89-820 � �..
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WHITE - CITY CIERK
PINK - FINANCE G I TY SA I NT PA U L Council ��'aO
CANARV - DEPARTMENT
BLUE - MAVOR� F1I@ NO.
�ou ci Resolution �
Presented y -
/
Referred T � Committee: Date ����
Out of Committee By Date
of lmc�m 1989 General Fund bl et revisi n S s in�order tos p re an �.nven o
udg, priorir�e then► so thatythe
use of fund balance cauld be maintained a t 12-31-88 level, and
Wf�EAS, The Mayor proposes 1989 budget r i ion priority for the City Attorney's
office autcenatiari project, and
WI-�EREAS, The Mayors pursuant to Section 1 .0 .1 of the City Charter, does certify
that there are available for app�opriati r enues in excess of tlx�se estimated
in the 1989 budget; and
Wf�REAS, The Mayor recarmer�ds the follaw' g hanges to th,e 1989 budget:
Ctirrent Amended
__Budget____ Changes __Budget____
FII�NCING PL1�N ------------
001 General Ftznd
9890 Use of Ftiux3 Balarbce, Unreserv 0 83,181 83,181
Un�designatec�
9890 Use of Fund Balance, Unreserv 0 16,574 16,574
Designa ted, 1/3 Savings Program
All Other Fin.aricing 124,907,698 0 124,907,698
------------ ------------ ------------
S��I� �� 124,907,698 99,755 125,007,453
001 General Ftiuyd
Office Of The City Attorney
00200 City Attorney-General O�erat
00200 0259 Othex-Travel Trainu�. es 0 10,600 10,600
00200 0299 Other Miscellaneous ic s 3,500 1,650 5,150
00200 0815 Desks Chairs or Tables 1,7b0 5,640 7,360
00200 0856 Data Processing Softwar 5,000 8,920 13,920
00200 0857 Data Processing Ha�lwar 24,500 69,460 93,960
00200 0859 Other Coimnanication Equ t 3,000 .3,525 6,525
00200 Other Spex�ling 1,664,537 0 1,664,537
All Other Sper�cling 123,205,.4Q1 0 123,205,4Q1
------------ ------------ ------------
124,907,698 99,755 125,007,453
�' � 99.755
RE90LVID, That th�e City Council appraves changes to th�e 1989 budget.
Appraval Reco�ner�ded
� _� I
COUNCIL MEMBERS get D tor
Yeas Nays Requested by Depart t of:
Dimond �
�� ��✓�`n Fa or �OO:amex�dl0.wk1
Goswitz
Rettman B
�be1�� Again t Y
Sonnen �
Wilson /�
� /�/� Form Appro ed by City At ey
Adopted by Council: te
Certified Passed by Council ,ecretary BY
By �
Appr ve by Mayor ubmiss to Council
Approved by 1Navor: Date — � -,� i ^ �
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By B'y'�- � '
.� -� � . . ����d
.. . .
OFF CE AUTOMATION
C TY ATTORNEY
1. INTRODUCTION:
The purpose of this report s o present a budget request for funds
necessary to automate the f ice of City Attorney. The City
Attorney's office is in nee o modern equipment to maintain the
efficiency required by the C ty Council, Mayor and departments and
offices served by the attorne s. The office of Citywide Information
Services has prepared an ou 1 ' e of the equipment, software and
training required to meet the bj ctives of the City as a whole, while
maintaining conformity with it -wide standards. The goal of this
program is to commence design f he system immediately, and equip the
office during the current f' c 1 year of 1989. A key factor to
guarantee success of the prog am is to provide training for staff in �
the use of the hardware and so tware as that will be required to
implement the transition fro e isting methods used by the office.
This program is supported by he over-all plans of the City of Saint
Paul, by the office of Mayor n the City Council and care will be
taken to provide a system with n he office of City Attorney that will
complement the �needs of those of ices.
2 . OFFICE OF CITY ATTORNEY: ,
The office of City Attorney is currently made up of two divisions:
Civil Division and Criminal Di is on. The Criminal Division is in the
process of completing its aut ma ion needs by means of a local area
network system (LAN) , connecti g he Division with the Prime computer =
and the Ramsey County Court s st m computer. The network system is
installed in the Lowry offic s of the Criminal Division and work
stations are being installed f r 11 of the professional and clerical
staff. The primary functio o this system is the handling of
criminal complaints and their re ated files. Staff of the Criminal
Division located in the City Ha 1 ill be equipped for computer access
to the Prime and County system , ut will not have direct connection
to the net work. However the Cr minal Case Management system being
designed and programmed by CIS i not complete or ready yet.
The Civil Division presentl h s two CPM mode PC's and one IBM PC
(DOS mode) . The two CPM mac 'n s are 1982 Xerox micro and are no
longer manufactured. The exis i CPM system must be replaced as it
is not compatible with other e i ment within the City of Saint Paul
environment.
The office of City Attorney 's professional law office consisting
of professional and clerical s af , much the same as is a private law
office. The office has lagged fa behind in the evolution of modern
equipment needed to supply th any demands of our era and it is
necessary to provide the capa il ties made possible by automation.
