1976 ADJ MIN JUN 22 - Laserfiche WebLink

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32U Discussion followed with regard to purchase of the IBM product and maintenance thereof. Mayor Beltran suggested that Council very seriously think in terms of replacing equipment on a pro -rata basis or similar to the Vehicle Replacement Program. Councilman Gonzales stated he was appreciative of the forthright reporting of the City Clerk in specifically explaining the potential and cost of each machine. Moved by Councilman Gonzales to purchase the Mag Card II machine. Councilman Rehrer asked about securing bids. City Manager Huffaker reported that purchase would be based on a Mag Card II or its equivalent. Motion seconded by Councilman Rehrer. Discussion followed on the funding. Mayor Beltran objecting to further diminishing the Revenue Sharing Balance, but agreeing that funding it through interest gained from Revenue Sharing would be sound. Mrs. Andengaard asked City Clerk Ramos that with the purchase of a larger machine, would this then reduce the equipment rental figure. Mrs. Ramos replied this point was covered in her memorandum to the Council, however, it had not yet been discussed and she would like the Council to be well informed as to the status of the Memory Typewriter. Mrs. Ramos explained the City entered into a two year lease agreement for the Memory Typewriter, the City has leased the machine for approximately one year and as such has built up credits that can be applied towards the purchase of the Memory Typewriter, but cannot be transferred to another machine. Mrs. Ramos said that in her memo to the Council she recommended that the Council purchase the Memory Typewriter at the reduced price of $4,471, the original purchase price having been $5,400, and that in turn this machine be transferred to another high -user department; perhaps, Personnel or the City Manager's Office. The transfer of this machine to another department would release a good typewriter that could be transferred to the Police Department where their typewriter request was deleted. Mrs. Ramos explained that if the Council were to continue leasing the machine rather than purchasing it in July, the City would in effect be losing money to the tune of $929; the $929 being the difference between the original purchase price of $5,400 and our current price of $4,471. Discussion followed. City Manager stated that although the Mayor has objected to funding the Machine from Revenue Sharing this is still a possibility. Mr. Huffaker said he would just like Council to be aware that with approval of the purchase of this machine, the Council is in essence approving the funding of an additional permanent secretarial position. Mrs. Ramos stated that if the City is ever going to go into and get serious about Records Management and Microfilming, you are going to have to utilize a third person in the Clerk's office or somewhere else, either hire a professional person from the outside or another clerk. Mrs. Ramos said it was not possible to have the deputy man the word processing machine and do microfilming and preparation of records at the same time. Councilman Gonzales asked Mrs. Ramos if she had this capability right now. Mrs. Ramos replied that currently with the CETA person, the deputy and herself, all the machinery is being manned and the tasks on hand are being accomplished. City Manager stated the sole purpose in bringing this up for discussion was for clarification due to the possibility of CETA being terminated in the future and the deletion of some current CETA positions. Mr. Huffaker said Council needs to know what transitions when programs such as the recent allocation for additional paramedic training are approved. Councilman Rehrer stated that if CETA funds are cut then everyone will have to make a readjustment and the Council will have to establish new priorities. Discussion followed. Councilman Rehrer called for the vote. Unanimous vote. Discussion followed on authority to begin the Records Retention Program and Microfilming Program. It was Council consensus that these items be discussed at a future date. City Manager Huffaker reported that he had received the memorandum proposing the Records Retention Program and that he would like to discuss this with the City Clerk prior to further discussion with the Council and that perhaps the action of the Council tonight would change the priority on this matter. Question was raised as to what should be done with the Memory Typewriter. Mayor Beltran suggested that the question of the Memory Typewriter be set aside, and discussed at a later date. Moved by Councilwoman Cisneros, seconded by Councilman Gonzales, to approve the City Clerk Budget. Unanimous vote. BUDGET: City Manager Moved by Councilman Gonzales, seconded by Councilwoman Cisneros, to approve the City Manager Budget. Unanimous vote. Personnel City Manager Huffaker stated that there was a substantial portion cut from the Education and Training Account 16, and he would recommend that Tuition Reimbursement at $2,000 be budgeted as this is basically a Meet and Confer item due to a change in condition of employment. Mayor Beltran stated there was also a question on Professional Services, Account 35, at $12,600. City Manager Huffaker replied that includes Employee Relation Program, Pre-employment physicals, polygraphs for police officers, and personnel tests. Mayor Beltran asked how much is allocated for Hamilton and Associates. Mr. Huffaker replied $6,600, for Employee Relations and he strongly urges that it remain in the budget. JUN 2 21916