CC RESOLUTION 5076 RESOLUTION NO. 5076
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL
SEGUNDO ADOPTING THE TECHNOLOGY COMMITTEE'S BY-LAWS
AND INCREASING ITS MEMBERSHIP TO ELEVEN MEMBERS
The City Council of the City of EI Segundo does resolve as follows:
SECTION 1: Recitals:
A. On July 19, 2016, the City Council established a new EI Segundo
Technology Committee comprised of five members of the EI Segundo
business and residential community, and two members of the City
Council, to advise the City on its technology systems;
B, On January 17, 2017, the City Council adopted Resolution No. 5018,
formally establishing the Technology Committee and adopting its by-laws;
at the time, the City Council also approved the increase in the
Committee's membership from five to seven;
C. On February 26, 2018, the Technology Committee approved a revised set
of by-laws and requests that the City Council adopt the Technology
Committee's revised by-laws; the Technology Committee is also asking for
an increase in its membership from seven to 11 members;
D. The City Council desires to adopt the Technology Committee's proposed
by-laws and to increase the Committee's membership.
SECTION 2:, Adoption of By-laws. The by-laws recommended for adoption by the
Committee and attached as Exhibit A are hereby adopted. Any amendments to the by-
laws must be approved by the City Council.
SECTION 3: Amendment to Resolution No. 5018. Section 3 ("Number and Composition
of Committee Members") of Resolution No. 5018 is amended to reflect the increase in
the Committee's membership to 11 voting members. Section 7 ("Functions and Duties")
of Resolution No. 5018 is amended to the extent it is inconsistent with the revised
purpose and role of the Committee, as described in Exhibit A. Except as modified by
this resolution, all other terms included in Resolution No. 5018 remain the same and in
effect.
SECTION 4: This Resolution will become effective immediately upon adoption and
remain effective unless superseded by a subsequent resolution.
-1-
PASSED, APPROVED, AND ADOPTED RESOLUTION No. 5076 this 6t" day of
March, 2018.
.......... .............
Suzanne Fuentes, Mayor
ATTEST:
Tracy Wea Z`r, City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, Cit6ttorney
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Tracy Weaver, City Clerk of the City of EI Segundo, California, do hereby certify that
the whole number of members of the City Council of said City is five; that the foregoing
Resolution No. 5076 was duly passed, approved and adopted by said City Council at a
regular meeting held on the 6t" day of March, 2018, approved and signed by the Mayor,
and attested to by the City Clerk, by the following vote:
AYES: Mayor Fuentes, Mayor Pro Tem Boyles, Council Member Brann, Council
Member Dugan and Council Member Pirsztuk
NOES: None
ABSENT: None
ABSTAIN: None
WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this L day of March,
2018.
!, µ
Try Weaver, City Clerk
of the City of EI Segundo,
California
EXHIBIT A
CITY OF EL SEGUNDO - TECHNOLOGY COMMITTEE
BYLAWS
ARTICLE I—NAME
The name of this organization shall be the Technology Committee, aka ITC (Information
Technology Committee)
ARTICLE II—PURPOSE AND ROLE
Section I-General
The Technology Committee shall collaborate with City staff and the local information
technology community to identify and prioritize technology strategies and projects that are
consistent with governmental standards and improve current systems to provide the City and the
public with improved technology equipment and services. The Committee is a standing committee
that serves at the pleasure of the City Council.
The Committee shall make recommendations that balance the needs of all departments while taking
under consideration that some short-term actions may need to be postponed due to the overarching
and/or long term goals, budgetary constraints, and other priorities of the City's IT Department.
The Committee will advise on any and all projects as requested by the City or as required per these
bylaws. However, the higher purpose of the Committee is to work in conjunction with Staff on the
key strategic needs of the City—balancing perceived and unrecognized needs with current projects.
While the Committee may be asked to advise on tactics of IT projects, it is the fundamental purpose
of the Technology Committee to understand the overarching needs of the City and collaborate with
City personnel to ensure that the total needs are met, not just the project needs.
The Committee shall work with staff and shall submit an annual prioritized list of proposed projects
to the City Council for consideration and potential approval. The IT Director shall first collect a list
of all staff and Committee requested projects and prioritize them according to need. The Committee
shall then review the Director's list of projects and work with the Director to finalize a list to present
to the City Council for approval.
