HomeMy WebLinkAbout09-City Administrator
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Fred Wilson,
City Administrator
Dept: City Administrator's,9fflCe' . .\l
0" ~ ~ '1i'
Date: May 23, 2002 I \ I ....
Subject: Resolution authorizing
execution of a Master Services
Memorandum of Understanding by
and between the City of San
Bernardino and the Water
Department for services provided.
MICC Date: June 17, 2002
Synopsis of Previous Council Action:
10/22/97 Resolution 97-315 adopted, authorizing Master Services Agreement
between the City and the Water Department for Fiscal Year 1997/98.
8/17/98 Resolution 98-245 adopted, authorizing Master Services Memorandum
of Understanding with the Water Department for provision of City services
for Fiscal Year 1998/99.
11/1/99 Resolution 1999-268 adopted, authorizing Master Services Memorandum
of Understanding with the Water Department for provision of City services
for Fiscal Year 1999/00.
9/5/00 Resolution 2000-262 adopted, authorizing Master Services Memorandum
of Understanding with the Water Department for provision of City services
for Fiscal Year 2000/01.
6/18/01 Resolution 2001-153 adopted, authorizing Master Services Memorandum
of Understanding with the Water Department for the provision of City
Services for Fiscal Year 2001/2001.
Recommended motions:
Adopt Resolution.
Contact person:
Fred Wilson
Phone: 5122
Supporting data attached: Staff Report
Ward:
FUNDING REQUIREMENTS: Amount: Reimbursement to be made to various
City Funds for services provided, as
outlined in the Staff Report.
Source: (Acct No.)
{Ar.t".t np.oc::t"'riptinn}
Council Notes: 'i2-e:o ~ ;;)l'C::;I-1 h 0
Finance:
Age"'. Item No.~r;fii
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Subject:
STAFF REPORT
Resolution of the City of San Bernardino authorizing the Mayor of the City of San
Bernardino to execute a Master Services Memorandum of Understanding with the
Water Department for provision of City services for Fiscal Year 2002/2003.
Background:
The Water Department contracts with the City for required services. Below is a list of
services provided by the City to the Water Department which shall be reimbursed per
the attached agreement:
(1 )
(2)
(3)
(4)
(5)
(6)
(7)
(8)
Equal Employment Officer
City Attorney
$ 25,000 (flat rate to General Fund.)
$ 80,000 (flat rate to General Fund.)
It is anticipated that the services supplied
by the City Attorney will constitute, on average,
an amount equal to fifty percent of the time of
one Deputy City Attorney and 50% of the time
of one Legal Secretary I.
$45,000 (flat rate to General Fund.)
shall be reimbursed for actual cost of
services to Department's employees.
$ 3,000 (flat rate to Transportation Fund.)
City shall be reimbursed for actual costs, plus
proportionate share of fixed costs of operation.
City shall be reimbursed for proportionate
share of budgeted administrative costs, plus
actual cost of amount paid out on claims.
$352,800 (flat rate to IS Fund.) Also, Water
Department will make a one-time payment in
the amount of $135,000 toward the 2002/2003
replacement of the City's network backbone,
contingent upon approval by the Mayor and
Common Council of the network replacement
project. Payment to be placed in an account
created by the Finance Department for this
project.
Civil Service
Employee Assistance Program
Rideshare Coordinator
Telephone Services
Workers' Compensation Admin.
Information Svcs.
The attached Master Services Memorandum of Understanding with the Water
Department was approved by the Board of Water Commissioners on June 4, 2002.
