11/17/2015 MINUTES - Laserfiche WebLink

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Darnell advised it would be more than adequate. Mr. Darnell advised the upfront costs would be a subscription fee. Mr. Darnell recommended a cloud based system on a trial basis, and a purchase of a desktop scanner between $800- $2000. Mr. Wilson asked about moving the storage contract service in the future. Mr. Darnell advised that would be a consideration before signing the contract. Mr. Brockman asked how many user accounts would be utilized. Mr. Darnell advised guest access accounts could be utilized. Mr. Wilson added the indexing would be an asset in document searches. Angie Corbell concurred. Mr. Manning stated he thought it was the best course of action. Mr. Manning made a motion to purchase a scanner and conduct a month to month trial of the document imaging software. The motion was seconded by Mr. Banks. The motion carried 4 -0. Discuss and possibly take action on Request for Proposals for the cleanup and demolition of the 2305 NW Loop 286 property: The Board was advised the only RFP submitted was after the deadline and was not opened. Mr. Banks reiterated the only bid was after the deadline. Mr. McKilyar advised the bid should not be opened. Mr. Wilson stated, and Mr. Banks and Mr. Manning concurred the RFP would be advertised again. Mr. Brockman asked for clarification if the received bid needed to be returned to the contractor to be re- submitted. Mr. Wilson and Mr. Manning advised it would. Discuss and possibly take action on Board Members' personal e-mail use: Mr. Manning stated a client had an issue with the Board using personal emails. Mr. Wilson stated he thought correspondence with that client should not be emailed but placed in board member packets. Mr. Wilson stated he thought no client information should be emailed. Mayor Hashmi presented a possible solution: that the Board request city emails so that personal emails would not be subject to public information requests. Mr. McKilyar recommended the board use the city provided email addresses. Mr. Manning stated the Board would need someone to set up the emails. Ms. Corbell suggested J. C. Darnell. Mr. Banks stated the City I. T. would do it. Mr. Darnell and Mayor Hashmi concurred. Mayor Hashmi also suggested using I -pads instead of hard copy packets. Ms. Corbell asked if a motion was needed. Mr. Banks made a motion to request the City I.T. department set up city email accounts for Board members. Mr. Brockman seconded the motion. The motion carried. 4 -0 Discuss and possibly take action on Holiday Pay for temporary staff at PEDC: Mr. Manning stated the holidays were coming up and thinks it would be a good thing to pay PEDC staff for holidays. Mr. Wilson recommended two days on Thanksgiving, two days on Christmas and New Years' Day. Mr. Wilson made a motion to include these days as paid for Temporary staff. Mr. Banks seconded the motion. The motion carried 4 -0. Discuss and possibly approve changes to 2014 -2015 Amended Budget: Mr. Wilson stated there were corrections to the budget to show the corrected amended amounts and presented the corrections. Mr. Banks made a motion to approve the corrections. Mr. Wilson seconded the motion. The motion carried 4 -0. Discuss and possibly approve Minutes of October 20, 2015 Meeting: