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05/05/1997 - Packet City of Tigard, Oregon Budget Committee Meeting Monday, May 5 1997 Agenda 1) 6:30 Roll Call 2) 6:31Minutes from meeting of April 1, 1997 3) 6:35 Consideration of Social Agency and Arts\Events funding requests 4) 7:30 Presentation of 1997/98 Proposed Budget and Budget Message 5) 7:45 Review of 1997/98 Proposed Budget Document 6) 8:15 Presentation by Network Services Manager 7) 8:30 Continue meeting to Monday, May 12 at 6:30 P.M. at City Hall City of Tigard, Oregon Budget Committee Minutes Meeting of April 1, 1997 Members present: Brian Moore, Craig Dirksen, Gene Farnstrom, George Burgess, Jim Nicoli, Joyce Patton, Ken Scheckla, Max Williams, Paul Hunt. Staff present: Bill Monahan, Wayne Lowry, Connie Henness The meeting began at 6:30 p.m. After brief introductions, Wayne discussed the planned agenda for tonight's meeting including the need to elect a Chair and Secretary for the Budget Committee. Plan for the hearing process for the meeting tonight was to allow 5 minute presentations from each organization with a short round of questions from committee members to follow. Paul suggested that members must be sure that enough time is given to each group to allow it a fair hearing. Nominations for Chair and Secretary were held. Joyce Patton was chosen as Committee Chair and Craig Dirksen as Committee Secretary. Discussion continued regarding the hearing process. It was determined that each group would go in sign-in order and need to present"how Tigard funds are serving Tigard citizens" according to Wayne. It was decided that if groups wished to stay to hear the outcome of the committee's deliberations they would be welcome to do so. If a controversy should arise regarding the allocation of funds, the discussion would be held-over until the next meeting. The limit for funds allocated this year was determined to be approximately $83,700 by unanimous agreement. George brought up concerns regarding insurance coverage by the City of the Tigard Country Daze as noted in the request presented by TCD for funding. He was concerned about the related costs to the City. At 6:50 p.m. Joyce Patton, Chair. Opened the hearing on the use of revenue sharing. No comments were made. Joyce Patton then opened the hearing on funding requests. First presentation was conducted by Sharon Maroney of Broadway Rose Theatre. Broadway Rose is a non-profit organization that seeks to provide affordable theatre to Portland area residents. 'Long term goal is to become a year-round company and present musicals. 60% of Broadway Rose's audience are senior citizens and 40% of their mailing list is comprised of Tigard addresses. She believes they provide an economic impact on the Tigard community as many guests of the shows have dinner in Tigard (results from survey conducted at shows). Platt Electric Supply is their principal corporate sponsor. They hope for continued support from City of Tigard. Questions: Joyce asked if they had approached neighboring communities for support. Sharon replied that they had sought support from Tualatin and Durham and plan to include Sherwood soon, but not Beaverton at this time. Paul questioned who were providing grants to the theatre. Ken asked if they had requested support from King City since so many of their audience were from that community? Sharon replied that they had approached businesses for support but had not yet reached out to individuals. The second presentation was provided by Beverly Robinson and Jenny Weller of the American Red Cross "Dial-a-Ride" program. A brief explanation of the program was presented including the goal of the program to provide accessible quality transportation to meet community needs in Tigard, King City and surrounding areas. Last year they provided 15,110 trips to residents in Washington, Yamhill and other counties. Goal is to reach 20,000 trips this year. Projected number of trips for City of Tigard residents is about 300. Trips are made by volunteers and are designed to assist people in maintaining an independent lifestyle. Group is requesting $1,000 of COT, which is about 1/3 of the operating cost for this area. Questions: Gene asked about miscellaneous revenue used to help offset fees. Answer included groups such as Steps to Success, Boys and Girls Club of Hillsboro, St.Vincent's de Paul and Meridian Park Hospital. Karen Gardner of Tigard Loaves and Fishes/Senior Center introduced the program available to seniors and their families at Tigard Senior Center. Besides many classes, including a nutrition program, TLF provided approximately 35,000 meals on wheels last year. Funds provided by the City of Tigard go towards purchase and preparing of food for meals on wheels. TLF has 17 paid employees and countless volunteers. Money will also be needed this year to replace equipment at the center. Gardner believes that Tigard seniors are served through the center and Tigard Seniors serve the center as well as the Tigard community. The Center provides an opportunity for individuals and their families to learn about and participate in programs designed to assist seniors; such as the Senior Health Program, AARP, Legal Assistance Program, Tigard Garden Club, and English as a Second Language (ESL) Program designed to match seniors with people needing assistance in learning English. Questions: Ken asked when ESL was taught? Is it an ongoing class? Karen responded that it is taught as needed throughout the year. Craig asked if a sign-up of meals on wheels participants was kept. Karen said that 458 units (individuals or families) were registered. Some of these were served at the center and some delivered. Not all the same people use the service all of the time. The fourth presentation was by Therese Lederer of Community Action-Neighborshare. Therese introduced herself as the new Client Services Manager for CA-Neighborshare and has a lot of goals for the organization. She mentioned that the addition of bilingual staff members has considerably enhanced their ability to serve the community. Their primary functions are to provide housing/rental assistance to those in need in the Tigard area,to work with St.Vincent's to coordinate emergency food assistance and to work with the Senior Center to provide energy/utility assistance to seniors. Last year they provided almost 4,000 units of service. They were able to provide 841 emergency food boxes. CA-Neighborshare served 20% more seniors this year than past and approximately 3 times as many Hispanics. Long range goal stated by Therese is for the CA-Neighborshare to be a part of a multi-service center with various social services