HomeMy Public PortalAbout12-05-2006LII
This Agenda contains a brief general description of each item to be considered. Copies of the Staff
reports or other written documentation relating to each item of business referred to on the Agenda are
on file in the Office of the City Clerk and are available for public inspection. A person who has a
question concerning any of the agenda items may call the City Manager at (310) 603-0220, ex/. 200.
Procedures for Addressina the Council
IN ORDER TO EXPEDITE CITY COUNCIL BUSINESS, WE ASK THAT ALL PERSONS WISHING TO
ADDRESS THE COUNCIL FILL OUT A FORM PROVIDED AT THE DOOR, AND TO TURN IT IN TO
THE CITY CLERK PRIOR TO THE START OF THE MEETING. FAILU,RE TO FILL OUT SUCH A
FORM WILL PROHIBIT YOU FROM ADDRESSING THE COUNCIL IN THE ABSENCE OF THE
UNANIMOUS CONSENT OF THE COUNCIL. !kAt fJ~
AGENDA ITEMS ON FILE FOR CONSIDERATION
AT THE REGULAR MEETING OF
THE L YNWOOD INFORMATION INC.
TO BE HELD ON DECEMBER 5, 2006
5:00 P.M.
COUNCIL CHAMBERS
11330 BULLIS ROAD, L YNWOOD, CA 90262
LETICIA VASQUEZ
CHAIRPERSON
REVEREND ALFREDDIE JOHNSON, JR.
VICE-CHAIRMAN
NOV 3 0 2006
AM PII
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FERNANDO PEDROZA
DIRECTOR
LOUIS BYRD
DIRECTOR
MARIA TERESA SANTILLAN
DIRECTOR
CITY ATTORNEY
J. ARNOlDO BELTRAN
CITY MANAGER
N. ENRIQUE MARTINEZ
CITY CLERK
ANDREA L. HOOPER
CITY TREASURER
IRIS PYGATT
OPENING CEREMONIES
1. CALL TO ORDER
2. ROLL CALL OF DIRECTORS
Louis Byrd
Reverend Alfreddie Johnson, Jr.
Fernando Pedroza
Maria T. Santillan
Leticia Vasquez
3. CERTIFICATION OF AGENDA POSTING BY SECRETARY
4. PROCLAMATIONS/PRESENTATIONS
PUBLIC ORAL COMMUNICATIONS
IF AN ITEM IS NOT ON THE AGENDA, THERE SHOULD BE NO SUBSTANTIAL
DISCUSSION OF THE ISSUE BY THE COUNCil, BUT IT IS All RIGHT FOR
COUNCil TO REFER THE MATTER TO THE STAFF OR SCHEDULE SUBSTANTIVE
DISCUSSION FOR A FUTURE MEETING.
(The Ralph M. Brown Act, Government Code Section 54954.2 (a).)
CONSENT CALENDAR
All matters listed under the Consent Calendar will be acted upon by one motion affirming
the action recommended on the agenda. There will be no separate discussion on these
items prior to voting unless members of the Agency or staff request specific items be
removed from the Consent Calendar for separate action.
5. MINUTES OF PREVIOUS MEETINGS:
Regular Meeting - November 7,2006
6. APPROVAL OF THE WARRANT REGISTER
Comments:
Lynwood Information, Inc. warrant register dated December 5, 2006 for FY 2006-2007 is
presented for the Board's approval.
Recommendation:
Staff recommends that the Board of Directors of Lynwood Information Incorporated
approve the warrant register.
7. TREASURER'S QUARTERLY INVESTMENT REPORT
Comments:
The purpose of this item is to have the Honorable Chairperson and Directors of Lynwood
Information Inc. review the Treasurer's Quarterly Investment Report as required by State
Statutes.
Recommendation:
The City Treasurer recommends that the Lynwood Information Inc. receive and file the
attached Quarterly Investment Report for the quarter ending March 31, 2006.
2
DISCUSSION ITEM
8. UPDATE ON THE RECORDS MANAGEMENT PROGRAM AND AUTHORIZATION TO
ISSUE A REQUEST FOR PROPOSALS FOR AN ELECTRONIC DOCUMENT
MANAGEMENT SYSTEM
Comments:
On May 16, 2006, the City Council adopted an ordinance that included the assignment of
responsibilities for records management. At the same meeting, directions were given to
the City Manager relative to the implementation of a records management program.
