HomeMy WebLinkAboutII. COW Agenda Item Draft Minutes 03/24/2009
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COMMITTEE OF THE WHOLE
MARCH 24, 2009
I. CALL TO ORDER
The meeting was called to order at 7:08 p.m. in the Village Board Room of Village
Hall, 50 South Emerson Street, by Mayor Irvana Wilks. Present at the meeting
were: Trustees Paul Hoefert, Arlene Juracek, John Korn, John Matuszak, Steven
Polit and Michael Zade!. Staff present included Assistant Village Manager David
Strahl, Finance Director David Erb, Deputy Director Lynn Jarog and IT Director
Joan Middleton.
II. ACCEPTANCE OF MINUTES OF THE COMMITTEE OF THE WHOLE MEETING
Of MARCH 10. 2009.
Motion made by Trustee Korn seconded by Trustee Zade!. Minutes were approved.
Trustee Hoefert abstained.
III. CITIZENS TO BE HEARD
None
IV. ERP PROJECT MANAGEMENT CONSULTANT RECOMMENDATION
Finance Director David Erb provided a general overview and purpose for the staff
request for a consultant to assist in the preparation of a RFP for replacement
software that would consolidate business processes and resources into one
operating platform. He provided an overview of the existing weaknesses of the
current system and the multitude of different data bases that the village staff has
created and are utilizing in order to accomplish the necessary operational tasks of
the Village. He anticipates that with a new software platform the Village would be
able to take advantage of the best practices for the various processes that exist in
municipal government which may require some processes to be altered here in the
Village to take advantage of such best practices. He is recommending Plante &
Moran as the consultant for Phase I and Phase II in an amount of $103,500.
General comments from the Village Board members included the following items:
Several Board members stressed the need to insure that there is a comprehensive
analysis of the software prior to implementation and not to underestimate the
departmental time necessary for analysis and implementation. There was a
recommendation to alter processes as necessary to match software best practices.
There was also an inquiry regarding the need to be aware of other software options
Committee of the Whole
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or updates which may be available or necessary as this platform is revised. It was
also noted that staff should be aware of the current processes and outline what the
"to be process" would be for each appropriate step.
Assistant Manager Strahl stated that staff would be undertaking an extensive
review of the various processes in all departments and utilize improvement options
wherever necessary. He also stated there may be a need to come back to the
Village Board for additional direction primarily related to some process changes, for
example, as it would relate to water billing and changing that current system into
something that would be more in line with best practices or majority practices
among other municipal clients.
Consensus of the Village Board was to move forward with the recommendation as
presented by the Finance Director. It was also recommended that even though the
budget was set at $90,000 for the project and the request for this project is
$103,500, staff was athorized to utilize money that has been previously been
budgeted for process review in the Community Development department. It
was also noted that staff would likely need to come back to the Village Board
for additional funding for Phase III of this program depending on the outcome of
the first two phases and how extensive the implementation may be.
V. MANAGER'S REPORT
None
VI. ANY OTHER BUSINESS
Mayor Wilks provided information on the passing of Hal Predovich former member
of EDC/BDRC.
Trustee Steven Polit provided information and a reminder regarding the "Earth 60
Day" which is requesting for people to turn off lighting on March 28 for one hour.
He also provided information regarding a recent experience dealing with "Red
Light" camera violations in the city of Chicago.
VII. ADJOURNMENT
Meeting adjourned at 8:22 p.m.
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DAVID STRAHL
Assistant Village Manager
Committee of the Whole
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