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HomeMy WebLinkAboutItem C - Info.Tech IssuesEUGENE CITY COUNCIL AGENDA ITEM SUMMARY Work Session: Information Technology Strategies and Issues Meeting Date: October 25, 2004 Agenda Item Number: C Department: Central Services Staff Contact: Randy Kolb www. cl. eugene, or. us Contact Telephone Number: 682-5075 ISSUE STATEMENT Information Technology (IT) is used throughout the City of Eugene to deliver services to the public and improve the efficiency and effectiveness of city programs. Staff will review key strategies and issues facing the use of IT. The agenda item is for information and council discussion. BACKGROUND Please see Attachment A for background information. RELATED CITY POLICIES Information Technology supports City goals in the following ways: · Supports a Safe Community by providing access to information - integrated throughout Lane County - to Police, Fire and Emergency Medical Services staff; · Assists in Sustainable Community Development by providing Geographic Information System data and tools to planners and staff who design and maintain the city's infrastructure; · Supports a Healthy Natural andBuilt Environment through environmentally friendly practices in equipment acquisition, use and disposal, as well as by reducing paper use throughout the organization; · Helps Eugene have Accessible and Thriving Culture and Recreation opportunities by enabling citizens to access cultural and recreation services online; · Supports an Effective, Accountable Municipal Government by improving the productivity and efficiency of City programs; · Provides enterprise-wide software systems to manage the City' s finances and help to ensure Fair, Stable and Adequate Financial Resources; and · Manages the City's telecommunications franchises which contribute substantially to the budget. COUNCIL OPTIONS This agenda item is for council information and discussion. CITY MANAGER'S RECOMMENDATION None, this agenda item is for council information and discussion. L:\CMO\2004 Council Agendas\M041025\S041025C.doc S[IGGESTED MOTION None, this agenda item is for council information and discussion. ATTACHMENTS A. Information Technology Overview B. July 15, 2004, memo re: Telecom Program 2% Telecom Tax Update FOR MORE INFORMATION Staff Contact: Randy Kolb, Information Services Director Telephone: 682-5075 Staff E-Mail: randy, c.kolb~ci.eugene.or.us L:\CMO\2004 Council Agendas\M041025\S041025C.doc ATTACHMENT A INFORMATION TECHNOLOGY Service Description All residents of the City of Eugene experience Information Technology (IT) services when they report a crime, check out a library book, stop at a traffic signal, purchase Hult Center tickets, register for a recreation class, or use virtually any City service. All City services use technology to increase their efficiency and effectiveness. Increasingly, the public accesses City information and services over the Internet. IT staff support the complex network of information and communication systems that underpin these applications, thus enabling the City to better serve the public. The work of IT staff involves five key service processes: · Network Infrastructure: Providing computer workstations, printers, servers, telephones and the secure and reliable network that links them together in 51 City facilities throughout the community. · E-government: Providing a reliable and secure Internet platform for the City departments to deliver information and services to the public. · Automated Business Systems: Working with City departments to design, implement (develop or purchase), maintain, and upgrade automated business systems and personal computer software. · Franchise Management: Providing franchise management, consumer advocacy, and staff support to elected officials regarding telecommunications providers and services. · Document Production and Distribution: Managing multi-function devices (copy, scan, print, fax) located in departments, providing in-house publishing services, consulting about external publishing, and in-house and US mail services. IT staff support the needs of about 1,470 staff who use 164 automated business systems, 80 servers, 1,215 telephone sets, 602 cellular phones, 107 photocopiers, 255 laptop computers, and 1,296 personal computers connected to the City network. The service staff comprises 55.25 FTE and IT has a budget of $14,324,796, two-thirds of which is spent on services, materials, and capital outlay. The past decade was a period of significant growth in service demands. Eugene moved all of its business applications off the mainframe, grew from 0 to 80 servers and created the City of Eugene web site which averages over 4,500 users each day. Mission We use our professional expertise, in partnership with our customers, to improve public services through the strategic use of Information Technology. Outcomes · Increase the efficiency and effectiveness of City departments and