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AD HOC Technology 2005 08-23-05 Page 1 of 3 [APPROVED 12/27/05 UNITED CITY OF YORKVILLE AD HOC TECHNOLOGY COMMITTEE MEETING Tuesday, August 23,2005 6:00 PM City Hall Conference Room PRESENT: Wanda Ohare, Alderwoman Ron Robinson, IT Coordinator Glory Spies, Community Relations Manager Traci Pleckham, Finance Director The meeting was called to order at 6:1 Opm by Chairwoman Wanda Ohare. Presentations None 1. Minutes for ApprovaUCorrection: July 12, 2005 The minutes were approved as read. 2. T-1 Line Recommendation Ms. Pleckham reported that a summary of the T-1 proposal had been prepared as well as a funding recommendation. SBC was re-contacted by Mr. Robinson, to clarify some points and to request revised quotes for the following: 1. Plain T-1 line 2. T-1 line with router 3. T-1 line with router and firewall Mr. Robinson stated that SBC will maintain the equipment and they also have a 24/7 maintenance plan. The other bid received was from Illinois Century Network(ICN). Currently,the Library has their T-1 connection from ICN. The T-1 line would be plugged into a box currently installed in the lower level of City Hall and a 2-port router would also be maintained by ICN. The costs for these 2 items are one-time fees paid upfront. The monthly service fee for the T-1 is $187.15 plus the purchase of a router and a firewall. The firewall cost would be$800. Page 2 of 3 To summarize the quotes, Ms. Pleckham stated the following: ICN • Out of pockets costs are $2,062 • $187.15 a month service fee for 5 years, locked in SBC • No out of pocket costs • $625 per month for 36 months It was decided that ICN would be the better choice. Mr. Robinson said that a T-3 line would be necessary for City Hall to remain connected to the Library. The Beecher Center is not currently hooked in with City Hall and the Library, however, Ron is working on connecting the Beecher Center and Riverfront Building/Public Works wirelessly into the City. If that is not feasible, Comcast will be available for a short-term connection according to Ms. Pleckham. Public Works and Riverfront both use Comcast at the present time. If the wireless method is used, Beecher can also be linked up. Ms. Ohare inquired as to the cost of a wireless connection. Mr. Robinson is seeking proposals in 2 forms: barter system and full purchase price. An exchange of services is more likely according to Finance Director Pleckham. If a wireless system is decided upon,the work will only take a matter of days. However, due to security issues, Mr. Robinson feels that going wireless is not necessarily the best option. Because the internet access point is shared, $1000 could be used from each the Administration and Police Department budgets. Ms. Ohare commented that this amount seemed considerably lower than when the underground cable was installed and the hookup was completed for the Library. Ms. Pleckham said at that time, ICN was not allowed to service government bodies. Mr. Robinson said that ICN was set up by the State of Illinois to primarily service libraries and schools Mr. Robinson stated that a termination point would be needed outside City Hall to terminate the fiber optic lines and he is working with Eric Dhuse on that aspect. The wires will be maintained for possible re-use at some point. Although this expense is not a budgeted item, Ms. Pleckham said there is adequate money to cover it. She added that the entire amount could come from the Administration budget if necessary and that the project needed to move forward. It will take from 4-6 weeks to complete all the work. Page 3 of 3 When the T-1 line is connected, an IP address will be assigned to the City. According to Mr. Robinson, this will be beneficial to the Police Department when they perform certain functions because the user name will be"masked" and only a number will appear. ICN is researching their ability to implement this function. Mr. Robinson noted that ICN actually obtains their connections through SBC. The Police Department is aware that this masking capability is being requested by the City. Ms. Pleckham ascertained that a motion could be made for half the funds to come from each the Administration budget and Police Department budget. This item will then be placed under the"Mayor's Report". Ms. Ohare complimented Mr. Robinson on the work he has done on this project. 3. Website Update Ms. Spies said she had spoken with Mr. Graff who felt the search process for a website designer company should be initiated again. An RFP will be done as part of this process. Ms. Ohare asked who currently updates the website and it was noted that many City employees are involved and they forward updates to Weblinx. Ms. Ohare cited an instance where she submitted information for the website regarding an important meeting. Unfortunately,the information did not get onto the site in time for the meeting. She also noted it was not in The Beacon News. Ms. Spies said the City needs to be able to update the website themselves. Following these discussions, it was decided to wait for an update and schedule a meeting after the end of September. 4. Additional Business None. The meeting was adjourned at 6:38pm. Minutes respectfully submitted by Marlys Young, Minute Taker