City Council Workshop

10801 Town Square Drive City of Blaine Blaine MN 55449 Anoka County, Minnesota Minutes - Final City Council Workshop *While this is a public meeting where interested persons are welcome to attend, it is a work session for Council and staff to discuss issues before them. It is not for the purpose of receiving public input. Thursday, August 20, 2015 6:30 PM Cloverleaf Farm Room A NOTICE OF WORKSHOP MEETING 1 Call to Order The meeting was called to order by Mayor Ryan at 6:30 p.m. 2 Roll Call Quorum Present. ALSO PRESENT: City Manager Clark Arneson; City Attorney Patrick Sweeney; Public Services Manager Bob Therres; Finance Director Joe Huss; Information Services Director Dennis Peters; Police Chief/Safety Services Manager Chris Olson; Communications Technician Roark Haver; Senior Engineering Technician Al Thorp; City Clerk Catherine Sorensen, and Recording Secretary Linda Dahlquist. Present: 7 - Mayor Ryan, Councilmember Hovland, Councilmember Swanson, Councilmember Clark, Councilmember Bourke, Councilmember Herbst, and Councilmember King 3 New Business 3-1 WS 15-40 FOLLOW-UP ON OUTSOURCING INFORMATION SERVICES Information Services Director Peters gave an overview of the history of the IS department and six staff members. He noted the department’s operations are 24/7 and the annual service desk issues range from 2,500-3,000. He noted work orders are prioritized by the issue and staff expertise and shared a typical day of IS issues which on this day was 13. He gave an overview of 28 supported applications and 7 outsourced services. He gave an overview of the 2015 budget and noted that the majority of the budget is for other departments that fall into the IS budget. He commented the City’s phone system is obsolete and needs to be updated and that a consultant will be utilized. He gave an overview of server virtualization, security, email archiving, disaster recovery/business continuity, mobile devices, Cloud applications, and social media. City of Blaine Page 1 City Council Workshop Minutes - Final August 20, 2015 Councilmember Bourke confirmed the IS budget and noted that the IS budget is one third of the City’s budget. Councilmember King asked about servers and police data storage. He asked if the system has a generator backup. Information Services Director Peters replied the police data is separate and that all of the servers have generator backup. Mayor Ryan noted that the fire data is separate from police data. Police Chief/Safety Services Manager Chris Olson stated the Countywide system will be utilized. Councilmember Bourke commented the City uses two systems and one will be phased out. Police Chief/Safety Services Manager Chris Olson replied the Coon Rapids system will go away. He stated the shared system still needs to be maintained by IS staff and police staff. He stated the police department has a contract with the Joint Law Enforcement Council for Paul Grosse of the City’s IT department to do police system work. Councilmember King requested more information on cost savings. Information Services Director Peters stated IS staff watches the market place for best performers and practices. Councilmember Hovland asked about the Park and Recreation’s program outsourcing. Information Services Director Peters replied ActiveNet is handled at their office and IS handles the security. Councilmember Hovland asked about the phone system. Information Services Director Peters replied IS staff trouble shoots and RightSource handles system fixes. Mayor Ryan asked what it would cost for a vendor to analyze the City’s IS systems. City Manager Arneson replied $10,000-$15,000. He commented staff can put together an RFP. Finance Director Huss stated an RFP would not work in this case because of the dollar amount and suggested staff contact IT companies directly for quotes. Council consensus was for staff to contact potential vendors for conducting a business analysis of the City’s IT department. Discussed City of Blaine Page 2 City Council Workshop Minutes - Final August 20, 2015 3-2 WS 15-41 116TH AVENUE/ASPEN LAKE DRIVE TRAFFIC DISCUSSION Public Services Manager Therres stated traffic counts were taken before and after the speed humps on 116th Avenue were installed. He noted the speed humps have to be removed by October. He noted that the counts have gone down from 2013. He suggested polling the neighborhood on permanent speed humps with a cost share of 25/75. Councilmember Clark stated the lower counts could be due to the neighborhood maturing and does not have as much of construction traffic adding to the neighborhood traffic. City Manager Arneson suggested surveying residents that live on 116th, Aspen, and Yancy. Council consensus was to remove the speed humps in October and conduct a survey of the residents as to the speed humps effectiveness. Discussed ADJOURN The Workshop adjourned at 7:30 p.m. Adjourned City of Blaine Page 3