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09-17-2019 City Council Strategic Planning Meeting21 Lv_ C41 CITY OF MONROE CITY COUNCIL STRATEGIC PLANNING MEETING 300 WEST CROWELL STREET MONROE, NORTH CAROLINA 28112 SEPTEMBER 17, 2019 — 4:00 P.M. AGENDA www.monroenc.org Monroe -Union County 2020 Census Complete Count Committee 2. Information Technology Capital Investment and Programs City Council Strategic Planning Meeting September 17, 2019 Page 80 CITY OF MONROE CITY COUNCIL STRATEGIC PLANNING MEETING SEPTEMBER 17, 2019 MINUTES The City Council of the City of Monroe, North Carolina, met in a Strategic Planning Meeting in the Council Chambers located at 300 West Crowell Street in Monroe, North Carolina at 4:00 p.m. on September 17, 2019 with Mayor Bobby Kilgore presiding. Present: Mayor Bobby Kilgore, Mayor Pro Tern Gary Anderson, Council Member Surluta Anthony (arrived at 4:07 p.m.), Council Member Marion Holloway, Council Member Lynn Keziah, Council Member Franco McGee, City Manager E. L. Faison, City Attorney S. Mujeeb Shah -Khan and City Clerk Bridgette Robinson. Absent: None. Visitors: Peter Sabo, Lisa Strickland, Bruce Bounds, Peter Hovanec, Ashley Britt, Teresa Campo, Lisa Stiwinter, Keri Mendler, Loretta Melancon and others. Mayor Kilgore called the City Council Strategic Planning Meeting of September 17, 2019 to order at 4:00 p.m. A quorum was present. Item No. 1. Monroe -Union Countv 2020 Census Complete Count Committee. Community (40." Development Coordinator Teresa Campo stated that the City had been asked to chair the Census Complete Count Committee. Mr. Peter Sabo stated that he was a Partnership Specialist with the U.S. Census Bureau and his role was to help educate and engage the populous about the upcoming 2020 Census and with Council's help, encourage the participation so that the City could get the most complete and accurate count. Mr. Sabo stated that the goal of the 2020 Census was to count everybody only once and make sure that everybody got counted especially the hard to count populations and low response rates. Mr. Sabo advised that a Census was conducted because it dealt with the political and reapportionments of the 435 Congressional seats from the United States Congress; however, there was $675 billion to be distributed annually across the country and the money went wherever the response was and not necessarily where there was a need. Mr. Sabo stated that Union County was growing between 15 and 20% since the last census and he wanted to make sure that everybody would get counted and that Council received the recognition for not only Union County, but the City and received the most bang for their buck. �r Mr. Sabo stated that the response rate in 2010 for North Carolina was 69% and 76% respectively and Union County was 76% and 81 %. He stated that the governor's goal for the 2020 Census was City Council Strategic Planning Meeting September 17, 2019 Page 81 82%; however, if they stuck with the 81 % for Union County, then approximately 45,000 people in the County would not get counted and that was why it was important that everyone came together specifically at the lower levels to get the word out, encourage and educate people to participate in the 2020 Census. Mr. Sabo stated that the Census Bureau tried to look for the hard to count populations such as the target populations, children under five, veterans, migrant farm workers, persons with limited English proficiency just to name a few. He advised that with the last census, children under five were the most undercounted population at almost 6.4% undercounted. Mr. Sabo advised that this meant more than one million kids did not get counted in 2010 and were now getting into elementary and middle school and if they were not counted last time, then that was probably why there were not proper resources across this country for those kids getting into school and why it was important to get everybody to participate. Mr. Sabo stated that the goal was to educate people to count every single person in their household for the census. Mr. Sabo stated that since this data was used in many different ways and obviously when it came to education, it was also used to help with the Head Start and school lunch programs, Pell grants and those were the top three things in the top ten of that $675 billion. He advised that health care, transportation, highway roads were also in the top ten for use of those funds, social services and emergency response, deciding where hospitals and businesses would be located making sure that there was a population that they could serve. Mr. Sabo advised that Census 2020 was scheduled for April 1, 2020 and there were three ways to respond: self -response through the Internet around mid -March; every address would receive a (40ve postcard inviting them to participate in the 2020 Census via the Internet or the toll -free number in 12 different languages; and, the last way would be through a paper questionnaire in English and Spanish. He stated that if people did not respond to one of those, then around mid -May through the end of July, the famous enumerators would go door to door trying to get everyone to respond because at the