Agenda Packets - 2006/12/11 - Laserfiche WebLink

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Mounds View City Council November 13, 2006 Regular Meeting Page 7 Director Ericson indicated that there are some requests that Staff knows in advance that 1 processing will require further costs for City Engineer or City Attorney time. He then said that 2 whenever possible Staff informs the resident or applicant of the potential for additional costs. 3 4 Mayor Marty indicated that he had the same questions and does not think that residents take the 5 time to read all the paperwork so he was thinking that on Appendix E adding a statement of 6 minimum planning and development fees or minimum amounts under the amount to make them 7 aware. 8 9 Mayor Marty asked if there is a maximum fee set for these fees. 10 11 Director Ericson indicated that Staff will defray costs as much as possible but there is no 12 maximum, it all depends upon the work involved to complete the request. 13 14 Director Ericson agreed to make the change to add minimum in the title. 15 16 MOTION/SECOND: Stigney/Gunn. To Waive the Reading and Adopt Ordinance 783, an 17 Ordinance Amending Exhibit E of the Municipal Code Relating to Planning and Development 18 Fees. 19 20 Ayes – 5 Nays – 0 Motion carried. 21 22 C. Resolution 6960 Authorizing Contract with Cities Digital for Document 23 Imaging System 24 25 Community Development Director Ericson explained that this is before Council to address some 26 concerns over the years with City-wide document management. He then said that there is a lot of 27 historical documentation that is on paper and it has been increasingly difficult to find documents 28 needed. 29 30 Director Ericson explained that the Staff feels that this would fix a problem with retrieving 31 documents and went on to explain that this would allow the Staff to search the list of documents 32 and locate them within seconds rather than days. 33 34 Director Ericson indicated that other area communities are going to this system as well and this 35 will provide Staff with security and safe storage along with quick retrieval of documents for 36 review. 37 38 Director Ericson explained that the Laser Fiche system allows the ability to have all documents 39 in one system so that there is continuity between departments and the ability for employees in 40 other departments to easily retrieve documents. 41 42 Director Ericson indicated that Staff reviewed the $53,000 proposal and removed some hardware 43 and Staff will do some of the scanning and the proposal was reduced to $44,000. He then 44 explained that Staff is proposing a two year implementation plan. 45