Aurora City government to apply for Garfield Park grant

By Jason Crane

The Aurora City Council unanimously approved a Resolution authorizing the City government to apply for a $600,000 grant from the Illinois Department of Natural Resources for improvements at Garfield Park at the City Council meeting, Tuesday, Aug. 22.

City government of Aurora documents show the City is seeking to utilize this grant opportunity to renovate and modernize Aurora’s Garfield Park on the near East Side of the downtown. This legacy park is an important, yet outdated, neighborhood space, that serves a densely populated area.

Garfield Park is one of the City’s five legacy parks, which includes Wilder Park and McCarty Park, both of which have been beneficiaries of upgrades the last three years, with Wilder Park specifically being a recipient of a recent Illinois Department of Transportation’s Open Space Land Acquisition and Development (OSLAD) award. Garfield Park has not received any significant upgrades in recent years.

At a recent meeting, City officials discussed the opportunity to apply for matching grant dollars through the OSLAD program. Working with the City’s Community Services team, City officials will be host to a series of meetings for community input on park improvements. The second of two community meetings in English and Spanish is set for August 29, at Marywood Community Center, 1805 Church Road. Needed improvements to the Park on the near East Side were identified and will be detailed in the application, which is due August 31, 2023.

Garfield Park consists of a mix of recreational activities, including a playground, baseball fields, a shelter and a gravel parking lot. The proposed improvements, include but are not limited to a new playground, inclusive play equipment, a splash pad, pickle ball courts, street soccer courts, combination turf fields as well an ADA accessible field along with additional parking, a new walking path, bathrooms, a new shelter, signage, and other site furnishings. The City will be seeking the maximum allowable amount of the grant ($600,000) though the OSLAD program, with the remaining funds to be funded through additional funding sources and accounts to be identified. If this application is successful, work on the Park is anticipated to commence in 2025.

The project resulting from this grant opportunity, should it be awarded to the City, will not only enhance the experience of locals visitors from the surrounding neighborhood but will make this legacy park another destination park through increased and improved park amenities.

• Several individuals received the Mayor’s Award of Excellence for their support with the 36th Martin Luther King Back-to-School Bash, Sunday, Aug. 20, in Aurora’s MLK Park. This is the signature event founded by the late alderwoman Scheketa Hart-Burns, who died suddenly this summer after surgical complications.
• Members of Kappa Alpha Psi were in attendance to present $2,500 to Scheketa Hart-Burns Memorial Foundation.
• Mayor Richard Irvin gave an update on the Ward 7 alderperson selection process.

There were 14 candidates, narrowed down to seven, now down to three: Alex Arroyo, Diana Barajas-Gonzalez, and Brandon Tolliver. Mayor Irvin said the City Council will vote on his selection at the September 5 Aurora City Council meeting.

One individual used his voice for the allowed three minutes per person:

Tim Padilla, a sidewalk counselor outside of Planned Parenthood said the building across the street from Planned Parenthood, Waterleaf, doesn’t want sidewalk counselors on their property. Padilla said, in 2010, there was a court battle between the city of Aurora government and Pro-Life Action League for the right to stand on the easement between the two properties owned by Planned Parenthood and Waterleaf.

“We have been standing there for 13 years, and now, ironically enough, Eric Scheidler, (from the Pro-Life Action League) he’s decided that we shouldn’t stand there. He said, they have a new set of rules that in order to be on their property, not in the street, in the grass, we have to take a class at Waterleaf, to which they will tell us what we can say and not say. If we want to take a sign, what that sign should say or not say. I’ve already talked to several lawyers and every single one of them said this appears to be a definite breach of the First Amendment right.

“September 1, they’re going to have the Police Department arrest anybody who’s going to be there that does not have a patch.”

Padilla warned that several individuals will be arrested for freedom of speech.

The meeting can be viewed on the city government of Aurora’s YouTube page by clicking here.

The City Council approved the following agenda items:

• Approved was a Resolution authorizing a first omnibus amendment, assignment and termination to HOME-2021-02 that allows for the continued development of the Todd School, 100 Oak Avenue, and the Lincoln School, 631 South Lake Street, by setting forth amended terms regarding the redevelopment as affordable housing.

Alderman-at-large Ron Woerman, and Third Ward alderman Ted Mesiacos, left the room due to involvement with the development. They came back for the next agenda item.

City government of Aurora documents show the purpose of this proposed modification is to clarify the language in the development’s executed agreement to further comply with the regulations set forth in the current federal HOME Investment Partnerships Program (HOME) Rule, 24 CFR Part 92 funded through the Department of Housing and Urban Development (HUD). Over the past few months, City staff members, in consultation with the developer and its HUD partners from the Chicago HUD Field Office and HUD Headquarters in Washington D.C. received guidance on a modification that will not negatively impact the development of both sites or disrupt the project’s construction time frame.

Development agreement HOME-2021-02 was approved by City Council on January 5, 2022, R22-017 and R22-018 to construct a mix of studio, one, two- and three-bedroom units, totaling 47 units in three buildings, and approximately 5,000 square feet for the construction of a public health facility which will provide community benefits in the form of free and subsidized care, and community-based initiatives for the exclusive use of residents of the District with school-age children. HOME funding provided by the City was included as gap-financing as a source for related construction and soft costs associated with the affordable housing component of the development.

