VILLAGE OF PARK FOREST. Village Board Rules Committee Meeting May 5, 2014 Village Hall 7:00 p.m. M I N U T E S

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1 VILLAGE OF PARK FOREST Village Board Rules Committee Meeting May 5, 2014 Village Hall 7:00 p.m. M I N U T E S IN ATTENDANCE: Mayor John Ostenburg, Trustee Mae Brandon, Trustee JeRome Brown 7:21 p.m.), Trustee Gary Kopycinski, Trustee Robert McCray, Trustee O Neill and Trustee Theresa Settles ABSENT: None STAFF IN ATTENDANCE: Village Manager Tom Mick, Deputy Village Manager/Finance Director Mary Dankowski; Village Attorney Felicia Frazier, Fire Chief Bruce Ziegle, Deputy Police Chief Pete Green, Director of Public Health Jenise Ervin, Director of Public Relations Jason Miller, Director of Community Development Lawrence Kerestes, Director of Economic Development and Planning Hildy Kingma, Assistant to the Village Manager Denyse Carreras, Director or Parks and Recreation Rob Gunther, Director of Public Works Roderick Ysaguirre, Stephanie Masson, Assistant Finance Director RECORDER: Village Clerk Sheila McGann OTHERS IN ATTENDANCE: None Roll Call Meeting was called to order at 7:00 p.m. by Mayor Ostenburg. Roll was called by Clerk McGann. Mayor s Comments Mayor Ostenburg commented on events and meetings he had attended. Manager s Comments Manager Mick reported on upcoming Village events and activities. Trustee s Comments Trustees reported on upcoming Commission meetings and activities. Attorney s Comments No report Clerk Comments No Report Audience to Visitors None 1

2 Fiscal Year 2014/2015 Budget Introduction Manager Mick reported that the draft fiscal year 2014/2015 budget was distributed April 30, He said the overview will focus on the budget process, schedule, format and key points. Deputy Manager/Finance Director Mary Dankowski said the budget, as presented, is balanced with the use of a portion of the General Fund balance. Board goals established and initiated with the 2013 tax levy, of economic development, infrastructure maintenance, marketing and sustainability are included in the Budget presented. She reviewed financial challenges: 1. Identifying and assessing core vs. non-core services utilizing the triple bottom line approach; 2. controlling major expenditure categories and revenue enhancements; 3. submitting documentation and making changes that would allow for Park Forest to receive the STAR Community designation; 4. Internal improvements - Upgrading technology through the installation of a comprehensive ERP Software Package (Enterprise Resource Planning) / Undertaking a salary study / Tracking and documenting a Five Year Goal Implementation Plan; 5. Village infrastructure and maintenance and Continuation and Resolution of new initiatives. Ms. Dankowski review the 2014/ year strategic vision Board goals: 1. Generate Economic and Business sustainability for the Village. 2. Create an Infrastructure capital plan that is flexible in dealing with trouble spots. 3. Develop a renewed, contemporary youth program. 4. Improved Code Compliance based on existing studies and innovative solutions. 5. Fiscal and Service sustainability based on the triple bottom line concept. 6. Sustain the Village s role as a catalyst for innovative change in the region. Manager Mick noted the dates for the upcoming budget discussion meetings and added that all review sessions were open to the public. He said copies of the entire budget have been forwarded to the Park Forest Public Library and available for review at Village Hall. An Ordinance Authorizing the Acquisition of a Property at 225 Allegheny Street Manager Mick said that the property at 225 Allegheny Street will be transferred to the South Suburban Land Bank and Development Authority by its current owner, Freddie Mac, within the next week. Director of Economic Development Hildy Kingma said the Land Bank is acquiring this property, at the cost of $1,426.00, with the purpose of transferring title immediately to the Village of Park Forest as part of the Village s plans for redevelopment in the Eastgate neighborhood. The Village s costs for acquiring the property will be $3,296, which includes the purchase price, plus legal and closing costs incurred by the Land Bank. Property taxes are paid to date on this property. Ms. Kingma further reported that the house on this property was demolished in December 2013 with State of Illinois CDBG-IKE Program funds. Acquisition of this property is 2

