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2016 01 14 WS MinutesMINUTES OF THE REGULAR WORK SESSION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN January 14, 2016 The City Council of the City of Baytown, Texas met in a Regular Work Session on Thursday, January 14, 2016, at 5:30 P.M., in the Council Chamber of the Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance: Brandon Capetillo Robert Hoskins David McCartney Chris Presley Mercedes Renteria Terry Sain Rick Davis Ignacio,Ramirez Leticia Brysch Keith Dougherty Council Member Council Member Council Member Council Member Council Member Mayor Pro Tern City Manager City Attorney City Clerk Sergeant at Arms Mayor Pro Tern Sain convened the January 14, 2016, City Council Regular Work Session with a quorum present at 5:31 P.M., all members were present with the exception of Mayor DonCarlos who was absent, Council Member Renteria who arrived at 5 :35 P.M., and Council Member McCartney who arrived at 6:05 P.M. 1. DISCUSSIONS a. The City Council shall receive an overview of the Baytown Information Technology Services Department (ITS) by Mr. Edward Tomjack, Director of ITS. Mr. Edward Tomjack, Director of ITS, presented the overview of the Baytown Information Technology Services Department (ITS). He allowed each ITS employee to introduce themselves and their time of service with the City of Baytown. Mr. Tomjack stated that by the numbers the ITS is responsible for 959 computers which includes desktops, tablets, laptops, and the MDT's that are in the public safety vehicles; 88 virtual servers built on top of about 20 to 21 physical servers; 54 business applications; 112 printers; 42 facilities that they provide service to; 769 phones which is about 500 desktops and about 200 cell phones; 178 public safety vehicles that they provide service to for mobile radios and MDT's; large number of public safety radios as the officers and fire have about two each which includes the hand held and the police vehicle; and about 2,400 calls for work orders. Additionally, he stated that they are leasing with Xerox on multi - functional devices to eliminate faxes and scanners to having one device that will do all the work. City Council Regular Work Session January 14, 2016 Page 2 of 4 During further discussion, Mr. Tomjack stated that the technology improvements included the traffic management system, the SCADA system, the website, adding WiFi, and Executime. He stated that over the last 18 months the City put out mobile devices such as laptops and tablets that have the same capabilities as sitting at a desk. He stated that every employee now has a City account that includes access to all the software available. He stated that they started a new initiative of providing public WiFi starting at Pirates Bay, the Council Chamber, the City Hall receptionist area, the Community Center, and will extend to the Town Center next. Mr. Tomjack stated that public access extends to the internet and Sungard give citizens the ability to view information about the City, make payments, submit applications, submit requests, etc. He stated that they are in the process of replacing all of the old gear that the Sunset is no longer supporting and because of that lack of support is causing PD to not be in compliance with CJIS. He stated that they are working on a temporary waiver and PD does regular reports to the TDPS explaining the status of that situation. He stated out of the 42 buildings about ten (10) of them have been updated so far. He stated that they are doing video improvements on the storage and management side to support the body cameras which will bring in lots of data to manage. He stated that currently there's not a good redaction solution to push the data out. Council Member Renteria recommended providing the inspectors with modem technology to be able to connect with the system at the office and cut down on the turnaround time for permits. Council Member Presley stated that the eGov tab that allows contractors the ability to review the status of their permit is down at times and further inquired as to why this happens quite often. Mr. Tomjack stated that the old system had issued with eGov being down, but since the new system he's not aware that this issue exists. Mr. Nick Woolery stated that staff is currently going through a full review of permit processes for improvements. Mr. Tomjack stated that the Computer -Aided Dispatch (CAD) system is to answer service calls and get the right tool to the needed citizen as quickly as possible. He stated that currently the City on the Versaterm System in which the City has been with a while. He stated that a 911 Advisory Committee as of January 1 st was formed with members consisting of Fire, PD, City Manager Office, and ITS with the goal to do a comprehensive analysis from call to arrival and see where improvements can be made. He stated that some analysis was done prior to January 1st but more on a technology view rather a complete analysis. Chief Dougherty stated that as Chair of the 911 Advisory Committee many of the issues have already been resolved. During further discussion, Mr. Tomjack stated that the Enterprise Resource Planning (ERP) is a suite of applications designed to manage the back office functionality. He stated that according to the analysis of the survey done by Microsoft/GFOA some time ago more than half of the people were dissatisfied with the ERP system. He stated that the end users were not happy in the way it functions, how it was adopted within the organization, and it didn't meet their expectations. He further stated that many of the customers stated that the customizations purchased didn't meet their expectations and that the functionality was an issue as the vendor either oversold the product or made promises that they couldn't deliver. Additionally, he stated that over 1/3 of the people stated that they have the product on a shelf and don't use it. He stated that there was another survey done by KPMG for finance and they reviewed why companies have problems with their ERP deployments with the issues including inadequate timelines for implementation and adoption by the end