Town Technology Committee Meeting Minutes, April 10, 2008
Posted on: 4/11/2008
Date of Minutes:
04/10/2008
Meeting
April 10, 2008
We met at Town
Hall between 8:30 – 10:30 pm.
In
attendance:
Mike Collins
Joe Ely
Jim Jeffreys, Northeast Computer
Services
Kevin Jeffreys, Northeast Computer
Services
Dave Kliphon
Paul Niedercorn
Bruce Washburn, Town Board Member
Agenda
items, as addressed:
- Online
Registration Option for Recreation Committee
Summary:
- A preliminary registration site is ready for testing.
- The site will not be used for registration at the end
of the month since the host lacks necessary business rules. - Upon approval, online registration will begin with
simpler bus trips.
Actions:
- Joe will work with host service to create and employ
new business rules.
The committee followed up on the intent to employ online
registration for Recreation programs.
Joe created a preliminary site to use for the sake of testing. The site is https://app1.sportssignup.com/lss/login.aspx?lid=12572003,
and is available for testing.
Joe explained that the site host does not have a business
rule for family discounts, a requirement for the
swim camp program. The site is therefore
not ready for rollout at the end of the month, but it is ready for simpler
program registrations such as bus trips, winter basketball, etc… Online registration will then integrate into
usage.
At the moment there is no need to inform the Recreation
Committee, but the Town Board and Rec Committee’s approvals will be necessary
for the first bus trip and other usages.
Also, it was clarified by the Association of Towns that
third party payments are legal. A
discussion regarding how wire transfers work and general problem coverage was
engaged by the team.
Town Board and Rec Committee approval for bus trip first;
blessing for others.
- Infrastructure,
Architecture and Inventory Discussion
Summary:
- Acceptable Use Policy brought to attention
- Potential future computer, network and backup systems
were debated
i.
Unanimous desire to minimize onsite
problems and need for service
ii.
Offsite backups were endorsed
iii.
Web-based or even terminal services
were proposed
- System inventory is needed
Actions:
- Paul will distribute the Town of
Initial discussion of email policy turned to general
municipality infrastructure and architecture.
Jim asked if an Acceptable Use policy was in place, and Paul explained
that one existed that is reviewed and agreed upon by all people using Town
computers.
The team explained how multiple, separate networks exist in
the Town and Village. It was proposed
that a goal would be to get people to use web services in order to minimize
user problems and needed service. Paul
add that a goal would be for one support service for both Town and Village.
Jim asked how service costs were shared across Town and
Village; cost sharing was explained: budgets are separate. Jim mentioned that an IT service contract
would be beneficial to Town/Village, while Joe endorsed an umbrella agreement
where municipalities would pay their own bills.
Paul highlighted the need to get an inventory of all
computer equipments, networks, software and licenses. Kevin brought up the need for central backup
storage.
Joe brought up the comparison of onsite and offsite
services; Joe and Paul agree that offsite services would be best for backup,
assuming load is relatively light and bandwidth can accommodate. And since most content is text (assessors may
have images), offsite archiving would probably be fine. Paul noted that the courts and bookkeeper are
probably good at backing up now. Mike
asked for the network pipe size; Joe’s last test was 600K up, 3 MB down.
Jim proposes the possibility a terminal services
infrastructure as a solution that would minimize onsite service and standardize
computer usage. The goal would be to
minimize the number of computers, and terminals would be switched off at
night. The Jeffreys have installed and serviced
such systems in medical facilities. Cost
would be low, and Kevin notes that servicing is minimal.
Policy and Configuration
Summary:
- Email policy requires rework; personal mail account
usage must be eliminated - An improved mail service is required that will collect
in/out mail, index and archive - Upon migration to mail service, webmail clients should
be utilized for all mail
Actions:
- Jim will research mail services
- Joe will put together a draft of an email policy
- Paul will distribute the current Internet Acceptable
Use Policy Resolution
Pending Actions:
- Bob will put together information needed for data
collection (survey). The goal is
provide clear information to residents so that they can make informed
decisions regarding their broadband service. (from March meeting).
Kevin noted that if personal accounts are being used for
government email, they are FOILable. A
policy enforcing email users to use government email accounts is critical. A move to a webmail client would lessen the
need to use personal accounts.
Joe explained that services exists that have mail servers/appliances
that capture all ingoing and outgoing email, index it and archive it. The mail is more easily FOILable.
The Jeffreys pointed out that several municipalities (
their own mail using Microsoft Exchange Server.
Interestingly PDA mail is very slow.
The cost of an upgraded mail host/server was questioned, and
it was agreed that the cost jump would be significant but worth the difference.
Jim Jeffreys proposes researching Mailstreet and others, but
notes that getting archives from Mailstreet is difficult.
Dave wonders if the use current site and mail host can be
enhanced to collect outgoing mail as well as incoming, and a stricter archiving
process applied. It was determined that
the best approach at the moment would be to select a new mail host, move
accounts, then simultaneously migrate users to a webmail client with stronger
passwords.
All agree that a webmail approach would be the best mail
client, allowing access from any location.
People will still check personal email, but will/should not
intermingle. Joe recommends locking out
personal email.
With regard to site access, a restriction on major, popular
websites is recommended. Jim advises
that a better router (e.g. Sonicwall) and firewall be purchased and installed.
The email host would likely be an appliance, and may require
dedicated hosting. Jim proposes shopping
around first, and expects a storage need of 2.5 MB for three months, or
10MB/year. Joe hopes that a complete mail architecture could be running by the
end of the year.
Jim wondered if the buildings were combined and if
contracting could be combined as well for a low cost small business
server. Kevin and Jim proposed the idea
again and noted that Pawling has the benefit of free Hudson Valley Datanet.
Jim would research Mailstreet, but notes its strict
protection against spamming. Dave notes
that a Web Committee goal is to offload email subscriptions to a third party;
this would eliminate this problem.
Joe will scrub together a draft of an email policy, and Paul
will provide the resolution email policy.
Acceptable Use policy needs updating; Paul will find it and
send it out. Jim distributed an example
of an Acceptable Use Policy and Guidelines.
Dave brings up the topic of password security. The team will require strengthened passwords
when the new mail host is employed and users are migrated to webmail clients.
- Committee
Scope, Purpose
Summary:
- Committee serves both
Town and Village
Actions:
- Dave will begin goals/accomplishments/budget
discussion - Dave will find out how to change committee scope on
website - All: a systems administration plan must be developed
Bruce clarified that the committee serves both the Town and Village.
Bruce opened a discussion regarding the viability and
purpose of the Tech Committee. Dave
confirmed that the committee is extremely valuable to the government and
community and should be leveraged. Also,
there is a clear difference between the scope of the Tech and Website Committees.
Bruce requested that since the committee is now active, the
goals, accomplishments and budget of the committee need to be defined. Bruce referred to his webpage on the website,
as well as minutes from March 16 2006/7?
He made clear that the Finance and Controls Committee will be closely
involved.
Paul reiterates that we need an inventory of the
municipality computer and network systems.
A systems administration plan is needed.
- Assorted
Actions:
- Dave will request that Scott Epters add Mike Collins
to email group. - Scott will be requested to open email to public
registration, with pre-approval.
Mike Collins requested an update of his email address in the
email group.
The group agreed to open the email list to the public, with
the caveat that the request first be reviewed and validated in order to filter
out potential spammers.
The Jeffreys should be included on current Tech Committee
emails.
Next Meeting:
Likely Thursday, April 24th
or Thursday, May 1st at Town Hall (availability pending).