Town Technology Committee Meeting Minutes, October 25, 2011

Rhinebeck Technology Committee Meeting Minutes

 

October 25^th, 2011

 

 

In attendance

 

Mike Collins

Joe Ely

Joe Gelb

Dave Kliphon

 

 

Agenda items, as addressed:

 

 

 

1. Email: Hosting and Webmail

 

Summary:

• The committee’s mail hosting proposal did not go to the Board
• Options for a solution allowing fat client usage should remain open
• A webmail solution is not ideal but potentially necessary
• Due to anticipated costs, no new proposal will be generated at this time
• Google Postini costs of $83 / user / year were confirmed
• A test mail domain was purchased but not used
• The Village was told that improved email filtering needs to wait for the email solution

 

Actions:

• Mike will contact Rhinebeck Schools and get information on the mail services

 

 

The committee had intended to generate a proposal for the board recommending that Google Apps with Postini be used for storing incoming and outgoing mail.  The proposal process was not completed, and months have gone by since the last committee meeting.

 

Mike endorsed the idea of reconsidering a mail server that would allow fat client (e.g. Outlook or Thunderbird) usage.  He pointed out that the current webmail solution is extremely poor.  An internal or locally hosted mail server or one shared through a resource such as the Rhinebeck Schools or collection of towns would need to be used.  The current webmail client is a definite reason to move forward implementing a solution to this problem.  He also pointed out that counties and higher government entities are required to host and manage their own mail, highlighting the importance of the effort.

 

Mike mentioned that Rhinebeck Schools might be more willing at this point in time to considering offering email services.  He will contact the IT department to get some basic information on their current situation and check on any opportunities.

 

Dave had contacted Village months ago regarding a request to improve email filtering.  Gail was told that filtering would be improved with the new email hosting solutions.

 

Dave confirmed Google Postini costs to be $83 per user per year.  The team agreed that the impending cost for such a solution- and ultimately ANY solution- would be in the $4000 - $5000 range and would not be considered a worthwhile expense by the Town at this point.

 

Following the last meeting, a test mail domain, rhinebeck-ny-test.org was purchased for testing purposes.  The goal of the domain was to provide a domain to couple with a test Google Apps account in order for interested representatives to try Gmail as an improved webmail client solution.  The effort has been put on hold for now.

 

 

 

2. Town Mailboxes

 

Summary:

• The catch-all mailbox is getting extremely large and should be cleaned
• The amount of allowed storage, the method of backing up mail, and the current data retention policy for email are all unknowns

 

Actions:

• Dave will check with the host to see how much space is allowed for mail storage
• Dave will check if there is a way to backup and/or export mailboxes
• Dave will review the email forwarders to make sure they are all up-to-date
• Mike will check if there is an electronic data retention policy that applies to the town

 

 

In order to capture all incoming mail in one place, all Town and Village email addresses have been configured to send copies of incoming mail to a single “catch-all” mailbox.  This mailbox is now extremely large and needs to be backed up and cleaned out.

 

The actions may not be necessary if the host can handle the space.  Dave will check with the host to see how much storage is designated.

 

Mike proposed that the catch-all mailbox be backed up and offloaded via webmail, noting there are Show All and Select All features that might allow this to happen.  Dave will follow up and see if these features will work for backing up mail.  If not, he will check with the host for a solution.

 

Joe E. believes this is a Web Committee issue, and also points out that it is best to leave the existing mailbox contents on the server.  Although backing up the contents is fine, cleaning the contents should not be done.

 

Dave will also review the forward configuration on each of the existing mailboxes and confirm that they are up-to-date.

 

Joe E. asked if the electronic data retention policy for the town or state were known.  The policies would help to define what necessary actions are required at this point.  Mike will research the retention policies and report back.

 

 

 

3. Password Policy Status

 

Summary:

• Joe Gelb discussed the proposed password policy rules
• The committee will ultimately present the current policy, leaving changes to the Board

 

Actions:

• Dave will send policy to Joe G. for his review

 

 

The existing password policy proposal was put on hold months ago due to concerns from Joe Gelb.  At the meeting the team again presented the goal of the policy, and discussed the policy rules.  Joe G. was keen to the need for the policy, is willing to review the current document, and may propose improvements.

 

Once presented, the board may make changes to the policy (for example, shortening the number of characters required in a password), but the committee will not change the proposal.

 

 

 

4. Email Group

 

Summary:

• Dave generated a preliminary acceptance guidelines document

 

Actions:

• Dave will modify the guidelines and integrate the identity confirmation process

 

All members of the public are entitled to receive committee email communications.  However, the committee believes that in order to participate in committee business, members needs to legitimately identify themselves.

 

Between committee meetings Dave generated a preliminary Email Group Acceptance Guideline document.  It was described and presented to the committee for review.  Joe and Mike designed a technique for identifying requesting members by name and physical address.  Propositioning members would first need to provide a physical mail address.  A simple mail message containing a contact email address would be described within.  The member would need to send an email confirming receipt of the physical mail.

 

Dave will update the document with the confirmation process.

 

 

 

5. Cloud Computing

 

Summary:

• Cloud Computing will remain on hold until the mail hosting issue is addressed

 

Actions:

• No action at this time

 

 

At the last meeting the Cloud Computing topic was put on hold while the Email Hosting issue was addressed.  Since the hosting issue is still open, and so that one topic can be given focus, the team agreed to keep the Cloud Computing topic on hold for the moment.  The team will continue to use Google Apps for as its document management system.