end of the day, they wanted to get the most accurate count so that the County and the City were represented properly. Mr. Sabo stated that when people talked about responding through the Internet, confidentiality was an important piece and he noted that everyone in the Census Bureau took a lifelong oath not to disclose any personal information. He explained that when people responded via the Internet, once their information hit the Census Bureau, it was taken offline and their personal information was stripped away and the rest of the information was just grouped together to form the data that was released through the Census Bureau. Mr. Sabo stated that the Census Bureau maintained that confidentiality for 72 years so everything from 1950 to now was still kept confidential. He advised that 1790 to 1940 was available to the public. Mr. Sabo reiterated that he wanted to make sure that everyone got counted and with Council's help as trusted voices in the community, he wanted to partner with them to help get the word out to educate and encourage people to participate in the 2020 Census. Council Member Jordan asked if there was any government entity that could change the confidentiality stipulation or require the Census Bureau to release information. City Council Strategic Planning Meeting September 17, 2019 Page 82 Mr. Sabo stated that he was not aware of any. Council Member Jordan asked who gave the Census Bureau power to have confidentiality and did it come from Congress or some declaration. Mr. Sabo stated that the Census was in the Constitution; however, he requested to verify the exact question that Council Member Jordan was asking, but he knew that in U.S. Code, it stated that the Census Bureau must maintain that confidentiality and not share information (personal data) with any organization. He stated that all of the information that was shared was available to the public on the website and there was never any personal information that was shared with any other government organization or any individual. City Attorney Mujeeb Shah -Khan stated that Staff s understanding was that the requirement of a Census was what was constitutional and provided, but the mechanism and methods were set by Congress and Congress could make that change. He noted that the Census Bureau was adamant about keeping materials confidential. Council Member Anthony asked what department did the Census go to. Mr. Sabo stated that once the data was collected, it was a portion of the Department of Commerce and the information on December 31 went directly to the President and then he distributed it to the states in order to do the redistricting of the seats. Ms. Campo stated that she was here to review the Complete Count Committee (CCC) and the City (40., was partnering with Union County in conducting the Census. She explained that Union County would actually collect the data and the City would review it for accuracy, addressing, etc. Ms. Campo stated that while attending a meeting to discuss the CCC, it was noted that the City was not listed as participants in Union County. She explained that Staff came back, met with the Union County Census contacts which was a staff level committee, talked about the CCC, and after talking to the County Manager, the City was asked to chair the CCC with Union County continuing to be the ones that collected the major data. Ms. Campo stated that this meant that if Council decided to adopt a Resolution allowing Staff to do that, then Union County would follow suit and pass a similar Resolution and then the various municipalities that were in Union County would follow suits to that and having a Resolution because the Federal government had requested that each City participant, municipality, county also have the Resolution for the Complete Count Committees. Ms. Campo stated that Staff would start forming the committees in November 2019 and would work through the StakeHolders because the biggest concern in Monroe was keeping the population counts up and making sure that everyone was counted such as the homeless shelters, boarding houses, etc. She noted another concern was people possibly not having access to computers so Staff wanted to make sure that the Council of Aging and the Union County Public Library were going to open their units up so people would have access to computers. City Council Strategic Planning Meeting September 17, 2019 Page 83 Ms. Campo stated that officially, Monroe still had the largest population count for Union County; however, there were rumors that another municipality was gaining population. She noted that Staff made sure that the City was able to include the new subdivisions that Council approved so if there was some occupied housing, it could be captured as well. Council Member Anthony asked if every demographic group would be represented on the Stakeholder Committee. Ms. Campo stated that the Stakeholder Committee was the first step to ask for volunteers to come out of that group and Union County would be doing the same thing; however, there would be several sub -committees coming out of those agencies to come forward to be able to speak Spanish. She noted that one member agreed to be the one