available. Questions: Mayor asked what is the square footage of the building and why were there more requests from senior citizens this year? Therese did not know answer to first question and credited Peggy at the Senior Center for the second. George mentioned that he noticed that they received money from Washington County last year, but did not see a request for it this year, why not? Therese stated that they actually did request the money, it just did not show on the report. Craig questioned if they coordinate with Interfaith Outreach Services to achieve symbiosis? Therese said yes, she believes that they coordinate on prevention, shelter and beyond. The Rape Crisis Center represented by Sophia Dyer, Senior Advocate, presented their funding request next. The center was founded in 1977 by two rape survivors who saw a need to provide a service to women who did not know where to turn when confronted by a rape situation. The center operates 365 days a year, 24 hours a day. They are set up to handle "hot" calls from citizens, police or hospitals. Since their inception, they have responded to every "hot" call in Washington County. This past year, 800 calls were answered. Eight were responded to in Tigard. Future goals of the group are to provide rape awareness to schools or any interested organization. This year they are adding two licensed social workers to provide needed assistance. Funding is accomplished through fund raising, private contributions and government assistance. Questions: Craig asked if the agency is able to fulfill its task in Washington County at this time? Sophia responded that they are able to provide follow-up for the clients as long as the clients request it. Currently they have 20 advocates and 10 in training. This will allow more people to staff the center during the day. All of their advocates are volunteers. Paul wondered how a person in need might know how to contact them. Sophia stated that they are in the phone book and often they are contacted by a friend, the police or a hospital. The sixth presentation was by Debbi Kor of the Tigard High Graduation Committee. This is an annual (14th?) drug-free/alcohol-free party for the seniors. They rely on business, individuals and parents for donations as well as donations at football games. Their biggest event to raise money is an auction and casino night. Last year, they raised $800 from donations at local businesses and $300 from parents. Thanked COT for prior support and hoped for continued support of this program. Cost for students for the party is $30. They receive a t-shirt and a bag of gifts as well as opportunities to win other prizes. The funding request from the COT is$500. Questions: Ken asked how many seniors graduated last year and how many attended the party. Debbi stated that 312 seniors began the year, and 260 attended the party, which was about 83% of the seniors class. This year, 425 seniors began the year, currently 373 are still in school. They anticipate around 300 attendees for this year's party. Ken then restated his question to inquire if the students who were not able to afford the $30 ticket were still able to attend. Debbi emphatically said yes! They offered scholarships to any students who requested them. Craig complemented them on holding the line on their budget for the party. Connie Hahs and Barbara Schulties presented the request on behalf of the Shelter for Domestic Violence. Their center provides support for survivors of domestic violence in the Portland area. What is offered at the shelter?: They provide case managers to determine the service needs of the clients including medical, legal, educational and housing assistance. They try to provide shelter, but it is not always available. In the shelter, there are support groups, parenting support for kids such as pet therapy and an opportunity for emotional outlet, education, and case management including goal setting and service provisions. Outside the shelter, there is a 24-hour crisis hotline, community support groups (one meets in Tigard), home visits, and two new programs: Restraining Order Advocacy Program and Family Violence Intervention Team Program which is offered to batterers, victims and children of victims and/or batterers. Domestic violence is a learned behavior and education/awareness is the key to its demise. Questions: Paul asked how the housing problem was being addressed, if they were working with outside groups to provide transitional housing. The answer was yes, they are currently working on a project and hope to have more low-cost housing available in the near future.. Ken asked why the City of Forest Grove has never provided funding for their services. Apparently, Forest Grove send them a letter each year stating that they do not fund social services programs. George Huber presented the funding request for Luke Dorf, Inc. They have provided adult rehabilitation in the Tigard area for 20 years this July. Their goal is to keep clients in semi- independent living situations, keep them out of jails and hospitals, and give them skills to survive in the community. They recently purchased a building on Hwy 99 and Greenburg road. They began a capital campaign to pay off the purchase. 90%of their clients live in Tigard. Questions: Wayne asked for a clarification of the amount requested. It is $10,000. No other questions. Kim Brown and Martha Sparkman presented the funding request for Interfaith Outreach Services. The program provides food boxes for homeless people living outside of shelters. 500 were distributed this past year. They also seek to provide their clients with self-sufficiency and a way to break the homeless cycle. In the past year, two people have proceeded through the program and are no longer homeless and have full-time jobs and a place to live. They are in the process of a capital campaign to build their new offices. They received a $500,000 community development lot grant. They needed to raise $250,000 to obtain the grant and were able to meet that goal. They hope to have property closed on April 15, 1997. Date to move into facility is still undecided. Unsure of how much longer they will need City-owned building on Burnham. Questions: Paul questioned the projected move-in date. Original date planned was January of 1998. Hope to be in new building in fall of 1997. Shelter will be open year-round once in new building. He also asked why salaries were rising? Kim explained that two new paid positions will be added. Bill inquired when they will NOT need the house on Burnham. Kim stated that they would need further discussion of this item but hope to move into house on new property while construction