Committee Meeting Information

June 4, 2008

Room H-11, Wyoming State Capitol

Cheyenne, Wyoming

 

Committee Members Present

Senator Cale Case, Co-Chairman

Representative Rosie Berger, Co-Chairman

Senator Ken Decaria

Senator Bill Landen

Representative Lori Millin

Representative Sue Wallis

 

Committee Members Absent

None

 

Legislative Service Office Staff

Dan J. Pauli, Director

Jim Griffin, Information Technology Section Manager

Patty Wells, Information Technology Specialist

Randi Todd, Computer Programmer

Wendy Madsen, Legislative Information Officer

Anthony Sara, Associate Legislative Information Officer

Cyndi Johnson, Administrative Specialist

 

Others Present at Meeting

Please refer to Appendix 1 to review the Committee Sign-in Sheet
for a list of other individuals who attended the meeting.

 

Executive Summary

The Committee met for a one-day meeting on June 4, 2008 in Cheyenne.  The Committee received a demonstration of all of the Legislature’s current technology systems and an update on infrastructure improvements and projects in process.  The Committee discussed policies related to the wireless network and legislator laptops.  The Committee also considered a request for proposal to hire a consultant to develop a master information plan for the Legislature and recommended adding additional videoconferencing equipment to Room 302.  The Committee discussed legislative promotional activities and received a report from the National Conference of State Legislatures on electronic voting. 

 

Call To Order

Co-Chairman Berger called the meeting to order at 8:15 a.m.  The following sections summarize the Committee proceedings by topic.  Please refer to Appendix 2 to review the Committee Meeting Agenda.

 

Approval of Minutes

Minutes from the February 15, 2008 and March 3, 2008 Committee meetings were approved without changes.

 

Legislative Information Technology Demonstrations

The LSO Information Technology Section staff provided overviews of all of the Legislature’s technology infrastructure and systems, including the bill drafting and tracking system, the document management system, Web site, legislator database, e-mail system, roll call voting system, meeting notice database, bill logs, committee voting system, bill status and voter hotline, administrative rule review database, mailing label database, and a variety of other small databases.  A summary of major systems is provided below.   

 

Bill Drafting and Tracking System

Mr. Jim Griffin explained the bill drafting systems, which includes a module for attorneys to draft bills and amendments, a bill processing module for administrative staff, and a fiscal note system for fiscal staff to process fiscal notes.  Mr. Griffin explained the vote data that is included in the bill drafting system.  He noted that as soon as the action is posted after a vote is taken, it goes into the database and the Web site is constantly updating that information.  This feature was added to the Web site two years ago.  The votes used to only be available in the evening when the digest records were posted. 

 

The Committee discussed the issue of the desire of legislators to engross amendments into bills “on the fly.”  Mr. Dan Pauli explained that this is a perennial issue and he understands why legislators would like this ability, but he noted that unless the LSO hired many more attorneys or the Legislature changed their processes and pace significantly, this would not be practical.  In addition, he explained the difficulty of engrossing the number of different and competing amendments into a bill and questioned whether that would improve understanding of impacts of amendments.  He said that the LSO can occasionally perform this service for an amendment that is really difficult to understand on a major bill, but that the process would be impossible to do for every bill.  He did state that LSO is examining the possibility of amending by paragraph rather than giving direction about where specific words will appear.  Representative Berger requested that the issue of amendment processing should be put on the Committee’s agenda in the future. 

 

Committee Voting System

Mr. Griffin explained how committee votes are processed.  Senator Case asked how soon committee votes are made available to the public.  Ms. Patty Wells explained that as soon as the chairmen bring the vote to the front desk and it is signed in, then it needs to be read in on the floor before it is posted in the digest.  She noted that the lag time can be significant, because of the time it takes for the committee chairman to coordinate with the committee secretary, the standing committee amendment being drafted by attorneys, and the votes are read in for the digest.  The Committee discussed looking at a process to provide the public with a copy of the vote that is an unofficial version, including a disclaimer that it is not official until it is read in on the floor. 

 

The Committee expressed concern that the public does not have timely access to committee information during session if they are not in the Capitol.  Senator Case said the Legislature’s goal should be to mimic the information that the public can get in the building on the Web site during sessions for committee actions, including audio recordings of committee meetings. 

