Agenda - Council Work Session - 09/14/2010

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CITY COUNCIL WORK SESSION Topic Report: Discuss Agenda Process Software By: Dean Busch, IT Manager & Jo Thieling, City Clerk Background: City of RAMSEY Over the past couple of years, staff has been researching software related to electronic agenda processing. Three companies were asked to make an initial presentation and to submit quotes. The quotes are listed on the following page. Staff invited AgendaQuick and MuniCode back for a second presentation. Staff was most impressed with the software program from AgendaQuick, which was actually the least expensive software. The program covers the agenda process from the draft agenda to reviewing the cases to putting the agenda together and sending it out. The product encourages more consistency with format, case titles, etc., and would save significant staff time and paper resource. Staff conducted a phone interview with the City Clerk of Billings, MT, who had purchased this exact product from AgendaQuick and has been using it for about a year. She gave rave reviews about the program and talked at length about how user - friendly the software is as well as about the amount of staff time this process has saved, and the fact that AgendaQuick has a wonderful support system. The City of Billings went through an extensive RFP process and received numerous proposals. Following review of the proposals received, AgendaQuick met all their criteria and had the most to offer for the best price. Staff will provide a brief demo of the AgendaQuick software application and the web -based interface that the Council would use to access the agenda. Action Statement: Based upon discussion — Staff is seeking Council authorization to pursue the purchase of the software. The funding would come from the Equipment Replacement Fund and a formal case approving the purchase would be presented as a Consent Agenda item at a subsequent regular Council meeting. Reviewed by: IT Manager City Clerk Deputy City Administrator/Dir.Comm CCWS: 09/14/10