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Administration and Information |
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Services Committee |
Rochester Hills
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1000 Rochester Hills |
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Drive |
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Rochester Hills, MI 48309 |
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Home Page: |
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www.rochesterhills.org |
Minutes
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Emily Burwinkle, Jim Duistermars, Abigail Gowman, Bob Grace, Barbara Holder, Brad |
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Kinker, Pam Lee, Jane Leslie, James Rosen, Camille Smith-Winberry, Gerard Verschueren |
4:00 PM
1000 Rochester Hills Drive
Tuesday, January 10, 2006
CALL TO ORDER
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Acting Chairperson Holder called the Administration & Information Services (AIS) |
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Committee meeting to order at 4:30 PM. |
ROLL CALL
Jim Duistermars, Barbara Holder and James Rosen
Present:
Brad Kinker and Gerard Verschueren
Absent:
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Non-Voting Members Present: Bob Grace, Pam Lee, Jane Leslie, and Camille |
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Smith-Winberry |
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Non-Voting Members Absent: Emily Burwinkle, Abigail Gowman |
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Committee Member Kinker provided previous notice he would be unable to attend and |
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asked to be excused. |
APPROVAL OF MINUTES
None were presented.
COMMUNICATIONS
2006-0022
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Admendments to Administration & Information Services (AIS) Committee |
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Bylaws - Rochester Hills Government Youth Council (RHGYC) |
011006 Mertz Memo & Bylaws.pdf; 6961.pdf
The consensus of the Committee was to receive and file this communication.
Received and Filed
UNFINISHED BUSINESS
2005-0462
Discuss Asset Management System
Asset Mgmt CIP Info.pdf; 020706 Supplemental Info - list of users.pdf
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Mr. Bob Grace, Director of MIS, gave a brief update noting the following: |
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* The Request for Proposal (RFP) is ready to be evaluated by the committee that will |
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review all RFPs received for the asset management project. The RFP will be provided |
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to the vendors in February 2006 and may be ready for presentation to Council in April |
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2006. [The time table has changed from the update given the AIS November 14, 2005 |
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meeting]. |
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* The Asset Management System was orginally requested by DPS/Engineering as a |
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way to track the City's infastructure and its maintenance information along with tying into |
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the GIS system. |
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* The challenge of this particular RFP is finding a package that will integrate the |
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details between the City's DPS/Engineering and Accounting Departments. |
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* There are about three (3) or four (4) major vendors that provide asset management |
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software. It is expected to receive about eight (8) to ten (10) responses. |
Discussed
NEW BUSINESS
2006-0019
Election of Administration & Information Services (AIS) Chairperson for 2006
Resolution.pdf
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Acting Chairperson Holder opened the floor for nominations and nominated herself to |
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continue as Chairperson for 2006. There being no further nominations, she closed the |
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floor for nominations. |
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By consensus of the AIS Committee, Ms. Holder was appointed the 2006 Chairperson |
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for the AIS Committee. |
Approved
2006-0020
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Election of Administration & Information Services (AIS) Committee Vice |
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Chairperson for 2006 |
Resolution.pdf
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Chairperson Holder opened the floor for nominations and nominated Member Jim |
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Duistermars for Vice Chairperson for 2006. Member Rosen nominated himself for Vice |
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Chairperson. There being no further nominations, Chairperson Holder closed the floor |
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for nominations. |
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Roll Call Vote for 2006 AIS Committee Vice Chairperson |
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Duistermars: Duistermars, Holder |
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Mr. Duistermars was elected the 2006 Vice Chairperson for the AIS Committee. |
Approved
2006-0021
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Establish Administration & Information Services (AIS) Committee Meeting |
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Schedule for 2006 |
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011006 Memo Mertz - Meeting Schedule & Calendar.pdf; Draft |
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resolution.pdf |
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The Committee discussed their 2006 meeting schedule. It was noted that Mr. Kinker |
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advised that he is unable to attend 4:00 PM meetings and would prefer a 6:00 PM |
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meeting time. Chairperson Holder expressed her concern that a 6:00 PM meeting time |
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would not be as conducive to the AIS Administrative staff and suggested a 5:00 PM |
