Basic Premise:

"To provide better service to the public and enhance the effectiveness of the Program by improving office efficiencies and providing public education & information".

Expenditures - Year One

1. Software Re-write / Upgrade - *$60,000

· Current program is over 10 years old
· Current program is MS DOS based
· New software available compatible with VPD Altaris CAD
· Better tracking of alarm incidents saves time and money
· Quicker reference will serve the public better

· There are a number of new Programs available
· These programs need to track alarm incidents, track billing, produce letters and provide statistical data as required.
· The Program must also interface with VPD's "Altaris CAD" system
· There must be adequate "technical support" for the Product
· This Program will be developed through VPD's Information Technology Staff

2. Workstation & Office Procedure Upgrades - **$27,500

 

· Staff currently process up to 10,000 permits in a single month
· Computers require upgrading to meet speed processing requirements
· Computer equipment in use is not in keeping with today's available technology
· Improvements to workstations will reduce staff fatigue and improve both production and efficiency
· Phone technology requires upgrading to keep pace with staff's mobility requirements and information processing within the office

· Six (6) IBM Net Vista CPUs (Pentium 4 - 2.0 GHz / 256 RAM / 40 G HD / CD @ $7,800 -
· Lexmark Optra colour laser printer (aid in the production of pamphlets and other presentation material) - $3,149
· Six (6) NEC 18" Flat Screen monitors @ $950 each - $5,700
· Six (6) Optic Computer Mice @ $50 each - $300
· Four (4) Meridian 3904 Multi-line phones - $1,600
· Four (4) PLANTRONIC Wireless headsets @$700 each - $2,800
· Six (6) Replacement workstation chairs @$275 each - $1,650

· Self-addressed envelopes for all mail outs - $900*

3. Public Education & Information- *$47,500

· Approximately 70% of false alarms are caused by user error
· Public require more information than currently being provided by the alarm industry.
· Special education is required across varying user groups (residential, small commercial, large commercial, etc.).
· Remedial training is required for those permit holders who are the subject of "excessive false alarms"
· Information about the Security Alarm Bylaw needs to be more widely distributed to insure a) registration and b) compliance.
· Information to be passed down indirectly to the general public through pamphlets and information sheets (developed in-house) which will specifically address the needs of the citizens of Vancouver
· Information to be passed down directly to the general public through newspaper advertising, mall displays and special event presentations

· False Alarm Reduction & Home Safety Tips Video $10,000

· Alarm use and safety tips literature (printing costs) *$4,500

· Advertising in newspapers (Sun/Province) *$8,650.

· Development of Web pages for both the City and VPD Web sites
· Panasonic CS50 Laptop Computer -1.9 GHz / 256 RAM / 40 G HD / CDWR) - $4,000
· PowerPoint projector $4,000

· Multi-media stand for projector $250
· Multi-media tri-pod screen for projector $220
· Large "Trade-show" style folding display unit for public displays and presentations $2,730
· Portable (wireless) PA system $250
· 27" Portable TV and VCR $850
· AV stand for TV/VCR $390
· Portable Easel/ flipchart $200

* Denotes a recurring expense

4. Credit/Debit Card Services - *$10,000

Rationale:

· The vast majority of payment transactions in business are done by this method
· The lack of this service has frustrated the public and their attempts to pay in a timely manner
· Initial implementation costs (equipment & staff-training) will be incurred
· Ongoing costs regarding transaction fees

· A credit / debit card transaction device
· Programming interface to existing cash registers
· $50 monthly rental fee of equipment or $600 per annum plus maintenance costs
· Staff training on new equipment and procedures
· Transaction fees are approximately 2% per transaction for credit cards
· Transaction fees are approximately 50-80 cents per transaction for debit cards
· we expect that 25-50% of revenues will be collected in this manner and will cost the Program between $5,250 and $10,500 in transaction fees per annum (to be absorbed by way of slight budget increase to offset operating costs)

· *Note: this estimate is based on the cost incurred as a result of offering the public this payment method and will be a recurring expense

5. Expenditures - Subsequent Years $25,000

In addition to the current budget allocation, the following list projects recurring Program costs:
· False Alarm Reduction & Home Safety Tips Video reproduction/distribution $1,500
· Mass mail-out advertising the Program's requirements and benefits
· Alarm use and safety tips literature (printing costs) $4,500
· Advertising in newspapers (Sun/Province) $8,650.
· Credit/Debit Card Services - *$10,000
· Public meeting expenses - $350

*Note: this estimate is based on the cost incurred as a result of offering the public this payment method and will be a recurring expense

6. Proposed Expenditure Summary:

· Software Re-write / Upgrade - *$60,000
· Workstation & Office Procedures Upgrades -**$27,500
· Public Education & Information - **$47,500
· Credit/Debit Card Services - *$10,000

* Estimated cost based on best available information

** Figures rounded up to nearest $500

Comments or questions? Send us e-mail at info@city.vancouver.bc.ca
© 2002 City of Vancouver