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04/17/1995 CONF MTG - 4901� � qTY QF FRtDLEY CITY COUNCIL CONFERENCE MEETING .APRIL 17, 1995 - 7:30 P.M. CONFERENCE ROOM A (UPPER LEVEL) i. Status Report on 1995 Ciean-Up Week 2, City of Fridley 1995 Information Systems Plan 3. Water Meter Readings 4. COPS FAST Grant U �� Community Development Department PLANNING DIVISION City of Fridley DATE: April 14, 1995 � TO: �� William Burns, City Manager � FROM: SUBJECT: Barbara Dacy, Community Development Director Clean-Up Week Committee Update The City Council at its March 27, 1995 meeting asked me to interview the Clean-Up Week Committee members and also to have Lonni McCauley attend the City Council Conference meeting. The City CounciZ's concerns focused on three issues: 1. 2. 3. Curbside pick-up versus centralized drop-off, or combination thereof; Paint-A-Thon; and Operation and progress of the Committee to-date. Since the City Council comments on March 27, 1995, I have spoken several times with Lonni McCauley and also with seven of the nine Committee members. The Committee met on April 12, 1995 to further discuss the curbside versus the centralized drop-off issue. Susan Young from the City of Minneapolis was also in attendance at the April 12, 1995 meeting. Curbside Pick-up Versus Centralized Drop-off, or Combination Thereof 1. The Committee and Lonni have developed a cost estimate for the Committee's recommended idea for the clean-up project. Lonni will be prepared to discuss details of the proposal, but the major features of the recommendation are: A. Curbside pick-up to occur on Saturday, September 16, 1995, to be completed by the haulers. B. Items to be picked up at the curbside include small appliances, usable furniture, carpeting, broken furniture, brush, and scrap metal. � � � Clean-Up Week Committee Update April 14, 1995 Page 2 C. A central drop-off would be provided for Friday and Saturday to provide drop off for used oil, tires, paint, car batteries, fluorescent bulbs, and unopened paint. D. The Committee did not recommend the hazardous waste centralized drop-off because of the liability issues and cost (approximately $80,000). The range of the costs for what I will call a"combination" approach ranges from $140,000 to $265,200. The range of the costs depends on the amount of tonnage collected at the curb and the resultant tipping fees. Lonni reported that Chairperson Saba was satisfied with this ' proposal since he believed that it met the original intent of the clean-up. An issue, however, is that the Committee wanted the haulers to donate or contribute a portion of the cost of the pick- up. The haulers that Lonni has contacted have not been amenable to this because they are fearful about the amount of materials that will appear at the curb. According to Lonni, they "fear a lot of waste material being brought into the City and dumped on people's lawns, plus people ravaging the piles of waste looking for things to take." Lonni has suggested that maybe we approach the haulers to contribute 1% of the revenues from the collection as an alternative. The Committee also suggested that City staff ineet with the haulers to try to convince them to contribute the costs and/or to make some type of donation as a result of the - pick-up. Susan Young from the City of Minneapolis confirmed that the cost estimates that Lonni developed are accurate. She stated that 300 pounds of material for each household is probably the minimum. She did suggest that construction materials not be picked-up at the curbside. Because of the age of the homes in Fridley, construction materials may contain asbestos or other materials that need to be properly handled prior to disposal. If the City wants to provide for construction demolition disposal, it should be provided at the centralized drop-off point. Clean-Up Week Committee Update April 14, i995 Page 3 The items for the City Council to discuss on this issue are: (1) Range of costs acceptable to the City Council. (2) Conducting a curbside pick-up of this amount would be excessive to conduct on an annual basis, but once every five years may be appropriate. During the intervening years, other beautification activities (contest and "Adopt-A-Program") could be conducted it its place as well as the typical Spring Clean-Up Days. (3) Concurrence with City staff to meet with the haulers to negotiate some type of contribution on the costs. Paint-A-Thon It is my understanding from Lonni that the Committee did not want to take on too many activities in the first year. The Committee also wants to conduct some type of a Iitter clean-up along Rice Creek, University Avenue, and Highway 65. Instead, the Committee opted to advertise the availability of the Paint-A-Thon Program (ads places in the Focus News and the City Newsletter) to enable eligible Fridley households to sign up for the program. The deadline on the Paint-A-Thon sign-up is April 15, 1995. Lonni will be contacting the Paint-A-Thon office on Monday to determine if any Fridley households signed up. A Paint-A-Thon project can be conducted more intensively next year if desired. Operation and ProQress of the Committee To-date I have spoken to seven of the nine Committee members. Unfortunately, I was unable to contact Jeanne Olson from the Rotary and Marv Platt. In general, the Committee members are satisfied with the progress of the Committee, but would appreciate direction from the City Council as to the size of the budget they are willing to expend in this first year. The members also expressed that they did not want to take on too much in the first year and risk loss of community spirit or depletion of volunteer resources. Other Issues The Committee is continuing to work on recruiting volunteers, defining a role for businesses and industries in the clean-up, and defining potential beautification projects. The beautification projects may be a perfect idea for "neighborhood based" programs. . Clean-Up Week Committee Update April 14, 1995 Page 4 S umma rv Lonni McCauley will be present at the City Council Conference meeting to discuss the following: 1. The Committee's recommended "combination approach". 2. The City Council's direction on the size of the budget for the clean-up. 3. Clarification of the issues about conducting a Paint-A-Thon this year and in the future. BD/dw � M-95-231 " :iPtiF?-12-95 WED 1-i :57 DSM E'•lEhJTS OF LIST r� ��J �� COSTS BREARDOWN FOR SOL3D WASTE CURBSIDE PICK-UP p _ �� . Curbside pickup assumes most current city haulers would participate to accomplish the clean up. . Pick-up would i.nvolve two to three trucks picking up from homes - solid waste, brush, scrap metal (some could combine two or more of these itemsj. Saturday pick-up . All haulers in city but two can do a Saturday pick-up. . Scenario would be to divide city into I000-home zones with between 300# and 450# of waste per home estimated. A hauler would be asked to take on one or more zones. Pick-up on Regular Route/Regular Day . All haulers in city but the largest could accommodate this pick- up tor their regular customers on their regul.ar refuse day. COSTS Saturdav 300# ot material each per 1040 homes =300,000# of waste . $.025 per pound Iabor $7,500 . $49 per ton disposal $?,350 = $14,850 x 8000 homes = $118,800 450# of material each per Z000 homes = 450,000� of waste . $.025 per pound labor $11,250 . $49 per ton disposal 1I.,025 = $22,Z7S x 8000 hames = $178,200 Reqular Route Pick-Up 300# of material each per I400 homes = 300,000# of waste 0 n $.02 per pound labor $49 per ton disposal $6,000 7,350 = $13,350 x 8000 homes = $106,$OQ � i=iF'R- 1�-95 tJEU 1 4:5 � DSM E'�: ENTS GF U I ST 7570723 P. 53 � � Rec�ular Route Pick-Ut� cont. 450# of material each per 1000 homes = 450,000# of waste NOTES: $.02 per pound labor $49 per ton disposal $ 9,OQ0 11,425 = $20,025 x 8Q00 homes =$I60,200 . Three hundred pounds of waste material has been called too much and not enough per household - I figure we're in the ballpark estimating both 340# and 450#. ' . Haulers are very reluctant to take on this task. The� ��av�� little or no experience in the amount and type of material t�ey will find and had a very hard time giving me any cost esti.mates� They also fea= a lot of waste material being brought inta �� °� �°� and dumped on people's lawns plus people ravaging �h� �:�.�.-� _ waste Iooking for things to take. . Ti.res would be the hardest curbside item for haulers inasmuch as� they absolutely cannot be co-mingled and many haulers do g�<,y "1�.•_ extra trucks or capacity to take on this item. I would recom�end we do a central location for tires, oil, flourescent bulbs. a�-� �(/�- _ ON THE BRIGHT SIDE11 The city will be up and running with a"Hot Line" which t�e ��x°�� up project can use via our own extensions which we can divi�ie �.n�c� various subject matter. 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J � E� ! L G �. �. � , .� `J ��RS I I Youn.g people, families, neighborhoods, organi7,a.tions � YOU! 1- are needed to help clea.n up our city dwring Friclley Pride City-�N'ide da�s September 15 a.nd 16, 199�. This pro,�ect is the #�rst big step in g�v�ig Fridley a face lift - and we're askir�g you to volunteer to make this a resounding successl Residents will be encouraged to clean out and spiff up basements, garages, yards. Some of your neighbors �vill need help �rith the task. That's where your volunteering can he1p. You may a.Zso have ideas about other area.s of the city you �rant cleaned up. F_ E+1 Interested2 Ca11 I,onni McCauley, Director of Fridley Pride City- Wide, at 75�-3975 for more informat3on on how you, your fam�ly or your group can volunteer to give Fridley a clean sweep. f J ( O ! •� v riFF.'- 1 4-°� FR I �_ A� p^p� E':rEtJ T'=: �_�F U I= T i_ i�_+ i �_ Ready to sign on the dotted line��2 'To volunteer to ma.ke Fridley Pride City-Wide a success, just fill • oui this form and send - or bring - it to: Duane Knealing Independent School Dist #16 6000 West Moore I,ake Drive Fridley, M1�T 55�3� rlame(s) and/or or Address I'hone �Fo1d, staple, st,a.mp, and send ii to the above address) H . , F . ti ;" ? 5�2 , , � � .� t � fj� ' `� � � � i� >.ii� • tif$ . �.: S k��3 � f;S�t;{ � { �,ti tf �< <3 � ,..? S i DATE: April 12, 1995 /� �t0 TO: William Burns, City Manager � FROM: David Sallman, IS Committee Chairperson �� Howazd Koolick 1Vlichele McPherson SUBJECT: City of Fridley Five Year Information Systems Plan In 1994, the City Council authorized the formation of the IS Committee. The Committee was charged with developing a five year "capital improvement" plan for the City's information systems. Attached for your review is the result of the Committee's work. Howard Koolick and Nfichele McPherson will be presenting the five year plan to the City Council for its discussion at its conference meeting ofApril 17, 1995. They will be prepared to ara�lh��r any questions the Council may have. If there are questions before Monday evening, please forward them to Howard or IViichele. Some highlights of the plan for 1995 and 1996 include: 1995 Highlights Public Safety System Code Enforcement Module Special Assessment Module Internet Connection i 996 Highlights PC File Server or AS400 Upgrade Electronic Office Environment The City Council will be asked to formally receive the plan at a future City Council meeting. The Council will be given the next year's budgeted needs on an annual basis during the budgeting process. We look forward to presenting the Five Year Information Systems Plan to the City Council. cirr a� �t�c�r 1995 /NFaRMA i/aN s'YS'iFMS ALAN JANUARY 1, 1995 TABLE OF CONTENTS 5ECTION PAGE IlVT'RODUC'I'ION AND OBJECTIVES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 INFORMATION SYSTEMS PLANNING PHILOSOPHIES . . . . . . . . . . . . . . . . . . . 