HomeMy WebLinkAbout7A, Website Update�
EN HILLS
Request for Council Action
Prepared By: Jil( Hutmacher, Community CounciI Meeting Date: Septemb�r 26, 2011
Development Director
Website Updatc
Budgeted Amoi�nt: Actual Amount: Funding So�rce:
�35,000 Ta Be Determined Cable Fund
Recommendation:
A motion ta authorize sta�f to proceed as described in the attached memo.
Supporiin� Documents:
1. Memorandurn dated September 2G, 2011, from Co�ununity Development Director
JiII Hutmache�
�
EN HILLS
�u u�::►� u�
DATE: September 26, 2011
TO: Honorable Mayor and Cauncilmembers
FROM: JiII Hutmack�ex, Co�riununity Develop�nent Director,7�
SUBJECT: Website Redesign Project
Back�round
The City Council has directed staff to proceed with a redesign of the existing City website. The
existing City website was developed in 2006 by GovOff ce. While the website has served its
purpose �or tl�e past sevexal yea�rs, webszte desigrz and �eatures have evolved and �lie City website
is looking dated. In addiiion, the ever-increasing aznount of in�o�atzan on the website �as made
it difficult for users to navigate and find information quickly. The software that supparts the
City's website allows Iittle flexibility on the design and appearance of individual pages, and
updati�g #he site can be cutnberso�ne.
Several large upcoming proj�cts inciuding the Hamline/Highway 5l. �raject, the grade sepaz�ation
af Highways 10 and 9b, and the potential redevelopment of ihe TCAAP site will require
extensive communications with residents and businesses. Also, the nature of these projects may
require significant use of gra�hics on the City's websiie. The current website does not easily
allow graphics to be integrated within text or utiIized insiead of text.
Electronic communications may be funded thro�xgh the City's Cabl� Fund which had a
Dece�nber 31, 2010, fund balax�ce of $277,280, budgeted 2011 expendiiures of $98,671, and
anticipated 201 � rev�nue of $83,000. The revenue projection� are conservative; actual revenue
in 2010 vcras $91,079. Also, capital expenditures are �igher in 2011 than in previous years due to
needed equipment upgrades in the Council Chambers.
Needs Analvsis
Staff has spent th� last f�w months analyzing technical, design, and project management needs.
Staff has met wi�h ather cc��nrr�unities that recently worked on their websites, and has discussed
City ofArder� Hills
City Council Meeting September 2b, 2011
Page 1 of 3
this project wifh botk� Te�rre Heiser, Roseville IT, and Andre Barte, New Br�ghton IT. Some of
the key finding� are as fallows:
+ Maintenance of and updates to the website shoia.ld b� more user-friendly ihan they are
cu�ently.
• The website redesign should include a zza.obile version that is com�atible with smarti
phones.
• Linlcs shauld be i�ntegxated within text, not listed ai the bottom of the page. Graphics
shauld be utilized over text whenev�r possible.
• The City Calendar should be easily visible from the home page and should allow usexs to
custornize the calendar �ox specific events — only Council meetings or Parks and
Recreation activities, for example.
• Navigation should be made more intuitive £ox users who may not be familiar with how
City funciions are organized.
• The selected vendor must be able to host the City's website.
• The look a�d feel pf the webs�te should be r�odernized, and aesthe#ics enhanced to reflect
the co�nmunity of Arden Hills
Sud�et
If the City is interested in achie�ing all of its technical and design needs, vendors o#her than
GovOffice should be considered. While #he GovOffice product is generally priced low�r than
other options, it does not offer the sa�ne features and flexibiliiy of other products. Based on
discussians with o�her cities ihat have used alternative vendors, the cost a� the vendox contract is
likely to be in the range of $15,000 ta $35,000.
Also based on discussians with othex cities ihat have recently redesigned their websites, the City
will ne�d a Project Managex. Existing City staff does not have the iime or expertise to mar�age
this project. The City will need a Project Manager far a six- to eight-month period with a time
commitment ranging from 10 ho�rs to 40 hours per week, depending on the sta.ge of the praject.
The aza.ticipated cost for the Project Manager is $12,000 to $20,000, depending on services
included in the vendor coniract.
Schedule
Developrneni of the Scope of Work and Request for Praposals will take two months. Once a
vendor is selected, the website redesign is expected to take six to eight manths until the new
website is on-line. This is consistent with the time frame that has been reported by other cities
that have xedesigned their websites. At this time, staff aniicipates that a new website could be
on-line by mid-2012. This schedule i� subject io change depending on staff ti�e dedicated to
higher prioriry projects such as a potential TCAAP develapment.
City offlyden Hills
City Council Meetirtg September 26, 2011
Page 2 a£ 3
Recommendat�on�s
1. Auihorize a preliminary website redesign budget of $35,400 including the vendor
contract and a Project Manager. The City Council will be asked to approve a final budget
after the Ciiy has received vendor proposals for the website redesign.
2. Authorize the City Administrator to appoint an ad hoc committee tfl make project
dec�szans on an operational basis. The Corr�nitte� will include representatives from the
City Cauncil, Communications Cozx�zx�ittee and staff.
3. Authorize staff and the ad hac co�ittee to ciraft a Scope of Work and request praposais
from website design vendors.
4. Authorize staff to develop a Project Ma�ager job description and to explore options for
fil�zng that position including hir�ng a temparary employ�e, ntilizi�g a con.sultant, or
co�iracting with another City for that service.
Ctry of,4rden Hills
City Cauncil Meeting September 26, 2011
Page 3 of 3