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HomeMy WebLinkAboutReso 1990-15576 RESOLUTION NO. 15576 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AMENDING FY 1989-90 BUDGET BY ESTABLISHING A GEOGRAPHIC INFORMATION SYSTEMS MANAGER POSITION WITHIN THE PUBLIC WORKS DEPARTMENT IN THE MIDDLE MANAGEMENT GROUP AND APPROPRIATING FUNDS THEREFOR The City Council of the City of Chula Vista does hereby resolve as follows: WHEREAS, durin9 the FY 89-90 budget cycle, the Public Works Department submitted a supplemental budget request for a Geographic Information Systems (GIS) Manager in the operating budget and related hardware, software, and data conversion in the CIP, and WHEREAS, the supplemental budget was submitted on behalf of a working team of staff from the Public Works, Planning and Management Services Departments, and WHEREAS, staff worked with material provided by PlanGraphics, a consulting firm hired by the City in 1987 to conduct a feasibility study and to develop an implementation plan, and WHEREAS, the City Manager recommended deferring the proposal pending a submission of a separate, more detailed report which would more thoroughly discuss the proposal, and WHEREAS, the City Manager indicated the report should go beyond the 1987 study completed by PlanGraphics to indicate how the study would be implemented by: 1) staffing, 2) identification of space to house the program, and 3) a proposal for maintenance of the data once it's established, and WHEREAS, the All3 attached hereto answers those questions and it is staff's recommendation to create a position of Geographic Information Systems Manager. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby amend FY 1989-90 budget by establishing a Geographic Information Systems Manager position within the Public Works Department in the Middle Management Group. Resolution No. 15576 Page 2 BE IT FURTHER RESOLVED that the sum of $44,300 is hereby appropriated from the Trunk Sewer Capital Reserve Fund to the following accounts: $9,450 to 100-1401-5101; $1,230 to 100-1401-5141; $1,180 to 100-1401-5142; $140 to 100-1401-5143; $29,000 to 100-1401-5201; $1,700 to 100-1401-5211 and $1,600 to 100-1401-5566. Presented by Approved as to form by / icha Jo P. Lip D. R r Rudolf Di of Public Works Assistant City Attorne½ Resolution No. 15576 Page 3 COUNCIL AGENDA STATEMENT Item Meeting Date ~3~9q ~//2.~/~ ITEM TITLE: Resolution /ES?G Amending FY 1989-90 budget by establishing a Geographic Information Systems Manager position REVIEWED BY: City Manager~H}~ (4/Sths Vote: Yes x No ) During the FY 89-90 budget cycle, the Public Works Department submitted a supplemental budget request for a Geographic Information Systems (GIS) Manager in the operating budget and related hardware, software~ and data conversion in the CIP. The supplemental budget was submitted on behalf of a working team of staff from the Public Works, Planning, and Management Services Departments. In preparing the supplemental budget request, staff worked with material provided by PlanGraphics, a consulting firm hired by the City in 1987 to conduct a feasibility study and to develop an implementation plan. The City Manager's FY 1989-90 budget message indicated that, while sufficient 'on-General Fund monies can be identified to support the project, it was his recommendation to defer the proposal pending a submission of a separate, more detailed report which would more thoroughly discuss the proposal. The City Manager indicated the report should go beyond the 1987 study completed by PlanGraphics to indicate how the study would be implemented by: l) staffing, 2) identification of space to house the program, and 3} a proposal for maintenance of the data once it's established. This report is being submitted to answer those questions and to initiate the GIS process. RECOMMENDATION: That Council adopt the' resolution establishing a position of Geographic Information Systems Manager. BOARDS/COMMISSIONS RECOMMENDATION: Not applicable. DISCUSSION: A Geographic Information System (GIS) involves a combination of data processing techniques that enable the creation of geographic or land use information systems by integrating diverse automated City data files, including maps. Such systems can give staff, managers, and policy makers the ability to use geography (individual parcel, planning area, city block, etc.) as a common denominator for the review and analysis of data from a number of different sources that may cross departmental lines, such as streets, sewers, Resolution No. 15576 Page 4 Page 2,_Item '10 ~ ,_ Meetin6 Date 4/3/~U -i// '~D drainage systems, street trees, street lights, traffic signals, zoning, assessment districts, fire hydrants, et~. The information can then be retrieved in graphic form. This would be a superior and far more efficient and accurate system for obtaining information on one or more parcels of land as it may relate to project construction, land use determinations or future planning. Attached to this report is the Executive Summary of the PlanGraphics GIS feasibility study. It describes their findings, the conduct of their needs assessment, and recommendations about City implementation of its GIS system. A copy of the entire PlanGraphics report, which was previously distributed to the Council shortly after its completion, will be available for review in the Council office. The PlanGraphics report highlights significant quantttative and qualitative benefits from the