AD HOC Technology Minutes 2003 10-22-03 Page 1 of 3
UNITED CITY OF YORKVILLE APPROVED
AD HOC TECHNOLOGY COMMITTEE MEETING WITH
HELD AT THE RIVERFRONT PARK BUILINDING REVISIONS
WEDNESDAY, OCTOBER 22, 2003 12-17-03
7:00 P.M.
In Attendance:
Alderman Marty Munns—Chairman Mayor Art Prochaska
Alderman Larry Kot Administrator Tony Graff
Alderman Rich Sticka Finance Director Traci Pleckham
Alderwoman Wanda Ohare Police Office Supervisor Molly Batterson
Guests:
None.
MINUTES FOR APPROVAL
Corrections were noted to the August 20, 2003 minutes on page one. The minutes for
the August 20, 2003 and September 9, 2003 were approved.
TECHNOLOGY RECOMMEDATION
Alderwoman Ohare questioned if a recent memo from Comcast about digital service had
any affect on DSL or Tl lines. Mr. Graff stated that the memo was just a notice of a rate
increase for service.
Mrs. Pleckham stated she researched the phasing of technology connections to City Hall
as stated in her October 14, 2003 memo. It was determined that it was most cost
effective to get a Tl line to City Hall, Library and Beecher Center and then use DSL
service to other locations. A cost savings will be realized by realigning phones and
disconnecting modems. She stated that if the committee agreed with this direction,more
research could be done regarding the actual cost of the phasing.
Alderman Munns reiterated the three options available;Tl line,DSL and dial-up. He
agreed that this made sense to use the Tl line to the City offices. Mrs. Pleckham stated
that the current library T 1 line will be used. She stated that the band width is enough to
service the three locations. The Committee discussed the reliability of DSL. Ms.
Batterson stated that it is not as reliable as a Tl line in regards to growth and security
connections.
Access to email between the Tl and DSL was discussed. Ms. Batterson explained that
there are issues with email connection and DSL. She stated that Wally Graff from
Software Performance Specialist could better explain this.
Mayor Prochaska stated that as the City grows,there will probably be a shift in buildings.
He agreed that T 1 service to the main buildings be looked at first and a less expensive
service be used for other locations. Ms. Batterson agreed that it is best to get a solid
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infrastructure between a few buildings because then there will be something reliable to
spur off of
Alderwoman Ohare asked if Phase 1 (Tl line to City Hall, Library and Beecher) will
satisfy the Police Department's needs. Ms. Batterson stated it will satisfy the PD's needs
as well as the Library's and Beecher's. Through the DSL line the needs of Public Works
will also be satisfied.
Alderman Kot inquired about the status of the countywide law enforcement program. Ms.
Batterson stated that she will be getting costs for the system such as Oswego has. The
program will allow the four police agencies in the county and the state's attorney to share
information. A Tl line is required to be in the program due to security of the information
that will be shared. Mr. Graff noted that Oswego spent approximately$130,000.00 for
the program however Chief Martin feels Yorkville's cost will be 25%less due to the fact
that Oswego outfitted squads with the system and Yorkville will not be doing this. He
noted that the service will be discussed further at the next Public Safety Committee
meeting. Mr. Graff stated that there could be funds available for the system from
development fees
Alderman Munns asked Mr. Graff to get more information on E-Government for future
committee discussion. This was discussed further and Mr. Graff stated he has researched
it on the internet and he is waiting for more information. He stated that he got a short
summary of guidelines for E-Government that he will copy for the committee.
The committee discussed developing a Request for Proposal(RFP) for Phase I of the
technology connections. Once the cost of this is determined, it can be budgeted next
year. Mayor Prochaska stated that he would like the information by December, early
January the latest, for budget purposes. He also stated that the RFPs should be specific so
they can be compared easier. Mr. Graff noted that the Tl connections will probably take
six to eight weeks to have done after the RFP. He stated that he would present the RFP
information to the committee before it actually goes out.
Mr. Graff stated he would also investigate having an E-Government presentation at a
future meeting.
ADDITIONAL BUSINESS
Laser Fiche
Ms. Batterson reported that there was a meeting scheduled with a representative of Laser
Fiche on November 5, 2003 at 10:00 A.M. She invited committee members to attend.
She explained that the system is used to store documents on the computer which will aid
in retrieval and storage. She stated that she would also be contacting competitors for
pricing. The committee discussed how the system operates, locating the system in the
PD's new file room, scanning documents into the system and cost.
Palm Pilot
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Mayor Prochaska informed the committee that City Secretary Annette Williams was
currently looking into pahn pilots for his use. He has been having problems with
coordinating scheduling with Mrs. Williams and this should help both of them.
System Maintenance
Alderman Kot asked if any decision was made regarding maintenance of the computer
system. Mr. Graff stated that no decision has been made regarding this. He felt it still
needed to be determined if this should be an"in house"position or done by an outside
source. He noted that even if it is done by an outside firm, a city point person will
probably be needed to keep the system operational. Mayor Prochaska noted that this
person could also be responsible for the city's website. Alderman Kot suggested that
maintenance be included in the RFP's for the Tl lines.
Lap Tops
Alderman Munns asked the committee if they had given any further thought to lap tops for
the Council. Alderwoman Ohare stated that she would use a lap top but she questioned if
the Council was ready to use these in the near future. She felt that it was more important
to get the Tl line in place for better communication. Mayor Prochaska agreed the
technology connections should be implemented first but he suggested that the city not
wait too much longer after the system is in place to implement lap tops. The cost of the
lap tops was discussed as was budgeting the funds for them. The Committee agreed that
lap tops are in the Council's future.
There was no fiarther additional business.
The meeting was adjourned at 7:50 P.M.
Minutes respectfully submitted by:
Jackie Milschewski, City Clerk