R-1165 - 03/13/2012 - INTERGOVERNMENTAL AGREEMENT-IT - Resolutions Supporting DocumentsITEM 10.11.1)
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 13, 2012
SUBJECT: Intergovernmental Agreement with District 53 for IT Services
FROM: David Niemeyer, Village Manager
BUDGET SOURCE/BUDGET IMPACT: $33,000 per year
RECOMMENDED MOTION: Motion to approve Resolution 2012-PL-IT- IGA- SCH -EXI-
R -1165, a Resolution Approving and Authorizing an Intergovernmental Agreement
Between the Village of Oak Brook and School District 53 for the Shared Use of a
Technology Support Specialist.
Background/History:
Attached is a proposed intergovernmental agreement between the Village of Oak Brook and
School District 53 for the shared use of a Technology Support Specialist.
During the staff cutbacks a few years ago, the IT division was reduced from 3 full time staff to 2
full time employees and I part time employee. We have had difficulty keeping qualified part
time IT staff and have had to use more expensive consultants. In recent discussions I had with
District 53 Superintendent Martin, she indicated the District was also seeking an IT person, but
did not need a full time individual. We discussed the idea of sharing a full time IT employee.
Some local governments are now moving towards this employment model of sharing personnel
with other local governments to save costs.
While the cost of hiring a full time employee will be higher (estimated $33,000 for our share
versus $19,000 for a part time employee), we expect to get a more qualified employee who
would also have a longer tenure than a part time employee. The employee will actually be a
School District employee, but the Village will be involved in interviewing and hiring the
employee. The employee's responsibilities for the IT division will be:
• Setup & Maintaining Computers
o Makes recommendations and assists with the purchase of computer equipment.
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• Provides setup and configuration of computers and associated devices.
• Installs and configures software applications on computers as required.
• Keeps inventory records of all IT hardware and software products.
Help Desk Function
• Answers and responds to Help Desk calls.
• Maintains a detailed log of all help desk calls.
• Performs hands -on repairs at the desktop level including
• Installing and upgrading software
• Implementing file backups and
• Configuration of systems and applications.
• Maintains maintenance and repair records of all ITS equipment.
• Performs computer security and patch updates as necessary
• Perform post - resolution and follow -up to all Help Desk calls.
Purchasing Supplies
o Will assist in purchasing IT Division supplies in order to maintain an adequate
supply of all Division expendables.
Backup Procedures
o Performs daily and weekly data backup procedures as detailed in the IT Division
policies.
Network Support
• Is able to create user login and email accounts using Active Directory
• Assists end users with network authentication issues.
• Is responsible for assuring that all Village computers are receiving current
operating system updates /patches and virus /spyware definition updates.
• Is responsible for cleaning infected computers from virus, spyware and malware.
• Assists in departmental technology projects, from research through
implementation.
• Disposing of Obsolete Equipment
Recommendation:
That the Village Board of Trustees approve Resolution R -1165, approving and authorizing an
Intergovernmental Agreement between School District 53 and the Village of Oak Brook for
shared use of a Technology Support Specialist.
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RESOLUTION 2012- PL- IT- IGA- SCH -EXI -R -1165
A RESOLUTION APPROVING AND AUTHORIZING AN INTERGOVERNMENTAL AGREEMENT
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND SCHOOL DISTRICT 53
FOR THE SHARED USE OF A TECHNOLOGY SUPPORT SPECIALIST
WHEREAS, the Village of Oak Brook ( "Village") is an Illinois municipal corporation; and
WHEREAS, Article VII, Section 10 of the 1970 Constitution of the State of Illinois authorizes units
of local government to contract or otherwise associate among themselves "to obtain or share services
and to exercise, combine, or transfer any power or function, in any manner not prohibited by law or
ordinance," as well as to use their revenues, credit and other resources for intergovernmental activities;
and
WHEREAS, the Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq., also authorizes the
joint use and enjoyment of the powers, privileges, functions and authority of local governments; and
WHEREAS, due to budgetary constraints, the Village reduced staffing in its Information
Technology Division ( "Division ") from three full -time positions to two full -time positions and one part-time
position; and
WHEREAS, despite diligent effort, the Village has not been able to attract and retain a qualified
employee for a sustained period of time to fill the Division's part-time position ( "Part -Time Position "); and
WHEREAS, the Village desires to avoid the cost and disruption to operations associated with the
high turnover rate of personnel in the Part-Time Position; and
WHEREAS, School District 53 ( "District') desires to hire a part-time employee to perform similar
information technology responsibilities as those assigned to the Division's part-time position; and
WHEREAS, the Village and District desire to combine their resources and share the services of
one full -time information technology employee, which would allow the Village to attract and retain a more
qualified employee than hiring a part-time employee; and
WHEREAS, the Village and District have prepared an intergovernmental agreement
( "Agreement'), attached hereto as Exhibit A, to facilitate the hiring of one full -time Technology Support
Specialist, whose services the Village and District will share pursuant to the terms of the Agreement; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Agreement, in a final form as approved by the Village Attorney;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the Agreement. The President and Board of Trustees hereby
approve the Agreement by and between the Village and District in a form acceptable to the Village
Manager and the Village Attorney.
