Champaign County Board Strategic Planning Committee met May 15
Champaign County Board Strategic Planning Committee met May 15.
Here is the minutes as provided by the committee:
Members Present: Jim Goss, Robert A. King, Pattsi Petrie, Jon Rector, C. Pius Weibel (Chair)
Members Absent: None
Others Present: Kay Rhodes (Administrative Assistant), Tami Ogden (Deputy County
Administrator/Finance), Rick Snider (County Administrator)
Call to Order
Weibel called the meeting to order at 4:05 p.m.
Goss, Petrie, Rector, and Weibel were present at the time of roll call, establishing the presence of
Approval of Agenda/Addendum
Motion by Rector to approve the agenda; seconded by Goss. Motion carried with
Approval of Minutes
Motion by Petrie to approve the Strategic Planning Committee minutes of April 25, 2017;
seconded by Rector. Motion carried with unanimous support.
There was no public participation.
Review Department Head Input
The following departments provided input: Circuit Court, County Clerk, GIS, Highway, IT,
Planning & Zoning, Public Defender, Recorder, Supervisor of Assessments, and the Treasurer.
The committee agreed that overall, most of the requests involved staffing and software, which
require funding. Snider said that the ERP System seemed to be a priority for most departments. Goss
asked if the ERP had a tax cycle module that both the Supervisor of Assessments and the Treasurer
requested. Snider believed the company did offer a tax cycle module, but it was not included in the
company’s initial quote of $1.8 million. Weibel asked if the CAMA System was another module. Snider
explained that this system request was on a smaller scale and expected to cost $20-$30,000.
Weibel suggested a review of each response and categorization of the requests. King entered the meeting
at 4:20 p.m.
Courtroom Evidence Presentation Systems Updated/Expanded – Equipment
Jury Box Chair Replacement – Equipment-Estimated Cost $30,000
Foreign/Sign Language Interpreters – Staff
Snider noted that the Circuit Court had tried linking an interpreter from a remote location, through
video conferencing. However, the staffing and technology were lacking so it did not work out.
Discussion followed regarding costs to hire full-time interpreters or on-call. Ogden pointed out that
sometimes an interpreter is hired and then the case is dismissed.
Restore Programmer/Analyst Position and Transfer to County Clerk Budget - Staff
Snider agreed that there is a need for this position, however he believed that other departments could
also benefit from it as a shared resource and the county would be better served if the position were
under the Information Technology department. He stated that the core functions of IT need to be
more centralized in order to operate more efficiently.
State level – Vote Center Legislation – N/A for purposes of this exercise, although supported.
Replace Accounting System - ERP System
Replace County Tax and Accounting System – ERP System
Competitive Salaries for Skilled/Professional Positions – Staff
Implement Central Document Management System – Software
Snider said that a Document Management System (DMS) is an excellent idea however, it is a large
project and another large expense. He suggested that the county continue with Cloud servers and
Office 365 SharePoint as a bridge towards a DMS.
Implement Disaster Recovery/Business Continuity for County Systems – Partial plan
Snider said that departments should be encouraged to utilize the Cloud servers and the current shared
drives could be moved over to the Cloud as well.
Compensation packages for higher level professionals-Staff/Salaries
King asked if a salary survey had been performed recently. Snider responded that a comprehensive
salary study for Champaign County had not been done. There may be areas in Champaign County
government that are below market.
Electronic fillable forms – in-house
Ogden stated that Highway staff should be able to do this with a small amount of training and the
Move off IBM iSeries Platform – ERP System
Snider pointed out that other programs run off the AS400 system as well: jail management softwareNew
World and the County website.
Implement more Cloud Based Technology Systems
Petrie asked about the total cost of all the technology improvements. Snider indicated it was in excess
of $5 million. He said much of it has been listed in the IT response. Snider noted that the phone
system listed in the response should also be replaced with VoIP system. He estimated the phone
system cost at $500,000 to $1 million depending on the configuration.
The committee discussed storage of digital evidence for access to the State’s Attorney, Public
Defender, and all County police agencies. Snider suggested housing these files at METCAD.
IT Staffing Level is Inadequate – Staff
Planning & Zoning
Increase Staff for MS4 Program – Staff
Ogden pointed out that the County Board approved a budget amendment this year to extend the time
for temporary staff to work on the MS4 Program. Petrie supported more staffing and noted that other
counties contracted their MS4 Program work out.
Reestablish budget for interns – Staff
Add FTE for enforcement and compliance - Staff
Add a Social worker/Case Manager Position – Staff
Access to U Drive for Digital Discovery Files – in house
Additional Office Space – Office Space
Integration of Data between County Offices – Software
Snider indicated that Mr. Shelden was interested in purchasing a particular software for his office. Ogden
added that Mr. Shelden wants to move 2 FTE positions out of his Automation Fund into General
Corporate Fund. This would enable him to purchase the desired software for his office. These positons
were originally in the general fund until the budget cuts were implemented.
Supervisor of Assessments
Tax System Software - Software
CAMA System - Software
Designated FOIA Officer/Department
Ogden noted that Ms. Bates had eliminated the Chief Deputy Assessor position last year and planned to
utilize the savings to help purchase the CAMA system. However, since that time, Ms. Bates had done
some more research and the costs were higher than expected. She also had concerns about integration
with the rest of the county systems so she decided to place this project on hold.
King left the meeting at 5:16 p.m.
Tax Cycle Software
Next Meeting Date
Rhodes would contact members to determine the best date two weeks from now at 4:00 p.m.
There was no other business.
Weibel adjourned the meeting at 5:27 p.m.