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meeting time to also avoid other conflicts that may occurr regarding other meetings held |
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on the same night. |
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The Committee consensus was to adopt the meeting dates as set forth in the resolution |
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and to postpone setting the meeting time until it is further discussed at the February AIS |
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meeting. |
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A motion was made by Duistermars, seconded by Rosen, that this matter be |
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Approved. |
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Resolved that the Administration & Information Services Committee establish |
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their 2006 Meeting Schedule as the First Tuesday of each month at 5:00 PM, at |
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1000 Rochester Hills Drive and will schedule those meetings dates that conflict |
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with holidays or elections as follows: |
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The motion carried by the following vote: |
Aye:
Duistermars, Holder and Rosen
Absent:
Kinker and Verschueren
2005-0901
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Request for purchase authorization - MIS: Oracle Yearly Software Support |
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2006 in the amount not-to-exceed $77,564.75; Oracle USA, Redwood City, CA |
Agenda Summary.pdf; 0901 Resolution.pdf
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Mr. Bob Grace, Director of MIS, gave a brief update on the purchase of yearly software |
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support which will be presented to Council and included the following: |
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* Oracle is a yearly software support for financial software that allows the City to |
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obtain software upgrades at no charge, but there is a fee for implementation. It provides |
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phone and email support, as well as tax and regulatory updates, etc. The software |
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upgrades are to a JD Edwards product. |
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* Oracle purchased PeopleSoft which purchased JD Edwards. Oracle's next step is |
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called a "Fusion product" ... which will combine the products from JD Edwards, |
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PeopleSoft and Oracle. It appears that Fusion will be a service orientated web-based |
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module and is projected to be released in 2007. |
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* Oracle should be able to support the City's needs. They are also hoping the City will |
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migrate to their Fusion product. |
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* The MIS Department will begin looking at new software products in 2009-2010 for the |
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next possible software upgrade. |
Discussed
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Enactment No: RES0020-2006 |
2006-0012
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Request for Purchase Authorization - MIS: Various equipment, supplies and |
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software or services purchases project for 2006 in the amount not-to-exceed |
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$98,310.00 |
Agenda Summary.pdf; 0012 Resolution.pdf
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Mr. Bob Grace, Director of MIS, gave a brief update on the purchase of various |
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computer equipment and supplies needed for City departments which will be presented |
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to Council for approval. It is basically the same process as last year, where the funds |
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are in the budget and MIS is asking for approval to utilize state contracts to seek the |
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most competitive market prices. Many different vendors will be looked at, not just EDS, |
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thus Member Duistermars would not have to recuse himself from a Council vote |
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because EDS would not be the sole provider. |
Discussed
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Enactment No: RES0026-2006 |
2006-0028
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Request for Purchase Authorization - MIS: ESRI Annual Software Support for |
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2006 in the amount not-to-exceed $27,416.44; Environmental Systems |
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Research Institute, Inc., Redlands, CA |
Agenda Summary.pdf; 0028 Resolution.pdf
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Mr. Bob Grace, Director of MIS, gave a brief update on the purchase for ESRI 2006 |
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annual software support which will be presented to Council for approval. It is the annual |
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support needed for City departments to use the current GIS products. The 2007 budget |
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will show all ESRI products bundled together because the contracts all expire at the |
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same time. |
Discussed
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Enactment No: RES0021-2006 |
YOUTH COMMENTS
None presented.
ANY OTHER BUSINESS
None presented
NEXT MEETING DATE
Tuesday, February 7, 2006. Time will be at 4:00 PM unless otherwise noted.
ADJOURNMENT
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There being no further business to discuss, Chairperson Holder adjourned the meeting |
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at 4:38 PM. |
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Minutes prepared by Denise Mertz. |
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Minutes were approved as presented at the July 11, 2006 Regular Administration & |
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Information Services Committee Meeting. |
