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Regular City Council Meeting Monday,March 18,2013 Page 13 Councilmember Laliberte questioned recent advice she had been provided at the League of Minnesota Cities Workshop for Newly-elected Officials, and an option to send e-mails separately to individual Councilmembers. Mr. Gaughan suggested to not follow such a practice, as it could be perceived as a serial meeting, similar to socializing with individual members to possibly know how each intended to vote at the open meeting. Mr. Gaughan again suggested that sending information through the City Manager was a much more open and safe practice, or to have the discussion at an open meeting. Mayor Roe noted the need for the City Council as a body to make sure a poli- cy/procedure was in place to ensure best practices are followed by individual Councilmembers, the entire body, and for clarity for staff of that practice. At the request of Councilmember McGehee regarding meetings by individual Councilmembers with the City Manager, Mr. Gaughan advised that this was a common practice, and depending on the actual intent of those communications, were usually considered a general briefing and not construed to be serial meet- ings. Mr. Gaughan noted the need to ensure that the City Manager was not per- ceived as a conduit for the intent of a serialized meeting. Mayor Roe thanked City Attorney Gaughan for his informative presentation. 11. Public Hearings 12. Business Items (Action Items) a. Award Contract for Human Resources Information System Services Human Resources Manager Eldona Bacon provided an update from the March 11, 2013 meeting regarding the proposed contract with PerfectSoftware for web- hosted HRIS services as detailed in the RCA dated March 18, 2013, and presenta- tion materials provided as a bench handout. Ms. Bacon advised that staff had been successful in negotiating more of a fixed cost with the vendor, as requested by Councilmembers, and achieving a projected cost savings and reduced not-to-exceed costs based on the complexity of the setup for programmers to write the link between the City's Springbrook software used for payroll, and PerfectSoftware, as well as ongoing maintenance for that link by Springbrook. Ms. Bacon advised that employee insurance carriers would not charge additionally beyond the PerfectSoftware charge of$1,250.00; and should facilitate the $20,000.00 anticipated annually in budget over the next three (3) years of the contract. At the request of Councilmember Etten for clarification, Ms. Bacon advised that since implementation in 2013 would be later than anticipated, only about