Aurora City Council approves balanced budget

By Jason Crane

The Aurora City Council approved more than a half-billion dollar City budget for 2023 at a special City Council meeting following the Committee of the Whole meeting, Tuesday, Dec. 6. Ward 3 alderman, Ted Mesiacos was the only dissenting vote.

The approved Ordinance adopting the annual budget of $597,480,653 for the fiscal year beginning January 1, 2023 and ending December 31, 2023 in lieu of passage of an appropriation ordinance. This budget is an increase of $68,572,857, more than the 2022 amended budget of $536,993,996.

The total in expenditure carryovers is $66,054,750.

Some Budget highlights are:

• $486.2 million in revenues, before carryovers.

• $531.6 million in expenditures, before carryovers.

• Use of $45.4 million in previous resources, such as bond proceeds, American Rescue Plan Act (ARPA) funding, and State funding.

A proposed levy to mark eighth straight year of City property tax rate reduction.

• The City tax rate is set to decline by estimated 4.45% next year.

• Proposal of a two percent increase to the property tax levy.

• $1.67 million additional revenue to the City government.

• City tax base equalized accessed value (EAV) has increased by $1 billion since 2017 which allows for rate relief and revenue growth.

• The City tax rate has declined 16% since 2017 and is set to be the lowest since 2011.

City government of Aurora documents show in Illinois, municipalities may conduct their financial operations under one of two alternative frameworks: An appropriations process (65 ILCS 5/8-2-9) or a budget process (65 ILCS 5/8-2-9.1 through 9.9). November 9, 1999, the City Council approved Ordinance No. O99-096 that placed the City on the budget system of finance in lieu of the appropriations system beginning with the 2000 fiscal year.

Mayor Richard Irvin released his proposed 2023 City Budget October 21, 2022.

Since the initial version of the proposed 2023 City Budget was released, the Finance Department has made a number of changes into the document at the request of the Finance Committee, the Mayor’s Office, and/or department heads. This includes a number of carryovers from the 2022 budget to the 2023 budget requested by department heads.

The City held a public hearing on the proposed 2023 City Budget in conjunction with the City Council meeting Tuesday, Dec. 6.

City of Aurora government officials anticipate they will publish the 2023 City Budget, including graphs, charts, and narrative, in March 2023.

Prior to the special City Council meeting, eight individuals used their voices for up to three minutes at the Committee of the Whole (COW) meeting:

Three individuals voiced concerns about harassment and racial profiling by Aurora Police officers.

Two individuals voiced concerns about developers receiving millions of dollars in government grants and favors, in exchange for campaign donations to mayor Irvin.

Two individuals voiced concerns about both and added concerns about homelessness in Aurora.

One individual voiced hope for a park to be created on a lot at the corner of Beach and Claim streets instead of the City’s proposal to sell the lot.

Their comments to the Aurora City Council can be seen at the 7 minute mark on the city government of Aurora’s Facebook page by clicking here.

Members of the City Council are not allowed to engage or respond to the speakers.

The City Council gave consent to the following agenda items likely to be placed on the full City Council meeting agenda Tuesday, Dec. 13:

• Consent was given to an Ordinance approving a Fourth Amendment to the Redevelopment Agreement with Fox Valley Developers, LLC for the former Copley Hospital.

City government of Aurora documents show the Developer informed the City that despite its best efforts, delayed material shipments and labor supply shortages brought on as a result of COVID-19 has delayed the completion of the infrastructure work. The purpose of the Fourth Amendment is to modify the second lump sum payment from the City in the Redevelopment Agreement, related to the infrastructure work, to allow for the Project to continue as planned.

The City and the LLC entered into a Redevelopment Agreement (RDA) to provide for the redevelopment of the former Copley Hospital site in November 2019. The agreement provided that the City would reimburse the LLC for a portion of the costs it incurred related to the project and that the six individual members of the LLC would personally guarantee the LLC’s performance of the project. At the time the RDA was entered, Ronald Woerman was a member of the LLC and became a guarantor of the LLC’s obligations. The City Council and the LLC amended the agreement twice in 2020 during the Pandemic to adjust the scope of the project and the timing of its completion.

Recently, the City Council was called to action and approved a third amendment to the referenced redevelopment agreement with Fox Valley Developers, LLC. The reason for such amendment was to remove alderman Woerman as a guarantor of the RDA.

The Developer and the City desire to further amend the original agreement. The fourth amendment would modify the construction timeline that has been affected by the global pandemic, which has caused construction and financing delays, inflation, material shortages and labor inefficiency at levels unprecedented in scope and duration.

The amendment being presented, is requested and needed to be approved by mid-December in order to allow the City to disburse the $4.5 million second lump sum payment, in exchange for the developer’s posting of a letter of credit to guarantee the completion of its remaining infrastructure work.

The proposed fourth amendment to the RDA attempts to remedy the timing and financial burdens and will enable the developer to successfully complete the project

• Consent was given to an Ordinance Levying Taxes For the City of Aurora, Ill., For The Fiscal Year January 1, 2022 Through December 31, 2022.

The purpose is to facilitate the City Council’s passage of the proposed 2022 property tax levies for the City.

City government of Aurora documents show the City obtains the resources for its operations through a variety of sources. The annual property tax levy provides a major share of the City government’s revenue – approximately 10% of the revenue for all city funds and approximately 40% of the revenue for the General Fund.

