Aurora government takes lead in FOL; ponders phishing

By Jason Crane

At the Aurora city government Committee of the Whole (COW) meeting Tuesday, April 5, Council members discussed a resolution to enter into a donation agreement with the Aurora Rotary Club Foundation (the foundation arm of the Rotary Club of Aurora) for their inventory of lights displays.

City government of Aurora documents show the Rotary Club of Aurora has been serving the Aurora community for nearly 100 years and for the past 15 years Rotary has organized and been host to the Festival of Lights (FOL) at Phillips Park in conjunction with the city of Aurora government. The light show has attracted thousands of holiday visitors annually; raised more than $500,000 to support non-profits in the Aurora area and around the world; and dedicated thousands of hours of service to the event and to the community.

The Rotary Club wishes to donate the light show and all of its inventory to the city government so the storied tradition can continue, in addition to the donation of the light displays, Rotary will be sharing and helping with their Club members’ insight, expertise, volunteerism, and community support as needed.

City staff members from various divisions will spearhead the transition of the light show and will establish a committee to ensure continued success.

Even with difficulty finding volunteers for the light show last year, the event raised more than $50,000.

Not approving the donation agreement could potentially impact the ability to continue the Festival of Lights show at Phillips Park.

• Two individuals sought to use their voices for up to three minutes each:

Lifelong resident of Aurora, Dan Richardson, spoke on behalf of Gift of Hope Organ & Tissue Donor Network.

Richardson emphasized the importance of organ donation. He said his late son’s organs were used to help three people after a car accident.

“My son, Dylan, became a donor hero in 2007 after suffering significant injuries sustained in an automobile accident at Orchard and Sullivan Roads in Aurora.

“He saved three lives through organ donation.

“April is Donate Life Month, and during this time Gift of Hope is very busy conducting donation memorials and awareness campaigns, one of which is what they call ‘Light It Up Purple’, where Gift of Hope encourages individuals, households, neighborhoods, businesses, and municipalities to show support for donation by lighting it up purple.

“Currently, my house is lit up all in purple, and we were thinking Aurora might want to participate in this initiative in a much larger way, by lighting up something more significant.

“We were thinking for example, the RiverEdge Park pedestrian bridge (see above) or anything else Aurora might want to light up in purple, whether it be for a day or a multitude of days during the month of April.

“Other large communities are participating in this initiative as well, such as Little Village of Chicago, Decatur, Quincy, Peoria, possibly North Aurora, Thornton Township, and Rockford.

“I’ve been in touch with the Aurora Special Events department and alderman (Carl) Franco is familiar with my son’s story.

“On behalf of myself and Gift of Hope, we’re wondering if the City might like to participate in this wonderful initiative by helping spread organ and tissue donation awareness, honor donors, along with encouraging people to sign up to become donors through ‘Light It Up Purple’.”

• Adam Pauley said, “Last Monday was a dark day for this Country. Last Monday, the Florida governor signed into law the ‘Don’t Say Gay’ Bill which was written in such a broad manner that its language can be construed to prevent any discussion of sexual orientation in any classroom in Florida.

“The Bill was a clear attempt to push LGBT people to the fringes of society and mark us as taboo.

“We are not taboo, we are human beings, with the same God-given rights as anyone else.

“Monday was a stark reminder that we must work to preserve those rights, but even in the darkness, it cannot always be night.

“Aurora is nicknamed the City of Lights because of the leadership we took being one of the cities first in the Country to install electric lights.

“Soon the City of Lights will shine brightly again as we lead the Nation in the creation of the first LGBT Advisory Board in the area.

“The purpose of the Board will be to promote, encourage, educate, and preserve LGBTQ culture and history to serve as a bridge between the LGBTQ community and all other communities within the City, and to encourage civil engagement within the LGBTQ community.

“It will be a public body that will focus specifically on the needs and challenges facing the LGBTQ community in Aurora and will reduce stimas facing the community by being active and doing service.

“Much of the negativity and stigma facing the LGBTQ community is based on fear and ignorance, but through service and being an active part in the City, we will showcase ourselves as regular people.

“Once again, Aurora will lead and shine forth as a light in the darkness if we pass this legislation which is currently being drafted by the Mayor’s Office.

“I look forward to working with you to secure its passage by June.”

• Placed on Unfinished Business for more information and possible further discussion was a Resolution to append approved resolution R21-111, dated 4/26/2021 from Data Defenders LLC in Chicago for $336,697.20. The total amount over the five-year contract is not to exceed $3,538,912.20.

City government of Aurora documents show the payment of $336,697.20 is an additional charge from Data Defenders for the services they provided after a phishing incident in November 2021 that caused a data breach to the servers the city of Aurora government uses.

November 4, 2021 the city of Aurora government was alerted to a potential breach of its Microsoft Office 365 Cloud tenant because of anomalous login attempts being detected.

The city of Aurora government Information Technology (IT) Department is seeking to expand the scope of managed security services to add additional service components that were not included in previous order forms and to expand service coverage throughout the city of Aurora government’s technology infrastructure. This change includes hours of incident response to cover recent incidents experienced in October and November 2021.

Data Defenders is being engaged by city of Aurora government to provide additional services as described in the following section. Task #1: Incident response professional service hours; Task #2: Additional professional services hours; Task #3: KnowBe4 security awareness training software subscription; Task #4: ESentire CrowdStrike Anti-Virus Module (prevention) subscription.

The budget transfer/amendment for 2022 is in progress to fund the services from Data Defenders.

Cyber protection is a necessity, and the City will face increasing insurance costs without the above protective measures. Benefits include but are not limited to:

1) Increase in professional services hours will allow for continuous delivery of services through the end of CY 2021.

2) The CrowdStrike Anti-Virus (Prevention) module will allow for integrated management of prevention and response activities on all COA endpoints.

3) The KnowBe4 Phishing and Security Awareness Point solution will enable COA to continue to manage security awareness training of its employees with the objective of reducing the number of employee related security incidents.

