HomeMy WebLinkAbout18-Facilities Management
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: March 29, 2002
0:,... , " , , , 'L Subject: Resolution of the Mayor and
, ; . , ..., I , ., 1 Common Council of San Bernardino
Dept: Facilities Management amending Agreement No. 01-124 with
the City of Inglewood relating to the
processing of parking citations.
MICC Meeting Date: May 6, 2002
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From: James Sharer
Synopsis of Previous Council Action:
06/18/01 Reso No. 2001-192 authorize execution of agreement
10105/99 Reso No. 1999-249 amend reso no. 1999-210.
07/07/99 Reso No. 1999-210 authorize execution of an agreement with the
City of Inglewood for processing parking
citations.
Recommended Motion:
Adopt Resolution
Signature
Contact person: .1::Imp.!'l Rh::lrp.r Phone" 3004
Supporting data attached: Yes Ward: All
FUNDING REQUIREMENTS: Amount: $79,290
Source: 001-326-5502
Council Notes:
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Finance:~~~~
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of San Bernardino amending Agreement No. 01-
124 with the City of Inglewood relating to the processing of parking citations.
Background:
Prior to 2000, the Facilities Management Department processed parking citations in house at an
approximate annual direct cost of $12,000 excluding wages and benefits. This included printing
of notices and citation tracking. The software used at that time was 10 years old and was not year
2000 compliant. It also lacked report writing, tracking, and adequate information on vehicle
registration. These tasks were completed manually by staff. The department used nine (9) inch
magnetic tapes to communicate delinquent information to the Department of Motor Vehicles
(DMV).The DMV eliminated the use of magnetic tapes in favor ofIBM cartridges, which the
City of San Bernardino did not use. The cost to purchase new hardware and software to perform
this function alone would have been cost prohibitive.
A number of options were considered to replace the system. After reviewing several options and
vendors, staff recommended contracting with the City ofInglewood's Parking Ticket System.
Inglewood services approximately thirty-three (33) cities throughout the nation. When staff
contacted other cities contracted with Inglewood, their services came highly recommended. Of
the other processing options reviewed lnglewood offered the desired features and connectivity.
In July 1999, the San Bernardino Mayor and Common Council authorized execution of
Resolution 1999-210, between the City of San Bernardino and the City of Inglewood to provide
citation processing software and printers.
On June 18,2001, the City of San Bernardino approved Agreement No. 01-124, authorizing a
new agreement with the City of Inglewood for the processing parking citations, and terminating
the previous agreement under Resolution 1999-210 and amendment 1999-249. The current
amendment to Agreement No. 01-124 contains improvements to the current agreement for
computerized services including miscellaneous fees, equipment and security of Department of
Motor Vehicles data.
The additional computerized services consist of hand-held units used by the Parking Compliance
Officers to issue electronic citations instead of handwritten citations. The miscellaneous fees
include two new features: Internet payments and hand-held ticket writers. Internet payments will
allow the public to pay for their citations on-line. Currently, this is not an option offered by the
City of San Bernardino. If San Bernardino utilizes this option, the $2.00 cost per citation would
be passed on to the citizen as a processing fee.
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The communications hardware equipment includes three (3) hand-held units (for the cost of
two), cables and docking ports to download electronic citations into the mainframe computer.
The three (3) units will be used by the three (3) permanent full-time Officers who issue citations
in the City. Automation of the citation writing process will increase productivity by reducing the
time it takes to manually write a citation, eliminate manual handling for processing, reduce mail
time for processing, and increase accuracy of data by directly downloading information versus
manual data entry. The electronic units also record license numbers which will eliminate the
need to purchase chalk for the manual chalking of vehicle tires. This will promote increased
efficiency of for staff members. ~
The hand-held units will become the property of the City of San Bernardino at the end of four
years, however we have the option to utilize the equipment replacement fund to update the
equipment at any time through The City ofInglewood. As outlined in Agreement No. 01-124,
Article 1, Section 2(C), the equipment replacement fund is maintained for the purpose of
replacing or repairing equipment. This fund is comprised of one half of all monies collected from
citations issued to out-of-state vehicles. In the past, Parking Enforcement did not have the
capability to access data on out-of-state license plates for notification and collections, therefore
many of those citations were uncollectab1e. The hand-held costs and accessories include a PC for
downloading citations into the system. The additional costs associated with Port Auto
Switchbacks would not be needed, since the PC can download each hand-held unit separately.
