City of O’Fallon Finance & Administration Committee met Jan. 26
Here are the minutes provided by the committee:
Minutes of a regular meeting of the Finance and Administration Committee of the City of O’Fallon, held at City Hall, 255 South Lincoln, O’Fallon, Illinois as well as on Zoom, a video/audio conferencing platform on January 26, 2026
CALL TO ORDER: 5:30 pm
ROLL CALL: COMMITTEE MEMBERS: PRESENT: Chairman Parchman, Campbell, Lotz, Blackburn, Roach
NON-COMMITTEE ALDERMEN: PRESENT: Rosenberg, Hudson, Carney, Muyleart, Vorce, Fohne, Newcomb,
Approval Minutes from November 24, 2025 J. Lotz pointed out that on the agenda, it shows November 24, 2024 not 2025, but the correct minutes were attached. Motion Lotz, Second Blackburn All Ayes
Items Requiring Council Action:
2.1 Resolution to enter into an agreement with BS &A Software, LLC: The City has used New World Systems as our Financial and Utility Billing ERP provider for almost 25 years. In 2016, Tyler Technologies, a leading provider of end-to-end information management solutions and services for local governments acquired New World Systems. Since that acquisition, staff has consistently seen a decrease in their effort of improving and enhancing the current software in addition to an unsatisfactory level in their customer service.
In June, 2025, the city sent out requests for responses to our scope of services in search of a new ERP system. After several months of reviewing several different systems, staff is recommending BS &A. The estimated proposal for the licensing, implementation and conversion will be $264,215. The annual license fee is $85,255. This amount will be included in the FY 27 budget. In order to get on “their implementation list” BS &A requires a signed contract; however, they will accept the first payment after May 1st. By approving the contract now rather than waiting until after the new fiscal year, BS&A can start implementation in April with a target “go live” date of January, 2027 Motion Campbell, Second Lotz All Ayes
Other Business:
3.1 Preliminary FY 27 Budget: Director of Finance commented that the budgeting process for FY 2027 is underway, and the Leadership Team has compiled its initial requests for large spend items (capital items) and personnel additions. Projected tax revenues have been calculated for FY27. IT Manager Dan Gentry and IT Network Manager Tom Davis have completed the proposed IT budget and were available for questions. A listing of the computer software used by various departments within the City was also attached to the agenda packet.
A few pages of the Purchasing Manual are also attached that discuss the approval level process.
The information provided is preliminary data and has not been reviewed or discussed by the Leadership Team as a whole, so it is subject to change. Leadership Team budget review is scheduled for February 2-3. The budget timeline was also attached.
Director of Finance did a brief summary of revenue projections for the general fund. Based on y-t-d projections, expecting a 5.5% increase in revenues. Mentioned that the sales tax included $1.2M grocery tax estimate; however, since grocery tax is now part of a home rule tax, unsure how that will be remitted from IDOR.Â
Council member Lotz commented that the City provided some property tax relief a few years ago by implementing a half-cent sales tax in lieu property tax to help fund parks. Council Member Roach asked if Meijer was included in the sales tax projection. Staff responded no as it will be May 2028 before Meijer will be open.
As a reminder, at the November 24, 2025 finance committee meeting, it was decided that there will be no projects allocated this year from the Build O’Fallon Trust Fund.
The departmental budgets will be presented at the February 23 and March 9 committee meetings.
3.2 Special Census: The City submitted a request to the U.S. Census Bureau for a cost estimate to conduct a partial Special Census of several census blocks which we estimated a growth of approximately 687 new units with 1544 additional residents. Staff estimated additional net revenue of $746K after projected costs over 3 years. Unfortunately, the Census Bureau changed the requirements and they informed us that an entire census tract must be fully within municipal boundaries to conduct a special census. Because census tracts were drawn many years ago, O’Fallon does not qualify and would need to conduct a full citywide special census rather than one focused on growth areas.
Although staff does not believe a city wide special census will be feasible due to the anticipated cost, a request for a cost estimate will be submitted.
3.3 Administration Committee Reports- Reports were provided regarding Grants, HR update, Waste Management report and a Utility Billing Performance report. Information only.
3.4 Treasurer’s Report as of 11/30/25- Info Only
4.1 Public Comments: None
Motion to Adjourn: Lotz Second Campbell All Ayes
ADJOURNMENT: 6:04pm
https://go.boarddocs.com/il/ofallon/Board.nsf/files/DQQUA87B0C42/$file/260126FAMinutes.pdf
