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2002-10-25 Board Meeting

Includes committee reports & discussion of upcoming ISAC Fall School
Minutes for meeting of the Iowa County Information Technology (ICIT) Organization on Friday, October 25th, at the Polk County Administrative Building in Des Moines.

In attendance:
Pete Buckingham, GIS Specialist (Washington County)
Robert Canney, MIS Director (Black Hawk)
Mark Castenson, GIS Coordinator (Warren County)
Wayne Chizek, GIS Director (Marshall)
Micah Cutler, GIS Administrator (Harrison)
Jim Rice, MIS Director (Cerro Gordo)
Randy Snyder, Data Processing Director (Warren County)
Scott Williams, IS Director (Marshall)
Ray Willis, Mapping Specialist (Polk)

Meeting agenda by Wayne Chizek with notes by Ray Willis
1. Financial report
Ray – 10/25/02 balance $3,126.88
Known expenses: $1,000 commitment to fund state GIS Coordinator position through IGIC; first $500 due October 2002 and second $500 due in April 2003
Expected expenses: $1,495 - $1,695
Hospitality Room $170 (Including all taxes)
Food $375
Beverages $250
4 x $25 Gift cert. $100
Promo Items $600 - $800 (the big unknown)
Total cost $1495 - $1695

2. Committee reports.
A) Education & Schools – Report by Mark, the committee is putting together a CD that will include materials from the Fall School for later distribution
B) Legislative – No report
C) Membership & Nominating – Report by Micah and Ray, e-mail membership reminders sent with more to be sent prior to Fall School
D) Online Services – Report by Scott, continuing development using Plone
E) Business Continuation – Report by Jim, committee is still hoping to hear good news
about access to ICIN

3. Discussion on Committee Chair term length – One year with probable extensions from
the newly elected president each year

4. Update on Business transacted via e-mail since 08-23-2002

A) State GIS Coordinator funding – Revised Motion 10/03/02 from Ray - I make a motion that ICIT pledge $1000 to fund the position of State GIS Coordinator and that the pledge be $500 payable in October of 2002 and $500 payable in April of
2003. Further, that this commitment is for this year only and does not commit ICIT to
any additional contributions.
The motion passed with 5 yes votes and 3 no votes.
B) What do we expect from State Coordinator
Discussion about the GIS Coordinator representing counties at MAGIC, and other national conferences. The board would also like to see Alan Jensen get more involved with county level GIS efforts. Micah made the suggestion that Alan be contacted about getting involved in the ISAC Spring School in March 2003.

5. Organization reports

A) IGIC update – Ray and Micah indicated that the state-wide digital orthophoto project by the DNR is progressing. The DNR has received 948 DOQQ’s mostly in eastern Iowa. They expect to have the finished orthophotos by April 1, 2003.
B) GMIS update – Randy was appointed by ISAC to an advisory committee on
the Health Insurance Portability and Accountability Act (HIPAA)

6. ICIT Hospitality room

A) Food & snacks (Pizza?)
B) Beverages, coolers & ice
a) Minimum 2 cases ea. Bud, Bud Light, MGD & Miller Lite
b) Minimum 3 cases assorted malt beverage products
c) Minimum 2 cases assorted wine coolers
d) Minimum 1 box ea. on 3 varieties of wine
C) Plates, cups, napkins, decorations, etc.

7. Update on ICIT Logo shirts and memory photo frame.
Jim brought the finished shirts for distribution. Board members will pay for their shirts/ embroidered logos themselves. Two additional shirts with ICIT logos were ordered and will be given away at Spring School. Wayne had a sample of the photo frame to be given away at Spring School.

8. Hosting an ICIT Social?
Discussion was that we should review the idea of an ICIT Social for Spring School.

9. Discuss vendor support of ICIT affiliation vote.
Wayne mentioned that a vendor had offered to put up a poster in their booth supporting ICIT’s efforts to become an ISAC Affiliate. We discussed whether to put a poster together but decided that we were not comfortable with asking vendors to display the poster at their booths.

10. Discuss what role vendors should have in ICIT (Develop proposal for Business Meeting?)
Micah offered to investigate what other ISAC affiliates had put in their bylaws about membership/ supporter status for vendors.

11. Quick review of ICIT Sessions for ISAC’s Fall School of Instruction.

A) Training County Employees: In-House or Outsource?
B) Privacy & Security in a Public Entity
C) ICIT Business Meeting
a) Financial Report
b) Committee reports
c) Know the candidates
d) Elections
e) By-law changes
f) New Business
1) Discuss need for Cadastral Committee
2) Discuss surveys / Data needed from Iowa Counties
3) Discuss possible ArcSDE training
4) Need for other training sessions?
5) Discuss vendor role in ICIT
6) Suggestions for the spring school
7) Thoughts on hosting a separate ICIT Mid-Year meeting
D) Color Infrared photography project/GIS Consortium proposal
E) E-Government for Counties, part 1, part 2 & part 3?
F) Promoting ICIT for a successful Affiliate status vote
G) Real Estate Workflow: How does it Work? (Understanding County real estate workflow processes)
H) ISAC Seminar - County Data: Do you sell it or give it away
I) Web page design panel with Engineer Affiliate
J) Management of GIS / Technology Session?

12. Additional old business or new business

13. Next meeting date and Adjournment.
No specific date set. We will set the next date sometime after the business meeting on Wednesday, November 21st.



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