04/25/1988 CONF MTG - 50224
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CITY OF FRIDLEY
CONFERFNCE MEETING
- APRIL 25, 1988
7:30 P.M.
l. Discussion of Civic Center Remodeling and Expansion
2. Discussion of MIS Computer StudY
3. Discussion of Geographic Information SYstem
4, Update on University Avenue Corritlor
5. niscussion of 57th Avenue & University Avenue Development
6, Discussion of Moore Lake Impro��ements
7, Discussion of Electronic Warning Sirens
8. Other
MEMORANDUM
TO: Nasim Qureshi, City Manager
FROM: Richard D. Pribyl, Finance Director
REGARDING: Draft of Computer Requirements Study
DATE: April 22� 1988
Attached you will find a draft copy of the revised Computer
Requirements Study. This document hopefully will give you more
insight into the limitations that the current computer system has
in relation to both short term and long term goals.
The study defines broad long range goals that use the short and
intermediate goals to provide a pathway. The long term goals
must be broad in nature to allow the short and intermediate goals
to be more specific and be based on current computer technology.
One major change that this draft has incorporated, is that the
Geographic Information System will become one of the ma�or
information systems that the city has. It will retain all of the
geographic related information and will be able to be portrayed
through maps and graph5 or numerically. Our path to this system
will begin with one station and evolve as the hardware and the
software provide for multi-user envi�enments.
This draft report also incorporates a comparison of the cost of
the proposed system versus the C05t of no change. The
incremental cost of an upgraded system would be approximately
�51�,000 over five years. This figure assumes that no changes
are made including no purchases of p.C.'s.
Jim Stern f�om Chapel Consulti�g had hoped to provide a final
copy to you for the conferance meeting on April 25, 1999 but
because of the �hort time span it was not possible. We should
use Monday nights meeting as a type of work session and if the
Council has no further suggestions for the report, we could have
Council take formal action on May 2, 1998. Jim will be unable to
attend either Council meeting, because he is scheduled for back
surgery on April 25th.
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CITY OF FRIDLEY, MINNESOTA
COMPUTER REQIIIREMENTS AND PI�ANNING STUDY
March 15, 1988
D R A F T
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TABLE OF CONTENTS
SECTION PAGE
I. INTRODUCTION
� II. OBJECTIVES OF ZNFORMATION PROCESSING
III.
,
IV.
CURRENT STATUS OF AUTOMATION
SYSTEM REQUIREMENTS
A. Overview
B. City Management
C. Central Services
D. Community Development
E. Fire
F. Police
G. Public Works
H. Recreation and Natural Resource
I. System-Wide/EDP Staff
V. MAJOR ISSUES AFFECTING DATA PROCESSING
PLANNING
A. Administrative System
B. Public Safety System
C. Geographic Information System
D. Personal Computers
E. EDP Staff
F. Document Archiving System
G. Parcel Data Base
H. Host System
I. Application Priority
VI. ALTERNATE PLANS FOR AUTOMATION
VII. COST ANALYSIS
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35
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VIII. STJMMARY OF RECOI�Il�lENDATIONS 62
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I. INTRODUCTION
On August 18, 1987, Chapel Consulting was engaged to assist the City
of Fridley fn improving the quality and effectiveness of its
information processing systems.
Our approach to meeting this objective was to divide the project
into two phases. The phases are:
Phase I: Needs Analvsis and Cost Estimate - Define the
City's current and future data processing, word processing
and data communications requirements. Determine the best
approach and assess the cost of ineeting these requirements.
Phase II: New Hardware and Software Selection - Finalize the
detailed system requirements and prepare a Request for
Proposal document. Solicit bids from computer vendors.
Select the most appropriate new system (or systems).
This report is the result of the work performed under Phase I. It
describes the qeneral information processing requirements at the
City. It also contains an analysis of the cost of upgrading
hardware and software to meet these requirements. It is based on
information collected through interviews with City Council, City
personnel, non-City personnel and by reviewing various documents
provided by the City. City personnel interviewed include:
City Management
o Nasim Qureshi
o Bill Hunt
o Sue Irber
o Lynda Averette
Central Service
o Rick Pribyl
o Shirley Haapala
o Leon Madsen
o Julie Burt
o Carol Bartlett
o Sara Ruth
o Elsie Hanscom
o Dawn Weigel
o Barbara Ridout
o Brian Hill
o Julie Hammerstrom
o Betty Okerstrom
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Community Development
o Jock Robertson
o Mary Hintz
re
o Robert Aldrich
o Evelyn Loomis
olice
o James Hill
o Tim Turnbull
o Laurel Anderson
Public Works
o John Flora
o Bob Nordahl
�ecreation and Natural Resource
o Jack Kirk
o Susan Johnson
�noka County Data Processin,g Department
o Gene Oswald
o Dale Kolstad
�he Bottom Line (ArchivincL Consultants)
o Nancy Freeman
o Gloria Gold
Bell & Howell (ArchivincL System Vendor)
o Mike Mangano
o Dick Verlo
The remainder of this report is organized into seven sections.
� Section II presents the long term goals for automation at the City.
Section III includes a brief description of the existing hardware
and software in use at the City. An assessment of user satisfaction
with the automated systems has been included in this Section, when
appropriate.
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Section IV presents a general description of the information
processing requirements at the City. The description are detailed
only to the extent required to develop the cost estimates in
Section VII.
Section V includes a discussion of the major issues affecting data
processing planning at the City.
Section VI discusses the three major alternatives we considered for
enhancing automation at the City. For each alternative this section
includes a description and a summary of the advantages and
disadvantages of the alternative.
Section VIZ summarizes the initial and long term costs of each
viable alternative.
Section VIII presents a summary of our recommendations for improving
automation at the City.
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II. OBJECTIVES OF INFORMATION PROCESSING
This plan was prepared to guide the Gity in acquiring a computer
system that will contribute to meeting its long term goals for
automation. These goals are:
o Provide better and faster information to improve the
decision making process at the City.
o Meet the information needs of property owners and residents
in the City.
o Improve the efficiency and productivity of City employees.
o Operate an efficient and cost effective information system.
These goals are very broad in nature and, by themselves, do not give
the City a specific action plan for data processing. However, they
do serve as a guide in formulating a specific short and intermediate
data processing system plan.
The plan presented in this report lays cut an evolutionary path to
be followed by the City. This approach will allow the City to react
to changes in computer technology and the changing requirements
within the City government. This process of defining broad long
range goals and specific short- and intermediate-term plans allows
the City to stage enhancements to the information system as
technology proves effective.
The plan presented in this report covers the years 1988 through
1992. Each year, the City should update this plan by reviewing its
progress against the plan, reassessing its needs and surveying the
marketplace for new and effective uses of computer technology.
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III. CURRENT STATUS OF AUTOI�iATION
The City has been quite aggressive in automating in an attempt to
meet its infonaation processing requirements. It started acquiring
hardware and software in early 1983. Currently, the City uses two
Texas Instrument minicomputers and ten personal computers. The two
minicomputers comprise the nucleus of the hardware system; most
processing is performed on these machines. One of the minicomputers
(the public safety system) is used exclusively by the Police and
Fire Departments. The personal computers are used for special
analyses and miscellaneous applications.
There are a total of thirty workstations (including six personal
computers with terminal emulation capabilities) and twenty-four
printers attached to the two minicomputers. These devices are
distributed throughout the City and are used by City personnel to
operate a variety of application software. The distribution by
department is:
HARDWARE
Citv Manaaement
0 3 Terminals
0 2 Letter Quality Printers
Central Services
Finance:
0 4
0 3
0 3
0 1
0 5
0 1
Terminals
Personal Computers (with
terminal emulation)
Personal Computers
Letter Quality Printer
Report Printers
Graphics Printer
5
SOFTWARE
o Word Processing
o Personnel (currently
under development)
o Budqeting and General
Ledger Accounting
o Payroll
o Cash Disbursements
o Cash Receipts
o Utility Billing .
o Liquor Store Inventory
Control
o Word Processing
o Job Accounting
o Asset Inventory
o Special Assessments
(currently under
development)
o Budget Preparation
..
0
�ARDWARE
City Clerk:
0 1 Terminal
0 1 Personal Computer (with
terminal emulation)
0 1 Report Printer
Assessor:
0 2 Terminals
0 1 Report Printer
Data Processing:
0 2 Terminals
0 1 Personal Computer (with
tenainal emulation)
0 1 Letter Quality Laser Printer
0 2 Report Printers (1 high speed)
�ommunitv Development
0 2 Tenainals
0 1 Personal Computer
0 1 Report Printer
0 1 Letter Quality Printer
're
0 1 Terminal
0 1 Report Printer
0 1 Letter Quality Printer
ol' e
0 5 Terminals
0 2 Report Printers
0 1 Letter Quality Printer
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SOFTWARE
o Word Processing
o Investments Management
o Insurance Claims
Management
o PRINTS
o PRINTS
o Tax Assessing System
o Word Processing
o Property Sales Tracking
o Word Processing
o PRINTS
o Spreadsheeting
o Fire Management
o Word Processing
o Training
o Fire Relief
o PRINTS
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o Word Processing
o Police Recordkeeping
and Reporting
o Data Communications
with State Crime
Reporting Computer
Network
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HARDWARE
public Works
0 2 Terminals (1 at garage)
0 1 Personal Computer (with
terminal emulation capabilities)
0 1 Report Printer
0 1 Letter Quality Printer
Recreation and Natural Resource
0 2 Terminals
0 1 Letter Quality Printer
SOFTWARE
o Word Processing
o Streets Inventory
o Spreadsheeting
o PRINTS
o Word Processing
In very rough terms, system usage is distributed as follows:
City Management
Central Services
Community Development
Fire
Police
Public Works
Recreation and Naturalist
Usacte
7%
47$
4$
4�
25$
9$
4$
City department heads and staff are (with one notable exception)
dissatisfied with the existing information processing capabilities.
Nardware complaints include a lack of terminals and printers and
frequent slow performance of the system. The hardware is too small
to support the existing users; adding additional users is out of the
question. The system is configured such that it cannot be used
while daily backup copies of data files are made. Backups take
about three hours each day. These backups are currently performed
after 5:00 p.m. An EDP staff person must be present during the
entire backup process.
Software complaints fall into several categories:
o Existing software is poorly designed.
� o Existing software is "paper intensive."
o Existing software is cumbersome to use.
o Existing software does not meet the users' needs.
o The City does not have the appropriate software
important requirements.
to meet certain
The users are especially dissatisfied with the word processing on
the existing system.
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The City administrative system vendor has announced that they will
discontinue support on the administrative software. This means that
it will be increasingly difficult to maintain and enhance the
existing administrative software.
Beyond the specific complaints about hardware and software
inadequacies, the City manager recognizes that the City's
information processing requirements are not being met in a
coordinated, integrated fashion. Inefficiencies have developed and,
in some cases, systems which were implemented have been discarded
because they proved more difficult to use than they were worth.
The exception noted above is the Police Department. This Department
is satisfied with its systems (except for word processing). The
Department is seeking hardware and software enhancements to make its
systems work even better.
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IV. SYSTEM RE4UIREMENTS
A. OVERVIEW
This section describes the information processing requirements of
the City of Fridley. The requirements are organized and presented
by department. Some applications are required by more than one
department. When this is the case, the requirement is listed under
each department.
The requirements of each department are shown below. An asterisk
signifies a requirement which is not currently being met or which is
being met inadequately:
City Management
o Word Processing *
o Personnel
o Graphics *
o Desk Top Publishing *
o Spreadsheeting *
o System-Wide Access*
Central Services
Finance:
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Fund/Budget Accounting and
Payroll
Cash Disbursements
Cash Receipts *
Purchasing
Utility Billing
Asset Accounting
Special Assessments
Liquor Store Merchandizing
Word Processing *
Spreadsheeting
Graphics
Desk Top Publishing *
Business Licensing *
City Clerk:
Reporting *
*
o Street Address/Polling Place Cross Reference
o Word Processing *
o Insurance Claims Management
o Investment Management
o Spreadsheeting
E
Assessor:
o Appraisal Data Base *
o Word Processing *
o Property Sales Tracking
o Geographic Information System *
Community Development
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Word Processing *
Spreadsheeting
Graphics
Project Costing
Parcel Identification Number/Street
Building Permitting and Special Use
Computer Aided Design *
Geographic Information System *
ire
911 Data Communications Interface *
Hazardous Material Fire Fighting *
Address Cross Reference
Permitting *
M�'IRS Reporting
Equipment Management *
Fire Management, Including Appraisal/Street Address Data
Word Processing *
Graphics *
Desk Top Publishing*
ol'ce
Police Recordkeeping and Reporting
State Crime Computer Network Data Communications Interface
Casewriter *
Multi-Jurisdiction Access *
Business Contacts *
Case Management *
Word Processing *
Spreadsheeting
Graphics
Desk Top Publishing *
Equipment Management *.
