Finance Committee

Village of Hoffman Estates FINANCE COMMITTEE MEETING MINUTES November 25, 2024 I. Roll call Members in Attendance: Gary Pilafas, Chair Anna Newell, Vice Chairperson Karen Mills, Trustee Gary Stanton, Trustee Karen Arnet, Trustee Patrick Kinnane, Trustee William McLeod, Mayor Management Team Members in Attendance: Eric Palm, Village Manager Dan O’Malley, Deputy Village Manager Jon Pape, Assistant Village Manager Art Janura, Corporation Counsel Rachel Musiala, Finance Director Audra Marks, Asst. Director of HHS Alan Wax, Fire Chief Joe Nebel, Director PW Patty Richter, Village Clerk Kasia Cawley, Police Chief Darek Raszka, Director of IS Alan Wenderski, Dir. Of Engineering Ben Gibbs, NOW Arena GM Ric Signorella, Multimedia Production Mgr. The Finance Committee meeting was called to order at 7:00 p.m. 2. APPROVAL OF MINUTES a. Finance Committee 10-28-24 b. Finance Committee 11-07-24 Special c. Finance Committee 11-11-24 Special Motion by Trustee Kinnane, seconded by Trustee Arnet, to approve the Finance Committee meeting minutes from October 28, 2024. Voice vote taken. All ayes. Motion carried. Motion by Trustee Arnet, seconded by Trustee Kinnane, to approve the Special Finance Committee meeting minutes from November 7, 2024. Voice vote taken. All ayes. Motion carried. Finance Committee -2- November 25, 2024 Motion by Trustee Arnet, seconded by Trustee Kinnane, to approve the Special Finance Committee meeting minutes from November 11, 2024. Voice vote taken. All ayes. Motion carried. 3. PUBLIC COMMENT 4. . NEW BUSINESS A. Approval of an amendment to the Service Agreement with Andy Frain Services, Inc. to provide contractual services for events at the NOW Arena. An item summary sheet from Ben Gibbs and Dan O’Malley was presented to Committee. Motion by Mayor McLeod, seconded by Trustee Mills, to amend the Service Agreement with Andy Frain Services, Inc., to provide contractual services for events at the NOW Arena. Voice vote taken. All ayes. Motion carried. B. Approval to purchase additional Enterprise Services from Comcast Business to provide internet redundancy at the NOW Arena. An item summary sheet from Ben Gibbs and Dan O’Malley was presented to Committee. Mr. Gibbs provided background on the project that started back in 2020. All of internet came from one provider - Comcast. No redundancy – so if the system would fail then events would lose internet. The Arena is revisiting this project as entertainers are requesting more bandwidth for each show. The new system with back up will ensure no loss of connectivity. Motion by Mayor McLeod, seconded by Trustee Mills, to purchase additional Enterprise Services from Comcast Business to provide internet redundancy at the NOW Arena. Voice vote taken. All ayes. Motion carried. C. Request approval of: a. Authorization to enter into a software as a service agreement for Enterprise Resource Planning (ERP) software services with BS&A Software in an amount not to exceed $611,540; and b. Authorization to enter into a software as a service agreement and hardware purchase for time and attendance tracking services with Andrews Technology for a five-year term in an amount not to exceed $177,685; and c. Authorization to enter into a consulting services agreement for Implementation Assistance Services with Plante Moran in an amount not to exceed $127,050; and d. Grant the Village Manager authority to approve change orders, as needed, in an amount not to exceed $50,000. Finance Committee -3- November 25, 2024 An item summary sheet from Jon Pape was presented to Committee. Mayor McLeod asked if the $50,000 amount applies to each change order individually. Mr. Palm replied no and confirmed it only applies to these three items. Mr. Palm indicated the initial proposal was higher, but staff took out things we didn’t think were needed and thus moved hours around. Thank you – from Trustee Newell. A lot of work on this project. Mr. Pape discussed two additional pieces to the project. Public Safety will have a unique time and attendance model, and the Human Resources module will allow the HR team to use for online applications, tracking, training, performance management, etc. Public Works will be on the system as well as all non-union personnel. Public Works sign-in for work will come with hardware such as touchscreens for people to sign-in. Motion by Mayor McLeod, seconded by Trustee Mills, to a.) to enter into a software as a service agreement for Enterprise Resource Planning (ERP) software services with BS&A Software in an amount not to exceed $611,540; and b.) enter into a software as a service agreement and hardware purchase for time and attendance tracking services with Andrews Technology for a five-year term in an amount not to exceed $177,685; and c.) enter into a consulting services agreement for Implementation Assistance Services with Plante Moran in an amount not to exceed $127,050; and d.) Grant the Village Manager authority to approve change orders, as needed, in an amount not to exceed $50,000. Voice vote taken. All ayes. Motion carried. D. Authorization to enter into a Licensed User Agreement with Ticketmaster, LLC for ticketing services at the NOW ARENA. An item summary sheet from Ben Gibbs and Dan O’Malley was presented to Committee. Trustee Pilafas asked if there were other vendors. Mr. Gibbs indicated there are options, but the Chicago region is primarily a heavy Ticketmaster region. Motion by Trustee Kinnane, seconded by Trustee Stanton, to enter into a Licensed User Agreement with Ticketmaster, LLC for ticketing services at the NOW ARENA. Voice vote taken. All ayes. Motion carried. 4. REPORTS A. Finance Department Monthly Report. Finance Committee -4- November 25, 2024 The Finance Department Monthly Report was received and filed. B. Information System Department Monthly Report. The Information System Department Monthly Report was received and filed. C. NOW Arena Monthly Report. The NOW Arena Monthly Report was received and filed. 6. President’s Report – Mayor reported on his activities from November 18-25. 7. Items in Review 8. Other 9. Adjournment Motion by Trustee Kinnane, seconded by Trustee Arnet, to adjourn the meeting at 7:13 p.m. Voice vote taken. All ayes. Motion carried. Minutes submitted by: Jennifer Djordjevic, Director of Operations/ Date Outreach, Office of the Mayor & Board