Village of South Barrington Finance Committee met May 8
Here are the minutes provided by the committee:
CALL TO ORDER
The meeting was called to order at 2:19 pm by Committee Chairman Stagno.
ROLL CALL
Members Present: Committee Chairman Stagno and Trustee Joseph Abbate.
Members Absent: Trustee Alvarado.
Others present: Mayor Paula McCombie, Trustee Steve Guranovich, Finance Director Tanya Walker, Village Attorney James Vasselli, Marc Palano with 7 Layer Solutions and Administrator Robert Palmer.
PUBLIC COMMENT
None.
APPROVAL OF MINUTES
April 10, 2023 Finance Committee Minutes were not available and will be considered at the June Finance Committee Meeting.
AGENDA ITEMS
1. Resolution Approving the Fiscal Year 2023-2024 Operating Budget.
The Committee briefly reviewed the Resolution Approving the Fiscal Year 2023-2024 Operating Budget.
Motion by Abbate to send the Resolution Approving the Fiscal Year 2023-2024 Operating Budget to the full Village Board for consideration. Second was made by Stagno. On a voice vote the motion was unanimously approved.
2. Presentation of Annual Appropriation Ordinance for Fiscal Year 2023-2024 (Held Over until June).
The Committee briefly reviewed the Annual Appropriation Ordinance for Fiscal Year 2023- 2024.
Motion by Abbate to send the Annual Appropriation Ordinance for Fiscal Year 2023-2024 to the full Village Board for consideration. Second was made by Stagno. On a voice vote the motion was unanimously approved.
3. Discussion of General Fund Reserve.
Walker presented the General Fund Reserve information, noting the target of 30%. The Committee then discussed the transfer of $1.3 M in funds to Capital Projects, with $350,000 being transferred to the Road Program.
Motion by Abbate to send the recommendation to the full Village Board to consider the proposed General Fund Reserve level, that includes the transfer of $1.3 M to the Capital Fund and $350,000 to the Road Program. Second was made by Stagno. On a voice vote the motion was unanimously approved.
4. Resolution to Transfer Contributions (Developer Impact Fees).
The Committee briefly reviewed the Resolution to Transfer Contributions (Developer Impact Fees).
Motion by Abbate to send the Resolution to Transfer Contributions (Developer Impact Fees) to the full Village Board for consideration. Second was made by Stagno. On a voice vote the motion was unanimously approved.
5. IMRF Pre-Rate for Calendar Year 2024.
6. IT Contract Discussion.
Marc Palano with 7 Layers Solutions gave an overview of the progress that has been made in assessing the current condition of the Village's IT system. He reviewed the Managed Services Proposal submitted by 7 Layers Solutions with project recommendations. He noted that some of the equipment that is part of the system is at its useful end of life and that parts are difficult to obtain. He reviewed the specifications of the two pieces of back-up equipment, noting the differences between the two. Chairman Stagno asked for a review of the circumstances that led to the system problems. Palano explained that with the external battery supply being changed, start-up was impacted due to corruption. It is unknown from their investigation where the back- up went at the file level. The operational paths in the system were gone. 7 Layers reviewed the back-up configuration and had recommended the two pieces of equipment, DATO and VEEM. VEEM is lower priced but not cloud based and to sync back-up on the system would take 2-3 weeks with the amount of data the Village has on is system, approximately 8 terabytes. DATO would sync back-up in a much shorter time being cloud based.
On the agreement with 7 Layers, Palano noted there is a 30 day out clause. Village Attorney Vasselli went over the limits of insurance in the agreement and the indemnification clause. Vasselli asked about the minimum qualifications of the employees that would be interacting with the Village. Palano explained that a key to his business is the partnership with Microsoft and being able to be certified by Microsoft. To achieve this certification a specific number of employees have to be trained in Microsoft products to qualify.
Chairman Stagno asked about the deliverables under the contract. Palano responded that the service being provided is the deliverable under the contract, including the help desk system. Chairman Stagno asked who owns the work that 7 Layers would be performing. Palano explained that any work done by 7 Layers on the Village system would be the property of the Village. Vasselli commented that 'ownership' is explained in the SOW under section 3.9 'Ownership'. Palano noted that under section 4.3 DATO service continues even if 7 Layers is no longer the IT provider.
The Committee discussed the language in the contract. Chairman Stagno brought up in the event of a loss of data and how that is covered in the contract. He also mentioned the role of the insurance company and the ability of the Village to file a claim if necessary. Vasselli noted the pertinent sections of the contract agreement, 7.3, 7.4 and 7.5 and commented that there is nothing in the contract that precludes the ability to make a claim. The Committee reviewed a number of sections of the contract and questioned the language contained therein. Palano noted that at a minimum they would want a two-week overlap with the current provider.
Motion by Abbate to send the 7 Layer proposal to the full Village Board for consideration. Second was made by Stagno. On a voice vote the motion was unanimously approved.
Motion by Abbate to send the 7 Layer proposal to purchase the DATO back-up equipment and service to the full Village Board for consideration. Second was made by Stagno. On a voice vote the motion was unanimously approved.
MAYOR'S REPORT
Mayor McCombie reported on the status of the Police Union Contract and the upcoming mediation session. The Mayor also reported on the status of pursuing a feasibility study to secure a Lake Michigan water allocation through NSMJAWA. The Mayor explained that interviews had been held with two engineering firms (Burns & McDonnell and Greeley & Hansen). Chairman Stagno asked if an extra pump would be required for a Lake Michigan water system. Mayor McCombie explained that the question about an extra pump being required or not, would be part of the feasibility study. Mayor McCombie commented on activities in the Conservancy area, particularly the parking situation. Cars have been observed parking on the grass in that general area and the Village is requesting 'No Parking On the Grass - $100 Fine' signs from Cuba Township to be put in place as soon as possible, in advance of some upcoming events at the Conservancy.
STAFF REPORTS
Village Administrator
Palmer reported on the Cricket proposal from the Park District on Area 'C' and finalizing the contract extension with Groot for garbage service.
Finance Officer
Walker reported on preparations for the upcoming audit and the Police Pension meeting.
OLD BUSINESS
No old business to discuss.
NEW BUSINESS
No new business to discuss.
CLOSED SESSION
Finance Committee went into Executive Session on a Motion by Trustee Abbate and seconded by Trustee Stagno, on a voice vote the motion was approved and the Finance Committee went into Executive Session at 4:28 p.m.
ADJOURNMENT
The Finance Committee reconvened from Closed Session at 4:51 p.m. at that time Trustee Abbate made a motion to adjourn, seconded by Trustee Stagno, on a voice vote the motion was approved and the meeting was adjourned.
https://southbarrington.org/wp-content/uploads/2023/06/23-05-08-Finance-Committee-Minutes.pdf
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