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Tech committee recommends Cassell municipal software; business-license module deferred
Summary
The tech committee recommended a 24-month Cassell SaaS contract covering AP workflow, payroll/timekeeping and permitting; trustees debated payroll integration versus Paychex and decided to remove the business-license module from the near-term scope and send the master service agreement to the village attorney for review.
The Village of Campton Hills tech committee presented a recommended 24-month software-as-a-service agreement with Cassell for municipal operations, including accounts-payable workflow (myAP), payroll and timekeeping (myPay), permitting modules, and other administrative functions.
Phil Paske and Bill (project lead) outlined the benefits of an integrated system: automated invoice routing, role-based approvals, timecard submission and payroll workflow tied into benefits and accrual tracking. Bill told trustees the one-time implementation cost in the proposal was approximately $15,900 for the suite of modules under consideration and that payroll plus training would add to first-year implementation costs; ongoing annual fees for payroll were presented as lower than the village—urrent Paychex spending in year two.
Trustees debated the payroll module extensively. Trustee Janet and others questioned whether Paychex could meet the village's needs and expressed concern about migration and training costs. Committee members argued the integrated solution provides improved approvals, timekeeping accuracy and earned-hours tracking that have been problematic in current practice; the police chief said better PTO and earned-hours tracking would be a major operational benefit.
A focused debate arose over whether to include a business-license module. Several trustees said the village does not currently issue general business licenses and questioned purchasing that module now. The committee said the module could provide a property-level transactional history tied to liquor and gaming licenses and that modules can be removed or added over the 24-month contract term. The board reached consensus to remove the business-license module from the initial scope and directed staff to have the master services agreement and pricing reviewed by the village attorney.
Next steps: Staff will work with the committee and the village attorney to finalize the master services agreement, remove the business-license module from the initial contract, and return with a finalized agreement for board action at a future meeting.
