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CITY COUNCIL <br />REGULAR MEETING STAFF REPORT <br />AGENDA ITEM 1I <br />STAFF ORIGINATOR: Jolleen Chaika, City Clerk <br />MEETING DATE: December 11, 2023 <br />TOPIC: CivicPlus Meeting Management Software <br />VOTE REQUIRED: 3/5 <br />______________________________________________________________________________ <br />INTRODUCTION <br />The city currently contracts with CivicPlus for website services and has also added the Civic Rec <br />module for recreation management services at the Rookery. An additional module available for <br />purchase to add to our Civic Plus suite is an agenda and meeting management module, Civic <br />Clerk. <br />BACKGROUND <br />Introduction of meeting management software will provide several benefits: <br />-Efficiency: It streamlines scheduling, agenda creation, and document sharing making <br />administrative tasks more efficient. Further, it saves staff time by automating tasks such as <br />meeting and packet notifications, tracking of action items, and generating reports. <br />-Transparency: It enhances transparency by making meeting information readily <br />accessible not only to elected and appointed officials, but also to the public, all within the <br />already existing City of Lino Lakes website. <br />-Record-keeping: It facilitates accurate and organized record-keeping by allowing for <br />consistent and clear minutes which are built out directly from the agenda and notes taken by <br />staff during a meeting. <br />-Consistency: Because this software, if approved, will be used across all advisory boards <br />and commissions as well as Council meetings, it will enhance consistency of agenda and <br />minute formatting, which is lacking with the current system used within the City. <br />A quote for the software module has been obtained: the cost would be $7107.00 for the first <br />year, this price reflects a 25% current customer reduction. The renewal cost is quoted at $7345.80 <br />for a two-year term. No budget impact is anticipated within the administration budget due <br />position vacancies. <br />RECOMMENDATION <br />Staff recommends approval of the attached Quote and Acceptance of Quote. <br />132