TO: Honorable Mayor and Members of the City Council
THRU: Rick Otto, City Manager
FROM: Pamela Coleman, City Clerk
1. SUBJECT
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Fifth Amendment to Agreement with Granicus LLC, a Minnesota Limited Liability Company, for Boards and Commissions Management system.
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2. SUMMARY
The City currently manages the Boards, Commissions, and Committees application and appointment process manually, making it cumbersome to maintain. The Granicus solution uses modern technology and provides the necessary functionality to meet the needs of the City. Staff is recommending the Fifth Amendment to the existing agreement with Granicus to incorporate the electronic Boards and Commissions Management system.
3. RECOMMENDED ACTION
recommendation
Approve the Fifth Amendment to Master Subscription Agreement No. 6858 with Granicus LLC for the purchase of the Boards and Commissions Management system; and authorize the City Manager to execute on behalf of the City.
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4. FISCAL IMPACT
The total expenditure for this agreement in Fiscal Year 2021-2022 is $11,250 and will be funded through General Fund (100).
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
The City currently accepts paper copies of boards, commissions, and committees ("board") applications, as well as electronic submissions through the City's website. Once received, staff takes the following steps: the application is scanned and distributed to Council; the applicant is manually entered in a table with the date received and committee they applied for; and finally, the application is filed for three years (per the City's adopted retention schedule). If the application is received electronically through the website, the complete application is printed and processed using the same manner above. Once applicants are appointed to a board, a separate document is maintained to ...
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