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AD HOC Technology 2005 01-19-05 Page 1 of 2 APPROVED 3-16-05 UNITED CITY OF YORKVILLE AD-HOC TECHNOLOGY COMMITTEE MEETING WEDNESDAY,JANUARY 19, 2005 7:00 P.M. City Hall Conference Room PRESENT: Mayor Art Prochaska Alderman Larry Kot Alderwoman Wanda Ohare Finance Director Tracy Pleckham The meeting was called to order at 7:05 p.m. by Wanda Ohare. 1. Minutes for Approval/Correction : October 18, 2004 Minutes approved. 2. Council Chambers Sound System Quote There is a quote from Sound Inc. totaling$6213, and a quote from Thomas Alarm totaling $5593. This will move on to C.O.W. This is for department heads to have microphones and for an assisted listening system for the hearing impaired. This was already in the approved budget. There was discussion think about a projection system sometime in the future. 3. Voicemail Expansion Ouote The quote is for $5,509.71. This is also in the approved budget. There were questions about this. Is this a fair price? If we are replacing our existing system because it is no longer available or compatible, is this enough room for what we are using now and will it have room for expanding? We are currently using 90 mailboxes and this quote looks like we will only have 72. Tracy will get more information and bring this back to C.O.W. 4. Server Upgrade Update This is also in the budget. We will be upgrading the backup tape system and operating system to Windows 2003. The server is estimated to be down for 3 hours. The cost will be roughly $3,000. The work will probably be February I ltb Page 2 of 2 5. Budget 05/06 Proposals a. Exchange Server—This server is for our e-mail Microsoft Outlook Exchange. b. Laserfiche Proposal- $17,244 is the basic system cost and$50,401 is the cost with all the additional software. There was concern about whether or not this would be replacing the actual paper documents. This would be so that there would be some way of searching for the documents you were trying to find, a searchable archive. Tracy will see about getting someone to have a presentation about this. 6. Part-time IT Tech Job Update The application deadline is Friday. 30 applicants have already applied. It was advertised in the record and on the website. Interviews will be in the first two weeks of February and a decision will probably be made the 4s'week of February. 7. E-Pay Program Update It is up and running. Training and installation was on Friday. There is a$3.50 fee and the city does not collect any of the money, it goes to the state. 8. Four Year Technology Plan Update Hopefully the IT person will be able to help with the planning. Everything for 04/05 is close to being complete. The only thing that maybe is not on schedule is the VPN connection, and maybe the new IT person can spearhead that project and get it done. The only change or addition right now for 05/06 would be the MSI Purchase Order Module would probably be a Human Resource Module instead. In 06 we would look at making the IT person full time, and possibly hire another IT person who is more media related rather than technologically related. 4 Proposed Capital Development Fee for City Wide Information System and Technology There was a suggestion made to survey local communities about what they do to keep up with growth and capital development for information systems. Another suggestion would be to redefine the fees and how the money is used. 10 Additional Business None. The meeting was adjourned at 7:50 P.M. Minutes were submitted by Laura Leppert.