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Home My WebLink About05 - SSenate Bill 272 — The California Public Records Act: Local Agencies: InventoryJune 14, 2016 Agenda Item No. 5 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Leilani I. Brown, City Clerk - 949-644-3005, (brown@newportbeachca.gov PREPARED BY: Cristal McDonald, Deputy City Clerk, cmcdonald(a3newportbeachca.gov PHONE: 949-644-3005 TITLE: Senate Bill 272 — The California Public Records Act: Local Agencies: Inventory ABSTRACT: Adoption of Senate Bill 272 (SB 272) adds section 6270.5 to the California Government Code, and requires local agencies to create a catalog of "enterprise systems" as the phrase is defined in SB 272. By July 1, 2016, the catalog of enterprise systems shall be made publicly available upon request, maintained on the agency's website by an officer designated by the agency's legislative body, and updated at least once per year. RECOMMENDATION a) Determine that the action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because it will not result in a physical change to the environment, directly or indirectly; and b) Adopt Resolution No. 2016-73, A Resolution of the City Council of the City of Newport Beach, California, Designating the City Clerk as Responsible for Maintaining the City's Catalog of Enterprise Systems as Required by California Government Code Section 6270.5. FUNDING REQUIREMENTS: There is no fiscal impact related to this item. DISCUSSION: On October 11, 2015, Governor Jerry Brown approved SB 272, adding section 6270.5 to the California Government Code. Section 6270.5 requires local agencies to produce a catalog of major computer enterprise systems (Catalog) that is used to collect and maintain public information. In addition to creating a Catalog, the Catalog must be made publicly available upon request by the designated agency's legislative body and 5-1 Senate Bill 272 — The California Public Records Act: Local Agencies: Inventory June 14, 2016 Page 2 be posted in a prominent location on the agency's website. This must be completed by July 1, 2016 and, thereafter, shall be updated at least annually. The Catalog must disclose the following information: 1) current system vendor; 2) current system product; 3) a brief statement of the system's purpose; 4) a general description of categories or types of data; 5) the department that serves as the system's primary custodian; 6) how frequently system data is collected; and 7) how frequently system data is updated. Since the City Clerk maintains official City records and is the administrator for City Council Policy E-1, Public Records Act Policy, it seemed appropriate that the City Council designate the City Clerk to be responsible for maintaining the City's Catalog and making such Catalog available upon request. The City Clerk has worked with the City's Information Technology division in creating the Catalog and intends to make it available on the City's website by July 1, 2016, as required by SB 272. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — Resolution No. 2016-73 Attachment B — City's Catalog 5-2 ATTACHMENT A RESOLUTION NO. 2016- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA, DESIGNATING THE CITY CLERK AS RESPONSIBLE FOR MAINTAINING THE CITY'S CATALOG OF ENTERPRISE SYSTEMS AS REQUIRED BY CALIFORNIA GOVERNMENT CODE SECTION 6270.5 WHEREAS, on October 11, 2015, the Governor of the State of California approved Senate Bill No. 272 ("SB 272") adding section 6270.5 to the California Government Code; and WHEREAS, SB 272 requires the City of Newport Beach ("City") on or before July 1, 2016: to create a catalog of "enterprise systems," as defined, used by the City that includes specific information about each such enterprise system ("Catalog"); to make the Catalog publicly available upon request in the office of the person or officer designated by the City Council for the City of Newport Beach; to post the Catalog on the City's Internet Web site; and to update the Catalog at least annually; and WHEREAS, City staff has created the Catalog and intends to post it to the "Open Data" section of the City's Internet Web site on or before July 1, 2016; and WHEREAS, by adopting this Resolution, the City Council for the City of Newport Beach intends to comply with SB 272 by designating the City Clerk of City as responsible for maintaining the City's Catalog and making such Catalog publicly available upon request. NOW THEREFORE, the City Council of the City of Newport Beach hereby resolves as follows: Section 1: The recitals provided above are true and correct and are incorporated into the operative part of this resolution. Section 2: The City Council does hereby designate the City Clerk of City as responsible for maintaining the City's Catalog and making such Catalog publicly available upon request. Section 3: If any section, subsection, sentence, clause or phrase of this Resolution is, for any reason, held to be invalid or unconstitutional, such decision shall not affect the validity or constitutionality of the remaining portions of this Resolution. The City Council hereby