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HomeMy WebLinkAbout1972-12-08city council minutesG 448 WARRANT NUMBERS 945 thru 980, GENERAL FUND . . . . . . . . . . . $ 11,766.83 WARRANT NUKMW 497 thin 518, WATER & SEWER FUND: Water . . . . . . . . . . 564.09 Water Capital . 212.75 Treatment Plant 1,973.16 Water, General Office . . . . 435.84 Water, Gen. Off. (Cap). 23.47 Sewer Maintenance 22.03 Sewer Maintenance (Cap) 780.48 WARRANT NUMBERS 1077 thru 1109, SPINAL FUNWs Fire . . . . . . . . . . . . . 234.49 Cemetery. . . . . . . . . . . 238.36 Street. .. 790.69 Street Capital. 22,921.02 Traffic Meimtenanoe 182.30 Sanitation. 12. CO sanitation (Capital). 4.90 Sanitation Contract . . . . 8,597.02 Irrigation. . . . . . . . . 382.2 TOTAL OF ALL FUNDS 49,141.68 WARRANT NUMBERS 2014 thru 2083, GENERAL FUND, November Payroll 41,189.12 WARRANT NUMBERS 2084 thra 2149, SPECIAL FOND, November Payroll 2 5, 20 3.99 WARRANT NUMU} S 2150 thrU WATER & SEWBR FUND, November Payroll . . . . . . 9,481.12 TOTAL PAYROLL 75,875.01 A vote was taken, and the motion carried. There being no further business to come before the Council, it was moved by Councilman Barka, seconded by Councilman Carter, that the meeting be recessed until December 18. After a vote, the motion carried. The meeting recessed at 10:25 P.M. City cleric COUNCIL CHAMEM December 8, 1972 4,00 P.M. The Council met pursuant to call and acknowledgement of notice in the following forms We, the undersigned Mayor and Members of the City Council of the City of Caldwell, Idaho, do her acknowledge notice of a Vecial Meeting of the said City Council to be held in the Council Chambers in the City Hall of Caldwell, Idaho, at the hour of 4:00 o'clock P.M. on the 8th day of December, 1972, for the transaction of all business in connection with the following object: consideration of bids for electronic accounting equipment and Resolution providing that the City become a supporting unit of government of the Ida -0re Economic Development District. Witness our signatures this 8th day of December, 1972: Upon Roll Call, the fol lowing Councilman answered present: Alfred B. McCluskey, Charles C. Barka, Joe Gamboa, James R. Dakan and Lester E. Carter. Absent: None. Award of bid for Electronic Accounting Equipment Mayor Carpenter stated that this meeting had been scheduled to consider the three bids which had been submitted for electronic accounting equipment. He added that the bids met the specifications, and it was the Council'a perogative to either accept we of the bids or reject all bids and call for bids again. Upon question f ran Councilman Gamboa, Finance Director John Englehart stated that all machines which were hid would be capable of doing the present work under the uniform accounting system and would only became inadequate if more capacity were required due to future growth of the City; that then, at such time, he would assume that the calling for bid would again be required. .449 Councilman McCluskey stated that he felt the low bid should be considered, and also the Council should determine the importance of the time factor. Mr. Raglehart pointed out the complexities of the new accounting system, adding that by setting the March let deadline it was planned that totals could be carri forth into the now system, and it would be very unrealistic to think that the accounting could be done on existing equipment much longer than the March 1 delivery date specified. Mr. znglehart stated that the Council should consider the fact that the bids were based on the specifications and if additional capacities were added to any of the equipment bid, this would be at an ad tional coat. Mr. Tony Messuri stated that if the Council felt the city would double or triple in the nest ten years, then the machines bid would not be adequate, and the Council should look at more sophisticated macb- inery, however, for the present needs and for the projected needs if Caldwell continues its growth rate as in the past, all three machines bid would be capable of doing the job. Myer Carpenter recognised the representative from National Cash Register Company who stated that they had recon mended and bid their equipment because of its flexibility. He added that not only could the projected growth in population change the demands on the machine, but there was no way of foreseeing how the lave might be changed which could also make more demands on the machine. The Mayor then recognized W. Paul Joos of Singer Basiness Machines who stated that the equipment which his company had bid had expansion capabilities within limits. He added that their equipment had a paper tape punch and reader whereas the low bid had only a program reader and did not feed data into the eye• tam through that reader. He pointed out that their equipment would feed bills automatically into the machiru whereas the low bid was done manually. The Mayor then recognized A. Brent Belliston of National Cash Register Company who pointed out that their equipment had magnetic tgpe cassettes which was a new innovation and was capable of holding two thou- sand punch