03/01/1988 - Packet CITY OF TIGARD
BUDGET COMMITTEE AGENDA
MARCH 1, 1988
7:00 p.m. - CITY HALL
1. Call to order and roll call - Chairperson
)W°ti
}�Pthristensen — ✓ Bergmann ✓ Patton Hinton ,
r largess _ Brian _v n �_, J rison ,i girds ✓ ,
�,r,Schwartz .
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2. Minutes of January 12, 1988.
3. Computer equipment request for 1987-88.
4. Overview of 1988-89 proposed budget
o Budget messagelt
o Revenues and revenue options
o Expenditures and 5-Year Plan guidelines
5. State revenue sharing public hearings
o Open and continue to March 8, 1988
6. General government program, No. 4
446W 7. Debt service program, No. 5
8. Other business
9. Recess to March 8, 1988, 7:00 p.m. , Tigard Civic Center.
TIGARD SENIOR CENTER EXPANSION/REMODEL.
BUDGET SUMMARY
CONST.
CONST. & DESIGN CBDG TIGARD
Add entry vestibule, stairs and elevator $58,080 $65,050 $52,495 $12,554
Construct portico 3,870 4,334 3,498 836
Eliminate curb barrier and install walk 580 650 525 125
from handicap parking
Install stair• and platform to existing 350 392 316 76
south door
Partition crafts room 1,650 1,848 1,491 357
Create a craft store and administrative 6,570 7,358 5,938 1,420
office in existing porch space
Partition social/dining room from lobby 1,060 1,187 958 229
and lounge
Install sound isolation doors over kitchen 380 426 344 82
serving window
Add kitchen supplies room and exterior 8,800 9,856 7,954 1,902
maintenance room
Install an air handler with heat tempering 10,200 11,424 9,219 2,205
capacity
Install interior blinds and sun screens 3,900 4,368 3,525 843
on social hall windows
TOTAL 95,440 106,893 86,213 20,680*
(80.7) (19.3)
Remove ramp and water tubes; extend ,floor•sx* 9,680 10,842 0 10,842
Change entrance to men' s toilet room 480 538 0 538
TOTAL 10, 160 11,380 0 11,380
GRAND TOTAL_ $105,600 $118,273 $86,213 $32,060
x Does not include 2% administrative overhead.
x._* Deletion of ramp and water tubes will increase floor areas of upper and lower levels
by 522 square feet each.
ke/3622D
M E M 0 R A N D U M
TO: Bob Jean, City Administrator
FROM: Bruce Olson, Computer Systems Manager ),*,
SUBJECT: Appropriation request
To clarify my recommendations contained in the request for
appropriation of funds for equipment and software, I base my
request on the feeling that the long-term needs of the City can
be met by the existing mainframe equipment and installation of PC
compatible equipment rather than dedicated terminals for all new
terminal installations .
This feeling holds true for both the Burroughs B -1955 system and
the WANG OIS wordprocessing system. Terminal emulation , or the
software necessary to allow a microcomputer to act like another
machine, is available for both systems . Taking this approach
allows us to standardize on equipment to take advantage of lower
costs for purchase and all but eliminate maintenance contracts on
these pieces of equipment because of user serviceability. it
also allows us to reduce training time and expense by
standardizing on a single type of equipment for, use throughout
the system.
Being microcomputers, they also have the capability of processing
on their own and performing other functions than just terminals .
The direction the industry is heading is to smaller , more
powerful desktop computers in either a standalone setting or
networked for data sharing. Costs have fallen greatly over the
past several years to the point where it costs a fraction as much
to purchase a powerful microcomputer, adhering to a well
established industry standard for hardware and software , than it
does to purchase dedicated terminal equipment for mainframe
computer systems . Also, much of the capability obtainable only
from a mainframe computer just a couple of years ago is beginning
to appear on desktop units .
Having gone through an extensive investigation of hardware and
software at my previous job very similar to our situation here ,
I feel that our growth patterns should lead to networking all
workstations used by the City while maintaining connectivity with
the mainframe system. Eventually, as the life expectancy of the
mainframe reaches an end, the City will be able to migrate with
little effort to the networked microcomputers for all. its
processing needs . As new developments in the microcomputer
industry make themselves available , we can upgrade any node on
the network as necessary without affecting the overall operation
of the network.
Alii�
In our request to council , I feel I should explain each line item
�Aw requested and why it is recommended .
The police department at this time is currently involved in
developing a long range plan for computerization and it was felt
that any appropriation should come after all the details are more
concrete . When a plan has been developed and agreed upon,
equipment and software acquisition can be budgeted for .