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Fiscal Impact:
Anticipated reimbursement amounts from the Water Department Master Services
Memorandum of Understanding will be included in the FY 2002/2003 adopted budget,
as follows:
General Fund
LS,
Network Replacement Fund
Transportation Fund
Telephone Fund
Workers Comp Fund
$150,000
$352,800
$135,000
$ 3,000
$119,400
$300,000
Recommendation:
Adopt resolution,
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RESOLUTION NO.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR TO EXECUTE A MASTER
SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
2002/2003.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
5 CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. The City of San Bernardino ("City") provides certain services to the
Water Department ("Department") for which the Department compensates the City; and
WHEREAS, it is the desire of the City and the Water Department to enter into a
Memorandum of Understanding to memorialize these services;
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Common Council of
the City of San Bernardino that the Master Services Memorandum of Understanding between
the City and the Water Department setting forth the services that are to be provided by the City
to the Water Department and the compensation to be paid therefore, a copy of which is attached
hereto and incorporated herein as Exhibit A, is hereby adopted.
SECTION 2. The Mayor of the City of San Bernardino is hereby authorized and
directed to execute on behalf of said City a Master Services Memorandum of Understanding.
SECTION 3. The authorization granted hereunder shall expire and be void and of no
further effect if the agreement is not executed and returned to the Office of the City Clerk
within 60 days following the effective date of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR TO EXECUTE A MASTER
SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEP ARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
2002/2003.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
meeting thereof, held on the
7 _day of
, 2002, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
LIEN
MCGINNIS
DERRY
SUAREZ
ANDERSON
16 MCCAMMACK
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21
City Clerk
day of
The foregoing resolution is hereby approved this
2002.
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Judith Valles, Mayor
City of San Bernardino
Approved as to
form and legal content:
James F. Penman,
City Attorney
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\- 1 MASTER SERVICES
2 MEMORANDUM OF UNDERSTANDING
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5 THIS MEMORANDUM OF UNDERSTANDING is made and entered into
6 by and between the City of San Bernardino, a charter city
7 ("City"), and the Board of Water Commissioners of the City of
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San Bernardino ("Board"), who agree that the City shall provide
services and the Board shall compensate City therefore as
follows:
EQUAL EMPLOYMENT OFFICER.
The City shall provide to
1.
the City of San Bernardino Municipal Water Department
("Department") the services of its Equal Employment Officer at a
flat aFnual rate of $25,000.
2. CITY ATTORNEY. The City Attorney shall act as General
Counsel to the Department and perform all of its legal work.
The City Attorney shall assign sufficient staff to perform the
legal services needed by the Department, and such services shall
be given priority.
A. Outside Counsel. The parties contemplate the
continued need for the Department to utilize services of outside
special counsel, particularly in water rights matters. The City
At torney and the Department shall jointly determine when the
services of outside counsel are required and Department staff
shall consult with and obtain the approval of the City Attorney
prior to the employment of outside counsel and prior to the
assignment of matters to such counsel. All outside counsel
shall keep the City Attorney informed of their work and provide
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......... 1 to the City Attorney copies of any and all correspondence and
2 documents filed in any court on Department matters and any
3 agreements to hire outside counsel shall be required.
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B.
Support Staff.
In connection with providing the
5 foregoing services, the City Attorney's office will provide
6 sufficient secretarial,
paralegal and investigator support
7 services.
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C.
Data to be Furnished to the City. The following
9 has been and will continue to be furnished by the Department to
10 the City:
All records and information pertaining to legal
11 requirements of the Department, including any back-up materials,
12 applicable regulations, correspondence, preliminary drafts of
13 agreements, if any, and any other material pertaining to the
14 Department necessary for the performance of legal services.
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'D.
Compensation.
(1) Attorney Services.
It is anticipated that
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17 the services to be supplied by the City Attorney will
18 constitute, on the average, an amount equal to fifty percent
19 (50%) of the time of one Deputy City Attorney
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(2) Secretarial Services.
It is anticipated
21 that the services to be supplied by the Legal Secretary will
22 constitute, on the average, an amount equal to fifty percent
23 (50%) of the time of one Legal Secretary I.
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(3) Other Support Services.
There shall be no
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25 charge for paralegal or investigator services.
