HomeMy WebLinkAboutFire Department Records Management System - Appropriation of Council/Agency Meeting Held: Lo/ / 9 8 • `f S
Deferred/Continued to:
&dAp4roved ❑ Conditionally Approved ❑ Denied City Clerk's Signature
D
Council Meeting Date: 06/01/98 Department ID Number: FD 98-009
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
SUBMITTED BY: RAY SILVER, City Administrator, zW
PREPARED BY: MICHAEL P. DOLDER, Acting Assistant City Administrator/Fire Chief
SUBJECT: RECORDS MANAGEMENT SYSTEM FOR THE FIRE DEPARTM T
FStatement of Issue, Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue: Should the City authorize an appropriation of $24,150 from the
$1,350,000 McDonnell Douglas lawsuit settlement to allow the Fire department to replace its
Records Management System.
Funding Source: The City's Equipment Replacement fund was increased by $1,350,000
with the recent settlement of the McDonnell Douglas lawsuit. The cost of replacing the Fire
Department's Records Management System is $64,150. The FY 97/98 budget includes
$40,000 in Capital Outlay for this purchase. An additional $24,150 is needed from the
lawsuit settlement.
Recommended Action: Motion to approve and authorize an Equipment Replacement Fund
appropriation of$24,150.
Alternative Action(s): Do not approve the appropriation and deny the Fire Personal
Management software.
Analysis: Fire and Police currently share the McDonnell Douglas Computer Aided Dispatch
(CAD) System which provides both dispatch and records functions. Fire has not used the
dispatch portion of the system since June 1996, when dispatch operations were consolidated
with Metro Cities Communications Center in Anaheim; however, the McDonnell Douglas
system is still used to maintain Fire's Records Management System (RMS). RMS includes
fire and medical reports and records relating to inspections and training, as well as
apparatus, equipment, and hydrant inventories.
Years of fire business inspection data, emergency response information, apparatus
inspection guidelines and other critical information currently reside on the McDonnell Douglas
system. This data is used for managing Fire Department operations including specific
ktQUEST FOR COUNCIL ACTION
MEETING DATE: 06/01/98 DEPARTMENT ID NUMBER: FD 98-009
Analysis (continued)
revenue generating programs. In FY 96/97, the Fire's RMS program tracked, sorted, and
inventoried over $206,000 in revenue from permits and development fees. In FY 97/98,
these RMS programs will generate over $228,084 in City revenue.
In addition, the software provides rudimentary personnel management in the form of daily
personnel rosters and fire payroll entry, and is also used for performing scheduled and
emergency callback functions to fill suppression vacancies and maintain constant staffing on
fire apparatus.
This system is 11 years old and works marginally at best. It uses cumbersome, outdated
software that requires approximately 100 hours of staff time per week. Additionally, the
Police Department is currently in the process of replacing the McDonnell Douglas CAD
system. This forces the Fire Department to move its records management to another
operating system.
During the past year, Fire Department staff has been reviewing and evaluating off-the-shelf
RMS software to replace the McDonnell Douglas system. This year's approved Capital
Outlay budget includes $40,000 to purchase the replacement RMS software. The Fire
Department's total cost for the Records Management System package is $64,150.
The replacement RMS package will provide the Fire Department with a comprehensive
information management system that will capture critical information, provide personnel
management enhanced features, provide a link to the Metro Net CAD system and produce
the necessary detail and summary reports to assist management in the operation of the Fire
Department.
When the McDonnell Douglas lawsuit was filed, Fire and Police shared equally in the costs of
initiating and supporting the litigation process. Staff recommends funding the balance of the
Fire Department's replacement Records Management System, $24,150, from the $1,350,000
lawsuit settlement.
Environmental Status: None
Attachment(s):
City Clerk's
Page Number No. Description
1. Financial Impact Statement.
RCA Author: Olson, ext. 5563
rca98-009 -2- 05/21/98 9:34 AM
A TTA CHMENT 1
CITY OF HUNTINGTON BEACH
INTERDEPARTMENTAL COMMUNICATION
To: Ray Silver, City Administrator
From: Robert J. Franz, Deputy City Administrator
Subject: FIS 98-50 Records Management System for the Fire
Department
Date: May 20, 1998
As required by Resolution 4832, a Fiscal Impact Statement has been
prepared for "Records Management System for the Fire
Department."
