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Campton Hills board approves Civic Systems modules but removes payroll from scope
Summary
Trustees authorized Civic Systems LLC to provide additional municipal software modules but approved an amendment removing payroll modules after debate about timing, implementation risk and conflicting cost figures for the village's current payroll service.
The Campton Hills Village Board voted Dec. 16 to accept a proposal from Civic Systems LLC for additional municipal software modules but amended the resolution to exclude payroll modules, deferring any payroll transition.
Trustee Janet moved to accept the Civic Systems proposal without the payroll modules; the motion was seconded and passed on a roll call vote. The board’s technology committee chair, Bill, told trustees the additional modules would enable workflow automation in software the village already uses, and that integrating payroll with timesheets could speed approvals. "It integrates the time sheets... it integrates the approval process... and speeds up that process," Bill said.
Several trustees and staff urged caution. Finance Director Tim McPhillips and others flagged implementation risks and differing cost estimates for payroll services — figures discussed during the meeting ranged from about $8,000 a year (Treasurer/finance calculations) to a previously cited $18,000 estimate — and warned against switching payroll vendors mid-year. Trustee Janet said she remained concerned about paying training and setup fees now for software that the village could not realistically put into production before next year’s payroll cycle. "We simply cannot use it today and we cannot use it next month," Janet said.
After sustained discussion about timing, costs and the village's past implementation challenges, Janet moved to amend the resolution to accept Civic Systems but to exclude payroll modules; Frank seconded the amendment and it passed by roll call. Trustees asked staff to obtain firmer, itemized numbers and to reopen payroll-related decisions once accurate quotes and an implementation plan are available.
What happens next: Civic Systems modules excluding payroll will move forward under the resolution; trustees asked staff and the technology committee to continue vendor negotiations and return with clarified costs and an implementation timeline for any future payroll transition.
