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MANDAT DU SOUS-COMITÉ DE LA TECHNOLOGIE DE L’INFORMATION
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That Council approve the Sub-Committee’s Terms of Reference as outlined, as amended by the insertion of the words ‘and the Transit Commission’ immediately after each instance of ‘Committee and Council’, as outlined in Revised Document 1.
Recommandation du ComitÉ
Que le Conseil approuve le mandat du Sous-comité tel qu’il a été présenté et tel que modifié par l’insertion des mots « et la Commission du transport en commun » immédiatement après chaque occurrence de « Comité et Conseil », comme il est mentionné dans le Document 1 révisé.
DOCUMENTATION
1. City Clerk and Solicitor report dated 4 January 2011 (ACS2011-CMR-CCB-0021).
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TERMS OF REFERENCE FOR THE INFORMATION TECHNOLOGY Sub-COMMITTEE
MANDAT DU SOUS-COMITÉ DE LA TECHNOLOGIE DE L’INFORMATION
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INFORMATION TECHNOLOGY SUB-COMMITTEE RECOMMENDATION as amended
That the Finance and Economic Development Committee recommend Council approve the Sub-Committee’s Terms of Reference as outlined, as amended by the insertion of the words ‘and the Transit Commission’ immediately after each instance of ‘Committee and Council’, as outlined in Revised Document 1.
RECOMMANDATION modifiée DU SOUS-COMITÉ DE LA TECHNOLOGIE DE L’INFORMATION
Que le Comité des finances et du développement économique recommande au Conseil d’approuver le mandat du Sous-comité tel qu’il a été présenté et tel que modifié par l’insertion des mots « et la Commission du transport en commun » immédiatement après chaque occurrence de « Comité et Conseil », comme il est mentionné dans le Document 1 révisé.
Documentation
1. City Clerk and Solicitor’s report dated 4 January 2011 (ACS2011-CMR-CCB-0021).
2. IT Sub-committee - Extract of Draft Minutes of 31 January 2011.
Report to/Rapport au :
Information Technology Sub-Committee
Sous-comité de la technologie de l’information
and / et
Finance and Economic Development Committee
Comité des finances et du développement économique
and / et
Council/et au Conseil
January 4 2011 / le 4 janvier 2011
Submitted
by/Soumis par : M. Rick O’Connor,
City Clerk and Solicitor/Greffier et Chef du
contentieux
Contact Person/Personne ressource : Leslie Donnelly, Deputy City Clerk / Greffière adjointe
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City-wide |
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Ref N°: ACS2011-CMR-CCB-0021 |
SUBJECT: TERMS OF REFERENCE FOR THE INFORMATION TECHNOLOGY Sub-COMMITTEE
OBJET : MANDAT DU SOUS-COMITÉ DE LA TECHNOLOGIE DE L’INFORMATION
REPORT RECOMMENDATION
That the Information Technology Sub-Committee recommend that the Finance and Economic Development Committee recommend Council approve the Sub-Committee’s Terms of Reference as outlined in Document 1.
Que le Sous-comité de la technologie de l’information recommande au Comité des finances et du développement économique de recommander à son tour au Conseil d’approuver le mandat du Sous-comité tel qu’il est décrit dans le Document 1.
On December 8, 2010, City Council approved changes to Council’s committee structure as part of the 2010-2014 Governance Review. Conducted at the beginning of each term of Council, the Governance Review is an examination of the City’s governance structure and the corresponding policies and procedures.
As is customary with every Governance Review, several changes to the City’s decision-making process have been adopted, most notably for the purposes of this report, a revised Standing Committee structure and adjusted Committee mandates for reporting to Council.
With a new committee structure now in effect, it is necessary to update the Terms of Reference documents that guide each Committee. The Terms of Reference provide a clear understanding of: the jurisdiction of each Committee in terms of making recommendations to Council on municipal programs, projects and issues; departmental reporting responsibilities; and the overarching goals of the Committee. Terms of Reference are important for providing effective direction within the Corporation and accountability and transparency for members of the public.
In accordance with the changes to the Standing Committee structure, the Information Technology Sub-Committee now reports to the new Finance and Economic Development Committee. Further, the role of the Chief Technology Advisor is now performed by the Director of Information Technology Services.
Consultation took place with the former Chair of the Sub-Committee, the City Clerk & Solicitor, Legal Services, and the Director of IT Services. As this is an internal, administrative matter, public consultation was not conducted.
There are no legal/risk management implications related to this report.
There are no financial implications related to this report.
Document 1 - Information Technology Sub-Committee Proposed Terms of Reference
Upon approval of the report by Council, the Terms of Reference will become the mandate and governing authority for the Information Technology Sub-Committee to be implemented by the City Clerk’s office.