26 City Attorney services shall be provided to the
27 City of San Bernardino Water Department at a flat annual rate of
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CIVIL SERVICE. Department shall pay to City
2 for services of its Chief Examiner and for Civil Service
3 Administration an annual flat fee of $45,000.
Typical services
4 shall include, but not be limited to, testing and certifying
5 eligible employees for outside recruitment and promotions,
6 approving job descriptions, minimum qualifications, and testing
7 standards for positions in the Department, and administrative
8 hearings on discharges and reductions in rank or compensation.
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EMPLOYEE ASSISTANCE PROGRAM.
Department shall pay to
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10 City the actual cost of services to Department's employees of
"Actual cost- will be defined
11 the Employee Assistance Program.
12 as the hourly rate charged by the Employee Assistance Program
13 provider, currently $50 per hour.
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5.
RIDESHARE COORDINATOR. Department shall pay to City a
15 flat annual rate of $3,000 for the services of its Rideshare
16 Coordinator, who shall provide services to Department employees
17 as required by the Air Quality Management District (AQMD)
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18 including, but not limited to:
A.
Developing, updating and implementing a Trip
20 Reduction Plan and complying with all other AQMD Regulation
22
21 requirements;
B.
Promoting the Trip Reduction Plan and rideshare
23 activities, and tracking and documenting employee participation;
Acting as a liaison with AQMD and attending all
C.
25 training, meetings and workshops as required by AQMD.
Department shall pay for the use
6.
TELEPHONE SERVICES.
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27 of City's telephone system at the actual monthly telephone
~ 28 charges attributable to the ports assigned to the Water
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1 Department, Water Yards and Water Reclamation Plant, plus a
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proportionate share of the fixed costs of operations, debt
retirement/ system hardware, and leased lines, based upon the
portion of total telephone ports assigned to the Water
Department, Water Yards and Water Reclamation Plant.
7.
WORKERS'
COMPENSATION ADMINISTRATION.
Department
7 shall pay to City for the administration of its Workers'
8 Compensation Program, its proportionate share of the budgeted
9 cost of administration based upon budget payroll costs, provided
10 that the Department provides to the City the budget figures for
11 payroll within a reasonable time after Department's budget is
12 adopted.
For any year in which payroll figures are not made
13 available to the City in a timely fashion, the percentage shall
14 be the same as that used for the prior year.
For fiscal year
15 2002/2003" this shall be seventeen percent (17 %). In addi tion,
16 the Department shall pay the actual cost of the amount paid out
17 on its claims.
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INFORMATION SERVICES (IS).
A. Services. The IS Director will act as a private
contractor to provide the Department IS related services as
defined in the attached agreement (Attachment "A") incorporated
22 herein by reference upon approval by the Board of Water
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Commissioners and the City of San Bernardino.
B. Compensation. The agreed upon cost to provide this
service
is a flat fee of $352,800.
C.
One-time payment.
Water Department will make a one-
27 time payment in the amount of $135,000 toward the 2002/2003
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.~ 28 replacement of the City's network backbone, contingent upon
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1 approval by the Mayor and Cornmon Council of the network
2 replacement project. Payment to be placed in an account created
3 by the Finance Department for this project.
4 9.
TERMS. This Memorandum of Understanding shall terminate as
5 of June 30, 2003, unless terminated by either party at least
6 thirty (30) days prior to July 1.
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MASTER SERVICES
MEMORANDUM OF UNDERSTANDING
3 By and between the City of San Bernardino and the Board of Water
4 Commissions of the City of San Bernardino for the provision of
5 City services for Fiscal Year 2002/2003.
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Date:~
4, 2-00:L.
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Date:
APPROVED AS TO FORM AND
LEGAL CONTENT
r}.f~
James F. Penman, City Attorney
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BOAR;;;::E:;:~=ERS
~arren Cocke, President
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Stacey ldstadt, Secretary
CITY OF SAN BERNARDINO
Judith Valles, Mayor
ATTEST:
Rachel Clark, City Clerk
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I.S. CONTRACT SERVICES
FISCAL 200212003
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This document details the services Information Services proposes to provide to the Water
Department during fiscal 200212003 at a contract price of $ 352,800.
