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HomeMy WebLinkAbout09-22-04 Informal Meeting INFORMAL MEETING OF THE COMMON COUNCIL South Bend,Indiana 46601 The September 22, 2004 Informal Meeting of the South Bend Common Council was called to order at 4:03 p.m. by Council President Karen L. White in the Council Informal Meeting Room, pursuant to the Informal Meeting Notice dated September 15, 2004 (copy attached). Persons in attendance included Council Members Varner, Kuspa, Dieter, Pnzzello and White; Mayor Stephen J. Luecke, City Controller Frederick B. 011ett III,Director of Information Technologies Bob Allen,PC Specialist Brent Cummins and Kathleen Cekanski-Farrand, Council Attorney. Council President White noted that Informal Meetings are usually held on the 3rd Wednesday of each month with the City Administration. In light of the budget hearings, this month's Informal. Meeting was forced to be held on the 4th Wednesday. She noted that the purpose of today's meeting is to receive an update on the City's website. City Controller Frederick B. 011ett HE noted that the City Administration's update would focus on four(4) areas, namely: background information and costs, a laptop presentation which each department has already seen, an update on the questionnaire completed by the Council approximately 18 months ago, and the next steps. Mr. 011ett stated that the current website was developed by the IT staff at night and on their own time. The Administration is reviewing quality-control mechanisms currently. Last Spring the City hired Crowe Chisek for their expertise. Director of Information Technologies Bob Allen and PC Specialist Brent Cummins then reviewed a one-page handout entitled "Outsourced Web Design and Hosting" (copy attached). They noted that the average cost to create a page was $250. Costs have averaged $180,000 to create three (3) pages for each department. They then reviewed the advantages of having the website in-house vs. being outsourced focusing on the integration of existing and future software including such items as Groupwise Web Access, Novell NetStorage, Click2Gov, LaserFisch Document Management, Graphical Information System (GIS), etc. Each department would be able to update their own material, develop an approval process for such material and create information. Discussion then took place on security issues. The cost of a web server is $5,000. Click2Gov would provide access to such items as utility bills. It would take about 1/2 hour to learn how to update material for a department's website. All department heads have had meetings on this. Council President White suggested that Dr. Vamer's Information and Technology Committee should meet to discuss who would be able to update the Council's site and the individuals who would be able to approve materials. A 2d handout entitled"Common Council Questionnaire"(2 pages)was then provided to the Committee(copy attached),which summarized items which were part of the original Informal Meeting of the South Bend Common Council September 22,2004--Page 1 Informal Meeting of the South Bend Common Council September 22,2004 Page 2 questionnaire completed by the Council. It identified each item into one of the following classifications: "Have,Future, GIS, Click to Gov,Document Imaging, Intranet and Rectract". A "very rough mock up" of the website was then shown during a power point presentation. It was suggested that the Office of the City Clerk and the Common Council not be listed under "City Departments", since they were separate branches of government. PC Specialist Brent Cummins then demonstrated how a "departmental informational page" could be updated and used the City Clerk's page during the demonstration. He edited the page so that the "Ordinance Violations Bureau"was listed as one of its main functions. It was suggested that business hours be listed on the cost centers page. Dr. Varner suggested that the 1st page of the website is so important since it gives an impression of the overall website. He suggested that a professional be hired to develop it. He also suggested that "South Bend" be printed in larger font, since it is substantially smaller than "21st Century City". Bob Allen stated that an outside source is being hired to develop the opening page. HTE develops modules. He noted that there would be a common look throughout based on the template format. He added that the website must also be compliant with all ADA regulations. In response to a question from Dr. Varner, Mr. Allen noted that the city administration bought a package with customized templates so that there would be consistency within the site. There would be consistent headers and font size throughout. Each department however will be able to develop its own identity. Council President White inquired about the costs for Crowe Chizek and related expenses. Mr. 011ett stated that their contract calls for fees "up to $45,000", however there is reduction in scope language which could make the costs lower. He stated that he would look into all other extra fees and get that information back to the Council. Council President White inquired about the time frame for completion of the project. Mr. 011ett stated that they are targeting the end of the year and that they were meeting with Crowe Chizek this Friday. Council President White suggested that Dr. Varner's Information and Technology Committee also discuss the items listed in the "Common Council Questionnaire" and prioritize the items so that they can be addressed. Informal Meeting of the South Bend Common Council September 22,2004---Page 2 • Informal Meeting of the South Bend Common Council September 22,2004 Page 3 Council Member Dieter inquired about live broadcasts of Council meetings like several other Indiana communities are doing. Mr. 011ett stated that utilizing fiber lines would be the best way; however Mr. Allen stated that there are no cables in the downtown area. Council President White inquired how much it would cost to look at public access. Mr. 011ett stated he would check into that for the Council. Dr. Varner inquired about equipment needs. Mr. 011ett stated that they are looking into Y-FI and localized internet access. Mr. Allen stated that they are also considering electro-magnet capabilities. Hot spots for the business traveler in the Century Center,hotels,etc. Council Member Puzzello noted that there have persons who contacted the Council about hums and micro-waves. Mayor Luecke stated that there are a whole variety of alternatives which are being considered. Council President White inquired about the server and its capability. Mr. 011ett stated the problem was related to the age of the server. Mr. Allen stated the 1st problem with the server was a hardware problem,and after it was fixed it only last 26 hours. He added that a new type of back-up system was installed. He added that software insurance costs approximately one-half of the cost of the original cost of the software. Dr. Varner requested a breakdown of all hardware and software expenses for calendar year 2004 and all of those projected expenses for calendar year 2005. Copies of the rough mock up pages were requested so that they could be reviewed during the upcoming Information and Technology Committee meeting. Council Member Dieter inquired about the lice de partment's website,noting that the City of Fort Wayne Police Department's website provide updated information on a minute by minute bases. He stated that he would check on that in further detail. Informal Meeting of the South Bend Common Council September 22,2004---Page 3 Mr. 011ett thought that this may be intranet information, and voiced concern with regard providing such information. g d Dr. Varner suggested that such information would be no different than information which is now available on a scanner. Council Member Dieter stated that there could be many advantages to this. He stated that he would check with Phil Trent in the police department also. There being no further business to come before the Council, Council President White adjourned the Informal meeting at 5:23 p.m. Respectfully submitted, Karen L. White Council President KCF:kmf Attachments Informal Meeting of the South Bend Common Council September 22,2004--Page 4