HomeMy WebLinkAbout09-18-2012 Council Meeting Minutes
A regular meeting of the Canton City Council was held on September 18, 2012 (6:30PM) in the Council
Chambers, The Donald E. Edwards Way-50 North 4th Avenue, Canton, Illinois 61520.
ALDERMEN IN ATTENDANCE:
Aldermen Pickel, Hartford, Pasley, Ellis, West, Nelson
ALDERMEN ABSENT:
Alderman Fritz, Alderman Schenck--- Arrived late
STAFF IN ATTENDANCE:
City Attorney Chrissie Peterson, City Administrator Jim Snider, City Clerk Diana Pavley, Mayor Kevin
Meade, City Treasurer Nicole Marter, Lieutenant Brad Richards, Fire Chief Keith Frank, Public Works
Director Bill Terry, Comptroller Caty Campbell,
MEDIA IN ATTENDANCE:
Daily Ledger- John Froehling
Video Services by Joe Ginger
OTHERS IN THE AUDIENCE:
PLEDGE OF ALLEGIANCE OPENED THE MEETING FOLLOWED BY THE INVOCATION GIVEN BY CITY
ADMINISTRATOR JIM SNIDER
ROLL CALL Yes No Absent
Alderman Pickel X
Alderman Hartford X
Alderman Schenck X
Alderman Pasley X
Alderman West X
Alderman Fritz X
Alderman Ellis X
Alderman Nelson X
PUBLIC PARTICIPATION
CONSENT AGENDA
Minutes of Council meeting held September 4, 2012
Minutes of Clerical Committee meeting held September 11, 2012
Motion and second were made by Aldermen West/Ellis to accept the minutes, bills and treasurer's
report as presented and place them on record.
The motion carried by voice vote and was unanimous.
COMMITTEE REPORTS:
FINANCE- ALDERMAN CRAIG WEST, CHAIRMAN
HABITAT FOR HUMANITY HOUSE PERMIT FEE
During last week's committee meeting the recommendation was to waive the $357.00 permit fee for
Habitat for Humanity.
Motion and second were made by Aldermen West/ Nelson to approve the Habitat for Humanity House
Permit Fee waiver.
ROLL CALL Yes No Absent
Alderman Pickel x
Alderman Hartford x
Alderman Schenck x
Alderman Pasley x
Alderman West x
Alderman Fritz x
Alderman Ellis x
Alderman Nelson x
The motion carried.
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WTP FILTER CHANGE ORDER
The change order (#2) is in the amount of $67,000.00 and will be paid from the bond funds to completely
remove and replace the under drain system.
Motion and second were made by Aldermen West/Nelson to approve the change order # 2 in the
amount of $67,000.00 from the bond funds.
ROLL CALL Yes No Absent
Alderman Pickel x
Alderman Hartford x
Alderman Schenck X
Alderman Pasley x
Alderman West x
Alderman Fritz x
Alderman Ellis x
Alderman Nelson x
The motion carried.
FIRE TRUCK PURCHASE
Chief Frank explained that the request was to purchase a fire truck for up to $62,000.00. The bid and
auction in Danvers Illinois will be held this coming weekend.
Motion and second were made by Aldermen West/Hartford to approve the purchase of the fire truck
for up to $62,000.00
ROLL CALL Yes No Absent
Alderman Pickel x
Alderman Hartford x
Alderman Schenck x
Alderman Pasley x
Alderman West x
Alderman Fritz x
Alderman Ellis x
Alderman Nelson x
The motion carried.
WTP MECHANICAL REPAIRS
Keith Plavec explained that currently if the water plant were to lose power the two valves would shut.
The pump station that is off site is pumping water up to the closed valve which is not good for the pump
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station. Under the current setup the operator has to go out to the generator and physically make the
switch. Permission is being requested to have the valves set so if the power goes out, the valves turn off
in an open position and the water can still go in. Two valves will have this capability. The quote from
Tobin for the valve work and other repairs was not to exceed $4,900.00.
Motion and second were made by Aldermen West/Ellis to approve the expenditure in the amount of
$4,900.00 from Tobin.
ROLL CALL Yes No Absent
Alderman Pickel x
Alderman Hartford x
Alderman Schenck X
Alderman Pasley x
Alderman West x
Alderman Fritz X
Alderman Ellis x
Alderman Nelson x
The motion carried.
