HomeMy WebLinkAboutAGENDA REPORT 2011 0518 CC REG ITEM 10G ITEM 10.G.
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MOORPARK CITY COUNCIL
AGENDA REPORT .--_ ___
TO: Honorable City Council
FROM: Jennifer Mellon, Administrative Services Manage
DATE: May 12, 2011 (CC meeting of May 18, 2011)
SUBJECT: Consider Request for Authority to Transfer Funds and Approve an
Agreement to Proceed with a New Electronic Imaging and Management
Solution
BACKGROUND
In May 1992, City of Moorpark implemented Questys Electronic Imaging and Management
Solution for scanning and storing of City documents. The Questys solution is outdated and
has become inefficient due to the lack of features the system provides as well as a lack of
support from Questys. Staff has been actively working with Questys for the past year to
attempt to rectify some of the outstanding issues with the software; however, multiple
issues continue to be unresolved. One of staffs goals was to reorganize the file folders in
Questys so as to create a more user friendly organization as the City adapts to retention of
more electronic and fewer paper records. Another goal of the file folder reorganization
project was to eventually permit public access via the City's website to view certain
scanned legislative records, such as minutes and resolutions. The quote from Questys to
reorganize the folders was approximately $18,000, and this doesn't address other
outstanding problems staff is having with use of the software. Staff has completed
preliminary research and is confident that a migration to another software solution with
enhanced features and functionality can be successfully implemented for approximately
the same cost as the Questys file reorganization quote.
DISCUSSION
The City Clerk's division has funds already allocated for contract scanning services
($10,000) and for Phase 2 records reorganization for the Community Development
Department and Public Works ($15,000) in the budget for this Fiscal Year, which funds
have not been spent. Staff has determined that the outstanding issues with the Electronic
Imaging and Management Solution are more critical at this time than the above identified
and budgeted projects and is requesting to transfer $20,000 of the allocated funds
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Honorable City Council
May 18, 2011, Regular Meeting
Page 2
($10,000 from contract services in 1000-3100-9102 and $10,000 from the records
reorganization project in 1000-3100-9103) to a Electronic Imaging and Management
Solution (1000-3100-9103). Staff will proceed with obtaining quotations, and drafting an
agreement for a new Solution subject to final language approval by the City Manager and
City Attorney.
FISCAL IMPACT
This request is to transfer funds in the amount of$20,000 to proceed with a new Electronic
Imaging and Management Solution. This shall have no fiscal impact upon the adopted FY
2010-11 budget, if approved.
STAFF RECOMMENDATION
Authorize the City Manager to approve the transfer of$20,000 from the Fiscal Year 2010-
11 Budget, as described in this agenda report, and also approve and execute an
agreement to permit a migration to a new Electronic Imaging and Management Solution.
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