HomeMy WebLinkAboutTB Study Session 2016-11-08
Town of Estes Park, Larimer County, Colorado November 8, 2016
Minutes of a Study Session meeting of the TOWN BOARD of the Town of
Estes Park, Larimer County, Colorado. Meeting held at Town Hall in the
Board Room in said Town of Estes Park on the 8th day of November, 2016.
Board: Mayor Jirsa, Mayor Pro Tem Koenig, Trustees Holcomb,
Martchink, Nelson, Norris and Walker
Attending: All
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Machalek, Town Attorney White, Manager Fraundorf, Town
Clerk Williamson, and Recording Secretary Beers
Absent: None
Mayor Jirsa called the meeting to order at 5:05 p.m.
Discussion of Document Management System.
Town Clerk Williamson provided an overview of implementing a Town wide document
management system in 2017. Jen Harris/ Peak Performance was available by
conference call to provide input and answer any questions. Town Clerk Williamson
provided highlights on the process, proposed software, vendor, benefits, and Jen Harris
provided a quick demo highlighting workflow. She elaborated on the importance of
implementing a system including; current volume of documents, space needs,
accessibility of documents, compliance with record retention schedules, and enhanced
transparency. The Town Board adopted a 2016 Strategic Plan, leading to Board
approved funding to complete a needs assessment in 2016 and approval to hire a
consultant, Simplicity Organizing Services. The Town conducted a survey of other
municipalities to identify best practices, and an employee survey which provided input
on the need for a standard method for intake and filing, version control, eliminate paper
files & duplicate files, records retention, improved citizen access, offsite access, method
to track documents, fillable forms, collaboration among departments, and improved
work flow efficiencies. The Town established a document management team including
one member from every department to draft processes, determine software needs and
features, and complete a document inventory which concluded the Town has
approximately 2 million electronic files and an unknown amount of paper files. An RFP
was created which generated 11 responses from vendors using 6 different systems.
Town Clerk Williamson provided in her budget plan for 2017 to the Town Board the full
amount for a document management system and later found that a phased plan would
be more effective. Evaluation of the RFP’s were based on main criteria to include;
technical response, thoroughness of the proposal, implementation approach,
experience/references, cost, maintenance, and support. Laserfiche Rio was selected as
the document management platform that would meet the Town’s current and future
needs. Town Clerk Williamson elaborated on the benefits the platform offers with major
components being workflow, reduced staff time and storage space, reclaiming office
space, enhanced document security, records retention, and collaboration between staff.
Manager Fraundorf added insight on the routine process of maintaining server space
that the IT division handles, stating there is an abundance of duplicate documents on
the Town servers. Town Clerk Williamson stated that a document management system
would prevent duplicates from occurring, accidental deletion, unintentional alterations or
moving of documents, while allowing collaboration between departments and a check in
and out system with a history of changes. Assistant Town Administrator Machalek
added a system in place would help the Town meet CIRSA requirements and would
Town Board Study Session – November 8, 2016 – Page 2
reduce the risk of non-compliance. Jen Harris provided the Board a brief navigation of
the Laserfiche system functionality and a sample of forms.
Trustee questions were heard and are summarized: Mayor Pro Tem Koenig questioned
the level of customer satisfaction with the evolution of the software; Trustee Holcomb
asked for an estimated completion timeframe for all phases, and questioned the
availability of increased demand for staff/addition of staff to complete the project;
Trustee Nelson asked if there are any unforeseen costs, which Town Clerk Williamson
stated there may be a need to add a staff member dedicated to records management.
TRUSTEE & ADMINISTRATOR COMMENTS & QUESTIONS.
Mayor Jirsa stated the Superintendent of Rock Mountain National Park has requested
she provide an update to the Board at the second meeting in January 2017.
Mayor Pro Tem Koenig initiated a conversation on Mayor Jirsa’s approach to fulfillment
of Policy 1.4., Mayor’s Responsibilities. She stated concern with recent comments the
Mayor has made at public meetings and gathering on how the Town should complete
items such as the Town Strategic Plan. The comments have come across as the
Board’s opinion rather than the Mayor’s. Other concerns were raised as to the Mayor’s
attendance, or lack thereof, at important Town functions, ribbon cuttings, etc. She
commented the Mayor took an oath to follow the policies of the Town.
Mayor Jirsa responded stating a number of the issues highlighted by Mayor Pro Tem
Koenig are misstated or untrue. He stated Policy 1.4 has not been formally interpreted
by the Board, and in his opinion he meets the intent of the policy.
Further discussion was heard among the Board and a consensus was reached to hold a
special Town Board Study Session facilitated by a third party to discuss the role of the
Mayor further and to review the policy.
FUTURE STUDY SESSION AGENDA ITEMS.
None.
There being no further business, Mayor Jirsa adjourned the meeting at 6:49 p.m.
Bunny Victoria Beers, Recording Secretary