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HomeMy WebLinkAboutMINUTES - 07301985 - 1.49 1-049 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS DATE: July 17, 1985 FROM: cc: Perfecto Villarreal , Executive Director SUBJECT: PURCHASE OF COMPUTER SYSTEM FOR FIELD OFFICES I. RECOMMENDED ACTION: Approve plan of the Advisory Housing Commission Budget Committee to computerize the Housing Authority field offices; approve the expenditure of $11,000 from the Section 8 Operating Reserve to purchase the necessary software for the initial com- puter software package; approve the expenditure of $18,140.00 from HUD-approved Section 8 Preliminary Fees to purchase computer hardware for the Martinez Housing Office, and authorize the Executive Director to proceed with the computerization of all field offices, as recommended by the Advisory Housing Commission. II. FINANCIAL IMPACT: Total cost for computerization of seven field offices will be approximately $150,000. Cost for each computer and related equipment will be $18,140. The one- time initial cost for purchase of the three software systems needed will be $11,000. Installation costs for other offices will be $1,000 per office. The Advisory Housing Commission accepted the Advisory Housing Commission Budget Committee plan to computerize five to seven field offices over several years. Funding for the computerization will come from: 1 Computer - Section 8 Preliminary Expense Fee (These funds have already been approved by HUD. ) , and the Section 8 Operating Reserve. This computer is to be purchased Summer, 1985. 1 Computer - Include in 1985/86 Mid-Year- Budget Revision. 1 Computer - Include in 1986/87 Operating Budget. Remainder of Computer Equipment- Include in 1986 Comprehensive Improvement Assistance Program Application and 1986/87 Section 8/Housing Voucher Applications. III. REASONS FOR RECOMMENDATION/BACKGROUND: At the present time, all of the fiscal operations of the Housing Authority are computerized in our Central Office. However, all occupancy related functions, such as application taking, maintenance of waiting lists, rent computations, etc. , ark done manually by field office staff. Within the past few years, the Department of CONTINUED ON ATTACHMENT: X YES SIGNATURE: X RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMEND9TION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON July 30 , 1985 APPROVED AS RECOMMENDED OTHER VOTE OF COMMISSIONERS X UNANIMOUS (ABSENT IZI ) I HEREBY CERTIFY THAT THIS A TRUE AND AYES: NOES: CORRECT COPY OF AN ACTION TAKEN AND ABSENT: ABSTAIN: ENTERED ON THE MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. CC: County Administrator ATTESTED July 30 , 1985 County Counsel Phil Batchelor, Clerk of the Housing Authority-.,--- Board of Commissioners M382/7-83 BY (� �� DEPUTY T' Board of Commissioners July 17, 1985 -Page 2- Housing and Urban Development (HUD). has approved several occupancy-related computer software packages which can be used by housing authorities. On July 2, 1985, Housing Authority staff met with the Advisory Housing Commission Budget Committee to discuss a plan to convert the Housing Authority's Public Housing and Section 8 occu- pancy functions from a manual to a computerized system at each of the Housing Authority's field offices. The staff has researched various HUD approved computer hardware and software packages currently being used by other housing authorities in Northern California. As a result of this research, staff recommended to the Advisory Housing Commission Budget Committee purchase and installation of a Basic Four MAI 2000 Computer. This computer is compatible with the present computer being utilized by fiscal operations in the Central Office. The hardware service would be provided by Sorbus, with the software support provided by Pacific Computer Service, both of whom provide support services to this Housing Authority as well as a number of other housing authorities in Northern and Central California. A copy of the description brochure for the Basic Four MAI 2000 Computer is attached for your information. At its Regular Meeting, on Monday, July 15, 1985, the Advisory Housing Commission voted to approve the plan of the Advisory Housing Commission Budget Committee to computerize the Housing Authority field offices; to approve the expenditure of $11,000 from the Section 8 Operating Reserve to purchase the necessary software for the ini- tial computer software package; to approve the expenditure of $18,140.00 from HUD-approved Section 8 Preliminary Fees to purchase computer hardware for the Martinez Housing Office, and to recommend authorizing the Executive Director to proceed with the computerization of all field offices. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect to not approve the computerization of the Housing Authority Field Offices, long term cost savings benefits, as additional housing units are added to each of the field offices or when a housing program conver- sion occurs, will be lost and additional staffing will be necessary.