TICC 06-07-2023TECHNOLOGY, INFORMATION & COMMUNICATIONS COMMISSION
Regular Meeting
June 7, 2023, 7:00 p.m.
Conference Room C
10300 Torre Avenue, Cupertino
APPROVED MINUTES
CALL MEETING TO ORDER
Meeting was called to order at 7:06 pm
ROLL CALL
Commissioners Present: Mukesh Garg, Rajaram Soundararajan, Eliza Du,
Emma Shearin
Commissioners Absent: Prabir Mohanty
Staff Present: Bill Mitchell, Chief Technology Officer (CTO) via Teams
Nidhi Mathur, Applications Manager
Guest Speakers: Adam Araza, Business Systems Analyst
Ross Slaney, Business Systems Analyst
APPROVAL OF MINUTES
1. Subject: Approve the May 3, 2023, regular meeting minutes.
Vice Chair Soundararajan made a motion to approve the May 3, 2023, regular meeting
minutes with amendment to page 2:
“Vice Chair Soundararajan provided the following updates:
Event date has been called for Saturday, September 16
Panelist presentation 10 a. m. to 11 a. m.
Student Cyber Fair 9 a. m. to 12 p. m.
Request for Commissioners to solicit Panelists passionate about Cybersecurity. “
Commissioner Du seconded the motion.
Motion passes 4‐0.
ORAL COMMUNICATIONS
This portion of the meeting is reserved for persons wishing to address the commission on
any matter not on the agenda. Speakers are limited to three (3) minutes a person. In most
cases, state law will prohibit the commission from making any decisions with respect to a
matter not listed on the agenda.
A. None
TICC MEETING MINUTES June 7
WRITTEN COMMUNICATIONS
A. None.
NEW BUSINESS
2. Receive Presentation on ChatGPT and Microsoft CoPilot Artificial Informational
(AI) Technologies
Applications Manager Mathur introduced Adam Araza and Ross Slaney, Business Systems
Analysts (BSA) in the Innovation Technology department.
BSA Araza initiated presentation outlining Agenda:
I. Introduction to Artificial Intelligence (AI)
II. ChatGPT
III. AI applications in cupertino
IV. AI Tools for Customer Service
V. AI Tools for the Workplace
VI. Summary
VII. Q & A
As part of the Introduction, BSA Araza defined Artificial Intelligence as defined by IBM,
“Artificial intelligence (AI) is a field, which combines computer science and robust datasets,
to enable problem‐solving. It also encompasses sub‐fields of machine learning and deep
learning, which are frequently mentioned in conjunction with artificial intelligence.”
Araza further discussed how Corporations are utilizing AI technologies to create
efficiencies in day‐to‐day tasks.
As part of the presentation, Araza defined ChatGPT, “A Chatbot that can understand and
respond to text communication in a way that resembles human speech”.
Araza demonstrated common prompts AI can enhance such as development of a Public
Notice relating to Drone Flight to capture footage of Public Infrastructure, email generation,
and content generation ideas for Public Engagement.
Araza concluded by highlighting AI’s functional uses and outlining limitations.
BSA Slaney assumed remaining portion of presentation to highlight practical AI
Applications in Cupertino.
He focused on three areas:
Customer Service
Productivity
TICC MEETING MINUTES June 7
Data & Analytics
Slaney highlighted Microsoft’s AI tool underway: CoPilot, which allows Windows users to
open a chat window directly from desktop and ask CoPilot to assist with tasks, provide
information, similar like Bing Chat search engine.
BSA Slaney demonstrated the following prompts using MS Word:
Draft a 2‐page staff report on Solar Permit review time.
Revising content to concise
Creating a Notice to the Public about a new State Regulation impacting City
BSA Slaney demonstrated the following prompts using MS Excel:
Give a breakdown of the Solar Permit review times.
Project them impact on review times if we add additional staff.
Model how a change in hotel tax would impact revenue.
Slaney continued demonstration using MS PowerPoint:
Create a five‐slide presentation based on a word document.
Consolidate this Presentation into a three‐slide summary.
Reformat bullet points into columns, each with a picture.
Slaney continued demonstration using MS Teams:
Summarized what was missed in meetings.
Create a table of Pros and Cons
What decisions were made, and what are some suggested next steps.
As part of AI Tools for Data & Analytics section, Slaney demonstrated Microsoft Fabric: AI
Powered Analytics tool that transforms complex data management tasks into streamlined
AI Powered analytics, delivering more efficient and insightful analysis,
In summary, staff concluded presentation by reiterating advantages such as increased
productivity, enhanced insights and analytics, and improved efficiency.
Concerns reviewed were ethical, privacy, and functionality.
The Commission asked questions. The Commission thanked BSA’s Araza and Slaney for
the engaging presentation.
