1995-08-31 Work Session
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
WORK SESSION, AUGUST 31, 1995
BOOK 24
PAGE 891
ASSEMBLY
The New Hanover County Board of Commissioners held a Work
Session on Thursday, August 31, 1995, at 10:45 A.M. in Room 501 of
the New Hanover County Administration Building, 320 Chestnut
Street, Wilmington, North Carolina.
Members present were: Commissioners Sandra Barone; WilliamA.
Caster; William E. Sisson, Jr.; vice-Chairman E. L. Mathews, Jr.;
Chairman Robert G. Greer; County Manager, Allen 0' Neal; County
Attorney, Wanda M. Copley; and Clerk to the Board, Lucie F.
Harrell.
Chairman Greer called the meeting to order and reported the
purpose of the Work Session was to hear a presentation on the
amendments to the public access law and the systems being used by
the County to comply to these changes.
Director of Management Information Systems (MIS), Bill Clontz,
reported during the last session of the N. C. General Assembly, a
bill was enacted that clearly outlined the responsibilities of
public agencies in the provision of information to the public.
The bill will become effective October 1, 1995, and in order to
comply to the legislation, the County has an opportunity to expand
its current system into an electronic information service that will
provide public access through personal computers free of charge to
public users. Due to the fee-prohibitive restrictions in the
legislation, Staff felt that charging a fee would not be cost
effective.
Three months ago, the County implemented a pilot program for
public access to information in the Tax Department, Inspections
Department, and New Hanover County Library. The Library agreed to
use the electronic information service to see if the system worked
satisfactorily, and if this method of public access would be
accepted by the public. After a review and analysis of the system,
the Library Director has received favorable comments and feels the
program has been well received by the public.
The New Hanover County Bar Association identified three law
firms to participate in the pilot program, and favorable reports
have been received from all three firms. For example, the system
has enabled attorneys to check the tax records without having to
send personnel to the Tax Office. This has saved time for the firms
as well as time for tax employees.
The Inspections Department selected a general contracting
firm, an electrical firm, and a mechanical firm to participate in
the pilot program. Favorable reports have been received from all
three firms. The contractors are able to check into the system
during evening hours to see if an inspection request had been
scheduled for the next day. This process had enabled the
contractors to better schedule their work, and the number of
morning telephone calls has been reduced ln the Inspections
Department.
Presently, the MIS Staff is pleased with the results of the
pilot program. The proposed system will be available to the public
twenty-four (24) hours a day. This will increase the office hours
for the MIS Department; however, it is felt as the system expands
to other departments, a great deal of time will be saved for office
personnel, which will produce a cost-effective system.
Staff's main concern with the system has been security. After
study and review, a security component has been installed to avoid
any persons from shopping around on the system and obtaining
information that is not available to the public.
The Commissioners were requested to endorse this approach to
public access; expand the program beyond a pilot program; and amend
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
WORK SESSION, AUGUST 31, 1995
BOOK 24
PAGE 892
the current data distribution policy to comply with the State law.
The amendment to the current policy will be placed on an agenda at
a later date.
Chairman Greer expressed appreciation to MIS Director Clontz
for having the foresight to use this type of technology to provide
an efficient and cost-effective public access system. He asked if
each County Commissioner should have a personal computer to obtain
more accessibility to the County departments, and he inquired as to
the cost and security of such a system?
MIS Director Clontz responded the cost involved would not be
extraordinary because the County already has the facility to allow
the Commissioners to use E-Mail from their homes. He advised the
Commissioners that utilization of E-Mail could draw criticism from
the media and local newspaper.
Chairman Greer commented on the need for the Commissioners to
better communicate with the County Departments and stated that he
felt use of E-Mail would be beneficial.
County Manager O'Neal agreed and reported the use of E-Mail
would greatly enhance the lines of communication between the
Commissioners, the County Manager, the County Attorney, and the
Clerk to the Board. He encouraged the Board to consider using this
option.
Discussion was held on the use of the Internet System.
Commissioner Caster commented on the cost of long distance calls
whether, in or out of the State, and recommended thoroughly
checking into this matter with policies in place before moving
forward with Internet.
County Manager O'Neal reported the Management Team had already
discussed possible access to Internet with the conclusion that the
need does not exist at the present time to provide this system to
the various departments.
After further discussion, Commissioner Caster recommended
pursuing the provision of personal computers to the Commissioners
for use of the E-Mail System.
Commissioner Barone agreed with the provision of personal
computers to the Commissioners, and she recommended endorsing the
approach to public access by expanding the program beyond a pilot
program.
ADJOURNMENT
Chairman Greer expressed appreciation to the MIS Director and
Staff for the presentation and their leadership in the use of the
latest technology. He reported this item would be discussed as an
agenda item and a decision would be rendered at that time.
Chairman Greer adjourned the meeting at 11:20 A.M.
Respectfully submitted,
Lucie F. Harrell
Clerk to the Board