Aurora City Council approves balanced budget for 2024

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By Jason Crane

The Aurora City Council approved more than a half-billion dollar, balanced, City budget for 2024 at a special City Council meeting following the Committee of the Whole meeting, Tuesday, Dec. 5. Alderman-at-large John Laesch was the only dissenting vote.

The annual budget of $560 Million, in expenditures is excluding carryovers, for the fiscal year beginning January 1, 2024 and ending December 31, 2024.

Some Budget highlights are:

•$490 million budgeted 2024 revenues.

•$70 million budgeted revenues and financing sources from 2023 and prior.

•City property tax rate declines for ninth straight year.

•Increase to tax base equalized assessed value (EAV).

There were no speakers at the public hearing for the adoption of the City of Aurora 2024 Budget.

City government of Aurora documents show in Illinois, municipalities may conduct their financial operations under one of two alternative frameworks: An appropriations process, or a budget process. The City Council approved Ordinance No. O99-096, November 9, 1999, 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 2024 City Budget October 12, 2023. The Finance Committee met nine times during October and November to review the document. Representatives from City departments have appeared before the Finance Committee to provide additional information and answer questions on specific items of interest in the proposed 2024 City Budget.

Since the initial version of the proposed 2024 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. There are a number of carryovers from the 2023 budget to the 2024 budget that the department heads have requested.

City government officials anticipate they will publish the 2024 City Budget (including graphs, charts, and narrative) on or about March 1, 2024.

A video of the Aurora City Council 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 the reappointments of Gerald Butters Jr., Jared Ploger, and Philip Pogue to the Grand Army of the Republic Memorial Commission.

City government of Aurora documents show the nomination brought forth represent three veteran candidates. Gerald Butters Jr. a non-resident of Aurora, is a professor of history at Aurora University. Jared Ploger, a resident of the Ninth Ward. Philip Pogue, a resident of the Tenth Ward.

•Approved was a Resolution authorizing the execution of a five-year agreement in support of the Aurora Area Convention and Visitors Bureau through the Hotel Operators’ Occupation Tax.

City government of Aurora documents show the purpose is to obtain the City Council’s approval of a resolution that would extend the City of Aurora’s participation in the Aurora Area Convention and Visitors Bureau from January 1, 2024, through December 31, 2028. Aurora agrees to contribute 90% of its revenues collected through the Hotel Operators’ Tax during this period, up to a maximum amount of $225,000.00 annually.

In 1987, the City entered into an intergovernmental agreement (IGA) with the Villages of North Aurora, Sugar Grove, and Montgomery concerning the imposition of a hotel/motel tax and the use of the proceeds of that tax to promote tourism in the greater Aurora area (Resolution No. R87-3668). Originally, the communities agreed to impose a three percent hotel/motel tax and give 80% of the proceeds to the Aurora Area Convention and Tourism Council (now named the Aurora Area Convention and Visitors Bureau [AACVB]).

Since the execution of the original agreement, it has been amended and its term has been extended several times. Over the course of the extensions, the number of participating municipalities increased, and the amount of hotel/motel tax proceeds conveyed to the AACVB increased from 80% to 90% of total collections.

The extension of the ninth amendment to the agreement expired December 31, 2022 and was ratified by the City Council October 10, 2023.

In 2013, the city of Aurora re-evaluated the terms of the previous extensions with the AACVB based on the City’s significant financial contribution compared to other member municipalities. The re-evaluation led to Aurora and the AACVB Board agreeing to significant changes to the terms of the agreement. The changes limited Aurora’s financial contribution and increased its direct representation on the Board, all while preserving current levels of formula grant funding provided by the State of Illinois to the AACVB. In addition, the revised terms called for the agreement between Aurora and the AACVB to be shortened from five years to two years, however, the agreement was extended in 2015 for an additional year to three years.

The 2024 agreement proposes to increase the City’s contribution from a maximum of $175,000.000 to $225,000.00, as well as extend the terms of the agreement from three to five years with an expiration date of December 31, 2028. The other change from the agreement is to the number of members appointed by Aurora. The previous agreements noted 50%, the draft agreement proposes a total of 10. As the CVB works to grow their members, maintaining the 50% appointed members becomes unmanageable, so the number was set at 10.

•Approved was a Resolution authorizing the City to a grant award of $79,550.00 from the U.S. Department of Justice COPS Office De-Escalation Grant Program.

City government of Aurora documents show the purpose is to obtain City Council approval of a grant to be used to allow the Aurora Police Department to expand its training in de-escalation techniques, duty to intervene, and development of less lethal tactics.

The Aurora Police Department has a longstanding commitment to provide the best and most relevant training to police officers.

It is well-known that a highly-trained officer is better equipped to make sound judgements and take appropriate actions when faced with difficult incidents that could include the use of force against citizens.

