West Cook News

Village of Westchester President and Board of Trustees Committee of the Whole met June 10

Here are the minutes provided by the committee:

1.Call to Order 

by President Hribal @8:45pm 

2.Roll Call 

Trustee Marzano, Trustee Benline, Trustee Jones, Trustee Slavic, President Hribal 

Also present: Attorney Thom Condon, Village Manager Barry Krumstok, Assistant Village Manager John Schwarz, Administrative Coordinator/Deputy Clerk Annie Canavan, Accounting Manager Stefan Hanus, Fire Chief Daniel Manning, Police Chief Daniel Babich, and Public Works Supervisor Steve Crowley 

Not present: Attorney Matthew Welch, Trustee Cross, Trustee Vann, Director Novosel, Engineer John LaPaglia 

3.Public Comments 

None 

4.New Business 

4.A. Discuss and consider proposal from BS&A Software related to the implementation of enterprise resource planning software. 

Discussion: Village Manager John Schwarz shared that the Village uses a variety of software suites to conduct daily business. Caselle Clarity has become increasingly unreliable with multiple daily occurrences of staff being kicked out of the software resulting in delays when processing transactions and reports, limited reporting capabilities, and a limited number of users able to utilize the system at any given time. The building department and payroll transactions require additional staff time for recordkeeping, as these software systems do not directly interface with Caselle Clarity. And the entirety of the Village's budgeting process is completed manually with Microsoft Excel, making the process significantly more costly in terms of staff time and takes exponentially longer to complete 

Given these operational inefficiencies and subsequent high demand on staff time, the Village is seeking a fully integrated software solution via an enterprise resource planning (ERP) software suite to combine all processes under one platform. Three proposals were submitted and after review, staff is hoping to move forward BS&A Software for the ERP software solution. Currently, over 150 of their clients are in Illinois, which includes several nearby municipalities 

Kevin Shafer with BS& A Software gave a brief presentation that included an introduction of the company and what they do for governmental agencies. He responded to Board questions that included 

Trustee Marzano's asked John Schwarz how the cost savings was determined. John responded with how staff input helped to determine the savings and provided examples. John also confirmed that the new software will replace Paylocity 

Trustee Slavic commented on her experience and concern when it comes to manual input and errors that can happen using Excel. We need to move into this century and not continue to just let things go. The current software is old, and it affects accuracy, residents, and staff. She also shared her observations of the benefits and impact of the new software. 

John clarified outstanding Board questions and assumptions shared, and the process by which the overall software determination was made that included a staff demo. 

Trustee Jones asked about hardware requirements and John responded that this is a cloud-based solution. Kevin commented on the benefits a cloud-based solution will allow 

President Hribal asked if there are any hour-facing modules? Kevin responded that there are solutions that are citizen-facing and provided examples, such as utility bills and other miscellaneous payments. It will also be part of the water portal, and customers will now be able to print their bill 

4.B. Discuss and consider proposal from CityBlue related to copy machines. 

Discussion: Barry shared that Staff is requesting to change out the Village copiers that will allow savings. They have discussed and reviewed proposals from a few firms regarding different copiers and now recommend going with CityBlue, an authorized Epson dealer 

CityBlue Vice President Kirk Taylor introduced himself and shared a presentation of the proposal that included the benefits in savings and new features of Epson copiers. The Village has been demoing an Epson printer for the last month 

5.Old Business 

5.A. Discuss and consider creation of a Veterans Commission 

Due to time and the absence of Trustee Vann, Barry requested postponement of this item. He also shared that today he received additional comments from Trustee Slavic that will be added for next time 

6.Information Only 

None 

7.Requests for Topics for Future Committee of the Whole Meetings 

None 

8.Village Board Comments 

None 

9.Executive Session 

9.A. 5 ILCS 120 Section 2(c)(1) - The appointment, employment, compensation, discipline, performance, or dismissal of specific employees, specific individuals who serve as independent contractors in a park, recreational, or educational setting, or specific volunteers of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee, a specific individual who serves as an independent contractor in a park, recreational, or educational setting, or a volunteer of the public body or against legal counsel for the public body to determine its validity. 

9.B. 5 ILCS 120 Section 2(c)(6) - The setting of a price for sale or lease of property owned by the public body. 

Motion to Adjourn into Executive Session @9:24pm: Trustee Slavic 

Second: Trustee Marzano 

Aye Trustee Benline, Trustee Marzano, Trustee Slavic, Trustee Jones, President Hribal Nay None 

Motion carried: 5-0 

Motion to Adjourn Executive Session and Reconvene COW Meeting@ 9:52pm: Trustee Slavic Second: Trustee Marzano 

Roll Call 

Trustee Jones, Trustee Slavic, Trustee Benline, Trustee Marzano, President Hribal 

10.Adjournment 

Motion to Adjourn @9:52pm: Trustee Slavic 

Second: Trustee Marzano 

Voice Aye: Trustee Benline, Trustee Marzano, Trustee Slavic, Trustee Jones, President Hribal 

Vote 

Motion Carried: Unanimous 

Adjourned @9:52pm

https://westchester-il.granicus.com/DocumentViewer.php?file=westchester-il_1543024258cffc6ca13ce536e971d6fd.pdf&view=1