 

 

 

6. Change Management Policy

 

Summary:

• No further action was taken on the Change Management Policy

 

Actions:

• Dave will send Mike the shared document link
• Mike will give improve the existing document and involve the team

 

 

Mike highlighted the fact that there is now a lock and signup sheet on the IP phone storage area, an indication that the Town is trying to prevent changes from occurring without some kind of accountability.  A solid Change Management Policy would help to strengthen that process.

 

Mike has not been able to give attention to the existing document since the last meeting, and needs the shared link.  Dave will send him the address, and Mike will again try to make advances on the document, involving the team as needed.

 

 

 

7. Time Warner Switch

 

Summary:

• No information regarding the Town’s switch to Time Warner IP phones was gathered

 

Actions:

• Dave will remind Joe K. to check with the Supervisor for documentation, if possible
• Dave will contact Gina and ask about ownership of the new phone network

 

 

At the last meeting it was proposed that the Supervisor be contacted in order to gather information (schematics or documentation) of the new Time Warner IP phone network.  Since time has gone by, this action is not critical, but regardless Joe K. will be reminded to check with Tom Traudt and see if he can collect any information.

 

Joe E. noted that ownership of the network needs to be defined.  Dave will contact Gina with this questions, complementing the wireless router ownership question described below.

 

 

 

8. IT Staff Member Opportunities

 

Summary:

• Knowledge of current consulting costs would help define value of an IT staff member
• Mike produced an accounting report of consulting expenses but needs to review them

 

Actions:

• Mike will review his accounting document and report back to the team

 

 

The team has long identified the need and opportunity for an IT staff person to help with Town technology tasks.  Knowledge of current consulting costs would help to define the value of such a person.

 

Mike produced an accounting document that contained consultant expenses, but had not yet had time to evaluate it and accumulate the totals.  Once he can find time to review it he will generate a figure and share it with the team.

 

 

 

9. Wireless Router Status

 

Summary:

• Ownership of the wireless router still needs to be identified

 

Actions:

• Dave will continue correspondence with Gina regarding this question

 

 

Dave explained that he email Gina several times regarding the question of who “owns” or is responsible for the wireless router and network.  The topic emerged following a wholesale change of the network that did not involve the Committee, which had taken responsibility for configurations and changes in the past.

 

Several days ago Gina passed the question on to Kevin Jeffries.  Dave will keep the correspondence active until an answer is presented.

 

 

 

10.  Acrobat Forms for Website

 

Summary:

• Writeable electronic (PDF) form permits would greatly help the Building Department
• Printing, filling, emailing of forms is great, except signatures are necessary

 

Actions:

• A resident will create a writeable PDF permit for Mike to evaluate
• Mike will check with the Association of Towns to check the legality of e-form usage

 

 

Mike presented an opportunity for the usage of electronic PDF forms.  His Building Department, and potentially the Town, would great benefit from the use of e-forms for Town business.

 

Although the Town does not have a full copy of Acrobat, Mike explained that a Town resident would be able to generate a building department permit for Mike’s evaluation.  Assuming that the form was usable and accurate, Mike would take the form to the Board for approval.  Mike asked whether a writeable PDF form created in Acrobat could be filled in using Acrobat Reader, and members believed this was so.

 

Joe E. pointed out one shortcoming: forms would still require signatures.  This eliminated the potential ease of users filling and emailing the forms; instead the forms could be filled electronically, printed, signed and delivered.

 

Joe G. saw the benefits of using electronic forms, but wanted confirmation of their legality.  He asked Mike to ask this question to the Association of Towns.

 

 

 

11.  New Chair

 

Summary:

• Dave explained that he did not have the time or energy to continue chairing the committee
• Since committee demand is light, meetings will be scheduled quarterly

 

Actions:

• Dave will continue to chair the committee

 

 

Dave explained that the substantial delay between the last two meetings was due to a busy schedule and lack of attention to committee needs.  He requested that a volunteer step up to chair the committee. 

 

As a compromise, it was decided that meetings be called once every three months, or when needed.  Other committee business could be conducted online.  With the reduced meeting load, Dave will continue to be chair.

 

 

 

12.  Miscellaneous

 

Summary:

• The committee is not responsible for virus scanning administration
• A team request from Gina for advice on emergency text alerts was not facilitated
• .Gov registrar information was obtained

 

Actions:

• Dave will check with Gina regarding emergency text alert findings
• Dave will tell Gina about the Office of Emergency Management
• Dave will contact Shelly any confirm that the .gov domain renewal is automatic

 

 

Many months ago Mike reported being hit by a virus on his town computer.  His request for advice resulted in limited responses from the team, but ultimately did have new virus scanning software installed.  The application used by the Town is ESET, and since it has been installed and administered without the Tech Committee’s assistance, the team is not designating itself as responsible for its support.

 

Dave explained that following Hurricane Irene, Gina requested assistance regarding the collection of cell phone number for emergency text alerts.  Reponses from a team blast were limited, and Dave eventually declined to speak at an upcoming meeting on the subject.

 

Joe E. explained that the county’s Office of Emergency Management could be used for similar purposes.  When an emergency is declared by a municipality, the office will provide the service of autodialing all phone numbers in the municipality to play a recorded message.  Joe E. believes this would be a more efficient way of contacting individuals.

 

At the last meeting, the question of where the .gov domain was registered was raised.  Dave contacted Andy Schulkind of the Web Committee and obtained the general information regarding the dotgov.gov registrar.  The information will be stored.  Mike and Joe E. pointed out that .gov domains are now “locked down” and not given out so freely.  It was advised that the .gov domain be automatically renewed so that it is not lost due to late payment.  Dave will check with Shelly to confirm auto-renewal.