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HomeMy WebLinkAbout2017 Annual Report of the Information and Technology (IT) Committee �SpU TH 8��O 4 �w P, 6E a Filed in Clerk's Office „ 1865 ` DEC 19 2017 Tim Scott KAREENMAH FOWLER 1sT District Council Member CITY CLERK,SOUTH BEND,IN Common Council President To: South Bend Common Council Office of the City Clerk From: Council Member Tim Scott, Information and Technology Committee Chairperson Date: December 19, 2017 2017 Annual Report of the Information and Technology (IT) Committee of the South Bend Common Council Pursuant to Section 2-10 of the South Bend Municipal Code, the following annual Report to the Information and Technology Committee is filed which briefly highlights some of the activities and projects which took place this calendar year. Duties: The Informational and Technology Committee is charged with "overseeing the various activities of the City's information technologies so that all computer systems, websites, and related technologies are maintained and upgraded so as to remain competitive and up-to-date with currently industry standards" pursuant to Section 2-10 of the South Bend Municipal Code. Committee Members: There were four (4) members on this Committee this year: Council President Tim Scott served as the Chair; Gavin Ferlic served as Vice-Chair; Dr. Dave Varner and Randy Kelly served as members. We had two citizen members, Derrik Campau and Charles Barbour. Meetings and Activities: As of this report held three (6) committee meetings held. Some of the topics addressed included: January 30th was the IT organizational meeting which included discussions regarding amending the city ordinance to allow for legal electronic filings of bills and all details and data supporting them. We discussed new technology to better present council meetings such as portable or off-site video and recording systems. We also discussed PC or tablets for the common council. Our goal in 2017 is to look at how we can better improve the council's performance with technology as well as better ways to improve the citizen's communication and doing business with the city via technology. Also was discussed if the council has any interest in learning sessions for iPad or other technology. April 5th the IT committee discussed the look and maneuverability of the current city website.The City stated a new website was in the works to connect 311 to the new site; there was no date for launch. Clerk Kareemah Fowler discussed the ability for Council meetings to be streamed live via Facebook. Also 227 W.Jefferson Blvd.Rm.441 Office: (574)235-5983 FAX: (574)235-5575 County-City Building South Bend,IN Voicemail: (574)235-5980 TDD: (574)235-5567 46601- 1830 Cell: (574)538-1936 Emai1:.TSCOTT @SOUTHBENDIN.GOV U d W recce a x x 1865 Tim Scott 1sT District Council Member Common Council President discussed were ways and apps to better stream the video to Youtube as well as the need for new cameras. It was discussed about dropping the access to Dropbox, since the Laserfiche access was better. Also discussed was the use of Microsoft Surface tablets vs. ipads. Dr. Dave Varner and I (Tim Scott) would trial the Surfaces. Santiago Garces, Director of Innovation, handed out the IT annual report.There was a brief discussion on the issues with PSAP. July 12th was an update of the PSAP center and the current status of staffing, open operational items as well as the support the City IT department was providing to the County PSAP center. Also explained was dropped calls as reported in the media. For example a dropped call could be where several people an accident calls in and one only call is need to prompt EMS crews. Per Diana Scott,former City PSAP director, it is typical for any center to have dropped calls. Another committee concern was the fact AT&T and the PSAP center were not synchronized on office phones to proper addresses; where businesses use IP centralized phone systems. It has been an issue but Diana Scott continues to work through those issues.The PSAP Center invited all council members out for a tour of the center. Shortly after this meeting Brent Croyman's stepped down as the Director of the Center, he has stayed on as an interim and as an employee on the technology side. September 11th The South Bend School and Office of Innovation presented the IT committee as well as the common council members a survey on new website options pertaining to graphics and navigation. It was an interactive survey on what council members and the public liked and did not like in the look and feel to a possible new website for the city. No launch date or decision on options were announced. November 15th meeting was an update from Ray Schultz, Director of the County PSAP. Schultz, has taken over as the new director.The main concern from the committee was employee capacity and if the center had enough people to properly staff the center. Also, a concern was to cross-training and if there was a plan in place. As of 12/12/1207 a schedule for cross training was shared with the council. Other concerns still exist as in the cost overruns and the point where the center is complete operational, which to this date it is not. Schultz has only been in his position for about a month, so time will tell to the functionality of the PSAP center. We will follow up in three months of 2018. Summary 227 W.Jefferson Blvd.Rm.441 Office: (574)235-5983 FAX: (574)235-5575 County-City Building South Bend,IN Voicemail: (574)235-5980 TDD: (574)235-5567 46601-1830 Cell: (574)538-1936 Email:.TSCOTT @SOUTHBENDIN.GOV 0 Sp TUTU 88F 'pd w � a 1865 Tim Scott 1sT District Council Member Common Council President Overall our citizen members were outstanding with real world IT experience. The PSAP center will continue to be a concern as it struggles to reach its full potential. We will continue to look for innovations to help better connect this council with the citizens of South Bend. Tim Scott IT committee Chairman President, South Bend Common Council 1s District Common Council Representative. 227 W.Jefferson Blvd.Rm.441 Office: (574)235-5983 FAX: (574)235-5575 County-City Building South Bend,IN Voicemail: (574)235-5980 TDD: (574)235-5567 46601- 1830 Cell: (574)538-1936 Email:.TSCOTT @SOUTHBENDIN.GOV