2 CURRENT STATUS AND FLITURE NEEDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 ISSUES AND ASSUMPTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 SUMMARY OF THE INFORMATION SYSTEMS PLAN . . . . . . . . . . . . . . . . . . . 41 SIJMMARY OF 'I'HE COST ESTIMATES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 APPENDIX A. INFORMATION SYSTEMS PLAN DETAIL . . . . . . . . . . . . . . . . A-1 APPENDIX B. DETAIL COST ES'I'IMATES . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-1 I. INTRODUCTION AND OBJECTIVES In 1990, Chapel Consulting was engaged to assist the City of Fridley in planning for, acquiring and implementing new information processing systems. The 1990 Information Systems Plan is one of the outcomes of that engagement. In 1994, the City formed an Information Systems Committee and gave this Committee the task of updating the Information Systems Plan. This plan was prepared to guide the City in continuing its ongoing efforts to upgrade its information systems. It contains a long-range plan for information systems at the City and is based on the City's 1988 and 1990 systems plans but it has been updated to reflect the computer improvements the City has made since 1988, the changes in the data processing marketplace and City Management's changing perceptions towards computers. The objectives of information systems at the City are to: 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 efficient and cost effective information systems. ' 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 seive as a guide in formulating a specific information systems plan. The plan presented in this report lays out 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 systems as technology proves effective. The plan presented in this report covers the years 1995 through 1999. Each year, the Information Systems Committee 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. 1 II. INFORMATION SYSTEMS PLANNING PHILOSOPHIES The objective of any information systems planning process is to ensure that the most �ost- effective information handling tools are in the hands of computer users when they need them. This means: 1) anticipating the tools that will be needed and when they will be needed and 2) anticipating the timing of the deiivery of these tools by the information processing industry. These overall philosophies break down into general strategies that were used to develop the specific action steps in this plan. These strategies are: o Wherever possible, place the data and the information processing tools in the hands of and under the control of those who will use them to serve the citizens. This approach: - Eliminates the errors and delays caused by handling data in multiple departments. - Usually provides greater responsiveness to the citizens. - Allows individual departments to go at their own pace in applying computers to their operations. - Distributes knowledge and confidence in information systems across a greater number of people rather than concentrating it. - Makes departments more accountable for data processing e�enditures. o Concentrate data and share information processing resources only when two or more departments need access to the same data. o Use systems which are relatively easy to operate and manage. This is especially true with regard to local area networks and data communications in general. o Acquire predeveloped software to meet most requirements. Avoid modifying this soflware, unless absolutely necessary. This approach almost always results in higher quality, better documented software more quickly and at a lower cost. o Develop software in-house only for those applications which are unique and/or very simple. Use database management software and fourth generation languages to create portable, user-friendly software. o Choose technology that is in the mainstream of technological development or which is likely to become part of the technological mainstream. � , i ' o If a purchase of computer technology can be postponed without adversely affecting a department's ability to perform its function, do so because the technology will be cheaper and more powerful in the future. ' o When purchasing preprogrammed software, acquire only widely used, proven packages supplied and supported by financially stable vendors. , o Provide access to adequate training for all departments using new software. Training is vital to the successful implementation of sofiware, but is often inadequate due to budget constraints. o Develop a contingency pIan to protect the City in the event a software or hardware supplier discontinues support or goes out of business. In the case of a software vendor, one strategy is to acquire software only when the vendor is willing to provide access to source code. 1 These strategies were used to develop the specifics of the City of Fridley Information Systems Plan. Additional assumptions include: o The plan addresses every need presented by the departments. The importance of any specific need and its eventual inclusion or exclusion in the actual plan should and will be tested in the budgeting process just as any other need is tested there. o No department is favored over another. o The planning time frame is five years. � � , �J ' � ' 3 ' III. CURRENT 5TATUS AND FUTURE NEEDS ' This section resents the current status of automation in each de artment. The ' P P requirements for new hardware and software are also described here. The tables on the next five a es summarize this information. The show a hi v , p g y gh le el summary of the current and projected 1999 status of information systems. This is an update ' of the original 1990 plan. A detailed description of each department follows tl�e tab�es. ' ' � ' ' ' i _ i i 1 1 1 ! 4 ' W J LL � a w � 7 � � _ � E * rn � c � N � C T � '� O � N � Q * � > � .�3 .� � � N .-. � � � '� N C C"�, V c � N N � �-' f�0 �. 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C�6 a U � � v c �a � o �c � � � v � � a��i a��i °' o � � �u -6 � :� � � � a� � c °Q�'ooQ�'a� oQ�.So on.caY��'cNOa�i �a'S� �aQ��c°'o �cna�c)�v�a�c� �cnon`.�i�n �mc�c)¢i�=o� �c�mm �cnc)cnc�c� rn c .� a�i c � � � � a`> � U `p o I H N �` � lA = Y Z Q U � � � w 1 1 I i � O � Q Z Z Z Z � U U �� o � o� � � � � � a a W J LL O � a W � � O � � rn � w O ° c rn � g rn a - rn �- w �� o rn� o 0 �—�uJ O � U U N N U�(� �� '�� C �� Q �� tp � � N� N fp M y f/1 � Q N N N� j� N!� N� a �� UmU �U �U rn rn Y rn � rn rn Jg�,crnEE crn� c� crn L� Vl C� '(A C"O 'y C 'y C � 0- U�� U N U C U m � m � � O � � � O N fn '� � tLii � N �Oa� Qa a � � � a � a � �a�•- �mrn �m �a� �lAW6�3' �(nJ(JO �f��fQ� � � �� U} J � � m Z � w a � °C w >> U F � o rn o 0 � � O � U � � fn� Cj ��Z` �� f� � � � i ��rh� � �Q �Q � y � -" N � � � � � a �� Um �U �U rn � c'rnE E crn� �n �a� crn Z� N•� rn v� c'� a� rn c y c O�aNia�� i��rn �aNi� a`�ia� �� N � � � � � c � � � � � Oa� E � aa `� �' aU ca na �a �'�° �a� aa � N•� y � N� N n�j � N � N �u�iwC7 3tn�UOU3m ��n � « •- CU a� � rn °' � � U (� > c`� � `p � C7 � 'c � I Z � n � Y I I N WO O O O ° �� F F F � Q J � � � � m U U U � � a � � Q � � 0 A. CITY COUNCIL At their request, Councilmembers will be supplied with computer hardware and software by the City. Some Councilmembers are using their own computers while conducting City business. These Councilmembers use their PCs primarily for word processing. The City will supply each Councilmember with word processing software and data communications capability and communication software to view and send data on the Administrative System. 1. Electronic Mail The Council, City Manager, the Assistant to the City Manager, all department managers and staff members are using PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. It requires data communication capabilities from the Councilmembers' PCs. The City will make available to each Councilmember the soflware and hardware needed to use PC Support Messaging. It is the opinion of this department that the current messaging system is sufficient, however the city should change to a Windows environment. 2. Word Processin� City Councilmembers have the ability to create memorandums and other correspondence to staff people and Fridley residents. 1'liey can sign onto the Administrative System to store and retrieve word processing documents related to City matters. The City will make available to Councilmembers the current word processing software being used by City staff to enable Council to prepare memorandums and other correspondence. 3. Citizen Seivices Trackin� The data processing staff has developed a citizen services tracking module used to record ca.11s for service by Fridley residents. The software is also used to track the action taken by City staff in relation to the request. On a regular basis, the Public Information Specialist collects calls for service data from the various departments within the City and prepares a report for review by City Council. The software is meeting the current needs of the City. The citizen services tracking should be accomplished using the Code Enforcement module on the Administrative System. This will make it easier to share its use among Councilmembers and all departments within the City. 4. Mailing List Mana ement It is the opinion of this department that the amount of requests for mailing list contacts for the City Council are not of the magnitude to warrant development of an automated system at this time. In addition to the mailing lists that can be created l0 I,� ' by using the word processing program, the Administrative System and the GIS system '� could be used to generate needed mailing lists. 5. Document Archivin� The Councii has the ability to identify and retrieve specific documents which reference a particular subject. This can be accomplished through the City Manager's office or by the clerk's index software in use by the City Clerk. Optical imaging technology planned for use by the City Clerk beginning in 1995 will replace the Clerk's Index soflware. � ' ' � , ■ _I 'I' il B. CITY MANAGEMENT This department coordinates the activities of other departments, does program analysis, supports the City Council and administers the City's personnel and public access television functions. They use word processing, spreadsheeting, comparable worth, and desk top publishing software, as well as the HTE personnel module on the Administrative System. 1. Personnel This department uses the HTE personnel module to manage personnel data. This software works in combination with the payroll module to provide a complete payroll/personnel system. The personnel software runs on the Administrative System. Due to the confidential nature of the material stored on the payroll/personnel system, only certain staff members have access to certain components of this system. It is not anticipated that any changes or additions will be made to the current payroll/personnel system. 