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Committee of the Whole Minutes

Monday, April 17, 2023

Due to the COVID-19 pandemic, the Village Board meeting was conducted live remotely
via telecommunications.

Mayor Gaffino called the meeting to order.

In attendance: Mayor Mark Gaffino, Trustee Mark Carroll, Trustee Laura Curtis, Trustee Mark Guethle, Trustee Mike Lowery, Trustee Todd Niedzwiedz, Trustee Carolyn Salazar

Staff in attendance: Village Administrator Steve Bosco, Finance Director Jason Paprocki, Community & Economic Development Director Mike Toth, Village Attorney Kevin Drendel, Public Works Director Brian Richter, Police Chief Joe DeLeo.




1. Orchard Acres Minor PUD Change
Community & Economic Development Director Mike Toth stated that the property being discussed was 2070 W. Orchard Road, the vacant lot in the Orchard Acres subdivision. He stated that in 2021 there was a two lot subdivision done on the northwest corner of Oak and Orchard, subdividing the two lots in to four lots. Three of the four lots were currently occupied by Starbucks, Taco Bell and the Verilife facility which was under construction. As part of petition 21-06, there was approval for retail or restaurant with a drive-through. Lot 2 was not yet developed and the Village was approached by the developer requesting to make lot 2 an oil change or automotive service facility. Toth stated that the use requested by the developer was a use permitted by the PUD, however because this use was not presented within the original plans, it was brought before the Board as a minor change to the development of the property.
Ivan Nockov, on behalf of property owner Vequity was on hand to present to the Board their plans for an oil change facility. He stated that there were a few challenges that have prevented potential occupants from utilizing the parcel, there is no direct access from Orchard Road and there is only a right in to the lot from Madison Street.
Vequity has found interest from Strickland Brothers, a drive-thru oil change service. Nockov said that Strickland Brothers is a national oil change service. He explained their technique in service and spoke about their standards and practices.
Nockov explained that aesthetic of the building would be similar to that of the other buildings in the subdivision.
The Trustees expressed concern about the proposed use, stating that it would not be a good fit for that area and that they need to be mindful about what goes in that space. They were in agreement to decline moving forward with this proposed use.
2. Police Dispatching Intergovernmental Agreement

Administrator Bosco explained that the Village currently dispatched its police department through the city of Aurora and that the Village had a long IGA with the City of Aurora that needed to be tightened up and formalized.

Police Chief DeLeo stated that the current IGA with Aurora had been in place since 1992. Several years ago the city of Aurora selected a record management system platform called Hexagon. Given that the City of Aurora already dispatched our police officers, the City of Aurora approached the Village to utilize their new records management system when implemented. In 2016, the Village entered into a preliminary agreement to pay Hexagon $72,629 as the Village’s proportional share of the cost for their building of the platform for the City of Aurora and our future use.
About a year ago, the Hexagon records management system went live with the City of Aurora after several years of design and implementation. The City of Aurora approached the Village with a cost to use the Hexagon records management system, which far exceeded the cost explained in 2016. The Village and the City of Aurora took the opportunity to draft a new IGA that would better define the costs for dispatching going forward and any potential annual cost to utilize the Hexagon records management platform in the future. Those conversations have resulted in an IGA that has pricing broken up into two tiers.
Regarding Tier 1, the Village currently utilizes the City of Aurora for police dispatching services and has been more than satisfied with their services. The City of Aurora would charge the Village approximately $240,000 the first year. Same as current, however pricing may fluctuate each year based on call volume or services needed. For reference the Village budgeted $250,000 for dispatching services in the current fiscal year budget.
Regarding Tier 2, the cost for utilizing the Hexagon system is approximately $62,600 the first year. Staff reviewed the current records management system versus the Hexagon system and determined that they would like to continue utilizing the Kendall County Sherriff’s department to host the records management system. In addition to the lower cost, staff believes the current system through the Kendall County Sherriff’s Department is more in line with our operational needs.
The City of Aurora was advised of the decision to use Tier 1 services.
Staff was looking for feedback.
Trustee Curtis stated that she was in favor of the recommendations and asked if the Village had any assurance that they would receive the same level of response from them with this IGA.
DeLeo stated that the City of Aurora dispatch is second to none.
Bosco stated that on the financial side of things, the IGA tightens the billing so that it doesn’t fluctuate as it did. He also said that although the IGA renews annually, it will be reviewed and the structure will make it easier to understand the pricing and adjustments.
Trustees were in favor of the agreement.



Motion to adjourn to Executive Session made by Trustee Guethle and seconded by Trustee Salazar. All in favor. Motion approved.


Mayor Gaffino called the meeting to order.

In attendance: Mayor Mark Gaffino, Trustee Mark Carroll, Trustee Laura Curtis, Trustee Mark Guethle, Trustee Mike Lowery, Trustee Todd Niedzwiedz, Trustee Carolyn Salazar

Staff in attendance: Village Attorney Kevin Drendel


Motion to adjourn made by Trustee Carroll and seconded by Trustee Guethle. All in favor. Motion approved.

Respectfully Submitted,

Jessi Watkins
Village Clerk





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