Finance Legal Administrative General Government

I have reviewed the minutes, and they accurately represent the actions taken by the Finance, Legal, Administrative, and General Government Committee. Lisa Petersen Lisa Petersen Director of Finance Finance Legal Administrative General Government Minutes of March 16, 2026 CALL TO ORDER The Finance Legal Administrative General Government meeting was called to order at 6:00 p.m. by Trustee Bieschke. ROLL CALL Members Present: Brian Bieschke Jamie Clar Jack Sullivan Member(s) Absent: none Staff & Guests Present: Brian Townsend, Village Manager Lisa Petersen, Finance Director Matt Frank, Economic Development Director Kassandra Schref, Director of Communications & Outreach Fabio Puccini, Fire Chief Peter Schaak, Director of IT Joe Carey, Director of Human Resources Christiana Henry, Red Caffeine Bill Skowronski, Red Caffeine Eric Peterson, Daily Herald APPROVAL OF MINUTES: A motion was made by Trustee Sullivan, seconded by Trustee Clar, to approve the minutes of February 17, 2025. Voice vote 3-0. All Ayes. MOTION CARRIED 1|Page Finance Legal Administrative General Government March 16, 2026 - Meeting Minutes NEW BUSINESS: 1. Presentation of Lifestyle Brand Concept and Advertising Campaign - Informational Ms. Schref explained that the Village of Schaumburg issued an RFP for Advertising, Media Planning and Media Buying Services in 2025 to identify a qualified, full-service agency partner to build a comprehensive advertising campaign that enhances Schaumburg's brand, strategically plans and executes media, and integrates analytics to measure effectiveness. Red Caffeine was awarded the RFP in October 2025. Staff has been working with Red Caffeine on developing a Lifestyle Campaign over the past several months to advance Schaumburg's brand, promote community assets, and support economic development initiatives. The proposed “Your Village. Your Vibe.” Lifestyle Campaign expands the Village’s brand narrative beyond its well-known commercial destinations to highlight the broader lifestyle experience the community offers. Mr. Frank added that from an economic development standpoint we have had good experience with Red Caffeine. The goal is to expand exposure of Schaumburg and Christiana Henry and Bill Skowronski are here to go over the proposed campaign. Mr. Skowronski added that the campaign aims to answer two central questions: What is life like in Schaumburg? What makes Schaumburg feel unique and special? Through storytelling and community participation, the campaign empowers residents, employees, and visitors to share their experiences and showcase the moments that define Schaumburg’s identity. Over the past 70 years, Schaumburg has evolved into a diverse and dynamic community shaped by the people who live and work there. This campaign invites those individuals to help define and celebrate the Village’s distinct sense of place. The presentation provides an overview of the Your Village. Your Vibe. Lifestyle Campaign, including the brand narrative, creative direction, and recommended next steps for media planning and placement. Trustee Bieschke stated that he likes the colors and the vibrancy. It’s new yet familiar. Trustee Clar asked how success will be assessed? Ms. Henry answered, stating that Google analytics and the Monthly Analytics report will help track our goals, she said radio is hardest to track. Trustee Bieschke asked if the first phase is local? Ms. Henry answered Yes, through internal awareness and ownership. A motion was made by Trustee Sullivan, seconded by Trustee Clar, to Accept the Presentation of Lifestyle Brand Concept and Advertising Campaign as Informational. Voice Vote 3-0. All Ayes MOTION CARRIED 2|Page Finance Legal Administrative General Government March 16, 2026 - Meeting Minutes 2. Finance Department Monthly Report for February 2026 Ms. Petersen stated that revenues remain strong. There is a $5.3M positive variance for taxes in the month of February and this is due to our budget spreads, which are based on the months in which funds were received last year. Due to the delay in property tax bills, the months of receipt shifted. Conversely, expenditures are also affected since we are moving the allocations for police and fire pension out of the General fund. Ms. Petersen continued that this month we did see a higher number of delinquencies in local taxes, some of which could be due to the shorter month. However, we are making these businesses a priority while working with Community Development on Business License Renewal enforcement so no one gets too far behind. A motion was made by Trustee Sullivan, seconded by Trustee Clar, to recommend the Village Board accept the Monthly Report for February 2026. Voice Vote 3-0. All Ayes MOTION CARRIED 3. Recommendation to Amend Policy Statement 1.26 - Procedural Rules for Remote Attendance at Village Meetings Mr. Townsend explained that a new state law was enacted to include performing active military duty as a service member as a reason for attending meetings remotely. As such, Policy Statement 1.26 - Procedural Rules for Remote Attendance at Village Meetings is being amended to include the addition of performing active military duty as a service member. Mr. Townsend explained that since this is a policy change, the amendment gets presented to the appropriate Standing Committee, then Village Board, and then sent to Committee of the Whole for review before going back to Village Board for final approval. A motion was made by Trustee Sullivan, seconded by Trustee Clar, to recommend the Village Board Amend Policy Statement 