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HomeMy WebLinkAboutORDINANCE 0561-1980CITY OF KENAI ORDINANCE NO. 561-80 AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, APPROPRIATING MONIES FROM THE STATE JAIL CONTRACT SPECIAL REVENUE FUND IN THE AMOUNT OF $10,500 FOR THE PURCHASE OF A MICRO -FILM SYSTEM FOR USE BY VARIOUS CITY DEPARTMENTS. WHEREAS, the State Jail Contract Special Revenue Fund has available in fund balance some $10,500 of monies remaining from the 1978-79 fiscal year, and WHEREAS, it is deemed appropriate that these monies be used to purchase a micro -film system, including a supply of film, that can be used by several City departments, including City Clerk, Police, Communications, and Jail, and WHEREAS, it is further expected that $5,500 of monies previously budgeted in the City Clerk Department for such micro -film equipment will be transferred to the Non -Depart- mental category to help pay for this equipment, and WHEREAS, proper accouni-Ang practices require that all appropriations of City monies be made by ordinance. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA THAT THE FOLLOWING INCREASES IN ESTIMATED REVENUES AND APPROPRIATIONS BE MADE: State Jail Contract Special Revenue Fund Increase Estimated Revenues: Appropriation of Fund Balance Increase Appropriations: Transfer to General Fund General Fund Increase Estimated Revenues: Transfer from Jail Fund Increase Appropriations: Non -Departmental -Machinery & Equipment Non -Departmental -Operating Supplies $10,500 $10,500 $10,500 $ 9,000 1,500 10,500 Ordinance 561-80 Page 2 PASSED BY THE COUNCIL OF THE CITY OF XBNAI, ALASKA this 7th day of May, 1980. VINCENT O'REILLY, MAYO ATTEST: i J et Whelan, City Clerk Approved by Finance: First Reading: April 16, 1980 Second Reading: May 7, 1980 -- Effective Date: May 7, 1980 f i i i a T0: CHARI..;S BROIYY, FINANCE DIRECTOR FRQ%I: RICHARD ROSS, CHIEiF OF POLICE SUBJECT: APPROPRIATION 1:014 1978 - 1979 .JAIL FUND BALANCE: RE: PURCHASE 01: MICRO-FILN1 SYSTEbt DATE: MARCH 10, 1980 REQUEST: 1. The Jail Fund Balance, for 1978-79, in excess of $10,400, be appropriated to General Fund and dedicated to purchasing of a microfilm system. 2. To these funds be added the $S,000 in the City Clerks budget for microfilm. 3. That a microfilm camera and two printer readers be purchased from these funds as well as a supply of micro -film cartridges and print out paper. a. 3M 3401 Camera 1 ea. $4,996.89 $ 4,996.RQ b. 3M 500 CT Reader Printer 2 ea. $3,463.50 6,927.00 $ 11,923.89 PURPOSE: 1. Provide microfilm capabilities to the Police (including jail and communications) and the City Administration Offices. These are the two largest records keeping operation in the City of Kenai. This would provide for a microfilm camera so that records did not have to be sent elsewhere, at a great cost in transportation, employee time accompanying the records, a% well as cost of use for a camera. It would also provide for a micro- film reader -printer to be located at City hall and the Kenai Police Department. 2. Purchase of the 3M system would provide for compatibility with the system of the Kenai Peninsula Borough. The Borough would provide film development at a quoted $10.00 per roll. _vicTTaTrA'rtnu. 1. During the past few years records storage noeds of police and Jail records has increased significantly. As a result it has been necessary to build cabinets in both the men's and women's f--, 1.'k restrooms as well as the police garage. Present facilities in the Public Safety building for records storage ar at their limit of utilization. It is required that these records he kept and that they be kept in a .ecured manner in which access to them is controlled. This precludes sending them elsewhere for storage. 2. Because of the dispersion of records storage throughout our facility and the manner in which they mus* '-;; stocked, information retrieval has been a slow and cumborsomo procedu:.-e. 3. In attempting to store these records the costs in filing cabinets, storage boxes and file folders has been significant. 4. These problems would be resolved with a W ero Film System. On one 4 Inch square by I inch deop microfilm cartridge up to 4,000 legal size pages can be copied. The cartridges are encoded for instant location of document needed and if a print-out is necessary, it can be readily made with this system. Police records (including jail and communications) in excess of three years old would be placed on microfilm thus reducing record storage needs significantly. I have discussed this with the City Clerk, .Janet Whelan, and she is in agree- ment as the need for both the microfilm camera and printer -reader for the City Administration. Attached is a copy of a newsletter outlining the experience of the Fairbanks Municipal Utilities in the utilization of the 3M system proposed for Kenai. Sincerely, , Richard A.Kosss Chief of Police Attachment CC: City Clerk RAR/lp I In October, 1975 the Fairbanks Municipal Utilities System sent a news letter to its' patrons which contained the following article. We Reproduce it here with their permission. MICROFILM USAGE CUTS PAPER COSTS The purchase of a continuous form microfilm tamers early this year has helped reduce our usage of mulls -part carbon Interleaf paper. and copse• quently reduced our paper costs. At the same time we have eliminated a storage problem and have been able to provide faster, more accurate response to customer Inquiries. With our volume of toll traffic and our numbeeof customers increasing dramatically, we found it. uneconomical to maintain a paper copy of every bill and every toll statement that we sent out. From IM to 1974 our volume of toll calls increased from 710,000 to 1.1980000 and during 1975 It is expected to reach 1,600,000. Bur monthly billings Increased from 14,000 in t978 to 15,000 in 1974 and will exceed 16.000 before the end of 1975. In 1M our copies of the toll statements and monthly bills amounted to a stack of paper 60 feet tall. In 1974, because of the in- creased volume, this stack grew to approximately 77 feet. It we bad not converted to microfilm. the stack would have topped 91 feet in 1976. However, at the beginning of 1975 we stopped ' printing that second copy for our records. and In- stead began microfilming the original bills and toll statements as they came off the computer. This microfilm Is processed locally within 24 hours so that by the time the bill reaches the customer, we have processed microfilm available for our Customer Serv!ce employees to use in answering ustomer Inquiries. Our microfilm readers have a Tint attachment so that if a copy Is required, it can be made immediately. Now instead of a stack of paper 91 feet high, o r microfilm records for 1975 will all tit in one drawe of d. filing cabinet. This makes the Information mordyeadily available and eliminates the problem of lost documents. And the end result is better ser- vice at 7 r cost to 17 stomer.