2. Electronic Mail The Council, City Manager, the Assistant to the City Manager and all department managers are using PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. It requires data communication capabilities from the Councilmembers' PCs. Some staff members within the department do use electronic mail in addition to PC Support Messaging. It is the opinion of this department that the current messaging system is suf�cient, however, the City should change to a Windows environment. 3. Word Processin� The department uses WordPerfect extensively. This software is a very effective word processing tool. The City should continue to use this software, changing to a ' Windows environment. . 4. Citizen Seivices Trackin� The City Manager's office makes limited use of the citizen seivices tracking module described in the City Council requirements. Calls for senrice generated within the City Manager's of�ce are either transferred to another department within the City for action, or the information or material requested is provided at the time the request is made. The City should use the HTE Code Enforcement module to enter this information and generate reports. 5. Mailing List Mana ement It is the opinion of this department that the amount of requests for mailing list contacts are not of the magnitude to warrant development of an automated system. 12 ' ' ' ��.� ' [ �� 1 It is thought that word processing software in combination with access to files on the Administrative System and the GIS System are sufficient tools to prepare any mailing ' lists that may be needed. 6. Financial Analysis It is necessary for the City Manager to have the means to prepare a variety of reports ' analyzing fund and budgetary accounting data. The fund and budgetary accounting system has the capability to organize the data for easy extraction and analysis. The City Manager and the Finance Department have the ability to perform analyses using � the reporting capabilities built into the new system. Staff also is able to use the report generator and spreadsheeting to prepare reports. , ' Staff uses the HTE GMBA module to prepare departmental budgets. 7. Access to Remote Databases The City Manager would like the ability to access data stored on other computers outside the City. This includes economic and demographic data stored at the Metropolitan Council, the University of Minnesota and other locations. This can be met by using the communications capability in the Finance Department which would also enable City Councilmembers and other City staff to have access. Optionally, a modem can be purchased for the City Manager with an additional telephone line. In the future, a connection to the Internet will be acquired. 8. Spreadsheeting The department uses Lotus i-2-3 for a variety of analyses. This is an effective � spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 9. Desktop Publishin�(DTP� i' The City is using PageMaker DTP software. This software is adequate and no changes are needed except to update the program as necessary. It is important that the software and hardware keep up with technology changes to ensure the ' effectiveness of this tool. One possible upgrade would be the inclusion of CD Rom technology for reference materials, etc. , ' i , I' , 10. Office Automation There are many features of the AS\400--Office Vision that are not currently used by this department. Staff would like to work with the MIS staff to determine possible benefcial uses of this system. 13 C. COMMUNITY DEVELOPMENT This department is responsible for land use planning, building permit issuance and inspection, code enforcement, and housing programs administered by the HRA. It uses the hardware and software to run contractor licensing, permitting, word processing, anc� spreadsheeting. 1. Contractor Licensin� This department uses the HTE Building Permit module to monitor licenses to contractors doing business in the City. However, the licenses are issued by the License Clerk by hand because the sofiware does not issue through Building Permits to Occupational Licenses. This amounts to about 300 licenses per year. 2. Zoning Historv The department desires to store and report on all land use and development permits affecting each parcel, including variances, rezonings, lot splits, plats, vacations and special use permits. The land use history will be cataloged using data base software and using the PIN number to link the information to the Land 51e in HTE. This information will be stored at the GIS Workstation for cross-referencing use. This information will be updated when new applications are received and processed. The HTE Building Permit module also has the capability to store building permit history on each parcel. However, the Inspection Division is not fully utilizing these capabilities because of staf�ng constraints. Another concem is the amount of history required for efficient use. It is the feeling of the Inspection Secretary that all history back to 1949 should be stored on optical imaging for effective use. The City should include this department in its city-wide implementation of imaging technology. 3. Permit Inspection Tracking ! Permit HistorX HTE Building Permit module has the capability to track permits and inspection activities. When a permit is issued, it is set up in the c��ctem. Inspections can be scheduled in the system. As inspections are performed, they can be logged to the computer. After final inspection and approval, the system can print a certificate of occupancy. The system is capable of generating a variety of reports summarizing permit and inspection activity. It can be used to track inspections for many types of permits issued by the City, including electrical, heating, plumbing, sign, moving, etc. 4. Code Enforcement The Department is interested in purchasing a Code Enforcement module to assist in tracking code violations and nuisance abatement cases. This will streamline the ' inspection and notification process. This process is currently completed manually. The module should have the capability of storing history associated with code enforcement and linking the HTE Land Management module. ' 14 ' 5. Spreadsheeting The Housing Coordinator uses Lotus 1-2-3 to develop amortization schedules for loan programs. In addition, Lotus would also be used to develop pro formas for the Scattered Site Acquisition Program. The City should continue to use this software, changing to a Windows environment. 6. Housin� and Redevelopment A modification to the HTE Land Management module was installed to track liens for the Housing Program. Special studies may require the use of Query or dBase. 7. GIS / ArcView This department wiIi be establishing a GIS workstation in 1994. ArcView software will be used extensively for data analysis. 8. Electronic Mail � This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save word processing � documents on the Administrative System for others to use. The City should change to a Windows environment. 9. Budgeting The Community Development Director uses the HTE GMBA module to prepare department budgets. 10. Citizen Seivices Tracldn The Community Development Department makes limited use of the citizen services tracking module described in the City Council requirements. The City should use the HTE Code Enforcement module to enter this information and generate reports. 11. Word Processing The department uses WordPerfect eartensively. This software is a very effective word processing tool. The City should continue to use it changing to a Windows environment. 15 � D. FINANCE This department consists of several function areas - Accounting, Assessing, City Clerk, Liquor and MIS. Computer hardware is used to run a variety of software - fund/budgetary accounting and reporting, payroll, cash disbursements, utility billing, asset accounting, word processing, spreadsheeting, graphics, clerk's indexing, records retention, residential sales, ta�c assessing, land management and special assessments. ACCOUNTING 1. FundBudget Accounting and Reportin� HTE GMBA is used to store account balances, appropriations and transaction detail for the current year. It also stores prior years account balances. It provides fund and encumbrance accounting capabilities and through its budgeting capabilities allows each department can enter and maintain its budget requests during the budget process. This module accepts automatic posting from Utility Billing, Payroll, Miscellaneous Receivables and Cash Receipting. It may soon accept automatic posting from the Recreation Registration module. A wide variety of financial and budget comparison reports are available. A report generator is included, however is cumbersome to use due to the layout of the data files. It allows for separate accounting for the HRA. This module interacts with Lotus 1-2-3, passing data to and accepting data from the spreadsheet software. The Budget module allows security for each department, causing the module to be somewhat complicated. 2. Pa� HTE Payroll generates pay checks and stubs and maintains month-to-date and year- to-date pay and withholding data from each employee. It also generates a direct deposit file that is transferred to diskette and delivered to the bank. It allows for a wide variety of pay and withholding categories. The module automatically generates a batch for GMBA with each payroll allocating all personnel expenses based on the distribution of wages to departments. The module is capable of calculating and reporting accrued vacation, annual and wellness leave time and converting these accounts to dollars at year end. The module tracks Medicare and FICA income and properly reports these amounts on W2 forms at year end. Periodic reports for PERA, unemployment, and year end IRS reporting are prepared on magnetic media. The module also budgets all personnel costs based on current employees, their characteristics and future luring plans. There is separate payroll library for the HRA. 3. Cash Disbursement This portion of HTE GMBA is used to generate checks to vendors. It stores information on payments due to vendors and the history of payments made to each vendor. As invoices are entered, verification is made that the invoice is not a duplicate. The capability of matching the invoice with an open purchase order exists, but is not used at this time. Checks and remittance advises for invoices are printed 16 � � as they become due or on demand. Invoices entered are automatically posted to � � project costing when appropriate. 4. Cash Receipts HTE Cash Receipts module allows for on-tine entry of cash receipts at the customer seivice counter and in the accounting office. Cash receipts are for utility bills, recreation activities, permits, fines, etc. Receipts are printed by the system when required. A terminal is attached to a cash box to provide for automated cash control. As each cash receipt is eniered, the amount, receipt type cade, general ledger number, utility customer number, and operator id are entered. The module verifies the data and creates a cash receipts transaction file for subsequent updating of Utility Billing and fund/budget accounting modules. The cash receipt terminal is equipped with an OCR scanner to speed entry of utiiity cash receipts. This module updates in batch mode rather than on-line, making inquiries more difficult. 