Revised Document 1
Information Technology Sub-Committee
(Proposed) Terms of Reference
Mandate
The Information Technology Sub-Committee (“IT Sub-Committee”) is a sub-committee of the Finance and Economic Development Committee and its mandate is to advise the Finance and Economic Development Committee, other Standing Committees and City Council, and the Transit Commission on potential large-scale investment in information technology and long-term planning of information technology needs for the corporation of the City of Ottawa. The Committee will have an ongoing mandate to investigate information technology that provides improved access to city services, better communication with the public, enhanced management and oversight, possible cost restructuring in congruence with the City’s fiscal framework.
Membership of the IT Sub-Committee shall consist of Members of City Council, approved by City Council. The IT Sub-Committee will appoint its Chair at the beginning of each term of Council, or on an as required basis. The Mayor shall be an ex officio member of the Sub-Committee.
GENERAL Responsibilities
The IT Sub-Committee shall:
1. Be primarily responsible to the Finance and Economic Development Committee for those applicable items emanating from:
a. the Information Technology Services Department; and
b. all other Departments/Branches in the City of Ottawa having to do with matters pertaining to the responsibilities of the Sub-Committee.
2. Provide advice, as necessary, to other Standing Committees and the Transit Commission with respect to those projects or purchases with a significant information technology component or impact.
3. Be responsible for making recommendations to Committee and Council and the Transit Commission in policy and direction areas of information technology.
4. Seek opportunities to become informed of available new technologies as well as opportunities to enhance existing technologies, including consulting with local industry.
SPECIFIC RESPONSIBILITIES
1. Be responsible for reviewing proposals for large-scale investments in information technology put forward by staff and making recommendations to Committee and Council and the Transit Commission on which to fund.
2. Be responsible for making recommendations to Committee and Council and the Transit Commission relating to policy and projects directly related to information technology, such as Corporate-wide upgrades, return on investment goals focused on service improvements as well as financial returns, special hardware/software acquisitions, security and testing procedures, privacy, accessibility and risk management.
3. Make recommendations to Committee and Council and the Transit Commission and provide direction regarding stakeholder consultations and investment strategies.
4. Review project proposals, including costs and return on investment, and make recommendations to Committee and Council and the Transit Commission as part of the City’s annual budget process.
5. Receive quarterly reports from the Information Technology Services Department on the progress of current projects, including an update on costs, and the effectiveness of completed projects, including an analysis of the return on investment.
AUTHORITY, DECISION-MAKING AND REPORTING RELATIONSHIP
By-law No. 2006-462, a by-law of the City of Ottawa to govern the proceedings of the Council and its Committees, shall govern the Information and Technology Sub-Committee meetings and committee administration.
The Information and Technology Sub-Committee shall meet at the call of its Chair in accordance with the notice provision of above-noted Procedure By-law. All Members of Council will receive meeting notices, agendas and meeting documentation for this Committee. All Members of Council, and/ or their office staff, are permitted to attend meetings of the Committee.
A decision by the Information and Technology Sub-Committee shall be forwarded to the appropriate Standing Committee and Council and / or the Transit Commission for consideration.
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INFORMATION TECHNOLOGY SUB-COMMITTEE Draft Minutes extract 1 31 JANUARY 2011 |
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SOUS-COMITÉ DE LA TECHNOLOGIE DE L’INFORMATION ébauche de l’extrait du Procès-verbal 1 le 31 JANVIER 2011 |
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TERMS OF REFERENCE FOR THE INFORMATION TECHNOLOGY Sub-COMMITTEE
MANDAT DU SOUS-COMITÉ DE LA TECHNOLOGIE DE L’INFORMATION
ACS2011-CMR-CCB-0021 City Wide/à l'échelle de la Ville
Chair Tierney inquired whether members had any questions, concerns or amendments with respect to the proposed Terms of Reference for the Sub-committee as presented.
Chair Wilkinson proposed that the document be amended to reflect that the Sub-committee be responsible for providing advice and recommendations and forwarding decisions to the Transit Commission, as necessary, as well as Standing Committees and Council.
Members agreed with that proposal.
Moved by Councillor M. Wilkinson:
That the proposed Terms of Reference for the Information Technology Sub-committee be amended to insert the words ‘and the Transit Commission’ immediately after each instance of ‘Committee and Council’.
CARRIED
That the Information Technology Sub-Committee recommend that the Finance and Economic Development Committee recommend Council approve the Sub-Committee’s Terms of Reference as outlined in Document 1, as amended by the foregoing motion.
CARRIED as amended