RFP RESPONSES ON ENTERPRISE RESOURCES PLANNING SOFTWARE
Comptroller Caty Campbell explained that she distributed the following Business Case for the enterprise
resource planning software.
BUSINESS CASE
ENTERPRISE RESOURCE PLANNING SOFTWARE
CITY OF CANTON
FINANCE DEPARTMENT
2 NORTH MAIN STREET
CANTON, ILLINOIS 61520
9/12/2012
4
5
TABLE OF CONTENTS
1. EXECUTIVE SUMMARY 7
1.1. Issue 7
1.2. Anticipated Outcomes 7
1.3. Recommendation 7
1.4. Justification ...................................................................................................................................7
2. BUSINESS CASE ANALYSIS TEAM 9
3. PROBLEM DEFINITION 9
3.1. Problem Statement 9
3.2. Organizational Impact 9
3.3. Technology Migration .................................................................................................................10
4. PROIECT OVERVIEW 10
4.1. Project Description .....................................................................................................................11
4.2. Goals and Objectives ..................................................................................................................11
4.3. Project Performance ...................................................................................................................11
4.4. ProjectAssumptions ...................................................................................................................12
4.5. Project Constraints .....................................................................................................................12
4.6. Major Project Milestones ...........................................................................................................12
5. STRATEGIC ALIGNMENT 13
6. COSTBENEFITANALYSIS .......................................................................................................................13
7. ALTERNATIVES ANALYSIS 15
8. APPROVa~s Error! Bookmark not defined.
1. EXECUTIVE SUMMARY
This business case outlines the costs and benefits that an enterprise resource planning
software product would provide to the City of Canton. It will provide the goals,
performance measures, constraints and alternative options.
i.l. Issue
The Finance Department would like to replace the current accounting and utility billing
software with an enterprise resource planning (ERP) software system that would fully
integrate all of the business functions of the City.
1.2. Anticipated Outcomes
With a more comprehensive system, the City would be able to put more internal controls in
place. The Citys accounting would become more streamlined and transparent. We would
be more accountable to our greatest stakeholder, the citizens at large. We would be able to
audit incoming revenue easier, as well as track expenses in greater detail. We can bring
several outsourced services back in-house, which would save the City additional dollars. We
would be able to further resolve previous audit findings, as well as make the audit process
cleaner and timelier.
1.3. Recommendation
After much discussion with the City's department heads and administrative staff and
extensive research on several software products, our recommendation would be to
pursue negotiations with Springbrook Software to purchase software for the City of
Canton. Some of the ways that this software would achieve the desired results are as
follows:
• Department heads or their designee will be able to enter and edit employee
time data directly into the payroll module. Payroll expenses accounts will be
charged directly once payroll is processed without the need for Excel
spreadsheets and data manipulation.
• Utility billing customers will be able to access their account online, to view
usage and to make payments.
• We could more effectively and efficiently implement new utility billing policies,
for instance, monthly billing and landlord account holders for all rental
accounts.
• The purchasing approval process will be streamlined and therefore we will
recognize a quicker turnaround time.
• All business practices will be evaluated and reported on. We can then use this
information to make the appropriate modifications to our practices and
processes.
1.4. Justification
The reasons your Finance Department has chosen the Springbrook Software are the
following:
• Springbrook had a higher technical score. In the RFP documents, each
company was asked to note for each requirement whether their product fully
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met the requirement, it was available in a future release, it is available as a
modification or a custom build, or if the option is not available. As you can see
from the scores, the two products are very similar. However, Springbrook
scored 47 points higher. The largest difference was in the payroll/personnel
section of the RFP. For example, Springbrook can handle an automated retro-
pay. Tyler Technologies noted this would be available in a future release.
However, for the City's purposes, this would be a huge benefit since we have
three union contracts for our employees. Springbrook also allows for new
benefit rates to be entered and become effective at a specific future date. This
feature is not available with Tyler. The other differences are mainly features
Springbrook has built in to reduce the risk of human error.
