Legislature(2017 - 2018)HOUSE FINANCE 519

04/12/2017 07:00 AM LEGISLATIVE COUNCIL

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Audio Topic
07:01:31 AM Start
08:17:46 AM Adjourn
* first hearing in first committee of referral
+ teleconferenced
= bill was previously heard/scheduled
-- Recessed to 4/13/17 at 7:00 AM --
+ Other Committee Business TELECONFERENCED
- IT Subcommittee Recommendations
- Stoel Rives Update
- West Benson LIO
EXECUTIVE SESSION
                        ALASKA STATE LEGISLATURE                                                                              
                          LEGISLATIVE COUNCIL                                                                                 
                           APRIL 12-13, 2017                                                                                  
                                7:01 AM                                                                                       
                                                                                                                              
       MEMBERS PRESENT                                                                                                        
                                                                                                                              
       Representative Sam Kito, Chair                                                                                         
       Senator Bert Stedman, Vice Chair                                                                                       
       Representative Matt Claman                                                                                             
       Representative Bryce Edgmon                                                                                            
       Representative David Guttenberg                                                                                        
       Representative Charisse Millett (Day 2)                                                                                
       Representative Dan Ortiz                                                                                               
       Representative Louise Stutes                                                                                           
       Representative Harriet Drummond, Majority Alternate (Day 1)                                                            
       Representative David Eastman, Minority Alternate                                                                       
       Senator Pete Kelly (Day 1)                                                                                             
       Senator Anna MacKinnon                                                                                                 
       Senator Kevin Meyer                                                                                                    
       Senator Peter Micciche                                                                                                 
       Senator Gary Stevens                                                                                                   
       Senator Cathy Giessel, Alternate                                                                                       
                                                                                                                              
       MEMBERS ABSENT                                                                                                         
                                                                                                                              
       Representative Charisse Millett (Day 1)                                                                                
       Representative Harriet Drummond, Majority Alternate (Day 2)                                                            
       Senator Lyman Hoffman (Day 1 and 2)                                                                                    
       Senator Pete Kelly (Day 2)                                                                                             
                                                                                                                              
       AGENDA                                                                                                                 
                                                                                                                              
       APPROVAL OF AGENDA                                                                                                     
       OTHER COMMITTEE BUSINESS                                                                                               
                                                                                                                              
       SPEAKER REGISTER                                                                                                       
                                                                                                                              
       Tim Banaszak, IT Manager, Legislative Affairs Agency                                                                   
       7:01:31 AM                                                                                                           
                                                                                                                              
  I. CHAIR SAM KITO called the Legislative Council meeting to                                                               
       order at 7:00 a.m. in  Room 519 (House Finance) of the  State                                                          
       Capitol. Present  at the  call were  Representatives  Claman,                                                          
       Edgmon,  Stutes,  Eastman  (alternate),  and  Kito;  Senators                                                          
       Kelly,   MacKinnon,   Meyer,   Micciche,   Stevens,   Giessel                                                          
       (alternate),  and  Stedman.   Representatives  Drummond   and                                                          
       Ortiz joined  the  meeting during  roll call;  Senator  Kelly                                                          
       joined   the   meeting   during   the   executive    session.                                                          
       Representative Millett and Senator Hoffman were absent.                                                                
                                                                                                                              
 II. APPROVAL OF AGENDA                                                                                                     
                                                                                                                              
       VICE CHAIR  STEDMAN moved  that Legislative  Council  approve                                                          
       the agenda.                                                                                                            
                                                                                                                              
       The motion was approved without objection.                                                                             
                                                                                                                              
