General Government & Information Technology

Special Joint Meeting General Government / IT and Human Services Thursday October 8, 2015 – 9:00 A.M. Village Hall - Room 218 MEETING SUMMARY Those in attendance – Trustee George Alpogianis, Trustee John Jekot, Steve Vinezeano, Carl Maniscalco, Mark Williams, Tony Hollenback, Bill Shaw, Steve Cusick, Cammy Fortuna and Jaymi Blickhahn (for Kelly Mickle) The meeting was called to order at 9:04 A.M. in Room 218 at the Niles Administration Building The purpose of this Special Meeting is to discuss the Bid Waiver request and the purchase of 2015 new membership software from Maximum Solutions for the Teen Center, Fitness Center and Senior Center. This item was tabled at the September 22, 2015 Board of Trustees meeting and Mayor Przybylo requested this meeting. Trustee Alpogianis opened the meeting stating that the Mayor and the Board are held accountable for all decisions made. Caution must be used when using Bid Waivers, the budget needs to be followed. Training is 40% of the cost of the MaxGalaxy Software project not including the cost of labor for employees. This project is a three part project, not a one part project. Bill Shaw noted that he was contacted after the September 22, 2015 Board Meeting by Jesse the VP of Training at Maximum Solutions. After a discussion with the CEO of Maximum Solutions, they decided to offer us an unsolicited discount of $5000.00 off of the training portion of the project. Vernon Hills Park District has moved to Max Galaxy from Rec Trak for the reasons of poor support and antiquated software. Training will be done in two ways, half remotely via software something similar to WebEx and the other half in person. Day to day operations will need to be tweaked for each department. A software trainer will “shadow” our employees during training and make adjustments and answer questions along the way. The Facilities package in the software will help to insure no double bookings of rooms and will assist in the planning for set up and break down times. No longer will scheduling need to be done manually. The Customer interface will greatly assist with members booking online and with credit cards. More descriptions can be added as well as policies and procedures. This software will prove to be more effective and efficient. This program will also play a great role in Performance Management. The software will assist the Finance Department with more efficient reports from each cost center (Department). Rec Trak has messy and hard to follow reports. Max Galaxy has been designed around a solid financial foundation and provides strong financial reporting and credit card balancing. Max Galaxy has the best level of financial control and will provide the most effective solution. Train the Trainer – Key Niles staff will be trained. Our staff will be training the remaining staff so that there will be no additional costs for training. Bill noted that there is a geographical constraint; a trainer cannot train in two facilities at once. The costs are based upon Vendor recommendations and the worst case scenario is listed. Offsite would require two hours per session – onsite classes are planned for two hours but could be more or less depending upon actual time required. The vendor recommendation is to allow for three hours of training; two hours of actual training and one hour of follow up, hands on time and questions. Time management will also be improved. At this time, all time reporting is done manually. This software has a module that will assist with Payroll and time reporting as well. Trustee Alpogianis suggested that the only time that a bid waiver should be used is in the case of an emergency. Trustee Jekot suggested that a bid waiver can also be used in the uniqueness of a product where there is no comparison. In addressing the request for a Bid Waiver, Bill noted that “our request for a bid waiver for this project is not an attempt to circumvent the Village’s purchasing policy. Having found one specific solution, (a sole source), the purchasing policy provides that a bid waiver is an acceptable solution for that acquisition.” Work on this upgrade has been going on since 2014, over one year in the making. Three departments are in need of software upgrades and the deadline is near for the Village to not be in compliance with credit cards. Max Galaxy is 25% of the cost of Rec Trak and more efficient than Rec Trak. The total cost of training is approximately $40,000.00. The Village will benefit by being more efficient and will be providing better services for our residents. Trustee Alpogianis motioned to accept the bid, Trustee Jekot seconded the motion. On voice vote, all concurred. Meeting adjourned at 10:10 a.m. 2