Clearwater, Florida, February 12, 2018 The Pinellas County Business Technology Services (BTS) Board met in regular sess10n at 2:01 P.M. on this date in the County Commission Assembly Room, Pinellas County Courthouse, Clearwater, Florida, with the following members present: Kenneth T. Welch, County Commissioner, Chairman Bernie McCabe, State Attorney, Vice-Chairman Ken Burke, Clerk of the Circuit Court and Comptroller Deborah B. Clark, Supervisor of Elections Janet C. Long, County Commissioner Jason Malpass, representing Sheriff Bob Gualtieri (non-voting) Betty Raybold, representing Public Defender Bob Dillinger (non-voting) Karen Williams Seel, County Commissioner (late arrival) Charles W. Thomas, Tax Collector Mike Twitty, Property Appraiser Not Present Bob Gualtieri, Sheriff Bob Dillinger, Public Defender Chief Judge Anthony Rondolino, Sixth Judicial Circuit Also Present Jeff Rohrs, Interim Chieflnformation Officer (CIO), BTS Jason C. Ester, Senior Assistant County Attorney Other interested individuals Chris Bartlett, Board Reporter, Deputy Clerk AGENDA 1. Call to Order - Chair, Commissioner Welch 2. Designation of Voting Proxies - Chair, Conunissioner Welch 3. Approval of Meeting Minutes - Chair, Commissioner Welch BTS Board Meeting - November 16, 2017 4. Citizen Comments - Chair, Commissioner Welch 5. Discussion Item - Vertical Application Realignment- Jeff Rohrs 6. Discussion Item - Centralized Email System - Jeff Rohrs 7. Discussion Item- CIO Selection- Chair, Commissioner Welch 8. BTS Board- Open Items A PowerPoint presentation titled Pinellas County Business Technology Services Board Meeting, February 12, 2018, consisting of the presentations referred to in the minutes, has been made a part of the record. 1
February 12, 2018 CALL TO ORDER Chaim1an Welch called the meeting to order at 2:01 P.M. DESIGNATION OF VOTING PROXIES Chairman Welch noted the two individuals in attendance representing absent members, and both indicated that they would not be voting. MINUTES OF NOVEMBER 16, 2017 MEETING- APPROVED Upon presentation by Chairman Welch, Commissioner Long moved, seconded by Mr. Twitty and carried unanimously, that the minutes ofthe meeting ofnovember 16,2017 be approved. CITIZEN COMMENTS Upon the Chaitman's call for citizens wishing to be heard, Tom Fredrick, St. Petersburg, appeared and expressed his support of Mr. Rohrs being selected as the permanent Chieflnformation Officer ofbts. VERTICAL APPLICATION REALIGNMENT Mr. Rohrs conducted a PowerPoint presentation and provided background infmmation regarding the item, indicating that the project's goal was to realign support for business applications directly associated with the County Administrator; that the Office of Technology and Innovation (OTI) has been established which will focus on the vertical applications specific to the County Administrator's operations; and that BTS will now focus on enterprise services. He stated that Brian Zumwalt has been selected to lead the new department; and that BTS and OTI are working together to complete the transition. Mr. Rohrs noted that 17 BTS positions were moved to OTI; that as part of the realignment, a director and one manager have been laid off; and that BTS now operates with two directors and 11 managers; whereupon, he discussed the shift in responsibilities under BTS management due to the realignment. He stated that BTS and OTI will operate under the same budget for the remainder 2
February 12,2018 of the fiscal year; and that starting in Fiscal Year 2019, the departments will operate with separate budgets through specific cost centers. Referring to BTS moving forward after the transition, Mr. Rohrs indicated that it will narrow its mission and provide infrastructure and cybersecurity at the foundational layer, and maintain responsibility for EGIS, OPUS, Justice, and other large enterprise applications; and that it will develop a center of excellence around open data and integration services; whereupon, he noted that the BTS Strategic Plan will be presented to the Board in April with the proposed budget. * * * Commissioner Seel arrived at 2:13P.M. * * * Responding to queries by Chainnan Welch, Mr. Rohrs indicated that OTI has begun managing its day-to-day operations as of today; and that both departments will be located on the third floor of the Annex building. CENTRALIZED EMAIL SYSTEM Mr. Rohrs stated that the centralized email system has been operated by BTS for more than 20 years; that BTS has experienced few issues while maintaining the integrity of the system; and that in November 2015 an issue regarding delegated mailbox rights began to surface specific to an employee leaving the employment of one Appointing Authority to start working for another. He indicated that the issue was discovered in late 2016 and BTS initiated an investigation into the matter; that the Inspector General subsequently performed an audit and recommended certain process improvements; and that BTS has been