• Two close neighbors utilize the Springbrook software system. Nickie and I
visited with the finance departments of both Pekin and Galesburg. We found
these meetings to be very helpful in that we could see how both of these cities
utilize the software but also found some very helpful people to learn from and
bounce ideas off of. Tyler Technologies also has customers in Illinois; however,
these cities are much further away.
• You can see from the above table that included in the implementation process
with Springbrook is a business process study. This would include a senior
Springbrook consultant coming on-site to understand and evaluate our
processes, the forms we use, our reporting requirements and our security
requirements. We would then receive a written report detailing how our
organization reports and utilizes information. This may include
recommendations on how to improve process flow. Our implementation plan
is built upon this study. This is a huge benefit to City in that we can have an
implementation program that is truly tailored to meet our needs and we can
hopefully glean some insight from our consultant on how to improve our
business practices.
• The City can justify the annual maintenance cost. With Springbrook, the annual
cost would be approximately $40,000. However, with the implementation of
this software, we would no longer need to utilize ADP. We would also no
longer need to pay the annual LOCIS maintenance. Furthermore, we would
have a grant management module in which we could track our own grants and
may no longer need the services of WIRC. The amounts that we paid these
vendors in fiscal year 2012 is shown below:
ADP Annual Cost 26,192.fiS
LaCIS Annual Fee 5,588.50
WIRCAnnual Fee 8,U87.20
39,8G8.35
(A more detailed cost benefit analysis is shown further into the document.)
I have been in contact with Steve Kline, our TIF administrator, about the
possibility of allocating a portion of the purchase price and annual maintenance
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to the TIF districts. It seemed reasonable to him to allocate 25% of these costs
since approximately 25% of your finance department's time is devoted to TIF
record keeping. The remainder of the costs would be divided between the
general fund and the water and sewer fund.
• The projected cost with Springbrook is lower. When Springbrook sent a
reduced proposal, they included a payment schedule, three years with a 0%
interest rate. This would include most of the hardware costs to be paid up
front; however, the conversion and implementation costs would be spread
over three years. This is just an example of the kind of financing we could
expect to receive. I have included it, with the breakdown per fund, below.
Initial Year 1 Year 2 Year 3 Year 4 Total
General Fund 37.5U96 29,619 29,037 34,Sd6 15,064 15,064 123,329
Water & Sewer Fund 37.5496 29,619 24,D37 34,546 15,464 15,064 123,329
TIF Funds 25.0096 48,746 1,434 10,043 10,U~3 10,043 80,308
Total 100.0096 $ 107,983 $ 59,507 $ 79,134 $ 40,171 $ 48,171 $ 326,966
2. BUSINE55 CASE ANALYSIS TEAM
The following individuals comprise the business case analysis team. They are responsible for
the analysis and creation of the Enterprise Resource Planning Software Project.
Name Title ~~M__._.___________~
_ _m_____ . _ _ _
Caty Campbell I Comptroller
Nickie Marter Treasurer j
3. PROBLEM DEFINITION
3.1. Problem Statement
The City started using LOCIS more than ten years ago. We have since grown to have
approximately 6000 utility accounts and 40 funds to account for the City's general fund,
enterprise funds and many special revenue funds. We have also had several issues
with LOCIS lately, resulting in errors in the monthly Treasurer's Report and late reports
both to the Council and internally. LOCIS does not offer some features that are now
standard in other systems such as a bank reconciliation feature and reporting
capabilities. Nickie and i feel that the City has outgrown the product LOCIS has to offer
and needs the functionality of a more comprehensive system.
3.2. Organizational Impact
The ERP Project will impact the City of Canton in several ways. The following provides
a high-level explanation of how the organization, tools, processes, and roles and
responsibilities will be affected as a result of the ERP Project implementation:
Tools: The existing software will be phased out completely as the ERP Project is
implemented and becomes operational. This will require training employees on the
ERP software functionality.
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Processes: With the ERP Project comes more efficient and streamlined administrative
and financial processes. This improved efficiency will lessen the burden on our current
staff to complete many manual tasks and provide automation of many of our day-to-
day tasks. This will allow us to offer more to the citizens as we can access real time
information and become more accountable and transparent.
Roles and Responsibilities: With the implementation of the ERP Project, many roles
and job responsibilities will be shifted as there will be a reduced focus on the day-to-
day tasks and a greater focus on bigger projects. This is also a result of further
automation within the system.