Recommendation:
Staff recommends that the Board of Directors of Lynwood Information Incorporated
receive and file a presentation from staff and authorize the release of a Request for
Proposals (RFP) for an Electronic Document Management System.
ADJOURNMENT
THE NEXT REGULAR MEETING WILL BE HELD ON DECEMBER 19, 2006 AT 5:00
P.M. IN COUNCIL CHAMBER ROOM, CITY HALL, CITY OF L YNWOOD,
CALIFORNIA.
3
DATE:
TO:
APPROVED BY:
PREPARED BY:
SUBJECT:
AGENDA STAFF REPORT
December 5, 2006
Lynwood Information Inc. Chairman and Directors
N. Enrique Martinez, City Manager
Andrea L. Hooper, City Cler~
Albert Espinoza, Deputy City Clerk
Lynwood Information Inc. Minutes
Recommendation: Staff recommends the Lynwood Information Inc. approve
following minutes:
· Regular Meeting, November 7, 2006
Background: N/A
Fiscal Impact: N/A
Coordinated With: N/A
AGENDA
ITEM
5
LYNWOOD INFORMATION INC.
REGULAR MEETING
NOVEMBER 7, 2006
The Lynwood Information, Inc. of the City of Lynwood met in a regular meeting in the
Council Chambers, 11330 Bullis Road on the above date at 5:11 p.m.
Chairman Vasquez presiding.
Directors Byrd, Johnson, Pedroza, Santillan, and Vasquez were present.
Also present were City Manager Martinez, City Attorney Beltran, Secretary Hooper, and
City Treasurer Pygatt.
Secretary Hooper announced that the Agenda had been posted in accordance with the
Brown Act.
Item #4
PROCLAMA TIONS/PRESENT A TIONS
. Transition to the New Financial System - by Peter Han
PUBLIC ORAL COMMUNICATIONS
(Regarding Agenda Items Only)
NONE
PUBLIC ORAL COMMUNICATIONS
NONE
CONSENT CALENDAR
All matters listed under the Consent Calendar will be acted upon by one motion
affirming the action recommended on the agenda. There will be no separate discussion
on these items prior to voting unless members of the Agency or staff request specific
items be removed from the Consent Calendar for separate action.
Director Pedroza requested staff to provide him via the green sheets an explanation of
warrant #3809.
It was moved by Director Byrd, seconded by Vice Chairman Johnson, to approve the
minutes and adopt the warrant register resolution.
Item #5
MINUTES OF PREVIOUS MEETINGS:
. Regular Meeting - October 17, 2006
Item #6
APPROVAL OF THE WARRANT REGISTER
RESOLUTION NO. 2006.018 ENTITLED:
A RESOLUTION OF THE L YNWOOD INFORMATION INC. OF L YNWOOD,
CALIFORNIA, ALLOWING AND APPROVING THE DEMANDS AND WARRANTS
THEREFORE.
ROLL CALL:
AYES: DIRECTOR BYRD, JOHNSON, PEDROZA, SANTILLAN, AND VASQUEZ
NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
ADJOURNMENT
Having no further discussion, it was moved by Director Pedroza, seconded by Vice
Chairman Johnson, and carried to adjourn the regular Lynwood Information Inc.
meeting at 5:17 p.m.
Leticia Vasquez, Chairman
Andrea L. Hooper, Secretary
AGENDA STAFF REPORT
DATE:
TO:
December 5, 2006
Honorable Chairperson and ~Z' ect~f
Information Incorporated
N. Enrique Martinez, City Manager.. ' I
Christy Valencia, Deputy Director of Finance ~I' L
Monica Castellanos, Accounting Technician
Lynwood
APPROVED BY:
PREPARED BY:
SUBJECT:
Approval of the Warrant Register
Recommendation:
Staff respectfully recommends that the Board of Directors of Lynwood
Information Incorporated approve the warrant register for Fiscal Year 2006-2007.
--------------------- Attached Warrant Register dated December 5, 2006-----------------
AGENDA
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DATE:
TO:
APPROVED BY:
PREPARED BY:
AGENDA STAFF REPORT
December 5, 2006
Honorable Chairperson and Directors of Lynwood Information Inc.
