2004-09-22 CC Meeting - Laserfiche WebLink

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. . d ~7 /~ .;a;,tJ/ A-'~c- '7' ~~. Ad Hoc Committee. All in favor. Motion passed unanimouslv. IV. SURVEY UPDATE v. Chair Brenner stated that all of the surveys had been distributed and the Committee was waiting for feedback. Chair Brenner stated that they were distributed along with the newsletter. Discussion ensure regarding the prize give- away and items. Chair Brenner stated that the polo/golf shirts were valued at $20 each and if they issued five (5) it would total $100. Consensus was that the shirts to given away would be the polo/golf shirts. Chair Brenner stated that the coping of the surveys totaled $117. Committee Member Abrahamson stated that he had a co-worker that stated for $100 he would provide the Committee with a program that would tabulate responses from residents. Committee Member Abrahamson questioned whether Council approval was needed for this expenditure. Chair Brenner concurred. Discussion ensued regarding forwarding the request to Council to consider setting a not exceed amount at their next meeting. Committee Member Abrahmson requested copies of sample, completed surveys to provide his co-worker with same to ascertain an actual cost. Chair Brenner stated that she would notify Staff that the Committee had an item they wanted on the agenda, however, the item would be forwarded on Monday or Tuesday to Committee members and Mr. Jim March along with a request that he forward same to all Council members prior to their next meeting. DOCUMENT IMAGING The Chair stated that recently Council Member Capra, two (2) members of Staff and herself had a brief demonstration of a product named Laser Fiche, a document imaging software. Committee Member Fairbrother stated that recently he had participated in a Laser Fiche demonstration and informed Committee members of same. Discussion ensured regarding capabilities of same, web page capabilities, records retention, survey results and citizen desire. Consensus was that the true value of the product would also be received by Staff for records retention, etc. and would need to involve Staff and Mr. March if the Committee were to make a recommendation"to Council for consideration. Discussion also ensued regarding cost effectiveness. Chair Brenner stated that the City of Circle Pines has purchased the software and is utilizing same. Committee Member Abrahamson suggested that the Committee or Staff meet with same to discuss their usage, web capabilities, etc. Consensus was that the anticipated expenditure of this system would be $40 - $50,000. Chair Brenner questioned whether the Committee desired to wait for additional proposals or research other options. Committee Member Abrahamson stated that it would be wise to contact the City of Circle Pines to ascertain usage and cost benefit Consensus was that Staff and Mr. March ascertain the benefits for the administrative and Public Works perspective. Committee Member Fairbrother stated that staff would need to scan every document into the system. Committee Member Witzel stated that the City could hire a temporary position to complete same. Committee Member Fairbrother volunteered to discuss Laser Fiche with the City of Circle Pines.