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Home My WebLink About2001-OR-15Pursuant to I.C. 6-1.1-18-6 ORmNANCE NO. 2001-OR- .~q ORDINANCE TRANSFERRING CERTAIN FUNDS WITHIN SAME DEPARTMENT WHEREAS, it has become necessary to transfer money from one major budget classiftcatiun to another within the Cumulative Capital Development Fund Budget; and WHEREAS, there is now within the Cumulative Capital Development Fund Budget sufficient monies to pay this additional amount. NOW, THEREFORE, BE IT ORDAINED by the Common Council of the City of Jeffersonvi11¢, Indiana, that the sums ofmuney as hereinafter set out in the Cumulative Capital Development Fund Budget be transferred as indicated. FROM #479 Miscellaneous Capital Purchases TO #485 Computer Hardware & Networking AMOUNT $ 30,000.00 ALLOTTED Passed this This Ordinance shall be in full force and effect from and after its passage and approval. Z day of ~..~..,k~ ,2001 o~ma~s~R. Galligan, May, Presiding Officer ATTEST: Peggy W~&}, ~le'rk Treasurer Presented by me as Clerk Treasurer to the Mayor of said City of Jeffersonville this dayof Q~ ,2001 Peggy~W~er, Clerk Treasurer This Ordinance approved and signed by me this __ day of , 2001 Transfer Ordinance certified by me as Clerk Treasurer to the County Auditor of Clark County, Indiana this ._~ day of ~2~t~_~., ,2001. P~'~g~r'd~, ~lerk Treasurer Received Certified Transfer Ordinance this daY of .,2001. Barbara Haas, Auditor Clark County, Indiana Advantages of Providing a Computer Network for the City of Jeffersonville Increased "In-house" Productivity: 1. More reliable communication through e-mail. E-mail allows a written record of coinmunications without the usual '¥aper". The mayor and others can contact all department heads with one message instead of having to contact each one individually. Communication occurs without the urgency of the telephone and the time consuming conversations that can sometimes occur. 2. E-mail also has the potential to cut long distance telephone costs. 3. Common schedules\calendars. Calendars are used by each department head for their schedules and can be accessed by all other department heads. 4. A common contact and address list is maintained that cannot be lost and is easily accessible. 5. Task Manager\scheduler allows quick and modifiable lists of tasks to be completed and makes automatic screen prompts when predetermined dates are reached. 6. The Fire, Parks, Streets, Mainter~ance, and Waste treatment sites will have the same computer access and services as those who work in the City-County Building. 7. Ledger entries will be sent to the Clerk Treasurers office from the sewage office via e-mail and then "imported" into the Clerk-Treasurers office. Currently claims are typed\entered twice, once on the Sewage ledger and then again in the Clerk Treasurers office. 8. Each office will have access to our "plotter" as needed, and only those who need access will be able to use it. 9. Information in each department that needs to be shared with other departments will be contained in a "public" folder and can be accessed as needed, by individuals, without leaving their desk. Ex: Financial reports, project reports, ordinances, legal opinions, employee benefits information, and other public information~ ' 10. Confidential information can be sl~arec~ h the saroe W~mmer by allowing selected individuals to access Specific "folders". 11. Internet access will be available to each employee and will be as much as thirty times faster than current 56K modems. 12. Price shopping on the Internet is relatively fast and can save substantial money. Training and administrative support will be necessary to insure that this actually happens on a citywide basis. Increased Security 1. Tape backups will be centralized and tapes will be routinely taken "off site". 2. Internet access will be through "one" access point for everyone. Material downloaded will automatically be scanned by virus protection software. 3. The City will be protected by a "hardware firewall". Charrently Internet access is available to individuals through separate telephone lines. No firewall exits between in~vidual PC's and the Interact, and virus protection is up to each individual. We will begin using W'mdows 2000 and gradually convert to an all "Windows 2000" network. Windows 2000 has better software security than Windows 98 and Windows NT, which we currently use. Money for training that will emphasize need for using secure methods on the network is included in the proposal. Currently, security is left to the individual person and there is no centralized Security policy. Adoption of the Graphical Information System, "GIS': The City is currently having a GIS database constructed that will include graphical-information on elevations, easements, zoning parcels, addresses, aerial photographs, drainage