In April 2023, during the construction phase of the development, City staff members requested technical assistance from HUD to set up the required long-term compliance and reporting tables to track accomplishments, data on clients served, and to draw down on HOME funds. In reviewing the agreement, HUD staff members requested a technical modification to the structure of the agreement so that HOME funds are being directly provided to the property owner entity, rather than to the developer for the use and benefit of the property owner. The current structure is a tri-partner agreement with the City, the entity of Visionary Ventures NFP Corp (developer), and the entity of Fox Valley Apartments LP (property owner). If approved by City Council, this item will remove the developer from the flow of funds documentation so that the funds are shown as being provided by the City directly to the property owner.

HUD has requested this action from the parties to the agreement to bring the agreement into strict compliance with HUD’s recent interpretation of HOME regulations.

City staff members, along with representatives from the developer and HUD staff members have identified a simple solution to this matter so that the HOME funding documents show the funds flowing directly from the City to the property owner. The modification takes the developer out of the flow of funds, as requested by HUD and is simply a loan documentation issue that will not pose a negative impact to the development of either site (which includes the healthcare center at the Todd site), or disrupt the timeframe of construction. HOME funds are just one of eleven sources that has been utilized for this development and modifications to the approximately 30+ other non-HOME fund executed documents is not required.

This modification to the Redevelopment Agreement will not change the following terms set forth in the original agreement:

-HOME funding provided to this development will remain unchanged.

-Rent limits and utility allowances based on income limits and bedroom size will remain unchanged.

-The affordability term of 30 years from the date of full lease up will remain unchanged.

-The ability of the City to enforce the requirements of the HOME Program and the ability to monitor assisted tenants over the next 30 years will remain unchanged.

HOME Program General Information:

Todd School was built in 1934, and is northwest of downtown Aurora on 1.12 acres. The school is being redeveloped to accommodate 11 units on two stories.

Lincoln School was built in 1892 on the southwest side of Aurora and sits on 2.69 acres. The property will house 36 units including 14 in the existing building and 22 in a newly constructed building.

The HOME Program provides grants to states and localities that communities use, often in partnership with local for-profit and non-profit groups, to fund a wide range of activities including building, buying, and/or rehabilitating affordable housing for rental units, homeownership, or providing direct rental assistance to low-income households. HOME is the largest federal block grant to state and local governments designed exclusively to create affordable housing for low-income households. HOME funds are awarded annually as formula grants to participating jurisdictions including Aurora and surrounding counties. The program’s flexibility allows states and local governments to use HOME funds for grants, direct loans, loan guarantees, and other activities.

Affordability is defined by HUD in terms of the percentage of the “median family income” (MFI) within a defined geographic area; Aurora is included in the Chicagoland region to determine affordable rent and income limits.

In general about 30% of the units (17) to be delivered will be reserved for individuals or families that earn 30% of the median family income ($33,100 for a family of 4) and about 70% of the units will be rented to individuals or families that earn 60% ($66,180 for a family of 4) of the area median family income. Qualified tenants will earn in the range of $15,900-$63,000 annually.

The range of rents is from about $423 per month to $1,284 per month with the average rent being about $968 per month. The rental population will come primarily from existing Aurora residents with five units designated for tenants that come from the Statewide Referral Network (SRN). SRN units are targeted for households earning at or below thirty percent (30%) of the median income.

The development of 47 additional affordable units and construction of a local public health facility will help the administration reach its goals of providing new or redeveloped affordable housing units in a neighborhood that offers a wide range of City services for the City’s underserved population.

• Approved was an Ordinance Annexing of Jericho Road, being 1.24 acres, between S. Edgelawn and Athena Road to the City of Aurora, Ill.

The Petitioner, village of Montgomery government, is requesting the annexation of Jericho Road between S. Edgelawn Drive and Athena Road.

City government of Aurora documents show the city of Aurora and the village of Montgomery approved an amendment to the intergovernmental agreement by Resolution R20-145 on July 28, 2020. As part of the Agreement, the Village of Montgomery agreed to de-annex Jericho Road right-of-way near S. Edgelawn Drive and the city of Aurora government agreed to annex this portion of Jericho Road right-of-way. Early the year, the Village of Montgomery recorded the de-annexation this portion of the Jericho Road.

Therefore, the Village of Montgomery is now requesting the annexation of a portion of Jericho Road between S. Edgelawn Drive and Athena Road, being 1.24 acres.

Staff members have reviewed the annexation ordinance petition and have determined that it meets the applicable codes and ordinances.

Policies and guidelines:

The staff members’ evaluation and recommendation are based on the following physical development policies:

10.0 To provide for the orderly, balanced and efficient growth and redevelopment of the City through the positive integration of land use patterns, functions, and circulation systems. To protect and enhance those assets and values that establishes the desirable quality and general livability of the City. To promote the City’s position as a regional center.

11.1(5) To guide and promote development to areas where public utilities, public roads and municipal services are either available or planned.

11.1(3) To encourage new development contiguous to existing development.

• Approved was a Resolution authorizing the endorsement of the 2021 Climate Action Plan for the Chicago Region.

The purpose is to support municipalities in their efforts to affect climate action by endorsing the 2021 Climate Action Plan.

City government of Aurora documents show Aurora has long been a leader among cities in the Chicago region, and specifically in the Fox River valley, that see the value and importance of climate action for their citizens, communities and built and natural environments.

