12-04-2023 Council Work Session Minutes

Home Search

The estimated cost for the project would be $149,278 with annual fees at approximately$27,871 (with no more than 3% increase each year). Superintendent Williams sought Council direction to proceed with the project. Council held discussion on the project, noting concerns about what the software would truly monitor. Councilmember Cavegn stated he would like to see verbiage included in the contract that the software would not be used to monitor resident's lawn sprinkling. He also inquired if this change would result in additional costs to residents to which Superintendent Williams advised that there would be no additional costs to residents. Council advised they are in favor of moving forward with the purchase with the requested verbiage suggested by Councilmember Cavegn included in the contract. 6. CivicPlus Update for Meeting Management City Clerk Jolleen Chaika presented for discussion a proposal to add the CivicClerk module to the current CivicPlus suite used by the City which would allow for agendas, packets, and minutes to be easily accessed on the City website; it would also allow for increased staff efficiency due to streamlining agenda and packet creation and item submissions; increased transparency as the public can clearly see all updates to agendas and packets, as well as confirmation that the City is abiding by Open Meeting Law requirements. Further, it will enhance consistency in the City as the software will be used across all boards and commissions, as well s Council: formatting of agendas and minutes will no longer vary from each meeting group. Costs for implementation came in at $7107 for the first year with annual renewal costs at $7345.80. Due to current budgetary savings due to position vacancies, no budget impact is anticipated. Council provided direction to proceed with the purchase of the software at the next regular meeting 7. Contracting for Organizational Crisis Planning & Preparedness Public Safety Director John Swenson brought forward for discussion the organization crisis planning and preparedness plan that was previously removed from the November 13, 2023 meeting agenda for further discussion. Director Swenson proposed hiring The Axtell Group to assist with planning City responses to emergencies and crises. The project proposal submitted by The Axtell Group totals $24,500 and staff has proposed using up to $25,000 of Minnesota Public Safety Aid for the contract. Director Swenson noted The Axtell Group has experience working through crises and consulting with local governments. Director Swenson noted that planning documents will be shared with staff and Council and that the biggest deliverable would be the tabletop exercises for staff and council. Council directed staff bring that forward the agreement for adoption at the next regular meeting.