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Date: Item No.
RESOLUTION AMENDING THE 2020 GENERAL FUND BUDGET FOR
ENHANCEMENTS TO THE LASERFICHE DOCUMENT MANAGEMENT SYSTEM
Proposed Action
Staff recommends adoption of the following motion: Move to approve a resolution amending
the 2020 General Fund Budget for enhancements to the Laserfiche Document Management
System.
Overview
IT Staff has reviewed the City’s Laserfiche document management system to enhance its use and
address requests by various departments to improve current processes. Several requests for
enhancements include Council Agenda Management, web based Electronic Fence, Shed, and
Pool Permits that can be filled-in, submitted, and routed to departments directly from the City’s
website, and HR Training Tracking. These enhancements can be accomplished with Laserfiche
but will require additional software modules. During its review, IT Staff obtained pricing from
our current Laserfiche vendor (OPG3) and LOGIS.
LOGIS recently implemented a Laserfiche subscription service that has provided an opportunity
to combine licensing and module pricing to its members. This pricing model allows the City to
upgrade from a standalone version to an enterprise version. The advantage of the subscription
through LOGIS is the ability to remain current on software versions and take advantage of lower
or no cost for additional features. It is anticipated that these costs will decrease as more LOGIS
members enroll in the program. However, moving to the enterprise version of Laserfiche does
require installation, setup, and database update that was not budgeted in 2020. Estimated cost is
$20,000.
In addition, IT is requesting funding to purchase development hours to provide requested
department enhancements with Laserfiche. This was inadvertently missed in the 2020 budget.
Estimated cost is $12,000.
Staff is requesting that a budget amendment of $32,000 be approved to cover both the Laserfiche
licensing upgrade and development hours using General Fund reserves as the funding source.
Primary Issues to Consider
• Does upgrading Laserfiche enhance City services?
Yes. City services gain efficiency by the use of automated document workflows both
internally between departments and externally with the community such as accepting
April 6, 2020
applications online, routing documents for approval, etc. In addition, this will
accommodate the need for remote working to provide service continuity, for example,
during a “Stay at Home” executive order.
Supporting Information
• Resolution to amend 2020 General Fund budget
Financial Impact: $ Budgeted: Y☐ N☒ Source:
Related Documents: (CIP, ERP, etc.):
Envision Lakeville Community Values: Good Value for Public Services
Report Completed by: Ralph Vetter, IT Manager / Jerilyn Erickson, Finance Director
32,000 General Fund Reserves
2020 Budget
CITY OF LAKEVILLE
RESOLUTION NO. ________
RESOLUTION AMENDING THE 2020 GENERAL FUND BUDGET
WHEREAS, the 2020 budget was adopted on December 2, 2019; and
WHEREAS, the City is a member of Local Government Information Systems (LOGIS) which
provides its members an opportunity to combine licensing and module pricing for the Laserfiche
document management system; and
WHEREAS, the City is striving to enhance its use of electronic documents and electronic
processes for both internal and external customers; and
WHEREAS, the estimated cost to transition to the enterprise version of Laserfiche and purchase
development hours for department enhancements is $20,000 and $12,000, respectively.
NOW, THEREFORE, BE IT RESOLVED that the 2020 General Fund budget is amended in the
amount of $32,000 using General Fund reserves as the funding source.
ADOPTED by the Lakeville City Council this 6th day of April 2020.
CITY OF LAKEVILLE
___________________________
Douglas P. Anderson, Mayor
ATTEST:
_____________________________
Charlene Friedges, City Clerk