Rochester Hills Legistar System

Non-Voting Members Present: Bob Grace, Pam Lee, Jane Leslie, April Feng and

Jennifer Stein

Non-Voting Members Absent: None

Others Present: Jean Farris, Supervisor, Purchasing; Kevin Krajewski, Deputy Director,

MIS; Roger Moore, Professional Surveyor, DPS; Susan Koliba-Galeckza, City Council

Liaison; Margaret Strate, Administrative Secretary; and Mark Witte, CDV Youth

Representative

Committee Member Verschueren provided previous notice he would be unable to attend

and asked to be excused.

The Committee discussed the recommended changes for the second draft of the Youth

Council Bylaws and came to the following consensus:

* Article II, Section 2.: Appointment of Youth Representatives - keep the same verbiage

as the first draft.

* Article III, Section 3.: Annual Projects - change verbiage to the second draft.

* Article IV, Section 1c.: Application and Selection Process - change verbiage to the

second draft and create an "incumbent application".

* Article V, Section 6: Procedure for Election - change verbiage to the second draft.

* Article VI, Meetings: Change verbiage to second draft.

* Article VIII, Quorum and Voting: Change verbiage to second draft.

* The formatting should remain the same as other committee bylaws maintained by the

Clerk's Department.

* While the current objective to setting up the Youth Council is to "mirror" the City

Council, the Youth Council can bring changes back to the AIS Committee as needed.

The Committee agreed to move this item forward to City Council for recommended

approval.

Mr. Bob Grace, Director of MIS, informed the Committee that the following three (3) files

represent different projects that are in the MIS budget, but they are not necessarily all

MIS projects, meaning that MIS is working with other departments to help bring these

projects forward.

Mr. Kevin Krajewski, Deputy Director of MIS, gave an update on the network upgrade

that included the following:

* The existing network was installed approximately January 2001. It is currently at four

and one-half (4 1/2) years old; the normal replacement time is approximately three (3)

years.

* Plante Moran was awarded a contract to perform an analysis and design in October

2004. The Request For Proposal (RFP) was issued in April with bid responses due

May, 18; hopefully the bids will come in under the budgeted amount of $444,850.

* The RFP included networking upgrades to the DPS Facility and Fire Station 1,

upgrades to hardware and software storage, system integrations, private networking

capabilities for remote users and sites, firewalling issues, antiviral traffic scanning,

automating "patch management" on workstations, and an email achiving system.

An Adminstrative team comprised of Ms. Jean Farris, Procurement Supervisor, Mr.

Kevin Krajewski, Deputy Director of MIS and Mr. Roger Moore, Professional Surveyor

for the City, presented an update of the Large Format Digital Storage and Retrieval

System (LFDSRS) including a consultant to assist the City in developing an RFP for an

actual system. A vendor has been selected and negotiations have been done to reduce

costs down approximately 8% to 10%.

The question remains as to whether it should move forward to Council for approval.

The Administrative team noted the following points:

* The logic behind developing a document management system specific to large

documents is that they basically do not have a life cycle to manage; they are stored

indefinitely and have special needs and different parameters than a standard imaging

and document management system for all city-wide documents.

* The main objective of a large document management system is to provide

accessibility to the most current copy of site plans, etc. as well as provide an indexing

system that allows for searchability.

* An issue with pursuing a future city-wide document management system hinges upon

a retention schedule that is being handled in the Clerk's Office.

* A large document management system could stand alone and could become a part of

a city-wide document management system in the future.

* The first step in developing any type of document management system is to compile

an inventory of documents and assign a life cycle or retention schedule to them.

Upon Committee discussion, the consensus was to redirect the Administrative team's

efforts toward a city-wide document management system versus a system that

encompasses just large documents due to the concern that the project will exceed the

budgeted amount of $200,000 and will only encompass access, storage and retrieval of

large cumbersome documents used by the certain departments at City Hall.

A motion was made by Hill, seconded by Dalton, that this matter be

Recommended for Approval to the Clerk's Office.

