02-05-2018 Council Work Session Minutes

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CITY COUNCIL WORK SESSION APPROVED February 5, 2018 179 8. Technology Upgrades — Administration Karlson noted that devices used by the 180 city council (traditionally iPads or Surface Notebooks) has not yet been replaced as is 181 common practice after a municipal election. He explained that Metro iNet does not 182 provide service to the council's devices but they could be covered at an extra cost. 183 184 The council decided to simplify the process by having members purchase their own 185 devices and be reimbursed up to $2,400 over a four-year term or $1,200 for a two-year 186 term for computer -related expenses such as laptops, tablets, software, storage, security 187 and accessories. Finance Director Cotton said it would be handled on an expense 188 reimbursement basis, up to the stated amounts. 189 190 Council Member Stoesz explained the replacement plan used by his employer, US Bank. 191 That information was used to develop the council's final direction. Council Member 192 Stoesz added that he has spoken with Administrator Karlson about the possibility of 193 upgrading the city's website. It thinks that websites should evolve and refreshment is 194 important; the website is an important tool if the goal is to bring a lot more people to city 195 information. He is particularly interested in updating the city's URL. Mayor Reinert 196 said he is hearing that Council Member Stoesz is interested in engaging with his expertise 197 in improvements to the city's technology. Administrator Karlson noted the recent web 198 upgrade and staff s efforts to keep things affordable but up to date. Mayor Reinert asked 199 if Council Member Stoesz could contact the web service directly with his ideas. Mayor 200 Reinert said he likes the idea of a shorter URL and optimization of the website. Council 201 Member Stoesz will come back with his ideas. 202 203 9. Proposals for Civil Legal Services — Mayor Reinert said before he can evaluate 204 proposals in this area, he would like to know what is in place. He'd like to see the current 205 contract. 206 207 The council concurred that they would like more information before considering which 208 firms to interview, including a breakdown of hourly rates or flat fees proposed for all 209, legal work performed by a firm, a copy of the current service contract, and a copy of the 210 last 12 month's billing from the current city attorney. The council will consider the 211 proposals at the March work session. 212 213 10. Public Works Facility Renovation and Expansion —Mayor Reinert asked 214 Public Services Director DeGardner to provide an estimate of how large a building is 215 needed to store the city's vehicles and equipment and to obtain the specifications of 216 Hugo's public works facility as a comparison. 217 218 11. Community Room Expansion and Renvation —Administrator Karlson 219 explained that staff is recommending that the Community Room be upgraded, both in size 220 and with audio/visual equipment. He noted the existence of an elections storage area 221 directly adjacent to the room that could be used for expansion. The mayor said the 222 council should understand costs involved and Mr. Karlson said he is requesting 223 authorization to get an estimate. The mayor suggested a tour of the expansion area. 5