Administrative Services Committee (fka IT/Telecom Committee)

IT/T COMMITTEE MEETING MINUTES 10/18/18 Annex Building Meeting called to order at 7:30 a.m. Attendees: Justin Chandler, Mark Starr, Scott Snyder, Dawna Wood, Paul Martin, David Scheffler, Holly Miller‐Downour, Tom Stoughton, and Melody Bobbitt Meeting Minutes for 6/21/18 were reviewed and approved Old Business Updates to the following: o Narrow banding Project – Completed o Fiber optics upgrades/installation(s) – Fiber install at the South Plant will kick off next week – they are using a wireless shot now – expand new phone system – streamline – wells connect to wireless – wells will also be tied in – fiber is overhead until it gets to the plant where it is underground. SIB Bank Loan for which LDOT just got approved for traffic light signals will be tied into fiber. o Development of a Sort Program – No Update o Auditor’s office – Pre‐Bid meeting was held and three vendors showed up for the meeting; other vendors may present bids – no major questions. o 911 Upgrade – kicked off – on site pre‐inspection – tentative date was set – full week before Thanksgiving Hardware will be installed; first week after Thanksgiving, training in IT & Police; first week of December targeted go‐live. o VDI – Still doing research – have allocated funds in the budget for training for a better understanding. Tom Stoughton suggested that the dept. align with a vendor to show them the ins and outs rather than the how – get comfortable with the concept. MORPC user group could provide some insight – need to understand how it works for our environment – need to figure out what you need and then train on that. o Audit w/IT and all other depts. – this has been completed and it has been determined that the standard budget the dept. has used in the past is fair. The Courts still have some control over their own IT but they got the biggest increase in overall charges. The Parks seemed to complain with their cost allocation and they actually got a decrease this year. There were some other reductions this year, 2% maybe. The report was sent to all dept. ahead of their completing their budgets.  o Office 365 – Has been rolled out to all the city. Will look into getting email accounts for all members of City Council. Mark Starr believes the cost will be $360/year – Tom Stoughton suggested that we get the whole package so that we can cross connect everything making it easier to communicate, collaborate and provide public information to those who request it. Mayor Scheffler will look at putting it in the budget. o Updated Video Equipment – Bob Competti will take over the local access channel the 1st council meeting in November. Mayor Scheffler should have the contract at the end of the week. Mayor Scheffler has also been contacted by others about potential content. The studio has been moved to Bob Competti’s office. Tom Stoughton also inquired about the potential of moving the meetings to City Hall given that the building is for sale and the future is somewhat unknown. o Police Interceptors – Completed – the new tablet was a no go due to financial constraints; performing standard maintenance now; they did look at a plastic seat.  2018 Projects o Transit is switching to a state sponsored software – Complete – still using old routing system for reporting; not totally happy with the new system; State mandated helping with remediation and funding. o Bldg. Dept. – not doing the upgrade – looking at new vendor – BDS upgrade is more expensive – new software will help move activity to the field for the inspecting – iPad integration for pictures – cost will go from $50K to $15K by changing vendors; all permits/inspections pictures will be cloud based – Meritage is the new vendor and is already used in Circleville and Delaware. o Multi‐Year Plan – Mark presented a draft of the 3‐year plan – he has been working on the budget. The group was asked to review the plan and provide feedback. New Business  Cartegraph o Scott has modified Cartegraph for the Sanitation Department so that when they collect the trash and find a resident in violation of the new trash program, they can take a picture, provide an approximate cost, time stamp of the violation and send it right to the Utilities Collection. It then gets billed right to the resident. Paul Martin noted that the house must be somewhere in the background of the picture. People will start seeing these shortly and there is an appeal process. Official go‐live of the new policy was 10/1/18.  o They are moving more departments to the cloud and using iPads. o Scott collaborated with not just the department but other users of the product to help increase its functionality  2019 Budget o Cost Allocation proposal complete o Reduction in overall budget o Reduction in charge backs o Anti‐Virus Program change will save approximately $2,000/year o Internet Feeds – Mark negotiated with AT&T/Verizon to save us $10K/year  Staff o Paul Martin indicated that they still have an open position that they will be filling in 2019 as they are finished with unemployment payments o Mark Starr has officially been named IT Director – congratulations were conveyed Next Meeting – December 20th Mayor is still meeting with departments and will get budgets out to all of city council shortly. Motion to adjourn made by Mrs. Bobbitt and seconded by Mr. Stoughton Adjournment at 8:35 a.m.