Data File Management and Disk Storage Utilization *
ENFORC Report Generator *
io
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Public Works
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Word Processing *
Spreadsheeting
Graphics
Geographic Information System *
Project Costing
Project Management *
Work Order Management *
Equipment Costing and Management *
Streets Inventory
Project Cost Estimating *
Warehouse Parts Inventory Control *
Engineering Design Tools *
Computer Aided Desiqn *
Gasoline Pump Management *
Recreation and Natural Resource
0
0
0
0
0
0
0
0
Facilities Scheduling *
Team and League Management *
Class Registration *
Inventory/Asset Management *
Word Processing *
Mailing List Management *
Project Costing and Revenue Accounting
Desk Top Publishing *
Svstem-Wide Requirements
o Uninterruptable Power Supply *
o Reel-to-Reel Tape *
o Fourth Generation Programming Language *
o High Speed Printer
o Report Generator *
o Data Communications
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B. CITY MANAGEMENT
This office coordinates the activities of other departments, does
proqram analysis, supports the Council and administers the City's
personnel and cable TV functions.
Software Requirements
1. Word Processing
Word processing is a critical automated tool. It is used heavily by
the clerical personnel in this office and throughout the City. Word
processing is perhaps the single most important computerized tool
for enhancing the efficiency of City staff. It is important that
the word processinq system be easy to learn and operate but also
include a wide variety of features to facilitate the preparation of
lengthy documents.
We recommend the City use personal computers to meet its word
processing requirements City-wide. There are several reasons for
this recommendation, including performance, quality of software,
security of data and cost.
Operating speed will be a highly critical feature of this system.
If the word processing software is running on a single centralized
minicomputer, speed will vary from very fast to very slow depending
on the mix of jobs being run at any given time. If, however, the
word processing software is running on a number of personal
computers (one for each user), operating speed will be very fast for
all users. The current centralized system is not fast enaugh to
meet the demands placed on it by word processing users.
Excellent word processing software is available to run on personal
computers. In most cases it is superior to the software available
for minicomputers.
The security of word processed documents is easier to achieve on PC
based systems than on a shared system. !
The cost of personal computers has fallen to the point where it is
no longer cost prohibitive to provide a PC to each word processing
user. The cost of the software is also low.
The PCs will be equipped with terminal emulation software and wired
to the City's central computer. This will allow them to be used as
terminals to run non-word processing jobs when required.
There are some problems associated with a PC based word processing
system. The most serious is the enforcement of file backup
procedures. We feel certain that this problem can be solved.
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2. �ersonnel
The data processing staff has just completed development of a
personnel system. This system is in the early stages of
implementation and it is too early to assess the success of the
project. However, it is likely that the system will not meet the
City's requirements. Therefore, it will be necessary to replace
this software.
3. Sr�readsheeting
Spreadsheeting software is used heavily by the clerical and
management staff in this office and throughout the City. It.
contributes to the staff's ability to efficiently analyze and manage
numerical data. Currently, the City uses LOTUS 1-2-3 on PCs. This
is a powerful, easy to use tool which meets the City's needs in this
area. The City should continue to use LOTUS on PCs in the future.
4. Graphics
Graphics software will be used by this office and in other
departments at the City. LOTUS 1-2-3 can be used to generate most
Iof the graphs and charts required by the Manager's office. Graphs
will enhance the effectiveness of documents prepared by the staff.
5. Desk Top Publishinq
Desk top publishing (DTP) is the use of PCs, laser printers,
scanners and special software to typeset and lay out publications.
For the City, DTP can save time and money in the production of a
Iwide variety of documents. The City will be able to create better
looking, more effective newsletters, brochures and reports.
Although DTP could be used by several departments in the City, this
capability should not be duplicated in each department. Rather, the
City should acquire a single DTP system and share its use among the
departments. One or two staff people should become expert in the
use of the DTP and serve as the City's in-house publications
resource.
6. System-Wide Inquirv
The City Manager and the Assistant City Manager should have the
ability to perform inquiries against all of the data stored in the
central system. This means that they should be able to look at but
not change or delete data stored for use by fund accounting, payroll
recreation event scheduling, public works project management or any
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other applications. A possible exception is the police record-
keeping data. This ability would not extend to data stored on PCs.
Hardware Reauirements
City Manager
Assistant City Manager
Secretarial and Clerical
PCs
1
1
8 (1 AT for DTP)
14
Printers
1 Report
1 Report and
1 Letter Quality
1 Laser for DTP
1 Scanner for DTP
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C. CENTRAL SERVICES
This Department consists of several functional areas - finance, the
City Clerk's office, the Assessor's office and data processing.
€,INANCE
Although some current financial applications are satisfactory, it is
likely that all will have to be replaced in order to obtain desired
improvements in the key module - fund/budget accounting and
reporting. The existing fund accounting system is poorly designed
and time-consuminq to use.
Some of the most significant weaknesses in the existing system are:
o The accounting system is not a multi-user system; it will bump a
user off when another user with a high priority level logs on.
The Finance staff has worked around this weakness by
coordinating their use so that only one person is logged on at a
time. This has caused inefficiencies during periods of peak
accounting activity.
o The accounting software is not a true fund accounting system.
That is, it does not force each fund to balance. It allows for
the entry of a transaction consisting of a debit in one fund and
a corresponding credit in another fund. This control weakness
has allowed for the entry of erroneous transaction which are
difficult to trace and correct. It makes the process of closing
the books at the end of each month more time-consuming than it
should be.
o The fund accounting and budgetary accounting modules are not
integrated. This has resulted in inefficiencies in processing
accounting transactions and in month-end processing.
o The reporting capabilities of the fund accounting system are
weak. In addition, there is no report generator available.
The combination of these two limitations means that financial
information cannot be efficiently presented in t�e most
effective manner. ' .
o The accounting system does not include any budget preparation
tools such as a budget worksheet. This causes City staff to
spend more time than is necessary preparing budget documents.
o The utility billing system is not integrated with the fund
accounting system. This means that staff people must spend
time each month creating summary journal entries to post
utility billing activity to the fund accounting system. This
is an inefficient use of time.
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o The payroll system does not have complete reporting capability.
It does not report accrued leave time properly. Most reports do
not include subtotals or totals. These weaknesses cause
accounting staff to spend extra time preparing manual reports or
enhancing computer generated reports. This is inefficient.
o The payroll system does not automatically allow for salaried
employees. This weakness causes extra effort during payroll
processing.
o The cash receipts module is not integrated with the fund
accounting system. This means that accounting staff must spend
extra time each month creating journal entries to post cash
receipts to the fund accounting system.
o Throughout the accounting system, most reports do not show an
"as of" date. Instead, they show the actual date run. This
causes problems when reports showing prior month activity are
printed in the current month. The dates printed on these
reports are confusing. The staff must spend extra time manually
correcting these dates.
Software Reguirements
l. Fund/Budget Accounting and Reportina
This module will be used to store account balances, appropriations
and transaction detail for the current year. It will also store
prior years account balances. It will provide fund and encumbrance
accounting capabilities and accept automatic postings from other
accounting modules. A wide variety of financial and budget
comparison reports will be available. An easy-to-use report
generator must be included in this module. This module must allow
for separate accounting for the HRA. The module must easily
interact with LOTUS 1-2-3, passing data to and accepting data from
the spreadsheet software.
2, a rol
This module will generate pay checks and stubs and maintain month-
to-date, quarter-to-date and year-to-date pay and withholding data
from each employee. It must allow for a wide variety of pay and
withholding categories. The module must have the ability to
automatically allocate all personnel expenses each month based on
the distribution of payroll expenses to departments. The module
must be capable of calculating and reporting accrued vacation,
annual and wellness leave time and converting these accounts to
dollars at year end. The module must track Medicare and FICA income
and properly repor� these amounts on W2 forms at year end. PERA,
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FICA, Federal and State reporting on magnetic media will be
required. The module will interface with the project costing module
to allow for single entry and allocation of employee labor costs to
project.
3. Cash Disbursement
This module will be used to generate checks to vendors. It will
store information on payments due to vendors and the history of
payments made to each vendor. As invoices are entered, the module
will assist in verifying that the invoice is (1) not a duplicate,
and (2) approved by matching it with an open purchase order. The
module will print checks and remittance advices for invoices as they
become due or on demand. Invoices entered will automatically be
posted to the project costing module, when appropriate.
4. �ash Receigts
The cash receipts module will allow for on-line entry of cash
receipts at the customer service counter and in the finance office.
Cash receipts will be for utility bills, recreation activities,
permits, fines, etc. Receipts will be printed by the system when
required. Terminals will be attached to a cash box to provide for
automated cash control. As each cash receipt is entered, the module
will prompt the operator for certain data - amount, general ledger
number, utility customer number (if appropriate), operator ID,
etc. The system will verify the data and create a cash receipts
transaction file for subsequent updating of the utility billing and
fund/budget accounting modules. The cash receipts terminals could
be equipped with bar code scanners or optical character recognition
devices to speed entry of utility cash receipts.
5. �urchasing
The City uses an encumbrance accounting system to control major
purchases. Therefore the purchasing module must be capable of
interacting with the fund/budget accounting module to encumber funds
as new purchase orders are entered. The module will store data on
open orders until an invoice is entered in the cash disbursements
module. Data on closed orders will be summarized and stored.
6. Utility Bil�inq
The utility billing module will calculate and bill for utility
services. Utility customer data will be entered for new customer
data and automatically updated as usage data is entered. Usage
history will be stored for verification of new meter read
"reasonableness" and for customer usage analysis. Utility bills
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will be printed; they could include bar codes or optical character
print to speed entry of utility cash receipts.
7. �sset Accountinq
This module will be used to track the location, cost, insured value
and acquisition history of each major asset owned by the City. It
would be capable of calculating depreciation expense amounts for
assets held in enterprise funds.
8. �pecial Assessments
The data processing staff is in the process of completing a special
assessments module. It is likely that this software will meet the
City's needs. It should be retained and used with any new hardware
acquired. It is written in COBOL.
9. Liquor Store Merchandizinq
Currently, the liquor stores are equipped with electronic cash
registers capable of accumulating daily sales activity. The
registers also maintain perpetual inventory counts for each
inventory item. Nightly, each register is polled by the City's
central system for the day's sales activity. The central system
iaaintains a separate perpetual inventory for control purposes and
to provide inventory valuation and cost of sales data. This dual
system is inefficient. Ironically, it has not enhanced control over
the liquor store inventory.
Ideally, the liquor stores should be equipped with in-store systems
capable of providing full inventory control, purchasing, sales
analysis,
processing
required.
profitability analysis and point-of-sale transaction
capabilities. A total of five in-house registers will be
10. Word Processina
The finance group is a light user of word processing. If PCs are
used for word processing, one PC should be sufficient to meet this
qroup's needs.
li. Snreadsheetina
The finance group is a heavy user of
powerful and easy-to-use tool which
software should continue being used.
users in the finance group.
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LOTUS 1-2-3 on PCs. This�is a
meets the group's needs. This
There are three spreadsheet
12. �raphics
The finance group will use graphics as a tool to present financial
data in various reports and publications. Most of the graphs and
charts required can be generated by LOTUS 1-2-3.
13. pesk To� Publishing
The finance group will use desk top publishing (DTP) to prepare the
annual budget document. This need can be met through the use of the
shared DTP system described above.
14. Business Licensinq
The business licensing system will generate licenses on demand and
maintain a file of licenses issued. The system will use an "all-in-
one" license form. It will create new licenses in response to
operator entry of data. It will be capable of printing lists of
licenses due for renewal. These capabilities will enhance the
ability of staff to monitor business license activity in the City.
Currently, all business licenses are prepared by hand. There is no
system to track licenses due for renewal or other action.