Office Automation
c
. Provide technical assistance for Water Department office automation servers and
domain controllers
. Troubleshoot "malfunctioning" Microsoft operating systems and Office products
(Word, Excel, Access).
. Provide use of the City's office automation server and BackOffice Automation
service .
. Create, delete, and alter network accounts, scripts, and user folders on the City
office automation server as required.
. Create, delete, set security and alter email public folders and mailboxes.
. Maintain virus software on client and server PCs. Includes installation and
upgrades of virus software (semi-annual), virus scan engine (quarterly), and new
virus pattern files as they become available.
. . Provide Outlook training classes as needed.
. - Implement desktop upgrade project.
. Complete Windows 2000 domain and server upgrades.
. Audit email content and usage upon request.
GIS
. Provide maps and/or reports as requested. (Large maps and special papers are
available at cost of materials.)
. Add Water district layers as required to ArcGIS.
. Continue ArcGIS training and establish an internal City ArcGIS user group.
. Provide access to Col:;Jty Assessor data through the parcel layer.
. Provide access to year 2000 census data.
. Provide access to appropriate GIS layers.
Web Site
.
Provide web site hosting on the City web server.
Facilitate direct access to Water Department content on the City web server
through Microsoft FrontPage web site authoring software. The Water Department
is responsible for the purchase of Microsoft FrontPage.
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Network
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Financials (WFS)
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Provide limited web page design and development services.
Publish web site content provided by the Water Department to the City web server.
Provide web server administrative services including performance monitoring,
system tuning, system security, and installation of server software upgrades and
service packs.
. Maintain sbcitywater.org domain name system service.
Provide access to the City's TCP/lP network via digital spread spectrum radio
bridges.
Provide access to the Internet via T -1 digital line.
Set up and maintain Internet access accounts to facilitate web browsing by
authorized individuals.
Provide secure inbound and outbound Internet mail service using the SMTP
protocol.
Design, configure, install and maintain WAN network links utilizing digital spread
spectrum radio bridges.
Provide assistance in designing, configuring, installing and maintaining all
components of the City's network infrastructure.
Provide access to the City's intranet utilizing the City's high-speed switched FOOl
backbone.
Administer 3 Unix-based firewalls that provide security to the City's network and
Internet connection.
Provide DNS naming service, including name registration and name server
management.
Administer maintenance and service contracts for Genuity, Verizon, PacBell,
Connecting Point, Secure Computing and Compaq Inc.
Provide and maintain authorized access to the City's local network through a
secure web based RAS system.
Install, maintain and troubleshoot Cat V UTP cable plant including cables. jacks,
wall plates and punch down assemblies. (Major cabling projects, drilling, or new
".onduit work may be subcontracted, and would represent a cost to Water).
. When provided with a written request from Water Administration, audit employee
Internet usage.
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Administer system at operating system level, including installation and upgrades of
the following software:
. Unix operating system
. Unidata database
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. System Builder 4GL
. Harris application software
Act as technical liaison with operating system (Compaq), database (Unidata) and
financial software (Harris) vendors.
Provide assistance with the setup of user accounts, access, and security at both
the operating system and application levels.
Provide after hours access and technical assistance to maintenance vendors as
necessary.
Provide technical assistance for Harris software (Technical assistance does not
include assistance in the use of Harris application software).
Create archive CDs of registers and reports generated during payroll processing.
Perform accounts payable backups prior to weekly final register and check
processing, and transmit positive pay data to Wells Fargo..
Perform payroll backups prior to biweekly processing, process payroll, and
transmit direct deposit and positive pay data to Wells Fargo.
Provide support in setting up and ongoing technical assistance with bank drafting.
