SR-11-E (11)
CM:LCB:]al
City Council Meeting: July 12, 1983
Santa Monica,
Callfornla
i 0/- 003 ,- <0 c;..e'
JI-c
JUl 12 1963
TO:
Mayor and City Council
FROM:
Clty Staff
~
RE: proposed City Membership in Public Technology, Inc.
INTRODUCTION
This report prov1des more speclfic information at City
Council request on the $5,000 City membership proposed for
1983-84 in Public Technology, Inc.
BACKGROUND
During the budget study sessions, the Council requested more
specific information on this organization proposed for first-time
Clty membership.
PTI ~s a ten-year old non-profit organizatlon of over 120
local governments which provides outstanding technical assistance
in a wide variety of areas of concern to Santa Monica such as
fire services, energy conservation, transportation, solid waste,
telecommunications,
revenue
forecasting,
computers,
fleet
management and finance.
They also have a unique automated
network to provide information on cost-saving approaches to
solving local problems.
Approximately
20
percent
of
PTI members are local
Jurisdictions in California. Current Southern California members
include: Burbank, Costa Mesa, Inglewood, Long Beach, Los Angeles,
Montebello, Pasadena, San Diego, San Diego County, Santa Ana and
West Covina.
PTI assists in sponsoring Joint proJects to test
1
II-€
JUt 1 2 1983
and evaluate products and systems. PTI also provides training or
capacity bUllding workshops at no cost or substantial discounts
to members. This is in addition to publishing approximately 50
reports per year which are available at no cost to members.
Some examples of the specific types of information available
in report or workshop form from PTI lnclude:
-Maintaining the Existlng Infrastructure
-Updating Census Information for Local Government Use
-Public Works-Facilitating Street Repair and Maintenance
Decision-Making
-Using Cable Technology to Improve Municlpal Services
-Vehicle Fleet Management Information System (including
vehicle fuel usage, preventive maintenance, repairs, costs,
replacements)
-Flre Resource Management Package (assistance in determining
the best mix of manpower, equipment and stations to respond
to current and future development of a community).
-Park Maintenance Management System
-Solid Waste Collectlon Routing and Analysis System
-Microcomputer Utllization
-Life-Cycle Costing and Local Government Purchasing
-Energy Conservation and Cogeneration Opportun2ties for
Municipalities
-Revenue and Expenditure Forecasting/Municipal F1scal Indicators
-Improving Productivity and Decision-Making
through the use of Effectlveness Measures
2
The automated inquiry system, ANSWER, is also worthy of
comment. Member cities can access at no charge, over 100,000,000
information entries from over 200 data bases. Responses to
inquiries can be made ~n the form of:
-Summaries of significant completed research and
research in progress available in the United States.
-Abstracts of articles
-References to reports, Journals and books in print
-Case studies of new and experimental technology utilizat~on
-Identification of source documents
-Names, addresses and telephone numbers of expert
individuals and/or organizations.
Staff feels that membership in this national research and
technological information-sharing group would be of great benefit
in seeking ways to improve productivity and cost-effectiveness in
City operations. Having access to the experiences of other
agencies can result in both time and cost-savings to the City of
Santa Monica. A further advantage to City membership is to
enhance our working relationships wlth other agencies on issues
of mutual concern.
FISCAL IMPACT
Funds for this membership are included in the 1983-84
Non-Departmental budget.
RECOMMENDATION
Staff recommends approval of a one-year $5,000 membership in
Public Technology, Inc. with an evaluatlon of effectiveness and
3
further annual part~cipation to be conducted during preparation
of the 1984-85 budget.
Prepared by: Lynne C. Barrette
Deputy City Manager
Attachment
4
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A Message from PJ'l's
President
PTt was c~ealec 10 help local and
state goverrments Improve services
and cut costs throLJgl1 practical use 01
applied SCience and technology
ProgressIVe CJlles and counhes of all
Sizes, in all parts Of the United States,
have worked conl1nUOusly with PTI to
develop our rllghiy successful cooper.
atlve research development, and
technology transfer program lor local
governments
You can benefit now from completed,
thoroughly proven new or better meth-
ods, equipment, malenais, and
compuler-based systems for opera-
tions and management deCiSions
We can help you reduce costs and 1m.
prove services In many major lunc-
tlons Just a tew are ftre services. en-
ergy conservation, transportation,
, soha .' asta. productl\llly. hnance, com-
mUnHy and economic development.
telecommunrcatlons. and tleet
management
You can become a full partner with
your leading colleagues throughout
the country You can partlc;pate with
them In PTI's vigorous and growing
programs for solVing tough local gov-
ernment problems through applied
sCience and technOlogy
We invite you most cordially to JOin PTI
today to help shape a better tomorrow
~~~
John K Parker
PreSident
Public Technology, Inc
j
1
I
- Why Join PTI.?
Growing numbers Of cities and coun-
ties ,n t.'1e United States and Canada
are IOIr'lng PTl for these reasons
Membership Benefits
PTI membership puts a wealtn of prac.
tical ana 'T10ney-sdvlng :nformatlon at
your fIngertIps-Information :ha: helps
yeu solve probiems and make the best
possible deCISions PTI provloes Infor-
malion through-
. ANSWER'., an unllmlled free in-
qUiry service for members only It an-
swers your QuestIons with the help of
vlrtually all the Informat'on stored In
commercially available electroniC
knowledge bases-more than 200 of
them-plus the expertise of PTl's staff
and i<nowledgeable contacts You can
submIt vour queries to ANSWER'. by
teiepnone, U S mall, or electrOniC
mall
. 1echnlcal reports and how-Io
manuals on subjects of pnme Impor.
lance to ocr local government memo
bers-deslgnee to give you a continu-
ous stream of timely solutions to cur-
rent Issues All PTI pubilcatlons are
available to member locailtles at nO
charge
. Telephone consultation with
staff experts. As a member, you
have the eXClUSive PTl Staff Resource
List, which outs you In touch with sev-
eral dozen of our staff specialists 10
local government functions Many of
our staffers have experience both In
techmcal areas and 10 local govern.
ments, ensunng that they speak your
language
. Monthly newsletter and freQuent
adVisories The neWsletter, PubliC
Technoiogy News, IS deSigned to -et
you know about the latesltechnolo-
9185 and how they are being use': 'I 'l.
local governments
. Workshops and seminars for
managers and line offiCials of local
governments on tOPICS :n which mem-
bers have expressed mterest
The Chance to Save Money
PlI memoer CIties and counties cut
costs and Improve prOductiVIty With
tesled new methods and technlq:Jes
Introduced through PTl Just one of
our programs, the well-known Fire Sta-
tion Location Package, has saved mil-
lions of dollars for the more than 120
large and small localities that have
usee It Member savings from our hun-
dreds of other pas: and current pro-
grams alSO run weil Into the millions
Besides. PTI members enjoy Sizeable
discounts on those systems and ser-
vices not fully covered by the annual
membership fee For example, PTi
members receive a discount 01 $9.500
on our technical assistance pac,<age
for multi-year revenue and expend:lure
forecasting DIscounts like thiS can
more than Justify the cost of PTI
membership
An Opportunity to Influence
Research
PTI responds to ,ts me'l'bers' needs If
your City or county IS a member, you
can Influence the Direction of our reo
search development, and teChnology
transfer program If YOlo; have a tech.
