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HomeMy WebLinkAboutMinutes - Technology Committee 02/03/2004F7 CITY OF PALM DESERT TECHNOLOGY COMMITTEE MINUTES Tuesday, February 3, 2004 - 2:00 P.M. COUNCIL CHAMBER CONFERENCE ROOM ****************************************************************************** I. CALL TO ORDER Chairman Lewis opened the meeting at 2:00 p.m. II. ROLL CALL Present: Dale Holtzer, Vice Chairman Jim Lewis, Chairman Robert Rose, Member Denise Welch, Member Also Present: Bob Spiegel, Mayor Bob Kohn, Director, Special Programs Doug Van Gelder, Information Systems Manager Paul Gibson, Director, Finance Gail Santee, Recording Secretary Jennifer Larson, Reporter, The Desert Sun III. ORAL COMMUNICATIONS None IV. CONSENT CALENDAR A. Approval of the January 6., 2004, Technology Committee Meeting Minutes Action: Member Rose moved, seconded by Vice Chairman Holtzer, to approve the January 6, 2004, Technology Committee meeting minutes as presented. Motion carried 4-0. V. WRITTEN COMMUNICATION RECEIVED FOR COMMITTEE A. Letter from Time Warner, 1/12/04, RE: Digital Phone Service G:\CityClrk\Gail Santee\TechnologyComm\Techminutes0203o4.doc 1 TECHNOLOGY COMMITTEE February 3, 2004 MINUTES B. Letter from California State University, 1/21/04, RE: Public Educational Programming VI. NEW BUSINESS A. DISCUSSION of "211" Service (James Lewis) Chairman Lewis stated he was serving as Chairman of the Riverside 211 Steering Committee. He presented the Technology Committee a PowerPoint presentation of 211 information referral (INR) service. INRs have been around officially for more than 50 years to help connect people in need with available help. The referral specialists are capable of quickly understanding the situation, assist the caller's needs, help the caller solve his/her problems through referrals to proper resources, and follow-up when necessary. Most calls to INRs are for basic needs like food and shelter, but all kinds of health and human service needs are addressed. Specialists are taught active listening, assessment and problem solving skills designed to quickly identify the caller's critical needs, and find appropriate solution providers. Comprehensive INRs serve all populations and keep extensive resource listings of all types of agencies and programs. The Riverside County volunteer center has been helping people for more than 37 years. They are currently receiving 20,000/year, including the eastern Riverside County area. Simply by dialing "211", a person can get access the multitude of services available to them within their community. "211" is to social services as "911" is to emergency services. The INR allow for an almost instant connection to appropriate services. Most counties in California have established INRs which will likely become the "211" service. In some counties, collaborations may be formed to jointly offer "211" services. Currently, finding the right phone number for non - emergency help can be nightmare. "211" provides a single point of contact, a simple connection to a specialist who knows local agencies and the services they provide. "211" will help the whole system by eliminating many calls that go to the wrong agencies. The primary benefit to "211" is that once it is fully implemented everyone, everywhere will know how to access the services they need. Now, most people don't know that Information Referral exists. With the advent of "211", there will be a statewide outreach campaign which will reduce the G:\CityClrk\Gail SanteelTechnologyComm\Techminutes020304.doc 2 TECHNOLOGY COMMITTEE February 3, 2004 MINUTES amount individual agencies have to spend on their own advertising and marketing. Following a natural disaster, there is critical need for special human sery o that i es information. With INRs that are trained and prepacontact number that red till knowe that information and "211" os�-disa ter information will be much easier. the job of disseminating p New York, after 9/11, had no "211" servicover 400n1- 0 numbers u b cut were set up. Confusing! Contrast New York's toConnecticut get where their operational "211" service smoothed the way for people and receive services. Initial funding in California has been provided by some well-known organizations. Efforts for additional andom ntinuouvn ouss fundisourcng I s no n-gorei s s Funding across the nation has comells have "211" funded by a surcharge, like "911": Senate leg s at on to aulthorized been introduced in Washington, oC'r"211'introduce Efforts to secure statewide $200 million in federal funding sustainable funding are underway. "211" will help everyone in the community while targeting eths mot nons at -risk isk population: older adults, people with disabilities, givers, speakers, families, and low-income people. In Riverside County, a selection committee was formed e ton create comma 21 y Steering Committee representing a broad cross leaders. The Steering Committee selected the«2 Volunteer Center terorth of Riverside County in May 2003, to become the sources, begine County. Work began to identify and secure funding p p 9 proa ating local awareness, and increase the technical brats s and capacity for Riverside County s database and call-center public can access this database at In formRiverside.org. application into the Riverside plans to have its CPUC by January 2004.of 2005, Approval could be received as early ortions of Rivers2004. ide County.y the Spring "211" is planned to be operating p Chairman Lewis reported Riverside County's application had gone