The Aurora Police Department strives to train officers in de-escalation tactics as part of an ongoing commitment to the safety of the community, the equitable treatment of all those served, and the safety of first responders.

This grant will provide $79,550.00 over a 24-month period beginning October 2, 2023 through October 2, 2025 and is intended to fund additional training in de-escalation, duty to intervene, and deployment of less lethal tactics. These will be incorporated into scenario-based training sessions for officers.

The Grant Revenue will be placed in account 101-3536-334.30-02. Expenses will be made following the City’s Purchasing Policies and funded through account 101-3536-421.50-50.

There will be no supplantation or comingling of operational and grant award funds in support of this organized retail crime reduction program.

This resolution must be approved and signed to properly execute the agreement and to begin implementing the project.

•Approved was a Resolution to accept award number 15JCOPS-23-GG-01883-TECP from the US Department of Justice Office of Community Oriented Policing Services (COPS) Technology and Equipment Program for $2,280,000.

City government of Aurora documents show the objective of the COPS Technology and Equipment Program is to provide funding for projects which improve police effectiveness and the flow of information among law enforcement agencies, local government service providers, and the communities they serve.

A grant proposal was developed and submitted to the US Department of Justice Office of Community Oriented Policing Services, with the goal of improving effectiveness of the Aurora Police Department (APD) by acquiring technology to help community policing and crime prevention through the development and procurement of equipment, technologies, and interoperable communications. The City was notified of this grant award earlier this fall and it is important to note that it is a grant; not a reimbursement.

Funding obtained through this grant will increase the City’s safety and security by providing real-time access to cameras and the ability to interpret that data and formulate a quick and decisive response to crimes in progress.

Violent crimes including vehicular hijackings (aka: car jackings) and felony property crimes such as burglaries and the theft of motor vehicles are on a precipitous rise. Nationwide, the use of license plate readers and real-time cameras have proven to be invaluable in addressing these crime trends.

Equipment procured with this grant will include real-time crime cameras and license plate readers, along with the ancillary support equipment associated with these cameras, such as cables, modems, and the like.

Funding obtained through this grant will also be used to support the expansion of the police department’s Digital Forensic Program and its efforts to address the increase of digital crimes in the community. These crimes include Cyberbullying, Online Harassment, Identity Theft, Cryptocurrency Scams, Hacking, and Child Pornography. In addition, “traditional” crimes such as homicides et al can have corroborative digital evidence, including “chats”, geolocation data, or other digital evidence which can significantly enhance a traditional homicide investigation.

Equipment procured with this grant will also include a suite of software solutions developed to aid in the location, collection, and analysis of digital forensic evidence. This includes associated network and subscription services needed to complete this expansion.

Expenditures under this grant will be tracked and follow the City’s procurement requirements as well as the requirements set by the COPS Technology and Equipment Program and all applicable state or federal regulations.

The grant provides 100% of the funding and there is no local cost matching involved with the project.

This grant award should result in improved safety and security for Aurora residents, businesses, and visitors. Equipment installed through this project will supplement and enhance the Aurora Police Department’s existing capabilities. Management of the project and maintenance of the equipment will be the responsibility of the city’s IT Department.

•Approved was an Ordinance Amending Chapter 13, Article II of the Code of Ordinances Pertaining to Tobacco.

The purpose is to provide applicants a mechanism for an administrative appeal of a tobacco license denial based upon the applicant’s criminal history.

City government of Aurora documents show the code of ordinances requires applicants to “pass” a background check prior to the issuance of a tobacco license. At this time, the City treasurer reviews the tobacco license applicant background checks to determine if the applicant is of good character and reputation and is a suitable person to be entrusted with the sale of tobacco products. At this time, there is no process for an applicant to appeal the decision of the City treasurer if the license is denied based on the criminal history of the applicant.

At this time, the code of ordinances prohibits the City treasurer from issuing a tobacco license to the following: 1) a person who has been convicted of a felony; 2) a person who has been convicted of possession or sale of tobacco, alternative nicotine product or vapor products or has forfeited his bond to appear in court to answer to any charges for any violation; 3) a person who within one year of application for a tobacco license has been convicted of, plead guilty to, or been placed on supervision for any tobacco, alternative nicotine product or vapor product related offense as they are by default considered not of good character and reputation. The proposed amendment provides a mechanism for those applicants with a prior criminal history that precludes them from receiving a tobacco license to appeal the denial of a tobacco license based on their criminal history.

The proposed changes will make this section of the Code of Ordinances consistent with other sections of the Code of Ordinances that provide a mechanism for those to appeal a denial of a tobacco license based on a negative criminal history.

