STATEMENT OF WORK 2002-0007
City of Clearwater Board Meeting Management Statement of Work
F.Y t
THE POWER OF ONE
CITY OF CLEARWATER - BOARD MEETING
MANAGEMENT
STATEMENT OF WORK
2002-0007
FYI - Part of Identitech's Total Information Management System
Friday, September 06, 2002
ldentitech, Inc.
780 South Apollo Blvd
Melbourne, FL 32901
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City of Clearwater Board Meeting Management Statement of Work
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Table of Contents
1. INTR 0 D U CTI 0 N/O VER VIEW .......,.......,...,.,.,.................................................,.,............... 1
2. PRO.TEeT 0 B.TECTIVES......................................................................................'................ 2
3. PR O.TEeT SeD PE.................................................................................................................. 2
4. APPR 0 A CH ,.......,.....................,.........,.........,........,....,.................. ,......................,................. 2
4.1 MANAGEMENT: ........... .......................... .... ................... ...................... ......... ................. ............. 2
4.2 REQUIREMENTS SPECIFICATION.... ....... ....... .................... ..... ............ ...,....... ...... ......... ..... .... ...... 3
4.3 CHANGE..,.......................................,.......................,......................................................... ......... 3
5. PROJECT DELIVERABLES AND SERVICES ................................................................. 3
li DELIVERABLES ............................................................................,............................................. 3
5.2 SERV.ICES..,.... ... ..... ... ..... ... ........... ............ ... ............... ..... ...... ........ .... .............. ....... ....... ..... ........ 4
6. PROVISIONS AND CLARIFICA TION ....,..........................,..............................................5
7. CUSTOMER PARTICIPATION AND RESPONSIBILITIES.......................................... 7
8. PRIMARY CONTACT INFORMATION............................................................................ 8
9. PRO.TEeT S CHED ULE ......................................................................................................... 9
10. HARDWARE RECOMMENDA TION ...............................................................................10
11. PROFESSIONAL FEES AND EXPENSES FOR THIS PROJECT................................ 11
12, GENERAL TERMS AND CONDITIONS ...........................,.................................,........... 12
12,1 PAyMENT................................................ ..... ....................................................... .................... 12
12.2 VALIDITy.............................. ....... ........ ........ .......... ....................... .... ....... .......,........ ............,... 12
12.3 TERMINATION ....................,.............. .......... .................... ............... ............... ........... ................ 12
12.4 INJURY OR DAMAGES TO PERSONS OR PROPERTY. ................................................................. 13
12.5 LIMITATION OF LIABILITY. ........................................................................................,............. 13
12.6 CONFIDENTIALITY AND PROPRIETARY RIGHTS. ..................................................................... 13
12.7 PRODUCT OWNERSHIP/REFERENCE SITE ... .......................... ............. ........ ......... ..... ................ 14
12.8 CHOICE OF LAW; CHOICE OF FORUM. .................................. .......... .......... ............................... 14
12.9 SOURCE CODE............... .......................................................................................................... 14
13. SIGNA TURES ...... ...... ....... ...................... ............ ................... ........ ....... ... ... ...... .... ................ 16
APPENDIX A - BOARD MEETING MANAGER REOUIREMENTS SPECIFICATION ......17
1. DEFINITIONS & A CRONYMS ...........................................................,.................,........... 19
.L.l DEFINITIONS....................,. ..... ................ ........"...... ...,..".....................,.......,............., ............. 19
12 ACRONyMS.................,.... .................................,..................,............ ......,...............,..,............. 19
2. INTRO D U CTI 0 N ..............., ....... ................,......" ....,..... ........ ................,.., ........................... 21
li DOCUMENT OBJECTIVES.... ................ ............ .............. ............................. .... ........., ................ 21
City of Clearwate r - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
DOCUMENT SCOPE..............., .......... ............... ..... ........ ...... .......... ..... .......... ........... ....... ........... 21
PRODUCT DESCRIPTION .,..................................,............................................................,........ 21
ASSOCIATED DOCUMENTS ..,...........................................,....................................................... 21
CURRENT RELEASE REOUIREMENTS........................................................................ 21
GUIDELINES ..... ......... ..... ... ......... .......... ... ... ...... ....... ...... ... ......... ... .... ..... ...... ...... .... ....., ........ 25
ARCHITECTURE........................................................................,.............................................. 25
4.2 HUMAN INTERFACE.................................... ............................................................................. 25
4.3 ENVIRONMENTAL CONSIDERATIONS ............................. ..... ..... ................. .,.........,.................. 25
5. FUTURE RELEASE REOUIREMENTS ........................................................................... 25
APPENDIX B - BOARD MEETING MANAGEMENT APPLICATION SPECIFICATIONS 26
1. DEFINITIONS & ACRONYMS ...........................,................,......,.......................,............. 28
l.:l DEFINITIONS.....................................,......;.........,..................................................................... 28
12 ACRONyMS.............................................................................................................,................ 29
2. INTR 0 D U CTI ON.... ..... ........ ......... ........... ............... ...... ........ ......... ..... ....... ........... ............... 30
2.1 DOCUMENT OBJECTIVES ....... ......... ........... ..... .................... ............. ................. .......... ..... ........ 30
2.2 DOCUMENT SCOPE ..... ........ ......... .......... .................... ..... ............... .... ............ ..... ....... ........ ...... 30
2.3 PRODUCT DESCRIPTION .........,....... .....,....................... ..... ..... ....... ............. .............................. 30
2.4 ASSOCIATED DOCUMENTS .......... .,....................... .......... ..,........... ..... .......................... ............ 30
3. CURRENT RELEASE REQUIREMENTS........................................................................30
J.J. GENERAL CORE REOUIREMENTS ........................ ....................... .............. ....... ........ ................ 30
3.3 WORKFLOW ITEMS ................ ........................... .......... ....... ......... ..... .......... ................ .......... .... 36
3.4 REPORTS AND PRINTING............,....... ....................,................................................................. 39
4. G DID ELlNES. .......... ............................ ........................... ....... ........... ...... ...... ....... ... ... ... ..... ... 41
4.1 ARCHITECTURE.............................. ................................,........................................................ 41
4.2 HUMAN INTERFACE.... ...... ................ ...... ................... ................................ ................ .............. 42
4,3 ENVIRONMENTAL CONSIDERA TIONS ............................................................................ 42
5. FUTURE RELEASE REOUIREMENTS ,."......".............,...............,..........,......,....,...,......42
II GENERAL REQUIREMENTS ................... .......... ........... ............... ...., ............ ........... ..... .............. 42
APPENDIX C - PLANNING TEMPLATE .................................................................................... 43
APPENDIX D - PURCHASING MEMORANDUM..................................,................................... 44
APPENDIX E - APPOINTMENT WORKSHEET ......................................................................., 45
APPENDIX F - BOARD MEETING MANAGER WORKFLOW.............................................. 46
APPENDIX G - FYI BOARD MEETING MANAGER EDMS DATA TABLES....,.................. 53
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
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1. Introduction/Overview
The City of Clearwater desires improvement of its meeting planning and management process.
Clearwater's primary interest is in reducing the time and effort required to design and publish
meeting agendas and minutes.
The current meeting planning process is manual in nature. The labor-intensive process requires
handling the original documents several times in producing the meeting agenda package. Excessive
paper handling promotes the opportunity for errors and higher costs.
Identitech will develop a Board Meeting Manager application (Requirement Specification attached
as Appendix A), which will work with the Board Meeting Management product to provide an entire
board meeting application. The Board Meeting Manager application will be offered as part of the
core product I , which works with forms and workflow to provide the entire solution. The Board
Meeting Manager application will compile agendas electronically, and will give the clerk the ability
to manage the agenda process as it progresses through each phase.
Identitech will also develop a Board Meeting Management application (Requirement Specification
attached as Appendix B) that will extend the functionality of the Board Meeting Manager to include
the forms, workflow, reports, printing and Board Meeting specific FYI configuration. The Board
Meeting Management application will be offered as part of the core product also.
The Planning Template (attached as Appendix C), Purchasing Memorandum (attached as Appendix
D), Appointment Worksheet (attached as Appendix E) and Board Meeting Manager Workflow
(attached as Appendix F), system documentation and training materials will all be offered as part of
core product.
Identitech Professional Services will manage the City of Clearwater Board Meeting Management
project timeline and deliverables, define product specific configuration requirements, upgrade FYI
to the latest version of FYI applicable to Board Meeting Management, install and configure Board
Meeting Manager and Board Meeting Management applications, define and execute project test
planes) and case(s), facilitate acceptance via mutually agreed upon Acceptance Checklist, facilitate
onsite training for City of Clearwater users, provide 10 days of onsite production support following
the production go-live date.
Appendix A-F comprises all of the requirements for all core product deliverables to the City of
Clearwater. These requirements as well as the Professional Services activities stated above comprise
the entire scope of the City of Clearwater Board Meeting Management project.
Selecting Identitech provides the City of Clearwater with proven ISO 9001 :2000 methodologies2.
The combined efforts of Identitech Professional Services representatives and City of Clearwater
staff working as a partnership will ensure the project's success.
I Core product - FYI core product is Commercial Off-The Shelf (COTS) software, which is bundled with the
FYI suite of applications. Core product is regression tested against all new point releases of FYI to ensure
compatibility and is covered under the standard (versus custom) FYI maintenance agreement. It is supported
through the standard Tech Support Services (TSS), Research and Development (R&D), and PQS (Product
Quality Services) groups that support the rest of the FYI suite of applications.
2 Identitech ISO Quality Plan, Policies, Procedures and Work Instructions are accessible via Identitech's web
site, http://idweb.identitech.com, by selecting the NetFYI tab to go to the Login Information Screen and clicking
on the ISO Quality Documentation "Quick Link" (no userid or password is required).
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
2. Project Objectives
The primary objective of the City of Clearwater Board Meeting Management Project is to streamline
their agenda planning and publishing processes. Specifically, Clearwater will implement a web-based
electronic Board Meeting Management System.
