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TO: Mayor Richard C. Irvin
FROM: Michael Pegues, Chief Information Officer
Jeff Anderson, Chief Strategy Officer
DATE: October 10, 2019
SUBJECT:
An Infrastructure and Technology Resolution formalizing an Intergovernmental Agreement (IGA) between the City of Aurora and the City of Naperville regarding recurring maintenance fees for a video conferencing system hosted by the City of Aurora and utilized by the Fire Departments of both cities.
PURPOSE:
Since 2011, the Fire Departments of Aurora and Naperville have jointly used a Cisco-based video conferencing system that allows for communications amongst both cities fire stations. The use of this equipment has become very important to the daily operations of the Fire Departments of both cities. The informal agreement was that City of Aurora would be billed by Cisco for these maintenance ("SMARTNet") fees and be reimbursed by the City of Naperville for the portion of equipment utilized by Naperville.
BACKGROUND:
In 2011, the Fire Departments of Aurora and Naperville received a joint grant to purchase a video conferencing system. The money from this grant was used to purchase equipment required, with money left over applied towards two years of maintenance on the purchased equipment. The server equipment utilized to perform a video conference was placed within Aurora IT data room; both cities would access this server when conducting a video call. Once all grant money was utilized, the informal agreement was that Aurora would receive the consolidated Cisco maintenance ("SMARTNet") invoices and request reimbursement from Naperville.
With numerous staff changes and retirements in Aurora and Naperville, the informal agreement needs to be formalized to avoid delays in reimbursement.
DISCUSSION:
Continued use of a video conferencing system is integral to the daily operations of both the Aurora Fire Department and Naperville Fire Department.
In 2018, SMARTNet fees submitted to Naperville for reimbursement to Aurora totaled $33,300.
Aurora IT budgets annual city-wide Cisco SMARTNet fees in account 101-1380-419.38-13 and monies received from Naperville are applied to account 101-1380-341.50-99.
IMPACT STATEMENT:
Approving this resolution will streamline the annual process of obtaining reimbursement for Cisco SMARTNet invoices from the City of Naperville and fully define how IT staff from each city are to acquire technical support from Cisco.
RECOMMENDATIONS:
It is recommended that Council approve an Intergovernmental Agreement (IGA) between the City of Aurora and the City of Naperville for recurring maintenance fees for a video conferencing system hosted by the City of Aurora and utilized by the Fire Departments of both Cities.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution formalizing an Intergovernmental Agreement (IGA) between the City of Aurora and the City of Naperville regarding recurring maintenance fees for a video conferencing system hosted by the City of Aurora and utilized by the Fire Departments of both Cities.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, The Aurora Fire Department and Naperville Fire Department have shared a Cisco video conferencing system since 2011; and
WHEREAS, the video conferencing system is integral to the daily operations of the Aurora Fire Department; and
WHEREAS, the City of Aurora IT Department hosts the servers required to operate the video conferencing system; and
WHEREAS, the City of Aurora is billed for maintenance fees for the Cisco video conferencing system; and
WHEREAS, no formal IGA exists between the City of Aurora and the City of Naperville regarding reimbursement of said maintenance fees incurred by the City of Aurora; and
WHERAS, Aurora IT budgets annual city-wide Cisco SMARTNet fees in account 101-1380-419.38-13 and monies received from Naperville are applied to account 101-1380-341.50-99; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: to approve an Intergovernmental Agreement (IGA) between the City of Aurora and the City of Naperville for recurring maintenance fees for a video conferencing system hosted by the City of Aurora and utilized by the Fire Departments of both Cities.