you know, rise up. So, >> I think it's a great idea to send a roofing job to a non-roofer because he might know somebody who's doing it or has time. So, it's Yeah, >> that was another great thing we implemented. That was probably about a year ago, year and a half ago. That's a It's been a very good thing. So,
>> it was within 2025, >> was it? Okay. So, was when you were on? >> I think it was like in the summertime out. >> Okay. Sure. And that's really all I have um other than, you know, continued public outreach and public surveys that we had
talked about. Um and just continue on the path we're at. So you had Steve, you had sidewalk, sidewalk, and street lights. So we got those on there. The street light schedule we got on a a pretty good >> I guess a pretty good pace, I think. I
had a >> I have a question about resolutions. So when a resolution is passed, where are they stored? How many resolutions do that do does the city actively have right now? That is >> Do you mean official resolutions that
are sealed with our seal city seal? >> Yeah. Certain. >> So we have a special room that we can't tell you the location, but there's a special room um that we bind and keep all of our um official resolutions. Usually what people get, what's accessible on our drive to staff and
what Jaden sends out is um copies, you know, through PDF. So um those get out to everybody, but we do have official ones. We have also a book which is has a copy of the official ones in our library conference room. And so if we have a member of the public who's like, I want
to see all your resolutions from 2025, we say, sure, come on in. And we hand you the book and you can just flip through them all so they're easy for people to view. So, how hard would it be for us to be able to see every resolution that is currently in effect, no matter how far
back it goes? >> You'd need to complete a data request and then if it's everything, if you're requesting just to view them, we would have you um sit in a room probably with a staff person. Some of those uh really really old documents are very fragile and we only have one of them. Um so, we
would probably have that viewing be supervised by someone. But if you ask for to have them sent to you um or printed and make copies, there's a charge for that like whatever we have for the data request statute. Um but >> the reason I asked is is we've tried to
we've went through and we've cleaned up ordinances as best we can and I I really curious how many resolutions are sitting out there that are not meant to still be active and that should maybe >> I go through that every year. So when I
became city administrator in 2019, I went through every single resolution that we had that was a policy. So we do policies by resolution and went through and repealed a lot of them that were no longer applicable. Um and then I have a master list. When all council is new, I
email you a list of here's all of our active policies which are by resolution. So I've gone through all of them and done that. If you're talking about policies by resolution and obviously ordinances are all online but >> so are those those are all digitally
backed up. Correct. >> Correct. >> Every single one. >> Yes. >> Well, I take it back before before we um had computers when the resolutions were typed. Those are in those special books. >> Is >> they're not the books have not been
taken apart to scan them in when they're really old. like >> could they still be active resolutions? >> I went back to 1980 I believe to look for all the policies that could be active and I I mean I can for sure say through 1980
um I did my best to make sure that there was nothing out there to clean up all the policies by resolution. >> Is there any risk to not having those in a digital format? Could we take pictures of them? I mean, how many are we talking? Is it
>> is it required? >> 1981. >> So, we have from 1981 and forward um that are digital and the rest are in those books. So, we have not pulled the books apart. Like I said, we maybe I mean you could um we could have an intern take pictures or scan it or
something like that, but we have not had the time for that. So are how many of those are still active? That's that's like do we still follow any of those that we need a redundancy or want a redundancy so it doesn't some if something happens it doesn't go away? Like I said, going back to 1980ish, um
I've kind of I've tried to comb through every resolution policy that we have and I have repealed I think in 2019 I I mean I can pull it up, but I repealed a lot of policies that were no longer active applicable or meant anything or
superseded them with new ones. So I went through all of them back to that time. Prior to that time, I'm not sure if that would really matter because even if you did come across a 1972 policy, you would just pass another resolution superseding that policy once
you found it because it wasn't applicable anymore. But so I don't think that there's any harm in having something that could be out there from 30, 40 years ago. So if we approve a resolution right now, whatever it be, and it goes into the back room in two or
three years, you yourself can repeal them without council. >> No, council has to repeal them and the list of the policies that were repealed was repealed by council. >> Y >> there's a lot of them out there then that need to be gone through.