Resolved that the Administration & Information Services (AIS) Committee

recommends that the City's administrative staff re-direct their efforts toward a

city-wide document management system versus a large format digital storage

and retrieval system.

The motion carried by the following vote:

Mr. Bob Grace, Director of MIS, gave an brief recap status of the asset management

project and included the following:

* The Department of Public Service (DPS) began discussing asset management a

couple of years ago during the budget process. It is a way for them to track their

infrastructure and maintenance, etc.

* An asset management system can also facilitate complaints, track performance

bonds, and warranties, etc.

* There was a lot of "due diligence" performed by the Administrative team in gathering

information, hiring a consultant to performing a needs analysis to determine the needs,

etc.

The asset management project is planned for discussion in the 2006 budget process.

Non-Voting Members Absent: None

Salary Recommendation for Directors' General Adjustment Recommendation -

2006

Agenda Summary.pdf; AIS Agenda Summary.pdf; AIS Resolution

options.pdf; Memo Galeczka re Directors General Adjustment.pdf; 060105

Revised Memo Lee.pdf; Revised Mayor_CM_Council Pay 6_05.pdf;

Revised Wage Adjustmt Chart.pdf; Wage Adjustmt Chart.pdf; Revise

Ms. Pam Lee, Human Resources Director, gave a brief update noting that she spoke

with the City Attorney but did not request a written opinion regarding the

recommendation for the Directors salary adjustments. She noted the following points:

* The attorney indicated that since it is the responsibility of the AIS Committee to

provide for Directors, Mayor and Boards & Commissions' Salaries that it was not

necessary that specific salary adjustment decisions be made and that the Committee

could vote to delay the salary adjustment decision as long as the salaries were included

in the budget.

* The salary survey data [electronically attached to file 2005-0243] has been updated to

include wage adjustments from other municipalities through 2006 which shows that for

the past two (2) to three (3) years, wage adjustments have ranged from two percent

(2%) to three percent (3%).

* The City has received Local 2491's proposal for salary adjustments for 2005, 2006

and 2007 which came in at a five percent (5%) adjustment for each year. The proposal

is being negotiated.

The Committee consensus was to recommend that Council delay making Directors

salary adjustment recommendations until the contract negotiations are settled.

However, the Committee will discuss the matter further at the June AIS meeting.

Salary Recommendation for City Council - 2006

Agenda Summary.pdf; AIS Agenda Summary.pdf; Memo Galeczka re CC

Salary.pdf; AIS Resolution Options.pdf; Revised Mayor_CM_Council Pay

6_05.pdf; Revised Mayor & CC 2005 Market Survey.pdf; Mayor & CC

2005 Market Survey.pdf; Memo Lee HR 033105 .pdf; 0244 Reso

The Committee briefly discussed Council's base salary and per diem fee for which

Council is paid additional meetings. They discussed reducing the number of extra paid

meetings from 32 to 28, however, the consensus was to discuss it further at the June

AIS meeting.

Enactment No: RES0190-2005

Salary Recommendation for Mayor - 2006

Agenda Summary.pdf; AIS Agenda Summary.pdf; AIS Resolution

Options.pdf; Memo Galeczka re Mayor's Salary.pdf; Revised

Mayor_CM_Council Pay 6_05.pdf; Revised Mayor Council 2005 Market

Survey.pdf; Mayor & CC Survey.pdf; Memo Lee HR 033105 .pdf; 0245

Resoluti

The Committee briefly discussed the Mayor's salary, however, the consensus was to

discuss it further at the June AIS meeting.

Enactment No: RES0192-2005

Ms. Hill pointed out that the Clerk's office did a telephone survey to four (4) other

municipalities regarding Internet access for council members and shared her concern

with liabilities issues. After the Committee briefly discussed various issues, Mr. Dalton

suggested that he and Ms. Hill draft a policy for review. The Committee consensus was

to discuss this matter at the June AIS meeting.