City Council

MINUTES of the JOINT MEETING of the TECHNOLOGY COMMITTEE and TOWN BOARD November 28, 2023 CALL TO ORDER by Chair Ringhofer at 6:00 pm STATEMENT OF PUBLIC NOTICE read by Chair Ringhofer ROLL CALL: Chair John Ringhofer, Mary Tyson, Anton Rang, Theresa Johnson, Laurie DeRosier. Online: Joel Skinner PLEDGE OF ALLEGIANCE recited ADOPTION OF AGENDA: MOTION to adopt the agenda (Rang/Tyson). Motion carried. APPROVAL OF MINUTES: Technology Committee Minutes of 10-24-2023: MOTION to approve the minutes from the October 24, 2023 meeting (Ringhofer/Skinner). Motion carried. PUBLIC COMMENTS: None ITEMS FOR DISCUSSION and/or ACTIONS BY COMMITTEE 1. Ongoing Items  Sunnylink updates: No new updates from Sunnylink at the time of the meeting. o Disaster Recovery/Cloud Backup o Document management: Synology: John Ringhofer stated that there was a failure with the Synology and suggested we drop this item at this point. Discussion followed. Will add Google Drive/Shared Storage solution and document management to the next agenda. Discussed the need for password and Town information security. There is also a need for a policy regarding the management of passwords, users, etc. Anton will work on creating an initial policy. o Security for Laptop in Town Hall  Town Hall update: Theresa Johnson discussed the approval for the new Town Hall Building at the November 14th Special Town Mee ng. John Ringhofer recommended that specifica ons be given to support and op mize the new building for solar installa on. Also stated it may be feasible to install solar right away. Discussed other IT items for the new building, such as the AV equipment, suspended ceiling, backup generator, power to the building, etc. MOTION that the Town Board consider the following in planning the new Town Hall Building: for solar-design roof for future solar installa on, consider installing solar panels, consider installa on of ba eries for backup power, design with a suspended ceiling, design with conduits per input from SunnyLink & AV, install conduits, not only wiring, in walls and/or floor. Regarding the server room: independent HVAC system with filtered air, le or other sta c-free floor, at least one rack a ached to the floor. Regarding the AV system-move the system we have now to the new building, install new speakers, install two displays. Regarding the power-separate power supply for the new building, consider having the ability to install a new generator, if planning to leverage the fire department generator: route a sufficiently large cable between buildings and determine what equipment is required to switch from grid to backup power (Rang/Ringhofer). Discussion followed. Mo on amended from consider the separate HVAC for the server room to require the separate HVAC. Mo on carried. Discussed the surveillance/security system and a geothermal op on for the new building.  Review IT Budget: Discussed the invoice from Sunnylink regarding replacing a couple of desktops for the Fire Department. RECOMMENDATIONS TO TOWN BOARD: MOTION to recommend to the Town Board that we end consideration for the time being for using the Synology system for shared document storage and we continue to use Google Drive (Rang/Ringhofer). Motion carried. ITEMS FOR NEXT AGENDA: Google Drive/Shared Storage Solution, Document Management; Sunnylink: Disaster Recovery/Cloud Backup, Town Hall Update DATE OF NEXT MEETING: December 19, 2023 ADJOURNMENT: MOTION to adjourn at 7:09 pm (Rang/Ringhofer). Motion carried. Minutes submitted by Teri Kelly