3. Project Scope
The scope of the City of Clearwater Board Meeting Management Project is limited to core
requirements specifications (attached as Appendix A-B), a workflow for Agenda Processing
(attached as Appendix F), core system development and testing at Identitech, followed by an on-site
system install and test phases to verify all required functionalities are met. Successful completion of
the initial test phase results in a migration from the test system to the production system. Identitech
will re-test a subset of the product functionality on the production system to ensure migration
activities were successful. For the purposes of this project, the City of Clearwater wants to confine
the Board Meeting Management system tools and workflow to the Clerk of the Board's office. A
subsequent project could expand the use of the system to other departmental users.
The Gap Analysis report identified any functionality required by the City of Clearwater not
currently available in the Board Meeting Management system and any additional software or
hardware required and resulted in the requirements specifications attached as Appendices A-B.
The Board Meeting Management core system functionality is confined to:
· Capturing Agenda Items via one FYI electronic form
· Attaching supporting documents to the FYI electronic form
. Workflow Options
o Definition for the Clerk of the Board's department
o Routing the FYI electronic form via FYI FIo Works for review and approval through
up to 5 departments
o Electronic approvals via PIN
· Electronic ability to organize approved and available items for meeting agenda inclusion
· Ability to access meeting information via the web
· Reports including Agenda, Agenda Package (FYI electronic form plus supporting
documents), Meeting Minutes, Agenda Item Summary
· Scope does not include Meeting Management items, such as auto minutes or vote capture.
4. Approach
Identitech will perform the core product Project related activities at the company headquarters in
Melbourne, FL, and in accordance with their ISO certified processes. Following is a summary of
activities.
4.1 Management:
The Project will have the oversight of a Professional Services Project Manager and the
Product Marketing Manager. The City of Clearwater will designate a Project Coordinator
who will serve as a central point of contact and be available to work with the Identitech
Project Manager and team. The Coordinator should be someone who can best represent
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
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the primary areas associated with the Project. Activities will include participation in the
Project Kickoff Meeting, and Status Project Meetings. Additionally, the City of
Clearwater Project Coordinator will work with Identitech to review upcoming project
activities and recommend or reject Project change and exception requests. The Identitech
Project Manager will regularly prepare and distribute a status of current activities to the
Project Team and the City of Clearwater Coordinator. This status will include a summary
of completed work activities, project status, upcoming activities, outstanding action
items, and project issues with a severity ranking.
4.2 Requirements Specification
The Requirements Specification phase began with an expanded site visit (called the Gap
Analysis) by the Identitech Product Marketing and Sales Support groups to gather and
record user requirements. The results were documented in a Gap Analysis Report that
clearly described the features required by the customer as compared to the features in the
application. Most, but not all, of the features identified in the Gap Analysis Report were
included in the requirements specifications attached as appendices of this document.
Features identified in the Gap Analysis Report that are not included in the requirements
specifications attached as appendices of this document are listed in Section 6d of this
document. Additional functionality may be negotiated as a customization to the system at
the customer's discretion and is handled through the standard change process described
below.
4.3 Change
In the event the City of Clearwater desires a change to the Project Requirements after the
signoff of the Statement of Work, Identitech shall generate a Change Request (CR) if the
request is not a core change. An Enhancement Request (ER) will be generated if the
request is a core change. A CR or ER states the requested change and reason, Identitech
technical assessment, and any schedule, design, and price impact to the original Project.
If the changes are agreed upon, the Identitech Project Manager, as well as the City of
Clearwater Project Manager signs the CR or ER. Any other project documentation may
be updated, as required.
5. Project Deliverables and Services
During execution of this project, Identitech will provide the City of Clearwater with the following
Project Deliverables and Services:
5.1 Deliverables
5.1.1 Requirements Specifications for Core Product Deliverables
Description:
The purpose of this activity is to provide detailed requirements specifications
confirming that the core Board Meeting Management product will meet all of the
needs of the customer. In the event a desired feature or function is not available,
the customer may request the system be customized to accommodate the
differences; see Section 4.3, Change.
Status: Complete (Attached as Appendices A-B)
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
5.1.2 System Configuration Information
Description:
Identitech will gather from the City of Clearwater the required form fields, any
modification to the standard database index scheme, user accounts, workgroups,
security model and any workflow diagrams, as relevant to the Board Meeting
Management system. These items will be documented for the Identitech team
and reviewed by the City of Clearwater, and used to appropriately configure the
Clearwater System. This will occur prior to the installation of the Board Meeting
Management application on-site. Identitech standard system configuration tables
have been included as appendices of this document.
5.1.3 Project Test Plan, Cases and Acceptance Documents
Description:
Identitech and the City of Clearwater will jointly prepare the project Test Plan,
Test Cases and Customer Acceptance document prior to project implementation
in order to define the success criteria for the completion of the project. These
documents will serve as the guide for the system test at the City of Clearwater.
Successful demonstration of the criteria and customer signoff signals readiness
for production rollout.
5.1.4 System Documentation
Description:
The Board Meeting Management system will be delivered with a Quick
reference Guide for users, a configuration document, and an Administrator's
Guide as part of the core product installation. Identitech reserves the right to
release these in a draft format pending changes and updates from the City of
Clearwater implementation.
5.2 Services
5.2.1 FYI Upgrade Installation
Identitech Technical Support Services will upgrade City of Clearwater to the
latest FYI released version, as appropriate.
5.2.2 Board Meeting Management Installation and Configuration
Description:
Identitech will install the Board Meeting Management system at the City of
Clearwater. Standard configurations will be set and modified with existing
administration tools in the FYI product where necessary to accommodate the
customer's business practices. The scope of this deliverable does not include
additional programming efforts by Identitech.
5.2.3 System Test
Description:
Identitech will perform a test of the Board Meeting Management system and its
specific City of Clearwater configuration in conjunction with customer
representatives as outlined in the Test Plan, Test Cases and Acceptance
Checklist. At the end of this successful test period, the customer will sign the
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
project's Acceptance Checklist to confirm that the application performs as
required, and is ready to be moved into a production environment.
5.2.4 Training
Description:
Identitech will provide Board Meeting Management specific training to the City
of Clearwater Clerk of the Board and System Administrator personnel for up to 5
days. Training will include the use of the Submittal Form, Use of the Agenda
tools, troubleshooting, and administrative functions. Users from outside
departments are not currently included in this training effort.
5.2,5 Production Support
Description:
Identitech will provide the City of Clearwater with on-site production support for
up to 10 days following the production turn-on of the Board Meeting
Management system. This support will be able to accommodate both technical
and user concerns. Should the customer request additional support; it is available
at $1,600 per day.
5.2.6 Project Management
Description:
Project Management will be provided over the life of the project. The Project
Manager is responsible for all project concerns, coordination and
communication, including the Project Status Meetings, Project Status Reports
and all other project related documents and activities.
6. Provisions and Clarification
a) The City of Clearwater intends to limit the use of the Board Meeting Management system to the
Clerk of the Board staff for the purposes of this project. Future rollout efforts will be defined in
a separate Statement of Work.
b) The customer has purchased or is purchasing the FYI Forms product.
c) The customer has all necessary hardware and software available and installed to support the
latest applicable FYI product, including FYI Forms, as recommended in Section 10 of this
Statement of Work (SOW).
d) The following item included in the Gap Analysis Report has been removed from the scope of this
Statement of Work:
· (Requirement 52) Commissioner capability to write notes for each agenda item.
e) The following items included in the Gap Analysis Report have not been removed from the scope
of this Statement of Work but the requirements have been modified:
· (Requirement 45) Ability to full text query database or metadata and provide
relevant or associated documents via a browse button (to browse and attach a
document or put in a file name and location of the document).
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
(Modification of Requirement 45 verbiage) After the form is archived it shall be
available via Full Text Search,3
· (Requirement 107) Names in collaboration to be sorted by last name, first name,
not by User ID.
(Modification of Requirement 107 verbiage) The product shall allow users to
sort names by last name provided the administrator enters the users' names by
last name first. 4
· (Requirement 108) Filter the Member ill by department, i.e. Police Department.
(Modification of Requirement 108 verbiage) The product shall allow users to
select a member by either department or user name during collaboration in the
browser based client. 5
f) Identitech will prepare a detailed Project Plan, including a detailed project schedule after
Clearwater's authorization of this Statement of Work. This plan will be reviewed and approved
with Clearwater to assure there is an understanding of all project activities and related
dependencies.
g) Identitech offers the services and associated deliverables described herein on a fixed-price basis.
The ability for ldentitech to provide such terms is dependent on the on-time delivery of numerous
activities and customer furnished information and equipment outside of Identitech control.
h) Although Identitech will always work to mitigate a schedule or cost impact resulting from the
delays by others, deviation may impact the budget and implementation cycle. If necessary,
ldentitech will issue a Change Request (CR) to which both parties agree to reflect such a delay.
i) The following items will be evaluated as an Change Request and may result in a schedule or cost
adjustment:
· A delay in Clearwater's document review cycle, as provided for in Project Plan
schedule
· Additional effort requested by Clearwater and not defined in the project
Requirements Specifications or this Statement of Work (Both parties will agree
upon the additional work and payment specifications in writing before the work
commences).
j) In the event of change requested to the scope described in this document, the price is subject to
review and acceptance by both parties. Any required customization will be at the rate of $1,600
per day.
3 Full Text Server software must be installed to enable this functionality.
4 This functionality will be provided by FYI version 3.5.
S This functionality will be provided by FYI version 3.5.
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
7. Customer Participation and Responsibilities
The City of Clearwater's support is fundamental to the project's successful and timely
implementation. The following activities outline the City of Clearwater's participation and
responsibilities:
· Providing appropriate access to City of Clearwater management, staff, data center
facilities, and resources identified as essential to complete work activities. This
includes appropriate work areas with desks, chairs, terminal access, system access
including remote logon capabilities, and access to authorized datasets, as may be
required to complete work activities.
· Designating a Primary Project Manager who will interface directly with the
Identitech Project Manager.
· Ensuring communication with the designated Project Manager and making available
City of Clearwater staff to participate, as may be required during the course of
Project activities.
· Directing requests for assistance in the Project to the Identitech Project Manager.
· Promptly notifying Identitech of any system, application, or equipment modifications
known to be potential problems, or deviations from industry standard practices.