35 ILCS 200/18-60 requires that each taxing district in Illinois determine an estimate of money to be raised by the taxation of taxable property not later than 20 days prior to adoption of a tax levy. Estimates of the 2022 property tax levies for the City were included in the proposed 2023 City Budget released October 25, 2022.

The proposed City tax levy totals $85,147,100 (including City debt service) and represents a 2% increase over the City’s levy request of $83,477,500. This is $1,613,971 or 1.93% higher than the 2021 extensions. The major sources of this change is a $5.9 million increase in the General Fund tax levy and a $4.2 million decrease in the Police/Firefighter Pension Fund Levies. The difference between the levy amount and the amount extended is an allowance for uncollectable taxes as added by the counties.

City government officials anticipate the 2022 property tax levy will result in an approximate 2% increase in the City portion of the tax bill. The owner of a $300,000 property would experience an annual increase of approximately $35 for the City portion of the tax bill based on the estimated average EAV increase of 6.7% for the City overall.

Although the total amount of the levy is increasing, it is anticipated that the City’s tax rate will decline for the 8th straight year. Although government officials will not have the final amount until the Spring of 2023, staff members estimate the City’s rate will decline by approximately 4.45%. The decline in the City’s property tax rate is due to the continued increase in the City’s property tax base as measured by Equalized Assessed Valuation (EAV), or taxable value.

Since 2015 the City’s EAV has increased by more than $1.6 billion. During that same time frame, the City’s tax rate has declined by 19% while property tax collections have increased by more than 20%. The increase in EAV allows new money to come into the City’s coffers while simultaneously reducing the tax rate paid by City property owners. Staff members estimate the City’s EAV will increase by approximately 6.7% for the 2022 levy.

The following are the key dates leading to the passage of Aurora’s 2022 property tax levies: 11/22/2022, proposed tax levy ordinances considered by the Finance Committee; 12/6/2022, proposed tax levy ordinances considered by the Committee of the Whole; 12/13/2022, City Council adopts tax levy ordinances during its regular meeting; 12/27/2022, last day for filing tax levy ordinances with the county clerks.

Adoption of the 2022 Tax Levy provides required funding for the City’s general operating, police, and firefighter’s pension funds.

• Consent was given to an Ordinance authorizing and providing for the abatement of general obligation bond (GO) tax levies. 2022 tax levy extension.

The purpose is to obtain the City Council’s approval of a proposed ordinance that would serve to abate a portion of the City’s 2022 property tax levies for general obligation (GO) bond debt service.

City government of Aurora documents show the City has GO bonds outstanding from seven separate issues (not including library issues). The enabling ordinances related to these bonds provide for the automatic levy of property taxes to satisfy annual debt service requirements. These automatic tax levies are in place notwithstanding regular annual City property tax levies.

For several years, the City government has abated all or a portion of its property tax levies for GO debt service because it had other revenue sources available to cover required debt service.

For the 2022 tax levy year (taxes payable in 2023), the City government is again in a position to abate a large portion of the debt service associated with the city’s GO bond issues. The total amount of this abatement would be $8,807,109.81. This amount is higher than in previous years due to the new process for paying the Library Bond Debt Service and the issuance of a 2022 General Obligation Bond. The debt service for the Series 2012A GO Bonds, issued to finance the main library construction project, will be abated. The debt service for the 2012A GO Bonds will be part of the library district of the levy.

Each year the City will work with the Library to ensure that the Library adopts their tax levy to include the above bond payments. This process was outlined in the Intergovernmental Agreement regarding the Library conversion to an independent district. Once receiving this levy, the City can then safely proceed with abating the “City” tax on these bonds, replacing that levy with the “Library” tax for those bonds. As long as the City and Library have Co-terminus boundaries, there is absolutely no impact to an Aurora taxpayer for this change.

Per the 2023 Budget, the sources for abatement are planned to change in 2023. In Previous Years, the City has used Real Estate Transfer Tax revenues to abate City Bonds. The actual sources of abatement revenues can be changed by the City during 2023, however the abatement amounts are set forth in the ordinance and may not be changed after the abatement deadline at each county. The City will provide all four counties with this information in advance of the filing deadlines for levies and abatements to ensure proper calculation.

Adopting this ordinance provides a reduction in the property taxes levied for debt service purposes per the bond ordinances on file with each respective County.

• Consent was given to a Resolution authorizing the appointment of Luanne Lo Monte to the Human Relations Commission.

City government of Aurora documents show the nomination represents a new candidate, and a Ward 9 resident of Aurora.

• Consent was given to a Resolution approving the appointment of Brennan Roberts to the Planning and Zoning Commission.

City government of Aurora documents show the nominations represents a new candidate, and a Ward 8 resident of DuPage County. If the appointment of Roberts is approved, there will be no remaining vacancies on the commission.

• Consent was given to a Resolution authorizing a professional services agreement with Intergraph Corporation (“Hexagon”) of Madison, Alabama, for a computer-aided dispatch (CAD) resident administrator (RSA), in a contract amount not to exceed $194,358.00.

City government of Aurora documents show Resolution R21-274 allowed for a CAD RSA to be onsite for one year to provide improvements to Hexagon CAD solution.