�ardware Requirements
Central Services Director
Assistant Finance
Director
Utility Billing Clerks
Liquor Inventory and Fund
Accounting Clerk
Cash Receipts Counter
Fund and Asset Accounting
Clerk
Payroll Clerk
Cash Disbursements
Clerk
Special Assessments Clerk
Liquor Stores
Terminals Cs
1
1
2
1
1
1
1
1
1
5 PC/
Registers
19
Printers
1 Report
1 Report
1 Report
1 Report
1 Letter Quality
1 Report
5 Report/Receipt
CITY C�ERK
Software Requirements
1. �treet Address/Pollinq Place Cross Reference
The Clerk is responsible for identifying the precinct number, ward
number and all other political districts for each parcel in the
City. In addition, the Clerk must be able to identify the polling
place for each parcel. In the past, the City has used PRINTS to
store this data. This has not worked well for the Clerk because of
two problems - it is difficult to keep PRINTS up to date and PRINTS
runs slowly .on the central computer to be used during peak demand
periods.
The Clerk and other City staff need a simple system to identify the
polling place, precinct number, etc. for each street address in the
City. It will display this information when a street address is
entered. It must be very fast. It must allow for multiple
simultaneous inquiries. In the future it could be a part of the
geographic information system.
Prior to elections, staff are occupied answering voter questions
about the location of polling places. This tool will reduce the
time required to answer these questions.
2. Word Processina
The City Clerk will make extensive use of word
maintain the City Code, prepare and index minutes of
resolutions, type correspondence and maintain mailing
3. Insurance Claims Manaaement
processing to
meetings, index
lists.
The Clerk is usinq LOTUS 1-2-3 to manage claims filed against the
City and its insurance companies. This is a satisfactory solution
and should be continued.
4. Investment Management
The Clerk is using LOTUS 1-2-3 to inventory over $32 million in City
investments. The spreadsheet the Clerk is using is acceptable but
additional capabilities are required. The module must be integrated
with the fund/budget accounting module. It must be capable of
storing and reporting based on certain key dates (interest due date,
maturation date and anticipated sale date). These enhancements
could be incorporated into the existing LOTUS spreadshaet assuming
the new fund/budget accounting module will interface with LOTUS.
20
5. �preadsheetinq
The Clerk is a heavy user of LOTUS 1-2-3 spreadsheet software on a
PC. As noted above, both insurance claims management and investment
management are processed using LOTUS.
Hardware Requirements
City Clerk
1�SSESSOR
Software Requirements
l. �npraisal Data Base
gCs
1
Printers
1 Report and
1 Letter Quality
The Assessor and his staff communicate changes in property
descriptions to Anoka County by revising appraisal cards by hand.
These are hand delivered to the County. The County in turn prints
and delivers new cards with the updated information to the City.
The Assessor also maintains the same data on a jacket envelope
which contains historical appraisal data and other relevant
documents. Neither system lets the Assessor do any analysis of the
property data base or groups of properties. To facilitate this type
of analysis the City has developed a third system on the computer
called PRINTS which contains the same information that is on the
jackets and the County's system.
We recommend that the PRINTS system be dropped, that the County
provide the City with updated property records weekly on computer
tapes, and that the City program its system to retain the current
property description from the County plus previous versions. This
plan will reduce the number of duplicate systems from three to two.
The Assessor needs a report generator and inquiry capab�lity to
perform various ad hoc analyses of the property data. In the
future, this module could be integrated with the geographic
information system.
These changes will make the Assessor
effective. In particular, access
combination with the report generator
the Assessor to analyze property values
parcels.
21
's staff more efficient and
to current County data in
will improve the ability of
and other characteristics of
2. Word Processinq
The Assessor's office is a light user of word processing. Word
processing is used for occasional correspondence and reports. One
PC will be sufficient here.
3. Property Sales Trackinq
The Assessor uses this Bystem to store and analyze real property
sales data. The data is used primarily to appraise property using
the comparable sales method. The existing system is satisfactory
and could be retained. However, the potential exists to integrate
this module with the appraisal data base and, in the future, the
geographic information system.
4. Geographic Information Sy.stem
When the City acquires a geographic information system, the Assessor
could utilize the system to create maps for analytical and
presentation purposes. The appraisal data base could be integrated
with this system.
Hardware Requirements
Terminals PCs �rinters
Assessor's Office 1 1 1 Report and
1 Letter Quality
D. COMMUNITY DEVELAPMENT
1. Word Processina
This Department is a heavy user of word processing. At least two
PCs will be required here.
2. Spreadsheetina
LOTUS 1-2-3 spreadsheet software is used by this Department to
perform project cost and, other analyses. This is a powerful and
easy-to-use tool which meets the Department's needs. However, it
is likely that new project costing software will be acquired to meet
the needs of a number of Departments; this software could also be
used by Community Development for project costing.
22
3. Graphics
The Community Development Department will use graphics as a tool to
present data in various reports. Most of the graphs and charts
required can be generated by LOTUS 1-2-3.
4. Proiect Costinq
The Department uses LOTUS 1-2-3 to perform some project cost
analyses. This is an adequate tool. However, more capable project
costing software will be acquired to meet the needs of other
departments (primarily, Public Works). This new software could be
used by Community Development.
5. Parcel Identification Number/Street Address Cross Reference
Currently, the Department uses PRINTS to store the cross reference
between street addresses and parcel identification numbers. If
PRINTS is dropped, the City will have to create a new cross
reference system using the Assessor's data base. In the future,
this could be a part of the geographic information system.
This is a critical tool for the Community Development staff. It
greatly simplifies the process of using parcel identification
numbers.
6. Building Permitting and Special Use Permittinq
The Department will use a building permit system to issue and track
permits and inspection activity. The system will allow for the
entry of data on licensed contractors. Then, when a permit
application is received, data on the application will be entered.
When the application is approved, the system will print the permit.
Inspections could be scheduled in the system. As inspections are
performed, they will be logged to the computer. After the final
inspection and approval, the system will print a certificate of
occupancy. The system will be capable of generating a var�iety of
reports summarizing permit and inspection activity. It will be
used to process many types of permits issued by the City, including
electrical, heating, plumbing, sign, moving, etc.
This system will not save significant clerical
during the permitting process. However, it will
prepare the end-of-month reports. It could
consolidate data collected by the Fire Department
inspections.
23
time and effort
make it easier to
be designed to
during fire code
7. Computer Aided Design
The Department will occasionally make use of a computer aided design
(CAD) system for landscape planning and other projects. This PC
based system is described in more detail in the Public Works
software requirements. The Community Development Department will
share the CAD system with Public Works.
8. Geographic Information System
The geographic information system (GIS) is an automated mapping and
data storage tool. It will be used primarily by the Public Works
and the Community Development Departments. GIS will be used by
Community Development to store appraisal, zoning, flood plain, land
use and other information on each parcel in the City. Of course,
the physical location and dimensions of each parcel will also be
stored. The Department will use GIS as a research and presentation
tool when dealing with planning and economic development issues.
�ardware Recruirements
Community Development
Department
�
Terminals gCs Printe�s
1
2 GIS (shared
with Public
Works)
1 GIS Digitizer
(shared with
Public Works�
24
2 1 Letter Quality
1 Report
1 GIS Report
(shared with
Public Works)
1 GIS Plotter
(shared with
Public Works)
E. FIRE
The Department uses software called the fire management system.
This system performs several functions and is running on the public
safety minicomputer. It stores and reports data on street
addresses. It stores data on incidents and fire fighter activity.
It prepares a variety of incident reports, some of which are used to
prepare MFIRS reports. It prepares reports summarizing fire fighter
activity. The Department is generally satisfied with this system
with the exception of the items noted below.
Software Recruirements
1. �11 Data Communications Interface
Currently the County 911 dispatcher radios or telephones emergency
calls to the Fridley Fire Department. The Department enters the
address into its system to obtain further information on the
location. This data is then printed and handed to the fire
fighters if they are still in the station, or called to them on the
radio if they are not. Time could be saved if the County keyed the
call directly into Fridley's computer to trigger the printout. This
time saved could translate into a faster response to calls for
service .
The new station, when built, will need a printer with appropriate
communications to the public safety system so that printouts can be
generated there simultaneously with printouts at the main station.
2. Hazardous Material Fire Fighting
Fire fighters are faced with unknown hazardous substances on some
fire calls. Treatment of the fire could vary depending on the
nature of the substances encountered. Data bases of common
chemicals, identification criteria and the proper procedures and
counter chemicals to use have been created with retrieval software.
A fire fighter could call the station with a description of the
problem while a computer operator finds the answers he needs. This
is probably a PC application.
This application will enhance the ability of the Department to deal
with hazardous materials and protect the public.
3. MFIRS Reporting
The system currently used by the Department is generating the data
required to prepare MFIRS reports by hand. This system should be
enhanced to automatically generate these reports. This will enhance
the efficiency of the Fire Department staff. In addition, building
25
. •
inspection data needs to be added to the data base. This
programming can be done by the City's staff.
4. Ec�ui�ment Costing and Management
The Fire Department, like many other departments, will use a City-
wide system to maintain records on the equipment entrusted to the
Department. The system should contain only basic maintenance and
usage information.
5. ��tiraisal/Street Address Data
If PRINTS is eliminated, the data processing staff will have to
write new software to update addresses in the fire management system
with new addresses in the County appraisal data base. Also, new
software will be required to pull the appraised value of property
from the data base over to the fire management system.
6. Word Processina
The Department is a moderate user of word processing. One PC will
be sufficient here.
7. Graphics
The Department will use graphs and charts in its annual report. Its
graphics requirements could be met using LOTUS 1-2-3.
8. Desk Top Publishing
The Department could use desk top publishing (DTP) to prepare its
annual report. This need could be met through the use of the shared
DTP system described elsewhere in this document.
Hardware Reguirements
Fire Secretary
911 Dispatch
New Fire Station
Terminals �
1
1
26
�rinters
1 Letter Quality
1 Report
1 Report
F. POLICE
Software Requirements
1. police Recordkeeping and ReportinqJState Crime Comnuter
Network Data Communications Interface
The Department is currently using the ENFORC system to provide
incident and other recordkeeping and reporting. This system is also
used to communicate with and update the State CJIS. It operates on
a stand-alone public safety minicomputer. The Department is very
satisfied with this system. Some enhancements are desired to make
it a better tool for the Department. Some of these enhancements
will be developed and delivered over time by the software author,
MaSys. Some could require additional hardware (for example, the
need to support six simultaneous data communication links with the
State CJIS).
2. Casewriter
The Department types both the fill-in-the-blanks and text portions
of the patrolmen and investigator calls-for-service reports. The
fill-in-the-blanks pertion of the data is then entered into the
City's computer system. The casewriter program from Masys, which is
now being tested at the City, will allow the Department's clerical
personnel to add the text portion of the report to the computer
version. If this test is successful, the Department should be
encouraged to eliminate the manual typing step and use the computer
printout instead for its permanent files. This will enhance the
efficiency of the staff.
3. Multi-Jurisdiction Access
Several years from now the Department may be able to access the
records of other jurisdictions who plan to cooperate in the
development of such a program by Masys. This effort is in the
broad planning stages at this time and the estimates of �ost are
very imprecise. This capability is not anticipated during the time
frame of this data processing plan.
4. Business Contacts
Commercial properties in the City should be indexed on a system
which contains names and phone numbers of key individuals to be
contacted in case of emerqencies outside of normal working hours.
Special instructions may need to be added to this file. The
Department performs this task manually now. This system need not be
integrated with the qeographic information system. Automation of
27
this file will increase the efficiency of the staff by making it
easier to maintain.
5. Case Manaqement System
The Chief cannot stay up-to-date on the status of all active cases
without some tools. A case management system keeps track of the
chronology of events on a case, the action taken, the actions to be
taken, investigative hours consumed, assigned personnel and problems
encountered. This system has been developed by MaSys and is
currently being tested in Minnetonka. If successful, it should be
acquired. It would enhance the ability of the Chief to manage the
Department.
6. Word Processina
The Department is a light user of
due to a lack of terminals and
Department. With more hardware,
will adequate.
7. Spreadsheeting
word processing. This is in part
letter quality printers in the
usage would increase. Three PCs
Spreadsheeting will be used to perform analytical studies of
numerical data. LOTUS 1-2-3 on a PC is an appropriate tool for use
in the Department.
8. Graphics
The Department will use graphics software to create charts and
graphs for presentation in the annual report and other documents.
LOTUS 1-2-3 will meet the Department's requirements.
9. Desk Top Publishinq
The Department will use desk top publishing (DTP) to prepare its
annual report. This need will be met through the use of the shared
DTP system described elsewhere in this report.