The City Council gave consent to the following agenda items likely to be placed on the full City Council agenda Tuesday, April 12:

• Consent was given to a Resolution approving the appointment of members to the Innovation and Technology Advisory Commission.

City government of Aurora documents show in January of 2022, the City Council approved the establishment of Innovation and Technology Advisory Board to investigate, research and gather information in relation to significant emerging technologies that may benefit and/or have an impact on the city.

The nomination brought forth represents five of the nine members to the Board, two City staff members, two residential members, and one non-resident of Aurora as followed; Michael Pegues: Chief information officer, city of Aurora; Behati Hart: Director of Innovation and Strategy, city of Aurora; Charles Baker: Ward 8, OnLight Aurora; Jimi Allen: Ward 6, Bureau Gravity Talklab; and Kader Sakkaria, non-resident, Cartus.

• Consent was given to a Resolution to extend the agreement with Cities in Schools (formerly Communities in Schools) of Aurora to serve as third party administrator for Summer youth programs in 2022 Summer programs in the amount not to exceed $194,000.00 for the Community Services Division.

City government of Aurora documents show since 2010, the City government has utilized Cities in Schools (CIS) as a third party administrator (TPA) for Summer and youth development programs. CIS has strong partnerships with School Districts 131, 129, 308, and 204, as well as many youth-based organizations. These relationships serve CIS well with respect to managing these programs. The agreement with CIS needs to be extended in order to continue with the planning process to be able to provide Summer camps and programs by the start of Summer break. This agreement is for one additional year.

The cost for proposed services is $194,000.00. The proposed agreement is the similar to the 2020 Summer. The 2022 proposal includes four educational summer camps, one drama camp, and field trips for all Summer camp sites run by the school districts and the park district. The locations of these sites have been determined in conjunction with the school districts. Cities in Schools continues to provide quality service, conduct satisfaction surveys with parents and stakeholders, make necessary changes to their programs based on responses from the community, as well as provide an informative annual report to the City of Aurora.

This proposal is beneficial for the City, at a time when the City’s Youth Services Department does not have the staff members, resources, and budget to provide this service in-house. The City continues to evaluate the mix of in-house staff member support/administration with the $194,000 budgeted for contractual administration. For additional enrichment programs, supplies/curriculum, trips, staff members, longer/full-day camps, and students, the City government will continue to pursue grants and donations to provide additional funding for third party contracts to sustain Summer programs. Youth Services will contract directly with program providers for the enrichment component for the summer programs, and will be monitored by the Youth Services manager. Site visits will be made to all program sites. CIS will provide a report at the end of the season.

This service was not formally bid. CIS has been a strong partner and the only organization that has been able to provide the comprehensive services the City needs to run camps.

The 2022 budget account number 101-1370-440.32-20 has $194,000 for these services.

There is no reported impact on the public, other departments/divisions, or technology. Since their programs have been outsourced to CIS, the City has not been involved in the hiring process, payroll function, logistics, staff member training, and other functions. This change has reduced the amount of time required by payroll and human resources staff members.

• Consent was given to a Resolution authorizing execution of labor agreement between the city of Aurora and Local 461 of the International Brotherhood of Electrical Workers, AFL/CIO.

The purpose is to obtain authorization to execute a Labor Agreement between the City of Aurora and Local 461 of the International Brotherhood of Electrical Workers, AFL/CIO.

City government of Aurora documents show Local 461 of the International Brotherhood of Electrical Workers, AFL/CIO contract expired December 31, 2021. Negotiations began November 30, 2021 between the City of Aurora and IBEW Local 461. The Union ratified the contract on March 4, 2022.

Upon the completion of the tentative agreement, the Union ratified the contract on March 4, 2022. Changes were negotiated in part to keep pace with benefits recently afforded to other groups within the city or to enhance certain I.B.E.W. benefits from other City classifications. Wages agreed upon for the term of this agreement are 2.75% for year 2022, 3% for 2023, and 3% for 2024.

• Consent was given to a Resolution authorizing the purchase of one 2022 Wheeled Coach Ford F-550 4×4 gas type 1 ambulance from Fire Service Inc., St. John, Indiana in the amount of $326,903.00, as well as vehicle setup and medical equipment and supplies for a total cost of $405,253.00 for the Aurora Fire Department.

The purpose is to purchase one 2022 Wheeled Coach Ford F-550 4X4 gas Type I ambulance, from Fire Service Inc. This purchase would be the new Medic 13, for station 13 which is projected to open in 2024.

City government of Aurora documents show the Aurora Fire Department has $7,100,000 budgeted over the next three years for the design and construction of station 13. In-order for Medic 13 to be up and running when station 13 opens in 2024, it needs to be ordered this year. In addition, purchase date to delivery date for some equipment is running close to a year, so that equipment also needs to be ordered now, in order to ensure it is here when the ambulance is put in service.

Fire Service Inc. is the area dealer for the Wheeled Coach brand ambulance. The city of Aurora last purchased a Wheeled Coach ambulance from Fire Service Inc. in January of 2022. The Fire Service, Inc. contract with the city of Aurora contains language that allows the right to add additional units to that contract, with a guaranteed maximum mark-up (tag-on language).

The station location study that was done in 2022 showed the need for a new fire station on the North side of I-88. The City of Aurora has property on the corner of Nan and Bilter. This property is slated to house Station 13 for the Aurora Fire Department. Station 13 will house an Engine, Ladder Truck and Ambulance.

The Aurora Fire Department station/vehicle project shows Station 13 opening in 2024.

The exact date is not known, but it could be sooner than the chart shows.

With the timetable that Fire Service Inc. has given us of 14-16 month after confirmation and chassis arrival, Medic 13 needs to be ordered this year.

Fire Service Inc. can only hold the price for 60 days from the date of the proposal letter due to supply chain delays and the fluctuations in material costs.