III. OTHER COMMITTEE BUSINESS                                                                                               
       a. IT Subcommittee Recommendations                                                                                   
       b. Stoel Rives Update                                                                                                
       c. West Benson LIO                                                                                                   
                                                                                                                              
       a. IT Subcommittee Recommendations                                                                                   
                                                                                                                              
       TIM  BANASZAK,   Information  Technology   Manager  for   the                                                          
       Legislative  Affairs Agency,  said  that  he was  excited  to                                                          
       submit two  IT initiatives  for the  Council's  consideration                                                          
       that  will reduce  costs,  visibly  improve  technology,  and                                                          
       replace 20-year  old manual  processes.  The two  initiatives                                                          
       are the result of  collaboration with vendors, Agency  staff,                                                          
       a  legislative   focus  group,  the   IT  Subcommittee,   the                                                          
       Information  Office,   and  many  others,   which  will   (1)                                                          
       eliminate the  bulk of the  computer and  equipment and  move                                                          
       cost and the  associated two months  of Legislator and  staff                                                          
       downtime during  the move  weeks;  and (2)  will improve  the                                                          
       committee  room  testifier  and  constituent   communications                                                          
       with House and Senate members during testimony.                                                                        
                                                                                                                              
       Mr.  Banaszak  said  Initiative  #1  deals  with  workstation                                                          
       mobility at a  cost of $416,102.  The current equipment  move                                                          
       program  is   unsustainable.   The  upfront   investment   of                                                          
       $416,102 will eliminate  the majority of all equipment  moves                                                          
       by April 2018  when the legislature  adjourns. We can  expect                                                          
       a  return on  investment  beginning  in  year  three  of  the                                                          
       program,  and   significant   savings   by  year   five.   He                                                          
       highlighted just  a few  of the  related move  costs for  the                                                          
       shipping  program  for  each  legislature:  $12,000  for  two                                                          
       tractor trailer trips; 75  tons of office boxes and  computer                                                          
       equipment are  moved  between  session and  interim  offices;                                                          
       6,000 boxes  are transported  back and forth,  two months  of                                                          
       Legislator and  staff computer  downtime  during move  weeks;                                                          
       over $92,000 spent  on travel costs;  and finally, 56  travel                                                          
       weeks representing  2,500 hours  of staff time,  or over  one                                                          
       FTE  dedicated  to  just  moving  equipment  and  boxes.  Mr.                                                          
       Banaszak  referred   members  to  his   memo  with  a   table                                                          
       summarizing  the   reduction   in  cost   for  the   proposed                                                          
       acquisition in  year  three; and  illustrating  that by  year                                                          
       five, the proposed  initiative costs  are $373,000 below  the                                                          
       current business-as-usual  program that requires a  Sisyphean                                                          
       level of effort  for stone rolling  equipment back and  forth                                                          
       between   offices.   He   concluded   the   presentation   on                                                          
       Initiative #1.                                                                                                         
                                                                                                                              
       Mr.  Banaszak,  in   response  to   a  question  by   Senator                                                          
       Micciche,  confirmed  that   the  table  showed   accumulated                                                          
       savings  year-by-year  over  a  five  year  period,  assuming                                                          
       maintaining the current three year refresh program.                                                                    
                                                                                                                              
       DISCUSSION  FOLLOWED  regarding  equipment  refresh  process;                                                          
       clarification of initiative  proposal; tractor trailer  costs                                                          
       limited  to just  computer  equipment  (exclusive  of  moving                                                          
       office materials/file  boxes);  and procurement  process  for                                                          
       equipment  standardization and  competitive  pricing  through                                                          
       an   existing   State   contract   with   Lenovo   for   this                                                          
       acquisition.                                                                                                           
                                                                                                                              
       CHAIR KITO noted  that existing  desktop equipment for  those                                                          
       with permanent work stations  in Juneau will be used  through                                                          
       the  normal  service  life,   then  new  equipment  will   be                                                          
       purchased following this new standard.                                                                                 
                                                                                                                              
       MR. BANASZAK followed up  the Chair's comment to say  that in                                                          
       the first phase  of the initiative,  they were targeting  all                                                          
       the equipment  that was  moved back  and forth.  Much of  the                                                          
       equipment that will be  replaced will be put into service  in                                                          
       offices that are more  stationary so that nothing is  getting                                                          
       disposed of that is still usable.                                                                                      
                                                                                                                              