who spoke Spanish and Staff would work so that each community felt comfortable with what was happening and wanted to make sure that people received accurate information and participated. Council Member Anthony asked if the answer was no to volunteers. Ms. Campo stated that she believed it would be diverse. Council Member Anthony stated that she did not mean diverse, but meant would they be demographically represented because she knew that there were Native Americans, Latinos, Blacks, Caucasians and Asians in Monroe and Union County and there might be something else that she did not know. (6w" Ms. Campo stated that was Staff s goal; however, at this point, the Committee had to be formed and get the volunteers. She also noted that Russian and Vietnamese languages were also spoken here and that the Justice Department came forward and shared some information saying that the City was disproportionately impacted by the Vietnamese language and wanted to make sure that they had as much representation as they could. Ms. Campo stated that the goal was to make sure all of the languages would be captured and reaching the populations and it would take going into the faith -based institutes and other nonprofits and going into the communities and getting the contacts. Council Member Anthony asked if census enumerators would be used at all. Ms. Campo stated not from their Committee. Council Member Anthony questioned not from the Committee, but when they actually went out and counted the people to find out how many people was in the household. Ms. Campo stated that their Committee would not be doing the counting. Mr. Sabo asked if the question could be repeated. Council Member Anthony asked if Census enumerators would be used when the people were actually counted. City Council Strategic Planning Meeting September 17, 2019 Page 84 Mr. Sabo stated that Census enumerators would be used around mid -March. He explained that everyone would receive a postcard inviting them to participate in one of those three ways and if they did not participate, they would receive up to three reminders. Mr. Sabo stated that a Census enumerator would then visit all of the addresses on file that had not responded to the Census and try to get them to respond through face-to-face. Council Member Jordan asked what about the other cities and if each municipality in Union County would have someone that was working with the County similar to the way that Ms. Campo would be. Ms. Campo stated that there would be members of this Committee, along with Union County. Council Member Jordan asked if Ms. Campo was saying that Monroe would be taking a significant role. Ms. Campo stated that Monroe would be chairing the Committee. Council Member Jordan asked if there would be co-chairs from each of the municipalities. Ms. Campo stated that they were reaching out to each municipality and Union County had already committed. She explained that Staff waited to bring this to Council before reaching out to any other municipalities, but knew all but one and Union County had not shared who that one was, was allowing Union County to manage their Census; however, one municipality had requested to manage their own data. Ms. Campo stated that Staff s goal was once this was established, they would reach out to each of the other municipalities in this same process to bring them in and then each of those would branch out and include their sub -committees to reach out and start working in the community with each municipality. She advised that the City's Communication and Tourism Director, Peter Hovanec, had committed to serve with them on the Communications Committee and then Union County had committed their Communications representative also to serve on the Committee so they would help more with the professional outreaches, etc. and put the campaigns together. Ms. Campo stated that she would be more of a point for resources and a point of being able to help fir► share that voice especially for small municipalities that could not reach out, but just to understand that although this was a partnership and Staff was reaching out, their focus was Monroe and getting the City's count here, but would share any resources that they had through advertisements. She stated that part of the process with the Federal government was to be able to have access to their resources and being an official Committee. Ms. Campo explained that certain groups and events would need the population that could best fit to go into those demographics to be the presenters and some of the smaller cities did not have the staff and the access. She noted that for her particularly, she would be focusing on the City's homeless shelter, children's homes, and foster care and making sure they were being counted. fir• Council Member Anthony asked what active roles was Ms. Campo looking for from Council City Council Strategic Planning Meeting September 17, 2019 Page 85 L Ms. Campo stated that she needed Council's support and adoption of Resolution of support so that Staff could get out into the community. She explained that this was more of a working Committee and would happen very quickly and be ready to roll with this for their timeline