The City has a long history of honors, strategic comprehensive plans, endorsements, regional-national and international partnerships aimed to making a commitment that Aurora will strive to

to mitigate its greenhouse gas (GHG) emissions contributing to climate change, targeting a reduction of its carbon footprint. In 2009, the city of Aurora published its first Sustainability Plan, which was designed to be a long-range plan for enhancing the quality of life for present and future generations of Aurorans through sustainable practices. Many of the recommendations of that original plan were implemented, particularly those that the City government could implement and use to lead by example. The City then approved enhanced strategies, priorities, goals, actions, directions, and practices by passing the 2019 Sustainability Plan.

The City, proud member of the Metropolitan Mayors Caucus, was part of the 2021 Climate Action Plan making process.

The Climate Action Plan for the Chicago region establishes a roadmap for bold action and represents a vanguard of next generation CAPs anchored in inclusion, collaboration, and good use of alternative funding. Built around five pillars and associated strategies and actions, the plan will deliver multiple, meaningful benefits to more than 2.8 million residents in 77 distinct communities.

Increase access to utility savings and renewable energy, prioritizing households

Build circular economies to create jobs and reduce waste

Deliver a robust zero-emission mobility network that connects communities and improves air quality

Drive equitable development of a clean-energy future

Strengthen communities and protect health

The city aims to achieve these goals through ranging strategies that include enabling building and personal vehicle electrification; making walking, biking or transit viable options for all trips; encouraging equitable transit-oriented development and enabling zero-emission transit and fleets; decommissioning fossil power; and enabling adaptation to climate impacts. The co-benefits of these strategies to communities will be realized as economic inclusion and savings, reduced pollution burden, equitable access to critical infrastructure and natural spaces, community health and resilience, and ensuring a just transition to renewable energy.

By endorsing the CAP, Aurora will be able to identify, and form an equitable strategy to address, their biggest sources of emissions and their climate risks. By approving this resolution, the City will competitively pursue funding sources.

The Climate Pollution Reduction Grants (CPRG) program, featured by the Environmental Protection Agency (EPA), will provide grants to states, local governments, tribes, and territories to develop and implement plans for reducing greenhouse gas emissions and other harmful air pollution. Section 60114 of the Inflation Reduction Act provides an investment of $5 billion to support efforts by states, municipalities, air pollution control agencies, tribes, and groups thereof to develop and implement strong, local greenhouse gas reduction strategies. This two-phase grant program provides funding of $250 million for noncompetitive planning grants, and $4.6 billion for competitive implementation grants.

Approving the resolution will allow the city of Aurora to be eligible for funding opportunities in connection with EPA’s Climate Pollution Reduction grants.

• Approved was a Resolution authorizing a limited operator agreement with Stange Aviation, LLC at the Aurora Municipal Airport for a period of one year.

To purpose is to obtain Aurora City Council approval of a limited operator agreement between the city of Aurora government and Stange Aviation, LLC.

City government of Aurora documents show Stange Aviation, LLC is a newly created company owned by John Stange, Jr. whose background is in professional motorsports, manufacturing and business management.

Stange Aviation, LLC was formed to augment its racing operation by providing a flight department, air freight services, charters and other aviation services related to motorsports.

Stange Aviation, LLC will operate out of REVV Aviation’s FBO facility. REVV has approved the allowable activities requested under this agreement.

This operator agreement is for a term of one year and allows for four successive one-year extensions under the same terms. The agreement guarantees a minimum rent amount of $625 per month or $7,500 per year.

The approval of this agreement will be beneficial to the City of Aurora by allowing the City to collect rent from this business.

• Approved was an Ordinance making minor amendments to the redevelopment plan and project for the city of Aurora proposed River Vine Tax Increment Financing District.

City government of Aurora documents show this amendment proposes the reduction of the terms of the proposed River Vine Tax Increment District from 23 years to 20 years.

The creation of this TIF District is required by an existing RDA approved by the City Council in Resolution R22-223 July 26, 2022, between the city of Aurora and a private developer for the highly visible redevelopment on the west bank of the Fox River of the parking lot at 309 North River Street.

As part of the cooperative and transparent process of creating a TIF District, City staff members met with the associated public school district administration, which for this property is West Aurora School District #129, to discuss the proposed TIF District and the specific RDA. School District #129 asked if the TIF could be reduced from the allowable 23- year term to a 20-year term. Once City staff members determined that the project approved in the RDA could meet its funding needs with a 20-year term, staff members agreed to the lesser term. Previous Legistar memoranda have also come before Council that calls for this proposed term to be 20 years.

Reducing the term of the River Vine TIF District will not impede the redevelopment of the Westbank project. In addition, it shows the City’s cooperation and willingness to work with other taxing districts.

