HomeMy WebLinkAboutAGENDA REPORT 1988 0420 CC REG ITEM 08HM ,
JOHN PATRICK LANE
Mayor
ELOISE BROWN
Mayor Pro Tern
JOHN GALLOWAY
Councilmember
CLINT HARPER, Ph.D.
Councilmember
BERNARDO M.PEREZ
Councilmember
MAUREEN W. WALL
City Clerk
TO:
FROM:
DATE:
MOORPARK
MEMORANDUM
The Honorable City Council
Maureen W. Wall, City Clerk
April 8, 1988
ITEM T.P.
STEVEN KUENY
City Manager
CHERYL J. KANE
City Attorney
PATRICK RICHARDS, A.I.C.P.
Director of
Community Development
R. DENNIS DELZEIT
City Engineer
JOHN V. GILLESPIE
Chief of Police
THOMAS P. GENOVESE
City Treasurer
SUBJECT: Possible procurement of legislative history software
Currently the City has no means by which to research Council actions other
than a time consuming physical review of the centralized file system, minute
books, resolutions and ordinances. A computer -aided search of these records
would be more comprehensive in that all of Council's previous actions on a
particular subject would be available in summary form. Additionally,
substantial staff time would be saved.
Due to its importance, legislative history software was identified in the
Computer System Proposal Report approved by your Council in February of
1987. The software identified at that time was "Team Mate" (at an estimated
cost of $5,000), which was the only program known to staff at that time.
This is the same software used by the City of Santa Paula, however it is not
specifically designed to track legislative history.
Since that time, staff has had an opportunity to investigate other software
packages which could accommodate a tracking system. One of the packages
investigated was the Munimetrix program which is very user friendly and will
occupy very little disk space on the system. This program was specifically
designed for legislative history tracking. It is estimated that six years
of legislative history would take approximately 3 megabytes, or 1% of the
current storage capacity of the computer system. Staff will have the
ability to track all action taken by the Council, as well as create a master
tickler file of the expiration dates for agreements, insurance policies,
annual reports, etc. This information will tie in with the centralized file
numbers for ease of locating hard copy information concerning a particular
topic.
Staff has contacted two cities (the Cities of Glendora and Covina) who have
implemented the Munimetrix software. Both have had the program in place for
over a year and report satisfaction with its capabilities. The City of Ojai
799 Moorpark Avenue Moorpark, California 93021 (805) 529 -6864
City Council
April 8, 1988
Page Two
has recently purchased the software, but has not begun keying in their
legislative history.
The cost of the software is $2,600. It is also recommended that the City
acquire the company's maintenance and support services at a cost of $420 per
year. These services will provide maintenance of the software as well as
updates to the program as they become available. Additionally, it affords
the City the opportunity to credit the purchase price of the software for
our current system against upgraded software, if the City chooses to upgrade
our computer system in the future. The company will also work with the City
to provide conversion software to allow the City to utilize legislative
history stored on our current system. No additional appropriation of funds
will be necessary, since funds were allocated to 117 -606 (Specialized
Equipment - Computer) in the amount of $21,700 during the 87/88 budget
process. Of that amount, $3,800 had been earmarked for Personnel /Payroll
software, which will not be purchased during this fiscal year.
STAFF RECOMMENDATION:
Authorize staff to purchase the Munimetrix software, along with the
maintenance and support services, at a cost not to exceed $3,020.
-A0 ; ::;'ARIL, CALIFORNIA
City Council Meeting
of__ 198.
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