General Government & Information Technology

Village of Niles General Government / IT Committee Meeting Summary April 12, 2017 The following Voting Persons were in attendance: Chair George D. Alpogianis, Village Manager Steve Vinezeano, IT Director Bill Shaw and Member Cammy Fortuna. Staff present were: Hadley Skeffington-Vos, Marlene Victorine, Kathy Thake, Danielle Grcic, Steve Cusick, Cathy Spadoni, Kathy Barnat, Katy Darr, Mitch Johnson, Eric Larkin, Catherine Williams, Trish Finn, Jeff Martynowicz, Laurie Nannini, Ross Klicker. No members of the press or public were present. Two representatives from Ceridian Software were present. I. Call to Order The meeting was called to order at 8:49 a.m. in Room 218 at the Niles Administration Building. II. Approve Meeting Summary – General Government/IT Committee – March 9, 2017 – IT Director Bill Shaw made motion to approve the meeting summary seconded by Village Manager Steven Vinezeano to approve the March 9, 2017 General Government/IT Meeting Summary. On voice vote, all concurred. III. Old Business a. On-Line Store Discussion Two versions of lapel pins were shown on the screen, one with the Village of Niles logo the other with the alternate Village of Niles logo. A mockup of the lapel pin with the American flag inserted in the middle of the logo will be prepared. Diner mugs will be a little more expensive because of the cost of shipping. The mugs that the Village will be purchasing are American made. Diner mugs, lapel pins, USB lights, USB car chargers, better-quality pens, paper weights and ornaments are top priority items to begin with. Rather than starting out with a full online store, one thought is to have a virtual online display case on our website that shows the items available for purchase. Once a sales history of items sold can be created, the next step to an online store will be taken. Items can be ordered in advance, paid for and picked up at Village Hall in the Finance Department. The Finance Department will need to analyze the costs associated with payment providers such as Vantiv, Epay or PayPal if a full online store is created. The Village will need to charge sales tax for the items, a tax ID number with the State of Illinois will need to be set up. b. National Farmers Day: Recognition of the Steil Family Public Works does not make dedication plaques, however they will do the installation of the plaque. A plaque is in the process of being designed by a local company. c. Textile Recycling Program This item is being tabled at this time.  GG/IT April 12, 2017 Meeting Summary/2 IV. New Business a. HR/Payroll/Time and Attendance Solution Software Approval A printout of the presentation was provided. Human Resource, IT and Finance Departments reviewed five Human Resource/Payroll/Time and Attendance Software Solutions. Based on the recommendation of the committee and taking all costs into consideration, Village staff recommends Ceridian Software. The need for the new software covers many reasons, the Human Resources Director retiring, payroll software that is nearly obsolete and the lack of software in the Human Resources Department are just a few. Ceridian staff outlined customer service support. A couple of named staff members at Ceridian will be assigned to the Village’s account, which branches out to a pod that is also assigned to the account. Each pod supports about forty accounts. The support individuals are certified by Ceridian and must have gone through Ceridian’s extensive training program. When Ceridian assigns a customer to a pod, the pod is already handling similar accounts. Example, the Village of Niles would be assigned to a pod that is familiar with municipal accounts. Support is available online and by phone. Controls are in place to protect confidential information. The Chair asked for a round table asking for those that were involved in the software decision for their opinions. All gave favorable reviews. The Legal Department is comfortable with revisions that were made to the Ceridian contract. The General Government/IT Committee approved Ceridian Software to be placed on the May 23, 2017 Board Agenda for approval along with a presentation. V. IT Project Updates The IT Department is close to moving cell phone service from AT&T to Verizon. The Village will benefit from a considerable amount of savings and better service. VI. Open Discussion / Public Comment ComEd rates come out in May; the Village’s energy consultant will compile preliminary pricing from other bidders. Based on this information, the Village will make a decision whether to extend the Electrical Aggregation Program or not. The best interest of the Village residents must be kept in mind. Next Meeting – Tentatively scheduled for Wednesday, May 10, 2017 at 8:45 a.m. VII. Adjournment With unanimous approval the meeting was adjourned at 10:23 a.m.