2001-07-10 Agenda Packet - Laserfiche WebLink

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May 17, 2001 Communications Ad Hoc Committee Meeting Minutes V. 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 recozds 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 ineet 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. Consensus was that the responses from the survey would assist in determining the need for a product such as. VI. TOWN LIFE MAGAZINE � Chair Brenner questioned whether Committee members had a chance to review same and stated that she had spoken with Ms. Katherine Kerry, the publisher of Town Life Magazine, to thank her for expressing interest. Chair Brenner stated that she liked the magazine, however, was unsure if it met all of the City's needs. Committee Member Fairbrother felt that it was rather expensive. Committee Member Abrahamson stated that the magazine was delivered to a larger geographic area and EDC may be interested in same. Chair Brenner stated that the magazine is mailed to 10,000 homes with an additional 1,000 magazines being sold at retail centers and subscription for annual delivery. Mr. Klang questioned the impact of those same numbers if the City also participated. Chair Brenner stated that an additional 1,300. Chair Brenner stated that the annual cost for a two (2} page report would be $14,400, $2,400 per issue at six (6) issues for one (1) page would be $7,000. Consensus was that it was not comparative to the newsletter due to the limited amount of space and selectiveness. Consensus was that the magazine would be better utitized as a public relations tool rather than a newsletter. Discussion ensued regarding the use of The Quad Community Press. Consensus was that the The Quad could be utilized for the more immediate items, the quarterly utility billing could contain information, and the use of the Town Life Magazine for more feature related articles. Chair Brenner requested what should be done regarding the tabled newsletter in the interim. She believed that Council was looking for a recomxnendation in the area of a newsletter. Discussion ensued regarding upcoming events throughout the summer, the hiring of Ms. Scott by the Hugonian, her position on the Fete des� Lacs Committee. The Chair stated that she wanted the Committee to consider the short-term needs of the Communications Ad Hoc Committee without a newsletter. Consensus was Page 5 of 7