5. Accounts Receivable The HTE Miscellaneous Receivable module is used to prepare invoices, statements and maintain an accounts receivable ledger. It will track deposits collected and create a disbursement batch for deposits being refunded. It will generate past due statements on demand. It is integrated with the cash receipts and fund/budgetary accounting modules for cash accounting. 6. Utilitv Billin� HTE Utility Billing calculates and bills for utility seivices: water, sewer, storm water and recycling. Utility customer data is entered for new customers and automatica.11y 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 are printed with OCR codes to speed entry of utility cash receipts. Interfaces with Land Management module for address and location information. The City should investigate using voice response (VRL� technology with Utility Billing. 7. Asset Accountin� HTE Asset Accounting was purchased but has not been implemented yet. 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. C�►rrently, the City is nsing dBase III to account for assets and a LOTUS 1-2-3 spreadsheet to calculate depreciation. 8. Project Costing � Several departments use the fund/budgetary accounting software to maintain project job cost information. The accounting staff and individuals coding invoices are ' ' 17 responsible for maintaining the integrity of this information. The HT"� fund/budgetary accounting module has this project costing component. Project costing is achieved using a general ledger chart of accounts and the project portion of HTE GMBA. 9. Financial Reportin� This department is responsible for the preparation of the annual City financial statement. They cunently rely heavily on manual entry of financial numbers into spreadsheet software. It needs a tool to automate the transfer of numbers from the financial system into a presentable document. 10. Bud et Pre arU atioII This department is responsible for the preparation of the annual City budget. Staff uses the HTE GMBA module to prepare its division budget. 11. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save word processing documents on the Administrative System for others to use. The City should continue to use this software, changing to a Windows environment. 12. Word Processing The department uses WordPerfect extensively. This software is a very effective word processing tool. The City should continue to use it, changing to a Windows environment. 13. �readsheetinQ The department uses Lotus 1-2-3 extensively. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 14. Graphics The department uses Harvard Graphics software occasionally. This software meets the department's need and should not be changed. 15. Citizen Seivices Trackin� This department rarely uses the Citizen Services System. This software was written in Paradox and runs on personal computers. The City should use the HTE Code Enforcement module. 18 16. Print Shop �Calendaring,� This department uses Print Shop software to create department calendars. This software is meeting the department's needs, but using the Ca.lendaring function on the Administrative System might better meet the department needs. 17. Investments This department uses TRACS investment software, which is communication software linking to a database of securities and yields for investments. An interface with the HTE GMBA module for automatic joumal entries for investment amount exists but is not used at this time. This system replaces the manual system of relying on brokers for investment information. It is currently meeting the needs of the department and should not be changed. ASSESSING 1. Appraisal Database The City has direct on-line access to the County appraisal database. Assessing can enter property changes and generate reports directly. The City should work with the County to modify the City's existing database to receive automatic updates from the County. Other departments will use this property data as well. 2. Residential Sales Assessing uses the Residential Sales System to store and analyze real property sales data. The data is used primarily to appraise property using the comparable sales method. It is written in Paradox and the database is stored on the AS400. 3. Word Processing The department uses WordPerfect extensively. This soflware is a very effective word processing tool. The City should continue to use it, changing to a Windows environment. 4. Spreadsheeting The department uses Lotus 1-2-3 extensively. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 5. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save word processing 19 documents on the Administrative System for others to use. The City should continue to use this software, changing to a Windows environment. 6. Tax Assessin� This system will be used in conjunction with GIS and a VRU. It duplicates the County information, but needs to be maintained separately to keep the data as current as possible. 7. Land Management The Assessing Division is responsible for maintaining any address changes received from the County in HTE Land Management module. They will also maintain any PIN splits in the same module. This way, there will be only one department maintaining the changes for all departments. The La.nd Management module interfaces with Utility Billing, Building Permits, Occupational Licensing and Miscellaneous Receivables in regards to location identification numbers, zip codes files etc. 8. Special Assessments A Special Assessments module was written by the data processing staff in COBOL. C�rrently, Special Assessments is being run on the Police System. It meets the City's needs but is will need to be either written for the AS400 hardware or a package will need to be purchased from a vendor when the police acquire their new system. The Accounting staff receives a number of requests for assessment searches. The public can access this information themselves for a nominal charge. 9. Bud etin� Staff uses the HTE GMBA module to prepare its division budget. CITY CLERK 1. Business Licensing The HTE business iicensing system generates licenses on demand and maintains a file af licenses issued. The system uses an "all-in-one" license form. It creates new licenses in response to operator entry of data. It is capable of printing lists of licenses due for renewal. These capabilities enhances the ability of staff to monitor business license activity in the City. Licenses due for renewal are still being processed manually because the existing paper applications keep more information which is required by the Police Department. 20 2. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save word processing documents on the Administrative System for others to use. The City should continue to use this software, changing to a Windows environment. 3. Word Processin� The department uses WordPerfect extensively. This software is a very effective word processing tool. The City should continue to use it, changing to a Windows environment. 4. Spreadsheeting The department uses Lotus 1-2-3 extensively. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 5. Clerk's Index The City Clerk uses Clerk's Index soflware for indexing the minutes of City meetings and other documents. It works in combination with the word processing software already in use. It allows anyone to quickly search minutes of Council meetings to find all references to specific topics or individuals. This software runs on the Clerk's PC. It may be possible to run it on the Administrative System in the future for all department's access. In the future, the optical imaging technology may be able to replace this software. 6. Document Archiving The Records Coordinator uses two databases to index the City central document files. These databases were developed using dBase III Plus. This combination of soflware is adequate for indexing the document files. The ability of bar coding the documents for location tracking would be desirable, however, the department feels the City is too small to take full advantage of this feature. The City may be able to justify using an automated document archiving system. The City has been investigating automated document archiving system for some time. These systems consist of a storage device (usually optical disk), a scanner for digitizing images of documents, a monitor for viewing archived documents, a printer for reproducing archived documents and a PC with software for indexing and managing the archived documents. The City should investigate its options. 21 7. Street Address / Polling Place Cross Reference The City Clerk is responsible for identifying the precinct number, ward number and all other political districts for each parcel in the City. In addition, the City Clerk must be abie to identify the polling place for each parcel. This is being accomplished using the Land Management Module of HTE software on the Administrative System. 8. Bud�e�g Staff uses the HTE GMBA module to prepare its division budget. LI UOR 1. POS System The Point of Sale System, purchased through RDS and Tomax, consists of PCs, counter scanners, cash registers, printers and software at each liquor store. They are linked together for consolidated reporting. The software is capable of providing full inventory control, purchasing, sales analysis, profitability analysis and point-of-sale transaction processing capabilities. There also is a modem connection to the City for reporting capabilities. This system needs to be analyzed for space requirements in the future and possible replacement of software and hardware, including printers. This software has not been upgraded since it was purchased and the City should keep it upgraded for efficiency. 2. Word Processin$ The department uses WordPerfect occasionally. This soflware is a very effective word processing tool. The City should continue to use it, changing to a windows environment. 3. �readsheeting The department uses Lotus 1-2-3 occasionally. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 4. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save ward processing documents on the Administrative System for others to use. The City should continue to use this software, changing to a Windows environment. 22 5. Desk Top Publishing This department uses Express Publisher desk top publishing software to make liquor store advertisements. This software is meeting the department's needs and should not be changed. 6. Print Shop This department uses Print Shop software to make simple liquor store advertisements. This software is meeting the department's needs and should not be changed. 7. Budgetin� Staff uses the HTE GMBA module to prepare its division budget. 23 E. FIRE The department uses software called Proberchief running on a personal computer to perform several functions. It stores and reports data on incidents, firefighter activity and training records. It prepares a variety of incident and personnel reports, some of which are used to prepare MFIRS reports. This system is also used for MFIRS reporting on diskette to the State. 1. Fire Reporting Proberchief is meeting the department's needs at this time, but the system slows down as more data is entered. Records should be left on-line and not stored on tape for research and property history purposes. The department is in the process of evaluating new software with the Police Department as part of the Public Safety software the City is scheduled to purchase in 1995. 