05-24-2021 Council Packet - Laserfiche WebLink

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