JOSH DAVIS/BAYSIDE GAZETTE
The Ocean Pines Board last week delayed a decision on purchasing new operational and financial software. A decision was similarly delayed last month.
By Josh Davis, Associate Editor
(May 31, 2018) The Ocean Pines Board of Directors last Thursday again delayed a decision on whether to buy new financial and operational software, this time apparently because more information was requested by the budget and finance advisory committee.
The committee met last Wednesday, one day before the board meeting, presumably to discuss a recommendation. Meeting agendas for that group were last published online in 2016.
A decision on the software purchase was also delayed last month. Members of an association technology work group gave a presentation during a regular board meeting on April 28, and the directors adjourned to a closed session afterward to discuss a vendor contract, but no agreement was reached.
A motion last Thursday to “approve the purchase and implementation of NorthStar Community Association Management solution software to run the Ocean Pines operational environment” was postponed.
According to background on the motion, written by board President Doug Parks and provided in the meeting packet, the technology work group was formed two years ago to “address the current state” of technology supporting Ocean Pines’ operations. A request for proposals for new software was released last December. Five vendors initially responded and four continued through an evaluation process.
“Based on the extensive evaluation that included a considering for outsourcing some of the operations, the TWG recommended NorthStar as the solution that best fit OPA,” Parks wrote in the motion background.
“This enterprise software solution will allow for increased efficiencies and integration of disparate parts of the OPA operational environment. Based on the analysis, there is an expected cost savings over six years of approximately $150,000 and will allow OPA staff to conduct their business in a more effective manner to meet the needs of the membership,” Parks said.
Initial costs for the software and its implementation were not published.
Parks did not attend the board meeting last Thursday. Vice President Cheryl Jacobs on his behalf withdrew the motion and read a prepared statement, apparently from Parks:
“After an additional review with the budget and finance committee, they’ve requested clarification on some of the information presented. In the interest of insuring that all details of the recommendation are fully understood, I am withdrawing the motion at this time. The requested clarification will be provided and work will continue to move forward with this initiative.”
There is some urgency behind the purchase of new systems because of the pending election, in August, when as many as three new directors could join the board and shift the policy toward outsourcing.
Director Tom Herrick, who will not remain after August, said in March looking into new systems would be “a disservice to the association.” He instead favored outsourcing and moved, on March 29, to draft a request for proposals for financial management and accounting software “as a turnkey project.” The motion was defeated, 6-1 with only Herrick voting in favor.
The budget and finance advisory committee scheduled a three-hour meeting today, Thursday, beginning at 9 a.m. in the Assateague Room of the community center on 235 Ocean Parkway.
As of Monday, the next scheduled board meeting was June 23.