The Committee shall work with staff to provide quarterly reports to the Council regarding the
progress of the projects. The Committee shall not be responsible for managing the projects. The
Tech Comm Bylaws 02.01.18
City Manager and IT Director shall oversee staff as set forth in their respective roles for purposes
of managing projects.
With regard to projects that are anticipated to exceed $50,000, are on the annual prioritized list of
projects, or will be used by the public (residents, visitors, and businesses) the Committee shall be
involved in selection process identified in Section II. For sole source purchases in excess of$50,000,
staff shall make a presentation to the Committee as to why the purchase qualifies as a sole source
purchase. If the Committee disagrees, such will be noted in the staff report to the Council requesting
approval of the purchase. For projects that are being mandated by another agency and the City is
required to purchase a particular product, the staff shall make a presentation to the Committee
regarding the project and product. If the Committee has concerns about the project and/or product,
such concerns shall be noted in the staff report to the Council requesting authority to purchase the
product.
Section II- Technology and Software Selection Process
An immediate goal of the Committee shall be to collaborate with staff and develop a broader
technology and software selection process (TSSP), including template of a request for proposals
form (RFP) for purposes of soliciting IT equipment and services from third party vendors and quality
assurance processes. This work shall be crafted by the City and input provided by the Committee.
The RFP shall include without limitation, functional requirements, technical requirements, vendor
history, maintenance services, integration requirements, and a request for warranty information.
The process shall identify the City staff positions to be involved in the process and also include
developing a timeline for noticing proposals, for vendors to submit proposals, for staff to evaluate
proposals (including demonstrations), and for staff to provide a recommendation to Council.
The process will also provide a list of success criteria and a functional requirement scorecard for
evaluating proposals. A potential list of viable proposers shall be identified and information
explaining if they did not submit a proposal, why not. The requirements for the TSSP in this Section
are not exhaustive as it is intended that the Committee and staff will identify other components to
include in the process. The Committee and staff shall submit the proposed TSSP process to the City
Council for approval.
The Committee shall not be involved in the drafting of specific proposals or in the ranking, selection,
or recommendation to Council of vendors. However, before proceeding to issue a request for
proposal, a subcommittee of the Committee shall review the request for proposal and provide input
with regard to whether it meets the City's request for proposals requirements.
Members of the subcommittee shall not create a quorum. This subcommittee shall also conduct a
criteria success ranking of the vendor that staff is recommending to Council that involves a proposed
purchase. This criteria success ranking information shall be included in the staff report provided to
the Council with regard to the recommended award of contract.
Tech Comm Bylaws 02.01.18
ARTICLE III-QUALIFICATIONS
Members of the Technology Committee shall represent a cross section of the community
including both residents and local industry representatives who have expert knowledge in
technology, and general technological practices.
ARTICLE IV-MEMBERSHIP
The Technology Committee shall be composed of eleven (11)voting members and two(2) members
of the City Council to serve as liaison, non-voting members; all of whom shall be appointed by the
Council.
Section I — Selection of members
o The City of EI_Segundo shall advertise and solicit applications to fill any vacant position
that might occur. After the application period has closed, the Chair, two (2) members of
the Technology Committee and the IT Director shall review the applications with the sole
purpose of making a recommendation for selection to the Mayor and members of the City
Council, The Council shall interview the recommended all candidates and the City Council
shall make the final selection and appointments.
Section II —Term of Office
The term for each voting member of the Technology Committee is four (4) years. However, the
initial terms of 5 of the members shall only be two (2) years so that the terms shall be staggered
to promote the stability of the Committee. The Committee is a standing advisory committee that
serves at the pleasure of the City Council (see Article VI Section III Duties of the Technology
Committee Members).
Section III —Compensation
o Technology Committee members shall serve without compensation and shall only be
reimbursed for expenses approved by the Council.
Section IV— Removal
o Members of the Technology Committee are expected to attend all meetings. When any
member has three consecutive, or a total of 6 or more absences within a 12-month
period, the member's seat shall be deemed vacant. .
