3 Computer Network Task Force ITYOF
CHANHASSEN
690 City Center Drive, ?O Box I47
Chanhassen, M in,esota 55317
Phone 612.937.1900
Gemral Fax 612,93Z5739
E, ginee~q,g Fax 612.93Z9152
P, bIic Sa~ty ~.x' 612,934.2524
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MEMORANDUM
TO: Mayor and City Council ·
FROM: Todd Gerhardt,. Acting City Manager ,
DATE: April .14, 1999
SUB J:
Review Mission/Goal Statement for the Computer' Network Task
Force
Attached please find staff's draft of the Mission/Goal Statement for the Computer
Network Task Force. The city council is to review and provide suggested changes
at Monday night's meeting.
The Ct;~y of Chanhassen. /t growing comm,nity with clean lakes, qtta/ity schooh, a.cha~ming downtown, thriving bm[n~sses, and beautiful parks,'A great place to live, work, and play.
City of Chanhassen
Computer/Network Task Force
April 1999
Mission
The Computer/Network Task Force was created to advise city staff in establishing a
comprehensive plan for developing a cost effective solution addressing the Information
Technology systems needs throughout all city functions. The Task Force is charged with
reviewing the city's computer, network, and telephony needs, as well as acting as an advisory
board for Y2K concerns. The council would like information regarding short term and long term
recommendations for future Information Technology purchases. The council will take the Task
Force's recommendations under consideration and, as with all advisory bodies, is not bound by
any specific recommendation.
City of Chanhassen
Computer/Network Task Force
Task Force Charge Statement
Goal
The purpose for this task force is to review and make recommendations to City Council for
actions on the following issues:
1. Proposed 1999 I.S. Budget and adjustments in this fiscal year.
2. Y2K project status, and direction.
3. City WAN expansion
4. Scheduled Computer and Network Hardware Upgrades and additions
5. City telephone system, upgrade and integration with data network.
Desired Results
The Task Force will provide input to the City Council regarding the direction the City should
pursue as it relates to improvements in Information Technology systems. The Task Force shall
address both the current city needs, (for the 1999 budget cycle), and also for the two year period
ending in Q 1, 2002.
Scope of Responsibility
The task force is to focus on the issues as stated in the goals set by City Council.
Level of Authority
The Computer/Networks Task Force is commissioned to complete the goals as set forth by the
Chanhassen City Council. The Task Force will provide input to the City Council for its
consideration and action.
Communication
Individual members of this Task Force are expected to provide regular reports to other
members on the issues under review. Task Force members may also solicit broader input and/or
reactions to various elements of the issues under consideration. Processes and structures will be
available to support Task Force member communication activities.
Timeline
The task force will meet on a regular basis beginning on Thursday, April 22,1999, with the last
scheduled meeting on Thursday, July 1,1999. The I2 S. Coordinator will remain in contact with
Task Force members regarding the Y2K project until January 31, 2000, providing status updates
and soliciting further input as needed.
Resources Available
Data concerning all city computer, netWork, and Y2K issues will be made available
to all members by the City Information Systems Coordinator.
Expectation for Membership
All members are expected to abide by the following guidelines.
1. Make attendance at scheduled meetings a priority
2. Come to scheduled meetings prepared
3. Work with the Information Systems Coordinator,and other members
on established goals and or issues.
4. Provide input to City Council for Consideration.
City of Chanhassen
Computer Network Task Force
1999 Meeting Schedule/Agenda
3
4
Agenda
Initial Task Force Meeting
A. Introduction of Members
B. Review of Charge Statement/Guiding Principals
C. Presentation of current network design by I.S. Coord.
D. Presentation of proposed 1999 Budget by I.S. Coord.
E. Presentation of Y2K Project by I.S. Coord.
F. Review future meetings schedule
1999 Budget Review
A. Determine short term needs for all issues
B. Make recommendations for budget adjustments
C. Presentation by KMC Telecom - Fiber WAN Project
D. Presentation by Cady Communications - Digital PBX
E. Review P.C. purchase schedules
F. Y2K status update by I.S. Coord.
Project Reviews and Recommendations
A. Fiber WAN
B. Presentation by City's WAN Consultant
C. PBX
D. Y2K Status Update by I.S. Coord
E. Determine intermediate needs for all issues
F. Make recommendations for 2000 budget
Project Reviews and Recommendations
A. Fiber WAN
B. PBX
C. Y2K Status update by I.S. Coord.
D. Determine long term needs for all issues (2 Year
Forecast)
E. Make recommendations for future budget items.
Finalize Projects
A. Review of all projects
B. Establish Y2K update frequency
Time / Location
Apr 22, 1999 6:30 PM
Courtyard Conference Room
Chanhassen City Hall
Mayl3th, 1999 6:30 PM
Courtyard Conference Room
Chanhassen City Hall
May 27, 1999 6:30
Courtyard Conference Room
Chanhassen City Hall
Junl0, 1999 6:30 PM
CoUrtyard Conference Room
Chanhassen City Hall
July 1, 1999 6:30 PM
Courtyard Conference Room
Chanhassen City Hall