Administrative Services Committee (fka IT/Telecom Committee)

IT/T COMMITTEE DISCUSSIONS 6/21/18 7:30 a.m. Annex Building Meeting called to order at 7:30 a.m. Attendees: Justin Chandler, Mark Starr, Scott Snyder, Dawna Wood, Paul Martin, Holly Miller‐ Downour, Tom Stoughton, and Melody Bobbitt. Committee Members Absent: David Scheffler Meeting Minutes for 4/19/18 were reviewed and approved. Old Business  Any Updates to the following: o Narrow banding Project – no change in the status – patch feature but waiting to be fully integrated; no more expenses; potential software updates; everything is digital; have not encrypted yet but are looking into it. o Fiber optics upgrades/installation(s) begun several years ago – in ground repair completed; still waiting on cabling – SRT fiber pull; just finished camera install at west side building which has had a lot of break‐ins to employee vehicles; signs for the cameras are not posted but we don’t hide the cameras; looking to put cameras at the fire depts. o Development of a Sort Program/Auditor’s Office Evaluation of new Software – Reviewed the results of the Commuter Tax Information; need to confirm with Mayor Scheffler who ran the numbers o Auditor’s office – The new software for the auditors will meet all of our needs – SQL – Web Interfaced – portal – host it local or in the cloud – we have a list of other cities where they have already migrated. The learning curve will be significant – training is included – timeline is 3‐5 months. Need to confirm the archive strategy and determine the data that will be used to do a demo and/or develop a test environment. o 911 Upgrade – 911 Funds – there is not a required to RFP due to the fact that an approved Master Plan is in place. If we look at consolidation of 911 Centers, the county is the biggest component – EMA created the silos. The resolution for the 911 upgrade should come in July (2 readings) – software update – CAD component will be done once the tariff funds get built back up. The earliest it would be is the end of the year and it will run about $125K. They all use analog trunks from AT&T, bottleneck happens when  it comes to transferring calls. Emergitech Zriker bought the current provider and they have the complete suite available. Can be purchased in modules. o VDI – No updates right now. Haven’t purchased any new hardware – considering piloting it with the Auditor’s office when we do the software upgrade. o Audit w/IT and all other depts. – reached out to an Accounting Firm – finally received a quote – will start in August/September – need to have it done by budget development o Office 365 – biggest push since last meeting – 100 emails pushed – 1/3 of the total volume – moving all PC to the active domain. Once done they can do the password security changes. This represents about ½ of the PC. It was suggested that all of the City Council members have their own account and we use Microsoft Teams for city council so we can have group discussions. Question was raised by Mr. Stoughton as to whether or not we train new council people and provide access to the buildings. I replied that as a new city council member I did not receive any type of training like that nor was given any information about accessing the buildings. o We are also looking at video equipment for improving city council recordings. o Police Interceptors – 2 have been completed and the last one would be completed at the end of next week. Currently evaluating a new tablet – looking at a new mount and keyboard. o Install and upgrade a new server – Completed and is up and running. 2018 New Projects o Transit is switching to a state sponsored software – web‐based w/database. Mrs. Bobbitt had a concern about the old contract because she believed it was linked to the MV Transit – Route Match is the software – MV Transit is for driving. o Bldg. Dept. – Upgrade BDS – current software is doing an upgrade – probably will move into 2019 – current software is antiquated – need to determine where to go to get tablets or IPads. o 5‐Year Plan – suggestion was made by Mr. Stoughton to maybe look at a 3‐year plan rather than a 5‐year. Dawna and Mark will look into it and Dawna received the examples Mrs. Miller‐Downour forwarded. The plan is to have a draft within the next two meetings. New Business  o Justin had a presentation but unfortunately the committee ran out of time so it was tabled until the next meeting. We will plan to have presentations every meeting from all members of the IT Staff. Suggestions for future presentations were How are we cross‐functionally trained?; How are we set up from a Disaster Recovery Standpoint? Motion to adjourn made by Mrs. Bobbitt and seconded by Mr. Stoughton. Adjournment at 8:35 a.m.