2015.06.23 CC Minutes - Laserfiche WebLink

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June 23, 2015 Page 7 of 10 that the new program would be up and running by April 1, 2016. Councilmember Strub believed the internal efficiencies from the new program would greatly benefit the City and its employees. He was excited that the City would now be able to accept online utility payments. Councilmember Bauman understood the City's financial program was outdated. She appreciated all the work staff put into researching the needs of the City. She inquired how training on the new software would be managed. Finance Director Davitt reported that 41 days of training was included in the purchase price. If not all 41 days are necessary, the City would receive a reimbursement. She anticipated that Patty Issacson would be trained fully on the program and would then offer additional training to other staff members. Councilmember Burg believed the new software was a need for the City. She thanked staff for their efforts in researching the new software. She supported the software purchase and the benefits it would bring to New Brighton residents. Mayor Jacobsen added his thanks to staff for working so diligently on this matter. He believed the new software program was the right option for the City. Motion by Councilmember Bauman, seconded by Councilmember Jacobsen to approve and authorize the agreement with BS&A Software for a financial management software system in an amount not to exceed $250,655. 5 Ayes, 0 Nays -Motion Carried 4. Consider Resolution Approving Updated Precinct Map and Establishing Polling Places and Authorize Staff to Enter into Polling Place Agreements. City Manager Lotter indicated City Clerk Haarstad would be presenting this item to the Council. City Clerk Haarstad reported In March, the City Council approved a plan to bring New Brighton's precincts into compliance with the long-time Secretary of State recommended standard of limiting precincts to serving no more than 2500 potential voters. City Clerk Haarstad reported polling places have now been identified and staff has verbal agreements with the various facility managers. In the past, election staff mailed each facility a confirmation letter outlining the City's needs. She indicated she has been working to get signed polling place agreements in place that detail the City's needs but also provides for the care of the facilities and addresses liability questions. The draft polling place agreement has been reviewed by the City Attorney and is currently being reviewed by the different facilities. As verbal commitments have been made, staff recommends approving the polling places and directing the City Clerk to continue to work with facility managers to get agreements signed. Doing so will allow Ramsey County to begin updating the Statewide Voter Registration system and to send polling place change notices to registered voters. Proposed polling places are as follows: Precinct 1 —New Brighton Community Center (NBCC) located at 400 10th Street NW Staff had initially identified Totem Park and the Community Room at the trailer park as potential polling places. However, upon further review and input from other staff, it was determined that there would be insufficient parking in Presidential election years. There was also concern about the safety of children as they cross the street to access the park during elections. Minnesota State statutes require polling places to be within one mile of the precinct boundary and the NBCC is well within that requirement. The City Clerk has worked with NBCC staff to reserve space at the NBCC for elections in the coming years. Precinct 2 — Church of Latter Day Saints located at 100 Silver Lake Road 4. Consider Resolution Approving Updated Precinct Map and Establishing Polling Places and Authorize Staff to Enter into Polling Place Agreements.