HomeMy WebLinkAbout19960701_specialMINUTES
OF THE SPECIAL MEETING OF THE
EDlNA CITY COUNCIL HELD AT CITY HALL
JULY I, 1996 - 5:OO P.M.
ROLLCALL Answering rollcall were Members Kelly, Paulus, Smith and Mayor Richards.
Mayor Richards stated the purpose of the special meeting was to consider proposed 1997 Budget
assumptions.
TECHNOLOGY PLAN PRESENTED Assistant Manager Hughes presented the overall Technology
Plan developed by staff. The City Council established the Technology Committee in December of
1995 to develop a long-term Technology Plan for Edina. The Committee developed a strategic plan
for technology enhancements grouped around the following four strategic areas:
4 Networking and Database integration
4 Office Productivity Improvements
4 Telecommunications and Customer Interface
4 Training and Support
Work teams formed around the strategic areas to prepare action plans for each area. Two of the four
teams were comprised totally of staff members and two included staff members and citizens.
Assistant Manager Hughes briefly outlined the implementation plans of the work teams and
Technology Committee:
4 Office Productivitv Improvements: An office productivity suite is a package of software
Applications include word processing, applications designed to work together.
spreadsheet, database and presentation graphics.
Recommendation:
The Technology Committee recommends the purchase of a common office productivity suite to
be used by all PC users throughout the City. Specifically it recommends the purchase and
installation of the Microsof? Office Suite consisting of the following software: Word (word
processing software), Excel (spreadsheet software), and Power Point (graphics software)
BenefitdAdvantaues:
Consistent “look” and improved image
Shared data and files
Reduced training costs
Reduced support costs
Software innovation
Cost: $1 8,330
4 Networkina and Database Intearation: A network is a system of PC’s linked together to
share software applications and accessing information stored inside and outside our
organization.
Recommendation:
The Technology Committee recommends the installation of a network integrating PC’s within
City Hall and the City’s remote facilities including the Public Works Garage, Golf Courses, Art
Center, Edinborough/Centennial Lakes, Fire Station, Arena, Senior Center and Liquor Stores
as designed for the City (at no cost) by LOGIS.
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MinuteslEdina City CouncilNulv I. 1996
BenefitdAdvantaaes:
Common office productivity software
Access to outside data sources
Internet access
Common information source
Reduced number of personal printers
Departmental data backup improved
Scheduling
Cost: Significant savings occur if the City combines the network with a new telephone system due
to joint cabling opportunities:
Alternative I : Install Entire City-Wide System With Telephone System Installation
Capital Costs $1 80,916
Annual Costs $28,235
Capital Costs $1 30,735
Annual Costs $1 I ,I 95
Alternative 2: Install City Hall Network Only, With Telephone System Installation
Other Costs:
If the City installed the network within the present City Hall configuration, cabling costs will
increase approximately $5,000. A future cost of $5,000 to $6,000 will be required for future
re-cabling if City Hall is renovated.
Additional staff hours will be required to support the network.
I + Training and Support: Training provides each computer user with the necessary start up
skills to allow them to use as effectively as possible their computer’s operating system
and application software. Support provides hardware maintenance, trouble shooting, and
the enhancement of basic computer skills.
Recommendation: The Technology Committee recommends a two-part approach to training and
Develop a partnership with an experienced, full-setvice training company to provide
consistent global training, volume discounts and follow-up assistance.
Implement an ongoing, in-house training and support network including user groups, self-
study materials and on-line support.
support:
Benefits/Advantaaes:
Improved efficiency and productivity
Self sufficiency and improved productivity
Economies of scale
Software complexity
cost:
$450 per computer user or approximately $50,000 to train all users
$200 per computer user or approximately $20,000 annually to support all users
+ Telecommunications and Customer Interface: The City sought viewpoints of residents and
customers with respect to communications by using a focus group comprised of residents
and businesses. The City is justifiably proud of its high standards of personal service to
customers. Edina customers expect to interact with staff on a one-to-one basis. When
they visit City Hall, our staff including Department Heads and the City Manager are
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MinuteslEdina City CouncillJulv I. 1996
accessible and intent on providing information and resolving problems.
Based upon the Focus Group’s findings, the Technology Committee concluded the
community will accept more sophisticated means of communication if the City maintains
customer services standards. Our organization can become “high tech” and maintain
“high touch” standards provided we manage the improved technological capabilities to
increase customer service.
Recommendation: The Technology Committee recommends the following actions with respect to
telecommunications and customer interface:
Telephone Svstem. Replace 15 plus year old system with new direct inbound dialing, voice
mail, zone paging and other features of an up-to-date system.
Internet Home Paae. Continue pursuit of a common home page with Edina Public Schools
and Chamber of Commerce.
Credit Card/Automatic Clearinahouse (ACH). Expand credit card acceptance into as many
areas as possible. Implement ACH systems for utility bills and elsewhere.
BenefitdAdvantaaes:
Improved reliability
Customer friendliness
Improved staff effectiveness
Cost effective
Home Page cooperation
Credit card convenience
Cost:
Telephone system, $1 25,000
Internet Home Page Development, $6000
Credit Card/ACH, $6,000 based on expected activity
Council Discussion
Council discussed various aspects of the technology plan and implementation alternatives.
