INFORMATION TECHNOLOGY AND COMMUNICATION COMMITTEE MEETING THURSDAY, JUNE 5, :30 P.M. MINUTES

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1 INFORMATION TECHNOLOGY AND COMMUNICATION COMMITTEE MEETING THURSDAY, JUNE 5, :30 P.M. MINUTES MEMBERS PRESENT: ALSO PRESENT: Commissioners Osieczonek, Hosey, Harris, Barr and Spence. John Fuentes. The June 5, 2014 regular meeting of the Information Technology and Communication Committee was called to order at 5:30 p.m: by Chairman Osieczonek. Commissioner Hosey moved to approve the minutes of the May 1, 2014 meeting, as presented.. Commissioner Harris seconded. Motion carried. Updates were provided on the jail security system and network infrastructure projects. Discussion held. A budgetary estimate to implement a paperless meeting project for the Board of Commissioners was distributed and discussed. Commissioner Hosey moved to include a budgetary amount $15,000 in the computer fund for a Board electronic meeting initiative. Commissioner Harris seconded. The project specifics will be discussed further by the Committee at an upcoming meeting. Motion carried. The proposed computer fund appropriation was distributed and discussed with the Committee. It was reported that the current request has been included in the 2014/2015 budget being discussed by the Ways and Means Committee. The consensus of the Committee was to support the current appropriation request. The Committee discussed the scheduled date for the July regular meeting. Commissioner Harris moved to reschedule the next regular meeting to July Commissioner Hosey seconded. Motion carried. 10 th at 5:30 p.m. Chairman Osieczonek adjourned the meeting at 6:06 p.m.

2 The next regularly scheduled meeting of the Information Technology and Communication Committee wili be held on Thursday, Thursday, July 10, 2014 at 5:30 p.m. in the Sheriffs Training Room, 1025 Independence Blvd., Charlotte, MI Ji

3 EATON COUNTY CONTROLLER/PERSONNEL 1045 Independence Blvd Charlotte, MI (517) (517) Fax John F. Fuentes, CPA Controller Connie L. Sobie Deputy Controller To: Information Technology & Communication Committee From: John F. Fuentes, Controller Date: June 5, 2014 RE: Board/Committee Meeting Project Based on the previous discussions the Committee had regarding the possibility to increase efficiency and reduce the use of paper in preparation for and the conducting of the Board and standing Committee meetings, my initial budgetary estimate to implement such an initiative would be $15,000. This estimate would provide funding for the purchase of ipads (18) to be used to provide Board members their meeting materials electronically. The remainder of the estimated budget would provide funding to equip the Commissioners Room, Conference Room, and if necessary the Sheriff s Training Room any equipment and technology necessary to provide for public viewing of Board materials meetings. ipads (18) $ 9,000 Monitors/Software $ 6,000 Budgetary Estimate $15,000 Alternative means of completing this initiative exist and can be explored and discussed, however based on my understanding of the Committee s vision for this initiative, the proposal above would appear to be the most cost-effective and efficient approach based on my initial assessment. This information is being provided for further discussion at your next meeting. 4