The changes include the following:

page 26, line 17 of the River Vine TIF Redevelopment Plan, third paragraph of the “Sources of Funds to Pay Redevelopment Project Costs”: “ 2021 tax year for the RPA” is changed to read “ 2022 tax year for the RPA”.

page 26, line 30 of the River Vine TIF Redevelopment Plan, sixth paragraph of the “Sources of Funds to Pay Redevelopment Project Costs”: “ Any and all obligations issued by the City pursuant to this Plan and the Act shall be retired not more than twenty-three (23) years” is changed to read “ Any and all obligations issued by the City pursuant to this Plan and the Act shall be retired not more than twenty (20) years.

page 26, line 32 of the River Vine TIF Redevelopment Plan, sixth paragraph of the “Sources of Funds to Pay Redevelopment Project Costs”: “the collection of incremental property tax revenues from the completion of the twenty-third year” is changed to read “the collection of incremental property tax revenues from the completion of the twentieth year”

page 26, line 33 of the River Vine TIF Redevelopment Plan, sixth paragraph of the “Sources of Funds to Pay Redevelopment Project Costs”: “ with taxes collected in the twenty-fourth year…” is changed to read “ with taxes collected in the twenty-first year…”

page 26, line 35 of the River Vine TIF Redevelopment Plan, sixth paragraph of the “Sources of Funds to Pay Redevelopment Project Costs”: “ may not be later than twenty (20) years from their respective date of issuance” is changed to read “ may not be later than twenty (20) years from their respective date of issuance or termination of the TIF District, whichever is sooner”

Approval of the ordinance will reduce the life span of the proposed River Vine TIF District from 23 years to 20 years.

Staff members recommend approval of the ordinance making minor amendments to the redevelopment plan and project for the city of Aurora proposed River Vine Tax Increment Financing District.

• Approved was a Resolution authorizing the purchase of one 2026 E-ONE Cyclone 95’ Rearmount Platform Aerial with $30,000 garage set up fee, for a total of $1,731,568.00.

City government of Aurora documents show this purchase will be the new Truck 6 at Fire Station 8. Ordering now will avoid any future pricing increase. Payment will not be due until delivery in 2026.

The Aurora Fire Department routinely replaces vehicles that are nearing or exceeded their service life for front line vehicles moving them to reserve status then replacing the older outdated reserves. This replacement has been recommended by Equipment Services. The current Truck 6 is a 2012 with 44,699 miles. The reserve arial platform that the Fire Department is using is a 1998 with 40,431 miles. In order keep the replacement on the correct sequence an order needs to be placed now to ensure that delivery of this vehicle will be in 2026.

Fire Service Inc. is the area dealer for the Aurora Fire Departments vehicles. The city of Aurora last purchased a truck from Fire Service Inc. in June of 2020. The vehicle pricing is secured through the Houston-Area Council Cooperative Purchasing Program (H-GAC), allowing the Aurora Fire Department to purchase the truck at a group rate at a 7.3% discount.

Build times for fire service equipment have been getting longer due to a back log of orders delayed by the pandemic and supply chain issues. E-ONE’s current projections are 33-34 months from the time of ordering to delivery.

Funds to pay for this truck will be provided for in future City budgets. The exact method of financing the purchase will be determined based on the most advantageous method when the appropriate year’s budget is prepared.

Payment of the truck will not be due until delivery of the unit and a decision package will be submitted for 2026 in account 255-3033-422.75-10. In addition, $30,000 will need to be budgeted in account 255-3033-422.38-89 for the setup of the vehicle for a total price of $1,731 .568.00.

This purchase will allow the Fire Department to continue to provide the emergency services that the resident have come to trust and expect from the Fire Department. Preordering the truck now locks in the pricing, avoiding future increases, and helps plan and budget for the future. Maintaining a fleet of functional front line and reserve equipment is a corner stone to the AFD.

• Approved was a Resolution authorizing the mayor and city clerk to execute a not-to-exceed agreement in the amount of $55,500 between Crawford, Murphy and Tilly, Inc. and the city of Aurora for professional design services for the Airport Snow Removal Equipment Acquisition Project.

The purpose is to obtain approval to enter into a consultant agreement with Crawford, Murphy and Tilly, Inc. to provide engineering services associated with the acquisition of Snow Removal Equipment (SRE) for the Aurora Municipal Airport.

City government of Aurora documents show in November of 2021 the president signed H.R.3684, the Infrastructure Investment and Jobs Act commonly known as the Bipartisan Infrastructure Law (BIL). In anticipation of these funds, the Aurora Municipal Airport modified its Capital Improvement Plan on file with the Illinois Division of Aeronautics (IDA) to incorporate projects that wouldn’t ordinarily be eligible under the usual Airport Improvement Program. Snow removal equipment and snow removal equipment storage building rehabilitation were added to take advantage of the BIL funding opportunity.

In May of this year, City officials received notification from the IDA that the funding request for snow removal equipment had been approved and programmed.

The equipment desired is:

Front end loader and loader-mounted wing blade attachment.

Tandem plow truck with high wing blade and dump body with spreader attachment.

Tractor with high speed spreader blade.

In order to qualify for funding, City officials are required to use an aviation consultant which has gone through the IDOT Division of Aeronautics’ selection process. IDA is the agency administering these federal funds.

The estimated cost for this equipment is $1,730,000 with Aurora’s local share being $86,500 or 5% of the total project cost.

City officials have budgeted funds for this project under CIP D-056 in account number 504-4454-433.74-48 under the 2024 FY budget. This project is unique in that the City of Aurora will be required to front-fund the entire project cost and be reimbursed through the Division of Aeronautics. It is anticipated that the City government will pay Crawford, Murphy and Tilly, Inc. for their services out of the 2023 budget which will require a budget transfer.

This purchase should have no adverse impact to the City of Aurora. Rather, it will reduce the ultimate financial burden to the City by utilizing federal grant money through the BIL funding opportunity.