nlcal or management problem. the
best way to ensure that PTI's experts
go to work on that problem IS to lOIn
PTI
PTt also has been recognized by
many Federai agenCies. research in-
stitutIOns, and corporatIons and foun-
dations as the only national organlza-
lIon devoted to solVIng the operatIonal
problems of local gOl/ernments By
-_j JOining, you can help de!ermrne the
dlfectlC'l of urban research on many
levels
Your membership fees help to support
the nation's largest program at Its
kind, dedicated to the proposition that
many localities have similar problems
that are susceptible to common solu-
tlons 11 you agree that such problems
as high energy costs and arson are
not unlque to your cIty or county, you
should be a sustaining member of PTI
-'
Networking Through PTI
Because many 01 your prOblems are
shared by your counterparts acwss
the land, you can benefit from the ex-
penence of other PT, members C ;,e:.. '\
and counties get In touch With each
other through PTI and learn frC1l each
other State-of-the-art electroniC [eeh-
nology now lets our members commu-
nIcate WIth each other and Wllh PTl
through computer terminals. as weli as
by telephone, mall, and meehngs
PTI also manages t~ree natlonai net-
works 01 local gOl/ernments the U~ban
Consortium tor Technology Initiatives
(fOT all CitIes o'Ver 500,000 In popuia-
tIOn and uroan counties), the Urban
teChnOlogy System {lor localities With
populatIOns between 50.000 and
SOD,DOD}, and the Commumty Technol-
ogy Initiatives Program (for smaller
JUriSdictions)
j
1
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'How PTI Works for
Members
PTI continuously assesses Its mem-
bers' neeas to determine wnat new
products, tect"Jnlques, 0' serVices
coulc solve urgent and wlOespreaa
problems facing loca! governments
PTI's Advisory CounCil on Research
and Technology Transter a panel of
offiCials from member governments,
gUides the establishment of program
prlontles
The !lrst slep In the problem-solving
process IS to determine whether an
eXisting product, system. Or other
technology could meet the neees of
members, perhaps with some
modifications
If this IS the case, PTI he~ps members
obtain and modify the technology ana
put It to use If no re'T1edy can be
ICUM. Pi\ worKS w1th memoers to tlnd
the resources necessary for aevelop-
ment o~ a r.ew prOduct or technology
In :ts 10 years of service ro local and
state governments. PTI has complied
a remarkable record of obtaining sup-
port from Federal government agen.
c:es foundations. and corporations for
Its city ana county R&D program Sup.
port has Inciuded not only fundmg
but aiso techn'ca\ resources and
assIstance
PTl's Job IS not finished when a
prOblem-solving technology has been
developed PTI helps locai gover:l-
ment members test new techno;og les
and then dIsseminates Information
about successful Innovations Thor- "'"
ougn documentation IS a hallmark of
PTI projects
Many completed and :n.progress PTI
protects are outhned In TM PTI Cata-
log, which IS sent regularly to mem-
bers and IS available on request How-
eve~, because of space limitations and
the fact the PTI carnes out a substan.
tlal amount of worK on members' be-
half WIthout pnntlng a formal report,
the Catalog represents only a portion
of the PTI expertIse available to City
and county members The PT/ Mem-
ber Handbook puts you In touch With
the full range Of PTl's capabIlities
An ANSWER'. for Members
Until PTI,ntroduced Its ANSWER'" 1("1-
qUifY service at the start of 1982, most
CIties and counties had no way to tap
Into the vast stores of available infor-
mation that COUld help them Improve
declslon.maklng and solve operational
prOblems
Now PTl members have access 10
over 100 million mformatlon entnes
through ANSWER'M The ANSWER..
sla:f selects only those Items that Will
be most useful to you
When appropriate, the ANSWER'.
specialists suppiement compulerlzed
knowleage Witt" the profeSSional €'<pe.
nence and expertIse of the PTi staff
Tney also car. turn to researchers and
practitioners throughout North Amer-
Ica and Europe. private-sector man-
agement and techmcal ieaders and
hundreds of research and develop-
ment centers to llnd the Inforl'1atlQn
you need
ANSWER'W '5 a vaiuabie resOcjrce ::
would cost your locai government
more than $70,000 a year to Maintain
a SimIlar electrOniC tnforrr:at;on sa:.
\lIce-plus an additional $4 lT1'II,o'i fO'
technlcai and research staff Ane
ANSWER'. helps you aVOId the U'l-
necessary use of conS;.i1tants
ANSWERTII lS available only ,0 PTi
members, at no additional cost i,:s
proof of PTI's unmatcheCl abill'Y to '8-
spond to members. needs
'The PTI R&D Process
The PTI R&D ProceS$ Links
Member Governments with
Federal and Private Sector
Resources
Local
G~nment.
and PTI
Oeflne
Needs, Set
Prlorilles
~- ;....r;; ....
PTI
RHMreh..
State of Art
anD Market
Potential
Fecleral, SllIle
and Local
Governl'l'Hlnts
Subscriber
Advisory
Council
v
LDcal
Governm8nla
and PTI Set
Research
Agencla
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Adaptlld
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l Field Tests
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: ~ >~ Il:o:t.I'-'~~~ ~.i:;~ :
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Transferability,
Disseminates
Informalion
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,
local
Governments
Adopt New
~~~~~~~:s ,. ~::.'
Costs, _
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Service l
;
Delivery, llr j
Head Off ~
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Increases 1
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New
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1
A PTI Sampler
!
J
1
J
1
i
I-iere are some examples of current re-
search and technical assIstance pro).
ects selected trom the more than 90
prOjects itsted 'n The PTl Catalog
Portable Data Entry Devlc:es-
Hanaheld devIces now can capture
data In the fleid, then transmit them
rapidly over telephone lines to central
computers Tt'ese devices may help
Cities and counties cut labor and en.
ergy costs, Imorove the validIty of
dala, and make f:eld operations more
reliable Meter reading, traffic sum-
mens .ssuance, and code compliance
activities are IUS, some of the functIons
where this tecnnalogy may be applica-
ble PTJ ~as made a preliminary study
of the potentia; benefits of portable
data entry deVices and IS WOrking wIth
member CllleS on vaned applications
af this technology
Energy Conservation in Wast..
water Treatment Plants-Waste-
water treatment requires a substantial
portion of local governments' energy
usage PTI Will produce a techmcal
gUide to energy conservation In this
field
Infrastructure Management and
Financ:lng-PTI IS working With The
Uroan Institute and several local gov.
ernments to Identify successful tech.
nlques for mamtammg and replaCing
vlorn-out capital laclhtles such as
s'reets, oncges, water mams, and
publiC bUildings The most oromlSlng
techniques w:1l be tested and made
available to other localities
Parking Management-Com-
prehenSive parkmg management car.
help cllles and counties reduce con.
gestlon, improve traffiC liows, and 'n-
crease revenues PTI provides on-Site
reviews and recommendations on
parkmg Improvements and also Will Jr-.
stall a microcomputer system for bet-
ter trackmg ana control of meter
revenues
Arson Prevention-In cooperation
With Aetna Life & Casually Insurance
company. PTI has developed, tested,
and published an Anti-Arson Re-
source & Action GUide for local gov-
ernments PTI also provides techmcal
assistance to localities In developing
comprehensive local anti-arson
programs
EMI5-81 (Equipment Management
Information System)-Vehlcle
fleets often are a malor expense of
local gOl/ernments, ana theIr costs
have nsen dramatically EMIS-81 IS a
computerlzea Information system that
can help cut fuel costs, Improve vehi-
cle prOductivity, and iead to better
maintenance at a lower cost A micro-
computer verSion of EMIS IS being
tested and Will be made available to
local governments In 1982
~
Flscal Forecasts-PTl offers the na-
tion s only progralT' of technical assist.
