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HomeMy WebLinkAboutItem 06 - City Secretary's Office 11/12/2018 CitySecretary ' s Office Laserfiche Projects • Original Purchase in 2012 Digitized Birth and Death Records Processing Records Storage Began automation of business processes in February 2017 - Create workflows for filing and indexing • 52 Current workflows — Use Laserfiche Forms instead of paper processing • 43 Current Forms 1 11/12/2018 Laserfiche Weblink Laserfiche Weblink • Allows publication of City archives on City's website - Agendas and Minutes • Council minutes back to 1932 • All Boards and Commissions - City Council Agenda Meeting Packets - Ordinances back to 1907 - Resolutions back to 1923 www.Gra pevineTexas.Gov Departments>CitySecretary> Public Records 2 11/12/2018 www.GrapevineTexas.gov Departments> City Secretary> Public Records Home i Cepathnents,City secretary i Public Records Code of Ordinances Open Records Requests PUBLIC RECORDS Public Records Database To view public documents,select the links below to search the City's online records database_ o Agendas and Minutes o City Council Meeting Packets o Cry Ordinances o City Resclutions o Entire Database as wvvw.GrapevineTexas.gov Departments> City Secretary> Public Records Hams Browse Search Grapevine>Agendasand Minutes City Counril 2 Entry Propertres i53x 193 Grapevine>Agendas and Minutes>City Council>1932 Pah dit 1934 Grapevine\Agentlas antl Minutes\fity faundl �1s3s creatbn dare 1s3s >Agend 9-1211:57:52M9-1211:57:52MGrapevine as and Minutes>fity founcil>1932>1932-BS-06 Regular Meeting Lost modined to 193 1932-OS-O6 Regular Meeting 9-18115739 AM 193s on ®PpF €14 O O © © h h v�evr Pain � 1932-06-02 Regular Meeting M-d- �1B4o 1932-06-04 Special Meeting uo meratlara assigned dit1s4t 1932-09-02 Regular Meeting Regular meeting of the City Council of the City of dit 1-42 �1.41 1932-11-04 Regular Meetng Grapevine, Texas,held on May 6th, 1932. 1944 + Mew Aldermen Vega Sworn in ae follows;Earl Yates, 1932-12-02 Regular Meeting Henry Willingham,H.HYancy and B. C.Yancey,M.A.Buchanan, 1905 not being present but being re-oleoted from last year,Vee Page 1 of 1 not reewo nn. The following bills were read allowed ani ordeised paid; Southwest Telephone Go $3.75 B.L. Jordan bitting. $1.43 J. g.Daniels, Killing 9 dogs $4.50 Willhoites Garage 011.gae& 200 feet hoee.couplings and fittings $142.10 Bill Milli."29 hours-night pumping$11.60 G...M. Barager, hauling trech.ditch- ing and grading 91 hre r925(C 24.25 un..Ilst Comparlq Invoice #1768 14.63 Oxfords service station Gl it 3 11/12/2018 wwwwGrapevineTexas.aov Departments> City Secretary> Public Records Home Browse Search Customize search Sort results by: Relevance v Records Management Search ®RES 2012-010 Limit to this folder Page count:2 Template name:Legislative Documents Date created:12112120123:10:50 P SResolutions Page 1 ..RCHASE A N EW KUBOTA TRACTOR WITH ATTACHMENTS THROUGH AN ESTABLISH,., I Search subfolders Page 1 ..hed a contract with Kubota Tractor Corporation,contract 4373-11.forgrounds... Page 1 ..d to purchase a new Kubota tractor with attachments.NOW,THERE... Page 1,..ase of a new Kubota tractor with attachments from Kubota Tractor Corporat... Search terms Page 1 Jin attachments from Kubota Tractor Corporation through an Interlocal Agre... Kubota E Show more information... RES 2012-078 Page count:2 Template name:Legislative Documents Date created:1211312D128:49:18A Pagel ..a contract with Kubota Tractor Corporation,contract#373-11,Grounds... Page 1 _tility tractor from Kubota Tractor Corporation through an Interlocal Par... Show more information... ®RES 2015-059 Page count:27 Template name:Legislative Documents Date created:9!1612015 4:48:59 P wvvw.Gral2evineTexas.gov Departments> City Secretary> Public Records Grapevine>Resolutions>2012>RE52m 2A1D E1 /2® PDF �n MOO l7 © © h Yew plain Oe# I,— RESOLUTION NO-2012-10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE,TEXAS AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE A NEW�TRACTORWITHATTACHMENTS THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE WHEREAS,the City of Grapevine,Texas is a local government in the State of Texas and as such is empowered by the Texas Local Govemment Code,Section 271.102 to enter