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TICC 08-14-2013 (Special) TECHNOLOGY, INFORMATION & COMMUNICATIONS COMMISSION Special Meeting August 14, 2013, 7:00 p.m. Conference Room A, City Hall MINUTES CALL MEETING TO ORDER Commissioner Friedland called meeting to order at 7:02 PM ROLL CALL Commissioners present: Peter Friedland, Rod Livingood, Wallace Iimura, Shishir Chavan, Beverly Siegel Commissioners absent: None Staff Present: Rick Kitson,Andrea Sanders, Mariyah Serratos APPROVAL OF MINUTES 1. The agenda item for approval of minutes for July 10 was inadvertently skipped over and will be moved to the next meeting. ORAL COMMUNICATIONS 1. 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 - 6/13/13 Letter from AT&T regarding possible U-Verse Programming Changes UNFINISHED BUSINESS - None OLD BUSINESS -Commissioner Chavan suggested having KMVT present at the Commissioners Dinner. It was decided that it was not the best outlet for KMVT. However Commissioner Friedland discussed an appropriate way to mention KMVT as a new resource at the Commissioners dinner. Commissioner Chavan reported that Shelly from KMVT is preparing a video to thank the City for their contribution. Mr. Kitson discussed Shelly presenting her video at a City Council meeting. Commissioner Friedland discussed that Shelly should still come and present at a TICC meeting. Mr. Kitson reported how the City would be using KMVT for their Veterans Day events. - In regards to the upcoming Technology workshop, Commissioner Friedland contacted other commissions but received a poor response from all except the Library Commission. Rick Kitson stated which City staff would be available for the workshop: Rick Kitson, Mariyah Serratos,Nidhi Mathur, Angela Tsui, and Michela Gentile. Commissioner Iimura will not be able to attend the workshop. Commissioner Friedland discussed:how one of the goals of the workshop is a brainstorming session on current City projects. The commission discussed if the workshop should be held on August 24`h as planned or if it should be postponed. Mariyah Serratos was in favor of the 24`h date and was open to hearing the new ideas that would be presented. Rick Kitson said the pro to earlier would be an opportunity to identify the potentially actionable items and get them into the budget. The con to earlier would be, not being able to have the Teen Commission attend (due to their late activation) when their presence would be beneficial. Mr. Kitson mentioned that a more intimate session in a shorter time frame would be better than what was originally planned. Various topics of the brainstorming session were discussed. Commissioner Friedland discussed having the workshop from 9-1 with a break for lunch and asked the Commission if they were agreeable/what their thoughts were to this? Commissioner Siegel was concerned that the workshop was not publicized enough. It was discussed that Commissioner Iimura will not be able to attend the workshop. Ms. Serratos discussed having the workshop on Aug. 24`h and then following up at the next TICC meeting. It was then finalized that the TICC workshop will be held on Saturday 8/24 from 9:OOam-1:OOpm NEW BUSINESS - Rick Kitson reported that the City is working on a proposal for the new City Hall local cellular tower. The City council seemed in favor of the tower but wanted to explore the possibility of having it at a different location. (Memorial grove, next to the library, in front of City Hall at Rodriguez) The City council was also looking for other options to the standard"tree"using Rancho Deep cliff and The Forum as examples. (These locations have been approved but the base is not yet operational.) Commissioner Chavan asked, who do citizens currently talk to about their bad cell coverage? Mr. Kitson's response was that at the moment citizens contact their cell providers. It was further discussed that in 2007 a survey was taken on cell service but since then there has not been a comprehensive study completed.Now the company Crown Castle is actively working towards completely a thorough profiling assessment of cell coverage and tower placement. At this point there is no proposal. Commissioner Chavan suggested the possibility of having Crown Castle present to the TICC. Mr. Kitson stated that the cellular staff contact is Stephen Rose, with Mr. Kitson acting as more of a facilitator. Mropse�kas biren actively working on l�the cell tower at the Sports center which will be going to eels 8ne of the incentives to this plan is that the Sports center will receive the revenue for the tower, where previously these monies went into the City general fund. REPORTS - Mariyah Serratos reported on the VDI project(Virtual Desktop Infrastructure). After a 4 week RFP process the vendor KIS was selected on 7/26/13. A kick off call on 8/14 to talk about when the project could start. Over the next few weeks there will be a lot of documentation with the launch target date of installs and technology's being the first week in September. The time frame to complete Phase I is 30-60 days. Phase I consists of 50 clients. Vendors went through a lengthy RFP process to choose the proper vendor. VMware&Dell are being used to procure the servers. Unidesk will be used for the desktop provisioning and profile management. VM Wt►� will be the broker. Applied for PG&E rebates for 100. 100 staff was chosen to test. The WYSE costs $343.00 with 4 year support (a third of the cost to what was being used)Almost all of the applications will be virtualized. A security server will be used for those wanting to work from home. The total budget allocated was $250.000. All of the core was upgraded to support the VDI. Commissioner Iimura asked about telephones. Ms. Serratos responded that Communications strategies did a survey to look at voice over IP options. Ms. Serratos discussed that in the future the more the City would like to move into mobility, a new phone plan will be needed. At the moment there are just ideas on the table, but at some point it will need to become part of the Strategic Plan. Mr. Kitson discussed that one of the more difficult challenges with switching to Voice over IP is that currently the phone system is managed by Public Works; a new system may take those responsibility away from that person(s). Ms. Serratos reported that in order for the telecommuting process to work a new phone system would be mandatory. Commissioner Siegel reported on August 6`h Mayoral meeting. The Library commission introduced the new Cupertino Librarian Cynthia Wilson. Commissioner Kolb also talked about the Poet Laureate program,the Measure A parcel tax ballot and the Tech Toolbar where you can download eBooks. The Public Safety commission discussed PulsePoint App. They also discussed a general policy for the use of CAS (Cupertino Alert System). The Fine Arts commission was recognizing new artists at.the Shakespeare festival. They also discussed their new coffee table catalog containing the art of Cupertino is almost finished. This will be given out to new visitors. The Parks and Rec. commission discussed the Stevens Creek Master Plan. They also discussed what demographic changes will affect the city parks. The Planning commission discussed the Apple project and what type of feedback they were getting from the EIR. They also talked about the Town Square project by Tantau. They are envisioning this Town Square to be similar to the type of center like Santana Row. Commissioner Siegel discussed the TICC Technology workshop at the Mayors meeting. MISCELLANEOUS ( Review Activities Calendar -It was discussed cancel the September TICC meeting due to the Technology workshop,but was decided to use the 9/11 meeting to recap what was said at the Tech. workshop. -City staff to attend 9/4/13 TICC meeting -Commissioner Friedland to attend 10/1/13 Mayor's meeting -Commissioners-ivinVod to attend 11/5/13 Mayor's meeting 11w_0r L Review Action Items List C� - Reviewed and updated Action Items List - Items 4-6 were marked as Complete - Item 3 was modified to try and have Shelly from KMVT at the 9/3 TICC meeting. - -New Action for Commissioner Chavan and Commissioner Siegel to provide a brief written report for the City Council on how successful the KMVT initiative was. ADJOURNMENT Commissioner Iimura moved for adjournment. Commissioner Chavan seconded the motion. Vote 5-0 Meeting adjourned at 8:52 pm SUBMITTED BY: APPROVED BY: Andrea S d s, Recording Secretary Peter Friedland, Chair