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Board approves Cloudpermit software; sets Dec. 1 start after staff demo
Summary
After a product demonstration and discussion about features, costs and data migration, the board voted to adopt Cloudpermit for permitting, inspections and code enforcement, amending the motion to set a December 1 internal start date and carrying the motion on a voice vote.
The Special Board of Trustees voted to contract with Cloudpermit to replace the village’s current permitting platform, Evolve, after a staff demonstration and multi-member discussion about features, costs and rollout.
Staff described Cloudpermit as an online permitting and inspections platform that offers a customizable landing page, mapping and QR-code project notices, a mobile inspection app and better integration of records compared with the incumbent system. "You basically put your address in and kind of start the application," one staff member demonstrated; another staff member said the system can import the village’s GIS data and create a single record for permitting, inspections and code enforcement.
Trustees discussed pricing and contract terms, including a three-year contract and escalation provisions. One trustee raised a security concern about QR-code scams and another asked whether the vendor could raise prices after the initial term; staff said they would follow up with specific questions and that the vendor offered no escalator for the first three years in some documents but that small escalators were expected in later years.
Trustee Conan moved to approve the agreement for Cloudpermit to provide planning, permitting, inspections, licensing and code-enforcement software; the motion was seconded. Trustee 10 (name given in transcript) amended the motion to set a December 1 start date for implementation to avoid paying the incumbent’s annual fee twice; that amendment was seconded and carried on voice vote. The board then voted on the main motion and it carried on voice vote.
Board direction: staff will coordinate data migration from Evolve, confirm the final start date and contract terms with the vendor, and aim to have permitting live by the December 1 initial rollout (with a full public rollout targeted for early 2025).
