HomeMy WebLinkAboutH- 5 Request for Amendment of $8575 to the Administratin Dept/ Information Services Div. "YIP
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AZUSA
CONSENT ITEM
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ANN GRAF GAYNOR, INFORMATION SERVICES MANAGER
VIA: RICK COLE, CITY MANAGER ,C2.if
DATE: OCTOBER 7, 2002
SUBJECT: REQUEST FOR AMENDMENT OF $8,575 TO THE ADMINISTRATION DEPARTMENT/
INFORMATION SERVICES DIVISION OPERATING BUDGET FOR THE 2002-2003
FISCAL YEAR
RECOMMENDATION
It is recommended that the City Council approve an amendment to the operating budget of the
Administration Department Information Services Division in the total amount of$8,575.00, for the
2002-2003 fiscal year. This increase will be distributed accordingly:
iitt,1 • $1,800 Reimbursement costs for Council DSL
711--‘ ' \I . _ •••• A A'. -
BACKGROUND
With the desire to expand the capability of the City Calendaring system, a solution was found in an
add on to our GroupWise e-mail services. This cost of $3,525 includes licensing for all users;
upgrade protection and maintenance for one year.
With the desire of Council members to maintain more reliable Internet connectivity at home,
additional costs to the operating budget have been incurred. This amount will maintain
connectivity for 3 council members for 1 year.
As we expand our Bi-Tech Financial system, we now have the capability to create a test account
on our hardware for purposes of testing new software updates, and training. To maintain this
account with the same integrity and have support services for updates to the test account e
additional cost is $3,000 per year.
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FISCAL IMPACT
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This additional expenditure would be acquired from the general fund balance.
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Organizational Transformation
2002 Priorities
Fiscal planning
Internal communication
Refocusing administration
Capital project management
Benchmarking and evaluation
Workplan and citywide priorities
Citywide computer and technology systems
4th Quarter I 1st Quarter I 2nd Quarter
ID l Task Name Sep Oct Nov Dec Jan I Feb __Mar I Apr _ May
1 Community Development Projects
2 General Plan Update/Development Code
3 Planning Commission/Council Workshop • 1/15
4 Draft Documents Completed • 2/12
5 EIR Process
6 Citizens Congress 5 • 3/5
7 Public Hearings
8
9 Monrovia Nursery
10 Joint Planning Commission/City Council Workshop • 10/19
11 Joint Planning Commission/City Council Workshop • 10/29
12 Joint Planning Commission/City Council Workshop • 11/14
13 End of EIR Public Review Period • 11/11
14 Planning Commission Planning Hearing • 11/21
15 City Council Public Hearing • 12/2
16 City Council Final Action • 12/16
17
18 Foothill Center Specific Plan
19 Planning Commission Public Hearing • 11/26
20 City Council Public Hearing • 12/16
21
22 Azusa Pacific University Specific Plan
23 Specific Plan Development/Submittal
24 EIR Process
25 Public Hearing Process
26
27 Kincaid Pit 4, 'V
28 CalTrans Preliminary Grading Review
29 City Grading Plan Review
30 Grading/Filling of Pit
31
Task Milestone • External Tasks
Project Community Development Pro. Split Summary 111111111. External Milestone •
Date:Mon 10/7/02
Progress 1111111111111111•11 Project Summary qIIPIMIMIMIMMIV Deadline
Page 1
;4th Quarter1st Quarter 2nd Quarter
ID j Task Name ..............sep —iu.....Oct ........r. ...Nov..._...... Dec Jan
`..........Feb......... .......Mar........ ............Apr....... ........Ma..............
