MEETING NO. 1

Members

Regional Councillor J. Jones

Regional Councillor G. Landon

Regional Councillor T. Wong

Staff

A. Taylor, Commissioner, Corporate Services

B. Cribbett, Treasurer

N. Kenea, Chief Information Officer

J. Lustig, Director of Financial and Client Services

A. Tang, Manager, Financial Planning

O. Aribumu, Manager, Client Delivery

S. Rao, Manager, Technology

J. Kee, Committee Clerk

The Information Technology Sub-Committee convened at the hour of 9:05 a.m. with Regional Councillor T. Wong in the Chair.

DISCLOSURE OF INTEREST

Regional Councillor G. Landon declared a conflict of interest in regard to Project #9012 and Project #9035 as he is a Director of CSDC Systems Inc, an applications software supplier, and did not participate in the debate or vote on the matter.

1. REVIEW OF PROPOSED 2009 IT PROJECTS

Mr. Nasir Kenea, Chief Information Officer, explained that the purpose of this meeting was to review the list of 2009 IT Projects requested by the various business units, prior to their review by the Budget Sub-Committee. A listing of the 2008 Projects was also presented for information.

Project #9012 – Backflow Prevention Management System (Waterworks) – $57,800 - Staff provided details on this project. A Conflict of Interest was declared by Regional Councillor Landon. (See above)

Project #9020 – Job Costing System/Module (Finance) – $70,000 - Staff reviewed the details of this project that will enable the Town to start capturing tangible asset costs for reporting purposes.

Project #9023 – Point of Sale Terminals (Finance) – $38,900 - Staff advised that the request for point of sale terminals at various locations throughout the Town will link into the Town’s new cashiering system. It was noted that the Project will be carried out in two phases over 2009 and 2010, and the hardware will collect money on a secure basis, and will be capable of accepting cash, credit and debit cards.

Project #9032 – QMS Management Software (Waterworks) – $50,000 - Staff explained that this Project is a requirement of the Ministry of the Environment relating to drinking water quality.

Project #9035 – Building Inspection Mobile Hardware (Building Standards) – $156,000 - A Conflict of Interest was declared by Regional Councillor Landon (See above). Members were advised that the funding for this Project would be used as a place holder for replacing out-of-date mobile tools currently being used by Building Inspection staff, and explained the benefits of the new technology that is now available to access the Town’s Amanda system. Committee expressed some concern regarding the high cost of the devices and requested staff to place this project on “hold” and provide further information to the Committee by memorandum.

Project #9036 – Antennae and Radio for Back-Up EOC (Fire) – $7,000 - Staff reviewed the details of this Project requested by Fire and Emergency Services.

Project #9043 –Rugged Laptop for Operations Fleet Management (Operations) – $10,000 -Staff reviewed the details of this Project, noting that the funding is for hardware and diagnostic applications.

Project #9045 – MFD Lease Conversion (Building Standards) - $18,000 – Staff advised that this funding is to purchase an MFD copier, which has been leased for the past year, to provide copying, printing, scanning and fax services for the Building Standards Department. Committee expressed concern that, if approved, the purchase would not take place until March of 2009, and it was suggested that staff contact the vendor to enquire about an earlier purchase and report back by memorandum to the Committee.

Project #9046 – MPL – 3M Equipment Replacement (Library) - $343,000 – Members were advised that self check-out equipment purchased in the 90’s is starting to break down and the funding requested is for its replacement. Committee expressed concern with the high cost and requested staff to come back with a comprehensive business case with respect to savings on operating costs, staffing, and increased flow-through of customers, on-going break-down and maintenance costs, potential improvements to productivity, and feasibility of obtaining one to two more years’ service, and phase-in potential..

Project #9047 – Replacement MFD (Building Standards) - $15,500 – Staff advised that this Project is for the purchase of a MFD copier to replace an older unit in the Building Standards counter area.

In response to a query of Committee regarding the number of copiers in use by the Town, staff advised that there are currently forty-seven (47). Members were advised that many of the copiers, printers, and fax machines have been consolidated, which has reduced costs considerably. Staff was requested to place this Project on “hold”, and investigate further copier/printer improvements and savings, which could include, but not be limited to: the feasibility of “copier centres” or “printer rooms”; a Corporate Standards Policy (how far staff would walk); and potential space to be freed up.

Project #9326 –ITS Core Base Architecture - $63,300 in Total

Conversion from Desktop to Laptop - $28,300 – Staff reported that the computers would be used to accommodate requests for laptop acquisitions for existing staff. In response to a query regarding E3 initiatives, staff advised that they will conduct a further review and report back.

Printers Replacement & New - $5,000 – Staff reported that there are five (5) older LaserJet 4 printers currently in use, and this proposal is for their replacement. As staff has been requested to consider further efficiencies respecting printers, it was agreed that staff would place this portion of the Project on “hold”, and consider it in the study.

Colour Plotter - $12,000 – Staff explained that the plotter is not covered under warranty and maintenance on the device has been discontinued by the vendor.

Infrastructure – Network Switch Replacement - $15,000 & UPS Replacement - $3,000 – Staff reviewed the details of the two requests.

Project #9339 – Information Management Implementation - $100,000 – Members received a hand-out which provided additional information on the Project, which will address business processes in the areas of record management, document management and data management. Staff advised that a study was undertaken during 2008 and the results are expected shortly. Committee requested copies of the study, along with details of the 2008 and 2009 Plans, and outcomes.

It was agreed that the $100,000 would be left in as a placeholder, and the funds would not be used until after the results of the study are received. It was requested that a further meeting of the Information Technology Sub-Committee be scheduled in December to discuss this Project further. Committee suggested that in future staff make every effort to have studies completed before the end of the year.

Project #9340 – Wireless Data & Voice Communication Strategy Implementation - $480,000 – Members received a hand-out which provided additional information on the Project which will provide a coordinated and phased approach to meet the current and future needs for wireless voice and data communications, particularly in field related functions. Staff advised that a study was conducted in early 2008 suggesting that the total project is estimated to be $850,000, and there would be up to $2.5M in cost savings over 10 years through the implementation of such a corporate wireless communication system. Committee asked staff to clarify estimated funding $’s; to include costing details in all of the Budget material information; and to provide copies of the report/study to all Members of the Committee.

Staff explained further aspects of the proposed new technology, including the AVL (Automated Vehicle Location) capability. There was some discussion regarding potential upgrades and other costs that may be incurred.

Committee requested staff to provide a detailed presentation on this Project at the next meeting of Committee and address issues raised this date, including: merits and justification for the project; detailed costs; efficiencies of the technology; what other municipalities, including Toronto, the Region of York, and the Police, are doing; and available suppliers. It was also suggested that staff request the proposed supplier to be in attendance.

NEXT MEETING DATE

It was requested that a meeting of the Committee scheduled in December, if possible. The Clerk will advise Members once a date has been confirmed.

ADJOURNMENT

The Information Technology Sub-Committee adjourned at 10:25 a.m.