•Approved was an Ordinance amending Chapter 49 of the Code of Ordinances, City of Aurora, Ill., commonly known as the “Aurora Zoning Ordinance”

City government of Aurora documents show the purpose of this Ordinance is to add new definitions and regulations for Electric Vehicle Charging Station and to clean up certain omissions in the community residence, minor and major sections, and to clean up certain regulations in the DC Downtown Core Section and Downtown Fringe Section in the Aurora Zoning Ordinance.

The Zoning and Planning Division continues to make updates or modifications to the Zoning Ordinance as matters arise.

In 2022, the Metropolitan Mayors Caucus invited municipalities in the region to participate in the EV Readiness Program to prepare to meet the growing demand for electric vehicles and charging station infrastructure. The City of Aurora joined the first cohort of communities to receive technical assistance and training in a variety of areas as it works toward an “EV Ready Community” designation.

Part of the program requires communities to develop electric vehicle charging station regulations. The City’s zoning ordinance is silent on electric vehicle charging stations; however, they have been interpreted and permitted as an accessory use for both residential and commercial properties. Staff members are proposing to codify this interpretation to allow them as accessory uses in all zoning districts and to establish some general design and maintenance standards.

In addition, this Text Amendment also includes a few cleanups to the Zoning Ordinance. As part of the 2020 update regarding the processes, there was removal of some words within the Community Residence, Minor and Major section. Therefore, this Text Amendment adds the missing words back into this section and reformats the numbering.

The Text Amendment also removed the clearance section within the Freestanding Solar Energy System Requirements due to the realization that this clearance requirement does not adhere to the current industry standards which has become a barrier in allowing this type of use.

The proposal would also update the Limited but Permitted Use Sections within the DC Downtown Core and F Downtown Fringe to allow for studios within the downtown. In addition, City officials are updating the title to include “DF” for downtown fringe.

•Approved was a Resolution authorizing the execution of a joint funding agreement with the state of Illinois, the execution of a Phase 3 Construction Engineering Services agreement with V3 Companies, Ltd in the not to exceed amount of $102,248.00, and the appropriation of $275,000.00 of MFT Funds for the Hankes-Galena Resurfacing Project.

The purpose is to execute the joint funding agreement for State-led Construction Work there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 3 Construction Engineering Services agreement with V3 Companies, Ltd and to appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution.

City government of Aurora documents show the City government applied for federal funding in the March 2022 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for 9 different projects, with 5 additional projects placed in the contingency program. This project was selected to be in KKCOM’s 5-year program.

The project will resurface Hankes Rd from Deerpath Rd to Galena Blvd and Galena Blvd from Hankes Rd to west of Orchard Rd. The funding ratio for this project is 75/25 (75% federal / 25% local) for construction and construction engineering, up to a maximum amount of $651,750 of federal funding. It was determined during design that the portion of Galena Blvd from the west project limit to 200’ west of Canterbury Rd is under State jurisdiction. State funding has been awarded for the resurfacing of this section in the not to exceed amount of $275,000 ($250,000 for Construction, $25,000 for Construction Engineering). Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources.

The City has been performing Phase 1 and Phase 2 Engineering fully in-house. Phase 1 design approval has been received. The Phase 2 plans are 99% complete and the Initial Final Plans, Specifications, and Estimates (PS&E) were submitted to IDOT on November 27, 2023. The project is targeting a March 2024 IDOT letting.

Due to the complex nature of the project construction and documentation requirements by the Illinois Department of Transportation (IDOT) for federally funded projects, the City is required to hire a consultant for the Phase 3 Construction Engineering Services.

The City published a Qualification Based Selection (QBS) for the Hankes-Galena Resurfacing Phase 3 Engineering services on January 11, 2023. Twelve firms submitted their qualifications. Staff members reviewed the qualifications submitted and determined that V3 Companies, Ltd (V3) was the most qualified with the top 3 firm’s scores. V3 and the proposed staff members have successfully completed Phase 3 Construction Engineering Services for many federally funded projects. The Phase 3 Engineering agreement from V3 in the amount of $102,248.00 will provide full time construction and material inspection for this project.

This followed the Request for Qualifications process and is not subject to the local preference policy. The funding source, federal, State, and MFT Funds, are not subject to the local preference policy.

IDOT requires the City to execute the joint funding agreement for State-led construction work by setting aside the local matching funds for the project. IDOT will front fund the Construction cost and invoice the City of Aurora for its share of the construction cost. The estimated total cost of the construction is $900,000. This amount is slightly higher than the Engineer’s Final Construction cost to allow for some additional contingency with final IDOT plan review and unknowns before the bidding process in March 2024. The City’s portion of construction costs would be approximately $162,500. The City will have to front fund the construction engineering (CE) cost and a portion of the cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $102,248.00. The City’s portion of the CE cost would be approximately $19,312.00. The approximate total cost of C&CE (City’s share) would be $181,812.00.

