AD HOC Technology Minutes 2004 07-29-04 Page 1 of 6
APPROVED 10/18/04
UNITED CITY OF YORKVILLE
AD-HOC TECHNOLOGY COMMITTEE MEETING
Thursday, July 29, 2004
6:30 P.M.
City Conference Room
In Attendance:
Alderman Munns
Alderwoman Ohare
Alderman Sticka
Guests:
Mayor Prochaska(arrived 6:41pm)
City Administrator Graff(arrived 7:02pm)
Director of Finance-Traci Pleckham
Police Department Office Supervisor-Molly Batterson
The meeting was brought to order at 6:34pm by Chairman Alderman Mum-is.
Minutes for Approval/Correction: May 5,2004: The committee agreed to approve the
minutes for May 5, 2004.
Update on T-1 Line: Traci Pleckham started the discussion by stating that she and
Molly Batterson had a lot of updates to discuss. Molly Batterson handed out a two page
list of updates/issues that they had to discuss with the Committee.
Traci Pleckham informed the Committee that the T-1 line was installed and working well.
They are still working on removing the Library's Firewall to have fewer problems with
programs not being able to go thru two firewalls to get to Internet.
Molly Batterson went on to explain that the firewall that was purchased with the upgrade
at City Hall is going to be big enough to handle both City Hall's and the Library's needs
without losing any security. They are working out how to switch over to the one.
Alderwoman Ohare added that the one firewall being removed will help with having the
VPN connection with Public Works and Riverfront buildings.
Traci Pleckham stated that they are meeting with Russ Walter and E2— Scott Eakon on
Monday, August 2, 2004 at 1pm to finalize. At that meeting they will confirm with Russ
Walter that there is no work to be done on the library's side or need to go to their
Committee Meeting before they can go ahead and remove the one firewall.
Traci Pleckham moved the meeting on to discussing the list of employees/officials to get
e-mail now that the T-1 line is working. They are finishing up the list now. Weblinx will
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be the host for the e-mail connection. WebLinx is currently updating there server,so
they will let Yorkville know when they are ready to go. At that point they will be able to
add as many e-mail addresses as Yorkville needs. With the e-mail accounts updated
Traci Pleckham is looking into Waubonsee Community College for customized training
sessions for the Outlook program that all city employees have access to now, but few
have little knowledge about. The program will give the city employees instant e-mail,
response back, meeting scheduling and so on. Everyone will receive the training as a
general overview of the program.
Chairman Alderman Munns questioned when Andy will have the new server running at
Weblinx. Molly stated that she has been in constant contact with him and they are
working out some bugs. She will be calling him the following Monday to speak with him
and hopes he will be ready to just e-mail the new program so she can start to set up the e-
mail accounts. At that point everyone will just have to forward their e-mails from AOL
and the AOL account can be closed. The only ones not to close out of AOL will be the
employees at Public Works and Riverfront.
Tracy Pleckham stated that"Laura" is looking into Comcast since the City already has
access to one DSL line. She stated that they spoke to an SBC representative and they
give it to Municipalities. Alderman Sticka added that the City has given a list to SBC
regarding all their buildings that are supposed to have an intemet connection. Tracy will
keep in contact with Alderman Sticka regarding how SBC moves along with getting these
connections done with.
Update on Current Phone System: Traci Pleckham went on to state that she met with a
new representative from SBC the day before. This representative deals solely with
municipalities and public entities. The representative gave Traci a list of numbers the
City has now and approximately 30 lines can be cancelled due to the T-1 line being
installed. This will be a tremendous savings for the City.
The representative will also be getting back with Traci regarding moving the long
distance to SBC, which will be saving anywhere from $200-$300 a month. The rate per
minute will go from 12-15 cents per minute down with AT&T now,to 3 cents per
minute. The representative will give the City a written quote. The Committee agreed
this will be a great savings and hopes it all works out how the representative says.
Alderwoman Ohare questioned what the representative will be evaluating about the
phone system on the list of Updates/Issues. Traci Pleckham stated this will be an
evaluation and expansion of the voicemail system. The voicemail system now only has
so many ports which only allow so many people on the system at a time. This is making
it hard for people to leave a voicemail or for the employees to check their own messages.
Traci Pleckham will be setting up training sessions for employees on the phone system
since there are so many new employees since it was first implemented. The training for
the employees is part of the last agreement from when the system expanded to the
downstairs. The training will be in August.
