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AD HOC Technology 2005 06-14-05 Page 1 of 3 APPROVED 7/12/05 UNITED CITY OF YORKVILLE AD-HOC TECHNOLOGY COMMITTEE MEETING TUESDAY,JUNE 14,2005 6:00 P.M. City Hall Conference Room PRESENT: Alderman Dean Wolfer Glory Spies Alderwoman Wanda Ohare James Rudny IT Coordinator,Ron Robinson Bill Powell (arrived at 6:20) Mayor Art Prochaska(arrived at 6:35) The meeting was called to order at 6:05 by Wanda Ohare. Presentations: None 1. Minutes for Approval/Correction—None 2. Proposal for Redesign and Redevelopment of Web Site—Glory Spies recommended the city hire J Rudny. James Rudny was present to answer questions. The calendar will be able to be updated by the city,without having to go through J Rudny. There is an on line content management system. There will be training for 2 people for 4 hours to learn how to use Macromedia Dreamweaver. Ron Robinson asked if website statistics would be available, and Crystal Tech provides those statistics and they are able to be put into a report and printed out. Ron also asked if there would be any ongoing support, and what would the cost be. Once the project is active and if it has bugs to be worked out, those things would be fixed free of charge. Other support could be handled on a per request basis at$100 per hour. There are also support packages that would be at a discounted rate. The language used to create the templates is HTML or Cold Fusion. Dean Wolfer asked about updates. This would fall under support. Support hours could be used for additional web design work, additional design or animation work, additional applications, and things of that nature. As new programs come out there is no need to update the website. The application language J Rudny codes in is an open source code designed to be used on any platform and any browser. If a new operating system becomes available the updating would be handled by the hosting company. If an application J Rudny programmed was creating a bug years down the road, it would then need to be evaluated. Dean Wolfer asked how interactive this website could be. This program is 100% upgradeable for adding additional features,including features that would require third party service(such as an online forum). Wanda Ohare asked James Rudny what made his company better than the others. J Rudny has been around since 1996 and has been involved with a number of internet startup companies and has seen them succeed and fail, so he knows what not to do. J Page 2 of 3 Rudny has worked with destination type clients that promote their city or attraction. Some of the other websites do not concentrate on destination type websites. There will be a 4 hour training session for 2 people, which would cost a little more than what was quoted, since the quote was for I person. Average redesign time for a website is 2—3 months. Ron Robinson said that since the city is on a month to month basis with their current website,the current one can be used until the new one is operational. - Additions to the website would normally be $100 per hour, but since the city is doing such a large project it would be at a discounted rate. There is no monthly fee for J Rudny's service unless the city wanted to use one of the support packages. James Rudny will send a quote for the support packages. The web hosting service is $16.95 per month and James Rudny believes if the city pays the first whole year up front, they would receive 3 months free. Dean Wolfer would like to see more training because Dreamweaver is a complicated program. This will move on to the next COW with a recommendation to hire J Rudny. 3. City Hall Internet Options—Ron Robinson received quotes for Tl lines. SBC wants $550 per month, ICN wants $425 per month, a company from Geneva, called Data Moving Company wants $799 per month, and Time Warner wants $675 per month. The fiber optic lines cannot be used anymore because the new library is being built over where they are at. With the library expansion,the city needs to look at getting another Tl line anyway because the library will have a lot more computers and possible users that would slow the connection on the current line. Another option would be for Data Moving Company to pay to bring in the Tl line and give the city free internet access. The catch is they want a wireless antenna on all 5 water towers. This would connect all the buildings except the riverfront. CIN out of Joliet is also willing to provide a similar plan,but they would not bring in a Tl line, they want to have a radio bridge that would connect the southernmost water tower to their main network. A third option would be to bring in the Tl line, to put the antennas on the water towers and the city would provide wireless internet for the city. Bill Powell pointed out this would be a large project and it would require the city to provide customer service 24 hours a day, 7 days a week. This will come back to committee. 4. 2005—2006 Draft Technology Plan—There were no major changes to this. Ron Robinson has researched the firewalls and said that a sonic wall firewall will cost between$500 - $700. A Gateway Symantec firewall would be $369. Ron Robinson said any firewall costing between$400 - $450 would be adequate. The file server he looked at was from Dell and they would be$2283 each. Currently everything the city does now is on one server. Right now the city needs 2 file servers and an exchange server which would carry the city over for another 6—8 months minimum. Off site storage can be done. If the city put in a Network Area Storage Server, the file servers that Ron would look at would cost less. The NAS server costs 10% - 12%less than a file server. Wanda Ohare said she would like to see things last a little longer,but since the technology is always changing and the server will be on 24 hours a day, 7 days a week they wear out faster. A cycle on a server would be 2 years maximum. Page 3 of 3 5. Additional Business—The next Ad Hoc Technology meeting will be July 12a`at 6:00 pm. The meeting was adjourned at 7:55 P.M. Minutes were submitted by Laura Leppert.