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AD HOC Technology 2005 07-12-05 Page 1 of 3 PPR WED 8/23/05 UNITED CITY OF YORKVILLE AD HOC TECHNOLOGY COMMITTEE MEETING Tuesday, July 12,2005 6:00 PM City Hall Conference Room PRESENT: Wanda Ohare, Alderwoman Paul James, Alderman (arrived 6:20pm) Dean Wolfer, Alderman Art Prochaska, Mayor(arrived 6:25pm) Ron Robinson, IT Coordinator Bill Powell, Treasurer(arrived 6:35pm) The meeting was called to order at 6:00pm by Chairwoman Wanda Ohare. Presentations None 1. MinutesforApprovaUCorrection: June 14, 2005 The minutes were approved as read. 2. 2005-2006 Draft Technology Plan Mr. Robinson said he would like to remove the"Expenditure" section from the 2005- 2006 Technology Plan because he feels this should be included as line items. These items will need discussion and vendor prices change very quickly. Ms. Ohare asked if these items could include a notation that the prices are constantly changing,but still include it in the Plan. This way, it would be evident that the expenses were being considered. Mr. Robinson said he would re-format the Expenditure portion. The"service ticket'request system has been implemented. This process allows an employee to request assistance using their computer. In most cases, problems are addressed within 24 hours and this system allows Ron to establish priorities based on the requests he receives. When the work is completed, an email is automatically sent to the employee. He said that he had found a free program (when there are less than 200 users) for these service requests. Mr. Wolfer commented that Eric Dhuse was looking for a PM program that would track work orders,problems, equipment and maintenance. Page 2 of 3 There was discussion about the next steps to be taken for this plan. Mr. Robinson said that Ms. Pleckham recommended the Plan be forwarded to C.O.W. However,he felt that the Plan should be used as an overall guideline and model for prioritizing and for actions needed for the IT department. Ms. Ohare asked Ron to give a 10-15 minute presentation at a future C.O.W. Mr. Wolfer said he would like to have goals set to result in actual accomplishments and charts and/or a timeline were suggested. Mr. Robinson said he has implemented the following: • Implemented purchasing and computer standards • Has written policies and procedures • Requested 3-year maintenance and support plan from vendors • Implemented 24-hour response time • Began minimum of 3-year maintenance agreement The new web page was then discussed. Mr. Robinson said he would need to involve Glory Spies since she is working on that aspect. 3. Exploring T-1 Options Ms. Ohare said that Minute-Taker Laura Leppert had earlier mentioned ICN as a possible source of a T-1 line. Mr. Robinson had spoken with ICN and it would cost the City$425 per month to set up a T-1 line. He also spoke with the engineering firm for the Library expansion and they have a technology consultant who handles the technology for new buildings. Ron was given a set of the proposed plans for the expansion and later counted the data"drops" or computer hookups. There are over 130,however, not all these drops will hook up to a computer. Ron pointed out the present T-1 connection course between the buildings and said there is no easy path for the temporary line during construction. He presented 3 different options and showed them on a map to the committee members: 1. Put existing connection in conduit along parking lot and enter through the front. This would result in costly directional boring and would require a new junction box. 2. Install a T-3 line to accommodate the projected growth of the library and city hall. This solution would be more expensive,but the cost could be split between the library and city hall. 3. Install line across the parking lot Mr. Wolfer said he would like to see a cost analysis of the different options. There is also a concern for the Beecher Center since they are included on this connection. Mr. Wolfer asked about installing a temporary satellite to Beecher. This is a possibility. Other vendors have also been invited to present proposals on wireless networks. Those companies are CIN, Server Solutions Inc. and PDQ Link. All of them are proposing to Page 3 of 3 install a wireless network in exchange for water tower space—that space being used to provide residents with high speed broadband service. Those companies would purchase the necessary equipment and the City would gain a T-1 connection and have their own network. Mr. Wolfer asked about the reliability and also what else the City would gain by renting tower space. At this time, Mr. Robinson said that one tower is currently being rented to Sprint for approximately$1800 per month. Alderwoman Ohare asked about the cost if the City did not rent tower space. If that were to occur, the City would neither make money nor have to pay. It was stated that the T-3 line would be the most secure and the quickest. The Mayor asked what would happen if a company went bankrupt after the installation of a wireless system. Mr. Robinson said a contract should include a contingency stating that the equipment on the City's property would then belong to the City. Mr. Robinson would also request"hot spots"within all City parks for use by the residents. Another option requested was free"e-government". Ms. Ohare then summarized the meeting for the Mayor. Mr. Robinson also summarized his thoughts and recommended the T-3 line for City Hall and link the satellite offices by a wireless system. The Mayor said Homeland Security issues also need to be examined in conjunction with any installation. A cost comparison was requested for both the wireless and wire connection. by Mr. Wolfer . According to Mr. Robinson,the PDQ Link company is the best since he felt they would be willing to negotiate more than the other two vendors. Mayor Prochaska suggested their references be checked. The committee decided to meet again on Tuesday, August 9th at 6pm prior to the City Council meeting. Mr. Robinson said he also wants the City Attorney to review the water tower lease agreement. 4. Additional Business There was no further business and the meeting was adjourned at 6:52pm. Respectfully submitted by Marlys Young, Minute Taker