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

Payment of the ambulance will not be due until delivery of the unit and a decision package will be submitted for 2023 in account 255-3033-422.75-30. In addition, $10,000 will need to be budgeted in account 255-3033-422.3889 for the setup of the vehicle for a total price of $346,903.00. Expenses for the needed equipment for the ambulance are approximately $5,000 if expendable supplies (255-3033-422-65.26) and $63,350.00 for medical equipment (255-3033-422-65.27). This makes the total package cost $405,253.00.

As the Aurora Fire Department expands to 10 stations in the near future, medic 13 needs to be ordered due to the 12-14 month build time after confirmation and chassis arrival at Fire Service Inc. By ordering medic 13 in advance, the department should be able to stay in line with the construction and station opening.

• Consent was given to a Resolution authorizing the purchase of a replacement brush chipper from Vermeer Midwest for $92,015.00.

The purpose is to ensure that the Street Maintenance Division has adequate equipment to perform forestry operations.

City government of Aurora documents show brush chippers are essential pieces of equipment mainly employed by Street Maintenance Division personnel to maintain the City’s right-of-way trees. They quickly reduce tree limbs into wood chips for useful purposes such as erosion control and producing composting material and mulch. Unit 48-376, a 2008 Vermeer BC1800 XL, is one of three brush chippers assigned to the Street Maintenance Division.

During use on March 8, 2022, a failed axle fastener on 48-376 resulted in extensive main frame and body damage to the unit. The Fleet Maintenance Division inspected the machine and concluded that given the nature of the damage and the age of the machine, repair costs may possibly exceed the machine’s value and that the continued safe use on public roads cannot be guaranteed. They also determined that there are several salvageable components that are still intact on 48-376 that could be used as replacement parts for the remaining machines.

In consideration of the machine’s age and the findings of the Fleet Maintenance Division, I am recommending a replacement unit.

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

Using Sourcewell contract 031721-VRM, Vermeer Midwest has proposed to supply an equivalent replacement brush chipper for $92,015.00.

The City’s Property Claims Account 601-0000-410.40-76 has available funds to satisfy the purchase of this equipment.

Vermeer Midwest is not indebted to the City.

• Consent was given to a Resolution to award a contract to Builders Paving, LLC in the bid amount of $8,354,588.00, and to appropriate $3,300,000.00 of MFT Funds for the 2022 City Wide Street Resurfacing Project.

The purpose is to award the Construction Contract for the 2022 Resurfacing Project and to appropriate Motor Fuel Taxes (MFT) by Illinois Department of Transportation (IDOT) Resolution for MFT Section No. 22-00000-00-GM.

City government of Aurora documents show the City maintains nearly 1,300 lane miles of streets with a pavement wearing surface life expectancy of 20 to 25 years. This Construction Contract includes the resurfacing of 40.6 lane miles of streets throughout the City. In 2020 the City resurfaced 46.0 lane miles, and in 2021 the City resurfacing 35.7 lane miles of streets.

Bids were opened and publicly read on March 21, 2022. The lowest responsible bid was submitted by Builders Paving, LLC of Hillside, Ill.in the amount of $8,354,588.00 which is 2.56% less than the Engineer’s Cost Estimate. Builders Paving, LLC is IDOT Certified and has previously completed work for the City of Aurora on a number of resurfacing projects, including the 2017 through 2019 programs. City government officials recommend awarding the 2022 Street Resurfacing Projects, MFT Section No. 22-00000-01-GM, to Builders Paving, LLC for the unit prices submitted.

Due to the funding source, the local preference ordinance does not apply.

IDOT requires City Council appropriation of Motor Fuel Taxes prior to expenditure of funds.

Construction is expected to begin in May and be substantially completed by November. Each street will be under construction for 8 to 10 weeks and will have some impact to local traffic.

• Consent was given to a Resolution Authorizing the third Intergovernmental agreement between the city of Aurora government and the Aurora Civic Center Authority regarding the management of RiverEdge Park and John C. Dunham Pavilion.

City government of Aurora documents show the purpose is for an Intergovernmental Agreement with the Aurora Civic Center Authority (ACCA) to continue to provide for programing, management, and maintenance of RiverEdge Park and the John C. Dunham Pavilion through January of 2027.

In 2012 the City of Aurora entered into the original intergovernmental agreement (IGA) with the Aurora Civic Center Authority (ACCA) regarding the facility operations at the City’s RiverEdge Park Music Garden and John C. Dunham Pavilion. A second amended agreement executed in 2016 ended February first of this year. A new agreement is needed going forward.

The City is pleased with how ACCA has managed RiverEdge Park since 2012 and would like to continue to see ACCA manage and coordinate events at the RiverEdge Park. This third intergovernmental agreement only has minor charges and seeks extend the successful relationship between the two governmental entities.

2022 budget provides funding for the RiverEdge Park in the amount of $1,200,400.00.

ACCA’s management and maintenance of RiverEdge park will ensure the continuing success of RiverEdge Park. The City will continue to work closely with ACCA regarding the budget, programming, reimbursements to ACCA for maintenance and facility upgrades. The City, its residents and visitors will benefit by this continued relationship between the parties.

• Consent was given to a Resolution ratifying payments in the amount of $12,952.40 and approving estimated payments in the amount of $52,952 to Richland Community College in Decatur for police recruit training, lodging, and meals in 2022 for a total amount of $65,904.40.

City government of Aurora documents show the purpose is for approval of payments required to send police recruits through the Macon County Law Enforcement Training Center, a partnership with Richland Community College and the Illinois Law Enforcement Training and Standards Board. This includes wearables (uniforms/PT Set), OC Spray training, classroom/online training, lodging, and meals.

Prior to 2020, the State of Illinois would reimburse the police officer basic academy training from state funds directly to the academy. In January 2020, cities across Illinois were informed training would have to be paid for by the cities, with the possibility of future reimbursement by the state. This reimbursement could be in full or partial payment, depending on state funds. Prior to 2020, the City typically paid $330 per recruit, which covered wearables and OC Spray training, while the State covered the remaining balance.

In 2022, the current cost per recruit, including room and board, wearables, and OC Spray training are approximately $6,619.

