11-01-1999 WS - Laserfiche WebLink

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October 28, 1999 To: Honorable Mayor and City Council From: Chuck Whiting, City Administrator Re: November 1, 1999 City Council Work Session We have a variety of things to address on Monday including some follow up on issues from this past Monday. Here's what we have: Item 1- Council Member Thomason Council Decorum Request: This item was forwarded to me from Council member Thomason through the Mayor for discussion Monday night. Item 2—Review of Charter Commission Issues: Bob Longtalked to me after discussing this with the Mayor about approaching the Charter Commission prior to processing the declaratory judgment. I suggested he address the full Council at the work session if there is to be a change in plans, and he will attend the work session Monday night. Item 3 —Review of Joint Power Agreement with Roseville for MIS Personnel: Bruce will present this item. We have determined after reviewing several options that the least costly and likely most productive next step in development an electronic filing system would be to use the process and equipment Roseville has developed for the same effort. We can go into greater detail Monday, but essentially they have invested in a process that converts their hard copy files into electronic form and have been able to connect this to their web site. Council members will recall seeing their web site and its search capabilities at the presentation we made a couple of months ago. Staff feels that there are two phases to this process, one, standardize the process of filing for the City electronically, and two, convert existing hard copy files to electronic form. The second of these two is the most costly and time consuming, but once done is finished. However in order to do it, we need to have an electronic filing system in place. By this I am referring to all staff knowing and implementing a system of filing their current work in the network's system. Because we have never developed such a system, everyone is doing it differently. This will change, hopefully with the examples from Roseville. Once done, the time and effort needed to determine appropriate filing for our paper and microfiche records can begin. Item 4—Personnel Policies Manual Final Draft: Scott Riggs will be present to review with the Council the final policies draft and the process for its approval. Item 5—Review of Board and Commission Appointments: Givonna is working on updating the status of all board positions and upcoming openings. The Council can review and direct accordingly on Monday.