HomeMy WebLinkAboutResolution No. 2020-21;e Sponsored by: City Clerk
Kl;NAI
CITY OF KENAI
RESOLUTION NO. 2020-21
A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI , ALASKA, AUTHOR IZ ING A
BUDGET TRANSFER IN THE GENERAL FUND -CITY CLERK DEPARTMENT FOR A
SOFlWARE ADD-ON.
WHEREAS, the City has utilized Laserfiche software since before 2001 and has historically
utilized it as a records repository for lon g-term or permanent records ; and ,
WHEREAS, Laserfiche has expanded its capabilities providing for increased efficiencies and data
tracking and reduction in paperwork circulation through automated processes which can be
utilized city-wide; and,
WHEREAS, the acquisition of the Laserfiche Forms Portal software add -on would allow for the
full realization of these efficiencies by providing a portal on our website for the public or staff
without Laserfiche seats to comp lete and submit forms, initializing automation processes; and ,
WHEREAS, the cost of the software add-on is $7,995 and annual maintenance costs are $1,599;
and ,
WHEREAS, the Clerk's Office has been interested in the purchase of the software add-on for two
years, however, project funding made ava il able for special projects within the City was utilized in
other ways; and,
WHEREAS, excess funding exists in the salaries budget due to Family Medical Leave and in the
transportation budget due to cance led conferences and a budget transfer would allow for the
purchase of the software add -on.
NOW, THEREFORE , BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA:
Section 1. That the following budget amendment be approved:
General Fund
Decrease -City Clerk
Salaries
Transportation
Increase -City Clerk
Softwa re
$9,000
1.000
$10,000
$10,000
Section 2. That th is Resolution takes effect immediately upon passage.
Resolution No. 2020-21
Page 2 of 2
PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this ffh day of May, 2020.
BRIAN GABRIEL, SR., MAYOR
ATIEST:
Approved by Finance : ;!Lt;.,
City of Kenai I 210 !=idalgo Ave, Kenai, AK 99611 -7794 1907.283.7535 I www.ke nai.cily
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Mayor Bri a n Gabriel and Kenai City Council
Jamie Heinz, City Clerk
April 25, 2020
Resolution 2020-21
For two years , the City Clerk's department has desired to purchase the Forms Portal Add-On to
our Laserfiche software; however, balancing the budget has been difficult and the funding hasn't
been available. Because of Family Medical Leave utilization and canceled train ing conferences
within the City Clerk's department, unspent salary and transportation funding could be transferred
to the software budget to purchase the add-on. Given the City's focus on finding efficiencies ,
combined with the current pandemic and the desire to significantly reduce shuffling paperwork, I
request to transfer the funds and purchase the software add-on.
This Forms Portal is a web portal that will allow for electronic submission of applications
eliminating the need for staff to enter the data from applica t ions into spreadsheets, documents,
and other tracking methods. The electronic submission can also kick off automated processes,
creating efficiencies and a reduction in paperwork shuffling, c ity-wide. In the FY2020 budget, the
Planning & Zoning Department, Buildings Department, and Library Department all mentioned
future considerations for automating processes. The Fire Department has also expressed interest
in automating processes. Laserfiche and this web porta l can be utilized to automate processes
for all departments city-wide, eliminating the need for each department to purchase their own
software. The records created will also be retained in what has been the record repository used
by the City since before 2001. Reporting capabilities can also be utilized to increase data used
in data driven decisions.
A few examples of processes that can benefit from automation include: public record requests ,
mobile food vendor permits, burn permits , conditional use permits , variance applications, and
travel authorizations. Automation is already being utilized in liquor license renewal processing ,
building maintenance requests, and will be soon utilized for the building permit process.
The cost of the portal is $7 ,995 and the annual maintenance is $1 ,599 . Both staff members of
the Clerk 's office have been trained in creating forms and work flows within the software .
Thank you for your consideration.