Finance Committee

City Hall - 2nd Floor City of Aurora Council Chambers 44 East Downer Place Aurora, IL Finance Committee Meeting Minutes - Final Thursday October 27, 2022 1:00 PM Chairperson Carl Franco Vice Chair Sherman Jenkins Alderwoman Shweta Baid Alderman Edward J. Bugg Alderwoman Scheketa Hart-Burns NOTE 1:00 PM START TIME FOR THIS MEETING Members of the public wishing to provide public comment for this meeting must be physically present at the meeting and registered to speak prior to the meeting being called to order. Please contact the Aldermen’s office at (630) 256-3020 with questions. CALL TO ORDER Chairperson Carl Franco called the meeting to order at 1:08 p.m. ROLL CALL Present: 5 - Chairperson Carl Franco, Vice Chair Sherman Jenkins, Alderwoman Shweta Baid, Alderman Edward Bugg and Alderwoman Scheketa Hart-Burns APPROVAL OF MINUTES 22-0835 Approval of the minutes of the Finance Committee meeting held on October 13, 2022. A motion was made by Alderwoman Hart-Burns, seconded by Alderman Bugg, that the minutes be accepted and filed. The motion carried. Ayes: 5 PUBLIC COMMENT No registered speakers. AGENDA City of Aurora Page 1 Finance Committee Meeting Minutes - Final October 27, 2022 22-0781 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 Edwin Hancock Engineering Co. in the not to exceed amount of $79,584.00, and the appropriation of $444,272.00 of MFT Funds for the Montgomery Road Resurfacing Project . Presented by Tim Weidner, Engineering. A motion was made by Alderwoman Hart-Burns, seconded by Vice Chair Jenkins, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0782 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 $102,814.00, and the appropriation of $430,814.00 of MFT Funds for the Liberty Street Resurfacing Project . Presented by Tim Weidner, Engineering. A motion was made by Alderwoman Hart-Burns, seconded by Vice Chair Jenkins, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0799 A Resolution authorizing the appropriation and expenditure of MFT funds for snow removal operations in 2023 in an amount up to $2,759,600.00 . Presented by Tim Weidner and Ken Schroth, Engineering; Tim Forbes, Street Maintenance. A motion was made by Alderwoman Hart-Burns, seconded by Vice Chair Jenkins, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0803 A Resolution authorizing the supplement appropriation and expenditure of MFT funds for snow removal operations in 2022 in an amount up to $180,000.00. Presented by Tim Weidner, Engineering; Tim Forbes, Street Maintenance. A motion was made by Alderwoman Hart-Burns, seconded by Vice Chair Jenkins, that this agenda item be recommended for approval. The motion carried. Ayes: 5 City of Aurora Page 2 Finance Committee Meeting Minutes - Final October 27, 2022 22-0811 A Resolution to accept agreement number 823029 between the State of Illinois, Illinois Criminal Justice Information Authority (ICJIA) & the City of Aurora for a Youth Violence Prevention Program Grant for the Youth Services Division. Presented by Simon Rodriguez, Youth and Senior Services. A motion was made by Alderwoman Hart-Burns, seconded by Vice Chair Jenkins, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0817 A Resolution authorizing a three-year subscription agreement for Legislative Management and FOIA Management software from Granicus, Inc. in a total award amount of $242,365.26 .. Presented by Jeff Anderson, IT. A motion was made by Alderwoman Hart-Burns, seconded by Vice Chair Jenkins, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0828 A Resolution authorizing the engagement of Sikich LLP to conduct the audit of all funds and accounts of the City for the fiscal years ending December 31, 2022, 2023, 2024, 2025, and 2026. Presented by Linda Read and Chris Minick, Finance. A motion was made by Alderwoman Hart-Burns, seconded by Vice Chair Jenkins, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0838 A Resolution authorizing the execution of labor agreement between the City of Aurora and Fire Local 99 from January 1, 2022 to December 31, 2025. Presented by Garrett Oros, Aurora Fire Department; Alisia Lewis, Human Resources; Chris Minick, Finance; Alex Alexandrou, Mayor's Office. A motion was made by Alderwoman Hart-Burns, seconded by Alderman Bugg, that this agenda item be recommended for approval. The motion carried. Ayes: 5 City of Aurora Page 3 Finance Committee Meeting Minutes - Final October 27, 2022 22-0845 A Resolution authorizing a one-year extension of an agreement with Vision M.A.I., LLC for the governmental affairs consulting services of Bukola Bello. Presented by Alex Voigt, Mayor's