working to incorporate the recommendations into its business processes to help strengthen system integrity. Responding to queries by the members, Mr. Rohrs stated that the majority of the recommendations are fully implemented; that BTS is working to complete the remaining tasks; and that the department will go above and beyond the audit recommendations to educate employees and provide transparency concerning delegated access. He noted that an employee would not know who has been delegated access to a mailbox if the delegation was done behind the scenes through BTS; that one recommendation was for BTS to refrain from initiating any delegation unless there is no other way to do so; and that it is now preferred that an employee delegate an individual through their own capability in the system. He indicated that BTS should also provide a proactive 3
February 12, 2018 report listing delegations that can be reviewed by an employee, who can then remove any delegation that should have expired. In response to query by Mr. McCabe pertaining to the specific incident, Mr. Rohrs stated that a security team evaluated the computer in question and determined that there was no evidence that the email box had ever been inappropriately accessed. Mr. Burke discussed the changes in using email over the last 20 years, noting that email was not as pervasive and prevalent as it is today. He related that as the Clerk, he has statutory obligations to ensure confidential information is retained as confidential; that employees must be deputized before gaining access to certain information; and that should another Appointing Authority or their employee be given access, it would create problems due to not having the proper safeguards in place; whereupon, he stressed that there is a need to receive a regular report indicating who has current access to mailboxes within the system; and that regardless of authority, no one should be allowed to request access to a mailbox outside of the proper structure. Responding to queries by Mr. Burke, Mr. Rohrs stated that the report does not yet exist, but he is working to develop the capability to regularly distribute it; that there are other processes in place that will limit any potential for abuse; and that he will explore the matter and determine what procedures exist to prevent improper access and report back to the Board. CHIEF INFORMATION OFFICER SELECTION Chainnan Welch provided infom1ation regarding the process of selecting a permanent Chief Infonnation Officer (CIO) for BTS, noting that the Board could either appoint Mr. Rohrs to the position or start a recruitment process. He shared his reasons for supporting the appointment of Mr. Rohrs, noting that his performance and success as Interim CIO have been exemplary; whereupon, Commissioner Seel moved, seconded by Commissioner Long, that the Board appoint Mr. Rohrs as the pe1manent CIO of the BTS Department. Mr. Burke noted that the Board should define measurable goals and objectives for the CIO and establish a process for monitoring those goals; and that he would like to amend the motion to be sure that setting and monitoring goals of the CIO is a part of the hiring process. Commissioner Seel indicated that Mr. Rohrs has produced a draft Strategic Plan that will assist the Board in developing goals for the upcoming year; whereupon, she stated that she would include Mr. Burke's amendment in her motion, and the seconder concuned. Discussion ensued and several members indicated that they support appointing Mr. Rohrs. 4
February 12,2018 Chainnan We1ch noted that the salary for the CIO position ranges from $134,243 to $203,382; and that Mr. Rohrs' current salary is $139,505; whereupon, the members discussed the proper starting salary for Mr. Rohrs, if appointed. Mr. Burke moved, seconded by Mr. Thomas, that the Board delegate authority to the Chairman to negotiate the salary increase up to the ten-percent level. Chairman Welch suggested that it could be incorporated into the original motion, and Commissioner Seel indicated she would add Mr. Burke's motion as a friendly amendment to her own. Commissioner Long stated that to put a cap on the negotiated salary would be unfair, and discussion ensued regarding the former CIO's salary and the salary of CIOs in other Flmida counties. Mr. Burke noted that due to the ve1iical realignment project just completed, the CIO position now has diminished responsibilities when compared to the former CIO. Chairman Welch requested that the motion be reverted to its miginal state of only appointing Mr. Rohrs as the pem1anent CIO of the BTS Depmiment, and Commissioners Seel and Long concurred. Upon call for the vote, the motion carried unanimously. Thereupon, Commissioner Seel moved, seconded by Commissioner Long and canied unanimously, that Mr. Rohrs be paid a salary of $168,813, or the midpoint of the pay grade. OPEN ITEMS No items were discussed. ADJOURNMENT The meeting was adjourned at 2:48P.M. 5