General Government & Information Technology

Village of Niles General Government / IT Committee Meeting Summary January 11, 2017 The following Voting Persons were in attendance: Chair George D. Alpogianis, IT Director Bill Shaw and Cammy Fortuna. Village Manager Steven Vinezeano was absent. Staff present were: Hadley Skeffington-Vos, Marlene Victorine, Kathy Thake, Danielle Grcic, Steve Cusick, Cathy Spadoni, Kathy Barnat, Katy Darr, and Mitch Johnson. No Members of the press or public were present. I. Call to Order The meeting was called to order at 8:48 a.m. in Room 218 at the Niles Administration Building. II. Approve Meeting Summary – General Government/IT Committee – December 8, 2016 - Unanimous Approval III. Old Business None IV. New Business a. Employee Handbook Policy Updates – a copy of the handbook policy updates was distributed and discussed. Updates were made to the Employee Handbook at the request of Department Heads and to bring the book up to date with the most current Illinois Labor Laws. Only one amendment was made to Section 6.6 Bereavement – a maximum of five days will be paid in the loss of a child. The Employee Handbook Policy Updates will go to the Board at the January meeting for approval. b. Performance Measures Update Training has started with the new performance measures software, Covelant. Covalent is uploading all of the Village’s historical data and customizing the Village’s site. A public facing site demo of Covelant should be available to present at the February Board meeting. Reporting will be done on a quarterly basis. Covalent is uploading FY 2015 and FY 2016; Village staff will need to enter FY 2017 historical data to bring the software current. The Mayor and Board will have view only access to Covalent. c. Farm on Franks Application Opening The application process for Farm on Franks opened on January 3, 2017. Fliers have been distributed; information will be in the March 1 newsletter and posted on the Village’s website and social media. The fee for a plot at the Farm on Franks is $25.00. The application process is currently open to Niles residents and the application process may be opened up to non-residents based upon availability.  GG/IT January 11, 2017 Meeting Summary/2 d. On-Line Store Discussion Information was gathered on items that may be sold at the online store. More discussion will need to take place with information from Department Heads on the branded items that each department purchases and from which vendor. Shop local is most important. The logistics end was also discussed. All costs need to be considered, including website costs, service charges, staff costs, shipping, etc. Additional items to be considered are staffing to sell the items, packaging and shipping and storage of the items. Further discussion will need to take place if the Village should start out slow and sell items at the front counter only or go large right away including selling through a larger chain store that will sell our items at their stores. Funds are in the budget for the online store. The Geneva store staff has been most helpful in assisting The Village with any questions staff may have. Suggested items to be further reviewed are flags, lapel pins and cufflinks. V. IT Project Updates Final touches are being done on the renovation at Fire station 3. Communications still need to be restored. The new Community Development software will go to the Board in January for approval. Payroll / HR software is still being reviewed, great progress has been made. The General Government/IT Chair will personally meet with the top final Payroll/HR software candidates. Windows 10 testing is in the final stages. The new software will first be available on Windows 10 laptops. Windows 10 computer access is available for some and more will have access in the near future. IT is working aggressively on their budget. Items in the budget that are not directly related to IT will be shifted to that individual department’s budget. VI. Open Discussion / Public Comment None VII. Next Meeting – Tentatively scheduled for Wednesday, February 8, 2017 at 8:45 a.m. VIII. Adjournment With unanimous approval the meeting was adjourned at 9:39 a.m.