HomeMy WebLinkAbout2016-08-22-minutes-it-study-sessionCOMMISSIONERS' MINUTES
KITTITAS COUNTY, WASHINGTON
BOCC CONFERENCE ROOM
REGULAR MEETING – IT STUDY SESSION
Monday 11:00 am August 22, 2016
Board members present: Chair Obie O'Brien, Vice‐Chair Paul Jewell, Commissioner Laura Osiadacz
Others: Jim Goeben, IT Director
Regular Meeting Commissioners
Call to Order: 11:00 AM
Searching PDF and Network Files
Mr. Goeben told the board Commissioner O’Brien had expressed concern that PDF files in the email
archive are not searchable. He explained only PDF files with a text layer are searchable, and performing
optical character recognition (OCR) on PDF files would create a text layer; however, it isn’t possible to
OCR PDF files inside applications, e.g., the email archive, Outlook, and databases. He told the board he
has purchased software which will perform OCR on PDFs stored on network file stores on an ongoing
basis. File permissions will need to be altered and IT will keep the Management Team informed of the
project. Mr. Goeben also told the board he purchased software to perform document searches on the
network file stores. The total cost of purchases was $2,224 and will be covered by the IT budget.
Board direction: Approved to proceed as presented.
Professional Development Strategy
Mr. Goeben presented to the board the IT Professional Development Strategy, an outline of skills
development for IT staff over the next 3 years.
Board direction: None.
Streaming Agenda Sessions to the Internet
Mr. Goeben presented the streaming agenda session and audio recording information to the board. He
recommended the board and their staff view a demonstration by AV Capture All and plan for the project
in the 2017 budget.
Board direction: Approved to coordinate a demonstration.
Technology Policy Updates
Mr. Goeben provided to the board the IT Committee’s recommendation for updates to the county
technology policies:
4.4.1 Passwords – to allow IT to share computer and service account administrative passwords
7.4.2 Updates and Patch Management –to specify IT will apply patches and updates to computer
operating systems and software
7.4.5 Backups – to clarify backup procedures
7.4.10 Data Classifications – to remove IT’s responsibility for data incorrectly categorized by
employees
Board direction: The board approved the updates as presented.
Budget Amendment
Mr. Goeben requested the board authorize a budget transfer to add $6,225.66 to 1754203 Computer
Communications. He explained that IT has been working on a dark fiber project for computer
communication from the Ellensburg courthouse to the Cle Elum courthouse. This was expected to be
completed in 2015 so the board requested no funds be budgeted for 2016 for the communications
connection expected to be terminated. The project was delayed due to permitting processes and
unexpended circumstances experienced by the project vendor. The project will be completed by the end
of September 2016. The communications connection being terminated by the project has continued to
be in service in 2016. IT has a position unfilled since December 2015. He requested a transfer of funds
from 001‐1751001 Salaries to cover the cost.
Board direction: The board approved transferring $6225.66 from 001‐1751001 Salaries to 001‐1754203
Computer Communications.
Computer Rotation Internal Services (CRIS) Fund
Mr. Goeben explained that the draft implementation plan for the CRIS fund proposed a fee schedule set
by the type (desktop, laptop, and tablet) and category (standard, power, or special) of equipment, but
that doesn’t account for the large variance of cost for special equipment. Mr. Goeben proposed the fee
structure be changed to actual cost plus a replacement factor (perhaps 12%, to be determined by the
board at a later date) divided by the rotation schedule (4 or 6 years) would equal the annual fee.
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This will provide for calculating fees regardless of equipment cost.
Board direction: The board approved using a replacement factor plus equipment cost as presented to
determine the annual fee.
Other business
Mr. Goeben updated the board:
Text Message Push about Emergencies to Management Team and Others
The Security Committee is considering recommendation options but did not meet in July. A
recommendation should be available in September.
Streaming Media Bandwidth
Current policy reads “Streaming media for non‐Kittitas County use or personal use is prohibited.
Use of streaming audio or video e.g. online radio, Real Audio, YouTube, Hulu, and Windows
Media Player is limited to business use only.” Several employees appear to be streaming media
for personal use. It is not an issue effecting business use at this time but could be in the future.
He recommended the Board approve setting a limit 1 GB per month after which IT will notify the
employee and their department head/elected official. The board approved as presented and
asked for detailed information.
Permit Software
The team has sent Eden and legacy data to Paladin. They have begun the data conversion and
set up a training site for the county to explore.
Adjourned: 12:15 PM
KITTITAS COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
_______________________________________ _____________________________________
Jim Goeben, IT Director Obie O'Brien, Chairman