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Correspondence has increased it a need for the ability to prepare _
and change documents with a s orter turn-around time. Creating,
changing and tracking of recor s and other forms of information is in
greater demand, and will co ti ue to be so into the foreseeable
future. The flow of informa 'o and the means used for the inter-
change of information has als c anged.
Automation with the propos d systems will provide computers for
word processing, record mai te ance, communication and research.
Professional staff will be a le to prepare drafts of documents at
their work stations by means o a net work, and the clerical staff can
then complete the documents ro their own stations. Exchange of
messages between staff (and ci y-wide using Prime) will be made
possible.
Transmission of documents ia telecommunication lines (FAX) will
be possible, as will the p ication of documents via optical
scanning. Paper work will be ca ned and entered electronically into �
the office's computer system o s to permit normal word processing
of that text. These records ca t en be accessed by the lawyers almost
instantly. -
Computer research via WEST W and LEXIS will be possible for each
work station, as well as other o rces available via telecommunication
lines. Indexing of legal opin'on and legal research, including brief
and form files, can be mai ta ned and ac�essible to all staff.
Calendaring and use of to-do li ts are an important element in the
functioning of a law office. Of equal importance is the creation of
on-line data bases about eac ndividual case that the office is
handling. Relatively uncompli a ed cases can involve reams of paper,
including depositions, copies o relevant precedents and the court -:
record itself. More complex a s may well involve small mountains
of files.
Citywide Information Servi es Division has recently commissioned
a study by Public Administrati n Services or PAS and the advice given
to the City regarding this of ic , underscores the need for a modern
system:
It is also important that t ity Attorney Office's Information
system be able to pass dat t whatever word processing system
is chosen for the office. T is will significantly lower the
office's correspondence an d cument production costs. Office
Automation will provide Ci y Attorney Office staff, all
divisions, with an effectiv m ans to manage office and telephone
messages. It is envisione t at Office Automation will be one
part of the Automated System n ds of the City Attorney's Office.
An office automation (OA) s stem would remedy many of the
management ills that exist n he office due to the size of the
office, numerous telephon ontacts, meetings and calendar
assignments. The crimin 1 division staff indicated that
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telephone message slips we e often misplaced or delayed in _
transmission. OA will allo m ssages to be immediately sent to
the respondent's terminal OA automates common office
functions, and operates on rinciple of networking commonly
shared files in the office.
The advice given by Citywid nformation Services Division is to
use the network system approa h. This is the use of a centralized
large memory capacity for th ivil Division with computer work
stations located throughout he office. Following is the cost
estimate as submitted by the C t ide Information Services Division,
together with estimates of cos s associated therewith.
R ectful s ' ted:
P. ST �
City Attorney
,:� "": �,
GR�EGO J�HA� PT `
itywi �"nfo�nation ervices
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C=TY A T RNEY— C2V= L
NETWORK ONF=GURAT =ON
FILE SERVER
Samsumg s386 System(4 b RAM, 20mhz, $8,419
295 mb hard driv , ntrack Disk Manager,
PTI Datashield S S)
Gateway 16 bit NIC @ $425 850
Everex 120mb tape b cE: p 1 , 500
File server setup 425
Novell Advanced Net r /286 v2. 15 software 2 , 995
Lanspool Printer Sh ri g Novell VAP 395 �
Brightwork NetRemote S ftware 595
Carbon Copy Remote C m unications 300
Coverup Network Menu S ftware 20
15 ,499
NETWORK APPLICATION SOFTWARE:
Wordperfect 5 .0 LAN 1 t station) , 395
Wordperfect addition s ations 18 @ $90 1 , 620
dBase IV LAN 695
2 , 710
WORKSTATIONS:
Samsung s550 AT Work t ions 16 Q $2 , 100 33 , 600
Gateway 8 bit NIC 18 C� 349 6 , 631
Workstation setup 19 @ 30 520
Furniture 16 C� $350 5 , 600
46 ,401
NETWORK CABLING:
Cable installation 2 , 500
1000 foot spool of c bl 650
Connectors, etc. 375
3 , 525
CONVERSION OF EXISTING DATA:
Conversion of existi g ata on 1 , 650
Xerox CPM to DOS or perfect
50 8" disks C� $33
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TRAINING:
On-site training and c nsulting support i0 ,000
Netware supervisor t aining 2 C $300 600
10, 600
PRINTERS/SCANNER:
HP Laser Jet Series I with 2mb RAM & 13 , 770
IQ Tech. Super Ca t idge 3 c� $4,590
13, 770 �
COMMUNICATIONS:
Micro computer ' 3,000
NACS Software 2 ,000
Communications softw r 600
5 , 600
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NETWORKTOTAL-------- -- -----------------------------$99,755
ACTIVITY NO. 00200
0259- TRAINING 10, 600 �
0299- MISC. SERVICES 1 ,650 -�
0815-FURNITURE 5 , 600
0856-SOFTWARE 8, 920
0857-DATA PROCESSING HARDWARE 69 ,460
0859-DATA PROCESSING-OTHER- 3, 525
CABLING
TOTAL $99 , 755
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.t, DEPARTM�tNTlOF61CFJCOUNqL DATE NITIA ED
� Cit Attorney 5 �/ 9 GREEN SHEET No. 2,5,�TE
CONTACT PERSON d PHONE Q pEPAqTIdENT DIRECTOR COUNqL
Jerr Se al 298-5121 cmr�rroR,�v c,rvc�K �
MUST BE ON f�UNqL AOENDA BY(DATE) BUDOET DIRECTOR FlN.3 MOT.SERVICE8 DIR.
