11-25-13 Council Packet - Laserfiche WebLink

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CITY COUNCIL WORK SESSION November 4, 2013 DRAFT 179 7. Financial Software Upgrade — Finance Director Al Rolek reported that the council 180 received a proposal brought forward by staff at the last work session. At that time there 181 was interest in lowering costs. Staff has worked with Tyler, the proposed vendor, to 182 reach some revisions that change project costs to the tune of saving about $2,500 per year 183 (seven percent). He added that he is aware that the estimated implementation costs of the 184 program are quite conservative so there is the possibility of some savings there also. He 185 discussed the improved software briefly, noting some improvements that can be passed 186 on to customers. Mayor Reinert suggested that the cost is high and he wants to see that 187 the system will prove itself for the cost. He doesn't like the look of the cost as its laid 188 out in the contract; the cost increases automatically each year. Administrator Karlson 189 said from his knowledge, these financial systems are pricey but they do much more than 190 they did twenty years ago. Mr. Rolek discussed funding the costs of the system; there is 191 funding set aside from past years in anticipation of this replacement. When Council 192 Member Stoesz asked about seeing a lower cost system in comparison, Mr. Rolek noted 193 that staff brought forward to the last work session a full report including comparisons and 194 evaluation information. 195 196 The Mayor suggested that since the system will be around for some time, staff should 197 attempt to negotiate a ten year contract (rather than the five proposed) because that should 198 allow the costs to come down. Council Member Stoesz requested that there be specific 199 language in the contract that all data will stay in the United States. The council 200 anticipates that staff will handle the increase in the contract term and renegotiate costs 201 and that's what the council will consider for approval. 202 203 8. December Council Schedule — The council elected to move the second December 204 council meeting from December 23 to December 16. Staff will post the appropriate 205 notices. 206 207 10. Monthly Progress Report — Administrator Karlson reviewed the progress report. 208 209 - Digital Scanning Project — Going well; still working on Finance and will move 210 to Administration records. Hope to move to Community Development early next 211 year. 212 - Labor Negotiations- Arbitrator has been selected and a December hearing date is 213 expected. 214 - ECFE Building- Preschool /daycare facility operators are very interested. Hoping 215 for a proposal sometime soon.. 216 - Centennial Fire District — At the last steering committee meeting, the mayor 217 brought up the matter of the voting structure compared to funding structure. 218 219 Mayor Reinert discussed his feelings about the Centennial Fire District Joint Powers 220 Agreement. Looking ahead he feels it is incumbent on him to bring the discussion 221 forward and that is occurring at the steering committee level. Council Member Stoesz 222 noted language in the North Metro Communications contract that gives more balance to 223 authority. Administrator Karlson noted that the Centennial Fire Steering Committee will 5