St. Charles Committee Approves Intranet, Animal Control, and Emergency Aid Agreements

The St. Charles Government Operations Committee met on September 4, 2024, to review key administrative, operational, and intergovernmental items. The meeting included approval of a new employee intranet system, intergovernmental agreements for animal control, and participation in the Illinois Emergency Management Mutual Aid System.

Approval of New Employee Intranet System

The committee approved services to design, develop, and deploy a new employee intranet.

• Project Lead: Penny

• Vendor Selected: KGC Solutions, after a competitive RFP process with 12 respondents.

• Key Benefits:

  • Replaces existing on-premise SharePoint and intranet systems.

  • Reduces city technology footprint by eliminating two city-managed servers, one hosted server, three software applications, and a third-party support vendor.

  • Integrates with Microsoft 365 SharePoint for streamlined access to employee resources, police forms, and internal agendas.

This update is expected to improve operational efficiency and provide city employees with a modern, centralized platform for internal communications and resources.

Intergovernmental Agreement for Animal Control Services

Chief Keegan presented the intergovernmental agreement with Kan County to provide animal control services.

• Duration: January 2025 through December 2027, with a one-year extension option.

• Cost Efficiency: Annual city spending is typically around $500, below the $750 budget, thanks to temporary kennels within the police facility.

• Next Steps: The County Board is set to ratify the agreement in November 2024.

The committee highlighted the cost-effectiveness of this agreement while ensuring continued support for animal control services.

Illinois Emergency Management Mutual Aid System Agreement

Chief Swans presented the Illinois Emergency Management Mutual Aid System Agreement, which allows municipal and county emergency management agencies to assist each other during disasters.

• Purpose: Facilitates coordinated inter-agency response in emergencies.

• Comparison: Similar to existing fire (MAIS) and police (ILAS) mutual aid agreements.

• Committee Approval: Unanimously approved, ensuring St. Charles can both provide and receive disaster assistance under this state-recognized system.

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Executive Session for Collective Bargaining

The committee concluded the public portion of the meeting by voting to enter executive session for collective bargaining discussions. This ensures sensitive labor negotiations proceed confidentially.

Key Takeaways

• St. Charles is modernizing internal systems with the new intranet, reducing IT overhead and improving accessibility.

• The city maintains cost-effective, cooperative animal control services through intergovernmental agreements.

• Participation in the Illinois Emergency Management Mutual Aid System strengthens regional disaster response capabilities.

Conclusion

The September 4 meeting reflects St. Charles’ commitment to operational efficiency, cost savings, and community safety. Through strategic IT upgrades and intergovernmental collaborations, the city is well-positioned to support employees, residents, and regional emergency response efforts.