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CITY COUNCIL <br />TOM OF LOS ALTOS HILIS <br />26379 Freront Road <br />Los Altos Hills, California <br />MURIT S OF A STUDY SESSION <br />Thursday, February 23, 1984 <br />Mayor van Tamelen called the Study Session of the city Council to order at <br />3:40 p.m. in the Conference From at Town Hall. All Councih embers were present <br />except Councilwcaman Hillestad. City Manager Ann Hinshaw, City Planner John <br />Carlson and City Clerk Pat Dowd were also present. <br />A. STUDY SESSION - FINANCIAL NEEDS ADD RMUIUS OF THE TOM <br />The City Council, members of the Finance Crnmittee and staff discussed <br />the financial requirements of the Tom with particular emphasis on the <br />option of entering into a cmputer system with the Town of Atherton as <br />opposed to remaining on the manual system. The City Manager <br />referred to her reports dated 2/14/84 and 2/21/84 on the subjects of <br />accounting services and consideration of entering into a joint cauputer <br />use agreement. The City Manager's recamiendations were to enter into an <br />agreenett with Atherton for cmputer services, retain the services of a <br />qualified accountant and employ a part-time (20 hours maximun) employee <br />on the accounting desk. The manners of the Finance Camuttee recwmiended <br />prior steps be taken before the Tann went on a. Omputerized system, <br />specifically using a phased approach — making the present system more <br />efficient and streamlined before putting it on a Omputer. Mr. Ross <br />Hubbard, City Manager of Atherton, was present to explain the cmputer <br />system and to answer questions from those present at the study session. <br />Allison suggested the possible use of a $1,700 ernputer and questioned <br />whether it would be adaptable to the T'om's needs. <br />It was agreed that there appeared to be three options: 1) Outside bookkeeping <br />companies; 2) In-house bookkeeper and 3) cmpnter system and a clerk. The <br />Finance Crnmuttee agreed to investigate cost of outside bookkeeping companies <br />and the City Manager would look into whether the $1,700 caTputer was an option. <br />It was also agreed that the City Manager would contact the accounting consultant, <br />with whom preliminary conversations had been held, to determine if he would <br />be available to assist the Tmm on a tenporary basis prior to a formal contract <br />being approved. <br />B. ADJOURZ92?r: <br />There being no further new or old business to discuss, the Study Session <br />was adjourned at 6:30 p.m. <br />t Respectfully submitted, <br />Patricia Dowd, City Clerk <br />