· Promptly notifying Identitech of any City of Clearwater unique or non-standard
system and application characteristics. This would include, but is not necessarily
limited to, unique testing procedures, naming conventions, user exits, local code
modifications or custom implementation.
· Promptly providing all other equipment, information and materials that may be
identified from time to time as essential to perform work activities.
· Cooperating promptly in the overall project, understanding that time is of the
essence, particularly regarding requests for documentation and informational
meetings.
· Install any required software to support the latest applicable FYI version prior to
Identitech arriving for the FYI system upgrade.
· Customer agrees not to change system software or configuration during the 90-day
warranty period. If any changes are required, changes will be expressly documented
and authorized by both parties. Should unauthorized changes result in Identitech
staff performing troubleshooting and system maintenance, charges will be billed at
regular consulting rates.
· If the deliverables include workflow process(es), Customer agrees not to make
changes to the workflow process(es) during the warranty period. If any changes are
required, changes will be expressly documented and authorized by both parties.
Should unauthorized changes result in Identitech staff performing troubleshooting
and workflow maintenance, charges will be billed at regular consulting rates.
· In the event Customer copies and modifies a workflow process designed and
developed by Identitech, Identitech will troubleshoot any Customer designed
workflows at regular consulting rates.
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
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8. Primary Contact Information
The primary contact for Customer is Cindy Gideau, and the primary contact for ldentitech is
Edward Davis (Project Manager). Such contacts may from time to time designate a representative to
act on their behalf.
Notice addresses for the parties are as follows:
For ldentitech:
Identitech, Inc.
Attention: Edward Davis
780 Apollo Blvd.
Melbourne, FL 32901
(321) 309-1694
For Customer:
City of Clearwater
AUn: Cyndie Goudeau
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
;
9. Project Schedule
An estimated project schedule is found below. Identitech shall verify the project schedule with
Clearwater and commence work under this Statement of Work on a mutually agreeable date after receipt
of a fully executed Statement of Work.
Project Planning 18 days 10/14/02 11/6/02
Define System Configuration Information 2 days 1 0/14/02 1 0/15/02
Develop Success Criteria (Test Plan and Test Cases) 6 days 1 0/1 5/02 1 0/1 8/02
Develop Customer Acceptance Checklist 3 days 11/4/02 11/6/02
System Installation 7 days 11/11/02 11/19/02
Install/Upgrade Base System to include FORMS 5 days 11/11/02 11/15/02
Install Scanning 2 days 11/18/02 11/19/02
Technical Buffer Time between System Upgrade
And BMM Gold Disk Availability 17 days 11/20/02 12/16/02
BMM Gold Disk Development 74 days 9/3/02 12/17/02
Install and Configure Board Meeting Management 8 days 12/17/02 1/6/03
Receive BMM Gold Disk from PQS Testing Cycle o days 12/17/02 12/17/02
Setup Users/Groups on Test System 1 day 12/30/02 12/30/02
Perform BMM Specific Configuration on Test System 4 days 12/31/02 1/6/03
Test System Installation Complete o days 1/6/03 1/6/03
Test 11 days 1n/03 1/21/03
Test on Test System 5 days 1/7/03 1/13/03
Acceptance Test Signoff 1 day 1/14/03 1 /14/03
Migrate BMM to Production System and Re-Test 5 days 1 /15/03 1/21/03
Training 5 days 1/22/03 1/28/03
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
Admin Training 1 day 1/22/03 1/22/03
End User Training 4 days 1/23/03 1/28/03
Training Complete o days 1/28/03 1/28/03
Production Go Live 11 days 1/29/03 2/12/03
Production Turnover 1 day 1/29/03 1/29/03
Onsite Support 10 days 1/30/03 2/12/03
Project Complete o days 2/12/03 2/12/03
10, Hardware Recommendation
IdentllDatabase Server Dell PowerEdge 4400
2 Processors -
PRM,80526,800,256, 133,SL T2,BO
3 Hard Drives -
HD, 18GB, U3/160, lOK,80p,SGT4
Oracle 8.16
Dell PowerEdge 4400
Ident2/ Automate /
ExcaIibur Server
Ident3/0bject Server
Ident4/Print- Fax
Server
City of Clearwater - Statement of Work
2 Processors -
PRM,80526,800,256,133,SL T2,BO
3 Hard Drives-
HD, 18GB,U3/160, 10K,80p,SGT4
Dell PowerEdge 4400
2 Processors -
PRM,80526,866M,256,133,SL T2
6 Hard Drives -
HD,36GB, U3/160, 10K,80p,SGT
Dell PowerEdge 1300
1 Processor -
PRM,80526,700,256K, 1 OO,SL T 1 ,BO
2 Hard Drives -
HD,9G,U3/160,7.2K,68p,QTM
1 Hard Drive -
lID, 18G,S, U3/160, 7.2K,68p,QTM
Upgrade memory to 1GB
Upgrade to Windows2000
Server
Upgrade memory to 1GB
Upgrade to Windows2000
Server
Upgrade memory to 1 GB
Upgrade to Windows2000
Server
Upgrade memory to 1 GB
Upgrade to Windows2000
Server
Purchase Brooktrout TR114
Fax Board if faxing required
Page 10
City of Clearwater Board Meeting Management Statement of Work
,.
Ident5/NetFYI Server Dell PowerEdge 1300 Upgrade memory to 1GB
1 Processor - Upgrade to Windows2000
PRM,80526,700,256K, 1 OO,SL Tl,BO Server
2 Hard Drives-
HD,9G, U3/160, 7 .2K,68p,QTM
1 Hard Drive -
HD, 18G,S,U3/160, 7 .2K,68p,QTM
lIS
New NetFYIIFORMSI Purchase server with:
Data/Integration Server Dual PIIJPIII processors
20GB disk space (mirroring
recommended)
1GB RAM
Windows 2000 Server
Microsoft Internet Information
Server (lIS) 5.0
11. Professional Fees and Expenses for this Project
The effort described in this Statement of Work is for a firm, fixed price of $105,000.
Professional Services
System Installation, Configuration,
Testing, Training, Production Support and
Project Management Services
$80,000.00
$80,000.00
Software
NetFYI Public Access (< 250,000 users)
$25,000.00
$25,000.00
$105,00.00
Total
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
.
In addition to the estimate above, the City of Clearwater agrees to pay reasonable and actual travel and
living expenses, which will be invoiced monthly. Travel expenses will be billed as follows:
Airline, train, car rental, parking, etc.
Mileage Rate
Per Diem Rate
Travel Time (up to 8 hours roundtrip)
Other
As Incurred
Mile
Day
Hour
As Incurred
Actual Costs
$0.365
$42.00
$60.00
Actual Costs
Identitech shall submit invoices for charges payable hereunder in five equal monthly payments of
$21,000.00 beginning the month of project authorization.
12. General Terms and Conditions
12.1 Payment
Customer shall pay said invoice within thirty (30) days of receipt thereof. Identitech can accrue interest
in the amount of 1.5 percent monthly on all overdue accounts and add a 1 percent administrative fee to all
overdue invoices; however, no interest will be charged on any disputed amounts. Customer shall pay all
applicable freight and insurance charges. All payments will be made in U.S. dollars. Non-payment or late
payment can result in termination of this Statement of Work. Upon termination of this Statement of Work
for any reason, any charges accrued but unpaid at the time of termination shall be paid in accordance
with this Section 12 to Identitech or Identitech's legal representative.
Invoices shall be submitted to:
Attn:
Each party shall collect and remit any federal, state, or local sales or use tax, excise tax,
telecommunications tax or any other taxes or amounts in lieu thereof (collectively
''Taxes'') it incurs in connection with its performance of this Agreement.
12.2 Validity.
This Statement of Work shall be valid only if signed by Customer on or before
September 5, 2002 unless thereafter extended by Identitech in its sole discretion.
12.3 Termination.
Either party shall have the right to immediately terminate this Statement of Work in the
event of anyone of the following, all of which are considered a breach of this Statement
of Work, and the breach is not remedied by the breaching party within thirty (30) days of
receipt of written notice from the non-breaching party: (i) the other party neglects or fails
to perform or observe any of its obligations hereunder or pursuant to any other agreement
with the non-breaching party, or (ii) if any assignment is made of the other party's
business for the benefit of creditors, or if a petition in bankruptcy is filed by or against
City of Clearwater - Statement of Work
Page 12
City of Clearwater Board Meeting Management Statement of Work
the other party, or if a receiver, trustee in bankruptcy or similar officer is appointed to
take charge of all or part of the other party's property or if the other party is adjudicated
as bankrupt.
12.4 Injury or Damages to Persons or Property.
Customer will indemnify and hold harmless Identitech from any and all losses, costs,
damages, expenses and liabilities (including attorneys' fees) arising out of any personal
injury or property damage of whatsoever nature or kind resulting from Customer's
performance under this Statement of Work, or resulting from acts or omissions of
Customer, unless and except to the extent that such injury, death, loss or damage is
caused by the negligence or willful misconduct of Identitech, its employees or agents,
Furthermore, Customer agrees to maintain insurance covering its obligations contained
herein and to provide proof of such insurance upon request.
12.5 Limitation of Liability.
NOTWITHSTANDING ANYTHING IN THIS AGREEMENT TO THE CONTRARY,
IDENTITECH'S MAXIMUM LIABILITY ARISING OUT OF THE PERFORMANCE
OF SERVICES, WHETHER BASED UPON WARRANTY, CONTRACT,
NEGLIGENCE, STRICT LIABILITY OR OTHERWISE, SHALL NOT EXCEED IN
THE AGGREGATE THE ACTUAL CONTRACT PRICE PAYMENTS RECEIVED
BY IDENTITECH UNDER THIS STATEMENT OF WORK.
NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR INCIDENTAL,
INDIRECT, SPECIAL OR CONSEQUENTIAL DAMAGES, OR FOR LOST PROFITS,
SAVINGS OR REVENUES OF ANY KIND, WHETHER OR NOT IT HAS BEEN
ADVISED OF THE POSSffiILITY OF SUCH DAMAGES, EXCEPT THAT THE
FOREGOING LIMITATION SHALL NOT APPLY TO LIABILITIES ARISING
UNDER BREACH OF SECTION 12.6.