There are no local vendors who offer hand-held citation writers. In March 2001, staff attended an
informational meeting at the City on Inglewood to become familiar with the two types of hand-
held units being offered. Both vendors were present to denionstrate the models and answer
questions. The City ofInglewood has offered a choice of two vendors to provide the equipment,
while Inglewood continues to offer the support to software program.
Currently, we receive registered owner and vehicle information from The Department of Motor
Vehicles at the time the citation is issued. However, if the data is updated by the DMV, the City
of San Bernardino cannot access on-line information to facilitate the notification and collection
process. This section of the agreement outlines specific uses for confidential information
obtained from DMV, and the general security requirements necessary for clearance. The City of
San Bernardino has recently been approved by the DMV to access confidential information.
Below is a breakdown of the monthly fees associated with the services offered by Inglewood.
Pursuant to Agreement No. 01-124. The equipment and hardware fees are amendments to the
previous contract.
Miscellaneous Fees
Manual Entry of Parking Citations $0.25 per Citation Manually Entered.
Processing of Cash Payments $0.25 per Payment Processed.
Administrative Support $0.35 per Citation Issued.
Internet/VRU Credit Card Payments $2.00 per Citation Paid.
Ticket & Envelope Stock $0.12 per Citation.
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Equipment
Handheld Computers & Accessories
Symbol with Printer $165.00 per month
Spare Battery $57.20
Case $66.00
Radix $230.00 per month
Case $74.80
Strap $8.80
Spare Battery $198.00 ~
Cost includes hardware, software, training, support and maintenance
Handheld Communications Hardware
Cables $35.00
4 Port Auto Switchbox price: $1756.00 (first year)
Yearly maintenance after one year: $176.00
Extended cost for an additional three years: $528.00
Financial Impact:
The above mentioned services will improve productivity and decrease the amount of time
between citation issuance, manual handling and data entry. The hand-held units will also reduce
data entry errors, eliminate the chalking of tires, therefore enabling Officer's additional time to
issue citations. These features are not expected to increase revenue, but will decrease the amount
of time involved in revenue collection. Forty-two percent (42%) of customers do not pay until
the notices are received by them. By speeding up the citation entry process, reminder notices are
received faster and bail amounts are paid timely.
Based on the individual cost above, the estimated annual cost to be billed monthly for the hand-
held equipment supplied by the City ofInglewood is an increase of $6,890 over FY 2001/2002,
making the annual amount $79,290 for FY 2002/2003 which has been budgeted in account
001-326-5502.
Recommendation:
Adopt Resolution
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AMENDING AGREEMENT NO. 01-124 WITH THE CITY OF
INGLEWOOD RELATING TO THE PROCESSING OF PARKING CITATIONS.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and
directed to execute on behalf of the City of San Bernardino an Amendment to Agreement No.
01-124 with the City of Inglewood relating to citation processing services. A copy of the
Amendment is attached hereto as Exhibit A and incorporated herein by reference.
SECTION 2. The authorization granted hereunder shall expire and be void and of no
further effect if the Amendment is not executed by both parties and returned to the Office of the
City Clerk within 120 days following the effective date of the Resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AMENDING AGREEMENT NO. 01-124 WITH THE CITY OF
INGLEWOOD RELATING TO THE PROCESSING OF PARKING CITATIONS.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bemard!no at a
meeting thereof, held
on the
day of
, 2002, by the following vote, to wit:
8 Council Members:
AYES
ABSTAIN ABSENT
NAYS
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ESTRADA
LIEN
MCGINNIS
DERRY
SUAREZ
ANDERSON
16 MCCAMMACK
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Rachel G. Clark, City Clerk
day of
The foregoing resolution is hereby approved this
20 2002.