32 Public Counter Modifications �� �l
33 Bid Specifications Approval . 11/13
34 Anticipated Construction ♦ 12/25
Task .. .... 3 Milestone ♦ External Tasks Diti7.77.1
Project:Community Development Pro. Split Summary 111111111M. External Milestone
Date:Mon 10/7/02
Progress 1111111111111111.1111111MMI Project Summary Deadline U
Page 2
•
3rd Quarter 4th Quarter 11st Quarter 2nd Quarter I 3rd Qu
ID !Task Name Jun Jul Aug I Sep OctI Nov ! Dec 1 Jan i Feb Mar Apr ! May_ Jun Jul
1 Economic Development Projects
2 Downtown Rehabilitation
3 613-615 N.Azusa
4 Plan Check Begins a 11/15
5 Building Permits Issues ♦ 12/30
6 Completion ♦ 5/30
7
8 619-621 N.Azusa iromminom
9 Disposition and Development Agreement ♦ 10/30
10 Building Permits Issues ♦ 1/31
11 Completion ♦ 6/30
12
13 Block 36
14 Exclusive Negotiation Agreement ♦ 10/21
15 Disposition and Development Agreement ♦ 2/10
16
17 Tolteca Restaurant
18 Building Permits Issued . 12/11
19 Completion ♦ 5/15
20
21 Centennial Square/Sav On
22 Clock Tower Mural ♦ 10/23
23
Restaurant/Retail Space :. .....:.....: ..........
24
25 Commercial Rehabilitations ^
26 635 N.Azusa Avenue-Completion ♦ 10/31
27 217 N.Azusa Avenue-Signed Agreement . 11/28
28
29 Redevelopment Project Area Amendment
30 Completion • 1/15
Task ,,,, ,,,,,, ,,,,, Milestone ♦ External TasksliTR
Project:Economic Development Proje Split Summary 1.11111111 External Milestone •
Date:Mon 10/7/02
Progress IIIIIIIIIIII Project Summary Deadline j
Page 1
3rd Quarter 4th Quarter 1st Quarter 2nd Quarter 3rd Qu
ID I Task Name Jun Jul Aug Sep Oct 1 Nov Dec ) Jan—1_Feb ] Mar Apr j May_- .Jun Jul
1 Finance Projects
2 Cost Allocation Study Update
3 Update Software with FY2003 Budget Data ♦ 12/11
4 Provide Data to Directors for Review and Comment ♦ 1/15
5 Prepare Draft Document for Council Review ♦ 5/12
6 Final Document for Adoption by City Council • 6/16
7
8 Comprehensive Annual Financial Report(CAFR) ..®. •
9 Auditors Completing Field Work
10 Final Draft of Report and Issuance • 12/16
11 , I
12 GASB 34 Implementation
13 Calculate Value for Street System
14 Calculate Value for Park System
15 Modify General Ledger Background to Account for Rev/Exp Functir
16
17 2004 Operating and Capital Budget V11111111•=.
18 Instructions to Staff ♦ 2/24
19 Draft Budget Discussions with Directors ♦ 3/27
20 Draft Budget Presentation to Finance Committee ♦ 4/15
21 Draft Budget to City Council ♦ 5/19
22 Budget Adoption ♦ 6/2
Task ............... Milestone ♦ External Tasks ISIVAINVVAT
Project: Finance Workplan Split Summary External Milestone •
Date:Mon 10/7/02
Progress Project Summary Deadline j
Page 1
I ,t 1 4th Quarteri 1st Quarter 2nd Quarter .
ID ,Task Name i Aug Sep Oct Nov 1 Dec_j Jan Feb Mar AprMay
1 Human Resources1.
2 Citywide Training
5 Planning Meeting • 11/16
6 Training-Workplace Violence ♦ 2/17
7
8 Orientation Program
9 Planning Meetings ♦ 10/17
10 Planning Meetings . 11/13
11 Planning Meetings ♦ 12/18
12 Planning Meetings • 1/16
13 Planning Meetings • 2/12
14 Planning Meetings ♦ 3/12
15 Implementation . 3/14
16
17 Safety Committee
18 Meeting • 11/13
19 Meeting ♦ 1/9
20 Meeting ♦ 4/16
21
22 Injury&Illness Prevention Program
23 Preparation of Draft Document . 11/6
24 Final Document ♦ 4/9
25
26 Safety Newsletter
27 Publish ♦ 10/15
28 Publish ♦ 1/16
29 Publish ♦ 4/16
30
° 31 Azusa Management Academy
32 Training-First Line Supervisor Training-4 attendees a 9/2
33 Training-Discipline(Enrollment Open) ♦ 11/6
Task .. ... Milestone e External Tasks 1
Project:HR Workplan Split Summary External Milestone 4.
