Information Technology
Fiscal Year End 2024-25
LONG TERM FINANCIAL POLICY
AUDIT SUBCOMMITTEE
OCTOBER 30, 2025
BRIAN TICKNER,
CHIEF INFORMATION OFFICER
VERONICA CONNER,
BUDGET & FINANCIAL ANALYSIS MANAGER
SCOTT WAGNER,
ACTING CHIEF FINANCIAL OFFICER
2 IT Department FY 2024-25 Spending
Category 2024-25
Budget
2024-25
Actuals
(Over) Under
Budget
Salaries & Benefits $6,224,063 $6,238,265 (14,202)
Services & Supplies 3,065,612 2,704,016 361,596
Other Expenses 7,692 183,198 (175,506)
Total $9,297,367 $9,125,479 171,888
*Not included above is $85,201 in encumbrances ($77K Services & Supplies. $7,692 in Fixed Assets Other). $171,888 - $85,201 = $86,687 remaining budget. $86,687 / $9,297,367 = .0093 (0.93%) of total budget expended. **For FY2024-25, the IT Budget represented approximately 2.06% of the overall City budget (not including CIP). 3 IT Services & Supplies Detail
Expenditure 2024-25 Actuals
*Professional Services/Other Outside Serv. $367,108
*Software and SaaS 1,874,561
Telecom (AT&T/Verizon Wireless) 178,034
Liability Insurance incl Auto 138,685
Operational Supplies 57,047
Other (Hardware/Software, Dues, etc..) 271,779
Total $2,887,214
*Details provided in the following slides as they make up 78% of total expenditures 4 IT Professional & Outside Services
Detail
Professional & Outside Serv. Exp. Description 2024-25 Actuals Comcast Business Communications LLC (Connectivity for Fire stations) $94,143 Gary D Nelson Associates Inc (temp agency staffing) 6,555 Government Consulting Partners Inc (IT Cost Allocation Plan consultant) 13,500 IK Consulting LLC (Accela consulting and support services) 1,522 Selectron Technologies Inc (IVR/Accela Cloud migration services) 5,000 Sonic.net LLC (Connectivity backup for CHA and public WiFi for CHS) 21,856 VertiGIS North America Ltd (GIS viewer migration to current platform) 12,240 Woolpert Inc (consultant managed by Water for Cityworks Asset Mgmt) 112,949 Protel Communications Inc (phone system support) 36,006 Digital Scepter Corporation (network and security services) 39,032 PlanetBids Inc (online procurement platform) 9,332
Accela Inc (Cloud migration services) 12,000
Police Substations (Internet connectivity setup for new substations) 2,972 Total Major Professional Services Expenses $367,108
5 IT Software and SaaS Detail
(Expenses > $35K)
Software and Saas Description 2024-25 Actuals
Dell Marketing LP (Microsoft – Office, Teams, Security, OS, Email, Azure) $664,577 Accela Inc (Permitting and Licensing; Accela CRM (MySantaRosa)) 200,816 ESRI Inc (GIS) 175,100
Governmentjobs.Com Inc (Neogov – HR) 150,672
CentralSquare Technologies LLC (Finance/HR/Payroll) 133,551 Granicus LLC (Legislative Management and Communications) 89,696 vCloud Tech Inc (Adobe – AdobeSign, Acrobat Pro, Creative Cloud) 76,242 Carahsoft Technology Corp (Zoom Licenses) 51,965
PermitRocket Software LLC (Digital Plan Review / Permitting) 46,050 Selectron Technologies Inc (IVR – Permitting and Water Billing) 35,165 Total Major Software and SaaS Expenses $1,623,834
6 IT Department FY 2025-26 FTE Count
JOB TITLE FTE COUNT
CHIEF INFORMATION OFFICER 1.00
DEP DIR INFORMATION TECHNOLOGY 1.00
GIS ANALYST 2.00
GIS COORDINATOR 1.00
INFO TECH TECHNICIAN 5.00
IT CYBERSECURITY MANAGER 1.00
IT SUPERVISOR 2.00
IT SUPPORT SPECIALIST 1.00
MEDIA SERVICES TECH 1.00
NETWORK SYSTEMS ANALYST 4.00
PROGRAMMER ANALYST 4.00
SENIOR PROGRAMMER/ANALYST 1.00
