HomeMy WebLinkAboutFinance October 13 19981
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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
October 13, 1998
The meeting was called to order at 9:35 a.m. by Committee Chair Marlene Dawson in the
Council Committee Room, 311 Grand Avenue, Bellingham, Washington.
Also Present: Absent:
Ward Nelson None
Connie Hoag
COUNCIL "CONSENT AGENDA" ITEM
1. REQUEST AUTHORIZATION TO PAY COUNCIL MEMBER EXPENSES AND /OR
TRAVEL (AB98 -143H)
Dawson stated that she would abstain from the voting on the first item.
Nelson moved to amend to include Hoag's lunch with Governor Locke.
Motion carried 2 -0 with Dawson abstaining.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A SITE
LICENSE UPGRADE FOR THE IMAGING SYSTEM IN THE TOTAL AMOUNT OF
$92,200 (AB98 -364)
Dave Wareing, Deputy Administrator, stated that this is the process of moving forward
with more imaging and expanding the ability to use imaging software for broader County
applications. The technology will expand from current uses by the Auditor to the Assessor,
Public Works, and other areas.
Dawson questioned whether this was mapping technology. Wareing responded that it is
imaging and digitizing information and documents, which include scanning into the computer
system. It is an alternative to microfilm.
Hoag requested explanation of the $76,000.
George Reid, Administrative Services Information Services Manager, stated that multiple
users can use the system at the same time. Records are shared between departments. 10 stations
are used in the Auditor's Office, and they plan to expand to another 10 at the Assessor's Office,
then they will expand further into the Public Works Department. The devices include the
monitors that view the images. There will be one or two scanning modules in each department.
Finance and Administrative Services Committee, 10/13/98, Page 1
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The $76,000 is an unlimited user site license. It currently costs $2200 per station for the license
fee.
Wareing stated that it is similar to Microsoft 97, in that each station has to pay a license
fee for each user. These are licenses to the vendor of the software. The County has to pay for
each workstation. In the future, the software will enable workers to access information without
having to pull files. This is the gateway to recording documents on the imaging system. It
allows the ability countywide to access from any workstation.
Nelson stated that scanning is essential. He questioned whether there will be the
capability to transpose to various formats, so the public can get a series of records.
Reid stated that there is another module called the computer output for laserdisk, which is
a type of DVD and CD.
Nelson gave an example of Council paperwork and questioned whether that paperwork
would be made available to the general public in this format. Reid stated that as the system
grows, more things would be added. There is no timeline for each department. The Records
Management Committee meets and sets priorities.
Nelson questioned how they plan for funding if there is no timeline. Reid stated that
there are requests in each budget cycle.
Nelson stated that the County's direction is based on the available funding and
questioned when they would be capable of transferring the documents to computer systems.
Terry Hinz, Chief Deputy Auditor, stated that they download documents currently.
Wareing stated that expansion depends on how fast the County can build the system.
Other counties are doing it. This is the future for information storage systems. They are
technologically able to do it now, but it is a matter of getting the equipment and the documents
scanned. The web server should be up by end of year, when they will move into putting
information into digital format and on the Internet site.
Dawson questioned the filing system with different departments sharing documents.
Reid stated that it depends on the State records management system. That's why the records
management person for County is important.
Hoag questioned what the license allows the user to do. Reid responded that it allows a
user to scan, store, and retrieve images at each station. The funding would allow the County to
add 34 stations, which they will do in the next 18 months. Any more than 34 stations and the
County will benefit.
Hoag questioned how soon they anticipate breaking even. Reid responded that it would
Finance and Administrative Services Committee, 10/13/98, Page 2
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be less than 18 months.
Hoag questioned how long the license is for. Reid responded that it is as long as the
County owns the software.
Hoag questioned whether the license includes upgrades. Reid stated that it does. They
plan to keep on using the system forever. It works well.
Hinz confirmed that the system works well. The Auditor's Office needs to upgrade to
Windows 95.
Nelson suggested the Windows NT version. Wareing stated that the County uses Novell,
so they don't use NT. Windows 95 is the standard business software operating system. It is very
stable and functions well. Windows 98 is more focused on audio - visual and games.
Nelson questioned whether the upgrades for drivers are available if needed for scanners.
Reid stated that if the County needs upgrades, he can get them from the web.
Nelson moved approval.
Hoag questioned the issue of security with many users and whether there is risk with
public access and multiple departments. Reid stated that confidential documents are password
protected by station.
Nelson stated that there are levels of protection. The supervisor may have access to more
information than a worker. Reid stated that different levels of security are based on job
description
Hinz stated that one has to be an enrolled user, and it is even limited further.
Wareing stated that different levels of authorization are assigned on job task or position
basis. They don't put anything in general areas that are confidential. That has to go through
several steps to be authorized. The County has the finest equipment security systems.
Hoag questioned how many more than 34 workstations do they plan for. Reid responded
that they anticipate 75 -100 workstations.
Nelson questioned the ability to prevent alteration of documents. Reid stated that one
couldn't change a stored document unless it is deleted, which requires authorization. Wareing
stated that they only allow read -only status.
Motion carried unanimously.
DISCUSSION REGARDING THE 1999 BUDGET MEETING SCHEDULE (AB98 -238)
Finance and Administrative Services Committee, 10/13/98, Page 3
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Dawson stated that materials would be ready on Friday. Everyone should be ready to
begin meetings on Monday. Dawson asked Nelson about his schedule. Wareing stated that they
should look at last year's schedule.
Nelson may not be available until after November.
Dawson stated that she planned on three days a week, starting at 9:00 a.m., for 2 -3 hours.
This would be the schedule for three weeks.
Nelson asked to start at either 9:00 a.m. or 1:30 p.m.
Wareing stated that it would be easier this year because there are not as many requests.
The process is more refined, and there is a new formatted document.
Nelson questioned whether they are going to have an initial presentation regarding the
overall budget and whether the administration will discuss the current expense problems
associated with labor. Wareing stated that information will come forward. Brad Bennett,
Administrative Services Finance Manager, has been working to prepare the document, which
will be available much sooner. They can get it in a readable format.
Dawson stated she expects a meeting on Monday and the material on Friday.
Wareing stated that the Executive's budget meeting will be at the next Council session.
Nelson asked to have the budget message on CD.
Bennett stated that the budget could be put into an Acrobat Reader version. If one has
Acrobat Exchange, they can make notes. Otherwise, it is a read only version. Wareing stated
that the problem with CD is the budget document does not include the work sheets. Those will
be available.
ADJOURN
The meeting was adjourned at 9:55 a.m.
Jill Nixon, Minutes Transcription
ATTEST:
WHATCOM COUNTY COUNCIL
W1 ATCOM COUNTY, WASHINGTON
Finance and Administrative Services Committee, 10/13/98, Page 4
5 Dana Brown - Davis, Council Clerk Marlene Dawson, Council Member
Finance and Administrative Services Committee, 10/13/98, Page 5