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HomeMy WebLinkAbout07292ORDINANCE NO. 7292 AN ORDINANCE AMENDING THE 2005 CITY BUDGET, INCREASING THE BUDGET BY $64,075.00 BY USE OF FUND BALANCE RESERVE AND APPROPRIATING THAT AMOUNT FOR USE BY THE INFORMATION TECHNOLOGY DEPARTMENT FOR PURCHASE AND IMPLEMENTATION OF A DOCUMENT IMAGING AND MANAGEMENT SYSTEM FOR ALL CITY DEPARTMENTS NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF PUEBLO, that: SECTION 1. The budget for project number CPO407 is increased by the amount of $64,075.00, and funds for such increase are appropriated from the General Fund, Fund Balance Reserve. SECTION 2. This ordinance shall become effective upon final passage and approval. INTRODUCED April 11, 2005 BY Jeff Chostner Councilperson APPROVED: ATTESTED BY: CITY CLERK r ...N .� PASSED AND APPROVED April 25, 2005 zdtf Background Paper for Proposed ORDINANCE AGENDA ITEM # IX 2t) DATE: March 29, 2005 DEPARTMENT: INFORMATION TECHNOLOGY DEPARTMENT JOHN WILKINSON DIRECTOR OF INFORMATION TECHNOLOGY TITLE AN ORDINANCE AMENDING THE 2005 CITY BUDGET, INCREASING THE BUDGET BY $64,075.00 BY USE OF FUND BALANCE RESERVES AND APPROPRIATING THAT AMOUNT FOR USE BY THE INFORMATION TECHNOLOGY DEPARTMENT FOR PURCHASE AND IMPLEMENTATION OF A DOCUMENT IMAGING AND MANAGEMENT SYSTEM FOR ALL CITY DEPARTMENTS. Should the City Council approve a transfer of funds in the amount of $64,075.00 from the City's General Fund reserve to the Information Technology Department's FY 2005 Budget for the purchase of a document imaging and management system? RECOMMENDATION Approval of Ordinance BACKGROUND City departments receive and process paper documents on a daily basis. Many of these documents must be retained for historical or legal purposes. City employees must physically search for documents when trying to locate material pertinent to City business and locating the correct documentation is often time consuming. In the event of a fire, flood or other type of disaster, these documents are at risk of being destroyed. With an additional appropriation of $64,075.00 the Information Technology Department can purchase and implement a document imaging and management system allowing paper documents to be converted into electronic format. These images can then be stored, backed -up, and retrieved easily from the City's network. FINANCIAL IMPACT The anticipated expenditure for this project is $114,075.00. To complete the project $50,000.00 is included in the approved Information Technology 2005 budget, with an additional $64,075.00 needing to be transferred from the City's Accumulated Fund Balance to the FY 2005 Information Technology Departments budget.