Hardware/Software: In addition to the software and licensing for the project, the City
of Canton will have a small hardware cost to increase the functionality of some
modules, including utility billing and cash management. However, the City will not
have to purchase additional servers as we are recommending the Cloud version of
Springbrook.
3.3. Technology Migration
In order to effectively migrate existing data from the LOCIS system to the new
software, a phased approach has been developed which will result in minimal
disruption of day-to-day operations. The following is a high-level overview of the
phased approach:
Phase I: Hardware/Software will be purchased and the Business Process Study will be
conducted by a Springbrook senior consultant. The Business Process Study will provide
a guideline for planning and conversion.
Phase II: Data will be analyzed and interpreted from the LOCIS software and converted
to be imported into the Springbrook system.
Phase III: Springbrook software will be installed at the City and training will begin.
Phase IV: Dual systems will be run until the new software is completely set up and
bugs are worked out.
Phase V: The Springbrook software will go live and the LOCIS system will be archived
and stood down.
4. PROJECT OVERVIEW
The ERP Project overview provides detail on how this project will address the City of
Canton's need for an enterprise wide software product. The overview is comprised of a
project description, goals and objectives for the ERP Project, performance criteria, project
assumptions, constraints, and a project timeline. As the software is approved and the
implementation and conversion processes begin, each of these pieces will be examined in
further detail in working toward the end result.
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4.1. Project Description
The Finance Department has reviewed and analyzed several potential ERP systems to
replace the LOCIS software we are currently utilizing. We have selected Spring brook's
ERP system based on its ability to meet the goals and objectives we have in place for
the City's finances.
4.2. Goals and Objectives
The ERP Project directly supports several of the goals and objectives established by the
Finance Department. The following table lists the business goals and objectives that
the ERP Project supports and how it supports them:
~ _ _ . ~
~ Business Goal/Ob~ectwe i Description
_ ~_T.__ -
+ Timel and accurate ! Web based tool will allow real-time and accurate reporting of ~
~ Y. ~ all finances so the City can be more transparent and
~ reporting ; accountable to its citizens
~
i Aldermen would be able to view information on account ~
j More transparency ; balances and invoices paid, reports could be posted to ~
~ website on a routine basis
jMore integrated accounting '~~ERP system allows for various sourcesNof revenue and the
~ of revenues related payment to be tracked I
, _ . _1
I More thorough payroll ; Payroll and HR modules allow for payroll and necessary
~ records ~ payroll tax returns to be processed in-house
~ Better collection rate in + UB module would allow for monthly billing and online ~
! utility billing account access for citizens ~
_ _ . _ - - ~
, UB module allows property and individuals to be tracked so ~
; Better tracking in utility ; We will not "lose" people after they move as we do now, ~
i billing ; balances can be transferred
~ ~
4.3. Project Performance
The following table lists the key resources, processes, or services and their anticipated
business outcomes in measuring the performance of the project. These performance
measures will be quantified and further defined in the detailed project plan.
_ _ _ _ . _ _ . _
Key Resource/Process/Service ~ Performance Measure
_ ~
~
~ j
~ Reporting ' Increase reporting capabilities.
- _ . _ . _ _ _ ~ - - . _
I
~ Timesheet/Admin data entry Eliminate the need for duplicate data entry. ;
_ .
; ~ Decrease in dependence on IT administrator to manage
~ Software and System ;
I servers. Costs will be included in annual maintenance
; Maintenance ~ fees. ~
~ _ . _ - ~ - - _ - ~
11
. _ _~w.._~
Key Resource/Process/Service ~ PerFormance Measure ~
_.._m
~ Utility Billing ; Decrease in customer complaints due to availability of
; account information.
~ _ ~ ;
,
4.4. Project Assumptions
The following assumptions apply to the ERP Project. As project planning begins and
more assumptions are identified, they will be added accordingly.
• All employees will be trained accordingly in their respective areas of the new
softwa re.
• All department heads will provide necessary support for successful project
completion.
• All employees involved in the conversion process will provide the necessary
assistance to complete the conversion and implementation.
• Project has Mayor and City Administrator support and backing, as well as the
support of department heads and City staff.