to CPUC. Once the application is approved, the INR entity will then be able to make agreements with the phone companies for switching. Just like G:\CityClrk\Gail Santee\TechnologyComm\Techminutes020304.doc TECHNOLOGY COMMITTEE February 3, 2004 MINUTES "911", there have to be switching agreements with the telephone companies so that calls in this area will go to be certain place. The Volunteer Center of Riverside County is 24/7 now. They are looking at a ramp -up schedule of increasing, training, and staffing to coincide with the "211" roll out. They are currently handling over 20K/month. With the build -out of east Riverside County, there is the possibility of having a second call center just for this area. The Sheriff's Department is aware of "211". Chairman Lewis is prepared to make a presentation to Palm Desert's Public Safety Committee. The call centers are staffed by paid individuals. The financial information was not available for the Committee. Chairman Lewis noted, however, that they are currently looking at doubling their staff based on projected calls. "411" is for telephone numbers of people or companies the caller can name; "211" is an emergency services call center. For example, if there were an earthquake, people could call "211" to report damage to their property, nonworking utility lines, etc. The "211" representative would be able to give them the number of the agency handling that particular problem. Currently, the population is told not to rely on their phone because it may be out. They are instructed to listen to their battery -operated radio. Chairman Lewis replied telephone lines are usually the last thing to stay on because it has its own power source. But should a call center be disabled, remote call centers could be set up. In this case, if something happened to the Coachella Valley call center, calls would be re-routed to the Riverside call center. There are no fees involved. The system is looking at government and private grants. United Way has been heavily involved in the program. Once the application has been approved, they have to start the process of finding the funding to augment where they are now to where it will be in the future. At this point, wherever "211" has been implemented, it has been with local government and private funding. It may at some point be handled and funded as "911" is, part of the local utility. G:\CityClrk\Gail Santee\TechnologyComm\Techminutes020304.doc 4 TECHNOLOGY COMMITTEE February 3, 2004 MINUTES VII. CONTINUED BUSINESS B. REPORT on Fiber Optic/Wireless RFP (Bob Kohn) A copy of the FiberOptic/Wireless RFP had been distributed to Committee members. Mr. Kohn explained the RFP is asking for a feasibility study to look at the existing fiber optic and the existing plans to complete the fiber optic backbone to be installed in major arterials around and throughout the City. The study will also look at the City's use of wireless services and how wireless could benefit the City as an organization. The RFP stays away from the focus of providing the services directly to the general public and competing with the private sector. There are 27 companies the RFP could be sent to, including Brunetti, who appeared before the Committee last year. The City of Lompoc just completed an RFP receiving 27 proposals, indicating there is a significant interest in conducting this kind of study. Our study is scaled down from the Lompoc study — most are looking at broadband fiber throughout the city to compete with the private sector. Ours does not do that. When Brunetti gave their proposal, it was $75,000. Mr. Kohn is certain it will be considerably less than that. Mr. Kohn asked Committee members to provide their comments via e-mail or phone. There is no set date to send a recommendation to Council. Action: Member Welch moved, seconded by Member Rose, to table this item until the next meeting so that it can be reviewed. Motion carried 4-0. C. DISCUSSION Regarding Accepting Credit Card Payments (Paul Gibson) Mr. Gibson reported that if the City does not charge a surcharge for cash or check payments, it could not charge a surcharge of 3+% for credit card payments. (The credit card surcharge would cover the fee the City pays to VISA/MasterCard.) Therefore, all types of payments would have to charged the surcharge. Credit card costs to the City are estimated to be: Business Licenses — if 50% of the businesses paid their Business License fee via credit card = $15,000/year G:1CityClrk\Gail SanteelTechnologyComm\Techminutes020304.doc 5 TECHNOLOGY COMMITTEE February 3, 2004 MINUTES - Building Permits — the credit card costs would be more than $105,000/year - Transient Occupancy Tax (TOT) — could be $219,000/year. This would come into affect if we allowed the hotels to pay their TOT via credit card. Ms. Gilligan stated the City raised the TOT in 1992. It is being taken to ballot retroactively because the State is telling us we should have taken it to the voters. That is being done in November 2004. There is a potential that Council is considering raising the TOT. Mayor Spiegel reported the City pays the Palm Springs Resort/Convention Bureau $996,000/year. Yet, not all of the City's hotels participate with the Palm Springs Convention Bureau. Council is thinking of adding a little more to the larger hotels' TOT to help pay for that yearly fee. The City has the lowest hotel occupancy tax in the Valley at 9%. Palm Springs is at 12-13%. This has to be approved by the citizens. For cities, the problem is Prop 318. In order to