improve the quality of their services. · Provide secure public access to City services and information through the use of technology. · Improve access, usability and integrity of information for City staff, elected and appointed officials, and other agencies. · Strengthen communication between City staff, officials, and the public through computer, telephone, and document technology. · Use technology to promote environmentally sound practices. · Protect the public's interests by ensuring that franchisees adhere to City telecommunications policies and regulations. Operating Principles · We work for the customer. · We have integrity. · We are professional. Information Technology October 2004 Page 1 Central Services · We produce quality products and services. · We look for innovative solutions. · We have teamwork, talent, and skill. · We are stewards of the City's technology infrastructure including secure hardware, software, and data. · We value diversity. · We plan strategically with our customers and work from our plans. Program Areas Administration Telecommunications Franchise Management Regional Technology Contracts Planning, Policy and Research Application Services e-Government Support (Internet, Intranet) Corporate Applications Department Applications Database Management Business Support Services Customer Service (Help Desk) Network and Security Computer Hardware Telephones Document and Distribution Services Information Technology October 2004 Page 2 Central Services ATTACHMENT B Central Services Information Services City of Eugene 1 O0 West 10th, Suite 450 MEMORANDUM Eugene, Oregon 97401 (541) 682-5070 www.ci.eugene.or.us Date: July 15, 2004 To: Mayor Torrey and City Council From: Pam Berrian, Franchise Manager, 682-5590 Subject: Telecom Program 2% Telecom Tax Project Update Last December, the Oregon Supreme Court ruled in favor of the last of the four challenges to Eugene's Or- dinance 20083, telecommunications rights of way managements, compensation, and taxation. The City Council levies the fee and tax on the carrier operating in Eugene via owned or leased facilities and dedicates the proceeds of the tax to new City telecommunications technology projects of community benefit. In some cases, the business uses the public way for their cables and wires and pays compensation to the City for that private commercial use of public property---those fees are allocated to the General Fund for public purposes as approved each year in a public process. If the telecommunications or cable carrier choose to itemize and pass on the fee and tax as an expense to the end user, under case law it is lawful if the charge is clearly identified. One portion of Ordinance 20083 established a 2% telecom tax on all telecom business providers using (owned or leased) telecom facilities to provide defined services. The tax supports franchise program man- agement and new City telecom related projects of community benefit. Last spring, the city council received a brief memorandum about our project planning process. Below is an update on FY 05 approved projects. Additional information about the program is at: www.ci.eugene.or.us/telecom. Process and Projects After Eugene prevailed in three of the four challenges, full implementation of Ordinance 20083 began. Arrears tax collection fi.om telecommunications and cable carriers commenced. From funds collected, re- payments were made to the General Fund which supported the program during litigation and the Risk Fund was repaid the cost of the litigation. Program staff reviewed telecommunicates related unmet needs identi- fied in existing City documents: the Capital Improvement Program, Multi-Year Financial Plan, ISD City Telecom Plan, and others. In addition,.Department Executive Managers were asked to submit proposals. A recap of FY 04 projects and a list of the majority of approved FY 05 projects are listed below. FY 04: #1 Wireless Public Safety Telecommunications/Mobile Data Computers (MDCs): Police, Fire and Emergency Medical Service (EMA) vehicles are connected to the City network via a wireless communica- tion system. The goal is to provide each patrol officer, firefighter and paramedic a "mobile office" to con- duct their duties and prepare reports via remote access and allowing users access to information from the AIRS system as well as other City and regional databases. /t2, 3, 4, Fiber Path Construction to Eugene Office Sites: High Street Connector; LRCS Community Ctrs/branch libraries); Roosevelt PW Maint Yard: Fiber installation makes possible internal connec- ti#ns to the City's communications network for purposes of enabling increasing high-speed broadband avail- ability, including City software applications for staff at remote City sites. #5 Multi-lingual Polaris module for on-line catalog (Spanish): This module makes available the effi- ciencies of our on-line Library catalog system to additional portions of our diverse community. #6 Satellite