• Approved was a Resolution authorizing the director of the Purchasing Department to execute various contracts to purchase and/or rent holiday lighting decorations for use throughout the downtown in various wards in an amount not to exceed $132,000.

City government of Aurora documents show each winter, downtown Aurora comes alive with various decorations, displays and lights designed to draw visitors, residents and out of towners alike, and support Aurora’s local business community by creating a holiday destination. As the downtown continues to redevelop, the importance of attracting new visitors and encouraging other visitors to stay longer and explore downtown Aurora grows.

The City has enjoyed a long and successful partnership with Aurora Downtown who has served as the primary entity managing holiday décor in the downtown with support from the city. The City has been working steadily to increase participation and enhance the holiday décor to create more of an experience for downtown visitors. By creating an inviting environment and encouraging people to explore the downtown through enhanced holiday decorations and lighting, visitors will stay longer, visit more shops and restaurants, and enjoy everything the downtown has to offer.

Entering the City’s second year as host to the Christkindl Market, which attracted 150,000 visitors to Aurora in the winter of 2022, there is more opportunity than ever to make Aurora a must-visit destination. In addition to the Christkindl Market, the City of Aurora sees many visitors throughout the winter to attend shows at the Paramount Theatre, Copley Theatre, Riverfront Playhouse or The Venue and visit the Festival of Lights at Phillips Park. Investing in the downtown holiday lighting and creating an interactive experience will add a new element and attract even more visitors to the city. Notably, the City has not made any significant financial investment in new decorations for several years; as a result, staff members have spent considerable time and effort throughout the first half of 2023 to determine how to best supplement the current décor. This process has been done in conjunction with Aurora Downtown with the goal of creating a cohesive environment and continue a partnership.

Staff members are recommending purchasing new displays for three new areas downtown and purchase additional lighted spheres to supplement the existing spheres in the downtown. In addition to the purchases, City officials are proposing to rent a display for the greenspace across from City Hall, some smaller displays to spread throughout the downtown and pre-lit wreaths to place on the streetlights along Broadway Avenue and River Street.

A great deal of research has been done to identify not only the locations in need of additional décor, but also the proper displays for each location. The identified purchases were vetted by staff members from both the City and Aurora Downtown to ensure they are of the desired quality and the proper aesthetic for each location. Due to the amount of time it took throughout the first half of 2023 to determine how to move forward and what products are needed, there is little time left to publicly bid the purchase and acquire the items for this winter. In accordance with City Procurement policies, public bidding is always encouraged but in certain circumstances bidding can be waived by the City Council in accordance with section 2-335c of the City Code; moving forward in this manner will allow the city to reserve these decorations in a timely manner. The vendor is actively taking orders and only has a limited supply; if the city does not reserve their decorations soon, they may become unavailable as they are sold or rented to other municipalities. Now that the direction forward is set, rental agreements will be established earlier in 2024 to avoid this issue in the future. In addition to those purchases, the GOBO projectors will be purchases through a cooperative purchasing program and Hazelton Carpentry will be asked to build addition spheres, similar to the ones they created previously and have been deployed throughout town. Staff members are requesting authorization for the director of the Purchasing Department to rent and/or purchase materials in the not-to-exceed amounts listed below:

Hazelton Carpentry – $10,000 to fabricate and furnish new lighted spheres

B&B Services, Inc. – $55,000 to purchase new displays

B&B Services, Inc. – $32,000 for rental displays and rental wreaths (for streetlights)

Graybar, Inc. – $15,000 for two GOBO projectors for building illumination displays

Additional misc. purchases/rentals – $20,000 (smaller misc. purchases from local stores, other rented displays and creation of wayfinding signage)

Total Authorization of $132,000

The funds for this were previously approved by council for use on other downtown decorations this summer. The expenditures for summer decorations were less than expected and the surplus from that allocation can be used for these purchases. Account 101-1405-450.53-14 has an unencumbered balance of $146,507.09 which is available for use to upgrade and enhance the downtown holiday decorations.

The prices reflect purchases and rental of decorations; the labor associated with the installation will be provided by the city of Aurora Public Works Department, including the Streets Maintenance, Downtown Services, and Electrical Divisions.

• Approved was a Resolution authorizing the director of the Purchasing Department to enter into an agreement with F.H Paschen, S.N. Nielsen & Associates, LLC in the amount of $58,688.75 to retrofit opening windows at Fire Station 8.

City government of Aurora documents show this was a decision package for 2023. The work will be performed through F.H Pashen with a budget of $58,668.75

The windows do not open at all except for 2 very small windows in the main office. There is no way to air out the station, including the bunk room, work out area, and kitchen.

During the pandemic this issue became more than a unpleasantry, putting members at a higher risk of transmission, due to the inability to air the station out. The bunk room only has doors at each end to ventilate it. One of the doors leads to the bay floor, this air is not supposed to be introduced to the bunk room due to increased cancer risks associated with the rigs and gear.

The Aurora City Council approved this project as part of a decision package for the fiscal year 2023. Through the City’s Job Order Contracting Services Program, F.H. Paschen, S.N. Nielsen & Associates, LLC, (R20-221) City officials received a quote to retrofit the existing windows. Per the JOC program, all contractors use the same RS Means scale to price the services, the City receives a 7% discount from the cost. The budgeted cost for the scope of work is $58,668.75.

Funds are available for this project in account 340-3033-422.38-05.