The primary purpose of the police academy is to prepare new officers for a career in law enforcement. The Academy provides basic training for recruits to become certified Illinois law enforcement officers. To become certified, recruits must attend and successfully complete a 560-hour (14 week) comprehensive training course. The police department has been using the Macon County Law Enforcement Training Center for approximately three years. Other academies have failed to meet the standards or have been unable to grant the number of slots needed to train recruits annually.

Ratification is requested for the first recruit academy of 2022 in the total amount of $12,952.40. Two police recruits are in the first session from January 9th, 2022 to April 15th, 2022.

Approval is requested for the remainder of 2022 for which the police department anticipates sending eight recruits to the basic academy training beginning on August 14th, 2022 and graduation on November 18th, 2022.

The total amount to send eight recruits to the academy is approximately $52,952.

$464,000 was budgeted for 2022 in 101-3536-421.42-48 to pay for basic academy training and lateral hire bonuses.

In 2021, the police department began hiring experienced lateral officers from other police departments to address staffing shortages, and better retain new officers that do not meet training standards after hire. Lateral hires have proven successful as the Police Department is able to train them faster and does not experience the same rate of turnover as with new recruits. Lateral officers are currently paid a $20,000 hiring stipend as an incentive. The first group of lateral hires were on board in October 2021. The Police Department anticipates hiring 12 additional lateral hire applicants in April 2022. Bonuses for that group would total $240,000. APD is still looking to bring on new officers from the civil service eligibility list to create a balance and give opportunity. Assuming the Police Department can send eight officers to the Academy in August, it would cost approximately $52,952 in addition to the two recruits that are in the first session ($12,952.40). The total budgeted amount for 2022 covers these expenses.

If the basic academy training costs are not approved, it will prevent APD from maintaining police staffing levels and negatively impact public safety.

Authorization of the ratification and approval of recruit training expense for a total amount of $65,904.40 for the calendar year 2022.

• Consent was given to the announcement of the availability of the eligibility study and report, and the redevelopment plan and project for the proposed East River Bend Tax Increment Finance (TIF) District.

City government of Aurora documents show in compliance with the TIF Act, this agenda item shall serve as the City’s announcement of its intent to establish an East River Bend TIF District. This announcement provides for a review period of the redevelopment project and plan and eligibility report.

The subject parcels are within the City’s downtown area, generally bordered on the south by Spring Street (as extended west to the Fox River), on the east by Broadway Avenue, on the north by a certain parcel occupied by Jakes Bagel and Deli, and on the west by the Fox River. Parts of the proposed TIF District is within the City’s existing TIF # 1 and other parts are within the City’s TIF # 6. The area location along the Fox River has been identified by the Downtown Master Plan as a focal point part of the “heart of Downtown” and is part of an area desired as a “vibrant designation with mixed use development, family friendly activities and nightlife entertainment”.

Constructing a new multi-family residential development on the banks of the Fox River in Downtown Aurora, particularly near the Aurora Transportation Center, has been a consistent recommendation of numerous City long-range planning documents for decades. Combined with the recommendations of the Downtown Housing Study (2019), the growing demand for rental housing, the redevelopment of long vacant historic buildings in the Downtown, and the recent completion of the new pedestrian and bicycle bridge, the time for implementing the City’s vision is now.

An RDA with DEC Developers to construct a new apartment building that includes a parking structure and various amenities has been approved in 2021.

To establish a TIF district (“Redevelopment Project Area” or “RPA), Illinois municipalities must adopt several documents including a Redevelopment Plan and an Eligibility Report.

The creation of a TIF district requires several steps. The first public step is the announcement of the availability of the Eligibility Study and Report, and the Redevelopment Plan and Project for the proposed East River Bend TIF District. It is important to note that the actual announcement is done by the full City Council at its April 12, 2022 meeting. Further steps associated with the creation of the TIF will include the provision of mailed notices, public notices, a Joint Review Board meeting and a public hearing. The City’s Corporation Counsel has engaged Klein, Thorpe & Jenkins to serve as the City’s Special Counsel to support this TIF formation process.

Making this announcement will begin the formation process of the proposed East River Bend TIF District. Failure to make this announcement will mean that this TIF District will not be created and needed financing for future development will not be created.

Staff members recommend the Committee forward this item to the City Council for formal announcement on April 12, 2022.

• Consent was given to a Resolution authorizing Amita Health Saint Joseph Hospital-Elgin Employee Assistance Program(EAP) from January 1, 2022 through December 31, 2024.

City government of Aurora documents show the purpose is to obtain approval to renew the service agreement with Presence Saint Joseph Hospital to provide an employee assistance program for all city of Aurora employees.

For more than twenty-five years, the city of Aurora has offered employees the benefit of using the Amita Health Saint Joseph Hospital’s Employee Assistance Program. The program offers a mechanism to assist, counsel and support employees who have personal concerns that may or may not, affect their job performance. Based on the budgeted annual expenditure of $26,000, City Council approval is being requested.

The agreement expires December 31, 2021 with Amita Health Saint Joseph Hospital to provide an Employee Assistance Program. The current agreement is effective January 1, 2022 to December 31, 2024, which includes a two one-year automatic renewal provisions. Approval is needed to compensate Amita Health Saint Joseph Hospital for their ongoing EAP services through December 31, 2024. EAP continues to be a solid partner in providing exceptional service to the City of Aurora.

• Consent was given to a Resolution to allow the Aurora Financial Empowerment Center to apply for a Kane County Grand Victoria Riverboat Grant, to help with staffing and implementation costs to support a Child Savings Account and Family Financial Literacy Initiative in the amount of $100,000.

City government of Aurora documents show the city of Aurora Innovation and Strategy Division is seeking to create a Child Savings Account and Family Financial Literacy Initiative through the Financial Empowerment Center. A Child Savings Account program provides a savings or investment account and financial incentives to children for the purpose of post-secondary education or other asset building. Research shows that creating college savings accounts dramatically increases the change that children not only enroll in college, but also graduate. Through improved financial literacy and support, the City government is looking to provide racial equity and accessibility to greater financial mobility for families in low-income areas.

