Strategic Plan Approved, Billing Vote Postponed

Introduction

On May 18, 2022, the St. Charles Government Operations Committee convened to address key administrative and strategic initiatives. The meeting focused on utility billing modernization through Northstar Customer Information Systems (CIS) and the approval of a strategic planning contract with BerryDunn. Quick administrative items, including video gaming and fuel tax, were also approved at the outset.

Administrative Approvals: Video Gaming and Fuel Tax

The committee approved routine administrative items, including:

• Video gaming regulations

• Fuel tax information

These approvals ensured ongoing compliance and streamlined administrative operations.

Northstar Utility Billing Software: Modernization Challenges

The primary discussion centered on the Northstar Customer Information Systems (CIS) and Utility Billing Software, designed to replace the city’s 40-year-old billing system.

Current System Limitations

• Character-based interface, difficult to train new staff

• Built on outdated IBM technology, risking lack of future support

• Manual processes required for meter reading and billing adjustments

• Several system “links” beginning to fail, threatening billing accuracy

Proposed Northstar Solution

• Streamlined meter-to-payment process

• Modern customer portal for self-service and potential Automated Metering Infrastructure (AMI) integration

• Easier-to-use graphical interface for staff, reducing errors and training time

Committee Concerns

• Cost-benefit analysis for the nearly million-dollar investment

• References from similar-sized municipalities, particularly those with electric utilities

• Online credit card fees for customers, which remain under discussion

• No existing Northstar electric utility customers in Illinois

Due to these concerns, the committee postponed the formal approval vote to the first City Council meeting in June, allowing staff to provide detailed references, cost breakdowns, and alternative payment options.

Strategic Plan Services Contract Approval

The committee approved a contract with BerryDunn for Strategic Plan Services.

Contract Overview

• BerryDunn selected from two proposals

• Strategic planning process targets completion by October 31, 2022

• Focuses on actionable, results-driven strategies with strong community engagement and fiscal alignment

Committee Discussion

• Timeline and costs relative to other proposals were clarified

• BerryDunn emphasized their experience with local government and community-centric planning

The approval ensures the City of St. Charles develops a comprehensive roadmap for sustainable growth and operational efficiency.

Key Action Items

• Staff to provide detailed Northstar CIS cost analysis and customer references before the June City Council meeting

• Explore ACH-type debit payment options that do not incur fees for customers

• Strategic Plan to proceed under BerryDunn’s contracted timeline and deliverables

Conclusion

The May 18 Government Operations Committee Meeting highlighted St. Charles’ commitment to modernizing critical infrastructure and strategic planning. While the Northstar utility billing system vote was postponed to ensure full transparency and detailed financial justification, the approval of the BerryDunn Strategic Plan contract sets the city on a path toward long-term operational and strategic improvement.