NORTH AURORA VILLAGE BOARD MEETING
VILLAGE BOARD MEETING MINUTES
Monday, September 16, 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 Mark Guethle, Trustee Mike Lowery, Trustee Todd Niedzwiedz, Trustee Carolyn Salazar
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, Village Engineer/Assistant Public Works Director Brandon Tonarelli, Police Chief Joe DeLeo.
PUBLIC HEARING-
Public Hearing Concerning the Intent of the Village to Issue Not to Exceed $17,000,000 of General Obligation Bonds (Alternate Revenue Source) for the Purpose of Constructing and Equipping a New Public Works Facility in and for the Village
Mayor Gaffino opened the Public Hearing, there was no one to speak on the matter, Mayor Gaffino closed the Public Hearing.
AUDIENCE COMMENTS – None
CONSENT AGENDA
- Village Board Minutes Dated 08/19/2024; Committee of the Whole Dated 08/19/2024
- Interim Bills List Dated 08/19/2024 in the Amount of $628.37
- Interim Bills List Dated 09/12/2024 in the Amount of $50,000.00
- Bills List Dated 09/16/2024 in the Amount of $2,134,331.61
Motion for approval made by Trustee Curtis and seconded by Trustee Salazar. Roll Call Vote: Trustee Curtis –yes, Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Christiansen – yes. Motion approved (6-0).
NEW BUSINESS
- Approval to Award Bid for Crack Sealing to Patriot Pavement Maintenance in the Amount of $79,000.00
Public Works Director Richter stated that the purpose of the crack sealing program was to prevent water form infiltrating the base and subbase of the pavement, which can weaken the overall structure of the pavement. The project plans and specifications and letting had been prepared and conducted by Village Staff. The Staff would provide the construction management service for the project. The low bidder was Patriot Pavement Maintenance in the amount of $79,000.00, Motor Fuel Tax Funds were being used for the project, which required IDOT rules and procedures for the award of the contract. Staff had worked with Patriot in the past, whom had done satisfactory work for the Village.
Motion for approval made by Trustee Salazar and seconded by Trustee Lowery. Roll Call Vote: Trustee Salazar – yes, Trustee Christiansen – yes, Trustee Curtis –yes, Trustee Guethle – yes, Trustee Lowery – yes, Trustee Niedzwiedz – yes. Motion approved (6-0).
- Approval to Award Bid for Tree Trimming Project to The Davey Tree Expert Company in the Amount of $36,596.00
Director Richter stated that so far this year Public Works had trimmed nearly 170 trees and had been working on a list of 87 requests from residents. Annually the Village trims the trees that are located on the streets of the road maintenance program. This year the Village had contracted out tree trimming in the Oak Hill and Windstone subdivisions. The Village had $90,000.00 budgeted for contract tree services this year. After receiving favorable numbers back from the road program trimming, staff identified several areas that need trimming during the road maintenance program. Staff had been currently working on a long-term parkway tree trimming program, ranging from five to eight years. Once that program is finalized, it would be brought back before the Village Board for an update. Staff put together an RFP for trimming, the proposal base was Lake Run and Remmington Landings, and part of Tanner Trails. The alternate also included the rest of Tanner Trails and the Mirador Subdivision. Ten companies had picked up the RFP, and the Village received five bids back. The Low bid being from the Davey Tree Expert Company.
Motion for approval made by Trustee Lowery and seconded by Trustee Christiansen. Roll Call Vote: Trustee Lowery – yes, Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Christiansen – yes, Trustee Curtis –yes, Trustee Guethle – yes. Motion approved (6-0).
- Approval of Amended Construction Management Contract with Frederick Quinn Corporation for the New Public Works Facility with a Guaranteed Maximum Price of $18,996,022.00
Director Richter reminded the Village Board that at the August 19th Village Board Meeting the Board approved the enter a construction contract with FQC to keep the project moving along and preventing possible delays before the GMP was determined. Richter stated that at this time the Village had provided the amended contract with the GMP. The GMP was calculated by using the fee structure:
- Base bid from all of the contracts, 2. General Requirements, 3. Constructions Management fees, 4. Bid bonds, 5. Contingency Fees, 6. Insurance, 7. Pre-construction services, 8. Schedule/Resequencing allowance, 9. Extended general conditions, 10. General Conditions.
