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Home My WebLink Aboutbocc.con.020.1981 �� ; �:, w ? ��1 �� , �_ �� Ft��"''�"v'liwerx!�c�..<r.»�w:�ixti:.s.::aE::�..��.<,.-ti?,_....h.n<r��. .. .�..,.r:a�:.:.r�:i��thR+YSTrE?�G....,r��.":7.,.�...:;..,.....o.._..,..+r.- -: 4��i rP�� Y7, • �1 Y i ! � CA 20(81) �..sh';�..; _ �::>;!: , CITY OF ASPEN/PITI:Ii7 COUIvTY i JOINT DATA PROCESSING AGREEMEr7T THIS AGItEEMEtdT, made by and between the CITY OF ASPEN, COLORADO, a municipal corporation and home rule city (created pursuant to arti- � i cle XX of the Colorado Constitution and hereinafter referred to as y i . ' , "City") and the BOARD OF COUNTY COMMISSIONERS OF PITY,IN COUNTY, COLO- � RADO (hereinafter referred to as "County") : ; ; � h�HEREAS, the City and County have purchased a computer system { f which is appropriate to service the needs of both the City and County, ; , ! and � • [9HEREAS, both the City and County have need for adequate data � processing facilities and service and have determined that joint Fr� maintenance, services, and operations would be advantageous ta both ` entities, and WHEREAS, both the Citj�. and County are authorized pursuant to � � section 29-1-203 C.R.S. 1973, and section 13.5 of the Aspen Home Rule � ',. � Charter, to enter into inter-governmental contrasts for purpose of � providing any function, service, oz facility lawfully authorized to ;; each of the cooperating governmental units, provided any such contract receives the approval of the legislative bodies o.f the respective governments, and f 1 - WFi�REAS, the City and County have previously entered into a Joint � Use of Facilities and Lease Agreement effective January 19, 1976, in which section 9 (paragraphs 9.1 through 9.7) specifies the procedures and res onsibilities for o eratin the Cit Count data � � P p g y/ y processing department; NOW THEREFORE, THE CITY AND COUNTY AGREE AS FOLLOWS: � i In consideration of the mutual benefits to be derived herefrom, the Joint Use of Facilities and Lease Agreement effective January 19, i 1976 is hereby amended by the deletion of section 9 {paragraphs 9.1 ) , • through 9.7) , and instead the following procedures and responsibilities � � • will be adhered to and assumed by the City and County in the joint i j operation of the City/County Data Processing Department; 3 1 � OPERATIONS 1 ' For this agreement, operations will be defined as all of the act- � ' ivities and functions necessary to provide, maintain, and improve the i ,;;;t F-i,;V. , � '"��. �n� ;• � . � 4 � �,.� ,�.� r ;', ; , , �,> '>t'^«'� . -'-r..-. �i !. .: . . .. ..�. . ... . .:. ... .:..� •t l� i";?+ Kr"`_. -., �"F+_-.��yT�.. . .. f� �5�.u'3`.,a'"S�'"�w. i.f.:t:a.f%:1��_��ar.�:,wws�.atr.e,d,.:. ....�a:.x s�,�,!5t�5[;sisS6M.';1M�"��ew6�...:..t::�..�'�_".'S'�.1.r.u(ft,._#r ��i�r-yK�i. t. i1v..ti:•.,i;.`E-,� �j Page 2 ' �•°,+:' t • fµ��'..' ,� �a,.':. • . i; � data processing service including administration, planning, budgeting, k processing, system maintenance, and research and development. GENERAL CONSIDERATIONS �; The City and County shall each pay one-half ('�) of the 1981 cost S• C of data processing operations as specified in the attached budget. _ - Revisions to the budget must be approved at a Joint City/County meeting. The County shall pay to the eity one-twelfth (1/12) of its share , of the 1981 budget monthly. . � On or before Mazch 15, 1982 the actual net cost of data processing �` t`. ' operations for 1981 shall be determined by the City and County Finance Directors and the Data Processing Head, and reimbursement of all final � i payments shall be settled and transacted. � Eor the term of this agreement the data processing staff shall be � � subject to the personnel regulations of the City. _ � �_„ This agreement shall be reviewed annually at the time of the official �'' ':. � ,� adoption of the 1982 budc�ets of the City and County. If not renewed, it � �.