is taking place...possible in October of 1997. Ken asked how many people were currently on their payroll. Kim responded that they have four full-time employees and plan to add two more. Tigard 4th of July request was presented by Mike Marr. This summer will be the 10th year of the celebration. They are requesting minimum funding assistance of $3,000 -to $4,000 with a match of funds. Believe that this event is a great opportunity for community contact and while it may not be a vital social service, it is a wholesome way for Tigard residents to come together. This event is only advertised locally so as not to bring in a lot of outsiders. They rely on business donations and volunteer concessionaires to keep food costs low. Questions: Ken asked about Item #5, who was on the board of directors. It includes Representative Tom Brian and his wife Jolene, Joyce and Jim Patton, Al Heeb, Ron Royce, Mike Marr and John Chamberlain. The board meets about three times prior to the event. Bill wondered how much the fireworks cost. Last year the cost was$7,900 and it raises about$200-300 each year. Mike Marr also presented the Tigard Country Daze request on behalf of Pam Benson. This event is held with the assistance of the American Legion. Last year they were able to cut expenses considerably and ended up with a cash carryover. Their request of the City is significantly cut over last year. Joyce brought up the concern about the insurance question discussed earlier. Mike responded that for a nonprofit agency to go to an agent for insurance, there is a minimum bill of$1,500, which brought the total for this event to$1600. They were hoping that the City could attach a rider to its insurance for approximately$150, which would be paid for by Tigard Country Daze, to cover the event. Paul asked who was carrying the 4th of July event and Mike responded that it has been the school district for that particular event. Mary Lee Stahl presented the funding request of Tualatin Valley Mental Health. They are requesting funds for their Teen Parent Program which has been in existence for nine years. They have served 79 Tigard teen parents aged 20 and under (not sure if this figure was in past year or overall). They provide case management, resource referral, educational programs and daycare. Questions: Wayne asked about their recent merger. Mary Lee stated that they were Community Youth Services and merged with TVMH in 1995. The Teen Parent Program is only one of many they have available and the only one they request funds for from the City. Wayne asked about a matching grant proposal. It was determined that this lowered their request to$24,000. The request for funding for the Tigard Balloon Festival was presented by Stan Baumhofer. He thanked the City for its support in the past; financial and personnel-wise. For 1998, TBF is requesting only 10% of their operating costs from COT. Their previous requests had been as much as 30%. Stan believes this event is an opportunity for many of the nonprofit agencies represented at tonight's meeting to raise funds for their programs and a great way to put Tigard on the cultural map. Questions: Ken asked if they thought the Hillsboro Air Show being held the same time this year would cause a problem as far as coverage and attendance. Stan did not believe this to be an issue as he thinks this may be the last year of the Air Show and Channel 8 is committed to more live coverage of the balloon festival especially the morning and evening events. Ken questioned if there would be other activities available on Saturday night after the Night Glow event to keep people from leaving all at one time. Stan stated that this year they have bands playing during and after as well as a new traffic routing plan to reduce the problems that occurred last year. Wayne noted that it would be important to know who is to occupy what air space (between the balloons and the fighter planes). Discussion ensued regarding the amount paid out to the TBF over the past year or two years. Members debated whether they received $5,000 or $10,000 during the previous fiscal year. A consensus was not reached, so discussion was put on held for a later time when Wayne could look up the figures. The request for the 1998 event is $10,000. Ken then asked how long the contract with Channel 8 was good? Stan replied that it is currently 5 years with a clause to renew, for which they are currently working out the details. Hearing was closed at 8:37 p.m. by Joyce Patton. Discussion followed as to whether deliberations would continue now or delay until next meeting. Suggestion was made by Brian to prepare figures to provide Wayne for matrix and give to him tonight or fax later. Paul stated that he would like to discuss some items tonight. He was bothered by the total dollars idea and percentage for funding. He also wanted to discuss the homeless shelter funding further. Brian noted that clarification was needed regarding the time IOS needs the house on Burnham and what the cost for rent for six months would equal. Joyce stated that if further discussion was to continue, a 5-minute break was necessary. Reconvened meeting at 8:48. Craig suggested that the members might want to entertain questions from Max and Gene who are new to the budget process. They wished to know how other members calculate in-kind services for IOS and TCD. Members discussed proviso of$1600 insurance question for TCD. Also considered was the amount to deduct off request from IOS for in-kind rent on house owned by COT. Paul figured six months at$500 equal to$3000 in rent. Gene asked why use in-kind calculations? Mayor stated it didn't really matter since they still need to arrive at the allocated funding amount. Craig offered that it was not fair to cut each organization at the same percentage, that each should be weighed on their own merit. Also he noted that if other organizations such as IOS are going to be measured for in-kind services, then the same needs to be done for the Senior Center. George maintained that this was not feasible as many of the costs associated with the Senior Center are related to City activities. Gene noted that comparing the two was like comparing apples and oranges. Gene felt the need to discuss Arts and Events funding. Paul stated that they are budgeted separately but are actually combined. Wayne proposed corrections to amounts requested; TCD is requesting $3,600 (includes money for insurance) and TVMH is requesting $24,000. Total funding approved for this year is $83,700. Total amount of requests is $114,950. That means a reduction of 27% is required. Joyce proposed that members end discussion for the evening and