Section 3: Authorization and Execution of the Agreement. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the final Agreement on behalf of the Village.
Resolution 2012-PL-IT-IGA-SCH-EX1 -R-1 165
Approving and Authorizing the Shared
Technology Support Specialist Agreement
Page 2 of 3
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
APPROVED THIS 131h day of March, 2012
PASSED THIS 13th day of March, 2012
Ayes:
Gopal G. Lalmalani
Village President
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2012-PL-IT-IGA-SCH-EX1 -R-1 165
Approving and Authorizing the Shared
Technology Support Specialist Agreement
Page 3 of 3
EXHIBIT A
[Intergovernmental Agreement]
INTERGOVERNMENTAL AGREEMENT BETWEEN BUTLER SCHOOL DISTRICT
NO. 53 AND THE VILLAGE OF OAK BROOK FOR THE SHARED USE OF A
TECHNOLOGY SUPPORT SPECIALIST
This Agreement for the shared use of a Technology Support Specialist (this
"Agreement ") is entered into as of , 2012, by and between the Board of Education of
Butler School District No. 53, an Illinois School District ( "Butler SD" or "District ") and the
Village of Oak Brook, an Illinois municipality ( "Village "). Butler SD and the Village are
hereinafter sometimes referred to individually as a "Party" or together as the "Parties."
WHEREAS, each Party to this Agreement is a unit of local government authorized by
Article VII, Section 10 of the Constitution of the State of Illinois of 1970, by the
Intergovernmental Cooperation Act (5 ILCS 220/1 et seq.), to enter into this Agreement and to
enjoy and carry out or cause to be carried out its rights and obligations under this Agreement;
and
WHEREAS, the Board of each Party has determined that it is in need of the services of
a Technology Support Specialist commencing April 1, 2012; and,
WHEREAS, the Parties have determined that it is in their best interests to jointly use the
services of a Technology Support Specialist, sharing his/her time equally (50/50),
NOW THEREFORE, in consideration of the promises hereof and the mutual covenants
and agreements contained herein, the Parties to this Agreement agree as follows:
A. EMPLOYMENT OF TECHNOLOGY SUPPORT SPECIALIST
Butler SD shall employ a Technology Support Specialist commencing on or about April
2, 2012. Butler SD shall provide that the Technology Support Specialist is to spend 50% of their
time providing services for the Village in accordance with the terms of this Agreement.
B. QUALIFICATIONS AND SERVICES TO BE PROVIDED
The Technology Support Specialist shall maintain during the term of this Agreement a
valid and properly registered certificate issued by the State of Illinois Teacher's Certification
Board qualifying them to act as the Technology Support Specialist, including all required
endorsements.
The Technology Support Specialist's duties shall include, but are not limited to, providing
the following services to the respective Parties, as necessary and directed by the respective Party:
Perform all computer equipment checkout, repair and maintenance (maintain
and repair all technology equipment including printers, computers, monitors,
AV equipment, peripherals and telecommunications);
2. Install all software updates and deploy all image management;
3. Manage username, passwords, and supplies as needed;
4. Support web pages;
5. Troubleshoot issues and track all time and tickets in a centralized system;
6. Devote their best efforts
not undertake or accept
their assigned duties.