This project will improve the working conditions for the firefighters at Station 8. As well as lowering the transmissions risks of air borne pathogens to the Firefighters and the public and decrease the cancer risk for the members of the Fire Department.

• Approved was a Resolution authorizing the director of the Purchasing Department to execute a contract with Tatisco, Inc., Yorkville, Ill., in the amount of $71,000.00 for the installation of two new jumbotron mounts at RiverEdge Park in Ward 1.

City government of Aurora documents show the 2023 budget includes various upgrades and modifications to RiverEdge Park, a premiere outdoor music and event venue on Illinois Route 25 in Ward 1. One of the budgeted items for the park this year is to install two new structural steel mounts for new jumbotrons on the left and right sides of the stage at RiverEdge Park.

RiverEdge Park, which is owned by the city of Aurora government and managed by the Aurora Civic Center Authority (ACCA) is home to numerous events throughout the year. To ensure that it continues to be a premiere destination for performers and other events, the City has continually been working with ACCA to identify and implement upgrades and improvements to the park. One of the identified improvements is to replace the existing jumbotrons at the park, and install two new jumbotrons. At these new locations, the existing stage structure will need to be modified in order to mount the screens. The purchase of these new jumbotrons is underway, with final council approval anticipated for the City Council meeting on 8/8. The approval of this contract will allow for the fabrication to commence for the structural modifications at the stage to facilitate the installation while the new screens are fabricated.

This purchase will enhance the experience for the patrons that attend RiverEdge Park each year. Funds for this $71,000 purchase are included in account 354-4440-451-73-43 (A062). The project was advertised publicly with bids due at 10:00 a.m. July 19, 2023, with no bids received. In conformance with the City’s procurement procedures, a quote was requested directly from this vendor. ACCA had previously bid this project, with this vendor providing the low bid both times, which is why this vendor was contacted directly. This vendor has previously completed numerous successful projects with the city. The recommended award amount includes the quoted price along with a contingency of $10,000 to account for any issues discovered upon commencement of construction.

The installation will be scheduled to minimize impact to the events at the park.

• Approved was a Resolution authorizing the approval of service agreement between Selectron Technologies and the city of Aurora for SelectTXT, a texting interface, with TRAKiT system.

City government of Aurora documents show the reason for this purchase is to provide city government of Aurora customers, both constituents and contractors, increased flexibility in scheduling inspections, reviewing results, and following permit progress throughout the course of their project. In addition, the product will provide staff members with additional tools to reduce wait times and provide better overall customer service.

This request stems from the frequent complaints, mostly from contractors, about the need to more quickly and easily setup inspections. When doing work in the field contractors do not typically have ready access to computers and web applications for the City’s system can be difficult to navigate on a phone’s web browser. Contractors will then try to call into the City’s office to schedule various inspections, sometimes across multiple permits, tying up clerks for long periods of time, which results in unanswered phone calls, emails, or people waiting in the lobby. Nearly all of them frequently communicate with inspectors and other staff members through text messages because of the convenient access of their cell phones and speed of communication.

The overall benefit of this project will be to provide additional means to communicate with the Building and Permits Department when phones are busy, or computers are unavailable at a job site. It will also provide immediate results to contractors so they know when they can schedule their next inspections, or what items caused a failure and thus need correction. In addition it should help with the availability of clerks to help out customers with more complex problems, as they will be less frequently tied up scheduling sequences of inspections or providing inspection results over the phone or email.

The initial cost of the project will be $22,500. Then there is a $8,000 per year service contract for 5 years. The initial year of the maintenance agreement is credited $3,000 from the initial startup cost. The total cost of the project comes in at $59,500.

Funding for the services would come from account #101-1820-424.38-11.

Funds are available in the amount of $27,000.

Selectron is a Strategic Alliance Vendor with CST due to product type and interface with TRAKiT. They are the only company with an established IVR interface with CST

This product will increase the capability of the Development Services Department, most especially the Building and Permits Division, to provide outstanding customer service and better facilitate the increasing demands of development in the City of Aurora. It will also provide another layer of communication between the departments and customers to additionally ensure the communication of information. All of this should lead to better and more efficient building practices in the City of Aurora both for customers that use this service and those that do not. In addition, clerks will have increased availability to address concerns customers may have with property standards, planning and zoning or economic development questions.

• Approved was a Resolution to award the Rural Street and Wood Street Drainage Improvements project in Ward 1 to Stokes Excavating Inc. in the bid amount of $118,310.00.

City government of Aurora documents show the purpose is to improve drainage issues at 1025 Rural Street and 845 Wood Street.

Closures of entrances to the business will be kept to a minimum during construction.

Four bids were received, opened, and read aloud on July 26, 2023. The lowest responsible bid in the amount of $118,310.00 was submitted by Stokes Excavating Inc. The drainage improvements will be funded with account 280-1852-512-8101 ($90,000.00, B010) which has a 2023 budget amount of $200,000 and account 280-1852-512-8123 ($28,310.00, B037) which has a 2023 budget amount of $1,085,000.

This project was subject to the Local Preference Ordinance, however no local contractors submitted.

There will be lane closures on each of these local roads during the duration of the project. Impacts to traffic and residents will be kept to a minimum.

• Approved was a Resolution to award the Broadway Avenue Water Main Improvement project in Ward 2 to Berger Contractors, Inc. in the bid amount of $2,075,307.33.