12.6 Confidentiality And Proprietary Rights.
In the performance of this Statement of Work, each party may be exposed to the
confidential information and materials owned or possessed by the other party
("Confidential Information"). Both parties agree for themselves and all of their
employees, (and sub-contractors and/or agents if applicable), that such information shall
be kept confidential and not disclosed to third parties and that each party will use the
same care that it uses to protects its own confidential information but in no case less than
reasonably necessary to protect the information from disclosure. Items will not be
considered to be Confidential Information if the items were:
(i) available to the public due to no violation of this Agreement;
(ii) independently developed by personnel or agents of one party without access to
the Confidential Information of the other party as demonstrable by competent written
proof; or
(iii) already known to the recipient as demonstrable by competent written proof.
Each party agrees to keep in strictest confidence all Confidential Information which,
from the circumstances, in good faith and in good conscience should be treated as
confidential and which relates, in any way, to the business and affairs of disclosing party,
its affiliates, vendors or customers ("Discloser") which the non-disclosing party may
City of Clearwater - Statement of Work
Page 13
City of Clearwater Board Meeting Management Statement of Work
acquire in connection with or as a result of this Statement of Work or the Services to be
provided hereunder.
Each party agrees that all Confidential. Information is very valuable to discloser, is
deemed to be a trade secret or other proprietary right of discloser, notwithstanding any
public disclosure thereof by any source, and will be protected by civil and criminal law,
and, where appropriate, by the law of copyright.
Each party further agrees that it will not use or permit the use of any Confidential
Information for the benefit of anyone other than the disclosing party.
Neither party will copy, reprint, duplicate, or recreate in whole or in part, alone or in
combination with anything else, Confidential Information without the prior written
consent of the disclosing party.
The terms of this Statement of Work are considered confidential and shall not be
disclosed to any third party, except by order of a competent court, governmental
administrative or regulatory body.
Each party covenants that upon the completion or any termination or expiration of a Task
Order pursuant to this Statement of Work, it will deliver to the other party, upon written
request therefore, all copies of any and all Confidential Information belonging to the
other party related or pertaining to this Statement of Work, including, but not limited to,
any relevant planning data, technical and programming documentation and files, and will
not retain any such Confidential Information in any form without the prior written
consent of the other party.
Recipient may disclose the Disclosing Party's Confidential Information if produced in
compliance with applicable law or a court order, provided the receiving party first gives
the disclosing party reasonable notice of such law or order and disclosing party has had a
reasonable opportunity to exercise diligent efforts to seek an appropriate protective order
or, in the absence of a protective order, to exercise diligent efforts to obtain assurance
that the Confidential Information will receive confidential treatment.
12.7 Product OwnershiplReference Site
Identitech shall own any software or application developed under this Statement of
Work. Customer does hereby grant, convey and assign to Identitech absolutely and
exclusively all such software or applications and all intellectual property rights therein,
including all such software or applications and all rights therein obtained or derived from
each of Customer's employees and contractors.
12.8 Choice of Law; Choice of Forum.
This Agreement shall be governed by and interpreted in accordance with the laws of the
State of Florida. The parties agree to submit to the jurisdiction of the appropriate Federal
or State courts located in the State of Florida.
12.9 Source Code
If requested by Customer, Identitech shall place a current copy of the source code of the
most current release and version of the any software or application developed under this
Statement of Work and licensed hereunder in the possession of ldentitech escrow agent
("Agent") under a single-user escrow plan, in machine readable form with all media,
City of Clearwater - Statement of Work
Page 14
City of Clearwater Board Meeting Management Statement of Work
documentation and related materials. Identitech shall promptly provide Agent with a
new, replacement, or modified copy of the source code if Identitech updates the software
for Customer. Agent may compile and run the source code at any time as a test to ensure
such source code is operational. Customer shall pay all fees charged by Agent in
connection with the placement and maintenance of the source code in the escrow account
and all other fees related to the escrow. Identitech shall fix, repair, or replace any source
code found to be non-operational. Agent shall hold all source code as confidential and
proprietary information. Identitech shall identify all compilers, assemblers, or other
computer programs necessary to create an executable version of the Products, together
with all related documentation and other necessary materials. Source code for third party
software embedded into the software will not be stored in the escrow account. Object
code for third party software will be stored in the escrow account if permitted by the
third party vendor.
To become effective only upon Identitech declaration of bankruptcy, where bankruptcy
proceedings are not terminated within thirty (30) days or any breach or default by
Identitech under this Agreement not remedied within thirty (30) days after receipt of
written notice, Identitech hereby grants Agent the right to release the source code and
other material necessary to maintain and improve the software to Customer. In the event
the bankruptcy proceedings are reorganization proceedings, Customer shall have use of
source code only for the purpose of providing maintenance and improvements, while a
closing of Identitech business due to bankruptcy shall entitle Customer to an unlimited,
world-wide, paid up license thereto to use such source code in the operation of its
business for as long as it deems necessary
City of Clearwater - Statement of Work
Page 15
.~
City of Clearwater Board Meeting Management Statement of Work
13. Signatures
Each party has full power and authority to enter into and perform this Statement of Work, and the
person signing on behalf of each has been properly authorized and empowered to enter into this
Statement of Work.
CITY OF CLEARWATER
IDENTITECH, INC.
By: See Attached City Signature Page
By:
Title:
Title:
Date:
Date:
ldentitech Internal Review
City of Clearwater - Statement of Work
Page 16
Countersigned:
CITY OF CLEARWATER, FLORIDA
BY:~~1J:
iIIiam B. Horne"
City Manager
Approved as to form:
~kin
City Attorney
Attest:
~
City of Clearwater Board Meeting Management Statement of Work
Appendix A - Board Meeting Manager Requirements Specification
Identitech, Inc.
Requirements Specification
780 South ApolIo Blvd. Tel: (321) 951-9503
Melbourne, FL 32901
Fax: (321) 951-9505
DOCUMENT NUMBER:
SP2280
BOARD MEETING MANAGER
LAST DATE RELEASED INTO FYI: 8/14/02
Statement Of Confidentiality
This docurnenl contains. proprietary and confidenlial information of Identitech, Inc., and the protection of this infonnalion is of the highest
importance. This information must be kept in shicl confidence, and all measures should be taken to ensure that anyone who has access 10 this
information refrains from any unauthorized reproduction or disclosure. No part of this document may be reproduced or transmilted in any form or
by any means, electronic or mechanical, including but nOllimited 10 photocopying and recording, for any purpose without the written consenl of
Idenlitech, Inc. Identitech makes no warranties, representalions or promises not expressly sel forth in lhis document.
This paper conlains "forward-looking statements" within the meaning of Section 21E of lhe Securilies Exchange Act of 1934;.these statements are
subject to the safe harbor created by that Section. Factors that could cause actual results to differ materially from lhose in the forward-looking
statements include, bul are not limiled 10, the following decisions by Identitech 10 introduce alternative products, or producls consisting of
alternative features, in lighl of evolving market conditions: new prodUCI introductions by competitors or announcements by competilors of new
producl features; changes in market demand for particular products or features with respect to information and knowledge management; customer
preference patterns with respecl 10 information and knowledge managemenl architeclure, producls, and fealures; aclions by competitors 10
discourage users from selecting software based on its features; and delays encountered in creating particular software products.
Signature:
City of Clearwater - Statement of Work
Page 17
.;
City of Clearwater Board Meeting Management Statement of Work
City of Clearwater - Statement of Work
Page 18
!
City of Clearwater Board Meeting Management Statement of Work
1. Definitions & Acronyms
1.1 Definitions
Agenda The agenda for the Board Meeting.
Action Agenda The agenda with input from the actual meeting. This includes any action item
required by the Board.
Board Type Board type represents any board, which uses Board Meeting Manager to
create an agenda. The various sub boards such as planning and zoning, and
permitting etc creates an agenda for their meeting and eventually this
information may be added to the commissioner's agenda.
Database For this document, a database is the FYI SQL database that contains meta-data
(or index information) about objects that the FYI information management
system tracks.
Document A single Object within FYI, such as a WinWord Document, EXCEL
Document, a single page scanned image, or a database structure that represents
multiple "pages" for a scanned Document.
Folder A logical grouping of Documents within FYI.
Interface A hardware or software component, mechanism, or scheme that connects two
or more components in order to pass information from one to another.
System Components organized to accomplish a specific function or set of functions.
User The City Clerk is responsible for preparing the board's agenda and thus is
considered the user for BMM.
Work Session The purpose of this meeting is to review all the agenda items that will be
covered at the Board meeting on Thursday. Department organizes the draft
agenda, so that each departmental manager is scheduled to discuss the agenda
cover memorandum items specific to their department in a slottedtimeframe.
The objective is to ensure that all information required for each agenda cover
memorandum item is complete. This meeting occurs 24 hours before the
Board Meeting to provide time to gather any missing information and in some
cases remove from the agenda if information is still missing.
1.2 Acronyms
API Application Programming Interface is a set of API calls that other C-Level or
4th GL applications can call (provided they have the capability to calI DLLs)
to add the updated code to their application.
BMM Board meeting manager
COM The Component Object Model is an object-based programming model
designed to promote software interoperability; that is, to allow two or more
applications or components to easily cooperate with one another, even if they
City of Clearwater - Statement of Work Page 19
.
City of Clearwater Board Meeting Management Statement of Work
were written by different vendors at different times, in different programming
languages. To support its interoperability features, COM defines and
implements mechanisms that allow applications to connect to each other as
software objects. A software object is a collection of related function (or
intelligence) and the function's (or intelligence's) associated state.
VI Vser Interface or application front end where the user interacts with the
software.
City of Clearwater - Statement of Work Page 20
e
City of Clearwater Board Meeting Management Statement of Work
2, Introduction
2.1 Document Objectives
This document defines the Board Meeting Manager requirements. This product is being
developed as part of the Identitech FYI product suite and thus forms the basis for all engineering
plans and efforts.
The requirement specification defines the desired functionality and characteristics of the product.
Each specific requirement is numbered for ease of reference, and each includes the following
label to indicate its importance using the following term:
Shall Absolutely essential feature; product will be incomplete if not included.
Should Individual feature is not essential, but implementing it will enhance the product.
