10-25-2022 Work Session CITY COUNCIL MEETING MINUTES
Richfield, Minnesota
City Council Work Session
October 25, 2022
CALL TO ORDER
Mayor Regan Gonzalez called the work session to order at 5:33 p.m. in the Bartholomew
Room.
Council Members
Present:
Maria Regan Gonzalez, Mayor; Mary Supple; Simon Trautmann (5:36 p.m.);
Sean Hayford Oleary; and Ben Whalen (5:36 p.m.)
Council Members
Absent:
None
Staff Present: Katie Rodriguez, City Manager; Sack Thongvanh, Assistant City Manager;
Kumud Verma, Finance Manager; Rachel Lindholm, Sustainability Specialist;
Amy Markle, Recreation Services Director; and Chris Swanson, Management
Analyst
Others Present: Tonya Kusmirek, LOGIS Director of Administration and Finance
Mayor Regan Gonzalez introduced the topic for discussion for the work session and turned it
over to Assistant City Manager Thongvanh.
ITEM #1
FEEDBACK ON STAFF'S RECOMMENDATION TO MIGRATE FROM JD
EDWARDS TO A NEW FINANCIAL SOFTWARE PACKAGE THAT INCLUDES
ORACLE ENTERPRISE RESOURCE PLANNING (ERP) AND SPRYPOINT UTILITY
BILLING AS PART OF OUR CONTRACT WITH LOCAL GOVERNMENT
INFORMATION SYSTEMS (LOGIS)
Assistant City Manager Thongvanh introduced LOGIS Director Tonya Kusmirek who shared
the process that LOGIS used to select the recommended financial software packages.
Council Member Supple asked about the timeline and how long implementation would take.
Assistant City Manager Thongvanh stated that, due to staff capacity, they are hoping for the first
quarter of 2023. Director Kusmirek shared that they check with the City to make sure that the staff is
prepared for the transition.
Assistant City Manager Thongvanh shared that the new software would increase efficiency
and streamline processes in Human Resources and Utility Billing.
Mayor Regan Gonzalez asked about the audit of our IT infrastructure that was spoken about at
previous meetings and for an explanation of LOGIS. Assistant City Manager Thongvanh explained
that LOGIS provides our IT services and backup servers. He also explained that the current software
offerings are aging being that they are over 20 years old. City Manager Rodriguez stated that the
independent IT assessment has not yet been done because we prioritized the implementation of
City Council Work Session Minutes -2- October 25, 2022
Microsoft 365 and explained that it would be a huge undertaking for the City to provide its own IT.
Mayor Regan Gonzalez asked if LOGIS is the only provider we could use. City Manager Rodriguez
stated that LOGIS is a consortium and allows us to have a smaller IT department. Director Kusmirek
explained that LOGIS is made up of a membership, kind of like a co-op, that provides services to
many cities and counties in the metro and that this is the software that the membership has decided to
support. Assistant City Manager Thongvanh explained that the independent IT assessment is to focus
on the vulnerabilities within IT and hardware needs of the city.
Council Member Hayford Oleary raised concerns about a 10-year commitment and the
process of researching different financial software programs. Assistant City Manager Thongvanh
explained that LOGIS used experts in their fields to analyze the different software. Council Member
Hayford Oleary clarified that because LOGIS had a rigorous process that we should trust LOGIS’
recommendations. City Manager Rodriguez explained that it was a collective effort of the
memberships and the users of the software and that we do have confidence in the process that
LOGIS did. Director Kusmirek shared the process LOGIS did to analyze the different software
programs available. Council Member Hayford Oleary asked about the difference in software provided
for the building permits and licensing software. Assistant City Manager Thongvanh explained that a
Community Development staff member did the research on new software that would best integrate
within different departments since the PIMS software currently used is not capable and that himself
and other staff members were involved in the demonstrations of the software proposed by LOGIS.
Council Member Hayford Oleary asked if the utility billing software would change for residents.
Finance Manager Verma stated that the user interface for the utility billing would not change for
residents. She also mentioned that she looks forward to moving towards this tier one solution of
Oracle Financial Solutions.
Council Member Whalen agreed that we still need the big picture IT assessment but we need
to move forward in investing in IT software. He asked that if the programs would be updated
throughout the 10-years. Director Kusmirek said that the software are cloud-based that would be
updated four times a year that are included in the service package.
Council Member Trautmann asked if all members are committed to a 10-year contract and
what would be the worst-case scenario if the software does not work out. Director Kusmirek explained
that all the members have the same 10-year contract that locks in the prices and that a 10-year
contract sounds like a long time but it takes time get comfortable with the software to see if it works
and then to implement a new software if this does not work out.
Mayor Regan Gonzalez asked if staff have the direction they need. Assistant City Manager
Thongvanh stated that they do and will bring a resolution to Council at the next meeting for approval.
ITEM #2
COMMUNITY GARDEN PILOT PROPOSAL
At 6:00 p.m., Mayor Regan Gonzalez introduced the next topic for discussion for the work
session and turned it over to Recreation Services Director Markle. Director Markle and Sustainability
Specialist Lindholm gave a presentation, included in the agenda, that overviewed the need for the
community gardens, the different models proposed, the financial impact, the sign-up process, the
criteria needed for a community garden, the proposed garden site with soil testing, the timeline, and
the community feedback, and what the potential site would look like.
Council Member Whalen provided general support for the community gardens and asked if the
water tanks would be nearer to the accessible plots and if the $45 fee was set in stone. Specialist
Lindholm shared that the final layout of the garden has not been set but the water tanks would be
closer to the accessible plots and the price is not set either but $45 was the cost of the previous
community garden, would cover some costs and evoke a sense of ownership for the plot to keep
people gardening. She also mentioned that the Recreation Department has a reduced-fee passport
program that could help cover the cost of the plots for low-income residents.
City Council Work Session Minutes -3-October 25, 2022
Council Member Hayford Oleary expressed excitement for the project and appreciated staff
creating an alternative that meets our values. He asked if residents abandon their plot, would the plot
be released to have a new owner. Specialist Lindholm shared that in research there would be
language during sign up to state if you do not tend to the garden by a certain date that it would be
released to the waiting list.
Council Member Trautmann expressed excitement and appreciated the efforts of staff to
implement the pilot project.
Council Member Supple expressed her support of the proposal and mentioned that it is
fulfilling a need for residents that live in multifamily units to be able to garden. She asked about the
use of chemical sprays at Vet’s park and if a pollinator friendly area would help create a buffer for the
chemical spray. Director Markle stated that the current maintenance plan does spray around the
memorial so we could create a greater buffer between the garden and the memorial to not have a
chemical spray affect the garden plots and the pollinator friendly area would be on the north side of
the garden. Council Member Supple asked if there are rules regarding fertilizers that the gardeners
can use and if the City does some of the fertiziling or amending of the soil. With the final details yet to
be determined, Specialist Lindholm shared that they heard the desire from residents to not have
chemical sprays or non-organic fertizilers on site and the city would be amending the soil for the
residents with the organic City compost from leaves.
Director Markle commented that residents have raised concerns about wildlife in Veterans
Park and stated that the current area is mostly mowed weeds and that a garden will provide more
biodiversity for insects and birds.
ADJOURNMENT
Mayor Regan Gonzalez adjourned the work session at 6:24 p.m.
Date Approved: November 9, 2022
Maria Regan Gonzalez
Mayor
Kari Sinning Katie Rodriguez
City Clerk City Manager