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HomeMy WebLinkAbout1999-07-27; City Council; 15325; Employee Committee Request For Capital PurchasesL II . . p 2 =! Y $ \ - AGEiA 84 CITY OF CARLSBAD - BILL 0 1 AB# 1635 TITLE: 1 DEPThb. 143 - MTG. 07-27-99 EMPLOYEE CAPITAL EQUIPMENT COMMITTEE CITY ATTY@ DEPT. FIN REQUEST FOR CAPITAL PURCHASES CITY MGR- Approve Resolution No. 49-& appropriating funds for purchase of capital equipment. ITEM EXPLANATION: The Employee Capital Equipment Purchase Plan affords all employees an opportunity to identify equipment purchases which will help them to perform their jobs more effectively, safely or at a reduced cost to the City. The employee plan originated in 1993, when virtually all capital equipment purchases were cut from departmental operating budgets because of tight budget constraints. Council has authorized over $180,000 in needed capital equipment through this program. Capital equipment purchases are a necessary investment which can improve public safety, increase employee productivity or service levels, and provide value to the City over time. The Employee Capital Equipment Purchase Plan also provides an opportunity for employees to be involved in the decision-making process. Any employee may submit a capital equipment request, generally for items between $1,000 and $25,000. The request must contain documentation of how the purchase will achieve one or more of the following goals: 1) Increase efficiency 2) Save time and/or money 3) Allow the maintenance of service levels with decreased work hours 4) Increase employee safety 5) Increase service levels with the same staffing levels Five employees volunteer to serve on the Committee, one from each service area of the City. The Finance ,Department serves as the Committee facilitator. Committee members are selected by the City Manager and currently consist of the following employees: Service Area Committee Member Administration Bill Baer Community Development Dennis Turner Community Services Cheryl Hogue Water and Sewer Dale Schuck Safety Michael McFadden Committee Recommendations: During this past period, the Committee submitted the following recommendations to the City Manager for approval. These requests meet the goals of saving time and/or money and increasing efficiency. The following committee recommendations are submitted for Council consideration. 1) Computer, Monitor and Software $2.725 Lagoon Permits Clerk, Barbara Allen, inputs daily permit activity into the registration program which sorts and prints the listing of permit holders for the City’s Lagoon Patrolmen. She also does monthly, annual, fiscal and IO-year comparisons of daily and annual permit sales by vessel category for residents and non-residents. Besides the annual renewal letters to all current and previous year’s permit holder, Barbara revises associated forms, monthly reports, daily permits and monthly launches, permit transmittals, and temporary permits. Barbara also works on special projects as assigned. All of her responsibilities require computer time. Barbara currently completes her work on one of two computers located at the Harding Center that is also used by several other recreation staff members. She would like to manage her responsibilities in a more effective and efficient manner by acquiring a computer that can be used by her on a regular basis. The addition of the computer to the department will also allow staff more time on the computers already in the department to complete work that is now done on an as needed basis. 2) Cornouter. Monitor and Software $2,600 Office Assistant, David Goodman, performs a variety of computer functions in the Finance department. He posts journal entries and budget transfers and updates the City’s fixed asset records in the IFAS accounting system, maintains the departments filing system inventory and storage listing, and types letters, memorandums, agenda bills, resolution and other documents. David’s computer work requires access to the filing systems and other material that are located either close to his desk or in his work area. David currently uses the Assistant to the City Treasurer’s or the Administrative Secretary’s computers when they are not at their desks. He currently has to do his work at multiple locations and this situation does not allow his time in the department to be used in an effective or efficient manner. If David had a computer located at his desk his computer and filing responsibilities could be better managed and he would then be able to provide additional support to other Finance department staff. FISCAL IMPACT: Staff recommends the use of General Fund reserves to fund the capital equipment recommendations from the Employee Capital Equipment Committee. This request totals $5,325 and sufficient funds are available in the unreserved General Fund balance. EXHIBITS: 1. Resolution No. 9q*2bb appropriating funds for purchase of capital equipment. 1 2 c: . 4 c w 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 - RESOLUTION NO. 9 9-2 66 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE PURCHASE OF CAPITAL EQUIPMENT AND APPROPRIATING FUNDS. WHEREAS, capital equipment purchases are a necessary investment which can improve public safety, increase employee productivity or service levels, and provide value to the City of Carlsbad over several years; and WHEREAS, the Employee Capital Equipment Committee and City Manager recommend the purchase of capital equipment which will increase employee efficiency and save time and money; and WHEREAS, the General Fund has sufficient and available funds. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California as follows: 1. The purchase of the committee-recommended capital equipment is authorized and $5,325 is appropriated from the General Fund balance. PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council on the 27 day of July ) 1999, by the following vote, to wit: AYES: Council Members Lewis, Nygaard, Finnila, Hall & Kulchin NOES: None ABSENT: None ATTEST: @ti?itL4.h] ALETHA 1.. RAUTENKRANZ, City Clerk (SEAL)