City Council

~AD HOC REPORT~ Danbury Public Schools: Funding Request for Technology Expenses Wednesday, January 18, 2024 Chairman Britton called the meeting to order at 8:57 p.m. on Thursday, January 18, 2024. Present were Committee Members Holly Robinson and Elmer Palma. From the City were Joseph Mortilleti, Corporation Counsel Representative; Dan Garrick, Director of Finance; John Kleinhans, Asst. Director of Finance; Taylor O’Brien, Mayor’s Office; Kevin Walston, Superintendent of Public Schools; John Spang, Public Schools CFO; Gladys Cooper, BOE Chair. BOE Members: Al Almeida, Lisa Britton, and Michelle Coelho. Ex Officio Members present: Michael Coelho, Duane Perkins, Peter Buzaid, Irving Fox, Andrea Gartner, and Ben Chianese. Present from the public were Tom Brown, and 1 unidentified individual. Mr. Spang discussed the cyber security incident. The administration reported the incident to the Police Department, Federal Bureau of Investigations (FBI), and insurance agency. The expenses incurred were partially the insurance deductible ($100,000 deductible). Cyber security experts recommended the following: backing up the system, storing the information off-site, rebuilding a secure environment for all new equipment, additional storage capacity, licenses, software, and credit monitoring. He reviewed estimates and identified costs excluded from the insurance coverage. Member Palma requested more information regarding the $83,100, identified in the itemized attachment. Furthermore, he suggested the administration acquire a better insurance policy. Mr. Spang spoke on the challenges of insurance policy coverage. Today, many insurance companies do not cover any of the mentioned costs. Furthermore, he clarified the insurance policy with Member Robinson. Currently, the cyber security market is standardized; and the plan is to pursue insurance through CIRMA in the future. Member Robinson expressed concern regarding a three-year breach. Mr. Mortilletti advised the Committee to go into executive session to discuss the details of the cyber security incident. Mr. Spang confirmed that the software blocks access to certain websites. Furthermore, he assured the Committee that the administration will follow the cyber security expert’s recommendations to prevent another breach. Mr. Fox favors the request and suggested conducting an annual technology review. The BOE should hold the administration accountable for the security footprint and other technology issues. Mr. Spang stated that the existing policy costs the administration $35,000, annually. Mr. Chianese suggested utilizing one insurance company to manage both the City and administration systems to cut costs. Mr. Garrick explained how the City currently utilizes two different insurance companies to manage the two different systems. Mr. Perkins expressed concern regarding the existing insurance policy. The City is paying for a policy that did not provide any coverage for the incident. Furthermore, he asked if cloud-based storage is being used. Mr. Spang confirmed that the administration has transitioned towards cloud-based storage. Furthermore, he asked if the administration can apply for grant funding for technology improvements. Members Palma and Robinson requested that the administration shop around for a new insurance policy. Mr. Spang clarified the funding needs and timeline with Chairman Britton. These funds would reimburse the administration’s account that had funds to be used for planned technology upgrades in classrooms. A motion was made by Committee Member Robinson, seconded by Committee Member Palma, to recommend to the full City Council approval of the Board of Education’s Nov. 15, 2023 request for $202,274 to come from the Committed Fund Balance for Education Account, which shall be used for unanticipated technology expenses. Motion carried unanimously. Chairman Britton requested that the school’s administration have a representative from the Danbury Public Schools I.T. Department attend the City Council meeting to answer security questions to take place during Executive Session. A motion made by Committee Member Robinson, and seconded by Committee Member Palma, to adjourn. The motion carries unanimously. The meeting adjourned at 9:41 p.m. Respectfully submitted, Joseph Britton, Chair Holly Robinson Elmer Palma