Requesting funds at this time would be premature .
In keeping with the long range goal of installing microcomputers
throughout the City where terminals to the mainframe may be
required, terminal emulation software is necessary. A site
license allowing us to use the software on numerous terminals is
available for such a package for $3500 from Software Clearing
House . This is very cost effective when applied to the potential
number of terminals we may add over the next several years .
In community services a need has arisen for automating LID
billings . Wayne Lowry has determined that a software package
which meets the needs of the City for this application is
available for $21000 . and we have requested this amount . To run
the software , a PC-AT compatible computer with disk storage and a
printer is requested and is budgeted at $2000 . This machine will
also function as a terminal to the mainframe for Utility Billing
purposes . The workstation currently located in Utility Accounts
will be transferred to the Accounting Manager for his use .
We have requested $3400 for Courts and Records to install a PC-AT
compatible computer with disk storage , and a printer . Also, this
machine will receive a WANG OIS interface board and terminal
emulation software for both Burroughs and WANG systems . Required
software is included in the amount requested .
Initially, $1500 had been requested to complete modifications Of
the IPM court records software package , however, apparently all,
changes have been accomplished at this time and the money is no
longer required .
The City needs processing capability rather quickly in the area
of Personnel Management . Because of an increasing demand by the
Federal and State governments for statistical reporting on
personnel related matters , it has become very time consuming to
manually produce these items . A PC-XT computer with disk storage
and a printer is requested . This machine , again, will interface
with the mainframe system and allow interchange of data from the
mainframe to the microcomputer for report generation . Additional
Personnel software will be obtained as required .
The $1000 line item requested for hardware and services will
handle miscellaneous adapters , common software for inclusion on
the above machines , and any specific programming necessary to
"%W' accomplish the installation .
In the Coanunity Development area, I have determined that the
original modems (coiTrnuni cations devices) recommended by Burroughs
to tie the operations site to the main building are not
necessary. Alternate equipment , allowing us to use existing
telephone lines already installed for both voice and data
transmission can be obtained for approximately $500 and will
allow us to install remote computer equipment at any location
there is a telephone installed. Future moves of equipment are
also simplified because of this .
Originally a B-25 microcomputer work station was requested for
the operations site . A PC--XT with disk storage and a printer has
been requested in its place at 50% of the original request . This
machine will have the ability to run the pavement management
system already approved by council and to interface with the B--
1955 for fleet management processing.
$5000 has been requested for Engineering software to run on the
City ' s Hewlett-Packard computer in the Engineering department .
The other $500 is for miscellaneous wiring, adapters , and special
programming necessary to implement the above systems .
I trust I have addressed the line items in the appropriation
request to your satisfaction . If you have any further questions
please do not hesitate to ask.
RECOMMENDATION: I recommend the approval of the line items as
requested in the memorandum to Council dated February 8 . 1988 in
the amount of $19700 . 1 have attached a copy of that memorandum.
CITY OF TIGARD' OREGON
MEMORANDUM
41%mw
TO: Honorable Mayor and City Council February 8' 190V
FROM: Bob Jean' City Administrator ri
SUBJECT: COMPUTER SYSTEM NEEDS [/
At the Supplemental Budget review the Budget Committee put the $25,000
Computer Systems request into Contigenoy for Council consideration a[\ur
further review by the new Computer Systems Manager. Bruce Olson, the Computor,
Systems Manager, has reviewed the Computer Users Committee' s request and has
revised it considerably.
What Bruce found is that our current Burroughs "smart terminals" (the B-20 and
B-25 personal computers) can be reassigned when; only those terminals will
work, but that less expensive IBM-PC type clones can be purchased to meet our,
immediate needs in Community Services and Community Development. Bruce' s
approach increases cur-rent and future systems applications at an even lower
cost than the narrower and more expensive original request. Police needs have
been pulled out of this request for further study and will be addressed in the
1088-80 Budget workshops .
«ow' Police: Software $ 5'000 ?
General Government:Software Licensing 0 $ 3, 500
(allows PC emulation for 25 XT or AT units)
Community Services:
o Bancroft assessment billings
and collections software $ 2,000 $ 2'000
o Accounting Manager workstation 2,800 (825) 2,000 (RT)
o Court/Records workstation
and software 0 3'400 C�1
o Court records software 1'500 0 (IPM)
o Personnel records workstation 2'800 1'400 (XI )
o Hardware and services -_-_-800 ---11000
$ 9^000 $ 9' 800
Community Development:
u PW Operations Modems $ 1'600 (B) $ 500
o Development Services workstation 2, 880 (B25) 1 ' 400 (Xl )
o Engineering CIP design software 5,000 5'000
o Hardware and services 800500
-----'-'- ------'--
$10, 10O $ 7. 400
o Pavement Management System $11.008 $10'000
(Approved by Budget Committee)
Page two
Honorable Mayor and City Council.