       In response to a  question by Representative Guttenberg,  Mr.                                                          
       Banaszak confirmed  that the  initiative  would be  replacing                                                          
       laptops as they  reached the end of  their service life,  not                                                          
       a wholesale  replacement  of  all current  laptops.  It  will                                                          
       happen in phases  and there  will be time  to make sure  that                                                          
       it works for the legislature.                                                                                          
                                                                                                                              
       DISCUSSION  FOLLOWED  about  timeline  of  initiative  should                                                          
       Council  approve it;  the  process of  testing  the  proposed                                                          
       equipment with  the vendor  and the  vendor's engineers;  and                                                          
       the  process of  testing  with  a  legislative  focus  group,                                                          
       which narrowed  the options to  what would  be useful to  the                                                          
       legislature.                                                                                                           
                                                                                                                              
       In  response  to  a   question  by  Senator  MacKinnon,   Mr.                                                          
       Banaszak stated that  the equipment  that would be  purchased                                                          
       in the  first  phase included  57  color printers  with  two-                                                          
   sided printing capability with no scan/fax capability.                                                                     
                                                                                                                              
       7:23:58 AM                                                                                                           
       Due to  time constraints,  at the  urging of  the Chair,  Mr.                                                          
       Banaszak   moved  to   Initiative   #2   -   Committee   Room                                                          
       Enhancement Pilot  Project  for $22,500.  He said  that  each                                                          
       committee room is  currently equipped  for audio and  limited                                                          
       one-way video streaming.  This proposal would test  available                                                          
       technologies  to  enhance  information  sharing  between  the                                                          
       constituent, testifier,  and committee  members. It  includes                                                          
       a wireless projector  to allow anyone  in the committee  room                                                          
       with a tablet  or laptop  to view the  presentation on  their                                                          
       device;  a  17-inch  touch   screen  for  the  presenter   to                                                          
       highlight  and   annotate   information   as  it   is   being                                                          
       considered  by the  committee;  a  70-inch  interactive  work                                                          
       screen to  present  live/real  time information  rather  than                                                          
       static   slides;  and   capability   for   constituents   and                                                          
       testifiers to use  video tools such  as Polycom, Skype,  Zoom                                                          
       and Vidyo. He highlighted  that this is only a pilot  project                                                          
       to test these  technologies in one  committee room to  ensure                                                          
       they will work for their intended purpose.                                                                             
                                                                                                                              
       SENATOR MACKINNON  requested that  there be  a lag  time   or                                                          
       "kill button"  inserted  into  whatever technology  is  being                                                          
       tested so  that  if  a presenter  included  an inappropriate                                                           
       image, for  instance, that  the committee didn't  want to  go                                                          
       digital,  the   committee  wouldn't   be  distributing   such                                                          
       imagery.                                                                                                               
                                                                                                                              
       CHAIR KITO  clarified  his understanding  that  the way  this                                                          
       technology would work  is that it  would only be  information                                                          
       going out  to the public  in a  one-directional manner;  that                                                          
       it wasn't  bi-directional  in that  the public  would not  be                                                          
       able  to submit  images  to  the  committee  with  the  video                                                          
       technologies  being used.  Mr.  Banaszak confirmed  that  was                                                          
       so.                                                                                                                    
                                                                                                                              
       DISCUSSION FOLLOWED  about the  possibility  of reducing  the                                                          
       amount of paper being  used through technologies like  these;                                                          
       the option of  having a device  only for committee  documents                                                          
       that   does  not   text   or   have   email;   building   the                                                          
       infrastructure for  these options with  a cautious  approach;                                                          
       the concern  that going  paperless  has been  a challenge  in                                                          
       other state  legislatures  and isn't  like possible  at  this                                                          
       time.                                                                                                                  
                                                                                                                              
       7:31:27 AM                                                                                                           
       VICE CHAIR  STEDMAN moved  that Legislative  Council  approve                                                          
       the Workstation Mobility  Project in  the amount of  $416,102                                                          
       and Committee Room  Enhancement Pilot  Project in the  amount                                                          
       of $22,500.                                                                                                            
                                                                                                                              