suggested that members provide their numbers to Wayne so that he can prepare the matrix and that deliberations will continue at the next meeting. George seconded. Next meeting is scheduled for Monday, May 5 at the Richard Brown Auditorium. Meeting adjourned at 9:12 p.m. Cityof Tigard, Oregon Organization 'Chart 1997/98 Proposed Budget Mayor& City City Council Attorney 77777 City Manager Police Library Public Works Community Development Engineering Admin i ation Finance 3' Police Library Public Works Community Dev. Engineering CiN Admin. Finance Administration Administration Administration Administration Engineering City Recorder Finance Department Department ± " Library Police Readers Engineering Finace Public Works Community Dev. City Admin. n Operations Services Sanitary Sewer Building meet Lights/ Community Accounting Inspection Signals Involvement Police Library Public Works Resources Community Dev. City Admin. Finance Support Services Services Technical Storm Sewer Current Planning Human Office Services Community Dev. City Admin. Library Public Works Advance Risk Finance Circulation Water Planning Management Records Public Works Street Finance Maintenance Municipal Court Public Works Shops& Services Public Works Property Mgmt. 00ft Public Works Parks Maintenance 54 Computer Systems Department Comprehensive Long Range Plan March 1995 History of the Computer Systems Department The Computer Systems Department began in 1986 with a minicomputer and several terminals. By 1990 the direction was to replace the minicomputer with a small Novell network with twelve workstations. This move was successful and expansion of this pilot network began. Computers of 8086 and 286 vintage were installed. File servers were standard desktop 386 computers with large capacity disks. Network cabling facilities were RG-58 Thin Net, an inexpensive type of cable generally used for temporary, short term and short length runs. By 1992 the network had grown from a single server with twelve workstations to eight servers and ninety workstations. By 1994, the number of servers increased to twelve and the number of workstations had doubled to one-hundred- eighty. The operating system and infrastructure remained the same as the original pilot system. The workstation population remained 8086 and 286s, with a few 386s in Engineering. They were aging rapidly and becoming more unreliable. The RG-58 cabling was wearing out and becoming unreliable. Errors in transmissions grew dramatically. A remodeling of the network was due in order to provide a reliable network for this larger number of users and increased network traffic. Current Status of the Network A Computer Systems study was done in mid-1994. This study was commissioned because the existing network had become extremely labor intensive, using an excessive amount of staff time. From this study, several key points were determined. • A Network Systems Manager was to be hired. His duties would be oriented more toward providing direction and planning, less toward a technician role. • Several failure points in the infrastructure needed repair. Cables connecting Maintenance Service and the Library with City Hall were the two primary problem areas. • Aging file servers need to be replaced with standard file server technology. The original city file servers were desktop PCs running in a file server mode. This mode of operation very quickly wears out a desktop architecture computer, as they are not designed to handle the rigors of servicing a network. • Existing workstations needed upgrading. Industry standard life cycle for a desktop computer is three years. The majority of the city computers were 10 years old. • Windows was to be the platform of choice. This was clear after attending presentations by three major companies in the computer field. There was to be no more development of software in the DOS environment - all future software would be in Windows. • Applications such as Autocad, GIS and Mapping were to be extended city-wide. I 260- 200 FTE 160 - 100- Number 50100Number of Computers 60- 0 1986 1987 1988 1989 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 Figure 1. FTE versus Computers, 1986 - 1999 2 Studies showed that the cost of staff time trying to maintain aging equipment was becoming greater than the cost of replacement computers. In addition, personnel were duplicating tasks to correct for failing equipment. It was clearly more cost beneficial to acquire newer equipment. The budget shows a spike in 1995/96. This represents a large number of new machines that are needed immediately, as well as large one-time costs of recabling. The budget requirements drop after this first year as the planned recycle schedule and new infrastructure is in place. 486 DESKTOP 486DX2-66 8MB RAM 420MB IDE Hard Disk Drive 1.44MB Floppy Disk Drive 14" SVGA Color Monitor .28 Dot Pitch Non-Interlaced SVGA 1MB Video Card IDE Plus (Hard and Floppy Controller) 2 Serial/ 1 Parallel/ 1 Game Port Serial Mouse, Microsoft compatible 101 Enhanced Keyboard National SemiConductor NE2000 Combo Network Card MS/DOS 6.22 or latest version Microsoft Windows for Workgroups Desktop Case 20OW UL Power Supply Two Year On-Site Parts and Labor Warranty Figure 2. Standard Desktop Configuration Upgrading the hardware and software to a contemporary environment was started. The original 8086 and 286 computers had reached the end of their useful life and replacement 486 and Pentium computers were acquired. (Figures 2 and 3). A planned equipment life span and recycling schedule was implemented, following the industry standard of a three year life for normal desktop usage. Vendor evaluation and selection was completed and new machines were arriving as funds permitted. 3 PENTIUM Pentium 90mhz 256K Cache EISA/PCl/ISA 16MB RAM 540MB IDE Hard Disk Drive EISA or PCI Hard Drive Controller 1.44MB Floppy Disk Drive 14" SVGA Color Monitor .28 Dot Pitch Non-Interlaced SVGA EISA/PCI 1 MB Video Card IDE Plus (Hard and Floppy Controller) 2 Serial/ 1 Parallel/ 1 Game Port Serial Mouse, Microsoft compatible 101 Enhanced Keyboard National SemiConductor NE2000 Combo Network Card MS/DOS 6.22 or latest version Microsoft Windows for Workgroups 3.11 or latest version Super MidTower Case 230W UL Power Supply Two Year On-Site Parts and Labor Warranty Figure 3. Standard High-Compute Engineering Workstation Configuration. A large volume of network traffic is used in error recovery procedures resulting from bad transmissions. These transmission errors are due to old cabling whose usage has been extended beyond specification. Replacement of these cables with inter-building fiber optics and intra-building twisted pair telephone technology is underway. Two new file servers have been installed (Figure 4). One is operating in a Single Server Netware 4.1 mode, the other, intended to operated in Multi-Server Netware 4.1 mode, was forced into daily operation on the old network due to failure of an aging file server. With the installation of the remainder of the new servers and the new cabling in place, we will have the required infrastructure to commence conversion to Multiple Server Netware 4.1. The original servers will then be phased into use as workstations. FILE SERVER AST Manhattan P90, Pentium 90 32 megabyte RAM 4 gigabyte mirrored SCSI Disk Storage 1.44 megabyte floppy disk drive 2X CD-ROM 4 EISA Ethernet cards. 