HomeMy WebLinkAboutInformation Services 04-02-98i
ST. CROIX COUNTY - INFORMATION SERVICES COMMITTEE
MINUTES
April 2, 1998
PRESENT: Tom Belongia, John Borup, Dave Fodroczi, Rich Loney, Tim
Ramberg for Dan Fedderly, Tom O'Connell, Gerald Peterson,
Ron Raymond, Ron Volkert
ALSO PRESENT: Kathryn Beutel, Dave Schatz
EXCUSED: John Krizek, Dan Fedderly
CALL TO ORDER: The meeting was called to order at 9:05 a.m. by Chair Ron
Raymond.
ADOPTION OF AGENDA: Adoption of the agenda as presented.
PREVIOUS MINUTES: Rich Loney opposed acceptance of the minutes of the meeting
of March 11, 1998. Second by Gerald Peterson. Minutes were not approved due to
no inclusion on the action of the Operations Specialist positon from the previous
meeting.
CLUES / LAW ENFORCEMENT UPDATE: Bill Krueger reported that Clues is currently
in turmoil and the County will continue the quest for a long term solution to replace
Clues software. There will be a delay in any further municipalities coming on to the
present system and accessing the Clues software due to the problems being
experienced within the Clues corporation at this time. The Public Protection
Committee will be responsible for informing municipalities. Municipalities will also be
invited to attend the Public Safety User's Group meeting to be held April 16 to discuss
participation based on these new developments. The Clues company is currently
unstable 'and although the Clues program itself operates efficiently and we are
receiving the information we need, the future support and development from Clues is
doubtful. We would be risking $12,000 for the terminal controllers if we continue to
go ahead with the operating system upgrade to 4.0 as planned. Municipalities would
be risking an additional $12,000 in licensing fees as quoted by Clues if they begin
using the system and then Clues either becomes defunct or St. Croix County invests
in another law enforcement program. The degradation in the status of Clues
accelerates the search for replacement software.
Tom O'Connell moved to form a sub -committee to follow up on Clues concerns.
Second by Ron Raymond. Discussion followed. Dave Fodroczi expressed concerns
to follow a formal procurement system to determine system requirements and begin
the search for alternative software keeping in mind that an open system will be
required and that hardware needs to be readily available. Proprietary systems will not
be considered. Data conversion would also be a critical component of the contract.
The sub -committee will be responsible for a final solution considering the long range
plan, advantages and disadvantages, and municipality involvement. The sub-
committee will consist of the following people: Gerald Peterson, Bill Krueger, Kathryn
Beutel, Tom Belongia, Ron Volkert, and Dave Schatz. Other law enforcement staff will
be included within the sub -committee structure. The sub -committee will also explore
usage needs of equipment. All in favor for the formation of a sub -committee to
address this problem. The sub -committee will report back at the next meeting.
There is also a concern that if Clues does disband, a contingency plan should be in
place to operate with the current system with minimum upgrades and to contract with
a consultant to provide technical support and assistance. Purchasing the terminal
controllers at this time would allow the current system to survive until a new system
is in place - this would buy time and safety and insure the system to keep running
while recognizing that this amount would be a throwaway.
Dave McQuillen from the District Attorney's office addressed frustrations from the City
of New Richmond perceiving that they are not being allowed to join in the use of the
Clues system. Representatives from New Richmond will again be invited to the Public
Safety Users Group meeting to discuss the internal problems that we are having with
Clues.
SUMMARY OF LONG RANGE PLAN: Summaries were presented from the Strategic
Planning Session held on March 11, 1998. Committee members commented on the
productive session and felt that implementing strategies discussed at the meeting will
help in providing service rather than the immediacy of always fixing problems.
Ron Volkert and Tom Belongia presented the Sheriff's Department summary in an
outline form and indicated that the Sheriff's Department considers the effectiveness
of automation to quantify the use of computerization. Business is increasing in law
enforcement and laptops within squad cars allows officers to be more productive in
the field. More can be accomplished with less staff.