Dish at Eugene Library- Staff/Community Training: There are a number of trainings avail- able through satellite downlinks such as the "High Performance in Tough Fiscal Times," hosted by Innova- tion Groups. The dish feeds into the Bascom Tykeson room. #7 E-Government: In 1995, the City launched its municipal web site which today attracts 50,000 users each month. In FY02, nearly a half million dollars in Hult tickets were sold online. However, the site is in need of a major structural overhaul. Providing and maintaining content is very labor-intensive and the site is difficult for citizens. The E-government Steering Committee endorsed a proposal to replace the current site with a revised one built with a vendor-supplied portal, easily administered and supported. #8 LRCS Class e-Connect Online System: An application to the CLASS registration system, Interactive Voice Response (IVR) telephone system, multi-lingual options, and a secure Payment Processing module. 09 Server Replacement - Fiber Optic Traffic Signal Infrastructure: The City has not been able to com- pletely build out its current traffic signal communication plant to reach all outlying traffic signals while other areas have reached capacity with its copper wire facilities. New technology has greatly expanded the num- ber of tools available for controlling traffic control systems and a server replacement will establish readiness. #10 Community Emergency Notification System (CENS): CENS is a telephone based alert system that directs emergency messages to specific threatened areas. Described as a reverse 9-1-1 calling service, in- stead of a person notifying public safety of an emergency, public safety alerts them. Lane County and Springfield purchases their own service subscriptions enabling County-wide coordination. #11 Live Scan Fingerprint System: Electronically obtains fingerprints onto a fingerprint card instead of using ink and a pad. The fmgerprint is video-captured which permits a more efficient crime scene analysis. Not only does EPD receive f'mgerprint cards from the jail, but cards from agencies in seven western states. 012 Needs Analysis - LRCS Information Kiosks: Hult staff support the placement of kiosks, expanding them to include all of LRCS information and eventually interactive capability --to order tickets, sign up for classes etc., believing they provide an interactive Internet alternative to promote transaction opportunities to better serve citizens in areas located within and outside the downtown core. 013 Partial Funding, Utility Undergrounding LTD BRT Path: In 2003, an opportunity arose to under- ground EWEB poles located in the planned LTD BRT path and contribute telecom tax funding (in conjunc- tion with PDD's URA funds, LTD funds, and EWEB funds) as the poles have telecom facility attachments. #14 Customer Survey Personal Digital Assistants: Surveys for all elements of LRCS' activities as a ge- neric feedback tool or targeted to a specific event or area of interest. Using hand held instruments allow staff to obtain more easily customer feedback at an event and quickly assimilate it in to reports back at the office. gl5 City Recorders Office Imaging and Archiving: Software and hardware produces documents, and in one process, distributes, publishes to the Internet and Intranet, and archives and manages the records. FY 05: gl E-government Online Payment Engines - Enable the public to pay parking tickets and court fines, recreation class registration payments, etc. g2 Public Safety Radio Repeater System - Intended to improve the safety of firefighters by enabling their radios to communicate directly with any other Fire & EMS radio in the event of dispatch interference or inoperability. #3 Automatic Vehicle Location System - Intended to improve 911 dispatch and officer safety by allowing the computer system to illustrate where every EMS and Police vehicle is located, thus their availability for responding to calls for service. #4 Hot Spots for Mobile Computer Upioading and Downloading - 97 Fire & EMS and Police vehicles are equipped with mobile computers. This project would set up one of three "hot spots" where reports, maps, mug shots, software and other data could be uploaded and downloaded at very high speed. The sec- ond and third sites would be implemented in FY06. #5 Volunteer and Donor Management System - The system will enable Volunteers and donors to register via the City web site and enable other management objectives. #6 Children's PAC - A youth-oriented easy-to-use interface to the Library cataloging system. The youth catalog will be available at the main and branch libraries and the City web site. #7 IP Credit Card Verification - will enable credit card processing at Recreation Centers via the Internet instead of telephone modems, improving the speed of service, security and reliability of those transactions. #8 Web-Enabled Planning Documents - Study of the document management needs of PDD