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Regular City Council Meeting Monday, November 25, 2013 Page 12 identify those sources as part of staffs report to the City Council and subsequent discussion to provide the best course possible based on all input given. In terms of Mr. Grefenberg's reference to documentation included as part of to- night's budget discussion materials, Mayor Roe clarified that this report is through October of 2013, and any remaining funds may not represent a surplus, but simply funds not yet expended for projects funded or approved, or final pay- ments still pending and not made until year-end or perhaps even into next year. Mayor Roe sought to clarify and not give the impression that those funds may not be obligated; however, he agreed with Councilmember Willmus in finding crea- tive sources for short-term project funding. Councilmember Willmus encouraged residents to continue to provide feedback to staff and individual Councilmembers as the process went forward. b. Asset Management Software Public Works Director Schwartz introduced Public Works Department Assistant Sally Ricard to provide a demonstration on the City's Asset Management Soft- ware. Mr. Schwartz credited Ms. Ricard for her data input and use of this system for the Public Works Department, recognizing her as the key staff member critical to the success of this software program for their department. Prior to the demonstration, Mr. Schwartz briefly provided background on the product and original selection of the vendor: PubWorks from Colorado, who had over 400 public sector clients from around the nation, and specifically served the public sector infrastructure and facility needs versus those of the private sector operations. In choosing this vendor, Mr. Schwartz advised that one of the con- cerns was that the software match the capabilities of staff, without having to dedi- cate staff strictly for managing the asset management software, but that it would be user friendly enough for front line staff to enter data based on their given workday; and that the information be easily understandable and in language the average employee could understand. Mr. Schwartz advised that this vendor seemed particularly interested in meeting the City's data needs, as indicated by references given by other clients; and their development of a program based on client needs. Mr. Schwartz advised that all Public Works activity for 2013 was currently in- cluded on the software program and based on a two-week time period; with most staff, other than maintenance staff, entering data daily themselves (e.g. supervi- sors, engineers, and engineering department staff); allowing better tracking back to assets or projects;building data to better manage in the future. Mr. Schwartz advised that some key issues for his department in the beginning was to make a commitment to succeed, rather than a more expensive and robust program used by some larger cities that had to dedicate staff, but had not gotten