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HomeMy WebLinkAbout01-30-17 Information and TechnologyOFFICE OF THE CITY CLERK KAREEMAII FOWLER, CITY CLERK INFORMATION & TECHNOLOGY January 30, 2016 5:00 P.M. Committee Members Present Committee Members Absent: Other Council Present: Others Present: Agenda: ORGANIZATIONAL MEETING Tim Scott, Derrik Campau Gavin Ferlic, Dr. David Varner, Randy Kelly Karen White Kareemah Fowler, Jennifer Coffman Graham Sparks, Santiago Garces, Dan O'Connor Kick -Off Meeting Committee Chair Scott called the meeting to order at 5:03 p.m. Derrik Campau introduced himself as the new citizen member of the Information and Technology Committee. Committee Chair Scott explained how the IT committee was slow to get off the ground last year with a few moves from council members in committees and how he was excited to pick up the pace for the committee in 2017. Committee Chair Scott requested a training mid - February for council members on the new technology in the Informal Meeting Room, and requested a brief demonstration of the technology by the Clerk's Office staff. Committee Chair Scott posed the question to the committee, Which technology would be best for the Council: Surface, Laptop, or iPad? Personal opinions were given by Dan O'Connor and Committee Chair Scott towards their experience and satisfaction with the Surface. Councilmember Karen White said many council members have both an iPad and desktop, and she thinks that it is unnecessary to have both. Dan O'Connor expressed the inability of an iPad to replace a desktop. Santiago Garces said a few options can be looked at: rolling out new surfaces for all council members or staggering the replacement of existing iPads with a Surface or laptop option, all under the purview of budgetary investigation and review. 455 County-City Building • 227 W. Jefferson Boulevard • South Bend, Indiana 46601 Phone 574 - 235 -9221 • Fax 574- 235 -9173 • TDD 574- 235 -5567 • www.SouthBendIN.gov JENNIFER M. COFFMAN ALKEYNA M. ALDRIDGE JOSEPH MOLNAR CHIEF DEPUTY/ DIRECTOR OF DEPUTY/ DIRECTOR OF POLICY ORDINANCE VIOLATION CLERK OPERATIONS Dan O'Connor brought up the possibility of bringing new technology to the agenda - streaming televisions outside the Clerk's Office and Council Chambers, he stated the pilot technology is being used at the South Bend Police Department and he will reach out to the Clerk's office to collaborate on the initiative. Committee Chair Scott brought up the discussion of live streaming access to the Common Council meetings and the technology behind it. Derrik Campau expressed the possibility of streaming the meeting directly through YouTube. Santiago Garces brought up the relationship between WNIT and the South Bend Common Council and inquired what switching that technology would do to that relationship. He encouraged a further conversation on this matter if the Council deems it necessary or an area of interest. Derrik Campau expressed interest in technology involving a bill - tracking legislative management system. Chief Deputy Clerk Jennifer Coffman explained the Clerk's Office is in first -stage talks with a few different vendors in regard to that technology. Committee Chair Scott asked the question, Are there ways to have some type of kiosk for neighborhood organizations, libraries, or other ways to display what is going on in the City, specifically budget items? Councilmember White reiterated that the citizens want to start the process early. Starting early would allow the citizens to answer the question, What are five (5) top funding priorities for this budget? We need to get more of that type of engagement because many regular citizens are left asking, What are you talking about? Santiago Garces reminded the committee of the already existing two (2) kiosks located in the O'Brien Recreation Center and on the twelfth (12th) floor of the County -City Building and suggested the extension of these technologies. The biggest challenge there, is managing an agreement with the associations with regard to the management of that equipment, then also putting together a budget for that. Committee Chair Scott suggested a possible pilot program for this idea and entertained acquiring feedback. Councilmember White stressed the importance of how this technology can highlight the quality of life portion of the budget. Santiago Garces said, The results of Priority -Based Budgeting are coming out in the next few months, helping translate the relationship between money to the programs people can understand. Aligning this with the objectives of the City and how these objectives align with the citizens, Councilmember White said, We have to ask the citizens what they would like to see in terms of priorities. We have our individual priorities, we have the Council's, but sometimes they do not line up with the citizens'. How do we engage the public in terms of how they see their needs in the budget? Committee Chair Scott suggested The Local Cup as a possible area for a pilot test for this program. Santiago Garces encouraged the use of survey technology in these pilot programs. Derrik Campau confirmed the possibility of survey technology, but said, Part of the goal is having physical devices out there in a known location to help the people that otherwise would not have access to communicative software like surveys. Santiago Garces brought up the City's 2 collaboration with Notre Dame in studying the ethnography of how people have been accessing the digital services, and offered to further discuss that data throughout these continued conversations. Committee Chair Scott brought up the possibility of an ordinance or an ordinance change to allow electronic signatures and electronic filing of all bills, ordinances, APC resolutions, etc... City Clerk Kareemah Fowler referenced the recent Adobe update and how it has been beneficial for making the Council packet. She stated, The public access councilor has advised creating the signatures in there and also provided a list of criteria to be followed. We also need a platform to do this. We are looking at a couple different vendors at the moment, but also want to work with the Business Analyst Department to see how that can all work. Committee Chair Scott said he will be meeting with Legislative Research Assistant Adriana Rodriguez the next day to pursue research on the idea. Santiago Garces said there are many different programs that do many different things with regard to electronic signatures. Committee Chair Scott said, The ultimate goal is it being something recognized by the State of Indiana by law as the official signature. City Clerk Fowler mentioned that some departments are already allowing and using electronic signatures and stressed the importance of bringing together the electronic and paper processes. Committee Chair Scott adjourned the meeting at 5:45 p.m. Re Submitted, Tim Scott, i e n 3