2. Ins�ections C�rrently inspections are handled manually and with the City Request for Service software. The department will process inspections with Proberchief until HTE Code Enforcement module is operational in early 1995. This module will also be used for the rental housing inspections. The Deputy Fire C}uef should have access to this information from a PC on his desk. 3. 911 Data Communications Interface Currently, the County 911 dispatcher radios or telephones emergency calls to the Fridley Fire Department along with an automatic printout to a county terminal that resides in the Fire Department. This link to the County also allows limited inquiry into the County database and reporting for entry of some information into Proberchie£ The city should continue to use this interface, attempting to link with the new Public Safety System. 4. Equipment Mana ement Proberchief has a module to maintain equipment and maintenance records on the equipment the department uses. This module of Proberchief will be used on the 286 located in the full-time firefighters' office. 5. Personnel Trainin� Recordkeeping Proberchief includes a module that allows tracking of fire personnel training. It currently meets the needs of the department, however as new data is added regularly, the system does slow down considerably. These records will be included in the new Public Safety System. 24 ' � , , , 6. Hazardous Materials Database The department uses an Apple Macintosh to run hazardous materials database software called CAMEO. A new computer is scheduled to replace the 1�Zacintosh for running CAMEO, changing to a DOS Windows environment. 7. Satellite Fire Station Communications The department needs to communicate with its satellite �re stations and share data. Currently, there is no computer equipment located at either of the two satellite stations. The city should place PCs and printers at each station with modem communications to the main station. S. Word Processing The department uses WordPerfect, which is a very effective word processing tool for their needs. The City should continue to use it, changing to a Windows environment. 9. Spreadsheeting The department uses Lotus 1-2-3 occasionally. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 10. Electronic Mail ' This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at, this time because of hardware constraints. The department is able to save word processing , documents on the Administrative System for others to use. The City should continue to use this soflware, changing to a Windows environment. , , , , , 11. Bud eting Staff uses the HTE GMBA module to prepare its department budget. 12. Citizen Services Trackin� The Fire Department uses the citizen services tracldng module described in the City Council requirements. The City should use the HTE Code Enforcement module to enter this information and generate reports. 25 F. POLICE The department is currently using the ENFORS system to provide incident and other recordkeeping and reporting. This system is also used to communicate with and update the State CJIS. It operates as a stand-alone public safety system. This system includes a TI 990/12 minicomputer and dedicated workstations. The editor is being used as a word processor for investigation reports. The PC hardware is used for word processing, spreadsheeting, building security and activity analysis. The City is replacing this system in 1995. 1. Police Recordkeeping and Reportin�/State Crime Computer Network Data Communications Interface The new Public Safety system will include modules for recordkeeping, reporting, property, personnel and training, case management and scheduling. It will have data communications to the State of Minnesota for CJIS and Anoka County for CAD. The Computer Aided Dispatch connection will be able to transfer data directly to the records module along with the ability to display this information in the squad cars on mobile data terminals (MDTs), migrating to laptops. The system will also include facsimile and interface with the City's GIS for crime analysis, accident data, etc. 2. Imag�ing Currently, all police reports are hand-written by police of�cers and retyped by office technicians. This procedure should be automated by entering the data from reports on a computer system with retrieval using imaging. The city-wide plans for imaging include the Police Department. 3. 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 emergencies outside of normal working hours. Special instruction may need to be added to this file. The department performs this task using Word Perfect. Further automation of this file will increase the efficiency of the staff by making it easier to maintain. 4. Mailin List Mana ement This department uses WordPerfect to handle its large database of Block Captains in its crime watch program. This procedure should be further automated by acquiring this information using the city's GIS. This department will be a major user of the Geographical Information System. 5. Equipment Mana ement The Police Department will participate in a Cif.y-wide equipment management system. The system should contain only basic maintenance and usage information. 26 � � � ' �J � ' ' ' CI 6. Multi-Jurisdiction Access The department may be able to access the records of other jurisdictions who plan to cooperate in the development of such a program. This effort is in the broad planning stages at this time and the estimates of cost are very imprecise. This capability is still being discussed at meetings. 7. Word Processin� The department uses WordPerfect. This software is a very effective word processing tool. The City should continue to use it, changing to a Windows environment. 8. Spreadsheeting The department uses Lotus 1-2-3 occasionally. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 9. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save word processing documents on the Administrative System for others to use. With the acquisition of a new Public Safety System, upgraded hardware will allow full electronic mail capabilities. 10. Buildin� Securitv This PC based system is used to monitor and control the autamated building security system. This system is adequate however occasional upgrades are planned for additional doors. 11. Desktop Publishing The use of desktop publishing has grown in the City and there is the need for easier access to another station. G�rrently, there is one station in City Management and one in Recreation. This department would make good use of the software and will print to the printer located in City Management. 12. Budge�g Staff uses the HTE GMBA module to prepare its department budget. 27 G. PUBLIC WORKS This department is responsible for several functions - engineering, streets, lighting, water, sanitary and storm sewer, parks, fleet maintenance and City Hall maintenance. The department is using PCs, printers, a digitizer, a plotter and a LJNIX based workstation to run word processing, spreadsheeting, computer aid design (CAD), survey data capture, streets inventory and geographic information system (GIS) applications. 1. Geographic Information S, stem ,GIS1 The GIS operations are configured around a Gateway 2000 PC to run ESRI PC ArcInfo and ArcView applications and an IBM RS6000 to run Unix based GIS applications. The Gateway, IBM RS6000, and the City computer system, AS400, have been networked together to provide a seamless link of information sharing. A City basemap has been completed. The basemap consists of all parcels, right-of-way, Parcel Identification Numbers (PINs), addresses and street names. Additional coverages and databases are being created to map and categorize critical City functions and activities. A 1-year GIS intern position was created in 1994 to assist in the completion of the basemap and begin project (coverage) development. As basemap overlays are prepared, the GIS will become a valuable tool for al] departments. The Finance, Assessing, Community Development, Recreation, Fire and Police departments will use the GIS along with Public Works. As the demand for GIS information has grown, the City hired a GIS support specialist who is knowledgeable in the use of various operating systems and the multiple soflware programs used to operate the GIS system. It is not practical for each department to develop its own GIS specialist. It is important to anticipate the potential use of GIS with the land related data the City accumulates. It will not be necessary (or desirable) for all of this data to be organized into a singIe database. We attempted this in the past and it did not work well. Instead, the City should plan on developing smaller data bases, each used by a single department (or combination of departments). Each of these databases will use the parcel ID number or address as the key to identify the data to a specific parcel on the GIS basemap. The databases will need to be accessible in a format compatible with ArcInfo such as dBase, ASCII, etc. Various software packages and possibly some programming will be necessary to achieve this compatibility. These databases could be loaded on the GIS system for analysis and presentation. The databases could be overlaid using the GIS to perform analyses combining data. 2s 2. Fleet Maintenance A. Warehouse Parts Inventory Control The Streetwise parts inventory system has not been implemented due to soflware problems which do not allow ready use of the system. Re-programming of the software has been attempted with no positive results. Different sofiware packages will be evaluated to identify a system capable of performing this activity and compatible to our other systems. B. Ec�uipment Mana ement The Streetwise software package has proven incapable of maintaining maintenance and cost data on equipment items. Different software packages will be evaluated to find one which is capable of effectively tracking and monitoring this information. C. Work Order Mana ement The department will use the Equipment Management/Inventory Central system to track the status of work orders for street repair, vehicle maintenance, parks maintenance and other activities. This software will run on the Administrative System. 3. Gasoline Pump Mana ement The department has implemented PetroVend soflware to control and monitor the use of gasoline at the garage. This required computer controlled pumps and software to run on our PC. It has been attempted to integrate this system with the equipment management module to pass fuel usage information. The integration has not been successful due to inherent problems with the Str�etwise equipment management software. We will be evaluating different soflware packages in order to achieve this integration of systems and sharing of data. 4. Project Costin,g ' The department uses Lotus 1-2-3 to perform some project cost analysis. This tool has proved useful, but specialized project costing soflware would be more effective. In the future, the department will use the project costing capabilities of the HTE fund/budgetary accounting module on the Administrative System. Currently, the numbers mu st be manuall re-entered from the HT ' y E report into Lotus 1-2-3. The City should investigate the automatic transfer of data from HTE to Lotus. ' � ' ' - 29 5. Streets/Infrastructure Mana ement 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 inquiring and reporting capabiliries. However, this system was written several years ago by AmeriData and the City has the source code for these programs. The department is currently investigating alternative systems and will implement a new system in 1995. The new system will run on a PC and be compatible with ArcInfo GIS software. The Minnesota Department of Transportation State Aid Of�ice is currently evaluating the possibility of providing funding to the cities for the implementation of a Pavement Management System. Implementation of a new system will need to be compatible with the State and funding from the State may be possible. 