In 2010, the Illinois Children’s Savings Account Task Force recommended the Illinois 529 College Savings Program as a vehicle for a statewide program. In 2019, the ILGS passed legislation that Illinois would provide a $50 seed deposit in a 529 Child Savings Account for every child born or adopted in Illinois. Seed money is available through Illinois for every newborn in Aurora. The Aurora Child Savings Account Program will make it easy for all families to claim the state’s seed deposit, while setting up goals and metrics to ensure the program is equitable.

In April 2020 the city of Aurora partnered with the Cities for Financial Empowerment and The Neighbor Project to open Aurora Financial Empowerment Center (FEC) under Innovation and Core Services. The department has successfully implemented and found funding for the program over the last 2 years with the assistance of government grants, local agencies, and several area financial institutions. The Aurora FEC provides free one-on-one financial counseling to low- and moderate-income residents. To date, the FEC has had over 1000 outcomes, helping residents increase savings by over $500,000 and reduce debt by over $1,200,000.

Aurora is the second largest city in the state of Illinois, with a population between 180,000 to 200,000. The racial/ethnic breakdown of the population is 43% Hispanic, 37% White, 10% Black, 8% Asian, 2% Other. Although the poverty level of Aurora residents at 10.9% is slightly lower than the state of Illinois of 11.5%, the Hispanic poverty level is significantly higher, at 16.3%, and Black poverty level is at 11.9%. One way that cities and organizations are addressing preparedness for a financially secure future is through financial literacy and college/post-secondary education financial planning.

In 2010, the Illinois Children’s Savings Account Task Force recommended the Illinois 529 College Savings Program as a vehicle for a statewide program. In 2019, the ILGS passed legislation that Illinois would provide a $50 seed deposit in a 529 Child Savings Account for every child born or adopted in Illinois.

Requested is $100,000 in assistance from the Grand Victoria Riverboat Fund to implement a Child Savings Account Initiative, in connection with financial literacy and counseling.

Many cities have expanded their Financial Empowerment Centers to provide more supportive services to advance the financial mobility of Black, Indigenous and People of Color (BIPOC) families and communities. The Midwest CSA Consortium and Heartland Alliance are providing in-kind consulting to successfully launch the program and pursue financial self-sufficiency.

The Aurora Financial Empowerment Center will continue with fundraising efforts by building relationships with banks, foundations, and organizations that are aligned with the City’s mission to help guide the financial futures of the neediest residents. Initial seed funds will be deposited by the Illinois State Treasurer according to The State Treasurer Act, 15ILCS 505/16.6, with opportunities for match funds by other organizations.

Child Savings Account programs provide long-term savings accounts that help children, especially low-income children, build savings for their future. The City of Aurora seeks to provide a long-term program that invests funding for kids’ academic success as well as financial literacy and support to families and youth.

The impact of the Aurora FEC to-date has been tremendous for low-to-mid income families, providing greater financial mobility and wellness. Many clients have been able to achieve long-term goals, affording rent, purchasing homes, eliminating debt and becoming financially free. Combining financial literacy with a Child Savings Account Program will create more opportunities for families to get equitable access to financial counseling, youth financial programming, and savings opportunities. Children from all demographics will be more prepared to attend and graduate from higher education programs, setting them up for a successful transition to a financially stable future.

The Kane County Riverboat Grant will pay for counselor salaries, program management, and costs associated with implementing the Child Savings Account Program in Aurora.

• Consent was given to a Resolution authorization to accept the bid from Superior Asphalt Materials LLC, North Aurora, Ill. for the Citywide Asphalt Purchase Program.

City government of Aurora documents show the Street Division uses the program to purchase asphalt to patch potholes and make small road repairs citywide throughout the year. The bulk of the material purchases is for daily use in the 1.5 ton capacity pothole patcher from April through November.

Street Maintenance has solicited bids for the Citywide Asphalt Purchase Program. Superior Asphalt Materials LLC and Builders Asphalt LLC were the only two companies to bid.

Builders Asphalt submitted the lowest bid. However, when you factor in the round-trip wages of $51.04 for city personnel to travel to Builders Asphalt in Elburn, IL, compared to round trip wages of $14.89 to travel to Superior Asphalt in North Aurora, IL. The overall costs are more expensive with Builders Asphalt. For this reason, it is more economical to accept the bid from Superior Asphalt.

The local preference ordinance did apply but was not a factor in the selection process.

Contract will be for one year with the option of three 1-year renewals upon mutual agreement between the City and the vendor.

Failure to approve this expenditure could affect the patching of asphalt roadways.

• Consent was given to a Resolution authorizing the director of Purchasing to purchase a 3-year subscription for a combined scheduling, time and attendance solution from Ultimate Kronos Group (UKG), Weston, Fla. and Vector Solutions, Tampa, Fla., with 2 additional option years for a total award of $1,092,230.12 with a 10% contingency.

City government of Aurora documents show the City government seeks to greatly improve the scheduling, time and attendance processes in place throughout the City through automation and integration. The current manual processes differ by department and involve duplicate entry that raises the risk of errors and decreases staff member efficiency.

Except for the Aurora Police Department (APD), timesheets are collected manually by department representatives and manually entered into the Naviline payroll system for processing. The APD solution, while imported directly from the existing electronic system into payroll, no longer meets the scheduling needs of the Department.

The City engaged Marketplace.city to find a scheduling, time and attendance solution for employees citywide to replace the manual process and integrate with the existing payroll system – Naviline. The core aspect of the system is a low friction solution to track, manage, control and report on employee time.

