Minutes - Council - 09/20/1983 - Special

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CITY OF RAMSEY, MINNESOTA Computer Uses September 16, 1983 I. The installation of a computer at Ramsey would hopefully reduce and possibly elimate the many areas of duplication of records. Many records of various inform- ation is kept for relative data, and in many cases typing and/or manual entry is neccessary to update a file for one application, and in turn this same information needs to be entered into another set of data. One grouping of files with duplicate data related by revenues is: l) Receipts 2) Dog license files 3) Revenues reports 4) Accounts Receivable records 5) Building Permit Records 6) Licenses files 7) Special Assessment Records 8) SAC charges 9) Escrow Deposits Payable 10) Prepaid Expenses ll) Investment Records 12) Cash Balances 13) Property Tax Collections 14) Assessment Searches 15) Other misc. for individual departments Each of the above records has information that relates to one another, and each has to be maintained manually. II. Another grouping of related information based on parcels and location is: l) Ordinances 7) Street Improvement Projects 2) Assessing ReCords 8) Public works maintenance Records 3) Special Assessment 9) Police calls and service 4) Zoning 10) Building Inspection and Permits 5) Comprehensive Plan ll) Capital Improvement Program Budgets 6) Parcel Information (Pin, address, plat/parcel etc) II~. One group of related information because of budgets which creates many duplicate entries is: 1) Proposed Operational Budget 2) Adopted Budget 3) Beginning Budget transactions at the start of each year 4) Budget Adjustments/Amendments (typing and entering into accounting syste~) 5) Monthly Reports of Revenues and Expenditures 6) Quarterly Reports of Revenues and Expenditures 7) Annual Financial Statement 8) Cash Flow Projections and Comparisons 9) Cash Balance Reports lO) Fixed Assets 11) Accounts Payable 12) Purchasing 13) Account Balances (by account type and Bank) 14) Capital Improvement Budget 15) Levy Limitations