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TICC 09-05-2012 TECHNOLOGY, INFORMATION& COMMUNICATIONS COMMISSION Regular Meeting September 5,2012 Conference Room A,City Hall MINUTES CALL MEETING TO ORDER The meeting was called to order at 7:01 p.m. ROLL CALL Commissioners present: Shishir Chavan, Peter Friedland, Rod Livingood, Beverly Siegel, Wally Iimura Commissioners absent: None Staff present: Erin Cooke, Sustainability Manager;Mariyah Serratos,IT Manager Visitors: Shelley Wolfe,Executive Director of KMVT APPROVAL OF MINUTES 1. Minutes of the Special Meeting of August 1,2012 - Commissioner limura moved to adopt the minutes as written, Commissioner Livingood seconded no objections Vote: 5-0 ORAL COMMUNICATIONS 2. 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. None. WRITTEN COMMUNICATIONS 3. Letter from a Cupertino Citizen requesting Apple to provide gigabit service to the City. The Former Mayor requested service,but Steve Jobs directly declined. Commissioners also discussed a Google application that had some interest in Cupertino to expand metro-fi service but hardware was not available. The Commissioners requested that Ms. Cooke write to the Mayor,cc'ing Ms. Serratos&TICC, to mention that there was at least one comment from a citizen requesting additional network coverage/services. If Mayor seeks TICC support,the Commissioners noted that they would be happy to work with him and the City to whatever the TICC can to facilitate the conversation. Commissioner Chavan suggested that this not be a donation request but a commercial venture.Commissioner Friedland mentioned that it was Apple that broke the logjam with cell phone coverage with ATT because they were tired of Apple employees not receiving service on their iPhones in the City. I UNFINISHED BUSINESS - No discussion OLD BUSINESS 4. Report from City's IT Manager Mariyah Serratos, IT Manager, summarized large projects including: Permit project—CSI had staffing problems Commissioner Friedland asked how many iPads were in the field—Mariyah estimated 30 used by inspectors, code, city council, executives Disaster recovery—improvements in services are needed, funding for comprehensive plan for additional storage and cloud services, looking into costs and welcomed TICC review of vendor pricing. RTO/RPO data examination by department—totaling 500GB or'TB 13TB for Communications Division—not required for disaster recovery/cloud-base Commissioner Livingood asked why the Emergency Preparedness System is not under this budget—Ms. Serratos mentioned it is not a citywide budget,just IT. Virtualization—just finished analysis of what it would cost to virtualize all desktops in the City, phasing out all hardware in the City and replacing with terminals—w/7-9 years for replacement thereby doubling workstations. Set aside$100k in depreciated funds for virtualizatiori and servers/storage to support that environment— upgrades seamless,patches easy. Ms. Serratos currently spending 1/2 time on desktop support and this will be resolved through this project. MS now requires product renewals every 3 years—no more upgrade paths,just full licensing. Savings after the 3rd year, paid upfront(office,desktop OS,Core CAL)for 200 desktops/50 laptops. Commissioner Friedland asked if it is possible to ask t Apple could make an offer for the City to transition to their products. Ms. Serratos mentioned that they don't have a full solution and have suggested we run on a dual environment with a bootcamp. This cannot be managed with current capacity. Commissioner Siegel asked if phones are the hot target for hackers. Ms. Serratos said yes,along with the network being used by new employees who aren't attuned to security issues. Commissioner Livingood suggested IT investigate DREAD for PCI compliance-a security analysis will tell ways to score security vulnerabilities. Ms. Serratos mentioned it needs to be done by a quality security analyst(QSA). This will tell about exploitability exposure. Ms. Serratos mentioned that the city has Level 4 security,does$M in credit card transactions each year so ROI on security software is quickly gained. IT looking to outsourcing to address staffing issues—;Bear data working with City of Gilroy for 24-7 network support and support plus help desk support. Cost for these services is$100,000/year. 2 Commissioner Chavan asked if IT was provided procurement guidance. Ms. Serratos mentioned efforts to report to TGRC—Risk Committee helps prioritizes IT projects. Follow procurement guidelines. Belong to mysac(?)to adhere to standards based on best practices of peers. Commissioner Friedland asked which remote sites need upgrades. Ms. Serratos said that all need upgrades except the City Attorney's Office. Ms. Serratos reported on the improvements being made among other bay area cities(see handout). Fiber WAN -$4000+$3500 for interne services(currently paying$5000) Need a Fiber solution—piggyback w/Apple or Cuperl ino Union SD(the latter with a