ENFIELD TOWN COUNCIL
MINUTES OF A SPECIAL MEETING
MONDAY, MARCH 3, 2008
A Special Meeting of the Enfield Town Council was called to order by Chairman Kaupin in the Enfield Room of the Enfield Town Hall, 820 Enfield Street, Enfield, Connecticut on Monday, March 3, 2008. The meeting was called to order at 5:30 p.m.
ROLL-CALL – Present were Councilmen Bosco, Dumont, Jones, Kaupin, Kiner, Lee, Mangini, Nelson and Ragno. Councilman Crowley arrived at 6:13 p.m. Councilman Edgar was absent. Also present were Town Manager, Matthew Coppler; Assistant Town Manager, Daniel Vindigni; Town Clerk, Suzanne Olechnicki; Town Attorney, Kevin Deneen; Assistant Town Attorney Mark Cerrato, Deputy Assessor, Della Confer; Chief Technology Officer, Paul Russell.
Mr. Russell provided an update on the Information Technology merger between the Town of Enfield and Enfield Public Schools. He noted the official merger date was February 4, 2008. He stated they are working on the completion of existing projects at this time. He noted the expansion/upgrade/replacement of current technologies will be rolled out for the fiscal year 2008/2009.
He stated the Information Technology Planning Committee (ITPC) is in the process of setting up their subcommittees – one for Enfield Public Schools and the other for the municipality and public safety department.
Mr. Russell stated they’ve established Helpdesk and Project Meetings to track and manage outstanding requests for completion based upon feedback from EPS administration and teachers.
He noted they’ve increased the percentage of outstanding helpdesk tickets and projects; examples are as follows:
Mr. Russell stated they established communications with Enfield Public Schools faculty through meetings and emails to create a better understanding of needs and communicating/promoting the direction of IT merger services.
He noted they established cross sectioned teams within IT to develop a service delivery model that will provide enhanced services to customers of technology (Enfield Public Schools, Enfield Police Department, Town of Enfield and citizens).
He stated they developed a plan to replace network infrastructure to allow greater/more secure access to information that will allow for greater educational services to the Town of Enfield.
He noted they have combined support teams (Network, Application and Technology) to provide more robust services and quicker resolution times for incidents/requests.
Councilman Mangini questioned if the money is in the current budget to accomplish the tasks outlined by Mr. Russell. Mr. Russell noted they’re putting together a budgetary number that will update the system for the school side and some smaller items on the Town side.
Referring to the upcoming budget, Councilman Mangini questioned whether the Council will see an item for IT on the Town side, or will it be a merged number. Mr. Russell responded it will be a merged number. He added they will focus the initial funding priority toward the school side.
Councilman Mangini questioned how Mr. Russell was able to identify the needs prior to the subcommittee. Mr. Russell responded these were already existing requests.
Councilman Kiner questioned whether there will be a wireless system at the schools. Mr. Russell explained the first step is to replace the current infrastructure, and the laptops being provided have wireless capability. He noted the goal is to have high schools operate as colleges do.
Referring to the update of the tax payment system, Councilman Kiner questioned if this will eliminate the 3% fee, and Mr. Russell stated the updated version will allow for the ACH payment so that people are not hit with the ACH fee.
Chairman Kaupin questioned how the prioritization came about. He requested Mr. Russell bring the Council up-to-date as concerns how the board has budgeted technology into their proposed budget. Mr. Russell stated his belief there has not been any establishing from the Board side as yet. He noted they’re looking to see what available funding there will be and learn how much infrastructure is needed. He estimated the school infrastructure to be in the million dollar range.
Mr. Coppler requested clarification on infrastructure, and Mr. Russell explained this involves the network gear that allows for communication in computers in classrooms, libraries and labs. He noted such a system would prevent hacking and viruses. He noted they want to solidify all of that. He pointed out that once they roll out that infrastructure, they may be able to provide services to the Town because that infrastructure would allow for that support.
Mr. Coppler pointed out this is to bring what the school has up to the level of what the Town has.
Chairman Kaupin questioned the timeline to have compatible systems that can be merged. Mr. Russell stated the ideal time frame would be over the summer, based upon available funding.
Mr. Coppler stated Mr. Russell is working at getting the cost down, and he is looking at ways to make things happen in the near term and spread out the cost. He went on to note the Council should have a joint meeting with the Board of Education concerning funding.
Chairman Kaupin questioned if the Board is including funding in the same technology line item in the proposed budget as they did in the last budget. Mr. Coppler responded he’s not sure. He added the money the Town puts in the current year budget is the same type of funding as last year’s budget. He noted within the IT budget, there are different costs for licensing. He added his assumption the school is doing the same.
Councilman Nelson questioned whether the Board of Education has heard this presentation from Mr. Russell, and Mr. Coppler noted Mr. Russell will meet with the Board on March 11th.
Councilman Lee questioned when was the last time the school system’s infrastructure was replaced. Mr. Russell responded 90% of the equipment is seven to ten years old.
Mr. Russell stated his belief they have a great team. He noted they will need support from both the Town and Board of Education to make things happen.
MOTION #9693 by Councilman Ragno, seconded by Councilman Mangini to go into Executive Session to discuss Personnel Matters, Pending Litigation, and Real Estate Negotiations.
Upon a SHOW-OF-HANDS vote being taken, the Chair declared MOTION #9693 adopted 9-0-0, and the meeting recessed at 5:50 p.m.
ROLL-CALL – Present were Councilmen Bosco, Dumont, Jones, Kaupin, Kiner, Lee, Mangini, Nelson and Ragno. Councilman Crowley arrived at 6:13 p.m. Councilman Edgar was absent. Also present were Town Manager, Matthew Coppler; Assistant Town Manager, Daniel Vindigni; Town Clerk, Suzanne Olechnicki; Town Attorney, Kevin Deneen; Assistant Town Attorney Mark Cerrato, Deputy Assessor, Della Confer.
Personnel Matters, Pending Litigation and Real Estate Negotiations were discussed with no action or votes being taken.
Chairman Kaupin adjourned the Executive Session at 6:39 p.m. He reconvened the Special Meeting at 6:40 p.m. and stated that during Executive Session the Council discussed Personnel Matters, Pending Litigation and Real Estate Negotiations with no action or votes being taken.
MOTION #9694 by Councilman Jones, seconded by Councilman Dumont to adjourn.
Upon a SHOW-OF-HANDS vote being taken, the Chair declared MOTION #9694 adopted 10-0-0, and the meeting stood adjourned at 6:41 p.m.