 

Bill Status and Voter Hotline Systems

Mr. Griffin explained bill status and voter hotline systems, which allow the public to call into a phone bank to find out where a bill is in the process or to send a message to a legislator or a county delegation to express their opinion about whether a particular bill should pass or fail.  The session staff that take the calls enter the voter hotline information into a database and that information is distributed to members. 

Mr. Griffin stated the system that LSO uses to post information on the bill tracking system is used to generate the information for the bill status system. Ms. Wells said voter hotline information is provided to legislators by county and that information can also be entered for a particular committee.  Ms. Wells noted that voter hotline information is printed in paper copy and distributed at 10:00 a.m., Noon and 2:00 p.m.  The information may be distributed more frequently for bills on third reading. 

 

The Committee expressed a desire for hotline results to be sent to legislators electronically and for more specificity about whether the caller is in the legislator’s district.  Ms. Wells said it is something LSO is looking at doing with the Web site reconstruction, and providing an electronic form that the public could use as an electronic voter hotline.  Mr. Griffin said that the Legislative Process Committee has asked LSO to look at the entire voter hotline process.  Mr. Pauli noted that a Web-based form may allow the public to include more information than just a recommendation about how a legislator should vote.  He explained that an electronic form would cut down on the number of telephone calls into the system, but that the Legislature would still need to maintain some type of phone system for individuals who do not have readily available access to the Internet. 

 

Document Database

Mr. Griffin explained the capabilities of the document management system, Alchemy, including the search capabilities, the ability to view a document in its native format, and the ability to add additional data to enhance the ability to search documents.  He noted that there are thousands of documents in the system and described the types of documents in the system including legislation, committee documents, LSO research, NCSL and CSG documents and statutorily required reports.  He described the security in the database and explained that in the future LSO should be able to set the database up so that different users have access to different documents based on their user rights.  He also noted that LSO’s goal is to use the document database as the repository for all documents within the LSO and to use that database to “point” to documents in other locations, such as the Web site, rather than having copies of the same document reside in many places. 

 

The Committee asked whether the system will allow legislators to check documents in and out and make edits.  Ms. Madsen explained that the system is currently set up to be the final official archive for documents, rather than a collaboration tool.  Ms. Wells explained that in the future as the database is developed, LSO will examine the options for legislators to have an area in the database where they can edit documents between members or committees, but that the capabilities for this option will not be explored immediately, given other priorities for development in the system. 

 

Web site

Mr. Griffin explained that the current Web site is a system of static HTML pages and documents and that the goal of staff is to create dynamic, database driven content on the site with a set of cascading style sheets to ensure uniformity in the look and feel of each of the sub-pages.  He noted that the current system is very labor-intensive to maintain.  The Committee discussed a number of concerns with the design and content of the current site and the confusion that it creates for the public to access the information.  Mr. Griffin also explained that most of the information that is currently on the Intranet could be included on the Internet in the future and that staff would like to combine the two sites to make it easier for legislators to use and to provide more information to the public. 

 

The Committee also discussed shortcomings of the function on the Web site for the public to find out who their legislator is by typing in their address.  Mr. Griffin explained that the GIS software that supports that function is outdated and is no longer supported by the vendor and that LSO is examining how to handle this data as part of the 2010 census process. 

 

Pending Infrastructure and Systems Projects

Ms. Wells and Ms. Randi Todd explained a number of the improvements to the information technology infrastructure that the LSO IT staff have been working on since the end of the session.  Ms. Todd explained that IT staff has been doing a lot of “behind the scenes” work to build an infrastructure necessary for upcoming technology changes.  She also said that once these changes are finished, IT staff will be able to become more proactive instead of reactive, which will allow LSO to focus on getting up-to-date with current technology.  (See Appendix 3 and 4 for completed and upcoming IT projects.) 

 

IT staff has installed new servers (SQL server, Web Server, new LSO server), a new firewall and new wireless access points.  Ms. Wells told the committee that the Legislature’s firewall has been moved outside of the state firewall.  Ms. Wells explained that LSO has now migrated from a Novell network environment to Windows Active Directory. The new SQL server provides the backend for everything that currently runs LSO’s systems.  Staff have been setting up new security settings using the Active Directory features.  Staff have also completed extensive training for various systems.

