Is Cloud Cybersecurity for MWRD Invoicing System a Concern?

Metropolitan Water Reclamation District Board Meeting - February 2, 2017  

Major Items Discussed:

• Report on request for an RFP for a 3-year contract to move the district’s cloud for the Real Estate Management and Invoicing System to a Microsoft cloud built for government agencies.  Several commissioners questioned the value and security of the new cloud framework due to recent concerns with cybersecurity. President Spyropoulos referenced recent news reports concerning hacking.  The item was removed from the consent agenda as more information was gathered and will be shared with the commissioners. (Agenda Item #17-0099)
• Authorization to execute change orders to decrease purchase orders or carry forward FY2016 encumbrances to FY2017.  Executive Director David St. Pierre explained that the request was to close out every purchase order at year end, most of which happen to be capital requests. The purpose is to clean up the purchase orders and free up funds to make money available for other projects. The item was approved. (Agenda Item #17-0059)
• Authorization to exercise the option to extend an agreement with Ace Coffee Bar, Inc. to provide vending machines at various locations for an additional 3 years.  A couple of commissioners questioned Executive Director David St. Pierre regarding this contract extension and the bidding process.  Ace Coffee Bar had been the only bidder 3 years ago to set up vending machines at the many MWRD sites. The contract offered a 3 year extension which was the purpose of this request.  There have been no complaints about the service of the vending machines, but some commissioners questioned whether any of the profits were shared with MWRD. It also was brought up that the machines are put in and no rent was paid to MWRD.  Ex Dir. St. Pierre explained that the company had to secure and service the vending machines and did so it numerous and distant locations for MWRD, some with only 1 or 2 employees in the location.  As the current contract expires May 31, 2017, it was decided to ask other government agencies how they handle this type of situation.  During public comments, George Blakemore complained that this vendor used electricity supplied by public money and a business should only expect what was agreed- in this case, a 3 year contract and should not expect an extension, even if it is part of the original agreement.

Other items of interest: 
I was very impressed with the professionalism and helpfulness of the security personnel at the MWRD. Additionally, both Jennifer Burns of the Office of Public Affairs and Commissioner Debra Shore came to me and introduced themselves. Jennifer Burns was very gracious in offering any help I might need.

Observer - Laura Davis                                                                                    Length of Meeting - 75 minutes