HomeMy WebLinkAboutAGENDA REPORT 2011 0720 CC REG ITEM 10M ITEM 10.M.
city Council iVieetino
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Jennifer Mellon, Administrative Services Manager
DATE: July 1, 2011 (CC meeting of July 20, 2011)
SUBJECT: Consider Resolution Amending the Fiscal Year 2011/12 (FY 11/12)
Budget Allocating Funds from the General Fund Reserve to the
Information Systems Expenditure Budget for a New Email Archiving/E-
Discovery Solution
BACKGROUND
As part of City Manager's budget message for FY 2011/12, it was recommended that
identified Information Systems projects be brought to the City Council for consideration of
funding from the General Fund Reserve rather than be included within the annual budget.
Staff is requesting that the City Council consider a budget amendment and allocation of
$15,000 from the General Fund to the Information Systems expenditure budget for the
Information Systems project identified in this report that, if approved, will occur in FY
2011/12.
The Information Systems identified project consists of a one-time estimated cost of
$15,000, which will be incurred for the implementation of the project and the initial
purchase of software, and first year's maintenance and technical support. Ongoing annual
software maintenance and technical support costs are estimated to be approximately 20%
of the initial software cost.
DISCUSSION
Staff is requesting consideration to implement a new Email Archiving/E-Discovery Solution
with an estimated initial cost of$15,000. After the first year following installation of the new
software, there will be an ongoing annual maintenance and technical support cost.
The City's current email archiving solution has proven ineffective and unreliable. Staff is
not confident that the current solution is capturing all desired email and the company is not
providing maintenance or technical support for their product. Staff is uncertain whether the
S:\Administrative servicesWl ASD\1Staff Reports\2011 Staff Reports\SR 11 0720 Consider I.S.Projects for FY 2011-12.doc 196
Honorable City Council
July 20, 2011
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current solution is functioning properly and that all email is being archived for a minimum
two-year period consistent with the legal retention period for correspondence, or that email
can be recovered in a way acceptable to the City.
Staff has investigated alternative software solutions and is estimating that the cost to
implement a new solution shall not exceed $15,000. If approved, Staff will request
competitive bids for alternate solutions and enter into an Agreement with the vendor that
provides the best solution for the City, with final language approval by the City Manager
and City Attorney.
FISCAL IMPACT
The approved FY 2011/12 Budget did not include funding for a new Email Archiving/E-
Discovery solution. If the item recommended in this report is approved, an aggregate
budget increase of $15,000 shall be required from the General Fund (1000).
Beginning in FY 2012/13, funding for maintenance costs would be requested and would
need to be budgeted in the Information Systems Fund (0100), which would continue in
subsequent years for the Email Archiving/E-Discovery solution.
STAFF RECOMMENDATION ROLL CALL VOTE
Adopt Resolution No. 2011- , amending the Fiscal Year 2011/12 budget allocating
funds from the General Fund Reserve to the Information Systems expenditure budget.
Attachment: Resolution
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Honorable City Council
July 20, 2011
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RESOLUTION NO. 2011-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2011/12 BUDGET TO ALLOCATE $15,000 FROM THE
GENERAL FUND (1000) FOR A NEW EMAIL ARCHIVING/E-
DISCOVERY SOLUTION
WHEREAS, on June 15, 2011, the City Council adopted the budget for Fiscal Year
2011/12;
WHEREAS, a staff report has been presented to said Council requesting a budget
amendment allocating $15,000 from the General Fund (1000) for a new Email Archiving
and E-Discovery Information Systems project; and
WHEREAS, Exhibit"A"hereof describes said budget amendment and the resulting
impact to the budget line item.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1.A budget amendment allocating$15,000 from the General Fund (1000)
to the Information Systems Expenditure budget, more particularly described in Exhibit"A"
attached hereto is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall
cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 20th day of July, 2011.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Attachment: Exhibit A — Budget Amendment
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July 20, 2011
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EXHIBIT A
BUDGET AMENDMENT FOR GENERAL FUND AND LIBRARY SERVICES FUND
FOR A NEW EMAIL ARCHIVING/E-DISCOVERY SOLUTION
FY 2011/12
FUND ALLOCATION FROM:
FUND TITLE FUND ACCOUNT NUMBER AMOUNT
General Fund 1000-5500 $15,000
Total $15,000
DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS:
BUDGET NUMBER ADOPTED REVISION ADJUSTED
1000.3120.0000.9103 $10,000 $15,000 $25,000
Total $10,000 $15,000 $25,000
Finance approval:
199