IDOT has issued guidance that these forms must be locally executed and submitted by January 31, 2024 in order to stay on schedule for the March 2024 state letting. If the forms are amended by IDOT, the mayor and City clerk will execute the most current forms. IDOT review of these forms may change the specific values indicated in the memo and resolution.

IDOT requires a Resolution to appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for improvement appropriating MFT funds is in the amount of $275,000.00. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost and to provide a small contingency.

Due to the nature of the federal funding on this project, IDOT requires that the City agree to pass a supplemental MFT resolution if necessary, to appropriate additional funds for completion of the project. City staff members will review the low bids and concur with IDOT on the award of the project to the low bidder if the bids are within a reasonable approximate of the Engineer’s Final Cost Estimate and bidding the project is in the City’s best interest.

It is possible that the mayor and clerk need to execute additional forms on the project including a Local Public Agency Amendment (BLR 05311) or revised/supplemental BLR 05530. Generally, execution of the BLR 05311 would be to receive additional federal funds or to move federal funds between Construction and Construction Engineering. As mentioned in the resolution City officials are requesting that the mayor and clerk have the ability to execute these documents if they are required to carry the purposes of this resolution into execution, without any additional City Council action. If additional MFT funds are needed for the project, then the Supplemental Resolution (BLR 09110) will be presented before the City Council.

The 2024 City Budget is anticipated to provide for sufficient funds in Account 203-4060-431.79-99 (GB153, Hankes Road and Galena Resurfacing).

Roadway traffic will be reduced to one lane with a flagger at various times during construction.

•Approved was a Resolution authorizing the execution of a joint funding agreement with the state of Illinois, the execution of a Phase 3 Construction Engineering Services agreement with HR Green, Inc. in the not to exceed amount of $473,545.00 and the appropriation of $1,600,000.00 of REBUILD Illinois Bond Funds for the Indian Trail (Edgelawn to Highland) Signal Modernization and Resurfacing Project.

City government of Aurora documents show the purpose is to execute the joint funding agreement for State-led Construction Work there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 3 Construction Engineering Services agreement with HR Green, Inc and to appropriate REBUILD Illinois Bond Funds by Illinois Department of Transportation (IDOT) Resolution.

A Phase 1 Study has been completed for this project, and the City is in various stages of design and construction for similar projects throughout the Indian Trail Corridor.

The project has secured federal funding to cover up to 80% of Construction and Construction Engineering costs. The funding sources include Surface Transportation Program – Local (STU) and Congestion Mitigation and Air Quality (CMAQ). A total of $3,800,000.00 in federal funds has been secured for Construction and Construction Engineering on the project.

The project involves modernizing the signalized intersections along Indian Trail between Edgelawn Dr and Highland Ave. Modernization includes replacement of all aging signal equipment, widening of curb radii to meet design vehicle requirement, and improving pedestrian facilities to meet ADA compliance. The intersections will feature new signal heads with 4-face flashing yellow turn arrows, which are in use on Orchard Road and are proposed in other upcoming projects throughout the City. Additionally, the existing roadway and 8-10 foot wide bike path will be resurfaced as part of this project. Additional general information and exhibits can be found on the project website (https://www.aurora-il.org/2365/Indian-Trl-from-Edgelawn-Dr-to-Highland-).

The City is continuing work with their selected design consultant, Stanley Engineering, on final design plans under a previous City agreement. The plans are 99% complete and the “Initial Final” Plans, Specifications, and Estimates (PS&E) were submitted to IDOT on November 27, 2023. The project is targeting an early 2024 IDOT letting, pending land acquisition certification.

The City published a Qualification Based Selection (QBS) for the Indian Trail Reconstruction Phase 3 Engineering services with proposals due September 15, 2023. Six firms submitted their qualifications. Staff members reviewed the qualifications submitted and determined that HR Green, Inc. was the most qualified with the top 3 firm’s scores. HR Green, Inc. has successfully completed Phase 3 construction engineering services on a number of federally funded projects for the City. The proposed resident engineer and team proposed on this project has worked on a number of other projects in the City. The Phase 3 Engineering agreement from HR Green, Inc. in the amount of $473,545.00 will provide full time construction and material inspection for this project.

This followed the Request for Qualifications process and is not subject to the local preference policy. The funding source, federal and REBUILD Illinois Bond Funds, are not subject to the local preference policy.

The City has been coordinating with the Burlington Northern Santa Fe (BNSF) railroad throughout the project. As part of a separate project led by the BNSF, the railroad will replace the crossing material at the tracks in conjunction with this project. A separate legistar item will be brought before the City Council for consideration with an agreement between BNSF and the City. As part of that agreement, BNSF has asked the City to cost share in the improvements. These improvements are eligible for federal reimbursement, and are included in the agreement. Like the CE cost, the City will need to front fund the costs and ask IDOT for reimbursement.