The City of Aurora IT Department is seeking continued assistance from Hexagon Safety and Infrastructure to support Infrastructure technical workload and projects as identified in the statement of work. Duties include but are not limited to:

1. Single technical point of contact for logging and resolving system issues
2. Creating custom reports for the CAD system
3. Work with the Customer’s systems administration staff members to manage and work with the Hexagon systems as directed by the Customer.
4. Provide setup, configuration, database backups, database performance, and general Hexagon System administration duties.
5. Perform Hexagon CAD-MPS server setup and configuration.
6. Manage the CAD-MPS system security and access to the Hexagon System per Customer instructions and security plan.
7. Develop and maintain Hexagon System Support procedures as needed.
8. Perform the first level of diagnostics for failures, identifying hardware or software problems
9. Perform routine, daily operational tasks applicable to Hexagon System operations, such as purging system log files, checking database size, archiving data, the status of interfaces, and remote connections
10. Perform the scheduling and administration of the CAD-MPS server backups and recovery of data and configuration files per the Customer’s guidelines
11. Change, customize and manage user-configurable forms for the CAD-MPS software (where possible)
12. Monitor Hexagon System loading and efficient guide use of equipment and software
13. Monitor and adjust CAD database system parameters and Hexagon system operations for peak performance
14. Assist Customer training staff members in the development of workflows, operating procedures to improve dispatcher efficiency or deploy new functionality
15. Install and administer operating system software on CAD-MPS servers related to the use of the Hexagon CAD-MPS system or utilities and service packs as purchased from Hexagon to maintain the system.
16. Administer CAD user accounts and passwords as directed by the Customer’s system administrator
17. Aid in installing Hexagon CAD application software upgrades (software supplied under separate Software Maintenance Agreements). Since CAD interface software upgrades can be a significant work effort on an active system, additional resources will be needed to handle the workload. Hexagon can provide quotes for these services as needed.
18. Train the Customer’s technical staff members for backup Hexagon System Administration duties via hands-on, daily work apprenticeships
19. Document any system anomalies for inclusion into periodic site reports as requested
20. Conduct Operating System patch and Service Pack testing and deployment for CAD servers as well as provide support of Customer IT team efforts to certify patches and updates
21. Participate in CAD application update testing and deployment
22. System reliability monitoring
23. Complex issue troubleshooting and resolution
24. Support for Disaster Recovery testing
25. Manage Hexagon System problems with immediate communications to Hexagon headquarters and access to internal developers, systems engineers, and hardware professionals
26. Provide the interface to the Hexagon product development process to promote future software features to enhance site operations
27. Provide the interface with Hexagon second-level engineers and software Implementation Engineers to expedite on-site support and answer complex system questions or configuration issues.

One of the guiding principles of the IT Division evolution outlined in the Technology Strategic Plan is the “One IT” concept, which focuses on creating cooperative and collaborative IT service provision. A critical component of this model was maintaining service levels while seeking opportunities to enhance Public Safety Operations.

Over the past year, Infrastructure has significantly matured and expanded its capacity. Unfortunately, due to turn-over and the uniqueness of the processes required to support Public Safety technology and business processes, the IT department will need backfill with a designated Hexagon resource.

During the past year, the RSA consultant has proved to be very successful for the Public Safety and played an integral role in improving the overall CAD environment by fixing software issues, working with APD staff members to provide process improvements as well as implement larger solutions like the move from the current Uniform Crime Reporting (UCR) solution to the mandated National Incident-Based Reporting System (NIBRS)

The benefits include maintaining Service Level Agreements (SLAs) with stakeholders while completing tasks on PMO projects without sacrificing quality or compromising timelines. These benefits align with CoA proactive strategy that supports city goals; strengthens communication and processes across stakeholders.

Hexagon originally quoted the CAD RSA at $250,000 annually. City IT staff members were able to negotiate down to $194,358.00 which represents a 22% discount and equates to an hourly rate of $93.44.

A budget transfer will be submitted to 101-1282-419.32-80 (Consulting Fees).

IT support for critical Public Safety process will be negatively impacted without the support of this specific resource.

• Consent was given to a Resolution authorizing the City Treasurer to accept on behalf of the City a donation in the amount of $40,000 from the Huntington Foundation for the Financial Empowerment Center.

The purpose is to obtain the City Council’s approval to accept a grant from The Huntington Foundation in the amount of $40,000 to assist with operational costs for the Aurora Financial Empowerment Center (FEC).

City government of Aurora documents show in 2019, the City of Aurora applied for grant funds to launch the Aurora Financial Empowerment Center, a part of a growing network of FEC’s embedded in local governments across the country, committed to providing free, one-to-one financial counseling, delivered by professionally trained counselors, to low-and-moderate income residents. The Aurora FEC was successful in its two-year pilot phase. Therefore, the City of Aurora has entered a contract with The Neighbor Project, with up to two annual extensions from 2022-2024, to continue to provide financial counseling to the community to improve the quality of life of Aurora area residents.

The contractual services and other direct costs for The Financial Empowerment Center are funded through grants, sponsors and fundraising. The contractual service amount for 2023, paid to The Neighbor Project, providing Aurora FEC services, is $383,000. The Huntington Foundation expresses its willingness to financially support the vision and efforts of the Aurora Financial Empowerment Center by contributing to its operational costs.

The successes and sustainability of the FEC have led to the City of Aurora approving a contract with The Neighbor Project to continue providing financial counseling services and programming. Aurora FEC counselors have steadily increased their caseloads and outcomes, providing counseling services to low- and moderate-income residents, and referring clients to partner agency services.