May Nice-to-have feature; omitting one or more of these features will not affect the product's
viability.
2.2 Document Scope
This document includes functional requirements. This may include human interface
requirements, specific hardware/software requirements, as well as specific architecture
requirements.
This document does not describe any design, project management, or planning details, except for
any architectural or design constraints presented as specific requirements.
2.3 Product Description
The Board Meeting Manager Application will work with the Board Meeting Manager product to
provide an entire board meeting application. The Board Meeting Manager application will be
offered as a part of the core product, which works with forms and workflow to provide the entire
solution. The Board Meeting manager will compile agendas electronically. The application
should also give the clerk the ability to manage the agenda process as it progresses through each
phase.
2.4 Associated Documents
3. Current Release Requirements
3.1 The product shall create a section list, which is dynamically generated based on the
selected board type. The product shall allow the user to select a board, which in turn
allows the user to select a meeting date for the selected Board, and then load the
appropriate sections and items for that specific meeting.
3.2 The product shall display all unassigned items for the selected board and date,
3.3 The User shall have the ability to assign items from the unassigned items to a specific
section of the Agenda.
3.4 The product shall provide the user with the ability to automatically number assigned
City of Clearwater - Statement of Work
Page 21
City of Clearwater Board Meeting Management Statement of Work
item and to manually modify that number.
3.5 Theproduct shall provide the user the ability to change the order of the assigned items
within an Agenda section.
3.6 The unassigned items shall only be listed if they are associated with the selected Board.
3.7 The product shall allow user to change the status of the Agenda. The agenda order is as
follows: draft, final, locked, completed, read only.
3.8 The product shall have the ability to specify up to three permanent items for each section
of an Agenda i.e. prayer, pledge etc,
3.9 The product, shall update the form data table, for all modified Items to reflect agenda
item number and any other required information.
3.10 The product, shall generate and save to the repository automatically the configured
Board MeetingManager reports. The Clearwater baseline reports include the following:
· Work session items
· Board of Pension Trustees
· Community Development
· Agenda Summary
· Agenda Cover Memorandums and attachments for each agenda item
· Purchasing Memorandum
· Appointment Worksheet
· Action Agenda
· Final Audit Report should be archived in the final records
3.11 The product shall display the following headings for grouping, in the order listed for the
unassigned items table:
· Form ID
· Originating Department
· Subject
· Recommended Date
3.12 The following headings for grouping, in the order listed for the assigned items table:
· Form ID
· Originating Department
· Subject
· Item Number
3.13 The product shall provide a configuration area to register reports to execute and print.
3.14 The product shall provide a configuration area to order the registered reports for proper
print packaging.
3.15 The product shall generate and print agenda packages with the appropriate content and
City of Clearwater - Statement of Work
Page 22
City of Clearwater Board Meeting Management Statement of Work
order of content.
3.16 Board Meeting Manager shall provide a setup configuration for the City Clerk to input
scheduled board meeting dates for the City/County. There should not be limitation for
dates.
3.17 Board Meeting Manager shall populate the table or lookup macro, which the form will
access to enable a drop down menu in the form to select possible meeting dates by the
originating department.
3.18 Board Meeting Manager shall automatically move all completed agenda items to the
library, rerun the report and archive the agenda in its final format for retention. This
should be a one step process for the City Clerk.
Sample items for configuration base on City of Clearwater:
The final items for the City of Clearwater which should be archived includes:
1. Work Session Items
a. Board of Pension Trustees
b. Community Development
2. Agenda Summary
3. Agenda Cover Memorandums and attachments for each item
4. Purchasing Memorandum
5. Appointment Worksheet
6. Action Agenda
7. Final Audit Report should be archived in the final records
3.19 The product shall provide the ability to print the entire agenda package with all
associated attachments via a click of one button.
Sample items for configuration base on City of Clearwater:
The final agenda package includes the following:
1. Work Session Items
a. Board of Pension Trustees
b. Community Development
2. Agenda Summary
3. Agenda Cover Memorandums and attachments for each item
4. Purchasing Memorandum
5. Appointment Worksheet
3.20 The product should allow the City Clerk to reorder agenda items on a specific agenda by
department for the Work Session. Upon completion of the work session, the City Clerk
will need to reorder for the actual Agenda. The work session agenda must be saved for
archival purposes and included with the agenda package when archived. In summary,
the product shall allow the work session to sort by department; allow execution and
running of a Work Session and archive in the folder.
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
3.21 The product shall provide a setup configurator which allows the City Clerk to establish
meeting sections, dates, preamble sections, reports, report order for agenda package
distribution, and other relevant presets needed for Board Meeting Management that were
manually set in the prototype.
The baseline sections for Clearwater Commission meeting are as follows:
· Public Hearing
· Consent Agenda
· Other items on City Manager Reports
· Second Readings
· City Attorney Reports
The baseline sections for Clearwater Work Session are as follows:
(All Originating departments)
· City Attorney
· City Auditor
· Budget Office
· Customer Service
· Engineering6
· Financial Services
· Fire and Rescue Department
· Gas System
· Human Relations
· Human Resources
· Information Technology
· Library
· Marine & Aviation
· Official Records and Legislation Services
· Parks & Recreation
· Planning
· Police
· Public Communications
. Public Services 7
· Public Works AdministrationS
· Public UtiIities9
· Solid Waste/General Support Services
3.22 The agenda shall order, execute and sort by configured sections.
6 This is a division of the Public Works Administration Department.
7 This is a division of the Public Works Administration Department.
S This is a division of the Public Works Administration Department.
9 Current Board Meeting Manager currently does not handle department divisions but may be planned in a future
release.
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
4. Guidelines
4.1 Architecture
4.1.1 Shall support Windows 2000,
4.1.2 Should support Windows XP.
4.1.3 Shall support multi byte text support.
4.1.4 Shall provide localization of all text, menus, buttons and error messages.
4.2 Human Interface
4.2.1 The product should be section 508 compliant.
4.3 Environmental Considerations
5. Future Release Requirements
City of Clearwater - Statement of Work
Page 25
City of Clearwater Board Meeting Management Statement of Work
Appendix B . Board Meeting Management Application Specifications
Identitech, Inc. .
780 South Apollo Blvd. Tel: (321) 951-9503 Requirements Specification
Melbourne, FL 32901 Fax: (321) 951-9505
DOCUMENT NUMBER: SP2286 Board Meeting Management Application
LAST DATE RELEASED INTO FYI: 8/12/02 Specifications
Statement Of Confidentiality
This document conlains proprietary and confidential information of Identitech, Inc., and the protection of lhis information is of the highest
importance. This informalion must be kepI in strict confidence, and all measures should be taken 10 ensure thaI anyone who has access 10 lhis
information refrains from any unaulhorized reproduction or disclosure. No part of this document may be reproduced or transmitted in any form or
by any means, electronic or mechanical, including but not limited to photocopying and recording, for any purpose without the written consenl of
Identitech, Inc. Identitech makes no warranties, representalions or promises not expressly sel forth in this document.
This paper contains "forward-looking slatements" within the meaning of Section 21E of lhe Securities Exchange Act of 1934; lhese stalemenls are
subject to the safe harbor created by that Section. Factors lhat could cause actual results to differ materially from those in the forward-looking
slalements include, but are not limited to, lhe following decisions by Identitech to introduce alternative products, or products consisting of
alternative features, in light of evolving market conditions: new product introductions by competitors or announcements by competitors of new
product features; changes in market demand for particular products or features wilh respect to information and knowledge managemenl; customer
preference patterns with respect to information and knowledge management architecture, products, and fealures; actions by competitors 10
discourage users from selecting software based on its fealures; and delays encounlered in creating parlicular software products.
City of Clearwater - Statement of Work
Page 26
City of Clearwater Board Meeting Management Statement of Work
City of Clearwater - Statement of Work
Page 27
City of Clearwater Board Meeting Management Statement of Work
1. Definitions & Acronyms
1.1 Definitions
Agenda
Action Agenda
Agenda Covers
Memorandum
Appointment
Worksheet
Board Type
Commission
Meeting or
Board Meeting
Database
Document
Folder
Interface
Originating
Department
Purchasing
Memorandum
Reviewing
Department
System
The agenda for the Board Meeting
The agenda with input from the actual meeting. This includes any action item
required by the Board.
The cover sheet used by originating departments to request an specific item be
included on an agenda for a CommissionIBoard Meeting.
The City Clerk prepares a form that indicates the citizen nominees for various
committees. The Board must approve the nominees.
Board Type represents any board, which could use Board Meeting Management to
create an agenda i.e. Commissioners, Pension Trustees, Community Redevelopment
Agency. The sub boards i.e. planning and zoning, and permitting etc. will create an
agenda for their meetings. This information eventually may be added to the
commissioner's agenda in the future.
The name of the actual Board Meeting where Commissioners meet to discuss agenda
items.
For this document, a database is the FYI SQL database that contains meta-data (or
index information) about objects that the FYI information management system tracks.
A single Object within FYI, such as a WinWord Document, EXCEL Document, a
single page scanned image, or a database structure that represents multiple "pages"
for a scanned Document.
A logical grouping of Documents within FYI.
A hardware or software component, mechanism, or scheme that connects two or
more components in order to pass information from one to another,
The originating department prepares the Agenda Cover Memorandum with all the
details necessary to place an agenda item on a specific Board Meeting.
A form that is prepared by the Purchasing Department with all items already included
in the budget however they still need to be presented at the Commission Meeting.
These departments review the information included with the Agenda Cover
Memorandum to ensure it is complete and meets specific requirements before it is
scheduled for a commission meeting.
Components organized to accomplish a specific function or set of functions.
City of Clearwater - Statement of Work
Page 28
City of Clearwater Board Meeting Management Statement of Work
Vser
The City Clerk is responsible for preparing the board's agenda and thus is considered
the user for BMM.
Work Session
The purpose of this meeting is to review all the agenda items that will be covered at
the Board meeting on Thursday. Department organizes the draft agenda, so that each
departmental manager is scheduled to discuss the agenda cover memorandum items
specific to their department in a slotted timeframe. The objective is to ensure that all
information required for each agenda cover memorandum item is complete. This
meeting occurs 24 hours before the Board Meeting to provide time to gather any
missing information and in some cases remove from the agenda if information is still
missing.