Tim Ramberg reported on continual purchase and upgrade of computer tools to be
more productive and become proficient. Tim also addressed the issue of training on
an individual and group basis stating that employees need to keep current. The
Highway will be including a strategy statement with their formal summary.
John Borup briefly summarized Health and Human Services issues with ECHO
implementation, hardware and software updates, Accounts Receivable replacement
package, bringing the Nursing Home onto the Wide Area Network, and long range plan
issues of e-mail and Internet. Health and Human Services will present a formal
summary at the next meeting.
Rich Loney from Finance will forward a summary indicating the migration of the
General Ledger and Payroll applications off from the HP3000.
Dave Fodroczi indicated that he is representing 6 or 7 different departments and has
not had time to summarize them at this time. However, he did address three issues:
1. Upgrade basic office management automation; 2. Land Information - records
management; 3. Procurement for GIS software - this will be shared among multiple
departments.
The Committee recognized that all users needs should be addressed and represented
on a regular basis. The sense of the Long Range strategy for the County is to be all
inclusive and a total system strategy. The Long Range Plan should have the
functionality to deliver service to all departments. Once Computer Services has
received summaries from deppartments, the Long Range Plan will be brought back to
the Committee for approval. This should be completed for the June session to -allow
for budget considerations.
SECURITY ISSUES - DIAL -IN ACCESS TO COMPUTERS: Consideration was given to
those employees whose field work is tied to the collection of data and revenues and
those employees who are dialing in to do their work as a matter of convenience.
Interactive communication is a growing issue and one that we will need to anticipate
on an ongoing future basis. The Committee questioned how other counties are
handling this issue especially from a security standpoint. Kathryn Beutel will contact
other counties and bring back a draft policy in the future as an agenda item.
TRAINING ROOM AT HEALTH AND HUMAN SERVICES: John Borup informed the
Committee that Health and Human Services staff are in the process of examining what
it would cost to provide a training room in New Richmond and requested support of
this concept to then bring it to the Health and Human Services Board for action.
Kathryn Beutel indicated that training is now being offered on an ongoing basis and
that specialized training needs would also be considered. Wiring and cabling of a
room would be necessary along with equipment needs to develop a training room in
New Richmond. Tom O'Connell moved to support the concept of a training room at
Health and Human Services and to do a feasibility study. Second by Tim Ramberg.
Motion carried - all in favor.
DEPARTMENTAL INTERNET ACCESS REQUESTS: Internet access requests were
presented for Land Conservation, University Extension, and Department on Aging.
Dave Fodroczi moved to approve the requests. Second by John Borup. Tom
O'Connell opposed. All others in favor - motion carried.
POLICY ON PURCHASE OF COMPUTER SERVICES DEVELOPED PROGRAMS BY
OUTSIDE AGENCIES: Kathryn Beutel and John Borup brought forth requests by other
counties to purchase programs developed in-house by Annette Massie. Annette
programmed Access applications for Public Health and Family and Children's Services
that other counties are interested in purchasing. However, there is a cost associated
with the development of these programs in terms of salaries and benefits in
programming time. The question was how to arrive at cost of development and also
the legal issues involved. Corp Counsel will be asked to help develop a document
labeling legal guidelines and that the software is being sold on an "as is" basis.
Kathryn will contact other counties to determine how they approach this issue. Policy
will then be brought back to the Information Services Committee for approval and then
forwarded to Finance.
CLARIFICATION ON ORDERING OFFICE SUPPLIES FROM CORPORATE EXPRESS:
Tabled due to lack of time.
PROJECT UPDATES: Tabled due to lack of time.
OTHER BUSINESS: None.
POSSIBLE AGENDA ITEMS FOR NEXT MEETING: Clues update
ADJOURNMENT: Motion to adjourn by Tom O'Connell. Second by John Borup. All
in favor. Meeting adjourned.
DATE OF NEXT MEETING: May 7, 1998
9:00 a.m.
Room 1281, Government Center.
Respectfully Submitted By:
athr in Beutel