Altogether, the approximate total cost of C&CE and railroad (City’s Share) would be $1,158,335.

There are two drafts under review by IDOT. IDOT has issued guidance that these forms must be locally executed and submitted by January 31, 2024 in order to stay on schedule for the March 2024 state letting. If the forms are amended by IDOT, the mayor and City clerk will execute the most current forms. IDOT review of these forms may change the specific values indicated in the memo and resolution.

IDOT requires a Resolution to appropriate the REBUILD Illinois Bond Funds prior to their expenditure for approved projects. The Resolution for Improvement – BLR 09110 appropriates REBUILD Illinois Bond Funds in the amount of $1,600,000.00. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost, cover front funding the Railroad cost, and to add some contingency.

The REBUILD Illinois Bond Fund is a grant program using proceeds from general obligation (transportation, series A) bonds authorized in the REBUILD Illinois capital program to provide Local Agencies with the funds for transportation improvement projects. The funds can only be used on bridge and major highway projects that provide an average useful life of greater than or equal to 13 years.

Due to the nature of the federal funding on this project, IDOT requires that the City agree to pass a supplemental REBUILD Illinois Bond Fund or MFT resolution if necessary, to appropriate additional funds for completion of the project. City staff members will review the low bids and concur with IDOT on the award of the project to the low bidder if the bids are within a reasonable approximate of the Engineer’s Final Cost Estimate and bidding the project is in the City’s best interest.

It is possible that the mayor and clerk need to execute additional forms on the project including a Local Public Agency Amendment (BLR 05311) or revised/supplemental BLR 05530. Generally, execution of the BLR 05311 would be to receive additional federal funds or to move federal funds between Construction and Construction Engineering. As mentioned in the resolution City officials are requesting that the mayor and clerk have the ability to execute these documents if they are required to carry the purposes of this resolution into execution, without any additional City Council action. If additional REBUILD Illinois Bond Fund or MFT funds are needed for the project, then the Supplemental Resolution (BLR 09110) will be presented before the City Council.

The 2024 City Budget is anticipated to provide for sufficient funds in Account 202-4020-418.76-39 (GC083, Indian Trail Signal – Edgelawn to Highland).

Construction is anticipated to take place throughout 2024. Some construction work may take place in 2025 depending on the exact letting date, required utility relocations and other factors. Construction work under the City plan set will take place under traffic; no detour will be required. Traffic in each direction will be reduced from two lanes to one lane. Intermittent lane closures may occur during certain work activities. As part of a separate project the railroad will be replacing the crossing material, and the railroad will provide a detour for that work.

•Approved was a Resolution authorizing the appropriation and expenditure of MFT funds for snow removal operations in 2024 in an amount up to $1,320,000.00.

The purpose is to execute the Illinois Department of Transportation (IDOT) resolution necessary to appropriate Motor Fuel Tax (MFT) funds for the purchase of sodium chloride (rock salt) and liquid calcium chloride (pre-wetting agent) for 2024 (MFT Section No. 24-00000-00-GM).

City government of Aurora documents show the salt and calcium chloride to be used for snow removal will be purchased through the State’s Central Management Services Office and the DuPage County Procurement Services Division; both entities secured multiple bids through a publicly advertised sealed process, establishing competitive unit prices.

Prior to any expenditure of MFT funds, the State must review the proposed expenditure and authorize the use of MFT funds. The $1,320,000.00 is an estimate for what will be needed in 2024; however, the actual expenditure is dependent upon the severity of the winter and the number of events that require the use of these chemicals. Any unused funds from this expenditure will be returned to the City’s unobligated MFT balance at the end of 2024.

The 2024 budget is anticipated to include $1,320,000.00 for snow removal materials. This includes $1,300,000.00 for sodium chloride (rock salt) and $20,000.00 for liquid calcium chloride (pre-wetting agent), which is in line with past years.

These expenditures will be within account 203-4060-431.65-32 (Salt) and 203-4060-431.65-33 (Calcium Chloride).

Approval of this resolution will provide the City with the necessary materials to perform proper snow and ice control on city streets during the 2024 calendar year.

•Approved was a Resolution authorizing a contract with Trotter and Associates, Inc., to provide construction engineering services for various underground utility improvement projects during the 2024 construction season, in an amount not to exceed $350,000.00. The projects will be throughout the City and will include the repair or installation of water mains, sanitary sewers, storm sewers, and the replacement of lead water services.

City government of Aurora documents show the purpose is to execute a contract to allow Trotter and Associates, Inc., to provide services to supplement City staff members throughout the 2024 construction season. Personnel from Trotter and Associates, Inc., have successfully provided similar services in past. This proposal allows for a full time representative during 2024 and minimal surveying services consisting of construction layout and the preparation of record drawings as needed.

