MINUTES

INFORMATION TECHNOLOGY SUB-COMMITTEE

YORK ROOM, MARKHAM CIVIC CENTRE

2007-06-19 – 3:00 p.m.

MEETING NO. 2

Members Deputy Mayor J. Jones Regional Councillor T. Wong

Staff A. Taylor, Commissioner, Corporate Services N. Kenea, Acting Chief Information Officer S. Rao, Manager, Technology J. Kee, Committee Clerk

The Information Technology Sub-Committee convened at the hour of 3:05 p.m. with Deputy Mayor J. Jones in the Chair.

DISCLOSURE OF INTEREST

None declared.

1. SERVER HARDWARE REPLACEMENT

Mr. Sugun Rao, Manager, Technology, distributed copies of a presentation regarding the status of the Town’s server replacement project, and to provide an update on the IBM server hardware tendering process. He provided background information relating to the initiation of the project in 2004, details of the October 2005 IBM Letter of Offer for Discounted Information Technology Products, and the direction of Council regarding the award of tender to IBM in 2006.

He explained that the Project is being carried out in three phases. Phase I involved the acquisition of hardware, training and management software, and work carried out on the migration of applications in 2006. The remaining two phases proposed for 2007 - 2009 will involve the setting up of a test lab; and the acquisition of additional servers. Mr. Rao noted that there were two options for continuation of the project: 1) an open tender to tier-one manufacturers, or 2) to proceed with tendering inviting only IBM partners.

Committee discussed the options available, raising questions relating to: the timing of the additional phases; the importance of maintaining consistency and commonality in Data Centre technology; comparisons with other municipalities; clarification of Council direction; and availability of discounts.

In response to a query of Committee relating to the other bids received, staff advised that an email will be forwarded to Members providing details and comparisons.

Moved by Regional Councillor T. Wong

Seconded by Deputy Mayor J. Jones

That the report dated June 19, 2007, entitled “Server hardware Replacement” be received;

And that staff proceed with the evaluation of tender #071-T-07 for IBM server hardware for the remaining two phases of the server hardware replacement program with the total cost not exceeding $500,000, exclusive of taxes, to be funded from 2005/06 Capital account numbers 49-6150-6738-005 and 49-6150-7286-005;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

2. INFORMATION TECHNOLOGY OVERVIEW

AND STRATEGIC PLAN

Mr. Nasir Kenea, Acting Chief Information Officer, distributed copies of a presentation providing an overview of Information Technology Services and the IT Strategic Plan. He described the various functional areas of the Department, listed the customers served, and explained the 2008 budget process. Members were provided with details of each of the following strategic initiatives:

· Enterprise Architecture

· Business Architecture

· Portal Implementation

· Information Management

· IT Processes Best Practices

· Refine Governance

In addition, Mr. Kenea outlined other projects being undertaken during 2007, as follows:

· Web email access to staff

· Business continuity report

· Server replacement phase II

· Voice messaging system implementation

· Archival system implementation

· Citrix upgrade and roll out

· Multi-year operational objectives

· 2008 IT Capital and BUP

Committee discussed the status of a joint portal solution for York Region and the Town of Markham, and reference was made to a draft resolution from the Region which will be considered by Regional Council at its meeting on June 21, 2007. The resolution recommends proceeding with the procurement of a joint portal solution for the Region and Markham; that all municipalities in York Region be requested to indicate their interest in participating by September 20, 2007; and report to Committee in October 2007 on the issuance of an RFP.

Other matters briefly discussed included VOIP and unified messaging.

Moved by Regional Councillor T. Wong

Seconded by Deputy Mayor J. Jones

That the presentation of the Acting Chief Information Officer regarding the Information Technology Overview and Strategic Plan Update be received.

CARRIED

3. AMANDA PROJECT REQUESTS – 2007 - 2009

Mr. Nasir Kenea, Acting Chief Information Officer, distributed copies of an information sheet which was a follow-up from the CSDC Systems Inc. presentation on the 2007 Amanda Project Requests (IT Capital 2007). In addition, a revised plan on Amanda Capital Project requests, as of June 19, 2007, from the Director, Building Standards, was also presented.

Members were reminded that Amanda is CSDC’s core application for automating government processes, and houses information that can be shared with various departments within the Town, primarily, Building and Planning.

Committee discussed the various projects listed and reviewed the estimated costing for each.

Members were advised that staff would like to bring in a third party independent consultant who would review some of the major applications utilized by the Town and make recommendations relating to the Town’s corporate environment on a go forward basis.

In response to a request for a complete picture of the Town’s Amanda system, staff advised that a presentation will be made, along with few other major systems, at the next IT Sub-Committee meeting. Such report will include all application capabilities, financial details on Amanda and options available for the future. It was also suggested that Mr. John Livey, Chief Administrative Officer, be invited to attend the next meeting to take part in the discussion.

Moved by Regional Councillor T. Wong

Seconded by Deputy Mayor J. Jones

That staff be requested to provide a presentation on some of the major application systems used in the Town, including application capabilities, in addition to financial details for the Amanda system, to the next meeting of the IT Sub-Committee;

And that the Chief Administrative Officer be invited to attend the meeting.

CARRIED

4. ONE YORK CONCEPT – REQUEST FOR UPDATE

Staff was requested to provide an update on the status of the One York Concept.

ADJOURNMENT

The Information Technology Sub-Committee meeting adjourned at 4:15 p.m.