05-03-2021 Council Work Session Minutes

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CITY COUNCIL WORK SESSION APPROVED 264 one. 265 266 Councilmember Cavegn asked if the City could put a big bold message on the statement 267 that on-line payment is available. Staff explained that the current size of the message is 268 limited; auto pay is promoted as much as possible. Councilmember Cavegn said the 269 secret would be to allow people(even those on auto pay)to not receive a paper bill in the 270 mail. 271 272 Councilmember Ruhland said his sister works for Curtis 1000; is there a conflict of 273 interest for him to consider the matter(Administrator Cotton said no). Also he receives a 274 postcard quarterly at a property out of the city; it seems to be a more efficient billing 275 process and he wonders if that is that an option. Director Lynch said the current 276 equipment is very limited so probably no postcard. Administrator Cotton recalled her 277 experience at the City of Isanti where a postcard was utilized; there is no savings but 278 rather the process is staff heavy; also postcards can get lost in the shuffle with junk mail. 279 280 Councilmember Ruhland asked about the lease option and Ms. Lynch said that's 281 something that could be explored. 282 283 Administrator Cotton noted that the City will continue to grow and that will mean more 284 accounts and looking long term there will be a day in the future that outsourcing will be 285 necessary. The impact on the person that currently provides utility billing services will 286 be that they have more time for their other duties. 287 288 Councilmember Stoesz said he supports outsourcing. Mayor Rafferty said he does as 289 well; he wonders about the timing. Staff explained why they recommend Imag: Printing 290 over Curtis 1000 if outsourcing occurs. 291 292 Councilmember Ruhland suggested he is for outsourcing but would also like to 293 understand if leasing is possible. He also wonders about the use of services tha employ 294 disabled individuals. 295 296 Councilmember Stoesz suggested doing three months of outsourcing and then get 297 information on leasing in order to see comparative data. Ms.Lynch noted that'an annual 298 agreement with Image would provide savings;perhaps looking at a comparison after a 299 year would be more appropriate. The council concurred to move forward with Image 300 Printing services. Councilmember Ruhland asked about including information in the 301 next bill on paperless as well as water plant. 302 6. 1st Quarter 2021 Financial Report—Finance Director Lynch explained that staff 303 will be bringing forward this report quarterly(except fourth quarter). It will also be good 304 information to provide to the rating agencies. The council can decide to receive this 305 information through email rather than at a meeting as well. 306 307 Ms. Lynch reviewed the written report and asked for council direction on how they would 7