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ITEM: |
CONSENT CALENDAR |
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3. |
CONSIDER EXPENDITURE
OF BUDGETED FUNDS TO CONTRACT FOR TEMPORARY SCANNING PROJECT HELP IN THE
WATER DEMAND DIVISION |
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Meeting
Date: |
June 20,
2011 |
Budgeted: |
Yes |
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From: |
Darby
Fuerst, |
Program/ |
Temporary |
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General
Manager |
Line Item No: |
Personnel |
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Prepared
By: |
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Cost Estimate: |
$20,000 |
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General
Counsel Review: N/A |
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Committee
Recommendation: The Administrative
Committee reviewed this item on June 13, 2011 and recommended approval. |
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CEQA
Compliance: N/A |
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SUMMARY: A temporary employee from Universal Staffing Incorporated has been working on the process of digitizing all records in the Water Demand Division, making them readily available for access and use. He has been scanning the hard-copy property files in 22 file cabinets, converting them to digital images, saving them, and linking them to the new data base. The documents being scanned include all inspections, correspondence, water conservation certifications, documented water credits, water permit applications and approved permits, deed restrictions, related staff reports, posting notices, and photos. Water Demand Division staff would be severely impacted in their ability to serve the needs of District customers if they attempted to incorporate this task into their regular duties.
In Fiscal Year (FY) 2009-2010, 1,360 hours of work were performed. For FY 2010-2011, 1,980 additional hours were authorized. At tht time, staff anticipated a need for approximately 344 hours of scanning in FY 2011-2012. However, a final revision of the work required to complete this essential process has been made, taking into account the types and complexity of the files remaining to be digitized. The estimate for FY 2011-2012 has been increased to a maximum of 1,025 hours.
RECOMMENDATION: Authorize the expenditure of funds to continue contracting with Universal Staffing, Inc. to provide an individual, or successive individuals if necessary, to work an additional 1,025 hours during FY 2011-2012 to complete the Water Demand scanning project.
IMPACTS TO STAFF/RESOURCES: The proposed budget for FY 2011-2012 includes $20,000 for temporary help in the Water Demand Division Division.
BACKGROUND: The District has been working on upgrading the extensive data base system in the Water Demand Division since 2004. Programming has been completed and Division staff members have completed implementing the new system, which incorporates information previously stored in five separate older generation databases. One of the final phases of the upgrading process is scanning the District’s property files, saving the resulting digital documents and linking them to the new data base system.
EXHIBITS
None
U:\staff\word\boardpacket\2011\20110620\ConsentCal\03\item3.docx