HomeMy WebLinkAbout2016-05-24-minutes-computer-rotation2016-05-24 MINUTES 1
COMMISSIONERS' MINUTES
KITTITAS COUNTY, WASHINGTON
COMMISSIONER’S AUDITORIUM
SPECIAL MEETING
TUESDAY 2:00 P.M. MAY 24, 2016
Board members present: Chairman Obie O’Brien; Vice-Chairman Paul
Jewell & Laura Osiadacz Commissioner.
Others: Mandy Buchholz, Deputy Clerk of the Board; Jim Goeben, IT
Director; Andrew Drain, Application Developer; Robin Read, Public
Health Administrator; Angela Bugni, Legal Secretary; Karra Bailey,
LE Technologist; Doug Fessler, Network Administrator; Tyler Tushkov,
Service Desk Specialist; Andrew Drain, Application Development
Manager; Kathy Jurgens, Finance System Manager; Kay Kresge,
Accountant; Lisa Murray, Administrative Assistant (TR).
SPECIAL MEETING COMPUTER ROTATION PROPOSAL COMMISSIONERS
At 2:00 p.m. Chairman O’Brien opened a Special Meeting to receive a
recommendation on a computer rotation proposal from the Information
Technology Committee.
Jim Goeben, IT Director presented the Board with a proposal to
consider in an attempt to allow for better planning and
predictability regarding the County’s annual computer rotation
process and to also identify computer inventory waste. He stated
that the goals were to have less variability and greater
predictability in the computer rotation expenditures and possible
reduced costs over all; eliminate waste in the computer inventory
and the rotation process; provide right-sized, modern and efficient
equipment to the County employees; and to improve customer
satisfaction with the equipment and rotation process. He stated that
in August of 2015 IT sponsored a Lean Kaizen project. He reviewed
the steps the Lean Team worked through as well as the current state
and possible solutions. He gave the Board an ER&R Fund overview
based of the work he, Judy Pless, Budget & Finance Manager &
Commissioner Jewell developed. He reviewed the preliminary
implementation plan for the ER&R fund should the Board move forward
with that recommendation. He reviewed the current status of IT’s
inventory, equipment & rotation and explained that no equipment will
be used after the rotation schedule unless authorized by the IT
Director. Mr. Goeben stated that based on current computer costs and
number of computers, the following projection shows the estimated
fund balance over the first 4 years (see memo of fund balance
projection). He explained the work IT performed of a review of the
PC lifecycle management analyses and best practices. He outlined the
response from the Office of Financial Management (OFM) after their
review of the IT Upgrade Policy Review and their recommendations
2016-05-24 MINUTES 2
based on their study of the policy. He reviewed the Washington State
Administrative & Accounting Manual requirements for State agencies
and the Washington State Office of the Chief Information Officer
Policy. Mr. Goeben reviewed the industry standards for replacement
of cell phones, laptop PC, desktop PC, server, networking gear, and
monitor. He discussed with the Board extended warranties and the
pros and cons, as well as the ACCIS Analysis Summary that responded
to the IT Departments survey.
He stated that the final recommendation is from the IT Committee,
the Lean Team, and the IT Department that the BoCC create the ER&R
fund.
The Board asked questions regarding fund balance and the “capital
assets” referenced in Schedule A.
Commissioner Jewell expressed his support. He explained that he was
part of the creating the proposal with other County Staff and felt
it was a good product that should be accepted for 2017 budgets. He
stressed the benefits of having a predictable computer replacement
expense projection.
Commissioner Jewell moved to approve (Option 1-ER&R Fund) the
proposal, as presented. Commissioner Osiadacz seconded. Motion
carried 3-0.
Meeting adjourned at 2:45 p.m.
KITTITAS COUNTY COMMISSIONERS
DEPUTY CLERK OF THE BOARD KITTITAS COUNTY, WASHINGTON
Mandy Buchholz Obie O’Brien, Chairman