1.26 - Procedural Rules for Remote Attendance at Village Meetings. Voice Vote 3-0. All Ayes MOTION CARRIED 4. Recommendation to Approve Waiver of Competitive Bidding and Award the Purchase of New Firefighter Turnout Gear to Municipal Emergency Services (MES). Chief Puccini stated that this request is for the purchase of sets and individual pieces of turnout gear for personnel whose current gear have exceeded their 10-year end-of-useful-life limit, as well as 40 additional sets to purchase a second set of fire suppression personal protective clothing. An initial 6-month trial period with three different turnout gear sets from three manufacturers were tested, Firedex was selected as the preferred manufacturer based on performance, delivery time, and cost. This selected gear has been in regular use by our members since the end of 2024 and has met our needs. The turnout gear will be purchased through MES, a current vendor for the Village. We have attempted to get multiple bids but only 2 vendors responded, as a result we are requesting a waiver based on the lack of three quotes. 3|Page Finance Legal Administrative General Government March 16, 2026 - Meeting Minutes Chief Puccini explained that starting in FY25 the Village developed a phased plan to purchase a second set of gear for each firefighter, FY 27 will be the last year of this phased program. In FY25, 40 sets were purchased and in FY26, 40 sets will be purchased. This plan also includes building a reserve stock to support candidate training and to address unforeseen damage or repairs. The current cost for new turnout gear is $3,940 per set, with a separate line item allocated for the purchase of complete sets of gear for new hires. Additionally, all MABAS Division 1 departments are either providing or working towards providing two sets of turnout gear for their personnel. Trustee Bieschke asked does this get everyone a second set? Chief Puccini answered, this would be the second phase of the second set for everyone, the last phase will be purchased in FY27. Mr. Townsend stated that this purchase was brought to FLAGG because he wants to get it done before the end of the fiscal year in accordance with the budget. However, the final phase will be brought to the Public Safety committee in FY27. A motion was made by Trustee Clar, seconded by Trustee Sullivan, to recommend the Village Board approve waiver of competitive bidding and award the purchase of new firefighter turnout gear to Municipal Emergency Services (MES). Voice Vote 3-0. All Ayes MOTION CARRIED 5. Recommendation to Approve Annual Non-Union Pay Plan Adjustments for FY26-27 Mr. Carey explained that the Village of Schaumburg is committed to offering its employees a fair and competitive pay plan to attract and retain quality employees who provide exceptional service to the village and its residents. To achieve this, the Village Board has adopted a base compensation strategy. This strategy, developed from a comprehensive compensation study for non-union employees, is founded on formal job evaluations and benchmarking against both public and private sector positions. New salary ranges were developed, and salary adjustments under this strategy are to be based on performance and the relationship of an employee’s pay to the midpoint of the salary range. Mr. Carey continued that after completing the Base Compensation Strategy process this year, the Human Resources Department is recommending a 3% increase to the salary ranges for non- represented employees effective May 1, 2026. There is no fiscal impact to this recommendation. This adjustment only changes the salary ranges and not the salaries of those within those ranges. A separate process involving the focal performance appraisals impacts actual salaries. A motion was made by Trustee Sullivan, seconded by Trustee Clar, to approve the Annual Non- Union Pay Plan Adjustments for FY26-27. Voice vote 3-0. All Ayes. MOTION CARRIED 4|Page Finance Legal Administrative General Government March 16, 2026 - Meeting Minutes 6. Recommendation to Approve Authorization of the Village Manager to Execute Year 2 of the Enterprise and Temporary Village Hall Agreements with Comcast for MetroE and Internet Connection Services Mr. Schaak began by saying that Comcast service has been reliable over the term of the prior agreement with minimal outages and/or downtime. Comcast service is easily accessible at all the needed village facilities. Changing to a different provider for remote facility connection will require additional capital investment to extend the provider's service to village facilities. The existing Comcast service continues to be the best option for the village. This request is to fund year two of the enterprise Comcast contract covering multiple facilities and year two of the separate 1000 E. Woodfield Rd. contract in the total amount of $184,752. Trustee Bieschke asked if we are updating some services? Mr. Schaak answered Yes, there are a couple changes. Trustee Clar asked why is Station 54 is three times the price of 52 & 53? Mr. Schaak explained that Administrative Staff and training is located at Station 54, so they require more bandwidth. Trustee Clar asked will there be redundancy with the fiber that is being built. Mr. Schaak replied in the affirmative. A motion was made by Trustee Clar, seconded by Trustee Sullivan to approve Authorization of the Village Manager to Execute Year 2 of the Enterprise and Temporary Village Hall Agreements with Comcast for MetroE and Internet Connection Services. Voice Vote 3-0. All Ayes. MOTION CARRIED 7. Recommendation to Approve Year