Agenda Administration Conference Room Tuesday, November 20, :00 p.m.

Transcription

1 IT COMMITTEE Agenda Administration Conference Room Tuesday, November 20, :00 p.m. 1. Call to Order/Pledge of Allegiance 2. Roll Call/Notice of Quorum 3. Chairs Announcements a. Introduction of Guests and Staff i. Linda Stone, GRF President ii. Randy Ankeny, Executive Director iii. Daniel Fabian, IT Systems Analyst iv. Seth Iskenderian, IT Technician v. Paul Lazear, CEO of Fully Functional Technology vi. Marcy Kmieciak, Recording Secretary b. Rules of Order c. Chairs Comments 4. Approval of Minutes a. Minutes of regular meeting, October 16, 2018 (pp. 1-3) 5. Staff Reports a. IT Systems Analyst i. Variance Report (pp. 4-5) ii. IT Ticket System (p. 6) iii. IT Timeline (p. 7) iv. FFT Update b. Executive Director 6. Shareholder/Member Comments Agenda Items Only (Limited to 3 minutes per person) 7. Unfinished Business a. IT Technician Introduction b. Microsoft Dynamic (p. 8) c. Power DMS Policy Tracking Software 8. New Business a. Server Replacement (p. 9) b. Copy Machine Contract (p. 10)

2 IT COMMITTEE c. Phone System Contract (p. 11) d. Committee fund 9. President s Comments 10. Shareholder Member Comments (Limited to 3 minutes per person) 11. Committee Member Comments 12. Next Meeting Tuesday, December 18, 2018 Administration Conference Room 1:00 p.m. 13. Adjournment 2 of 2

3 IT COMMITTEE MINUTES October 16, 2018 The regular meeting of the IT Committee was called to order at 1:00 p.m., by Chair Snowden, on Tuesday, October 16, 2018, in the Administration Conference Room, followed by the Pledge of Allegiance. ROLL CALL Present: Ms. P. Snowden, Chair Ms. R. Winkler Mr. P. Pratt Mr. P. Friedman Mr. D. Stone Ms. L. Stone, Ex-Officio Also Present: CHAIR'S ANNOUNCEMENTS Mr. R. Ankeny, Executive Director Mr. D. Fabian, IT Supervisor Mr. B. Lukoff, GRF Representative, Mutual Fourteen Ms. M. Kmieciak, Recording Secretary One Shareholders/Foundation Members Chair Snowden welcomed Committee members, and recognized the attendees GRF President Linda Stone, Executive Director Randy Ankeny, IT Supervisor Daniel Fabian, and Recording Secretary Marcy Kmieciak. Chair Snowden and the Committee congratulated the IT Systems Analyst on their advancement to IT Supervisor. RULES OF ORDER Chair Snowden asked everyone to turn off or silent their cell phones, wait for their turn to speak, and be courteous to one another. CHAIR S REPORT Chair Snowden had no report to present at the time of the meeting. APPROVAL OF MINUTES The September 19, 2018 regular meeting minutes were approved, as presented. STAFF REPORTS IT Supervisor 1

4 IT COMMITTEE MINUTES 10/16/2018 Page 2 of 3 The IT Supervisor provided the Committee with the updates on current projects as presented, and commented on the items pertaining to the Committee s area of purview throughout the meeting. Following a brief discussion, Mr. Friedman MOTIONED, seconded by Mr. Stone and carried unanimously by the Committee TO request staff bring back a proposal for the replacement of three (3) servers. Executive Director The Executive Director commented on the items pertaining to the Committee s area of purview throughout the meeting. SHAREHOLDER/ MEMBER COMMENTS There were no shareholder/member comments. CORRESPONDENCE There was no correspondence presented at the time of the meeting. UNFINISHED BUSINESS Yardi vs Microsoft Dynamics Following a brief discussion, Mr. Pratt MOTIONED, seconded by Ms. Winkler and carried unanimously by the Committee - Policy Tracking Software TO request staff bring back a more detailed cost and implementation proposal for Microsoft Dynamics as a potential software solution. Following a brief discussion, Mr. Friedman MOTIONED, seconded by Ms. Winkler and carried unanimously by the Committee - Beneficial Projects TO recommend staff forward a request to the Finance Committee for the purchase of Power DMS policy tracking software as a nonbudgeted item, and forward to the GRF Board for approval. The Committee discussed possible beneficial projects that the IT Department could focus on to help various departments within the Golden Rain Foundation. There was no action taken at the time of the meeting. 2

