CITY OF HUDSON COMMON COUNCIL

SPECIAL MEETING MINUTES OF 9/12/05

Meeting called to order by Mayor Jack Breault in the Council Chambers of City Hall at 7:00 p.m.

PRESENT: Mayor Breault and Alderpersons Mike Laatsch, Paul Radermacher, Roger Riedel, Scot O’Malley, and Carah Koch.

ABSENT: Alderperson Dennis O’Connell.

OTHERS PRESENT: Gordon Conard, Randy Hanson, Betty Caruso, Tim Williams and Dennis Darnold.

Presentation of results from Strategy1 Consulting, Inc. and possible action regarding recommendations indicated in the report: Alderperson O’Malley shared a handout indicating his opinions for implementation of the recommendations from the management and technology study performed by Strategy1 Consulting (attached). He stated that the first of three issues to be discussed was staff. O’Malley noted that if key people in the organization are not present, a formalized plan in order to keep the City running smoothly without them is missing. Council members were in agreement that monthly Department Head meetings are necessary. During discussion, Finance Officer Betty Caruso agreed that in the beginning, an outside facilitator could help bring together all the Departments in order to achieve effective changes. Dennis Darnold commented that if outside facilitators were used, it would only need to be for a short period of possibly one or two months. He commented that communication is extremely important and interaction between Departments would make them more aware of each other’s issues and activities.

Alderpersons Koch and Riedel questioned what methods Strategy1 would use to implement the Departmental Meeting process. Many Council members expressed concern for spending money to have a facilitator run the monthly meetings. MOTION by O’Malley, second by Laatsch, to proceed without Strategy1 Consultants on implementation of the staff portion of the Strategy1 recommendations, with the consideration that this could be reassessed in a couple of months to determine if it is working out. Discussion included the request to have Strategy1 further define what method they would use to implement their plan. All ayes, MOTION CARRIED.

The next topic introduced by O’Malley was the processes of workflow and paperwork. He stated that he believed some data was being handled too many times, and this was complicated by an ineffective Accounts Receivable system. Ms. Caruso replied that the Accounts Receivable process was not as bad as previously perceived due to more training and a better understanding of the system by the employee using it. She also noted that money is coming in, which indicates that the process is happening on a timely basis. She also reported that the ACS Company intends to provide an updated Accounts Receivable software program to the customers by January of 2006. In addition, she noted that ACS customer support services are available whenever needed, employees in the Clerk’s office are cross-trained, and the financial software programs are all integrated to complete the financial system. Mayor Breault requested that a written instruction manual of procedures to follow be provided so that anyone could step in, if needed.

Ms. Caruso addressed the Accounts Payable portion of the ACS program. She explained how the current system works with each Department generating vouchers to be entered into the Accounts Payable system by a Finance office employee. The other method would be to use purchase orders. Ms. Caruso stated that a purchase order would require her employee to be completely involved in that process, which would not allow enough time to assist with other financial functions. Much discussion took place regarding the pros and cons of implementing the Purchase Order system or continuing the current system of Department-generated vouchers for payables. MOTION by O’Malley, second by Laatsch, to ask Strategy1 to begin work with workflow processes not to exceed $3,200 in cost. Discussion continued regarding what method Strategy1 would use to remedy the situation before making payment to them. O’Malley clarified that Strategy1 would make another presentation at the next Council meeting, then Council could have another chance to vote on whether to proceed.

Further discussion continued on whether the appropriate number of staff would be available to handle a Purchase Order program. Discussion turned to implementing a month-end procedure cutoff date. Council members directed Mayor Breault to make arrangements with the City Administrator about establishing such a date.

The next topic concerned the telephone system. Mayor Breault expressed his desire to continue having a live operator answer incoming calls. As a point of clarification, Dennis Darnold explained that some incoming calls to City Hall go directly to the Departments that people are trying to reach, and not all go to the central receptionist. He also stated that the lines are often busy due to the large volume of calls that need to be handled. Mayor Breault expressed concern that some of the lines were busy due to internal use. Discussion continued concerning the possible need for more telephone lines and also the Centrex phone system. It was noted that checking into a new phone system would be appropriate at some point. Vote taken, all ayes, MOTION CARRIED.

The third topic of recommendations presented by O’Malley regarded technology. He stated that an IT employee would lighten the load for Ms. Caruso by implementing the technology and maintaining it. He believed the IT support resource should be established before any equipment changes occur. He recommended seeking a recommendation from Strategy1 to help weigh the pros and cons of having the position be internal or external. O’Malley estimated that the wages for a half-time IT person could range from $20,000 to $25,000 per year. Discussion about funding and previous year IT expenses continued. It was noted that the time spent by Ms. Caruso in previous years was not calculated as part of the IT expenses. Ms. Caruso encouraged Council members to continue with the plan in motion by continuing to use the services of IT Symmetry. Tim Williams of IT Symmetry gave his interpretation of the current system and his efforts to bring all the resources together. He emphasized the need and the benefits of having a server in place.

Mayor Breault inquired whether Council wished to ask Strategy1 Consultants how they would proceed with this aspect of the implementation process. MOTION by O’Malley, second by Riedel, to request Strategy1 Consultants to elaborate on how they would implement the technology for $1,900 or less, and to provide this information at the September 19^th Council meeting. In discussion, Koch clarified that as with the previous motions, Council was only seeking clarification from Strategy1 on how they would proceed, and another Council vote to proceed would be taken. All ayes, MOTION CARRIED.

O’Malley addressed the second part of the technology section, the establishment of formal IT security policies and practices. He stated that the vulnerability of the system made it difficult to be discussed in an open meeting. MOTION by O’Malley, second by Riedel, to ask Strategy1 to address the establishment of formal IT security policies and practices at the next Council meeting. All ayes, MOTION CARRIED.

Regarding exploration and implementation of the City’s IT infrastructure and architecture, O’Malley stated his opinion was to not implement anything at this time. Mayor Breault suggested taking action in phases and to address the staff workflow processes and technology issues first. It was also noted that further discussion and changes would be more prudent after an IT person was in place. Discussion continued regarding the City’s website and changes that could and should be made to it. Also discussed was the issue of offsite storage of data, and the part-time position open in Community Development. Mr. Darnold stated that money for the position was available in the budget, but the job description might need to be reassessed. It would be reviewed at a future meeting.

MOTION by O’Malley, second by Riedel to adjourn the meeting. Meeting adjourned at 8:10 p.m. MOTION CARRIED.

Nancy Norvold, City Clerk

I hereby certify that the City Clerk has submitted the foregoing minutes to me, and I hereby by my signature approve said minutes and all acts of the Common Council as sent forth therein.

 John D. Breault, Mayor