4.5. Project Constraints
The following constraints apply to the ERP Project. As project planning begins and
more constraints are identified, they will be added accordingly.
• The implementation and conversion process will be extremely long, intense, and
frustrating.
• Much of the proposed cost savings is intangible since it is directly related to the
amount of time involved for staff to manage job duties currently.
• The initial investment is considerable.
• There is limited staff to handle the processes proposed to bring back in-house and
no longer be outsourced.
4.6. Project Timeline
The following is the project timeline identified at this time. As the project planning
moves forward and the schedule is developed, the phases and the dates will be
modified, adjusted, and finalized as necessary.
_
Project Phase ~ Target Date
- _
F _ _ . . _ _ . ~
~ Contract Signed j 10/16/2012
_ _ _ _ _ _ _ _
~ Planning & Conversion . . ' 11/1/2012 ~
~ Installation & Setup 2/1/2013 !
_ _
; System Parallel ; 4/1/2013
._._.__.__._____w__ _ ~
i Go Live with Springbrook ~ 5/1/2013
,
, _ . .i
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5. STRATEGIC ALIGNMENT
The ERP Project is in direct support of the City's ongoing goal to be more efficient and
effective in all that we do. The table shown below outlines the City's goals or objectives and
how the ERP software can help to realize those goals or objectives.
_
_
_ . _
~ Goals/Ob~ectwes ' Relationship to Project
~ _ „ _ _ _ ~
_ _ _ _ _ ~ _
{ Improve record keeping ~ This project will allow for real-time information and data entry,
I and information ; increased information accuracy, and more thorough reporting on the j
~ management ' City's finances, payroll, programs, and activities. ;
T_ . ~
' Utilize new technology to ; ~
support company and New technology will allow many payroll and administrative functions ~
~ department missions ~ to be streamlined and integrated with the general ledger. j
~ more effectively ~
M__---~ _ ~
_ . _ m _ _
_ _ _
i
_ 1
6. COST BENEFIT ANALYSIS
The following table captures the cost and savings actions associated with the ERP Project,
descriptions of these actions, and the costs or savings associated with them through the first
year and also each year after.
First Year Costs and Savings
f . _ _ _
. -
~ First year
l ~ Action ~ costs
' Action Type ~ Description (indicates
anticipated
; ,
~ ~ savings)
_ _ _ .
, _
; Purchase Web-based ! ~
j product, licenses, and ~ Cost ! Initial investment for ERP Software ~$104,725 ~
' hardware implementation ;
- ---._..._m__._.. _ ~ . _ . _
° ~
~ ~ ~ Senior consultant onsite to understand'
~ Business process study Cost ~ and evaluate process flow, forms, and ~$7,120 j
~ reporting ` ~
. ~
; Software training and j Cost ~ Cost for training all employees ~ {$88,873 ~
; conversion
~
Sprmgbrook waiving majority of ~
~ First year maintenance costs ~ Cost ; maintenance, cost is ~ust cloud service $5,735 ;
; , annual fee and service pack maintenance
. , . _ _ .Y . . ~ _ _ _ _ . _ _ ~
~
~ City no longer required to ! i Information sent to ADP for payroll '
~ ~ processing, requires quadruple entry of
' pay ADP for payroll related ; Savings ~ a roll information to com lete 26,193 ;
~ services ~ ~ P Y p payroll ~ ;
i process
- ; _ _ _ _ _ _ . '
i
` ; ; Time saved from no longer needing ~ ~
' Payroll time savings ! Savings ; quadruple entry of payroll information ~~6 864) !
;(includes additional time spent on payroll i
~ ; processing) ~ ;
. _ _ _ i. ~
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~ _ _ _ _ _
~ i r
First year
' Action costs ~
~ Action Description (indicates
~ ~ Type j anticipated ~
~ ~ ~ savmgs)
. _ 1 . _ . , . _ _ _ . .
. .
Time saved from software automation of 1 ~
; Day-to-day time savings Savings ~ 1(2,188
~ manual processes
_ _ ; : ' _.j
~ Month-end time savings ~ Savin s Time saved since software can process ~ ~ ;
g ( mformation monthly ~ (5,544 ;
: ~
- - -
. _ . - _ . _ _ . y
~ 1 Time saved from software automation of' ~
7 Utility billing time savings ~ Savings ; ~(4,122) ~
~ manual processes 1 ,
~w___ .
j City no longer required to . Current software no longer required to be I
; pay LOCIS' annual fees ~ Savings ~ maintained ~(5,589) ~
_ _ , _m _ .