ARTICLE V—MEETINGS
All meetings of the Committee shall be publicly noticed, open to the public and in a publicly-
accessible location as required by state law.
Tech Comm Bylaws 02.01.18
+� Section I — Regular Meetings
o Regular meetings of the Technology Committee shall be on the 2nd Monday of every
month at 6:00 pm. The Location shall be the Police Department Emergency Operations
Center (E.O.C.). If the meeting falls on a holiday then is shall be held on the next day
that the City is open for business.
Section II — Special Meetings
o Special Meetings of the Technology Committee may be held at any time upon the call of
the Committee Chair, or by a majority of the voting members, or the City Council
following at least forty-eight (48) hours' notice to each Committee member. The
Committee Chair or a majority of the Technology Committee shall determine the time
and location of the Special Meeting.
Section III — Study Sessions / Workshops/ Seminars
Section IV — Quorum
o A majority of the voting members of the Technology Committee shall constitute a
quorum. A quorum is necessary for action by the Technology Committee.
Section V — Voting
o Each voting member shall have one vote.
Section VI — Meeting Procedures
o Except as otherwise provided by these Bylaws, City Council Resolutions or state law, the
Technology Committee will follow the latest edition of the Robert's Rules of Order for
the orderly conduct of meetings.
ARTICLE VI-OFFICERS
Officers of the Technology Committee shall be a Committee Chair and a Vice Chair who shall
serve at the pleasure to the Technology Committee. Term of office shall be for one (1) year.
These Officers shall be voted on at the Committee's first meeting in January. Duties of the
officers shall conform to the regular parliament duties set forth by the latest edition of the
Robert's Rules of Order, unless otherwise stated.
Section I — Committee Chair
o The Committee Chair shall preside over the meetings of the Technology
Committee.
Tech Comm Bylaws 02.01.18
Section II — Committee Vice Chair
o During the absence, disability, or disqualification of the Committee Chair, the
Committee Vice Chair shall perform all the duties and be subject to all the
responsibilities of the Committee Chair. The Committee Vice Chair shall succeed the
Committee Chair if he/she vacates the office before the term expires. If this occurs,
a new Committee Vice Chair shall be elected at the next regular meeting.
Section III — Duties of the Technology Committee Members
o It is intended that the Technology Committee shall serve an advisory body to the
City Council. The duties of the Members are set forth in these bylaws.
o Members of the Technology Committee shall not perform any services or work
that would normally be performed by City staff or contractors. In the event a
member desires to access City equipment, network or technology in order to
provide advice to the City Council or the staff, such access may only be granted
by the City Manager upon consultation with the City Attorney. The City has a
legal obligation to limit access to personnel, tax, medical, and other information
deemed confidential and sensitive.
ARTICLE VII—OFFICIAL DOCUMENTS
Section I — Minutes
o Minutes of all meetings shall be prepared and maintained with the Technology
Committee records. Copies shall be distributed to each Technology Committee
member, City Council member, and to the City Clerk.
Section II — Distribution of Documents
o Preparation and distribution of Technology Committee documents to the
members, City Council and City Clerk shall be the responsibility of a
designated staff member from the Information Services Division/Department.
o The official Technology Committee Agenda and previous meeting minutes
will be available no less than 72 hours before a scheduled meeting
ARTICLE VIII—ASSISTANCE OF STAFF
The City Manager and IT Director will work with the Technology Committee to provide
information (subject to the limitations set forth in Article VI) and staff assistance as the
Technology Committee may request from time to time. The staff member(s) designated by the
City Manager shall attend meetings of the Technology Committee and submit such reports as
requested by the Technology Committee and as deemed necessary or desirable, s subject to the City
Manager in his discretion determining deadlines for providing such assistance based upon other duties
that staff is performing.
Tech Comm Bylaws 02.01.18
ARTICLE IX—AMENDMENTS
The Committee may recommend amendments to these Bylaws. Such recommendations may
be made by simple majority of the voting members at any meeting of the Technology
Committee. Such amendments must be approved by the City Council.
PASSED AND ADOPTED by the Technology Committee— February 26, 2018
PASSED AND ADOPTED by the El Segundo City Council — March 6, 2018.
Tech Comm Bylaws 02.01.18