09-26-11-R Draft Minutes - Laserfiche WebLink

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ARDEN HILLS REGULAR CITY COUNCIL MEETNG—SEPTEMBER 26, 2011 13 7. NEW BUSINESS A. Website Update Councilmember Tamble, Council liaison to the Communications Committee, stated that the Council has directed staff to proceed with a redesign of the existing City website which was developed in 2006 by GovOffice. While the website has served its purpose for the past several years, website design and features have evolved and the ever-increasing amount of information on our website makes it difficult for users to navigate quickly. Also, the software that supports the City's website allows little flexibility on the design and appearance of individual pages, and updating the site can be cumbersome. He added that a fully functional website saves staff time and provides full service to residents. Community Development Director Hutmacher further explained that several upcoming projects will require extensive communications with residents and businesses. Also, the nature of these projects may require significant use of graphics which is difficult on the current website. Electronic communications may be funded through the City's Cable Fund which, as of December 31, 2010, had a balance of $277,280, budgeted 2011 expenditures of $98,671, and anticipated 2011 revenue of$83,000. Community Development Director Hutmacher stated the anticipated cost for a new website vendor contract will be $15,000 to $35,000. In addition, the City will need a project manager as existing staff does not have the time or expertise to manage this project. This project manager will need to be contracted for a six to eight month period at a range of 10 to 40 hours per week and an anticipated cost of$12,000 to $20,000. Development of the scope of work and request for proposals will take two months. Staff is recommending the following: 1. Authorize a preliminary website redesign budget of$35,000, including the vendor contract and a project manager. The Council will be asked to approve a final budget after the City has received vendor proposals for the website redesign. 2. Authorize the City Administrator to appoint an ad hoc committee to make project decisions on an operational basis. The Committee will include representatives from the City Council, Communications Committee, and staff. 3. Authorize staff and the ad hoc committee to draft a Scope of Work and request proposals from website design vendors. 4. Authorize staff to develop a project manager job description and to explore options for filling that position, including hiring a temporary employee, utilizing a consultant, or contracting with another city for that service. Mayor Grant suggested that the committee ensure the new website works with Smart Phones and PC tablets. He also stated that the committee findings should be reviewed and approved by Council. Councilmember Tamble stated that the decisions pertaining to the website redesign will be numerous and not something that should require Council approval throughout the process. Mayor Grant commented that all expenditures should be reported to Council.