Board of Commissioners Special Workshop Meeting

THE CITY OF MADEIRA BEACH, FLORIDA PUBLIC NOTICE BOARD OF COMMISSIONERS SPECIAL WORKSHOP MEETING The Board of Commissioners of the City of Madeira Beach, Florida will meet at City Hall, located at 300 Municipal Drive, Madeira Beach, Florida to discuss the agenda items of City Business listed at the time indicated below. 5:30 P.M. TUESDAY, DECEMBER 9, 2014 AUDITORIUM CALL TO ORDER - The meeting was called to order at 5:30 p.m. ROLL CALL MEMBERS PRESENT: Travis Palladeno, Mayor Nancy Hodges, Vice-Mayor Terry Lister, Commissioner District 1 Elaine Poe, Commissioner District 3 Pat Shontz, Commissioner District 4 STAFF PRESENT: Vince Tenaglia, Assistant City Manager/Finance Director (ACM/FD) Thomas Trask, City Attorney (CA) Aimee Servedio, City Clerk (CC) Dave Marsicano, Public Works/Marina Director (PWMD) Frank Desantis, Community Services Director/Building Official (CSD/BO) STAFF ABSENT: Shane Crawford, City Manager (CM) 1. TOPICS: A. DISCUSSION ON CITY-WIDE SOFTWARE REPLACEMENT (TOPIC ON BOC AGENDA AT 6:00PM) ACM/FD: This is a software replacement item that staff has talked about for the past few months. Currently, the City is using BDMS to maintain the property database for permits, zoning, code enforcement, and is used by many administrative assistants and department heads in different department. It is a critical piece of software for City procedures and is included in the budget. The Building Official, City Clerk, and Finance Director formed a committee to discuss options for replacement. The contract for BDMS ran out a few months ago and the software is now unsupported. The Building Department has grown and is taking on more now than ever, so better equipment is now needed. The Building Department has narrowed five down to two including BSA and Tyler Technologies. Tyler Technologies is what is currently used in the Finance Department and recently expanded to the Parks & Recreation Department. Tyler ended up being about $20,000 less, but higher for maintenance - but this is already used by nearly ten employees. Staff will recommend the use of Tyler Technologies since the entire staff will be standardized and using the same software and will be the most efficient. BOC Special Workshop - 12/09/2014 As far as pricing, as mentioned, the pricing for Tyler Technologies was $20,000 less than the next closest option. There is an ongoing maintenance that will need to be budgeted; this will be roughly $11,500. Recurring cost for the whole enterprise will be $35,000 for an ongoing basis for all the departments that will be using this. A Budget Amendment would need to be done since only $15,000 was budgeted based on the cost to do the software for the Parks & Recreation Department. In total, it will be about $86,000. Mayor Palladeno: Asked the Community Services Director/Building Official to give his opinion on the issue since he headed the Software Committee. CSD/BO: The Fire Department will also be added onto this. We will also be moving to the cloud instead of a central server. All of the information will be accessible through this cloud and not having a central server will save the City some money. The goal for the entire project is to evaluate the options and determine the needs in the department. Mayor Palladeno: A lot of people coming in to do their forms with yearly inspections, will this eliminate those problems? CSD/BO: There is a lot of data that is still held in obsolete database systems. This move would centralize everything and make the process much more efficient and s~reamline. The new data would be organized by address, both residential and commercial, for much more efficient access. The property appraiser will also update the database every 30 days as well- this is currently not happening. Commissioner Lister: Do we see that recurring cost going down in the future? ACM/FD: The Finance Department has been on a three year contract and the cost has been flat the entire time. Also remember that the recurring costs are for all of the departments. We will try to contract and lock-in a price. The consensus was to approve City-wide software replacement at the next BOC Regular Meeting. 2. ADJOURNMENT -The meeting was adjourned at 5:43 p.m. Date approved: \ - \ 5' - \,S;° Travis Palladeno, Mayor Submitted by Aimee Servedio, City Clerk BOC Special Workshop - 12/09/2014