ance to local governments In multi-
yea' forecasting of revenues ana ex-
pend;tures Forecast:ng gIves
poilcy-makers the Information they
need to head oflluture deficits, control
the growth of e:>:.pendltures, and malO-
tam tax rates at the mlfllmum neces-
sary levels The PTI program helps
Cities and counties deSign and use
the,r own forecasting systems that
they can modify as needed
Low.C05t Alternatives to Conven-
tional Bus Servlce-Jeep cuts In
Federar aid for transportation are
squeezing many lacailtles PTI pro-
Vides Information about practlcai alter-
natives 10 flxed.roule bus serVIce,
Such as dlal-a-nde servIce lor off-peak
hours, vanpoollng, and shared-nde
taxIcabs These altematlves were ex-
pia:neo In a teleconference broadcast
to five metropohtan areas natIOnwide
In February 1982. and future telecon-
ferences on transIt tOpICS are planned
Measuring Neighborhood Change
-Newiy painted houses or !iowers In
WIndows are not always Signs of fun.
damental Changes In neighborhoOds,
recent research has found PTl ana-
lyzed a number of current sl:Jdles and
Will report on melT signifIcance to local
governments In a forthcoming gUide,
Yaros tickS fOf Assessrng Dlspiace.
men! and Neighborhood Change PTI
also offers lechnlcal assistance In
data collectlon and analYSIS
Methane From Landfills-Working
With the Energy Task Force 01 PTJ's Ur-
ban Consortium, ,he City 0: Baltimore,
Md , deveiopeci a comparatively Sim-
ple process lor determlnmg the feaSI-
bility of methane gas recovery from
lanahlls Methane can be used like
natural gas to heat publiC bUlidlngs, or
It can be sold for use by the prrvate
sector
Cable Television for Municipal
Operations-Local governments can
use cable teleVISIon technology 10
transmit data, poli CItIzens, recerve
smoke detector signals, and control
traffIC Signals-to name only a few
pOSSIble applications of thiS tectmol-
ogy PTI presents worKshops and sup-
plies leCllnlcal ass)stance to member
Cities and counties so that they can
begin to take advanrage of thIS evolv-
Ing potential
User Charges and Service Fees-
Many lOcalities are explormg ways 10
Increase revenues and limit demanos
for new serVices PTt has Investigated
state-of-the-art apphcatlons of user
fees and charges and oilers work-
shops to help local governments de.
Sign equitable and productive fee
Slructures
\.
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. Board of DirectoJ:s
Advisory Council on
Research and
Technology Transfer
1
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Mark E. Keane, Chairman
Executive Director
International City Managemen~
ASSOciation
Alan Beals
Executlve Director
National League of CllIes
The Honorable
J, Kenneth Blackwell
City Councl; Member
CinCinnati, Ohio
Robert L. Herchert
City Manager
Fort Worth, Texas
Edward A. Martin
City Manager
Corpus ChriStl. iexas
Donald F. Mcintyre
City Manager
Pasadena. California
The Honorable John Rousakls
Mayor
Savannah. Georgia
I
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PTl's Aovlsory CounCIL a panel of of II-
clals from Pi1 member governments.
advises the president and board of di-
rectors on program priorities and the
needs of member Junsdlctlons
Edward A, Martin. Charrman
City Manager
Corpus ChristI. Texas
The Honorable Norman S. Rice,
Vice Chairman
City Councli Member
Seattle. Washll'\gton
John Arnold
City Manager
Fort Collins, Colorado
The Honorable CharlN S.atley, Jr.
Mayor
Alexandna, Virginia
Larry Blick
Chalrman-Eieet, Community
TeChnOlogy 1000latlves Program
City Manager
Rockvllle. Maryland
The Honorable Helen G. Boosalis
Mayor
Lincoln, Nebraska
The Honorable Tony Byrne
Mayor
Natchez. MISSISSippi
The Honorable Joe DavIs
Mayor
Huntsville Alabama
The Honorable Alfred Del Vecr;:.hlo
Mayor
White Plams. New YorK
Louis Fox
Chairman, iJrban ConsortIum
City Manager
San AntonIo. Texas
Keith Fredericks
ChaIrman-Elect, Urban Technology
System
Townshl p Manager
" lower Menon, Pennsyivanla
~
The Honorable Janet Gray Hayes
Mayor
San Jose. Caltforrlla
The Honorable Mary Neuhauser
Mayor
Iowa City, Iowa
~rry Novak
City Manager
SpoKane. Washington
Thomas Z. Osborne
City Manager
Greensboro, !\Ionh Carolina
Orville W. Powell
City Manager
Gainesville. Florrcia
Larry Rice
CIty Manager
Highland Park, tHlnOIS
Fred L. Saruba'
. City Manager
Costa Mesa California
Merrett R. Stierheim
County Manager
Dace County, Flonda
Carol Whelan
DlreClor CitYWide ProductiVity
Program
New York City, New VorK
The Honorable Ted Wilson
Mayor
Sa'l LaKe C:ty, Utah
,.
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L-I..
~OV 1 2 19A5
Santa Monica, California
CM:LCB:KP:GJ:dvm
Council Meeting: November l2, 1985
/ {! /-- t't1 ~ -Ct/
TO:
Mayor and City Council
FROM:
City staff
SUBJECT:
Reorganization Study of Information Systems Department
(Data Procssing)
Introduction
This report requests City council authorization for staff to
study and make recommendations for reorganization of the
Information
Systems
Department
(Data
Processing)
and
reclassification of various positions therein.
Backqround
The City has been involved in a maj or upgrade of its computer
resources since December 1982.
This has involved both hardware
and software enhancements as well as re-structuring of staff
activities. As has been reported to Council periodically since
then, these changes have been pursued in a phased fashion.
During the 1985 - 86 budget hearings { Staff indicated that the
next area needing to be addressed was operations.
wi th three
main computer systems, several off-site operations and 300
on-line computer users, the city's automation network has become
very technically complex.
As staff has reviewed the situation during the first few months
of the fiscal year, it has become evident that the solution for
the organizational needs requires a more thorough analysis of the
Data Processing departmental structure.
This is consistent with
- 1 -
,,- I
P/DV 1 2 1985
.... ~... ..
the organizational analysis approach that has been undertaken in
recent years to address specific concerns in departments such as
General Services and Transportation.
The current departmental organization is a flat line, with all
functional aspects reporting to the Director.
staff bel ieves
that some separation of function is needed, with divisional
management reporting to the Director. This would be consistent
with the organization of other City departments.
Discussion
staff will survey industry trends, City and department needs and
the functional arrangement of existing staff, and report its
findings and recommendations to Council. In addition, staff will
analyze salary relationships both internally and externally to
determine the City'S competitive position in the marketplace for
the highly in-demand technical talents required.
staff anticipates no need for additional personnel in the
department.
Recommendation
staff requests Council authorization to proceed with the analysis
of
the
Information
Systems
Department
and
proposed
reorganization, and return with staff recommendations for council
action.