There is a growing need for financial counseling services, especially for residents in that need to secure permanent housing, pay for increased household costs, secure their children’s college savings, and to improve their financial stability. Aurora FEC has expanded its services to include an additional counselor and a part-time administrative assistant through The Neighbor Project, while also providing additional financial programming to engage families in college savings and partner with workforce programs.

The proposed resolution presents an opportunity to continue funding the successful operation of the Financial Empowerment Center. The operational costs will include the contractual amount between the city of Aurora government and The Neighbor Project.

• Consent was given to a Resolution authorizing America Rescue Plan Act (ARPA) funding to the Aurora Civic Center Authority (ACCA) in the amount of $5,500,000, and Amending the City’s 2022 Budget.

City government of Aurora documents show City government staff members are requesting financial assistance for the Aurora Civic Center Authority from ARPA funds. ACCA operates the Paramount Theater and River Edge Park along with the Copley Theater in Aurora and is one of the City’s four main drivers of economic activity citywide. These performance venues provide significant economic activity within the downtown and contribute significantly to the economic vibrancy and resurgence in the downtown that has been experienced in recent years.

ACCA has suffered significant and prolonged financial impacts from the COVID pandemic. Without this assistance, the ability of ACCA to continue as a going concern past 1Q2023 in its current configuration is in significant doubt due to these impacts. The City, through Federal ARPA Funding has the means to supplement ACCA resources in the short term while assisting in the development and implementation of a long term operational and financial plan which addresses the new economic realities in a post-COVID environment.

The COVID pandemic had a severe and protracted impact on every aspect of life and the economy. Many industries were hit especially hard, particularly hospitality and performing arts venues. Mandated closures and other COVID protocols such as socially distanced seating and COVID screening protocols had significant impacts on operating results during 2020 and 2021.

While the worst health impacts from the COVID pandemic appear to be behind us, the economic impacts of the pandemic have persisted and are projected to impact ACCA’s financial performance for years to come. Supply chain delays, labor shortages, ongoing COVID surges, costly COVID screening and mitigation protocols, and rampant inflation have resulted in significant challenges to the financial vibrancy of ACCA since the venues have reopened. One recent study conducted by TRG Arts, an analytics firm found that the number of tickets sold is lower than pre-pandemic ticket sales by approximately 40% in the 2021-2022 season resulting in revenues from ticket sales had declined by 31% compared to pre-pandemic levels.

These factors have led to decreased attendance and significantly higher than expected production expenses. During recent productions, cost increases include additional expenses for costuming and wigs, refunds for cancelled shows, lost ticket, merchandise, and concessions sales. In addition, labor for the buildout of sets for productions has experienced severe shortages. In some instances, there have been no outside laborers available necessitating significant overtime labor expenses. Based on the slower anticipated economic recovery, these negative projections indicate continuing losses for ACCA for the next several years.

The Federal government has recognized the economic impact and has provided a funding source intended to mitigate the negative economic impacts of the pandemic. America Rescue Plan Act (ARPA) funds were awarded and disbursed to communities to assist in the recovery efforts. The Final Rule for ARPA funding as promulgated by the US Treasury provides that: “The program ensures that governments have the needed resources to fight the pandemic and support families and businesses struggling with public health and economic impacts; maintain vital public services, even amid declines in revenue, and; build a strong, resilient, and equitable recovery by making investments that support long-term growth and viability.” The Final Rule also provides that “Recipients can provide assistance to impacted industries like travel, tourism, and hospitality that faced substantial pandemic impacts or address impacts to the public sector, for example by re-hiring public sector workers cut during the crisis.” These sections indicate that the proposed use of ARPA funds to offset the negative economic impacts that ACCA has experienced are allowable under the program.

The City was awarded $35,221,280, which was received in July of 2021 and July of 2022, and has budgeted approximately $18 million of ARPA related expenditures through the end of 2022. An additional $5 million (approximately) has been preliminarily allocated in the 2023 budget leaving approximately $13 million remaining. The $5.5 million requested would leave approximately $7.5 million in ARPA funding allocations to be distributed. Please note that the amounts may change slightly as final actual expenditures are incurred and paid. Amounts stated above are estimates.

Prior to the pandemic, attendance at ACCA’s performances was steadily increasing each year. From the 2011-2012 season through 2018-2019 (the last full season prior to the pandemic), the number of subscribers to the Broadway series had increased by over 328% from 12,505 to 41,018. During that same time frame, the number of tickets sold increased from 82,221 to 241,075, a 293% increase.

Since the pandemic, attendance simply has not returned to pre-pandemic levels. For the 2021-2022 season, 196,346 tickets were sold, a 19% decline from pre-pandemic levels. In addition, there were also 19% fewer subscribers to the Broadway series as compared to pre-pandemic levels. Projections suggest that attendance will eventually return to pre-pandemic levels, but that the recovery will be slow.

ACCA staff members have completed 5-year projections of anticipated financial results. From FY 2022-2023 through FY 2026-2027 ACCA is projecting losses of $22.3 million on a cash basis, with the losses being front loaded. ACCA projects losses of $5.579 million in FY 2023 and is requesting City assistance in covering these losses while the financial plan is finalized. ACCA has utilized $3.476 million of its reserves to cover prior losses and has reserves of $2.7 million which will be exhausted during the first quarter of 2023 without financial assistance.

