City Council Minutes 2014 06 24 SP

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City Council Special Meeting Minutes June 24, 2014 Page 9 of 14 COUNCIL COMMENTS Council member Stolzmann suggested the City Council conduct a study session for Enterprise Resource Planning (ERP) systems. She felt there were redundant systems being requested or there are departments that were not working in concert on the project. She noted it there does not appear to be a payback. Council member Lipton disagreed and explained ERP systems are Enterprise Resource Planning systems and are large complex projects. He stated the budget includes over $1 million in IT improvements including ERP projects. He addressed the return on the investment, and stated it is not necessarily the financial return on the investment, but for the hypothetical return, to measure future growth, work load, compliance or better service. Council member Stolzmann noted the ERP systems requests do not include any staffing. She stated an ERP expert would be necessary for implementation. IT Director Neves explained it would not require permanent staff members but contracted project managers. Once the system is put in place staff members would operate the systems. He noted until the RFP goes out and proposals come forward there are only assumptions on the cost. Public Works Director Kowar explained it is difficult for one package to meet the needs of all departments. He noted there is an opportunity to join an IGA with the City of Lafayette and the Town of Estes Park to reduce the cost of the asset management software. Council member Stolzmann stated there is also a request for module for document management. She felt these modules could be integrated. Public Works Director Kowar disagreed and noted from his experience that is not the case. Some modules do some things well, but do not function well at other levels. Council member Stolzmann felt the ERP should be discussed further at a study session. IT Director Neves clarified the document management system (LaserFiche) is technology the City purchased in 2007. The City's documents will be all electronic and LaserFiche will keep the documents in place and provide a retention schedule. He noted this project does dovetail with the other projects. Once the responses from the RFP come in, the City will be able to identify what technology is out there. He was not convinced there is an ERP system, which will meet all the needs for Finance, HR and other departments. Council member Loo supported the increase to the tree budget for tree replacement. She requested information for Police Department basement restrooms, which was taken out of the budget and put back in at a later time at twice the cost. City Manager Fleming explained it was pushed back to address flooding problems in the basement. Capital Projects Manager Trettin explained the lower cost was not a hard cost and did not