10. Ewipment Costinq and Management
The Police Department will participate in a City-wide equipment
management system. The system should contain only basic maintenance
and usage information.
28
11. pata File Management and Disk Storaae Utilization
The Department is running out of room to store new incident records
ard other data on its system. This situation has been caused by two
deficiencies in the existing software. First, there is no software
the Department can use to easily purge old or unneeded data from the
data files. Second, the software is designed to reside entirely on
a single disk device. This means that 64MB, almost 30� of the total
disk storage attached to the public safety system, cannot be used
by the Department.
The Department should acquire software from MaSys to allow it to
delete old and unneeded data from the files. In addition, the City
must work with MaSys to modify the ENFORC system to allow it to use
multiple disk devices. This software will postpone the need to
acquire more mass storage for the Public Safety system.
12. �NFORC Report Generator
The ENFORC system generates a variety of standard reports. These
reports provide the Department with useful information on incidents
and activities. However, a report generator designed to work with
the ENFORC data files will give the Department more flexibility in
creating reports. These new reports will enhance the ability of the
Chief to analyze incident and personnel activity in the Department.
Hardware Reauirements
Chief's Secretary
Director of Special
Proj ects
Investigators
Special Projects
Personnel
Front Office Records
Personnel
Patrol Room
Patrol Sergeant
Office Supervisor
�erminals PCs
1
1
5
3
2
2
1
29
1
1
Printers
1 Letter Quality
1 Report
1 Report
1
1
1
1
1
1
1
Report
Letter
Letter
Report
Report
Report
Letter
and
Quality
�Quality
Quality
G. PUBLIC WORKS
1. Word Processina
The Public Works Department is a moderate user of word processing.
It is used to prepare correspondence, various short documents and an
occasional lengthy report. Two PCs will be sufficient.
2. S�readsheetinq
Currently, the Department uses LOTUS 1-2-3 to prepare cost estimates
on new projects and project costing on ongoing projects. The
Department will continue to use LOTUS in the future.
3. Graphics
The Department will use graphics as a tool to present numeric data
in various reports. Most of the graphs and charts required can be
generated by LOTUS 1-2-3.
4. Geographic Information System
The qeographic information system (GIS) is an automated mapping and
data storage tool. It will be used primarily by the Public Works
and Community Development Departments. The Public Works Department
wil l use the GIS to create and store a wide variety of City maps .
Map data will show streets, utility lines, special assessment
projects and other information.
The GIS will become the primary mapping tool for the Department and
the City. It will be a very effective tool for preparing working
maps and maps for presentation purposes. The GIS could also be used
to store property related data for the Assessor and other City
personnel.
5. groject Costing
The Department uses LOTUS 1-2-3 to perform some project cost
analysis. This tool has proved useful, but specialized project
costing software would be more effective. This software will also
be used by other Departments. It would enhance the ability of City
staff to track and control costs on a variety of projects.
30
6. Project Management
The Department will use the computer to provide basic project
manaqement tools. These could include actual-to-estimated cost
comparison, CPM/PERT analysis and project task definition and
Itracking. These low-cost tools will enhance the ability of the
Public Works Director to manage large projects.
7. Work Order Management
The Department will use a system to track the status of work orders
for street repair, vehicle maintenance, parks maintenance and other
activities.
8. �quinment Costinq and Manaaement
This software will be used by the Public Works and other
Departments. It will maintain usage, maintenance and cost data on
equipment items. It should allow the ability to schedule
preventative maintenance. This software will make it easier for the
City to track the cost of owning and operating various equipment
items. It will be useful in deciding when to replace old equipment.
9. Streets Inventory
The Department is using a system to inventory street segments. The
system stores descriptive location, maintenance history and other
data about each segment. It can generate reports detailing this
information. The system could be improved by enhancing its inquiry
and reporting capabilities.
This system was developed by Ameridata. It is written in Cobol. If
the City acquires the source code to this system, it could be used
in the future on a new administrative system. If not, new streets
inventory software will have to be acquired. This system could be
replaced by the GIS in the future.
10. o'ect Cost st mating
The Department is currently using LOTUS 1-2-3 to prepare project
cost estimate sheets. This approach is working well and will be
continued.
il. Warehouse Parts Inventory Control
The Department will use a simple inventory control system to manage
the store of parts at the garage. This system will maintain
31
perpetual counts and track inventory receipts and disbursements. It
will help reduce the City's investment in parts inventory and reduce
unnecessary purchases. It will allow the Public Works Director to
better control the use of parts.
12. Engineering Desian Tools
The Department will use several analytical tools to solve various
engineering design problems. These include software to address
problems involving hydrology, watershed analysis, pipe sizing, mass
diagraming and surveying. This software will run on a PC.
13. Computer Aided Desian
The Department will make use of a computer aided design (CAD) system
for project design work. This system will consist of a powerful PC,
graphics monitor, plotter, printer and CAD software. The Public
Works Department will share the CAD system with Community
Development. If the City acquires a GIS, it may not need a stand-
alone CAD system.
14. Gasoline Pump Management
The Department is currently soliciting bids for a stand alone
qasoline pump management system. This system will not be
integrated with the administrative system. It is not included in
the cost analysis in this report.
Hardware Requirements
Public Works Director
Public Works Assistant
Director
Engineer
Garage
Public Works Secretary
� Public Works Department
Terminals Cs
1
1
1
(AT for CAD)
1
1
2 GIS (shared
with Community
Development)
1 GIS Digitizer
(shared with
Community De-
velopment)
R�:J
Printers
1 Report
1 Report
1 Letter Quality
1 GIS Report
(shared with
Community De-
velopment)
1 GIS Plotter
(shared with
Community De-
velopment)
H. RECREATION AND NATURAL RESOURCE
The recreation staff has been using the City's word processing
software to accomplish many tasks which word processing technology
was not designed to satisfy. The Department also uses the system to
register students in classes. This software is cumbersome to use.
All of the software listed here will enhance the ability of the
Department to serve the public.
Software Reguirements
1. Facil�ties Scheduling
Fields, courts, gyms and classrooms will be inventoried and
scheduled using the computer. Information on facilities out of
service (those not available because of maintenance) will be entered
and classified as unavailable during periods of maintenance by the
Public Works Department. Use permits issued should be recorded. A
copy of the schedule and facilities preparation work orders (for
example, field chalking requirements) will be generated for the
Public Works Department.
2. �eam and Leauue Manaqement
Team managers and rosters, league schedules and standings, and fee
payment requirements will all be kept on a system. The league
scheduling system will interface with the facilities scheduling
system to match the league's needs with available facilities.
3. Class Reqistration
Minimum student identification and grade level information needs to
be retained for each registrant. The class schedules and
instructors will be matched with available facilities i�f class
registration and facilities scheduling were integrated. Co•ll,ecting
fees and material charges or issuing refunds and fee-waivers will be
an on-line process at the registration counter. The system will
also provide statistics on class participation levels and maintain
waiting lists.
This system will generate statistics for calculating the Economic
Equivalent Index (EEI).
33
4. InventoryfAsset Management
The Department has a small inventory of equipment that could be
better controlled if there were an appropriate recordkeeping
system. This will be a very simple asset management system.
5. Word Processina and Mailing List Management
The Department is a heavy user of word processinq. It maintains
extensive mailing lists and sends correspondence, announcements and
other mailings to individuals on a regular basis. Word processing
will continue to be an important tool for this Department.
6. Graphics
The Department has a need for both business graphics (charts and
graphs) and free form graphics (freehand drawings). The business
graphics need can be met using LOTUS 1-2-3 or a low cost PC based
busi»ess graphics package. The need for free form graphics will
also be met using a PC based package.
7. roject Costing and Revenue Accounting
The Uepartment needs to measure the financial and functional
success of its programs more closely. An accounting system that
records revenues and expenses by program will be helpful.
Summarizinq all the programs in one area of service will also be
helpful to measure the overall success of that area. These
requirements will be met using a combination of project costing
software and fund/budget accounting software.
8. Desk T,o� Publishina
The Department will use desk top Publishing (DTP) extensively to
prepare its various publications. The Department will use the
shared DTP system described elsewhere in this report.
�ardware �equirements
Registration Counter
Support Staff
Nature Center
Senior Center
Terminals PCs
34
1
1
1
1
Printers
1 Report
1 Letter Quality
1 Report
1 Report
I. SYSTEM-WIDE/EDP STAFF
This section describes characteristics and features required to make
a central system more useful to the City. It also describes the
terminal and printer requirements of the EDP staff.
1. Uninterruptable Power Sup�ly
The central system must be protected by an uninterruptable power
supply (UPS) large enough to protect the CPU and mass storage
devices of both the administrative and public safety systems. The
purpose of this UPS will be to allow for an orderly shut-down of the
systems in the event of a power outage.
2. Reel-To-Reel Tape
Both the administrative and public safety systems must be equipped
with reel-to-reel tape drives to facilitate tape transfer of County
Assessor data files to the City and to speed back up.
3. Fourth Generation Programmina Languac�e
A fourth qeneration programming language (4GL) will improve the
productivity of the City's programming staff. Currently, the City
uses Cobol, a third generation language.
4. Hiqh Speed Printer
The City will require one high speed printer to generate large
reports and other major print jobs. Currently, the City uses a 600
line per minute printer.
5. Report Generator
A simple, easy to use report generator would be used by:a wide
variety of City personnel. It would reduce the demand on City
programmers by allowing users to create their own ad hoc reports.
6. Data Communications
The public safety system will require data communications (DC)
capabilities with the State CJIS network. This link must be capable
of supporting four simultaneous DC sessions. If the Fire Department
continues to use this system, a DC link to the new firehouse will be
required. In addition, a link to the County 911 dispatcher could be
required.
35
. .
- The administrative system will require a DC link with the City
qarage. This system will also require links to the nature center,
the senior center and the liquor stores.
EDP Staff Hardware Requirements
Terminals PCs �rinters
EDP Staff 1 1 1 High Speed
i
36
V� �AT�R ISSUES AFFECTING DATA PROCESSING PLANNING
This section describes several major issues which will affect
planning for data processing. Where appropriate, we make
recommendations for dealing with each issue.
A. ADMINISTRATIVE SYSTEM
The City should replace most of its financial and administrative
support software. There is wide-spread dissatisfaction with most
of these computerized tools.
If the software is replaced, it is likely that the hardware will
also be replaced. Although there is software available which runs
on the City's existing Texas Instruments hardware, the City should
not limit it's options by looking only at this software. Instead,
the City should look at a wide variety of software and select the
software which comes closest to meeting its overall requirements.
The hardware selection should be a bi-product of the software
selection.
B. PUBLIC SAFETY SYSTEM
The City should continue maintaining a separate Texas Instruments
minicomputer for use by the Police and Fire Departments. This
public safety system will run the ENFORC and fire management
software.
It does not make sense to replace this software because both the
Police and Fire Departments are happy with their systems. The City
already owns the Texas Instruments hardware which will be required
by the Departments in the future. If the City replaces its
administrative system, much of this hardware could be used by the
Police and Fire Departments.
Both Departments will have to have access to the administrative
system. This could be accomplished by using wiring switches and
PCs.
C. GEOGRAPHIC INFORMATION SYSTEM
A geographic information system (GIS) will be of great value to the
City. It will be especially useful to the Public Works and
Community Development Departments.
37
Some of the uses of a GIS include:
o An analysis tool for the Assessor, Community Development and
Public Works staffs.
o A presentation tool when dealing with land related issues.
o Efficient creation and updating of maps.
o An engineering desiqn tool, eliminating the need for a CAD
system.
o Use as a partial data base for parcel related information.
The City's GIS should be configured as a single-user system.
However, this system should have the potential of being expanded to
allow for additional workstations in the future. The cost estimates
in this report assume a second workstation will be added to the GIS
configuration in 1990. A GIS will significantly contribute to
meeting the City's long-term goals for automation by improving the
efficiency of the Assessor, Public Works and Community Development
staffs. In addition, it will enhance the ability of staff and
Council to analyze information and make decisions regarding land
related issues.
The City should wait on acquiring a GIS until Anoka County has made
a decision on its GIS. There are several reasons for waiting. By
waiting, the City can guarantee that its GIS will be compatible with
the County's. Compatibility with the County is a critical issue
because of the desirability of sharing maps due to the high cost of
creating new maps in a GIS. By waiting, the City might be able to
participate with the County in the acquisition of a GIS. This could
result in the sharing of hardware and software with the County. The
cost of GIS hardware is likely to be less expensive in the future.
