HomeMy WebLinkAbout01/08/08 Technologies
January 8, 2008
MINUTES OF THE REGULAR MEETING OF THE TECHNOLOGIES BOARD
HELD ON
January 8, 2008
The Regular Session of the TECHNOLOGIES BOARD of The Colony, Texas was called
to order at 6;30 pm on the 8th of January, 2008 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
Mark Porter
Chad Joyce
Jack Turner
Jacob Leick
Bill Swink
With six out of seven members present a quorum was established and the following items
were discussed.
11.0 I Call Meeting to Order: 6:30 P.M.
/2.0 I DISPOSITION OF MINUTES
Acceptance of Technologies Board Minutes for a meeting held on December 11,
2007.
I 3.0 I CITIZEN INPUT
None
I 4.0 I AGENDA ITEMS
4.1 Discuss and consider a recommendation for upgrading the city's Citizen Request
Management (CRM).
Bruce Maker, IT Manager, informed the board that our current CRM software will no
longer be supported as of April 1 st. Mr. Maker briefly discussed the different products
they looked at when trying to find new CRM software. Mr. Maker said that his
recommendation is to go with GovQA. Mr. Maker explained the features of the software
and explained that it has all of the features of our current software as well as new
features. We will be able to incorporate our current information into the new software.
Mr. Harton asked is this software will be used to send out citywide notices. Diane Baxter,
Communications Director, eXplained that citizens will have to sign up at the site with
their email addresstoreceivethosenotices.Mr. Porter asked why we would not go with
TrakIT if we already have the system. Mr. Maker answered that TrakIT did not have all
of the features that we were looking for and there were licensing issues. We would have
January 8, 2008
to get a license for every user that looks at the requests or responds to them and that
would not be cost effective. Mr. Harton asked how much the licenses cost. Mr. Maker
said he believes the licenses are two hundred fifty dollars for each user annually. Ms.
Baxter explained that GovQA is recommended by TML which is one of the reasons they
chose them. Mr. Swink asked about the hardware required for the software. Mr. Maker
explained that it will be hosted offsite by GovQA with a link on our site and will be
secure. Mr. Porter asked if we will be relying on their security. Mr. Maker responded that
it is like using any other website with SSL security. Mr. Harton asked if the information
on the site will be public information. Mr. Maker said it will be. Mr. Maker explained
that each department will only have access to portions of information that pertain to their
department and only the citizen that asked the question will be able to view the response.
Mr. Maker explained that only Ms. Baxter and the IT department will have full access to
the entire site. Mr. Harton asked if the form will be free form or the fill in format. Ms.
Baxter explained that it will be both. Mr. Harton asked if the information going out from
the site would only be information that the city puts out. Ms. Baxter said that is correct.
Mr. Harton asked if the cost included the service contract. Mr. Maker said that all service
and updates are included in the monthly fee. Mr. Porter made a motion to recommend
GovQA and Mr. Turner made a second. Item carries.
I 5.0 I ADJOURNMENT
With no further business, the meeting adjourned at 6:41 p.m.
'~
Mark Porter, Secretary
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