creation of a GIS system. Included are labor savings in map drawing, file compilation and maintenance; such costs would grow steadily if the current manual operations were to continue. Map quality and drafting would be significantly improved by the use of computer aided design functions of the GIS system. This would allow for greater accuracy and consistency as the system was implemented. The GIS system provides for the integration of maps and geodata now stored and handled separately, allows maps and related data to be shared more effectively, and produces coordinated maps, drawings, tables, and textual reports to meet specific geographic needs of the using departments. Conceptually, the GIS would run on microcomputer-powered graphic query stations linked by a 1 ocal area network (LAN) to a single fil e-serving processor managing an integrated database. A single plotter will be used initially to serve the needs for finished hard copy graphics, and a second added later as the system matures. The system software would include the computer graphic generation and editing-capabilities (including computer aided drafting and mapping capabilities), database structuring and management, and plot and report generating modules. The PlanGraphics implementation plan presented a three phase project to keep implementation at a manageable level for the number of staff we intend to commit to the project. The phasing plan is listed below. Phase 1 Steps Hiring and training of a system manager.* Development of system specifications.* Procuremerit and installation of hardware and software for service bureau and Engineering sites. Definition of storm and sanitary sewer portions of database. Resolution No. 15576 Page 5 Page 3~_Ite~l-O- Meeting Date 4/j/~u Development of database and utility map conversion specifications and plans for in-house 'conversion of themati.c map overlays.* Procurement of data conversion services. Selection of work station operators. Determination of priorities for service bureau products. Development of special applications. Planning and implementation, as a pilot project, of a manual permit tracking project. Implementation of an automated permit tracking system. Phase 2 Steps Phase 2 implementation corresponds to year 2 of the 5 year implementation cycle. Procuremerit and installation of hardware for the service bureau, Department of Public Works/Engineering, and Planning nodes. Determination of thematic map overlay portions of the database. Procurement of data conversion services for zoning and general plan maps. In-house conversion of thematic map overlays. Definition and implementation of special system applications. Training of additional work station operators. Phase 3 Steps Phase 3 will be implemented during the remaining three years of the five year implementation period. Procurement and installation of additional equipment and software. Determination of additional requirements and if necessary, modifying the implementation plan. Development of aerial photography and data faptured specifications for upgrading the base map file. Procurement of aerial photography, mapping, and data capture services to expand and upgrade GIS base mapping. Resolution No. 15576 Page 6 Page 4~.Ite~ "SO,. ~ Meeting Date 4131~0 ~½, ~ As can be seen by the implementation plan, a significant amount of work must be accomplished early on in order to achieve an effective implementation of the GIS proposal. Those items marked with an I*) in Phase I must receive the immediate attention of the GIS Work group. Therefore, staff is recommending that the Geographic Information System Manager be hired to facilitate the implementation process. Organizationally, the GIS unit would be a part of the Public Works/Engineering Division and have the same stature as the Land Development, Traffic Engineering, Advance Planning, Design, and Construction sections with its own budgetary controls. The GIS Manager would report directly to the Deputy Public Works Director/City Engineer. The GIS section would be physically located in Engineering. The present working group (Planning Director, Public Works Director, and Data Processing Manager) will become the steering committee that will provide overall direction to the GIS development process. The working committee will facilitate all of the work to be done among the departments initially in the GIS project. The committee will closely review all activities during the start up process and also clarify organizational responsibilities as more departments become involved as GIS users. Following the approval of the Public Facilities Development Impact Fee earlier - this fiscal year, the working group met to evaluate the implementation plan presented by the consultant. It was the consensus of this group that the GIS Manager needed to be hired in advance of many of the activities listed in Phase 1 of the implementation plan. It has been suggested conceptually .that the first phase of the implementation plan be in three steps. The first would be hire the GIS Manager; second, develop the system specifications; and third, develop the database and utility map conversion specifications for thematic map overlays. In addition, the GIS Manager would begin the process of preparing RFP's for procuring and-installing the hardware and software for the GIS system, and prepare the RFP for data conversion services. At the beginning of next fiscal year, the RFP's would be issued and evaluated and the remaining