Committee of the Whole

City Hall - 2nd Floor City of Aurora Council Chambers 44 East Downer Place Aurora, IL Committee of the Whole Meeting Minutes - Final Tuesday November 01, 2022 5:00 PM 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 call the City Clerk's Office at (630) 256-3070 with questions. ROLL CALL Mayor Irvin called the meeting to order at 5:02 p.m. and the roll was called. Present 12 - Alderman Emmanuel Llamas, Alderwoman Juany Garza, Alderman Ted Mesiacos, Alderman Bill Donnell, Alderman Mike Saville, Alderwoman Scheketa Hart-Burns , Alderwoman Patty Smith, Alderman Edward J. Bugg, Alderwoman Shweta Baid, Alderman Ron Woerman, Alderman Sherman Jenkins, and Mayor Richard Irvin Absent 1 - Alderman Carl Franco MINUTES OF THE TUESDAY, OCTOBER 18, 2022, COMMITTEE OF THE WHOLE MEETING 22-0860 Approval of the Minutes of the Tuesday, October 18, 2022, Committee of the Whole Meeting. A motion was made by Alderwoman Hart-Burns and seconded by Alderwoman Garza to approve the minutes as presented. The motion carried by voice vote. PUBLIC COMMENT The City Clerk read the Rules of Public Comment and the following individuals presented comment to the Committee of the Whole: 1. Matthew Orr spoke in favor of items 22-0796, 22-0797, and 22-0798. 2. Adam Pauley spoke in favor of items 22-0796, 22-0797, and 22-0798. REPORT OF THE BUILDING, ZONING AND ECONOMIC DEVELOPMENT COMMITTEE The Building, Zoning and Economic Development Committee meeting scheduled for October 26, 2022 was cancelled. City of Aurora Page 1 Committee of the Whole Meeting Minutes - Final November 1, 2022 REPORT OF THE FINANCE COMMITTEE The Finance Committee Met On October 27, 2022 and Reviewed the Following Items: 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. (PLACED ON CONSENT AGENDA) 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. (PLACED ON CONSENT AGENDA) 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. (PLACED ON CONSENT AGENDA) 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. (PLACED ON CONSENT AGENDA) 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. (PLACED ON CONSENT AGENDA) 22-0817 A Resolution authorizing the purchase of a subscription for Legislative Management and FOIA Management software from Granicus, Inc., Denver, CO, for three years for a total award of $242,365.26.. (PLACED ON CONSENT AGENDA) City of Aurora Page 2 Committee of the Whole Meeting Minutes - Final November 1, 2022 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. (PLACED ON CONSENT AGENDA) 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. (PLACED ON CONSENT AGENDA) 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. (PLACED ON CONSENT AGENDA) 22-0863 A Resolution Authorizing an Agreement with Roger C. Marquardt & Co. for the Government Affairs Consulting Services of Scott Marquardt. (PLACED ON CONSENT AGENDA) 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. (PLACED ON CONSENT AGENDA) 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. (PLACED ON CONSENT AGENDA) 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). (PLACED ON CONSENT AGENDA) 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. (PLACED ON CONSENT AGENDA) City of Aurora Page 3 Committee of the Whole Meeting Minutes - Final November 1, 2022 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. David Dibo, Director of Economic Development - City of Aurora, spoke briefly regarding this item. Elle Withall, Mayor's Office of Economic Development - City of Aurora, presented regarding this item. (PLACED ON CONSENT AGENDA) The Finance Committee also had Special Finance Committee meetings on October 25, 2022 and October 28, 2022, to discuss and review the Proposed 2023 City Budget. REPORT OF THE PUBLIC HEALTH, SAFETY AND TRANSPORTATION COMMITTEE The Public Health, Safety and Transportation Committee meeting scheduled for October 25, 2022 was cancelled. REPORT OF THE INFRASTRUCTURE & TECHNOLOGY COMMITTEE The Infrastructure & Technology Committee Met On October 24, 2022 and Reviewed the Following Items: 22-0758 A Resolution authorizing a contract with Fehr Graham in the amount of $195,000 for the 2023 and 2024 citywide overlay manhole inspections. (PLACED ON CONSENT AGENDA) 22-0840 A Resolution authorizing the Director of Purchasing to execute an amendment to the agreement with HR Green for engineering services related to the Broadway Avenue Improvement Project in the amount of $295,330.48. Jason Bauer, Assistant Director of Public Works - City of Aurora, presented regarding this item. (PLACED ON CONSENT AGENDA) REPORT OF THE RULES, ADMINISTRATION AND PROCEDURES COMMITTEE The Rules, Administration and Procedure Committee Met On October 18, 2022 and Reviewed the Following Items: City of Aurora Page 4 Committee of the Whole Meeting Minutes - Final November 1, 2022 22-0796 A Resolution Appointing three inaugural members: Zachary Bishop, Paulene Spika and Frederick Yanos for a three-year term to the Aurora LGBTQ Advisory Board. (PLACED ON CONSENT AGENDA) 22-0797 A Resolution Appointing the three inaugural members: Adam Pauley, Michael Vargas and Briana Moss for a two-year term to the Aurora LGBTQ Advisory Board. (PLACED ON CONSENT AGENDA) 22-0798 A Resolution Appointing the three inaugural members: Ivan Quinones, Sean Li, and Brittney Borowicz-Keller for a one-year term to the Aurora LGBTQ Advisory Board. (PLACED ON CONSENT AGENDA) 22-0836 A Resolution approving the appointment of Zoe Williams to the Aurora Youth Council. (PLACED ON CONSENT AGENDA) 22-0837 General Discussion of Chapter 25 "Licenses, Permits and Miscellaneous Business Regulations" in the Aurora Code of Ordinances. (INFORMATION ONLY) MAYOR’S REPORT There was no Mayor's Report at this meeting. STAFF REPORT There was no Staff Report at this meeting. CLOSED SESSION A Closed Session was necessary pursuant to the following sections of the Open Meetings Act: 1. Section 2(c)(1) to discuss the appointment, employment, compensation, discipline, performance, or dismissal of employees. 2. Section 2(c)(8) regarding security procedures. City of Aurora Page 5 Committee of the Whole Meeting Minutes - Final November 1, 2022 ADJOURN A motion was made by Alderwoman Hart-Burns and seconded by Alderman Jenkins to enter into a closed session and thereafter adjourn this Committee of the Whole meeting with no further final action or public business to take place. The motion carried by the following vote: Aye: 11 - Alderman Llamas, Alderwoman Garza, Alderman Mesiacos, Alderman Donnell, Alderman Saville, Alderwoman Hart-Burns, Alderwoman Smith, Alderman Bugg, Alderwoman Baid, Alderman Woerman, Alderman Jenkins A motion was made by Alderwoman Hart-Burns and seconded by Alderman Bugg to adjourn the open portion of the meeting. The motion carried by voice vote and the open meeting adjourned at 5:43 p.m. and the Committee of the Whole convened in Closed Session. Submitted by: _______________________________________ Jennifer Stallings, City Clerk 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. Any individual with a disability requesting a reasonable accommodation in order to participate in a public meeting should contact the City Clerk’s Office at least 48 hours in advance of the scheduled meeting. The City Clerk’s Office can be reached in person at 44 E. Downer Place, Aurora Illinois, via telephone at 630-256-3070, or via e-mail at cityclerk@aurora-il.org. Every effort will be made to allow for meeting participation. City of Aurora Page 6