C. REPORTS AND RECORDS
to the technology support of the respective Party and
other employment or responsibilities in conflict with
The Technology Support Specialist shall maintain records and reports in accordance
with the policies of each Party, and in accordance with applicable law. All such records,
including information and notes prepared or provided by the Technology Support Specialist
shall be the property of the Party for which services are provided. The Technology Support
Specialist shall not disclose one Party's confidential information to the other Party without advance
approval.
The Technology Support Specialist shall comply with the provisions of the Illinois
School Student Records Act (105 ILCS 10 /1 et. seq.) and the Federal Educational and Privacy
Rights Act (20 USCS 1232g et. seq.) which governs the release and disclosure of student
records. No student records shall be disclosed by the Technology Support Specialist without the
prior written consent of the District, and/or the parents of the student.
D. FACILITIES, MATERIALS AND EQUIPMENT
Each Party shall provide to the Technology Support Specialist during the term of this
Agreement:
1. All forms, equipment and supplies necessary to support the technology programs;
2. Each party will have their own space for storage for the Technology Support
Specialist.
3. Copies of all pertinent policies, rules and regulations with regard to the duties of the
Technology Support Specialist.
E. INSURANCE AND LIABILITY
Each Party shall be responsible for insuring the Technology Support Specialist for
services provided to that Party. Each Party shall provide general liability insurance covering the
Technology Support Specialist and provisions of services under this Agreement, including
transportation between the District and the Village, up to the maximum amount of $2,000,000.00
per occurrence. Each Party shall furnish to the other a valid Certificate of Insurance evidencing
that it has adequate general insurance coverage. The Certificate shall be delivered by each Party
before the Technology Support Specialist is to provide services.
Neither Party shall be responsible for any liabilities arising from the fault or negligence
of the other Party, or their employees or agents, or for the Technology Support Specialist while
performing duties for the other Party. It is understood and agreed that neither Party shall be
legally liable for any negligent or wrongful acts either of commission or omission, chargeable to
the other Party unless such liability is imposed by law. This Agreement shall not be constructed
as seeking to either enlarge or diminish any obligation or duty owed by one Party to the other.
F. COST OF SERVICES
The Cost of Services will be based upon the total cost and expense of employing the
Technology Support Specialist. Primarily, this cost will be derived from an annual salary not to
exceed $51,000, and the specific salary under that amount shall be subject to the Parties mutual
consent before the District hires the Technology Support Specialist (subject to annual increases
agreed to in advance by both Parties), and the benefits customarily provided to twelve month
employees at the District, including, but not limited to health insurance, dental insurance, long-
term life and disability insurance, and the contributions due IMRF, FICA, Medicare by the
District.
Each Party shall be responsible for one -half (1/2) of the total Cost of Services. The
District will invoice the Village for its share of the Cost of Services. The District will submit
the first invoice to the Village on May 1, 2012. Thereafter, the District will submit an invoice to
the Village once every six (6) months. The Village agrees to pay all invoices within thirty (30)
days of receipt.
G. TERM OF THE AGREEMENT
This Agreement shall be effective upon the execution by the Parties and shall continue
until such time that the Parties determine that the shared service of a Tech Specialist is no longer
desired.
Additionally, either the District or the Village shall have the right to terminate this
Agreement at any time by providing the other Party with a sixty (60) day notice of termination.
H. INDEMNIFICATION
The Parties agree to indemnify, reimburse, and hold each other harmless against any and
all claims, liabilities, causes of action, damages, expenses, costs and fees, including attorney's
fees, that either party incurs arising out of or occurring in connection with the negligent, reckless
or intentional misconduct of the other Party, only to the extent required or permitted by law.
I. ENTIRE AGREEMENT
This Agreement contains the entire agreement and understanding of the Parties. Any
subsequent modifications to this Agreement must be in writing and signed by both Parties to be
binding.
J. AUTHORIZED SIGNATURES
The undersigned parties are authorized on behalf of the District and the Village.
BUTLER SCHOOL DISTRICT
NO. 53
By:
THE VILLAGE OF OAKBROOK
Date: 2012 Date: 2012