users to say it was a successful activity; off the shelf functionality in which was stressed that the end user needs to try and realign their procedures to City Council Regular Work Session January 14, 2016 Page 3 of 4 the way the software is written as opposed to having the vendor modify the software; and that the organization didn't plan ahead for the change therefore, they didn't have the right staff assigned to the transition team. Mr. Tomjack stated that around the year 2003 or 2004, the City of Baytown moved to using SunGard products (FinancePlus v4 and Community Plus v8) which were on the market at that time and then around the year 2009, searched the market for a newer product. He stated that in the year 2010, the City made a decision to change vendors and that transition of the new vendor went on for four (4) years, but was never successful for various reasons therefore, in the year 2014 a mutual agreement was made between the City and that vendor to dissolve their contract. He further stated that the remaining funds from the dissolved agreement went towards the products of FinancePlus v5 and Community Plus v9. He stated that the newer products being used are less than a year in use and that the ITS department followed the recommendations from the survey and minimized the customizations. He stated that the decisions of how the software would be used were made by all of the various departments. Additionally, he stated that software is constantly changing and for informational purposes stated that effective January 01, 2016, SunGard doesn't exist as it was purchased by FIS Global as much larger financial services company. During further discussion, Council Member Capetillo inquired if there was a way to test the products before implementing it to where it doesn't affect daily business and inquired of how does the City's backup work. Mr. Tomjack stated that there is a test server setup for use for any department to demo a project and it won't damage the live system. With regards to the back- up, Mr. Levi Masterson stated that nightly backup is done to the ERP system with a total virtual machine backup which is a point in time backup that recovers to the exact set at about 11:00 P.M. Mr. Masterson stated that the ITS department perform local backups regularly that restores data and that all of the layers feed into an offsite storage system which is not a cloud storage but rather relays information between the City facilities. Council Member Capetillo inquired if there's a possible detection of hacking. In response to Council Member Capetillo's inquiry regarding hacking, Mr. Masterson stated that they run the Sysco Network Security products that provides information of what comes into the network and that they have a very restrictive firewall which allows ITS to also see the products coming into the system to be able to restrict if necessary. During further discussion, Mr. Tomjack stated with regards to video management that there's a gap in the redaction area with the recordings from the body cameras in which they don't a solution for but also stated that this is a problem for all police /fire departments. Council Member Capetillo inquired if redaction is necessary only if there's a public information request or redacted then stored. In response to Council Member Capetillo's inquiry, Chief Dougherty stated that they only redact when there's a public information request otherwise the data is stored for 90 days. Council Member Renteria inquired as to how many body cameras are stored currently in use. In response to Council Member Renteria's inquiry Chief Dougherty stated that there's a couple that are being used for demo purposes, but they don't have the redaction software to release the information and there's a newer one that they are testing out for a better quality picture. Council Member Renteria further inquired if there's a plan to use the purchased body cameras despite the storing issue. Mr. Tomjack stated that the cameras will be used, they just City Council Regular Work Session January 14, 2016 Page 4 of 4 have to fill the gap for the personnel who will have to manually watch the recordings and do manual redaction or until a software comes along. Mr. Tomjack further stated that they are working on video arraignment to allow the Judge to actually conduct court with the defendant still being in a jail. He stated that the video is partially in place and should be complete within a few weeks. He stated that electronic citations will be expanded to about 50 vehicles and moving away from the hand held to MDT connected devices. He stated that they will be working on the 911 Center and replacing the infrastructure with new equipment at the fire stations that are on analog lines so that they will be able to put city desktop phones in all of them. He stated that Comcast has new services that they are trying to get the City to purchase with one being a pilot at Fire Station 4 and therefore has been beneficial to the performance of that station. He further stated that the radio tower which is the Beach City Tower with Chambers County whereas the City agreed to pay a portion of, Chambers County agreed to erect the tower, and Harris County agreed to purchase all of the equipment for will ultimately be a simulcast with the current Wade Road Tower which will solve the in building coverage for fire in that area. Mayor Pro Tem Sain inquired if more personnel was needed for the ITS department. Mr. Tomjack stated that he's comfortable with the current twelve (12) staff based on the current work load assigned to date. Council Member Renteria asked what it would take to help with the redaction of the body camera issues and requested that the redaction issue be on each agenda for discussion. City Manager Davis stated that there will be opportunities coming up to discuss the business plan for development initiatives for the coming year which will include this issue as well as others. 2. ADJOURN With there being no further business to discuss, Mayor Pro Tem Sain adjourned the January 14, 2016, City Council Regular Work Session at 6:11 P.M. Leticia Brysch, City City of Baytown d A:. ��,� % a .