Provide research for WFS disaster recovery options.
Documentlmaaina
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Permit T rackina
Perform system administration contingent upon receiving necessary training,
hardware, and software licenses, for I.S. personnel.
Act as technical liaison to the software vendor in resolving problems.
Provide after hours access and technical assistance to maintenance vendors as
necessary.
Provide technical assistance for selected document imaging software (Technical
assistance does not include assistance in the use of the application software).
. Provide access to the Accela Permits+ system.
. Perform server administrative services including performance monitoring, system
tuning, and installation of software upgrades and patches.
. Act as technical liaison to the software vendor in resolving problems.
City Business Svstem (Sable)
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. Provide access to County Assessor parcel information.
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Utilitv Billinq (UB)
· Administer system at operating system level, including installation and upgrades of the
following software:
. IBM Operating system (OS/4oo)
. Existing UB related software programs (HTE, llron, Acom, Standard Register,
Cog nos, WinSpool)
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· Act as technical liaison with operating system vendor (IBM), utility billing software
vendors (HTE, llron, Acorn, Cognos, WinSpool), and remittance processor vendor
(Standard Register).
· Provide assistance with setup of user accounts, access, and security at both the
operating system and application levels.
. Provide after hours access and technical assistance to maintenance vendors as
necessary .
· Provide technical assistance for HTE software and existing third party applications
(Itron, Acom, Standard Register, Cognos, WinSpool). (This does not include
assistance in how to use HTE or third party software.).
· Create and/or assist users in creating reports using Cognos Impromptu (QREP).
· Provide bill and notification design and modification services using EZIPrint.
. Maintain 'billing message' infonnation on bills using EZlPrint.
· Transfer utility billing transaction infonnation to the financial system general ledger on
a daily basis.
· Transfer miscellaneous cash receipts transaction infonnation to the financial system
general ledger on a daily basis.
· Monitor and maintain the automated derogatory file updates for the remittance
processor (OTS2oo)
· Create archive CDs of daily HTE billing reports.
· Generate and transmit refund check positive pay data to Wells Fargo.
· Implement OMS to replace discontinued IBM OfficeVision.
. Provide research for UB disaster recovery options.
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Miscellaneous Water Svstems
Employee Training Tracking System
· Provide administrative, technical and application support to end-users of system.
Maintenance Contract Tracking System
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. Provide administrative, technical and application support to end-users of system.
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Vehicle and Equipment Rental Management System
. Provide administrative, technical and application support to end-users of system.
Maximo
. Assist in performing system administration functions such as application software
upgrades.
. Act as technical liaison to the vendor in resolving problems.
DataQuick
. Act as technical liaison to the vendor in resolving problems.
Experian Credit Check System
. Act as technical liaison to the vendor in resolving problems.
J.J. Keller & Associates (Compliance Information Manager & Workplace Safety
Management software)
. Act as technical liaison to the vendor in resolving problems.
Operations
. Perform daily backups (Monday - Friday) of UB application data, WFS, and office
automation servers. The IS Division is not responsible for backing up data that is
not saved to these servers.
. Perform weekly, monthly, and year-end full system backups of UB, WFS, and
office automation servers.
. Provide offsite storage for selected weekly, monthly, and year-end full system
backups in a secure off-site media storage facility.
. Provide backup media and related supplies.
. Maintain tape library.
. Retrieve off-site tapes and restore data as required.
. Ship equipment to vendors for repair.
. Provide utility billing print services including:
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Initial, Cycle, Off-cycle, and Final Bills
Delinquent Notices
48 Hour Disconnect Notices
Multi-family Disconnect Notices (10 Day Notice)
Return Check Letters
Tenant Letters
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Other
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. Bill Notices
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Install PC software including SB Client, Client Access, HTE GUI, Cognos
Impromptu, virus protection, Microsoft operating systems and Office suite.
Troubleshoot PC and printer malfunctions.
