01-28-2008 Council Minutes - Laserfiche WebLink

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MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 28, 2008 7:00 o'clock p.m. CITY ADMINISTRATOR'S REPORT 7. PURCHASE OF SOFTWARE FOR PROPERTY - RELATED DATA MANAGEMENT (PERMIT WORKS) AND GIS MAPPING INTERFACE WiFRASEEK) McMillan stated she has some questions regarding the GIS mapping interface and asked, if for some reason, the City decides to change their GIS software, whether the database can be transferred. Kellogg indicated the database can be transferred and is considered the property of the City. The City can choose to continue the service or terminate the service at whatever point. White noted the cost is approximately $27,000 for the first year and asked whether a cheaper form of GIS system could be used. White questioned whether this system will actually be utilized on a fairly routine basis. Lin Vee, City Clerk, stated the Infraseek is a web based program, which eliminates the need to install the software on each employee's computer and the need to pay a software licensing fee on each computer. Vee indicated the system could be designed at some point in the future to allow the public to access certain portions of it. Curtis stated the GPS unit is a separate, in the field locator unit that allows Staff to identify certain items such as utilities and manholes, and is a separate piece from the software. Kellogg stated one year ago Orono and Medina discussed splitting the cost of obtaining a GPS system, • but given the reduction in costs over the past year, it was felt that each City could purchase their own system. Bremer stated if there is a definite need for the system, the City should purchase it, but questioned whether the City requires it at the present time given the fact that the costs will continue to go down. Kellogg stated it is the feeling of the Public Works Department that this system is needed and that the local City pressure sewer systems that have been installed are especially difficult to locate at this time of year. The GPS system would allow them to isolate which pipe is causing the problem and would allow the Public Works Department to respond more efficiently. Lin Vee noted the Public Works Department currently does not have very much information available to them in electronic format and that this is one way to help the Public Works Department become more computerized. Vee indicated the software language is very standard and could readily be utilized in other systems. Kellogg indicated they are currently providing this service to some of the other bigger cities inside and outside the metro area, such as Apple Valley, Cottage Grove, Chaska, and Shoreview, and that the service can be somewhat customized to meet each City's needs. McMillan moved, Rahn seconded, to approve the purchase of PermitWorks, a property data management software program, at a cost of $32,567.05, to be funded from the Improvement and Equipment Outlay Fund; and to approve the annual software support program at a cost of $3,870. VOTE: Ayes 5, Nays 0. • PAGE 6 of 8 11