Based on the projections noted, ACCA is performing a comprehensive analysis of its activities to determine appropriate changes to its revenue, expense, and operational structures to allow for strong and solid financial performance in a post-pandemic landscape. City staff members will be involved in this effort and the analysis is expected to be completed and presented to the City Council by the end of 2Q2023.

Provision of the funding allocation to ACCA will allow for continued operation the Paramount Theatre, River Edge Park, and Copley Theater. ACCA’s activity, theater, and concert performances contribute to significant economic activity in the downtown and allow for the generation of tax revenue for the City. A downturn in these activities would have a negative impact on economic activity and tax generation in the downtown

Funding for the expenditure will be made available in the City’s 2022 Budget by amending line item 287-1830-465.50-20.

• Consent was given to a Resolution approval for a one-year renewal of Customer Relationship Management (CRM) hosted solution from Accela, Inc., San Ramon, CA for in the amount not to exceed $44,166.50.

City government of Aurora documents show the Accela CRM solution will allow Customer Service 311 to manage citizen service requests without interruption which includes but limited to: Mobile Apps, Incident Reporting via Text Messaging, Automatic GPS Location Detection, Map Based Incident Tracking and Reporting, Increased Transparency and Outward Facing Case Information, Enhanced Internal Reporting Capabilities.

City government leadership has decided to extend the expiring Accela contract (12/28/2022) for one year to support ongoing operations and avoid citizen disruption for business continuity. Accela has agreed to provide this extension and confirmed services would not expire pending resolution approval.

TRAKiT Phase 2 implementation has focused on Customer Relationship Management (CRM) module, which was initially out of scope during the initial phase. Phase 2 focuses on the remaining components of the TRAKiT CRM module which requires integration with MyCivic 311.

Due to vendor delays in delivery of the TRAKiT CRM module, TRAKiT Phase 2 is not ready for implementation; which leads to this longer extension of the Accela CRM product while the City explores other options.

The budget cost will be paid from 2023 account number 101-1280-419.45-02.

• Consent was given to a Resolution awarding contracts to Supply Process Chemicals for the Water Production Division (WPD) to Kemira Water Solutions, Rowell Chemical Corporation, Univar Solutions, Norit Americas Inc., Mississippi Lime Company, Tanner Industries, Linde Inc., and Polydyne Inc..

The purpose is to obtain City Council approval for the execution of contracts with suppliers of various process chemicals for the Water Production Division.

City government of Aurora documents show each year the Water Production Division solicits bids for process chemicals to be used at the Water Treatment Plant. These chemicals are essential and necessary to the operations of the various treatment processes such as softening, disinfection, clarification, filtration, fluoridation, and taste & odor control, as well as regulatory compliance with drinking water standards. Sealed bids for this purpose were opened on October 26, 2022.

Most contracts are awarded to the lowest responsive, responsible bidder for a period of one year, which may be renewable for a second year when mutually agreed upon by the City of Aurora and the supplier. Bid pricing is normally solicited for year 1 and year 2 of the chemical supply agreement. Chemical pricing remains somewhat unstable and continues to increase due to many factors including inflationary effects, raw material costs, and transportation costs. Based on feedback from chemical industry sources, soliciting bid pricing for a second year (2024) would not likely produce accurate, firm pricing. As such, bid pricing was solicited only for the 2023 calendar year, with the exception of sodium hypochlorite for a six-month period with an option to extend for the remainder of 2023.

The following suppliers are submitted as the lowest responsive, responsible bidders: Mississippi Lime Company – Calcium Oxide; Tanner Industries – Anhydrous Ammonia; Univar Solutions – Fluorosilicic Acid; Rowell Chemical Corp. – Sodium Hypochlorite; Polydyne Inc. – Cationic Polymer; Linde Inc. – Carbon Dioxide; Kemira Water Solutions – Ferric Chloride; Norit Americas Inc. – Powdered Activated Carbon.

Funds have been requested in the 2023 City Budget in Account No. 510-4058-511-65-36 in the amount of $2,869,200. The proposed budget amount is based upon the estimated usage for all process chemicals including those recommended herein.

The City of Aurora Local Preference ordinance did apply to this bid but did not impact the awards.

• Consent was given to a resolution authorizing the director of the Purchasing Department to execute a contract with Trotter and Associates, Inc. to provide construction engineering services for various underground utility installation and repair projects on an as-needed basis during the 2023 construction season, in an amount not to exceed $454,695.00. The projects will be throughout Aurora and will include the repair or installation of water mains, sanitary sewers, storm sewers, and the replacement of lead water services.

The purpose is to execute a contract to allow Trotter and Associates, Inc., to provide services to supplement City staff members throughout the 2023 construction season. Personnel from Trotter and Associates, Inc., have successfully provided similar services in past. This proposal allows for a full time representative during the 2023 and a second representative to oversee completion of the lead water service line replacement project regarding the IEPA forgivable loan from January until July.

City government of Aurora documents show due to the complex nature of underground utility construction, it is recommended that a representative of the City be on-site to review the construction procedures and ensure that the new utilities are installed in conformance with the design plans and specifications. The City published a request for qualifications that was advertised on September 25, 2022 and seven firms submitted statements of qualifications. After review of the proposals by engineering division staff members, Trotter and Associates, Inc., was found to be the most qualified. Trotter and Associates, Inc., was asked to submit a draft agreement for review and approval. The agreement includes on-site inspection during construction as well as surveying services consisting of construction layout and the preparation of record drawings as needed. The selected firm will provide these services as needed; no services will be provided when the engineering division can supply workers to projects adequately.