Currently, the City is investigating the possibility of
participating in the joint purchase of a number of GIS's in
cooperation with Anoka County, Coon Rapids, Columbia Heights,
Blaine and Andover. The benefits of such a joint action incl�de:
o By purchasing a number of GIS's simultaneously, the Cities and
the County can neqotiate significant purchase discounts from the
GIS vendor.
o The Cities and Counties will be purchasing GIS's which are
highly compatible.
The timetable for acquisition of GIS's by this "consortium" of
buyers has not been established. Realistically, the City should
plan on acquirinq a GIS in 1989 or 1990.
38
, <
The GIS must operate on hardware separate from the administrative
and public safety systems. This will complicate the interchange of
property related data for City-wide use.
D. PERSONAL COMPUTERS
Personal computers (PCs) should be used extensively by the City in
the future. All word processing and spreadsheeting will be
performed on PCs. It is likely that some users now using terminals
will use PCs in the future.
Eventually, the City could be using between 25 and 30 PCs. It will
be much easier to manage these PCs if they are all similarly
configured. The City should strive to acquire its PCs in three
configurations:
(1) Upgraded existing PCs for word processing users:
o MSDOS Operating System
o Existing CPU
0 640KB Main Memory
0 30MB Hard Disk
0 1.2MB 5.25" Diskette
o Monochrome Graphics Screen
o Existing Keyboard
0 1 Parallel Port
0 1 Serial Port
o Administrative or Public Safety System Terminal
Emulation Capability
(2) New PCs for word processing users:
o MSDOS Operating System
0 8088 CPU
0 640KB Main Memory
0 30MB Iiard Disk
0 1.44MB 3.5" Diskette
o Monochrome Graphics Screen
0 101 Key Enhanced Keyboard
0 1 Parallel Port
0 1 Serial Port
o Administrative or Public Safety 5ystem Terminal
Emulation Capability
(3) New PCs for "power" users
users):
o MSDOS Operating System
0 80286 or 80386 CPU
o iMB Main Memory
0 30MB Hard Disk
I
(CAD, DTP and heavy spreadsheet
39
0 1.44MB 3.5„ Diskette
o Monochrome Graphics Screen
0 101 Key Enhanced Keyboard
0 1 Parallel Port
0 1 Serial Port
o Administrative or Public Safety System Terminal
Emulation Capability
Al1 of these PCs will be IBM PC compatible. New PCs could be either
IBM PS/2s or compatible clones. While these machines would not be
running OS/2 software initially, it may be desirable to do so in the
future. If so, the City could upgrade some of its 8088 PCs with
80286 or 80386 CPUs when there is a need.
Occasionally, data will need to be moved from one of the existing
PCs equipped with a 5.25" diskette to a new PC with a 3.5" diskette.
This will be done using "data migration" software and an
interconnect cable.
All of the PCs will be wired to either the administrative or public
safety systems. Some will be wired to both.
The City should not discard its existing PCs. Rather, it should
investigate the cost of upgrading them. In some cases, however, it
may not be cost effective to .acquire additional disk or memory.
These PCs could end up being used by staff which do not have heavy
usage requirements.
A problem associated with this extensive use of PCs is data file
backup. All data stored on the public safety and administrative
systems will be backed up daily by the EDP staff. Because these
systems are centralized, this activity is relatively easy to
perform and control. Because of their decentralized nature,
backing up PCs is hard to control. Most PC users do not have the
discipline to do it consistently. PC users not backing up are
wlnerable to losing data because of bad diskettes, hardware
malfunctions, power fluctuations, operator errors and other
problems.
There are several possible solutions to this problem. The City
could store all data on the central systems until needed by a PC
user. When needed at a PC, the data could be "down loaded"
electronically. When finished, the PC user would "up load" the data
back to the central system. This would make it easy for the EDP
staff to back up all data each day. Another approach involves
networking all of the PCs to a single large data storage device.
Data would be Btored on this device until needed at a PC. Again,
the EDP staff could easily back up this system. There are other
technical solutions to this problem. When selecting its new system,
the City should closely review each vendor's approach to solving
this problem.
_� 4 0
E. EDP STAFF
The City will require a small staff to manage its administrative
and public eafety systems and to undertake modest system
development projects. The staff should consist of two people - a
manager and a programmer/operator. The manager should be qualified
to design and program simple new systems. This staff will also be
responsible for training other City employees in the use of the
systems.
The staff will be resppnsible for the conversion of a number of
existing programs to run on the new administrative system. These
include:
o Special Asse�sments
o Property Sales Tracking
In addition, the staff could be responsible for developing several
new applications, including:
o Street Address/Polling Place Cross Reference
o Appraisal Data Base
o Parcel Identification Number/Street Address Cross
Reference
o MFIRS Reporting/Building Inspection Data
o Fire Management/Appraisal and Street Address Data
F. DOCUMENT ARCHIVING SYSTEM
The City is currently assessing various solutions to its document
archiving problem. The most attractive of the alternatives being
considered involves the use of a document imaging system
incorporatinq a microcomputer and data base management software to
access archived documents. The imaging systems being considered use
either optical disk, microfilm or microfiche as the storage medium.
It might be possible to link the archiving system to the
administrative computer system. However, there are strong reasons
for not making this a high priority. There is no overriding need
for linking the two systems together. The City would not achieve
any significant productivity increases through such a linkage. In
addition, most of the systems the City is considering are not
usually linked to computers of the type the City will need for its
administrative system. It would be difficult to link these two
systems.
41
- G. PARCEL DATA BASE
The existing PRINTS system has not proved to be an effective tool.
There are several reasons for this, including:
o PRINTS data is difficult to maintain.
o Responsibility for data maintenance is not clearly defined.
o PRINTS is not well supported by the software vendor.
o PRINTS operates to slowly to be useful to all users.
For these reasons, we recommend that the PRINTS system be
discontinued.
However, the City does have a need to store parcel related data.
This requirement affects primarily:
o City Clerk - Street Address/Polling
o Assessor - Appraisal Data Base
o Community Development - Parcel I.D./
Reference
o Fire - Appraisal/Street Address Data
o Public Works - Streets Inventory
Place Cross Reference
Street Address Cross
In theory, a unified system should be the best way to meet the
City's needs for parcel data. The City has learned from its
experience with PRINTS that practical realities can limit the
effectiveness of a unified system. We are skeptical that a new
unified system to replace PRINTS will be significantly more
effective than PRINTS.
At this time, it appears that the best way of ineeting the City's
parcel data processing requirements is through a set of stand alone
applications. The problem of data consistency and integrity could
be minimized by using the assessment data supplied by the County ta
update each stand alone application with new street address and
parcel number data. This is not a perfect solution, but it appears
better than the available options.
Despite this preliminary recommendation, the City should nbt close
its mind to a solution involving a unified system. If a�viable
option incorporating a unified system is proposed to the City, it
should be carefully evaluated in light of the City's experience with
PRINTS. It could turn out to be workable. In the future, a GIS
could be used to store and present much of the parcel data required
by the Public Works and Community Development Departments and the
City Clerk and Assessor. There could be technical problems
associated with providing widespread, easy access to this data in a
GIS.
42
H. HOST SYSTEM
This eection shows the most favorable distribution of application
Boftware between the administrative and public safety systems and
variaus PCs.
Application
Word Processing
Personnel
Graphics
Desk Top Publishing
Spreadsheeting
Fund/Budget Accounting and Reporting
Payroll
Cash Disbursements
Cash Receipts
Purchasing
Utility Billing
Asset Accounting
Business Licensing
Special Assessments
Street Address/Polling Place Cross
Reference
Insurance Claims Management
Investment Management
Appraisal Data Base
Property Sales Trackinq
Project Costing
Parcel Identification Number/Street
Address Cross Reference
Building Permitting and Special
Use Permitting
Computer Aided Design
911 Data Communications Interface
Hazardous Material Fire Fightinq
Equipment Costing and Management
Fire Management
Police Recordkeeping and Reporting
State Crime Computer Network Data
Communications Interface
Casewriter
Business Contacts
Case Management
ENFORC Data File Management
Geographic Information System
Project Management
Work Order Management
Streets Inventory
Project Cost Estimating
Warehouse Parts Inventory Control
Engineerinq Design Tools
43
System
PCs
Administrative
PCs
DTP PC
PCs
Administrative
Administrative
Administrative
Administrative
Administrative
Administrative
Administrative
Administrative or PC
Administrative
Administrative
PC
PC
Administrative
Administrative
Administrative
Administrative
Administrative
CAD PC
Public Safety
Public Safety or PC
Administrative
Public Safety
Public Safety
Public Safety
Public Safety
Public Safety or PC
Public Safety
Public Safety
GIS Computer
PC
Administrative
Administrative
PC
Administrative
PCs
`.. .
Gasoline Pump Management
Facilities Scheduling
Team and League Management
Class Registration
Inventory/Asset Management
Mailing List Management
ENFORC Report Generator
Liquor Store Merchandizing
I. APPLICATION PRIORITY
This section shows the relative priority
application.
Hiqh Priority Applications
Personnel
Word Processing
Project Costing
Appraisal Data Base
Parcel Identification Number/Street
Address Cross Reference
Casewriter
ENFORC Data File Management
Geographic Information System
Class Registration
Mailing List Management
Fund/Budget Accounting and Reporting
Payroll
Cash Disbursements
Purchasing
Utility Billing
State Crime Computer Network Data
Communications Znterface
Spreadsheeting
Special Assessments
Police Recordkeeping and Reporting
Project Management
Streets Inventory
Fire Management
Property Sales Tracking
44
System
Stand Alone
PC
PC
Administrative
PC
PC
Public Safety
PCs
for automation of each
Year
Implementation
Starts
1989
1988
1989
1989
1989
1988
1988
1990
1989
1988
1989
1989
1989
1989
1989
1988 (Existing)
1989
1988
1989
1988
1989
1988
(Existing)
(Existing)
1988
(Existing)
(Existing)
(Existing)
Medium Priority Applications
Building Permitting and Special
Use Permittinq
Computer Aided Design
Desk Top Publishing
Equipment Costing and Management
Business Licensing
Business Contacts
Case Management
Liquor Store Merchandizing
Engineering Design Tools
Facilities Scheduling
ENFORC Report Generatar
Insurance Claims Management
Investment Management
Cash Receipts
Low Priority Applications
Team and League Management
Graphics
Asset Accounting
911 Data Communications Interface
Work Order Management
Project Cost Estimating
Hazardous Material Fire Fighting
Warehouse Parts Inventory Control
Inventory/Asset Management
Street AddressjPolling Place
Cross Reference
45
Year
Implementation
Starts
1989
1988
1988
1989
1989
1989
1989
1990
1988
1988
1989
1988 (Existing)
1988 (Existing)
1989
1988
1988
1990
1989
1990
1988
1989
1990
1988
1990
� •
VZ. ALTERNATE PLANS FOR AUTOMATION
This section describes three alternative system configurations which
could meet the City's current and future data processing
requirements. The major strengths and weaknesses of each approach
are listed and a recommendation is made on the most appropriate
alternative.
Each of the alternatives discussed below assumes that the public
safety system will be retained and that it will continue being run
on its own hardware. In addition, it is assumed that the GIS will
run on a separate system when it is acquired. Because of these
assumptions, the alternatives focus on the hardware and software
configuration of the administrative system.
Option One - A Central Computer And No PCs
This option consists of using a large superminicomputer to meet all
of the City's processing requirements (except for the public safety
system and the GIS). The accounting, word processing, personnel,
assessment, park and recreation, permit tracking, engineering and
all other requirements would be met using this machine. No PCs
would be used at the City.
There are some advantages to this approach:
o A single system would be easier to manage and control.
o Many applications are better run on a central system because
higher quality software is available.
o Vendor support would be better on a centralized system than
it would be on PC-based systems.
o Some applications require multi-user capabilities. This
could not be achieved using PCs.
The disadvantages are:
o A central system would be slow when a large number of users
were active simultaneously.
o By eliminating the use of PCs, the City would be forced into
using the central system to run jobs better handled by PCs
(word processing, spreadsheeting, graphics, etc.)
This is a viable alternative for the City.