February 0' 1980
Setting aside Police needs for further review, the Computer Users Commii\ee' s
request and the Computer Systems Manager' s revised request is as follows :
Def@rtmeLt� Qrjqinal Request Revised
General Government 0 $ 3'580
Community Services $ 9'900 9' 800
Community Development 10' 100 7,400
_11,0X00 _10�,0x00
TOTAL $21'000 $30,700
Recommendation: Staff supports the Computer Syotemo Manager' t, r,vioeJ
recommendation ($30'700 needed, less $11^008 already authorized = $19' 700
requested appropriatinn) .
Council motion to approve $19'700 Contingency appropriation for the
recommended computer hardware and software purchases . Approve attached
Resolution,
BTmh3114D
M E M 0 R A N D U M
TO. Bob Jean, City Administrator
'-(AO
FROM: Bruce Olson, Computer Systems Managerf.
SUBJECT: Work Plan and Computer Systems Overview
The City of Tigard is currently approaching the third year of
it ' s five year computer plan . At this time, the City has four
distinct computer systems installed. As the normal planning
frame for computer hardware in the industry is in the three year
range , I feel that it is time to start evaluating the present
position of the City and changes which should be planned for in
the remaining portion of the five year plan.
The main system installed is a Burroughs (UNISYS) B-1955
mainframe with maximum memory installed and 935 MB of online disk
storage . This machine is currently utilized for financial
processing, court records , and a small amount of police
department storage . The City has purchased a package of
municipal applications from IPM and has contracted for software
maintenance and facility operation. The police department
acquired it ' s software from Clackamas County at no cost ; however.
according to Police Department personnel , the license fees for
the modules necessary for retrieving data from the system would
cost the City approximately $24000 . Thus , this system has been
virtually unused by the police department .
The Community Development Department , as part of the contract
with Burroughs (UNISYS) , acquired a B-20 microcomputer system
with 6 work stations . Also acquired was software to be utilized
for permit processing and GIS mapping from GEOBASE Systems which
later became part of Manatron Corporation, After two years of
use , the software is still not functioning as required in the
original specifications . Numerous meetings and calls have been
made to both Manatron and UNISYS to correct the problems and both
companies concede that resolution of the problems is still quite
dome time me f f . i f ever .iUNISYS has approached the City and has
allowed that UNISYS may be willing to buy the subsystem back from
the City .
The engineering staff has a Hewlett---Packard 310 microcomputer
system installed for engineering applications . This machine has
functioned quite adequately . however- new applications which the
City might consider for use by the engineering staff may require
upgraded hardware of the same type , ie . greater memory capacity,
speed., and stora(je .
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i ria I systern used by the City is WANG minicomputer systern
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utilized solely for word processing . The original system, was
instal .ledappro-ximately 6_7 years ago . The original concept was
based on centralized wordprocessing to reduce clerical staff
thro,ughot.,it the City . Although a central core still exists for
this purpose , additional terminals have been installed in
pe.rSOF&I-le IL , C70TfirnUnity development , and administration, arid,
according to the five year plan, other terminals might eventually
be placed in the library and police departments . However, all
printing must. still be performed in the central location.
Because of the diverse equipment standards installed , maintenance
must come fy(--)m four different sources , UNISYS
on the B-1955 .
Hewlett-Packard, WANG , and another, branch of UNISYS for the B-20
microcomputer system.
Applications not currently running, but proposed, are in the
areas of personnel management , LID billing, police management ,
pavement maintenance , 'desktop ' publishing, city council records
management , parks department reservations and accounting, fleet
management , and upgraded access to information from the system by
management .
As indicated in the schematic showing the five year plan as
observed in April of 1986, the B-1955 and B-210 systems were to be .
intertied for shared processing. The HP310 was to share
expensive peripheral equipment with the B-20 system through
manual switching of cabling. However, the WANG system was . and
remains , isolated from the rest of the City ' s equipment .
All equipment , the majority of software currently installed, and
rnainteriance has been furnished by the primary vendors of the
equipment, ie . Burroughs (UNISYS) equipment has come from
Burroughs , Hewlett-Packard equipment from Hewlett-Packard, and
WANG from WANG .