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Judith Valles, Mayor
City of San Bernardino
Approved as to
24 Form and legal content:
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27 By:
28
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EXHIBIT "A"
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AGREEMENT 02-_
2 THIS AGREEMENT is an amendment to Agreement No. 01-124 and is made and
3 entered into this _ day of , 2002, by and between the City of Inglewood,
4 hereinafter referred to as "Inglewood," and the City of San Bernardino, hereinafter referred
5 to as "San Bernardino."
6 WHEREAS, San Bernardino and Inglewood previously entered into an agreement for
7 San Bernardino's parking citation services to be automated; and
8 WHEREAS, Inglewood and San Bernardino are desirous of improving the provided
9 computerized parking citation services;
10 NOW. THEREFORE, the parties hereto agree to the following amendments to City of
11 Inglewood Agreement No. 01-124:
12
Section 1.
Article 2 "Equipment" page 3, line 11 through page 4, line 7 is
.
13 superseded by the following:
14 "Article 2 - EQUIPMENT
15 San Bernardino shall assume all costs associated with the purchase, shipping and
16 handling of its equipment and supplies. Inglewood agrees to provide San Bernardino with the
17 requested number of hand held units and a minimum of one personal computer, which shall
18 be located at the site of San Bernardino's choosing. Each hand held unit shall include, upon
19 purchase, the case, strap and one battery. Inglewood shall provide San Bernardino with the
20 necessary communications equipment to upload the information from the hand held units to
21 the personal computer; software and support. San Bernardino shall purchase supplies from
22 Inglewood at the rates set forth in Exhibit "A".
23 Software, as contemplated by this Agreement, shall mean the computer programs
24 necessary to both issue and process the data collected from the hand held units. Support,
25 as contemplated by this Agreement. shall mean the on-going professional support of the
26 equipment and software by Inglewood. Supplies, as contemplated by this Agreement, shall
27 mean blank ticket stock, envelopes, and batteries for the hand held units.
28 San Bernardino agrees that it shall select a type of hand held unit from the following
29 list and that San Bernardino shall use the selected hand held units for a period of four (4)
30 continuous years from the date of purchase. The parties hereto agree that San Bernardino
31 may change the type of hand held units, prior to the expiration of the required four year
32 period, at its sole expense.
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A. Symbol 1700;and
B. Radix RX1, until it is. discontinued by the manufacturer and which shall be
replaced by the Radix FW 300.
In the event of damage to or destruction of any of the equipment provided to San
5 Bernardino by lnglewood, which is covered by a warranty, San Bernardino shall receive any
6 and all benefits of any such warranty. In the event of damage to or destruction of any of the
7 equipment provided to San Bernardino by Ingle wood which is either not covered by a
8 warranty or which is excluded therefrom for any reasons, San Bernardino shall be responsible
9 for the cost of repair or replacement, at Inglewood's discretion. n
10
Section 2.
The parties hereto agree that Exhibit "A" to City of lnglewood
11 Agreement No. 01-124 shall be and is hereby superseded and replaced by Exhibit" A..
12 attached hereto and incorporated herein as if set forth in full. All fees and costs set forth
13 in Exhibit" A" hereto shall be effective upon execution of this amendment to Agreement No.
14 01-124.
15
Section 3.
Article 5 "Security of DMV Data" page 3, lines 6 through 9, is
16 superseded by the following:
17 "Article 5 - SECURITY OF DMV DATA
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Inglewood and San Bernardino agree that either prior to or as soon as is practical
following the execution of this Agreement, both parties shall execute a Memorandum of
Understanding with the California Department of Motor Vehicles. lnglewood and San
Bernardino agree that all the terms and conditions contained in the Memorandum of
Understanding which they separately execute with California Department of Motor Vehicles
shall be binding on the parties hereto. The parties hereto agree that the terms and
conditions of security of DMV data include, but are not limited to the following:
INFORMATION USE
1. The agency requesting Department of Motor Vehicles information ("Requester") shall
not use such records and information for any purpose except that which has been approved
by the California Department of Motor Vehicles ("DMV").
29 2.
When a non.law enforcement agency receives information from DMV records that
30 indicates a vehicle or vessel has a Department of Justice (DOJ) stop, Requester shall
31 immediately notify local law enforcement of its location, if known.