46
Qption Two - A Central Com�uter In Combination with PCs
This option includes the use of both a central system and PCs. The
central system would be used to process those applications best run
on a central system. The PCs would be used to run the applications
PCs are best at - word processing, spreadsheeting and other
activities. The PCs would also be used as terminals to the central
system. The PCs would be IBM compatible.
The strengths of this approach are:
o The City would be using the appropriate technology to meet
each of its requirements - either the central system or a PC.
o The City would get better support from its software vendor.
o The central system would be used to run those applications
requiring multi-user capabilities.
The major disadvantages of this solu}ion are:
o This approach makes it more difficult to control file back up
on the PCs.
o PCs are not perfect replacements for terminals.
This alternative is viable for the City. Without considering costs,
it provides the most flexibility and power of all of the options
being considered.
Q,ption Three - A Network of PCs And No Central Computer
This alternative consists of using a network of PCs to meet all of
the City's processing requirements (except for the public safety
system and the GIS). The network would include a large number of
PCs and printers and a large centralized mass storage capability.
The PCs would be IBM compatible.
The advantages to this approach are:
o PC networks can be easily expanded. Additional PCs and
printers can be added at will.
o PC networks have build in hardware redundancy. The failure
of one PC does not affect the operation of the rest of the
network.
o PCs are the best solution for some of the City's processing
requirements - word processinq, spreadsheeting, computer-
aided-design, etc.
47
_The disadvantages of a PC network are:
o The City would be forced to use PC software even when it is
not the best solution available. Some applications (utility
billing, assessors data base, payroll, etc.) are better run
on a minicomputer using minicomputer software. Some
applications probably could not be successfully run on a
microcomputer.
o PC networks are difficult to manage.
o PC users are difficult to control. This is true of both
networked and non-networked PC users.
o PC software is not well supported by software vendors.
o The distributed nature of a PC network makes it impossible to
focus maximum computer power on a job, if necessary.
This alternative is not viable for the City.
48
VII. �OST ANALYSIS
This section shows the costs of the two viable data processing
alternatives described in Section VI and the cost of continuing with
the existing system. Cost summaries of each alternative are shown
first. The cost detail follows. A comparison of the cost of the
existing system and the most appropriate new system is also shcwn.
This cost analysis is based on several assumptions:
o The existinq administrative system will be replaced.
o Some existing administrative software will be converted to run
on the new hardware.
o The existing public safety software will be retained. The
public safety hardware will be upgraded by using the old
administrative system hardware.
o All new hardware and software (except for the GIS) will be
acquired in 1988.
o The GIS will be installed in 1990. It will be a stand alone
system. The cost of the GIS does not include the personnel
cost associated with digitizing the existing maps.
The costs reflect direct cash outlays for each alternative. The
cost categories included in this analysis are:
o�iardware - The cost of acquiring computer hardware including
the processor, main memory, mass storage, I/O controllers,
data communications hardware and software, terminals,
printers, plotters and other equipment required for reasonable
system performance. System software such as the operating
system, utilities and compilers are also included here.
o Software - The cost of acquiring computer programs from
software developers to meet the primary and secondary
application requirements. Not all software will be
purchased; some applications will be developed in-house or
converted to new hardware from the existing T.I. computer.
o jnstallation Conversion and Trainina - The cost of
installing and implementing the new system. This category
includes the cost of freight, insurance, installation,
electrical wiring (when necessaryj, traininq, documentation
and data conversion.
49
o Data Communication Lines - The cost of leasing telephone lines
to provide communications between City Hall and the remote
terminal/PC sites, the State CJIS and the County 911
dispatcher.
o�ardware Maintenance - The cost of ongoing hardware
maintenance from the hardware manufacturer or a third party.
This is a recurring cost and is assumed to increase at 6$
annually.
o Software Support - The cost of ongoing software support for
purchased software. This support will be supplied by the
software vendor and could take the form of software
enhancements or modifications. This is a recurring cost and
is assumed to increase 10� annually.
50
�
�iDMINISTRATIV�
Hardware
Software
Znstallation
Subtotal
COST SUMMARY
ALTERNATZVE ONE: A CENTRAL C(1MPUTER WITH NO PCs
(Assume All Implementation Begins In 1988)
1988 1989 1990 1991 1992 TOTAL
$197,400
104,500
10.000
$311,900
�
--- $ 5,000** ---
100
--- $ 5,100 ---
Hard. Maint.-
EXist. $ 21,000 $ 10,000 --- --- ---
Soft. Maint.-
Exist. 15,000 --- --- --- ---
Hard. Maint.- New* 16,000 17,000 $ 18,000 19,000 $20,000
Data Comm. Lines* 1,800 1,900 2,000 2,100 2,300
Soft. Maint.- New* 10,500 11.000 12,000 12.000 13,000
� TOTAL $376,200 $ 39,900 $ 32,000 $38,200 $35,300
PUBLIC SAFETY
Hardware
Software
Installation
Subtotal
Hardware Maint.*
Data Comm. Lines*
Software Maint.*
TOTAL
$202,400
104,500
10.100
$317,000
$ 31,000
15,000
90,000
10,100
58.500
$521,600
$ 18,000 --- --- --- --- $ 18,000
29,000 --- --- --- --- 29,000
1,000 - --- --- l.000
$ 48,000 --- --- --- --- $ 48,000
10,000 $ 10,600 $ 11,200 $11,900 $12,600 56,300
2,400 2,500 2,700 2,900 3,000 13,500
7.000 7.400 7,900 8.400 8.900 39.600
$ 67,400 $ 20,500 $ 21,800 $23,200 $24,500 $157,400
G�
i
Hardware --- --- $ 57,000 $15,000 --- �
Software --- --- 28,000 --- ---
Installation --- --- 20,500 500 ---
Hardware Maint.* --- --- 6,000 7,000 $ 7,000
Software Maint.* --- --- 5,000 5,000 6.000
� TOTAL --- --- $116,000 $27,500 $13,000
� GRAND TOTAL S443.600 s'��4Q S169�800 � i�
* Inflated 6$ annually
** Additional mass storage
51
$ 72,000
28,000
20,500
20,000
16.000
$156,500
S$�,5 , 500
�OST SUNirSARY
AT.�ERNATIVE TWO• A CENTRAL COMPUTER IN COMBINATION WITH PCs
(Assume Al1 Implementation Begins In 1988)
1988 1989 1990 1991 1992 TOTAL
ADMINISTRATIVE
Hardware
Software
Installation
Subtotal
$212,400
85,000
10.000
$307,400
--- --- $ 5,000** --- $217,400
--- --- --- --- 85,000
- 100 - 10.100
--- --- $ 5,100 --- $312,500
Hard. Maint.-
Exist. $ 21,000 $10,000 --- --- ---
Soft. Maint.-
Exist. 15,000 --- --- --- ---
Hard. Maint.- New* 17,000 $18,000 $ 19,000 21,000 $22,000
Data Comm. Lines* 1,800 1,900 2,000 2,100 2,300
Soft. Maint.- New*_ 8.000 9.000 9.000 10.000 10,000
� TOTAL $370,200 $38,900 $ 30,000 $38,200 $34,300
PUBLIC SAFETY
Hardware
Software
Installation
Subtotal
$ 26,000 --- ---
18,100 --- ---
_ 1,000 --- ---
$ 45,100 --- ---
$ 31,000
15,000
97,000
10,100
46.000
$511,600
$ 26,000
18,100
l.000
$ 45,100
Hardware Maint.* 10,000 $10,600 $ 11,200 $11,900 $12,600 56,300
Data Comm. Lines* 2,400 2,500 2,700 2,900 3,000 13,500
Software Maint.* 7.000 7.400 7,900 8.400 8.900 39,600
TOTAL $ 64,500 $20,500 $ 21,800 $23,200 $24,500 $154,500
��
Hardware --- --- $ 57,000 $15,000 ---
Software --- --- 28,000 --- ---
Installation --- --- 20,000 500 ---
Hardware Maint.* --- --- 6,000 7,000 $ 7,000
Software Maint.* --- --- _ 5.000 5,000 6.000
� TOTAL --- --- $116,000 $27,500 $13,000
� GRAND TOTAL � 4 3 4. 7 0 0 y'� .��Q. $.16 ?�.$.Q4. y� „� s'���$..�
* Inflated 6$ annually
** Additional mass storage
�
$ 72,000
26,000
20,500
20,000
16.000
$156,500
22,600
� �OST SIJMMARY
(Assume Implementation Is Spread Over Three Years)
1988 1989 1990 1991 1992 TOTAL
AUMINISTRATIVE
Hardware
Software
Installation
$ 81,100 $111,300 $ 20,000 $ 5,000** ---
21,500 52,500 11,000 --- ---
4.000 5.000 1 000 100 ---
� Subtotal $106,600 $168,800 $ 32,000 $ 5,100 ---
Hard. Maint.-
EXist. $ 21,000 $ 10,000 --- --- ---
Soft. Maint.-
Exist. 15,000 --- --- --- ---
Hard. Maint.- New* 6,800 17,000 $18,000 $20,000 $21,000
Data Comm. Lines* --- 1,900 2,000 2,100 2,300
� Soft. Maint.- New* 2.000 7�000 9.000 10.000 1U.000
� TOTAL $151,400 $204,700 $ 61,000 $37,200 $33,300
UBLIC SAFETY
Hardware
Software
Installation
� Subtotal
Hardware Maint.*
Data Comm. Lines*
Software Maint.*
( TOTAL
$217,400
85,000
10.100
$312,500
$ 31,000
15,000
82,800
8,300
38.000
$487,600
$ 8,000 $18,000 --- --- --- $ 26,000
5,600 12,500 --- --- --- 18,100
300 700 --- --- 1,000
$ 13,900 $31,200 --- --- --- $ 45,100
8,000 10,600 $ 11,200 $11,900 $12,600 54,300
600 2,500 2,700 2,900 3,000 11,700
5.000 7,400 7,900 8.400 8.900 , 37•600
$ 27,500 $51,700 $ 21,800 $23,200 $24,500 $148,700
�S
Hardware --- --- $ 57,000 $15,000 ---
Software --- --- 28,000 --- ---
Installation --- --- 20,000 500 ---
Hardware Maint.* --- --- 6,000 7,000 $ 7,000
� Software Maint.* --- --- 5.000 5,000 6.000
� TOTAL --- --- $116,000 $27,500 $13,000
� GRAND TOTAL y�LZ� 2 5 6. 4 0 0 S 19 8, 8 0 0 s� ii_Z�Q
* Inflated 6� annually
** Additional mass storage
53
$ 72,000
28,000
20,500
20,000
16,000
$156,500
s��
COST SUI�II�ARY
Continue Usinq Existing System
1988 1989 1990 1991 1992 TOTAL
ADMINISTRATIVE
Software License $ 12,000 --- --- --- ---
Hardware Maint.* 21,000 $ 22,000 $ 24,000 $25,000 $27,000
Software Maint.** 15.000 16.000 17,000 18.000 19,000
TOTAL $ 48,000 $ 38,000 $ 41,000 $43,000 $46,000
�UBLIC SAFETY
Hardware Maint.* $ 7,000 $ 7,000 $ 8,000 $ 8,000 $ 9,000
Software Maint.* 4,000 4,000 4,000 5,000 5,000
Data Comm. Lines* 600 700 700 800 800
TOTAL $ 11,600 $ 11,700 $ 12,700 $13,800 $14,800
GRAND TOTAL S 59� 600 S 49 . 700 S 53 , 700 y'��$�, i'��p. .�
* Inflated 6$ annually
** Assume 200 hours per year at $75.00 per hour.
54
$ 12,000
119,000
85.000
$216,000
$ 39,000
22,000
3.600
$ 64,600
S28o,600
Inflated 6� annually
Proposed New
System
Existing System
NET COST OF NEW
SYSTEM OVER
EXISTING SYSTEM
COST SUi�II�iARY
Comparison Of Existing System To
Proposed New System
1988 1989 1990 1991 1992 TOTAL
$178,900 $256,400 $198,800 $87,900 $70,800 $792,800
� 59.600) j 49.700) � 53,700) j56.800) j60,800) ,j,280.600)
�� �. �� �� �� � ��� ��
55
COST DETAIL
ALTERNATIVE ONE• A CENTRAL COMPUTER WITH NO PCs
gDMINISTRATI�IE SYSTEM
�Iardware
CPU with:
6MB Main Memory
400MB Mass Storage
48 I/O Ports
Reel-To-Reel Tape
Operating System Software, Utilities
and Compilers
4 Data Communication Line Support
5 Cash Register/PCs for Liquor Store
35 Terminals
8 Letter Quality Printers - Laser - 8PPM
15 Report Printers - 100CPS
1 High Speed Printer - 300LPM
1 CAD PC
1 DTP PC with Scanner
4 9600BPS Modems
TOTAL
Software
Word Processing
Personnel
Graphics
Desk Top Publishing
Spreadsheeting
Fund/Budget Accounting and Reporting
Payroll
Cash Disbursements
Cash Receipts
Purchasing
Utility Billing
Asset Accounting
Special Assessments
Liquor Store Merchandising
Business Licensing
Street Address/Polling Place
Insurance Claims Management
Investment Management
Cross Reference
�
Purchase
$103,000
20,000
27,300
16,000
9,600
5,000
4,000
6,500
6,000
$197,400
$ 5,000
5,000
5,000
1,000 (on PC)
5,000
5,000 .