Date:Mon 10/7/02
Progress IIIIIIIIII Project Summary Deadline j
Page 1
3rd Quarter 4th Quarter 1st Quarter I 2nd Quarter 3rd Quarter
ID I Task Name I Jun Jul I Aug Sep Oct j Nov Dec Jan Feb ; Mar Apr May Jun Jul Aug
1 Library Workplan
2 Public Relations Campaign
5 i Develop Library Public Relations Committee ♦ 7/15
6 Conduct First Kick Off Program ♦ 8/31
7 Develop Promotional Materials for the Campaign e 11/22
8 Hold Second Event . 12/24
9 Plan 4 Quarterly Events for Calendar Year 2003 ♦ 12/30
10 Identify Funding/Budget for Campaign ♦ 12/30
11 Sent Out Letters of Solicitation to Potential Sponsors • 1/31
12 Hold Quarterly Event or Program ♦ 3/31
13 Hold Quarterly Event or Program . 6/30
14
15 Literacy and Adult Education Outreach
16 Conduct Civil Service Interview for Literacy Coordinator Position i • 9/30
17 Select and Hire a New Literacy Coordinator I 0 10/31
18 I Cioty Council Approval of Hire ♦ 11/29
19 Develop a Literacy Plan of Service ♦ 12/30
20 I Offer English as a Second Language Classes in Conjunction with M, ♦ 1/31
21 Increase Number of VolunteerTutors by 25% ♦ 2/28
22 Increase Number of Student Learners by 25% ♦ 2/28
23 + Identify Potential Literacy Grants • 4/15
24 Develop a Plan for Family Literacy Approaches to Literacy ♦ 5/15
25
26 Internal Operations Enhancement
27 i Director to Meet with All Staff on One to One Basis ♦ 8/2
28 Fill Library Assistant Vancancies • 11/15
29 Train and Orient New Staff ♦ 2/21
30 Hold Staff Training Day for all Employees ♦ 3/31
31 Develop a Job Task List for At Lease Five Full-Time Positions ♦ 6/30
32 1
33 Customer Service Improvements
Task iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii Milestone • External Tasks
Project:Library Workplan Split Summary External Milestone
Date:Mon 10/7/02
Progress 11111111=1111 Project Summary Deadline j
Page 1
, .
, 13rd Quarter 4th Quarter 1st Quarter 2nd Quarter 13rdQyarter....
ID Task Name Jun I Jul I Aug Sep Oct Nov Dec Jan Feb I- Mar Apr I May 1 Jun 1 Jul 1 Aug
