1. Call to Order by Chair

    Mr. Ken Bukowski called the meeting to order at 10:07 am.

  2. Roll Call

    Ken Bukowski – Chair, Deputy City Administrator/CFO, City Administrator
    Bella Fudym – IT Project Director, Adult Probation
    Ian Law – CIO, Airport
    Gigi Whitley – Deputy Director, Administration and Finance, Assessor-Recorder
    Brian Strong – Director, Capital Planning
    Jaci Fong – Director and Purchaser, Contract Administration
    Todd Rydstrom – Deputy Controller, Controller’s Office
    William Lee – CFO, Emergency Management
    Brent Lewis – CFO, Human Resources
    Marisa Pereira Tully – Analyst, Mayor’s Office
    Travis Fox – Deputy Director Technology & Performance/CIO, MTA
    Bill Kim – CIO, Public Health
    Michael Liang –CIO, Public Library
    Julia Dawson – Deputy Director, Public Works
    Bryant Bailess –Director, Project Management Office, Technology
    Chanda Ikeda – Director, COIT

    Members Present
    Ken Bukowski 
    Brent Lewis 
    Bella Fudym 
    Marisa Pereira Tully 
    Ian Law 
    Travis Fox 
    Gigi Whitley 
    Bill Kim 
    Brian Strong 
    Michael Liang 
    Jaci Fong 
    Julia Dawson 
    Todd Rydstrom 
    Leo Levenson (for Bryant Bailess) 
    William Lee 
    Chanda Ikeda 

    Member Absent
    Bryant Bailess 

    COIT Staff
    Lily Liang 
    Matthias Jaime 

    Guests
    David German 
    John Robson 
    Sherman Luk 
    Matt Reeves 

  3. Approval of Minutes

    The minutes of April 24, 2015 were approved. 

  4. Discussion and Action: FY 2015-16 and FY 2016-17 Non-General Fund Project Recommendations

    Ms. Chanda Ikeda proposed for approval two Non-General Fund project requests that were previously classified as General Fund. 

    A motion to approve the request was passed and approved. 

  5. Discussion and Action: FY 2015-16 and FY 2016-17 Annual Projects (General Fund) Allocation Recommendations

    The Subcommittee was provided with a set of proposed recommendations and funding scenarios for project requests over the next two fiscal years. 

    A general discussion followed regarding the funding scenarios, risks, and appropriate levels of funding to balance current and future needs. 

    Mr. Bukowski remarked on recent discussions between COIT staff and departments regarding their requests and highlighted changes to specific recommendations based on those discussions. 

    Ms. Ikeda then shared a set of recommendations for three public safety departments’ digitization projects (District Attorney, Public Defender, and Sherriff). Aside from placement of proposed funds for the departments’ respective projects in a single COIT project fund, there was discussion about the use of the funding contingent on the departments continuing to discuss areas of overlapping need and shared solutions. 

    This led to further discussion regarding digitization, current efforts, and opportunities for collaboration, joint projects, and Citywide solutions in the future. 

    The Subcommittee then engaged in a dialogue with the Department of Technology (DT) regarding its ongoing projects and new project requests. 

    Mr. Leo Levenson proposed that all additional funding allocated to DT be directed to the Fix the Network and proposed Data Center Migration to the Cloud projects. However, consensus on how recommended funding would be split between the two projects was not reached and it was decided to allow COIT the opportunity to revisit and discuss. 

    In closing, a general discussion and call to action followed regarding the need for further development of IT policies, particularly as they pertain to DT’s Citywide projects. 

    Subsequently, a motion to approve the recommendations was passed and approved with the following changes or conditions: 

    1. Recommended full funding for PC Refresh in FY 2015-16 and FY 2016-17 at $925,000 in each fiscal year; 
    2. Funding for the District Attorney, Public Defender, and Sheriff’s digitization projects should be placed in a single COIT funding source to encourage collaboration, with the departments reporting back on their progress in a year’s time; and 
    3. With respect to DT’s ongoing Security project, development of a policy or standard as well as outreach should be undertaken by DT’s Architecture Review Board prior to further implementation and Citywide roll-out. 

  6. Public Comment

    There was no public comment.

  7. Adjournment

    The meeting adjourned at 12:04 pm.

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