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HomeMy WebLinkAboutInformation Services 09-03-98ST. CROIX COUNTY - INFORMATION SERVICES COMMITTEE MINUTES September 3, 1998 PRESENT: John Borup, Dan Fedderly, Dave Fodroczi, John Krizek, Eugene Hanson, Einar Horne, Rich Loney, Ron Volkert, Tom O'Connell ALSO PRESENT: Kathryn Beutel EXCUSED: CALL TO ORDER: The meeting was called to order at 9:10 a.m. by Chair Tom O'Connell. ADOPTION OF AGENDA: Einar Horne moved to adopt the agenda as presented. Second by John Borup. Adoption of the agenda as presented. PREVIOUS MINUTES: Einar Horne moved to accept the minutes of the August 27, 1998 meeting. Second by John Borup. All in favor. Minutes approved. REVIEW 1999 BUDGETS FOR COMPUTER HARDWARE/SOFTWARE REQUESTS FOR ALL DEPARTMENTS: Cuts were made within the Computer Services department budget and were reviewed by Rich Loney, John Krizek, and Kathryn Beutel. Questions were raised regarding PTO payout and it was indicated that the 1998 amount reflects what was actually paid out in 1998 for 1997. Rich Loney also indicated that the expenses for ADP payroll conversion in 1999 should be reflective of ongoing costs with no further conversion costs. ADP will be implemented in 1998. Cuts were made in the Computer Services budget in the New Equipment line item. John Borup moved to recommend the Computer Services department budget to Finance in the amount of $618,238.00. Second by Dan Fedderly. All in favor. Public Safety Operations — This is a separate budget administered by Computer Services for the purpose of upgrading and maintaining the hardware and software for public safety. The amount for Word Perfect would be placed in the contingency fund based on WordPerfect not being Year 2000 compatible but at this point, new public safety software has not been decided upon so we won't necessarily be using WordPerfect for report writing. Einar Horne moved to recommend $9,524.00 in the Public Safety Operations budget to the Finance Department. Second by John Borup. All in favor. 1 Other Departments — Consideration was given to other department budgets being reviewed by the parent committee for each department and if the requests function overall within the County scope of operations. Discussion also centered around requests for replacement of computers based on Year 2000 compatibility issues — for the most part, the flexibility of existing machines do not meet requirements for network use based on limited hard drive space and memory. Budget requests for computer equipment total $238,498.00. • Child Support Project — This is an in -out offset budget and will be reimbursed by the State. • Law Enforcement (Jail and Sheriff's budgets) — The committee indicated that further description and breakdown is needed within these budgets indicating the number of units and cost of each unit. Kathryn Beutel will assist these departments in the justification and description and will help them review the breakdown costs that were distributed to their departments. • Zoning — Questions arose concerning the amount of $50,000.00 for Zoning software. Again, an actual software package has not been chosen for this department. Volume of permits, information tracking, and state reporting needs were questioned. Kathryn stressed that neither the current server nor the software is Year 2000 compliant. The software will be operational for another year but it is doubtful that the current Permits server will last that long. Plans are to place any new Zoning software program onto the server being purchased for GIS implementation. John Krizek will meet with members of the Zoning department to determine the amount of money into the budget for software. • Health and Human Services Departments — John Borup informed the Committee that many of the requests for PC's are to replace terminals that are currently in place and will no longer be functional based on the decision not to upgrade WordPerfect for Year 2000 compliance. These purchases also cap the ongoing automation efforts in Health and Human Services. Kathryn Beutel was directed to evaluate EDP computers for use in the Training Room to be developed in 1999 at Health and Human Services. Many of the software needs within the 'agency are being served by ECHO and the Microsoft Office suite products. Home Health and Public Health will be sharing costs for the CHAMP software, which tracks client data and demographics. • Laptop and Laser printer specifications — Committee members preferred detailed descriptions of this equipment within other departments budgets based on different amounts being presented within the budgets. • Hardware and Software standards — Recommended this list be reviewed each spring before the budget process. V, CABLING POLICY: Kathryn requested that policy be clarified as Computer Services continues to receive requests for staff members to install cabling. Issues arise concerning warranty purposes, _ down time, logistics within the building framework, necessary equipment, loss of Computer Services and Maintenance staff time for other projects. Committee members preferred that we contract out all cabling and if there is a conflict, then bring the cabling request back to the Committee. OTHER BUSINESS: Summary of the budget meeting — it was agreed that the budget review at this committee level is a worthwhile process. Questions that were answered in this meeting on a pro -active basis will be explained to the Finance Committee in the budget hearings. POSSIBLE AGENDA ITEMS FOR NEXT MEETING: COPS/MORE Grant, Law Enforcement software ADJOURNMENT: Motion to adjourn by Einar Horne. Second by John Borup. All in favor. Meeting adjourned at 10:55 a.m. DATE OF NEXT MEETING: TENTATIVE — October 15, 1998 9:00 A.M. Room 1281, Government Center (Meeting will be called if necessary) Respectfully Submitted By: tt yn Beutel 3