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<br />..... <br /> <br />-....... <br /> <br />. <br /> <br />~ <br />~H1LI.S <br /> <br />MEMORANDUM <br /> <br />DATE: <br /> <br />October 9, 2003 <br /> <br />Agenda Item 7.A <br /> <br />TO: <br /> <br />Mayor and Council <br /> <br />FROM: <br /> <br />Aaron Parrish, Director of Community Development / Asst. City Admin. <br /> <br />(ii) <br /> <br />SUBJECT: <br /> <br />Authorization to Purchase Paper Folder <br /> <br />ENCLOSURES: <br /> <br />1. Specifications for Recommended Folder <br /> <br />Overview <br /> <br />For a number of reasons, staff would like to pursue the acquisition of a paper folding machine. These <br />reasons include the following: <br /> <br />. <br /> <br />~ First and foremost, the acquisition of a paper folder would help improve the efficiency of our utility <br />billing operation. As Council is aware, we are in the process of converting the utility billings <br />function from our DOS based BDS system to our Windows based Springbrook software package. As <br />part of the conversion, we will begin printing our bills on our copier or laser printer. By buying a <br />paper folder, we will not have to fold approximately 1000 bills per month. The perforating feature <br />will also save money by not requiring the purchase of special perforated paper. <br /> <br />~ With and increased emphasis on communication and neighborhood involvement, we have sent out <br />significantly more mailings this year than we have in the past. For example, all hearings associated <br />with Guidant, the Maintenance Facility, or Highway 96 were mailed to over 800 residents as opposed <br />to the standard of approximately 350 feet. <br /> <br />~ Overall, by purchasing a folding machine it would allow staff time to be utilized more effectively. <br />For example, it is estimated that 28 hours of staff time went into preparing and distributing notices <br />for the current round of neighborhood meetings. It is estimated that this could be reduced to <br />approximately 14 hours with the recommended folding machine. <br /> <br />The specifications for the machine that staff has reviewed and would recommend is attached for your review. <br />Since there is a strong possibility that we would not purchase this piece of equipment if we were not <br />converting to the new financial software, I would propose that this expenditure be funded equally out of the <br />water and sewer enterprise funds. <br /> <br />Requested Action <br /> <br />. Authorize staff to purchase a paper folder in an amount not to exceed $3000 <br />\\Earth\Planning\Technology\10-08_03 Memo to Council. Paper Foldcr.doc <br />