FINANCE COMMITTEE 2012/07/16 Minutes
I. Call to Order and Roll Call
Chairman Pandaleon called the meeting to order at 6:50 p.m. Present: Mayor Cowhey, Aldermen
Pandaleon, Novit, Waldeck, Moore, Schoenheider, Tack and Adelman. Absent: Alderman Palmer.
Quorum present. There were approximately 20 present in the audience.
Staff present: Robert Kiely, Jr., City Manager; Elizabeth Holleb, Finance Director; Diane Hall, Assistant
Finance Director; Michael Thomas, Director of Public Works; Ramesh Kanapareddy, City Surveyor
and Engineer; Mary Van Arsdale, Director of Parks and Recreation; Cathy Czerniak, Director of
Community Development; Jeff Howell, Fire Chief; Jim Held, Acting Police Chief; Dan Martin,
Superintendent of Public Works; Victor Filippini, City Attorney.
Others: Tom Jakobsen, ClientFirst and Richard Dumelle, American Eagle.
II. Consideration of Minutes from the Finance Committee Meeting Held on May 21, 2012
Alderman Schoenheider made a motion to approve the minutes from the Finance Committee
meeting held on May 21, 2012. The motion was seconded by Alderman Novit. The motion carried
unanimously by voice vote
III. Request to Approve Best Qualified Proposal for Web Site Redesign
Ms. Susan Banks, Communications Manager stated that the City website was originally instituted
in 1997 and last updated in 2008. She stated the new website would go live in January 2013. She
discussed the process of selecting three vendors to interview and that American Eagle was
selected unanimously by those involved with the selection process. City staff is requesting $70,860
to complete the project. She stated that $50,000 is in the current FY13 budget and that $45,000
has been reserved in the FY14 capital budget. The Committee discussed the payback on the
investment of the new website, which included American Eagle hosting the program, eliminating
$15,000 a year for ClientFirst maintaining our current website as well as better communication with
residents.
Following discussion, Alderman Schoenheider moved, and seconded by Alderman Novit to award
the contract for the City website redesign to American Eagle for the sum of $70,860. The motion
carried unanimously by voice vote.
IV. Approval of the Public Safety Information Technology Support and Project Management Services
to be Provided by ClientFirst Consulting Group in the Amount of $73,600
Ms. Elizabeth Holleb, Finance Director stated that ongoing technical support will be needed to
assist with the upgrade of the New World software for Public Safety. Ms. Holleb stated that
ClientFirst has the technical knowledge that is necessary to make the required changes and
upgrades. The Committee discussed the status of the City functioning as a beta site for the
software.
Following discussion, Alderman Novit moved, and seconded by Alderman Schoenheider to award
the contract for IT support and project management services to ClientFirst Consulting Services in
the amount of $73,600. The motion carried unanimously by voice vote.
The City of Lake Forest
FINANCE COMMITTEE
Proceedings of the July 16, 2012 Meeting
6:30 p.m. – City Hall Council Chambers
Finance Committee Meeting
Minutes – July 16, 2012
2
VI. Other:
June 2012 Flash Report
Mr. Bob Kiely, City Manager discussed the format of the current Flash Report, and requested
Committee members to contact Ms. Holleb with any proposed changes. The Committee
discussed adding expenditures and that the State is three months behind in remitting income tax
receipts to the City.
ERI Analysis
Mr. Kiely stated that the total cost savings for the ERI are more defined and that the City is still
working on the final numbers. He stated that after the final numbers are received from IMRF the
options for paying for the ERI costs will be brought to the Committee for discussion
Bid Openings for Capital Equipment
Mr. Michael Thomas, Public Works Director stated that on July 26, 2012 bid openings would be
held for multiple capital projects. He requested from the Committee authorization to receive the
approval of the Public Works Committee Chairman as well as the Finance Committee Chairman
to proceed with the ordering of the equipment because of the cancellation of the August 6, 2012
City Council meeting. He stated that the projects would be brought to the September 4, 2012
City Council meeting for Council approval.
VII. Opportunity for the Public to Address the Finance Committee: None
VIII. Adjournment
There being no further business, Alderman Novit moved, seconded by Alderman Schoenheider
to adjourn the meeting at 7:20 p.m. The motion carried unanimously by voice vote.
Respectfully submitted,
Diane Hall
Assistant Finance Director