Loading...
HomeMy WebLinkAbout1995-08-31 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