steps in Phase 1 to be accomplished. At the later stages of Step l, two permanent staff members would be reassigned to the project team - one each coming from Engineering Department and Planning Department. To limit the impact on the mapping operations in both Planning and Engineering, temporary replacements for the two individuals is recommended. The staffing in the GIS section would then constitute a service bureau (similar in concept to the Word ProcesSing Center) of a GIS Manager, an Engineering Technician I and a Planning Technician II. During this period of time, the installation of the hardware and softv~are would be accomplished and initial data conversion would be accomplished. through a combination of in-house and contract services. The servic~ bureau technicians from Engineering and Planning would be used to install the new files and to verify the accuracy of the data converted from paper/mylar maps to the computer map and database. The two Technicians would be responsible for updating of data. Resolution No. 15576 Page 7 Page 5,._Item '~k, ~ _ Meeting Date 4/jl~u ff/;-Z/gJ During earlier stages of planning this project, the former Planning Director suggested that the commitment of a P1 anning .Technician II on a permanent basis may not be appropriate. It was his opinion that sufficient work existed for the technician apart from mapping duties that the position may be required in the Planning Department. The new Planning Director is expressing the same comments. It is staff's intention that the position be examined during mid-FY 1991-92 to determine the needs of the GIS Service Bureau and the Planning Department. Maintenance of the system should begin during the second year. The steering committee will assure that maintenance of the different layers are maintained by those departments responsible for the data. Coordination by the steering committee over the various GIS users will encourage data maintenance to be kept up to date. In addition, staff will be recommending that as a condition of final map approval,- developers must submit on electronic data media, copies of the final maps as they are being submitted to the County for final recording. Maintenance off the base map will be the responsibility of the GIS staff. They will be responsible for integrating the electronic media into the existing database and verifying accuracies. They will also be confirming data conversion from the existing map files. It is expected that the different layers of data will be managed by different _departments. For example, data that pertains to fire hydrants would be ~anaged by the Fire Department (prevention); zoning information data would be ~ontrolled by the Planning Department; and sewer system data would be controlled by Engineering. Access to the various layers of data will be possible, however, the capacity to change data will be the sole responsibility of the managing department. This security measure is standard in most data processing applications. FISCAL IMPACT: Following Council approval of this proposal, staff will initiate recruitment of the GIS Manager. Optimistically, staff believes that the GIS Manager would report to work in May 1990. Staff is recommending that salaries and fringe benefits be equivalent to a Senior Civil Engineer ($65,130 annually). Three months salary would be approximately $12,000 including benefits. Additional first year costs would be $1,600 for office furniture and $30,700 in contractual services to assist the GIS Working Group in developing system specifications and other technical assistance. Total first year budget for FY 1989-90 would be $44,300 which would come from the Trunk Sewer Capital Reserve Fund. In the second and following years, funding would come from Gas Tax, SCOOT, Traffic Signal Fund and Redevelopment Funds (Town Centre I, Otay Valley, and Bayfront) as well as DIF and sewer funds. Resolution No. 15576 Page 8 Page 6,..Ite~"~O_ Meeting Date 4/j/~u ~ /~L Current Year FY 90-91 FY 91-92 FY 92-93 Operating Budget GIS Manager* 12,000 71,140 74,700 78,430 Eng. Tech. I* 15,520.* 16,300'* --*** Plan. Tech. II* 15,150'* 15,910'* --*** Supplies/Services 30,700 64,000 34,000 34,000 Capital Outlay 1,600 1,000 .... Total 44,300 ~ ~ * Salaries and fringe benefits. ** One-half year funding only *** Temporary employees would probably no longer be needed in Planning and Engineering, therefore no costs are shown even though the Eng. Tech. I and Plan. Tech. II would be part of the total program. CIP Current Year FY 90-91 FY 91-92 FY 92-93 Hardware/software -- 280,000 238,700 365,200 Maintenance -- 28,000 52,700 90,800 Database -- 143,400 14,200 243,500 0 451,400 305,600 699,500 Resolution No. 15576 Page 9 PASSED, APPROVED, and ADOPTED by the City Council of the City of Chula Vista, California, this 26th day of April, 1990 by the following vote: AYES: Councilmembers: Malcolm, McCandliss, Moore, Cox NOES: Councilmembers: Nader ABSENT: Councilmembers: None ABSTAIN: Councilmembers: None '~ ~,~Cox, 'Mayor'~ ATTEST: Beverly ~. Authelet, Cii~ t]lerk STATE OF CALIFORNIA ) COUNTY OF SAN DIEGO ) ss. CITY OF CHULA VISTA ) I, Beverly A. Authelet, City Clerk of the City of Chula Vista, California, do hereby certify that the foregoing Resolution No. 15576 was duly passed, approved, and adopted by the City Council of the City of Chula Vista, California, at a regular meeting of said City Council held on the 26th day of April, 1990. Executed this 26th day of April, 1990.