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HomeMy WebLinkAbout2018 01-08 CCM Work SessionMINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL/ECONOMIC DEVELOPMENT AUTHORITY OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA WORK SESSION JANUARY 8, 2018 CITY HALL - COUNCIL CHAMBERS m sxs i P]DR1 The Brooklyn Center City Council/Economic Development Authority (EDA) met in Work Session called to order by Mayor/President Tim Willson at 7:57 p.m. fttOIW Mayor/President Tim Willson and Councilmembers/Commissioners Marquita Butler, April Graves, and Dan Ryan. Councilmember/Commissioner Kris Lawrence Anderson was absent and excused. City Manager Curt Boganey, Deputy City Manager Reggie Edwards, City Attorney Troy Gilchrist, and Carla Wirth, TimeSaver Off Site Secretarial, Inc. CONDUCTING CIITY COUNCIL BUSINESS ELECTRONICALLY Deputy City Manager Reggie Edwards introduced the topic and recommendation of staff to implement the proposed electronic agenda system. He presented staffs research to ascertain which other cities conducted City Council business electronically. Mayor/President Willson asked whether Brooklyn Center had used Granicus at one time but was not satisfied with their product. City Manager Curt Boganey stated that is correct, Granicus also offers an agenda product, and he agreed it is not as user friendly. Dr. Edwards continued presenting the 12 city survey results. Mayor/President Willson stated he spoke with Brooklyn Park Mayor Lunde who indicated they use electronic formatted media. Dr. Edwards noted of the 12 cities surveyed, most use iPads and 66.6% found the electronic process less expensive with 100% reporting the process as more efficient with 100% Council and staff satisfaction. He then reviewed pros and cons with the current process and electronic process, and explained it not a cost-effective reason to consider this shift but rather more related to productivity. Mayor/President Willson stated from his IT experience, he found the worst part of the computer system relates to the printers due to paper jams, especially when making a high number of copies. 01/08/18 -1- Dr. Edwards completed review of pros and cons of an electronic system. With regard to a pro, Mayor/President Willson stated another advantage with an electronic system is the ability to enlarge the display, making it easier to read. Dr. Edwards stated with regard to cost, an electronic system would result in a modest savings of a little over $500. He reviewed the costs related to transition for staff and City Council/EDA training and on-going annual license fee. Mayor/President Willson commented on a software program called MEBO, which can open PDF files and allows the ability to make notes if using an Apple Pencil. Dr. Edwards addressed environmental impacts, explaining the City uses 5,000 sheets of paper per month for packets, which equates to the life of 1 tree, or 12 trees per year, or filtration of 720 pounds of pollutants into the air. In addition, the City currently expends approximately $542.50 per year on paper and delivery of Council packets. Mayor/President Willson stated another consideration is the impact to produce the paper, which includes pollution and use of resources. Dr. Edwards described the proposed 6-8-month implementation phases to convert to a NOVUS electronic agenda system if supported by the City Council. Mayor/President Willson stated he received an iPad when in State service and IT staff was able to control that device to the point of wiping it if lost or stolen and backing it up. There is also a program to find the device through an Apple account if lost. Dr. Edwards described features available through NOVUSAgenda and how it would operate, including interaction. He stated this product will be fully detailed during training. Councilmember/Commissioner Ryan noted when searching Laserfiche, it takes a long time to load a page due to slow system response and perhaps the amount of data required to display that page. He stated he is not as skilled in the query process so Mr. Boganey has received many e- mail inquiries from him. Councilmember/Commissioner Ryan asked whether this system will be easier to use. Dr. Edwards explained how the query process can be accessed with NOVUSAgenda. Councilmember/Commissioner Ryan stated he has a strong preference for a paper packet. Councilmember/Commissioner Graves stated she also likes receiving a paper packet so she can write on it and there is probably an option for a Councilmember/Commissioner to print it, if needed. Dr. Edwards described user tools that would be available to the City Council/EDA. Mayor/President Willson stated vendor presentations and other data, such as a census or proposal on the Opportunity Site, can be required in electronic format for inclusion in the meeting packet. 01/08/18 -2- Dr. Edwards explained the iPad Pro training process would provide mobility, noting that internet access would be provided. Mayor/President Willson stated most times the agenda link fails because it resides in City Hall but with this system, that will not be a problem. Dr. Edwards stated that is correct. Dr. Edwards reviewed the iPad Pro system requirements and software solutions, noting Phase 1 is access to the device. He then described key IT policy related issues with a City-issued mobile device. Dr. Edwards presented next steps through three phases and asked whether the City Council needed additional information before implementation commences or whether there was consensus regarding staff implementing an electronic agenda and business system. Mayor/President Willson stated there will probably need to be more than five iPads so staff can also interact. Councilmember/Commissioner Ryan stated if this moves forward and the packet is posted electronically, it would be on the City's website and open to the public. He asked if this would create another step for the public to be able to view the packet and direct inquiries. Mr. Boganey explained in order to go to the point of the City Council receiving direct engagement from the community vis-a-vis the packet, an additional module at a significant cost would be needed. Councilmember/Commissioner Ryan stated why he would oppose that option, noting Morris Leatherman said that in every city surveyed, maybe 10% of the public are always contrarians and if you give them that venue, as more people become acclimated to vent through electronic media, one can only imagine the time that could be taken by Council Members feeling compelled to respond. Mayor/President Willson stated he would not rule it out entirely but agrees that is not the place to start. He relayed the very vocal and opinionated comments he receives through Facebook. He stated if the process is used in the future, the City Council needs to change its mindset about having to reply to every comment posted. Mr. Boganey stated there is a place for direct interaction with the public outside of a regular City Council or Planning Commission meeting and there could be a process for that. Councilmember/Commissioner Ryan stated he does not support an electronic process going forward. Mayor/President Willson stated he is in favor, as he has expressed in the past. Councilmember/Commissioner Butler stated she also likes a paper packet but does understand the time that it takes to create so she supports staff's recommendation for an electronic process. Councilmember/Commissioner Graves stated she also supports a paper packet because she likes to take notes but could bring a paper notebook to the meeting. She stated she supports an electronic process as it makes sense and reduces the environmental impact on 12 trees per year. 01/08/18 -3- Mayor/President Willson stated he takes electronic notes using an Apple Pencil, which can then be converted into text and printed. Mr. Boganey noted that software is improving to make electronic media more acceptable to people who usually prefer paper. Councilmember/Commissioner Ryan stated part of the democratic process is going along with the majority. The majority consensus of the City Council/EDA was to support moving forward with the electronic process as recommended by staff. Mayor/President Willson adjourned the Work Session at 8:45 p.m. 01/08/18 -4- STATE OF MINNESOTA) COUNTY OF HENNEPIN) ss. Certification of Minutes CITY OF BROOKLYN CENTER) The undersigned, being the duly qualified and appointed City Clerk of the City of Brooklyn Center, Minnesota, certifies: 1.That attached hereto is a full, true, and complete transcript of the minutes of a Work Session of the City Council of the City of Brooklyn Center held on January 8, 2018. 2.That said meeting was held pursuant to due call and notice thereof and was duly held at Brooklyn Center City Hall. 3. That the City Council adopted said minutes at its January 22, 2018, Regular Session. 6A. 4^"O- City Clerk Mayor 01/08/18 -5-