Marketplace Process Summary

• Created Market Landscape with 40+ companies
• Based on the market landscape and City Stakeholder review, publicly posted and distributed the Opportunity and Scope Document for vendors to complete in order to be included in the reporting and selection process
• 14 companies responded by 5/13 Deadline
• Hosted Vendor Meetings with 5 companies
• City staff members conducted deep-dive demos with final 3 companies
• City staff members finalized Final Proposal Request
• Final Proposal sent to UKG and VCS on 9/29, due by 10/14
• City staff members Reviewed Vendor Final Response Analysis
• City staff members conducted guided demonstrations for scoring final vendors
• Stakeholders provided scoring summary at end of guided demonstration process

UKG was selected as the winner for APD and City staff members, with the exception of the two groups listed below.

Aurora Fire Department (AFD)

• As part of the Records Management System selection process, AFD was shown the Scheduling solution offered by their preferred training module solution: Vector Solutions
• Given the preference for UKG by stakeholders of this time and attendance project, and the potential efficiencies of one city-wide solution, AFD wanted to determine if the UKG solution would meet departmental needs.
• After a guided demo on Feb. 2, 2022, it was determined that UKG will not meet the scheduling needs of AFD.
• Therefore, AFD selected Vector Solutions for their departmental scheduling, time and attendance solution.

Public Works

• The division heads for Public Works met with UKG for a guided demo and were pleased with the Time and Attendance portion of the UKG solution but would like a full pilot before committing to the Scheduling portion of the UKG solution. This pilot will be conducted prior to Public Works going live on the Time and Attendance portion of the UKG solution.

Fees outlined in the contracts for UKG and Vector Solutions subscriptions are derived on a per employee, per month basis. If departments choose not to use a module, the fees owed by the City would be reduced by the corresponding monthly fees for that module.

Local vendor preference does not apply to this process.

Without a fully-automated scheduling, time and attendance solution in place city-wide, the current manual process will be in place for most departments, resulting in decreased efficiencies and increased risk of entry errors.

A decision package was approved for 2022 for $287,700 for the implementation of a new time and attendance solution.

• Consent was given to a Resolution to purchase a 3-year subscription for a combined, comprehensive fire records management system (RMS) from ESO Solutions, Austin, TX and Vector Solutions, Tampa, FL, with two additional option years for a total award of $299,202.72.

City government of Aurora documents show the city of Aurora’s Fire Department (AFD) is seeking a complete fire department records management solution including fire prevention, scheduling, training, reporting and integration with other systems. AFD’s goal is to increase fire safety and improve the overall efficiency of the Department’s Fire and Emergency Medical Services (EMS) including the time spent on internal processes and administration.

For several years, AFD has utilized Firehouse Software as their RMS solution. AFD has outgrown the capabilities of the Firehouse Software solution and when Firehouse was purchased by ESO Solutions, AFD decided to perform a comprehensive research of the ever-changing Fire RMS landscape.

In working with the City’s IT Department and Procurement Division, AFD engaged Marketplace.city to create a Market Landscape. Following the Marketplace Clearbox Process, Marketplace.city:

• Created Market Landscape with 25+ companies.
• Drafted the Opportunity Overview document to outline project scope and key functionality to guide vendor proposals.
• Conducted direct outreach to companies on Market Landscape to generate proposals.
• Received 7 vendor proposals by 5/18/21 RFP deadline.
• Summarized response data from vendor submissions and presented to Aurora team.
• After data review, hosted a series of vendor demos with seven companies.
• Completed Scoring and confirmed qualification list for Final Proposal.
• Finalized Final Proposal Request (Requirements; timelines)
• Final Proposal sent to ESO & Vector Solutions on 9/29, due by 10/14.

After down selection of ESO and Vector Solutions, staff members performed the following:

• Conducted focused pilot to confirm final vendors “clear the bar” on key criteria.
  • Used 0-9 scoring methodology, where scoring 5 or above met expectations.
  • ESO: Out of 52 attributes scored, 41 received an average, unweighted score of 5 or above. (41/52 were 5+).
  • Vector: Out of 27 attributes scored, 25 had an average, unweighted score of 5 or above. (25/27 were 5+).
  • Confirmed chosen suite of modules from both vendors

ESO was the chosen for the following modules: Properties, Assets, Hydrants, Checklist, Fire Incidents and Inspections.

Vector was the chosen provider of the Training Module.

The functions of the modules selected are listed below:

• Properties: tracks all pre-planning aspects for improved operations during emergency response. Computer-Aided Management of Emergency Operations (CAMEO) look up, along with chemicals and tanks, will allow AFD to quickly know which chemicals are on site. Property, building and occupant hierarchy and history provide easy access to historical and NFIRS incident data.
• Assets: tracks purchase costs, depreciation and value of all assets owned by AFD. This will allow the tracking of sublocations of assets and identify where they stored – on vehicles, in stations and to whom they are assigned.
• Hydrants: allows recording of hydrant data and tracking of maintenance and service tasks. Will allow AFD to improve situational awareness and provide all correct data for ISO requirements.
• Checklist: allows AFD to create and track checklists of tasks that must be performed and reported regularly.
• Fire Incidents: provides a unique incident reporting format that will automate reporting of incidents for National Fire Incident Reporting System (NFIRS) compliance.
• Training Module (Vector): This module will allow AFD to manage the Department’s Training and Compliance. This module provides access to online firefighter training as well as accredited EMS continuing education, and video-based courses for EVO, OSHA, harassment prevention, and more. AFD will be able to track related training hours for each member in the Department and store certificates of completion and licenses in a secure, easily accessible online location.

A decision package of $150,000 annually was approved for 2022 through 2026. At just under $60,000 annually, this combined solution is well under the budgeted amount.

Funds were budgeted in the amount of $200,000.00 for 2022 in account 340-1280-419.38-12.

Using the RFQ/RFP process, the local preference ordinance does not apply.

With the elimination of support of the Firehouse Software RMS solution, AFD needs to move to a supported set of solutions for these critical public safety services.

• Consent was given to a Resolution authorizing the purchase of one replacement and one additional aerial forestry truck for the City of Aurora fleet from Altec Industries Inc. for $345,929.00.

The purpose is to obtain authorization to purchase a replacement and an additional vehicle to ensure the continued readiness of the City of Aurora Fleet.