City government of Aurora documents show the purpose is to replace the existing 14” water main with new 16” ductile iron water main on Broadway Avenue which has broken several times and has a high risk of future failure due to its age. It is also desirable to replace the water main ahead of proposed roadway improvements to potentially be constructed in 2024.

Closures of entrances to the business will be kept to a minimum during construction.

Five bids were received, opened, and read aloud on July 26, 2023. The lowest responsible bid in the amount of $2,075,307.33 was submitted by Berger Contractors, Inc. The water main improvements will be funded with account 510-4058-511-73-02 (IC076 and IC080) which has a 2023 budget amount of $11,950,000.00.

This project was subject to the Local Preference Ordinance, however no local contractors submitted.

City staff members are working with IDOT to obtain a permit for proposed lane closures during construction. The water main will be in the two southbound lanes. Traffic will be limited to one lane in each direction during construction. Water shutdowns during the project will be planned and residences/businesses will be notified to minimize impact. Impacts to traffic and residents will be kept to a minimum.

• Approved was a Resolution authorizing the director of the Purchasing Department to increase an existing purchase order with Rubino Engineering, Inc., 425 Shepard Drive, Elgin, Ill., to an amount not to exceed $80,000 to provide professional foundation materials testing services for the Public Works Combined Maintenance Facility project.

The purpose is to increase an existing purchase order with Rubino Engineering, Inc., 425 Shepard Drive, Elgin, Ill., to an amount not to exceed $80,000 to provide professional foundation materials testing services for the Public Works Combined Maintenance Facility project

City government of Aurora documents show the Public Works Department is looking to consolidate the personnel and equipment from a handful of maintenance divisions (Electrical, Streets, Fleet, Water and Sewer, and Water Meter Maintenance) into a new, combined maintenance facility on a 25.4-acre city-owned parcel near Liberty and New York Streets.

Beginning in late 2019, as part of the preliminary design of this project, Rubino Engineering was selected in late 2021 to provide Geotechnical testing and analysis of the onsite soils, including recommendations for how to prepare the site for the proposed development.

Providing these recommendations made Rubino the logical and best choice to subsequently provide observation and materials testing (professional) services during the soon to be completed sitework and mass grading of the site. Since the frequency of site visits (and subsequent cost of professional services) was heavily dependent upon the pace of the contractor and conditions onsite, determining a precise budget was not feasible. Therefore, an initial Purchase Order for materials testing services was opened for $25,000 and subsequently increased to an amount not to exceed $50,000 once it was warranted. As of the date of the latest invoice (July 19, 2023), Rubino has provided $35,527.75 in materials testing services.

Since the completion of site work and the upcoming commencement of foundation construction for the primary building will overlap, it was determined that the City will see a cost savings by using Rubino to observe and test the foundations (verify soil bearing, rebar, and test/sample concrete) since they will already be onsite finishing the sitework materials testing for which they are under contract. In addition to the cost savings of not having multiple testing consultants onsite at the same time, utilizing Rubino for foundations materials testing is also advantageous since Rubino’s previous involvement with these soils onsite makes them uniquely familiar with the site and qualified to verify soil bearing.

It is worth noting that all above ground Structural Special Inspections required for this project (including structural steel, masonry, etc.) will be provided by a separate firm to be selected through a Qualifications-Based Selection process is underway. Rubino Engineering does not provide Special Inspection services.

This contract in the amount not to exceed $80,000 will be paid using account number 354-4010-417.72-01 (Capital Outlay-Bldg Purch/Cost of Building/GO Bonds) (C114), which has a remaining 2023 budget of $2,055,874.25.

Not conducting foundation materials testing jeopardizes the structural integrity of this new facility and Rubino is uniquely familiar with the site and qualified to provide these services.

• Approved was an Ordinance amending Sec. 2-125 of the Code of Ordinances pertaining to meetings of the standing committees of the City Council for cancellation of committee meetings in certain circumstances. .

The purpose is to require a chairperson of a standing committee to cancel meetings which would essentially be held for the sole purpose of approving minutes of a previous meeting.

City government of Aurora documents show when the City Council reorganized its committee system in 2019, expanding from four standing committees to five, it attempted to provide each of the committees jurisdiction over approximately the same amount of legislation. While this approach has worked, not every committee is equally busy at all times of the year, and from time-to-time, a committee may not have any business to conduct at a regularly scheduled meeting other than to approve the minutes of an earlier session.

The City Code vests standing committee chairpersons with the authority to cancel meetings but does not supply any guidance as to when this authority is best exercised. Some standing committee chairs have routinely cancelled meetings when no agenda items were present, while others desired to hold meetings on a regular, predictable schedule because, at a minimum, they afford an additional opportunity for public comment or for the committee to informally discuss a topic when no legislation is pending.

At the request of the Rules, Administration, and Procedures Committee, the Law Department has prepared an amendment to Sec. 2-125(b) of the Code of Ordinances to provide that a committee chairperson shall cancel a meeting of his or her committee if there are no business items on the agenda, other than the approval of the minutes of a previous meeting unless otherwise required by law. The Open Meetings Act provides that “a public body shall approve the minutes of its open meeting within 30 days after that meeting or at the public body’s second subsequent regular meeting, whichever is later.”