Prepared By: Lynne C. Barrette, Assistant city Manager
Ken Phillips, IS Director
Gordon Johnson, Personnel Director
(DPreorg)
- 2 -
CA.RMM rmdp
CIty CouncIl Meeting 2-26-85
I {/-- CO 3 -C; If
Santa MonIca, CalIfornIa
STAFF REPORT
8-D
FEB Z 6 198:
TO'
Mayor and CIty CouncIl
FROM.
City Attorney
SUBJECT:
OrdInance CreatIng Data ProcessIng
Department
In connectIon wLth the adoptIon of the 1984-85 Budget,
the CIty COLlnc1l establIshed a new Data ProcessIng Departmellt.
and dIrected the CIty Attorney to prepare the necessary
ordInance.
In response to thIS dIrectIon, the accompanYIng
ordInance has been prepared and 15 presented for CIty CouncIl
conSIderation
RECOMMENDATIO,N
It IS respectfully recommended that the accompanYIng
ordInance be Introduced for fIrst readIng.
PREPARED BY: Robert M. Myers} CIty Attorney
~-o
HB 2 6 1985
CA:RMM:rmdp
CIty CouncIl MeetIng 2-2b-85
Santa MonIca. California
ORDINANCE NUMBER
(CIty CouncIl SerIes}
AN ORDINANCE OF THE CITY COUNCIL OF THE
CITY OF SANTA MONICA ADDING SECTIONS
2236 AND 2237 TO THE SANTA MONICA
MUNICIPAL CODE TO CREATE THE DATA
PROCESSING DEPARTMENT
THE CITY COUNCIL OF TYE CITY OF SANT~ MONICA DOES ORDAIN
AS FOLLOWS'
SECTION 1.
SectIon 2236 IS added to the Santa MonIca
Munlclpal Code to read as follows'
SECTION 2236
Data Processlna
D~partment.
Pursuant to SectIon 702
of the CIty Charter, there IS hereby
created
a
department
In
CIty
govet'nment
known
as
the
Data
ProceSSIna Department
SECTION 2.
SectIon 2237 IS added to the Santa MonIca
MUhlClpal Code to read as follows'
SECTION 2237.
Department Head
and DutIes.
The Head of the Data
ProceSSIng Department shall be the
Director of InformatIon SerVIces, who
shall be appOInted by the CIty
Manager. The Director of InformatIon
1
SerVices
shall
coordInate
and
superVise all activitIes of the Data
ProcessIng Department.
SECTION 3
Any provIsIon of the Santa MonIca MuniCIpal
Code or appendIces thereto Inconslstent WIth the prOVIsIons of
thIS
ordinance. to the extent of such InconsIstencIes and no
fUt'ther.
IS hereby repealed or modified to that extent
necessary to affect the prOVIsIons of this ordInance.
SECTION 4
If any section, subsection, sentence, clause
or J:.'hrase of
thiS ordinance
IS for any reason held to be
Invalid or unconstitutional
by a deCISion of
any court of
competent
lurlsdIctIon.
such deCiSion shall
not affect the
validity of the remaInIng portions of the ordInance.
The City
CouncIl
hereby declares
that
it would have passed thIS
ordInance and each and every sectIon, subsectIon. sentence.
clause.
or phrase not declared
InvalId or unconstItutIonal
WIthout reaard to whether any portIon of the ordInance would
be subsequently declared invalId or unconstItutional.
SECTION
5.
The Mayor shall Sign and
the CIty Clerk
shall a~test to t~e passaoe of thiS ordInance
The CIty Clerk
sha 11
cause the
same to be published once In the offICIal
newspaper WithIn 15 days after
Its adoption.
The ordInance
shall become effectIve 30 days from its adoption.
APPROVED AS TO FORM:
~ \....-.. ~-
ROBERT M MYERS \J
City Attorney
2
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Santa MonicaJ California
CAlRMM:rmdpa
City Council Meeting 3-12-85
STAFF REPORT
/{;/-C03o/ fe,-F
MAR 1 2 i~o~
TO:
Mayor and City Council
FROM:
City Attorney
SUBJECT:
Ord1nance Creating Data Processing
Department
At Its meeting on February 26, 1985, the City Council
introduced for flrst reading an ordinance estab11shlng a new
Data Processlng Department. The ord1nance 1S now presented to
the City Council for adopt1on.
RECOMMENDATION
It is respectfully recommended that the accompanY1ng
ordinance be adopted.
PREPARED BY: Robert M. Myers, City Attorney
'-F
MAR 1 2 1985
CA:RHH:rmdpa
City Council Meeting 3-12-85
Santa Honica, California
ORDINANCE NUMBER 1332{CCS)
(City Council Series)
AN ORDINANCE OF THE CITY COUNCIL OF THE
CITY OF SANTA MONICA ADDING SECTIONS
2236 AND 2237 TO THE SANTA MONICA
MUNICIPAL CODE TO CREATE THE DATA
PROCESSING DEPARTMENT
THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES ORDAIN
AS FOLLOWS:
SECTION 1.
Section 2236 is added to the Santa Monica
Hunicipal Code to read as follows:
SECTION 2236.
Data Processinq
DeDartmen1(.
Pursuant to Section 702
of the City Charter, there is hereby
created
a
department
in
City
government
known
as
the
Data
Processing Department.
SECTION 2.
Section 2237 is added to the Santa Honica
Municipal Code to read as follows:
SECTION 2237.
Department He,d
and Duties.
The Head of the Data
Processing Department shall be the
Director of Information Services, who
shall
be
appointed
by the City
Manager.
The Director of Information
1
Services
shall
coordinate
and
supervise all activities of tHe Data
Processing Department.
SECTION 3. Any provision of the Santa Monica Municipal
Code or appendices thereto inconsistent with the provisions of
this ordinance, to the extent of such inconsistencies and no
further, is hereby repealed or modified to that extent
necessary to affect the provisions of this ordinance,
SECTION 4. If any section, subsection, sentence, clause
or phrase of this ordinance is for any reason held to be
invalid or unconstitutional by a decision of any court of
competent jurisdiction, such decision shall not affect the
validity of the remaining portions of the ordinance. The City
Council hereby declares that it would have passed this
ordinance and each and every section, subsection, sentence,
clause, or phrase not declared invalid or unconstitutional
without regard to whether any portion of the ordinance would
be subsequently declared invalid or unconstitutional.
SECTION S.
The Kayor shall sign and the City Clerk
shall attest to the passage of this ordinance. The City Clerk
shall cause the same to be published once in the official
newspaper within 15 days after its adoption. The ordinance
shall become effective 30 days from its adoption.
APPROVED AS TO FORM:
~ t-.. '--v----
ROBERT M. MYERS (j
City Attorney
2
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Adopted and approved this 12th day of March, 1985.
I hereby certify that the foregoing Ordinance No.
was duly and regularly introduced at a meeting of the City
Council on the 26th day of February 1985; that the said Ordinance
was thereafter duly adopted at a meeting of the City Council on
the 12th day of March 1985 by the following Council vote:
Ayes: Councilmembers: Conn, Edwards, Epstein, Jennlngs,
Katz, and Zane
Noes: Councilmembers: None
Abstain: Councilmembers: None
Absent: Councilmembers: Mayor Reed
ATTEST:
~ Yh. ~
City Clerk
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SfP - 8 1981
~
IS:KP
City Council Meeting:
Santa Monica, California
September 8, 1987
/ {/-- OC3- Ctj
TO: Mayor and City council
FROM: City Staff
SUBJECT: Recommendation to Donate Used Computer Equipment to
Santa Monica-Malibu Unified School District
INTRODUCTION
This report recommends a donation of used city computer equipment
to the Santa Monica-Malibu Unified School District. The
equipment was purchased prior to the development of the City's
office automation network, and does not perform the standard City
word processing or electronic mail functions. The School
District intends to use it for data entry functions.
