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03-22-21 CC WS MinutesCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL WORK SESSION MEETING COUNCIL CHAMBERS MONDAY, MARCH 22, 2021 6:30 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION MEETING Mayor Labadie called the meeting to order at 6:32 P.M. A. Roll Call Present. Mayor Labadie; Councilmembers Johnson, Labadie, Siakel, Callies, and Gorham; City Administrator Lerud; City Clerk/HR Director Thone; and Planning Director Darling Absent: None B. Review Agenda Johnson moved, Siakel seconded, approving the agenda as presented. Roll Call Vote: Ayes — all. Motion passed 5/0. 2. PERMIT SOFTWARE DISCUSSION Planning Director Darling explained that the Planning staff has been looking at various software management applications for a few years. She noted that the product from iWorQ appears to have the right amount of flexibility and ease of use for the City. She reviewed the benefits of having this type of software and introduced Ben Freeman and Ty Peebles of iWorQ. Ty Peebles, iWorQ, shared examples of other areas throughout the State that use their software. He gave a brief presentation about their company, the cloud -based software, and reviewed things they feel sets them apart from other similar companies. He shared examples of how the software works and how it may be used in the City. Councilmember Johnson asked if there would be a way to build a report, for example, for permits that are older than 180 days. Mr. Peebles stated that could absolutely be done. Councilmember Siakel asked if this software is an up -front cost or if the City would pay per user. She asked who would be authorized to use the software. Mr. Peebles stated that they will work with Planning Director Darling and her department. He explained that typically they set up two administrators to the software and they would have full administrative access to the software to add or edit things as needed. From there, they can set up additional users with restrictions, so not everybody has the ability to add, delete, or edit information. He explained that any additional users that the City would like to see, they can set up user names and passwords so they can log in. He stated that the pricing is based on the City's population and not based on the number of users. He stated that once their price is determined based on the population, the software comes with unlimited users, unlimited training, and unlimited support. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES MARCH 22, 2021 Page 2 of 3 Councilmember Callies asked for details on the pricing. Mr. Peebles explained that for year one, the cost is a little bit higher because of the initial set up and training costs, but every year after that there will just be the lower annual maintenance fee. Councilmember Johnson asked if this software would just be from this time forward or if historical data would be incorporated. Mr. Peebles stated that their set up fee includes data conversion, so if there are existing permits, they can convert that historical data into their system. Councilmember Gorham asked if there would be any functionality with the City's website or if the idea would be just direct people to the iWorQ site when they would like to apply for a permit. Mr. Peebles explained that there will be a link on the City's website that will direct them into the iWorQ on-line portal where they would fill out the form that would flow directly into the software. Councilmember Siakel asked if this software would help staff track projects. She stated that has been something that the Council has discussed in the past about how the City can track this information. Ben Freeman, iWorQ explained that their software serves as an all -encompassing service to track the permit application and the process from start to finish. For the inspectors, it will give them the ability to see the calendar for inspections and will also provide the benefit for an inspector to open the form from a table or iPad and they could input things such as punch list items in real time. They can also take pictures and upload it right to the inspection, for example if something failed the inspection, they can grab a photo and upload it to the inspection. Councilmember Callies asked if her understanding was correct that there is not currently a central file for the City projects. She stated that this software appears as though it would simplify communication rather than having to call or rummage through files at the City. Planning Director Darling stated that she thinks that is the best feature of this software because they are able to relieve some of the pressure off the building official. She noted that there are four people that answer calls from the public. She explained that because it is currently a paper - based system, all of the individuals do not have the information so it all gets funneled to the building official in order for him to look it up on paper. Councilmember Johnson stated that at times, the City has used third party inspectors and asked if they would have access into this system as well. Planning Director Darling stated that the City would want to have the consulting inspectors set up in the system so they can also utilize the software and enter their data directly into the system just like permanent staff. Councilmember Johnson asked for iWorQ's experience in working with third party inspectors entering inspections reports. Mr. Freeman stated that they work with many different cities throughout the Country that contract out their inspections and plan reviews through third party companies. He stated that they have not had any issues with setting up that type of individual with access to the software for them to log their inspections and noted that the City will be able to have unlimited users. He stated that if those users leave or the City decides to use a different company, they will simply de -activate those users and add in the new users with their access. He stated that they will also provide all the training needed for those individuals. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES MARCH 22, 2021 Page 3 of 3 Mayor Labadie asked how the cost for iWorQ compared to other companies that offered similar services. Planning Director Darling stated that the companies that the City had considered that had good reputations were all much more expensive. She stated that they had also taken a look at a few companies who had very poor recommendations but ultimately did not get quotes from those companies. Mayor Labadie noted that this item will be on the regular City Council meeting. 3. DISCUSSION OF PLANNING COMMISSIONER APPOINTMENT Mayor Labadie stated that when Nat Gorham was appointed to the City Council, his Planning Commission seat became vacant. She stated that there were several individuals who had applied when the City opened it up for applications and reminded the Council of the three individuals that had submitted applications and were also interviewed by Council. Councilmember Siakel stated that she would support appointing Ken Huskins to the Planning Commission and gave examples of the many things he has already done for the City. She stated that she thinks he is a thoughtful individual and would be a nice addition to the Planning Commission. Councilmember Johnson stated that he would agree one hundred percent and would support appointing Ken Huskins. Mayor Labadie stated that Ken Huskins would be her first pick and she would also support that appointment. Councilmember Callies stated that she also agreed. There was a consensus of the Council to move the appointment of Ken Huskins onto the regular meeting agenda as item 2F. 4. ADJOURN Siakel moved, Johnson seconded, Adjourning the City Council Work Session Meeting of March 22, 2021, at 6:59 P.M. Roll Call Vote: Ayes — all. Motion passed 5/0. P ATTEST: Je fifer aba fie, Mayor San fie Thone, ity lerk/HR Director