101 Enhanced Keyboard MS/DOS 6.22 or latest version Full Tower case Figure 4. File Server configuration 4 The acquisition, implementation and operation of a new computer network is a large undertaking. In order for it succeed, there must be not only sufficient staff in the Computer Systems departments, but significant support by the individual department core group members. The Computer Systems department should be responsible for PC setup and management, providing user support and training on city standard applications such as word processing, e-mail and spreadsheets, monitoring and maintain network performance, network troubleshooting, network backup, any inter-departmental linkage. The total number of users on the network, about 180 and growing to 200, will necessitate a second support position in Computer Systems. Industry standards dictate 30 to 50 PCs per support person, so even with an additional person on staff, the City will be operating at a bare bones level and significant outside support will be required. The implementation of the new network systems, because it will offer much more powerful tools than are currently available, will generate even more users and applications. Areas which heretofore could not be explored under the old design will be come available to every department. 5 180- 160 - 140- 120- 8016014012o Budget$$ in Thousands 100 - go- 60 - 40 - 20- 0 - 1996 008o60402001986 1987 1988 1989 1990 1991 1992 1993 1994 1996 1996 1997 1998 1999 Figure 5. Budget for Computer Services 1986 - 1999 ■ 6 Training Given the widespread acceptance of Windows, the wide breadth of software which it supports and the general improvement in ease of operation it provides to end users, Windows will be the recommended and supported desktop system. Training for users new to the Windows environment is being done in-house. Additional training is being done either in-house or at commercial training centers as dictated by number of students and relative criticality. Additional training for Core Group members was begun that they might increase their ability to support their resident department. With the hiring of the Computer Systems Manager, Core Group members who had been performing yeoman's duty supporting departments other than their own were able to pull back and return to their normal duties. A city-wide training survey has been completed. It shows that the majority of network users require training in Windows, Word for Windows, and Excel and Access. In addition, there are requests for training in virtually every type of software currently in use in the city. While it would not be feasible to conduct formal classes for department specific applications, generic commercial packages will be taught, depending on need. Classes for the most requested applications will be conducted in-house. The training room in the NICHE is being upgraded to contemporary equipment in order to teach Windows applications. A cost analysis is being conducted to determine if it is more feasible to bring in an outside instructor or to teach the class using city employees and in-house written courseware. Selecting a single standard application, be it word processing, spreadsheet or database, facilitates file sharing among users while avoiding time consuming re-entry of data. Most current city users are using WordPerfect 5.1 for DOS. This will be phased out and replaced by Microsoft Word for Windows. During the crossover period, Word users can both read and write documents for WordPerfect 5.1. This capability will allow all users, regardless of which word processing program they use, to exchange files with each other. As each department eliminates their older machines and the users gain expertise with Windows, WordPerfect for DOS will be discontinued. Software Conversion It is not practical to attempt to implement all applications at the same time. Although Windows will carry with it many of the new applications, We should continue to operate legacy applications until the can be phased out one at a time. Factors to be used in determining the schedule include departmental priorities, availability of resources, citywide impact of the application, economies of scale, dependencies among applications, time required to implement, and potential savings or benefits to be gained. 7 Users who are already familiar with a particular package may be reluctant to change due to the temporary lower productivity and learning stage. In addition, there will be training classes. Training and support will no longer be provided for the legacy applications. All future training classes will be for Windows based programs only. GIS/Mapping Local governments are continually being asked to reduce costs and improve services. The adoption of modem information systems can help to achieve both objectives. GIS systems include mapping, land use analysis, sire selection and modeling. The development of a GIS base map is an expensive but crucial component leading to the successful implementation of a GIS. A GIS base map is defined as a graphical representation of selected fundamental map information. These maps incorporate information and a frame work upon which other layers can be attached. The database will maintain the spatial accuracy's and relationships between features and coordinate systems that reference items of interest in each individual layer. Digital base maps are normally built by scanning and digitizing existing maps. Base maps could include the entire city, including all public, residential and arterial streets, highways, city boundaries, addresses ranges per block, right of way information, traffic signals, condition rating of all street sewer and water facilities Integrated Mapping and GIS systems can provide an in-house tool to update City planning and infrastructure maps and evaluate and plan future development. Products of a GIS include map output and access to associated planning data relative to