2014-07-17 Cost of Government Commission Minutes

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· The office has a different phone system from the rest of the County so often times its very cumbersome and hoping to get one that is in line with the rest of the County. · The information system within the office is fragmented. · There are a lot of physical files in different places within the office so if they could have an online platform that integrates all that information in one place where everyone can access the files that would streamline the work the Department does. · Upgrading all the systems are going to cost $180,000 but it is absolutely necessary because sometimes it takes minutes for a page to load on a computer which makes work very frustrating. Mr. Espejo asked if there is a time schedule to complete the upgrades. Ms. Kierkiewicz replied 2015; they are hoping to get these computers this year. Ms. Maddox commented that it is a multi-tiered project; bringing in hardware and then software that goes with that but underneath all that is to have an operating platform that can work across all departments. Ms. Maddox stated the Research and Development staff is among those getting some of the 900 computers coming in. Mr. Mitchell stated according to his notes, there are five separate IT organizations within the County not including the Department of Water Supply, so that’s six different IT entities. Ms. Maddox said some systems are very sophisticated in meeting their own department needs. Ms. Maddox stated she didn’t hear anyone come out with a solid issue they felt adamant about a recommendation other than Mr. Mitchell’s concern related to the tax exemption. She asked Mr. Mitchell is he was at a point where he felt that was really a recommendation. Mr. Mitchell replied it’s the wording; it has to be fair to everybody so the end result is that no one is harmed by this which is the original purpose. He also noted he would like to get a copy of the new vehicle policy from Maui. Ms. Kelly wanted to clarify the commissioners agreed that the process of making a recommendation was going to be based on the commission as a whole and not individually. Ms. Maddox stated it has to be that way (the commission as a whole), but if someone has a recommendation coming out from a department, the commission has a chance to hear the recommendation and discuss it. Ms. Kelly asked Ms. Garson what format was done in the past. Ms. Garson replied the commission needs to come up with recommendations either individually or as a group, agendize the recommendations and discuss whether or not the group wants to go forward with that recommendation. Once that decision is made, it will go into the report and the form of the report is something the group needs to decide on. Ms. Maddox said upon hearing the information from Mr. Mitchell, it changed some of her thought process. She stated each time information is shared, it will help inform the group about information they may or may not have collected before. 11