5,000
3,000
5,000
3,000
5,000
2,000
Existing
5,000
2,000
In-iiouse
Spreadsheet
Spreadsheet
Appraisal Data Base
Property Sales Tracking
Project Costing
Parcel Identification Number/Street
Address Cross Reference
Building Permitting and Special Use
Permitting
Computer Aided Design
Project Management
Work Order Management
Equipment Costing and Management
Streets Inventory
Project Cost Estimating
Warehouse Parts Inventory Control
Engineering Design Tools
Facilities Scheduling
Team and League Management
Class Registration
Inventory/Asset Management
Mailing List Management
Fourth Generation Programming Language
and Data Base Management System
TOTAL
Data Communications Lines
Liquor Stores - Dial Up
Garage - Leased Line
Senior Citizen Center - Leased Line
Nature Center - Leased Line
TOTAL
$UBLIC SAFETY SYSTEM
Hardware
1 Reel-To-Reel Tape
1 Upgrade T.I. CPU to �990/12
13 T.I. Terminals
4 Data Communication Line Support
4 9600BPS Modems (Fire)
4 9600BPS Modems (Police)
TOTAL
5?
Purchase
In-House
Existing
$ 2,500
In-House
3,000
3,000 (on PC)
5,000
2,000
2,000
5,000
Spreadsheet
2,000
3,000
4,000
2,000
3,000
2,000
Word Processing
10,000
$104,500
N/C
$50/month
50/month
50�month
$150/month
$ 8,000
N/ C
N/C
4,000
6,000
N/C
$ 18,000
Software
911 Data Communications Interface
Hazardous Material Fire Fighting
MFIRS Reporting
Equipment Management
Fire Management, Including Appraisal/
Street Address Data
Police Recordkeeping and Reporting
State Crime Computer Network Data
Communications Interface
Casewriter
Business Contacts
Word Processing
Spreadsheeting
Graphics
Case Management
Data File Management and Disk Storage
Utilization
ENFORC Report Generator
TOTAL
Data Communications Lines
CJIS - 2 Leased Lines
County 911 Dispatch - Leased Line
New Fire House - Leased Line
TOTAL
58
Purchase
$ 2,000
2,000
Existing
2,000
Existing & In-House
Existing
Existing
2,000
2,000
Existing
5,000
5,000
3,500
2,000
3,500
$ 29,000
$100/month
50/month
50/month
$200/month
COST DETAIL
ALTERNATIVE TWO• A CENTRAL COMPUTER IN COMBINATION WITH PCs
�DMINISTRATIVE SYSTEM
�Iardware
CPU with:
5
9
16
10
8
15
1
1
1
4
3MB Main Memory
400MB Mass Storage
48 I/O Ports
Real-To-Reel Tape
Operating System Software and Utilities
4 Data Communication Line Support
Cash Register/PCs for Liquor Store
Terminals
PCs
Upgrade Existing PCs
Letter Quality Printers - Laser - 8PPM
Report Printers - 100CPS
High Speed Printer - 300LPM
CAD PC
DTP PC with Scanner
9600BPS Modems
TOTAL
SQftware
Word Processing
Personnel
Graphics
Desk Top Publishing
Spreadsheeting (15 PC users)
Fund/Budget Accounting and Reporting
Payroll
Cash Disbursements
Cash Receipts
Purchasing
Utility Billing
Asset Accounting
Special Assessments
Liquor Store Merchandising
Business Licensing
Street Address/Polling Place
Insurance Claims Management
Investment Management
Appraisal Data Base
Cross Reference
59
Purchase
$ 94,000
20,000
6,300
40,000
5,000
16,000
9,600
5,000
4,000
6,500
6,000
$212,400
$ 5,000
5,000
Spreadsheet Graphics
1,000
3,000
5,000
5,000
3,000
5,000
3,000
5,000
2,000
Existing
5,000
2,000
In-House
Spreadsheet
Spreadsheet
In-House
Property Sales Tracking
project �osting
Parcel Identification Number/Street
Address Cross Reference
Building Penaitting and Special Use
Penaitting
Computer Aided Design
Project Management
Work Order Management
Equipment Costing and Management
Streets Inventory
Project Cost Estimating
Warehouse Parts Inventory Control
Engineering Design Tools
Facilities Scheduling
Team and League Management
Class Registration
Inventory/Asset Management
Mailinq List Management
Fcurth Generation Programming Language
and Data Base Management System
TOTAL
Data Communications Lines
Liquor Store - Dial Up
Garage - Leased Line
Senior Citizen Center - Leased,Line
Nature Center - Leased Line
TOTAL
PUBLIC SAFETY SYSTEM
Hardware
1 Reel-To-Reel Tape
1 Upgrade T.I. CPU To �990/12
9 T.I. Terminals
4 PCs
4 Data Communication Line Support
4 9600BPS Modems (Fire)
4 9600BPS Modems (Police)
TOTAL
60
Purchase
Existing
$ 2,500
In-House
3,000
3,000
500
2,000
2,000
2,000
Spreadsheet
2,000
3,000
2,000
1,000
2,000
1,000
Word Processing
10,000
$ 85,000
N/C
$50/month
50/month
50�month
$150/month
$ 8,000
N/ C
N/C
8,000
4,000
6,000
N/C
$ 26,000
$oftware
911 Data Communications Interface
Hazardous Material Fire Fighting
MFIRS Reportinq
Equipment Management
Fire Management, Including Appraisal/
Street Address Data
Police Recordkeeping and Reporting
State Crime Computer Network Data
Communications Interface
Casewriter
Business Contacts
Word Processing (5 PC users)
Spreadsheeting (3 PC users)
Graphics
Case Management
Data File Management and Disk Storage
Utilization
ENFORC Report Generator
TOTAL
pata Communications Lines
CJIS - 2 Leased Lines
County 911 Dispatch - Leased Line
New Fire House - Leased Line
TOTAL
61
Purchase
$ 2,000
1,000
Existing
2,000
Existing & In-House
Existing
Existing
2,000
500
1,000
600
Spreadsheet Graphics
3,500
2,000
3,500
$ 18,100
$100/month
50/month
50/month
$200/month
VIII. SUHII�iARY OF RECOMMENDATIONS
This section consists of a summary of our most significant
recommendations on improving automation at the City. Some of these
recommendations are explicitly stated elsewhere in this report;
others are merely implied.
o Replace the existing administrative system with new hardware and
software. Utilize a combination of a central computer and PCs.
o Use PCs for word processing, spreadsheeting and certain
specialized applications.
o Retain some software for use on the new administrative system.
o Equip all PCs with terminal emulation capabilities.
o Acquire a PC-based desktop publishing system.
o Replace the PRINTS software with a set of software designed to
meet the needs of each user department. Use the computer to
simplify updating these multiple property files. Investigate
the use of a GIS in the future to organize and present much of
the required parcel data.
o Retain the Police and Fire software. Upgrade the public safety
hardware with the CPU, terminals and printers from the old
administrative system.
o Acquire a GIS which will be compatible with the future County
GIS. Investigate sharing hardware and software with the County.
o Do not attempt to integrate the document archiving system with
the administrative system.
o Maintain a small EDP staff to manage the City's systems and
develop some new software.
o Acquire the PCs in 1988.
o Acquire the new administrative system and upgrade the public
safety system in 1989.
o Acquire the GIS in 1989 or 1990.
62
Engineering
Sewer
Wa�er
Parks
Streets
Maintenance
MEMORANDUM
TO: Nasin► Qureshi, City Manager PW86-106
FROM: John G. F'lora,�Pub�lic Works Director
DATE: April 21 , 1988
SUBJECT: GLS Meeting
The Anoka Co�nty GIS irtterested parties met on Thursday, April 7, 1988 to review the
c�onsultant pcaposal tor a Geographica]. Information Systen Request for Proposal (RFP)
and a Joint Pawers Agreaaent to be disseminated to the Cointy cities and tawnships.
The oonsulting fian � Deloitte, Haskins and Sells revised their sulmittal to include
the preparation of an RFP, selection of a consultant and 4 other options for a'
estimated cost of less than �36, 000. It was agreed by the participants that the
proposal was reasonable and the firm of Deloitte, Haskins and Sells should be
retair�ed by the Joir�t P�awers Task Forve, �t�en it is estab�lished to formalize the Task
Fbroe neect�, prepare an RFP, idemify criteria for vendor selection and assist in the
selectic� prooess for the determination of a Couity�wic7e GIS.
A redraft ar rhe Joint Pvwers Agreenent was reviewed. It was suggested that the not
to exceed �nant cf 536,000 be ideritifiecl and that the f�ding participation provide
for m�nicipalities of less than 10,000 population aomnitment to be limited to 51,000
or the lessor anaait as ideritified by the Northern City Mayor's ftnding vonoept. All
other partic�pants woul.d p�ay in a000rc7anoe with the Northern Mayor's vonvept with the
Co�nty participation equal to the largest populatian and the largest assessed value.
Assuning the cities of Blair�e, tblunbia Heic,�ts, .Coon Rapids, �ridley and the County
enter into the Joi� P�wers Agreenent, F'ridley's share would a�aaalt to approximately
57,400.00. (The Coulty's share w�ould a�ao�t to 59,000.00).
The Co�nty, via the County Engineer's office, will distribute the Joint Powers
Agreement by April 15 and request the appraved agreements with the desic�ated
rep�esentatives be retur�ed by May 24. The next meeting of the current group is
sc3�ec�led for May 5 to review any �omnerits or inforn�ation and Thursday, May 26 has
been established fa� the first meeting of the Anol� County Joirit Powers Task Force
��•
upnn reoeipt a� the Joint P�owers Agreener�t, I would urge the Co�ncil to e.nter into it
and desic�ate myself as pcimary menber and Bob Norclahl, Jock Robertson or Rick Pribyl
as alternate meaber.
Atta d�nent
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CITY Of
FRlDLEY
PLANNING D IVISION
MEMOR,ANDUM
I�ND �: Nasim Qureshi, City Manager
Jock Robertson, Camn�nity Develapnent Director
l�EI� FROM: Jim Robinson, Planning CoordinatorJ� .
P�EMrJ D�1TE : April 21, 1988
RDGARDING: University Avenue Corridor Update
In order to update the City Co�mcil on the status of the University Avenue
Corridor implementation, it may be helpful to review the status of the
project and outline a preliminary sdiec�ule for oodnpleting the first phase.
The first phase of the University Avenue Corridor project includes the
segnent s f rom 57th Avenue to 61st Avenue, incl uding both inte r se ct i ons, and
73rd Avenue to Osborne Road, including both intersections. 7xie improvements
whidz are incl uded in the prop�sed desic� incl ude :
A. Intersections - deoorative paving, riew curbing with handicap curb cuts,
crosswalk striping, uniform signalization, bus shelters and benches,
dectirative retaining walls and lae�►dscaping.
B. Intervening seqnents - de�nonstrati� turf reseecling between 57th Avenue
and 61st Avenue, �oniferous and evergreen trees along the highway
shoulders, renwal of the fence on the commercial side of University
Avenue and painting the residential fenoe o�n the west side o� University
Avenue.
Progress on the working drawinc}s ha: been delayed in order to allaw the City
staff and City Council time to analyze the various lighting options
(standarcts and luninaires) for the University Avenue Corridor, as well as
other areas in the City. At this time there is a consensus that the
gooseneck standarcls with white globes would be the most desirab�le option for
the City. Lic�ting specif ications have very recently been reoeived f rom
lighting oonsultant, Bob Ehlers. �ese specifications are being turned over
to Barton Aschman tb be inoorporated into the final working drawings. We met
with Barry Warner � Barton Ascizman on Tuesday, April 12, 1968 and agreed on
a preliminary timelir�e for commencing work on the phase one project In
addition, we discussed modificatians to the oonoept whi� will be incluc�ed. in
the working drawanc�. At this time our estimate for finishing the projeck� is
as f all aws :
Canple�tion of working drawings -�ao months.