in January 2020, so it was very quick to be able to get the Resolution passed, and then groups had to get out there in December 2019 and start canvassing in late November 2019 and December 2019 pushing their groups about the Census because they were going to start doing this in January 2020 and be ready in March 2020. Council Member Jordan asked how long had Staff known that this Census was going to occur in 2020. Ms. Campo stated that Staff knew last year and started the training, but this was Staff s first exposure to the CCC that happened through a workshop about two months ago. Council Member Jordan stated that he had a couple of concerns about the way this Steering Committee was coming together. He asked if Council was being asked to adopt a Resolution so that basically Ms. Campo could have Council's blessing to go forward with this as a Staff person to work with Union County. Council Member Jordan stated that it sounded like Council Member Anthony also had concerns. Council Member Jordan stated that one of his other concerns was that municipalities such as Marshville, Wingate, Mineral Springs and Waxhaw had populations that people that elect officials in those areas could help reach to make sure that Union County was truly represented and a way for those elected officials to have a voice in this Steering Committee. He stated that Ms. Campo advised that someone had already volunteered to be the Hispanic translator or the person that would assist with that. Council Member Jordan stated that his experience told him that every person who spoke Spanish even if they were from a native Spanish speaking area, did not have the trust of the population that they were trying to reach, so he was not sure how that person was chosen and not sure how the Committee was going to reach out to other Spanish speaking people that might help to relieve some of the fears especially the Spanish speaking population when they started allowing someone to put down the number in their household and maybe discussing other issues. He stated that he was not sure what was going to be asked and not sure the fiduciary responsibility this individual was going to have to the population that they were trying to count. Ms. Campo stated that Staff s request that Council adopt a Resolution was their first exposure; however, Council could have any role that they would like, but having public service announcements certainly would want to come from the legislative body down and each municipality that she spoke of would have to adopt their own Resolution and all of these things would be presented to them at that same point in time. Council Member Jordan asked who would present this information to those bodies. Ms. Campo stated that their staff and Mr. Sabo. City Council Strategic Planning Meeting September 17, 2019 Page 86 Mr. Sabo explained that as a Partnership Specialist, he was responsible for Union, Cabarrus, Rowan and Stanly Counties and he would reach out to the other cities and towns to do the same thing that he was doing with Monroe. Council Member Anthony stated that she would be more comfortable if at least one Council Member was appointed or volunteered on this Committee because Ms. Campo was asking Council to adopt a Resolution which made Council responsible and there were so many gray areas. Mayor Kilgore asked Ms. Campo who appointed the Committee. Ms. Campo stated that it was not an appointed Committee, but a working Committee and once the Resolution was passed, it allowed Staff to form the Committee to put public announcements out and move very quickly with that. She noted that Staff would be waiting on the other municipalities to get their Resolutions passed and of course, would not have any control over how the other municipalities administered it, but the City would just be trying to stay within compliance with the Census Bureau and making sure that everyone conveyed the same message. Council Member Anthony stated that she understood that and it was crucial for everybody that participated and was very crucial for the City as far as monies that might come to Monroe, but it was so unclear who was going to be on the Committee. She stated that it was very clear how the message would be used to reach people, but what was very unclear was the formation of the Committee and would they go through some type of vetting and/or background check because those numbers were important and they did not need to be questioning once they formed. Council Member Anthony felt that something that Council was backing needed to have some Council say (40", so in or actually be on the forefront so that Council knew what was happening. Ms. Campo stated that Staff was not doing any data. Council Member Keziah asked if Ms. Campo represented the City of Monroe when she met with Union County. Ms. Campo stated that was correct. Mr. Sabo stated that in 2010, the CCC learned that getting the trusted voices of the community together to help convey the message and encourage the participation worked and was the reason in 2020 that they started with states, counties, cities, and encouraged people to form the CCC. He explained that the Committee could be formed of whomever they