MAY�i(OR A881STAN7]
TOTAL#�OF 810iNATURE PAQiES (CLIP ALL LOCATIONS FOR SIQNATUR�
ACI7�1 REQUESTED:
Automate City Attorney' s Office: ord processing, record maintenance,
communication and research.
RECOMMENDATION3:Approve pp a ReJect(F� L MI REPORT OPTIONAL
_PLANNIN�COMMISSION _qVIL SEHVICE COMM18810N A� PHONE NO.
_pB COMMITTEE _
_$T� _ COMM NTS:
_018TRICT COURT _
SUPPORTS WHICN COUNCIL OBJECTIVE?
INfMTIN(�Pf�BLEM.ISBUE.OPPORTUNITY(Who.What.When.Whero,Wh�:
�y������yE3�Ilji�E���S ���'��E3i�'�����:3"!i'1'�.'�3F3�i X ��l�i3bnJE�����s7uU� �
`�S�ffi�E��L�� 3E����� ��XXXXX
Office has lagged far behind in h evolution of modern office equipment to
the detriment of performance. C S as aided in planning and costing appropri te
automation approach for City Att r y.
ADVANTAOES IF APPROVED:
Shorten turn-around time on cor s ondence and documents. Increase efficienc
and reliability of creating, ch g ng and tracking records. Aid time
management . Improve communicati n of ineetings and phone calls. Decrease
paper copies.
DISADVANTA(iE8 IF APPROVED:
D18ADVANTAOEB If NOT MPROVED:
Office automation and advantages d layed.
�:.�=���:?��:1 Research Cer�ter
f,1�aY 0 3 i;;�9
TOTAL AMOUNT OF TRANSACTION s 99 755. OO CpgT/REVENUE BUDGETED(CIRCLE ONE) YES NO
FUNDINQ 80URCE 9890 Use of Fund Balanc ACTtVITY NUMOER 00200 City Attorney-General
�wwa�wwRtiu►noN:cocPUiN� Ope rat i on s
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CITY OF INT PAUL � �� "�'"� �
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"° ��' OFFICE OF T E ITY COUNCIL �
Commi e Report
Finance Mana emen Personnel Committee
JULY 10 1989
1. Approval of minutes of June 5, 1989, ee ing. Approved
2. General discussion of the Mayor' s mi -y r
budget adjustments. (Laid over June 9)
2a. Resolution 89-351 - amending the 198 b dget by Laid over two weeks
transferring $32,062 from Contingent Re erve to for amendment
Police Administration for full-time os tion to
oversee license renewal and applicat on process.
(Referred from Council March 2, laid ov r June 19)
2b. Resolution 89-354 - amending the 198 b dget by Withdrawn
adding $51,661 to the Financing and pe ding Plans
for Police Vice Unit to conduct inv st' ations of
liquor and Class III license applic nt .
(Referred from Council March 2, lai o er June 19)
2c. Resolution 89-830 - amending the 19 9 udget by Denied
transferring $38,574 to Community S rvi ces Parks
and Recreation Administration and F na ce and -
Management Services for renovation f hird floor
of City Hall Annex. (Referred from Co ncil May 9,
laid over June 19)
2d. Resolution 89-820 - amending the 1 89 udget by Denied
adding $99,755 to the Financing an S nding
Plans for City Attorney' s office a to ation
pro�ect. (Referred from Council M y 1, laid
over June 19)
2e. Reso ution 89-1004 - amending the 98 budget by Laid over two weeks
adding $112,000 to the Financing & Sp nding Plans for amendment
for Community Services Utility Nee s. (Referred
from Council June 6, laid over Ju 1 )
CTTY HALL E NTH FLOOR SAINT PAUL, MINNESOTA 55102
S�ib46
7. Discussion of surviving spouse benefits for Police. Approved Resolution 89-1182
and related resolution
8. Resolution 89-860 - amending the Salary Plan and Laid over two weeks
Rates of Compensation Resolution regarding Unclas-
sified Positions. (Referred from Council May 18)
9. Resolution establishing the rate of pay for Public No recommendation '
Health Division Manager in Grade 32, Section ID4
of the Professional Supervisory Standard Ranges
in the Salary Plan and Rates of Compensation
Resolution. (Referred from Council April 7, 1988,
laid over June 19, 1989)
10. Resolution 89-1003 - amending Section 11 of the Approved as amended
Civil Service Rules pertaining to provisional
employment. (Referred from Council June 6, laid
over June 19)
3