If the City Council approves this action (total appropriation $24,150)
the estimate orking capital of the Equipment Replacement Fund at
Sep a er 0 1998 will be reduced to $3,287,000.
J
Robe J. Franz
Deputy City Adm nistra
CITY OF HUNTINGTON BEACH
INTER-DEPARTMENT COMMUNICATION
To: Robert J. Franz, Chief of Administrative Servic
From: Duane Olson, Division Chief/Fire Marsh
Date: May 18, 1998
SUBJECT: FINANCIAL IMPACT STATEMENT—APPROPRIATION FOR FIRE'S
PERSONNEL MANAGEMENT COMPONENT OF THE RECORDS
MANAGEMENT SYSTEM
Please prepare the FINANCIAL IMPACT STATEMENT (FIS) for the attached Request for City
Council Action form regarding"APPROPRIATION FOR FIRE'S PERSONNEL
MANAGEMENT SOFTWARE COMPONENT OF THE RECORDS MANAGEMENT
SYSTEM."
We need this FIS for the agenda deadline on May 20, 1998 for the June 1, 1998 council meeting.
A total of$64,500 is required to cover the replacement of Fire's Records Management System.
The appropriation amount requested is $24,150. The remainder of$40,000 has been
appropriated in the FY97/98 Capital Outlay budget. The requested appropriation of$24,150 is to
be offset with new revenues generated from the $1,350,000 McDonnell Douglas lawsuit
currently residing in the Equipment Replacement fund. Since redirecting the $24,150 from the
Equipment Replacement fund for the balance of the required amount, there should be no
reduction to the General Fund balance.
All of the information you need to develop this statement should be in the RCA, however, if you
need additional information, please contact Colleen Keith, Administrative Deputy, at ext. 5235.
Attachment
c: Colleen Keith, Administrative Deputy
pAadmin.Rca98-009fis
GENERAL FUND BUDGET AMENDMENT
1997/1998
"EXCEPTION FORM"
Amendments are authorized only for:
1. Obvious emergencies
2. New expenses with offsetting related revenues
3. Implementation of labor relations agreements
If your request for a General Fund Budget Amendment meets one of the exceptions listed
above,please provide a detailed narrative description of your exception below:
In the Fire Department Request for Council Action, Department ID number 98-009,
$24,150 was requested from the McDonnell Douglas lawsuit settlement. The City's
Equipment Replacement fund was increased by$1,350,000 with the recent settlement.
The cost of replacing the fire department's Records Management System is $64,150. The
FY 97/98 includes $40,000 in Capital Outlay for this purchase.
The current EAI system is 11 years old and works marginally at best. .It is cumbersome,
outdated software that requires approximately 100 hours of staff time per week.
Additionally, the police department is currently in the process of replacing the
McDonnell Douglas CAD system. This forces the fire department to move its records
management to another operating system.
When the McDonnell Douglas lawsuit was filed, fire and police departments share
equally in the cost of initiating and supporting the litigation process. Staff recommends
funding the balance of the fire departments replacement Records Management System,
$24,150 from the $1,350,000 lawsuit settlement.
T
epartment Heads Signature
pAadmin\rec98-009gen.fund budget amend
RCA ROUTING SHEET
INITIATING DEPARTMENT: FIRE
SUBJECT: RECORDS MANAGEMENT SYSTEM
COUNCIL MEETING DATE: June 1, 1998
RCA.ATTACHMENTS STATUS
Ordinance (w/exhibits & legislative draft if applicable) Not Applicable
Resolution (w/exhibits & legislative draft if applicable) Not Applicable
Tract Map, Location Map and/or other Exhibits Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attorney) Not Applicable
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney) Not Applicable
Certificates of Insurance (Approved by the CityAttomey) Not Applicable
Financial Impact Statement (Unbudget, over $5,000) Attached
Bonds (If applicable) Not Applicable
Staff Report (If applicable) Not Applicable
Commission, Board or Committee Report (If applicable) Not Applicable
Findings/Conditions for Approval and/or Denial Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED RETURNED FOR DED
Administrative Staff ( ) ( VAX)
Assistant City Administrator (Initial) ( ) ( )
City Administrator (Initial) ( ) ( az )
City Clerk ( )
EXPLANATION FOR RETURN OF ITEM:
Only)(Below Space For City Clerk's Use
RCA Author: Olson,ext. 5563