Village

Finance Director Paprocki stated that the debt would be funded with the .5% non-home rule sales tax from the referendum that passed earlier in the year.  The ordinance included a not-to-exceed $17 million.  Staff anticipated that the actual number would be in the $14 million range.  In addition, the ordinance included a reimbursement declaration which would allow the Village to reimburse itself with the bond proceeds for anything spent related to the facility before the bond closing.  Paprocki stated that the next steps would be a publication of this authorizing ordinance and the bond issuance notification act public notice.  At the September 16^th meeting, there will be a bond issuance public hearing, then the bond sale and the final bond ordinance would be adopted at the Village’s October 7, 2024 meeting.

Motion for approval made by Trustee Curtis and seconded by Trustee Lowery. Roll Call Vote:  Trustee Curtis –yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Christiansen – yes. Motion approved (4-0).

7. Approval of Resolution Approving an Engagement Letter with Chapman and Cutler

Director Paprocki stated that the Village had utilized Chapman and Cutler for over 20 years, including the now retired police department bonds and the current outstanding water bonds.  Based on the $14 million dollar issuance, the fees are anticipated to be about $45,000 related to the bond council.

Motion for approval made by Trustee Niedzwiedz and seconded by Trustee Curtis. Roll Call Vote:  Trustee Niedzwiedz – yes, Trustee Christiansen – yes, Trustee Curtis –yes, Trustee Lowery – yes. Motion approved (4-0).

8. Approval of Resolution Approving an Engagement Letter with Speer Financial, Inc.

Director Paprocki stated that the Village had an active Financial Services agreement with Speer Financial, Inc. that dated back to 2014.  Over the years they had assisted the Village with bond issuances, refinancing, and the annual debt disclosure.  Based on the $14 million issuance, the fees were projected to be $36,000 which had been the same fee structure for the past ten years.

Motion for approval made by Trustee Curtis and seconded by Trustee Lowery. Roll Call Vote:  Trustee Curtis –yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Christiansen – yes. Motion approved (4-0).

9. Approval of Ordinance Approving the 3^rd Budget Amendment for Fiscal Year 2023-24

Director Paprocki stated that similar to previous years, the staff liked to come back at the end once all the audit and final adjustments were made, and look at what accounts are over budgeted and an amendment needs to be made.

Paprocki stated that the transfer from the General Fund to the Capital Projects fund was increasing by $2 million to $2.6 million.  The Liability Insurance Fund was increased by a total of $70,225 across three line items due to unemployment taxes being higher than anticipated.  The Tourism Fund was increased by $1,840 for additional North Aurora Days expenses.  The Police Pension Fund had also increased by $45,895 for service pension payments due to more retirements anticipated.

Motion for approval made by Trustee Lowery and seconded by Trustee Curtis. Roll Call Vote:  Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Christiansen – yes, Trustee Curtis –yes. Motion approved (4-0).

VILLAGE PRESIDENT – None

TRUSTEES COMMENTS – None

ADMINISTRATOR’S REPORT – Administrator Bosco stated that the .5% sales tax increase should generate between $1.2 and $1.4 million a year based on estimates, which should be enough to pay the building debt off in a 15 year window.  He also mentioned that the Village paid off the Police Department debt early, saving hundreds of thousands of dollars in interest payments.

VILLAGE DEPARTMENT REPORTS

1. Finance – None
2. Community Development – None
3. Police – None
4. Public Works – None
5. Village Attorney– None

ADJOURNMENT

Motion to adjourn was made by Trustee Lowery and seconded by Trustee Niedzwiedz. All in favor.  Motion approved.

Respectfully Submitted,

Jessi Watkins

Village Clerk