BACKGROUND
Several months ago, the city replaced seven terminals and two
printers which could not function in the overall City word
processing and electronic mail network. After researching the
possibilities of selling the equipment to a broker and receiving
less than one cent on the dollar, other uses were explored.
Since the Santa Monica-Malibu Unified School District recently
purchased a central computer similar to that used by the city, it
became possible to assist them with certain computer-related
activities. Thus, donating this equipment which they could use
for student registration and counseling became a more viable
option.
(p-s
SEP - 8 1987
- 1 -
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BUDGET/FINANCIAL IMPACT
If this equipment was purchased by the School District from a
used computer equipment broker it would cost them approximately
$3,800. However, if the city sold it to a broker it would
receive a small fraction of that amount.
RECOMMENDATION
It is recommended that staff be authorized to donate the surplus
computer equipment to the Santa Monica-Malibu Unified School
District.
Prepared By: Ken Phillips, Director of Information Systems
- 2 -
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b-G
APR 1 1 1989
< ,
C/ED:PC:PB:SF:JWR
COUNCIL MEETING: April 11, 19B9
Santa Monica, California
TO:
Mayor and City Council
/()/- DO? - Otj
FROM:
city staff
" \
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SUBJECT: Recommendation to Authorize City Manager to Negotiate
and Execute Agreement for GIS Project Management
Services.
INTRODUCTION
This is a request for City council to authorize the city Manager
to negotiate and execute an agreement with an independent
consultant for project management services in the development and
implementation of a citywide Geographic Information System (GIS).
BACKGROUND
Consistent with a plan recently completed for the City to develop
and implement a citywide GIS System (i.e., automated mapping and
permi t tracking system), staff is recommending retention of an
independent consultant to provide proj ect management services.
The consultant I s responsibility will be to oversee the
development and implementation of a GIS system.
(See attached
scope of services.)
Due to the temporary nature of the GIS
Project Manager's responsibilities, it is appropriate that the
City hire an independent consultant as opposed to a permanent
staff person.
- 1 -
~~~
.
.
RECRUITMENT PROCESS
staff has recruited and selected a consultant for the GIS Project
Manager position through a well-publicized, competitive process.
Advertisements were placed in the Los Angeles Times and
Computerworld Magazine, and mailed to all Western Region members
of the Urban-Regional Information systems Association CURISA).
From a pool of approximately 50 potential consultants, twelve
semi-finalists were invited for a first round of interviews, and
three finalists among these were invited for a second round.
Staff was unanimous in its selection of the consultant, Richard
V. Armida, who has been instrumental in the implementation of a
GIS at the Southern California Association of Governments
(S.e.A.G.)
FISCAL EFFECTS
Funds are available in account number 01-720-266-000-904. It is
expected that fees for GIS project management services will not
exceed $15,000 during the remainder of this fiscal year.
Approximately $60,000 will be included in the FY 1989-90 budget
for these services.
RECOMMENDATION
It is respectfully recommended that the City Council authorize
the city Manager to negotiate and execute an agreement with
Richard V. Armida to provide GIS project management services.
Prepared by: Paul Berlant, Planning Director
Suzanne Frick, Principal Planner
John Read, Associate Planner
- 2 -
.
.
EXHIBIT A
SERVICES TO BE PROVIDED BY CONTRACTOR
Contractor shall be responsible for providing management
consulting services pertaining to the development and
implementation of a city-wide Geographic Information '~ystem
(IIGIS"), and shall report directly to the City's Director of
Community and Economic Development.
Contractor shall perform the following services in
fulfilling such management consultant functions:
1. Manage and administer permit tracking and GIS
development and operations;
\
2. Manage contracts and prepare the GIS work program and
budget with guidance from the GIS Advisory Committee and City's
Information Systems Department;
3. Prepare a detailed plan for implementation priorities
based upon user needs and an existing implementation plan;
4. Provide coordination and oversight of individual
departmental actions related to GIS development;
5. Promote the GIS among existing and potential users;
6. Motivate and guide staff in system development and
implementation;
- 9 -
.
.
7. Design and maintain standards related to data
management:
8. Identify outside database sources and prepare detailed
database requirements and design;
9. Develop GIS - related policies and procedures required
for management operations locations:
10. Analyze user requests and translate them into methods
and procedures for GIS development:
11. Take steps to assure data management and security.
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6-P
NOV 1 1986
CM:KEP:jkw(Spectrum)
City council Meeting 11/01/88
Santa Monica, California
TO:
Mayor and City Council
/ (/) / - ()C 3 - 0 C/-
/D) -- DC::: ~~ - 00
FROM:
City staff
SUBJECT: Request for Authorization to Lease/Purchase a
Hewlett-Packard Series 3000 Model 955 spectrum
Computer.
INTRODUCTION
This staff report requests authorization for the City
Manager to execute a lease/purchase agreement with the
Hewlett-Packard corporation for a Hewlett-Packard Series
3000 Model 955 computer to allow continued growth of
automation in the City.
BACKGROUND
In order to provide for continued growth of computer based
information systems, it is essential that the City acquire
additional computer hardware and software resources. Newly
developed software technologies and hardware architectures
which are compatible with existing systems operated by the
City are now available offering greater performance at
significantly reduced costs.
utilization of automated systems has outgrown current
computer resources and requires additional resources to
accommodate
scheduled
software
implementations
and
connection of more computer users.
Software systems
currently under development which will he supported by the
new equipment include the online accounting system, permit
(,-?
NOV 1 1988
City Council MeJlllg: December 14,
eM :LCB: jal
1982
.
Santa Mon1ca, Californ1a
TO:
Mayor and City Council
"1/ r /'~7----f:;;S-1
/ V; ~ v'(../ 5 ~-u /
DEe 1 4 1982
FROM: City Staff
RE: Status of Data Process1ng Assessment
INTRODUCTION
The purpose of th1S report 1S to provide an overview of our
efforts to date in assessing data processing capabilities and
needs 1n the City.
BACKGROUND
Durlng the 1982-83 budget study sessions, the Council
discussed the need for enhanced computer capabilities in the
City.
In the course of these discussions, it was lndicated that
the
newly-created
Management
Services
Division would be
responslble for evaluatlng data processing needs in the Clty and
recommending an action plan to the City Manager and C1ty Council
prlor to any request for flnal Council act10n on equipment
acqulsitlon. Over the past few months, a great deal of effort on
the part of many City staff members has gone into studYlng the
situat10n and deve10plng a recommended action plan.
The Ob]ectlves of thlS review as well as the framework for
our contlnued actlvities have been to:
1) Provide a better mechanism for plann1ng, priorltizing,
managing and controlllng the growth of data processing in Santa
Monica;
~~-/
DEe 1 4 1G82
2)
'Increas~understanding of computer 4Itpabilities among
users;
3} Increase understanding among users of each other's needs;
4) Make efficient use of computer resources;
5)
MMe
cost-effectlve
deClsions regardlng hardware,
software and personneli
6) Expand the City's use of Data Processing, lncluding an
lncreased awareness of what is possible;
7) Integrate systems;
8) Systematically assess our computer needs.