into a Cooperative Purchasing Program Agreementwith other qualified entities in the State of Texas;and WHEREAS,the Local Government Purchasing Cooperative(Buyboard)is a qualified purchasing cooperative program as authorized by Section 271.102 of the Texas Local Government Code;and WHEREAS,the City of Grapevine,Texas has established an Interlocal Participation Agreement with the Local Government Purchasing Cooperative(Buyboard)and wishes to use established contrails meeting all State of Texas bidding requirements;and WHEREAS, the Local Government Purchasing Cooperative(Buyboard)has established a contract with Kubota Tractor Corporation,contract#373-11,for grounds maintenance equipment;and 4 11/12/2018 Automated Processes LASERFICHE WORKFLOW ZZ "IT Ma M 5 11/12/2018 Workflows and Forms • Agenda Memo Business Process '.. '. a ' 1 Agenda Process Submitting Require Finance O Yes O No Dep Agenda artment* Approval' Section* Attachment Description Ne#Approval(Not ❑None Counting Finance)` ❑Bryan Beck,Public Works Director ❑Rachel Huitt,HR Director Attachments Upload ❑Darrell Bra—,Fire Chief ❑Greg Jordan,Chief Financial Officer ❑Janis Roberson,Library Director Does this apenda O Yes O No ❑Kevin Mitchell,Parks&Recreation Director memo require a C]Mike Hamlin,Police Chief resolution?* ❑P.W.McCallum,CVB Director ❑Russell Pulley,Golf Director Does this apendai Yes No ❑Scott Williams,Development Services Director memo require an ❑Tessa Allb.rg,Chief Technology Officer ordinance?* ❑Bob Smeby,Purchasing Agent ❑Lance Wright,Purchasing Coordinator Submitters Notes, 6 11/12/2018 Agenda Process . CSO Rrtal Cltuek __ p>•: � o r e,.�•�-r•-•-��� I .�.�. e.:x,p new x�mnspswcnxoy.•i cc dcc W+ce�*e.e maew nxc acsbu.re f�sf wrt wcaau.He nc menrtr-rae.,c .a nw.... rnxn4�n,a rvew wr_.s[x.ve� MEMtr TO: w.rr,_+,e.wau.aww„c c+.i r,e r,_ipr•crw,c�c swnm,•Y ria b^�5^•Y M LC HC CRTC: ••• pu,.r c,...H u.n......, 5ur3�E-x T: G4PE C.MOiW/�GEG v.+r.w.w+a ra cw•c,'vrc.u+�r..Ea'+q ••' I Fes• E,�K�Ro�Ho- M ,. xx..�x� Performance Evaluations EMPLOYEE SELF ASSESSMENT f,k 'Er PERFORMANCE EVALUATION 11 �.�reamrroro IL w.ron,em wn en��,e C� ewaw rron, �® mso-n�eonS�m axr.,xx 0 type o,xeview ❑nmuai ncvcx unn)•ro ❑_ nary Revew SELFASSESSMENT saara.w �on� oa,oaa..oroo roo o.ra oa oQoa.io� r_ rop'oyeP you na.e oireny..wrv�•ea mia Instructions rtnme M aea. ion.m�e ..ak aaco 7 11/12/2018 Performance Evaluations .........._- _ . � ......... Status Change Forms PERSONNEL STATUS CHANGE *14 ,- nNn,m. v 0 �en,m.,En,.n naa�... woo�aper C® Employee Information p..Type O cunentFmpioyre O N<n:re O New Nne Personnel Action ft-— 0 anew Emwcymem saws o ZumrF—. G N -nme o C o omen cnan type ❑Mem increase ❑Trensfer ❑compierea am-- ❑Naxu:n�cwn ❑Term—n ❑Pmmm:on I cme, 8 11/12/2018 LASERFICHE FORMS IN PROGRESS Instance Monitoring All In progress with n0 errors® th s,,p,,d,d tasks 0 Terminated Q Se ch instances SRI romance name last'paate,- urrrent aep Asa dt. starced 1 O Pay Han Sheet'.Williamson.Maahew 11..1 91]11112:112PPM HROlrecmr Clleeklalgnature 11Hulx StepM1anlelenklns ' ❑ Pay Han She .r.Erit101018o11 912b/201 2.01:11 PM HRTeam ChaklSubmlt HRTeam Ierrlan�Farrls G PERSONNELSTANS CHANGE-Public W... 912b/201812.0332Pk1 HR Oiler MP.—I Rachel Hui.t Ar ry us User • Pay Han Sheet'Andrews,Vicki 1 9-812031-1 HR TA-Ch—Submit HRTeam S phanieJmkinz • Pay Han Sheet Ward,Roland l 0/01801) 9l"RLIA181201_:1 PM IIR Dir—Uerk mann¢ Rarhe11 W, Stephawje inz O Pay Han Sheet Swift fames 101012017 11-1811.11.PM I IR Oirermr(7terklSiynahrre Rachel purr Stephan Jminz ❑ Pay Han Sheet:Tnney III,­ld 101oll2.. 11-11111.S15)AM HR OIre Clleekl5ignatme IUhel Hurt ler,anr tarns ❑ PN Plan Shcct'.Ross,Edward 10/011201] 911b/A1811.5853 AM HR Olrecmr UceklB tme Rathcl Hurz Icrnann Faros Current Laserfiche Forms Agenda Memo • Capital Projects Status Change Forms • Utility Billing - Disconnection of Employee Service Performance Evaluations • PD - Alarm Permits Employee Self • Fixed Asset Form Assessment • Surplus Property 2018 Pay Plan Sheets Transfer Form Address/Name • IT Purchase Requests Change Form 9 11/12/2018 City Secretary's Office Staff Tara Brooks, City Secretary Shawna Barnes, Assistant City Secretary/Records Manager Fran Jones, Administrative Assistant Brenda Queen, Vital Records Specialist 10