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 24, 2023 and nine 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 provide enough staff members for projects.

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 2024 budget in accounts 281-1856-512-73-09 ($100,000.00 for this contract, $3,000,000 requested in 2024 budget, B031), 510-4063-511-73-14 ($85,000.00 for this contract, $2,500,000 requested in 2024 budget, IB018) and 510-4058-511-73-02 ($165,000.00 for this contract, $5,000,000 requested in 2024 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. In addition, Trotter and Associates, Inc., will monitor traffic control standards as a part of the daily reporting.

•Approved was a Resolution adopting unit price bids for the purchase of various water and sewer repair materials for the 2024 calendar year.

City government of Aurora documents show 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 November 1, 2023 quotes from four material suppliers were opened by the director of the City’s 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, 2024. The total 2024 materials expense is estimated to be $445,500. 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 2024 budget provides funding for these purchases within the Water and Sewer Fund in the following accounts:

510-4063-511-65-60 (Water Lines) – FY 2024 Proposed Budget – $400,000

510-4063-511-65-65 (Sewer Lines/Sanitary) – FY 2024 Proposed Budget $45,500.

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

•Approved was a Resolution establishing the maximum number of Class D: Downtown Core On-Site Consumption liquor licenses (unofficially related to the application from Leilani Aurora, Inc d/b/a Leilani Asian Fusion at 2 N River Street, Aurora). [Ward 2]

City government of Aurora documents show the purpose of this Resolution is to increase the number of Class D: Downtown Core On-Site Consumption liquor licenses. A business that will be opening soon, Leilani Aurora, Inc, d/b/a Leilani Asian Fusion, at 2 N River Street, has submitted a liquor license application.

This request is presented in accordance with the 2011 amendment to the City’s Liquor Ordinance, specifically Section 6-9(a), which charges the City Council with the authority to determine the number of licenses available in each classification.

Leilani Aurora, Inc d/b/a Leilani Asian Fusion has submitted a liquor license application to offer alcohol for sale for on-site consumption in a full-service restaurant. If approved, this liquor license will allow the sale of alcohol during business hours. Leilani Asian Fusion will offer a full menu.

If approved, this resolution will increase the number of allowable liquor licenses to allow for the issuance of the license by the Liquor Commissioner. City staff members have been working with the business owner to ensure that all requirements for a liquor license, as set forth in Chapter 6 of the City’s Code of Ordinances, are met.

The proposed resolution presents an opportunity to further the City of Aurora’s economic development and to bring additional business and people to the City of Aurora.

•Approved was a Resolution authorizing the execution of a joint funding agreement with the state of Illinois, the execution of a Phase 3 Construction Engineering Services agreement with Thomas Engineering Group in the not to exceed amount of $53,808.00, and the appropriation of $250,000.00 of MFT Funds for the Church Road and Sheffer Road Resurfacing Project.

City government of Aurora documents show the purpose is to execute the joint funding agreement for State-led construction work there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 3 Construction Engineering Services agreement with Thomas Engineering Group and to appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resoluti

The City applied for federal funding in the March 2022 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for 9 different projects, with 5 additional projects placed in the contingency program. This project was selected to be in KKCOM’s 5-year program.

The project will resurface Church Rd from south of Indian Trail to Sheffer Rd and Sheffer Rd from Church Rd to Ohio St. The funding ratio for this project is 75/25 (75% federal / 25% local) for Construction and Construction Engineering, up to a maximum amount of $444,000 of federal funding. KKCOM has indicated that additional federal funds should be available for this project after the letting. Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources.

The City published a Qualification Based Selection (QBS) for a Phase 3 Engineering Services Master Task Order on September 27, 2023. A Master Task Order allows the City to select a single consultant through the QBS process, and assign engineering service agreements to the selected consultant at any point throughout the task order time period without issuing a new QBS. This Master Task Order procedure is described in the IDOT Bureau of Local Roads and Streets (BLRS) manual and meets the requirements for federal funding and reimbursement. Additional information is provided at the end of this discussion section.

Nine firms submitted their qualifications. Staff members reviewed the qualifications submitted and determined that Thomas Engineering Group (TEG) was the most qualified with the top 3 firm’s scores. TEG and the proposed Resident Engineer have successfully completed Phase 3 Construction Engineering Services for many federally funded projects, most recently the Liberty St and Edgelawn Dr resurfacings within the City. The Phase 3 Engineering agreement from TEG in the amount of $53,808.00 will provide full time construction and material inspection for this project.

This followed the Request for Qualifications process and is not subject to the local preference policy. The funding source, federal and MFT Funds, are not subject to the local preference policy. This is the first project to be assigned under this Master Task Order.