Approval of this Ordinance establishes that the official policy of the City is that its standing committees may not meet for the sole purpose of approving minutes, essentially removing any uncertainty as to whether a committee chairperson should do when presented with an agenda containing no other business items. The chairperson, however, retains the discretion to add items to an otherwise “empty” agenda to discuss and if he or she does so, the obligation to cancel the meeting would no longer apply.

Practically speaking, routine cancellation of “minutes only” meetings does conserve City resources, including staff member time, that would otherwise be dedicated to managing the meeting – including publishing an agenda, attending the meeting, creating an additional set of minutes, and now – ensuring that the meeting is made available through various media.

Moreover, because the complete audio (and now video) of standing committee meetings are continuously available to the public, the public’s need to rely on meeting minutes as the exclusive record of what occurred at a standing committee meeting is greatly diminished. Though meeting minutes continue to be the official record of the transaction of business, there are far better, more detailed and much more immediate ways for the public to learn of the work of the standing committees. So long as the minutes of the standing committees are eventually approved in the manner required by the Open Meetings Act, the committee’s obligations are satisfied.

Recommendations:

That the Council deliberate upon the proposed amendment and take the action it deems most appropriate.

• Approved was an Ordinance deleting certain property from the redevelopment project area for the city of Aurora Tax Increment Financing District No. 3 necessary for the creation of the Cross Street Tax Increment Financing District.

City government of Aurora documents show as a part of the creation of the Cross Street TIF district, the City government must remove the properties designated in the new TIF from the current TIF #3.

The creation of the Cross Street TIF District is part of an existing RDA, approved on March 4, 2023 (resolution R2023-076, Legistar #23-0190), between the City of Aurora and JH Real Estate for the property at 110 Cross Street. The property is immediately adjacent to the City’s Downtown Fringe, generally bordered on the south by a property fronting Gale Street, on the east by River Street, on the north by Cross Street, and on the west by Middle Avenue. At this time, the Cross Street TIF District is within the City’s existing TIF # 3.

The Joint Review Board, composed of all taxing bodies with taxing authority on the property, met on July 7, 2023, and unanimously recommended the creation of the new Cross Street TIF District.

The creation of the Cross Street TIF District will be accomplished through a multi-step process involving the approval of the ordinance, the holding of a public hearing (held at the August 8, 2023, City Council Meeting), and the adoption of three separate ordinances at a future City council meeting to create the Cross Street TIF District.

The adoption of this ordinance will allow for the next steps in the creation of the Cross Street TIF District to be completed.

• Approved was an Ordinance deleting certain property from the redevelopment project area for the city of Aurora West River Area Tax Increment Financing District No.5.

City government of Aurora documents show as a part of the creation of River Vine TIF, the City must remove the properties designated in the new TIF from the current TIF #5.

The creation of River Vine TIF is part of an existing RDA between the City of Aurora and a private developer for the highly visible redevelopment of the west riverbank, 309 N River Street (Windfall) project. The creation of this TIF District will continue this redevelopment within key parcels.

The Joint Review Board, composed of all taxing bodies with taxing authority on the property covered by TIF #5, River Vine TIF met April 6, 2023, and unanimously recommended the creation of River Vine TIF.

The creation of River Vine TIF will be accomplished through a multi-step process involving the approval of the ordinance, the holding of a public hearing (August 8, 2023, City Council Meeting), and the adoption of three separate ordinances at a future City council meeting to create River Vine TIF.

The adoption of this ordinance will allow for the next steps in the creation of the River Vine TIF to be completed.

• Approved was a Resolution authorizing the purchase of replacement and additional vehicles for the City of Aurora fleet, for $526,000.00.

City government of Aurora documents show the purpose is to ensure that City government divisions have adequate vehicles to perform their missions safely and effectively.

There are several vehicles that are authorized for purchase in the City’s 2023 budget that remain to be ordered. Due to ongoing global supply and labor shortages, increasing emissions standards, and electrification initiatives, automotive manufacturers have drastically reduced, delayed, or canceled vehicle production. The limited supply and nationwide high demand have caused vehicle ordering banks to close rapidly; in some cases, less than one week. These brief ordering opportunities pose immense challenges in procuring vehicles through the City’s standard bidding and approval processes.

Manufacturers, such as Ford Motor Company and General Motors, have begun accepting limited orders for certain 2024 model year vehicles, with additional models becoming available in the upcoming months. To take part in these limited ordering opportunities and enhance the City’s chance of successful procurements, the Fleet Maintenance Division is requesting authorization to place vehicle orders as opportunities arise.

In the event there are no current purchasing cooperative contracts in effect for a particular model, orders will be placed in accordance with the exceptions outlined in the City Code of Ordinances (Section 2-335).

Where available and feasible with City operations, electric and/or high efficiency vehicles will be procured.

The requested vehicles are approved in the City’s 2023 budget and funding is allocated in the following accounts: 255-3536-421.66-20 ($98,000.00), 255-3536-421.75-20 ($37,000.00), 340-1820-424.66-10 ($40,000.00), 340-1827-424.66-01 ($37,000.00), 340-1827-424.66-10 (60,000.00), 340-4020-451.75-10 ($107,000.00), 340-4410-440.75-10 ($58,000.00), 340-4440-451.66-20 ($49,000.00), 530-4434-437.66-20 ($40,000.00).

The Fleet Maintenance Division will be able to immediately capitalize on vehicle procurement opportunities as they become available.