SR INFO TECHNOLOGY TECH 3.00
TECHNOLOGY APPLICATION SPEC 6.00
Grand Total 33.00
APPLICATION SERVICES (15.0 FTE)IT OPERATIONS AND CUSTOMER SUPPORT (14.0 FTE) Information Technology
GIS and Website Services
4.0 FTE
TECH APPLICATION SPECIALIST
1.0 FTE William Tomlinson (1Sol)
1.0 FTE Ellen Skromme (1Sol)
1.0 FTE Kathy Fisher (CIS)
1.0 FTE Jackie Reese (Accela)
1.0 FTE Alondra Gutting (Fire)
1.0 FTE Kaiya Kramer (Accela)
SR PROGRAMMER / ANALYST
1.0 FTE John Roush
IT SUPERVISOR – ENTERPRISE
SOFTWARE
1.0 FTE Kiran Shah
PROGRAMMER /
ANALYST
1.0 FTE Jake Bayless
GIS COORDINATOR
1.0 FTE Matt Stull
GIS ANALYST
1.0 FTE Mike Hargreaves
1.0 FTE Chris Greene
PROGRAMMER / ANALYST
1.0 FTE Mark Maria
1.0 FTE Debbie Bird
1.0 FTE Shawn Moore
I.T. Operations
7.0 FTE
NETWORK SYSTEMS ANALYST
1.0 FTE Brian Hovland
1.0 FTE Bo Brown
1.0 FTE Ravenna Wolfe
1.0 FTE Bryan Rollo
IT SUPERVISOR – CUSTOMER SUPPORT
1.0 FTE Brian Kilkenny
IT TECHNICIAN - FIELD
1.0 FTE Zach Freeman
1.0 FTE Eric Ballinger
1.0 FTE Sean McClelland
IT TECHNICIAN – HELPDESK
1.0 FTE Chan Sopheap
Customer Support
7.0 FTE*
SENIOR IT TECHNICIAN
1.0 FTE Chad Dunbar
1.0 FTE Joseph Peloquin
Enterprise Software
7.0 FTE
Software Development
4.0 FTE
MEDIA SERVICES TECHNICIAN
1.0 FTE Bryson McNally (LTD)
CHIEF INFORMATION OFFICER
1.0 FTE Brian Tickner
IT SUPPORT SPECIALIST
1.0 FTE Tara Norman
IT DEPUTY DIRECTOR
1.0 FTE Ari Piotrkowski
* An additional 3 part-time Temp staff employees assist with video / audio recording and streaming of City Council and other pub lic meetings.
IT TECHNICIAN – PC
REPLACEMENT
1.0 FTE Sean Bressie
Current Org
Structure –
As of Oct 2025
33.0 FTE
CYBERSECURITY MANAGER
1.0 FTE Elia Cohen
SENIOR IT TECHNICIAN
1.0 FTE VACANT/FROZEN
7 IT Strategic Plan Summary
Goals and Strategies
Partner with internal
departments and the
community to deploy reliable
data-driven technologies that
provide efficiencies and
innovation of City services
Optimize technology and
services relating to
cybersecurity, site security,
and resilience against major
disasters
Improve and refine tools and
processes to support the on-
going needs of a digital, hybrid
workforce and community
including public participation
and collaboration
Support, maintain, update,
and enhance existing systems
and technologies required for
daily citywide operations
Address staffing, policy, and
process-related needs within
the department and citywide
Improve the IT environment
through the maturation of IT
governance and
accountability
Digital Services (1-4) Security (1,2,4) Hybrid Services (2,4) Support and Maintenance (1,2) People and Process (2,4) Governance and Accountability (1,2) Summary
• Achieve and Maintain Fiscal Stability and Budgeting Excellence • Invest in the Development and Maintenance of the City’s Infrastructure • Promote Citywide Economic Development
• Foster a Safe, Healthy, and Inclusive Community
• Plan for and Encourage Housing for All and Reduce Homelessness 1 2
3 4
City Council Goals:INFORMATON TECHNOLOGY
STRATEGIC PLAN 2022-2025
Summary
5 8
9 Telephony &
Communications
End User
Computing
Infrastructure &
Data Center
Network &
Connectivity
IT Strategic
Planning
Helpdesk &
Technical Support
Cybersecurity
Technology
Lifecycle
Management
Core IT Services
Core IT
10 End User Computing Telephony & Unified
Communications Infrastructure & Data Center Network & Connectivity Devices
Desktops: 841*
Laptops: 439*
Tablets: 320*