6. Project Mana ement The department could use a tool to better manage ongoing projects. Community Development has a project management package, however it is very out of date. This seems to be a lower priority for the department at this time. 7. Sewer Utility SCADA System The Sewer Utility SCADA system will parallel the SCADA software provided for the City water utility operations. The system will monitor the various lift stations for malfunctions or operational problems and provide feedback via the PC and telephone system for quick response. It will also provide a repository for seivice actions and historical files. 8. Water Utility SCADA S, s�tem The City has received a supervisory control and data acquisition system (SCADA) in conjunction with the TCAAP agreement. The system is PC based and is currently operating the City water distribution system and is tied to the City of New Brighton water system for distribution of TCAAP processed water. The system is currently being set up for use. 9. Computer Aided Desi�n In order to maintain current sofiware and increase productivity, we are currently integrating our data collection system to provide a direct transfer of survey information to the design system. Software upgrades are necessary in order to provide a design system capable of providing an efficient and effective means of downloading data and increase our current design capabilities. 30 10. Building Securitv This PC based system will b used to monitor and control the automated building security system for the Publi Works Garage. Occasional upgrades are planned. 11. Ima ing The City GIS system will be ble to incorporate the optical disk technology into its database creation. ArcVie 'ng of maps, memos, inspection reports, etc., and retrieval through the GIS ill allow easy access to these data sources. This department will participate i the imaging project with the City Clerk. 12. Electronic Mail This department uses PC Su ort Messaging to send short messages to any user on the Administrative System. is is in place of using Electronic Ma,il at this time because of hardware constrai ts. The department is able to save word processing documents on the Administra 've System for others to use. The City should continue to use this software, changin to a Windows environment. 13. Word Processing The department uses WordPe ect extensively. This soflware is a very effective word processing tool. The City hould continue to use it, changing to a Windows environment. 14. Spreadsheeting The department uses Lotus 1- -3 e�ensively. This is an effective spreadsheeting tool and the City should continue o use it, changing to a Windows environment. 15. Budgeting Staff uses the HTE GMBA 16. The Public Works Depa in the City Council requi module to enter this infc to prepare its department budget. uses the citizen services tracking module described s. The City should use the HTE Code Enforcement n and generate reports. 31 RECREATION AND NATURAL RESOURCE This department operates the nature center, the senior citizen center and coordinates all recreation activities. It is using the Administrative System, PCs and printers to run registration, word processing, spreadsheeting, desktop publishing and calendaring. All of the software listed will enhance the ability of the department to serve the public. 1. ActiviLy Registration Personal identification information is retained for each participant. Several databases linked together are maintained to keep track of participants, instructors, activity data, and accounting infortnation. From this data reports are generated for instructors, supervisory, and school personnel as well as generating daily, seasonally and annual reports. The software runs on the Administrative System and is used by staff at City Hall. The Nature Center and the Senior Center will use the registration system as soon as telephone lines for data communication are installed. The department needs to measure the financial and participation success of its programs more closely. An accounting system that records revenues and expenses by program will be helpful through the registration system. Summarizing 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 the fund/budgetary accounting software and the project accounting software running on the Administrative System. The City will be adding telephone registration capabilities through the use of a voice response unit (VRU) which will include credit card acceptance. There is a need for off-site registration when one of the staff goes to a school. This could be accomplished by a lap top computer with a modem in the future. The City should investigate and purchase this technology. 2. Facilitv Scheduling Fields, courts, gyms and classrooms could be inventoried and scheduled using the computer. Information on facilities out of seivice (those not available because af maintenance) will be entered and classified as unavailable during periods of maintenance by the Public Works Department. Use permits recorded. A copy of the schedule and facilities preparation example, field chalking requirements} could be generated for i Department. The department feels there is no need at this t scheduling software. 32 issued could be work orders (for :he Public Works ime for facilities , ' I� � ' ,_ , ' � 3. Team managers, league sche all kept on a PC based syste� to match the league's needs out on the token ring networ time. We would like this Supervisor, Department Sec 4. Inventorv/Asset les and standings, and fee payment requirements are The league scheduler also uses a facilities scheduler h available faciiities. The schedules are then printed This system is meeting the department's needs at this stem accessible fi•om 3 work stations (Recreation ary, Office Assistant). The department has a small nventory of equipment that could be better controlled if there were an appropriate recordkeeping system. The department feels that the problem lies with the staff at his time. It could, however, use the asset management software when the Finance Department brings it on-line on the Administrative System. 5. The department maintains e�ctensive mailing lists and sends correspondence, announcements and other ailings to individuals on a regular basis. They use WordPerfect and class regist ation for these mailings. 6. Word Processin� The department uses WordP rfect extensively. This software is a very effective word processing tool. The City should continue to use it, changing to a Windows environment. 7. �readsheeting The department uses Lotus 1 2-3 regularly. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 8. Messagin� Tiiis department uses PC Su port Messaging to send short messages to any user on the Administrative System. is is in place of using Electronic Mail at this time because of hardware constra nts. The department is able to save word processing documents on the Administr tive System for others to use. 9. Desktop Publishin� This department uses a T mailings and flyers using P no changes are necessary. PC to prepare newsletters, recreation program . This system works well for the department and ` I 33 10. Calendars This department uses a PC based calendar to schedule warming house hours, lifeguard staff schedules, after school activities, etc. This software meets the departmenYs needs at this time and no changes are necessary. 11. Budgeting The Department Director and Secretary can currently access the department budget utilizing the Administrative System. 12. Citizen Services Trackin� The Recreation Department uses the citizen services tracking module described in the City Council requirements. The City should use the HTE Code Enforcement module to enter this information and generate reports. 34 IV. The Administrative System is base on an IBM A�400 multi-user computer. The City's need for sophisticated software dic ted that a multi-user computer be acquired. The most powerful, flexible and easy to use s ftware is designed to run on multi-user computers. Role of the MIS Staff The MIS staff will continue its ro: five years, several small applicatic These will usually be developed u: future, a new fourth generation p The staff will continue to manage and other "housekeeping" activitie systems as they are acquired or de S,ystem Connectivitv Where practical, the City should li: PCs, the Administrative System, tt together, the City can share perip: More significantly, by connecting tb implement applications which share The City has accomplished this usii connect other systems in the future as support staf�f and system managers. Over the next � will be developed by the City MIS staff as needed. g a database m.anagement system or COBOL. In the gramming language may be considered for purchase. ie Administrative System, performing system backups The staff will play a lead role in implementing new individual sys�ems in use. This includes most of the GIS and the NOS system. By linking this hardware ral devices -�rinters, plotters, disk and tape drives. �e individual camputers and workstations, the City can �ta among departments and across hardware platforms. the AS400 tok�n ring network and should continue to The data usage table on the next o pages show � the level of sharing of data between departments. The City's informatio systems will be more efficient and effective if this data sharing is accomplished and in a method transparent to users. 35 �— DATA USAGE y v � � � � �..+ � � � � N s� � 'v� '—' �+ �i N � v� U O -, � A �' �' a" N c� � � .� � U a o � � � � � � , o U � � U U U U � � •c� �i �i i�r U ;� i.�., Data Base U U U Li, �i, (i. Gi, �i, p°., p�., p��., Budgetary Accounting Data �/ ,/ ,� � � � � � � � Payroll Accounting Data �/ � Cash Accounting Data ,/ Vendor Data ,� ,� � � � � � � � � Utility Customer Data � � Licensing Data � � � Asset Data � � Citizen Services Data ,/ ,/ �/ ,� � � � � Electronic Ma� ,/ ,� � � � � � � � � � Document Indexes � � � Land Management Data ,/ ,� � � � � � � Special Assessments Data � � Tax Assessing Data � � � Mailing Lists ,/ � � � � Personnel Data � � Permit Inspection Data �/ � Rental Inspecfion Data � � Fire Incident Data � Equipment Management Data � � � Fire Training Data � Hazardous Material Data � � Liquor Store Cash Accounting Data �/ � Liquor Store Sales Analysis Data �/ � � � ' ' � � ' � �� Data Base , Liquor Store Inventory Data ', � Police Incident Data Police Contact Data ' Police Case Management Data GIS Data � Warehouse Parts Data Gas Usage Data � Storm Water Run Off Data Work Order Data ' � Street/Infrastructure Data � Project Management Data Water Well Data ' Class Registration Data Team and League Data ' ' � � � ' DATA USAG� a� � � � an � Obq ox"" r—ri N � � •� U o �4 � � q N � � � � � � �, Q� U � o � � � � � � i � o � '� � U U U U •� � .