>> Well, not every resolution is a policy. Like a lot of the time a resolution is just the action you've taken to approve something and so it doesn't need to be repealed because the action's complete. Like so it only allowed like a grant application for this specific date and so it doesn't need to be repealed
because it it just had one action behind it. And so like last year we had two over 200 resolutions alone. So it's a lot of resolutions but there they don't all need to be policies. Correct. So out of that, so you're saying a
majority of those 200 they were acted upon and then they're done. >> Yeah. There were maybe a resolution to purchase an item or authorized to enter into a contract. They're not policies that >> Okay. >> Yeah. Licenses, gambling permits, that kind of thing. >> So the policy ones then is the only
thing we need to go through and make sure or have you looked at them again? I'd like to take a peek at them if I could over the following year as part of my goal setting. >> Okay. >> Okay. Because I know there's a few
lingering out there and I just want to make sure they're still out there. >> Okay. Anything else for goals for next year? And I assume Josie, we would keep like a lot of these that say continuous complete and will continue annually.
Those will still stay on. Correct. >> Exactly. Those will still stay on. Yep. Yep. >> Mr. Peterson, >> just continue what we're doing right and building upon that. Um continue to try and not just drive down cost, but either
improve or maintain services and um continue transparency. I want to get the YouTube thing squared away and the multiccasting uh taken care of >> so it's not just on Facebook, but making that more accessible to more people. Mhm.
>> Yeah. And get that would get all of the meetings online, which I think is good on YouTube. >> If uh if it' be feasible or possible, but maybe the audio recordings could be put into a podcast format to have that be another method as well. >> Yeah, if that's easy. I think that's not
a bad idea. >> Haven't explored it yet, but >> Okay. >> Just thought about that. >> So maybe just video reream and audio continuation or something along those lines. making this stuff accessible to more people and removing the barrier to the information for those that want it.
>> Okay, sounds good. Any other specific goals? Otherwise, I think I mean we we have a pretty good list. >> Yeah, I think we do >> representative of what we've been doing. Um, so do we want to go back to the uh discussion about the software
digitization? I mean, we got 15 minutes or let's call it 10 minutes and we can have a fivem minute break between Yeah, I would just like a sample exactly how it would work if we go to that new system. Like kind of walk me through how it would work.
>> Yeah. So, I guess just to start from the top, each employee would be set up with their own time entry. It's available through a website that's connected with Cassell. So they would be able to log in there, see all of their employee
information along with any prior payubs, prior w prior uh W2s, all of those items. And then within that, there's a time punch in and out functionality for the hourly employees to be able to track their time with. And then along with
that, there's also a time sheet available where at the end of each week, they can go in and record what their hours are, make any adjustments to any things that need to happen there. >> Quick question, just
so will each place they punch in, will that all be tied together through like Ethernet or will all be >> Okay. So, I'll go through that. do it on their phone. They can do it on a computer. Anything that's connected to the internet, they're able to pull up on
their phone. If they're a public works guy and they're out in the field and they need to take their 30-minute lunch, they can open up their phone, punch in for their lunch, and be good to go. >> So, what sort of check and balances on that? >> If if they don't have to stamp a physical sheet like a lot of places do,
what sort of check and balances on that if they're doing it on their phone or on a different device? >> Yeah. Is there accountability of some sort? Yeah, I mean more so just on your honor for that type of stuff on a day-to-day basis. For Josh and Keith, they're going to know whether their guys
>> true >> were doing that at the time because they're around and in those areas too. So there's nothing >> where they locate thing on there too. So you can actually see where they're punching in. I know like the city of Ram uses the same kind of thing and I've talked to
staff that have used it and >> like it shows where they're at when they punch in. That's a question I was going to ask if we could use location for when they punch in because make sure they're not sitting on the couch having a cup of coffee punching in because they know they're going to be 15 minutes late.