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Additional Business:
1: Molly Batterson stated that the Department bought Dictaphone in 1996 when they
first started using voicemail and dictation system. Since then the system has never been
upgraded. The Department is running off of a 486 PC for Dictaphone, which allows only
one Officer at a time dictate and one transcriptionist at a time. The Department is
looking to have two transcriptionists working, which the current system does not allow.
Ms. Batterson called Dictaphone to get a quote for a new system. The quote was
$45,360.00 for a new system. Ms. Batterson has not checked to see if there are any other
options. The Department will look into other options as well. This will be worked into
their budget for the future. Currently the Department is transcribing approximately 6-8
hours per day.
The Committee suggested looking into see if there was a way to phase the necessities in.
Ms. Batterson stated it is all or nothing due to the fact that you need their server, software
and etc. Alderwoman Ohare stated with being 8 years since the last purchase, it is
legitimate for not being upgradeable with technology changing so rapidly. Molly
Batterson stated she will do some more research before Chief Martin needs numbers for
the new budget.
2: Ms. Batterson went into discussing how LaserFische has been brought up at this
Committee's meetings before. She stated that they were working on getting an actual
LaserFische Representative to come out and speak to the Committee in the near future.
They will be showing what they do as a company and get a couple of proposals from
them.
Mayor Prochaska questioned exactly what this company provided for services. Ms.
Batterson stated that old documents can be taken and put on Laserfische as well as new.
She explained that you can also download electronic documents to put onto Laserfische
to save with making hard copies as well. The Laserfische will be very economical with
how much paper the City goes thru now.
Ms. Batterson explained that they have spoken with other communities regarding using
the Laserfische system. The other communities have stated it has worked well for storing
all documents on the system instead of having to file away all hard copies. A scanner
will be necessary to go along with it to keep the process flowing well. Ms. Batterson
stated the City is making approximately 40,000 copies a month.
Tracy Pleckham will bring the Committee other Community examples. She also stated
that they are looking at getting a 5 year technology plan together with everything
changing so rapidly.
3. Tracy Pleckham discussed with the Committee about how they are getting more cash
drawers in-line downstairs for the MSI system. This will allow the City to handle
building permits downstairs at a faster pace. She went into further explanation stating
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that the City purchased a building permit tracking module for MSI about a month ago.
This allows the City employees to put all the building permit fee sheets on line for each
subdivision to remove the old paper format. This allows the employees easy access for
tracking fees by registering a new permit request by name and address. The system will
track fees and allow the applicant to schedule their inspections right then if requested.
The system also is connected to the Cash Drawers which makes it easier for the City to
charge the correct amount. The system also tracks land cash, school land cash, and any
of the capitol fees that the city is taking in by subdivision, which is great for the budget
so they now how much is flowing in the build out stage.
Tracy Pleckham also stated that the Police Department will have their own Cash drawer
for taking in fees to enter directly into their system.
The Rees department can link up with the MSI system. Tracy is going to call and have
them do the connection, which will allow them to upload all their programs into the
City's system to stop the manual entering of deposits and fees for that department. The
Committee agreed this will eliminate any incorrect entering and will save on the
employees time spent in entering. Tracy Pleckham stated this should all be completed
within the next two months.
4. Tracy Pleckham stated that the Police Department will be moving over to the City's
Server so all will be on one by next week. It will be on the Microsoft Server, due to the
fact that the Novell Server the Department is currently running on is not going to be
supported by the company. This will consolidate the Server and will save the City money
by running on one.
Molly Batterson stated that the City will have to look at budgeting an upgrade on the
Server for the following year. This version upgrade is for security issues and it has not
been upgraded for approximately two years. This process is not tremendously expensive
and is a constant need with changes in technology. Tracy Pleckham stated it should be
around $1,000 to $2,000 at the most. They are holding off for this year in case there is a
bigger issue they may need that money for.
Alderman Munns questioned if they were going to have the Technology line item in the
budget for the next year. Mayor Prochaska stated if the Committee could complete the 5-
year plan for what is necessary; it could be put in the budget. This will keep the process
moving correctly. The Mayor would like the City to be able to get away from upgrading
when it is crucial and have a plan for what should be taken care of when. Molly
Batterson agreed that this was necessary and the plan is almost complete, it just needs to
be finalized and put in writing. This will include finding out what the Committee
member's and staff's goals.
The Committee agreed that since this Committee was started a lot of progress has been
made for the City as far as organizing the City's Technological needs.