 

Ms. Todd explained the new server, K-Box, that IT staff have set up to help manage software and help desk functions.  The K-Box system allows LSO to deploy software and patches to multiple machines remotely.  It will also allow LSO to have a help desk function where staff can log in to report a problem with their hardware or software.  K-Box will also allow remote desktop access throughout the state.  Ms. Wells will be working to authenticate each legislator’s laptop to the system, so that she can access a legislator’s laptop remotely to provide support when legislators are having troubles. Ms. Wells said that the help desk will be a good resource for LSO staff to track what problems each user is having.  It will tell IT staff if there are problems with certain systems.  K-Box will also create a knowledge base of problems and solutions for future reference. 

 

Ms. Todd and Ms. Wells explained the work that the IT staff will be performing during the interim, including setting up new hardware for LSO staff and replacing session staff hardware with the used LSO equipment.  Ms. Wells stated that setup and deployment of new legislator laptops will occur in the fall.   

 

Policy Guidance

 

Wireless Network

Mr. Griffin explained that the Legislature has a wireless network in place and the current policy only allows access to legislators, staff and occasionally interns or aides.  He said that there have been requests by legislators to use their own laptops on the wireless network and those requests have been granted by the presiding officers in the past.  The Speaker has asked the Technology Committee to make a recommendation for policy on this issue for Management Council’s consideration. Ms. Wells said the concern with allowing access on the network through personal laptops is that LSO doesn’t have control over the level of virus protection on personal machines. 

 

Mr. Griffin explained that LSO intended to turn the current wireless network over to the CIO’s Office in A&I to provide a public wireless network in the Capitol, but LSO is still in the process of upgrading to a new wireless network, so this has not happened yet.  He noted that when a public access network is in place, the policy question may no longer be as much of an issue.  LSO is currently looking at a wireless network that would include both public and private access in one system and the vendor will bring the equipment in to demonstrate it and would be willing to buy back the current system at a prorated rate.  The Committee questioned if there would be any issues with a public and private network on one system.  Ms. Wells said that the vendor has assured the LSO that this will not be an issue because of the security provided between the private and public networks.  The LSO IT staff will test this system and report back to the Committee at its next meeting to obtain the Committee’s input about whether to proceed with this option.  Ms. Wells noted that if the Committee elects to proceed with this system, they will need to seek an appropriation during the next legislative session to pay for it. 

 

The Committee agreed that providing a public wireless network in the Capitol would improve the public’s ability to participate in the process, allowing them to access legislative information online on their laptops in the Capitol.  Ms. Wells noted that the Committee will need to consider policies related to who would support the public network when the public is having problems getting connected and what A&I’s role should be in supporting and funding a public access point. 

 

Senator Case moved to recommend that only computers provided by the LSO should be allowed to access the wireless network.  The motion carried.  He also encouraged LSO to pursue options to provide a public wireless access network.  Senator Decaria said that he will discuss the Committee’s recommendation at the next Management Council meeting.  

 

Legislator Laptops

Mr. Griffin explained that several legislators would like to upgrade the Microsoft Office software on their laptops.  He explained that one-third of the laptops are replaced every year, so machines are cycled out every three years.  Ms. Wells said that if LSO continues with the rotation and buys 30 new computers this year, LSO could have 30 machines on Office 2007 and the rest on Office 2003, which makes supporting the different versions difficult, because the 2007 upgrade is significantly different.  Mr. Griffin noted that it may be a good idea to replace all laptops at once with the 2007 upgrade.  The Committee discussed the possibility of just upgrading the software on all machines.  Ms. Wells said she would look into that option with operating systems, licensing and costs.  The Committee also discussed funding options if all 90 machines were replaced at once and Mr. Griffin noted that in addition to the money appropriated for laptop purchases, funds will be generated from the sale of old machines.  The LSO IT staff will review options for the Committee’s consideration of replacing all the laptops or to upgrade the software.  (Current laptop policy attached at Appendix 5.)  The Committee also discussed the need to purchase privacy screens for all laptops in the future. 

