All right.

Good morning, everybody.

Hi.

Welcome to the CTIS committee meeting for April 1st, 2026 at 8 30 in the executive conference room.

First, we have roll call.

I'm going to call you card in this.

I mean, you know.

Here.

Here.

And one rain over here.

Okay.

Let's see.

Approval of the minutes from March 2nd, 2026.

Do we have any?

I've got a motion to approve.

All in favor?

Alright, we have no citizens here to be heard on an agenda item.

So we'll go to the first agenda item, which is number 9579, award of contract to Tyler Technologies for implementation of enterprise permitting and licensing solution in the amount of 156,009 annually plus an amount not to exceed 260,100 for a one-time implementation fee.

So what was what's going on?

So this is a pretty exciting project, uh, in my opinion.

Um a couple of months ago, uh committee here had brought up um and and uh a few council members had brought up um uh the inefficiencies within neighborhood services uh based on kind of the lacking technology there.

Um and this was the solution.

Okay.

So in 2024, um you may recall we did a large investment assessment um citywide of our use of Tyler's um ERP system.

It's called EERP, um formerly known as Munis.

And that brought to light a lot of inefficiencies within the community development uh department.

Um and so we did some research, looked at a few different options um of uh software packages that uh could help um increase their efficiency, revamp their business processes, bring everything kind of into modern times, um, get them off of paper.

Um and we did a demo of Tyler's um EPL enterprise permitting and licensing uh module.

And um we found that this is kind of hitting all of the marks for neighborhood services to get them off of their antiquated paper processes out in the field when they're doing their inspections, their rental inspections, things like that.

Um we know that they're bringing paper back to the office.

They've got administrative staff that that is then doing all of the data entry.

Um and so this solution will touch that neighborhood services process, um, but it's also permitting licensing for the entire city, and so that's building permits, um, it's code enforcement, it's um uh business licensing, liquor licensing, uh special events uh middle touch, uh the cultural affairs group.

Um, you know, everybody has seen the demo.

Uh everyone seems to be very excited about what this can do for um all of the different divisions within community development.

Um there are um mobile apps for field workers that'll allow them to in the field make their notes and submit um all of their inspections, um, increasing efficiency like tenfold, right?

Um EPNL integrates right with Tyler's ER key.

Um so um the folks who have to pay for their their permits, um, you know, it it'll all flow through seamlessly.

There's GIS integrations, so the folks who are applying for special event permits um can use utilize the GIS maps versus um you know, maybe just uh a Google Maps or something that is just kind of homegrown.

They can they can use the actual system of records.

So you know, that's that's kind of software in a nutshell.

Do you have any questions about it?

But we all have to um so on the not at the end on the end user, but the the client side or the neighborhood, the residence, right, or the permanent uh would they have like then a username and password and then go in there and view the case.

And there can be communication back and forth between city staff and the resident um to make that an even more efficient process too.

So it's like for the event side and then also for like if you got a home inspection and you know kind of what got seen and what's gotta get checked off or whatever.

Okay.

Yes.

Yeah I think that's that's crucial because that's something we're a lot of people just wonder what you know where am I at what stage is it at or a good that's a good question.

No I it sounds sounds good.

I mean we're efficient though and we can cut time down and we're cut the red tape I guess or we're updating everything so now you so what we how we used to do with for the rental inspections people are the inspector would go in to the house and fill everything out bring it back to the city turn in that someone else does the but it yeah that's correct.

So great I'm for yeah yeah I mean to go on with Amanda has that is to play on that is uh a big part of this project is reviewing their their current processes and hopefully making some major changes in how they are fundamentally doing their jobs every day as well as the software um this is looking to be probably a 12 to 18 month project probably leaning more on the 18 month side um because I know all of you guys are really invested in this we'll give you regular updates here during the committee meetings just so you guys know where where we're going with this and how it's going um but yeah this is uh this is a major change for all of these areas and just how they're gonna do their day-to-day work and things like that could there be potential like certain areas being launched first I would say like you said 12 to 18 months process but like can we say like I choose rental inspection this will be locked but before it's fully that is definitely something that I would bring up during a project kickoff meeting with them is to kind of say hey in order of importance to the city you know um let's let's prioritize the rental inspection program um let's prioritize special events um in there they're really kind of chomping to um to move into a more efficient process too and and so this would uh this would help them too so yeah well that's this is great news and this is yeah this was our last bringing all this up you know we were talking about the events and we were talking about you know how inefficient it is to try to do that and the application was such a crazy process for food traffic you know that I've been talking about the rental inspection process and how to make it more efficient I do have another question though because we're just kind of in this area um with project docs I've been having some not so great returns as far as comments that um the they'll go in and they'll submit you know their information and then you know the the initial whatever plot plat and it will go to all the different um areas and within you know the city for everybody to look at it and make their comments but during the process you know say one division has put in these comments and then it's going to move on to the next one they're not able to see the comments to be proactively working on what the problems might be in one area um and it's just making things bog down so much that they could have even have had put answers in so that when the next group gets it they can be already solved the problems that you know the first group was looking at so it's really extending the process for some of these developers.

