2022 08-16 CC Minutes - Laserfiche WebLink

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City of Gem Lake City Council Meeting Minutes August 16, 2022 3 | Page Councilmember Lindner introduced a motion for the City to approach White Bear Township Public Works with a request for a proposal, seconded by Councilmember Cacioppo. Voice vote taken, all voted yes, motion passes, Acting City Clerk will reach out to White Bear Township Public Works to request a proposal. Recycling Hauler Transition City Attorney Patrick Kelly has reviewed a draft contract for Republic Services and redlined it and sent it back to Republic for their lawyers to review and redline. At this time the city has not received a revised contract from Republic. Once a revised version has been received, City Attorney Patrick Kelly will review it once more. The city is hoping for an October transition date. Possible Sprinkler System for Heritage Hall & White Bear Township Recommendation The City received a proposal from Albrecht Company that was discussed at the July 19, 2022 City Council Meeting. This project would be a shared cost for the City of Gem Lake and White Bear Township. The proposal was then passed along to the White Bear Township Board to review. The Township at that time requested that the City request another proposal. Acting City Clerk requested a proposal from Minnesota Irrigation and submitted it to White Bear Township Board for review and recommendation. At this time the White Bear Township Board is has declined to support the purchase and installation of a new irrigation system at Heritage Hall. The decision is based on the fact that the Township is considering an irrigation ban, so it is hard for the Board to be comfortable approving a new irrigation system. The City will table this and return to this idea next year. Internal Management Software Package for Permits At this time the City uses Permit Works as the permitting software. White Bear Township is in the process of changing software packages and when it is finalized White Bear Township can no longer be the City’s backup for permits. The Township is moving to BS&A Software. Acting City Clerk Melissa Lawrence contacted BS&A to receive a proposal on what is would cost to change over everything, change over just the permitting software, and change over the permitting and utilities software. Mayor Artig-Swomley, Councilmember Cacioppo and Acting City Clerk Melissa Lawrence had a zoom meeting earlier in the day with a chance to view the software and ask questions about it. The proposals were shared with all other Councilmembers. At this time the City is more interested in getting the software to do permits and utilities. The City will do a little more research and discuss it again at the September 20, 2022 City Council Meeting. Scanning Software The City has access to a program called Laserfiche. This program is used to store scanned documents and place them into a paperless viewing option/availability for employees and the public. Using this program will allow the City to lighten the amount of paperwork being stored in the file room. This is a very time consuming task and there is the possibility of hiring interns or hiring the workout to a company that can scan all the documents in for the City. Primary Elections Logistics Follow-Up Election went well. There was still an issue with parking due to the amount of spaces that Heritage Hall has. Councilmember Lindner came to lock up the building after the polls closed and shared that while voting went well the election team ran into a couple issues when counting ballots and were in the building until about 11:00 p.m. At the end of the day August 16, 2022 there had only been two (2) affidavits for candidacy submitted for the open City Council seats. The City Clerk was unsure if anyone had filed at Ramsey County.