wanted such as a group of churches, local government such as Union County and all of the cities within Union County and could be made up of many different ways. Mr. Sabo stated that the whole idea was to look at the low response rate areas, those hard to count populations/people that were difficult to respond to, look at where they were and who reached out and dealt with them, who was the trusted voice that they would listen to and encourage them to come together and participate. He noted that the Census Bureau would provide education on what information to put out. City Council Strategic Planning Meeting September 17, 2019 Page 87 Mr. Sabo advised that the enumerators would start getting out in mid -May 2020 through the end of July 2020; however, between now and January 2020, they would start trying to figure out where Lthose hard to count populations were located and the low response rates and then start identifying who the trusted voices were and how to get the message out. He stated that in January 2020 through March 2020, was when they would start engaging the population and start talking to the constituents about why it was important, how their participation in the Census impacted things that affected their daily lives such as the roads they traveled on, schools, fire station located nearby so that when they received the postcard in the mail in March 2002, they would remember that at church, youth group or wherever it was introduced to them and why they needed to participate. Mr. Sabo stated that the Census Bureau conducted a survey/study that showed the biggest barrier was people did not trust the government; however, the biggest motivator was once people understood how the information was used and how it affected their daily lives and especially through that distribution of that $675 billion, they were very motivated. He noted that almost 70% of the people were motivated to then respond which was the goal of the CCC and hopefully they got a bigger response rate which in turn would get more dollars for Monroe. Council Member Anthony asked how many people made up the Committee. Ms. Campo stated that Staff wanted to keep it a manageable size, but that depended on how many municipalities and if they all wanted their Communications Officers to serve and it was more of an administrative committee and would be several committees that branched out. Ms. Campo stated that each municipality would go out into their respective areas and they would not be telling them what they needed to do and that Mr. Sabo would be instructing them about the processes. (40o" She noted that they would just be coming together as one voice to make sure that the shared resources were being used and that the City's count was sufficient because Union County was doing the count and making sure that people were going to participate. Ms. Campo advised that Union County actually managed the data that each municipality submitted. Council Member Holloway stated that he understood that the CCC would be more of a public relations encouraging people to complete the Census card when they received it. Ms. Campo stated that the purpose was more of a facilitating committee. Council Member Holloway stated that if someone asked the Committee member to come to their house and help them complete it, what would be the response. Ms. Campo stated that would not be a role that Staff would be able to do and that was why they needed the agencies involved so that whether faith based or Council on Aging, they would be dealing with their own populations. She explained that NC Works had gotten involved as well as various people. Ms. Campo stated that Staff did a presentation to let people know that this was coming and thus far, no one had committed to be a member of it because a Committee had not been formed yet; City Council Strategic Planning Meeting September 17, 2019 Page 88 however, they wanted to make sure that everyone would reach out to their own congregations, own agencies and those were the trusted voices that Mr. Sabo spoke of, but Staff was also getting (, the message to the agencies, neighborhood representatives, and to the community and then they were getting to the population that they were better suited to interact with. Council Member Holloway asked if the Committee would dissolve on April 1, 2020 when the Census Bureau mailed the forms. Ms. Campo stated that the purpose of the Committee would be completed once the count started. City Manager Larry Faison asked Ms. Campo if anyone in this room could volunteer to be on the Committee. Ms. Campo stated that as long as there was not more than four people. Council Member Keziah made a motion to adopt Resolution R-2019-54: RESOLUTION 2020 CENSUS PARTNERSHIP R-2019-54 WHEREAS, the U.S. Census Bureau'is required by the U.S. Constitution to conduct a complete count of the population and provides a historic opportunity to help shape the foundation of our society and play an active role in American democracy; (600." WHEREAS, the City of Monroe, Union County, North Carolina is committed to ensuring every resident is counted; WHEREAS, federal and state funding is allocated to communities, and decisions are made on