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CITY COUNCIL WORK SESSION <br /> APPROVED <br /> 45 <br /> 46 Councilmember Cavegn asked if staff envisions that this system will completely replace <br /> 47 those scattered systems now in use . A question was also posed about utilizing this <br /> 48 system for appointments to boards and commissions ; Ms . Cotton said that it' s been a long <br /> 49 time goal to automate that process and staff is committed to working toward that. <br /> 50 Councilmember Cavegn asked if Springbrook has been good for system support and Ms . <br /> 51 Cotton said, over time , the organization has provided better support and staff is happy <br /> 52 with the support they receive now . <br /> 53 <br /> 54 Mayor Rafferty remarked that this will be a three-year subscription ; would there be an <br /> 55 auto renewal after that? Ms . Cotton said she believes there is a 60 day notice <br /> 56 requirement. Mayor Rafferty asked if that is a common term and Ms . Cotton said yes . <br /> 57 Mayor Rafferty asked for additional information on the source of funding for this <br /> 58 improvement (office equipment funding) . Ms . Cotton explained that for the past several <br /> 59 years , that fund in budget has included appropriation for office computers , phones , <br /> 60 hardware , etc . There is funding available in that fund. Regular yearly expenditures are <br /> 61 such things as computers , printers, etc . <br /> 62 <br /> 63 Mayor Rafferty noted the annual cost the City pays for Metro INET as well as the <br /> 64 Springbrook suite and he received additional information on how costs are anticipated to <br /> 65 rise for those services . <br /> 66 <br /> 67 Mayor Rafferty suggested that the council will be anxious to hear as implementation goes <br /> 68 forward. The council concurred to go forward with the system . <br /> 69 <br /> 70 3 . Easy CIP Software — Finance Director Lynch reported. The City currently has <br /> 71 three capital improvement planning documents as noted in the staff report . Each of those <br /> 72 documents are handled manually through Microsoft Excel and the product that is <br /> 73 produced could be improved . Ms . Lynch noted this software program that staff feels will <br /> 74 improve the process and she then provided a demonstration of some of the features and <br /> 75 uses of the program . <br /> 76 <br /> 77 When Mayor Rafferty asked if the program would provide information on when <br /> 78 equipment is put into service, Administrator Cotton explained that the City has the <br /> 79 Cartegraph system that tracks that data. This program would provide financial <br /> 8o background information that could be useful to the council in its budgeting process . <br /> 81 <br /> 82 Councilmember Stoesz noted that much of what he is seeing can be done in Microsoft so <br /> 83 he ' d like more information on the value added . Ms . Lynch said she can see the value, <br /> 84 noting the ability to create dashboards quickly that contain accurate information; it ' s a <br /> 85 better tracking system Councilmember Stoesz suggested that the system seems <br /> 86 expensive for what would provide ; he feels that staff could be trained to produce the same <br /> 87 data within Excel . <br /> 88 <br /> 2 <br />