Provide preventative maintenance to printers.
Install and relocate PCs and printers.
Maintain automated inventory of PCs, laptops, printers and desktop software, on
equipment connected to the City network. (Dependent upon IS 02-03 city budget
approval. )
Daily service walk-through for 2nd and 5111 floors.
Service walk-through at Water Yards Monday through Thursday.
Service walk-through at WRP each Tuesday and Thursday.
On-site business-hours support from 6:30 AM to 5:30 PM, Monday through
Thursday, and 6:30 AM to 4:30 PM on Fridays.
On-site after-hours Operations support for special processing, report printing,
upgrades, etc.
Administer maintenance contracts for desktop PCs & printers, laptops, and line.
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Provide monthly status report to General Manager.
IS representative attendance at department meetings (agenda setting/debriefing,
WTC, Web site committee) as requested and/or possible.
Obtain annual hardware and software maintenance contract quotes for systems
and software supported by IS.
Review annual hardware and software maintenance invoices, and forward to
Water Finance after sign-off.
Provision of quarterly Links meetings & associated !raining.
Review & sign-off of requests for technology purchases, monitoring for department
wide compatibility and standardization.
Assist in development of an online technology master plan.
Keep the Water Department informed of City technology projects of interest.
Develop simple Mir;rosoft Access and Visual Basic applications.
Information Services Director. City
Date:
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Approved by Water Board:
Date: #~
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Resol u t ion 599
RESOLUTION OF THE BOARD OF WATER COMMISSIONERS OF THE CITY OF
SAN BERNARDINO ADOPTING A MASTER SERVICES MEMORANDUM OF
UNDERSTANDING WITH THE CITY OF SAN BERNARDINO FOR PROVISION OF CITY
SERVICES FOR FISCAL YEAR 2002/2003.
WHEREAS, The City of San Bernardino ("City") provides certain
services to the Water Department ("Department") for which the
Department compensates the City; and,
WHEREAS, it is the desire of the City and the Department to
memorialize these agreements in a Memorandum of Understanding;
BE IT RESOLVED BY THE BOARD OF WATER COMMISSIONERS OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1.
The Memorandum of Understanding between the City
and the Board of Water Commissioners setting forth the services that
are
to be provided by the City to the
and the
Department
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compensation to be paid therefore, a copy of which is attached
hereto and incorporated herein as "Exhibit 1", is hereby adopted.
I HEREBY CERTIFY that the foregoing resolution was duly adopted
by the Board of Water Commissioners of the City of San Bernardino at
4th
day of
June
regular meeting thereof, held on the
, 2002, by the following vote, to wit:
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AYES:
COMMISSIONERS
Cocke. Callicott. Battey. Miller
NAYES:
None
ABSENT:
Commissioner Matich
(Seal)
Stacey
Deputy
Ex-Officio Secreta~y
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): !. -I '1 - O:J Item # q
Vote: Ayesll~"\'1'('I' Nays P
Change to motion to amend original documents:
Resolution # ,;l DO ::2 - / (",(;)
Abstain;kY Absent 5
Reso. # On Attachments: I Contract term: -
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: [g - l"b - 0 :+
Date of Mayor's Signature: 11 - (){) - 0 '0
Date of Clerk/CDC Signature: & . JJ - ()3
Date Memo/Lett
r Signature:
See Attached:
See Attached:
ched:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (64\3, 6429, 6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
,
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attorney j
Parks & Rec.
Code Compliance Dev. Services
Police Public Services Water
Notes:
NullNoidAfter: I,O~1 'il-lIrO;;)-
By: -
Reso. Log Updated: /
Seal Impressed: ,/'
Date Returned: _
Yes / No By_
Yes "f By_
Yes No By_
Yes No By_
Yes No By_
EDA
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Finance
Others: M", \ c\
MIS
,/
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: 1l1I::.
Date: G -lS -Od-
Revised 01112/01