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ADMINISTRATIVE COMMITTEE |
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2. |
CONSIDER EXPENDITURE
OF BUDGETED FUNDS TO CONTRACT FOR TEMPORARY SCANNING PROJECT HELP IN THE WATER
DEMAND DIVISION |
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Meeting
Date: |
June 15,
2010 |
Budgeted: |
Yes |
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From: |
General
Manager |
Program/ Line Item No: |
Temporary Personnel |
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Prepared
By: |
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Cost Estimate: |
$18,096 |
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General
Counsel Review: N/A |
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Committee
Recommendation: The Administrative
Committee reviewed this item on June 15, 2010 and recommended ________________. |
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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 had attempted to incorporate this task into their regular duties. This labor-intensive activity was estimated at 2,288 hours of work, based upon preliminary scanning of similar files. The temporary employee is on target within the estimated time-frame for project completion. He will have worked a total of approximately 1,360 hours by the end of this fiscal year. An additional 928 hours of work is needed in FY 2010-2011 to finish his work.
RECOMMENDATION: Authorize the expenditure of funds to continue contracting with Universal Staffing, Inc. to provide an individual, or successive individuals if necessary, to complete the Water Demand scanning project in FY 2010-2011.
IMPACTS TO STAFF/RESOURCES:
The proposed budget for FY 2010-2011 includes $75,500 for temporary help in the
Water Demand Division. A temporary
worker from Universal Staff, employed for the 928 hours required to finish the
project in FY 2010-2011, would cost $18,096.
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 almost 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. The Board authorized up to $29,172 in FY 2009-2010 to hire a temporary employee from Universal Staffing, Incorporated, to work towards the accomplishment of this task. Approximately $25,940 will have been expended by June 30, 2010.
EXHIBITS
None
U:\staff\word\committees\Admin\2010\20100615\02\item2.doc