32 GENERAL SECURITY REQUIREMENTS
E:ILEGAL\EFX\ITCIPTS\ClTEAGTSlunbeIll8dino.,md.wpd - 2 -
1. Requester shall maintain the security and integrity of the information it receives from
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2 DMV. A violation of any provision of the Agreement, whether by omission or commission,
3 shall be grounds for action by the DMV and may result in suspension or termination of
4 service to Requester.
5 2.
Requester shall ensure compliance with all the security provisions of this Agreement.
6 If fraud or abuse is suspected or confirmed, Requester shall notify the DMV's Information
7 Services Branch.Policy Development Unit, by telephone, at (916) 657.5583 within one
8 business day. A written notificatiqn containing all facts known to the Requester shall be
9 prepared by the Requester within three business days and mailed to the Department at the
10 following address:
11 Department of Motor Vehicles
Information Services Branch
12 Policy Development Unit- H225
P.O. Box 924890
13 Sacramento. CA 94290-0001.
14 3.
Requester shall require the system administrator and every employee having direct or
15 incidental access to Department records to sign a copy of the Employee Security Statement
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16 (INF 1128), upon initial authorization for access to Department records and annually
17 thereafter. A copy of the Requester's signed statement shall be maintained on file for at
18 least two years following the deactivation or. termination of the authorization and shall be
19 available to the DMV upon demand.
20 4.
Requester shall restrict the use and knowledge of requester codes and operational
21 manu'als to persons who have signed an Employee Security Statement (INF 1128),
22 5.
Requester shall maintain a current list of names of persons authorized to access DMV
23 records. This list shall be available to the DMV upon demand.
24 6.
Access terminals and modems shall not be unattended while in active session unless
25 secured by a locking device that prevents entry or receipt of information, or are placed in a
26 locked room that is not accessible to unauthorized persons.
27 7.
Video terminals, printers, hardcopy printouts, or any other form of duplication of DMV
28 approved records that are located in public access areas shall be placed so that the records
29 shall not be viewed by the public or other. unauthorized persons.
30 8.
All information received from the DMV's files must be destroyed once its legitimate
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31 use has ended. The method of destruction for DMV records will be conducive to the type of
32 record requested and shall be done in a manner which eliminates the reproduction or
E:ILEOAL\EFXIITCIPT$ICITEAGTSIs."betnedino.amd.wpd - 3 .
identification of the destroyed records in any physical or electronic form.
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9. Other than to a DMV approved vendor or agent, Requester shall not disclose its DMV
assigned requester code, either orally or in writing. to anyone who is not in the direct employ
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4 of Requester or who has not signed the Employee Security Statement (INF 1128).
5 10.
Requester shall not sell, retain, distribute, provide or transfer any record information
6 or portion record information acquired under this agreement except as authorized by the
7 DMV."
8
Section 4.
The parties hereto agree that all other terms and conditions set forth
9 in City of Inglewood Agreement No. 01.124 shall remain unchanged and in full force and
10 effect.
11 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the
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12 date first written above.
