Wyoming Legislature

Committee Meeting Summary of Proceedings

Select Committee on Legislative Technology

April 10, 2003

Via Teleconference

Meeting Attendance

Committee Members (Present)

Senator John Hanes, Co-Chairman

Representative Doug Osborn, Co-Chairman

Senator John Barrasso

Senator Tex Boggs

Representative Saundra Meyer

Representative David Miller

Legislative Service Office

Dan Pauli, Director

Jim Griffin, Information Technology Manager

Wendy Madsen, Legislative Information Officer

Written Meeting Materials and Handouts

All meeting materials and handouts provided to the Committee by the Legislative Service Office (LSO), public officials, lobbyists, and the public are referenced in the Meeting Materials Index, attached to the minutes. These materials are on file at the LSO and are part of the official record of the meeting.

Call To Order

Co-Chairman Representative Osborn called the meeting to order at 1:35 p.m. The following sections summarize the Committee proceedings by topic. Please refer to Appendix 1 to review the Committee Meeting Agenda.

Laptop Computer Distribution and Disposition

Mr. Jim Griffin, LSO Information Technology Manager, summarized actions taken to dispose of legislative laptop computers that have been replaced. The Committee discussed options for disposition of the laptops and Senator Hanes moved that four of the surplus laptops be retained by LSO for use by legislative interns during the session. The motion passed.

Senator Hanes moved that if a new price is available on the market price of the computers before Easter that legislators be given one week to purchase the machines. At that point, LSO should provide 12 of the surplus laptops to the Department of Administration and Information’s Surplus

Property Division and LSO should determine staff needs for the remaining equipment for both staff travel use and for backup needs for legislators in case of problems with their current machines. The motion passed.

The Committee agreed that new laptop computers should be purchased late in the year when prices are discounted the most. The Committee discussed options for distribution of new laptop computers. The Committee agreed that the computers should normally be distributed by seniority and requested that LSO draft a policy for Management Council’s consideration. The Committee considered whether legislators should be allowed to continue to use their existing machines when they are scheduled for an upgrade. The Committee agreed that because of software compatibility issues that legislators should not have the option of retaining computers that are scheduled for disposition. The Committee requested that LSO review current laptop policies to ensure that this issue is addressed in policy. The Committee will review the current laptop policy with regard to the process for disposition of laptops in light of experiences at the end of this year.

Electronic Messaging Options for Chief Clerks

Mr. Griffin explained that currently messages between the chief clerks related to bill processes are printed out in one chamber and hand delivered to the other chamber. The Committee requested that LSO look into the logistics of whether or not these messages can be delivered electronically and asked LSO to work with the chief clerks to determine if this is a capability the clerks would like to have available. The Committee requested that LSO provide a status report at the next meeting.

The Committee also discussed long-term options for a paperless system for the Legislature. Co-Chairman Osborn noted that NCSL has reported that the Rhode Island Legislature has taken steps to create a paperless legislative process and requested that LSO conduct some research into what actions Rhode Island has taken in this area and report back to the Committee on the actions taken by this state.

Intranet and Wireless Network Internet Access

The Committee discussed whether committee staff and interns should be allowed access to the wireless network to obtain Internet access and the options of gaining access to the legislative Intranet. Co-Chairman Osborn noted that the purpose of developing the Intranet was to create an online area that legislators could use; however, he also noted that there does not appear to be any content on the Intranet that is not currently available to the public. Mr. Griffin noted that the only information that is confidential on the Intranet is the ability for legislators to develop their own lists of bills to track. He also noted that the amendments are available on the Intranet as soon as they are released on the floor, while distribution on the Internet takes longer. Several members of the Committee stated they were not aware that the amendments were available on the Intranet. The Committee discussed the need for more education of the members about what information is available to legislators on the various systems.

Ms. Madsen explained to the Committee that a significant amount of the research conducted by interns is now conducted electronically over the Internet, but that Internet access is limited to the four desktop computers in the Intern Office. The Committee decided that since four laptop computers were going to be provided to the interns that it would be appropriate to allow access to the Internet through the Legislature’s wireless network. Senator Boggs moved that the interns be provided access to the wireless network to obtain Internet access, but that access not be provided to the Intranet. The motion passed. The Committee asked LSO to develop policies related to intern access to the wireless network. The Committee also agreed to look into the possibility of allowing session staff and interns access to DocuShare in the future.

The Committee also discussed the performance of the wireless network and agreed that the network is currently performing adequately and the Committee does not see the need to upgrade the network at this time.

Electronic Presentation Equipment

Mr. Griffin provided the Committee with information he has gathered about presentation equipment options for the Chambers. The Legislature provided a $30,000 appropriation for purchase of electronic presentation equipment during the 2003 General Session. The Arizona Legislature uses a projection system that includes a ceiling mounted projector and a motorized screen that can be lowered from the ceiling. Arizona reports that their projector cost approximately $18,000 and the screen cost about $2,000. The Committee discussed mounting options in both the House and the Senate. The Committee also discussed the option of buying one projection system for the House during the 2003 interim and then purchasing equipment for the Senate in the future. The Committee directed Mr. Griffin to begin working with vendors to develop proposals for adding a projection system in the House with the goal of finishing this project by early fall. The Committee requested that Senator Hanes participate in the vendor meetings with the LSO. The Committee also discussed the desire to house the equipment in such a way that it would either be hidden or enclosed in cabinetry.