- shall lapse at the end of the 1981 budget year, for which it is effective, � � and the data processing department shall cease to exist. � �; ADMINISTRATIVE STRUCTURE ***CITY/CO[TNTY MANAGERS*** - The following elements of the data pro- �: . _ cessing administration shall serve at the pleasure of the City and County, and said pleasure will be communicated through their respective managers. In case the data processing steering committee cannot decide an �` issue, the matter shall be referred to the City and County Managers for resolution. t ***STEERING COMMITTEE*** - The steering committee shall be composed of the department heads of the user departments (or their delegates) . A user department shall be de£ined as one which maintains a data- � base on the City/Cou nty computer system and whose data processing acti- 1 j . vities^are on a regular basis. '. ; Tkie data processing department head shall serve as a non-voting � ahairperson and secretary for the steering committee. � { 1 i � „"�. ; � i i �''3rj"`;s';;rVy'.*+t� � , _ ',:�at' _;� . 1.�� -�.Ii:1.:� . . (.. . : 1. �,�r:�:l � . h , �;`k.; �t° ��;!Si+iF:niTk.'�Tlt:3iin�;�.i'��:�..r`n...r.^'n.-r.�r ..-r:...' .�F2z_'.,r:G'%:aA1Ct:i1.lY[i4rt..:_:.�_....:i'1_��L::=i_..'.,_T:::U�t, i-.•• � i ��,'jw.s' Page 3 .,,,-- �P'�''"X _ . ��s.�la:'<. �:�,'. .. .. Initially the steering coimnittee shall be composed of the following users: CITY Finance Director + Municipal Court Clerk ; COUNTY ; , F3nance Director j Assessor ` Clerk � ' Librarian � OTHER j � Roaring Fork Employee Credit Union Treasurer � Initially the City and County shall receive three votes each to � ' reflect their ecrual sharing of costs. Distribution of votes shall be � . negotiated by the members from each entity. Initially the Roaring Fork �- - i. Er.tployee Credit Union shall have no vote. Decisions of the committee shall be made by a�majority vote of � those members present. Furthermore, it shall be the right of any member to call a meeting of the steering committee with at least 48 hours notice. � �. ',. �y- there must be at least one representative from each entityr7��`� �- # The steering commi�ttee shall have the following authority and res- � ponsibilities: 1. Establish an equitable charge-out system which shall provide the �,, €+ means f.or controlling and allocating data processing costs and serve as i'�. G; �n the basis for allocating steering committee voting power in 1982. 2. Review and, if necessary, modify the annual data processing budget � �: recommended by the data processing department head. 3. Review and decide upon recommendations of the data processing ¢. department head concerning: a. hardware acquisitions b. system software acquisitions c. sy�tem modifications deemed significant by the department head �. d. cost and resource allocation for approved requests e. user priorities in the allocation of data processing resources for normal operations f. new users/committee members � 4. Serve as a resource in the formulation of operational standards. � 5. Evaluate the performance of the data processing department and � department head and make recommendations concerning fukure employment, � staffinq level, and merit raises. .: f 6. Respond to auditors comments. j � � ***DEPARTMENT HEAD*** - The data processing department head shall � i have the following authority and responsibilities: = � ; � ^ �y';c;��:�'a� , . � - ''e';?r.:"!� � . ',:`%.�j:�,'.,;. ;. . e:. �-`'=1 , � .. rt.� / �'��,°�.�.-�.�,—-»••.,,r , ,.S ..,.. .. . , �c3 s.: ,r�^: -r��; . � r . ..awL�Si.iw^�Ga�4e�3s^^�etiJ�..�:.t:�..�.'�7.lr. .7..�.&;"s..�r .A.0,71i4:i'�.'U'�St$2:1'S:�d'S'i3P�l.S:.N,�,M,!�a�.�li1��aN��,� � t } fi L r s�, �," �ci':, i�f �. . H.+.�::�:�ea,....��::L�l.�'M�-:.a....c_3b;fa.k�'a�r {u` ��. � • �f+ � F Paae 4 ��;'; �: €..i'';: �_�� `� 1. Call and preside over all committee meetings. Record and distri- Bute minutes of each meeting to members and the City and County Managers. 2. Control of all data processing personnel affairs including re- � cruitment and dismissal, exclusive supervision of the data processing staff, and delineation of staff responsibilities and duties. ? _ ..