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HomeMy WebLinkAbout04/10/07 Technologies 04/1 0/2007 MINUTES OF THE REGULAR MEETING OF THE TECHNOLOGIES BOARD HELD ON April! 0, 2007 The Regular Session of the TECHNOLOGIES BOARD of The Colony, Texas was called to order at 6:30 pm on the 10th of April, 2007 at CITY HALL, in the City Manager's Conference Room, City Hall, 6800 MAIN STREET, THE COLONY, TEXAS, with the following Technologies Board members present: John Harton Harshkumar Desai Mark Porter Chad Joyce Jack Turner With 5 out of five members present a quorum was established and the following items were discussed. 11.0 I Call Meeting to Order: 6:30 P.M. I 2.0 I DISPOSITION OF MINUTES Acceptance of Technologies Board Minutes for a meeting held on December 12, 2006. I 3.0 I CITIZEN INPUT None I 4.0 I AGENDA ITEMS 4.2 Discuss, nominate, and vote on board appointments for Chairman, Vice- Chairman, and Secretary. Mr. Marshall made a motion to nominate Mr. Harton as Chairman. Mr. Turner seconded the motion. Motion carries. Mr. Harton made a motion to nominate Mr. Turner as Vice- Chairman. Mr. Desai seconded the motion. Motion carries. Mr. Turner made a motion to nominate Mr. Porter as Secretary. Mr. Desai seconded the motion. Motion carries. 4.1 Discuss and consider a recommendation for the purchase of software to replace existing inadequate/disparate software to conduct Police/Fire/EMS dispatching and police records management from New Warld Systems. (Plemons) Captain Chris Plemons with The Colony Police Department gave a brief summary on his decision to go with New World Systems. David Jackson, the territory representative for New World Systems, gave a presentation on the software they are proposing for the Police Department. Mr. Marshall asked about the career criminal tracking portion of the software. He wanted to know if it could be used to track things other than sex offenders. Mr. Jerry Knapp, representative for New World Systems, said it could be used to track many different groups of people. Matthew Johnson, IT Manager for The Colony, asked 1 04/1 0/2007 what factors played a part in New World Systems losing 5% of their customers. Mr. Jackson answered that the main reason was usually some kind of merger. Mr. Harton asked whether IT and PD have discussed the storage recommendation for this solution. Captain Plemons answered that the storage solution is part of the package being proposed. Mr. Desai asked Mr. Jackson that because the Bar Code Technology is about 25 years old and he has heard that it is likely to be obsolete and may be changed by another technology in that case how will it affect the software of his company? Mr. Jackson said that their software is such that the change may be of retina type and is not likely to affect his software. Mr. Desai asked Mr. Jackson if New World Systems had developed this software in house from the beginning. Mr. Jackson said yes. Mr. Porter asked what version of the software we would be getting. Mr. Jackson said that we will probably get version 8.1 by the time we are ready to go online but it will be the latest version that is out at that time. Mr. Turner asked how many people do not upgrade right away when the new versions come out. Dan Hovin, Regional Vice President for New World Systems, responded by saying that there are a few people that wait for the next version to come out but that is not a problem because the next version will catch up all of the updates. Mr. Harton asked if the amount that is being proposed is within our budget range. Captain Plemons answered that we are within the range that was suggested to him and this would be for the 2007-2008 budget year. Mr. Porter asked if the price included software support at the time of start up. Mr. Jackson said that it does include support and they would have representatives from the company here when the software goes online. Mr. Harton asked if the price includes training. Mr. Jackson said his company would train each dispatcher and would hold training sessions for the other end users as well. Mr. Harton asked if the current data will be imported into the new system. Captain Plemons said that most likely there will only be one table of data that would be imported because the current data is scattered and it would not be feasible to do so. Mr. Porter asked if the Police Department had looked at other vendors and Captain Plemons said they had. Mr. Turner asked how many years the maintenance contract is for. Mr. Jackson said it is a five year agreement. Mr. Harton asked if this system will connect with the current system in the patrol cars and Mr. Jackson said it will. Mr. Harton asked what the yearly maintenance fee is. Captain Plemons answered that it was somewhere around $70,000. Mr. Johnson stated that the annual maintenance fee is usually somewhere around 15%. Mr. Harton asked if the system will be based at City Hall or the Police Department. Mr. Johnson said the system will be based at the Police Department. Mr. Turner made a motion to recommend the purchase of software from New World Systems to City Council. Mr. Desai seconded the motion. Motion carries. I 5.0 I ADJOURNMENT With no further business, the meeting adjourned at 7:47 p.m. ./t/. 7L~ /ZhLt d)1J Mark Porter, ecretary 2