General Government & Information Technology

Village of Niles General Government / IT Committee Meeting Summary March 9, 2017 The following Voting Persons were in attendance: Chair George D. Alpogianis, Village Manager Steve Vinezeano, IT Director Bill Shaw and Member Cammy Fortuna. Staff present were: Trustee John Jekot, Hadley Skeffington-Vos, Marlene Victorine, Kathy Thake, Danielle Grcic, Steve Cusick, Cathy Spadoni, Kathy Barnat, Katy Darr, Mitch Johnson, Eric Larkin, Catherine Williams, Tony Hollenback, Darren Brown, Ross Klicker. No members of the press or public were present. I. Call to Order The meeting was called to order at 8:51 a.m. in Room 218 at the Niles Administration Building. II. Approve Meeting Summary – General Government/IT Committee – February 8, 2017 - Unanimous Approval III. Old Business a. On-Line Store Discussion Staff has been looking at options for the online store such as high quality pens, electronic items, and diner style mugs. Staff is still waiting on pricing on additional items. When a decision is made on what items that will be available on the online store, minimum quantities of items will be ordered. The IT Department ordered flash drives that will be added into the mix. IV. New Business a. Proposed new software for Family Services – AWARDS from Foothold The IT Department has been working with Family Services to find suitable software for electronic health records. The Niles Family Services Department is unique because they offer many more diverse services than most agencies. Approximately ten software companies were vetted and tested and did not work out with the Niles Family Services Department. Foothold has been chosen as the software for Family Services. The software had been extensively researched and is the perfect fit for Family Services. There are funds already in the budget to cover this software. There is an $11,000 set up cost that the IT Department will cover and a monthly operating cost of $1,100 that Family Services will cover. The software needs to work with billing services as well, Foothold will bridge into the billing system. The contract is for one year, the initial cost will be just over $20,000. The General Government / IT Department approved the contract with Foothold based upon a contingent to be approved by the Legal Department to take this contract to the Board for approval at the March 28, 2017.  GG/IT March 9, 2017 Meeting Summary/2 b. National Farmers Day: Recognition of the Steil Family Robert Steil is a former Niles resident who sold his property a couple of years ago. The Steil family moved into Niles in the mid 1800’s and farmed the land until 1961. A request was made by Mr. Steil to the Mayor to acknowledge his family’s contribution to the Village. The Steil Family will be honored at the time of the first harvest of Farm on Franks, and National Farmer’s Day to be held on October 12, 2017. A plaque will be created and presented at the Farm on Franks at 5:00 p.m. on September 26 in honor of the Steil Family, following the plaque presentation, a proclamation will be read at the September 26, 2017 Village Board meeting. c. Performance Measurement Update Performance Measurement numbers for the past quarter were presented to the Chair for review. All performance measures will be uploaded by Covalent by the end of March. Staff training will begin in April and the public facing portal should be available in May. A consortium is being formed with several North Shore communities that will share information; the annual cost is approximately $3,000 per year. d. Textile Recycling Program The Village was approached about becoming part of a textile recycling program in Niles. A lot of textiles are put into the waste stream that can be recycled. The company is looking to expand into the Chicago area suburban market; the company is looking at a population of 40,000 to begin this program. Other towns surrounding Niles have also been approached. Groot would need to be brought on board as well for approval. Research will be done if this company will also service commercial accounts. SWANCC has approved this company. The service is free to the residents and the Village would receive a small revenue for this service. e. Revision of Public Arts and Culture Program Ordinance Small housekeeping changed will be made to the current ordinance. Membership and powers of duties will be clarified. The General Government/IT Committee recommends bringing the revision of the Public Arts and Culture Program Ordinance to the Board for approval at the March 28, 2017 Board Meeting. f. Renewal of Blue Cross Blue Shield Contract This is the annual renewal of the Blue Cross Blue Shield plan both PPO and HMO plans and dental insurance. Gross costs have decreased about 5%. The fixed annual costs will be approximately $260,000. The General Government/IT Committee recommends bringing the renewal of the Blue Cross Blue Shield Contract to the Board for approval at the March 28,2017 Board Meeting.  GG/IT March 9, 2017 Meeting Summary/3 V. IT Project Updates Tyler Energov project if moving along, a date will be set for implementation and training. New software for Family Services will be presented to the Board for approval at the March 28th Board meeting. Police software will be upgraded to New World software in the middle of March. Payroll HR Time and attendance is still being reviewed. The proposal will be presented to the General Government/ IT Committee for approval then presented to the Board at the April meeting for approval. Bids on rerouting the network at the old maintenance garage are being taken to prepare for the future demolition of that building. The network for the water plant needs to be rerouted. WOW is moving quickly on the connectivity of most of the Village’s buildings; new fiber links will be turned up soon. IT will reach out to Comcast for an additional feed into the Administration building because of work that will be done on the duct work at Village Hall in the future. Work on the new HVAC system in Council Chambers was discussed. VI. Open Discussion / Public Comment No members of the public were present for Public Comment. Miniature flags with the new logo are still being researched. The flags will be distributed at the 4th of July Parade. VII. Next Meeting – Tentatively scheduled for Wednesday, April 12, 2017 at 8:45 a.m. VIII. Adjournment With unanimous approval the meeting was adjourned at 9:41 a.m.