INFORMATION TECHNOLOGY AND COMMUNICATION COMMITTEE MEETING THURSDAY, SEPTEMBER 3, :00 P.M. MINUTES

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1 INFORMATION TECHNOLOGY AND COMMUNICATION COMMITTEE MEETING THURSDAY, SEPTEMBER 3, :00 P.M. MINUTES MEMBERS PRESENT: ALSO PRESENT: Commissioners Mike Hosey, Jim Osieczonek, Kent Austin, Brian Lautzenheiser, Barbara Rogers and Howard Spence Jeff Parshall and John Fuentes The September 3, 2015 regular meeting of the Information Technology and Communication Committee was called to order at 5:15 p.m. by Chairperson Hosey. Commissioner Austin moved to approve the minutes of the August 6, 2015 meeting, as presented. Commissioner Rogers seconded. Motion carried. A draft agreement for technology support services to be provided to the Barry-Eaton District Health Department was presented and discussed. It was reported that the Board of Health had approved proceeding with the agreement. Discussion held. Commissioner Austin moved to recommend approval of the agreement to the Board of Commissioners with the addition of the clause, "at their own expense" to the final paragraph of the Exclusions. Commissioner Lautzenheiser seconded. Motion carried. A proposed facilities use agreement between the County and Delta Township to allow the County Clerk and Treasurer to hold satellite hours at the township hall, at no cost to the County, was presented and discussed. Commissioner Spence moved to recommend approval of the facilities use agreement to the Board of Commissioners. Commissioner Osieczonek seconded. Motion carried. Commissioner Rogers moved to adjourn the meeting at 5:35 p.m. Commissioner Lautzenheiser seconded. Motion carried. The next regularly scheduled meeting of the Information Technology and Communication Committee will be held on Thursday, October 1, 2015, at 5:00 p.m. or 10 minutes following the adjournment of the Public Safety Committee meeting, whichever is later, in the Sheriff's Training Room located at 1025 Independence Blvd., Charlotte, MI ~k~ Mi e Hosey, airperson

2 Technology Support Contract Introduction This technology support contract describes the services that Barry Eaton Health Department ( Client ) will receive from Eaton County Technology Services ( Contractor ) as authorized by the Eaton County Board of Commissioners. Purpose Client depends on its computer systems and software to provide a wide array of public health services. Historically, support for these systems has been provided by Client staff and/or noncounty third parties. This contract describes how the Contractor will provide technology support services to maximize end-user access to Client computer systems and software, including consultation, design, planning, and monitoring services as further described in the following section(s). Scope Client wishes to contract for technology support services provided by Contractor that address the five broad areas listed below. Additional examples can be found in Appendix A. Administration (i.e., consultation, planning/design, project management, purchasing, inventory, auditing, and related tasks). Infrastructure (i.e., management of network switches, routers, firewalls, wireless access points, and related devices). Network Servers (i.e., specifications, design, configurations, software updates, and related tasks). Digital Storage and Backups (i.e., monitoring storage pool(s), monitor/administer scheduled backups of digital datasets, and related tasks). End-User Support (i.e., help desk services, hardware and software troubleshooting and corrective action, and related tasks). Dates and Reviews This contract shall take effect on September 1, 2015 and remain in effect for 12 months and will automatically expire at the end of the term. It may be reviewed from time to time and, upon mutual agreement, be changed to reflect changes and deletions in the scope of work. The timeliness and quality of services provided by Contractor will be reviewed by both parties as needed. Not less than 90 days prior to contract termination, Client and Contractor will review the quality and conditions of service to determine if the contract will be renewed for another 12 months. If such a review does not occur, and/or Client does not believe the timeliness and quality of services are adequately meeting Client needs, the contract will end on the scheduled

3 end date, and Client understands that they solely are responsible to identify and contract with another technology support provider to ensure ongoing sustainability of Client computer systems. Exclusions As this contract is written in a spirit of cooperation and partnership, Contractor will make the best, possible, effort to provide support, remedy problems, and provide technology guidance as desired by Client. Client acknowledges that public resources of any kind are routinely constrained and the same is true with regards to Contractor s technology staff. Therefore, services are offered and will be provided on a best-effort basis. Additionally, some technology exclusions are noted below: Contractor does not have the requisite skills to terminate fiber optic cable and therefore shall not provide this service. Contractor shall not configure a firewall (or similar network security device), network switches, routers where required skills are not present with Contractor staff. Contractor shall not provide computer parts, consumable products, cabling, and related items to Client. Client is solely responsible for the cost of such items but Contractor can help coordinate purchases to an extent authorized by Client. Contractor shall not provide technical support for any computing device or software application that is personally-owned by an employee of the Client, whether that device is used for Client or personal work. Contractor may not provide technical support outside of Eaton County s normal business hours, unless the problem is determined to be of a critical nature. In such an instance, support will be provided consistent with any other county operation reporting a similar situation requiring urgent remedy. When situations arise whereby Contractor cannot adequately provide the service (i.e., configuring a firewall), Client shall with or without assistance of Contractor, identify and hire a third party to perform the service to the Client s satisfaction. Contractor Responsibilities Contractor will: Provide services as described in this contract. Abide by the administrative and security protocols established by Client. Track and monitor Client service hours and/or tasks performed for future reporting purposes of Contractor and/or Client. Maintain good communication with Client regarding service requests.