So they're it's my understanding that they're not they're they're getting it all at the very end and then they're bogged out with all these questions at one time.

I think from my experience from some other people that had that same issue was the fact that I don't know if it's so much a project docs issue more than a process issue down there.

Where they're not releasing it.

Where they themselves said I'm not gonna look at it until this is done.

And so this this and this is all done I'm not gonna even look at it and then they wait till because they feel like if there's a change there which I think you like you said it bogs things down because it's like well you could have easily answered this question but again it's their process not that it would rather is them that amount I think you're absolutely correct they just don't want to look at it because they're like until I have it all there I'm not looking at it you know I don't know if it's just a matter of because they want to just focus on things that are 100% complete before they move it on.

She's our yeah, I mean you guys probably know just because she's kind of our point person on Project Docs um in the building department.

Um she kind of administrated administers that whole system there.

We'll we'll work with her if I see what that process.

Is there any reason why each department would not want to release the comments?

I mean, if they're they're in the end, they're going to be released, correct?

I would imagine.

Yes.

I've never, you know, the way you guys are describing how it should work is how it's supposed to work.

Yeah.

So if there's some kind of breakdown there, then that I I agree with your thoughts.

Where it came in was I want to say it was uh a new restaurant on Helita that's happening in the boulevard.

I have a hand right now, so I can talk to you guys about it after.

Yeah, absolutely.

Yeah, because if we had a specific example, those that that's great to have some examples so you can sit down and figure out where the framework is for it.

I have an email.

So that's great that you said uh say that, Sherry.

Um I I think um you said it better than I did.

I try I think I tried explaining that out of the last meeting, but I was leaning in more towards like the planning commission, but that makes a hundred percent sense.

Yeah, and the building side also, you know, it's funny um putting a permitter.

Um where I work at, it took them two months for it's at the county though, it's not nothing to do with Juliet.

It's at the county, it took them two months to return a paper that says, hey, we gotta get these things done.

He's like, why can't I give this paper two months and you know I think it's it's insane.

Yeah, but slow down project.

Yeah, well, that's what I thought too.

I mean, if we've we you know invested all this money in Project Docs, this is what's supposed to be making it more efficient and more, you know, let's move this along, and instead it just seems like it's something is not going right, or it would be working better.

So okay.

Well, I appreciate it.

Um I also just wanted to notate um on the the cost of uh the E BNL project.

We did budget um capital funds.

We we did a capital request um for the implementation and the the implementation cost fall within what we had budgeted.

Okay, so nine five seven eight.

Yes.

So move second it.

All in favor?

I could 9581 award of contract to Tyler Technologies for the time clock upgrade in the amount of 47,700.

Um this one, um, pretty routine.

Um this is a uh just a an upgrade, not even an upgrade, just a replacement of uh the current time clocks that are uh spread all through the city.

Um the the current time clocks are coming to be end of life later this year.

Um they have been, I think I think this is the original set of time clocks that we that we put in a number of years ago when we moved um the the timekeeping and payroll into um into the Tyler system.

So um it is time for an upgrade.

Um and so this is just a full replacement of everything throughout the city.

Um to note, we did do we've already replaced two.

Um and we did kind of a pilot program um to allow folks to use their um employee badge to punch in and out.

Um the that pilot went really well.

Um folks, uh some folks in IT used it, um the customer service department uh used used the badges to punch in and out, and I mean everything was pretty seamless.

Um they all seem to really like it.

Uh so this um update to the time clocks will also allow citywide for for that to occur.

Go ahead.

Um so I know a lot of places nowadays do the time clocks like on their phones, like the app or whatever, do we not have anything like that yet?

Or is that we do.

Yeah, so our our uh tech meeting system it's it's very robust.

So like you could you can actually punch in at your uh computer, um, you can use your phone, uh you can use the time clocks, you can just auto-fill it, like you can just manually fill in fill the time clock, uh time machine, you know, at the end of your time period.

Um so it does, it does have all those options.

Um we just it depends on where you're at uh the speed.

It is really efficient to just kind of want my tap your badge when you're walking because we put them right by the entrances building.

Uh and it's kind of uh different managers want different people to use uh different methodology.

So we don't do a written one.

Did you just say that we were written?

No, not like actual paper, but you can actually go in and just like punch it.

Got it.

Okay.

Yeah, but it's time stamped by the computer.

Yes, oh yeah, absolutely it's all honored in.

We're not doing that.

So these are just physical um time clocks that just around the building.

