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HomeMy Public PortalAbout20110810 admin minutesCITY COUNCIL ADMINISTRATION COMMITTEE MEETING MINUTES August 10, 2011 ATTENDEES- Council- Carrie Carroll, Ralph Bray, Shawn Schulte, Bob Scrivner; Staff- Janice McMillan, Gail Strope, Bill Betts, Drew Hilpert, Bill Lockwood Meeting came to order at 8:00 a.m. the minutes were approved. ELECTRONIC RECORDKEEPING/DOCUMENT IMAGING PRESENTATION BY BILL BETTS Bill presented a power point highlighting the main benefits, drawbacks, and costs that should be expected if the council moves forward with electronic rec ordkeeping and document imaging. Benefits include eliminating the hidden costs of using paper, time spent looking for lost copies of documents, and replacing lost documents. They also include improvements in staff productivity, reductions in printing, filing, and retrieving, addresses the risk of losing hard copies stored in the city hall that could be burned or water damaged, it promotes the sharing of knowledge between staff and council, improves government transparency and allows for documents to be easily published to the web or on CDs. Challenges include determining the cost benefit analysis because the time spent dealing with paper and filing is hard to determine, the human factor, possibility of computer malfunctions, changing the process as techno logy changes, requiring back up storage on a tape, disaster management, and the possibility of data theft. Betts then gave a demonstration of Long Beach CA’s system. Betts divided the switch from regular document storage to electronic storage into 3 ph ases. The estimated phase 1 initial cost including the program and hardware associated with it to be $85,000. Phase 1 would give about 50 employees access to the program and would cover “power users,” those in each department that would use it the most. Phase 2 would give about 50 more employees access to the program and have an estimated cost of $30,000. Future phases would be similar to phase 2. He said the city would need to hire another employee to focus solely on the program and helping departments switch to it. The estimated cost of a new employee is $60,000. Scrivner thought the position Betts described as necessary should only be temporary to help with the transition then an already employed personnel could manage the system. Scrivner moved to send a proposal to the budget committee in an attempt to get this into the upcoming budget. The motion was seconded. Betts mentioned the IT department having money in its budget for the initial $85,000 program cost. Scrivner said Laserfish is the standard for electronic recordkeeping. Strope thinks it may cause more work at first but would be worth it especially from a risk management assessment. McMillan says it would help with most documents but is concerned about planning documents that are often hard to read once they are copied and or scanned. Betts says next step is selecting a company and finding funding for a new employee. He is to give a presentation to the budget committee. ELECTRONIC COUNCIL PACKTS AND AGENDAS Bill Betts gave a presentation about the benefits, drawbacks, and costs of making all council and other committees’ agendas, packets, and supporting information electronic instead of hard copies. Benefits include paper reduction from the packets and supporting information, less work flow, no paper shuffle, and real time minutes from meetings. Challenges include finding money to fund it, the human factor, and the possibility of computer malfunctions. The cost of the program and the purchasing of about 20 lap tops is an estimated $58,000. Betts says the cost of making and printing council packets is $600 and is done twice a month. Carroll says the cost is worth the benefit and it seems as though saving $1,200 a month from the printed council packets would quickly offset the initial $58,000 cost. Scrivner favors purchasing laptops over iPads. ORDINANCE INCREASING MEMBERSHIP OF ANNEXATION COMMITTEE Scrivner moves to send the draft to the council. It is seconded. APPOINTMENTS REVIEW The city is waiting to move forward with forming the cemetery and storm water quality boards until there are enough applicants to fill all positions. Currently the cemetery board has 4 applicants and the storm water quality board has 2 applicants. Michelle Gleba is working on a press release about the board openings that will hopefully increase the applicant pool. The mayor has not yet made a recommendation for the police personnel board. Raylene Walker is nominated to fill Picker’s position on the Cultural Arts Commission until his term ends in March. UPDATE SCHATER 3A: ADULT BUSINESS & ADULT ENTERTAINMENT BUSINESS Hilpert says Nathan Nickolaus has met with the group of concerned citizens and has talked with them about drafting an initiative petition. The petition, if passed, would most likely not affect the current business but would affect future businesses. OTHER BUSINESS Scrivner said his wife has trouble hearing the live streaming council meetings and he suspects equipment malfunction. Next meeting set for the 2nd Wednesday in September; September 14th. Meeting adjourned at 9:20 a.m.