34 Assess Training Needs for Staff • 12/30
35 Conduct a Spring Workshop for Staff on Customer Service • 3/31
36
37 Services to Youth IIr=11111111111•111111111111111•111111111
38 Increase Summer Reading Program Participation by 20% i • 9/30
39 Develop Volunteer Guidelines for Youth • 12/30
40 Increase Number of Class Visits to the Library by 10% • 3/31
41 Increase Juvenile Circulation by 10% • 6/30
42 Attend at Least Two Superintendent Roubtable Meetings at AUSD • 6/30
43
44 Patron Computer Training 9111001.
45 Resume Computer Classes for Adults • 12/31
46 Conduct Public Training on New Catalog Public Access Computers • 2/3
48 Student Outreach
49 Recognize Teen Advisory Council Volunteers I • 8/14
50 Seek Refunding of WWW.TUTOR.COM , • 9/16
Outreach to at Least 3 Schools : • 3/31
,
52 Increase Class Visits to the Library by 15% ; • 7/1
53 Outreach to at Least 3 Schools • 6/30
54
55 Education/Institution Coordination . 111IMINIIIIIMMIII11111111111111111111011=11111111.
56 Participate in CityLinks • 9/21
57 Attend AUSD Board Meeting or Event • 12/31
58 Contact with Citrus College Staff • 12/31
59 Contact with APU Staff • 12/31
60 Attend AUSD Board Meeting or Event I • 3/31
----61---- . Contact with Citrus College Staff • 3/31
62 Contact with APU Staff • 3/31
63 Attend AUSD Board Meeting or Event • 6/24
64 Contact with Citrus College Staff • 6/30
Task qiiniiiinigii*iiil Milestone • External Tasks Aing.#110,77-.1
Project: Library Workplan
Split Summary irlINIIIIIM. External Milestone 40
Date:Mon 10/7/02
Progress Project Summary 91111111111.111111111, Deadline NJ'
Page 2
13rd Quarter 4th Quarter 1.1st Quarter _ 2nd Quarter _ _ 3rd Quarter
ID Task Name Jun ( JulAugSep Oct 1 Nov 1 Dec_ Jan 1 Feb 1 Mar Apr I May Jun i Jul , Aug
65 Contact with APU Staff ♦ 6/30
66
67 New Library Fund Raising
68 Identify Board of Directors for Azusa City Library Foundation 12/31
69 Apply for Non-Profit Status ♦ 3/24
_ 1
70 Hold First Fund Raising Event ♦ 6/30
71
72 New Azusa City Library Project
73 Monitor Library Bond Act Office Activity and Updates
74 I Attend Library Bond Act Meeting for Announcement 12/2
75 TBD
76
77._......._ Library System Upgrades
78 SIRSI Meeting to Begin Implementation • 10/8
79 Complete Implementation of Automated Circulation System 2/14
Task : : Milestone • External Tasks
Project: Library Workplan Split Summary External Milestone 40
Date: Mon 10/7/02
Progress IIIIIIIIII Project Summary r11.111111111111111, Deadline
• Page 3
4th Quarter • 1st Quarter 2nd Quarter '3rd Quart
ID Task Name Oct Nov Dec Jan Feb Mar Apr May Jun Jul
1 Public Works Projects
2 -- —
3 Pavement Management Program
4 Tree Trim Bid •
5 Begin Construction * 1/3
•
6 Complete Construction . 3/3
••7
8 Concrete Bid ••
9 Bid Award Completed . 1/3
10 Bid Specifications Completed . 3/7
11 Begin Construction • • 4/3
12 Complete Construction • . 6/3
•
•
13t
—
14 I Cape Seal Bid
15 Bid Specifications Completed ♦ 1/3
•
16 Bid Award Completed . 3/4
17 Begin Construction I ♦ 6/3
•
18
19 Slurry Seal Bid
20 Bid Specifications Completed . 1/3
21 Bid Award Completed . 3/3
•
22 Begin Construction . 6/3
•
•
23 •
24 New Sidewalks '
25 Bid Specifications Completed . 1/3
26 Bid Award Completed ♦ 3/3
27 Begin Construction . 4/4
•
28I Complete Construction . 6/30
29!`
30 r Sewer Master Plan Construction Phase I
31 Bid Specifications Completed . 1/3
Task Milestone • • External Tasks
Project: Public Works Projects Split Summary External Milestone
Date:Mon 10/7/02
Progress IIMIIIIIIMMIN11111111 Project Summary °° °. t Deadline c
Page 1
n
4th Quarter 1st Quarter 2nd Quarter 3rd Quart
ID Task Name Oct Nov Dec Jan Feb Mar Apr May Jun Jul
32 Bid Award Completed 1 ♦ 3/3
33 Begin Construction ♦ 4/2
34
35 Public Facilities PlanUr
36 Study Completion ♦ 3/3
37
38 Parks Labor Allocation Study i .
39 Study Completion 1 • 1/22
40
41 Women's Club 1 1.1.11111•111111111111
42 Bid Specification Complete ♦ 3/12
43 Bid Awarded Completed ♦ 5/14
44 Commence Construction ♦ 6/25
45 •
46 Memorial Park Improvements i .1111111111111111111=11.11
•
47 Bid Specifications Complete 1 ♦ 3/12
48 Bid Awarded Completed • ♦ 5/14
49 Commence Construction ♦ 6/25
Task Milestone ♦ External Tasks
Project Public Works Projects Split Summary 11111111 . External Milestone •
Date: Mon 10/7/02
Progress 11111111111111111111111 Project Summary Deadline
Page 2