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HomeMy Public PortalAbout03-11-2010 Technology ReportTown of Watertown President's Technology Committee Report March 23, 2010 The Technology Committee convened on March 11 at 1 pm in the Council Office. Present were Councilor Cecilia Lenk, Councilor JD Donohue, Information Technology Manager Joseph Mahoney, and the Town's Webmaster, Robert Erickson. The Committee is tasked with developing a technology plan to enhance communications with the citizens of Watertown and to improve the efficiency of the Council's work. This meeting focused on identifying possible funding for the necessary equipment required to implement full electronic access of council materials and to further refine its implementation plans. IT Manager, Joe Mahoney reported that the town and the schools will consolidate their Internet contract into a single town -wide contract, resulting in overall savings of $25- 30K as well as increasing the band -width. Identify Funds for Council Equipment: Mr. Mahoney reported that the Town's Information Technology Department has $20,000 in its FY10 budget which were allocated for new laptops for department heads. He suggested that based on the needs of the Town staff, these funds could be reprioritized to purchase the Town Council equipment. The Technology Committee agreed with this reallocation of those funds. Laptops: The Technology Committee reviewed its plans and determined that 10 laptops only be purchased for the Councilors and Council Clerk; and that there was no need for a spare computer. The total cost for each laptop will be $1807.00, including hardware and required software licenses. It was noted that these laptops will be public and are open to public viewing upon request. Printing: The Technology Committee discussed the requirements for printing Council documents both in the Council office and at Councilors' homes. It was determined that the following would allow the Council Clerk and Councilors • The printer formerly in the Council office will be replaced restoring the ability to print from the Council office. • Any councilor that needs a printer at home will be provided with an ink -jet printer. It was estimated that only 2-3 Councilors would need this additional equipment. Internet and mobile access: Any Councilor that does not have a home Internet access or a mobile access point will be provided a Sprint Air Card under the Town's mobile plan. Council business processes: • Emails: Depending on Councilors' preferences, emails will still be forwarded to personal email addresses as is done currently. • A Council directory will be set up on an existing drive on the Town network. This directory will include folders for individual Councilors, the Council Clerk, Council subcommittees, budget information, and legal information. Additional folders can be set up as required. All related documents and drafts will be stored in the appropriate folders for access by the Councilors. • Using a username and password, Councilors will sign into the Town network and access documents. Councilors will follow all security and access policies of the Town, as well as all Open Meeting regulations. • All documents, including drafts, will be backed up daily under the Information Technology department's normal operating procedures. • The IT Manager will be the overall administrator of the system. The Council Clerk will be responsible for maintaining the directory, folders and documents. Legal requirements of public information: As required under Commonwealth law, we will continue providing one printed copy of the Town Council's agendas and related materials for the public in the Town Clerk's office. In addition, all materials will continue to be posted to the Town's web site. Training: All Councilors and the Council Clerk will be trained and provided with visual instructions for ease of use of the system. Councilors may schedule one on one instruction with Mr. Mahoney or Mr. Erickson. Next meeting is scheduled for Thursday, March 25 at 5 pm in the Council Office. Prepared by Cecilia Lenk and JD Donohue.