1.2 Acronyms
ACM Agenda Cover Memorandum is the cover sheet for each agenda item.
API Application Programming Interface is a set of API calls that other C-Level or 4th GL
applications can call (provided they have the capability to call DLLs) to add the
updated code to their application.
A W The appointment worksheet is a form created by the Clerk to the Board. The form
selects citizens that are appointed to work on a committee and requires board
approval.
COM The Component Object Model is an object-based programming model designed to
promote software interoperability; that is, to allow two or more applications or
components to easily cooperate with one another, even if they were written by
different vendors at different times, in different programming languages. To support
its interoperability features, COM defines and implements mechanisms that allow
applications to connect to each other as software objects. A software object is a
collection ofrelated function (or intelligence) and the function's (or intelligence's)
associated state.
DDE Dynamic Data Exchange is used in Windows to transfer data between two
applications or to two separate instances of the same application. Windows itself
uses DDE for a variety of purposes, from opening documents in running applications
when a document icon is double-clicked in the shell to obtaining program icons for
DOS applications. DDE is also used to support OLE.
OLE Object Linking and Embedding is a technology that enables an application to create
compound documents that contain information from a number of different sources.
For example, a document in an OLE-enabled word processor can accept an
embedded spreadsheet object. Unlike traditional "cut and paste" methods where tbe
receiving application changes the format of the pasted information, embedded
documents retain all their original properties. If the user decides to edit the
embedded data, Windows activates the originating application and loads the
embedded document.
PM Purchasing Memorandum is a spreadsheet, which lists all purchasing items that
reoccur and require Board Approval.
VI User Interface or application front end where the user interacts with the software.
City of Clearwater - Statement of Work Page 29
City of Clearwater Board Meeting Management Statement of Work
2. Introduction
2.1 Document Objectives
This document defines the Board Meeting Management Application requirements. This product is
being developed as part of the Identitech FYI product suite and thus forms the basis for all engineering
plans and efforts.
The requirement specification defines the desired functionality and characteristics of the product. Each
specific requirement is numbered for ease of reference, and each includes the following label to
indicate its importance using the following term:
Shall Absolutely essential feature; product will be incomplete if not included.
Should Individual feature is not essential, but implementing it will enhance the product.
May Nice-to-have feature; omitting one or more of these features will not affect the product's
viability.
2.2 Document Scope
This document includes functional requirements. This may include human interface requirements,
specific hardware/software requirements, as well as specific architecture requirements.
This document does not describe any design, project management, or planning details, except for any
architectural or design constraints presented as specific requirements.
2.3 Product Description
2.4 Associated Documents
2.4.1 Requirements Specification SP2280 for Board Meeting Manager.
3. Current Release Requirements
3.1 General Core Requirements
3.1.1 Shall provide all requirements listed in the Board Meeting Manager Specification SP2280.
3.2 Forms Design
3.2.1 The tracking number shall be auto generated by the system.
3.2.2 The FYI Tracking Number and Form ill shall be the same number. Requires integration to the
city's current tracking system. The FYI tracking number will be separate from a new field
named" Tracking Number" which will be either retrieved from their current Oracle database,
or if the number does not presently exist, create a new number in their Oracle database and
apply to " Tracking Number" field on form.
3.2.3 The text label on the current form shall be changed from 'Form ill' to 'Tracking Number'.
3.2.4 The tracking number shall provide a way to identify the three types of forms submitted via the
City.
The three forms include:
City of Clearwater - Statement of Work
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City of Clearwater Board Meeting Management Statement of Work
1. Agenda Cover Memorandum (ACM)
2. Purchasing Memorandum (PM)
3. Appointment Worksheet (AM)
Examples of the above forms are available for review. On forms submit, the tracking
number will be appended in FYI with the code designating the type of for example:
ACM indicates it is an Agenda Cover Memorandum.
3.2.5 Submittal date shall automatically pre-populate. End user should not be able to change or
modify date on form, Read only field required.
3.2.6 Product shall include the following board types in the drop down menu after the field 'Board
of is selected:
3.2.7
3.2.8
3.2.9
3.2.10
1. City Commission
2. Community Redevelopment Agency
3. Pension Trustees
4. Work Session
5. Special Meeting / Special Work Session
The system shall provide a simple way to change the names of each board for future customers
to simplify the customization process.
The originating department field shall automatically provide the submitters department based
on the submitters login ID. (Use script@ORGINT).
Originating Department shall be a secured field once the department submitted into workflow.
Others should be able to view this field in their form views. Read only.
The system shall provide a means to override the auto-generated department for managers at a
Director level or higher. This allows one department to prepare an agenda item for another
department when specific expertise is required. The department director will prepare the
agenda item and input the originating departments information. The auto-generated department
is based on the login ID for the person who is submitting the form. To accomplish this
requirement, we should possibly set up a separate field, which is viewable only by Director
level users or higher. This field could be named 'Prepared for Originating Department'
Originating departments include:
· City Attorney
· City Auditor
· Budget Office
· Customer Service
Page 31
City of Clearwater - Statement of Work
City of Clearwater Board Meeting Management Statement of Work
· EngineeringlO
· Financial Services
· Fire and Rescue Department
· Gas System
· Human Relations
· Human Resources
· Information Technology
· Library
· Marine & Aviation
· Official Records and Legislation Services
· Parks & Recreation
· Planning
· Police
· Public Communications
· Public Servicesll
· Public Works Administrationl2
· Public Utilities13
· Solid Waste/General Support Services
3.2.11
The system should be able to modify and change the originating departments when
implementing for other agenda customers.
The subject field only allows submitter to input 2,000 characters. If more space is required for
the content in the subject field section, submitter will be required to attach a separate
document.
The product shall provide a text box next to the subject field where the submitter can provide
the name for the associated document. This will make it simple for a reviewer to locate the
subject document when filtering through all the attachments filed in the folder.
The Planning Department requires a unique Agenda Cover Memorandum for the subject
section on the form. This template has been provided to Identitech to incorporate. This will
require two form views, one for planning and one for all other departments.
The text label on the current form shall be changed from 'Background Information' to
'Summary'.
3.2.12
3.2.13
10 This is a division of the Public Works Administration Department.
II This is a division of the Public Works Administration Department.
12 This is a division of the Public Works Administration Department.
13 Current Board Meeting Manager currently does not handle department divisions but may be planned in a future
release.
City of Clearwater - Statement of Work
Page 32
City of Clearwater Board Meeting Management Statement of Work
3.2.14
3.2.15
3.2.16
3.2.17
3.2.18
3.2.19
3.2.20
3.2.21
3.2.22
3.2.23
3,2.24
3.2.25
3.2.26
The background field only allows submitter to input 2,000 characters. If more space is required
for the content in the background field section, submitter will be required to attach a separate
document.
The product should provide a text box next to the background field where the submitter can
provide the associated document. This will make easy locate the background document when
filtering through all the attachments in the folder.
The required vote field shall automatically default to Simple Majority. This is created in the
field selection properties.
A drop down box shall display required voting options based on the selected board type at the
top of the form. Rules for each board may differ based on the size and type of board for
customers. Therefore, this should be configurable for other city/county requirements. Board
type is already a field on the form.
The baseline for the City of Clearwater is as follows:
. Simple majority is the default. Voting rules for each board type required is %.
· The system shall provide a means to add a different requirement on the fly.
The only instance where a different rule might apply would be if the City
Commission were voting on whether or not to fire a City Manager. Suggest
adding 'Other' as other option besides simple majority.
The controversial field shall be removed from the form.
The closed session field shall be removed from the form.
The text label on the current form shall be changed from 'Net County Cost' to 'Total Cost'.
The 'Total Cost' field shall be moved to the top of the financial section on the form. It shall be
placed directly under the required vote field.
The Agenda Cover Memorandum shall add a "Not to Exceed Field" in the financial section of
the form.
The text label on the current form shall be changed from 'Annual Cost' to 'Annual Operating
Cost '.
For Fiscal Year field provide a range with a start and end date. Provide dates that go out 30
years. Will require submitter to enter in two dates manually.
The text label on the current form shall be changed from 'Fiscal Year' to 'Date Change'.
The form shall have a text field with a header titled 'Types of Expenditures'. The expenditure
options will be listed below this header.
The form shall provide a radio button for lease option directly under 'Types of Expenditures' .
Implement dynamic forms fields. The initial Types of Expenditures field value (s) (Lease,
Capital Expenditure, and Debt) will enable the appropriate and corresponding form fields
associated with each expenditure type.
The form shall provide a radio button for capital expenditure. Implement dynamic forms
fields. The initial Types of Expenditures field value (s) (Lease, Capital Expenditure, and Debt)
will enable the appropriate and corresponding form fields associated with each expenditure
type.
City of Clearwater - Statement of Work
Page 33
City of Clearwater Board Meeting Management Statement of Work
3.2.27 The form shall provide a radio button for debt, yes or no. The new field shall require the
originating department select bond or lease purchase. Implement dynamic forms fields. The
initial Types of Expenditures field value (s) (Lease, Capital Expenditure, and Debt) will enable
the appropriate and corresponding form fields associated with each expenditure type.
3.2.28 If debt is selected another field should become visible. The person will then select one of the
two options via another radio button:
a. Lease purchase
b. Bond
3.2.29
3.2.30
3.2.31
3.2.32
3.2.33
3.2.34
3.2.35
3.2.36
3.2.37
3.2.38
3.2.39
The form shall provide a check box button for purchase.
The 'Source of Funds' field shall be removed from the form.
The 'Financial Data' field shall be removed from the form.
The 'CAO' recommendation field shall be removed from the form.
The 'Recommended Date' field shall be removed from the form.
The 'Disposition and Disposition date shall be removed from the form.
The drop down selection under the affected district section shall enable the user to record the
commissioner's vote with yes, no or abstain. This table shall use radio buttons to select yes,
no or abstain.