matters of national and local importance based, in part, on census data and housing; WHEREAS, census data helps determine how many seats each state will have in the U.S. House of Representatives and are necessary for an accurate and fair redistricting of state legislative seats, county and city councils and voting districts; WHEREAS, information from the 2020 Census and American Community Survey is vital for economic development, increased employment, transportation planning, and community planning; WHEREAS, the information collected by the census is confidential and protected by law; WHEREAS, a united voice from business, government, community -based and faith -based organizations, educators, media and others will enable the 2020 Census message to reach more of our residents; WHEREAS, the Census count requires extensive work, and the Census Bureau requires partners at the state and local level to ensure a complete and accurate count; WHEREAS, the City of Monroe and its appointed Monroe -Union County Complete Count Committee will bring together a cross section of community members who will utilize their local knowledge and expertise to reach out to all persons in our community; City Council Strategic Planning Meeting September 17, 2019 Page 89 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Monroe, North Carolina that the City of Monroe is committed to partnering with the U.S. Census Bureau and the State of North Carolina and will: 1. Support the goals for the 2020 Census and will disseminate 2020 Census information; 2. Encourage all City of Monroe and Union County residents to participate in events and initiatives that will raise the overall awareness of the 2020 Census and increase participation; 3. Provide Complete Count Committee members and Census advocates to speak to County and Community Organizations; 4. Support census takers as they help the City of Monroe and Union County complete an accurate count; and, 5. Strive to achieve a complete and accurate count of all persons within our borders. Adopted this 171 day of September, 2019. Council Member Holloway seconded the motion which passed with the following votes: AYES: Council Members Anthony, Holloway, Keziah, McGee, Mayor Pro Tem Anderson and Mayor Kilgore NAYS: Council Member Jordan Council Member Jordan stated that he just did not feel comfortable with this rushed process because he did not see how it was going to be inclusive and with everything that had been (400., appearing on television over the past couple of months. He stated that he really did not trust people's information being out there with entities of government. Council Member Jordan stated that he felt like it would be saying it was alright for Immigration and Customs Enforcement (ICE) to show up at somebody's home. Council Member Anthony stated that she would like to volunteer to be on the 2020 Census Complete Count Committee. Item No. 2. Information Technology Capital Investment and Programs. Information Technology (IT) Director Bruce Bounds advised that past expenditures in 2018 included $87,000 which was spent for purchase of a new Storage Area Network (SAN) consisting of 21 TB (terabytes) and in 2019, another $24,000 for an additional storage shelf of what was used primarily for the City's day to day business and represented about 25% of total storage because the rest of it was in back up for storing video camera feeds, etc., but was high performing and backed up every hour and where the City's business was done out of. Mr. Bounds stated that Staff was looking to replace the current storage at an estimated cost of $87,000 because technology had such a short life span; however, it had to be done in order to stay current and also, video storage would have to be purchased in the near future. Mr. Bounds advised that in 2019, about $80,000 was spent to purchase a server chassis which was a box that held server blades and each server blade, Staff ran a virtual environment than would run about 100 servers on one blade and was able to condense the City's Data Center usage. City Council Strategic Planning Meeting September 17, 2019 Page 90 Mr. Bounds stated that in 2019, the City bought a secondary server to be housed at a secondary data location away from City Hall with the exact set up so that if something happened at City Hall, the servers would automatically fire up and with the redundant data on the storage, everything would come back up online. Mr. Bounds advised that future expenditures included replacing the HTE server that ran the Utility Billing, Accounting, Payroll, etc. in 2021 at an estimated cost of $75,000. Mr. Bounds stated that in 2011, core and perimeter switches for the network were purchased for $49,000 which tied all of the City's computers together and in 2018, a secondary core switch was purchased for $30,000. He noted that future expenditures in 2021 included replacement of network core switches at a cost of $55,000. Mr. Bounds explained that anti -virus was great but was not the catchall because there were so many other threats the anti -virus could not keep up. He stated that there was a threat out there now that would shut down everything on a computer except itself