 

Update on Selection of Project Management Consultant

Ms. Madsen stated that thanks to the work that the IT staff has put into upgrading the Legislature’s infrastructure, now LSO is in the position to start looking at all of the Legislature’s information technology needs, specifically examining gaps and duplication in information.  She reminded the Committee that $100,000 had been appropriated at their recommendation during the 2008 session to obtain the services of a project manager to help evaluate the Legislature’s information technology needs.  LSO has developed a draft Request for Proposal (RFP) to prepare a master information plan for the branch (see Appendix 6). 

 

Ms. Madsen walked the Committee through the RFP, which includes the preparation of a needs assessment that will culminate in a written report providing recommendations regarding the long-term information needs of the Wyoming legislative branch, including an analysis of integration of existing technology systems and recommendations for new technology, as well as recommendations for improvements to information workflow and business processes.  Based on the needs assessment, the proposed project will include the design of a master information plan that addresses the technology and process changes needed to improve information workflow and management of information in the legislative branch. The proposed project will include completion of a detailed project implementation plan that outlines tasks, timelines, and resources needed to implement consultant recommendations.  Finally, the proposed project includes oversight of the implementation of the project plan by sub-consultants, as needed.  Mr. Griffin provided the Committee with an update on LSO IT staffing, noting that currently LSO has two IT positions unfilled. LSO recruited for one of those positions last summer, but was unable to fill the position. He noted that the RFP includes a provision to examine IT staffing. 

 

The Committee discussed the proposed project timeline and agreed that they are more interested in a thorough analysis than to get the project completed by a pre-determined deadline.  Ms. Madsen said LSO staff wants to demonstrate that staff is moving forward with information technology changes, but the firm selected will likely be able to tell LSO if the timelines are even realistic.  The Committee directed the LSO to move forward with the RFP process.  LSO staff will consult with the chairs of the Committee during the interview and selection process. 

 

Videoconferencing

Ms. Madsen reminded the Committee that Management Council assigned the topic of the potential for use of web and video conferencing for study during the interim.  Ms. Madsen explained that new audio and presentation systems are being installed in Room 302 and that any audio and video wiring needed for future uses in the room needs to be anticipated now because the concrete floor is being jack hammered for conduit and then will be recast in concrete.  LSO has been working with the Department of Administration and Information staff regarding equipment needed to participate in the Wyoming Video Conferencing System.  She noted that Management Council authorized an additional $80,000 in reverting funds to be used to make sure all audio and video components are installed while the floor is opened for the future participation in the State’s videoconferencing system, but this does not include the videoconferencing equipment itself needed to become a site on the State’s system. 

 

Ms. Madsen introduced Mr. Joel Maslak, from the Department of Administration, who was asked to discuss the equipment costs and costs to participate in the State’s system with the Committee.  Mr. Maslak explained the Wyoming Videoconferencing System (WVCS), including the number of sites around the state that are participants and upcoming enhancements to the system.  He explained that the fees for videoconferencing time is currently $25 per hour for each site, plus a flat scheduling fee of $50, but that A&I is reevaluating those costs and expect them to increase.  Mr. Maslak estimated that equipment to participate in the State’s system would cost between $10,000 to $15,000.  He explained that the Legislature would need to purchase this equipment, rather than A&I, if the desire is to keep this room as a legislative site, rather than a general WVCS site location.  The Committee agreed that the room should primarily be reserved for legislative use and that legislative use would take priority, but that other agencies may be able to use it as a site location on an as-needed basis, if other sites in Cheyenne were not available.  (See Appendix 7 for more information about the WVCS and Appendix 8 for additional audio and video costs from K2 Audio and Summit Integrated.  Appendix 9 provides a layout of Room 302.)  The Committee recommended that LSO use an additional $25,000 in reverting money to pay for the equipment needed from A&I to become a site on the WVCS for legislative use in Room 302. 

 

Ms. Wells also updated the Committee on the potential of using Internet-based videoconferencing services, which she researched for Management Council.  Based on her research, she believes that Web Ex may provide the most capability for the best price.  To use web-based videoconferencing, users need a web camera and a phone or Internet connection.  Services such as Web Ex “host” the meeting and the LSO would pay an annual fee to host meetings based on the number of meetings and number of attendees. 