charge a surcharge, the City has to go to the voters and get them to agree. Vice Chair Holtzer asked if all the fees could be raised to cover the credit card fee. Again, Prop 318 states any raise in fees must be approved by the voters. When asked if any of the Valley cities were taking credit card payments, Mr. Gibson replied that he thought Indian Wells may be strictly for business licenses. He asked H.T.E. if they would be willing to process debit card payments at about $.25 per transaction. However, they would have to remodel the entire computer program. It might be possible to accept debit card payments at the counter without going through H.T.E. Currently, the business license form is down-loadable, but has to be brought or mailed to the office and paid by check or cash. The City Attorney is currently reviewing the issue of accepting credit card payments only for business licenses (i.e., not building/development permits). Chairman Lewis noted it would be helpful if the City could e-mail business license reminders to each of the businesses. G:1CityClrk\Gail Santee\TechnologyComm\Techminutes020304.doc 6 TECHNOLOGY COMMITTEE February 3, 2004 MINUTES Member Welch asked if Paypal could be brought into use explaining that Paypal would be the go-between between the City and a business. Paypal extracts a fee for its services also. However, in this case, the payer pays the fee, not the receiving agency (the City). Mr. Gibson stated he would check on Paypal. Mr. Van Gelder stated that the City's software probably wouldn't accept Paypal. D. DISCUSSION Regarding Kiosks (Denise Welch) Member Welch explained why governmental agencies have incorporated kiosks is to give citizens access to governmental services in a much more efficient capacity. Another reason is the savings obtained by not having a staff member standing behind the counter when that same job could be done by a kiosk type of machine. Also, local tourist information is more easily available through kiosks located at malls or the Visitors Center. The top three reasons kiosks are being used are for DMV applications, the social services, and the municipality information. Member Welch's research found several nearby cities (Compton, Torrance, and Pomona) who have incorporated kiosks into their system. Almost all of the kiosk companies frown upon using the website as a kiosk system because 1) people tend to stay on websites longer than they do on a kiosk, 2) website tends to be something you use a mouse with whereas kiosks tend to be touch -screen driven, 3) they rely on cursors, and 4) they require full-time Internet connectivity. These are all areas that kiosk companies have found that brought determent to why kiosks haven't been that popular. Member Welch then asked what do we do with our website as far as incorporating it into a kiosk. The general consensus of those contacted have said that they take the portions of the website that are usable portions, ie, business applications, PDF files. But, it is something that would have to be re -worked as far as the software applications re concerned. The Cities of Torrance, Compton, Irvine, Pomona, and Santa Ana are all primarily using the same type of company, called Info Express. They have joined their website together. While you are accessing a kiosk at one location, you have the capability of accessing others. G:\CityClrk\Gail Santee\TechnologyComm\Techminutes020304.doc 7 TECHNOLOGY COMMITTEE February 3, 2004 MINUTES Each city uses the kiosks for different purposes. Compton: education and gent, and training, employment opportunities, service directory, cityovernmrnme DMV, recreation & events. Fairfax, VA: Metro Bus and Rail, City schools, city government. Kiosk locations include tranit st ations, nsEvery Hall, local college campuses, hotels, airports, and shoppingof ainformation. city looks at using the kiosks for providing different types Another benefit is its access after hours. T hetyp es of kiosks available range widely, from desktop b models sand the on a counter, freestanding parts with no extraneous specialty version which is custom designed for particular needs. This i The general consensus was between 4,77f acceptingn$,6 0c/a it. This includes keyboard track mails, bill accepters (which may not include the ), credit card readers, site kiosk software ( tes the programming of that site software), and the actual PC thate drives the actual is done, actual kiosk. By the time, the programming cost at $10,000 - $20,000/unit. kiosk with printer at the Visitors' Center. Local businesses pay Ms. Gilligan noted there was a countertop nadvertising on the kiosk. There is no cost to the City. It is a marketing tool. Suggested sites for kiosks are the Call, The Gardens, the new Visitors' Center, and City would be accessed for the City Hall location, most of the other sites for information on restaurants, hotels, places to go, and things to do. su on Another possible location would be the PalmDesertPolice tput tbetaads on Washington. It would seem to be ideal to findsponsors find the kiosk, thereby reducing the cost for the City. Ms the Gilligan s t sll Content if the City can put information on the kiosk currently Member Welch distributed information regarding the key areas (steps) of kiosk success. The basis of use of a kiosk is ease of use and getting/giving information. SSION Regarding Channel 17 Facility Issues (Michelle Holiday) E. DISCU Time Mr. Kohn reported he has had conversations heistudiothiMs. Jacobs will Jacobs, Warner Cable, about the