- However, the City and County shall be informed of personnel decisions prior to final actions. ' 3. Develop the annual data processing budget, submit it to the steering committee for approval, and represent the interests of the depart- ment and the steering committee before the joint budget review of the City � ' and County. 4. Renegotiate this contract at budget time. 5. Administer the data processing operations budget. 6. Mediate between new users and the steering committee with the � authority to review new requests, ascertain the reasonableness and � � � make recommendations to the steering committee as to the acceptance and � implementation of the requests. � This authority shall also apply to requests for new hardware, new t; system software, new applications, and system modifications that would have r a significant e£fect upon operations. 7. Establish and enforce standards of operation for staff, users, - and consultants, and compile and maintain a departmental operations manual. i; 8. Recommend operational priorities to the steering committee and enforce them once adopted. ' �. 9. Perform, when necessary, any. -or all tasks of the data processing department to insure normal and continued operations. OBLIGATIONS OE THE CITY The City guarantees that during the period of this agreement it will maintain adequate insurance on the computer hardware, so£tware and valuable ! papers located in City Hall. THe cost of said insurance shall be an expense � of hhe data processing department. � All accounting, payroll and audit services for the City/County data - processing department shall be performed by the finance department of the � � City of Aspen without reimbursement. ! _ � The City shall provide office space, furniture, and utilities for the data processing department without reimbursement, except when direct costs ' !�� 1-� j L-�� . _ . . . . X � � ;.k� y�,�4 � 0.r �r��F � �.... ., ,r.. _,r.»:r.seiaa�tizt�a*.F�[�Z'S�G,:::.�^1:E9."�.'�w'�"`i:s'r�w��''�iv''.�M'�i�'� _t . .. r�� .. ... . — . . ..��..Y..�.r..._._.r.......w.+. _ ... . ,.. tiz ��j��t 1 �r_ • Page 5 �.��; , 4� � Inr.�7.:�� : ` �-- ., i , can be ascertained and allocated by direct chaages to users. j i , IN FTITNESS WHEREOF, Yhe parties hereto have set their hands and seals � , - on the days and year shown. � ., DATE:. CITY OF ASPEN, COLORADO � ATTEST: BY= - � ��. , _ Kathryn S. Koch, City Clerk Herman Ede , Mayor . DATE: BOARD OF COUNTY COMMISSIONERS ATTEST: PITKIN COUNTY, WLORADO BY: • \� ., � �� (��c� Lewis Scanlan Robert Childs, Chairman Deputy County Clerk � .#' � i � r � .,� � .,�,'�� . . 1 i i _ t �"�� '� � .-___--- -. .._..�.�.......___ _...... .: _ , . �{�tl� �� . ; , . , r �� . �i � 5� . E�� . �� _ -... . _ _ ..�• • .., . . _:...�_ . _...._�....r._...:.,_.._..._.:..��._1-�.._ �--� --... . __ ,.�-„ ''�..� ��, • • � �;,,�t: . � ;�s::,�� > � : :�� '� ;, ii i� ` . I� . • { JOint Dafa ProcesSinJ_6a,ic 8ud�qt � � , Scrvices Providr.d - Assessor, Clcrk, Finqnce, Treasurcr Operations. 19F31 — • Rudqet Revenucs Votcr P,egistration List 100 [iusiness License List • 75 ' Misc. Olhcr Charges • 65 Total Revenues 2h0 � Ex enJitures ��' Computcr Programner 28,512 ' �. Computer Operator li 14,737 Education S Fitness 700 Travel 1,500 f� " htaintenance Contract 15,607 � - ' . Professional Fees 17,000 � � Utilities 1,755 ' � Insurance 4�� - Repair 8 I•laintenance • ( Office Supplies . • 5,000 � :, Other t•ta*_erials � Work Equipment 1,900 _ !� Shetvin9 � � Total Expenditures 87,181 - 3 � Net Expenditures 86,941 I� �� Net Joint Expenditures 43,471 � � � Countv-Only Expenditures _ � ' Lease%Purchase - Computer Hardware 4,397 , . `i . i — Total County•Net 47,868 �: �j{ _ I 1 � • i �_ I ':;;;�: . t•. .. � . � i ' � � ,'` • r ,,� � �:. �,i' . � t1 l i . i .. � . .. .. . ... 'i . . ... . .... ..... -..,, ... ..__._._..... ..... . � ,. .:,. .. . - ��.. . � , � . . � r� e��.� .q+� n�e;'J;iM `„�{ .�"i•__':� . .