LSO currently has some web cameras that were used to pilot test web conferencing in the past.  The Committee agreed that the specifications for new laptops should include built-in web cameras.  Mr. Pauli recommended that the Committee proceed with a pilot project for the Web-based videoconferencing before purchasing the service. 

 

Promotional Activities

Ms. Madsen stated that the Management Council assigned the Committee with oversight of legislative promotional initiatives developed by LSO staff.  She explained that she thought this was the most appropriate committee for the information officers to report to because public outreach and technology are so intertwined and that the information that staff are working to distribute to legislators and the public is dependent upon the technology to deliver that information. 

 

Ms. Madsen said the focus of staff promotional efforts to this point have been:  providing access to legislative information, providing information about how to participate in the legislative process, and providing information about the value of the legislative institution.  (See Appendix 10).  She noted that staff does not promote policies, parties, or people, but rather focuses on the process.  Ms. Madsen highlighted current civic education, public outreach, and media relations activities including:

 

 Wyoming’s Legislators Back to School Program; Boys State and Girls State; teacher training programs; distribution of legislative lesson plans; distribution of materials to legislators speaking to community groups (fact sheets, bookmarks, brochures); explaining process to the public during session; provide personalized training to new media members on Capitol beat; development of extensive media e-mail list; and institutional news release development and distribution to the media. 

She explained the current activities that she and Mr. Anthony Sara have been working on to lay the groundwork for future promotional activities, including purchasing a new camera, purchasing Adobe Creative Suite, and purchasing a microphone and other equipment to do audio news releases.  Mr. Sara is working on developing a master document of legislative information that can be used to update handbooks, brochures, and documents and she also noted that staff need to continue to work to incorporate the legislative logo and a standard design theme into all legislative documents.  She distributed a template for a communications plan that she recommends using to develop a strategic approach to providing outreach in the future, which includes audience identification, goals and objectives, strategies, key messages, branding and identity, and timelines for projects. (See Appendix 11).  She noted that all outreach efforts and products should be professionally produced to ensure that the Legislature is viewed in the most-credible light.     

Voting Technology Options

Ms. Brenda Erickson, an expert on legislative process from the National Conference of State Legislatures (NCSL) briefed the committee on a survey she conducted about voting systems in state legislatures and provided testimony to the Committee regarding voting systems and on other matters of process and procedure related to electronic voting.  (See Appendix 12.)  She provided a summary of the survey results, noting that the results refer to chambers rather than states because the vast majority of senates and houses do not follow the same procedures. 

Types of Voting and Voting Systems

She noted that there are several ways in which a legislative body can express its will:  by collective voice vote; vote by division or rising, which is to vote by a show of hands or by standing; or by roll-call vote, in which each member votes individually either by voicing aye or nay or by indicating aye or nay through electronic means.  Ms. Erickson explained that there are three types of voting systems: manual, combination, and electronic. With a manual system, roll calls are taken verbally and then manually tabulated on paper and entered manually into some type of reporting system. A combination system integrates the use of verbal roll calls, which are then tabulated and reported electronically. A fully electronic voting system allows individual legislators to vote by pressing a button, or another means of voting electronically, which is then electronically tallied and reported electronically. Ultimately, regardless of which voting system is used, chamber rules and procedures determine which votes are recorded.  She explained that Wyoming has a combination system, that includes the formality of a verbal roll call, but the chief clerks electronically tabulate and report the voting results. This type of electronic voting is often used in smaller chambers with citizen legislatures like Wyoming.

 

Types of Votes That Are Recorded

According to Ms. Erickson, there is not a legislative chamber in the country that requires roll call votes for all actions on bills or that records all votes.  Typically amendments are done by voice votes unless a recorded vote is requested. Most states do not allow amendments on third reading.  Many states have also eliminated their Committee of the Whole debate process, limiting debate to second and third reading. 

Ms. Madsen provided a handout about the types of votes that are recorded in the Wyoming Legislature (see Appendix 13.)

 

Reporting of Votes

Ms. Erickson provided information about ways in which votes are reported in other states, which may include display boards in chambers, information kiosks, the legislative Web site, and the legislative journal.  The Wyoming Legislature does not use display boards in its chambers. She noted, however, that it is one of the few states that reports its voting results on the legislative Web site in almost real-time. 