City Commission commissioner's names are as follows:
· Brian Aungst, Sr. Mayor Commissioner -Seat 1
· Frank Hibbard, Commissioner - Seat 2
· Hoyt Hamilton, Commissioner -Seat 3
· Whitney Gray, Commissioner -Seat 4
· Bill Jonson, Commissioner - Seat 5
If hard copies radio button is selected yes, than a field in the form shall appear to provide space
for the submitter to manually input the title for each hard copy document. System shall
provide a minimum space to input five titles. The purpose of this it to notify reviewers that the
agenda item they are reading has other documents associated. May want to put directions
about the text box for submitters to know the purpose of this field.
The system shall have a radio button that requires a submitter select yes or no for a public
hearing. If yes is selected, provide three text fields where the submitter can input the dates
when the advertisement was published. Provide a minimum of three date fields.
The form shall add a 'Preferred Meeting Date' field to the form to allow a user to request a
preferred meeting date based on the already established board schedule. Already provided for
by the Client.
The Agenda Cover Memorandum shall add a field for 'Requisition number' only if it is for a
purchasing agenda item. The field is a mandatory field if item is a purchasing agenda item and
City of Clearwate r - Statement of Work
Page 34
City of Clearwater Board Meeting Management Statement of Work
3.2.40
3.2.41
3.2.42
3.2.43
3.2.44
3.2.45
3.2.46
3.2.47
requires input from the submitter. Do not accept an Agenda Cover Memorandum which is a
purchasing agenda item without having this field completed.
The form shall have a field saying Bid - Yes or No. If yes, then the form should display
another field to input the actual bid number. If no, a drop down list with all exceptions should
appear. These include:
· Emergency
· Sole Source
· Less than $2,500
· Other Government Bid (piggyback)
· Impractical to Bid
· Other
If Other Government Bid is selected, a text field should open to display to input the contract
number.
The product shall provide a way for the City Clerk to confirm acceptance of the meeting date
and provide e-mail to originating department.
Once the item is assigned to an agenda and confirmed this shall be displayed as one of the
meeting items for the work session and commission meeting.
City Clerk and City Attorney should be the only people able to change a meeting date. All
others should be able to review this field.
The form shall provide a mandatory field, which requires the submitter to input the latest date
the Agenda Item can be scheduled for an agenda meeting.
The form shall display every Departmental approver's signature on the form. This will give
everyone an understanding of which departments have already signed off on an agenda item.
PIN verification acceptable with block text name and date printed.
Form shall display a separate comments section next to the subject and background fields for
the following users:
· City Clerk (CL)
· City Manager (CM)
· Assistant City Manager (ACM)
· City Attorney
· Assistant City Manager of Economic Development
Assuming that parties will share the text field section. Will require two text comment boxes
(subject and background). Will require tie in to security and building appropriate group(s) in
FYI. Each user in the list above plans to use this field to write and share notes with each other.
No other parties should be granted approval to have access to this information.
Page 35
City of Clearwater - Statement of Work
City of Clearwater Board Meeting Management Statement of Work
3.2.48 The form shall have five fields to input appropriation codes only if the Agenda Cover
Memorandum is a purchasing agenda item. If the Agenda Cover Memorandum is a purchasing
agenda item it should require a minimum of one appropriation code be completed before it can
be submitted. Please make each field 24-characters. The field should be a text field for manual
input since there are over 30,000 codes.
3.2.49 The form shall provide a field after each appropriation code to input the dollar amount for each
appropriation code.
3.2.50 The form shall provide a box to the right of the appropriation fields in order to input general
comments.
3.2.51 The form shall provide a radio button that states budget adjustment yes or no. If yes, then a pop
up should appear which provides a section for any budget comments. Tie this field to budget
adjustment.
3.2.52 The financial section of the form shall have a "Not to Exceed Field' in the financial section of
the form.
3.2.53 The product shall display the Modified Motion field during the commission meeting. All
information input from the meeting should be viewable from that point Hide this field until
information is input either during or after the meeting.
3.2.54 The product shall hide modified motion, minute order, vote check boxes, and hearing date from
the form until the items are input either during or after the meeting. An individual will input
these items, presumably the City Clerk, and once this is complete the information should
become available.
3,2.55 The product shall be set up to let the City Managers and Assistant City Managers only view
their outstanding work items in the work list. Filter on client side. Will have to visit each end
user at the site.
3.2.56 Purchase Memorandum form needs to be designed and incorporated into the workflow. An
example of the form is attached.
3.2.57 Advisory appointee form needs to be designed and incorporated into workflow. This is created
and submitted by the Clerk. The Clerk appoints citizens to an advisory board however it
requires Board approval.
3.2.58 The form name shall be changed from Form 11 to 'Agenda Cover Memorandum'.
3.3 Workflow Items
3.3.1 Department submitter shall obtain approval from their Department head for each Cover
Memorandum. Approval is designated by a PIN signature. The PIN triggers the work item to
be closed,
3.3.2 Upon Departmental approval the Agenda Cover Memorandum shall be forwarded to
designated departments for approval i.e. budget finance, legal.
3.3.3 The product shall have a workflow agent that looks at date on form and date = current date plus
or minus 17 days prior to commission meeting. If this state exists, the system should return a
note to the submitter stating the deadline has passed to submit to an agenda item for the
City of Clearwater - Statement of Work
Page 36
T
City of Clearwater Board Meeting Management Statement of Work
3.3.4
3.3.5
3.3.6
3.3.7
3.3.8
3.3.9
3.3.10
3.3.11
3.3.12
3.3.13
3.3.14
3.3.15
specified meeting however, if an exception is required they are welcome to contact the City
Clerk
City Clerk and City Attorney shall be able to submit agenda items with no timeline restrictions.
If Legal is originating department, the product shall not require the City Managers approval in
workflow.
If Legal is originating department, and a budget item exists. Legal shall forward to budget for
approval.
Items directed to legal shall initially be sent to the Administrative Support Manager. This
individual will distribute work to appropriate legal counsel via collaboration.
Each attorney doesn't require a department head approval; therefore any agenda item they have
reviewed should be sent directly to the City Clerk to be included on the agenda.
Purchase Memorandum form shall be created. This is the 1 st item included in the work session,
and 1st item on the consent agenda. This should be a separate workflow, which starts with the
originator and goes to budget for approval. It then will go to the City Clerk. If it is a lease
purchase it should be sent to legal for signoff before being sent to the clerk. An example of the
form is attached.
If debt is selected on the form, this Agenda Cover Memorandum item shall be sent to debt
financing.
All items shall be forwarded to legal if they are of the following nature:
· Lease
· Contract
· Ordinances
· Resolutions
· Agreements
The City Clerk shall complete and submit the Appointment Form for a specific board and
agenda.
An item that has been checked, public hearing, shall automatically be forwarded to the City
Clerk for inclusion on the final agenda meeting.
The product shall send an email to commissioners notifying them that the agenda is ready to
review. This should be done one week prior to the work session.
The agenda shall be made available to the public as soon as they are transmitted to the
Commissioners. This should be by 5:00 p.m. on the Monday, 7 days prior to the scheduled
Commission Work Session Meeting.
City of Clearwater - Statement of Work
Page 37
3.3.16
City of Clearwater Board Meeting Management Statement of Work
3.3.17
3.3.18
3.3.19
3.3.20
3.3.21
3.3.22
The workflow shall include a means to notify the p!ess when the agenda is available. This
should be done via e-mail. City to clarify when this should take place and what documents
should be displayed for the press.
An e-mail notification shall automatically be generated each time an item is submitted and sent
through the workflow process.
The product shall send reminders to originators when an unassigned item is placed on a
specific agenda. This should occur five business days prior to the 17-day cut off.
The product shall give the City Clerk and Legal all overriding authority. Legal is an exception
since they report to the Board.
The product shall use the attached workflow design as the baseline for the entire Board
Meeting Manager application.
The form shall automatically route agenda items originated by the department (s) listed below
to the Assistant City Manager for Economic Development for final approval:
· Economic Development and Housing
· Development and Neighborhood Services
The form shall automatically route agenda items originated by the department(s) listed below
to the Assistant City Manager for final approval:
. City Attorney
. City Auditor
. Budget Office
. Customer Service
. E' . 14
ngmeenng
. Financial Services
. Fire and Rescue Department
. Gas System
. Human Relations
. Human Resources
. fuformation Technology
. Library
. Marine & Aviation
. Official Records and Legislation Services
. Parks & Recreation
. Planning
. Police
14 This is a division of the Public Works Administration Department.
City of Clearwater - Statement of Work
Page 38
City of Clearwater Board Meeting Management Statement of Work
· Public Communications
· Public Services1S
. Public Works Administration 16
. Public Utilities17
· Solid Waste/General Support Services
3.4 Reports and Printing
3.4.1 The system shall provide a way to view and print all text in the 2,OOO-character field for the
subject information,
3.4.2 The system shall provide a way to view and print all text in the 2,OOO-character field for the
background information.
3.4.3 Required Reports required include:
1. Work Session
a. Board of Pension Trustees:
-This board creates action agendas
b. Community Redevelopment Agency
-This board creates actions agendas
2. Agenda
3. Action Agenda -must contain all information plus the action items
3.4.4 Commissioners require access to all reports.
3.4.5 The final audit should be archived in the final records for the agenda package.
3.4.6 Customer requires the ability to print each agenda cover memorandum separately.
3.4.7 The Agenda Cover Memorandum should be able to print all information into one document.
Even if the fields are 2,000 characters this information needs to visible when it is printed.
There needs to be a mechanism to view and print the entire document and all information in
each field,
3.4.8 The Agenda Sections for the commission meeting shall include the following headings in the
drop down menu:
· Public Hearings
· Consent Agenda
· Other items on City Manager Reports
15 This is a division of the Public Works Administration Department.
16 Current Board Meeting Manager currently does not handle department divisions but may be planned in a future
release.
17 This is a division of the Public Works Administration Department.
City of Clearwater - Statement of Work
Page 39
City of Clearwater Board Meeting Management Statement of Work
· Second Readings
· City Attorney Reports
3.4.8 The Agenda Section for the Work session shall be a drop down menu of all originating
departments. The listing of originating departments is as follows:
· City Attorney
· City Auditor
· Budget Office
· Customer Service
· Engineering18
· Financial Services
· Fire and Rescue Department
· Gas System
· Human Relations
· Human Resources
· Information Technology
· Library
· Marine & Aviation
· Official Records and Legislation Services
· Parks & Recreation
· Planning
· Police
· Public Communications
· Public Servicesl9
· Public Works Administration20
· Public Utilities21
· Solid Waste/General Support Services
18 This is a division of the Public Works Administration Department.
19 This is a division of the Public Works Administration Department.
20 Current Board Meeting Manager currently does not handle department divisions but may be planned in a future
release.