Two of the Five-Year Contract of the Enterprise Phone System with RingCentral Mr. Schaak explained that RingCentral is the Village’s provider for its enterprise phone system service. Ring Central is used across the organization for inbound and outbound calling, including the 311 Customer Service Center. Ring Central was implemented in 2025 with a five-year contract term. This request is to fund year two of the contract for a total cost of $143,216. The original anticipated budget was $134,000. Actual taxes, fees, and surcharges are higher than anticipated resulting in a projected amount that exceeds the budget. The total anticipated expense is $143,216 which is $9,216 over budget. Information Technology staff recommends continuing with the RingCentral cloud-based phone system in the amount of $143,216. Trustee Bieschke asked why we are slightly over budget? Mr. Schaak explained that there is difficulty in projecting costs for this service. A motion was made by Trustee Sullivan, seconded by Trustee Clar to approve Year Two of the Five-Year Contract of the Enterprise Phone System with RingCentral. Voice Vote 3-0. All Ayes. MOTION CARRIED 5|Page Finance Legal Administrative General Government March 16, 2026 - Meeting Minutes 8. Recommendation to Waive Competitive Bidding and Approve Renewal of Microsoft Cloud Services Infrastructure Subscription with Microsoft Corporation. Mr. Schaak stated that in 2023, Information Technology staff completed a project to migrate critical village servers. The anticipated total annual cost for both Azure infrastructure and storage is $180,000. The requested services and subscriptions are only available directly from Microsoft. No other reseller can provide these Microsoft services. Therefore, this request is to waive competitive bidding and sole source this purchase to Microsoft. A motion was made by Trustee Sullivan, seconded by Trustee Clar to waive competitive bidding and approve Renewal of Microsoft Cloud Services Infrastructure Subscription with Microsoft Corporation. Voice Vote 3-0. All Ayes. MOTION CARRIED 9. Recommendation to Waive Competitive Bidding and Approve Renewal of Microsoft 365 License Subscription with LiftOff, LLC. Mr. Schaak explained that the Village utilizes Microsoft 365 for email, SharePoint, Teams, Word, Excel, PowerPoint and other productivity tools. Most village staff have a Microsoft G1 license that provides web-only access to Microsoft Office. Advanced users who interact with complex spreadsheets, highly stylized Word documents, and perform other advanced actions have a G3 (online plus local) license. In addition, Power BI is used across the organization to query, structure, and visualize data for reporting and analysis. This year, fifty Copilot subscriptions have been added to the license count. The current subscription cost is approximately $127,000. The addition of Copilot licenses adds $15,000 annually, bringing the total to $142,000. Some additional funds are included for expansion of service over the course of the year, bringing the expected annual total to $146,000. LiftOff, LLC is our Partner of Record with Microsoft. There is no discounted pricing provided, as pricing is fixed by Microsoft. Therefore, this request is to waive competitive bidding and sole source this purchase to LiftOff, LLC. A motion was made by Trustee Clar, seconded by Trustee Sullivan to waive competitive bidding and approve Renewal of Microsoft 365 License Subscription with LiftOff, LLC. Voice Vote 3-0. All Ayes. MOTION CARRIED 10. Implementation of Regroup Mass Notification System - Informational Ms. Schref stated with the village is moving forward with "Phase 0" of implementation of the Regroup Mass Notification system. This phase focuses on restoring public communication through Village of Schaumburg social media channels. Moving forward, staff will work with village departments to determine how Regroup may be used operationally in the future. The platform would allow authorized staff across departments to activate alerts 24 hours a day, 7 days a week, 365 days a year, making governance, permissions, and messaging protocols important components of implementation planning. 6|Page Finance Legal Administrative General Government March 16, 2026 - Meeting Minutes Ms. Schref explained that the estimated cost for the Regroup platform with the full capabilities described is approximately $13,000 annually for the base system (supporting up to 30,000 contacts), with a one-time implementation fee of approximately $1,000. Several municipalities and agencies currently use the Regroup platform, including Kane County, Winnebago County, Peoria County, and the Village of River Grove. Kane County has offered to share implementation insights and lessons learned as Schaumburg evaluates future system capabilities. Trustee Sullivan asked is we can expand on the 30,000 residents? Ms. Schref explained that we can increase the number, but this is a good start. Trustee Bieschke asked if this is elastic? For example, during Septemberfest can we increase to have 100,000 people for just three days? Ms. Schref said we can expand it as much as we need. A motion was made by Trustee Sullivan, seconded by Trustee Clar, to accept the Implementation of Regroup Mass Notification System as Informational. Voice Vote 3-0. All Ayes MOTION CARRIED UNFINISHED BUSINESS: None DEFERRALS: None COMMENTS FROM THE AUDIENCE: None ADJOURNMENT: A motion was made by Trustee Clar, seconded by Trustee Sullivan to adjourn the Finance Legal Administrative General Government at 6:58 p.m. Voice vote 3-0. All Ayes. MOTION CARRIED 7|Page