Rocky River City Council Minutes

July 16, 2018 Special

Rocky River City Council Special Meeting July 16, 2018 Page 1 of 2

CITY OF ROCKY RIVER

July 16, 2018

The Special Meeting of Council was called to order by Mr. Moran, President of Council, immediately following the Public Hearing in the David J. Cook Council Chambers.

Council Members Present: Mr. Hunt, Mr. Shepherd, Mr. O’Donnell, Mr. Furry,

Mr. Sindelar, Mr. Klym, Mr. Moran

Administration: Mayor Bobst, Mrs. Costello, Mr. Thomas

Law Director: Mr. Bemer

The meeting was opened with the Pledge of Allegiance.

The Special Meeting this evening is in regards to a second reading of Ordinance No. 48-18 and a first reading for Ordinance No. 49-18.

AUDIENCE PARTICIPATION: NONE

ORDINANCE NO. 48-18 BY: BRIAN J. SINDELAR

AN EMERGENCY ORDINANCE AUTHORIZING THE MAYOR AND/OR THE SAFETY-SERVICE DIRECTOR TO PURCHASE ONE (1) 2019 LADDER TRUCK FOR THE FIRE DIVISION FROM SUTPHEN CORPORATION AT A COST NOT TO EXCEED $1,199,929.00

2nd READING

Mr. Sindelar welcomed Chief Lenart to this evening’s meeting. Chief Lenart addressed Council last week explaining the process regarding the new ladder truck. Mr. Sindelar said that he hasn’t had any questions regarding this ordinance. Chief Lenart again thanked Council for their support during this process.

ORDINANCE NO. 49-18 BY: BRIAN J. SINDELAR

AN ORDINANCE AUTHORIZING THE MAYOR OR HER DESIGNEE TO ENTER INTO A LICENSE AND SERVICES AGREEMENT FOR MUNIS SOFTWARE (ENTERPRISE RESOURCE PLANNING) WITH TYLER TECHOLOGIES, INC. AT A PROPOSED COST NOT TO EXCEED $428,288.00

1st READING

Mr. Sindelar said that Council received this contract in their packets last Friday. Mayor Bobst said that Director Grau put the exhibit together to illustrate for Council the components of the Munis package that the city will be purchasing. The Mayor noted that the end of the exhibit shows the financial package included with this software. Also there is a description of the Entergov component which is a module that can attach to the Munis software. This is a powerful tool to be used for building inspections and building permits. This software will streamline all the work the city does. Director Thomas and Director Greco have been asking for this for many years. This will also be an important tool for the residents to use with portals that will allow Rocky River City Council Special Meeting July 16, 2018 Page 2 of 2

residents to communicate with the administration and conduct some of their business online. It will also be an important tool for contractors and developers who need access to the building department. This software is used by many municipalities and other government entities in the area. Council will receive a copy of the cost breakdown by year in the Friday packet.

 Mr. Sindelar asked if this will replace some of the procedures along with centralizing procedures in all the departments. The Mayor responded that that is exactly what it will do. Director Grau said that this Munis package will digitize and streamline the manual processes done today.

 Mr. Shepherd asked if the hardware will need to be upgraded. Mr. Grau said that this will be run internally and the city has the infrastructure to support the Munis Enterprise. It is a big cost savings to host it internally.

 Mr. Furry asked if the city will utilize more than 10% of this software. Mr. Grau said that about 90% or more will be utilized extensively. The Entergov component will greatly enhance all departments when it is added. The Mayor added that the city is only purchasing what it will be using.

 Mr. O’Donnell asked if this software will eventually pay for itself with all its efficiencies. The Mayor said that it is difficult to quantify at this point but definitely will help with efficiency.

 Mr. Klym asked for a summary for Council of how the public will be able to interact with this software and an estimated time frame.

 The Mayor added that vendors will be able to register and electronic payments will be a possibility.

 Mr. Shepherd would like to see a statement in the contract concerning a right to terminate on some advance notice and also to check all the references. Mr. Grau said that essentially Tyler was looked at two years ago. The City of North Olmsted and the Cleveland MetroParks use Tyler. Tyler provides a complete A-Z package for city government with a lot of additional modules. There are a few other companies but they are not an all in one solution. The Mayor added that the strength of their training, their accessibility along with the fact that the software can be customized and built upon are important factors.

Mr. Sindelar moved to close the Special Meeting, seconded by Mr. O’Donnell. The Special Meeting was adjourned at 7:26 p.m.

Vote: Hunt – aye Shepherd – aye O’Donnell – aye Furry – aye Sindelar – aye Klym – aye Moran – aye

7 ayes 0 nays PASSED

___________________________ _____________________________

James W. Moran Susan G. Pease

President of Council Clerk of Council