Yeah, and it also allows you to do um, you know, a great example is roadways, right?

Those guys are not computers.

So when they want to put it in their like time off requests, or they want to check their approvals and things of that nature.

It's got a 10-inch touch touch screen on it.

They can walk up, they could they'll build a badge, it'll pull up their information, they can look, oh you know what, I need a request, you know, next Monday off.

They can do it right there on the time clock instead of having to go to like um like that area has like two shared computers instead of dealing with a shared computer, they can just pop up the time clock and put in the request.

Any other questions?

Um yeah, just one.

Um if you say if you clock in on your phone, whatever at work that's a great question.

So um when you go to turn if you go to punch in on your phone, it requests if you have your location services on your phone shut off, it won't allow you to punch in.

Oh, okay.

So if there was ever a question of that, so we were challenging an employee on we don't think you were really here when you punched.

Uh we could actually check their uh GPS coordinates.

Uh we we have done that in the past and look things up on that.

Um we could also we don't do it currently.

It has the capability, you could also uh it's called geofency.

So you could actually just put a barrier, like uh only clocking within that.

Yeah, if you have to be within a hundred feet of City Hall before you can actually punch in here and city hall.

That'll I would be running in late.

As soon as I park, I'm here.

So it's great, just waking up on a man.

He's moving closer to the city hall.

Within another thing.

Okay, do we have a motion to approve?

So second.

All in favor.

All right.

Aye.

Okay.

So now we'll move on to 9681 resolution authorizing execution of an intergovernmental corporation agreement between the um City of Jolia and the City Park Joliet Park District.

Well, so this is uh something we've been working on for about six months now with the park district.

Uh credit we're credited is due.

Uh the police department has been kind of spearheading this, uh Tzo over there is been great.

Um this is to allow us to start putting uh security cameras up in park district parks when we did.

Um this started uh Hike Park had been a problem.

The park park district actually reached out to us um requesting any assistance we could provide.

Um you guys have uh in the past heard us talk about like well, we we refer to them internally as blue light specials, but uh they're the big box cameras that have the blinking lights on them, yeah.

You know, high visibility cameras that's how you were monitoring this area.

Um we wanted to put one of those up in Hackney Park.

We needed an IG.

What as we started going down that path for the IGA for Hanking Park, we realized well, this is really silly way to do this because another park request is gonna come in.

It already took us months to get to this point.

So we stepped back and said, let's just do an intergovernmental agreement that allows us at the park district request to put our cameras up anywhere with just a simple request.

So we don't have to keep on coming back and going through the process, which yeah, as you guys know, I mean, like this this request starts six months ago.

Here it is, you know, the problem's been going on for six months.

We had a camera sitting there for five of those months ready to go, and we just need paperwork essentially to get a camera up there and make that park safer.

Uh park district is very excited about this.

I believe they're gonna actually be sending a letter to council uh for the full council approval recommending, you know, showing their support in this.

Um yeah, I this doesn't really allow us, uh you know, it would be uh the cameras would be the city's cameras, um, and this allows us to put them up on their property and come onto their property and maintain the cameras.

Um there's language in there on how we will communicate that, what the requests are, and things that ensure this is all that just like most energy chain is just all went through legal to build out on this and their board has already seen this and are promoted.

Go ahead.

Um so do we choose which parks they go in or they at their request or it would be uh at their request.

Um I don't think they would from uh our dealings with them up to this point.

I don't think there'd be if we recommended a camera going in, I think this would also allow us to do that.

Would there need to be approval by it?

I mean, I only asked because I know like we got like over by um uh Highland Park, or you got a lot of people going to the park there and they're like tearing up the parking list, you know, burning out and whatever in that area.

So being they always just one there, you know.

Um but I know that uh Heggy Park, they had some vandalism done, you know, to the water uh that system there.

Um but yeah, just curious, like you said, there's a if we see a park as council members get called about something that we allow to request one or something there.

Yes, and then we would reach out to the park district, and then we just let them know that we can put some things in there.

Is that where they stole the blank ground or something like that?

It was the water, the water park stuff.

A couple of days they broke into the plumbing system and the copper and uh what about the cost of the cameras?

Do we have these cameras on the so yeah?

Well, we typically, so uh what we call the blue-aid specials, or they're they're actually mobile pros, right?

So these cameras are designed to be put up, left up for you know, something like this.

We may say, okay, the Haggy Park camera, maybe we want it up for the whole summer.

Um, and then we find, you know, Highland Park is not having a problem.

Haggy Park is doing great.

We haven't had any reports of any issues.

We could actually just take that same camera down.

It's a fully self-contained unit with uh a solve card inside of it, uh, the reports back and sends that video back to us.

We just pick up that whole camera and put it in the next location.

Um so that you know it's pretty straightforward.