infrastructure, tax loots, land ownership, addresses and others. There are different phases in a GIS implementation. The most time consuming is the data entry phases. This will require large amounts of time and resources. However„ once this has been accomplished, all other departments in the city will profit. An implementation plan should include a definition of GIS needs by department, integration with existing computer systems, access for all users, and strategies for data conversion. An increasing number of public works agencies, large and small, are automating the mapping capabilities and discovering the usefulness of GIS. Programs have becomes easier to learn and operate with the advent of Windows version of GIS systems. because the current diskless 286 machines cannot support Windows, they should be replaced as soon as possible with 486 or Pentium class machines. Staff should have access to the growing amount of land use and planning data, and maps available on the GIS system. Coordination will be required to determine the means of incorporating the current LUDI database into the GIS system. Similarly, staff should have access to drawings and maps developed by Engineering. 8 A variety of Engineering tasks can be enhanced by performing automated analysis and mapping of land use attributes and by relating drawings to digital base maps. Use of digital map information already developed will reduce system startup costs and speed productive use of the system. Shared access by other City departments should also be encouraged. Network Infrastructure A study by the Business Research Group shows network and communications budgets will require a larger portion of Computer Ssystems budgets as more and more network infrastructures require replacement. The network building boom of the 1980s has caused a large percentage of networks to replace those aging infrastructures with more modern equipment in order to keep pace with expanding hardware and software requirements. Population growth for Tigard has been forecast to grow from the current 36,000 to 45,000 in the next 15 years. This 25% increase in citizens means a corresponding 25% increase in required services and capabilities. Applications such as document management, desktop video conferencing, and multimedia, consume massive amounts of network bandwidth. As these applications become more prevalent on the city network, we will outgrow our present 10 megabit per second Ethernet bandwidth and will migrate to the recently announced 100 megabit Ethernet protocol. The current recabling and re-wiring being done within City Hall and the new file servers are being installed with the ability to grow into this technology. Thus, when our network traffic grows to the point where our current 10 megabit speed is no longer sufficient, we need only switch the network cards in the appropriate desktops to take advantage of this ten-fold increase in capacity. Although we could install 486 and Pentium computers with this 100 megabit capapcity now, it is not cost-effective at this time. It is more cost effective to install standard, inexpensive 10 megabit devices, use them for a few years, then replace them with 100 megabit units. Currently, 10 megabit network cards cost about $75 while 100 megabit devices are in the $300 range. When we are ready for this increase in capacity, these new devices will have become the industry standard and the supply-demand cycle will have driven the price down to levels comparable to the current 10 megabit devices. Studies show that 45% of network costs are spent on administration, including day-t0-day operations, performance management, reconfiguration, trouble shooting, etc., and 35% of network costs are spent on providing services, leased phone lines, access charges, etc., while only 20% is spent on hardware and equipment. (See Figure 6.) 9 N Administration okiio■Services ❑Hardware Figure 6. Costs of Network Operation As the network grows in size and complexity, the need for a an automated facility for install, updating, and changing software on the network and on each user's workstation will be required. There are several such facilities on the market today. These systems can provide an automatic update to each user's configuration and/or workstation when that user logs in to the network. This eliminates the need for a technician to travel to each and every workstation when a software fix or update is required. These systems also provide for software license monitoring, assuring that the city remains in compliance with software licensing practices. For example, if we had purchased 10 licenses for a given software product, as each user logs in and begins to use this program the system tracks the number of concurrent users and when the eleventh user attempts to use the program, the system will issue a warning notice to that user indiocating that all legal copies are currently in use and that the user will be notified when a copy is available. Current surveys show that the industry is forecasting 45% of PC purchase for 1995 will be for 486-class computers. This is expected to drop off to thirty per cent in 1996. The plan for Tigard to acquire a majority of 486 machines in 1995, with Pentium capability for only those heavy compute users, is well in line with industry averages. In 1996, when the Pentium prices will have dropped to current 486 ranges, and the new class of Intel processor is available, we will switch our purchasing plan to acquiring a majority of Pentium machines, with a small number of the faster 686 class for the heavy compute users. At this time, the exisitng Pentium machines will migrate down to heavy 486 users, whose machines in turn will migrate down to slower 486 users, and in turn their 486 machines will migrate to existing 386 users. The 386 machines will displace 286 machines which are being used as stand alone print controllers. The city currently has mix of Hewlett-Packard, Epson, and Panasonic laser printers. The Panasonic and Epson printers are wearing out and as they become less and less reliable they will be replaced with Hewlett-Packard printers. In time, we will have converted all our laser printing capability to a single type of device. This will allow for much greater interchangeabliltiy and flexibility. Currently, if a document has been formatted for a specific type of printer it may not print out satisfactorily on another. This variety of printer types also limits our ability to move a printer from one location to another in case of emergency. This inflexibility will be eliminated. 