IDOT requires the City to execute the joint funding agreement for State-led construction work by setting aside the local matching funds for the project. IDOT will front fund the construction cost and invoice the city of Aurora for its share of the construction cost. The joint funding agreement estimated total cost of the construction is $580,000. This amount is slightly higher than the Engineer’s Final Construction cost to allow for some additional contingency with final IDOT plan review and unknowns before the bidding process in March 2024. The City’s portion of construction costs would be approximately $176,500. The City will have to front fund the construction engineering (CE) cost and up to 75% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $53,808.00. The City’s portion of the CE cost would be approximately $13,308.00. The approximate total cost of C&CE (City’s Share) would be $189,808.

Both drafts are under review by IDOT. IDOT has issued guidance that these forms must be locally executed and submitted by January 31, 2024 in order to stay on schedule for the March 2024 state letting. If the forms are amended by IDOT, the mayor and City clerk will execute the most current forms. IDOT review of these forms may change the specific values indicated in the memo and resolution.

IDOT requires a Resolution to appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for Improvement appropriating MFT Funds in the amount of $250,000.00. The resolution amount is higher than the anticipated City’s share in order to cover front funding the construction engineering cost and to provide a small contingency.

KKCOM has indicated there may be more funding available in FFY 2024 from Redistribution Funds available due to an excess of unspent funds throughout the Chicago Metropolitan Agency for Planning (CMAP) region. The City will continue pursuing these funds on this and other projects as available, and there is optimism in securing additional money up to the 75% maximum federal match.

This Master Task Order issued as QBS 23-91 was for a 5-year term (2024-2029) and only for Phase 3 Construction Engineering services. Additionally, the Master Task Order was limited to only federally funded resurfacing projects, or other sized similar small projects like Safe Routes to School (SRTS), bicycle paths or railroad crossing projects. Larger federally funded projects such as roadway reconstructions, signal modernizatinos, or bridge projects are not part of the Master Task Order and would still have separate individual QBSs.

Since 2020, the City has been designing these federally funded resurfacing projects in-house, and have been processing 1-3 projects per year. City staff members expect that trend to continue in the future. The intent is to use the selected consultant (Thomas Engineering Group) on about one resurfacing project per year. If there would be any other federal resurfacing projects in that year, separate QBSs would likely be issued for those resurfacing project(s) and Thomas Engineering Group could not submit on them. Due to the Redistribution Funds described above, the City may have upwards of 5 federally funded resurfacing projects under construction in the 2025 construction year. City staff members would contemplate assigning 2-3 projects to Thomas Engineering for 2025 construction, depending on the specifics and timing of each project.

By selecting Thomas Engineering Group for the Master Task Order, there is no guarantee to the consultant of any future work beyond this first assignment. If there are performance issues in the future or staff member changes, the City does not need to assign any future assignments to Thomas Engineering. Additionally, City officials indicated that procurement policies may change in the Purchasing Division, which may necessitate the City stop assigning work under this Master Task Order. The maximum amount of work the City can assign under this Master Task Order would be $750,000.00.

The 2024 City Budget is anticipated to provide for sufficient funds in Account 203-4060-431.79-99 (GB155, Church Road and Sheffer Road Resurfacing).

Roadway traffic will be reduced to one lane with a flagger at various times during construction.

•Approved was a Resolution authorizing the execution of a joint funding agreement with the state of Illinois, the execution of a Phase 3 Construction Engineering Services agreement with Chastain & Associates LLC in the not to exceed amount of $100,179.00, and the appropriation of $660,000.00 of MFT Funds for the Illinois Avenue Resurfacing Project.

City government of Aurora documents show the purpose is to execute the joint funding agreement for State-led construction work there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 3 Construction Engineering Services agreement with Chastain & Associates LLC and to appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution.

The City government applied for federal funding in the March 2022 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for 9 different projects, with 5 additional projects placed in the contingency program. This project was selected to be in KKCOM’s 5-year program.

The project will resurface Illinois Avenue from Highland Ave to the Fox River Bridge with an omission at Lake St (IL 31) where the State recently resurfaced. The funding ratio for this project is 75/25 (75% federal / 25% local) for Construction and Construction Engineering, up to a maximum amount of $500,000 of federal funding. KKCOM has indicated that additional federal funds should be available for this project after the letting. Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources.

The City published a Qualification Based Selection (QBS) for Phase 3 Engineering Services on October 25, 2023. Eleven firms submitted their qualifications. Staff members reviewed the qualifications submitted and determined that Chastain & Associates LLC (Chastain) was the most qualified with the top 3 firm’s scores. Chastain’s team has successfully completed Phase 3 construction engineering services for many federally funded projects. The Phase 3 Engineering agreement from Chastain in the amount of $100,179.00 will provide full-time construction and material inspection for this project.