       The motion passed without objection.                                                                                   
                                                                                                                              
       MR BANASZAK moved  on to the final  item in his  presentation                                                          
       - 2017 Interim  Project Information. This  was not an  action                                                          
       item. He said  IT had three  important initiatives  scheduled                                                          
       for the  2017  interim,  all of  which  are included  in  the                                                          
       current licensing agreements:                                                                                          
                                                                                                                              
       1. Email Office 365, which will increase storage capacity  by                                                        
         50-100  times over current  capacity. It will also  provide                                                          
         seamless  online archiving  for storage  needs that  exceed                                                          
         the  new  thresholds.  The  timeline for  this  project  is                                                          
         between  October  and  December 2017  after  the  Executive                                                          
         Branch completes their migration.                                                                                    
       2. Windows 10 Desktop Computer Operating Systems  Deployment,                                                        
         which  is necessary to keep systems and security  operating                                                          
         systems  at an optimal level.  The IT staff have taken  the                                                          
         time to  design the Windows 10 look and feel to  mirror the                                                          
         current  Window 7 as much  as possible; this will  minimize                                                          
         the   transition  learning  curve  of  the  new   operating                                                          
         system.                                                                                                              
       3. Office 2016 installation to  ensure we are compliant  with                                                        
         the   current  supported  software.   It  will  provide   a                                                          
         framework  to support  document collaboration,  as well  as                                                          
         position  Legislators and staff to access documents  on and                                                          
         off   the   legislative   network   and   across   multiple                                                          
         platforms, including smartphones, tablets, and laptops.                                                              
                                                                                                                              
       Mr. Banaszak  noted for  members that  the cost  for each  of                                                          
       these  projects   is  included   in  the   annual   licensing                                                          
       agreements.  The  Executive   and  Legislative  Branches   of                                                          
       government participate  in a shared  contract with  Microsoft                                                          
       to ensure the best possible government pricing.                                                                        
                                                                                                                              
       Mr. Banaszak said  that the IT  staff were well-prepared  and                                                          
       looked forward  to  taking on  this unprecedented  volume  of                                                          
       work during the interim.                                                                                               
                                                                                                                              
       SENATOR MICCICHE  thanked  Mr. Banaszak  and his  team for  a                                                          
       seamless  transition  back-and-forth;   that  he  has   great                                                          
       people  and  their  customer  service  is  unprecedented.  He                                                          
       noted he had  been operating with a  mobile work station  for                                                          
       over a decade and offered himself as a volunteer.                                                                      
                                                                                                                              
       CHAIR  KITO  noted  that   the  next  item  would  first   be                                                          
       discussed in  executive  session. He  said that  Council  had                                                          
       this room until  8:30am, and that if  they were not  finished                                                          
       by  that time,  the  meeting  would  continue  the  following                                                          
       morning beginning at 7am.                                                                                              
                                                                                                                              
       b. Stoel Rives Update                                                                                                
                                                                                                                              
       7:36:18 AM                                                                                                           
       VICE CHAIR  STEDMAN moved  that Legislative  Council go  into                                                          
       Executive Session  per Uniform  Rule 22(b)(1)  discussion  of                                                          
       matters, the  immediate knowledge  of  which would  adversely                                                          
       affect the  finances of  a government  unit. Any  Legislators                                                          
       not  on   Council  can  remain   in  the   room  along   with                                                          
       legislative  staff   that   work  for   Legislative   Council                                                          
       members. In  addition, the  following people can  be on  line                                                          
       or remain in the room:                                                                                                 
                                                                                                                              
       Pam Varni                                                                                                              
       Doug Gardner                                                                                                           
       Kevin Cuddy                                                                                                            
       Brian Meissner                                                                                                         
       Elisha Martin                                                                                                          
       Helen Phillips                                                                                                         
       Bree Wiley                                                                                                             
       Jodie McDonnell                                                                                                        
       Ben Manly                                                                                                              
                                                                                                                              
       Legislative Council went into executive session.                                                                       
                                                                                                                              
