03-22-2021 Council Packet - Laserfiche WebLink

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CITY COUNCIL WORK SESSION DRAFT 3 Councilmember Cavegn remarked that this seems like a project management tool and he 89 knows of some free programs. He asked what features this could bring to the City above 90 and beyond what could be gotten for free. Ms. Lynch explained that her use has shown 91 efficiency and transparency. Councilmember Cavegn asked if there is a government 92 specific element that would be helpful and he also asked about the one seat (user) that is 93 allowed. 94 95 Councilmember Lyden said it’s important that staff have the tools necessary to do their 96 job. In deciding what to purchase, it’s important for the council to understand how a 97 program will provide data necessary or that will improve City services. 98 99 Finance Director Lynch further explained features of the program, including the ability to 100 provide information for the website. 101 102 Mayor Rafferty asked questions about the funding source and costs going forward. He 103 thinks that the data formulated through a program like this would be very useful to the 104 council as they make budget decisions; he likes the benefit of more information and the 105 simplification it brings to staff’s internal system. He is comfortable getting this kind of 106 improvements. 107 108 Councilmember Stoesz suggested that he would feel better about adding this system if the 109 council could be added as read only viewers (for free). Finance Director Lynch 110 explained that staff could be working and updating on the program at any given time so 111 read only use is a concern for her. Mayor Rafferty said he’d be too concerned about 112 having too much access. 113 114 Mayor Rafferty suggested that staff should investigate the suggestion of other 115 councilmembers and look at the free options available. 116 117 Councilmember Cavegn noted that Microsoft also has a project management system. 118 Ms. Lynch said she isn’t familiar with other systems. 119 120 Community Development Director Grochala said he is familiar with the Microsoft 121 program and this product is different. 122 123 Councilmember Stoesz suggested looking to the League of Minnesota Cities for like 124 programs that other cities are using. 125 126 Finance Director Lynch said in her experience working with cities, the Excel option 127 provides information but not to the detail this program would provide. With other cities, 128 she hasn’t seen a lot of other options. 129 130 Administrator Cotton remarked that she feels that the City is already getting to the point 131 where it’s outgrowing Excel. This also helps in meeting the City’s long term planning 132