1.  APPROVAL OF THE MINUTES OF THE LAST MEETING

·   Minutes will stand approved as posted 

2.  INTRODUCTIONS OF NEW MEMBERS

3.  RE-AFFIRMATION OF EXPECTATIONS/GROUP NORMS

·  ETAC primarily recommends policies to the Chancellors Advisory Council

·   The ETAC committee is comprised of standing subcommittees as well as ad hoc committees, which do a lot of the nitty gritty work

The Hardware/Software Standards Subcommittee, chaired by Willie Pritchard, meets monthly

The Network & Systems Subcommittee, chaired by Sharon Luciw, is currently working on network security

The Information Systems Subcommittee, chaired by Gerry Gyuire, is currently working on data security (the data on our servers)

In the past there was an Instructional Technology Subcommittee, which was chaired by Cindy Vinson.  The committee no linger exists because ETS no longer has any direct instructional support, due to the lay offs from last year and we don't have a person to chair the committee and run it.

If the ETAC committee decides that they want to keep this committee going, that can be done

ETAC creates ad hoc committees, as needed, to meet special issues

In the past we had an Appropriate Use Policy subcommittee that worked on writing and modifying the Appropriate Use Policy, which the Board eventually passed

Will need to create a Strategic Plan sub committee

ETS' strategic plan for the district, was last updated in the year 2000

The current plan needs to be reviewed and updated in light of the change in technology and the change in budget realities

One of the primary tasks ETAC will work on this year, is to rewrite a new technology strategic plan or look at the one we currently have and make revisions to it

The current document is on line

·  All ETAC committee and subcommittee meetings are open

·   ETAC is an advisory committee, not a decision-making committee

ETAC advises the ETS management or staff, or the Chancellors Advisory Council about policies or procedures

·  The normal policy is to post the minutes and the agenda on the ETAC website (http://ets.fhda.edu/etac), the day before a meeting

The normal expectation is that everyone will have had a chance to check the minutes and the agenda, and if they choose, print out a copy before the meeting

It also gives an opportunity to other non-committee members to read what the agenda will be and what the prior meeting minutes were

It is also an example of how we should be using technology in the District

This is also done to help in the conservation of paper, thus saving money

·  It is expected that people be on time, so meetings can start and end on time

·  Even though members are representing a specific group, this is a District wide governance group, and all members need to approach issues from a District perspective and what is best for the District, not for a particular constituency

·  In the past, the committee has been able to arrive at policies and decisions through a consensus

Have only had to take a vote once in the history of the group

The committee will always try to reach a consensus and mutual agreement through compromise and conversation

·  This group is a key part of the governance process for technology

It primarily recommends policy to the Chancellors Advisory Council

4. GENERAL NEWS

·  Despite some virus attacks and network issues on the Foothill campus, over all we have had a much smother start to this year than in previous years

One reason for this is because, during the summer, ETS purchased and installed two new Cisco routers that can handle attacks on our network much better

Our staff is much more in tune and able to catch and respond more quickly than in the past

ETS is looking into solutions pertaining to virus attacks, at the server level vs. only at the desktop level

5. SUBCOMMITTEE REPORTS - HARDWARE/SOFTWARE STANDARDS, NETWORK & SYSTEMS, INFORMATION SYSTEMS

·  Hardware /Software Standards - Willie Pritchard

The most recent standards have been posted on the web site and purchasing has been notified

·  Network & Systems - Sharon Luciw

No update

The committee is meeting on November 11^th to continue the discussion on network security

·  Information Systems - Gerry Gyuire

No update

Does not have a meeting scheduled

6. ETAC MEETING TIMES

·  One of the concerns during the recruiting period was that the current meeting time was not convenient, primarily for faculty

First time in three years that there has been so many conflicts with the schedule

·  Looking into a time that is more convenient for the greatest number of committee members

Two possible meeting times were: Tuesday from 1:30 ? 3:00PM or Wednesday from 3:00-4:30PM

Will continue to work on a new schedule

·  Jamie Doll would like an e-mail sent to committee members prior to each meeting, because not all district staff use Meeting Maker

7.  COMPUTER LOAN PROGRAM (EMAIL MESSAGE FROM MIKE BRANDY)

·  All committee members should have received an e-mail of a forwarded message from Mike Brandy

·  The loan program was created about 10 years ago

·  The District Budget committee recommends that we get rid of the program

The decision will affect the 04/05 FY

·  Over the years there has been a decline in the number of people who use the program

Some ETAC members feel that the decline is due to the fact that people donÕt know about the program

·  The committee discussed lowering the pool from $500K to $140K-$200K and continue the program until we can revisit it in a coupe of years

Committee members felt it would be good to educate staff about the availability of the loan program

Allison thought that it would be nice to be able to allow staff to get the old replaced computers ?this can not be done because the computers are not owned by the staff member and under public law we cannot give it away but have to dispose of it in a prescribed manner

Committee members felt it was good to maintain the program to encourage people to stay current with technology

·  Any mark up from the computers that are sold through the bookstore, comes back to the District

·  The committee was unable to reach a definititve decision; they felt more information was needed, and feel that it is a valuable program that should be kept, but may want to scale it back

8. TECHNOLOGY BUDGET PRESENTATION

·  Once or twice a year Willie gives a presentation on the state of the ETS budget

·  Willie began his two-part installment presentation about the Technology Budget Issues

Part I pertains to the overall technology budget issues that we are facing in the District

1)    The total cost of ownership is a key principle to consider ? a basic understanding of how you approach technology purchases.  Technology costs include all costs associated with technology, such as acquisition costs, ongoing maintenance costs, the software costs, the training & support that have to go into it, and other overhead costs that are associated with it

2)    Willie reviewed the costs of desktop software and hardware

3)    He then outlined the costs involved in running our network & phone system ? fees that we pay to our vendors to keep our network operational (approximately $230K a year) and the phone system running  (approximately $800K per year? ETS staff has been working to reduce these charge and was able to get a $180K refund for the district)

4)    Willie also outlined some of the costs that are coming to us as a result of Measure E, such as new networking equipment, desktop computers for labs, and staffing concerns

5)    He began to discuss the costs associated with replacing the information system ? our ERP or Admin system ? but time did not allow completion. The current hardware and software charges for this is about $291K a year

Part II will be an explanation of the ETS budget (what its state is now, and a little history of where it was). 

The next time the committee meets Willie will continue his presentation with what the information systems requirements are and a summary

The presentation will be posted on the web

9.  OTHER ITEMS FROM THE COMMITTEE

·  Kathleen Turner suggested that we use technology to put the agenda on the screen

Willie mentioned that we normally donÕt have a projector and screen at the meetings; they are only brought for presentations

·  Notification for the next meeting will be through Meeting Maker and by e-mail

Adjourned:  10:34 am

Next Meeting:  TBD before the next meeting