Questions included: I ) what are the financial consequences of delaying implementation, 2) the
impact of installing a network in City Hall and renovating City Hall later, 3) will the entire $90,000
annual costs shown in Alternative 1 impact the budget as additional expense, 4) the source of the
data for data base generation, 5) how and why the use of allowing credit cards use costs $6,500, and
6) what is the current configuration of the Police mobile data terminals? Council thanked Assistant
Manager Hughes for the report and presentation.
AMENDED 1997 BUDGET ASSUMPTIONS PRESENTED Manager Rosland briefly reviewed the
following budget scenario as amended after the June 17 budget assumption meeting:
Scenario #3
Total Revenues* $1 7,569,679
Total Expenditures 17,319,679
Property Tax Dollars 12,771,244
Referenda Tax Dollars-estimate 730,000
Percent Increase Tax Dollar 4.87%
Percent Increase In Expenditures 4.94%
Impact on Total Tax Bill 0.63%
Percent Increase in Tax Dollar with Referenda 5.99%
Percent Total Tax Increase with Referenda 10.86%
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MinuteslEdina City CouncilNulv I. 1996
Impact on Total Tax Bill with Referenda
*Includes loss due to abatements of $250,000
Proposed Expenditures:
Salaries & Step Prog. (3.0%)
Contractual Services (3.0%)
Commodities (2.5%)
Central Services (2.5%)
Equipment (2.5%)
Budget Adjustments (2.5%)
Total Proposed Expenditures
Percent Increase in Expenditures
Proposed Revenues:
Taxes
Fees, Licenses & Permits
Court Fines/Fund TransferdEtc.
Intergovernmental Aid
Revenue Adjustments
Total Proposed Revenues
Proposed Revenue Adjustments:
Pre-school Program Revenue
Cable Earnings
Investments Earnings
Total Proposed Revenue Adjustments
Proposed Expenditures Adjustments:
Non Election Year
Reserve Rebuild
Capital Program
Elected Official Salaries
Employee Flex Program $lO/month
Voting Machines-4 yrs replace - mandate
Equipment - Computer 5 year replacement
PC Coordinator - % General Fund
Pre-School Program-Rev ($1,200)
Tube Sliding Hill
Senior Center 20 Yr. Debt Service
Equipmenflechnology:
Update Gas System-Federal Mandate*
Upgrade 2 Dispatchers - FT
PSLO
Records Retention-State Mandate
Traffic Trailer
Squad Cost Increase
General Government:
Interim Computer Policy:
Parks:
Public Works:
Police:
I .41%
$9,316,993
2,086,227
839,389
3,593,322
1,176,128
307.620
$17,574,179
4.94%
$12,781,244
1,977,085
1,297,250
I ,424,100
90.000
$1 7,569,679
$40,000
50.000
$90,000
$(70,000)
(84,000)
(50,000)
5,000
23,520
23,000
13,500
20,000
42,000
34,000
5,000
16,000
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Minutes/Edina Citv Council/Julv 1.1996
EquipmentlTechnology:
Data Processing Upgrade**
Interview Room Video*
Mobile Data Terminal Upgrade
800 MHZ Radio System
Second Fire Station - Debt Service
Partially Funded Contract Items
Overtime
Confined Space Rescue Equipment
Equipment Technology:
Defibrillator**
Pre-emption System**
Public Health Contract Consultant
Records Retention-State Mandate
Mileage
EquipmentlTechnology:
Data Processing System**
Commissions & Special Projects:
Human Relations
SHERPA
Family Resource Center
Central Services:
Training & Support - Technology
Office Productivity Software Upgrade
Equipment Replacement - Tech Plan
EquipmentlTechnology:
Citywide network**
Phone System Replacement**
Equipmenflech - 5 Year Debt Service
Insurance Decrease
Fire:
Health:
Building:
City Hall Capital Improvements**
Public Works Capital Improvements
Total Budget Adjustments
50,000
5,000
20,000
50,000
85,000
5,000
25,000
10,000
15,000
10,000
2,500
17,500
2,000
1,100
0
40,000
20,000
36,000
180,000
45,000
90,000
(50,000)
25.000
$307,620
**Items in bold face are not included in the total budget adjustments but are either part of the
Technology Plan funded through a four year debt service of $90,000 annually.
Manager Rosland noted changes to the I997 Proposed Budget after the June 17 meeting include:
reduction of funding for 800 MHZ Radio system (monies utilized from equipment replacement fund),
five year debt service for technology reduced to four year debt service, removed preemption from
the Fire Department budget, due to the receipt of favorable insurance bids a reduction in insurance
expenditures of $50,000, City Hall capital improvements removed and referred to the City Hall
Committee to look for a professional functionality study.
Council Discussion
Council discussed the proposed budget assumptions commending staff for consistent preparation
over the last several years. Concerns were expressed over expenditures increasing for capital
improvements and the technological improvements when the debt service for the 1996 Park
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MinuteslEdina Citv CouncillJulv 1.1996
Referenda will already impact the citizens. The proposed increased expenditures plus the $730,000
for the park referenda will increase expenditures by over $1,000,000. Consensus was 1997 was not
the year to increase expenditures by any more than 3.5%. I There being no further business on the Council
OCity Clerk
adjourned at 6:15 P.M.
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