5 IT COMMITTEE MINUTES 10/16/2018 Page 3 of 3 NEW BUSINESS IT Technician Update The Executive Director provided an update on the open position. PRESIDENT S COMMENTS The president commented on various items pertaining to the agenda throughout the meeting. SHAREHOLDERS/ MEMBERS COMMENTS Two shareholders/members offered comments. COMMITTEE MEMBER COMMENTS Five Committee members spoke on the items pertaining to the Committee s area of purview. ADJOURNMENT Chair Snowden adjourned the meeting at 2:35 p.m. Paula Snowden, Committee Chair Golden Rain Foundation Mk

6 Golden Rain Foundation ITS Committee Budget Variance Report October 2018 IT Services - CC 34 4

7 Golden Rain Foundation ITS Committee Budget Variance Report - October 2018 IT Services - CC 34 GL Code Account Description Variance Explanation Salaries & Wages (k) Match 1207 Favorable - IT technician position eliminated. Favorable - IT technician position eliminated Continuing Education 1167 No expenses incurred Computer Supplies 2607 Favorable - Lower than average computer supplies ordered. Budgeted number is an estimate based on previous years Equipment Repair & Maintenance 4643 Favorable - No expenses incurred Service Contracts 1568 Favorable - Contract for updated broadband speeds signed later than expected Computer Maintenance & Software Total Explained Variances 5703 Favorable - Axxerion annual licensing costs reduced. 20,759 of

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9 IT Ticketing System - Utilized by recording secretaries to submit website updates (agendas, minutes, & policies) - Utilized by staff to submit any inquiries - Helps IT department track requests - Allows for a paper trail of requests and resolutions Total tickets submitted # Tickets in October

10 Golden Rain Foundation Leisure World, Seal Beach COMMITTEE ACTION REQUEST TO: ITS COMMITTEE FROM: DANIEL FABIAN (D.F) SUBJECT: DYNAMICS SOFTWARE PROPOSAL DATE: NOVEMBER 20, 2018 CC: FILE At its regularly scheduled meeting on November 19, 2018, the Finance Committee reviewed available capital funds for the purchase of Dynamics, and unanimously resolved funding is available. The software will be used to manage inventory, purchase orders, and service request orders (SROs). Consolidating these work processes into one software solution will increase GRF efficiency and productivity. Furthermore, our existing version of Dynamics is no longer supported and needs to be replaced. Pricing for the first year is $170,671 ($85,071 software costs + $65,600 implementation costs) and $11,242 every following year for annual licensing costs. I move to recommend the GRF Board approve the purchase of Microsoft Dynamics, for a first-year cost of $170,671 (capital funding) and $11,242 every following year to be charged to and authorize the GRF President to sign all applicable contracts. 8

11 Server Replacement Server #1 Server #2 - CPU processor sits at 4% on Server #1 & 28% on Server #2 - RAM memory sits at 65% on both servers - Storage hard drives sit at 65% on both servers 9

12 Copier Contract Company Current Konica Kyocera Sharp Xerox Lease $1,520 $2,082 $1,250 $1,185 $1,985 B&W $ $ $0.004 $ $ Color $0.08 $0.055 $0.04 $0.045 $.056 Total / month $4,088 $3,856 $2,435 $2,519 $3,839 10

13 Phone Contract Company FTS Broadband NetFortis Fonality TPx Communications Total / month $5,037 $2,712 $3,238 11