. _ . . _ _
! City no longer required to ! City will no longer need to outsource ! ~
~ pay WIRC annual fee t Savings ; grant management ;~8'087~
N~ut ~r~t 1fe~r G~st ~3~4~`,~•
'
Subsequent Years Costs and Savings
~ - _
~ ( Annual costs
' Action Action ~ Description (indicates
Type ~ anticipated ~
, ~ savings)
_ . ~ _ ,
` ; Springbrook waiving majority of; j
( Annual maintenance costs 1 Cost i maintenance, cost is just cloud service ;$40,171 i
j ; annual fee and service pack maintenance ; ;
E- ~
. _ . . -------r---
j ~ ~ Information sent to ADP for payroll ~ j
, City no longer required to ~ processing, requires quadruple entry of I
j pe~~ADP for payroll related ~ Savings ~ payroll information to complete payroll ~~~6,193) ~
; process ; i
. . r a . _ _ _ '
~ i
Time saved from no longer needing ;
i Payroll time savings ~ Savings ~ quadruple entry of payroll information j~6,864) ~
; ~(includes additional time spent on payroll ~
~ i processing) ~
~ ; , _ _
~ Day-to-day time savings ; Savings ~ Time saved from software automation of ~~2~188)
; manual processes v ~
, _ ,
' Month-end time savings ; Savings : Time saved since software can process ~(5,544 ~
s information monthly ~ ~ ~
r.._________~_.w..._..._..v._.~_..~......w._.~............~......_._._. --5-......._w.____...... . . . . w._._-.---'_
Time saved from software automation of'
j Utility billing time savings ' Savings ; manual processes ((4,122) ~
~ ;
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~ _ _ _ , _ - _
~ ' Annual costs
~ Action Action Description (indicates
~ Type ~ anticipated
savingsj
__.__.-.----i--.
,
.
j City no longer required to ; S ~ Current software no longer required to be ~
j pay LOCIS' annual fees ~ avings ( maintained ~(5,589 ~
~ , . _ _ _ _ ~ ~ _ ~
i City no longer required to , ! City will no longer need to outsource ~
~ pay WIRC annual fee ~ Savings f grant management I~8'087~ I
_
N~t ~Ar?r~ua~ C~s'~ ~~9~~,~~~ , ~ ,
~ W _ w. _ __w~_
Based on the cost benefit analysis above we see that by authorizing the ERP Project, the City
will have first year cost of $147,866. While this is a considerable outlay, in the subsequent
years, we will see a savings of $16,228 as our time is better managed.
7. PAYMENTARRANGEMENTS
The following payment arrangements may be considered as a method of paying for the
initial investment and annual maintenance. The use of TIF funds is a possibility; up to 25%
has been deemed reasonable by our TIF administrator.
_ _
fFund ~ Allocation ~ Irntial Investment ~ Annual Maintenance
4-~..-- _ _ _ . ~
{ _ ~
' General Fund 137.50% $75,269 $15,064 '
. - _ . _ w _ _ ~
~ ~
i Water & Sewer Fund ; 37.50% ;$75,269 ;$15,064 j
! ~ ~
w--- - . _..._--------1- _ w_.._~ . _ _w
~ TIF [ 25.00% ; $49,460 ~ $10,043
T+c~rl 1{)D.t~96 ~$200,T18 $40,~.71
m, _ _
If TIF funds are not used, the software purchase would split between the General Fund and
the Water & Sewer Fund.
~
Fund Allocation ° Initial Investment ~ Annual MaintenanceW~~~!
_ _ _ ~~---1
' General Fund ~ 50.00% : $100,359 ; $20,086
_ . _ 1
~ Water & Sewer Fund ~ 50.00% ~$100,359 ,$20,085
i~sVVl4 $ZMMJ~.LQ " ~~l~li :
~~.N~~__~__._~ ...........................__.....w_............._.......W.....~~_~..»...
8. ALTERNATIVE OPTIONS
The following alternative options have been considered to address the software issue.