Perhaps the foremost findlng of thlS review has been that
the equipment decis10n 1S actually a rather small part of the
process and one that comes at the end. Prlor to that declslon,
an assessment of current computer capab1litles and uses as well
as a summary and analysis of user need priorit1es must be
undertaken. ThlS latter 1tem includes an analysis of growth
potential for the system.
As demands on departments for information record1ng and
retrieval have increased as well as their understanding of data
processing capabilities, the demands on data processing have
grown. At the present time, the system has reached lts capacity.
System overload and slow system responsiveness are everyday
occurrences.
PROPOSAL
.
.
The followlng recommended actions were developed with the
convlction that the decisions made over the next year regarding
data processing resources in the City are vltal to the
organizatlon's contlnued ablllty to provide a high quallty level
of serVlces and to respond to increased demands for improved
productivity and effective resource management.
1) Increase the degree of management lnvolvement in data
processing decision-making. Because of heavy demands on the new
Finance
Dlrector's
tlme
as
well as Management Services
responsibllitiy for manag1ng the computer upgrade project, the
Data Processing Division has been transferred to Management
SerVlces for the duration of the data processing development
process.
2) Retaln a consultant to
provde a technical assessment of
needs and priorities: and a
the
current operations:
unmet
timeframe and options the Clty may w1sh to conslder in upgradlng
the eXlsting computer equipment. The C1ty has never had a
comprehensive outside reVlew of data processlng and with an
lmpending expansion, such an obJect1ve evaluation would be most
beneflc1al.
3) While growth in terms of data processing demands has been
exponentlal in recent years and 1S llkely to increase, lncreases
in staff resources devoted to meet1ng those needs has not. Due
to the necessity for staff to attend to day-to-day operational
issues, they have not been able to devote needed time 1n the
areas of research, analys1s, planning and management 1nformat1on
Management
InfJllttion Systems Administrator ~Data Processing.
Th1S 1nd1vidual would have lead responsibility for the Divis10n.
There would be no net increase 1n divis10n employees as it is
felt
that
a vacant Data Entry Operator position can be
el1m1nated.
The position speclflcat10n will be reviewed by the Personnel
Board on December 13 and brought to the Council for consideration
on December 21.
4) Finally, continued 1nvolvement by staff members from all
departments in learning about,
plann1ng and evaluating data
process1ng progress is an important obJective.
CONCLUSION
A presentation on data processing will be made at the
December 14 City Council study session explor1ng some of the
lssues highlighted here in more depth. We will be happy to answer
further questions at that time.
Prepared by: Lynne C. Barrette
Deputy C1ty Manager
Attachments: Request for Proposal
Proposed Job Specif1cation for
Management Informat10n System Administrator
. CITY ~
SANTA MONICA
CALIFORI'\IA
OFFICE OF THE CIn MANAGER
395-6131
1685 Malll Street, Santa MOnIca. Cahl-orn.a 90401
Issued
December 10. 1982
REQUEST FOR PROPOSAL
ASSESSMENT OF DATA PROCESSI~G IN THE
CITY OF SANTA MONICA
Introduction
The City of Santa Mon1ca is request1ng proposals to: assist
in a review of its current data processing operations; perform an
assessment of unmet user needs;
and prepare time frames and
optlons the City may wish to consider ln upgrad~ng the existing
computer equipment.
Funds have been included in the 1982-83
budget for upgrade of the present computer.
Back9rou~d
The City of Santa Monlca has had a Hewlett Packard Series
III
computer
d1strlbuted throughout Clty facl1ities. It is estlmated that 14
since
1979 wlth approximately 50 terminals
of these terminals are used for word processing. All terminals
are connected to the computer by either local lines or through
external telecommun~cations equipment.
Examples
of
currently in operation lnclude:
Payroll/Personnel; Finance Budgetlng and Accoun~ing; Utilities
systems
B~lling (Water, Refuse, Sanitat1on); City Yards Fuel Usage; Clvic
Auditorium
Schedul~ng and Booking; Business Licenses; Rent
.
.
Control~ Parking Citations: Word Processing~ Police Infor~tion
Systemsr Assessor's and Census Bureau's AD-MATCH DIME f~les.
In addition to internal reporting, magnetic tapes and
printed reports are provided on a regular basis to various State
and private agencies.
There are a number of "desired ob]ect1-ves" included in the
current City budget pertain~ng to computer programm~ng
enhancements and development. These include development of a new
water billing system~ implementation of a legal projects
mana~ement system: and expansion of eXlsting Police and Rent
Control systems. Finally, there are numerous requests from
departments for data processing asslstance which have not been
scheduled.
Assessment of such prloritles 1-S w1-thin the scope of
th~s study.
Due to these lncreaslng demands, with the resultant stress
on the existing system, a preliminary recomrnendat1-on has been
made to acquire an HP 3000 Series 64 computer. Evaluation of
this proposal is also within the scope of the study.
Accompanying this proposal as background informatlon, please
find a copy of the adopted 1982-83 budget for the Data Processing
Div1-S1on.
Scope of Project
The City of Santa Mon1-ca wants to establish a wore
formalized and effectlve system to plan for and manage its data
processing resources. In order to accomplish this obJective,
several actions must occur:
2
.
.
1) Additional organizational management resources must be
assigned to this area. It is the City.s desire to have
close lnvolvement of and assistance provlded by the
Deputy City Manager in the des1gn and ~mplementation of
this proJect.
2) An assessment of the current Data Processing un~t,
1ncluding deployment of staffi effic~ency and
effectiveness of current hardware and software; status
of current projectsi d1scussion of capabilities and
potential and actual problems.
3) An assessment of unmet Data Processing needs 1n the
form of a user's survey. Suggested priorlties for
future program development and possibllities for data
base integration should emerge from this reV1ew. In
addltion, an assessment of the utllizatlon of currently
available information from data processing by user
departments should be made.
4) A scenario for hardware conf1guration, enhancements
and/or upgrades to meet future needs. Discussion of
microcomputers, word processing, and options for
retaining the existing computer should be prov1ded.
ThlS should include a time frame for acquisltion, as
well as suggestions for interim equipment and software
measures which would prevent significant overloads on
existing computer capablities.
3
.
.
Evaluation of,Proposals
Firms will be evaluated on the following basis:
a) Responsiveness of proposal to City needs - Reallstic
t~me schedule with key steps noted. Explanation of
analytical methods used.
b) Experience of proJect pr~ncipals ~n related types of
work.
c} References Proposals should include examples of
simllar projects with budget, time frame, prlncipals
assigned, agency contact l~sted.
d) Evidence of Affirmatlve Action efforts
e) EV1dence of adequate insurance coverage including
workers' compensation, bondlng and personal and
property liability
f) Description of firm including names of proposed proJect
princ1pals.
;i Utilization of existlng Clty staff in study process,
including but not limited to education of management
staff in local issues and concerns.
h) Clear explanation of resources desired from City to
assist consultant 1n conducting study.
i) Proposed fee
It is the City's desire that firms considered for this
proJect not be involved in the sale or lease of any computer
hardware or software.
Submission of Proposals
Proposals must be received by 5:00 p.m. on January 3, 1983.