 

Accountability Issues in Other States

Ms. Erickson explained that it is important to recognize that electronic voting systems are tools for facilitating legislative business and do not automatically provide accountability. It is the implementation, and subsequent enforcement, of legislative rules and procedures related to voting process, not just the systems technology, which create accountability in the process. Ms. Erickson noted there has been a major issue in three states where other people were voting for legislators on the electronic systems.  She also noted that many chambers allow legislators to change their votes after the vote has been closed, which is not allowed in Wyoming.  Ms. Erickson commented that Wyoming has a very accountable voting process and system due to the manner in which legislative business is conducted. She encourages other state legislatures to look at Wyoming as a model because it has a very accountable process, legislators are well-trained and take the process seriously. 

 

Based upon data collected by NCSL, Ms. Erickson concluded that Wyoming’s current voting system provides the same transparency and public accountability as the “fully electronic” systems, lacking only hardwired voting buttons and display boards in the chambers.  Senator Case thanked Ms. Erickson for her time and said that it was important for the public to understand that Wyoming has an electronic voting system now and that Ms. Erickson concluded that Wyoming’s system is very accountable, especially with the publication of real-time voting results to the Web.  He requested that LSO staff prepare a summary of this topic and attach the NCSL study to the summary and provide it to all legislators.  He requested that staff provide information about electronic display boards for the Committee’s consideration for the next meeting. 

Sarah Gorin, representing the League of Women Voters, addressed the Committee, noting that the information provided by the Wyoming Legislature to the public has improved dramatically over the last few years.  She said she has a concern with limited amount of time to consider bills during session and that time can get absorbed by taking roll call votes, especially in a budget session.  She also noted that she would like to see more roll call votes, although she agreed that there were many procedural votes that did not need to be done by roll call. She agrees that it is nice for legislators to know how other legislators are voting, but that could be accommodated through a display board in the chambers with an ability to change their vote during the time the vote is open. 

 

Senator Decaria asked about the process to compile individual voting records.  Mr. Griffin explained that LSO can provide that information to an individual legislator for their own votes, but LSO does not provide that information to other requestors.  Mr. Pauli noted that LSO would need Management Council approval to change this process.  Ms. Erickson noted that NCSL has information about what other states compile regarding voting records.  Senator Case asked that LSO review the NCSL information and put this issue on the Committee’s agenda in the future. 

 

Meeting Adjournment

The Committee will likely meet again in August or September and agreed that they should hold their meeting after the next Management Council meeting.  There being no further business, Co-Chairman Cale Case adjourned the meeting at 5:22 p.m.

 

Respectfully submitted,

 

 

 

Senator Cale Case, Co-Chairman

 

 

 

 

 

 

 

 

 

Appendix		Appendix Topic		Appendix Description		Appendix Provider
1		Committee Sign-In Sheet		Lists meeting attendees		Legislative Service Office
2		Committee Meeting Agenda		Provides an outline of the topics the Committee planned to address at meeting		Legislative Service Office
3		IT Project List		LSO IT completed projects, completed training, upcoming training, current projects, and upcoming projects		Legislative Service Office
4		IT systems summary		LSO IT servers and systems summary		Legislative Service Office
5		Management Council Policy 01-01		Legislative Laptop Computer policy		Legislative Service Office
6		Wyoming Legislature Information Technology Master plan		Outline for Wyoming Legislative Branch Master Information Plan		Legislative Service Office
7		Video and Web Conference Services		Fact Sheet for video conferencing for the Wyoming Legislature		Legislative Service Office
8		K2 Audio AV System Outline		Additional AV System Design Services		K2 Audio
9		Room 302 Remodel		Artist drawing of Room 302 remodel		The Design Studio, Inc.
10		Reality Check brochure		Description of what students really need to learn about State Legislatures.		Legislative Service Office
11		Communications Plan		Sample Communications Plan to be used for LSO		Legislative Service Office
12		Electronic voting		Outline or electronic voting in all 50 states		NCSL
13		Electronic voting		How votes are taken in Wyoming		Legislative Service Office