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5. Molly Batterson stated that the Police Department is still interested in upgrading their
software to the New World System. The money is still part of this year's budget,being
that it is around$50,000 they are waiting to here back regarding a grant from Kendall
County. In the next couple months they should here back about the grant, either way this
will be budgeted for next year. The Department has not upgraded for almost 10 years.
Alderman Munns suggested that the Department maybe putting together a list of needs
and cost. Molly stated right now the Departments only main needs were updating both
the computer and dictation systems with an estimate cost at$100,000.
Alderwoman Ohare questioned the Committee about past talk of hiring an in-house Tech
to handle all the City's Computer needs. Alderman Munns stated when the City starts
doing the E-packets and more steady work load that will help. Mayor Prochaska stated
that may be a lot sooner than they think with the City's growth. This person will need to
have the time and ability to make sure what the City has is still working properly.
Alderwoman Ohare questioned Tracy Pleckham and Molly Batterson on what they will
be bringing back to the next meeting. Tracy Pleckham stated she would like to focus on
the LaserFische idea with what other communities are doing. Mayor Prochaska added
that he would like to see a rough sketch of the 5-year Plan to go over with the Committee.
The plan will help with preparation for the next year's budget.
Alderwoman Ohare asked if the T-1 line is working out as beneficial. Molly Batterson
stated that her office has pretty much doubled productivity since it has been in place due
to not having to wait on the computer to get things done. The firewall from the City
being removed is all that's left to be finished with that project. Public Works and the Rec
department will be connected at that point as well with no more cost.
6. Alderman Munns brought up the business of the Televised Meetings which had been
previously discussed with the Committee. There is a class at Waubonsie Community
College that can be taken, which will then allow that person to take out the equipment to
record the meetings for the City.
Mayor Prochaska stated that if a current employee were to take on the task, they would
then have to be paid for time recording. So this time would have to be a scheduled event
or they will get paid overtime for a City employee. If the City finds someone not
employed by the City presently to take the position,then it could be a flat fee. He
suggested to first putting a memo out to current employees to see if it will work in-house
first. If no one is interested, then look into the local community for help like the City
does with the minute-taking. Mayor Prochaska stressed that this will be beneficial to the
community to be able to watch the meetings from there home and now what current
events are in the City. The Committee stressed to possibly find a part-time employee to
fill this position so the City does not have to pay out more money for overtime pay.
7. Alderman Munns asked about the laptop discussion the Committee had at the previous
meeting. He was wondering if this would be looked into having put on next year's
budget.
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Mayor Prochaska stated it would not be a problem if the Committee knew it would work
in the 5-year plan as far as being ready and set-up for E-packages. If the City is not set
up for the E-packages,there is no need for having laptop computers available.
City Administrator Tony Graff joined the conversation stating that he had spoken with
the Administrator from Channahon regarding getting their packages together. The
administrator is planning on sending Mr. Graff some pamphlets with ideas and prices for
the City of Yorkville to look at to help with our own planning. Mr. Graff stated that most
of the information that goes into the E-packages is being scanned in to their computers.
Mr. Graff discussed the many options that come along with working with the E-packages.
Mayor Prochaska discussed that this will save time with the minute reading time taken at
the different meetings. If the Committee members are able to look at papers ahead of
time on-line, corrections can be made then and time at the meeting will be spent on more
important issues. Mr. Graff agreed that this would allow the public more necessary time
as well. Mr. Graff also stated that they have their internship program being reviewed by
NIU for the graduate program. They are looking to implement the government e-packets
system where the intern would do all the leg work for the City. Molly Batterson stated
that why they were looking at Laserfische was because you can do a lot more than just
scan a document with it. She stated it scans every word on the document so that anyone
can do a search for anything.
8. Mayor Prochaska stated that something that needed to be done right away, either with
an intern or current employee, is the job of keeping up the web site. He has be told and
noticed that only a partial of the information is making it there. Mr. Graff added that this
has been a problem lately due to the server being under construction so much. The
Committee agreed that someone needs to be put in charge of this issue. The Mayor stated
that maybe the Coordinator position that has been discussed in the Mayor's office should
be pushed along faster. Some of the duties of this position have been identified as taking
care of the City Web site and to oversee the Video Recording of the Meetings. The
Committee agreed this would relieve others of the other tasks that are taking up so much
time by so many other people.
Alderman Munns asked if there was any additional business to discuss. With nothing
else to be discussed the meeting was adj ourned at 7:24pm. The next meeting for this
Committee will be held on August 31, 2004 at 6:30pm.
Meeting adjourned at 7:30 P.M.
Minutes by: Sheila Teausaw
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