Adhoc Technology Committee Minutes 2006 06-13-06 APPROVED
UNITED CITY OF YORIMLLE
AD HOC TECHNOLOGY COMMITTEE MEETING
Tuesday,June 13,2006
City Hall Conference Room
MINUTES
PRESENT:
Ron Robinson, IT Coordinator
Art Prochaska, Mayor
Dean Wolfer, Alderman
Paul .Tames, Alderman
Bart Olsen
CALL TO ORDER:
The meeting was called to order at 6:03 p.m. by Alderman Dean Wolfer,
MINUTES FOR APPROVAL/CORRECTION:
There were no minutes to be approved.
TOWER RENTAL AND WIRELESS INTERNET SERVICE:
Ron Robinson stated that he and John Wyeth reviewed the contract together. It was
altered and rewritten. The contract has not been reviewed by John yet,but will. When
completed, it can go to COW. Sky Pilot should not be affected since the wireless service
is free. PDQLink might be affected because they charge for their services. Sky Pilot
contacted the City and gave a preliminary overview of the services they provide. Sky
Pilot will do a feasibility study to see if they will come to Yorkville. Ron Robinson has
contacted Sky Pilot by phone and e-mail but has not received a response back yet. Since
PDQLink has a non-exclusive contact with the City for the use of the water tower, the
City is not required to notify them of other uses of the tower.
Sky Pilot places their antennas on street lights. Some street lights are City owned and
some street lights are owned by ComEd. Although Sky Pilot would have a separate
contract with ComEd for the ComEd owned street lights, the City would generate $36 per
light post belonging to the City per month. They use approximately twenty-five street
lights per square mile with Yorkville being a little over eight square miles. If it is
feasible for their signals, the City can specify Sky Pilot to use the City street lights
whenever possible. Sky Pilot will negotiate the fee in turn to eliminate the advertising
banners. Without negotiating the fee there would be a fee for the intemet. Mayor
Prochaska would like to make sure that logistically it is possible for Sky Pilot to meet the
growth demands of Yorkville so that when people move in they will have service.
ADDITIONAL BUSINESS:
City Council would like it to be high priority to get all information available on the
internet in order to get rid of a lot of the paperwork. A wireless access point will be
needed. It will need to be decided if the best way to proceed would be for the City to do
it with its own TI line for security reasons or to find a company that would do this for the
City. A local man will be giving a demonstration later in the week regarding a document
management system that is online. This would allow authorized individuals to retrieve
the information worldwide. He would specifically design and develop his program for
the City of Yorkville, as he has done for other cities. The initial set up cost is about
$2000 and approximately $135 a year for the maintenance. Documents would be
scanned and uploaded to the server or converted to read-only documents for this system.
Electronic versions of documents would be requested for ease of implementing them into
the system. Ron Robinson stated that another document management system was
demonstrated, but it proved cumbersome and time consuming. The site should be secure
with access only given to administrators with logins and passwords. Certain areas can be
restricted and PDF can be protected with passwords. Bids will be taken after they have
demonstrated them first.
Getting laptops for the City was discussed. With laptops it was stated that policies would
need to be put in place. Paul .James suggested that instead of laptops to have terminals
that would stay at City Hall for Planning Commission and all the meetings to use in
addition to the aldermen. But it was stated that they would first need to see if getting
computers would be practical. The pros and cons of having laptops will need to be
discussed along with the cost and savings. Having laptops would require a full time IS
and a 1099 Form if they were used for personal use. Policies for personal use of laptops
would have to be determined and monitored. The computers can be locked down tight so
that they are not used for personal reasons. There are also thin clients that can be used
which are less expensive than a laptop. With them aldermen would be able to bring in
their own personal laptops and hook them to their system for the meetings. The City
could also go wireless which would eliminate all the wires. Ron Robinson would prefer
not to have laptops that are taken home on the network because of viruses,
Ron Robinson is working on the cost factor of printing documents, the rental of
equipment, and the toner and paper costs. Saving time is a consideration too. The laptop
issue will be brought back to the Ad Hoc Technology Committee.
The next Ad-Hoc Technology meeting date will be July 11, 2006.
ADJOURNMENT:
The meeting was adjourned at 6:28 p.m.
Minute Taker—Jeanne Arbet