VILLAGE OF ORLAND PARK

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1 14700 Ravinia Avenue Orland Park, IL Monday, 6:00 PM Village Hall Finance and Information Technology Chairman Carole Griffin Ruzich Trustees James V. Dodge and Michael F. Carroll Village Clerk John C. Mehalek

2 CALL TO ORDER/ROLL CALL The meeting was called to order at 6:14 PM Present: APPROVAL OF MINUTES Chairman Griffin Ruzich; Trustee Dodge and Trustee Carroll Approval of the December 7, 2015 Finance & Information Technology Minutes I move to approve the Minutes of the Regular Meeting of the Finance & Information Technology of December 7, A motion was made by Trustee Dodge, seconded by Trustee Carroll, that this matter be APPROVED. The motion carried by the following vote: ITEMS FOR SEPARATE ACTION Avaya Telephone System Maintenance - Expenditure Approval Director of Finance Annmarie Mampe reported that the Village phone system is a hybrid of voice over IP (VoIP) and digital phone circuits. The main server is located in the Police station with a backup unit located in the Recreation Administration building. Public Works and the Sportsplex have smaller servers to handle calls. Staff is recommending purchasing Avaya maintenance for Billing for Avaya maintenance is performed on a monthly basis. Chairman Ruzich asked if this was the same contractor that was used in Director Mampe reported yes. I move to recommend to the Village Board to approve the purchase of the Avaya Telephone System Maintenance from Avaya Inc., in an amount not to exceed $27,143. A motion was made by Trustee Carroll, seconded by Trustee Dodge, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Page 2 of 5

3 GIS Software Annual Maintenance - Expenditure Approval The Village uses ESRI ArcGIS Desktop Advanced and Basic, ArcGIS 3D Analyst, ArcGIS Network Analyst, ESRI Developer Network (EDN), and ArcPad for development and maintenance of the geographical information system, and ArcGIS Server to deploy GIS data and maps over the Internet. The MIS Division has included funds in FY 2016 budget for the ESRI GIS software maintenance and support. Maintenance includes technical support and software updates. The MIS Division will fund $14, of this maintenance, covering core ESRI GIS services. Public Works Water & Sewer Administration will be funding maintenance for licenses used exclusively by them in the amount of $3,400. These include one ArcGIS Desktop Advanced, three ArcGIS Basic, ArcGIS Network Analyst, and ArcPad. I move to recommend to the Village Board to approve the purchase of the GIS software annual maintenance in an amount not to exceed $18, A motion was made by Trustee Dodge, seconded by Trustee Carroll, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Water Rate Study - Presentation Director of Finance Annmarie Mampe reported that Eric Callocchia and Ed Donahue of Municipal and Financial Services Group were present to present an overview of the Water Rate Study. Director Mampe stated that the presentation would go over all the assumptions that go into determining the water rates. Ed Donahue and Eric Callocchia came forward to present information regarding a financial plan for the village that covers water, sewer, and storm water expense for a five to ten year projection period. They gave a presentation that is attached to the Packet. The presentation went over, Capital Spending Impact, Reserve Policy Discussion, Chicago/Oak Lawn Impacts, Historical and Future Consumption, and Rate Tiers and Stormwater Analysis. Trustee Dodge asked for a little background about maintaining a minimum of 2.0% of the replacement cost of existing assets for each division. Page 3 of 5

4 Mr. Callocchia stated that there is a lot of talk in the water and sewer infrastructure industry about how much the reserve should be. The general consensus is that they are long term assets and that 2% would be looking at a 50 year horizon. If 2% is maintained and generated every year, that much will be spent in the rate whether it is kept in a reserve or spent. Trustee Dodge asked what the village's current burn rate is. Director Mampe stated that it varies from year to year. Trustee Ruzich asked when the last time the water tiers were adjusted for the village. Director Mampe stated the village went to two tiers in Trustee Dodge stated that residents would most likely just want to see a number and that he would not mind considering one rate structure that includes are three silo components. Director Mampe stated that it could be looked into. Trustee Carroll stated that he somewhat agrees with Trustee Dodge s suggestion as well, but wants to make sure that one of the silos does not get too skewed. Director Mampe stated that the timeline is very tentative. This item was for discussion only. NO ACTION was required. Page 4 of 5

5 ADJOURNMENT: 6:50 PM A motion was made by Trustee Carroll, seconded by Trustee Dodge, that this matter be ADJOURNED. The motion carried by the following vote: /AS APPROVED: February 1, 2016 Respectfully Submitted, /s/ John C. Mehalek John C. Mehalek, Village Clerk Page 5 of 5