HomeMy WebLinkAbout04-05-2021 Council Work Session PacketCITY COUNCIL WORK SESSION AGENDA
CITY OF LINO LAKES
Monday, April 5, 2021
Council Chambers
6:00 P.M.
1. CIP Software, Hannah Lynch
2. Communications Coordinator Position, Meg Sawyer & Sarah Cotton
3. Council Updates on Boards/Commissions, City Council
4. Adjourn
WS – Item 1
WORK SESSION STAFF REPORT
Work Session Item No. 1
Date: April 5, 2021
To: City Council
From: Hannah Lynch, Finance Director
Re: CIP Software
Background
At the March 1, 2021 Work Session staff identified the need for CIP Software. Easy CIP
is the preferred choice since it is a cloud-based application that aims to centralize,
facilitate, plan, track, and report to simplify the Capital Improvement Planning (CIP)
process. Council members asked for follow-up as to Microsoft Project, free web-based
applications, and what other cities use.
Both Microsoft Project and free web-based applications are project management tools,
not CIP planning tools. Project management tools are designed to assist a project
manager in developing a schedule, assigning resources to tasks, tracking progress,
managing the budget, and analyzing workloads. CIP planning tools are designed to assist
a government entity in creating a list of capital projects or equipment to be purchased,
planning for the financing, providing justification, and incorporating that information into
the annual budget.
The following cities responded to an inquiry as to what software they use:
City CIP Software
Andover Plan-It
Arden Hills Plan-It
Eagan Plan-It
East Grand Forks Plan-It
Eden Prairie Plan-It *
Fridley Plan-It
Grand Rapids Plan-It
Hutchinson Plan-It
Minnetonka Plan-It
Moorhead Plan-It
Otsego Plan-It
Owatonna Plan-It
St. Louis Park Plan-It
Shakopee Plan-It
White Bear Lake Plan-It
*Looking into Easy CIP
Plan-it has similar capabilities as Easy CIP, although it is access-based instead of cloud-
based, and does not allow for customization. Plan-it has been around since the 1990s so
many of the cities using this software are doing so because it was the only option for
many years. Staff prefers planning for the long-term use of a robust CIP planning tool,
and thus utilizing Easy CIP with its easy-to-use interfaces and cloud capabilities.
The Office Equipment and Replacement Fund has $9,000 dedicated to finance software
that could be utilized for the first two years. For the third year and beyond, it would
require funding from the General Fund.
Easy CIP
Subscription plan:
$2,500/year (includes 1 user)
$500/year for each additional user
Unlimited technical support
Estimated Cost: $4,000/year (4 users)
Plan-It
Subscription plan:
$1,500/year (includes 1 user)
$750/year for each additional user
$150/hour technical support
Estimated Cost: $4,000/year (4 users) plus as needed technical support
Requested Council Direction
Consideration of moving forward with Easy CIP to facilitate the CIP process.
Attachments
None
WS – 2
WORK SESSION STAFF REPORT
Work Session Item No. 2
Date: April 5, 2021
To: City Council
From: Sarah Cotton, City Administrator/Meg Sawyer, HR Manager
Re: Communications Position
Background
Staff is requesting that the City Council give consideration to the approval of a new, full-
time Communications position.
It has become increasingly apparent that the City needs to improve its communication to
residents, businesses, and community organizations. Staff sees the immediate need for a
communications resource and often receives feedback about the reactive, not proactive,
approach to communications and the lack of up-to-date information. Staff envisions
making an immediate impact by utilizing the city’s website and creating a social media
presence. The design and development of the City newsletter would also be brought in-
house.
The absence of a social media presence is apparent and disconcerting. The City does not
currently have a general Facebook, Twitter or Instagram account. Staff recently created a
LinkedIn account for recruitment and we rely on our Public Safety and Parks and
Recreation departments to represent the city through their own Facebook accounts.
Creating a centralized communications function would provide a consistent voice and
resource for the Lino Lakes community.
With the possibility of a City of Lino Lakes Recreation Center (former YMCA) the need
for a communications resource has been further amplified. Over the past couple of years,
the management team has had several discussions about the need for a communications
resource and believe that creating a communications function is one of the city’s highest
priorities given the demand for timely and relevant information for our residents.
The new communications position would work under the direct supervision of the Human
Resources Manager. The communications function would be in charge of organizing,
developing and implementing a communications strategy and managing ongoing
communication initiatives; managing and coordinating the City’s marketing, social
media, website, newsletter, branding, and image; supporting and coordinating
photography, graphics and other design needs related to City events and activities.
Communications would keep current on emerging communication methods and research,
analyze and recommend new methods that are consistent with City’s organizational
philosophy and strategy. Communications would also work directly with North Metro
Television.
Staff is requesting consideration of an additional full-time Communications position.
With Council approval, staff will finalize the organization/department structure, position
description, and compensation for Council to review. Likely, this information would be
available by the April 12, 2021 Council Work Session.
To fund the position in 2021, staff is proposing the use of the Communications Fund.
There is currently more than $250,000 in the fund. The revenue source for this fund is the
monthly franchise fees and PEG fees the City receives from North Metro Television
based on the number of Comcast cable subscribers in Lino Lakes. In March, the City
received its 2020 share of cable revenue in the amount of $64,000, which is consistent
with the amount received for 2019. Going forward, the Communications position would
be jointly funded by an annual transfer from the Communications Fund and through the
city’s General Fund budget.
Requested Council Direction
Staff is seeking Council direction to move forward with finalizing the Communications
organization/department structure, position description, and compensation for Council
consideration.
Attachments
None