hydrography, land use, sewers, and structures. This database requires its own "Server" and network availability for staff in the City- County Building and other sites as well The proposed computer network is essential if GIS data is to be used effectively. Once the network is in place additional benefits will be obtained by developing new software for use on the network. Software that is needed to increase produetivitV: 1. Claim processing software that will allow claims to be typed and then printed for attachment to an invoice. An electronic record will then be sent f~om any department making a claim to the Clerk Treasurer's office. The Clerk's office will compare the electronic record with the printed claim and then import the claim to their ledger. Claims are currently hand written. 2. A windows based ledger is needed. Currently, only the Clerk Treasurer's office and the Sewage office have ledger software. It is an older DOS based program, which requires annual service agreements for us to use it effectively. Several departments who receive monies will use the new software to make electronic transfers to the Clerk Treasurers office. The new ledger software will be intuitive and will not require service agreements once individuals have been trained to use it. Service agreements can be expensive an need to be avoided if poss$1e. 3. Interact\Web site software. The proposed network is designed for e-commerce and needs only software to make City government accessible to the public over the Interact. Web site software will allow, on line payments, on line notification by the Redevelopment Department, City Attorney, Planning Zoning Commission and the Street Department. 4. The Police department is currently looking at new software. Their cun~nt software does not have the ability to keep all of the data they are currently required\want to keep. 5. City court currently has data on two'programs that are both old and difficult to use. They are continually accessing two databases to get information on court cases. 6. The building commission needs "Permit" software. They currently enter data to make the pen-nit, and then enter the data again to make it available on the fourth floor network Their current software cannot be "networked" securely. 7. Software to integrate new departmental data into GIS. Ex. As permits are printed and citations are issued they need to automatically transfer to the database to be available to anyone accessing infomtion about a certain location. 8. Document imaging software will allow any imaged document to be available to the public "online". Document imaging will also drastically decrease the mount of paper storage. Paper storage is expensive in that the documents take floor space that has heating, air conditioning, and electricity. Paper products are also subject to aging as well as water and fire damage. Paper documents are easily misfiled or lost. Imaged documents take space only on a computer and a backup tape. They are easy to find and use when incorporated into a database, and can be stored securely on CD-ROMs in fireproof locked locations. Website\E-commerce benefits: 1. Jeffersonville residents will be able to e-mail city offices with both service requests and complaints. Staff can respond at their discretion. It also means that staff will not miss any messages because they are in a meeting or out of the office. Staff will also have an archived record of the e-mails and their responses to those e~maiis. 2. Local businesses can access needed information without leaving their offices. 3. Court dockets will be available on line. 4. All City ordinances will be available at the web site, including historical documems, and other "public" records. 5. On line payments can be made for any City Department that takes in money. This data will then imported to the City finance software and the payments are automatically transferred to our Bank account. 6. Job applications will be available online. They can be filled out on line and then printed. This saves time in the personnel office and for the applicants as well. 7. As previously stated any desired message for public notification can be posted on our Web site. 8. Forms and applications used in the Planning and Zoning Commission and Building Commission will also be placed on line. 9. Private folders for Council members will be placed at the Web site and accessed with a password. Council meeting packets will then be available more quickly without being mailed or hand delivered. Intranet Applications By Department -Email Services -Calender Functions -Forms and Data Entry -Dept. Applications -Online Payments E-Commerce ~7~ Components '~_ GIS App icat ons / ~. 6tS~ase >.- Internal Security Layer Apptications/Com~cations. /~ ~--~ "~--- ~ Database ~ / x, City of Jeffersonvitte Software Integration Map April 2001 General Ledger