We always try to keep a handful of these on.

Okay.

So we don't need to purchase any new.

Um, not for this, we don't need to purchase anything new.

Now, if it this becomes a bigger thing, you have to make some purchases.

Um, these are tend to be pretty reasonably priced under probably about five thousand dollars per full enclosed camera unit.

Um worth it.

Yeah, it's it's well worth it.

And they we use these as they are high visibility, they are deterrent based cameras.

You know, we put them up where we want people to see that we're actively.

They have a light.

I don't know.

Everybody knows what we're talking about.

Yeah.

We're not we're not trying to hide them.

No, you're being really, right?

These are you know, pinpoint point in time time systems.

You set them up for a while, and then when the PD feels, okay, this area is clear, we're we're good here, people have gotten the message, we can move it onto somewhere else.

Uh just one question.

Uh they get broken, stolen, or uh spray painted or damaged.

Is there are the cameras like warrantied or do we just replace them or we have are we budgeted to just break people together?

Okay, we got a camera.

Yeah, it's it's a fair question.

Um most of the units um we internally in IT we have a couple of like three of our people are have been trained specially in how to manage these cameras, uh, repair them and other things.

We actually get usually these systems come in and we actually build them ourselves.

We get all the pieces in and then we kind of set them off and program and do everything in the house.

Uh it cut it cuts our costs way down.

It was way cheaper a few years ago for me to train my guys and send them to formal training, and then uh it's been savings has compounded quite a bit over the years on the camera stuff.

Um to your question, if if just the camera itself is damaged, we would just replace the camera.

Um there are warranties like any, you know, most of these things are under a couple year warranty right for the manufacturer.

So if it was a defect, for example, if it was like rain damaged it or something, kind of a natural thing.

Um if somebody maliciously damaged it, I I don't think the manufacturer is gonna cover us on that.

But yeah, I would have shared.

Okay.

Motion to uh motion to approve, second.

All in favor?

Okay.

This was uh pretty straightforward.

We about five five years ago we had an agreement with Xerox uh to do management services.

Uh part of that initial contract was uh a three-year contract, two optional years to renew.

Uh over the last two years we've taken those options to renew to council.

You guys have approved that.

Um they've been a good business partner for the last five years.

Uh but our contract was over, so earlier this year we went out to bid.

Um they came back as the look better.

Um so we were just looking to renew basically created a new contract with them.

Um our year one costs are marginally higher, about a little under $9,000 higher.

Uh, because we're gonna replace some current uh HP equipment that is very well past end of life.

Um I think I've talked about it with you guys in the past.

You know, we run printers until they just have no ability to function.

I we we can replace the parts and everything else.

We keep these things running for sometimes 15 plus years before we replace them.

Um some of these HP devices are definitely at that stage.

Um so they need to be replaced before uh before we contract them.

So that would be the year one.

Yeah, they'll just be year one.

Then after that, we're just into kind of a standard maintenance cycle with them.

Um the way the uh council memo will be written would be to allow us for overages.

So uh in the agreement you're allowed to print so many pages off of different devices based on uh usage in the area.

Uh since we have five years of historical data, we know generally what that printer is going to be doing in a certain area, you know, how much does HR print versus how much does finance print under individual devices?

Um so that kind of gets built into the contract.

Um and then there's overage costs.

Um when you're talking black and white, you're talking a fraction of a penny per page.

Uh when you get into color, you can be up to like a penny a page if you're on a Xerox machine.

Um we typically don't see a ton of overridges, but we always want to bake that in just in case it comes on.

When we first did the, I mean, I actually was still on this committee five years ago.

Um I when we first did this, correct me if I'm wrong.

This is when we got rid of everybody's like desktop printers and just coordinated into areas and zones, and then they swipe their badge and they can only get their printing with their badge, you know, so nothing is just sitting there for all eyes to see.

Yes.

So that's a great point.

You know, over the years we've continuously like kind of improved printing by reducing the number of printers.

Uh most things are now multi-function in shared areas.

Um, I always use the IT finance wing vector as an example, like the whole pack office area.

We have we have one printer for 30 people.

Um and it is now, you know, everything is tapped to print now, so we don't have to worry if you know uh in the in the police department's a great example, or an HR, you know, areas where you're printing sensitive information.

Um you actually have to badge at the printer before you can get your print job.

Uh but that also allows you if your printer goes down.

You can literally walk to any printer in the city and badge there, and your print job comes out.

You don't have to specify a specific printer any longer.

Um very efficient.

So questions?

Okay, do you have a motion?

So uh motion to approve.

Second.

All in favor?

Aye.

Okay.

Is there any old or new business?

Not for finally changed.

Okay.

Um we don't have any public here, so a motion to adjourn.

Motion to adjourn.

So second second, you know.

All in favor, aye.