Mobile Phones: 729*
Printers: 241*
Peripherals: 7,200+*
Virtual Desktop/Thin Clients
Thin clients: 109*
User Software
2,000+ Unique Applications
* Indicates technology lifecycle applies
VoIP Systems and Endpoints
Phones/Extensions: 1,347*
Voicemail Boxes: 1,200
Appliances: 39*
PBX, Trunking, and Call Routing
SIP Trunks: 200
Auto Attendants: 224
Hunt/Work Groups: 79
Bridged Call Appearances: 41
Route Points: 146
Contact Center
Agents: 35; Supvrs 14; Svcs 6
Mobile / Fixed Line Telecom Svcs
Mobile Lines: 1,139
POTS Lines: 268
Circuits: 131
Servers
Physical: 36*
Virtual: 290
Storage
SAN Systems: 2*
NAS Systems: 18*
Total Storage in PB: 1.45
Cloud Infrastucture
Cloud Storage: 72TB
Cloud Apps: 304
Backup and Disaster Recovery
Servers Protected Offsite: 25
Databases protected: 330
Network Hardware
Switches: 125*
Firewalls: 18*
WIFI Access Points: 204*
Internet and Intranet Services
Internet Connections: 2
Metro-WAN Connections: 23
Dark Fiber: 13
Satellite: 3
VPN and Remote Access
VPN users: 715
Remote Access Servers: 28
11 Information
Technology
Lifecycle
Planning
Purchasing
Deployment
Maintenance
Replacement
Retiring
12 $1,007,000
$222k $210k
$338k
$471k
$111k
$144k
$44k $42k $68k $73k
$16k
$70k
$0k $30k $30k $55k
$15k
$0k
$200k
$400k
$600k
$800k
$1,000k
$1,200k
Network Switches Storage Area Network Virtual Servers Firewalls Security Cameras Phones Technology Replacement – FY25-26 Projected Budget
Total Replacement Cost Annualized Required Annualized Actual 13 IT Services
Identify
Analyze
Prioritize
Evaluate
Track
Treat
Monitor
Detect Respond Recover Improve
Users
ApplicationsDevices
Network
Data &
Operations
Data & Operations
Assets
Cybersecurity Risk
Incident Response
Threats
• Phishing
• Malware
• Ransomware
• Denial of Service
• Advanced Persistent
• Nation-State
• Insiders
• Industrial Control
System
Cybersecurity Lifecycle
What is IT at the City of Santa Rosa?
Used by 1 or 2 Depts Used by 3 or More DeptsPublic Facing Core IT InfrastructureNew, in Progress Projects FY25-26
Public Online Information and Services (www.srcity.org) 311/Non-emergency
Reporting &
Tracking
Online Payments Permitting and
Inspections
City Government,
News & Alerts Housing Assistance
Activity Registration,
PRA’s and Other
Online Services
Maps and
Geospatial
Information
Research and
Apply for Jobs
NEW
Artificial Intelligence
(All)
Business Concierge
(PED)
eDiscovery
(CC, All)
Trash Compliance
(Stormwater)
Web ADA
Compliance (All)
Coordinated Entry
(HCS)
Parking Recon
(Parking)
SB 707 (Council/All)
Cybersecurity
Hardening (All)
REPLACEMENT
Windows 11 (All)
Phone System (All)
Occupancy Health
Inspections &
Tracking (Fire)
Bid Management
(Finance/All)
MySR/311 System
(All)
Network Switches
(All)
Tech Stack R&D (IT)
PROJECTS
Online Bus Store
Transit Consignments
o Fare Collection
o Automated Vehicle Location
Transportation Mgmt
o Parking Citations
o Adjudication Mgmt
o Lot Permits
o Residential Pkg Permits
o Red Bags
o Commercial Loading
o Parking Garage Passes
o Pay On Foot
o Parking Mobile Apps
o Parking Meters
Finance Journaling
Parking Mgmt o Program Mgmt
o Class/Activity Registration
o Point of Sale
o Membership
o Facility/Equip Rental/Mgmt
Instructor Payments
Journal Entry Mgmt
Recreation Mgmt
o Cust Info System (CIS)
o Web Payment Portal
Route Read Planner
Check Image Upload
High Use List Generator
o Outbound IVR Calls
o IVR Payment
Pay Near Me Importer
Cust Acct Converter