3 consistent with the land banking/redevelopment goals for the Eastgate neighborhood outlined in the Strategic Plan for Land Use and Economic Development and the Homes for a Changing Region housing policy plan. Manager Mick said that the Village Attorney prepared the attached Ordinance and is reviewing the Real Estate Contract. The Attorney has noted that any revisions potentially required for the Contract will be made prior to Rules discussion and Final Reading. Ms. Kingma responded to questions from the Board. Mayor Ostenburg asked if there were any other questions, hearing none, he said this item will be on the next Regular meeting agenda for approval. An Ordinance Authorizing the Acquisition of a Property at 262 Allegheny Street Manager Mick said that the property at 262 Allegheny Street will be transferred to the South Suburban Land Bank and Development Authority by its current owner, Fannie Mae, within the next week. Ms. Kingma added that the Land Bank is acquiring this property, at the cost of $1.00, with the purpose of transferring title immediately to the Village of Park Forest as part of the Village s plans for redevelopment in the Eastgate neighborhood. The Village s costs for acquiring the property will be $1,870, which includes the $1.00 purchase price, plus legal and closing costs incurred by the Land Bank. Property taxes are paid to date on this property. Ms. Kingma said that the house on this property was demolished in April 2012 with Cook County Neighborhood Stabilization Program funds. Acquisition of this property is consistent with the land banking/redevelopment goals for the Eastgate neighborhood outlined in the Strategic Plan for Land Use and Economic Development and the Homes for a Changing Region housing policy plan. Manager Mick said that the Village Attorney prepared the attached Ordinance and is reviewing the Real Estate Contract. The Attorney has noted that any revisions potentially required for the Contract will be made prior to Rules discussion and Final Reading. Ms. Kingma responded to questions from the Board. Mayor Ostenburg asked if there were any other questions, hearing none, he said this item will be on the next Regular meeting agenda for approval. Enterprise Resource Planning (ERP Consultant Selection) Manager Mick explained that Village staff has been researching technology upgrades for several departments over the past two years. This research was precipitated by many factors. First, the Village auditors reported that the safeguards allowable with the current financial software were lacking in the area of password protection. Second, the company providing and supporting the inspection software used by the Community Development Department was going out of business. Third, Human Resources, including personnel and timekeeping, has a very manual system with paper records and processes. And finally, efficiencies in financial reporting, timekeeping, inspections and business licensing, among other areas could be improved with an upgraded system. 3

4 Assistant Finance Director Stephanie Masson said that this analysis indicated that an ERP (Enterprise Resource Planning) software package would be able to incorporate all the targeted functions and provide efficiencies and information sharing, not currently available. The system sub-committee consisting of the Finance Director, Assistant Finance Director, Director of Personnel and the IT Administrator with input from Business Licensing and Code Enforcement determined that evaluating the best provider of such a broad based system would require some outside expertise. Ms. Dankowski said the ERP Steering Committee has completed its interviews of three potential ERP consultants and recommends to the Village Board that Plante Moran be selected to lead the Village in the ERP selection process. The cost of this service is $57,825 which is within budget and represents 9.6% of the total ERP System budget. Ms. Dankowski said that the Village budgeted to replace the existing Harris MSI (MSI) system with a new Enterprise Resource Planning (ERP) system. ERP is business process management software that allows an organization to use a system of integrated applications to manage the business and automate back office functions. MSI modules currently in use include: Cash Receipts, General Ledger, Budget Planning, Accounts Receivable/Payable, Business License, Utility Billing, Payroll and Job Costing. The current ERP has been in place since the early 1990s. MSI is based on the COBOL language and not the current sequel server technology. Harris MSI continues to support their software but is no longer developing enhancements. Ms. Dankowski add that the Village has budgeted $600,000 for the purchase of a new ERP through prior year encumbrances of $400,000 and an additional $200,000 budgeted in Fiscal The budget includes the hiring of a consultant to assist the Village with the ERP selection process. The consultant would provide assistance in (1) assessing ERP needs, (2) preparing specifications and RFP document, (3) evaluating vendors, and (4) assisting with contract negotiations. Assistant Finance Director Stephanie Masson reviewed the key components of their work, which will take place over a period of 7-9 months. Ms. Dankowski said that Staff recommends that the Board select Plante Moran to lead the Village in the ERP selection process at a cost not to exceed $57,825, based on the proposal submitted by Plante Moran. The letter of agreement is still being crafted, so it is requested that the Village Manager be authorized to execute the agreement once it is reviewed and compliant with all terms stated and insurance requirements. Following discussion, Mayor Ostenburg said that this item will be on the next Regular agenda for approval. Acquisition of One 2015 Ford Utility SUV Police Interceptor Manager Mick called on Deputy Police Chief Green who reported that the 2013/2014 Police Department budget includes $96, in funds for the replacement of three police squad cars. Terry s Ford in Peotone is matching the price for the State purchasing 4

5 bid cost and is slightly lower than the CMS/Joint Purchasing. He said staff is very pleased with the four Police Utility Interceptors previously purchased. The total amount for the vehicle is $26,400. This price leaves sufficient funds for converting and detailing the vehicle within the total budget. This is the second squad to be purchased during this budget year. There being no further business. Mayor Ostenburg called for a motion to adjourn. Motion was made by Trustee Kopycinski, seconded by Trustee O Neill and passed unanimously by roll call vote. Following discussion, Mayor Ostenburg said that this item will be on the next Regular agenda for approval. Mayor Ostenburg adjourned the Rules meeting at 8:22 p.m. Respectfully submitted, Sheila McGann Village Clerk 5