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HomeMy WebLinkAboutMN-G&IMR-2006-11-27 GOVERNANCE AND INTERMUNICIPAL RELATIONS COMMITTEE PROCEEDINGS Regular Meeting Monday, November 27, 2006 7:00 p.m. PRESENT: Chair Joel Zumoff Alderpersons (3) Michelle Berry, Shane Seger, Mary Tomlan OTHERS PRESENT: City Attorney— Daniel Hoffman Information Management Specialist - Cindie Day Mayor Carolyn K. Peterson Director of Information Technology— Duane Twardokus EXCUSED: Alderperson David Gelinas APPROVAL OF MINUTES: By Alderperson Tomlan: Seconded by Alderperson Berry RESOLVED, That the Minutes of the October 23, 2006 meeting be approved as published. Carried Unanimously ANNOUNCEMENTS AND REPORTS FROM COMMITTEE MEMBERS: Alderperson Seger updated the committee on the status of the Rental Housing Commission meetings pertaining to the Exterior Maintenance Ordinance. He stated that concerns were expressed about the fact that tenants do not receive notices, and that the Committee would like to draft new language to include this notification. Alderperson Seger further stated that the final draft would be forwarded to the Governance & Intermunicipal Relations Committee for consideration. Quarterly report from the Information Technology Office: The quarterly report for the Information Technology Office was presented by the Director of Information Technology Duane Twardokus as follows: The Ithaca Fire Department server has been replaced, and a redundant system has been created to back-up the City's main network and important systems such as payroll. The City's computer network and e-mail system is a long-term investment, and the IT Department has upgraded the SPAM filter to secure the system from unauthorized users. One of the nice features of the system is that it is web-based so employees are able to complete work outside of their traditional worksites. The telephone system is being over-hauled as it has become obsolete in some departments, and technical support and parts are no longer available. The goal of the project is to standardize phone equipment and services throughout City departments to improve functionality. The video surveillance system for the parking garages has been postponed as it has been determined that there are serious construction barriers to be overcome. Future goals include: • Hire a Database Administrator to maintain current systems and build a centralized system. • Add the IT Department responsibilities and authority to the City Code. A written narrative of the project status report can be found at the end of the minutes. Monthly report from the Mayor on the Council of Governments: Mayor Peterson addressed the committee regarding the Council of Governments that meet on the fourth Thursday of each month. She noted that she would be bringing back updates of the meetings to the Governance and Intermunicipal Relations Committee. Recent Topics that have been discussed: Deer Management Lack of Volunteers for local Fire Departments Affordable Housing Future Topics of discussion: Shared Equipment among Municipalities Shared Alternative Fuel Depot Data Sharing Removal of Dead Animals Mayor's report on City/Town Consolidation Study Group: Kick-off meeting is Friday, December 1, 2006. Wendy Skinner is the Chair of the group. The meeting will consist of developing a format for the agenda, determining what materials will be needed, what the group's strengths are, and what resources are available. Discussion of caucusing considerations: A continuing discussion on the topic of caucusing was held. The City Code currently prohibits Council members from caucusing. In 1985 Common Council enacted a more restrictive version of the Open Meetings Law to ensure that government business was discussed at meetings that were open to the public. Alderperson Berry expressed her interest in being able to meet with Council members to discuss various topics outside of meetings so that they could take time to share information and iron out difficulties. 2 After further discussion it was determined that the topic of caucusing would not be on the agenda again as a discussion item. If a Council member would like to bring a proposed amendment to the City Code to the Committee, it will be added to the agenda for consideration. ADJOURNMENT: On a motion the meeting adjourned at 8:16 p.m. CL.PCL,,CLAN • ki.--14,1, Cindie L. Day Jo- Zumoff Information Management Specialist Chair 3 Project Status Report Department Heads Meeting 11/22/2006 Project Participating Departments _ Status Cell phone system conversion All Completed City Clerk software migration Clerk's Office, IT Clerk's Office has decided to purchase the upgrade to their current system. This should provide a straightforward improvement to the functionality of the software. Installation should happen within next couple months. IFD and Munis server replacements. IFD, Controller's Office, IT Completed. Netware Directory Structure overhaul. All Completed. Completed scope analysis. Have fulfilled goal number 3 from the following list of goals. Project goals include (1) an intrusion detection system and port authentication system to prevent unauthorized Network security. All use of the City's network, (2) a secure virtual private network to allow staff to work from home as needed, and (3)a more robust anti-spam solution. We have been researching our options for fulfilling goals 1 & 2. Overhaul of the phone system at Water&Sewer has been completed. A capital project was approved as part of the 2007 budget to replace the obsolete Phone system overhaul. All systems in IPD and City Hall, and to replace all the phones in IPD. Also, the Building Department phones will be upgraded to digital phones like those installed in other departments. Consultations with City Engineering identified some serious construction obstacles that have postponed the project and will most likely result in increased Video surveillance system IPD, Streets, Attorney's Office, IDP, IT costs. They recommend hiring a security consultant to oversee this project. Engineering has agreed to help put together an RFP for distribution in December.