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POLICY H3 5/25/05 ITEM: Update on recodification costs related to electronic search and retrieval SUBMITTED BY: Deb Jones, Planning and Zoning Coordinator REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: Summary: At their regular May 11 Council meeting, the Council reviewed and approved a contract with Municipal Code to recodify the City's Code. Council member Lamb asked staff to look at options and costs regarding electronic search and retrieval, and location of the code on the Internet, keeping in mind cost, efficiency, timeliness, and accuracy, and report back to the Council on May 25th. The contract with Municipal Code has two components: 1) recodification of the "paper" code, and quarterly updates of the code, prepared by Municipal; and 2) electronic updates of the code, and web- hosting on their website, with a link to the code from our city website, or an internal hosting of the code. • Staff has prepared the following analysis (following page) of the options regarding the electronic copy of the code. The overall goal in recodifying is to establish an accurate, consistent code, both in paper form, and electronically (web-based). In addition, the web-based code is consistent with the Council's goal of improving citizen to city online transactions. Staff strongly recommends that the City Council approve web hosting by Municipal Code for the following reasons: 1. Accuracy with updated or revised code sections will be better if one entity does all of the revisions-online and in the paper copy. Municipal Code is highly qualified to do this work. 2. Municipal's cost is extremely competitive with the projected staff costs of doing the work in- house-it is $5171ess than having staff do the work. 3. With a small staff, it is advisable to look for cost-effective solutions that also maximize the efficiency of city operations. The Municipal provision fulfills that goal. ATTACHMENT: • Analysis on page ACTION REQUESTED: • Authorize staff to enter into an agreement with Municipal Code that includes online hosting of the code, and quarterly updates of the code electronically 3a