studio and accessCommittee meetings to talk be invited to attend the March 2nd Technology ab out the program and how it works. This item will be continued to the next meeting. G:\CityClrk\Gail Santee\TechnologyComm\Techminutes020304.doc TECHNOLOGY COMMITTEE February 3, 2004 MINUTES VIII. OLD BUSINESS A. DISCUSSION of Redesigning the City Website(s) (Doug Van Gelder) 1. Sitewire Mr. Van Gelder feels he needs to speak with each of the City departments prior to that visit to see how much they want or need to change or add to the website. He also wants to be sure that as we go interactive, the transition is smooth. He asked the Committee for any thoughts on what they would like to see on the website. Mr. Van Gelder was asked to provide a summary of user statistics. Ms. Gilligan stated she received a Visitors' site daily report. Many of the inquiries, complaints, and questions are from Palm Desert residents. She noted that the Palm Desert Police Department's site gets a lot of hits. During the Hopalong Cassidy event, she received 40-50 e-mails, all through the tourism site. Member Welch questioned why residents were using the tourism site to make complaints or get information instead of using the e- gov site. It would seem we aren't advertising the e-gov site enough. Chairman Lewis suggested putting a block of information on the websites explaining how to get information from our various websites. The BrightSide newsletter is currently on the tourism site. It will be added to the e-gov site. Chairman Lewis noted at one time using just one splash page for everything had been considered. That page would direct the users to wherever they wanted to go. When they returned, they would go back to where they were last time. That is still a possibility. Sitewire is still on a month -to -month basis. The only department that has been using their services has been AIPP. The debate is whether we need a monthly contract or a time & materials contract. Ms. Gilligan noted the Marketing Department had been very happy with Sitewire's services. G:\CityClrk\Gail Santee\TechnologyComm\Techminutes020304.doc TECHNOLOGY COMMITTEE February 3, 2004 MINUTES 2. City of Brea Mr. Van Gelder stated the City of Brea had contacted him last week. They are supposed to be getting him some information this week. He had sent them all the information they requested. Feedback thus far is that Brea will have to upgrade some of its equipment to support our account. IX. REPORTS AND REMARKS A. Council Liaison Mayor Spiegel reported the Council continues to work on the General Plan. He felt the process would be complete within the next two meetings. Reported the City expected to complete the bridge over Magnesia Falls. The Fred Waring widening should be completed by June 2004. Indian Wells will do the same thing. With that done, Fred Waring will be six lanes from Hwy. 111 to Washington. Work is continuing at the new Freedom Park on Country Club near Washington in conjunction with a new grade school. Most of the grade schools are currently using temporary facilities. Initially, Washington Charter School will go out to that school while their facility is completely remodeled (a one-year project). Then, the new school will be open. B. Committee Chairman Some of the older agendas and minutes on the website have repeating paragraphs. This may be due to transferring these documents from WordPerfect to Word to PDF. Mr. Van Gelder will take a look at this. The Committee member's 700 forms are due by April. Committee members must be aware of any conflicts of interest they may have with issues that are being discussed by the Committee. If there is a conflict of interest, the member must leave the room during discussion of that item. If there are any questions, members are encouraged to check with the City Clerk or the City Attorney. G:\CityClrk\Gail Santee\TechnologyComm\Techminutes020304.doc 10 TECHNOLOGY COMMITTEE February 3, 2004 MINUTES C. Committee Members Member Welch brought the Committee's attention to an article in the Los Angeles Time entitled "Comcast Limits Broadband Usage". It seems some TV providers are limiting the amount of use/time their clients have to use their high-speed Internet service. Comcast sent several letters to its client asking him to "dial down" or face service termination even though Comcast advertises "unlimited broadband." Member Welch asked that at the next meeting, the Committee could discuss Time Warner's use of unlimited broadband. Vice Chairman Holtzer stated some gated communities beginning to have their residents use transponders to open gates in order to reduce the number of guards at gates. Although good for the residents, he expressed concern about emergency vehicles. It was the general concensus that emergency vehicles either have an open -all transponder or key. Mayor Spiegel asked staff to find out from the police and fire departments how they access gated communities through non -manned gates — if they do. Vice Chairman Holtzer noted the transponder main unit keeps counts of traffic going through the gates. Could the City use the information being gathered by the transponder main unit? D. Staff None IX. ADJOURNMENT Member Rose moved, seconded by Member Welch, to adjourn. Motion carried 4-0. The meeting adjourned at 3:15 p.m. The next Technology Committee meeting is scheduled for March 2, 2004, at 2:00 p.m., in the Council Chamber Conference Room. Respe, ylly . ubmi ed, ail Sa ee Recording Secretary G:1CityClrk\Gail SanteelTechnologyComm\Techminutes020304.doc 11