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Home My WebLink About07 - Establishment of the Citizens Technology TaskCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item r March 23, 2010 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, City Manager 9491644 -3000 or dkiff @newportbeachca.gov SUBJECT: Establishment of a Citizens Technology Task Force ISSUE: Does the City Council want to establish a Citizens Technology Task Force to share ideas about how the application of technology can increase government efficiency and effectiveness? Adopt Resolution 2010 - establishing a seven - member Citizens Technology Task Force to evaluate the City's use of technology and make recommendations to improve efficiency and effectiveness of our technology investments and administration. 2. Direct the City Clerk to invite members of the public to apply to be appointed to the Task Force. DISCUSSION: Background: On March 9, 2010, Mayor Curry suggested that the City Council establish a seven - member Citizens Technology Task Force ( "Task Force ") which would review the City's use of technology and make recommendations that could improve the effectiveness and efficiency of our investments in technology. The City relies on technology in all areas of City government — such as geographic information systems, public safety mobile data terminals, financial systems, personal computers, smart phones, social networking, and the City's website and intranet. The City invests approximately $4.4 million annually in technology, including staffing, hardware and software purchases and maintenance. This is a significant investment, and further investments will be made annually. It is time for the City to evaluate its approach to technology, including planning for future investments and staffing the function. Task Force Proposal: The Task Force will be asked to provide input based on their experience with regards to the following areas: Process for creating a municipal technology strategic plan; Different models for managing, maintaining and staffing technology in complex organizations; Citizens Technology Task Force March 23, 2010 Page 2 Applications of technology that are proven to increase efficiency and effectiveness of business processes; Application of technology that can improve communication with residents, businesses, and visitors; and General cost estimates for ideas generated. The Task Force will be convened in April and will conclude its work by the end of July 2010. It will provide a report to the City Council and be disbanded at that point. A project manager will be assigned to staff the meetings, coordinate information with City staff, and prepare the Task Force's final report to Council. The accompanying resolution establishing the Task Force lists the duties of the Task Force and the factors that would qualify someone to be appointed. The intent is to have local citizens who are knowledgeable about technology who would be able to volunteer their time to work with City staff. It would be helpful to have individuals on the Task Force with background in computers pertaining to networking, security, system administration, software (like Microsoft or Oracle), database or Enterprise Applications (such as financials, HR or billing systems), and /or degrees in computer applications or computer science to bring that level of expertise to the discussions. The City may wish to engage technology consultants and /or a variety of technology services in the future and in order to avoid any actual or perceived conflict of interest, persons participating in the Task Force will be asked to disclose their backgrounds and business interests and to avoid recommendations that could directly benefit their specific business interest. Task Force members are sought who will bring a variety of perspectives, including experiences as an IT professional in a complex organization, experience in using management information reports generated by technology systems, and experience as an IT user in a governmental setting. Environmental Review: The City Council's approval of this Agenda Item does not require environmental review. Public Notice: This agenda item may be noticed according to the Brown Act (72 hours in advance of the public meeting at which the City Council considers the item). Submitted by: � L�� Dave iff City Manager Attachment: Resolution 2 RESOLUTION NO. 2010- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH ESTABLISHING THE CITIZENS TECHNOLOGY TASK FORCE WHEREAS, City relies on technology in all arenas of City government — such as geographic information systems, public safety mobile data terminals, financial systems, personal computers, smart phones, and the City's website and intranet; and WHEREAS, the City invests approximately $4.4 million annually in technology, including staffing and hardware and software purchases and maintenance; and WHEREAS, it is time for the City to evaluate its approach to technology, including planning for future investments and staffing the function; and WHEREAS, local citizens are available who could share their experiences with technology planning and use, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH HEREBY RESOLVES AS FOLLOWS: Section 1. Establishment A Citizens Technology Task Force is hereby established for the purpose of reviewing the City's use of technology and making recommendations that could improve the effectiveness and efficiency of our investments in technology. Section 2. Duties of the Task Force • Provide input based on their experience regarding processes for creating municipal technology strategic plans; • Share a variety of models for managing, maintaining and staffing technology in complex organizations; • Discuss applications of technology that are proven to increase efficiency and effectiveness of business processes; • Discuss applications of technology that can improve communication with residents, businesses, and visitors; • Provide general cost estimates for ideas generated; and, • Provide recommendations to the City Council and City Manager. Section 3. Composition of the Task Force The Task Force shall consist of seven community members appointed by the Mayor and ratified by the Council. Task Force members will be individuals with background in computers pertaining to networking, security, system administration, software (like Microsoft or Oracle), database or Enterprise Applications (such as financials, HR or billing systems), and /or degrees in computer applications or computer science to bring that level of expertise to the discussions. 3 Section 4. Duration of the Task Force The Task Force shall expire at such time as it completes its listed responsibilities but no later than July 31, 2010. ADOPTED this 23f° day of March, 2010. KEITH CURRY Mayor of Newport Beach ATTEST: LEILANI BROWN City Clerk i61 Authorized to Publish Advertisements of all kinds ineludinl Ikcree of the Superior Court of Orange County. Cahform,. Scpternher 29. 1961, and A 24911 June 11. 1963. PROOF OF PUBLICATIC STATE OF CALIFORNIA) ) ss. COUNTY OF ORANGE ) I am a Citizen of the United StatE resident of the County aforesai over the age of eighteen years, a party to or interested in the belov matter. I am a principal clerl, NEWPORT BEACH - COST/ DAILY PILOT, a newspaper of circulation, printed and publishE City of Costa Mesa, County of State of California, and that Notice is a true and complete was printed and published following dates: April 7, 2010 `w�RT 3 NOTICE OF VACANCY On March 23. the Newport Beach City Council approved the formation of the Citizens Technology Task Force to share ideas about how the application of technology can increase government efficiency and effectiveness The task force will be comprised of seven community members appointed by the Mayor and ratified by the Council. Task Force Members will be individuals with background in computers pertaining to networking, security, system administration, software (like Microsoft or Oracle), database or Enterprise Applications (such as financial, FIR or billing systems), and/or degrees in computer applications or computer science to bring that level of expertise to the discussions. The City is seeking Newport Beach residents interested in volunteering to serve on the task force. This will be a short-term obligation, as the task force is currently scheduled to begin meeting in April and complete its work by July 31, 2010. The application and additional information can be obtained from the City Clerk's Office, 3300 Newport Boulevard, or can be sent to you by calling 949-&44-3005. The application and information can also be accessed through the City's website at: www.newporib:achca.gov [City Govemment/Citizen Participationl. The deadline for filing applications is 4:00 p.m. on Tuesday_AW 20.2010. For more information, contact the City Clerk's Office at 939- 644.3005. copy as on the I declare, under penalty of perjury, that the foregoing is true and correct. Executed on April 8, 2010 at Costa Mesa, California. rwfc�2r/I� SigKature 9 o N .9 d w 0 X m 10 i- it