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HomeMy WebLinkAboutWD-34-85 (e ) [File CORPORATION F THE TOWN OF NEWCASTLE PUBLIC WORKS DEPARTMENT R. DUPUIS, P. ENG., DIRECTOR HAMPTON,ONTARIO TEL.(416)263-2231 LOB 1J0 987.5039 REPORT TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE MEETING OF MAY 21, 1985. REPORT NO. : WD-34-85 SUBJECT: WORD PROCESSING AND COMPUTER EQUIPMENT IN THE WORKS AND PLANNING DEPARTMENTS. RECOMMENDATION: It is respectfully recommended: 1. That this report be received; and, 2. That staff be authorized to arrange for the lease of a second word processor to be used in the Planning Department. ` \} 3. That funds ,requi red for the 198� �y m p r �( �omponent of such lease be drawn from savings in the administration budgets of both the Works and Planning Departments, and in subsequent years the lease costs be budgeted in the Planning Adminstration budget. . . . .2 Page 2 REPORT NO. WD-34-85 REPORT: During budget discussions it was proposed that a computer be secured for the use of the Works Department in a dual role; that of a Word Processor and that of a Computer, and that the word processor presently in the Works Department be placed in the Planning Department to meet the needs there. At the same time funds were budgeted for a computer in the Planning Department to assist in administration of current development activities. The aforementioned proposal was made on the basis of minimal investigation of the computer market. It was felt at the time that a computer could adequately serve the dual role of a word processor and computer in the Works Department. With budget approval and a more thorough investigation of computer use by municipalities it was determined that such an arrangement may not be satisfactory. Indications are as follows: 1. Word processors are dedicated machines and as such { perform their function in the fastest and most efficient method possible. Due to the volume of typing performed in the Works Department, speed is important. 2. Use of a computer as a word processor would monopolize the bulk of its time and reduce the availability for other functions. . . . .3 Page 3 REPORT NO. WD-34-85 3. Presently, there are word processors in the Treasury, Works, Planning and Community Services Departments and budget preparation is facilitated through the exchange of disks with the budget .documentation prepared on them. Introduction of a computer and a different operating system would interfere with this arrangement, and since the Works Department has the largest component of the budget, such an arrangement would drastically reduce speed and efficiency and require a considerable amount of duplication. 4. There are presently many charts, tables, and other data on word processor disks in the Works Department which are used regularly, and a change in equipment would require their re-preparation. The logic justifying acquisition of the equipment has not changed. The recent increase in development activity in the Town has resulted in a much heavier volume of typing, agreements, correspondence, etc. , and with the addition of another building inspector, this volume is likely to increase even more. Thus, there is a need for another word processor in the Planning Department. There have been similar increases in the amount of typed material generated by the Works Department and a word processor is felt to be a necessity in that regard. A computer was proposed in the Planning Department to assist in administration of development and as an option to hiring more staff and that situation has not changed. Similarly, the Works Department . . . . .4 Page 4 REPORT NO. WD-34-85 is anxious to establish a sound accounting system, probably a simple version of maintenance management, to better monitor and have more control over department spending. The computer will also enable a system of fleet management to be developed and be available for the performance of design functions and calculations. To accommodate the above, it is recommended that any savings in the Works and Planning administrative budgets be applied L to the costs. Respectfully submitted, 00�4 � R.G. Dupuis, P. Eng., Director of lic Works. T.T. Edwards, M.C.I .P., Director of Planning. RGD/TTE/ico May 14, 1985.