September 7, 2017 Sheriff s Department Training Room Call Meeting to Order: Bub called the meeting to order at 10:04 A.M. Thiede; Poehnelt; Hansen; Knoll; Bub; None. Melissa Seavers, IT; Jen Strama, IT; Approve Minutes: Knoll moved to approve the minutes of the July 11, 2017 meeting. Seconded by Hansen. All Approve Agenda: Hansen moved to approve the agenda with 6 items; Poehnelt seconded. All 2018 Budget: The Replacement Plan budget no longer needs a software upgrades line item due to Office 365. Seavers increased the hardware line item by $2,000 and showed an overall decrease of 22.4%. Bub suggested moving the extra $7,200 to contracted services as a means to help cover the cost of Office 365 subscriptions. Overall, the 2018 budget will remain at a 0% increase. Knoll made a motion to approve the modified budget, Hansen seconded. IT Short-Term & Long-Term Planning: The main courthouse data server, SQL server and human services data server are all on the cloud backups. Restores have been tested and everything is going well. Office 365 is working great and installs continue to happen as PC s are replaced. Bub asked for examples of other disaster recovery plans. It was suggested to have Sheriff Daniels at the next meeting so he can address his top five needs for disaster recovery. Misc: Bub would like Corporation Counsel to draft a letter telling all County Board members they need to use their county email accounts for communication regarding county matters, not their personal email accounts. Bub would like anyone to be able to schedule a county conference room on their own. He wants to bypass the front desk being the only ones who have access to the software. Bub will be working with Chairman Metz to have committees stop printing minutes for other county board members. Adjournment: Thiede made a motion to adjourn the meeting; Poehnelt seconded. All Ayes. Carried. The meeting adjourned at 11:02 a.m. The next IT Committee Meeting will be November 2, 2017 at 10 a.m.
July 11, 2017 Ground Floor Room GF153 Call Meeting to Order: Bub called the meeting to order at 10:00 A.M. Thiede; Poehnelt; Hansen; Knoll; Bub None. Melissa Seavers, IT; Jen Strama, IT; Approve Minutes: Thiede moved to approve the minutes of the May 11, 2017 meeting. Seconded by Poehnelt. All Approve Agenda: Thiede moved to approve the agenda with 8 items; Hansen seconded. All Closed Session: Thiede moved to go into closed session, pursuant to Wis. Stats. 19.85(1)(c) for the purpose of considering employment, promotion, compensation or performance evaluation data of the IT Department. Knoll seconded. All Ayes. The Committee went into closed session at 10:05 AM. Open Session: Hansen moved to go into open session; Thiede seconded. All Ayes. The committee went into open session at 10:30 AM. County-Wide Broadband: Bub has sent off all the appropriate paperwork to State Legislatures. The committee discussed a possible fall meeting with various parties. IT Short-Term & Long-Term Planning: The email system has been completely moved over to Office 365. Currently working on creating Public Folders instead of Personal Folders for calendar sharing. The IT Department continues to install Office 2016 on County PC s. Once the transition to Office 365 is complete, Melissa will begin cloud backups for the servers. At the next meeting, the Disaster Recovery plan will be reviewed. We will look at one department at a time to see what plan best fits them. Adjournment: Thiede made a motion to adjourn the meeting; Knoll seconded. All Ayes. Carried. The meeting was adjourned at 11 a.m. The next IT Committee Meeting is scheduled for September 7, 2017 at 10 a.m.
May 11, 2017 Sheriff s Office Training Room Call Meeting to Order: Bub called the meeting to order at 10:00 A.M. Thiede; Poehnelt; Knoll; Bub. Hansen. Melissa Seavers, IT; Approve Minutes: Thiede moved to approve the minutes of the March 9, 2017 meeting. Seconded by Poehnelt. All Approve Agenda: Poehnelt moved to approve the agenda with 8 items; Knoll seconded. All Closed Session: Thiede moved to go into closed session, pursuant to Wis. Stats. 19.85(1)(c) for the purpose of considering employment, promotion, compensation or performance evaluation data of the IT Department. Poehnelt seconded. All Ayes. The Committee went into closed session at 10:05 AM. Open Session: Thiede moved to go into open session; Poehnelt seconded. All Ayes. The committee went into open session at 10:50 AM. The Committee decided to complete a list of goals to be discussed with Seavers at the next meeting. County-Wide Broadband: A resolution in support of broadband was written up by Hansen and submitted to the County Board. Chair Bub is figuring out the proper person(s) to submit it to on the state level. The committee will wait to hear about PSE grant awards and determine county involvement at that time. IT Short-Term & Long-Term Planning: Seavers reported that the Office 365 migration is underway. She is hoping to have a more in-depth update at the next meeting. Seavers also mentioned a cloud backup solution that was implemented at the City of Medford. The solution is much more reasonable in price than others looked at. Knoll made a motion to move toward this solution. Poehnelt seconded. All Ayes. Motion Carried. The committee agrees that the most critical departments in the event of a disaster are as follows: o Sheriff s Department 911 o Human Services Mental Health, Child Protection o IT Department New servers / Data restoration o Payroll / Finance o ROD Birth, Marriage & Death Records o Treasurer Tax Bills / Accepting Payments
o County Clerk Marriage Licenses The committee will begin discussing goals and disaster recovery options for these departments at the next meeting. Adjournment: Poehnelt made a motion to adjourn the meeting; Thiede seconded. All Ayes. Motion Carried. The meeting was adjourned at 11:10 a.m. The next meeting is scheduled for July 11, 2017 at 10:00 a.m.