great deal of unused capacity). Ms. Serratos mentioned that it'll be a huge capital project to pull the dark fiber,even a lease agreement. Commissioner Friedland asked why these organizations aren't interested in meeting with the City and is interested in learning the history of these efforts. Discussed that there is 18 months to do the plan and there should be an effort to reengage these entities on this topic. Ms. Serratos mentioned that the Mayor is aware the SD will not speak to her. Commissioner Friedland will send a message to the Mayor this evening requesting a meeting with the SD to discuss fiber options. If can negotiate something with the SD, can the City consider going the route of a Palo Alto to offer this benefit to the citizens. Discussed how this worked-Run fiber to the node(w/I 3000 feet of your home) and to the homes with cable. Commissioner Chavan asked if the City has requirement for new city development projects to lay fiber. Erin to check with Planning. Commissioner Friedland asked what the capacity of fiber in CUSD. Erin located a 2010-2013 CUSD Technology Plan that references fiber. 5. KMVT Report Shelley Wolfe,Executive Director of KMVT will purchase switchboard in the next three weeks. The cost has decreased by$5k. The switchboard will be used as both a remote and studio piece for the near-term and can be deployed immediately. Digital streaming will be available in 2 months allowing for 24 hour access after installing switches. Commissioner Friedland suggested a TICC field trip to KMVT once equipment is installed. Commissioner Friedland also suggested that KMVT host an open house for Council, School Districts, PTAs,NGOs to showcase improvements and introduce services. TICC discussed other funding opportunities for KMVT. Ms. Wolfe mentioned that she's currently on Phase II fundraising but is interested in pursuing other private sector funders. Group discussed potential 3 funders including the Chamber, Rotary, Silicon Valley Leadership Group and Joint Venture Silicon Valley. Commissioner Friedland suggested Commissioners Chavan & Siegel form a"media subcommittee"to support announcements around KMVT improvement; including a press release and Scene article Ms. Wolfe also expressed interest in her staff becoming"Apple certified users"but that she had difficulty contacting Apple staff to learn more. Commissioner Friedland suggested that this be part of an Apple meeting that he would be requesting with the Mayor. He requested that Ms. Wolfe send him an email listing her specific information request. Ms. Cooke also offered to contact an Apple Government Affairs Rep to help identify the right contact. 6. Commissioner's Dinner—Scheduled October 4th @ Community Hall JoAnn Huang,Recording Secretary, to send calendar invitation shortly that confirms the meeting time. Each commissioner may bring a guest NEW BUSINESS 7. None. REPORTS 8. Mayors Meeting Report—August 6th—Commissioner Siegel The Housing Commission will be changing al location criteria. The Parks&Recreation Commission discussed the Stevens Creek Trail Project The Library currently has a Japanese Internment Camp exhibit Erin to send David Brandt Press Release to T]CC& Mercury Article Requested that Rick attend next meeting to discuss Comcast&Everbridge(policy) Erin provided a brief summary of the Everbridge project,noting that the program went live 2 weeks ago and that Commissioners are invited to test the service and send comments to her directly. Erin will send a link after the meeting. She also noted that the Everbidge system will be tested during the upcoming Emergency Preparedness Drill(scheduled for late October)and that Commissioners should also consider participating in the Drill. Erin will send details once confirmed by the CERT. Erin to forward Public Safety Commission Minutes from August Commissioner Chavan—suggested the TICC consider opportunities for Cupertino to explore Gigabit/VERGE Cities,by learning more through the website previously provided by Erin. Commissioner Chavan suggested that TICC review the Kansas City Gigabit City. Commissioner Friedland proposed a TICC Commissioner attend an event and be reimbursed by the City. Erin to confirm this is possible. Commissioner Friedland described a recent vi sit to the Rocky Mountain Institute to visit Amory Lovins. Suggested TICC preview the organization's website—www.reinventingfire.org and his recent Ted.com/talks MISCELLANEOUS 6. Review Activities Calendar - Commissioner Livingood to attend the next Mayor's Meeting in October. 4 7. Review Action Items List Eliminate#5,9-15 Commissioner Friedland to contact mayor over fiber issues Commissioner Chavan to work on article on the scene and associate roll-out activities ADJOURNMENT Commissioner Livingood made a motion to adjorn. Commissiner Iimura seconded. No objections. The meeting adjourned at 9 p.m. Vote: 5-0 SUBMITTED BY: APPROVED BY: // nom, t1 I�C��Y 76/),,z_ Jo nn Huang, Recordinecretary Peter Friedland,Chair 5