3. Receive Presentation on Applications Division overview.
Applications Manager Mathur presented PowerPoint on file in Commission records.
The agenda consisted of:
Business Enterprise Services
TICC MEETING MINUTES June 7
Access to city Services & Business
Analytics & Transparency
Civic & Employee Engagement
Mathur discussed Business Enterprise Services applications:
Accela ‐ Building, Planning & PW Permitting & Inspections
Accela ‐ Business Licensing & Code Enforcement
ProjectDox – Digital Plan Check Review Application
Cobblestone – Procurement & Contracts
New World ‐ Financial Application Management
New World ‐ HR Services Application
ActiveNet ‐ Recreation Application Management
As part of Access to City Services and Business, Mathur reviewed resident services such as:
Legistar ‐ City Meetings Agendas and Videos
ACA Portal – Permitting, Licensing & Code
ActiveNet Portal – Recreation Classes, Facility Reservation
eSuite – Employee Time‐sheets & Benefits
Business Opportunities ‐ Bids, RFPs e‐Submission Management
Neogov ‐ City Jobs and Onboarding
Gov Access CMS – City Website
Regarding Analytics & transparency
Gov Delivery: Citywide electronic notifications
Open Gov Finance Dashboard
Accela Insights Dashboards
AciveNet Data Hub – BI dashboards
Next Request & Logikcull – PRA management
Laserfiche – City’s Digital Records
Campaign & Disclosure Docs – Election Campaigns management
Regarding Civic and Employee Engagement:
Engage HQ: Citywide Surveys
Open Town Hall: Citywide engagement
Better Impact: Volunteer Management
Ride Amigos: Employee Commuter Engagement
Climate Victory Garden App
Poet Laureate Intake Management
In a summary, Mathur detailed upcoming Projects:
New City Website and backend CMS
Solar+ Permit on Accela
ERP Need Analysis and RFP
TICC MEETING MINUTES June 7
Accela Roadmap
Accela ACA ‐ OpenCities front end enhancements
AI Chatbots for external facing apps
The Commission asked questions.
The Commission thanked Applications Manager Mathur for the informative presentation.
OLD BUSINESS
4. Subject: Receive Subcommittee Report on Cyber Security Education from
Commissioners Soundararajan and Du.
Vice Chair Soundararajan and Commissioner Du provided the following updates:
Event date has been called for Saturday, September 16
Panelist presentation 10 a. m. to 11 a. m.
Student Cyber Fair 9 a. m. to noon
Marketing Campaign and flyer distributions
A general discussion followed.
Panelist confirmed:
May Wang, Palo Alto Networks, CTO, IoT Security
Ramesh Nampally, Palo Alto Networks, Sr. Director of Engineering
Imran Bashir, Palo Alto Networks, Director of Technical Product Management
Erin West, Santa Clara County Deputy District Attorney
Tommy Yu, Infrastructure Manager, City of Cupertino
Mathur inquired about event logistics, a volunteer discussion ensued.
Chair Garg requested a formal Workplan be presented to the Commission at the next
meeting.
The Commission thanked staff and Vice Chair Soundararajan and Commissioner Du for the
update.
5. Subject: Review TICC FY22‐23 Work Program
Cybersecurity Background: Provide education on cybersecurity to City residents, guests,
and businesses. A subcommittee was formed consisting of Commissioners Soundararajan
ad Du.
Update: Deferred to Agenda Item No. 4.
TICC MEETING MINUTES June 7
Climate Monitoring and Noise Measurement background: Project Scope consists of
installing sensors to monitor Pollution and Noise Environments in the area adjacent to
Lehigh and Stevens Creek Quarry. Each location has two sensors, to monitor noise and air
quality levels.
Update: The project is complete.
STAFF AND COMMISSION REPORTS
6. Subject: Receive Commissioner Report from the Mayor’s Meeting
Commissioner Shearin provided an update.
7. Subject: Commissioner Updates
8. Subject: Review Activities Calendar
The Commission reviewed the schedule for upcoming Mayors Meetings
o July: Commissioner Mohanty
o August: Chair Garg
o September: Vice Chair Soundararajan
o October: Commissioner Du
o November: Commissioner Shearin
9. Subject: Review Action Items List
Chair Garg reiterated he expects a formal Cyber Security Fair workplan provided at the
July 5 regular meeting.
Chair Garg entertained a motion to limit Panelists to 5 panelists confirmed and withdraw
from proceeding with additional panelists invitations.
Commissioner Shearin second the motion.
Motion passes 4‐0.
ADJOURNMENT
Chair Garg adjourned the meeting at 8:44 pm.
SUBMITTED BY: APPROVED BY:
/s/ Marilyn Pavlov /s/ Mukesh Garg
__________________________________ ________________________________
Marilyn Pavlov, Secretary Mukesh Garg, Chair