Committee of the Whole

City of Oconomowoc Committee-Of-The-Whole Tuesday, October 15, 2019 - 7:10 PM City Hall - Conference Room 3 (or immediately following Finance Committee) Notice: If a person with a disability requires that the meeting be accessible or that materials at the meeting be in accessible format, call the City Clerk at least 48 hours prior to the meeting to request adequate accommodations. Tel: 569-2186. 1. Call to order and confirmation of appropriate meeting notification 2. Committee Business a. Consider/act on Creation/Structure/Purpose of City of Oconomowoc Technology Committee 3. Adjourn ________________________________ Diane Coenen, City Clerk City of Oconomowoc Notice is hereby given that a majority of the Common Council will be present at the above scheduled meeting to gather information about a subject over which they have decision-making responsibility. This constitutes a meeting of the Common Council pursuant to State ex rel. Badke v. Greendale Village Board, 173Wis. 2d 553, 494 N.W. 2d 408 (1993) and must be noticed as such, although the Common Council will not take any formal action at this meeting. 1  MEMORANDUM ADMINISTRATION Date: October 10, 2019 To: Mayor Nold, Common Council From: Sarah Kitsembel, City Administrator Re: Technology Committee Creation RELATES TO THE STRATEGIC PLAN V. C. Improve Our Technology; 4. Create Technology Committee BACKGROUND As part of the Strategic Plan update that the Council adopted in July of this year, an item was included to consider the creation of a Technology Committee. This discussion is meant to be an introduction of the topic for the Council to discuss and provide direction on the creation of a technology committee, the committee’s structure and purpose. City’s Committee Structures The City currently has two forms of committees that are actively used in the City – Boards/Commissions & Standing Committees of the Council. Many of the Boards/Commissions defined in our Municipal Code were derived from statute and hold duties and powers beyond an advisory role to the Council. The membership of each includes a mixture of appointed elected officials and/or citizen members. Examples of current Oconomowoc Boards/Commissions include the Library Board, Plan Commission, Police & Fire Commission, Parks & Recreation Board, Board of Review, Board of Zoning Appeals and Bureau of Economic Development & Tourism Commission. The City has 5 standing committees of the Council defined in Section 2.07 of the Municipal Code. The current committees include Finance, Public Services, Protection & Welfare, Personnel and Utility. The purpose of the Council Standing Committees is typically an advisory role to review matters and make recommendations to the Council. The current standing committees of the Council have membership defined in Section 2.07 the City Code to consist of 3 aldermen appointed by the Mayor. The Municipal Code also provides that the Mayor may appoint special committees as they deem necessary. If the Council is seeking an advisory committee to make recommendations a new standing committee could be created or the scope of one of the existing committees could be expanded. Committee Purpose The purpose/scope of the Technology Committee should be discussed by the Council for clarification on intent. Some of the feedback the City has received is centered around a Technology Committee focused on 1 2 external technology issues that could impact the City’s governance, operations or the public. Some municipalities have technology committees that oversee internal technology policies, strategic direction and long-range planning. A draft mission and objectives are below for Council’s consideration. Mission: The Technology Committee shall study the City’s needs, develop planning strategies and make recommendations to the Council concerning technology issues in an effort to make the City more accessible, efficient and responsive to the needs of the public and City operations. Objectives may include:  Provide feedback on the City’s future technology plans, identify priorities  Monitor technology trends and impacts to City infrastructure and services  Monitor legislative matters, make policy/position recommendations  Consider impacts of technologies regarding the City and public’s safety, security and privacy Specific tasks and their priority could be identified by the Committee after it is formed. ADDITIONAL ANALYSIS n/a FINANCIAL IMPACT n/a RECOMMENDATION Council to provide direction on the structure, mission and objectives of the Technology Committee. SUGGESTED MOTION Move to recommend the creation of a Technology Committee and direct staff to draft the appropriate documents for creation to forward to Council for consideration. 2 3