Request for Qualifications are not subject to the Local Preference policy.

Having on-site representation during construction is a benefit to the community due to the assurance that the construction is completed properly. These services are provided for in the 2023 budget in accounts 281-1856-512-72-01 ($204,695.00 for this contract, $20,000,000 requested in 2023 budget, I057), 510-4063-511-73-14 ($50,000.00 for this contract, $6,500,000 requested in 2023 budget, IB018) and 510-4058-511-73-02 ($200,000.00 for this contract, $5,000,000 requested in 2023 budget, IC076.

This contract will have no impact on the general public; however, the projects that will be inspected will impact traffic in various ways while underway. Trotter and Associates, Inc., will also monitor traffic control standards as a part of the daily reporting.

• Consent was given to a resolution authorizing the director of the Purchasing Department to open a purchase order for RC Wegman Construction Company, 750 Morton Avenue, Aurora, Ill. in the initial amount of $8,274,777.00 for structural steel and precast concrete construction at 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 & 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.

The City government selected RC Wegman Construction Company to provide Construction Manager “as Constructor” (CMc) services for the new Public Works Combined Maintenance Facility.

Based on preliminary feedback received by Wegman from vendors earlier this year, it was determined the structural steel and precast concrete (for exterior walls) will have the longest lead times (take the longest to receive). In order to ensure that construction of the building will begin as early in 2023 as possible, it was determined that bids should be requested immediately upon completion of the design plans and specifications.

With design now complete, requests for bids on each of these two trade packages was published by RC Wegman and one and four bids were received on October 21, 2022 for precast concrete and structural steel, respectively. The City’s Local Bidder Ordinance was applied to the structural steel selection, where Garbe Iron Works of Aurora was within 2% of the low bid and has agreed to provide the work requested for that amount ($3,747,000).

Based on the latest preliminary cost estimate (known as Guaranteed Maximum Price or GMP) provided on July 11, 2022, the subtotal for these two trade packages ($7,605,740) was at the low end of the estimated cost range of $7,540,050 to $8,846,250.

The total amount of this award ($8,274,777) includes the subtotal for these two trade packages ($7,605,740), plus a handful of budgeted allowances totaling $275,000 (survey, construction fence, etc.), and a 5% construction contingency.

It should be noted that this cost does not include Wegman’s Construction Management fees, which will be invoiced separately to the City and paid using the previously approved purchase order for Construction Management services.

The new facility will improve the working conditions and performance of the various City maintenance divisions to be relocated there. It will also streamline city vehicle fueling (including police), salting, and mulch operations, all of which will improve resident safety and convenience. Further, a central fleet and equipment housing facility such as this will result in saved time (and thereby cost) inherent to traveling back and forth between multiple facilities throughout the City.

By retaining the services of a Construction Management firm to act “as Constructor” (CMc), the City ensures that the building will be designed and built in a manner that maximizes the functional and financial benefits to the City.

• Consent was given to a Resolution to accept the proposals received for the 2023 Water & Sewer Division Emergency Repair Program.

The purpose of this resolution is to establish a contractors’ availability list with set per item costs to enable the City to complete emergency repairs which can’t be performed in-house as the need arises based on competitive bidding and timely response to the need. The submission of a bid shall not bind the Contractor to the performance of work under this resolution. The Contractor(s) deemed to be in the best interests of the City, for whatever specific project the City may be considering, shall be given an opportunity to accept or decline projects on a case-by-case basis. If that Contractor declines the project, the next Contractor deemed to be in the best interests of the City shall be given the opportunity.

City government of Aurora documents show the city of Aurora periodically has emergency sewer and water repair needs that cannot be performed by in-house staff members. This could be due to complexity of the repair or availability of staff members to perform the work in a timely fashion. This resolution saves time and money by pre-qualifying contractors with established unit prices to perform the emergency repairs quickly and efficiently. By responding contractors are confirming their willingness to provide emergency sewer and water repairs per the pricing provided.

The proposals were opened on October 26, 2022. R.P.H. Hauling, 41 Windwood Dr., Sugar Grove, Ill., and Stokes Excavating, Inc. of 903 Daisyfield Rd., Rockford, Ill. were the two qualified bidders who submitted complete proposals. Public Works and the Water and Sewer Maintenance Division have the ability to choose the Contractor with the most advantageous unit prices and response times for the type of work to be completed.

This contract is subject to the local vendor preference ordinance but neither company is considered local.

Funding for this work is typically budgeted within account # 510-4063-511-38-30. Funds are requested in the amount of $76,500 in the 2023 budget, under review, for this work.

This process reduces City government staff member time by developing a list of contractors to perform emergency work at fixed unit prices. This avoids the time and effort to prepare purchase orders, review bids, and select contractors for repair projects.

• Consent was given to a Resolution requesting approval to renew FileBound Enterprise document management application, from Upland Software, Inc., Austin Tex. for a three-year term at a total cost of $117,341.89.

City government of Aurora documents show the City utilizes the FileBound Enterprise application to manage and archive, electronic documents in a modern cloud-based solution that is fully supported and offers new features such as workflows, web portals, and improved searching capability.

