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HomeMy WebLinkAbout1992-04-21 Work Session ~ MINUTES OF WORK SESSION, APRIL 21, 1992 PAGE 896 ASSEMBLY The New Hanover County Board of Commissioners held a Work Session on Monday, April 21, 1992, at 1:00 P.M. in Room 501 of the New Hanover County Administration Building, 320 Chestnut Street, Wilmington, North Carolina. . Members present were: Commissioners Jonathan Barfield, Sr.; Fred Retchin; William H. Sutton; Vice-Chairman Robert G. Greer; Chairman E. L. Mathews, Jr.; Deputy County Manager, Mary Gornto; County Attorney, Wanda M. Copley, and Clerk to the Board, Lucie F. Harrell. Chairman Mathews called the meeting to order. OVERVIEW OF THE MIS DEPARTMENT MIS Director, Bill Clontz, commented on the progress made by the MIS Department within the last two years and presented an outline of the goals accomplished and future needs: OVERALL DEPARTMENT STRATEGY: Meetings were computer equipment discovered: held and with needs. all department heads analyzing The following findings were -Major departments, such as DSS, the Department of Health, and the Sheriff's Department were not equipped with computers; therefore, 80-95% of all departments had computer equipment with only 45% of County personnel having use of this equipment. -An immediate update of old systems. . -A need to develop comprehensive communications availability among the departments. -Development of a plan for replacement of the County's mainframe within the next two years. IMPLEMENTATION OF DEPARTMENTAL STRATEGY -Library: A new system has been installed in the Library and is now in use. with 30,000 inquiries per day, the system is proving_to be most beneficial. -Human Resources: A new system has been installed for the Human Resources Department to better handle payroll as well as other needs. Effective July 1, 1992, this system will be operational. -Health Department: A new system has been installed and is in use at the Health Department. The system is working extremely well. The Health Department and State are very pleased with the system since reports can be forwarded by tapes and the number of errors has been greatly reduced. . - Sheriff's Department: In addressing the jail population, a system is being developed to integrate the Sheriff's Department, the Jail, Magistrate's Office, and Courts allowing rapid processing of court cases which will reduce the jail population. The proposal was submitted to the N. C. Department of Crime Control & Public Safety with a grant award of 75% for the cost of the system. Bids will be solicited in July. -Department of Social services: After trying to purchase a program for the Department of Social Services (DSS), it was decided to develop and build a program for New Hanover County. Approximately a year ago, a firm in Charlotte was willing to develop a code and build a system. Bids have been solicited ~ (~ .MINUTES OF WORK SESSION, APRIL 21, 1992 PAGE 89,7 with proposals received and a funding request submitted to the federal government for a grant award of $350,000, which is 50% of the project cost. The remaining funds have already been budgeted. PUBLIC ACCESS TO COUNTY DATA: -Update on Public Access Lawsuit: New Hanover County is being sued by a businessman in Raleigh, who is represented by the same law firm that represents the North Carolina Press Association, the agency funding the lawsuit. The gist of the case is that information requested by the businessman was not presented in the format requested, which in their opinion, violated the public access law. In order for MIS to prepare the format requested, a computer program would have to be developed, which in the County's opinion, was over and above the requirements of the public access law. In response, MIS suggested that the businessman contact the firm who prepared the tax base software and request that a program be written. Once written, MIS would provide the information as requested. The businessman contacted the firm, who offered to prepare the program at a cost of $10,000, which in their opinion was too costly. MIS was immediately accused of discussing this matter with the software firm, thus the businessman drew the conclusion that this involvement was the reason for the $10,000 cost and included the software firm in the lawsuit. After negotiation between the software firm and businessman, the software firm has since agreed to prepare the necessary software for the firm with this program being a part of future software packages. As of this date, the offer has not been accepted by the businessman. Hopefully, this offer will be accepted and the lawsuit will be resolved. -Support of legislation in the Short Session that will better clarify the public access laws. Further discussion was held on the lawsuit with emphasis placed on the fact that the MIS Department does not need to become involved with preparing programs for clients desiring various informational formats. FUTURE NEEDS: - Development of a system for inspection employees, including the Health Department inspections and Department of Social Services' inspections, whereby employees will have a small data terminal in their automobiles so that inspections can be made and reports furnished on site. For example, when an inspector meets a contractor on the job site and performs the inspection, he will have the capability of issuing the certificate of approval to contractor on site. This type of program is an emerging technology, which will become less costly, and will be monitored by the MIS Department. -Legislative Study commiss~on:. MIS Director Clontz is serving on this committee and lS ln the process of presenting recommendations for upgrading the State computer systems. commissioner Retchin asked if tax records can be accessed by attorneys through modems? MIS Director Clontz stated the County entered into an agreement with the Board of Realtors for access through telephone modems, which is working well. Attorneys have requested the same access and Staff feels this request is appropriate. Once the lawsuit is resolved, this program will be developed. Commissioner Barfield inquired as to whether the new computer equipment will reduce the number of County personnel, particularly in the Department of Social services? MIS Director Clontz stated the new system will not immediately reduce the current personnel; ~ () () () . . . ~ ~J8 't MINUTES OF WORK SESSION, APRIL 21, 1992 PAGE 898 however, the computer equipment will control the paperwork, which in the future will avoid hiring of 85 additional people in the Department of Social Services. Discussion was held on the benefits derived from doing business with IBM. For example, the County Engineer is exploring the possibility of preparing in-house sewer designs for future expansions of the sewer system due the cost involved with contracting out this service. A firm was paid $2 million to perform design work on the last expansion. After discussion with IBM, the software was loaned to the County at no cost, and the Engineering Department is now learning how to use the software. Director Clontz complimented Ed Burke, the local IBM representative, for this type of cooperation and the excellent manner in which he has dealt with the County. commissioner Retchin commented on the enhanced software specifically relating to HB 20 and inquired as to whether it would be practical for New Hanover County to assist other counties with sharing of this software for a small fee? Director Clontz stated discussion has been held on sharing enhanced software with other counties; however, surrounding counties have less sophisticated systems and cannot utilize the programs. In Dade County Florida, the MIS Department hired a salesman who sold approximately $750,000 of software last year; however, after an analysis of the process, a marginal amount of actual revenue was generated for Dade County due to additional responsibilities and staffing. until laws are changed to allow governments to charge for the real cost, not the incremental cost, this idea may not be profitable. The MIS Department will continue to monitor this issue. In summary, Director Clontz complimented the MIS staff and employees for an excellent job in updating the County's data processing system. He also emphasized the importance of investing time and money into the training of staff so that the County can continue to be informed on the newest technology. Chairman Mathews, on behalf of the Board, expressed appreciation to MIS Director Clontz for an excellent presentation. ADJOURNMENT Motion: Commissioner Retchin MOVED, SECONDED by Commissioner Barfield to adjourn. Chairman Mathews adjourned the meeting at 2:05 P.M. Respectfully submitted, rI?'V~ '-.Y~ F. Harrell Clerk to the Board ~