City government of Aurora documents show the Fleet Maintenance Division monitors the City of Aurora fleet to identify vehicles and equipment that have met replacement criteria, are no longer cost effective to continue operating, and/or are incapable of performing intended functions. Vehicles identified for replacement are either sold, traded, or where possible, reassigned to lesser roles.

Two aerial forestry trucks are approved for purchase in the 2022 City of Aurora Budget. Unit 48-329, equipped with a sixty-five foot aerial apparatus, is approved for replacement and a decision package is approved for the procurement of an additional forty foot aerial forestry truck.

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

Using Sourcewell contract 012418-ALT, Altec Industries, Inc. has proposed to supply a replacement truck equipped with a sixty-five foot (65’) aerial apparatus for $186,695.00 and an additional truck, equipped with a forty foot (40’) apparatus, for $159,234.00.

The quoted prices totaling $345,929.00 include the two trucks along with all requested options. Vehicle graphics, communication devices, and minor add-on accessories will be procured and installed through the Fleet Maintenance Division.

$355,500.00 is budgeted for the purchase of the two trucks.

Altec Industries, Inc. is not indebted to the City.

• Consent was given to a Resolution to award the New Haven Avenue Water Main Replacement and Storm Sewer Extension project in Ward 6 to Stokes Excavating, Inc., 903 Daisyfield Rd, Rockford, Ill. in the bid amount of seven hundred fifty thousand dollars and zero cents ($750,000.00).

The purpose is to replace the 6” water main along New Haven Ave from N. Elmwood Drive to N. Russell Ave as well as make storm sewer improvements for a future roadway widening project. The New Haven Ave water main has broken several times very recently and has a long history of breaks.

City government of Aurora documents show the section of 6” water main will tie into previously replaced 8” water main on the N. Elmwood end of the project as well as at the intersection with Morton Ave. Lead water services will be fully replaced up to the water meters. The future widening of New Haven is to include the installation and construction of curb and gutter, as well as sidewalk to connect to the New Haven Ave park and continue on the north side of the road to the intersection at N. Russell Ave. The sidewalk will then cross to the south side of the intersection and continue east to stop 50’ from the railroad crossing for possible future connection to the N. Highland Ave intersection. These future roadway improvements will not be included in this contract. Closures of entrances to the businesses and residences will be kept to a minimum during construction.

Ten bids were received, opened, and read aloud on March 9, 2022. The lowest responsible bid in the amount of ($750,000.00) was submitted by Stokes Excavating, Inc. The water main improvements ($655,750.00) will be funded with account 510-4058-511-73-02 (IC076) which has a 2022 budget amount of $12,151,800.00. The storm sewer improvements ($94,250.00) will be funded with account 280-1852-512-81-23 (B037) which has a 2022 budget amount of $885,000.00.

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

There will be lane closures of New Haven Ave during the duration of the project. Water shutdowns during the project will be planned and coordinated with the local businesses and residences to minimize impact. Impacts to traffic and local residents will be kept to a minimum.

• Consent was given to a Resolution Awarding the bid to Service Sanitation in Aurora, Ill. for Portable Toilet Rental/Service for various City of Aurora Divisions.

City government of Aurora documents show the portable toilet contract expired at the end February 2022. The Parks & Purchasing Divisions have worked closely with all other applicable divisions to make sure that the City’s needs are met in the new contract to cover portable toilets for the city owned park properties, golf course, special events and other locations as needed

The bid #22-19 was published in the Aurora Beacon News, on DemandStar (a free national site) and the City’s website.

Two bidders responded to the invitation to bid. Service Sanitation in Aurora, Ill. and Waste Management of Illinois Systems in Lombard, Ill.. Service Sanitation was the lowest bidder. Service Sanitation has had the last several contracts and has fulfilled their obligations meeting expectations. The Contract is for one year, with two optional one-year extensions.

Based on various staff member anticipations, sufficient funds are provided in the 2022 Budget throughout respective divisional accounts 101-4440-451.39-30 and 101-4441-451.39-30 for the various Park locations, account 550-4442-451.39-30 for Phillips Park Golf Course, account 215-1302-419.50-50 for Community Services, various individual accounts for Special Events, account 101-1370-440.50-91 for Youth Services and account 101-4460-431.39-30 for street maintenance.

This bid was subject to the Local Preference Ordinance but did not factor into the decision.

By not approving this contract the City of Aurora will faces an interruption in service.

• Consent was given to a Resolution for the acceptance of bid pricing from Beary Landscape for mowing and landscape maintenance for City-owned park parcels.

The purpose is to obtain City Council approval to accept bid for a one year contract with an optional two 1 year extensions from Beary Landscape for mowing and landscape maintenance for City owned park parcels.

City government of Aurora documents show there are a number of sites, tot lots and parcels that the city government is responsible for ongoing maintenance. Mowing landscape maintenance has previously been provided by private contractors. To maintain the high level of service of past years, contracting outside services is necessary to augment City crews.

The City solicited an invitation to bid for “Parks Mowing Landscape Maintenance” for City owned locations (Bid 22-20) and received bids from five companies. After review of the bids government officials would like to recommend, Beary Landscaping of Lockport, Ill..

The department who will be utilizing the Mowing Landscape Maintenance services of this contractor has appropriated monies for these expenditures in the following account 101-4440-451-36-15.The total amount spent each year is weather dependent. The 2021 year’s expense was $21,710.

The Local Preference Ordinance does apply to this bid but did not impact the decision.

• Consent was given to a Resolution to authorize the director of Purchasing to execute a contract with Crawford, Murphy & Tilly, Aurora, Ill., in the amount of $105,600 for water main flushing.

The purpose is to maintain water main quality throughout the water distribution system.

City government of Aurora documents show regular maintenance of the water distribution system is necessary to keep the system working well. One component of the maintenance program is water main flushing.

The velocity of the water flowing through most water mains is usually slow, therefore as time passes any solids in the water tend to settle at the bottom of the pipe. Though harmless, these solids can be stirred up when there is an increase in flow velocity from events such as main breaks or hydrant use.

