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Longmont’s Proposed 2019 Budget Includes Public Safety Records System Replacement

September 19, 2018

Community service officer Chris Glenn fills out a report at the Safety and Justice Center in Longmont on Tuesday.

Aging, redundant record systems could be on their way out in the next three to four years in the Longmont Public Safety Department.

City Council members raised no questions Tuesday night during a study session discussion of a $2.12 million project to replace the department’s records management system.

That new system, which will replace the now-somewhat-separate records management computer systems used by the police and fire divisions, the municipal court and probation department, already has $1.62 million earmarked in the 2018 city budget.

Denise Wood, the Public Safety Department’s information and technology manager, said one impetus for the overall project was when city officials learned more than a year ago that the manufacturer of the fire records system was going out of business and could not update it after that.

The 12-year-old police records management system also needed to be replaced or upgraded, Wood said.

There’s now “a lot of redundancy” in the separate police, fire and courts records management computer systems, she said, and the replacement is expected to improve information sharing among police, the fire division and the courts.

Wood said the city staff has been working for about a year on preparing for the replacement, which is intended to improve user access as well as the processes of entering data.

The replacement records management system also will accommodate changes in technology and changes in legal requirements about such systems, she said.

Assistant City Manager Sandi Seader told the council during Tuesday night’s meeting that the replacement is expected to be a three- to four-year project by the time it’s completed.

Any money in this year’s budget that remains unspent at the end of the year for the project will be carried over to be spent in 2019 and subsequent years.

The proposed 2019 budget would add another $500,000, bringing the total budget for the records management system project to $2.12 million.

City staff has told the council the additional money will need to cover any software licensing and implementation costs as well as any “backfill” staff that might be needed to assist during the implementation of the new system, as well as any additional consulting assistance the city might need to ensure success of the project.

The proposed 2019 budget also includes $2.7 million for a replacement of Longmont’s utility billing customer information computer system — another project that appeared to raise no issues among council members yet.

That expense includes funding for seven term-limited employees positions, people who will be needed to assume the duties of the existing utility billing staff when that staff is dedicating most of its time to the customer-service computer replacement project.

John Fryar: 303-684-5211, jfryar@times-call.com or twitter.com/jfryartc

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