o Remittance Processor
o Auto Meter Infrastructure
Electronic Read Opt Out
o Water Use Mgmt
o Water Conservation
Water/Sewer Cap Analysis
Water Billing / CIS
Desktop Hardware Orders
ART Mobile
Job Schedule Viewer
Job Auto Print
o Source Code Management
App/Report Menuing
User Management
o Web Filtering
o On-call Alerting & Routing
o Backup/Cloud
o Mobile Device Management
o Electronic Card Access
Information Mgt System
o Video Surveillance & Storage
IT Management Tools
Periodic Journals
Budget Carryover
Revenue Mailrm Receipts
Periodic Invoices
o Business Tax
CIP Funding Allocation
DATA.Acctg Queue Mgr
o Bid Management
Electronic Invoices
PG&E Invoice Processor
USBank Invoice Processor
AT&T CalNet 3
Verizon Invoices
Online Payments
Cannabis Reg/Pymt
Finance Mgmt Tools
o Industrial Waste Mgmt
o Environ Compliance
o SCADA Networks
LID Compliance
SW: Critical Sources
Measurement Readings
o Backflow
o Lab Sample Mgmt
Stormwater Billing
Industrial Waste Billing
Surcharge Billing
Reclamation Billing
Drought Calculator
Water-specific Mgmt
o Parts Inventory Mgmt
o Fleet Work Orders
o Preventative Maintenance
o Replacement Fund
o Vehicle Inventory Mgmt
o Mobile Work Mgmt
Parts, Labor, Invoice Billing
o Fuel Management
Fleet Mgmt
Weed Abatement
Weed Abatement Mobile
o Fire Record Mgmt (RMS)
o Staff Scheduling
Fire Permit Billing System
o Occupancy Health Insp
Vegetation Management
Fire Records Mgmt
Section 8 Mgmt
S8 Landlord Payments
Inspection Mgmt
Mobile Inspections
Loan Portfolio Mgmt
Online Waitlist Reg
Encampments Mgt
Housing & Homelessness
o Police Records Mgmt
o Computer Aided Dispatch
o Court Case Mgmt
o Subpoenas Mgmt
o Police Reports
Online Police Rotations
o Staff Scheduling
o Police Alarms
o Real Time Crime Center
o Training Tracking
Police Mgmt
CIP Database
CIP Tools
o Project Server
Equip Rental Journals
o Traffic Control Mgmt
Public Works Mgmt
Reporting, Dashboards, Analytics, Legacy Data
PowerBI, SSRS, CDD, Data Analytics & Metrics
o Agenda & Meeting Mgmt
o Report and Resolution Mgmt
o Meeting Minutes
o Meeting Video Archives
o Electronic Meeting Voting
o Online Public Meeting Platform
o Public Meeting A/V Broadcast
o Public Meeting Streaming
o Language Translation
o Closed Captioning
Legislative Management
o Records Archive
o Records Control
o Records Disposition
o Records Destruction
o Digitizing Hardcopy Docs
o Metadata Tagging Docs
Record Box Retention
Records Mgmt
o Maps
o Parcels & Address Mgmt
o Custom Layers
o City Assets
o Geospatial Info
o Aerial Images
o GIS Portal Tools
o GIS API for Interfaces
Assessor’s Parcels Mgmt
Geospatial Info (GIS)
Collaboration Portal
o Intranet
o Docs/Records Storage
o Collaboration & W/F
o Online Meetings
o Real-time Chat
Service Requests
Permissions Requests
IT Project Requests
Software Orders Reqs
Internal Req Mgmt
Black = 3rd Party Developed (135); Brown = Developed In-House (83) Check-In App
FEMA 214 Entry/Recon
o Windshield Assessment
EOC Issue Tracking
o Notifications Mgmt
Workbench
o Recovery Web Portal
Weather Portal
Meeting Room Tech
Video Content Creation
EOC & Misco General/Job Ledger
o Purchasing & Contracts
o Accounts Payable
o Accounts Receivable
o Stores Inventory
o Fixed Assets Accounting
Fixed Assets Inv Tracking
o Budget Tracking/Mgmt
Budget Planning
o Vendor Mgmt
Cash Receipting
Cash Journals
Stores Mobile Issues
Core Financials Mgmt o Payroll
o Personnel Admin
o Benefits Management