21 This is a division of the Public Works Administration Department.
City of Clearwater - Statement of Work
Page 40
City of Clearwater Board Meeting Management Statement of Work
3.5 FYI Configuration
3.5.1 Constituents and internal customers shall have unlimited access to any previous agenda and
corresponding agenda item via a web browser. Shall make the agenda available to public users
using NetFYI outside firewall configuration.
3.5.2 Public Users shall be able to view the agenda and each agenda item via hyperlinks. The
agenda should be made available to the public when they are transmitted to the Commissioners.
3.5.3 The product shall archive the agenda folder permanently. HTML reports are read only. The
folder will be configured for read only access. This can be accomplished through a search
class. Board Meeting Manager will be the only mechanism allowed to update BMM folders.
3.5.4 The City Clerk shall be able to complete and submit an appointment form for a specific Board
and agenda.
3.5.5 The product shall prioritize all e-mails. E-mails showing up with identify high, normal, and low
priority via text message only.
3.5.6 Board Meeting Manager shall populate the table or lookup macro, which the form will access
to enable a drop down menu in the form to select possible meeting dates by the originating
department.
3.5.7 The work list view for the City Manager, Assistant City Manager/Assistant City Manager for
Economic Development should not include:
. major
. agenda ill
. Item ill
. minor task
. security level
. submittal date
. recommended date
. section
. hardcopy
. comments
. status
4. Guidelines
4.1 Architecture
4.1.1 Shall support Windows 2000.
4.2.2 Should support Windows XP
4.1.2 Shall support multi byte text support
4.1.3 Shall provide localization of all text menus, buttons and error messages
City of Clearwater - Statement of Work
Page 41
City of Clearwater Board Meeting Management Statement of Work
4.2 Human Interface
4.2.1 The product should be section 508 compliant
4.3 Environmental Considerations
5, Future Release Requirements
These requirements are for information purposes only. They are not to be implemented with this release
of the product.
5.1 General Requirements
City of Clearwater - Statement of Work
Page 42
City of Clearwater Board Meeting Management Statement of Work
Appendix C - Planning Template
The site is located at
to
SIze.
. The purpose of the annexation, land use plan amendment and rezoning is
. The current use of the property is and the site is approximately _ acres in
The property will be served by Pinellas County/ City of Clearwater water and sanitary sewer service, The
applicant is aware of the need and costs to extend and connect the water and sanitary sewer lines to his
property.
The Planning Department determined that the proposed annexation is consistent with the following standards
specified in the Community Development Code:
. The proposed annexation will not have an adverse impact on public facilities and their level of service.
. The proposed annexation is consistent with the City's Comprehensive Plan, the Countywide Plan and
the Community Development Code.
. The proposed annexation is contiguous to existing municipal boundaries, represents a logical extension
of the boundaries and does not create an enclave.
Please refer to the attached report for the complete staff analysis.
Since the proposed annexation site is less than ten acres, the annexation will not require the review of the
Pinellas Planning Council. The site is greater than ten acres; therefore, the Pinellas Planning Council will
make a determination on the City's ability to serve the property.
The Planning Department determined that the proposed land use plan amendment and rezoning applications are
consistent with the following standards specified in the Community Development Code:
. The proposed land use plan amendment and rezoning application are consistent with the
Comprehensive Plan.
. The potential range of uses and the specific proposed use are compatible with the surrounding area.
. Sufficient public facilities are available to serve to serve the property,
. The applications will not have an adverse impact on the natural environment.
Please refer to the attached report for the complete staff analysis.
In accordance with the Countywide Plan Rules, the land use plan amendment is subject to the approval of the
Pinellas Planning Council and the Board of County Commissioners acting as the Countywide Planning
Authority. Due to the size and/or intensity of the plan amendment request, review and approval by
Florida Department of Community Affairs is also required.
The Community Development Board reviewed this application at their public hearing of , 2000 and
recommended approvaVdenial of the application. (If denial, one sentence to explain the denial).
City of Clearwater - Statement of Work
Page 43
City of Clearwater Board Meeting Management Statement of Work
Appendix D - Purchasing Memorandum
I! III '.11
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City of Clearwater - Statement of Work
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Page 44
."
..
City of Clearwater Board Meeting Management Statement of Work
Appendix E - Appointment Worksheet
APPOiNTMENT WORKSHEET
FOR COMMISSION MEmNG November 15.2001
Agenda ,_
BOARD: EnVironmental AdvisotyBoard
TERM: 4 years
APPOINTED BY: City Comml$$ion
RESIOENCY REQUIREMENT: City af Clearwater
FINANCIAL DISCLOSURE: Not Required
STAFF UAISON: PWAlEnvitonMenUlI
MEMBERS: 5
CHAIRPERSON: Sandra Jamieson
MEETING OATES: 3rd Wed,. 4 pm
PLACE: Commhu.lon Chambers
APPTS. NEEDED: 1
SPECIAL QUAliFICATIONS: None
THE FOLLOWING ADVISORY BOARD MEMBER(S) HAVE TERMS WHICH EXPIRE AND NOW
REQUIRE EITHER REAPPOINTMENT FOR A NEW TERM OR REPLACEMENT BY A NEW
APPOINTEE.
H!m!
Date of Original
ApDolntment
Attendance Interest in
Record reappointment
,. Vacant Soat
person appointed wln bagin immeO"lStelv with term to 10131/05
THE FOLLOWING NAMES ARE BEING SUBMITTED FOR CONSIDERATION TO FILL THE ABOVe
VACANCIES:
Name--Address yomrnents-ReJated experi~mce. Etc.
1. Richard Avichouser
1621 Gulf Blvd., 33767
ReaJtorllnvestor
2, Norma Carlough
1756 Ashton AbbeV Rd., 33755
Retired Insurance Agent
3. Clorinda (Cookie) Gilreath
1709 Sunset Dr., 33765
Past member Historic Preservation Board
Zipcodes of current rMmbefs:
1 at 33756
1 at 33159
1 at 33164
1 at 33165
1 vacant
City of Clearwater - Statement of Work
Page 45
City of Clearwater Board Meeting Management Statement of Work
Appendix F - Board Meeting Manager Workflow
Form Submission
Decision
Cascade
Form Type?
City of Clearwater - Statement of Work
... to Budget
Review and
Approval
-------------------------------------~
on to
Commission
Work Session
-------------------------------------~
... to Legal
Department
-------------------------------------~
.., to Other
Departments
-------------------------------------~
Diagram A
Page 46
City of Clearwater Board Meeting Management Statement of Work
Administrlltive
Support Menege
I
I
I
I
I
I
L
City of Clearwater - Statement of Work
Attorney Type
=A
AIIarney Type
= B
AIIorney Type
..other
n. to Budget Review
Requires Budgetary Approval and Approval
----- ---------------------------------------.-.-.-.------------.
LeJl~ ~n~y_ _ _ _ _ _ __
-------------.
... to City Clerk Exit
Step
Commission
'Nark Session
. mp..
Legal Form Type
Other Form Type
... to Other
Dl1partments
--. m m --t<>-.
Purchasing Memorandum
I
I ... to City Clerk Entry
: All Other Form Types Step
------------------------------~
Other Form Type
Requiring Legal Approval
Diagram B
Page 47
City of Clearwater Board Meeting Management Statement of Work
... to Budget
Review and
Approval
-----------------------.
Purchasing
Mgr
Purchasing
Mgr
Finance Sr
Accl
Purchasing
Mgr
,.. to Other
_ _ ~!Pll!.t!!l~n
....------------
Other Form
Type Requiring
Legal Approval
". to
Commission
Work Session
f
Require
Budget
Director
Review
Require
Legal
Review
n-J.-
... to Budget Review
and Approval
"- .W.' __' _,. .m - '" w,,,J00.
...... to City Clerk EXI!
Step
...... ... "W. .......
to
."i>
~----_________m___________________________________________W____________
City of Clearwater -- Statement of Work
Diagram C
Page 48
City of Clearwater Board Meeting Management Statement of Work
...
... to Budget Review
and Approval
Budget Director
... to City Clerk Exit
Step
~
",. ,()
CornrnisSIQn
tf\lcwk $t)sslon
.....m m .......,.,
NO
YES
All other form types.
Form type =
1. Purchasing Memorandum and Legal Needed
2. Conltact Docs
3. Basic Lease to City
4. Least to City with Insurance
5. Construction Conltacts Public Works Origin
6. Construction Conltacts not Public Works Origin
7. Agreements/Contracts with Cost
B. Rate/Fees Increases
... to City Clerk Entry
Step
m._"m~ __ ______~_________ .__~___ __ _______.___.__ ______________________-.
Other Form Type
Requiring Legal Approval
~-------------------------
Diagram D
City of Clearwater - Statement of Work
Page 49
City of Clearwater Board Meeting Management Statement of Work
~----------------------
I
... back to originating :
department for revision !
I
I
I
I
YES,
revision required.
... to City Clerk
Exit Step
I
I
I
I
I
I
I
Work SfJSSIOn :
------------------~------
I
I
I
I
I
I
I
jit.,
C~y Clerk
(Exit step)
",.10
Commission
---------------------.-- ---------
... to Commission
Work Session
NO
City Mgr
City Clerk
(middle step)
Executive Dir
Assistant City Mgr
Assistant City Mgr
... to City Clerk Entry
Step
C~y Clerk
(Entry step)
Diagram E
City of Clearwater - Statement of Work
Page 50
... to
Commission
Work Session
City of Clearwater Board Meeting Management Statement of Work
Commission Work
Session
City of Clearwater - Statement of Work
Agenda Cover
Memorandum
Finalize
COMMISSION
MEETING
Action Item
(Agenda)
Diagram F
Page 51
City of Clearwater Board Meeting Management Statement of Work
City of Clearwater - Statement of Work
Page 52
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