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HomeMy WebLinkAbout01-12-2004 Meeting I I I PUBLIC SAFETY COMMITTEE COMMmEE ROOM - January 12,2004 1:30P.M. PRESENT: Hons. Bob Young, Mayor; Williams, Chairman; Sims, Co-Chairman; Beard and Boyles, members; Steve Shepard, Attorney; George Kolb, Adrllinistrator; Tameka Allen, IT Director; Sheriff Ronnie Strength; Lena Bonner, Clerk of Commission. Also Present: Heidi Williams of the Augusta Chronicle, Stacey Eidson of the Metro Spirit, George Eskola of WJBF. Television and Hons. Cheek, Mays, Smith, Hankerson, Commissioners. 1. Approve and sign Annual Support Agreement with SunGard Oi-Tech, Inc. for the period covering January 1,2004 to December 31,2004. Ms. Sims: I so move. Ms. Beard: Second. Motion adopted unanimously. 2. Approve and sign Standard Software Maintenance Agreement'with New World Systems, Inc. for the period covering January 1, 2004 to December 31, 2006. Mr. Boyles: I move for approval. Ms. Sims: I second. Motion adopted unanimously. 3. Presentation by Mr. Leon Katz of the CSRA Community Coalition regarding gang prevention and education. At this time Mr. Katz made a presentation about concerns of the citizens regarding gang prevention. He asked that the committee participate in a continued information exchange with their group. After a discussion, Mr. Boyles: I move we receive this as information. Ms. Sims: Second. Motion adopted unanimously. 4. Discussion of electronic agendas. (Requested by the Administrator) I Mr. Kolb: At the request of the Mayor we put this item on the agenda as there have been some inquiries from some commissioners as to whether or not the Commission wants to move to an electronic agenda format. It requires that the entire city get on the system and it would all culminate in my office and the Clerk's Office for dissemination and assembly. We have looked at this for a couple of years and we do have a budget for it to move it fOIWard. Our question is whether you want us to proceed with this. We have bids on it that we have not opened but could open or if you want us to look at some modification ofthis system or do nothing at all and continue as we are. I Mr. Mays: What are we talking about in budget dollars? Ms. Allen: Roughly we're looking at $206,000 for just the software. Mr. Kolb: I think the total budget was about $225,000. Mr. Mays: I think it would be prudent for commissioners to have some discussion with the Clerk and her staff. If this system is to be citywide, then I think it should come under the guise of technology rather than just the budget of a small office. If they have specific needs and can work with the staff in IT to develop a program to address those needs which in no way approaches the costs of the system we are discussing, then that should be addressed as a first priority. We could let those figures come back to this committee and the Commission and look at that first before we proceed with the more detailed system. Mr. Grantham: Would we need additional personnel to work with the upgraded system and if that's the case, then do we need the personnel or do we need the equipment? I The Clerk: We would need both. Mr. Grantham: That's my point. Mr. Boyles: Could we go ahead and explore the concept of it without making a decision just now? She has a proposal and we could get everybody's input. Ifwe can do that, I'd make that in the form of a motion. Mr. Chairman: We haven't had any complaints from the Clerk's Office. The Clerk: We had worked with Randy Oliver on this Legistar system some years ago. I had some concerns then about the effectiveness of how it related to the departments as well as the Clerk's Office and the Commission. Mr. Oliver decided at that time that he didn't want to move fOIWard with it because of those concerns. When Mr. Kolb brought it to my attention, I explained that I knew of one city in the state that had that system and that was Marietta. The clerk there told me that I needed to be sure that all departments were acceptable to the system or it wouldn't work. I shared that with Mr. Kolb as well. My most pressing and primary concern is indexing and archiving. I 2 I I I This system doesn't do exactly what I need it to do and we would need another component. Mr. Shepard had previouslyrecommended a tickler system where in the case of a department being given a task to do, that they be reminded to do it. This system could do that. I talked with the City of Columbus and they're going toward a paperless agenda process; I've talked to our IT department about developing that in-house. I've had conversations with other cities about how we can do it at a substantially lower cost. When Mr. Kolb said members of the Commission were wanting this to happen, I said if they want to, then I'd do all I could do to make it happen. But I want the Commission to know there are other pressing issues in the Clerk's Office. We're outdated with our indexing and still doing it manually; however, we're still able to retrieve records at your request. We do need to be upgraded technologywise in the office because we're handling most of it manually but we're doing a pretty good job of it. Those are the things I'd like to see immediately addressed - the archiving and the preservation of our records. Mr. Boyles: I'll make the motion that we pursue the concept of it and discuss it. Ms. Allen: We're discussing the indexing and archiving system now with Ms. Bonner and we are continuing to do that. . Mr. Mays: As a first step I would ask that you as commissioners talk with the Clerk and her staff what they feel they need since they directly report to you and then proceed from there. Ms. Beard: I would move that they continue to work as they have been working to improve their situation. Mr. Chairman: I'll second that. Motion adopted unanimously. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission nWffi 3 I PUBLIC SAFETY AGENDA COMMITTEE ROOM - January 12, 2004 1:30 P. M. I. Approve and sign Annual Support Agreement with SunGard Bi- Tech, Inc. for the period covering January 1, 2004 to December 31, 2004. 2. Approve and sign Standard Software Maintenance Agreement with New World Systems, Inc. for the period covering January I, 2004 to December 31, 2006. 3. Presentation by Mr. Leon Katz of the CSRA Community Coalition regarding gang prevention and education. 4. Discussion of electronic agendas. (Requested by the Administrator) I A - - - ...