Administration, Communication, and Technology (ACT) Committee

Transcription

1 June 7, 2017 AGENDA Administration, Communication, and Technology (ACT) Committee June 13, :30 pm Committee Members: Michael Stefano (Chair) Michael Galey Denise Polk Department Head: William Mann Borough Manager: Michael A. Cotter 1. Call to Order 2. Comments, suggestions, petitions by residents in attendance regarding items not on the agenda. 3. Discuss the Wastewater System Asset Evaluation Study 4. Document Management Project update 5. Payroll/HR Solution Kronos (presentation/recommendation) 6. Discuss Redistricting Solution 7. Approve May 2017 ACT Meeting Minutes 8. Other Business 9. Adjourn

2 MEMORANDUM TO: Borough Council Mayor Jordan Norley FROM: Michael A. Cotter, Borough Manager DATE: 9 June 2017 RE: Wastewater Asset Evaluation Study The Borough is the owner, operator and permitee of two wastewater treatment facilities. The Taylor Run wastewater treatment plant ( Taylor Run WWTP ) has a design capacity of 1.8 million gallons/day, and averages on an annual basis 1.5mgd of sewage discharge into the Taylor Run basin and Brandywine Creek watershed. The facility was built in The Taylor Run WWTP provides 550,00gpd of treatment capacity to properties located in East Bradford Township. This capacity agreement is currently under review for renewal with East Bradford. The second facility is the Goose Creek wastewater treatment plant ( Goose Creek WWTP ), which was built in Goose Creek WWTP has a design capacity of 1.86 million gallons/day, and averages on an annual basis 1.672mgd of sewage discharge into the Goose Creek basin and Chester Creek watershed. The Goose Creek facility was constructed in 1988 and was designed to treat industrial type wastes. The Borough also operates four pumping stations that transmit sewage from the collection system to the two treatment plants. There are approximately 750 manholes and X linear feet of gravity sewer lines in the entire collection system. The age of the treatment plants, the pumping stations and the collection system requires the Borough to undertake an in-depth analysis of the condition and entire system in order to develop a formal capital improvement program. In addition, the Borough will likely be required by the Pennsylvania Department of Environmental Protection to increase the level of treatment at both treatment plants, which will require new equipment and processes. The cost associated with these improvements will be in the millions of dollars over the course of the next few years. Given this, we are recommending that Council authorize the staff to undertake an asset evaluation study that focuses on BOTH the operational, capital and financial needs of the entire wastewater treatment system, and on the market value of the system and its components to the Borough. Such a study would ultimately guide Council in its decisions of whether to identify and expend the necessary funds to make required improvements to the entire system or its components, or to dispose of the entire system or components thereof.

3 Ryan P. Hottenstein, Vice President of FINANCIAL S&LUTIONS, will be present to walk Council through an overview of the process: 1. Why consider? 2. Borough s Goals & Objectives 3. Process a. Things to consider in process b. Maximize Value to Borough not just $$$$ c. Timing 4. Alternatives 5. Next Steps Attached is a EPA fact sheet detailing the asset management process in its entirety from the operational perspective.

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20 PAYROLL / HR MOVE TO KRONOS June 13, 2017

21 HOW WE GOT HERE 2015 upgrade to ADP Essentials. ADP Essentials was not meeting our needs. calculating complex overtime scenarios. Others Commenced Options Investigation ADP Enhanced platform PayCore Kronos

22 COST OVERVIEW / ADP $53, $38, $73, (Projected assuming an upgrade to Essentials) $65, (Projected post implementation cost)

23 COST OVERVIEW / KRONOS $27, (funding solution / MAC) $29,466.00* (annual cost all services 150 employees) * Price guarantee for 3 years, after which a annual 4% increase is expected.

24 ADP / KRONOS COMPARISON ADP 2018 $73, $65, KRONOS 2018 $29, $29, Cost Savings Even when considering the 2017 cost for Kronos, which is a 6 month implementation fee as well as 3 months of service - the cost savings to the Borough is an expected $52, (during ).

25 KRONOS NEW & ENHANCED SERVICES Inline with our overall Digital Document Management vision Automatic Pay Rules (double time, double time ½, triple time and more. Paperless HR Automatic Accruals Absence Management Scheduling Talent Acquisition (recruiting & hiring management) Talent Management (performance & compensation management) Skills Tracking (certification & education management) Incident Management (verbal & written warnings, discipline & correction actions) Policy & Procedures Evaluation Management Workflows Asset Management Mobile with Geo-Fencing.

26 ENTIRE ORGANIZATIONAL SOLUTION One of the major challenges with ADP has been finding a solution in which the police department would utilize the system. The challenges we face with the police department involve their collective bargaining agreement (CBA), their complex schedules, and many pay codes. We are confident that working with Kronos & the Police Department we can meet this challenge and truly integrate the entire organization into this solution.

27 TIME IS OF THE ESSENCE Fully implement Kronos on January 1, 2018 system implementation is a 6 month project. This will allow us to only pay for one payroll service provider in A start date pushed later then the 1 st week in July would require 2 payroll solutions for potentially the first quarter of This would reduce our projected cost savings.

28 PROJECT TEAM Our internal Project Team will be the following if we move ahead with the Kronos initiative. William Mann, CIO Maribel Fernandez, Deputy Manager Barb Lionti, Payroll Manager Jeff DaSilva, Finance Director Members of each department, including the police services.

29 From the desk of the Chief Information Officer 401 EAST GAY STREET WEST CHESTER, PENNSYLVANIA TELEPHONE: WILLIAM MANN Chief Information Officer CGCIO wctechblog.com Administration, Communication & Technology Committee Meeting Minutes for May 9, 2017 Michael Stefano chaired the committee meeting with Michael Galey & Diane LeBold. Denise Polk was absent. CIO William Mann & Borough Manager Michael A. Cotter were present. 1. Call to Order 2. Police Hiring Approval. Special Action Item Mayor Jordan Norley requested permission for the police department to conditionally hire 4 new police officers. Approved 5-0. Present and voting yes were Diane LeBold, Bill Scott, Michael Galey, Michael Stefano & Don Braceland. 3. Comments, suggestions, petitions by residents in attendance regarding items not on the agenda. None 4. Project Update Digital Document Management CIO William Mann, provided an update on this project.

30 Administration, Communication & Technology Meeting Minutes for May 9, 2017 Page 2 5. Council Meeting Management These 3 sections will be presented at the June meeting MAC will create a meeting management rules structure. MAC will create a rules of engagement & decorum policy. MAC will draft rules for the presiding officer. (Action: This portion passed 3-0 (worksession) Change contract authorization to authorize the Borough Manager to execute contracts at the time the contract is awarded. This language will be included as part of the motion. 6. Approve May s Administration, Communication & Technology (ACT) Committee meeting minutes. Approved Other Business Michael Galey asked about the possibility of installing cameras on the top level of the Bicentennial Parking garage due to mischief. MAC reported that the police department was in the process of doing this but the timeline was unknown. MAC will check with Chief Bohn regarding the timeline. (No Action) Michael Galey asked about the possibility of integrating the parking garages more - in the borough. For example, the Public Art Committee could look at incorporating art work into the different garage levels. Other ideas were discussed as well. (Action: This will be included as part of the Parking Committee s June meeting.) 8. Adjourn , All Rights Reserved, William Mann CIO