4 Eaton County Information Systems 2014/2015 Computer Fund Expense Budget Rev: 06/01/14 TechPln Requested Requested Running Description of Expense Requests Goals by Dept by InfoSys Total Expenses Necessary to Maintain Operations Annual Payment for Network Rebuild Project (2 of 5) 1,2,4 $347,000 $347,000 Electronic Law Library via the Internet (Lexis-Nexis) 1 $21,000 $21,000 Laserfiche Imaging Software Updates & Support 1.4 $38,000 $38,000 MDM Software Annual Costs 4 $7,500 $7,500 Technical Training for InfoSys Staff 4 $15,000 $15,000 Annual Cost for Internet Connection w/acd.net 1,2,3,4 $31,000 $31,000 Software Maintenance (ArcGIS, Anti-Virus, Iprism, etc.) 1,4 $25,000 $25,000 Hardware Service and Support (SAN, SEI, AS/400, etc.) 4 $20,000 $20,000 Software Service and Support for AS/400s (only LOGOS) 4 $3,000 $3,000 Domain SSL Certificates (eatoncounty.org; apps.eatoncounty.org) 4 $1,900 $1,900 Contractual Services 4 $15,000 $15,000 Replacement of Electronic Hardware Outside of Budget Cycle 1,4 $15,000 $15,000 Total To Maintain Operations (from General Fund) $539,400 $539,400 $539,400 Technology Requests for Products & Services Multi-Department Requests GIS Aerial Photography 1,2,4 $53,000 $53,000 $592,400 SmartBoard and Projector for Public Meeting Room 1,2,4, $13,000 $13,000 $605,400 Replacement of PCs w/windows XP (40-50) 4 $50,000 $0 $605,400 $605,400 $116,000 $66,000 Sheriff Department Laptops (18) 4 $19,800 $0 $605,400 Printers (5) 4 $3,200 $3,200 $608,600 Dragon Speech-to-Text Software Licenses (max. 10) 1 $4,600 $4,600 $613,200 Guardian Tracking Emp. Appraisal Software 1 $2,700 $2,700 $615,900 ID Networks Live Scan Reader Replacement (Lobby) 2,4 $17,200 $17,200 $633,100 (also meet the court's PREA compliance requirement) $633,100 Scanners (4) 4 $3,400 $3,400 $636,500 $50,900 $31,100 Courts (all divisions) E-Citations Project (i.e., traffic tickets) - Sheriff Only 1,2,4 $50,000 $50,000 $686,500 Courthouse Atty/Inmate Consultation Equip. 1,2 $20,300 $20,300 $706,800 FTR System Upgrades/Enhancements & Dragon 1,2,4 $9,000 $9,000 $715,800 Laptops (6) 1,4 $6,600 $0 $715,800 PC & Monitor Replacements (12) 1,4 $10,900 $0 $715,800 Printer (4), Scanner (5) 1,4 $7,200 $7,200 $723,000 SCAO Collect Software 1,2 $4,500 $4,500 $727,500 $108,500 $91,000 Prosecuting Attorney Misc, Peripheral Devices (see original request forms) 1,4 $19,300 $19,300 $746,800 MS-Office 2013 Pro 2 $4,810 $4,810 $751,610 $24,110 $24,110 5

5 Requested Requested Running Technology Requests for Products & Services by Dept by InfoSys Total Construction Code BS&A Mobile Project (hardware and software) 1,2 $13,000 $13,000 $764,610 $764,610 $13,000 $13,000 Information Systems BOSS IT Management Software Suite 1 $10,000 $0 $764,610 $0 $764,610 $10,000 $0 County Clerk PC Replacements (2), Printer 4 $2,900 $1,000 $765,610 $2,900 $1,000 Treasurer's Office PCs Replacements (up to 5) 4 $4,200 $0 $765,610 $765,610 $4,200 $0 Drain Office PC Replacements (3), Dual Monitors 1,4 $3,600 $0 $765,610 Large Format Printer/Scanner 1,4 $7,200 $7,200 $772,810 $10,800 $7,200 Community Development PC Replacements (2), Scanner 4 $4,000 $900 $773,710 $773,710 $4,000 $900 Equalization PC Replacements (6), Monitors 4 $6,000 $0 $773,710 $6,000 $0 Parks PC Replacement and Monitor (1) 4 $1,000 $0 $773, $1,000 $0 $773,710 Total Department Requests $890,810 $773,710 $773,710 Requested Requested Running Student Internship Request(s) by Dept by InfoSys Total As a method of on-the-job training for professional careers, students are provided an opportunity to experience the activites of a busy IT operation working to provide an array of suitable technologies to county departments. Information Systems Student Internship - IT Generalist $10,560 $10,560 $784,270 $784,270 $784,270 $784,270 $784,270 Total Costs Related to Internship Position(s) $10,560 $10,560 Total Department and Internship Requests $901,370 $784,270 $784,270 6

6 Technology Requests for Products & Services Requested Requested Running Funded by Other Revenue Sources by Dept by InfoSys Total Sheriff Department (Jail Millage) No requests $0 $0 Central Dispatch (911 Millage) Misc. Equipment (see original request form) 2,4 $45,300 $45,300 $45,300 $45,300 $45,300 Treasurer's Office (Dlq Tax Fund) No requests $45,300 Register of Deeds (Automation Fund) Annual Replacement of Peripheral Equipment (est. only) $24,000 $24,000 $69,300 (does not include a scanner) $24,000 $24,000 Total Other Revenue Sources (Millages, etc.) $69,300 $69,300 $69,300 Budget Summary + / - Total Requests from General Fund Appropriation $901,370 $784,270 Total Computer Fund Revenue Earmarked for Projects Net General Fund Appropriation Requested $901,370 $784,270 Other Revenue Sources (Transfers-In) Sheriff's Dept Requests from Jail Millage Central Dispatch Requests from 911 Millage $45,300 $45,300 Treasurer's Office Requests from Dlq. Tax Fund Register of Deeds Requests from Automation Fund $24,000 $24,000 Total of Transfers-In to the Computer Fund $69,300 Total Computer Fund Budget Request $853,570 7