Organizational and Internal Service Projects

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Current Projects

Audio Visual Room Management

Project Manager

Project Description and Status

  • In this ongoing process, equipment in the AV Room and Council Chamber will be identified and maintained as use increases and components become outdated. Furthermore, we will identify training opportunities for internal staff to meet the needs of the room within our current resources. We will also implement purchase of outdated and broken equipment approved through the Technology pool fund and budget adoption.

Last Updated

  •  07/13/2015

Agenda Item Management 

Project Manager

Project Description and Status

  • During summer 2015, software tools such as Granicus Legistar will be obtained to assist in the creation of advisory board and Council items for meetings.We will continue to work with SharePoint for review of draft items and NovusAgenda for packet production. Furthermore, we will implement iLegislate for various Town events and processes and implement a Civic Engagement piece for advisory boards, Council, and other Town projects

Last Updated

  •  07/13/2015

Banking Request for Proposals (RFP)

Project Manager

Project Description and Status

  • Business Management will be issuing an RFP for core Banking Services in March of 2017 and making a recommendation to Council in September. Implementation of a new banking agreement will occur in November/December.

Last Updated

  •  01/31/2017

Council Meeting Management

Project Manager

Project Description and Status

  • The purpose of this project is to obtain software, such as Granicus Vote Cast, to assist in the management of Council and / or advisory board meetings. We will implement the project with advisory boards after the iLegislate and Live Manager tools are fully utilized between August and October 2015. It will be implemented with the Council in 12/2015.

Last Updated

  •  07/13/2015

Document Management Software

Project Manager

Project Description and Status

  • A central repository has been established for electronic storage, retrieval, and disposition of Town documents that is governed by the records retention and disposition schedule, and other Town policies. This system will assist with work flow processes and staff will use resources to support implementation. Furthermore, the team will develop records management policies  and identify documents from various departments to be disposed of or imported into the system. The system is installed currently and is configured for use on Town servers. Technology staff completed administrative training and other staff have completed user training. The implementation of the project is complete as of September 22, 2016..

Last Updated

  •  09/27/2016

Finance Policies

Project Manager

Project Description and Status

  • As of February 2, 2016 the Cash Handling Policy has been adopted and we will now use that template and procedure to address other priority internal financial policies. We are also working with the Town’s financial advisor to develop Council level financial policies that address basic issues, such as maintaining sufficient fund balance levels, in order to strengthen our bond rating criteria.

Last Updated

  • 01/31/2017

MUNIS and NEOGOV Systems Review Project

Project Manager

Project Description and Status

  • HRD and BMD staff continue to provide training upon request to current users on both NEOGOV and MUNIS. HRD and BMD work to train new staff that use both systems soon after they come on board. NEOGOV made some changes to the Perform product in late 2015 that have made navigation easier for supervisors. This, coupled with the proposed tweaks to the EPMDS system, will make the Performance Management side work more efficiently. BMD has worked on providing more reports for Departments, the Manager and Council in recent months. The Personnel Dashboard has helped provide information that reflects our workforce to the Manager on a monthly basis. The new Capital Improvements projects report is helping provide updated status on those projects. The latest rollout is the budget to actual reports that BMD will provide to the Manager for the Council.

Last Updated

  •  02/22/2016

Other Post-Employment Benefits (OPEB) 

Project Manager

Project Description and Status

  • Business Management is working on strategies for reducing the Town’s long-term liability. To date we have implemented a defined contribution plan (2010), reserved more than $2.9 million as pre-payment of the liability, and have established a separate medical plan for retirees that more effectively coordinates with Medicare. Despite these actions the Town’s overall liability went up as of the last actuarial valuation. Most likely this is due to the rate of medical cost inflation and changes to the Town’s experience in the retiree medical plan.
  • Beginning in the FY17 Budget, the method of prefunding the OPEB liability was changed from using a portion of fund balance above the established target at year end, to budgeting an annual pre-payment in the operating budget. The plan is to increase the budgeted prepayment each year to eventually reach 100% of our actuarially calculated annually required contribution (ARC).
  • In June of 2016 Council establishing an irrevocable trust for the pre-funded OPEB reserve. This will change the actuarial treatment of those funds, increasing their impact on reducing our liability.

Last Updated

  •  01/31/2017

Technology Master Plan Update 

Project Manager

Project Description and Status

  • The IT Master Plan is a comprehensive overview of the Technology Solutions (TS) operations in the Town. It outlines what the TS department has accomplished and identifies those accomplishments, things that still need to be accomplished, things that no longer are relevant to the Town, and new things that we want to do.  The IT Master Plan outlines and guides TS staff development, identifies new technology architectures and software solutions that aid the Town in accomplishing the goals set by the Town Strategic Plan. As of summer 2015, TS is implementing various aspects of the plan.

Last Updated

  •  09/27/2016

EPMDS 360 Feedback Survey  

Project Manager

Project Description and Status

  • HRD is working to revise the questions on the survey to gather more relevant information and trends from the responses. HRD will also seek ways to get more participation than the last survey yielded.

Last Updated

  •  02/22/2016
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