Agenda Packets - 1984/02/27 - Laserfiche WebLink

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1983 LONG-TERM FINANCIAL PLAN Page Four c. Prepare and submit to the City Council reports relating to municipal projects and/or improvements, periodic financial reports, annual operating budget, long-term financial plan, capital improvement plan, and annual financial statements. d. Develop and maintain good public relations with the general public through the preparation and dissemi- nation of news releases and other information, an annual report on the financial condition of the City and other efforts. Prs. i UILy 5 dcLivities with outside agencies and consultants. The level of service provided by the Clerk -Administrator's Office, staffed by the Clerk -Administrator and Administra- tive Secretary, are dictated by the Home Rule Charter, statutory or local policy requirements, and the activities of the City Council, City Commissions and Committees, and other City Departments and consultants. In 1983 the City purchased two word processor/micro processors to improve the City's ability to deal with the ever growing demand for information. One of these units was placed in the Parks, Recreation and Forestry Depart- ment Office and has been used solely for records manage- ment and word processing functions. The second unit is located in the general office area of City Hall and is used for word processing, records management, and serves as the remote entry station for the handling of all the City's utility b111-Ing and accounting functions handled by Rafiisey County Data Processing. Negotiations are in progress with Ramsey County to allow the City to access property record information and maintain the City's voter registration records through this station. The heavy demands on the two units has resulted in a backlog of work that should be on the automated system and as more information is put on the system, the greater the demand for access time will be. Thus, it is proposed that a third unit dedicated solely for word processing and records management be purchased, with the unit in use in the City Hall office area being dedicated for remote job entry purposes only. This third machine is estimated to cost $13,000 and is proposed to be purchased in 1985. The City is required to maintain, on a permanent basis, a large quantity of paper records, e.g., minutes, ordi- nances, resolutions, blueprints of all buildings in the City, and non- computerized accounting records, by State law. Over the first 25 years of the City's history the quantity of material in storage has increased significantly