General Government & Information Technology

GENERAL GOVERNMENT/IT COMMITTEE MEETING SUMMARY Wednesday, September 16, 2015 The following voting persons were present: Chair George D. Alpogianis, Village Manager Steve Vinezeano, Bill Shaw and Cammy Fortuna. Staff present was Kathy Barnat, Joe Annunzio, Cathy Spadoni, Hadley Skeffington-Vos. No members of the public were present. The meeting was called to order at 9:30 a.m. in Room 218 at the Niles Administration Building. I. Approve Meeting Summary: Wednesday, August 12, 2015 a. Unanimous approval. II. Old Business a. Arts & Culture Advisory Council Update The Mission Statement has been set as the ground rules for the Council. Lindsay Brubaker is doing a great job running the meeting and keeping the group on track. The Council is moving in an immediate direction. The first meeting was held on August 27, 2015 – the next scheduled meeting is on Monday September 21st. b. Human Resources: Employee Handbook – Revision to Residency Policy Tabled III. New Business a. IT – Membership Software for the Fitness Center, Senior Center & Teen Center Bill Shaw will be requesting Board approval and a Bid Waiver at the September Board Meeting to implement Max Galaxy software for the Fitness Center, Senior Center and the Teen Center. This new software will replace two different software packages that serve three departments. The committee consisting of members from all three centers and IT spent nearly a year reviewing software until it became clear that there was only one best solution. There was no bidding process because there was no other solution comparable to Max Galaxy. Right now the current software is at the end of its life, including the credit card software which is not in compliance. Customers are asking for more online access. Max Galaxy covers all needs, it is a hosted solution, and it has more features than we have ever had. The cost of the software is $52,000.00. Three weeks of training will cost $15,000.00 and estimated travel expenses will be $4500.00. The thought is to have three different one week training sessions – one week for each department. Trustee Alpogianis is not comfortable with the costs involved. This needs to be reevaluated. b. IT – New Fire Software The software that is suggested is Image Tracker, it is Cloud based software. This past December, the Red Center approved this software. The cost is under $20,000.00. A proposal will be presented to the Mayor for review. This software will assist with Performance Management and Fire Inspections  which are part of Community Development. The software is also compatible with Ambulance software to Lutheran General Hospital. c. IT – Update on New Phone System The old Fujitsu phone is now entirely removed and in storage at the old maintenance garage. Equipment disposal will be presented to the Board in October. The goal is for the Village to get some compensation for the old system. The Mayor has requested that 12 key staff be reachable by phone when needed. This project should be completed by the next meeting. There has been negative feedback on voice in the new phone system. Bill is working with ShoreTel for a way to make the voice sound adjustment globally in the system instead of each phone individually. Phase one of a two phase process for the 911 system is available. Example if a 911 call is made at the Senior Center, Kelly Mickle will be notified immediately. d. IT- Update on Network Project The Network has been reported to be slow. The internet relies on Comcast. IT is in the process of moving to a direct supply for the internet. This is a 32 step process; the Village is about one third of the way there. This project is expected to be done by the end of the year. Fiber optics are being pulled at the Police Department to provide better access to their New World software which runs out of Glenview Dispatch. Further IT updates • The hearing loop has been adjusted in the Council Chambers Conference Room and approved. • The new large TV is in the Council Chambers and will be functioning by the next Board Meeting. • Bill met with Public Services regarding plow and snow management, this project is moving ahead. • The Historical Society phone system shorted out and many hours were spent by IT to repair. Steve suggested having the Historical Society’s phone system become a part of the Village’s ShoreTel system. • SCADA is not completed – Pumps are turning on and off okay, the alarm system has not been moved over to SCADA controls. • Performance Management software is being looked into including ICMA and others. IV. Open Discussion/Public Comment No Members of the Public were in attendance to leave Public Comment. V. Next scheduled meeting – To be decided Meeting adjourned at 10:10 a.m. Unanimous approval to adjourn. 2