Office. A motion was made by Alderwoman Hart-Burns, seconded by Alderman Bugg, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0863 A Resolution Authorizing an Agreement with Roger C. Marquardt & Co. for the Government Affairs Consulting Services of Scott Marquardt . Presented by Alex Voigt, Mayor's Office. A motion was made by Alderwoman Hart-Burns, seconded by Alderman Bugg, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0848 A Resolution Authorizing the Director of Purchasing to Execute the Engineering Services Agreement Supplement #2 in the amount of $22,733.59 with HR Green, Inc for the Paramount Riverwalk Promenade Project Phase II Engineering . Presented by Tim Weidner, Engineering; Alex Alexandrou, Mayor's Office. A motion was made by Alderwoman Hart-Burns, seconded by Alderman Bugg, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0864 A Resolution authorizing the annual maintenance renewal for VMware Server software (VMware) used by the City of Aurora through CDW Government, Inc., Vernon Hills IL in the amount of $55,104.58 . Presented by Jeff Anderson, IT. A motion was made by Alderwoman Hart-Burns, seconded by Alderman Bugg, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0865 A Resolution authorizing purchase of ArcGIS 3D Analyst software from Environmental Systems Research Institute, Inc. (ESRI) of Redlands, California in the amount of $2,500.00 as an additional product of Arc Geographic Information System (ArcGIS) . Presented by Jeff Anderson, IT. A motion was made by Alderwoman Hart-Burns, seconded by Vice Chair Jenkins, that this agenda item be recommended for approval. The motion carried. City of Aurora Page 4 Finance Committee Meeting Minutes - Final October 27, 2022 Ayes: 5 22-0849 Introduction of the 2023 Proposed City of Aurora Budget This Reports/Studies was discussed and filed at the special Finance Committee meeting on October 25, 2022 under item 22-0850. 22-0867 A Resolution approving the purchase of bulk rock salt in the amount of $69.59 per ton from Morton Salt Inc., Chicago, IL, for the Division of Street Maintenance under the State of Illinois Joint Purchasing Agreement Bid for the 2022-2023 winter season . Presented by Tim Forbes, Street Maintenance. A motion was made by Alderwoman Hart-Burns, seconded by Vice Chair Jenkins, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0868 A Resolution authorizing the Chief Financial Officer/City Treasurer to disburse payments to eligible businesses recommended for award as part of the City’s Re-Start Retention Grant program to address business losses as a result of the COVID -19 pandemic. Presented by Elle Withall, Economic Development. A motion was made by Alderwoman Hart-Burns, seconded by Alderman Bugg, that this agenda item be recommended for approval. The motion carried. Ayes: 5 22-0851 Review of the Proposed 2023 City Budget - Fire, Community Affairs and Special Events. This Reports/Studies was discussed and filed HELD 22-0726 A Resolution amending the fees related to Video Gaming as authorized under Chapter 8 ("Amusements") of the Code of Ordinances and establishing a fee schedule to become effective October 1, 2023 . A motion was made by Alderwoman Hart-Burns, seconded by Alderman Bugg, that this agenda item be Held Indefinitely . The motion carried. Ayes: 5 CLOSED SESSION City of Aurora Page 5 Finance Committee Meeting Minutes - Final October 27, 2022 ADJOURNMENT A motion was made by Alderwoman Hart-Burns, seconded by Vice Chair Jenkins, that this meeting be adjourned. The motion carried. Chairperson Carl Franco adjourned the meeting at 3:39 p.m. Ayes: 5 THIS MEETING AGENDA SHALL ALSO SERVE AS NOTICE THAT A MAJORITY OF A QUORUM OF THE CITY COUNCIL OF THE CITY OF AURORA, ILLINOIS MAY ATTEND OR PARTICIPATE IN THIS COMMITTEE MEETING. NO OFFICIAL ACTION OF THE CITY COUNCIL SHALL OCCUR AT THIS COMMITTEE MEETING. MINUTES OF THE COMMITTEE MEETING SHALL CONSTITUTE THE OFFICIAL RECORD OF THE COMMITTEE MEETING AND ANY MEETING OF THE MAJORITY OF THE QUORUM OF THE CITY COUNCIL OCCURRING AT THE SAME TIME AND LOCATION. VISIT OUR WEB SITE FOR CURRENT AGENDAS - https://www.aurora-il.org/985/City-Council-Agendas-Minutes Any individual with a disability requesting a reasonable accommodation in order to participate in a public meeting should contact the Aldermen's Office at least 48 hours in advance of the scheduled meeting. The Aldermen's Office can be reached in person at 60 E. Downer Place, Aurora Illinois, via telephone at 630-256-3020 or email at aldermensoffice@aurora-il.org. Every effort will be made to allow for meeting participation. City of Aurora Page 6