Personnel Action Forms
Time Keeping
TimeCard Admin
o Position Control
o Position Budgeting
o Training
Time-Off Request
o Applicant Tracking
o Recruiting
Employee Info Intgr
Injury Rptg & Tracking
Personnel Mgmt
o Permit Management
o Plan Review Workflow Aprv
o Digital Plan Review
o Planning Applications
o Special Events
o Code Enforcement
o Inspection Mgmt
o Solar Auto-Issue Permits
Permit Status & History Search
Parcel Search
o Inspection Sched IVR & SMS
Drawings File Mgmt
o Permit Public Portal
o Mobile Code Inspections
o Mobile Bldg Inspections
o Customer Appointments
Real Properties
Vacant Lots Insp & Tracking
Land Use Mgmt/Permitting
o Citizen Relationship Mgt
o Work Requests
o Communications / Updates
311/CRM Backoffice
o Asset Tracking
o Asset Lifecycle Mgmt
o Work Orders
o Service Requests
o Preventative Maint
o Mobile Tools
Ent Asset Mgmt
15 16
The Dynamics of IT Services and Impacts to Budget
17 Total Tickets Opened by Year, by Department
*As of 10/26/2025
*
18 FY 25-26 IT Budget, by Expenditure Area: $11,538,854 FY 25-26 IT Budget, by Program: $11,538,854
19 Recent Budget Reduction Highlights
Extended PC replacement cycle from 5 to 6 years and laptops/tablets from 3 to 4 years, saving $81,889 (additional maintenance TBD).
Reduced Zoom licenses with targeted 33% reduction for FY25-26 (150 to 100 licenses), saving $17,125 annually.
Cancelled 24 AT&T POTS lines, saving $12,000 annually. Removed 21 unused Bluebeam licenses, saving $5,700 annually. Switched to lower – cost PC/laptop models, saving $100 per devise. Reduced IT vehicles from 3 to 2, saving $6,000 annually plus repair/service costs. Worked with departments to reduce duplicate or unnecessary devices per employee. Reissued returned iPhones, saving $250 per phone (approximately $44K savings to date). Cancelled cellular service on 32 unused iPads, saving $14,592 annually. Replaced SurveyMonkey with Microsoft Forms, saving $5,500 annually. Identified AT&T mis-billings; pursuing $35,750 in refunds. Switched to flat-rate Azure storage, saving $32,000 over 3 years. Audited and removed unused Adobe Pro licenses, saving $9,800 to date.
20 Department IT Costs PC
Replacement
Total IT Costs FY24-25 Dept
Budget
% of Dept Budget
for IT CAP
CIP
City Attorney's Office $100,612 $12,454 $113,066 $4,328,229 2.61% City Council 142,033 1,603 143,636 1,557,693 9.22%
City Manager's Office 150,963 10,062 161,025 3,390,185 4.75% CIRO 76,016 5,232 81,248 1,999,064 4.06%
Finance (and Parking) 924,182 37,112 961,294 17,156,949 5.60% Fire 1,021,342 77,836 1,099,178 63,889,094 1.72% 511,631 HCS + Housing Authority 316,851 22,273 339,124 55,401,933 0.61% Human Resources 194,382 20,444 214,826 4,716,153 4.56%
Information Technology 32,545 32,545
Planning and Economic Development 1,362,530 73,354 1,435,884 20,309,407 7.07% Police 921,929 93,319 1,015,248 85,222,100 1.19%
Recreation and Parks 588,242 54,300 642,542 30,966,294 2.07% 6,400,936 Transportation and Public Works 1,261,315 142,698 1,404,013 63,976,347 2.19% 18,795,284 Water 2,597,970 216,649 2,814,619 159,569,370 1.76% 24,886,339 Non-Departmental (3,725,938)
Totals $9,658,367 $799,881 $10,458,248 $508,756,880 2.06%* $50,594,190 Less: CIP -50,594,190
$458,162,690 2.28%
*Average IT Spend Compared to Overall Budget at California Cities: 2.0% - 4.0% IT Cost Allocation Plan Costs, by Dept
Questions?
21 Key Trends Impacting Future IT Budgets
22