Information Technology Sub-Committee

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Committees for the 2022-2026 Term of Council

With the beginning of the new 2022-2026 Term of Council on November 15, 2022, City Council will consider the 2022-2026 Council Governance Review report at an upcoming meeting. As part of the report, Council is expected to approve many governance-related matters, including its committee structure, the process to establish membership, meeting schedules, among other business.

 Please note that once the committee structure and related matters are approved by City Council, the various Committee pages on ottawa.ca will be updated accordingly.

City Council meetings for the November and December 2022 timeframe will be published to the City’s agendas and minutes web portal when the dates are confirmed. Committee meetings will be added to the web portal once they are scheduled. 

Terms of Reference

Mandate

The Information Technology Sub-Committee (“IT Sub-Committee”) is a sub-committee of the Finance and Economic Development Committee. Its mandate is to advise the Finance and Economic Development Committee, other Standing Committees and Boards, City Council, and the Transit Commission on potential large-scale investments in information technology tools and the long-term planning of information technology priorities for the City of Ottawa.

The IT Sub-Committee has an ongoing mandate to investigate information technology products and services, including initiatives that stem from the Smart City Strategy to provide improved access to City services by the public, enhanced connectivity throughout the city, and an economy that is strengthened by leveraging available and emerging technologies and products.

Membership

Membership of the IT Sub-Committee shall consist of Members of City Council, approved by City Council. 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:
    1. Information Technology Services of the Innovative Client Services Department; and
    2. all other Departments/Services/Branches in the City of Ottawa having to do with matters pertaining to the responsibilities of the Sub-Committee, including the Innovation Client Services Department and its role in the development and improvements to Ottawa.ca.
  2. Provide advice, as necessary, to other Standing Committees, Boards, and the Transit Commission with respect to those projects, services or purchases with a significant information technology component or impact.
  3. Be responsible for making recommendations to other Standing Committees, Boards, Council and the Transit Commission with respect to policy and overall directions relating to the use of information technology tools.
  4. Seek opportunities to become informed of available new and leading-edge technologies, as well as identify opportunities to enhance existing technologies, including consulting with local industry, as well as other municipalities and levels of government.

Specific Responsibilities

  1. Be responsible for reviewing proposals for large-scale investments in information technology put forward by staff, including taking an active role in the initial vetting of proposed projects, and making recommendations to Committee/Boards and Council and the Transit Commission on which to fund. This may be done through the use of Committee sponsors.
  2. Be responsible for making recommendations to other Standing Committees/Boards and Council and the Transit Commission with respect to policy and projects directly related to information technology tools and services at the City of Ottawa, such as Ottawa.ca, 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 other Standing Committees/Boards and Council and the Transit Commission and provide direction regarding stakeholder consultations and future investment strategies.
  4. Review project proposals, including costs and return on investment, and make recommendations to other Standing Committees/Boards and Council and the Transit Commission, as appropriate, as part of the City’s annual budget process.
  5. Receive quarterly reports from Information Technology Services 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. 2019-8, being 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 the Sub-Committee’s 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 Sub-Committee. All Members of Council, and/ or their office staff, are permitted to attend meetings of the Sub-Committee.

A decision by the Information and Technology Sub-Committee shall be forwarded to the appropriate Standing Committee, Board, the Transit Commission and/or Council for consideration.

The Information and Technology Sub-Committee will report its budget deliberations directly to Council.

(Housekeeping revisions January 8, 2020)

Meetings, agendas and minutes

Meeting agendas, minutes and videos for City Council, its committees and select local boards can be accessed through the City’s agendas and minutes web portal

See using the City’s Agendas and minutes web portal for more information.

The following is available through the portal:

  • Meeting schedules
  • Agendas
  • Minutes
  • Meeting documentation
  • Live streams
  • Meeting recordings for meetings held on or after June 27, 2022

Live meeting streams and archived meeting videos continue to be available on the Ottawa City Council YouTube Channel. More information is available in the Watch or listen to Council and committee meetings article.

Meeting documentation from January 2001 to June 2012 can be accessed through the legacy agendas and minutes application.

If at any time you are unable to find a document or access the links above, please send an email to Committees@ottawa.ca.