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AD HOC Technology Minutes 2004 10-18-04 Page 1 of 4 PPROVED 1/19/05 UNITED CITY OF YORKVILLE AD HOC TECHNOLOGY COMMITTEE MEETING MONDAY, OCTOBER 18, 2004 7:00 P.M. City Hall Conference Room In Attendance: Mayor Art Prochaska(arrived 7:38) Alderman Rich Sticka Alderwoman Wanda Ohare City Administrator Tony Graff(arrived 7:05) Police Department Office Supervisor,Molly Batterson The meeting was called to order by Wanda Ohare at 7:01pm. I. MINUTES: Minutes of July 29, 2004 were approved as read. 2. TECHNOLOGY UPDATES Ms. Batterson reported the extra firewall was removed regarding the T-1 line. Alderman Sticka asked if the Park Board was in agreement regarding bills for the T-1, which is actually being paid for by the City. It was suggested that the billing be switched so that the bills are sent to the City rather than the Library. Ms. Ohare complimented the Technology Updates/Issues summary compiled by Ms. Batterson. One of the items in the summary dealt with the Cash Drawers. Ms. Batterson reported those were working very well and she no longer has to manually input information into an Excel file since it is all integrated. Other City departments are working on being integrated as well. 3. VIDEOTAPING PUBLIC MEETINGS- UPDATE A memo was written by Ms. Batterson asking for letters of interest from any employee who would like to videotape City meetings. Alderman Sticka said the matter of videotaping should be brought forth first to the Council as a matter of courtesy for their approval. Ms. Ohare suggested sending this matter to the Administration Committee prior to the Council. Page 2 of 4 4. FOUR YEAR TECHNOLOGYPLAN A Summarized Technology Plan prepared by Ms. Batterson and Finance Director Pleckham was included in the agenda packet. This plan summarizes the future needs and prioritized technology needed for the entire City. A new dictaphone system was suggested for purchase as the current system only allows one transcriptionist and one person dictating at a given time. Two quotes from Dictaphone were also included, in the event this item could be budgeted next year. Otherwise, a new system is scheduled to be purchased in the 2006-2007 budget year. At the present time, only one officer can dictate,but thus far, no backlog has occurred. If the current system were to break down, an immediate replacement would be needed since the present one could not be repaired. Administrator Graff suggested earmarking this project for March or April if additional funding becomes available. At this time,the dictation system is only used by the Police Department. Information on a system called Unique Law Enforcement Tool was also presented. The contents of a recorder are downloaded onto a computer and then transmitted via e-mail to a transcriptionist. This system,however, did not have the"administrative listen" feature to select a specific report. Another system, VPN(Virtual Private Network), is digital and could be used for taking minutes at meetings such as this and the network would be secure. Administrator Graff suggested this system would be useful so that the tapes are always in the possession of the City. These tapes are also backed up on a computer. Ms. Ohare asked Ms. Batterson to conduct more research for a minute-taker application and compile pricing for the Unique Law Enforcement Tool to possibly replace the current tape recorders. The minutes could be downloaded immediately and would give City Clerk Milschewski more control over the minutes. Ms. Ohare suggested the Unique Law Enforcement tool would be a good way to track minutes and avoid problems that occurred in the past. Ms. Batterson also said Detectives could take this system with them and record an interview immediately. A CD then would be burnt from the tape. Memos could also be dictated from home by Committee members. Ms. Ohare and Mr. Sticka suggested the new equipment would be an easier sell to the Council if many uses could be demonstrated. Currently there are many meetings with developers when notes are recorded by Mr. Graff and Mr. Wyrot. The notes are then given to Anna Kurtzman to track for annexation agreements and for review by Kelly Kramer. Ms. Batterson suggested that a part-time transcriptionist might be needed during the day for such occasions. Page 3 of 4 Administrator Graff asked for a further explanation of the wireless network system. Instead of hooking up each laptop into the wall to gain network access, a secure wireless router would"beam out"to laptops for access to the internet, etc. Ms. Batterson will obtain proposals if the Council is interested and Ms. Pleckham would like to include this item in the budget for next year. A recommendation could then be made to the Council and staff regarding this technology. According to Ms. Batterson, this technology is dependent on Laser Fische or other document imaging software. Due to their size, any maps in an agenda packet would still need to be distributed in the paper format. She also said that when the agenda packets are put onto the internet, Laser Fische will convert them into a condensed, computer- compatible format so that word documents do not have to be opened. The paperwork would be minimized since Council members would follow the agenda on the computer and pages could be printed as needed. She pointed out that if the documents are sent to Council members in a web-based program and they click on a link,hard drive space could be saved. The paper copies housed in file cabinets could be destroyed when the documents are available on the computer. Discussion turned to "Phone System Additions/Upgrades" in the Summarized Technology Plan. Ms. Batterson explained that the voice mail is very busy in the morning because the system is built for 40 phones, while the City has 60 phones. She said Laura Brown would like to add the Recreation Department and Public Works would also like to be added to the phone system. The cost of each phone is about$250. In conjunction with these proposed upgrades, the committee moved ahead on the agenda to discuss item#8, the part-time IT tech. Mr. Graff said $18,000 has been budgeted for technology support. This position would centralize the purchase of computer related equipment, obtain quotes, track software licenses and maintain inventory of computers. Alderman Sticka wondered if a person who had all the required qualifications, could be found for part time work. Ms. Ohare stated that she would like to include"background check will be conducted" in the job description. This will be added. This item will move to the Administration committee and be presented by Ms. Ohare. Ms. Batterson was asked to explain this technology to the aldermen/women at C.O.W. A salary range will be determined by Ms. Pleckham. Mayor Prochaska joined the meeting at this time. Page 4 of 4 The committee then discussed the website and related updates. Intern Bart Olson is working on the updates. Andy Clements will be meeting with City staff as a result of delays in requests for web information and server changes. Mayor Prochaska added that other City personnel could be authorized to post items directly to the website in a more timely manner such as agendas and minutes and that no additional software would be needed to accomplish this. Alderwoman Ohare summarized the following: Ms. Batterson will write a recommendation for a new dictaphone system, Ms. Ohare will explain the information to the Administration committee and Mr. Graff will write a request for the phone system. No further information has been received on the county-wide grant for the New World software purchase at a cost of$50,000. A county-wide network is the ultimate goal to be able to share information with other cities. 7. E-Pay Program A letter from Judy Baar Topinka, State Treasurer, was received and included in the agenda packets. This letter offers a program to the City that allows bill payments to be made electronically. There is no cost to the City,however, an agreement must be signed with the State. A small fee of$3.50 is charged to the debit/credit card user. The City Attorney has reviewed the agreement. The following details were also noted: the County currently uses this feature with no apparent problems, a wire transfer to the bank is completed each day and a reader will be needed for the credit cards. Ms. Pleckham and Mr. Powell both recommend this program. This item moves to C.O.W. ADDITIONAL BUSINESS It was reiterated that videotaping of the Council meetings will be moving to the Administration Committee and then to C.O.W. As there was no additional business, the meeting was adjourned at 7:52pm. Minutes respectfully submitted by Minute Taker, Marlys Young