MINUTES

INFORMATION TECHNOLOGY SUB-COMMITTEE

CANADA ROOM, MARKHAM CIVIC CENTRE

2008-12-17 – 2:00 P.M.

MEETING NO. 2

Members Regional Councillor J. Jones Regional Councillor G. Landon Regional Councillor T. Wong (2:10pm)

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 2:00 p.m. with Regional Councillor J. Jones in the Chair. Regional Councillor T. Wong assumed the Chair at 2:10 p.m.

1. WIRELESS RADIO COMMUNICATION STRATEGY

Mr. Nasir Kenea, Chief Information Officer, reported that at the last meeting Members were advised that a study had been conducted in early 2008 suggesting that the implementation of a corporate wireless communication system would address current and future business requirements along with considerable cost savings/avoidance. Committee had requested that staff come back with a detailed presentation on a proposed strategy for wireless data & voice communication.

Mr. Kenea introduced Mr. Eric Jones, of Waveform Wireless Solutions, who would be making the presentation.

Mr. Jones briefly reviewed the items that would be covered in the presentation, including the following:

· objectives of the study undertaken

· summary of Town user needs – voice communications

· current user status

· summary of wireless data user needs and cost impact

· current and upcoming costs summary

· municipality comparatives

· alternative solutions

· alternative options; user needs and cost comparisons

· private radio system/wireless strategy

· implementation work plan, and

· recommendations

Mr. Jones advised that he had undertaken a review of the Town’s current communications systems and had interviewed individual staff to determine needs, satisfaction levels and shortcomings. Currently, the Town operates a 1970’s vintage VHF two-way radio system; a 1980’s vintage Telus Mike “instant connect” portable system; and uses Telus cellular phones. Members were advised that the operation of three separate systems is often confusing and many users must carry two or more devices. In addition, these systems operate through the “public network”, which is ineffective during emergency situations such as blackouts and major storms.

Mr. Jones provided a summary of wireless data user needs and cost impacts, including proposed AVL (Automatic Vehicle Location) data requirements. Voice Radio comparatives with other municipalities were also provided.

Suggested alternative solutions for Markham were presented, as follows, including a breakdown of user needs, cost comparisons, and benefits of each:

· use existing technology – Telus Mike system for all communications

· York Regional Public Safety Trunking System

· Town-owned private radio system,

· Private cellular network

Mr. Jones suggested that the “private radio system”, and the “joint Regional system” would be the preferred options, however, Members were advised that the “private radio system” would be the best option for the Town as it is very leading edge technology, and it would accommodate both voice and wireless data. Furthermore, the cost to acquire the necessary hardware to use the Regional Radio system as well as the fact that the technology is anticipated to be replaced by 2013 – which would mean additional cost to the Town – were discussed. It was also indicated that the proposed solution has about 3.5 – 4 years of payback period.

Members were presented with an eleven-month implementation work plan providing for a detailed engineering design to be prepared, request for proposal and submission of proposals; evaluation, approval and implementation.

Mr. Jones provided details on the following recommendations:

· Migrate the two-way voice radio communications and AVL traffic to a new private radio system

· Mandate employees to communicate using two-way radio whenever possible

· eliminate “Mike instant connect”

· Opportunity to have a 7/24 Non-emergency dispatcher to improve productivity, safety of employees, & improve customer service

Committee discussed the following issues:

· one radio site would potentially cover whole Town of Markham

· potential sites include: Riviera Fire Station near Woodbine Avenue; Milliken Mills Water Tower; Motorola/Hydro Building

· feasibility of a ubiquitous system, with Region, Police and Fire would be an ideal solution

· potential use of IP phones

· governance model; infrastructure required; need for political will to use the Regional system

· concern with availability of service in some buildings – this would require additional amplification

· community centres and libraries could be “hot spots” to address high bandwidth data communication requirements

· demand for high speed data is very limited – currently there is no sufficient business case to invest millions of dollars in this technology

· expansion of basic network is possible – more channels could be added

· a new system should be more versatile; a comprehensive network may be better

There was some discussion with respect to staff proceeding with a Request for Proposal to determine potential costs and then providing a further presentation to Committee. Staff advised that this matter will be placed on the agenda for approval at the next Budget Sub-Committee meeting scheduled for January 12, 2009.

Moved by Regional Councillor G. Landon

Seconded by Regional Councillor J. Jones

That the funding for Project #201, Wireless Data & Voice Communication Strategy Implementation, in the amount of $480,000 be left in as a place holder.

CARRIED

The Chief Information Officer advised that copies of the Information Management Study will be distributed to Members of Committee in early January, 2009.

NEXT MEETING DATE

The next meeting will be at the call of the Chair.

ADJOURNMENT

Moved by Regional Councillor G. Landon

Seconded by Regional Councillor J. Jones

That the Information Technology Sub-Committee meeting adjourn. (3:25 p.m.)

CARRIED