05-24-2021 Council Packet - Laserfiche WebLink

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CITY COUNCIL WORK SESSION DRAFT 6 220 Mayor Rafferty noted there is availability of access so he can use the structure and he sees 221 the hope of change through an ordinance amendment. Having looked at the property and 222 hearing staff, he is not favoring the variance request. 223 224 Councilmember Ruhland asked about process. Since the council is strongly discussing 225 an ordinance change, can’t the City say this is in the works so granting the variance 226 makes sense in that light? City Planner Larsen remarked that she wouldn’t recommend 227 circumventing the ordinance amendment process (i.e. public hearing); staff could 228 certainly try and put something together sooner rather than later. 229 230 Councilmember Lyden asked if the matter will go forward to council no matter what 231 happens; staff concurred. 232 233 The matter will be considered at Monday’s council meeting. Mr. Sadowski thanked the 234 council for their consideration and time spent up to this point. 235 5. Utility Billing Statement Processing – Finance Director Lynch reviewed the 236 written report outlining options staff is presenting to deal with the breakdown of the 237 machine used by City staff for utility billing. She reviewed the recommendation to either 238 outsource the function or purchase new equipment. There is some timing involved since 239 staff is having to utilize Centennial Utilities’ equipment. Ms. Lynch reviewed what was 240 included in the analysis of options. 241 242 Mayor Rafferty noted the $1,100+ that was being paid annually for equipment 243 maintenance and he asked why that was required on such a new machine? Ms. Lynch 244 explained why that is normal. Mayor Rafferty asked about the possibility of leasing 245 equipment for a year to see how it works. Ms. Lynch said that is possible. Ms. Lynch 246 provided additional information on the envelopes and statement costs. Mayor Rafferty 247 asked if there is a way to determine when less is needed (people aren’t using a return 248 envelope). The mayor also asked about mailing needs for other departments and 249 received information. 250 251 Councilmember Cavegn asked what staff is recommending. Ms. Lynch said staff is 252 recommending either purchase or outsourcing. 253 254 Councilmember Cavegn said he likes the idea of outsourcing since it saves on equipment 255 repairs and presents some cost savings. 256 257 Councilmember Lyden suggested that staff has prepared a good deal of information and 258 he wonders what their bottom line recommendation would be. 259 260 Councilmember Stoesz asked if there are rules on non-utility billing staff seeing data and 261 Ms. Lynch said it is all basically public data. On the question of return envelopes and if 262 the City can provide them to only people who use them, it seems to be everyone or no 263