N. Enrique Martinez, City MaJ'~r
Iris Pygatt, City Treasurer It/;'
SUBJECT: Treasurer's Quarterly Investment Report
Recommendation:
The City Treasurer respectfully recommends that the Lynwood Information Inc,
receive and file the attached Quarterly Investment Report for the quarter ending
March 31, 2006,
Background:
In response to the aisis caused by the Orange County investment pool, the State
Legislature in 1995 enacted SB564 and 8B866, These laws were enacted as
State Statutes to impose certain mandates regarding investment with public
funds, The statutes have imposed the following mandates:
1, Annual adoption of an Investment Policy that incorporates changes
mandated by the State,
2. Quarterly Investment Reports presented to the Legislative Body or
Board Members,
3. Restriction on the use of certain investment instruments.
The attached Treasurer's Report has been prepared to provide the following
information:
1. Types of investments (including principal, market value rates, and
maturity dates).
2. List of various bank accounts with banking institutions.
3. Statement informing each Agency (City, LRA, LPFA and L11) that they
are expected to have sufficient liquid funds to meet their pooled
expenditure requirements for the next six (6) months. .
4. Statement informing the Lynwood Information Inc. that the investment
portfolio conforms with the adopted investment policy. AGENDA
ITEM
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AGENDA STAFF REPORT
DATE:
TO:
December 5, 2006
Honorable Chairperson and Directo. r~ofL
Information Incorporated/)
N. Enrique Martinez, City Manag1/l" '
Lorry Hempe, Assistant City Manager
APPROVED BY:
PREPARED BY:
SUBJECT:
UPDATE ON THE RECORDS MANAGEMENT PROGRAM
AND AUTHORIZATION TO ISSUE A REQUEST FOR
PROPOSALS FOR AN ELECTRONIC DOCUMENT
MANAGEMENT SYSTEM
Recommendation:
Staff recommends that the Board of Directors of Lynwood Information
Incorporated receive and file a presentation from staff and authorize the release
of a Request for Proposals (RFP) for an Electronic Document Management
System.
Background:
On May 16, 2006, the City Council adopted an ordinance that included the
assignment of responsibilities for records management. Additional directions
were provided to the City Manager. Those directions are as follows ("Attachment
A- Minutes from May 16, 2006 Meeting"):
1. A report that describes what the City wants to achieve with respect to
Ordinance No. 1576.
2. Close communication with the City Council and City Clerk.
3. Retention of a qualified consulting group for records retention and include
the City Clerks input and timetable of priorities to put records in the
system.
4. Good backup system in case of computer failure.
It was further directed for staff to bring back an update on the progress of the
records management program. This item is being presented in response to that
directive.
AGENDA
ITEM
z
Discussion & Analysis:
Staff developed a Records Management Implementation Schedule to implement
a comprehensive records management program ("Attachment B"). The
recommended records management program will manage the life cycle of the
City's records from creation to destruction.
Below are the main components recommended in the records management
program:
· Develop an Assessment Report and Implementation Plan for electronic
records management;
· Develop Records Management Program Guidelines;
· Coordinate the transfer of inactive records to an off-site records facility;
. Create a master inventory of all City records;
· Reconfigure to optimize existing storage space and EOC office at the
basement of City Hall North for records management needs;
· Develop policies for the management of vital and historical records; and
· Update the City's Records Retention Schedule.
The City hired the services of Gladwell Governmental Services, Inc. to develop
an Assessment Report and Implementation Plan. Staff anticipates having a
completed report by early December 2006. Meetings were held with each
Department representatives to ascertain current records management practices
and needs. Included in the report is a hierarchy of documents to be imaged and
recommended document imaging policy for a cost-effective imaging program. As
the consultant meets with each Department, staff is updating the City Council
adopted Records Retention Schedule to reflect the records the City currently
retains.
Staff is also working with the City Attorney on Records Management Program
Guidelines. These guidelines are being developed to provide City staff with a
foundation on records management best practices and systematic procedure on
the creation and disposition of records. These guidelines are anticipated to be
completed by mid December 2006. Staff is also working on resubmitting an
application for the State of California Historical Regrant Program to receive
funding for the preservation of the City's historical records. The Regrant
Program is a competitive grant program offered by the State to promote the
preservation of historical records.
Staff anticipates commencing with the off-site storage of records by mid
December 2006. This would provide immediate relief to departments needing
additional office for their records.
