THE SECOND MEETING OF THE
INFORMATION TECHNOLOGY SUB-COMMITTEE
CANADA ROOM,
MINUTES
Attendance
Regional Councillor B.
O’Donnell
Regional Councillor J.
Jones
Deputy Mayor F.
Scarpitti (
Staff:
Andy Taylor,
Commissioner of Corporate Services
Don McClean, Fire
Chief
James Allen, Chief
Information Officer
Shayne Mintz, Deputy
Fire Chief
John Swan, Client
Advisor, Client Delivery
Mike Gottlieb, Alarm
Room Supervisor
Judy Kee, Committee
Clerk
The Information Technology Sub-Committee
convened at the hour of
1. PAPERLESS AGENDA (16.23)
John Swan, Client Advisor, Client Delivery, gave a presentation on the status of the “Paperless Agenda” initiative. He provided background information; objective parameters; planned approach; and findings to date. He reviewed the next steps and a proposed schedule for 2005, based on feedback received.
Committee discussed the following issues: stakeholder identification and requirements; the importance of training; printing cost reduction; initial stage of an enterprise-wide electronic document management system (EDMS); document requirements by legislation; request for proposal process vs RFQ or RFI; and the feasibility of piloting.
Moved by Regional Councillor J. Jones
Seconded by Regional Councillor B. O’Donnell
That the presentation by the Client Advisor, Client Delivery, respecting the status of the paperless agenda initiative be received.
CARRIED
2. ONEYORK (7.13)
James Allen, Chief
Information Officer, provided an update on the OneYork concept and distributed
copies of a draft report relating to the Town of
Moved by Regional Councillor J. Jones
Seconded by Regional Councillor B. O’Donnell
That the presentation of the Chief Information Officer regarding the status of the OneYork concept be received.
CARRIED
3. PORTAL BUSINESS VALUE ASSESSMENT (7.13)
James Allen, Chief
Information Officer, provided an update on the potential of the Portal
initiative. He noted that as some concern had been
expressed regarding costs and benefits, it was being recommended that a business
value assessment be carried out.
Committee raised the
matter of carrying out a concurrent proof of technology concept, and also
suggested that staff from various Commissions across the Town be invited to
take part in an information session on Portals to gain some familiarity of the
system. After some discussion, it was
agreed that staff would raise these discussion points with IBM.
Moved by Regional
Councillor J. Jones
Seconded by Deputy
Mayor F. Scarpitti
That IBM be engaged to
conduct a business value assessment to provide a rapid analysis of the value of
a business portal solution for the Town at a cost of $25,000 (includes $20,000
discount).
CARRIED
4. FIRE DISPATCH MAPPING MODULE
(7.15)
Shayne Mintz, Deputy Fire Chief, gave a presentation on the recently acquired GEAC Fire Dispatch Mapping Module which provides Town of Markham Fire & Emergency Services dispatchers with immediate access to accurate geographical and site-specific data, eliminating the need to look-up locations on printed maps. This exciting new tool has improved service and is expected to reduce crew response times by 12%.
A short video was also presented demonstrating the current system, which is the only system of its kind in York Region and one of only five communications centres in the GTA.
The Deputy Fire Chief recognized the following IT, GIS and Fire Department staff for their outstanding efforts in this project:
James Allen, Chief Information Officer
Ikori Wogar, Client Advisor
Nasir Kenea, Manager, Applications & GIS
Chris Burr, Client Advisor
Matt Miller, GIS Analyst
Ewan Burke, Senior GIS Analyst
Brian Ha, former IT staff
Biju Misra, former IT staff
Mike Gottlieb, Alarm Room Supervisor
Joy Cinq-Mars, Administration Supervisor
Committee briefly discussed the types of calls received by the dispatchers, including regular (or analog) phone lines, cell phones, and VoIP, (Voice Over internet Protocol), which is a new technology for telephone calls through a broadband Internet connection.
Moved by Deputy Mayor F. Scarpitti
Seconded by Regional Councillor J. Jones
That the presentation of the Deputy Fire Chief regarding the GEAC Fire Dispatch Mapping Module be received;
And that appreciation be extended to all of the IT, GIS and Fire Department staff for their work on this project
CARRIED
ADJOURNMENT
The Information Technology Sub-Committee
meeting adjourned at the hour of