Qomp7.e�tion of 1�IDdr review - Six to ei�t weeks.
Bid letting - Mid September to early October.
Camnenoement af sig�al work and paving - Late September
doamenae�nent a� lanclscaping - Early Sgring, 1989.
Final izatiaz of phase one projec� implenentatian - Early
to early October.
Stmaer, 1989.
Staff will be pregared to make a presentation at the Council Conference
meeting on April 25, 1988 which will provide more detail as to the
refinements we are anticipating with the working drawings and also the
aonoept far �ilizing the Fridley light standard on the University Avenue
Corridor.
JL�R/dn
M-88-96
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FROM:
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CO1�/LMUNITY DEVELOPMENT
DEPART'IVIENT
MEMORANDUM
City Co�cil Members
Planning Commissim �nbers
Jim Robinson, Planning Coordinator�-
Jock Robertson, Develo�nent Director
April 16, 1988
RDGARDI NG : 57th Pl aoe Cartm�er ci al Devel opnent
,
The Winfield Develogr�er�t cgoup has mwed ahead with initiatives to develop the
northeast cczrer c� 57th & University Avenue. f►t this time they have plaoed under
purchase agreenent the c�glex property located at 349 - 57th Place. The purchase
agreement is for an aa�uisition a�st � S98,500. Tn addition, the developer has
hi red the Desic� Partnership Group to prepare prel iminary site pl ans and elevations
which are attaci�ed for your review. Total estimated acquisition costs, ass�nning
the developer ac�quires all properties and there are no relocation o�sts, are as
fallows:
A Rapid Oi1 paroel incl uding
the single fa�;ily property - S400, 000
A duFl ex S 98, 500
Shorty's Towing 5175,000
Vacar�t lats S 50, 000
TOr!'AL � 723, 500
(asking prioe)
(purd�ase agreement amo►nt )
(best guess )
(best quess)
Additirnal oosts would include the relocation of the streets, as shaan in the
attad�ed sketd�, and utility wurk including the reno�val of a sanitary sewer line
which z�ns throuc� the vacated street area. The City Engineering Department is
preparing estimates for �til ity w�rk whicfi will be forwarded to the Council and HRA
when available. �e c3eveloper is willing to pay up to S4/sq. ft. for developnent
ric�ts to this property. We are estimating that the parcel is approximately
100, 000 sq. ft. A 5400, 000 aoquisition prive would leave a def icit o�f S 323, 500 for
aoquisition oosts only. Che solution to this def icit would be to enter into an
equity agreener�t with the develcyper whereby the HRA subsidy w�ould be reimbursed
upon sale of the develo�nent, along with any profits resulting frcm appreci�ation.
TY�e HRA ir�form�lly reviewec3 the oonoept and cost analysis on April 14th and are
supportive of the project. Upon sutmission of a copy of the duplex purchase
agreenent the HRA a�horized staff to grant the developer the exclusive ric�t to
a�nt inue to re got i ate a devel qment agreenent.
Zoning issues include a rezoning of a p�rtion of the property fram R-2 duplex to
C-2 general business �see map), the vacation of a portian of the existing service
road and the platting of the. p�operty.
We are anticipating that the mest diff ic�lt aaquisition at this point will be the
Rapid Oil parvel. Zhe reaent aoquisitions by the Ashland Oil group of all the
property invnlved equals 5285,000, we have been informed that their asking pric�e is
5400, 000. Tt may beoome neoessary for the HRA or the City to step in to acqui re
this property. A�ssihle o�naie�nnation prooeedings and rezoning will need to be
carefully 000rdinated. We are seeking the cn�sel of Herrick and Newman in this
matter.
JR:1 s
oC Her r i ck and Newlran
Nl-88-84
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Engineering
Sewer
Water
Parks
Sireets
Maintenance
MEMORANDUM Pwss-ia3
TO: Nasim Qureshi, City Manager
FROM: John G. F1ora,�Public Works Director
DATE: April 21, 1988
SUBJECT: Moore Lake West Basin Aerator
Within the Moore Lake Restoration Project, we have identified $23,000 f or an
aerator in the west basin for prevention of winter fish kill.
As an amenity to the Lake Pointe development, it has been proposed to construct
a waterfall element at the southern end of the west basin. Within this water-
f all element we could install a cascade type aerator to satisfy the DNR winter
requirement.
I have obtained photos of a similar element to present to you and the Council
at the April 25, 1988 conference meeting. If the Council and HRA support
this concept, we should work with Woodbridge to initiate this construction
this summer so that the aerator system would be functional this winter and
while the grant funding is available.
JGF/mh
I
i
i
�
� •� �
�
`-� _
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C[TY OF
FRl DLEY
CIVIC CENTER • tr331 �'NIVERSITti' AVE. N.E. FRIDLEY. MINNESOTA 55�32 • PHONE 161?) 571_3-i511
April 19, 198s
Mr. James R. Anderson
Divison of Water Quality
Minnesota Pollution Control Agency
520 Lafayette Road
St. Paul, Minnesota 55155
Dear Mr, Anderson:
In a letter dated July 2, 1986, the City of Fridley requested authorization from
your Agency to include several additional work elements in the Moore Lake
Phase II restoration project. The supplemental elements included 1) installation
of a permanent aeration system in the West Basin; 2) replacement of the East
Basin hypolimnetic aeration system compressor with a larger unit; 3) improvements
to the BASFU system; and 4) an extension of the water quality monitoring program
t}�rougi� 19�8. Funding for this work was available under the existing Phase II
grant allocation.
While several of the above elements have been completed to date, recent
developments have precluded finalization of all work as proposed. Tasks
remaining include the installation of the West Basin aeration system and the
completion of the final project report. The proposed extension of the
monitoring program through 1988 will, in addition to expanding the existing
project data base, provide a means to evaluate the post-implementation
effectiveness of the remedial elements included in the project.
As you are aware, the project grant period expired on December 31, 1987. In
order to complete all remaining project work, an extension through 1989 is now
required. Such an extension would be one of time only, as monies remaining in
the original grant are adequate to complete all remaining work. Reallocation of
funding resources to the appropriate budget categories would however, be
necessary to make these funds available. It is therefore the intent of'this
letter to request a no-cost time and budget change amendment be approved for
completion of the Moore Lake restoration project. The changes requested are
detailed in Attachment No. 1 included with this letter.
It is our understanding that formal approval for a project extension requires
submission of a revised work plan outlining the elements to be completed,
schedules and associated costs. The changes requested as to project milestones
are detailed in Attachment No. 2 included Nith this letter.
tlltimately, this process wi11 culminate in the issuance of a revised Substate
Agreement and Amendment to the Federal Grant formally approving the extension.
The attached budget and work plan will hopefully provide you with the
information needed to approve the extension as requested.
Mr. James R. Anderson
April 19, 1988
Page Two
The City of Fridley is totally committed to restoring and preserving the quality
of Moore Lake. As a highly valued recreational resource, the importance of this
water body to the community cannot be over-emphasized. To date, water quality
improvements directly attributable to the project have resulted in marked
increases in recreational and aesthetic use of the lake. Implementation of the
remaining work elements will ensure this trend continues. It is for these
reasons the City requests approval for the revisions as proposed.
Should you have any questions concerning the information contained herein,
please call me at 571-3450.
Sincerely,
.%, �`��z"'__
� John G. Flora
Director of Public Works
crs
cc: Loren J. Larson, Hickok and Associates
Attachments
�
0
ATTACHMENT N0. 1
PROPOSED REVISIONS TO THE MOORE LAKE IMPROVEMENT
GRANT ELEMENT FUNDING DISTRIBUTION
Funding for the proposed work is available through reallocation of existing
budgetary resources. The proposed budget revisions are su mnariZed as follows:
Current Change New or
Program Elements Approved Budget Requested Revised Budget
Engineering
Construction
Legal and Administrative
Testing and Inspection
MPCA Administration
Costs - Total
� 253,354
580 , 000
127,84U
25 , 000
2U,OOU
E1,006,194
- $ 3,737
+ $ 9,732
- $ 8,918
+ $ 2,923
-u-
-U-
$ 249,617
589,732
118 , 922
27,923
2U,UUU
$1,006,19�1
Review of project expenditures through April 1988 indicates tt�at approximately
$37,OU0.00 is available to complete all remaining work. The proposed allocation
of this balance is itemized as follows:
Work Element
1988 Monitoring Program
West Basin Aeration System
City of Fridley Administration
Final Project Report
Completion Date
October 1988
November 1988
March 1989
March 1989
Total
Estimated Cost
$ 2,000
$23,OOU
$ 2,OU0
$10,000
S37 ,OU�
Incorporation of the above elements into the revised work schedule would
necessitate a time extension through April of 1989. Such an extension is
therefore urgently requested.
i
ATTACHMENT N0. 2
PROPOSED REVISIONS IN MOORE LAKE IMPROVEMENT GRANT
TIMETABLE AND MILESTONES
Completion of the remaining project elements will require a revision in the
current project timetable. This will include an extension of the grant period
to April 1, 1989. Proposed milestones are as follows:
May 15, 1988
Jun 1, 1988
Aug 1, 1988
Oct 1, 1988
Nov 1, 1988
Dec 1, 1988
Jan 1, 1989
Mar 1, 1989
Apr 1, 1989
Finalize design and specifications for West Basin cascade
aeration system,
Request for bids issued.
Award contract and begin construction for West Basin
cascade aeration system.
Finali2e outline for Final Project Report.
Initiate preparation of Final Project Report.
Construction on the West Basin aeration system complete.
First draft of Final Project Report submitted to MPCA and
U.S. EPA.
MPCA and EPA submits comments on draft report to C�ty of
Fridley.
Final Project Report completed.
Conduct final inspection to close project.
e
�
MEMORANDUM
,
T0:
FROM
John Flora, City of Fridley
Loren J. Larson
E. A. Hickok and Associates
DATE: April 18, 1988
RE: Proposed Work P1an to Affect Completion of Moore Lake
Restoration Project
The following work plan outlines the tasks associated with completion ofi tne
Moore Lake restoration project. This work plan supersedes that proposed in a
memo datea Jartuary 11, 1988 to you from Wa1t Eifert because it is constructea
with more current information as to available funding.
TASK 1: Complete the design and installation of an aeration system for
the West Basin of Moore Lake
Description: A permanent aeration facility will be designated and
constructea at an appropriate West Basin location. Tne
proposed system will be a land-based cascade design capable of
supporting a limited resident fish population. It will be
indepenaent of the unit presently operating in tne East Basin.
Status: A preliminary design of the pump, housing, pumpage locations
and plumbing network has been completed. A tenporary system
was installed in the West Basin in December 19t�7 to prevent a
potential fish winterkill. The unit is presently in operation
and appears to be meeting its designed purpose.
Estimatea
omp etion Date:
Estimated Cost:
November 1988
$23,000
TASK 2: 1988 Water Quality Monitoring Program
i
Description: The water guality monitoring program proposed for 1988 will
nasically follow past monitoring efforts. Two previously
establishea stations in the East Basin and one in the West
Basin will continue to be sampled in 1988. Monitoring
protocols will include collection of samples on two separate
dates between June and September 19�8.
Status: Pending approval,
Estimated
Completion Date: October 1988
Estimated Cost: S[,000
CORR7.3/MEM0.40
L
TASK 3: Prepare Final Project Report
► Description: The final project report will be proposed in accordance with
� EPA Phase II guidelines. Due to the duration and extent of
the project, an extension report is anticipated. Report
contents will include a description of the project, chronology
of events, an evaluation of remedial element effectiveness and
a detailed summary of overall project results. Addenda to
this report will include a water quality monitoring program
summary and an aeration and maintenance plan. Prior to final
report initiation nowever, an outline of the content and
format will be submitted to tne appropriate agencies for
review and ConCUrrence.
Status: Pending project completion.
Estimated
omp ettion Date: March 1, 1989
Estimated Cost: a10,000
At the request of Mark Burch, E2,000 has been set aside to cover.administrative
costs associated with the Grant incurred by the City.
m