and then start doing all of its' "dirty work" and there was nothing that could be done to stop it and the antivirus was totally ineffective against it because it changed its' name and signature every few minutes. Mr. Bounds advised that Staff was researching other solutions and planned to purchase software and hardware that would detect abnormal activity on the network and just shut that computer off the network completely and remove it from the network so that it could not do any damage to the rest of the network. Council Member Keziah asked if Mr. Bounds the cost to upgrade the City's system. (4WO., Mr. Bounds stated that it would cost anywhere from $130,000 to $200,000 and Staff was still in the preliminary stages right now, but had the money scheduled in this year's Budget and some other funds that Staff had planned to spend; however, due to tariffs, could not do and did not have near enough money to purchase those items that they had planned on. Council Member Jordan asked if there was another place to buy them because apparently Staff was thinking about getting them from China. Mr. Bounds stated that Staff had not found anything else yet. Council Member Jordan asked how much additional money were the tariffs going to cost. Mr. Bounds stated that it was about a 25% increase on the parts which would eliminate IT'S Budget. Council Member Jordan asked if it was coming from a company that Staff was still able to do business with. Mr. Bounds stated that it was a Chinese company and they were still able to do business with them. Council Member Keziah asked what was the amount. City Council Strategic Planning Meeting September 17, 2019 Page 91 Mr. Bounds stated that Staff was still negotiating with vendors on pricing and should know within two months. Council Member Jordan stated that he did not want Staff to allow 25% tariffs to interfere with the security of the City's system. Mr. Bounds stated that the tariff was not a problem on the security, but it affected another project that Staff had planned for this year which was a hardware item to multiplex the City's fiber and a network improvement that could be delayed until next year and put the money towards security which was more important to Staff right now. Mayor Kilgore asked if he could get the information to City Manager Faison and relay it to Council. Mr. Bounds stated that as soon as Staff received a price tag on the whole package, he would let Council know. Council Member McGee asked if there had been any threats or breaches to the City's system. Mr. Bounds stated that over the past few years, there had been three or four ransomware attacks where users clicked on a link and an email and actually got encrypted on all of the network drives that they could access. He stated that Staff would then shut down the access, restore from backup and currently Staff backed up every hour so there really was not a lot of data lost when that happened, but was still a potential risk. Mayor Pro Tern Anderson stated that when that happened, could Staff determine the employee that clicked on the link and counsel them to be more careful. Mr. Bounds stated that typically, Staff had in the past; however, the City had not experienced a ransomware attack in the last couple of years. He noted that Staff had made strides to curtail it as much as possible and education was one of the big things. Mr. Bounds stated that the phishing education training for all employees and also Staff regularly sending test emails. He noted that when IT first started, over 20% of employees inappropriately clicked things and now it was about t 2% Council Member Anthony asked if the habitual people that clicked was just random and not the same person. Mr. Bounds stated that there was a couple of repeat offenders; however, he reached out to their supervisor to make sure that they took their education and that was probably a step to look at with Human Resources (HR) perhaps if an employee did not take their education then there had to be some sort of repercussion because it was very important to the safety of the City's network. 4 Mr. Bounds stated that the City's firewalls were good for now, but needed to be better in order to protect the network. He explained that just last week, Staff had to do a very manual process to City Council Strategic Planning Meeting September 17, 2019 Page 92 A N 4 block a lot of attacks that the City had been hit with and every three seconds, foreign entities were trying to hack into the City's mail server and it was a constant battle that Staff fought all the time. Mr. Bounds provided a demonstration regarding passwords. There being no further business, Council Member Anthony moved to adjourn the City Council Strategic Planning Meeting of September 17, 2019 at 4:58 p.m. Council Member Holloway seconded the motion, which passed unanimously with the following votes: AYES: Council Members Anthony, Holloway, Jordan, Keziah, McGee, Mayor Pro Ten Anderson and Mayor Kilgore NAYS: None /BoBby-t. Kilgore, Mayor Attest: 28X 3 Bridotte H. Robinson, Ci Clerk Minutes transcribed by Deputy City Clerk Sherry K. Hicks �s J © '-- ..ter City Council Strategic Planning Meeting September 17, 2019 Page 93