Minutes 09/28/2004 - Laserfiche WebLink

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September 28, 2004 Purpose and Need: · The School System's financial/human resource management system, which operates on the City's old mainframe operating system, is outdated and costly to maintain. The mainframe, although still supported by the software vendor, does not meet the financial reporting needs of the School System. · The School System's current financial/human resource management system is also in need of replacement due to the uncertainty of receiving ongoing technical support from the vendor and changing financial reporting requirements. · The City's financial/human resource management system, which is one generation newer than the mainframe operating system, is also growing outdated. · As the financial reporting requirements for both systems have changed significantly in recent years, neither system is capable of providing reports with timely and useful financial information. The financial/human resource management systems of both the City and the School Board do not meet current or future financial accounting and reporting and financial performance analysis and monitoring needs and requirements. As a result, both Finance Departments expend considerable staff resources preparing spreadsheet schedules and reports. · To address this issue, City and School staff has worked together to develop a working plan for the replacement of both systems with a single, shared comprehensive financial/human resource management system, thus reducing maintenance and support costs and increasing staff efficiency and effectiveness. · A joint comprehensive financial/human resource management system will enable the integration and consolidation of support functions, increase the functional efficiency and effectiveness of both Finance Departments, and improve relations and communications between City and School staff. Financial Impact: · The long-term cost of the Joint Financial/Human Resource Management System will be split between the City and the School System, and related costs will be allocated appropriately. A long-term financing strategy will be developed and submitted as part of the FY 2005-06 Budget Process. · The School System has identified excess revenue over budget totaling $936,486 as their initial contribution to the joint system. The School Board resolution dated September 23, 2004, requests City Council to establish a capital project with the funding transferred from the School Board. Motion by Ms. Randall, and seconded by Mr. Whitehurst, to adopt the following ordinance, and was adopted by the following vote: "ORDINANCE TO AMEND THE FY 2004-05 CAPITAL IMPROVEMENT PROGRAM BY CREATING A NEW CAPITAL IMPROVEMENT PROJECT #96930- CITY/SCHOOLS JOINT FINANCIAL/HUMAN RESOURCE MANAGEMENT SYSTEM AND BY APPROPRIATING IN THE CAPITAL IMPROVEMENT FUND THE SUM OF $936,486 FROM FY 2004-2005 FUNDS FOR EDUCATIONAL PURPOSES TRANSFERRED TO THE CITY BY THE SCHOOL BOARD FOR SAID PROJECT." Ayes: Heretick, Moody, Psimas, Randall, Smith, Whitehurst, Holley Nays: None 04 - 363 - Adoption of an ordinance to amend the FY 2004-05 Operating Budget by appropriating $1,572,247 of Federal Emergency Management Agency (FEMA) reimbursement funds for expenses related to Hurricane Isabel. FEMA has allocated these funds to the City for the purpose of reimbursing costs associated with Hurricane Isabel, especially related to the impact on the future capacity of the City's landfill.