These alternatives were not selected for a number of reasons which are also explained
below.
_ _ _
No Pro~ect (Status Quo) i Reasons For Not Selecting Alternative
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_
_ ~
~ No Project (Status Quo) ~ Reasons For Not Selecting Alternative
_ _ ~
i Keep the current accounting software in place • Continued occurrence of a high number
of data errors
• Poor and untimely reporting
~ • Lack of automation
~ . _ ~ _ _ , . . .
Alternative Option ; Reasons For Not Selecting Alternative
~ Wait to purchase software W~~ N~. . Resend request for proposal ~
• Potential for higher costs as software and
~ ~ ¢ hardware costs increase ,
i ~
~ _ _ _ '
~ Alternative Option ' Reasons For Not Selecting Alternative
~ . .4....... . ..._.,.___,.~._.._,.._..__w~.
~ Purchase and utilize only a few of the • Cost will be higher for remaining
necessary modules modules
~ • Effectiveness of ERP will be lost because
it will not be fully integrated ;
, ~ Do not bring outsourced process back in i
house j
_ '
Motion and second were made by Aldermen West/Pickel to allow continuing the negotiations.
Alderman Pasley explained that you need to consider additional costs. New roles in the
software might create the need for additional staffing. City Treasurer Nicole Marter explained
that it would not create the need for any additional staffing. Alderman Pasley recommended
talking to the software company and asking them directly if the city would need any additional
staffing to accommodate the software being presented.
Alderman Pasley asked what the impact is going to be with the daily duties during the computer
conversion. The people that will be working on the computer conversion will be very busy
dealing with the conversion. Alderman Pasley suggested having a plan in place to outline what
staff will be taking care of the daily duties during the conversion.
Alderman Pasley stated that bringing payroll in house is a separate issue. Does the city staff
have the experience needed to bring the payroll in-house? Comptroller Caty Campbell
explained that she has done payroll in the past, but has not had previous experience with payroll
processing for anything as large as the city. Caty further explained that she and Nicole would
have to educate themselves on the payroll functions. Caty stated that she has not worked with
the unions until she came to the City. It will be a very large learning curve since it different than
anything that Caty or Nicole has dealt with in the past.
City treasurer Nicole Marter stated that payroll use to be done in-house before implementing
the ADP software seven years ago.
Alderman Pasley asked if ADP can offer everything that the City is looking for in payroll and HR
services that the Springbrook software is offering.
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City Clerk Diana Pavley explained that she has processed payroll for the City for seven years
using ADP. Diana further explained that the City use to do payroll in-house and the city decided
to purchase the ADP software because of the amount of time it took to perform the payroll
duties in-house. In-house payroll was not only very time consuming but very complicated. The
City has over 125 employees with three different unions and over 35 different types of
deductions, along with child support, and wage garnishment withholdings and three different
pension funds. Diana explained that she has a large amount of concern about undertaking a
large computer conversion, bringing grant management in-house (instead of having our grants
managed outside) and bringing payroll in-house would be very difficult with the limited staffing
in the accounting department---- with only two people to do the work.
Alderman Schenck stated that even with two people - and if someone goes on vacation, this
would leave only one person to do all of the work. The City could easily get into a predicament
with short staffing to perform the duties.
Alderman Nelson asked if an automatic payroll entry could be implemented into the ADP
software that we currently use. City Clerk Diana Pavley explained that ADP offers many features
to automate payroll entry. One of the options is importing payroll information directly into the
ADP software. Currently the City utilizes ADP for both payroll and HR functions. Since ADP
houses both our payroll functions and our HR functions-consideration needs to be taken
regarding insurance, pensions, investments etc.
Alderman Nelson explained that having payroll in-house would also create an added expense for
check stock.
Alderman Nelson asked how many parking tickets the city issues that would justify spending the
money for the parking ticket module with Springbrook. The cost of the parking ticket module is
$4,000.00. Does the City make back $4,000.00 in parking tickets that would cover the expense?
Treasurer Nicole Marter stated that she would bring back the information.
LEGAL & ORDINANCE- ALDERMAN JEFF FRITZ, CHAIRMAN (Absent)
RELEASE OF MORTGAGE-MCCLOSKEY 143 EAST SPRUCE CANTON IL
This item is being held over for further discussion.
