2007-480-Minutes for Meeting April 02,2007 Recorded 4/27/2007DESCHUTES COUNTY OFFICIAL RECORDS yJ 2007480
NANCY BLANKENSHIP, COUNTY CLERK Q COMMISSIONERS' JOURNAL 0412712007 03;57;27 PM
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2007-480
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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, APRIL 2, 2007
Present were Commissioners Michael M. Daly, Dennis R. Luke and Tammy Baney.
Also present were Dave Kanner, County Administrator; Dave Peterson, Bob Haas
and Kevin Furlong, Information Technology; and David Givans, Commissioners'
Office. Media representative Cindy Powers of The Bulletin was in attendance; no
other citizens were present. The meeting began at 1: 30 p.m.
1. Information Technology - Quarterly Department Update.
Dave Peterson reviewed items on his Department's agenda. (A copy is
attached.)
■ His Department previously contracted for an internal security review and the
final study has been completed. There are some follow-up meetings
scheduled to address any potential security issues.
■ Strategic planning efforts are on track and Departments definitely want to
see this developed. The question is how to get to that point, what it will
cost, etc. The group discussed wireless availability as well. The report
should be done by early summer.
■ The land information system project would develop a single application to
replace multiple web-based applications, making it easier for the public to
obtain information without going to multiple sources. It is a complicated
process, but is one that has the blessing of all the various departments.
Commissioner Luke said that legislation is being considered to block certain
public information from being available. Since there are many ways to find
information, it makes little sense to make this difficult for the public. Dave
Peterson added that this could potentially cost the County and makes it hard
for the County to decide what it can or can't include, by law, on its website;
or whether certain information can be released to some people or groups and
not others.
Minutes of Administrative Work Session Monday, April 2, 2007
Page 1 of 4 Pages
■ Bob Haas explained that the Road Department is working with other
Departments to develop a land information system that has complete
information; this is very helpful in the event of an emergency.
■ Kevin Furlong gave an overview of the IP phone installation. Gradually all
Departments will have this capability. The phone service plugs into the
computer system instead of a phone system. Several local entities have been
using this system for some time with no problems. The County's current
phone system has been deemed obsolete and is no longer supported by
Lucent. The phone number follows the physical phone, as long as it remains
within the County's firewall. The infrastructure will be completed first, by
the end of the year; and then phones will be replaced in early 2008.
■ Mr. Furlong said that the imaging project is primarily with Community
Development, but other departments are involved. Documents are scanned
and are easily accessed at that point. This allows people to obtain permits
off the website. The Road Department has files that will benefit from this
project as well. Finance may begin using the system for things like vouchers
and payroll sheets instead of relying on hard copious of documents.
■ Mr. Furlong said that the interactive voice response system is one that is
being spearheaded by Community Development to assist with the inspection
process. Input on inspections can be submitted immediately by inspectors
instead of them waiting until the end of the day to do their input.
■ Mr. Peterson said that some processes used by Solid Waste are being
automated. Bar codes will be read electronically, the weight will be noted
and billings would be generated based on this information. This will
decrease the wait time for customers as well.
■ Mr. Haas stated that the GIS software updates are being done but it is a
complicated process as they tie into a number of systems. Eventually
software vendors will not support their products forever, and then if you add
new programs they are not supported by the underlying software program.
■ Mr. Furlong said that there is more spam mail than regular e-mail. There is
much that never reaches the intended party because of spam blockers.
About 5,000 pieces of mail were received last twelve hours, and over half of
them are spam; much of this was automatically removed from the system, as
it was potentially hazardous.
Minutes of Administrative Work Session Monday, April 2, 2007
Page 2 of 4 Pages
Some spam senders are using graphic images instead of text, and many
avoid the key words that would alert the system by intentional misspellings.
Information Technology is looking at some companies that provide spam-
blocking services, but there is a cost for these services. Mr. Furlong is
investigating the various programs.