� �' � � C7 i� � r-�� ^ � y U U U i% 'w" w u. w a; a, x o� ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ./ ✓ ✓ ✓ ✓ 37 ✓ ✓- The Administrative System plays a major role in achieving this connectivity. It serves as the network controllez, managing communications between �all of the PCs, printers and dedicated workstations attached to the system. The City does not recquire a PC LAN to link its PCs together. However, all software currently is required to run on the AS\400 mini-computer. The Recreation Department's new class registration software budgeted in 1995 may require that a PC LAN be installed. This will require the MIS staff to learn to operate and administer an additional operating environment. A separate newtwork may be required at the City Public Works Garage in the future. Data Communications The City has a significant requirement for data communications between computers at City Hall and systems located elsewhere. Whenever possible, the City uses the Administrative System as the data communications controller. This system is equipped with data communications software and a medium speed modem for communications over a voice grade dial up telephone line. .- ` This capability is used by the Recreation Department to link the PC at the Nature Center with City Hall. The link between the Senior Citizen Center and City Hall has not been completed yet. The Councilmembers, city attorneys and liquor store use data communication for messaging. The City Manager will use it to access remote databases at the Metropolitan Council and other organizations. The Public Safety System will also run on the Administrative System's hardware and will be equipped with a data communications link to the State CJIS. The Fire Department has added a line for a terminal from the County 911 dispatching center. Both the Police and Fire Departments plan to add laptop computers to emergency vehicles that will have the ability to interface with the City's information systems and Anoka County Dispatch. The City is participating in the Minnesota STARS project along with Anoka County. They currently have plans to connect with Anoka County via high speed communication lines to obtain parcel information. The City will be using the County connection to the Internet. In the future, the City could install data communications equipment to use ISDN services offered by the telephone company. ISDN (Integrated Services Digital Network) would give the City a very high speed link between City Hall, the Nature Center and individual Councilmember's homes or offices. This capability is not needed and is not a part of the long range plan. PCs as Workstations Many of the PCs are Administrative System. Administrative System. equipped with terminal emulation software and attached to the This allows them to be used to run applications designed for the 38 I� '� I The workstation is designed to run � PC application and the Administrati as the server for printing, it is background. This is causing spee memory. The City is in the process �' memo to allow "hot ke 'n " betw rY 3'1 g The CiTy should configure its technology. Wtrin� The existing wiring installed as a workstations and printers to the Ad pair and the network is running ab shielded twisted pair. If the City we Parcel Databases Several departments at the City or planned for the future are: - Street address / polli - Appraisal database - Praperty sales track'v - Special assessments - Permit history - Fire management - Police recordkeeping - GIS base maps - Storm water runoff - Streets/infrastructure n background so the user can "hot key" between their �e System. With the Administrative System being used ecessary to have the network software running in and memory �roblems in the 80286 PCs with 640k �f replacing these PCs with a configuration with more en PC applicati�ons and the Administrative System. PCs planning to take advantage of client-server part of the teRephone system was used to connect ministrative Sys�em. This wiring is unshielded twisted >ut four times slower than it would if the wiring were e to replace this wiring, it should be with shielded wire. land related data. The parcel databases in use today place cross reference analysi.s t � The major advantage of a consoli ated parcel database is the elimination of confusion caused by contradictions in redund nt versions of the same basic data. Multiple databases also require e3ctra clencal time to m'ntain the redundant data. More computer storage and power is required to maintain mu iple databases. Sometimes, it is easier to study land ' related issues when all parcel data is stored in a si�gle database. � There are both technical and database. System design, hardw issues. The City has already expe how to motivate a department to � a single, consolidated parcel � departments in the City are not � anization probl.ems reIated to a consolidated parcel performance and system compatibiliiy are all difficult nced one of the more perplexing organizational issues - iintain data whi�h they do not use. It would be easy for �base to quickly become obsolete because various :uing the data cvnent. ' I 39 The City has a link to the County of Anoka for on-line access to parcel information. The Assessing Division is planning on yearly data updates from the County on diskette. The City should continue to use separate parcel databases in each department. These databases will reside on a variety of hardware platforms - the Administrative System, PCs and the GIS. The City should take care to ensure that all of these parcel databases include the parcel identification number as a common reference. By doing this, the City will be able to use the GIS as a tool to perform ad hoc analyses and display data from one or more parcel databases. File Stora�e on the Administrative S, sY tem The City should use the Administrative System to store important data now being stored on PCs. This practice will make it much faster and easier to create backup copies of this data. If the City decides to purchase a PC network server, automated backups of PCs may prove to be more advantageous. Optical Disk Stora�e Optical disk technology is a new form of computer storage medium. It can store very large amounts of data and provide fairly rapid access to that data. It has the potential for use at the City to store historical data that is currently not be retained (for example, building permit history). It could also be used to store police incident history data. It may be possible to use it to store images of archived documents, eliminating the need to retain the original hard copies of the documents (this use is still being evaluated by the State Archivist) . Optical disk devices will be available for most computers in the future. Today, use of these devices is limited because of a lack of software and high cost. In the future, optical disks will be common as these problems are resolved. The City should plan for the use of optical disk technology in the future. Maintenance on PCs and Related Hardware The City forgos hardware maintenance contracts on any new PC equipment it acquires. Instead, it budgets an amount each year for repair of these PCs. Some years, the City will not spend all of the money budgeted; other years, it will spend more. This amount will be reviewed as historical experience dictates. Over the long run, the City will come out ahead by paying for the repair of PCs as they need it. The City could save even more by training an MIS staff person to perform some simple repairs without outside assistance. 40 Information systems at the City of F - An administrative s - A point-of-sale syst� - A geographic infor� - Numerous personal Administrative System will consist of four major componenis. They are: m (including public safety) at the liquor st:ores (POS) on system (GIS) nputers (PCs). The Administrative System consists of a multi-user computer, accounting, parcel database and administrative support softwar . It is used by all departments. Workstations consists of PCs equipped with terminal emul tion software and dedicated workstations. There is one high speed line printer and several PC laser printers. These printers are attached to PC workstations and are accessible for rinting reports generated on the Administrative System. The Administrative System will also serve as the network controller for the PCs at the City. Almost all of the PCs and printers will be attacheci to the Administrative System so that data programs and hardware resou ces can be sharE�d. This may change ii there is a need for networked PC-based software. The Public Safety System will be City's Administrative System hai POS S, s� with softuvare that is expected to operate on the The Liquor POS system consists PCs, scanners, cash registers and POS/merchandising sofiware at each liquor store. It is 'nked together f:or consolidated printing. There is also a link with City Hall for the staff h re to run reports. GIS The GIS system consists of three ( RS6000 Unuc based system), a plott� be networked to share data and p� linked to the Administrative System be maintained there. In the future, to the GIS system. PCs Every department at the City is i emulation, word processing, datat to play a major role in the City's applications will be designed to n workstations (two GateWay 2000 PCs and an IBM a digitizer anci GIS software. These workstations will �heral devices. The GIS will have the ability to be access the various parcel related databases which will ;h department will have a GIS workstation networked ig PCs now. Most of these are used for workstation � management and spreadsheeting. PCs will continue formation syste:ms capability. Several significant new on PCs in the future. 41 � Most of these PCs are connected to the Administrative S stem which serves � y , as a network controller. This makes it easier for PC users to share printers and other hardware peripherals. It also makes it possible to share data and electronic mail. � Several PC users have terminal emulation capabilities so that they can run Administrative System applications from their PCs. PC users are able to use the data communications � capabilities of the Administrative System to talk to computers outside City Hall and access remote databases. The Recreation Department will use this capability to link the Nature Center and the Senior Citizen Center with City Hall. � , 42 � � � � � � � � ' This section shows the cost of imp and operating costs by year. The will acquire all equipment contair the cost of the equipment over the charge is to be included in each d department for each year of the � The cost detail supporting this su. enting the Information Systems Plan using acquisition �rmation Systen�i Fund, which was established in 1994, in this plan. It will then charge the using department imated useful life of the equipment. This depreciation rtment's annual budget. The amortization charges by are also showzi in this section. is shown in Appendix B. 43 � ;' o 0 0 °o_ � °o ° °v� rn s9 � � oo � � .-+ d� �O .-� :;; � �—�1 b9 69 69 � �h .. -, :; . 69 � �iQl::;�:i;�>:c;: :O\:i:�:>:�::>:�i ::Q?j: :::.:::::: :::::: :>e-t':::;%`; �::::: O O O � O � O O O O O O O O O O O�O p�p � � 6�N4 � � -.� � '��' � 6N9 N 6N9 � � � � 69 OQ � Q1 S"t � � � � � � � � � � � � M �O � � � � � 69 6N9 E9 � ;:22;;i:::=ii;[[i[:; � �:t�:�>ii:�:�:<�::: Sq >O\�:;:::::.;i;`; C7ti:::::<:;::: : :?