The Legislature also appropriated $3,000 to purchase presentation equipment for committee rooms or Room 302. Mr. Griffin provided information about plasma display units that could be used for this purpose. He noted that the units are too small for use in Room 302, but they would be an appropriate size for the committee rooms. They can be wall mounted or mounted for mobile use. Mr. Griffin also explained another option for committee room presentations and presentations in Room 302 known as “smart boards.” Laramie County Community College has this equipment and it allows all types of multi-media presentations and includes a touch screen. LSO will be purchasing one of these items for staff use. These units can be wall mounted or can be mobile. These boards can use a projection system for PowerPoint presentations, video presentations, and television feed. Basically, the smart boards can receive any video signal. The price per unit is approximately $1,500 if it can be purchased through a vendor that provides discounts for public purchases.

Senator Boggs moved that LSO purchase a 42 inch plasma screen in addition to the smart board, so that both units can be used this interim to determine which equipment would be the most useful in the legislative environment. The motion passed. After experimenting with this equipment, the Committee believes it will be in a better position to recommend which equipment should be purchased for committee rooms and Room 302.

Video Conferencing and Other Electronic Capabilities for Meetings

The Committee discussed options for holding legislative committee meetings via electronic methods to reduce the amount of travel and cost associated with interim committee meetings. Mr. Griffin explained that the Wyoming Education Network (WEN) is a videoconferencing system that has sites at every community college and high school and is similar to the State’s videoconferencing system, but it has more extensive sites. He contacted the Department of Education and learned that the Legislature could schedule meetings on the WEN, but that availability on the network may be an obstacle. Senator Boggs noted that the colleges and high schools use the network extensively for electronic course delivery during the school year, but the likelihood for access increases in the summer months when school is not in session.

The Committee asked Mr. Griffin to determine whether there is a cost to schedule time on the network and to determine whether or not large blocks of time can be scheduled on the network for meetings. The Committee also requested that LSO attempt to schedule the next meeting of the Select Committee on Technology on the WEN if the network is available, so the Committee can test this option.

Oversight and Streamlining of Legislative Information

Ms. Madsen explained that staff will begin to explore options to streamline access to information sources that LSO has developed for legislator use through their laptop computers and she will be working closely with information technology staff to find ways to make legislator access to information more user friendly. Staff will be updating the committee on these activities and LSO will seek input and oversight from the Technology Committee related to these activities. Mr. Griffin noted that as part of this effort, staff will be looking at areas where there is duplication and gaps of information available to legislators and the public. Mr. Griffin also noted that staff will look at current practices related to distribution of information and will develop proposed policies to institutionalize some of these practices for the Committee’s consideration.

Mr. Griffin explained that staff will be developing a survey of legislators to determine what information sources legislators are currently using and what information services legislators would like to have. He will develop a draft survey for the Committee’s input. The goal will be to develop a draft of the survey to submit to the Committee in advance of the next meeting, so that the members can provide comments to LSO by e-mail and then review a revised version of the survey at the next meeting. Mr. Griffin noted that the survey will cover a wide range of information and technology services currently offered to members, including information on the Internet, the Intranet, DocuShare, the voter hotline, the e-mail systems, computer training, etc. Senator Hanes recommended that the survey gauge the level of knowledge legislators have about the various information sources available. Many legislators do not know what information is available or how to access it. The Committee suggested that explanations of the various computer tools and information resources be included as part of the survey.

DocuShare Appropriation

Mr. Griffin discussed the appropriation provided for the DocuShare customization and informed the Committee that LSO will be exploring options for the most effective electronic document management before proceeding with the customization of DocuShare. Senator Hanes noted that there is a wealth of information available in DocuShare and that LSO staff should continue to refine the system to make it more user friendly for staff and legislators to use. The Committee agreed that LSO should proceed with customization after exploring additional options to tailor a system for the Wyoming Legislature.

Information on the Internet

Ms. Madsen explained that as part of the efforts to streamline access to information, staff will also be exploring ways to improve the organization and content of information available on the Internet. The Committee discussed purchasing digital copies of the composite photographs to post on the Internet. Senator Hanes moved a request be forwarded to Management Council to modify the current website policy to expand the information available about legislators on the website to include a photograph and a brief biography similar to what is available in the Qwest/Trucking Association legislative directory of each legislator. The motion passed. LSO will send out a biographical request form to each legislator, if the policy change is approved by Management Council. The cost for a CD of the photos is $200 and the Committee directed Mr. Pauli to request that Management Council authorize the purchase of these digital photographs to post on the website along with a biography of each legislator.

Computer Training

The Committee will delay decisions about what computer training to offer and how to structure the training until the survey results are compiled to determine what training needs exist.

Access Codes for Computer Programs

Mr. Griffin explained that the reason usernames and passwords are not common across the different technology systems is because of the State’s configuration for usernames on GroupWise. The Committee discussed whether or not the Legislature should continue using the GroupWise e-mail system and Mr. Griffin noted that the cost for licenses for the legislators will be $9,500. The Committee decided that a series of questions should be included on the survey to determine current usage of, and interest in, the GroupWise e-mail system. The advantage of the GroupWise system is its desktop notification capabilities.

Meeting Adjournment

The Committee agreed to meet again via videoconference through the WEN network on June 4, 2003 at 1:30 p.m. There being no further business, Co-Chairman Representative Osborn adjourned the meeting at 3:25 p.m.

Respectfully submitted,

Representative Doug Osborn, Co-Chairman