The City has stored approximately 1.5 million documents in FileBound with 10 million pages containing searchable text, images, and Portable Data Files (PDFs). Some of the departments and divisions that use FileBound include City Clerk, Development Services, Finance, Payroll, Human Resources, and Planning. Types of documents include invoices, permits, plans, violations, ordinances, business licenses, payroll listings, and personnel records.

FileBound support has performed admirably during the last three years and City staff members continue to expand usage of FileBound across many departments.

The new annual fees beginning January 1, 2023 of $39,113.96 represent an increase of $2,152.45 (5.8%) over the fees agreed to in 2020 and will remain constant through December 31, 2025.

Funds available in 101-1280-419.38-11 for the Annual maintenance and hosting fees in the amount of $39,113.96.

If not renewed the document management system will no longer be supported after December 2022.

• Consent was given to a Resolution awarding the 2023 Sanitary & Storm Sewer Televising contract to National Power Rodding Corporation, 2500 W. Arthington Street in Chicago in the amount of $274,864.75.

City government of Aurora documents show the city of Aurora annually hires a contractor to televise specific sanitary sewers to detect any needed repairs prior to a roadway being resurfaced. In addition to the televising, a light cleaning of the sewers is done. This contract will be throughout Aurora but will primarily be utilized on the older clay sanitary sewers.

Televising the City sewers is the first part of the annual sewer maintenance program conducted by the City. Each year, sewers are cleaned and televised if they are known to have potential issues or are under roadways that will be rehabilitated in the near future. This televising provides useful information to the Engineering and Water & Sewer Divisions that cannot be seen when inspecting sewers from within manholes or other entry points. While reviewing the televising results, issues are identified and the proper solution is designed and implemented. Solutions such as sewer lining projects, sewer replacement or spot repairs are performed depending on the issues that are found during the televising. Depending on the scope of the work, these repairs are completed by the Water and Sewer Division or are completed by contractors hired using the City’s procurement process. This contract will also be utilized to televise and final inspect the storm sewer installed last year. This proposed contract will televise the sewers under the 2024 preliminary roadway overlay lists.

This project was formally bid according to the standard City of Aurora procedures. National Power Rodding Corporation’s bid of two hundred seventy-four thousand, eight hundred and sixty-four dollars and seventy-five cents ($274,864.75) was the lowest responsible bid of four bids received. The low bidder, National Power Rodding Corporation, has successfully completed similar projects for the City in the past.

This contract is subject to the local vendor preference ordinance. However, none of the contractors submitting bids were eligible according to the requirements listed in the ordinance.

The 2023 proposed Budget includes funding for sewer evaluation and rehabilitation within account No.510-4063-511-73-14 (IB018) with a requested amount of $6,500,000.00.

The televising and cleaning of the sewers will have minimal traffic impacts on the citizens of Aurora.

• Consent was given to a Resolution adopting unit price bids for the purchase of various water and sewer repair materials for the 2023 calendar year.

City government of Aurora documents state this resolution is needed to provide an efficient process for the economic purchase of various materials needed to repair water and sewer infrastructure.

The City’s Water and Sewer Maintenance Division responsibilities include making repairs to Aurora’s water and sewer system. These repairs require various materials such as piping, fittings, valves, hydrants, and the like. On October 26, 2022 quotes from four material suppliers were opened by the director of the Purchasing department. The subject bids provide unit prices from several suppliers for the majority of materials needed for typical repairs to the City’s water and sewer infrastructure. The prices submitted will be valid through December 31, 2023. The total 2023 materials expense is estimated to be $392,750. This contract is subject to the local vendor preference ordinance O20-029 and the only local qualifying bidder has agreed to match the applicable unit prices.

The proposed 2023 budget provides funding for these purchases within the Water and Sewer Fund in the following accounts:

510-4063-511-65-60 (Water Lines) – FY 2023 Proposed Budget – $380,000

510-4063-511-65-65 (Sewer Lines/Sanitary) – FY 2023 Proposed Budget $12,750

By providing an efficient way to purchase needed water and sewer materials, this resolution will help the City provide a higher level of service to its constituents.

• Consent was given to a Resolution accepting plumbing service bids for the Water and Sewer Maintenance Division.

City government of Aurora documents show in accordance with Municipal Code Section 48-26 (Utility: Responsibility for installation and maintenance) the city of Aurora provides plumbing services to make repairs to private water services within the public right-of-way or a City easement. All repairs are performed by licensed plumbers.

Plumbing Service bids are solicited annually. The City clerk opened proposals from five area plumbing contractors October 26, 2022. This contract is subject to the local vendor preference ordinance.

The proposed 2023 Budget includes $55,000 funding for this work in the Water and Sewer Fund within account no. 510-4063-511-38-45.

Plumbers are typically dispatched within one hour after the Water and Sewer Maintenance Department receives notification of a leaking water service line within the public right of way.

• Consent was given to a Resolution authorizing a contract with Crawford Murphy & Tilly, Inc. for resident inspection and engineering services.

The purpose is to provide the City with inspection of public improvements constructed as part of private new development projects and other related services.

City government of Aurora documents show Crawford Murphy and Tilly, Inc. (CMT) has provided the City with resident inspection services for more than 20 years. Their existing contract expires at the end of 2022.