In analyzing whether the current Electronic Document Management System
("EDMS") is the best system to serve the public's needs, staff explored other
cities' EDMS. Other EDMS provide searching over the Internet for records as a
simple process through an easy-to-use interface. Such a system, if implemented,
would allow members of the Lynwood community to easily search through and
2
retrieve City documents. Providing a very simple, easy-to-use interface for the
public is of paramount importance to the recommended records management
program.
Rather than simply upgrading the City's current system, it is recommended that
the City issue a Request for Proposals (RFP) to explore all options available to
the City. The RFP would not preclude the City from continuing with its current
vendor, it would simply provide an opportunity to look at the options available to it
and the costs associated with those options. This would enable the City to
consider its options with full cost disclosure, and acquire those program
components (including outsource scanning bureau service) in the most
competitive, advantageous environment possible.
To ensure that the needs of the Departments are appropriately considered in the
process, staff established a Stakeholders Committee. This committee is
responsible for reviewing the Assessment Report and Implementation Plan. If an
RFP is approved, the Stakeholders Committee members will be involved in the
selection process of the EDMS for the City.
To ensure that close coordination with the City Clerk is achieved, staff has made
an effort to brief the City Clerk on activities relating to the records management
project. The following is a list of some of the activities to ensure that this process
has been inclusive:
1) Staff invited the City Clerk to speak before the Personnel Board relative to
the eligibility list for the Administrative Analyst I position to be assigned for
the records management program.
2) The Deputy City Clerk served on the interview panel for selection of the
off-site records storage facility.
3) City Clerk and the City Attorney served on the Records Retention
Schedule Steering Committee for the development of the schedule.
4) An open invitation has been extended to the City Clerk to be part of the
meetings on records management.
5) The City Clerk and Deputy City Clerk are members of the EDMS
Stakeholders Committee. As a member of the Stakeholders Committee,
the City Clerk receives draft documents for her review and comments.
6) Gladwell Governmental Services Inc. interviewed the City Clerk and
Deputy City Clerk relative to their priority for documents to be imaged.
As activities relative to this project progresses, staff is committed to continue to
include the City Clerk in the process.
Fiscal Impact:
Staff estimates a cost of $25,000 to $150,000 associated with implementing an
Electronic Document Management System. The exact cost will be determined
when the RFP process has concluded.
3
Coordinated With:
City Attorney
All Departments
4
A tT ~,h rntt* '-1\'" - ~\ nM k.
EXCEED $45,000 AND AUTHORIZING THE PRESID~!~ THE
AGREEMENT
ROLL CALL
AYES COUNCIL MEMBERS BYRD, JOHNSON, PEDROZA, SANTILLAN, AND
VASQUEZ
NONE
NONE
NONE
NOES
ABSTAIN
ABSENT
Item #12
SECOND READING OF ORDINANCE - AMENDMENT OF SECTION 2-3
OF THE L YNWOOD MUNICIPAL CODE
Mayor Pro Tem Johnson pulled this Item for diScussion He requested the following from
the City Manager
1) A report that descnbes what the City wants to achieve with respect to this
Ordinance
2) Close communication with the Council and City Clerk
3) A qualified consulting group for records retention group and Include the City
Clerks Input and timetable of pnonties to put records In the system
4) Good back up system In case of computer failure
After diScussion, It was moved by Council Member Santillan, seconded by Mayor Pro
Tem Johnson, to waive the second reading and adopt the Ordinance
ORDINANCE NO. 1576 ENTITLED:
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AMENDING
SECTION 2-3 OF THE L YNWOOD MUNICIPAL CODE RATIFYING THE
ESTABLISHMENT OF THE OFFICE OF ELECTED CITY CLERK, SETTING FORTH
THE DUTIES OF THAT OFFICE AND ASSIGNING RESPONSIBILITY FOR
DEPARTMENTAL SUPPORT, OPERATIONS AND PERFORMANCE TO THE CITY
MANAGER
ROLL CALL
AYES
NOES
ABSTAIN
ABSENT
COUNCIL MEMBERS JOHNSON, SANTILLAN, AND VASQUEZ
BYRD, PEDROZA
NONE
NONE
Deputy City Clerk Espinoza read the Ordinance by title
Item #15
STREET SWEEPING CONTRACT TEMPORARY CONTRACT
EXTENSION AND REQUEST FOR PROPOSALS
Mayor Pro Tem Johnson pulled this Item for diScussion City Manager Martinez
Introduced the status of the street sweeping contracts
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