`'!�3>:= �:�>::[::� �: O O O O � O O O O O O O ` 00 vi. K? v�, O O O � V'� O � � % � � O � � 5� h .-Nr � N .-�-+ � �?:?i.._�?;"`:[;`: 69 s9 69 .--� 94 s9 E9 N � 69 d9 ::CJ4:::::::::: _, :it:?i:'::i:y<>::E _ '' � O O p . Q O O O O � � O N O e-� '2 6�M9 6N4 �N-1 (� � � h O� V� 'ct '��::r�i:`:>i:!.»� � � 59 69 N 6N7- � M '�/.�; i_;:::::<i;> 69 6q :iQl.:;i>i;:i: �> ;�:::`::::::::;:;: t:T'.f:i:;%::<;r:: _ � � W 1� ':::?%':'.`,;'%;4:i w \ � � H:>::>:::::> � Q z � � <�:::::>::>::: a 'w<:: <'<> � o c� a � w Q z w z � wH z ;a:':<;`` w w � � ] Q�, A Q� � � � �s::>::::<:»::;:: ,.a w A �, � v� >W ::::>::::»:: U t7 v� d z � p::'>:::<:>�' � Q � Q c.� a � a o �>;;�: ° � � v � � � �� W 3 � a � a � �] � � ", � � � o � � � d a� z o � w o � W W � >:<`;: U U U w t r. � � � z w a a w a � ' ' � ' ' , ' ' 1 �' ' �f' � � ' ' � ' � ' � � , ' ' � � � � ity Council ity Manager �ersonnel inance Assessing �IS City Clerk Police ire ngineering Parks 'Streets Recreation Nature Center 'inspections Planning Total Generai Fund ' ,Water Sewer '' Liquor-Warehouse Liqour-Annex , � ' 1995 1996 1997 1998 1 g99 Total 431.25 1,962.50 3,062.50 3,062.50 2,631.25 11,150.00 3,071.37 3,747.62 4,677.90 5,727.18 5,637.50 22,861.57 424.40 424.40 247.57 0.00 0.00 1, 096.37 12, 352.14 14,496.55 16,871.55 15,539.98 10,896.46 70,156.68 3,225.20 7,316.80 8,625.00 8,625.00 6,062.50 33,854.50 17,539.05 29,449.00 45,903.17 5�2,680.58 52,910.56 198,482.36 1,282.38 1,282.38 695.56 1,445.56 2,038.40 6,744.28 22,580.27 37,900.47 36,550.71 �8,966.56 41,750.00 177,748.01 2,990.31 5,007.88 6,489.25 5,877.17 5,868.75 26,233.36 12,636.02 16,010.39 11,874.46 9,460.59 7,375.00 57,356.46 0.00 0.0 0.00 0.00 0.00 0.00 2,437.37 4,050.0 4,275.00 4,725.00 3,550.00 19,037.37 7,298.55 7,923.3 9,336.60 '�0,233.68 8,762.50 43,554.65 157.00 0.0 0.00 0.00 0.00 157.00 1,992.34 2,085.5 2,085.59 2,085.59 1,476.38 9,725.49 3,019.42 4,588.2 7,807.06 9,609.55 9,200.00 34,224.32 91, 437.07 136,245.1 158, 501.92 168,038.94 158,159.30 712,382.42 5,338.37 5,338.3 5,338.37 5,338.37 3,773.08 25,126.56 7,868.83 13,918.8 16,418.83 '18,918.83 20,395.88 77,521.20 0.00 562.5 1,125.00 1,437.50 1,750.00 4,875.00 0.00 562.5 1,125.00 1,437.50 _ 1,750.00 4,875.00 104,644.27 1 i 182,509.12 1�5,171.14 185,828. 45 ptep�red by Hovvard Koolkk o�: OU06/95 09:41 /IM 18 ' � r � � � � � � ' � � � � 0.00 � � ' ' NMSGIS.WK� a :. ,a, rn � I:oo oti >: >: m >::::: ::> rs»:: <::;>:; <�h_....., i 'ot>:_>:;:> <;�::: :>:: :: � � � <: � � � ... :a ':' 3 3 � o � � o o � �U a� a� w,, p p, t� y a a �� i `: � � � °,,,' U v � � � � �° ,; � � °? .� °' � � � >, v, >, i -d a a� Q, � v� a� v� � � • � � � °� , � � � °�' U " q � � � a °" '� Q' •� � � ° O � � ..�+ .��„ � U � o (� .`.� O � .`.� � U U•� 3 �a � Q 8 � Q�° �Q �C7Q .� � � o .� .� b � x x � � � � .� � � > o ; , � .� �, ;� ' �3 � � . �. := ` � � � � � Q c�'., ' p ° v� eo ►� � y : � a � � � � o �. � U � � U � � � .� Cl3 C� w 3 �H �� A � i � � �° a U � a � � ti a¢ � � � � � � a 0 a. � � rx a ir � W "'� UU a ,� � o � � c� � ea�o � � � � P:Q� h r�'s a, �. � ��U� �� c� � �U? � �+ v O c� �° cn U � � �° � o �° o .+ � a � 3 a � 3 �� a � o � � ;: a�"i '�" a a�i w a rxa � wU � �. � � {.� Y � o�i o� � U � N ,�„ . 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V .� � <»�?>:::>::» :: a o. � a -o � � °: ;:; � ;� r: �v � c�i � s eo a a " a ' �a � ww a �a" rx 0 » o 0 >: vy � ':r�a:`::::'':`:: a�:s:_»:>:<.> ;a!+::: <:::: ; <::::::: �>::>:<:>::::>: �; � 3 ' � 0 >: v� ;�' ; � � � � <o .q � � � � >�.......:.;: �0 3 � a�i � ao 3 '� .ra � b >�">::?::<z': x .� � � � x � � x x � o wo � .� °' � � � bo ... °q :� ;�.;;:::.;::.: .� � c� a� •� � � .� Do ,� �a «, y ., ,,, � �a ;c� '""' '"p„ A�', v� .d a�i Q a�i � a�i c� � � a .n �7 ►'� �7 Q .s7 �" t�� p�ip O� � b4 N p� •t� A. cti � �"A � �'J � Q c� � c� .� � O O ^� � � � N � > ro c�e � O � v y � � _;:......< a w H� �� 3 v�i w A t� � d� � ( � � � � aa TO: WILLIAM W. BURN , CITY MANA�ER FROM: RICHARD D. PRIB , FINANCE DIRECTOR SUBJECT: AP'PRAISAL STAFF DATE: April 14, 1995 WAT'ER METERS Over the past two summers the Ass ssor's Office h�s been collecting water meter readings as they have appraised the require seciions of the City. As we reviewed these readings, we discovered that generally, the r adings were prc�viding little or no indication of theft. We could not make any determi: quarters billing for each property. not coincide with the customer's � see if the reading we took fell wi reading. If it fell outside of that r� have happened; the appraiser coi transposed a number, the custor. consumption, or a number of oth� When we determine that a disc� already passed. In order to identi the situation of the discrepancy. question puts them on the defens: this point we are now in confl determination as to the cause for The key issue in all of this is, at pursue with the customer. Since the customers reading, their percF each residence only once every f< was stealing utilities. One should eustomer is not by itself signific 100,000 equates to $60.00 of v� investigation on the account. It � with confidence, is where we di meter. In that case we still have was the value of the theft. (See tion as to theft until we would receive the following 'he readings wc�uld not correlate since our reading did iding. We would need to wait for the next reading to in the customer.'s most recent reading and their prior ge, then it would appear that a number of things could have transpos<�d a number, the customer could have r could have read the serial number instead of the reasons for misreading. incy has occurred, a significant amount of time has he problem thf; customer must be contacted to review ually the custc�mer's initial reaction with this type of and they blame the City for an incorrect reading. At with the customer and as of yet cannot make a : discrepancy in the reading. �t point does tl�e discrepancy become large enough to hawe only take:n the one reading and are questioning on is we are calXing them a thie£ With the City reading years we have �no defendable position that a customer o keep in mind that the cost of utilities by an individual :; 10,000 gallons equates to $6.00 of water revenue, r revenue and probably not enough to warrant an ld appear that �the only situation that we could pursue ver that a customer intentionally disconnected there idea as to when.the disconnection occurred and what iched memo) t April 14, 1995 APPRAISAI. STAFF READING :WATER METERS � - Page� 2 _ _ , Tfie Utility Billing system provides information to the Utility Billing Clerk that allows her to investigate logical discrepancies that the system identifies. It tests each reading by comparing the current reading to the one prior to it for the same period last year. If it exceeds the parameters, it then is kicked out to an exceptions report for review by the Utility Billing Clerk. In summary, the general feeling of staff is that the current process of having the meters read once every four years by the assessing staff has a tendency to cause customer relations problems without any benefit to the City. We see conflicts with some customers from the very start with the Appraisers reading the meters all the way to the questions we ask. regarding the readings. Because we do rely on a self reading system, it would be beneficial for us to look into a process where we would base one reading a year on an actual reading that the City takes. This reading would logically be the winter reading, since the sewer rates are based on it. But the most inexpensive would be to hire summer part-time people to read all meters, producing a billing for the summer quarter. We would then know with certainty that the consumptions were conect. One of the concems regarding this option is that by using part- time people, we could see some readings that might be made up by meter readers. Another option vaould be to begin installing an automatic meter reading system. Since we have now gone to a volume based system we are seeing more creativity by our customers to manage their readings to produce lower bills. RDP/me Attachment � y. TO: FROM: WILLIAM W.� BIIRNS, CITY MANAGER RICHARD D PRIBYL� FINANCE DIRECTOR HOWARD D. ROOLICR, A33ISTANT FINANCE DIRECTOR SIIBJECT: REMOVAL O�' WATER METER BY RESIDENT DATE: November In late August we infor his water meter, there referred to the Police early September. The resident admitted to weeks before it was disc there are five individua water usage has been onl� According to Metropolit< water consumption for a 35,000 and 45,000 gallon discrepancy, we opted tc of his normal billing cy , 1993 you of a resident who had disconnected violating City Code. This matter was artment wh.o interviewed the resident in disconnecti:ng his meter for three to four overed. We� suspect it was longer since ls living i�n the house and his quarterly five to te�z thousand gallons since 1989. n Waste Coritrol Commission, the average house with five people should be between a per quarte�r. Because of this apparent wait until he sent in a reading as part ;le to analyze our options. In determining how to Ibill this individual we looked at the following options: 1. Billing based �n readings sent in by the resident. � 2. Billing for th previous t�hree years based on the MWCC av rage usage., The three year time frame was recommendec� by the City Attorney. Amount of Billinct $2�2.40 $259.20 3. Billing for th� previous i�ive years based on the MWCC av rage usage,. $432.00 4. Billing based n the MWCC average for the period of Sept mber 1984 �hrough September 1993. Based o the reading reported in September 1993, it appear:� feasible that the meter was disc nnected in September 1984. $777.60 � November 5, 1993 REMOVAL OF WATER METER BY RESIDENT Page 2 . It should be noted that options number 2, 3 and 4 imply that the resident lied to the investigating officer. It is very possible that if one of these options were selected, the resident would contest the billing and force the City to pursue legal action to collect the bill. Therefore, based on the dollars of revenue generated by these four options and the potential cost of legal services which could be required, we chose option number 1. The bill was sent to the individual on October 29, 1993 and is due on November 25, 1993. Before being billed, he had inquired about setting up a payment plan. He was informed that the City does not make such arrangements and that any unpaid balance would be subject to our regular utility penalty of ten percent. POLICE DEPARTMENT cicy of Frialey Minnesota TO: FROM: SUBJECT: DATE: M01�►ANDUM , � WILLIAM W. BU NS � DAVE SALLMAN � COPSFAST G April 13, 1995 We have received the COPSFAST ( of Justice. The items included are set of materials from the Office for Opportunity Plan. These basically completed prior to further consider � ItANTEE PACKET FROM THE U.S. Department ;ommunity P�licing and Budget Summaries and a �ivil Rights with a model Equal Employment onsist of a number of forms which must be tion of awarding funds. The City of Fridley's award was for partial fund:ing of one offieer or about $75,000. The City would pay the remainder f expenses associated with the officer or about $53,000 over the three year period. The City is required to assume all expenses for the officer following the three year gran period. I believe that it would be beneficial 17th, 1995 meeting. discuss this issue with the Council at the April