Minutes

Finance Committee — 12/15/2021 Page 2

Mayor Donchess

You would mind?

Laurie Ortolano

REPORT OF THE FINANCE COMMITTEE
DECEMBER 15, 2021

A meeting of the Finance Committee was held on Wednesday, December 15, 2021, at 7:00 p.m. in the
Aldermanic Chamber and via Zoom. The meeting link information can be found on the agenda.

Mayor Jim Donchess, Chairman, presided.

Members of the Committee present: Mayor Jim Donchess
Alderman Patricia Klee, Vice Chair
Alderman-at-Large Michael B. O’Brien, Sr.
Alderman-at-Large Brandon Michael Laws (via Zoom)
Alderman Linda Harriott-Gathright

Finance Committee — 10/20/2021
MOTION BY ALDERMAN KLEE TO ADJOURN, BY ROLL CALL
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess

Nay:
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:24 p.m.

Page 9

Alderman Linda Harriott-Gathright,
Committee Clerk

Finance Committee — 10/20/2021 Page 8

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE
CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD FROM
OCTOBER 1, 2021 TO OCTOBER 15, 2021, BY ROLL CALL

A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0

MOTION CARRIED

GENERAL DISCUSSION

Alderman O’Brien

Finance Committee — 10/20/2021 Page 7

Mayor Donchess

All right so we’re approving the calendar year 2021 in the amount of $31,365; and we’re retroactively because an issue
has been discovered and we’re retroactively approving years one and two of this five year contract in the same amount,
correct?

Kim Kleiner, Administrative Services Director

Correct.

Alderman Klee

That would be calendar year 2019...

Mayor Donchess

Does that sound right to you Ms. Parkinson?

Kelly Parkinson, Purchasing Manager

Finance Committee — 10/20/2021 Page 6

Kelly Parkinson, Purchasing Manager

It should be that times three because it’s for three years, right?

Kim Kleiner, Administrative Services Director

This is the third year of the contract. Correct Kelly?

Kelly Parkinson, Purchasing Manager

So it’s for two years — it’s $31.365 per year. So for five years total for the whole contract was $156,830.
Mayor Donchess

So we’re in what year currently? What year are we approving of the contract - 1, 2, 3, 4, or 5?
Alderman Harriott-Gathright

Finance Committee — 10/20/2021 Page 5

is our Risk Master. So | might have them out of order. | apologize. | was speaking just previously about the CSC MESA
Support Services which is the Risk Master.

Mayor Donchess

Well the other is the software maintenance Hyland on this?

Kim Kleiner, Administrative Services Director

Finance Committee — 10/20/2021 Page 4

BE THROUGH DEPARTMENT 122 INFORMATION TECHNOLOGY; FUND: 54407 SOFTWARE MAINTENANCE, BY
ROLL CALL

Mayor Donchess

How does that sound?

Kim Kleiner, Administrative Services Director
Thank you very much.

Alderwoman Kelly

Finance Committee — 10/20/2021 Page 3
MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE ANNUAL
RENEWAL OF THE HYLAND ONBASE SOFTWARE SUPPORT SERVICES WITH HYLAND SOFTWARE, INC. IN AN
AMOUNT NOT TO EXCEED $52,663. FUNDING WILL BE THROUGH DEPARTMENT 122 INFORMATION
TECHNOLOGY; FUND: 54407 SOFTWARE MAINTENANCE, BY ROLL CALL

ON THE QUESTION

Kim Kleiner, Administrative Services Director

Finance Committee — 10/20/2021 Page 2
already put or is that included in that?

Tim Cummings, Economic Development Director

That’s included.

Alderman Klee

Okay. So how much more is this above what we’ve already approved?

Tim Cummings, Economic Development Director

About $23,200 approximately.
Alderman Klee
Above what we’ve already approved through this committee and so on?

Tim Cummings, Economic Development Director