To optimiz-e the installed hardware and the utilization of these
systems by personnel , it would be to the City ' s benefit to move
toward unifying all systems for proper interchange of data,
reduced equipment costs in both the acquisition and maintenance
areas , and. reduced training- costs by standardizing on a single
-type of terminal . Also, because of rapidly changing technology,
I feel that options should be investigated that will allow
maximum utilization of existing hardware while allowing the
maximum advantage for system upgrades in the future. .
To give the City the greatest number of options , both now and in
the foreseeable future , all new equipment and software
acquisitions should adhere to a single industry standard while
still allowing full use of current systems . The industry
standard at this time , and by all indications for quite some time
to come , is a. machine which adheres to IBM PC compatibility .
This standard is followed by hundreds of equipment manufacturers
and literally thousands of software developers . Allowing the
City to shop for new hardware and software in an open market of
this size will greatly reduce acquisition costs and open up a
world of software opportunities to answer new demands in the
future . Maintenance costs for these units should be nearly
eliminated because of standardized parts, ie . they are user
maintainable .
As an example of reducing costs for terminal acquisition, a B-20
or ET-1100 terminal acquired from Burroughs has been quoted at.
$2300 per unit . A PC- XT microcomputer plus terminal software can
be obtained for approximately $1500 or less . Also , because the
unit is a microcomputer, it is not limited to functioning only as
a terminal , but can act as a terminal and a computer
interchangeably . This allows a user to access the B-1955
mainframe as he does now and lets him do work on his own machine
for local processing. Information may be sent from the mainframe
to the microcomputer for local manipulation or sent from the
microcomputer to the mainframe for updating its files .
Again , because of industry standardization, the microcomputer may
be utilized in the same manner in the WANG environment by the
addition of an interface card which simply plugs into the
microcomputer. The terminal emulation software for the WANG
system, again, allows the unit to function either- as a WANG
terminal o Y, a, microcomputer interchangeably, thus giving
considerably greater versatility. Again, offering cost
comparisons , a WANG terminal for the WANG OIS system installed by
the City is priced at $2070 per unit after a municipal discount .
This unit is able to function only as a word processing terminal .
A FIC compatible microcomputer, with a plug-in interface and
terminal software would cost in the area of $1300 per unit , plus
have the same advantages as described above . As an alternative ,
and a capability which lends itself to future integration of word
processing into the unified concept , WANG offer's its word
processing software to run directly on a PC compatible without
the need to tie onto the WANG processor. This opens up the
possibility in the future of eventual migration from the WANG
processor, and its aging technology, to a network of PC
compatibles , having the same capability as currently available
with the ability to directly import data from the system
databases for inclusion in reports and other documents with no
duplication of effort and a greatly reduced overall cost .
Although at this time a similar parallel cannot be offered for
the Hewlett-Packard system, one is not. really necessary because
of the rather unique applications run on the system with no need
for data interchange .
The WANG system is a relatively stable system at this time and no
immediate attention is required except for inclusion of
compatible equipment for any system expansion.
My plan , then, i.ti to continue ary, investigation of existing
systems on the Burroughs equipment , both B-1955 and B-20 ,
�%W offering operational modifications to resolve existing problems
and bottlenecks, research needs for future applications
throughout the City and design an integrated network for
inclusion in the existing system, while allowing a greatly
improved growth path for the City. My ultimate goal will be to
unify all processing done by the City, with the exception of
engineering and possibly the Police Department . To this end . an
analysis of available municipal software will be started so that
when the end of the useful life of the mainframe system has been
reached, we can be assured of having a replacement hardware and
software system in place to move to . Because of lead time
necessary to have all elements in place , data converted to new
systems , all training accomplished on a new system, and parallel
operations performed to test system integrity . the start of
cutover to an integrated network and possible abandonment of the
existing hardware should be undertaken no later than the
beginning of the fifth year of the current five year plan .
This means . then, that all new upgrades to equipment during the
next two fiscal years should be in the area of microcomputers ,
with training classes furnished to personnel on the use of the
equipment and software . Initial attention shall be in the area
of emulation, the use of a microcomputer as a mainframe terminal ,
with other functions being added as the microcomputers are
networked together for additional sharing of resources .
1%W I shall continue to assist any user in seeking resolution to any
problems which may require my expertise . I have been asked to
sit in on discussions concerning enhanced 911 and offer whatever
ideas I might have to reduce overall costs and increase
efficiency . The police department has also requested my
assistance in the area of mobile data terminals and general
computer utilization . I see this as an ongoing use of my
services .
Irene Ertell of the Library has scheduled a meeting with me .
also, to discuss requirements unique to her area .
*ftwl