Motion and second were made by Aldermen West/Nelson to bring back to committee for
further discussion.
The motion carried by voice vote and was unanimous.
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COMMUNITY & INDUSTRIAL DEVELOPMENT- ALDERMAN JEREMY PASLEY, CHAIRMAN
UPDATE FROM MISSY TOWERY SRPED EXECUTIVE DIRECTOR
Missy Towery introduced Susan Miller as the new Chamber of Commerce Director.
REQUEST FOR RIGHT OF WAY CLOSURE- YMCA TURKEY TROT 5K/1MILE RUN- NOVEMBER 22,
2012
The YMCA will be offering a 5K/1Mile turkey trot on November 22, 2012. The City discussed
having someone at each intersection during the event. The City has received all required forms
and insurance information. The route starts at the YMCA and would cross six intersections. The
route goes down Ash and then up to 20th. The 1 mile event would go around the YMCA and
Ingersoll school.
Further discussion took place about having a volunteer from the organization at the
intersections during the event. The event starts at 8:30am for the 5K and 9:30am for the one
mile event.
Motion and second were made by Aldermen Pasley/Hartford to approve the request.
The motion carried by voice vote and was unanimous.
REQUEST FOR RIGHT OF WAY CLOSURE- FULTON COUNTY PINK INC 5 K/10K RUN- OCTOBER
20. 2012
Request was made for a road closure for the Fulton County Pink Inc 5K/10/K run on October 20,
2012. The event will end at Main and Walnut. The insurance company is in the process of
submitting the required insurance document.
Motion and second were made by Aldermen Pasley/Pickel to excuse Aldermen Nelson from
voting.
The motion carried by voice vote and was unanimous.
Motion and second were made by Aldermen Pasley/Hartford to accept the request for the right
of way closure for Fulton County Pink Inc pending insurance information.
The motion carried by voice vote and was unanimous.
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REPAIRS TO SOUTH WALL OF THE ODD FELLOWS BUILDIN6
Previous discussion took place regarding the repairs to the south wall of the Odd Fellows
Building. Keith Plavec will bring back quotes for the cost of the repairs after working with
Alderman Ellis on a bid packet.
NEGOTIATIONS, GRIEVANCE & PERSONNEL- ALDERMAN DAVE PICKEL, CHAIRMAN
COMMUNICATIONS FROM MAYOR MEADE:
PROCLAMATION FOR CONSTITUTION WEEK
Mayor Meade signed a proclamation designating the week of September 17, 2012 as
constitution week. This will mark the 225 anniversary of the constitution.
LAWSUIT ABUSE AWARENESS WEEK
Mayor Meade signed a proclamation declaring the week of September 17, 2012 as the lawsuit
abuse awareness week.
REMINDER TO CITIZENS
Mayor Meade reminded the citizens that lawn clippings should not be raked into the streets, but
should rather be bagged and taken to the yard waste facility.
FRIENDSHIP FESTIVAL
Mayor Meade thanked the festival board for everything they do in making the Friendship
Festival a successful event each year.
FARMERS MARKET
The Farmers Market will take place this Saturday in Jones Park.
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INTEGRYS
Correspondence was sent out to those participating in the program by Integrys. This letter is
required by the Illinois commerce commission to report on the amount of electricity used. This
is not a bill, but instead just communication on electricity usage.
OLD BUSINESS
NEW BUSINESS
AN ORDINANCE CREATING SECTION 11-11-11 (GARBAGE REFUSE CONTAINERS) OF THE CANTON
MUNICIPAL CODE (1ST READING)
AN ORDINANCE AMENDING SECTION 3-3-14-1 (VIDEO GAMING MACHINES) OF THE CANTON
MUNICIPAL CODE (15T READING)
AN ORDINANCE ESTABLISHING SALARIES FOR ELECTED OFFICIALS OF THE MUNICIPALITY WHO
WILL ASSUME OFFICE MAY 7, 2013. (157 READING)
ADJOURNMENT
Motion and second were made by Aldermen Pickel/Hartford to adjourn into executive session
for the purpose of: negotiations, personnel, litigation and hearing of a police grievance
Diana Pavley, City Clerk
Kevin Meade, Mayor
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