Ms. Naomi Kelly called the joint meeting of the Committee on Information Technology and Capital Planning Committee to order at 10:06 a.m.

Members Present:
Naomi Kelly
Miguel Gamiño
Kate Howard
Conor Johnston (for London Breed)
Ben Rosenfield
Brent Lewis (for Micki Callahan)
Bill Kim (for Barbara Garcia)
Luis Herrera
Ken Salmon (for Harlan Kelly)
Mitch Sutton (for Anne Kronenberg)
Ian Law (for John Martin)
Ed Reiskin
Dan Kalamaras (for Trent Rhorer)
Charles Belle
Alex Polvi

COIT Staff:
Chanda Ikeda
Matthias Jaime
Lily Liang

Guests Present:
Julia Dawson
Elaine Forbes
Kathy How
Todd Rydstrom
Ivar Satero
Brian Strong
Nishad Joshi
Hemiar Alburati
Colleen Burke-Hill
Jamil Niazi
Kathy Lu
Pete Bonalos
Bryan Oden
Brandon Carter
Maureen Singleton
David Pilpel
Michelle Geddes
Catherine McGuire
Brian Roberts
Bryant Bailess
Krista Canellakis
Ashley Meyers
Marisa Pereira Tully
Dale Riley
Samuel Valdez
Andy Velasquez
Peter Olson
Ken Lombard
Tracy Reliford
Jocelyn Quintos
Kathleen Clark
John Eagler
Mac McConnell
Dan Kallahn
Kathy Perez
John Monolakis
Gary Price
Eric Sandler
Sara Jung
Raul Sonohi
Jeff Hubbell
Jay Kim
Kathy Irish
Jane Gong
Kevin Quan

The meeting minutes of May 14, 2015 were approved.

Mr. Miguel Gamiño briefed the Subcommittee on the Department of Technology’s (DT) processes leading to the development and finalization of Dig Once rules.

Mr. Gamiño also discussed the content of the proposed rules in greater detail, including participation and project evaluation criteria, notice requirements, permit applications, technical specifications, and references for further information.

Notably, Mr. Gamiño requested that the two Committees take action to adopt the proposed rules with the understanding that modifications may be made over time as DT and its partners engage in further implementation and seek to improve through lessons learned.

In response to a request that Committee members be granted additional time to review the proposed rules, a motion was passed and approved to continue discussion and table formal adoption until a later date.

Mr. Matthias Jaime presented members with a proposed City-wide policy governing the use and deployment of drones by City agencies, employees, and contractors. He began by providing relevant background information and went on to discuss the policy development process, outreach efforts, details of the proposed policy, and next steps for consideration.

A general discussion followed in which members identified areas requiring further clarity (e.g. data storage, retention, privacy, public notification, exemptions) as well as various potential opportunities (e.g. open data, improvements to City business operations, new and innovative approaches to delivery of City services).

In closing, a general consensus was reached that further discussion and continued interdepartmental outreach should be undertaken, and that the proposed policy should be brought back for Committee review as soon as possible.

Ms. Michelle Geddes presented an update on the Public Safety Radio Replacement project, a joint effort of the Emergency Management, Fire, Police, Sherriff and other departments. Her presentation reviewed recent major accomplishments, risks and challenges, funding, the project’s schedule, and next steps.

Notably, Ms. Geddes reported the successful completion of phase three of the project, as well as completion and publication of a RFP covering all aspects of the project (e.g. infrastructure, devices, maintenance agreements).

Following Ms. Geddes presentation, there was discussion regarding options to bridge potential future funding gaps.

Ms. Catherine McGuire provided an overview of the project, which seeks to re-architect and replace Juvenile Hall’s security camera system. Her presentation addressed the project’s business case, budget, scope, and schedule.

Notably, she stated that the scope and schedule were yet to be clearly defined, contingent on completion of the design phase as well as future funding.

Following Ms. McGuire’s presentation, Committee members engaged in discussion regarding the Department of Public Works’ role in the project as well as the system’s potential design and installation timeline.

Mr. Matthias Jaime introduced members to a COIT initiative described in the ICT Plan as the Public Experience Strategy. Mr. Jaime described the Public Experience Strategy as a beginning to a citywide effort to improve City services. Mr. Jaime then described the inception, mission, and timeline for the Strategy.

Notably, Mr. Jaime identified key stakeholders and partners, cited the Mayor’s Office of Civic Innovation’s completion of peer research studies, and reported that further information gathering and interviews with departments were underway.

A general discussion followed in which members remarked on digital, technological, and brick-and-mortar aspects of the initiative. Additionally, comments were offered regarding the scope, potential opportunities, and public participation.

Ms. Chanda Ikeda and Mr. Brian Strong led a general discussion regarding General Fund IT and capital funding. In particular, points of discussion included how the separate funding sources are defined, which types of projects can or should be funded through these sources, how projects that intersect both capital and IT are addressed, and opportunities for coordination between the Committees and Mayor’s budget office.

In closing, a general consensus was reached that earlier evaluation of requests which intersect both IT and capital should improve the overall budget review process. In addition, members remarked on the complexity of such requests and agreed that continued discussion and regular updates will be essential to long-term planning.

There was no public comment.

The meeting adjourned at 11:43 a.m.