4 Client Responsibilities Client will: Provide appropriate access to Contractor to agency facilities. Provide contact information for third-party contractors currently providing services to Client for the purposes of coordinating future technology activities. Keep the Contractor informed about potential or pending changes to Client computer systems that were acted upon by Client prior to establishment of this contract. Maintain good communication with Contractor regarding service needs, concerns with service delivery and/or quality, and so on. Agreement on Charges Upon execution of this agreement, Client hereby agrees to pay Contractor, Forty Thousand dollars ($40,000) for this 12 month, fixed-fee, contract. The full amount will be invoiced within 15 days from the date signed. Payment will be due to Eaton County within 60 days thereafter. Signatures Barry Eaton Health Department Eaton County Name Title Date Name Title Date

5 Appendix A A representative, not exhaustive, list of services. Monitor and maintain server uptime. Monitor, review, and take (or propose) corrective action regarding computer system and software security. Install software updates and service packs (Microsoft Windows and other applications where appropriate) for servers, desktop PCs, laptops, tablets. Check backup processes, procedures, job completion to ensure data is adequately protected. Monitor digital storage and report to Client management any concerns related to usage, availability. Present Client with information related to any potential concerns, issues, with the overall health of Client computer systems. Perform necessary network administrative functions to establish, change, or remove user accounts; grant necessary and/or authorized security rights for users to access systems, software, and data. Raise support questions with third-party providers and coordinate resolution. Monitor and/or review log files for servers, switches, routers, firewalls, as capable. Provide support for Client-owned mobile devices issued to Client employees. Monitor Client-owned wireless network. Provide consultation on future technology planning/projects Provide consultation on selection, acquisition and configuration of new devices and equipment. Provide basic end user orientation.

6 Facilities Use Agreement This Facilities Use Agreement ( Agreement ) is entered into this day of, 2015 by and between Eaton County, whose address is 1045 Independence Boulevard, Charlotte, Michigan (the County ), Eaton County Clerk/Register of Deeds, Diana Bosworth (Clerk/Register of Deeds), whose address is 1045 Independence Boulevard, Charlotte, MI 48813, Eaton County Treasurer, Bob Robinson (Treasurer), whose address is 1045 Independence Boulevard, Charlotte, MI 48813, and Delta Charter Township, a Michigan charter township organized and operating under the Michigan Charter Township Act, MCL 42.1, et seq., as amended, whose address is 7710 W. Saginaw Highway, Lansing, Michigan (the Township ), for the County s use of office space within the Township s offices. WHEREAS, a large number of the County s residents reside in the Township; WHEREAS, both the County, Clerk/Register of Deeds, Treasurer, and the Township wish to make certain County services more convenient for County residents who live in the Township by establishing an area within Township offices where County residents can receive County services; NOWTHERFORE, the County, Clerk/Register of Deeds, Treasurer, and the Township agree to the following terms and provisions to establish a location to provide County services in the Township s offices. 1. The Parties agree that this Agreement shall be for an indefinite term. However, either any Party may terminate this Agreement upon thirty (30) days written notice to the other Partiesy. The Parties agree that this agreement will be assessed every six (6) months or as needed to examine the agreement and gauge the level of success. 2. The Township agrees to allow the County Clerk/Register of Deeds and Treasurer access to and use of a designated area within the Township s offices located at 7710 W. Saginaw Highway, Lansing, Michigan The Township will select the designated area within its offices for the County Clerk/Register of Deeds and Treasurer to establish a service location. The Clerk/Register of Deeds and Treasurer s County s use of the designated area will be for the sole purpose of providing services related to the offices of the County Clerk and the County Treasurer. The Township will provide all utilities and maintenance services associated with the designated area provided to the County. 3. The County, Clerk/Register of Deeds, and Treasurer agrees to use its/their employees to staff the service location in order to provide certain services related to the offices of the County Clerk and the County Treasurer. The County s employees who work in the Township s offices shall, at all times, be considered the County s employees. The Township shall not be responsible for any aspect of the employment of the County s, Clerk/Register of Deed s, or Treasurer s employees; however, County, Clerk/Register of Deeds, or Treasurer employees will be responsible for abiding by rules and established practices related to the Township s property. Delta Township hours of operation are from 8am to 5pm Monday through Friday. The Services provided by the County, Clerk/Register of Deeds, and Treasurer at this location shall be within the normal hours of operation for Delta Township. If the County requests services to be provided outside of the normal hours of operation for Delta Township, a written request shall be made to the Township Manager for review.

7 4. The County, Clerk/Register of Deeds, and Treasurer agrees to notify the Township of any changes in hours of operation. 5. The County, Clerk/Register of Deeds, and Treasurer agrees to maintain data on the number of office visits, customers served, documents processed, hours served, and a breakdown of customers by municipality (Delta Twp, Grand Ledge, Windsor Township, Oneida Township, etc). 6. The County agrees to add Delta Charter Township as an additional insured to their policy for the occupancy of the Delta Township Office. The County shall submit a copy of certificate to Delta Township. 7. The County, Clerk/Register of Deeds and Treasurer agrees that they will be responsible for the security of all files, documents, records, cash, and other items of business needed by the County. 8. The Parties shall provide coordinated outreach for this agreement in order to educate the public on the agreement and encourage utilization of the County services. 9. Should any conflicts arise during the term of this Agreement, the Parties shall take diligent steps to reach a mutual resolution to the conflict. EATON COUNTY DELTA CHARTER TOWNSHIP By: Its: By: Its: By: Clerk/Register of Deeds By: Treasurer