>> Okay. >> For the paper timekeeping, is that mechanical punch or is that just handwritten? >> I mean, as far as accountability, it's a watch. >> Sure. >> For the calculation of the cost benefit though, were you operating under 200
hours per year? Is that the number that you had? >> Yeah, it was 208 roughly was the estimate that we had gotten. >> Now, would this the the main the main question is would this free up enough time that we would not have to hire another employee because that's kind of the point. If we're going to make the
processes smoother and less time for employees, hopefully we don't have to hire somebody else. Correct. I mean, if we're saving 28, you know, obviously just a little bit off of everybody, >> right? There's that, the hiring, but really what we're seeing right now is the ability to have that staff person
take on cross trainining duties of the finance director. So, right now we have the finance director, we don't have a backup. We pay for ABDO and you're paying very expensive costs because we don't have someone who's trained to do those because we don't have someone who can take the time to do those tasks. So,
crossraining is probably where you're going to see the biggest savings at in immediate. So, For example, if Nick goes on, sorry, Nick, if you go out for like a month or something, his his job can't sit for one month, we can't not have a finance director's duties continue on
through an absence. So, by having the ability to crossrain the assistant finance director to take on those critical tasks is huge. Otherwise, we're subbing those out to a contracted service at whatever it was, $300 an hour. So >> okay
>> I guess we'll take this conversation up again later because I'll have more questions >> there >> and we will bring this forward on committee the whole >> are there other competitors or this is a sole solution this is >> there is other options nothing this is
the same provider as our ERP system too so it's through Cassell so it' already be integrated with our payroll system that's currently >> okay >> in use so there is possibly other options out there. It's just functionalitywise, I don't know how well
it's going to work with our system versus all of this is already going to be linked with employee numbers and our existing information. So, there is potentially other options out there. I just don't know how well that will work >> for importing in and out. >> Are there other agencies in the area
that use the same system? >> Good question. county like can we create cash share with them or >> I'm pretty sure the county does my wife works there and it's all done she can get her W2 online if you are getting a
loan you can get all your pay tubs where like here you got to ask Pam or she's got to take staff time to send them to you it's all available for every employee instantly >> but I don't there be a cost saving because their operating system is going to be different than ours
It's it's the same operating system, but their information is going to be different than ours. So, it's going it's separately two different >> have to pay for our separate timekeeping just because it's within our system and our stuff is separate from the county even if we are working with the same software provider. But I can reach out
to some other counties and cities that use the same system and see who uses Cassell's timekeeping too just to see their thoughts on it and get some more information. Okay. >> Any other questions?
>> I think uh I would maybe like to see if there's any other companies that provide this and if it would if you could ask them if it would integrate well with what we have just to make sure we cross our tees and dot our eyes on choosing the best one financially.
>> I'd like to make sure it's future proof. And honestly, I wouldn't un like Luke, I wouldn't be opposed to even spending a little bit more to do to do more if you if there's some other options out there. Kind of look at the whole spectrum. So,
at least we know what we're getting into. >> Or to have one that's has ownership as opposed to an ongoing annual fee. I >> That's an idea. >> I hate every time I see an ongoing annual fee. I hate that. >> Is there Yeah, I'd rather pay triple
that annual fee and have something that you can own for and that would work for 10 years or something like that. >> Sure. >> Yeah. Maybe there's a an option to buy. >> Yes. >> Yeah. And we can look into that. I will say too going with Cassell, the one benefit we're going to have there is any
changes that they make to their payroll software, they're also going to be making those updates to their timekeeping software too. So there will be some long-term savings there. As Cassell makes some changes, if we're still on their platform, their stuff will be updated along with that, too. So
just another consideration when we do look at those outside timekeeping softwares, how quickly and willing they're going to be to make changes going to be. It's probably going to lag behind work, but I'll definitely reach out to some others to see what other options there is out there, too. >> What kind of updates are you looking for
with timekeeping, though? I mean, it seems like it's new feature coming out. >> Yeah. As the imports and exports change, changes to deductions and all that type of stuff. >> Yeah. >> Understand security and stuff like to
make protected protected against that. But >> and it's more so going to be for us as we're updating pay codes for overtime or wages for part-time or stuff like that. Making sure that all of that still matching up is going to be a lot easier doing it all through Excel versus
outside software. So, as we have different pay codes like field training officer pay, other stuff like that, it's very easy to manage when it's all in our system versus when we start moving stuff out. It's just going to be another place where we need to do updates, make sure everything's coming over correctly and
all that. >> All right. Well, sounds good. I think that was a good initial discussion and bring it back with a little more information and we can decide on it. I think it's potentially a good idea. Anything else that you guys want to briefly discuss for a minute? Motion to adjurnn. >> Second.
>> Motion to adjurnn from council member Peterson. Second from council member Lundy. All in favor say I. I. Any opposed? >> Motion carries 40. We are adjourned.