cards. Councilman Dakan stated that the only real comparison that the Council could go by was the price, and he felt that they perhaps were obligated to award the low bid as all three bids met the specifications. It Mae 'moved by Councilman Dakar, ascended by Councilman Carter, to accept the low bid of $26,040.1 from Burroughs. upon vote, the motion carried. John Englehart then referred to a letter from Mr. Jack Magdiel, Marketing Representative of the International Business Machines Corporation, which had been identified by markings on the envelope as a bid for electronic accounting equipment and therefore had been presented and read at the bid opening on December 4th and bad become a matter of record in the minutes of that meeting. For purpose of clarification, Mr. Englebart then read a portion of a letter from Mr. Magdiel under date of October 30, 1972. It was moved by Councilman Carter, seconded by Councilman McCluskey, that the letter from Mr. Mar dial under date of October 30 be placed in the minutes of this special meeting in its entirety. A vote was taken, and the motion carried. October 30, 1972 Mr. John Englehart Director of Finance City of Caldwell City Hall Caldwell, Idaho 83605 Dear Johns I want to thank you for the time you have spent with me over the past several weeks in discussing your data processing requirements. Per our agreement, I have pulled together some estimates of what I feel will be the time requirement to accomplish your work on the Canyon County System. First of all, in the area of budgetary accounting I estimate that your computer time requirement will be in the range of five to tat computer hours per month. This is assom- 450 ing that you would use the Municipal Budgeting and Accounting package of programs developed by IBM and presently being implemented by John Dieffenback of Nampa City. It is imported that many benefits can be realised by implementing this package which ate not available on semi- automated syatemsa. Most noteworthy is the fact that all of the financial reports are generated automatically by the system and do not require manual effort to develop and sum- marise. The alternatives offered by loss automated systems involve significant amounts of employee time to summarize information from individual ledgers and other sources. The net effect can be savings of personnel time vhich can be more beneficially used in other &rase of your operation which do not land themselves early to automation. I am confident that the overall savings in effort and improved accuracy will more than justify the cost of operating the Municipal Budget and Accounting package. I estimate that to develop your water bills as well as other related financial reports will take approximately twenty to twenty -five hours of compute time on the Canyon County System/3. This is, of course, assuming that the present 300 line per- minute printer and the use of a water b elling system of programs similar to what John DEYfanbaak of Nampa City is using. Here again, the main benefit derived from the computer is the fact that once the data is captured from the source documents the system handles all other reporting and printing of the bills automatically. After the initial conversion a significant benefit can be real- ized in terms of more accuracy and fewer manual operations. Based on the fact that the Boise City payroll of approximately 950 employees uses four to five hours of computer time on a System/3 of Ada County, my estimate is that the payroll for the city of Caldwell would take approximately one to two hours per month of computer time. Am additional benefit of an automated Syetem/3 payroll is the fact that state re- tirement reports are easily prepared due to the computer's ability to perform alphabetic sorts very rapidly. I am sure you can appreciate the reduction in work that such a capa- bility would offer to your personnel. Based an the assumption of an hourly charge of $16/hour at the County and on estimated hourly usage of 26-37 houra/month, the cost of machine time would be between $500 -600/ month. The asact cost will have to be determined between Caldwell City Canyon County. in addition you will probably want to lease your own data recorder. The lease price for this machine including maintenance is $155/mouth. I estimate that the education costs will be in the range of $1000 /person including e3gxmsas. Another important point which I felt John Dieffenbach made was that of backup systems locally. This assures you of the availability of a system if for any reason the County system becomes unavailable at any particular point in time. I also just wanted to reiterate John Dieffenbach's offer to assist the City of Caldwell in making your conversion to the computerized accounting system in exchange for sharing his costs on the program development. As I am aura you are aware, John Dtaffenbach is very sold on the benefits Of using the System/3 for his operation. I an very convinced that all of the tax payers of Canyon County can reap benefits by sharing the computer system that is presently installed at Canyon County. I