05/23/1988 - Minutes MEMORANDUM
CITY OF TIGARD, OREGON
TO: Computer User Committee May 31, 1988
FROM: Randy Clarno, Committee Chairm4n
Z/j
SUBJECT: Minutes of May 23, 1988 and Notice of Next Meeting
MEMBERS PRESENT: Sherrie Burbank, Office Services
Alice Carrick, Police
Randy Clarno, Development Services
Carol Hausauer, Library
Wayne Lowry, Finance
Bruce Olson, Computer Systems Manager
Don Palmer, Accounting
Nadine Robinson, Court/Records
MEMBERS ABSENT: Marcha Hunt, City Administration
GUESTS: Bob Jean, City Administrator
Jill Monley, Assistant City Administrator
Agenda Items and Discussion:
1 . Status of Current Hardware and Software Agreements
Bruce summarized the status of existing agreements.
2. Computer User Committee Membership/Role
Committee membership was discussed. It was agreed that it might not
always be relevant to have some of the members present for all meetings
but they would be added to the extended membership list and would be
notified when appropriate. Those members are indicated with "???" after
their names.
Computer Systems Manager
Computer Systems Operator - ???
PD - Support Services Manager
Library -- Assistant Circulation Manager
CD - Development Services Manager
- Operations - ???
CS Finance Director
- Accounting Manager
Records/Court Manager
- Office Services Manager
- Personnel - ???
CA - Executive Secretary
We will meet as* extended group for the next three months . At the end
of the three month period, we will reevaluate the composition and
functioning of the group.
It was agreed that the committee should meet on a monthly basis with an
established agenda prior to each meeting.
Subcommittees will be established as necessary for follow-up purposes .
Role of the Computer Users Committee needs to be better defined. Input
from the committee included:
o Department representation - information back to department.
o Determining priorities with emphasis on both short-term and long-term
and budget dollar allocations.
o Future and changes in technology.
o Coordination among departments .
o Information exchange.
o Intergovernmental information exchange.
o Identification of department needs.
o Responsibility of chairperson and recording secretary for meetings,
follow-up, and agendas.
Committee needs to develop a purpose statement and process by which it
reports to the City Administrator and other staff.
3. City's Long-term (2-3 years) Computerization Goals - Technological Impacts
Bruce discussed PC vs. mainframe and the rapidly changing computer-
technology. Advantages and disadvantages to PC's and possible tie-in to
other agencies through telecommunication modems were discussed . It
appears a consensus is building that the City should move toward a PC
network environment. Committee feels we should transition into this over
the next year or so.
4. FY 1988-89 Work Program
Moved to next meeting - discussion with Bob Jean.
5. Computer Systems Office - Organizational Role
Computer system and technology has to have a citywide view; therefore, the
Computer Systems Office has been developed. Bruce will report directly to
Jill in her role as Assistant City Administrator.
Effective 7/1/88 the City will begin in-house computer management.
Management Systems Northwest will no longer provide this service. Maria
will be hired initially on a temporary basis to provide systems management
support. She will work directly for Bruce Olson.
Bruce has now moved into an office in the annex. He will maintain a copy
of all City hardware and software agreements .
6. Desktop Publishing
A subcommittee was appointed to research Fax and Desktop Publishing. The
subcommittee is made up of Bruce, Sherrie, Wayne, Alice, and Cathy/Lorean.
7. Follow--Up Items
Be prepared to give a brief update at the next meeting.
Burroughs trade-off of B-20' s for PC's (verbal from Unisys) -- Randy
Clarno, Ken Fox, and Bruce Olson
- Citicorp payout and equipment release - Bruce Olson and Wayne Lowry
- Manatron lawsuit - Randy Clar•no, Ken Fox, and Bruce Olson
- Wang hardware and software agreements - Sherrie Burbank and Bruce Olson
6. Next Meeting
For our information, Bob indicated that budget analysis for new computer
equipment is based on:
a. Safety
b. Cost benefit - straight payback (time, money, cost avoidance)
C. Service enhancement
The next meeting is scheduled for June 7 from 3--4:30 PM. This meeting
will be addressing the Computer User Committee's work plan. Come
prepared! !
Be prepared to answer the following:
a. What do you like and what's working well with the current system?
b. What' s not working of the things bought (both hardware and software)?
C. If money were no object, what do you think could really benefit the
City in computer technology?
d. What specific things would you like to accomplish in the computer• area
this next fiscal year?
Other• agenda items will include:
a. Follow-up items
b, Committee purpose statement and membership discussion►
sb/5081D