       8:18:34 AM                                                                                                           
       Legislative Council came out of executive session.                                                                     
                                                                                                                              
       CHAIR  KITO  said that  Council  was  still  engaged  in  the                                                          
       executive session  discussion so the  meeting would  continue                                                          
       tomorrow. He said  there would be  one motion before  Council                                                          
       recessed for the day.                                                                                                  
                                                                                                                              
       VICE CHAIR  STEDMAN moved  that Legislative  Council  approve                                                          
       $125,000 for the legal costs associated with Stoel Rives.                                                              
                                                                                                                              
       The motion passed without objection.                                                                                   
                                                                                                                              
       CHAIR KITO,  in  response  to a  question  by Representative                                                           
       Drummond   about   why   the   Benson   Building   renovation                                                          
       discussion was  being held  in executive  session, said  that                                                          
       Council needed  to have  a frank  and open  discussion  about                                                          
       the potential costs of renovating the building.                                                                        
                                                                                                                              
       8:20:22 AM                                                                                                           
       Legislative Council recessed.                                                                                            
                                                                                                                              
                              April 14, 2017                                                                                  
                                  7:00 AM                                                                                     
                                                                                                                              
       7:01:58 AM                                                                                                           
       CHAIR SAM  KITO reconvened  the Legislative  Council  meeting                                                          
       to order  at 7:00 a.m.  in Room  519 (House  Finance) of  the                                                          
       State  Capitol.   No  roll   was  taken.   Present  for   the                                                          
       continuation  of the  meeting  were  Representatives  Claman,                                                          
       Edgmon,   Guttenberg,   Millett,   Ortiz,   Stutes,   Eastman                                                          
       (alternate), and Kito;  Senators MacKinnon, Meyer,  Micciche,                                                          
       Stevens,  Giessel  (alternate),  and  Stedman.   Absent  were                                                          
       Representative  Drummond  (alternate)  and  Senators  Hoffman                                                          
       and Kelly.                                                                                                             
                                                                                                                              
III. OTHER COMMITTEE BUSINESS CONTINUED                                                                                     
       c. West Benson LIO                                                                                                   
                                                                                                                              
       7:03:47 AM                                                                                                           
       Legislative Council went into executive session.                                                                       
                                                                                                                              
       8:14:07 AM                                                                                                           
       Legislative Council came out of executive session.                                                                     
                                                                                                                              
       VICE CHAIR  STEDMAN moved  that Legislative  Council  approve                                                          
       $150,000  for  the  Phase  1  Construction  budget   to  move                                                          
       forward with  some work on  the fourth floor  wiring at  1500                                                          
       W. Benson Blvd from legislative capital funds.                                                                         
                                                                                                                              
       CHAIR KITO,  in response to  a request  for clarification  by                                                          
       Senator Micciche, said  that the goal  with the $150,000  was                                                          
       to  prepare the  fourth  floor  for  temporary  occupancy  by                                                          
       Legislators and staff for  the 2017 interim, so that  LAA has                                                          
       the ability to  start transitioning  offices from session  to                                                          
       district. The plan is to  continue to work on the  renovation                                                          
       component and have another meeting before session is over.                                                             
                                                                                                                              
       The motion passed without objection.                                                                                   
                                                                                                                              
       There  being  no  further  business  before  the   committee,                                                          
       Legislative Council adjourned at 8:20 a.m.                                                                             
                                                                                                                              
       8:17:46 AM                                                                                                           

Document Name Date/Time Subjects
Leg Council - Informational IT Interim 2017 Project Memo 3-23-17.pdf JLEC 4/12/2017 7:00:00 AM
LAA Anchorage - Phase 1 Budget_2017-04-10.pdf JLEC 4/12/2017 7:00:00 AM
170412 Agenda.pdf JLEC 4/12/2017 7:00:00 AM
Leg Council - Workstation Mobility-Committee Room Pilot 3-23-17.pdf JLEC 4/12/2017 7:00:00 AM
Phase 1 Budget - 1500 W Benson.pdf JLEC 4/12/2017 7:00:00 AM