and recom- mend technology for archiving and indexing in electronic format for public and staff access. #9 Wireless Mobile Computers for Building Inspectors - Acquires wireless mobile computers for build- ing inspectors to access plan review, inspection, customer information, and fees from the permit database while on job sites. This would be the first phase (pilot) #fa two phase project. If the pilot is successful the second phase would be implemented in FY06. gl0 Maxicom Wireless Water Conservation System Modem Replacement - Replaces the 68 modems that connect the water sprinkler systems in parks throughout the community with the central computer that translates information from two weather stations and programs the sprinklers to save water. The wireless vendor no longer supports the older analog modems so they must be replaced with digital modems. #11 Traffic Signal Communications Upgrade Study- Cost/benefit analysis of high-speed connections for up to 216 Eugene intersections. Connections enable monitoring of traffic flows with remote cameras and allow for use of variable message boards and media distribution of traffic information. g12 Public Works Web-based Geographic Information System - Software, hardware and training to deploy web-based Geographic Information System applications on the City web site. # 13 E-Government Content Transfer- Funding will launch the new site (target October, 2004), procure web server hardware, and greatly assist departments in moving their existing content to the new site. #14 Online Payments - Online "payment engine" accepts payments over the Internet. City-developed sys- terns need this engine as the long-term goal is to use one engine for all online transactions in order to post automatically to the City's financial systems. #15 Wireless Access - Police and Fire & EMS utilize the AIRS wireless access system to connect mobile computers to the network. For security reasons this access system is not available to non-AIRS department This project would implement a wireless access system for other City departments and is a requisite for the use of mobile computers by building inspectors. #16 Courthouse District Under-grounding - Public Works' #1 priority is to convert aerial telecommuni- cations lines to underground conduit in the new proposed courthouse district. When the plan is developed, it is anticipated that Supplemental Budget #1 will request that telecom funding be used for this activity. #17 Working City, Metro Television Show, Channel 21 -Results of thc Community Survey indicate the need to know the value they receive from public funds. The monthly show will feature a variety of City and community projects and achievement. #18 Limited Cell Phones for Community Service Officers and Police - Officers on the beat can remain to in their areas to attend to needs or call for various forms of City or community assistance without having to use dispatch or return to City Hall. #19 Emergency Operations Center, Back-up 9-1-1 at New Fire Station - Maximizing efficiency and cost savings by sharing communications links with an existing public safety facility, this provides a neces- sary back-up should the primary 9-1-1 center be rendered unusable with a seamless transition between the primary and back-up sites. The center will accommodate an expected 20 year growth need. Continued Threats Municipalities in Oregon and the United States are authorized to manage the public rights of way and establish related fee or tax programs operate under the continued threat of local pre-emption, especially in telecommunications rights of way (ROW) management and taxation. Even years after passage of the industry-driven Federal Telecommunications Act of 1996, the high-stakes economic and political environment continues to produce industry-driven State legislative initiatives, FCC declaratory rulings, state and federal court challenges, and Congressional debates on a wide range of telecommunications related activities. As a result, City staff leads for funded projects are regularly informed that pro- ject funding could terminate at any time due to preemptive circumstances beyond the City's control. Telecom Tax History In response to the Federal Telecommunications Act of 1996 and after substantial study in 1996 and 1997, the city council adopted a comprehensive set of telecommunications ordinances. Ordinance 20078 establishes land use permit- ting procedures for cell tower zoning and site review. Ordinance 20083 (and its five Admin. Orders), governs use of the public rights of way (ROW) and standardizes related fees and taxes placed upon the carrier company doing busi- ness in Eugene, while honoring existing fxanchises through their sunset date. ROW fees are allocated to the General Fund. The telecom tax (called a registration fee in Ordinance 20083) is a special revenue fund that supports program administration and new City telecom related projects of community benefit.