Crawford Murphy and Tilly (CMT) was selected to update and maintain a computer model of the City’s distribution system, which was updated as recently as last year. The model is utilized for various purposes including identification of the necessary valve closures to produce the flow rates required to remove sediment from the mains. Due to their knowledge of the computer model, CMT is uniquely qualified to provide this professional service as well as direction to city employees during the flushing operation.

This contract will provide for the services of one staff member from CMT to direct the program. The remaining 4-6 team members required each day will come from the Water and Sewer Maintenance and Engineering Divisions. It is estimated that during the three months that the flushing is ongoing, approximately 15% of the system will be flushed.

The water main flushing ($105,600) will be funded with account 510-4063-511-38-68 which has a 2022 budget amount of $200,000.

Generally, the impact is minimal, however users may notice a slight discoloration of water during and for a short time after the flushing procedures. Motorists may be stopped intermittently while the crews are working, and some lane closures are to be anticipated. The City will use localized signs alerting residents to the fact that flushing is ongoing and will use the City’s social media outlets to alert the general public. Any users that could be more adversely impacted are given specific notice to allow them time to modify any processes that may be affected due to the temporary change in the water.

• Consent was given to a Resolution for the acceptance of bid pricing from contractors for mowing landscape maintenance for several City government departments (Bid 22-06) for a one year contract with two optional one year extensions upon mutual consent.

The purpose is to obtain City Council approval to accept bids for a 1 year contract with optional two 1 year extensions upon mutual consent from contractors for mowing and landscape maintenance for City owned properties and right-of-way.

City government of Aurora documents show there are a number of rights-of-way, medians, tot lots and parcels that the City is responsible for ongoing maintenance. Mowing landscape maintenance has previously been provided by private contractors. To maintain the high level of service of past years, contracting outside services is necessary to augment City crews.

The City solicited request for proposal for “Mowing Landscape Maintenance” for City rights-of-way and parcels (RFP 22-06) and received bids from eleven companies. After checking references and receiving favorable responses, the following four contractors are being recommended.

Beary Landscape Management, Lockport, IL. List: E1 ,E2, F, G

Local Lawn Care & Landscaping, Naperville, IL. List: J

Cox Landscaping, Yorkville, IL. List: A, B

Cornerstone Partners, St. Charles, IL. List: C, H, I, K

Cox Landscaping, Yorkville, Il. withdrew their bid for Lists C and E1.

The various departments who will be utilizing the Mowing Landscape Maintenance services of these contractors have appropriated monies for these expenditures. The total amount actually spent each year is weather dependent. The 2022 combined budget for all of the accounts listed is $205,800 and last year’s expense was $163,394.50.

This bid was subject to the Local Preference Ordinance, however it did not impact the decisions.

• Consent was given to a Resolution approving the 2022 Ward 9 Block Party Assistance Program. Edward J. Bugg is the Ward 9 alderman.

The purpose is to support and encourage block parties held in Ward 9.

City government of Aurora documents show this program was started in 2021 to encourage Block Parties and other public social events to be held in Ward 9.

Reimbursements will be made from the Ward 9 grant account, 319-1350-419.50-50. The program will not extend past the current alderman’s term.

Approval of the program will encourage and support block parties throughout the ward in order promote and foster a sense of community among residents.

Here are the 2022 Ward 9 Block Party Assistance Program terms:

1. The applicant must have an approved City of Aurora Block Party Permit, Park District Permit, or signed contract with a Ward 9 non-profit venue for the Block Party. All stipulations of the permit or contract must be followed. A Block Party eligible for the grant program consists of a group of neighbors wishing to block off their street or area for a “get-together”. The event may not be a personal, family, or political event, i.e. birthday parties, weddings, fundraisers, or an event that excludes anyone. The City of Aurora Aldermen’s office must be notified in writing prior to the event that the entity plans to file for the Ward 9 Block Party Assistance Program.
2. A Ward 9 Homeowners Association/Townhome Owners Association (HOA/TOA) or other non-profit organization can seek reimbursement of up to $600 for food, non-alcoholic beverage, activities, i.e. bounce house, etc., or entertainment.
3. An individual or group that is not part of a non-profit organization that is approved for a Block Party may seek reimbursement of up to $250 for food, non-alcoholic beverage, activities, i.e. bounce house, etc., or entertainment. No more than two streets or blocks in a specific existing HOA/TOA will be eligible for the Ward 9 Block Party Assistance Program. No more than five streets or blocks that are not in an existing HOA/TOA will be eligible for the assistance program.
4. Only submitted receipts from City of Aurora businesses doing business within the City limits will be eligible for reimbursement. Receipts from businesses with an Aurora address but not doing business within the City limits will not be reimbursed. Sales tax paid is not reimbursable. A completed or signed W-9 form is required for reimbursement payable to any individual or group. Checks will be mailed to the address on the W-9 form. Reimbursement requests are due by the end of the year the Block Party was held.

• Consent was given to a Resolution to enter into a donation agreement with the Aurora Rotary Club Foundation (the Foundation Arm of the Rotary Club of Aurora) for their inventory of lights displays.

City government of Aurora documents show the Rotary club of Aurora has been serving the Aurora community for nearly one hundred years and for the past 15 years Rotary as organized and hosted the Festival of lights in conjunction with the City out at Phillips Park. The light show has attracted thousands of holiday visitors annually; raised more than $500,000 to support non-profits in the Aurora area and around the world; and dedicated thousands of hours of service to the event and to the community.

Rotary wishes to donate the light show and all of its inventory to the City so that the storied tradition can continue, in addition to the donation of the light displays Rotary will also be sharing and helping with their club members’ insight, expertise, volunteerism, and community support as needed.

City staff members from various divisions will be spearheading the transition of the light show and will establish a committee to ensure continued success.

Not approving the donation agreement could potentially impact the ability to continue the Festival of Lights show at Phillips Park.

• Final approval for items on the consent agenda are set to be made at the April 12 Aurora City Council meeting.