10 Network FAX Network FAX access is becoming a normally accepted network function. As we move in to Windows word processing, spreadsheets, data bases, etc., we are offered more powerful options for manipulating data. One of these options is the ability to send and receive faxes directly from ones desktop computer, while using the document within the word processor. Fax capability becomes as simple as printing capability. The user need only click a button and the selected document is faxed to the addressee anywhere in the world. Conversely, one can receive faxes from anywhere in the world directly to one's desktop computer screen. By use of this technology, we eliminate the need for printing a document, taking it from a printer to the fax machines, then sending a fax. The reverse process would be true when receiving a fax. With network faxing, the cost of materials on both the sending and receiving end is greatly reduced. Perhaps of more significance is the security aspect. Using this technology, confidential information can be faxed or received and be visible only on the computer screen of the sender or recipient. For example, the possibility of a confidential personnel-related document being faxed to the general City Hall fax machine instead of the Personnel fax machine, and the confidential document being handled and possibly read by numerous personnel is eliminated. Document Management Techniques As more information becomes available and more paper generated, the coming of the "paperless office" has become further removed. Electronic document management can change that. Small scanning devices can be used to capture existing documents, maps and drawings. Document imaging systems, which capture paper images along with traditional character data, are being implemented in many municipalities to improve the accessibility and management of records data. A single function should be selected as a pilot project and others merged in as time permits. As the city grows, data management and complexity grow exponentially. Costs are often unknown because normal costing procedures do not account for time wasted due to the lack of efficient data retrieval and management functions. Recent studies by the Gartner Group show that such costs are often four or five times the cost of the price of equipment. Figure 7 depicts the relationship of the costs of managing the data versus the costs in case of failure. 1 { 4 r E3 Equipment Installation ■Archive Cost ■Storage Failure ■Storage Services and Repair •Backup and Restore O Productivity Loss from Network Storage Failure ■User Diskant!File Management ■ { 0 5 10 15 20 25 30 35 40 Figure 7. Comparison of Costs for Document Management. 12 With the ever increasing mass of data being stored upon the network, and the exchange of information between departments, the need for a city-wide document management system will become greater. This system will bring to the network the capability of storing each document, spreadsheet, etc., with a document profile, with automatic naming, security and indexing. Thus, a diverse population of users can retrieve information without the need to know the original author, date of entry, or unique file name assigned by the author. This can eliminate re-entry of data, filing and involved searches for documents, staff time to research and identify the existence or non- existence, and location of any particular pieces of information. This type of system will also maintain a migration facility which will move documents from the on-line network storage to "near-line" storage, for retrieval at a slower speed, but with a saving of high speed disk storage. Several vendors have announced an Optical Character Recognition (OCR) scanning programs that can scan text and page layout information directly into Microsoft Word for Windows. This means that documents can be read on a scanner and their page layout information, fonts, graphics, table layouts, etc. will be converted into Word for Windows formats automatically. This will eliminate the need to re-enter data from a printed document even without the benefit of a full document management system. Document Imaging The city of Durham, North Carolina has installed a document imaging system that will incorporate all 26 departments within the city. When finished, the system is expected to greatly reduce labor costs, eliminate costly off-site storage of documents, provide on-line interdepartmental document sharing, and enhance decision making at all levels. The expected savings to the city of this system is expected to be in the $578,000 to $770,000 range annually. While the savings are important, the larger benefit will be in the ways that the city government can better meet the needs of the citizens. A key goal is to flatten the organizational structure of the city which will help improve information sharing for workers and service delivery to the public. By moving documents from the file cabinets in individual departments and putting them on the citywide network, everyone has access to them. This type of document imaging system falls hand-in-hand with the city-wide GIS and mapping expansion philosophy. The studies done by Durham city show that 30 per cent of the staff time spent in handling documents would be eliminated with this system. Ancillary benefits would include eliminating misfiling and wasted time searching for documents Data Communications There is an ever-increasing requirement to provide network services to users who are not physically on site. Access to the network is being demanded via telephone modem, via radio-link AND Via cable-access. This is a two-way street, as more and more network users who are on-site are demanding users of facilities which are external to the city network, such as on-line services, bulletin boards, and data bases resident in other agencies. Multi-function communication servers can become the focal point of these types of data communication. Telecommuting will also become more prevalent and we must posses the capability to permit such activity. In its simplest form, a multi- 13 function communications server is simply a file server which stands detached from the normal in- house activities, concentrating its activities on servicing communications links going in or out of the city, and transferring the requests for data to the appropriate in-house file sever, receiving the response, and sending the outbound communication. This type of server can also accommodate the merger of voice mail and e-mail, so that a user can access both types of information from a touch- tone telephone, without the need for a computer and modem. Conversely, if the remote user is using a computer and a modem, he can access his voice mail and retrieve it via