The City issued a Request for Qualifications for Resident Inspection and Plan Review Services. Statements of Qualifications were received from six engineering firms September 14, 2022. This was a qualifications-based selection process for professional engineering services. Since it was qualifications-based, the Local Vendor Preference Ordinance does not apply.

CMT was selected as the most qualified firm by a three persons panel from the Engineering Division. After being notified of their selection, CMT prepared a proposal.

Funding for these services is derived from fees charged to developers and permit applicants. The fees are based on a percentage of the cost to construct the public infrastructure. The City’s annual budget provides funds for these services in account 101-4040-431.32-09. In 2022, the budget for these services was $176,900. The account has a remaining balance of $13,900.

This is a three year agreement that expires at the end of 2025. The annual Purchase Order for each year of the agreement will be established by the approved City budget which will be based upon an estimate of that year’s private sector construction activity.

• Consent was given to the following Ordinances for 2022 SSA property tax levies for the city’s 13 active SSAs.

The City government has established numerous SSAs within its corporate boundaries for a variety of purposes. Some of these SSAs are “active” and SSA property taxes are levied in support of their purposes. The remaining SSAs are “dormant.” Generally, the city has established the dormant SSAs as a contingency to enable the city to undertake focused stormwater management projects should the need arise.

SSA ONE, Aurora Downtown. This levy is being increased by $130,000 to capture additional funding due to the termination and closure of TIF district #1.

SSA 70, East Lake 800. This levy is being discontinued because the property owners in the SSA have fulfilled their financial obligation as required under the enabling ordinance.

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes For The Fiscal Year January 1, 2022 Through December 31, 2022. (Special Service Area Number One).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes For Fiscal Year January 1, 2022 through December 31, 2022. (Special Service Area Number Forty-Four).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes for The Fiscal Year January 1, 2022 through December 31, 2022. (Special Service Area Number Sixty-Three).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes for The Fiscal Year January 1, 2022 through December 31, 2022. (Special Service Area Number Sixty-Five).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes for The Fiscal Year January 1, 2022 through December 31, 2022. (Special Service Area Number Sixty-Six A).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes for Fiscal Year January 1, 2022 through December 31, 2022. (Special Service Area Number Sixty-Six B).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes for The Fiscal Year January 1, 2022 Through December 31, 2022. (Special Service Area Number Sixty-Six C).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes for Fiscal Year January 1, 2022 Through December 31, 2022. (Special Service Area Number Sixty-Six D).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes For The Fiscal Year January 1, 2022 Through December 31, 2022. (Special Service Area Number Sixty-Seven).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes For The Fiscal Year January 1, 2022 Through December 31, 2022. (Special Service Area Number Eighty-Eight).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes For The Fiscal Year January 1, 2022 Through December 31, 2022. (Special Service Area Number Ninety).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes For The Fiscal Year January 1, 2022 Through December 31, 2022. Special Service Area Number One Hundred Forty-One).

• Consent was given to an Ordinance Levying Certain Special Service Area Taxes For The Fiscal Year January 1, 2022 Through December 31, 2022. (Special Service Area Number Twenty- Four).

• Consent was given to an Ordinance amending Chapter 49 of the Code of Ordinances, City of Aurora, by modifying the zoning map to rezone property at 930 W New York St from R-4 Two Family Dwelling District to R-2 One Family Dwelling District.

• Consent was given to an Ordinance amending Chapter 49 of the Code of Ordinances, City of Aurora, by modifying the zoning map to rezone the property at 574 E Galena Boulevard from R-4 Two Family Dwelling District to R-2 One Family Dwelling District.

• Consent was given to an Ordinance amending Chapter 49 of the Code of Ordinances, City of Aurora, by modifying the zoning map to rezone the vacant property at 801 Claim Street from M-2 Manufacturing District – General to R-3 One Family Dwelling District.

• Consent was given to an Ordinance amending Chapter 49 of the Code of Ordinances, City of Aurora, by modifying the zoning map to rezone the property at 127 N. Sumner Avenue from B-3 Business and Wholesale District to R-3 One Family Dwelling District.

• Consent was given to an Ordinance amending Chapter 49 of the Code of Ordinances, City of Aurora, by modifying the zoning map to rezone the vacant property at the northwest corner of Prairie Street and BNSF Railroad from R-1 One Family Dwelling District to P Park and Recreation District.

• Consent was given to an Ordinance amending Chapter 49 of the Code of Ordinances, City of Aurora, by modifying the zoning map to rezone the property at 169 Oakview Avenue from R-1 One Family Dwelling District to P Park and Recreation District.

• Consent was given to an Ordinance amending Chapter 49 of the Code of Ordinances, City of Aurora, by modifying the zoning map to rezone the vacant property south of East New York Street and east of Oakview Avenue from R-1 One Family Dwelling District to P Park and Recreation District.

• Consent was given to a motion authorizing and directing the Chief Human Resources Officer to execute a settlement agreement on behalf of the City in Workers Compensation Claim #189702851.

• Consent was given to a motion authorizing and directing the Chief Human Resources Officer to execute a settlement agreement on behalf of the City in Workers Compensation Claim #189702843.

• No action was necessary for a charitable solicitation application for Girl Scouts of Northern Illinois Annual Cookie Program on December 14, 2022 thru March 19, 2023.

• Final approval for items on the Committee of the Whole consent agenda are set to be made at the December 13 Aurora City Council meeting.