March 9, 2017 Sheriff s Office Training Room Call Meeting to Order: Bub called the meeting to order at 10:00 A.M. Thiede; Poehnelt; Hansen; and Bub. Knoll. Melissa Seavers, IT; Jen Strama, IT; Michelle Grim, UW-Ext; Jim Metz; Lester Lewis, Brian Wilson Star News; Approve Minutes: Poehnelt moved to approve the minutes of the January 19, 2017 meeting. Seconded by Hansen. All Approve Agenda: Thiede moved to approve the agenda with 8 items; Poehnelt seconded. All IT Offices: The offices are finished and IT moved into them on March 1, 2017. Maintenance did an excellent job and the space was setup well. County-Wide Broadband: Michelle Grimm reported that the Village of Gilman has the option to connect to a CINC network. PSE grants are available to help with this. Grimm stated that forming Public/Private partnerships could save money over time. After further discussion, it was decided that a resolution in support of county-wide broadband would be developed and presented at the April County Board Meeting. Hansen made a statement that the county is definitely in support of broadband, but probably can t offer any funds toward the project at this time. IT Short-Term & Long-Term Planning: As a step toward Disaster Recovery Melissa would like the county to move to Office 365. She would also like to start doing cloud backups. Online backups would replace the current Unitrends system that is currently over capacity at both locations. Cloud backups would cost $12,000/year for all Taylor County servers. The Unitrends in house backup device costs $22,000. Hansen suggested Melissa write a proposal for cloud backups and present it at the next Finance Meeting. Bub would like to see a list of the most critical systems for Taylor County and how they would be restored in the event of a disaster. This will be presented at the next meeting. IT Carry Over from 2016: With the carry-over from 2016, Seavers proposed moving forward with Office 365. It s $17 per user per month, and also a step toward disaster recovery. Hansen made a motion to proceed with Office 365 and accept the transfer of carry over figures; Thiede seconded. All Ayes. Carried. Adjournment: Hansen made a motion to adjourn the meeting; Thiede seconded. All Ayes. Motion Carried. The next meeting is scheduled for May 11, 2017 at 10:00 a.m.
January 19, 2017 Third Floor Jury Room Call Meeting to Order: Hansen called the meeting to order at 10:00 A.M. Thiede; Poehnelt; Hansen; Knoll. Bub. Melissa Seavers, IT; Jen Strama, IT; Sara Nurenberger, ROD; Larry Woebbeking, TASO; Approve Minutes: Thiede moved to approve the minutes of the December 13, 2016 meeting. Seconded by Knoll. All Approve Agenda: Thiede moved to approve the agenda with 6 items; Poehnelt seconded. All Print Management: All printers have been installed. The transition went smoothly. The wideformat printer in the Surveyor s Office stayed as is. EO Johnson is currently working on requests for extra trays and other misc. items. IT Short-Term & Long-Term Planning: As a step in the plan to create a disaster recovery plan, it was suggested to implement Office 365. Melissa was quoted $42,000 for Enterprise E3 from Microsoft. That is $17.50 per user, per month. This would include the entire Microsoft Office Suite. Because Microsoft encrypts and archives the emails we would no longer need Zix or Orca- Archiver for encryption and archiving. Office 365 would also provide each user with a limited amount of cloud based storage; which would help to free up some space on our data servers. Thiede suggested Melissa do a cost comparison with our current Microsoft licensing. There is a chance that IT would need an overall budget increase to implement. The Disaster Recovery plan will continue once a decision is made on Office 365. Another area in question that will affect a DR plan is whether IT will move to cloud backups. Until then, Melissa and Jen will work to create a list of the county s most critical systems and the order in which each would be recovered in the event of a disaster. Seavers looked into Fresh Desk as requested by the Committee. At this time, Seavers does not feel this is an area of concern to spend budget dollars. Currently, all requests and problems are being taken care of in a timely manner. Between the three employees in the IT Department requests are prioritized as needed. Sara Nuernberger spoke of how she uses the IT email group to reach all employees at once for her requests, and it works well for her department. Larry Woebbeking spoke on behalf of the Sheriff s Department stating his officers and employees do not have the extra time to fill out a help desk ticket. All of his employees know how to contact IT when needed. Whether it be during work hours or the middle of the night. The Dispatch center is one of the most critical areas in Taylor County. The dispatchers have been able to contact both Melissa and Jen as needed off hours and issues have been promptly resolved. Taylor County is small enough that a help desk isn t needed at this time. The committee agreed.
Hansen suggested that it is not necessary to meet every month. In the past, the IT Committee usually met quarterly, or as needed. It was suggested to meet in March to review the Office 365 and current Microsoft licensing numbers. The next meeting is scheduled for March 9, 2017 at 10:00 a.m. Adjournment: Hansen adjourned the meeting at 11:00 A.M.