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.