Town Technology Committee Meeting Minutes, September 3, 2008

Posted on: 9/06/2008
Date of Minutes: 
09/03/2008



Rhinebeck Technology Committee Meeting Minutes

 

September 3, 2008

 

 

We met at Town Hall between 8:00 – 10:30 pm. 

 

 

In attendance

 

Joe Ely

Dave Kliphon

Paul Niedercorn

Bruce Washburn

Henry Young

 

 

Agenda items, as addressed:

 

 

  1. Technical Inventory

 

Summary:

    • Budget roadblock and funding source was discussed in detail.
    • Funding will come from general IT consulting budget.

 

Actions:

    • Silas will be asked to perform his inventory across two months.

 

 

Dave summarized of the inventory initiative so far.  Bruce had noted a budget roadblock during the last two months, so progress was halted.  Discussion focused on how the initial inventory would be funded (Town/Village), but after a period of deliberation it was realized that consultants invoice against a general IT consulting budget.

 

Therefore, after the discussion, it was agreed that Silas Whittaker would be asked to perform the inventory of the departments he serves as based on the estimate provided.  It will be requested that he divide the work up over two months in order to distribute the cost.

 

 

 

  1. Town/Village IT Policy & Email.

 

Summary:

    • Joe presented an excellent draft of an IT Policy document.
    • The team reviewed the document in detail and made recommendations.
    • Questions regarding use of webmail for capturing and indexing mail have been submitted.

 

Actions:

    • Joe will incorporate recommendations and present an updated document.

 

 

Electronic Systems Acceptable Use Policy

 

Joe presented an excellent draft of an Electronic Systems Acceptable Use Policy document for the team to review.  Team members all offered their opinions and recommendations, and based on these, Joe will revise sections and present a new document before the next meeting.

 

A summary of topics and queries:

 

    • The issue of phones and especially texting via phone was highlighted.  The policy will include the requirement to capture phone text (Key Assumption).
    • Representative accounts may be shared “with consent” (3a, 3c).
    • The restriction of revealing password will be removed based on enforcement other statements (3b).
    • Encrypted files were discussed; restriction will remain (3f).
    • Requirement to send electronic communication to Town Systems was discussed and upheld (4b).
    • Representative-to-Independent Contractor restriction example (5b) will be removed.
    • Definition of “Town Events” was debated and will be clarified as Town approved events (5c). 
    • “Whereas” clause (5c ii) misuse was explained, and policy statement will stand. 
    • Statement requiring electronic file copies to be sent to Town Systems (5c iii) will be integrated into an earlier statement (4b).

 

 

Webmail Usage

 

The team continues to endorse the use of webmail, and question whether the host can capture outgoing messages and offer a search/index solution specifically for FOIL requests.  With the assumption that webmail is employed by all account users, the possibility of using searching an archive mailbox from within the webmail client itself was pondered by Paul (noting that there is no technical barrier in this case).  The possibility of downloading and performing indexes or searches locally was discussed.

 

Dave has submitted questions regarding the use of webmail to capture outgoing mail and the possibility of a search/index application to the web host (HostGator).  A response should come shortly.

 

 

 

  1. Improved Presence

 

Summary:

    • Bruce described many problems facing him as a Board member.
    • Ways to leverage or evolve Tech Committee were discussed.

 

Actions:

    • An email mailbox will be created or assigned to Bruce Washburn.
    • Bruce will have Finance Committee generate a list of deficiencies; Tech Committee may be involved later.
    • Dan Staley will be invited to the next Tech Committee meeting.
    • Bruce will create his own problem list for committee review.

 

 

Bruce joined the meeting in order to discuss his proposed “CIO” idea.  Essentially the Town suffers from a dynamic where consultants perform hands-on service, and the Tech Committee acts in an advisory capacity, but the needs of the Town continue to grow.  Bruce identified a serious need for

 

  1. Solutions (potentially technical) to difficulties of begin a Board member.
  2. A person or group to define technical direction for Town departments.

 

Several topics and issues were presented as reasons for consideration for a CIO role, Tech Committee “marketing”, expansion of consultant roles, or some combination of each.

 

  • For example, if a common virus strikes different departments, different consultants may get involved.
  • There is no commonality across departments although some should exist.
  • Consultant works to a certain scale and are not feasible for larger projects.
  • Consultant roles could be expanded, but eventually an internal employee would be required to reduce expenses.
  • Every department is acting as its own IT fiefdom.
  • The Town continues to have technical needs beyond the scope of consultants and the Tech Committee, but not big enough to revolutionize the IT “organization” (e.g. CIO, internal employee…).
  • Enforcement of policies and email usage will continue to be a problem.
  • Bruce continues to use an outside email.  A mailbox will be created or assigned to him.
  • The Tech Committee needs cheerleader or marketer.  Bruce points out that departments are not aware of the opportunity to use the committee for advice.  Evolution of committee or expansion of consultant roles seems necessary.
  • Financial book situations still exist; a technical tool or application must exist to help simply the process.
  • The concept of a project manager was proffered.
  • It was pointed out that some departments are capable of serving their own IT needs.
  • There is obvious disgruntlement with the lack of clear procedures and inefficient processes.
  • It was questioned whether departments are capable of managing their own budget and whether expenses require signatures, etc…
  • Problems should be identified first; then the Tech Committee may be involved in the solution.
  • Finance committee charged to identify planning and budget procedural and process deficiencies.
  • Dan Staley will be invited to the next Tech Committee to discuss getting planning and zoning maps on CD/DVD.

 

 

 

  1. Committee Budget Estimate.

 

Summary:

    • A committee budget estimate is required by September 22nd.

 

Actions:

    • Due to time limitations at the meeting, budget discussion will continue online.

 

 

Bruce stated that the budget estimate for all committees is due this month, on September 22nd.  The team has already defined the budget categories, so estimates within those categories need to be valuated.

 

Due to time restrictions, no time was left for this topic.  For that reason, budget estimation will continue online.

 

 

 

  1. VitalCheck Document Service

 

Summary:

    • Paul was unable to contact VitalCheck to discuss reason to use their service over state’s.

 

Actions:

    • Paul will try to contact again, otherwise state document service will be used.

 

 

Paul quickly reported that he was unable to contact VitalCheck.  His goal is to ask why VitalCheck’s service would be used by the municipality when a similar service is available through the state.  He will try to contact them again, but suspects that the state service will suffice.

 

 

 

  1. Other Topics

 

Summary:

    • Committee policy statement dismissing members missing three meetings was refuted.
    • Bruce was presented a duplicate Tech Committee binder.

 

 


Bruce’s Committee Policy included a requirement stating that members missing from attendance in three straight meeting be expelled from their respective committee.  Because of digital communication, Tech Committee members continue to serve the committee outside of meeting attendance, so the policy statement was questioned.

 

A copy of the Tech Committee binder, which includes meeting information, policies and topic documents, was presented to Bruce as a reference.

 

 

 

Next meeting.

 

One month, Wednesday, October 8th at 8:00 pm