declares that it would have passed this Resolution, and each section, subsection, sentence, clause or phrase hereof, irrespective of the fact that any 5-3 Resolution No. 2016 - Page 2 of _ one or more sections, subsections, sentences, clauses or phrases be declared invalid or unconstitutional. Section 4: The City Council finds the adoption of this Resolution is not subject to the California Environmental Quality Act ("CEQA") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. Section 5: This Resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting the Resolution. ADOPTED this day of , 2016. ATTEST: Leilani I. Brown City Clerk 2 Diane B. Dixon Mayor 5-4 ATTACHMENT B Disclosure of Enterprise System Information SB 272 (2016)/Government Code 6270.5 5-5 Frequency Vendor 1product IPurpose I Categories, Layers or Modules lCustodian Dept. Collected Updated Tyler Technologies Munis Enterprise Resource Planning (ERP) Accounts Payable Finance Department Daily Daily Budgeting Processing Finance Department Daily Daily Cash Management Finance Department Daily Daily Employee Expense Finance Department Daily Daily Financials Finance Department Daily Daily Fixed Assets Finance Department Daily Daily Inventory Management Finance Department Daily Daily Payroll Processing Finance Department Daily Daily Purchasing Finance Department Daily Daily Cashiering Finance Department (Revenue Division) Daily Daily General Revenues Finance Department (Revenue Division) Daily Daily Utility Billing Finance Department (Revenue Division) Daily Daily Utility Billing - Bill Processing Finance Department (Revenue Division) Daily Daily Human Resources Human Resources Department Daily Daily Utility Billing - Meter reading and Inventory Municipal Operations Department Daily Daily Utility Billing - Service Order Management Municipal Operations Department Daily Daily Work Orders, Fleet and Facilities Municipal Operations Department Daily Daily Sungard Public Sector CommunityPlus Business License Management Business Licensing Finance Department (Revenue Division) Daily As needed ONESolution CAD Software Police Department and Lifeguards Daily As needed Computer Aided Dispatch Police Department and Lifeguards Daily As needed Records Management System Police Department and Lifeguards Daily As needed Electronic Data Collection Citations and Permit Processing Tracking and Corp AIMS Parking System Collection Finance Department (Revenue Division) Daily As needed Environmental Systems Research Institute (ESRI) ARCGIS Geographic Information Systems Geo Database City Manager - IT Division Daily As needed Base Layers City Manager- IT Division Daily Daily Community Development Layers City Manager- IT Division Daily Daily Fire Department and Lifeguards Layers City Manager - IT Division Daily Daily MOD - Utilities and General Services Layers City Manager - IT Division Daily Daily Police Department Layers City Manager - IT Division Daily Daily Public Works Department Layers City Manager- IT Division Daily Daily Recreation Department Layers City Manager - IT Division Weekly As needed Latitud Geographics Geocortex Intuitive Web -mapping Intuitive Web -mapping City Manager - IT Division Daily As needed General Public City Manager- IT Division Weekly As needed City Staff - All Departments City Manager - IT Division Daily As needed Neogov Applicant Tracking Online Applicant Tracking Applicant Tracking Human Resources Department Daily As needed 5-5 5-6 Frequency Vendor Product Purpose Categories, Layers or Modules Custodian Dept. Collected Updated Laserfiche Laserfiche Rio Document Imaging/Management Document Repository All Departments Daily Daily API Access City Manager - IT Division Daily Daily Accela Permits Plus Permitting Administration Building Permits Community Development Department Daily As needed Plan Checks Community Development Department Daily As needed Business License Lead Finance Department (Revenue Division) Daily As needed Code Enforcement Community Development Department Daily Weekly Inspections Community Development Department Daily As needed Active Network ActiveNet Recreation Software Online Registration Recreation and Senior Services Daily As needed Online Payments Recreation and Senior Services Daily As needed Class Registration Tracking Recreation and Senior Services Daily As needed Instructors Tracking Recreation and Senior Services Daily As needed Innovative Interfaces Inc Millennium Library System Catalog Library Department Daily As needed Circulation Manager Library Department Daily As needed Librarian Library Department Daily As needed PlanetBids eProcurement Solutions Accounts Payable Biddging Finance Department (Purchasing Division) Daily As needed Granicus Granicus Minutes Meeting Management and Minutes City Clerk Office Daily As needed il-egislate Agenda Software All departments Daily As needed Votecast Electronic Voting Process City Clerk Office Daily As needed Content Management for City Website, Vision Internet Vision Internet Website City Website posting/calendars/documents City Manager Daily As needed Web applications City Manager- IT Division Daily As needed 5-6