13 CITY OF INGLEWOOD
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Mayor
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17 ATTEST:
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HERMANITA V. HARRIS, CMC
20 City Clerk
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APPROVED AS TO FORM:
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24 CHARLES E. DICKERSON iii
City Attorney
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E:IlEGAl\EFXIITC\PTSIClTEAGTS\smnbllfnmdino.amd. wpd - 4 -
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CITY OF SAN BERNARDINO
Judith Valles. Mayor
ATTEST:
Rachel Clark
City Clerk
APPROVED AS TO FORM AND LEGAL
CONTENT:
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EXHIBIT A
Miscellaneous Fees:
1. Manual Entry of Parking Citations
2. Administrative Support
3. IntemetNRU Credit Card Payments
4. Ticket & Envelope Stock
$0.25 per Citation Manually Entered
$0.35 per Citation Issued
$2.00 per Citation Paid
$0.12 per Citation
Handhelds & Accessories:
Symbol 1700 with Cameo printer
SPT 1700 Spare Battery
Case
$165.00 per month*
$57.20
$66.00
Radix RX1! Radix FW 300 $230.00 per month*
RXl Case $74.80
RXl Strap $8.80
RXl Spare Battery $198.00
*Cost includes: Hardware, software, training, support, and maintenance
Handheld Communications Hardware
Cables $35.00
For'Multiple Hand Held Unit Price Yearly Maintenance Extended cost for
After one vear additional 3yrs
4 Port Auto Switchbpx $1,756.00 $176.00 $528.00
8 Port Auto Switchbox $2,636.00 $264.00 $792.00
16 Port Auto Switchbox $3,157.00 $352.00 $1,056.00
8 Port PowerCom Box $4,396.00 $396.00 $1,188.00
16 Port PowerCom Box $6,156.00 $616.00 $1,848.00
24 Port PowerCom Box $8,796.00 $880.00 $2,640.00
32 Port PowerCom Box $11,436.00 $1,144.00 $3,432.00
64 Port PowerCom Box $21,996.00 $2,200.00 $6,600.00
May 13, 2002
Hermanita V. Harris, CMC
City Clerk's Office
City of Inglewood
1 Manchester Boulevard
Inglewood, CA 90301
Dear Mrs. Harris,
At the Mayor and Connnon Council meeting of May 6, 2002, the City of San Bernardino
adopted Resolution 2002-133 - Resolution amending Agreement No. 01-124 with the City of
lnglewood relating to the processing of parking citations.
Enclosed are two (2) original agreements. Please obtain signatures in the appropriate locations
and return one original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box
1318, San Bernardino, CA 92402, as soon as possible. Please retain one agreement for your
files.
Please be advised that the resolution and agreement will be null and void if not executed
within 120 days, or by September 3, 2002.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
Michelle Taylor
Senior Secretary
Enclosure
Inglell'ood
('d.ll,;"I:I"
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FAX (310) 412.5533
CITY OF INGLEWOOD CALIFORNIA
ONE MANCHESTER BOULEVARD / INGLEWOOD. CALIFORNIA 90301-1750
July 18, 2002
FACILITIES
MANAGEMENT
City of San Bernardino
300 North D Street
San Bernardino, CA 92418
Attn: Debra Morrow
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Enclosed is the executed copy of Agreement No. 02-82,for parking citation services with the
City of Inglewood.
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Dear Ms. Morrow:
~rely,.
~~tf}.~& r L
Hermanita V. Harris, CMC
City Clerk
mb/
Enclosure
Hermanita V. Harris, CMC
CITY CLERK
(310) 412-5280
I.
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
August 6, 2002
TO:
James Sharer, Director of Facilities Management
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2002-133 - Agreement with City ofInglewood
CC:
Finance
Attached is a fully executed copy of the agreement with the City of Inglewood relating to the
processing of parking citations. The original agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ext. 3206.
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): :5 .-b --o.;;l. Item #
Vote: Ayes \-d, <\-') Nays -0--
Change to motion to amend original documents:
\ \<: Resolution # ;;; CDd - \ 33
Abstain -B Absent -3
Reso. # On Attachments: ,,/ Contract term: -
Note on Resolution of Attachment stored separately: ---=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Null/Void After: i2.0 OAt ~ 1!3-3-Q~
By: -
Date Sent to Mayor: 6 - '\ -(J :).-
Date of Mayor's Signature: -5 -'1s"-O,;;l
Date of Clerk/CDC Signature: S -<1 -0 d-
Reso. Log Updated: V
Seal Impressed: .-/
Date Memo/Letter Sent for Signature: :) - ( <, -0 :J-
-661:lay Reminder Letter Sent o~ay: b-dS-cJ d-
90 Day Reminder Letter Sent on 45th day:
See Attached: ,/ Date Returned: 't-/.--c,;)..-
See Attached: ___
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Perso!'nel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes ,/ No By
-
Yes No ..L.- By
Yes No V By
-
Yes No V By
Yes NO? By
Copies Distributed to:
City Attorney ,./
Parks & Rec.
Others:
Finance ,-/
h>.c I UTlt'S
MIS
Code Compliance
Dev. Services
EDA
Police Public Services
Water
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: rvrr Date:f:'.t, -{).;>..
Revised 01/12/01