HomeMy WebLinkAbout04-05-2021 Council Work Session MinutesCITY COUNCIL WORK SESSION
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE April 5, 2021
5 TIME STARTED 6:00 p.m.
6 TIME ENDED 6:35 p.m.
7 MEMBERS PRESENT Council Member Stoesz (by phone),
8 Lyden, Ruhland, Cavegn and Mayor Rafferty
9 MEMBERS ABSENT None
to Staff members present: City Administrator Sarah Cotton; Finance Director Hannah
11 Lynch; Human Resources Coordinator Meg Sawyer; Director of Public Services Rick
12 DeGardner; City Clerk Julie Bartell
13
14 1. CIP Software —Finance Director Lynch reported that she is revisiting the
15 information provided to the council earlier on new software. This would help the City
16 facilitate and track as well as build a robust reporting system on the capital program. She
17 is reporting back on questions that were posed at the last council review. The suggestion
18 of utilizing Microsoft Project or a free web -based software was investigated and it was
19 found to be not appropriate for the City's use. In checking with other cities, she found
20 most utilizing Plan4t and in investigating that software, she suggests that it wouldn't be
21 as good a fit as Easy CIP. She noted page views in the staff report comparing the two
22 programs. She has also provided cost comparisons. Staff is recommending that the City
23 move forward with Easy CIP.
24
25 Mayor Rafferty remarked that the comparison view is helpful. He added that the Easy
26 CIP product is quite new and wonders if there is any city experience with the program.
27 Ms. Lynch noted one city that utilizes it and another that is considering it. The mayor
28 remarked favorably on the type of information that the City could get from the program.
29
3o Councilmember Cavegn asked about the quality of technical support; Ms. Lynch
31 remarked that she has worked with Easy CIP in the trial program and found the support to
32 be very good.
33
34 Councilmember Ruhland asked if Easy CIP will provide information on their clients and
35 Ms. Lynch noted that they are new, are based in California and that could be why they are
36 less seen; Plan4t has been utilized for years by some cities and it is pretty much what was
37 available for some time.
38
39 Administrator Cotton noted that she received information through the finance officers'
4o group; there is high interest among cities seeking services outside of Plan4t (which has
41 been utilized for quite some time and is an older technology).
42
43 Councilmember Lyden said he supports staff s recommendation because they will be the
44 ones utilizing the program.
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CITY COUNCIL WORK SESSION
45
46 Public Services Director DeGardner noted that his department would be utilizing the
47 program and they're looking forward to having one that will assist the department in their
48 operations.
49
50 Councilmember Stoesz received additional information on how long the City would be
51 committed to the program (subscription for one year anticipated).
52
53 The council thanked staff for providing the additional information. There was
54 concurrence to move forward.
55
Communications Coordinator Position —Human Resources Manager Sawyer
57 reviewed the written staff report. Creating a communications function is seen by the
58 management team as a very high priority. The recommendation is for the addition of a
59 full time communications positions. Funding for the position is proposed in the staff
60 report.
61
62 Councilmember Ruhland asked about the current cost of outsourcing the newsletter; Ms.
63 Cotton estimated the annual cost at $4,000 to $5,000. Councilmember Ruhland asked
64 about the salary range for the position and staff indicated they would begin analyzing the
65 position and formulate a recommendation that includes a salary rate if the council directs
66 this evening. Administrator Cotton explained that Ms. Sawyer has a background in
67 communications which will be very helpful in establishing a position. Staff would like
68 the opportunity to work on what's appropriate, with the concept that it will be a specialist
69 type position.
70
71 Councilmember Cavegn noted that the poson has moved from part time to full time and
72 he wonders why. Ms. Sawyer remarked that there is a lot of work to do and staff
73 envisions full time will be necessary.
74
75 Councilmember Stoesz asked what the position would do for video and video editing; he
76 believes that the City needs more updating in that area. Could the position also serve as
77 video tech? Ms. Sawyer noted duties envisioned and that she sees some involvement
78 with video. Administrator Cotton remarked that she thinks the City should continue to
79 utilize the video services available through NorthMetro TV; the communications position
80 is well needed will have many duties and while cross training for the video services
81 would be appropriate, there will much to do outside of that.
82
83 Mayor Rafferty explained that he sees things moving back to normal at City Hall and
84 there are messages that need to be communicated. He is supportive and he believes more
85 communication will be very valuable.
86
87 Administrator Cotton suggested that staff hopes to come back as early as possible with
88 details. She added that the timeliness of communication is so important and the ability to
89 be proactive with City communications will be very beneficial to the City. Staff is very
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CITY COUNCIL WORK SESSION
:'_" y 91
90 excited at the prospect of moving to get messages out quickly and creating a
91 communication plan.
92
93 The council concurred to support the staff recommendation.
94
95 3. Council Updates on Boards/Commissions, City Council
96
97 There were no updates.
98
99 The meeting was adjourned at 6:35 p.m.
100
101 These minutes were considered, corrected and approved at the regular Council meeting held on
102 April 26, 2021.
103
104
105 f
06
107 e Bartell, Ci Cle k Rafferty, Mayor
108
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