City of Homer

Planning & Zoning           Telephone        (907) 235-3106

491 East Pioneer Avenue                      Fax                  (907) 235-3118

Homer, Alaska 99603-7645                 E-mail             Planning@ci.homer.ak.us

                                                            Web Site          www.ci.homer.ak.us

M E M O R A N D U M 08-135

 

TO:                  Mayor Hornaday and Homer City Council

THRU:             Walt Wrede, City Manager

FROM:            Rick Abboud, City Planner

DATE:             September 10, 2008

SUBJ:              Caselle Permit software

 

 

Introduction

Planning, Public Works and Finance have been seeking a solution to improve the permit process citywide. Each department currently maintains stand alone databases that share much of the same data. Many departmental tasks require the confirmation of data that is not shared. The current process needs to be improved to eliminate redundancy, maintain database integrity, and save time and materials.

 

The proposed software purchase will improve our current system by means of reducing paperwork duplication, storage space and staff-time needed for filing and activity confirmation. Currently, Planning alone maintains two databases, including one for E911 addressing, which would be replaced by this central system. An example of a benefit: Once a single shared database is developed, the addressing will be updated by Planning and the task of the other departments to update this field will be eliminated. The shared central database will generate reports of permit information to state and federal agencies, as well as, allowing for the confirmation of the completion of permit requirements that is the responsibility of individual departments (ex: Public Works issues the driveway permits which need to be verified prior to Planning issuing a site plan – planning has to wait until internal mail is received or call to inquire about status).

 

Use of this program will support increased efficiency and productivity, improve customer service, and forward the goals of the Climate Action Plan. This new software is compatible with and builds upon the existing Caselle software. Beyond set up, staff training will be minimal. Staff will be able to issue permits in a shorter time frame, departmental tasks will not have to be duplicated (saving paper and time), and users can access real-time data.

 

Financing

Public Works and Planning propose paying for their portion of the software out of their 2008 department budgets. The Finance Department has not identified a funding source for their portion of $10,171.15 Total software cost is $27,945, of which the funding for $17,273.84 has been identified. Staff requests the Administration and Council to find a solution to the remaining $10,171.15 needed.

 

Planning Division share is $8636.92. Funds will come from the 2008 professional and special services budget ($5,000) and the remainder ($3636.92) from regular employee salaries, where there are unspent funds due to the department having only three staff over the summer rather than four.

$5,000 from account 100.130.5210

$3636.92 from account 100.130.5101

 

Public Works Budget

$3,000.00 to 200-400-5210

$3,000.00 to 200-500-5210

$2,636.92 to 100-177-5210

$8,636.92

 

Finance Budget

$10,171.15, funds undetermined.

 

Recommendation:

Adopt ordinance 08-46 to spend $27,445 from the General Fund for additional Caselle Software, and identify the fund from which the Finance portion can be paid.