They should be addressed to:
Lynne C. Barrette
Deputy City Manager
City of Santa Monica
1685 Ma~n Street
Santa Monica, CA 90401
395-6131
A bidder's conference will be held in the City Councll
Chambers on Friday, December 17 at 10:00 a.m. to answer questlons
about the request for proposal. It should be noted that any
questions arising subsequent to the bidder's conference should be
4
.
.
subm1tted in writing. Responses to any questions will be mailed
to all potential bidders.
Other
The City retains the r1ght not to award a contract for this
work. In addition, any contract entered into will be subject to
termination at any stage if in the Judgment 0= the C1ty, such
termination 15 in the best interest of the City. In the event
such decis10n is made, appropriate wrltten notlce would be given
befor' any termlnation and the consultant would be paid on a
pro-rata basis for work performed.
5
MANAJIIt~T INFORMATION SYSTEMS ADM~TRATOR
DEFINITION: Under adminlstrative direction, coordinates the efforts
of users and data processIng staff to establlsh, ma~ntain and improve
management lnformatlon systems.
TYPICAL DUTIES:
Meets wlth user groups and MIS consultants to deflne
management informatlon systems needs.
Determ~nes stafflng and equlpment needs for development
of management informatlon systems.
Coordinates the efforts of data processing staff and
consultants developing software to produce management lnformatlon.
Serves as technlcal advlsor to the data processlng
prlorltles committee,
Makes presentations to user groups, management and the Clty
Council on management lnfornatlon topics.
Selects, trains, evaluates and supervises staff dedlcated
to MIS development.
BASIC QUALIFICATIOKS:
MINIMUM STANDARDS: Applicant must be able to demonstrate
the followlng:
Knowledge of: techniques of Management Information System
development, needs analysis, systems analysls, and proJect
manage~entj state of the art equipment and software avallabl11ty,
Abllity to: work effectlvely wlth users and data processlng
staff; define and analyze MIS needs; establ1sh plans and pr~orltles
for MIS serV1Cej coordlnate the work of systems analysts and
consultants.
DESIRABLE TR~INING AND EXPERIENCE
Graduatlon from college wlth a bachelor's degree in
Informat1on Systems, Co~puter SClence, or Business Admlnistration.
E1ght years experlence in development of Management
Information Systems, 1ncluding two years in a management capacity.
SUPERVISION RECEIVED:
Works under admlnlstrative supervlsion
F1nance Director who outllnes scope of
work 1n progress and upon completlon.
of Deputy Clty Manager or
work, occaslonally reviews
SUPERVISION EXERCISED:
Exercises administrative supervlsion over subord~nates, maklng
detailed work assignnents, frequently rev1ew1ng work 1n progress and
carefully reviewing completed work.
,.
-.
.
.
It/-~C(5-Gt(-
PI:TEM:]al
Clty Counell Meetlng:
Santa Monlca, Callfornla
lo- r;
AlJG 1 0 1982
August 10, 1982
TO:
Mayor and Clty Councll
FROM:
Clty Staff
SUBJECT:
Recommendatlon to Approve Purchase of Data Processlng
Termlnal Hookup Board and Quik and QU1Z Programmlng
Asslstance Packages
Introductlon
The Clty'S Data Processlng Divlslon has endeavored to upgrade
the computer hardware and the productivlty of the programrnlng
staff. The purchase of a termlnal hookup board and QUlk and QU1Z
packages should further thlS goal.
Background
The Clty CounCll has dlrected staff to upgrade the current
computer hardware. As thlS maJor upgrade wlll take at least 6-8
months, a temporary addltlon of a termlnal hookup board for
$3,355 will make avallable a number of word processlng ports
for selected Clty departments, (speclflcally the Clty Attorney's
Offlce). It should be noted that the addltlon of more word
processlng termlnals wll1 lmpact response tlme but staff feels
thlS can be accommodated durlng thlS lnterlm perlod. The
programrnlng aSslstance packages (Qulk and QU1Z) wlll enable a
tlme savlngs In generatlng one-time computer reports and In the
development of new prOJects. These speclal packages also have
the advantages of supportlng the new pollce systems and non-
Data Processing staff may be tralned to perform slmp1e programmlng
wlth these tools. These packages will be useab1e after the
computer upgrade occurs.
(p-F
AUG 1 0 1982
.
.
Flsca1 Impact
The cost of the termlna1 hookup board wl11 be shared
between 01-700-274-000-801 ($1,700) and the Clty Attorney's
Offlce (01-100-231-000-231 $1,000, caplta1 savlngs ln 01-100-
231-000-801 $654.75).
The cost of the Quik and Quiz packages ($15,000) have
been budgeted In 01-700-274-000-801.
RecoIIlI:lendat.l.on
Staff respectfully recommends that the Clty Council approve
the purchase of the terminal hookup board and the QUlk and QU1Z
programmlng aSS.l.stance packages and adopt the attached Reso1ut.l.on
arnendlng the FY 1982-83 budget to facil.l.tate this purchase.
PREPARED BY: Thomas E. Morton
TEM : LCB : J al
-2-
.,
.
.
.....
RESOLUTION NO. 6537(CC5)
(City Council Series)
A RESOLUTION OF THE CfTY COUNCIL OF
THE CITY OF SANTA MONICA AMENDING
THE BUDGET FOR THE FISCAL YEAR 1982-83
WHEREAS, the City Council adopted the annual budget for the
fiscal year 1982-83 on June 22, 1982; and
WHEREAS, City Charter Section 1506 authorizes the City Council
to amend or supplement the budget by Motion adopted by affirmative votes
of at least five Council members;
NOW. THEREFORE. THE CITY COUNCIL OF THE CITY OF SANTA MONICA
DOES RESOLVE AS FOllOWS:
SECTION 1.
The budget for the fiscal year 1982-83 is hereby
amended as follows:
Current
Budget
Rev i sed
Budget
Increase
(Decrease)
Non-Assi~nable Costs (16,700)
Capital Outlay 50.000 33.300
Data Processinil 16.700 16,700
Capital Outlay -0-
City Attorney 268,277 267,277 (1 ,000)
Supplies & Expenses
Capital Outlay 3,900 4.900 1,000
Total Expenditure Increase -0-
.....
.
.
SECTION 2.
The City Clerk shall certify to the adoption of
this Resolution and henceforth and thereafter the same shall be in full
force and effect.
APPROVED AS TO FORM:
. ....
~~~-l~"'~ ~
........~~--
....
ROBERT M. MYERS
City Attorney
-2-
.
.
ADOPTED AND APPROVED THIS
10th
DAY
OF August
~ 1982.
MAYOR
I HEREBY CERTIFY THAT THE FOREGOING RESOLUTION
NO. 6537(CCS) _WAS DULY ADOPTED BY THE CITY COUNCIL OF THE
CITY OF SANTA MONICA pT A MEETING THEREOF HELD ON
_~ugust 10-
t 1982 BY THE FOLLOWING COUNCIL VOTE:
AYES:
COUNCILMEMBERS: Conn~ Edwards, Jennings~ Press, Reed,
Zane and Mayor Yannatta Goldway
NOES:
COUNCILMEMBERS: None
ABSENT:
COUNCILMEMBERS: None
ABSTAIN:
COUNCILMEMBERS: None
ATTEST:
:I ,/- c:-r: /) ,
~(./~~ ,/(- ~
ACTING ASSISTANt CITY CLERK
-'
.