In regard to archiving, the resources are there. Mr. Peterson said there are
many policies and hazardous associated with archiving. There are individual
and system-wide implications. There needs to be as much universal
consensus as possible. Some problems are how long to keep e-mails, what
kinds to keep, which would involve potential liability, and the cost of how to
store this information. As it is now, a-mails are retained in the system for
thirty days and then permanently deleted. This is an extremely complicated
issue.
■ Mr. Furlong stated that Vista has problems and is not technically supported
by the County, as it is not an internal system. Internal testing on FOBS is
being done at this time to bring consistency and ease of use for remote users.
Commissioner Daly said that when he uses his FOB at home and brings it in
to work, he has problems printing. Mr. Furlong explained some changes are
being made so that the system will recognize what it needs to in this regard.
2. Discussion of Letter of Support - HB 3468 - Agriculture & Natural
Resources (Smoke Management).
Commissioner Luke said that this would go back to findings in the 1999-2000
session. The other Commissioners indicated support of sending this letter.
3. Economic Development Grant Requests.
None were offered.
4. Update of Commissioners' Schedules; Meeting Details.
None were discussed.
Minutes of Administrative Work Session Monday, April 2, 2007
Page 3 of 4 Pages
5. Executive Session, called under ORS 192.660(2)(h), Litigation.
The Board met in executive session at this time. No formal action was taken
after the session.
6. Other Items.
Commissioner Luke spoke about the Wickiup Junction area and possible
changes to the intersection there, including moving the railroad tracks and
building overpasses. ODOT is considering a variety of ways to deal with
problems in this location. Local businesses have been involved in this process,
as have citizens and other entities.
Commissioner Baney asked if the DEQ letter regarding La Pine that had been
posted on the Community Development website has been deleted. The letter
within itself is contradictory and is misleading to the public. Commissioner
Luke said he understands that the information naming specific individuals has
been deleted.
Being no further items to come before the Board, Chair Daly adjourned the
meeting at 3:10 p. m.
DATED this 2"d Day of April 2007 for the Deschutes County Board of
Commissioners.
ATTEST:
Recording Secretary
Minutes of Administrative Work Session Monday, April 2, 2007
Page 4 of 4 Pages
Tammy Baney, Co issioner
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A& A Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, APRIL 2, 2007
1. Information Technology - Quarterly Department Update
2. Discussion of Letter of Support - HB 3468 - Agriculture & Natural Resources
(Smoke Management)
3. Economic Development Grant Requests - Susan Ross
4. Update of Commissioners' Schedules; Meeting Details
5. Executive Session, called under ORS 192.660(2)(h), Litigation
6. Other Items
PLEASE NOTE:
At any time during this meeting, an executive session could be called to address issues relating to: ORS 192.660(2) (e), real
property negotiations; ORS 192.660(2) (h), pending or threatened litigation; or ORS 192.660(2) (b), personnel issues
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners'
meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated.
If you have questions regarding a meeting, please call 388-6572.
Deschutes County meeting locations are wheelchair accessible.
Deschutes County provides reasonable accommodations for persons with disabilities.
For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY.
Please call (541) 388-6571 regarding alternative formats or for further information
Agenda for the 1:30pm, April 2, 2007
BOCC Update
• Security Review (Dave Peterson)
o Update
o Next steps
■ Develop remediation plan for identified high and medium risks
■ Review plan with Dave Givens
• Strategic Planning effort (Dave and Bob Haas) - Report being written and should
be available early summer
• Land Information System project description and update (Bob)
• IP phone installation update (Kevin Furlong)
• Imaging project updates (Kevin)
• Interactive Voice Response -IVR (Kevin)
o CDD project update
o Other uses for this technology
• Solid Waste Technology Enhancement update (Dave)
• GIS software updates (Bob)
• Email (Dave and Kevin)
o Archiving
o Spam
• Other
o FOBS and Microsoft Vista (Kevin)
o Other business
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