his computer without the need of a handset telephone. Internet access is available to users in the Library building using the WILI system. This capability will be extended city-wide as determined by user requirements. Expanded dial-in access will be implemented, providing more users, more agents and more agencies access to the city network. Electronic transfer of data between metropolitan agencies will be expanded. Communication and information sharing between law enforcement agencies is important especially in the law enforcement area where criminals cross jurisdictional boundaries. Currently, most agencies in Washington County do not have significant automated functions and no specific approach or time frame has been established. Tigard could take the lead in this important area. For example, the Tigard Police Department could implement a Document Imaging System for law enforcement that could be expandable to meet the needs of other city departments and could offer workflow management capabilities. MACC is currently working under a Federal grant to develop such a system and Tigard has been selected to participate. Many law enforcement agencies across the country are now using pen-based laptop computers equipped with radio-modems which can communicate directly into a network, rather than going through a dispatcher, and the officer can directly inquire into a database, connect to the FBI, LEDS, NCIC, etc. Although individual Bell Operating Companies rates may vary, normal charges are in the range of$80 to $100 per month per vehicle. This monthly charge eliminates the need for the law enforcement agency to build its own expensive network infrastructure. Communications protocol is industry standard TCP/IP, so no special software is required at the network communication level. An ancillary benefit of this technology is that all agencies which utilize this type of system are now, in effect, connected on the same data network, and can transfer information to each other via laptop computers, within seconds. Areas Scheduled for Implementation in 1995/96 New computers are being delivered with Windows for Workgroups. Through a process of attrition, Windows will be installed across the network and use of the older technology will be phased out. During the interim period, some users will have the capability of using newer Windows software, while others will continue to operate under the old software. There will be an exchange of data between these environments during this period. By the end of 1995, all city workstations will have been converted to Windows technology. 14 Based on a review of current and future needs , the following are new system requirements. The network will be designed to allow enhanced communications among users throughout the City, utilizing the following functions Electronic Mail via Microsoft Mail Calendar and Scheduling using Microsoft Office Electronic transfer of word processing documents and spreadsheets The Police Department has been testing Microsoft Mail and Scheduling within their department with satisfactory results. An inter-departmental test is underway and when completed, Microsoft Mail and Microsoft Scheduling will be implemented city-wide. The need for improved communications, new automated systems to replace manual procedures and additional user peripherals will create a significant expansion of the City's network. Areas Scheduled for Implementation in 1996/97 The first Public Information Kiosk will be installed. These kiosks are free-standing structures which contain a computer, a database, a modem line and a touch screen. The public may access any variety of informatiopn from these kiosks. Citizens who use the Library, the Police department, Permits, are but a few of the many areas of application that would benefit from a kiosk. Additional features that can be added to a kisok include a telephone handset for conversing directly with a person at City Hall, a built-in scanner for transmiiting documents from the remote kiosk to City Hall, a Printer for receiving printed information and a magnetic card reader for use of credit cards. GIS will be extended to all city departments. The benfits of expanding GIS throughout all city departments has been discussed previously. Autocad will be extended to all city departments. As is th ecase with GIS, distribution of Autocad to all departments in the city will have similar benefits. Network-wide FAX capability will be implemented pending the results of a cost-benefit study. Benefits of this feature have been discussed previously. Document imaging will be introduced where applicable pending the results of the study. Benefits of document imaging has been discussed previously. Wireless LAN capability will be tested and installed for use by Police and field personnel from Maintenance Services and Engineering. 15 Areas Scheduled for Implementation in 1997/98 Initial integration of Windows95 into network will commence. Although Windows95 is sccheduled for release in late 1995, it should take at least a year for the product to stabilize and be of value in a production environment. We will have installed single copies of Windows95 for core group memebers to test with, but full implementation on the network should not occur until 1997. New technology desktops will be installed in high-compute locations such as Engineering. New technology refers to the latest in the Intel processor line, currently referred to as a 686. This is the successor to the 486 and Pentium (586). By the time this product line is available, Intel will have attached a copyright name to it as they did with the Pentium/586. Early model 386 desktops will be replaced city-wide with recycled 486s originally purchased in 1994/95 for the Engineering Department. Areas Scheduled for Implementation in 1998/99 A continuing recycling of desktops purchased in 1994/95. This recycling process is an on-going procedure. Desktop computers have a useful life of three years, and by using a "trickle-down" approach to recycling, each desktop will be installed at a given user's location for a three year period, until it is eventually surplussed out. Additional workstations will be converted to Windows95. New technology desktops will be installed in high-compute locations such as Engineering. New technology refers to the latest in the Intel processor line, which will be referred to as a 786. This is the successor to the 486 and Pentium (586) and previous new technology currently known as 686.. By the time this product line is available, Intel will have attached a copyright name to it as they did with the Pentium/586 and Unknown/686. New technology desktops 16