The guaranteed maximum price comes to a total of $18,996,022.00. The elevator bid was not recommended by the FQC at the time the bid packages were approved previously by the Village Board on August 19th, however the bid amount was used in the calculation of the GMP. Additional funds were also budgeted for the purchase of furnishings and IT equipment that is not included in the GMP. These purchases will be brought back before the Board for future approval, and are also in the budget.
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 Christiansen – yes, Trustee Curtis –yes. Motion approved (6-0).
- Approval of Ordinance Approving the 1st Budget Amendment for Fiscal Year 2024-25
Finance Director Paprocki stated that the budget amendment puts the costs related to the Public Works Facility onto the Village’s budget. The amendment would be the creation of two new funds, the Public Works Facility Capital Projects fund and the Public Works Facility Debt Service Fund to keep those two costs isolated and on their own outside of the regular capital projects fund. The construction costs were established and the associated revenue, the bond proceeds of $14 million that the Village was anticipating and then $4.4 million from the Capital Projects Fund to make up the funding of the building. Staff did put the full cost of the building on there but knowing that the project would not be completed this fiscal year, whatever is not spent this year would be carried over to the next year when the building is finished.
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 Christiansen – yes, Trustee Curtis –yes. Motion approved (6-0).
- Approval of Ordinance Amending Chapter 10.20 of the North Aurora Code Regulating Parking Areas in the Village of North Aurora
Administrator Bosco reminded the Village Board that in 2023 there was a large inventory of no parking signs that had been codified. At that time the elementary schools in the Village had been left out because they have their own section in the no parking code. In February of 2024, the Fearn Elementary principal reached out to the Village and requested “no stopping, standing, or parking on school days” signs on Hartsburg Lane. The code reads that it was supposed to be “no parking” between certain times. The signage and the code did not match. The inconsistencies had been brought forth by a resident. Staff, the police department and School District 129 representatives met at Fearn Elementary to discuss the signage and the schools pick-up and drop off procedures. Based on that discussion, staff was presenting code changes to update and match the signage that was placed around the school. Bosco stated that a similar process had been followed for the areas around Schneider and Goodwin Schools. Bosco presented maps to the Village Board that detailed where existing as well as new signage would be placed and what they would indicate. Administrator Bosco explained that staff wanted to ensure that all of the signage was uniform, so the police department and staff went to the locations and verified all of the signage to ensure that every description in the ordinance matches every sign that was placed. He also stated that the agenda item was essentially a cleanup of the code.
Motion for approval made by Trustee Niedzwiedz and seconded by Trustee Christiansen. Roll Call Vote: Trustee Niedzwiedz – yes, Trustee Salazar – yes, Trustee Christiansen – yes, Trustee Curtis –yes, Trustee Guethle – yes, Trustee Lowery – yes. Motion approved (6-0).
VILLAGE PRESIDENT – Mayor Gaffino thanked staff who were involved in the recent, successful food truck event held in the Village.
TRUSTEES COMMENTS – None
ADMINISTRATOR’S REPORT – Administrator Bosco commented that the Village received a very good price for the tree trimming project and told the Board to expect to see an update on the tree trimming program in conjunction with the road program in October.
Bosco also mentioned that Director Paprocki led a phone call for the Village’s Bond Rating with Standard and Poor, which needed to precede the receiving of the general obligation money, Bosco stated that the call went well and he expected that the Village would receive the same rating or better.
Administrator Bosco also mentioned that the Village had received calls from residents in the Lincoln Valley subdivision stating that their pond had been lower than it should be. He stated that Village Public Works staff was looking into the situation.
VILLAGE DEPARTMENT REPORTS
- Finance – None
- Community Development – None
- Police – Chief DeLeo stated that Saturday, September 21st would be the Police Department’s Community Picnic and Open House from 1pm to 4pm. There would be food, fun, touch-a-truck and meet and greets with police officers.
- Public Works – None
- Village Attorney– None
ADJOURNMENT
Motion to adjourn was made by Trustee Guethle and seconded by Trustee Curtis. All in favor. Motion approved.
Respectfully Submitted,
Jessi Watkins
Village Clerk