therefore recommend that you take advantage of the programs and asaiutance that are available t4 you and implement your accounting on the Syatem/3. I will be happy to make myself available to you in any of your efforts both daring the evaluation and hopefully the implementation of your application on the Canyon County system. Thanks again, John. I have appreciated very much the opportunity of working with you over the past several weeks and look forward to continuing our working relationship in the future. Very truly yours, Jack Magdiel Marketing Representative City Engineer Mal Lewis commented in that such practices as this frequently occured in the submit- ting of bids of this nature, and he suggested that it might be advisable to more clearly define the procedure in future specifications. E.D.A. Membership approved Mayor Carpenter informed the Council that the Economic Development Adpinistration was under the De- partment of Commerce and was divided into economic districts, our district being Southwestern Idaho and two counties in Oregon. Be added that the Council should let the Board of the Ore -Ida Rconomio District know if Caldwell was interested in joining the District, making Caldwell eligible for both the govenmm3ntal and indmd trial programs. In response to Councilman McCluskey, the Mayor stated that if Nampa and Caldwell jointed the distri they would be paying the amount designated for Canyon County, and if any of the smaller towns in Canyon Couni desired to join, the amount would then be prorated making Caldwell and Nampa'e share less. Resolution No. 26, sponsored by Councilman McCluskey, who moved its passage, was presented for the Council's consideration. REe'SOWTION NO. 26 BY COUNCIIJ✓JAN MCCLUSKET A RESOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF CALD ELL, IDAHO, AUTHORIZING SAID CITY TO BECOME A SUP - PORTING UNIT OF THE GOVERNMENT OF THE IM-ORE WWOMIC DMIDPMENT DISTRICT: WHEREAS, Representatives of the City of Caldwell, Idaho, have attended meetings and have been chad to join the Ida -Ore Economic Development District, and 45-1 WHEREAS, The Mayor and Council of the City of Caldwell, Idaho, deem it to be in the beat interest of the inhabitants of said City to become . a. supporting unit of goverment of said Ida -Ore Economic Develop- ment District in helping develop the economy of the entire Treasure Valley Area, and WHEREAS, The Mayor and Council of the City of Caldwell, Idabo, dean it to be in the beat interest of the inhabitants of said City to become a supporting unit of government of said Ida -Ore Economic Develop- ment District; HON, THEREFORE, BE IT RESOLVED: By the Mayor and Council of the City of Caldwell, Idaho, that sai City become a supporting unit of government of the Ida -Ora Economic Development District. The motion for passage was seconded by Councilman Banks. A roll ca11 vote was called for when the following Councilmen voted in the affirmative: McCloskey, Banks, Camboa, Daken and Carter. Negative votes: None. Absent and not votingt None. The Mayor declared that Resolution No. 26 had passed. Proposed annexations Councilman Oamboa stated that he had two requests for the annexation of property by the proposed airport which were signed and in order. Mayor Carpenter advised that these papers should be given to the City Attorney, Wayne E. Davis, who would draw up the proper ordinances. There being no further business to come before the Council at this time, it was moved by Council- man McCloskey, seconded by Councilman Dakan, that the meeting be recessed until December 18 at 8:00 P.M. j Upon vote, the motion carried. The meeting recessed at 5:15 P.M. _ City Cler COUNCIL CHAMBERS December 18, 1972 8:00 P.M. The Council met pursuant to call and acknowledgement of notice in the following form: We, the undersigned Mayor and Members of the City Council of the City of Caldwell, Idaho, do here- by acknowledge notice of a Recessed Meeting of the said City Council to be held in the Council Chambers in the City Hall of Caldwell. Idaho, at the hour of 8:00 P.M. on the 18th day of December, 1972, for the trans- action of all business in connection with the following object: new and unfinished business. Witness our signatures this 18th day of December, 1972: Mayor Charles W. Carpenter presiding. Upon Roll Call, the following Councilmen answered present: Alfred H. MoCloskey, Charles C. Banks, Jame R. Dakan and Laster E. Carter. Absent: Joe Oamboa. Award presentation to Kent Marmon Mayor Carpenter stated that the first order of business was the presentation of an award. He then called upon Richard White from Manpower, Inc!, who explained that they were interested in the role that young people played in community affairs and actions, and,then asked Sent Marmon to come forward to accept an award of $100.00 for his participation in the plans for a new Scout Center in the City of Caldwell, Mr. White stated that this award was unique in two ways; one, these awards were usually given for a group effort and secondly, most projects were completed before the award was given; and as this project was not completed