· b-G
/0/- 6c- _'5-C',/ MAR 9 1982
CA:RMM:r
C1ty Counc1l Meeting 3-9-82
Santa Monica, California
STAFF REPORT
TO: Mayor and C1ty CounC1l
FROM: City Attorney
SUBJECT: Transfer of Funds for wordprocessing Equipment
The City Attorney's Off1ce has a need to expand both
its wordprocess1ng and data process1ng capabilit1es. Cur-
rently, the C1ty Attorney's Off1ce uses the wordprocess1ng
program of the City's computer through two v1deo display
term1nals and two pr1nters.
(In addition, the off1ce uti-
lizes a Lanier Wordprocessor, which is used primarily by the
C1 ty Attorney.)
At the present time, the City's computer is
used soley for wordprocess1ng; none of the records of the
C1ty Attorney's office are automated.
Wordprocessing is an important veh1cle to ach1eve
greater efficiency. In April, 1981, f1ve employees of the
office were trained 1n the use of the City's wordprocessing
system.
Today, 12 employees of the off1ce have received
training and are regularly using the wordprocessing system.
Obviously, th1s training has presented demands on the two
video d1splay term1nals used for 1nput.
6-€
MAR 9 1982
.
.
~
One of the budget goals for the C1ty Attorney's Office
is to develop automated records management systems for the
lit1gat1on of the off1ce. Currently, the Data Processing
Department IS 1n the initial stages of develop1ng the neces-
sary programm1ng. However, the Data process1ng Department
has informed us that a d1fferent type of v1deo display
terminal 1S required--one that has funct10n keys (ours do
not).
Therefore, we are seeking a transfer of funds w1th1n
the City Attorney's Budget to purchase three add1tional video
display terminals. The type of term1na1 to be acquired will
be the Hew1itt Packard 2622A. These un1ts w111 be suitable
both for data processing and wordprocessing, thereby
1ncreas1ng the office's capab111t1es in both areas.
RECOMMENDATION
It 1S respectfully recommended that the sum of $ 7,750
be transferred from Account 01-100-231-000-511 to Account
01-100-231-000-803. No additional appropriat1on is neces-
sary.
PREPARED BY: Robert M. Myers, C1ty Attorney
-2-
...
e
- I -
/O/-OD3-0t; J t::
Santa Monica~ Californla, July 18, 1977
tJUL ~ () /9/11
TO:
Mayor and Clty Councll
FROM:
SUBJECT:
City Data Processing
Computer Disc Drive Acquisltion
Introduction
This report has been prepared by staff to advise the Councl1 of the current
condltlon of City Data Processing equipment requirements.
Background
In January. 1977 the City Council authorized the purchase of new computer
programs for an improved financial and accounting system. On July, 1977 the
new system was operational as planned. When the orlginal Request for Proposal
(October, 1974) was written it was anticlpated that additional on-llne dJSC
storage would be requlred wlthin two to three years depending upon the number
and size of new systems developed.
Terminology
On-line Storage:
Data storage space lmmediate1y available to the computer.
For example, rotating disc storage.
Off-line Storage:
Data storage space WhlCh must be loaded to be available
to the computer. For example. magnetic tapes.
Problem Definitlon
Current Elty systems, inc1udlng new systems, now exceed present on-line storage
capacity. These include systems such as payroll, personnel, utility billing,
flre incldents reporting, and police parking & moving citatlons. In order to
II t:
,JU L 2 6 1971i
--
e
e
TO: Mayor and Council
-2-
July 18, 1977
processs all systems, some systems must be removed from on-line storage to
off-llne storage to allow other systems sufficient dlSC space to operate.
This swap must now be performed dally, and during a given week, to all current
systems. There are three serious consequences of this situatlon.
1. Clty systems are progressively being modified and new systems are
being designed to operate on-line contlnuously. For example, time
card corrections are now performed on-line and accounts ln the new
accounting system are examined by accountants on-line. This mode
permits Clty departments to access informatlon dlrect1y from a
computer terminal all day each day and thereby improves efficiency.
With some systems off-line sometimes, this capabillty is diminished
accordlng1y.
2. The daily movement of whole systems to and from disc and tape storage
mediums greatly increases the probability of human error in the manage-
ment of so many tape verSlons of each system, and thereby increases
substantially the probabillty of a major error.
3. Rolllng whole systems to and from dTsc and tape storage mediums reverts
the mode of operation of those systems back to batch processlng lnstead
of the more deSlreable real tlme processing intended for the new computer.
Analysis
Since the City lnstalled the new computer, numerous space consuming improvements
have been made to current systems and new systems have been implemented. All of
these changes have lncreased the use of disc storage space but have correspondlngly
elther (1) reduced manual processing or (2) reduced processlng time or (3) improved
~
e
e
To: Mayor and Councll
-3-
July 18, 1977
processlng accuracy or (4) increased information to City departments. Some
of these changes include:
- Llbrary clrculation system (automated)
- Fuel usage control system (automated)
- Police movlng citation audit control
- Police overtime analysls reports
- Personnel Equal Employment Opportunity Reports
- Water consumptlon analysis reports
- Transfer of numerous master flles (lnventory, encumbrance,
check reconciliatlon) from cards to disc.
Beyond these changes, however, the new financial and accounting system, has
requlred stl1l more dlSC space, exceeding that which is currently available.
New developments, such as the Council approved water bllling consumption controls,
the Federally mandated Urban Mass Transit Act (UMTA) Accounting System, the
automation of the Clty budget and other necessary or desireable computer
applicatlons wlll require stlll more disc capaclty.
Alternatlves
1. Continue to move systems to and from disc to tape as required.
advantage: no additional cost
disadvantage: increase errors, restrict new developments.
2. Acquire additlonal dlSC drive.
advantage: insure safety and permit new systems development.
dlsadvantage: one-time capital outlay.
"0 ~
L .
e
e
~
To: Mayor and Council
-4-
July 18, 1977
Costs
The C1ty currently has two disc drives Wh1Ch were purchased with the computer
for $40,000 -- $20,000 per drive. An ident1ca1 disc drive may now be purchased
from Hewlett-Packard for $8,500. The cost reduction occurs because computer
technology advances rapidly and Hewlett-Packard now markets a more expens1ve,
more modern disc drive. They are interested 1n clearing their inventory of
the older model drive. Though the latest model at $14,000 is much improved,
in the interests of economy the older dr1ve is the more prudent purchase.
Staff 15 unable to locate any other vendors who can supply comparable or
smaller disc drives which would be compatible with the City's Hewlett-Packard
computer. There is a firm which manufactures a 200,OOO~000 character dr1ve
Wh1Ch is compat1ble. This drive is four times the capac1ty of the recommended
dr1ve and costs $31,500.
Funds are currently available in F1nance. San1tary Sewers and Water Department
budgets, the divisions most d1rectly affected. and no further appropr1ation
will be requ1red. The account numbers and amounts are as follows:
San1tary Sewers
Water
Data Processing
Staff Recommendation
31-500-431-000-709
38-500-671-000-891
01-100-223-000-950
$3,500
$3,000
$2,000
That Council d1rect the City Manager to waive bids and acquire a Hewlett-Packard
30102A disc drive at a price not to exceed $8,500.
Prepared by: Edward A. Fraga
EAFjvb
ok -.-... ..
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To:
-5-
Mayor and Council
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