This followed the request for qualifications process and is not subject to the local preference policy. The funding source, federal and MFT Funds, are not subject to the local preference policy.

IDOT requires the City to execute the joint funding agreement for State-led construction work by setting aside the local matching funds for the project. IDOT will front fund the construction cost and invoice the City of Aurora for its share of the construction cost. The estimated total cost of the construction (C) on the joint funding agreement (BLR 05310C) is $1,000,000. This amount is slightly higher than the engineer’s final construction cost to allow for some additional contingency with final IDOT plan review and unknowns before the bidding process in March 2024. The City’s portion of construction costs would be approximately $550,000. The City will have to front fund the construction engineering (CE) cost and up to 75% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $100,179.00. The City’s portion of the CE cost would be approximately $50,179.00. The approximate total cost of C&CE (City’s Share) would be $600,179. KKCOM has indicated there may be additional Redistribution Funds available for this project, and they will be pursued as available.

IDOT requires a Resolution to appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for improvement appropriating MFT Funds is in the amount of $660,000.00. The resolution amount is higher than the anticipated City’s share in order to cover front funding the construction engineering cost.

Due to the nature of the federal funding on this project, IDOT requires that the City agree to pass a supplemental MFT resolution if necessary, to appropriate additional funds for completion of the project. City staff members will review the low bids and concur with IDOT on the award of the project to the low bidder if the bids are within a reasonable approximate of the engineer’s final cost estimate and bidding the project is in the City’s best interest.

The 2024 City Budget is anticipated to provide for sufficient funds in Account 203-4060-431.79-99 (GB147, Illinois Ave – Highland to Fox River).

Roadway traffic will be reduced to one lane with a flagger at various times during construction.

•Approved was 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. On November 1, 2023, the City clerk opened proposals from five (5) area plumbing contractors. This contract is subject to the local vendor preference ordinance.

The proposed 2024 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 Water and Sewer Maintenance receives notification of a leaking water service line within the Public Right of Way.

•Approved was a Resolution to accept the Proposals received for the 2024 Water and Sewer Division emergency repair program.

City government of Aurora documents show 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.

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 November 1, 2023. ML&L Excavating, Inc., 751 Duncan Dr., Aurora, IL 60506, R.P.H. Hauling, 41 Windwood Dr., Sugar Grove, IL 60554, and Stokes Excavating, Inc. of 903 Daisyfield Rd., Rockford, IL 61102 were the three 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.

Funding for this work is typically budgeted within accounts # 510-4063-511-38-30 ($40,000, water repairs) and 510-4063-511-38-35 ($50,000, sewer repairs). Funds are requested in the amount of $90,000 in the 2024 budget, which is under review, for this work.

This process reduces 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.

•Approved was a Resolution authorizing the purchase of two replacement mowers, from Reinders Inc., through Sourcewell, for $231,716.42.

City government of Aurora documents show the purpose is to ensure that the City’s Park divisions have adequate mowers to perform their missions safely, efficiently, and effectively.

Two of the large-scale mowers assigned to the Parks and Recreation Division have been in service for over 20 years. Due to diminishing reliability, increased downtime, and accumulating maintenance expenses, both mowers are approved for replacement in the City’s 2023 Budget.

Advancements in technology have introduced new features and safety measures that are absent in the existing mowers. The acquisition of modern large area mowers such as the Toro Groundsmaster 5900 and 4000-D, will not only enhance operational efficiency, but also take advantage of the Tier IV emissions standards, and prioritize the safety of maintenance personnel.

Due to ongoing global supply chain issues and labor shortages, equipment manufacturers have drastically reduced or delayed equipment production. The bulk of equipment manufactured this year was allotted to fill orders placed in 2022 and various product lines were not available for new orders.

The City participates in Sourcewell (formerly known as the National Joint Purchasing Cooperative) for the purchase of replacement and additional vehicles. This program bids vehicles for purchase, which allows the City to satisfy the its own bidding process with less effort, and use a greater purchasing power to get lower prices.

Toro, a reputable manufacturer of landscape maintenance equipment, has begun accepting orders for the next wave of mower production which is tentatively scheduled to commence early in 2024.

In order to secure a place in the production que, the Parks Maintenance Division is requesting authorization to place orders for both mowers from Reinders Inc., which is an authorized Toro distributor, for $231,716.42, using Sourcewell contract# 031121-TTC.

Funding to satisfy the cost of the requested mowers has been carried over to be available in the 2024 budget with specific allocation in the following accounts: 340-4440-451.63-33 ($76,100.00), 340-4440-451.74-33 ($157,700.00),

•Approved was a motion authorizing the execution of a settlement agreement between the City and John Palatine in the matter of Palatine v. City of Aurora et al; Case No. 22-LA-130 – Circuit Court of the Sixteenth Judicial Circuit, Kane County, Illinois.

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